Vassalboro Board of Selectmen
Minutes of the Meeting
July 18, 2013

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

Others Present: Mary Sabins, Mary Grow, Gene Field, Bob Greig, Dick Phippen, Rick Denico, Jr., and Tom Richards (7:55 p.m.)

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

2. Minutes – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the minutes of the 6/20/13 and the 6/28/13 meetings as written.

3. Metal roof bid – Sabins distributed a spreadsheet summary of the four bids that were received. After discussion, a motion was made by P. Haines, seconded by R. Browne, and voted unanimously by the Board to award the bid to C.O. Beck of Waterville for $27,690.

4. Truck and sander/plow bids – Public Works Director Gene Field distributed a spreadsheet summary of the bids received for both the new public works truck and the side spreader. After discussion, and on a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to award the truck bid to Hight/Crysler of Madison for $29,249 with trade-in. In a separate motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to award the sander and plow bid to Viking Cives of Sidney for $50,747. At Gene’s request, the Board also approved some wiggle room in these prices in case adjustments need to be made to marry the two separately bid components together to create one working unit.

5. GA public hearing – Chairman Titus declared the public hearing open at 7:24 p.m. Reporter Mary Grow expressed her regrets that municipalities are required to spend money for advertising for these hearings for the General Assistance Ordinance updates since, in her experience, no one ever comes to the hearing. There being no other public comment on the new appendices, the Chairman declared the hearing closed at 7:25 p.m. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to adopt the new appendices as presented by the State.

6. Capital Expenses Committee – Budget Committee Member Rick Denico, Jr. has offered to volunteer to chair a committee to study the long term capital improvement needs for the town and make recommendations for planning purposes. Chairman Titus stated the need for capital improvement planning comes up each year during budget season. Rick recommends the Board appoint a committee of four to five people who would meet from September to December prior to the budget season. Discussion was the given as to who those committee members might be. R. Browne stated he was concerned that creation of the committee might send the wrong message to department heads that the Board had a lack of confidence in their planning and decision making process. Sabins stated she was concerned we would be creating another Budget Committee. Chairman Titus stated he felt the Capital Expenses Committee would serve in a capacity similar to the Cemetery Committee where they make a recommendation for action to be taken. L. Titus asked Sabins to come prepared to the next Board meeting with a suggested mission for the Capital Expenses Committee for discussion.

7. Other (taken out of order) – Tom Richards joined the meeting at 7:55 p.m. and brought with him a metal flag holder for a Veterans grave that appeared to have been sheared and severed by a lawn mower. The ground stake for the metal holder was not located. Discussion was given briefly about the damage the mowers have caused this year to the flag holders and some stone damage, with a question as to who was going to pay for holder replacement. Tom stated he had approached the mowers and they denied responsibility for the damage. No formal action was taken by the Board.

8. Employee picnic – After discussion, it was decided to skip the employee summer picnic this year due to the busy summer schedules of many of the Board members and staff alike. Instead, the Board considered putting more effort and resources into the employee Christmas celebration but no formal plans were made at this time.

9. MMA Executive Committee Ballot – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to cast the ballot for the nominees for office as presented by MMA. It was noted that Town Manager Mary Sabins is listed on the ballot as a candidate for office on the Executive Committee.

10. Reports – a. Status Report – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the report as presented. b. Road Report - On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the report as presented. c. Financial Report - On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the report as presented. d. Police Report – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the report as presented.

11. Treasurer’s Warrants – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to approve warrants #4 and #5.

12. Other 1. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to sign the Quit Claim Deed to return foreclosed property back to Belinda Lanphier after she successfully fulfilled the tax payment/land purchase installment contract agreement we entered into with her on March 14, 2013. 2. The Board approved attendance for Mary Sabins at the annual Manager’s Interchange which will be held in Bethel this year. The Board also approved reimbursement of a motel fee for one night as she will attend classes for two days in August. 3. The mowing of the landfill cap was discussed. Richard Lemieux, a local farmer who has mowed the cap for several years in the past for the hay, has notified Sabins that he does not need the hay this year, and would need to charge $300 to cut the grass down for us (as required by the DEP). Sabins sought and received names from the Board members of other farmers who might cut the grass for the hay rather than charge a fee. 4. The performance of the mowing contract was briefly discussed. Sabins informed the Board of a certified letter that she had sent to the contractor recently stating that his August payment would be reduced by $500 for the lack of mowing performance as outlined in the contract.

13. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:35 p.m.

/mss

These minutes were read and accepted by the Board of Selectmen on 8/15/13 with the following amendments: None.