Selectmen's Meeting - Minutes

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Laura Reville, Marti Gross, Connie Smith

1. Dodi and Chris reported that they attended the January 16th meeting of the Town House Committee to discuss the furnace situation. The committee voted to NOT buy a new furnace at this time, but to buy a new oil tank to replace the old tank that sprung a leak. The new tank was installed today. It will be paid for by the Dorothy Waugh Trust Account.
2. On the day of the fuel leak, Chris submitted an application to the Maine Groundwater Oil Clean-up Fund to help pay for the clean-up of the oil that leaked from the old tank. The town has received the paperwork saying that the application was accepted with a $500 deductible.
3. Laura Reville came in to do some research regarding updating E-911 addresses.
4. Selectmen worked on the budget for Town Meeting.

January 17th meeting was cancelled due to icy road conditions

Present: Dodi Thompson, Chris Smith, Laura Reville

1. Reviewed and dispersed mail.
2. Laura Reville picked up the 2010 and 2011 Tax Transfers in order to update the E911 address lists.
3. Began work on the annual Town Report and Town Meeting Warrant.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Marti Gross

1. Reviewed and signed Warrant #25 for 2011 and Warrant #1 for 2012.
2. The need to purchase a fire-proof safe and a fire-proof filing cabinet was discussed.
3. Had a general discussion of the up-coming 2011 Town Report and the 2012 budget for March Town Meeting.

Present: Dodi Thompson, Chris Smith, Brian Church, Marti Gross

1. Opened and distributed the mail.
2. Follow-up discussion on the oil leak at the Town House. Selectmen will meet with the Town House Committee on Monday, January 16th to discuss the situation and plan a course of action in regard to the temporary fuel tank.

Present: Dodi Thompson, Chris Smith, Marti Gross, Linwood

1. Reviewed and signed Warrant #24.
2. Had long discussion on the fuel tank leak at the Town House.
3. Downeast Energy was called yesterday morning because there was no heat. The service man came out, discovered that there was a hole in the tank and the fuel had all leaked out (estimate - 100 to 130 gallons) on the ground. DEP was called. Chris worked with them today to get it cleaned up. Meader’s Construction did the work. Two loads of contaminated soil were taken to Scarborough. Downeast came back today and installed a temporary tank in front of the building. We think we should leave the temporary tank where it is, until a decision is made about a new heating system. Dodi will apprise the Town House Committee of the situation.
4. Mail was reviewed and dispersed.

Present: Dodi Thompson, Chris Smith, Brian Church, Peg Lang

1. Peg Lang came in to inform that someone is coming to measure the Town House windows which will be fitted with inside storm windows. The target date for building these windows is December 13th in Farmington. This is a United Way project. The windows will be installed sometime in January.
2. The selectmen worked on some tax abatements.
3. Reviewed and dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Church, Marti Gross, Linwood Meader, Jr., Barry Emery

1. Reviewed and signed Warrant #23.
2. Reviewed and distributed mail.
3. Linwood reports that he had to do some road repair on the Stream Road.
4. Bob Leso, a forester from Chesterville, came in to get some information for a tree growth plan he is working on.
5. Filled out the Maine Municipal Association Workmen's Comp insurance forms for 2012.
6. Reviewed some abatement letters from assessor John Sexton. Abatements were done on three properties.

Present: Dodi Thompson, Chris Smith, Brian Church

1. Worked on some property cards.
2. Dodi reported that she met with Lance Lemieux from the Loss Control Dept. of Maine Municipal (Risk Management/Workers Comp.) on Monday, November 21. He did an inspection of the Town House and the Fire Station/Community Building. Everything was satisfactory; he will send a follow up report.
3. Read and accepted selectmen minutes from November 1, 8 and 15.
4. Reviewed and dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader,Jr., Marti Gross

1. Reviewed and signed warrant #22
2. Selectmen received a proposal from Luke Olsen (D.B.A. Loose Ends) to extend his mowing contract for the next two (2) seasons ( 2012 and 2013) at the same rate as 2011. Voted unanimously to accept this proposal. Dodi will contact Luke.
3. Reviewed the bank reconciliation report from treasurer, Marti Gross.
4. Reviewed and dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Church

Selectmen met briefly for a general discussion of the week’s events.

1. Reviewed and dispersed mail.

Dodi and Chris then returned to help finish up the election.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Marti Gross

1. Reviewed and signed warrant #21.
2. Brian brought in $915.00 of chimney cleaning donations. It was agreed to accept the money for the Fire Department’s Operating Expense account.
3. Reviewed and dispersed mail.
4. Read, accepted and signed off on the Town's audit from Stephen T. Hopkins for year ending December 31, 2010.
5. Linwood reports that he will be putting up sand and salt for the winter, beginning on Wednesday, November 2.
6. The selectmen voted to extend our contract with Waste Management Disposal (who receives all of our garbage and bulky pickup.items) for the next calendar year. The only increase was the tipping fee for garbage which went up by $1.50 per ton.

Present: Chris Smith, Brian Church, Marti Gross, Linwood Meader, Jr.

1. Reviewed and signed Warrant #20.
2. Linwood reports that the hill up on the end of the Davis road has been repaired. He also reports that work on the Mountain and the Ithiel Gordon roads will be completed soon.
3. Reviewed financial statements from the Treasurer.

Present: Chris Smith, Brian Church, Marti Gross

1. Opened and dispersed mail.
2. Had some discussion on how the 2011 money flow was much better than last year.

Present: Chris Smith, Brian Church, Linwood Meader, Jr., Marti Gross, Barry Emery

1. Reviewed and signed #19.
2. Linwood reports that it has been too wet to work on any of the Town’s gravel/dirt roads. As soon as it dries out, he will be working up on the Mountain Road.
3. Opened dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., John Archard, Steve Lilly

1. Linwood received a letter from E.L.Vining stating that the Town owed them for a couple of loads of material from back in April. After reviewing warrants from April and May, the decision was made to give the letter to Marti for further investigation.
2. John Archard came in to inform us that a section of fabric that holds the road in place on the top of the Davis Road is showing. He is very concerned that this will be a problem if it is not fixed before winter plowing begins. We assured him that it will be taken care of right away.
3. Dodi reported that the 2011 Tree Growth Roster has been completed and mailed to the State Revenue Office.
4. Reviewed and dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Smith, Linwood Meader, Jr., Marti Gross

1. Reviewed and signed warrant #18.
2. Reviewed financial statements from Treasurer.
3. Linwood reports that he has finished getting the Davis Road and the Mason Road ready for the winter season.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr.

1. Linwood reports that the Bessie Road and the Stream Road have been graded.
2. Reviewed and dispersed mail
3. Brian reported that he has been in contact with Dick Scott at Kyes Insurance to verify that the Firemen are covered by the Town's liability insurance while cleaning chimneys. Mr. Scott confirmed that they are.

Present: Chris Smith, Brian Church, Linwood Meader, Marti Gross, Barry Emery, Alan Williams

1. Reviewed and signed warrant #17.
2. Linwood reports that the roadside mowing has been completed. He has been chipping debris from Hurricane Irene.
3. Selectmen signed the 3 year Off Road Plowing Contract with Dan Goucher.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr.

1. Linwood reports that Donald Oliver, the mowing contractor, has mowed the old dump site, and will begin on the sides of the roads soon.
2. Chris and Linwood have looked at all the roads (after Hurricane Irene) and are putting together an estimate of damages for Kennebec County E.M.A. in case we qualify for federal assistance.
3. Brian reported that the Fire Department was out on Sunday from around 4:00 PM until 8:30 clearing trees on Vienna Roads and marking downed power lines. Everyone was called out again Monday morning at 5:30 AM to clear a big tree on the Mountain Road and another on the Stream Road. Work was completed around 8:00 AM. Chris estimated that there were 30 or so trees in Vienna that needed to be cleared.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Connie Smith, Stuart Rogers.

1. Opened bids for the shoveling of the Town's properties. Only one bid was received: Troy Bean - $1200 for the 2011 - 2012 season. Selectmen voted to accept this bid.
2. Linwood reported that the paving project has been completed and looks great.
3. Called the Special Town Meeting to order at 7:00 PM.

Article 1: Connie Smith was nominated and voted in to be the moderator.

Article 2: The motion was made and seconded to transfer $10,000.00 from Surplus funds to the Road Maintenance account. The motion was opened to discussion, after which the vote was taken. The article passed.

Present: Dodi Thompson, Chris Smith, Brian Smith, Linwood Meader, Jr., Marti Gross

1. Reviewed and signed warrant #16.
2. Linwood reports that the Ithiel Gordon Road has been ground and is ready for pavement, which will be done on Friday, August 19th.
3. Reviewed and dispersed mail.
4. Read and discussed minutes from the Town House Committee dated 8-15-11.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr.

1. Linwood reports that paving conractor Bruce Manzer is scheduled to begin the paving project on Wednesday, August 10th.
2. Brian Dreher came in for some property tax information.
3. Reviewed and dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Marti Gross, Ernestine Emery, Annie Tibbetts

1.  Ernestine Emery came in with two (2) new cemetery lot deeds for the selectmen to sign. They were notarized by Annie Tibbetts.
2. Reviewed and signed by warrant #15.
3. Reviewed and dispersed mail.
4. We received our contract proposal from Down East Energy for fuel for the upcoming heating season. The Town will have a cap price of $3.499 / gallon for #2 fuel oil and #3.999 / gallon for kerosene. The contract was signed and returned.
5. The Town received the Kennebec County Tax Bill for 2011. The amount is $55,754.00

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Marti Gross, Troy Bean, Connie Smith.

1) Opened the Proposals for the Town's off road plowing Contract (received three).

A) Jonathan Kent
$6250.00 for 2011-2012

B) Dan Goucher
$3500.00 for 2011-2012
$3800.00 for 2012-2013
$4000.00 for 2013-2014
3 year total $11300.00

C) Troy Bean
$3779.00 for 2011-2012
$3779.00 for 2012-2013
$3779.00 for 2013-2014
3 year total $11337.00

Motion was made by Dodi to award the contract to Dan Goucher, pending proof of bonding and insurance. (Dan has 30 days to provide the selectmen with proof ).

Motion passed.

2) Opened Proposals for the mowing of the sides of the Town roads and mowing of the old dump site. (received three)

A) Bert Whittter $2150.00

B) Robert Adams $2000.00

C) Donald Oliver $1500.00

Motion was made to award the job to Donald Oliver, pending proof of insurance before mowing begins.

Motion passed.

3)  Linwood reported he had put up a new road sign (to warn drivers of the Bean Farm activity) on the Bean Road, and he put up a new Boat Landing sign at the Parker Pond boat landing.

4)  Marti and Connie came in to discuss some recommendations made by our auditor, Stephen Hopkins.

A) The town should update the job descriptions for all elected town positions.

B) Selectmen should do check reconciliation at least once a month.

C) Create a policy to require a second signature on checks written above an agreed upon amount.

D) Make sure all State Reports are being sent in on time.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Marti Gross

1. Reviewed and signed warrant #14.
2. Linwood reports that he has called Bruce Manzer, the paving contractor, to let him know that everything ready for the paving project.
3. Reviewed and dispersed mail.
4. Read and discussed the minutes from last Town House Committee meeting.
5. Read and accepted minutes from June 14th and 21st.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr.

1. Had a lengthy discussion about the balance in the road maintenance account. It is getting very low due to the high number of rain soaking thunder storms in late spring and early summer. Every time we have one of these storms it cost between $500.00 and $1000.00 to repair any road damage and to clean up any tree damage caused by the heavy rain and winds. The Selectmen have decided to have a special Town Meeting on Tuesday, August 23rd to ask to appropriate some amount of money from the Town surplus account and transfer it to the road maintenance account.
2. Reviewed and dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Barry Emery

1. Reviewed and signed warrant #13
2. Reviewed and dispersed mail.
3. Linwood reported that he has met with Dig Safe, and they have cleared us to begin working on preparing for the paving of the Tower Road and the Ithiel Gordon Road.
4. Troy Bean came to inquire about the off road plowing contract.

Present: Dodi Thompson, Brian Church, Linwood Meader, Marti Gross.

1. Reviewed and signed warrant #12.
2. David Briggs came to see if we could put up a road sign above the intersection of the Klir Beck Rd. and Tower Rd. warning people to slow down. We agreed to do this as it is a dangerous intersection.
3. Linwood has been in contact with Pike Industries and they will be here this week to give him a paving estimate on this year’s project.
4. Reviewed and distributed mail.
5. Read and accepted minutes from May 17th and June 7th.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader

1. Reviewed and distributed mail.
2. Linwood reports he has been filling a lot of pot holes. He also re-ports that all of the town's gravel roads have been graded. Some culverts have also been replaced.
3. The Town received a letter from the U.S.D.A. Rural Development requesting to schedule a compliance review meeting at our Fire Station. (The U.S.D.A. is the holder of our fire truck loan) This review and building inspection is done about every three years. This meeting will be August 17th at 1:00 P.M. Dodi will meet with their representative.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Marti Gross

1. Reviewed and signed warrant #11.
2. Dan McBride came in to inquire about the long range plans for the paving of the Klir Beck Road. He also had questions about the Town website. He said that he had some trouble accessing certain information. Dodi will check it out and get back to him.
3. Linwood and Chris received a quote from Bruce A. Manzer for paving a finish coat on the Tower Road from the Mt. Vernon town line to the Gordon Road and for grinding and paving Vienna's section of the Ithiel Gordon Road. They will also be getting a quote from Pike Industries as well.
4. At the Selectmen’s meeting on May 24th, proposals were opened for the clean-up and removal of downed trees at the Town Park on Townhouse Road (Rt. 41) Selectmen only received (1) proposal $1500.00 from Chris Smith. He was awarded the job and work has been completed. (Note: no minutes are available for this meeting)

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Marti Gross

1. Reviewed and signed warrant #10.
2. Linwood and Chris met with a paving company (Bruce A. Manzer) to get paving estimates for upcoming work on town roads.
3. On Sunday, May 16th, Linwood became aware that garbage had been dumped along the Tower Road (north of the Cumner Road). He reported that the cleanup took about an hour and a half. There was no clue as to who had dumped the garbage.
4. Reviewed and accepted minutes from April 19th and 26th.
5. Opened bids for the mowing and trim-ming of Town Properties. Three bids were received as follows:

A) Luke Olson - $2,520.00 for the season
B) Darrel Varney - $3,450.00 for the season
C) Chris Smith - $3,500.00 for the season
The selectmen voted to award the job to Luke Olson. Dodi will contact him.

   6.  After reviewing the figures, selectmen committed the 2011 taxes with a mil rate of .01416 ($14.16 per thousand dollars of assessment). This is a .50 cent per thousand decrease from last year. Tax bills will be mailed out later this week.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr.

1. Dodi reported that her last batch of property card changes should be completed and ready for Connie Smith on Thursday, May 13th. On Friday, she will meet with Assessor John Sexton, who has more changes. Selectmen should be able to set the Mil Rate for the 2011 taxes at the meeting on Tuesday, May 17th.
2. Linwood reports that the Tower Road (just north of the Klir Beck Road) sustained washouts on both sides of the road. These washouts have now been repaired.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Steve Lilley, Marti Gross, Ernestine Emery

1. Reviewed and signed warrant #9.
2. Reviewed and distributed mail.
3. The Selectmen have sent out a letter to local contractors (who do lawn mowing and other yardwork) seeking proposals for the mowing of the Town's properties. Also included was a letter seeking proposals for cleaning up the downed trees (due to blow down and beavers) at the Town Park on Town House Road. Proposals for “Mowing” will be opened at the May 17th meeting. The “Clean-up” proposals will be opened at the May 24th meeting.
4. Ernestine Emery came in to discuss a project at the Municipal Cemetery.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Barry Emery

1. Chris Smith reported that he has contacted M.E.M.A, to see if any money would be available to help with the cost of the repairs that the town had to make to our roads because of the rain storm on April 16th.
2. Barry Emery came in with his certificate of liability insurance for our files.
3. Selectmen had some discussion about the ongoing plumbing issues at the community building.

a) Replace the toilet in the main bathroom.b) Repair the vent pipe going thru the roof.Brian will hire a plumber and proceed with the project.

Present: Dodi Thompson, Chris Smith, Brian Church, Marti Gross, Linwood Meader, Barry Emery

1. Reviewed and signed warrant #8.
2. Read and accepted minutes from April 12th.
3. Burt Whittier came in to put his name on the list for submitting proposals for road side mowing.
4. Linwood reported on the condition of the town roads - there was a lot of damage caused by the Saturday night/ Sunday morning rainstorm. The Davis Road and the Trask Road were badly damaged. The Stream Road, Mountain Road and Varney Road were also damaged. All roads are now passable, but work will continue this week.
5. Barry Emery dba Emery Enterprises came in to sign his new contract for mowing, trimming and general upkeep of the Vienna Municipal Cemetery.Barry also informed us that he will no longer be able to do the mowing and trimming at the Townhouse, Community Building/Fire Station, Seavey Corner Cemetery and the Town Park entrance on Town House Road (Flying Pond). Selectmen will seek proposals for this job in the near future.

Present: Dodi Thompson, Chris Smith, Brian Church

1. Dodi met with Dick Scott from Kyes Insurance to go over the town's policies and coverage for the up coming year – July 2011 through June 2012. Dick informed Dodi that we would likely see a 5% increase in cost over last year.
2. Read and accepted minutes from March 22nd and April 5th.
3. The Town received the new contract from The State of Maine Department of Public Safety for our "911" or P.S.A.P. dispatching services. The contract is for one year - beginning July 1st - and will cost $2,964.00.
4. Reviewed and dispersed other mail.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Marti Gross, Barry Emery, Carol O’Connell, Judy Dunn

1. Carol O’Connell and Judy Dunn came in to inform the selectmen that the Vienna Historical Society will be hosting a Civil War camp reenactment by the 3rd Maine Volunteer Infantry Regiment. This is to mark the 150 anniversary of the Civil War. Activities may be planned by other groups in town as well. More information will follow as the plan develops.
2. Reviewed and signed warrant #6
3. Selectmen discussed the results of town meeting. The budget passed as recommended for a total of $481,472 raised and appropriated.
4. Linwood reports that all of the town's roads have been posted
5. Reviewed and dispersed mail.
6. Dodi and Marti have started the process for a $100,000 Tax Anticipation Note.
7. The Maine Revenue Service has set the Homestead Exemption for 2011 at $10,000. Vienna is still in the 100% range; property owners will get the full exemption

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Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr.

1. Linwood reports that he has been busy cleaning up limbs and trees downed by the ice storm on Sunday night, March 6th.
2. Selectmen reviewed Town Report and the warrant articles for Town Meeting.
3. Reviewed and dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Church, Steve Lilley, Dennis Keschl

1. Dennis Keschl, our area state representative stopped in to pay us a visit. He and the selectmen had a general discussion on what is going on in state government and the governor’s proposed budget.
2. Reviewed and dispersed mail.
3. Read and accepted minutes from February 3rd, 8th, 15th.

Present: Dodi Thompson, Chris Smith, Brian Church, Marti Gross, Barry Emery.

1. Reviewed and signed Warrant #4.
2. Reviewed the comparison chart of the 2011 budget compared to the last two years. Dodi reported that the Town Report was delivered to Pettengill Printing in Leeds on Monday, February 14th.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Donald Tibbetts

1. Donald (Animal Control Officer) came in to drop off the State of Maine's current list of fees for licensing dogs. (annual fees, late fees, etc.)
2. The Selectmen received and signed a letter of engagement with Stephen T. Hopkins, C.P.A. to perform to Town's annual audit.
3. The Selectmen also received a proposal from York Hill Surveying to update and maintain the Town's tax maps for 2011. The price was the same as last year. There was a unanimous vote to accept this proposal.
4. Reviewed and signed the final draft of the Warrant for the Town Report.

(February 1st meeting canceled because of snow storm)Present: Dodi Thompson, Chris Smith, Brian Church

1. Reviewed and signed Warrant #3.
2. Worked on Warrant for Town Meeting.
3. Reviewed and dispersed mail.

No minutes available.

No minutes available

No minutes available.

Present: Dodi Thompson, Chris Smith, Brian Church, Marti Gross, Linwood Meader, Jr., Steve Lilley, Barry Emery

1. Reviewed and signed warrant #25 of 2010.
2. Reviewed and signed warrant #1 of 2011.
3. Linwood reports that the Stream Road got very soft last weekend; posted signs are still up to keep the heavy trucks off the road unless it is frozen.
4. Began work on the 2010 Town Report. Individuals responsible for submitting committee or organization reports will be contacted this week. Work on the warrant (budget) will begin at the next meeting.

Present: Dodi Thompson, Chris Smith, Brian Church

1. Worked on and signed some end of the year abatements.
2. Discussed the 2010 Town Report. Selectmen will begin working on the report at the next meeting.

HAPPY NEW YEAR!!

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Marti Gross

1. Reviewed and signed Warrant #24.
2. Treasurer Marti Gross informed us that we need to update our payroll tax software before the first of the year. Selectmen voted to purchase this software with the 2010 budget.
3. Opened and dispersed mail.

Present: Dodi Thompson, Chris Smith, Brian Church, Linwood Meader, Jr., Steve Lilley

1. Linwood reports that he had to do some repairs to the Stream Road after the big rain storm on Sunday. He also did work on the Mountain Road.
2. Opened and dispersed mail.
3. Read and accepted minutes from December 7th.