Work Session
February 11, 2013
Present were Mayor Grenier, Councilors Remillard, Otis, Morgan-Allain, Rozek, Benski, Theberge, Higbee, and Nelson
Others present included Patrick MacQueen, Steve and Penny Binette, Carl Weber, Rick Alpers, Linda White, Pamela Laflamme, Corinne Cascadden, Bryan Lamirande, Mark Evans, Barbara Tetreault, Berlin Daily Sun
City Manager Recruitment
Mr. Weber acknowledged that the Council had appointed a subcommittee to review and rank the resumes and confirmed that Councilors Rozek, Higbee, Benski and Remillard are still available to serve on the committee. He asked if anyone else should work to cull the list down and at the suggestion of Mayor Grenier, the Council agreed that a senior department head would also rank and review the list. Mr. Alpers presented a form to extract information from the resumes and encourage each candidate to be treated equally. Education, communication, public sector and business experience, collaboration, community orientation, and overall fit for the city will be ranked.
Councilor Higbee affirmed that we asked for a BA. Mr. Weber stated that a confirmation letter should be sent to the candidates letting them know what our process is going to be. The candidates still need to remain confidential and it would be best if the resumes were to remain in the building. Councilors decided to view the resumes Monday February 18 beginning at 10 a.m.
Mr. Weber indicated that the original plan was to have two rounds of interviews; however one 2-day process would also work. The first day, tentatively scheduled for Friday, April 5 would be an interview with each of two panels: professionals and employees with Councilors observing each panel. The entire Council would then meet Saturday, April 6 to interview the candidates. Once the interviews are complete, on day two, there would be a tour. This would be a more abbreviated process with scripted interviews. He asked that questions be submitted ahead of time so that they can be reviewed by Primex.
Council discussed having the candidates work on a project and make a presentation realizing that there will not be a lot of time in the interview process to present. The six finalists may be asked to provide a written analysis to be reviewed by Council ahead of the interview. Councilor Higbee suggested that there could be time for Councilors to ask questions about the project. Mr. Alpers indicated that an alternative location may be needed for the interviews. Primex will update the timeline and deliverable dates.
Valley Creek Eatery Steve & Penny Binette
Mr. Binette distributed a memo from the State about the proposed drainage pond on the Valley Creek Eatery property. He stated that he filled the lot for the potential growth of the restaurant. He allows additional parking for the arena and buses are allowed to park during hockey games. His total acreage is 1.75 acres and the State wants an easement for .5 acres.
The Binette’s are concerned that the proposed drainage pond would have an odor and be a detriment to their proposed plans for expansion. The pond, they said, is proposed to be 100x100 and 7 feet deep.
An underground retention pond would allow parking over the pond and would not have as great an effect on the property; however the State does not want the additional expense. Rodrigue Street was also proposed and it has been determined to be too expensive due to ledge.
Mayor Grenier reminded that the unintended consequence is that the City will have to pay 20% of any additional cost increasing the cost to the taxpayers. An underground draining system does not make sense due to the cost of maintenance which will be on the City in the future. Mr. MacQueen reported that the Binette’s bought the property for $75,000 and in it assessed at $148,500. He added that the appropriate thing to do would be to hear from DOT. Mayor Grenier stated that the Council went on record supporting Rodrigue Street for the pond at a prior meeting; DOT will be invited to come in and discuss the issue with the Council.
Approach of Disposition of Properties
Linda White voiced that it is in the best interest of the City to put tax deeded properties out to bid because it encourages investment in Berlin. The properties are reviewed by the building inspector who specifies what needs to be done to bring the building into compliance with codes. A list of items that need attention is also provided for each building. The City sells the properties with a right to reverter and if compliance is not met within one year, the building reverts to the city.
Mayor Grenier agreed that 99% of the time the process of going out to bid works; however he stated that sometimes there is a better solution for the disposition of a property. That is when the issue will come to the council for discussion.
Councilor Remillard commented that the Council is apt to act in the best interest of the city. Councilor Nelson said that we have a process that works; she does not like to see it interrupted. She suggested that the Council set criteria for those occasions where there is a diversion from the regular process.
Councilor Rozek stated that the Council needs to maintain property control and continue to work in the best interest of the city. Sometimes it is the collective and collaborative efforts that get the best results.
Mr. MacQueen noted that the Council can dispose of property as it sees fits and that includes going out to bid whenever possible.
Ms. White reported that offering a building to abutters presents challenges in that the legal definition of an abutter reaches beyond the properties on each side of a building. She agreed that being creative can be in the City’s best interest siting the 702 Glen Ave as an example.
438 Hillside Avenue was left out of the information from the last meeting and a motion to sell the property is in order.
Councilor Remillard moved with a second from Councilor Rozek that the City Manager is hereby authorized, indefinitely until rescinded, to offer for sale at the earliest appropriate opportunity, the property listed below by sealed bid with conditions as indicated. The purchasing party is required to renovate and make the property habitable within 12 months of the purchase date and meet the requirements set forth in the then current City Ordinances. City Code Enforcement will make the final determination as to the fitness of the building. The sale of this property will be subject to a reverter if the conditions of sale are not met.
Map/Lot 128-0068.0000, 438 Hillside Avenue, .21 acre: This parcel and building will be offered for sale by sealed bid with the minimum bid of $13,875 being determined by condition (fair/good), lot size and assessed valuation of $55,000. So moved, the motion carried.
Communication from Matt Charest
Mr. Charest is requesting a sand barrel at the corner of his driveway at 709 Western Avenue. The issue came to Council because a new barrel is a change to the Council’s Snow Policy. Councilor Remillard suggested getting a recommendation from Public Works.
Clarification of 121 Main Street Resolution
Ms. Laflamme asked for clarification of Resolution 2013-02 regarding revenues that have come from 121 Main Street prior to the resolution being passed. It was not clear if BIDPA could claim all revenues from 121 Main or if it was from the time of the resolution going forward. Mayor Grenier commented that the intent was that the early revenues would be included.
Councilor Rozek moved with a second from Councilor Nelson that the City Council hereby clarifies that it was its intent in Resolution 2013-02 that all revenues received for 121 Main Street from August 14, 2012 be transferred to BIDPA to offset all expenses incurred by BIDPA in managing and/or renovating the property since August 14, 2014. So moved, the motion carried.
Phragmites
Ms. Laflamme reported that an invasive species of phragmites is growing on the high school property and it was noticed by a citizen who contacted DES. If the stand is not treated it will overtake the wetland. These are not native to the area and it is possible that they were brought in when trail work was done in the area. The snowmobile club is willing to do the work and to split the cost with the City. Mayor Grenier stressed that the City should take full responsibility and treat, suggesting that the cost come out of contingency.
Councilor Nelson moved to pay $650 this year to take the appropriate action for the elimination of phragmites in the wetlands on high school property; Councilor Rozek seconded and the motion carried.
Work Camp New England
Ms. White reported that Work Camp New England is a faith based youth group that will come to Berlin to help homeowners with roof repair, deck repair, handicap ramps, sheetrock, and exterior painting. They will be in Berlin July 8 through 19th and we are looking for 30 to 35 homeowners that need this kind of work done. Ms. Cascadden added that there is no cost to the homeowner. The group provides the supplies and purchases everything locally. The group resides at the high school during their stay.
Three Legislative Bills
Mayor Grenier reported that there are three bills that he would like to support referring to further study. They are SB99, HB568 and HB484 and they are going after northern pass by pitting communities against each other. One bill would allow a neighboring community to stop a project in another community; another requires all utility lines to be buried underground.
Councilor Nelson moved to send the letters supporting sending SB99; HB484 and HB568 to committee for further study; Councilor Theberge seconded and the motion carried.
Holiday Schedule
Councilors agreed to hold a regular meeting Monday, February 18 (President’s Day)
At 8:50 p.m. Councilor Rozek moved to go into non-meeting per RSA 91-A:2,I(b) Collective Bargaining; Councilor Remillard seconded and the motion carried unanimously by roll call.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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