Councilors authorize city’s moving expenses
PRESQUE ISLE, Maine — Plans continue to move forward for the relocation of City Hall, following City Council’s Jan. 20 meeting to discuss and vote on moving expenses. Present for the meeting were Council Chair Emily Smith, Council Vice Chair Mike Chasse and Councilors Pete Hallowell, Leigh Smith, Craig Green and Randy Smith.
City Manager Jim Bennett began discussion by reviewing a memo he’d sent to councilors prior to the meeting.
“It might make sense to have a general discussion where we’re at and what’s going on before making a decision” on allocation of moving funds, said Bennett. “Since Council made the decision to move forward, in the last week I’ve worked on details of what needs to be done going forward.”
Bennett said there were a couple of things that needed to be addressed in the purchasing and procurement process, pertaining to the sale of the Second Street structure that’s served as City Hall for decades.
“The purchase and sales agreement for the sale of the existing City Hall has two remaining contingencies. The buyers require a final review by their engineers as well as the legal ability to convert the property into apartments,” said Bennett. Approval by the Planning Board would be needed for the latter issue.
“Under our current practice, it will require subdivision approval from the Planning Board. The next Planning Board meeting is on Feb. 19. If the purchasers have everything submitted in a timely basis, there is no real reason that the board would have to deny the application based on law. Realistically, the closing would occur shortly after the approval on the 19th,” said Bennett.
Bennett said unless Council desires to “proceed with the move prior to an affirmative closing, staff’s internal plans have assumed that we would execute all actions after the closing,” said Bennett.
With the exception of the construction of the Council Chambers, Bennett said the anticipated changes at the new building are simple.
“I have met with the owners of C&N Rentals and they are comfortable with a phased move. We would exit City Hall as soon as practical. We would operate out of the new facility with the exception of the new Council Chambers. Those would be constructed while we’re in the new building (56 Parson Street). C & N would allow us to continue to use the Council Chambers for upwards of 60 days after” our other offices have moved to the new location, he said.
During that time Bennett said C&N would begin their work, understanding that they would have to keep the third floor accessible for meetings.
“Prior to the move, we would execute all items necessary for the closing. However, all closing documents would be held by an escrow agent. Once the Council Chambers are constructed, escrow would be released and the official title would pass at that time (certainly after April 1). During the escrow period, the city would continue to pay for heat, water/sewer and insurance. C&N would be responsible for electricity,” said the city manager.
Bennett went on to talk about staffing at the new facility, what IT services will be needed, elimination of duplicate equipment, handicapped accessibility needs and how staff will rotate to cover window services.
Councilor Mike Chasse suggested the city obtain an engineer’s analysis of the new location, so if there are any issues, they can be addressed by the owner of the building sooner rather than later. Councilors voted unanimously to authorize the city to have a building inspection performed at 56 Parson Street.
Councilors then voted on several items pertaining to the upcoming move of City Hall, with all but one passing by a vote of 5-1. Councilor Craig Green, who’d opposed the sale of the Second Street property and the move to the former MPG office building on Parson Street, continued his opposition by voting against all the items discussed. Decisions made by City Council included:
• Authorize the creation of a City Hall moving appropriation of $75,000;
• Authorize the creation of a City Hall renovation appropriation of $100,000;
• Authorize $125,000 from the sale of City Hall to fund the above accounts;
• Authorize $50,000 from the contingency account to fund balance above;
• Authorize use of the capital reserve account to upgrade/replace audio/video equipment for the new Council Chambers;
• Authorized sole source for a moving contract to Parker Bailey;
• Authorized the city manager to award the IT annual service contract by a vote of 4-1-1 — Green opposed, while Emily Smith abstained, citing she is part owner of Greenmark IT in Presque Isle. Bennett has solicited quotes for moving and maintaining IT service for the coming year from Oakleaf of Caribou, which currently has the IT contract with the city, as well as Northern Business Products, of Presque Isle, and Greenmark IT. Those quotes are due back by Friday, Jan. 30;
• Moved to cover the Sewer District’s moving expenses, at the city’s cost; also moved to have a workshop with the board of trustees, seeking ideas on what layout of space they’d need; and
• Authorized the city manager to award the security contract for the new building. Bennett noted he was “looking to do some sort of process for bidders on that.”
Council’s next meeting will be held on Monday, Feb. 2, at 6 p.m. at City Hall. The public is welcome and encouraged to participate.
For more information, call 760-2785.
