Work Session
January 9, 2012
Present were: Mayor Grenier, Councilors Otis, Remillard, Ducharme, McCue, Evans, Rozek, Nelson and Théberge
Others present: Joe Costello, Patti Stolte, Cindy Baillargeon, Will O’Brien, Linda White, Andre Caron, Mike Perreault, Patrick MacQueen, several Civics Class students, media and public
CAP Programs – Joe Costello
Mr. Costello, the CEO of the Community Action Program reported that he served as Chair of the CAP Board for seven years and he took on the responsibility of CEO when Larry Kelly retired. He presented the Council with a fact sheet of CAP’s activities in the City and County. He introduced Patti Stolte Coordinator for Elderly Services and Cindy Baillargeon, Outreach worker, who both thanked the Council for the city’s support in the past and look forward to it in the future.
Mayor Grenier asked for a report from CAP that would show the low operating cost for a great deal of services going out to the community. Mr. Costello acknowledged that there is a perception that CAP has a very large budget and that is likely because they administer 60 programs. They help people help themselves. Councilor Remillard confirmed that 30% of CAP’s services are going to Berlin.
Councilor Nelson established that CAP is no longer operating the food pantry. Ms. Baillargeon commented that food pantries have been absorbed by local churches. Harvest Christian Fellowship Church is providing the service to Berlin. She added that CAP continues to be the conduit for USDA food distribution to the county.
Councilor Remillard affirmed that it is still true that for every dollar the city donates CAP receives $4.00 back in matching funds. Funds from Berlin remain in Berlin. Mr. Costello stated that Tri-CAP has been working with the Heritage Park and it is a diamond in the rough that will bring pride to the city. Economic Development is another piece for which CAP has forwarded assistance. Mayor Grenier stated and Mr. Costello agreed that it is important for the public to understand the extent of CAP’s specific financial effort in Berlin.
Councilor Ducharme voiced that over the last two summers CAP collaborated with the Recreation Department to help staff and administer summer programs. They plan to continue as long as there is funding.
Mayor Grenier thanked Mr. Costello and stated that CAP is a lifeline for many; the City’s Welfare budget would be higher if not for CAP. Mr. Costello and Ms. Baillargeon left the meeting at this time.
Funding Campaign for Flowers
Mr. MacQueen opened by saying that Will O’Brien is responsible for the most beautiful gardens in the City and likely the State. He’s done a great job; however there is no funding for flowers and supplies.
Mr. O’Brien proposed that a letter go out asking for donations for plants, and flowers to continue the program using Northern Human Services, and volunteers to help design and work in the gardens. He said that he and the Northern Human Services employees will personally deliver the letters to businesses and people in the community. The letter will ask that money be sent to the Recreation Department. Mayor Grenier confirmed that these funds would be kept solely for the betterment of the gardens. Mr. O’Brien said that he is hoping to raise $1,000 but $800 would fund the program. To Mayor Grenier’s question about what happens to the money if more than $1,000 is raised, Mr. O’Brien replied that if $5,000 is raised, it means there would be enough for the program for 5 years.
Councilor McCue commented that Mr. O’Brien has done a great job. He said that he is comfortable with allowing this though he did not want the City to be the piggy bank for various organizations.
Councilor Rozek moved to accept the proposal to seek donations through the Recreation Department for flowers and garden supplies; Councilor Remillard seconded and the motion carried.
Bid Restrictions for Tax Deeded Property Sales
Ms. White stated that in the previous Council discussion, there were concerns about buyers of tax deeded properties maintaining and caring for the properties they buy. The discussion prompted a revision of the requirements of bidding which is presented to the Council for review.
The properties will be put out to bid and prior to the deadline, two meetings will be held so that properties can be viewed and questions can be answered. Included in the qualifications is that anyone not current on water, sewer and taxes would not be eligible. A new requirement would be that the apparent high bidder would have to meet with a representative of the City to be sure that they understand what is expected and the cost involved.
Councilor Ducharme commented that Bidder Qualifications #2 stated “they may not be eligible” and it should say, “they shall not be eligible”.
Councilor Remillard commented that #7 under the General Requirements should say the City will transfer the property by quitclaim deed.
Regarding #8 in the same category, which states that in the case of a tie bid, the earliest postmarked bid would be accepted, Councilor Remillard suggested that an extension of time be granted to tie bidders and the highest and best bid would be considered after the extension. Mr. Caron argued that a date stamp would be better. The consensus was to go with a second deadline for those bidders who were tied. Councilor McCue commented that this is a better approach than requiring residency or keeping the property for a certain period of time.
Public Works Garage Improvements
Mr. MacQueen stated that the Council raised a lot of good questions about the salt shed. A cost benefit analysis should have been done before coming to Council. He added that the money should be saved and reserved for public works projects. Mr. Perreault indicated that the project had been on the books for 2 decades. He looked at all types of storage sheds and involved the crew in the planning process. The original reason for building a new shed was environmental because runoff from the salt ends up in the Dead River. He went on to say that energy saving improvements have been made to the garage resulting in fuel usage savings of 26%. Mayor Grenier suggested new windows for the garage. Mr. MacQueen commented that there have been several energy studies on the PW garage.
Ms. Laflamme agreed saying that several consultants have reported on short term fixes and have come close to providing an energy audit. Those studies would be worth looking at again since the people who did them were working within their field of expertise. Councilor Rozek questioned the use of steam heat in the building saying that the schools did away with steam and they got a grant to do that. Mr. Perreault indicated that changes have been made in heating such as the garage using their waste oil in the heating process.
Windows in the building are single pane from 1937 and Mayor Grenier said that they are a good place to achieve energy savings. Councilor Théberge stated that windows could save money on electricity because windows are now boarded and do not let in natural light. He suggested that Council members visit the facility to totally understand the project.
Councilor Remillard wanted to see the audits and would be in favor of visiting the garage prior to the start of a meeting. Ms. Laflamme commented that several energy audits have been done but the City has never taken the next step to deal with the findings. Councilor McCue reminded all that if the group goes to the garage, it is a meeting and has to be noticed. He added that there is no need to reinvent the wheel when there are studies available. He said that though he is glad the city will not spend $200,000 on a salt shed, it seems that there is a need especially if salt is running into the storm drains.
Councilor Théberge agreed that something has to be done and he suggested starting with an outside pit for sand and phasing in additional improvements over five years. Councilor Rozek would also like to see the audit prior to visiting the facility. Mr. Perreault commented that changing out the windows would cost approximately $70,000 to $80,000.
Proposed Amendment to Resolution 2012-05
Mr. MacQueen stated that he realized he used the wrong estimate when drafting the first resolution and the City Attorney, Chris Boldt wanted to add language as well. We don’t need $26 million in borrowing authority and this amendment takes it away. He asked the Council to amend the resolution to version R2. Councilor McCue confirmed that the language rescinding two prior resolutions also protects actions taken which would still be legal.
Other
The scheduled demolition of the Rite Aid buildings on Main Street is to begin January 10.
Councilor Nelson asked for a second quarter report on economic development activities from Max Makaitis.
Councilor McCue moved to adjourn; Councilor Théberge seconded and the motion carried. The meeting ended at 7:40 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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