Vassalboro Board of Selectmen
Minutes of the Meeting
June 16, 2016
Members Present: Rob Browne, Lauchlin Titus, and Phil Haines
Others Present: Mary Sabins, Mary Grow, Mike Vashon, Eric Rowe, Doug Phillips, Frank Roma, and Gene Field
1. Call to order – The meeting was called to order by Chairman Haines at 7:00 p.m.
2. Elect a new Chairman – On a motion made by P. Haines, seconded by R. Browne, the Board elected Lauchlin Titus to serve as Chairman for the upcoming year. Mr. Titus immediately commenced his new duty and chaired the remainder of the meeting.
3. Minutes – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the minutes of the 6/2/16 meeting as written.
4. Fire truck acquisition – Retired Auburn Fire Chief Frank Roma attended the meeting to provide testimony of his experience acquiring fire apparatus using the HGAC Cooperative Purchasing Program out of Texas. With this Cooperative Purchasing Program that has been in practice elsewhere in the country for nearly 30 years, the buyer selects the vendor they want to work with, and then the selected vendor builds a truck to the buyer’s listed specifications. The Vassalboro Fire Department would like to try this process to acquire the truck that was approved at the June 6, 2016 town meeting. This Cooperative Purchasing Program differs from the usual sealed bid protocol that the town has used in the past, and is currently outlined in the Town Procurement Policy. The current Procurement Policy does however, authorize the Selectmen to waive the standards in the policy if it is deemed by the Selectmen to be in the best interest of the town to do so. After an extended question and answer session with the Fire Department Members and Mr. Roma about how the cooperative works, the Board decided that this process may be an opportunity for savings for the town and the Board felt it was worth trying. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to authorize the Town Manager to sign the proposed Interlocal Contract for Cooperative Purchasing with HGACBuy to allow the process to lease/purchase the needed fire truck. The Board then discussed whether a motion was needed to waive the standards in the current Procurement Policy to allow this new process. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to waive the standards in the current Procurement Policy for this one time because they felt it was in the town’s best interest to do so.
Selectman R. Browne stepped out of the room to receive a phone call at this time. For this reason, the Chairman took a few of the lighter agenda items out of order to expedite the meeting.
5. Disbursement Policy for State Fees – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to renew and sign the policy.
6. Reports – a. Road Report - On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to accept the report as presented.
Selectman Browne returned to the meeting at this time.
7. Annual Appointments – After discussion and much consideration, and on motions made by P. Haines, seconded by R. Browne, the Board unanimously to make and approve the following list of appointments:
Selectmen's Appointments Term Length Expires
Mary-Ellen Johnston Conservation Commission 3 yr term 2019
Steve Jones Conservation Commission 3 yr term 2019
Dylan Dillaway Conservation Commission 3 yr term 2019
Jennifer Fleck Recreation Committee 1 yr term 2017
Kevin Luczko Recreation Committee 1 yr term 2017
Tiffany Luczko Recreation Committee 1 yr term 2017
Hillary Polley Recreation Committee 1 yr term 2017
Vacant Recreation Committee, alternate 1 yr term 2017
Steve Polley Recreation Committee 1 yr term 2017
Ben Loiko Recreation Committee 1 yr term 2017
Marc Cote Recreation Committee 1 yr term 2017
Betsy Poulin Planning Board 2 yr term 2018
Virginia Brackett Planning Board 2 yr term 2018
John Phillips Planning Board 2 yr term 2018
Margaret Cain Appeals Board 2 yr term 2018
Gary Coull Appeals Board 2 yr term 2018
Mary Sabins Town Manager 1 yr term 2017
Mary Sabins General Assistance Admin. 1 yr term 2017
Mary Sabins Tax Collector 1 yr term 2017
Mary Sabins Town Treasurer 1 yr term 2017
Tim Giroux Cemetery Committee 1 yr term 2017
David Jenney Cemetery Committee 1 yr term 2017
Jane Aiudi Cemetery Committee 1 yr term 2017
Russell Smith Cemetery Committee 1 yr term 2017
Sue Haines Cemetery Committee 1 yr term 2017
Sandra Toohey Cemetery Committee 1 yr term 2017
Richard Lees Cemetery Committee 1 yr term 2017
Ellery Bane Assessor 1 yr term 2017
Catherine Coyne Town Clerk 1 yr term 2017
Peter A. Nerber Animal Control Officer 1 yr term 2017
Peter E. Nerber Animal Control Officer 1 yr term 2017
Eric Rowe Fire Chief 1 yr term 2017
Eugene Field Road Commissioner 1 yr term 2017
Jean Poulin Bookkeeper 1 yr term 2017
Richard Dolby Code Enforcement Officer 1 yr term 2017
Paul Mitnik Alternate Code Enforce. Officer 1 yr term 2017
Richard Dolby Local Plumbing Inspector 1 yr term 2017
Paul Mitnik Alt. Local Plumbing Inspector 1 yr term 2017
Richard Dolby Building Inspector1 yr term 2017
Paul Mitnik Alternate Building Inspector 1 yr term 2017
Richard Dolby E911 Addressing Officer1 yr term 2017
Richard Phippen Police Chief 1 yr term 2017
Jennifer Fortin Recreation Director 1 yr term 2017
Eric Rowe Town Emergency Mgmt. Director 1 yr term 2017
Dan Mayotte Dir. of First Responder Service 1 yr term 2017
Peter Allen Ass’t Director of First Res. Ser. 1 yr term 2017
Morgan Titus Rau Health Officer 1 yr term 2017
Tax Collector's Appointments
Catherine Coyne Dep Tax Collector 1 yr term 2017
Deborah Johnston Dep Tax Collector 1 yr term 2017
Jean Poulin Dep Tax Collector 1 yr term 2017
Town Clerk's Appointments
Deborah Johnston Dep Town Clerk 1 yr term 2017
Jean Poulin Dep Town Clerk 1 yr term 2017
Catherine Coyne Dep Town Treasurer 1 yr term 2017
Deborah Johnston Dep Town Treasurer 1 yr term 2017
Jean Poulin Dep Town Treasurer 1 yr term 2017
General Assistance Administrator's Appointments
Catherine Coyne Dep. GA Administrator 1 yr term 2017
8. Carry forward amounts – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to sign the authorization to carry forward into next fiscal year, the amounts in the expense lines for the recreation department, the leftover $39,678 remaining in the paving expense line to be used for paving projects in next fiscal year, and the $28,700 pooled together this year as the Town’s match to fund the State project to renovate the boat launch at China Lake on Route #32 that is likely to happen this fall when the water level is lower.
9. Other – Resident and Elected Budget Committee Member Doug Phillips stated he had three things on his mind that caused him to come to the meeting. 1. Doug stated that he was frustrated with the recent process used to fill a vacancy on the school board. The School Board appointed a person (without advertising the vacancy) to fill the slot until the municipal election, then the individual took out nomination papers and ran for office. The Selectmen informed Doug that the School Committee is authorized by Maine State Statute to fill a vacancy on their committee by appointment until the next upcoming municipal election. 2. Doug also stated that he was concerned about the planned start of dam removals for the alewife restoration project, when it is apparent the planners do not have all of the funding required to complete the dam destruction or fish ladders that are planned for all six dams. The Board reminded Doug that it is not a town project and we have no say in how and when the project(s) will commence. 3. Doug stated that he was disheartened to learn at the town meeting and not before that the MRC has reduced its target for required tonnage in order for the Fiberight project to proceed, and he wondered why this information was not disseminated prior to the meeting. The Board stated that the information was only learned the day of town meeting. 4. The Chairman asked Sabins if she had any other items for the “Other” category on the agenda. Sabins stated that the Vassalboro Business Association (VBA) would like to know for marketing purposes if the town plans to hold another combined volunteer/employee recognition event the same weekend as the VBA’s Vassalboro Days in September, like last year. Discussion was given as to what type of employee recognition event to hold this year. It was decided to hold a Christmas event at the Natanis Club House instead of the joint recognition event in September, the date for which will be determined at a later time. 5. After brief discussion about the need to prosecute code enforcement legal matters, and the difficulty the Code Officer is having to obtain the services of the town attorney to assist with legal matters, the Board voted unanimously on a motion made by P. Haines, seconded by R. Browne, to sign an authorization for the CEO Richard Dolby to pursue and act as Rule 80K Agent for Legal Action for the Town of Vassalboro. 6. L. Titus questioned if voters understood the school budget referendum question that asked the voter if they want to continue to have the written ratification vote on the school budget for the next three years. L. Titus stated a member of his family voted in favor of the ballot question without reading the explanation that accompanies the question, because she was in favor of the school budget. Lauchlin wondered aloud how many other voters did not understand the ballot question. 7. P. Haines asked for and received a Shoreland Zone Ordinance re-write update from Doug. The Planning Board has been working for several months to update the Ordinance, and the new Ordinance should be ready for a referendum vote this November. 8. P. Haines gave Doug some tips on how to obtain a membership for the on-line Sentinel newspaper.
10. Treasurer’s Warrants – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to approve warrants #71 and #72.
11. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:50 p.m.
These minutes were read and accepted by the Board of Selectmen on 6/30/16 with the following amendments: None.