City Council

City Council Work Session September 2, 2025 Present were: Mayor Cone, Councilors Higbee, Korzen, Grenier, Valerino, Theberge, Qualls and Morency. Councilor Berthiaume was absent. Others present: City Manager Phillip L. Warren Jr., Dir. Of Strat. Initiatives and Asst. City Mgr. Pamela Laflamme, City Clerk Shelli Fortin, Finance Director Holly Larsen, Chief of Police Jeff Lemoine, SAU3 District Educational Services Administrator Tammy Fauteux, SAU3 Business Administrator Evan Arsenault, Lisa Connell, Berlin Daily Sun and Members of the Public. Mayor Cone opened the meeting at 6:30 p.m. USDA Request for Permission to Trap for Wildlife Research Mr. Warren presented the request for permission to trap for wildlife research from the USDA. The request included special considerations for roadside trapping, highway right-of-way, roadkill collection, town/municipality managed properties. Councilor Theberge commented a similar program was approved by Coos County for their incorporated places. Mayor Cone commented he is in favor of granting permission to the USDA as it is for a good cause. Councilor Grenier moved to allow the USDA to trap for wildlife research. Councilor Valerino seconded, and the motion carried with all in favor. Other Mayor Cone commented that the City of Claremont is experiencing a severe financial crisis in its school district. He wants to reassure that the City of Berlin is doing their due diligence and is in a proper place, where it needs to be. Mr. Warren confirmed that Ms. Larsen and the school’s finance group are working together with the auditors to complete the actions needed for the end of year close and to move forward. Mrs. Fauteux confirmed the school is absolutely doing their due diligence, seeking support and guidance and double checking everything. At 6:42 p.m., there being no further business in Work Session, Mayor Cone recessed before moving on to the Regular Meeting. Respectfully Submitted, Danielle Rioux Executive Assistant *Minutes are unofficial until they have been accepted by the City Council by motion. CITY COUNCIL MEETING – Tuesday, September 2, 2025 Public Hearing Mayor Cone opened the Public Hearing on Resolution 2025-19 Carryover Capital Appropriations at 6:48 pm. There were no public comments. Mayor Cone closed the Public Hearing at 6:49 pm. Mayor Cone opened the Public Hearing on Ordinance 2025-01 Trailer Ordinance at 6:49 pm. There were no public comments. Mayor Cone closed the Public Hearing at 6:49 pm. Regular Meeting Mayor Cone called the Regular City Council Meeting to order at approximately 6:50 pm. a. Pledge of Allegiance b. Roll Call Present: Mayor Cone, Councilors Qualls, Higbee, Morency, Valerino, Grenier, Korzen, and Theberge Absent: Councilor Berthiaume Also present: City Manager Phillip Warren, Jr., Director of Strategic Initiatives Pamela Laflamme, Finance Director Holly Larsen, City Clerk Shelli Fortin, Police Chief Jeffrey Lemoine, SAU 3 Business Administrator Evan Arsenault, District Education Services Administrator Tammy Fauteux, Michael Couture, other members of the public, and Lisa Connell, Berlin Daily Sun. c. Councilor Theberge moved, with a second by Councilor Morency, to accept the minutes of the August 18, 2025, Regular Meeting and Work Session. So moved, the motion passed. Disbursements: Disbursement Summary Draft # 1992 with a start date of 08/19/2025 and an end date of 09/02/2025 for a total cash disbursement of $575,720.28. Councilor Theberge moved, with a second by Councilor Korzen, to accept the disbursement summary and pay all bills as reviewed and approved by the Committee on Accounts/Claims. So moved, the motion passed. PUBLIC COMMENTS Michael Couture of 605 Fourth Avenue expressed concern about education and the funding for education. Mr. Couture stated he was concerned about the recent budget deficit in Claremont and stated that the Council needs more clarity and the School Board needs to ask questions and request updates, as he does not want to see that happen here. Mr. Couture stated that his other concern is the school population, which is not going up, and asked what they are doing to project what the future will be like and plan for cuts to keep taxes reasonable for citizens. Mr. Couture challenged the administration and school board to come to the Council with any problems before it is too late. UNFINISHED BUSINESS 1. Council Committee Reports There were no Council Committee Reports. 2. Ordinance 2025-01 Trailer Ordinance (tabled 08/18/2025) In the year of our Lord Two Thousand Twenty-Five AN ORDINANCE amending the Code of Ordinances of the City of Berlin, Chapter 15, Traffic / Vehicles, specifically Section 15-82; 1 Be it ordained by the City Council of the City of Berlin as follows: Sec. 15-82 Parking for Certain Purposes Prohibited No person shall stand or park a vehicle upon any roadway for principal purpose of displaying it for sale or washing, greasing or repairing such vehicle except repairs necessitated by an emergency. (Code 1977, § 7:410) It shall be unlawful for any person to store or allow the storage of a vehicle upon the public streets, alleys, sidewalks or parkways of the city. For purposes of this section, a vehicle shall be considered stored if it is parked at the same location for a continuous period of time in excess of five days. Relocating the vehicle by less than one-tenth of a mile to another location on a public street, alley, sidewalk, or parkway of the city will not stop the running of the five-day period. A stored vehicle is deemed to be a vehicle which is illegally parked on public property, and such vehicle shall be subject to removal and disposal as an abandoned vehicle, according to the terms of NH RSA 262:40-c. Penalty: The penalty for a violation of this section shall be $100 per day. EXCEPTIONS: The provisions of this section of this chapter shall not apply when a vehicle is parked: For the purpose of loading or unloading passengers, materials, or merchandise when such passengers, materials, or merchandise are actually being loaded or unloaded; For any purpose incident to any lawful construction project located within the immediate vicinity of such parked vehicle; For any purpose incident to a lawful commercial operation located in any residential area so long as the vehicle is parked within one hundred (100) yards of such commercial operation. This Ordinance shall be in full force and effect from and after passage. Councilor Grenier moved, with a second from Councilor Valerino, to remove Ordinance 2025-01 from the table. So moved, the motion carried. Councilor Grenier moved, with a second from Councilor Valerino, to read Ordinance 2025-01 for a second time. So moved, the motion carried. Councilor Grenier moved, with a second from Councilor Valerino, to read Ordinance 2025-01 for a third time. So moved the motion carried. Councilor Grenier moved, with a second from Councilor Valerino, to pass Ordinance 2025-01. Councilor Korzen asked if this Ordinance was only for trailers, as the wording in the Ordinance says vehicles. City Manager Warren advised it would be any vehicle. Councilor Korzen stated he was concerned about the Ordinance including cars that are parked on the roadway. Councilor Morency and Chief Lemoine pointed out that the State law only allows for vehicles to be parked for 24 hours. The purpose of the Ordinance is to give the police a tool to be able to move abandoned trailers and vehicles. Chief Lemoine advised that a trailer does fall under the definition of a vehicle in the NH RSAs. Councilor Korzen advised he agrees with the intent of the Ordinance, but not the language. Councilor Theberge asked if the City Ordinance also covers motor vehicles parked on sidewalks, and City Manager Warren advised it does. Councilor Theberge noted that there are two vehicles that park on the sidewalk on Hillside Avenue. So moved, the motion carried with Councilor Korzen opposed. 3. Resolution 2025-19 Carryover Capital Appropriations (tabled 8/18/2025) In the Year of Our Lord Two Thousand Twenty-Five 2  A RESOLUTION carrying over Three Million Five Hundred Forty-Five Thousand Nine Hundred Thirty-Six Dollars ($3,545,936) of Capital Appropriations from the Fiscal Year ending June 30, 2025 which are not yet expended to Fiscal Year 2026. Resolved by the City Council of the City of Berlin as Follows: That the following capital appropriation funds be carried over as described below: FY25 Carry Over Request to FY26 FY25 Amended From Account # Purpose Request Carryover Requests from FY25 Capital Improvement Funds to Current Year FY26 Segregated Funds 01-461-461400-0004 CI - SCHOOL BUS RPLCMNT #11&12 $1,800 01-461-461400-0041 CI - DECOMM COAL BIN AREA AT BES $100,000 01-480-480910-0004 CI - CITY HALL ELEVATOR/ROOF/HVAC $30,000 01-480-480910-0009 CI - NEW VOTING BOOTHS $15,500 01-480-480910-0010 CI-CATES HILL COMMUNICATIONS TOWER $12,392 01-480-480911-0001 CI - LIBRARY ELECTRICAL $53,282 01-480-480913-0021 CI - PW EM LANDFILL GAS MIGRATION PROF E $56,456 01-480-480913-0023 CI - PW LOADER OPERATION LEASE $37,035 01-480-480915-0001 CI - REC DEPT EQUIP PURCHASE $9,609 01-480-480932-0007 CI - PD BALLISTIC VESTS $3,853 01-480-480932-0014 CI - PD COMMUNICATIONS EQUIPMENT $7,806 01-480-480932-0023 CI - PD CRUISER RADIOS $990 01-480-480961-0002 CI - FD PUBLIC SAFETY COMMUNICATION $25,000 01-480-480961-0004 CI - FD LEASE TO PURCHASE LADDER ONE $195 01-480-480961-0012 CI - FD ENGINE 4 PUMPER REPLACEMENT $115,000 01-480-480961-0014 CI - FD ANNEX RENOVATION $38,100 01-480-480961-0017 CI - FD RESCUE VEHICLE $8,032 01-480-480962-0018 CI - PWD GARAGE UPGRADE $31,667 01-480-480962-0022 CI - PW HERITAGE PARK ROOF $20,000 01-480-480963-0031 CI - PARKS DEPT EQUIPMENT $28,408 01-480-480963-0032 CI - PARKS DEPT BLDG REPAIRS $24,250 01-480-480965-0002 CI - IT INITIATIVE $35,833 Total FY25 Capital Improvement Funds to Carryover $655,208 Carryover Requests from Prior Year Segregated Capital Improvement Funds to Current Year FY26 Segregated Funds 01-495-495403-0008 SF-VOTING MACH $4,700 01-495-495404-0026 SF - RIVERWALK MATCH $35,000 01-495-495416-0001 SF - IT INITIATIVE $38,600 01-495-495416-0007 SF - IT CABLING PROJECT $5,000 01-495-495421-0001 FD REPLACEMENT ROOF $28,935 01-495-495421-0004 FD LEASE TO PURCHASE LADDER ONE $100,000 01-495-495430-0000 PW RETAINING WALL REPAIR $15,500 01-495-495430-0002 PW STREET & SIDEWALK RIVERWALK $59,856 01-495-495430-0003 PW DRAIN LINE REPLACEMENT $170,609 01-495-495430-0004 PW HERITAGE PARK ROOF $75,000 3 01-495-495430-0015 SF-PW HUTCHINS ST LIGHTING $16,000 01-495-495430-0025 SF- SIDEWALK TRACTOR LEASE $9,037 01-495-495430-0027 PW GARAGE WINDOWS $14,737 01-495-495431-0004 SF-PW EQUIPMENT REPLACEMENT $71,617 01-495-495462-0003 SCHOOL ROOF REPLACEMENT $12,238 01-495-495462-0040 SF-BMHS RESTROOM RENOVATION $17,753 01-495-495995-0024 SF- PW PAVEMENT RESURFACING PROGRAM $20,000 01-495-495995-0102 SF - HERITAGE PARK $10,905 01-495-495995-0403 SF - P W GARAGE $10,299 01-495-495995-0708 SF - RECREATION EQUIPMENT PURCHASE $9,160 01-495-495995-0909 SF - CATES HILL COMMUNICATION TOWER $49,175 01-495-495995-1001 SF - CITY HALL REPAIRS $752 01-495-495995-1107 SF - FIRE DEPT ENGINE REPLACEMENT $80,000 01-495-495995-1206 SF - PW INFRARED EQUIPMENT $4,600 01-495-495995-1207 SF - COOS STREET AND JOHNSON BROOK REPAI $71,250 01-495-495995-2503 SF - RETAINING WALL REPAIR/REPLACEMENT $40,669 01-495-495995-2602 SF - SALT/SAND STORAGE SHED $9,782 01-495-495995-3502 SF - LIBRARY BUILDING IMPROVEMENTS $29,448 Total Prior Year Segregated Capital Funds to Carryover $1,010,622 Total FY25 Capital Improvement Funds and Prior Year Segregated Funds $1,665,830 Sewer Fund 60-480-480438-0001 CI - SANITARY LINE REPLACEMENT $140,000 60-480-480438-0005 CI - UTILITY MAPPING $10,000 60-480-480438-0026 CI - REPLACEMENT COST RESERVE $47,135 Justification 60-495-495995-0103 Replacement Cost Reserve $1,682,971 Justification Total FY25 Sewer Capital Improvement Funds to Carryover $197,135 Total Prior Year Segregated Sewer Capital Funds to Carryover $1,682,971 Total FY25 Capital Improvement Sewer Funds and Prior Year Segregated Funds$1,880,106 Total Carryover-Capital Improvement and Sewer Funds Requested from FY2025 (All Funds) $3,545,936 This Resolution shall be in full force and effect from and after passage. Councilor Grenier moved, with a second from Councilor Valerino, to remove Resolution 2025-19 from the table. So moved, the motion carried. Councilor Grenier moved, with a second from Councilor Valerino, to read Resolution 2025-19 for a second time. So moved, the motion carried. Councilor Grenier moved, with a second from Councilor Valerino, to read Resolution 2025-19 for a third time. So moved the motion carried. 4 Councilor Grenier moved, with a second from Councilor Valerino, to pass Resolution 2025-19. Councilor Korzen asked if there was a way to change the account names in the budget, and City Manager Warren advised not at this time, as the budget has already been approved as it is by the Council. So moved, the motion carried. NEW BUSINESS 1. Resolution 2025-20 Reallocation of School Funds (1st read) Councilor Grenier asked if the reallocation would require approval from the State Department of Education, as some of these funds were ESSER funds. District Education Services Administrator Tammy Fauteux advised she did not believe so, as those grants are closed, but will double check. Councilor Grenier moved, with a second by Councilor Valerino, to table the Resolution and schedule a public hearing for September 15, 2025. So moved, the motion carried. 2. Resolution 2025-21 Stop Intersection at Madigan Street (1st read) Councilor Grenier moved, with a second by Councilor Valerino, to table the Resolution and schedule a public hearing for September 15, 2025. So moved, the motion carried. 3. City Manager’s Report 1. Attached is the July 2025 Activity Report for the Police Department. 2. Today we received a $20,000 donation from the Androscoggin Valley Hospital Foundation for wellness efforts. 3. Kent Street is now being prepared for paving. 4. We have applied for a grant to provide for a fuel truck at the Airport. One of the items sorely needed is a new fuel truck. Even though the Airport is its own department that has its own board, this office assists in the operation, maintenance and administration of the Airport, and members of this board serve on said board. 5. DES has announced another round of grant funding for the Granite State Clean Fleets program. At present we have been approved for funding for a replacement fire truck and recycling truck. Both are under construction at this time. The benefit of this grant is that it covers 80% of the replacement cost of the truck, with some exceptions. We have a 10-wheel dump truck that will be put out of service this year due to corrosion on the frame and body. A replacement truck will cost approximately $250,000. The grant will cover approximately $173,921, leaving the City responsible for the remaining $76,079. There are funds available in DPW Replacement Equipment and there are other funds I could possibly transfer from. Without this grant and the accompanying expenditure we will be down a truck and that will slow snow pickup as well as year round work. I would like to know if the Council supports this before we commence on the grant application. 6. Solid waste compliance issues remain but not at the level previously reported, some improvement has been observed. Councilor Korzen asked if money has been set aside for the replacement of vehicles, and City Manager Warren advised that it has, and they currently have $70,000 in that account. When asked about the airport match, Mr. Warren advised that it would be built into the budget. Councilor Theberge asked about the expenditure of the Wellness Grant, and was advised that the original Resolution to accept this donation required expenditures to come before the Council for approval. Councilors Korzen and Theberge, along with Mayor Cone, agreed that they should move forward with the grant for the dump truck. City Manager Warren advised that these grants are part of the Volkswagen emissions settlement with the State of NH. Councilor Korzen noted that since a lot was taken from Public Works in the budget, this is a good way to show support for that department. City Manager Warren advised that since they cannot fully fund these purchases, this is a way to purchase equipment that is sorely needed. 5 Councilor Korzen moved, with a second by Councilor Grenier, to accept the City Manager’s report as presented and place it on file. So moved, the motion carried. 4. Mayor’s Report a. Proclamation – DSP Appreciation Week Mayor Cone read the following Proclamation into the record: PROCLAMATION Direct Support Professionals’ Appreciation Week September 7-13, 2025 WHEREAS, Direct Support Professionals are essential to the physical, mental, and emotional security of New Hampshire citizens living with a disability and Direct Support Professionals’ commitment and dedication to caring for others with disabilities personifies the true meaning of community; and WHEREAS, Direct Support Professionals, direct care workers, personal assistants, and In-Home Care Providers are the primary providers of publicly funded long-term supports and services for individuals with disabilities in Berlin; and WHEREAS, Direct Support Professionals assist New Hampshire citizens with disabilities in leading independent lives and are dedicated to developing close and trusted relationships with individuals, their families, and their community to provide a broad range of daily living support; and WHEREAS, Direct Support Professionals’ devoted commitment enriches lives by enabling community engagement of citizens impacted by disabilities and further strengthens communities by including people with disabilities; and WHEREAS, 2025 marks 18 years of celebrating Direct Support Professionals’ contributions to improving the lives of those they support and the communities they enrich; NOW, THEREFORE, I, Robert Cone, Mayor of the City of Berlin, New Hampshire, do hereby proclaim September 7-13, 2025, as Direct Support Professionals’ Appreciation Week, and call this to the attention of all citizens. Councilor Korzen asked if there was any money available, possibly from the Wellness Grant, to assist these agencies. City Manager Warren advised that outside agencies could apply for access to the funds. b. Letter from Amber Bachner re: Porchfest To the Members of the City Council: I am writing on behalf of the Porchfest planning committee to formally declare our intent to host Porchfest again this year. We are excited to continue this community tradition and bring neighbors together through live music, food, and local engagement. The event is scheduled for Saturday, October 4th. The roaming portion of the event will take place in Norwegian Village on Norway Street from 12:00 pm to 5:00 pm, where musicians will perform from four different porches along the street. Following this, we will host a block party in front of St. Kieran’s on Emery Street from 6:00 pm to 10:00 pm. The block party will feature food trucks, local organizations with tents and tables, and additional musical performances. To ensure public safety, we will have a police officer on duty during the block party to oversee the event and assist with any needs that arise. 6 We look forward to once again collaborating with the city to make Porchfest a safe, welcoming, and joyful celebration of our community. Please let us know if there are any additional requirements or documentation needed from our committee. Thank you for your time and continued support, and we hope to see you there! Sincerely, Amber Bachner On behalf of the Porchfest Planning Committee Councilor Korzen asked if this is an expansion of the event, and Councilor Higbee advised that it is. They are planning the acoustic portion of the event in the Norwegian Village, and the electric part of the event at night. Councilor Grenier moved, with a second by Councilor Higbee, to support the request from the Porchfest Planning Committee to hold the event on October 4, 2025. So moved, the motion carried. c. Letter from CCFHS re: Riverfire 5K Dear Mayor Cone and City Council Members: Coos County Family Health Services respectfully requests the City of Berlin’s approval and support to conduct a 5K Race/Walk to be held in conjunction with this year’s RiverFire celebration. In this 13th year of the event which benefits our RESPONSE to Sexual and Domestic Violence program, we anticipate that approximately 300 – 400 individuals will participate in the race. The event is intended to be fun, welcoming to both runners and walkers, family-friendly and is part of our organization’s larger efforts to promote a culture of health and well-being in the Berlin-Gorham region. As in past years, we anticipate holding the event during the afternoon of the day that the RiverFire celebration will occur (Saturday, October 18th). Registration would begin at 12:30 pm, the race would start at 2 pm, and, based upon past experience, the last participant would likely finish at about 3 pm. A map of the proposed race route is enclosed. If approved, CCFHS will provide a certificate of insurance for the event. We are willing to entertain any question that you may have, and are always open to hearing new ideas about how we can better manage the event. Thank you for your consideration. Sincerely, Ken Gordon Chief Executive Officer Councilor Grenier moved, with a second by Councilor Qualls, to allow CCFHS to proceed as requested with the Riverfire 5k on October 18, 2025. Councilor Morency requested that they coordinate with the Police Department So moved, the motion carried. Councilor Grenier moved, with a second by Councilor Korzen, to accept the Mayor’s Proclamation and place it on file. So moved, the motion carried. 5. Public Comments There were no public comments. 7 6. Council Comments Councilor Qualls advised that September is National Recovery Month, and asked that they support those in the recovery community and service providers. Councilor Korzen thanked the Parks Department for cleaning up the trash at the skate park today. 7. Adjournment On a motion by Councilor Higbee, seconded by Councilor Morency, the Council voted to adjourn the meeting at 7:28 pm. So moved, the motion carried. Respectfully Submitted, Shelli Fortin City Clerk Note: Minutes are unofficial until they have been accepted by the Council by motion. 8