city of biddeford june 19, 2018 6:00 pm council chambers · 2018-06-15 · 4 2018.56 in board of...

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City of BiddefordCity Council

June 19, 2018 6:00 PM Council Chambers

1. Roll Call 2. Pledge of Allegiance 3. Adjustment(s) to Agenda4. Presentation:

4.a. Streetlight Conversion UpdatePowerpoint - Biddeford Streetlight Conversion Update Presentation - June 2018

5. Consideration of Minutes: 5.a. June 5, 2018 Council Meeting Minutes

6-05-2018 Council Meeting Minutes.docx6. Orders of the Day:

6.a. 2018.58) Approval/CDBG Citizen Participation Plan/Membership Change 6-19-2018 CDBG-Citizen Participation-Membership Charnge-ORDER.doc6-19-2018 CDBG-Citizen Participation-Membership Charnge-MEMO.doc6-19-2018 CDBG-Coordination of Stakeholders.docx6-19-2018 CDBG-Neighborhood Outreach.docx6-19-2018 CDBG-Neighborhood-CHART.docx6-19-2018 CDBG-Neighborhoods-MAP.pdf

6.b. 2018.59) Approval for LaKermesse Franco-Americaine to Serve Liquor on PublicProperty6-19-2018 LaKermesse Waiver for Alcohol-ORDER.docx6-19-2018 Letter of Request Waiver for Alcohol-LaKermesse.doc

6.c. 2018.60) Approval/Renewal of Agreement with Media Consultant/Kenneally andCompany 6-19-2018 Media Consultant-ORDER.doc6-19-2018 Media Consultant-MEMO.docx6-19-2018 Media Consultant-Kenneally Letter.docx6-19-2018 Media Consultant-Expenses Breakdown.xlsx

6.d. 2018.61) Authorization/Proceed with Acquisition and Conversion of Streetlights 6-19-2018 Streetlight Conversion-ORDER.docx6-19-2018 Streetlight Conversion-MEMO.pdf6-19-2018 Streetlight Conversion-REPORT.pdf

6.e. 2018.62) Approval/Moratorium/Downtown Parking Requirements Waivers 6-19-2018 Moratorium-Downtown Parking Requirements Waivers.docx

6.f. 2018.63) Cancellation of July 3rd, 2018 Council Meeting 6-19-2018 Cancellation of July 3rd Council Meeting.doc

6.g. 2018.64) Authorization/Tax Abatement in Compliance with Title 36, Sec. 841.2/Case#18-16-19-2018 Poverrty Abatement.doc

7. Appointments:

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https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202775/20180619_Biddeford_Streetlight_Presentation_June_2018.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/199640/6-05-2018_Council_Meeting_Minutes.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202937/6-19-2018_CDBG-Citizen_Participation-Membership_Charnge-ORDER.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202936/6-19-2018_CDBG-Citizen_Participation-Membership_Charnge-MEMO.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202938/6-19-2018_CDBG-Coordination_of_Stakeholders.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202939/6-19-2018_CDBG-Neighborhood_Outreach.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202940/6-19-2018_CDBG-Neighborhood-CHART.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202941/6-19-2018_CDBG-Neighborhoods-MAP.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202943/6-19-2018_LaKermesse_Waiver_for_Alcohol-ORDER.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202944/6-19-2018_Letter_of_Request_Waiver_for_Alcohol-LaKermesse.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202951/6-19-2018_Media_Consultant-ORDER.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202950/6-19-2018_Media_Consultant-MEMO.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202949/6-19-2018_Media_Consultant-Kenneally_Letter.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202948/6-19-2018_Media_Consultant-Expenses_Breakdown.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202958/6-19-2018_Streetlight_Conversion-ORDER.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202957/6-19-2018_Streetlight_Conversion-MEMO.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202959/6-19-2018_Streetlight_Conversion-REPORT.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202963/6-19-2018_Moratorium-Downtown_Parking_Requirements_Waivers.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202968/6-19-2018_Cancellation_of_July_3rd_Council_Meeting.pdf

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/202973/6-19-2018_Poverrty_Abatement.pdf

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7.a. Adam Bellefeuille...Solid Waste Management Commission CHAIR6-19-2018 Appt-Bellefeuille-SWMC Chair.docx

8. Public Addressing the Council..(5 minute limit per speaker; 30 minute total time limit)9. City Manager Report 10. Other Business 11. Council President Addressing the Council 12. Mayor Addressing the Council 13. Adjourn

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https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/198879/6-19-2018__Appt-Bellefeuille-SWMC_Chair.pdf

Brian S. Phinney, COO

June 19, 2018

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Legislative work 2002 through 2013PUC work 2013-2016Council authorization to enter into an agreement with Realterm 01/17/17Realterm completed GIS inventory 2017Realterm released group fixture RFP to increase buying power (Falmouth, South Portland, Biddeford, Rockland)Realterm completed Interim Conversion Report 2018

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Process Steps• GIS Survey • Lighting Design • Manufacturer Selection • Cash flow analysis - Decision Point – Go/No Go• Extend offer to Schools, Arena, Alumni, BSOOB Transit?• Procurement Existing Fixtures (CMP)• Procurement Replacement Fixtures• Installation• Final Audit• Lease Purchase Agreement

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Include other entities or not?• If not included, deduct from total

Purchase streetlights from CMPPlace order for new fixtures (5% contingency included)Get in the installation queuePerform conversionFinal reconciliation with CMPFinalize lease purchase agreement

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Current streetlights owned by CMP“Leased” to community through tariff systemTypical 15-year lifeInventory = 2,343 fixtures• 2,084 Cobra• 258 Decorative

Buyout cost due at acquisition ($265,839 as high)Triggers ability to convert to LEDPlan for interim maintenance of fixtures

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Fixtures selected like-for-likeAll smart grid capable (module control)Group RFP • Rockland, South Portland, Falmouth, Biddeford• Increased buying power

Opportunity for adjustments to numbers and locationsUpgrade based on real numbersPlace procurement orderEnter installation queue

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Council authorization to proceed….

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Questions

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COUNCIL MEETINGJUNE 5, 2018

Mayor Casavant called the meeting to order at 6:00 p.m.

Roll Call: Michael Swanton, John McCurry, Jr., Robert Quattrone, Jr., Victoria Foley, Norman Belanger, Michael Ready, Laura Seaver, Marc Lessard

Stephen St. Cyr was excused.

The Council, and all who were present, recited the Pledge of Allegiance.

Adjustments to the Agenda: Add Executive Session: 1MRSA 405(6)(E)…Pending Litigation Remove Order 2018.49

Public Hearing: Liquor License Application – City Theater Associates, Inc.The Chair opened the public hearing at 6:01 p.m.One citizen expressed his concerns about the issuance of the liquor license.The public hearing was closed at 6:05 p.m.

Consideration of Liquor License Application: City Theater Associates, Inc.Motion by Councilor McCurry, seconded by Councilor Ready to recommend the issuance of a liquor license to City Theater Associates, Inc.Vote: 7/1; Councilor Lessard opposed.Councilors Swanton, McCurry, Quattrone, Foley, Belanger, Ready and Seaver in favor.Motion carries.

Special Event Application: LaKermesse Franco-Americaine FestivalMotion by Councilor McCurry, seconded by Councilor Foley to grant the issuance of the Special Event Permit for LaKermesse Franco-Americaine Festival.

Motion by Councilor McCurry, seconded by Councilor Quattrone to specify that LaKermesse will be given a one-year trial to set up the Festival on a portion of St. Louis Field (as proposed by LaKermesse).Vote: Unanimous.

Vote on the issuance of the Special Event Permit, as amended: Unanimous.

Proclamation: 10th Anniversary of Seeds of HopeMayor Casavant read the Proclamation, which was then presented to the Director of Seeds of Hope, Shirley Bowen.

Consideration of Minutes: May 15, 2018; May 22, 2018Motion by Councilor McCurry, seconded by Councilor Ready to accept the minutes of May 15, 2018, as they will be amended.Vote: Unanimous.

Motion by Councilor McCurry, seconded by Councilor Lessard to accept the minutes of May 22, 2018, as printed.Vote: Unanimous.

Second Readings:{For a copy of the ordinance amendment and first reading, see the council meeting minutes of May 15, 2018}

2018.44) Amendment/Land Development Regulations/Art. XIV-Shoreland Zoning and Art. V-Establishment of Zones, Table of Land Uses/UNE Shoreland Zoning ModificationsMotion by Councilor Ready, seconded by Councilor Belanger to grant the second reading of the ordinance amendment.Vote: 6/2; Councilors Lessard and Quattrone opposed.Councilors Swanton, McCurry, Foley, Belanger, Ready and Seaver in favor. Motion carries.

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2018.45) Amendment/Ch. 2, Administration/Article V-Finance/Division 5. Unrestricted Fund Balance PolicyMotion by Councilor Ready, seconded by Councilor McCurry to grant the second reading of the ordinance amendment.Vote: Unanimous.

Orders of the Day:2018.47 IN BOARD OF CITY COUNCIL..JUNE 5, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby award a contract for the Pavement Marking Program to Poirier Guidelines for an amount not to exceed $42,403.47.

NOTE: The Finance Committee will review this item at their June 5, 2018 meeting.

Motion by Councilor McCurry, seconded by Councilor Lessard to grant the order.Vote: Unanimous.

2018.48 IN BOARD OF CITY COUNCIL….JUNE 5, 2018BE IT ORDERED, that the City Manager be authorized to sign a unit cost contract with Pratt and Sons, Inc. of Mechanic Falls, Maine for the construction of the South Street Sewer Separation Project as per the bid submitted and opened on May 22, 2018, in the amount of $ 2,336,325. Funding for this work is from the Sewer Separation Bonds approved by voters and as provided for in Fund 402, Fund 411 and Fund 414 account Code number 31153.

NOTE: The Finance Committee will review this item at their June 5, 2018 meeting.

Motion by Councilor McCurry, seconded by Councilor Lessard to grant the order.Vote: Unanimous.

2018.50 IN BOARD OF CITY COUNCIL..JUNE 5, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby authorize the following transfer of funds:

$89,229.02 from Route 111-Mill Redevelopment TIF Project to the Economic Development Corporation to replace funds in the CDBG Micro-loan Enterprise Program

Accept $89,229.02 from Economic Development Corporation to replenish the CDBG fund and use those funds to implement the façade improvement program.

Motion by Councilor Lessard, seconded by Councilor Foley to grant the order.

Motion by Councilor Ready, seconded by Councilor McCurry to amend the Program so that the Capital Projects Committee receives and approves the applications rather than the Downtown Development Commission.Vote: Unanimous.

Vote on order, as amended: 7/1; Councilor Quattrone opposed.Councilors Swanton, McCurry, Foley, Belanger, Ready, Seaver and Lessard in favor.Motion carries.

2018.51 IN BOARD OF CITY COUNCIL…JUNE 5, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby abate $3,671.77 in taxes, interest and penalties on property located at 16 Lind Avenue, as requested by owner, George Wormwood:Years Original Tax Amount Ownership2004-2010 $2,321.03 $3,964.46 Laura Woods (George said she passed away)2011-2013 $1,075.76 $1,484.17 Matthew & Kathline Wood2014 $ 404.38 $ 512.64 John Evans 2015-2016 $ 429.83 $ 480.75 Charter Oaks Name2017-2018 $ 219.02 $ 229.75 George Wormwood $4,450.02 $6,671.77NOTE: The Finance Committee will review this item at their June 5th meeting.

Motion by Councilor Ready, seconded by Councilor McCurry to grant the order.Vote: Unanimous.

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2018.52 IN BOARD OF CITY COUNCIL..JUNE 5, 2018BE IT ORDERED that the City Council does hereby request the Planning Board to conduct a Public Hearing and make recommendations to the City Council regarding proposed amendments to the Zoning Ordinance as outlined below.

Part III (Land Development Regulations), Article V (Establishment of Zones), Table A (Table of Land Uses):

I-3

Medical Marijuana Growing

Facility

C28

NOTES:

28. This use is not permitted on those properties subject to the Robert G. Dodge Business Park and the Alfred Road Business Park covenants.

Motion by Councilor Ready, seconded by Councilor McCurry to grant the order.Vote: Unanimous.

2018.53 IN BOARD OF CITY COUNCIL..JUNE 5, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby renew the Agreement for the operation of a shared Assessing Department with the City of Saco.

NOTE: The Agreement is attached.

Motion by Councilor Ready, seconded by Councilor Lessard to grant the order.Vote: Unanimous.

2018.54 IN BOARD OF CITY COUNCIL..JUNE 5, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby enter into an Interlocal Cooperation Agreement for a Biddeford-Saco Animal Control Officer.


Motion by Councilor Lessard, seconded by Councilor McCurry to grant the order.

Motion by Councilor Ready, seconded by Councilor McCurry to amend Section 5 of the Agreement so that the Term of the Agreement is for six months; and will be re-visited after the initial six months.Vote: 7/1; Councilor McCurry opposed.Councilors Swanton, Quattrone, Foley, Belanger, Ready, Seaver and Lessard in favor.Amendment carries.

Vote on order, as amended: 7/1; Councilor McCurry opposed.Councilors Swanton, Quattrone, Foley, Belanger, Ready, Seaver and Lessard in favor.Motion carries.

2018.55 IN BOARD OF CITY COUNCIL..JUNE 5, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby enter into a Joint Agreement with the City of Saco for the continued funding for the Biddeford-Saco Opiate Outreach Initiative.


Motion by Councilor McCurry, seconded by Councilor Lessard to grant the order.Vote: 7/1; Councilor Swanton opposed.Councilors McCurry, Quattrone, Foley, Belanger, Ready, Seaver and Lessard in favor.Motion carries.

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2018.56 IN BOARD OF CITY COUNCIL..JUNE 5, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby endorse Question 3 on the Municipal School Budget Validation Referendum Election Ballot:

Do you favor the formation of a regional service center pursuant to an Interlocal Agreement to Establish the Southern Maine Administrative Collaborative Regional Service Center (Biddeford and Dayton), as approved by the governing bodies of the parties thereto and the Commissioner of the Department of Education?

Motion by Councilor McCurry, seconded by Councilor Lessard to grant the endorsement.Vote: Unanimous.

2018.57 IN BOARD OF CITY COUNCIL..JUNE 5, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby endorse Question 4 on the Municipal School Budget Validation Referendum Election Ballot:

Do you favor the formation of a regional service center pursuant to an Interlocal Agreement to Establish the Southern Maine Regional Service Center (Biddeford, Dayton, MSAD #55, Sanford, MSAD #57, Yarmouth, MSAD #60, RSU #23, RSU #21), as approved by the Commissioner of the Department of Education?

Motion by Councilor McCurry, seconded by Councilor Lessard to grant the endorsement.Vote: Unanimous.

Public Addressing the Council..(5 minute limit per speaker; 30 minute total time limit):A couple members of the Conservation Commission expressed their concerns about the UNE Shoreland Zoning modifications that were approved earlier in this meeting.

City Manager Report:City Manager, James Bennett had the following notes: A copy of the modified parking management plan has been distributed to the Council and

posted on the City’s website. A Workshop to discuss the plan has been scheduled for Tuesday, June 12th.

The Opiate Outreach Program was first started using grant funds; but is now 100% funded by the City. He offered some statistics that support the success and continued funding of this program. He commended the Council for their part in approving the funding for the Opiate Outreach Coordinator position.

The preliminary report of the Police Department CALEA has been released and is quite impressive. All standards that were reviewed during the CALEA process have been found to be impeccably operational and no changes have been suggested.

Biddeford is seeing the smallest tax increase of any comparable community; and at the same time has managed to increase the fund balance and contingency account. Once again, he commended the Council for their due diligence in delivering a fiscally sound budget.

Other Business:Councilor Lessard: made the following comments: He echoed the City Manager’s comments about the approved budget and he is generally

pleased with how the process went. He noted that the York County Budget Committee has also done a good job in coming in with a reasonable proposed budget for FY19.

He would like to find a way to have the Recycling Center open on Sundays during the months of July through October.

He is looking forward to seeing what is planned for plantings at the intersection of Main, Hill and Water Streets.

He suggested that the Council have a Special Council Meeting to discuss and approve plans for renovations/upgrades to City Hall.

Councilor Ready: first wanted to ensure that tonight’s vote on the second reading of the UNE Shoreland Zoning modifications was actually on the final language as it was amended at the May 15th Council Meeting. City Clerk, Carmen Morris assured the Council that the language that was considered and voted on earlier in the meeting was correct.

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Councilor Ready noted that at a meeting tomorrow evening (June 6th), the Planning Board will be considering a housing project at 5 Washington Street, which includes the waiver of parking requirements. Due to parking issues in the downtown, he is concerned with such a waiver and would like to see this matter brought before the Council at the June 19th Council Meeting; with Councilor McCurry in support of this request.

Councilor Belanger: offered clarification that the ordinance amendment and minutes that were considered and approved earlier at this meeting regarding the UNE Shoreland Zoning modifications are correct and do reflect the amendment he made at the May 15th Council Meeting.

Council President Addressing the Council: Councilor McCurry announced that he Adult Education Graduation is Wednesday, June 6th; and the High School Graduation will be Friday, June 8th.

Mayor Addressing the Council: Mayor Casavant noted that fundraising for City Theater and City Hall renovations will soon be underway, with three specific areas being concentrated on: (1) Applying for grants; (2) setting up the capital campaign; and (3) the allocation of funds from the City. The fundraising effort will also look toward folks in our community who are willing to make sizable contributions. The hope is to get the fundraising ramped up this summer.

By way of addressing the parking issue as brought up by Councilor Ready, Mayor Casavant stated that the City wrestles with the dilemma of maximizing store fronts and downtown development, while also being able to provide an adequate amount of parking.

Executive Session: 1 MRSA 405(6)(D)..Labor Contract Negotiations 1 MRSA 405(6)(E)..Pending Litigation/Consultation with City Solicitor

Motion by Councilor Foley, seconded by Councilor Ready to move into Executive Session.Vote: 7/1; Councilor McCurry opposed.Councilors Swanton, Quattrone, Foley, Belanger, Ready, Seaver and Lessard in favor.Motion carries. Time: 7:22 p.m.

Motion by Councilor Swanton, seconded by Councilor Quattrone to move out of Executive Session.Vote; Unanimous. Time: 9:02 p.m.

Motion by Councilor Seaver, seconded by Councilor Quattrone to adjourn.Vote: Unanimous. Time: 9:02 p.m.

Attest by:_______________________________________________________________Carmen J. Morris, City Clerk

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2018.58 IN BOARD OF CITY COUNCIL..JUNE 19, 2018BE IT ORDERED, that the City Council of the City of Biddeford does here by approve and authorize the amendment to the Citizens Participation Plan (associated with the Community Development Block Grant) to change the membership from 3 to 5 members, to a maximum of 7 members.

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www.biddefordmaine.org

CITY OF BIDDEFORD, MAINE COMMUNITY & ECONOMIC DEVELOPMENT DEPARTMENT

P.O. Box 586 Biddeford, Maine 04005

(207) 284-9105 Fax: (207) 286-9388

e-mail: [email protected]

TO: Mayor Casavant James Bennett, City Manager City Councilors Mathew Eddy, Director of Community & Economic Development Members of CAC

FROM: Linda Waters, Community Development Coordinator

DATE: June 12th, 2018

SUBJECT: CDBG – Citizens Participation Plan Amendment and Presentation on the Citizens Advisory Committee and “My Neighborhood” Network

Council Action: Approval and authorization to amend the Citizens Participation Plan to change the membership from 3 to 5 members to a maximum of 7 members.

Please find attached the City’s Citizens Participation Plan. This document is a requirement of HUD and outlines how the City includes citizens in participating in developing its plans and projects. It also establishes a framework for the publication of public notices for hearings, comment periods, amendments of the plan and projects, and the transfer of funds when it is determined necessary. The Plan also includes how the Citizens Advisory Committee (CAC) acts in an advisory capacity regarding this document and overseeing HUD processes. The City is pleased to have 7 extremely active members on the committee this year and would like to amend the Plan to allow for 7 members.

A public hearing was held on May 11th, 2018 on this change and then a 30 day comment periodfollowed. No one attended the public hearing and no comments were received.

In addition, Mat Eddy and I would like to give a short presentation on the CAC and the City’s new neighborhood outreach program with Coastal Healthy Communities Coalition.

If you have any questions or would like more information regarding the Citizens Participation Plan, the CAC, and/or the new neighborhood program, please feel free to call me at your convenience at 284-9105 or email at [email protected]. Thank you.

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COORDINATION OF STAKEHOLDERS AND SERVICES INTO NEIGHBORHOODS

Stakeholders in the HUB and Rectory

1. Community Bicycle Center – RECREATION SECTOR2. Learning Works – COMMUNITY SERVICE SECTOR3. Biddeford Housing Authority – HOUSING SECTOR4. Coastal Healthy Communities Coalition – HEALTH SECTOR5. Alternative Pathways – EDUCATION SECTOR6. Community Partners for Protecting Children – SOCIAL SERVICE SECTOR7. City of Biddeford – MUNICIPAL/GRANT & HUD SECTOR

The Rectory and HUB at 49 Sullivan Street have been vital in the revitalization of the Bacon Street Neighborhood. Now with 7 neighborhoods identified with Neighborhood Contacts, this center of social service activity is ready to connect and provide services and resources to these additional neighborhoods.

An unusual combination of institutional sectors have embedded themselves in the Bacon Street Neighborhood that when combined create a network of many of the pieces needed to address social service needs in the City. Although most have acted independently for the most part, it is now time to bring them together to establish the HUB and Rectory as the center where the other neighborhoods can access services and resources.

GETTING EVERYONE TOGETHER

1. A meeting will be held with the neighborhood stakeholders listed above to communicate and establish a working relationship to share resources, space and establish the ability to network with additional resources.

2. At this meeting, a presentation on the Neighborhood Planning Committee and CAC will be presented as well as the current proposed outreach efforts to all 7 neighborhoods.

3. These stakeholders acting as the center will create a mission statement. The purpose of the mission statement is to establish what their roles are in working together as one of the sectors listed above.

IDENTIFIYING NEEDS

The HUB Director will attend the Neighborhood Planning Committee Meetings to learn of anyrequests for resources, etc. that have been received from the individual Neighborhood Contactsin each of the 7 neighborhoods, and to receive input on resources from the committee that could be helpful. The HUB Director will also attend an individual neighborhood meeting if needed to assist the neighborhood in understanding the resources and programs available to them. Otherwise, the HUB Director will send an email to the Neighborhood Contact after contacting the HUB and Rectory Stakeholders to inquire as to any additional resources and assistance that would be applicable. It is hoped that the HUB Director will be conducting the stakeholder meetings currently being held that consist of a wide variety of social services and a number, if not all, listed above.

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Neighborhood Contact/Meeting Process

1. PR – How To Get the Neighborhood Contacts/People Involved

Besides the usual avenues for advertising such as the papers, Biddeford Beat, postings and television access, the Community Development Coordinator will hold a meeting with all the Neighborhood Contacts (whoever would like to host it) and ask them the best way to reach out to get their neighborhood people involved. This would also address what days and times would be best. In addition, a series of short press releases (a neighborhood series) beginning with the importance of neighborhoods in Biddeford’s past to the current changes in the neighborhoods happening today, and why it is important to join your neighborhood group. There would need to be an educational component about what makes a neighborhood strong. There should be a specific name given to this effort perhaps “My Neighborhood” Initiative, etc. that will be determined by the Neighborhood Planning Committee.

2. What Is The Message/Purpose/Benefit?

The message that needs to be distributed in the initial meeting is the history of the work in the Bacon Street Neighborhood and the South Street Neighborhood. This history could include the different resources that were brought together to revitalize Biddeford’s most needy neighborhoods that many felt were incapable of revitalization. It would also be extremely important to demonstrate the change these neighborhoods have experienced and the benefits the neighborhood has enjoyed such as festivals, cleanups, the HUB, rectory rehabilitation, etc. Although every neighborhood may not be in as great a need as were the Bacon Street and South Street Neighborhoods, every neighborhood needs or wishes it had something that is possibly missing in regards to programs, patrol, code safety, infrastructure, parks, etc. At the initial meeting, a citizen will be nominated to become the Neighborhood Contact where it is not a citizen at the initial meeting.

The purpose for a neighborhood during the initial meeting is to look at what is good about their neighborhood, what do they care about, the biggest challenges, concerns, and what would they like to focus on first, second, third, etc. These listings would be written up into a tri-fold pamphlet for each neighborhood to keep and share or post in neighborhood stores, etc.

The formal benefit would be the direct access to the avenue of proposing identifiedneighborhood needs and wants to the Citizens Advisory Committee and then to City Council for consideration and possible action. In addition, the Neighborhood Planning Committee will be available to provide connections to resources and programs that may address a specific need. Now the citizen has direct access to two committees and to City Council for requests. Another benefit for neighborhoods is the preservation of property values. Making a neighborhood a good neighborhood or maintaining a good neighborhood, attracts families and homebuyers. Good sidewalks, clean properties, community gardens, safe access to the downtown and amenities are also important reasons for citizens to keep their neighborhood networking strong.

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The informal benefit to neighborhoods would be the ability to work together on projects individually with resources to support those projects. Examples of these types of smaller projects could include the installation of a bench, a small pocket park, garden, etc.

3. How Do Neighborhoods Get Results?

A neighborhood group will meet every two months unless there is a project or activity that is being implemented then it would meet more frequently. The Neighborhood Contact will post the meeting and purpose of the meeting in a specified place and send the meeting notice to the Community Development Coordinator who will post it on the City’s website, at the library, community center, and on public access TV. The Community Development Coordinator will also inform the Neighborhood Planning Committee and HUB Director of the purpose of the meeting to determine if members of the Neighborhood Planning Committee and/or HUB Director should attend the meeting, and/or be a conduit to resources and entities that should attend. The Neighborhood Contact will be notified as to the Neighborhood Planning Committee members, HUB Director, or entities willing to attend the meeting, and/or will let the Neighborhood Contact know of resources available.

Once the neighborhood meeting has been held and possible subsequent meetings, any requests for projects/programs and/or additional resources will be presented to the Citizens.Advisory Committee by the Neighborhood Contact. The Citizens Advisory Committee will then forward requested projects and programs on to the City Council for inclusion in plans and for funding.

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CAC AND NEIGHBORHOOD COMMITTEE ORGANIZATIONAL CHART

Council

NH NH NH NH NH NHNH

CD COORDINATOR

CAC

NEIGHBORHOOD COMMITTEE

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Elm St

Pool St

Hill St

Main St

South St

Alfred

St

Foss

St

Cleaves St

Birch St

Grah

am S

tGree

n St

Weste

rn Av

May S

t

Summ

er St

Pike S

t

Granite St

High S

t

Pros

pect

St

Pearl St

Mason St

Brad

bury

St

State

St

Clifford St

Union St

Parks

ide D

r

Bacon St

Miller Av

Gooch St

Wentw

orth S

t

Lincoln St

Cutts St

Myrtle St

Acorn St

George St

Vine St

Adam

s St

Orchard St

Jefferson St

Sulliv

an S

t

Lessard Av

Oak S

t

Water St

Lamothe Av

Lafay

ette S

t

Pine St

Gove St

Harve

y St

Simard

Av

Fall St

Center St

Quim

by St

Wash

ington

St

Laconia St

Harrison Av

Midd

le St

Stone St

Vincent Av

Porter St

York St

Pierso

ns Ln

Emery

St

Hooper St

St Mary St

Pike S

t Ext

Mt Vernon St

Sheltra Av

Briar

wood

Dr

Cres

cent

St

West Cutts StKing St

Trix Ln

Clark St

Brist

ol St

Lambert St

Judge St

Tibbetts Av

Winter St

Spruce St

Railro

ad Av

West Myrtle St

Dale Cir

Frank

lin S

t

Harm

on S

t

Cottage St

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Document Path: S:\Departments\CDBG\Neighborhoods.mxd

The City of Biddeford, MaineTechnologies Department - GIS Mapping

205 Main Street · P.O. Box 586 · Biddeford, Maine 04005-0586"Tel. 207-571-0660 · Email [email protected]" b

0 250 500 750 1,000125 Feet1 inch = 250 feet

LegendNeighborhood BoundariesNeighborhood

Alfred / BirchBacon StreetBradbury / MainCleaves / CliffordGranite / OakSouth / Wentworth

Census BoundariesCensus Blocks

24

2018.59 IN BOARD OF CITY COUNCIL..JUNE 19, 2018BE IT ORDERED, that in accordance with the provisions set forth under Ch. 6, Amusements, Article V – Sales, Possession and Consumption of liquor at and during Special Events on City Public Property, the City Council of the City of Biddeford does hereby grant approval for LaKermesse Franco-Americaine to serve liquor (beer and wine) at their festival on June 22nd, 23rd and 24th, 2018 at St. Louis Field, providing that the said LaKermesse Franco-Americaine is and remains in compliance with the provisions set forth under Ch. 6, Section 6-178 et seq.

25

June 7, 2018

La Kermesse Franco-Americaine FestivalP.O.Box 289Biddeford, Maine 04005

Mayor Casavant, City Manager and Respected City Council Members,

As we close in on our 36th Annual Festival, we are working hard to make sure we have everything in place! Last year, we served Beer and Wine at our festival and it was well received by our patrons. We would once again like to serve Beer and Wine at our festival and I would like to ask if we can have a waiver per the Ordinance. This year we will be hiring a professional caterer to handle serving our customers and hope that we can move forward with this.

We the Board of Director of La Kermesse thank you for your time and efforts in this matter.

Sincerely,Jessica J. Quattrone,La Kermesse President

26

2018.60 IN BOARD OF CITY COUNCIL…JUNE 19, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby approve the renewal of a contract with Kenneally and Company for 2018-2019 Marketing and Advertising.

27

CITY OF BIDDEFORDECONOMIC and COMMUNITY DEVELOPMENT DEPARTMENT

To: Biddeford City CouncilFrom: Mathew Eddy

Date: June 13, 2018

Subject: Kenneally Associates: 2018-19 Media Contract

Attached, please find the new contract for Kenneally Associates for the next fiscal year. The proposal is tweaked quite a bit from last year. We will be doing more internet based marketing, using, for examples “banners” much more than we have in the past (and less television). WE have also been more targeted then we have in the past, focusing our marketing to specific population groups and the social media they are most likely to utilize. We will also coordinate more so with surrounding Biddeford groups to create greater leverage with our marketing dollars. The attached spread sheet also demonstrates that in more detail, showing where we intend to invest those dollars to purchase time. At the same time, we will continue to use some traditional media site, including Mainebiz and MEREDA.

Mathew EddyDirector, Planning and Development

205 Main StreetBiddeford, ME 04005

[email protected]

28

PO Box 1153 Biddeford, ME 04005 www.kenneallyandcompany.com

May 1, 2018

Mathew EddyCity of Biddeford205 Main St.Biddeford, ME 04005

Re: Proposal for 2018-2019 Marketing and Advertising

Dear Mat,

Thank you for the opportunity to continue working on the marketing and advertising on behalf of the City of Biddeford. Here are the top 5 reasons to outsource your marketing and advertising:

1. In-house staff costs more than their wages. The true cost of keeping in-house marketing staff includes payroll taxes, workers compensation, insurance, paid holidays, sick time and vacations, professional memberships, licenses and other benefits. Use your employees to do what they know best—support the economic development of the City of Biddeford.

2. Marketing tools can be expensive. For marketing professionals, computer hardware with adequate hard drive storage, graphics and office software and online tools can be very expensive, running into the thousands of dollars.

3. Office space. Furniture, telephone, and supplies are another added expense.4. Training on new software and current marketing trends/ practices is necessary

to keep the organization at the front of the marketing curve.5. Expertise. Marketing expertise involves many skills. From building a brand

identity to creativity in the visual arts and buying media strategically, the team that does your marketing has a combined skill set that far exceeds that of a small, in-house marketing department.

City of Biddeford will contract with Kenneally and Company as its marketing and advertising agency. We will meet once per month to maintain focus on the needs of the City of Biddeford and provide marketing support for marketing opportunities that arise

29


and offering an integrated approach to support other marketing efforts on behalf of the city.

Investment: $3,000.00 per quarter, effective July 1, 2018-June 30, 2019 (plus the cost of the agreed advertising to outside vendors.)

July 1, 2018 $3,000.00October 1, 2018 $3,000.00January 1, 2018 $3,000.00April 1, 2019 $3,000.00

I will pass along any agency discounts offered by media outlets to give the City of Biddeford the best net pricing.

Sincerely,

Jennifer Kenneally

30


1. Branding the City for Economic Development: The City had been known to be the stinky, rundown city with MERC garbage incineration plant located downtown. Since MERC was torn down, people have invested and planned to invest more than 100,000 million dollars into the downtown area. This growth rate is rapid and requires strategic agility by the City of Biddeford. The City and its Economic Development Department must continue to promote the growth and to support and facilitate the changes that are taking place.

2. A place to live, work, and play: Biddeford has affordable residential homes and apartments for rent. This fits nicely with growth from new businesses coming into the City, as well as existing businesses choosing to stay. Southern Maine Health Care, UNE, and businesses in the industrial park all offer well paying jobs in the community. Tiger pride is as strong as it has ever been with academic, recreation, sports, and many enjoyable activities available.

3. Tourism: Tourism continues to be an opportunity to support local companies while offering visitors and locals a diverse selection of places to eat, drink, and experience all that the area offers.

The City of Biddeford collaborates with several non-profit groups, as well as, businesses in the community. This collaboration works on many levels, including:

● Each non-profit helps to fill a need: The Biddeford + Saco Chamber of Commerce, Heart of Biddeford, Engine, Biddeford Mills Museum, City Theater, MacArthur Library, Community Bicycle Center, YMCA, Ever After Mustang Rescue, and Eastern Trail Alliance are just a few organizations that serve our community and its people admirably. These organizations have large followings and a strong connection to the community, so they work to enhance the quality of life for Biddeford residents and visitors.

● The business community: Many restaurants, breweries, distilleries, shops, and manufacturers have amazing followings and serve as ambassadors for Biddeford. In many of their advertising campaigns and social media posts, they reference the difference that comes with doing business in Biddeford, Maine!

● Visibility through UNE: UNE has brought in students (and their families) from all over New England. This supports New England-wide growth, enabling Biddeford to reach a larger audience. Biddeford Pool has become a top destination and if you are lucky enough to be a Biddeford resident, the Pool,

31


Fortunes Rocks, Hills Beach, and Granite Point offer year-round oceanfront pleasure.

Communications plans for 2018-2019:

Market segmentation and targeting: Each generation has its media preferences. This includes:

Baby Boomers Generation (Born between 1946-1964): This generation is not taking to the rocking chair for their retirement years. They are enjoying life after the children leave their home. They may be downsizing and taking up exercise and hobbies, which increases their longevity. To reach this generation:

● Alan has a monthly e-newsletter blast that can be sent out● Facebook offers a great way to connect (this generation still uses

Facebook to keep up with family and friends activities) Heart of Biddeford & the weekly e-newsletter

● Mat and the Economic Development team are producing a monthly show for the local news access channel

● Broadcast television and Spectrum Cable advertising (they have not “cut the cord” yet and are not seeking alternative methods of watching their local news/favorite television shows)

Generation X (Born between 1965 and 1980): This generation is entrepreneurial, they want to save the neighborhood not the world. They have a desire to learn, explore and make a contribution. For Gen X’ers:

● Alan has a monthly e-newsletter blast that can be sent out● Facebook is a great way to connect (Heart of Biddeford)● Maine Biz ads twice a year will reach this demographic

(entrepreneurial, reads local magazine to keep up to date on trends in the market)

● Local magazine ads, such as Sunrise Guide reach this generation which is health conscience, buys local, and supports local businesses

32


● Updating the City website with current information as a go-to resource● OTT: Over-the-top is a media distribution practice that allows

streaming content

Generation Y/Millennials (Born between 1981-2000): This generation was raised with high academic expectations, but also nurtured by omnipresent parents. People in this generation are optimistic and focused. This generation schedules everything. They prefer to work in teams and prefer digital information, as this is what they grew up on. Millennials view the world as a 24/7 place and require immediate access to information. They do not live to work and prefer a more relaxed atmosphere. The plan to engage Millennials involves:

● Online advertising will reach this generation ● Instagram, Snapchat, and Twitter are the 3 top social media sites that they

use● YouTube video pre-roll (watch videos to learn everything from video

gaming to academic)● Outreach to networking and co-working office shared spaces● OTT (Streaming content)

Selective collaboration: The City of Biddeford will be selective in its collaborations with other cities and organizations. This may involve:

● Leveraging its marketing investment in organizations, such as the Biddeford + Saco Chamber of Commerce and the Heart of Biddeford.

● Combining its marketing investments selectively with investment from others, such as the City of Saco

● Seeking to complement, rather than to duplicate the marketing efforts of for-profit, nonprofit, and civic organizations that also aim to benefit local and regional economic development

33


In summary, the goal for 2018-2019 communications plans is the following;

Maximize the advertising money available to reach all 3 age groups The messaging will be about collaboration, people, resources and community Video and pictures will capture the essence of Biddeford and can be shared with

the City of Biddeford and its partners

Thank you for the opportunity. I am looking forward to this campaign and watching Biddeford grow!

Sincerely,

Jennifer Kenneally

34

Medium What Creative Group

Maine Biz Full Page

Downtown: Biddeford is exporting excellence Business Professionals

Spectrum Online 850Entrepreneur, Events,Foody Age 25-40

Cable TV 700Entrepreneur, Events,Foody Age 41-65

Sunrise Guide Healthy Green Maine Visitors Guide Half Page Activities Ages 35-65Sunrise Guide Coupons Sponsorship Half Page Food/Downtown Ages 35-65Miscellaneous TBDTotal Budget

Consultation ServicesKenneally and Co

Trade ShowsMereda Real Estate DevelopersBuild Maine Business ProfessionalsMaine Start Up Week Entrepreneurs

Biddeford Airport 2-May 10-May

Rumerys Boatyard 10-May

35

Geography Deliverable Month July August September October

State of Maine34,000 readers, ages 40-59 professionals 2,500.00$

25 mile radius of Biddeford 100,000 impressions per month 850.00$ 850.00$ 850.00$

Portland and York County Zones

100,000 impressions per mont, approximately 400 commercials per month 700.00$ 700.00$ 700.00$

State of Maine 33,000 print, 140,000 readers 795.00$ State of Maine 8,000 print, 160,000 impressions

200.00$ 200.00$ 200.00$ 200.00$

3,000.00$ 3,000.00$

1,000.00$

36

November December January February March April May June Budget

2,500.00$ 5,000.00$

850.00$ 850.00$ 850.00$ 850.00$ 850.00$ 850.00$ 8,500.00$

700.00$ 700.00$ 700.00$ 700.00$ 700.00$ 700.00$ 700.00$ 700.00$ 8,400.00$ 795.00$

795.00$ 795.00$ 200.00$ 200.00$ 200.00$ 200.00$ 200.00$ 200.00$ 200.00$ 200.00$ 2,400.00$

25,890.00$

3,000.00$ 3,000.00$ 12,000.00$ 12,000.00$

1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$

1,000.00$ 3,000.00$

37

{W6747344.1}

2018.61 IN BOARD OF CITY COUNCIL…JUNE 19, 2018BE IT ORDERED, that the City Manager is hereby authorized to proceed with procuring and converting streetlights and other exterior fixtures from conventional technology to LEDs (the “Street Light Project”) as follows:

1. Extend an invitation to the Biddeford School Dept., Biddeford Ice Arena, Biddeford Alumni Association, and Shuttle Bus-Zoom, to be party to the Street Light Project with each entity being responsible for their respective cost of procurement, conversion, installation, and financing of streetlights should they choose to join;

2. Enter into an agreement with Central Maine Power Company (CMP), in the name of and on behalf of the City of Biddeford, negotiating terms in the best interest ofthe City of Biddeford, for the procurement of streetlights, not to exceed $265,839.00;

3. Obtain pricing, in conformance with current purchasing rules, for ongoing maintenance of conventional streetlights for the period immediately after procurement from CMP through immediately after conversion to LEDs;

4. Work with Realterm Energy US, LP, as necessary and proper for the completion of the Street Light Project to establish the total cost of conversion with financingbased upon a final reconciliation with CMP using the actual number of fixturesconverted and the actual program expenses as the basis for the total cost of conversion;

5. Negotiate, enter into, execute, deliver and cause to be performed, and to approve, in the name of and on behalf of the City of Biddeford, a lease purchase agreement and any and all other agreements, instruments, certificates and other documents, upon such terms, conditions, limitations and undertakings, including but limited to prepayment of the lease purchase agreement, as the City Manager determines are necessary and proper for the completion of the Street Light Project, and to grant security interests in the Street Light Project, upon such terms, conditions, limitations and undertakings, as the City Manager determines are necessary and proper for the procurement and financing of the Street Light Project, provided that any lease purchase agreement will be countersigned by both the Mayor and the Treasurer of the City of Biddeford and that (a) the principal amount of such agreement will not exceed $1,650,500.00, (b) the term of such agreement will not exceed one hundred and twenty (120) months, and (c) any obligation of the City of Biddeford to make lease payments pursuant to such agreement shall be subject to annual appropriation by the City Council of the City of Biddeford

6. With advice of bond counsel and to the extent available under the Internal Revenue Code of 1986, as amended (the “Code”), designate the lease purchase

38

{W6747344.1}

agreement as a qualified tax-exempt obligation under Section 265 of the Code of 1986.

7. Without limiting the foregoing, the City Manager is authorized, in the name of and on behalf of the City of Biddeford, to refinance the lease purchase agreement at a future date, independently or consolidated with other debt instruments of the City, if such refinancing is in the best interest of the City; provided, however, that any such refinancing shall not extend the original term of the lease purchase agreement without prior approval by the City Council.

8. Due to the steps required for the proposed procurement and conversion of the Street Light Project, the City expects to incur and pay costs of the of the Street Light Projectprior to entering into any lease purchase agreement and intends to reimburse such costs as part of the lease purchase financing; the City Manager is therefore authorized to establish a debt account for payment of these interim expenses of the of the Street Light Project, with such advances being repaid upon execution of the lease purchase agreement.

9. This order is a declaration of official intent under Treasury Regulation §1.150-2.

NOTE: The savings in utility expenses will exceed the lease purchase expense. The lease purchase may be repaid in full in as little as five and one half (5.5) years if all utility savings are applied to the lease purchase. The lease purchase will be repaid in ten (10) years if savings in excess of the lease purchase payment are reserved for the General Fund.

39

City of Biddeford Chief Operating Officer/Technology Dept/IPP P.O. Box 586 • 205 Main Street Biddeford, ME 04005 Phone: (207) 571-0032 • Fax: (207) 571-0656

Briefing Memo

TO: Council President John McCurry and Members of the Biddeford City Council Mayor Alan Casavant

CC: James Bennet, City Manager

Cheryl Fournier, Finance Director

FROM: Brian S. Phinney, COO/Technology/IPP

DATE: June 14, 2018

RE: Request for Authorization to Proceed with Acquisition and Conversion of Streetlights

In January of 2017, the City began reviewing the feasibility of acquiring and converting to LED technology the community streetlight inventory. The process was authorized under Order 2017.4 with the stipulation that project costs and project finance details be presented to the City Council for review and approval under a separate Order. That milestone has been reached and we now seek Council approval to proceed with acquisition and conversion of street lighting to LED technology.

An overview of the streetlight conversion project is planned for the night of June 19th as part of the regular meeting under Presentations to provide the Council and the public with an additional level of detail prior to discussing this item under Order of the Day. Please consider the PowerPoint presentation a part of this request along with this memo and the Interim Report for the City of Biddeford LED Streetlight Conversion (Interim Report), dated June 13, 2018.

The City has been working with Realterm Energy US, LP (Realterm) over the past 15+ months to obtain sufficient data to determine the financial viability of acquiring street lighting for the purpose of convert the inventory to LED technology. The results of the analysis indicate that significant savings can be realized by implementing the conversion. As referenced in Table 4.3 of the Interim Report, in year on the net savings is in excess of $156,000 per year.

Staff is seeking Council authorization to proceed with the project, financed through a lease purchase instrument for a period of no more than 10 years (120 months). Due to the regulatory structure within the State of Maine, the conversion, if authorized, will be performed in several steps.

40

City Council –Request for Authorization June 14, 2018

Page 2

1. Realterm has inventoried approximately 107 fixtures belonging to the Biddeford School Department, Biddeford Ice Arena, Biddeford Alumi Assoc., and ShuttleBus-Zoom. The City has the option of offering each of these entities the ability to join the project subject to applicable financing rules and cost accounting provisions. If the City chooses not to extend an invitation to these entities or if one or more entities chooses not to participate if offered, the total fixture inventory and project cost will be reduced proportionally.

2. The City will obtain an acquisition cost from Central Maine Power Company for the streetlight fixtures. The City is required to “buyout” the residual value of the fixtures, subject to a final reconciliation after the conversion is complete. The current buyout estimate of $265,865 is based on a 2017 CMP estimate, which at this point is conservatively high. Each year the residual value goes down. CMP is currently preparing an updated buyout number, which is expected to be lower than the 2017 estimate simply due to depreciation. It is important to note that acquisition of the fixtures is the first step in the conversion process with payment due at the time of acquisition. Of equal importance is the understanding that once payment is made, the City is responsible for maintenance of the existing fixtures. The City has the ability to respond to repairs on an as needed basis through the market place or sign a maintenance agreement with Realterm to cover the pre-conversion period.

3. Once the fixtures are acquired, Realterm will finalize the lighting plan, currently based on a photometric analysis, design standards, and a like-for-like replacement scheme. The fixtures will be ordered based on the analysis. Vendors and a range of fixtures have already been selected through a multi-community bid process coordinated by Realterm. Area a site specific fixture modifications can be made as part of the process although an cursory review has not indicated any significant community issues. Streetlight fixtures have also been selected to be smart grid compatible, meaning at some future point a module may be purchased/installed to allow for any number of smart grid technologies.

4. Once the fixtures have been ordered, the City will be entered into the construction queue and conversion will begin in earnest.

5. At the end of the construction period Realterm will perform a final reconciliation of streetlights based on CMPs buyout estimate and actual field conditions. Realterm will work with CMP to resolve any discrepancies.

6. Upon agreement of the final project cost, the City will obtain lease purchase financing for the project through the Finance Dept., and will own the fixtures from that point forward. The financing will allow for repayment of any advances, and moving forward the city will begin to recoup net savings in year one in excess of $150,000 per year.

41

City Council –Request for Authorization June 14, 2018

Page 3

Based on the results of the analysis staff recommends moving forward with the conversion process in accordance with the attached Order.

42

Primary Contact Paul Vesel, Director, Business Development – NE USA 201 West Street, Suite 200, Annapolis, MD 21401 (413)-695-0045 [email protected]

Interim Report

for the City of Biddeford LED Streetlighting Conversion

June 13, 2018

O-0826

43

CITY MuniLongN June 2018 City of Biddeford Interim Report

LED Streetlight Conversion Project

Page 2 of 14 Content is proprietary and confidential. Sustainable forestry initiative paper used for all printed copies.

TABLE OF CONTENTS 1. EXECUTIVE SUMMARY .................................................................................................. 4

2. GPS MAPPING .............................................................................................................. 5

2.1. GPS Inventory (Actual) ................................................................................... 5

3. PRELIMINARY LED REPLACEMENT INVENTORY ............................................................ 7

3.1. LED Replacements (one-for-one, Post-Upgrade) ................................................ 7

3.2. Expected Savings .......................................................................................... 8

4. PROJECT COSTS ......................................................................................................... 10

4.1. Project Costs, Savings and Investment Return .................................................10

4.2. Financing Scenario (All Inventory) ..................................................................11

4.3. Net Savings Over Loan Period ........................................................................11

5. CALCULATION ASSUMPTIONS .................................................................................... 12

6. CONCLUSION AND RECOMMENDATION ...................................................................... 14

44




June 12, 2018

The City of Biddeford 205 Main Street Biddeford, ME 04005

Dear Mr. James Bennett,

We have conducted a preliminary analysis of your street light system to reflect the proposed upgrade to LEDs based on Field Audit Data collected. The street light upgrade stands to provide approximately 79% in yearly operating cost savings.

The estimated total project cost is approximately $1,650,449 (including estimate acquisition cost from Central Maine Power), with a projected payback of 5.3 years (including Financing costs). The enclosed interim report includes an analysis based on preliminary LED replacements, however, the project cost and savings presented in this report will be finalized during the completion of the Investment Grade Audit.

We look forward to moving your project to the next phase. We will arrange for a conference call to discuss the contents of this report in the next few days, but until then please feel free to contact us should you have any questions.

Yours truly,

Sean Neely, President [email protected]

45

mailto:[email protected]






1. EXECUTIVE SUMMARY

(1) – High Intensity Discharge (2) - Acquisition Cost from CMP is estimated and is included for analysis purpose only (3) – Fixture Unit Price does not include the acquisition cost

Technical/ Environmental

Assessment

Title City of Biddeford LED Street Light Conversion

Baseline

Qty HID Cobrahead Fixtures: 2,084 Qty HID Flood/Decorative Fixtures:

258

Total Demand: 336.2 kW

Annual Operating Hours: 4,260

Annual Energy Consumption: 1,432,135 kWh

Technology Employed Smart ready LED Fixtures

Technology Provider(s) Eaton Cooper, Acuity Brands

Technical Specifications

7-PIN, Smart ready fixtures Color temp: 3000K; 4000K for some downtown Decoratives Average life ≥ 100,000 hours CRI ≥65, IP ≥ IP 65

Fixture Warranty 10 years

Annual Operating Cost Savings $359,134 (79%)

Financial Assessment

Financing Scheme Lease Purchase

Estimated Project Cost $1,384,610

Estimated Acquisition Cost $265,839

Estimated Total Project Cost (RTE & Acquisition Cost) $1,650,449

Project Reference Period 23 Years

Payback Period (including Financing costs) 5.3 Years

Payback Period (excluding Financing Costs) 4.4 Years

46




2. GPS MAPPING

RealTerm Energy conducted a complete GIS inventory of the City of Biddeford’s street lights and used the information derived from this review to develop a detailed picture of Biddeford’s current street lighting network which includes the following:

• Accurate count of all fixtures and fixture types • Wattage of each existing fixture • Length of fixture arms, fixture heights, setbacks from roadway, pole spacing, etc. • Exact GPS coordinates • Road classifications • Utility pole ID numbers (when available)

A detailed breakdown of the revised lighting inventory, obtained from the GIS/GPS audit is presented below:

2.1. GPS Inventory (Actual) UTILITY TYPE SYSTEM WATTAGE QTY

COBRAHEAD FIXTURES

CMP Cobrahead - HPS 50W 65 20 CMP Cobrahead - HPS 70W 95 1,642 CMP Cobrahead - HPS 100W 130 42 CMP Cobrahead - HPS 150W 195 136 CMP Cobrahead Type 2 - HPS 150W 195 2 CMP Cobrahead - HPS 200W 250 1 CMP Cobrahead - HPS 250W 300 208 CMP Cobrahead Type 2 - HPS 250W 300 5 CMP Cobrahead - HPS 400W 464 28

Subtotal (Cobrahead) 2,084

47




UTILITY TYPE SYSTEM WATTAGE QTY

DECORATIVE FIXTURES

CMP Decorative - Acorn Post Top - HPS 100W 130 2

CMP Decorative - Acorn Post Top Type 3 - HPS 100W 130 3

CMP Decorative - Acorn Post Top Type 1 - HPS 175W 210 66

CMP Decorative - Bell Downlighting - HPS 70W 95 14

CMP Decorative - Box Top Type 3 - HPS 100W 130 14





CMP Decorative - Cube Post Top - HPS 400W 465 10

CMP Decorative - Globe Post Top Type 1 - HPS 100W 130 1

CMP Decorative - Other Type 2 - HPS 100W 130 1



CMP Decorative - Victorian Lantern Post Top - HPS 100W 130 10

CMP Floodlight - HPS 250W 300 40

CMP Floodlight - HPS 400W 465 12

CMP Sentinel - HPS 70W 95 2



Subtotal (Decorative) 258

48




3. PRELIMINARY LED REPLACEMENT INVENTORY

Our team has developed an initial LED assessment for illustrative purposes. For any assumptions made regarding the inventory ownership, please refer to Section 5: Calculation Assumptions, of this report. For the analysis presented, we have used Eaton and Acuity LED fixtures with comparative light outputs for all existing HPS fixtures recorded in the inventory. This analysis is only a starting point, and demonstrates the energy savings that are possible using LED technology while deploying industry standard roadway practices.

3.1. LED Replacements (one-for-one, Post-Upgrade)

UTILITY TYPE WATTAGE QTY

COBRAHEAD FIXTURES CMP 31W_Eaton_Archeon 31 1,299 CMP 40W_Eaton_Archeon 40 405 CMP 64W_Eaton_Archeon 64 136 CMP 64W_Eaton_Archeon_NewArm 64 2 CMP 94W_Eaton_Archeon 94 209 CMP 94W_Eaton_Archeon_NewArm 94 5 CMP 148W_Eaton_Archeon 148 28

Subtotal (Cobrahead) 2,084

UTILITY TYPE WATTAGE QTY

DECORATIVE FIXTURES CMP 38W_Acuity_MSPL2 38 14 CMP 39W_Acuity_GVD2 39 31 CMP 39W_Acuity_GVD2Round 39 1 CMP 39W_Acuity_W4GLED 39 1 CMP 43W_Acuity_WL1C 43 12 CMP 46W_Acuity_247L 46 10 CMP 48W_Acuity_ATB0 48 31 CMP 71W_Acuity_ATB0 71 64 CMP 71W_Acuity_ATB0_BR1056 71 2 CMP 72W_Acuity_W4GLED 72 8 CMP 119W_Acuity_ACP0LED 119 44 CMP 60W_Acuity_GVD2 60 3 CMP 60W_Acuity_GVD2Cage 60 24 CMP 60W_Acuity_GVD2Cage (TBD) 60 13

Subtotal (Decorative) 258 TOTAL 2,342

49




3.2. Expected Savings

Expected Savings – Complete Inventory (City Budget and Option)

(1) In the ‘BEFORE UPGRADE’ scenario above, we have assumed that 106 Outdoor HID fixtures are not CMP Owned and Maintained (SL-Full Service Lighting). For these fixtures we have assumed that existing maintenance cost are $25/fixture/year.

$265,865

$79,243$106,551

$2,475

$454,133

$25,161 $33,831 $36,008

$95,000

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$350,000

$400,000

$450,000

$500,000

Facility charges Delivery Charges Supply Charges Maintenance Cost Total Streetlight

Annual Operating Costs Comparison Baseline vs Post Acquisition and LED Upgrade

Baseline Post Acquisition & LED Upgrade

CURRENT STATUS BEFORE UPGRADE

Post-Acquisition & LED Upgrade VARIANCE PERCENT

Fixture Quantity 2,342 2,342

Annual Electricity Consumption (kWh) 1,432,135 454,721 977,414 68%

Facility charges $265,865 $0 $265,865 N/A Delivery Charges $79,243 $25,161 $54,082 68% Supply Charges $106,551 $33,831 $72,720 68% Maintenance Cost $2,650 $36,008 ($33,358) N/A Total Streetlight $454,308 $95,000 $359,308 79% Average Annual Cost per Fixture $194 $41 $153 79%

50




Expected Savings (City Budget)

Expected Savings (Option – Others Budget) (Biddeford Schools, Biddeford Ice Arena, Biddeford Alumni Assoc., and Shuttle Bus-Zoom).

$265,865

$71,157 $95,678

$0

$432,700

$23,485 $31,579 $34,379$89,443

$0

$100,000

$200,000

$300,000

$400,000

$500,000

Facility charges DeliveryCharges

Supply Charges MaintenanceCost

Total Streetlight

Annual Operating Costs Comparison Baseline vs Post Acquisition and LED Upgrade - CMP Only


$0

$8,086$10,873

$2,650

$21,609

$1,675 $2,253 $1,630$5,557

$0

$5,000

$10,000

$15,000

$20,000

$25,000

Facility charges DeliveryCharges

Supply Charges MaintenanceCost

Total Streetlight

Annual Operating Costs Comparison Baseline vs Post Acquisition and LED Upgrade




Fixture Quantity 2,236 2,236

Annual Electricity Consumption (kWh) 1,285,996 424,445 861,551 67%

Facility charges $265,865 $0 $265,865 N/A Delivery Charges $71,157 $23,485 $47,671 67% Supply Charges $95,678 $31,579 $64,099 67% Maintenance Cost $0 $34,379 ($34,379) N/A Total Streetlight $432,700 $89,443 $343,257 79% Average Annual Cost per Fixture $194 $40 $154 79%



Fixture Quantity 106 106

Annual Electricity Consumption (kWh) 146,139 30,276 115,863 79%

Facility charges $0 $0 $0 N/A Delivery Charges $8,086 $1,675 $6,411 79% Supply Charges $10,873 $2,253 $8,620 79% Maintenance Cost $2,650 $1,630 $1,020 39% Total Streetlight $21,609 $5,557 $16,051 74% Average Annual Cost per Fixture $204 $52 $151 74%

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4. PROJECT COSTS

In a Lease Purchase option, or a “Design, Upgrade and Transfer”, the City arranges the financing of the project.

4.1. Project Costs, Savings and Investment Return

Project Costs, Savings and Investment Return – Complete Inventory

(1) Only fixtures owned by CMP are acquired.

The total estimated project cost is inclusive of a 17% RTE margin on the costs for the procurement of fixtures and installation related charges. In addition, the estimated project cost includes a charge of $10.50 per pole for data collection and the preparation of an Investment Grade Audit (IGA).

Project Costs, Savings and Investment Return – City Budget

Project Costs, Savings and Investment Return – Option – Others Budget (Biddeford Schools, Biddeford Ice Arena, Biddeford Alumni Assoc., and Shuttle Bus-Zoom)

PROJECT COSTS Total Average Unit

Number of Fixtures 2,342

LED Lighting Upgrade Project Cost $1,384,610 $591

Acquisition Cost from Utility(1) $265,839 $119

Total Project Cost $1,650,449 $705


Number of Fixtures 2,236

LED Lighting Upgrade Project Cost $1,295,423 $579

Acquisition Cost from Utility $265,839 $119

Total Project Cost $1,561,262 $698


Number of Fixtures 106

LED Lighting Upgrade Project Cost $89,186 $841

Total Project Cost $89,186 $841

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4.2. Financing Scenario (All Inventory) The following table shows an example of financing based on a representative interest rate (3.69%):

CAPITAL COST

TERM (YEARS)

INTEREST RATE

ANNUAL PAYMENT

COST OF BORROWING

$1,650,449 10 3.69% $200,357 $353,125

4.3. Net Savings Over Loan Period

Annual Savings over 10-year Period for a 10-year loan period with 3.69% interest rate

Payments (“Outlays”) by City ($) Project Savings ($)

Year Total Annual

Financing Payments

Maintenance Services Total (1)

Annual Utility

Savings

Cumulative Utility

Savings

Annual Net Savings

Cumulative Net Savings

1 $200,357 $36,008 $236,366 $392,667 $392,667 $156,301 $156,301 2 $200,357 $36,728 $237,086 $404,447 $797,113 $167,361 $323,662 3 $200,357 $37,463 $237,820 $416,580 $1,213,693 $178,760 $502,422 4 $200,357 $38,212 $238,570 $429,077 $1,642,771 $190,508 $692,929 5 $200,357 $38,976 $239,334 $441,950 $2,084,720 $202,616 $895,545 6 $200,357 $39,756 $240,113 $455,208 $2,539,929 $215,095 $1,110,640 7 $200,357 $40,551 $240,908 $468,864 $3,008,793 $227,956 $1,338,596 8 $200,357 $41,362 $241,719 $482,930 $3,491,723 $241,211 $1,579,807 9 $200,357 $42,189 $242,547 $497,418 $3,989,142 $254,872 $1,834,679

10 $200,357 $43,033 $243,391 $512,341 $4,501,483 $268,950 $2,103,629 Total $2,003,573 $394,280 $2,397,853 $4,501,483 N/A $2,103,629 N/A

As can be seen, there are significant net savings from the outset of the project, net of financing costs.

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5. CALCULATION ASSUMPTIONS

1. The electricity consumption and cost savings were calculated based on CMP’s current rates valid at the date of the preparation of this report. This information can be obtained online from CMP’s pricing schedules1. Any changes in the data obtained will change the energy consumption and cost savings depicted in this report.

Item Baseline Post-Upgrade

Number of Fixtures 2,342 2,342

Fixture Ownership Central Maine Power City of Biddeford

Tariff SL-Full Service Lighting SL-Delivery-Only Service Lighting

Annual Operating Hours 4,260 4,260

Annual Luminaire, Lamp and Facility Charges

Annual Facility Charges as per SL-Full Service Lighting N/A

Electricity Delivery Charges $0.055332 / kWh $0.055332 / kWh

Electricity Supply Charges $0.07440 / kWh Constellation New Energy Inc

$0.07440 /kWh Constellation New Energy Inc

Annual Maintenance Cost Estimated based on

$25.00/Fixture/year Only for the City-owned portion

Refer to Maintenance Services in section 4.3

2. The acquisition cost from Central Maine Power provided by the City is included in our calculations for analysis purposes only.

3. After the first year, the energy and maintenance costs’ inflation rates are 3% and 2%, respectively.

4. Installation cost is based on labor assumptions and is inclusive of connection and fusing as per Central Maine Power Section 53.7 Terms and Conditions for Municipal-owned street lights2. Installation price includes fusing material approved by Central Maine Power. If traffic control services (Flaggers and Police details) are required, this may result in an increase in the projected installation cost.

1 Central Maine Power Pricing Schedules: https://www.cmpco.com/YourHome/pricing/pricingSchedules/default.html 2 Central Maine Power Terms and Conditions: Section 53 - Municipal Ownership of Streetlights: https://www.cmpco.com/YourHome/pricing/pricingSchedules/TermsCondition.html

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https://www.cmpco.com/YourHome/pricing/pricingSchedules/default.html

https://www.cmpco.com/YourHome/pricing/pricingSchedules/TermsCondition.html




5. The total installation budget includes a 5% contingency to cover the following costs:

• Elliptical bracket replacement for retrofitted fixtures (aside from the 7 fixtures identified in table 3.1 as requiring new arms)

• Modification of fixture mounting • Relocation of fixtures • The replacement of the fixtures near high voltage wires or in the restricted zone

6. RealTerm Energy will work with the City of Biddeford and Efficiency Maine in applying and obtaining any available incentives from the street light upgrade. In order to apply for the incentives, the finalized part numbers (obtained from the photometric designs) will be required. In addition, any additional important information for qualification of the incentive, for example, pole ownership, would have to be verified and confirmed.

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6. CONCLUSION AND RECOMMENDATION

RealTerm Energy recommends that the City begins the process of acquiring the street light asset from Central Maine Power while the Investment Grade Audit (IGA) is being finalized. As depicted in this interim report, a City-owned street light upgrade presents the potential for substantial long-term savings to the City. Furthermore, the project can be personalized to meet the City’s needs:

1. Schedule and timing of the installation 2. LED Photometric Designs 3. Ability to incorporate LED fixtures that are smart control ready should the City wish to

incorporate controls today, or in the future

If the City of Biddeford chooses to move forward with the Design, Upgrade and Transfer option, the total project cost (“City Budget” and “Option – Others Budget”), including acquisition, will be approximately $1,650,449. The City should expect a payback period of approximately 5.3 years (including financing costs). The actual project cost and savings will be revised during the final IGA.

The next steps to start the implementation of this new technology and start seeing energy and maintenance savings are as follows:

• Conference call to review Interim Report with City staff and RealTerm Energy • Acquisition of street lights from Central Maine Power • Preparation and review of final IGA report • Review and apply for any available incentives through Efficiency Maine

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2018.62 IN BOARD OF CITY COUNCIL... JUNE 19, 2018

MORATORIUM ORDINANCE ON DOWNTOWN PARKINGREQUIREMENT WAIVERS

BE IT ORDAINED: that the City of Biddeford, Maine hereby adopts the following Moratorium Ordinance on the Granting of any Future Downtown Parking Waivers:

WHEREAS, the City of Biddeford currently has no formal Parking Management Program; and

WHEREAS, the Biddeford City Council has directed City staff to prepare a Parking Management Program for the City Council’s study and review; and

WHEREAS, on June 4, 2018, a draft Parking Management Program was provided to the City Council and the public for review; and

WHEREAS, on June 12, 2018, the draft Parking Management Program was the subject of a City Council workshop; and

WHEREAS, the City Council anticipates that after further discussion and deliberation, the Biddeford City Council will vote on whether to adopt a Parking Management Program; and

WHEREAS, Section 49 of the Performance Standards of the Biddeford Land Use Ordinance allows the Biddeford Planning Board to waive parking requirements at the request of an applicant under certain circumstances; and

WHEREAS, the City Council needs time to review the parking waiver provisions as they relate to any future Parking Management Program; and

WHEREAS, a moratorium is necessary to prevent the potential overburdening of public parking while the implementation of a Parking Management Program is being discussed; and

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WHEREAS, it is anticipated that a study, review, and development of a final Parking Management Program will take at least one hundred eighty (180) days from the date the City enacts this Moratorium on the waiver of parking requirements;

NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Biddeford, that the following Moratorium Ordinance on the Waiver of Downtown Parking Requirements be, and hereby is, enacted, and, in furtherance thereof, the City Council does hereby declare a Moratorium on the Waiver of Downtown Parking Requirements within the City. This Moratorium Ordinance shall take effect, once enacted by the City Council, in accordance with the provisions of the City Charter and Code of Ordinances. The Moratorium shall remain in effect for one hundred eight (180) days from the date of the implementation of this Ordinance, unless extended, repealed, or modified by the City Council. Provided, however, that upon the City Council’s adoption of a Parking Management Program, this Moratorium shall automatically be repealed.

BE IT FURTHER ORDAINED, that during the period this Moratorium Ordinance is in effect, no officer, official, employee, office, administrative board or agency of the City shall accept, process, approve, deny, or in any other way act upon a request to waive the downtown parking requirements contained in the Biddeford Land Use Ordinances; and

BE IT FURTHER ORDAINED, that those provisions of the City’s current Code of Ordinances that are inconsistent or conflicting with the provisions of this Moratorium, are hereby repealed to the extent that they are applicable for the duration of this Moratorium, and as it may be extended as permitted by law, but not otherwise; and

BE IT FURTHER ORDAINED, that should any section or provision of this Ordinance be declared by any Court of competent jurisdiction to be invalid, such a declaration shall not invalidate any other section or provision.

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2018.63 IN BOARD OF CITY COUNCIL..JUNE 19, 2018BE IT ORDERED, that the City Council of the City of Biddeford does hereby cancel the July 3rd, 2018 City Council Meeting.

NOTE: The City Council will meet only once in July, and that will be on July 17th, 2018.

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2018.64 IN BOARD OF CITY COUNCIL…JUNE 19, 2018BE IT ORDERED, that the City Council of the City of Biddeford approves a property tax abatement in compliance with Title 36, §841.2 in the following amounts (as requested by the property owner); Case #18-1:

FY17 – $3,302.16 FY18 - $3,302.16

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IN BOARD OF CITY COUNCIL…JUNE 19, 2018ORDERED, that I, Alan M. Casavant, Mayor of the City of Biddeford, do herebyappoint:

Adam Bellefeuille111 Pool Street

Ward 2

as the CHAIR of the Solid Waste Management Commission for 2018; replacing Martin Grohman, who has resigned from this Commission.

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city of biddeford june 19, 2018 6:00 pm council chambers · 2018-06-15 · 4 2018.56 in board of...

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