MINUTES
EXETER TOWN COUNCIL
SPECIAL MEETING
TUESDAY, MAY 26, 2020
The Special Meeting of the Exeter Town Council was called to order at 7:00 p.m., on Tuesday, May 26, 2020, via Zoom teleconference pursuant to Governor Gina Raimondo’s Executive Order No. 20-05 relaxing R.I.G.L. 42-46-5(b) and allowing Public Bodies to meet through virtual means due to the Corona Virus Pandemic. The Town Clerk instructed Council and the Public on proceeding in a virtual meeting.
Roll Call: Calvin A. Ellis Present
Francis P. DiGregorio Present
Robert M. Conn Present
Manuel Andrews Present
Daniel W. Patterson Present
Also Present: Maria Lawler, Treasurer
Kenneth G. Findlay, Council Assistant
Lynn M. Hawkins, CMC, Town Clerk
This Order, executed May 18, 2020, mirrors Governor Raimondo’s Executive Order, No. 20-32, permitting restaurants to provide outdoor dining accommodations in light of the Covid-19 Pandemic with restrictions. So far, three Exeter restaurants, Homestead Restaurant, Cornerstone Pub, and Celestial Café, pursued, met all requirements, and have obtained temporary permits from the Town.
A. PRESENTATION OF PROPOSED MUNICIPAL BUDGET AND CAPITAL PROGRAM FOR FISCAL YEAR 2020-2021 (JULY 1, 2020, TO JUNE 30, 2021); QUESTIONS AND ANSWERS; PUBLIC COMMENT:
Mr. Ellis commented: Typically, Council, together, builds a budget to present to the Public at Public Hearing. The process was started in March but halted due to Covid-19 Pandemic restrictions. As the restrictions remained in place and Council was unable to meet physically and a budget is necessary for the upcoming fiscal year, Mr. Ellis asked Treasurer Maria Lawler and Council Assistant Kenneth Findlay to draft a responsible budget, giving content the utmost due diligence, for Council’s consideration.
MOTION made by Mr. Ellis to open the Public Hearing for the presentation of a proposed municipal budget and capital program for fiscal year 2020-2021, July 1, 2020 to June 30, 2021; seconded by Mr. DiGregorio; and voted unanimously in the affirmative.
The Public Hearing was duly noticed. Copies of the budget are available on the Town Website and at the Clerk’s Office. The current State and economic situation is fluid. The State is facing a huge deficit. Included in the draft budget are figures provided by the State, which are subject to change. The school budget is under discussion. The all-day referendum for the Public to vote is set for June 30, 2020.
The proposed budget was reviewed.
Revenue: The municipal budget has been reduced by $122,175.00, thanks to due diligence, fine tuning, and sharpened pencils. The School District’s request has increased by $488,313.00, due in part to a significant reduction in State Aid. Tonight’s budget shows an increase of $366,198.00, a 2.6% increase, over last year’s budget.
Maria Lawler, Town Treasurer, commented: The Revenue proposed is a combination of department requests and the Governor’s budget proposed in March. The Department of Revenue will hold the Town to these figures, unless figures change at the State level.
Changes to the Motor Vehicle Tax Reimbursement at the State level will alter the Town’s tax bills. If the State freezes the Motor Vehicle Tax Reimbursement, the taxpayers will be charged. The General Assembly is slated to meet next week. The Town’s tangible and real estate bills will go out with motor vehicle bills following depending on what happens at the
State level.
Mr. Conn noted that the comments lead the Public to believe that the Planning Board’s budget has been reduced due to a decrease in solar permits being issued when the decrease is actually due to a decrease in applications being submitted to the Planning Board. The comments will be adjusted.
Salaries: A 2% increase has been proposed across the board for the Town’s employees, including the Collective Bargaining members. The health care costs have increased.
If an increase is not given, the employees would realize a loss in their salaries. Mr. Ellis suggested that at some point raises could be made more equitable and based on job performance and requirements. The Collective Bargaining Unit has been decreased as the Deputy Town Clerk’s position and a position on the Department of Public Works (replaced by a Superintendent of Public Works) have been removed as Union positions. The Deputy Town Clerk, being outside the Union contract, can better and more fully perform the job requirements. The Public Works Superintendent, being outside the bargaining unit, can perform managerial duties, be on site when the Public Works Director is on site elsewhere, and give the Public Works Director an opportunity for vacation.
Mr. Di Gregorio noted that last year, through actions at the Financial Town Meeting, the Town Planner was denied a raise, though she had and has served the Town excellently, working with the Town Solicitor in support of the Town’s position in the lawsuits filed against the Town by Green Development. The Town, so far, has received positive results. Therefore, the Planner has earned a reputation in the State as a top planner. Because he fears losing her,
Mr. DiGregorio made the following motion:
MOTION made by Mr. DiGregorio to increase the Town Planner’s raise from 2% to 5%; seconded by Mr. Conn.
Discussion: Instead of a $754.00 raise, the Town Planner would receive $1,084.00 for the year. Department heads last year received a 5% increase, while the Town Planner received no increase.
Back to the Motion: Voted as follows:
Calvin A. Ellis Yes
Francis P. DiGregorio Yes
Robert M. Conn Yes
Manuel Andrews Yes
Daniel W. Patterson No
Motion passes.
Last year, Mr. Conn proposed a new position, Building/Planning/Zoning Coordinator, to compensate the Clerk for those three departments for attendance at meetings, while putting in a full 35-hour week. The suggested $5,000.00 stipend for this position was defeated at last year’s Financial Town Meeting.
MOTION made by Mr. Conn to add to the budget a Building/Planning/
Zoning Coordinator with a stipend of $5,000.00; seconded by Mr. DiGregorio.
Discussion: Though he understands the nature of the motion and because the position is part
of the Collective Bargaining Unit, Mr. Ellis was unsure the motion was appropriate and suggested that Labor Attorney Vincent Ragosta, Jr., Esq., be consulted. Mr. Conn noted that Attorney Ragosta approved the suggestion last year. It was considered the same as the 911 Coordinator position. The 911 Coordinator is compensated for responsibilities outside her normal duties and does the work required outside her 35 hours. The proposed position would be the same. The Building/Planning/Zoning Clerk would work a 35-hour week and be compensated for attending evening meetings. Mr. Ellis noted that 911 duties are not part of a clerk’s duties; attending meetings is part of the Building/Planning/Zoning Clerk’s position; the Building/Planning/Zoning Clerk is part of the bargaining unit; the 911 Coordinator is not; additional compensation to the Building/Planning/Zoning Clerk would be more appropriately addressed in contract negotiations. Mr. Patterson noted that the budget is bare bones and therefore a new position should not be added this year and suggested that if the Building/Planning/Zoning Clerk needs more hours, she should be paid overtime per the Union contract and compensated as needed.
Back to the Motion: Voted as follows:
Calvin A. Ellis No
Francis P. DiGregorio Yes
Robert M. Conn Yes
Manuel Andrews No
Daniel W. Patterson No
Motion fails.
Employee Benefits: There are increases in health & dental insurance coverage. Some employees take the benefits. Some do not. In the future, discussions will take place on fair distribution of these benefits.
Department Budgets: Most are level funded. Some are reduced. If the departments do not spend their funds, the balances roll over to the general fund. Mr. Patterson noted that, though it is an election year, and a presidential election year at that, the Board of Canvassers did not request an increase as it has historically done in an election year and made the following motion:
MOTION made by Mr. Patterson to increase the Board of Canvassers’ budget from $13,100.00 to $15,500.00; seconded by Mr. Andrews; and voted unanimously in the affirmative.
Computer Support: Decreased by $36,373.00. Last year, funds were set aside for the new Tax Assessor/Tax Collector software, which is now nearing an end. As a new IT Director for Exeter, James Angi, was hired last year, funds are no longer paid to North Kingstown IT. The IT budget paid to North Kingstown has been significantly reduced thanks to Mr. Angi. Mr. Angi has been a profound asset to the Town. He is readily available, responsive, and extremely competent. Ms. Hawkins agreed whole heartedly. Mr. Angi is worth every single penny. She knows because she had to deal with North Kingstown IT. It is a relief to have an IT person who can be trusted, knows what he is doing, and has brought the Town into the 21st Century, which Ms. Hawkins tried to get North Kingstown to do for many years. No one knows better than her. Mr. Ellis agreed, remembering the many times Ms. Hawkins was totally frustrated with computer issues. He also noted that all he has heard from the staff is how pleased they are with the switch from North Kingstown IT to Mr. Angi. Mr. DiGregorio reiterated the thanks to Mr. Angi for
all he has done with the Town’s IT.
Community Services: Level funded, except for the Parade Fund.
Capital Fund: Public Works is requesting a new lawn mower and replacement of its payloader. The comment indicates for replacement of 1999 International truck and will be updated. The equipment will be purchased not leased. Public Works requested an operational budget of $200,000.00, or 4%, which has been reduced to $132,000.00, or 2%, due to this fiscal period’s budget constraints.
Public Works was also denied its request for $135,000.00 to fund a Municipal Septic Storm Sewer System, an unfunded State mandate, which will require engineering, FPS mapping, materials, training, etc. Mr. Patterson suggested that Rhode Island Clean Water be contacted regarding possible grants for the project.
Debt Service: Reduced by $40,000.00 because the Public Works plow/sander has been paid off and removed.
School District: The School District reduced the original figure for repairs and maintenance from over $500,000.00 to $488,373.00, by locking in oil costs, not using the substitute budget due to distance learning, and other cuts. The all-day school referendum will reflect a budget of $12,788,699 for the Town of Exeter.
Total budget increase: $366,196.00.
From the Public:
Lynn Cragen Conway of 350 Widow Sweets Road, queried: 1) Is the figure for motor vehicles optimistic? Is the Town going to get the funds from the State? The Town will not know until the State passes its budget. Motor vehicles bills will be held as long as possible in order that they can reflect what the State passes; 2) Is the Governor going to pull back the meal tax? The Town has not heard either way; 3) Is the Town proposing $56,000.00 for a part-time Public Works Super-intendent? The Superintendent is full time. After a resignation, a Public Works position was removed from the collective bargaining unit as a substitute and to compensate the new position. It is a salaried position. No overtime. It is difficult for the Public Works Director to be at all locations Public Works is working, roads and facilities, and attend mandatory day meetings all at the same time. The Superintendent, not being part of the Union, can manage the staff in the Director’s absence; 4) What will happen to the old payloader when the new one is bought? The old one will be traded in to reduce cost of the new; 5) What is the status of the environmental violations at the Public Works garage and how will the work needed to be done be paid for? Engineers, as awarded by bid, are reviewing with the Department of Environmental Management to develop a plan. The expenses will be paid out of existing Public Works funds and some work will be done by Public Works at no cos to save costs; 6) Is the purchase of the Transfer Station on track? Yes. It is a work in progress. It was held up for a time by the survey, clearance by the owner regarding prior contingencies, and meetings that were scheduled to finish the process were cancelled and have not been rescheduled due to Covid-19 restrictions; and 7) Is the Town’s website going to be upgraded? Yes. The Town will soon be seeking requests for proposals.
Ray Morrissey, 9 Scenic Way: The budget is good. Nice job. 1) When is the all- day school referendum? June 30; 2) Is there a date for a financial town meeting? Because of Covid-19 restrictions, Council is awaiting State guidance. It will be addressed at Council’s June 1, 2020, Regular Meeting; and 3) Has the police task force been meeting? No, not since prior to the Covid-19 shutdown.
There being no additional comments from Council or the Public, the following motion entered:
MOTION made by Mr. Ellis to close the Public Hearing; seconded by Mr. Conn; and voted unanimously in the affirmative.
MOTION made by Mr. Ellis to adopt the proposed budget in the amount of $16,608,861.00 for Fiscal Year 2020-2021; seconded by Mr. Conn.
Discussion: The methodology on how to put the budget in place will be discussed at Council’s June 1, 2020, Regular Meeting.
Back to the Motion: Voted unanimously in the affirmative.
Mr. Ellis thanked Ms. Lawler and Mr. Findlay for drafting the budget and Council for their patience and understanding of this modified process.
Email from Brendan Coates, Rhode Island Legislature: On Thursday, May 28, 2020, the Senate Committee on Finance, at the request of the Town of Exeter by resolution, will be taking up a bill relating to the expansion of tax exemptions for Town of Exeter volunteer firefighters and rescue personnel. Mr. Coates requests a copy of the resolution (previously sent). Ms. Hawkins will forward same to both fire chiefs and rescue.
MOTION made by Mr. Ellis to adjourn the meeting; seconded by Mr. Conn; and voted unanimously in the affirmative.
The Special Meeting was adjourned at 8:36 p.m.
Respectfully submitted,
Lynn M. Hawkins, CMC
Exeter Town Clerk
Approved: July 6, 2020