Work Session
November 10, 2014
Present: Mayor Grenier, Councilors Otis, Remillard, Benski, Morgan Allain, Higbee, Rozek, and Nelson; Councilor Theberge was absent.
Others present included City Manager Jim Wheeler, Community Development Director Pamela Laflamme, Health & Welfare Director Angela Martin Giroux, City Clerk Debbie Patrick, Public Works Director Mike Perreault, Library Director Denise Jensen, Police Chief Pete Morency, and Police Communications Manager Jen Cloutier, School Superintendent Corinne Cascadden School Board Chair Nicole Plourde, Housing Coordinator Linda White, Fire Chief Randall Trull, Police Prosecutor Dan Buteau, and Barbara Tetreault, Berlin Daily Sun
AREA Agreement
Ms. Cascadden reported that with an AREA Agreement, all Milan students after 6th grade go to Berlin schools. There are two ways that a student can be reassigned to another school district. One is by manifest hardship where a parent would make the case that a child would bear a hardship by going to the assigned school district. The other is when it is in the best interest of a child where the request goes to the superintendent. Last year there were three requests and this spring Berlin was notified that there were seven students who would go to Gorham.
Ms. Cascadden noted that there was concern from the Board that Berlin had some fault that needed correction. This reassignment to a different school does not happen often and research was done to brush up on the procedure. What was found is that all requests have to be jointly decided by the district sending the student and the district receiving the student. Milan cannot arbitrarily agree to change where the student goes to school. The decision has to be made annually.
A meeting was scheduled before school started to discuss the issue and on the night that they were expected, Milan did not come. With that, lawyers were consulted and eventually an agreement was reached. The agreement confirms that all Milan students will come to Berlin and any decision to change district will need to be arrived at jointly. The other piece to the agreement was compensation as Berlin is losing revenue and tuition. The loss was $105,000 and the School Board agreed to accept $38,676.
Mayor Grenier commented that politics played a heavy role in this. He added that he respects Milan taxpayers and does not want them to be punished for the errors and he is happy that the issue was resolved. Perhaps it would be time to promote dialog on the expansion of services for Milan.
Councilor Remillard asked how a decision would be made if the two sides cannot come together. Ms. Cascadden replied that for the “best interest of a child” an impartial superintendent would be asked to consult; and if it is a Board decision, the State School Board would be asked to consult.
Ms. Cascadden informed the Council that she made an initial offer saying that Berlin would welcome Milan to join SAU 3. There is a lot of talk about consolidation; however no one seems to take the first step. It’s been put out there very clearly.
Councilor Higbee asked if the reasons for the request to change schools have been addressed. Ms. Plourde indicated that the reasons were never disclosed. Ms. Plourde and Ms. Cascadden left the meeting at this time.
IT Proposal
Mr. Wheeler explained that when he started city staff reviewed existing tools and systems and reported what kind of things they have problems with. IT came up for a variety of reasons. Staff has always worked around its lack of connectivity. The City’s eleven year old server is at risk and there are 30 computers that are still on Windows XP. There are changes that have to be made but we are looking for a way to spend the money we have most efficiently.
A program strategy is being considered that would take place over the next three to four years. There is no option to remain the way we are. Department heads were at the meeting to give some examples of the difficulties. With this project, all departments would be interfaced. The current system has Fire, Waste Water Treatment, Library, and Recreation that are not networked.
Ms. Laflamme stated that the City contracts with Genesys Computer Systems and Elvis Houle updates and maintains our current system. He has been great to work with and has done everything we’ve asked of him.
We find that we need support and this proposal would provide support 24/7. The new system would put all departments on the same platform. It would address the 30 computers that need to be changed by replacing them with terminals that would have their data stored on the server. The existing server is at capacity and there are updates to the Finance software that need to be made but cannot because the server cannot accommodate. The server is the bare minimum to run with the new Vision software for assessing. With the new system, the server would be replaced and it would be housed at the Police Department where there is a climate controlled room.
Ms. Laflamme explained that we could begin the work with the existing budget however a commitment over the next two years would bring us a system we currently don’t have. The proposal from S & S would provide the City with support 24/7 and systems monitoring, a site visit once per month and 4 quarterly planning meetings at a cost of $1825 per month.
They would help us choose equipment that will best suit our needs. CISCO would finance the equipment over 3 years. Mayor Grenier asked if financing options could include the Police Department’s needs as well. Ms. Laflamme indicated that the rate quoted was 3.5% but it will be adjusted. Mayor Grenier estimated a cost of $188,000 over 3 years.
Ms. Laflamme reported that we have been dealing with S & S and have not shopped around. She added that AHEAD, Northern Human Services, and Weeks Medical are using S & S for their IT. There is a lot to be said for using a local company. They have been very responsive. Ms. Laflamme noted that a request for proposals could be put out; however there are looming deadlines coming up and it would be good to have a system in place that could then be bid on.
Mayor Grenier asked that the company come to the Council meeting on the 17th. Councilor Higbee volunteered to review the proposal since he has experience in IT. Councilor Remillard acknowledged the need to go in the right direction with the right company. Mayor Grenier asked for a report of all account numbers that payment for this system is being drawn from. He reminded the Council that a 2/3 vote of the Council is needed to spend capital dedicated to other items.
Route 110 Addressing
Ms. Laflamme reported that the new Route 110 poses addressing problems with six properties. She noted that she did the research on the entire length of Green/Wight Street to find the businesses that would be affected. There would be 133 properties and 25 businesses if the Council chooses to change the entire length to Jericho Road.
Mayor Grenier said that he is not inclined to change all those addresses, only the ones that are necessary. The process is to notify the landowners of the change and invite them to a public hearing. There was much discussion about the name change and the Council concluded that the street would be Wight Street from the corner of Pleasant through to Jericho Road. With this plan, the Police Department would remain on Green Street and this would affect the least amount of properties.
Appointment to Mt. Jasper Committee
The Mt. Jasper Committee meets quarterly meetings or as needed. Councilor Nelson moved to accept the Mayor’s nomination of Peter Higbee to serve on the Ms. Jasper Committee; Councilor Rozek seconded and the motion carried.
Adjournment
Councilor Remillard moved to adjourn; Councilor Otis seconded and the motion carried.
The meeting ended at 8:00 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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