11.15.23 7pm

MEETING MINUTES FOR SELECT BOARD MEETING

Held on Wednesday, November 15, 2023 - 7:00PM at the Hollis Community Building

Attendees: Select Board members - Mary Hoffman, Jack Rogala, Roger Hicks; Deputy Clerk Faith Plummer, Select Board Asst. Bennet Flinner; Camera Operator Ken Knudsen; Public - Charles Currier, Briana Baca (via Zoom)

1.  Meeting called to order at 7pm by Hoffman

2.   Select Board welcomes newly elected member Roger Hicks. Hicks thanked everyone for their support and looks forward to serving the Town.

3.   Old Business: 

              a. Faith Plummer, Deputy Town Clerk announcements  - Dog licenses are currently available and residents can license their dogs through December 31, 2023. She will be in attendance at the Rabies Vaccination clinic on Dec. 2nd 1-3pm at the Buxton Garage on Portland Road. 

On the behalf of the Town Clerk Faith thanked all of the election workers that worked at the Nov. 7th election - it was the earliest time they had ever finished up a November election. Election results are also on our website under the Town Clerk’s page and state referendum results are on maine.gov.

Hollis Christmas Fund "Giving Trees" will be available at the Town Hall, Hollis Public Library and the River Tap and Grill at Salmon Falls Country Club. If you need or know of a family that needs help this Christmas with presents for their children, or needing outerwear, household goods, please contact Faith at 929-8552 ext. 17. Applications are also available on our Town website. We have many generous people in Town that support this program - thank you! 

              b. Minutes for 10/18/2023 meeting – Hoffman & Rogala in attendance - On the motion of  Rogala and Hoffman, the board approved the minutes from 10/18/23. Passed 2-0-1 (Hicks abstained).

4.   New Business          

              a.  Before/After care reimbursement for week of Lewiston shooting - On the motion of Rogala and Hicks, the Select Board voted all in favor to not require families who had paid before/aftercare expenses for the week of Oct. 23 (the Lewiston shooting) to pay for before/aftercare the week of Nov. 20, both are 2 days of care and school is closed 3 out of 5 days. Passed 3-0. 

               b .  Policy amendments – Policy 5 Closures of Municipal Buildings and Policy 22 Payroll & Disbursement Warrants & Town Charge Accounts. On the motion of Hicks and Rogala the board voted all in favor to amend both policies as written, no discussions. Passed 3-0.

               c.  Budget for 24-25 – The Town is accepting non-municipal budget requests until Dec. 31, 2023 – Application form is on the Select Board’s webpage or e-mail a request to adminsecretary@hollismaine.org.  Department Heads have been asked to begin the process of creating their budget documents. Point of contact will be board member Roger Hicks.

               d.  Appointments:  Janet Gilmore - Finance Committee, on the motin of Rogala and Hoffman the board voted all in favor to the appointment. Passed 3-0.

               e.  Use form – Maynard Charron for group use of Community Building/Town governance steering committee (community formed, not Town function) On the motion of Hoffman and Hicks the board voted all in favor to approve the use application. Discussion - Hoffman volunteered to ensure open and closure of the building on the days meetings are scheduled, every other Tuesday. It is not a Town appointed committee, but a group of 8-12 Hollis citizens interested in creating a new form of government that requested a meeting space. Passed 3-0.

               f.  Payroll and Warrant Totals: Payroll last week $14,462, Payroll this week $41,805; Warrant this week $191,559, Warrant last week $530,422

               g.  Purchase Orders:

• #4269 to Teleflex for EZ IO Needles and replacement drills for each ambulance out of Hollis FD acct not to exceed $1,400;
• #4315 to Maine Forest Management LLC for Herbicide application to treat invasive plants on town properties out of Maintenance Acct not to exceed $4,454;
• #4316 to Collin Canning & Sons for 3 septic tank pumpings at both Fire Stations and Community Building out of Maintenance acct not to exceed $840;
• #4317 to Coastal Maine Botanical Gardens for admissions to Garden's Aglow, Boothbay out of Parks&Rec acct not to exceed $935;
• #4318 to Northeast Charter & Tour Co for bus transport to Garden's Aglow, Boothbay out of Parks & Rec acct not to exceed $2,065;
• #4319 to Central Restaurant Products for new cooler at Sports Complex concession stand out of HSC acct not to exceed $2,298.

                h.  Correspondence –

• E-mail was received from the board from a resident asking the board why finance committee has to approve increase in trash expenses but not an addition of Fire and Rescue personnel. Rogala responded that our legal staff is in the process of reviewing the current contract the Town has with our solid waste vendor McCormick & Sons, as it does not account for what happens when the amount of additional households increases beyond 50 within the contract (there have been over 100 since 2020 and contract runs until 2025). Because of the increase in contract fees, it then must go to the finance committee.  Hoffman indicated that the Fire-Rescue Dept has a Town ordinance that authorizes the board to approve additional staffing. Board noticed that full-time Fire-Rescue staff members have been picking up many shifts that are not filled by per-diems and getting paid overtime (OT). Chief Young researched it and found that their budget allowed for another FT member. There are also add'l expenses for mutual aid paramedic coverage, and FT staff are getting burnt out. No Public Comment or Questions.
• If anyone is interested in joining the Broadcasting Team for the Town of Hollis, please e-mail Bennet Flinner at adminsecretary@hollismaine.org or call 929-8552 ext. 26. 
• The Town of Buxton will be hosting a rabies vaccination clinic for cats and dogs on Saturday, December 2nd from 1 to 3PM at the Buxton Public Works Garage at 215 Portland Road. $8.00 per vaccination – cash only.  Any questions call Angela Michie, Deputy Clerk at 929-6171.
• The Hollis Fire-Rescue Dept is hiring a full-time Firefighter/EMS Provider. Apply online at www.hollismaine.org/fire-rescue. FMI contact Chief Young at cyoung@hollisfd.org.  
• Annual Enrollment for our Emergency Medical Subscription Plan for 2024 is under way! This service provides cost coverage for enrolled residents who are transported by Hollis Fire-Rescue or a mutual aid provider within the Town of Hollis to a medical facility.  For more information, contact Bennet Flinner at 207-929-8552 ext. 26 or adminsecretary@hollismaine.org.
• Parks & Rec is hosting a bus trip on Friday, December 15th to the Coastal Maine Botanical Gardens for Gardens Aglow! See more than 750,000 LED lights woven through 14 acres of central gardens in this seasonal celebration!  Tour bus leaves from the Community Building at 2:30PM to Boothbay for our 5:30 reservation. We will make a quick stop on the way for food, but you are free to pack your own meal. Trip fee of $55 per person includes round trip transportation courtesy of Northeast Charter and Tour, and your admission to Gardens Aglow. Seating is limited, please call to reserve your spot at 207-929-5142 or visit the Parks and Rec page on our website hollismaine.org. Click on “On-line Reservations” and choose “Special Events” for Gardens Aglow.
• All Hollis Town Offices will be closed for the Thanksgiving Holiday on Thursday & Friday November 23 and 24th.  Our offices will be open next week on Tuesday and Wednesday November 21st and 22nd from 9AM to 4PM. 
• If your trash pick-up day falls on Thanksgiving Day, it will be completed on Saturday, November 25th.
• Thank you for your patience on trash/recycling being picked up late while they fill the day position.

5.   Other Business:       None       

6.    Upcoming Town Committee and Board Meetings:   

• Community Day Committee on Tuesday, November 28th at 6PM
• Planning Board Workshop on Wednesday, November 29th at 7PM.

7.    Executive Session:  None

8.    Public Comment - All the board members wished everyone a safe and happy thanksgiving holiday.

9.    Adjournment - On the motion of Rogala and Hoffman the board were all in favor to adjourn the meeting at 7:32pm.

Minutes submitted by Bennet Flinner, Select Board Office Asst.

Approved at 1/3/2024 meeting, passed 3-0