MINUTES
EXETER TOWN COUNCIL
SPECIAL MEETING
JUNE 17, 2024
Council led the Public in the Pledge of Allegiance.
The Special Meeting of the Exeter Town Council was called to order at 7:03 p.m., on Monday, June 17, 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: Lynn M. Hawkins, Town Clerk
Kenneth G. Findlay, Council Assistant
FEMA INSTITUTE: Ms. Boardman reported: She will attend FEMA’s Institute in October.
It will continue through next year. Mr. Ellis has sent a letter of endorsement to the FEMA Institute on Ms. Boardman’s behalf. She is currently in FEMA’s Advanced Academy, approved by Council last year, learning how to aid departments in working together and sharing resources
in the event of an emergency. She will complete this program in August. Through FEMA,
she is learning practices to implement for the betterment of the town, such as procuring grant money and updating the Town’s emergency operation plan. The classes are free. Expenses
will be paid through her budget.
Director of Emergency Management, Dori Boardman, reported: Six bids were received. A selection committee comprised of Ms. Boardman, Mr. Findlay, and West Greenwich’s Brooke Lawrence graded
each based on qualification-based scoring as provided in the General Laws. They recommend Fairweather Science who surpassed the rest in scoring, who they are confident in, who will do the plan from beginning to end, who will include many elements that will benefit the public, and who is presently doing Foster’s plan who is very happy with them. Fairweather’s bid was higher than the grant amount. It was able to adjust it to the grant amount, $135,000.00, by combining meetings and changing nothing else. They will begin work upon award and will complete the plan by March 2025.
MOTION made by Mr. Ellis that the award for Multi-Jurisdictional Hazard Mitigation Plan be granted to Fairweather Science LLC; seconded by Ms. Allen.
Discussion: Mr. Lefebvre queried: Is it legal to negotiate a bid? Ms. Boardman answered in the affirmative. It is in the law. Once a bidder is selected, they can be asked to negotiate their bid. If they decline, the next highest scorer is chosen and so on. Fairweather Science was more than willing to negotiate.
Back to the Motion: Voted unanimously in the affirmative.
RHODE ISLAND CAPITAL PROJECTS FUND: MULTI-PURPOSE COMMUNITY FACILITIES MATCHING GRANT: 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”):
MOTION made by Mr. Ellis to not pursue Multi-Purpose Community Facilities Matching Grant; seconded by Mr. Patterson.
Discussion: Mr. Ellis makes this motion based on what all that this grant involves, the Town’s Solicitor’s concerns, and the Treasurer’s and Clerk’s concerns. Mr. Patterson noted that expenses will be involved. If you are receiving an amount, but there are costs, you are not receiving the full amount.
Lengthy discussion ensued. There are a lot of strings attached, a lot of work required, and many unknowns and risks. If at any time targets are not met, the whole amount has to be returned. Council had discussed Social Services Director Jessica DeMartino being involved in this project. She would be paid via American Recovery Grant Administration Funds now through 2026, for the next two and half years, when that grant ends. After that (this grant is five years and does not pay administration fees), she would be paid through taxes in a separate line item in the budget for the next two and half years. After that, the grant will end, so will Ms. DeMartino’s services with respect to this grant. These payments to her for this service is not part of Social Services. The programs required to be offered by the grant somewhat align with the kind Ms. DeMartino offers now. It will require more work and time on her part, but Ms. DeMartino is willing and thinks it is doable. She has talked to other municipalities and has been reviewing the contract. It concerns her that she is a department of one, whereas other municipalities have staffed social services departments. She hopes her volunteers will help. She thinks the new building at 742 Ten Rod Road where this grant’s classes will be held will make for a flourishing community/
senior center for the residents. She hopes to be able to do her regular work while at the same time monitoring these classes. The grant requires the center room of the building to be dedicated as the grant learning center for the next five years. Mr. Patterson felt there are too many unknowns and costs, all figures are unknown, and it is a long commitment. He is not comfortable with awarding this grant.
Mr. Ellis withdrew his motion. Ms. Allen withdrew her second.
MOTION made by Ms. DeFrancesco to accept Multi-Purpose Community Facilities Matching Grant; seconded by Mr. Lefebvre, and voted as follows:
Michael A. Lefebvre Yes
Diane Bampton Allen Abstain
Olivia DeFrancesco Yes
Calvin A. Ellis Yes
Motion passes.
Ms. DeMartino thanked Council. She is excited for the project bringing more to the town.
Council has before it Use and Occupancy Extension between previous owner and the Town. Same has been reviewed by the Town’s Solicitor. The original ends July 1. The extension would run through the end of July. The storage unit to where the previous owner was moving his furnishings and other items is under construction. Mr. Ellis noted that the extension
does not provide for Town staff accessing the building during July. Mr. Findlay responded
that the previous owner will allow access. Times only have to be scheduled.
MOTION made by Mr. Ellis to approve extension of one month regarding 742 Ten
Rod Road; seconded by Ms. DeFrancesco.
Discussion: Mr. Lefebvre suggested a compromise. Give him only two weeks as opposed
to another month. He has been given three months. When can the Town get in there? Mr. Findlay queried: What is the rush? Many things need to be done before anyone can move
there. The previous owner may be out before the end of July.
Back to the Motion: Voted unanimously in the affirmative.
Asa Davis, Resident, 146 Beechwood Hill Road: Suggested that because Mr. Lefebvre does business with the previous owner, he should have recused himself from the vote. Mr. Lefebvre had recused during purchase negotiations, but thought, now that the building was purchased,
he could be part of the discussions. The Clerk suggested that the vote be rescinded and a new
one made. Whether Mr. Lefebvre can participate in these conversations going forward will be reviewed, possibly with the Ethics Commission.
MOTION made by Mr. Patterson to rescind vote to approve extension of one month regarding 742 Ten Rod Road; seconded by Ms. Allen; and voted unanimously in the affirmative.
MOTION made by Mr. Patterson to approve extension of one month regarding
742 Ten Rod Road; seconded by Mr. Ellis; and voted as follows:
Daniel W. Patterson Yes
Michael A. Lefebvre Recuse
Diane Bampton Allen Yes
Olivia DeFrancesco Yes
Calvin A. Ellis Yes
Motion passes.
Mr. Lefebvre thought Mr. Davis made a good point and thanked him.
Mr. Ellis, having read the multi-page, considerable, elaborate, and extensive inspections and evaluations of the buildings, made the following motion:
MOTION made by Mr. Ellis to hire a project manager or general contractor to oversee
the elements identified here that need to be addressed. There was no second.
Mr. Patterson worked with Mr. Findlay to obtain the inspections. The roof trusses were cut
to install the air handler, probably when the building was built. It is common. The estimate
to make repairs is $10,000. It may be possible to do the repairs in house, by the Public Works Supervisor. The electrical, though cited as illegal, meets code. There are issues with the generator. Though he hopes much in the inspections is not essential, Mr. Ellis felt they should
be looked at. Mr. Findlay considers the inspection reports a great preventative maintenance plan. On January 5, Mr. Findlay had provided Council a memo indicating that the main issues found were the attic framing, electrical, oil tank, and septic. Mr. Ellis reminded Council that a planning board member, Michael Vivieros, is an architect and willing to look the building over and provide suggestions. Mr. Ellis thought Mr. Findlay should be project manager, but he has a full-time job. Mr. Findlay has been serving in that capacity since the building was bought. Ms. DeFrancesco noted the structural items that need to be addressed, but queried: Who is moving there? The Board of Canvassers, Social Services, Planning Department, and Emergency Management have expressed interest. That would resolve space issues. Once those departments move there, then it will be decided what to do with the current building. Mr. Patterson noted that first much has to be done: the building has to be cleaned out and cleaned, cosmetics addressed, phones and internet installed, etc., etc. Have to get in there and figure it out.
MOTION made by Mr. Ellis to plan and direct the Planning Department, Social Services Department, Board of Canvassers, and Emergency Management--for them to create spaces for operation once the Town has access to this building and can fix it for them; seconded by Mr. Lefebvre.
Discussion: Mr. Lefebvre queried: Is that with direction from Ken? Mr. Ellis his motion stands and can be amended at any time.
Back to the Motion: Voted unanimously in the affirmative.
Mr. Patterson suggested that instead of hiring a project manager, after access to the building is gained, he and Mr. Findlay can act as the project manager.
MOTION made by Mr. Ellis that Mr. Patterson work with Mr. Findlay to facilitate the issues that need to be addressed and the construction that may need to take place in order to make the building appropriate for those departments just voted to move there; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
Mr. Findlay queried: The move is going to be made without making construction changes?
Mr. Ellis: That is not known. Mr. Findlay queried: What is the point of having a new town
hall if there is not a future buildout plan? He suggested contacting the architect who had provided plans years ago when the Town had considered buying the building once before.
Mr. Ellis and Ms. DeFrancesco suggested Mr. Vivieros. Mr. Patterson: This is why we need
to get in there. Mr. Ellis: But we just made a motion for four departments to move in as soon
as possible. Mr. Patterson: It may be late fall before they can move. Mr. Findlay: There is a lot to consider. For example, IT has to do its installation. IT Director James Angi: Is it going to be temporary or a full install? Temporary can be a waste of money. There needs to be a plan. Nancy Anderton, Board of Canvassers Member: Her department needs to move first. There is a Presidential Primary in September. If it is going to be held in the new building, the State Board of Elections needs to get in there the beginning of July. Holding 20-day early voting in the current building is not conducive to every day business. Mr. Ellis suggested that arrangements be made for Ms. Anderton and the State to view the space next week. Ms. Anderton will contact the State to determine what needs to be done. Mr. Findlay: Suggested that Council discuss that nobody should move until Council approves them moving. Council needs to have a plan and be in charge. The four issues discussed earlier have to be addressed. Staff cannot occupy the space
until the work is done.
MOTION made by Ms. DeFrancesco that nobody moves to the new building without Council’s consent; seconded by Mr. Lefebvre; and voted unanimously in the affirmative.
MOTION made by Mr. Patterson to adjourn the meeting; seconded by Mr. Lefebvre;
and voted unanimously in the affirmative.
The Special Meeting was adjourned at 8:21 p.m.
Respectfully submitted,
Lynn M. Hawkins, CMC
Exeter Town Clerk
Approved: July 1, 2024