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- 2006- 9
February 5, 2019
1. APPROVAL OF AGENDA:
Selectmen Elise Miller made a motion to approve the agenda; seconded by Selectmen Kimberly Stacey-Horn. No discussion. All in favor. Approved.
2. MINUTES OF LAST MEETING:
Selectmen Elise Miller made a motion to approve the minutes of January 22, 2019 and January 29, 2019; seconded by Selectmen Kimberly Stacey-Horn. No discussion. All in favor. Approved.
3. DEPARTMENT HEAD / COMMITTEE CHAIR UPDATES
A. District 1 Roads
Dave Langley provided the Board with the following update:
Assumed position right after Christmas.
Utilizing 2 trucks: A 1-ton truck for sanding and a pickup for public facilities.
Running around 80-90 yards of material (sand & salt mix) for maintaining 54 miles of roadways on the north end and usually around 4 to 5 yards of salt for public use.
Sand Shed: Roughly half way through material (sand & salt). Mr. Langley estimates close to 12 – 13 hundred yards left depending on what a snow cycle will be. This is a comfortable amount to have, but Mr. Langley believes there is still 4 – 5 hundred yards under contract and if needed, it can be hauled in to use.
Salt budget is right on the edge for what was allocated. Mr. Langley will make it work depending on storms and timing of storms.
The sign bandit is back and there have been 2 or 3 signs stolen off of H Road. Mr. Langley has spoke with the Sheriff's Department and they are on board. If public sees anything suspicious, please get plate number and report.
There are a few potholes needing addressed. New Bridge Road had one that Mr. Langley patched with “Patch in a Bag”. F. R. Carroll is $109/ton plus truck use whereas “Patch in a Bag” is $18/bag. So plans are to pick up 6 bags to fix what needs patched.
Some new business to report is:
Issue on Acton Ridge (ME/NH line): There is water come onto the line due to ditch line and will need addressed.
Goat Hill at Transfer Station backside of yard. Culvert cleaned out but there is still water coming out there. Mr. Langley will work with Mr. Davis to resolve.
Garvin Road turnaround: Heavy rains brought water down through and made its way into Wilson Lake. Mr. Langley will have to get with Code and determine a resolution to this issue.
As good weather comes, Mr. Langley took care of some washout hazards. In the Spring further attention will be given to those areas.
B. District 2 Roads
Absent – Tabled.
C. Road Committee:
Mr. Chuck Gregory approached the Board regarding the following:
Check on HEB Contract and date of response for budget purposes. Town Administrator indicated this item was on the agenda.
Mr. Gregory indicated the Road Committee received their 2nd request for Private Road reimbursement. Committee will forward once approved. Town Administrator asked if it came directly to Road Committee because if so, the Board did not see. As part of the process, the Board needs to review. Mr. Gregory will forward a copy to the Board.
Mr. Gregory ask about the speed limit reduction at the junction of RT11 and RT109 and timing of when that work would be completed. Selectmen Miller indicated there was no time line set in place and the Town Administrator replied that the State indicated it would happen sooner than later.
Lastly, Mr. Gregory asked if there was any chance on getting a preliminary estimate from Road Commissioners for work they see needs done so that the budgets can be modified adequately.
4. OLD BUSINESS:
A. Conduct for Elected and Appointed Officials
Selectmen Miller asked about the gifting as it related to receiving items at Christmas time. No one had policy in front of them and decided to table 1 more week for further review.
B. Action Plan Maine Municipal Association
The Fire Chief reported that everything has been taken care of on his side except for the antennae inspection but that it is scheduled to be taken care of in the next couple of days. The Transfer Station has gotten a lot of prices and will present for budget in the next few days.
C. Road Commissioner/Public Works Director Status
Public Hearing is scheduled for February 6, 2019 at 7pm. The Town Administrator is looking for a final determination of what question the Board wants to move forward with. Selectmen Walsh expressed that without the public's support, the Board should pursue 2 appointed Road Commissioners instead of elected.
Selectmen Miller recapped that what the Board heard from the public was:
Did not want to spend the money for a full time Director with benefits.
Did not want to lose ability to vote for the Road Commissioner position.
The Board commented that their proposal would meet the Town half way. This resolution benefits the Town because an appointment means that person is an employee of the Town which in turn helps alleviate issues and creates consistency in budgets, estimates, rules and regulations, personnel policy, etc.
5. NEW BUSINESS:
A. Land Use Fee Schedule
Mr. Ken Paul approached the Board to discuss Planning Board fee schedule stays and increases.
He explained to the Board at their request on how the process of research and review is conducted on issues and bringing them into compliance. User based fees supports these additional costs. Selectmen Walsh was ok with the new fee schedule except for the Research line item. Selectmen Miller suggested that is this is to be signed off on tonight, then she recommends signing the one without the Research line.
Selectmen Miller made a motion to sign the Fee Schedule without additional fees for Research; Selectmen Stacey-Horn seconded. No further discussion. All in favor. Signed.
B. Land Use Hours
Mr. Ken Paul is proposing the hours for walk in would be more structured and changed to:
Walk in hours would be the first 2 hours of each day – Monday, Tuesday, Wednesday and Friday.
Any items requiring more than an hour's worth of attention, the department would ask that an appointment be made.
Appointments will alleviate dropping everything and handling the walk in and nothing getting done.
Clerk would be available to handle the paperwork.
Appointments can be made via email.
This request has been tailored after other Code Enforcement offices in the area.
The Board will review and make a decision next week.
C. Letter Agreement
Rowe Bridge letter agreement for bid awarded (engineering work). Letter was reviewed and discussion ensued. Selectmen Miller made a motion to sign the agreement letter from HEB Engineers with dollar amount of $10,600; seconded by Selectmen Stacey-Horn. No further discussion. All in favor. Signed.
D. 19-20 Proposed Budget
The Town Administrator presented the budget she received from the Treasurer based on the numbers received last Friday with the comment that there are a few numbers still to be adjusted. Except for Land Use most are in. The black out and grayed areas are the areas still under advisement. The Board decided to review and reopen next week.
E. S.A. McLean & Sons Bill
Selectmen Walsh read out bill from S.A. McLean & Sons for a chain for a Sander in District 1 and asked Mr. Dave Langley to present justification. Mr. Langley approached the Board and recapped cost responsibilities he has taken on and asked if the Town can support and pay for this item. $900 is the amount in question. The Board decided since he stepped up and helped the Board they would be willing to split the cost for the chain and cover ½ the cost.
Selectmen Miller made a motion to pay for $450 of the chain for District 1; seconded by Selectmen Stacey-Horn. No further discussion. All in favor.
Selectmen Walsh read of the resignation dated February 5, 2019 received from William Cataneyse from his E911 Operator/EMA Director positions.
Selectmen Miller with regrets made a motion to accept Mr. Cataneyse's resignation as E911 Operator/EMA Director and wished him well in his retirement; seconded by Selectmen Stacey-Horn. No further discussion. All in favor.
The Town Administrator will advertise this open position.
G. Emery Mills Dam
Selectmen Walsh updated that he attended a meeting with Sanford, Shapleigh and GZA Engineering regarding a leak in the dam. A dye test was conducted to determine extent of the leak. This will need to be repaired. Request for bid coming back for bids range at $400,000 plus. Sanford has an interest free $100,00 loan in place and hoping to use for entire cost. When $400,000 came in it was not feasible. Sanford asked GZA to go back and see if there is another way. GZA came back with a $200,000 proposal. Acton's portion will be $50,000. Sanford is reviewing interest free loan to see if that amount can be increased. Scope is to do all the work in 2019. This project will require the dam to be lowered 2 feet or more below the water mark, a constructed road to access dam, go in and remove material on upward side of lake, lay in membrane, sand, crushed stone and rip rap back in. This work will not affect Square Pond. Recovery time is substantial but doable. This is also a great opportunity for anyone on the lake to have some of their own work done and now is the time to get the permits. All work will require permits or be levied with heavy fines and removal if not permitted correctly. The Town does have some money set aside and will review with the Treasurer.
6. PUBLIC COMMENT:
Dennis Long approached the Board with the following comments:
Garvin Road: This road's issues were brought to the Board's attention 1 year ago (an ongoing problem for over 40 years) and the Board wanted to wait to see what would happen this Spring. Mr. Long wanted to note that the same problem is occurring on Wilson Lake and the Lower Road too.
Next, Mr. Long notified the Board that their agreeing to pay for ½ of Mr. Langley's bed chain tonight goes against what the Town voted on. The Town pays $10/hr. for the Sanders and it is supposed to cover the costs and repairs.
Mr. Long next commented on Code Enforcement fees. The reason the Town started charging these fees was to pay for Code Enforcement. Unless there is some underlying reason why his needs not be met, the Board needs to pay close attention and meet his needs.
Lastly, Mr. Long commented on the quality of the APAT recordings for some of the meetings being broadcasted. Selectmen and School Board meetings are pretty good but meetings being held downstairs have a lack of hearing everything being said. The Board will look in getting more microphones.
Mrs. Leslie Berlan approached the Board seeking a status on Town auditor being changed every 5 years. Selectmen Miller responded that the auditors left so even if the Town stays with the company it will be new eyes. The Treasurer has the end of current contract being put out to bid.
Mr. Chuck Gregory approached the Board asking, since signing HEB Contractor tonight, has anyone contacted Milton Mills regarding this issue and what we are doing? The Board will forward Milton Mills contact a copy of the letter. Next Mr. Gregory asked about the ability of a grant for the dam work. Selectmen Walsh indicated that Sanford did review and nothing was available.
Mr. Dave Langley approached the Board to inform them that he came across a note he did not relate to them in his update. On the H Road there are 6 trees hazard trees requiring attention. They are dead. There is also 3 on Acton Ridge in the same condition. He asked if the Board wanted him to address? The Board asked Mr. Langley to get numbers and present them to the Board. It will then be considered.
Mr. Langley also inquired about the dam and inquired about money put into an account for maintenance, not project work. Is there a contingency plan? How does it affect Sanford's Sewage District needs. Selectmen Walsh responded that Sanford is taken on all of that responsibility.
Joyce Bakshi approached the Board to comment on behalf of the people who have had accidents and losses due to the speed limits on RT109, she is glad the Town went ahead and had something done. Thanks.
Robin Ham approached the Board's to request what their feeling and the public's feelings would be to going to a 5 person Board of Selectmen. He was searching for feedback. Selectmen asked if there was a reason for this? Mr. Ham indicated it is a better scenario and harder for collaboration on votes. Selectmen Miller wasn't sure if the Town was big enough for 5 people. Again, he stated he was searching for the Board's opinion as the public's opinion supported it. Selectmen Miller indicated she thought the current issue was driving these thoughts and this was not the case of 2 against 1. The Board does discuss issues and try to come to a happy medium. It isn't always a unanimous vote which is healthy but feels the Town is not big enough to support. Difficulties arise when all members can make meeting dates and with 5 members that will be even more difficult. However, the Board will keep an open mind and look into it as a possibility.
Meetings are on the website
Conservation/Forest Committee will hold a meeting to garner public input on Management plan on February 12, 2019 at 7pm, upstairs.
Sledding party was huge and all had a great time.
Ice skating rink is doing well.
8. MEMBERS PRESENT:
Selectmen Ed Walsh, Selectmen Elise Miller, Selectmen Kimberly Stacey-Horn and Town Administrator Jennifer Roux.
9. OTHERS PRESENT:
Dennis Long, Cindy Hart, Leslie Berlan, Chuck Gregory, David Langley, Robin Ham and