Work Session
April 12, 2010
Present were: Mayor Grenier, Councilors Rozek, Danderson, Remillard, McCue, Landry, Evans, Cayer and Poulin
Also present: Pamela Laflamme, Corinne Cascadden, Nicole Plourde, Sharon Gauthier, Chief Trull, Pat Tremblay, Don Bouchard, Mike Perreault, Richard Lapointe, Martha Laflamme (7:30), media and public
Mayor Grenier brought the meeting to order at 6:30 p.m.
AVRRDD
Mayor Grenier introduced Sharon Gauthier, Executive Director of the Androscoggin Valley Regional Refuse Disposal District. He gave some history saying that the district started as a small non-profit to handle recycling and it is now a multi-million dollar enterprise handling recycling as well as operating the Mt. Carberry Landfill. Some months ago the EPA issued an executive order that said the district has to alter how it treats leachate from the landfill. In response to that order, the District reviewed its options and on the advice of their engineer Sevee & Mahar, decided to build a treatment plant to treat the leachate.
Ray Aube, a Randolph representative became a commissioner and upon reviewing the data, he was not satisfied that all questions had been answered. New data is showing significantly lower flows than originally calculated.
Ms. Gauthier reported that the District now has to start again from square 1. In 2009 the District spent time with the city’s engineering firm and based on flows and analytical data, the Biological Oxygen Demand (BOD) would have increased numbers at the Berlin facility by 40%. Since then the data shows a substantial drop. This could be due to covering the landfill with temporary plastic which has slowed flows and the sludge is dewatered contributing to the reduction in flows. The district is looking at its option of treating at the Berlin plant as a temporary move. The EPA issues its permits in five year time frames and the most recent permit is dated 2/1/2009.
Using the Berlin plant would allow the engineers to look at data for five to ten years and that would give a more accurate picture of what is needed. Mr. MacQueen reported that he spoke to Chris Dwinal of Wright Pierce, who are the City’s engineering firm and he established that the timing could not be better because designs for changes caused by the BOP are just starting and they could be designed to treat leachate as well. Ms. Gauthier confirmed that the District’s board authorized up to $5,000 to study the possibility of having leachate treated at the Berlin waste water plant. Councilor Danderson asked if this would affect the capacity for the prison and Mr. MacQueen commented that there is not significant flow or strength and he does not think it would significantly affect the prison; however the study
would give a more accurate answer.
Councilor Rozek questioned the dramatic change in the data and Ms. Gauthier stated that the analytical data was done for a comprehensive engineering report and it was based on a pilot study that was operated in 2007. Changes have occurred over a period of time and it is evident that they are substantial from 2007. Councilor Landry asked if the engineers find that an upgrade is needed to treat the leachate, would the AVRRDD pay for the upgrade? Ms. Gauthier noted that the district would have to know the cost before making such a commitment. The District wants to continue to hold their permit.
Councilor Danderson moved to authorize the AVRRDD to pay the engineering costs to evaluate treating the leachate from the Mt. Carberry Landfill at the Berlin Wastewater Treatment Plant; Councilor Landry seconded. Councilor Evans asked why the Burgess water treatment plant is no longer an option. Ms. Gauthier noted that the plant is 32 years old and has not been upgraded; it would need to be modified at great expense. Councilor Evans confirmed that it is an economic issue. In the vote on the motion, there was no opposition. Ms. Gauthier left the meeting at this time.
Update on NH Municipal Energy Alliance
Ms. Laflamme presented the result of an energy analysis done through the Municipal Energy Assistance Program. The City participated along with 29 other communities in the State. SDES compiled data on the energy use of several city buildings over the winter. It was found that the public works garage is a large user of energy and is a prime candidate for a full energy audit which will help the city to be ready for upcoming grant proposals.
Councilor McCue commented that the courthouse is also a high energy user. Ms. Laflamme acknowledged that additional work is being done involving the re-use of the building including submitting a proposal to Senator Shaheen and applying for a planning grant. The building has a duel heating system with electric and oil heat and windows that need to be replaced. Councilor McCue confirmed that many of the city’s traffic lights have been replaced with LED lights already. Councilor Danderson asked if any effort is being made to mothball the courthouse since the loss of the tenant. Mr. MacQueen acknowledged that it is being considered. Councilor Landry asked if the study gave any indication of what the city could save on these energy uses. Ms. Laflamme noted that information would come in
the second phase but at this point it is not known. Councilor Danderson confirmed that there is a waste oil heater at the garage already.
Councilor Rozek moved to accept the report and to prepare for Phase 2; Councilor Danderson seconded and the motion carried.
Assistant Fire Chief Discussion and Vote
Mr. MacQueen affirmed that the salary posted with the assistant chief position was between $ 41,000 to $44,000. Councilor Rozek emphasized the safety issues with buildings and wanted some assurances that inspections would be accelerated. Chief Trull stated that the assistant chief’s duties include many other things besides inspections and he could not commit to Councilor Rozek’s proposed schedule.
Mr. MacQueen cautioned that probationary periods are governed by the contract term and they can’t be changed. Council has the ultimate authority not to fund the position. Councilor McCue stated that the candidate needs to understand the focus on inspections and to be clear that next year if there are still problems, he would give a lot of thought to losing the position. Mr. MacQueen noted that he does not want to move ahead with offering this position now, unless it will be funded in the next budget.
Councilor Poulin said that he is supportive of adding the position at a higher salary and thought that it should be put into place now rather than waiting to the new budget. Mayor Grenier indicated that the Fire Department budget will likely be over expended this year. Councilor Remillard asked if the ad will be run again at this pay rate and Mr. MacQueen stated that an attempt will be made to hire without re-advertising.
Councilor Landry asked if the candidate declines the position, what would the starting salary be and Mr. MacQueen acknowledged that there is no set amount and it would need to be negotiated. Councilor Landry affirmed that he will not vote for the additional $5,000 to offset sick leave. Mr. MacQueen explained that a person leaving the IAFF for the OPEIU would lose an amount of sick leave that cannot be recovered. The $5,000 is an attempt to pay that in a one time payment.
Councilor Cayer questioned whether the advertising process should be repeated since we don’t know if we attracted all the candidates possible when we advertised at the lower rate. Chief Trull reasoned that there is an intense process of testing for the assistant chief position and it is set up to meet the goals and objectives of the fire department; there were two candidates that did well.
Councilor Evans said that he feels compassion for the chief and that he does a professional job; however in the past several years he said that few slumlords have been shut down by the fire department but businesses get shut down by the fire department. We have to replace windows at the Jr. High because of the fire department. He stated that his number for the assistant chief position is zero. Mr. MacQueen took exception to the comments and said that the fire department has not harassed anyone; they enforce the laws. They do not create the laws, that is the work of the Legislature and the City and it is unfair to blame them for enforcing law.
Mayor Grenier indicated that the Council may feel some uneasiness that it will be business as usual and he asked for a monthly report of the activities of the assistant chief. Councilor Rozek commented that the fire department can function; however there are teachers that won’t be able to come back. In the balance, he will choose the teachers. Chief Trull established that his department will not have the ability to do the inspections without the position.
Councilor Landry voiced that keeping teachers on is important and so is keeping the dilapidated building situation in control and maybe we can do both. Good people are moving away from Berlin. He stated that he will support he position at $56,000.
Councilor Danderson agreed with Councilor Landry, adding that if we don’t see results, the position can be eliminated. If the inspection job is getting done, the City could be saving in schools, fire department, and police. He commented that he would like Berlin to be a stable middle income community, not a community of poverty.
Councilor Remillard noted that she would have a problem with not funding the position because building deterioration is bringing down home values. To get better quality tenants, we have to deal with these buildings.
Councilor Landry moved to fund the position at $56,000 for this year and the year going forward; Councilor Danderson seconded.
Councilor Poulin confirmed that the position would start right away. He stated that the assistant chief is a key person for getting things done in the community; it can be a conduit to economic development. Councilor McCue had a concern over the motion that is for funding at $56,000 when the request is for $61,000; he said he would not agree. Councilor Rozek moved the question and the motion carried with Councilors Evans, McCue and Rozek voting against.
Councilor McCue moved to approve the one time payment of $5,000 for an offset of sick leave; the motion was not seconded. Councilor Landry asked to be notified if the internal candidate does not take the position.
Establish Sewer Rate.
Mr. MacQueen presented a spreadsheet that depicted the proposed sewer rate of $7.99 which is the same as last year. It was originally anticipated that there would be some cost to be absorbed in this year from the BOP project.
Councilor Danderson moved to adopt the sewer rate as recommended at $7.99 per 100 cubic feet; Councilor McCue seconded and the motion carried.
Councilor Landry asked if the sewer rate will ever be reduced. Mr. MacQueen explained that there is only one bond in the fund and the city has not drawn from it yet. The sewer fund is its own entity and pays for the capital projects and operations of the waste water treatment facility. Depending on what happens with the BOP, and other development and the Rural Development grant, the sewer rate could improve. The City has an above average sewer rate but not by a substantial margin.
School Department Budget
Mitch Couture was asked to discuss pink slips that are going out this week. Corinne Cascadden said that they had to decrease the budget by $1 million and to do that they had to cut 3 unfilled positions, 10 teacher layoffs; and $ 210,000 was cut out of out of district placement. She noted that it is dangerous to do so because this year the schools inherited a student that cost $110,000. They are taking a risk by bringing such a student back to a school setting. Councilor Danderson clarified that we inherited the family from another community because the parents moved here. Councilor Rozek asked if the Schools would pursue court action and Superintendent Cascadden indicated that a court only steps in when there is abuse or neglect.
Councilor Landry asked how teachers are laid off and Mr. Couture reported that it is per the union contract. He added that retirement incentives are being considered for tenured teachers and the School Board would like to use the school surplus to pay for the incentives. Mayor Grenier acknowledged that the School Board may put together a package to entice early retirement so that they could bring back pink slipped teachers and the operating surplus would be used to pay for it.
Councilor McCue questioned that there are 284 employees in the public schools and the cuts had to be 10 teachers instead of others. Martha Laflamme commented that the union contracts stipulate that notification needs to be made prior to 4/15. Councilor Remillard asked for more detail on the retirement proposal like the time frame and costs; however the school board does not know how much it will cost until they know who may consider the option. They should know more in three weeks. This change will have an effect on class sizes which will go up to 27 to 29.
Councilor McCue commented that he will need to see what it will take to put positions back and he has a hard time committing to any surplus being returned. Mayor Grenier encouraged councilors to look at the proposal, adding that everything is on the table. He thanked the Board of Education for their work and for being creative.
Non-Public Session
Councilor Danderson moved to go into non-public session per RSA 91-A:3, II(d) Land Matters and RSA 91-A:3, II(e) Litigation; Councilor Landry seconded and the motion carried unanimously by roll call.
Councilor Rozek moved to seal; Council Danderson seconded and the motion was subsequently withdrawn.
Councilor Evans moved to come out of non-public session; Councilor Cayer seconded and the motion carried unanimously by roll call.
Councilor Rozek moved to seal the minutes as releasing them would render the proposed action ineffective; Councilor Poulin seconded and the motion carried unanimously by roll call.
Councilor Poulin moved to adjourn; Councilor Cayer seconded and the motion carried. The meeting ended at 8:20 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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