Poland Board of Selectmen
Minutes of Meeting
July 17, 2012
CALL TO ORDER/PLEDGE OF ALLEGIANCE
Chairman Wendy Sanborn called the meeting to order at 7:00PM with Selectmen Larry Moreau, Steve Robinson and Jim Fernald present. The Town Manager and Assistant Town Manager were also present. Selectman Lester Stevens was absent with notification.
Minutes of Previous MeetingS
June 5, 2012, June19, 2012 and July 5, 2012 - Not available.
Recognition of Visitors (A list of visitors who attended the meeting are attached to these minutes.) None.
APPOINTMENTS - Appointments of Boards, Committees & Liaisons
Boards & Committees - Selectman Moreau moved to appoint Mark Hyland to the Board of Appeals for a term of 5 years, James Porter to the Budget Committee for a term of 3 years, John Crouch and John Laskey to the Conservation Commission each for a 3 year term, Norman Davis to the Community & Economic Development Committee for a term of 3 years, James Porter to the Planning Board for a term of 3 years and Hiram Sibley to the Scholarship Committee for a term of 5 years. Selectman Robinson seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Liaisons - Selectman Moreau moved to appoint for a term of one year the following liaisons:
Selectman Robinson seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Conservation Commission - Selectman Larry Moreau
Community & Economic Development Committee - Selectman Wendy Sanborn
Community & Economic Development Committee Selectman Alternate - Selectman Steve Robinson
Community & Economic Development Committee - Planning Board Member - James Porter
Community & Economic Development Committee RSU #16 Director - Scott Sawyer
Comprehensive Planning Committee - Selectman Lester Stevens
Comprehensive Planning Committee - Planning Board Member - James Porter
Ricker Memorial Library Trustees - Selectman James Fernald
Regional School Unit #16 - Selectman Steve Robinson
Poland Historical Society - Selectman Lester Stevens
Employee Safety Committee - Selectman Moreau moved to appoint Erland Torrey to the Employee Safety Committee for a term of one year. Selectman Robinson seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Governance Policy – Discussion only.
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.
- Information on the MDOT paving project on Route 11;
- Q-Team contracted to cut down some trees along the Plains Road; Cost $4,000 to be paid from the FYE 2012 budget; 3 prices were obtained by cost per hour; Note: Next year the Board would like this to go out as and RFP.
- Public Works’ recent road work stemming from the rain wash outs along the Heath Road;
- Update on the final activities of the water & sewer project.
- AVCOG - the Board would like a more detailed report that would show time frames and what they are actually working on.
Department Head Reports
- Fire Rescue - The Board would like to know if the town charges for the department to respond to a flooded basement and if it is mutual aid how is that handled.
Financial Reports FYE 2012 and FYE 2013
- The town is still waiting for state reimbursement funds for the Homestead and General Assistance Programs.
Communications - The following materials were included in the meeting packets:
Auditor’s Correspondence - Management Letter
T & M Mortgage Solutions - Litigation
OLD BUSINESS
Fee Schedule Revisions – The Board scheduled a Public Hearing for August 7, 2012 at 7:00PM.
Bond Anticipation Note and Resolution – Selectman Moreau moved to authorize Chairperson Wendy Sanborn and Treasurer Judy Akers to sign the Bond Anticipation Note and for the Board of Selectman to endorse the bond Resolution. Selectman Robinson seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Centerline Painting RFP Draft - The Board addressed the following:
- Item 17 change to day of completion instead of substantial completion;
- No work will be conducted by town employees for the contractor;
- Under specifications (page 9) additional language is needed regarding the time schedule so that it reads clearer.
Planning Board Engineer Services Update – Discussion only.
New Business
Road Weight Limits
Cleve Tripp Road - Citizen Complaint - The Board would like to table the item until such time that more information can be provided. They would also like Mr. Pomerleau to attend a future meeting to discuss the issue.
Plains Road - The Board would like to propose a change such as “No Thru Trucks” signage or a weight limit for the Plains Road. They would also like to know what the ASO would like to see for signage. Due to the use of the area and previous road restrictions Rosemary Roy will research the reasons as to why the Lewiston Junction Road currently has no restrictions. Selectman Moreau moved to hold a LM SR public hearing on August 7, 2012 on the proposed changes to the Lewiston Junction Road and the Plains Road. Selectman Robinson seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Payables - Selectman Moreau moved to approve the bills payable in the amount of $350,948.28. Selectman Fernald seconded the motion. Discussion: There was a question as to why a credit card was used to purchase pins for the sweeper.
Vote: 4-yes 0 -no
Selectman Moreau moved to approve the bills payable for FYE 2013 in the amount of $101,385.29. Selectman Fernald seconded the motion. Discussion: none
Vote: 4-yes 0-no
Any Other Business
John Cleveland provided the Board with a quick update on the Shaker Hill water line installation.
EXECUTIVE SESSION
Selectman Robinson moved that the Board of Selectmen enter into executive session at 8:05PM with 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 Moreau seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Returned to open session at 8:45PM.
Adjourn - Selectman Moreau moved to adjourn. Selectman Fernald seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Recorded by: Rosemary E. Roy
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