August 21, 2019  8:20 PM 
August 07, 2019
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Shapleigh Board of Selectmen

Minutes of Meeting – Time 6:00 pm

July 30, 2019

Call to Order

Chairman Michael S. Perro called the meeting to order at 6:00 pm with Jennifer J. Roux and Scott E. Cudworth in attendance;

Karla Bergeron, Town Administrator and Cheryl Drisko, Office Assistant were in attendance.

In Attendance
: Bill Mageary, Jeff Goodwin, Ron Rivard, Duffy Gold, Nancy Small, Mike Sabine, Darren Rogers and Lindsey Lacourse.

Pledge of Allegiance was recited.

Approval of minutes from previous meeting:

Selectman Jennifer J. Roux requested minutes be tabled until she is able to review the audio tape.

Public Comment:

· Bill Mageary provided the Board with the results of the City of Sanford renegotiated bid for work to be done on the dam at Emery Mills. The revised bid is now standing at $304, 650, however, in addition to that, GZA put into place a change order of $69,166, an increase in their work costs. Overall bid net decrease of $968.34 is the reduction from original bid. Mr. Mageary thinks there is still room for further reductions; discussion of reduction opportunities ensued. Bottom line is the vote affirmed the work was to proceed as it needs to be done.

· Duffy Gold asked the Board to get involved in asking if large events held at the Historical Society were safe and insured. Several persons in attendance of a concert in the building were questioning if the hall was a safe and viable event location. Ms. Gold will send her concerns to the Town Administrator who in turn will reach out to the CEO and Historical Society, bearing in mind, the Town however is not liable as it is not town property.

· Mr. Rivard approached the Board to discuss the following:

o His availability to answer any questions the Board may have on the Cemetery Policy he wrote. The Board responded it was acceptable and adopted.

o Seek the Board's approval of his purchase of a battery operated trimmer and spare battery for the cost of $197.00. The Board responded that the amount spent fell under the Maintenance budget line and was available for tools of that nature.

o The Veteran's Cemetery expansion project. Mr. Rivard had initially set the project to be completed in steps, however the State of Maine wanted the project to be completed all at one time. Bid was awarded to Jewett Construction with a completion date of May, 2020. The cost estimate was cited at $166,000. Mr. Rivard indicated this was unfeasible and that the committee is looking into downsizing the project and will seek out funding opportunities.

Unfinished Business:

i. Job Description for the Public Safety Administrator : The Town Administrator presented the Board with a final draft of the Public Safety Administrator's job description with all the changes made after the Board's workshop and suggestions from the Fire Chief. A quick review of presented draft produced a few minor edits to be made as brought forth from those in attendance; document is ready to come out of draft form.

Next steps was determined to bring document forth in a public information session..

Discussion ensued regarding method of presenting this matter to the voters (secret ballot or Special Town Meeting), timelines and notification periods. Outcome of discussion was to ask Shapleigh Memorial School if Saturday, October 19th was available to hold a Special Town Meeting and accommodate the numbers expected to be in attendance. Tabled until next week to finalize schedule timeline leading up to Special Town Meeting.

Funding of position was then discussed amongst the Board and the possibility of a transitional period until next budget becomes in effect.

ii. Policies - schedule workshop: Concerns had come before the Board regarding the PTO section of the Personnel Policy. Chairman Michael S. Perro recapped the PTO formula and holiday compensation. A workshop was scheduled for Tuesday, August 6, 2019 at 5pm before the next Board Meeting. Depending on the length of discussion regarding PTO and the review of remaining policies, the Board expects to complete its review by the end of said workshop. If not, another workshop will be scheduled.

iii. Community Days: Chairman Michael S. Perro highly commended the Community Days Committee and all who were involved in making Shapleigh's Community Days a huge success. A job well done!

New Business:

i. Fire Department Purchase Request:
After Selectman Jennifer J. Roux brought an issue regarding pack compatibility of equipment in use, the Fire Chief took a second look at the interchangeability of packs and decided that compatibility was an issue and is now placing an order to bring into compliance.

A motion was made by Jennifer J. Roux to approve the Fire Department's purchase request; seconded by Scott E. Cudworth. After discussion of expenditure amount and a reminder for the department and Treasurer to keep a close eye on budget moving forward, the motion carried. All in favor. Approved.

ii. Southern District Town Line Clarification: Jeff Goodwin, Road Commissioner South asked the Board to clarify if the most northern portion of Shapleigh (~80 feet) on Lebanon Road which falls into Acton territory based on the crookedness of the Shapleigh/Acton town line can be included in the paving schedule. The resident who lives on that section of roadway, resides in and pays Shapleigh's taxes. The Board agreed Shapleigh should be paving. The Acton Road Commissioner will be notified.

iii. Board moved into Executive Session - Motion made by Selectmen Jennifer J. Roux at 6:53; seconded by Scott E. Cudworth to move to Executive Session pursuant to M.R.S.A. 14056a personnel matter.

Board returned from Executive Session
Motion made by Selectmen Jennifer J. Roux to come out of Executive Session pursuant to M.R.S.A. 14056a personnel matter at 6:55 pm; seconded by Scott E. Cudworth. All in favor.


1. Shapleigh Planning Board Minutes for Tuesday, July 9, 2019.

2. Library Meeting Minutes for July 3, 2019.


1. Warrants

Adjourn – Motion made by Jennifer J. Roux to adjourn at 6:55 pm; seconded by Scott E. Cudworth. Motion passed unanimously.

These minutes are not verbatim. Cheryl L. Drisko, Office Assistant