06-10-2014 Select Board Meeting MInutes

MINUTES

Town of Bowdoinham

Select Board Meeting

June 10, 2014 at 5:30 p.m.

 

1.         Call the Meeting to Order & Establish a Quorum

 

The meeting was called to order and quorum established by Chair Brian Hobart at 5:30 p.m.  Select Board members Brian Hobart, Wendy Cunningham, Kathy Gallant, M. Theresa Turgeon and Douglas Tourtelotte were present.  Staff present included Town Manager William Post.    

           

2.         Amendments to the Agenda – Item 4A was tabled.

 

3.         Approve Consent Calendar

  1. Meeting Minutes of May 27, 2014

 

On motion of Tourtelotte/Gallant, the Board voted 4 – 0 – 1 (Hobart abstained) to approve the meeting minutes of May 27, 2014.

 

B.   Warrants & Financial Reports:

1.   Treasurer’s Warrant #77 for $239,082.86

2.   May Financial Report

            C.  Reports & Communications

                  1.   Sheriff’s Department May Incident Report

 

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

 

4.         Action Items

A.  Act on Agreement for Services with Coastal Humane Society – Tabled

 

B.   Act on Town Office Septic System Bid Award

 

The Manager stated that as the Board knows from the last meeting, the Town received four bids by the deadline on May 27th to replace the Town Office septic system. The low bidder was Callahan Construction at $16,975. At the meeting on May 27th, the Board agreed that the Manager should contact the low bidder to determine if there was an error in the bid. The Manager met with Pete Callahan and he stated that he had an error of $3,100 in his bid; therefore making his actual bid $20,075. The Manager has asked for this in writing, but does not have it yet. In addition, the Board asked that the Manager to negotiate with bidders to determine how much less the system would cost if the Town’s Public Works Department helped with the work, hauling materials for example. The bid tally was updated to show that T & H Excavation lowered their bid to $22,000 with the Town’s crew assisting. The Manager is still waiting for information from Callahan Construction.

 

Board member Theresa Turgeon asked if the Manager was comfortable with the low bidder.

 

Board member Kathy Gallant stated that she feels strongly about using a company in Bowdoinham.  Turgeon agreed.

 

Board member Cunningham stated that she would like to use a company in Bowdoinham, but also feels that the lowest bid needs to be considered.

 

The Manager stated that if the Board does not award to the low bidder, which is their prerogative, the Board should be prepared to answer why it was not awarded to the low bidder. Board member Gallant stated that the company is a local taxpayer, gives to local organizations and the Town, and provides jobs in the town.

 

The Manager stated that the Board has the following options: they could award the bid contingent on funding approval, award to the low bidder contingent on funding approval and good references, or table and have the manager do more work on the issue.

 

The Board tabled the issue until the next meeting and asked the Manager to ask for references from the two low bidders.

 

C.  Act on Request to Close Town Office on June 30th at 2:00 p.m.

 

The Manager stated that the Town’s Fiscal Year ends June 30th. In order to complete the Town’s business that day and close the books for the fiscal year, he requested that the Town Office be closed at 2:00 p.m.

 

On motion of Gallant/Cunningham, the Board voted 5 – 0 to approve closing the Town Office at 2:00 p.m. on June 30th.

 

            D.  Act on Contract by and between Town and North East Mobile Health Services

 

            The Manager stated that the Town’s current three-year contract for ambulance services expires on June 30th. The Manager recommended that the Town enter into another three-year contract with North East at $2,500 per year, which is the same the Town has paid each of the last three years.

 

            On motion of Tourtelotte/Cunningham, the Board voted 5 – 0 to approve the Contract by and between Town and North East Mobile Health Services as presented.

 

5.         Discussion Items

 

A.  Announcement of Acceptance into WHO Global Network of Age-Friendly Cities and Communities

 

The Manager announced that the Town of Bowdoinham was accepted into the WHO Global Network of Age-Friendly Cities and Communities. The Town is the first in Maine to become a member of the Network, and the first in northern New England. He handed out a draft press release. Board member Cunningham stated that a website address for more information should be added to the press release.

 

Board member Turgeon stated that this is great recognition of the work being done in the community and will give the Town access to other communities around the world that are working on age-friendly issues.

 

B.         Preparation for Annual Town Meeting

 

The Board reviewed the warrant for the annual town meeting. The Manager stated that Article 9, concerning the budget for Town Maintenance, would need to be amended to add $15,000 to cover the funding needed for replacing the septic system at the Town Office.

 

6.         Town Manager’s Report

 

            The Manager stated that the on-line burning permits have been well-received by the Town, with 46 permits issued in two weeks.

 

The Manager reported that he continues to work with CMP and their contractors on the Brown’s Point Road to ensure that the gravel portion is maintained correctly.

 

The Manager stated that the auditors will be in the office on July 14th to begin the audit of the 2014 Fiscal Year that ends June 30th.

           

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

 

8.         Announce Future Select Board Meetings

A.  June 24th – Regular Meeting

B.   July 8th – Regular Meeting

           

9.         Comments from Select Board Members – None

 

10.       Comments from the Public – None

                       

11.       Adjourn

 

            The meeting adjourned by acclamation at 6:08 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