2010-12-07 Select Board Meeting Minutes

 


Town of Bowdoinham
Select Board
Regular Meeting
December 7, 2010


Item 1: Call the meeting to order - Chairman Hobart called the meeting to order at 6:30 p.m. All Board members and the Town Manager were present: Chair Hobart, Selectperson Billings, Selectperson Tourtelotte, and Town Manager Durgin-Leighton.

There were approximately 53 citizens in attendance.

Item 2: Consideration of the minutes from November 16, 2010 - Chairman Hobart advised that he was not in attendance at the November 09, 2010 meeting. The vote to approve the November 9, 2010 minutes will be corrected to show the vote as 2-0-1 with Chairman Hobart abstaining.

Motion by Selectperson Tourtelotte to accept the November 16, 2010 minutes as written with the correction. Seconded by Selectperson Billings. Voted unanimously. Motion passed.

Item 3: Comments from the Public - Chairman Hobart reminded the public that this is the season of peace and goodwill. Chairman Hobart issued a challenge to all residents to forget about Bowdoinham’s problems, don’t send hateful emails, make rude phone calls, and give peace a chance in Bowdoinham for the next thirty days.

A comment was made requesting that an apology be issued to Alison Pepin.
A comment was made thanking the three selectpersons for keeping taxes and benefits at the same rate for the past few years.
A comment was made that the Town Manager has done a great job and that people need to be able to do their jobs.

Item 4: New Business

a) Report from Fire Chief Jack Tourtelotte regarding a proposed fire truck

Fire Chief Tourtelotte advised the Board that the 1984 fire truck will need substantial work to pass a pumping inspection. Approximately five (5) years ago the department had talked about replacing the truck. Since that time the trucks have a larger cab and are more expensive. New trucks are built from the ground up with custom cabs. There are more safety features and a top mounted pump. The current cost is approximately $307, 000 to $395,000. The Fire Chief is anticipating requesting $340,000 for the FY 2011/2012 budget year. The Board was given several bids. It is anticipated that the Fire Chief would be able to lock in a price by spring to be used for budgeting and Town Meeting purposes. If the item is approved at the June 2011 Town Meeting, the fire truck would be ordered in July 2011 and take approximately 6 to 12 months to build.


b) Consideration to amend Plow Contract with MJF Enterprises to include Vine Street & Recycling Barn parking lot – Kevin Prout, Public Works Director

Public Works Director Kevin Prout and Town Manager Durgin-Leighton requested the Board consider including Vine Street and the Recycling Barn parking lot into the current contract with MJF Enterprises and increase the contract amount by $2,850. This would allow Bowdoinham’s Public Works Department to give more attention to the public roads.

Motion by Selectperson Billings to amend the plowing contract with MJF Enterprises to include Vine Street and the Recycling Barn parking lot and add $2,850 to the existing contract. Seconded by Selectperson Tourtelotte. Voted unanimously. Motion passed.


c) Consideration to name private road Quarry Lane –

Motion by Selectperson Tourtelotte to allow the private road name Quarry Lane. Seconded by Selectperson Billings. Voted unanimously. Motion passed.


d) Consideration to amend Personnel Policy to allow employees, under certain conditions, to receive payment for unused vacation time -

Town Manager Durgin-Leighton recited the Town’s Personnel Policy as it pertains to unused vacation time and the fact that vacation time is a use it or lose it situation. The Board has the authority to waive portions of the personnel policy. At the time of the policies inception, there were employees who were unable to use vacation time due to short staffing or, in the case of the Public Works Department, winter time and lost earned time. Vacation begins to accrue on an employees’ anniversary date (which may fall at an inopportune time of the year). The Town Manager will work with the Town Attorney on wording for a clause that the Board has the ability to make exceptions on a case by case basis to request to the Town Manager or Board to receive pay under unusual circumstances and a clear definition of “unusual circumstances”. Because the budget allows for standard pay, an employee receiving pay for unused vacation time could create a deficit on the budget and be looked at as a bonus check before the employee’s anniversary date. The Town continues to encourage the use of vacation time. Chairman Hobart would like to have employees request to the Town Manager for the use of vacation time, even if they know it will not be approved.

Motion by Selectperson Billings to waive the personnel policy and agree to pay the employee in question for four (4) weeks of vacation time that would be lost. Seconded by Selectperson Tourtelotte. Voted unanimously. Motion passed.

e) Consideration to appoint the following residents to the Comprehensive Planning Committee effective December 7, 2010 through June 30, 2013

1. Brian Smith
2. Brad Foley
3. Paul Beltramini
4. Heather Cox
5. Brant Miller
6. David Whittlesey
7. Jeff Wing
8. Richard Morin
9. Cynthia Lamoreau
10. Joanne Joy
11. Pete Galle
12. Albert Stehle
13. Paul Baines

Motion by Selectperson Tourtelotte to appoint the list of 13 names to the Comprehensive Planning Committee. Seconded by Selectperson Billings. Voted unanimously. Motion passed.

Motion by Selectperson Billings to extend Benjamin Long’s appointment to the Biking, Walking, Paddling Group to 6/30/2013. Seconded by Selectperson Tourtelotte. Voted unanimously. Motion passed.

Motion by Selectperson Billings to appoint Lynn Sanford as an Alternate member of the Biking, Walking, Paddling Group to expire 6/30/2013. Seconded by Selectperson Tourtelotte. Voted unanimously. Motion passed.


Item 5: Old Business:

a) Community Development Advisory Committee Recommendation: old fire station land

Lynn Spiro addressed the Board with a recommendation from the Community Development Advisory Committee in regard to the sale or lease of the Old Fire Station property. The Committee is requesting to be part of reviewing and acceptance of any bids that may occur.

The Board directed Town Manager Durgin-Leighton to schedule a workshop of interested parties (i.e. Community Development Advisory Committee, Grange, other potential parties) to discuss options for the Old Fire Station property.

Item 6: Town Manager’s Report –

The Town Manager reported the following:

• Associated Design partners, an engineering firm that specializes in structural and forensic engineering inspected the Public Works Building and the Town Hall. Specifically, the Bowdoinham Energy Committee, through its Energy Grants requested the inspections in order to answer the following:
1. Can the Public Works Garage structurally withstand added insulation in order to cut energy costs?
2. How best to address the moisture problem at the town office before further insulation is added.

Summary of findings:
Public Works – the analysis indicates that the approximate uniform snow capacity of the existing steel trussed roof framing system is approx. 15 psf and the current (2006) International Building Codes indicates the uniform design snow load for this un-insulated and unheated roof is 43 psf indicating that the roof framing will require structural reinforcing and upgrading to meet current code in addition to the added dead load imposed by new insulation. Additionally a winter snow monitoring and removal program should be implemented until structural reinforcing/upgrade work is accomplished. In addition it is recommended that the structure be replaced.

The Board directed Town Manager Durgin-Leighton and Public Works Director Prout contact a contractor to price out the costs of corrections and present the costs at the next Selectmen’s Meeting.

Town Office Building – Water intrusion is recurring at the rear of the building where the building is built into the hillside. The office space at the rear of the building is subterranean. The foundation is un-insulated and does not have a perimeter drain located at or below the bottom of the footings. The existing drainage added a few years ago is inadequate to properly dewater the foundation and subterranean office space. There are 8 recommendations that the engineers are confident will correct the water issue. This includes improved groundwater management systems that calls for regarding the perimeter around the foundation to provide positive slopes away from the building, crushed stone on the ground at the perimeter drip edge, below grade under drain piping, install a waterproofing system onto the below grade foundation. We are currently seeking bids for the recommended work.

• Expenses and Revenues – As of November 30, 2010 the Town has $626,940.37 in its cash accounts earning .23%. This does NOT include another $100,733 that is in a 26 week CD at .6479% interest and an $85,000 CD at Down East FCU at 1.49% interest. Expenses – we are 41.6% through the year and we have spent 48.33% of the department budgets while receiving 40.93% received. At this time, no departments are overspending their accounts. While some line items may be overspent, other line items are under-spent therefore making up the difference.

• 45 Day Foreclosure Notices – 18 notices are scheduled to go out Thursday, December 9th with an automatic foreclosure date of January 22, 2010. This represents a total of $19,789.07 (including interest and fees). This is similar to last year’s number of 17 notices.

• Heating and General Assistance Requests – Since November 1st, we have had 22 requests for heating/and or general assistance. Last year, for the total heating season, we received 19 requests. So far, we have had 1900 gallons of oil/k-1 delivered and 2 cords of wood. Two families have been denied due to over income. This year, due to the demand and shorter supply as well as the higher costs, I am limiting each household to 100 gallons. We began the year with approximately $11,000 in the home heating assistance account and have spent less than $6,000. A final accounting will be done since some of the residents are eligible for General Assistance and we will process their applications through General Assistance in order to receive the 50% payment from the State.


Item 7: Consent Items - none

Item 8: Consideration of Treasurer’s Warrant #26 – Accounts Payable: $43,416.23 Payroll: $16,721.14 Warrant Total: $60,137.37

Motion by Selectperson Billings to approve Treasurer’s Warrant #26 with a total of $60,137.37. Seconded by Selectperson Tourtelotte. Voted unanimously. Motion passed.

Consideration of Treasurer’s Warrant #27 – Accounts Payable: $3,200

Motion by Selectperson Billings to approve Treasurer’s Warrant #27 with a total of $3,200. Seconded by Selectperson Tourtelotte. Voted unanimously. Motion passed.

Item 9: Selectperson’s Request for Agenda Items for next meeting (December 21, 2010) –

There were no requests.

 

Item 10: Announce Future Meetings, Workshops, Events

• December 8th @ 7:00 pm – 2012 Ad Hoc Planning Committee @ Fire Station
• December 14 @ 6:30 pm – Community Development Advisory Committee meeting
• December 16 @ 6:30 pm – Finance Advisory Committee meeting

Item 11: Adjourn – Chairman Hobart adjourned the meeting at 7:50 pm

Respectfully submitted, Janet L. Smith