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Board of Selectmen Minutes 05/15/2012
Poland Board of Selectmen
Minutes of Meeting
May 15, 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.  

PRESENTATION
Form-Based Codes - Alan Manoian (6:00pm) – Postponed / To be rescheduled.

MINUTES
May 1, 2012 – Not available.

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 provided a verbal summary of activities that took place subsequent to submitting her report.   The manager requested the Board’s approval of her designation of Mark Bosse as Acting Town Manager in her upcoming absence.  Selectman Moreau moved to appoint Fire Rescue Chief Mark Bosse as Acting Town Manager in the absence of manager Rosemary Kulow.  Selectman Robinson seconded the motion.  Discussion:  None
Vote:  0-yes 5- no - Motion failed.

Selectman Moreau moved to appoint Executive Assistant Rosemary Roy as Acting Town Manager in the absence of Town Manager Rosemary Kulow.  Selectman Stevens seconded the motion.  Discussion:  None
Vote:  5-yes 0-no

The manager added to her report that employee Matt Magill has been hired as a full time employee of the Fire Rescue Department. The manager discussed with the Board an inquiry she received on whether or not the town’s insurance benefits can be extended to appointed and elected officials.  The Board would like to find out more regarding the subject to include:  Is there an existing policy they could review, how would the administrative reporting and or payments work; what happens with the higher deductible, and what happens when the premium isn’t paid.  The manager will look into the details and present her findings to the Board at a future meeting.

Department Reports – The Board would like Department Heads to include with their monthly reports a summary of the FOAA requests they have received in that time period.

Financial Reports FYE 2012

Communications - The following materials were included in the meeting packets:
Correspondence from House Representative Michael McClellan – Chairperson Sanborn read Representative McClellan’s letter aloud.

OLD BUSINESS
Shaker Hill Nursery Water Line Update - John Cleveland provided the Board with the cost of a pump station which was found to be fairly expensive and exceeded the funds currently available.  As for the waterline to the nursery the owners and the ASWD are working out the final details of a year round water service through a 2” line.  This is an allowable expense that will cost approximately $25-30,000 which will be paid out of the surplus of funds from the South Village project.   

Paving RFP Clarification – The manager reported that the length of paving to be completed on the Lewiston Junction Road is indeed 2051 feet.  This covers the area of road from the corner of the Empire Road up to but not including the overlay that was completed last year.  

The Board expressed concern that there was no crack sealing bid.   The Public Works director said that there are very few roads that are at the right condition for sealing.  He noted that Sunderland Road and Windsor Place are possibilities.  A second look for crack sealing of roads will be performed by the director.  

Selectman Robinson suggested that the department conduct a town wide assessment on ditching and that it be looked at closely as well.  The director stated that this year the crew is concentrating on ditching but it is very time consuming.  Selectman Moreau suggested the possibility of hiring a company to do the ditching and the Public Works Department could haul off the material.  
 
Memorabilia Barn Proposal – Discussion only.

Employee Input on Health Insurance  - the following points were noted:
  • huge jump in deductibles; why not offer the PSO 200 plan
  • what is the actual savings for the town and the employee
  • what are the proposed premium amounts
  • what is the HRA amount for the town
  • are there any other alternatives
  • it is less work if we stay with our current company
  • go with a January 1st start date
  • factoring in the cost of an HRA plan administrator
  • only focus on the plans currently proposed
Selectman Moreau suggested a workshop on the subject for September 6, 2012 at 6:30pm in the conference room.  The remaining Board members agreed.

Tax Acquired Property Sales
Rosemary Roy presented to the Board the town’s options going forward on the sale of two tax acquired properties.  Included in the presentation were the noted differences between the town Charter and the Tax Acquired Property Policy regarding disposition of properties.  Selectmen Moreau moved to amend the Tax Acquired Property Policy Section V:  Disposition of Property to reflect the same language written in the Charter under Chapter 2, Section 2.2.b.  Selectman Robinson seconded the motion.  Discussion:  None.
Vote:   5-yes  0-no

Rosemary further explained that it was suggested in talking with Mike Chamming, that the Board decides in an executive session how they wish to proceed with the properties.  It was stated by a member in the audience, George Greenwood (realtor) that the highest benefit received is typically around a rate of 6%.  Selectman Moreau asked Rosemary to follow up with Mike Chamming on how they went about a search for a realtor.

New Business
Town Fee Schedule Review – Nick Adams spoke to the Board regarding the code enforcement area where the bulk of the changes are being proposed.  The Board liked the revised simplicity and user friendly appearance.  Nick noted that he has made all efforts to keep revenue the same and eliminate fees that are not collected and or necessary.   He further explained that the CLUC requires annual fee for gravel pits and that he felt a lower flat annual fee was the simplest and fairest way to handle this area.   Selectman Moreau would like to add to the Fee Schedule a charge for copies of emails.  Other Board members expressed that they would like to see what other towns are doing as it could cause a conflict with FOAA requirements.  It is something the Board would like information on and if plausible call for a change to the fee schedule at that time.  The Board was in agreement with the Fee Schedules changes as proposed.  They will hold a Public Hearing on June 5, 2012 at 7PM.

FEMA – Discussion only regarding upcoming changes to Flood Insurance.

Public Works Services & Resources sharing w/Mechanic Falls – A draft agreement was provided to the Board; the following concerns and questions were raised:

  • The history of these departments working together does not show there is equality amount of assistance between the two towns;
  • Do the numbers work;
  • Poland does a lot more work;
  • There needs to be a better tracking system in place;
  • Tracking of the work has been requested in the past and a true picture has yet to be provided;
  • Why would an agreement improve the tracking of work;
  • What is the pay scale of the Mechanic Falls workers;
  • The expectation of an agreement would be the improvement of the recordkeeping system of the work;
  • Rates need to be agreed upon by both communities.   
  • The agreement is no different then what is currently happening;
  • The PW monthly reports needs to be a more comprehensive report in this area;  
  • Actions under the agreement must be fair.  
  • Accounting of operations to the Board should include monthly miles, hours, manpower, and rate of pay;
  • A common work order for both towns should be used to track the work.
Review of Town Manager's Work Plan - The Board suggested that they would like to see a possible new format perhaps consolidating the information with no repetitions. They would also like to see a level priority on each task and reasonable amount of time to complete said task.  

Pine Grove Cemetery Lease - Scott Segal (Recreation Director) explained to the Board the purpose for the lease is for the use of the ball field on the Brown Road which is part of the cemetery property.  The lease is for ten (10) years which began in 2011.   Selectman Moreau moved to authorize Rosemary Kulow to sign the lease with the amendment that the Poland Youth League be replaced with the Town of Poland.  Selectman Fernald seconded the motion.  Discussion:  None.5-0
Vote:  5-yes  0-no

Nomination to MMA Legislative Policy Committee – Selectman Robinson moved to nominate Rosemary Kulow to serve on the MMA Legislative Policy Committee.  Selectman Fernald seconded the motion.  Discussion:  None.  
Vote:  3-yes  2-no (Chairperson Sanborn and Vice Chairman Moreau)
Assessing Business
Abatement – Selectman Moreau moved to grant the abatement to tax account #3618, Map 7, Lot 14D for the years 2010, 2011 and 2012 in the amount of $994.18, as presented.  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 $941,748.01.  Selectman Stevens seconded the motion.  Discussion: none.
Vote: 5 -yes 0-no

Any Other Business
Selectman Moreau shared with the Board that the Conservation Commission is planning a grand opening of the Bragdon Hill trails and that they would like the manager and representatives of the Board to attend.  They are currently working on a date and also a name for the conservation area.   He also asked if the manager would send a letter of thanks on behalf of the Board to John Crouch for all the work he did on the easement.  Lastly he stated that the lines at the Transfer Station are getting very faint and asked the manager to find out by who and when they are redone.

EXECUTIVE SESSIONS
Economic Development - Selectman Robinson moved that the Board of Selectmen enter into executive session with economic development consultant 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 The Board returned to open session at 9:49PM.

Acquisition of Property - 1217 Maine Street - Selectman Robinson move that the Board of Selectmen enter into executive session with realtor George Greenwood 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   The Board returned to open session at 10:03PM.

Adjourn
Selectman Robinson moved to adjourn.  Selectman Moreau seconded the motion.  Discussion:  None.  Vote:  5-yes 0-no

Recorded by:  Rosemary E. Roy