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Council Minutes August 16, 2010

PRESENT:        Chairman Hathaway, Councilor Friedman, Councilor Perkins, Councilor King, Councilor Parker, Manager W. Reed, Office Administrator J. Reed, Public Works Director B. Stoyell, CEO A. Thomas, Fire Chief G. Martin.  Members of the Public.  

ITEM 1. The August 16, 2010 Veazie Town Council meeting was called to order at 7:00PM.

ITEM 2. Consideration of the Minutes
Motion By:  Councilor Friedman—to accept the August 2, 2010 meeting minutes as written.  Seconded: Councilor Parker, Voted 4-0-1 in favor.  Councilor King abstained due to his absence.  
ITEM 3. Consideration of the Agenda—No changes were made

ITEM 4. Comments from the Public—There were no comments.

ITEM 5a.        Road Projects Bid Summary—Travis Noyes was unable to attend but he forward the RFP submittal and the combined winner was Sunrise with a price of $107,821.80 for the combined projects. It is management’s recommendation to accept the lowest proposal and hire Sunrise.
Motion By: Councilor Friedman—for the Town of Veazie to award the paving and construction projects of Buck Hill and Jackson Drive to Sunrise Materials as submitted in their August 13, 2010 bid.  Seconded: Perkins Councilor, Voted 5-0 in favor.   
ITEM 5b.        Recognition— A memo to recognize the Community Center Committee for a great job of putting Veazie Days together –Manager Reed drafted up a letter to send to committee members and department heads and staff that helped make the event possible. Chairman Hathaway said he thought it was a great day with good events and a good way to bring the community together. He would like to see it continue into the future
ITEM 6a.        Public Works Update—Director Stoyell provided the list he was asked to put together of equipment. Manager Reed outlined what they felt was important to list. Public Works Director Stoyell submitted a memo with the items he feels are up in the air at this time.

Director Stoyell outlined that he discussed with Brewer’s Public Works Director Cote about how Brewer conducts their fall leaf pick up. The city provides 10 free bags to each household and a scheduled is followed and the whole city is picked up in 4-5 days. It takes 3-4 weeks the way Veazie is doing it now. Director Stoyell would like to see Veazie try using the composting bags this year and set a schedule for when each part of the Town would be picked up. The machine they have been using has run out of useful life. Director Stoyell stated he has got the bid price from Brewer’s vendor for 2 pallets of bags which would be $1656.00. With 834 households, excluding apartments there would be enough bags and if residents want additional bags they could be purchased at about 46 cents a piece. The goal is to be more efficient with this project.

Director Stoyell stated that another area the department has been working on is working with the City of Bangor to have Veazie’s vehicles serviced by Bangor’s motor pool to outsource for maintenance of the trucks. The city of Bangor was interested and stated that they had to check with the Union to see if it could be done. The meeting seemed positive and the city is in the process of checking on a liability rider.

The Director stated that with the access to a wash bay where the equipment can be washed down with the bodies up should extend the life of the vehicles. Councilor Perkins asked if someone would address the issue that the amounts that are used. A Salt round table is scheduled in the near future that Allan will attend Manager Reed stated that the Town follows the current State guide lines. A member of the public, Kathy Brooks, asked why the Town does not go back to sand because the salt is eating the trucks and the cars.

Street sweeping is the problem with using the sand. The sand can not be cleaned up as fast and it creates the problem of the catch basins fill up with sand and they have to be cleaned out and that is costly.

Councilor Friedman told Stoyell that he was happy that he has gotten a maintenance agreement because it will maintain a good record of what is done with the trucks and the City of Bangor is excited that this is happening and he thought the leaves idea is a good as well. He stated that he felt that Public Works was going in the right direction because the City of Bangor can put out a good report of the maintenance that gets done. It was also mentioned that the motor pool will also look over the trucks and do a 360 review to see where the trucks stand at this time.
Chairman Hathaway asked Director Stoyell what his mission was. The Director  stated that he is hopes that the crew will be seen out in the public and the focus right now are drainage projects—the outlook for the Public Works Department is to move forward with projects he would like to see the town continue to plow our own roads. He feels that Veazie maintains their roads at a higher standard than some other communities. The budget is less focused on man power. Chairman Hathaway stated that would like to see more capital monies in the budget. Manager Reed stated that this year’s budget moved the money from personnel to maintenance.

Councilor Friedman stated that he likes the direction that Public Works is going and would support if they continue in the direction.

Councilor Perkins asked about brush pile policy. Director Stoyell stated that there was an issue earlier in the day, that a pile appeared and he asked for CEO Thomas assistance him. When the CEO got to the residence the pile of brush was being taken care of just to find out it was hauled to the cemetery. Director Stoyell said that the brush will have to be chipped and that the Town has their own chipper.

Councilor Parker stated that he has talked with Brian and asked what Public Works crew would do if they did not plow. He also asked what it cost to ask for a snow removal bid? Stoyell explained what the Town would have to do in the winter if they did not plow. The Town would still be responsible for the School, Municipal Building, community Center, Salmon Club and the sidewalks.

Chairman Hathaway thought maybe we should test the waters of contracting with something smaller to start. Maybe to test the waters on contracting with mowing or the spring and fall pickups and would like to see the Town investigate some of these areas. He asked that an RFP ready for the next meeting and submit it. Manager Reed stated that he would call Attorney Russell to review the RFP’s drafts that were sent over when we changed attorneys.  It was agreed that RFP’s for mowing, plowing, and Fall and Spring pick ups. There was also a consensus to go with the leaf bags and if people waned more than ten the cost would be 50 cents a bag.

ITEM 7. Manager’s Report
The Town Council reviewed the following items:
Manager Reed handed out a copy of the irrevocable Stand-by Letter of Credit.
a.      A memo and a copy of the property tax commitment summary.  
b.      An email outlining that the Town filed roughly 30 liens with the Penobscot Registry of Deeds.
c.      A copy of the Penquis CAP annual lease billing for the community room.
d.      A copy of the annual Employees Assistance Program report of use from the University of Maine.
e.      A copy of a letter of appreciation from Chairman Hathaway to Captain Metcalf.
f.      A copy of the budget deficit estimate for the BAT Community Connector regional bus service. Came in lower than the original estimate.
g.      A copy of the MDOT Planner newsletter.
h.      A copy of an MMA workshop notice.
i.      A copy of an email from the Town’s engineer to the Sewer District Superintendent outlining that he will be forwarding the design once the contracts are awarded.

ITEM 8. Requests for Information and Town Council Comments—Councilor Perkins asked what the annual fee is for the Employee Assistance Program and what they do. Manager Reed state he thought 1800 a year off the cuff and that the program addresses a number of items from employee stress to emotional issues.

Councilor Perkins asked about the Penquis CAP bill and asked if the seniors still have an active membership? Chairman Hathaway stated he thought they still had meeting but membership is not as active as it has been in the past.

Chairman Hathaway would like to revisit the manager’s review asked manager Reed to get out the documents to do that.

The Council thought that in the near future they should have some informal workshop with The Community Center Revitalization Committee on an off meeting Monday to set the future direction.

Councilor Perkins asked if the Tower Ordinance is almost done. CEO Thomas stated that Eric Stumpfel is hoping it will be ready for the next meeting— also working on the medical marijuana Ordinance.

ITEM 9. Warrants: Town Warrant 4, 4a and Town Payroll 4 were circulated for signature.  
ITEM 10.        Adjournment: Motion: Councilor King—to adjourn the August 16, 2010 Town Council Meeting. Seconded: Councilor Perkins—there was no further discussion. Voted 5-0. Meeting adjourned 8:08 pm.

A true record, Attest:

Julie D.S. Reed
Town of Veazie


Town Office: 1084 Main Street, Veazie, ME 04401
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