EXETER TOWN COUNCIL
REGULAR MEETING
SEPTEMBER 5, 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 Tuesday, September 5, 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
Diane Bampton Allen Present
Calvin A. Ellis Present
Olivia DeFrancesco Present
Also Present: Also Present: Lynn M. Hawkins, Town Clerk
Kenneth G. Findlay, Council Assistant
A. TRANSFER STATION PERMITS EXPIRE SEPTEMBER 30; NEW PERMITS
FOR PERMIT PERIOD OCTOBER 1, 2023, THROUGH SEPTEMBER 30, 2024, ARE AVAILABLE FOR PURCHASE AT THE TOWN CLERK’S OFFICE, VIA MAIL,
DROP BOX, OR ONLINE; SEE TOWN WEBSITE FOR DETAILS: The Public was
reminded to obtain their new permits.
B. 9/11 REMEMBERANCE CERMONY WILL BE HELD AT THE WALL OF
HONOR, RHODE ISLAND VETERANS MEMORIAL CEMETERY, EXETER,
RHODE ISLAND, MONDAY, SEPTEMBER 11, 2023, 9:00 A.M.: The Public was
invited to attend.
C. FRIENDS OF THE EXETER PUBLIC LIBRARY FALL FESTIVAL, SATURDAY,
SEPTEMBER 23, 2023, 10:00 A.M. TO 3:00 P.M., YAWGOO VALLEY SKI AREA, 160 YAWGOO VALLEY ROAD, EXETER, RHODE ISLAND: The Public was reminded and
invited to attend.
MOTION made by Ms. DeFrancesco to approve the Agenda Order; seconded by
Ms. Allen; and voted unanimously in the affirmative.
A. REYNOLDS CHARITABLE TRUST: Council has two Communications,
Nos. 5 and 16, from the Reynolds Trust Committee.
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 Nos. 3 and 4.
C. COMMUNICATIONS: Mr. Ellis removed Nos. 20 and 23.
Mr. Patterson removed No. 17.
D. SCHEDULE OF SEPTEMBER 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
There were no Tax Assessor’s Abatements.
As there was a payment to her company, Ms. Allen will abstain from voting on the Bill Sheet.
1. COUNCIL REGULAR MEETING, AUGUST 7, 2023
2. COUNCIL REGULAR MEETING, EXECUTIVE SESSION, AUGUST 7, 2023
3. COUNCIL SPECIAL MEETING, AUGUST 16, 2023
MOTION made by Ms. DeFrancesco to approve the Consent Agenda as amended;
seconded by Mr. Ellis; and voted unanimously in the affirmative.
MOTION made by Mr. Ellis to approve Council Regular Meeting Minutes of August 7, 2023, and Council Special Meeting Minutes of August 16, 2023; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
MOTION made by Ms. DeFrancesco to approve Council Regular Meeting Executive Session Minutes of August 7, 2023; seconded by Mr. Ellis; and voted as follows:
Michael A. Lefebvre Abstain – was not present
Diane Bampton Allen Yes
Calvin A. Ellis Yes
Olivia DeFrancesco Yes
Motion passes.
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. TAX ASSESSOR’S CLERK: AMBER GARDINER: Council has Ms. Gardiner’s letter of resignation (Communication No. 24). Ms. Amber has accepted a full-time position in her
chosen field.
MOTION made by Mr. Ellis to accept Amber Gardiner’s resignation as Tax Assessor’s Clerk with regret and to send a letter of thanks; seconded by Ms. DeFrancesco.
Discussion: Council referenced Ms. Gardiner’s well-written letter, thanked her for her service,
and wished her the best in her new position and future.
Back to the Motion: Voted unanimously in the affirmative.
MOTION made by Ms. DeFrancesco to post the vacancy of Tax Assessor’s Clerk;
seconded by Mr. Ellis; and voted unanimously in the affirmative.
2. ELECTRICAL INSPECTOR: RANDY McGOVERN: Council has Mr. McGovern’s letter of resignation (Communication No. 14). Mr. McGovern is retiring after 39 years of service to the Town.
MOTION made by Ms. DeFrancesco to accept Randy McGovern’s resignation as Electrical Inspector with regret and to send a letter of thanks; seconded by Mr. Ellis.
Discussion: Council thanked Mr. McGovern for his 39 years of dedicated service.
Back to the Motion: Voted unanimously in the affirmative.
MOTION made by Ms. DeFrancesco to post the vacancy of Electrical Inspector;
seconded by Ms. Allen; and voted unanimously in the affirmative.
3. MICHAEL PICILLO, SCHOOL COMMITTEE MEMBER: Council has Mr. Picillo’s letter of resignation (Communication No. 18). Mr. Picillo has health issues that prohibit him from performing his duties and has moved out of town.
MOTION made by Ms. DeFrancesco to accept Mr. Picillo’s resignation as School Committee Member with regret; seconded by Mr. Lefebvre; and voted unanimously
in the affirmative.
C. APPOINTMENTS:
1. JUVENILE HEARING BOARD ALTERNATE MEMBER (TO SERVE THREE-YEAR TERM BEGINNING DATE OF APPOINTMENT): No letters of interest have
been received. This vacancy will continue to post.
2. EXETER RURAL LAND PRESERVATION TRUST COMMITTEE MEMBER
(TO SERVE FOUR-YEAR TERM BEGINNING DATE OF APPOINTMENT):
No letters of interest have been received. This vacancy will continue to post.
3. WOOD-PAWCATUCK WILD AND SCENIC RIVERS STEWARDSHIP
COUNCIL ALTERNATE MEMBER: No letters of interest have been received.
This vacancy will continue to post,
4. LIBRARY BOARD OF TRUSTEES MEMBER (TO SERVE THREE-YEAR
TERM BEGINNING DATE OF APPOINTMENT): No letters of interest have been
received. This vacancy will continue to post. Library Director Tien Tran will be asked
to post this vacancy and all others to his social media outlets.
5. BOARD OF CANVASSERS ALTERNATE MEMBER (TO SERVE UNEXPIRED TERM ENDING MAY 3, 2027): The Republican Town Committee continues to seek a
volunteer.
6. ZONING BOARD OF REVIEW MEMBER (TO SERVE FIVE-YEAR TERM BEGINNING DATE OF APPOINTMENT ENDING JUNE 30, 2028): Currently-serving
member, Timothy Robertson, seeks reappointment (Communication No. 3).
MOTION made by Mr. Ellis to reappoint Timothy Robertson as Zoning Board of Review Member for ensuing five-year term ending June 30, 2028; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
7. SCHOOL COMMITTEE MEMBER (TO SERVE TERM ENDING NOVEMBER, 2024): Council has Kevin Robishaw’s letter of interest (Communication No. 19). The current
member, Michael Picillo, has resigned (See Agenda Item No. 6.B.3). Mr. Robishaw was the runner up in the 2022 election.
MOTION made by Mr. Patterson to appoint Kevin Robishaw as School Committee Member to serve the unexpired term ending November, 2024; seconded by Mr. Lefebvre.
Discussion: Mr. Patterson, setting political affiliation aside, felt that Mr. Robishaw stepped up.
Ms. DeFrancesco agreed; however, Mr. Robishaw is very present online. If he is going to be
appointed, he needs to tone down his online presence. Mr. Ellis agreed. Appropriate behavior
would be expected.
Back to the Motion: Voted as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Diane Bampton-Allen Yes
Calvin A. Ellis Yes
Olivia DeFrancesco No
Motion passes
D. EXPIRING TERMS: There were no Expiring Terms.
A. PUBLIC ENTERTAINMENT LICENSE APPLICATION: ANTHONY GEMMA,
106 TEN ROD ROAD, EXETER, RHODE ISLAND, APPLICANT; TO HOLD ANNUAL DRIVE-THROUGH HOLIDAY DISPLAYS ON HIS PROPERTY IN SUPPORT OF THE GLORIA GEMMA BREAST CANCER FOUNDATION IN MEMORY OF HIS MOTHER: OCTOBER 1 – OCTOER 31, 2023, 9:00 A.M. TO 10:00 P.M. (HALLOWEEN); NOVEMBER 23, 2023 – JANUARY 1, 2024, 9:00 A.M. TO 10:00 P.M. (CHRISTMAS); POLICE DETAILS WILL BE HIRED WEEKENDS (FRIDAY AND SATURDAY) AS NEEDED:
MOTION made by Mr. Lefebvre to open the Public Hearing; seconded by Ms. Allen;
and voted unanimously in the affirmative.
Regarding traffic issues last year, the Department of Transportation signed off on a traffic control plan. There were no incidents during the Halloween display. There were two shut downs during the Christmas Displays. Those were due to an announcement on social media that Mr. and Mrs. Claus would be present and distributing gifts. This year, Mr. and Mrs. Claus will make an appearance now and then, but it will not be announced on social media to avoid the traffic issues the announcement caused last year. There were two vehicle accidents last year. Visitors are not following the cones and signs and making illegal turns, such as turning around
in driveways and at South Road. Discussion ensued relative to what can and will be done to improve and avoid traffic issues. Mr. Gemma spent $2,000.00 last year on signage, as requested by Council and the DOT. Details through the Town Sergeant’s Office are hired as needed.
Mr. Gemma and Town Sergeant Scote Miller are in discussion daily, sometimes several times per day, reviewing traffic and detail requirements.
Discussion ensued about the hours. If they are shortened, will it be the same number of people condensed into less hours, making the traffic more congested? It is a double-edged sword. It is for a good cause, good and exciting for the public, and good financially for the Town, but causes traffic issues for rescue, travel on Route 102, and the neighbors. Mr. Gemma has done every-thing he can and everything the Town has required. How people drive and what they do cannot be controlled.
Lauretta Converse of 99 Brookridge Drive felt the displays are beautiful, creative, unique, and
a wonderful experience for the kids and families. The support for breast cancer research is personal to her. However, as time has gone on, the interest in the displays has grown. Route
102 is a Scenic Byway, a beautiful, residential road, and not designed for the volume of traffic the displays attract. Attracting all this traffic is opposite to preserving Exeter’s rural character.
The displays impact the quality of life to residents living in the area. It is bordering on commercialism in a residential area. Exeter is a small town, with limited resources.
Ms. Converse requested that Council decline the application and that the displays be
moved to a more suitable location.
Marybeth Cournoyer of 45 Dolly Pond disagreed with Ms. Converse’s comments. Exeter sometimes feels like a plot of land with very little community involvement. This is a wonderful opportunity for community involvement and Council should seize it. Mr. Gemma has stepped
up to the plate at his expense. It is not a commercial venture. It is a fundraiser for a cause that has touched many people. He is offering something genuine. Council should find a way to meet in the middle. Something great and wonderful should not be dismissed because it is an inconvenience to some.
Mr. Gemma: The displays have raised $165,000.00 for the Gloria Gemma Breast Foundation. The Foundation has had a direct impact on Exeter residents. It affects families in ways Council cannot imagine. Families, husbands and wives, buses of elderly and handicapped, come through. It is magical what the displays do for everyone. There is more happening than just a blow up display. The Gemmas are not trying to inconvenience anyone. The Gemmas are doing the work (two hours every morning, two hours every night, and not being able to get in and out of their driveway) from their hearts. It is not a business. He is not the only one in the state doing holiday events. Other communities embrace events such as his. He “cannot stop stupid.”
Advertising and certified mailing fees are owed in the amount of $124.49.
MOTION made by Mr. Lefebvre to close the Public Hearing; seconded by Ms. Allen;
and voted unanimously in the affirmative.
MOTION made by Ms. Allen to approve Public Entertainment License as presented by
Anthony Gemma for Halloween and Christmas Displays as presented in his application
with amended hours, Sunday through Thursday, 9:00 a.m. to 9:00 p.m., and Friday
and Saturday, 9:00 a.m. to 10:00 p.m., and for Mr. Gemma to work with Town Sergeant Scote Miller regarding details and traffic control.
Asa Davis: 1) The fog seal bid representative is former Public Works Director, Stephen Mattscheck. Before he resigned, three days before his ethics hearing, he attended a trip to
North Carolina with various vendor representatives. The Town paid $5000.00 for the trip.
Since it was not for Town business, the Town should have been reimbursed. It was not. This and $42,000.00 spent on travel for family and friends were subject to Mr. Davis’ Calls for Investigation, 1, 2, and 3, dropped by the Town Council. Before he resigned, in violation of purchasing laws, Mr. Mattscheck awarded $44,000.00 to Beta Group for GPS mapping, more than twice another bid from another company who was not part of Mr. Mattscheck’s vendors. This Call for Investigation was also dropped by Council. Mr. Mattscheck was given $22,600.00 over what he was due upon his resignation per Town benefits. His shingle waste blending project was done without engineering or permits from DOT and DEM, which may have contributed to a death-resulting accident. Putting fog sealing on new pavement or roads
recently chip sealed is criminally stupid. It will make stopping distances worse and increase hydroplaning. Fog seal is meant to soak into oxidized asphalt. Mr. Mattscheck’s company
has quoted $1.10 per square yard, not including Beta supervisor costs. This will put money
in Mr. Mattscheck’s pocket, but will have a negative effect on taxpayers. Mr. Mattscheck
has lied numerous times to Council, DEM, and the Ethics Commission. His DEM violations
at the DPW garage will cost the Town six figures. He puts personal gain over public interest
and safety. He should be barred from bidding.
A. FOG SEALING: A PRESERVATION TECHNIQUE: Mr. Ellis noted that Director
of Public Works Robert Shappy requested to go out to bid for fog sealing, which he feels will
increase longevity of the roads and is excited about different techniques. A bid was received from New England Asphalt Services and put on hold. An editorial appeared in The Standard Times making the argument that fog sealing was a bad idea. Mr. Ellis reached out to Beta
Group for more information and invited Joseph McGuire, Lead Asset Management Specialist, and Anthony Garro, Senior Vice President, to tonight’s meeting.
Mr. Garro has been doing pavement management for over 20 years throughout New England, including 20 cities and towns in Rhode Island. Once Beta is under contract with a city or town, it develops a data management program, which allows it to conduct inspections of the roads. Once the inspections are complete, Beta can advise the Town regarding its roads and what is needed and should be done, such as conditions, treatments, banding, major rehab, minor rehab, preventative and routine maintenance, and priority order. Fog sealing is preventative/
preservation maintenance and is commonly used in New England. Council approved a contract with Beta, which is to be forwarded. Because Beta has not yet received the contract, and though he is excited to work with the Town, Mr. Garro could not comment whether any roads in Town require fog sealing. Fog sealing is a liquid treatment, extends the life of the road by three to
five years, and maximizes the Town’s investment.
Mr. Lefebvre queried how fog sealing affects road safety. Does it make it slippery, when it is wet, when it is dry, or under any condition? Is grip lost? Does it make the surface not as porous? Does it allow water to drain off as it does without fog sealing? Mr. Garro could not comment whether fog sealing lessens motorist safety. Fog sealing will prevent water from infiltrating the pavement, which will prevent cracking and pot holes. Mr. Lefebvre asked Mr. Garro to get him information regarding the affect on safety. Mr. Garro answered in the affirmative, after the
Town is under contract. Ms. DeFrancesco asked about hydroplaning on untreated surfaces.
Mr. Garro could not comment until Beta assesses the Town’s roads. In her research regarding fog sealing, Ms. DeFrancesco found that fog sealing is used all over the country. She did not
see any red flags concerning safety. Are there circumstances that could create a safety concern? Probably. The Town would have to put faith in whoever is treating the roads to do it correctly and not create a safety concern.
Before Council moves forward with awarding the bid for fog sealing, it will wait until
the contract is in place and Council gets more information, especially regarding motorist
safety.
B. DEPARTMENT OF PUBLIC WORKS: AWARDING OF BID: FOG SEAL
USING ASPHALT EMULSIONS: Based on the discussion under Agenda Item No. 9A,
the following motion entered:
MOTION made by Mr. Patterson to hold the bid received until Council obtains
more information; seconded by Ms. Allen; and voted unanimously in the affirmative.
C. DEPARTMENT OF PUBLIC WORKS: AWARDING OF BID: SOLID WASTE/RECYLING HAULING SERVICES: Two bids were duly received and opened.
Upon the recommendation of Department of Public Works Director, Robert Shappy, the following motion entered. Edward F. Briggs Disposal has been providing this service to the Town for 20 years. Its bid was substantially less than the other bid received, and its prices did not increase much. The bid indicates that if diesel fuel increases or decreases by 25%, the Town and Briggs renegotiate, as it has been in recent months.
MOTION made by Mr. Patterson to award Edward F. Briggs Disposal a three-year contract with the option to renew in Years 4 and 5, based on fuel prices as of today, September 5, 2023, to include language on Page 3 of 5 of the bid, regarding cost proposal; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
D. DEPARTMENT OF PUBLIC WORKS: REQUEST FOR BID EXTENSION:
NEW ENGLAND ASPHALT: This bid was awarded during prior Department of Public Works Stephen Mattscheck’s tenure, who is now employed by New England Asphalt as Director of Sales, and an extension was previously extended. For these reasons, Mr. Patterson suggested going out to bid.
MOTION made by Mr. Lefebvre to go out to bid for chip seal; seconded by Ms. Allen.
Discussion: If only New England Asphalt bids are received, the Town Solicitor will be consulted. It is a risk that the bid will be more than the extension, but under the circumstances
is necessary.
For the record, Mr. Ellis stated that he “has never been Steve Mattcheck’s shill” or anyone else’s as suggested in the newspaper article referred to in Agenda Item 9A. A shill is somebody who sells for somebody else or promotes somebody else. It was not a positive emblem to attach to Mr. Ellis, which was the intent of the comment in the editorial.
Back to the Motion: Voted unanimously in the affirmative.
E. EXETER PUBLIC LIBRARY: AWARDING OF BID: CARPET REPLACEMENT:
Two bids were properly received and opened. Champlin Funds will pay for the carpets. One bid
was more than double the other. Karpet Klinic specializes in replacing Library carpeting. Director of Public Works Robert Shappy and Library Director Tien Tran inspected Karpet Klinic’s work in North Kingstown. It was excellent and flawless. The carpets at the Library
are seventeen years old. It is time to replace them.
MOTION made by Mr. Ellis to award Karpet Klinic in the amount of $57,775.00 as recommended by Library Director Tien Tran; seconded by Mr. Lefebvre; and voted
unanimously in the affirmative.
F. EXETER PUBLIC LIBRARY: AWARDING OF BID: AUTOMATIC DOOR OPENERS: No bids were received. Library Director Tien Tran was at a meeting where
he learned that state law regarding purchasing changed to the extent that purchases can be
made up to $10,000.00 without going out to bid. Mr. Findlay will review State law and the Town’s ordinance.
G. EXETER PUBLIC LIBRARY: SOLE SOURCE SHORT FORM AGREEMENT FOR SERVICES PROVIDED: GUTTERS AND DOWNSPOUTS: This agreement and
the one relative to Agenda Item No. 9H, were sent back for revisions. The final versions were
received and approved by Town Solicitor James Marusak as to form.
MOTION made by Mr. Ellis to approve Sole Source Short Form Agreements
for Services for Gutters and Downspouts and Portico as presented tonight;
seconded by Mr. Patterson; and voted unanimously in the affirmative.
H. EXETER PUBLIC LIBRARY: SOLE SOURCE SHORT FORM AGREEMENT FOR SERVICES PROVIDED: PORTICO: See Agenda Item No. 9G.
I. TOWN COUNCIL ASSISTANT: REQUEST TO GO OUT TO BID: HISTORIC PRESERVATION: WOODY HILL AND HALL SCHOOLS AND OLD TOWN HALL:
The Old Town Hall will not be included in this request to go out to bid. It is full of Friends of
the Exeter Pubic Library’s books for their book sales and has not been evaluated with regard
to preservation needs.
MOTION made by Ms. Allen to go out to bid for historic preservation of Woody Hill
and Hall Schools; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
J. SEPTEMBER COMMUNICATION NOS. 11 AND 12 : CELL TOWER
PROPOSALS FROM EVEREST INFRASTRUCTURE PARTNERS AND UNISON INFRASTRUCTURE: Town Treasurer Maria Lawler suggests reviewing the two offers of buyouts in the form of a lump sum. The buyout funds could be used to fund the new building acquisition/renovation. Discussion ensued. Presently, the Town receives approximately $2,800.00 monthly in rental income. Does the contract with the current lessee allow buyouts?
Do they get first refusal? What other factors should be considered? Research is required.
MOTION made by Mr. Patterson for Town Treasurer Maria Lawler, Town Solicitor James Marusak, and Council Assistant Kenneth Findlay to review; seconded by
Ms. DeFrancesco.
Discussion: In ten years, cell towers could be obsolete. What will happen if the current lessee
goes bankrupt and leaves the towers? Is there a clause for removal in their contract? If Council
sells the tower, will the new owner be responsible for its removal?
Back to the Motion: Voted unanimously in the affirmative.
K. RESIDENT COMPLAINTS: 550 VICTORY HIGHWAY: The complaints have
been addressed by Building Inspector Ronald DeFrancesco. Council has a copy of his letter
to the owner. The Department of Business Regulations is involved.
MOTION made by Mr. Ellis to write Jin Kulsic, Owner, Mobile Village Park, indicating
that the residents’ complaints at 550 Victory Highway have been addressed by Council
and ask him to address the abandoned trailers as mentioned in Building Inspector Ronald DeFrancesco’s letter; seconded by Mr. Lefebre; and voted unanimously in the affirmative.
A. USE OF AMERICAN RESCUE PLAN ACT FUNDS: POSSIBLE BUILD OF NEW TOWN HALL V. POSSIBLE PURCHASE OF 742 TEN ROD ROAD: As he does business
with the owner of 742 Ten Rod Road, Mr. Lefebvre recused from this agenda item and left
Council table. The funds need to be expended.
MOTION made by Mr. Ellis to neither build a new town hall nor purchase 742 Ten Rod Road, but to commit American Rescue Plan Funds to renovating the current building at 675 Ten Rod Road and addressing its issues.
There was not a second. The motion failed. This matter will be addressed in Executive
Session with Town Solicitor James Marusak at the October 2, 2023, meeting.
B. JULY 2022 COMMUNICATION NO 16: GOVERNOR MCKEE: RHODE ISLAND
CAPITAL PROJECTS FUND: MULTI-PURPOSE COMMUNITY FACILITIES
MATCHING GRANT: The Town has been awarded the grant. The next step is Stage 2 of the application process. This is a matching grant and a seven-year commitment. The grant requires the space for community center activities to be ready for programs in two years, by October, 2026, and that work, education, and health programs be held for five years beginning December, 2026. There will be much reporting required for the seven years, which will fall on Ms. Lawler. Someone or several someones will be needed to organize and monitor the programming, who will reach out to the community, Social Services, Emergency Management, the schools, the Department of Labor, etc. This will require much time, organizing, and running the programs. If someone is hired, that cost will reduce the grant amount received. That cost cannot be taken out of the grant. It will fall on the taxpayers. Mr. Findlay queried: Does the Town investing half, approximately $450,000.00, plus the grant’s half, total $900,000.00, divided by seven years, and possibly hiring someone, make sense? The Town is offering this help in a different way, through Social Services and non-profits. Is creating a $900,00.00 facility something the Town wants to do? If any benchmarks or criteria are missed, the funds must be returned. The State will be monitoring and doing spot checks. Stage 2 is due by October 10. In Stage 2, the space needs to be defined. Council will next meet on October 2 and decide a direction (see Agenda Item 10A) and whether this grant should be pursued. Ms. Lawler and Town Clerk Lynn Hawkins will work on the Stage 2 application in the meantime.
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 has invited the owner of Split Rock Mobile Park and his attorney to its
meeting of October 2, 2023. This agenda item is continued until then.
D. TOWN OF EXETER CODE OF ORDINANCES; CHAPTER 14, BUILDINGS
AND BUILDING REGULATIONS; ARTICLE IV, IMPACT FEES: Town Solicitor
James Marusak is reviewing. This agenda item is continued to Council’s October 2,
2023, meeting.
E. TOWN EMAILS AND RECORDS: OFFICIALS, STAFF, BOARDS, AND
COMMISSIONS: The list is down to four, who do not use email for Town business and
who feel they do not need a Town email. They are mailed or pick up hard copies of the
documents they need to review for a meeting.
The Clerk will write a letter to the four indicating that if they are not going to sign up for a
Town email, they are not to use personal email for Town business, with copy to IT Director
and Clerk. This agenda item will be removed from the agenda.
F. DIRECTOR OF PUBLIC WORKS: REQUEST FOR GUIDANCE: INCIDENT
AT 5 WEST SHORE DRIVE: Director of Public Works Robert Shappy is obtaining surveys
to be sure of the property lines.
Resident, Wendy Fenner-Aubin, was present. She indicated to Council that this issue is getting
worse and that it is a public safety issue, as emergency services vehicles are hindered getting in
and out.
G. AWARDING OF BID: TOWN HALL ARCHITECTURAL SERVICES: Council
will not be pursuing the building of a new town hall. There is no need to consider the bid received. The following motion entered:
MOTION made by Mr. Ellis to remove Agena Item 10G, Awarding of Bid: Town Hall Architectural Services, from the agenda; seconded by Ms. DeFrancesco; and voted
unanimously in the affirmative.
H. NEW LEGISLATION: CHANGES TO LOW-MOD ACT, COMPREHENSIVE
PLANNING ACT, ZONING ENABLING ACT, AND LAND DEVELOPMENT AND SUBDIVISION ACT: Council has Town Planner, William DePasquale’s memo. This
matter will be moved to New Business on Council’s October 2, 2023, agenda, to be set
for public hearing.
I. PUBLIC ACCESS: ZONING CERTIFICATES/LETTERS: Ms. DeFrancesco has
consulted with IT Director, James Angi, and Building Planning Zoning Clerk, Dixie Foisy. Zoning Certificates/Letters will be made part of the e-permitting system. This agenda item
will be removed from the agenda.
J. TOWN OF EXETER AND TOWN OF WEST GREENWICH AND EXETER WEST
GREENWICH REGIONAL SCHOOL DISTRICT: JOINT RESOLUTION IN SUPPORT OF CLARIFYING SECTION 5E OF PUBLIC LAWS 1965, CHAPTER 80, APPROVING AND RATIFYING THE AGREEMENT BETWEEN THE TOWNS OF EXETER AND WEST GREENWICH, RHODE ISLAND, WITH RESPECT TO THE FORMATION OF A REGIONAL SCHOOL DISTRICT WITH AMENDMENTS INCORPORATED THEREIN: Several years ago, the School budget failed, which meant, according to the School Charter, that the Town owed on the previous budget. The School felt that the Town should pay the increase in the child count for the failed year, approximately $34,000.00. The Town did not. The suit was dropped. The language in the resolution will avoid this happening again.
MOTION made by Mr. Patterson to deny Joint Resolution in Support of Clarifying Section E of Public Laws 1965, Chapter 80, Approving and Ratifying the Agreement Between the Towns of Exeter and West Greenwich, Rhode Island, with Respect to the Formation of a Regional School District with Amendments Incorporated Therein; seconded by Ms. Allen.
Discussion: Such a change should be made to the School Charter. The motion should reflect whether Council will sign the resolution, not to deny it. Mr. Patterson withdrew his motion.
Ms. Allen withdrew her second.
MOTION made by Mr. Patterson to approve Joint Resolution in Support of Clarifying Section E of Public Laws 1965, Chapter 80, Approving and Ratifying the Agreement Between the Towns of Exeter and West Greenwich, Rhode Island, with Respect to the Formation of a Regional School District with Amendments Incorporated Therein.
There was not a second. The motion failed. No action was taken.
This agenda item will be removed.
A. TOWN COUNCIL ASSISTANT’S REPORT: TOWN COUNCIL ASSISTANT, KENNETH G. FINDLAY: 1) HISTORIC PRESERVATION: WOODY HILL AND HALL SCHOOLS AND OLD TOWN HALL; 2) SIGNAGE ON MAJOR ROUTES INTO TOWN: Council, earlier this evening, voted to go out to bid for historic preservation of Woody Hill and Hall Schools. He will visit the Old Town Hall to make an assessment. Mr. Findlay finished Part 1 of the application to put signage on State Roads. He is now working on Part 2.
B. SOLICITOR’S REPORT : JAMES P. MARUSAK, ESQ. : Attorney Marusak was
away on vacation and thus not in attendance this evening.
C. REPORTS REMOVED FROM CONSENT AGENDA:
Tax Assessor’s Report: Residential, commercial, and personal property appeal applications must be submitted by Friday, December 15, 2023.
Tax Collector’s Report: First quarter 2023 tax payments are now due. Taxpayers have until September 15, 2023, to avoid penalties. If the first quarter is delinquent, the entire bill plus penalties will be owing.
Off-site Log-in Ability: It has come to Mr. Lefebvre’s attention that some employees are able to log in and out of work from their mobile phones off site. He does not believe in this policy and believes it should be abolished. Employees should not be allowed to log in remotely.
Town Treasurer Maria Lawler explained that this ability was put into place because some staff’s
days do not always begin and end in the office, some have to attend night meetings or run a work errand after work hours, and some get called out to duty in the night. Ms. Lawler is the administrator of the payroll cards. Those persons would ask her to adjust their timecards. She gave these permissions because she did not feel she should be adjusting time cards. She did apply geographic fences that limit logins only so far from Town Hall. Ms. DeFrancesco felt
that the employees should be trusted and Ms. Lawler should not be put in a position she is
uncomfortable with. This conversation will carry to Council’s October agenda.
Town Sergeant Vehicle: It has come to Mr. Lefebvre’s attention that the Town Sergeant’s white vehicle, was bought new from Flood Ford for Public Works and paid for out of the Vehicle Replacement Fund, not the funds approved at Financial Town Meeting. When the Town Sergeant’s Department wished to purchase it from Public Works, the Town Sergeant’s Office
paid Public Works for it, again from the Vehicle Replacement Fund. Mr. Lefebvre does not
understand how this happened on Council’s watch. Going forward, Council should be made
more aware of what is going on.
Invitation to South County Regional Planning Council: Though Exeter withdrew from the original Washington County Regional Planning Council, it was invited to a recent meeting of
the newly-formed South County Regional Planning Council. Mr. Ellis attended as the Town’s representative. There were only two people in attendance. He does not recommend Exeter rejoining.
No. 17 08/21/2023 William Pennoyer: 9/11 Remembrance Ceremony to be held at the
Wall of Honor of the Rhode Island Veterans Memorial Cemetery, at 9:00 a.m., Monday, September 11: Ms. DeFrancesco will attend to represent Council and the Town.
No. 20 08/23/2023 Rhode Island Ethics Commission: Pre-recorded Ethics Training
available online through RI Learning Center: Mr. Ellis will work with the Clerk to
schedule training sessions for the staff and elected officials.
No. 23 08/28/2023 John Ritchotte online submission: Suggestion for pavement at
Transfer Station to rid area of potholes: The Clerk will respond: Director of Public Works has significant changes planned; they will not happen overnight; the improvements have already started.
Council did not enter into Executive Session.
MOTION made by Mr. Ellis to adjourn the meeting; seconded by Mr. Patterson;
and voted unanimously in the affirmative.
The Regular Meeting was adjourned at 9:53 p.m.
The next Regular Meeting of the Exeter Town Council is scheduled for
Monday, October 2, 2023, at 7:00 p.m.
Respectfully submitted,
Lynn M. Hawkins, CMC
Exeter Town Clerk
Approved: November 6, 2023