Vassalboro Board of Selectmen
Minutes of the Meeting
December 4, 2014
Members Present: Rob Browne and Phil Haines
Members Absent: Lauchlin Titus
Others Present: Mary Sabins, CES Representative Jeff Strang, Jennifer Fortin, Jim Hart, and Mike Farrell.
1. Call to order – The meeting was called to order by Chairman Haines at 7:03 p.m.
2. Minutes – On a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to accept the minutes of the 11/6/14 meeting as written.
3. Transfer Station Layout and Design Bid – Sabins stated that two bids had been received: $11,675 from CES, Inc.; and $9,800 from Hoyle, Tanner & Associates. Sabins indicated a preference for bid award to CES, Inc. because of their experience in the type of project work we are looking for, even though their bid is $1,875 higher than the low bidder. Board members asked CES Representative Jeff Strang some questions about his company’s proposal and his company’s past and current history of working for the Town on Transfer Station related projects. CES designed the original station many years ago, and currently performs test well monitoring services at the covered landfill. After discussion, and on a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to accept the engineering bid from CES, Inc. Further discussion with Jeff ensued concerning when the design plan and related costs are needed for inclusion in the upcoming 2015-16 budget process.
4. Recreation Director Appointment – Jennifer Fortin appeared at the meeting and confirmed to the Board that she had been nominated and voted by her fellow recreation committee members to fill the unexpired term of former Recreation Director Adam Loiko, who passed away recently. The Selectmen supported her appointment, which Sabins will make official by completing appointment papers. Ms. Fortin will make contact with Sabins next week to familiarize herself with the recreation budget and other processes she will need to know to perform her new duties.
5. Other (taken out of agenda order) – 1. Jim Hart asked if there were any updates for available TIF financing for the fish passage project that he should be aware of. The Board told him no changes have been made. Jim informed the Board that he no longer works for the water company, but that he is now employed in the private sector. 2. Mike Farrell stated he had read the Selectmen’s agenda and minutes on the town website and became concerned when he read there was discussion about a possible implementation of a pay-per-bag program at the Transfer Station. Mike does not favor such a program if it means he will have to pay taxes for the transfer station AND pay-per-bag to dispose of his garbage. The Board told him there is no plan to implement such a program at this time; only discussion. Mike also inquired why, earlier in the meeting, didn’t the Board try to get the higher engineering bidder down to the lower bidder’s price by just asking him if he would. It was stated that it was not common practice in the public sector to ask for bid prices and then try to talk the bidders down to a lower price.
6. Septic holding tank applications – In a previously prepared memo, Code Officer Bob Folsom requested that the Board of Selectmen consider giving approval to two new separate business owners in town for septic holding tanks. Holding tanks are allowed by the Maine State Subsurface Waste Water Division of the Department of Health and Human Services when there is a lack of space for a full septic system or the lack of need for a full system due to very little use. With little discussion and on a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to sign the approval forms for Lois DeRaps who plans to open an Antique Store in the old Masons building on Dunham Road, and Bruce Murray who will operate a storage building on Main Street.
7. Reports – a. Road Report - On a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to accept the report as presented. b. First Responders Report - On a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to accept the report as presented. b. Police Report - On a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to accept the report as presented. c. Financial Report - On a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to accept the report as presented.
8. Treasurer’s Warrants – On a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to approve warrants #36 and #37.
9. Other – 1. A notice of retirement party for Assistant Librarian Russell Smith on Saturday, December 6th was noted. Sabins will prepare a letter of congratulations for Chairman Haines to deliver to the event. 2. Brief planning discussion was given concerning the employees’ Christmas party to be held on December 13th.
10. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:13 p.m.
These minutes were read and accepted by the Board of Selectmen on 12/18/14 with the following amendments: None.