City Council Work Session
December 16, 2013
Present were: Mayor Grenier, Councilors Otis, Remillard, Benski, Morgan Allain, Higbee, Rozek, Nelson and Theberge
Others present: City Manager Jim Wheeler, Public Works Director Mike Perreault, Mark Belanger, Lucie Letarte representing the Chamber of Commerce, Barbara Tetreault Berlin Daily Sun
Mayor Grenier called the meeting to order at 6:30 p.m.
He stated that under “Other” the Chamber of Commerce will address a proposal for the City to acquire the Northern Forest Heritage Park.
Traffic Safety Follow Up
Mr. Wheeler noted that recommendations of the safety committee need to be approved by the full Council. Staff will then move forward with the recommended actions. He added that the PD has not provided the final wording on the Western Avenue ordinance. Mayor Grenier suggested that the motion be made under Council Committee Reports and that the ordinance regarding Western Avenue be removed from the table and re-tabled.
Industrial Discharge Permit Engineering Services for Burgess Biomass Project
Mr. Wheeler presented a contract for additional work to be done by Wright Pierce for the Burgess Biopower so that they can obtain an industrial discharge permit. The State Engineering Bureau has indicated their approval of the work that will identify the type, model and how data is acquired. Burgess Biopower will reimburse the City for this cost. Mayor Grenier noted that the name on the contract is still Laidlaw and should be updated to reflect the new company name.
Councilor Remillard moved to approve the professional services agreement with Wright Pierce for the analysis needed to issue an industrial discharge permit to Burgess Biopower increasing the cost from $7,000 to $25,000 which is reimbursable to the city by Burgess Biopower; Councilor Higbee seconded the motion and all voted in favor.
Ordinance for Western Avenue
This was discussed in Traffic Safety Follow Up.
Ordinance Parade Permit Discussion
Mayor Grenier reported that he asked the City Clerk to put this item on the agenda to address a float in the parade that was beautiful; however it discharged a significant amount of shiny foil, non-biodegradable papers onto Main Street. The suggested ordinance change would require council approval before such a discharge was allowed. The Council could then add an appropriate clean-up fee. Councilor Higbee asked if this ordinance would prohibit throwing candy from the floats. Councilor Nelson stated that anything going to the crowd need to be handed and cannot be thrown from the floats.
Mr. Perreault was asked about the cleanup and he stated that the City sweeper was put away and the papers were picked up manually; however what was in the grass remains.
Other
Lucy Letarte and Mark Belanger explained that CAP owns Heritage Park and they need to divest from property that does not meet with their mission. The Chamber of Commerce also has a mission and owning the Heritage Park is not part of that. The park, however is an asset to the community and there are people who are passionate about the park. He suggested that the city own the park with the Chamber managing and a corporate sponsor would be sought. The Chamber can do a welcome center on site; manage day to day activities; continue to hold profitable events; operate valuable community asset; protect and expand offerings.
The new operational model would have the Chamber as a tenant; and the corporate sponsorship would go to city. The City and the Chamber could share revenue derived from events. As the owner the City would maintain buildings and grounds; structures; mow grass; hold property/liability insurance and pay utilities.
Mayor Grenier said that he likes the concept and perhaps an agreement can be structured so that the City is not putting out money from the taxpayers. His concern was that this will work with all the present Council and Chamber members but when there are changes on the Boards, there could be differing priorities. An iron clad agreement will need to be developed so that the park is self-sustaining.
Councilor Rozek asked how much CAP has invested in the park and how the Brown House fits in. Councilor Higbee clarified that the Brown House is not part of the park. He added that the park pays for itself with events and rentals. Mayor Grenier suggested an amortization over a finite set of years so that the cost is minimal to the City. There are details that will need to be discussed.
Councilor Remillard said that the Park has to be run like a business. Mr. Wheeler suggested that the Council authorize him to communicate with CAP about coming to an agreement. Councilor Remillard moved to authorize the City Manager to negotiate with CAP on the City’s behalf about the possible purchase of the park by the City; Councilor Morgan-Allain seconded and the motion carried. Councilor Higbee abstained.
Hutchins Street
Mr. Wheeler explained that work on Hutchins Street has gone late into the year because the City needed to spend down $1 million grant which expires at year end. Temporary pavement was used on a portion of the road; however there is a part that will remain unpaved. Mr. Perreault issued a stop work order as of today and the work will continue in the spring. The truck detour will remain and only sand will be used to treat the area for winter conditions. He said that the Public Works crews working in conjunction with the contractor will work to keep the area as smooth as possible. Mayor Grenier noted that this is acceptable as long as the project is first when the construction season starts. This is not a project that can wait until August or September.
Councilor Higbee asked if there is money that has not been spent from the grant and Mr. Wheeler was fairly certain that the grant money has been spent and city funds will be used to finish the project. The design is done and it will go out to bid soon with bids due in January. Mayor Grenier confirmed that all laterals are installed and there are three houses with separations left to do.
Main Street
Mr. Wheeler reported that Main Street will have snow picked up this evening. There was some discussion about snow being pushed out into the road for everyone to drive around. Mr. Perreault stated that he will send a letter to the offenders and copy the Police who enforce the ordinances.
There being no further business in the work session, Mayor Grenier went on to the Regular Meeting.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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