TOWN OF CHEBEAGUE ISLAND
MINUTES OF SELECTMEN
SPECIAL MEETING
Wednesday, November 14, 2007
7:00PM at the Island Hall
1. Meeting called to order at 7:05PM
2. Approval of previous minutes for November 7, 2007
Mark Dyer: Motion to accept minutes of November 7, 2007.
Leon Hamilton: Moved to accept minutes of November 7, 2007.
Herb Maine: Seconded.
Discussion: Donna Damon discussed that the ordinance revisions will not be ready by the town meeting in December. Board agreed to approve minutes with amendments.
Vote: Unanimous.
3. Approval of Warrant #9.
Mark Dyer: Motion to accept Warrant #9.
Leon Hamilton: Moved to approve Warrant #9.
Herb Maine: Seconded.
Discussion: Donna Damon, item #0177 shows barging and should state Freight. Also, wanted clarification of PO for elections clerks for 11/06/07. Mark Dyer asked about the charge for new lettering (seals) for fire trucks and rescue and if slips at the Chebeague Boat Yard are working better. Leon Hamilton asked to have warrant numbered.
Vote: Unanimous.
4. Public Comment:
Mark Dyer asked if anyone had anything to mention that is not on the agenda. Hearing none closed the comment period.
6.6
NOTE: At this time Mark Dyer stated that Mr. Grenier asked to discuss the bids for solid waste in a public session not in executive session as show on the agenda. All Selectmen were in agreement.
Mr. Grenier discussed the returned bids from Eco Maine and Pine Tree Waste.
Donna Damon asked if Eco Maine had given a bottom line. Mr. Grenier stated that they had not. Donna Damon asked to have all email and letters from the lawyers put in binders. Donna Damon asked where Pine Tree takes waste. Mr. Grenier stated they have two options landfills
and incineration. The more they burn the less the cost to Chebeague. Mark Dyer asked about single stream recycling. Mr. Grenier stated that it will happen quickly.
Donna Damon: MOTION - Take 6.6 out of order and put it after public comments and eliminate 5.2. Chris Rich seconded. No discussion.
Vote: Unanimous.
Leon Hamilton: MOTION – For the Town of Chebeague Island to accept Pine Tree Waste as contractor to remove solid waste. Chris Rich seconded. Herb Maine asked to abstain.
Discussion: Herb Maine asked who will send out letter to advise of decision. Mr. Grenier advised that he will draft a letter to be reviewed by town attorney.
Vote: Four in favor and one abstention.
Note: At this time Mark Dyer asked the Board for approval to let Mr. Grenier give a short Administrative report. All Selectmen in agreement.
Donna Daman: MOTION – to make addition to agenda of Administrator Report.
Leon Hamilton – seconded.
Vote: Unanimous.
Mr. Grenier discussed letter received from Great Chebeague Golf Club. Herb Maine stated that Mr. Clark had deferred the parking restriction on Wharf Road and was asked in the November 7th meeting to delete restriction. Herb Maine also stated to remember that this is a letter not an agreement. Donna Damon stated that a letter is not in keeping with discussion of November 7th meeting. We will have no agreement to revisit in future. Herb Maine asked that a response letter be sent to the Golf Club. Mark Dyer and Herb Maine to draft letter.
Mr. Grenier stated he had received a letter of resignation from Ginny Ballard due to health reasons.
Mr. Grenier stated that public hearing on sub division on Cart Road Acres has been postponed. He had received a fax from an attorney representing an abutter and requested more time. Donna Damon: MOTION - Asked that all residents on Cart Road be advised of public meeting in December. Herb Maine seconded. Discussion: Donna Colbeth discussed concerns of right of way to shore and the lot itself. Mable Doughty the pointed out that laws have changed and this lot is now buildable, this will set an example.
Mr. Grenier discussed the November 28th meeting and Wharf Road project on Cousins Island.
Donna Damon commented that she understood that the Town of Cumberland would reimburse the Town of Chebeague nearly $4,000 for the remainder of the design work. Mr. Grenier stated that this was not the case.
5.1 Mark Dyer – Do we need to go into Executive Session? Do we go in and come out to do #6.3, 4 & 5? If we go into Executive Session itšs only to talk about individuals, not terms and charges. Is it the will of the Board to go into Executive Session?
Donna Damon – So Moved: Motion to go into Executive Session for the purpose of discussing individuals that have applied for committees. Donna Colbeth stated that she feels that it is a mistake to exclude anyone that has applied. Herb Maine, no one will be excluded as we need a working group. Mark Dyer, vision that there would be a core group that does mention voting with sub committees. Mabel Doughty stated that it would be a mistake to exclude anyone that had volunteered and may discourage people from participating in the future. Donna Damon stated that it should be comprehensive and needs as many voices as we can get. Also, we should have members from the school board. Herb Maine stated that there is no need to go into Executive Session as we will accept all who have applied. Donna Damon withdrew her motion to go into Executive Session.
6.1 Mark Dyer asked for input on Finance Committee. Mark Dyer advised that he seešs this as mostly advisory, making suggestions to the Town Administrator. Donna Damon stated that the budget committee is totally different from Finance. Mr. Grenier stated that there will be a number of places that will benefit from suggestions. Herb Maine discussed the fact that David Hill and John Wilson could be financial advisors and not a committee. Mark Dyer asked if it is the will of the Board not to form a committee at this time, but use their expertise. Board was all in agreement.
Mark Dyer asked for input on the Budget Task Force appointments. Herb Maine discussed the need for Mr. Grenier and Mr. Hadley to sit down with a group and set goals for the town.
Herb Maine: Motion : move to approach the school board to request we create a joint task force with a charge to define the overall budget process to prepare for the 2008 annual town meeting and referendum vote and recommend one Selectmen and the Town Administrator and two school representatives whose term will expire when a process is approved by both the School Committee and the Board of Selectmen. Leon Hamilton seconded. No discussion.
Vote: Unanimous.
6.2 Mark Dyer asked for input on the Cemetery Committee. Herb Maine: Motion to adopt cemetery charge as follows: The Chebeague Cemetery Committee will be a standing committee of the Town of Chebeague Island. The Committee will be advisory to the Selectmen and will have no independent authority. The committee will advise the Selectmen on the operation of the Chebeague Island Cemetery including, but not limited to: regular maintenance (cutting, mowing, etc); stone repair and cleaning; special maintenance projects; long range planning; fees and charges; regulations and rules; and financial matters relating to the cemetery. At lease once a year the Cemetery Committee will meet with the Selectmen and report on the state of the cemetery. The report will include maintenance recommendations, annual budget recommendations and other information as may be appropriate. The Selectmen may request advice of the Committee on various subjects relating to the cemetery. The Town of Chebeague will hold all cemetery funds and will be responsible for the sale of lots and the maintenance of cemetery records. The Selectmen will include a warrant article at the Annual Town Meeting for the care and maintenance of the Chebeague Island Cemetery. The committee will consist of 5-7 members who will have three year staggered terms. The committee will meet a minimum of four times annually. The committee members will be appointed by the Board of Selectmen. Donna Damon seconded. No discussion.
Vote: Unanimous.
Mark Dyer asked for input on the Comprehensive Plan Committee.
Donna Damon discussed the need of members, two Selectmen and two School Board members for this committee. Leon Hamilton asked about limiting the number of voting members and non-voting members. Herb Maine advised that there is no need for a quorum. Mark Dyer asked if it was being suggested that all members that are appointed should be able to vote. Mable Doughty said yes, people want to be involved. Leon Hamilton asked how much authority the committee has. Herb Maine stated that the Selectmen can approve or disapprove warrants. Mark Dyer asked where all the information goes. Donna Damon stated it goes to town meeting. Herb Maine stated that the town has to accept recommendations. Mable Doughty discussed that what we have in place now is the Town of Cumberland plans, this will be our plan. Donna Damon stated that a specific item that would draw people in to meetings needs to be publicized. Mark Dyer asked about the need to post meetings. Donna Damon explained that all committees must post meetings. Mark Dyer stated he was leaning to a core group of voting members, but willing to go with change. We need the ability to add or remove names if people do not participate. As a Selectman I would like that ability. Also, a time line is needed. Leon Hamilton discussed the power of this committee and asked about terms. Donna Damon discussed that this is not an on going committee. Mark Dyer asked for motion. Donna Damon moved to establish a comprehensive plan committee with charge finished by 2009 town meeting. Appoint all people plus two more from Selectmen and school board. Also, the Board of Selectmen reserve the right to appoint. Chris Rich seconded.
Discussion: Donna Damon wanted to discuss the need of Selectmen and School Board members on committee. Education is an important part of the plan. Herb Maine wanted to specify term ends 2009. Herb Maine added three more names to the list of potential members: Stephanie Martin, Hank Whetham and Steve Todd. Herb Maine also stated that the need to present plan by 2009 town meeting, but if rejected it will continue to 2010. The charge needs to give guidance, adhere to State Planning guidelines. Also, feels committee should be smaller and specify how committee is chaired. The committee should function independently and suggests that it has no co-chair.
Chris Rich stated that the committee should elect chair amongst themselves. Herb Maine read the following charge: That a Comprehensive plan Committee be formed: 1. With a maximum of eleven (11) seats, and a minimum of seven (7) seats initially appointed by Selectmen, optional four (4) self-appointed. Vacancies fill by Selectmen appointment. 2. With authority to appoint advisory sub committees as required. 3. With all terms ending at the 2010 annual town meeting or upon plan approval by town meeting and relevant state authorities. 4. With a charge to develop a comprehensive plan reflecting the central issues relating to the Chebeague community and developed within the framework documented in the Maine State Plan Guidelines. 5. With a committee-elected chair that does not already hold the chair of an existing town body. 6. With direction to produce an interim report to the Selectmen before May 1, 2008 and a comprehensive plan document by the 2009 annual town meeting subject to further requests of the Selectmen for reporting. The Selectmen attempted to create a charge for the committee, but felt there were to many issues on the table so it needs more thought. Donna Damon discussed the need of a range of number of people on committee, maybe 15 to 30 members. Mark Dyer asked if it is the will of the Board to table this discussion until the meeting of November 28th, 2007. Donna Damon withdrew her motion and said she will try to draft something before the next meeting.
Mark Dyer asked for motion to adjourn meeting.
Herb Maine: Motion to adjourn meeting. Leon Hamilton seconded
Meeting adjourned at 9:30PM.
Vote: Unanimous.
Respectfully submitted by Susan Campbell, Town Clerk