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Shapleigh Board of Selectmen
Minutes of Meeting – Time 6:00 pm
August 25, 2020
Call to Order
Chairman Jennifer J.
Roux called the meeting to order at 6:00 pm with Scott E. Cudworth and William
J. Mageary in attendance. Karla Bergeron, Town Administrator and Cheryl Drisko,
Office Assistant were also in attendance.
In Attendance: Lindsay
Lacourse, Chuck Starbird and Mike Roy
Pledge of Allegiance was recited. Approval of minutes from previous
meeting:
A
motion was made by William J. Mageary to approve the minutes of August 18, 2020
as written; seconded by Scott E. Cudworth. All in favor. Motion
carried.
Public Comment: None
Unfinished Business:
- Rescue Chief Discussion - Review
of Bids
- Lucas -
Rescue Chief Lindsay Lacourse discussed the proposed costs, supply,
warranty charges (optional) and available funds for the Lucas device with
the Board of Selectmen. The Board asked that clarification of the warranty
be provided. The Rescue Chief will ask for a more detailed description
and send back to the Board as soon as they are received for review. This
item will be back on the Board's agenda next week.
- Cameras -
Rescue Chief Lindsay Lacourse discussed upgrading or replacing the
Cameras/camera system in the Public Safety Building. The Board
recommended the Recue Chief to reach out to American Security for a quote
and to review with ADT camera purchase and monitoring costs; ask for a more
detailed quote; and pricing as
related to being a municipality. Camera placement, expansion and building
entry to be addressed was discussed. The Board will revisit next week.
Open discussions prompted the following topics not related to bid items to
be included in discussions:
· Parking at the Public Safety Building - Discussed
was staff parking, snowplowing of lot and staff's security related to parking.
· Satisfying purchase policy metrics - yes being
followed; no decisions made yet.
· Update on PPE order - received 3 cases S, M and L
gloves and 80 boxes of 50 single use
masks. Invoice has been submitted.
· Fire Suppression issue - Fire Chief is reviewing;
will come to Board when ready.
- Responsibilities of Capital
Improvement Committee (CIC)/Comprehensive Plan Committee
Feedback received from the CIC was that all members but one were
interested in taking on the Comprehensive Plan project and that the
Chairman was reaching out to others. Discussion ensued. The outcome from
the Board's discussions was that the Board will consider how to formalize
the project committee and solicit for members.
- Sports Fields and Commons Mowing
Invoice
Chuck Starbird of C&D Landscaping was present to review the work
and billing process for four fields (soccer, baseball, Town Hall and the Commons).
Selectman Mageary was concerned that the invoices reflected double
billings and recommended the details be broken out to reflect charges per
date of work. Selectman Mageary was
further disappointed that the Commons needed work; the Landscaper had done
the job in the Spring but volunteered to do again. Video of work performed
was viewed. Discussion ensued. The Board determined that according to the
bid, the allotted amount invoiced and dispersed by the end of the term is
not fully received by the vendor. The outcome is that this item goes out
to bid again in October and the Board will redesign the bid specifications
to tighten expectations and billing processes for the next contracted
term. It was recommended that if C&D Landscaping plans to bid for the
next term that they do not short change themselves and put in the work
that needs to be done when placing that bid. The Board will review bid notice over
the next few weeks.
- Atlantic Broadband Contract
Tabled - no response received.
- Review of Town Policies Continued
A. Transfer Station and Recycling Area
Operation Manual - tabled one week to allow for the Transfer Station Attendant
to review; fees listed in the policy will be what is decided on the fee
schedule. Note - Casella is changed to EcoMaine.
Related to the Transfer Station, hopper use and fee discussion the following
were discussed: Transfer Station's Receipt of Boat/Silage Wrap An issue occurred whereas silage wrapping jammed one of the machines at the
Transfer Station. The Board discussed options to alleviate this from
reoccurring. Recommendation was to spread the word nicely, feed smaller amounts
of this product into the machine and have the Transfer Station employee
monitor.
B. Transfer Station Stickers/Cards - no changes.
C. Treasurer's Disbursement Warrants for
Employee Wages and Benefits - Selectmen names to be updated; no
other changes.
D. Voided Checks - no changes.
E. Warrants Posting - no changes.
- Update on
Exhaust Fan at the Sand/Salt Building
The Town Administrator is trying to get a hold
of the vendor; supposedly sending quote, bill, insurance information. The
repair requires a lift, a crane and 2 to 3 people to assist. The vendor's
is right out straight on side jobs and currently has no time to put this
into his schedule. The Town
Administrator will try again to get in touch; an update will be
forthcoming when vendor can be reached.
- Library Granite
Blocks
Selectman Mageary notified the Town
Administrator that if the Library Trustees required assistance in moving
the granite blocks and dirt mound to another section of property, he was
willing to use his equipment to do so. The Town Administrator will reach
out to the Chairman of the Library Trustees and let her know.
- Resumption of
Meetings in Town Hall
The Board has determined that as of September
1, 2020 all meetings can be held in the Town Hall as long as COVID
protocols are followed; a memo will be sent out.
New
Business:
F. Fee
Schedule at Transfer Station Discussion Mike Roy, Transfer Station Attendant was invited to take part in the
Board's discussion on the Transfer Station's fee schedule and whether to
increase fees or not. Mr. Roy recommended mattresses, couch, box spring, lawn
mowers, lawn machines, exercise equipment be increased. In his estimation,
prices are all good, but he is hearing from others that the Town is too cheap,
especially when "Out of Staters" are bringing items in from other
states to discard; residents are not complaining. The schedule was reviewed and discussion
ensued. The Board asked the Town Administrator to provide them with some
comparison data from Newfield and Lebanon as well as the financial information
related to revenues in and amounts paid out so that they can determine whether
it is advisable to raise fees or not; preference is to not raise fees. Item
will return to agenda once data is available.
G. Shapleigh ACO Cell Phone The Animal
Control Officer (ACO) is shared with the Town of Acton and is required by law
to be available at all times. Currently the ACO has a cell phone provided by
the Town of Acton for his use, but he uses his personal cell phone for the Town
of Shapleigh calls. The Town of Acton proposed to the Town of Shapleigh that
the issued cell phone costs be shared by both towns and utilized for calls in
both towns. The Board of Shapleigh
agreed. The telephone number 207-206-6065 will be advertised and used by both
towns to get a hold of the Animal Control Officer.
H. Shapleigh
Fire Police Traffic Incident Job Description The Fire
Chief presented a proposed job description for a group of firefighters who
would manage traffic control; they will not be permitted into any burning
buildings. These members would be an
active member of the fire department and will be issued vests, reflectors, and
signs. They will be paid the same as regular fire members. They will also be
provided the necessary training and certifications to perform their tasks.
Reporting hierarchy would be to report to the senior member on the scene.
The Board reviewed and recommended that the word Police be removed as there
will be no law enforcement authority.
The Town Administrator will update tomorrow and resend to the Board as the Fire
Chief wants to have someone start immediately.
I. Library
Sheetrock Repair The Town
Administrator presented to the Board a quote to repair the Library
Sheetrock. There is an insurance claim
in place for this work. Discussion
ensued.
Selectman Mageary ask to hold an Executive Session to further discuss.
A motion to go into Executive Session pursuant of Title 405(6)(a)(1) was made Jennifer
J. Roux at 7:16 pm; seconded by Scott E. Cudworth. All in favor. So moved.
A motion to come out of Executive Session pursuant of Title 401(6)(a)(1) at 7:21
pm was made by Scott E. Cudworth; seconded by William J. Mageary. All in favor.
So moved.
Information:
i. Planning
Board Agenda
Signatures:
i. Warrants
Any other business that the Chairman
may wish to bring before the meeting.
Adjourn :
A motion was made by Scott E. Cudworth to adjourn at 7:25 pm; seconded by
William J. Mageary. Motion passed unanimously.
These minutes are not verbatim.
Cheryl L. Drisko, Office Assistant.
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