PRESENT: Chairman Friedman, Councilor Perkins, Councilor Olson, Councilor Parker, Councilor King, Town Manager J. Hayes, Office Administrator J. Reed, Assistant Clerk A. Blethen, Police Chief M. Leonard, Fire Chief G. Martin, Recreation Director R. Young, Public Works Director B. Stoyell, John Manter.
ITEM 1. The May 21, 2012 Veazie Town Council meeting was called to order at 7:00PM.
ITEM 2. Roll Call
Councilor Olson, Councilor King, Chairman Friedman, Councilor Perkins and Councilor Parker were all present.
ITEM 3. Pledge of Allegiance
ITEM 4. Consideration of the Agenda
Chairman Friedman added, under new business, Item 11 - Police Car Purchase and Item 12 - Presentation of Iraqi Freedom Flag.
ITEM 5. Approval of the May 7, 2012 Council Meeting Minutes
Councilor Olson requested to amend Item 13 and change wording of “Committee Member” to “Committee Chair” and to correct spelling of “Janine”.
Motion by: Councilor Perkins– to approve the May 7, 2012 meeting minutes as amended. Seconded by Councilor King. There was no further discussion, voted 5-0 in favor.
ITEM 6. Executive Session
Motion by: Councilor Perkins – to enter Executive Session Pursuant to 1 MRSA 405 (6) E & F to discuss with legal counsel. Seconded by Councilor Olson. There was no further discussion, voted 5-0 in favor.
Motion by: Councilor Perkins – to end Executive Session. Seconded by Councilor Olson. There was no further discussion, voted 5-0 in favor.
ITEM 6A. Act on Executive Session
Chairman Friedman stated, “It’s not necessary; we all agree on it.”
ITEM 7. Public Comments
ITEM 8. Award to the Veazie Conservation Committee
ITEM 9. Authorize the Town Manager to sign a request for its portion of remaining funds from the Penobscot Valley Refuse Disposal District.
Councilor Perkins, “Do we know how much money we are getting?” Manager Hayes, “We don’t know exactly, but a portion of $51,000.”
Motion by: Councilor Perkins to authorize the Town Manager to sign a request for its portion of remaining funds from the Penobscot Valley Refuse Disposal District. Seconded by Councilor King. No further discussion, voted 5-0 in favor.
ITEM 10. Update on excise tax collections for the current year
Manager Hayes reported that excise tax was projected to be over $300,000 he doesn’t think we’ll get there and we will be short.
ITEM 11. Police Car Purchase
Chief Leonard reported that cruiser bids were collected at the beginning of April. Last Wednesday or Thursday he was made aware by the 3rd bidder on the list that the availability to request date had been passed. This sent bidder scrambling to find a car that had been previously ordered but backed out on. The 4th bidder also has a vehicle available for immediate delivery. Chief Leonard requested the extended warranty specifically for police cars which includes extra mileage and also offers scheduled maintenance care. His recommendation is to award the bid to 4th bidder due to price and availability.
The plan is to take the 2007 unmarked car out of service and inventory, the 2009 Durango would stay, the 2010 would become the unmarked car and the new 2012 would become the frontline car.
Councilor Olson asked, “This would come out of your reserve which has over $50,000 in it?” Mark confirmed this.
Motion by: Councilor Parker to authorize Chief Leonard to purchase the new cruiser from Central Chrysler Dodge for the price of $29,078 including the max care and service contract. Second by Chairman Friedman. No further discussion, voted 5-0 in favor.
ITEM 12. Operation Iraqi freedom flag presented to Veazie Town Office.
Chairman Friedman requested that a letter of thanks be sent.
ITEM 11. Act on the Auditing quotes.
Manager Hayes reported that we have received 8 different audit proposals and need to choose one really quickly as we are coming to the end of the fiscal year. Chairman Friedman asked, “What are the wishes of the council? Any discussion?” There was no response.
Motion by: Councilor Parker to award a contract for 3 years to Brantner, Thibodeau & Associates. His reasoning being they are not the cheapest but only $200 more and one of the partners is a resident and lives in Veazie. Chairman Friedman said that’s a good point but questioned why the 3rd year was dependent on the school. Councilor Parker applauded them for looking ahead about that saying that they understand the issues going on in town. Councilor Perkins stated he has a gut feeling to get someone outside of town. Manager Hayes has had positive dealings with Brantner, Thibodeau & Associates and RHR Smith & Company and is a friend with Loiselle of Loiselle, Goodwin & Hinds. Councilor Olson questioned if Brantner, Thibodeau & Associates and RHR Smith & Company have
done audits for the town in the past. Office Administrator Reed confirmed yes, when Charmin worked there in 1997-1998. Councilor Olson asked if Charmin did our audits from 1998 to 2010 or longer. Office Administrator Reed confirmed this.
Motion by: Councilor Perkins to use C.H. Dorr & Company. Office Administrator Reed stated that bid would have to be verified as he was on vacation and the proposal in the packet was the price from February and she can’t guarantee he won’t withdraw bid. Chairman Friedman mentioned that it’s so close to end of year we shouldn’t take a chance.
Councilor Olson said she wouldn’t object to Purdy Powers & Company.
Manager Hayes offered, “My experience with auditors who come in for the first time are they are going to tear the town office apart since it’s not their work from before. They will dig in more because it’s their first year.” Councilor Parker is not comfortable not using someone we didn’t interview last year. Councilor Olson said that would disclude her as she wasn’t on council last year. Councilor Parker said he doesn’t want to have to justify to the town using a more expensive firm and Councilor Olson said she can’t justify not using someone we have used before. Office Administrator Reed asked how much was budgeted for the year. Manager Hayes reported that $7000 was budgeted for this year.
Chairman Friedman called a 10 minute recess.
Motion to contract with Brantner, Thibodeau was seconded by Councilor King. Councilor Perkins said he’s nervous about choosing the cheapest bid as it bit us last time. Chairman Friedman thinks the firm is more solid. Councilor Olson agrees with Councilor Perkins that it could hurt us to go with lowest bid and is a little concerned about prior relationships where they have contacted random councilors and not the chair or town manager. Voted 3-2 in favor.
ITEM 12. Direct the Town Manager to present a proposal to create a Board of Assessment Review as well as Personnel Review Board and a Review Board for General Assistance
Manager Hayes informed that this would require change in charter and he wants to be sure the council is on board with the proposal. He is asking permission to change the charter as General Assistance has been greatly changed. He would normally do that September/ October but speeding it up before July 1st due to major changes in reductions in how to qualify by the state. With Karen out Manager Hayes will be handling General Assistance.
Motion by: Councilor Perkins to direct the Town Manager to present a proposal to create a Board of Assessment Review as well as Personnel Review Board and a Review Board for General Assistance. Seconded by Councilor King. No further discussion, voted 5-0 in favor.
ITEM 13. Manager’s Report
Public Works Director Stoyell reported that on Sunday of Clean Up last year there were 106 loads and on Sunday this year there were 127. Monday this year was a total of 32 cars. All 5 dumpsters were about full and the steel dumpster was crushed down and was ½ to ¾ full of steel to reimburse some costs.
Manager Hayes spoke to Joy Adamson at Efficiency Maine about the reimbursement for the Community Center Energy Efficiency Grant and got paperwork straightened out. It is being processed and just waiting for an electronic transfer.
Manager Hayes spoke to Glenn Kennedy about Wednesday night class being subcontracted. Glenn stated the gentleman has been there since day 1. Manager Hayes requested proof that he’d been there for that long. Councilor Perkins said he can vouch for him. Councilor Parker wants to be sure town is covered insurance wise. Manager Hayes reviewed Glenn’s insurance policy and it’s not current. It is a requirement of the contract that insurance be kept current. Chairman Friedman wants proof of insurance by tomorrow afternoon. Councilor Olson wants to give him a couple days to prove insurance, but Councilor Parker asked to go on record that he doesn’t agree he should have classes until he has proof of insurance.
TIF district changes can be done by the council and Manager Hayes is meeting with Bangor Gas next week.
Code Enforcement Officer Larson will be presenting a fee change proposal to the Planning Board tomorrow night and looking at zoning.
Manager Hayes submitted a bid of 600 tons of salt to Cargill.
ITEM 14. Comments from the Public
John Manter commented that the Planning Board is looking at storm water regulations ordinance.
Councilor Parker commented, “Make sure he [Glenn Kennedy] gets insurance to cover the town. I don’t think we can wait.”
ITEM 15. Requests for Information and Town Council Comments
Councilor Parker asked Office Administrator Reed if Glenn’s rent is up to date. He is a month behind and insurance ran out April 30th. The town is listed as initially insured, but wasn’t notified when it lapsed.
Councilor King asked Chief Martin how many miles are on his car and if there is any trouble with it. Answered 149,300 and trouble.
ITEM 16. Review and sign off Town Warrant 23, 23A and Payroll Warrant 23
ITEM 17. Adjournment
Motion by: Councilor Olson to adjourn the May 21, 2012 Town Council Meeting. Seconded by Councilor King. There was no further discussion, voted 5-0 in favor. Meeting adjourned at 9:35 pm.
A true record, Attest:
Town of Veazie