City of Lewiston, Maine June 2009 Monthly Report Initial Report INSIDE THIS MONTH’S REPORT: The City Council of the major activities, especially, to you, our City Administrator……...…..3 recently voted to events, projects and residents. Please Deputy CA…………………5 request that all programs that impact contact us with any Assessing…………………. 9 departments produce the community. feedback you have. City Clerks…………………10 monthly reports This is Tell us what you like, The first reports were Code Enforcement……….12 the first of those what you’d like to see Community Development. 14 done quickly, erring to reports. The goal is to and any other Economic Development….17 comply with the Council have the reports suggestions that you Energy Czar……………….19 request. As a result, Finance Department…..….25 delivered to the City might have. we know that we will Fire Department…………..27 Council by the 15 th of have areas that we can The reports will be Human Resources………. 29 the month, covering the improve upon. Our posted on the City’s Information Technology….30 prior month. Library……………………...32 goal is to make these web site Police………………………36 The reports are reports valuable not www.ci.lewiston.me.us Public Services……………38 designed to be only to the elected and will also be Public Works………………44 summaries and updates officials, but more available for viewing at Recreation…………………47 Social Services……………51 the City Clerk’s Office Solid Waste………………..53 Passage of FY09 Budget The FY10 budget The City also has three did need an increase in Special points passed on May 19, other utilities that it its rate, primarily of interest: 2009, which covers the operates, which are because of the period from July 1, substantially funded by decrease in flow from • Energy savings 2009 to June 30, 2010. user fees. Those are some businesses paying dividends; see page 2 We are happy to report the Water Department, located in Auburn (The that the budget does the Waste Water waste water treatment • Lewiston Police get not call for an increase (Sewer) Department plant is jointly owned $250,411 in federal in the property tax and the Storm Water and operated by grant funding, see rate, any fees, or Department. We are Auburn’s Water and page 36 service charges. also happy to report Sewer Utility and the • Lewiston Public that there will be no City of Lewiston.) A complete copy of the Works recognized as increase in fees or budget can be found on best project, see charges in either the page 2 the City’s website Water or Storm Water www.ci.lewiston.me.us, rates. Unfortunately, • New Geiger School to the City Clerk’s Office, open in August, see the Sewer Department and the Library. page 2 page 2 Energy Czar Program Paying Off During the FY09 budget, to offset the cost Architecture from North the City Council endorsed ($50,000). Carolina University and a a recommendation by the Masters in Regional The position was filled in City Administrator to hire Planning from the December of 2008. With a person who would be University of North the hiring of Ian Houseal. essentially dedicated to Carolina. Ian has a combination of changing the way we do unique experiences that At the halfway point, the business, strictly focusing made the interview team savings are estimated to on the energy uses of the comfortable that he would be at least $97,000, with City. be a great match and very the very real potential to This position was a one successful. A graduate of be closer to $300,000. year trial, funded by not Bates College with a You can find much more hiring a patrol officer for Bachelors Degree in about this Council one year. The goal was Environmental Studies, he initiative by reading his to have the position also has two Master report on page 19. generate enough savings Degrees, one in Public Works Projects Recognized as State’s Best The City of Lewiston’s Project. This project design talent and Public Works and Public saved the City over workmanship of the city Judges touted Services work was $10,000,000 in costs. It staff to again save the both projects recognized as the best also prevented over 13 community of hundreds of in 2008. On June 4 th , as miles of city roads from thousands of dollars. the City received not “exceptional” one, but two awards being torn up. The projects were touted and both are from the Maine Chapter In addition, the City as “exceptional” by the considered of the American Public Works Association. received third place for judges. These are “innovative the Old Greene-No Name concrete examples of the solutions” The departments received Pond Rehabilitation innovative solutions that first place for the design Project. This project city staff use to save of the Water St. Combined combined the in-house money for the community. Sewer Overflow Storage New Geiger School to Open In August The latest addition to the August 26. A community The school was designed and our community’s excellent open house is scheduled constructed with state-of- educational system is for August 20. the-art energy efficiency in scheduled to open this mind. Mr. David Bartlett, a 35-year August. The new school, located on College Street, veteran of education, will You can learn more about will replace Pettingill serve as its first Principal. He this exciting new addition to School. Nicknamed the will be assisted by Mrs. “Gators”, school officially our educational system at Deanna Nadeau, the school’s starts for students on www.lewistonpublicschools.o first Assistant Principal. rg/~geigerweb page 3 City Administrator’s Report Issues Dealt With: 1. Revamping of purchasing card policies; including reissuance of policies and training for employees; implementation in July 2. Revamping of cell phone policies; implementation in August 3. Cost estimates of potential dog park 4. Reviewed proposed sewer rate increase 5. Meeting with state union officials regarding reclassification of vacant job position to a lower position that will end up in a different union 6. Mill #5 update on challenges to issuing RFP 7. New parking garage design issues 8. Previewed homelessness report from task force 9. Signed off on final hirings within Fire Department 10. Completed ICMA-CM annual paperwork in order to be recertified as a credential manager (which also meets MTCMA certification requirements that gives a 5% to 15% discount to City on professional liability insurance) 11. Prepared restructuring outline 12. Prepared and scheduled direction for staff annual performance review process (will do 30 of them over the next few months) 13. Designed and implemented the request and tracking system for new centralized funding for training 14. Participated in process to encumber and request for extension on remaining state funding from consolidation grant 15. Reviewed quarterly reports on health trust activities and Workers’ Comp program. 16. Dealt with two federally required reviews of grant money to determine conflict of interest status for two elected officials 17. Dealt with personnel issues 18. Dealt with expected shortage in Social Services staffing that will occur shortly 19. Reviewed budget for equipment listing 20. Provided direction for proposed chicken ordinance 21. Reviewed the Policy One report 22. Prepared for end-of-the-year issue 23. Discussed with Dick Metivier the importance of maintaining the City’s seat on the MMA Health Trust upon his retirement, including developing a couple of options 24. Worked with staff to provide direction on CMP TIF 25. Dealt with several citizen issues 26. Assisted a couple of other managers with questions 27. Met with staff regarding current and potential economic development projects and activities 28. Began process to evaluate the potential for the City to benefit from use of new electronic media such as facebook and twitter 29. Worked to get RFP for Pettingill School out; responses due July 14, 2009 30. Continued work on insurance claim for parking garage vandalism; formally rejected settlement offer Represented City at: 1. Grapes and Grains Chamber event as a volunteer 2. Presented scholarships at Lisbon High School as member of Chamber of Commerce Board of Directors (also presented personal scholarships in memory of my Mom, which was set up by my brothers and I after her passing in 2003) 3. Official picture of Kora Shrine Center on celebration of 100 years and their official national designation as a historical building 4. Chief Welch’s retirement celebration and presented him with his retirement plaque 5. LAECG Business to Business Trade Show 6. Agreed to be presenter at ICMA Annual Conference about our unique, award-winning health care prevention program regarding the financial savings obtained 7. Participated in monthly ICMA Membership Committee conference call page 4 8. Facilitated and led the ICMA Emerging Leaders conference call (I am one of two trainers that lead 10 to 15 managers in smaller communities, assistant managers, department heads and students in a four-month training program across the country) 9. The Portland North Small Starts Analysis Team meeting (details of this meeting is contained in Deputy City Administrator’s report) Meetings Attended: 1. ICMA Quarterly Meeting in Annapolis (May 28-31) 2. APWA Meeting where city was recognized with two awards for projects (1st and 3rd places) 3. MTCMA Quarterly Board Meeting 4. Chamber of Commerce Monthly Breakfast (as a member of the Board of Directors) 5. New Hampshire Municipal Management Association (as ICMA-VP) included training on Performance Measurement (June 17-19) 6. Rhode Island Town and City Management Association (as ICMA-VP) (June 26) 7. On-site neighborhood visit with citizens impacted by CMP proposal page 5 Deputy City Administrator’s Report I. CITY AND STATE COMMITTEE ACTIVITY A. Lewiston-Auburn Transit Committee (oversees jointly funded CityLink city bus services): I serve as Chair of this committee. The following is a summary of the significant items covered at our 6/10/09 meeting: 1. State bond bus purchase: LATC has been working with the MDOT to leverage state bond money to purchase a bus which is needed to complete our fleet requirements (we continue to pay for a leased bus to supplement our transit needs). MDOT continues to seek a bus that it can purchase with available funds. 2. American Recovery and Reinvestment Act (ARRA) Gillig bus purchase: We continue to work with MDOT and other fixed transit bus operators on finalizing the final details for purchasing three Gillig busses utilizing ARRA funding. In order to buy these busses, technically owned by MDOT, we must comply with purchasing specifications that also meet the needs of the other four fixed transit operators in Maine. The purchase will be part of a “piggy back” bid with San Mateo, CA. Piggy backing is critical if we have any chance of receiving desperately needed busses within the next 18 months. We will report back to you when the final order is actually submitted (with an estimate on delivery date). 3. Hannaford Brothers, Court Street: The Auburn City Council has given its blessing to begin the process of investigating moving the previously planned bus terminal location from Great Falls Plaza to an area adjacent to Hannaford Brothers on Court Street. If this plan moves forward, it will compliment the proposed changes recommended in the forthcoming transit study and also result in a downsized facility (lowering our operating costs). More to come. 4. Video surveillance on transit busses: Some of our busses will be outfitted with video surveillance equipment (eventually, they will be installed on all our busses). LATC has been working on a set of policies which will articulate how the video system will be used/administered and who will have access to the video files. B. Lewiston-Auburn Water Pollution Control Authority (oversees jointly funded sewage treatment/composting operations): I serve on this committee with Dave Jones. LAWPCA meets on the second Friday of each month (we met on June 12th). Dave Jones will cover the activities of this committee in his June 2009 Public Service report and all future reports. C. Androscoggin Valley Council of Governments (provides Androscoggin, Franklin and Oxford County municipalities with a range of local land planning, solid waste/recycling, economic development, joint purchasing, loan and transportation services/consulting): I am currently serving as AVCOG’s President. The following is a summary of those items of significance covered at our June 17th meeting: 1. The Executive Director reported on a number of AVCOG activities. 2. Maine Procurement and Technical Assistance Center: AVCOG has assumed the procurement responsibilities for Androscoggin, Franklin and Oxford Counties (those counties and communities that make up the AVCOG membership). Brad Straight has been hired by AVCOG and will be marketing this new service to the tri-county community. 3. Comprehensive Economic Development Strategy: AVCOG adopted the 2009-2010 CEDS plan which is part of our compliancy obligation to maintain eligibility for federal Economic Development Administration (EDA) funding. CEDS is an ongoing regional economic development planning process designed to coordinate the economic development efforts of the region's diverse group of development organizations, local governments, private industry, entrepreneurs and other individuals. To comply with EDA guidelines, eligibility for funding consideration requires: • a continuous planning PROCESS responsive to other regional economic development initiatives • a CEDS COMMITTEE representing the entire region diverse in its members' backgrounds, interests and community orientations • a DOCUMENT detailing the Committee's strategic planning process, updated annually as the Committee evaluates regional priorities and actions. 4. Mobilize Maine: AVCOG is participating in this statewide initiative. Mobilize Maine is a new collaborative partnership between the Governor Baldacci’s Maine Quality of Place Council, page 6 Department of Economic and Community Development, FairPoint Communications, and the six regional economic development districts to foster locally-driven development strategies that are based on the indigenous strengths and authentic assets of the region. Mobilize Maine looks to establish long-term strategies for growth that will span successive state administrations, and be sustained by a broad mass of local, private, public and non-profit sector leaders and resident volunteers. D. Lewiston-Auburn Public Health Committee (a standing joint committee of the two cities charged with developing a more effective/efficient network and policy development mechanism to deliver public health services for the community): I serve as the Vice-Chair and Communications Director for the LAPHC. The following is a summary of significant business covered at out June 4th meeting: 1. Working to refine our web page and discussed the value of developing our own domain name. Healthy Androscoggin will provide web page support and some funding to manage the existing site and to develop a logo. Web site is: http://healthyandroscoggin.org/laph-sub-committees-meeting- summaries-and-membership/ 2. Web discussions and the work of the Public Awareness Sub-committee led to a related discussion about long-term sustainability and what needs might exist for funding small projects. Ideas discussed involved a small membership fee; grant opportunities; public donations; etc. 3. Chronic Disease Sub-committee will be organizing public health activities for the National Night Out event in Kennedy Park on August 4th and reported on their work in developing a non-smoking ordinance for Lewiston’s parks and play areas. 4. The Public Awareness Sub-committee spoke to the need to develop formal policies relative to posting on our web site and endorsing health programs which seek our support. 5. H1N1 preparedness was addressed by Joanne Potvin and the EMA’s work over the last several months. MaryAnn Amrich from the MeCDC also addressed how all parties responded to the most recent H1N1 outbreak—what worked and what could be improved. Also reported on ME’s new Local Health Officer training program which will assist LHOs in being better prepared to respond to local public health emergencies. E. Maine Service Center Coalition (statewide organization advocating for issues/legislation which impact larger Maine service center communities): I serve as the Chair of this organization. There were no meetings in June, but I was very actively working with our membership and lobbyists in early June on transportation funding legislation. Our work to minimize the impact to existing funding mechanisms was successful, but we were unable to convince the legislature to address revenue shortfalls which will result in a reduction of local road funding in the FY2011 state budget. F. Maine Municipal Association/Legislative Policy Committee (statewide committee of municipal officials that provides legislative input on a variety of bills that impact all Maine municipalities): I serve as one of two Lewiston representatives on this committee. There were no meetings in June, but I worked with several MMA lobbyists in early June on several bills which impacted both small and large municipalities—particularly transportation funding. G. State Advisory Council on Multicultural-Affairs (statewide council which provides policy input to the Governor’s sub-cabinet on multicultural affairs): I serve as one of 25 or so appointed (by the Governor) members to this council. No meeting or other activity this month. II. SPECIAL PROJECTS A. L-A Complete Count Committee (Mayor’s ad hoc Census 2010 committee to provide education/information to the community regarding the upcoming census in April 2010): There were no formal meetings of the committee in June, but there was activity to assemble an information booth at the June 19th World Refugee Day event at the Lewiston Library. Janet Labbe is providing much of the administrative work for this initiative and is serving as the primary contact for the committee which still needs many community volunteers. Community members are encouraged to contact Janet at 513-3121, X3203 or email@example.com also page 7 serve on the State Planning Office’s statewide Census 2010 committee and we had a teleconference on June 2nd to discuss what is being done statewide. B. Oxford Networks: Mayor Gilbert, Councilor Peters, and I met with Auburn officials and Oxford Networks in a private meeting on June 3rd to discuss how Oxford Networks is progressing in developing their fiber optic network in the community. These discussions are intended to adress what, if any, role both cities might play in achieving a full build-out of the fiber optic network for L-A (something that has not been achieved to date). C. Maine Power Reliability Program: I have been working closely with a group of Lewiston residents/intervenors on a “local solution” intended to modify CMP’s original build-out plan for the 345kv transmission line proposed for Lewiston. Meetings with CMP on 5/26 and with the residents on 6/8 served as the informational backdrop for the City Council workshop on 6/9. The work to continue refining the modified build-out plan continues and appears to be heading for a formal city council vote on July 14th. D. New Mainers Refugee Workforce Development Program: Lewiston and Portland were awarded a $333,000 appropriation for a federal refugee workforce development demonstration project. I organized a 6/9 teleconference and exchanged multiple emails to set up a webinar session that will be hosted by the Employment Training Administration on July 8th and 9th. The ETA webinar will provide the partnership in this project (Lewiston/Portland Adult Ed, Lewiston/Portland Career Center, Lewiston/Portland (city) Social Services Department, Lewiston/Portland Workforce Investment Boards, Lewiston/Portland MeDHHS Regional Offices, Community Concepts Inc.) the information needed by the ETA to comply with the issuance of funding. E. Portland North Small Starts Project: Lewiston-Auburn and AVCOG staff met with MDOT officials on June 15th. MDOT’s interest was to begin the fact-finding portion of the exercise in their effort to assemble information regarding this federally funded initiative that may involve the introduction of commuter rail or bus services linking Portland and the L-A area (other areas such as Brunswick are under consideration as well). More public process will be scheduled on this proposal. The following is from the MDOT website (http://www.maine.gov/mdot/portlandnorth/newsletters/Portland%20North%20Spring%20Newsletter%201May 08.pdf ): MaineDOT has initiated a project in coordination with the U.S. Department of Transportation, Federal Transit Administration (FTA) with the intention of applying for federal funding under the 5309 Capital Investment Grants Small Starts program. Small Starts projects are low-cost projects that qualify for a highly simplified project evaluation and rating process by FTA. FTA will rank projects on a five-tiered rating scale of High, Medium-High, Medium, Medium-Low and Low. A project must reach an overall rating of at least Medium in order to advance into each stage of development. The following is a list of criteria: Project Justification Criteria: • Cost effectiveness — Incremental cost per hour of transportation system user benefits compared to the baseline alternative • Existing land-use patterns, transit supportive plans and policies, and the performance and impact of these policies • Economic development benefits and congestion pricing will be considered in this category Local Financial Commitment: • Plan to secure local funding for either capital costs or sufficient funds for local (non- Federal) share • Additional operating and maintenance costs of project are less than 5% of agency’s operating budget • Agency is in reasonably good financial condition page 8 F. Time-Warner Cable TV Franchise: Laurie Smith and I met with Mike Edgecomb from Time-Warner on June 16th. The meeting was the first of many that will be scheduled as the franchise agreement with TW is expiring in August 2009. No negotiations took place, as the meeting was more exploratory in nature and an opportunity to look at possible future meeting dates. III. OTHER CITY RELATED BUSINESS • Telephone discussions with Unison on 5/26 regarding their interest to buy out the cell tower lease for the Armory roof location. It is possible that they will address the City Council on this matter in July. • H1N1 debrief meeting on 5/26 with the Andros. County EMA office. City staff met to review how things worked locally and to address the need to develop a formal pandemic plan at the city level. • Liberty Festival/Dempsey Challenge costs analysis: Worked with officials in both events and with staff to update (and in the case of the Dempsey Challenge to develop new data) city costs associated with supporting these events. This information was reviewed by the City Council on June 16th. • Met with the Lewiston Middle School’s Civil Rights Team with Superintendent Lee Levesque to hear their concerns regarding interactions between students in and out of the school area. I will meet with them again in September or October. page 9 Assessing Report June activity in the Assessing Department involved completion of field work and reviews of real estate and personal property accounts in order to complete the 2009-10 Assessment Roll to accurately represent the taxable status of properties in Lewiston as of the April 1, 2009 tax date. It is expected that the taxes will be committed to the tax collector in mid July after proofing the roll for approximately 12,000 real estate accounts and 1,500 personal property accounts. As part of the process in completing the tax roll individual exemptions were checked for eligibility with the result that 6,663 taxpayers in Lewiston will now receive the Homestead Exemption. The value of the Homestead Exemption will increase to $10,400 for the 2010 tax year resulting in taxpayers saving just under $259 on their tax bill, an increase of approximately $16.00 over 2008. The State of Maine will reimburse Lewiston over $860,000 for one half of the homestead valuation amount. The Veterans Exemption amount will also increase for the upcoming year. Over 1,000 veterans will receive an approximate $120 savings on their tax bills. The personal property conversion to electronic format was completed in June. This provided for the compilation of eligible personal property for the Business Equipment Tax Reimbursement program (BETR) and the Business Equipment Tax Exemption program (BETE). The BETE program enacted by the State legislature is now in its second year. Approximately $27,000,000 of eligible BETE personal property will result in the state reimbursing over $600,000.00 directly to the City of Lewiston. However if the program was not enacted Lewiston would stand to collect an additional $67,230 in taxes for the current year. page 10 City Clerk’s Report During the month of June 2009, the City Clerk’s Office worked on the following tasks: Municipal Election Preparation – Nomination papers and related candidate materials were prepared for municipal candidates and were available for pick up on July 6. Press releases were distributed regarding the nomination process. Petitions – The City processed 224 state petition sheets, primarily on the people’s veto repeal efforts of the gay marriage issue. Each voter signature was verified for registration status. Signatures per petition page ranged from 1 – 45. Voter Registration – The new state software program is now functioning regarding the ability to scan in the voter registration cards. This month, 400 cards were scanned into the state system. We will be working on this each day to enter additional cards into the system. Business Licenses – During this time of year, the office is busy working with the different events and festivals that are held within the City during the summer. We work with the festival committees and related food and product vendors for each festival to ensure that all of the proper licenses are secured. State Voting Machine Task Force – Kathy attended a meeting and conference call for the newly created Secretary of State’s task force regarding the new statewide program for the selection and replacement of all voting machines. Kathy is one of four municipal clerks in the state invited to serve on the task force. Conversion of the City Code of Ordinances – As part of the FY10 budget savings, the contract with the outside vendor that maintained the City’s Code of Ordinances for over thirty years has been eliminated and this work will now be done in-house. Kelly has been working to convert over each ordinance from their software program into our software program. On-going work: processing of appointments to boards and committees, processing state corrections to vital records, updating traffic schedule and policy manual, preparation of agenda binders for two regular Council meetings, sale of miscellaneous permits, recording of legal documents, rotation of mail processing and switchboard, and so forth. The following are the statistical and revenue breakdown of some of the transactions during the month of June: June 2009 Monthly Report for Council Monthly Totals Revenue Birth, Death & Marriage certified copies issued 1201 $10,425.00 Burial Permits issued 57 $285.00 Marriage licenses issued/recorded 31 $930.00 Acknowledgements of Paternity processed 8 $40.00 Genealogy searches 20 $100.00 Death records recorded 47 n/a Birth records recorded 107 n/a Fish & Game licenses issued 148 $290.25 agent fee retained page 11 Garage Sale permits issued 169 $1,014.00 Dog licenses issued 30 $70.00 agent fee retained Business licenses issued/renewed 113 $12,562.00 Voter registration processed -new, change or delete 285 n/a Scanning of voter cards 400 n/a Petition pages certified-each ranging from 1 to 45 signatures per sheet 224 n/a page 12 Code Enforcement Report The following is an overview regarding activity within the Department of Planning and Code Enforcement Staff Review Committee (SRC) Activity June FY2009 • 84 Pine Street/ Tedford Housing- To construct a ten unit multi-family dwelling. (June 4, 2009) • 262 Cotton Road/ Richard Belanger – To demolish a farmhouse, dairy barn, and manure pit to construct a 4,600 sf vegetable packing and storage facility. (June 4, 2009) • 182 Webster Street-To construct a parking lot for six vehicles. (June 4, 2009) • 1380 Sabattus Street- Conversion of a single family home into a small daycare facility limited to 12 children and a two car garage into a retail space for antique sales. (June 25, 2009) • 1417 Sabattus Street- To operate a retail space for antique sales. (June 25, 2009) Planning Board Committee (PB) Activity June FY2009 • Workshop- Discussion of Zoning and Land Use Amendments. (June 8, 2009) • 802 Sabattus Street/Lisbon Federal Credit Union- For the construction of a 3,000 sf financial institution with three drive thru lanes. • 12 High Street/Improvements to Main Street in front of CMMC Campus- The plans include the construction of new curb cut, the modification of an existing curb, the relocation of an existing crosswalk and pedestrian signals, and various striping modifications to Main Street. (June 22, 2009) • 420 Main Street/Jean Dupuis- An extension of approval for an 18,000 sf office building. • 148 Rideout Avenue/ Pagoma Hill Subdivision- Deminimis change request. • Request of conformance with the comprehensive plan and local zoning ordinance relative to Museum L-A and the Riverfront Community Development Bond. • Discussion of summer workshops/meetings regarding zoning and land use updates Board of Appeals Committee (BOA) Activity June FY2009 • 100 Campus Avenue- Conditional Use permit to install six (6) panel antennas, a global positioning antenna, an E911 GSM antenna, and associated equipment located in part on the roof of Maison Marcotte Independent Living Center. (June 17, 2009) Historic Preservation Review Committee (HPRC) Activity June FY2009 • 550 Lisbon Street/Pepperell Mill - Certificate of Appropriateness (June 4, 2009) • Discussion of Ordinances and Map of Historic Districts. (June 4, 2009.) Permit Activity June FY2009 Permit Type # of Total Estimate Total Fees Permits Cost of Collected Month Construction Jun-09 Building Permit 74 Commercial 2 $400,000.00 $2,381.00 Residential 72 $5,005,589.00 $12,078.00 Electrical Permit 41 page 13 Commercial 9 na $405.00 Residential 32 na $965.00 Plumbing Permit 17 Commercial 2 na $318.00 Residential 15 $837.00 Sign Permit 7 na Commercial 7 $6,650.00 $232.00 Residential 0 na $0.00 Use Permit 4 Commercial 0 na $0.00 Residential 4 na $128.00 Total 286 $5,412,239.00 $17,344.00 • Residential permit activity includes multifamily dwellings. • Permits issued vary in size from small home improvements to large commercial developments. Inspection Activity June FY2009 Month Inspection # of Type Inspections June-09 Building 51 Plumbing 14 Sign 12 Housing/PMC 120 Sanitation 34 Total 231 • Electrical permits are collected by Planning and Code Enforcement. Inspections are performed by Electrical Inspector (Senior Electrical Technician), Division of Street Lights/Hydro Facility, Department of Public Works. • The number of inspections for permits varies relative size and complexity of project. • Department is responsible for the inspection of all licensed food service establishments (sanitation). • Housing/PMC inspection activity includes enforcement related to solid waste ordinance. • Other inspection activities: o Citations issued: 4 o Notice of violations issued: 14 o Condemnation: 76 Irwin Street page 14 Community Development Report The report is categorized by program area Community Development Block Grant General Finalized CDBG budget documents for City FY2010 Budget process, including internal departmental meetings and meetings with Finance Department officials to set up accounts. Processed Amendments to CDBG Action Plan to reflect programs funded through the additional CDBG— Recovery Act Jayne represented the City at the annual “CDBG Day” celebration and the State House Hall of Flags Mark and Cathy worked with all of the CDBG Public Service Agencies to finalize their FY2010 Scopes of Service and prepared all of the CDBG Public Service Agency contracts for FY2010. These contracts were presented to the Mayor for signature by July 1. Jim and Mark consulted with HUD on eligibility issues regarding several possible CDBG projects. Jim, Mark, Jayne and Cathy worked to establish a new payroll and timesheet format to accommodate the new programs that are coming on-line for FY2010. Housing Jayne and Mark met with 4 potential CDBG Residential Rehabilitation clients this month. One of these clients does not have sufficient equity in the home or financial stability to qualify. Three other clients are in the process of completing their application packages and staff will meet with continue working with them in the coming months. Jim and Mark met with Community Concepts to discuss renewing the Senior Heating Assistance Program. We agreed that the first year of the program was a success, and that given the continued long waiting list, we should renew the program for a second year. We intend to bring this proposal to Council for consideration in July. Commercial Mark worked potential new owner of 40 Lisbon Street to discussed possible rehab loan and/or façade grant. Jim worked with owners of Mid-Town Mall (179 Lisbon Street) Jim worked with owner of 395 Lisbon Street regarding potential façade grant Lincoln worked with potential buyer of 84 Lisbon Street regarding potential façade and/or elevator grants. Downtown Improvements Mark facilitated efforts for Council-approved acquisition/demolition of 149 Pine Street. The sale of the property is scheduled for early July and we will work with Purchasing Director to expedite demolition once the property is under City control. Mark has also continued discussions with representatives from City Public Works, Community Credit Union and Lots to Gardens regarding plans for green space on the cleared lot. HOME Mark and Jim continued working with Auburn to move the new Tedford Housing project forward. The Cities have jointly pledged to provide financial assistance for the 10-unit supportive housing project on Pine Street. With full funding now in place, the project is expected to go to bid later this summer. Jim, Mark and Jayne worked with Auburn Community Development Director Reine Mynahan to clarify certain procedural issues for draws and reporting for the HOME program. The two cities share HOME funding through a consortium, of which Auburn is the formal administrator. Jane met with three potential clients for the homebuyer assistance program and reviewed their applications for Homebuyer Assistance. Two of these potential clients are not currently in a suitable financial situation for our page 15 programs at this time and have not yet complete homebuyer education. Jayne is working with the third to determine the gap financing that would be needed through the City program Lead Program A new contract employee, Claude Rounds, was hired to serve as the Day-to-Day Program Manager for the L/A Lead Program. Mr. Rounds comes to the City with extensive code enforcement and lead related experience. He most recently served as the Code Enforcement Officer for the Town of Paris. Given the joint nature of the Lead Program, Claude will split his time equally between Lewiston and Auburn projects during the three-year term of his contract. The L/A Lead Program, which officially began in May, kicked off in earnest during June. The City entered into contracts with two firms, Community Concepts, Inc. and Atlantic Environmental Services—to perform risk assessment, paint inspections, and create work designs for lead abatement work on enrolled units. We also contracted with St. Mary’s WorkMed to provide blood lead screenings for children both at screening clinics arranged by the Cities and on an individual basis in homes as necessary. We also issued an RFP for rental of two relocation units—one in Lewiston, one in Auburn for temporary housing during the time lead client’s homes/rental units are being worked on. We received 10 proposals for potential units. Staff conducted inspections of each unit and selected two preferred units to be rented beginning August 1. These selections were to be presented for Finance Committee approval on July 6. Neighborhood Stabilization Program (NSP) Jim and Mark continued efforts to finalize our NSP contract with the State DECD. DECD has encountered significant delays in contracting statewide due to slow roll-out on the federal level. Contracts were completed in late June and should be delivered for execution in early July. Jim and Mark met with Community Concepts, Inc. (CCI) to discuss a possible partnership for the purchase/rehabilitation/resale of homes under this NSP. Since CCI is a licenses broker and has significant expertise in residential rehab, they are an ideal partner for NSP. Discussions are ongoing pending final contract negotiation with the State. Mark continued his discussions with representatives from Habitat for Humanity regarding potential re- development of lots acquired and cleared by the City under NSP. The regulatory constraints present under NSP limit the normal flexibility that exists when working with Habitat, but we believe that a workable option can be found. are ongoing pending final contract negotiation with the State Mark began the process of follow-up with local banks that may have foreclosed property the City could purchase under NSP. Several local banks had expressed interest earlier in the year when staff met with them, but interest has waned due to slow statewide roll-out. Mark will be re-engaging with these representatives in the coming weeks. Brownfields Jayne attended Brownfields Revolving Loan Fund Training in Minneapolis from June 1-5 Jayne wrote the Brownfields Community Wide Assessment Workplan for the $200,000 grant received in May Jayne wrote a Brownfields Targeted Cleanup Grant for the Hydro-electric Plant for $200,000. Jayne and Jim reviewed Proposals for Environmental Contractors to design Brownfields concepts for the Androscoggin Mill #8 (Andy 8) Other Grant Activity Jayne wrote grant for Central Maine Violent Crime Task Force (Lewiston Police Dept) page 16 Other Activity Mark and Lincoln attended the Maine Downtown Conference in Rockland Mark designed the booth display for the Androscoggin Business to Business Trade Show and attended the all- day event with Lincoln and Jim Bennett Mark attended the monthly meeting of the Sunnyside Neighborhood Group. This group has been working to improve the quality of life in their neighborhood page 17 Economic Development Report Ongoing Activities Gendron Business Park Conservation Easements – Work continues to get conservation protections acceptable to all parties approved for business park wetland mitigation. Central Maine Power TIF - Participated in several meetings with residents, as well as meetings with CMP officials and their attorney’s to structure a Joint Development Agreement and Tax Increment Financing proposal for the City Council’s consideration. Under the proposal, tax increment financing will be used to fund additional upgrades to the transmission corridor beyond what CMP has proposed as part of their Maine Power Reliability Program upgrade. The additional upgrades are to mitigate impacts of the transmission corridor passing through Lewiston. In addition to negotiating the terms of the Joint Development Agreement my work entailed developing multiple TIF scenarios at different investment levels, and working with state to confirm the eligibility of the proposed project. Veteran’s Administration Community Based Outpatient Clinic (CBOC) - Coordinated with Congressman Michaud’s office and LAEGC on the timing for when the CBOC RFP would be put on the street. I worked with several developers interested in the project. Florida Power and Light – Ongoing conversations regarding the possible transfer of the canals to the City. Also discussed turbines in Bates Mill #5 in relation to demolition. Downtown Coalition - The Downtown Coalition is an ad hoc group focused on policy and strategies to revitalize downtowns. GrowSmart Maine is the coordinating entity. I participated in developing policy and lobbying for passage of Communities for Maine’s Future Bond Program. The bond was approved by the legislature and will be part of an upcoming bond referendum. Bates 5 Garage - Convened meeting of Platz with Public Services, Planning, Police and Energy Czar on design issues; and survey, geotech and traffic work needed to keep the project moving forward. Spoke with Freeport to find out the cost of their recently opened garage that included retail on top and on two sides. Brownfields – Participated in review of responses to the RFP to develop a plan and oversee the clean up of Androscoggin Mill #8. Discussed Targeted Brownfield Assessment Grant that can be used to identify environmental issues in the turbine/transformer room and help facilitate demolition of Bates Mill #5. Museum LA – Worked with on their receipt of the Riverfront Community Development Bond Grant and strategized on sources of gap financing that would allow them to close on the Camden Mill prior to receiving the state grant funding. Community Concepts Office Building – Financing has been secured to move ahead with this project. The architect and subconsultants have been tasked with finishing the design. Worked with the City Attorney to amend the Joint Development Agreement between the City and Community Concepts to keep everything current. The amended Joint Development Agreement will be brought to the Council for action. New Activity/Prospects Retail - In June and over the last several months I have spoken to and worked with two brokers evaluating Lewiston for retail development on behalf of clients, as well as with a property owner looking to attract retail Industrial - There have been initial inquiries from several companies interested in Gendron Business Park Phase II. I have also coordinated with LAEGC in responding to two requests for site search assistance for warehousing/light industrial type uses. Pur Stat - Met with owner of Pur Stat to discuss new opportunities in their business and their expansion plans for a 14,000 stand alone building to accommodate their growth. That project is on the July 13, 2009 Planning Board agenda. page 18 84 Lisbon Street - Met with and toured the building several times with a developer exploring redeveloping this city owned building. Researched and provided information on historic tax credits and their applicability to the project. Island Point - The developer remains interested in this project and is continuing their due diligence on financing and feasibility. Building Acquisition – began discussions with a tenant who wants to purchase the building they are in, and the property owner, who is reluctant to sell. Meetings Atteneded MDEP Brownfield Conference - Served as panelist at Brownfield Redevelopment Roundtable at the end of day session. Main Street Conference - Annual conference focused on downtown revitalization strategies. This forum provides great networking opportunities with developers and entrepreneurs. Chamber of Commerce Breakfast –kick off to Business to Business Trade Show Business to Business Trade Show - Collaborated with Mark McComas to develop booth display, staffed booth for the day with Jim Bennett and Mark McComas. Mobilize Maine – Mobilize Maine is a statewide grassroots oriented economic development strategy that is focused on identifying the asset based strengths of regions of the state, and growing the economy based on those strengths. The initiative is being funded by Fairpoint, and being administered regionally by the AVCOG. I participated in the kick off meeting in Late May, and am serving on the steering committee. Adaptive Reuse of Bates Mill #5 – Museum LA sponsored a public forum where two presentations were made on the variety of ways, architecturally, that Bates 5 could be reused. Included in the options was demolition and utilizing elements of the past as architectural “shadows” as it is redeveloped. Joint TIF Committee - I am participating in an ad hoc group evaluating and making recommendations for changes to the Lewiston Auburn Joint TIF Policy. The policy was created by the two cities in the late ‘90’s. It is part of the governance structure for how LAEGC operates. The recommendations will be put forth to the Councils for action in the future. Economic Development Council of Maine Annual Symposium – One day educational conference Planning Board – Discussed Riverfront Grant and Planning Board action needed: to find Museum LA use of the grant funding to be in concert with the Comprehensive Plan and permitted under zoning. Central Maine Medical Center Press Conference – Press announcement of CMMC’s moving ahead with Emergency Room and Lab expansions. page 19 Energy Czar Report Below is a progress update related to ENERGY within the City since I began this position in December, 2008. I have been with the City for seven months, have identified, and have implemented well over the obligated $50,000 in savings related to City buildings, water, streetlights, vehicle fuel, and other areas. These are the quantified savings to date: Minimum Savings Potential Savings Buildings $45,000 $67,000 Streetlights $25,000 $200,000 Water $25,000 $40,000 Total $95,000 $307,000 My immediate goal was to meet the $50,000 energy savings obligation within my first 12 months of being with the City. This goal has been exceeded through energy efficiency, energy conservation, cost avoidance, and grants money brought into the City which is outline below. Depending on the final outcome of certain projects, savings range between a minimum of $95,000 and $312,000 in quantifiable energy savings. Value-added savings and long term savings from organizational changes and other projects will amount to additional savings. The assessment below outlines the projects undertaken and the projects in progress. “Low-hanging fruit” projects have been identified and are being implemented and the next steps to improved energy management are underway. Improved energy management requires significant long-term management time and will require better data. Long- term projects such as Compressed Natural Gas for fleet vehicles and other organizational changes will take time to implement given that they are complex and involve multiple interested parties. In addition to savings and other long- term projects, I have been pursuing alternative energy generation, improved purchasing, and general improved facility and vehicle management. It should be made very clear that all energy savings so far are the result of a team effort with all City departments. I will not claim sole responsibility for any of these projects; however, I have had a hand in these projects whether it is analysis, input, management of the project, or recommendation. ENERGY BUDGET To reiterate, the City’s energy budget is approximately $1,873,000, accounting for approximately 4.2% of the City’s total budget. (This figure excludes the School Department.) The percentage is less than typical for municipal operations (typically 5-6% of the budget.) Of the $1.87 Million of energy that the City consumes in any given year, the cost breakdown is approximately: • 40% Buildings; • 24% Streetlights; • 22% Vehicles; • 9% Water Distribution; • 3% Sewer Pumps; • 1% Traffic Lights and; • 1% Parks. page 20 Total Annual Energy Costs ($) $1,873,000 4.2% of the City Budget (excluding School Department) Vehicle Fuel Buildings 22% 40% Traffic Lights 1% Sewer Water 3% Streetlights 9% Parks 24% 1% Given the breakdown in energy costs between the outlined divisions, I have focused my efforts on the areas with the highest energy usage, and thus the highest potential for savings: buildings, streetlights, and vehicles. Buildings, streetlights, and vehicles are all areas that have need of improvement; however, the complexity of finding savings varies between these three areas. Finding savings through improvements to City buildings presents the easiest opportunity to identify savings, while streetlights have a public complexity component, and Vehicles has internal operations complexity. Each of the energy usage divisions has personnel directly responsible for the day-to-day operations, yet their focus does not emphasis energy efficiency and conservation. One of my many roles has to bring a focused attention to energy within these divisions. I have also sought to decrease our energy usage by changing habits, although a much more difficult proposition and more difficult to quantify. I have identified and am implementing ALL opportunities for “low-hanging fruit.” Low hanging fruit typically includes changing to more efficient light bulbs, changing appliances, turning off lights and equipment, some insulation, and addressing air leakages. The savings gained are significant. I have taken on more complex issues such as converting to different fuel sources for buildings and vehicles, addressing alternative energy sources, and avoiding electrical fees. page 21 BUILDINGS Buildings represent the largest portion of the City’s energy budget. Much attention has been focused in this area due to the fact that there is much opportunity for improvement. In general, the components of a building’s energy budget are related to the heating equipment, water heating, lighting, air conditioning, motors and drives, and electrical equipment. With our Buildings Director, we have been working through issues for improved facility management. The bulk of the savings within this division of the energy budget have come from small scale energy projects. The quantified savings to date in the buildings division of the energy budget total approximately $67,690 from energy conservation, energy efficiency, cost avoidance, and grants. Not including the cost-avoidance benefit brought in grant money, the savings to the building division after seven months has been 7%. • $30,000 in savings is due to improvements made through multiple small energy efficiency projects at multiple City buildings ranging from fixture replacements to bulb replacements and including items such as installing timers on equipment, reducing the amount of small equipment currently used, electrical meter changes, and demand reduction. • $15,390 has been saved through the replacement of old boilers with new boilers at Fire Substations and at the City Hall initiated through my fund transfer request and my cost analysis. • $8,900 will be saved due to the closure of the Lincoln Street Substation due to building consolidation efforts currently in progress. • $27,400 in grants have been leveraged from the Natural Gas Utility since I began with the City due to my presence with the City. I have brought new resources to the City that had not been considered before my arrival. The $27,400 will be applied to the boiler replacement projects at the Fire Stations, City Hall, and the Library. In addition to the immediate savings through capital projects, I have been seeking to improve the way the City manages its buildings from an organizational and energy perspective: seeking to improve our building controls, changing the way we manage our lighting systems and have been working on contracting out our lighting supply for improved pricing and therefore additional savings. I have also begun developing a Facilities Master Plan that describes the state of our current building stock and key decisions that need to occur before large investments are justified in certain City buildings. Below are further details on the direction I have taken with some long-term projects. • Building Control Systems – I have been seeking to unify and make investments in our building control systems under one supplier. This is a significant change since I came to the City. This will improve management, result in cost-savings (similar to the idea of setting your home thermostat to a low temperature), and improve thermal comfort. Investments to controls will be made as feasible. Repairs to existing controls will take place as feasible and new systems will be installed as major renovations are undertaken in our buildings. • Lighting Management – The City currently replaces lighting as individual lamps burn out. This wastes staff time and provides poor light quality. Bulk re-lamping will provide cost savings, time savings, better planning and management, and better light quality. I have been seeking to change this practice in conjunction with seeking a master service contract for lighting. • Lamp Master Service Contract – We can get better pricing by seeking a master service contract for lamps. This does not preclude us from purchasing from other suppliers. An inventory is being conducted of all City lamps in preparation of completing the process of contracting for this service. • Building Operator Certification – I have identified a course through Efficiency Maine for our Building Director and Building Superintendent to take get improved building management. They are currently both taking the course along with the Recreation Department Building Superintendent. This will save money for the City in the long-run. • Facilities Master Plan – Making sure that City funds are not spent on buildings that should be best vacated is important to energy savings. As with the recommendation to vacate the Lincoln Street substations, the City needs to consider a plan for many of its other buildings. Presenting a long-term plan and key decisions that need to be made concerning the City’s facilities will help target limited investment dollars and provide direction to City staff as repairs and renovations to City buildings are undertook. I have begun the development of this plan. The plan will address buildings as well as other City facilities. page 22 • Building Audits – Building audits are complete for all of the City’s buildings. Additionally, Efficiency Maine carried out an audit for the Public Works Building. Rise Engineering has also carried out an audit for the remainder of our buildings except for the Multipurpose Center and the Central Fire Station. This work has been carried out for free as part of their incentive programs. The audits represent the first step in targeting investments towards mechanical upgrades with a short simple payback period and bringing more grant money into the City through utility programs. • Drives and Motors – Finding savings through replacing and upgrading drives and motors can be an expensive proposition; however, such changes can have a great return. In July, the City will complete a full audit of all of its drive and motors, taking the initial step towards reducing costs in this area. • Fuel Switching – As with the fuel conversion that took place at the Fire Department Substations, details are being worked out for converting other City buildings to natural gas. • Interns – Three interns have been within the City carrying out workstation audits of City Hall for educational purposes and energy usage reductions as well as one intern who has been quantifying the City’s Greenhouse Gas Emissions. STREETLIGHTS Street lighting represents the second largest portion of the City’s energy budget and also presents opportunity for energy savings. The strategy that is being undertaken and proposed is this: 1. Inventory the location of each streetlight in the City and develop a policy that meets acceptable spacing standards and light levels. 2. Adopt the streetlight policy resulting in savings ranging from $25,000 to $120,000 depending on the policy that is finally approved. 3. Reinvest the savings by lighting only rural intersections with LED streetlights, and reuse the equipment using a lower wattage bulb at non-intersection locations in residential and non-conforming rural locations to replace mercury lights that cost the City $30,000 per year in replacement costs and older low-pressure sodium lights. 4. And use the ECBG grant money to replace existing HPS in the downtown area with induction lights. 5. Develop a management plan through further technology improvements such as networked lighting systems. The direct savings that will be attained through improved street lighting will be in the range of $25,000 - $260,000 gained by implementing the streetlight policy and improvements outlined above. A minimum of $25,000 in savings are attainable in the next six months. • Streetlight Policy – Working with the streetlight division a policy for streetlight delivery was developed defining streetlight placement, installation standards, and the use of lighting technology which was based on national standards. This policy will result in better management of street lighting in the long-term. • Streetlight Inventory – The City has completed its first ever streetlight inventory. • Technology Improvement – In light of rapidly changing technology, along with the Streetlight division, we are seeking to identify and understand new technology including induction lights, LED, and ornamental light retrofits and seeking to present informed and feasible options for new systems. Networked lighting systems will also improve the lighting system. VEHICLES The energy used by the City’s vehicle fleet represents the third largest portion of the energy budget. The management of our fleet of vehicles within the City is in need of a major overhaul. Better data is required to make reductions along with improving the management of the vehicle fleet. I have recently begun a comprehensive examination at our fleet management beyond the energy perspective, which I believe is required to find eventual energy savings in this area. I am looking at changing the internal and external billing rates, scheduling repairs and people, fuel charge out methods and improving the work environment for the maintenance garage. Long-term capital projects that will eventually be proposed or are underway include: • GPS Fleet Tracking – I have completed significant research on identifying a GPS fleet management system for our vehicle fleet. Although, the potential savings are somewhat attractive ($10,000) with a payback of 5 years, I have reservations about our capacity to manage a new database. The City has two parallel page 23 databases used for fleet tracking, but our management of the system is minimal. A GPS system would require significant integration and value-added benefits are from improvements to our logistics and dispatching ability. Additionally, I have been unable to identify a retailer who has a product that would integrate with our current systems or would meet our more broad needs for GIS integration or logistics. I would recommend repairing the systems we have before adding another system. • Compressed Natural Gas – Compressed Natural Gas (CNG) has the greatest potential for an alternative fuel source to power our vehicle fleet. I have devoted a significant amount of time and effort to CNG. I will be seeking to apply to the Department of Energy Clean Cities grant in September which will fund Compressed Natural Gas vehicles. In this current budget cycle it has been unclear until very recently as to how much money would be directed to the purchasing of new vehicles and for what vehicles, which is necessary for proceeding with CNG development. Furthermore, the CNG industry is not fully developed so caution is justified. This grant requires that we partner with Auburn and private industry. CNG is a long-term investment that will also require involvement from the State. Savings will vary depending on the cost of fuel. It is unlikely that fuel will drop below $2.00 ever again, and while CNG will remain relatively constant in price at roughly current equivalent costs, CNG will be better resistant to price fluctuations. • Clean Diesel Grant – In partnership with AVCOG, Auburn, and Krisway Transportation, we applied, for a $500,000 grant for clean diesel. Lewiston’s portion of this grant amounted to $41,000 towards a new grader and about $50,000 in diesel oxidation catalysts. We were not awarded the grant. • Voluntary Fuel Reduction Program – In the absence of a GPS fleet tracking system, I am working with Public Works to implement a voluntary fuel reduction program based on fuel trends and employee cash rewards to reinforce fuel reduction. Potential savings should be in the range of $10,000 - $30,000, approximately 10% of the cost that the City spends on fuel in a cost sharing relationship with staff through an incentive program. Due to the seasonable variation in workload and the inability to isolate certain vehicles (benchmarking, which a GPS system would solve) it is not feasible to proceed with this project at this time. WATER Our water pumping system represents the forth largest portion of our energy budget. The City will save $40,000 in demand reduction on the peak demand day during the summer through the installation of a specialized meter and daily monitoring of the grid forecasts. I will be monitoring the grid forecasts and City electricians will be making sure that we are able to shut off the pumps for the afternoon of that day based on the forecast. The meters that were installed to implement this project will also result in improved electricity management at those facilities OTHER DIVISIONS Traffic Lights, Sewer Pumping, and Parks account for the remainder of the City’s energy budget. Almost all of the City’s traffic lights are LED and the remainder will be converted to LED in the completion of the Russell Street project. Sewer Pump stations are converting to more efficient drives as funds are available, and Parks use some electricity, but negotiating the safety and security side of making reductions here will take more time. ALTERNATIVE ENERGY At this point, I have gone through three feasibility studies related to providing small-scale wind generation and solar electric generation using City facilities. My initial assumption was that although alternative energy may not be a revenue generator, its educational and marketing potential could justify a revenue neutral project. It has been concluded that there is not enough wind in Lewiston to justify small-scale wind and solar generation on any of the City’s buildings and is unfeasible because the buildings do not generate enough demand. As opportunities arise, I will look again at the feasibility of alternative energy. page 24 ENERGY SAVING COMMITTEE I am also working to improve the City website to make energy saving opportunities for City residents more visible. This is a joint effort with the Community and Economic Development Department and will eventually require the Energy Saving Committee’s endorsement. Additionally, with greater clarity from the Energy Committee, programs could also be developed that would impact residents concerning renewables, stormwater, and promoting development related to green technology manufacturing, green lifestyle, and the like. My role with the Energy Saving Committee is that of staff support and advisor as requested. page 25 Finance Department June is the last month of the fiscal year and a number of tasks are associated with closing out the year and setting up the accounting system for the beginning of next year. Some of the activity which took place during the month is as follows: • A semi-annual review of all open Workers’ Compensation cases with CCMSI, our Claims Administrator, was held to review the current status of 31 open claims which includes School department claims. • A closing occurred on the financing for the $3.87 million UV Treatment Facility project, through the Maine Municipal Bond Bank, which is partially funded with Stimulus Funds. • Prepared information for financing approval of the $5.2 million LCIP bond issue projects for City Council approval. • Participated in review of the MPRP – CMP TIF project • Worked with Tax Collector to revise the format for the property tax bills • Closely monitored revenue collections for the month of June. Excise Tax collections (2,440 transactions) amounted to $368,587 for a yearly total of $3,844,100 ($5,900 under budget). State Revenue Sharing $279,417 for a total of $4,701,804 ($223,196 under budget). Investment Income $12,614 for a total of $386,122 ($36,122 over budget). A more detailed analysis of revenue and expenses will be presented next month. • 304 transactions for Inland Fisheries & Wildlife (ATV’s, Boats) amounted to $2,561 in local revenue and $10,469 paid to the State. • A total of 514 property tax liens were recorded for FY2009 totaling $1,096,300. That is 3 fewer liens than last year. $407,481 of property taxes was collected in June. • A total of 40 cases were sent to the Small Claims Court for collection of personal property taxes and accounts receivables. • Accounting was set up for 2 new programs namely New Brownfield and L/A Lead Grant Program. • FY 2010 budget was set up on the accounting system and payroll system was adjusted for all employees based on new labor contract schedules for 7/01/09. • Finance staff along with Public Works & Public Services performed physical inventory on materials for the 3 utilities as well as Highway construction items for year end reporting. • Processed semi-annual billing for Apartment Waste Collection and processed payments from various landlords. • Updated and revised the Purchasing Card Program Agreement based on City Administrator instructions and scheduled training for all departments. • Deputy Finance Director participated in a conference call for the Performance Measurement Pilot Program with other municipalities on the Citizen’s Satisfaction survey and submitted snow and ice data. • Deputy also attended MGFOA training on ARRA Build America Bonds and Economic Development issues and a Legislative update of the recent session. • The following Bids/RFP were opened during June: 1. Brownfield Consultant for Androscoggin Mill 8 2. Main St. and East Ave. overlay project 3. Library Carpet Replacement 4. Apartment Unit Rentals for Lead Grant Program page 26 5. Goff Brook CSO Storage • Dir. of Purchasing attended Brownfield conference in Auburn • Dir. of Purchasing set-up Selection Review process for Andy Mill 8 consultant • FY 2010 Final budget document completed for delivery to the Printers page 27 Fire Department Report Reported by division: Administration: • Year end Duties: Much of the month of June was dedicated to year end duties associated with the “fiscal year ending” procedures. This includes timely payroll items such as department change of status forms, any reimbursements due to employees and submitting invoices to auditing accordingly. The tracking and verification of the year ending balances for all fire department accounts is critical as year end purchases are considered and authorized by the Chief. • The Chief and Asst. Chief attended Advanced ICS Training sponsored by MEMA in Augusta on June 2 & 3. Representatives from Police, PWD and Safety also attended the training. Incident Command Training (ICS) is recognized as an integral agency competency when applying for FEMA Grants and Homeland Security funding. Lewiston Public Safety agencies consistently participate in new training opportunities thereby exceeding the minimum training requirements. • The Chief received and distributed the Fire Station Location Study conducted by the consulting group PolicyOne. A tentative City Council workshop date is pending. Firefighting & Training; • 2 New Firefighters, Scott Mildrum and Andrew Johnston began their training on June 22, 2009. The two will spend much of July training with Battalion Chief McKay driving fire apparatus and becoming familiar with the different units, equipment and platoons. • Annual Hose Testing began in June. This year’s weather caused only a slight delay in the process with one Engine Company remaining to be tested. • Firefighting crews participated in a number of educational activities at local day care facilities and in support of various community events. • June was particularly busy in the emergency response category. We experienced a high volume of public assist calls, water problems, flooded basements, downed wires, motor vehicle accidents and alarm system malfunctions, all associated with the terrible conditions caused by the poor weather affecting our area in June. • This year Firefighter’s across the country participated in the joint IAFF and IAFC initiative, Health & Safety Week. The purpose of designating an entire week for this initiative is to provide each platoon of the participating departments and entire duty shift to focus on safe practices. Recommended Topics included: o Safety: Emergency Driving Safe Practices o Health: Fire Fighter Heart Disease and Cancer Education and Prevention o Survival: Structural Size-Up and Situational Awareness • Firefighters also received training on the recently purchased warrior model of self contained breathing apparatus. A Survivair representative presented the training. • Human Resources facilitated the delivery of three financial planning seminars presented by ICMA representatives. • Two Engine Companies from each platoon attended training on the properties and recommended handling of ethanol. The training was hosted by Safe Handling and was held at their facility on Rodman Road in Auburn. The Lewiston Fire Department is a mutual aid partner of the Auburn Fire Department and would respond to support the AFD in the event of an emergency situation at Safe Handling in Auburn. Sharing training opportunities such as these provides the opportunity of understanding each others roles and responsibilities in emergency situations. Maintenance Technician & Fire Alarm Division: • Following the CDC’s recommendation for Respiratory Protection for Public Safety Responders dealing with H1N1 cases, Lewiston Fire Department employees will be issued N95 Respirators. Maintenance Technician Nash began the process of fit testing all Fire Department employees. The fit testing will extend into July. • No major apparatus repairs were required in the month June. Routine work such as emergency and non emergency light repair or replacement, loose fittings and general adjustments to fittings were performed. • SCBA shop repairs included routine work to Self Contained Breathing Apparatus. page 28 • Bal Nash, the Fire Department’s Maintenance Technician attended the New England Fire Apparatus Emergency Vehicle Technician annual seminar in Springfield MA. The topic of this year’s seminar was Emergency Vehicle Electrical Systems/Multiplexing. • The Master Fire Alarm Box @ Marden's Warehouse was replaced due to age and deterioration of the electronic components. Fire Prevention: • During Tenement Inspection season, inspections are scheduled each Monday PM and Friday AM/PM. The inspection program presents firefighters the opportunity to visit and inspect buildings and businesses in a non emergency mode. Emergency contact information is updated and the fire crews meet with the building representatives and owners as they tour the property to discuss issues related to the inspection process and fire safety in general. o Total Inspections Completed in June: Fire Companies and Fire Prevention Inspectors completed a total of 75 various type inspections. o Tenement Inspections: Of the 69 tenement building inspections completed, infractions were minor and building owners with violations were provided ample time to complete the required work prior to a pre- determined re-inspection date. o Sprinkler: 4 commercial properties were inspected with minor infractions noted. o Vacant Building: 2 vacant building surveys were completed. The information obtained was added to the list of vacant buildings which is shared with fire personnel, other agencies and city departments such as code enforcement. • The Fire Prevention Bureau hosted an automobile fire investigation class in conjunction with the International Association of Arson Investigators. The class was held at Bates College. Firefighters assisted in the process by conducting a burn of two vehicles and investigators then began their efforts to determine the origin and cause of the fire. The vehicles used in the burn and investigation were provided by Any Time Towing of Lewiston. • The Fire Prevention Bureau hosted a booth at the annual Business to Business Trade Show. Fire Stations: • Sub-Station boiler conversions: Damon Mechanical began their work to replace the sub-station boilers with energy efficient natural gas units. The work is being completed in the main St., Sabattus St., and Lisbon St. Sub-Stations. The Main Street and Lisbon Street Stations required a small amount of asbestos abatement in the boiler rooms and in a few other areas of the Fire Station. The installation is complete at Main Street and Lisbon Street Station. Unitel has not completed the natural gas service hook up at this time. Work in the Sabattus Street Station began the last week of June. • The Central Station Parking lot was sealed and striped. • Minor electrical work was completed as a result of a recent complimentary inspection performed by the State of Maine Bureau of Labor Standards (BLS). The inspection of Fire Department buildings provided a detailed review of all living and work areas. Compliance with labor standards is key to establishing a work environment where employees make safety their number #1 priority. page 29 Human Resource’s Report Under the newly negotiated testing guidelines with the police and fire unions, we tested 16 firefighters for the position of Lieutenant and 11 Lieutenants for the position of Captain; also, 40 Patrol Officers/Detectives were tested for the position of Sergeant. Two new Firefighters were hired and we conducted our portion of the orientation program. Continued to work on preparations for the City’s Employee Recognition Program to be held in September. June marks the end-of-the-year for our workers’ compensation Safety Incentive Program where we obtain certificates to area restaurants for all affected employees. New rates of pay went into effect on July 1st which means new rates have to be manually inserted into the payroll system for all employees. The Health Insurance Incentive Program begins a new year also on July 1st and those receiving an incentive for not participating in our health insurance are given a stipend—approximately 75 employees. New Employee Safety Orientation Program was administered to the new hired firefighters and Public Works/Recreation summer employees, including Bloodborne Pathogens, Back Safety, Hazardous Communication and Lock-Out, Tag-Out Programs. Conducted a number of Accident Investigations—relating to both employees and citizens. Conducted a number of Public Works On-Site Inspections for OSHA compliance. Safety Coordinator attended a Incident Command certificate program and successfully completed the Advanced Incident Management/Unified Command program. Worked with the union regarding the reclassification of a vacant position. Developed a database for tracking employee training in all departments. Worked on amending our policy regarding purchasing cards and cell phones. Reviewed and discussed the pros/cons of establishing a Cell Phone Policy when operating a City vehicle. Met with ICMA representative to discuss and amend our Retirement Health Savings Plan Document as it pertains to the Forfeiture Provisions. Met with representatives from the Maine State Retirement System to review their new payroll reporting requirements which will require programming changes to our system. Met with our workers’ compensation Third-Party Administrator to review status of all pending cases, both ongoing and newly file claims to discuss settlement options and strategies. Developed and awarded an Employee-of-the-Month for July. page 30 Information Technology Report Software research for Planning & Code Enforcement The current software application is in need of replacement due to the incompatibility with other City software. Following the guide lines set by the Citizens’ Commission on Lewiston and Auburn Cooperation Gil Arsenault and I asked Tyler Technologies to provide names of Communities that are currently using their software. We visited Scarborough’s Planning Department for their take of the Tyler Product. Tyler Technology set up a demonstration here at City Hall for both the Planning/Code and the MIS Department. We are still in the evaluation process. Server and Thin Clients for the Library Rick received funding from the Gate Foundation to replace the very dated computers at the Library. After reviewing the Library’s needs I recommended a Server and Thin Client system. This will give Rick the greatest flexibility and expandability in the future. The first year funding will cover the Server and 10 Thin Clients. The hardware and Software has been ordered and installation is scheduled for the month of July. Updating Social Services The application that Social Services runs has been updated. When this new software was installed it created a conflict with the current and dated hardware and had to be uninstalled. The solution was to purchase new PCs for the entire Department. Now the Department has all the same hardware and the updated application runs without issue. Answers to Council Questions During the Council Meetings questions are asked by Council that need additional research to be answered properly. The questions were answered but not available to the Public. A new web page was created and launched to allow access. New Punch Machines There has been an on-going issue with the Punch Machines at the Solid Waste Facility and the Operation Center. The issue was a connectivity problem due to the remote site and the VPN connection. The MIS Department was spending many hours per month to re-establish the connection. Northeast TimeTrak demonstrated a new device that would eliminate our connection problems. The unit selected was Trax-E-BC (Ethernet-Barcode). The new units will be installed in the month of July. Printer Management We are reviewing the number of printers and the cost per print. Currently we have 27 printers in City Hall. The cost per page ranges from $0.021 to $0.14 per print. Our volume is over 25,000 pages per month. I am working with the Purchasing Director to have Print Management Companies demonstrate software applications that will assist us in reducing and consolidating the number of printers we have. We are also reviewing maintenance contracts with these companies. City Ordinance Revision History This information has been moved from the City’s Intranet to the City’s web site for public access. This information includes the letter of intent as well as old language for the last decade. All this information has been made searchable for the user’s convenience. page 31 Keystone The MIS department’s Ron DeBlois converted our files to be compatible with the major tax services format. FTPed (File Transfer Protocol) these files to the tax services companies. GIS Layering and Map requests A revision of school-sending district layers was done for Montello, Geiger, and Farwell schools. Map request come from in-house as well as from the public and for the month of June 44 maps were printed. Printer Ink Purchasing The MIS Department’s Peter Parker has been purchasing printer ink for all departments to help reduce cost. In the month of June, Peter has saved $483.42. For the year of 2009, Peter has saved the City $3075.86. Savings are based on current retail pricing verses actual purchase price. Monthly Reoccurring Functions The MIS Department provides a Help Desk Service to the entire city. These services or functions are varied in technology and in length of time for service. The total number of service requests or work orders exceeded 300 for the month of June. The range of work orders are as follows: • Simple reboot of one’s PC, • Printer troubleshooting and installation, • Updates/additions/modifications to pages on the Web site, for June 80 pages, • Data import/export, • Image manipulation, • Scanning, • Formatting/burning of CDs and DVDs, • PDFing, • Application software updates, configuration, and troubleshooting, • Product research and selection – for the departments of LPD, Comm. Dev., GA, and LPL, • Hardware upgrade – hard drives, RAM, monitors, and mice, • Network connectivity diagnostics, • Virus and Malware eradications, • Audio Visual setup and maintenance, • Photography and camera support, • Recon for Treasury every Monday and Wednesday, • ACH for Auditing every Monday, • EFT for Auditing every Wednesday, • Tax Lien process for Treasurer, • Tax Liens notices and labels complied and printed, • Mortgage list and labels reformatted and printed, • Daily tape backup and rotation of Unix system, • Daily review of system health and status, • Backup to external hard drive for all data, sample restore done weekly, • Telephone administration – add, remove, and update – telephone directory changes, • Replace telephones or have telephones repaired, • Novell system administration – add or remove accounts, • GroupWise administration – add or remove accounts. page 32 Library Report Attached is the Library's report. Rick is out on vacation this week so I'm sending a summary of statistics for the month of June at his suggestion. LPL's story for June is a strong one. A couple of things to note: - Circulation is up 21% over June of last year, up 5% YTD over last year. - Daily average door count is up 16% - Attendance at events continues high, as does use of LPL's meeting rooms by community groups - Web site activity and audiobook download activity are new data points, so there are no year-over-year comparison numbers yet, but patron use has been brisk - The cataloging department has been highly productive, adding 57% more titles to the catalog this June over last. % YTD YTD % Jun-09 Jun-08 Change 2009 2008 Change Circulation Adult Nonfiction 2714 2420 12 15963 16458 -3 Audiobook 253 218 16 1464 1302 12 Music CD 224 103 117 1033 811 27 Fiction 2935 2300 28 15067 13915 8 Foreign Language 7 12 -42 49 53 -8 New Books 2872 2350 22 15963 15725 2 Paperback 1247 1375 -9 7528 7958 -5 Magazine/Newspaper 148 152 -3 904 549 65 Teen 1111 648 71 5376 3963 36 Video 659 539 22 4035 3422 18 Total 12170 10117 20 67382 64156 5 Children's Board Books 318 332 -4 1587 1566 1 Picture Books 2605 2067 26 12049 11612 4 Fiction, Easy 1385 955 45 5758 4560 26 Fiction, Middle 1772 1428 24 7894 7524 5 Nonfiction 1534 1363 13 9067 8774 3 Book Reach 400 390 3 2850 3180 -10 Entertainment Video 537 465 15 2661 2715 -2 Other Audiovisual 894 685 31 4745 4745 0 page 33 Misc. (Foreign, Mag., Spec.) 158 130 22 754 940 -20 Total 9603 7815 23 47365 45616 4 Total Circulation 21773 17932 21 114747 109772 5 Door Count (Daily Average) 616 531 16 553761 570 Public Computer/Internet Sessions Adult Internet 2032 1884 8 13050 13199 -1 Children's Computer 308 703 -56 2463 3533 -30 Total 2340 2587 -10 15513 16732 -7 Programs (see list below) Children's (on site) Total Programs 25 23 9 161 166 -3 Total Attendance 769 541 42 2694 2409 12 Children’s (off site) Total Programs 16 3 433 83 34 144 Total Attendance 445 68 554 1713 629 172 Adult Programs Total Programs 6 4 50 20 34 -41 Total Attendance 327 274 19 1,524 1,401 9 New Books Added 1198 762 57 5471 4620 18 page 34 Downloadable Audiobooks (service started 3/9/2009) Items Checked Out 40 n/a n/a 224 n/a n/a Patrons who used service 33 n/a n/a 100 n/a n/a New Patrons 12 n/a n/a 127 n/a n/a Databases Ancestry (Total Searches) 187 403 -54 724 2146 -66 Bookletters (Subscribers) 767 0 n/a n/a n/a n/a Bookletters (Total Visits) 1354 312 334 8786 2590 239 Book Lists (Total Visits) 2 3 -33 26 17 53 Chiltons (Total Visits) n/a n/a n/a 215 0 n/a Heritage Q.(Total Searches) 615 777 -21 2902 5526 -47 Learning Express(Total Visits) 1 25 -96 32 94 -66 Meeting Room Usage Individual Members 58 85 -32 369 577 -36 Community Organizations 68 28 143 394 135 192 Web Site Usage lplonline.org (visits) 9150 n/a n/a 17983 n/a n/a (newly collected) lplonline.org/kids/ (visits) 490 n/a n/a 490 n/a n/a lplonline.org/teens/ (visits) 108 n/a n/a 108 n/a n/a page 35 Programs in Callahan Hall Attendance 6/2/2009 Maine Audubon film & discussion on urban sprawl 25 French Canadian folk dance workshop for youth with J.F. 6/4/2009 Berthiaume 16 6/5/2009 Teen Coffeehouse 45 6/12/2009 Contra Dance with Perpetual e-Motion 66 6/19/2009 World Refugee Day event 152 6/22/2009 Lecture by Mark Richard on the KKK in Maine in the '20s 23 (in child 6/25/2009 Children's Dept. show, magician Conjuring Carroll stats) (in child 6/30/2009 Children's Dept. show, African musician/storyteller Godfrey Banda stats) page 36 Police Report June Statistics and Calls for Service: In the month of June, the Lewiston Police Department responded to 3,347 Calls for Service. The agency initiated 691 vehicle stops in the month of June resulting in 221 citations, 114 written warnings with the remaining stops resulting in verbal warnings. There were 194 arrests of adults and 31 juvenile arrests during this period as well as 115 criminal summonses issued. There were 25 arrests on narcotics violations and 11 arrests for operating a motor vehicle while under the influence of alcohol or drugs. The parking enforcement and patrol divisions issued 834 parking tickets in the month of June. Grants update: The police department received official notification from the Department of Justice that the 2009 Byrne Justice Assistance Grant under the Recovery Act has been given final approval. The Lewiston Police Department has agreed to be the fiscal agent for this joint allocation with our law enforcement partners in Androscoggin County that were eligible for funding. The breakdown in funding is listed below: Lewiston P.D. $250,411 Auburn P.D. $61,930 Androscoggin S.O $20,643 Sabattus P.D $16,156 Livermore Falls P.D $12,565 Total Allocation: $361,705 The police department has also applied for a separate round of Justice Assistance Grant funding under the regular 2009 allocation. If approved the grant allocation would be $60,566 for Lewiston P.D and $14,979 for Auburn P.D. The Androscoggin County Sheriff’s Office, while not eligible for a direct award funding, remains a partner for this application. The police department is actively seeking out additional grant opportunities as they become available and is awaiting word on other grant applications including funding under the COPS grant. Training: In the month of June, several members of the police department’s command staff participated in a two day training session on the topic of Advanced Incident Management/Unified Command put on by the Texas Engineering Extension Service (part of the Texas A&M University System) in cooperation with Department of Homeland Security. Off. R. Landry, a firearms instructor, completed a two week Firearms Instructor Development school at the Maine Criminal Justice Academy. Officer D. Brule just returned from a month- long 192 hour course at the National Computer Forensics Institute in Alabama. All of the training and travel costs were paid by the United States Secret Service and additionally the agency will be receiving computer forensic equipment valued at over $15,000 which was also funded by the Secret Service. page 37 Also in June, Officer Jeremy Somma, a certified accident reconstructionist, completed a 4-day Advanced Pedestrian/Bicycle Crash Investigation course. Officers P. Griffin and R. Guay completed a 56-hour Basic Police Motorcycle Operator’s course and Officers K. Caouette and W. Rousseau were re-certified as intoxilyzer operators. Corporal R. Roberts and Officer T. MacWhinnie completed a TASER instructor re- certification course. All sworn officers completed firearms training in the month of June. Community Policing: Officers participated in several community events in the month of June both on and off duty. Several officers and detectives spent time at Camp Postcard, a yearly event where children and police interact in a week long program. Sworn personnel also participated in several Special Olympics events during the month of June. Sixteen officers participated in the Special Olympics’ Torch Run event held in early June. Several officers also participated in the Special Olympics car wash fundraiser and the Summer Games events. Off. J. Johnson was an instructor and cadre at a police explorer academy for teens held at the Maine Criminal Justice Academy. The school resource officers helped chaperone dozens of 6th grade students in two events in June including a trip to Boston and a Sea Dogs game. A dozen or so officers also participated at the Pettengill School block party event on June 12 and two officers taught domestic violence and family crime awareness training with Somali women. The department is also planning a new Citizens Police Academy due to start in August. This Academy will be somewhat new as we have partnered with the Auburn Police Department to create a multi-jurisdictional police academy with participants receiving instruction from personnel from both agencies as we envision participants going to each agency on alternating weeks and learning about law enforcement and public safety related activities in both communities. The Sheriff’s Department has also expressed interest in participating in this new academy. Volunteers in Police Services: We currently have four volunteers participating in our newly created Volunteers in Police Services program and have received other applications which are under review. These community-minded individuals have volunteered there time to help out around the P.D including clerical work and assisting at community functions. Additional duties being considered include parking enforcement and volunteering with traffic control at upcoming events such as the Dempsey Challenge. page 38 Public Services Report Despite more than 8.5” of rain during this dismal month, we still managed to achieve a lot. The following is a summary of activities involving the Department of Public Services during the month: Administration/ Business Office • Stormwater Utility Billing - The following chart shows a 3 month history of the number of accounts with fees that are overdue by more than 180 days and are in the collections process: Total As of May 1, 2009 As of May 31, 2009 As of June 30, 2009 Fee Type # of # of # of # of Amount Owed Amount Owed Amount Owed Accts Accts Accts Accts Single Family Home 7,312 158 $ 5,585.16 120 $ 4,415.45 119 $ 4,286.41 Duplex Residential 1,061 22 $ 936.81 18 $ 831.81 20 $ 840.00 Base Fee + cost/SF 2,483 78 $ 100,642.42 68 $ 100,196.06 63 $ 89,873.85 Late Fees $ 19,511.87 $ 20,442.69 $ 20,972.01 Totals 258 $ 126,676.26 206 $ 125,886.01 202 $ 115,972.27 March 3, 2009 - City Council authorized collection efforts for those being more than 180 days overdue up to and including court action. March 19, 2009 - City mailed 317 letters to customers who were more than 180 days overdue on their stormwater utility fees giving them 30 days before collections were turned over to City Attorney for additional collection effort. April 24, 2009 - City Attorney mailed 209 letters to customers who were more than 180 days overdue on their stormwater utility fees and had not responded to the City March 19 letter. Gave them until May 8th before further action would be taken. We expect court action will be undertaken soon for the larger overdue accounts. • Vacant Part-time Storekeeper/Dispatch Position – Bob Fontaine retired May 21st , leaving this position vacant. We advertised the 20-hour per week part-time position locally and received 102 applications! Interviews were held for 7 candidates and Ryan Berry of Lewiston was selected. Began work July 2nd . • Other Administration / Business Office Statistics for the Month: Excavation Permits issued 20 Permit Fees = $ 1,533.00 Street / Sidewalk Occupancy Permits issued 8 Permit Fees = $ 333.50 Total # of Utility bills sent 4,970 Utility Fees = $1,191,299.18 Total # of Sewer Utility Delinquent Notices sent 618 Delinquent Amt = $ 115,763.48 Total # of Stormwater Delinquent Notices sent 673 Delinquent Amt = $ 146,455.58 Total # of Water Disconnect Notices sent 596 Delinquent Amt = $ 61,699.70 Collection Calls made 642 # of Accounts = 559 page 39 # of Payment Arrangements made 26 # of Accts Disconnected for Delinquent Water 10 # of Properties tagged for No Customer 23 # of Services shut for No Customer 2 # of Water Liens Filed 85 Total Lien Amt = $ 11,179.30 # of Water Liens Discharged 18 # of Sewer Liens Filed 106 Total Lien Amt = $ 20,241.81 # of Sewer Liens Discharged 38 Buildings Division • In addition to scheduled and planned maintenance of City facilities, responded to 47 E-Gov and 10 email requests for services from various City Departments during the month. • Library Window Replacement Contract ($50,979) - SR Construction installed 13 new Architectural windows for the original library located on Park Street. • Fire Substation Boiler Replacement Contract ($49,215) - Damon Mechanical has started replacement of the boilers for three fire substations. To date, they have installed the Main and Lisbon St. Substation boiler and heating systems. As soon as the gas service is installed, they will complete Sabattus Street Substation sometime in July or August. • City Hall Boiler Replacement Contract ($425,840) – Contract was awarded and Damon Mechanical has just start the replacement of the City Hall Boiler and Heating system. To date they have completed the demo work in the Boiler Room. • Mill 5 Parking Garage Project - Staff had the first coordination meeting with Platz Associates for project. Platz was directed by the City to get the survey data and traffic analysis complete to determine the building layout. Structural design work will follow. • Other Projects: o Met with roofing and HVAC consultants to scope out design of a Roof / Roof-top HVAC replacement project for the Violations Bureau (former courthouse) building. o Worked with Public Works Highway Division to complete ADA improvements to Potvin Park and the Kennedy Park playground equipment replacement. Engineering Division • Maine Department of Transportation (MDOT) o Russell Street Improvements - Provided City representation on the MDOT project, attending weekly construction progress meetings and responding to questions and concerns from the public. o Lincoln Street (Gully Brook to South Ave) - Completed preliminary design on this “Downtown Connector” project funded by earmark funds. Waiting for MDOT to address right-of-way acquisition. o Main Street and East Avenue overlay projects - Bids were opened and Pike Industries was the successful bidder. Award of the $737,791.50 contract was approved by the Finance Committee. page 40 o Riverside Greenway Bicycle/Pedestrian Trail - Began talking to abutters in preparation for acquiring easements for the trail along the Androscoggin River. Developed an architectural rendering of the proposed route to help discussions. o Lewiston/Auburn Traffic Signal Management – Working with ATRC to convert the recommendations of the earlier study into specifications to go out to bid. The project will address traffic signals along the main corridors of the two communities, including Minot Avenue, Main Street, Turner Street, Court Street, Center Street, and Mollison Way. Project estimate is $350,000. • Streets & Sidewalks o South Lisbon Rd Rehabilitation Project - Installed surface bituminous asphalt paving. o Old Chadbourne Road Rehabilitation - St. Laurent & Sons mobilizing to begin construction. o Completed sidewalk reconstruction on Pine Street (Bates St to Webster St), Knox Street (Birch St to Adams Ave) and Maple Street (Spruce St to Adams Ave). • Clean Water o Goff Brook CSO Storage Project - Engineering designed the project and bids were opened for the Goff Brook Storage Project in late June. St Laurent & Son is the apparent low bidder at $723,000 and award is expected to be approved at the July 20th Finance Committee meeting. This project is being funded with economic stimulus money and we are talking to DEP to expand the scope (to take advantage of favorable bond funding) since the bid price is considerably lower than budget. o United States National Pollutant Discharge Elimination System (USNPDES) Phase 2 Permit - The required second 5-year plan was completed and accepted by Maine DEP. An outreach program for water conservation and pollution elimination was continued, with meetings and mailings. • Drinking Water o The City finalized and signed an Engineering Procurement Construction Management (EPCM) contract, with Camp, Dresser, & McKee’s construction arm, to build a $7.7 million Ultra Violet Treatment Facility at Lake Auburn. This is a joint facility with Auburn and is funded by the economic stimulus monies as part of the American Recovery and Reinvestment Act of 2009 (ARRA). Numerous meetings were held to obtain needed approvals from the Maine Drinking Water Program, City Council and City Finance Committee and the counterparts in Auburn. o Negotiated and signed a Memorandum of Understanding (MOU) with Auburn Water District for the joint design and construction of the UV facility. o Old Chadbourne Rd (Chadbourne Rd to deadend) Water Line Replacement – St Laurent & Sons started construction. o Horton Street (Birch St to Ash St) Water Line Replacement - Advertised for construction bids which will be funded by CDBG funds. o Negotiated and signed an Administrative Consent Order from the Maine Drinking Water Program without onerous or burdensome conditions. • Development Review - As part of the Staff Review Committee, reviewed four projects, including expansions, new development as follows; o 802 Sabattus Street Lisbon Community Credit Union: new credit union being constructed at intersection of Old Greene/ Sabattus and Montello, adjacent to Roopers o 1380 Sabattus Street Change Of Use: residence and garage being converted to home daycare and antique shop o 1417 Sabattus Street Retail Space : garage being converted to antique shop o CMMC Emergency Department Addition, Off Site Improvements: CMMC remodeling emergency room and doing off-site improvements in support of the new addition, to include relocated cross walk with flashing lights, new curb cuts and raised islands to improve traffic flow along Main Street • Paving Program page 41 o Bid annual paving program, which was awarded to Pike Industries. o Pavement reclaim annual contract bids to be opened in July • GIS o Various development updates to GIS landbase layers, including impervious surfaces, ie new Geiger Elementary, Tractor Supply Co., other minor new construction o Updates to Water Layers to reflect new water main construction, extension, and corrections to transmission main to more accurately reflect actual as-built location across river. o Parcel updates, major subdivisions, ie Gendron Business Park Ph II and Apple Valley Est. for April 2009 tax mapping. o Coordination with Auburn on shared enterprise GIS server(s), backup and data integrity strategies o Developed new applications (GIS websites) for specialized, ie Impervious Surfaces GIS. o Application adjustments on new web based GIS applications based on feedback, general performance tweaks o GIS application training to various internal individuals, as needed o Attendance of regional utilities GIS group meeting • Structural Evaluation - Consulted on various structural engineering issues for different city department. • Inventory - Performed annual field survey at the operations center of various stock piled material to determine use from last survey. Street Light Division • Electrical Work o Responded / Repaired / Replaced 28 Street Light concerns o Responded / Repaired / Adjusted 13 Traffic Signal concerns o Repaired ventilation system in Flouride Room at Lake Auburn Intake Facility o Replaced defective pump for the Solid Waste Facility Leachate Collection System (confined space entry required) o Repaired defective pump and motor controller at Water Street CSO Storage Facility o Repaired damaged block heater outlets for trucks at the Public Works Annex Bldg o Repaired a flage pole at Lewiston High School sports complex o Worked with City Arborist to remove City owned tree on Sabattus St damaged by ice last winter o Removed several trees / posted signs at City’s Upper A Hydro Facility to address findings of recent Federal Energy Regulatory Commission (FERC) inspection. • Code Enforcement Electrical Inspection o Performed 41 Electrical inspections producing $1,300 in fees o Responded to 2 electrical complaints from public o Responded to 2 electrical emergencies o Participated in 10 electrical consultation requests o Responded to 251 “Dig-Safe” requests o Responded to 0 fire or salvage calls during the month • Instrumentation / SCADA (50% AWD/ASD funded) o Removed / replaced 2 pumps at Lewiston Junction pump station (Auburn) o Installed flow meter & telemetry and programmed instrumentation for Riverside Dr CSO (Auburn) o Reconfigured reporting for Water Quality (Lewiston & Auburn) o Replaced air compressor and vacuum pump at River Rd 2 pump station – suspected lightning strike (Lewiston) o Reconfigured control system program at the Water St CSO Storage Facility to improve efficiency (Lewiston) • Pump Stations page 42 o Performed regularly scheduled operations & maintenance including: ∇ Weekly cleaning of probes in 14 sewer lift stations ∇ Weekly PM checks for standby generators at 14 sewer lift stations and 3 water pump / treatment stations. ∇ Weekly PM of components at 14 sewer lift stations and 2 water pump stations ∇ Daily calibration & check of instrumentation at Lake Auburn Intake Facility, Main St Water Pump Station, Central Ave Water Pump Station, Ferry Rd and Webber Ave Water Storage Reservoirs ∇ Daily raw water sampling and replenishment of “day tank” water treatment chemicals (done 7 days per week) o Ordered / received chemical shipments o Installed new Water Quality sample line and disinfected and made ready for use Pump #1 at Main St Pump Station o Cleaned & repaired raw water screens at Lake Auburn Intake Facility Water & Sewer Division • Daily maintenance activities conducted by assigned workers include: o Emergency Standby (security gates at Lake Auburn) o Reading water meters o Testing/repairing/replacing water meters o Flushing hydrants o Mowing lawns at all water & sewer facilities including Lake Auburn watershed properties (joint with AWD) o Located water & sewer utilities for Dig Safe excavations o Open/Closed water services for customer requested repairs (internal plumbing) o Posted customers for future shut of water service to delinquent customer accounts o Shut/Open water service to delinquent accounts • Crews conducted the following work: o Repaired/replaced 4 water valves o Repaired 3 water main leaks o Checked for 2 possible water leaks o Installed 3 new water meters o Made 1 new water service connection o Relocated several water services on Russell St (related to MDOT project) o Cut/removed 1 abandoned water service connection o Emergency shut 1 water service for customer requested repair o Repaired 2 hydrants o Relocated/raised 5 hydrants o Checked/cleaned water valves o Reset curb and repaired erosion of access road at Main Street Pump Station o Lowered/adjusted or repaired manholes on Russell St, Strawberry Ave, Orchard Cir., Theresa Ave, McNamara St, S. Lisbon Rd., Pleasant St, Steven St, Pond Rd. o Repaired sewer cave in on College Street o Flushed/cleaned sewers o Video inspected sewers o Resolved 1 sewer backup o Site cleanup and maintenance at Tall Pines sewer pump station, Montello reservoir o Excavated for new security gate at Lake Auburn boat launch o Special Operations training refresher to handle sodium hypochlorite spill at LAWPCA page 43 • On June 26th, a DEP field inspector inspected the No Name Pond septic system, the combined sewer overflow (CSO) storage facility on Water Street and a CSO manhole on Cottage Street. The DEP inspector also reviewed the bids that came in for the upcoming Goff Brook CSO storage facility. We received a report from DEP documenting the inspection. The inspection and report did not find any deficiencies that need correction. • Lewiston-Auburn Water Pollution Control Authority (LAWPCA) Board of Directors met on June 12th with the regular financial and plant operations reports and the following items addressed: o Apportionment for May 2009: Lewiston=57.34%; Auburn=42.66% ∇ Flow: Lewiston = 219.73 MGal; Auburn = 122.6 MGal ∇ BOD: Lewiston = 298,548 lbs; Auburn = 350,001 lbs ∇ TSS: Lewiston = 295,518 lbs; Auburn = 215,117 lbs o Anaerobic Digestor Feasibility Study – CDM expects to have draft final report in July. A visit to two existing sites in New Hampshire is planned for July 9th. o Little Brown Church proposed “A Swing and a Prayer” development land request. o Project Updates for ∇ Disinfection, Return Sludge Pump & Electrical Project ∇ Boiler Replacement Project ∇ Raw Sewage Pump #3 VFD Replacement ∇ Biosolids Environmental Management System (EMS) Accreditation ∇ Pretreatment Local Limits • Lake Auburn Watershed Protection Commission – Met on June 30th with the regular financial and water quality reports and the following items addressed: o Status of Route 4 Boat Launch automatic gate installation o Status of American Recovery & Rehabilitation Act funding for Joint UV Water Disinfection Treatment Plant o Preliminary Report from Comprehensive Environmental Inc. regarding Watershed Master Plan Update o Communication from Roger Bouvier (Current Chairman) concerning his retirement from the Commission. Roger had served either on the Auburn Water District’s Board of Trustees or the Watershed Commission for the past 27 years! Auburn Water District’s Board of Trustees will identify a replacement. A new chairman will be selected at the next meeting. Other Meetings / Info • June 4th APWA Highway Congress in Skowhegan – City received two awards from the American Public Works Association (Maine Chapter) and Institute of Municipal Engineers: o 1st Place (Large City Category) for Water St CSO Storage Facility (This project also won an award for Sargent Corp from the Associated General Contractors (AGC) group) o 3rd Place (Large City Category) for Old Greene Rd – No Name Pond Rd Rehabilitation Project • June 15th Portland North Small Starts Commuter Rail Alternatives Analysis meeting at AVCOG • Androscoggin Transportation Resource Center (ATRC) Policy Committee Meeting was cancelled this month. page 44 Public Works Report Municipal Garage Division • General maintenance on 123 vehicles: 73 Public Works/ 15 Public Services/ 4 LAWPCA/ 2 School/ 8 Sheriff/ 16 Police/ 5 Landfill • Maintenance on small equipment i.e. wackers, mowers, trimmers, including Public Services • Major repairs to 5 vehicles: • Unit #52 (excavator)Rebuild Wain Roy • Unit # 308 (loader backhoe) Repair hydraulic cylinder and Wain Roy • Unit # 310 (10 wheeler dump)Clutch • Unit # 819 (pickup)Engine, trans, brakes,and body • Unit # 807 (pickup)Body • Unit # 303 (sewer flusher) pressure relief valve and water manifold. • Repaired Tall Pines pump station exhaust, the Shredder Plant dock plates/ baler door/ safety grates. • Research and wrote specs (to be submitted after July 1st) on pickup trucks, sander truck chassis and cab • Began research on an excavator Highway Division • Completed rapid response trailer set-up including trailer/hookup, inventory and estimate and submitted to LFD. • Completed research on Dog Park and estimate for Council. • Surplus Equipment list complete and submitted to Norm Beauparant. Contact from NY interest for the 1985 Bombardier. • Old Greene Road and No Name Pond Road – shim and surface was complete end of June. • Asphalt Zipper Demonstration on Sandy St. Cost of equipment $120,000 • Completed Dog Park estimate to fit $11,000. • Lining for games (2) tons MVP infields/Sports Fields scheduled to top dress LAP, Franklin Main, Franklin Practice Soccer • Set up goals and lines for Summer Soccer leagues • Graded Chadbourne Road • Pothole Patching River/Cotton Switzerland Upper College Locust Strawberry Avenue Orchard Circle Nichols Street • Tree calls • Updated Switzerland Road rehab estimate. • Kennedy Park Pool opening detail including, trailer setup, painting pool deck, cleaning filter house, and draining, cleaning, refill and adding chemicals to pool. • Installation on new ADA equipment – Lionel Potvin Park complete • Parks & Cemeteries pre-season cleaning in progress/parks inspections/reset some headstones and cut back brush in GAR, Herrick and Davis cemeteries and brush cutting in Randall Road Softball Complex. • Flag detail • Graffiti detail, set up water system on soda blaster and completed work at Kennedy, District Court and City Hall • Irrigation calibration (mostly out of service due to rains) page 45 • Franklin Tennis blown with backpack blower (cleaned) • Installed carsonite fencing on LAP outfield • Graffiti – control boxes at Sabattus St. and Plourde Parkway • Completed as-builts for new storm drainage at Roland Avenue, Eaton @ Sabattus, and Anne. Kennedy Park, – forward to LPS for GIS mapping • Installed Kennedy Park equipment installation • Landscaped areas – mulching, raking and prep. including plantings • Recycle signs in inventory • Cave-in repairs i.e. Park St. @ Chestnut 5 Brault Bates Street Sabattus @ Main 124 Howe Brault @ Roland • Street line painting complete – contracted but supervised • Painting downtown crosswalks & parking stalls (ongoing) hampered by wet conditions • Completed Lincoln St. flower beds estimate for next years funding • Cleaned Catch basin cleaning started in April – 319 cleaned/ 61 Cubic Yards material. • Installed beaver deceiver – Stetson Road • Culvert Replacement at 329 Stetson Road • Catch basin repairs at 143 & 150 Rideout • General Patching Park St. 29 Blanchette 50 Sherbrooke 19 Kennsington 90 Spring North Temple @ Rachel Blvd. 22 Champlain 6 Frye 127 Howe 134 Main Wood Street Kennedy Park Berm • Completed Lawn Repairs 65 locations • General Paving Lexington Main @ Mason page 46 Randall @ Macadonia Industrial Parkway Morse @ Mason 264 Webster Cotton @ River • Completed night sweeping program July 1, 2009 – entire City swept once - 1176 cubic yards material swept. • Produced 500 cubic yards sand. • Raised branches in Kennedy Park, Ricker Park, Main Street, East Avenue • Orientation and Safety training and equipment training (i.e. sidewalk vac.)for temporary Summer help • Follow-up i.e. Commercial Street Cotton Road 351 Randall Department Meetings • June 4th, 2009 – 18th Annual Highway Congress held in Skowhegan, Maine. The Highway Congress hosted by the Maine Chapter of the American Public Works Association (MCAPWA) includes training put on by the State of Maine Local Road Center, about 100 vendors to speak to and ask questions of various equipment and products, over 700 people in attendance from over 100 communities and agencies, and most important the annual plow roadeo. Lewiston received two awards during the closing ceremony which included the storm water storage project on Lincoln and the No Name Pond and Old Greene Road Rehabilitation Project. About 20 people attended from both Public Works and Public Services. • Supervisory Meetings Bi – Weekly to discuss project taking place within a two week period, unplanned projects, ongoing projects, upcoming projects, budget, customer concerns etc. • Labor Management Mtg -monthly meeting where union officers and management discuss both management and union worker’s concerns. • Op Center OT Mtg to discuss the current protocol for planned and unplanned overtime at the Operation Center. This meeting resulted in a memorandum agreement that will be drafted and signed by both union and management some time in July • PreUtility Mtg East&Main – Lead by Project Engineer Al Richards to discuss utilities, pre -construction, and pre-paving • General Construction Bid Mtg with Norm Beauparlant to discuss bidding out general construction services that LPW is unable to get to in a timely fashion. • CDBG Mtg/Equipment – Dog Park whether or not CDBG funds can be used for building a dog park and for purchasing equipment. Yes, CDBG funds can be used for a dog park. No, equipment cannot be purchased. • Landfill Expansion progress meeting, held weekly. Attended by the General Contractor Sargeant, Engineer / Project Mgr. - CMA & Summit, MEDEP regulatory staff - engineering & project mgr., Rob Stalford & Norm Beauparlant. Meeting cover - progress to date, construction issues / resolutions, change in projected milestones towards completion, change-orders, etc. • Beauregard equipment on issues with the Case grader and ideas on preserving the paint on the Case loader at the landfill. • Northland Holder on challenges with the Bad Boy mower. • H.P. Fairfield on the refurbishing Trackless. • One on one meetings held weekly (at this time) between Operations Manager and district supervisors, and meetings held between Deputy Director and Operations Manager and Superintendents. page 47 Recreation Report ADMINISTRATION Lewiston-Auburn Youth Court: Students from Lewiston High School were educated in the knowledge, skills and values, as well as, the structure and function of the justice system. As youth court members they were educated to function effectively in their roles as judges, district attorney, defense attorney, bailiff and court clerk. The last court hearing took place in April at the Lewiston District Court. The final wrap-up meeting with staff and youth was in May at the Auburn Library. We are all looking forward to the upcoming 2009-2010 season. The Director of Recreation is the trainer for the Lewiston Youth Court program. Lewiston Youth Advisory Council: A farewell to the graduating LYAC participants was held this month in the Council Chambers. Youth were thanked for their years of service and received tokens of appreciation for their service and dedication. Also, interviews were held for new members and returning members. Great ideas were flowing and exchanging, we look forward to another successful, adventurous season. Peace Team Project: A meeting was held, with the Center for the Prevention of Hate Violence, to discuss a partnership between the Department and the Center. If funded through Empower Lewiston, this project will support a recreational component, a weekly after-school recreation program for Lewiston Middle School students, who will be involved in the bias-related conflicts and/or committed to creating a safe and respectful community. The Peace Team combines CPHV’s expertise facilitation and bias prevention and the Department’s expertise in recreational programming for youth. Safe Haven Projects: Two very noteworthy sustaining projects are making there way to the headlines. The first is the Jumpinjobs4teens.com website. The Safe Haven Committee wanted to make finding a job, in Lewiston/Auburn and Androscoggin County, easier for teens between the ages 13 through 17 years. A contest was held to name the website, two youth, one from L.H.S. and the other form E,L. were the winners, the website name is Jumpinjobs4teens.com. A web developer and marketing group were hired to help develop this searchable website. A two hour meeting to discuss the website was held at the Department, in attendance were twelve youth, Encompass Marketing, Krack Media, and the Recreation Director. The group asked and answered many questions regarding the site, the content pages, resume builder, labor laws, first paycheck, expectations etc. The meeting was very informative and exciting. At the end of the meeting everyone enjoyed pizza, beverages, and dessert! The jobsite information debuted at the June, Business to Business Tradeshow. All comments from businesses were very positive and encouraging. We hope to launch the website by August 1, 2009. The second project is a video production. The goal of the video is to educate youth to become aware of the affects their body language communicates to their peers. The video content will teach youth how their use of facial expressions, gestures, clothing etc. affect the way they communicate to others and how it may affect the way people relate to them. Primarily, the video content answers the question, “What are you saying with your body language” as the body speaks for more than half of the message being conveyed. Youth from Lewiston/Auburn and Androscoggin County will be role playing several scenarios within the video. The content of the video reflects the information gleaned from the hundreds of surveys that youth completed. A professional video production company Trademark Productions is contracted to produce the project. The Safe Haven committee is looking forward to the upcoming script, screening dates and video production. Able-National Able Network-Senior Community Employment Program (SCSEP): page 48 The Department continues to work with this agency, we currently have four workers at the Armory who work 20 hrs. per week assisting the maintenance staff with janitorial related work. In addition two workers are located at the MPC, the Lewiston Senior Citizens program, one helping with clerical work and the other secretary. Regional Community Justice Coalition: The RCJC coalition promotes safe communities by reducing crime and violence in Androscoggin, Lincoln and Sagadahoc counties by fostering collaboration, providing leadership and developind funding opportunities for the above partners. As a Coalition and with the guidance and help from Volunteers of America (Fiscal Agent) the group submitted grants to several entities for funding. If funding is approved, the Coalition will continue its work and best practices. We are all so fortunate to work as a sustainable team. Summer Youth Employees: A training program was held for all summer youth employees. Seventy-nine employees attended the program which included MSDA/MRSA/Blood Bourne Pathogens training, First Aid, Sexual Harassment, Lice Hygiene, Payroll and Work Med, Summer Nutrition Program, City Policies, etc. Special guests attended the training, Mayor Laurent Gilbert and Kerry Hayes from the Lewiston Municipal Credit Union. Mayor Gilbert introduced the U.S. Conferences of Mayors National Dollar Wise Campaign. The Campaign focuses on teaching youth about there paycheck, establishing a savings goal, introduces them to the importance of having a savings and/or checking accounts etc. Mr. Hayes introduced himself and gave a brief overview of the components he will be focusing on and presenting to the youth staff throughout the summer. Program Binders: We are in the process of updating informational binders for each program operated as part of the Department. Each binder is divided into sections: Emergency Information, Program Information, Personnel Information, Facility Information, Specialty Membership Information (i.e., membership in USA Track & Field, etc.) and other sports related information specifically pertinent to the sport that binder represents. Office Efficiencies: The hiring process and paperwork associated with this hiring process was streamlined differently and was very effective. We also implemented a new fee collection process for field trips (Camp Smiles). A two part payment plan for field trips is now in place and is working very well. Summer Payroll: The Department payroll more than doubles in the month of June. This is due to the number of temporary summer staff hired to supervise and implement the various programs. Approximately eighty staff are hired for eight weeks during the summer. Camp Smiles Receivables: All receivables which include field trips, weekly and daily payments for full and part-time campers, tracking payments, adjusting schedule of payments, reminder phone calls etc are processed daily, weekly, monthly. Over a period of eight weeks approximately $35,000 is collected from United Way (TOPS), Department of Human Services, parents and guardians. Scheduling of Facilities: Spring and early summer athletic field-use scheduling was extremely busy. Schools sports, senior and junior (new program) legion baseball, department programs such as LaCrosse, track and field, tennis, adult softball etc. were all page 49 affected by the rain. Legion and adult softball and some school summer programs, recreation programs are rescheduling in hopes of getting “their games in” for the season. The organizations and groups booking the parks are also feeling the “rain pressure”. Most groups are rescheduling some of their events in July. RECREATION PROGRAMS Summer Programs: All summer programs are in full operation – Day Camp, Youth and Adult Tennis, Track and Field, Play Days, Gymnastics, Kennedy Park Aquatics, Wednesdays in the Park, Adult Softball (Spring/Summer) etc. Wednesdays In The Park: This program is over twenty five years old. It is financially supported by businesses and non profits throughout Androscoggin County. Both the Lewiston and Auburn Recreation Departments are responsible for the program locations and entertainment. The event is held every Wednesday throughout the summer, at four parks in Lewiston and four parks in Auburn. These entertainment showcases amaze hundreds of youth and adults throughout the summer. The first showcase was held June 24 at the Multi-Purpose Center (rain site). National Night Out: Plans are underway for the National Night Out event to be held at Kennedy Park, August 4. This annual crime and drug prevention event is sponsored by the Lewiston Police and Recreation Departments, and Lewiston Police Athletic League. Joining the event this year will be the Lewiston/Auburn Health Council and the National Guard. 2009 Gymnastravganza: This was held Thursday, June 18th, 2009 at 4:15 pm at the Multi-Purpose Center gymnasium. All gymnastics class students participated in an end-of-year show for parents and friends. The Gymnastics Team also performed. This was run as if it were a typical gymnastics meet with all four apparatus (uneven parallel bars, vault, floor and beams) set up and running at the same time. The department received many compliments from spectators. They were extremely impressed with the skills learned by the gymnasts and were please with the over all gymnastics program. Summer Playdays: There are thirty (30) participants in this viable Playdays program. The Department was successful in soliciting the funds needed to operate this program for the full eight weeks. The following groups donated to the Program: Lewiston Police Athletic League, Kiwanis, Empower Lewiston, Weed & Seed/Safe Haven, Auburn Exchange, Lewiston Assoc. of Firefighters IAFF Local 785, the Optimist Club, and CDBG funding. Tennis Program: The Department applied for a grant for the Kinder Tennis Program through USTA New England. The amount received allowed us to implement a new “Quick Start” tennis program for youth ages 4 yrs. to 7 yrs. The grant covered the purchase of 4 EZ nets, 4 EZ court lines, 7 dozen balls and also allowed the Director and three instructors to participate in a USTA coaches workshop held in Portland. The workshop taught the staff about the Quick Program and all its benefits. Prime Time After School Program – Food Grant: page 50 An application for the grant renewal for USDA Child & Adult Food Care Program (CACFP) – was submitted June 8th. This funding allows for a healthy daily snack for the participants in the After School Program held at the M.P.C. Lacrosse Program – Boys & Girls Grades 2 through 8: A warp up meeting was held June 30th. Staff met with the Lacrosse Director and volunteer coaches to review the season, return equipment and discuss any concerns. All coaches had an opportunity to share their thoughts. New Programs: Several new programs (self-supporting) were introduced to the community. Some programs were at the request of the public and others were department driven. The department added four year olds to the Kiddiesticks LaCrosse program, introduced Quickstart Tennis to the Kinder program, a summer girls field hockey instruction program, for 6 yrs. to 14 yrs., was introduced, as well as, a girls summer softball skills program. Summer gymnastics will be offered at the MPC for youth 3 ½ yrs. to 12 yrs. Finally, the Department is piloting a practice soccer program for resident youth. Funding from the Weed and Seed project allowed the Department to purchase two sets of soccer goals to help complete the program. To date there is one resident soccer group on board. ARMORY AND M.P.C. FACILITIES Energy Audit: Staff continues to work with Ian Houseal regarding energy audits and prevention and intervention programs that can be implemented throughout the buildings. Special Events: The Lewiston Middle School held their yearly, eighth grade promotions at the Armory on June 16th. Lisbon High School held their yearly graduation ceremony on June 13th. Lewiston Middle School students and The National Guard had a special event at the Armory. An inflatable obstacle course was set up in the building and a climbing wall was located outside. It was great fun for students and staff. Camp Smiles is housed at the Armory throughout the summer. The maintenance staff prepares the building several weeks in advance to accommodate the needs of Camp Smiles, as well as, other programs and events. Several meetings and events were held at the M.P.C. The following are some of the June activities: Lewiston Senior Citizens general meeting and ice cream social, school events, African Immigrant Assoc. cultural night, Sandcastle pre-school graduation, Tutoring, Firefighters exams, After School Program, Play Days, gymnastics, L/A Veterans, Franco American War Vets, Just Us, Big Brothers/Big Sisters, Bureau of Parks and Land meeting, CMP meeting, A.C.A., etc. DEPARTMENT RECOGNITIONS Mayor Laurent Gilbert recently acknowledged the Recreation Department at a City Council meeting. He stated that Governor Baldacci was very impressed with the Department staff for their hard work and great programs. Raising Maine Magazine Publication: The Recreation Department Director was featured in an article in the June addition of The Raising Maine Magazine, “I was very please to be featured in this magazine, and to have an opportunity to bring attention to this great City, its resident, my department, my staff etc.” page 51 Social Services Report Statistical Activity June FYTD Office Traffic (Duplicated)___ 689 7,346 New Clients________________ 76 939 Households Served (Unduplicated) 179 673 Housing Expenditures ______ $45,271.67 $540,609.17 Total Expenditures________ _ $50,533.32 $625,998.08 State Reimbursement ______ $24,947.20 $310,642.98 SSI Reimbursement_________ $1,304.35 $38, 673.86 Other Reimbursements______ $ 638.93 $ 2,355.62 Actual Municipal GA Cost_(net) $23,642.84 $274,325.62 Workfare _____________ Total hours performed 2,507 23,465.75 # of households 60 693 Monetary value $18,175.75 $169,165.07 In the month of June, 689 households (duplicated) were seen by the social services staff. At the beginning of the fiscal year we were seeing households numbering in the mid 500s per month and we are now seeing households numbering in the mid to high 600s. We hit a high number of 718 households for January 2009. YTD our duplicated households number 7,346. In the month of June, 76 new clients (unduplicated) applied for GA. At the beginning of the fiscal year we were seeing approximately 60 new clients monthly and we are now seeing numbers in the high 70s and 80s. We hit a high number of 101 new clients in December of 2008. In the month of June, we assisted 179 households (unduplicated). At the beginning of the fiscal year, we were assisting approximately 150 households and we are now averaging 170 plus households monthly. We hit a high of 199 households in December 2008. YTD we have assisted 673 unduplicated households. Housing costs are our highest expense. Of the total amount of $50,533.32 that was expended in June, we paid $45,271.67 for housing costs. YTD total GA expended was $625,998.08 and YTD housing costs totaled $540,609.17 Of the total amount of $50,533.32 that was expended in June we will be reimbursed $24,947.20 by the state. We have received $1,304.35 in SSI reimbursements and $638.93 in other reimbursements (workers compensation, security deposits, client reimbursements etc). YTD we have received a total of $41,029.48 in SSI and other reimbursements (excluding the state reimbursement). In the month of June, 60 households participated in the workfare program. At the beginning of the fiscal year, households numbered in the 40’s and 50’s and we are now averaging 60-70 households performing workfare each month. We had a high of 88 participants in January of 2009 performing 3,4155 hours of workfare. page 52 We continue to administer a successful SSI/SSD Representative Payee Program for persons unable to handle their own finances. We are currently serving 15 recipients. Each year we are audited by DHHS. We were audited in June and were found to be in compliance. Meetings/Training- I hosted the bi-monthly GA/Catholic Charities Maine staff meeting. I am a member of the Region II Homeless Council. The membership is made up of service providers and persons associated with homeless issues in region II. I attend the monthly meetings to network, learn about resources, legislative issues and other relevant matters that affect our municipality. I am a member of the Lewiston/Auburn Alliance for the Homeless Committee (LAASH). The membership is made up of area providers working on homeless issues and collaborating on ways to improve service delivery. I am a member of the LAASH Public Policy sub-committee. We have met several times to develop a 10-year L/A Plan to End Homelessness. We have identified collaborative partners and resources, all of which improve service delivery and reduce GA costs. I am a member of the LAASH Security Deposit sub-committee. I assist clients with the application process. The committee meets monthly to review applications for security deposit requests. My participation reduces duplication and reduces municipal GA costs. I am a member of the State Refugee Services Provider Committee. The committee is made up of providers working with the refugee population. I participated in the June meeting. I met w/ partners regarding the New Mainers Refugee Workshop Development Project (NMWRP- Earmark funding). This project is in the development stages and the goal is for the participants to secure and maintain employment. I hosted training on asylum and refugee procedures and benefits. Beth Stickney, Executive Director of the Immigrant Legal Advocacy (ILAP) was the instructor. Representatives from DHHS, Catholic Charities Maine and the City of Portland participated in the training. I am working with Economic and Community Development on the Senior Heating Program in collaboration with Community Concepts. We met in June to finalize the numbers and review the program results. I participated in H1N1 training with EMA. I met with potential collaborative partners on ARRA funding for the Homeless Diversion and Prevention Program that will benefit Lewiston. I attended the WELPAC training (GA software) held in Portland. Training results in a more efficient and effective program. Other Contributions- I collaborated on the World Refugee Day celebrations in Portland and Lewiston. As a member of the L/A Complete Count Committee (census in April 2010) staff translated materials to be distributed at both the World Refugee Day and Somali Independence day events. I attended the Somali Independence Day to distribute information on the U.S. Census. I am collaborating with the City of Portland on an outline regarding asylum issues that we are in hopes of presenting to our state and federal representatives at a later date. The goal is to reduce municipal general assistance costs. page 53 Solid Waste Report Landfill Expansion / Construction • Placement of clay, secondary liner, approx. 50% complete. Progress has been slow due to weather conditions (rain). • Grading/filling & general maintenance to erosion due to on-going wet weather. • RTD Enterprises (installer) is on site. Placement of geo-membrane, ongoing, this has been hampered by the wet weather & Sub-grade failing to meet spec. (too wet). • RTD placing geo-composite over geo-membrane. • Sargeant began placing drainage sand, June 29, over geo-composite & installing leachate collection piping. Compliance • Currently working on draft of the annual Operations Report. Includes information on Lewiston’s recycling activities. • Received final copy of the annual Environmental Monitoring Report. To be included in the annual Op. Report. • Groundwater/Environmental monitoring conducted by Summit Environmental. Operations • Researching Federal stimulus money, this may be used for solid waste operations • Having gates (in front of containers #8 - #14) and fence repaired in the drop off area in order to fulfill criteria for fall protection, per Safety Coordinator – Don Maihot and Bob Thomas from the Maine Municipal Association (MMA). This action is following through on an incident that occurred in the drop off area where a citizen fell into one of the recycling containers. Guardrail will be placed at a height of 42”, in front of containers #1 - #7. • Maintenance / erosion repairs due to unusually wet weather (received over 12” of rain in the past 3 weeks). • Collaboration w/ Bates College staff on an informational video aimed to improve recycling of waste at the campus. Waste Facility staff providing information / training to Lewiston school students on the importance of waste recycling. • Staff assisting Code Enforcement w/ trash survey of multi-unit apt. bldgs. • Staffing- coverage from Highway Division on-going to cover operations at the facility to cover sick, vacation, etc. • Recycling tonnage and Revenue for the months of April through June, 206 tons for Lewiston, 566 tons for Lewiston and 7 member towns.