City Council Work Session
October 6, 2014
Present were: Mayor Grenier, Councilors Otis, Remillard, Benski, Morgan-Allain, Rozek, Nelson and Theberge. Councilor Higbee was absent.
Others present included City Manager James Wheeler, Finance Director Patty Chase, Water Works Superintendent Roland Viens, Craig Carrigan, Public Works Director Michael Perreault, Community Development Director Pamela Laflamme, School Department Business Administrator Bryan Lamirande, Midge and Rudy Deblois of Rudy’s Market, Steve and Penny Binette of Valley Creek Eatery, Steve Dickinson and Kristina Dickinson of Bob’s Variety, Roland Gosselin of Gosselin Pools and Spas, NH DOT Steve Glines and Dennis Laperle, media and public
Mayor Grenier opened the meeting at 6:30 p.m. He asked to have members of the public speak regarding Wight Street. Councilor Rozek moved with a second from Councilor Otis to allow comment regarding Wight Street during work session. The motion carried unanimously.
BWW Rights of Way
Mr. Wheeler reported that the Water Works wants the City to enter into an agreement for right of way easement. Mr. Viens explained that work was done on the water distribution system to replace old pipe of various sizes to improve the reliability of the system. There was a verbal agreement with Barry Kelley to use his property off Woodard Street. Part of the agreement with Mr. Kelley was a concession to grant a right of way for access to the south end of his property. The right of way easement has been drafted by Jim Michalik. Councilor Remillard asked if there is language stating that it is a limited right of way for access only and not meant for use of the property.
Councilor Rozek moved to grant a limited right of way easement to Barry Kelley for access to his property subject to review by the City Attorney; Councilor Remillard seconded and the motion carried.
Mr. Viens announced that he is retiring in January and Mr. Carrigan will be his successor.
Wight Street Construction Discussion
Mayor Grenier stated that Councilor Remillard asked to have this item on the agenda. It is very important for business people to voice their concerns and displeasure with how construction is being handled and how it has affected their businesses.
Midge Deblois of Rudy’s Market stated that the group is here because of construction inconvenience and their businesses are down in numbers because of the way it was handled. From April 1 to September 1, the business is down $37,000. She asked what will be done to help; is there recourse so that traffic is not stopped?
Rudy Deblois said that construction is necessary and for the good. Water Works has been doing the work in phases; however Coleman is moving ahead of schedule into the second phase. This devastates businesses. For a short period of time, the construction can be tolerated but people get tired of travelling through the construction and go to other businesses. There is no end in sight. The businesses are looking at another full year and that will put them out of business. He asked what to do now.
State engineers were present so that they could hear the concerns. Mr. Glines said that they don’t want to see anyone’s business hurt and alterations to allow traffic to the businesses can be made; however that will generate one way traffic where cars will be stopped. A detour is always moving. He added that if the City says they can’t detour, they won’t.
Rudy Deblois commented that Phase 1 of the project ends at Morneau Movers and Phase II is infrastructure through to the city garage. He suggested that if construction stopped for the winter, they would get a little reprieve and next spring we could look at other alterations for traffic. He’s lost all the impulse traffic.
Mr. Glines indicated that the work will stop by November, when they cannot get hot top. Mr. Deblois stated that they want to be kept in the loop. There’s been no attempt to interface with the business owners.
Dennis Laperle stated that communication and awareness can help out and it’s not the intent of the State to cause undue problems. If the city does not want detours, they can run one way traffic; however it will take longer with one way traffic. There have been no detours that the city did not allow. Councilor Theberge advocated for Wight Street to be opened on weekends.
Steve Binette, Valley Creek Eatery said that his numbers are down 35%. Mannering Street was closed as well as parts of Hillside Avenue. Closures lasted 30 days. They are big supporters of the community and feel that there was no support from the community. The business was not notified of closures; and there was no dust control.
Councilor Rozek commented that it is sad that it has gotten to this point. From this point forward, there should be no detours to make sure people have access to the businesses. Councilor Remillard added that the detours were not properly marked. She questioned, why not allow one way traffic with flaggers. She added that people called her when Water Works shut off water. We can’t lose businesses over construction.
Steve Dickinson, Bob’s Variety said that for three years, he’s had an increase in business but not this year. He asked if anyone kept track of how many times the roads were closed. Who’s checking up on them? They need to control dust with calcium, or water and have to work with us. We should not have to take a financial loss. If they choose to close the road, who is keeping track? Mr. Perreault replied that the road has been closed in two day increments and he has been called every time. There was supposed to be communication and dust control.
Councilor Nelson remarked that communication is not getting to the businesses. There will be a Poker Run going through there in conjunction with Riverfire and ATV traffic overflows into the businesses.
Mayor Grenier said that what is past is past and going forward we need a representative of the City, Coleman, the State, and businesses to review what will be happening in the coming weeks. Whoever is representing the businesses would be responsible for keeping them informed. There’s been a lack of communication and we can’t afford to close Wight Street as these businesses are an integral part of the community. Councilor Remillard asked if this is acceptable. Mr. Deblois commented on how rough the road is saying that they need a break. Coleman has never come in to talk about the interruption.
Christina Dickinson informed that some of their biggest days are the 1st and the 5th of the month and asked if there is a willingness to make changes. Mr. Perreault said that the project will shut down in three weeks.
Roland Gosselin indicated that he needs access to his business when he gets busy May through September. Mr. Glines commented that the State maintains a field office on site, and they have not been made aware of these problems.
Councilor Benski asked if it would be helpful to have a schedule of the days that are more critical and Mayor Grenier said that he’s not sure construction can be adjusted these schedules. Mr. Deblois established that as a business owner, he has insurance against loss of business. He asked if the city or state could reimburse for damages. Mayor Grenier replied that there is no such insurance with the City and Mr. Glines reported the same for the state.
Mr. Wheeler maintained that the City was notified of streets being closed for two day periods. The long duration detour that just recently ended was due to the water main installation.
Councilor Otis said that we could do a better job letting people know the businesses are open. Ms. Laflamme added that in addition to better signage, the City’s website and Facebook page can alert residents of detours and closures. Councilor Nelson added that detour signs should be placed at the earliest vantage point. Mayor Grenier thanked the businesses and said that something will be done. Mr. Laperle concluded by saying meetings have worked very well in other communities and an effort will be made to share information.
Proposal to Accept Credit Card Payments
Patty Chase informed the Council that the Finance Department gets requests all the time by residents to use credit. Municipalities cannot absorb the cost of the use of credit; however the charge can be passed on to the resident. The addition will allow residents to go on line to look at their tax bills, and utility bills. On the City’s part, this is real time money and will eliminate insufficient fund fees for those residents who use it. The school lunch program could also benefit. There is a cost of $1,800 to get up and going and $100 per month for support and maintenance. The fee is 2.95% additional charge and this money goes to the third party company. The City gets the tax money. The credit card company sends a report each day and it gets posted to the accounts.
Councilor Rozek moved to authorize the City Manager and Comptroller to go forward to accept credit card payments; Councilor Remillard seconded. In discussion Mayor Grenier confirmed that the credit card transaction would cost an additional 2.95% over the cost of taxes or sewer bills. He asked what the municipal cost of deeding a property is and Ms. Chase said that there are a lot of hours in the long tedious process; however she did not have a cost. Councilor Benski asked about e-checks and Ms. Chase said she would look into it. Councilor Remillard mentioned the Water Works system that has no additional charge. Ms. Chase noted that Invoice Cloud is the company that interfaces with Muni Smart.
The motion carried unanimously.
School Resolution
Mr. Wheeler distributed a new resolution 2014-23 that has $110,000 coming from the UFB and $5,000 from their current budget. It will be read for the first time this evening.
Extra Mile Proclamation for October 20
A copy of the Extra Mile Proclamation is enclosed and the City Manager suggested that the council consider assembling names or entities that go the extra mile to make Berlin a better place so that they can be recognized.
Columbus Day Holiday
Mayor Grenier proposed that there be no meeting unless there is something pressing that can’t wait.
Other
Ms. Laflamme reported that she has applied to the Tillotson Fund of the NH Charitable Foundation for funding to get department heads to work together more efficiently. With the money, a consultant would be hired to do staff development. One of the requirements is to have the support of the Mayor and Council. Councilor Rozek moved to support the training; Councilor Otis seconded and the motion carried.
Councilor Nelson asked what the status is of the vacant position at the Fire Department. Mr. Wheeler stated that an interview team is being assembled.
There being no further business in work session, Mayor Grenier went on to the Regular Meeting.
PUBLIC HEARING
Mayor Grenier opened the duly advertised public hearing at approximately 7:50 p.m. to receive public input regarding the following subject matters:
Resolution 2014-22 Carry Over Capital Funds; with no comments, Mayor Grenier closed the public hearing at 7:50 p.m.
REGULAR MEETING - October 6, 2014
Mayor Grenier called the regular City Council Meeting to order at approximately 7:50 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, and Nelson. Also present: James A Wheeler, Bryan Lamirande, press and public.
Minutes, Previous Meeting
Councilor Remillard moved with a second by Councilor Morgan Allain to accept the minutes of the September 15 Work Session/Regular Meeting and the September 22 Work Session. So moved, the motion carried.
Disbursements: It was recommended by the Committee on Accounts/Claims to pay all bills dated September 16, 2014 to October 6, 2014 for a total cash disbursement of $2,166,499.16 Manifest #1725. Councilor Theberge moved with a second by Councilor Morgan Allain 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
Councilor Rozek referred to a letter received from Kelly Baer regarding Willard and School Streets. Councilor Benski moved with a second from Councilor Otis to refer the letter to the Traffic and Safety committee and to have Chair Rozek schedule a meeting. Councilor Rozek announced that the next Safety Committee meeting will be Monday, November 10 at 5:00 p.m.
- Resolution 2014-22 Carry-Over Capital funds tabled 9/15/2014
Resolved by the City Council of the City of Berlin as Follows:
That the following capital appropriation funds be carried over as described below:
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.
NEW BUSINESS
- Resolution 2014-23 Appropriating $110,000 to School Dept for Brown School
Councilor Nelson moved with a second from Councilor Morgan Allain to table Resolution 2014-23 and schedule a public hearing for October 20, 2014. So moved, the motion carried.
- The deadline is fast approaching for people to get nominations in for the annual Gus Rooney Volunteer of the Year Award.~ Please help us recognize a deserving individual, group or organization that has given for the betterment of the youth in the community.~ Applicants must be Berlin residents.~ Nomination forms can be picked up at Berlin Recreation Center.~ Deadline is October 10.~ Any questions, 752-2010.
- We welcome new employees to the City: Donald Doucette and Zackory Wight were hired to work in Public Works; Bryan Chevarie was hired as the new Administrative Clerk in Code Enforcement. At the end of September, we bid farewell to Dan Belanger, Public Works Foreman who was with the City for 25 years.
- Department heads will be attending a training session conducted by Primex at the Heritage Park on October 9. This training session is one of several that Primex has developed specifically for us. The training topics for this session include a section on time management as well as an assessment of a SWOT (strengths, weaknesses, opportunities, threats) analysis from the Department Head perspective.
- The Health Trust is looking for three board members. There is information attached if anyone is interested in applying.
- The Berlin Fire Department has applied for a Homeland Security Grant in the amount of $102,257.97. If we are awarded the grant, the funds will be used to update and enhance fire department communications. One targeted improvement is to eliminate “dead spots” where radio transmissions are not possible. There are no matching funds required for this grant.
- The most recent FCI Berlin Community Relations Board Meeting was held on October 2, 2014. The agenda included presentations by selected FCI personnel on the facility’s Emergency Preparedness Program. The FCI staff express a strong willingness and desire to work with local agencies.
As of the meeting date there were 262 hired staff. In addition there were 45 incoming staff and 18 outgoing staff.
- Mayor’s Report – no report
6. Public Comments – there were no comments
There were no comments.
Adjournment
Councilor Rozek moved to recess to the non-meeting per RSA 91-A:2, I. c) Legal Consultation; Councilor Otis seconded and the motion carried. The public meeting ended at 8:05 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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