PRESENT: Chairman Hathaway, Councilor Friedman, Councilor Parker, Councilor Perkins, Councilor King, Manager W. Reed, Deputy Clerk K. Humphrey, Office Administrator J. Reed, Fire Chief G. Martin, Public Works Superintendent B. Stoyell, Police Chief M. Leonard, Parks & Recreation Director R. Young, Members of the Public.
ITEM 1. The April 11, 2011 Veazie Town Council meeting was called to order at 7:00PM.
ITEM 2. Consideration of the Minutes
Motion By: Councilor King—to accept the March 28, 2011 meeting minutes as written. Seconded: Councilor Friedman, Voted 5-0 in favor.
ITEM 3. Consideration of the Agenda
Manager Reed stated that there was a memo from the Fire Chief in front of them as well as a final municipal audit.
ITEM 4. Comments from the Public
There were no comments from the public.
ITEM 5a. Manager Review Discussion
It was the consensus of the Council to use the New Hampshire evaluation form and edit it for Veazie. Each Councilor will fill out their own evaluation form independently then put one together collectively and meet with the Manager at the next meeting depending on the Town Attorney’s availability.
ITEM 6a. Municipal Departmental Budget Review
Chairman Hathaway outlined that when he looked at the budget that Public Works stood out to him. Manager Reed explained that the Town had not yet been billed by Lou Silver, Inc. for snow removal. That will decrease the remaining budget by about $50,000.
Councilor Perkins stated that when they had the consultant in they received a lot of good info but he doesn’t really want to spend $25,000-$30,000 on a study to increase efficiency. He would like to see the Manager be innovative and think outside the box.
There was discussion on the full timer counter clerk position that was formally a full-time position which was then cut to half-time and is now 2/5th time on average.
There was discussion on contracting out the assessing. Manager Reed outlined that he would rather see the Town do a regional approach rather than contracting out because it would afford the town a real person who is readily available to meet with people. Chairman Hathaway suggested drawing up an RFP and advertising so the Town can get a look at true costs. Councilor Perkins stated he would like to see Manager Reed see what the experiences of other small communities in Maine are. It was the consensus to have the Manager draw up an RFP.
There was discussion on online transactions plateauing. Councilor Friedman wondered if perhaps the Town needed to do a better job informing the public about these online services. Office Administrator Julie Reed outlined that the Town did at one time offered online payment for the Recreation Department however, only one person utilized it over a two year period.
Member of the public Todd Lynch stated that Orono uses an online signup and pay system. Recreation Director Rob Young stated he would check with Orono and see what they have.
Councilor Perkins inquired about what the stormwater job entailed. He asked if the Town contracted with CES, Inc. Manager Reed outlined that they contract with CES, Inc. and they do plans, check catch basins, do testing, check exit flows and do report writing. Councilor Friedman asked whether the Town could partner with Brewer or Orono on this item. Manager Reed said he would check on it.
Chairman Hathaway stated he would like to see the town report placed online rather than printing copies and mailing them to everyone. He would rather just mail the Town Warrant out.
There was discussion pertaining to increasing the recreation fees. Recreation Director Rob Young stated that he is planning on increasing the fee for summer recreation this year and in the fall increasing the after school program fee. Councilor Perkins inquired whether he had run the numbers to see how it will affect his budget. Director Young said he had not but would do so. He added that he too has also tried to think outside the box and has looked into the possibility of sharing transportation for field trips with Bangor and Orono. Chairman Hathaway wanted clarification on the collection of monies. Director Rob Young stated that he collects the money at the end of each week and it is kept in a box then brought to the Town Office to be processed and deposited. For those who do
not pay they are charged a $3 fee and invoiced. Chairman Hathaway mentioned how at YMCAs they can debit your checking account or credit card and if the Town could do something like that. Director Rob Young stated that he would do some research.
ITEM 6b. Communications Update
Manager Reed stated that the Water District has no problem with the Town putting an antenna on the water tower. He added that they have no desire to run power up there and they also want to keep their solar array separate from the Town’s. Manager Reed outlined that the Superintendent just had to check with the manufacturer of the tank about mounting.
ITEM 6c. Road Bonding Discussion
Manager Reed went over two bonding options with the Council.
Councilor Friedman stated that he was against bonding. He did not want to commit the Town to a ten year process of paying back a bond. He added that in ten years the Town would be right back to the same place it is now. He outlined that the Town use to fix a road a year and thought that citizens would be able to swallow that easier than a bond.
Councilor Parker suggested doing a combination of both; bond a lesser amount and also put money away each year in a capital account.
Member of the Public Pat Rice inquired whether there was any way Veazie could be a testing site for these new asphalt mixes. Manager Reed stated that the Town had been in the past and could look into it again.
There was discussion on doing a poll to see what the community thought. Possible ideas where sending out a postcard, putting a poll in the newsletter or placing a poll on the website.
ITEM 6d. Executive Session 1 MRSA 405(D) Discussion of Labor Contracts
Motion By: Councilor Perkins—to enter executive session under 1 MRSA 405(D) Discussion of Labor Contracts. Seconded: Councilor Parker, Voted 5-0 in favor.
Motion By: Councilor King—to reconvene public session. Seconded: Councilor Perkins, Voted 5-0 in favor.
ITEM 7. There were no additions by the Council
ITEM 8. Manager’s Report
The Town Council reviewed the following items:
a. copies of the final grounds maintenance contract RFP
b. emails pertaining to snow plowing
c. the first Solid Waste Advisory Committee applicant
d. an informational update on the Risk Pool dividends and benefits
ITEM 9. Requests for Information and Town Council Comments
Councilor Friedman stated that he noticed there was no money in the street sweeping account and outlined that there are some intersections and sidewalks that need sweeping.
Councilor Friedman also stated that at the last Council meeting they discussed getting trash bins so people could bring their spring cleaning items down to dispose. Manager Reed stated that the Town could have a rolloff here for bulky items and one for metals. The one for metals would be free.
Councilor Friedman also pointed out that it was quite a mess at the intersection of Arbor and State Street where the Water District had dug up. Snow plows also dug up the ground at the end of Arbor Drive also.
Manager Reed stated that it needs to be addressed with the contractor what the Town is going to expect for “repairs” after a plowing season. He noted that the amount of curbing torn up this year is considerable.
ITEM 10. Warrants: Town Warrant 21 and Town Payroll 21 were circulated for signature.
ITEM 11. Adjournment: Motion: Councilor Friedman—to adjourn the April 11, 2011 Town Council Meeting. Seconded: Councilor King. There was no further discussion. Voted 5-0. Meeting adjourned 9:28 pm.
A true record, Attest:
Karen Humphrey
Deputy Clerk
Town of Veazie
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