Poland Board of Selectmen
Minutes of Meeting
March 20, 2012
CALL TO ORDER/PLEDGE OF ALLEGIANCE
Chairman Erland Torrey called the meeting to order at 6:30PM with Selectmen Wendy Sanborn, Larry Moreau, Lester Stevens and Steve Robinson present. The Town Manager and Recording Secretary were also present.
EXECUTIVE SESSION
Town Manager’s Performance Evaluation
Selectman Robinson moved that the Board of Selectmen enter into executive session with Town Manager, Rosemary Kulow 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
The Board returned to open session at 7:05pm - No action was taken.
Note: It was the consensus of the Board to take the next two items out of order.
New Business - Wright-Pierce Engineers – Amendment No. 3
Rob Williams of Wright-Piece provided the Board with an update on the South Village project focusing on the completion of work and final costs. He noted the areas of the project that were higher than projected and those that were lower. Overall the project is still under the projected price by approximately $299,000. He went on to explain that the amendment before them is to include the additional utility line extensions agreed upon previously and that Wright-Pierce’s cost would be $25,000 to complete this portion of the project.
Selectman Moreau moved to approve and authorize the Town Manager to sign and administer amendment 3 of the agreement between the Town of Poland and Wright-Pierce for the design, bidding, and construction administration for utility extensions to the South Village area in the amount of $25,000 as presented. Selectman Stevens seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Rob Williamson further explained that the K & K change order was directly related to the completion of the additional utility lines.
New Business - K & K Change Order
Selectman Moreau moved to approve the K & K Excavation change order number 3 in the amount of $31,584.38 as presented. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Minutes of Previous MeetingS
Selectman Moreau moved to approve the meeting minutes of March 6, 2012 as presented. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Moreau moved to approve the meeting minutes of March 14, 2012 as presented. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recognition of Visitors (A list of visitors who attended the meeting are attached to these minutes.) None.
Reports and Communications
Town Manager’s Report – In addition to a written report, the manager followed up on the financial questions from the previous meeting.
Department Head Reports
Financial Reports FYE 2012
Communications - The following materials were included in the meeting packets:
PRHS Student Donations to Winter Wellness Program
OLD BUSINESS
Citizen’s Petition – Whaleback Drive as a Town Road - Michelle Arsenault stated that more information has been submitted regarding this issue. Selectman Sanborn stated that it was her understanding that the citizens had hired legal council Curt Webber and therefore moved that this issue be turned over to the town’s attorney. Ms. Arsenault stated that she had not retained an attorney. Selectman Sanborn withdrew her motion. Ms. Arsenault also noted that Amos Dunn would be willing to sign off on the road. The town attorney has advised the Board not to accept the petition because the road has not met all of the required conditions and to present it to the townspeople in this fashion would be an illegal act.
Selectmen Moreau moved to authorize town attorney, Natalie Burns while working with CEO, Nick Adams, to provide the Board with an outline of all the steps that need to transpire in order for this to be presented at a town meeting. Selectman Robinson seconded the motion. Discussion: Selectman Robinson stressed the need that this request is done properly, clearly, and to be resolved. Ms. Arsenault stated that Attorney Burns was not aware of the particular information that she had. The manager was asked to see that the town attorney has all available information. Chairman Torrey also stressed the need that this issue be processed correctly to include going before the Planning Board.
Vote: 5-yes 0-no
Selectman Moreau moved that based on the opinion of the town attorney the Board reject the petition to put Whaleback Drive on the April 7, 2012 town warrant. Selectman Sanborn seconded the motion. Discussion: Selectman Sanborn clarified that this motion does not mean that it will never happen but that the whole process must be done correctly.
Vote: 4-yes 0-no 1-obstained (Selectman Stevens)
Public Works Seasonal Equipment Operator – The Public Works Director is asking the Board to consider extending the seasonal position until July 1st or longer. Selectman Moreau moved that the Board hold a workshop to discuss the matter. Selectman Sanborn seconded the motion. Discussion: The Board agreed to hold the workshop on March 29th at 6:30pm.
Vote: 5-yes 0-no
AVCOG General Assembly Representatives - Selectman Moreau moved to appoint the Town Manager and Selectman Sanborn as Poland’s representatives to the AVCOG general assembly. Selectman Stevens seconded the motion.
Vote: 4-yes 0-no 1-obstained (Selectman Sanborn)
Annual Town Meeting Warrant - Selectman Moreau moved to sign the April 6th & 7, 2012 Annual Town Meeting warrant as presented. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
A discussion was held at this time with the citizen petitioners of Article # 13 regarding the purchase of real estate.
New Business
Community Service Awards Nominations - Selectman Moreau moved to award the Community Service Award at town meeting to the person who received the majority of votes. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Business Award Nominations - Selectman Moreau moved to award the spring 2012 Business Recognition Award to the second business listed on the information presented. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Open for Business Award – Selectman Stevens moved to authorize development consultant John Cleveland to move forward on this and plan to submit an application for the next quarterly period as describe in the award specifications with a due date of July 6, 2012. Selectman Moreau seconded the motion. Discussion: The consensus was to include the participation of the CEDC and Planning Board.
Vote: 5-yes 0-no
MDOT’s Biennial Municipal Solicitation Process for Transportation Improvements – The manager plans to work on this and the consensus of the Board was to hold a workshop on March 29, 2012 following the Public Hearing.
Payables – Selectman Moreau moved to approve the bills payable in the amount of $626,245.80. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Any Other Business
John Cleveland – TIF accounts are in good shape.
Selectman Robinson would like to schedule a May meeting with the manager to discuss the work process with the newly elected Selectman. As the RSU liaison he would like to continue to try and arrange a periodically joint meeting with the RSU directors and other town selectmen. Lastly, in regards to economic development what is the plan for getting on the forefront to make it positive (being active not reactive).
Selectman Sanborn proposed changing the name of the progressive. Rosemary Roy would provide some suggestions for the next meeting.
Selectman Torrey received confirmation the sand is getting picked up earlier with the spring/summer weather arriving early.
EXECUTIVE SESSION - Selectman Robinson moved that the Board of Selectmen enter into executive session with economic development consultant John Cleveland and Town Manager Rosemary Kulow, pursuant to Title 1 MRSA Chapter 13 Public Records and Proceedings, § 405 Executive Sessions, § 6 (C) to discuss the consideration of property use or acquisition. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
The Board returned to open session at 9:35pm. No action was taken.
Adjourn - Selectman Moreau moved to adjourn. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy
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