TOWN OF FRYEBURG, MAINE
BOARD OF SELECTMEN MEETING MINUTES
JUNE 1, 2006  

The meeting was called to order at 6pm and a quorum was declared. Mr. Dutton was not present. The meeting began with the Pledge of Allegiance.

Public Hearing

Frye’s Tavern Liquor License Renewal

The applicant was present. He stated that there has been a change in ownership and there is a hope to eventually serve both lunches and dinners after a few months. There was no public comment. Mr. Wilkey made a motion to accept the application, which was seconded by Mr. Knapp. The motion passed unanimously.

Oxford House Inn Liquor License Renewal

There was a letter from the police department stating that there have been no reported problems. There was no public comment. Mr. Wilkey made a motion to approve the Oxford House Inn license, which was seconded by Mr. Knapp. The motion passed unanimously.

Public Forum

There were no matters for Public Forum.

Old Business

Library Trust Fund Use Policy

Policy Work: The board reviewed the drafts of the pending new policy, which proposes to rescind paragraphs 2, 3, 4, and 7 of the former policy. There was a general discussion over structure of policy and the historical significance of specific sections. Mr. Wilkey made a motion to accept the amended policy dated 6/1/2006, which was seconded by Mr. Knapp. The motion passed unanimously and the board signed the policy.

Library Maintenance Issues: The board reviewed the bids for roof repairs to the library. There were two bids, one from Foster Construction Company for $1,285.00 ; and the second from Harville Painting and Roofing for $4,390.00. Mr. Wilkey made a motion to award the bid to Foster Construction, contingent upon them providing proof of liability and workers comp insurance, which was seconded by Mr. Knapp. The motion passed unanimously.

Automation of Card Catalogue: The cost of this process has gone down significantly since the server has been centralized. The town would only have to pay by the volume of data that was transferred. This would allow the library to automate the card catalogue as it exists now. The cost for the library should be no more than $10,000; and the library has a $5,000 grant for over and above costs. Mr. Wilkey made a motion to approve the automation not to exceed $10,000 from the Library Trust Fund, which was seconded by Mr. Knapp. The motion passed unanimously.

Electrical and Ceiling Concerns : Ms. Emily Fletcher expressed concerns over the condition of the electrical work in the building, which is significantly aged, and the ceiling—which is buckled and caving downward in portions. A member of the community, experienced in construction, agreed to look at it and come up with a list of things that needed to be done.

Revaluation Contract

The board reviewed the bids for the financing of the revaluation contract. The lowest bid was from Key Bank at 6.41%, the other bids were from Norway or TD BankNorth. Mr. Wilkey made a motion to go with Key Bank at the fixed rate of 6.41%, which was seconded by Mr. Knapp. The motion passed unanimously. As Town Treasurer, Ms. Theresa Shaw will sign the contract.

Haley Town Road Project

The board and town manager discussed the potential financing options for this project. Mr. Knapp had been in contact with a representative from Moores and Cabot, a financing concern that facilitates loans to municipal entities, but the required amount in this case is too small for the town to save money through this company. The board agreed that the town manager would look into financing options through the Maine Municipal Bond Bank.

Little Chatham Road Issues

The main issue regarding this road is that it has been closed for winter maintenance since 1996 due to a town vote. The time period for the winter closing runs out this year, and it has been the decision of the board to let this be decided by the voters. The second issue is that with the recent issue of the subdivision on this road, whether it needs to be amended so that the road can be maintained. According to Kate Millbury, the road has typically been taken care of and has been passable. The board discussed the town’s typical habit of taking care of the road, and potential options for the future—including having a private entity plow the road. There was also discussion regarding the status of the road, and the board agreed to discuss this matter with the Road Commissioner and Mr. Sawyer. The board also agreed to discuss with town counsel regarding the subdivision and how it could affect the town’s obligation regarding the road.

River Road

A resident expressed the desire to move the gate up the road by 1/3 a mile. According to the Road Commissioner, there have been major problems with the road in the past, in particular during the mud seasons. The board agreed to make a decision on this matter in the near future, however such is currently moot since the gate is already opened.

Fire Department Heating Specs

The board discussed the process of creating the specs for this proposed work. After a discussion of the agreed-upon costs and the funding of the project, the board agreed to have the Town Manager, Fire Chief and CEO create the a list of required specifications.

Transfer Station Equipment Bids

The board reviewed spreadsheets of equipment purchases. Mr. Wilkey made a motion to award the bid to Atlantic Leasing for the cardboard baler (for $69,547,00), and the compacter ($26, 325.00), which was seconded by Mr. Knapp. The motion passed unanimously. The board agreed to have Stow and Chatham at the June 8 th workshop to discuss the transfer station contracts.

Municipal Office Roof

The town only received a bids from Foster Construction for $4,176.00 and Harville Painting and Roofing for $14,270.00. There was additional discussion on additional modifications that will need to be made to the original specs to eliminate the buildup of snow at the rear door. Mr. Wilkey made a motion award the bid to Foster Construction for the municipal offices roof, contingent upon them providing proof of liability and workers comp insurance, which was seconded by Mr. Knapp. The motion passed unanimously.

Website Maintenance Contract

The board discussed the contract proposal as provided by Mr. David Robinson. The board discussed the potential .gov addition to the website, and the board agreed that it was not necessary at this time and agreed to wait to sign the contract until such is excluded from the contract.

Adelphia

Adelphia has made an offer to settle accounts and reimburse any legal and other fees. The board agreed to notify Mr. Scully (the attorney retained by the town for this matter) that the town would not have any objection to such a settlement.

Rest Area

Mr. Hugh Hastings has offered to clean up the former rest area and put in place signage stating that it is no longer a rest area. The board had no objections.

New Business

Appointment to Mulford Fund Trustees

There has always been a municipal appointment to the Mulford Trustee Board, the incumbent being Conrad Eastman, who is up for reappointment and would like to serve again. Mr. Knapp made a motion to reappoint, which was seconded by Mr. Wilkey. The motion passed unanimously.

Eastern Slope Regional Airport FAA Grant

Mr. Solari was not present at the meeting. Mr. Knapp made a motion to table the matter and ask that Mr. Solari be present to answer questions, which was seconded by Mr. Wilkey. The motion passed unanimously.

Emergency Preparedness Program

The board reviewed the DOL mandated program. The Fire Chief and Police Chief have reviewed this, the only concern expressed was the crossover of responsibilities. After extensive discussion, the town manager informed that board that it does not need to become an immediate policy but there does need to be a program available. The board agreed to not adopt it at this time, but to review it and submit some changes that address any and all concerns.

HAZARD COMMUNICATION WRITTEN PROGRAM

This is a safety policy regarding hazardous materials. There will be master sheet listing all such chemicals at the Fire Department and Town Offices. Employees will need to sign a release stating that they have read and understood the program, and department heads will need be required to educate staff on potential hazardous materials. Mr. Knapp moved to adopt, which was seconded by Mr. Wilkey. The motion passed unanimously and the board requested a a future update on the implementation of this process.

Other Business

There will be a special town meeting on June 15 th, which will mainly address the tennis court reconstruction, fire station heating, and the Senior Transportation Program fund request,.

There will be Mass Casualty Exercise on August 5 th from 9-12.

As there was no other business, Mr. Knapp made a motion to adjourn, which was seconded by Mr. Wilkey. The motion passed unanimously.