TOWN OF CHEBEAGUE ISLAND

BOARD OF SELECTMAN MEETING & WORKSHOP

WEDNESDAY OCTOBER 24, 2007

 

Present: Mark Dyer (Chair), Herb Maine (Vice-Chair), Donna Damon, Chris Rich, Leon Hamilton.

 

1.        Workshop called to order at 6:22PM.

 

1.A Cemetery Committee:

 

Donna Damon opened the discussion about the Cemetery Committee by noting that six people had applied. She said, perhaps the committee membership should reflect all six applicants and then post for a seventh slot. She stated that we need to keep it simple. Herb Maine stated that he had a conversation with Dianne Calder. Herb Maine asked Donna Damon about term limits. Donna Damon suggested we keep all committees the same with staggered terms. Leon Hamilton suggested that one of the charges of any cemetery committee should include a financial report to be submitted to the Board. Donna Damon agreed. There then occurred a general discussion among the Board members concerning whether the committee should be part of the municipal umbrella or a separate entity. The selectmen seem to agree that the cemetery committee would operate under the Town, comprise of five to seven members,have staggered terms as other appointed committees and report back on the financial status of investments and costs to maintain the cemetery. Herb Maine asked Ron Grenier if we need a warrant and/or article to receive the perpetual care funds from the Town of Cumberland. Ron Grenier was not sure, but will look into it.

 

                  1.B Comprehensive Planning:

 

Donna Damon discussed number of people that had applied. Leon Hamilton stated that he is concerned about the business community not being represented. Mark Dyer asked the public in attendance if any one had an idea of how many members should be on a committee. Maryanne Brenton stated nine is a reasonable number and have sub-committees. Donna Damon stated that MMA has no guidelines on number of people. Beverly Johnson stated that we need everyone that shows an interest. John Ash suggested that the Board look for people to fill slots to represent the business community. Herb Maine read from a document he previously prepared for the selectmenπs consideration on the composition, terms and roles of various committees.

Ron Gr enier advised the Board that perhaps a core group or steering committee should be appointed similar to the Transition Committee approach with a number of sub-committees. He further stated that the State Planning Office is ready and waiting to guide all members of the Comprehensive Plan Committee. Beth Howe indicated that either a very large committee model or one with a core group supported by sub-committees would work. Donna Damon stated that she thought it was very important that the member ship be as broad as possible so that as many stakeholders as possible would be represented. She said that it is important that all voices are heard. She thought the large number of participants in 2000 was effective.

 

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Mark Dyer – Chair: Closed workshop portion of the meeting.

 

 

 

1.        Mark Dyer – Chair – Called Board of Selectmenπs Meeting to order 7:18PM

 

2.        Approval of minutes from October 17, 2007 meeting.

 

Mark Dyer asked for a motion to approve the minutes from Oct. 17^th meeting. Leon Hamilton moved that minutes from the October 17^th, 2007 meeting be approved. Herb Maine seconded.

Discussion: Leon Hamilton wanted the sentence stricken from the minutes about receiving a letter from Jon Komlosy. Leon Hamilton stated that it was just a verbal discussion and he suggested to Jon Komlosy to write a letter to Mr. Grenier. Donna Damon had a number of amendments and it was agreed that minutes would be revised accordingly

Herb Maine moved to accept minutes with amendments. Leon Hamilton seconded.

Vote: Unanimous.

                 

3.        Approval of Warrant #6.

 

Ron Grenier discussed that he had added items to the warrant after it was printed. The checks added were for Bureau of Motor Vehicles and Paychex. Herb Maine asked if the expenditure to Clean Harbors was for the hazard waste day held at the Public Works Garage. Ron Grenier stated yes. Leon Hamilton asked about expenses for GIS. Ron Grenier explained that it is for licensing and fees for the Island Fellow to do mapping work. Beth Howe also explained itπs for the software.

Herb Maine – moved to accept Warrant #6 as presented. Chris Rich seconded.

Vote: Unanimous.

 

4.        Public Comment:

 

Mark Dyer asked for Public Comments. Seeing and Hearing none, the Chair continued with the next agenda item.

 

5.        OLD BUSINESS:

 

5.1    To see if the selectmen will appoint one (1) Selectmen to serve on the Islands Coalition.

 

Donna Damon discussed the differences between the Island Institute and Islands Coalition. Donna Damon stated that she is doing this now and attending meetings held in Rockland. Mark Dyer asked Donna Damon if she would consider keeping this position. Donna Damon stated yes one year. Leon Hamilton moved to appoint Donna Damon to

 

                                                                                                                                               

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serve on the Islands Coalition to represent the Town of Chebeague Island for a one year term. Chris Rich seconded.

Vote: Unanimous

                                                                                                                                               

 

5.2    To see if the Selectmen will designate their representative for the Town of Chebeague

Island on the Greater Portland Council of Government.

 

Ron Grenier stated that he had looked into the web site and his impression was that the organization appeared to be more for elected officials rather than Administrators and Managers to exchange ideas. Ron said he spoke with director and understood that it is more of a legislative body and that the membership fee if $750.00. Donna Damon explained the resources and information exchange that this organization provides. We can receive information on mapping, transportation and many other things. Also, itπs worth the membership as you get to meet people from the Greater Portland area that have wonderful technical expertise. Mark Dyer asked how often this organization met. Donna Damon stated she wasnπt sure. Leon Hamilton asked to table this item and look into warrant at town meeting. Leon Hamilton – motion to table. NO second.

Beth Howe advised that she and Thea Youngs are going in to take advantage of their technical resources in the near future. She believes we should belong to it for at least the first year. Donna Damon advised that this is a great source for census and grant information as well. Donna Damon pointed out that the $750.00 for membership for memberπs was included in the budget under memberships. Beverly Johnson agreed and thinks itπs a great resource, based on her experience as a member in the past. Donna Damon stated we should belong for the first year and if we feel after that we do not need or feel that itπs not worth the membership we can just not renew. Ron Grenier stated that after hearing all the positive information that he might be interested.

Herb Maine moved to appoint Ron Grenier to be Town of Chebeague Island representative on the Greater Portland Council of Government. Leon Hamilton seconded.

Vote: Unanimous.

 

5.3    To see if the Selectmen would consider for approval an agreement between the Great Chebeague Golf and the Town for an interim solution to parking along Wharf Road for public safety and the winter season.

 

Mark Dyer asked Mr. Grenier if he would like to open discussion. Ron Grenier stated that he has a four page report or recommendation .Before making his presentation, Mr. Grenier apologized for not keeping the Board in the loop while this matter was under way. Mark Dyer advised that he too was apologizing to the Board for not communicating to them on what Mr. Grenier had told him. He pointed out that he thought he had asked Mr. Grenier to e-mail everyone with a heads up. Ron Grenier then explained that about six or eight weeks ago the DPW crew and he were planning for winter operations .He said he asked the DPW crew what concerns they have for winter in

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terms of snow plowing and road conditions. They also discussed the need of trenching and slopping of the roads due to the water and ice that accumulates on the roads. He said since then the Public Works Department has done a phenomenal job being out trenching and clearing culverts. Ron asked them what the problems are down on Wharf Road. They discussed the problems of cars left on the sides of the road and down on the wharf. Beth Howe discussed the fact that we need the DEPπs permission to complete the requested project. The DEP has concerns about changing lands permeable to water and lands that are not permeable. We will need a certain amount of buffer. Ron Grenier explained that the way we are doing this is with a storm drainage by rule permit with the DEP. What this means is we file the application and tell them what we are doing. Ron Grenier stated that our Code Enforcement Officer spoke with DEP and approval of the permit has a better chance if we do what Beth is advising.

 

Herb Maine asked if we wanted to enter into such a formal agreement? Herb Maine felt that the presentation was not complete and he would not recommend approval .He did not believe we needed a formal or legal agreement, referring to the hall project and how that was handled. Herb Maine also stated that the Selectmen should not enter into agreements that require them to make specific ordinances. Herb Maine said he believes a letter of intent or just a letter should suffice and should be taken under advisement.

Kitty Freeman stated that the Wharf Road and pier needs to be policed more. Ron Grenier advised that Tom Adams was here to show us the plan which is why it was not in the selectmenπs packet.

 

Leon Hamilton asked to table this and take it up at a later date. No Motion was made.

 

Beth Howe stated that the Comprehensive Plan Committee should also work on the long term solutions to the parking problems. She also stated that she would be surprised if the DEP would grant permits where the water drainage is not dispersed. Herb Maine offered his scanner and plotter to make copies for this plan if needed. Mark Dyer stated that it would be no surprise if no action will be taken tonight. The Selectmen need to take into consideration various possible solutions to this. The boundary lines need to be found and then take the offer from the Golf Course into consideration. Mark Dyer also stated that this is a band-aid to the Stone Pier problems. Heπs had several commuters voice concerns about this and that we need to start some where. Mark Dyer discussed the policing of the pier now and that it will not work. We need to have a parking officer hired now and asked not to table that part of the discussion. Donna Damon discussed scofflaws on the pier. Is this a discussion about a bans every day or just during a storm? We need a further discussion on rules.

 

Ron Grenier explained that he approached the Golf Course with the Public Works Department and Paul White. We will need to follow the DEP guidelines in regard to shore lands, abutters, etc. The whole matter of parking is a long range and not a short term solution . Ron Grenier advised that this project involves labor and materials already in the Townπs possession. A t this point we conceived a plan that will involve some drainage

 

 

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And moving earth with the town equipment. The earth will be moved to a site already designated by the Golf Course. There will be at least twelve (12) more parking spaces to alleviate the parking problem and help with public safety. Ron Grenier stated he had five (5) specific recommendations.≤ One is to authorize me to enter into an agreement on behalf of the Town≤. Mr. Grenier stated that Doug Clark had drawn up the agreement for the Golf Club. He also advised that steps should be taken to appoint a person to fill a parking control officer with limited duties for the winter seasons and to communicate to the residents any of the parking restrictions for the winter. Doug Clark discussed the Golf club would be giving 26 (twenty six) spaces for extra parking and would like restricted parking area in return on certain fairways along Wharf Road to South Road.

 

Leon Hamilton asked about the 15 (fifteen) spaces shown on the drawing that was presented. Doug Clark advised that it is the area now taped off on Wharf Road. Herb Maine asked about the boundary lines for the Golf Course. Doug Clark stated he did not know. Tom Adams stated that the easement is some where near the rail fence. Donna Damon stated that the Town of Cumberland did a survey and asked Mr. Grenier to research this. Donna Damon stated that the Board needs more information. Donna Damon stated that this is a wonderful opportunity to talk to the Golf Course. Donna Damon asked Ron Grenier if Peter Lowe had reviewed the agreement. Ron Grenier responded that he had not shown it to Peter Lowe. Herb Maine asked about the boundary lines for the golf course. Doug Clark stated he did not know. Tom Adams stated that the easement is some where near the rail fence. Beth Howe wanted it known that Tom Adams has done this as a volunteer. Mark Dyer stated to bring in more information and the Selectmen should not ignore parking problems at the pier.

 

Leon Hamilton – motion to move this item to a later date. Donna Damon seconded. Discussion: Donna Damon stated that it is really important to have accurate information. Mark Dyer asked if the motion included NOT accepting the parking officer. Leon Hamilton stated that if you want to advertise go ahead. Mark Dyer asked if there was any further discussion. Tom Adams said that seeking of more information will be costly to the Town as it will require a surveyor. Herb Maine once again stated that he will not recommend entering into a formal agreement. This should be kept informal and stated that the drawing is fine by him. Mark Dyer asked is there was any further discussion.

 

Leon Hamilton moved to table this item until a later date with the exception of the parking control officer that will be advertised. Herb Maine seconded.

Discussion: Mark Dyer wanted the Board to come to some kind of a decision on the parking control officer and what to do next about the proposed project. Herb Maine discussed the use of town equipment that a letter of intent will be fine not an agreement. Donna Damon asked where the gravel will come from for this project do we have enough. Ron Grenier stated that we have enough. Mark Dyer at this point asked to have the motion repeated and asked for a vote.

Vote: Unanimous.

 

 

 

 

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Ron Grenier then informed the Selectmen that the Parking Officer position is currently funded at $15.00 an hour, at six days, for 40 weeks. He asked if he had the latitude to change this if he deemed it appropriate from an organizational pay scale perspective. Mr. Grenier also expressed concern about any interested part time employee who might want to cobble together two jobs and then perhaps become eligible as a full time benefited position

 

 

Mark Dyer asked to set the date for the next meeting. Leon Hamilton moved to set meeting date for November 7^th, 2007. Donna Damon seconded.

 

                                    Mark Dyer asked for motion to adjourn meeting. Herb Maine moved to adjourn.

                                    Leon Hamilton seconded.

Vote: Unanimous.

                                   

                                    Meeting Adjourned at 9:13PM

 

 

 

                                    Respectfully submitted by Susan Campbell Town Clerk.