Work Session
November 24, 2008
Present were Mayor Bertrand, Councilors McCue, Lafleur, Remillard, Evans, Donovan, Cayer and Poulin; absent was Councilor Goudreau. Blandine Shallow, Margo Sullivan, Francoise Cusson, Paul Ingersoll, Don Jutton, Nicole Plourde, John Moulis, School Board candidates: Brian Leclerc, Linda Pivin, Greg Estrella; Tony Harp, media and public were also present.
MRI Recruitment Discussion
Mayor Bertrand called the meeting to order at 6:30 p.m. Don Jutton of MRI explained that the City of Berlin has had a relationship with MRI since early 2000. The company does a number of recruitments every year that include managers, police chiefs and fire chiefs. The cost of recruitment is somewhere between $ 5,000 to 15,000 and the top fee comes with a guarantee that the person hired will remain on the job for one year.
The approach for hiring a manager is the development of a profile by interviewing each councilor including what councilors consider the attributes that the individual would need, challenges and issues that face the community in the next 3-5 years. MRI would then advertise and receive resumes for 30 days. A professional panel is established and they review and rank the candidates.
Once a pool of candidates is established it is suggested that the candidates be interviewed by a citizen panel and narrowed to two to three candidates who are then interviewed by the council. Mr. Jutton noted that MRI can do all of the recruiting or some, depending on what the council wants.
Councilor Donovan confirmed that costs associated with bringing candidates to Berlin for interviews, moving costs, and advertising are paid by the community. Mr. Jutton commented that some communities refuse to pay travel costs but that will limit the quality of the pool. Managers typically stay for about four years.
Councilor Lafleur asked Mr. Jutton to explain the existing contract the city has and expertise that is here already. Mr. Jutton reported that MRI has enough technical and professional staff to run a government of 30-35,000 in population. When the City hired MRI, they got a manager with 35-40 years of experience. The advantages to the contract are that if the manager is sick MRI will replace him. He can also be replaced a lot faster. Mr. Jutton stated that he is best at shaking things up and making things happen; and Pat is the best public policy person he knows. MRI uses its expertise to meet the needs of the community. He emphasized that he was not here to sell services one way or the other.
Councilor McCue established that there is an advantage to the current Manager contract in that the City is not paying benefits. Mr. Jutton indicated that health insurance is a big deal and not offering it would narrow the field of candidates. He speculated that the isolation of Berlin is a concern and he wondered what the City would have to pay to attract someone with the skills and ability to do the job
.
Councilor Remillard noted the conflict in hiring MRI and Mr. Jutton acknowledged that he does not want MRI to be the company that does recruitment for Berlin.
Councilor Cayer asked what can be expected after the hiring process and Mr. Jutton explained that if the city hires its own manager there is no obligation to MRI. If it is a contract arrangement with MRI, there are performance evaluations as well as goals and objectives that are measurable. Councilor Cayer noted that MRI was hired at a time when the political body was different. This Council is trying to accomplish a direction.
Mr. Jutton clarified that sitting down with the body and getting direction is separate from a recruitment exercise. Councilor Cayer stated that he is not convinced that we are looking for a new City Manager; it seems to be direction that is lacking. Councilor Donovan reminded the Council of a resolution that starts a recruitment process voted on 6-3.
Mr. Jutton made it clear that he is not trying to sell his services. The relationship the City has with MRI makes getting a new manager easy; however it is very different than recruitment. If the Council wants to re-affirm a direction for the City or make a course adjustment, Mr. Jutton indicated that he is willing and happy to do that.
Councilor Remillard emphasized that the Council has to say what they want. Recruitment would mean having to start all over. It is time to make changes and make things happen. Mr. Jutton explained that if there is a specific assignment, it is what MRI does. There is nothing this community needs that MRI can't help with. Mr. Jutton stated that he does not want to be part of the problem. MRI could supplement its contract with economic development. The company can structure almost anything but they have to know what needs to be accomplished.
Mayor Bertrand closed the discussion by stating that the Council needs to continue with its goal to hold a retreat and options can be considered from there.
AV Home Care
Margo Sullivan reported that November is Home Care Month and AV Home Care feels committed to letting the Council know what the city funding is doing for their service organization. The $10,000 allocated to AV Home Care goes to supplement Title 20 homemaker services. These services help people stay in their homes rather than being admitted to nursing homes.
Fran Cusson established that AV Home Care delivered 10,200 hours of service to 65 to 75 clients with income levels of up to $1,116 per month. The organization has a staff of 80, 28 full time and the remainder part time, who are deeply committed to the clients.
Councilor Lafleur asked about the interaction between the City's health department and AV Home Care. He also questioned whether the cuts proposed for the State budget will affect the program. Ms. Sullivan noted that both the City and Hospital's skilled nursing program make referrals to AV Home Care for their clients who need homemaking support. She did not expect that the State budget shortfall would have an effect on the program this year; however she expected that the State would be withholding proposed increases in Medicaid reimbursement.
Audit Proposals
Mayor Bertrand informed the Council that though Vachon & Clukay bid on auditing the city books, they declined to do the BWW audit. Ms. Shallow noted that the quoted price has never included the BWW's audit; they pay separately. Mayor Bertrand asked if there has there been a benefit to having the same auditor and Ms. Shallow responded that the Water Works is an additional component unit to the City's financial statements.
Mr. MacQueen reported that it is difficult to get quotes though we have quotes from two firms. There are advantages to having the same auditor; however there is the argument that there should be a different set of eyes looking at the books. The cost for Melanson Heath & Company is significantly more expensive. Ms. Shallow related that Vachon, Clukay & Co. is up 14% from what we paid this year.
Councilor Lafleur moved accept Vachon Clukay & Co. for audit services for years ending June 30, 2009 through June 30, 2011 for a 3 year contract of $100,466; Councilor Remillard seconded and the motion carried.
School Board Position
Mayor Bertrand informed the Council that there were four letters of interest, one of which was received after the deadline. He added that the deadline was set for a reason and he was of the opinion that the letter after the deadline would not be considered. He asked if there is any thought of entertaining the letter after the deadline.
Councilor Donovan moved to deny consideration of late entry; Councilor Remillard seconded and the motion failed with a 4/4 tie. Since there was no decision otherwise, the letter after the deadline would not be entertained.
Councilor Evans commented that the Right to Know Law prevents the Council from forcing anyone to step outside the meeting. Council members cannot vote by secret ballot. Mr. MacQueen explained a Supreme Court decision that raised the issue of voting by secret ballot and he confirmed with legal counsel at the NH Municipal Association that the Council can't vote in private. Councilor Donovan proposed that the way the Council has been doing interviews works and should not be changed.
Councilor Evans moved to amend Council policy so that no voting occurs by secret ballot; there was no second.
It was decided to interview the candidates in the order that their letters were received.
Greg Estrella: Mr. Estrella thanked the Council for the opportunity to interview for the school board position.
Councilor Lafleur asked, "What do you see as strengths of our school system and the shortcomings of the school system?"
Mr. Estrella said that he has four children that have passed through and received an education in the Berlin school system; all graduated with honors and high honors. To improve one has to look into and analyze the problem, get the information, weigh the pros and cons and make a decision.
To Councilor Remillard's question about what brings his interest, Mr. Estrella said that it is an opportunity to pay back for all the good things he received.
Councilor Remillard asked, "How will we be able to cut the budget and still offer the education?"
Mr. Estrella responded that when the budget is presented, it is too big.
Councilor Remillard asked if the candidate can challenge the current administration. Mr. Estrella indicated that through negotiation he may be able to convince others to his line of thinking.
Councilor Poulin asked, "When you read about the surplus in the budget, how did you feel about that?
Mr. Estrella stated that it was a surprise. He suggested a periodic review, communicating regularly to avoid surprises. To Councilor Poulin's question about whether he would demand a periodic review of the budget, Mr. Estrella clarified that he would suggest.
Councilor Cayer asked if Mr. Estrella has an opinion about having a cooperative school with Berlin and Gorham. Mr. Estrella commented that the two school systems have different ways of getting their budget and he didn't know if that could be reconciled. Having them work cooperatively would be the right approach for the future to share resources.
Councilor Donovan asked how administrative salaries should be set, and whether they should be based on what a community can afford, or what a region is paying. Mr. Estrella explained that he would have to consult with other members to have all the information to get to those numbers.
Linda Pivin: Ms. Pivin informed the Council that she thought it would be nice for someone else to have the opportunity to serve on the School Board and for that reason; she did not run for the position.
Councilor Lafleur repeated his question about the strengths and shortcomings of the school system.
Ms. Pivin stated that the positives in the school system are the very valuable teachers and administrators. The academic standards are high and she is proud of the education students get. She could not come up with any deficiencies.
Councilor Donovan asked where she sees the school system 5 to 10 years from now. Ms. Pivin reported that she worked on a committee to do a consolidation of schools. She would like to reopen the committee's discussions. The committee could not get passed where the school would be located.
Mayor Bertrand asked about the school budget surplus and Ms. Pivin's r opinion of how it played out and how the whole thing was handled. Ms. Pivin indicated that she was surprised and felt splitting the surplus 50/50 was the way to go. There is a need to make better estimates and if there is going to be a surplus, be forthcoming with it.
Brian Leclerc: Mayor Bertrand introduced Mr. Leclerc by saying that he has been on the School Board and he ran for the position in the last election and was narrowly defeated. Councilor Lafleur asked for Mr. Lecler's opinion on the strengths and weaknesses of the school system.
Mr. Leclerc established that the Berlin schools have a very good staff and it shows by where the students are going to college after high school. The deficiencies are that Berlin is not getting the funding to take care of "no child left behind."
Mayor Bertrand asked if the School Board should be lobbying and Mr. Leclerc stated that, in a cooperative effort with the Council, lobbying could be done so that it is clear that mandates should be funded.
Councilor Remillard asked if there is unfinished business that he would like to see continued.
Mr. Leclerc stated that in the time he was on the Board, capital improvements went from being prioritized by the administration to being prioritized by the Board. He added that he still goes to board meetings and recently presented the board with a proposal for cost savings with a four day week.
Councilor Cayer asked about Mr. Leclerc's ideas to cut expenditures. Mr. Leclerc reported that he was on a Building Study Committee and they went through every classroom in the schools. Consolidating could save money and the group was waiting for engineering studies and reviews of how it could go forward.
Councilor Cayer asked if Mr. Leclerc would be in favor of regionalization. Mr. Leclerc commented that with a regional school, the city gives up total control of funding but he is open to the idea.
Councilor Poulin asked about Mr. Leclerc's feelings on the surplus and what should change so it does not happen again. Mr. Leclerc indicated that the surplus depends on the State and what funding is given at the end of the year.
Councilor Donovan stated that Berlin's tax base is depleting and he asked what could be done for keep the schools attractive to people coming in and not cripple the budget. Mr. Leclerc recounted that he has been outspoken that school system is top heavy. He added that the City can't spend one quarter of a million dollars on three individuals.
In a roll call vote, Mr. Leclerc received seven votes and Mr. Estrella received one vote from Mayor Bertrand.
FY10 Budget Directives
Councilor Evans commented that last year the departments came to the Council with a wish list budget and the Council had to cut. He proposed that the Council set goals and every department would be expected to budget within the goal, even the ones run by boards and commissions, specifically schools and police. Councilor Evans' proposal also directs the department to spend a minimum on capital and the UFB would remain at 3.8%.
Councilor McCue voiced that more may need to be spent on capital. Mayor Bertrand noted that the State recommendation for UFB is 5 to 17%.
Mr. MacQueen clarified that capital projections are not necessarily aimed at departments but for the city as a whole. The Council will be dedicating the meeting of December 8 to goal setting and the capital improvement plan.
Councilor Evans proposed a motion that every department within the city including those run by commissions and boards would adhere to 0% increase; the UFB will be increased to and/or maintained at 3.8%; there was no second to the motion
Councilor Donovan did not agree with setting a direction going forward, not knowing the economic climate the Council will be facing.
Councilor Evans reasoned that this would be merely a directive issuing instructions to the city manager and not binding the Council.
Councilor Lafleur stated that he does not want to see a percentage locked in if a department can present a good case for an increase. Councilor Remillard felt that the city manager knows the wishes of the Council and she feels confident that the message is out.
Mr. MacQueen established that the advantage of getting the goals out ahead of time is that the department heads have time to plan and they know how to best cut their budgets.
Councilor Poulin agreed with Councilor Donovan that it should be a "needs budget."
Mayor Bertrand indicated that the discussion will be continued on December 8. Councilor Evans noted that the City Manager works for the City Council and the Council should tell him what is expected with regard to the budget including the two departments he can't effect without the council's directive.
City of Berlin Fire Code Officer
Councilor Cayer confirmed that the Fire Code Officer position is hired by the City Manager according to the Charter. Mr. MacQueen clarified that there has been no formal action on retirement as yet.
It was confirmed that the City conforms to the State standards with regard to the Code. The City can adopt a stricter standard by ordinance.
Councilor Cayer noted that he is asking for more consistency in the interpretation of the codes so that no one is held to a higher standard. Mayor Bertrand asked that the City Manager assemble a package for the Council delineating what the current standards are and whether Berlin has adopted stricter standards.
Mr. MacQueen agreed that assembling the codes is a first step as well as distilling where it is there is inconsistent interpretation and where there have been various problems. Something can be done if there are specifics.
Councilor Poulin made the point that there should be a clear path of steps to take if one is not satisfied at any point in the code process. The process begins with the fire code officer; the next step is the fire chief; next is the city manager with the final say being the State Fire Marshall. We currently have a process where the applicant feels that he cannot be heard.
Other - Casino Bill
Council members agreed to hear comments from Paul Ingersoll.
Representative Ingersoll asked for the Council's support on a bill that would allow a resort casino in Berlin, to include a 140 bed hotel, and conference center. It would bring 400 jobs to start, property tax relief; hourly wages of about $15 and up with health benefits.
At its last meeting, the Council voted against supporting the legislation and Councilor Donovan clarified that the vote was not an indication of non-support; only a consensus that there was not enough information such as a copy of the proposed bill.
Councilor Donovan moved to support a casino bill filed by Representative Ingersoll; Councilor Remillard seconded and the motion carried 6/2. Councilors Poulin and McCue voted against.
Representative Ingersoll noted that he also has a bill that would allow atv's to drive on streets in Coos County; he has a Right of Way Bill and he wants to see a three day registration for atv's allowed in NH.
Chili
Councilor Lafleur thanked everyone for their support at the chili cook-off.
Economic Development
Norm Charest reported that there is a large retailer looking for 8,000 feet of space.
The former Toussaint Bakery is being acquired by a developer.
Non-Public Session
Councilor Lafleur moved to go into non-public session per RSA 91-A:3 Nonpublic Sessions II. (d) Consideration of the acquisition, sale or lease of real or personal property which, if discussed in public, would likely benefit a party or parties whose interests are adverse to those of the general community; Councilor Remillard seconded and the motion carried unanimously by roll call.
Councilor Evans moved to come out of non-public session; Councilor Poulin seconded and the motion carried unanimously by roll call.
Councilor Donovan moved to seal the minutes; Councilor Evans seconded and the motion carried unanimously by roll call.
Councilor Donovan moved to adjourn; Councilor Remillard seconded and the motion carried. The meeting ended at 10:30 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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