Poland Board of Selectmen
Minutes of Meeting
April 3, 2012
CALL TO ORDER/PLEDGE OF ALLEGIANCE
Chairman Erland Torrey called the meeting to order at 7:00PM with Selectmen Wendy Sanborn, Larry Moreau, Lester Stevens and Steve Robinson present. The Town Manager and Recording Secretary were also present.
SPECIAL PRESENTATION
Business Recognition Award – Mr. Merrill was not present.
Minutes of Previous MeetingS
Selectman Moreau moved to approve the meeting minutes of February 16, 2012 as presented. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Reconsideration of March 6, 2012 Minutes
The town manager explained to the Board that among typographical errors there were context errors that the Board should consider amending. One example she explained was in the authorization to send the conservation easement to the town attorney; she stated that the document had already been reviewed by the attorney. She also did not think the auditor’s opinion on whether or not the town should take on more debt was properly stated in the minutes. Selectman Moreau moved to postpone this item until the next meeting. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
The minutes of February 21, 2012, March 20, 2012 and March 29, 2012 were not available.
APPOINTMENTS
Election Clerks Biannual Appointments - Selectman Moreau moved to appoint the individuals on the list dated March 13, 2012 provided by Town Clerk Judy Akers for the term of May 1, 2012 until May 1, 2014. Selectman Robinson seconded the motion. Discussion: It was noted that the clerk has contacted individuals on the list or that names were provided from the area party caucuses.
Vote: 5-yes 0-no
PERMITS/LICENSING - 2 Entertainment Renewals; 4 Liquor Licensing; 1 Bingo
Selectman Moreau moved to approve the license applications as presented in the Board’s packets dated April 3, 2012. Selectman Robinson seconded the motion. Discussion: Selectman Stevens asked for further confirmation on entertaining and dancing in the clubhouse. He further stated that it use to be used for this purpose. Rosemary Roy will ask Judy to provide further confirmation. It was noted by other Board members that there have never been any problems with this owner or its locations.
Vote: 5-yes 0-no
Recognition of Visitors (A list of visitors who attended the meeting are attached to these minutes.) Steve Gove and Susan Smith from MMEHT introduced themselves to the Board. Mr. Gove oversees the health trust program and Susan Smith is Poland’s new field service (8 years) representative. Mr. Gove reaffirmed the health trust’s commitment to the town and its employees and provided a handout to the Board on MMEHT’s services.
Reports and Communications
Town Manager’s Report – The manager summarized her written report to the Board. In addition to her report, she submitted information she received from the Boy Scouts of Troop 125 on the volunteer work they performed cleaning up the Plains Road. The Board requested that thank you letters be sent out to the troop leader and to each individual scout.
Financial Reports FYE 2012
Economic Development - Shaker Hill Nursery/Public Water System - J. Cleveland - Discussion only.
Communications - The following materials were included in the meeting packets:
Time Warner Cable Internal Restructuring
OLD BUSINESS
Equipment Operator/Laborer Seasonal Position - No action was needed.
Transportation Projects/MDOT Biennial Plan – Suggested projects will be presented at the meeting of April 17th.
New Business
Fee Schedule Review/Code Enforcement Office
The last biennial review of the entire Fee Schedule was 1/19/10. The Board agreed to review the entire Fee Schedule to include the proposed different fee structure for the Code Enforcement office. The manager will hold a workshop with staff on all areas of the fee schedule and present the changes to the Board at a future date.
New Orthoimagery/Quality Aerial Photos - Selectman Robinson moved to authorize Maine Geolibrary to provide Poland with 6” pixel aerial photos at a cost not to exceed $6,650 in 3 years. Selectman Moreau seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Spirit of America Recognition - Selectman Moreau moved to nominate the Poland Spring Preservation Society as Poland’s 2012 Spirit of America Foundation Tribute for outstanding community service. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
ASSESSING BUSINESS
Abatement (1) – Selectman Moreau moved to grant the abatement on tax account #1824, map 15, lot 14 site 28 in the amount of $235.87 being uncollectible. Selectman Robinson seconded the motion. Discussion: Rosemary Roy explained to the Board that this tax year was being abated due to incorrect information collected at assessment time and that this property was tax acquired but all remaining taxes have been collected. She further explained that the tax payment refund is in regards to a recent overpayment of taxes due to miscommunications within Nu Realty. Discussion: none.
Vote: 5-yes 0-no
Payables - Selectman Moreau moved to approve the bills payable in the amount of $142,737.98. Selectman Sanborn seconded the motion. Discussion: none.
Vote: 5-yes 0-no
Any Other Business
FOAA – Selectmen Moreau inquired on whether or not staff was keeping track of the FOAA requests and questions being received by residents. He also stated that the town should be charging for electronic copies of emails and that perhaps that should be added to the fee schedule. Selectman Robinson would like to know what other communities are doing. Staff should also be reminded to follow the FOAA policy and know that they are not obligated to answer questions or explain documents.
Attorney Fees – the Board would like the invoices to contain a more detailed breakdown of time and work performed.
Auditor’s Letter for Town Meeting – the Board was somewhat confused with the content of the letter in comparison to his recent presentation before the Board. The manager stated that the total parameters of the project were explained Ron Smith.
Health Insurance – A discussion on the status of a third party reviewer took place. The manager stated the health plans are being reviewed and the results will be presented at an upcoming meeting.
RSU 16 Budget Vote – Selectman Robinson moved to adjust the Selectmen’s meeting of May 1, 2012 to May 2, 2012. Selectman Stevens seconded the motion. Discussion: The manager noted that she would not be available for that date. The Board felt that a meeting could have been held during school vacation week however the RSU Directors refused to consider that time frame. Selectman Robinson stated that he continues to encourage the RSU to lock in a regular date for these meetings.
Vote: 0-yes 4-no 1-abstained (Selectman Torrey) Motion failed.
Vice Chairperson Sanborn and the remaining members of the Board expressed farewells and heartfelt thanks to retiring Chairman Erland Torrey.
Adjourn – Chairman Torrey moved to adjourn. Selectman Stevens seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy
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