EXETER TOWN COUNCIL
REGULAR MEETING
JUNE 3, 2024
Council led 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, June 3, 2024, in Council Chambers, Exeter Clerk’s Office, 675 Ten Rod Road, Exeter, Rhode Island.
Roll Call: Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Diane Bampton Allen Yes
Olivia DeFrancesco Yes
Calvin A. Ellis Yes
Also Present: James P. Marusak, Esq., Town Solicitor
Lynn M. Hawkins, Town Clerk
Kenneth G. Findlay, Council Assistant
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 reminded
to license their dogs.
B. FINANCIAL TOWN MEETING: TUESDAY, JUNE 11, 2024, 7:00 P.M.,
EXETER-WEST GREENWICH JUNIOR/SENIOR HIGH SCHOOL AUDITORIUM,
930 NOOSENECK HILL ROAD, WEST GREENWICH, RHODE ISLAND:
The Public was urged to attend.
C. TOWN CLERK’S OFFICE: ALL OFFICES WILL BE CLOSED WEDNESDAY,
JUNE 5, 2024, IN ORDER THAT THE STAFF CAN ATTEND THE FUNERAL
SERVICES FOR CO-WORKER’S SPOUSE: The Public was informed of the closing. Robert Whitford, lifelong resident, ex-DPW Director, and husband to Deputy Town Clerk Patricia Whitford, recently passed away. God bless him. May he rest in peace. He will be missed. Council extended its condolences to Pat and her family.
D. MEMORIAL DAY PARADE COMMITTEE: Council congratulated the Committee
on having a successful parade and thanked everyone who worked to accomplish it.
MOTION made by Mr. Patterson to approve the Agenda Order as presented;
seconded by Mr. Ellis; and voted unanimously in the affirmative.
A. REYNOLDS CHARITABLE TRUST: REQUEST FOR APPROVAL:
1. MEALS ON WHEELS, $2000.00
2. HOME REPAIRS, UP TO $5000.00
3. COLLEGE COST ASSISTANCE, UP TO $7000.00
4. COMPUTER ASSISTANCE FOR DISABLED CHILD, UP TO $5000.00
The vouchers were not removed.
B. COMMUNICATIONS: Ms. Allen removed No. 12.
C. BILLS, APPROPRIATIONS, AND ABATEMENTS:
1. BILL SHEET: May 1, 2024 – May 31, 202
2. TAX ASSESSOR’S ABATEMENTS: None this month
3. TAX COLLECTOR’S ABATEMENTS: Multiple Accounts Totaling $9,109.77
(See Town Clerk for List)
4. TAX COLLECTOR’S REMITTANCES: Multiple Accounts Totaling $929.51
(See Town Clerk for List)
None of the above were removed.
1. TOWN COUNCIL SPECIAL MEETING, APRIL 8, 2024
2. TOWN COUNCIL SPECIAL MEETING, APRIL 29, 2024
3. TOWN COUNCIL SPECIAL MEETING, MAY 2, 2024
4. TOWN COUNCIL SPECIAL MEETING, EXECUTIVE SESSION, MAY 2, 2024
5. TOWN COUNCIL SPECIAL MEETING, BUDGET PUBLIC HEARING,
MAY 2, 2024
6. TOWN COUNCIL REGULAR MEETING, MAY 6, 2024
7. TOWN COUNCIL REGULAR MEETING, EXECUTIVE SESSION, MAY 6, 2024
Mr. Ellis was absent from the April 29, 2024, Special Meeting.
Ms. Allen was absent from the May 2, 2024, Special Meeting, Budget Public Hearing.
The minutes for the May 6, 2024, meeting were not available.
MOTION made by Ms. Allen to approve the Consent Agenda as amended;
seconded by Mr. Ellis; and voted unanimously in the affirmative.
MOTION made by Mr. Patterson to approve the minutes for the April 29, 2024,
Special Meeting; seconded by Mr. Lefebvre; and voted as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Diane Bampton Allen Yes
Olivia DeFrancesco Yes
Calvin A. Ellis Abstain
Motion passes
MOTION made by Mr. Patterson to approve the minutes for the May 2, 2024,
Special Meeting, Budget Public Hearing; seconded by Mr. Lefebvre; and voted
as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Diane Bampton Allen Abstain
Olivia DeFrancesco Yes
Calvin A. Ellis 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): David DeFrancesco had submitted a letter of interest sometime ago. The Clerk will contact him to inquire if he is still interested in serving on this Commission.
B. RESIGNATIONS:
1. JENSON TAVARES, ANIMAL CONTROL OFFICER: Ms. Tavares’ resignation
is not effective until June 29, 2024. Council will not accept her resignation until next month,
but will post the position in the meantime.
MOTION made by Mr. Ellis to post for Animal Control Officer; seconded by
Mr. Lefebvre; and voted unanimously in the affirmative.
C. APPOINTMENTS:
1. EXETER RURAL LAND PRESERVATION TRUST COMMITTEE MEMBERS (TWO) (TO SERVE FOUR-YEAR TERM BEGINNING DATE OF APPOINTMENT):
No Letters of Interest have been received. This vacancy will continue to post.
2. JUVENILE HEARING BOARD ALTERNATE MEMBER (TO SERVE UNEXPIRED TERM ENDING NOVEMBER 6, 2026): No Letters of Interest have
been received. This vacancy will continue to post.
3. TAX BOARD OF REVIEW ALTERNATE MEMBER (TO SERVE UNEXPIRED TERM ENDING AUGUST 2, 2024): No Letters of Interest have been received. This vacancy will continue to post.
4. PUBLIC WORKS WORKER: There is one candidate who is undergoing recently instituted pre-employment requirements. This vacancy will continue to post in the meantime.
D. EXPIRING TERMS:
1. SCOTT MILLAR, PLANNING BOARD MEMBER (TERM EXPIRES JULY 1,
2024)
2. MICHAEL VIVIEROS, PLANNING BOARD ALTERNATE MEMBER (TERM
EXPIRES JULY 1, 2024)
3. LOREN ANDREWS, ZONING BOARD OF REVIEW (TERM EXPIRES JULY 1,
2024)
The Clerk will contact the members to determine if they seek reappointment.
MOTION made by Mr. Patterson to post the positions in the event reappointment is declined and appoint at the July meeting; seconded by Ms. Allen; and voted unanimously in the affirmative.
A. PUBLIC ENTERTAINMENT LICENSE APPLICATION: EARL ADAMS, APPLICANT; TO HOLD RHODE ISLAND NATIONAL GUARD’S LEAP FEST, AIRBORNE SOLDIER COMPETITION, AT HIS ADDRESS, 300 HOG HOUSE
HILL ROAD, EXETER, RHODE ISLAND, ON SATURDAY, AUGUST 3, 2024
(RAIN DATE: SUNDAY, AUGUST 4, 2024), FROM 8:00 A.M. TO 5:00 P.M.:
MOTION made by Mr. Lefebvre to open the Public Hearing; seconded by Ms. Allen;
and voted unanimously in the affirmative.
Mr. Adams: This is the third year he will host the Rhode Island National Guard’s Annual Leap Fest on his property. Paratroopers attend and compete from all over the country and around the world. The week prior to the competition on August 3rd, the National Guard will be training, on simulators and the ground, and jumping and dropping from helicopters. There will be a dry run on Thursday, August 1. The competition on August 3 is open to the public and free of charge. Cars will be parked in an open field. Military police and medics and 300 to 400 soldiers will be on hand to organize and support. In the past, there have been no prior issues of any kind, traffic or otherwise. Machinery will be available for viewing by the public. The event will start at approximately 8:00 a.m. and end at approximately 5:00 p.m. The National Guard appreciates
the opportunity to hold its event in Exeter. Several military and ex-military residents attend.
Mr. Patterson: Last year, there were complaints of military construction trucks. Mr. Adams replied: They were also training. They constructed fire roads through the Adams’ property
to the South Kingstown line. Whether the construction crews will attend this year is yet to
be determined. If they do, they will construct a road from Glen Rock Road to a pond on the
Adams’ property in order that the Fire Departments can get water in the event of a fire.
The Clerk reported: The public hearing was duly advertised and abutters notified. Advertising and certified mailings fees in the amount of $149.28 are owed.
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 Leap Fest as advertised, on August 3, 2024,
on the Adams’ farm, at 300 Hog House Hill Road; seconded by Mr. Ellis; and voted unanimously in the affirmative.
Asa Davis: 1) Ethics complaints have been filed on Olivia DeFrancesco regarding her uncle’s, Building Inspector Ron DeFrancesco’s building fees and on Scott Millar for unreported land ownership and positions; 2) At the last Planning Board meeting, Crossman and RI Grows Engineers worked together to make a project better for all, a good thing; 3) Ex-Public Works Director Mattscheck and ex-Planner Schweid found no issues with Kayla Ricci Way. Current Planner DePasquale did and sorted it out; 4) Abandonment of Stony Lane created an illegal lot by taking away legal frontage for 11-2-4. It is still designated on the Official Street Map as a town road and the portion abandoned is not shown, and still provides access to 11-2-4. The minutes indicate: “The Planning Board reviewed and sees no reason not to accept the proposed changes and finds that the amendment is not inconsistent with the Town of Exeter Compre-hensive Plan.” Brookridge was accepted without this memo. 5) GIS, 911, State and Federal Maps, all steer traffic into illegal barriers at the end of Estate Drive. This is an accident waiting to happen. Paper streets do not belong on an official map. It is a public safety not an access issue; 6) The last posting on YouTube for Council meetings was November. He would not
have to make public records requests for copies if they were posted; 7) Another morale booster besides Friday afternoons off would be making Town Hall a canine-friendly workplace.
A. DEPARTMENT OF EMERGENCY MANAGEMENT: AWARDING OF BID: MULTI-JURISDICTIONAL HAZARD MITIGATION PLAN: Emergency Management
Director Dori Boardman requested a continuance to the June 17 Special Meeting in order that
the Selection Committee can make a decision and recommendation.
B. DEPARTMENT OF EMERGENCY MANAGEMENT: REQUEST TO UTILIZE BIDNET.COM FOR POSTING OF REQUESTS FOR PROPOSALS AND INVITATIONS TO BID: Emergency Management Director Dori Boardman reported: She circulated documentation supporting Bid Net use. It is a free service used by many towns and cities,
fire and police departments, public works departments, etc. Customer Service is outstanding.
It is easy to make changes. Discussion ensued regarding the current process and how bid-net could be incorporated or whether it could be used solely. Changes are not allowed by the Town unless all notices are changed. Mr. Findlay will research how other cities and towns are using BidNet.
MOTION made by Mr. Ellis to move Agenda Item 9B regarding Bidnet.com to Unfinished Business on the July agenda; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
C. REQUEST TO CLOSE TOWN OFFICES: FRIDAY, JULY 5, 2024:
MOTION made by Mr. Ellis to approve closing town offices on Friday, July 5, 2024; seconded by Mr. Lefebvre.
Discussion: Mr. Patterson had no issues; much of the staff will not be in and historically
it is a quiet week as much of the public is on vacation. Mr. Ellis supported closing.
Ms. DeFrancesco’s suggestion that summer Fridays off was recently rejected; thus, she was surprised at this request. Mr. Lefebvre queried whether the staff would use vacation time.
Ms. Lawler: If the request is approved, the staff would not have to use vacation time and
they would get paid, much the same as when the Town closes for a snow day. Mr. Lefebvre:
Is there an issue if only a few staff are in? Ms. DeFrancesco: So, we are awarding people in advance for telling us that they are not going to come in and would have to use their vacation time? But now, we are going to give them a Friday off paid? Ms. Hawkins: It is request to boost morale. It has been approved many times in the past when a holiday falls on a Tuesday
or Thursday. Mr. Ellis confirmed. Ms. DeFrancesco: It makes sense but nobody liked summer Fridays. Ms. Allen: This request is for only one Friday. Director of Public Works Rob Shappy: He cannot afford to lose the day, but understood the value in approving the request. His staff would not appreciate him squashing the request. It being the day after a holiday and before the weekend, the staff probably will not be 100%. One day will not kill. Discussion ensued. The animal shelter would have an ACO and floater come in to feed the animals. It would not affect the Transfer Station. The Library would follow suit, but the question of whether they had programs scheduled for that day arose. Following more discussion, Ms. Hawkins withdrew
the request and asked Council to move on.
Back to the Motion: Mr. Ellis withdrew his motion. Mr. Lefebvre withdrew his second.
MOTION made by Mr. Patterson to grant the request to close Town offices and Public Works on Friday, July 5, 2024; whether the Library should close is open to discussion depending on their schedule and availability of the Library staff; seconded by Ms. Allen; and voted as follows:
Michael A. Lefebvre No
Diane Bampton Allen Yes
Olivia DeFrancesco No
Calvin A. Ellis Yes
Motion passes
D. INCREASE COMMUNITY NOTIFICATION AND AWARENESS: CLICK SEND SYSTEM: ClickSend is used by the Library to send text messages to residents’ phones. Council asked Mr. Findlay to look into this for notifications from the Town. He forwarded
the information to Ms. Hawkins, who will sign up, and put into use. This agenda item will be removed.
E. RHODE ISLAND STATE ARCHIVES: TOWN OF EXETER HAS BEEN NAMED AN ARCHIVE SERVICE DAY HOST SITE, AUGUST 16, 2024: The Clerk secured a grant
from Archives, which includes archival supplies, valued at $1000.00, and a visit from Archives personnel, which is scheduled for August 16. Archives will assess the Town’s record storage, giving its recommendations and suggestions, and will approve retention schedules on site.
This is an excellent opportunity to clean out storage and destroy old records, in anticipation
of the move to the new building. Shred-It will be scheduled for destruction of the old records.
Shred-It’s services will be incorporated into a community event.
MOTION made by Mr. Ellis to direct all departments to review their records and purge what they can purge under the advice of the State Archives; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
F. PROCUREMENT OF GEAR FOR THE INSPECTORS: The Inspectors inquire
where to obtain gear. Director of Public Works Rob Shappy and Town Sergeant Scote Miller have contacts where they obtain gear. They have been provided Town badges.
MOTION made by Mr. Ellis to direct the Clerk to obtain the contact information
for vendors for gear from the Town Sergeant and Director of Public Works and provide that information to the Inspectors; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
G. REQUEST OF BOARD OF CANVASSERS: COMPENSATION FOR TRAININGS OUTSIDE OF NORMAL HOURS: Training can be in-house, at home, or at another locale, and is often outside of the Canvassers’ normal hours, Tuesdays, 9:00 a.m. to 12:00 p.m. They receive a stipend for their hours, but not compensation for any hours above and beyond. Discussion ensued: Should they be paid a flat rate for trainings or an hourly wage?
MOTION made by Mr. Lefebvre to pay the Canvassers $125.00 per training day;
seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
H. OFFICIAL STREET MAP: MAP UPDATE: Mr. Ellis had a discussion with Tax Assessor Kerri Petrarca, who was contacted because of a recent accident on Stony Lane. Stony Lane had been abandoned by Council but the Street Map does not indicate so. The Clerk is responsible for updating the map. It has not been updated recently. The abandonment of Stony Lane and acceptance of Kayla Ricci need to be added. It is a work-in-progress.
I. BUDGET PRESENTATION: FINANCIAL TOWN MEETING: Mr. Ellis noted that questions have been raised about the budget. 1) Regarding the Capital Program, do some of the items need to be recategorized? 2) There was a line item in the budget, “Contingency Fund.”
Per the Charter, it has been changed to “Discretionary Fund” in the budget to be presented at Financial Town next week. He suggested that Council be ready for these discussions at the Financial Town Meeting next week.
J. MAIL ROAD: LETTER FROM RESIDENT CONCERNING TRUCK TRAFFIC:
This letter was forwarded to Mr. Ellis. He invited that person to tonight’s meeting. She is not
present. No action taken. This agenda item will be removed.
A. STATUS: JULY 2022 COMMUNICATION NO 16: GOVERNOR MCKEE:
RHODE ISLAND CAPITAL PROJECTS FUND: MULTI-PURPOSE COMMUNITY FACILITIES MATCHING GRANT: 1) REQUEST FOR APPROVAL: SUBAWARD AGREEMENT BY AND BETWEEN THE STATE OF RHODE ISLAND ACTING BY AND THROUGH ITS PANDEMIC RECOVERY OFFICE (“STATE AGENCY”)
AND TOWN OF EXETER (“SUBRECIPIENT ENTITY”): At this point, whether Council
is going to enter into the agreement has to be decided. Mr. Patterson believes the grant will
cost the Town in the long run. The grant can only be used for acquisition, not any costs.
Mr. Ellis is concerned with the intensity of the requirements. Director of Social Services
Jessica DeMartino believes she has many of these programs in place and is willing to manage
the grant. She cannot be paid through the grant but can be paid through ARPA funds.
Mr. Patterson queried: The ARPA funds are only good for two more years. The programs
under this grant have to run for five years. What happens to Ms. DeMartino’s compensation after two years? Ms. DeFrancesco was of the opinion it could be added to her compensation during budget discussions that year. Mr. Lefebvre felt it is a lot of money for the Town to
turn away. This agenda item is continued to Council’s Special Meeting on June 17.
B. STATUS: UPDATE TO TOWN OF EXETER CODE OF ORDINANCES;
CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS; ARTICLE IV,
IMPACT FEES: Mr. Findlay will send a draft of Tax Assessor Kerri Petrarca’s and
Town Planner Bill DePasquale’s opinions and suggestions to Town Solicitor Jim Marusak.
C. DIRECTOR OF PUBLIC WORKS: REQUEST FOR GUIDANCE: INCIDENT
AT 5 WEST SHORE DRIVE: The work is scheduled to be done next week.
D. PROPOSED/POTENTIAL CHARTER AMENDMENTS: NOVEMBER 2024 ELECTION: There are three: Distribution of grant administration funds, changing the number of members on the Conservation Commission from seven to five, and changing the purchasing ordinance to coincide with State law.
MOTION made by Mr. Ellis that the three proposed Charter Amendments be presented
to the voters in November; seconded by Mr. Patterson.
Discussion: A public hearing is required. The questions have to be submitted to the State by
August 7.
Mr. Lefebvre suggested a fourth proposed amendment: Town Manager. The Town needs someone present at Town Hall with certain authorities. There are day-to-day responsibilities
that he or she can address in between Council’s monthly meetings.
Back to Mr. Ellis’ Motion: Mr. Lefebvre amended Mr. Ellis’ motion to include a fourth proposed Charter Amendment, Town Manager; seconded by Mr. Ellis.
Discussion: Mr. Lefebvre queried whether the authorities of a Town Manager can be given
to the Town Clerk? It would not be a Charter Amendment if a staff member is given additional responsibilities. Ms. Allen thought adding Town Manager is a big step and salary and required more discussion.
Back to Mr. Lefebvre’s Amended Motion: Voted as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Diane Bampton Allen No
Olivia DeFrancesco Yes
Calvin A. Ellis Yes
Motion passes
Back to Mr. Ellis’ Motion as Amended: Voted as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Diane Bampton Allen Yes
Olivia DeFrancesco Yes
Calvin A. Ellis Yes
Motion passes
E. STATUS: RI250 COMMISSION: EXETER HISTORIC PRESERVATION COMMISSION: Work is being done by the Committee.
F. DEPARTMENT OF PUBLIC WORKS: TOWN PROPERTY DAMAGE:
MAIL ROAD: This is on hold. Director of Public Works Rob Shappy is waiting for
the full report from the State Police. Town Sergeant Scote Miller will follow up to
obtain the full report.
G. STATUS: WELCOME SIGNAGE IN AND OUT OF TOWN: Mr. Findlay
will meet with Director of Public Works Rob Shappy to complete the application.
H. BUILDING USES AND IMPROVEMENT PLANS:
1. 675 TEN ROD ROAD: A) PARKING LOT: CHIP SEALING; B) SIDE OF BUILDING: RAMP, AUTOMATIC DOOR, AWNING: The Clerk and the Director
of Public Works will work to accomplish these projects. The parking lot has not been
done in quite some time. It is questionable whether the width of the ramp is to handicap
code. Because the door opens to the outside, a person on a wheelchair cannot access
the building without assistance. An automatic door opener would solve this issue. The
current awning at the top of the ramp needs replacing as it is sagging and pulling away
from the building.
2. 742 TEN ROD ROAD: A) WORK SESSION: JUNE 17, 2024, 7:00 P.M.:
Uses and improvements to the building will be discussed at the work session.
No. 12 05/29/2024 Reynolds Charitable Trust Committee: Request for approval:
1) Meals On Wheels, $2000.00; 2) Home Repairs, up to $5000.00; 3) College Cost
Assistance, up to $7000.00; 4) Computer Assistance for Disabled Child, Up To $5000.00:
Addressed previously this evening.
MOTION made by Mr. Patterson to take a five-minute recess; seconded by
Mr. Lefebvre; and voted as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Yes
Diane Bampton Allen Yes
Olivia DeFrancesco No
Calvin A. Ellis Yes
Motion passes
Council entered into Recess at 8:56 p.m., reconvened in Open Session at 9:04 p.m.,
and entered into Executive Session.
MOTION made by Mr. Patterson to enter into Executive Session to discuss Agenda Item 12.A.1, RIGL 42-46-5(a)(3), Security, Town Sergeant; seconded by Ms. DeFrancesco; and voted unanimously in the affirmative.
Council entered into Executive Session at 9:04 p.m., adjourned Executive Session
at 9:15 p.m., and reassembled in Open Session.
MOTION made by Mr. Patterson to seal the minutes of the Executive Session;
seconded by Ms. Allen; and voted unanimously in the affirmative.
MOTION made by Mr. Patterson to adjourn the meeting; seconded by Ms. Allen;
and voted unanimously in the affirmative.
The Regular Meeting was adjourned at 9:16 p.m.
The next Regular Meeting of the Exeter Town Council is scheduled for Monday,
July 1, 2024, at 7:00 p.m.
Respectfully Submitted,
Lynn M. Hawkins, CMC
Exeter Town Clerk
Approved: August 5, 2024