Vassalboro Board of Selectmen
Minutes of the Meeting
June 18, 2015

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

Others Present: Mary Sabins, Mary Grow, John Melrose, Mike Vashon, Gene Field, Don Breton, and Brienna Pelletier.

1. Call to order – The meeting was called to order by Chairman Haines at 7:02 p.m.

2. Minutes – On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the minutes of the 6/4/15 meeting as written.

3. Elect new Chairman – By consensus, the Selectmen agreed to take up this item later in the meeting.

4. Paving bid – Public Works Director Gene Field distributed a summary of the five paving bids received and he explained that he has been looking into a paving product for that would be new to Vassalboro called chip sealing. Gene stated that after his research he concluded that chip sealing is a cheaper product to use, but life expectancy is shorter than hot top paving and he does not feel that chip sealing is the best buy for our money. He then stated that his recommendation would be to award the paving bid to Wellman Paving, whose projected total price is $300,424.38. Gene stated that Wellman’s is a relatively new paving company, but Gene has checked their references with other towns who used them last year and all seemed satisfied with the work performed by Wellman Paving. On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept Gene Field’s recommendation and to award the paving bid to Wellman’s Paving Company.

While still at the meeting, Gene asked the Board about carrying forward the $5,000 to paint the oldest truck body. The Board had approved carrying forward the $5,000 from last year’s budget into this year’s budget, but the paint work has still not yet been accomplished due to scheduling conflicts with the painter. On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to carry forward the $5,000 into next fiscal year to paint the oldest town truck. Gene then left the meeting.

5. Mike Vashon stated that he wants a copy of the school’s accounts payable warrant to be available for review at the town office. He stated when he was the Town Treasurer, he reviewed the school warrants for accuracy and found some errors requiring correction. He’d like to review the last three months of the school’s payable warrants. Mike stated that he had knowledge that one of the elected school officials has requested but has not received copies of the school warrants from the school central office officials. R. Browne suggested that the school board chairman Kevin Levasseur be contacted. Sabins indicated she was aware of M. Vashon’s interest in viewing the school’s accounts payable warrants and had previously placed a call to school officials, which as of yet, has not been returned. She will continue to pursue it. On another matter, M. Vashon stated that he doesn’t think the school should have surplus funds, and that he wants the voters to have an option at town meeting to use the surplus funds if desired. Chairman Haines stated he was not in favor of the town forcing the use of school surplus. Discussion was given as to the warrant article language and format prescribed by the State for adoption of school budget articles; the opportunity to deliberate the use of school surplus funds within the school budget is not among the prescribed articles. M. Vashon requested that the Town ask MMA Legal Staff for a change in State Law that would allow voters to take action at town meeting to use school surplus. The Board agreed to comply with this request and also suggested that our representatives to the Legislature be contacted.

6. Disbursement Policy for State Fees – Without discussion and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to renew the Policy on Treasurer’s Disbursement Warrants for Disbursement of State Fees. This policy allows one Selectman to sign the accounts payable warrant for disbursement of state fees only.

7. CMP Pole Permit – On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to sign a CMP pole permit request for a pole on Bog Road.

8. Carry forward amounts – After brief discussion, and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to approve and sign an authorization to carry forward into next fiscal year all unexpended recreation expense accounts (E1-10-01 through E1-10-12), unexpended paving funds in the amount of $67,591 in account E1-05-04, and $5,000 previously approved earlier in tonight’s meeting from account E1-02-09 to paint the old town truck.

9. Annual appointments – Sabins provided a list of upcoming town committee terms and position terms about to expire and needing appointment, or reappointment. When asked by Chairman Haines the reason for her visit, recreation volunteer Brienna Pelletier stated that she is interested in serving on the Recreation Committee, and she is interested in helping and coaching the town recreation teams. The Board reviewed the list of current recreation committee members, and the Recreation Director’s list of which members desire to be reappointed, and which do not. Ryan Redman is the only member who does not desire to be reappointed. Four new volunteers have expressed an interest in filling the vacancy, including Ms. Pelletier. After discussion and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to move current alternate member Holly Polley to a regular member slot (Ryan Redman’s position) and to appoint Ben Loiko to the alternate position. R. Browne stated to Ms. Pelletier that he supported Ben Loiko’s appointment to the Recreation Committee because he knows Ben and is familiar with his volunteer effort within the recreation department. Rob encouraged Ms. Pelletier to continue to volunteer with the recreation department, and he noted that she may be appointed in the future when other vacancies on the Committee occur.

Further action on other various remaining town appointments needed included a change in the First Responders’ Assistant Director position from Jeff Foster who will be moving out of state soon to Peter Allen. With that change noted on the list, a motion was then made by L. Titus, seconded by R. Browne and a unanimous vote by the Board to appoint the other names on the list of Selectmen’s appointments for the terms indicated, and to approve the Manager’s and other official’s list of scheduled appointments as presented on the same list.

10. Election of the Board Chairman (taken out of agenda order) – Rob Browne stated that he knows it is customary practice in Vassalboro in recent years for the Selectman in the last year of his term to take the Chairman’s seat, but he is nervous about taking the chairman’s role this year because he will have two children in high school this fall – one with diabetes. He wants to be available for his family as needed. After discussion, Phil Haines agreed to continue to Chair the Board for the upcoming year, and Lauchlin Titus agreed to take the position next year in the last year of his term as scheduled. A motion was then made by L. Titus to have P. Haines continue as the Board Chairman. This motion was seconded by R. Browne and the vote revealed two in favor (Titus and Browne) and one abstention (Haines). Chairman Haines continued the meeting.

11. Reports a. Road Report - On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the report as presented. b. First Responders’ Report - On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the report as presented. c. Financial Report - On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to accept the report as presented.

12. Treasurer’s Warrants – On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to approve warrants #77 and #78.

13. Other – None.

14. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:20 p.m.

/mss

These minutes were read and accepted by the Board of Selectmen on 7/16/15 with the following amendments: None.