12-10-2013 Select Board Meeting Minutes


Town of Bowdoinham

Select Board Meeting

December 10, 2013 at 5:30 p.m.


1.         Call the Meeting to Order & Establish a Quorum


The meeting was called to order and quorum established by Chairman Hobart at 5:30 p.m.  Select Board members Brian Hobart, M. Theresa Turgeon, Wendy Cunningham, Kathy Gallant, and Doug Tourtelotte were present.  Staff present included Town Manager William Post. Also present was Wayne Smith and Lori-Anne Wilson representing Smith & Associates, Stewart Burrell, and Finance Advisory Committee members Tom Walling, David Engler and Jeff Lauder.  


2.         Amendments to the Agenda – None


3.         Approve Consent Calendar

  1. Meeting Minutes of November 12, 2013


On motion of Hobart/Tourtelotte, the Board voted 4 – 0 – 1 (Turgeon abstained) to approve the meeting minutes of November 12, 2013.


B.   Meeting Minutes of November 26, 2013


 On motion of Hobart/Turgeon, the Board voted 3 – 0 – 2 (Gallant and Tourtelotte abstained) to approve the meeting minutes of November 26, 2013.


            C.  Warrants & Financial Reports:

1.   Treasurer’s Warrant #34 for $238,012.07

2.   Treasurer’s Warrant #36 for $866.68

3.   November Financial Report

            D.  Reports & Communications

                  1.   Sheriff’s November Incident Report

            E.   Quit Claim Deed(s)

                  1.   Sean and Lisa Riley for 2009 and 2011 taxes paid


On motion of Tourtelotte/Gallant, the Board voted 5 – 0 to approve the remainder of the Consent Calendar as presented.


4.         Discussion Items

            A.  Meet with Wayne Smith of Smith & Associates for FY2013 Audit Review


Lori-Anne Wilson stated that the FY2013 Audit report resulted in a “clean” report with one exception. The Town lacks documentation to determine the difference between expendable and non-expendable principle amounts in the permanent trust funds. This exception is noted every year.


She then reviewed Exhibit VII of the audit report. In this exhibit, she noted that the Town collected slightly less than the budgeted amount of revenue by collecting $38,569 less than anticipated. The Town was under collected in Solid Waste fees and Recreation fees, and in total amount of taxes collected, which is not unusual.


Mr. Wilson stated that the Town also spent less than budgeted in several categories amount o a total of $128,257 spent less than budgeted. This resulted in net increase in fund balance of $89,688. The Town’s unassigned fund balance as of June 30, 2103 was $930,034. This is down from $1,068,048 on June 30, 2102 because the Town used $100,000 to reduce the tax rate and also approximately $133,000 as a match for the Sidewalk Project that was approved at a previous Town Meeting.


Board member Turgeon asked about the lack of paperwork for the Trust Funds. Chair Hobart stated that some of the Trust Funds date back 100 years, and the Town simply does not have all of the paperwork. Some of the paperwork may have been lost in the fire.


The Manager stated that Chair Hobart is correct and that to protect the Trust Funds, and to ensure that non-expendable trust funds are not expended, his philosophy is that only the interest is spent, and never the principle.


Wayne Smith explained that there were two deficiencies noted in the audit report: adjustments and journal entries were made after the close of the fiscal year by the auditors and the Town does not create its own financial statements, but has the auditors create these. He noted that this is not unusual in towns the size of Bowdoinham, and it actually makes more sense for the auditors to do this work, as it would cost the Town more to hire a certified public accountant to do this work.


Chair Hobart asked if the Town received an “A” grade for the audit. Smith stated that an “A” would be accurate.


            The Board thanked Wayne Smith and Lori-Anne Wilson for their presentation.


5.         Action Items

A.  Recognition of 2013 Spirit of America Award Recipient - Tabled


B.   Act on Authorization for Treasurer to Waive Automatic Lien Foreclosures as Deemed Appropriate


The Manager stated that the liens filed for the 2012 tax year (July 1, 2011 – June 30, 2012) are scheduled to automatically foreclose on December 30, 2013. 45-day notices were sent to those in danger of foreclosure by certified mail as required by statute. The manager has spoken with several property owners that are entering payment arrangements with the Town. However, there are some foreclosures that the manager recommends the Board authorize him, as Treasurer, to waive. These generally include mobile homes on rented lots. A full list is not available at this date because the foreclosure date is December 30th and the property owners have until that date to make payments. The Board is not scheduled to meet again in December; therefore the authorization should occur at this meeting.


            Board member Theresa Turgeon asked if the properties most likely eligible for waivers are the same as before. The Manager stated that they are.


            On motion of Tourtelotte/Gallant, the Board voted 5 – 0 to authorize the Treasurer to waive automatics foreclosures on any properties he deems appropriate.


C.  Act on Approval of Bowdoinham Newsletter Policy as Amended


The Manager stated that at the Board’s last meeting, the Board approved an amendment to the Newsletter Policy to allow subscriptions to be mailed to non-residents. The town attorney had not finished her review. She has now, and has suggested a small change in the language. The change is on page 4 in the last paragraph.


            On motion of Gallant/Turgeon, the Board voted 5 – 0 to approve the Bowdoinham Newsletter Policy as Amended.


6.         Town Manager’s Report


            The Manager stated that he will be out of the office during Christmas week through New Year’s Day for vacation.  


            The Manager stated that excise tax collections are better than expected for the fiscal year. At this point, excise collections are 8% higher than budgeted, or $17,000. This is good news considering that it is unknown at this time what the State will do with revenue sharing for next fiscal year. The state is dealing with a $40 million budget shortfall, and the Governor has proposed to eliminate revenue sharing again. The Governor has refused to submit a supplemental budget to address the shortfall, and so the legislature will propose a solution.


            The Manager stated that the speed limit reduction request on Bay Road submitted by the Board to Maine Department of Transportation (MDOT) was denied. MDOT studied the area from the bridge to the airport and determined that the data does not warrant a reduction from 35 m.p.h. to 25 m.p.h.


            The Manager stated that he is continuing to advertise for an on-call snow plow operator.


7.         Select Board Member’s Request for Agenda Items for Next Meeting – None


8.         Announce Future Meetings and Events (Meetings at Coombs Building unless noted)

A.  Select Board Meetings

1. January 14th – Regular Meeting

2. January 28th – Regular Meeting

            B.   Town Office closed for Holidays – December 24th, 25th and January 1st

            C.  Advisory Committee on Aging Meeting – December 13th 4:00 p.m.

            D.  Community Development Advisory Committee Meeting - December 17th 6:30 p.m.

            E.   Planning Board Meeting, December 19th 7:00 p.m.

            F.   Comprehensive Planning Committee Meeting – January 7th 6:30 p.m.


9.         Comments from Select Board Members


            Board member Turgeon asked about progress on the internet streaming of meetings. The Manager stated that he has talked with an electrician that will need to do some work, and has scheduled a meeting at the Town Office with Town Hall Streams to determine what is needed for equipment.


            Board member Gallant stated that BCDI has received 501 (c)(3) status as a non-profit organization from the IRS. Now BCDI can partner with the Town to raise funds for the Skatepark Project, food pantry and other organizations. A membership drive is currently underway and membership pricing is very flexible.


10.       Comments from the Public


            Jeff Lauder stated that he lives on the corner of White Road and Carlson Cross Road, and there is no stop sign on Carlson Cross Road. He also stated that the speed limit on White Road is too high for the number of houses on the road. Chair Hobart stated that the Town does not have control over speed limits and that the only thing the Board could do would be to ask MDOT to reduce the speed limit.


11.       Adjourn


            The meeting adjourned by acclamation at 6:17 p.m.



                                    Select Board                                                                                                   

                                    Town of Bowdoinham, Maine   Brian Hobart, Chair




                                                                                                M. Theresa Turgeon, Vice-Chair




                                                                                                Wendy Cunningham




                                                                                                Kathleen Gallant




                                                                                                Douglas Tourtelotte



                                                                                                Respectfully Submitted,




                                                                                                William S. Post, Town Manager