The Town Council Finance Committee held the second of two scheduled workshops reviewing the BUDGET on Thursday, March 23, 2023.  Kathy Raftice, Director of Community Services and Fort Williams Park, Jay Reynolds, Director of Public Works, and Dave Bagdasarian, Facilities Director, were present to review their prospective department’s budgetary items.  The Finance Committee met with the other department heads during the March 21 budget workshop.

In the budget’s written narrative regarding Community Services, Raftice writes, 

“In 2022 we conducted 828 youth, adult and pool programs with over 8,900 participants, continued providing before- and after-school care, increased our pool and fitness memberships, provided service to those looking to reserve Spurwink Church, and provided customer service to many visitors to Fort Williams Park and Portland Head Light.  Again, our youth programs have generated over 90% of budgeted revenue by year-end 2022 and we are exceeding our mid-year revenue goals in other areas as well.”

Below are highlights of some of the line items included in Raftice’s budget requests for Community Services, Fort Williams Park, and Portland Headlight (500s):

Community Services expenses for this year do not show any one large items.  Adult lifeguards have been added to the pool’s opening shifts in supervisory roles. The minimum wage increased by 8.2% in January, impacting the newer lifeguards and swim instructors.  Additional funds have been added to the Outlay subledger to potentially replace the inflatable water gym.  Raftice explained that the inflatable is extremely popular, but is nearing the end of service.  The cost of replacing it is approximately $12,000 - $15, 000, but would easily be, “Recouped in the first year of use,” Raftice said.  “We do approximately 37 weeks of pool parties, at three times a weekend for an average rate of $200; which brings in approximately $22,000 a year.”

Youth programming expenses have increased due to the increase in programs, the resulting contracted services, and the addition of a part-time assistant.  The minimum wage increase of 8.2% also adds to the department’s part-time wages for summer camp employees.  

Cape Care and the Cape Elizabeth School Department have applied for a grant and will partner together in the newly formed Public Pre-K.  Details continue to be worked out for two of the Cape Care classes and final approval from the state is still pending.  In preparation of approval, two rooms have been identified that satisfy the required square footage necessary for a class of 15 pre-K students.  The grant application includes the removal of one wall and the addition of sinks in each classroom in order to meet state education requirements.  The public pre-K will be offered to only Cape Elizabeth children who are 4 years old by October 15.

Councilor Gretchen Noonan inquired about the department’s experience with the temporary ice rink at Gull Crest Field, provided by the Cape Arena Group.  Raftice reported, “From our perspective it went very well.  We had ‘Learn to Skate’ and ‘Learn to play’ programs that filled out.  We also offered after-school programming with passes for middle school students. If we are asked to participate more in the future, we are more than willing to do so.”

Town Manager Matthew Sturgis took a moment to thank Raftice and her staff, “They continuously set the bar on an annual basis.”  Reflecting on their ability to provide summer programming at the onset of the pandemic, to locating spaces to house programming after the center was flooded on Christmas of 2022, “They retool on the fly and they seem to have that in their DNA,” Sturgis said.  In reference to the storm damage, Raftice informed that the repairs should be near completion by April 1.

Fort Williams brought in revenue from the bus companies and the pay and display parking meters.  “We had 1000 buses come in last year and about 139,000 transactions at our pay and display; both of these are very successful and both bring in a lot of revenue. The goal is to utilize that revenue the best we can to revitalize the fort and make it welcoming to residents and non-residents.”

Projects included in the park budget come from the Fort Williams Master Plan and the Fort Williams Park Committee’s ongoing efforts to implement the plan.   “These projects are well thought out and talked about to a great degree, with the thought of not over extending.  The major driver is resident use,” Raftice said.  Resident-driven programs included in the budget include: major repairs to the pond, tennis courts, additional pickle ball courts, and relocation of the playground.  “These are resident-driven programs and projects that we are trying to get so that the park is utilized by residents year-round,” Raftice said.  The goal of the pond is to make it useable year-round and is estimated at $140,000 to repair.  Sturgis said that adequately maintaining the pond, “Requires a management plan of approximately every 20 years to take place,” to preserve the pond.

The Master Plan lays out a “Cape Campus” around the area of the current playground.  Moving the playground to the top of the Children’s Garden will improve safety.  Raftice reported that the current playground, which is 20 years old, cannot be moved.  Pricing to install a new playground which is ADA-compliant is approximately $150,000.

Due to a growing popularity in residents playing pickle ball, the budget includes re-orienting the two existing courts.  By turning the two courts 90 degrees, the capacity for courts doubles, according to Raftice.  The tennis courts also need to be restructured so that they are flat and allow for proper water drainage; resurfacing the courts what not sufficiently repair. 

Other budgetary items include installing water-filling stations.  The Recycling Committee ‘s efforts to receive grants for water stations were unsuccessful on two occasions.  As a result, the committee requested that the Fort Williams Park Committee recommend funding for the project.  Raftice said, “They are very much needed in the park.  Two will be installed this spring with this year’s funds, and two more are proposed in the new budget.”

Councilor Penny Jordan asked Raftice how much of the revenue generated by the park covers the proposed fort projects?  Raftice answered, “The revenue generated from park rental fees and parking meters brings in about $770,000 and would cover the projects.”  Jordan said it was important to highlight in future years, “That we have made a lot of progress funding the fort without additional tax dollars.”  Councilor Gretchen Noonan asked if part of the park revenues could be used to help offset taxes instead of going back to infrastructure at the park.  Sturgis answered that using revenue from the Fort Williams can and has been used in other Town budgetary items such as lawn maintenance vehicles.

Finance Chair Nicole Boucher asked Raftice if any of the proposed projects could be phased or be implemented through fundraising.  Raftice confirmed that the committee has been looking a fundraising, as well as installing the playground in stages.  Noonan suggested that given the popularity of pickle ball, fundraising for this project might prove to be successful.

Below are highlights from Public Works Department’s operational budgets (300s).  They include: Public Works (310), Refuse and Recycling (320), and Parks and Grounds (330). In addition, the special fund budgets for Sewers (815) and Riverside Cemetery (860).

Reynold’s lists in his budget narrative, “These services include, but are not limited to the following areas:  Approximately 60 miles of roads and right-of-way maintenance; maintenance and management of the Town’s stormwater conveyance systems; Stormwater Permit Program (MS4); the Town’s recycling and solid waste programs; parks/grounds/school campus maintenance; fleet maintenance of Town-owned vehicles and equipment; maintenance of the Town’s sewer system; operations and management of Riverside Cemetery; and Various support/services to other departments, user/volunteer groups, agencies, and residents.”

Reynolds explained that the most noteworthy expense increases are due to increased cost for materials, supplies, and contractual services resulting from rising costs and inflation.  The only deviation from this Reynolds said, is adding one part-time mechanic, “In order to be less reactive and more preventive in our maintenance efforts.”

Below our highlights from the Facilities Department proposed budget (600s).

Bagdasarian writes, “This year’s significant increases come from the 2002-power lines.  Our 5-year electrical contract ended this January, resulting in our rate going from $0.065/kWh to $0.1366/kWh, a 108% increase and anticipated increase in delivery charges.  These figures are based on the LY’s total kWh usage.  To note, Competitive Energy Services LLC helps advise/broker these contracts along with advice from the Town’s Energy Committee.  We signed a new 24-month contract starting in January at the abovementioned rate.  By the end of that contract, our solar field will be running and we should see savings”

Primary Capital Improvement Projects (2000s) include continuous investments in paving and roadway improvement; a front-end loader; truck sanding unit; paint machine; utility truck replacement; and a new pickup truck.  In addition, funding for walkways and water-filling stations at Fort Williams Park; Hannaford Field erosion and drainage improvement; engineering to reconfigure the Town Center intersection design; one police cruiser, improved security at Town Hall, Police Department, and Fire Station including cameras.  The budget also includes the second and final component of the installation of Tyler Technologies/Munis municipal financing software suite.  Accounting was the first component.  The second includes human resources and payroll.  Sturgis said, “This will bring us up to the modern era.  The reporting standards and the product you will see, even with next year’s budget, will be vastly improved over what from what we have been doing.  In addition, it will help us recruit and retain employees.”  Lastly, the final steps of the town revaluation.

Sturgis said that of these projects, “Roughly $487,500 of it will be done via a lease-purchase approach.  The lease-purchase approach can fund investments for the Town’s infrastructure for a five-year period and balance the impact to taxes.”  The amount to go to taxes is $676,573.  There will also be interfund transfers to offset some of the expenditures. so that the amount that will go to taxes $676,573 and inter-fund transfers to offset expenditures.  

The next meeting in which public comments on the budget will be accepted is scheduled for Monday, April 10, 2023.  Alternatively, emails to the entire council may be sent: EMAIL TOWN COUNCIL.

To follow along with the budget process and updates, please visit the Fiscal Year 2023-2024 Budget page.