Poland Board of Selectmen
Minutes of Meeting
October 7, 2008
CALL TO ORDER
Chairperson Wendy Sanborn called the meeting to order at 7:00PM with Selectmen Lionel C. Ferland, Jr., Erland Torrey, Joseph Cimino and Peter J. Bolduc, Jr. present. The Town Manager and Recording Secretary were also present.
Note: Chairperson Sanborn requested to take the following new business item out of order. There were no objections from the Board.
Using Pledge of Allegiance at Public Meetings
Selectman Ferland moved that the Board recite the Pledge of Allegiance at public meetings prior to the start of business. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Minutes of Previous Meeting
Selectman Torrey moved to approve the meeting minutes of June 3, 2008. Selectman Ferland seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Torrey moved to approve the meeting minutes of July 28, 2008. Selectman Ferland seconded the motion. Discussion: None.
Vote: 3-yes 0-no 2-abstain (Selectmen Cimino and Bolduc)
Recognition of Visitors (A list of visitors who attended the meeting are attached to these minutes.) None.
Reports and Communications
Town Manager’s Report – The Town Manager provided a brief verbal summary of his report for the Board.
Under the Finance Report, new Finance Director Cherie Sargent was introduced. She offered information of her background and the first few weeks on work she had been doing since coming to Poland. The Board was encouraged to e-mail the Town Manager or drop by the Town Office with any specific financial questions prior to meetings so if necessary there is adequate time to provide the Board with complete answers.
Communications - the following materials were included in the meeting packets:
Bob Faunce, Development Review Memo
S.W. Cole Paving Findings – Within Allowable Limits
Jerry Bowes Letter
Conservation Commission Minutes
Code Enforcement Update Circuit Interrupters
Portland Glass Correspondence
Gun Club Safety Inspection/B. Thomas MMA
OLD BUSINESS
Adams Bridge Resolves
Selectman Ferland moved to sign and adopt the Adams Bridge resolves presented by the Town Manager. Selectman Bolduc seconded the motion. Discussion: It was clarified that the weight limits would not apply to our road maintenance requirements; that the resolve is to include an amount in next year’s budget to begin setting funds aside to repair the bridge; new signage would be placed at the bridge; and the Androscoggin Sheriff’s Office would, to the extent that they can, carry out the enforcement of the new limits. It was suggested that a mailing go out to local businesses and other parties of interest.
Vote: 5-yes 0-no.
Town Manager Employment Contract
Selectman Ferland moved to sign the Town Manager’s amended employment contract as presented. Selectman Bolduc seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Snow’s Pit
The Town Manager presented his recommendations regarding the future of Snow’s Pit in that we retain ownership, but not do any excavation at this time. The Board generally concurred with this finding.
MDOT – Rte 26 Land Takings
The Town Manager discussed what takings that the Maine Department of Transportation would be doing with regard to the town’s property specifically the sand shed area and the school Union 29 building.
New Business
Warrant: Special Town Meeting – Referendum Questions on a Town Charter and a Regional School Unit
Selectman Bolduc moved to sign the warrant to hold a Special Town Meeting on November 4, 2008 for purposes of voting by secret ballot on town referendum questions one (1) and two (2) as presented. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no.
Election Day Citizen Satisfaction Survey
The consensus of the Board was to conduct the survey and to add the Transfer Station and the Sheriff’s Department.
Surety Bond
The Town Manager reported that he had doubled checked on the security of town funds, and that we have a Kansas Bankers Surety Bond in the amount of $4.5 million, however Northeast Bank is currently in the process of finding a replacement.
Winter Response Plan Update
This item was discussed briefly under the Town Manager’s Report. Both the manager and his assistant are now working towards the next steps to providing aid to those in need this winter.
MDOT Information Meeting Date
It was decided that the Maine Department of Transportation informational meeting on upcoming road modifications would be held at the Town Hall on November 13, 2008 beginning at 7:00PM. The meeting will be advertised.
General Assistance Ordinance Updates
The Board agreed to hold a public hearing on October 21, 2008 at 7:00PM for the purpose of amending the General Assistance Ordinance with the new maximums as provided by the state Department of Health and Human Services.
MMA Voting Credentials – taken up at previous meeting.
Donation of Audio Equipment
The general consensus of the Board was to donate the town’s old microphones and stands to the Poland school system for the purpose of improving the sound quality in the media center and like uses.
Planning Board – Request for Payment / Refund
Selectman Ferland moved to authorize the payment of Robert Faunce’s invoice in the amount of $ Selectman Bolduc seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Cimino).
Selectman Ferland moved to authorize the refund of $500.00 to developer, who had withdrawn his application. Selectman Bolduc seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Any Other Business
Attorney Services
Selectman Cimino moved to offer a two (2) year contract, beginning January 1, 2009, for legal services provided by Jensen, Baird, Gardner and Henry with the proposed pricing of the proposal. Selectman Bolduc seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Gun Club
The Town Manager stated that he is waiting on word from the insurance company regarding coverage of the building and that he would give notice to the Gun Club that effective January 1, 2009 due to building’s unsafe environment the building will no longer be available for lease. The Board agreed with this action.
Ramp Rails - the Town Manager had a discussion with the engineer Mark Gray and he is willing to design rail extensions for free and a change order would be carried out through C & G Construction.
Birch Drive - the Town Manager indicated that engineer Norm Chamberlain was working with RC Paving on possible repair strategies and that they had indicated the willingness to warranty the work.
ABATEMENTS
Selectman Torrey moved to grant the personal property abatements as presented in a total amount of $815.87. Selectman Bolduc seconded the motion. Discussion: Abatements are for recreational vehicles removed before April 1, 2008.
Vote: 5-yes 0-no.
Payables
Selectman Torrey moved to approve the bills payable in the amount of $403,374.96. Selectman Bolduc seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Adjourn
Selectman Bolduc moved to adjourn at 8:45PM. Selectman Torrey seconded the motion. Discussion: None. 5-yes 0-no.
Recorded by: Rosemary E. Roy
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