PRESENT: Chairman Hathaway, Councilor Friedman, Councilor Parker-- Councilor Perkins, and Councilor King were absent and excused , Manager W. Reed, Office Administrator J. Reed, Assessor, CEO A. Thomas, Fire Chief G. Martin, Public Works Director B. Stoyell, Charemon Davis RHR Smith & Co., Thomas Russell Esq., Members of the Public.
ITEM 1. The September 27, 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 September 13, 2010 meeting minutes as written. Seconded: Councilor Parker, Voted 3-0 in favor.
ITEM 3. Consideration of the Agenda—There were no changes in the Agenda.
ITEM 4. Comments from the Public—Member of the public Todd Lynch inquired as to when we would get into the budget process. Chairman Hathaway stated that at the current time there are other issues that have to be addressed. The process will go through the Budget Committee. Departments are currently being reviewed.
ITEM 5a. Introduction of Town Attorney Thomas Russell Esq. was present to introduce himself to the Council. He stated that he knows the Town is working on two moratoriums at this time. He stated that there was the cell tower and he is conflict because he lives in the neighborhood. He has been working with the Planning Board on the moratorium on marijuana cultivation/dispensaries and wanted to know if there are any other issues that need to be addressed. He stated that he was aware that the Town Manager’s contract expired in May and that it was an issue that was still on the table or up for discussion anyway. Chairman Hathaway stated that was correct and at some point the council would have to meet with him on this issue and he would be in touch in the future.
ITEM 5b. Auditor Report The Auditor reported that they were finished with field work and there are a few minor changes that need to be made to the draft. The Auditor recommends that the Town act early to implement the new GASB 54 standards -- implementation early will not change how the Town does business it has to do with how the financial statements are presented. It will be required next year but the Town of Veazie is ready now because the policy and procedures are in place so it is better to implement it early.
There was consensus of the Council that the Town of Veazie implement the GASB 54 standard.
The Auditor said that the draft will be presented at the next meeting. Because of new transfers just voted on at the past meeting the draft is not ready.
It was noted that there is a need to discuss the school building issue because the Town has the debt, and RSU 26 wants the asset and the State has not addressed how the RSU will acquire the debt
ITEM 5c. Plowing RFP Submittals – Manager Reed stated that Lou Sliver, Inc. & TGP Enterprises submitted proposals and that both bids met the qualifications and the estimates are located on the spreadsheet and a draft contract was in the Manager Report. Both also met the insurance requirements. The largest differential was the price and it is up to the council to decide what route to take. Councilor Friedman stated he was please that there was a bid from a local contractor and inquired as to what the State would do should the Town go with a private contractor. Manager Reed said that once the Town decides if they are going with a private contractor to contact the State to see if they will go with a rider with the contractor or with the Town or provide their own
service. Manager Reed stated that it was his understanding that the State has contracted with Orono.
It was suggested that they may want to wait until there is a full Council. Manager Reed stated that it was important to make a decision so that Director Stoyell would know what direction to move.
It was stated that Lou Silver Inc. may be interested in purchasing a truck but that would be a separate issue than the plowing contract.
Councilor Friedman Motion: To move forward with the RFP with Lou Silver Inc. dated September 22, 2010 to the second stage of negotiations of a contract for snowplowing. Seconded: Councilor Parker, Voted 3-0 in favor.
ITEM 5d. County Hazard Mitigation Plan—Manager Reed stated it will show we are willing to participate and shows our support and concerns.
Councilor Parker Motion: that we adopt the County Hazardous Mitigation Plan as written. Seconded: Councilor Friedman, Voted 3-0 in favor.
The document was circulated for signature.
ITEM 5e. MMA Voting Delegate Credentials--Manager Reed stated that typically he has been the delegate or the alternate and a Council member has been the alternate or delegate. A. Thomas has also been the alternate delegate in the past. The Town should list the voting delegates.–Chairman Hathaway asked if Manager Reed was planning to attend. He stated he would be attending. Councilor Friedman stated he was not interested in attending this year. Chairman Hathaway stated that he may go.
ITEM 6a. Auditor Interview Discussion—The Chairman had asked for everyone’s input on interviewing potential candidates for the next audit cycle. He stated that there was a lot of input for which companies to interview and now to decide on the mechanics of how the Council wants to handle the interview process. Councilor Friedman states that the short list has six candidates but then the most votes went to four firms and he suggested 20 minute presentations a piece so that they could be done all in one night. Manager Reed confirmed with the council that the Town would send invitations to the top four firms listed.
Member of the public Cathy Brooks inquired as to who the top four were. Chairman Hathaway listed the following:
Branter, Thibodeau, & Assoc.
Forest, Carpenter, Black & Co.
Hollingsworth and Assoc.
RHR Smith & Company
Cathy Brooks then asked the council why they would interview RHR Smith. She stated, that she thought it would be a good idea to have a change why not give someone else a chance. Chairman Hathaway stated that the majority of the board wanted to review the firms that submitted RFP’s and the top four firms were selected for review.
It was agreed that they would schedule 20 minutes interviews for a special meeting on October 18, 2010. Chairman Hathaway asked if the Budget Committee should be invited—Councilor Friedman did not think that it would be necessary. Chairman Hathaway stated as a courtesy the Budget Committee should be notified.
A member of the public asked if it would be open to the public and Chairman Hathaway stated that all Town of Veazie Council meetings are open to the public.
ITEM 6b. Buck Hill Ext. Discussion—There was some discussion about the acceptance of the extension from the Town. Manager Reed explained that the Planning Board accepted the road in November 2003. January of 2006 we had a catastrophic water failure and drew out a lot of the bond that Barney Silver had posted on the road. There was a portion that was not finished. This past summer the cul-de-sac was rebuilt and the Town was going to finish it. There was a question if the cul-de-sac was within the right of way and if it had been accepted before the Town went forward with the paving project. CEO Thomas did the research and the Town does own the area. In the past the confusion existed if the temporary cul-de-sac was built within the proper right of way.
There was the question of whether the cul-de-sac was built to standard to begin with. Woodard and Curran worked on that issue originally and the records are not available on the cul-de-sac. SW Cole did some work up there as well but cannot find the compaction testing figures information. There was consensus with the board that the Town should move ahead with the project.
Chairman Hathaway asked if the water issue has been settled. Barney Silver explained when he and Allen went and tested the water flow. The under drain was producing about 20,000 gallons of water flow a day from the underflow.
ITEM 7. Manager’s Report
a.) A copy of an email from Brett Baber pertaining to leaf collection. As his email outlines he is not very happy with the new method of collection.
On a side note we have given out 600 bags so far and Mr. Baber picked his up also.
b.) A copy of a petition that Mr. Baber submitted to the Town Office on Thursday. As you will see a 100 plus people signed the petition.
c.) A copy of the mini regional report on assessing. At the present time, we are evaluating all of the options since Allan has outlined that he maybe retiring next fall.
Manager Reed outlined that there are not any cost savings because the assessing cost per unit will be the same. Bangor said if they took on ours they would have to hire someone to do the work. There are no cost savings until you are up to 60,000 units. The positives would be the continuity across communities.
d.) Please find enclosed a study and review of the Canadian efforts and outcome of Regionalism. In general, no major cost saving was found due to the fact that 80% of what municipal government does has no economy of scale savings ability.
e.) A copy of Dynegy’s payment of $2.7 million dollars.
f.) A copy of Dynegy’s TIF payment request for $900K.
g.) A copy of an MRC candidate nomination form. If anyone is interested please return the form to the MRC.
h.) A copy of the MRC’s Annual Financial Statement.
i.) A copy of the updated tax lien / foreclosure timetable. This is just an FYI on what the time line is for the lien process that we follow.
j.) A positive comment received pertaining to the Rec Department and Rob Young.
k.) A thank you letter sent to the Public Works Department for the work they had done at the school facility.
l.) A citizen comment card on the positive service received from the front office staff.
m.) A copy of a fundraiser flyer for the Hammond Street Seniors Center.
ITEM 8. Requests for Information and Town Council Comments
Councilor Hathaway discussed that October 11th was next regular meeting but because of the holiday and the MMA Convention there will not be a meeting so the next regular meeting will be on October 25, 2010. There will be a special meeting on October 18, 2010 for the audit interviews.
Councilor Parker asked for an update on the plowing contract discussion on the 18th because it is getting closer to the snow season.
It was decided that the Council will address the plowing contract at 6:30 on October 18, 2010 at the special meeting.
ITEM 9. Warrants: Town Warrant 7, 7a and Town Payroll 7 were circulated for signature.
ITEM 10. Adjournment: Motion: Councilor Friedman—to adjourn the September 27, 2010 Town Council Meeting. Seconded: Councilor Parker—there was no further discussion. Voted 3-0. Meeting adjourned 8:04 pm.
A true record, Attest:
Julie D. S. Reed
Town of Veazie