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December 13, 2019

Shapleigh Board of Selectmen

Minutes of Meeting – Time 6:00 pm

November 26, 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.

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

In Attendance: Bill Mageary, Skip Bartosch, Roland Legere and Aaron Sabine.

Pledge of Allegiance was recited.

Approval of minutes from previous meeting:

A motion was made by Jennifer J. Roux to approve minutes of November 19, 2019 as corrected of minor changes; seconded by Scott E. Cudworth. No further discussion. Motion carried.

Public Comment:

Skip Bartosch notified the Board that he saw a safety issue with equipment at the Transfer Station. The Board responded that this area was maintained by R.W. Herrick and that they will have Karla, Town Administrator touch base with R.W. Herrick to rectify.

Unfinished Business:

1. Emery Mills Dam Invoice
Jennifer J. Roux stated that she had a good conversation with Roland Legere, Chairman of the MLWSC regarding this topic and that what was presented in an email dated November 22, 2019 from Ronnie Camplin, Finance Director in Sanford, should be signed off and submitted for payment. Discussion ensued relating this invoice which covered construction management, monitoring and the actual construction bid. There was also a review of the Treasurer's chart. As best the Board could figure, what was expected by Sanford was stated in this invoice and Chairman Michael Perro asked that the amount of $373, 816 as stated in the email be used to determine the 25% which is Shapleigh's portion and a check request be prepared for signatures for next meeting and then be sent to the Treasurer for disbursement.

2. Letter Regarding Map 8, Lot 6
Discussion ensued when Jennifer J. Roux asked why did the Town proceed to do work when there was a standing order to quit. Chairman Michael Perro responded that the work going to be done by the Road Commissioner, South, who was hired by the Road Commissioner, North was to divert the water in the Town's right away area. This had nothing to do with the resident's property; the notice to quit had nothing to do with the work that was going to be done. The Bedell's either didn't see what was going on or didn't understand that the Town was following through with the agreement made. At this point there was no sense pursuing, these men were not there for the Town's purposes but to alleviate it for the property owner. The Board is in receipt of the letter received from the Bedell's and it is now in the Town's attorney's hands to formulate a reply.

3. Email Regarding Winter Plowing/Follow up
The Board has been corresponding with Tom Breton regarding snow plowing on Owl's Nest Road. Chairman Michael Perro stated that the plow contractor when questioned, responded that the road was done at 4:30 am and 8:30 am; Chairman Perro felt this was adequate. Jennifer J. Roux will be setting up a meeting with Mr. & Mrs. Breton and the Board for 5:15 pm on Tuesday, December 3, 2019. Jennifer will also reach out to Deputy Sevigny for a copy of the accident report he has on Mrs. Brenton which is at the base of these discussions. The Town Administrator, Karla, will invite the Road Commissioner to attend the meeting. Chairman Michael Perro asked that all documentation pertaining to these discussions be made available for review, including Plowing Contractor's response and conversations of the first year.

Discussion of plowing brought up another topic of conversation for the Board. Plowing contracts renewed or go out to bid. Also there is an expected increase when the plowing contract is renewed. Not sure what the increase will be at this time but there is a possibility it will go from $4,000 per mile to $6,000 or $7,000 per mile. This will be dealt with when the contracts go out to bid or are renewed.

4. Dec 4th Elections - Fire and Rescue
Jennifer J. Roux asked the Chairman, Mike Perro how the Board was going to handle the Fire Department/Rescue Department election recommendations. Will there be a need for an executive session to discuss? Are they going to interview each candidate? Chairman Michael Perro stated that the process was to receive the list and then either appoint or interview. Jennifer J. Roux stated she would be more comfortable interviewing each candidate, especially for the Fire Department, as she was not familiar with the candidates and their roles. It was stated by Aaron Sabine that there was a candidate running on both sides. Chairman Michael Perro felt the Board could be proactive and start setting interviews up if people were available. Interviews should be 1/2 hour long and could start Thursday, December 5th. Chairman Michael Perro asked that the Town Administrator, Karla, start setting these interviews up. If Thursday was not good, interviews could be continued on Monday, December 9th and Tuesday, December 10th prior to the Selectmen's meeting and the meeting already slated with the Bedell's.

5. Simpson Bills and Direct Pay
Chairman Michael Perro informed the Board that the direct bill and direct pay process has been implemented by Simpsons. Scott E. Cudworth asked if the fee schedules will be reviewed (especially mattresses and bulky waste). Chairman Michael Perro indicated that it has not been done for some time and it might be a good time to revisit.

Then on another note, Chairman Michael Perro stated that he would be in favor of purchasing a piece of used equipment for the Transfer Station that would help break up and pack bulk waste down into the container. He further suggested that same equipment could be utilized during the winter months to alleviate the need to contract for plowing at the Transfer Station. Discussion ensued on the type of equipment loader or backhoe to consider; money savings through the use of said machine; money available in reserves to purchase; where to purchase; having Road Commissioner's keep an eye out for the proper used equipment to possibly buy; training requirements; and the building of a storage area for the equipment purchased. During the construction conversations, it was considered that if construction was going to be done to house equipment that sliding doors and a concrete pad should also be considered. Aaron Sabine suggested to the Board that if equipment also had interchangeable pieces like forks, the equipment would be more versatile to accomplish all the expectations of different types of work to be done at the Transfer Station.

New Business:

1. Performance Evaluation Completed for Office Assistant - Tabled.

2. Salvation Army Box area cleanup
Scott Cudworth asked the Board if they could get the Town's Handyman over to clean up the debris behind the Town's Salvation Army box before the snow arrives. After discussion, Chairman Michael Perro asked that the Town Administrator, Karla to contact Mike for the task.


1. Budget Committees' Agenda

2. Planning Board Agenda


1. Warrants

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


Adjourn –Motion made by Scott E. Cudworth to adjourn at 6:33 pm; seconded by Jennifer J. Roux. Motion passed unanimously.

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