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March 20, 2008 Meeting MinutesPresent: Dana Rice, Susan Bagley, William Thayer, James McLean and James Watson Staff: Yvonne P. Wilkinson, Town Manager, and Maureen Hall Deputy Clerk Audience: Nine (9) Mr. Rice called the meeting to order at 7:00PM. APPROVAL OF MINUTES OF MARCH 6, 2008 Mrs. Bagley moved to approve the minutes; Mr. McLean 2nd; passed 5/0. WARRANT #23/24 Mr. McLean moved to approve the warrant for $263,061.59; Mrs. Bagley 2nd; passed 5/0. PAYROLL WARRANT Mr. Watson moved to approve the payroll amount of $9,350.16; Mr. Thayer 2nd; passed 5/0. REPORTS Selectmen: Mr. Watson: Wanted to see if the Board would make a decision about the Shellfish Committee taking over the green Ford after the Police Dept. receives their new cruiser. The shellfish warden's budget includes an amount of $1,600 for the year whether he uses his ownvehicle or takes over the green ford. The committee is also saving to purchase a boat, motor, and trailer. After much discussion the Board made the recommendation that when the new cruiser comes in the town put the green ford out to bid and the monies go into the shellfish reserve account. Mr. McLean moved to approve the sale of the ford and the money be put into shellfish reserve; Mr. Thayer 2nd; passed 4/1 (Mrs. Bagley opposed). Mr. Thayer: None Mr. Rice: He was questioned by a taxpayer about Ray Jones having a key to the back door which gives him access to the back offices. Mr. Jones stated that sometimes during a meeting a member would require a copy of something and the copier is needed. This is a security concern and wants the Board to decide whether anyone should have access to back offices and whether everyone should have to come to the office and sign out keys, which is the policy now. After much discuss the Board decided that they would purchase a small inexpensive copier for the meeting room. They will let Mr. Jones keep his back door key until the copier was purchased and up and running at which time he will receive a front door key only. Mr. McLean moved to approve Mr. Jones keeping his back door key until the copier comes and exchange it for a front door key; Mr. Thayer 2nd; passed 5/0. Mrs. Bagley: None Mr. McLean: None Treasurer: See attached. Committees: Solid Waste Committee: The Committee would like to schedule a joint workshop with the Selectmen to go over their plan. The date is set for Monday, April 14, 2008 at 7PM. Budget Committee: The committee met last night and was presented with the last of the department's budgets. They will be starting to work on the budgets on Monday, March 24, 2008. Building & Grounds: Bill Zoellick stated that on Saturday, March 15, 2008 the committee members went up to the transfer station and fire stations 2 & 3. A full report will be given to the Board of Selectmen when finished with buildings. The committee has one more building to assess, which is the women's club this weekend. Mr. Zoellick did state the trailer out to the transfer station needed to be replaced. The Community Center (gym) so far is one of the town buildings that needs a lot of attention. The committee will give a full report after all buildings have been visited. Town Manager: see attached. The town manager has cancelled the salt; the company stated it would be 3 weeks before delivery. The town manager wanted to know if the Board wanted to stay with the same auditor for the same price. The Board was in agreement. OLD BUSINESS Scenic Byway Grants: Eve stated that Jim Fisher called to inform her that state's decision was not to fund the 20% match to the federal grants for next budget year. We would still be eligible to apply for the federal grant (80%) if we were willing to designate a certain amount of money from this year's budget for the paving of the PH Community Building parking lot (this would satisfy the fed's 20% match requirement). If we carried over the $20,000 to next year's budget Mr. Fisher would apply for the $80,000 federal grant. The Board wanted the Town Manager to go ahead with this plan. Snowplow Bid Opening: Jason Tracey Opt. #2 (town roads) 25.9 miles of road for one-year (1) bid was $108,000 with a $4,000 per mile for any additional miles. A.R. Whitten Opt. #3 (state roads) bid was $97,750 ($4,100 per mile) for a one-year contract. Jason Tracey Opt. #3 (state roads) $90,200 instead of the $125,000 (mistake in math) on bid ($4,100 per mile). A.R. Whitten Opt. #4 (all roads) 3 year contract, first year $230,000 with a 3.5% increase on the 2nd and 3rd year. Jason Tracey Opt. #4 (all roads) 3-year contract, the bid was the first and second year 192,000 and 196,000 the 3rd year Moore's Trucking Opt. #4 (all roads) 3-year contract, bid was $175,00 for all three years. The bids were all opened and will be reviewed by the Town Manager and brought back to the Board of Selectmen at either the April 3, 20008 meeting or the April 17, 2008 meeting will be awarded. Sand Bid Opening: Jason Tracey's bid was $37,000 for 4,000 cubic yards of sand ($9.25 a yard); any additional sand will be $12.00 a yard. A.R. Whitten bid was $44,000 for 4,000 cubic yards of sand ($11.00 a yard). Barbee and Martin bid was $31,800 for 4,000 cubic yards of sand ($7.95 a yard), any additional sand will be $9.00 a yard. The bids were opened and given to the Town Manager for further review and will be brought back to the Board the same time as the snowplow bids. NEW BUSINESS: Election Clerk Appointments: See attached. The Board was given a list of election clerks to be appointed. Mr. Watson moved to approve the attached list; Mrs. Bagley 2nd; passed 5/0. Recreation Committee Appointment - Jodi Weaver, 3 years: Mrs. Bagley moved to approve Jodi Weaver to a 3 year term on the Rec Committee; Mr. McLean 2nd; passed 5/0. Memorial Flags: The Cole Museum has a flag program where towns can purchase up to 24 flags and the Cole Foundation will give the town 24 free flags. THese flags will be mounted onto the telephone poles in town. The cost will be $37.00 per flag approximately $900 (includes flag, pole and brackets). Most of the surrounding towns are selling the flags to town folks to honor a veteran. We would like to sell the flags and somehow put a tag on the flag with the veteran's name. The cost will be $40 this will cover the flag and the tag. Mr. McLean moved to approve buying the flags; Mr. Watson 2nd; passed 5/0. PUBLIC COMMENT: None ADJOURNMENT MrS. Bagely moved to adjourn at 8:35PM; Mr. Thayer 2nd; passed 5/0. Respectfully submitted, Maureen Hall, Deputy Town Clerk and Acting Secretary *Please note: These minutes are not verbatim. A tape recording of the meeting is available at the Town Clerk's Office during regular business hours. BOARD OF SELECTMEN Minutes of March 20, 2008-Approval April 3, 2008 |
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