PRESENT: Chairman Hathaway, Councilor Friedman, Councilor Parker, Councilor Perkins, Councilor King, Manager W. Reed, Deputy Clerk K. Humphrey, Office Administrator J. Reed, Fire Chief G. Martin, Public Works Superintendent B. Stoyell, Police Chief M. Leonard, Parks & Recreation Director R. Young, Phil Ruck CES, Inc., Representatives from The By Us Company, Members of the Public.
ITEM 1. The April 25, 2011 Veazie Town Council meeting was called to order at 7:00PM.
ITEM 2. Consideration of the Minutes
Motion By: Councilor Friedman —to accept the April 11, 2011 meeting minutes as written. Seconded: Councilor King, Voted 5-0 in favor.
ITEM 3. Consideration of the Agenda
A discussion on spring cleanup was added as item 7a.
Councilor Friedman stated that he would like to postpone items 6c and 6d to a future meeting. The Council decided to see how the meeting went on time and would decide then whether to postpone or not.
ITEM 4. Comments from the Public
Member of the public Todd Lynch outlined that he was glad residents could see the Council packets online but would also like to see the town warrants online as well. Chairman Hathaway stated they did not want to create more work but will see what staff can do.
ITEM 5a. Stormwater NPDES Overview
Stormwater Administrator Allan Thomas wished to thank Public Works Superintendent Brian Stoyell for the physical responsibilities of the program and Deputy Clerk Karen Humphrey for helping with the educational requirements.
Phil Ruck of CES, Inc. was present to give an overview of the MS4 Program and Stormwater Management Plan.
Phil Ruck outlined that stormwater management has to do with road ditches, catch basins, culverts, curbs and gutters as well as the storm sewer system. All those things owned and operated by the Town have to be managed. It is mandated by a federal program.
The program mandates having a permit and having to come up with a five year plan to say how you are going to comply with permit requirements. This plan states what the Town is going to do to comply with permit requirements including: implementing control measures, setting measurable goals and assigning responsible parties.
The Bangor Area Stormwater Group was an effort to regionalize some of these efforts, in doing so it has saved more than $400,000.
Councilor Perkins inquired on what kind of data is being collected right now. Phil Ruck outlined that the Town has around 270 catch basins that have to be inspected annually. CES Inc. usually uses intern to go around and inspect the basins.
ITEM 6a. Grounds Maintenance RFP (Taken out of order)
Councilor Friedman stated he would like more time to look at all of the proposals before making a decision.
Manager Reed outlined that Public Works would still maintain the guard rails, cul de sacs and what they call the “nuisance” areas. The savings would be around $3,000-4,000 on the first year and the second year would breakeven. Manager Reed stated that staff’s recommendation is to award the bid to The By Us Company. He added that the company has very good references.
Councilor Perkins inquired whether the municipal side included the cemetery. It does. He also inquired if the Public Works Department is going to be maintaining the “nuisance” work if that meant the Town will have to maintain some expensive equipment. Manager Reed stated that the department would be scaling down on equipment and maintaining less expensive equipment. Public Works Superintendent Brian Stoyell added that currently they have three mowers and will scale back to one.
Chairman Hathaway stated that he would like to see Manager Reed update the savings for the next meeting. Councilor Perkins stated that he would like to see more information on “nuisance” work, estimated hours, etc. Chairman Hathaway stated he would also like to see what the “new” Public Works will look like, for instance what equipment will be left.
Councilor Friedman asked The By Us Company how often they planned to mow the cemetery. The owner stated as needed, probably once a week. The goal is to keep it at three inches but it all depends on the weather. If it rains a lot probably more often, if it is dry like last summer it won’t grow as fast and won’t need to be mowed as often. The school is on a four to six day schedule because the soil is thin there and the grass won’t grow fast.
Member of the public Travis Noyes outlined that there has been a lot of discussion with complaints on snowplowing. He wondered if there was anything in this contract to cover the Town if something happens, for instance who’s at fault and who’s responsible. Manager Reed outlined that there is a breach of contract clause in the contract that gives the contractor ten days to rectify unsatisfactory work and if they don’t they can be terminated. He explained that if the Council wants to change something they would have to put out another RFP again.
Motion By: Councilor Parker—to order the Town Manager to execute a two year grounds maintenance contract with “The By Us Company” for a sum of $9,450 for FY 2011/2012 and $12,600 for FY 2012/2013 as detailed in the proposal document dated April 4, 2011 entitled “Grounds Maintenance Contract”. Seconded: Councilor King. Councilor Perkins stated that he found the bid amazingly low and it made him nervous but he also knew they had good references. There was no further discussion. Voted 5-0 in favor.
ITEM 6b. Community Center Energy Efficiency Proposals (taken out of order)
Motion by: Councilor King—to order the Town Manager to award the window replacement award to Viking Glass for the sum of $10,350 with said funding to come from the Energy Efficiency Grant and the matching funds for the grant coming from the Economic Development Reserve Fund. Seconded: Councilor Friedman, Voted 5-0 in favor.
ITEM 7a. Spring Cleanup Discussion (taken out of order)
Public Works Superintendent Brian Stoyell recommended holding a spring cleanup on Sunday, May 22nd and Monday, May 23rd. There will be a bin for metal items and a rolloff container for items like furniture, debris, tires, etc. Chairman Hathaway stated that when it is advertised to include information on items that will not be collected and where you may take them. It was the consensus for the Public Works Superintendent to proceed with his proposal.
ITEM 5b. Departmental Budget Review
ITEM 6c. Assessor’s RFQ Discussion
ITEM 6d. Community Center Lease Discussion
ITEM 8. Manager’s Report
The Town Council reviewed the following items:
a. Budget Committee minutes
b. A memo from Karen Humphrey pertaining to online forms
c. Three memos from the Public Works Superintendent regarding paving concerns on Arbor Drive, the cul-de-sac on Arbor Drive and a spring cleanup in May.
d. A memo from the Parks & Recreation Director regarding online recreation registration and payment.
e. A copy of the budget process for the RSU
f. A copy of a flyer for the Stormwater Cleanup Day
g. A copy of a thank you note sent to the Police Department
h. A copy of a snow plowing complaint
i. An email pertaining to the Zumba issue
Manager Reed stated that the Parks & Recreation online registration memo will be put on the next agenda for discussion.
ITEM 9. Requests for Information and Town Council Comments
Councilor Perkins stated that he received a packet with an evaluation form and a memo instructing him to send it to the Town Attorney and he wanted to know if that was correct. He also wanted to know if the Town Attorney would be present. Chairman Hathaway stated the information was correct and the Town Attorney will be present.
Councilor King inquired whether the Town was sending out town reports this year. At the last Council meeting it had been suggested that it be posted on the website and not mailed out to residents. It was the consensus to print and mail them like last year.
Councilor Perkins stated that there is a large pot hole in front of Johnson Memorial that is a safety hazard. Chief Leonard stated that Officer Bryant has called MDOT several times about it. Public Works Superintendent Brian Stoyell outlined that the department has some cold patch and could go fill it in.
ITEM 10. Warrants: Town Warrant 22 & 22A and Town Payroll 22 were circulated for signature.
ITEM 11. Adjournment: Motion: Councilor Friedman —to adjourn the April 25, 2011 Town Council Meeting. Seconded: Councilor King. There was no further discussion. Voted 5-0. Meeting adjourned 8:30 pm.
A true record, Attest:
Town of Veazie