No.    1:     PLEDGE OF ALLEGIANCE:   

Town Council Member Calvin A. Ellis led Council and the Public in the Pledge of Allegiance.                                                                            

No.    2:     CALL TO ORDER AND ROLL CALL:

 The Regular Meeting of the Exeter Town Council was called to order at 7:00 p.m., on May 2, 2022, in person, in Exeter Town Council Chambers, Exeter Town Clerk’s Office, 675 Ten Rod Road, Exeter, Rhode Island.

Roll Call:                     Daniel W. Patterson           Present

                                    Michael A. Lefebvre          Present

                                    Calvin A. Ellis                    Present

                                    Olivia DeFrancesco           Present

                                    Manuel Andrews               Present

Also Present:               James P. Marusak Esq., Town Solicitor

                                    Kenneth G. Findlay, Council Assistant

                                    Patricia L. Whitford, Deputy Town Clerk       

No.    3:           PUBLIC COMMENT:

Asa Davis: 1) Addressed Council in regards to use of the Public Works vehicle by the DPW Director for non-town business, which is and can be a risk of insurance, and the need for that use to be reported to the IRS; 2) apologized to Lynn Hawkins, Town Clerk, for his many APRA requests; 3) stated that the Town paid $3,748.00 over sticker price for the Ford Explorer the DPW Director drives; and 4) that paving of the road extension in Brookridge Drive was done without permits, that the driveway is a right of way, and that he sees this similar to the case at Estate Drive.  Mr. Davis requested answers to his questions.

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No.     5:    APPROVAL OF AGENDA ORDER:

MOTION made by Mr. Ellis to approve the Agenda Order as presented; seconded by Ms. DeFrancesco;  and voted unanimously in the affirmative.

No.     6:    APPROVAL OF CONSENT AGENDA: 

A.          REYNOLDS CHARITABLE TRUST:  There were no vouchers for Reynolds Trust

this month.

 B.      REPORTS: 

           1.     TOWN CLERK

           2.     TREASURER

           3.     TAX ASSESSOR

           4.     TAX COLLECTOR

           5.     TOWN PLANNER

           6.     ANIMAL CONTROL

           7.     TRANSFER STATION

           8.     EXETER PUBLIC LIBRARY

           9.     INFORMATION TECHNOLOGY

           10.   DEPARTMENT OF PUBLIC WORKS

           11.   DEPARTMENT OF SOCIAL SERVICES                                       

           12.   EMERGENCY MANAGEMENT/PUBLIC SAFETY

           13.   RURAL LAND PRESERVATION TRUST COMMITTEE

           14.   EXETER JOB CORPS ACADEMY

           15.   EXETER-WEST GREENWICH SCHOOL DISTRICT

           16.   EXETER-WEST GREENWICH REGIONAL SCHOOL

                   BUILDING COMMITTEE

Ms. DeFrancesco removed #11 Department of Social Services from the Consent Agenda

C.         COMMUNICATIONS:

Mr. Lefebvre removed # 7

D.        SCHEDULE OF MAY MEETINGS AND EVENTS: The Schedule was not removed.

E         BILLS, APPROPRIATIONS, AND ABATEMENTS:

             1.   BILL SHEET

              2.   TAX ASSESSOR’S ABATEMENTS

              3.   TAX COLLECTOR’S REMITTANCES AND ABATEMENTS;

Remittances in the amount of $510.66; Abatements in the amount of $27,275.31.

 F.     APPROVAL OF MINUTES:

No.    7:                VACANCIES AND APPOINTMENTS:

1.  PERSONNEL BOARD (5 MEMBERS NEEDED): William Montone has submitted an application.

MOTION made by Mr. Patterson to accept Mr. Montone’s application and send him a letter stating that his letter is placed on file for more applications, the Board needs five members; seconded by Michael Lefebvre; and voted unanimously in the affirmative.

The notice will continue to  post.  

2.   CONSERVATION COMMISSION (7 MEMBERS NEEDED):  No applicants at this time.  Continue to post.

B.      RESIGNATIONS:  There are no resignations at this time;

C.        APPOINTMENTS:

No.    8:    PUBLIC HEARINGS:

PROPOSED AMENDMENTS TO EXETER HOME RULE CHARTER:

MOTION made by Mr. Ellis to open the Public Hearing; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.

Discussion:  Two charter amendment questions for the November Ballot:  Social Services Director to be appointed not elected; if there is not a quorum of 50 registered voters at the Financial Town Meeting, the budget would stand as presented. There were no comments

from the Public.

MOTION made by Mr. Andrews to close the Public Hearing; seconded by Mr. Patterson;  and voted unanimously in the affirmative.

MOTION made by Mr. Ellis to approve the charter questions as presented and send them to the Board of Canvassers for the November Ballot; Seconded by Mr. Patterson; and voted unanimously in the affirmative.       

No.    9:      NEW BUSINESS:        

A.        EXTENSION AND RENEWAL OF DECLARATION OF MUNICIPAL STATE OF EMERGENCY:   Mr. Patterson had talked to the EMA Director, who recommends endorsing the Declaration for another month.

MOTION made by Mr. Lefebvre to carry on the Declaration of Emergency for another month; seconded by Ms. DeFrancesco; and voted unanimously in the Affirmative.

B.        AWARDING OF REQUEST FOR PROPOSALS:  TECHNICAL ASSISTANCE – SITE READINESS ANALYSIS, MARKET ANALYSIS, AND CREATION OF ZONING OVERLAY DISTRICT:  One Bid received, from Larissa Brown Associates LLC.  Mr. DePasquale, Town Planner, recommends to award the bid  for $50,000.00.  This is  separate from the Comp Plan.

MOTION made by Mr. Ellis to accept the bid on the recommendation of the Town Planner; seconded by Mr. Lefebvre; and voted unanimously in the affirmative. 

C.        REQUEST FOR PROPOSALS:  TECHNICAL ASSISTANCE-SITE READINESS ANALYSIS, MARKET ANALYSIS, AND CREATION OF ZONING OVERLAY DISTRICT:  This item was discussed under agenda item B.

D.  AWARDING OF REQUEST FOR PROPOSALS:  PROFESSIONAL SERVICES – TOPOGRAPHIC AND LOCATION SURVEY:  There were no bids submitted.

 E.   REQUEST FOR PROPOSALS: PROFESSIONAL SERVICES-TOPOGRAPHIC AND LOCATION SURVEY:  No bids were submitted.  Discussion followed., Since this is time sensitive, it was discussed that Lynn as Purchasing Agent could call for quotes.

MOTION made by Mr. Lefebvre to have Lynn Hawkins, Town Clerk, Purchasing Agent, call to get quotes for the Topographic and Location Survey at the Town Garage and award best offer; seconded by Mr. Ellis; and voted unanimously in the affirmative   

F.  EDWARD F. BRIGGS DISPOSAL, INC.:  REQUEST FOR ADJUSTMENT (INCREASE) IN HAULING FEES OF SOLID WASTE AND RECYCLING FROM THE TRANSFER STATION TO THE STATE LANDFILL:  Angela Briggs was present and explained to Council that since fuel prices are on the rise, it is costing much more to make the transfer station hauls to Johnston each month.  Briggs makes 23 hauls a month and is looking for an increase of $16.38 per haul due to fuel prices.   

MOTION made by Mr. Patterson to pay Briggs an increase of $16.38 for each haul, for April, May, and June, and to revisit in July; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.  

G.  PUBLIC WORKS DEPARTMENT :  REQUEST TO GO OUT TO  BID:  ASPHALT PAVING

MOTION made by Mr. Patterson to go out to bid for asphalt paving; seconded by Mr. Ellis; and voted unanimously in the affirmative                         

H.  PUBLIC WORKS DEPARTMENT:  REQUEST TO GO OUT TO BID:  RUBBER CHIP SEAL:

MOTION made by Mr. Patterson to go out to bid for rubber chip seal; seconded by Mr. Andrews; and voted unanimously in the affirmative.

I.  RESOLUTION APPROVING THE “FEE IN LIEU” CALCULATION INCLUDED WITHIN THE TOWN OF EXETER, RHODE ISLAND, CODE OF ORDINANCES, APPENDIX A – ZONING, ARTICLE IX – AFFORDABLE HOUSING, SEC. 9.4(F) – INCLUSIONARY ZONING STATUTE FOR THE TERM EXTENDING FROM JUNE 1, 2022, TO JUNE 1, 2023:

MOTION made by Ms. DeFrancesco to approve the Resolution “FEE IN LIEU”;  

seconded by Mr. Patterson; and voted unanimously in the affirmative.

J.  PUBLIC WORKS DEPARTMENT: TOWN VEHICLES GOING HOME WITH EMPLOYEES, DISCUSSION, POSSIBLE ACTION:  Mr. Lefebvre stated he has learned that a Town Truck, used by DPW Superintendent, Rob Shappy, to travel back and forth to work has  been seen at school for child pick up.  This could turn into an insurance issue.  DPW Director Stephen Mattscheck stated the Truck is used to go back and forth to work.  If Mr. Shappy has the truck at home, he can go out from his house on a call that may come in.  Mr. Lefebvre asked how often that might be?  Time varies; however, during the winter, approximately 25 times per week.  The Town is in the process of writing a town vehicle use policy.

K.  CHARTER AMENDMENT:  TOWN ADMINISTRATOR, DISCUSSION

POSSIBLE ACTION:  Mr. Lefebvre spoke about the Town having an administrator.  This would have to be listed with the Charter questions.  Mr. Lefebvre believes an administrator

could be of help with different things on a daily basis.                     

L.  CPAC STATUS: ADDITIONAL MEMBERS:  The Planning Board has requested Council to add two additional members to the CPAC.  This will bring the number to fourteen. The Planner requested twelve members.  Mr. Lefebvre thinks fourteen may be too many.  He does not agree with adding more. Possibly add two as alternates in case someone steps down.

MOTION made by Mr. Andrews to add two additional members to the CPAC Committee,  Robert Corriea and Claudia Massa; seconded by Ms. DeFrancesco; Mr. Patterson and Mr. Lefebvre vote no; Mr. Ellis, Ms. DeFrancesco and Mr. Andrews vote yes; motion carries in the affirmative.      

No. 10:            UNFINISHED BUSINESS:

A.  PROPOSED CHANGES TO TOWN OF EXETER CHARTER: FINANCIAL TOWN MEETINGS; SOCIAL SERVICES DIRECTOR:  This item was discussed under Agenda Item No. 8.

B.  PUBLIC MEETINGS:  LIVE STREAMING AND VIDEO CONFERENCING   

No.  11:   REPORTS OF OFFICERS, BOARDS, AND COMMITTEES:

A TOWN COUNCIL ASSISTANT’S REPORT: Town Council Assistant, Kenneth G. Findlay:  Preparing for Financial Town Meeting.

B. SOLICITOR’S REPORT : James P. Marusak, Esq. :  Mr. Marusak had nothing for executive session.  He advised Council to call him if they have any questions.

C.REPORTS REMOVED FROM CONSENT AGENDA: Ms. DeFrancesco had removed the Director of Social Services report. Ms. DeFrancesco spoke about the volunteer program Jessica has set up with the handyman.  Residents are very happy with this program. Ms. DeFrancesco stated that Jessica works very hard.

No.  12:            OTHER ADMINISTRATIVE ISSUES

No.  13:  COMMUNICATIONS:  

Mr. Lefebvre requested #7 under communications be pulled from the Consent Agenda.  Mr. Lefebvre would like the Council to support the same Resolution as the Town of Charlestown of full funding of Categorical Transportation Aid as outlined in RIGL 16-7.2-6;

MOTION made by Mr. Lefebvre to draft a resolution to the Categorical Transportation Aid; seconded by Mr. Ellis; and voted unanimously in the affirmative.

No.  15:            ADJOURNMENT:

MOTION made by Mr. Ellis to adjourn the meeting; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.

The Regular Meeting was adjourned at 9:15 p.m.

The next Regular Meeting of the Exeter Town Council is scheduled for Monday June 6, 2022.

Respectfully submitted,

Patricia L. Whitford

Deputy Town Clerk

Approved:  July 5, 2022