Roll Call:
Councilors Matt Sturgis, Mark Grover, Peter Gellerson, Margaret Hutchins.
Town Manager Cabana
Other present and speaking: Jason Redlon, James Monroe, Deborah Mancini, Evan Desjardins, Tina Martell, Ralph Wink, Doug Webster.
Pledge of Allegiance to the Flag
Minutes from Previous Meetings:
Approval of February 17, 2009, Town Council Minutes
Councilor Scheckel moved; Councilor Hutchins seconded.
Ordered the Gray Town Council approves February 17, 2009 Town Council Minutes as corrected.
Councilor Scheckel clarified that she recused herself part way of the executive session
Councilor Grover- spelling of bailer. Page 13, paragraph (next to last) should say: he agrees it is not in the scope of work
Councilor Sturgis stated that on page 9, 3rd paragraph the correct name is Tina Martell.
Councilor Gellerson stated that on page 3, 1st paragraph the word “and” should be removed. On page 4 the sentence: “Ed Getty “be” certain’ should be added. On page 5, the name should be Carol Ann Doucette and on page 13, 1st sentence should read: Councilor Grover …. “is required to attend” should be added.
5 Yes
First Order of Business:
Public Comments of Non-Agenda Items – (limit 3 minutes per person)
John Redlon, Little Sebago Lake urges the Council that the proposed changes for animal protection is not a good idea as the current animal control officer has done a good job. He also thanked Steve Lavallee and his staff for their efforts in snow removal.
James Monroe commented on the scope of the project (in reference to Pennell). He believes that the public voted on a complete project. He also commented on the lateness of the Council meetings. He also commented that a cap on this project has not been stated and should be. He asked what the Town properties are being sold for.
Town Manager Cabana stated that they are for sale approximately $200,000 each.
Jim also commented on overtime pay and the next budget hearing.
Deborah Mancini, 137 Shaker Rd asked she could take the place of her husband as his alternate on the committee meetings he participates with as he will be having surgery.
She also asked about the recreation committee.
Councilor Grover stated that the Council has no rules on proxy votes, committees do not have restrictions and this can be created.
Second Order of Business:
Reports from the Council Chair:
Councilor Gellerson stated that 11pm should be the latest for Council meetings. Councilor Scheckel stated that a break at the halfway point would help. Councilor Grover apologized for his manner at the last Council meeting.
Councilor Gellerson commented on the finance committee and their efforts.
Reports from the Town Manager:
Town Manager Cabana stated that the Town’s annual report is available at Town Hall. She reminded the public about daylight savings time this weekend.
She stated that there was a joint leaders meeting with Gray, New Gloucester, and school committees to work on money saving ideas.
Nomination papers will be available next Thursday (March 11th) and must be returned in April 24th.
Committee Reports:
Councilor Sturgis commented on the GPCOG meeting which included a discussion on more uniform ordinances among area Towns. GPCOG suggests more comprehensive planning on the regional level which would minimize the time involved in changes from the state. It is in the early stages of discussion, but Councilor Sturgis stated that it is possible that this could happen in part in the future in particular with communities with shared land (IE: lakes etc) and transportation corridors. He believes it is a good goal to work on for the future. The auditor reported that GPCOG is fiscally sound.
Councilor Scheckel stated that CEDC met in February and discussed their meeting on ideas for updating the Town’s website. There have been conversations on the DOT lot.
Council Correspondence:
Councilor Grover stated that comments from the public have been coming in and encourages them to attend the meetings to provide input. He stated that anonymous messages he receives get less attention on his part
Town Manager Cabana stated that there will be 2 meetings on the budget in April for the public to give input and dates are posted on the website.
Third Order of Business:
Interviews: Potential Applicants for Recreation Committee
Presentations: Presentation from Dry Mills School House Committee
Deborah Mancini, acting chair, introduced the committee members. She presented a letter
(included in a packet) to the Council reviewing the following recommendations on the Town
budget for this line item and repairs needed for the building. The document contains a collective
list of preservation, restoration and maintenance and list of goals.
The committee has also received consultations from restoration professionals and Doug Webster
from Town Hall.
She stated that the recommendation is also supported by Council liaison Mark Grover.
Councilor Grover reminded the public that this is the only museum that the Town owns and the
engineer’s report has stated that the building has a bat infestation. He believes it is the Council’s
responsibility.
Councilor Scheckel asked for more information on the committee’s fundraising expectations.
Councilor Gellerson asked whether or not the building will be able to be open in the Spring.
Deborah Mancini stated that they are working with Doug Webster on having it open with
limitations on the number of people who can be there at the same time. There are a couple of
issues/items that are in the budget. She reminded the public that there is a vacancy on the
committee and encourages people to volunteer.
Town Manager Cabana stated that some of the repairs will be under CIP (Capital Improvement
Projects) and not under Building and Grounds and will be discussed there.
Fourth Order of Business: ORDERS
Item #088-08 To review and act upon the 2009 Municipal Dog Warrant.
Councilor Scheckel moved; Councilor Hutchins seconded.
Ordered the Gray Town Council approves the 2009 Municipal Dog Warrant.
Town Manager Cabana stated that after tonight, licensing a dog will be $25. If someone no longer has a dog, to please let the Town know as well.
5 Yes.
Item #089-09 To review and act upon making potential appointments to the Recreation Committee.
Councilor Sturgis moved; Councilor seconded.
*Motion to suspend Gray Town Council Rules will be necessary in order to appoint non-residents to this committee.
Ordered the Gray Town Council suspend Gray Town Council Rules and appoint non-residents Linda Chase and Robert Hubbard for a 2 year term to the Recreation Committee.
Councilor Scheckel asked if it would be a conflict as Linda Chase is a selectman. Councilor Sturgis believes that any conflicts could be addressed if they arise.
Councilor Gellerson stated that this action was one of the suggestions from the leaders group. Councilor Grover saw no objection to this process.
James Monroe asked if their participation on the committee will increase or decrease their financial contribution to the recreation committee.
Councilor Sturgis believes that their participation would help increase awareness about the impact and the shared responsibilities. He believes this is a good attempt to work on improvement
5 Yes
Councilor Scheckel moved; Councilor Hutchins seconded.
Ordered the Gray Town Council appoints Matt Johnson to the longest regular term on the Public Safety Committee.
5 Yes.
Item #086-09 (Postponed) To review and act upon approving the Request for Proposal, as recommended by the Town Office Building Committee.
Councilor Sturgis moved; Councilor Hutchins seconded.
Ordered the Gray Town Council approves the Request for Proposal, as recommended by the Town Office Building Committee.
James Monroe asked if the RFQ has gone out. Doug Webster stated that the initial draft was on the website and the date for the pre-bid meeting has been changed to March 10th. He stated that some inquiries have been made and they know that the meeting is March 10th and final requests due March 17th.
Councilor Grover thanked the committee for their efforts, expertise and enthusiasm. He expressed concern on IT design needs and submitted something in writing to the Council outlining this. He proposed adding this to the exhibit to Item 5K in the proposal as it outlines more specifically the IT design needs for the building. It would provide more clarity to the designers. He read his comments on his position on IT design in which he expressed concerns that the Town’s data may be compromised if it is not secured and believes that a technical and specific IT design for Pennell is necessary to protect the Town from inadequate designs and inferior security protections.
Town Manager Cabana stated that there has been a review and discussion on what other communities do on this issue. She stated that in the CIP part of the budget, she has proposed and new exchange server. She stated that she has requested an evaluation from Evan Desjardins
Evan Desjardins has done an IT analysis for the Town of Gray and stated that there are opportunities for consolidation which will help with costs. He stated that he recommends a centralized domain for various departments. The exchange server will be invaluable to help with calendars, scheduling and the like.
Town Manager Cabana asked Evan about Councilor Grover’s concerns. Evan stated that the transition is the main concern, but they have done this a number of times before. The wiring of the building is also important. He recommends that what will be done will be to scale and meets the Town’s needs.
Councilor Grover believes that it should be included in the design to get quotes and the proper expertise.
Evan Desjardins stated that if the wiring is properly done moving the network should not be a big issue.
Councilor Scheckel stated that the 2 issues are: moving the existing IT, and the renovation of a building and what the future needs of the Town will be in 10 years. She supports Councilor Grover’s suggestion to include it in the RFP.
Councilor Hutchins does not believe it should be included in the RFP initially and that IT is stated in item 12 of the RFP. She believes this discussion should take place when the designer is selected.
Councilor Scheckel believes that IT design should be included since it will affect the quote received.
Councilor Sturgis stated that it is approaching 2 different objectives: design task and design deliverables. He believes that the first 12 items Councilor Grover proposes could be part of Item 8 of the RFP. He believes that deliverables are policy and management issues and would not be the designer’s responsibility.
Councilor Gellerson suggest including Councilor Grover’s document in part or as a whole to help the designer have an idea. He asked Evan Desjardins about wireless needs for the future. Evan Desjardins believes that wireless should be a secondary infrastructure. It is not as fast, and more susceptible to interference and invasions.
Councilor Scheckel suggests including the first section of Councilor Grover’s document, and that the second section could be included as a suggested plan.
Councilor Grover proposes an amendment: Exhibit 11 minus 5 under deliverable.
Evan Desjardins stated that the infrastructure of the building and the systems are 2 separate issues. One is a wiring issue and the other is a management/IT policy issues.
Councilor Grover moved; Councilor Scheckel seconded.
Amended motion: Ordered the Gray Town Council amend item: #086-09 to include Exhibit 11 minus # 5 under design deliverable, and add items 5K IT plan per Exhibit 11 in the Request for Proposal.
Councilor Sturgis would like to see that the designer has some flexibility and move the issue forward.
Councilor Hutchins agrees with Councilor Sturgis and believes that some of these items are not needed to be included in the RFP. She believes that, for example, moving IT to a new building, is obvious and does not necessarily need to included.
Councilor Scheckel believes that including it is important.
2 Yes/ 3 No (Sturgis, Hutchins, Gellerson)
Councilor Grover asked what the (Item B on schedule) April 30th date refers to. He would like to know when the Town will receive them. It appears to be missing.
Ralph Wink stated that the pre-qualification date is March 10th, RFPs are due March 17th, and the recommendation by the committee on March 30th and at the April 7th Council Meeting, the Council approves/modifies list. Then the interviews will take place on the 30th.
Councilor Scheckel and Gellerson recommend receiving the proposal in advance of the 30th.
Ralph Wink suggests a short 5 minute company interview and sealed proposals handed in at that time, but can easily accommodate the Council’s wishes and suggests receiving the written materials one week prior.
March 27th was a suggested date.
Councilor Sturgis moved; Councilor Grover seconded.
Motion to amend motion #086-09 to include: to identify proposal due date as March 27, 2009 and delete DNI from Item 4 of the anticipated schedule.
5 Yes
There was a discussion on construction design document complete by the end of May is too short.
Councilor Grover believes that 100 feet for the IT room is too small and suggests 150 feet. There was a discussion that the RFP is to give some guidance but are open to suggestions.
Councilor Grover asked if the Council will approve the final design. Councilor Sturgis and others said yes.
5 Yes
Item #090-09 To review and act upon approving the future charge of the Town Office Building Committee.
Councilor Sturgis moved; Councilor Hutchins seconded.
Ordered the Gray Town Council approves the proposed charge for the Town Office Building Committee.
Councilor Gellerson stated that they have received a letter from the Town Office Building Committee.
Tina Martell read the letter outlining their tasks, dates, and goals. It included dates of tasks completed, the CM at Risk discussion, RFQ and RFP completion. She outlined the committee’s concerns about what should and should not be included in the RFP. She also commented on the committee’s request to review the RFP/RFQs, advise and make recommendations to the Council. They would like to opportunity to conduct the initial interviews.
Councilor Sturgis read his comments that he submitted to the Council. He believes that the committee would consist of the current 9 members, and 1 alternate (non-voting). He outlined their role in pre-construction and during construction. It included the work thus far in the pre-construction and during construction that the committee has bi-weekly meetings to bring up issues and changes in the scope of work as they arise. It would also include recommendations to the Council for items above the $20,000 limit that the Town Manager has authority to make decisions. This would be an advisory committee to support the Council in this project.
Councilor Hutchins asked if the members would do all the interviews and then make recommendations.
There was a discussion on the recommended number of options that the committee brings back to the Council. Councilor Sturgis suggested one recommendation. He believes that the Town has empowered them since they are invested in this project as citizens of the community and they want to bring the best project for the Town. He believes that the Council needs to let the committee do its charge and create results. This would keep things moving forward. His document’s effort is to formalize the process.
Councilor Hutchins believes that if the Councilors have sat in on the interviews and that they have the option to discuss it in an open meeting and vote to approve or reject their recommendation.
Councilor Scheckel cannot support one recommendation by the committee. She can support more than one recommendation to the Council.
Councilor Grover can support their recommendations and it is his intent to attend the interviews and can support joint interviews as long as it is an announced, public meeting. He believes that it could be disservice to have only one recommendation, but they can state their preference.
Councilor Gellerson suggests 9 members with 2 alternates. Councilor Grover suggests adding “subject to their acceptance in writing by March 31st” for clarification and to be more formalized. Then, at that time, if needed, the total number of members can be finalized. Councilor Sturgis suggests 9 members with 1 alternate.
Councilor Gellerson reiterated the committee’s recommendation number. He suggests the giving their top preference and then their 2nd and 3rd choices with the ranking and why. Councilor Scheckel believes it is up to the Council to interview the designers (either together or separately) as the final choice is in the Council’s hands.
Councilor Sturgis reiterated that they are all public meetings and as Council liaison there is representation. The Council will see all the results and have the final say.
Councilor Sturgis proposed rewording from his document:
-Paragraph 2: 9 members and 1 non-voting alternate.
-RFP include “make final recommendation regarding design firm and construction management at risk.” Strike “creating RFQ…. and RFP submittals sentences and include “provide top recommendation for both”
-Strike 2nd item under pre-construction of respondents…. Remove from the period of sentence on.
Councilor Grover suggests adding in the sentence: advice to the Council “and the Project Manager.” The Project Manager is the point person for the Town.
Councilor Sturgis suggests “building administrator” in place of “project manager” The group agreed.
Councilor Grover suggests an end time for the committee. It was proposed that “the committee will be disbanded at the completion of the project by the ribbon cutting ceremony.”
There was a discussion on the meeting schedule listed as “as needed.” Councilor Grover reminded the group that these meetings will require public notice. Councilor Gellerson suggested including proposed regular meeting dates on the website. Councilor Grover suggests adding the phrase “the committee will follow all practices in accordance with the Freedom of Access Act.”
Town Manager Cabana asked if bi-weekly meetings will be necessary. She suggested that there will be times that it will not be needed and that the building administrator can give updates. It was suggested that the bi-weekly meetings phrase be stricken, as “meet as needed” is included in the subsequent line.
Councilor Grover asked if any statement is needed as to whom they represent. Councilor Sturgis stated that they are empowered by the Council and that the building administrator is acting as the Town’s agent and advisors to the building administrator.
4 Yes/ 1 No (Scheckel)
Item #091-09 To review and act upon approving the Request for Qualifications for the Construction Manager at Risk, as recommended by the Town Office Building Committee.
Councilor Sturgis moved; Councilor Hutchins seconded.
Ordered the Gray Town Council approves the Request for Qualifications for the Construction Manager at Risk, as recommended by the Town Office Building Committee.
Ralph Wink stated that Maine is an active supporter of CM at Risk and provides a template on their website as the framework for the RFQ.
Councilor Hutchins asked if any of the dates for notice have been changed. Councilor Scheckel is concerned that the dates are very short and may be difficult for receiving proposals. She recommends an extra week.
Doug Webster stated that the dates need to work in concert with the designer process.
Town Manager Cabana stated that the Town’s Attorney has made some suggestions and asked some questions on the RFQ.
Doug Webster stated that the recommendation from Al Palmer from Gorrill Palmer is to issue the RFP and RFQ together based on the size of the project.
Councilor Sheckel asked what in the RFP would not be in the RFQ package. Doug Webster stated that the having a combined RFQ/RFP can shorten the process and bring the CM at Risk on board sooner. He stated that Al Palmer suggests issuing an RFP and ask that they include RFQ information in the package.
There was a discussion on whether or not an RFP for CM at Risk has been completed. Doug Webster indicated that the questionnaire in the design RFP will give some direction.
Ralph Wink indicated that he has a document that has not yet been circulated that may answer this question.
Tina Martell stated that through the qualification process, it is then, at the delivery method that the pricing is negotiated. There was a discussion on what method is the most accurate and should be proposed.
Ralph Wink stated that he will check the fee information further. Councilor Gellerson believes that this information is missing and is vital to the process.
Councilor Scheckel asked to include the request that the CM at Risk state its pricing in the document. She asked Doug Webster if he can make
Councilor Scheckel moved; Councilor Sturgis seconded.
Amendment to motion #091-09: Before the RFQ be made available that a page for price specifics for the CM at Risk be added.
5 Yes
5 Yes
Ralph Wink commented on the scope of work and that making changes on the scope of work (IE: floor changes, IT needs etc) for the CM at Risk that a document needs to be created and that someone within the Town is to be responsible. He stated the IT analysis is not in the scope of work but that it could be included as a change in the process he previously described and be reviewed and discussed as a separate entity. He believes that the hardest task for the Council is keeping the scope of work from changing.
Councilor Gellerson believes that the public wants a complete project. He would like the committee to get the project complete inside and out without exceeding the agreed costs. Councilor Hutchins believes that these items will fall into place as they are obvious to the project.
Fifth Order of Business: ORDINANCES:
Sixth Order of Business:
Council Business:
(1)IT discussion @ Pennell- Previously discussed.
Councilor Scheckel commented on the Town Meeting day being at the High School and indicated that the Booster Club would be interested in participating in the Town Picnic on the same day.
Town Manager Cabana reminded the public that the Town Meeting will be at the High School and not New Begin Hall, and have plenty of parking and a large meeting room.
Seventh Order of Business:
Additions to the Agenda:
Eighth Order of Business:
Council Action Items, Assignments and Issues Status:
Mobile Vendor License Ordinance Amendment.
Clarify Committee Priorities-Councilor Grover suggested removing this item.
Mass Gathering Ordinance
Department Head Goals
Update Personnel Policy/Administrative Code
Councilor Grover suggested adding the Historical Society lease and considering the sale of the main street fire station.
Councilor Gellerson suggests disbanding the ORC committee as an agenda item. Councilor Hutchins wants to know what vehicle will replace this committee’s task.
Councilor Scheckel suggests a committee to work on the comprehensive plan with the various committees. Councilor Grover stated that there is a committee that exists.
Doug Webster stated that in other communities there is a CPAC (Comprehensive Plan Action Committee) committee. Its purpose is to review ordinances and be a watch dog, so to speak, that zoning and ordinances meet the comprehensive plan goals. He believes that it is a policy decision by the Council as to what committees should exist and what their roles are.
Councilor Grover suggested inviting the chair of the comprehensive plan implementation committee to the next meeting to see what their objectives are and what role they see for themselves. Councilor Scheckel asked to find out from the chair of ORC as well.
Councilor Hutchins would like to be sure that if ORC is disbanded, a discussion should take place on alternatives including the CPAC information that Doug Webster can provide.
Town Manager Cabana commented on the Council’s packet for upcoming meetings. The group reviewed their upcoming meeting schedule.
Councilor Gellerson commented on emails in support to close Town Hall on Fridays. If people feel this way and it is proposed in the 2009-2010 budget, he asked if it should it be implemented now.
Town Manager Cabana would like to discuss it at the next meeting as there are some hard decisions to be made. There have been continued modifications. People need to be realistic and pro-active. She attended some meetings on reduction of staff and furlough days and that there are implications when decisions are made. She indicated that in the budget she will be working to maintain current positions and requests that the Council review the whole budget carefully as some of these items may require some hard decisions. She anticipates getting a bottom line budget to them soon.
Councilor Hutchins believes that if there is a discussion on Friday Town Hall closings, then a discussion on Town-wide operations need to be discussed as well.
Ninth Order of Business: Adjournment
Councilor Sturgis moved; Councilor Scheckel seconded.
Motion to Adjourn
The meeting ended at 10:30pm.
Minutes approved and accepted March 17, 2009 by its Town Council:
_____________________________ ___________________________
Peter Gellerson, Chair Tracy Scheckel, Vice Chair
______________________________ ___________________________
Mark D. Grover Margaret Hutchins
_____________________________
Matthew Sturgis
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