Work Session
March 17, 2014
Present: Mayor Grenier, Councilors, Remillard, Benski, Morgan-Allain, Higbee, Rozek, Nelson and Theberge; Councilor Otis was absent
Others Present: City Manager James Wheeler, City Clerk Debra Patrick, Assessor Supervisor Sue Warren, Airport Manager Eric Kaminsky, Finance Director Patty Chase, Community Development Director Pamela Laflamme, Superintendent of Schools Corinne Cascadden, BIDPA Chair Mike Caron, Mt. Jasper Committee Sally Manikian, School Board Chair Nicole Plourde, Barbara Tetreault Berlin Daily Sun
Berlin Milan AREA Agreement
Ms. Cascadden reported that the School Board and Milan have agreed to a revised AREA agreement that will be extended until 2018. The State Board of Education has approved and now the approval of the Governing Body is needed. Milan wanted to have a tuition agreement that would allow each family to choose their school; however the Berlin School Board decided that with approximately 83 students, an AREA agreement is in the best interest of the students so that appropriate programs and staff can be in place.
Mayor Grenier stated that he is taking steps to have the administrative services of Milan and Dummer moved to the Berlin SAU. He is convinced that there would be savings to the taxpayers.
Councilor Rozek moved with a second from Councilor Morgan Allain to accept the AREA Agreement between the Berlin School Board and the Town of Milan as presented. So moved, the motion carried.
Mt. Jasper Recommendations
Sally Manikian reported that she has been working with the Mt. Jasper Committee since 2011 to come up with management guidelines for the property. In addition, trail work was completed by JAG and the Enriched Learning Center and the White Mountain Ridgerunners to create an easy walking trail to Mt. Jasper. Mike Eastman created interpretive signs that depict trail locations, flora and fauna in English and in the Abenaki language. There is also a kiosk at the base of the trail.
After several public forums and many meetings, Watershed to Wildlife prepared a study that documents allowable uses such as walking, snowshoeing, cycling, and snowmobiling. The only unacceptable uses are the unauthorized removal of material and the use of ohrv’s.
Councilor Rozek cautioned that the language should be specific to motorized wheeled vehicles because a snowmobile is an OHRV. Councilor Benski asked what is different for a snowmobile to be allowed and not a four wheeler. Ms. Manikian stated that snowmobiles are allowed on designated trails; it is easier to access sensitive areas with a 4 wheeler.
Mayor Grenier wanted to be sure that Berlin High School’s land needs were considered and Ms. Manikian assured that they were. Ms. Cascadden stated that by looking at maps and walking the property, she is convinced that there is plenty of land and that the high school will not be impacted.
Mayor Grenier asked if there is a plan in place to care for garbage. Ms. Manikian indicated that there are volunteers for long term stewardship and the policy will be carry in/carry out
Mayor Grenier asked if phragmites at the base of Mt. Jasper have been eradicated. Ms. Laflamme noted that it will take three years of treatment that will begin in the fall. She added that a community kick off of the Mt. Jasper Trail will be held when there is good weather to acknowledge the work that has been done. A final document will be brought to an upcoming Council meeting.
Budget Discussion
BIDPA Chair Mike Caron was present for the discussion. Councilors Nelson and Higbee are on the BIDPA Board as well as Sally Manikian.
Mayor Grenier asked about BIDPA’s cash flow and Mr. Caron stated that there is rental income from buildings at the industrial park occupied by Presby, DMV and Guitabec. Other than maintenance, BIDPA is paying a loan to the Business Finance Authority resulting from the Isaacson bankruptcy. Mayor Grenier thanked the BIDPA Board for their work.
Airport
Mayor Grenier explained that the airport is a separate body politic from the city. They manage land owned by the city but are not a direct department of the city. Eric Kaminsky reviewed fuel sales saying that they are 2000 gallons ahead of last year.
Councilor Benski asked about the landscaping line item and Mr. Kaminsky reported that he is expecting to do runway striping this year. Mayor Grenier commented that the jet fuel tank project should be completed by the fiscal year end and there is no cip project planned for 2015.
General Fund Budget – 402
Mr. Wheeler went over the general fund budget noting that the Salary line item is up by about 1% due to contractual labor agreements.
In the Assessor’s Office, there is a $20,000 line item for a multi-family statistical update (01-402-338-5000) that is required by the DRA. Ms. Warren acknowledged that though there is no funding in this budget for data verification, the amount left from this year will be carried over. The full revaluation, which comes every five years, is proposed to be funded at $70,000 over two years, under capital improvements.
Councilor Higbee asked about the legal services line item (01-402-301-0000) saying that it was way over this year. Mr. Wheeler indicated that the goal is to keep cost down over the year. Mayor Grenier said that we may know the direction of the existing court cases better in May and then an adjustment could be made.
Councilor Benski asked about 01-402-118-0000 IT Mailboxes and Mr. Wheeler explained that it was covered before in central services and moved.
She also questioned 01-402-208-1000 CM Advertising and it was explained that the City Manager’s office advertises bids and open positions.
Councilor Remillard asked about 01-402-409-0000 Computer Supplies/Support. Mr. Wheeler stated that we have been getting by on a shoe string. Ms. Laflamme added that some computers are still running Windows XP which will no longer be supported; the city’s server is beyond its useful life.
Ms. Chase explained that the City Manager’s Transportation mileage account was renumbered so that it will go through Munismart’s payroll system and balance to the payroll module. Councilor Benski asked about Collections Training (01-402-216-4000) and Ms. Chase stated that one person will be start the three program to become a certified tax collector.
Mayor Grenier acknowledged the importance of the assessing department to the city saying that it is a crucial function and we are lucky to have the professional ability of Bob Goddard as Chair of the Board of Assessors. Ms. Warren does a fantastic job as well.
Mayor and Council
There is a $900 increase in the municipal audit (01-401-214-0000).
Elections (01-403-…)
There is a State primary in September and a General Election in November. City Clerk Debra Patrick presented the Council with an election expense comparison report to compare the cost of having one voting precinct versus having four voting locations. She concluded that $8,400 could be saved per election by reducing the number of polling locations to one. Mayor Grenier stated that he would never support one location; however Councilor Remillard, impressed with the savings, asked to have a work session on the subject in the near future. Councilor Higbee asked for the statistics from other elections.
City Hall and Other Buildings (01-404-…) is showing a 4% increase which is fuel oil. Councilor Benski asked about elevator repairs (01-404-702-0000) and Mr. Wheeler stated that it is an attempt to remain compliant with ADA
Courthouse utilities have been added as a line item (01-405-605-0000)
Property Liability Insurance 01-406-… is up 8%
The County Tax (01-407-815-0000) budget amount was carried over from this year’s budget. As time goes on, it may need to be adjusted.
Downtown Rezoning Discussion
Ms. Laflamme reported that there has been some interest in the courthouse and some of that interest is to use it as residential; however zoning specifies that the first floor in the Downtown Zone is limited to business. The Planning Board was asked, in what circumstance would it be appropriate to allow residential on the first floor? Looking at the entire zone, it seems that from Mason Street north, there is not a lot of traditional retail. It could make sense to re-zone that area to business general which allows both retail and residential on the first floor. The Planning Board wanted an additional layer of public notice and they suggested allowing residential by special exception. Downtown merchants are supportive. Councilor Rozek asked if there is a need for the
additional housing. Ms. Laflamme replied that low/mod housing is not necessary; however there have been several inquiries for 55 plus, market rate housing with no maintenance. There are people who want to maintain a presence in Berlin but not keep a home here.
Councilor Remillard confirmed that the Planning Board would need to approve and the zoning board would consider allowing by special exception. She said that it would add to the area.
Mayor Grenier mentioned that there are deed restrictions on the courthouse and proceeds may have to be shared with the county.
There being no further business in the Work Session, Mayor Grenier moved on to the Regular Meeting.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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