Work Session
July 28, 2008
Present were Mayor Bertrand, Councilors Donovan, McCue, Remillard, Evans, Cayer, and Lafleur; absent were Councilors Poulin and Goudreau.
Others present were Norm Charest, Lorraine Leclerc, Mary Jo Landry, Patrick MacQueen, Pamela Laflamme, Gerry Dumoulin, Michael Caron, Jon Edwards, Blandine Shallow, Nathan Morin, Nicole Plourde, Marion Huntley, Mitch Couture, media and public
Mayor Bertrand opened the meeting at 6:33 pm
Berlin Housing Authority Appointment
An opinion from the Local Government Center Legal Division confirmed that the City's ordinance would not allow a Housing Authority member to live outside the city. It was the LGC's recommendation that, if the Mayor and Council believe that talented candidates for the Authority may be secured by going outside the limits of the City, then steps may be taken to amend the ordinance accordingly. Councilor Donovan moved to draft an ordinance to amend the code to allow non-residents to serve on the Berlin Housing Authority; Councilor Remillard seconded. Councilor Evans questioned whether the motion should be amended so that the non-resident would be kept within six miles of the Housing Authority's jurisdiction. It was determined that there are enough controls where an appointment needs to be both, made by the
Mayor and confirmed by the Council to be valid. The motion carried unanimously.
School Department Surplus Discussion
Councilor Donovan moved to have the issue of the school department surplus discussed during the segregated funds process that all departments go through.
Councilor Donovan explained that departments typically ask for specific funds left from their budgets to do specific projects, mostly capital items. Funds that were not spent come back to the city and if the council does not act to appropriate them, the funds go into the Undesignated Fund Balance (UFB). Councilor Donovan's motion was not seconded.
Mr. MacQueen noted that, based on year end figures, the amount of surplus is $717,000. Councilor McCue made the point that the schools are looking for an amount of their surplus to be returned to their budget and not tied into specific projects. Segregated funds would be earmarked for specific projects.
Councilor McCue repeated the five ways to deal with the surplus that he mentioned at the last meeting: a surplus amount going back to the school department, some put in as a capital expenditure for the purchase of school buses, fuel oil, tax relief and bolstering the UFB.
There was some question as to whether the school buses had been funded and it was determined that they were in a lease purchase plan. Councilor Lafleur stated that the school board needs to have input.
Councilor McCue moved to appropriate $115,000 to the school budget to increase the Capital Improvement line for two new buses; Councilor Lafleur seconded.
In the discussion that followed, Councilor Donovan noted that the issue is not buses but the need for more constraint on the operations of the school budget. The schools need to be just as accountable as any other department. Mr. MacQueen clarified that it is important to know what the line items encompass to make informed decisions. He added that any appropriation will take a resolution, public hearing and 2/3 majority vote to pass. In the vote that followed, the motion did not pass.
Councilors were interested in seeing the comparison of purchased buses versus leasing buses. Ms. Huntley reported that they compared two leasing companies with a difference of$ 5000 on one lease and$6700 on another; interest rates were 4.442% and 4.446% respectively. It was noted that the school surplus and segregated funds resolutions have come to the Council at near the same time in August.
Economic Development Discussion
Mayor Bertrand indicated that a copy of the economic development proposal from CAP from 1999 was included in the Council packets as well as a list of studies that are on file. He added that to begin he would like to hear how the Council members feel about economic development in the City. Councilor Donovan stated that the Council is working on two issues: an overall policy for economic development; and whether we need a full time coordinator who reports to city council. Councilor McCue stated that he would also like input from Mr. Charest and to set policy based on input. He is impressed with the businesses in the industrial park and would encourage that kind of development.
Mayor Bertrand voiced that he would like to see a history of the mechanism of how those businesses got there and whether they were facilitated through someone. He questioned whether the City needs to be looking at another facility to use as a marketing tool.
Councilor Cayer was interested in knowing about the workings of what happens when a developer comes to Berlin. What is the focus of the community? What are we going to be setting the table for so that we are all going in the same direction? He wanted to know BIDPA's as well as everyone else's role in economic development.
Councilor Remillard suggested meeting with other cities that have successful economic development initiatives to see what the policies are and what is expected. She agreed that small industry and small business should be the focus.
With regard to having a full time economic director, Councilor Cayer questioned whether the system we have is good and just not working at its full capacity? We need to back up and see what we have.
Mayor Bertrand asked if we had a full time employee, is there the direction and need to make that person a productive employee. Mr. Charest reported that ten years ago there was nothing on the city side devoted to economic development and CAP saw the need. There is the workload, and direction to do economic development full time. He added that he devotes 40 to 60 hours per week and the City pays $25,000 toward a $60,000 budget. In that, there is no mileage or benefits; those are covered by CAP. To define the work, Mr. Charest established that he has developed a relationship with companies that are here, from the companies that have just a few employees to those that have several.
Mr. Charest reported on the condition of the Industrial Park when he took on the job ten years ago. Most buildings were underutilized and were on the market. Focus was directed at Berlin due to the mill closing and the American Tissue bankruptcy. Sabbow and Hexaport came to Berlin in that way. Paul Kimball was in the process of developing the store front on Main Street and he became interested in an available building in the Park that is now Mountain Manufacturing. Hexaport was brought to us by DRED and, as Economic Development Director; Mr. Chares has a close relationship with the State Department. Isaacson Steel had to make a decision on relocation to make room at their plant on Route 110 and they expanded to Park. The DMV was evicted from the shopping center in Gorham to make room for
Wal-Mart. We took that opportunity to put them into available space. Moonlight Machining was working out of his garage and needed space and a rent he could afford. None of these successes were achieved with a comprehensive recruiting project.
Mr. Charest went on to say that a typical developer will come to Berlin and want to tour the city. If there is a facility, they want to see it and know what it costs. If they like the community, they come accompanied by spouses. Schools play a part on whether someone will move here as well as cultural activities. He went on to say that he is disappointed in the process we are using. As in the update to the master plan, he feels that the City should find someone to facilitate the process of economic development. We need a strategy to implement existing studies. He recommended that the City get a facilitator here to do this work.
Councilor McCue proposed forming a committee to get a facilitated meeting scheduled; however Councilor Donovan proposed that the Council set policy and that such a meeting is what we don't need. He suggested identifying the players, their roles and how they work with each other. To Councilor Cayer's question about the Council's role, Councilor Donovan stated that it is to facilitate.
Mr. MacQueen clarified that the whole purpose of the Master Plan is to layout the future of Berlin for the next ten years. It is the overall city plan and from that stem, the primary economic development discussion can take place. He expressed that it is critical that the City Council not wait until the end of the Master Plan process to be invested in it. State law does not involve the legislative body of the community; however they are the body that will carry it out and they need to be invested in it.
Councilor Lafleur stated that Berlin's greatest asset is our citizens and the Council has to listen to them. Councilor McCue strongly encouraged every member of the body to attend the planning sessions or read the executive summary of the survey. Councilor Cayer affirmed that the Master Plan will keep the structure working; however he questioned whether we have what we need in place to implement the plan.
Mayor Bertrand established that the Master Plan needs to be at the apex, and then we need to develop a path of communication and goals that will be spelled out as well as establishing the methods and means to get to those goals.
Councilor Remillard expressed the need for a full time economic development director who would keep the Council apprised of what is going on. Mr. MacQueen responded that he would not recommend that economic development issues be discussed in public with the Council and there is no method by which the Council can legally go into non-public session for such a report. He mentioned that a private non-profit entity could be set up to deal with such contacts.
Councilor McCue suggested that Council members give some thought to whether they would want an independent contractor or city employee.
Mr. Charest stated that if someone were thinking of starting a business, they would first go to the real estate people and since we are not the first line of offence, we have no control over where they are sent.
Mike Caron, Gerry Dumoulin were present representing BIDPA. Mr. Caron established that whatever direction the Council goes in, BIDPA wants to play a role and can be a major asset. He added that the Board is struggling with no land or buildings to offer and they are looking for direction.
Mayor Bertrand expressed that it would make sense to broaden the roles that already exist. We can open the doors so that when someone comes to realtors, there are given several avenues that they can sent to.
Mr. Dumoulin reasoned that we are all volunteers and want to do something good for the City to attract and retain jobs. BIDPA did well with the park but a new direction is needed. He questioned whether the City Council would support trying to develop more land or expandable space? Without land or space, what does BIDPA do from now on? The Board is looking for Council direction.
Mayor Bertrand suggested bringing the matter up again in a September work session with a more structured meeting.
North Country Council Representatives
North Country Council was asking for two representatives from the City for their Board. Ms. Laflamme noted that one has historically been a member of the Planning Board. Councilors wanted to know how often NCC meets; where and times of the meetings.
Other
Councilor Lafleur noted that, at the recent Household Hazardous Waste Clean Up Day held by the AVRRDD, Clean Harbors refused to take waste from the chemistry labs of Berlin High School and Gorham High School. For this time only the bill is being paid by the District. The schools will have to budget to do this clean up every year.
On Thursday, July 31 AVRRDD will be holding a meeting at 5:00 p.m. at the White Mountain College where Rachel Goldstein from the EPA will talk about energy credits.
Councilor Lafleur stated that a constituent brought his attention to the underpass on Green Street and rust stains on the stone work. He asked that it be looked at.
Councilor Donovan commented that in January the Council voted to have agenda issues go to the city clerk where they belong.
Mayor Bertrand noted that he was contacted to be a judge for Riverday and Floatilla. He asked that any Council member wanting to be a judge should call the Chamber of Commerce.
Councilor McCue moved to adjourn; Councilor Donovan seconded and the motion carried. The meeting ended at 9:35 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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