Vassalboro Board of Selectmen
Minutes of the Meeting
March 17, 2011
Members Present: Rob Browne, Lauchlin Titus, and Phil Haines
Others Present: Mary Sabins, Mike Vashon, Mary Grow, Elizabeth & John Reuthe, David Jenney, and Rick Denico.
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 approve the minutes of the 3/3/11 meeting as written.
3. Old Business – a. Energy bids – Energy Committee member Mike Vashon gave a summary of the six bids received and the evaluation process the Energy Committee used to make a recommendation for the bid award. The grant requires that the furnace be American made, and many of the bidders overlooked that specification when submitting their bid. After careful review, the Energy Committee recommended bid award to Houles’s Plumbing & Heating for all of the following items in the following locations: Public Works Garage - New Crown boiler, model FW-4, high efficiency, to replace existing boiler and use existing piping; one Thermo-Cycler, TCW400 with 302 MBTU hot water heating coil, with 87% efficiency; one 20-gallon electric water heater (all three components for $23,900) and install outdoor reset for additional $1,500. North Vassalboro Fire Station – Install outdoor reset to existing boiler for $1,500. Riverside Fire Station – System 2000 EK-2 Hybrid, cold start steel boiler and indirect fired water heater for $9,765. Total bid award of $36,665. Discussion was given concerning advice recently received from the town attorney and MMA Legal Staff that a specific warrant article seeking permission to pay the contractor in advance of receiving the grant reimbursement money should be presented at the June Town Meeting. After discussion, and on a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the Energy Committee’s recommendations to award the bid to Houle’s Plumbing and Heating and to ask Houle’s to be patient until we receive June voter approval. Mike Vashon will contact Jeff from Houle’s tomorrow and ask them if they will hold their price and wait until June. b. Elizabeth Reuthe explained to the Board that she has enrolled in a Master’s Degree program in Portland, Oregon and is taking a conflict facilitation course. One of her course assignments requires her to facilitate and document meetings that involve conflicting opinions. Elizabeth would like to complete her assignment using the subject matter of land use regulations and have public meetings here in Vassalboro. She believes that the open discussion on the matter will help those with opposing viewpoints see each other’s point of view, leading to mutual understanding and consensus. David Jenney stated that he would like to see the Selectmen push for implementation of the Strategic Plan. Chairman Titus stated that he was looking for the Planning Board to make recommendations for implementation of the Plan, but they’re not. Elizabeth offered that she felt the Planning Board members were weary of bringing things forward and it being rejected. R. Browne wants to make sure that participants in the meetings understand that the meetings are for discussion only, not policy making. Elizabeth stated that she just wants the information resulting from the meetings to be useful and that she will create a planning committee soon to organize the discussion meetings. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to support and encourage Elizabeth’s project. P. Haines also asked Sabins to communicate the Board’s support to the Planning Board and the Conservation Commission. c. Investment policy – Selectman Browne stated that he had performed some research on this subject matter. He is feeling better about it and okay with adopting the policy. He stated he had talked with the Lincolnville Town Administrator to learn how the process worked in that town. Rob also stated he would prefer to go slow with the process and to seek advice of trusted individuals before investment decisions are made. On a motion made by R. Browne, seconded by P. Haines, the Board voted unanimously to adopt the Investment Policy as proposed. Sabins had previously distributed a draft Request for Proposal (RFP) that was modeled after Lincolnville’s RFP to solicit proposals from Investment Firms. The Board read the RFP and changed the deadline date to April 22nd. Rick Denico provided his opinion on investing the town’s funds stating that the investments must be watched regularly and carefully. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the draft RFP and to set the submission deadline of April 22nd. d. Animal Control Ordinance – Chairman Titus stated that he like the words in the proposed ordinance. Discussion was given about the changes requested by the Animal Control Officer for language amendments to replace the word “dog” with “animals” so that the ordinance could include cats. After discussion and on a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to move forward with the ordinance and hold a public hearing.
4. New Business – a. Foreclosed property – The list of unpaid 2008 taxes was reviewed and Sabins reminded the Board that those on the list now have 60 days beyond foreclosure date to pay all the outstanding taxes and a quit-claim deed will then be issued back to the assessed owner. One of the assessed owners on the list, Jerome York, passed away in 2007, and the tax was deemed uncollectible especially since the mobile home was no longer in the trailer park in town. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to abate all unpaid taxes, interest, and costs for Jerome York property listed on account #269. b. China Lake Dam operations agreement – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to approve the renewal of the China Lake Dam Operations Agreement with the Kennebec Water District for another year. Chairman Titus signed the document. c. Close transfer station on Easter Sunday – After discussion and on a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to make a policy change going forward to close the Transfer Station on Easter Sunday, beginning with this Easter Sunday.
5 .Reports – a. Status report – no action taken as there was no change in the status of the items on the report. b. Road report – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the Road report as presented. c. Financial report - On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the financial report as presented.
6. Treasurer’s Warrants – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to approve the Treasurer’s warrant.
7. Other – 1. Compactor repairs – The Selectmen reviewed the proposed repairs needed to the trash compactor at the Transfer Station as prepared by The Valley Company. The Board authorized the work to be done. 2. Security Camera/extra patrol funding – After discussion, the Board agreed to ask the Budget Committee to support $2,000 for funding to add a per-diem law enforcement employee for extra patrol coverage if needed next fiscal year. 3. Energy action plan – At the request of Energy Committee Chairman Clough Toppan, the Board reviewed the final version of the Energy Action Plan to be submitted to Efficiency Maine for the final payment in round one of the energy grant. Selectman Haines questioned a few words used in the Plan that referred to the document as a draft and suggested that those words may need to be removed or replaced. 4. Town Report – The theme of this year’s book was discussed and an update was provided by Sabins. 5. L. Titus stated that he felt Gene Field had provided answers to the Budget Committee’s questions concerning the use of a salt priority program to treat icy winter roads, and that no further research was necessary. 6. Permit fees – The Board had a brief discussion concerning the process to use to increase fees for building permits. The Board agreed that the Code Officer should ask the Planning Board to make a recommendation and then present it to the Selectmen. Reporter Mary Grow recommended that the CEO call the code officer in the Town of China as he had performed the research recently of what surrounding towns are charging for permit fees. 7. A Safety Committee was also briefly discussed, but no formal action was taken.
8. Adjourn – There being no further business to discuss, the meeting was adjourned at 9:03 p.m.
NOTE: These minutes were read and accepted by the Board of Selectmen on 3/30/11 with the following amendments: In section 3D, Selectman Haines noted that the last sentence should have read as follows: “After discussion and on a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to move forward with the ordinance as amended and hold a public hearing.” The words “as amended” were added.