Work Session
November 10, 2008
Present were Mayor Bertrand, Councilors McCue, Lafleur, Remillard, Donovan, Goudreau, Evans, Cayer; absent was Councilor Poulin. Others present included: Chief Randall Trull, Paul Grenier, Marion Huntley, Andre Caron, Laura Viger, Blandine Shallow, Pamela Laflamme, Patrick MacQueen, media and public
County Request for Partial Tax Payment
County Commissioner Paul Grenier explained that the County budget operates on a calendar year and it is at the end of its budget cycle. The County has to take out Tax Anticipation Notes (TANs) to make their budget work. This year, they did not take the full amount, but rather chose to save approximately 60% on interest by taking a TAN in a lesser amount. The City's County tax is due by December 17 and the County has enough to operate until December 1 or so. On behalf of the County, Commissioner Grenier asked if the City would pay half of its County taxes early which would save a lot of work for two week's time. The County would cover any interest loss to be sure the City remains whole and does not lose any interest income.
Councilor Donovan moved with a second from Councilor Goudreau to support the County's request that the City make a partial tax payment of its County tax early. The motion carried unanimously.
Commissioner Grenier commented on the State's severe budget problem and voiced his fear that the State will downshift the cost of Medicaid for nursing homes and that will have a direct effect on the city budget. He stated that he would keep the city informed of legislation that would increase costs so that City could join with the County and testify against.
Filling School Board Vacancy
Mayor Bertrand stated that a School Board vacancy has occurred through the resignation of a member and there is interest in the position from a past school board member. In a letter, School Board Chair Mitch Couture is asking that the Council appoint Brian Leclerc to the position
Councilor Cayer supported advertising the position for a period of time and making the appointment on November 24th. Councilor Donovan voiced that he sees no reason to advertise the position when there is a qualified member with the board's recommendation available to take the position. He supported appointing Mr. Leclerc.
Councilor Goudreau supported Mr. Leclerc as well noting that he has four years experience and was a conservative member of the Board. Councilor McCue acknowledged Mr. Leclerc's experience; however this Council has encouraged people to get involved. He did not support skipping the step of advertising. Mayor Bertrand established that if there is a qualified person with interest, they should be given the opportunity to apply. Councilor Remillard agreed, reasoning that the Council owes it to the public to see if there is someone interested in the position.
Councilor Evans moved to appoint Brian Leclerc to the School Board; Councilor Donovan seconded and the motion failed. An ad will run for one week with the deadline for a letter of interest to the Council by November 19 and interviews to be held at the Work Session of November 24th.
CIP
Mr. MacQueen explained the CIP process and went through the first year projects. He clarified that the City Council has the final say on the priority of projects since they fund the projects.
Though the City's ability to borrow is good with a bonding capacity of about $12 million, the money has to be paid back with either a reduction in operating expenses or by raising taxes. The Berlin Water Works has about $16 million of outstanding debt and Councilor Donovan made the point that if the BWW fails on their bonds, the city would be responsible.
Mr. MacQueen asked Council members to think about the operating budget in terms of capital, so that their wishes can be reported to department heads in advance and the budget would be prepared accordingly.
Councilor McCue questioned the number of projects in the first years of the CIP. Mr. MacQueen established that the CIP can be changed and rearranged as needed. As projects are put aside from year to year, they all seem to come up at the same time. A goal would be for bonding and capital expenditures to be about the same every year. If the Council were to fund all of the first year projects, capital expenses would be about 10% of the City budget.
Councilor Goudreau commented that the Council has to step up and put the capital plan in place and realize that it may cost personnel. This City has to stay under the $30 tax rate.
Councilor McCue asked how secure the State and Federal funding is and Mr. MacQueen responded that it depends on the project, such as Phase II of the Waste Water Treatment Plant is very secure; however other funding may not be. Councilor McCue feared that the City could end up going out of pocket and not getting the funding that is expected.
Councilor Donovan stated that the Council should be looking at privatization of services since Berlin is the only community in Coos County that still has curbside garbage pick-up.
Mayor Bertrand suggested that the CIP and setting goals be made a work session agenda item for December 8.
Request for Letter of Support
Councilor Donovan stated that the criterion for the Land and Water Conservation Fund grant warrants that the municipality takes the lead with the partnership of Tri County CAP. He went on to say that he is confident the requirement for a $10,000 match can be met through in-kind services from the Watershed Council, CAP and the City.
Councilor McCue questioned whether the boat tours had been asked for feedback. Ms. Viger indicated that Rotary Park is owned by the Northern Forest Heritage Park and Dick Huot and Jim Wagner have been kept informed throughout this process. Councilor Donovan stated that Larry Kelly is aware and supportive of the project as well.
Councilor McCue asked, of the $10,000 match, what part is city's? Councilor Donovan reported that the Watershed Council will provide technical services; the city will re-sod and landscape the project. There has been a donation of $2,000 of soil; the City has $2,000 pledged to the park as well.
Councilor Cayer asked who will maintain the park and where will the funding come from. Ms. Viger acknowledged that 95 % of maintenance is done by the Recreation Department already.
Mayor Bertrand confirmed that the Rotary Club is not playing an active role at this time. Ms. Viger noted that the Rotary Club has not been asked and they could be asked to be a financial sponsor or to play some other role.
Councilor McCue established that liability coverage would be up to the owner of the property. Councilor Cayer asked if traffic flows and have traffic studies been done. Councilor Donovan said that the issue will be brought before the safety committee to be sure access and egress is addressed. The project may also be subject to site plan review.
Councilor Evans asked if there is protection against the property owner closing the gate. Ms. Viger reported that Land and Water Conservation Funds require that the land be maintained as a park with public access in perpetuity.
Councilor Cayer affirmed that the launch will be paved, handicapped access will be paved or compacted gravel; and the parking area will be gravel. He asked if the picnic area and adjacent grass area could be used as well. Councilor Goudreau added that he would like to see a bigger project; it seems a lot for just three or four boats. Ms. Viger clarified that the letter of intent for the grant has already been sent and the grant is due in January. A larger project could still be formulated and area businesses could be contacted to shop for additional grant match as an option.
Chief Trull commented that the existing boat launch is the Fire Department's quickest access to the west side of the river and it is used for rescue. Any improvement to the launch would improve safety.
Other
155-b Order
Mr. MacQueen indicated that Chief Trull is ready to take a 155-b action on a property at 844 Third Avenue which sustained damage in a fire over the summer. The 155-b action is a court process to clean or raze & remove a property that is a danger to the community. The Council is being asked for a motion that allows the City Manager to sign the order.
Chief Trull explained how the 155-b process runs simultaneously with the Fire Department's documented requests for clean up. Through the process, the Fire Department has received a plan from the owner of the building; however if that plan is not implemented by December 1, the order would be filed with the court.
Councilor Goudreau commented that the City won't put up with that type ownership. With that said, Council Goudreau moved to proceed with the 155-b order for the property at 844 Third Avenue; Councilor Cayer seconded and the motion carried unanimously.
Councilor Evans asked if the Council will see this again and Chief Trull stated that there is another order for enforcement. The owner of the property would be served and he has 20 days to answer; if he does not comply with the order in 60 days, the City files an enforcement judgment and a judge would make the final decision.
CM Recruitment
Mr. MacQueen reported that Don Jutton will attend the November 24 meeting.
Neighborhood Stabilization Program
Councilor Goudreau asked about the meeting with CDFA regarding the Neighborhood Stabilization Program. Mr. Caron reported that the rules are getting tighter; however Berlin is among the best prepared communities to accept this money.
Councilor Lafleur moved to enter into non-meeting per RSA 91-A:2, I.(b) Collective Bargaining; Councilor Cayer seconded and the motion carried unanimously by roll call.
Councilor Evans moved with a second from Councilor Cayer to come out of non-meeting. The motion carried unanimously by roll call.
On a motion from Councilor Evans and a second from Councilor Cayer, the meeting was adjourned at 8:45 p.m.
Respectfully submitted,
Susan Tremblay
Administrative Assistant
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