Work Session
January 23, 2012
Present were: Mayor Grenier, Councilors Otis, Remillard, Ducharme, Morgan Allain, Higbee, Rozek, Nelson, and Théberge
Others Present included: Pamela Laflamme, Michael Perreault, Angela Martin Giroux, Sarah Nichols, ReCap Solutions, Larry Gomes of the White Mtn. Ridge Runners, Civics Class students, media and public
Mayor Grenier opened the work session at 6:30 p.m. welcoming the new members of Council. He noted that there are two items to be discussed under non-public session.
Solid Waste, Sarah Nichols
Ms. Nichols explained that she works for a non-profit organization that is funded through a Rural Development grant to help communities reduce their solid waste budget. Mr. Perreault was recently tasked by the City Council to come up with ways to increase recycling. Ms. Nichols stated that a Pay as You Throw (PAYT) is not always popular but it does reduce solid waste and increases recycling.
Each community is different but as much as 40% reduction in waste could be achieved. PAYT distributes cost to those who use it most by charging a per bag fee for solid waste. This increases awareness of what people put in the garbage. Berlin recycles 10% and there is room for improvement since the entire country recycles 34% of its waste.
Mayor Grenier indicated that he is not thoroughly convinced that PAYT is the ideal solution for Berlin. He feared that a certain population in the City would not follow the rules. Ms. Nichols commented that at the onset of such a change, she suggested leniency and the establishment of a fee or fine for non-compliance.
Councilor Remillard clarified that this presentation was brought to the Council because of an effort to get people to recycle more. This is one option of several that the Council will hear. Ms. Nichols added that she can help with awareness and community education on whatever option is chosen.
Mayor Grenier stated that since the Council’s request has been made public the biggest complaint from the public has been that PWD picks up newspapers and throws them in the garbage truck rather than recycling. He added that he is not blaming anyone, but there needs to be some internal job training on the issue.
Mayor Grenier commented that Berlin is half of the AVRRDD’s volume and we should be making a concerted effort to add to recycling. Ms. Nichols suggested somehow rewarding or offering an incentive for recycling. Mayor Grenier thanked Ms. Nichols and said that the City will likely call when there is a program to implement. Ms. Nichols left the meeting at this time.
White Mountain Ridge Runners
Mr. MacQueen reported that Larry Gomes of the White Mountain Ridge Runners is asking for local match money for a Tillotson grant. Mr. Gomes said that the Club had applied for a grant and they were turned down; however they were encouraged to re-apply in the spring. Funding would be to purchase a remote rescue vehicle to be used by first responders in local atv and snowmobile trails.
Mr. Gomes made the argument that as Berlin works to attract people to the Jericho Trails; we have to make sure that if they get hurt there is a way to get them out safely. By having a non-profit own the vehicle and control its use, several communities could use it. The vehicle costs $39,000 and includes a skid that allows EMS to work on a person being transported and a trailer for the vehicle. EMS who use the vehicle would have to be through a yearly training.
One of the reasons the grant was turned down originally was that there was not 100% funding identified. All municipalities who benefit will be asked to participate; Milan is contributing $500. There is great interest; Brookfield Power and Trans Canada will be asked for a grant as well.
Mayor Grenier reasoned that with Town Meetings coming up, he would be willing to contribute $1,000. Councilors Nelson, Remillard and Ducharme expressed that communities who would benefit from using the rescue vehicle should make some contribution whether it is monetary or in-kind. Mr. Gomes agreed; however he did not want to limit the vehicle’s use based on contributions. He added that the vehicle would be based in Berlin because that is the literal center for its use.
Councilor Rozek agreed that we are promoting and encouraging riding and this is a necessary step to keep people alive in the crucial hour after an injury. He suggested the City participate with $1,500. Mr. Gomes said that those who use the vehicle will be asked to fill out a survey so that information can be gathered about the circumstances of its use.
Councilor Remillard asked how many rescues were done in the past year. Mr. Gomes reported that there were two in Jericho Park trails; however this is going to get bigger, not smaller. Councilor Higbee expressed concern that the warming hut is still not fully funded. Mr. Gomes stated that funding for the hut has 137 founders and there is a need to get 200 to fully cover the cost. The money is coming from a different audience. Councilor Ducharme noted that for clarity the narrative in the proposal should match the table.
Councilor Rozek moved to fund $2,000 to the White Mountain Ridge Runners for a rescue vehicle provided that Tillotson funding is granted; Councilor Théberge seconded and discussion followed.
Councilor Théberge stated that as a first responder he’s seen life threatening incidents and supports funding. Councilor Remillard voiced that she was having a hard time with $1,500. Councilor Ducharme suggested $1,500 with the Ridge Runners coming back if the additional $500 is needed.
Councilor Rozek amended his motion to reduce the amount to $1,500; Councilor Théberge seconded and the motion carried. This funding is from the Council Contingency account and Councilor Théberge confirmed that if funding is short, the club will come back to Council.
PSNH Night Time Street Light Program
Mr. MacQueen stated that the City received promotional material from PSNH that offers a community the opportunity to shut off street lights at midnight.
Councilor Nelson asked if we know what effect this would have on the crime rate. Councilor Rozek wanted comments from the Police Department. Mr. MacQueen said that this was brought to Council to see if there is interest in pursuing; if there is no interest, no action needs to be taken.
Ms. Laflamme added that there is a program to do an LED lighting conversion. PSNH could also shut off every other street light. Mayor Grenier confirmed with the Council that there is no support for turning off street lights.
Request to Fill Health/Welfare Clerk Position
Angela Martin Giroux asked to fill an account clerk position for a vacancy created when the clerk transferred to the finance department. Councilor Nelson moved to fill the position; Councilor Remillard seconded and the motion carried.
Rules of Council
Mayor Grenier established that Roberts Rules of Order, though archaic and difficult to understand, are a good process of procedures. He suggested that every councilor have a copy of the rules. The process of three readings for resolutions and ordinances offers the most opportunity to make amendments.
Councilor Théberge moved to support Roberts Rules of Order as the method of conducting the City’s business; Councilor Rozek seconded and the motion carried.
Policies
Agenda. Mayor Grenier stated that the Chairperson ultimately puts the meeting agenda together. He said that he’s never denied an agenda item unless there is a full agenda or if the request is personal that has little to do with conducting official city business. He said that he makes a concerted effort to start the meetings on time.
Mayor Pro Tem. Councilor Remillard is the senior council person and it has been the policy to have the senior person as mayor pro tem in the absence of the Mayor.
Councilor Rozek moved to have Councilor Remillard act as Mayor Pro Tem in the absence of the Mayor; Councilor Otis seconded and the motion carried.
Appointments. Mayor Grenier stated that Council Committee appointments, with the exception of the Airport Authority , are filled amongst the members. The Mayor has appointing powers to boards and commissions with the consensus of the Council.
BWW. Mayor Grenier explained that the Berlin Water Works is the governmental body that is tasked with water. He asked that Judge Peter Smith’s decision of 2003 be handed out to the Council. It is clear that the City Council has no business in the day to day operations of the Water Works; however the city has to approve labor agreements and must approve their bonds.
Berlin Airport Authority. By statute, Mayor Grenier is Chair of the Authority and the Chair of the Milan Selectmen or designee and the Chair or designee of the Coos County Commissioners sit on the Airport Authority along with four members of the City Council. Councilor Rozek moved to elect Councilors Otis, Ducharme, Rozek and Nelson to the Airport Authority; Councilor Remillard seconded and the motion carried.
Committee on Accounts and Claims. Council can review the expenditures of the city at any time. Councilor Théberge asked if there is an unresolved issue with expenses, how are the disbursements passed. Mayor Grenier explained that an expense can be pulled for further explanation. Councilor Remillard stated her questions to the City Manager or department head have always had resolution. The Mayor chairs the Committee and Councilors Remillard, Morgan-Allain, Rozek and Théberge will serve as its members
Committee on Elections. Though this has not been a busy committee in the past, the group will be tasked with recommending voting locations for the city following the vote to abolish wards.
Councilors Otis, Morgan-Allain, Higbee and Nelson comprise the committee. Council Nelson will chair.
Committee on Emergency Action Councilor Ducharme volunteered to continue on the committee
BIDPA Board . Mayor Grenier confirmed that Councilor Higbee can remain on the Board as a member and the Council Ex-Officio member will be Councilor Nelson. The appointment will be confirmed at the Regular Council meeting February 6.
Budget Committee
Entire council to act as committee
Sewer Appeals Committee
Entire Council
Planning Board Member
Councilor Remillard will be the Council’s representative on the Planning Board and that will be confirmed at the February 6 meeting.
Traffic and Safety. Mayor Grenier affirmed that traffic safety issues will first go to the City Council and be remanded to the Safety Committee for recommendation. Committee members are Councilors Remillard, Ducharme, Rozek and Théberge. Councilor Rozek moved with a second from Councilor Théberge to have Councilor Remillard Chair the committee. So moved, the motion carried.
Policies
Councilor Rozek suggested that if city hall is closed, the Council should postpone their meeting and Mayor Grenier said he would take the suggestion under advisement.
Councilor Otis asked about the summer schedule and Mayor Grenier explained that during the summer, he tries to keep the meetings to the first and third Mondays of every month; however he preferred to leave it to the discretion of the chair and Council conceded.
Councilor Higbee questioned the policy of a unanimous consent of the Council to allow members of the public to speak at work sessions. Mayor Grenier explained that he does everything not to lose control of meetings. There are two places on the agenda of a regular meeting for comments from the public. Council members are not to debate a member of the public.
Correspondence addressed to Mayor and City Council is copied to the Council.
Councilor Remillard moved to adopt Council Policies as presented; Councilor Ducharme seconded and the motion carried.
Other
Councilor Rozek asked when would be a good time to discuss new voting places for elections and Mayor Grenier informed that the Secretary of State will need to accept the results of the election. Once that happens, the Committee of Elections will work to come up with recommendations.
Non-Public Session
Councilor Remillard moved with a second from Councilor Rozek to go into non-public session per RSA 91-A:3, II(d) Land Matters. The motion carried unanimously by roll call.
The Council discussed a land matter issue with a local company.
The Council discussed an easement requested of Barry Kelly for an I & I project on Riverside Drive. Mr. Kelly, in exchange asked for an easement over City property to provide access to pieces of land he owns. No money will be exchanged.
Councilor Nelson moved to agree to an easement with Mr. Kelley in exchange for the easement we are requesting for the I & I project; Councilor Remillard seconded and the motion carried unanimously by roll call.
Councilor Rozek moved to come out of non-public session; Councilor Remillard seconded and the motion carried unanimously by roll call.
Councilor Rozek moved to seal the minutes of the non-public session relating to the local company as releasing them would render the proposed action ineffective; Councilor Nelson seconded and the motion carried unanimously by roll call.
Councilor Nelson moved to adjourn; Councilor Remillard seconded and the motion carried. The meeting ended at 9:05 pm.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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