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11.02.22 7pm

Meeting date: 
Wednesday, November 2, 2022

MINUTES FOR SELECT BOARD MEETING

Wednesday, Nov. 2, 2022 - 7:00PM at the Hollis Community Building

Attendees: Select Board members - David McCubrey, John Rogala, Mary Hoffman; Martha Huff, Town Clerk; Debbie Tefft, Director of Parks and Rec; Dawn Lundeen, Administrative Asst. for Parks and Rec; Bennet Flinner Select Board Office Asst; Broadcasting Crew: Ken Knudsen, Tiffany Dean; Public - Anthony Patane, Harlan Huff.

1.   Meeting called to order by McCubrey at 7:00pm.

2.   Old Business 

               a. Meeting minutes 10/05/2022 - On the motion of Hoffman and Rogala, the board approved meeting minutes as written. Passed 3-0.

               b. Not Real Estate Property Bids on Office Equipment due November 2, 2022. 2 photocopiers and 12 digital desktop phones. Opened one bid that was received - (1) from Cube Enterprises for $21 for the Bizhub 223 photocopier.  Bid was accepted by Hoffman and Rogala, passed 2-0-1 (McCubrey recused)  Remaining items were not sold. Therefore, the Select Board will accept requests in writing that item be donated until November 16, 2022, then Town will recycle or discard.               

               c.  Sand Bids are being accepted by the Town until Nov. 16. Bid information will be listed to our Town's website. 

3.   New Business

      a.  Special Town Meeting - On the motion of Hoffman and Rogala, the Select Board scheduled a Special Town Meeting for Nov. 17 2022. Passed 3-0.

McCubrey opened discussion regarding the articles of the warrant for said meeting - Article 2 " Shall the Town vote to appropriate funds received from increased fees for the before and aftercare program in the amount of up to $61,000 to the Town Parks and Recreation account for Recreation Department staffing purposes and to authorize the Select Board to expend said funds during FY 2022-23 for the purpose of increasing Recreation Department employee salaries and hiring additional Recreation Department employees?"   Hoffman explained that the article was created after a public meeting where the parents of the children who attend the before and after care program were in support of increased fees in order to increase the wages of the Parks and Rec employees and assist in helping to find a new Assistant Director. McCubrey asked how the amount based and Hoffman replied that it was a data analysis provided by a member of the Finance Committee based on estimated number of children in each program and increased fee amounts.  McCubrey stated that the Rec's weekly revenue for before and after care over this last year is not what was projected and even less revenue than last year; he suggested a fee scale. Per the Treasurer, the revenue received for Parks and Rec for before and after care for this past September was $9,853 and October was $3,658.  McCubrey feels the financial information needs to be obtained and analyzed again in order to get more accurate numbers.  Dawn Lundeen the Administrative Assistant for Parks and Rec explained that she has been doing the Assistant Director's job and putting the children of before and aftercare first instead of doing her job, which is to collect the fees. She is behind on her deposits.  Dawn explained that she has had to fill in for counselors that call out sick, which is not unusual since they are working with closely with school children who are often sick. Also, Debbie Tefft was out unexpectedly due to a death in the family and she had to fill in at that time as well. Debbie Tefft explained that the difference in fees received in September and October and inferring that people aren't paying their fees it not entirely true, it is because of the lack of staff in that function. She stated that they have more kids than last year so she doesn't understand the revenue discrepancy. Tefft also indicated that she cannot speak to the financial numbers in the article being discussed because she had not seen the warrant before this evening. In regards to hiring a new Asst Director, she was told the board was in charge of hiring and firing and has not made an offer to the applicant she prefers for the position. She did reach out to her to discuss required pay, etc and has not heard back. Anthony Patane made a public comment recognizing efforts to keeping the program afloat and thanked the board and rec employees.  McCubrey stated that he believes this article may be fraudulent since the numbers are incorrect. Hoffman suggested amending the article to change the amount that is certain for the increase of fees this year, which is $48,000.  Martha Huff suggested the board consider wording the article more simple and ask to fund this position out of the general fund.   On the motion of Hoffman and Rogala the Select Board amended the article to change the amount of appropriation to $48,000 and approved the article as such.  Passed 2-1-0 (McCubrey against). 

Article 3 - "Should the Town vote to amend the Marijuana Business Ordinance of Town of Hollis, Maine to change the word "marijuana" to "cannabis" throughout the ordinance as recommended in LD 1957?"  On the motion of Hoffman and Rogala the Select Board approved the article as written. Passed 3-0.

      b.  Appointments – Ballot and Election Clerks for Nov. 8, 2022 General Election. On the motion of Hoffman and Rogala, the Select Board appointed list of election clerks and warden Lila Wilkins, Passed 3-0.

      c.  Policy #2 – Holiday policy – amended by adding a Christmas Holiday on Friday, Dec. 23, 2022. On the motion of Hoffman and Rogala, the Select Board approved amendment to holiday policy #2 and added Dec. 23, 2022 as a town holiday and office closure. Passed 3-0.

      d.  Payroll and Warrant Totals: Warrant last week $14,424, Warrant this week $289,975; Payroll last week $12,197, Payroll this week $35,376.

      e.  Purchase Orders: #4178 to Eastern Salt Company for 1200 tons of salt delivered at $76.21 per ton not to exceed $91,452 under the snow account.  #4092 to George R Roberts Co. for seal of cistern tank at Day Farm subdivision out of TIF acct not to exceed $1,840.00

      f.  Correspondence:  

  • If you need HEATING ASSISTANCE Please call the York County Community Action Program to make an appointment as soon as possible. Appointments are already being booked into February of 2023. Call 207-459-2950 or visit their website YCCAC.ORG and click “Heat Energy and Fuel” under their Service Categories.
  • There will be a Public Hearing held by the Hollis Planning Board during their regular meeting on Wednesday, November 15th at 7PM. This hearing is regarding recent changes in Maine’s cannabis statutes, and how these changes may affect the Town of Hollis. These statutes would allow curbside pickup and limited delivery of Adult Use Cannabis (LD 1827), as well as authorizing certain off-premises sales of Adult Use Cannabis (LD 1927). Public is welcome to attend in person or by Zoom. Zoom info is on our website’s Town Calendar.
  • There will be a FREE holiday cardmaking workshop at the Salmon Falls Library on Saturday, November 5th from 9:30 to 11 am. Please call to register at 929-3990 or e-mail the librarian at salmonfallslibrary@gmail.com.  
  • There will be a Rabies Vaccination Clinic on Saturday, December 3, 2022, from 1:00 to 3:00 PM at the Buxton Public Works Garage, 215 Portland Road. For more information call 207-929-6171.

4.   Other Business

               a.   10/26/22 Bar Mills Dam Decommission Meeting Outcome - Per Hoffman take away from meeting was there is no choice in the matter that this dam will be decommissioned. Please contact the Select Board with any concerns you have and suggested requirements so they can be brought to Brookfield's attention. 

               b.   Reminder that Town Offices will be closed in observance of Veteran’s Day next Friday, Nov. 11th.

               c.   Election Update: State election will be held at the Community Building on Tuesday, Nov. 8th from 7AM to 8PM.  Absentee Ballots can be returned to the secure ballot box posted outside Town Hall.  Residents can register to vote on Election Day at the polls in person, proof of ID and residency, like a piece of mail with your Hollis address on it, eg: light or phone bill.  Sample Ballots are on Town's website for viewing. Thanked election staff that has volunteered this year - plans to have training tomorrow. 

5.   Upcoming Committee and Board Meetings.

  • Planning Board Meeting & Public Hearing Wednesday, November 9, 2022 at 7PM.
  • Board of Appeals Annual Meeting on Monday, November 14th at 6:30PM.
  • Select Board Meeting on Wednesday, November 16th at 7PM.
  • Finance Committee on Tuesday, November 15th at 7PM
  • State mandated video display and harassment training for Town employees @ noon in the Hollis Community Building. Online training also available.

6.    Executive Session - None

7.    Public Comment - None

8.    Adjournment - On the motion of Rogala and Hoffman the Select Board adjourned the meeting at 8:25pm. Passed 3-0

Minutes submitted by Bennet Flinner, Select Board Office Asst. 

Minutes approved at Dec. 7, 2022 Select Board Meeting.