Town of Chebeague Island - MEMO
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Town of Chebeague Island
MEMO
To: Donna Miller-Damon, Chair and Members of the Select Board
From: Justin L. Poirier, Town Administrator
Date: January 6, 2021
RE: Town Administrator Report
New compactor. The compactor was received by the installer on 12/11. I am still trying to
schedule a time when the tides will allow the installer to be on the island for a full day.
Solid waste and recycling contract. I had a discussion with ecomaine about the changes in
fees they are requiring for a new contract; our current contract expires in March. I am
meeting with a representative from Casella on January 7 to discuss what services they may
be able to offer. I will bring both proposals and an analysis for your review at the next
meeting.
Temporary garage for the spare ambulance. I attempted to purchase a temporary shelter
for the spare ambulance over the last couple of weeks, contacting Shelter Logic and several
other New England vendors. All of the shelters in the sizes we need are backordered until
the spring. I assume it is due to manufacturing delays brought on by the pandemic. After
speaking with Ralph, I think we can just wait until the budget process and see what our
options might be going into the summer. If there is no objection, I will hold off on ordering
the shelter.
Tax acquired property. At the last BOS meeting I was asked to look into the current status
of the tax acquired property located at map I03, lot 8. The lien matured in March of last
year, so the 6-month redemption period outlined in the town’s policy has expired. At this
point, the town may do with the property as it wishes.
Town hall and fire station facility improvements. In preparation for tonight’s discussion
about appointing a building committee I contacted Brian Duffy of Brian E. Duffy Associates
in Falmouth. We discussed his approach to the projects he has recently completed in
Oakland. The Town of Oakland hired Mr. Duffy and Rick Mackenzie of Construction
Consulting of Maine to conduct a needs assessment, plan a budget, and create a schematic
design with images that could be used for public education purposes. I have included
examples of what he produced for their Police and Fire Station projects in your packets. Mr.
Duffy said he would be happy to meet with the Board or the building committee to discuss
what options are available.
Replacement snow plow. During the last storm the plow on the red truck struck something
(rock/stump) and the plow buckled. My understanding is that it had a crease in it from an
192 North Road, Chebeague Island, Maine 04017
T: (207) 846-3148 | F: (207) 846-6419 |E: townadmin@townofcheagueisland.org
www.townofchebeagueisland.org
earlier incident, but that this recent strike has finished it off. Chuck and Doug removed the
plow and replaced it with the backup plow from the backup truck to get by. The current
plow is a HD2 model which is not really designed for this intense of a use. The quoted plow
is a HC (Heavy Contractor) model. This is what Messer suggested we should be using for
snow removal on this scale. Just to replace the plow blade is nearly $1,800 without the
supplemental parts. After informal consultation with the board, we placed an order to
replace the entire plow setup to the commercial model for $5,100. This should last longer
and take more abuse than the current setup. I discussed the budget with Public Services and
there are sufficient operating funds to cover this purchase. We will take money from culvert
funds (we have a few on hand), welding (we have materials on hand), and maybe some from
road materials (again, we have enough on hand for the remainder of the year). Staff picked
up the plow last week and installed it on the truck.
Emergency notification system. Now that the town’s emergency notification system is up
and running, I would like to get some feedback from the board about what you think the
appropriate use of the system should be. My inclination would be to limit the use of the
system to time sensitive notices and emergencies. Items such as road blockages, washouts,
planned power outages and non-emergency infrequent items such as notice of town
meeting. I am not inclined to use the system for routine posting of public letters, or BOS
meeting notices, etc. My thought is that these types of items are routine in nature and
those who are looking for them know where to look for them. I welcome your feedback.
Employee performance evaluation program. I have been developing the forms for the new
employee performance evaluation program. I have begun by developing draft performance
expectations and employee development plans for the Town Clerk/Tax Collector and the
Deputy Clerk/Deputy Tax Collector positions. The first part of the plan has three basic parts;
the major responsibilities of the position (section 2), the performance measures for the
upcoming review period (section 3), and the employee development plan (section 4). The
employee development plan outlines the joint responsibilities for the employee and the
town to place each employee into a position where they can learn new things and prepare
them for additional responsibilities and a possible promotion. The second part of the plan is
the evaluation of how well the employee met the expectation outlined in sections 2 and 3 at
the one-year anniversary of the plan’s adoption. These plans will be reviewed annually. I
have included a copy of the performance review form that I hope in the coming months will
be rolled out all town employees. If you have any questions please let me know.
Cross training town office employees. I recently contacted Marjorie about her willingness
to provide some consulting/training services in regards to the town’s financial reporting and
Treasurer responsibilities. I think having Marjorie available is a great resource for the town
to utilize while she is still willing. Additionally, Viktoria has expressed an interest in learning
more about this area and it seems like a great opportunity to provide some cross training. I
envision Marjorie working a few hours a week (remotely) with Vika and I on learning best
practices and to be available to assist with reconciliations, journal entries, audit prep etc.
Marjorie and I have not finalized the work arrangement or the fee structure yet, taking a see
how it goes approach. The administration budget has available monies for this expense
because of the continued vacancy in the part-time Office Assistant position. If the board is
agreeable, I will begin by working out an informal agreement with Marjorie that is mutually
agreeable.
192 North Road, Chebeague Island, Maine 04017
T: (207) 846-3148 | F: (207) 846-6419 |E: townadmin@townofcheagueisland.org
www.townofchebeagueisland.org
Town of Chebeague Island
Performance Review Form
SECTION 1 - GENERAL INFORMATION
1. EMPLOYEE’S NAME - LAST, FIRST, MIDDLE 2. DEPARTMENT
3. EMPLOYEE’S CLASSIFICATION/TITLE 4. PAY GRADE / RATE
☐Extension of Probation
5. PERIOD OF REPORT
☐End of Probation
6. TYPE OF
☐Merit Increase
REPORT: ☐Annual Review
(check all ☐New Assignment
TO ☐Special Merit
that apply) ☐Termination
SECTION 2 – JOB DESCRIPTION
Essential duties and responsibilities
SECTION 3 – PERFORMANCE STANDARDS and EXPECTATIONS
Objectives to be accomplished during this rating period
Items / tasks / job functions that are to be reviewed. This section is used to set the goals / expectations for the next review
period.
SECTION 4 – EMPLOYEE DEVELOPMENT PLAN
Describe specific areas of growth and the development plan for those areas
Items / tasks /trainings employee will work on or items the town is responsible for training the employee on. These should
be things that will set the employee up for a promotion or new opportunities.
ACKNOWLEDGEMENT: A discussion of duties, responsibilities, performance standards, and expectations for the current
period took place on the date below. We acknowledge our understanding of these duties, responsibilities, standards and
expectations, and how they will be used to measure work-related performance during this period.
Employee Signature Date Town Administrator Date
Justin L. Poirier
12/2020
Not Applicable
Expectations
Expectations
Expectations
Outstanding
Falls Below
Exceed
SECTION 5 – REVIEW OF EMPLOYEE PERFORMANCE
Meets
RATING CATEGORIES
Job Knowledge-Demonstrates the appropriate level of understanding of key
concepts/abilities needed to perform the specific work. The employee is
expected to keep up to date on any relevant changes affecting the area of
☐ ☐ ☐ ☐ ☐
practice/job assignment.
Written Communications-Conveys information clearly, effectively and
appropriately through formal and informal documents.
☐ ☐ ☐ ☐ ☐
Oral Communications-Speaks clearly and expresses self well in groups and in
one-on-one conversations. Actively listens to and conveys understanding of ☐ ☐ ☐ ☐ ☐
comments and questions of others.
Quality and Thoroughness of Work-Work consistently meets high standards
and its completeness meets customer expectations.
☐ ☐ ☐ ☐ ☐
Judgment/Professionalism-Works to build respect, excellence, and confidence
when interacting with internal and external customers. Brings integrity to
interactions and processes; contributes to the improved image of the town
☐ ☐ ☐ ☐ ☐
government.
Effective & Efficient Productivity-Produces at or above expected levels with a
high degree of accuracy and timeliness. Sets priorities and allocates time in ☐ ☐ ☐ ☐ ☐
order to meet deadlines.
Problem Solving-Shares information and involves appropriate people in
decision making process. Makes timely, logical decisions. Decisions are
modified based on new information when appropriate. Takes responsibility for
☐ ☐ ☐ ☐ ☐
decisions, identification of problems & resolution.
Initiative-Displays a high level of commitment to performing the work with
little outside direction or involvement; sees what needs to be done and does it.
☐ ☐ ☐ ☐ ☐
Customer Service-Seeks feedback from internal and external customers.
Anticipates customer needs and provides quality services to customers. ☐ ☐ ☐ ☐ ☐
Continuously searches for ways to increase customer satisfaction.
Adaptability-Is willing to adjust to multiple demands, shift priorities, accepts
ambiguity and rapid changes. Shows resilience in the face of constraints, ☐ ☐ ☐ ☐ ☐
frustrations or adversity. Demonstrates flexibility.
Reliability-Has the ability to maintain consistency in performance during
routine or typical circumstances.
☐ ☐ ☐ ☐ ☐
Interpersonal Skills-Shows respect and tolerance for each person. Relates well
to others, possesses good listening skills, and demonstrates trust, sensitivity
and mutual respect. Recognizes the contributions diversity brings to job
☐ ☐ ☐ ☐ ☐
performance and creativity.
Teamwork-Works well with others in order to meet organizational goals.
Fosters collaboration among the differing views of team members and among ☐ ☐ ☐ ☐ ☐
teams.
REVIEW OF EMPLOYEE PERFORMANCE EXPECTATIONS/RATING COMMENTS
This section is used to expand on any of the rating categories above or add additional performance review information.
This is the section where the review of the previous years section 3 is documented. Employee met this; didn’t meet this, etc.
12/2020
SECTION 6 – REVIEW OF EMPLOYEE DEVELOPMENT
Describe in detail the employee’s compliance with the development plan identified in Section 4
This section is where the previous years section 4 is reviewed.
SECTION 7 – OVERALL RATING
Use the same performance rating factors listed in section 5 to select overall rating. ☐ ☐ ☐ ☐ ☐
SECTION 8 – EMPLOYEE’S COMMENTS AND SIGNATURE
Employee may comment on all or any part of the information contained in this document including the evaluation process. This may include
suggestions or ideas for improvement in the unit or department. If the employee does not concur with the evaluation, this space should be used to
explain reasons for the disagreement.
I DO concur with my supervisor’s evaluation I DO NOT concur with my supervisor’s evaluation.
Employee Comments:
By signing below, I acknowledge that I have reviewed and discussed this performance evaluation with my supervisor and I have been given an
opportunity to comment on its content. I understand my individual job responsibilities and the performance expectations and plan set forth in
this review.
EMPLOYEE SIGNATURE: Date:
SECTION 9 – MANAGEMENT APPROVAL
Did the employee satisfactorily meet a sufficient majority of job expectations? If so, select box authorizing merit increase
when applicable.
MERIT INCREASE
PROBATION
When merits increases are unavailable select “Not Applicable” (not yes)
☐YES ☐Not Applicable
☐NO ☐End
☐Merit Increase Not Applicable at this time ☐Extended to Date:
TOWN ADMINISTRATOR
SIGNATURE: DATE:
Date: Employee Initials: Supervisor Initials:
Date: Employee Initials: Supervisor Initials:
Date: Employee Initials: Supervisor Initials:
12/2020
Southern Maine Public Works Mutual Aid Compact
Memorandum of Understanding
The Town of Yarmouth, Maine agrees to join and participate in the Southern Maine Public Works Mutual
Aid Compact (the “Compact”) for the purpose of enabling the public works departments (or their local
equivalent), including water and wastewater operations, acting through their individual community’s
emergency management authority, to request and provide assistance to other participating communities’
public works departments on an “as needed, as able” basis, pursuant to the authority granted to local
emergency management organizations by 37-B M.R.S.A. §784-A to call for and employ assistance for
emergency management activities.
Member of the Compact hereto agree as follows:
Section 1. Definitions
The following terms shall be defined for the purposes of the Compact as follows:
A. “Compact” – the Southern Maine Public Works Mutual Aid Compact
B. “Requesting Party” – the municipality requesting aid from the Assisting Party.
C. “Assisting Party” – the municipality furnishing aid to the Requesting Party.
D. “Participating Municipality” – a city or town participating as a member of the Compact.
E. “Authorized Representative” – an employee of a municipality authorized by that municipality to
request, offer, or provide assistance under the terms of the Compact.
F. “Work or Work-Related Period” – any period in which either the personnel and/or equipment of
the Assisting Party are being used by the Requesting Party to provide assistance and for which the
Requesting Party will reimburse the Assisting Party. This period is defined as beginning with the
departure of any personnel and/or equipment of the Assisting Party from any point for the pur-
pose of traveling to the location of the Requesting Party to provide assistance. It ends upon the
return of all personnel and equipment of the Assisting Party, after providing the assistance re-
quested, to their resident or regular place of work, whichever occurs first.
Section 2. Rights and Responsibilities
Each Participating Municipality shall, in the event of a disaster, severe labor shortage due to pandemic or
epidemic conditions, or other emergency, provide sufficient personnel, equipment, materials, and sup-
plies, as reasonably available as determined by the Assisting Party to fulfill their commitments to other
Participating Municipalities and accomplish the purpose of the Compact. It is hereby understood and
agreed that all personnel furnished pursuant to this joint undertaking shall be considered to be and remain
employees of their respective municipalities for all purposes and shall enjoy all privileges and immunities
afforded them by law; further, that all equipment furnished pursuant to this joint undertaking shall remain
the property of and be the sole responsibility of the Participating Municipality providing such equipment.
In the event of a severe or widespread emergency that results in the activation of local, county, or state
emergency operations centers pursuant to the Maine First Responders State-Wide Mutual Aid Agree-
ment, any request or deployment of resources shall take precedence over any request or provision of
assistance under this Compact.
Page 1 of 4Section 3. Procedures
The following procedures shall be followed to request mutual aid from another municipality:
A. The Requesting Party shall contact the authorized representative of one or more Participating
Municipalities and provide them with the following information:
1. A general description of the assistance requested;
2. Identification of the part of the infrastructure system for which the assistance is needed
and the type of work assistance needed;
3. The amount and type of personnel, equipment, materials, and supplies needed and a rea-
sonable estimate of the length of time they will be needed;
4. The present weather conditions and the forecast for the next twenty-four hours or other
conditions relevant to the request for assistance;
5. A specific time and place for a representative of the Requesting Party to meet the per-
sonnel and equipment of the Assisting Party; and
6. The recommended route between the Requesting and Assisting Parties’ locations and the
travel conditions along that route, based on the best information available.
B. When contacted by a Requesting Party, the authorized representative of a Participating Munici-
pality shall assess their municipality’s situation to determine whether it is capable of providing
assistance. If the authorized representative determines that the municipality is capable of and
willing to provide assistance, they shall so notify the Requesting Party and provide reasonable
estimates of the following:
1. A complete description of the personnel, equipment, materials, and supplies to be fur-
nished to the Requesting Party;
2. The length of time the personnel, equipment, materials, and supplies will be available;
3. The areas of experience and abilities of the personnel and the capability of the equipment
to be furnished;
4. The name of the person or persons to be designated as supervisory personnel; and
5. The estimated time when the assistance provided will arrive at the location designated
by the authorized representative of the Requesting Party.
C. The assignment and supervision of personnel and equipment shall be agreed upon by both the
Assisting Party and the Requesting Party at the onset of, or prior to, the assistance.
D. The Assisting Party may, in its sole discretion, withdraw its assistance, in whole or in part, at any
time after giving notice to the Requesting Party.
E. The Requesting Party shall be responsible for providing food and housing for the personnel of the
Assisting Party from the time of their arrival at the designated location to the time of their depar-
ture, if required.
F. The Requesting Party shall be responsible to provide for the health and sanitation protection of
the personnel of the Assisting Party including, but not limited to maintenance of social distancing,
sanitization of work environments, tools and equipment, and provision of necessary PPE.
Page 2 of 4G. The Requesting Party shall be responsible for providing communications between the personnel
of the Assisting Party and the Requesting Party.
H. The Requesting Party shall complete a written agreement regarding the Assistance to be ren-
dered, setting forth the terms agreed upon with the Assisting Party, and shall transmit the agree-
ment by the quickest practical means to the Assisting Party for approval. The Assisting Party shall
acknowledge the written agreement by executing and returning a copy to the Requesting Party
by the quickest practical means and retaining a copy for its files.
Section 4. Reimbursable Expenses
The terms and conditions governing reimbursement for any assistance provided under this Compact shall
be in accordance with the following provisions unless otherwise agreed upon by the Parties and specified
in the written agreement executed in accordance with paragraph 3.G., above.
A. Personnel – During the work-related period, the Assisting Party shall continue to pay its employ-
ees according to its then prevailing ordinances, rules, regulations, contracts, and collective bar-
gaining agreements. The Requesting Party shall reimburse the Assisting Party for all direct and
indirect payroll costs and expenses incurred during the work-related period, including, but not
limited to, employee pensions and benefits, unless otherwise mutually agreed by the Parties.
B. Equipment – The Assisting Party shall be reimbursed for the use of its equipment during the work-
related period according to either a pre-established hourly rate or according to the actual fuel and
oil replacement, labor costs, and other previously agreed expenses. The Assisting Party shall be
responsible for providing equipment in safe and operable condition. In the event of any unfore-
seen breakdowns during operations while providing assistance, the Requesting Party shall reim-
burse the Assisting Party for damages or breakdowns that were incurred as a result.
C. Materials and Supplies – The Assisting Party shall be reimbursed for all materials and supplies
furnished by it and used or damaged during the work-related period unless such damage is caused
by gross negligence, willful or wanton misconduct, intentional misuse, recklessness, or destruc-
tion by the Assisting Party’s personnel. The Assisting Party’s personnel shall use reasonable care
under the circumstances of an event in the operation and control of all materials and supplies
used by them during the work-related period. In the alternative, the involved Parties may agree
that the Requesting Party will replace, with like kind and quality as determined by the Assisting
Party, the materials and supplies used or damaged.
D. Record Keeping – The Assisting Party shall maintain records and submit invoices for reimburse-
ment by the Requesting Party using formats recommended by FEMA publications, if applicable.
E. Payment – Unless otherwise mutually agreed in the written agreement executed in accordance
with paragraph 3.G., above, or a subsequent written addendum to the agreement, the Assisting
Party shall issue an itemized invoice to the Requesting Party for all reimbursable expenses not
later than sixty (60) days following the work-related period; the Requesting Party shall pay the
invoice in full not later than thirty (30) days following the billing date.
Page 3 of 4Section 5. Withdrawal from the Compact
Any Participating Municipality may withdraw from and cease its participation in the Compact at any time,
with or without cause, with written notice from its authorized representative to the Greater Portland
Council of Governments and the Cumberland County Emergency Management Agency, as identified in
Section 6, below.
Section 6. Records of the Compact
Copies of executed memoranda of understanding of Participating Municipalities joining the Compact, re-
quests for assistance, written agreements and any written addenda, final reports of assistance provided
and costs reimbursed, and notices of withdrawal from and cessation of participation in the Compact shall
be delivered to and maintained by the Greater Portland Council of Governments and the Cumberland
County Emergency Management Agency.
GPCOG CCEMA
Attn: Dir. of Municipal Collaboration Attn: EMA Director
970 Baxter Boulevard, Suite 201 22 High Street
Portland, ME 04103 Windham, ME 04062
Participating Municipalities also should provide current listings of authorized personnel, as well as per-
sonnel, equipment, materials and supplies generally available, to be provided upon request.
Section 7. Effective Dates
This Compact shall become effective upon the receipt of executed memoranda of understanding by the
Greater Portland Council of Governments and the Cumberland County Emergency Management Agency
from at least two (2) Participating Municipalities. Memoranda of understanding shall remain in effect for
one year from the date signed and shall renew automatically for successive one-year terms unless a Par-
ticipating Municipality issues a notice of withdrawal. The Compact shall terminate when there are no
longer at least two (2) Participating Municipalities.
Participating Municipality :
Dated :
By :
Its Duly Authorized :
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