Work Session
April 11, 2011
Present were: Mayor Grenier, Councilors Otis, Remillard, Danderson, McCue, Evans, Rozek, Nelson, and Théberge.
Also present were: Dan Malone, Debra Patrick, Patrick MacQueen, Corinne Cascadden, Brian Valerino, Betty Domino, several students, media and public
ATV Festival
Dan Malone President of the Androscoggin Valley ATV Club informed the Council that the Can Am Jericho ATV Festival will take place July 30 and 31. Times and events are still being worked on. It was the recommendation of Chris Gamache to move everything closer together to have a better idea of how many people are participating.
A special permit is being worked on to allow non-registered atv’s to pay to get into the festival and with their bracelet, they can ride Jericho Park and the city trail. A temporary permit is also being considered to allow registration for 30 days and it would be exclusive to Jericho. Mr. Malone explained that there is no grant money this year to plan and execute the event.
Assistant Chief Valerino noted that it was a very good event last year and was well attended. He said that the PD was paid to patrol the vendor parking lot last year through the grant and patrol will depend on funding.
Councilor Théberge asked about parking. Mr. Malone stated that the old Bass Shoe, Jericho Motor Sports, Paul’s Auto Body and Car Freshner all allowed parking. The Tondreau Parking lot also has access to the City trail. Mr. Malone noted that the Cedar Pond Campground is completely full and Gorham motels are filling up fast for the festival. Mayor Grenier suggested offering the information to NH Grand saying that it reaches out to a bigger audience. Councilor Nelson also suggested giving the information to the Chamber of Commerce. Mayor Grenier said that City will do what it can to help.
Discussion of Road Toll Policy
Mayor Grenier reported that the City Clerk is recommending changes to the existing policy for road tolls. Debra Patrick explained that she has followed the policy left to her by her predecessor. Requests for road tolls have increased from what used to be nine per year to 24 last year. Road tolls are limited to non-profit organizations, one per week and one per organization per year. She questioned whether out of town agencies should be denied, though some have an affiliation and provide services to Berlin residents.
This year there have been two requests from agencies outside of Berlin asking for permission to hold a road toll. Ms. Patrick said that the second request prompted her to ask for guidance on a policy so that there is a written guideline and to remain consistent.
Councilor Danderson and McCue agreed that the criteria for being permitted could be that the agency provides a service to the community. Councilor Remillard questioned whether there should be a charge for the permit. Ms. Patrick stated that Berlin does not charge but Portsmouth charges $20.
Mayor Grenier was concerned that a non-local organization could get put in front of a Berlin nonprofit; he is not opposed but felt that limiting the non-local to two dates per year and limiting to those who have a direct benefit to the City of Berlin. Councilor McCue said that he likes the idea of two dates and it should be added to the resolution. He questioned whether the statutes sited should be added in the resolution; also adding that decisions of the City Clerk are final.
Ms. Patrick questioned the liability on the city of road tolls. Councilor Otis mentioned waivers for those under the age of 18 as is done for roadside clean up. Councilor McCue suggested that the city attorney could draft a disclaimer that the City would be held harmless though they grant a permit.
There was some discussion about a permit fee and having liability insurance coverage. Councilor Evans pointed out that the larger nonprofits would be able to provide an insurance certificate; however to the small nonprofit it would be cost prohibitive. He suggested going with the simplest route.
Councilor Rozek established that the City Clerk addressed the issues in her memo and offered a way to deal with those issues; he said the Council should support the request and if additional changes are needed, she can come back. Mayor Grenier reiterated that the resolution is to be amended to add: a limit of two dates at the discretion of the City Clerk for nonprofits with a Berlin affiliation; and a legal disclaimer is to be added to the application. A resolution with those changes will be presented to the Council next Monday.
POD Agreement
Mr. MacQueen reported that this agreement is part of the effort for planning various pandemic events such as virus infection where medicine would have to be dispensed from a central location. For Berlin, the Berlin High School would be the point of dispensation or POD.
Councilor Rozek expressed concern that a catastrophic occurrence could put students at risk adding that we would not want to expose them to a threat if school is in session. Mr. MacQueen clarified that the medicine would be dispensed to healthy people to prevent exposure; he expects that it is as safe as possible.
Councilor McCue said that the contract specifies that “the facility will be made available within 24 hours of request; available throughout event.” He questioned the contract’s assertion to the City providing personnel. Mr. MacQueen replied that police, fire, school personnel, custodians, public works forces could all be called upon in the case of an emergency. Councilor Théberge asked if the hospital would be a better fit and Mr. MacQueen said that in such an emergency, the hospital would already be taxed and the point of dispensation has to be one that is away from the hospital.
Councilor Danderson moved with a second from Councilor Evans to enter into a POD agreement and providing amendments as needed. Councilor Rozek commented that the safety consideration for students should be added to the contract and Mr. MacQueen agreed. The motion carried.
Special High Volume Low Strength Sewer Rate
Mr. MacQueen explained that the Laidlaw project will bring high volume, low strength effluent to the treatment plant. It is being proposed that the City develop a sewer rate that would charge less for high volume low strength. The rate was devised based on the cost to treat.
Mayor Grenier clarified for Councilor Théberge that Laidlaw will not use their own wastewater plant because it has too much capacity for their use. Laidlaw would become one of the biggest sewer customers and the warm water would help the process.
Councilor McCue confirmed that the City has never had such a rate and that there are no other users at this time that would benefit so it would not negatively impact any customer and it is not being done to benefit one customer.
Councilor Théberge admitted that he is puzzled about Laidlaw having their own filter plant; why do they need water from the city? Mayor Grenier stated that their EFSEC application used city water and city sewer and if they were to make changes now, they would be introducing government into the operation. They want to be good neighbors and want to pay their fair share.
Councilor McCue confirmed that the AVRRDD will have high volume but would not qualify for the rate due to high strength.
Council Budget Discussion
Mr. MacQueen explained what is needed to achieve a flat tax. There are still unknown factors like the Laidlaw PILT or taxes; State downshifting; and the operating surplus. The current proposed tax rate exceeds a flat rate by $1.95 per thousand; $869,362 would need to be cut to get to the flat rate. If the four positions were deleted from PWD and Fire were restored, we would still need an additional $284,283. Restoring all positions and achieving a flat tax would take $1,153,645. Mayor Grenier acknowledged that we will not likely have a firm answer until the budget is passed in June.
Councilor Evans clarified that PILT does not operate like assessments with an April 1 deadline but is based on the PILT date. Mayor Grenier said that they are close to an agreement for PILT.
Renaming Annex Field
Councilor Danderson proposed renaming Annex Field to the Laura Viger Field. Councilors praised Ms. Viger for her event planning skills and stated that she served the City well and it is appropriate to dedicate a field after her. Councilor Danderson moved to rename Annex Field the Laura Viger Field; Councilor Rozek seconded and the motion carried.
Councilor Rozek moved to adjourn; Councilor Nelson seconded and the motion carried. The meeting ended at 7:30 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
| 
