WESTBROOK CITY COUNCIL SPECIAL CITY COUNCIL MEETING AGENDA MONDAY APRIL 30, 2018 AT 7:00PM WESTBROOK HIGH SCHOOL ROOM 114

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1 WESTBROOK CITY COUNCIL SPECIAL CITY COUNCIL MEETING AGENDA MONDAY APRIL 30, 2018 AT 7:00PM WESTBROOK HIGH SCHOOL ROOM 114 I. READING THE CALL II. III. IV. ROLL CALL SALUTE THE FLAG APPROVAL OF MINUTES V. MAYOR S MESSAGE Police Department Employee of the Quarter Officer Melissa May VI. VII. VIII. IX. STUDENT REPRESENTATIVE UPDATE PUBLIC COMMENT UNFINISHED BUSINESS ORDERS OF THE DAY (SECOND AND FINAL READING) Order Acceptance of Donation from Cornelia Warren Association for Touchpads and Bleachers at the John P. Davan Indoor Pool Order Acceptance of a Donation from Calpine for a Police Canine Order Award of Bid for HVAC Upgrades for the Fred C Wescott Building Order Award of Bid for City Hall Renovations X. NEW BUSINESS Business Licenses Liquor License (Renewal) for Barn and Table d/b/a The Bar Association, located at 214 Brown Street Orders (First and Final Reading) Order Acceptance of Donation from Saco Biddeford Savings Bank Order Amending Master Fee Schedule Regarding Building Permit Fees Orders (First of Two Required Readings) Order Approving FY Annual Budget and Appropriations Order Approving FY School Budget Warrants Order Authorizing the Establishment of the Westbrook Façade Improvement Program and Approving WEIC Funds to Support the Program Order Authorizing Payment for City Hall Administrative Wing Redesign Order Authorizing Emergency Sewer Repairs XI. PUBLIC COMMENT 1

2 XII. XIII. XIV. REFERRALS Committee of the Whole Approval of Banner Permit & Amendment to Master Fee Schedule EXECUTIVE SESSION ADJOURNMENT 2

3 Michael Sanphy 2 York Street Mayor Westbrook, Maine msanphy@westbrook.me.us Phone: (207) Fax: (866) Jerre R. Bryant City Administrator jbryant@westbrook.me.us To: Honorable City Council From: Jerre R. Bryant, City Administrator Date: April 27, 2018 Subject: Special City Council Meeting of April 30, 2018 ORDERS OF THE DAY This is the acceptance of a donation in the amount of $4,164 from the Cornelia Warren Community Association to the Community Services Department for the purchase of six (6) replacement Aquagrip 78 Touchpads ($2,625) and replacement bleachers ($1,539) at the John P. Davan Pool, and further authorizes the purchase of six (6) replacement Aquagrip 78 Touchpads from Colorado Time Systems, Loveland, Colorado at a total purchase price of $5,250, said purchase to be funded through the following sources: $2,625 Cornelia Warren Community Association $ 850 Seals Swimming Club $ 850 Westbrook School Department $ 850 Gorham School Department $ 75 Community Services Pool Budget $5,250 These donation acceptances and purchase authorization are supported by the Administration, were given first reading on April 23, 2018 and are in order for final council action This is the acceptance of two donations, one in the amount of $10,000 from Calpine Corporation and a second in the amount of $2,500 from an anonymous Portland-based company, to be applied toward the purchase and other related expenses for a replacement K-9 in the Westbrook Police Department, and further authorizes the expenditure of $7,569 for the purchase of a replacement K-9 from North Edge K-9 of Portland, Maine. Acceptance of these donations and 3

4 authorization of the related K-9 expenditure are supported by the Administration, were given first reading on April 23, 2018 and are in order for final council action This is an award of bid for HVAC system replacement and upgrades at the Fred C. Wescott Building to Patriot Mechanical of Gorham, Maine, low bidder at a cost of $797, and a separate contract with A-Tech Electric, Portland, Maine, for electrical work associated with this project and itemized in their enclosed proposal at a cost of $76, This project is funded in the Capital Improvement Program for $800,000 and we will be receiving a rebate through Efficiency Maine for between $200,000 and $250,000. The enclosed memo from Eric Dudley, Director of Engineering & Public Services, more fully explains the project, the bid process and pricing. Eric will be at Monday s meeting to respond to any questions. This award of bid is supported by the Administration, was given first reading on April 23, 2018 and is in order for final council action This is an award of bid for City Hall Renovations to H.E. Callahan Construction Company, of Auburn, Maine, low bidder at a cost of $85,825. This project is a follow-up to the more substantial project at City Hall two years ago that addressed handicap accessibility and relocated all personnel to the first floor. This project involves the five offices from the Mayor s office to the Economic Development office, and creates two additional offices. This area was not part of the earlier reconstruction work. A floor plan that identifies the before and after conditions is enclosed. This project utilizes existing space more efficiently, accommodates our current office need and creates one additional office for future use. This project is funded by $60,000 in the CIP and $25,825 available in the City Hall Building Reserve. The city has very good experience with H.E. Callahan on past projects. Eric Dudley will be at Monday s meeting to respond to any questions. This award of bid is supported by the Administration, was given first reading on April 23, 2018 and in order for final council action. NEW BUSINESS Business Licenses This is an application for renewal of a State Liquor License as a Certified Caterer to Barn and Table d/b/a The Bar Association, 214 Brown Street. The Police Department finds no reason for denial of this license application, which is in order for final council action. One-Reading Orders This is the acceptance of a donation from Saco Biddeford Savings Bank in the amount of $500 to the Fire & Rescue Department to be used to help fund the annual awards banquet. This donation is in order for City Council acceptance This is an amendment to the Master Fee Schedule, Chapter 6 Buildings, Section 6-13 Building Permits and Demolishing a Building, increasing the incremental fee 4

5 Two-Reading Orders from $14.00 to $14.50 per $1,000 of construction costs. This fee increase is recommended by the Finance Committee, is the basis of revenue projections in the FY municipal budget proposal, is supported by the Administration and is in order for final council action This is the approval of the Annual Budget and Appropriations for all municipal, school and county funding for fiscal year , commencing July 1, The combined budget expenditures total $68,459,749 which represents a 6.1% spending increase over the current year. Non-tax revenue totals $30,923,333 which is up $2,115,159 or 7.3%. The yields a total need from taxes of $37,536,416 which is an increase of $1,822,861or 5.1%. The projected property tax rate for this budget is $19.93, and increase of $1.05 per $1,000 of assessed valuation or 5.56% over the current tax rate. A breakdown of school, city and county expenditures, revenue and tax needs is provided on the attached chart. The Finance Committee has held four budget review meetings and at the conclusion of their April 23 rd meeting, by a 5-2 vote recommended the enclosed budget to the full city council. If passed, the School portion of this budget will be placed before the voters on June 12 th for final ratification. This budget is recommended by the Finance Committee, is supported by the Administration and is in order for first reading This is the approval of the School Budget Warrants for the fiscal year. The warrants reflect the school funding approvals contained in the previous item, but are presented in a format required by the Maine Department of Education. A referendum on the school funding portion of the budget will be placed before the voters of the city on Tuesday June 12 th. This school funding approval is recommended by the Westbrook School Committee and the City Council s Finance Committee, is supported by the Administration and is in order for first reading This authorizes the establishment of the Westbrook Façade Improvement Program and authorizes the allocation of $80,000 from the Westbrook Environmental Improvement Corporation (WEIC) in support of this program. Downtown façade improvement programs have been very effective in other communities, particularly those with historic commercial centers like Westbrook. We are working very collaboratively with the Discover Downtown Westbrook organization to promote and administer this program. Daniel Stevenson will be at Monday s meeting to present the program to the council and respond to any questions. The WEIC board strongly supports this program and authorized funding of $80,000. Approval of this program and the WEIC funding is supported by the Administration and is in order for first reading This authorizes the payment of $4, to Lachman Architects & Planners, Portland, Maine for design services and drafting of bid documents for the City 5

6 Hall administrative office reconfiguration project. Lachman did the design work for the earlier renovations at City Hall and, based on his recent work and current familiarity with the building, was the logical choice to assist on this much smaller project. Funding is available in the Engineering & Public Services budget for Technical Services. The construction bid is on this agenda for award. This payment authorization is supported by the Administration and is in order for first reading This seeks confirmation of an emergency expenditure for a sewer repair on Rochester Street on April 6, O Brien Brothers, Inc. of Gorham, Maine performed the work at a total cost of $6, This emergency purchase is provided for under the City s Purchasing Ordinance. Wastewater Division Manager Katherine Gray will be at Monday s council meeting to respond to any questions. Confirmation of this emergency purchase is supported by the Administration and is in order for first reading. 6

7 CALL TO: City Council FROM: Mike Sanphy, Mayor DATE: April 27, 2018 There will be a Special Meeting of the Westbrook City Council on Monday April 30, 2018 at 7:00pm at Westbrook High School, Room 114, for the purpose of conducting the business on the enclosed agenda. Respectfully, Mike Sanphy Mayor Duly Authorized Official s Return This is to certify that on April 27, 2018 I posted notice of the above call for a Special Meeting of the City Council at the regular posting places, at City Hall and on the City of Westbrook s website, and that I sent a copy of the same to the City Councilors/Municipal Officers. Angela Holmes City Clerk 7

8 CITY OF WESTBROOK Police Department Employee of the Quarter January March 2018 Officer Melissa May You are hereby named the Westbrook Police Department s Employee of the Quarter for the first quarter of You have been selected for this honor by a committee of your peers. This award is presented to you in recognition of your performance as a Police Officer for the Westbrook Police Department. In your new role as a day shift patrol officer, you have established positive relationships with your team members. You are always early to work and consistently offer to take midnight shift officers calls for service before your tour of duty begins. You perform your daily duties ethically, fairly, and consistently. You have set high standards for yourself professionally and pride yourself on handling calls for service on your beat promptly, as well as volunteering to help your coworkers with their calls. Your uniform is always clean and pressed, and your boots are always polished, which inspires respect and displays professionalism. You are one of the top traffic enforcement officers in the department. Your initiative is further displayed by these examples: You have developed an outstanding relationship with all three elementary schools, having routine contact with them, including taking time to read to the students, as well as explaining the Caught Doing Good program to them. You have a strong working relationship with the Middle School and their SRO. You are a certified child safety seat technician. In this role, you set up appointments with parents to train them on the proper installation of their child s safety seat. Since there are not many technicians in the region, you often help citizens from other communities. You have taken on the extra duty of being the use of force reporting officer for the department which requires you to complete a comprehensive report of all use of force incidents annually. You also took time out of your schedule to teach the Citizens Police Academy in the use of force. In addition to your roles and responsibilities with the Westbrook Police Department, you recently assumed the position of Assistant Leader for the Cumberland County Emergency Services Unit s Crisis Negotiations Team. In this role you have taken on the added responsibilities of coordinating trainings and creating scenarios, and you oversee the negotiating team during critical incidents. For all of this and more, we are proud of you Melissa. We thank you for the inspiration you have given us. And, we present you with this plaque as a memento of our appreciation. Dated: April 30, Chief Janine L. Roberts

9 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 23, 2018 Order: AUTHORIZING ACCEPTANCE OF DONATION FROM CORNELIA WARREN COMMUNITY ASSOCIATION FOR TOUCHPADS AND BLEACHERS AT THE JOHN P. DAVAN INDOOR POOR That the Westbrook City Council hereby authorizes the acceptance of a $4,164 donation from the Cornelia Warren Community Association for replacement touchpads and replacement bleachers at the John P. Davan Pool, and further authorizes the expenditure of $5,250 for the purchase of replacement touchpads to Colorado Time Systems of Loveland, Colorado. Funds to be deposited in budget line: Expenditure available in the following budget lines: $850 funded by Seals Swimming Club $850 funded by Westbrook School Department $850 funded by Gorham School Department $ (Community Services Pool Expense) $2,625 Cornelia Warren Donation First Reading: April 23, 2018 Second and Final Reading: April 30, 2018 Attest: City Clerk Mayor 9

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17 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 23, 2018 Order: ACCEPTANCE OF DONATION FROM CALPINE FOR POLICE CANINE That the Westbrook City Council hereby accepts a $10,000 donation from Calpine Corporation of Westbrook, Maine and a donation of $2,500 from an anonymous Portland company, and further authorizes the expenditure for a new Canine for the Westbrook Police Department to North Edge K-9 of Portland, Maine at a purchase price of $7,569. Funds to be deposited in budget line: Expenditure available in budget line: First Reading: April 23, 2018 Second and Final Reading: April 30, 2018 Attest: City Clerk Mayor 17

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20 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 23, 2018 Order: AWARD OF BID FOR HVAC UPGRADES FOR THE FRED C. WESCOTT BUILDING That the Westbrook City Council hereby authorizes an award of bid to Patriot Mechanical of Gorham, Maine, low bidder, for the replacement of the HVAC system at the Fred C. Wescott Building at a cost of $797,023.31, and further authorizes the Westbrook Engineering & Public Services Department to enter into a contract with A-Tech Electric of Portland, Maine for the electrical work associated with the project at a cost of $76,314.80, for a combined cost of $873, Funds available in the following budget lines: B1701 ($800,000) Rebates from Efficiency Maine ($73,338.11) First Reading: April 23, 2018 Second and Final Reading: April 30, 2018 Attest: City Clerk Mayor 20

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28 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 23, 2018 Order: AWARD OF BID FOR CITY HALL RENOVATIONS That the Westbrook City Council hereby authorizes an award of bid, and further authorizes the Westbrook Engineering & Public Services Department to enter into a contract with H.E. Callahan Construction Co. of Auburn, Maine, low bidder, for the interior reconfiguration of the Administrative section of City Hall, at a total cost of $85,825. Funds available in the following budget lines: $60, C1732 $16, $9, First Reading: April 23, 2018 Second and Final Reading: April 30, 2018 Attest: City Clerk 28 Mayor

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35 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 30, 2018 Order: AUTHORIZING ACCEPTANCE OF DONATION FROM SACO BIDDEFORD SAVINGS BANK That the Westbrook City Council hereby authorizes the acceptance of a $500 donation from the Saco Biddeford Saving Bank, Westbrook Branch, to offset the cost of the Fire & Rescue Department s annual awards banquet. Funds to be deposited in budget line: First and Final Reading: April 30, 2018 Attest: City Clerk Mayor 35

36 Westbrook Fire & Rescue Department 570 Main Street, Westbrook Maine Telephone: (207) Fax: (207) Chief Andrew Turcotte Deputy Chief Stephen Sloan TO: Jerre Bryant, City Administrator FROM: Andrew Turcotte, Fire Chief DATE: April 19, 2018 RE: Saco Biddeford Savings Bank Donation The Fire Department recently received a donation from Saco Biddeford Savings Bank, Westbrook Branch in the amount of $ These funds will be used to help offset the cost of our annual awards banquet which will be held in September. Donations such as this, help the Department offer additional programs and reduce the costs of others year after year and are incredibly beneficial to all our members, the organization and the City. The fire administration recommends the acceptance of this donation as well as the authorization to spend these funds as stated above. 36

37 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 30, 2018 Order: AMENDING MASTER FEE SCHEDULE REGARDING BUILDING PERMIT FEES That the Westbrook City Council hereby approves an amendment to the City of Westbrook Code of Ordinances, Master Fee Schedule, Appendix B, Chapter 6, Building Permits, as outlined below: Chapter 6 Buildings 6-13 Building Permits (Amended 4/5/10; 8/15/11; 7/6/15; 4/30/18) Demolishing a Building (Amended 4/5/10; 8/15/11; 7/6/15; 4/30/18) $ $14.00 $14.50/$1,000 construction costs $ $14.00 $14.50/$1,000 construction costs First and Final Reading: April 30, 2018 Attest: City Clerk Mayor 37

38 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 30, 2018 Order: APPROVING FY ANNUAL BUDGET AND APPROPRIATIONS That the Westbrook City Council hereby authorizes that the sum of $68,459,749 be appropriated to defray the cost of the various municipal and school departments and the county tax for the fiscal year; July 1, 2018 to June 30, (Breakdown of appropriation expenses by attached account summary) Municipal Operations $27,124,632 Tax Increment Financing $1,306,558 School Operations (K-12) $38,408,898 Adult $217,484 County Tax $1,402,177 $68,459,749 LESS Municipal Estimated Revenue $12,749,530 School Estimated Revenue $18,173,803 NET BUDGET $37,536,416 Be it resolved that the sum of $37,536,416 be raised and assessed by the City Assessor of taxes on the estates of the inhabitants of the City of Westbrook and upon the estates of the non-resident proprietors of said City, and the Assessor is hereby required to assess on such estates such additional sum for an overlay above the sum hereby appropriated, not to exceed 5% thereof, as a fractional division thereof renders convenient in accordance with, and pursuant to the laws of this State relative to taxation. Be it further resolved that the said tax shall be payable in four installments due on or before August 15, 2018, November 15, 2018, February 15, 2019, and May 15, Interest on delinquent taxes shall be assessed at 7% on all taxes not paid in collected funds as of August 16, 2018, November 16, 2018, February 16, 2019, and May 16, First Reading: April 30, 2018 Second and Final Reading: Attest: City Clerk 38 Mayor

39 City of Westbrook Net Taxes to be Raised Budget FY19 FY2018 FY2019 Change City (Proposed) 26,750,993 28,290,535 1,539, % Increase City Revenues 11,402,114 12,749,530 1,347, % Increase Overlay 140, ,655 0 City Tax needs 15,489,534 15,681, , % Increase School (Proposed) 36,277,941 38,626,382 2,348, % Increase School Revenue 17,406,060 18,173, , % Increase School Tax Needs 18,871,881 20,452,579 1,580, % Increase County Tax needs 1,352,140 1,402,177 50, % Increase Total Tax Needs 35,713,555 37,536,416 1,822, % Increase Budgeted Valuation 1,891,607,800 1,883,497,113 (8,110,687) 0.43% $18.88 $19.93 Tax Rate $18.88/1,000 $19.93/1,000 $ % City $8.19 $8.33 $ % Increase School $9.98 $10.86 $ % Increase County $0.71 $0.74 $ % Increase Total $18.88 $19.93 $ % 39 4/27/2018 2:53 PM

40 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 30, 2018 Order: APPROVING FY SCHOOL BUDGET WARRANTS That the Westbrook City Council hereby authorizes the various sums as shown in Articles 1-6 on the attached sheet to be raised and appropriated as shown thereon. First Reading: April 30, 2018 Second and Final Reading: Attest: City Clerk Mayor 40

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45 NOTICE OF AMOUNT ADOPTED AT WESTBROOK CITY COUNCIL MEETING FOR VOTERS AT SCHOOL BUDGET VALIDATION REFERENDUM TO: Clerk of City of Westbrook, State of Maine Pursuant to 20-A M.R.S.A. 1486(2) and 2307 this Notice is to be displayed at all polling places for the school budget validation referendum to be held on June 12, 2018, to assist the voters in voting on whether to ratify the school budget approved at the May 7, 2018 Westbrook City Council Meeting. Cost Center Summary Budget Category Regular Instruction Special Education Career and Technical Education Other Instruction Student and Staff Support System Administration School Administration Transportation and Buses Amount Recommended by School Committee $ 14,415, $ 4,651, $ 2,600, $ 833, $ 3,026, $ 1,834, $ 1,571, $ 1,661, Amount Approved at the City Council Meeting on May 7, 2018 Facilities Maintenance $ 3,468, Debt Service and Other Commitments $ 4,346, All Other Expenditures $ 0 Summary of Total Authorized Expenditures: $ 38,408, The amount approved for the school budget at the City Council Meeting included locally raised funds over and above the city s local contribution to the total cost of funding public education from kindergarten to grade 12 as described in the Essential Programs and Service Funding Act. A MAJORITY OF THE SCHOOL COMMITTEE Completed and countersigned by: SUPERINTENDENT OF SCHOOLS A true copy of the Notice, attest: CLERK OF CITY OF WESTBROOK / /2018 / /

46 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 30, 2018 Order: AUTHORIZING THE ESTABLISHMENT OF THE WESTBROOK FAÇADE IMPROVEMENT PROGRAM AND APPROVING WEIC FUNDS TO SUPPORT THE PROGRAM That the Westbrook City Council hereby authorizes the establishment of the Westbrook Façade Improvement Program to assist with physical improvements to building exteriors in the downtown district, and further authorizes the allocation of funds in the amount of $80,000 from the Westbrook Environmental Improvement Corporation (WEIC) to fund such program in accordance with the provisions outlined in the attached exhibit. Funds available in budget line First Reading: April 30, 2018 Second and Final Reading: Attest: City Clerk 46 Mayor

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55 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 30, 2018 Order: AUTHORIZING PAYMENT FOR CITY HALL ADMINISTRATIVE WING REDESIGN That the Westbrook City Council hereby authorizes payment to Lachman Architects & Planners of Portland, Maine in the amount of $4, for the design work associated with the interior reconfiguration of the Administrative section of City Hall. Funds available in account First Reading: April 30, 2018 Second and Final Reading: Attest: City Clerk 55 Mayor

56 Lachman Architects & Planners Invoice 58 Fore St, Bldg 30, Portland, Maine Date: 4/3/ Invoice Period: 11/20/17 thru 3/31/18 Invoice No. #1 and FINAL Invoice to: Angela Holmes, CMC City Clerk & Registrar of Voters City of Westbrook 2 York Street, Westbrook ME Project: Westbrook City Hall Admin Wing Reconfiguration Invoice no. Description Professional Fees (including reimbursable expenses) Paid Balance Due Per agreement signed and dated 11/20/17 $ #1 0% to 100% accomplished - Concept sketches, Update base plans, Site visits, Meetings, Abbreviated Construction documents for bidding $4, $4, Remaining Balance $0.00 Please pay this amount $4, Terms: Invoices are submitted monthly based on work completed and are due and payable upon receipt. Amounts unpaid 25 days after invoice date shall bear interest from the date payment at the rate of 1.5% per 30 days. Interest due on late payments is not included in the contract amount. 56

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58 CITY OF WESTBROOK, MAINE IN CITY COUNCIL Date: April 30, 2018 Order: AUTHORIZING EMERGENCY SEWER REPAIRS That the Westbrook City Council hereby authorizes emergency funding for repairs to a sewer line on Rochester Street to O Brien Brothers, Inc. of Gorham, Maine at a total cost of $6, Funds available in budget line First Reading: April 30, 2018 Second and Final Reading: Attest: City Clerk 58 Mayor

59 Katherine Gray, P.E. Wastewater Division Manager Public Services Department 371 Saco Street Westbrook, ME (207) (207) FAX DATE: April 27, 2018 TO: FROM: The Honorable City Council Katherine S. Gray, PE RE: Authorizing Payment for Emergency Work on Rochester Street The Department of Engineering and Public Services requests authorization to pay for emergency work done by O Brien Brothers, Inc. of Gorham, Maine in the amount of $6, on Rochester Street. On Friday, April 6 th, 2018, we received a call from John Pompeo regarding a sewer lateral he was installing for Pizza Time at 528 Main Street. Upon arriving on the site, the City Wastewater employees found that the sewer lateral for Pizza Time was still connected to old clay sewer, even though the main line on Rochester Street had been upgraded to PVC. In order to remedy the issue without further inconveniencing the property owners of Pizza Time, the City agreed to have John Pompeo (owner of O Brien Brothers, Inc.) finish the work at the expense of the City. I will be in attendance at Monday s Council on May 7 th meeting to answer any questions you may have. Funds are available in Account

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