City Council Work Session
September 2, 2014
Present were: Mayor Grenier, Councilors Otis, Remillard, Benski, Morgan-Allain, Higbee, Rozek, Nelson and Theberge.
Others present included City Manager James Wheeler, Community Development Director Pamela Laflamme, Chair of the Board of Assessors Bob Goddard, Public Works Director Mike Perreault, Fire Chief Randall Trull, Assistant Fire Chief Thad Soltys, media and public
Mayor Grenier opened the meeting at 6:30 p.m.
Assessing RFP Recommendation
Mayor Grenier introduced Bob Goddard, Chair of the Board of Assessors. Mr. Wheeler explained that the City went out for proposals for assessing services including a revaluation of multi-unit properties requested by the DRA back in June. There were no responses from assessing companies. The work was re-bid excluding the statistical update of multi-family dwellings and we received two responses, KRT Appraisal of Haverhill, MA and Steve Allen from Woodsville, NH. Both are qualified and there were good references for both. The difference in the companies is the size of communities that they have served. Mr. Allen has worked with towns of 1500 or less and KRT works for communities that are much larger. Berlin has 4600 parcels. Based on experience, the Board of Assessors recommended
KRT.
Bob Goddard added that assessing is one of the most important pieces of city government and the
BOA has a responsibility to both the taxpayer and municipality. It is important to have a vendor who understands the uniqueness of the community. The Board feels that KRT is best qualified for this municipality.
Councilor Rozek asked about the term of the contract. Mr. Wheeler reported that Avitar is in its last year of a 5 year contract. They had originally offered to do the 5 year revaluation for an additional fee as part of their agreement but have since withdrawn the offer. The work that was bid is the 5 year revaluation.
Councilor Rozek asked if the City can get back to having a city employee do the assessing. Mr. Goddard commented that the Board has discussed this at length and it is in the strategic planning stage for the future. Mayor Grenier confirmed that Avitar will continue to do pick-ups until September of 2015.
KRT will work to do the 5 year revaluation and we will ask them for a proposal for Vision Software which would allow better productivity and efficiency.
Councilor Remillard said that it is critical to get the best assessment possible. Councilor Theberge commented that he could not find anything on line about Steve Allen. He asked what KRT will do that is better for the City. Mr. Goddard indicated that this revaluation that is required every five years by the DRA will form a new foundation for the city’s assessments. Mayor Grenier clarified that KRT will not do utilities or industrial properties. He added that he is comfortable with the BOA’s recommendation
Councilor Remillard moved to accept the recommendation of the Board of Assessors and contract with KRT Appraisal of Haverhill MA to do the City’s 5 Year Revaluation project; Councilor Theberge seconded and the motion carried unanimously.
Procurement Process for Recreation Building Project
Mr. Wheeler reported that the Recreation Building Project is going well. The High School Building Trades class will be doing the work. The concrete work was bid and it is underway. Building supplies for the remainder of the building will cost over $15,000 and the Council is being asked to waive the bidding requirements in Section 2-427 in favor of getting quotes from the two local vendors.
Councilor Rozek moved to waive the bidding requirements of Section 2-427 in favor of getting quotes from the two local vendors for building supplies; Councilor Remillard seconded and the motion carried.
FD Ventilation Equipment
Mr. Wheeler stated that Chief Trull applied for and received a grant for the ventilation at the Fire Department. There are two suppliers of similar equipment and one is viewed as superior. The preferred system is installed by one entity in the northeast and the grant will pay. Mayor Grenier asked if the grant requires a procedure and Chief Trull replied that it goes by local procurement. Mayor Grenier asked that the statement be in writing. Councilor Theberge asked how much carbon monoxide is left and Chief Trull stated that 100% is captured and 99% exhausted. Councilor Theberge asked about filters and Chief Trull noted that they are five year filters.
Councilor Rozek moved with a second from Councilor Nelson to waive the bidding requirements of Section 2-427 for the Fire Department ventilation system provided it does not violate the terms of the federal grant. So moved, the motion carried.
Emergency Operations Procedure
Chief Trull explained that in 2012 he applied for a grant to update the emergency operations plan. It is important that the 2001 plan is rescinded because it is now defunct. The 2013 plan was put together by Hubbard & Associates with input from a team of department heads, health, police, City Council, school, water, planning, outside agencies, CAP, Berlin Housing Authority and our State Field Representative.
Emergencies are real and we want to be sure we are ready. The plan is a work in progress and it is a framework that gives the resources to take care of disasters. It is updated every five years. Mayor Grenier confirmed that having a plan allows for reimbursement for disaster relief and the City is eligible for grant funds that would not otherwise be available. Councilor Benski confirmed that the emergency management director is the Fire Chief. The resolution to adopt the 2013 Plan is up for final approval.
Extended ATV Hours for Wingzilla and Riverfire
Councilor Nelson noted that Wingzilla is this weekend. She is asking that ATV hours are extended to 11:00 p.m. for both events. Councilor Rozek so moved; Councilor Remillard seconded and the motion carried.
Budget Neutral Re-Assignment Plan
Mr. Wheeler said that he attended a meeting at the federal prison and he was approached by the assistant warden about a program to use minimum security inmates to complete projects in the community.
He proposed to take current resources and reallocate to fund a seasonal community service supervisor that would lead a team of inmates through the summer to do upkeep that currently does not get done. This person would be trained and would pick up a work crew at the correctional facility to do the things we don’t get to do.
The second part would be to extend the hours of the Public Works clerk to full time. Part of the job would be the responsibility of a robust work order system for the PW Department. A computerized system could be used to generate work order and for planning and budgeting.
Mr. Wheeler indicated that he’s had a preliminary discussion with the Public Works union leadership to keep them apprised. Mayor Grenier said that he supports the plan and no one will be displaced as we try this. Councilor Nelson asked if the BOP has committed to a number of hours. Mr. Wheeler stated that there is nothing signed yet; however the discussion was three to five hours every day in the summer. There was no dissention among Council members.
Gilbert Street Land Purchase
Mr. Wheeler reported that he has a purchase and sale agreement with Peter Bill for a property on Gilbert Street. The City will pay $4,157 for the lot with funding coming from the PSNH Community Field money. Councilor Nelson moved to authorize the City Manager to sign the P & S on behalf of the City; Councilor Rozek seconded and the motion carried.
There being no further business in the work session, Mayor Grenier called for a five minute recess and on to the Regular Meeting.
PUBLIC HEARINGS
Mayor Grenier opened the duly advertised public hearings at approximately 7:45 p.m. to receive public input regarding the following subject matters:
Resolution 2014-19 Adopting the 2013 Emergency Operations Plan; with no comments, Mayor Grenier closed the public hearing at 7:46 p.m.
Resolution 2014-20 Changing Hamlin Street (a/k/a Gilbert Street) between First Avenue and Gilbert Street to Bartlett Court. At 7:46 p.m. Mayor Grenier opened a public hearing; with no comments, he closed the hearing at 7:46
REGULAR MEETING
Mayor Grenier called the regular City Council Meeting to order at approximately 7:46 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, Randall Trull, Thaddeus Soltys, Pamela Laflamme press and public.
Minutes, Previous Meeting
Councilor Remillard moved with a second by Councilor Otis to accept the minutes of the August 18, 2014 Work Session/Regular Meeting. So moved, the motion carried.
Disbursements: It was recommended by the Committee on Accounts/Claims to pay all bills dated August 19, 2014 to September 2, 2014 for a total cash disbursement of $830,530.91 Manifest #1723. 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 there were no comments.
UNFINISHED BUSINESS
- Council Committee Reports – no reports
- Resolution 2014-19 Adopting the 2013 Emergency Operations Plan tabled 8/18/2014
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 read the resolution a second time by title only. 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. So moved, the motion carried.
Councilor Remillard moved with a second by Councilor Otis to pass the resolution. So moved, the motion carried and Mayor Grenier declared the resolution now passed.
- Resolution 2014-20 Changing Hamlin St between First Avenue/Gilbert Street to Bartlett Court tabled 8/18/2014
Councilor Nelson moved with a second by Councilor Morgan-Allain to remove the resolution from the table at this time. So moved, the motion carried.
Councilor Nelson moved with a second by Councilor Morgan-Allain to read the resolution a second time by title only. So moved, the motion carried.
Councilor Nelson moved with a second by Councilor Morgan-Allain to have the resolution read a third time by title only. So moved, the motion carried.
Councilor Nelson moved with a second by Councilor Morgan-Allain to pass the resolution. So moved, the motion carried and Mayor Grenier declared the resolution now passed.
NEW BUSINESS
- Resolution 2014-21 Deferred Grants
Councilor Theberge moved with a second from Councilor Higbee to table Resolution 2014-21 and schedule a public hearing for September 15, 2014. So moved, the motion carried.
- Communication from Shepard Street Resident Regarding Traffic Safety Concern
Councilor Rozek moved with a second by Councilor Higbee to accept the communication and refer the safety concern to the Traffic Safety Committee
- The City has received five responses to its Request for Qualifications for the Route 16 Transportation Improvement Project. The responding firms include:
HEB Engineers, Horizons Engineering, CMA Engineers, Wright – Pierce Engineering and Vanasse Hangen Brustlin, Inc.
A firm will be selected through the Qualification Based Selection process.
- The city received bids for the installation of the concrete foundation and slab and associated site work for the Recreation Building project on August 19, 2014. The bids received were as follows:
- AD Excavating $97,083.00
- M&L~Foundations $103,000.00
- Ray’s Electric $113,983.40
- Couture Const. $190,550.00
The project was awarded to AD Excavating and is currently under construction. A picture of the work is attached.
- 1051 Main Street (the lot of the former Sunny Rooms) is up for sale by sealed bid. The minimum bid is $15,000 and bids are open until Thursday, September 18, 2014 at 2:00 p.m. The bid document is available on the City’s web site www.berlinnh.gov .
- On August 22, 2014, Superior Court Judge Peter Bornstein issued a preliminary injunction in the matter of The City of Berlin v. Paul K. Croteau. A copy of the judge’s order is attached. All unpermitted vehicles and junk have been ordered to be removed within 30 days.
- On August 22, 2014, Code Enforcement Officer Joe Martin and Housing Coordinator Linda White conducted a final inspection of 212 Willow St. This is the property that was owned by Jonathan Edwards which was taken by tax deed last year and put out to bid for redevelopment. Linda and Joe indicate that the renovations of this property are of high quality. The owner indicates that most if not all of the building units are rented. Leases for the various units are in the range of $850 to $900.
- The Berlin Fire Department Task Force met on August 21, 2014 at the Berlin Fire Department. The majority of the meeting was dedicated to learning about some specifics relative to the work of a firefighter. The Berlin firefighters did an excellent job educating the entire task force.
Recreation Building Site on Gilbert St.
Councilor Rozek moved with a second from Councilor Higbee to accept the Manager’s Report and place on file. All in favor of the motion.
- Mayor’s Report: Appointment ZBA Alternate
Mayor Grenier nominated Debra Thornblad as an Alternate member of the Zoning Board of Adjustment for a term to expire 4/30/2015. Councilor Rozek moved with a second from Councilor Theberge to accept the Mayor’s nomination of Debra Thornblad as an Alternate member of the ZBA until 4/30/2015. So moved, the motion carried.
- Public Comments – there were no comments
- Council Comments
Councilor Nelson said that she needs one more judge for Wingzilla.
Adjournment
Councilor Rozek moved to adjourn; Councilor Higbee seconded and the motion carried. The meeting ended at 8:03 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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