HomeMy WebLinkAbout2008-08-26 Government Operations Committee Minutes
Government Operations Committee
August 26, 2008
Minutes
Councilors: Hawes, Wheeler, D’Errico,
Staff: Barrett, Farrar, Gastia, Higgins, Nicklas, Cammack
1. Voluntary Insurance Benefits
Farrar introduced Donna Ingraham, Account Representative with HRH/Dunlap of
Bangor, who assisted the City with the voluntary insurance benefit process. Farrar
said that staff is recommending adding a voluntary insurance benefit to its fringe
benefit package for City employees. For a number of years, employees have
inquired about this benefit. It is 100% paid by the employee and the only employer
cost is to make the deduction from the employee’s pay back and to make a monthly
payment to the provider. After working with Ingraham, three areas were identified
where staff felt voluntary benefits would be an improvement over what is currently
offered: accident, critical care, and cancer insurance. Ingraham received five
proposals from the following: AFLAC, Allstate, Trust Mark, Colonial and Unum. The
proposals were reviewed with the Health Insurance Advisory Committee and
reduced the group to two finalists: Unum and AFLAC. At that point, Farrar pulled
together a group of employees representing a variety of City departments to
interview the two finalists. The unanimous decision was to recommendation
selection of AFLAC based on local and personalized service, reputation as a leader in
this particular market product, fast claims turnaround time, no statute of limitations
on filing claims, no preexisting conditions limitations, and premiums would be taken
on a pre-tax basis. Staff recommends the Committee endorse the recommendation
and then the Personnel Rules and Regulations would be amended to include the
new voluntary benefits. Human Resources would also provide an orientation
process for employees. Farrar noted that this is not a new concept but similar in
nature to the Group Dental Plan and the Group Life Insurance program currently
offered by the City. This will not only offer additional benefits to the City’s regular
full time employees but also to its regular part-time employees. Ingraham
emphasized that these are voluntary products and employees see these as a value.
To purchase these programs on the open market would be approximately 40%
higher in cost. Responding to Wheeler, Farrar said the voluntary insurance program
would be added to the section entitled Fringe Benefits. Wheeler confirmed that it
would be an add-on and not a change to the existing terms of the Rules and
Regulations. Responding to D’Errico, Ingraham said the products are portable,
should an employee leave the City’s service. D’Errico asked if Council Members
would be considered eligible for the voluntary programs. Ingraham said yes. A
motion was made and seconded to recommend approval to full Council on
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September 8. Wheeler spoke about classification of Council members as City
employees and agreed with Hawes to wait until the end of the agenda.
2. Ordinance Amendment -- Emergency Radio Amplification
Gastia said the City’s public safety personnel has experienced difficulty in
communicating with dispatch and others when they are inside large buildings,
particularly those that have a lot of concrete and steel construction. He noted the
Bangor Mall and Eastern Maine Medical Center. Some time ago, the Council
authorized staff to apply for a COPS grant to install bidirectional amplifiers in both of
the facilities. It has been installed. Since that time, there has been a great
improvement within the confines of both structures. In an attempt to move forward
and because of the success, he wants to be sure that public safety personnel
continue to communicate. Gastia has been working with the Legal and Code
Enforcement Departments who have crafted an amendment to the City’s Building
Code ordinance to include emergency services radio amplification systems. It covers
new construction of 40,000 sq ft or greater would be required to install a radio
amplification system to allow for communication between emergency service staff
outside the structure and individuals within the structure. It would also cover
existing facilities if those structures are expanded by 50% or more.
Barrett noted that Nicklas provided copies of a revised version than that provided
with the agenda. Particularly in the case of existing buildings, Barrett said that the
revised version clarifies when they would be required to upgrade with the system to
make certain that the City was not being retroactive, to state clear standards at
what level of investment in an existing building or an expansion of an existing
building the owner would be required to install the system. Gastia said one of the
reasons this came to light was that the new Hollywood Slots building did not install a
bidirectional system and he understands that the new Court System building will not
include the system. He is hoping to further communicate with the Court System
hoping they will voluntarily participate.
Higgins said that since 2004 the Department has been working on its
communications systems for first responders. Through grant monies, the system
has been upgraded and is currently the best it has ever been. There are still issues
with larger buildings. If the amendment to the Ordinance is not put in place, in a
few years the Department will be back to where it originally was with the
communication problems. It is important to the safety of the firefighters. He noted
that communities in California as well as Boston have enacted the ordinance and to
date Gorham is the only municipality in Maine. Nicklas said the expense is not
insignificant and it is not likely that businesses will voluntarily participate. D’Errico
felt that the cost would far outweigh the expense. Gastia said it is more expensive
to add it to existing structures, and this ordinance would apply to new construction
and major renovations on existing structures. The only two systems in place in
Bangor are at the Mall and at EMMC, which were installed by the City through grant
funding. Barrett asked for a range for square foot cost in a new building. Nicklas
said it is difficult to estimate due to variations of structures but he estimated the
$10,000 range. Barrett said that the Council will need a dollar figure before making
a decision and will need to know the additional cost involved for new construction.
Higgins said he would provide the dollar amount. D’Errico asked if a tax credit could
be offered some a business making the investment. Barrett said it could probably
be technically done but would be cautious in doing so. D’Errico suggested
identifying higher risk areas. Barrett said the Department is basically looking at
facilities with relatively large numbers of individuals such as public assembly
facilities, big box stores, educational facilities. Barrett pointed out that the single
largest factor of loss of firefighter’s lives is lack of communication. Hawes noted
that it is not just personnel affected but patients and citizens.
If this Ordinance is adopted by the Council, Wheeler asked if it would be
retroactive. Gastia said no. Cammack said their intent is to approach the two
businesses, if the ordinance is adopted, to see if they can be convinced to be in
everyone’s best interest to work it out. Wheeler asked if there is a possible problem
of interference by the new system and the UHF systems already in place in some of
the larger facilities. Higgins said no and that the problem is that this is relatively
new technology and lack of awareness. Public safety frequencies are separate from
those assigned to other users. Gastia said he has worked with the engineers at
EMMC regarding interference concerns. At EMMC there is the ability to them to use
their radio communications equipment if they chose to go on the same platform and
use that system for them to speak outside of their structure. It would require
modifications on their part.
Responding to Hawes, Gastia said the Court structure would add this system at this
point. Heitmann is attempting to contact the Court system to see if they would be
willing to install the system. Gastia thinks they understand the need for the system
given the amount of law enforcement officials in the building on a daily basis.
Higgins said that the new WalMart would not be required to install the system
because they are under construction but it would certainly be a structure that should
do so. Barrett mentioned the possibility of the Airport’s terminal building and
Bangor High School. Higgins said he doesn’t recall a problem at Bangor High
because it is a wood frame structure. Barrett said along with the building type is
there a need to recognize construction type. Higgins said that larger buildings are
typically not a wood frame construction now. It’s the very dense buildings that are
of concern and he mentioned the Barry Dunn McNeil building. Nicklas said the
Ordinance is crafted to require a building to have adequate radio coverage so if it is
over 40,000 sq ft and a wood frame building an installation wouldn’t be required or
if the way it is constructed is enough to meet the necessary radio strength. Barrett
said this would work on an existing structure but not a new construction.
Cammack said he understands the need for a square footage cost but he said it
would be very difficult. To do the Bangor Mall, the cost was $47,000. He isn’t
certain of the Mall’s square footage, $45,000 for EMMC and an estimate of $70,000
for Hollywood Slots because they required a special shielded cable to meet their
specifications. They did not opt to go with the system. Gastia said the expense for
the Mall and EMMC were after construction costs, which requires more work. He
agreed with Barrett that you don’t know what is needed with new construction until
the facility is in place and he prefers to err on the side of caution but realizing that
cost is a factor. Higgins said that the canopy of the City grows with newer and
larger buildings it could interfere with communication.
Hawes said that the Ordinance in itself is a public safety issue but she questioned
what gives the City teeth for existing structures that need the system. Barrett said
those building would not be covered by the Ordinance until a substantial expansion
or renovation is done. The City will work with businesses on the educational front.
In terms of the installation process in an existing structure, Wheeler asked if it is
disruptive. Gastia said his Department worked with each facility and at the Mall the
work was done in off hours. The installation was done within a week. It worked
out very well with EMMC as well. Existing chase ways were used to run the coaxial
wire.
Hawes noted that this can be sent forward to Council for first reading and when it
comes back the square footage and further information could be provided at that
point. Wheeler agreed. A motion was made and seconded to move the item to
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Council for first reading and referral at the September 8 Council Meeting. Higgins
said there are various municipalities that have made the ordinance retroactive.
Barrett said that if the Council is interested in making this retroactive that it raises
other questions; i.e., buildings that would be covered. Wheeler asked if state
owned buildings are subject to local codes and ordinances. Barrett said they are
now but the state can exemption itself from zoning. If it is retroactive, Wheeler
agreed with D’Errico that some sort of a tax rebate should be provided to the
business. Barrett said this would apply to some City buildings--City Hall, the new
Police Department, Airport buildings, Auditorium/Civic Center, some of the school
facilities. If the Council is interested, staff needs to put together a list of buildings
that would be affected. Higgins said it is not their intent to go retroactive but to
maintain the integrity of the current system. He is more concerned that some of the
new larger buildings could be identified and the Department would work with them.
Responding to D’Errico, Cammack said that hotels are a high risk. D’Errico noted
the two new hotel structures. Hawes said she would like the information for their
next discussion regarding new or partially completed construction with no Certificate
of Occupancy issued as well as the square footage cost information as best as
possible. If this is going to possibly affect buildings current under construction,
Hawes suggested that the owners be notified of the upcoming discussions and to
invite them to the meeting. Hawes feels that in good conscience that some of the
newer buildings will come on board.
Cammack said that he will also asked representatives of the Mall and EMMC to also
attend to discuss their installation process.
Wheeler withdrew his earlier question and suggested that it be discussed at a later
point with the City Manager.
Committee adjourned at 5:30 pm.