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Lamoine Board of Selectmen

 
 
Jo Cooper
Cynthia Donaldson
Gary McFarland
Bernie Johnson
Nathan Mason
 
Minutes of July 11, 2013 (Draft, subject to correction)

Chair Jo Cooper called the meeting to order at 7:00 PM

Present were: Selectmen Bernie Johnson, Cynthia Donaldson, Gary McFarland, Nathan Mason, S. Josephine Cooper; Administrative Assistant Stu Marckoon, Fire Department Chief Engineer Moe Oliver, Fire Chief George “Skip” Smith, and Board of Assessors Chair Jane Fowler.

Agenda Review – Selectmen moved the fire truck body bid award up to accommodate the fire department personnel. They opted to allow some time for Selectmen from Sullivan and Hancock to show up before opening heating oil bids.

Fire Truck Bids – Chief George Smith said two bids were received, one from Dingee Machine Company in New Hampshire and the other from K&T Environmental Equipment in Island Falls Maine. He said he and Chief Engineer Oliver had spent a lot of time studying the two bids. He said the Dingee bid was $137,522 and the K&T bid was $141,993. He said it took a while to figure out the differences, but the K&T bid meets the NFPA 2009 standard, and the Dingee bid only meets the NFPA 2003 standard. He said there was a big change in that standard in 2009 and explained some of the details. He said he found some parts of the Dingee bid that he did not care for, including the lack of a load manager. He said that was a key part, and it's expensive. He said he believed that if the Dingee bid were brought up to the 2009 standard, it could possibly cost more than the K&T bid. He said the K&T truck met the 2009 standard and it would be a better truck.

Jo asked if K&T was where the fire department has purchased trucks before. Chief Smith said they were, and the department has purchased all its trucks from K&T since 1989. Jo moved to go with the fire chief's recommendation. Nathan 2nd . Vote in favor was 5-0. Jo thanked the fire department for its research.

Expenditure Warrant 1 – Selectmen signed warrant 1 in the amount of $236,561.48. Stu reported he would have to transfer $160,000 from investments to cover the warrant. He said the largest expenditure was the RSU 24 payment. Nathan asked about RJD Appraisal. Stu explained that was the firm the assessors hire to value new construction. Nathan asked about the payment to the City of Ellsworth. Stu explained it's the town's share of Shellfishing enforcement. Nathan asked about the MDI League of Towns dues structure. Stu said it's based on valuation and population, and it decreased thanks to the City of Ellsworth joining the league.

Cash & Budget Reports – Stu noted that expenditures for Parks, Recreation and Cemeteries exceeded the budget, but there were revenues that exceed the overdraft. Cynthia asked why solid waste was less than budgeted. Stu said reduced amounts going to PERC and a lower than projected rate at PERC are responsible.

Checking Account Reconciliation – Selectmen signed the statement expressing satisfaction with the reconciliation documents that were e-mailed to the board prior to the meeting.

Mileage Policy – Jo moved to sign the annual mileage policy, setting the town's mileage reimbursement rate at $0.50/mile. Gary 2nd . Vote in favor was 5-0, Selectmen signed the policy.

Excise Tax Report – Stu said the last quarter of the just completed fiscal year was the highest ever quarter for excise tax collections in town. He said the town collected more than budgeted for the fiscal year for the first time in several years.

Fire Department Loan – Stu reported he closed on the fire truck loan and the money was deposited into the town's fire truck fund in late June.

Fuel Bids – Selectmen from Hancock and Sullivan did not show up for the meeting. Selectmen read the three bids received for heating fuel as follows:

Bidder

Cost/Gallon

RH Foster

$3.299

Acadia Fuel

$3.0353

Dead River

$3.3317

Jo moved to accept the bid from Acadia Fuel. Gary 2nd . Vote in favor was 5-0.

Marlboro Cemetery - Gary reported that the cemetery association needs to elect officers as the old cemetery association officers have all passed away. He said the state is holding funds for the association. He said the cemetery is being mowed, and the north side of the cemetery is a plot of land that his parents donated, and it will be cleared. He said the next big project will be to clean up some trees. There was a brief discussion about the cemetery association paying back the town.

Appointment Policies – Jo said the recent appointment discussion created quite a bit of confusion, and she's not sure how to go about crafting a policy. She said the Board should not be inconsistent with how it appoints people to volunteer boards. Gary said he hasn't had a chance to see the policy. Stu said there isn't one to see.

Jo said her goal is to encourage people to be involved with their town. She said she didn't want to create a lot of hoops for volunteers to have to jump through, but at the same time, appointments ought not to be rubber stamped. Gary said it should be a clear, simple procedure. He said if someone is going to be appointed, the Selectmen should talk with them first.

Cynthia said she would like to see some distinction between appointment and reappointment. Gary said he felt that if an appointee's term ends, the appointment process should start over. A lengthy discussion followed.

Jo said she would like to see how other towns do it. Gary said he spoke with Maine Municipal Association which recommends a written policy be in place. Nathan said he attended the MMA Elected Official's Workshop the previous evening and they seemed surprised that the town did not have a policy. A brief discussion followed.

Jo said maybe the town can obtain some samples to review and draft up something in the near future.

Cable TV – Selectmen signed a letter to folks in a couple of un-served areas of town explaining that the Board did not have the finances to fund extension of the cable line down to Sunset Bay on Seal Point Road and into the Lydia's Lane subdivision. Stu said Fairpoint has been working on several areas of town, including that neighborhood. He said the company policy is to not discuss whether DSL service would be available until such time that it's actually up and running.

Maine DOT / Route 184 – Gary said the MDOT has done a good job preparing Route 184 for paving, and they've done a lot of work on Douglas Highway in North Lamoine. Stu said MDOT had planned to pave this week, but it's more likely to be next week or the week after. A brief discussion followed.

Lamoine Quarterly – Stu reported that Cynthia had made some edits to the Quarterly, and he would incorporate them and the paper would go to the printer tomorrow.

Trees – Stu reported that he met with Top Notch Tree regarding projects on Walker, Raccoon Cove and Seal Point Road and it was suggested that paying the hourly rate would be the most cost effective. He said between the encumbered funds and the current year budget, there should be enough to do most of the proposed trim work.

Crack Seal – Stu said he'd received the estimate for crack sealing the upper end of Mill Road and much of Shore Road as well as the parking lot at the town hall. He said an encumbrance from the 2012/13 budget would be needed to cover the project which is next on the agenda.

Encumbrance – Stu said the latest encumbrance order would set aside $5,000 for crack sealing and $3,000 to repair the lip left by the new pavement on Clamshell and Cos Cob Avenues. Jo moved to approve the encumbrance order. Gary 2nd . Vote in favor was 5-0. Selectmen signed the order.

Roof on Storage Garage – Stu said he would recommend that Michael Jordan replace the roof as a town employee. Jo moved to hire Mr. Jordan to do that. Cynthia 2nd . Vote in favor was 5-0.

Code Enforcement Laptop – Jo moved to authorize Stu and Mike Jordan to obtain an updated laptop from Computer Essentials. Gary 2nd . Vote in favor was 5-0.

Fire Truck Chassis Payment – Stu reported the chassis for the new fire truck will likely arrive prior to the next Selectmen's meeting and will need to be paid for. He asked for authorization to cut the check. Jo so moved, Nathan 2nd . Vote in favor was 5-0.

Maine Town & City Management Conference – Stu reported the annual conference will be held at Sunday River this year and he will receive his 20-year service award. Selectmen had no objection to his attending.

Universal Waste – Stu reported the Noontime Rotary club is sponsoring a Universal Waste Collection day on July 20 th . Selectmen had no objection to paying $25.00 to dispose of numerous items presently stored in the aforementioned storage garage.

Resignation from Education Planning Committee – Jo moved to accept, with regret, the resignation of Frederick Cahn from the Education Planning Committee. Nathan 2nd . Vote in favor was 5-0.

Appointment to Education Planning Committee – Nathan reported that Perry Fowler was interested in serving. Jo moved to appoint Mr. Fowler, Bernie 2nd . Vote in favor was 5-0.

Help for Lac Megantic, PQ – Stu reported that the town manager of Farmington was spearheading the effort to spread the word on ways to help the people of Lac Megantic Quebec which was devastated by a train explosion the weekend before last. He said he would recommend that a posting be made on the town's Facebook page and to the e-mail list of ways folks can help. There was no objection.

There being no further business, the meeting adjourned at 7:58 PM.

Respectfully submitted,

Stu Marckoon, Adm. Asst. to the Selectmen