May 21, 2012
Work Session
Present: Mayor Grenier, Councilors Otis, Morgan Allain, Higbee, Rozek, and Théberge; absent were Councilors Ducharme, Remillard and Nelson.
Others present included: Pamela Laflamme, Elaine Belanger, Michael Perreault, Bryan Lamirande, Brian Valerino, Patrick MacQueen, media and public
Mayor Grenier called the meeting to order at 6:30 p.m. He asked to add a communication from the local ATV Club to the agenda. Councilor Rozek so moved with a second from Councilor Théberge. The motion passed unanimously.
North Country Public Health Region Public Health Emergency Plan
Elaine Belanger explained that there is a local health emergency preparedness plan in place for Region 1 which is the area from the Canadian border to Woodsville. The plan is in place and is constantly being updated. In a pandemic emergency, the emergency operation center would be opened and an additional point of dispensing medication would be implemented. Each town in the area has a plan of how to get their people to Berlin in a pandemic emergency.
Councilor Théberge asked how HIPPA impacts emergency preparedness. Ms. Belanger explained that as much confidentiality as possible is maintained. Mayor Grenier asked how outlying areas are notified in a pandemic emergency. Ms. Belanger stated that the committee looks at whatever ways are necessary to inform the public, from Internet to posting flyers at the general store. She went on to say that everyone on the Committee is great and the only missing link is to have a financial person on board to record expenses for reimbursement in an emergency. Ms. Belanger concluded her presentation and left the meeting at this time.
PD Highway Safety Grants
Brian Valerino explained that the PD applies for Highway Safety Grants every year. The grants run from May to September 15. Additional funds are being received to increase patrol from 90 hours of patrol per grant to 120 hours. Councilor Rozek confirmed that this is in the best interest of the citizens and the department.
Assistant Chief Valerino commented that Berlin is one of the only communities that receives OHRV funds due to the cross-town ATV trail. Councilor Rozek mentioned that there will be a coordinated event for allowing ATV use throughout the city for a 2 day festival in July. This event is being done on a trial basis and will test the responsibility of riders. Mayor Grenier stressed that the City is promoting the sport and activity; not turning a blind eye to unregistered ATV’s, reckless conduct, or speeding that will put citizens in jeopardy. Violators will be cited.
Radio Grant Funds
Assistant Chief Valerino reported that the PD radios have been in the field for 7 years. Chief Morency solicited this grant for just over $35,000 to fund 11 radios which is half of the PD’s hand held radios.
PWD Parks Maintenance Budget Review Discussion
Mike Perreault reported that the overall PWD budget is well under; however the Parks portion of the budget is over. While mowing, the Parks crew found that the fields were infested with Japanese beetles and grubs. Northeast Agricultural was hired to do field assessment and the City took action to treat the fields at a cost of over $10,000. Equipment including a Kromex mowing machine was reconditioned. Mayor Grenier commented that he appreciates the work done to maintain and improve the condition of the fields.
Resolution 2012-11 CDBG/CAP Energy to be Placed on June 4 Agenda
Mayor Grenier explained that the City has not met its noticing requirement regarding this grant and he requested that the item be removed from the table and re-tabled to the June 4 meeting
Resolution 2012-17 Master Plan funds for Farmer’s Market Lot
Ms. Laflamme stated that there is money left from the Master Plan that is being requested to do some work to a vacant lot that the City owns on Pleasant Street. As the Farmers Market moves to Pleasant Street, they will need an area for storage and electricity. The City owns a lot on Pleasant Street that could be made to accommodate. The remaining Master Plan funds, $4,144.36 should be enough to cover the cost of the work.
Ordinance Downtown Commercial Use
Mr. MacQueen explained that the existing city ordinance would be expanded to allow tax exemption for new development in the downtown zone on a declining scale for five years. Under State law, only Coos County municipalities are allowed to pass such an ordinance and Berlin is the only community that has done so. The City first adopted the law in hopes to encouraging industrial uses. With the additional activity in the downtown zone, it is being proposed that downtown new construction be given the same exemption as industrial uses.
Councilor Rozek confirmed that an add-on would be considered new construction. Mayor Grenier thought it an important aspect to jump-start the center of the city to make it attractive. If we are successful, we would get new property on Main Street and at the end of 5 years, the City gets full taxes. Councilor Rozek commented that any development in the city is a good thing. He said that we don’t want to discourage folks who want to build adding that we have to offer special incentives because of our location.
Recommendation for Polling Locations
Debbie Patrick provided the Council with a letter recommending that the voting locations in the city remain the same; however rather than Wards, they would be called Precincts. She added that all the names of those running for office would appear on each precincts’ ballot. Councilor Higbee clarified that one could only vote in the precinct that they live.
Councilor Rozek moved to accept four precincts as recommended: Precinct 1 – Recreation Department, First Avenue entrance; Precinct 2 – Berlin Middle School Gym, High Street Entrance; Precinct 3 - Brown School, Eighth Street entrance; and Precinct 4 - Community Baptist Church, Sullivan Street Entrance. Councilor Morgan-Allain seconded and the motion carried.
Berlin Station Riverwalk & Other Matters
Mr. MacQueen explained that, after further review , the proposed Riverwalk that the City was going to have funded through the EEFSEC process by Cate Street Capital, does not connect to anything. The City was going to receive $325,000 for the Riverwalk; however there is in fact no room between the river and the plant to go all the way around. The City was also going to get money to do an environmental study for future development on the property which Cate St commissioned and has already done. There was also a requirement for a permanent deeded OHRV trail through the property. There is 50 feet set aside and Chris Gamache is reviewing to be sure there is adequate space but it is likely to be only 10 or 15 feet wide. Fencing is also less than Cate Street had originally planned for. There is $650,000 to
come to the city if the city will support that Cate Street’s EFSEC conditions have been met. Mayor Grenier suggested putting the extra funds toward the Hutchins Street realignment which was put out to bid in 2009 and came in at a cost of $2.2 million. It is likely to cost considerably more than that now.
Councilor Rozek commented that the 90 degree turns on Hutchins Street could be straightened without a lot of effort or cost. Ms. Laflamme stated that there is bark going down so far that it was less expensive to rebuild the road than to remove the bark. Councilor Rozek said that shimming needs to be done and the double 90 degree turn taken care of. Councilor Théberge added that the area is a wetland.
Mr. MacQueen suggested having a meeting to determine the best use of the money but first the Council would have to accept the conditions of getting the money. Councilor Rozek proposed a connector to sidewalks on Hutchins Street stating that these are simple projects.
Mayor Grenier asked for a motion to authorize the City Manager to sign off on the changes in the stipulations. Councilor Rozek moved to authorize the City Manager to sign an understanding that would change the EFSEC stipulations by deleting the East Side Riverwalk and amending the stipulation that requires fencing around the entire property to replacement of worn existing fencing; deleting the requirement for an environmental study; and maintaining the creation of a permanent snowmobile trail in exchange for $650,000. Councilor Otis seconded the motion and it carried unanimously.
Consideration of Memorial Day Work Session
Mayor Grenier stated that there is a Public Hearing for the budget Wednesday, May 23, 2012 at 6:30 p.m. The meeting Monday, May 28 is cancelled unless there is an emergency. Councilors Rozek and Théberge noted that they are not available for a meeting on the 28th.
ATV Club
Mayor Grenier read a letter from the local ATV Club asking for assistance as they make preparations for their annual ATV festival July 27 & 28. They were not able to secure Can-Am as a sponsor and they are asking if the city would take part. Mayor Grenier indicated that there is $4,287 left in Council Contingency and it could be appropriated to the festival.
Councilor Rozek moved to appropriate $4,287 to the ATV Club making the City of Berlin the primary sponsor of the ATV Festival for this year; Councilor Otis seconded and the motion carried. Mayor Grenier wanted the City Manager to notify the Club also letting them know that the Council may not be able to make such a donation next year.
There being no further business in work session, Mayor Grenier moved on to the Regular meeting.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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