TOWN OF ACTON SELECT BOARD MEETING

May 25, 2022

6:00pm

1.      CALL MEETING TO ORDER / PLEDGE OF ALLEGIANCE

2.      WARRANTS/BILLS: Signed

3.      APPROVAL OF AGENDA: A motion was made by Kimberly Stacey-Horn to approve the agenda. Tom McGurty seconded the motion. All in favor, motion carried 3-0.

4.      MINUTES OF LAST MEETING: A motion was made by Kimberly Stacey-Horn to approve the minutes of May 11, 2022 and May 18, 2022. Tom McGurty seconded the motion. All in favor, motion carried 3-0.

5. TOWN ADMINISTRATOR WEEKLY UPDATE:

The Town Administrator reminded that the Transfer Station would be closed on Monday in observance of Memorial Day.

The Town Administrator reminded that bills and payroll would be collected on Tuesday this week as the Town Office would be closed Monday in observance of Memorial Day.

The Town Administrator requested a time change for bills and payroll to be in the office by 10:00 am on Mondays instead of at noon. The Select Board agreed to this change.

There will be “Meet and Greet” for the new Deputy as “Coffee with a Cop” on Friday, May 27, 2022, at 9:00 am at Boonie’s Store.

The DOT has contacted the Town with a notice that a review of the Rumble Strip on Route 109 from 7th Street to Sam Page Road would be done.

There have been calls received regarding a fence being installed on New Bridge Road on private property. The question arose if the right of way is 16 feet on center and the fence posts are further than 16 feet from center.

The Rec Director is investigating the possibility of having a Car Show Fund Raiser at the Acton Fairgrounds. New playground signs have been ordered for the Rec. field. There will be a meeting of the Rec. Committee on June 6.

The new Transfer Station/Handyman has requested that new safety vests be ordered for the department. He also requested some rumble strips for safety at the Transfer Station and will be hanging the Town’s No Smoking signs.

The Road Committee Chair, Leslie Berlan, requested the Ransom Contract. She would like to call a meeting to include the West Shore Drive residents, the Army Corp of Engineers, and the Inland Fisheries to discuss the culvert replacement. Tom McGurty spoke with Will Langley to discuss the findings of the Ransom engineer’s findings. There will be 3 design sketches created with the anticipated cost estimates. Tom McGurty asked that the finds be shared with the Select Board before a general meeting of all other parties involved to understand the process sequence and steps involved. The Select Board would like to meet with the Road Commissioners and Road Committee next week.

The policy regarding mileage reimbursement is at a federal rate of 0.58.5/ mile. The Town Administrator relates that the ACO and CEO are not being adequately covered by that rate for mileage and wear and tear on the vehicle. Tom McGurty stated that if the user is paid more than the federal rate, the increased reimbursement becomes taxable income. The Town Administrator related that the Town of Shapleigh has a $2,500 vehicle stipend in addition to the mileage reimbursement.

The York County Board of County Commissioners is having a public hearing on Wednesday, June 1, 2022 at 6:30 p.m. This is the meeting that discloses the budget for the County tax and the budget has increased 3.89%.

The Town Administrator reviewed the June 14, 2022 election. The election is a State of Maine primary Election and a Local Town Election. Qualified voters will receive a primary ballot for their party and all voters will receive a Town ballot.

6.      DEPARTMENT HEAD / COMMITTEE CHAIR UPDATES: None

7. OLD BUSINESS:

A. York County Sheriff's Dept Contract:

The Town Administrator stated that for the purpose of contract negotiations regarding the York County Sheriffs’ Dept Contract an Executive Session would be held with the Town Administrator and Select Board of Shapleigh.

8. NEW BUSINESS:

A. Open Paving Bids:

The Town Administrator reported that a paving bid was received at 3:25 p.m. on May 25, 2022, and the closing time was stipulated in the advertisement as 3:00 p.m.

Tom McGurty stated he felt it was in the interest of the Town to open all bids. Kimberly Stacey-Horn stated she felt it was ok to open all bids, but she did not want to know which one was received late. David Winchell Jr. felt that it might not be a good precedent to set.

Bids received:

Libby Scott:

19 mm base mix asphalt in place: 94.25/ton

12.5 mm surface mix asphalt in place: 96.25/ton

9.5 mm surface mix asphalt in place: 98.25/ton

Hand placed mixes: 180.00/ton

Curb mix/ton (11.00/foot): 400.00/ton

Reclaim, fine grade and compact: .55/square foot

Tack coat and butt joint grinding is included in the price of surface mixes.

Based on liquid asphalt being 717.50/ton

Dayton Sand and Gravel:

Asphalt /ton: 95.00

Handwork/ton: 150.00

Curbing /ton: 400.00

Reclaiming: 0.40/square foot

All States Construction, Inc.

Per ton laid: 88.20

Hand work: 170.00/ton

Curbing: 265.00/ton

Reclaiming: 0.30/square foot

Shaw Brothers Construction, Inc.

19.0mm HMA: 113.00/ton

12.5mmHMA: 120/ton

9.5mmHMA: 130.00

Hand Placed HMA: 185.00/ton

Full Depth Reclamation: 0.45/square foot

Bituminous Curb 440.00/ton

Butt Joints 25.00/square yard

Tack Coat 12.00/gal

Based on liquid asphalt being 735.00/ton

The Town Administrator met with the Road Commissioners privately to discuss the bids.

A motion was made by Kimberly Stacey-Horn to approve the Bid of RF Carroll. Tom McGurty seconded the motion. All in favor, motion carried 3-0.

B. Open Siding Bids:

The only bid received was from Scott’s Roofing Service: 29,850.00

Tom McGurty recused himself from proceedings because he had contacted Scott’s Roofing Service to ask them to consider making a bid and he knew them.

Discussion ensued regarding the contract components. The Town Administrator will check the warrant to determine what the line item amount is in the budget. The Select Board will read the proposal and make a decision at next week’s meeting.

C. District 1 Scope of Work:

Will Langley reported that he has rented a shoulder machine to work on the shoulder of the H Road.

D. District 2 Scope of Work:

Adam Doliber is working on Peacock Road filling potholes, ditching and working on repairing failed culverts.

He also reported on the Milton Bridge and stated that Mr. Bean would be giving him an estimate of the repairs. Milton maintains that New Hampshire maintains the dams and Maine maintains the bridges. Tom McGurty asked if the bridge ownership had been litigated before.

David Winchell Jr. stated that the GRVW is posted at 60,000 pounds and that DOT enforces the weight and the Deputy should enforce our ordinances as to the registered weight.

E. Debit Card Use:

The Rec. Department ordered tee shirts and a 530.00 authorization is needed for the debit card.

A motion was made by Kimberly Stacey-Horn to approve the authorization of the purchase. Tom McGurty seconded the motion. All in favor, motion carried 3-0.

F. Executive Session 405-6.A.1. Personnel (Treasurer Search)

A motion was made by Kimberly Stacey-Horn to go into Executive Session. Tom McGurty seconded the motion. All in favor, motion carried 3-0.

A motion was made by Kimberly Stacey-Horn to come out of Executive Session. Tom McGurty seconded the motion. All in favor, motion carried 3-0.

The Town Administrator will set up three interviews with potential candidates of Treasurer.

9.  PUBLIC COMMENT: None

10.      ANNOUNCEMENTS: None

11.      MEMBERS PRESENT: David Winchell Jr., Kimberly Stacey-Horn, and Tom McGurty

12.      ATTENDANCE: Adam Doliber, William Langley, Dennis Long, Ray Lopez, Deborah Lopez, Joyce Bakshi