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Town of Chebeague Island Executive Session, Public Hearing & Regular Selectmen Meeting


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Town of Chebeague Island

Executive Session, Public Hearing &

Regular Selectmen Meeting

7PM, June 18th, 2008 at the Island Hall

1. Executive Session: Time 6:30PM to 7:00PM

To convene into Executive Session Pursuant to MRSA 405.6.A.1

To see if the Selectmen will discuss the Town Administrator contract for the Town of Chebeague Island.
**Regular Meeting 7:00PM.

Present: Mark Dyer, Herb Maine, Donna Damon, Chris Rich, Leon Hamilton and Scott Seaver Interim Town Administrator.
1. Call meeting to order: 7:05PM
Mark Dyer advised that the Selectmen did not hold the Executive Session in regard to the Town Administrator contract. He polled all Selectmen and they were all in agreement that they had all information required and did not need this session.
2. Approval of prior minutes:
Leon Hamilton – Moved – To accept Minutes of May 21st as written.

Chris Rich seconded. Discussion, none.

Vote: Unanimous.

Leon Hamilton – Moved – To accept Minutes of June 3rd, 2008 as written.

Herb Maine seconded. Discussion: Leon Hamilton stated that it was a very good meeting and everyone came to a consensus. Mark Dyer agreed with Leon.

Vote: Unanimous.
3. Approval of Warrant #23.

Herb Maine – Moved – To approve Warrant #23 for $40,985.75 as written and presented.

Leon Hamilton seconded.

Discussion: Leon Hamilton asked about welding supplies, are they for the new ramp? Scott Seaver advised that some of it is and some is just to keep supply of materials available.

Donna Damon asked about the bill for Bill St.Cyr, does this come out of the $5,000 Cemetery account.

Scott advised, yes. Donna also asked Scott to find out why we need two memberships to the Cemetery Association.

Mark Dyer asked how we were doing budget wise for Solid Waste. Scott advised that we are still under the budgeted amount.

Donna Damon asked that more information be put on warrants to help to understand them. Also, the need of getting the information earlier.

Herb Maine asked if some of the invoices are held for any reason. Scott advised not usually, only if questions need to be answered.

Vote: Unanimous.
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4. Public Comments:

Vicki Todd asked if possible for the Selectmen to approve a BYOB Permit for Susan Bogle for July 3rd Rehearsal Dinner at the Chebeague Island Boat Yard function room. Scott Seaver advised the legal permits are confusing. This permit will allow functions with their own food and beverages. Scott advised that he has contacted the State and asked for a matrix of permits & licenses so we will have a better understanding what is needed for different events.

Donna Damon asked who is responsible if something happens.

Vicki Todd advised the Boat Yard would be.

Donna Damon asked if Boat Yard is hosting events we need to find an easier way to handle these requests. Maybe Boat Yard should hold licenses. Scott advised that people do not understand the time frames involved in getting these permit or licenses. He also advised that the Boat Yard holds a Special Amusement Permit.

Vicki Todd advised that the Fire Marshall told them that the Town can set building capacity. Scott did not have the answer to this. Vicki stated they are trying to set up policies to go by. Donna Damon suggested that the business needs to control what going on and the Town will help with licensing.

Mark Dyer asked who will be in charge to make sure that under age drinking will not be a problem. Vicki advised that the event holders will be in charge of this.

Leon Hamilton asked if the Town issues the permit does the Town have the right to enforce the law if a problem comes up on private property. Scott advised the any complaint of noise, etc. the Sheriff has the right to take care of the problem.

Leon Hamilton stated that this was not an agenda item and we need to make sure that these are handled fairly. Scott advised that as we know more about the permits & licenses this will be handled differently. Donna Damon stated we need to set a precedent.

Donna Damon suggested that the Boat Yard apply for a BYOB Permit. Scott advised that this would give convenience to the Boat Yard customers. This will have to be on an agenda for Selectmen to discuss and act on. Mark Dyer stated that we need more education on these matters and to work closely with the Town’s business’s.

Leon Hamilton – Moved – To approve BYOB Permit application for Susan Bogle for July 3rd, 2008. Also, authorize Town Administrator Scott Seaver to complete Chebeague Island Boat Yard paperwork. Donna Damon seconded.

Discussion: Donna Damon stated that all liability issues be explained to Mrs. Bogle and that the Boat Yard notify neighbors.

Herb Maine asked if the 26th would be to late to notice this on an agenda. Scott Seaver advised, yes.

Donna Damon asked about liability insurance. Vicki advised that the Boat Yard carries the insurance.

Vote: Unanimous.
Ruth Houghton asked if Town has a vehicle for examining what is working and what is not. Mark Dyer stated that the personnel are doing the jobs and are being supervised properly. If you are asking for some specific operation I do not think we do.

Ruth Houghton asked if full gamut of department’s are happy. Mark Dyer stated is a resident has a complaint they should attend a regular meeting or submit a letter to the Town Administrator. If a letter is submitted to the Town Administrator at that point a copy would be sent to the Selectmen.

Herb Maine stated: 1) Are the Selectmen working and communicating well. 2) In regard to operations, Town Administrator job description has this in it. 3) Policy issues.

Donna Damon stated we are behind due to everything that is going on. The HR Consultant report should give us an outside look. Herb Maine stated that comprehensive plan should help us figure out where we are going.
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5. Town Administrator Report:
Scott Seaver advised that all the supplies are in for the John Small Road project.

Scott discussed that we will have CTI in the office on Wednesday to finish the phone system.

Scott advised that Andy MacDonald had contacted him and received the information from

Childs Engineering regarding the Cousins Island project.

Scott discussed the need of evaluations of all employees and reports from Department Heads.

Scott advised that he spoke with Nat Tupper about public meetings with the Town of Yarmouth about the DOT project.

Scott advised that the Auditors will be on site first part of July.

Scott suggested that committee appointments be uniform with July 1st of each year.

Herb Maine asked Scott to add bottom line amount on expense summary.

Joyce Soucheck asked Scott about the monies for Cousins Island. If we do not move do we lose it?

Scott advised that pending contract with engineering needs to be in by June and the contract is complete.

Mark Dyer stated that DOT meeting between Yarmouth and Chebeague will be to discuss final design.

Herb Maine asked Scott when the parking ordinance should be finished. Scott stated sometime in July or in time for Town Meeting. Herb asked that public meetings be held before Town Meeting.

Doug Ross asked about additional parking at the Pier. Mark Dyer stated that property lines are in question. Scott advised that Town can make repairs.
6. PUBLIC HEARING:
Mark Dyer explained that the liquor license for the Slow Belle Café was not noticed on the last agenda.

Leon Hamilton asked if this is a renewal of last years license. Jon stated, yes.

Donna Damon asked if all inspections completed. Jon advised that Paul would be at the Café on Friday and he is in contact with Dan Smaha.

Discussion; None.

Leon Hamilton – Moved – To approve renewal of Liquor License for the Slow Belle Café. This approval is contingent with all requirements involved being completed.

Herb Maine seconded.

Vote: Unanimous.
7. Old Business:
7.1 To see if the Selectmen will discuss and possibly act on the H.R. Consultant Report.

Mark Dyer advised that due to the operational and personnel problems of prior months the Selectmen had hired an H R Consulting firm by the name of Greenshoe Group.

Donna Damon advised that copies contain blacked out comments containing employees names.

Herb Maine suggested a cover letter to be attached to report. Leon Hamilton agreed.

Herb Maine asked Scott Seaver to go through the report and come back with recommendations.

Donna Damon – Moved – To have Town Administrator to come back with appraisal of implementing suggestions in report and what should happen.

Herb Maine seconded.

Vote - Unanimous.

Discussion: Herb Maine – moved – To authorize Chair to compose a cover letter for the HR Consultant report. Donna Damon seconded.

Discussion: none.

Vote: Unanimous.

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Donna Damon – Moved - To set a workshop date for July 9th, 2008

Leon Hamilton seconded.

Discussion: None

Vote Unanimous.
7.2 To see if the Selectmen will discuss and act on the Town Administrator Contract for the Town of Chebeague Island.

Leon Hamilton stated that we are very fortunate to have Scott on board. Donna Damon agreed and stated that he has helped us tremendously. Mark Dyer stated that this is a one year contract with nothing detrimental to the Town. Mark Dyer also stated that Scott’s experience & knowledge will be good for the Town.

Donna Damon – Moved – To enter into an agreement for the next fiscal year with the Town Administrator per agreement and Town Attorney review. To authorize the Chair to sign agreement.

Chris Rich seconded.

Vote: Unanimous.
8. New Business:



8.1 To see if the Selectmen will discuss a presentation from CICA (John Wilson) in regard to a wind power testing project.

John Wilson & CICA have taken on trying to improve the economics of the people of Chebeague, power our homes with maybe with wind power. RFP University of Maine program. This will have almost no cost to us to test the wind power equipment for one year. Information will be recorded every month. This will require a one hundred foot pole with three guide wires hopefully installed at the Public Works garage. This is an site ideal as no buildings to interfere. This will need the approval of Code Enforcement Officer as it exceeds the thirty five height limits. John has spoken to David Campbell & Tom Calder and they agree it will have no interference with the operations around the garage. John also advised he will speak to all neighbors in the area. Herb Maine asked John is other sites had been looked at. John advised that no other site other than the Golf Course. Donna Damon asked about considering Jenks Point. John advised that it needs to be in a place that the wind shifts directions constantly. Leon Hamilton asked if there will be a light on top of pole. John advised he did not know but will check into it. Herb Maine asked that John do meetings for public awareness. John advised that the public will be well informed before anything is done. John asked for permission to use Town land and the applications need to be in by June 30th. This has no cost to the Town or us. It will require liability insurance of $1,000,000 and security fence. Donna Damon discussed the need of public hearings about things like this. John asked for some kind of approval so that he can submit application. Leon Hamilton asked if we say go ahead do people living around it have some kind of say. John stated variance hearing would be held after application has been submitted. If any strong opposition it will not move ahead 1) Public Works garage site. 2) Neighbor concerns. 3) Permissible with Code Enforcement Officer.

Herb Maine – Moved – The Selectmen support in concept, the research and experimentation for wind power as presented by John Wilson of the Chebeague Island Committee Association and the Board of Selectmen would consider the use of Town property for a test site.

Chris Rich seconded. Discussion, none.

Vote: Unanimous.

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8.2 To see if the Selectmen will discuss and act on electing a Chair and Vice-Chair for the 2008-2009 fiscal year.

Donna Damon – Moved – To re-elect Mark Dyer for Chair of the Board of Selectmen.

Chris Rich seconded.

Discussion: Donna stated that it will give the board continuity. Mark Dyer stated he is willing to continue.

Vote: Unanimous.
Leon Hamilton – Moved – To re-elect Herb Maine for Vice-Chair of the Board of Selectmen.

Donna Damon seconded.

Discussion: Mark Dyer stated that Herb is good choice as he double checks things and helps in keeping things in line.

Vote: Unanimous.
8.3 To see if the Selectmen will discuss and act on moving the regular Selectmen meetings to the first or second Wednesday of the month.

Donna Damon – Moved – To hold regular Selectmen meetings on the second and fourth Wednesday’s of the month with the right to cancel second meeting of the month if not needed.

Chris Rich seconded.

Donna Damon stated that this is due to the number of things we need to handle. A regular schedule would be helpful.

Leon Hamilton stated that one regular meeting is enough. When people need to know about meetings just notice or post them as needed.

Scott Seaver advised that settings deadlines for material to be in so you can approve them. He advised that you can always hold a special meeting. Herb Maine advised that he sets Wednesday aside, but once a month would encourage them to get things done. He advised that we can always call a special meeting, but we shouldn’t be canceling regular meetings.

Leon Hamilton asked why the change. Scott Seaver advised is mainly due to the warrant payments.

Donna Damon discussed the advantage of having two meetings. The third Wednesday has not worked for getting business done.

Mark Dyer discussed the challenge of having meeting one week into the next.

Vote: Two in favor (Donna & Chris) , Three opposed (Mark, Leon & Herb)

Herb Maine asked Scott Seaver asked if any preference?

Scott Seaver advised second Wednesday would be the preferred.

Herb Maine – Moved – To set the second Wednesday of each month for the regular Selectmen meeting.

Leon Hamilton seconded. Discussion, none.

Vote: Unanimous.


Mark Dyer recognized Officer Scott Secord. Officer Secord discussed the E911 ordinance and the need for street numbering. Doug Ross advised that the Town of Cumberland had it. Mark Dyer asked Scott Seaver to look into this for Officer Secord.
9. Adjourn meeting:

Leon Hamilton – Moved – To adjourn meeting at 9:25PM

Herb Maine seconded.

Vote: Unanimous.
Respectfully submitted by Susan Campbell, Town Clerk

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