Gray Town Council
Workshop Meeting Minutes
December 12, 2005
Present: Town Councilors Gary Foster, Andy Upham, Denise Duda, Skip Crane and John Welch
Town Manager Mitchell Berkowitz
Others: Mary Murphy, Will Robinson and Elizabeth Prata
Gary Foster called the meeting to order at 6:02 p.m. This is the first televised Workshop.
AGENDA:
6:00 p.m. Fiscal Policies- Council review and finalization; CIP discussion
The Council discussed Councilor Upham’s fiscal policy draft that he presented in October. There was a discussion concerning the duties of the Dog Officer but it was clarified when Councilor Upham discussed the listing under both Fire Inspector (page 14) and also in the performance matrix which addresses the number of citations per year.
The performance matrix and the data are separated and to be considered that way.
Councilor Upham referenced page 22 where the Library’s data is noted.
The process will include a collection of recurring data to be cataloged and then retrieved for the purpose of looking at monthly, quarterly and yearly information. Some Town departments are already doing this. Copies of the current policy will be distributed to the town’s department heads for comment.
Councilor Crane suggested revenue stream information be gathered. He noted the Recreation department recovers approximately 80% of their costs through revenues. The department was commended for doing good work.
Councilor Upham noted the operating budget and operating revenues are listed both under Library and Recreation departments. He suggested using Microsoft Access software to join to a spreadsheet so that it is easier to generate reports. Councilor Foster added that the Solid Waste department keeps an on going spreadsheet of their recyclables which they present to the Solid Waste Committee. The Manager commented that he was unaware of anyone using Access software but would pass copies of the current policy to all department heads for comment before proceeding further.
CIP Discussion
The Manager noted he has been focusing on the budget and did not have anything new to add to the CIP discussion. Councilor Upham talked about the red items that were noted on the draft as revisions and are not included in the fiscal figure for the budget.
Councilor Welch talked about refastening the panel on the roof of the Transfer Station as opposed to replacing the entire roof. The Manager said he left the item on as a CIP item because the roof needed to be addressed one way or another.
Councilor Welch said a good repair to the roof would be a lot less expensive than the $15,000 for a new steel roof.
Councilor Crane requested an estimate be provided on repair verses replacement.
Councilor Upham pointed an error on page 2 under Public Safety. The carry over figure was left off bringing the total closer to $500.000.
Library: Councilor Upham reported the three drawings he reviewed from the architect that designed the building showed an entire basement is under the structure. There is a total of 9,295 square ft of impervious surface. The library currently occupied 68,151 sq feet of space.
The current VAP requirement allows 10% impervious surface of the entire lot. With Planning Board approval it allows up to 30% coverage. The architect has two dry wells on the drawing with provisions for additions beyond the 10% impervious surface. If the impervious surface goes to 30% work would not be required on the drywells and an additional 11,150 sq feet of impervious coverage could be added. Currently, the parking lot is 4978 sq feet.
There was a fence noted on the drawing that appears to be closer than the actual fence location. The actual location of the fence needs to be clarified as there could be additional space for parking. Councilor Upham estimated the project to run between $143,000 - $159,900. Councilor Upham added the money would be set aside in the capital improvement account and would be used for the purposes of the physical structure. Furnishings would not be funded by the Town. The Council hoped fundraising efforts would address those needs.
Council Liaisons to Committee-Acceptance of Appointments
Village Master Plan Committee
The Council discussed the Village Master Plan Committee and allowing residents outside the town to participate exofficio (no voting rights). The group talked about the need for residency requirements for town committees talked about changing the council rules for outsiders to participate exoffico. Council Upham offered to serve as Council liaison for the Village Master Plan Committee.
Wayne Wood will be interviewed at the Council Meeting on January 3rd for the opening on the ORC.
There was a discussion about the need to hold an Executive Session for absent committee members. Elizabeth Prata noted the entire process is open and the issue is not a personnel matter.
The Council talked about the need for the Chairs of the Towns Committees to notify committee members that are not attending meetings regularly or without excuse to provide notification to the Chair of the committee if they are unable to continue to serve. It was suggested that after one unexcused absence, the Chair provide notice. Section 602.32 notes a member who misses three consecutive meetings can be dismissed from a board.
The deadline for applications is December 27th at 10 a.m.
Ms. Wilkinson’s resignation will be on the January 3rd agenda
The deadline for applications for the Village Master Plan Committee is December 27th with appointments set for January 3rd.
Council Duda will serve as liaison to the Recreation and Conservation Committee. Councilor Crane will serve as liaison to the Website Committee.
Traffic & the By-Pass-Change in the Right of Way for Construction and Drainage.
Councilor Chair reported a small piece of land was needed to be purchased to complete the right of way work between the Steven’s and Public Safety properties. The compensation is $100.00.
Council to discuss the MDOT Operations and Maintenance Agreement for Signalization.
The Manager reported there was no information from MDOT for signalization as of tonight’s meeting.
Development of the December 20 Council Agenda
· Public Hearing on the victualers license application for Subway Sandwich Shop
· Public Hearing for a rule change to the Council Rules
· Interview of Matthew Bourne for the Recreation and Conservation Committee
· Council Liaison appointments.
The Manager’s review was tentatively set for January 23rd.
Councilor Upham brought up the need for the Council to address the Planning Board’s displeasure with the performance of the Town’s engineering firm SYTDesigns. As liaison to the Planning Board Councilor Upham said he would raise the issue for discussion and possible action. The CEO has indicted that the ordinance requirements of the engineers and the Planning Board’s expectations are two areas that need to be looked at. Councilor Upham suggested SYTDesigns be invited to a meeting with the Council to discuss the matter. Councilor Welch added that if the wording in the ordinance was clearer, it would be easier for applicants to meet the requirements.
The Council agreed to go over the contract specifications for SYTDesigns and review the rebidding process on the three year contract.
The Manager was asked to provide the Council with copies of the contract.
Discussion about Appointments, Interviews and the order of the Agenda items
After a discussion, the Council agreed to the following changes to the Council Agenda:
1st Order of Business: Public Discussion of Non agenda items
2nd Order: Presentations, Public Hearings and Interviews
3rd Order: Action on Orders
4th Order: Approval of Minutes
5th Order: Reports from the Chair and Manager
6th Order: Committee Appointments
7th Order: Additions to the Agenda
8th Order: Ordinances
9th Order: Action Items
10th Order: Adjournment
Development of the January 3 Council Agenda
· Wayne Wood Interview and Appointment ORC
· Village Master Plan Interviews for Applicants
· Appointments of Committee Candidates
· Public Hearing and Second Reading: Agritourism
Possible Items for Review and Discussion:
Agritourism
Bridges
Status of discussions with Town of Raymond Re: Dispatching services
Public Safety Vehicles
Discussion of revising the duties of the Planning Board
The Manager discussed the Town’s recent inquiry by the town of Raymond for dispatch services. Gray current has the County Sheriff’s Department as its primary dispatch provider and the town would have to renegotiate with the County on the contract. The Council discussed checking into Raymond’s communication signal with the tower which could pose a problem with equipment failure and liability. The Council agreed to look at outsourcing dispatch services as an option and to look at meeting with New Gloucester with regard to partnering with them for fire/rescue services.
An invitation will be extended to New Gloucester representatives to attend the January 23rd Workshop.
Councilor Crane asked for engineering information regarding the blocked grate near Crystal Lake. Councilor Welch suggested vertical bars might solve the debris problem that is blocking drainage. The Manager said he would look into whether or not the Town has an implied easement or prescriptive rights. Councilor Upham gave the Manager some information he obtained from John Palmiter.
The Council discussed and agreed to move the Council staging to the floor of Stimson Hall.
Will Robinson, a member of the Cable Committee explained the new wireless microphones that were installed at Stimson Hall.
The meeting adjourned at 10:18 p.m.
Respectfully submitted,
Janmarie Castagna Bourret
Recording Secretary
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