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Council Minutes April 26, 2010

PRESENT:        Chairman Perkins, Councilor Friedman, Councilor King, Councilor Parker, Manager W. Reed, Deputy Clerk K. Humphrey, Office Administrator J. Reed, Parks & Recreation Director R. Young, Police Chief M. Leonard, Assessor/CEO A. Thomas, Fire Chief G. Martin, Fire Captain P. Metcalf, Budget Committee Member Joan Perkins, Members of the Public.  Councilor Hathaway was absent and excused.  
ITEM 1. The April 26, 2010 Veazie Town Council meeting was called to order at 7:00PM.

ITEM 2. Consideration of the Minutes
Motion By:  Councilor King —to accept the April 12, 2010 meeting minutes as written.  Seconded:  Councilor Friedman, Voted 4-0 in favor.
ITEM 3. Consideration of the Agenda
An update from Fire Chief Martin was added as item 5e.  

Councilor Friedman stated that he felt the Council should just focus on the budget for the next several meetings.   

Chairman Perkins asked Manager Reed if the next schedule Council meeting was the public hearing for the budget.  Manager Reed stated it was.  Councilor Friedman inquired on whether the public hearing could be moved if the Budget Committee did not have a budget to recommend.  Manager Reed stated that the public hearing date could be moved forward.

ITEM 4a.        Funds Transfer Request
Manager Reed explained that with the RSU taking control of the Veazie Community School facility, Town accounts pertaining to the former school department need to be closed out.  

Councilor Friedman inquired whether the funds in the capital fund could be transferred to highway projects rather than the credit reserve fund to reduce future taxes.  Manager Reed stated that it could.  Chairman Perkins outlined that he liked that idea.  

Motion By:  Councilor Parker—to authorize the closing out of the Veazie School Department’s fund balance and to authorize the transfer of said funds to the RSU         per State requirements.  Said funds are to be used by the RSU to reduce the future assessments to the Town of Veazie.  Seconded:  Councilor King, Voted 4-0 in favor.

Motion By:  Councilor Friedman—to authorize the closing out of the Non-Major Municipal Capital Projects Reserve Fund for the Veazie Community School facility and to authorize the transfer of said funds to the Highway Projects fund.  Said funds are to be used for road projects.  Seconded:  Councilor King, Voted 4-0 in favor.  

ITEM 5e.        Fire Department Update (taken out of order)
Chief Martin outlined that he had been asked whether a tower could be put on the water tower.  He stated that power would have to be run to the tower, a building would have to be built to house the equipment and the equipment would have to be maintained.  He did not have a cost estimate for such a project yet.  

Chief Martin discussed a meeting with area Chiefs and possible ways to save money.
Captain Metcalf gave an overview of the study that was conducted on radio coverage in Veazie.  It was outlined that currently the Town of Veazie uses the tower on Hilltop Commons at the University.  This makes for dead spots in certain parts of Town, it limits the use of portable radios and firefighters who live out of Town have a hard time hearing the calls on their pagers.  Captain Metcalf outlined that if the tower the State is proposing does go on Buck Hill it would improve radio coverage greatly.  There was discussion on past use of the tower on Blackcap Mountain in Eddington and that they also had radio issues.  Captain Metcalf outlined that Blackcap was also a very busy channel and it was hard to get radio traffic in for Veazie.    

Captain Metcalf outlined an EMS incident on Hobson Avenue where both the Police and Fire could not communicate with dispatch on their portable radios.  

Chief Leonard stated that the Police Department also has radio problems in Town.  

Chairman Perkins inquired on Bangor and what they use.  Captain Metcalf stated that they have their on system in place, with their own dispatch and antennas around town.  They have spent a lot of money to upgrade their system over the years.  

Member of the public Gary Brooks stated he thought the system the State was using was digital.  Captain Metcalf outlined that the State’s system is digital, however, the Town’s analog equipment would be placed on the tower and will work for the Town.  It is not meant to work with the State’s system.    

There was discussion on the repeater on the Kelly Road.  Captain Metcalf stated it was still there and that Orono is thinking of using it for their Public Works Department.  

Captain Metcalf outlined that the closer they can get a tower to Veazie, the better.  

ITEM 5a.        Internet Solution Update
This item was postponed.  

ITEM 5b.        Legal Services RFP
The Council reviewed a copy of the draft RFP for legal services.  Councilor Friedman thought the RFP was quite lengthy and didn’t know that the Town had to address items like mileage, he wondered if this was a standard RFP.  Manager Reed outlined that the RFP is what is being recommended when municipalities put out a bid to legal firms because of the different things they charge for and their rates.  
Motion By:  Councilor Friedman—to authorize management to solicit for Request for Proposals for Legal Services for the Town of Veazie, Maine.  Seconded:  Councilor King, Voted 4-0 in favor.  

Chairman Perkins inquired on how the RFP will be advertised.  Manager Reed stated it will be a legal paid ad in the Bangor Daily News.  He also added that if there is a list serve for municipal attorneys staff will send it out via that.   

ITEM 5c.        Draft Snowplowing RFP
The Council reviewed a draft snowplowing RFP.  Manager Reed outlined that he    used Hermon’s and changed it to accommodate Veazie.  It is similar to a State contract like MDOT uses.

Councilor Friedman stated that in section 2 on the first page he would like “The Veazie Police may request a call out when the department deems a travel hazard exists on roadways” to “The Veazie Police shall request a call out when the department deems a travel hazard exists on roadways.”  Manager Reed explained that it says may request because a guideline is already set that if there is 1 ½” of snow on the ground the contractor is to initiate plowing.  They may call them out if they aren’t already out plowing.  We don’t want to place the total responsibility on the Police Department.   

Councilor King stated that he noticed the word sanding was used in the contract.  Manager Reed outlined that they left sanding in the contract just in case there was ever a really bad ice storm.  He added that the Town will be a salt priority community.  Councilor King stated that he has noticed in the past when there is ice and it is raining that the salt runs right down off the road into the ditch.  He would rather see the Town put down sand if there is glare ice and it is raining.  

Chairman Perkins inquired on whether the contractor would be using Veazie’s facilities to stockpile materials.  Manager Reed stated they would.  Chairman Perkins asked about the past when they used a contractor whose facility they used.  Manager Reed stated that it was before he was Town Manager but he thought they used the Town’s property.

The Council and Manager wished to have the RFP looked over by legal counsel.  
ITEM 5d.        Draft Grass Mowing RFP
The Council reviewed a copy of the draft grass mowing RFP.  Manager Reed outlined that there are a few more things that will need to be added to the RFP to cover storm water issues.

Manager Reed outlined that the contract breaks down the cost between municipal and school so that in the future if the other towns in the RSU decide to charge for services the Town will have a cost.                          

Councilor Friedman stated that this RFP is giving direction like they are employees and suggested that this RFP be reviewed by legal counsel.  Manager Reed stated that the Town can’t give direction on site but what staff did do was try to give specifications that the contractor has to follow.  Councilor Friedman felt the RFP was illegal and definitely should be reviewed by legal counsel.  Manager Reed stated that the RFP would definitely go to legal review.  
ITEM 6. Comments from the Public
Member of the public Gary Brooks inquired on who the Town’s DEP inspector was.  CEO Allan Thomas provided Mr. Brooks with the inspectors information.           
Member of the public Tammy Olson inquired whether the audit RFP had been published.  Manager Reed outlined that it was published in the Bangor Daily News.

ITEM 7. Manager’s Report
                The Council reviewed:
a)      a copy of the draft budget book that the Budget Committee reviewed.
b)      A copy of Attorney Russell’s reply to the Council’s request.  
c)      A copy of an email that was sent to Chairman Perkins
d)      A copy of the costs and payment of services to the Town Attorney and Auditor
e)      A copy of an email on the tower newsletter
f)      Copies of two articles that pertain to the Fire Department
g)      A copy of the Bangor Daily News article on the Greystone Mobile Home Park sale.
CEO Allan Thomas stated that his annual stream cleanup is coming up on  Saturday, May 8th.  
Manager Reed outlined that he attended the Qualey Granite grand opening.

Councilor Friedman inquired about the sale of the Greystone Mobile Home Park    and whether the Town knew about it.  Manager Reed outlined that staff was surprised to hear the sale went through, they had thought it was going to fail.  CEO Allan Thomas outlined that it is a real estate sale and does not have anything to do with the Town.  

Councilor Friedman asked if the Town had received the taxes from Bangor Savings Bank on the Qualey Granite facility.  Tax Collector Julie Reed stated we have not received the taxes on the property yet.  Councilor Friedman stated he hoped the Town would stop doing business with Bangor Savings Bank.  Deputy Tax Collector Julie Reed outlined that the taxes should have been paid for by Qualey Granite not Bangor Savings Bank.  

Councilor Friedman stated he had asked for a report on how the program was doing and if everyone is paying on time.  Parks & Recreation Director Robert Young stated that he would have a list of outstanding amounts owed for Councilor Friedman by the next day.  Councilor Friedman also inquired about the attendance.  Manager Reed stated that attendance is good.  

ITEM 8. Requests for Information and Town Council Comments
Councilor Parker inquired on the tenant at the Community Center.  Deputy Treasurer Julie Reed stated that he is paying his rent on time.  

ITEM 9. Warrants: Town Warrant 22 and Town Payroll 22 were circulated for signature.  
ITEM 10.        Adjournment: Motion: Councilor  King—to adjourn the April 26, 2010 Town Council Meeting. Seconded: Councilor   Friedman—there was no further discussion. Voted 4-0. Meeting adjourned  8:01pm.

A true record, Attest:

Karen Humphrey
Deputy Clerk
Town of Veazie


Town Office: 1084 Main Street, Veazie, ME 04401
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