Work Session
November 3, 2014
Present were: Mayor Grenier, Councilors Otis, Remillard, Benski, Morgan-Allain, Higbee, Rozek, and Theberge; Councilor Nelson was absent
Others present included City Manager James Wheeler, Finance Director Patty Chase, and Community Development Director Pamela Laflamme
Tax Rate
Mr. Wheeler stated that Jamie Dow at the DRA put together the City’s unofficial tax rate. The proposed rate leaves $792,700 in UFB. That is 3.8% of the budget retained and the DRA prefers 5%. If the UFB is thought to be too low, the DRA would send us a letter; however they are comfortable with this proposal. The tax rate would be $33.35. Mayor Grenier noted that the question in front of the Council is whether we are comfortable with $33.35. Mr. Wheeler indicated that one of the unknown factors is the Great Lakes abatement that could, in the worst case cost $320,000 this year.
Councilor Rozek moved with a second from Councilor Benski to accept the DRA’s and comptroller’s recommendation of $33.354 for the tax rate.
Visual Process Mapping – Finance Department
Mr. Wheeler reported that the City purchased software that makes flow charts to capture processes. The Finance Department has taken great strides in mapping out their processes. Ms. Chase showed the processes and the ability to attach the documents necessary to the processes. She concluded by saying that if this system had been in place when she took over, it would have been very helpful.
Route 110 Lighting
Mr. Wheeler explained that the light poles on Route 110 are for sodium lamps and LED is proving to be less expensive. If we put LED lights into the new fixtures, we would lose the one year warranty. He proposed to change out three lights on phase 1 portion of the project and wait one year for the warranty to be done to make any further changes.
Ms. Laflamme reported that she is working with PSNH and a company that could change out all lighting in the City from high pressure sodium to LED and the cost savings could potentially be 50%. On the older light poles, we would have to find a bulb that fits into the fixture or we have to buy a new fixture. There could be a significant cost savings.
There being no further business in the work session, Mayor Grenier called for a five minute recess and Councilor Rozek moved to go into non meeting per RSA 91-A:2, 1 c. Legal Consultation; Councilor Benski seconded and the motion carried unanimously by roll call.
PUBLIC HEARINGS
Mayor Grenier opened the duly advertised public hearings at approximately 7:33 p.m. to receive public input regarding the following subject matter:
Ordinance 2014-07 Management Plan and Acceptable Uses for Mt. Jasper; with no comments, Mayor Grenier closed the public hearing at 7:33 p.m.
REGULAR MEETING
Mayor Grenier called the regular City Council Meeting to order at approximately 7:34 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 Higbee. Councilor Nelson was absent. Also present: James A Wheeler, Pamela Laflamme press and public.
Minutes, Previous Meeting
Councilor Remillard moved with a second by Councilor Otis to accept the minutes of the October 20, 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 October 21, 2014 to November 3, 2014 for a total cash disbursement of $1,470,047.99 Manifest #1727. Councilor Theberge moved with a second by Councilor Otis 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; however there is a Traffic Safety meeting Monday, November 20 at 5:00 p.m.
- Ordinance 2014-07 Management Plan & Acceptable Uses for Mt. Jasper (tabled 10/20/2014)
Councilor Remillard moved with a second by Councilor Otis to remove the ordinance from the table at this time. So moved, the motion carried.
Councilor Remillard moved with a second by Councilor Otis to read the ordinance a second time by title only. So moved, the motion carried.
Councilor Remillard moved with a second by Councilor Otis to have the ordinance read a third time by title only. So moved, the motion carried.
Councilor Remillard moved with a second by Councilor Otis to pass the ordinance. So moved, the motion carried and Mayor Grenier declared the ordinance now passed.
NEW BUSINESS
-The New Hampshire Preservation Alliance added Berlin’s Brown Company House to its annual list of historic places worthy of saving. The building is believed to be the oldest wood frame building in the city and a key part of the history of mills and logging in Berlin. "Seven to Save recognizes the value of saving and reviving historic places that are important to local communities as well as the state's identity and economic vitality," said Chairman Hunter Ulf.
-Jericho Wind Power received approval from the Governor and Council for financing a 14 megawatt wind project on Jericho Mountain. There was an hour of public testimony prior to the vote. An article from the Concord Monitor detailing the proceeding is attached.
-We want to thank Maurice and Janice Pelchat who handed out candy at City Hall for the annual Trick or Treat Downtown. RSVP has been sending volunteers for this event for several years.
-Ground Penetrating Radar is scheduled for Monday, Nov. 3rd and Tuesday, Nov. 4th on the section of Rte. 16 from St. Anne’s Church to the White Mountains Community College. This work is being coordinated by our engineering consultant HEB. It will allow them to accurately document the locations of the old concrete road that is under the existing asphalt pavement. The hope is to remove this concrete as the road is reconstructed given that it causes the road above to prematurely crack and deteriorate. You may see vehicles with special equipment in this area.
-This week, staff will receive onsite training with PeopleGIS to familiarize them with the online tool – PeopleForms.~ PeopleForms is an online database management system that can be used for a wide variety of data tracking.~ PeopleForms integrates with PeopleGIS – meaning we can map data to share information with staff and/or the public easily. ~As one example, PeopleForms will be used as the basis for the Public Works Work Order and Tracking System we spoke about a few weeks ago. As another example, we could create a database that tracks all of the multifamily homes in Berlin and use that database to create a data layer in our online GIS to map to show where those properties are located. PeopleForms comes with access to an online library of forms that other communities using this service have created.~
Staff do not have to be highly skilled in databases or computers to use PeopleForms. Various training will occur over November 4th and November 5th.
The City is going through the update of its capital improvement plan now.
-The NHMA Annual Conference will be held on November 12 and 13 at the Radisson Hotel in Manchester. The complete session schedule was listed.
Councilor Rozek moved to accept the report and place on file; Councilor Morgan Allain seconded and the motion carried.
Mayor Grenier indicated that he called Executive Councilor Joe Kinney on behalf of Jericho Wind and informed him that the City looks favorably on the project. Jericho Wind has been through site plan review, Planning Board, Zoning Board and has been thoroughly vetted by the City.
Councilor Rozek moved with a second from Councilor Higbee to accept the report. So moved, the motion carried.
- Public Comments – there were no comments
- Council Comments – there were no comments
- Adjournment
Councilor Rozek moved with a second from Councilor Benski to adjourn. The meeting ended at 7:45 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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