PRESENT: Chairman Hathaway, Councilor Cheney, Councilor Friedman, Councilor Hogan and Councilor Kelly; Manager Reed, CEO A. Thomas, Assistant Clerk K. Gifford, CES Representatives Jim Parker and Pete Tuell, Police Chief Mark Leonard.
ITEM 1. The July 15, 2002 Veazie Town Council was called to order at 7:00 PM.
ITEM 2. Consideration of the minutes:
Motion By: Councilor Cheney—to accept June 17, 2002 minutes as written. Seconded: Councilor Friedman, Voted 5-0 in favor.
ITEM 3. Consideration of the Agenda: Manager Reed requested adding a storm water drainage study proposal from CES to the agenda. This was added as Item 6d. Manager Reed also asked to add CEO Thomas to the agenda to discuss the tax matters on two mobile homes.
ITEM 4. Public Comments: There were no comments from the public.
ITEM 5a. Seaboard Security
Chief Leonard stated initially he had planned to have Scott Baxter from Seaboard Security at the Council meeting, but after speaking with a few Councilors he decided it would not be necessary. Chief Leonard stated that he will be meeting with Scott Baxter to address the final details. Councilor Cheney inquired on whether the company tried to stay with the same person at one jobsite. Chief Leonard stated yes. Chairman Hathaway asked Chief Leonard if he will be meeting with Principal Scott Nichols regarding the crossing guard. Chief Leonard stated that he has already met with Principal Nichols.
ITEM 6a. Building Update
Manager Reed stated that the revised total of the municipal project is $262,770. The details of the breakdown were in the manager’s report. It was reported that the drainage system was almost completely done. Manager Reed also discussed the walkway entrance issue. To avoid future costs the new entrance should be completed now so that all siding may be done at one time.
CES Representative Pete Tuell stated the storm drain system is almost complete, they opted to go along side the building instead of obtaining a drainage easement through an abutting property. The new water line is in with 2 inch pipe so there will be greater water volume. A water pressure reducer was installed too. The retaining wall is almost finished. Pete Tuell stated he expected Silver’s Construction to be done by next week and heading into paving. A new gas line was laid in the event that a gas line comes along Maine Street in the future. An underground electrical line was laid for Public Works. The propane tank will have to be relocated due to DEP and State regulations.
Pete Tuel stated as far as the building goes a contract has been signed with Buck Hill Construction. He brought a copy for the Council to review if they wished. The retro-fit is complete. Buck Hill Construction is starting to fill in the fire bay doors on the side of the Town Office. Pete Tuell stated currently they are waiting on Bangor Hydro to come do their work order. When Bangor Hydro is finished Verizon will come in and do their work order. Pete Tuell outlined that the ambulance bay construction will start in the next two weeks. Silver’s Construction will be digging the foundation at that time.
Chairman Hathaway inquired on the generator. Pete Tuell stated it is unhooked and ready to be relocated. Chairman Hathaway asked where it will be moved to. Pete Tuell stated it will be moved to the side where the fire bay doors are being filled in. Chairman Hathaway had concerns with the exhaust extending out the wall that customers walk by. There was discussion of going up through the roof with the exhaust. Pete Tuell will look into that issue.
Councilor Cheney inquired on whether the Town had budgeted for the renovations and where the money was coming from. Manager Reed stated that the Town has around $100,000 - $120,000 in cash and the rest will probably have to be self-borrowed from the CBEC fund which will in turn be credited back in about three years.
Manager Reed outlined that Dave Merritt is working with CES on the municipal building. His design for the entrance will be used. He also helped in the selection of colors for the new siding and trim. He is working to come up with a community design standard and a new sign that represents government services.
Chairman Hathaway wanted to clarify that when the renovations are completed that the outside will be structurally sound and the inside of the building can then be focused on. Manager Reed concurred and outlined that the master plan of the building renovations developed in FY 2001 is the basis of what is occurring.
ITEM 6b. CEO/Assessor Update
CEO Thomas stated that he had met with Clyde Crowe for two hours in the past week. CEO Thomas outlined that Mr. Crowe agreed to the requirements which would bring him up to code. Councilor Friedman inquired on how long Mr. Crowe had to comply. Chairman Hathaway outlined the dates in the letter CEO Thomas sent to Mr. Crowe.
CEO Thomas stated he has been working with the Senior Housing project, also working closely with Pete Tuell on the municipal building and he has been working with his new assistant on property reviews and valuations. As far as code enfocement goes, CEO Thomas outlined that RPM is now no longer a problem, the business has moved. Councilor Cheney inquired on whether the owner was leasing the building. CEO Thomas stated he was leasing with the option to purchase. CEO Thomas stated he has a new problem in Greystone Trailer Park with a trailer truck that is parking over night and leaking oil, so he will be addressing this problem this week.
Chairman Hathaway inquired on the Dang property and the possible sale of it. He noted that there have been a couple ‘out-of-staters’ that have made inquiries to open it back up as a restaurant. CEO Thomas stated he knew of one and he did not encourage them to do so. One good reason is that there is no parking, there is only room for about 2 cars to park. Chairman Hathaway commented on the Town possibly buying it. The idea of turning it into a park or using it for community parking for the church across the street was also discussed. At the consensus of the Council, Chairman Hathaway is going to talk with Mr. Dang about the possibility of the Town purchasing the property.
ITEM 6c. Audit Update
Manager Reed outlined that included in the Council packets was a memo from Deputy Treasurer Julie Reed. The Town’s CPA will be starting the audit on July 22, 2002. Manager Reed stated that a new chart of accounts has been implemented, there are new cash accounting methods and a new purchase order system has been developed for all departments.
Chairman Hathaway inquired on the status of the Town/School consolidation of computer software. Manager Reed stated that right now the Town is waiting on the software development. CEO Thomas, the project coordinator, stated that the networking is stagnant for the summer due to all the activities which are going on at the present time. TRIO is not yet ready to switch over. CEO Thomas outlined that in the fall he will pick back up with the project. Advanced Data Systems is almost ready on their Windows software. CEO Thomas and Manager Reed explained that Windows XP is not compatible with a lot of the DOS based programs used presently and therefore is slowing the progress down. Chairman Hathaway inquired on whether it was realistic that it would be ready by the end of the year.
CEO Thomas stated it was possible and he was hopeful.
ITEM 6d. Stormwater Drainage Study Proposal
Jim Parker was present to give a briefing on the development of the stormwater plan for the community. Manager Reed outlined that originally $25,000 had been budgeted for this project, the cost has increased slightly due to scope change.
Jim Parker stated that the plan will basically serve two purposes. First it will aid Public Works by providing a plan showing sizes for culverts and storm drains throughout the built up portion of the community. Second, this plan will aid the Town of Veazie in meeting its obligation under the “Storm Water Phase II Final Rule” for illicit discharge detection and elimination issued by the EPA.
Jim Parker outlined that some communities have to come up with a five-year plan. Jim Parker stated that once they determine where these discharges are they can be controlled. This may entail developing additional ordinances or revising ordinances.
Manager Reed outlined that this is the same study the Town has been talking about for a year now. Manager Reed outlined that the budget is tight on this project and the Town will pay a lump sum on project completion except for Part 3 which includes the illicit discharge detection.
Motion By. Councilor Friedman—to proceed with the stormwater proposal contract with the condition of not exceeding the budgeted $32,250. Seconded: Councilor Hogan, Voted 5-0 in favor.
ITEM 6e. Taxes on Mobile Home Trailers
CEO Thomas stated that there is an abandoned trailer that was moved to a campsite in which a gentleman is interested. Councilor Friedman inquired on whether the gentleman would be taking the trailer off the property and out of Veazie. CEO Thomas outlined that it would be a condition.
Motion By: Councilor Friedman—to write off the principal amount of $442.87 of account #476 contingent upon the interested party setting a date for removal with CEO Thomas. Seconded: Councilor Hogan, Voted 5-0 in favor.
CEO Thomas stated that there is a second trailer in Greystone Park that has an interested party. The owner has tried to abandon the trailer but the owner of the trailer won’t let her. There is $29.55 due on account #622, which is less then the cost of putting a lien on it. CEO Thomas recommended abating or writing off the taxes to save the Town money.
Motion By: Councilor Friedman—to write off the principal amount of $29.55 on account #622 and authorize CEO Thomas to negotiate with an interested party on its removal. Seconded: Councilor Hogan, Voted 5-0 in favor.
ITEM7. Manager’s Report:
7a. Enclosed were copies of June 30, 2002 balances of Town special investment portfolios and funds:
TIF Developer Agency
Veazie Agency Account
Cemetery Perpetual Care Account
CBEC Agency Account
Councilor Hogan outlined that he liked seeing the account summaries.
7b. and 7c. Enclosed were two letters from Adelphia regarding their legal proceedings in bankruptcy court. In general the letters outline that service will continue and that the Town will continue to receive its revenues from the franchise fees.
7d. Enclosed was a copy of a letter from Mutual Boiler regarding the claim submitted for damages incurred to the transfer switch and electrical panel. This is meant to serve as an FYI that the Town is still pursuing action against BHE.
7e. Enclosed was a FYI document which displays who was contacted via mail and public notice about the site plan review for the municipal building project. The Planning Board conducted the public hearing and the project had no objections filed. The Planning Board later that night approved the project.
7f. A copy of the Building Committee’s minutes for June 20, 2002 was reviewed.
7g. A copy of the School Committee’s agenda and minutes of the June 4, 2002 meeting was reviewed.
7h. A copy of the Orono-Veazie Water District’s minutes for June 5, 2002 was reviewed.
7i. A copy of the Veazie Fire Department’s monthly report for June 2002 was reviewed.
7j. A copy of the Veazie Police Department’s quarterly report was reviewed.
Chief Leonard added that effective on this day Officer Watson is enrolled in the D.A.R.E. Instructor School.
Manager Reed stated the Duke Community Service Day planting of trees went well, except for a disgruntled individual in the area who felt the Duke employees were usurping the use of his property by placing trees and parking there. The trees and cars were moved.
ITEM 8. Requests for Information/Council Comments:
Chairman Hathaway outlined that the Council’s previously scheduled meeting with the Sewer District did not take place. He would like to reschedule it in September. The Council decided on September 9th here at the municipal building and will check with the Sewer District.
Chairman Hathaway also noted that long time Town employee Dottie Henderson is retiring from the Sewer District on July 25, 2002. There will be a reception that night if anyone wishes to attend.
Chairman Hathaway discussed possibilities for the Patterson property. Ideas were a guard rail, retaining wall or boulders. Manager Reed stated he would show Pete Tuell the problem area and see what he recommends. Councilor Cheney inquired on whether any trees would be planted there. Manager Reed stated that there are a couple trees left over from the Duke Energy planting and one will be planted in the safety zone.
Chairman Hathaway inquired on whether the sidewalk by the school was going to be completed this summer before school starts. Manager Reed stated it would be. Manager Reed stated they would be using compounded sand. Chairman Hathaway discussed paving it. Manager Reed stated that paving would require installing a drainage system and a lot of gravel and would add a good deal of cost. Councilor Friedman and Councilor Hogan recommended looking in to it before construction.
ITEM 9. Warrants: Town Warrant 1, 1A & 1B, Town Payroll Warrant 1, School Warrant 1, School Payroll Warrant 1 and School Lunch Warrant 1 were circulated and signed.
ITEM 10. Adjournment: Motion: Councilor Friedman—to adjourn July 15, 2002, Town Council Meeting. Seconded: Councilor Kelly, Voted 5-0 in favor. There was no further discussion. Meeting adjourned.