SELECTMEN’S MEETING

August 14, 2018

1. APPROVAL OF AGENDA:

Selectmen Elise Miller made a motion to approve the agenda as written; Selectmen Kimberly Stacey-Horn seconded. All in favor, motion approved.

2. MINUTES OF LAST MEETING:

Selectmen Elise Miller made a motion to approve the minutes; seconded by Selectmen Ed Walsh. Motion carried, Selectmen Kimberly Stacey-Horn abstained as she was absent at previous meeting.

3. DEPARTMENT HEAD / COMMITTEE CHAIR UPDATES:

None

4. OLD BUSINESS:

A. Road Association Funds

Selectmen Elise Miller met with Mr. Murray last week and has placed her application report out for review. The only feedback received was from Mr. Murray asking for the addition of 1 more link. Mr. Murray would also like to meet with the Road Committee regarding placement of a cap on funds per road. The Board will table until after Road Committee meets.

B. Property Maintenance Survey

The Town of Acton continues to survey its residences until the end of August. Approximate surveys completed to date number around 250.

C. Lincoln School

All parties met and agreed the Town of Acton do not own the stoves. All but one of the desks do belong. All selectmen agree that this item can move forward and that the interested party can pursue purchasing the stoves from rightful owner. Stoves can be picked up Saturday or Sunday.

5. NEW BUSINESS:

A. Tax Rate

The Town Administrator Jennifer Roux has prepared the papers for the $12.05 mil rate commitment to be voted and signed upon. The new tax rate commitment of $12.05 is a $0.15 increase based on the recommendations of the Treasurer, Assessor and Auditor and reflected in the breakdown that was presented at the Board of Selectmen's meeting last week. Motion needed for tax commitment. Selectmen Elise Miller motioned that the Board sign the tax commitment for 2018/2019 at $12.05; seconded by Selectmen Kimberly Stacey-Horn. All in favor. Approved.

The Town Administrator noted to all that it will take 3 weeks for tax bills to be sent out because they are outsourced. However, collection can start immediately.

B. Warrant and Finance

Last week the Board of Selectmen with regrets accepted the resignation of Mr. William Williams from the Warrant and Finance Committee. Pursuant of the Town Ordinance, voted upon by the Town's residences, dated April 5, 2011, the Board of Selectmen needs to appoint a replacement if an Alternate does not have the same expiring term as person resigning. The Town Administrator, Jennifer Roux read ordinance section on vacancies to Board of Selectmen. Mrs. Roux also related that an interested party approached her regarding the parameters of this ordinance and resignation from Alternate position in order to put their name forward for permanent position consideration. This is a gray area whereas, do they totally resign and if not granted permanent position, loose their Alternative position status or if not granted will they receive back their Alternate position status. Discussion ensued with Selectmen Walsh indicating that it should be a total resignation and if not granted, a reapply for Alternate position with other candidates.

Mrs. Lois Michaud stepped forward and said she would end the discussion as she is tendering her resignation as Alternate on the Warrant Finance Committee so that she would be eligible to put her name forward for the permanent Warrant Finance Committee Member position, term ending June 30, 2019 and that she will risk both positions if not selected. However, Mrs. Michaud commented that the Board of Selectmen needs to review the ordinance and take measures to change it so this situation does not occur and that the two Alternate positions have different term ending dates. The Town Administrator related that it would need to be brought before the Town Meeting and if these changes are voted on and accepted, they would not go into effect until June 2020.

Mrs. Lois Michaud's resignation was moved to new business, item E.

The Board of Selectmen determined that they will accept names of interested candidates for the Warrant Finance Committee Member position with term ending June 30, 2019, from now until Noon on Sept. 4, 2018, when they will consider all names presented.

C. Liquor Application
The Town Administrator Jennifer Roux brought before the Board a 1-day liquor license application from Maine Farmland Trust to hold their open house on Goat Hill. Mrs. Roux confirmed that all paperwork was in order and liability insurance was in place. Selectmen Ed Walsh read out application. Selectmen Elise Miller made a motion to approve 1-day liquor license for Maine Farmland Trust to hold open house on Goat Hill; Selectmen Kimberly Stacey-Horn seconded. All in favor. Approved and license signed.

D. West Shore Drive

The Town Administrator notified the Board of Selectmen that due to a communications error and missed time-line dates, The Town of Acton does not have the authority to make demands on another town's subdivision development. Boundaries were over stepped. Moving forward, the Board has the following options:

• to rescind motion and letter to Town of Shapleigh decided upon on at July 24, 2018, or

• to continue looking into placement of a gate on Acton's side of West Shore Drive leading into development.
  

Discussion ensued. The Board of Selectmen opted to rescind motion and letter to Town of Shapleigh.

Selectmen Miller made a motion to rescind motion and letter to Shapleigh voted upon on July 24, 2018; Selectmen Stacey-Horn seconded. All in favor. Motion and letter rescinded.

The Town Administrator notified Mr. Stanley to disregard letter received as he was present at this meeting and informed the Board that she will also be notifying the Shapleigh Board that the letter was rescinded.

E. Warrant Finance Alternate Resignation
The Board of Selectmen received a letter of resignation from Mrs. Lois Michaud from the Warrant Finance Alternate Committee Member position. Selectmen Stacey-Horn made a motion to accept Mrs. Michaud's resignation from the Warrant Finance Committee as an Alternate; Selectmen Miller seconded. All in favor. Approved and regrettably accepted.

The Town Administrator will now advertize for a 2-year Alternate for the Warrant and Finance Committee with the same time frame as name acceptance of Warrant Finance Committee Member position.

Selectmen Walsh commented that the Board needs to review the ordinance to improve upon it. He indicated that the Planning Board ordinance might be a good model to flowing as he liked the way their vacancies were worded. The Town Administrator indicated the Planning Board did not have an ordinance but were governed by bylaws and that these bylaws were similar to the ordinance except the piece relating to terms. It was decided that after the two Warrant Finance Committee positions were filled, the Board will review and propose changes to the ordinance to be presented before the Town.

6. PUBLIC COMMENT:

• Mr. Dennis Long approach the Board with 2 comments:

• First was in regards to 1-day liquor license permitted for an event on Town property. Asked about protocol and insurance liability. The Board replied that all was in order. He thought it was sketchy.

• Requested of the Board to provide a written statement from the assessor on property that falls into the following categories: tree growth, property under resource protection, conservation land, and town owned property; their acreage and assessment.
  
  

The Town Administrator indicated that if for personal use, Mr. Long would need to come into the Town Offices during normal business hours and fill out a Freedom of Information Act paperwork and request what he wants; if for use with a Committee, the Committee Chair would need to request the information as stated in Town policies. Mr. Long indicated it was for his use with the Warrant and Finance Committee, which has not yet met or requested this information, but since the Chair has resigned; and he personally wanted the information, he was the one to requesting it. He also indicated that he wanted it for use with the Planning Board too. The Town Administrator recommended that he come in and request it personally and sign the Freedom of Information paperwork to provide a proper paper trail.

The Town Administrator will start to gather information but it might take a while. Mr. Long said that was acceptable.

• Mrs. Lois Michaud stepped up to apologize for the way she presented her resignation and thank the Board for their time and efforts. Mrs. Michaud also recapped that the Warrant and Finance ordinance needed to have the vacancy section revamped so this conflict does not happen again. Mrs. Michaud's second comment was regarding the Cemetery Committee and the progress being made throughout the summer; Mrs. Michaud also thanked Mrs. Roux and the Town of Acton Office for assisting on making that progress happen.
  
  

• Mr. Paul Poyant approached the Board to make comment on the Warrant and Finance Committee position openings and the ordinance. It is his belief that the ordinance is written correctly, whereas it provides provision for 3 standing members and 1 alternate for each term expiring and that if there is 2 alternates with the same expiring term the ordinance was not followed in the past and terms have been messed up.
  

7. ANNOUNCEMENTS:

Upcoming meetings will be posted on the website.

08/23/2018- 08/26/2018 Acton Fair

08/28/2018 Owls Luncheon at 12 noon

08/29/2018 Transfer Station Closed - Paving

09/03/2018 Transfer Station Closed - Labor Day

Note – Transfer Station is open both Saturday (9/1/18) and Sunday (9/2/18 – last scheduled Sunday this Summer), so plan accordingly

8. MEMBERS PRESENT:

Selectmen Ed Walsh (Chair), Selectmen Elise Miller, Selectmen Kimberly Stacey-Horn, and Town Administrator Jennifer Roux.

9. OTHERS PRESENT:

Joyce Bakshi, Cindy Hart, Dennis Long, Lois Michaud, Dick Neal, Paul Poyant, Joe Stanley, Gregory Vermette, Cindy and Jay Ward.