2012-12-11 Select Board Meeting Minutes


Town of Bowdoinham

Select Board Meeting

December 11, 2012 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, Kathy Gallant, and Douglas Tourtelotte were present.  Select Board members absent were M. Theresa Turgeon and Kathy Tome. Staff present included Town Manager William Post.  Also present were Lori-Anne Wilson and Wayne Smith of Smith & Associates and George Christopher.


2.         Amendments to the Agenda – None


3.         Approve Consent Calendar

            A.  Regular Meeting Minutes of November 27, 2012.

            B.   Warrants & Financial Reports:

                  1.   Treasurer’s Warrant #30 for $40,879.53

                  2.   November Financial Report

            C.  Reports and Communications

                  1.   Sheriff’s November Incident Report


            On motion of Tourtelotte/Gallant, the Board voted 3 – 0 to approve the consent                         calendar as presented.


4.         Discussion Items


  1. Meet with Smith & Associates for Fiscal Year 2012 Audit Review


Lori-Anne Wilson stated that the audit for Fiscal Year 2012 was a clean audit and has a clean opinion from the auditors. The auditors then reviewed Exhibit VII of the audit report entitled “General Fund Statement of Revenues, Expenditures and Changes in Fund Balance”.


The Town collected $58,637 more in taxes than was budgeted. This was from additional revenue from excise tax, supplementals and prior year’s taxes that were collected during FY2012. The Town collected $11,626 more than was budgeted in the Intergovernmental Revenues category and this was from revenue sharing and Tree Growth reimbursement from the State of Maine. The Town collected $4,246 more than was budgeted in the Licenses & Permits category, which was from building and plumbing permits. The Town received $8,109 less revenue than budgeted in the Charges for Services category, which was from decreased revenue in the Recreation Department. The Town received $907 less than budgeted in Investment Income due to low interest rates. The Town received $2,410 more than budgeted in Other Revenues which is miscellaneous income.


For expenditures, the Town spent less than was budgeted in all departments for a total of $68,799. The two largest categories that were under spent were General Government ($20,493 less than was budgeted) and County Tax and Overlay ($21,055 lass than was budgeted) all due to overlay.


Under Other Financing Sources, the Town budgeted $12,000 as revenue from the Trust Funds, but management chose not to use this revenue. There were transfers out of $92,329 which were to dedicated funds and included the TIF account and the sale of the former fire station property.


The net change in the fund balance for FY2012 was an increase of $74,827 from FY2011. The new undesignated fund balance for the Town is $1,068,048. The auditors noted that this fund balance is very healthy for a Town of this size and is on the high end.


The auditors then reviewed Note 4 of the audit report that lists the Town’s Capital Assets and changes in these assets during FY2012. The assets increased by $434,098 with the purchase of a plow truck and a fire truck. The auditors reviewed Note 5 of the audit report which details the Town’s long-term debt. The Town borrowed $900,000 during FY2012 to pay for the fire truck, plow truck and road improvements.


The auditors stated that there were no material deficiencies in the Town’s bookkeeping during FY2012 and this was the first year that management provided a Management Discussion and Analysis (MDA) that is not required but recommended by generally accepted accounting principles. This is a positive step forward for the Town.


The Board thanked the auditors for their presentation and discussion. 


5.         Action Items


A.        Act on Pole Permit Application by Northern New England Telephone Operations LLC and Central Maine Power Company on Brown’s Point Road


The Manager stated that the pole location was reviewed by the Public Works Foreman and himself and there is no issue with the proposed location.  


On motion of Gallant/Tourtelotte, the Board voted 3 – 0 to approve the Pole Permit as presented.


B.         Act on Appointment of Dale Mosher and Bruce Ross to the Solid Waste Committee


Chair Hobart stated that this item would be tabled as there are additional volunteers for the two positions available on the Solid Waste Committee.


C.        Act on Confirmation of Appointment of Darren Carey as Deputy Code Enforcement Office and Deputy Licensed Plumbing Inspector


The Manager stated that Darren Carey has become a naturalized United States citizen and therefore is eligible to be appointed to these two positions. He has been training for the past year and has passed some areas of the code exams and will be taking plumbing exams soon. He has one year to become certified in the two positions.  


On motion of Tourtelotte/Gallant, the Board voted 3 – 0 to confirm the Manager’s appointment of Darren Carey as Deputy Code Enforcement Officer and Deputy Licensed Plumbing Inspector.


6.         Town Manager’s Report


The Manager stated that the Town has been chosen to participate in a project to investigate the likely impacts to coastal marshes from rising sea levels along with the towns of Topsham and Bath. There is no match required from the Town other than approximately 40 hours of work from the Town’s Planning and Development Director. This work will fit nicely with the Comprehensive Plan work.


The Manager stated that the Town Meeting will need to create a reserve account for recording and broadcasting equipment with the approximately $10,000 in franchise fees the Town received as a result of an error by Comcast. This item will be placed on the Town Meeting warrant for June.


The Skate Park base has been constructed with a great deal of volunteer help from Doug Tourtelotte Excavation.


The Manager will be using vacation time over the holidays and will be out of the office from December 21st until January 2nd. Chair Hobart asked who was in charge when the manager was away. The Manager stated that he would still be in charge and is always reachable by cell phone and email.


7.         Selectperson’s Requests for Agenda Items for Next Meeting – None


8.         Announce Future Meetings, Workshops, Events


A.  Select Board Meetings

1.  January 8th – Regular Meeting

2.  January 22nd – Regular Meeting

            B.   Community Development Advisory Committee Meeting December 18th 6:30 p.m. Coombs Municipal Building

            C.  Planning Board Meeting December 20th 6:00 p.m. Coombs Building

            D.  Town Office closed December 24th, 25th and January 1st

            E.   Cable/Internet Committee Meeting December 27th 6:30 p.m. Coombs Building


9.         Comments from Select Board Members - None


10.       Comments from the Public – None


11.       Adjourn


            The meeting adjourned by acclamation at 6:20 p.m.


Select Board 

Town of Bowdoinham, Maine  


Brian Hobart, Chair



 M. Theresa Turgeon, Vice-Chair                                                                                                                                             


Kathleen Gallant



 Kathy Tome


Douglas Tourtelotte


Respectfully Submitted,

William S. Post, Town Manager