TOWN OF DIXFIELD Minutes of Meeting Board of Selectmen/Assessors/Overseers of the Poor Monday, July 9, 2007 5:00 p.m., Ludden Memorial Library Board Members Present: Bettina M. Martin (Chair), Raymond E. Carlton, Norine H. Clarke, James L. Desjardins Board Members Absent: Administration Present: Charlotte Collins (Minutes Press Present: Access Channel TV Citizens Present: Desjardins and Neighbors Brad E. Dyer Thomas F. Richmond (Town Manager), of Meeting) Eileen Adams (Sun Journal), River Valley David Oakes (Morrison Road), Michelle (Traffic on Mill/Third Streets) 1. Chair Martin called the meeting to order at 5:00 p.m. 2. Approval of Minutes: a. On a motion from Mr. Carlton and a second from Mr. Desjardins, the Board voted unanimously to approve the minutes of June 13, 2007. 3. Approval of Warrants and Payroll: On a motion from Mr. Carlton and a second from Mr. Desjardins, the Board voted unanimously to approve the Warrants and Payroll as listed on the agenda.
4. Department Head Reports: Because the Police Chief and Public Works Director were both on vacation, they were not present at the meeting. PUBLIC COMMENTS David Oakes of the Morrison Road was present to inquire about the status of repairs to Morrison Road and whether or not the town will be paving it this summer. The Town Manager explained that with the restricted budget, paving would definitely not be an option this year. However, the Public Works Crew has been grading, applying new gravel and will be applying calcium when the job is done. Mr. Richmond felt that the road would be in much better shape and should last for quite some time. The calcium will help reduce the dust from cars. Michelle Desjardins (and some of her neighbors) were present to complain about the large amount of speeding traffic on Mill and Third Streets. She stated that complaints have been given to the Police Department, but very little has been done to reduce the speed of traffic. There are many small children on both streets, and the situation has become extremely dangerous. Mr. Richmond asked Ms. Desjardins to refer it to the Police Chief, and if nothing is done to put her complaint in writing so that he can address it with Chief Pickett. Selectman Desjardins stated that the Chief was supposed to be patrolling during the work day, but the cruiser is always at the Town Garage. The Town Manager explained that Officer Bernier does patrol well but that problem areas need to be addressed. At the present time, two days per week are set aside for the Chief to do administrative work. He will look into the scheduling further when the Chief returns from vacation. Mr. Carlton asked Ms. Desjardins to ask her neighbors to contact the Town Manager with their complaints. She stated that Officer Howe is on at night, but there is no posted speed limit. A 25 mph speed sign is needed. The Town Manager will address the problem soon, and the Board thanked Ms. Desjardins and Mr. Oakes for their attendance.
5. Town Manager s Report: a. Roads: Morrison Road is being repaired very nicely, and the crew is also doing some patching and replacing of some culverts. The Public Works Director is on vacation until this Thursday, and Kevin Stanley may be able to get a grader by this weekend for additional road work. William Dickie Frost returned to work (7/9/07) and is helping to repair the Morrison Road this week. There have been three applications for the Public Works Mechanic position, and they will be addressed in executive session later in the meeting. Mr. Richmond explained that the Lead Man, Truck Driver and Mechanic positions are not included in the current budget, and there are not funds to cover these positions. A GMC gas tank has been ordered for the truck, and all gas tanks need to be painted during the summer to prevent further rusting. b. Town Office: Mr. Richmond stated that book closing went very well, and we re using the new budget figures. The town s auditor has been scheduled to begin work on Thursday, July 12, 2007. Due to the State Revenue Sharing proceeds the town received, the $81,000 shortfall has been reduced. The coming year should see none of the over drafting of accounts that were realized in the 2006/07 budget. If something should arise that will cause over drafting, a Special Town Meeting will be called for approval of surplus funds. c. Sewer/Water Departments: A draft of a Special Town Meeting scheduled for Monday, July 23, 2007, was included in the Selectmen s packets. The Town Manager also explained the revisions to the Mexico Water District s agreement with the Town of Dixfield.
6. New Business: a. Water Department-Cleaning Wells: The Town Manager explained that the second well in the Water Department needs to be cleaned. The first one was cleaned a couple of years ago. The cost will be $12,000 and the system will be shut down for three (3) days. The reservoir should be more than adequate to handle the needs of the town. On a motion from Mr. Carlton and a second from Mr. Desjardins, the Board voted unanimously to approve cleaning well #2 at the Dixfield Water Department for $12,000. b. Mexico Water Contract: The Town Manager presented a draft copy of the agreement to the Board and explained that a three-year agreement would provide stability to both Dixfield and Mexico regarding budgeting their respective expenses. He also stated that in order to plan for a rate increase in the Water Department, the Public Utilities Commission must be petitioned. On a motion from Mr. Carlton and a second from Mrs. Clarke, the Board voted unanimously to approve the draft letter of agreement with the Mexico Water District. Mr. Richmond will be attending the Mexico Water District meeting of July 18, 2007 and Mr. Carlton will attend also. c. Special Town Meeting Warrant: The Board scheduled a Special Town Meeting for Monday, July 23, 2007, 7:00 p.m at the Dixfield Fire Station Kitchen. This meeting is to address the following items: shortfall ($10,268) in the Police Department s budget that would have given the employees a 3.53% raise; the amount was mistakenly omitted from the Annual Town Meeting Warrant $2,500 to cover insurances and benefits for the above raises sell some of the old town dump land to the State of Maine for Route 2
construction purposes $916 to cover the costs of repairs to the library s sprinkler system Ms. Martin suggested that the Ludden Memorial Library 2007/08 budget absorb the expense of repairing the sprinkler system. Board members also would like to see more than one estimate for the repair job. On a motion from Mr. Carlton and a second from Mr. Desjardins, the Board voted unanimously to obtain at the least one more quote for repairs and not to include this item on the Special Town Meeting Warrant. Further discussion was held regarding the articles for the Special Town Meeting Warrant. On a motion from Mr. Carlton and a second from Mrs. Clarke, the Board voted unanimously to hold the meeting on Monday evening, July 23, 2007, at 7:00 p.m. at the Dixfield Fire Station Kitchen. Article 2.: On a motion from Mr. Carlton and a second from Mr. Desjardins, the Board voted as follows to approving $-0- dollars on the warrant as a recommendation from the Board: Ms. Martin Mr. Carlton Mr. Desjardins Mrs. Clarke Yea Yea Yea Nay Mrs. Clarke stated that she felt too many hands had been involved in the budget process and that a mistake had been made and the error not noticed. Article 3.: On a motion from Mr. Carlton and a second from Mr. Desjardins, the Board voted as follows to approving $-0- dollars on the warrant as a recommendation from the Board: Ms. Martin Yea
Mr. Carlton Yea Mr. Desjardins Yea Mrs. Clarke Nay Article 4.: On a motion from Mr. Carlton and a second from Mrs. Clarke, the Board voted unanimously to recommend that the town authorize the Board of Selectmen to sell a piece of the property known as the Old Town Dump to the State. d. URIP Grant: Mr. Richmond explained that the URIP Grant is for the authorization of road funds from the State and that by signing the forms for the grant, the Selectmen will ensure that the money is spent on road work. On a motion from Mr. Carlton and a second from Mrs. Clarke, the Board voted unanimously to approve the grant. e. Ludden Memorial Library Sprinkler System: This was addressed above. PUBLIC COMMENT 7. Old Business: a. Picnic Area Telephone Pole: Mr. Richmond reported that the broken pole has been repaired by Verizon. b. Sewer Department Budget: Mr. Richmond explained that the Sewer Department is looking at an increase in rates due to maintenance plans. Map photos of the town with the sewer system imposed on them will run about $4,000, and a system maintenance plan to view the sewer for problems and clogs will also add to the costs. Most homes will end up paying about $54.00 per quarter for operations and maintenance costs for sewer services. The Sewer Department is also indebted to the town for about $55,000. The Town Manager recommends obtaining a loan to reimburse the town and discontinue the practice of the town covering the shortfalls. He recommends that a Public Hearing be held to answer any questions the users may have.
After the Public Hearing, the Board can vote on a Sewer Department Budget. On a motion from Mr. Carlton and a second from Mr. Desjardins, the Board voted unanimously to hold a Public Hearing to hear comments on sewer rate increases. The following hearings/meetings will be held on Monday, July 23, 2007: Public Hearing Liquor License: 5:10 p.m., Monday, July 23, 2007, Library Public Hearing Sewer Rates Increase: 5:15 p.m., Monday, July 23, 2007, Library Selectmen s Meeting: follows Public Hearings, Monday, July 23, 2007, Library Special Town Meeting: 7:00 p.m., Monday, July 23, 2007, Fire Station Kitchen 8. Board Questions/Comments: Selectman Carlton: Mr. Carlton suggested that the left-hand side of the library gutters be funneled away from the building; the Town Manager will contact the contractor. Selectman Desjardins: Mr. Desjardins stated that there were trees with overhanging branches on Blayne Street that really need to be taken down as they are damaging some vehicle roofs. The Town Manager will look at them as soon as possible. 9. Other Business: 10. Executive Session: On a motion from Mr. Carlton and a second from Mrs. Clarke, the Board voted unanimously to go into executive session at 6:15 to discuss a personnel matter. On a motion from Mrs. Clarke and a second from Mr. Desjardins, the Board voted unanimously to come out of executive session at 6:55 p.m. No action taken.
11. FYI: So noted.. 12: Next Meeting: Monday, July 23, 2007, 5:00 p.m., Ludden Library 14. Adjournment: On a motion from Mrs. Clarke and a second from Mr. Desjardins, the Board voted unanimously to adjourn at 6:56 p.m. Respectfully submitted, Charlotte M. Collins Secretary/Deputy Treasurer /cmc Attachments