Orange Select Board
Meeting Minutes, May 22, 2012
Present: Betty Fulton (chaired the meeting), Dorothy Behlen Heinrichs, Linda Giner, and Sandi Pierson (clerical).
Others present: Barbara Smith, Bob and Beverly Ells, Henry Minasian, Frank Giner, Scott Sanborn, and Bill Fulton.
Meeting called to order at 7:00 PM. Attendance taken by the secretary.
Minutes:
The minutes of May 8, 2012 were unanimously approved as submitted.
The minutes of May 15, 2012 were unanimously approved by Linda and Betty. Dorothy abstained because she had not attended the meeting. These were brief minutes of an emergency meeting to process a welfare voucher per the request of the Overseer of Public Welfare.
Welfare vendor payments:
Betty stated that the Overseer of Public Welfare should use the Town Welfare Order form when requesting a payment and added that it is the system that Canaan uses. The welfare order form which would be submitted to the Board by the Overseer of Public Welfare includes the case number, vendor, and dollar amount. Using this form, no information about the applicant is compromised. The consensus of the Board was for the Overseer of Public Welfare to use the Town Welfare Order form in order that adequate documentation accompanies the voucher and that the public right to know per state statute is met. They asked Sandi to have Pat Mercer come in and fill out a Town Welfare Order for the May 15 disbursement so documentation would be complete.
Betty stated that the utility company told her that for an emergency payment they would accept correspondence on Select Board letterhead (faxed to them) of an intent to pay. This would be more time effective that calling an emergency meeting to process a voucher for the treasurer.
Select Board member appointment:
The Board interviewed Bob Ells as a candidate for the Select Board upon Linda’s resignation effective after the June 26, 2012 meeting. Dorothy stated that the Board is looking to appoint a member who will help continue the positive atmosphere of the Board, will help keep the town well managed, and assure that all Board actions are “open and above board.” Linda stated that her experience has shown that a group effort and sharing of the responsibilities is essential. She said it has been an exceptional treat to work with Betty and Dorothy. She added that you must be able to “take it on the chin” when doing what you feel is best for the town.
Bob submitted a letter of interest stating he would be honored to serve as an interim Selectman until the March 2013 elections. Bob stated that his family has owned their Burnt Hill farm since he was eleven years old and started working as a teenager on Ekel’s farm on Tuttle Hill. He has served on the Planning Board for 35 years and two years as road agent. He was also on a committee that explored a Grafton and Orange police protection consortium. Bob's two children and their families also have settled in Orange. He would like to serve as Selectman to assure that “the town will remain the quiet, peaceful town that we all love.”
Dorothy stated that on June 11, the Board will interview George White as a candidate. George has submitted a letter of interest to serve as the interim Select Board member.
Highway Department: Road Agent Scott Sanborn submitted a memo to the Board regarding the Remacle contract signed by the Board on April 24, 2012. He said a contract extension had been approved and signed sometime in November 2011 and neither he nor Richard Remacle understood why a second contract was drafted and signed. Linda stated the contents of the newer contract was basically the same as the old one and was rewritten to better format the contents. Scott felt there were parts of the 4/24/2012 contract were excessive and unnecessary such as stipulating how much sand is to be used when sanding, the timing of plowing, and the concise directions of the plow route. He said many of those factors are determined by the specifics of a storm and added that Richard has always done a topnotch job. After discussion the Betty agreed that Richard has done an excellent job and she requested of Scott to have Richard draw up a contract for the Board to review.
Training:
Betty said she attended an “officials’ workshop” and it was very valuable. She said that though she learned a lot, it seemed to have only “skimmed the surface.” She urged other Select Board members to attend the same training be held in September. The Board reviewed information about a Right to Know workshop hosted by the Local Government Center on June 9, 2012. After discussion, Betty motioned for Sandi to attend the workshop. Linda seconded. Motion passed unanimously in favor.
Document retention: Dorothy put together specific informational packets for each department regarding document retention. She is asking that each department head review their list for compliance and report back their findings by September 1, 2012.
Mileage reimbursement policy committee: Betty asked Sandi so send letters of inquiry to parties that may be interested in serving on a mileage reimbursement committee. Sandi noted that she and Don Pfaefflin have agreed to serve on it. Betty stated that she did not think coming up with a policy to present to the Board would take more than a couple of meetings.
Trash v. Zerosort report: In April 5.97 tons of trash were picked up and 2.19 tons of recyclables. Year to date totals are 23.92 tons of trash and 9.29 tons of recyclables.
AED: Linda announced that the Mascoma Savings Bank has awarded a grant to the town for the purchase of an Automated External Defibrillator (AED). This device will be placed at the town house.
Public comment: The Board entertained and took public comment. Parties that spoke are welcome to submit their comments and attach them to the minutes for public review.
Meeting adjourned 8:30 PM
Respectfully submitted, Sandi Pierson
[Signed] Linda Giner, Dorothy Behlen Heinrichs, Betty Fulton