Town of Gray, ME - 2008-07-01 Town Council Minutes

GRAY TOWN COUNCIL MEETING

STIMSON HALL –7:00 P.M.

Councilor Hutchins moved, Councilor Scheckel seconded

6:00 PM - The Council will go into Executive Session, pursuant to Title 1, Chapter 13, Subchapter 1, Section 405, Subsection 6-A: “Discussion or consideration of the employment, appointment, assignment, duties, promotion, demotion, compensation, evaluation, disciplining, resignation or dismissal of an individual or group of public officials…” Specifically to discuss duties and job performance of the Town Manager.

The Town Council exited Executive Session at 7:20 p.m.

Councilors Mark Grover, Margaret Hutchins, Peter Gellerson, Tracy Scheckel.

Others present and speaking: Pam Wilkinson, Dick Walls, Larry Bastian,

Pledge of Allegiance to the Flag

Minutes from Previous Meetings:

Approval of June 17, 2008, Town Council Minutes and June 23, 2008 Executive Session Minutes

Councilor Scheckel moved; Councilor Hutchins seconded.

Ordered the Gray Town Council approves June 17, 2008 Town Council Minutes as corrected.

Councilor Gellerson stated that on page 5, on Item # 121-08: the contingency fund should be in the amount $137,648.00 and strike the word “million”.

Councilor Grover/Councilor Scheckel

Ordered the Gray Town Council approves June 23, 2008 Executive Session Minutes as presented.

First Order of Business:

Public Comments of Non-Agenda Items – (limit 3 minutes per person)

Pam Wilkinson asked when the Council will consider the 5^th person for the Council. She also asked that a summary of the workshops be included in the Council minutes. She inquired about the hours of Town Hall operation and requested that they keep the hours the same for consistency. She discussed the milfoil issue and encouraged people to contact her if they need help or have questions.

Councilor Grover asked if a recorder has been at the workshops in the past. Pam indicated that it has been based on the budget.

Dick Walls commented on the Town Hall hours from the Council workshop and has concerns about the underestimated fuel costs and agrees and asks the Council to consider the 4 day work week as proposed by the Town Manager.

Second Order of Business:

1.) Renewal applications for refuse hauler’s licenses for Almighty Waste, Blow Brothers, Cardymor’s Disposal, Troiano, Pine Tree Waste, Waste Management of Maine, and Trash Guyz.

2.) Class A Restaurant Liquor License and Special Amusement Permit for White’s Cue Connection.

3.) Mobile Vendor license for Vincent Nielsen d/b/a Vinny’s Catering, and Wayne Alexander d/b/a Ye Olde English Fish & Chips, located at 342 West Gray Road for the “Stonehedge Country Music Festival”.

Third Order of Business: ORDERS

Item #001-09 To review and act upon approving the Class A Restaurant Liquor License and Special Amusement Permit for White’s Cue Connection.

This action requires a majority vote after an opportunity for public comment.

Councilor Scheckel moved; Councilor Hutchins seconded.

Ordered the Gray Town Council authorizes the Class A Restaurant Liquor License and Special Amusement Permit for White’s Cue Connection.

Councilor Grover had some questions about the process. He asked about the code enforcement officer and public safety approvals and whether or not this is part of the process and that they report any adverse information to the Town Manager if applicable.

Town Manager Cabana gave an overview of the process.

Item #002-09 To review and act upon approving GEO Plan Services for providing planning services for the Town of Gray.

This action requires a majority vote after an opportunity for public comment.

Councilor Hutchins moved; Councilor Grover seconded.

Ordered the Gray Town Council authorizes the Town Manager to enter into a contract with GEO Plan Services for providing planning and economic development services for the Town of Gray.

Item #003-09 To review and act upon authorizing the Town Manager to enter into an agreement with Colex, LLC for the purposes of constructing the Westwood Road culvert reconstruction.

This action requires a majority vote after an opportunity for public comment.

Councilor Scheckel moved; Councilor Hutchins seconded.

Ordered the Gray Town Council authorizes the Town Manager to enter into an agreement with Colex, LLC for the purposes of constructing the Westwood Road culvert reconstruction for an amount not to exceed $73,504.00.

Pam Wilkinson commented on the vegetation and run off and whether or not there are some measures for this since it is the headwaters.

Larry Bastian of Gorrill Palmer stated that there are 2 culverts very near to each other. The one being replaced is on Sandbrook and gave a description of the existing problems. The replacement would be a larger pipe, widening of the road and stabilization of the sides to help for run off, etc. He indicated that it will be a big improvement.

Councilor Grover asked if there will be road closure. Larry indicated that one lane will remain open. He asked if the public knows about the multiple bids. Larry stated that Colex was the low bid with minor items.

Item #004-09 - To review and act upon renewing refuse hauler’s licenses for Almighty Waste; Blow Brothers; Cardymor’s Disposal; Troiano; Pine Tree Waste (AKA Casella); and Waste Management of Maine and Trash Guyz.

This action requires a majority vote after an opportunity for public comment.

Councilor Grover moved; Councilor Hutchins seconded.

Ordered the Gray Town Council authorizes the renewal refuse hauler’s licenses for Blow Brothers; Cardymor’s Disposal; Troiano; Pine Tree Waste (AKA Casella); and Waste Management of Maine and Trash Guyz .

Councilor Grover indicated that Almighty Waste has not submitted their documentation

Councilor Hutchins indicated that she is willing to approve these on condition that their certificate of insurance documents are corrected or updated as needed.

Councilor Hutchins moved to amend; Councilor Scheckel seconded.

Amendment - 4 Yes

Main motion as amended – 4 Yes

Item #005-09 Mobile Vendor license for Vincent Nielsen d/b/a Vinny’s Catering, and Wayne Alexander d/b/a Ye Olde English Fish & Chips, located at 342 West Gray Road for the “Stonehedge Country Music Festival”.

This action requires a majority vote after an opportunity for public comment.

Councilor Scheckel moved; Councilor Hutchins seconded.

Ordered the Gray Town Council approves the mobile vendor license for Vincent Nielsen d/b/a Vinny’s Catering, and Wayne Alexander d/b/a Ye Olde English Fish & Chips, located at 342 West Gray Road for the “Stonehedge Country Music Festival”, subject to inspection and approval from the Code Enforcement Officer, Health Officer and Public Safety Inspector.

Item #006-09 To review and act upon authorizing the Town Manager to enter into a contract with Androscoggin Bank for the purposes of providing banking services for the Town of Gray.

This action requires a majority vote after an opportunity for public comment.

Councilor Hutchins moved; Councilor Scheckel seconded.

Ordered the Gray Town Council authorizes the Town Manager to enter into a contract, effective August 1, 2008 with Androscoggin Bank for the purposes of providing banking services for the Town of Gray for a period of three years and an option to renew for an additional two years at the mutual agreement of both town and provider.

Both Councilors Scheckel and Hutchins indicated that they were pleased with the process.

Councilor Grover asked which other banking institutions submitted a proposal. Town Manager Cabana named Key Bank, Gorham Savings Bank and TD Banknorth. She enjoyed working with TD Banknorth and thanked them for their professional relationship over the past several years. A representative from TD Banknorth stated that they will do everything possible to make it a smooth transition.

Item #007-09 To review and act upon authorizing the Town Manager to accept the deed of real property located at 2 Turnpike Acres and execute all closing documents to purchase said property, pursuant to a purchase and sale agreement between Dana A. Walker and the Town of Gray, as ratified by the voters at the Town of Gray Annual Budget Referendum on June 10, 2008.

This action requires a majority vote after an opportunity for public comment.

Councilor Hutchins moved; Councilor Scheckel seconded.

Ordered the Gray Town Council authorizes the Town Manager to accept the deed of real property located at 2 Turnpike Acres and execute all closing documents to purchase said property, pursuant to a purchase and sale agreement between Dana A. Walker and the Town of Gray, as ratified by the voters at the Town of Gray Annual Budget Referendum on June 10, 2008.

Pam Wilkinson asked for a review of the amount. Town Manager Cabana reviewed the amount and process.

Town Manager Cabana stated that the Town Attorneys have been working the deed and environmental assessment and some possible minor contamination. She read an email that clarified any concerns. With approval, the transaction should be able to proceed.

Councilor Grover suggested that the Fire Chief get a copy of this update to monitor any issues in the future.

Fourth Order of Business: ORDINANCES:

Fifth Order of Business:

Reports from the Council Chair: Chair Gellerson stated that the new Chair and Vice Chair of the Planning Board have been elected. Rod Boyington was elected Chair and Don Hutchings, Vice-Chair.

Reports from the Town Manager: Town Manager Cabana stated that this date marks the beginning of a new fiscal year. Town hall staff have been working diligently to close the books. She thanked the Town and staff for all of their efforts in the past fiscal year.

Sixth Order of Business:

Committee Appointments and Resignations: NONE

Councilor Hutchins indicated that ORC has met and are working to finalize their review.

Councilor Scheckel stated that CEDC will be meeting tomorrow night. The Recreation Committee met and drafted guidelines for scholarships and has drafted an agreement to work with other communities to create a partnership to work more closely and efficiently on recreation programs.

Councilor Grover gave a summary of the GPCOG meeting. He commented on the Dry Mills School House committee and some of the challenges they face. He indicated that there will be shortages of volunteers for this committee and will likely have future discussions on this. He indicated that the Town should post the available volunteer opportunities on the Town’s website.

Council Correspondence: NONE

1. Discussion regarding municipal office hours.

Town Manager Cabana indicated that the Town has been able to lock in oil prices. She stated that there have been discussions on fuel conservation as a way to cut funds in the budget. She has had discussions with staff on the Town hours and suggested maintaining hours similar to those at present, but with a 6:30pm close on Thursday and a ½ day from

8:30 - 12pm on Friday. There would be staff salary/benefits savings that would help offset the fuel increases. She also discussed Stimson as another location and there needs to be creative ways to trim the budget and fuel issues.

Councilor Grover indicated that the public input is needed. He commended the Town Manager and staff for working on this. He has concerns about Fridays and asks if the savings would be significant and request a projected cost for remaining open on Fridays. He commented that staff works longer than the actual Town office hours. He supports the online services options but is not sure that it will make a big impact.

Town Manager Cabana indicated that the Library made a big effort to be a resource for online services to assist people when the Town Hall was closed on Friday.

Chair Gellerson would like to see the media help the Town get the word out about the new hours.

Councilor Scheckel believes that closing Fridays, there will not be significant savings on heat because some staff still work on Fridays to complete tasks. She indicated that there are other areas in the budget that might be cut. She suggested Newbegin, the Library and other locations as possible meeting sites where they could do double-duty as they are in operation for other things.

Councilor Hutchins agrees with these suggestions and suggests other locations for the various meetings and that they not use Stimson Hall for the winter and have fuel savings from this building. She is unsure that a ½ day on Friday would be a savings and suggests 5 full days a week for community service.

Chair Gellerson suggested a Wednesday afternoon closing and that somehow with this, Town Hall would be open 5 days.

There was a discussion on the options and locations for savings. There was also a discussion on meeting frequency as well. The group was in agreement considering closing Stimson Hall for the winter and exploring other options for winter meetings. Councilor Scheckel indicated that if the meeting frequency is changed, the agenda may become too long and that there should be the option to consider a 2^nd meeting if needed.

Town Manager Cabana indicated that she will also get information on the cable programming impact since it will change if Stimson Hall closes for the winter months.

There is strong consensus for the Town Hall to be open 5 days a week. Councilor Grover asked if working remotely from home via computers is an option. At present, a number of people at Town Hall have access. Town Manager Cabana believes that the proposed Town Hall hours would accommodate the community and are not that different than at present. There was a discussion on different opening hours.

Chair Gellerson asked the group to consider either 35 hours or 38.5 hours. The group agreed to 8:30 open, close at 6:30pm on Thursday for 36 hours and supports the Town Manager’s suggestions.

Pam Wilkinson supports this suggestion and believes it is a good compromise. She agrees with closing Stimson Hall for the winter.

2. Discussion regarding Pennell Institute

Chair Gellerson asked the Council to re-charge CEDC to get some research on a new Town Hall. He also asked that they research renovating Pennell Institute. He would like CEDC to draw on outside sources to get research, information and ideas. He would like CEDC to come back with some information at the 2^nd Town Council meeting in September. He indicated that there will be a site visit on July 10^th to get some ideas on Pennell.

Town Manager Cabana indicated that the September date is too tight. It was suggested the 1^st Town Council Meeting in September.

There was discussion on the schedule, goals and process and the Council believes this is a reasonable starting place. Councilor Grover indicated that the past order has been open ended and doesn’t believe that another formal order is needed and would like to hear further from them. He indicated that if they propose something different at a different location, he suggests planning for future possibilities with other departments. There was a discussion on square footage and buildings etc. for future growth.

Chair Gellerson also commented on the Gray Historical Society in Pennell. Councilor Scheckel indicated that as a nonprofit, which is not part of the Town, they could be in another historic building or they could become part of a town entity such as the library. Councilor Hutchins believes that as a separate entity, they could get grants etc. There was an extensive discussion on the options.

Town Manager Cabana indicated that she is unaware of other communities where there is government oversight of a historical society. There was also discussion on options for space and support of the Gray Historical Society and ask the CEDC to research the options.

3. Councilor Grover gave 2 handouts: the register of historic places and an addition to the Council rules on the July 21^st meeting. With schedule conflicts, there was a discussion on rescheduling or canceling this meeting. The meeting and items will be moved to the 1^st workshop in August.

4. Councilor Scheckel reminded the group about an invitation from the Little Sebago Lake Association.

Seventh Order of Business:

Additions to the Agenda: NONE

Eighth Order of Business

Mobile Vendor License Ordinance Amendment.

RFP for Village Fire Station

Clarify Committee Priorities

Fuel Usage – Revisit October 2008

Mass Gathering Ordinance

Report on Ordinance Updates (401 and 402)

Department Head Goals

There was a discussion on workshop agenda items.

Ninth Order of Business: Adjournment

Councilor Scheckel moved; Councilor Grover seconded.

Motion to adjourn the Gray Town Council meeting.

The meeting ended at 9:10pm.

Minutes approved and accepted this July 15, 2008 by its Town Council:

_____________________________ ___________________________

Peter Gellerson, Chair Tracy Scheckel, Vice Chair

______________________________ ___________________________

Mark D. Grover Margaret Hutchins