Vassalboro Board of Selectmen
Minutes of the Meeting
December 17, 2015

Members Present: Rob Browne, Phil Haines, and Lauchlin Titus (7:19)

Others Present: Mary Sabins, Mary Grow, abatement applicant, Don Breton, Eric Rowe, and Mike Vashon.

1. Call to order – The meeting was called to order by Chairman Haines at 7:00 p.m., who then called for a moment of silence to honor Rick Denico, Sr., a hard-working steward for the Town of Vassalboro, who passed away the evening before.

2. Minutes – On a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to accept the minutes of the 12/3/15 meeting as written.

3. Extrication tools bid award – Fire Department Officers Mike Vashon, Don Breton, and Chief Eric Rowe were present for this discussion. Mike Vashon explained that the department has won a FEMA grant for extrication equipment. The equipment was put out to bid and three bids were received. Mike explained that the fire department officers preferred to buy Holmatro brand tools, as they would be compatible with the surrounding town’s extrication equipment in case of a mutual aid call. The Holmatro equipment however, is the highest bid price. M. Vashon called the FEMA grant officials and asked if accepting the high bid would be allowed. The FEMA official stated inoperability and incompatibility with other town’s equipment was a justifiable reason for accepting the high bid. Based on that, the fire department officers recommend awarding the bid to Industrial Protection Services (IPS) of Yarmouth, ME in the amount of $28,037. After discussion, and on a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to accept the recommendation of the fire department officers and to award the bid to IPS for $28,037 for Holmatro extrication equipment. Additional discussion was also given about how extrication equipment is used. Don Breton also stated that another $5,000 grant from the Sukeforth Foundation for an additional thermal imaging camera has also been received.

Selectman Titus arrived at this time (7:19).

4. Treasurer’s disbursement policy for education purposes – This year, the policy was amended to include all education related funds, not just local appropriated funds. After brief discussion about the amendments, and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to approve and sign the policy.

5. Letter to the school board – The Board reviewed a draft letter to the school board requesting that the school committee consider adopting a procurement policy that sets parameters for the school board to work with when purchasing services, equipment and supplies. After discussion, and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to sign the letter as presented. Selectman Titus also requested that Sabins mail a copy of the letter to John Melrose, Chairman of the Budget Committee.

6. CDBG grant letter of intent – After brief discussion, and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to approve and to have the Chairman sign the CDBG letter of intent to file for a grant on behalf of the Vassalboro Sanitary District.

7. Budget Meeting timeline – The tentative meeting schedule for the 2016-17 budget process was discussed. The January 28 meeting of the Board of Selectmen had been erroneously omitted and was added back to the schedule. No other changes made at this time. On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the schedule as amended.

8. Reportsa. Road Report - On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the report as presented. b. Financial Report - On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the report as presented. c. First Responders’ Report - On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the report as presented. Chairman Haines reported that he had attended the Spirit of America Award presentation this week at the County level in Augusta to recognize the town’s award given in June 2015 to our volunteer First Responder group. The First Responders’ Chief and Assistant Chief were present at that meeting to be recognized again. Phil stated it was a very positive experience and he was glad he had attended.

9. Treasurer’s Warrants – On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to approve warrants #37 and #38.

10. Other1. Sabins reported that Dick Kelly has resigned from the Cemetery Committee. 2. Sabins provided an update on the MRC meeting concerning trash disposal options post-2018 agreement with PERC that she had attended the night before. 3. The Board approved sending flowers to Rick Denico’s widow. 4. The Board revisited the holiday closing hours previously set. Once it was learned that the governor has decided to close all state offices on December 24th, the Selectmen agreed to close the town office and town departments on December 24th as well. The Town Office and town departments will also close at 4:00 p.m. on December 31st.

11. Executive Session pursuant to 36 MRSA Section 841 – On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously at 7:55 p.m. to enter into an executive session to discuss an abatement application. The Board returned to open session at 8:00 p.m. and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to abate the 2013 principle tax, interest and costs for the applicant #15-03.

12. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:02 p.m.

/mss

These minutes were read and accepted by the Board of Selectmen on 1/14/16 with the following amendments: None..