Roll Call:
Councilors Matt Sturgis, Mark Grover, Peter Gellerson, Margaret Hutchins, Cathy Manchester
Town Manager Deborah Cabana
Others present and speaking: Fran Monroe, James Monroe, Cheryl Welch, Andy Upham, Dean Bennett, Lisa Ronan, Abby Chandler, Galen Morrison
Pledge of Allegiance to the Flag:
Minutes from Previous Meetings:
Approval of March 2, 2010, Town Council Minutes.
Councilor Sturgis moved; Councilor Hutchins seconded
Ordered the Gray Town Council approves March 2, 2010 Town Council Minutes as corrected.
Councilor Gellerson commented on the Feb. 16th corrections noted at the March 2, 2010 minutes that the correct name should be-Karen Licht
5 Yes
First Order of Business:
Public Comments of Non-Agenda Items – (limit 3 minutes per person)
Abby Chandler, a 3rd grade student suggested that the old Rite Aid building could be converted to a park. She also had a couple of other suggestions for a park in the community. She encouraged everyone to participate in this effort and presented some drawings of her ideas.
Second Order of Business:
Reports from the Council Chair:
Councilor Gellerson commented that the 2010 census is out and encourages people to complete it. The Town has received the resignation of Fire Chief Plummer and the Council accepts it with regret.
Reports from the Town Manager:
Town Manager Cabana read the resignation letter from Fire Chief Plummer. She stated that he will be missed. She reminded taxpayers that the second half of residents’ property taxes is due April 1st. She stated that she has received a letter of resignation from Todd Bennett of the School Board.
The next Pennell walkthrough will be on April 17th from 9-11am.
There are openings on the Council, School Board and Gray Water District. Nomination forms are available at Town Hall.
Committee Reports:
Councilor Sturgis commented on the Pennell updates including work being done, the dedication ceremony planning, and the brick fundraiser. The project is progressing nicely.
Councilor Grover commented on the Library Board of Trustees and that the interlibrary loan process is changing and there may be delays in obtaining materials as the State changes the process over.
He also commented on the Dry Mills School House Committee and that they are working with Doug Webster on a grant application and with Ryan Keith for some repair work.
Councilor Grover commented on budget suggestions for the funds to support the Dry Mills School House Committee
Councilor Manchester stated that the Recreation Committee will be meeting next week.
Councilor Hutchins said that the Solid Waste Committee is continuing its work on the Solid Waste Ordinance.
Councilor Gellerson stated that the CEDC Committee will be meeting tomorrow night. He also stated that the Street Ordinance Committee is working on road specifications which is difficult to work on.
Council Correspondence:
Councilor Grover commented on the Food Pantry Auxiliary’s request to be considered in the Pennell location.
Councilor Sturgis commented on an email from Dan Cobb about IDEXX asking the Town to communicate with them to consider moving to Gray if things don’t work out with them and Westbrook.
Councilor Grover said that the GPCOG meeting will be lunchtime and he cannot be there but wants to be sure that Gray representation and its vote. Councilor Sturgis stated that he will be there.
Third Order of Business:
Presentations:
Public Hearing:
Council conducts an informational public hearing on the proposed budget to seek public comments before any official actions.
Town Manager Cabana gave an overview of the proposed budget including a 3% employee pay increase, a change in the health insurance which will require employees contribute 20% towards their premium. She estimated that this budget with be a .37 increase in the mil rate.
She stated that some items that could not be avoided in the proposed budget are fuel and electricity costs for Pennell. She stated that General Assistance request is up, payment on bond and leasing has increased. CIP has increased. Public water bill increased by 40%, as well as, Ecomaine fees and grounds/landscaping fees have increased. There is also an additional 10 hours per week increase in staff time to maintain the website
In total it is a 13.19% increase in the budget. To offset the mil rate increase, she proposes taking some monies from the reserve funds. State revenue sharing is likely to decrease. She indicated that this budget is within the current LD 1 State guidelines.
She thanked everyone, citizens, and staff, for their work and efforts in preparation of this proposed budget.
Cheryl Welch expressed concerns about courtesy boat inspections. She stated that the town owns Wilkie’s Beach and the landing and doesn’t pay property taxes and receives significant revenue by those living along the beach.
The milfoil issue requires boat inspections. It is only staffed during the summer months but is open year round. The Town has received cost sharing grants through the sticker program. She commented on the work that the CLA (Crystal Lake Association) does throughout the year to mitigate milfoil. CLA established a milfoil contingency fund to have on hand in the event that milfoil becomes an even greater issue. She stated hat shoreland owners have many restrictions both at the state and local level and ask the Town to support the milfoil mitigation.
She suggested that beach attendants’ primary work be to check the boats first. A fee could be charged for the launch. The parking fee could be increased significantly for vehicles with boat trailers.
Councilor Gellerson asked about CLA dues. Cheryl Welch stated that there are different levels of dues and 25% of their dues go to the milfoil contingency fund. Of the 120 potential members, about half are current members.
Town Manger Cabana stated that $1,000 is still in the fund in this fiscal year and should be used up before the fiscal year ends if they wish.
Fran Monroe asked when the budget was put together. Councilor Grover stated that the most recent version was posted online yesterday and a draft budget has been out for a while.
She asked about rescue fees and whether or not it includes the fire department. Town Manager stated that it does not include the fire department. She stated that the fire chief indicated that there is revenue for the department. Fran Monroe suggests that the fund name be changed for clarity.
She asked about transfers of some funds. Town Manager Cabana stated that the funds were formerly part of the co-mingle accounts and per the auditor’s recommendation, it should be in the designated fund.
Fran Monroe asked about undesignated funds. Town Manager Cabana stated that there is $3million which is in excess of the 1/12th required to be in the fund.
Fran asked if currently the Town is in the red and does the Town Manager expect the end of the fiscal year will be in the negative. Town Manager stated that she doesn’t expect to end the fiscal year in the negative.
Fran asked why Planning Board fees are down. Councilor Gellerson indicated that projects in the town are down at this time.
Town Manager Cabana stated that the Planning Board fees are for applications to offset the costs for planning materials and public notices, but that the bulk of their fees are paid to the consultant and held in escrow and paid directly.
Fran Monroe stated that not including the withdrawal from the undesignated funds, the actual expenditures in the proposed budget is a 38.26% increase which is very high in this economy. She believes that the proposed budget is out of touch with the community.
There was an extensive discussion on the public hearing process.
Andy Upham stated that he appreciates receiving the tax bill notice and the reminder was a good idea. He stated that the copies of the proposed budget are very different (there are updated versions).
He commented on the format of the budget. He suggests more clarity included in the cover letter and that inclusion of last year’s and this year’s actual figures as well as the proposed budget figures would be good for the average reader to understand. He stated that it appears that some of the discrepancies are from transfers (undesignated funds for example) from one year to the next. He questions the 12.76% increase. He believes that there is a discrepancy. He also suggests that there be more footnotes for clarity. He believes that there should be a good reason to carry over funds from year to year.
While .37 on the mil may not be unreasonable he will not vote for it and suggests more fiscal prudency.
He commented on the Town’s work on the potential impact of the TABOR proposal in the past and the work and suggestions that the Council did at that time which was very helpful and that this process can be used now to prioritize the funds in planning for this proposed budget.
He also commented on the fiscal policy that was adopted by the Town. He doesn’t believe that it has been fully incorporated. It could be used and simplified. Without the Town Meeting process there is no method to justify how the funds are being spent.
Town Manager Cabana commented on the reasons for the proposed changed budget variations and the carryovers. She asked Andy to meet with her to offer suggestions for the clarification that he suggested.
Councilor Manchester initially agreed with Andy’s comments about not increasing the budget. However, after going through the budget process, she believes that there is a need for the increase and the items proposed are of great need.
Andy stated that the TABOR criteria work that was done had its priorities described and suggests focusing on those items (fire, roads, debt service, for example). He believes that the undesignated funds are being threatened and that fiscal restraint is in order.
James Monroe believes that time limitations to speak is not appropriate. He commented on the Northbrook funds, CIP as well as he as confusion about how the funds are listed. He expressed concerns about fees for George Thebarge. He also disapproves that George assisted in the lease arrangement for Stimson Hall and believes it was a conflict of interest.
Dick Barter stated that he agrees with a number of suggestions from Andy, but believes that the process has been transparent. He would like to see this be a breakeven budget which he understands is difficult. He urged the Council to continue to be transparent because he has been well received in this process.
Fran Monroe stated that since she was not given equal time to speak as others, she will be pursuing a discrimination case.
Fourth Order of Business: ORDERS
Item #093-10 To consider a donation from Lisa Ronan on behalf of her late husband Shannon Ronan for the Gray Recreation Department.
Councilor Manchester moved; Councilor Hutchins seconded
Ordered the Gray Town Council receives a donation from Lisa Ronan to establish a
recreation fund in the memory of her late husband, Shannon Ronan, for the purposes
of enhancing amenities at the Recreation Department.
Dean Bennett of the Recreation Department stated that Lisa and her family wish to establish a fund for the recreation Department. Shannon Ronan was active in the recreation department in his own town growing up and his children are active in the Gray Recreation Department.
In lieu of flowers many people donated a total of $2,483 in Shannon’s name. It would be used for updating some of the recreational equipment. Lisa Ronan would make an additional donation to this amount for improvements to the building and room to enhance the use of the building. Dean Bennett gave some examples of other uses for activities to the building. The only condition would be a plaque in Shannon’s name at the building.
The Councilors thanked them for their generosity.
Councilor Grover asked who would be authorized for disbursements. Town Manager Cabana stated that the donated amount would cover cost for some identified equipment and she has approved it. She stated that a dedicated fund can be established and the subsequent donation to be accepted by the Council.
5 Yes
Lisa Ronan wants to be certain that a plaque will be there and that if this is not an assurance, then the subsequent donation would be reduced.
Town Manager Cabana stated that installation of a plaque can be considered and it is significant to be included on public property. The Town Council is the authority to accept gifts and they are the ones to make that decision.
Councilor Gellerson asked the Council if anyone objects to the installation of a plaque. Councilor Sturgis believes that the plaque is a small gesture. Councilor Manchester suggested that Lisa Ronan consider purchasing a brick in his name for the Pennell project in addition to her donation. She did not object to a plaque. Councilors Grover and Hutchins did not object.
Councilor Sturgis moved; Councilor Grover seconded.
Motion to accept the gift of the downstairs (at NewBegin Hall) from Lisa Ronan
and place a plaque in Shannon Ronan’s name in commemoration.
5 Yes
Item #094-10 To review and act upon the appointment of election officials for a period of two years, ending April 30, 2012.
Councilor Sturgis moved; Councilor Hutchins seconded.
Ordered the Gray Town Council approves the proposed election officials
for a period of two years, ending April 30, 2012. See names attached.
5 Yes
Item #095-10 To review and act upon the proposed change in major medical insurance carriers for all eligible Town employees from Maine Municipal Health Trust to Aetna with the plan as determined by the Town Manager.
Councilor Manchester moved; Councilor Hutchins seconded.
Ordered the Gray Town Council approves the proposed change in major
medical insurance carriers for all eligible Town employees from Maine Municipal Health Trust
to Aetna with the plan as determined by the Town Manager.
Councilor Grover reiterated his comments about the potential savings which he previously discussed.
Town Manager Cabana gave an overview of the changes in the policies and the potential savings which she outlined in handouts to the Council. She compared the savings and employee contributions between the plans and cited some examples. She indicated that there are incentives through a wellness plan and if there were savings within this, then there would be some cost savings sharing if they do not use all the money in the deductible pool.
At minimum, there will be a $26,000 savings by changing plans but it could be higher.
Councilor Manchester stated that she initially did not agree with this but given the potential higher savings, she supports this.
Councilor Sturgis stated that in his work in Cape Elizabeth on insurance that their recommendation to them was to go out to a broker to come forward with the best policy for the town. He stated that it’s possible that Gray could do better since insurance is competitive.
There was a discussion on the different insurance types used in the past.
Town Manager Cabana stated that they did have a broker come in and compare the policies.
Councilor Sturgis asked about the Town’s experience rating from MMA. Town Manager Cabana said yes.
He asked about prescription co-pay. He is concerned about their portion especially for maintenance medication. Town Manager Cabana stated that the co-pay goes into effect after reaching $3,000. Councilor Sturgis stated that he supports the wellness incentive and believes that the Town Manager has done a great job. He stated that this is a complicated topic.
Town Manager Cabana stated that if the insurance is not changed, there will be no savings. Aetna is willing to recognize the money that employees have already contributed to their present deductible.
Councilor Hutchins stated that health insurance has increased dramatically and not a lot of changing seems to help but is needed.
Councilor Gellerson asked about a mini physical portion as part of the wellness program and successful outcomes (non-smoker, low BMI etc) that employees met these goals, there could be a decrease in premium. He asked if this might be available and beneficial and asked the Town Manager to research this.
He asked if there are any down sides to this plan. Town Manager Cabana that just switching plan would save $26,000 even if all the deductible plan funds were used up.
5 Yes
Fifth Order of Business: ORDINANCES: NONE
Sixth Order of Business:
Council Business:
Councilor Manchester stated that the loss of Pat Carroll was significant and extend their condolences to
the family and thank them for all the work the family has done in the community.
Galen Morrison, acting Fire Chief gave an overview of the Raymond Fire Dept. issues.
Town Manager Cabana stated that Gray offered fire billing service to the Town of Raymond. They
declined last year.
Galen Morrison said that Raymond’s call volume is less than Gray’s. He stated that in 2009, 670 were
EMS calls out of a total of 1130 calls. 439 of the 670 EMS transports were billed for about $12,000.
He also discussed some of the calls that Raymond did in the Gray district and gave a synopsis.
Gray responded to Raymond calls 10 times and Raymond to Gray 13 times (mutual aid).
Councilor Grover asked if Raymond wants Gray to do billing for them. Town Manager Cabana stated
that they want Gray to give them $30,000 to cover costs. But, she believes that their per call calculations is high. She stated that they discussed some in-kind services including their fire billing.
The average revenue from each EMS call is about $500. She stated that offering in-kind services for fire
billing seems appropriate to offset some costs as they make money on transports.
Councilor Gellerson suggested going back to Raymond with a counter offer. Town Manager Cabana
stated that there is a vested interest in offering fire billing to them and it does not impact the Town’s budget and bring a resolution to this issue. This could result in an interlocal agreement
Councilor Sturgis suggested reoffering services to Raymond as he believes that their per call calculation
cost is high and that mutual aid needs to be reiterated. He supports offering fire billing services to them
in writing with an outline of savings and compensation.
Town Manager Cabana stated that snow plowing services has been offered for 4/10 of a mile on a private road in Raymond, but Raymond doesn’t see the value in this.
Councilor Grover doesn’t want the snowplowing issue included in the draft proposal letter and encouraged Galen to express his concern for the fairness of the process.
The draft letter will include the call volume figures and it will be addressed to the Town Manager and to the Raymond Board of Selectmen.
Galen Morrison stated that Gray would offer to do some transport.
Seventh Order of Business:
Additions to the Agenda:
Eighth Order of Business:
Council Action Items, Assignments and Issues Status:
() Offer high-level budget guidance to the Town Manager early in the budget development process.
( ) Transfer the Pennell Trust from SAD 15 to the Town of Gray.
() Revise, simplify or repeal the Administrative Code (§ 601).
( ) Sell old town office properties.
( ) Resolve the future relationship with the Gray Historical Society.
() Pass a joint resolution with North Yarmouth and New Gloucester urging DOT to repair the first mile of Route 115 easterly from the village.
( ) Stimulate further business development and broaden the tax base.
() Clarify the Council Rules with respect to changing Council meeting dates.
Ninth Order of Business: Adjournment
Councilor Sturgis moved; Councilor Hutchins seconded
Motion to adjourn
5 Yes
The meeting ended at 9:20pm
Minutes approved and accepted April 6, 2010 by its Town Council:
_____________________________ ___________________________
Peter Gellerson, Council Chair Margaret Hutchins, Vice Chair
______________________________ ___________________________
Mark D. Grover Matthew Sturgis
_____________________________
Cathy Manchester
* The Town of Gray is an equal opportunity employer and complies with all applicable equal access to public accommodations law. If you are planning to attend a Town Council or Town committee or board meeting and need assistance with a physical disability, please contact the Town Manager’s office at least 48 hours in advance of the meeting to have the Town assist you. 657-3339. TTY 657-3931.
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