Town of Brooklin
Select Board Meetings
May/June 2009

     

May 5, 2009

(Approved on May 12, 2009)

Present: Gray, Grant and Freethey

Freethey reported the discussions from the Shellfish Conservation Committee meeting on April 28th.

The committee would like the Warden to post signs around Town for the areas closed by the committee to digging clams

The parking ordinance changes did not go over very well with the committee members.

Fill the vacant seat on the committee

The Shellfish Committee did do a clean up on Naskeag Point Landing last Sunday, May 3rd. Cecil Holden, David Tarr and Wes Flye did a great job cleaning up the trash.

The Board voted to approve a liquor license for Eggemoggin Oceanfront Lodge on Reach Road – Richard Duffy brought in the license to be approved. Voted 3-0

4 PM there was a meeting with the town office operations committee. Present were Jim Cummins, Frank Bianco, Sr., Lauren Allen, and Ron Fowle. Absent: Judith Fuller & Lori Gallo. It was a general discussion as to the purpose of this committee, to answer any questions the committee members might have, and to explain what is expected as an end result. Will meet again next week at 3:30 PM to finalize the charter.

The minutes were read and approved from April 28th. Voted 3-0 to accept.

Next week, there will be a meeting with Bruce Mattson from the DOT, Julie Wang from the Brooklin Beautification Committee and the select board to discuss future plans and to understand requirements the state may have on walk-ways, etc. through town.

Meeting adjourned at 6 PM
Warrant #44: $16,170.99
Receipts: $16,503.99

May 12, 2009

(Approved on May 26, 2009)

Present: Gray, Grant and Freethey

Minutes were read and approved from May 5th, 2009. Voted to accept 3-0.

Paul Trowbridge and Tom Poole presented the select board with information on the Peninsula Power Co-op Wind Energy Project. Brooksville would be the sponsor for this project and these two spokesmen wanted to know if Brooklin would express an interest for this Co-op. This project has to be sponsored by a town to apply for a grant for seed money. The select board did sign a letter in favor of further information for the project.

Other information:

• wind will be monitored by 1 year first
• modeled from the wind project on Vinal Haven that produces 100% of their electrical needs
• being a Co-op, it is owned by the people in area towns that join
• the cost would be the same or less that our present electrical provider and hopes to be a stable cost for 20 years.
• the wind mill would be 400 ft. tall

The board met with the Town Office Operations Committee at 3:30 PM. Present members were Judith Fuller, Frank Bianco, Ron Fowle, Lauren Allen, & Jim Cummins. Lori Gallo was absent (working). Rich Freethey handed each member Instruction of Duties for each town officer, copies of the auditor’s comments for 07 and 08, and a copy of the State Auditor’s comments done in 2005. It was voted (3-0) to approve the Charter Guidelines for the Town Office Operations Project. Another meeting was set up for May 21st at 6 PM here at the town office.

4 PM was a meeting with Bruce Mattson from the D.O.T., Julie Wang and the select board. A walk through the center of town was done as Julie explained the project to Beautify Brooklin. Subjects discussed:

• side walk crossings – library, store and café
• drainage
• D.O.T. guidelines
• Parking & paved shoulders
• Possibilities of what could be done and lots that could not be done

The board voted 3-0 to replace the existing ceiling lights in the BKS room of the Town Office and not to purchase track lighting as asked by the BKS. The expense was very high and would not provide over-all lighting.

The board approved a tree growth penalty calculated by RJD Appraisal for the amount of $2,301.90. Vote: 3-0

Meeting adjourned at 6:00 PM
Warrant #45: $43,128.82
Receipts: $16,752.13

May 19, 2009

(Approved May 26, 2009)

Present: Gray, Grant and Freethey

The select board received a letter from the Brooklin Shellfish Committee dated May 19, 2009 stating the following”

“On May 12, 2009 the Brooklin Shellfish Committee held an appeal hearing on the resident shellfish application of Hugh A. Pomeroy, Jr. After reviewing Mr. Pomeroy’s residency status, the committee felt Mr. Pomeroy had no “intent to remain”, therefore did not meet the domicile requirement of the ordinance. It was agreed that the shellfish warden had enough evidence to win a court case and should be supported in his indication. It is our recommendation the the Brooklin Select Board support the warden and ordinance to the extent possible.”

This letter was signed by members David Tarr, Chairman, Cecil Holden, Steve Pinkham, Wesley Flye and Alison Dibble.

The select board also received a letter from Mr. Pomeroy’s lawyer stating his client did not agree with the appeal decision from the Shellfish Conservation Committee and requested a hearing with the Select Board. This hearing has been set for 5:30 PM on June 2nd at the town office.

Chris Pitman stopped in the office and a discussion was held on the warden posting “Area Closed to Shellfish Digging” being posted around town at the closed area sites.

Chris would rather have the signs posted in designated areas that can be read at anytime and this would prevent the signs being torn down. The warden also has a “hot line on the phone” available that explains the closed areas in town and any other updated information on shellfish harvesting. Chris would rather educate people where to find information rather than run all over town posted signs that will disappear.

Duties of a Constable was also talked about and will be discussed further.

Jim Fisher visited the office from the Hancock County Planning Commission and demonstrated the availability of town maps for Brooklin that would be useful to the town and the planning board. Present were the 3 select board members and Richard Hero who was looking into these maps for the planning board.

Meeting adjourned at 6 PM
Warrant: $11,494.28
Receipts: $6,328.32

May 26, 2009

(Approved on June 9, 2009)

Present: Gray, Grant and Freethey

Minutes were read and approved from the meeting held on May 12th and May 19th. Voted 3-0 to accept as read.

The select board members signed the boundary line agreements with the abutters for the High Street Property to be transferred to the Housing Committee.

Meeting adjourned at 6:00 PM

Warrant: $68,250.14

Receipts: None – no treasurer

June 2, 2009

(Approved June 9, 2009)

Present: Gray, Grant and Freethey

Staff Meeting was held at 1:30 pm. The new cash receipting program has been installed and working great. Sharon Freethey and Gigi Hardy have both been trained to enter cash transactions. Sharon can issue license plates now from the town office.

There was a quote from Lane Construction for $87,146.70 for shimming and surfacing on Flye Point Road. The town has $60,000.00 in the paving account and the road commissioner suggested we shim the surface this year and do the finish surface next year. Neil Allen had checked and this shimming would hold up through the winter. Neil will do the ditching and replace culverts as needed.

Jerry Gray would like to vote next week to set the tax mill rate for the July 1, 2009 tax commitment. Jerry will try and work on the figures needed and contact RJD Appraisals to help with the reporting.

Tammy Andrews, Treasurer, asked if it would be possible to take all the cemetery trust passbook savings accounts (16 in all) and put them into one account. Lorna will check with the town auditor.

The board discussed the possibility of purchasing the Trio Budgetery program and Lorna will gather information for this program and report back next week. Jerry asked Lorna and Tammy to print out the expenses for Administration and get a look at what the balance of the account might be. Also, to check the Fire Proof Vault account to see if there is any money for buying shelving.

Rich Freethey will draft an outline for a policy usage charter for the Vault and present it to the board next week. After reviewing the outline and if given the OK, he will proceed with the charter.

The Select Board received a phone call from the lawyer’s office who represents Hugh Pomeroy and stated Mr. Pomeroy withdrew his request for an appeals hearing with the select board today at 5:30 pm. The board sent a letter to the lawyer verifying the message we received by phone that Mr. Pomeroy withdrew his request for an appeals hearing.

Gigi Hardy suggested the town put the commitment book information on the website as well as the town maps. Lorna will check with Greg Summers and see what would be involved for him to post this information to our website.

Center Harbor Landing needs a load of gravel/rocks dumped to make better access to the water for launching boats. It is very difficult to drive onto the beach at the present time. Jerry will speak with Steve White.

MERI Institute asked the board if they could construct a temporary structure at Naskeag Point Landing for life jackets, etc. Because of a lack of parking that is a continuous issue, the board voted (3-0) not to allow a temporary structure.

Two gun permits were issued.

Meeting adjourned at 6 PM
Warrant: $7988.09
Receipts: $30,316.56

JUNE 9, 2009

(Approved on June 16, 2009)

Present: Gray, Grant and Freethey, Peggy Hopkins, Brooklin Eats

MINUTES were read for meetings held on May 26th and June 2nd. Voted to accept with minor changes 3-0.

The select board voted to approve the mill rate for the commitment of taxes for the year starting July 1, 2009. The new tax rate will be .00715 compared to .0069 for last year. Voted 3-0 for the new rate.

A supplemental assessment bill was issued for property on Map 18, Lot 24 in the amount of $1,620.81. The select board voted 3-0 to accept this supplemental assessment.

Peggy Hopkins visited the office to talk about this year’s event, BROOKLIN EATS, to be held on Sunday, August 30th at the Village Green. This event is sponsored by the Brooklin Friends and Neighbors committee. There will be lots of signs up this year for parking vehicles and walking to the Green. The porta potty needs to be moved from Naskeag to the Green for this one day. Jerry will see that this is done.

The board discussed the possibility of purchasing the “Budgetary and Payroll Programs” . Tammy and Gigi also have been trained to use the Cash Receipting Program where entries are made once and they are done. This program could be a tremendous time savers for the select board. It was voted 3-0 to purchase the Budgetary and P/R programs from Trio for approximately $6,000 for the new year starting July 1, 2009 which includes the training time and maintenance fee for one year.

Richard Freethey had obtained a list for the length of time required to save town office papers. The time varies depending on the type of information for the paper work. He also did a first draft for a “Use Policy for the Town Vault”.

Meeting adjourned at 6 PM

Warrant: $56,034.30
Receipts: $14,998.64

JUNE 16, 2009

(Approved on June 23, 2009)

Present: Gray, Grant and Freethey

MINUTES were read and approved with changes. Voted 3-0 to accept.

The New Fire Truck was on a mutual aid call this past weekend and when returning to Brooklin, the truck dropped off the shoulder on the Ridge Road and caused lots of damage. Jerry Gray called the insurance company and the adjuster will be at the fire station on Wed. June 17th to assess the damage. Jerry will continue to work with Sam Friend and the adjuster and see what steps need to be taken to repair the rescue vehicle.

The Board appointed Judy Jenkins as the Town Health Office for a 3-year term expiring on June 1, 2012. Voted to appoint 3-0.

The Board voted to contract with HCPC for their new shoreland zoning maps for the cost of $250.00. Voted 3-0 to sign the contract.

A bill was received from the town lawyer, Jim Patterson, for 2-½ hours work on the Pomroy case in the amount of $525.00. Mr. Pomroy was denied a clam license from the Town of Brooklin. The board voted 3-0 to pay this bill from the Shellfish Conservation Fund.

Jerry talked with Lane Construction to draw up a contract for a “heavy binder cover” in the amount of $56,000.00 for work on the Flye Point Road. This is all the money available in the Paving Account.

Minutes were received from the Town Clerk for the Annual Town Meeting and also for the special Town Meeting.

Center Harbor launching area was discussed with Steve White and he had no problem with repairing this area so boats could be launched. Neil Allen will haul some stones or course gravel to fix this area. Steve will also meet with the Board on Tuesday, June 23rd at 5:30 PM to talk about the town’s right of way to the shore.

Rich Freethey said he had a complaint that the front steps into the town office are slippery when it rains. Jerry has some roofing material and will repair the steps.

The United Way Fund sent another notice to apply for a grant this winter, if the Town wished to do so. As the town still has several thousand dollars in the Warmer Brooklin Fund, it was voted (3-0) not to apply for a grant at this time but to keep us on their list of grant applicants.

The Board signed the purchase agreement with Harris & Co. (or Trio) to purchase the “Budgetary and Payroll Programs” for the Town. The cost for this is $3,250 for the two programs, approximately $1,875 in training time and $1,100 for the Annual Fee. Totaling $6,225.00 which could vary depending on the amount of training time.

Meeting adjourned at 6 PM
Warrant: $6,447.40
Receipts: $23,567.66

JUNE 23, 2009

(Approved on June 30, 2009)

Present: Gray, Grant and Freethey, Neil Allen, Road Commissioner, Steve White from Brooklin Boatyard

Minutes were read and approved from the meeting of June 16th, 2009.

Voted 3-0 to accept.

J. Gray said there was an estimate of $22,714.00 to repair the fire truck.

Neil Allen was here to discuss wages for the up coming year. Neil wants his wages to stay the same as last year and also the wages for his equipment. The helper’s wages would go from $13 per hour to $13.50. Yellow lines on the roads will be painted in the very near future.

The board voted 3-0 to sign the contract with Lane Construction for road work on Flye Point this summer.

Steve White had a meeting with the Board at 4:30 PM to review where we are at and what to do to move forward. Step #1 is to get all the property owners to sign a release deed of any interest in the town road. Some have signed a release deed and the town lawyer is working on the other owners that need to sign.

Meeting adjourned at 6:00 PM
Warrant: $62,071.50
Receipts: $ 11,682.24

June 30, 2009

(approved on July 7, 2009)

Present: Gray, Grant and Freethey

Minutes were read and approved from the meeting on June 23rd. Voted to accept as read.

Rob Clapp delivered the insurance check in the amount of $23,214.37 for the fire dept. rescue truck damage. He also handed a check to the town for towing of the damaged truck that was $1000.00. It was decided by the board and Sam Friend, fire chief, to add rental coverage on the new rescue truck and this would cost about $100 a year. Sam stated there was more damage to the truck then he first thought.

Rich Freethey will draft a letter to state officials expressing our concern for the condition of the state roads. The condition of the roads is putting our safety/rescue vehicles at risk.

John Carroll from the Maine Revenue Service was in the office today doing the annual state valuation using real estate sales analysis. It’s possible our state valuation may go down after the valuation report is reviewed. The town does need to bind one copy of the commitment book so no pages can be removed, per state requirements.

Jerry has replaced the missing treads on the town office steps. Also is adding some treads to the handicap ramp entrance.

The board voted 3-0 to approve the wall divider in the back room occupied by the BKS. Nelson Smith is doing the wall divider and this project is partially done.

A resident had a concern about maintaining the Old County Road and enabling the water to run off better than it has been. The board will look into this.

A meeting was held at 5:30 PM with the town office reorganization committee and the tax collector, town clerk, treasurer and select board members. This committee highly recommended the town to purchase the Trio program for budgetary purposes and the select board was happy to respond that the program has already been ordered. It should be installed by the end of July for the new year starting July 1, 2009.

Other recommendations:

• Regular staff meetings to rotate who is in charge of these meetings. Meet once a week, once a month, - to be decided.
• Treasurer needs a deputy – to be decided
• Gigi Hardy is deputy for Sharon Freethey for Tax Collector
• Select Board to rotate job responsibilities every 3-4 months. So each person can learn the full job of the board.
• Treasurer, who writes the checks, should not do the bank reconciliation
• Establish a list of reports that need to be prepared on a weekly, monthly, quarterly and annual basis.
• Communication and mutual respect appears to be an issue and needs to be worked out. Recommended the responsibilities of each elected officials be discussed along with the amount of time required for these responsibilities.

This reorganization committee did a wonderful first step. They certainly pointed out ways to make the office work smoother, to communicate more with one another, to have back-up people trained for each job, and for interaction on how/when to respond to the needs of other elected officials. This committee is taking the “summer off” and giving the town officials 3 months or so to try out the new budgetary program and to see the amount of time that might be saved using the new program. A fall meeting will be scheduled.

Meeting adjourned at 7:00 PM
Warrant #52: $9,042.34
Receipts: $37,759.91