MINUTES
EXETER TOWN COUNCIL
REGULAR MEETING
MONDAY, MAY 2, 2016
Council Member Kevin P. McGovern led Council and the Public in the Pledge of Allegiance.
The Regular Meeting of the Exeter Town Council was called to order at 7:00 p.m. on Monday, May 2, 2016, in Council Chambers, Exeter Clerk’s Office, 675 Ten Rod Road, Exeter, Rhode Island.
| Roll Call: | Raymond A. Morrissey, Jr. | Present |
| | Daniel W. Patterson | Present |
| | Kevin P. McGovern | Present |
| | Arlene B. Hicks | Present |
| | Calvin A. Ellis | Present |
| Also Present: | James P. Marusak, Esq., Town Solicitor; |
| | Kenneth G. Findlay, Council Assistant; and |
| | Lynn M. Hawkins, Town Clerk |
Frank Maher: Regarding the Transfer Station, Mr. Maher is concerned about the proposed increase in transfer station sticker fees, to two times what they are presently. The Town Charter stipulates that the Transfer Station will be self-sufficient. The proposed increases come about because of this year’s proposed zero budget for the Transfer Station. Mr. Maher requested Council to review the proposed fee changes and budget closely. Regarding the leasing of the land the Transfer Station sits on, Mr. Maher indicated that the Town of West Greenwich owns the property its transfer station sits on; therefore, it is more affordable for West Greenwich residents to dispose of their trash and recycles. Mr. Maher understands that there were discussions with the transfer station property owner to buy the property and appealed to Council to pursue that possibility once again.
Bryan Schroeder: Regarding his communication, No. 3, Mr. Schroeder stated that he lives on Sunderland Road directly across from the Nature Conservancy parking area, which is problematic in that there is parking there at night and misuse of the property. Mr. Schroeder has contacted Town Sergeant Richard Brown and the State Police. Sergeant Brown has been driving by the property regularly. Mr. Schroeder requests that signage be put up indicating no parking between dusk and dawn, that the zoning be reviewed, and that the parking lot be moved from its present location in a residential area to Route 102, a more public location, possibly by the fire house. Mr. Schroeder has addressed several situations himself. The problems inhibit him from the use of his property. He will not allow his daughter to walk the dog while a man, for example, is sitting drinking in his vehicle in the parking lot. Mr. Patterson will remove Mr. Schroeder’s communication.
A. EXETER DOG LICENSING: DUE ANNUALLY; APRIL 1 – JUNE 1, $6.00; AFTER JUNE 1, $6.00 PER LICENSE PLUS $25.00 LATE FEE PER LICENSE; CAN BE OBTAINED AT EXETER ANIMAL SHELTER OR EXETER TOWN CLERK’S OFFICE:
Mr. Morrissey reminded dog owners to license their dogs and to renew their dogs’ licenses.
B. TOMAQUAG MUSEUM: RECIPIENT OF THE 2016 NATIONAL MEDAL FOR MUSEUM AND LIBRARY SERVICE: Mr. Morrissey acknowledged the award, congratulated the museum, and commended Lauren Spears and her staff on winning the award. The museum is a special place and deserving of the award.
MOTION made by Mr. Patterson to approve the Agenda Order; seconded by Mr. Ellis.
Discussion: Town Planner Ashley Hahn will not be able to join the meeting until 8:00 p.m. If Council reaches the CDBG public hearing before Ms. Hahn arrives, the public hearing will be delayed until Ms. Hahn is in attendance.
Back to the Motion: Voted unanimously in the affirmative.
A. REYNOLDS CHARITABLE TRUST: There were two vouchers (May Communication No. 2).
B. REPORTS:
1. TREASURER’S REPORT: Maria Lawler
2. TOWN CLERK’S REPORT: Lynn M. Hawkins
3. TAX COLLECTOR’S REPORT: Kimberly A. Robitaille
4. TAX ASSESSOR’S REPORT: Penny B. Robertson
5. DEPARTMENT OF PUBLIC WORKS REPORT: Director of Public Works, Stephen P. Mattscheck
6. IT REPORT: Director of NK/Exeter IT, Michael Forlingieri
7. TOWN PLANNER’S REPORT: Ashley Hahn
8. DEPARTMENT OF PUBLIC WELFARE: Director of Public Welfare, Christine Heart Skaggs
9. EMERGENCY MANAGEMENT REPORT: Director of Emergency Management, E. Stefan Coutoulakis
10. ANIMAL CONTROL REPORT: Director, Stephen P. Mattscheck
11. PROBATE REPORT: Probate Clerk, Lynn M. Hawkins
There were no reports removed.
C. COMMUNICATIONS: Mr. Ellis removed Nos. 26, 28, and 40. Mr. McGovern removed Nos. 2, 3, 8, 19, 23, 24, 25, 29, 30, 31, 34, 35, and 36.
D. SCHEDULE OF MAY MEETINGS AND EVENTS: The Meeting Schedule was not removed.
E. APPROVAL OF MINUTES:
1. REGULAR COUNCIL MEETING, APRIL 7, 2016
2. REGULAR COUNCIL MEETING, EXECUTIVE SESSION, APRIL 7, 2016
3. SPECIAL COUNCIL MEETING, APRIL 19, 2016
There were no minutes ready for approval. They will be ready for approval at Council’s Special Meeting scheduled for May 11, 2016.
MOTION made by Mr. Morrissey to approve the Consent Agenda as amended; seconded by Mr. Patterson; and voted unanimously in the affirmative.
A. VACANCIES:
1. Personnel Board Members (Inactive)
2. Conservation Commission (Inactive)
3. Economic Development Commission (Inactive)
There has been one letter of interest received for the Conservation Commission. Seven members are needed. There have been no letters of interest received for the Personnel Board or the Economic Development Commission. These vacancies will continue to post.
B. RESIGNATIONS: There were no resignations to consider.
C. APPOINTMENTS:
1. Exeter Juvenile Hearing Board Member (ensuing term expiring March 2019): There have been no letters of interest received.
MOTION made by Mr. Patterson to continue to post; seconded by Ms. Hicks; and voted unanimously in the affirmative.
2. Transfer Station Attendant: There are three letters of interest (Communication Nos. 19, 25, and 36). Council has Public Works Director Stephen Mattscheck’s recommendation.
MOTION made by Ms. Hicks to appoint John Daley as Transfer Station Attendant; seconded by Mr. McGovern.
Discussion: Ms. Hicks noted that Mr. Daley is Mr. Mattscheck’s recommendation.
Back to the Motion: Voted unanimously in the affirmative.
3. Public Works Worker: There are six letters of interest (Communication Nos. 23, 24, 30, 31, 34, and 35). Council has Public Works Director Stephen Mattscheck’s recommendation. Because his son is an applicant, Mr. Morrissey recused himself from this agenda item and left Council table and the room. Vice President Patterson presided.
MOTION made by Ms. Hicks to appoint Kyle Lewis as Public Works Worker; seconded by Mr. Ellis.
Discussion: Ms. Hicks noted that Mr. Lewis was previously employed by the Town and was an excellent employee. Mr. Patterson noted that Mr. Lewis was his choice. Mr. Lewis had to leave his previous employment with the Town due to personal matters.
Back to the Motion: Voted unanimously in the affirmative.
Mr. Morrissey returned to Council table and resumed presiding over the meeting.
D. EXPIRING TERMS:
1. J. Michael Abbott, Planning Board Member (term expiring July 2016):
MOTION made by Mr. Ellis to post the expiring term in the typical way and to write to Mr. Abbott to inquire whether he wishes to be reappointed; seconded by Mr. McGovern; and voted unanimously in the affirmative.
2. Richard Quattromani, Zoning Board Member (term expiring July 2016):
MOTION made by Mr. Ellis to post the expiring term in the typical way and to write to Mr. Quattromani to inquire whether he wishes to be reappointed; seconded by Mr. McGovern; and voted unanimously in the affirmative.
A. CLASS 2 KENNEL LICENSE APPLICATION: KATHLEEN PERKINS, OWNER/APPLICANT, 2572 TEN ROD ROAD, EXETER, RHODE ISLAND, PLAT 28/BLOCK 3/LOT 6:
Director of Public Works Stephen Mattscheck is out of the country on vacation.
Council would prefer his presence when addressing this matter.
MOTION made by Mr. Ellis to continue Agenda Item 8A to the Regular Meeting of June 6, 2016; seconded by Mr. Morrissey; and voted unanimously in the affirmative.
B. FY 2016 COMMUNITY DEVELOPMENT BLOCK GRANT (“CDBG”) APPLICATION: Town Planner Ashley Hahn will not be able to join the meeting until 8:00 p.m. Council moved to New Business and will return to this agenda item upon Ms. Hahn’s arrival.
In mid-stream of Agenda Item 10I, Council returned to Agenda Item 8B.
MOTION made by Mr. McGovern to open the Public Hearing; seconded by Mr. Morrissey; and voted unanimously in the affirmative.
Town Planner Ashley Hahn reported that the Planning Board has reviewed the applications and made its recommendation to Council. The list is similar to last year as to priority and ranking. Last year, no money was received. It is likely that no money will be received this year. The State is told by HUD that the agencies are requesting money from multiple towns. The agencies on the list do not have addresses in Exeter; however, they serve Exeter residents. The State no longer wants to see six applications from Welcome House, six applications from the Warm Shelter, et cetera. It wants one application, for example, from the Warm Shelter, for the services provided. Each of the communities that receives services from Warm Shelter should authorize their cap to be reduced by whatever amount of money they are requesting and the money should be funneled through whichever town the actual, physical address is in; that is, Council will sign a resolution to reduce its cap and will give it to, for example, Westerly for Warm Shelter who has an address there.
Geri Manning, a representative from Cornerstone Adult Services, a member of St. Elizabeth Community, was present. Cornerstone provides adult day programming to over 361 elders and adults with disabilities throughout the State, which is rewarding to Cornerstone’s employees and appreciated by the families. Cornerstone has applied to fifteen communities for community development block grant funds. As a recipient last year, Cornerstone did not receive any funds. It was very hard. The year before, Cornerstone received $60,000.00. The State had overallocated their public service funds. It is supposed to make it up this year. Cornerstone has five centers in the State. At the time of the application, Cornerstone had three Exeter residents being served. Ms. Manning thanked Council for their support.
MOTION made by Mr. McGovern to close the Public Hearing; seconded by Mr. Morrissey; and voted unanimously in the affirmative.
MOTION made by Mr. Ellis to approve the FY 2016 Community Development Block Grant (“CDBG”) Application as presented; seconded by Mr. McGovern; and voted unanimously in the affirmative.
Council returned to Agenda Item 10I and continued with the agenda order.
A. PERSONNEL ISSUES/LABOR NEGOTIATIONS: There were no Personnel Issues/Labor Negotiations to discuss or address.
B. INTRODUCTION, CONSIDERATION, AND POSSIBLE ACTION: RHODE ISLAND DEPARTMENT OF TRANSPORTATION: BRIDGE END TREATMENT PROJECT – CONTRACT 1 (HSIP SYSTEMIC IMPROVEMENTS): Council does not have a recommendation from Director of Public Works Stephen Mattscheck. The Clerk reported that Mr. Mattscheck was waiting for an updated plan from the DOT regarding the bridge end treatments. Despite several calls, the update was not received in time for this evening.
MOTION made by Mr. Patterson to continue Agenda Item 9B to the Regular Meeting of June 6, 2016; seconded by Mr. McGovern; and voted unanimously in the affirmative.
C. INTRODUCTION, CONSIDERATION, AND POSSIBLE ACTION: PRISM AGREEMENT, PHASE 2: PRISM reports that the Town of Exeter has one eligible streetlight, which is located on Route 102 at the Clerk’s Office, and calculates that the Town is being overcharged $151.00 per year for that streetlight. If the agreement is entered into, there will be no charge to the Town. Mr. Ellis urged Council to enter into Phase 2 of the program because it will help many communities save on their electricity bills as well as Exeter and because it is a project of the Washington Community Regional Planning Council which the Town supports through its membership. Attorney Marusak has reviewed the agreement and approves it as to form.
MOTION made by Ms. Hicks to proceed with Phase 2 of the PRISM project; seconded by Mr. McGovern; and voted unanimously in the affirmative.
D. INTRODUCTION, CONSIDERATION, AND POSSIBLE ACTION: RESOLUTION IN SUPPORT OF BUDGET ARTICLE 15 (RELATING TO MUNICIPALITIES) OF THE GOVERNOR’S FY 2017 BUDGET:
MOTION made by Ms. Hicks to pass Resolution in Support of Budget Article 15 (Relating to Municipalities) of the Governor’s FY 2017 Budget; seconded by Mr. Morrissey.
Discussion: Mr. Ellis thanked Tax Assessor Penny Robertson for reviewing the resolution brought to Council’s attention by the Town of Narragansett and making appropriate changes with respect to Exeter. The resolution supports revaluations being done every five years as opposed to the current three years, which will result in a savings of time and money.
Back to the Motion: Voted unanimously in the affirmative.
E. OLD YAWGOO SCHOOL ROAD EXTENSION: APPROVAL OF ADDITION OF 160 FEET TO EXISTING MAINTAINED PORTION OF THE ROAD: Council has Director of Public Works Stephen Mattscheck’s approval. The property owner, who was born and raised in Exeter, is moving back to Town and has brought the road to gravel standard.
MOTION made by Mr. Patterson to approve the addition of 160 feet to the existing maintained portion of Old Yawgoo School Road; seconded by Mr. Morrissey.
Discussion: Ms. Hicks noted that Council does not have paperwork regarding this agenda item. Mr. Patterson has visited the location and indicated that the property owner has completed the Town’s requirements in order to build on the property.
Back to the Motion: Voted unanimously in the affirmative.
F. INTRODUCTION, CONSIDERATION, AND POSSIBLE ACTION: PROPOSED AMENDMENTS TO EXETER CODE OF ORDINANCES: CHAPTER 34, SOLID WASTE; ARTICLE II, COLLECTION AND DISPOSAL; DIVISION 2, TRANSFER STATION; SUBDIVISION V, USER FEES; SECTION 34-153, PERMITS, AND SECTION 34-154 (14-17), BULKY WASTE, RESTRICTED ITEMS, HARD TO DISPOSE ITEMS:
MOTION made by Ms. Hicks to move Agenda Item 9F to public hearing; seconded by Mr. McGovern.
Discussion: Mr. Patterson suggested moving Agenda Item 9F to Council’s Regular Meeting of July 5, 2016, for public hearing following the Financial Town Meeting on June 14, 2016.
Mr. Ellis suggested holding the public hearing at Council’s Regular Meeting of June 6, 2016, but continuing it to the July meeting pending the outcome of the Financial Town Meeting. There is opposition to increasing the fees. According to the Town Charter the transfer station is to be self-supported; i.e., not subsidized with tax money. Whether the taxpayers at the Financial Town Meeting vote to continue subsidizing the transfer station remains to be seen. If they do, the fees may not need to be increased or increased as much as proposed and whether a Charter violation exists will have to be addressed. With respect to the Town of West Greenwich’s lower sticker fees, Mr. Ellis noted that the Town of West Greenwich subsidizes its transfer station with $150,000.00 tax money. Mr. Mattscheck has proposed a zero budget for the transfer station in light of the school’s significant increase this year. Holding the public hearing at the June meeting will inform the voters regarding the proposal and the fee increases prior to going to the Financial Town Meeting.
Mr. Morrissey noted that doubling the transfer station fees is still half the cost of a private hauler per year. Mr. McGovern supported holding the public hearing at the June meeting and continuing it to the July meeting for a vote. The public will be able to ask questions and will know what the numbers are and how it will affect the bottom line before they go to the Financial Town Meeting.
MOTION made by Mr. McGovern to amend Ms. Hicks’ motion to include that the public hearing regarding Agenda Item No. 9F be moved to Council’s Regular Meeting of June 6, 2016; seconded by Mr. Morrissey; and voted as follows:
| Raymond A. Morrissey, Jr. | Yes |
| Daniel W. Patterson | No |
| Kevin P. McGovern | Yes |
| Arlene B. Hicks | Yes |
| Calvin A. Ellis | Yes |
| | |
| Motion passes. | |
Back to the original motion as amended: Voted as follows:
| Raymond A. Morrissey, Jr. | Yes |
| Daniel W. Patterson | No |
| Kevin P. McGovern | Yes |
| Arlene B. Hicks | Yes |
| Calvin A. Ellis | Yes |
| | |
| Motion passes. | |
With respect to this matter, Frank Maher indicated that he has spoken at the last three Council meetings. The fact that the Town of West Greenwich subsidizes its transfer station with $150,000.00 tax money is true. West Greenwich, however, owns the property its transfer station sits on. The Town of Exeter leases the property its transfer station sits on. Mr. Maher hopes that Council will discuss the lease at the public hearing.
A. HISTORIC PRESERVATION/HISTORIC CEMETERIES: Mr. Morrissey and Mr. Ellis were invited to participate in the recent Thirty-first Annual Historic Preservation Conference which showcased the Towns of North Kingstown and Exeter this year. Five hundred persons were in attendance. The history and historic locations in both towns were highlighted. Mr. Morrissey participated in the opening ceremonies in Wickford. Mr. Ellis narrated on a bus tour through Exeter, stopping at Chestnut Hill, Locust Valley Farm, and the Tomaquag Museum.
B. IT SERVICE CONTRACT WITH NORTH KINGSTOWN: This agenda item will be discussed at a future work session.
C. GARDNER ROAD SOUTH: ROAD CONSTRUCTION: Mr. Morrissey and Director of Public Works Stephen Mattscheck recently met with the Richmond Town Council President, Director of Public Works, and Town Administrator at the site. The boundary for the two towns is the center line of the road. Regarding the maintained portion of the road, Mr. Morrissey and Mr. Mattscheck were seeking Richmond’s commitment to doing their share of the work and paying their share of the expenses. The Richmond Town Council President was accommodating and committed to putting the costs into the budget. If Richmond pays their share, Exeter will save approximately $32,000.00, which could then be put towards improving the unmaintained portion of the road.
With respect to Communication No. 29, a public records request from the Gardiner Road Improvement Study Committee, the Clerk indicated that she has responded to the Committee requesting 20 days additional time to respond in order to acquire the records from Director of Public Works Stephen Mattscheck who is presently out of the country on vacation.
D. CHARTER AMENDMENTS: This agenda item will be discussed at a future work session.
E. PROPOSED AMENDMENT TO EXETER CODE OF ORDINANCES:
CHAPTER 2, ADMINISTRATION, ARTICLE VIII, EXETER RURAL LAND PRESERVATION TRUST: Mr. McGovern is working with Attorney Marusak and Town Planner Ashley Hahn to revise the amendment.
MOTION made by Mr. Ellis to move Agenda Item 10E to Council’s Regular Meeting of June 6, 2016; seconded by Ms. Hicks; and voted unanimously in the affirmative.
F. RHODE ISLAND GENERAL LAWS CHAPTER 44-3-21: RENEWABLE ENERGY SYSTEMS – EXEMPTIONS: The proposed legislation was introduced and referred to the Finance Committee in March. There is no hearing date. The legislation will authorize the Town of Exeter to enter into tax stabilization agreements, including agreements for payments in lieu of taxes with respect to renewable energy facilities.
G. REQUEST OF EMERGENCY MANAGEMENT DIRECTOR, E. STEFAN COUTOULAKIS: APPROVAL OF MEMORANDUM OF UNDERSTANDING:
Mr. Coutoulakis continues to work on the memorandum of understanding.
H. AWARDING OF BID OR REJECTION OF ALL BIDS: EXETER COMPREHENSIVE COMMUNITY PLAN UPDATE:
MOTION made by Mr. Ellis to reject the two bids received; seconded by Ms. Hicks.
Discussion: Mr. Ellis noted that one bid was received from Town Planner Ashley Hahn. Questions arose whether the bid could be awarded to her. An ethics opinion was obtained. The Ethics Commission found that because Ms. Hahn had worked with the Planning Board on the specifications for the bids, a conflict of interest existed; therefore, the bid could not be awarded to Ms. Hahn. Mr. Ellis suggested that the bids be rejected only if Council wished to consider action on Agenda Item 10I; if Council does not wish to consider action with respect to Agenda Item 10I, the motion should be defeated. Mr. Patterson requested that the motion be withdrawn and that this matter be continued to Council’s Regular Meeting of June 6, 2016. Since Council put a figure in the capital budget for the plan update, Mr. Ellis felt this matter should be moved forward. Mr. McGovern noted that waiting until the Regular Meeting of June 6, 2016, will hold up the Planning Board and the Planner from working on the update and the $6,000.00 presently in the budget will revert back to the General Fund. With Council having proposed completion of the project in three years at $36,000.00, Mr. Morrissey would like to see a commitment. Though he believes Ms. Hahn is very capable of updating the plan, being an employee, she could move on at any time. Hiring a contractor, such as the other bidder, Horsley Witten Group, Mr. Morrissey felt was a safer risk in that they would be contracted. Mr. McGovern, playing devil’s advocate, noted that Horsley Witten may not provide a good product and could close before completing the project. Though he understood Mr. Morrissey’s concerns, Mr. Ellis echoed Kevin’s thoughts. The risk is the same. Mr. Ellis noted that the Planning Board recommended Ms. Hahn updating the plan because she is coming to know the Town and can address some of the local issues. Mr. McGovern noted that paying Horsley Witten would be paying large sums up front, where Ms. Hahn will be paid as she does the work; that is, if Horsley Witten closes, the Town loses the payment, and if Ms. Hahn moves on to other employment, the Town loses only the payments to the point of the work she has done.
Back to the Motion: Voted as follows:
| Raymond A. Morrissey, Jr. | Yes |
| Daniel W. Patterson | Yes |
| Kevin P. McGovern | Yes |
| Arlene B. Hicks | Yes |
| Calvin A. Ellis | Yes |
| | |
| Motion passes. | |
I. TOWN PLANNER: EXPANSION OF JOB DESCRIPTION DUTIES TO INCLUDE PERFORMANCE OF PROFESSIONAL PLANNING SERVICES RELATED TO UPDATING THE TOWN OF EXETER COMMUNITY COMPREHENSIVE PLAN 2009, AS AMENDED:
MOTION made by Mr. Patterson to continue Agenda Item 10I to Council’s Regular Meeting of June 6, 2016; seconded by Mr. Morrissey.
Discussion: Ms. Hicks inquired why Mr. Patterson wished to continue the matter to June, noting that the end of the fiscal year is close and the process is already behind. Mr. McGovern inquired whether there is specific language to use to expand the Town Planner’s job description and to include a stipend. Mr. Patterson stated that Council would need to know the number of additional hours per week. Ms. Hicks suggested discussing this agenda item with Ms. Hahn when she arrives to the meeting.
Mr. Patterson withdrew his motion. Mr. Morrissey withdrew his second. Mr. Ellis indicated that the language should indicate that in addition to the Planner’s current responsibilities she perform professional planning services related to “rewriting” (rather than “updating”) the comprehensive plan.
Ms. Hahn arrived to the meeting.
Mr. Ellis suggested that the language should also stipulate a supplemental salary of $1000.00 per month. Ms. Hahn was not hired to do extra work. Council is asking her to do extra work and she should be compensated. Attorney Marusak noted that Labor Attorney Vincent Ragosta indicated that the compensation should be referred to as a stipend and not a supplemental salary stipend so there is no confusion as to whether or not there is an expansion of hours and the part-time status of the planner is maintained. Mr. Ellis informed Ms. Hahn that Council has rejected the bids regarding updating of the comprehensive plan.
MOTION made by Mr. McGovern that the Town Planner shall receive a stipend of $90.00 per hour to rewrite the Town of Exeter’s Comprehensive Plan and such an amount shall not exceed $12,690.00 per annum; seconded by Mr. Ellis.
Discussion: Mr. Morrissey inquired whether once the three years is done, can the plan be maintained? Can it be updated so that it does not have to go out to bid again and the Town does not have to pay again to update it? Ms. Hahn answered in the affirmative.
Mr. Patterson inquired whether in seven years the Town will have to start over again. Ms. Hahn answered, “No, not necessarily.” Mr. Patterson noted that the plan was adopted in 2009 and now the process is starting over again. Ms. Hahn indicated that though the plan was approved by the State in 2009, it was written in the 1990s. Mr. Patterson stated that he worked on the comprehensive plan with the Planning Board when he was a member from 2006 to 2008.
Ms. Hahn indicated that much of the language in the plan is outdated. The nine elements of the plan may or may not need updating. A majority of the content, some of the basic language, is not going to change. The foundation of the circulation element is not going to change. “History cannot change. It is what it is.” The Town is not building “miles and miles of new roads.” That element will stay essentially the same. Sections of the plan that set the groundwork, for the most part, will remain the same. Facts and figures, new census data, et cetera, will have to be updated. GIS information and laws passed within the last few years with respect to new elements will need to be included. The goals and policies will have to be rewritten. A report to the State will have to be made showing the headway made on the plan and what is left to be done. The situation the Town finds itself in now with respect to the plan is unique. Ms. Hahn does not see the Town finding itself in this situation going forward. The plan can be updated and maintained following this update with minimal effort. The State is mandating conformance by June of 2016; however, there is a bill extending that deadline to
June of 2017.
Mr. Ellis inquired whether once the plan is updated and the State approves it, can it be changed going forward as needed? Ms. Hahn answered in the affirmative, that it does not have to be a whole rewrite, that it can be a revision, that it is doable.
Attorney Marusak indicated that procedurally, Mr. McGovern’s motion was a payment mechanism, payment of a stipend for the services Council is discussing. First, Council should first vote to approve the expansion of the description of the office of town planner’s duties to include the performance of the professional planning services related to updating the Town of Exeter’s community comprehensive plan. By doing so, Council avoids issues of conflict of interest and does not create a situation of carving something out for one particular person. Then, Council should vote on the funding mechanism. Mr. McGovern withdrew his motion. Mr. Ellis withdrew his second.
Noting that there was a guest waiting with respect to Agenda item 8B, which was delayed for Ms. Hahn’s appearance, Ms. Hicks suggested that Council put Agenda Item 10I on hold, address the public hearing (Agenda Item 8B), and then return to Agenda Item 10I. Council moved to Agenda Item 8B.
Having closed the public hearing with respect to Agenda Item 8B, Council resumed with Agenda Item 10I and continued with the agenda order.
MOTION made by Mr. McGovern that in addition to existing job duties, the Town Planner shall be required to perform the professional planning services related to rewriting and updating the Town of Exeter’s Comprehensive Plan; seconded byMs. Hicks; and voted unanimously in the affirmative.
MOTION made by Mr. McGovern that the Town Planner shall receive a stipend of $90.00 per hour to rewrite the Town of Exeter’s Comprehensive Plan and such an amount shall not exceed $12,690.00 per annum; seconded by Mr. Patterson.
Discussion: Mr. Ellis wished to amend the motion to include that a quarterly status be submitted as to the progress of the update so that Council knows the project is moving forward. Mr. McGovern accepted the amendment. Ms. Hicks noted that $12,000.00 was budgeted. Mr. McGovern amended his motion to change the number to $12,000.00.
Vote on the amendments as follows:
| Raymond A. Morrissey, Jr. | Yes |
| Daniel W. Patterson | Yes |
| Kevin P. McGovern | Yes |
| Arlene B. Hicks | Yes |
| Calvin A. Ellis | Yes |
| | |
| Motion passes. | |
Going back to Mr. Morrissey’s comments about a company doing the work, Mr. McGovern stated that if Ms. Hahn leaves, the Town is not out the full money, just what has been spent, and then the new planner can pick up the project where Ms. Hahn left off. If the Town hired a company to update the plan and it folded before the project was done, the project would have to go out to bid again, the company awarded the bid would start from scratch, and the money paid to the first company would be lost.
Vote on full motion as follows:
| Raymond A. Morrissey, Jr. | Yes |
| Daniel W. Patterson | Yes |
| Kevin P. McGovern | Yes |
| Arlene B. Hicks | Yes |
| Calvin A. Ellis | Yes |
| | |
| Motion passes. | |
A. PUBLIC WORKS DEPARTMENT LIAISON’S REPORT: Town Council President, Raymond A. Morrissey, Jr.: Mr. Morrissey reported that 75% of road sweeping is completed and 50% of the catch basins have been cleaned.
B. TRANSFER STATION LIAISON’S REPORT: Town Council President, Raymond A. Morrissey, Jr.: Mr. Morrissey reported that disposal of mattresses and box springs at the transfer station is now free.
C. ANIMAL CONTROL LIAISON’S REPORT: Town Council President, Raymond A. Morrissey, Jr.: Mr. Morrissey reminded the public to license their dogs.
D. PUBLIC SAFETY/DISASTER PREPAREDNESS COMMITTEE/TOWN SERGEANT/TOWN CONSTABLE LIAISON’S REPORT: Town Council Vice President, Daniel W. Patterson: Mr. Patterson reported that all is quiet in emergency preparedness.
E. TAX ASSESSOR’S OFFICE LIAISON’S REPORT: Town Council Member, Kevin P. McGovern: Mr. McGovern reported that Tax Assessor Penny Robertson is in the process of finalizing the real estate, motor vehicle, and tangible property values and updating the GIS for 2016.
F. TAX COLLECTOR’S OFFICE LIAISON’S REPORT: Town Council Member, Kevin P. McGovern: Mr. McGovern reported that: 1) total collections for the month of April were $329,278.71; 2) there are four properties up for tax sale; and 3) delinquencies have been reported to Rossi Law in the amount of $80,829.12. Mr. Ellis spoke to Tax Collector Kimberly Robitaille this morning. She had just removed one of the properties and expected to be removing another by end of day.
G. EXETER-WEST GREENWICH SCHOOL DISTRICT LIAISON’S REPORT: Town Council Member, Arlene B. Hicks: Ms. Hicks reported that: 1) three pieces of legislation have been introduced regarding Exeter-West Greenwich Charter changes, the reinstatement and freezing of the regionalization bonus, and the educating of children placed at Bradley Hospital and Exeter House; 2) contracts for the Teachers’ union and the Council 94 employees have been ratified; 3) State testing is underway, 95% participation is expected; 4) this week is Teacher Appreciation Week; 5) May 26 is Honors Night, 6:30 p.m., at the Junior/Senior High School Auditorium; 6) May 27 is Senior Project Presentations and Prom Night; 7) June 6 is Graduation rehearsal; and 8) June 11 is Graduation at the URI Ryan Center.
H. EXETER PUBLIC LIBRARY LIAISON’S REPORT: Town Council Member, Arlene B. Hicks: Ms. Hicks did not have a report from Director Amy Neilson but reported that the Library is always busy when she visits. Diane Allen, Library Board of Directors Member, reported that the Library held a successful Craft Fair fundraiser this past Saturday, April 30, 2016.
I. EXETER JOB CORPS ACADEMY LIAISON’S REPORT: Town Council Member, Calvin A. Ellis: Mr. Ellis reported that: 1) the Center remains at No. 1 out of 127 centers across the country; 2) Federal government funding has capped the center at 125 students. The facility is at that cap and trying to increase to 185. The facility can accommodate 200; 3) job shadowing opportunities are increasing; 4) Electric Boat continues to hire welders from the center’s welding program; 5) Russell Morin Catering is hiring from the center’s culinary arts program; 6) recently, the culinary students placed second and fourth in a statewide Pro Start Competition; and 7) the culinary students participated Eat Drink RI at the Convention Center with desserts.
J. WASHINGTON COUNTY REGIONAL PLANNING COUNCIL REPRESENTATIVE’S REPORT: Town Council Member, Calvin A. Ellis: Mr. Ellis had no report. The next meeting is scheduled for Wednesday, May 11, 2016.
K. TOWN COUNCIL ASSISTANT’S REPORT: Town Council Assistant, Kenneth G. Findlay: Mr. Findlay reported that Council will meet in work session on Monday, May 9, 2016, to finalize the budget for presentation at the public hearing on Wednesday, May 11, 2016.
L. SOLICITOR’S REPORT: James P. Marusak, Esquire, Gidley Sarli & Marusak:
Attorney Marusak had nothing new to report.
A. BILL SHEET:
MOTION made by Mr. Morrissey to approve Bill Sheet dated April 29, 2016; seconded by Mr. McGovern; and voted unanimously in the affirmative.
B. TAX ASSESSOR’S ABATEMENTS:
MOTION made by Mr. McGovern to approve Tax Assessor’s Abatements in the amount of $1,757.25; seconded by Ms. Hicks; and voted unanimously in the affirmative.
C. TAX COLLECTOR’S REMITTANCES AND ABATEMENTS:
MOTION made by Mr. McGovern to approve Tax Collector’s Remittances in the amount of $76.36; seconded by Mr. Patterson; and voted unanimously in the affirmative.
There were no abatements.
Transfer Station Lease: Mr. Morrissey suggested authorizing Mr. Findlay to contact Jason Whitford to start dialogue regarding the lease and possible purchase.
MOTION made by Mr. Morrissey to authorize Council Assistant Kenneth Findlay to contact Jason Whitford regarding the transfer station lease and possible purchase; seconded by Mr. McGovern.
Discussion: Mr. Ellis noted that when Mr. Findlay contacts Mr. Whitford, he should first discuss renewal of the lease, then indicate that Council is willing to continue discussions of purchase. Mr. Findlay inquired whether he should report back in Executive Session going forward. Attorney Marusak answered in the affirmative.
Back to the Motion: Voted unanimously in the affirmative.
No. 2. 04/06/2016 Letter from Paul A. Ward, Jr., Chair, Reynolds Trust Committee requesting approval of voucher recommendation: Addressed previously this evening.
No. 3. 04/06/2016 Letter from Bryan Schroeder regarding Nature Conservancy land known as Cuttyhunk Brook Preserve: Mr. McGovern noted that Council has received a response from State Director Terry Sullivan of the Nature Conservancy to Mr. Schroeder’s communication. The Nature Conservancy will post signs that the parking area is open only sunrise to sunset, that trespassers will be perosecuted, and will reach out to the State Police to file a formal complaint and for enforcement assistance. If problems persist, Cheryl Wiitala at the Nature Conservancy, (401) 662-1294, should be contacted. With respect to whether having the parking lot where it is is a zoning issue, Mr. McGovern reported that Zoning Inspector Hal Morgan indicates it is not. Council has no jurisdiction over where the Nature Conservancy puts its parking lots on its property.
The Schroeders have been in contact with Ms. Wiitala for the past two years, reporting such things as drinking, abandoned cars, campfires, trash deposits, and sleepovers and have made formal complaints to the State Police. After speaking with Mr. Sullivan, Ms. Schroeder now believes Ms. Wiitala never reported Ms. Schroeder’s reports. Mr. Sullivan has indicated that if the new signage does not resolve the issue, he will temporarily close the lot. Moving the lot would be costly. The Nature Conservancy is trying to resolve the issues in a more affordable way.
Ms. Hicks noted that it appears the Nature Conservancy has taken the Schroeder’s communication seriously and is making a good faith effort to rectify the issues.
Mr. Schroeder states that the issues have been going on for years. He has gone to the lot telling people they cannot be there. There are residents, young girls, living in the area, with men and young men sitting across the street drinking and doing drugs. Mr. Schroeder cannot let his daughter go near street because he does not know the state of the people in the parking lot. Somebody could get hurt. The issues increase in the summer. Recently, at 11:30 p.m., Mr. Schroeder found a man sleeping in his truck. He could not wake him. The next morning, Mrs. Schroeder was walking the dog. The man got out of the truck and urinated in front of her. The next night the man returned. The Schroeders contacted the State Police. After they interrogated the man and checked the truck, he was let go. Half an hour later, there was a vehicle in front of the house spinning its wheels. Could it have been a message?
Mr. Morrissey requested the Schroeder’s to keep Council apprised of the situation.
Mr. Ellis asked Mr. Schroeder not to go over to the lot. It could be unsafe.
MOTION made by Mr. Ellis to write to State Director Terry Sullivan of the Nature Conservancy indicating that Council addressed the issue at its Council meeting, that the Schroeders were present, that Council is genuinely concerned for public safety, that Council urges him to move forward on the steps that he has outlined, and that Council would like to know that the neighborhood is safer than it has been; seconded by Mr. McGovern.
Discussion: Ms. Hicks suggested that the Schroeders be copied on the letter. Mr. Ellis indicated that Council supports the Schroeders concerns, which are real and valid. Mr. Schroeder does not believe his movements should be restricted and impacted by something going on someone else’s property.
Back to the Motion: Voted unanimously in the affirmative.
No. 8. 04/06/2016 From Town Council, Town of Burrillville: Resolution in Support of Legislation Restoring Funding for the State Aid to Libraries to the Full 25 Percent: The Clerk, per Council’s direction, drafted a letter to the Governor, indicating that the Town fully supports restoring funding State aid to libraries at the 25 percent level.
MOTION made by Ms. Hicks to send the letter drafted by the Clerk to the Governor; seconded by Mr. McGovern.
Discussion: Mr. Ellis thanked the Clerk for drafting the well written letter and having it ready for Council’s consideration.
Back to the Motion: Voted unanimously in the affirmative.
No. 19. 04/12/2016 Letter of interest from John Daley regarding vacant position of Transfer Station Attendant: Addressed previously this evening.
No. 23. 04/19/2016 Letter of interest from Kyle Lewis regarding vacant position of Public Works Worker: Addressed previously this evening.
No. 24. 04/19/2016 Letter of interest from Kevin Michael Kilty regarding vacant position of Public Works Worker: Addressed previously this evening.
No. 25. 04/20/2016 Letter of interest from Richard A. Smith regarding vacant position of Transfer Station Attendant: Addressed previously this evening.
No. 26. 04/20/2016 Letter of concern from Shirley Brown regarding traffic and police presence: Mr. Ellis removed the communication because it speaks to the very old issue of police presence in the Town. Mr. Patterson noted that speeding on Mail Road has always been a problem and that though the State Police recently pulled two troopers assigned to the Town, State cruisers are still in town.
No. 28. 04/25/2016 Letter from Rhode Island Department of Transportation regarding Bridge End Treatment Project Agreement and Contract: Addressed previously this evening.
No. 29. 04/25/2016 Letter from Josh Comerford, Gardiner Road Improvement Study Committee, regarding Gardiner Road improvements: Addressed previously this evening.
No. 30. 04/25/2016 Letter of interest from Kenneth A. Hogan, Jr., regarding vacant position of Public Works Worker: Addressed previously this evening.
No. 31. 04/25/2016 Letter of interest from Jeffrey B. Caldwell regarding vacant position of Public Works Worker: Addressed previously this evening.
No. 34. 04/25/2016 Letter of interest from Jonathan Morrissey regarding vacant position of Public Works Worker: Addressed previously this evening.
No. 35. 04/25/2016 Letter of interest from Steve Donnelly regarding vacant position of Public Works Worker: Addressed previously this evening.
No. 36. 04/25/2016 Letter of interest from Steve Donnelly regarding vacant position of Transfer Station Attendant: Addressed previously this evening.
No. 40. 04/27/2016 Letter from Planet Aid regarding host collection box located at Exeter Clerk’s Office: The Clerk reported that the Town receives a percentage of what is collected and that there is another box at Exeter Wine & Spirits whose owner donates his percentage to the Town. Last year, the percentage received was approximately $175.00. Planet Aid thanks the Town for its participation in the program.
MOTION made by Ms. Hicks to enter into Executive Session to discuss Personnel Issues/Labor Relations, pursuant to RIGL Sections 42-46-5(a)(1); seconded by Mr. Morrissey; and voted as follows:
| Raymond A. Morrissey, Jr. | Yes |
| Daniel W. Patterson | Yes |
| Kevin P. McGovern | Yes |
| Arlene B. Hicks | Yes |
| Calvin A. Ellis | Yes |
| | |
| Motion passes. | |
Council entered into Executive Session at 9:11 p.m.
Council adjourned Executive Session at 9:25 p.m. and reassembled in open session.
MOTION made by Mr. McGovern to seal the minutes of the Executive Session; seconded by Mr. Patterson; and voted unanimously in the affirmative.
MOTION made by Mr. McGovern to adjourn the meeting; seconded by Mr. Patterson; and voted unanimously in the affirmative.
The Regular Meeting was adjourned at 9:26 p.m.
The next Regular Meeting of the Exeter Town Council is scheduled for Monday, June 6, 2016, at 7:00 p.m.
Respectfully submitted,
Lynn M. Hawkins, CMC
Exeter Town Clerk
Approved: June 6, 2016