Loading...
HomeMy WebLinkAbout2008-07-15 Government Operations Committee Minutes ' ' Government Operations Committee July 15, 2008 � Minutes Councilor Attendance: Hawes, D'Errico, Wheeler, Palmer � Staff Attendance: Barrett, Farrar, Willette, Yardley, McNeil � Others: Luane Patterson, Val Sauda of Eastern Area on Aging Agency (EAAA) 1. Amendment to Lease between City of Bangor and American Legion James , W. Williams Post 12. Willette explained that American Legion Post 12 recently purchased and donated � a stair lift to the Parks and Recreation Department to provide improved accessibility to the third floor of the building. The lift and associated installation � work had a value of approximately $6,300. In return, Post 12, a tenant in the building, asked if their lease payment of $1,800 per year at the Parks and Recreation Center could be waived for one year. Staff gave initial consent to the � request and asked the Committee to consider approval of the amended lease. D'Errico made a motion, which was seconded, to approve staff's recommendation. � 2. Review of Current Policy Prohibiting Bags of Returnable Cans/Bottles on Transit Buses. � McNeil explained that the BAT Community Connector currently prohibits passengers from transporting bags of returnable cans and bottles on transit � buses. This policy was recently called into question by Luane Patterson, a patron, who desired to take a bag of returnable on the bus for redemption at a local supermarket. He noted that past experience has shown that bags of ' returnables are sometimes dirly and often leak causing clean-up issues. While an exception was made that day, Ms. Patterson was informed of the need and reasons for the policy and that further exceptions would not be made. She , discussed this issue with both the BAT Superintendent and Assistant City Manager, but continued to be dissatisfied with the City's position. Ms. Patterson asked that the policy be reconsidered. McNeil checked with other Maine ' transportation companies and found that each company that does allow returnables on their buses have crews that clean the buses nightly. The BAT does not have clean up crews. Ms. Patterson, 183 Harlow Street, told the ' Committee that she is legally blind, she depends on the BAT for transportation, and she cannot afford a taxi. She understands that dirty bags are brought onto � buses but she needs the money received from returnables. �he does not bring dirty items onto the bus, and stressed that her bags and items are clean. She suggested that new, clean bags be required and that bottles be double bagged, ' � � ' and that each bag be tied individually. Palmer said he appreciated Ms. � Patterson's suggestion but noted that not all BAT patrons are as reasonable in their actions. Responding to Palmer, Patterson said that if the BAT can't afford to clean the buses nightly that perhaps they could purchase and provide boxes of � bags on the buses and the drivers could hand them to individuals. McNeil said the drivers are on a very tight run and to allow someone 3-4 minutes at one stop to bag-up returnables could provide the domino effect. He is also concerned � about the drivers being subjective with their opinions. The overall picture of others, who aren't as responsible as Ms. Patterson could be, would be and has been an issue. Patterson said that most individuals get on the bus at Pickering ' Square. McNeil clarified that it is actually through the runs. He said there is a regular route that patrons use to pick trash cans. McNeil provided photos to the � Committee depicting dirty buses following a patron's use with bottles. He noted that patrons expect a clean bus. Wheeler asked about mud and winter seasons when patrons bring mud, slush and water into the bus. McNeil said the buses � are rotated in on a regular basis but that each bus is not cleaned every night. The BAT uses the workfare system to clean the buses. Wheeler asked why the same system couldn't be used for the bottle clean up issues. McNeil also stated � that this is a preventable situation whereas the normal mud season is non- preventable. Wheeler stressed that he did not see the difference regardless of the source. McNeil said in many cases the dirty bags end up on the seats. � Wheeler spoke about placing a limit on the size of bags allowed so that the passenger can hold the bag on their lap. Metro in Portland dces allow one bag per person and that person must hold the bag which does cause an enforcement � issue for the drivers. Metro also has a cleaning crew. Wheeler stressed that he did not see the difference with enforcement compared to what is currently in place. McNeil said that the current policy is enforced and most patrons are � compliant. Barrett clarified that it is sometimes easier to enforce a rule by the door as opposed to on the bus. Palmer suggested that perhaps Big Red � Redemption Center might have an interest or alternatives. Patterson suggested it would be helpful to have a redemption center in the downtown area or at the In-Town Plaza. Hawes pointed out that the redemption centers are privately � owned. Barrett said there appears to be two options. One is to affirm the current policy. Second is to adopt a variant policy with a bag size limitation, new bag, and tied. Barrett suggested this to be on a trial basis with McNeil reporting � back to the Committee. Patterson suggested television coverage regarding the policy change. D'Errico suggested that the printed rules be provided to patrons as they enter the bus. Patterson noted that it would not be appropriate for the �' visually impaired. McNeil suggested a trial basis through the end of 2008. Palmer suggested visually laden materials be provided to the patrons and he also expressed concern about theft of bottles. McNeil noted that the appropriate � patrons would be targeted to receive the updated information about the trial period and he said that the amendment could be implemented the following , week. A motion was made to approve a trial basis for patrons of the BAT to � � carry on bags of bottles and cans. Wheeler asked for clarification. Hawes said ' the motion was to make amendments to the existing policy that would allow � riders to bring bottles and cans on in one small bag, doubled bagged and tied, and would start within the next two weeks and run through the end of 2008. Wheeler seconded the motion. � 3. Preliminary Discussion — Winter Heating Assistance Resources and City Role � There has been considerable interest at the Council and staff levels concerning the identification of residential heating assistance resources for the upcoming � heating season. A number of other organizations and stakeholders have similar concerns and efforts to coordinate and publicize available resources are in various initial phases. Health and Community Services, Director Yardley briefed � the Committee on the early stages of this effort. He shared his concerns about broader economic challenges, and discussed with the Committee what role the City should take in this regard. Yardley said one of the important things is that � there are a lot of concerned people looking at this issue. As the City, he is concerned about coordinating what is happening at the state level to whaYs happening at the local level. Resources are tight and the demand for assistance � will be greater this year. He noted that the City's role could be to provide forums, specific clear communications to residents about what is available and � what they can expect from the City, and where they go to find resource guides � and assistance beyond what they might be able to receive from the City. He discussed the City's General Assistance program. He said there may be people � who have never found themselves in a situation of needing support from the City and he suggested making the information available to the public. He also spoke about the City's WIC program, which he knows to be underutilized, as well as the � tax abatement program which is available to qualified individuals who are not in a position to pay their taxes. He noted that there are $300,000 economic stimulus monies unclaimed by Bangor residents and he suggested working with � other entities to make people awa�e of these dollars through a public campaign. All of these efforts would not cost the City money but personnel resources only. He stated that the City needs to be a convener and a collaborator. He has � spoken with several other agencies to see how the City can work with the state in terms of an education campaign hoping the state would take a leadership role � in providing basic information. He stressed the need to supply consistent, simple, clear information to citizens especially those who find themselves in need for the first time. Barrett noted that he and McKay recently meet with Penquis CAP � representatives and discussed the programs offered by that agency. Barrett said the City asked how it could assist Penquis CAP in publicizing their programs for low-income individuals and how the CDBG residential rehabilitation program � would perhaps supplement or support the programs. He noted as an example that in order to apply for a HELP loan an energy audit is required which costs approximately $500 and thought perhaps the CDBG program could be used to ' � � � provide funding for the $500. Penquis currently has a relatively long list of ' individuals waiting for the weatherization program, heat system replacement, etc. which are covered by grant programs from Penquis. Barrett suggested that the City could perhaps look at providing either a low interest loan or a deferred � loan based on income levels. McKay and his staff will coordinate this effort with Penquis CAP with the notion that Penquis has all of the programs in place, has energy auditors on staff, etc. He noted that this is not an immediate solution for � many but should be looked at as multi-year projects. Palmer felt it important for the Council to hold a workshop in the near future to talk about the available � programs. He would like those involved with offering programs to be available for the workshop. He spoke of organization neighborhood groups to keep an eye on citizens. Yardley said that his timeline would be early in September to begin ' a program. He suggested an insert in the BDN's The Weekly describing in simple terms all of the programs referred to by Councilor Palmer. One of the challenges is that LIHEAP is probably going to provide 140-160 gallons of oil per household � which is not much. Many individuals have not paid for the energy used last year and are working on budget plans. He wants to be sure that all charitable sources are included in information provided; i.e. churches, The Salvation Army, � FEMA. Barrett said the City could easily put together a series of programs and make it available on the Ciry's government channel. One idea discussed with Penquis was to have one of their energy auditors record a broadcast with a ' power point presentation for the government channel, also to include the circuit breaker program, etc. On July 30"', there is a regional fuel assistance and winter resource summit trying to bring folks together to discuss resources and to � coordinate responses. Wheeler agreed with Palmer's sense of urgency and with The Weekly paper insert. Val Sauder, Director of Community Services at the � Eastern Area Agency on Aging, said there is a lot of energy being placed on the fuel assistance crisis. One of the things she sees currently is that people are struggling with not only fuel but food costs, housing needs and she fears for the � family that has to pay for prescriptions or purchase food in order to pay for fuel. EAAA has worked with Bangor Hydro and the agency plans to work on people's money management budget issues. The EAAA would support Yardley in � providing a resource list in a BDN insert but stressed, as did Yardley, that the information be updated and accurate. Sauder said EAAA is happy to partner with the City and the DASH Network is happy to work with getting City information � out to citizens. She suggested updating the City's web site with information as well. EAAA is hosting a fuel summit and the core issue is how to respond to people's special needs looking at the real reality. She encouraged the City to � look at the emergency preparedness, emergency housing situation as there are limited resources. She spoke about potential outreach efforts with local banks. Sauder said she is happy to contribute to needed information being put together ' by Yardley. Yardley said the Council approved an application for an AmeriCorp Vista position to work food securiry and he had a difficult time recruiting an � appropriate individual. It has now been filled with a fulltime person working with � � � food coverage and providers around the food securiry issue to insure folks are being appropriately fed. Palmer said he also hears from community individual � who want to volunteer, who want to be of assistance to those in need. Yardley spoke of an individual who is willing to open up a spare bedroom to a senior citizen in need for the winter. Sauder said her agency has received such � requests. She said that EAAA might possibly put together a list of individual's available homes for the winter. She called it neighbor helping neighbor. Barrett suggested that Yardley provide an update in August regarding next steps in this � process/project. 4. Consideration of Amending City Mileage Reimbursement Policy ' Farrar explained that effective July 1, 2008 the IRS adjusted its standard mileage , reimbursement rate from 50.5 cents per mile to 58.5 cents per mile to account for rapidly increasing gasoline costs. The current City Policy only provides for annual adjustments in accordance with the IRS rate established each January 1�. � Staff's recommendation is to amend the City policy to conform to the IRS rate as it changes from time to time, rather than only once per year. Estimated cost for the increase on an annual basis is approximately $7,000. Hawes clarified that , any Committee decision would be referred to the Council for final action. Responding to Palmer, Farrar said the market is between 45 cents and 50.5 cents. The majority of municipalities follow the IRS rate and have made the ' adjustment as of July 1�`. Palmer said he would favor more frequent reviews of the policy and not necessarily following the IRS rate. Palmer is more concerned about the Maine market. Farrar indicated that the CoUncil has previously made � a decision to follow the IRS rate but the question is: does the Council wish to follow it all the time or only on an annual adjustment basis? Palmer asked if � these negotiations are tied to labor contracts. Farrar said it is the City policy and not referenced in union contracts. Wheeler indicated he would not support the increase and doesn't agree with tying in with the IRS. Responding to D'Errico, � Farrar said the City has always provided some type of mileage reimbursement. For many years, the City picked the reimbursement rate and then several years ago the Council, based upon the pay classification study consultant, decided to � follow the IRS rate. D'Errico clarified that it is a question of what date is chosen. Most cities have a fleet of administrative/staff vehicles, Barrett said, and Bangor has tried to get away from this use. The City has chosen to let employees use � their own vehicles and then be reimbursed for mileage. D'Errico said he wants to be certain that employees are treated fairly when using their personal vehicles for City purposes. Barrett and D'Errico discussed the federal governmenYs � methodology in calculating the reimbursement rate. Palmer agreed with Barrett's concept in not purchasing vehicles for employee's use and also � concurred with Wheeler in that this is not a good time to be coming forward with an increase. Palmer again asked what other communities are doing in this reimbursement rate. He wants something that is sensitive and fair to the � � 1 , � in the area, and the City has used them frequently in the past. Faifield estimates the repair cost to be at $13,500. A motion was made and seconded to waive the bid process and return to HP Fairfield for the necessary repair work. The equipmenYs life � should be extended by another 4-5 years following the repair. A motion was made by Palmer and seconded by Blanchette to approve staff's recommendation. � d. 4 x 4 Vehicle — Airport — Liberly Chevrolet - $56,472 Gyr noted that this item is returning from a prior Finance Committee meeting. The vehicle contains a deccelerometer which tests the friction and stopping capability on ' the runway. There was question at the last meeting about the vehicle. In the agenda packet, committee members received a memo from the Airport Director explaining the reasons behind their recommendation. In order for the deccelerometer to work � properly the ABS needs to be shut down. The ABS in a Chevy Tahoe can be shut down with the vehicle still able to function. Palmer thanked Hupp for the information noting that had it been available at the prior meeting it might have saved time in ' discussion. Palmer moved staff recommendation. Blanchette seconded it. e. Revenue Control Parking Equipment— Airport— Cincinnati Time Recorder - ' $218,500 Stone had requested that this item be returned to the Committee. Responding to � Stone, Cyr said that Stone had raised the issue dealing with the items to be placed out for bid by the City. He would like the City to do more of a cost benefit analysis and the return on investment when it makes sense. She noted there are some items , where it would not make sense; i.e. paving material. Stone had concerns about items purchased in the past with federal or state grant dollars. In the future when items go out for bid, staff will be looking at certain questions depending on the item being bid , such as cost avoidance, new costs incurred, annual maintenance versus the existing maintenance, return on investment, additional operating costs, cost or savings associated with the purchase, training involved, extra equipment needed to be 1 purchased for the item, etc. In reference to the current item, Hupp said she had provided a memo which she feels covered a lot of the questions noted by Cyr and reviewed them in detail. Hupp noted that the pay in lane feature had been added at � $38,600 and thereby deleting the secondary cashier computer and secondary credit card terminal at a cost of $25,600. It, therefore, increased the project cost by � $13,000. It would be offset in a couple of years due to a decrease in cashier hours. Palmer moved staff recommendation as amended. Blanchette seconded the motion. Barrett said this will need to go to full Council for final action including the � amendment. Blanchette asked that the item for Council include language that specifically states the cost savings over time. � 2. Request to Take Possession of Mobile Home Cyr indicated that staff is requesting that this item be tabled but that she did want a short discussion to assist staff in finalizing its position. In the past when this issue has , become before the City, the park owner involved has been more than willing to dispose ' ' ' of the mobile home. Lot 15 in the Rainbow Mobile Home Park is currently vacant and it has matured tax liens, meaning that the City owns it but has not yet taken formal � possession. According to the City Solicitor, the City will be liable for the park rental fee as of August 1�. In the past, the City has taken possession of mobile homes and then let a third parly dispose of it. In this case, the City would be responsible for the t disposal. Responding to Blanchette, Cyr said that the Fire Department is not interested in using the mobile home for a burn exercise. Blanchette asked if the metal could be sold before the City disposes of the mobile home. Little said it is an option that is under � discussion with Code Enforcement. Palmer moved to table the item to the next Finance Committee meeting unless staff deems it necessary to bring the item to the upcoming , City Council meeting. Motion was seconded. 3. Review of Recent Election Law Changes � Dubois noted recent law changes in Legislative Session. Some are not mandatory but at the option of the local municipaliry. One of the options is to accept absentee ballot requests by e-mail and Dubois opted into the program. Another major change in State ■ Law is the ability to opt into early processing of absentee ballots. Due to the increasing � volume in absentee ballots, Clerks across the state have found it very difficult to process absentee ballots on Election Day plus conduct in person voting on Election Day. , If appropriate notice is given to all involved, clerks would be allowed to process absentee ballots the day prior to the election. This option was available last November but Bangor was involved in its own pilot on early voting so Dubois opted out of the � program at that time. She would now like to opt in for the November 2008 election expecting 9,000-10,000 absentee ballots at an estimated 30 hours for processing time. � The processing would take place on Monday, the day before the election. If this is not done, Bangor's election results would not be available until the day after the election. The Legislature discussed but did not approve mandatory cut off dates for absentee � voting but did approve an opt-in option so that if the municipality wanted to participate it could do so with proper notification to the state. Dubois wanted the Committee's thoughts on the cut off date. Bangor is the only municipality in the State that conducts � absentee in-person balloting at an offsite location and staffed like a polling place, it offers extended hours daily from 8 am to 6 pm. Another possibility is closing the City Clerk's office to regular business on Election Day and have it opened for voting election � purposes only. Responding to Stone, Dubois said her choice would be to cut off absentee in person voting before Election Day and she would aggressively advertise in all local media, tv interviews and live radio broadcasts. The option would reduce the i stress placed on her office. Barrett said he has observed a number of presidential elections and during the 2000 election the City came close to crunching the system. , The 2004 went better but there were some last minute Secretary of State changes that needed to be implemented at the last minute. Barrett expressed his respect to the City Clerk and her office. He supported the Clerk's recommendation. Palmer asked if the � entire Council would make the decision. Barrett suggested that an Order come before the Council. Palmer made a motion, which was seconded, to approve Dubois' � � ' , recommendation. Hawes clarified that closing the Clerk's Office on Election Day was � part of the motion. 4. Executive Session — 36 MRSA Section 841 (2) — Hardship Abatements i �^� & �B' � A motion was made and seconded to move into executive session. 5. Open Session — Hardship Abatement Decisions � A motion was made and seconded to approve staff recommendation. , � i � I 1 M� - t � 1 1 t �