Vassalboro Board of Selectmen
Minutes of the Meeting
August 16, 2012

Members Present: Rob Browne, Lauchlin Titus, and Phil Haines

Others Present: Mary Sabins and Mary Grow

1. Call to order – The meeting was called to order by Chairman Browne at 7:00 p.m.

2. Minutes – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to approve the minutes of the 7/12/12 and 8/2/12 meetings as written.

3. CDBG Public Hearing – Chairman Browne opened the public hearing at 7:01 p.m. to receive comment on the CDBF Economic Development Grant Application on behalf of DP Industries. The only member of the public in attendance at the meeting was a news reporter for the Townline Newspaper and she had no comment or questions about the CDBG grant, or the Town’s plan to assist DP Industries with the grant proceeds. The Chairman closed the public hearing within seconds of opening the public hearing and proceeded on with the remainder of the meeting agenda.

4. Policies and statements required for implementation of the CDBG Grant – Town Manager Sabins had provided the prepared proposed policies to the members of the Board of Selectmen for their review a few days prior to the meeting. At the meeting Sabins read the names of the policies and statements that needed to be approved tonight as follows: CDBG Program Complaint Policy; Fair Housing Resolution; Standards of Conduct; Section 504 Certification; Fair Housing Self Assessment; Section 504 Self Evaluation and Transition Plan; Residential Antidisplacement & Relocation Assistance Plan; Equal Employment Opportunity Policy Statement; and the Employment Profile. On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to approve and sign the policies as prepared and read by Manager Sabins.

5. Appointments to the Community Development Advisory Committee – Chairman Browne stated that he had asked William Browne to serve on the committee, and he accepted. Selectman Haines stated that he felt John Melrose would make a good candidate, but he had not asked John yet whether he would accept the appointment or not. Selectman Titus stated that he felt Don Breton would also make a good candidate, but he had not asked him either. It was decided to take a brief break in the meeting so Selectmen Haines and Titus could make phone calls to the perspective committee members. Upon reconvening the meeting, P. Haines noted that John Melrose had accepted the offer, but L. Titus stated that he was unable to reach Don Breton. The Board decided to make the appointments and could make changes later if Mr. Breton was unwilling to serve. On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to appoint John Melrose, Don Breton, and William Browne to a two year term on the Community Development Advisory Committee. Appointment papers were signed, as well as the notice of committee appointments to be returned to the CDBG grant representatives.

6. Recreation Department funding – Chairman Browne stated that he had met today in the town office with the Town Manager and the Auditor to discuss the Auditor’s recommendation for changes in the bookkeeping methods for the recreation department. The Auditor had identified this area as an area needing improvement during his audit last year. Chairman Browne stated that based on the recommendation of the Auditor, he would like to see all of the recreation funds, including (but not limited to) all revenues from snack sales, donations, fundraisers, and player fees, run through the town’s books. Each sport would have their own revenue account, and each sport commissioner will have authority to expend funds from their revenues earned for their program. The recreation director/recreation committee will have authority over the town’s annual appropriation, which is generally about $15,000. October 1st was a tentative date targeted for completion of the transition of funds. Any annual appropriation money and earned revenue money not expended at the end of a fiscal year within the Recreation Department funds will roll into the next fiscal year for the purpose originally designated. These changes are suggested for continuity for the various recreation programs, since volunteer coaching staff changes every few years as the players grow up and move on to other programs, and the parents follow the programs where their children are enrolled. After discussion, and on a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to support the concept of this change as outlined by Chairman Browne and to plan to discuss it again at the next meeting with the members of the Recreation Committee and the Recreation Director.

7. Tax abatements – On a motion made by L. Titus, seconded by P. Haines, the Board voted unanimously to sign a tax abatement for tax years 2007, 2008, 2009, 2010, and 2011 for account #1437 assessed to Carl McCaslin. The tax is considered an uncollectible tax. On a motion made by L. Titus, seconded by P. Haines, the Board also unanimously approved tax abatements for the following: 1. Patrick Sullivan (account #2039)– tax years 2009, 2010, and 2011 uncollectible tax and tax acquired property. 2. Eric & Beth Robbins (account #2803) – tax years 2009 and 2010 uncollectible tax and tax acquired property. 3. Tim & Tracy Phillips (account #2803)– tax year 2011 uncollectible tax and tax acquired property. 4. Paul Morneau (account #2786)– tax year 2011, error in assessment.

8. Reportsa. Status Report – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to accept the report as presented. b. Road Report - On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to accept the report as presented. c. Police Report - On a motion made by L. Titus, seconded by P. Haines, the Board voted unanimously to accept the report as presented.

9. Treasurer’s Warrants – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to approve warrants #14 and #15.

10. Other – None.

11. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:00 p.m.

/mss

These minutes were read and accepted by the Board of Selectmen on 9/13/12 with the following amendments: None.