Minutes of the meeting of the Town of Chebeague Transition Committee, October 4, 2006 at 7:15 at the Parish House (Amended: dropped #7 from Public Safety, as discussed last week; accepted 10/11/06)

Members present: Mark Dyer, Leon Hamilton, John Martin (Chair), Doug Ross, Stephen Todd, and Carol White

Absent: Donna Damon, David Hill and Jim Phipps

Visitors: 30

Next Meeting on October 11 at 7:15 at the Parish House

1. Minutes: A motion to accept the minute was made by Leon, seconded by Carol and passed unanimously.

2. Questions and comments from the public: John went over the agenda which had not been sent to members or put on the web site.

John Wilson said he had a collection of town reports from other islands that might be useful to the Finance and Governmental Structure subcommittees.

3. Old Business: John said he had talked with Bill Shane about coming under Cumberlandπs membership in MMA, but had no final answer yet.

Leon said he thought the issue of current use taxation for fishermen should be under the Land Use subcommittee.

Doug said that the issue of what to do when two committees are responsible for the same issue was not resolved last time. It should be discussed.

4. Communications: David Tyler of the Island Times and Working Waterfront contacted Carol and John about how the process was working. They both said that it was early in the process but that there was considerable enthusiasm in it. Beth said she would solve the problems of getting out the agenda. Carol circulated a list of people who would like to get committee materials by email. There should be an email sign-up list on the boat. John reported that Bill Shane had suggested they have a protocol about communications between people involved in the Chebeague transition and employees of the Town. He wants to be sure that all information provided is accurate and be aware of the questions that are being asked. For the moment any questions for Cumberland staff should be given to John who will relay them to Bill. Sam said he thought that was cumbersome. John said that when the subcommittees have chairpeople, they may be authorized to go to Bill.

Carol said that having some protocol is useful. She had a call from the Maine School Management Association about a call they had had from someone who said they were the Chebeague School Superintendent. The Committee will need lots of help from people at the state and town levels, and we must approach them in a coordinated way and not abuse their willingness to help. Also the Committee should develop a strategy for dealings with various governmental bodies. It is important to ≥:take the high road≤ , keep others who might be sensitive about contacts informed and not alienate anyone. Tom said that Dick Clarke on Long Island had been emphatic about not ≥burning bridges≤ to groups whose help is needed, whatever the provocation. Long Island did this with Portland and caution Chebeague not to.

Mark said, in the same vein, that Donna and Jim were working on reviving the Joint Standing Committee between Cumberland and Yarmouth. Donna and Steve Moriarty are the Cumberland Council members who are on it. This might be used as a forum for communicating with Yarmouth on issues other than transportation, though that has been its primary focus.

5. Determining the charge for each subcommittee: John said that the group had started on the charges last week. The interim chairs have been recruiting people for them. There needs to be public discussion of the draft charges so that they can be made final. John gave out copies of the ten charges to people in the audience.

Governmental Structure: Donna was not at the meeting but John summarized her revised draft charge (attached) and called for public comments. John Wilson said he thought it would be a good idea for the Town to have a Budget Committee separate from the Selectmen. They should be appointed people whose sole role would be to estimate the costs of proposals. They would not be concerned with the merits, this would be up to the Selectmen. Marianne Brenton said that it would be useful to have a capital budget committee as well to develop a rolling, five-year capital budget for large expenditures such as buildings and equipment.

Ernie asked what Donna meant by choosing the type of selectman/town meeting system. Mark said the subcommittee would not consider whether to have a council/manager form of government. But there are two kinds of selectmen/Town Meeting arrangements. In one the selectmen are responsible for the administration of the town departments. In the other they hire an administrator who runs the departments. Mabel said she thought it would be useful to have an administrator to relieve the selectmen of some of the work and to make the administration somewhat more impersonal. John said that since this was a big decision he thought the subcommittee should agree on a recommendation to the Transition Committee which would then hold a general public meeting on it, so a broad range of people could have input into the decision.

Martha said that she was interested in working on the voting issues in this committee. There will be both local elections and state and federal ones. Elections are controlled by the Secretary of State.

Tom asked whether this committee would deal with all the interlocal agreements for sharing services with other towns like Cumberland and Long Island. John said that each committee will consider interlocal agreements in their area and make recommendations to the full Transition Committee.

Finance Subcommittee: Mark summarized David Hillπs charge (attached) and asked for comments. John Wilson said that this committee will probably have to go out to find financing for the townπs debt and develop memorandums of understanding before the first Town Meeting. Carol said they should do this fairly soon so that everyone else would have information about the scale of the budget.

Bob Libby said this committee should also look at insurance of various sorts for the Town. John Wilson said that an item should be added to the charge that the committee should search out grant opportunities.

Education: Carol read the charge she had prepared (attached) and asked for comments. She then added that there is a lot of enthusiasm about the work of this committee. But people have to be realistic about the limited time the committee will have to get the Chebeague School District up and running. Once that has been done, there will be time to look at ways in which the schooling of island children can be improved. Bob Libby said that in order to have the school ready to go in the fall of 2007, the committee could develop contracts with teachers, pending approval by the first Town Meeting.

Public Works: Stephen read the charge (attached) and asked for comments. Carol said that he should know that state Department of Environmental Protection regulations for things like stormwater runoff are important to public works.

Public Safety: Doug read the charge (attached). He said that there a number of issues in its charge, such as transportation for the Rescue, that overlap with other subcommittees. He also said that the issue of the FCC license will be taken up with other issues and need not be specified separately.

Someone [I wasnπt sure who] asked whether anyone on the Transition Committee has thought about the relationship between town services and Homeland Security. Leon said that in Marine Issues working with the Coast Guard would come under that. Tom said that as a separate town we might qualify for homeland security grants that Cumberland was not eligible for.

John Wilson asked whether the Publicd Safety Subcommittee would look at the issue of whether to have one or several departments. Doug said they would.

Sue Campbell asked if OSHA regulated any of the town functions. Doug and Tom said that they do regulate the fire department and can mandate changes in procedures even if there is no money to carry them out. John Wilson said that any situation where committees would be considering personnel issues would have some tie to OHSA. This is a reason to have a Town administrator, to deep tabs on this kind of regulation.

Land Use: Beth summarized the charge (attached) and explained that as a much smaller town than Cumberland, the Town of Chebeague is not required by state law to have some ordinances, though it may decide to have them anyway. Marianne Brenton asked whether Cumberlandπs Zoning Ordinance would carry over to Chebeague. Beth said it would not; we would have to adopt our own Zoning Ordinance and it could be different from what Cumberland has had. Marianne said that it was very important to provide assurance to property owners that their land would not be rezoned. Tom asked whether subdivisions created on Chebeague while it was part of the Town of Cumberland would be changed in any way. Beth said no. Chebeague can adopt its own Subdivision Ordinance but that would only affect future subdivisions. Beth said that the Land Use Subcommittee will meet at her house tomorrow at 7:30.

Community Services: John read the charge (attached). Beth suggested that the committee consult with island non-profits like the Library, the Rec Center and the Island Council that provide services on the island. Sally Ballard pointed out that the Library and Rec have funding now from the Town. Susie Stavropoulos asked whether health services should be considered by this committee. Carol said that the town will need to have a health inspector and that this is usually contracted for. John said he would add it. Jeff Putnam asked whether cemeteries would come under this committee. John said it was under Governmental Structure. Herb said it was important for some committee to deal with it since they presently have Town funding but are a private organization. There was some discussion of using PROP services more.

Marine Issues: Leon went over the charge (attached). Sam said the charge should include making a map of the ≥harbor of Chebeague≤ to define what uses are allowed in it. Leon added it to the list. Carol said the committee should consider tourism by water – this is an issue on some other islands like Monhegan. Mabel Doughty asked the committee to be sure to consider barge landings.

Leon asked a more general question about how the Transition Committee will handle licenses like clam licenses. Will Chebeague get half of the revenue that Cumberland collects next January? Will people have to get a Chebeague clam license in July? Cecil Amos Doughty suggested that Chebeague have the same shellfish law as Cumberland and North Yarmouth since those towns will continue to have clamming rights on Chebeague.

Waste Management: Mark read the charge (attached). Will Sharp asked whether the committee would consider the outer islands. Carol said Chebeague will be responsible for providing things like land use regulation, code enforcement, waste disposal and maybe even schools. John asked whether waste management would be likely to be part of Public Works. Mark said there is already some cross-over.

Mainland Access/Transportation: Jim was not present so John read the charge (attached). Carol asked for volunteers for this committee.

Bob Libby said that one of the responsibilities of the Transition Committee and subcommittees is to keep the process open. And involve people on the island. They should try to get agreement on issues before the first Town Meeting.

John asked if the Committee was ready to act on the charges. Carol suggested finalizing and posting them and adopting them at the next meeting. There was a discussion about how rigid the charges were. Mark said that the language setting them up should say that each subcommitteeπs duties are to consider the issues ≥included in but not limited to those in the charge as drafted≤ so that subcommittees can make changes as they deem necessary. The discussion indicated that members of the Committee were comfortable with the charges as they stand. The Chair said that the charges were approved with no objection.

John then asked whether members of the subcommittees were supposed to be approved by the full Committee. Carol said that if the Committee operates as a Town would, this would be required. Each of the people at the meeting who were responsible for setting up a subcommittee read out the members of their subcommittee (added to the charges which are attached).

DRAFT

Charges for

Town of Chebeague Island Transition Committee

Operational Development Committees

NOTE: These are the rough drafts of the charges developed for each of the sub-committees as approved for review by the public on September 27, 2006. They are subject to revision as the process proceeds.

We urge you to read these charges and contact the chair(s) of any committee(s) on which you have an interest in serving.

The chairs will be assembling their respective committees from the public sign-up sheets distributed at the September 10, election, from volunteers, and from people recruited for service. It will be the widespread public participation that will make this process workäplease get involved!

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Town of Chebeague Island Transition Committee

Town Structure Subcommittee, Donna Damon, Chair Pro Tem

The charge of the Governmental Structure Subcommittee will be to make recommendations to the Transition Representatives regarding the issues outlined below. The Transition Committee may expand/narrow the focus of the Subcommitteeπs charge, as it deems necessary. The Subcommittee will research, confer with other committees if necessary, and report back to the Transition Representatives as they reach conclusions, so that the Representatives can receive input from the public and ratify/modify the work of the Subcommittee, rather than waiting until the Subcommittee has researched and reached consensus on all issues. The Transition Committee, with input and review by the Subcommittee, will prepare the recommendations regarding Governmental Structure for the Town Warrant.

Ä Type of Government

Ä Town charter/By-laws/Articles of Incorporation?

Ä Type of selectman/town meeting form of government

Ä Process, for electing officials e.g. school committee/selectmen. Who else should be elected vs appointed?

Ä Number of elected officials/duties, decision making process, meeting schedule, terms, compensation etc.

Ä Support staff including job descriptions, consolidation of duties, compensation, personnel policies, benefits, hiring time table etc e.g. Town Administrative Assistant, Town Clerk, Town Treasurer, Assessor, etc, General Assistance, town attorney etc

Ä Chain of command e.g. who answers to whom (includes all Town Employees including Public Safety, Public Works, etc. (subcommittee will communicate with other subcommittees.)

Ä Establish Budget Committee to review Warrant articles and make recommendations on financial articles.

Ä Training/professional development

Ä Election/Town Meeting

Ä Paper ballot vs. secret ballot? Day of Town Meeting or day before? Nominations from the floor or nominating papers? Etc

Ä Dates, time, location etc.

Ä Wardens, clerks etc? Recruitment/compensation etc

Ä Interlocal agreements, other governmental entities etc

Ä County, COG, MMA, Cumberland Cemetery Commission etc.

Ä Assessing, Inspectors, Code Enforcement, Administration etc

Ä Copying town records

Ä Review parking lot issues from secession negotiations

Ä Municipal Ordinances

Ä Adopt Cumberlandπs Ordinances and then review; Review, modifiy, and adopt; Other

Ä Town Hall

Ä Find one? Build one? Where? Cost estimates for rehab vs building; space needs etc

Ä Develop operational budget

I AM SURE THAT I HAVE FORGOTTEN SOMETHING REALLY IMPORTANT.

Town of Chebeague Island Transition Committee

Operational Development Committees

Finance, David Hill, Chair Pro Tem

The charge of the Finance Operational Development Committee will be to:

Ä Determine how the new Town of Chebeague Island will handle

Ä Accounts Payable

Ä Payroll

Ä Municipal funds

Ä Annual budgets

Ä Checking account (where, who can sign, check writing procedure)

Ä Investments

Ä Tax anticipation notes

Ä Bond anticipation notes

Ä Municipal bonds

Ä Cash flow projections and tracking

Ä Audit

Ä Debt

Ä Determine what personnel will be needed by the Town of Chebeague to address the above duties

Ä Interlocal agreements

Ä If interlocal agreements are appropriate, determine alternatives for the provision of services

Ä Negotiate terms of such agreements

Ä Draft appropriate agreements, memoranda of understanding, etc. for confirmation by the first Town Meeting

Ä Draft budget

Ä Provide guidance to other operational development committees in the preparation of budgets for their respective areas

Ä Consolidate all budgets into a unified Town budget

Ä Prepare warrant articles for first Town Meeting

Ä Interlocal agreements

Ä Budget

Ä Others as necessary

Members

Nancy Adams

Sam Ballard

John Birkett

David Hill

Beverly Johnson

Lynne Priest

Tad Runge

Don Souchek

Vail Traina

John Wilson

Town of Chebeague Island

Transition Committee Charge for

Education Committee, Carol White, Chair Pro Tem

1. The charge of the Education Committee is to set up the Chebeague Island Municipal School Department by

Ä Defining the Administrative Structure and Staffing

Ä Establishing the Grade Configuration

Ä Chebeague Island School (preschool or K-5)

Ä Grade 6-12 : Tuition Students

Ä Determine Instruction & Operations

Ä Developing and/or adopt Curriculum and Assessment

Ä Determining compliance with Federal and State Guidelines

Ä Reviewing the status and use of school facilities and equipment

Ä Evaluating all aspects of school-related Transportation: bus, ferry, mainland

Ä Evaluating and recommending Insurance coverage

2. Personnel

Determine Status of Existing staff contracts

Determine hiring timeline

Review existing personnel polices; modify as necessary

Recommendations for staff salaries and benefits

Possible preliminary recommendations or letters of intent for 2007-08 staffing

3. Contracts and Inter-local agreements

Determine options for sharing services

Review and determine action on letters of Intent from Long Island, Yarmouth

Negotiate any agreements and prepare draft(s) for Town meeting approval

4. Coordinate with MSAD-51

Student transition

Transfer of assets including property and building, equipment, records and other pertinent information

5. Prepare proposed draft Budget for finance committee review

6. Prepare Warrant Articles for Town Meeting

One of the initial tasks of this committee will be to review the existing agreements with MSAD51 and Dept. of Education and to develop a proposed schedule for completing the tasks listed above.

Members:

She would like to recruit some more members – there will be many subcommittees

Town of Chebeague Island Transition Committee

Operational Development Committees

Public Works, Stephen Todd, Chair Pro Tem

The charge of the Public Works Operational Development Committee will be to:

Ä Determine how the new Town of Chebeague Island will handle

Ä Road maintenance (sweeping, repair, plowing, sanding, grading etc.)

Ä Storm water drainage

Ä Wharf repair

Ä Public parking

Ä Landfill maintenance

Ä Repair and maintenance of equipment

Ä Maintenance of public property

Ä Standards for roads

Ä Standards for fire ponds

Ä Standards for street lights

Ä Determine what personnel and equipment will be needed by the Town of Chebeague to address the above duties

Ä Interlocal agreements

Ä If interlocal agreements are appropriate, determine alternatives for the provision of services

Ä Negotiate terms of such agreements

Ä Draft appropriate agreements, memoranda of understanding, etc. for confirmation by the first Town Meeting

Ä Draft budget

Ä Provide recommendation to Transition Committee after review with Finance Committee

Ä Prepare warrant articles for first Town Meeting

Ä Interlocal agreements

Ä Budget

Ä Others as necessary

Members

[Not sure about these]

Jamie Calthorpe

Wink Houghton Jr.

Tom Calder

Bob Dyer

Rich ??

Proposed Charge for the Public Safety Committee, Doug Ross, Chair Pro Tem

1) Study the feasibility and develop a recommended budget for the Rescue, Fire, Police and Dispatch Services.

2) Negotiate any contract services and or shared services that may have to be contracted outside the Town of Chebeague Islandπs infrastructure in regards to the above including but not limited to police protection, mutual aid services for fire, rescue and dispatch services.

3) Adopt an emergency management plan as required by the State of Maine. And recommend which department, person or personnel within the Town of Chebeague Islandπs structure will be responsible for this plan.

4) Study and recommend the means by the way interdepartmental appointments are made.

5) Recommend any interdepartmental changes that may have to be made in regards to making it unique to the Town of Chebeague Island.

6) Recognize any overlapping services that may have to occur from the time of the Election Warrant until implementation of any said services can occur.

Here it is. Any questions prior to Wednesday, don't hesitate to ask or e-mail.

Thank You

Doug

Members

Vivian Boxer

Don Buxbaum

Jill Malony

Ralph Munroe

David Stevens

Thomas Calder

Richard Calder

Nancy Hill

Joe Ballard

Doug Ross

Charge for Land Use Subcommittee, Beth Howe, Chair pro tem

Products or recommendations to be conveyed to the Transition Committee and initial Town Meeting:
Comprehensive Plan
Can use the existing Chebeague Long-Range Plan, suggested updates by the Islands Committee and state guidelines. [Overlap with Access/Transportation, Public Works, Marine Issues and Community Services]
Ordinances:
Zoning Ordinance
Subdivision Ordinance
Building Code
Growth Management Ordinance
Use state law and ordinances from Cumberland and other communities as models.  Memo on changes in Zoning Ordinance by the Islands Committee.  [Overlap with Public Works
Boards and Committees
Size, method of selection of members, criteria for decision-making
Planning Board
Zoning Board of Appeals

Conservation Commission
Staffing Plan
Consider whether to hire part-time professional assistance maybe through cooperation with other towns.  Job descriptions and salaries.
Town planner
Code enforcement officer
Building inspector
Electrical inspector
Plumbing inspector
Geographic Information System Plan
The data would be gotten from Cumberland.  Need to have a computer suitable for using it and need to hire or train someone to use it. [Overlap with assessing and Public Works]
Budget for Planning, Zoning and Code Enforcement
   Salaries and Expenses
What records need to be transferred from Town of Cumberland?

Provide inventory of town lands.

Members

Nancy Adams

Leila Bisharat

Marguerite Bowman

Ernie Burgess

Mabel Doughty

Jane Frizzell

Bob Libby

Beth Howe

Mimi Moulton

Several others may join
Chebeague Island Transition Committee

Operational Development Committees

Community Services, John Martin, Chair pro tem

The charge of the Community Services Operational Development Committee will be to:

Ä Determine how the new Town of Chebeague Island will handle

Ä Recreation

Ä Library

Ä Town Functions (for example: Memorial Day Flags, Parades, etc.)

Ä PROP – Peoples Regional Opportunity Program (for example: fuel assistance)

Ä Schools

Ä Determine what personnel will be needed by the Town of Chebeague to address the above duties

Ä Interlocal agreements

Ä If Interlocal agreements are appropriate, determine alternatives for the provision of services

Ä Negotiate terms of such agreements

Ä Draft appropriate agreements, memoranda of understanding, etc. for Transition Committee review prior to confirmation by the first Town Meeting

Ä Draft budget

Ä Provide recommendation to Transition Committee after review with Finance subcommittee

Ä Prepare warrant articles for first Town Meeting

Ä Interlocal agreements

Ä Budget

Ä Others as necessary

Members

Chebeague Island Transition Committee

Operational Development Committees

Marine Issues, Leon Hamilton, Chair pro tem

The charge of the Marine Issues Operational Development Committee will be to:

Ä Determine how the new Town of Chebeague Island will handle

Ä Harbor Master

Ä Moorings

Ä Wharf Use by Fishermen (Stone Wharf and Chandlers)

Ä Barging Ramp

Ä Search and Rescue

Ä Channel Markers

Ä Dockage

Ä Unauthorized Parking on Wharves

Ä Dredging

Ä Clam Warden

Ä Surveys

Ä Aquaculture

Ä Water Testing

Ä Worming

Ä Possibility of interlocal agreements

Ä Determine full or part-time personnel required to enforce marine related ordinances, take care of marine related issues, and provide their job descriptions

Ä Determine equipment needed to enforce ordinances, and eal with marine related issues

Ä i.e. boats, trucks, radios, cell phones

Ä Prepare a proposed annual budget based on expected revenues and expenses, and anticipated future needs after review with the finance committee

Ä Make recommendations to the Transition Committee on all their findings prior to June 1, 2007

Ä Explore current use taxation policies perhaps in conjunction with the Finance Committee.

Members

Leon Hamilton

Cecil Doughty

Gary Ross

Sam BallardJennifer Hamilton

Jeff Putnam

Aaron Rugh

Kenneth Hamilton

Doug Campbell

Claire Ross

Bill Munroe

Chebeague Island Transition Committee

Mainland Access Subcommittee, Jim Phipps, Chair pro tem

The charge of the Mainland Access Subcommittee will be to make recommendations to the Transition Representatives on the following matters:

Ä How the new Town of Chebeague Island will handle relationships (including contracts) with:

Ä Maine Department of Transportation – Blanchard Lot

Ä Town of Cumberland – Rt. 1 Lot and assignment of Blanchard Lot Lease including resolution of dispute with Ms. Blanchard concerning paving

Ä Town of Yarmouth – Cousins Island Dock & Wharf Road

Ä Chebeague Transportation company – Use of Stone Wharf

Ä Casco Bay Island Transit District- Chandlers Wharf

Ä Other transit providers – use of barge landings at Bennett Cove & Stone Wharf

Ä Contracts, Leases and Interlocal Agreements

Ä 1. Consider alternatives for the provision of services including levels of service and need for contracts to obtain the following services:

Ä Emergency medical transport

Ä Police, fire and other public safety transportation;

Ä Town employee travel;

Ä School transportation;

Ä Public travel to school, municipal and state government proceedings;

Ä Municipal vehicle transportation;

Ä Delivery of sand and salt;

Ä Solid waste removal;

Ä Blanchard Lot lease;

2. Negotiate terms of such agreements and draft appropriate agreements, memoranda of understanding, etc. for Transition Committee review and approval prior to confirmation by the first Town Meeting

Ä Municipal Ordinances

Ä Consider use of Town facilities by CTC and existing Cumberland ordinances;

Ä Consider other private use of municipal facilities – barge landings at Bennett Cove and Stone Wharf;

Ä Draft terms of proposed Town of Chebeague Island ordinances for Transition Committee review and approval prior to confirmation by the first Town Meeting

Ä Draft budget

Ä Provide recommendation to Transition Committee after review with Finance subcommittee

Ä Prepare warrant articles for first Town Meeting dealing with the following among others:

Ä Contracts, Leases and Interlocal Agreements

Ä Budget

Ä Ordinances

Members

H:\Cumb\Transition-MainlandAccessCommittee-Charge092206.doc

Chebeague Island Transition Committee

Operational Development Committees

Waste Management, Mark Dyer, Chair pro tem

The charge of the Waste Management Operational Development Committee will be to:

v Determine how the new Town of Chebeague Island will handle

ÿ Solid Waste

ÿ Construction Debris

ÿ Recycling products of all kinds

ÿ Hazardous waste

ÿ Bulky Waste

ÿ Brush

And special disposal needs as they arise.

v Determine what personnel will be needed by the Town of Chebeague to address the above duties, with compensation packages, hours of facility operation, etc.

v Interlocal agreements

ÿ If Interlocal agreements are appropriate, determine alternatives for the provision of services e.g. disposal contracts, barging services, etc.

ÿ Negotiate terms of such agreements

ÿ Draft appropriate agreements, memoranda of understanding, etc. for Transition Committee review prior to confirmation by the first Town Meeting

v Draft budget

ÿ Provide recommendation to Transition Committee after review with Finance subcommittee

v Prepare warrant articles for first Town Meeting

ÿ Interlocal agreements

ÿ Budget

ÿ Others as necessary

Members

Mark Dyer

Mabel Doughty

Roy Jackson

Herb Maine