Vassalboro Board of Selectmen
Minutes of the Meeting
June 19, 2014
Members Present: Rob Browne, Lauchlin Titus, and Phil Haines
Others Present: Mary Sabins, Mary Grow, Gene Field
1. Call to order – The meeting was called to order by Chairman Titus at 7:47 p.m. The meeting began later than usual because Selectmen Titus and Haines, along with Manager Sabins, attended a meeting at 6:00 p.m. in Waterville prior to this meeting about the future of PERC (Penobscot Energy and Recovery Company) and solid waste disposal options for Vassalboro in the year 2018 when our current agreement with PERC will end.
2. Minutes – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the minutes of the 6/5/14 meeting as written.
3. Elect new Chairman – On a motion made by L. Titus, seconded by R. Browne, Phil Haines was elected the new Chairman of the Board for the upcoming fiscal year. He then presided over the remainder of the meeting.
4. Paving bid – Public Works Director Gene Field distributed spreadsheet summaries of the paving and truck bids. He then proceeded to explain that the town had received four bids for paving. The low bidder was State Paving for $73.50 - $79.00 per ton, depending on the mixture. Gene stated that this company is a new company, started by one of the former employees of Ferraiolo Paving Company that had gone out of business. Gene stated he was willing to give them a try and recommended award of the bid to this company. On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to award the bid to State Paving.
5. Truck and Plow bids – PW Director Gene Field stated that he has spent the last day analyzing the bids after the opening yesterday. He stated he is awaiting a return call from resident and Capital Expenses Committee representative Dale Doughty, an MDOT employee, to seek his thoughts on one of the bid proposals; Dale has not yet returned the call. Gene asked the Board to postpone awarding the bid until Gene has enough information to make a recommendation to the Board. The Board set Monday, June 30th at 3:00 p.m. as the date and time for a special Selectmen’s meeting to award the bid, and to sign the last accounts payable warrant for the fiscal year.
6. Paint job for PW truck – Gene explained that the truck frame and body (not cab) on the 2009 Volvo is old and rusted and needs a paint job. He thinks it will be a good investment for the town at the quoted price of $5,000 by his vendor. The Board agreed, and voted unanimously to support the motion to do so made by L. Titus, seconded by R. Browne. Before Gene left the meeting room for the evening, he briefly reviewed with the Board his requests on an upcoming agenda item to carry forward money into next fiscal year for certain unfinished projects he had planned.
7. Disbursement policy for payment of State fees – Without discussion and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to renew this annual policy.
8. PERC meeting follow-up – Selectman Haines updated Selectman Browne on the solid waste disposal meeting that he missed in Waterville before this Selectmen’s meeting. No future plans for solid waste disposal options were disclosed at this meeting other than to let attendees know that the PERC waste-to-energy plant plans to remain open for business.
9. Carry forward amounts – Sabins distributed an updated spreadsheet with amounts requested to be carried forward into next fiscal year. Much discussion was given as to the fire department’s request to carry forward $12,000 from a combination of several of their accounts to purchase a thermal imaging camera next year. This purchase was not planned this year, but due to a surplus in funds at year-end, the fire department Treasurer, Don Breton, made this request on behalf of the department. The Selectmen commented they would have preferred to have the department representatives come to talk with them prior to year-end closure to ask permission to combine funds together and for them to have made the purchase during the year, rather than to come up with the idea close to year-end and request to carry forward the amount needed. After discussion and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to approve the list of twelve carry forward items into FY15, and to instruct the Town Manager to have a discussion with the fire department officers on the appropriate way to handle this situation in the future.
10. Annual Appointments - After discussion, and on a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to make the following appointments: Holly Weidner and Betsy Poulin to the Conservation Commission for three year terms; Kim Glidden, Kevin Luczko, Tiffany Luczko, Ryan Redman, Jen Fortin, Steve Polley, Marc Cote, and Stephanie Grondin to the Recreation Committee for one year terms; Hillary Polley as an alternate member of the Recreation Committee for a one year term; Virginia Brackett, Betsy Poulin, and Marianne Hubert to the Planning Board for two year terms; Peggy Cain and Gary Coull to the Appeals Board for two year terms; Mary Sabins was appointed as the Town Manager, General Assistance Administrator, Tax Collector, and Town Treasurer all for one year terms; Richard Kelly, Tom Richards, Julie Lyon, Jim Ashton, and Jane Aiuidi to the Cemetery Committee for one year terms, Ellery Bane was appointed as the Assessor for a one year term; and Rick Denico, Jr., Alan Dorval, Matt Masse, Dale Doughty, and Kevin Reed were appointed to the Capital Expenses Committee for one year terms. On a motion made by L. Titus, seconded by R. Browne, the Board voted to ratify the following list of appointments to be made by the Town Manager: Catherine Coyne, Town Clerk; Dave Huff, Animal Control Officer; Eric Rowe, fire chief; Eugene Field, Road Commissioner; Jean Poulin, Bookkeeper; Robert Folsom, Sr., CEO/LPI and Building Inspector; Paul Mitnik, Alternate CEO/LPI and Building Inspector; Richard Phippen, Police Chief; Mark & Robin Sellinger, Civil Constables; Adam Loiko, Recreation Director; Eric Rowe, Town Emergency Management Director; Dan Mayotte, Director of the First Responder Service; and Jeff Foster, Assistant Director of the First Responder Service. The Board voted to ratify the following one year term deputy appointments made by the Tax Collector: Catherine Coyne, James Schad, and Jean Poulin. The Board voted to ratify the following one year term deputy appointments made by the Town Clerk: James Schad and Jean Poulin. The Board voted to ratify one year term deputy appointments made by the Treasurer as follows: Catherine Coyne, James Schad, and Jean Poulin. The General Assistance Administrator’s one year term appointment of Catherine Coyne as her deputy was also ratified.
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. 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 P. Haines, seconded by R. Browne, the Board voted unanimously to approve warrants #65 and #66.
13. Other – 1. On a motion made by L. Titus, seconded by R. Browne, the Board voted unanimously to waive the building permit fee for the fire department for the addition they are planning on the side of Riverside Fire Station. 2. Sabins announced that Registrar of Voters and Deputy Clerk Jim Schad has decided to retire and has given his resignation effective October 15th. 3. Selectman Titus asked for an update on the TIF designation and Summit Gas assessment. Sabins stated that the TIF Attorney has submitted the TIF application to DECD and it is on a fast track to being approved by the Commissioner. The Assessor is still working on an assessment value for the pipeline.
14. Adjourn – There being no further business to discuss, the meeting was adjourned at 9:12 p.m.
These minutes were read and accepted by the Board of Selectmen on 6/30/14 with the following amendments: None.