Vassalboro Board of Selectmen
Minutes of the Meeting
September 13, 2012

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

Others Present: Mary Sabins, Mary Grow, David Jenney, Nicole Wasilewski, Rick Denico, Jr., Joe and Adele Suga, John Picher, and Lance Cloutier.

1. Call to order – The meeting was called to order by Chairman Browne at 7:00 p.m.

2. Minutes – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to approve the minutes of the 8/16/12 meeting as written.

3. Recreation Department Funding – Chairman Browne explained to the members of the audience that the Board of Selectmen had agreed at their most recent meeting to change the bookkeeping practices of the recreation department at the Town Auditor’s suggestion, and to have all revenues and expenses related to the recreation department go through the town bookkeeping and accounts payable warrant process. The purpose of the discussion tonight was to hear any concerns brought forth from the Recreation Committee members or program volunteers about this planned change. Extended discussion was given as to the changes that will need to be made to allow the snack shack to continue functioning. Sabins will contact Sam’s Club, The Country Store, Pine State Trading Company, and NorthCenter to establish charge accounts so product can be purchased for the snack shack without requiring out of pocket expenses and reimbursement for volunteers. Invoices for these purchases will be paid for by town check and the town bookkeeper will charge the account of the appropriate sport program that purchased them. After discussion, Nikki turned in her checkbook during the meeting; Lance Cloutier agreed to submit his softball checkbook on or before October 15th. Nikki agreed to turn in the proceeds from the snack shack sales daily to the town office through the drop slot, until she can find another volunteer to do so. Volunteer John Picher provided an update to the Board on the drainage grant project recently completed at the recreation fields. The Board thanked John for the time he volunteered to design and oversee the installation of the new drainage system.

4. David Jenney provided written historical background information on the Cross Hill Cemetery and the land acquisitions over the years that have made the cemetery the size it is today. David is the current president of the Cross Hill Cemetery Trustees and he would like to relinquish the duty to someone else, but no one is interested in serving. Having no replacement, David and the other Trustees have decided to ask the Town to accept responsibility for the Cemetery including lot sales and record keeping. The Selectmen agreed to present the idea to the voters at the June 2013 annual town meeting.

5. Tax acquired property – The Town has acquired an eight-acre parcel of landlocked land on the China town line. Discussion was given as to disposal options. One option discussed was to send a letter to the abutters to see if they are interested in purchasing more land to enlarge their existing lot size. Sabins will research the Town of China’s website to determine the names of the abutters over the China town line, and then send letters to all parties.

6. MMA Convention – None of the Selectmen expressed interest in attending the annual convention. On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to appoint Mary Sabins as the Town of Vassalboro’s voting delegate at the annual MMA Business Meeting.

7. Reportsa. Status Report – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to accept the report as presented. b. Road Report – In addition to the printed Road Commissioner’s report of activities, Sabins updated the Board on the sale this week of the old town plow truck for $30,000 to Roger Ireland from West Enfield. Also discussed was the need for a repeater system installation so the public works staff could communicate with each other over two-way radios. Resident Rick Denico has agreed to allow us to install equipment on his tower on Cook Hill for one dollar a year. On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to accept the report as presented. c. Police Report - On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to accept the report as presented. d. Financial Report – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to accept the report as presented.

8. Treasurer’s Warrants – On a motion made by P. Haines, seconded by L. Titus, the Board voted unanimously to approve warrants #21 and #22.

9. Other – 1. Sabins informed the Board that she and Gene Field had collected several prices from crack seal and seal coating vendors to preserve the town office driveway. The Board suggested that Sabins contact resident John Greene to see if he does that type of work. If so, he may want to submit a price as well. If not, the Board gave their approval for Sabins to move forward in selecting a vendor from the prices received to do the job. 2. General Contractor and resident Ray Breton has informed Sabins after repairing a leak in the town office roof that the shingles are in bad shape and are in need of replacement. We will need to budget for roof replacement next budget season. 3. Sabins has contracted with a vendor to remove the dilapidated tax acquired trailer on Main Street. The area should be cleaned up within a week or so. 4. Sabins read an open house invitation from Mid-State Machine Products. None of the Selectmen will be able to attend. 5. Receipt of the annual MMA risk pool and worker’s compensation insurance dividend was noted. 6. Sabins reported that she learned today that the solid waste hauling contractor has recently discovered that he has forgotten to bill us for the last three years for a roll off container of his that we have been using. He sent us a back bill for over $1,800, with a plan to invoice us $65 per month for future use. After discussion, the Board encouraged Sabins to call the vendor to discuss the matter and possibly get a price for purchasing the container outright that we have been using.

10. Adjourn – There being no further business to discuss, the meeting was adjourned at 9:10 p.m.

/mss

These minutes were read and accepted by the Board of Selectmen on 9/27/12 with the following amendments: In section 3, change the words Auditor’s suggestion to Auditor’s recommendation.