Gray Town Council
Workshop Meeting Minutes
November 7, 2005
6:00 p.m.
Executive Session: Council will go into an Executive Session per 1 MRSA Chapter 13 §405- §§ 6-A. “Discussion or consideration of the employment, appointment, assignment, duties, promotion, demotion, compensation, evaluation, disciplining… of an individual or group of public officials.”
Specifically to discuss duties and job performance of the Town Manager.
Following the end of the Executive Session the Council will go into workshop:
Present:
Town Councilors Gary Foster, Andy Upham, Denise Duda, Skip Crane and John Welch
Town Manager Mitchell Berkowitz
The meeting convened at 7:33 p.m.
The Council went over the agenda items for November 15th:
Public Hearing for the liquor license renewal application for the American Legion
Interview of Michael Salvetti for the Website Committee
Steve Bolton’s presentation for Habitat for Humanity
Workshop Agenda item for November 21st:
Tax Acquired Properties
Council to work on the Capital Investment Plan and the Draft Fiscal Policy elements including the Post Office Building
Mr. Berkowitz distributed new copies of the debt analysis that is to be added to the Capital Investment Plan. The new figures show 1.75 million dollars associated with Pennell and 2.7 million for Public Works garage improvements. The debt changes in costs per year against the town’s tax rate were shown on the analysis. Front load and back load manipulation of the debt did not provide much of a difference in costs to the taxpayer.
The two graphs noted a 20 year backload option which would provide $233,000 more in interest. Repayment schedules can reduce interest payments but in some cases the overall debt may not be as favorable. This information will be included and be part of the CIP schedules for Council review.
The Manager informed the Council that the former Post Office property can be sold separately from the Town Office property. This information is new and was verified today. The substantial improvements that have been made to the property make it a separate and not a merged lot as was thought to be the case previously. Unimproved lots that are nonconforming are merged under the state law. Councilor Welch made the point that zoning was the source of the nonconformity in the first place.
Councilor Duda inquired as to what the purchase price was for the building. The Manger reported the price with lease purchase was $170,000 and is paid in full.
Councilor Foster suggested a public opinion survey be taken to determine the residents concerns as to the future of the post office and town office buildings.
Councilor Upham discussed the need to be moving forward with capital projects that were forecasted in years one through five with a more conceptual view for years six through fifteen. He suggested the Council look at how to implement the fiscal policy statements that were made and their application in forecasting for the budget presented at town meeting. The graphs distributed tonight reflect 4.4 million dollars in debt. The town is currently almost debt free. The appropriations set aside for the Pennell conversion to Town Office space is not close to consideration and may need to be set aside for now. The 2.7 million dollars for Public Works would need to go out to bond and a full study plan should be undertaken before monies are set aside for capital planning.
Councilor Upham explained that if the town is going to prefund capital investments, the costs of the capital from and through the taxpayers have to be rationalized. The same should be done when looking at capital repairs and maintenance.
The previously emailed capital project prioritization document suggests the Council go through the budget and look at all line items to see if additional information is needed. The Manager noted that costs under $5,000 should be expensed operationally i.e. computer technology, annual expenses, and licenses and each town department should track them.
Councilor Crane suggested the cycling and purchasing of vehicles needs to be reviewed further. Councilor Upham said study plans should be provided for all capital projects proposed in years one through five.
On the Master CIP page, it was noted only the office space for the town office was provided and the other buildings in the town were omitted. The Manager said he would provide the entire footprint for all town buildings and update the information to the Council.
The Council touched upon the four year plan to update the town’s phone system and paving at Newbegin ($27,000 in one year). Mitch explained the lot at Newbegin was never added in to capital planning and is at a point where it needs to be completely reclaimed. Councilor Crane suggested the GPCOG Village Master Plan may provide information that eliminates some of the long term capital projects.
Councilor Upham asked that a full study plan be done with regard to the building expansion of the Library which is noted in 2008. The Manager noted the 1.5 million for the library has not been expensed into the debt service. Councilor Upham asked the figures be noted in the annuity factor so the town can plan on the amount to set aside in each of the five years. The summary data needs to reflect the year of the expenditure so the expended dollars can be targeted. The Manager said he was not knowledgeable with regard to developing business cases and would need to have some instruction. Councilor Upham said he could build a program that the Manager could use and asked that he remove the annuity and provide the year that the money will be expended.
Councilor Welch said that dates for funding are important and that in the past he has seen money set aside for projects that have melted away. There has been a tendency to project the need for more money than is actually needed which inflates the amount to be expended. More information is needed with regard to repairs verses replacement. Alternatives, study plans, cost of repairs all need to be explored.
Councilor Upham said that without a business case he would not be able to support 1.5 million for the library expansion nor the $150,000 in 2008 for Stimson repairs. Councilor Welch added that there will be a loss of overall footprint space if the town opts to remove the extension at Pennell. Councilor Upham reiterated the need for an update of the entire footprint of town buildings, and a business case removing annuity values.
The Council requested a study case for the proposed Public Safety addition (2010) for $400,000. Councilor Welch suggested that if the town requires sprinkler systems in the town’s building code, there may not be a need to expand Public Safety for more trucks, tankers and cisterns. The Council discussed life cycle replacement for Public Safety vehicles and noted the inflation component needs to be factored in. The budge planning for vehicle replacement should for the immediate five years with ten years projected out.
Public Works equipment schedule needs to be consistent with the inflation factor and culvert replacement should be planned for. The bridge replacement schedule does not include culverts and a five year profile needs to be provided for capital planning. Councilor Welch asked that the culverts on Birchwood and Totten roads be checked.
The Manager said he would remove the sidewalk schedule until the GPCOG master plan information comes in, as Councilor Crane suggested.
Technology: GL Software (2008) $125,000.
Councilor Welch noted that the computer hardware may need to be changed at the time the software is installed to accommodate the system requirements.
The Town currently has Northern Data Services providing patches and updates as well as offsite backup and server.
Councilor Upham suggested the Council look at whether or not they want to outsource this and if the staff will be trained so as to use the software.
Pennell:
The current budget includes a generic projection for the town offices or library at Pennell. While the outcome of the lawsuit will not be known for several months, the Council decided to put money aside for the buildings upkeep, window sill and roof repairs for this budget cycle.
Review of the draft changes to the Council Rules-
Chair Foster’s revisions to the Council Rules were discussed. He noted Parliamentary Procedure under 602.13.A.5. Sections 602.12 and 602.13 takes all related items and puts them into subsections.
Councilor Welch said he remembered there was a Council Rules document that was part of an ordinance or some other town policy and he suggested a paper copy system be put in place that tracks town documents and safeguards them. Councilor Welch requested the old version of the Council Rules be presented so it can be compared accurately to the proposed new version.
The Council agreed the changes to the section Council Foster worked on were fine and considered to be complete. Councilor Crane asked if there was a state policy or statute that applies to records and record retention. Councilor Welch suggested document tracking procedures be added to an agenda item or workshop for discussion.
Councilor Welch offered to take the proposed changes for the Council Rules and merge them into one complete and revised document for the Council to review.
The Council discussed removing the Habitat for Humanity Presentation from the November 15th agenda. It was suggested the group air information on the local Cable channel for the publics’ information.
An Executive Session with Mike Vadas/Libby Hill property will be held at 6:00 p.m. prior to the November 15th Council meeting.
Discussion of the Website Committee-Duties-
Councilor Crane’s Website Committee charge and committee duties were discussed. Councilor Crane submitted the draft at the November 1st Council meeting.
Section 602052 Town Website Committee
A. Establishment
There shall be a Website committee consisting of up to five (5) members appointed by the Town Council each serving staggered terms.
B. Duties
1. The committee shall review advise, and recommend to the town council improvements in content, software, and hardware necessary to maintain the Town of Gray’s website.
2. The committee shall review content for accuracy of information, availability of documents, and content of documents made available on the website.
3. The committee shall develop a long range plan to provide a virtual Town Office on line.
All Council members were satisfied with proposed charge as submitted by Councilor Crane.
Adjournment
The meeting adjourned at 10:20 p.m.
Respectfully submitted,
Janmarie Castagna Bourret
Recording Secretary
| 
