Poland Board of Selectmen
Minutes of Meeting
April 17, 2012
CALL TO ORDER/PLEDGE OF ALLEGIANCE
Chairman Wendy Sanborn called the meeting to order at 7:00PM with Selectmen, Larry Moreau, Lester Stevens, Steve Robinson and Jim Fernald present. The Town Manager and Recording Secretary were also present.
ORGANIZATION OF THE BOARD - Election of Chairman, Vice Chairman, and Liaisons
Selectman Moreau moved to nominate Wendy Sanborn as the Chairman for the ensuing year. Selectman Fernald seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Sanborn)
Selectman Sanborn moved to appoint Larry Moreau as Vice Chairman of the Board for the ensuing year. Selectman Stevens seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Moreau)
Liaisons - Tabled for future meeting - positions will remain as is for the time being.
Minutes of Previous MeetingS
Selectman Moreau moved to approve the meeting minutes of February 21, 2012 as presented. Selectman Robinson seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Fernald)
Minutes of March 6, 2012 - No changes; signed as presented and approved on March 20, 2012.
Selectman Moreau moved to approve the meeting minutes of March 20, 2012 as presented. Selectman Robinson seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Fernald)
Selectman Moreau moved to approve the meeting minutes of March 29, 2012 as presented. Selectman Robinson seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Fernald)
BIDS
Fire Rescue Chief's Vehicle
Selectman Robinson moved to authorize the purchase of a 2013 Chevy Tahoe from Emerson Chevrolet in an amount not to exceed $31,794.00 and to include authorization for the purchase of vehicle emergency equipment from Adams Emergency Vehicles in an amount not to exceed $3,206.00. Selectman Moreau seconded the motion. Discussion: Selectman Fernald received an affirmative response when asking if warrantee was the same as any other new vehicle.
Vote: 5-yes 0-no
PERMITS/LICENSING - 1 Entertainment Permit - Selectman Moreau moved to approve the Entertainment Permit for the Poland Spring Golf Clubhouse as presented. Selectman Robinson 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.)
Reports and Communications
Town Manager’s Report – In addition to a written report, the manager provided a verbal summary of activities that took place subsequent to submitting her report.
Form base Codes - Public presentation for May 15th at 6pm. The manager will confirm.
Risk Management Dinner - April 26th, 6-8pm in New Gloucester.
LP Gas Proposals - Four responses were received the best being from Irving Oil. They came out and looked at all of the towns equipment; quoted a fixed price of $2.12.5 per gallon with no cost for changing of equipment. It will be a one (1) year contract beginning July 1, 2012. Selectman Moreau moved to authorize the Town Manager to accept and enter into a one (1) year LP Gas contract with Irving Oil at a fixed price of $2.12.5 per gallon. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Planning Board RFP – Clarification was made that this RFP is for large or complicated projects that fall beyond the scope of the Code Enforcement Officer.
Street Sweeper – The Board does not want to jointly purchase with Mechanic Falls a used 1999, Johnson street sweeper.
Interview Panel for New Deputy – Selectman Moreau moved to nominate Chairperson Sanborn and the Town Manager to partake in the hiring process of a new ASO deputy for Poland. Selectman Stevens seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1- abstained (Ch. Sanborn)
Department Reports
Financial Reports FYE 2012
Communications - The following materials were included in the meeting packets:
General Assistance Compliance
RSU 16 Adult Education - Graduation Ceremony
CMP Smart Meter Completion
Attorney Communications - Whaleback Drive
FOAA Response to Services Provided – The Board would like to see a report on what staff has been tracking so far for FOAA requests. The manager commented that it is primarily questions staff is receiving. Selectman Moreau moved that going forward with regard to FOAA requests that employees only respond in accordance to the letter of the state law and that it be policy that all town employees are not to explain any documents, its content or why. Selectman Stevens seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Maine DOT - Route 26 Meeting Correspondence – Final Public Meeting.
Poland Trail Committee Bylaws – Scott Segal gave a brief overview of this program. Selectman Moreau moved to approve the Trail Committee Bylaws charged to maintain and create trail systems for recreation in conjunction with the Poland Conservation Commission’s Open Space Plan. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Tri Town Seniors Meeting Minutes
OLD BUSINESS
Spirit of America Foundation – Resolution read and signed.
Transportation Projects for Maine DOT Biennial Budget – Selectman Moreau moved to send the list presented by the Town Manager on to MDOT with the addition of paving of Route 11 from the Casco town line to the North Raymond extension. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Fire Rescue Station Project - Establishing a Course of Action - Fire Rescue Chief Bosse spoke briefly with the Board presenting a draft project schedule. The consensus of the Board is for the Chief to move forward with the project and suggested compressing the schedule so that it does not end up being a winter project. The site plan is ready and can go to the Planning Board right away.
Acquisition and Use of Real Estate Adjacent to Town Property - Establishing a Course of Action – Selectman Robinson moved to hold a Special Selectmen’s meeting on April 24th in the Old School House at 6:30pm and call an Executive Session with the Budget Committee to discuss the approach in purchasing the property. Selectman Moreau seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Tax Acquired Property Update – Discussion only.
Newsletter Name – Discussion only.
New Business
RSU 16 Budget Committee Representative - Process is complete; no longer applicable.
Shaker Hill Community Garden Lease – Scott Segal gave a brief overview of this program. Selectman Moreau moved to authorize the Town Manager to sign the lease between the Gregory A. Morin and Timothy J. Morin d/b/a Shaker Hill Landscape & Nursery and the Town of Poland through its Recreation Department for the purpose of a Community Garden pending the answers received regarding insurance. 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 $847,748.69. Selectman Fernald seconded the motion. Discussion: none.
Vote: 5-yes 0-no
Any Other Business
John Cleveland – Extending water to Shaker Hill Nursery - Discussion only.
EXECUTIVE SESSIONS
Selectman Robinson moved that the Board of Selectmen enter into executive session with John Cleveland 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 Moreau seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Returned to open session at 9:20pm.
Executive Session – Selectman Robinson moved that the Board of Selectmen enter into executive session with the Town Manager pursuant to Title 1 MRSA Chapter 13 Public Records and Proceedings, subsection 405 Executive Sessions, subsection 6(A) to discuss personnel matters. Selectman Fernald seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Returned to open session at 10:08pm.
Adjourn - Selectman Moreau moved to adjourn. Selectman Robinson seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy
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