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Work Session
June 16, 2014
Present were: Mayor Grenier, Councilors Otis, Remillard, Benski, Morgan Allain, Rozek, Nelson Theberge and Higbee.
Others present included City Manager James Wheeler, Community Development Director Pamela Laflamme, Superintendent of Schools Corinne Cascadden, Police Chief Pete Morency, Union Steward Wade Goulet, Fire Chief Randall Trull, Assistant Chief Thaddeus Soltys, several firefighters, media and public
Professional Engineering Services for Ancillary Buildings
Ms. Laflamme reported that the City went out for proposals for engineering for several buildings that need to be reviewed. Funding is coming primarily from the sale of a building at Community Field. There were five proposals and three were selected for interviews with CMA Engineers coming out on top. The firm seemed to understand that the focus is on construction and they will charge $27,500 for the fist phase of their work.
The City needs a Recreation storage facility, PD storage facility, and a salt shed. The engineering will see how best the city can accomplish the projects. Councilor Theberge questioned why parts of the contract were crossed out and Mr. Wheeler noted that the final contract will be signed and initialed. The part crossed out is to the benefit of the city.
Councilor Rozek commented that he hopes the goal to use a fabric structure for a salt shed is not lost. Mr. Wheeler stated that with three projects going, we hope to combine to do a smarter project. It is also possible that the high school building trades may do one or more of the projects. The first phase is not to exceed $27,500 and there will be another contract for design. Councilors questioned the cost of the second phase and Mr. Wheeler noted that the rule of thumb is based on about 10% of the total project.
The current phase of engineering will determine the scope which would result in a design contract and the design would then be put out to bid. Mayor Grenier was concerned about the cost of the contract and having it come in pieces. He suggested that the contract be no more than 10% of the project; however Ms. Laflamme indicated that if the building trades program does the project at a reduced cost, the engineering cost would be unclear. Mr. Wheeler stated that we won’t know the cost of the project until it is bid. Ms. Laflamme pointed out that the engineers will also look at the existing buildings the city has on hand and whether these could be retrofitted to suit the needs.
Councilor Higbee theorized that based on the engineering, we could save money on the end product. Mayor Grenier was concerned with the time and material form of billing by CMA. Councilor Remillard commented that the Bass Building could be used for everything we need. She asked how CMA compared in cost and Mr. Wheeler and Ms. Laflamme noted that quality based engineering does not look at cost. Mayor Grenier stated that it does not mean we have to proceed with CMA for phase 2.
Councilor Nelson moved to approve a contract with CMA Engineers for Phase I of Ancillary Buildings Contract; Councilor Higbee seconded and the motion carried. Councilor Rozek was opposed.
Budget Adjustment Discussion
Mr. Wheeler said that it is anticipated that the school will have $300,000 of surplus on the revenue side which will be applied to ufb that is used to offset a tax increase. The projected tax rate is $33.34 per thousand with the changes proposed below.
Councilor Nelson asked why there is a decrease in the fire department and Mr. Wheeler replied that it is a recalculation that the chief brought forward.
Budget
|
Account
|
Title
|
Adjustment
|
Description
|
Administration
|
01-402-114-7000
|
Salaries Code Enforcement
|
Increase by $3,500
|
CDBG grant cross charge.
|
Administration
|
01-402-338-5000
|
Multi Statistical Update
|
Reduce by $20,000
|
No responses to RFP
|
Administration
|
NEW ITEM
|
Professional Services
|
Increase by $5,000
|
Fire Dept. Staffing Facilitation
|
Elections
|
01-403-105-0000
|
Salaries - Election Officials
|
Reduce by $6,000
|
Original amount overestimated
|
Outside Agencies
|
01-412-211-0000
|
Child and Family Services
|
Reduce by $1,000
|
Not funded in prior years
|
Fire Dept.
|
01-421-122-2000
|
Salaries – Firefighter 2nd Class
|
Reduce by $35,248.50
|
Refinement to original submission
|
Fire Dept.
|
01-432-123-2000
|
Salaries – Firefighter 3rd Class
|
Increase by $5,561.98
|
Refinement to original submission
|
Fire Dept.
|
01-421-135-2000
|
Salaries Leave Time Coverage
|
Increase by $65,000
|
Refinement to original submission
|
Street Lighting
|
01-422-631-0000
|
Street Lights - Electricity
|
Reduce by $6,000
|
Refinement to original submission
|
Housing
|
01-425-100-0000
|
Housing Coordinator/HR Mgr.
|
Increase by $5,000
|
CDBG grant ross charge.
|
Health Dept.
|
01-440-142-5200
|
Salaries – P H Nurses
|
Increase by $7,607.60
|
Change from LPN to RN position
|
Health Dept.
|
01-440-713-0000
|
Retirement
|
Increase by $819.33
|
Change from LPN to RN position
|
Health Dept.
|
01-440-714-0000
|
Social Security
|
Increase by $581.98
|
Change from LPN to RN position
|
Library
|
01-451-913-0000
|
Biennial Cleaning of Carpets
|
Increase by $752
|
Clean Carpets
|
Capital Improvements
|
01-480-913-0004
|
CI – Street Rehabilitation
|
Increase by $20,000
|
Need for general paving
|
Capital Improvements
|
01-480-964-0004
|
CI – HD Vehicle
|
Increase by $15,000
|
Facilitate additional RN
|
Capital Improvements
|
01-480-965-0002
|
CI – IT Initiative
|
Decrease by $4,650
|
Cost to be carried by Sewer User
|
Sewer User Capital Improvements
|
60-480-New Item
|
CI – IT Initiative
|
Increase by $4,650
|
Cost to be Carried by Sewer User
|
TOTAL CHANGE to GF BUDGET
|
|
|
$55,924.39 * Does not include Sewer Fund increase
|
|
Mayor Grenier commented that last year there was a reduction in the county tax due to other communities being taxed for the full value of the wind farm in Millsfield. With new legislation, taxes will balance out to what they were prior to last year. Councilor Benski asked how the savings are achieved in elections and Mr. Wheeler clarified that the amount was miscalculated; there will still be four voting locations. If we reduced voting locations to one, there is the potential of saving about $10,000.
Mayor Grenier clarified that the resolution will need to be amended to accommodate the changes and it will need to have a 2/3 majority vote.
Non-Meeting.
Councilor Rozek moved to go into non-meeting per RSA 91-A:2I(b) Collective Bargaining; Councilor Benski seconded and the motion carried unanimously by roll call.
There being no further business in work session, Mayor Grenier moved on to the regular meeting at 8:00 p.m.
PUBLIC HEARINGS
Mayor Grenier opened the duly advertised public hearings at approximately 8:05 p.m. to receive public input regarding the following subject matters:
Resolution 2014-12 Adopting the 2015 Budget; with no comments, Mayor Grenier closed the public hearing 8:06 p.m.
Resolution 2014-13 Appropriating $4,000 from NH Charitable Foundation/Library Computers. At 8:06 p.m. Mayor Grenier opened a public hearing; with no comments, he closed the hearing at 8:06
REGULAR MEETING
Mayor Grenier called the regular City Council Meeting to order at approximately 8:07 in the Council Chambers of City Hall. The pledge of allegiance to the flag preceded roll call. Present: Councilors Remillard, Otis, Rozek, Benski, Morgan-Allain, Théberge, Nelson and Higbee. Also present: James A Wheeler, Corinne Cascadden, Pamela Laflamme, Randall Trull, Thaddeus Soltys, several firefighters, press and public.
Minutes, Previous Meeting
Councilor Remillard moved with a second by Councilor Otis to accept the minutes of the June 2, 2014 Work Session/Regular Meeting and June 9, 2014 Work Session. So moved, the motion carried.
Disbursements: It was recommended by the Committee on Accounts/Claims to pay all bills dated June 3, 2014 to June 16, 2014 for a total cash disbursement of $1,292,084.33 Manifest #1717. Councilor Theberge moved with a second by Councilor Nelson to accept the disbursement summary and pay all bills as recommended by the Committee on Accounts/Claims. So moved, the motion carried.
PUBLIC COMMENTS
Tyler Carrigan of 33 Maynesboro Street commented that he loves his job as a firefighter. He loves the brotherhood, and comradely; however he is taking the cut to the fire department personally. He’s at the bottom, and would be the first to lose his job. He said he would love to buy a house and commit to Berlin but he has no clue if he can pay the mortgage. He said he can’t deal with this year after year and feels that the Council is pushing another young person out of Berlin.
UNFINISHED BUSINESS
1. Council Committee Reports
Councilor Rozek reported that the Traffic Safety Committee met and discussed four items.
“Deaf Child” sign was requested by Heidi and Dave St. Cyr on Western Avenue. The Committee agreed to refer the request to the Police Department for further study. The PD will provide the Safety Committee with a letter of findings after 90 days
“Stop Sign” on Burgess at Strafford Street. There has been an ongoing problem with speed on Burgess Street. Danielle Bishop asked for a Stop sign on Burgess which would create a four way stop. The PD did not have a recommendation; however the Committee voted to install a stop sign.
Flashing Yellow Light at Brown School. Brown School is the only elementary school and a yellow flashing light would alert drivers to slow down. The PD spends manpower slowing traffic and a traffic light on a timer could be on when children are coming in, leaving or out for recess. The Committee’s recommendation was to have the Council decide whether to install the light now or have it installed when the Main Street project is done next year. Mr. Wheeler had some concern that the light may need to be moved during the project. The approximate cost is $10,000.
Signage from Laurel to Mt. Forist Street. There is no sign and the recommendation is to have a “Yield Sign”. The Committee recommended having the Police Department review the area.
Councilor Nelson moved to accept the traffic safety recommendations as presented; Councilor Otis seconded. In discussion Mayor Grenier clarified that there will be a separate vote on the Brown School Traffic Light. So moved, the motion carried. Councilor Remillard voted against.
Councilor Remillard advocated for installing flashing lights at Brown School this year. Councilor Theberge said that he agrees with installing the light with the construction project next year.
Councilor Remillard moved to install a flashing yellow light at Brown School this year; Councilor Morgan Allain seconded and the motion was denied with Councilors Benski, Morgan Allain and Remillard voting for and the remainder of the Council voting against.
2. Resolution 2014-12 Adopting the 2015 Budget (tabled 6/2/2014)
Resolved by the City Council of the City of Berlin as Follows:
That the following budget be adopted and accordingly, the sum of Thirty-Eight Million, Seventy-Nine Thousand, Five Hundred Forty Dollars ($38,079,540.00) be appropriated to defray the expenses of Berlin’s City Government for the period of July 1, 2014 through June 30, 2015, less expected revenues, with the balance to be raised by taxation on real estate of the municipality
ACCT. NO.
|
ACCOUNT TITLE
|
FY2014
|
FY2015
|
01-401
|
Mayor and City Council
|
50,858
|
51,708
|
01-402
|
Administration
|
1,126,144
|
1,113,553
|
01-403
|
Elections
|
8,115
|
16,171
|
01-404
|
City Hall & Other Bldgs
|
53,858
|
55,994
|
01-405
|
Special Funds
|
|
175
|
01-406
|
Insurance
|
116,469
|
125,719
|
01-408
|
Central Services
|
344,580
|
309,000
|
01-409
|
Exemptions and Abatements
|
|
|
01-410
|
Personnel Insurance Benefits
|
203,736
|
287,218
|
01-411
|
Contingency
|
9,600
|
9,600
|
01-412
|
Outside Agencies
|
61,575
|
67,166
|
01-413
|
Cemetery
|
11,861
|
12,173
|
|
Total General Government
|
1,986,797
|
2,048,477
|
|
|
|
|
01-420
|
Police Department
|
2,916,640
|
3,006,873
|
01-421
|
Fire Department
|
2,174,796
|
1,995,392
|
01-422
|
Street Lighting
|
124,500
|
132,500
|
01-423
|
Ambulance Service
|
311,000
|
317,000
|
01-424
|
Special Public Safety
|
73,230
|
89,380
|
|
Total Public Safety
|
5,600,166
|
5,541,145
|
|
|
|
|
01-425
|
Housing Coordinator
|
95,165
|
87,215
|
|
Total Housing Coordinator
|
95,165
|
87,215
|
|
|
|
|
01-430
|
Public Works Department
|
1,665,275
|
1,714,379
|
01-431
|
Engineering
|
120,050
|
119,702
|
01-436
|
Solid Waste
|
858,991
|
835,270
|
|
Total Public Works Services
|
2,644,316
|
2,669,351
|
|
|
|
|
01-440
|
Health
|
484,998
|
486,590
|
01-441
|
Welfare
|
123,247
|
125,758
|
01-449
|
Parks
|
290,943
|
286,882
|
01-450
|
Recreation & Parks
|
114,586
|
127,898
|
01-451
|
Library
|
176,690
|
177,740
|
|
Total Community Services
|
1,190,464
|
1,204,868
|
|
|
|
|
01-470
|
Debt Service
|
652,217
|
958,020
|
01-480
|
City Capital Improvement Projects
|
529,900
|
700,650
|
|
Total Debt Service & CIP
|
1,182,117
|
1,658,670
|
|
Total City General Fund Approp.
|
12,699,023
|
13,209,726
|
|
|
|
|
01-460
|
School
|
16,792,801
|
17,685,050
|
01-470
|
School Debt
|
226,779
|
|
01-461
|
School Capital Improvement Projects
|
95,000
|
200,000
|
|
Total School General Fund Approp.
|
17,114,580
|
17,885,050
|
|
|
|
|
01-407
|
County Tax
|
1,685,902
|
1,685,902
|
|
Total County Tax Appropriation
|
1,685,902
|
1,685,902
|
|
|
|
|
|
Transfer Out - Sewer Fund Grant
|
70,041
|
64,624
|
01-414
|
Transfer Out
|
70,041
|
64,624
|
|
|
|
|
|
Total City General Fund Budget
|
31,569,546
|
32,845,302
|
|
|
|
|
|
Other City Funds
|
|
|
10-405
|
Special Fund
|
219,866
|
|
10-483
|
School Education Grants
|
1,803,500
|
2,023,366
|
11-464
|
School Food Services
|
637,800
|
650,925
|
13-400
|
Trust Funds
|
|
|
13-468
|
Recreation Activity Fund
|
40,700
|
40,700
|
21-400
|
BIDPA Fund
|
59,600
|
65,912
|
30-400
|
Grant Fund
|
199,372
|
127,500
|
31-427
|
NSP 3
|
5,000
|
|
31-484
|
EDI Special Projects
|
5,000
|
|
59-400
|
CDBG
|
400,000
|
|
60-432
|
Sewer Fund
|
1,938,360
|
2,096,952
|
63-437
|
Cates Hill Landfill
|
7,296
|
7,205
|
64-400
|
Mt. Carberry Landfill
|
|
|
65-434
|
Airport Fund
|
373,482
|
221,678
|
|
Total Other City Funds Budget
|
5,689,976
|
5,234,238
|
|
TOTAL CITY BUDGET
|
|
|
37,259,522
|
38,079,540
|
This Resolution shall be in full force and effect from and after passage
Councilor Remillard moved with a second by Councilor Otis to remove the resolution from the table at this time. So moved, the motion carried.
Councilor Remillard moved with a second by Councilor Otis to amend the resolution as proposed in the work session; Councilor Otis seconded and the motion carried. Councilor Theberge voted against.
Councilor Remillard moved with a second by Councilor Otis to read the resolution a second time by title only, as amended. So moved, the motion carried.
Councilor Remillard moved with a second by Councilor Otis to have the resolution read a third time by title only, as amended. So moved, the motion carried.
Councilor Remillard moved with a second by Councilor Otis to pass the resolution, as amended. So moved, the motion carried and Mayor Grenier declared the resolution now passed. Councilors Nelson and Theberge voted against
3. Resolution 2014-13 Appropriate $4,000 from NH Charitable Foundation/Library Computers (tabled 6/2/2014)
Resolved by the City Council of the City of Berlin as Follows:
Whereas, the Berlin Public Library has computers available for use by the public that are used on a regular basis; and
Whereas, the computers are quite old and in need of replacement; and
Whereas, staff applied for a grant and requested funding for replacement of the computers from the NH Charitable Foundation.
Now therefore be it resolved, that the Mayor and Council of the City of Berlin hereby appropriate $4,000.00 from the NH Charitable Foundation to the FY14 budget for computer replacement as part of the IT Initiative
This Resolution shall be in full force and effect from and after passage.
Councilor Nelson moved with a second by Councilor Higbee to remove the resolution from the table at this time. So moved, the motion carried.
Councilor Nelson moved with a second by Councilor Higbee to read the resolution a second time by title only. So moved, the motion carried.
Councilor Nelson moved with a second by Councilor Higbee to have the resolution read a third time by title only. So moved, the motion carried.
Councilor Nelson moved with a second by Councilor Higbee to pass the resolution. So moved, the motion carried and Mayor Grenier declared the resolution now passed.
NEW BUSINESS
4. Resolution 2014-14 BIDPA SALE OF LAND PARCEL MAP 404; Lot 29 (1st read)
Councilor Theberge moved with a second from Councilor Morgan Allain to table Resolution 2014-14 and schedule a public hearing for July 7, 2014. So moved, the motion carried.
5. Resolution 2014-15 BIDPA Sale of 143 East Milan Road (1st read)
Councilor Remillard moved with a second from Councilor Otis to table Resolution 2014-15 and schedule a public hearing for July 7, 2014. So moved, the motion carried.
6. Ratification of Cost Items for Tentative School Agreement
- BESS - Councilor Remillard moved to ratify the cost items with a total cost of $36,475.44; Councilor Otis seconded and the motion carried. None opposed
- Teamsters – Councilor Remillard moved to ratify the cost items with a total cost of $22,726.42; Councilor Otis seconded and the motion carried.
- AFLCIO Police – Councilor Remillard moved to ratify the cost items with a net cost of $20,404; Councilor Otis seconded and the motion did not pass with no affirmative votes.
7. City Manager’s Report
Housing
The retaining wall system at City Tax Deeded property, 32 Ottawa St. continues to be very challenging. Just as one planned wall was installed, an adjacent wall began to show signs of failure. We expect that this is the result of all of the activity on the site. We are evaluating repair options for this additional wall.
Berlin Pollution Control - Current Contract Times
Substantial Completion: September 3, 2014
Final Completion: November 2, 2014
Dewatering Substantial Completion: June 30, 2014
Dewatering Final Completion: August 29, 2014
Contract Time Completed (to Substantial Completion): 90%
Payment Status
Original Contract Amount $13,138,700.00
Current Contract Amount (through Change Order No. 7): $13,991,176.90
Total Completed and Stored to Date; $12,797,553.58
Total Amount Eligible for Payment to Date (not including Retainage): $12,224,182.79 Amount Due for Payment Requisition No. 25: $822,922.34
Percent of Contract Amount Requisitioned or Retained to Date 91.5%
City Building Project Kickoff Meeting on June 19th
City staff are scheduled to meet with CMA Engineering on June 19th to review storage and space needs as part of the design process for the building to replace the one torn down as a result of the PSNH project at Community Field. The bathroom building will also be planned as part of this effort as well as PD Impound Space and other related work.
Fire Dept. Grants
The Fire Department has received “unofficial” notice that it will be the recipient of grants for:
Vehicle Exhaust Extraction Equipment $40,859.50
Fire Hose $6,213.00
The FD expects formal notification later this week.
Councilor Rozek moved with a second by Councilor Morgan Allain to approve the Manager’s Report. So moved, the motion carried.
8. Mayor’s Report
Mayor Grenier thanked the Council for their work on the budget. He commended them for their hard work for the betterment of the community. All have made an effort to service the needs of the community at a price we can afford. He added that Councilor Otis has been consistent and fair and looks at issues from all sides.
Councilor Rozek moved to accept the Mayor’s report and place on file; Councilor Higbee seconded and the motion carried.
9. Public Comments
There were no comments.
10. Council Comments
Councilor Theberge asked if line painting started saying that he hopes crosswalks are painted before September. Councilor Rozek indicated that in a previous year traffic paint was on back order causing the wait.
Councilor Remillard asked if the fire grant money would have an effect on the budget. Mr. Wheeler noted that this is not SAFER grant and it will not affect staffing. There is match money for the equipment and it is budgeted.
Councilor Theberge asked of the facilitator for the fire department has been scheduled and Mr. Wheeler indicated that a date should be chosen within a week.
11. Adjournment
There being no further business, Councilor Rozek moved to adjourn; Councilor Nelson seconded and the motion carried. The meeting ended at 8:55 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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