Vassalboro Board of Selectmen
Minutes of the Meeting
June 20, 2013
Members Present: Rob Browne, Lauchlin Titus, and Phil Haines
Others Present: Mary Sabins, Mary Grow, Pike Industries Representative Jeff Mullis, Lane Construction representative (Corey), Storm Kelso, Don Breton, Nikki Wasilewski, Tom Richards, Mike Vashon, Eric Rowe, Gene Field, David Jenney, and Holly Weidner.
1. Call to order – The meeting was called to order by Chairman Browne at 6:58 p.m.
2. Election of new chairman – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to elect Selectman Lauchlin Titus as the Chair of the Board for the next year. L. Titus accepted the Chairman role and explained to the members of the public in the audience that it has been past practice for a number of years that after a municipal election the Chairman’s position rotates among Board Members and that the Selectman beginning the last year of his elected term will serve as the Chair of the meeting for the remainder of the final year.
3. Minutes – On a motion made by P. Haines, seconded by L. Titus, the Board voted to accept the minutes of the 6/6/13 meeting as written. Selectman Browne abstained from the vote as he was not present at the June 6th meeting.
4. Tax acquired property sale – Sabins explained that it had been brought to her attention that the tax parcel lot number on the town tax maps did not agree with the deed location description for the tax acquired property formerly owned by Leal Corson on map 6, lot 28. The problem had been brought to her attention by members of the Kennebec Land Trust who were interested in bidding on the property and had done some title research. After consultation with Maine Municipal Association legal staff who advised us that the tax assessment was incorrect and resulted in a flawed lien and foreclosure, Sabins advised the Board that it was recommended to reject all four bids received and to start the assessment and lien process all over again with correct information. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to reject all bids and authorized Sabins to open the bids later to identify the bidders so the enclosed deposit could be returned. It was noted that this error on the town tax maps has been in existence for 40 years or greater, and not brought to the town’s attention for correction until now.
5. Playground Equipment bid – Volunteers Storm Kelso and Nikki Wasilewski stated that two bids were received and after evaluation, they recommend that the bid be awarded to Childscapes of Marshfield, MA for $9,219.99 to purchase swings and a Comet II spinner. The bid price includes shipping, surfacing, and installation. Nikki stated that the equipment is designed to be low maintenance and is of the same quality as those erected in State Parks and recreation areas. Discussion about available finances to purchase the equipment ensued. Nikki explained that the equipment will be purchased with a combination of grant funds and donated funds, some of which came from Girl Scout fundraisers. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to award the bid to Childscapes, specifically option #4 on the bid sheet, for $9,219.99.
6. Paving bid – Sabins distributed a spreadsheet summarizing the five paving bids received. The low bid of Pike Industries was $75.00 per ton; the next low bid was from Lane Construction for $75.50 per ton. During bid opening on June 18th at 11:00 a.m. (two days prior to this meeting), the Lane Construction representative noticed that Pike Industries did not submit the mix formulas with the bid that were required in the bid specifications and he brought this to the attention of the Public Works Director Gene Field via a phone call shortly after the bid opening meeting had ended. When the omission was brought to Pike’s attention by G. Field, Pike Representative Jeff Mullis delivered the formulas to the town office at 1:37 p.m. the same afternoon the bids were opened. G. Field stated at tonight’s meeting that the inclusion of mix formulas in the bid specifications is recommended by MDOT so that if there is a problem with the quality of the pavement, a reference could be made back to the mix formulas to determine what product was installed. G. Field stated that he does not fully understand how to read the mix formulas and only requires them in the paving bid because MDOT said it is a good idea. Sabins explained to the Selectmen that the town attorney’s advice was sought regarding bid award and he advised that because the information in the mix formulas was not a vital part of the decision making for the best price, he felt the bid could be awarded to the low bidder Pike Industries. The Lane Representative present at the meeting stated that this news was disappointing and that all other bidders complied with the bid requirements. A requirement is a requirement. Pike representative Jeff Mullis apologized for his omission of the mix design with his bid. He stated that he just forgot to include them with his bid. He stated that the mix design is set by MDOT and that his formulas meet MDOT specifications. On a motion made by P. Haines, seconded by R. Browne to award the bid to the low bidder Pike Industries, the Board voted two in favor, one opposed (Titus).
7. Treasurer’s Disbursement Policy for State Fees – On a motion made P. Haines, seconded by R. Browne, the Board voted unanimously to approve renewal of the Treasurer’s Disbursement Policy for State Fees. This policy allows one Selectman, rather than a quorum, to sign an accounts payable warrant to authorize payment of fees we have collected on behalf of the State.
8. Annual Appointments – After discussion and duly made motions and seconds the Board voted unanimously to make and approve the following appointments: Mary Ellen Johnston and Steve Jones to the Conservation Commission for three year terms; Peter Howard, Ryan Redman, Kevin Luczko, Tiffany Luczko, Kim Glidden, Brad Stout, and Jen Fortin to the Recreation Committee for one year terms; Douglas Phillips and Sally Butler for two year terms on the Planning Board; Betsy Poulin for a one year term on the Planning Board filling the unexpired term of George Gould who resigned; Kathy Lees, Leon Duff, and John Reuthe to two year terms on the Appeals Board; Mary Sabins as the Town Manager, General Assistance Administrator, Tax Collector, and Treasurer for one year terms; Richard Kelly, Tom Richards, Julie Lyon, Jim Ashton, and Jane Aiudi to one year terms on the Cemetery Committee; and Ellery Bane for a one year term as the Assessor. The Board also voted on a motion by P. Haines, seconded by R Browne, to endorse the Manager’s one year term appointments as follows: Catherine St. Pierre, Town Clerk; Christopher Martinez, Animal Control Officer; Justin Lockhart, Assistant Animal Control Officer; Eric Rowe, fire chief; Eugene Field, Road Commissioner; Jean Poulin, Bookkeeper; John Burke, Health Officer; Daniel Feeney, 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; and Eric Rowe, Town Emergency Management Director. The Board voted to endorse the following one year term deputy appointments made by the Tax Collector: Catherine St. Pierre, James Schad, and Jean Poulin. The Board voted to endorse the following one year term deputy appointments made by the Town Clerk: James Schad and Jean Poulin. The Board voted to endorse one year term deputy appointments made by the Treasurer as follows: Catherine St. Pierre, James Schad, and Jean Poulin. The General Assistance Administrator’s one year term appointment of Catherine St. Pierre as her deputy was also endorsed.
9. Carry forward amounts – Sabins distributed a spreadsheet of proposed accounts and amounts to carry forward into the next fiscal year for specific purposes that were not accomplished this year as intended. The Board reviewed the list and on a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to approve the carry forward list as presented.
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.
11. Treasurer’s Warrants – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to approve warrants #81 and #82.
12. Other – 1. Mike Vashon requested that the Selectmen have a special meeting next week to award the fire truck bid after the bid deadline on Wednesday, June 26th. The Board agreed to hold a Special Board Meeting on Friday, June 28th at 9:00 a.m. 2. Sabins informed the Board that the town has been awarded the sidewalk grant recently applied for, but presently the State has no federal funds to complete the grant work. 3. David Jenney inquired about the transfer of Cross Hill Cemetery Trustee’s property and assets to the Town in light of the recent voter approval at town meeting. The Board indicated there is no hurry and that the trustees can work on it with Sabins at their own pace. 4. Sabins stated she is working on writing bid specifications for the metal roof work on the town office. 5. Discussion was given concerning the current permit fees now being implemented by our Code Officer. The need to consider increasing the fees was briefly discussed. 6. P. Haines stated that he had received a phone call regarding the fire truck bid specifications and the desire of the fire department members to obtain a 2012 model vehicle due to emission requirements now in place.
13. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:35 p.m.
These minutes were read and accepted by the Board of Selectmen on July 18, 2013 with the following amendments: None.