Selectboard Meeting Minutes

Select board Meeting Minutes 10-11-2011

Approved 10-25-2011        Selectboard Meeting Minutes

                                                October 11, 2011

 

Submitted By:

Rebecca Lenfestey, Admin. Assistant

October 25, 2011

 

Call To Order

The meeting was called to order at 6:10pm on Tuesday October 11, 2011 by serving chair person Pat McEachron.  Select board members Pat McEachron, Robert Roxby, Duncan Bond, and David W. Lunt were in attendance. Administrative Assistant Rebecca Lenfestey, Town Administrator Micheal Colleran via Skype and 2 members of the public were also present.

 

I-             MINUTES-

Review and acceptance of minutes from Selectboard Meeting from September 26th 2011 RR 1st, DB 2nd. Unanimous Approval

 

 

II-            Old Business

  1. Selectboard Projects-

 

  1. PM has contacted Berzinis to do repairs & work to the float and storage area.  Berzinis has not set a definite date for repair.  PM will contact again to make the arrangements.
    1. PM, DB, and DWL are researching the Town Boundaries.  DWL has talked with abutting land owner Ross Giamo to give additional information on boundaries.  Board members PM, DB, and DWL will continue work on the parking area possibilities.
    2. RS and MC have been researching the details and specifics on the CDBG grants and the Shore and Harbor Technical Assistance Program.  MC reports that the CDBG program for well and septic replacement would be beneficial to the town.  There are no matching funds required, the only requirements are based on income.  MC will send an email to the community members and seek interested applicants.  The deadline will be February of 2012.  If there is enough response from Frenchboro Community the Board and MC will submit request for Town Of Frenchboro to be included in this community grant.  Action Required in February to respond to HCPC with interest.
    3.  MC reported details on the Shore and Harbor Techinical Assistance Program.  MC will continue work on this with help from the Select Board determining a project that meets the guidelines and that would be beneficial to the town.  PM to work on details regarding asking for a professional draft cost estimate of the repairs to the Town Dock.  This prep work is important and will help the Town Of Frenchboro as it continues efforts to apply and qualify for the “SHIP” Grant.  The board will also report back next meeting if there are any other projects that may be worthwhile that would qualify under this grant as well.

 

  1. RL and DB continue to work toward a walk through on the rental house of Ben Hopkins.
  2. RR reports the new generator trailer is here.  Robert Roxby would like to Thank Paul Charpentier and Dave McEachron for their help in the set up and transfer of the generator to the new trailer.  RR reports it is charged and working.  Board discussed having the generator available during the power outage scheduled on October 19th 2011 for the use of both ferry trips to operate the ramp.  RR will head this and make sure it is working.
  3. MC reports his research efforts regarding the Board Of Appeals Ordinance.  MC has submitted a draft ordinance to the selectboard for review.  The board has taken time to review the Ordinance.  The board discussed with MC the draft, and MC reports that the Town Of Frenchboro is covered in the Land Use Ordinance Document and this additional ordinance is optional.  Board discussed that the Town Of Frenchboro should consider continuing with the Comprehensive Plan for the Town, so that the town is better protected. Consensuses that the Comprehensive Plan is a Priority. Consensus that the Board of Selectmen will not continue forward with Board Of Appeals Ordinance at this time because the town is covered in the Land Use Ordinance.

 

 

 

 

  1. OTHER TOWN POSITIONS-

At this point in time PM reports that Donna Weigle the Frenchboro Health Officer is no longer serving as Health Officer.  Donna has had many things come up including recent surgery and doesn’t feel she can serve Frenchboro at this time.  PM and MC report that state regulations state in the event of a vacancy in this position the Select Board Chair is to serve as Health Officer.  Board discussed other options and PM will contact previous Health Officer Julian Kuffler to ask if he still has an interest in serving the Town of Frenchboro since he has in the past and has also completed all necessary training.

 

PM also reports discussions trying to fill the position of Code Enforcement Officer.  PM has been in touch with Kim Keene and she may have an interest in serving the Town Of Frenchboro.  PM will continue to try Kim Keene and report back to the Board.

 

  1. Contract for Public Bathrooms
  1. The Board Reviewed the drafted contract for the cleaning of the Public Bathrooms. MC has been in touch with Joey Charpentier who has been doing the cleaning.  The board discussed the ending period of the contract and whether or not it should be extended through the Labor Day Weekend to accommodate boat traffic through that weekend.  The board also would like to clarify if the end cleaning date includes shutting down of the bathrooms and draining the water for winter.  PM will contact Paul Charpentier to confirm answers.  Consensus to revisit this subject at next select board meeting.

 

  1. Grants (CDBG & Shore and Harbor Technical Assistance)
    1.  The discussion of this is under Selectboard Projects.

 

  1. Town Wharf Parking

 

  1.  The select board is still working on this.  Boundary lines need to be found and options need to be explored.  PM, DB, and DWL will continue work on this.

 

 

  1. New Business

A-   Snow Plow Contract

  1.  The select board had one verbal inquiry from Jay Desjardin.  The board has received no formal bids or requests for more information regarding the contract.  Board consensus to extend bids until next meeting October 25 at 6pm.  RL to send notice to Town Residents and Re-post at the Community Building.

B-   Board Of Appeals Ordinance

  1.  The selectboard discussed the Draft from MC.  DB motion to hold off on the updated ordinance until the Comprehensive Plan is done.  Consensus.
  2. ADMINISTRATIVE

A-   Warrant presented and signed.  Tax Collector Report and Treasurer’s Reciepts received and accepted.  RR 1st, and DB 2nd.  Unanimous.  The Board was also provided with an updated General Ledger from Treasurer Rachel Bishop.  It is in the filing cabinet under Selectboard files General Ledger.

 

 

B-   MAIL- The selectboard reviewed mail.

A-   The Selecboard was sent a form from the State of Maine requesting a contact person on island for DHHS.  The Board Of Selectmen will act as contact person with Town mailing address, town email address, and town office number as contact info.

B-   Board received Hancock County Proposed Budget 2012.  Filed.

C-   State of Maine Board of Property Tax review, given to Assessors.

D-   2011 Municipal Property Tax Levy Limit Survey form given to Assessors.  RR to fill out and return.

E-   National Flood Insurance Program requires immediate response within 30 days.  MC will work on this.

F-    Census Survey request.  They will be sending paperwork, when it comes in MC will fill out and return.

G-   Maine Municipal Directory 2011-2012 filed on shelf.

H-   MMA Worker’s Comp Fund Dividend received.

I-     MMA Worker’s Comp application needs to be filled out and returned by October 17th 2011.  MC will get documents needed from Treasurer, RB, and a copy of previous year document to use as example from RL.

J-    PM reports that the current acting Health Officer Donna Wiegle was sent an anonymous Health complaint.  The board of selectmen policy is not to act on anonymous complaints, but PM reports that she was told in the event of a health issue the board should respond.  The board discussed the alleged complaint against resident Monte Smart for having no septic or well.  DB agreed to speak with Monte Smart about the issue and report back to the board at next meeting.

K-   The board has also had a FOAA information request.  MC is handling the communication and RL is researching the documents.

 

 

  1.       OTHER BUSINESS

 

  1.  A request from Treasurer was made to select board to approve expenditures and reimbursements at a public meeting and to include them on the following warrant.  This assures the board they have agreed to expend the funds before distribution.  Consensus.
  2. Island Wide Power Outage scheduled for Wed. October 19th from 8:30-4.  RR will run the generator so that the ferry will be able to operate for both trips.
  3. The Treasurer RB shared concern about the Mail Association Checking Account.  The funds over the past year or longer have been very tight with income to expenditure ratio.  The account faced over draft fees on the last statement because of timing of payments.  The board needs to discuss with the Treasurer and Postal Employees possible solutions.  Select board to research and report back at next meeting.
  4. The select board faces a deficit of $2,000.00 in administrative salaries due to a cut in the budget at Town Meeting.  The select board will discuss with RB, Treasurer possible solutions to address the deficit.
  5. The Select Board now has a town Credit Card in the name of Treasurer Rachel Bishop.  The board discussed protocol for purchases on the credit card.  All purchases will still require a preapproval by a minimum of 3 select board members.  If town employees need the use of it, they need approval on a warrant through the Treasurer and the Select board.
  6. RL reports that the Fire Department has applied for Credit with Napa Auto Parts for purchasing of needed materials they can offer.  Consensus from board to approve.  RL reports she had to purchase 2 batteries for the brush truck, at a cost of $238.00, charged to the Napa Account.  Consensus to approve expenditure for Fire Department maintenance account.
  7. Select Board received a letter from Tammy Desjardin Tax Collector regarding Vehicle registrations.  Letter was read.  Board will have RL send an email from the Town Account explaining the loss of revenue the town faces by registering elsewhere, and that Tammy Desjardin is willing to accommodate residents for registrations.  RL will meet with TD at her office hours to get input on the wording of the email.  TD also made reference to Island Vehicle registrations and MC will research this and report back to the board at the next meeting.

 

 

 

IX-          Adjourned.-

Motion to adjourn at 8 pm.  Next Meeting October 25, 2011

Assessors Meeting needs to be scheduled. TBA