Town of Mount Desert
Board of Selectmen
Regular Meeting Minutes
October 17, 2011
This meeting was not recorded.
A meeting of the Board of Selectmen was held this date in the Meeting Room, Town Hall, Northeast Harbor, Maine.
Those present included: Chairman Tom Richardson; Selectmen Martha Dudman, John Macauley, Rick Mooers, and Dennis Shubert; staff members Town Manager Durlin Lunt, Assessor Kyle Avila, Wastewater Treatment Plant Superintendent Terry Savage, Town Office Clerical Margaret Porter, Fire Chief Mike Bender, Police Chief Jim Willis, Harbormaster Shawn Murphy, and Town Clerk/Recording Secretary Joelle Nolan; HR Consultant Elizabeth McMillan, IT, CES Inc. Bob Bickmore, and members of the public.
I Call to order at 6:30 p.m.
Chairman Richardson called the meeting to order at 6:30 p.m.
II Presentation
A. Tyler Technologies (Munis) staff present an overview of their municipal software.
Town Manager Lunt introduced Christine Lyden, Sr. Account Executive and Jim Davin, Manager, Solutions Consultant from Tyler Technologies, Inc. and gave a brief synopsis of what brought us to this presentation.
Ms. Lyden started the presentation with an introduction of Tyler Technologies as the nation’s largest software company focused solely on the public sector. There are currently 45 Maine municipal clients. She gave examples of the company’s stability and financial strength. A review of the Town’s current environment shows the lack of complete system integration and user friendliness. There are operational issues, archaic reporting and analysis tools. Ms. Lyden described how Munis can meet the Town’s needs with their role tailored Dashboard. She gave examples of workflow, reporting and analytics, self service, and content management with electronic document imaging and indexing. The Evergreen philosophy equals enhancements added every year
with no software upgrade fees. Another advantage is having the headquarters in Falmouth and Yarmouth, Maine.
Mr. Davin gave a live demonstration of the Dashboard settings and how one can have an immediate pulse of the operations, from the broad picture to individual departments and/or accounts. Data is live and continuously updated. He illustrated the ease of searching the system whether it’s for an employee, vendor, or customer/taxpayer. He showed how the Dashboard and system works with a department head who has limited access; limited in the sense of what he needs to do his job. Mr. Davin went through the process of paying an invoice and how it integrates throughout the financial system. He anticipates the entire implementation to take 16 – 18 months. An assessment of needs is done during the first month. It is likely that parallels will be run with
payroll for awhile; however, the financial system can be implemented immediately
There was a brief discussion of self-hosting servers managed by the Town vs Software As A Service (SAAS). Ms. McMillan referenced Bob Bickmore and the CES, Inc. packet of information.
Chairman Richardson asked Ms. McMillan what the time savings will be if a new system is implemented. She explained the streamlining of processes; and said she does not have the exact number of hours saved per employee/transactions. That will depend on the modules used. She referred to the soft costs analysis already done. Chairman Richardson was insistent about having information regarding what savings in time and money will be realized with a new system. He would like to analyze what we are getting for the cost. Town Manager Lunt suggested it is impossible to analyze what we haven’t yet done. He asserted we know the problems with the current system. Citizen Jean Bonville commented that the Town of Bar Harbor is using Munis and perhaps a visit with
them might help. Town Manager Lunt replied that has already been done.
Board thanked Ms. Lyden and Mr. Davin for their presentation.
III Minutes
A. Approval of minutes from October 3, 2011 meeting.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to approve the minutes from October 3, 2011 as amended. The vote was unanimous in favor, 5-0.
IV Appointments & Resignations
A. Approve appointment of Julianna Reddish to the Zoning Board of Appeals for a term expiring May 2012.
MOTION: Selectman Dudman moved, seconded by Selectman Macauley, to approve the appointment of Julianna Reddish to the Zoning Board of Appeals for a term expiring May 2012. The vote was unanimous in favor, 5-0.
B. Accept resignation from Julianna Reddish from the Warrant Committee effective immediately.
MOTION: Selectman Dudman moved, seconded by Selectman Macauley, to accept the resignation of Julianna Reddish from the Warrant Committee effective immediately. The vote was unanimous in favor, 5-0.
C. Accept resignation from George B. Lauriat, Jr. from the Zoning Board of Appeals effective immediately.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to accept the resignation of George B. Lauriat, Jr. from the Zoning Board of Appeals effective immediately.
DISCUSSION: Town Manager Lunt explained there is a need for volunteers for several of the Town’s boards and committees. Chairman Richardson said he has talked with Bill Ferm, Chairman of the Warrant Committee about the need for members. Selectman Dudman said she has talked with someone interested in the Warrant Committee and will pursue. Chairman Richardson suggested thank you letters be written to the resigning members.
VOTE: The vote was unanimous in favor, 5-0.
V Consent Agenda (These items are considered to be routine, and therefore, will not be allotted Selectmen discussion time on the agenda. The items may be passed by the Selectmen in one blanket motion. Any Board member may remove an item from the “Consent” portion of the agenda for discussion or questions by requesting such action prior to consideration of that portion of the agenda.)
A. Acknowledge receipt of monthly Department Head reports: Assessor, Code Enforcement Officer, Finance Director, Fire Chief, Harbor Master, Police Chief, Public Works Director and Wastewater Superintendent.
Selectman Shubert referred to Assessor Kyle Avila’s report and the proposed 2012 State Valuation of Town owned land. He asked if exempt properties are included; Assessor Avila replied no, the State valuation equals taxable property.
Chairman Richardson referred to the expense summary of the September financials and asked why there is no budget for items such as 506-10 travel. Police Chief Willis explained that when the current software system was implemented, department heads were asked to develop their own chart of accounts. Some of the accounts were used only once and are no longer needed. Maybe they can be removed.
Selectman Dudman said she is pleased with Police Chief Willis’ goal to complete a community survey. Chief Willis said he hopes to have it done by spring.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to acknowledge receipt of monthly Department Head reports from the Assessor, Code Enforcement Officer, Finance Director, Fire Chief, Harbor Master, Police Chief, Public Works Director and Wastewater Superintendent. The vote was unanimous in favor, 5-0.
B. Acknowledge receipt of 2011 Hancock County Budget Advisory Committee and summary of budget proposals.
Police Chief Willis reminded the Board that the State is still trying to reduce the number of Public Safety Answering Point (PSAPs) down to 2 for the whole state. The County budget contains a line for a Regional Communication Center at the airport; however, there are no details in the budget. A RCC will have a significant impact in Hancock County; Mount Desert pays the largest part of the County bill. Selectman Mooers explained John Morris, Commissioner, Maine Department of Public Safety is facing a huge learning curve with legislators. PSAPs
have been reduced; however, Commissioner Morris has yet to say how the State will do with only 2 PSAPs. Board directed Town Manager Lunt to contact our County Commissioner Faye Lawson and ask her to come to a November Board meeting with information regarding what Commissioner Morris plan is, and the impact on Hancock County building a Regional Communication Center.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to have Town Manager Lunt request County Commissioner Faye Lawson to attend a Board meeting in November to provide information regarding what Commissioner Morris plan is regarding PSAPs, and the impact on Hancock County building a Regional Communication Center. The vote was unanimous in favor, 5-0.
C. Acknowledge receipt of letter from Hancock County Habitat for Humanity listing what was salvaged from Chamber of Commerce building before demolition.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to acknowledge receipt of the letter from Hancock County Habitat for Humanity listing what was salvaged from the Chamber of Commerce building before demolition. The vote was unanimous in favor, 5-0.
D. Acknowledge receipt of letter from Mooring Agent Kerry Taylor giving amounts of mooring rental and launch service fees from the 2011 season.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to acknowledge receipt of the letter from Mooring Agent Kerry Taylor giving amounts of mooring rental and launch service fees from the 2011 season. The vote was unanimous in favor, 5-0.
E. Northeast Harbor Marina update from CES.
Town Manager Lunt reported that he and Public Works Director Tony Smith are meeting with the president of CES, Inc. and their chief engineer to clarify matters.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to acknowledge receipt of the Northeast Harbor Marina update from CES, Inc. The vote was unanimous in favor, 5-0.
F. Stanley Brook Bridge replacement progress meeting minutes from 10-12-11
MOTION: Selectman Shubert moved, seconded by Selectman Dudman , to accept receipt of Stanley Brook Bridge replacement progress meeting minutes from 10-12-11.
DISCUSSION: Chairman Richardson noted the project is a few weeks behind schedule. Wastewater Treatment Superintendent Terry Savage said he attended a recent meeting and although there is an extension, the bridge will open on schedule.
VOTE: The vote was unanimous in favor, 5-0.
G. Congressman Mike Michaud Announces Staff Community Office hours at the Mount Desert Town Office, October 19, 2011 from 10:00AM to 12:00PM.
MOTION: Selectman Dudman moved, seconded by Selectman Macauley, to acknowledge receipt of Congressman Mike Michaud announcement of Staff Community Office hours at the Mount Desert Town Office, October 19, 2011 from 10:00AM to 12:00PM. The vote was unanimous in favor, 5-0.
VI Selectmen’s Reports
Selectman Mooers suggested it would be instructive for the Board to begin to shape its thoughts and concerns regarding a fireworks ordinance. Effective January 1, 2012 the Town can rely on State regulations or we can write our own ordinance and even ban fireworks. Now is the time to plan. Town Manager Lunt said he has discussed this issue with Police Chief Willis. Chief Willis explained typically what will be for sale in Maine is what most people used to buy out of state. Noise complaints will rise; he noted noise magnifies across the water. Selectman Shubert stated enforcement is the key. Board directed Chief Willis to gather information and sample ordinances and present to the Board at a future meeting.
VII Old Business
A. Town owned land, continued discussion.
Selectman Shubert explained the reason for this process is to educate ourselves about what land the Town owns, and decide if we need to get rid of any. He is inclined to study large lots, such as the one on Delights Road. Moving such lots onto the tax role could be an effective way to increase revenue. He suggested giving to the abutting land owner the very small lot on the Pretty Marsh Road. Other Board members disagreed. Selectman Macauley thought it not worth giving up Town land unless it is clearly worth it financially. Selectman Mooers inclined to agree with Selectman Macauley, dispensing of Town owned land not a good idea in and of itself. We might see a use for the land as we evolve, such as with public/private developments and partnerships. He is
not in favor of selling Town Land to simply increase the tax base.
MOTION: Selectman Shubert moved, seconded by Selectman Mooers, to ask Town Manager Lunt to look into giving the very small lot on the Pretty Marsh Road to the abutter.
DISCUSSION: Assessor Avila pointed out the advantage of small lots to the Town: for instance they are often used Public Works during construction projects for parking, staging, etc.
VOTE: The vote was unanimous against 0-5, the motion failed.
VIII New Business
A. Northeast Harbor Marina non-resident boat rate and electrical rate changes.
Selectman Dudman asked Harbormaster Murphy how the rates compare to existing, and he explained some are new – actually didn’t exist. Non-residents will now pay $240 a month for boats 46 – 65 feet in length, and $300 for boats over 65 feet. Selectman Dudman expressed concerns that these increases might be a hardship for Cranberry Isles residents.
MOTION: Selectman Shubert moved, seconded by Selectman Mooers, to adopt the Northeast Harbor Marina Winter Rate Schedule effective 10-01-11 to 5-15-12 as presented by the Marine Management Committee. The vote was in favor, 3-2 with Selectmen Dudman and Macauley voting against.
B. Harbor Regulation Change recommendation pertaining to dumping of bait/pickle on the surfaces of Town Pier in Seal Harbor.
MOTION: Selectman Shubert moved, seconded by Selectman Macauley, to adopt the new Harbor Regulations [specifically paragraph g. under section 3.1] as presented by the Marine Management Committee.
DISCUSSION: Harbormaster Murphy referred to his memo dated October 12, 2011 which explained that this addition to the regulations is a direct result of commercial fishermen dumping bait/pickle onto the surfaces of the Town pier in Seal Harbor. Selectman Dudman thought the penalty for repeat violators of losing harbor privileges for a year seemed harsh.
VOTE: The vote was in favor, 4-1 with Selectman Dudman voting against.
C. Street light darkening request from Main Street, Northeast Harbor resident.
MOTION: Selectman Shubert moved, seconded by Selectman Macauley, that Mr. Shaw be allowed to darken the light in front of his building.
DISCUSSION: Police Chief Willis gave some history of the process. Someone from the Town has to call Bangor Hydro in order for them to take action; the lights are Town streetlights. They typically black out only one side of the light; and will only do so at the Town’s request.
VOTE: The vote was in favor, 4-1 with Chairman Richardson voting against.
D. Restructure of Finance Department positions for the Town of Mount Desert.
Town Manager Lunt noted job descriptions have been presented at the request of the Board. Chairman Richardson commented that the written recommendation suggests an ideal structure. Selectman Dudman asked if the descriptions are current or proposed, and Town Manager Lunt replied proposed. He went on to say the restructure also eliminates the part-time audit clerk and finance director title. The job descriptions have been redone by Consultant McMillan and the Salary Survey Committee.
Citizen [and former Treasurer/Tax Collector] Jean Bonville had several comments regarding the revised job descriptions. Chairman Richardson suggested she meet with Town Manager Lunt to review the job descriptions.
Selectman Shubert stated he has no opinion as to who does what; he relies on Town Manager Lunt. Selectman Dudman thought they seemed wordy and repetitious. Chairman Richardson declared these are for preliminary review and no action is required.
E. Such other business as may be legally conducted
None presented.
IX Committee Meeting Reports
A. Revitalization Committee Meeting minutes for October 13, 2011.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to accept the Revitalization Committee meeting minutes from October 13, 2011. The vote was unanimous in favor, 5-0.
X General Issues
A. Citizen Jean Bonville inquired when the audit will be wrapped up. Town Manager Lunt responded that it depends on receipt of information from the school, plus one more day in here in October or November.
Mrs. Bonville expressed concerns that Consultant McMillan has not done the job that was sold to the Board. She was going to take care of human resources, on-boarding and off-boarding personnel, and bring in department head knowledge. Town Manager Lunt explained she was sidetracked with our need to evaluate our financial and software issues, which changed the scope of the project. He still has the same objectives for her; and he anticipates budgeting some money next year to continue the project. To get to where we want to be is much bigger than anticipated. Selectman Mooers noted that Ms. McMillan is working on some of the original project issues such as time sheets, data entry, and bringing it all under one umbrella. We are looking at the electronic scope right
now. Town Manager Lunt asserted we are on the right track and he hopes the Board will let him finish what he started. He has a plan to tie everything together.
XI Treasurer’s Warrants
A. Approve Treasurer’s Warrant #47 for $1,403,604.95.
MOTION: Selectman Mooers moved, seconded by Selectman Macauley, to approve Treasurer’s Warrant #47 for $1,403,604.95.
DISCUSSION: Selectman Dudman asked about the coding of the payment to James W. Wadman. It was noted that the account needs to be changed to “audit”. And she noted the amount paid to Ms. McMillan is substantial and wondered if she’ll be wrapping up soon. Town Manager Lunt explained there is a budgeted amount for the position.
VOTE: The vote was unanimous in favor, 5-0.
XII Executive Session
A. None requested
XIII Adjournment
MOTION: At 8:45 p.m., Selectman Mooers moved, seconded by Selectman Shubert, to adjourn the meeting. The vote was unanimous in favor, 5-0.
Respectively submitted,
John Macauley
Secretary
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