Vassalboro Board of Selectmen
Minutes of the Meeting
November 7, 2013
Members Present: Rob Browne, Lauchlin Titus, and Phil Haines
Others Present: Mary Sabins, Mary Grow, First Advisors Financial Investor Matt Weaver, Pine Tree Waste Representative Jim Dunning, Waste Management Representative Peter LaChappelle, Transfer Station Manager George Hamar, resident John Cote & son, and Tom Richards (8:10 approx.)
1. Call to order – The meeting was called to order by Chairman Titus at 6:58 p.m.
2. Minutes – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the minutes of the 10/24/13 meeting as written.
3. Financial Investment update – Investment Advisor Matt Weaver distributed handouts and provided an update on the investment portfolio. The Board expressed satisfaction with the investment firm’s overall performance.
4. Other (taken out of order) – Sabins explained that resident John Cote was in attendance at the meeting seeking the Board’s approval for Sabins to sign a quit claim deed for the property in Vassalboro that he intends to purchase. The present owner James Wells, purchased the property from the town at a tax sale in 1997, but the original deed was not recorded at the Registry of Deeds, and now the original is lost. Only original documents can be recorded at the Registry. In order for Mr. Cote to obtain clear title, a duplicate Quit Claim Deed must be signed and recorded. Mr. Cote’s attorney had prepared a Quit Claim Deed document for signature by the Manager on behalf of the town. On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to authorize the Town Manager to sign the Quit Claim Deed on behalf of the Board of Selectmen representing the Town. Mr. Cote thanked the Board for their action and asked if he and his son, who was completing a Boy Scout badge assignment by attending the meeting, could remain for the rest of the meeting. Once known, Chairman Titus gave Mr. Cote’s son a brief introduction to Vassalboro Town Government history and our procedures so he could follow the remaining items on the agenda.
5. Revisit Solid Waste Hauling Bids – Sabins explained that after the Board’s decision at the last meeting to award the bulky waste hauling to Pine Tree for disposal at the Juniper Ridge landfill, she learned that Waste Management would not let the Town out of our current bulky waste disposal contract with them that expires December 31st, 2014. Waste Management offered to revise their bid to reduce their hauling bid and disposal tipping fee, but required the town to enter into another three year disposal contract with them. Sabins encouraged the Board to revisit the bid award and to accept the low bid price of Michael Bolster doing business as Bolster’s Rubbish Removal to haul the bulky waste to Waste Management in Norridgewock for the remainder of the Waste Management Contract. Then, the one year hauling contract and the bulky waste disposal contract will expire within two weeks of each other. When we put the Solid Waste hauling work out to bid again next year, all bidders will be on the same level playing field. Waste Management Representative Peter LaChapelle stated he felt a contract was a contract and the Town should uphold their end of the agreement. Pine Tree Representative Jim Dunning stated that a bid award was a bid award and what he proposed represented a savings for the Town over a $1,000, yet he understood that Waste Management wanted the trash tonnage for the length of time agreed upon. Chairman Titus stated that he felt the town needed to adhere to the commitment made to Waste Management. After reviewing the written contract agreement with Waste Management, P. Haines stated he did not see any language in the agreement that would prevent us from breaking the contract agreement to pursue another offer. A motion was made by R. Browne, seconded by L. Titus, and voted unanimously by the Board to go with the Manager’s suggestion to rescind the previous bulky waste hauling bid award from Pine Tree Waste and to award the hauling bid to Bolster’s Rubbish Removal for $150 per haul.
6. Payroll Disbursement Policy – On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to approve the annual Treasurer’s Disbursement Policy for payroll that allows only one Board member to approve a payroll warrant. This policy is adopted to allow for timely distribution of funds to meet the bank’s direct deposit deadline requirements. P. Haines explained the need for this policy to Mr. Cote and his son.
7. MRC Board of Directors election – After brief discussion and on a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to cast the Town’s ballot for Jim Guerra to serve on the MRC Board of Directors. Sabins also informed the Board that the Annual Meeting of the MRC members will be held on December 11th. The PERC contract extension or another proposed substitute arrangement for solid waste disposal is on the agenda.
8. Abatement request - On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to postpone this agenda item until the next meeting due to lack of information and forms from the town assessor who did not work his usual day this week due to illness.
9. Christmas Holiday hours – After brief discussion and on a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to close the town departments at noon on Tuesday, December 24th to allow the staff to have time to enjoy the Christmas holiday. An employee holiday party was also discussed, but no decision yet made. Sabins will poll the staff members on their level of interest in attending an event at the clubhouse if one was planned.
10. Reports – a. Status Report – No report 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. Police Report - On a motion made by P. Haines, seconded by R. Browne, the Board voted unanimously to accept the report as presented.
11. Other (taken out of order) – Tom Richards stated that he needed more information about the plan to go to zero-sort recycling so he could change his instruction cards and promotional material that he distributes to his customers on his trash pickup route each year in January. Jim Dunning explained that clear plastic bags or cardboard boxes should be used to transport recyclables to the transfer station. Bags that are not see-through are not acceptable.
12. Treasurer’s Warrants – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to approve warrants #25 and #26.
13. Other – 1. Sabins provided an update on the mowing of town property. The mowing contractor has been released from his contract and another mower has been asked to perform one final mowing at specific locations. 2. L. Titus gave an update on the success of the “Halloween at the Old Mill” event that was held on Halloween night provided by Ray Breton and his family and friends. It was estimated that at least 1,000 people may have attended, maybe more.
14. Adjourn – There being no further business to discuss, the meeting was adjourned at 8:30 p.m.
These minutes were read and accepted by the Board of Selectmen on 12/5/13 with the following amendments: None.