Maine Association of Planners

Maine Association of Planners

Minutes from Business Meeting

Annual Meeting of Membership

Stone House, Freeport

June 4, 2004

Executive Board Committee Members present: Jim Fisher, Hugh Coxe, Rich Roedner, Matt Nazar, Noel Musson, Fred Marshall, Maureen O'Meara, Doug Webster

President Fisher opened the business portion of the meeting at 8:30 A.M.

Presidents Report to the Membership

President Fisher reported to the membership that MAP had a positive experience working with MCDA workshops, especially the TIF workshop in Augusta. He reported that the legislative and policy committee had difficulty coming to consensus on some legislation due to timing and logistics.

President Fisher thanked Donna Larson for her assistance in coordinating the annual meeting and Jack Cortez for his help working with the students. He also thanked the various sponsors for the annual meeting that enable the organization to hold the annual meeting without a net deficit.

Treasurer's Report to the Membership

Treasurer Fred Marshall reported to the membership that MAP has changed its fiscal year and that the change occurred smoothly. He handed out an eight page report detailing present MAP account balances and reported that the organizations total assets and liabilities total $21,945.37.

Mr. Marshall emphasized the importance of sponsors for the annual meeting and throughout the year (i.e. Newsletter advertising) to help offset expenses. He also directed the memberships attention to the proposed FY 05 budget that had been printed in the last newsletter.

Beth Delavalle moved to accept the treasures report and to accept the proposed FY 05 budget. The motion carried unanimously.

Upcoming Events

President Fisher reported that MAP is planning to participate in the upcoming MMA conference and that the theme is expected to be healthy communities. Dianne Brandon was suggested as a good contact person for the Community Wellness Program. Beth suggested that Christine Lynman has been helpful in encouraging the concept in more rural areas of the State.

Kathy _______ suggested that MAP consider utilizing John Balicci's presentations for Healthy Maine Walks and that he may be an effective panelist for the MMA workshop.

Beth stated that she believes there needs to be good linkage between mixed use development and healthy communities.

Future workshops/ Collaborations

The membership informally discussed possible future workshop concepts for the upcoming year.

-A TIF workshop focusing on housing would be helpful to planners.

-Anne Krieg suggested that the topic of implications of Federal regulations on land use law would be helpful for planners.

-Beth D. suggested that a workshop discussing alternatives to traditional septic systems would be an appropriate topic

-David ________ (SPO?) suggested a workshop regarding the importance of procedures for legal purposes (i.e. Notice of decision, etc.) for local PB's and ZBA's. MAP might consider video taping the workshop or a few "on the road" workshops. Beth D. suggested that MAP could collaborate with the Maine Bar Assoc.

-Beth suggested a workshop with/for local Public Works Directors discussing newer planning ideas. Perhaps this could be an MMA workshop.

-Kathy _______ suggested coordinating with Maine Local Roads Center. A representative from MAP could be on a panel to discuss local road issues. Beth D. reiterated the importance of local road planning and referred to SPO's efforts on this matter that are expected to take about two years.

-GIS, specifically R & D, might also be considered for a MAP workshop. A connection with USM would seem to be appropriate as they operate a program with this focus. There could be an interface with disaster "EMA" planning.

MAP Friend of the Court Brief

Maureen updated the membership on the status of Dunstan Corner development and that MAP is following the legal developments of this matter. She also updated the members regarding MAP's involvement with the consistency issues related to the interface between a "consistent" comprehensive plan and ordinances. MAP is paying direct expenses incurred (up to $250) to have Natalie Burns of Jensen, Baird, Gardner & Henry (Portland firm) follow the case. The present status of the case is waiting on a Maine Supreme Court decision.

Dave ______ (SPO) expressed his concern regarding the citizen referendum regarding nullifying the retroactivity of moratoria and ordinances.

Beth reported that Growthsmart ME will be following and intervening with the Maine Supreme Court and that attorney from the Conservation Law Foundation (Bennett Hart) will be participating in this matter.

Sawyer vrs. Town of Cape Elizabeth (Perkins)

Maureen reported that this decision has the effect allowing only the ZBA to change a dimensional standard. Under this ruling, PB's would not have the flexibility to allow changes to setbacks, lot size, etc. when reviewing, for example, cluster subdivisions. This may be an issue that MAP wish to take a position on in the future and even consider legal backing.

Election of Officers for FY 05

President Fisher encouraged members to attend the Executive Committee Board meetings that are generally held on the first Friday of each month. He thanked Anne Krieg for her time on the Board.

The proposed slate is;

Noel Musson- President

___________- Vice Pres.

Fred Marshall- Treasurer

Jim Fisher- Recording Sec. (temporary) + Immed past Pres.

Matt Nazar- Membership Sec.

Carl Eppich- Member

David Galbraith- Member

Doug Webster- Member

Hugh Coxe- Member

Jean Marshall- Member

Rich Roedner- Member

___________- Member

Matt reported that the MAP Executive Board could fill the presently vacant seats on the Board during the year if a member expressed interest. Kathy _____ moved that Beth Delavalle be added as an Executive Board Member. The revised proposed slate of Executive Board members was moved and seconded. The motion carried unanimously.

In Closing

Past President Fisher thanked the various sponsors for the annual meeting including;

-James Sewall & Co.

-Land Use Consultants

-Woodard & Curran

-_________________

Jim adjourned the Business Portion of the meeting at 9:15 A.M.

MAP Annual Meeting

Stone House, Freeport

Friday, June 4^th, 2004

Key Note Speaker 06/04/04 Notes by Jim Fisher

Ann Muicke (Resume and power point presentation are available on the internet)

Context prior to amalgamation

1. Background

Municipalities created by Provincial Government

1980s restructured relationships

redefined roles and responsibilities

Three areas Halifax, Cape Breton, Mirimachi City

Official reason

Cost savings

efficiency and cooperation

Quality of service

planning

also municipal bankruptcy

large county area - but 70% of the population on 5% of the land mass - trends?

Changes in 1990s

Benefits accrued to Halifax and Dartmouth

County had to take over new expenses

Metric -meters of road per person

Town less than 10

County 40 to 90

level of service in rural areas was lower so people w anted low taxes

Debt loads were significant in some areas. At amalgamation the places with low debt per person had to absorb debt from high debt areas

Total debt ballooned after amalgamation - Tragedy of the commons

Towns raided the reserves and incurred obligations shortly before amalgamation.

transition costs were very high

· severance

· system, upgrades, technology- accounting upgrade

· office leases and renovations

· consultation fees

· fleet up grade

· uniforms and identity

Cost per capita -varied a great deal from $10 to $85

retooling technology - moved everyone to the highest level

Tax rates - down in town, up in county

fiscal expectations met'

Transition much more costly than expected

Operating cost not reduced -basic services the same

service improvements have been slow

promise of cost cutting and efficiency has not occurred to date

Long term costs

· collective agreements - wage inflation

· harmonization standards imposed by municipality = benchmark set by the high pay in municipalities

· Adopted the highest standards for construction, etc.

· New standards were imposed by the province

· now considering different standards for different contexts

· sophisticated systems are costly to maintain - water systems contamination

· example of university registration system - costly and difficult to implement

· have been able to provide better services than before -e.g. emergency dispatch, on-line library services,

· Overall Change

· Population up 10%

· Budget up 17%

· Debt increase up 39%

· New responsibility for rural roads and policing

· Loss of social welfare burden

· Residents per councilor

· increased in every situation from 2km 3km 5k and 9k to 14k

· professionalized offices and staff

· politicians are full time with staff

· better informed and professionalized

· more communications tools

· new responsibilities

· HRM and CBRM and other cities are more powerful and can negotiate with the provincial government now

· loss of local identity is matched by a gain in regional and national identity

· Identity

· there is a lot of variation within the county

Feared loss of volunteerism

· schools and fire dept.

· some local organizations were disbanded

local councilor has less time for local matters

increased pride in civic status

Service Delivery

· public expected expanded services at no extra cost

· did not happen

Harmonization of standards - backing off from the taking the highest standards

Planning and development benefits

· Integrated industrial park panning - there was a lot of competition. Money was wasted creating a park that was to be business and ended up being retail -poorly suited

· coordinated transportation planning - was suburban development with commuting pressures

· permit process has been simplified (still needs to be updated.)

· Made it possible to implement the solid waste management plan

· Building sewage treatment in Halifax

· Regional planning started in 2001

· Defined major employment centers

· there is very little employment in the rural and semi rural areas

Regional Plan

· transportation

· growth and settlement plan

· environment and green space

· management

· economic development

· harbor plan - first time

Growth

· classic sprawl pattern

· Coastal assessments – costal land valuations up

· Fiscal

Lessons

· cost of transition high

· decisions have long term cost implications

· Fiscal discipline is essential

· many costs increase

· Politics and Identify:

· political representation change

· loss of local identify

· growing regional identify

Service delivery

Planning and development

Challenge of Change

Schools

consolidation meant fewer, better schools

used public private construction

The developer leased the school to the government

After school activities were charged to government

developers - want vending machines and other revenue centers to increase their profits

transportation costs increased dramatically eating up savings on building and maintenance costs

Moments the process has been brutal

Challenges

Loss of senior staff and corporate memory

Management of records - paper and digital

Incompatible data systems

integration of diverse work cultures -

integration of systems and data

cost control

internal and external communications

centralized phones and mail were overwhelmed

time spent in meetings increased

technology was more than many needed

uncertainty about job security dropped during transition

Office morale plummeted - there were a few strikes before and several after. (one lasted 10 weeks)

Stages of transition

· province selects senior admin staff

· few months with untested systems

· sudden loss o senior people

· task teams without adequate support

· three major restructuring - no w a business unit model Some social programs don't fit in the business model

· After 8 years systems and management are beginning to show results

There is no clear leadership

Long term view

· guarded excitement among senior and middle staff that difficulties are mostly over and future looks bright

· projects will move ahead

· economy growing

· civic status and influence rising

· some expectations

Mark Lapping – Comments on Presentation

Common features between Maine and Nova Scotia

Gaming

If money is available - boys will have their toys

Differences

There is a greater deference to authority in Canada - they even respect planners

Greater trust in Provincial government

The US has greater reliance on local and civic government

Disequilibrium and moves to cessation

Tax code in the US favors home ownership and sprawl. Much less so in Canada.

Schools -Maine reorganized schools and did not receive the anticipated benefits. Small rural schools produce good results

Volunteerism was high.

Even after amalgamation there is a great deal of distrust

It matters to have good people lead the change

Urge us to speak with planners in Canada -learn from them

Questions

Have all of the provinces gone through this?

There are gaps and some may back up.

Prairie provinces are not moving that way.

Who draws the districts?

In the US Neighborhood councils are also important.

The province initiates the process and draws the lines.

The new community councils partially reflect the original councils

They meet every two weeks and deal with local planning issues

Staff are not supportive of local councils - perpetuating rural-urban divisions. They are popular.

How can we avoid the Loss of local identity?

Keep the icons, crests

Encourage local advisory councils - such as watersheds

Allow the process to take longer to implement

Lessons from other regions' backlash?

Montreal has a French / English split that doesn't apply here

Use of suburban money to support urban centers has put a strain on some of the local suburban centers

Un-amalgamating is a daunting process too.

Use of happier terms like amalgamation and harmonization - impacts on acceptance.

This was forced on people by provincial government. The buzz words didn't help much.

Why weren't costs associated with pensions and leveling service quality anticipated?

Leaders were not experienced. County did not have the sophisticated systems that they needed. Probably should have brought in people with experience, but nobody had experience at the time. It was too quick.

Cost sharing

Had to sort out quite a few funding streams and political squabbles.

Long term projections?

Big changes in the economy need to be planned. The Harbor Plan takes into account some of the anticipated growth. Town pays for services, revenues go to the Federal agency. There are serious challenges to moving containers through overland bottlenecks. The municipality is forced to deal with provincial policy, but some are beginning to show their muscle. Local government gets some revenues through taxes and fees. Liberal government may create a new municipal fund.

How is the province funded?

HST - 15% tax GST - 9%???, income tax, permit tax.

There are a lot of taxes.

Identity?

Most people will name the town or county. Some will use HRM.

Impacts of higher rural tax rates?

Since amalgamation there has been huge growth in rural areas. Rates have gone up in rural areas, but valuations are 10% of urban areas. There was not much farmland. Much of the crown forestland is protected and development snakes around it.

Population 160k

Planners 12 plus the development permit people.

2/3s of the planners are doing regional work

There are still local planners, but there hasn't been much community planning.

Maine’s tax referendum may force towns to bankruptcy. Is this an incentive for us to look to regionalism?

The provincial government forced service reductions in some of the nearly bankrupt. some of the towns want to reverse the downward spiral, but they don't have funds. Some towns are losing population 5% per year.

Bottom line - whatever you do, you need to be clear about why. Don't do it for cost savings, because it won't happen. Need to have other reasons like better services.

Was there a mechanism, could you have a local or regional tax to pay for specific projects?

Who pays for sprawl? If rural areas are getting the growth and not paying for the urban based services, then inequity causes problems. There were only limited mechanisms for inter-local agreements and spending. Metro government has some capacity.

Mark -there are examples of cities paying for development rights to protect their watersheds. (NYC -$10 Billion over 10 years)