TOWN OF FRYEBURG
BOARD OF SELECTMEN
Minutes - FEBRUARY 3, 2005

Attendees: Alan Trumbull, Ed Wilkey, Jim Dutton
Phil Covelli-Town Manager

Mr. Trumbull called the meeting to order at 7:00pm

APPROVAL OF MINUTES

The board reviewed the minutes from January 20, 2005. Mr. Dutton made a motion to accept the minutes. Mr. Wilkey seconded. The motion passed unanimously.

APPOINTMENTS:

DISCUSSION REGARDING POSSIBLE APPOINTMENT OF ALTERNATE SCHOOL BOARD DIRECTOR:

Mr. Covelli explained that Laurie Weston would be unable to attend several School Board meetings from now until Town Meeting. He suggested that an alternate be appointed until Town Meeting. Mr. Trumbull asked those in attendance if they had any suggestions regarding an appointment. There was no response from the audience. He asked everyone to notify the board if they knew of anyone who could fill this temporary appointment.

DISCUSSION REGARDING RE-APPOINTMENTS OF COMMITTEE MEMBERS WHOSE TERMS HAVE EXPIRED IN 2004:

Mr. Covelli had a draft of the Town Report which outlined those committee members whose terms expired in 2004. He suggested that the board re-appoint those who wish to continue in their position prior to Town Meeting and therefore would be printed in the Town Report. Mr. Trumbull concurred with Mr. Covelli. Mr. Covelli explained that he had spoken with many people and most had expressed a desire to continue and suggested they be reappointed. Mr. Wilkey concurred. Mr. Dutton inquired how people get appointed to committees. It was explained that they would have to express an interest to the board or to Mr. Covelli. Mr. Dutton made a motion to appoint committee members prior to Town Meeting. Mr. Wilkey seconded and the motion passed unanimously.

PUBLIC FORUM:

Mr. Brooking, Chief of Police submitted a letter to the board commending Officer Chaine, Officer Tait, and Officer LeBlanc for fine work regarding an armed robbery that had taken place. The board concurred and commended the officers.
Nothing further was brought forward, thus Mr. Trumbull closed the public forum.

DISCUSSION WITH OXFORD COUNTY SHERRIFF’S DEPARTMENT REPRESENTATIVE REGARDING PATROL COVERAGE:

Mr. Brooking introduced Chief James Davis, who attended to represent the Oxford County Sheriff’s Department. Mr. Brooking explained that Chief Davis would explain to the board the statutory requirements of the department and what coverage they were obligated to supply.. Chief Davis went on to say that the Sheriff’s department would not answer calls in Fryeburg overnight, as the town had a Police Department. He referred to Maine law regarding what services wereobligated to be provided. For a town with a police department, the Sheriff would supply back up when necessary. It was his understanding that the Fryeburg Police and the Sheriff’s office had worked well with each other and backed one another up when needed. The Sheriff’s department provides assistance at the fair each year and transport of persons if needed at no charge. Chief Davis said that if the police department was short of personnel, The Sheriff’s Department would try to help on a temporary basis but be unable to answer calls regularly. Budget-wise the Sheriff’s department had not budgeted extra money for call outs to Fryeburg. By contract an officer called out will receive three hours pay minimum at time and a half, thus it would not be cost effective to consider regular call outs. Mr. Brooking added that state law says the town is responsible for calls in Fryeburg as we have a police department, regardless of the hour. Mr. Brooking wanted Chief Davis to clarify what the Sheriff’s Department was required to do. Mr. Trumbull expressed concern that the value for the amount of money given to the county did not seem proportionate. Mr. Dutton asked how long the policy had been in place regarding no regular officer on duty from 12am to 6am. Chief Davis answered that it had been in place when he joined the Sheriff’s Department back in 1992. He continued on to say that the State Police had a similar policy. Chief Davis recommended that if a town cannot afford to have an officer on duty, that the town look at alternatives such as the policy in place at the Sheriff’s office. Mr. Wilkey asked if there were a lot of problems at night. Chief Davis answered that it was more cost effective to do it the way they were. Chief Brooking stated that last year there were 1763 total calls and of those 254 were during the overnight hours. Chief Brooking said that he would have an officer on duty until 2am on Friday and Saturday, like the Sheriff’s Department if this system were to be implemented. There was a question how much money was involved in the contract with the sheriff. Mr. Trumbull explained that it was through tax dollars and not contracted. Chief Davis pointed out that the money that goes to the county does not go solely to the Sheriff, but other services as well. Mr. Trumbull expressed concern that towns with Police Departments were paying the majority of monies to the Sheriff’s Department. Chief Davis presented a cost analysis by town in order to dispel any misconceptions (included with the minutes). He said due to the fact that the amount of money sent from each town was based on valuation, that it would never be fair and that a value for dollar analysis did not make sense.

DISCUSSION REGARDING LIBRARY INVESTMENTS FUND WITHDRAWALS FOR AIR CONDITIONING AND AUTOMATION PROJECTS:

Librarian Emily Fletcher attended to present her reasons for automation. She explained that it was included in her capital projects. Mrs. Fletcher went on to say that over the past five years there had been $48,000 invested in the library for furniture, fixtures, upgrades, etc to improve the library for the benefit of the public. Approximately $25,000 came from investment funds. Mrs. Fletcher continued on to say that she had limited her requests for the library in order to save for these projects. She provided information on Sagebrush-an automation system that would make it easier for the library workers and also the public. It would expand the services to the community through an online catalog and give a much greater access to information to the public. State and national access to information is expanding exponentially and Mrs. Fletcher felt that it would behoove the town greatly to connect with this. The library is in need of a consistent method of tracking monetary concerns, late fees, books, etc. It was Mrs. Fletchers desire to bring the library up to state standards and guidelines. She went on to say that it was important for her to look to the future of the library and it is not fair to the public to keep an antiquated system. Mr. Trumbull inquired about other options. Mrs. Fletcher explained that she had done a great deal of research with the librarian at Fryeburg Academy and the Sagebrush system seemed to be the best fit to the particular needs of the library. She then went on to say that if this were not allowed that it would take several years to accomplish on her own without the same result. It would mean that she would have to use volunteers to input data and with many of the volunteers being elderly, she did not feel they could do this accurately or consistently. There would be a need for three more computers and additional software with this system which would be paid through fund raising and not investments. It was the unanimous approval of the Library Advisory Committee to go ahead with this system. Mrs. Fletcher stated she wanted to notify Sagebrush as soon as possible as she wanted to get into their production schedule for this calendar year. Mr. Trumbull explained that since there was no current information regarding the investment funds, that the board wanted to research before making any decision. Mr. Krasker asked how much of the principle was going to be used and how was it going to be replaced. Mr. Trumbull explained that the board needed updated information before an answer could be given.
Mr. Dutton asked Mrs. Fletcher if she wanted to do the air conditioning this year as well. She answered in the affirmative. Mrs. Fletcher stated that many windows are painted shut and unable to open. Other windows allowed a great deal of dust and exhaust fumes in. She went on to say that on some days it was over 95 degrees in the library. This is not healthy for the workers, and is not good for the many volumes in the library. An estimate by ELA Sheetmetal was given to install an air conditioning system. There was concern since the building was on the national register that no structural changes be made but ELA assured that there would be none necessary. Mrs. Fletcher assured the board that any overages on the bid would be covered by fundraising.

SETTING OF TOWN MEETING DATE/REVIEW OF TOWN REPORT DRAFT:

Mr. Covelli gave a draft of the Town Report to each member of the board for their review over the next week. He went on to say that looking at the calendar, it would seem logical to schedule the Town Meeting for March 19, 2005. Mr. Dutton made a motion to set the Town Meeting for March 19, 2005. Mr. Wilkey seconded and the motion passed unanimously.
Mr. Dutton asked when the Town Report had to be approved in order for timely printing. Mr. Covelli said before the next meeting and that he would like to get the majority of the information to the printer by the end of the next week.

WESTON BRIDGE REPLACEMENT UPDATE:

Mr. Covelli received a request from a contractor to close the road for approximately twelve hours while a temporary bridge is constructed. He spoke with Fire Chief Sheaff who said it would be okay if a truck were placed on the other side of the bridge or if arrangements were made with Conway ahead of time to insure proper coverage. Mr. Trumbull stated that it would need to be announced in the paper. Mr. Covelli explained that it was just a possibility as the construction bid had not been awarded yet.

SIGNING OF MUNICIPAL QUITCLIAM DEEDS (RELEASE OF TAX LIENS):

The board reviewed the deeds and signed them.

OTHER BUSINESS AS APPROPRIATE:

Mr. Covelli explained there had been a request to purchase the old town truck at the transfer station. He wondered what to do and how to handle. Donald Davidson at the transfer station and Gary Whitten disagreed on the value. Mr. Covelli suggested soliciting competitive bids to avoid any legal issue. Mr. Dutton concurred.

Mr. Covelli had a letter stating that the street light over the crosswalk by Molly Ocket would cost $19.17 per month. Chief Brooking said after a survey of cross walks that the majority had a street light near them but not all had them directly over. Very few had inadequate lighting. Mr. Covelli suggested the possibility of painting the cross walks more often and with reflective paint.

Mr. Covelli shared a letter from Craig Higgins of the new subdivision Evergreen
Acres stating that he had donated $1000 toward the purchase of the new fire truck. He said he would send a thank you note.

Mr. Greg Huemmler asked regarding the appraisal of the old town garage. He was wondering if possible ground contamination would be taken into account when appraising. Mr. Covelli stated he did not discuss that with the appraiser.

Mr. Wilkey made a motion to go into Executive Session. Mr. Dutton seconded and the motion passed unanimously.

The Board concluded its Executive Session discussion. No motions were made. Having no further business, the meeting was adjourned.

Respectfully submitted:

P. Covelli, Town Manager