Poland Board of Selectmen
Minutes of Meeting
November 5, 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.
Pledge of Allegiance
Minutes of Previous Meeting
Selectman Torrey moved to approve the meeting minutes of September 16, 2008. Selectman Cimino seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Ferland)
Selectman Cimino moved to approve the meeting minutes of October 7, 2008. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Torrey moved to approve the meeting minutes of October 21, 2008. Selectman Ferland seconded the motion. Discussion: None.
Vote: 3-yes 0-no 2-abstained (Selectmen Cimino & Bolduc)
Recognition of Visitors (A list of visitors who attended the meeting are attached to these minutes.) Mr. & Mrs. Greg Herrick spoke to the Board regarding the “No Through Traffic” signs on Jordan Shore Drive. The Town Manager stated that he authorized the signs as a courtesy as teenagers from the high school were using the road to try and beat buses and other traffic to the end of the road as the road runs parallel to Route 11. Mr. Herrick stated that there are also 16 other private “do not” signs affixed to town signs that he feels should be removed. The Town Manager agreed to look into the removal of the private signs. A discussion continued regarding the lining of the roads and the need to relocate a stop sign. It was explained that the lining of the Ricker Road was
part of the engineering plan and that the Board, during last year’s budget review agreed to cut back on the number of roads that were lined in town. The Town Manager would see that the stop sign was moved so that it is not within the trees.
BIDS
Town Hall Lighting Discussion and Bid Award – Selectman Cimino moved to award the Town Hall lighting bid to C & G Construction in the amount of $8,639.00 with the standard provision that a percentage of the cost be held until the job has been completed and inspected. Selectman Bolduc seconded the motion. Discussion: This is for both the upstairs and downstairs of the hall and for lighting only; there is no need for an amp upgrade.
Vote: 5-yes 0-no
special communications
Charitable Exemption - Selectman Ferland moved to grant the exemption to the Food Bank/Thrift Store of Poland Community Church. Selectman Torrey seconded the motion. Discussion: The IRS classification for this charitable organization falls under the category of churches, Charitable & Benevolent”. The exemption amount is approximately $900.00 and would take effect for the FYE 2010.
Vote: 5-yes 0-no
Petitions by Wayne and Sharon Stevens – Prior to any discussion Selectman Ferland dismissed himself from the Board due to direct relations to the contents of the petition. Selectmen felt that Mr. & Mrs. Stevens should be directed to the Department of Agriculture, as there are specific rules and regulations they administer that directly affect farming. The Town Manager also stated that he would not recommend the Board adopt any rules governing agriculture. The Town Manager will send a letter to Mr. & Mrs. Stevens regarding the outcome of the Board’s review of their petition.
Patricia Martin: Request to Allow Gravel Private Road – Selectman Bolduc moved to approve Patricia Martin’s request for a gravel private road provided that the Planning Board also approves the request. Selectman Cimino seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Streetlight Request: United Society of Shakers
The Town Manager recommend approval of the request for a light at the intersection of the Outlet Road and Route 26, noting that safety is an issue and that the recently approved policy by the Board lists safety as the first priority. The Board agreed with the manager’s recommendation and also noted that they would like to continue to see these requests prior to installment.
Reports and Communications
Town Manager’s Report – The Town Manager provided a brief verbal summary of his report for the Board. Note: Board members were told that they have from now until December 31, 2008 to submit and or discuss budget items with the Town Manager. Town Manager Goal Setting 7/2008 to 6/2009 was also submitted to the Board for their completion and return.
Financial Reports: 08 / 09 Revenue and Expense
Communications - The following materials were included in the meeting packets:
Memo Re: Not Allowing Personal Use of Public Properties
Town of New Gloucester Letter
Election Results
Gun Club Notice
OLD BUSINESS
Open Position @ Public Works – The Board and manager agreed at the end of their discussion that the full time position would tabled and that the department would go forward with the anticipation of hiring a part time, as needed, employee to assist the department during storms. It was agreed by all that this change would be monitored closely, and the manager will report periodically to the board on how the change in a small staff is working.
Final Draft – Hardship / Poverty Abatement Policy
Selectman Bolduc moved to adopt the Hardship / Poverty Abatement Policy as presented by the Town Manager. Selectman Ferland seconded the motion. Discussion: Selectman Cimino felt the document lacked flexibility & discretion. The Town Manager explained that because no current document exists it is important to adopt these guidelines and that the Board still has flexibility. All information received through this abatement process is always deemed confidential.
Vote: 5-yes 0-no
Bakerton Heights Legal Options Workshop – The Board agreed to have an Executive Session with the Town Attorney at 6:30PM on December 2, 2008.
New Business
COLA / Pay For Performance Modifiers – summary presented to Board - discussion only; no action.
Safe Routes to School Grant – discussion only; no action.
Police Athletic League Grant Application Endorsement – The Board endorsed the grant.
Shared Ownership of a 10 Ton Tag Along Trailer – discussion; consensus of the Board was that there was not a great need for the trailer; no action.
Discontinuing the Recreation Advisory Board - Selectman Bolduc moved to approve the request to discontinue the Recreation Advisory Board. Selectman Ferland seconded the motion. Discussion: Selectman Cimino did not agree with discontinuing the advisory board. He has concerns with the amount of funds being spent to maintain the Recreation Department.
Vote: 5-yes 0-no
Ministerial Fund Resolution - Selectman Ferland moved to adopt the Ministerial Fund Resolution. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
ASSESSING BUSINESS
Supplementals - Selectman Torrey moved to grant the supplements for Map 12/Lot 18/14D and Map 10/Lot 69D-ON for the total amount of $1,341.94. Selectman Bolduc seconded the motion. Discussion: None.
Vote: 4-yes 0-no (Selectman Sanborn left the room for a moment.)
Abatements - Selectman Bolduc moved to grant the abatement for personal property account 124 in the amount of $72,432.70. Selectman Torrey seconded the motion. Discussion: Selectmen Cimino noted that he was very upset with the assessing agent’s error.
Vote: 5-yes 0-no
Abatements - Selectman Torrey moved to grant the abatements for TY2009 personal property campers removed prior to the tax commitment for a total amount of $858.75. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Abatements - Selectman Bolduc moved to grant the abatements for TY2009 real estate accounts as presented in the total amount of $4,099.24. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Payables
Selectman Ferland moved to approve the bills payable in the amount of $839,618.82. Selectman Torrey seconded the motion. Discussion:
Vote: 5-yes 0-no
Any Other Business
Municipal Facilities reserve funds will be used to pay for the replacement of the Town Hall doors.
There were no Board members interested in being a county budget representative.
The Board would like Dana/Rosemary to talk with Bob Penley regarding the use of credit cards.
Adjourn
Selectman Cimino moved to adjourn at 9:40PM. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy
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