Vassalboro Select Board
Minutes of the Meeting
April 1, 2021

Members Present: Rob Browne, John Melrose, and Barbara Redmond

Others Present: Mary Sabins, Kayla Krause, Mary Grow, Mike Poulin, Walker Thompson, Mike Vashon, Melissa Olson, and Zachary Olson (6:20pm).

1. Call to order – The meeting was called to order by Chairman John Melrose at 6:01 pm at the Vassalboro Community School, which allowed proper space for Covid-19 social distancing requirements.

2. Minutes – On a motion made by R. Browne, seconded by B. Redmond, the Board voted unanimously to accept the minutes of the 3/16/21, 3/18/2021 and 3/24/2021 meetings as written.

3. Boiler Bids for the North Fire Station –There were three bids received to replace the Boiler at the North Fire Station. Mark Tracy Heating placed a bid for $21,750.00, MPM Mechanical placed a bid for $18,630.00, and Houle’s Plumbing & Heating placed the lowest bid for $17,250.00. The Board asked questions about the lowest bid from Houle’s such as is there a warranty, what are the warranty details, and how are they requesting payment. Mike Vashon stated that the payment schedule would be 1/3, 1/3, 1/3 and would find out the warranty details. The Board asked if Houle’s would hold the price until after July 1st when the next fiscal year began for the town. The Board asked if the Fire Department would pay the first 1/3 due. It was decided that Mike Vashon and Mary Sabins would get together to discuss communication with Houle’s to find answers to these questions. On a motion by R. Browne, seconded by B. Redmond, the Board voted unanimously to accept the $17,250.00 bid from Houle’s Plumbing & Heating for the boiler replacement at the North Fire Station.

4. Bids for the 1981 Hendricks Fire Truck – There were four bids received for the sale of the 1981 Hendricks Fire Truck. Andrew Guerrette for $1,001.00, KC’s Auto for $1,001.11, James Moores for $1,340.00, and Asian Auto Services for $3,632.12. Barbara Redmond motioned, R. Browne seconded, and the Board voted unanimously to accept the $3,632.12 bid from Asian Auto Services with the proceeds to be invested in the Fire Truck Reserve Fund.

5. Sign the Town Manager’s Contract renewal agreement for FY21-24 – All three Board members signed the contract renewal agreement for Town Manager Mary Sabins, which was previously discussed in the March 16, 2021 Special Board Meeting where the committee entered into Executive Session.

6. Transfer Station Renovation – J. Melrose reviewed his e-mail he sent to Mary Sabins on 3/29/21 which outlined a revised financial plan to add a new compactor and related electrical components at the Transfer Station, which B. Redmond and R. Browne had expressed at the previous Select Board Meeting they would like to move ahead with. John’s revised plan with reduced scope of work would cost $37K less than the Engineer’s proposal. J. Melrose explained that if the Board were to budget an additional $60K from surplus to add to the current transfer station reserve request of $25K for a total of $85K in funding for the reserve, he feels the Board next fiscal year will be in a better financial position to make changes at the transfer station. Discussion ensued. B. Redmond stated she thinks John’s plan is a good idea and that we are headed in the right direction. R. Browne expressed concern about taking too much from surplus this year ($310K) and asked if the surplus funds can sustain this much of a withdrawal. Chairman Melrose assured the Board members that according to his calculations, the surplus balance will still be within the Surplus Balance Policy threshold. R. Browne stated he would be okay with the plan as long as it doesn’t affect the taxpayers. B. Redmond asked if Transfer Station Manager George had been included in this plan. Chairman Melrose indicated he was not, but there is still more planning to do by all involved. After extended discussion and on a motion made by B. Redmond, seconded by J. Melrose, the Board voted unanimously to increase the budget request from surplus by $60K with the intent to increase the transfer station reserve budget amount from the original request of $25K to $85K.

7. Land Agreement with Kennebec Water District (KWD) - J. Melrose gave an update that there was not much to report other than he feels the Town of Vassalboro is in the zone of reaching an agreement with the Kennebec Water District.

8. Reports- On a motion made by R. Browne, seconded by B. Redmond, the Board voted unanimously to accept the Road Report.

9. Treasurer’s Warrants- B. Redmond motioned to approve warrants #55 and #56, R. Browne seconded and the vote was unanimous.

10. Other Items- 1.) Mary Sabins explained that Robert Starratt, III came into the Town Office this past week to pay three years of back taxes on real estate account #599, map 8 lot 51. This property was foreclosed on by the town on 2/19/2021. Knowing that we prefer not to tax-acquire property but to deed the property back to the former owner after all taxes are paid in full, Sabins instructed staff to accept the tax payments. She then prepared a Quit Claim Deed for the Board to sign to deed the property back to the former assessed owner (Robert Starratt, Jr., now deceased). Chairman John Melrose motioned, B. Redmond seconded and the Board voted unanimously to sign the Quit Claim Deed.

2.) Mary Sabins informed the Board that she gave Mark Dixon two more weeks to get his personal belongings out of the foreclosed property at 435 Main Street.

3.) Chairman Melrose provided an update on the 4/26/21 plans for the Town’s 250th birthday celebration to be held at Monument Park on Rt. #32 (Civil War Monument location).

11. Adjourn- There being no further business to discuss, the meeting was adjourned at 6:51 p.m. A budget committee meeting immediately followed this meeting.

These minutes were read and accepted by the Select Board on 4/15/21 with the following amendments: None.