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7.6.16

Meeting date: 
Wednesday, July 6, 2016

SELECT BOARD FOR THE TOWN OF HOLLIS

Minutes for July 6, 2016

Attendees: Select Board Members: River Payne, Roger Hicks, Mike Seely, Sr.; Treasurer: Diane Meserve; Administrative Assistant: Bennet Flinner; Residents: Vera Littlefield, Beverly Harrison, Nancy Conway.

5pm – untelevised discussion, public welcome

  1. Hiring of temp clerk for CEO – Advertisement for clerk position will run in next week's publication of Smart Shopper. All applications are due by July 20, 2016. Bennet will update the town's website and replace the current alert with a help wanted notice.

  2. Poland Spring review of Conditional Use permit 2005 – Mike Seely is looking into the PS Conditional Use permit and any recourse if not upheld. He is awaiting additional paperwork for review. Mike also announced to the attending truck committee members that moving forward the SB will not be involved in the TC meetings because of liability concerns. If the town identifies with the TC, the town is liable for what happens to those residents. Going forward, residents can approach Poland Spring with their concerns about the roads, truck routes, etc. If their concern is under PS's conditional use permit, they can refer to the CEO with those concerns. The SB does not encourage residents to follow trucks, it is dangerous. Poland Spring has put practices in place and continues to work in improving road signage and is Beta testing a GPS to ensure that correct truck routes are used. The future is unknown for the subcommittee Roger served on with members of the DOT and the road commissioner. The SB understands the residents concerns with the company's growth and the conditional use permit will be reviewed with that in mind. Mike will also review the subcommittee notes provided to him from the TC members.

  3. Smoke Free Policy – Signed by SB, to be given to Town Clerk.

  4. Select Board's point of contact for all town functions – Will be sent via e-mail by Bennet to all department heads and board members for feedback/changes.

  5. Growth Ordinance – Per Mike's review, the ordinance is unrealistic and needs updating. It should be reviewed every 3 years and hasn't been reviewed in over 10. He will research and draft a new ordinance with a sunset clause.

  6. Non-municipal Appropriations – Per Treasurer, there is a $200 difference in the non-municipal appropriations that needs to corrected. River will research and report back.

  7. IT update – Bennet is gathering data from co-workers regarding concerns and job functions. She will review once completed and give an update next SB meeting.

  8. Clothing Closet – Mike Seely will research options for a new home for this community organization. Community building project to be continued by River and Roger.

  9. Stand up for students initiative – River shared information regarding this citizen initiative with the SB.

  10. Road Update – Roger reviewed bids received for paving Haley Rd with SB. $380K FR Carroll, $377K Dayton S&G and $338K Shaw Bros. Will be discussed further at 7pm televised meeting.

  11. Purchase Order Approval Sign List – Accepted and signed by SB. Given to Treasurer.

 7pm 

Old Business

1. Community Building - Public Discussion : River opened up the conversation by reviewing the history of the building - Mold problem was discovered during update in basement. The mold has been remediated and next action steps have to be discussed and executed. Hollis resident and prior SB member Dave McCubrey gave last review from Fire Marshall and his research about fixing the building. Per Fire Marshall, downstairs can only be used if a standard or Maine life-safety sprinkler system is installed, which is estimated to cost $30K-40K. Dave recommends that the town make it a priority to put in sprinkler system, build new bathroom upstairs and complete other renovations to railings and fire doors,as required by the Fire Marshall. It will take a number of years to build a new community hall, if that is in the town's long range plan. Fix what needs to be done to make the building useable for the town and Parks and Rec. 

Question from resident Kelly Sturmer, Landry Drive: What were the estimate amounts for new sprinkler system?  SB answer: We received 2 rough estimates for a standard system and life-safety system. The sprinkler system company couldn't provide solid estimates due to lack of information received from the Fire Marshall. Once the town decides what kind of system to install, then they can provide a more detailed estimate.

Question from resident Bill Bickford, Landry Drive: What about handicapped access to the building?  SB answer: There is a lift that can be used for those who need it to enter the building. You must contact the town hall or rec dept to obtain this access.   

Comment from Jack Rogala: Speakers have their backs towards the the public and they cannot hear them. 

Podium was moved next to the SB table toward the camera so the public can hear the speakers.

Comment from Dave McCubrey: To clarify his answer earlier, his recommendation is to build bathroom, get ceiling fixed, fire rated doors, and life-safety sprinkler system, total cost estimated to be $75-$80K.

Comment from resident and Parks/Rec employee Wendy Frost: The elevator requires a key for usage, only accessible to the Select Board and Debbie Tefft. So, if no one is here, it is not accessible.

Comments from resident Meg Gardner: Shares her concerns that the community building is not handicapped accessible and will not support anything that doesn't include fixing that. She questioned what has been spent since the mold issue has been identified? SB answer: Just under $40K. Meg feels like the town wasted $40,000 and lack of comprehension plan in place is worrisome.

Comments from Wendy Frost:  Said that although it seems like a lot of money was wasted to save this community building, she feels this space is invaluable to a lot of people. This is the only space Debbie has for the Rec dept, the children and residents of Hollis all rely on this space. Debbie has dedicated her life to the rec dept. She feels as a small town we should work together and get through this. It has been common knowledge that the building has needed work for many years. She thinks the building should be functional for the rec dept, to continue use on first floor. Feels we need Debbie as much as she need us.


Comments from resident Rande Gray, Liberty Lane:  Stated that she feels that the building should be fixed so that it will be functional for at least 3 years until a new building or addition can be completed. The bones of the building and the location are great, right across from the school.  More facilities are needed, such as meeting rooms, central library center, gym, etc. Rande feels that Hollis can use this building and revamp it into something to be proud of and functional for the town. 


Comments from resident Dana Gray, Liberty Lane:  Shared a professional procedure on how to gather info to build a new facility- "Facility Life Cycle." Based on his experience he feels it would cost at least $200/square foot to build a new facility for the town.  With the repairs current required for the building as it stands now, it would cost $25/sq foot, which is cheap by comparison. We need to upgrade the building. The town has not been budgeting for repairs to keep the building up to codes and make accessible, and there has been no deferred maintenance plan to know what those repairs would be.  Feels the town did not waste any money fixing the space, as the town needs the 5,000 square feet of space. 

Comments from resident Alan Ward, Saco Road:  States that he has been a Hollis resident since 2006, both of his children have been through the rec program, and one of his children is now a camp counselor. Feels that fixing the community building is not a waste of money.  The town needs this building and  additional storage to be built for it. The rec department is irreplacable and town needs to come together to fix the building now. Feels that residents would gladly volunteer to paint, build, whatever needed to be done to fix it.

Comments from resident Jack Rogala: Stated that he doesn't have young children, but this building is for the kids. Recognized hard work Deb and Wendy put into the Rec dept.  Recommends that the town doesn't procrastinate, get estimates from contractors and get to work.  Letting the building go would be foolish. 

Question from resident Ed Dyson, Cape Road:  Asked Dana if the building is structurally sound, is it possible to add an extension? If yes, we can add meeting rooms and make proper updates, spend 100-200K and move on plans ASAP.  

Comments from resident Dana Gray: Before expanding the building, a survey would need to be completed to determine what is needed by the town, i.e. conference rooms, records room, etc. Regarding the TIF, there is roughly 2M in reserves per recommendations made by the auditors so that the town doesn't have to borrow money. He wants to know if the months ever coincide and what is the worst the town has dipped into the reserves? He's also looking into tying in EMS/FD with the town so TIF money can be spent for portions of a new building, i.e. command center/emergency becomes a part of the community building. Long Range Planning Committee has a contract with SMPDC to complete a new comp plan and to recommend an amendment to our TIF with Poland Spring to obtain other uses from it, plus get a financial strategy in place.

Comments from Becky Bowley, Timber Lane: She agrees with Dana on this issue. She feels the building should be fixed immediately for rec and meeting space.

Comments from Meg Gardner: States that Deb's rec. program is wonderful. She feels her intent with her prior comments were misleading. She thinks that no one in the town nor the SB has paid attention to the problems of the community building for years. Therefore she doesn't support putting in 40-50K of patching repairs on this building. Supports an assessment of the town hall and community needs, and an expansion plan. Feels that the town hall building is an embarassment. This project should be done in stages and professionally completed.

Comments from Debbie Tefft, Rec director: She thanked the Select Board, they did what they could do with the money they had and the resources provided. She feels the building serves many purposes, not just Rec, but TOPS, exercise programs, senior programs. She hopes that the public supports whatever is planned for the building, the small crowd of less than 20 people at the meeting tonight does not represent a town of over 4,000. Debbie recommends to get this information out to the public so that the community is more aware and can show some support. She loves the location of the building - next to the school. Gets kids to her programs safely.

Comments from resident, Bill Bickford: Voiced appreciation for the rec. dept staff and recognized how important the rec. program is for the Hollis Food Pantry and the amount of donations the kids provide to that organization. Suggests the repairs get done to the community building as soon as possible.

Comments from resident, Dana Gray: Feels that $150K would adequately cover the repairs for the community building, including a handicapped ramp, bathroom. That would equal to $30/square foot for 5000 sq ft of space.

2. Poland Spring Truck Committee - Mike Seely spoke about the Board's decision to no longer participate in the Truck Committee Meetings. Feels the improvements made should be allowed to process and take place.  If any resident feels the conditional use permit is violated, contact the code enforcement officer. Any other issues can be reported directly to Poland Spring. The town cannot be held liable for anything that may happen to committee members or residents that are following trucks.

3. Community Clothing Closet - Currently housed at FD station on Rt 202, but due to roof repairs it must be moved asap. Where can it be moved and stay operational for 2-3 months? Please contact Mike Seely with any ideas regarding a home for this organization. Barn across the street from the school is not a usable space for the CCC.

4. IT Issues with website and e-mail - Town has been having issues with e-mail and website due to problems with the server. They have since been resolved.  If you sent an e-mail in the past week and have not received a response, please call the person you are trying to contact or resend the e-mail. Thank you for your patience.

New Business

1. Haley Road rebuild/pave quotes: FR Carroll $380,511, Dayton $377,386, Shaw Bros $338,792. Roger made motion to approve Shaw Bros. bid for repaving Haley Road,  Mike seconded it and was unanimously approved by SB. Work will begin shortly.

2. CEO Administrative Clerk Search - Bob Cyr needs assistance in administrative duties. This is a temporary position to help him catch up with paperwork and filing for approximately a three month period. Smartshopper ad will be placed for next week's publication and on the town's website. Will be funded out of the CEO's budget. Applications including a resume, cover letter and references can be e-mailed to adminsecretary@hollismaine.org or send to town hall at 34 Town Farm Road, Hollis.

3. Growth Ordinance - Per Mike Seely, 2005 ordinance is illegal. Hasn't been reviewed in 11 years. The figures in it are unrealistic.  In 5 years, 69 growth permits were issued, 5 years worth, according to our ordinance. There are 3 options: We can ignore it, We can repeal it and do nothing, or amend it with a sunset clause.

WARRANT, PAYROLL, & PURCHASE ORDERS

Warrant: Week of 7.6.16:  $27,041      Week of 6.29.16: $23,488  Week of 6.22.16: $38,921 

Payroll: Week of 7.6.16:  $21,727          Week of 6.29.16: $12,413  Week of 6.22.16: $21,998

Purchase Orders:  The Select  wants town to know that a PO for a Tent structure for Parks and Rec was signed off camera for $3,600.

#3342 to RMDL, Inc. for Highway/Road Commissioner for Misc emergency work not to exceed $4,000;

#3343 to RMDL, Inc - White Signs for Highway/Road Commissioner- for sign repair or replacement not to exceed $4,000;

#3344 to RMDT, Inc. for Highway - patching town roads as needed, not to exceed $4,000;

#3345 to RMDL, Inc for Highway/Road Commissioner- for 80 hrs grading dirt road in summer and fall, not to exceed $7,500;

#3346 to RMDL, Inc/Dearborn for Highway- for haul and spread of reclaim on dirt roads while grading, 20 loads total, 4 load Hardscrabble, Mansion, Bean St, 2 loads on Old Limerick, Norah Smith, Chadborn Ridge, as needed, not to exceed $6,000;

#3347 to RMDL, Inc./Taylor Rental for Highway/Road Commissioner- for one week cutting brush as needed, chipper rental included, not to exceed $8,000.

CORRESPONDENCE 

  1. The Bar Mills bridge sidewalk will be  CLOSED until further notice. Please avoid using the bridge sidewalk.  The Bridge is scheduled to be closed eff. Monday, July 11, 2016

  2. Waterboro Transfer Station – REMINDER - Hollis permits are $25.  Cash and Checks only. No credit or debit cards are accepted.

  3. Volunteers are needed Hollis Pirate Fest! Please contact River or visit the town website www.Hollismaine.org for additional information. Hollis Fest to be held on August 13, 2016

THANK YOUS

Thank you to our local businesses who are sponsoring Hollis Pirate Fest 2016!

Casey Gray Real Estate

Chennette Media

Eagle Industries

Jason's Auto

Dr. Robert Lundin

Pleasant Hill Excavators

Plummer's Shop n' Save

Plummer's ACE Hardware

RC Moore

Robinson's Transmission

Saco River Dentistry

Saint's Auto Sales

Timberline Country Store

Your Country Store

MORE THANK YOUS TO COME!

OTHER BUSINESS

PUBLIC QUESTIONS AND COMMENTS

Comments from Harlan Huff, Salmon Falls Road: Stated that his wife is the town clerk and is very upset because his wife's vacation was announced on the agenda on the internet. He feels that information has no place being there. He does not feel comfortable leaving his house in fear for his home and belongings.  Select Board apologized and advised that it was added in error and taken off the agenda prior to the evening's meeting.

Next Meeting of the Board

July 11th                6:00PM MSAD 6 Board of Directors Meeting at Central Office

July 11th                6:30PM Hollis Pirate Fest Meeting at the Community Center

July 18th                 6:30PM Hollis Pirate Fest Meeting at the Community Center

July 19th                  6:30PM Long Range Planning Meeting at the Community Center

July 21st                  5:00PM  Hollis Conservation Commission at Salmon Falls Library

 

Select Board Meetings – Televised 1st & 3rd Wednesday 7-9, untelevised every