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Shapleigh Select Board

Minutes of Meeting – Time 6:00 p.m.

December 28, 2021

Call to Order

Chairman Scott E. Cudworth called the meeting to order at 6:00 p.m. with William J. Mageary and Michael J. Cote in attendance. Also in attendance was Matthew R. Williams, Town Administrator.

In Attendance:

Roland Legere, Jeff Goodwin, Steve Guillemette, Joanne Rankin, Lindsey Lacourse, Jeffrey LeDuc, and Michael Reid.

Pledge of Allegiance was recited.

Approval of Minutes from Previous Meeting: 

The Board of Selectmen (the Board) approved the Minutes from the December 21, 2021 meeting.

Public Comment

Fire Chief spoke with the Board concerning an influx of federal aid in the way of additional ambulances and rescue personnel. At this time there are no details available as to how the distribution of these rescue services will impact the town of Shapleigh.

Fire Chief explained there was an ongoing issue of accessibility during the winter to residences primarily on private roads. Town Administrator was tasked with coordinating efforts between Fire/Rescue responders and Road Commissioners to ensure availability for short-notice response for road treatment to allow access to residences otherwise inaccessible to Fire/Rescue due to road conditions. Additional costs associated with such a response would be incurred by the respondent.

Unfinished Business:

i. Emery Mills Bridge Reconstruction – Open Sealed Bids

Chairman Scott E. Cudworth opened three (03) sealed bids received from contractors and presented them to the Board. The bids are as follows:

Wyman and Simpson, Inc., Richmond, ME – Included in the bid was a preliminary design, projected schedule, and examples of past projects. The bid was $884,652.00 excluding sales tax, special insurances, and bonds. Performance and Payment bond would be provided for an additional $5000.00. The projected timeframe through completion is February 2022 – July 2022.

Reed & Reed, Woolwich, ME – Included in the bid were examples of past projects in their portfolio as well as a breakdown of estimated costs, which equaled a total bid of $1,365,000.00. The projected timeframe through completion is Spring 2022 – Fall 2022.

M.A. Bean Associates, Sanbornton, NH – Included in the bid was the scope of the project which included an allowance of $5500.00 for paving. The bidder provided an option to deduct this amount from the final bid if the town decides to hire its own paving contractor. The bid including paving totaled $344,000.00. The projected timeframe of completion is three to four weeks.

The decision on the bids is tabled pending further detailed review of the bids by the Board.

New Business:

i. Rescue Chief and Assistant Rescue Chief Briefing

Rescue Chief and Assistant Rescue Chief presented the Board with results from a meeting with Acton Fire Chief regarding response from Acton Rescue to the town of Shapleigh. Rescue Chief and Assistant Rescue Chief stated the response from Acton Rescue to Shapleigh, other than a mutual aid situation, incurs costs and causes temporary availability loss of rescue personnel to the town of Acton. Rescue Chief and Assistant Rescue Chief proposed several options to consider which includes a short-term solution of paying the town of Acton for first due in calls to Shapleigh, which is to be paid out from the per diem staffing account. The long-term solution proposed includes increasing coverage by Shapleigh Rescue. Options include allowing 2nd provider coverage within the town of Shapleigh and initiating full-time Rescue positions.

Michael J. Cote requested clarification on costs associated with the option of hiring four full-time positions. Assistant Rescue Chief explained how the coverage would work including full-time employees in collaboration with part-time per diem employees to allow more regular staffing and coverage, and how the proposed costs of hiring full-time employees contributed to that coverage goal.

Chairman Scott E. Cudworth recommended Rescue Chief meet with Treasurer and determine costs associated with hiring full-time rescue personnel. It was agreed that Rescue Chief and Treasurer would meet on December 29, 2021 to discuss this further and return suggestions to the Board as soon as possible.

ii. Referendum Vote for March 11 – Town Clerk Briefing

Town Clerk advised she started the process of implementing a Secret Ballot process for the March referendum vote. Town Clerk advised the process for having a company print the ballots has become more complicated and time may become an issue. Town Clerk presented to the Board an example of a locally-produced ballot which she completed. Town Clerk suggested the election portion of the ballots be counted and tallied by hand on the night of the election, and further articles would be counted by the following Monday, January 13, 2022.

The Board agreed to move ahead with this process for the March referendum vote.

Information:

i. William J. Mageary commented there had recently been incidents of graffiti being painted on road signs and buildings in the town. William J. Mageary complimented Road Commissioner on prompt and proactive response to these incidents.

Signatures:

i. Warrants

All warrants requiring signatures have been signed.

Any other business that the Chairmen may wish to bring before the meeting:

Adjourn:

A motion was made by William J. Mageary to adjourn at 7:08 p.m.; seconded by Michael J. Cote.  Motion passed unanimously. 

These minutes are not verbatim.  Matthew R. Williams, Town Administrator.