PRESENT: Councilor Cheney, Councilor Kelly and Councilor Hogan; Manager Reed, Assistant Clerk K. Gifford, CEO Thomas, Deputy Treasurer Julie Reed, Assistant Fire Chief Carl Tenney, Police Chief Mark Leonard, Water District Trustee Jim Parker
ITEM 1. The December 16, 2002 Veazie Town Council was called to order at 7:00 PM.
ITEM 2. Consideration of minutes: Motion By: Councilor Cheney —to accept December 2, 2002 minutes as written. Seconded: Councilor Kelly, Voted 3-0 in favor.
ITEM 3. Consideration of the Agenda: There were no additions made to the agenda.
ITEM 4. Public Comments: There were no comments from the public.
ITEM 5a. Water District Update
Water District Trustee Jim Parker was present to update the Council on how things are going. Currently the district needs a trustee appointed. Water District Trustee Ken Borneman’s term has expired and he is willing to serve another term. Councilor Cheney inquired on how long a term is. Jim Parker stated it is for five years. Councilor Cheney also inquired if Jim Parker had any recommendations. Jim Parker stated that Ken Borneman is willing to be re-appointed and has done a good job to date.
Motion By: Councilor Kelly—to reappoint Ken Borneman as a Water District Trustee. Seconded: Councilor Cheney, Voted 3-0 in favor.
Jim Parker stated that one thing the district is proud of is that it recently paid off about $2.5 million that was borrowed to purchase the district. It was a forty year note that was paid off in twenty six years. The district just borrowed $1.5 million for water treatment, however, he doesn’t see a price increase until five or six years down the road.
Councilor Cheney inquired about water quality. Jim Parker stated that the water field is excellent it is the lines that are the problem. They are old and there are areas where circulation is a problem. There is a portion on Oak Grove Street that still has some water problems.
Councilor Cheney stated that she has heard that water pressure isn’t that good at some residents homes. Jim Parker stated that up on Silver Ridge where he lives it isn’t that great, however, if the district increased the water pressure in Silver Ridge it would increase the village’s pressure. He explained that there is such a range of pressure between the top of the hill and the bottom, the district cannot equal them out. Individual residents would have to put a booster in their own home to increase the pressure.
Councilor Cheney inquired about mineral deposits, some of her facilities have water stains. Jim Parker stated that those are from manganese and iron in the water. He added that it reacts with chlorine and makes a brownish color.
Councilor Hogan would like to have something put in the newsletter to congratulate the Water District on paying off their debt.
Jim Parker added that currently the Water District has four full time employees, three of which have their Class IV which is the highest level. The fourth employee has their Class III and is well on his way to Class IV. He noted that most towns usually only have one employee who is a Class IV and sometimes small towns do not have a Class IV.
ITEM 5b. Insurance Reserve Adjustment
Manager Reed stated that the Town exceeded the Annual Risk Pool estimate. The new equipment, building renovations and a couple losses in the last year affected the Town. The Town had budgeted $21,000 but the actual amount is going to be $26,000 plus the deductible pool of $5,000.
Motion By: Councilor Cheney—to transfer $10,000 to the insurance reserve fund from the undesignated fund. Seconded: Councilor Kelly, Voted 3-0 in favor.
ITEM 5c. Holiday Schedule
Manager Reed outlined that in the past the Town Office has closed at noon on both Christmas Eve and New Years Eve. If there are no objections the Town Office will do the same this year. It was the consensus to keep the holiday schedule. The Town Council also decided not to have a meeting on December 30, 2002.
ITEM 6a. Audit Action Plan
Manager Reed stated that he and Deputy Treasurer Julie Reed drafted up an action plan which was included in the Council packets. Manager Reed read over the action plan with the Council.
Budgetary overdrafts – associated with overtime, next fiscal year will budget for overtime.
Bank transfers – the Town should use a predefined numbered form for all transfers, Deputy Treasurer Julie Reed created a form that is pre-numbered.
Designated accounts – need classification, Town management and staff will work with auditor to better define and document reserve funds.
Computer system – access from more than one computer is needed, Allan Thomas has been working with a consultant and the T1 is up and ready. Advanced Data Systems will be transferring data in January.
Manager Reed stated that the Town has run into an additional problem with funding. After all upgrades this year the bill will be running somewhere around $24,000. The Town only budgeted $10,000 this year.
Approved contracts and leases – the Town should maintain signed copies of all contracts and leases in one place, Deputy Treasurer Julie Reed has put together a file.
Purchase order system – the Town has already implemented a purchase order system and it working very well.
Reserve for accrued pay – the Town should consider establishing an account to pay for separation of service type expenditures, Deputy Treasurer Julie Reed has done some research and next year a reserve will be created. Deputy Treasurer Julie Reed outlined that figures were available for Town Council review.
ITEM 7. Manager’s Report
a. The Council reviewed a copy of a memo from Deputy Treasurer Reed to Manager Reed pertaining to the impeding property tax foreclosure list.
b. The Council reviewed a copy of ongoing discussions pertaining to the Town’s annual contract renewal with Waste Management. The recycling portion of the contract is where the disagreement centers around.
c. The Council reviewed a copy of the Fire Department’s monthly report. Assistant Fire Chief Carl Tenney stated that the department is preparing a presentation for a future Council meeting. He outlined that Ladder 195 has been utilized for several calls and the department also has three individuals graduating EMT school
d. The Council reviewed a copy of the School Committee’s minutes and agenda.
e. The Council reviewed a copy of follow-up discussions with the EPA on the Town’s self-reporting of violations. Manager Reed stated it will be two years before they come in and do another review. The Town did have a few problems, the biggest was the lack of the right size oil/water separator in the Public Works Department. The Town does not have one and one will be installed in the coming month.
f. The Council reviewed a copy of the Water District’s minutes.
Councilor Hogan would like to have a congratulatory newsletter for all departments.
ITEM 8. Requests for Information/Council Comments:
Councilor Cheney asked whether there were any developments on the community center. Manager Reed stated that about 55 RFPs went out but he has not heard anything from any of the developers.
Councilor Cheney also inquired about the flow chart that was requested at a prior meeting. Manager Reed stated he has one drafted but was saving it for a future meeting when both Chairman Hathaway and Councilor Friedman are present.
Councilor Kelly mentioned that he received phone calls regarding an engagement announcement in the Bangor Daily News for the daughter of a Town employee. It was noted in the announcement that the two were employed by the Town and residents were concerned that there was a conflict of interest. Manager Reed stated he did not think there was anything in the bylaws concerning the situation but will look into it.
Councilor Cheney asked whether Tom Broad, the former plant manager of Casco Bay, had moved yet. She wondered if anyone was holding a farewell for him. Manager Reed stated the Town could do something. He also added that he will have the new plant manager in to a Council meeting for introductions in the next month.
ITEM 9. Warrants: Town Warrant 12, 12A & 12B, Town Payroll Warrant 12, School Warrant 12, School Lunch Warrant 12 and School Payroll Warrant 12 were circulated and signed.
ITEM 10. Adjournment: Motion: Councilor Kelly —to adjourn December 16, 2002, Town Council Meeting. Seconded: Councilor Cheney, Voted 3-0 in favor. There was no further discussion. Meeting adjourned at 8:01.