Gray Town Council
Workshop Meeting Minutes
October 24, 2005
Present: Town Councilors Gary Foster, Andy Upham, Denise Duda, Skip Crane and John Welch
Town Manager Mitchell Berkowitz
Others: Paul Pietropauli, Pam Wilkinson, Priscilla Payne, Claudette Sims, Paul White
Chair Foster opened the meeting at 6:00 p.m.
The Council agreed to extend the Workshop one-half hour, ending at 9:30 p.m. in order to address the Agritourism proposal that has been at issue for several months.
Councilor Foster extended appreciation to Nathan Tsukroff for providing a Council portrait at no charge.
Presentation by the Gray Library Trustees and Director
RE: Capital Investment Plans
Priscilla Payne extended apologies on behalf of Peter Gerardo who was unable to attend tonight’s meeting. Ms. Payne went over the highlights of the library’s capital improvement plan that was compiled by the Trustees and included information provided to them from other libraries and from consultants in both Maine and Massachusetts. The Trustees all agree that there is a need for space at the present library location on Hancock Street. Crowding in the both the circulation and reference areas has encroached on the study portion of the library. Ms. Payne explained the Trustees went over six options:
Option 1: do nothing
Option 2: make minimum improvements at Hancock Street
Option 3: expand incrementally
Option 4: expand in one step
Option 5: obtain ownership of a new property
Option 6: purchase and renovate an existing property
Option 5 was deemed the top option, with Option 1, the least acceptable option.
The group found they are at the point where they need some architectural guidance and have reviewed some other library projects that have been done over the past five years and the associated costs. The current library had an addition built in 1988 which added 2200 sq. feet of additional space. The population of the library has grown by 20% since then. Patrons use the library for information for assistance with tax forms via the internet and story hour has been so popular it has been expanded. Parking is limited with only 17 spaces available and many times patrons are forced to park on narrow Hancock Street due to overflow. There is not enough land available to expand the present building and create more parking and options to acquire more land in the area are not available from abutters. The group has not looked into what properties are
available to build a new facility but would desire a more central location since many patrons can not find the library and call for directions to get there.
Councilor Upham asked if the library considered using the basement for additional space. Ms. Payne explained the basement isn’t constructed in such a way as to support the weight of the books on the first level and that steel beams would have to be installed for support. In addition, moisture problems would pose concern for the materials located in the lower level. The current sill problems, and the shifting floor are also concerns. Councilor Upham said he would like to view the basement and hoped to set up a time to do so in the near future.
Ms. Payne added that additional staff would be needed if the library were on two levels because staff would be needed on both floors to accommodate patrons.
Councilor Upham asked what improvements could help in the meantime until the library makes a final decision. Ms. Payne explained a new circulation desk would be needed. One that is longer and lower to accommodate the handicapped and children. More shelving is also needed for materials. As far as temporary space, the library would need approximately 2200 sq ft and a specialized moving company would need to be used to move materials to a temporary location while the current facility is under renovation.
Ms. Payne added that if the library expanded into the basement area, an elevator would have to be installed. Councilor Crane asked if the parking lot space has been studied to see if there could be a better utilization of the current space. Ms. Payne noted that safety is a concern, because the lot is not very wide and backing out hinders visibility. The current standards require one space for each 200 sq ft of space which translates to 20 parking spaces. Councilor Crane suggested that in the short term perhaps a few spaces could be added and the downstairs utilized. Ms. Payne noted that climate control would be needed for the protection of the books and computers if the library used the basement for space. The Manager added that if the parking were remarked to eliminate angled parking spaces and the pavement extended, it might be easier and
safer to back out of the parking area. Mr. Berkowitz noted the current Dunlap building has a total of 14,000 square feet. The front section of the building is leased right now but the property could be looked at for incremental growth and a long term lease option.
Ms. Payne said that there is one party who has not yet been approached to see if they are interested in selling any property for the current library to expand. Councilor Foster added that the town needs to look at all available options. Councilor Welch asked if the library had considered expanding in the rear where there is more vertical space for shelving. Ms. Payne replied that it would be hard to locate 8 computers in that section because of the weight bearing concerns which would have to be assessed. Ms. Payne said she would provide a drawing of the plot plan for the Council. Councilor Upham asked if Mr. White could mark out the location of the leach bed, septic and setbacks.
Councilor Duda pointed to the graphs included in the data and commented that it was wonderful to see how much the library is being used. She asked if Ms. Payne knew what the current assessed value of the Hancock building. Ms. Payne said it was in the area of $600,000. Ms. Payne said estimates for a new building come in around $242.00 per square foot and the library needs approximately 13,000 square feet for next 20 year period.
Claudette Sims, pointed to page 19 that referenced the costs associated with remodeling or new construction. While the basement may seem like an option, it would be costly and the library would need to know how much money they would like to sink into the building to get through until the next phase.
Councilor Upham added that even a new building would require time and Pennell might be a consideration also. The funding for any project would be five years out at the least and in the meantime, there would be some space that could be used in that time frame.
Ms. Payne was thanked for her informative report.
Agritourism Discussion
Paul Pietropauli, an attorney representing October Corp/Pineland Farms addressed the Council to discuss the current Agritourism proposal that has been under Ordinance Review for the past several months. Paul White, the town’s CEO prepared an updated version of the ordinance which both parties can work from to formulate a final document.
The definition of an Agritourism Facility has been completed and it has been added to the list of permitted uses in the RRA zone. Lot size (over 5,000 sq. ft) for a new facility will trigger Planning Board site plan review and the current lot size requirement is 50 acres.
Mr. Pietropauli explained his client’s concern for site plan review for the use of current older homes on the property that would be converted and used under the new ordinance and said that the site plan review process is time consuming, costly and hinders the process. He added the definition includes an assembly/restaurant component that would be beyond the scope of the facility and that if someone other than a guest of the facility wanted to dine there, they should be allowed to. Having dining limited to patrons only would not be cost effective. Paul explained the Planning Board process posed frustration in the past with regard to an outdoor camp near the Collier Brook dam for riding horses on trails. Engineers were involved and the process was tedious to say the least. A facility that is less than 5,000 sq feet is similar to a large
house, and should not have to go through the Planning Board process.
Paul White said the Ordinance Review Committee has not received this latest draft but will review the document at their meeting on November 3. The definition section can be used to see if the proposed facility meets the criteria. From an enforcement perspective, things should not be imposed that can not be enforced. The fifty acre requirement does not impose on the abutters and while there was a discussion with ORC to increase the setbacks from 25 ft to a higher requirement, the ORC did not want to do that.
The ORC also agreed that the facility could be one or more buildings totaling 5,000 sq. feet. Allowing the public to attend the restaurant might need more of a review due to traffic and parking. Mr. Pietropauli stated that over a year ago, it was made clear that the intention was to have the facility open to the public and that it would not be reasonable from an enforcement standpoint to disallow the public from using the restaurant facility.
Councilor Welch said he was concerned others might want to do the same thing and he was concerned about the setback requirements and the impact on abutters. Mr. Pietropauli said the criteria would still have to be met and are included in the definitions. Mr. White said it would be better to include them in the purpose section.
Pam Wilkinson explained that the town currently has 130 parcels that are 50 or more acres. Ms. Wilkinson said she would like to see the educational piece tied to the agricultural component instead of an operation use. If it isn’t tied in with education, then perhaps it could be interpreted to include commercial outdoor recreation like a racetrack. Ms. Wilkinson said her concern was not that Pineland would use it commercially but that the potential for someone else to, could be a concern. If the educational piece is tied to the agriculture, the risk is reduced.
Councilor Duda talked about increasing the setbacks so abutters are not impacted. Mr. White suggested the ORC consider a buffer as an option so abutting owners are not forced to see the facility. Councilor Welch said he felt the definition of the facility was subjective and needed to be clarified in stronger terms.
Paul Pietropauli explained his client owns farm property with existing residences located on them. Part of the objective is to reuse these historical properties, some of which are located close to the road. A buffer would not apply in cases like this because the existing homes do not meet the setback requirements.
Paul White said he would get the information to the ORC member prior to their November 3rd meeting. Pam Wilkinson suggested the ORC be invited to attend the next Planning Board meeting.
Capital Investment Plan and Elements
The Town Manager distributed the plan and provided an overview. The Master CIP sheet is the balance of the capital improvement plan as recommended and consists of three spreadsheets. The spreadsheets are tied to the Executive Summary which identifies needs over a five to ten year period for the Library, Public Safety/Works, Village Station and Stimson and other town owned facilities. Debt service is scheduled in the back of the document noting both principle and interest.
· The Egypt Road Bridge may be taken over by the state and if so, the ongoing maintenance could be dropped from the list. The town would have to meet the drainage culvert and guardrail conditions first. Steve LaValley will have Gorrill Palmer Engineer take a look at the culvert and the guardrails. The town would still be responsible for winter plowing.
· Sidewalk funding for 2007 is set at $340,000. Pam Wilkinson asked if there was a plan in place for sidewalk maintenance. The Manager said there was no plan at the present other than when they noted to need repair they are repaired. There is no plan for the upkeep of the Pennell side of Route 100’s sidewalk at the present time.
· Cemetery paving is included in the maintenance plan and the town tries to accomplish that annually.
· Bond Issue/Pennell: a 20 year amortization schedule is included in the package with a debt service analysis planned to show impacts if the debt is carried over a twenty year period.
· Road resurfacing: After speaking with Public Works, the Manager has requested visual inspections. Steve’s request has been reduced and a new table will be provided.
· Class of Assets: Under Gasby 34, the town is in compliance but assets will have to be noted.
Councilor Welch noted that there are some places were the roads could be having the seams sealed which would extend the surfaces. Councilor Foster said he raised that issue with Steve and was told it was not cost effective. The Manager added that
seam sealing does not work well in harsh winter weather as the seams separate.
Councilor Welch added that he has seen the turnpike roads using the method and suggested an outside opinion be obtained.
Councilor Upham noted the CIP issued in August showed a total of 11.8 million through 2015. If the debt was eliminated there would still be 5.8 million dollars in debt through taxpayer funding of projects which would not cover this year’s budget or debt service requiring cash flow of about $500,000. The Manager said he estimated it to be about 1 million dollars. Councilor Upham said he would like to see the planning become more linear and that by using the spreadsheet, asset elements could be determined and factored in. If one million dollars is needed, it may have to be done incrementally- it would be very difficult to get there in only one year.
Pam Wilkinson said the roads and public safety vehicles were planned four years ago and as hard as it is to see the future, things change. Money should be set aside so that if there is a spike, the town can handle it. Councilor Upham said there is a need to have a good report on conditions so that they can be programmed into the planning. If money is set aside for roads, bridges, truck replacement, the money should be used to carry out the planning.
Councilor Upham suggested the Town utilize GIS and to have staff be trained to use it. The Manager said the staff did the best they could and if they are pulled for training, something else is not getting tended to.
Discussion of Adaptive Reuse of the Old Post Office
The Chair explained that under the current VAP zone requirements, the Old Post Office building can not be sold separately because in doing so, it would become non conforming.
Councilor Duda asked about the general condition of the inside of the building.
Councilor Welch said the furnace was marginal and the septic location poor. Councilor Crane said he believed there to be asbestos inside which needs to be professionally abated. Councilor Welch said there was no mention of contiguous lots when the town acquired the building and noted a court case (in the 1980’s) where the courts found in favor of owner who said both were single deeded lots. Councilor Welch asked the Manager for a comment from Attorney Dale on that case.
The Manager explained the Town Office needs to have a larger vault for storage. If the main floor of the town office were to move to the Post Office, would there be a benefit and would it be more cost effective. Many senior citizens can not go downstairs for property records, CEO and Tax Assessor related issues. Councilor Upham suggested the website be utilized for assessed values or calling the town office. Pam Wilkinson said even setting aside American Disability Act regulations, people still can not go downstairs.
Councilor Welch asked what other possibilities could be considered. Councilor Welch noted that Pennell has to be considered as a possible option. The Manager referred to a study that was done and asked the Council to review it.
Councilor Upham said while the CIP will be painful to fund, a $300,000 improvement (estimate for post office) is not a lot by comparison.
Councilor Upham requested total existing space figures excluding the Public Works and Transfer Station for town facilities. The Manager said he will provide that information.
Councilor Duda said it would be nice to know how much money could be obtained from selling properties and to determine how the money would offset the costs for a new facility.
Website Committee
Councilor Duda said she supported a committee for the Town’s Website with Councilor Crane also agreeing it would be helpful to have an active committee in place to see what changes and services could be added to the site. Councilor Welch said he would like to see Mike Salvetti appointed to be the person to provide input to staff. Mr. Salvetti has volunteered to serve and would help to make suggestions for improving the website.
Councilor Welch said he did not support having a committee with an associated budget doing the work. Councilor Foster noted that Staff can make website changes but at this point, they need some additional help. Pam Wilkinson said some town’s have a quarterly peer review.
Michael Salvetti’s appointment will be added to the next agenda. Councilors Upham and Crane both said they wanted to see the Committee’s charge beforehand.
November 1st Agenda
MDOT update
Warrant signatures for November 8th Election
Adjournment
The meeting adjourned at 9:45 p.m.
Respectfully submitted,
Janmarie Castagna Bourret
Recording Secretary
| 
