Present: Pam Wilkinson, Jack Goosetrey, Jerry Grant, Sue Austin (6:45 p.m.) and
Richard Barter
Mitch Berkowitz
Others: Laney Grant, Thelma Mitchell, Lynne Dehetre, Elizabeth Salvetti and Lynn Olsen
Councilor Wilkinson called the meeting to order at 6:00 p.m.
First Order of Business: Public Hearings/Presentation
§ Public Information Session on the Proposed Budget
Councilor Wilkinson explained that for the first time, comments would be entertained regarding the proposed budget prior to the Council s adoption of the budget. The format is new and certain accounts will be shifted to simplify the budget and make it easier. She thanked each Council member for his or her hard work and input on the project. The budget will show an increase that is due in part for the need to broaden the town s tax base and encourage more business development in the town. In years past, the budgets were developed with a year-to-year focus. The new budget will focus on the big picture and incorporate long-term planning and improvements. The Council has had to recognize the need to eliminate where possible, future borrowing and has taken in to account cash flow issues and the changing economy.
Councilor Barter said the budget work is a process that started out by looking at management guidelines, expenses, and the elimination of commingling accounts. The Council has kept in mind that other towns, through years of neglect have not addressed buildings in their towns that are in need of repairs. One new concept with this budget is the creation of a deferred maintenance plan that will address the needs and upcoming repairs for municipal buildings over an extended period of time, with funds set aside for the purpose of maintaining town properties. Some of the long-term improvements will take time but the town is beginning to set aside money to slowly address the needs that will certainly come about. This type of planning is visionary and will make a big impact on the community. The Council has been keeping in mind throughout the
process that they wanted a product that meets the test of the community and is in keeping with the values of the town. Councilor Barter urged residents to send their comments to the Council and to raise issues that are of importance to them by emailing, calling or using the town s web site to contact Council members.
Councilor Grant said the Council looked at what was the most cost effective way to address the town s needs. Comments from the public were taken in the consideration with regard to the types of services the residents wanted from their community. Sidewalk improvements, public access to the town office via the Internet, and a “pay as you go” system were brought into the budget process. There will be a way to track monies that are spent with this new concept, which will help to judge the effectiveness of the budget.
Councilor Goosetrey noted the budget has been flat for the past 4 years and many needs have been put aside to keep the budget even. As a result, increases are needed to make necessary repairs at the library, town hall, Stimson Hall and Newbegin. Councilor Goosetrey said it was necessary to increase the budget to start working on areas that have not been addressed because of the lack of funds. Gray is a bedroom community with limited business/commercial zones and is limited in how it can generate more tax revenue. The updating of the Comprehensive Plan will help target ways to bring in more businesses, which will impact the town s future.
Mitch Berkowitz explained that the Council is sensitive to the fact that citizens do not like tax increases but they also realized the citizens have expectations. The dilemma is to keep the increase as low as possible while creating a budget that anticipates the necessary expenditures.
Some municipalities have taken the penny approach and have found they did not come out ahead. Using forward thinking, the Council has created a budget that will be used as a roadmap to the future. This roadmap started out last June when they authorized the Comprehensive Plan Committee to beginning working on a direction for the future.
The Code Enforcement increase of 19% includes a new water quality program that will test for E coli and other pollutants in the town s lakes. Last summer Crystal Lake had to be closed due to bacteria and this new water quality program is an example of how the town needs to be proactive. In the future, watershed management will be added to the program. Funds in the amount of $10,000 will be set aside for water control and management.
The 28% increase for Animal Control is due in part to increases imposed by animal shelter facilities. In addition, shelters will not continue to accept animals that have been at large without a physical examination. Animal attacks and court cases have caused significant problems and increases for shelters across the country which has impacted towns and cities.
The Reserves account will increase 172%. This account will be used for the maintenance of the town s facilities. A new buildings and grounds account ($40,000), technology replacement ($1,000) account, bridge program ($50,000), sidewalk program ($30,000) account for the increase.
Employee benefits went up 37% due to cost in increases to workers compensation and insurance. Market adjustments were also made in an attempt to be proactive and to keep Gray in line with similar towns with regard to wages, hiring, retention and attrition.
The proposed increase for the Library is 28% and is based on increased circulation, instructional technology, outreach and summer programs, guest speakers, and the need for increased services.
Parks and Recreation Department will be implementing a new concept that make the rec programs pay for themselves. Income generated from the department s programs will be retained by them to support their activities rather than incorporating that income into the town s funding (commingling). This will motivate the department to work on areas that they want to improve and can better help in planning new or expanded programs. The proposed increase is 17%.
After going over some other line items, the overall increase of the budget was calculated to be15%. Councilor Wilkinson reminded the public that there would be another open session for the budget beginning at 6:30 p.m. on May 7.
§ Presentation by the Little Lady Dribblers
Laney Grant and the Little Lady Dribblers were introduced and brochures were distributed. Ms. Grant provided some background information on the performance basketball team that consists of 31 girls in grades one through four. The Dribblers are a nonprofit group that has been operating under the Parks and Rec program for the past four years. The program has helped build self-confidence for the girls that has spilled over into their school and social lives. Academic success is stressed and the participants have gained a sense of pride in who they are and where they come from. Ms. Grant thanked the town for giving the Dribblers the opportunity to perform at basketball games, with the Harlem Globetrotters and at the Fleet Center in Boston. A total of 47 people make up the Lady Dribblers that includes mentors from grades
6-8, 2 preschool girls, 4 volunteer coaches and 3 business managers. Since the program began, there has been a waiting list for girls who want to be a Little Lady Dribbler.
Lynne Dehetre, one of the team s coaches said the girls are also involved in community service work, and looking for ways to give something back to the community. The Fleet All Star Program is one way the girls have been able to give something back to the town they have won the contest two years in a row. This year, the group has been invited by invitation to perform at Madison Square Garden.
Thelma Mitchell explained how the girls have been trying to raise money with pancake suppers and bottle drives to raise money for the NY trip. The cost of the Madison Square Garden event scheduled for June 30th breaks down to $180 dollars per person and includes transportation and overnight accommodations for 3 days and 2 nights costs totaling $7,380. The Dribblers are going to be soliciting donations from both Gray and New Gloucester officials and community members to perform at the WNBA NY Liberty game. Council Chair Wilkinson said the Council would discuss the Dribblers request at their next workshop.
Second Order of Business:
Approval of April 2, 2002 Town Council Minutes
Councilor Grant moved to accept the minutes as presented.
Councilor Austin seconded the motion.
There was no further discussion.
The Councils vote was unanimous.
Third Order of Business:
Reports from the Council Chair
None
Reports from the Town Manager
A current ruling, now under appeal could pose a loss to the town s cable committee of $11,000. The proposal will reduce costs to Time Warner cable customers but will impact the committee negatively.
The architectural firm hired to present plans for the former post office and town offices, will have their results completed by May. The proposal submitted by Oest and Associates will be made available to the Council and the public.
An informational meeting with town officials and Maine Department of Transportation is set for May 6, at 6:00 p.m. at Stimson Hall and will be directly followed by the Council Workshop meeting.
Randy Cookson has been working with Woodard and Currant to insure that the town s monitoring programs for water quality is meeting the state standards. The firm has provided the town with its recommendations, which Randy will review.
Correspondence has been received from Richard Flewellyn dated April 8, 2002. All interest on delinquent taxes will be subject to an 8.75% increase. Any taxes paid after the April 8th deadline will be subject to this increase.
Committee Reports
Elizabeth Salvetti reported on the current status for the upcoming Gray Celebration Day. Humble Farmer will be the master of ceremonies, with performances by McCarthy s Band, Evergreen Band, magicians, others that may include Governor King, Tom Allen and Susan Collins. Ms. Salvetti said her wish list included sponsors for Humble Farmer, the Balloon Rides and McCarthy s Band. Donations of magazines, crayons, markers and paper were also requested. If someone has a large canvas tent they would consider loaning, please contact Ms. Salvetti. There is also a need for an old car or truck that can be used in the parade. Please contact Elizabeth at: 318-2263 or email her at: graycelebrationday@yahoo.com
The event will be held August 2-4. Volunteers are needed.
Councilor Wilkinson reported the Public Safety Committee has been working on a firearms project, mass gathering initiation and researching police protection. The Council agreed to meet with the committee to discuss these items at the May 6th Workshop.
Council Correspondence
A Workshop for Elected Officials will be on June 5, 2002.
A letter from Frank Moran regarding a property matter has been given to the Manager for an opinion as to whether or not the matter is one the town will address or if it is a civil matter.
Fourth Order of Business:
Committee Appointments and Resignations
None
Committee Business
None
Workshop Status
At the last workshop, Dick Cahill gave a presentation on rezoning the commercial and business zones and Lynn Olsen presented information on the Route 100 tax increment-financing project.
Council Business
None
Fifth Order of Business:
Reading of and Additions to the Agenda
None
Sixth Order of Business: New Orders
Order #77:
Council review and action to accept the CEDC proposal to initiate engineering for the Route 100 TIF Development plan using TIF funds. Sponsor Town Manager.
Town Manager reported that Attorney Epstein has advised the town not to use the TIF dollars for the engineering work because the amendment to the development plan might not be successful at the June town meeting vote, if the dollars are spent in advance of the vote. The engineering costs would leave the town responsible for $140,000. This money is not in the General Fund and the town does not have access to the Rainy Day fund. The Council s options are to direct the manager to use the TIF dollars, against the attorney s recommendation or to locate other sources from general funds to pay for the costs (and pay back those accounts after the June vote), with TIF dollars. Mitch said that he was advised to note the expansion area more specifically in the language of the ballot article; another option involves the Water District. Upon
amendment of the June 8 town meeting for the development plan, the town might consider borrowing from the Water District so that the work can begin and will meet the spring 2003 deadline date. .
Mitch explained that there were moral, legal and ethical questions surrounding spending the TIF dollars in advance of the vote which could potentially hurt the town s credibility and prevent them from obtain support for another TIF in the future. Due to the short window of time for the work to be completed, wording may need to be changed in the development plan and the debt service extended for water line. Approximately 68 days are needed to complete the work, if there are no complications.
If the Water District agrees to pay the engineering costs, the town would not have to rely on the June 8 vote for repayment. There is a five-year window that the town has if it does not use the municipal bond bank. If the cons tractors do not finish the work by February 17, 2003, they could resume work in April 2003. The project would not be stopped because it would not come under the five-year window.
Lynn Olsen explained that Gobeil s expansion began much later than projected and some of the five-year window was lost. Ms. Olsen expressed her optimism that the prospects for Route 100 south are positive and will grow. If the Water District agrees to bond the project, the town would not be bound by a drop-dead date and costs would be kept down. The CEDC is working with the Water District to create an amended plan that the attorney feels has the most flexibility. There is also an opportunity to partner with the Water District to review needs for water storage and replacement of their main storage area would be allowable. Unfortunately the delay has caused the bids to be held from going out until June or July. Regardless of the obstacles, Ms. Olsen expressed how worthwhile the project is and how much work and effort have gone into
this.
Councilor Grant moved to Table the Community Economic Development Committee s proposal for engineering funds for the Route 100 TIF until more information is made available, the Manager s recommendation is received and options with Gray Water District and others have been explored.
Councilor Barter seconded the motion.
There was no further discussion.
The Council s vote was unanimous.
This order requires a majority vote after an opportunity for public comment.
Order #78:
Council review and first reading of Ordinance amending the ordinances of Gray by deleting various fee amounts.
Mr. Berkowitz explained that up until now when the Council has acted on a change of a fee or fine, it has always done so by ordinance, followed by a first reading, public hearing, second reading etc. Mitch suggested that since the fees and fines have been quantified the Council would only be deleting the amounts of the fines and not the total concept of the ordinance. Then, at the May 7th meeting two actions would take place. First, the ordinance with the attached fine scheduled would be acted on and if approved would take effect on June 7 (thirty days later). Second, the Council will be asked to adopt fee schedule, which would take place twenty-nine days later. In doing this, there would not be a time when there was no fee schedule in place. Every year, the ordinance would be readopted or amended by the Council with any changes
made to the fee schedule a separate item. The schedule would become an order and not an ordinance. The ordinance would state that there would be a fee imposed. The order would explain how much the fees are. In the long run, this format will be easier to use, and to make any fee changes without having it tied to the ordinance.
The question by Ms. Austin at the last meeting regarding text and map was found to not be park of the gravel pits section and remained the same. Under zoning fees: site plan, gravel pits and amendments to text and map are noted. No changes were made to the hazardous materials fees. On May 7, the disposal of carpet section will be clarified to state cubic yards and not square feet.
Councilor Austin asked about the recreation fees history. Mitch explained that this was changed from $250 last year to $300 this year. Councilor Wilkinson said that the fee was $25 at one time and wanted to know why there was such a sizable increase. The Manager stated that this fee is related to the continued growth of the town and has been compared to what other towns are charging.
Councilor Grant moved to accept the First Reading of the amendment by deleting the fee amounts.
Councilor Barter seconded the motion.
The Manager explained that the fee schedule is on the town s website and available to the public. By making the schedule an Order, it will be advertised and scheduled for a public hearing.
The Council s vote was unanimous.
Seventh Order of Business: Tabled Orders
Order #72: {Second Reading}
Council review and action to accept the amendment to the Fee Schedule. Sponsored by Town Manager.
Councilor Grant moved to remove Order #72 from the Table.
Councilor Barter seconded.
The Council s vote was unanimous.
Councilor Grant moved to Table Order #72 until after the May 7th Council meeting, rejecting the ordinance as proposed and setting the fee schedule as the basis for a separate Order.
Councilor Barter seconded the motion to Table.
There was no further discussion or public comment.
The Council s vote was 5-0.
This order requires a majority vote after an opportunity for public comment.
Eighth Order of Business: Standing Orders
Order #1:
Public Discussion of Non-Agenda Items.
None
Order #2:
Council approval of Pole Permits to Central Maine Power and Pine Tree Telephone Company.
None
This order requires a majority vote after an opportunity for public comment.
Ninth Order of Business:
Executive Session Re: Personnel Matters- Evaluation of the Town Manager. Followed by a return to the regular meeting for any action required.
Councilor Barter moved to go into Executive Session at 8:17 p.m.
Councilor Grant seconded the motion.
The Council s vote was unanimous.
It was moved and seconded to come out of Executive Session at 8:46 p.m.
The Council s vote was unanimous.
Tenth Order of Business: Adjournment
It was moved and seconded to adjourn the meeting.
The Council s vote was 5-0.
Meeting adjourned at 8:47 p.m.
Respectfully submitted,
Janmarie A. Bourret
Recorder
Notary Public
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