Vassalboro Board of Selectmen
Minutes of the Meeting
February 29, 2012
Members Present: Rob Browne, Lauchlin Titus, and Phil Haines
Others Present: Mary Sabins, Mary Grow, Nikki Wasilewski & daughters, Sean Goodwin, George Hamar and friend.
1. Call to order – The meeting was called to order by Chairman Haines at 7:00 p.m. It was noted the meeting had been moved up to a Wednesday night in anticipation of a large snow storm that is expected to hit tomorrow night on our regular meeting day.
2. Minutes – On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to approve the minutes of the 2/16/12 meeting as written.
3. Coyote Ridge Residents – The Coyote Ridge residents notified the Manager that they were not ready to be on the agenda tonight. The residents in the subdivision were still negotiating an agreement among themselves in relation to the new road association being formed.
4. Kennebec Emergency Management Agency (EMA) Hazard Mitigation Plan – EMA Assistant Director Sean Goodwin provided a history of the origin of the plan and explained how the projects listed in the plan as potential hazard sites were eligible for funding by the State to mitigate their potential danger to life and property in the event of a severe weather event. After discussion, and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to adopt the Kennebec EMA Hazard Mitigation Plan. The Board signed the adoption letter and gave an original copy to Mr. Goodwin to take back to his office.
5. Fund Balance Policy – Chairman Haines explained the need for the policy as required by the town auditor in his audit management letter to put into writing the guidelines governing the town’s undesignated (surplus) fund. After this brief explanation, and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to adopt the policy as presented. The policy had previously been reviewed and approved by the town auditor.
6. Mowing bid – The Board reviewed the draft bid specifications and made changes to the required grass height at the ball fields to 1 ½” and approved the inclusion of a comment that drainage projects will be underway at the recreation fields this summer at the request of the Recreation Director. The work will be put out to bid soon with a bid deadline of March 23rd.
7. Mileage reimbursement – Selectman Titus expressed concern that the town’s present mileage reimbursement rate may be too low at .47 per mile. The price of gasoline is very high now, and the reimbursement rate for Federal Employees is .51per mile. The IRS reimbursement rate is .555 per mile. After discussion, and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to increase the reimbursement rate to .51 per mile effective immediately.
8. Restricted Vehicle Weight on Posted Roads Ordinance – Sabins explained that this ordinance was needed to authorize the Heavy Loads Limited signs that the Road Commissioner posts each year. Discussion was given about the format of the waiver permit that will accompany the Ordinance. Road Commissioner Gene Field has a waiver permit format that he prefers, rather than the sample proposed. Selectman Titus questioned if feed trucks, milk trucks, and trucks delivering animal bedding should also be listed as exempt vehicles in the Ordinance. Sabins offered that she would research it for the next meeting, but suggested that the Board adopt the policy as presented tonight to get an Ordinance in place before the roads were posted, and then the Ordinance could be amended later if we learn that additions to the list of exempt vehicles should be made. On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to adopt the Restricted Vehicle Weight on Posted Roads Ordinance using Gene’s waiver permit.
9. Reports – a. Status Report – On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the report as presented. b. Road Report - On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the report as presented. c. Police Report – There was no report to review as the month of February had not ended yet.
10. Treasurer’s Warrants – On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to approve warrants #43 and #44.
11. Other – 1. Sabins inquired if the Board would support a CPR training class for the Staff and the Board of Selectmen. The cost for the class would be a few pizzas for lunch on the Friday afternoon class day and $3.00 per certification card for each employee completing the three hour class. The Board approved of this proposal. 2. A thank you note from Alewife Harvester Ron Weeks was read aloud.
12. Budget work session – The Board reviewed each department’s proposed budget and made their Board recommendations. Sabins will complete the budget packets and have them ready for distribution to the Budget Committee next week.
13. Adjourn – There being no further business to discuss, the meeting was adjourned at 9:10 p.m.
These minutes were read and accepted by the Board of Selectmen on 3/15/12 with the following amendments: None.