CUMBERLAND TOWN COUNCIL MEETING

a)      January 26, 2003

Motion by Councilor Moriarty to approve minutes as presented;

Manager Shane shared details of his discussion with Mr. Michicky of the FairwindsGroup regarding the Town"s concerns for the Harpswell Project. Mr. Michicky assured him that as soon as the Town of Harpswell produced an affirmative vote for the project he would "become a regional consultant", but will remain solely a Harpswell consultant until then. Mr. Michicky offered to forward the Towns technical concerns to his engineers for review.  Mr. Shane and Mr. Michicky discussed the issues related to the CTC and the 140,000 passengers traveling to Chebeague Island every year, as well as the location of underground power and telephone lines and their impact on local fishermen. Mr. Michicky responded to each of Mr. Shanes concerns and offered to speak to the Council after the vote has passed in Harpswell. Manager Shane commented that the project seems to be moving ahead and that he intends to testify on behalf of Cumberland on February 28th.  Mr. Shane will be submit a written transmittal to Harpswell and provide the Council a copy of that document once it has been completed.

Phil Clifford of Freeport spoke on behalf of the Cumberland Farmers Market.  Mr. Clifford talked about some of the Markets programs designed for this year. He commented that the non-profit table proved to be a success last year and the market plans

to continue with the offer again this year.  The purpose of the table is to distribute information and gain community recognition regarding the respective non-profit organizations.  The Market has plans to "open it up broader this year to organizations like the Red Cross, Boy Scouts, and the 4H Club. He also suggested that the market is interested in new vendors selling produce, crafts, etc. for the Saturday Market.  

Mr. Clifford explained, Were taking on a new project this year&to hire a Market Manager or a PR person. Our concern is getting the word out to the community and the people about the great amount of produce, meats, vegetables&breads, cookies.  We think with a PR person&this will substantially help the market, and the town also.  
Mr. Clifford thanked the Council and the community for last years support. The Farmers Market plans to create and distribute 5,000 brochures advertising the features of the market, enter a float in the Memorial Day Parade and open a booth on voting day, June 8^th to catch the publics attention. The Council provided a contribution of $500 last year and Mr. Clifford requested the Town provide $1,000 in support this year; $750 for the PR/Manager Position and $250 toward the cost of the brochures. Chairman Porter suggested the market work with the Town Manager to include this information on both Channel 2, the Towns Website, and to place information into school newsletters. Mr. Porter also discussed sending a letter from the Council, Manager or both, encouraging folks to purchase their goods locally.  We all think the market is important. Chairman Porter stated we look forward to working with you.
Councilor Stiles requested clarification regarding the sale of raffle tickets at the non-profit tables during the market.  Mr. Clifford responded, Its there for them to make money too to support their organization. The Market "will leave it up to the non-profit" in determining whether to sell the raffle tickets.  In order to peak interest and keep ideas fresh the market plans to offer two Saturdays per group this year over the course of the 15 Saturdays that the market runs.  Councilor Stiles confirmed that funds have been placed in the budget again this year for the market. Mr. Clifford thanked the council.

Manager Shane stated that Ms. Dana Leath was present to offer background information on this item. He recommends that the Council accept Ms. Leaths report as presented and appoint a council representative to the Island Coalition, who will discuss the topic of a resolution with the council at a later date.  
Ms. Leath explained The idea is that in light of recent events including tax reform efforts&theres a renewed call for the organization of a political coalition of island communities. In response to these requests, the Island Institute is facilitating the formation

of an Islands Coalition.  Ms. Leath commented that The Island Coalition could help give the island communities a stronger voice when confronting island issues and will be an independent body that sets its own agenda&as a means of determining what issues are worthy of attention and what action should be taken.  Ms. Leath stated that letters have been sent to all island governments seeking interest and that a tentative date of March 5^th has been set for their first meeting.

Councilor Moriarty inquired why the Island Institute, as an existing organization wouldn't undertake this task themselves rather than developing a new and separate organization. Ms. Leath answered that the concept of this organization is for island representatives to lobby and take on other tasks that the Island Institute does not currently undertake.  She further stated that Island Institute will help to support the communities, but that it can not be a direct voice of the islanders.
Councilor Damon, a trustee of the Island Institute, stated that the institute has come under some criticism in the past from islanders who claim they have their own agenda.  This coalition will allow the island representatives to forward their own agenda rather than following a party line as their focus may change over the course of the year. Councilor Damon believes that this organization is attempting to take it to a different level&so theres actually some kind of government involvement.  
Councilor Moriarty asked if Councilor Damon is willing to serve. At least initially, she replied and see what happens.

        Manager Shane recommends tabling the resolution and approving the appointment of Councilor Damon as the Chebeague representative to the Islands Coalition.

Councilor Damon conferred with Ms. Leath regarding the tabling of the resolution.  Ms. Leath indicted that several other communities "are in the same position of finding a representative and then proceeding."  Chairman Porter suggested that an appointment to the coalition is a de facto "show of support."

               Motion by Councilor Moriarty to table the resolution;
               Seconded by Councilor Stiles
               VOTE:         UNANIMOUS 6-0

               Motion by Councilor Storey to appoint Councilor Damon;
               Seconded by Councilor Savasuk
               VOTE:         UNANIMOUS 5-0-1 (Councilor Damon abstained)
                      
               

04 - 012.       To set and hold a public hearing to consider and act on the renewal                                       Victualers and Off-Premise Retail Malt Liquor and Table Wine
               Licenses for Sheila Donofrio, d/b/a Basil Provisions, 20 Blanchard
               Road, for the period March 3, 2004 through March 3, 2005.

Manager Shane stated the application is complete and staff recommends approval.

        Motion by Councilor Moriarty to renew the Victualers and Off-Premise Retail

Malt Liquor and Table Wine Licenses for Basil Provisions;

        Seconded by Councilor Stiles.
        VOTE:         UNANIMOUS 5-0 (Councilor Savasuk out)

Manager Shane stated this item is as a result of our regional efforts with our neighbors. The Town of Yarmouths Assessor will become the Assessor for the City of Auburn effective February 19^th. Mr. Shane and the Yarmouth Town Manager have developed a joint effort that includes a Tax Assessor and Assistant Assessor, each of whom will serve both Cumberland and Yarmouth.  This effort will produce a savings of approximately $5,000 to $7000 for the Town of Cumberland.  Cumberland Tax Assessor, William Healey, will officially begin as the joint assessor for the communities of Cumberland and Yarmouth on February 19^th.   As part of this agreement, Yarmouth will phase into the Vision Software that is now used by Cumberland.  Manager Shane suggested this effort offers proof that we truly are committed to regionalization.
The new Assistant Assessor position will be filled by Pam Bosarge, a current employee of the Town of Cumberland.  For the most part, one or the other will be in both offices ... so there shouldnt be any real change in services to our citizens in either community.  On February 19^th the Yarmouth Town Council will officially act on this agreement.  The Assessor and Assistant Assessor will be paid by each community and the Town of Cumberland will bill the Town of Yarmouth for their share of the benefit packages.
Councilor Moriarty questioned the status of the salary levels.  Mr. Shane responded that the Assessors salary will be increased to $62,000 and the Assistant to $39,000, split equally among the two towns.
Chairman Porter stated that he is absolutely thrilled with this agreement.  This is a small step forward and he shared thanks with both Bill and Pam&Were going to get quality service ... and I couldnt be more excited about it. Councilor Damon questioned who will be evaluating these employees? Mr. Shane explained both Managers will

perform individual annual reviews.  In response to Councilor Damon, Manager Shane responded that Cumberland will continue its contract status with the assessor. Yarmouth's employees are considered "at will" employees who "can be fired for cause.  Councilor Damon questioned how are we saving any money? Mr. Shane stated that Pam Bosarge's administrative position will be backfilled.  The savings will come from the cost sharing of the benefits packages; albeit not a significant amount.  

Councilor Stiles commented that he supports this effort from a regionalization aspect.  Now we only have to buy one computer program&youre going to save money there. We should also see some inherent savings because were doing a lot more with really a little less. It may not seem significant initially but it should add up in the long run."
Councilor Moriarty questioned whether a copy of the agreement could be provided to the council. Councilor Moriarty commented that it sounds like a terrific idea.  Bill Shane responded that there is a desire to put Yarmouth, Freeport and Cumberland on the same revaluation schedule.  That would mea "we would delay our revaluation for a year in order to do so and (it) may prove to be an area where we will see most of our savings.
Councilor Damon expressed hope that the Assessor will have sufficient time to give the kind of personal attention to all sections of the town.  Manager Shane expressed his belief that it will not be an issue due to the addition of Pam Bosarge's Assistant Assessor position.  She is an asset and brings much expertise with her real estate background and experience.   Tax Assessor Bill Healey is more than capable of doing this and pulling this off.  If we do add the third community, well benefit from it in the long run.  
Councilor Storey heard from one person that he was against sharing services with any town. Councilor Storey thinks that as long as we can try this & and get out if it doesnt work out, its worth a try.  Im willing to give it a try.
Councilor Stiles added that in the regionalization problems&the response you received is the very first to jump up and hit us.  Were already involved in mutual aid, however.  I dont view this as being any different.  Councilor Storey did not disagree, he just wished to bring forward another point of view as it had been expressed to him.
Councilor Moriarty concluded its a terrific place to begin.  This takes it one step further. Congratulations to Bill and Nat.  This is the way to go, the way of the future and Im glad were taking the lead role.  He suggested the council endorse the concept at a minimum.

        Motion by Councilor Stiles: pending a positive vote by the Yarmouth Town Council on February 19^th, the Town Manager is authorized to enter into agreements to share assessing duties with the Town of         Yarmouth, pending Council review of the contracts;

        Seconded by Councilor Savasuk
        VOTE:         UNANIMOUS 6-0
        This item will appear again on the next Council Meeting agenda.

This item was taken out of order at the beginning of the meeting. Manager Shane recommended that the public hearing be set for February 23, 2004

        Motion by Councilor Stiles to set a public hearing date of February 23, 2004;
        Seconded by Councilor Moriarty.
        VOTE:         UNANIMOUS 5-0 (Councilors Savasuk and Kuntz)

04  015.       To receive a report from the Town Manager regarding the FY 05 municipal budget.

Manager Shane opened his power-point presentation by remarking this is a start.  His slide presentation outlined a draft set of documents; the first working draft will be provided by Councilor Stiles at the end of the meeting.  He outlined the budget review process by explaining individual department heads will meet with the budget committee.  He requested department heads submit "reality based budgets."  In other words, department heads were instructed that costs are to be budgeted with backup information and must be defensible.  They were also instructed to look at whether any opportunities existed for sharing of support staff between departments or communities.    
A distinct and extensive capital improvement program budget has also been prepared to accompany this years budget.  He addressed format changes by explaining the variances between new and old practices. For example, debt is debt, it is no longer shown in the capital improvement line items. Also, revenues are revenues and costs are costs. In the past, we had a lot of in and out accounts which he has simplified. He strongly recommended a move "away from deficit funding."  Benefits and insurance are combined into one line item rather than spread out over department budgets.  "The CIP centers on our obligations, responsibilities and our desires. This first working draft only looks to fund our obligations and our responsibility is including our debt payments and need to repave roads,

maintain equipment and buildings. The first year of the CIP contains a fairly significant increase."  The CIP is a planning document rather than a budget document and should be viewed as a roadmap for the capital improvements in the community over the next five years.

Mr. Shane indicated "76% of the taxes collected currently go to Cumberlands School System, 4% goes to the County, and 20% is left for the Town.  Eighty-three percent of all our revenues are derived from property tax, leaving only 17% collectively from other sources."  The typical cost to the average homeowner was also shown by cost per department.  The 'first draft' submission presented this evening represents a $6.8 million budget, or $455,313 increase (7%); representing a .54 cent, or 3% increase on the mil rate.
Mr. Shane concluded his remarks by summarizing The Town Council develops the policies by which the Manager implements through operations.  The budget process is a balancing of our communitys expectations and our ability to fund those expectations while maintaining an affordable quality of life for all town residents. We have over the years tried to have a zero impact in the mil rate on the municipal side& and we havent done much to add staff in many departments.  Much of that is catching up to us.  It isnt getting any easier.  Well work as a team but youll have a full understanding of what those decisions will mean.  

04  016.       To receive a communication from the Finance Committee Chair to consider and adopt a schedule of FY 05 municipal budget workshop dates.

Budget Chairman Stiles recommended the next step is to schedule meeting dates to review budgets with the department heads.  He hopes that as many councilors as are available will attend as often as possible.  Following discussion by the council members, the following three dates were mutually agreeable:  February 12^th at 7:00 p.m.; February18^th at 7:00 p.m.; and February 21^st at 8:00 a.m.

Councilor Savasuk  none

Councilor Damon  identified the magazine "Fisherman's Voice" and reported on a meeting sponsored by Fishing Families for Harpswell.  There were nine fishermen who taped it for the Harpswell television station.  It helped her to see what some of the issues are with the gas pipeline project as proposed.  Also has received a copy of the ground lease agreement dated January 21, 2004.  She commented this is something we really need to have& because the implications, if this goes forward, could be huge as far as were concerned.  She noted the Mayor of Boston has prohibited these vessels from going through Boston Harbor due to terrorism concerns.  She referred to a map which identifies the approach route of the tanker and the pipeline corridor "to give an idea of the area that will be impacted."  She explained that when the tankers are coming in no boat traffic can occur, including pleasure boats.  She noted that a rally "to make a human L&G tanker" will occur on February 21st.  Feels strongly There are so many unanswered questions.  

Councilor Storey  none

Councilor Kuntz   excused

Councilor Porter  Thanked Bill Shane and the department heads for pulling together the CIP. "Its a document that is a great planning document."   Bill Stiles and he met two weeks ago with David Perkins and Clark Whittier to speak of the recreation and library agreement regarding North Yarmouths proportional share. North Yarmouth has agreed to pay 33%, "an increase over what theyre paying currently.  Its a good first step.  The two towns will discuss the cost sharing again in May.

Councilor Moriarty  none

Councilor Stiles - reiterated the thanks to North Yarmouth.  He also referred to the retirement party for Cheryl Buxbaum last Friday. And thanked the town employees for their work in preparing this budget.  

Manager  Received a letter from residents on Chebeague Island concerning the purchase of a piece of property on School House Road.  He explained to them that the town policy requires an auction of the property.  Over the next few months he will review it with Deputy Tax Collector Shelley Doyle and bring recommendations back to the council at that time. The town policy requires the SAD review the property as well.  The manager attended an RWS board meeting at which communities were asked to consider refinancing the RWS debt for another 20 to 30 years.  To me its very short sighted.  But&if we do not refinance the debt our tipping fees will increase to $166 per ton this summer meaning a $120,000 increase to our tipping fees in Cumberland. We would then be forced into a pay-as-you-throw program.  We could pay off our debt today and at $166 per ton, still have $90 per ton left to haul our trash somewhere else.  A management study is underway to address restructuring RWS.  Solid waste represents 15% of our budget.  He suggested that Cumberland's RWS representative, Susan McGinty, come to speak with the Council on this topic.  Chairman Porter requested Ms. McGinty provide her concerns and/or statements in writing in advance so the council may have time to review them.

        Motion by Councilor Damon;
        Seconded by Councilor Stiles.
        VOTE:         UNANIMOUS 6-0
        TIME:         8:22 p.m.

        Motion by Councilor Stiles to return from Executive Session;
        Seconded by Councilor Kuntz.

        Motion by Councilor Stiles to adjourn;
        Seconded by Councilor Moriarty.
        VOTE:         UNANIMOUS
        TIME:         9:18 p.m.