Meeting was attended by Selectmen Ronal Patch and Selectmen Jason Cole

Laura Bragg addressed Selectmen and explained the Charter Petition has been certified and that enough signatures have been verified so it will be on the ballot in June. She provided Selectmen formal notice as required and has been in contact with the Town Attorney and the MMA on what steps to take next.

Ms. Bragg requested the Selectmen read and approved the minutes from the last couple meetings. Which they did.

Ms. Bragg asked about the cover of the Town Report..Do Selectmen want this to go out to the kids to draw as we have done in the past? Yes..the Selectmen liked the idea.

Residents Questions:

Glen Stadig asked if anything has been done on providing reports and information to residents by PDF file? This would save paper, toner and time versus printing and cost next to nothing to implement. There was some confusion over the way software works, Glen explained how it operates and the Selectmen will look into it.

Chris Gilpatrick asked if anything had been decided on the keys to the Transfer Station and the commercial hauler? There had been some discussion but nothing has come of it yet. There would be more discussion.

Chris Gilpatrick also asked why the Town Website changed the Selectmen Workshop to Selectmen Meeting? Laura Bragg said she made the change and Selectmen Cole explained that if they needed to sign a pole contract for example they could do this easily during the day versus bore the public doing it at night. Concerns were expressed that other business could be done and would be done without proper public oversight and the daytime meetings do not provide the general public access due to work etc.

Glen Stadig asked about the dirt fill being spread at the lot on route 202. Stadig was going to check with the CEO but asked Selectmen if they new anything about it. He had heard it was hazardous waste that was being relocated in town. Selectmen said they had received several calls with concerns and that the CEO had checked with the State and it was o.k. The dirt may be used as long as the property is not used for certain things like day care etc. This doesn’t seem to make sense that hazardous waste should be allowed to be used in this manner without any treatment. It could affect abutters wells, pets, and more for what? The dirt is believed to contain oil, acids, and other contaminants from a Junk Yard. It was discussed and Selectmen Cole said he would get the contact the CEO spoke to Mr. Stadig. Selectmen Patch said he understood the dirt was previously on a flood plain and had to be moved. It didn’t make sense to anyone that the new usage was allowed. The new lot is near residences, and is rather wet and swampy itself so the contaminants could easily spread to run off.

Video of the meeting may be downloaded directly here (right click “save as”) and 37 min  long.  You may also view the 5 min preview below and watch the entire video online by clicking links below the preview. Alternatively you may view the entire online video library here.

Watch 12-01-09 Lebanon Maine Selectmen Meeting in News |  View More Free Videos Online at Veoh.com

Meeting Highlights:

Fire Chief Skip Wood was explaining the cost and options for a new Fire Truck to the Selectmen and fielding questions. Much of the discussion focused on the overall cost, finance options such as a bond, and various models of engine and options that would meet Lebanon’s needs.

One of the problems cited is the need to have good capital improvement account to fund a large expense like and engine and the fact according to Mr. Wood they need an engine now. Numbers varied from $245,000 – $380,000 depending on options and if they could find a “demo” vehicle or not. Selectmen Cole asked about getting a smaller truck like a Ford F550 which could carry several people, a foamer, Jaws of life etc that could be used to quickly respond to accidents, since this accounted for the majority of the call volume. Chairman Frizzell felt the body wouldn’t last as long as a real engine would. Trade-in and value of the old engine was discussed.

9:21 Ray Davis addressed Selectmen
A resident on Upper Barley requested he place a dead end street sign be placed on the street, is this o.k.? It was discussed and checked with the CEO that yes the Dead End signs could be placed. The road is only passable by off road vehicles and hopefully this would prevent someone from attempt crossing with a regular vehicle.

Mr. Davis also inquired about moving stuff 8am tomorrow, it was confirmed

Mr. Davis explained Sewel Shores residents have been asking about road work. A meeting is scheduled for the 15th. Town has spent 80k on the bottom portion, they want road corner changed. The 300′ of work they want could be an easy 100k estimated cost.  Selectmen felt they had done enough to accommodate the needs and that the monies could be better spent elsewhere. Nothing will be done until the meeting.

Sue Collins Addressed Selectmen regarding a couple residents contesting the Tax Abatement denial. One property was fairly taxed the other will be looked into further. Selectmen Cole is following up.

Brian Rainaud the Code Enforcement Officer addressed Selectmen. They went into executive session for roughly 11 minutes.

Jane Gerrish approached Selectmen and requested permission to contact the towns Attorney Alan Sherphard on a matter of foreclosure. Selectmen said it would be o.k. this time.

Sue Collins Addressed Selectmen regarding the wording for a letter to the department heads on preparing budgets. Do they want it to state no increases in budgets? This needs to be decided quickly so they can be sent, the Department Head meeting is approaching quickly on 12/15.

Ms. Collins also stated she was attending a meeting this week on getting residents the Weatherization kits. She is hoping they are handled like they were last year, but fears they may make things more complicated than necessary.

Ms. Collins also stated that Richard Nass called and recommended build America bonds as well as HLS and FEMA grants for potential sources to finance Fire Truck.

Ms. Collins said at 11:45am tomorrow at the Fire Station a resident who is 106 years old will be recognized.

Ms. Collins has attempted to contact the home health visiting nurse as requested by Selectmen. She has yet to receive a response. Selectmen want to meet with them over clinic.

Ms. Collins asked is Selectmen support having an Auction in spring on foreclosed properties? If so things have to happen fast to have everything ready and allow for proper notice, to have it done before April 1st. The benefit is tax bills can be cut cleanly and it keeps things in order. Selectmen supported this

Selectmen Cole stated the Assistant Animal Control Officer has been laid off

Selectmen Cole had to leave…

Cindy Arroyo addressed Selectmen – 18 bags of clothes need to be laundered for clothes pantry. She left momentarily and returned later stating Jim Boucher and Ms Tibia are donating laundry services to cover the expenses.

Ms. Collins provided a proposal from Paul Andrade about the school for Selectmen to review, she also provided copies of the minutes for Selectmen to review & approve.

10:19 – Christine Torno and Cindy Arroyo met with Selectmen on a personal matter

Video of the meeting may be downloaded directly here (right click “save as”) andis 1 :15 min  long.  You may also view the 5 min preview below and watch the entire video online by clicking links below the preview. Alternatively you may view the entire online video library here.

Watch 12-01-09 Lebanon Selectmen Workshop in News |  View More Free Videos Online at Veoh.com

• Sealed bids were opened for the Generator Project. 6 bids were received
• Sign SAD 60 warrant
• Winter Sand Bid was awarded to Interstate Soils (Chairman Frizzell’s Company)
• It was announced Sen Richard Nass will be at the Lebanon Elementary School Oct 14th 7pm to explain the State Excise Tax referendum and field residents questions.
• November Municipal Ballot -  Glen Stadig asked what the status was of the November Municipal Ballot due to an article published in Observer the prior week indicated a potential for the town NOT to have one. This did not agree with the promise of the Selectmen to the Budget Committee to place any essential services items voted down in June back before the people. It also didn’t make sense because there had been discussion since July at every Selectmen meeting over the Town Manager plan being placed on the November municipal ballot and further discussion over the pending Petitions and their deadline.  Selectmen said it would be decided tonight and discussion ensued.  – - – -  In November the town will be having a ballot for the State so the polls and staff need to be set-up and committed, it makes good sense to have a Municipal Ballot at the same time particularly given the anticipated high voter turnout. Chairman Frizzell stated his concerns were financial with the uncertainty of the excise tax looming.  Selectmen Cole speaking as a resident, explained how Lebanon Rescue will save thousands by acting quickly, and how mechanical failures have caused missed calls which not only cost revenue, but more importantly could cost lives.  He further reminded everyone that not only would the new ambulance generate new revenues, but because it will serve as a back-up it will ensure we are able to maintain the present revenue accustomed to. As a Selectmen, he rallied for the other Selectmen to maintain moral and ethical certainty by having the ballot as promised. How can the Budget Committee or the residents have any faith in the board if we vote not to have a ballot? he explained.  Selectmen Cole and Residents in attendance urged the Selectmen to do the right thing, and let the people have a say. There was lengthy discussion which at times diverged.  Chairman Frizzell eventually asked to see the video of the budget meeting and a recess was taken so he could observe several minutes of video that showed Judy Churchard (Former Chairperson) Selectmen Cole and Himself before the Budget Committee. Selectmen Chairperson Churchard promised the Budget Committee several times “you have our word, essential services voted down would be revisited”. This was a key matter in gaining Budget Committee approval. Chairman Frizzell upon returning from the recess and five minutes of silence spoke stating he hoped he was doing the right thing but was voting AGAINST the ballot. Not one of the residents in attendance could understand why and left in dismay and utter disbelief.  Selectmen Patch remained quiet through most of the proceeding,  stated he told voters during his campaign he would not support a special town meeting, even though Selectmen Cole explained a November municipal ballot was NOT a special town meeting. This left the decision squarely on Chairman Frizzell.    There was much discussion which occupies most of the meeting…I recommend you watch the video to see all the dialogue. —– I would like to acknowledge Mr. Coles efforts in trying to encourage and explain to the other Selectmen to do the right thing. In my opinion it was a despicable act that the Selectmen would in the end go back on their word and not have a ballot. Particularly with the arguments and reasons they provided. – You be judge….

• Of Course there was more…..

Video of the meeting may be downloaded directly here (right click “save as”) and is 940mb and is 2:05 long. The Audio only MP3 file may be downloaded here 58mb (right click “save as”). You may also view the 5 min preview below and watch the entire video online by clicking links below the preview. Alternatively you may view the entire online video library here.

Watch 09-15-09 Lebanon Maine Selectmen Meeting in News |  View More Free Videos Online at Veoh.com

I believe if Selectmen meet they should record  minutes and at a minimum these should include, the topics discussed, matters addressed in reasonable detail and indicate persons in attendance.  Having minutes of discussion, action and decision can help protect the town in legal matters and also explain the reasoning for taking a particular course of action now and also to others days, weeks, months and years from now. Minutes are also one of the only tools at the Selectman’s disposal to communicate there work to the residents as well as Selectmen whom may have been absent from a meeting. Detailed minutes also provide the chronology of events so you can demonstrate courses of action and avoid he said, she said, discussion that occurs repeatedly at meetings.

I have sit on many Safety Committees and Project Committees in my life. Minutes were always used as the core tool to manage committee business and action items as well as share the Committees progress on same. It’s my opinion Town business is no different and if anything Town minutes should provide greater disclosure of detail not less.  If you compare Lebanon’s minutes to say Wells or Berwick you will see what I mean by the Old / New business philosophy and the detail they include. We compare ourselves to these towns in many other ways why should administrative minutes be any different.

The Selectmen could simply institute policy and start maintaining minutes and improving on them on their own but that would appear unlikely. To require it, a referendum would need to be created and added to the ballot.

What do you think…  Am I way off base in my thinking?

Observations:

• It was  painful to observe the Budget Committee members try to sift through the budget line information. It wastes the Budget Committee’s time trying to figure out what figures are what versus productively reviewing items and asking questions.  It further limits any analysis since the information reviewed by members at home appears to often changes upon arrival. Several Budget Committee members voiced their frustrations to Selectmen and were told that in July the budgets will be input accurately and next year the information will be accurate and standardized. The Fire Chief Skip Wood had excellent records but there appeared to be a disconnect between his figures and the Towns.
• The Fire Department needs new engines and trucks to replace older equipment that is expensive to repair and maintain. The 2009-2010 budget does not have any allowances for a new Engine which would cost over $380,000. A Budget Committee member inquired about purchasing used equipment and was told this is an option and could save 25-35%.  Leasing was also discussed as in the past we paid in full to limit expenses and liability.
• Mowing of the Transfer Station was re-visited from last weeks budget review. $350 was spent for seven cuts last year. The committee believed that expense should be included under the Town’s contract and not extra. Selectmen concurred and the item will be removed.
• Budget Committee Members questioned Selectmen regarding cutting personnel at the Transfer Station. If persons had be terminated due to reduced hours how is it decided who is let go? Is it by seniority, hours worked weekly or some other metric? Selectmen Churchard explained it is the Department Head’s decision. Selectmen were further asked how two people could be hired in the last year or so at the Transfer Station (one being the Dept. Head’s wife)  without a public notice or any approval? No answer was provided.
• The perceived conflict of interest caused by having Town employees, Contractors, and their spouses on the Budget Committee was discussed. Many members stated they have voted against there own departments budget and other said they provide input and discussion but abstain from voting. Laura Bragg commented she contacted the Maine Municipal Association (MMA) and they recommended the Selectmen create a policy addressing the matter. The Selectmen said they would create a policy and it will affect ALL boards and committees. Selectmen Jason Cole also stated for record that he does NOT vote on any matters involving the Rescue department.  Mr. Cole besides being Selectmen is also the Assistant Rescue Chief and his wife is Rescue Chief for the Town.
• Chris Gilpatrick has offered to be the constable at the Transfer Station to prevent out of state and unstickered vehicles from dumping.
• I need a longer tape, a shorter meeting or I need to go back to the webcam…I missed the last 12 minutes or so.

The video of the meeting may be downloaded directly here (right click “save as”) and is 333 mb and 1hr 32min long (Meeting ran about 1:45). The Audio only MP3 file may be downloaded here 59mb (right click “save as”). You may also view the 5 min preview below and watch the entire video online by clicking links below the preview. This link also takes you to the online video library. Official Minutes can be viewed here when available.

Watch 03-05-09 Lebanon Maine Budget Committee Meeting |  View More Free Videos Online at Veoh.com