Vassalboro Board of Selectmen
Minutes of the Meeting
December 20, 2018

Members Present: Rob Browne, Lauchlin Titus, and John Melrose

Others Present: Mary Sabins, Mary Grow, Don Pomerleau, Pete Allen, Mike Vashon, Dick Bradstreet, Mark Brown, and Dan Mayotte (6:38).

1. Call to order – The meeting was called to order by Chairman Titus at 6:30 p.m.

2. Minutes – Selectman Melrose inquired if there was an omission in section 12(1) of the minutes. He seemed to recall a statement was made that a year could be skipped before beginning quarterly reviews again. Chairman Titus stated that he seemed to recall that statement being made, but all agreed it was not crucial to amend the minutes to include it. After discussion and on a motion made by J. Melrose, seconded by R. Browne, the Board voted unanimously to accept the minutes of the 12/6/18 meeting as printed.

3. Dispatch update – Mike Vashon gave an update on the number of meetings and discussions that have taken place at the state and county level since the last Selectmen’s meeting. Resident Don Pomerleau introduced himself and gave his employment history that included working for the state police in their communications division. He has been following this dispatch situation carefully and has been involved in the many meetings to help develop a solution, because he knows the RCC dispatch center and the personnel who staff it. Don stated that he has made a suggestion for a solution to the dispatch problem, and has proposed it to both the Sheriff and the Director of the RCC earlier in the day. Don did not want to share any solution details at the meeting tonight until the Sheriff and the RCC Director had the chance to digest the suggested solution and to develop the idea. General discussion among the Board Members and the emergency responders in the room was given about PSAP and dispatch services, and their concern to be sure good quality dispatch service at a reasonable cost is a result of this research work.

4. House Representative Dick Bradstreet requested time to speak with the Board about the unemployment compensation issue he had been approached about by Manager Sabins. He reiterated the problem as he understood it that the Town had been assessed a fee for unemployment benefits for a town employee who made the decision to leave the Town’s employment for a perceived better offer in a neighboring town, only to be laid off by the new employer a short while later. Representative Bradstreet stated that to change this practice would require a change in State Statute. Dick stated that he was willing to introduce legislation to make the change in the unemployment law, but the proposed bill would likely receive some headwinds. Chairman Titus stated you have to ask before you can receive anything, and he is willing to testify before the Legislators on behalf of the proposed law change. Dick agreed he will work on the proposed wording for the legislative bill, as long as the Town is willing to provide testimony.

5. Fund Balance Policy – Sabins provided a history of the work and discussion previously done by the Board on this topic back in May or June of 2018. We were waiting for additional information from the auditor on adding school finance language to the policy, which has not yet been accomplished. The Board talked about the language to include in the policy that addresses the goals for the unassigned fund balance. The current policy states the town will seek to maintain a minimum unassigned fund balance of between 10-15% of the amount of tax commitment of the preceding fiscal year. After discussion, the Board agreed the better terminology would be to set 12-16% of total expenses as calculated from the most recently concluded town audit as the benchmark for the minimum unassigned fund balance. The board agreed on taking some language from Selectman Melrose’s draft policy and inserting it into the current policy, and bringing the draft policy back again to the next meeting for more discussion.

6. Treasurer’s Disbursement policies – On a motion made by R. Browne, seconded by J. Melrose, the Board voted unanimously to sign the policy on Treasurer’s Disbursement Warrants for Education Related Expenses. Sabins then stepped out of the room to print a copy of the payroll warrant policy that was erroneously omitted from the agenda packets. The Board chatted with Representative Bradstreet during that time. Once Sabins returned to the room, a motion was made by J. Melrose, seconded by R. Browne, and the Board voted unanimously to sign the policy on Treasurer’s Disbursement Warrants for Employee Wages and Benefits.

7. Registrar of Voters appointment – Without discussion, and on a motion made by J. Melrose, seconded by R. Browne, the Board voted unanimously to reappoint Catherine Coyne for a two year term to the position of Registrar of Voters.

8. Reportsa. Road Report - On a motion made by R. Browne, seconded by J. Melrose, the Board voted unanimously to accept the report as presented.

9. Other – 1. The Board signed the Historical Society lease agreement, recently signed by the Society president, to lease the old town school building on Main Street in the East Village area for a dollar per year, to house the collections of the Society. 2. The Board discussed the proposed LED streetlight agreement with CMP. Before signing the agreement, J. Melrose would like to know if a GIS map of the existing streetlights is available. Chairman Titus would like to see a committee of three town individuals (himself included) evaluate the existing lights to determine if they are still needed and in the best location. After discussion, the Board agreed to authorize Sabins to sign the agreement with CMP after the evaluation of lights has been completed. 3. Chairman Titus gave an update on the Municipal Review Committee (MRC) annual meeting that he attended on behalf of the Town. He indicated that member attendance at the meeting was low, but those in attendance were given an update on the Fiberight plant construction progress, with a soft opening planned for April at this point. 4. The Board reviewed the policy provided to them by the Superintendent on the powers and responsibilities of the School Board. 5. On a motion made by J. Melrose, seconded by R. Browne, the Board unanimously approved the signing of a CMP pole permit. 6. Sabins reminded the Board of the employee holiday luncheon at noon the next day and invited them to attend if schedules permitted. 7. Pursuant to 1 MRSA, Section 405, subsection 6(A), on a motion made by R. Browne, seconded by J. Melrose, the Board entered into an executive session to discuss a personnel matter at 7:57 p.m. The Board returned to open session at 8:05 p.m. with no action taken as a result of the executive session.

10. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:05 p.m.

/mss

These minutes were read and accepted by the Board of Selectmen on 1/10/19 with the following amendments: Minutes – Town Manager Sabins offered that she had unknowingly misspelled the name of one of the meeting attendees. Don Pomelow’s name was misspelled as Pomerleau several times in the minutes of the meeting. On a motion made by J. Melrose, seconded by R. Browne, the Board voted unanimously to accept the minutes of the 12/20/18 meeting as corrected.