Work Session
March 30, 2015
Present were: Mayor Grenier (6:40 p.m.) Councilors Nelson, Theberge, Higbee, Gentili, Otis, Morgan-Allain, Rozek and Remillard
Others present included City Manager James Wheeler, Finance Director Patty Chase, Fire Chief Randall Trull, Health & Welfare Director Angela Martin-Giroux, Library Supervisor Denise Jensen, Library Trustee Yvonne Thomas, Nursing Supervisor Yvette Leighton, Community Development Director Pamela Laflamme, HEB Engineer Jay Poulin, media and public.
In the absence of Mayor Grenier, Councilor Remillard opened the meeting at 6:30 p.m.
Budget Presentation
Library
Denise Jensen presented the Council with a packet of information supporting the budget request for the Library. She explained that the Library has E books and audio books are available to patrons and 1,009 books were taken out last year. There are 141 patrons who have signed up for the service at a cost to the Library of $1062.
Ms. Jensen commented on the per diem line item saying that with the budget of $1,000, only 92 hours are replaced when there is a need for a total of 1,149 hours. The budget request is for $5,000 which would be a good start. Councilor Remillard asked how many people staff the library on a regular basis. Ms. Jensen indicated that there are three full time and one part time who cover the 39 hours per week that the library is open. Councilor Remillard asked if Workfare clients do any work at the library. Ms. Giroux stated that they are often unpredictable and Ms. Jensen said that by the time they are trained, they then do move on. Councilor Grenier entered the meeting at this time, 6:40 p.m. Councilor Rozek asked how many patrons there are at the library on a slow
day and Ms. Jensen replied a light day would see about 20 patrons.
This year’s office supply budget of $98 does not begin to meet the bare minimum of needs. In the 2016 budget, $809 is requested for office and custodial supplies. Councilor Remillard asked where we stand this year and Ms. Jensen indicated that there is no more budget. Mr. Wheeler clarified that he encouraged showing the true amount needed.
Councilor Remillard asked if there is still a need for encyclopedias, and Ms. Jensen replied that when they buy the books, they get access to the on line version as well. The most recent encyclopedia is from 2007. Ms. Jensen indicated that she would like to get access to Ancestry or Heritage Quest which would be accessible for people to research their ancestry from home. This costs $560 for one year.
There were 502 new library cards issued last year. Ms. Jensen added that the library budget is less than ½ of 1% of the total city budget. Mayor Grenier asked about $12,900 for outside brick work and Ms. Jensen stated that three sides of the library building were re-pointed; however the river side was not done. Councilor Nelson asked if annual safety inspections of fire alarm systems could be done by the Fire Department. Mr. Wheeler reported that New England Security inspects the fire extinguishers and Vaillancourt Electric inspects the alarms. The Fire Department is not equipped at this time to do the inspections. Mayor Grenier took the chair.
Welfare
Angela Martin Giroux reported that she has pared down the budget as much as possible. Councilor Remillard questioned the apparent increases in rental expenses and Ms. Giroux estimated that three bedroom apartments now cost between $650 to $750 per month. She clarified that there are not more people in need, but there appears to be a steady need without the lull that usually occurs in the summer months. Mayor Grenier asked how long the average stay on assistance is and Ms. Giroux replied that it varies with some being on for a year and others who come in only one time.
Councilor Nelson asked if a welfare recipient can be penalized for intentionally sabotaging a job interview and Ms. Giroux thought that they could. Mayor Grenier commented that we want to assist when someone has a bad luck or if they are struggling but it’s not fair to taxpayers to pay for those who just don’t want to work.
Mayor Grenier stated that the Welfare budget has not increased and if the value of the dollar is considered, the budget is likely smaller. Ms. Giroux stressed the importance of personal responsibility. She said that clients are told that Workfare should be treated like a job where a client can gain work experience and establish references.
Health
Ms. Giroux reported that Health revenues have gone up and this year should provide a net gain of $50,000 to $90,000. She confirmed that the Medicare audit is done by a company in FL and medical billing is done internally. Mayor Grenier asked if there would be any benefit to charging more of the administrative salary to the Health Department and Ms. Giroux indicated that it would not change what Medicare pays.
Mayor Grenier asked, if the agency were promoted more aggressively, is there the leadership and personnel to handle more patients? Ms. Giroux reported that she would have to add staff and it may take a few years to show true revenue. The City pays nurses less than other agencies; however there are better benefits. If we had more staff, we could push for a higher volume of patients.
Mayor Grenier expressed that he would be open to impact bargaining since the nursing staff is creating more revenue for the city. Ms. Giroux stated that the department had to be stabilized first and then grow. She stated that the team works very hard and represents the city well. Mayor Grenier gave credit to Ms. Giroux and the staff for bringing the department from the edge where it was on the verge of closing to a shining star for the city.
Councilor Remillard asked if there is enough space in the basement of City Hall and Ms. Giroux indicated that it is chaotic to have all the nurses in one room. Cubicles and individual set ups would be a start. Councilor Morgan Allain commented that she had occasion to work with the City nurses and it was a positive experience.
Proposed Harvard Pilgrim Healthy Food Fund Grant
Ms. Giroux explained that she and Terry Letarte have been working on a grant to expand on the summer lunch program that already exists. The grant is for $5,000 and it will pay for a part time staff member from May to September to help with gardening. The grant will also buy rain barrels and supplies to add gardening space at the USDA lunch sites for kids to share produce with their families. Friendship Park, Hutchins Park, Community Field and Brookside Park will have the gardens. Councilor Rozek moved to apply for and accept a grant from Harvard Pilgrim in the amount of $5,000 to encourage gardening at local parks; Councilor Theberge seconded and the motion carried.
Draft 155-b Order
Mr. Wheeler distributed an amended order that mirrors the permit process. There are two paths for the Princess Theater; either the owner hires the proper people to make the property safe or they do nothing and the City becomes the owner of the property and the responsibility for making it safe falls on the taxpayers. Chief Trull added that April 4 will be one year from the date of the fire.
Councilors asked if there is money based on the building’s historic value. Ms. Laflamme noted that she can check with Historic Resources to see if there is historic value to the building. Since it has been gutted, the historic value may have been diminished. If there is no historic value, then there will be no LCHIP funds. Mayor Grenier stated that he is willing to wait two weeks so that the City Manager can communicate with the building owner and Ms. Laflamme can check on possible grant funding. The City will have to be prepared to make the building safe if it comes to the city. Councilor Rozek asked to see the engineering report and to send it to the press as well.
Review of Route 16 Project
Jay Poulin reported that HEB will be starting on public outreach for the Route 16 project soon. There is $3 to $4 million to do a 2.5 mile paving project from St. Anne’s Church to the White Mountain Community College. York Land Services did a survey showing elevations and utilities. Wetland delineation and pavement evaluations have been completed. Ground penetrating radar has determined the limits of concrete and there has been a video inspection of the drainage system along the route. An archaeological evaluation resulted in no significant findings. John Wacker, a landscape architect, will review the project to be sure that the work does not prohibit the proposed Riverwalk. Mr. Poulin indicated that a summary will be on the web site.
He went on to say that the drainage system along the route is tired. The concrete pavement is not rock but it is classified as rock when excavated. For planning, the project is divided into three sections with the first zone being from the Church to Heritage Park; Zone 2 from Heritage Park to 12th Street Bridge and Zone 3 from 12th Street Bridge to the College
Mr. Poulin indicated that first estimates are for $5 to $6 million and it will become necessary to prioritize sections of the project because there is not enough in the budget to construct all. The scope of the project could be reduced – with either no drainage; or no concrete removal; or the length of the roadway to be constructed could be reduced.
Councilor discussed the removal of underlying concrete and the condition of the drainage in the project area. Mr. Poulin indicated that DES is looking for treatment of water that will discharge to the river. Flashing lights for safety at Brown School and parking in the area of the school will be reviewed. As the project develops, HEB will be meeting with abutters.
Removal of the concrete will cost $3.8 million from St. Anne’s to the college and there is a 25% contingency built into this figure. Councilors agreed that it makes no sense not to do the drainage while the street is open. Mr. Poulin stated that the sidewalk in the northern end of the project is new and would not have to be redone. Mayor Grenier stated that perhaps the grand project will have to be done from St. Anne’s to 12th Street and the remainder of the proposed roadway would have to be a grinding and paving project.
Mayor Grenier asked if there are DOT funds for the removal of concrete and repair to the drainage system into the river. Councilor Rozek added that he would like to see what contingencies would need to be made if DOT funds are accepted. Mr. Poulin indicated that he will explore all avenues. Councilors wanted to explore different scenarios and costs. Mr. Poulin stated that the construction schedule for this project is 2016-2017.
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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