MINUTES

Overseers Meeting

December 13, 2009

Present:

President: Josiah Huntoon                              Overseers: Marge Brockway

Village Clerk: Maureen Einstein                                       Ned Lightner

Office Manager: Paul Bartels                                           Denis Wang

Village Agent: Bill Paige                                                  Judy Metcalf

                                                                                          Lee Houghton

                                                                                          Maureen Stalla

                                                                                          Steve Kazilionis

Visitors: Dick Brockway, Beverly & David Crofoot, Blair Einstein.                                                                                                     

Meeting called to order at 9:00 a.m. by President Huntoon.

Minutes:

Judy Metcalf moved that the November 8, 2009 minutes be approved as amended by Steve Kazilionis, seconded by Denis Wang – Voted all in favor.

Finance:

Warrants circulated.

Steve Kazilionis reviewed Real Estate Tax collections so far and said that they seem to be on target compared to previous years.

The Utilities Budgets were presented; everyone involved in the preparation of these budgets are to be commended for holding spending at essentially the same levels as the prior year. The Sewer Department expense budget increased by only $420 (.3%), the Water Department by only $5,293 (3.4%)

An increase in the cost of water purchased from the Belfast Water District accounts for $1,200 of the additional expenses, the remaining increase relates primarily to the costs of connecting and disconnecting seasonal customers - $4,000 annually. . David Crowfoot indicated that the Water Department has absorbed those costs over the past several years and that it is now appropriate to budget this expense and to pass those fees on to the users as provided for in our agreement with the PUC.   It is important to note that any excess revenue from user fees are held in a sinking fund intended to provide a reserve for unexpected repairs to our water system in the future

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Steve Kazilionis moved to accept the Utilities Budgets as presented, Denis Wang seconded – Voted all in favor.

After a brief discussion, Steve Kazilionis moved to engage Purdy Powers to perform our financial audit this year, seconded by Denis Wang – Voted all in favor.

Treasurer’s Report:

No outstanding issues were discussed for the Treasurer’s Report circulated last week.

Village Agent:

Bill Paige said something has to be done about the drainage at the bottom of Auditorium Park .  He estimated that about $1,200 would be necessary for runoff work and about $1,000 for a catch basin.  Bill was asked to get estimates from contractors for the next meeting.

Bill also pointed out that there is an apparent problem with heating system at the office during high winds.  He came in Friday and smelled strong exhaust fumes from the furnace which gave him a headache and dizziness.  Paul Bartels also said something has to be done.  Bill was asked to get estimates to resolve the problem.  Judy Metcalf indicated that in such instances Paul should close the office until it is appropriate to return.

Judy Metcalf made up a Plowing contract for Bill Paige and Jo Huntoon to sign, reflecting the $4,000 approved at the last meeting.  Bill will provide a list of streets he currently plows for clarification; this document will become part of the contract.

Visitors Concerns:

Paul Bartels made a request that the Office Hours be changed for the winter.  He would like to eliminate Saturday by working through lunch break during the week.  He stated that there are no visitors on Saturday morning during the winter.  Judy Metcalf pointed out that you are required by state law to take an unpaid lunch break.  Paul agreed to stay open an extra half hour and take the lunch break.  Jo Huntoon said this can be done from December 1^st through April 15^th.  Maureen Stalla will post a notice to that effect. The hours will be 9:30 AM to 4:00 PM Tuesday through Friday.

Communications:

Maureen Stalla attended the Town meeting and reported that the Town took responsibility for the Golf Course plowing controversy.

Bill Paige reported that the Town did not clean out the catch basins or culverts this fall and now it’s too late, they will have to be done in the spring. Ned Lightner will report this to the Town and suggested that Bill talk to the Road Commissioner.

Facilities:

Marge Brockway reported that we are in the process of getting estimates for the roofing job on Bluff Road .  Bill Paige said he talked to Dick McElhaney and he said it was not put into the 2010 Budget.  The utilities committee was charged with responsibility for seeing this project thru.

Safety: – No Report

Surface Runoff:  - No Report

Tree Warden: - No Report

Utilities:

Judy Metcalf reported:

Once again, the wastewater treatment plant had no violations. 

Dick McElhaney is preparing funding letters for next year.

Budgets for Water and Sewer were approved.

Waterfront Improvement:

Bids were reviewed from the December 4^th public meeting.  Judy Metcalf pointed out that the bid from J Keeney had to be disqualified because it was both incomplete and had been submitted late.  Judy also reviewed the bid summarization with the Overseers and noted that they were “in the ballpark” of what Rob Frank predicted.  Judy reminded everybody that the remaining funds from our $400,000 bond need to cover both road improvements as well as waterfront improvements. 

Steve Kazilionis, speaking on behalf of Bill Cressey, said we can not afford to do the whole Waterfront project. We should be able to comfortably support $247,000 in spending and could find some additional funds if necessary.  However the total available funds fall well short of the cash required to complete the entire project.   Jo Huntoon said that we also have to consider the remaining balance outstanding for the WBRC Engineering contract as part of this project.

The Causeway and Dock are the most important things to repair; the Overseers agreed to proceed with the Base Bid and Alternate 1 as an additional option pending further discussion.

Steve Kazilionis moved to award the Base Bid to Prock Marine Company (the low bidder) and if we decide to proceed with Alternate 1 that bid will also be awarded to Prock Marine, seconded by Judy Metcalf - Voted all in favor.

Future Meetings:

Overseers Meeting: January 10, 2010 9:00 AM.

Executive Session:

10:10 AM Judy Metcalf moved to go into executive session - Voted all in favor.

10:20 AM Judy Metcalf moved to go out of executive session – Voted all in favor.

JASM: Denis Wang moved that the President and in his absence the Chairman of the Board (Marge Brockway) to negotiate and execute the contract with Prock Marine Company consistent with the Bid Package – Voted all in favor. 

Adjourn:

Judy Metcalf moved to adjourn at 10:25 AM, seconded by Marge Brockway – Voted all in favor.