Poland Board of Selectmen
Minutes of Meeting
June 7, 2011
CALL TO ORDER/Pledge of Allegiance
Chairman Erland Torrey called the meeting to order at 6:00PM with Selectmen Wendy Sanborn, Larry Moreau, Lester Stevens and Steve Robinson present. Rosemary Roy was also present.
EXECUTIVE SESSION
Selectman Sanborn moved that the Board of Selectmen and Don Gerrish enter into Executive Session pursuant to Title 1 MRSA Chapter 13 Public Records and Proceedings, subsection 405 Executive Sessions, subsection 6(A) to discuss a personnel matter. Selectman Moreau seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Session concluded at 7:00PM – No action taken.
Minutes of Previous Meeting
Selectman Moreau moved to approve the meeting minutes of May 15, 2011 as presented. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Moreau moved to approve the meeting minutes of May 25, 2011 as presented. Selectman Stevens seconded the motion. Discussion: None.
Vote: 5-yes 0-no
BIDS
Annual Paving
Selectman Moreau moved to put the paving job back out to bid. Selectman Sanborn seconded the motion. Discussion: Selectman Moreau explained that he was uncomfortable with how the bids went out. One of the bidders questioned the motion noting that the bid numbers have already been exposed and didn’t feel that was fair. Selectman Moreau withdrew his motion.
Selectman Moreau then moved to table the Paving bid until such time that the circumstances can be discussed in an Executive Session. Selectman Sanborn seconded the motion. Discussion: RC Paving did not get their bid in and explained that they had trouble getting in contact with Rosemary, but that they did bid at the original bid opening. It was noted that the specifications from the original bid changed from lump sum pricing to unit pricing.
Vote: 5-yes 0-no
Adams Bridge Reconstruction
Selectman Stevens moved to table the awarding the bid until such time that a third party review of the proposed designs can be obtained. Selectman Sanborn seconded the motion. Discussion: The Board would also like the proposal specifications in their next meeting packet. The motion was amended to include giving permission to Selectman Moreau to contact Summit Structural Engineering and see if they could supply the Board with an overall review of the proposals submitted.
Vote: 4-yes 0-no 1 abstained (Selectman Moreau)
APPOINTMENTS
Selectman Moreau moved to reaffirm the appointments of Judith Akers and Rosemary Roy as Deputy Tax Collector/Treasurer for Poland. Selectman Robinson seconded the motion. Discussion: Selectman Moreau noted that the municipal trend appears to lean towards appointing the Town Clerk as Tax Collector/Treasurer. The Board would like Judy to weigh in on this. Rosemary stated that she would discuss the idea with her and get back to the Board.
Vote: 5-yes 0-no
Selectman Moreau moved to reaffirm the appointment of Rosemary Roy as General Assistance Administrator for Poland. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
RECOGNITION OF VISITORS – ITEMS NOT ON THE AGENDA – Open public session for comments and questions pertaining to items not on the agenda. The Chairman may also accept comments regarding agenda items as they come up. Please keep all comments constructive and to the point.
Art Berry spoke to the Board regarding a personnel issue he brought to their attention at an earlier meeting. He stated that he felt the board could have looked into matter further. Selectman Moreau responded that the town Charter is written as such that the Board of Selectman does not have any authority over personnel matters. Mr. Berry went on to explain the effects this has had on his family and that he does not blame the Board but would have liked somebody to hear his wife’s side of the story.
Selectman Moreau moved to authorize David Corcoran to serve for one (1) year as Poland’s representative to the MMWAC executive committee. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Reports
Management Report
- The Board would like to have a workshop with the Conservation Commission on June 23rd at 7PM.
- Going forward the Board would like to omit administrative staff from having to participate on town Committees and that the Selectman liaison should be responsible for the communications between the Board and the Committee(s).
CEDC Report/ So. Village W & S Project – Consultant John Cleveland gave the Board a brief overview on the status of the South Village Project, the DECD grant for the Memorabilia Barn, the Final Mile (Rt. 26) and other miscellaneous items. He also spoke to the Board regarding a developer interested in the So Village area however it would me amending the TIF to include his property. The Board suggested a possible executive session with John, the developer and the CEDC for the meeting of the 21st at 6:30PM.
Selectman Moreau moved to authorize Rosemary Roy to sign the contracts on behalf of the Town which relate to the construction of the water storage tank and booster pump station, water main and sewer infrastructure for the South Village project. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Financial Report – The Board would like the Finance Director to attend the July 5th meeting to discuss the financial status of the 06/30/11 year end.
Communications
CEDC Minutes 05/07/11
Conservation Commission Minutes 04/13/11
Annual Railroad Spray Program
T & M Mortgage Litigation Updates – Wendy will be in the court house and will attend with the BOS permission.
FEMA Preliminary Flood Map Information
Heritage Day Correspondence from PSB Co.
Old Business
Entertainment License
Selectmen Moreau moved to endorse the Entertainment Permit for the Valhalla Art Festival. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
So. Village W & S Project
Selectman Moreau moved to authorize Rosemary Roy to sign the Amendment (1) to the Engineering Agreement with Wright-Pierce on behalf of the Town dated May 23, 2011 pertaining to the South Village project. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Moreau moved to authorize Rosemary Roy establish an escrow account and file the necessary applications with MDOT to obtain authorization for a Street Opening Permit and Escrow Account for Routes 122 & 26 in relations to the South Village Project. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
New Business
RSU #16 School Budget Warrant
Selectmen Moreau moved to endorse the RSU #16 School Budget Warrant. Selectman Robinson seconded the motion. Discussion: None.
Vote 1-yes 4-no (Moreau, Sanborn, Torrey, Stevens) Motion failed.
Ecomaine Citizen Outreach
Selectmen Robinson moved to participate in the Ecomaine Citizen Outreach program with the conditions that Ecomaine with cover any and all liability and worker’s compensation, that it is well advertised and that Rosemary meet and discuss the program with an Ecomaine representative and the Public Works Director prior to its launch at the Transfer Station. Selectman Stevens seconded the motion. Discussion: The Board does not in any way want this to be an aggressive approach to townspeople.
Vote: 5-yes 0-no
MMA Representative to Legislative Policy Committee
Selectmen Moreau moved to authorized John Hawley to represent the Town of Poland on the MMA Legislative Policy Committee. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Appointments
Town Forester was removed last year and it was noted that the Board does not have to take one vote on all of the annual appointments. Appointments can be made in groups or separately.
ASSESSING BUSINESS
Abatements
Selectmen Moreau moved to grant the abatement for map 1, lot 28 in the amount of $2,628.41 for the 2010-2011 tax year. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectmen Moreau moved to grant the abatement for map 1, lot 28B in the amount of $575.13 for the 2010-2011 tax year. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Supplementals
lm/sr approve m/l5-0 $ ……..lm/sr approve m/l $ 5-0
Selectmen Moreau moved to authorize that a supplemental be issued for map 1, lot 28 in the amount of $1,161.58 for the 2010-2011 tax year. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectmen Moreau moved to authorize that a supplemental be issued for map 1, lot 28B in the amount of $2,175.89 for the 2010-2011 tax year. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
PAYABLES
Selectman Moreau moved to approve the bills payable in the amount of $1,013,466.09. Selectman Stevens seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Any Other Business – Rosemary will look into those items noted with an (*).
- Public Works Trees in association with Route 26 Construction – will be replaced by MDOT
- Waste Fill Dumping – guidelines, rules, procedures – Rosemary is working on.
- Website – Rosemary will have Nikki do some updating.*
- Johnson Hill FEMA Project *
- Responsible Pet Care – Done.
- Conservation Easement with Attorney *
- Selectmen Updated Calendar – Rosemary will send one out.
- Sand and Salt Shed Repairs – Done.
Adjourn
Selectman Moreau moved to adjourn at 8:45PM. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy
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