Berlin City Council
Special Meeting/Work Session
June 10, 2013
Present were: Mayor Grenier, Councilors Otis, Benski, Morgan-Allain, Rozek, Nelson and Theberge. Absent were Councilors Higbee and Remillard.
Others present included Jim Wheeler, Patty Chase, Michael Perreault, Deborah Bachand, Barbara Tetreault, Berlin Daily Sun and public.
Special Meeting
Mayor Grenier opened the Special Meeting at 6:30 p.m. All were present at roll call with the exception of Councilors Higbee and Remillard.
Resolution 2013-13 Authorizing an Application to the SAFER Grant Program for the Fire Department
Councilor Theberge moved to table the resolution and hold public hearing June 17; Councilor Nelson seconded and the motion carried.
Councilor Rozek moved to recess the Special Meeting to Work Session; Councilor Otis seconded and them motion carried.
Work Session
Request for Veterans Memorial
Mr. Wheeler read a letter from Deborah Bachand Treasurer and Chairperson of the Ladies Auxiliary requesting permission to put up a memorial bench in Veteran’s Park. Mayor Grenier asked if the final design and inscription have been decided on and Ms. Bachand stated that the final design is not completed yet. Mayor Grenier acknowledged that the City will work with Ms. Bachand to incorporate the memorial into the park. He offered to meet Ms. Bachand at the site so that he could get a good sense of what is proposed and relay it to the Council.
Hiring Freeze: Account Payable Clerk
Patty Chase reported that Lucille Lavoie, the accounts payable clerk has announced her retirement as of August 1. Ms. Chase is asking for permission to fill the position.
Councilor Rozek moved with a second from Councilor Nelson to fill the position of accounts payable clerk. So moved, the motion carried.
BEMS
Mr. Wheeler referred to the proposed Berlin Emergency Medical Services (BEMS) contract that was distributed with the packet. There is a substantial increase to $25,916.60 per month from $20,500 per month. The amount was arrived at using a transparent process where BEMS made their financials available to the City. Part of what makes them comfortable with this proposal is that they want language that will allow them to come back to the Council if they run into financial difficulty and if they are projecting a shortfall of 15% or more.
Councilor Theberge questioned whether BEMS would be able to return revenue if they are making a profit. Mayor Grenier suggested putting the item on next Monday’s agenda. Councilor Theberge asked if it is a good idea to have a 3 year contract rather than a 1 year. Mr. Wheeler said there are pros and cons to both. If the city intends to use them for a period of time, it is good to have a multiple year contract with a solid budgetary amount for coming years. Mayor Grenier added that a firm with a one year contract won’t be spending on capital improvements or investing in training. The item will come up again next week.
Update on Sewer Construction
Mr. Perreault reported that the contract for I & I improvements to Twitchell Lane and North Road will begin soon. There were issues with easements and a change order was issued to separate the project. The contractor is being gracious enough to hold his bid amount through the turmoil. The Twitchell Lane and North Road work will improve the drainage system to eliminate a 6 inch line and improve drainage for future development in that area of the City. There will be some traffic impacts where the project will cross Route 16. Work may need to be done at night and the college and child care center will be kept informed.
Mr. Perreault said that the design of Hutchins Street from Wood Street to Bridge Street is being completed. There will be an amendment to include I & I in that area as part of this contract. Mayor Grenier confirmed that paving will be done curb to curb. Mr. Perreault said that plans are for new sidewalks, pavement and signs so that the roadways being done are done completely. It will likely be August or September before this area is done. Maynesboro Street may be an alternative route for vehicular traffic.
Mayor Grenier asked how big the project is at Trudel to Kent Street. Mr. Perreault stated that there is no pavement proposed for this area and it may be delayed until later in the construction season.
He added that we are seeing some of the effects of flows that have gone down. We are saving on chemicals, and treatment. Councilor Rozek asked if the City has violated its permit and Mr. Perreault confirmed that there have been no CSO violations. Councilor Rozek asked for data showing the progress as well as the electrical cost of the plant.
Mayor Grenier confirmed that construction at the Waste Water Treatment Plant is to be complete in August or September of 2014. Pilot projects on dewatering processes have been conducted and staff and Wright Pierce are close to making a recommendation.
Councilor Theberge mentioned a drainage problem on a steep driveway on Western Avenue. The problem seems to have occurred with Water Works construction.
Councilor Nelson affirmed that Hutchins Street will take at least a month.
Other
Mr. Wheeler brought up a land matter that was voted on at last week’s meeting and he asked the Council to make the motion in public. 538 Burgess Street is a tax deeded property that was put out to bid twice with no takers. Subsequently the City received an offer to buy the property for the minimum bid amount.
Councilor Rozek moved to allow the City Manager to do all things necessary to execute the sale of 538 Burgess Street and to enter into an agreement proposed by Patricia Dexter in a letter to the City Manager dated 5/27/2013; Councilor Nelson seconded and the motion carried.
Traffic Safety
Councilor Rozek asked for an additional member for the Traffic Safety Committee. Councilor Otis volunteered to fill the role and Mayor Grenier appointed him to the Committee until January.
There being to further business in the work session Councilor Rozek moved with a second from Councilor Nelson to adjourn. So moved, the motion carried. The meeting ended at 7:05 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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