2011-11-01 Select Board Meeting Minutes


Town of Bowdoinham

Select Board Meeting

November 1, 2011 at 6:30 p.m.



Item 1:  Call the Meeting to Order & Establishment of a Quorum


Meeting called to order and quorum established by Chairman Hobart at 6:30 p.m.  Selectpersons Brian Hobart, Dan Billings and Doug Tourtelotte present.  Staff present included Town Manager William Post, Town Clerk Pam Ross and Assessors’ Clerk Dotty Baker. Approximately nine members of the public were also present.


Item 2: Public Hearing on the General Assistance Ordinance Appendices A, B and C concerning updated overall maximum amounts allowed, food maximums and housing maximums (Board to act on Ordinance immediately after public hearing)

Chair Hobart opened the public hearing at 6:31 p.m. and asked the Town Manager to explain the amendments.

Town Manager Post explained that each year the Department of Health and Human Services, with assistance of the Maine Municipal Association, reviews the maximum allowed amounts of general assistance per county and municipality.  The figures are adjusted based on cost indices and each municipality is responsible for holding a public hearing and adopting the amounts.

Chairperson Hobart asked for public comments.  There were none.

Chairperson Hobart closed the public hearing at 6:34 p.m.

On motion of Billings/Tourtelotte, the Board voted 3 – 0 to approve the General Assistance Ordinance Appendices A, B and C.

Item 3.Amendments to the Agenda - None

Item 4:  Comments from the Public - None

Item 5:  Approval of Minutes

  1. October 25, 2011


On Motion of Tourtelotte/Billings, the Board voted 3 – 0 to approve the minutes of October 25, 2011.


Item 6:  Business Items:

  1. Discussion on Changes to voting area for November 8thelection


Town Manager Post stated that back in September, when discussing the upcoming election with Town Clerk Ross, the decision was made to not allow charitable or non-profit organizations space in the polling area at Town Hall.  The reason for this decision was that the Town Clerk desires to set-up the polling area per state statutes and guidelines and she wants to ensure there are no problems or issues. The warden, Peter Sullivan, also expressed concern about allowing these groups to continue to set-up and sell or display various items because of the noise created and the possible interaction with voters waiting in line to vote.  The decision to allow or not allow charitable and non-profit organizations in the polling area lies with the Town Clerk per statute.

However, the Manager has decided that the Clerk will allow these groups space at the polling area as a test this year.  One table will be used and each organization can have one person staffing the area.  The Town Hall is not the ideal space to use for elections, but it is what we have for now.  Next year there will be two busy elections with high turnouts expected, so the polling location may need to be moved.  The election warden will still have the right to ask people to leave the polling area if there is a disturbance.

Wilhelmine (Billie) Oakes stated that she has been a resident for 45 years and believes much of the noise in the polling area is from the election workers.  Her concern was not having notice of the change and that there are large amounts of money that are raised by these organizations on election day.

Jill Hooper, President of Friends of the Library, stated that the community works together and will take up as little space as possible. Election day is a huge fundraising day for the library and without it, the library would need to ask for more funds from the town budget.

Town Clerk Ross apologized to Peter Sullivan because the prior discussion was that these organizations would not be allowed.  She would like to see the election be for voting only.

Ann Hartzler would like to see a different place for the elections in 2012, so that there is not an issue.

Jen Foley stated that she appreciates the Town Clerk’s comments.  The expectations of those allowed in the polling place should be managed before, during and after the election.

Bruce Ross asked if the library advertises the wreaths through pamphlets being distributed throughout the community.  Billie Oakes stated that they advertise in the papers and try to get the word out.  Hooper stated that a big issue is collecting the money for the wreaths.  At the election, they can collect the money as they sell the wreaths since the library pays for the order before the wreaths are delivered.

  1. Act on Award of 2011 Winter Sand Bid


The Town Manager stated that the Town received two bids for supplying winter sand.  The low bidder is J.R. Hill & Sons, Inc. at a cost of $5.00 yard for pick-up or $7.25 per yard delivered.  The first test sample from the pit was not sufficient.  However, a second sample was taken today and this sample looks adequate.  The filtration test is not complete yet, however.  The Manager recommends awarding the bid to J.R. Hill & Sons at the delivered price of $7.25 per yard as long as the filtration test results are good.      

On motion of Billings/Tourtelotte, the Board voted 3 - 0 to award the Winter Sand Bid to J. R. Hills & Sons, Inc. at a cost of $7.25 per yard delivered contingent upon the sand passing the filtration test, and if the test is not passed, both bids will be rejected.

  1. Act on Private Road Name (off Post Road)


The Town Manager stated that this road is located at 849 Post Road and serves two residences and a horse riding arena business.  The recommended name from Addressing Officer Nicole Briand is “Brook Lane”.

On motion of Billings/Tourtelotte, the Board voted 3 - 0 to approve the name “Brook Lane” for a private road off 849 Post Road.


Item 7:  Town Manager’s Report

The Manager reported that the new Assistant Town Clerk/Assistant Tax Collector is doing very well and fitting into the office nicely. 

The Manager stated that the sidewalk project continues and that construction has begun on Main Street.  Unfortunately, the contractor hit ledge and will be removing it with an excavator equipped with a hammer.  This will result in an increase in cost, but the project is still below budget. 


Item 8:  Consideration of FY12 Treasurer’s Warrant #24 for $123,140.04

On motion of Billings/Tourtelotte, the Board voted 3 – 0 to approve Treasurer’s Warrant #24.


Item 9:  Selectperson’s Request for Agenda Items for next meeting (November 15, 2011) – None


Item 10:  Announce Future Meetings, Workshops, Events

  1. Selectmen’s Meetings-
    • November 15th– Regular Meeting
    • December 13th – Regular Meeting


Item 11:   Convene in Executive Session pursuant to 1 M.R.S. §405(F) to consider a Poverty Abatement Request

               On motion of Billings/Tourtelotte, the Board voted 3 – 0 to enter into executive session at 6:59 p.m. to consider a Poverty Abatement Request pursuant to 1 M.R.S. §405(F).

               On motion of Billings/Tourtelotte, the Board voted 3 – 0 to convene in regular session at 7:38 p.m.

               On motion of Billings/Tourtelotte, the Board voted 3 – 0 to approve Poverty Abatement Request #FY12-1 for the 2010 tax year contingent on the Tax Collector receiving documentation that the property is not in foreclosure.

Item 12: Adjourned at 7:40 p.m.


Board of Selectpersons                                                                        

Town of Bowdoinham, Maine  

Brian Hobart, Chair                                          

Daniel Billings

Douglas Tourtelotte

Respectfully submitted,                                   

William S. Post, Town Manager