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Shapleigh Board of Selectmen
Meeting – Time 6:00 pm
June 30, 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.
Gold, Roland Legere, Skip Bartosch, Jeff Goodwin, Hunter Smigelski, Mary
Letourneau, Joe Letourneau, Lindsey Lacourse, Darren Rogers, Jeff LeDuc, Sharon
Jackson, Kim Gendreau, Judy Kelly, Eileen Glover, Pamela Snowe, and Joan
Pledge of Allegiance was recited.
of minutes from previous meeting:
A motion was made by William J. Mageary to approve the
minutes of June 23, 2020 as written; seconded by Scott E. Cudworth.
All in favor. Motion carried.
- Roland Legere spoke regarding the following:
compliment Road Commissioner Jeff Goodwin for taking care of the recent
microburst weather damage in the Goose Pond Road area.
get clarification on the Mousam Lake Watershed Committee Review meeting where
it was stated that 18th Street and Goose Pond Road projects did not qualify for
the applied grants but the work still needs to be done to take care of the 3
The Town Administrator indicated when the project was reviewed, the reviewing engineer
indicated he would not change the design currently in place, but DEP indicated
this was a maintenance issue not a mitigation project, thus the denial.
However, with Jen Harris facilitating, the Acton Shapleigh Youth Conservation Corp
will be contacted to do the maintenance and catch basin cleanup work. There was
money put aside to match the grant which can now be used for this work.
Chairman Jennifer J. Roux asked the Town Administrator to follow up with John
Burnell, Road Commissioner regarding equipment needed and yearly maintenance
schedule for the catch basins on Goose Pond Road
Public Hearing: Application for an
on-premise liquor license (beer, wine and spirits) for Local 130, LLC (formerly
known as Keeping it Local)
Chairman Jennifer J.
Roux opened the Public Hearing for Local 130, LLC (formerly known as Keeping It
Local) liquor license at 6:06 pm.
required posting was completed.
reviewed the application and found it to be in order.
public was asked for questions, comments and/or concerns - None.
William J. Mageary asked Mary Letourneau to tell the Board a little bit about
the new establishment and expected opening.
restaurant has been in operation for 6 years.
to a full restaurant and bar.
· Waiting on
the State of Maine regarding opening date.
· Will have
alcohol sellers and service certification.
Hearing no further
questions, comments or concerns, Chairman Jennifer J. Roux closed the Public
Hearing for Local 130, LLC at 6:10 pm. The Board wished them well.
- Application for on premise Liquor License for Local
130, LLC -
A motion was made by William J.
Mageary to approve the on premise liquor license for beer, wine and spirits
to Local 130, LLC ; seconded by Scott E. Cudworth. All in
favor. Motion carried.
- Emery Mills Bridge Project Bid Opening -
Town Administrator presented the one bid to the Board of Selectmen. The
Board reviewed. The project cost bid was stated at $56,200 (total listed
on bid sheet is $59,700). The Town Administrator was asked to scan and
send the bid to the Board, Capital Improvement Committee members and Road
Commissioner, Jeff Goodwin for review and recommendations. The Board will
allow 3 weeks for review and then bring the item back on the agenda.
- Snow Plowing Bid for the Southern District -
Chairman Jennifer J. Roux opened the Board's bid review with a request to
go into Executive Session pursuant of M.R.S.A. 405(6)(a)(1) contractual
A motion was made by Chairman Jennifer J. Roux at 6:12 pm; seconded by
Scott E. Cudworth to move into Executive Session pursuant to 1 M.R.S.A.
405(6)(a)(1) contractual matter. All in favor.
A motion was made by Scott E. Cudworth at 6:27 pm to come out of Executive
Session pursuant to 1 M.R.S.A. 405(6)(a)(1) contractual matter; seconded
by William J. Mageary. All in favor.
The Board presented their discussion and consensus.
A compromise was arrived at to reject both bids and solicit vendors for a
quote comparable to what was awarded to the Northern side at $5,400.
A motion was made by
Chairman Jennifer J. Roux to award Hunter Smigelski the Southern District Snow
Plowing bid for $6,100 per mile for all three years; no second. Motion failed.
A motion was made by Scott E. Cudworth to reject current bids for the
Southern District Snow Plowing bid and to solicit snowplowing bids; seconded by William J. Mageary. Vote 2 - 1
(Chairman Jennifer Roux). Motion carried.
Notices will be posted and Chairman Jennifer J. Roux will take the lead on
making the solicitations and present results next week.
D. Review of Town Policies -
The Board of
Selectmen continued their review of Town policies:
1. Intercept Policy -
Chief presented a revised copy of the Intercept policy with recommended changes
for the Board to review. The Board accepted the changes and made
one additional change on the first line to state “reimburse the Town of
2. Interest and Abatements - no changes.
3. Internet - changed page 44 - Sign “an” acknowledgement.
4. Investment - Treasurer recommended to change page
49 Section C to read “investment accounts” instead of sub accounts.
5. Junkyards - No changes.
6. Keys for Town Hall - No changes.
7. Payroll - Treasurer reviewed - minor housekeeping changes.
8. Personnel - Chairman Jennifer J. Roux tabled
until next week and further review; has some thoughts on some changes to be
presented once formulated.
Board will continue their policy review next week.
E. Mann Road -
William J. Mageary noted the speed trailer had not moved. The Town
Administrator informed the Board that the Deputy had been notified but has been
off shift and will take care of it as soon as he is available to do so.
F. Recreation Field Update -
William J. Mageary asked for an update on the Recreation fields watering
system. The Town Administrator responded that the Irrigation company came
Thursday morning and met with the Park Director. The irrigation system is now
up and running. The Park Director is able to make adjustments on the watering
schedule correlating to the weather. The Town Administrator further indicated
that she reviewed the yearly agreement and it is paid through to the end of the
year. Recommends that the Board goes back out to bid in the Spring during
Currently there is no map of irrigation
heads; will contact the Park Director and mower to see if that information can
G. Library Roof Update -
William J. Mageary asked the Board to reconsider their roof color choice to
Charcoal or Black. Consensus of the Library Trustees is to go with the darker
color as well due to features and aesthetics of the building; match to small
roof. The Board had no issue with the color change.
- Meet with Rescue Chief -
Chief Lindsay Lacourse met with the Board regarding the following items:
a. Risk Analysis for
Town Shapleigh Employees
Rescue Chief Lindsay Lacourse did a mini presentation for the Board regarding a
risk analysis and plan for protection of the Town's 49 active employees
utilizing proffered monies. In the plan, there is the availability to purchase
COVID19 Personal Protective Equipment (PPE) such as N-95s, gloves, and simple
masks for staff to provide 16 week's worth of coverage.
Expenditures would be reimbursed by FEMA at 75% and the State at 15% making the
Town responsible for only 10% of the final costs. Along with the
expenditure information, Rescue Chief also noted that the Rescue Department
would log, store and track all supplies for the Town as well as perform fit
tests for the PPE. In conclusion, the Rescue Chief asked for the Board's
approval to purchase up to $3,300 of PPE.
The EMA Director Darren Rogers indicated this was a good plan and gives the
Town the ability to get ahead of the COVID19 curve. These items do not go
bad, are of the same brand which helps with consistency on fit, and would not
go to waste.
Rescue Chief Lindsay Lacourse also indicated she could double the order and be
in an even better place for coverage. Including meeting needs of
committees if the Board so wished.
The Board discussed.
Selectman William J. Mageary asked about the 90% reimbursement and if there was
a guarantee to it. Chairman Jennifer J. Roux responded she has worked
with the Treasurer and this reimbursement would actually occur. It may take a
while but it will be received. This was a federal program.
The Board agreed with the Rescue Chief request.
A motion was made by William J. Mageary to approve $6,600 to come out of EMA
to purchase the proposed PPE for the Town of Shapleigh noting 90% of the funds
will be reimbursed through FEMA and the State; seconded by Scott E. Cudworth.
All in favor. Motion carried.
b. 48 Hour shifts - Sleeping
William J. Mageary presented his concerns with the 48 hour shifts noted on time
slips. This is too many hours for a person to work straight.
Rescue Chief Lindsay Lacourse responded that sleeping was not permitted but
there was down time whereas a staff member could rest. It was the only tool
available to make sure shifts were being covered. If someone was available for
only 48 hours straight then they were being utilized instead of leaving time
Discussion continued regarding lack of shift coverage especially with the
upcoming 4th of July Holiday. This is a weekend the Town would want to have
coverage, especially with people doing fireworks.
Rescue Chief Lindsay Lacourse reviewed the full time, per diem shifts and the
need to allow over time. There have been new staff members brought on but
they are only back filling for other staff that do not wish to work during the
COVID-19 situation. New staff are not ready to be left alone working a
Assistant Chief Jeff LeDuc added that Rescue is currently fully funded even
with the use of over time. He said the department should be allowed to
manage the budget they already have to fill shifts and if Overtime is needed
then it is used. If a person on per diem is out then there is no pay out.
Chairman Roux reminded the Rescue Chief that use of over time was excessive and
thus curtailed for that reason. However, the Board should hold
conversations on overtime to cover holidays . Pre approval and advance
permissions would be required.
The discussion turned to cross training Rescue members with the Fire Department
so that they can qualify for the 52 hour work schedule. The Board
recommended the Rescue Chief and Fire Chief work together to train and develop
personnel for fire suppressant support.
The majority of the Board felt that 48 hours would be acceptable if there
was light resting done during that time frame and that overtime for scheduled
holidays would be acceptable with prior notice and approval.
c. Rescue Calls -
William J. Mageary passed along compliments to the Rescue Department from 21st
Street residents who stated the Rescue staff was very professional and
outstanding in their response.
d. I-9 and W-4 forms
Board asked the Assistant Chief to take a list of names to review with the Fire
Chief of personnel missing I-9s and/or W-4 forms.
- Soccer Program -
Recreation Department Chairman reached out to the Board of Selectmen on
whether to run the Soccer Program this year in light of COV-19. The
Board does not mandate said program but would review any proposal of how
it would be conducted if the Recreation Chairman wanted to pursue.
- Laptop Purchase for the Library
The Library Trustees approached
the Board for approval in purchasing a laptop. Current account has $1,100 in
funds available. The Library Trustees received 3 price proposals and
chose the lowest at $549.
motion was made by Scott E. Cudworth to approve the Library's purchase of
a laptop at $549; seconded by William J. Mageary. All in favor. So moved.
- Replacement Window for the Library
Library Trustees approached the Board for approval in repairing the
Library window for $545. The large window contains 2 sections, a top
window and a bottom window. Both sections have broken outside glass and
the entire frame needs repaired. The money would be taken out of the
Operations Reserve fund; the Treasurer agreed.
William J. Mageary asked if the Library Trustees had looked into
Gendreau responded, these were custom made windows. In order to keep
with the aesthetics and character of the building, repairs will need
to be done as replacements are not available. But the Library Trustees can
look further into replacement window costs if the Board so wished.
A motion was made by Scott E. Cudworth to repair the Library windows
for $545 coming out of the Operations Reserve fund; seconded by William J.
Mageary. All in favor. Motion carried.
- ServePro Update -
Gendreau informed the Board that ServePro was in on Friday and a dehumidifier
ran from Friday to Monday to remove the moisture. After a small mishap on
Monday where the container overflowed, the work was almost done. The leak
was not as bad as first anticipated. Minor damage includes a piece of 5 x
3 sheet rock to be replaced, taped and mudded to complete.
Board asked Kim Gendreau to keep the Town Administrator in the loop
regarding the insurance claim.
- Shapleigh Commons -
Town Administrator received a request from the Celtic Harp & Guitar
group to reserve the gazebo in the Shapleigh Commons on Thursday, July 2,
2020 to hold band practice from 10 am to Noon.
motion was made by William J. Mageary to permit the Celtic Harp &
Guitar group to reserve the Shapleigh Common gazebo on Thursday, July 2,
2020 from 10 am to Noon; seconded by Scott E. Cudworth. All in
favor. Motion carried.
i.Planning Board Minutes
ii.Planning Board Public Hearing Notice
iii.Planning Board Letters
iv.Library Board of Trustee Meeting Minutes
v.Tree Growth Permits
vi.Precision Roofing Certificate of Liability
vii.Southern Maine Planning Development Commission 2019-2020
Any other business that the Chairman
may wish to bring before the meeting.
Motion made by Scott E. Cudworth to adjourn
at 7:25 pm; seconded by William J. Mageary. Motion passed
These minutes are not verbatim.
Cheryl L. Drisko, Office Assistant.