EXETER TOWN COUNCIL
REGULAR MEETING
MARCH 6, 2023
Town Council Member Olivia DeFrancesco 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, March 6, 2023, in Council Chambers, Exeter 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
Diane Bampton-Allen Present
Also Present: James P. Marusak, Esq., Town Solicitor
Lynn M. Hawkins, Town Clerk
Kenneth G. Findlay, Council Assistant
Michael Picillo, School Committee Member: The School District introduced a new assessment program that is concerning. The School Committee was not given the opportunity to review this program or vote on it and has questions: If a child scores poorly, who counsels them? Are the teachers qualified to answer the students’ questions regarding the assessment? Do the teachers have time to do the assessments? Where is this assessment going to lead? Will it label the students? Why aren’t the parents answering the assessment? What is the education level of the people running the program? Do they have degrees in sociology? Who are they exactly?
A. ANNUAL DOG LICENSING: APRIL 1 – JUNE 1, $6.00; AFTER JUNE 1, $6.00 PER LICENSE PLUS $25.00 LATE FEE PER LICENSE; OBTAIN AT CLERK’S OFFICE, ANIMAL SHELTER, OR, ONLINE; FOR MORE INFORMATION VISIT THE TOWN’S WEBSITE: The Public was encouraged to license their dogs.
B. EXETER-WEST GREENWICH SCHOOL DISTRICT ALL-DAY REFERENDUM: MONDAY, APRIL 10, 2023, 7:00 A.M. – 8:00 P.M., COUNCIL CHAMBERS, EXETER CLERK’S OFFICE, 675 TEN ROD ROAD, EXETER, RHODE ISLAND: The Public
was encouraged to attend to vote.
C. EXETER FIRE DISTRICT ANNUAL BUDGET MEETING: WEDNESDAY, APRIL 12, 2023, 7:00 P.M., EXETER-WEST GREENWICH JUNIOR/SENIOR HIGH SCHOOL GYMNASIUM 930 NOOSENECK HILL ROAD, WEST GREENWICH, RHODE ISLAND (NOTE: CHANGE OF VENUE DUE TO AUDITORIUM RENOVATIONS): The Public was encouraged to attend to vote.
D. FINANCIAL TOWN MEETING: TUESDAY, JUNE 13, 2024, 7:00 P.M., EXETER-WEST GREENWICH JUNIOR/SENIOR HIGH SCHOOL, SENIOR GYMNASIUM, 930 NOOSENECK HILL ROAD, WEST GREENWICH, RHODE ISLAND (NOTE: CHANGE OF VENUE DUE TO AUDITORIUM RENOVATIONS): The Public was encouraged to attend to vote.
MOTION made by Mr. Ellis to approve the Agenda Order as presented; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
A. REYNOLDS CHARITABLE TRUST: There was nothing from the Reynolds Charitable Trust Committee for Council’s consideration.
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
Mr. Lefebvre removed No. 4. Mr. Ellis removed No. 12.
C. COMMUNICATIONS: There were no Communications removed.
D. SCHEDULE OF MARCH 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
As there is a payment to E.H. Turf on the Bill Sheet, Ms. Allen will abstain from voting on the Bill Sheet.
1. COUNCIL REGULAR MEETING, JANUARY 3, 2023
2. COUNCIL REGULAR MEETING, FEBRUARY 6, 2023
3. COUNCIL SPECIAL MEETING, FEBRUARY 7, 2023
4. COUNCIL SPECIAL MEETING, FEBRUARY 16, 2023
Mr. Patterson was absent from the February 6 and 7 meetings.
Ms. DeFrancesco was absent from the February 16 meeting.
MOTION made by Mr. Lefebvre to approve the January 3, 2023, Regular Council Meeting Minutes; seconded by Mr. Ellis; and voted unanimously in the affirmative.
MOTION made by Mr. Lefebvre to approve the February 6, 2023, Regular Council Meeting Minutes and the February 7, 2023, Special Council Meeting Minutes; seconded by Mr. Ellis; and voted as follows:
Daniel W. Patterson Abstain
Michael A. Lefebvre Yes
Calvin A. Ellis Yes
Olivia DeFrancesco Yes
Diane Bampton-Allen Yes
Motion passes.
MOTION made by Mr. Lefebvre to approve February 16, 2023, Special Council Meeting Minutes; seconded by Mr. Ellis; and voted as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Calvin A. Ellis Yes
Olivia DeFrancesco Abstain
Diane Bampton-Allen Yes
Motion passes.
MOTION made by Mr. Patterson to accept the Consent Agenda as amended; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
A. VACANCIES:
1. PERSONNEL BOARD (5 MEMBERS NEEDED): Letters of interest received are being held. Once five are received, this Board will be activated. These vacancies will continue to post.
2. CONSERVATION COMMISSION (7 MEMBERS NEEDED): Letters of interest received are being held. Once seven are received, this Board and Commission will be activated. These vacancies will continue to post.
B. RESIGNATIONS:
1. LAURA SEITA, EXETER RURAL LAND PRESERVATION TRUST MEMBER:
Council has Ms. Seita’s letter of resignation (Communication No. 2).
MOTION made by Mr. Ellis to accept the resignation of Laura Seita as Exeter Rural Land Preservation Trust Member with regret; seconded by Ms. Allen.
Discussion: Ms. Seita has been a member only a short time. She was a good fit, but discouraged because of obstacles the Committee faces in moving forward.
Back to the Motion: Voted unanimously in the affirmative.
C. APPOINTMENTS:
1. JUVENILE HEARING BOARD ALTERNATE MEMBER (ONE NEEDED FOR THREE-YEAR TERM BEGINNING DATE OF APPOINTMENT): There have been no letters of interest received. This vacancy will continue to post.
2. JUVENILE HEARING BOARD MEMBER (ONE NEEDED TO FILL EXPIRING TERM ENDING MARCH 2, 2023): Chair, Ed Baker, has notified Council that he seeks reappointment (Communication No. 16).
MOTION made by Mr. Ellis to reappoint Edward Baker as Juvenile Hearing Board Member to serve the ensuing term; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
3. EXETER RURAL LAND PRESERVATION TRUST COMMITTEE MEMBERS (TWO NEEDED TO FILL FOUR-YEAR TERMS BEGINNING DATE OF APPOINTMENT): Council has letters of interest from Katrina Thornley (Communication No. 4) and Gregory Allen (Communication No. 15).
MOTION made by Mr. Ellis to appoint Katrina Thornley as Exeter Rural Land Preservation Trust Committee Member to serve the ensuing four-year term; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
MOTION made by Mr. Patterson to appoint Gregory Allen as Exeter Rural Land Preservation Trust Committee Member to serve the ensuing four-year term; seconded by Mr. Lefebvre.
Discussion: Because Mr. Allen has a history of buying and selling land and properties in Exeter, Mr. Ellis felt Mr. Allen would have a personal interest in being a member. Mr. Patterson withdrew his motion. Mr. Lefebvre withdrew his second. The vacancy will continue to post.
4. WOOD-PAWCATUCK WILD AND SCENIC RIVERS STEWARDSHIP COUNCIL ALTERNATE MEMBER: No letters of interest have been received. This vacancy will continue to post.
5. LIBRARY BOARD OF TRUSTEES MEMBERS (TWO NEEDED TO FILL THREE-YEAR APPOINTMENTS FROM DATE OF APPOINTMENT): No letters of interest have been received. This vacancy will continue to post.
6. LIBRARY BOARD OF TRUSTEES MEMBERS (TWO NEEDED TO FILL EXPIRING TERM ENDING MARCH 2, 2023): Current members, Sheila Reynolds and Helen Douglas, have indicated that they seek reappointment (Communication Nos. 6 and 5, respectively).
MOTION made by Mr. Ellis to reappoint Sheila Reynolds as Library Board of Trustees Member to serve ensuing term; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
MOTION made by Ms. Allen to reappoint Helen Douglas as Library Board of Trustees Member to serve ensuing term; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
7. BOARD OF CANVASSERS ALTERNATE MEMBER (REPUBLICAN) (TO SERVE UNEXPIRED TERM ENDING MAY 3, 2027): Chair, Diane Allen, indicates that the Republican Town Committee has not yet found a volunteer.
8. FINANCE CLERK: Mr. Lefebvre indicated that Town Treasurer Maria Lawler and Tax Collector Kimberly Robitaille are being very selective and have found the applicants not qualified. This vacancy will continue to post.
9. EXETER-WEST GREENWICH REGIONAL SCHOOL DISTRICT: SCHOOL BUILDING COMMITTEE MEMBER: Current member, Kevin Robishaw, indicates that he wishes to be reappointed (Communication No. 11).
MOTION made by Ms. Allen to reappoint Kevin Robishaw as Exeter-West Greenwich Regional School District Building Committee Member; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
10. PUBLIC WORKS DIRECTOR: Council has three letters of interest, including that of current Interim Director, Robert Shappy.
MOTION made by Ms. Allen to appoint Robert Shappy as Public Works Director; seconded by Mr. Ellis.
Discussion: The staff at Town Hall submitted a memo in favor of Mr. Shappy being appointed.
Ms. Allen noted that Mr. Shappy works hard, knows what he is doing, and has done a great job as interim director. Mr. Ellis has had encouraging discussions with Mr. Shappy and does not believe Council should keep looking when they have someone who has been doing the job and who has stepped up. Ms. DeFrancesco agreed with Ms. Allen and Mr. Ellis and the staff’s memo. Mr. Lefebvre was in favor of appointing Mr. Shappy but had one concern. Mr. Shappy works a part-time job that Mr. Lefebvre felt Mr. Shappy should give up. Mr. Shappy stated that he does one trip on Saturdays, from Massachusetts to Connecticut, has been doing this since he started with the Town, that it has never interfered with his responsibilities with the Town and never will, and that the Town is his priority. Mr. Patterson has had numerous calls and meetings with Mr. Shappy and is in full support of him being appointed Director. Attorney Marusak has worked with Mr. Shappy on legal matters and has found his assistance and input fantastic. He has jumped right in and given his all. Deana Dolan, Animal Control Officer, indicates that Mr. Shappy is quickly responsive.
Back to the Motion: Voted unanimously in the affirmative.
11. ANIMAL CONTROL OFFICER: There is one applicant, Margaret Stukus (Communication No. 1). She will volunteer to determine if she is qualified. This vacancy will continue to post.
D. EXPIRING TERMS:
1. STEVEN VANNER, SPECIAL CONSTABLE
2. THOMAS ALLEN, SPECIAL CONSTABLE
3. ALICIA CINQUEGRANA, JUVENILE HEARING BOARD
Town Sergeant Scote Miller indicates that Mr. Vanner and Mr. Allen are bringing letters indicating that they seek reappointment. The Clerk will contact Ms. Cinquegrana to inquire whether she seeks reappointment.
There were no Public Hearings.
A. REQUEST OF EMERGENCY MANAGEMENT DIRECTOR: CHANGE NAME OF HAZARD MITIGATION COMMITTEE TO EMERGENCY MANAGEMENT COMMITTEE: Doriann Boardman, Emergency Management Director, indicates that changing the name will broaden hers and the Committee’s scope, to include local emergency management issues, such as Covid-19, emergency operations planning, and hazards mitigation.
MOTION made by Mr. Ellis to grant Emergency Management Director, Doriann Boardman’s request to change the name of the Hazard Mitigation Committee to Emergency Management Committee; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
B. REQUEST OF EMERGENCY MANAGEMENT DIRECTOR: APPROVAL OF ANNUAL MAINTENANCE CONTRACT: GENERATOR AT EXETER FIRE DISTRICT BUILDING, 669 TEN ROD ROAD: The Fire District provides the Town’s Emergency Management Director office space at no charge. In appreciation, prior Emergency Management Director, E. Stefan Coutoulakis, paid for the annual maintenance contract, $500.00, out of the Emergency Management Budget.
MOTION made by Mr. Ellis that the Town assume the annual cost of $500.00 for the maintenance agreement only on the Exeter Fire District’s generator located at 669 Ten Rod Road; seconded by Mr. Patterson; and voted unanimously in the affirmative.
C. REQUEST OF SOCIAL SERVICES DIRECTOR: GRANT ADMINISTRATION FEES: Mr. Findlay noted that past practice has been that grant administration fees procured by the Social Services Director have not been reported on the Bill Sheet. There is no policy or direction regarding grant administration fees. An elected official is signing off and obligating the Town without Council approval. Council has no idea what grants are being applied for, by whom, and to whom administration fees are being paid to. Mr. Findlay has a grant management policy ready for Council’s review at a future work session. Ms. DeFrancesco felt that current Social Services Director, Jessica DeMartino, has done a lot of work and should be paid the administration fees requested. Mr. Ellis suggested that the Town write the Ethics Commission to inquire whether an elected official can collect grant administration fees. Attorney Marusak did not think the Commission would give a broad opinion. Their opinions are usually based on individual matters and should come from the affected individual. Ms. DeMartino should write the Ethics Commission. Mr. Patterson felt an opinion from the Ethics Commission should be obtained before payment is made.
MOTION made by Mr. Lefebvre to distribute administrative fees to Social Services Director, Jessica DeMartino, in the amounts of $453.00 and $1,750.00, totaling $2,203.00, for the two grants indicated in her request, subject to a letter being obtained from the Ethics Commission indicating that it is legal and violates no ethics policies; seconded by Ms. DeFrancesco.
Discussion: If she obtains the letter, she will be paid the fees, just for these two administration fees, until a policy is adopted.
Back to the Motion: Voted unanimously in the affirmative.
D. EXETER PUBLIC LIBRARY: AWARDING OF BID: STANDBY/BACK-UP PROPANE GENERATOR: The project will be paid by Infrastructure Bank with a forgivable loan at no cost to the Town. Cox Electric is recommended by Tien Tran, Library Director, Ken Findlay and Peter Wilbur, Library Board of Trustees, and Public Works Director, Robert Shappy.
MOTION made by Mr. Patterson to grant Cox Electric the bid for Standby/Back-up Propane Generator for the Library as proposed in the amount of $45,306.00; seconded by Mr. Ellis; and voted unanimously in the affirmative.
E. EXETER PUBLIC LIBRARY: AWARDING OF BID: PAINT AND/OR RESTORE MAHOGANY WINDOWS AND FRONT ENTRANCE DOORS: This project will be paid for by the Champlin Fund at no cost to the Town. Trans Global is recommended by Tien Tran, Library Director, Ken Findlay and Peter Wilbur, Library Board of Trustees, and Public Works Director, Robert Shappy.
MOTION made by Mr. Patterson to grant Trans Global the bid for Painting and/or Restoring the Mahogany Windows and Front Entrance Doors at the Library in the amount of $27,000.00; seconded by Ms. DeFrancesco.
Discussion: Mr. Lefebvre inquired as to why the lowest bidder, Perez Painting, was not recommended. Tien Tran, Library Director, indicated that Perez Painting did not seem to understand the scope of the project. Trans Global included interior work that was not in the specifications in its bid.
Back to the Motion: Voted unanimously in the affirmative.
F. EXETER PUBLIC LIBRARY: AWARDING OF BID: ROOF REPLACEMENT: This project will be paid for by American Recovery Funds at no cost to the Town. Coutu Construction is recommended by Tien Tran, Library Director, Ken Findlay and Peter Wilbur, Library Board of Trustees, and Public Works Director, Robert Shappy.
MOTION made Mr. Patterson to grant Coutu Construction the bid for replacement of the Library’s roof in the amount of $63,999.00; seconded by Mr. Ellis; and voted unanimously in the affirmative.
Mr. Ellis noted that in excess of $100,000.00 in repairs are being done at the Library at no cost to the Town.
G. EXETER RURAL LAND PRESERVATION TRUST COMMITTEE: REQUEST FOR ADVICE AND CLARIFICATION: Ms. DeFrancesco distributed the Land Trust’s policy to Council. The Land Trust wishes to discuss with Council its purpose and ways the Town can help and offer support. It is spinning its wheels and getting nowhere It has no land. How can it obtain land? It cannot do anything. The policy is restrictive. The members are discouraged. Some have resigned. There were no members of the Land Trust present tonight. This matter will be continued to next month’s meeting for them to attend.
H. FINANCIAL TOWN MEETING LOCATION: JUNE 13, 2023: Because there is not a meeting space big enough located in the Town of Exeter, State law was passed to allow the Town to hold its Financial Town Meeting in West Greenwich at the Exeter-West Greenwich Regional High School. The Meeting is traditionally held in the Exeter-West Greenwich Junior/High School Auditorium. The Auditorium is under restoration. It was announced earlier this evening that the Meeting, this year, will be held in the high school gymnasium. The thought gymnasium floor is being refinished. There are two. Which one? The Junior Gymnasium or the Senior Gymnasium? The Clerk will contact the School to inquire whether the High School Gymnasium will be available on June 13.
I. RURAL COALITION FOR LOW-MODERATE HOUSING: Ms. Allen felt the Town should join so that the rural, small Towns have representation at the State House, which could help and make a difference.
Mr. Patterson supplied Council with a letter of support, requested by Senator Gordon, regarding H 5941 and H 5940 relative to rural towns not on urban bus routes and targeting persons on limited income and keeping them home.
MOTION made by Ms. Allen to join the Rural Coalition for Low-Moderate Housing; seconded by Mr. Patterson.
Discussion: Joining the Coalition will cost the Town little to no money. The Council will be informed of all actions of the Coalition and will have the opportunity to vote whether they support the action. Other than the letter of support, there is no action required at this time.
Back to the Motion: Voted unanimously in the affirmative.
MOTION made by Mr. Patterson to send letter of support regarding House Bill 5941 and House Bill 5940 being heard tomorrow at the rise of the House; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
J. TOWN EMAILS AND RECORDS: OFFICIALS, STAFF, BOARDS, AND COMMISSIONS: The Clerk has the Boards and Commissions sending her their agendas and minutes, but not their records. Some Committee and Board members are still using their personal emails. Mr. Lefebvre feels all members of all boards and commissions should be using Town emails, not their personal emails. He spoke to IT Director James Angi who will do as directed by Council. Ms. DeFrancesco suggested that I-pads be distributed and suggested that only the secretaries be issued Town emails. Mr. Findlay will contact Mr. Angi for his suggestions and recommendations.
The State is requiring the field in our reporting. There is confusion whether this requires an ordinance change as well as/or just adding a field. Mr. Findlay will contact Building Inspector, Ron DeFrancesco, Zoning Inspector, Hal Morgan, and Town Planner, Bill DePasquale, and report back to Council next month.
A. USE OF AMERICAN RESCUE PLAN ACT FUNDS: TOWN HALL ADDITION V. NEW TOWN HALL V. PURCHASE OF 742 TEN ROD ROAD: As this agenda item requires lengthy discussion, Council picked a date to meet on only this matter and made the following motion:
MOTION made by Mr. Patterson to hold a Special Meeting on Monday, March 13, 2023, at 6:30 p.m., in Council Chambers, specifically for and only to discuss Agenda Item No. 10A; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
B. JULY 2023 COMMUNICATION NO 16: GOVERNOR MCKEE: RHODE ISLAND CAPITAL PROJECTS FUND: MULTI-PURPOSE COMMUNITY FACILITIES MATCHING GRANT: Town Treasurer, Maria Lawler, has not heard anything additional from the Rhode Island Office of Pandemic Recovery, other than the applications are being reviewed.
C. SPLIT ROCK MOBILE PARK :
1. REQUEST OF ELECTRICAL INSPECTOR RANDY McGOVERN TO OBTAIN ENGINEER’S REPORT AND REQUIRE VIOLATIONS TO BE CORRECTED TIMELY
2. TRAILER PARK LICENSE RENEWAL APPLICATION: SPLIT ROCK MOBILE PARK, 480 SOUTH COUNTY TRAIL
Council did not have an update from Electrical Inspector, Randy McGovern, or Attorney Paul Bogosian on behalf of park owner, Richard Palmer.
D. SIGNAGE ON MAJOR ROUTES INTO TOWN: An alteration permit is required from the Rhode Island Department of Transportation to install signs on State roads.
Mr. Findlay and Director of Public Works Robert Shappy will apply.
E. MEMORIAL DAY PARADE COMMITTEE: The Clerk reported: The Committee met on March 1. The parade will be Sunday, May 28, at 1:00, from Sunderland Road to the Library. The members are working on getting participants. There are many new ideas. The Committee initially talked about making changes but decided that because this is the first year for many of them they would hold the parade as it has been held in years past, see how things
are done, and maybe make changes next year. There were twenty volunteers for the first meeting, eight on March 1.
F. RESOLUTION NO. 2023-01: RESOLUTION URGING PASSAGE OF STATE LEGISLATION REGARDING GENERAL ASSEMBLY APPROPRIATIONS IN LIEU OF PROPERTY TAX FOR STATE-OWNED PROPERTIES IN THE TOWN OF EXETER: The House and Senate Bills have been submitted.
G. TOWN COUNCIL BY-LAWS: Regarding Section 113, Order of Business, Mr. Ellis suggests, because the original intent of Public Comment was for persons to speak on New Business items, that Public Comment in the Agenda be moved from the beginning of the meeting to before New Business. Unfortunately, Public Comment in recent months has turned into an expose of character issues, especially an assassination of his character, for which Mr. Ellis has apologized many times. There is free speech, but those types of comments should not be allowed. Mr. Lefebvre felt the comments can be construed as personal and did not see an issue with making the change.
MOTION made by Mr. Lefebvre to amend the Council By-laws by changing Section 113, Order of Business, to reflect that in the Agenda Order Public Comment proceeds New Business; seconded by Mr. Patterson; and voted as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Calvin A. Ellis Abstain
Olivia DeFrancesco Yes
Diane Bampton-Allen No
Motion passes
H. TOWN OF EXETER CODE OF ORDINANCES; CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS; ARTICLE IV, IMPACT FEES: In 2020, this ordinance was amended with the assistance of a consultant. The impact fee schedule in the original ordinance did not charge for commercial. The new one does. The question is whether the schedule of impact fees should be reviewed. The first business to fall under the new impact fee schedule has made a complaint to Council. The fee he is required to pay is too high. The Town will not attract new business with the high impact fees. Mr. Findlay will contact the consultant.
MOTION made by Mr. Patterson to issue a moratorium on collection of commercial property impact fees retroactive to January 1 for six months to review and possible action on existing ordinance; seconded by Mr. Lefebvre.
Discussion: The impact fee schedule will be reviewed to make it fairer. Anyone seeking a Certificate of Occupancy would not have to pay the fees upon receipt, but may have to pay after the ordinance is reviewed and amended. This is a pause on collection, not a pass.
Back to the Motion: Voted unanimously in the affirmative.
I. REQUEST OF INTERIM PUBLIC WORKS DIRECTOR:
1. TO RESCIND MOTION MADE AT REGULAR MEETING OF SEPTEMBER 7, 2021, AWARDING FLOOD FORD OF EAST GREENWICH BID FOR 2022 F SERIES SD - F350 4X4: Council has received Flood Ford’s communication releasing the Town of the obligations under the bid.
MOTION made by Mr. Ellis to Rescind Motion Made at Regular Meeting of September 7, 2021, Awarding Flood Ford of East Greenwich Bid for 2022 F Series SD-F350 4X4; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
2. TO PURCHASE 2023 FORD F-450 AND CHASSIS: As the purchase of a truck by his department has been held up for two years by Flood Ford, Director of Public Works, Robert Shappy, inquires whether he can purchase this truck through a means other than going out to bid. Attorney Marusak was asked to look into this request. The Town does not but should have an ordinance for doing so. Attorney Marusak has drafted an amendment to the Town’s Purchasing Ordinance. Mr. Patterson introduced the amendment for public hearing during next month’s Regular Meeting. Mr. Shappy will go out to bid. In the meantime, the ordinance can be put in place in the event that the State Master Price Agreement or Sourcewell, for example, have better pricing.
MOTION made by Mr. Patterson to allow the Department of Public Works to go out to bid for 2023 Ford F-450 and Chassis; seconded by Ms. DeFrancesco.
Discussion: Instead of going out to bid for the full package, $88,000.00, Mr. Shappy will go out to bid for the cab, chassis, and body, and use the Department’s sander and spreader.
Back to the Motion: Voted unanimously in the affirmative.
A. TOWN COUNCIL ASSISTANT’S REPORT: TOWN COUNCIL ASSISTANT, KENNETH G. FINDLAY: Mr. Findlay has purchased a sound system for use at Council’s Special Meeting on March 9 and future meetings. He has sent out budget requests to the department heads.
B. SOLICITOR’S REPORT: JAMES P. MARUSAK, ESQ.: Attorney Marusak had nothing new to report.
C. REPORTS REMOVED FROM CONSENT AGENDA:
Tax Collector Report: Mr. Lefebvre read Tax Collector Kimberly Robitaille’s report into the record. Third quarters are now due. Taxpayers have until March 15 to pay without penalty. The Tax Sale is scheduled for June 9, at 11:00 a.m., in Council Chambers. Delinquent real estate taxes should be made current forthwith.
Emergency Management/Public Safety: Mr. Ellis urged Council to read Emergency Management Director Dori Boardman’s report. Ms. Boardman has been interacting and working with all staff. She will be attending Emergency Management Training next week and a Hurricane Conference in New Orleans, both of which will be paid for out of her budget. She will clear future out-of-town travel with Council.
Emergency Management Director: The motion to pay for the annual maintenance contract on the generator at the Fire District Building, 669 Ten Rod Road, was meant for only this year’s contract. The Emergency Management Director should request Council’s permission to pay it year to year.
Split Rock Mobile Park: Council noted Electrical Inspector Randy McGovern’s note: the electrician is returning in March to continue the rest of the work, four more poles and overhead lines.
Library HVAC Service Agreement: At its request, Council has received a revised agreement. The cost of the previous service agreement was too high. This matter will be reviewed and discussed under New Business on Council’s April 3 Regular Meeting Agenda.
There were no Communications removed under Agenda Item No. 6 to be discussed here.
Council did not enter into Executive Session but made the following motion:
MOTION made by Mr. Patterson to remove Executive Session Agenda Item No. A4, Kayla Ricci Way, as this matter has been resolved; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
MOTION made by Mr. Lefebvre to adjourn the meeting; seconded by Mr. Patterson; and voted unanimously in the affirmative.
The Regular Meeting was adjourned at 9:25 p.m.
The next Regular Meeting of the Exeter Town Council is scheduled for Monday, April 3, 2023, at 7:00 p.m.
Respectfully submitted,
Lynn M. Hawkins, CMC
Exeter Town Clerk
Approved: May 1, 2023