Government Operations Committee

  July 29, 2008

 

Minutes

 

Councilors:   Hawes, D’Errico, Wheeler, Palmer, Gratwick, Blanchette

Staff:            Barrett, Farrar, Hamilton, Willette

Others:         Staff and Trustees of Bangor Water District

 

CONSENT AGENDA:

 

A motion was made and seconded to approve the Consent Agenda items.

 

1.       Council Resolve 08-254, Accepting and Appropriating 2006 Shelter Plus Care Funding from HUD – Project Based Rental Assistance

 2.      Council Resolve 08-255, Accepting and Appropriating 2007 Shelter Plus Care Funding from HUD – Tenant Based Rental Assistance

3.       Annual Election Ballot for Maine Municipal Association Vice President and Executive Committee

 

REGULAR AGENDA:

 

4.                 Quarterly Update – Bangor Water District

·        Introduction of Trustees and Staff  

Wellman introduced District Trustees and staff -- Ralph Foss, Rick Fournier, Laura Grosjean, Kathy Moriarty, Wes Haskell, and Dan Wellington

 

·        Planning for LT 2 rule Compliance and JPS Renovations  

Moriarty noted she had added one item to their agenda dealing with electrical costs, which is one of the District’s highest expense.  In 2008, she estimates the expenditure to be over $365,000.  Last year, the District was notified of a new charge to be added to the already high cost – a forward capacity charge which reflects anywhere from 8-14% increase in electrical costs.  For the Floods Pond account of $300,000, the forward capacity charge could result in an increase of $24,000-$42,000/annually.  The District has been discussing ways to lower these forward capacity charges and talked with Bangor Hydro to see how these charges are calculated.  They are calculated annually and the Hydro looks at a customer’s usage on a day and hour of peak energy use in all of New England.  They are calculated on the average use of all the medium size customers on that specific date and hour.  A large customer use is calculated on the actual use of that customer during the specific date/hour.  A large customer has flexibility.  The District is a medium size customer.  The District asked the Hydro for a special meter that would show how much energy the District is using on its peak day and hour.  At Floods Pond, their intent would be to go on generator use during that peak day and hour.  The Hydro did install the meter and the District then monitored the ISO New England reports which provide warnings of potential peak demand days.  Upon receiving the warnings, the District would switch to generator power.  Last year, the peak day/hour occurred on August 3rd at 2 pm and, because the District was on generator power, it saved $27,000 on forward capacity charges. The last peak hour day was June 10th and the District went on generator power for that time.  Moriarty anticipates a $30,000 savings for 2009.   Blanchette relayed a conversation she had recently had with a resident and a customer of Bangor Water District.  When recently visiting the District’s main office, the resident noted that the a/c was very high providing a very uncomfortable temperature.  Responding to Blanchette, Moriarty said the main business office temperature is set at 72 during the summer months and in the other office there are sporadic a/c’s in place depending upon the office space.  Responding to Gratwick regarding a micro-turbine, Moriarty said she intends to cover it at future meetings.  The District is currently in the permitting process with PERC.  The District has an energy consultant to help find a market to sell the power. 

 

·        2008 Capital Improvement Projects  

Moriarty spoke about federally mandated regulations for the long-term 2 surface water treatment rule.  There are three interrelated components to this project: treatment requirements for EPA compliance, renovations to Johnson Pump Station, and intake extension.  It requires all water systems to either install treatment to inactivate cryptosporidium, which is a microorganism that can be found in water supplies, or to install filtration to remove cryptosporidium.  The District is an unfiltered water system and is looking at treatment solutions to inactivate cryptosporidium. The most cost effective treatment will be UV light.  The estimated cost including renovations and in-take extensions is in the area of $7.5M.  By going this route, the District will avoid an estimated $40M cost of installing a filtration plant.  The steps involved include collection of water quality data and a sampling line that has been installed. The next step is the initial conceptual design in July of 2009 and a more detailed design process in February of 2010.  Construction will start July 2011 and completed by October 2012.  The compliance deadline is October of 2013. The rule does allow for a two-year extension.

 

·        Thomas Hill Standpipe Tours and Renovations

Moriarty talked about the District’s planned infrastructure projects.  The District’s infrastructure includes 1,255 hydrants, over 12,000 valves buried in distribution system, 8 storage facilities, 11,000 meters and 176 miles of pipe.  This year, the District has started its hydrant painting program beginning with the waterfront area, the downtown, and extending out to major roads and then residential areas. The program will continue into next year.  This year, they will be repairing and replacing some of the valves.  The meter improvement program is also in place.  Many of the old style meters need to be upgraded to radio read meters.  Many radio read meters are in place and the District will now focus on residential meters.  The District is mailing letters to all customers regarding the upgrade and to make appointments to schedule the installation.  During the Essex Street bridge reconstruction, the District took the opportunity to install a new 20” water main pipe under and attached to the bridge structure.  The Essex Street standpipe is in good condition even though it was built in 1938, and some needed improvements to the foundation have taken place.  Responding to Gratwick, Moriarty said the hydrants are manually painted after they are cleaned by wire brush. Improvements have been in progress for over a year now to the Thomas Hill Standpipe.  There are a few minor details to complete. Total cost of renovations is over $178,000.  

 

·        Forest Management of District’s Watershed  

Moriarty said the District controls over 98% of the watershed.  Floods Pond is one of the most protected water supplies in the US.  The District owns 3,764 acres at that location.  In 1997, the District had its first Forest Management Plan. In 2007, the plan was updated with two important objectives: to include all components required to obtain third party American Tree Farm Certification and to define the District’s landowner objectives.  Their primary goal is to insure safe drinking water and to manage the forest activities to protect and maintain the water quality of Floods Pond. In 2008, they completed a forest inventory.  Gratwick asked about the possibility for a wind farm at Floods Pond. Moriarty said that wind farms need a sustainable constant wind and needs a year’s worth of site evaluation.  There is one location that could be a potential spot but would need further evaluation.  Responding to Palmer, Moriarty provided details about the recent water main problem at 500 Main Street.  Wheeler spoke about the flag on top of the Thomas Hill Standpipe and urged the District to fly a larger flag.  Moriarty said when the cellular equipment was attached to the Standpipe the flag used did look very small and they used a much larger flag.  She said she would look further at alternatives. 

 

·        Invitation to Council/Staff to Tour Water Supply and Treatment Facilities  

Moriarty offered a standing invitation to Council Members for a tour of the facilities.

 

5.                 Election of Maine Municipal Association Legislative Policy Committee Representatives

The Maine Municipal Association is preparing to organize its Legislative Policy Committee for the upcoming biennium.  Barrett explained that every two years Bangor has the opportunity to appoint and elect representatives to the LPC, which is made up of two representatives from each Senate District.  In Bangor’s case, the Senate District is shared with Hermon and this has been the case for several years now. The first time this took place, there was a tie in that Bangor voted for its two and Hermon voted for one of its.  An accommodation was worked out.  LPC members are elected for a two-year term.  The first year, Bangor has one representative, Hermon has one representative and Bangor has an alternate who can attend in case Hermon’s representative doesn’t attend.  In the second year, Bangor has two representatives and Hermon is the alternate. Last year, Barrett was Bangor’s representative with Paul Nicklas as the designated alternate.  Barrett is suggesting that the same system be continued.  Wheeler asked for a description of the LPC’s duties.  Barrett said it effectively sets the legislative policy for the Maine Municipal Association.  Normally the MMA puts together is own legislative initiatives that it attempts to introduce and get through the Legislature and that body also looks at municipally related legislation and votes on whether to support it, take no position or ignore it.  That position then goes to the Governmental Affairs staff at MMA who represent the association at legislative hearings.  Responding to Gratwick, Barrett said the City has worked well with Hermon on issues important to Hermon and to Bangor.  Barrett said the LPC has become more in tune to needs of service centers.  He also stressed that Councilors are welcome to attend any of the LPC meetings.  A motion was made and seconded to approve staff recommendation.

 

6.       Revisions to Parks and Recreation Adopt-a-Park Program  

 

Parks and Recreation Director Willette has been reviewing the Adopt a Park Program with the goal of improving and strengthening participation and recognition, and he presented the revised program to the Committee for input and comment.   The program gives the business community an opportunity to participate in the program for a fee and in return there is a sign at the park indicating the business sponsorship. The participation has declined in the past few years.  Moving forward, he would like to create a more comprehensive sponsorship that still includes the parks and also some of the recreational programming.  Parks and Recreation staff created “Creating Community” and Willette distributed information to the Committee.  It is a draft concept.  He referenced varying dollar amounts for varying levels of participation.  For the larger more visible parks, it is $1,500.  He also added incentives for participation.  Through this new effort, businesses will become more prominent for their participation; i.e., a small business logo on the canoe race shirts. He would like to roll out the program in the fall.  A new feature is Send a Kid to Camp which would find a child through the summer in the Day Rec Program.  There is currently a scholarship program in place.  He plans to use mailing as well as door to door visits to encourage participation from the community.  Responding to Wheeler, Willette said the current Adopt a Park Program fees are at two levels: $1,500 for larger parks such as Hayford Park and $750 for the smaller parks.  Each participating business has a prominent sponsorship sign at the respective parks.  Willette feels that better efforts need to be made in the acknowledgement.  For the Send a Kid to Camp area, Willette said that the acknowledgement would be thank you, because of your participation, a child from the east side or west side is able to go to camp. Wheeler asked if the child’s family would acknowledge the company, and Willette noted that confidentially issues are important. Wheeler suggested a plaque for the business to display.  D’Errico asked if there are businesses outside of Bangor who participate.  Willette said not at the moment and isn’t sure what type of participation would be obtained.  He said he would certainly discuss it.  Palmer asked about Davenport Park and the USS Maine Monument and asked that the City be sensitive when placing a sign since it is an exceptional park.  Responding to Blanchette, Willette said that the Level I and II guidelines were based on location, visibility, use and traffic.   Blanchette suggested the level guidelines should be revisited.   Cascade Park has its own fund. She would like the Parks and Recreation Advisory Committee to review the guidelines for Level I and II.  She also spoke about more policing and patrolling of neighborhood parks.  Barrett clarified that the park sponsorship dollars go into an overall park fund so it can be spent wherever a need exists.  When dollars are spent, the City needs to go out of its way to give recognition to the sponsorship program.  Blanchette clarified that Cascade Park is a separate fund. Barrett said there is the Adopt a Park funds, Cascade Park, a small amount left in the Davenport Park fund, a small portion of Golf Course revenue funds is set aside for a general park improvement fund, a small portion left in Chapin Park Fund, and the City Forest Fund.  Blanchette asked about the Dakin Pool park.  Barrett said there were specific funds for Dakin Pool.  Blanchette again stressed the need for the Advisory Committee to have a first hand working knowledge of the neighborhood parks.  Blanchette stated that Browns Woods, Prentiss Woods, etc. are not parks but are nature trails.  Barrett said the Level I and II differences are more market driven.  Blanchette stated that an active viable neighborhood park creates community pride.  Wheeler asked about Coe Park bisected by Court Street.  Responding to Wheeler, Willette said he would be willing to try placing two or three picnic tables on the stream side of the area.  Willette said the Advisory Board is in the process to create a plan to replace aging park equipment. Palmer said the idea should be to match the donor with the park and not to use the level guidelines.  He understands using the level references for internal purposes. 

 

Blanchette relayed a complaint about lack of “children playing” signs in streets near the parks especially at the Fairmount Park.  Neighbors have indicated to her their willingness to place and remove the barrel signs daily.   Willette said there are barrels for Royal and Norway Roads and he will make certain the playground staff is diligent in placing the barrels, which are removed at 4:30 pm.  Blanchette said the neighbors are interested in having them in place during the summer daylight evening hours.

 

Gratwick asked why the Adopt a Park program interest has decreased.  Willette said he thinks part of it is that businesses are assessing their marketing money and the return on that investment.  Also some of the park signs are not highly visible due to the park locations.  Barrett said the cost benefit is an issue, inadequate recognition for businesses in the park, perhaps the size of the park signs.  He said that staff has discussed the idea of using the participating business’ logo on the City’s web site with a link to the company’s site.   Gratwick agreed with larger and more prominent signage in each park, including the waterfront. 

 

Blanchette talked about using the BAT to advertise business participation in the Adopt a Park Program as it would provide Citywide coverage for advertising.  She would like this to be discussed at the Parks and Recreation Advisory Committee. 

 

Willette told the Committee that he appreciated their input and that he will review further with the Parks and Recreation Advisory Committee.  He will provide periodic updates as the programs proceed. 

 

6.                 City Mileage Reimbursement Rate (Continued from last meeting)

 

Farrar noted that at the last meeting, staff presented a recommendation to adjust mileage reimbursement effective July 1, 2008 in accordance with the recent IRS adjustment.  The rate would increase from 50.5 cents per mile to 58.5 cents per mile, if approved.  The Committee requested additional information, which was provided to the Committee with its agenda packet.  The information provided specific information from other Maine communities relating to their mileage reimbursement rate.  The vast majority does follow the IRS rate and all of them made the adjustment on July 1st of this year.  Two communities as well as the State of Maine do not follow the IRS rate.  The second piece of info was for staff to review the methodology used by the IRS to establish rates.  Barrett said that the only information available was that the 21 cents is considered as depreciation and the remaining for fuel costs.  D’Errico spoke about the insurance and maintenance costs involved.  Wheeler said he found it difficult to oppose the measure but did indicate he would like the adjustment to be made at the beginning of the year rather than July 1, 2008.  Palmer said he doesn’t feel this is the time to make an increase.  Blanchette said she supported the increase effective July 1st.  She doesn’t find that City employees abuse the mileage reimbursement.  Gratwick asked what Bob Dawes charges per mile for use of City vehicles.  Barrett said it approximates 20 cents per mile for a standard sedan.  Barrett pointed out the problems with the City purchasing vehicles for employee use.  In recent years, if employees travel for more than 30 miles they are asked to use City vehicles for the longer trips.  Palmer asked for further information about the zip car concept.  D’Errico made a motion to recommend to full Council the mid-year rate adjustment effective July 1, 2008.  Hawes seconded the motion.  Wheeler doubted the motion.  Wheeler asked if there is a record of the total amount spent for mileage reimbursement for the past fiscal year.  Farrar said it approximates $24,000.   The Committee voted 3-0 to move the recommendation to the City Council with their support.

 

Committee adjourned at 6:25 pm.