MANAGER’S REPORT
For Council Meeting
Tuesday, May 6, 2008
TO:
Honorable Mayor Walter Ash and Honorable Members of Belfast City Council
FROM: Joseph J. Slocum, City Manager
DATE: Friday, May 2, 2008
Non- Agenda Matters:
1) We are
attempting to work with the Belfast, Swanville, Northport Little League over
their safety concerns related to the proximity of the Belfast Dog Park to the
City owned ball field and facilities that they use. The Friends of the Parks
have raised over $30,000 for the construction of this facility and they are
prepared to proceed with construction immediately. They have made many
concessions to the Little League organization but nothing to date has satisfied
the League’s strong feeling that dogs should not be able to use the walkways and
areas around the fields. We are looking into many options but it may well be
that we can not meet all of the Little League’s expectations. There is not an
easy solution to this concern.
In reviewing
this issue I went back and learned that the City formerly owned a license to use
this property and then sub-let that license to both the YMCA and the Little
League. It cost the City nothing. Now that the City owns the property it cost
almost $20,000 to maintain the fields etc.
We need new
agreements with both the YMCA as well as the Little League because now that the
City actually owns the property- the use and activity that occurs there must be
approved by the Council. The most significant change to the agreements is that
these groups will now be selling either concessions or advertising on City
property. We should also think about use of utilities. In the short term we are
working with these groups to update the agreements. We already have insurance
certificates naming the City as an additional insured and they are being
reviewed to make sure they cover us against exposure. I will keep you posted.
2.) Wal Mart
Update- I e-mailed Philip Serghini again this week about Belfast’s continuing
interest in speaking with Wal Mart Real Estate executives about building a store
here. He advised that there was no news and that he has fully represented to
them our continuing interest. We do hope to speak with the owner of the Les
Hills property in the coming weeks. We are waiting on their availability. I have
identified a more creative way to approach Wal Mart but I am not prepared to
discuss this at this time.
Agenda Items:
11 B.
Discussion and action on a request by the Belfast Bicycle Club to host the 2nd
Annual Downtown Criterium (bike race) on July 4th. The Belfast
Bicycle Club has asked to conduct their second annual bicycle race in the
downtown area on July 4th. They have a presentation, which is
attached. (Blue) They are requesting that certain streets be closed from
7:00 a.m. to 1:00 p.m. (High Street after the split with Church Street to Main
Street, down Main to Front Street, Front Street to the Footbridge to Bridge
Street and back to High Street. A representative of the Club will be present to
provide further details. We may also hear from a representative of the Harbor
Committee about possible boat access concerns with streets closed down.
11.C
Discussion and possible action on a request by the Belfast Co-Motion
(formally Belfast Street Arts Project) to use city property for interactive art
installations. The request is attached. (Lilac) Last year the
Belfast Street Arts project was a success. It drew people into the downtown core
and gave them a free opportunity to play with and interact with a variety of
creative projects and opportunities. I saw more people taking pictures around
these creations than I did down at the waterfront itself. They attracted
physical interaction of children of all ages and the notoriety of a good part of
the State. Overall I thought it was great and I have been in contact with the
local group putting it together. There will be an enhanced safety effort
coordinated with the City this year. For example the low balance beam on the
sidewalk in front of Town and Country Realtors at the corner of High and Main
may be relocated to a grassy area farther down the street. I will speak with the
City Attorney about liability before your meeting but I am pretty sure the Maine
Tort Claims Act would provide immunity to the City from most exposures on
sidewalk activity or condition. I will update you on this at the meeting.
11. D
Discussion and action on Public Works Department Bid Openings:
There are three public works items that we put out to bid. The bid results and
recommendations of Bob Richards our Public Works Director are attached.
The 1st
is the straw (hay) grinder and blower. Wherever we dig we often need to mulch to
prevent erosion and to promote ground cover to provide proper lateral support
and contour. This can involve the time consuming shaking of sections of hay by
hand over a substantial area while trying to apply a uniform cover that
generally just lays over the granular surface. The better way of doing this in
terms of time, uniformity and bonding to the granular surface is to use a “Hay
Blower”. With almost 80 miles of roads to maintain this is an essential item,
the hay blower grinds the hay into smaller pieces and shoots the material into
the ground providing better and more erosion resistant contact that uniformly
holds the surface. Reseeding happens more efficiently and effectively when
underlying erosion does not simply flush under hand laid straw. Bob Richards has
recommended the Eagle Rental bid, which was just under the Union Farm bid. He
will be at the meeting to answer any questions you may have.
The 2nd
bid is for the roller, which will be used on sidewalks and roads to properly
install compacted base material and asphalt. This purchase was budgeted for in
the current budget. We formerly rented this equipment and access depended upon
availability. The sidewalks through most of the city are asphalt and gradually
over the next few years we will be rebuilding many of them and likely building
some new ones ourselves. Bob Richards has recommended the lowest bidder Eagle
Rental at $15,616. This bid is about $6,000 less than comparable rollers because
while it has the same power and durability it lacks fancy headlights and
fashionable instrumentation. Somehow we will get by without those bells and
whistles.
The final 3rd
and final bid is for Paint Striping for about 18 miles of double yellow lines at
about 13 miles of white edge lines. We have three bids from three States. The
difference between the two lowest bids is $1,000. ($8,304 vs. $9,365) Bob is
actually recommending the higher of the two lowest bids because it calls for a
“hot” application. He will explain that a hot application dries much quicker and
offers a better bond. I note that the highest bid was more than 2 times the
cost of each of the other two bids and accordingly the recommendation of the hot
application seems justified. Road paint that dries quickly tends to cut down on
transfers to personal vehicles and subsequent calls to City Hall.
11. E
Discussion and action on the Oak Hill Road Culvert
Drainage Project Bids. The bids for this work are attached. (Goldenrod)
There was a significant range among the eleven firms that bid on this work
(concrete pipe range $211, 637 to $512,149, for metal culvert the range was from
$161,637 to $467,845). After the bids were in I asked our engineers, Olver
Associates to verify that the three lowest bidders clearly understood the
requirements of the job and that their representations of cost were accurate as
represented. I also had them check out references. I attach a letter from Bill
Olver dated April 11, 2009 which summarizes the bids and attests to the great
references on the lowest bidder, Emery Lee and Sons. We met with Mr. Lee here in
our office to discuss the job and their credentials. They employ about 65
people, own about 80 pieces of equipment and have done about 15 of these in
recent years. The reason they can offer such a lower bid is because they own
their own sheet piling equipment which permits them to construct their own dam
across the watercourse rather than sub-contract that work out. I was impressed
by their personal presentation, their references, their experience and of course
their price. Because their price is so much lower than the other bids their own
bonding company has raised the price of the performance bond by $1,600 after the
bid based purely on the price spread. This is the way underwriters think and I
would support awarding the bid to Emery Lee and Sons with an addition of $1,600
to the base bid to cover the after bid cost increase.
We have two
issues to decide. First, what type of culvert? I pushed for the cost comparison
because the shelf life of the concrete culvert is 50 years longer than the metal
one. That would save taxpayer dollars in the long term. This is a deep and
costly excavation and dam project. I recommend that we go with the concrete pipe
to get the most out of the project. The difference in price is $50,000. (metal
pipe installation $161,637, concrete pipe installation $211,637)
Secondly who to
award the Bid to? I recommend Emery Lee and Son’s as the lowest bidder who is
well qualified to do this work.
11 F.
Discussion and action on a request by Edward and Judy Hemmingsen d/b/a
Belfast Bay Inn for dedicated parking spaces (3) in the downtown
on Main Street outside their 8-room hotel. This was tabled from last
meeting. For your convenience I reprint below my comments at that time. Since
your last meeting Mr. Hemmingsen has met with the City Planner and the City
Public Works departments to discuss potential options for a “trade” of use
spaces at or near his other property, which is located at the corner of Main and
Cross Streets. No agreements were arrived at through those discussions and hence
I have no new proposals from Mr. Hemmingsen for you to consider. This appears to
be a negotiation directly at the Council itself. Wayne may offer some thoughts
for your consideration. (Buff) If the City had to go and buy land on Main
Street and convert it to store and sidewalk front parking I would think that
would be a very expensive proposition. Here are my notes repeated from my last
report:
“This is a
complex issue to consider. First, storefront parking spaces are the best and
most coveted type of parking for any commercial enterprise anywhere. You will
have to decide whether a space on the street equals a space off the street. I
reattach the Hemmingsen’s earlier letter detailing their request. Since then I
have met with Ed Hemmingsen who has explained that they need three Main Street
parking spaces to accommodate two vehicles, which can unpack or pack luggage at
the same time. He has offered to replace the spaces with less desirable off
street parking at either of two locations in the Downtown area. The first option
would be his below grade parking lot next to Dudley’s Restaurant and the other
option would be on land where the former Murphy’s at the intersection on Main
and Cross. The later may be a better location because it is closer to street
grade and on the same side of the street. However there would be green space
between these spaces and the street.
Most hotels do
have a drive up and register area where luggage can be unloaded. These hotel
suites are likely to be rented at high-end rates and so it is reasonable for
guests to expect this type of amenity. I note that the City had previously
decided that it would provide these three spaces when an earlier proposal was
made for a 22-room hotel at this location.
As a manager I
see public property as a public asset. I generally never support its sale unless
the Council deems it to be either “surplus” or of minimal long-term value to the
City. While a use agreement, not a sale, is contemplated here I do think you
should see it as a long-term arrangement. I also, like everyone else, see local
business as an asset. We do not know how the Downtown Merchants think about
this proposal although it would be hard for me to believe that they would not
support a hotel in the downtown area. The precedent issue is clearly there for
you to consider and perhaps or perhaps not the offer of replacement spaces might
reduce that likelihood. Would a building owner see this proposal and then ask to
swap out the spaces behind their building for ones on the street in front of
their business?
I asked whether
spaces limited to 30 minute parking in front of the building would accomplish
the same thing and the answer was no. Mr. Hemmingsen felt that if his customers
could not pull right in like they can do for other hotels then they would likely
drive by and land at a hotel where they could.
The only other
idea I have would to consider entering into the swap for a limited period of
time so that its effect could be revisited to see its true impact.
I expect Mr.
Hemmingsen will be at the meeting to answer any questions you may have.
11.G
First Reading of proposed amendment regarding request from Old Belfast
Bridge, LLC to extend the rezoning agreement for the Old Bridge project.
The owners of the Stinson property have been working hard in good faith to find
a new development proposal for the former Stinson Seafood property. The City’s
former agreement needs to be extended to continue to attract positive
development to this area. This was one of the major goals of the City Council
for this year. I recommend that the City extend the agreement based upon terms
outlined in the memo of City Planner, Wayne Marshall. (Salmon) By doing
this the property will continue to draw respectable interest in this
development.
11.H
First Reading of proposed amendments to City Code of Ordinances, Chapter
80, In-Town Commercial Design. Amendments would require applicants
in certain areas of the downtown to comply with design recommendations of the
In-Town Design review Committee. This item is zoning related. It calls
for mandatory compliance with In Town Design Review Standards for certain area
of the Downtown Business District. Wayne Marshall has a memo with material
enclosed. (Green)
11.I
Second and Final reading on proposed amendments to Zoning Ordinance on
parking requirements. These changes will both offer flexibility to the
Planning Board on parking requirements and also expand the downtown area where
parking requirements will be relaxed. Wayne has materials attached. (Cherry)
11.J
Discussion and possible action on resolution regarding the War in Iraq.
I really have not comment on this other than to note that if the Council decides
to pass political resolutions then it should be prepares to address many of
them. I take no issue with this resolution but this is a divisive matter and
there are some very strong feelings about the War, not all of which are in
agreement. (Tan)
11.K
Discussion and action on a request from American Lung Association to close
a few streets and to acquire approval to bring in a tractor/trailer shower
facility for the bikers. The Trek across Maine is asking for permission
to close off some streets (Sunday June 15th) and to bring in special shower
equipment on a tractor-trailer. This will be a very big event for Belfast and a
Trek representative will be at the meeting to secure all final approvals from
the Council. (Pink)
Have a nice
weekend. |
