Minutes
Monday, October 2, 2023
TOWN COUNCIL Meeting
Video: https://vimeo.com/showcase/9672722
Attachments can be found: https://clerkshq.com/barrington-ri
Present: President Carl P. Kustell, Vice President Robert Humm, Councilwoman Kate Berard, Councilwoman Annelise Conway and Councilman Braxton Cloutier
Also, Present: Town Manager Phil Hervey, Town Solicitor Mike Ursillo, and Town Clerk Meredith J. DeSisto
Department Heads: Captain Kevin Igoe, Finance and Business Director Kathy Raposa, Human Resources Director Mari-Ann Oliveira, Library Director Kristin Chin, Public Works Director Alan Corvi, Senior Services Director Michele Geremia, Tax Assessor Jay Drew and Director of Planning, Building and Resilience Teresa Crean
Absent: Police Chief Michael Correia
Council President Kustell called the meeting to order at 7:00 P.M.
President Kustell led us into the Pledge of Allegiance.
AGENDA # 3 LAND ACKNOWLEDGEMENT:
(Approved at the Town Council meeting on December 6, 2021. Read into the record by President Kustell.)
“Aquene (Peace) We recognize the unique and enduring relationship that exists between Indigenous Peoples and their traditional territories. We acknowledge that we are in the ancestral homeland of the Pokanoket Tribe within the original territory of the Pokanoket Nation. We commit to ongoing efforts to recognize, honor, reconcile and partner with the Pokanoket people whose ancestral lands and water we benefit from today. Aquene (Peace)”
AGENDA ITEM #4: Announcements (Town Manager Phil Hervey)
· TAP-IN is now open Thursdays from 4:00pm – 7:00pm
· Wednesday, October 4th –Barrington Garden Club’s Fall Tree Planting Event acknowledging Arbor Day. At Police Cove Park, 10:00 a.m. Open to the public.
· Thursday, October 5th – Tree Canopy Open House, Library Auditorium, 6 - 7:30 p.m. Free.
· Saturday, October 7th: Great Pumpkin Harvest Party 1:00 - 3:30pm Town Hall front lawn.
· Monday, October 9th – Indigenous Peoples Day Holiday
· Monday, October 9th - Barrington Day of Caring, a community-wide event for volunteers helping residents in need through service projects. Volunteers should plan to meet in front of Town Hall between 11 to 11:45 a.m. Groups will leave from there to go to sites at Noon.
· Saturday, October 14th: Solar Eclipse viewing Noon – 2:30pm Town Hall front lawn.
· Tuesday, October 17th – Barrington Public Schools Community Flu Clinic, Sowams School, 4 - 8 p.m.
· Saturday, October 21st: Community Shred at the Department of Public Works 9:00 – 11:30am
· Saturday, October 28th – Drug Take Back Day, Public Safety Bldg. on Federal Rd. 10 a.m. - 2:00 p.m.
· Sunday, October 29th – Child Seat Check Up Event, Public Safety Building, 10 - 2:00 p.m.
· Tree Planting & Removal: September 1, 2022- August 31, 2023– 99 trees removed/ 98 trees planted.
DISCUSS AND ACT ON THE CONSENT AGENDA:
All items with an asterisk (*) are routine by the Town Council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so request, and the request is for good cause in which event the item will be removed from the consent agenda and will be considered in its normal sequence on the agenda.
President Kustell asked if any Council member wanted an item from the Consent Agenda removed for discussion. Councilwoman Conway requested to remove the minutes, agenda item #7 because she need to abstain from the vote due to her absence.
Motion by President Kustell and seconded by Vice President Humm to accept the Consent Agenda #5-#11 except for agenda item #7 Minutes. The motion passed in favor 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilwoman Conway and Councilman Cloutier, no one opposed, no recusals and no abstentions.
Motion by President Kustell and seconded by Vice President Humm to accept Agenda #7 minutes from August 30, and September 11, 2023, with an abstention from Councilwoman Conway due to her absence on September 11, 2023. The motion passed in favor 4-0-0-1, President Kustell, Vice President Humm, Councilwoman Berard, and Councilman Cloutier, no one opposed, no recusals and one (1) abstention, Councilwoman Conway.
*AGENDA ITEM #5 ACCEPT RESIGNATIONS: (none)
*AGENDA ITEM #6 APPROVE REAPPOINTMENT(S) TO BOARDS AND COMMISSIONS: (none)
*AGENDA ITEM #7 ACCEPT THE MINUTES FROM THE TOWN COUNCIL MEETINGS OF AUGUST 30, AND SEPTEMBER 11, 2023.
It was voted to accept the Town Council minutes listed above. See the full motion(s) accepting the Consent Agenda above and the motion to accept the minutes.
*AGENDA #8 ADOPT THE MONTHLY DEPARTMENT REPORTS (AUGUST ’23):
Business and Finance Director, Fire Chief, Human Resources, Library Director, Police Chief/Animal Control Official, Public Works Director, Planner/Building and Resiliency, Recreation and Senior Services Director, Tax Assessor and Town Clerk
It was voted to adopt the monthly department reports from August ’23. See the full motion accepting the Consent Agenda above.
*AGENDA ITEM #9 APPROVE ABATEMENT LIST:
It was voted to approve the Abatement List in the amount of $713.09 and as described therein. See the full motion accepting the Consent Agenda above.
*AGENDA ITEM #10 APPROVE SURPLUS PROPERTY: (none)
*AGENDA ITEM #11 ACKNOWLEDGE CORRESPONDENCE:
It was voted to acknowledge the correspondence. See the full motion accepting the Consent Agenda above and the motion accepting this agenda item.
· BAY Team Monthly Report
· Sidewalks: S. Troup and L. Espindle
AGENDA ITEM #12: DISCUSS AND ACT: INTERVIEWS AND APPOINTMENTS:
TM Comment: Interviews for boards and commissions are listed below along with draft motions.
Bicycle Pedestrian Advisory Committee: (1 vacancy: 1st alternate; term ending 3/31/26). Interview: Ellen Dessloch (unable to attend), Paola Messa, Nicholas Makris (unable to attend)
Motion by Councilwoman Berard and seconded by President Kustell to appoint Paola Messa to the Bicycle Pedestrian Advisory Committee to serve as first alternate, term ending March 31, 2026. The motion passed in favor 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilwoman Conway and Councilman Cloutier, no one opposed, no recusals and no abstentions.
Conservation Committee (1 vacancy: 1 full member; term ending 12/31/24). Interview: Jill Lancaster
Motion by Councilwoman Conway and seconded by President Kustell to appoint Jill Lancaster to the Conservation Committee to serve as a full member, term ending December 31, 2024. The motion passed in favor 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilwoman Conway and Councilman Cloutier, no one opposed, no recusals and no abstentions.
Planning Board: (1 vacancy: 2nd alternate; term ending 5/31/24). Interview: John Mueller (unable to attend).
AGENDA ITEM #13: DISCUSS AND ACT ON RESOLUTIONS: (none)
AGENDA ITEM #14: DISCUSS AND ACT ON ORDINANCES:
· INTRODUCTION:
o 2023-9 An Amendment to an Ordinance Chapter 63 Alcoholic Beverages; 63-12 License Renewals
TM Comment: On September 11, 2023, the Town Council passed a motion “to request the Town Solicitor to draft an ordinance revising the requirements in Chapter 63, Alcoholic Beverages, Article III, Liquor License Rules and Regulations, Section 34, to exempt from the annual local training requirement any owner, manager, or alcohol server of the licensee for the year or years in which an individual has received State certification or re-certification.” The attached Ordinance, prepared by Assistant Solicitor Amy Goins, revises the liquor training requirements as per the Council motion. The amendments are under Section (34) Required training and certification, and include:
o Revising references to “Barrington Substance Abuse Task Force” to the name now in use: “BAY Team (Barrington Prevention Coalition)”
o Corrects a typo under (c) – changing “much” to “must.”
o Clarifying the process requires licensees to submit to the BAY Team, rather than the Town Clerk, information verifying the completion of alcohol training (State or local, as applicable). The BAY Team then forwards the information to the Town Clerk. (Section 34, (c))
o The most significant change relates to the revision stipulated in the Council motion from the Sept. 11 meeting:
Motion by Vice President Humm and seconded by Councilman Cloutier to introduce Ordinance #2023-9, an Ordinance Amending Chapter 63 – Alcoholic Beverages, and to schedule a public hearing for Monday, Nov. 6, 2023. The motion passed in favor 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilwoman Conway and Councilman Cloutier, no one opposed, no recusals and no abstentions.
o Ordinance 2023-10: An Amendment to an Ordinance – Chapter 179-9 No Parking (Prospect Street south of Lincoln Avenue)
TM Comment: The Town is in receipt of a request for a no parking restriction on a section of Prospect Street to the south of Lincoln Avenue. Recommend introducing and scheduling the public hearing for November 6th. The request has been forwarded to the Police Chief to provide a recommendation for consideration at the hearing.
Motion by Vice President Humm and seconded by Councilwoman Berard to introduce Ordinance #2023-10, an Ordinance Amending Chapter 179-9 – No Parking, and to schedule a public hearing for Monday, November 6, 2023. The motion passed in favor 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilwoman Conway and Councilman Cloutier, no one opposed, no recusals and no abstentions.
· PUBLIC HEARING: (none)
AGENDA ITEM #15: DISCUSS AND ACT ON BID(S): (none)
AGENDA ITEM #16: DISCUSS AND ACT: TOWN COUNCIL CONTINGENCY FUND: CHARTER REVIEW COMMITTEE SURVEY COSTS.
TM Comment: The Charter Review Committee is requesting $5,000 from the Town to support its work on the charter, including legal fees and public outreach. The Council Contingency Fund has a balance of approximately $33,000.
Charter Review Committee Chair Joy Hearn was present and gave the Council a summary of the first meeting of the Charter Review Committee. She requested $10,000 to provide the Committee funds to conduct public outreach to conduct an extensive survey which will include mailings to every household.
Councilwoman Berard stated that within out notes from the Town Manager’s memo it stated that some of the requested monies would be for legal services. Councilwoman Berard stated that the Town Solicitor may be able to provide legal services. Town Solicitor Ursillo confirmed that any legal questions regarding the Charter he and his firm will be glad to provide service.
Motion by Councilwoman Berard and seconded by Vice President Humm to approve $10,000 from the Council Contingency to support the Charter Review Commission’s work on the charter, including legal fees and public outreach. The motion passed in favor 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilwoman Conway and Councilman Cloutier, no one opposed, no recusals and no abstentions.
AGENDA ITEM #17: DISCUSS AND ACT: PROPERTY TAX RELIEF PROPOSAL FOR LONGTIME BARRINGTON TAXPAYERS: (A. Klepper)
TM Comment: Allan Klepper will be presenting his proposal to provide additional property tax relief for longtime Barrington taxpayers. Recommend referral to the Senior Services Advisory Board. The Town will also evaluate the proposal, including fiscal impacts.
Allan Klepper was present to present his proposal. He stated that he wasn’t seeking approval but your interest. He said that he would gather the volunteers and would like to meet with staff to discuss a broader adjunct program of senior aid – a tax exemption for long-long time tax paying residents.
President Kustell said that he is interested but must review the fiscal impact. He said that he understands that many of our older residents want to age in their own homes.
Town Manager Hervey stated that he would refer this to the Senior Advisory Board and other boards along with the Town Administration.
President Kustell suggested that the Town Solicitor and Tax Assessor review the proposal.
Motion by Councilwoman Conway and seconded by Vice President Humm to forward the property tax relief proposal from Allan Klepper to the Senior Services Advisory Board and in consultation with the Town Administration, to provide input for the Council to consider at the January 8, 2024, meeting. The motion passed in favor, 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilman Cloutier and Councilwoman Conway, no one opposed, no recusals and no abstentions.
Councilwoman Berard suggested to amend the motion. She said the motion as written, is that the Town Manager was suggesting that this is referred to the Senior Services Advisory Board for their recommendation and then she said that she would say, “if positively recommended then to the Town Administration”.
Amended Motion by Councilwoman Conway and seconded by Vice President Humm to forward the property tax relief proposal from Allan Klepper to the Senior Services Advisory Board and if positively recommended then to the Town Administrator/Administration, to provide input for the Council to consider at the January 8, 2024, meeting. The motion passed in favor, 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilman Cloutier and Councilwoman Conway, no one opposed, no recusals and no abstentions.
AGENDA ITEM #18: DISCUSS AND ACT: ENDORSEMENT OF PROPOSED GRANT PROJECTS – SKATEBOARD PARK AT HAINES MEMORIAL STATE PARK NEAR COVE HAVEN MARINA, AND SPLASH PAD EXPANSION AT POLICE COVE PARK (Mike Seward)
TM Comment: Mike Seward, Chair of the Park and Recreation Commission, will present the Commission’s recommendations for proposals to include in the Town’s grant application for funding from the Rhode Island Department of Environmental Management Outdoor Recreation Grant program. Applications are due by December 6, 2023. The total funding available for this grant round totals just $2 million.
From the RIDEM grant webpage:
This grant program provides matching funds to cities and towns and recognized Native American tribes for the acquisition, development and renovation of outdoor recreational lands and facilities. The program is funded through State bonds. Funding categories include Large Recreation Development grants (up to 80% matching funds to a maximum of $400,000), Small Recreation Development Grants (up to 80% matching funds to a maximum of $100,000), and Recreation Acquisition grants (up to 50% matching funds to a maximum of $400,000). Scoring criteria is established by the State Comprehensive Outdoor Recreation Plan (SCORP). Applications are scored by the Recreation Resources Review Committee and submitted to the DEM Director for approval.
The Commission is scheduled to meet before the Council meeting, on Thursday, Sept. 28; the recommendation was not available at the time this memo was written. We will forward it to the Council separately ahead of the meeting. The Commission is expected to discuss two projects – a new skatepark (large grant proposal), and expansion of the splash pad at Police Cove Park along with new fencing, benches, etc. (small grant proposal).
Skateboard Park: The location under consideration is within Haines Park in the parking lot just north of Cove Haven Marina where there are no nearby residential abutters. This is within a portion of the park in Barrington that’s included in the 30-year lease agreement the Town has with the State, expiring in 2051.
An illustrative example of the skateboard park is below.
Mr. Seward is requesting “tentative approval for the plan… If that is what the Town Council will do, and then in short order hold a public meeting with the Haines neighbors, take that information and go back to the Town Council in November for final approval, which gives us about 30 days to get the grant application in by December 6th.”
Police Cove Park: The Town is prepared to engage VHB to provide a concept and cost estimate for the Police Cove Park project. The Council has allocated $35,000 in American Rescue Plan Act grant funds toward the cost of a new decorative metal fence at the park – this would be enough to meet the 20% local match for a small grant project (ARPA funding can be used for the local match). Total project cost will likely be around $100,000.
The splash pad is very popular on hot days, especially among families with small kids. It also is used by the Town about once a week for summer camps. But it can become crowded, as it occupies just a small portion of the concrete plaza behind the seawall. The goal will be to expand the splash pad into the adjacent grass area to provide additional splash pad features, while keeping the water overall usage roughly the same. The water bill this year totaled about $9,000. The proposed grant budget would also include funding for new fencing for safety, additional benches, and possibly walkway extensions if needed to accommodate foot traffic patterns.
Two motions are offered for the Council’s consideration. As Mr. Seward proposes to return to the Council in November, after holding a public meeting on the concept, the Council is not being asked at this time to endorse submission of a large grant proposal for the skateboard park.
Proposed Motion 1: To endorse the Park and Recreation’s proposal to hold a public meeting on a permanent skateboard park located in Haines Park near Cove Haven Marina.
Park & Recreation Chair Mike Seward was present for the discussion regarding RI DEM recreational grants for 2024. He said that the Park & Recreation Committee met last Thursday evening and discussed that the grant applications have a due date of December 6, a small grant, less than $100,000 and a large grant greater than $100,000. He said at the meeting they had discussed the larger grant with a proposed skateboard park but the discussion was tabled until October. He said that some of the members wanted additional time to research other projects that might be just as worthy as well as meeting with nearby neighbors at Haines Park for their opinions.
President Kustell stated that we will continue this discussion for the November Town Council meeting.
Town Manager Hervey discussed the grant for an additional Splash Pad. He said that the proposal would be to submit a grant application for expanding the splash pad, at Police Cove Park, with the goal to utilize the same amount of water flow as we are using now but spreading it over more water splashpad features to provide more opportunity for kids to utilize. He said that they are also looking to include fencing along the seawall and possibly elsewhere in the park for safety and security purposes with additional benches and walkways. He said that this was approved unanimously at the Park & Recreation meeting.
Motion by Vice President Humm and seconded by Councilwoman Conway to approve the submittal of RIDEM Outdoor Recreation Grant Program Small Grant application for the expansion of the splash pad and other improvements at Police Cove Park.
Councilwoman Berard asked for clarification regarding funds for the fencing because she believed that a vote on funds for fencing occurred at an earlier meeting with ARPA monies but not for the expansion of the splash pad. She suggested to revise the motion in which she said that we have earmarked the funds as “presented in the materials”.
Amended Motion by Vice President Humm and seconded by Councilwoman Conway to approve the submittal of RIDEM Outdoor Recreation Grant Program Small Grant application for the expansion of the splash pad and other improvements at Police Cove Park as presented in the materials. The motion passed in favor, 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilman Cloutier and Councilwoman Conway, no one opposed, no recusals and no abstentions.
AGENDA ITEM #19: Discuss and Act: Recreation Fields and Facilities - Athletic Fields Analysis - Preliminary Findings and Recommendations
TM Comment: Ian Lacy, lead project advisor with Tom Irwin Advisors, will present preliminary findings and recommendations for improving athletic fields at Town and school sites. Mr. Lacy is a subconsultant working with Traverse Landscape Architects; Art Eddy of Traverse is traveling and unable to attend the meeting.
The consultancy team is still working on the final report, to be presented to the Town at a later date. The study will include the following:
1. Phase I: Due Diligence and Site Assessment of the project.
A. Initial Design Services
B. Data Collection & Site Analysis
i. Section 2.1: Site Visits
- Section 2.2: Existing Conditions Plan
- Section 2.3: Existing Conditions Review
- Section 2.4: Meet with Representatives
- Section 2.5: Analyze the scheduling system
- Section 2.6: Synthetic Turf Review
- Section 2.7: Comprehensive Field Assessment
2. Phase II: Feasibility/Alternative Analysis
A. Conceptual Options
B. Estimated Costs
C. Fiscal Capacity
D. Draft Master Plan
I recommend referral of the presentation to the School Department and the School Committee.
Motion: To forward the athletic fields presentation to the School Department and School Committee for consideration for funding in the School Construction Bond budget discussions.
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Background
This has been a standing agenda item. The Town is continuing to work on the questions in the Council motion passed at the January 10th meeting “to explore, on separate but parallel tracks:
1. whether to build a recreation center in Barrington;
2. whether to install a synthetic turf field in Barrington; and,
3. ways to improve the overall maintenance of Barrington’s fields, including whether to develop a dedicated field maintenance team.”
The motion further stated the Town should include the following action items (updates in bold):
1. Sending out a survey to residents asking questions and opinions regarding each of the three issues; [Comment: The Town posted an online survey on January 13th, which was active through February 17th. The survey generated a total of 787 responses. (Discussed in greater detail in the materials provided to the Council for the March meeting)]
2. Referring the three issues to all of the Boards and Commissions listed on page 32 of the “Improving Barrington’s Fields and Recreational Facilities” presentation from the January 9, 2023 Town Council meeting, including the School Committee, and in addition to the Conservation Commission and any other appropriate Board or Commission; [Comment: The only comments received to date are from the Economic Development Commission, which passed motions at two separate meetings.
At the Feb. 27th EDC meeting, the Commission passed a motion recommending the Town make every responsible effort to secure a large enough parcel of land to support a plan for new athletic fields and recreation center with consideration to sell 25 Watson to offset the acquisition of the entire Zion property for that purpose and other uses consistent with the Town’s master plan. Motion carried (7 in favor of motion, no opposition).
At the January 19th EDC meeting, the Commission discussed the newest conceptual plan for the development of the Zion site and consideration of the Town to acquire space for a Recreation Center. The EDC unanimously (9-0) passed the following motion: “The EDC is requesting the Town Council provide a review and comment of drafted survey prior to its release to insure inclusivity of all communities within Barrington and economic impact with consideration to acquire space for a recreation center to help further discussion of the following items:
1. whether to build a recreation center in Barrington;
2. whether to install a synthetic turf field in Barrington; and,
3. ways to improve the overall maintenance of Barrington’s fields, including whether to develop a dedicated field maintenance team.”
3. Holding public workshops to discuss and develop the three issues for public awareness and to solicit public feedback; [Comment: The Council has held two workshops, on February 1st (fields and rec center discussion) and on April 19th (specifically on the recreation center/fieldhouse concept. The Council also toured several athletic fields with Traverse on Saturday, August 12, visiting the High School athletics complex, St. Andrew’s Farm, and Barrington Middle School.]
4. Commissioning preliminary, efficient, and cost-effective studies by consultants to review the issues involving a recreation center and synthetic turf field, including engineering and other technical studies, feasibility studies, traffic studies, or other reasonable and cost-effective preliminary studies; and, [Comment: The Town has engaged Victus Advisors to complete a Recreation Center/Field House Feasibility Study, and Traverse, a Providence landscape architecture firm, to complete an Athletic Fields Condition and Needs Analysis.]
5. Obtaining more information on potential locations for a recreation center and synthetic turf field. [Comment: this question will be examined in the recreation center/fieldhouse study, mentioned above]
Field House/Rec Center Update
Victus in August received input from the Town on its draft “Interim Report”. This report includes the following:
1. Introduction
2. Demographic & Socioeconomic Analysis
3. Local Sports/Recreation Program & Facility Inventory
4. Interview Summaries:
A. Stakeholders
B. User Groups
5. Comparable Sports/Recreation Center & Trends Analysis 38
6. Market Demand Assessment & Building Program Recommendations
7. Initial Site Analysis
8. Next Steps
Victus emailed the Town on Sept. 7th with the following update on the project status:
Completed
Kickoff Meetings, Site Tours & Stakeholder Interviews
Demographic & Socioeconomic Analysis
Local Sports/Recreation Program & Facility Inventory
Comparable Sports/Recreation Center & Trends Analysis
Initial Site Analysis
Develop Market Feasibility Results & Initial Program Recommendations
Present Deliverable - Market Feasibility Results & Initial Program Demand
In Progress
Detailed Site Analysis
Initial Building Program Development
Facility Operating Pro Forma Modeling
Next Steps
Complete Financial Pro Forma
Complete Funding Options & PPP Analysis
Complete Building Concept & Site Plans
Complete Building Cost Estimate
Submit Full Draft Report
Public Presentation in Barrington for Community Feedback
Present Full Final Report to Town Council
The consultant provided this update on 9/26/23:
-Victus is currently working on developing operating pro-formas for several different models:
· Fieldhouse only
· Gym only
· Fieldhouse + Gym
· Fieldhouse + Gym + Fitness
- S3 (architect) is currently working on developing potential building programs for all of the above, and then testing different layouts and combinations on each site (Chianese, Old Colony, Zion).
- Next steps will be:
· Victus - Funding options/partnership analysis
· S3 - Refine recommended concept plan for each site, develop construction cost analysis
Victus is planning to deliver the final report in November.
Fields Analysis Update
The Traverse consultant team will present the latest information at tonight’s meeting. The most recent update I have is from a 9/11/23 email from Art Eddy of Traverse:
The following is the current status of the study:
1. We are 90% complete the Phase I: Due Diligence and Site Assessment of the project.
a) Initial Design Services 100% Complete
b) Data Collection & Site Analysis (90%)
· Section 2.1: Site Visits (95%)
· Section 2.2: Existing Conditions Plan (100%)
· Section 2.3: Existing Conditions Review (100%)
· Section 2.4: Meet with Representatives (100%)
· Section 2.5: Analyze the scheduling system (100%)
· Section 2.6: Synthetic Turf Review (60%?)
· Section 2.7: Comprehensive Field Assessment (80%)
2. We are 40% complete the Phase II: Feasibility/Alternative Analysis
a) Conceptual Options: 60% Complete
b) Estimated Costs: 30% Complete
c) Fiscal Capacity: 40% Complete
d) Draft Master Plan: 40% Complete
We have completed the majority of our field analysis; we just need to clean up the data and get it into a written visual format. The same is true for the Master Plan. We have the basis of the document complete; we just need to start translating the data into usable documentation.
The Town has engaged Traverse Landscape Architects and Tom Irwin Advisors to complete this study. Ian Lacy, lead project advisor with Tom Irwin Advisors, presented the initial findings and recommendations, and answered questions from the Council and public. Art Eddy, with Traverse Landscape Architects, was unable to attend this evening.
Mr. Lacy briefed the Council on a power point presentation that included key findings:
· FIELD REGISTRATION AND SCHEDULING SYSTEM IS IN ADEQUATE: The system the town is currently using does not allow for appropriate tracking and scheduling of fields which creates demand issues and impacts maintenance practices.
· FIELD USAGE: Current Field Demand is higher than field capacity.
· LAND LIMITATIONS: There is limited land to create new fields but, opportunity to improve underutilized fields.
· INCREASED PARTICIPATION BY TOWN YOUTH: Currently, 30% of the youth aged 5-18 participate in some type of athletic activity.
· EQUITY FIELD DEVELOPMENT: There are currently a lot of fields that do not match up with the registration and demands of the rec leagues.
· LONG-TERM REGULAR MAINTENANCE PROGRAM: Current maintenance practices are reactionary to the needs of the fields and affected by the demands of the DPW. A structured system needs to be put in place to increase the quality and safety of the fields.
· MAINTENANCE FUNDING: There is currently not a clear structure for maintaining athletic fields in the Town. If increased safety and quality is a goal a clear funding structure to allow maintenance to occur needs to be developed.
Mr. Lacy stressed throughout each topic the need and importance for a Long-Term Maintenance Program.
Pros:
· DPW has developed systems and material supplies that are unique to Barrington and fit the needs of the town.
· There are savings incurred through the services provided through the current town and not outsourcing certain tasks.
· There are practices that are occurring in Town that are innovative and working to keep up the quality of the fields.
Cons:
· There is no dedicated staff to maintenance of the field. If there are emergencies in town, fields can go unmaintained.
· There is no clear schedule to indicate when fields can be maintained and most in season maintenance is reactionary.
· Gaps in maintenance lead to compounded stress in the field’s performance.
Mr. Lacey reiterated that a long-term regular maintenance program will provide:
Pros:
· Increased usability and performance.
· Improve irrigation for water savings.
· Improved drainage to reduce down time due to weather.
· Those fields that were suggested to have Hybrid stitching allows for increased hours of use.
· Some fields (Lower Fields) may have expanded play area to allow for reduction of concentrated use in high use areas.
Cons:
· Field down time during construction.
· Hybrid requires increased specialized maintenance.
· Soil management will increase costs.
Mr. Lacey discussed that each of the fields had a good depth of topsoil and there is nothing to stop us from building on that and create a really good athletic field that can take wear and tear. He said that within that soil, we have a low infiltration rate, so when it rains it takes a long time to infiltrate into the soil and then percolate through the soil down to the drainage layers of sub bases. We increase the majority of damage that is carried out in an athletic field which is the top edge and remains damp. He said that we must try to keep the top edge dry by moving the water from the surface. And, he said it is beneficial with maintenance because it means that equipment can get on the fields quicker, sustain their work more easily and be more efficient.
President Kustell questioned the software of “RecDesk”. Mr. Lacey said that we must first look at what the usage is, once we understand what your usage is and understand each facility individually, we can then be more customized and monitor the fields on a regular basis.
Vice President Humm encouraged Mr. Lacey to provide more recommendations than less in the final report such as the impact of rainouts and if a field house would help with rainouts. He said please be overinclusive.
Vice President Humm commented that the School Committee is currently assessing the needs of the schools and the school infrastructure and recently presented preferred options in terms of consolidating elementary schools. He said that this may be an opportunity to explore additional fields and an opportunity for a field house. He said that he encourages the possibility of a viable option for a field house in one of these locations and requested to include it in the report.
Councilwoman Berard discussed that some fields, St. Andrews, are overused because of the extra parking, the size of the field while Bicknell is a ghost town. She asked is there some potential reuse or redistribution that would make something more usable as a multipurpose field? She questioned that some of the fields were not mentioned and would like to have noted whether they absolutely are not potential sites or if they are too small or have too many trees, etc. She believes that this information is important. She said she was glad that Vice President Humm brought up the school locations and believes that the schools do not or rarely contributes to the DPW maintenance. She said that she sees that we would need to add employees. She said that she would like to see a more cohesive approach and if you need to be connected with the school documents will make sure that they are available because we would like all available land in the analysis.
Mr. Lacey commented that this will be addressed in the report. Councilwoman Berard said that her second question is related to the topsoil and the drainage. She stated that some of our fields are on landfills and some of them are low lying. Mr. Lacey said that these fields are worth investing in and we must look at the environmental challenges
PUBLIC COMMENT:
Mike Seward, North Lake Drive, said that in 2020 the ad hoc committee looked at various software programs for providing scheduling of the fields. He said that we reviewed Rec Desk and Rec Pro. He said that George Finn uses Rec Pro. He said we conducted a survey with the Rhode Island Park Recreation Association and most use Rec Desk. He said that Rec Desk fits the Recreation Director’s point of view because she does not have the personnel and time to be entering in all of the different changes as they occur in real time. He said that Rec Desk allows key players, league members, as gatekeepers. They can go into the software and enter their schedule. But that Rec Desk has a monthly fee and it is not cheap.
TR Rimoshytus, 1 Howard Street, said that you used the word maintenance several times and questioned how long we will get to having these fields since we have 32 fields.
Mr. Lacey detailed the renovation or turnover of the soils.
Chris Coleman, Foote Street, said that a maintenance program will cause an additional burden on DPW, they are stretched thin, along with a massive budget. He said that he hopes the report contains information on turf.
Discussion ensued regarding the cost, maintenance, and other options with turf fields.
Joshua Glass, Houghton Street, questioned if the report will indicate that certain sports have restrictions on a certain type of turf. He asked what the maintenance level would require ensuring that those teams have access to a reliable field.
Mr. Lacey said that they are called generically, field maintenance and field usage. He said that there are certain spots that require different levels of maintenance – usually more frequency of maintenance (i.e., mow more times during the week and with memos to maybe aerate the top dressing). He stated that information will be included in the report and in addition the report will include specialized equipment with specialized qualified people with enhanced assessment and maintenance.
Aaron Aguiar, Tiffancy Circle, said that he is President of the Barrington Little League. He spoke of the process in which DPW worked to recondition half of the field in September.
Discussion ensued regarding having the flexibility to rest fields and to look at different criteria, different approaches, different materials to rebuilding fields very lightly because of the cost to the town.
Chris Coleman commented that he would like to see lights or no lights on the fields and requested that be in the report.
Discussion ensued regarding the report with further requests of aeration of the fields (how often and does it impact the integrity of the field), the length of the fiber with a hybrid field, sand (longevity), stitching (how long does it last), crumb rubber versus different organic material and the cost perspective.
Vice President Humm questioned the lights (only shine on the field and not towards the neighbors’ homes), questioned synthetic turf, or no synthetic turf and if that is something that can be included in terms of ability to increase usage, if it would cause damage to the field with increased usage
Motion by Vice President Humm and seconded by President Kustell to forward the athletic fields presentation to the School Department and School Committee for consideration for funding in the School Construction Bond budget discussions. The motion passed in favor, 5-0-0-0-, President Kustell, Vice President Humm, Councilwoman Berard, Councilman Cloutier and Councilwoman Conway no one opposed, no recusals and no abstentions.
The final report, expected to be issued within the next few weeks, will include an analysis of existing athletic field conditions, current field reservation practices and the Town’s maintenance program and equipment. It will outline recommendations to better meet the overall demand for field space at Town and School sites. Based on the project schedule, the consultants will present the complete final report at either the November or December Council meeting.
President Kustell calls a recess at 9:15pm.
President Kustell reconvenes the meeting at 9:22pm
AGENDA ITEM #20: DISCUSS AND ACT: REQUEST FOR PROPOSAL FOR BEACH VENDOR FOR 2024 BEACH SEASON:
TM Comment: The Town has been contacted by a local resident interested in bidding to provide concession services as a food vendor at Town Beach during the 2024 beach season. The last vendor providing concessions at the Beach was Trendy’s, in 2015 and 2016, at a cost of $800 for each beach season, selected as part of an RFP process.
The Town provided space for the vendor in the grassed area in front of the Beach Building, as well as access to power. Proposing to issue an RFP for concession services at Town Beach for the 2024 beach season. Once proposals are received, the Park and Recreation Commission will review and make a recommendation prior to a vote by the Council.
Recreation Director Michele Geremia was present to discuss the RFP. She explained that her memo specified for a local merchant, to provide food and other sundries and that the minimum bid will be set at $1000.00.
Motion by Vice President Humm and seconded by Councilwoman Conway to approve the issuance of a Request for Proposal for concession services at Town Beach for the 2024 Beach Season for a minimum bid of $1000 and for a provision for a local merchant. The motion passed in favor, 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilman Cloutier and Councilwoman Conway, no one opposed, no recusals and no abstentions.
AGENDA ITEM # 21: Discuss and Act: Municipal Road and Bridge Fund Application (P. Hervey)
TM Comment: The Town is eligible to receive an allocation of $418,096 from the new State Municipal Road and Bridge Fund, which will require the Town to match 67 percent of the total project cost to be eligible to receive the funding. The Town’s minimum local match, based on the full $418,096 grant, comes to $848,861.
RI Department of Transportation is accepting applications for the funding now, through October 15, 2023.
The Town is proposing three projects in the grant application:
· Bay Spring Avenue culvert repair – estimated cost $400,000 to $500,000. The culvert at Annawumscutt Brook has deteriorated.
· Maple Avenue sidewalk reconstruction, drainage work, repaving. The sidewalk to be rebuilt is on the south side of the street between Princes Hill Avenue and Walter Street. The final scope of this project will depend on available funding.
· Lincoln Avenue bicycle infrastructure/sidewalk project from County Road to Middle Highway. On-call engineer VHB is working on a cost estimate for this project.
The total cost of the three projects will be more than $1,266,957 – the amount required for the Town to receive the full $418,096 grant allocation.
The Town can provide the grant match through two sources:
· Remaining Street Bond, totaling $464,000 – for the match related to the Bay Spring Avenue culvert and drainage and paving work on Maple Avenue.
· The sidewalk/bike infrastructure fund, totaling approximately $4 million – for the match related to sidewalk construction.
Town Manager Hervey said that the Town will submit an application in which he described from his memo above with only two projects:
· Maple Avenue sidewalk reconstruction, drainage work, repaving. The sidewalk to be rebuilt is on the south side of the street between Princes Hill Avenue and Walter Street. The final scope of this project will depend on available funding.
· Lincoln Avenue bicycle infrastructure/sidewalk project from County Road to Middle Highway. On-call engineer VHB is working on a cost estimate for this project.
TM Hervey said that the third project, Bay Spring Avenue culvert repair – estimated cost $400,000 to $500,000 (culvert at Annawumscutt Brook) does not qualify. He discussed that the own is eligible to receive an allocation of $418,096 from the state with the town to match 67 percent of the total project cost of $1,266,957, the amount required for the Town to receive the full grant allocation of $418,096.
Councilwoman Berard asked where these projects stand with the Town’s Bicycle/Pedestrian Committee list of priority projects.
Town Manager Hervey said that they are in the early stages of prioritizing projects and we are engaging consultants to help them through that process. He said the Lincoln Avenue sidewalks have been reviewed by the Bicycle and Pedestrian Committee and they have endorsed the concept. It is a project they have reviewed and vetted. He said the Maple Avenue sidewalk project has not been reviewed by them but they know and are fully aware of the need for improvements of the infrastructure on Maple Avenue.
Councilwoman Berard asked about the Massasoit sidewalk project. Town Manager Hervey stated that project is state property and this is for local projects and local funds.
PUBLIC COMMENT:
TR Rimoshytus, 1 Howard Street, said that we are spending $1.266 million and asked if the Maple Avene sidewalk project will go from County Road and all the way up or continue where it left off when we spent a million dollars the last time.
Town Manager Hervey stated that we are talking about the area between Princes’ Hill Avenue and Walter Street, just passed Vic’s Texaco.
Mr. Rimoshytus questioned the money that was left from the school bond, $4 million and the sidewalk/crosswalk project.
Town Manager Hervey said that we are using that money for this project, a portion of it, about $1 million.
Motion by Vice President Humm and seconded by Councilwoman Conway to approve the use of the Street Bond and Sidewalk/Bicycle Infrastructure funding for the Town’s match for the Municipal Road and Bridge Fund Application with the Lincoln Avenue sidewalk replacement project, and the Maple Avenue sidewalk, drainage, and paving project. The motion passed in favor, 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilman Cloutier and Councilwoman Conway, no one opposed, no recusals and no abstentions.
AGENDA ITEM #22: DISCUSS AND ACT: CONSERVATION/CLIMATE RESILIENCE:
TM Comment: A standing agenda item on Conservation/Climate Resilience items.
No discussion.
AGENDA ITEM # 23: Discuss and Act: Community Engagement
TM Comment: Councilor Conway asked to have this topic on the agenda, including discussion of the following:
· Mandatory 1% investment in community engagement for any new or expanded town funded initiative (i.e. school building, development, climate resiliency, etc.)
· Meeting Format to enhance Transparency (i.e., live stream, early public comment, Zoom access, agenda broadcast, etc.)
· Change Management and DEI training for Town Leaders
· Deliberate partnership with community programs, town committees, and veterans’ council to expand participation of newcomers and existing members of the community
· Investment in community programs and clubs.
Councilwoman Conway discussed her first proposal:
· Mandatory 1% investment in community engagement for any new or expanded town funded initiative (i.e. school building, development, climate resiliency, etc.)
She explained that this is a proposal that she is working on with Vice President Humm. She said that some of the ideas will also include ordinances and resolutions. She said that there are people who attend our meetings regularly and there are those that would like to be involved but do not necessarily have the opportunity or do not know how to get involved or don’t know how to make the commitment.
She explained that the Mandatory 1% investment in community engagement is allocated for some sort of community engagement such as with the Charter Committee. If the town is going to spend the investment on having volunteer hours and time and commitment, they should be able to go out and access additional information from the community and engage with them – surveying, a focus group. She said if we are going to spend a significant amount of taxpayer money that we should have facilitating conversations with our taxpayers. She discussed a similar program in Seattle, a 1% art project in which they are required to spend 1% on public art. Or she said that in the State of Washington they also have a mandatory community engagement session when any new piece of legislation is enacted it is required to then engage with the community to ask their input.
Councilwoman Conway discussed that a stipend may be used for those that want to participate but need the stipend to be used towards time off from work or to find a babysitter. She said to put it into perspective with the $250 million bond with the school that would mean that the 1% would be 2.5 million to be allocated to the community engagement.
· Change Management and DEI training for Town Leaders
Councilwoman Conway proposed a third idea, “Change Management and DEI training for Town Leaders” and said that she sits with a number of accomplished lawyers and said that she has a background in change management. She said that change management can have a process within government such as having officials who were not just elected but who were trained in how to make change happen or understand the elements of change management. She said the experience would be a lot more engaging for those who are part of the community to understand the levels of powers to how to have a difficult conversation. She said she was pleased to see that the Town offered the “Crucial Conversations” workshop and that we all received the book and would like to have the formal training.
· Meeting Format to enhance Transparency (i.e., live stream, early public comment, Zoom access, agenda broadcast, etc.)
Councilwoman Conway spoke of her proposal regarding meeting formats and said that we could work towards a brief meeting, not over five hours so the audience can get their messages heard with having livestream or zoom – our school committee has done a great job making their meetings open to the public, earlier public comment so people do not have to stay all night. She said that she just participated in the Hassenfeld Foundation as a fellow and the Harvard Kennedy School and proposed a budget for town council members to participate in some these programs and have access to these resources. She discussed the various partnerships with community programs, town committees, Veterans’ Council and expand participation of newcomers and existing members of the community as well as the investment in community programs and clubs – similar to our EDC (Economic Development Committee/Chamber of Commerce)
· Investment in community programs and clubs.
Councilwoman Conway stressed that we need the Council to make significant investments, not necessarily significant financial investments but significant deliberate and intentional investments in some of our community programs and clubs in order for people to come together.
Vice President Humm said that he thinks that this is great. He commended Councilor Conway for putting this on the agenda, coming up with some great ideas because community engagement is incredibly important. It will provide benefits that can provide education in terms of people understanding what is going on in our town, with correct information and communication.
Councilwoman Berard said if this can be placed on our goal setting agenda and discuss it further as well as a continued agenda item of the council.
Town Manager Hervey commented that we are now live streaming the council meetings.
President Kustell stated that he has been arguing for livestreaming since January and is pleased to hear that we have livestreaming this evening.
Town Solicitor Ursillo stated that we must make a legal distinction regarding live streaming because if it is stated on the agenda and there was a technical issue and there was no live streaming then the meeting would need to be cancelled. Discussion ensued regarding livestreaming and zooming council meetings.
President Kustell explained why he moved public comment down on the agenda. He said that whenever you put general public comment, it does not necessarily lengthen or shorten the meeting. But we have a couple types of people who comment, public comment is something that I generally offer as much as I can after every item, sometimes even after things that might be controversial, or with the introduction of an ordinance. But if someone has an issue or something we can correct, I want them to have that opportunity to do that. The problem with putting general public comment higher on the agenda I found was that we might have someone who shows up for the discuss and act items. He said he rather not have it be the person whose last chance it is to talk to us on a subject before we vote. And we might be spending a significant amount of taxpayer money, or we might be passing an ordinance or we might be setting a policy that will impact people.
President Kustell stated that Councilor Conway was instrumental with the newsletter which was one step forward for community engagement. He would like to see as much public engagement as we can get.
Councilman Cloutier discussed the differences when a participant is in person at the meeting versus when the participant is at home zooming into the meeting. He said that the Diversity, Equity and Inclusion Committee has been discussing a respectful speech policy.
Councilman Cloutier discussed public comment guidelines and participant responsibilities from the School Committee.
1. Please approach the podium and microphone and identify yourself by stating your name and address.
2. Please be respectful of those individuals whose views may be different from your views.
3. Any comments to the school committee that breach the privacy or other rights of students, parents or school district employees will be ruled out of order by the school committee chair and comments, which may result in an imminent threat or disrupt the orderly and fair progress of discussion will be ruled out of order by the school committee chair.
Councilman Cloutier said the fact that we're discussing public comments and making sure that the folks who are here to discuss things with their neighbors to discuss things with us are actually here to further the town versus just cause disruption or whatever. He said that he knows that we do not want to interfere with free speech, and the First Amendment but we would like folks to be respectful when we're trying to progress and make decisions for the 17,000 people that live in our town. He said we are actually here to further the town versus just cause disruption. He said that he thinks we might benefit from discussing some kind of guidelines. He said that he liked the fact that Councilwoman Conway brought up change management in DEI training for town leaders. That's something that we discussed in our budget discussions that we put into the budget specifically, so that we could make sure that the town does have adequate DEI training.
TR Rimoshytus, 1 Howard Street, discussed that those who do not pay for Zoom but they are able to log on for 40 minutes and then sign back in. He said that he believes we received a grant for $600,000 for the community center. He said that when he brings up a turf field we can’t do anything because the fields are in a flood zone but yet we are going to spend this money. Also, he said that at one time President Carroll suggested to have an after COVID party.
AGENDA ITEM #24. Public Comment (Maximum 3-minute statement)
To the public: This agenda item is for members of the public to speak regarding a topic that is not already on the agenda. Please indicate that you would like to speak by raising your hand. When you are recognized, please state your name and residency for the record.
TR Rimoshytus, 1 Howard Street, discussed that those who do not pay for Zoom but they are able to log on for 40 minutes and then sign back in. He said that he believes we received a grant for $600,000 for the community center. He said that when he brings up a turf field we can’t do anything because the fields are in a flood zone but yet we are going to spend this money. Also, he said that at one time President Carroll suggested to have an after COVID party.
AGENDA ITEM #25: Set Agenda for the Monday, November 6, 2023, at 7:00pm Town Council Meeting to be held at the Barrington Middle School in the Presentation Room 1402.
· Liquor, Victualling License Renewals (Ordinance)
· Resilience and Energy Policy Proposal for All-electric Town Buildings and Schools
· Introduction: Zoning Ordinance Amendments
· Public Hearing:
o Ordinance 2023-9 An Amendment to an Ordinance Chapter 63 Alcoholic Beverages; 63-12 License Renewals
o Ordinance 2023-10: An Amendment to an Ordinance – Chapter 179-9 No Parking (Prospect Street south of Lincoln Avenue)
· Discuss and Act: Endorsement of proposed grant project(s) – skateboard park (Mike Seward)
· A-frame signs
· Banner Program
· Community Engagement (A. Conway)
· Discuss and Act: Property Tax Relief Proposal for Longtime Barrington Taxpayers - January 8, 2024 (A. Klepper)
ADJOURN:
Motion by Vice President Humm and seconded by Councilman Cloutier to adjourn the Open Session at 10:01PM. The motion passed in favor, 5-0-0-0, President Kustell, Vice President Humm, Councilwoman Berard, Councilman Cloutier and Councilwoman Conway, no one opposed, no recusals and no abstentions.
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Meredith J. DeSisto, CMC, Barrington Town Clerk