South Portland Mahoney City Center Committee

Updated 10 days ago

South Portland Mahoney City Center Committee - June 24 2025

Chapters

Call to Order and Swearing In (00:00:15)
The meeting was called to order and members were sworn in by the city clerk, Jessica Hughes.

The meeting began with a call to order, as the city clerk, Jessica Hughes, managed the swearing-in process for all members. Members took an oath to support the constitution and obey the laws of the United States and the state of May, as well as the charter and ordinances of South Portland. Members then signed their oath cards.
Roll Call and Introductions (00:01:41)
Roll call was conducted, and members introduced themselves and shared their backgrounds and expectations for the committee.

City clerk Jessica Hughes conducted the roll call. Each member introduced themselves, shared their district or representation, and spoke about their professional background and what they hope to contribute to the Mahoney City Center Committee. Members included representatives from various districts, city officials, and community representatives who expressed excitement and commitment to the project.
Freedom of Access Act (FOAA) Training (00:15:11)
City clerk provided an overview of the Freedom of Access Act and its requirements for committee members.

Jessica Hughes explained the importance of the Maine Freedom of Access Act, which requires all public officials and committee members to conduct their work transparently. Members were reminded that their communications and records are public and must be handled accordingly. The training included key points about public records and transparency, and members were asked to sign an acknowledgment of their understanding.
Committee Policies and Procedures (00:18:24)
Discussion of committee policies, including meeting schedules, agendas, minutes, and communication guidelines.

Jessica Hughes and Scott Morelli outlined the policies and procedures that the committee must follow. This included setting meeting schedules, publicizing agendas and minutes, and adhering to communication guidelines. The importance of transparency and adherence to city policies was emphasized, with details on how the city clerk's office will support the committee in these efforts. Members were also informed about the possibility of remote or hybrid meetings under specific circumstances.
Committee Charge and Vision (00:25:03)
Explanation of the committee's charge to assist in the redevelopment of the Mahoney school property.

Scott Morelli explained the committee's purpose: to assist in the redevelopment of the Mahoney school property into a consolidated city hall, library, and community art center. The council has decided on this direction, and the committee's role is to support this vision while considering the historic significance of the Mahoney building. The committee's work is focused solely on the Mahoney site and does not include police or fire stations. The committee is expected to complete its tasks by September 2024.
Introduction to Mahoney Project Committee (00:28:26)
Overview of the committee's purpose to transform Mahoney site into a civic and cultural hub.

The committee offers South Portland residents a unique opportunity to shape the future by guiding the transformation of the historic Mahoney site into a vibrant civic and cultural hub. Members will work alongside city leaders, architects, and residents to ensure Mahoney becomes a welcoming center for community life, city services, and the arts.
Committee Composition and Procedure (00:29:18)
Explanation of voting members, procedural items, and election of committee officers.

The committee consists of seven voting staff members and EXOFFICIO members. Procedural items are key, including the election of officers such as chair, vice chair, and secretary. Members cannot be staff, ensuring public involvement. The committee will meet monthly, with a quorum of nine members required, five of whom must be residents.
Committee Duties and Responsibilities (00:31:04)
The committee's duties include facilitating public communication and advising on design elements.

The committee is tasked with facilitating two-way communication with the public, advising on project design, developing a funding plan, and providing recommendations for a final project design and cost estimate to the city council.
Public Communication Strategy (00:35:00)
Strategies for public outreach and engagement regarding the Mahoney project.

The committee will work with a communications officer and possibly a PR firm to educate the community. This includes participating in events, hosting forums, meeting with the Historic Preservation Committee, and considering feedback from the public to adjust plans as necessary.
Design Element Advisory (00:36:47)
Selecting non-staff members for the project design team and advising on design elements.

Three non-staff members will join staff and the owner's representative to select the project design team. The committee will make recommendations on various design elements, ensuring the Mahoney site remains consistent with its intended civic functions.
Funding Plan Development (00:39:00)
Developing a funding plan to minimize tax impact for the Mahoney project.

The committee will recommend funding strategies to minimize tax impact, including grants, TIF funding, local option sales tax, fundraising, and naming opportunities for new facilities or wings.
Final Recommendations and Timeline (00:41:00)
Timeline for recommendations to city council and bond referendum preparation.

The committee must present final recommendations to city council by the first meeting in July for a bond ordinance to be prepared for the November election. Workshops will be held to provide updates and gather final feedback.
Background on Facility Needs and Previous Reports (00:44:01)
Review of facility needs, previous committee work, and decisions leading to the Mahoney project focus.

The facilities committee assessed current city buildings and determined Mahoney as the best site due to its potential for renovation and space. Previous reports highlighted the inadequacy of current facilities, and Mahoney offers a cost-effective solution to consolidate city services.
Discussion on Facility Tours (00:54:56)
Discussion about organizing tours of city facilities to assess their condition, including the library and police station basement.

The meeting participants discussed organizing a tour of various city facilities, such as the library and the police station basement, to see firsthand the issues present, like water leakage in the police station during rain. It was suggested to conduct these tours sooner rather than later.
Project Update by Colliers (00:55:30)
Colliers provided an update on the current status of the project, including the project schedule and selection of design firms for police, fire, and Mahoney.

Colliers gave a detailed presentation on the status of the project, highlighting the project schedule leading up to the referendum. They discussed the selection process for design firms for the police, fire, and Mahoney projects. The selection committee will shortlist and interview firms, considering both single and multi-firm submissions. The design phase will include program validation and consideration of historic elements. The goal is to reach a well-defined cost estimate by next June.
Discussion on Police Station Site (01:03:30)
Discussion about the site selection for the new police station, with Mahoney football field as a potential site pending further evaluations.

Concerns were raised about building the new police station on the Mahoney football field due to community preference for green space. The city is evaluating alternative sites for suitability. If no other site is viable, Mahoney may be used. Colliers will return to the city council with findings for a decision.
Public Procurement and Selection Committee Guidelines (01:05:13)
Guidelines for the public procurement process and roles of the selection committee were discussed, emphasizing transparency and conflict of interest avoidance.

The meeting outlined the public procurement process rules, including maintaining transparency and avoiding conflicts of interest. Members of the selection committee must refrain from discussing the process with interested firms outside of official channels. The process involves scoring proposals objectively. The importance of public involvement and the role of city staff in handling inquiries were highlighted.
Documentation and Historical Records for Mahoney School (01:07:25)
Discussion on the availability and access to historical documents for Mahoney School to assist in the project planning.

The discussion focused on gathering historical documents for Mahoney School from various resources, including a shared Google Drive for public access. Efforts are being made to collect documentation from the school department, architects, and historical societies to avoid unnecessary structural investigations.
Election of Committee Officers (01:09:35)
The committee elected a chair, vice chair, and secretary, with discussions on the responsibilities and the importance of public representation.

The committee conducted elections for the positions of chair, vice chair, and secretary. The roles and responsibilities were discussed, emphasizing the importance of public members holding these positions to ensure transparency and public involvement. The chair will work with the city manager to set agendas and call votes, while the secretary will handle meeting minutes.
Meeting Protocols and Public Comments (01:19:33)
Discussion on establishing meeting protocols, including the handling of public comments and adherence to Robert's Rules of Order.

The committee discussed how to run meetings, including adopting Robert's Rules of Order as a default for conducting business. They also considered protocols for public comments to ensure orderly and productive meetings.
Discussion on Meeting Procedures and Public Comment (01:20:42)
Detailed discussion on meeting procedures, public comment rules, and how to handle questions.

The committee discussed various aspects of meeting procedures, focusing on how public comments should be handled. Topics included how to get something on the agenda, the use of Robert's Rules of Order, and the specifics of public comment periods. Members debated allowing public comments at the beginning and end of meetings, whether to limit comments to agenda items, and if there should be time limits for each speaker. The importance of engaging the public and allowing them to voice opinions was emphasized, as was the need to manage meeting time effectively. There was also discussion on whether to allow written comments and how those should be handled. Ultimately, the committee considered various options for structuring public participation to balance openness with the need to conduct business efficiently.
Public Comment Procedures (01:44:45)
Discussion on handling public comments via email and in-person, including auto-responses and the role of committee members in responding.

The committee discussed how to handle public comments that come via email and in-person during meetings. They considered setting up an automated email response that acknowledges receipt but states that a response may not be provided. The importance of discussing public comments during meetings was emphasized to maintain transparency. The committee also discussed the potential use of a FAQ section on the website to address common questions.
Rules and Procedures Discussion (01:50:11)
Committee deliberated on adopting Robert's Rules of Order and customizing procedures for meetings, including agenda setting and chair responsibilities.

The committee discussed whether to adopt Robert's Rules of Order as the guiding framework for meetings. They considered the importance of having structured rules to maintain order, especially for public comments and actions requiring votes. The possibility of customizing the rules to fit the committee's needs was discussed, with emphasis on ensuring everyone has a chance to speak. The committee agreed to draft their own procedures that use Robert's Rules as a baseline but allow for flexibility where needed.