City Council

CITY OF LACONIA - CITY COUNCIL Monday, November 28, 2016 - 7:00 PM City Hall - Conference Room 200A CALL TO ORDER SALUTE TO THE FLAG RECORDING SECRETARY ROLL CALL STAFF IN ATTENDANCE COUNCIL PROCLAMATION 1. Council presentation ACCEPTANCE OF MINUTES OF PREVIOUS MEETINGS 1. Regular Meeting minutes of November 14, 2016 CONSENT AND ACTION CALENDAR CITIZEN COMMENTS FOR MATTERS NOT ON THE AGENDA INTERVIEWS COMMUNICATIONS PUBLIC HEARING 1. Public Hearing on Resolution #2016-30 authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $7,500 for the NH Department of Safety Homeland Security Hazard Mitigation Grant (CFDA #97.039) 2. Public Hearing on Ordinance #04.2016.04 amending Chapter 59, Parks & Recreation Commission as it pertains to Powers and Duties to approve requests for fundraising PRESENTATIONS MAYOR'S REPORT COMMITTEE REPORTS *Not all items in this section may be acted on. Reports and updates will be made when necessary. 1. FINANCE: (Lipman, Hamel, Baer) (a) Downtown TIF Financing (b) WOW Trail Funding (c) Conversion of street lights to LED (d) HB 430 - Expansion of the Veterans' Tax Credit 2. PUBLIC SAFETY: (Baer, Doyle, Bownes) (a) Fair St/Court St traffic problems and accidents Page 1 of 50  3. GOVERNMENT OPERATIONS and ORDINANCES: (Doyle, Bolduc, Bownes) (a) Review of Chapter 167, Noise and Chapter 161, Licensing as it pertains to outdoor sound equipment and loudspeakers (b) Ordinance Amending Chapter 221, Vehicles and Traffic/Parking on Sublawns (c) Procedural review of grant applications 4. LANDS and BUILDINGS: (Hamel, Lipman ,Bolduc) (a) Downtown parking garage (b) Repair & maintenance of City Buildings LIAISON REPORT CITIZEN REQUESTS TO COMMENT ON CURRENT AGENDA ITEMS MANAGER'S REPORT 1. Project Updates Report NEW BUSINESS 1. Report of the Flag Committee and finalists presentation and a discussion with the City Council regarding how they would like to proceed 2. Approval of an amended Memorandum of Understanding between the Laconia Board of Public Library Trustees , the City of Laconia and the Belknap County Economic Development Council 3. First Reading of Resolution 2016-32 relative to authorizing bonds and notes of the City for capital projects in the amount of $1,600,000 for Weirs TIF District Enhancements and a request to schedule a public hearing on December 12, 2016 during the regular City Council meeting 4. Update of City Council Goals and Objectives UNFINISHED BUSINESS 1. Second Reading on Resolution #2016-30 authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $7,500 for the NH Department of Safety Homeland Security Hazard Mitigation Grant (CFDA #97.039) 2. Ordinance #04.2016.04 amending Chapter 59, Parks & Recreation Commission as it pertains to Powers and Duties to approve requests for fundraising 3. Unsolicited offer to purchase City-owned property at 23 Elm Street and additional parcels in close proximity NOMINATIONS, APPOINTMENTS & ELECTIONS COUNCIL COMMENTS NON-PUBLIC SESSION According to RSA 91-A:3, II: (a) The dismissal, promotion or compensation of any public employee, or the investigation of any charges against him, unless the employee affected (1) has a right to a meeting and (2) requests that the meeting be open, in which case the request shall be granted. (b) The hiring of any person as a public employee. Page 2 of 50 (c) Matters which, if discussed in public, would likely affect adversely the reputation of any person, other than a member of the body or agency itself, unless such person requests an open meeting. (d) Consideration of the acquisition, sale or lease of real or personal property which, if discussed in public, would likely benefit a party or parties whose interests are adverse to those of the general community. (e) Consideration or negotiation of pending claims or litigation which has been threatened in writing or filed against the body or agency or any subdivision thereof, or against any member thereof because of his membership in such body or agency, until the claim or litigation has been fully adjudicated or otherwise settled. (i) Consideration of matters relating to the preparation for and the carrying out of emergency functions including training to carry out such functions, developed by local or state safety officials that are directly intended to thwart a deliberate act that is intended to result in widespread or severe damage to property or widespread injury or loss of life. FUTURE AGENDA ITEMS 1. Ordinance amendment relative to Chapter 167, Noise and Chapter 161, Licensing as it pertains to outdoor sound equipment and loudspeakers (tabled at the meeting of 9/28/15) 2. Second reading of a resolution relative to the adoption of RSA 31:95-b, Appropriation of funds made available during the year (tabled at the meeting of 11/23/15 pending the outcome of legal matters) 3. Master Plan 4. Milfoil Treatment Funding Request 5. Sewer & Water Master Plan 6. Single Stream Recycling/Concord Co-op/Solid Waste Disposal Cost Reduction 7. Strategic Planning/Goal Setting 8. WOW Trail ADJOURNMENT Page 3 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 11/21/2016 FROM: Mary Reynolds, City Clerk SUBJECT: Regular Meeting minutes of November 14, 2016 DISCUSSION: Minutes of the November 14, 2016 meeting were distributed to the City Council on November 21, 2016. No corrections have been received. If there are no further corrections the minutes are accepted as distributed. ATTACHMENTS: Description Type Upload Date File Name Draft minutes Backup Material 11/22/2016 11_14_16-DRAFT.pdf Page 4 of 50  CITY OF LACONIA - CITY COUNCIL Monday, November 14, 2016 - 7:00 PM City Hall - Conference Room 200A CALL TO ORDER Mayor Engler called the meeting to order at 7:02 p.m. . SALUTE TO THE FLAG Armand Bolduc led the Salute to the Flag. RECORDING SECRETARY City Clerk Mary Reynolds ROLL CALL City Clerk Reynolds called the roll with the following Councilors in attendance: Ava Doyle, David Bownes, Henry Lipman, Brenda Baer, Robert Hamel and Armand Bolduc. Mayor Engler noted that all six (6) Councilors are in attendance and a quorum has been established. STAFF IN ATTENDANCE T AF City Manager Scott Myers, Finance Director Donna Woodaman COUNCIL PROCLAMATION ACCEPTANCE OF MINUTES OF PREVIOUS MEETINGS (1) Regular and Special Meeting minutes of October 24, 2016 R Minutes of the regular and special meeting were distributed to the Council on November 7, 2016. One spelling correction was received. D With no further corrections the minutes were accepted as distributed. (2) Minutes of two (2) non-public sessions held on October 24, 2016 The non-public minutes were distributed by Councilor Doyle. Both have been sealed for two (2) years. With no corrections being made the minutes were accepted as distributed. CONSENT AND ACTION CALENDAR (1) Temporary Traffic Order 2016-14, Holiday Parade Motion to to approve Temporary Traffic Order 2016-14, Holiday Parade, as presented made by Councilor Hamel and seconded by Councilor Bolduc; the motion passed with all in favor. Page 5 of 50 CITIZEN COMMENTS FOR MATTERS NOT ON THE AGENDA Warren Hutchins, 31 Boathouse Road, addressed the Council and noted that he is the Chair of the Planning Board. W. Hutchins made comments regarding the zoning recommendation sent from the Council to the Planning Board including encouraging the Council to watch the Planning Board meetings on-line. The timeline of the proposal was reviewed, including the number of people attending and making comments totaling 29 people attending to speak which is an indication that this item is very crucial. The take away from the comments by the Planning Board was that the proposed zoning change was not in the best interest of the City and the vote to not move the approval to the Council was 8-0. W. Hutchins thanked Councilor Baer for attending a Planning Board meeting in the absence of Councilor Bownes because it was a very interactive meeting and beneficial. Councilor Bownes commented that the proposal sent over was to engage a conversation between the Planning Board, Council and the community to encourage economic development within the City. The opportunity that needs to be embraced is not a yes or no, but what other ways can be explored rather than it being rejected out of hand without engaging in a discussion does not allow for any forward motion. Councilor Bownes encouraged all parties to have an open mind because improving the economic climate is important. T Michael Foote, 222 Rollercoaster Road, addressed the Council regarding the ethical AF need to not have any resolutions brought forward without a fully vetted discussion and public comments. Jon Moriarty addressed the Council regarding the Laconia Main Street Initiative announcement of the Grand Marshals for this years Holiday Parade. Max and Olivia Gagnon have been chosen and they are an example of how much they care about a R community that values the residents and the want to move forward. J. Moriarty encouraged everyone to think about the good things we all do. INTERVIEWS D (1) Frank Tilton - Seeking appointment to a position on the Trustee of the Trust Funds for a three-year term expiring at the end of March, 2019 (1 position available) This interview was not conducted this evening. COMMUNICATIONS PUBLIC HEARING (1) Public hearing on Resolution 2016-29 authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $8,100.00 for Laconia Police Department E-Ticket Program. This grant requires a twenty percent (20%) municipal In- Kind match of $2,025.00 to consist of cost of installation and training for members of the Police Department. Notice of this public hearing was made in the Wednesday, October 26, 2016 edition of the Laconia Daily Sun, at City Hall, the Gale Memorial Library, the Laconia Community Center, and the offices of the Laconia School District. Page 6 of 50  A copy of the full resolution may be found under Unfinished Business. Mayor Engler opened the public hearing at 7:18 p.m. With no members of the public wishing to speak the hearing was closed at 7:19 p.m. PRESENTATIONS MAYOR'S REPORT Mayor Engler noted that Election Day produced a near record count in the City and he was a worker in Ward 3 for the day, including the counting process. Mayor Engler was impressed with the outpouring of help from the residents to make the process very smooth. There was a record turn out of same day registrations and a big "thank you" was given to all of the Election Officials in the City. Mayor Engler thanked the American Legion for hosting the Veteran's Day Ceremony, as well as hosting the luncheon celebration afterward. The veterans in the community were thanked for their service. COMMITTEE REPORTS T *Not all items in this section may be acted on. Reports and updates will be made when necessary. (1) FINANCE AF (a) Downtown TIF Financing (b) WOW Trail Funding R (c) Conversion of street lights to LED (2) PUBLIC SAFETY D (a) Fair St/Court St traffic problems and accidents (3) GOVERNMENT OPERATIONS and ORDINANCES (a) Review of Chapter 167, Noise and Chapter 161, Licensing as it pertains to outdoor sound equipment and loudspeakers (b) Ordinance Amending Chapter 221, Vehicles and Traffic/Parking on Sublawns Councilor Doyle reported that at the meeting this evening the committee chose to take no action and recommend it be removed from the agenda. Motion to remove this item from the agenda by Councilor Doyle and seconded by Councilor Bownes; the motion failed 2-4 (For: Doyle, Bownes; Against: Lipman, Baer, Hamel and Bolduc) (c) Procedural review of grant applications Page 7 of 50 (4) LANDS and BUILDINGS (a) Downtown parking garage (b) Repair & maintenance of City Buildings LIASON REPORT Councilor Bownes reported that the Flag Committee will have a formal recommendation at the next meeting. CITIZEN REQUESTS TO COMMENT ON CURRENT AGENDA ITEMS Lisa Morin, 42 Valley Street, addressed the Council regarding the potential suspension of funding for the Master Plan. L. Morin expressed her concern because she has been very involved in the process and is looking forward to the remaining sections being completed, although her area of interest is the natural resources. Without having all chapters completed no one chapter would be valuable. Michael Foote, 222 Rollercoaster Road, addressed the Council again. M. Foote advised T that the RSA 674 requires a Master Plan be done every seven (7) to ten (10) years and although he understands that funding is not required, he doesn't understand why there would not be a desire to have all of the most useful resources at there fingertips. When talking about the various chapters there are resources to better the community, they all AF work together and the economic development of the City relies on the Master Plan being done thoroughly to move forward. Hamilton McLean, 19 Lantern Circle, addressed the Council as a member of the Planning Board. H. McLean came before the Council about a month ago regarding an apartment safety concern and it was asked by Councilor Baer why the Planning Board wasn't being R proactive with the concerns; the Planning Board does not handle these items. H. McLean further addressed the request for a resolution to remove the funding for the Master Plan because the proposal for the zoning change was turned down. H. McLean stated that he expects more from the Council. H. McLean further requested that the Council make the D enforcement of the City building maintenance a priority so the City will be more appealing for economic development. Fred Clausen, a resident and small business owner, stated that he has been involved in the Master Plan process and feels that the halt or delay to the process would be a poor choice. Warren Hutchins addressed the Council as a Planning Board member, not the Chair. W. Hutchins stated that when he saw the resolution being proposed this evening he was taken aback. As was stated by Councilor Bownes, this is a process of working together and the proposal is an insult to the City. It was further conveyed that the Master Plan is required to make major zoning changes and if they do so before approving a Master Plan it would open the City up to major litigation. W. Hutchins recommended that the Council discontinue the hostile environment. MANAGER'S REPORT Page 8 of 50 (1) Financial and Operational Trends Report City Manager Myers reviewed the report. (2) Monthly Economic Development Update City Manager Myers reviewed the report. (3) Other Items City Manager Myers reviewed the upcoming budget with the Council and explained that the City Departments are working on requests that will be due to the Finance Director by December 1. Additionally, the collective bargaining agreements for the three (3) City unions will expire at the end of June and one (1) group has come forward to begin. NEW BUSINESS (1) First Reading on Resolution #2016-30 authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $7,500 for the NH Department of Safety Homeland Security Hazard Mitigation Grant (CFDA #97.039) and a request to schedule a public hearing on November 28, 2016 during the regular City Council Meeting T The City will contract with the Lakes Region Planning Commission to hold multiple AF meetings with community stakeholders and key City departments and develop our hazard mitigation plan. The plan will identify key critical facilities, areas of risk, hazards faced by the City, and strategies to mitigate these risks. The contractor will format the plan and submit the document to NH Homeland Security and FEMA for final approval. The total grant is for $10,000. The grant share (federal share) is for $7,500.00. Our share is $2,500.00, which is for in-kind services. The current plan expires on September 19, 2017. R Motion to waive a reading of this resolution in its entirety and to read by title only made by Councilor Bolduc and seconded by Councilor Baer; the motion D passed with all in favor. Motion of a First Reading on Resolution #2016-30 authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $7,500 for the NH Department of Safety Homeland Security Hazard Mitigation Grant (CFDA #97.039) and to schedule a public hearing on November 28, 2016 during the regular City Council Meeting made by Councilor Baer and seconded by Councilor Bolduc; the motion passed with all in favor. (2) Introduction of Ordinance #04.2016.04 amending Chapter 59, Parks & Recreation Commission as it pertains to Powers and Duties to approve requests for fundraising and a request to schedule a public hearing on November 28, 2016 during the regular City Council Meeting The City Council has accepted the policy change at there meeting on October 24, 2016. This ordinance will formalize the policy. With the amount of money the Parks & Recreation Commission would be permitted to approve changing the recommendation is to schedule a public hearing on the amendment. Page 9 of 50  Motion to accept the Ordinance # 04.2016.04 amending Chapter 59, Parks & Recreation Commission and to schedule a public hearing on November 28, 2016 during the regular City Council Meeting made by Councilor Baer and seconded by Councilor Bolduc; the motion passed with all in favor. (3) 2016 2nd Half Sewer Warrant Motion to approve the second half sewer warrant in the amount of $123,848 as presented made by Councilor Baer and seconded by Councilor Bolduc; the motion passed with all in favor. (4) Resolution #2016-31 expressing concern about the development of the City's new Master Plan Mayor Enger read the proposed resolution for the benefit of the audience. Councilor Lipman explained that this resolution was written to send the message that the Council and Planning Board need to get in sync. Councilor Lipman is very unhappy with the process over the last several years and feels that the statement needs to be made. T Councilor Doyle stated that she feels the way the Council has been spoken to this evening is a reflection of the way the Council has treated some of the Boards within AF the City. The Council has sent something to the Planning Board and they did not agree therefore it was not carried forward which is sending a message that if they don't agree with the Council they are going to provide consequences. Furthermore, Councilor Doyle stated that some Councilors insulting the Planning Board members is not appropriate and there is a time for public comments and they are being chastised for doing so. Councilor Doyle further encouraged the Council to R reconsider this request because it is only going to make the matter worse. Councilor Lipman countered that the larger point is not just about the zoning request, its about the Master Plan and the objection of the Planning Board to sit D down and have a conversation with the Council. Councilor Baer read the following prepared statement: "The City Council is elected by the people of Laconia to do the business of the City and to appoint people to boards and commissions that will carry out the council’s policies and ideas. For some reason, the present Planning Board has taken to criticizing in public the City Council and its Mayor for presenting their ideas to the board or expecting the board to act more diligently or more economically on certain matters. The Council has held Goal Setting Meetings and included all Department heads in the City as well as the Mayor and City Manager throughout the years. The result of these have been the basis for laying out what we would like to see in our future and so be incorporated in the Master Plan. The latest goal setting meeting was in February 2016, and included in its conclusions was rezoning and development of the Weirs and other areas. Also, Page 10 of 50 the EPA report of ten years ago called for rezoning of Weirs. Ten years and nothing. At a recent meeting of the Planning Board, an amendment was made to a Motion and seconded, but the Chairman referred it to the New Business item on the Agenda saying that was the place for it. According to the Roberts Rules of Order, the proper way to change a Motion already before a Board, is to amend it. There is a disparity of representation on the Planning Board with more members representing the Weirs than any other part of the City. My last point is, that we as a Council must share some of the blame. We have been too lax in appointing people to boards in that we usually appoint whoever applies as there is generally only one person applying. We must do our homework and also consider the wards they come from." Councilor Bownes stated that he respects every member of the Council working to do what they feel is in the best interest of the City, even when there is disagreement, because they are all able to work together to move the City forward. As the Council liaison to the Planning Board he doesn't feel that he has ever heard the Planning Board reject to conversations with the Council. As far as Councilor Bownes is concerned there are too many people behaving badly in the Council T Chambers and a solution should be looked at to further because the solution being made by the Council is not acceptable. It was encouraged to improve behavior to find a way to make it work rather than finding a way to express frustration. AF Councilor Hamel stated that he agrees that the Planning Board works hard for the residents and they do a good job but the Council has been trying to work with the Planning Board for many years; the Master Plan was very late the last time around and it was so late it wasn't worthwhile by the time it was finished. The proposal made by Mayor Engler was a hand extension to have the Planning Board look at R this so the future of the City is in site and the hope was to just initiate the conversation without the expectation that anything would be approved as is. As far as the funding, the Council is not in a position to spend $20,000 when they have not seen any positive and transparent communications from the Planning Board. D Councilor Hamel added that he is going to approve this resolution to ensure that it is done correctly. Councilor Bolduc commented that the Council and Planninig Board needs to work together and the discussions need to happen. The Council has been able to work with many Boards and Commissions over the years and he is surprised it is going this way. Councilor Lipman stated that he feels this is the only tool the Council has left and the message has not been heard. Councilor Bownes stated that he doesn't feel the Planning Board has said they are not willing to engage in a dialogue and that he has been attending the Planning Board meetings and he has not seen the discontent coming from the Planning Board to the Council. Mayor Engler commented that since Councilor Bownes has been the liaison to the Page 11 of 50  Planning Board it has been conveyed that the Council is not happy about the Planning Board to which Councilor Bownes was aware of the problems that have been ongoing. Mayor Engler further commented that when the proposal was brought to the Council in August there was a discussion at which time there was a Council policy adopted and it was forwarded to the Planning Board. At that time there was no intention to have a hard and fast proposal but this was a start with the suggestion being made several times that a joint meeting be held between the Planning Board and the City Council as the next step. Shortly after there was a conversation with the City Manager it was discussed and decided that a small joint committee should be formed to discuss the proposal with three (3) members of the boards present to try and reach and agreement. City Manager Myers called the Chairman of the Planning Board and the report back was that the Chairman of the Planning Board rejected the request. Councilor Bownes noted that this was the view of one Planning Board member and not the entire Board and therefore one person does not make this decision however this was not discussed at the Board level. Discussion followed regarding the process to this point as well as the items that the Planning Board has addressed over the last several years. T Mayor Engler explained the connection of the Commercial Resort Zone to the proposed resolution. When watching the video or listening to the meeting the AF Planning Board members were continually commenting on the Master Plan, including how wonderful it was going be, and the perception is that the Planning Board, or any other interested Board or Commission, has not been briefed on the task of the Lakes Region Planning Commission involvement. The point of this resolution has been to hault the process until all of the parties are informed. Motion to table until December 12, 2016 made by Councilor Bownes and R seconded by Councilor Doyle; the motion failed on a 3-3 vote with the Mayor breaking the tie on a no vote (For: Doyle, Bownes, Bolduc; Against: Lipman, Baer, Hamel) D Councilor Hamel commented that he does not feel there is a line being drawn in the sand and the funding is being asked for when no one knows what is going to be done and reiterated that the funding can be restored as soon as the process is known. Councilor Bownes moved the question. The motion passed with a 3-3 vote and the Mayor breaking the tie (For: Lipman, Baer, Hamel; Against: Doyle, Bownes, Bolduc) (5) City Manager contract extension discussion Section 2 of the City Manager's Employment Agreement provides that it be extended at the end of each contract year so that there is always a full year's contract in place in the event the Manager or Council decide not to renew. At this time the Council should consider extending the City Manager's Agreement until June 30, 2018. Page 12 of 50  Motion to extend the contract of City Manager Scott Myers, as outlined in Section 2 of his Employment Agreement, until June 30, 2018 made by Councilor Bownes and seconded by Councilor Doyle; the motion passed with all in favor. (6) HB 430 - Expansion of the Veterans' Tax Credit This bill allows the municipalities to elect to extend property tax credits to the honorably discharged veterans who were not eligible for tax credits previously. If adopted by the City, the tax credit will be the same as is in the ordinance currently ($500 per qualifying resident/taxpayer). A veteran can qualify if he/she is a resident of this state (has resided in New Hampshire for one year prior to April 1 of the year applied); and has served 90 or more days in active service in the armed services and is honorably discharged or is an officer honorably separated from service. Or the spouse or surviving spouse of such resident. Provided that Title 10 training for active duty by a member of a national guard or reserve shall be included as service Provided also that the person is not eligible for and is not receiving a credit already. Motion to refer this item to the Finance Committee made by Councilor Hamel and seconded by Councilor Bownes. T Councilor Hamel requested an explanation of the fiscal impact of an additional $189,000 which City Manager Myers did. AF Councilor Lipman asked which tax year would be effected. City Manager Myers advised that this would have an April 1 filing deadline and take effect that tax year. Mayor Engler called the question; the motion passed with all in favor. UNFINISHED BUSINESS R (1) Unsolicited offer to purchase City-owned property at 23 Elm Street and additional parcels in close proximity as it pertains to a possible vote to declare the properties as D surplus City Manager Myers advised that the appraisal was received this afternoon and is still in "draft" form and is confidential as a draft. The first three (3) pages have been distributed to the Council with the pertinent information. Additionally, the Public Works Director Wes Anderson and Assistant Director Luke Powell have been charged with giving recommendations for the parking lot concerns, Railroad Avenue continuation and the extension of the sidewalk if necessary within the parcel, and if the WOW Trail is being extended how would it be impacted. More information will be available and the thought would be to have a non-public session before the next meeting so all of the information, including the appraisal, can be discussed. The item would not be taken off the table and retained on the agenda. A non-public session was scheduled for November 28, 2016 at 6:00 p.m. (2) Second reading of Resolution #2016-29 relative to authorizing the City Manager to Page 13 of 50  accept and expend grants on behalf of the City in the amount of $8,100.00 for Laconia Police Department E-Ticket Equipment A second reading of Resolution #2016-29 relative to authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $8,100.00 for Laconia Police Department E-Ticket Equipment moved by Councilor Bolduc and seconded by Councilor Hamel; the motion passed with all in favor. NOMINATIONS, APPOINTMENTS & ELECTIONS COUNCIL COMMENTS NON-PUBLIC SESSION According to RSA 91-A:3, II (a) The dismissal, promotion or compensation of any public employee, or the investigation of any charges against him, unless the employee affected (1) has a right to a meeting and (2) requests that the meeting be open, in which case the request shall be granted. (b) The hiring of any person as a public employee. (c) Matters which, if discussed in public, would likely affect adversely the reputation of any person, other than a member of the body or agency itself, unless such person requests an open meeting. T (d) Consideration of the acquisition, sale or lease of real or personal property which, if discussed in public, would likely benefit a party or parties whose interests are adverse to those of the general community. (e) Consideration or negotiation of pending claims or litigation which has been threatened in writing or filed AF against the body or agency or any subdivision thereof, or against any member thereof because of his membership in such body or agency, until the claim or litigation has been fully adjudicated or otherwise settled. (i) Consideration of matters relating to the preparation for and the carrying out of emergency functions including training to carry out such functions, developed by local or state safety officials that are directly intended to thwart a deliberate act that is intended to result in widespread or severe damage to property or R widespread injury or loss of life. FUTURE AGENDA ITEMS D (1) Ordinance amendment relative to Chapter 167, Noise and Chapter 161, Licensing as it pertains to outdoor sound equipment and loudspeakers (tabled at the meeting of 9/28/15) (2) Second reading of a resolution relative to the adoption of RSA 31:95-b, Appropriation of funds made available during the year (tabled at the meeting of 11/23/15 pending the outcome of legal matters) (3) Master Plan (4) Milfoil Treatment Funding Request (5) Sewer & Water Master Plan (6) Single Stream Recycling/Concord Co-op/Solid Waste Disposal Cost Reduction (7) Strategic Planning/Goal Setting Page 14 of 50  (8) WOW Trail ADJOURNMENT Motion to adjourn made by Councilor Baer at 9:05 p.m. and seconded by Councilor Bolduc; the motion passed with all in favor. Respectfully Submitted: Mary A Reynolds City Clerk T AF R D Page 15 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 10/31/2016 FROM: Mary Reynolds, City Clerk SUBJECT: Resolution 2016-30 authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $7,500 for the NH Department of Safety Homeland Security Hazard Mitigation Grant (CFDA #97.039). The total grant is for $10,000. The grant share (federal share) is for $7,500.00. Our share is $2,500.00, which is for in-kind services. The current plan expires on September 19, 2017. DISCUSSION: Notice of this public hearing was made in the Tuesday, November 22, 2016 edition of the Laconia Daily Sun, at City Hall, the Gale Memorial Library, the Laconia Community Center and the offices of the Laconia School District. Page 16 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 10/24/2016 FROM: Mary Reynolds, City Clerk SUBJECT: Ordinance #04.2016.04 amending Chapter 59, Parks & Recreation Commission as it pertains to Powers and Duties to approve requests for fundraising DISCUSSION: The City Council has accepted the policy change at there meeting on October 24, 2016. This ordinance will formalize the policy. Amending Chapter 59, Parks and Recreation Commission, §59-7: Powers and duties, as it applies to Facility Use requests to raise funds on City property. Currently any request with a cumulative consideration greater than $200 or in excess of seven (7) days duration require approval of the City Council after approval of the Parks and Recreation Commission. A proposal from the Parks and Recreation Commission has been presented to the Council to change the Facility Use request with required City Council approval to include the following: 1. Facility use request with fundraising on City park land that anticipate revenues of over $2,000 2. Facility use request for events on City park land that require significant City resources 3. Facility use requests for major events on City park land that are deemed significant by the City Manager and/or the Recreation and Facilities Director 4. Facility use requests for events that involve the serving of alcohol on City park land. Notification of all fundraising events on City park land approve by the Parks and Recreation Commission will be formally sent to the City Council. Page 17 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 11/14/2016 FROM: Scott Myers, City Manager SUBJECT: ATTACHMENTS: Description Type Upload Date File Name Project Updates Report Backup Material 11/22/2016 LACONIA_PROJECT_UPDATES_11- 2016.pdf Page 18 of 50  LACONIA PROJECT UPDATES – November 2016 LACONIA ROAD PROJECTS PROPOSED FOR 2016 Current: Video inspection of Tremont Street determined that the drainage system needs to be repaired. DPW will use a trenchless lining process to repair the pipes. The condition of the pipes did not impact the plans to reclaim the street. The old surface was reclaimed and paved on Nov. 17. Video inspections have also been completed on the Winter Street drainage system between Union Avenue and Highland Avenue. Previous: Eastern Pipe Service completed a video inspection of the Spring Street drainage system on 10/13. The report has not yet been received. Tremont and Mill Street will be the next streets repaired. Public Works is working with our attorneys to resolve the issue of Tremont being an unaccepted street. The results will determine the type of repairs performed on Tremont Street. Reclamation and paving of Frank Bean Road will be delayed to spring since the land fill capping project is not yet complete. Chapin Terrace drainage improvement project started on Oct 17th. Estimated completion date is October 28th. MESSER STREET/DUTILE OIL DRAINAGE Current: Video inspection revealed that the drainage pipe between the tank farm at Dutile Oil and the lake is collapsing under the tracks. DPW is working with Loureiro Engineering on a repair resolution. DPW met with the Dutiles regarding a new corridor for the City drainage system along Messer Street and crossing over a corner of their property near the intersection of Messer and Bisson. The Dutiles are open to granting an easement for the new drainage system. The City will still need to repair the existing pipe from the tank farm. Previous: The pipe from Dutiles to the lake is scheduled for cleaning and inspection on 10/20. If the pipe has sufficient integrity, it will be lined. There are two options to route the new drainage line to Lake Opechee. It looks like the preferred option will be through the southern end of the Dutile property, under the railroad tracks and through the City owned property. A meeting is being set up with Eversource for an option to outlet the new drainage system at the Messer Street sub-station property if this option is not feasible. LAKESIDE AVENUE Current: The water main replacement has been constructed, tested, and charged. It is now operational. Three crews are working on site. Two are focusing on drainage and the other on utilities. About 75% of the drainage work has been completed. The installation of duct work for the underground utilities has started and an additional crew may be brought on to focus on laying utility conduit. NH Department of Historical Resources has issued a finding of no adverse effect as a result of the archaeological investigations. Previous: Busby Construction is approximately 75% complete with water main replacement. Archaeologists have completed the required test pits for Native American artifacts and did not find any. The soil in the construction area had been disturbed to the required depth as a result of previous construction. Drainage work is scheduled to start the week of October 31st. Additional crews will be deployed to start underground utility conduit work. City Manager’s Project Update Report Page 1 Page 19 of 50 LACONIA DOWNTOWN TIF DISTRICT Current: The Downtown TIF Advisory Board last met on November 15th. TIF Project Updates: ● River Street, Church Street Riverwalk Connection & Landmark Inn Riverwalk Segment (TAP Grant Projects): Engineering of these projects will continue through the Winter with construction expected in 2017. (see TAP Grant update for more details) ● WOW Trail Phase 2: Construction is complete with some minor appurtenances remaining. A Spring 2017 ribbon cutting will be announced in the future. Wayfinding signage and kiosk location and design was discussed and a meeting is being planned with members of the WOW Trail, Downtown TIF Advisory Board and City representatives. Other items discussed include Downtown banner poles, bicycle racks and the status of the parking garage. The next Downtown TIF Advisory Board meeting is slated for December 13th. Previous: The Downtown TIF Advisory Board met on September 20th. Items discussed at the meeting included updates of current projects, bicycle related matters, flag poles, banner poles and wayfinding signage. TIF Project Updates: ● Beacon Street West Connection: With the exception of some minor punch list items, the project is complete and the connection is open to the public. ● River Street, Church Street Riverwalk Connection & Landmark Inn Riverwalk Segment (TAP Grant Projects): Engineering of these projects will occur through the summer and fall of 2016, with construction now expected in 2017. (see TAP Grant update for more details) ● WOW Trail Phase 2: Construction is nearing completion. Remaining items include some fencing installation, paving, completion of the bridge over Durkee Brook and completion of the installation of pavers on the New Salem Street portion. Installation of split rail fence in place of ornamental fence occurred from Pitman’s Freight Room to Water Street after discussion with abutters. The next Downtown TIF Advisory Board meeting is slated for October 25th. WEIRS TIF DISTRICT Current: The next meeting of the Weirs TIF Advisory Board will be held in January or February. Previous: The Weirs TIF Advisory Board last met on October 6th. At this meeting, the Advisory Board approved the following recommendation to the City Council: Recommendation to the Laconia City Council by the Weirs TIF Advisory Board to utilize Weirs TIF District funding for placement of utilities underground, concrete sidewalks and new street lights associated with the improvements on Lakeside Avenue from Tower Street to Foster Avenue based on cost estimates provided. This recommendation is subject to the stipulation that 85% of the Weirs TIF revenue be used to finance the Lakeside Avenue related improvements for the first three years, then 80% of the Weirs TIF revenue be used thereafter. At the October 11th City Council meeting, the City Council approved the use of Weirs TIF District funds to finance the following improvements: City Manager’s Project Update Report Page 2 Page 20 of 50  1. Installation of concrete sidewalks in place of asphalt sidewalks. 2. Inclusion of brick accents in a portion of the bump out areas. 3. Inclusion of a 2 foot wide brick accent in the sidewalk along the back of the granite curb on the west side of the street from the crosswalk nearest the south end of the boardwalk to Tower Street. 4. Colored concrete crosswalks. 5. Placement of utilities underground, concrete sidewalks and new streetlights associated with improvements from Tower Street to Foster Avenue. These items are in addition to the original City Council approved use of Weirs TIF District funds for placement of utilities underground and new streetlights from Route 3 to Tower Street. The total estimated Weirs TIF District funds to be used to finance the Lakeside Avenue improvements is $1.6 million. WINNIPESAUKEE RIVER BASIN PROJECT Current: The next meeting of the WRBP Advisory Board is scheduled for Nov 30th. The Board is scheduled to review the questions and criteria from the member municipalities. Previous: The Advisory Committee met on Oct 20th. The committee approved the work plan for the request for qualifications. Two steps must be taken before the RFQ is advertised. The Committee must receive an answer from the State on whether the communities will have to pay for the Program’s assets, and the member Communities must provide their conditions for creating a separate wastewater treatment authority. The Committee is asking for the member communities’ conditions before its Nov 30th meeting. WEIRS BEACH RESTORATION Current: No update. Previous: No update. ZONING TASK FORCE Current: The ZTF anticipates meeting on Thursday, December 1 to discuss the Accessory Dwelling Unit (ADU) potential zoning changes, and the proposed changes to the Table of Uses for the CR Zone as requested by the Planning Board at their last meeting. Previous: Zoning Task Force will likely begin meeting regularly in the new year to address the Accessory Dwelling Unit (ADU) changes as necessitated by changes in the NH RSAs. After adoption of the Master Plan (scheduled for Spring 2017), staff anticipates that ZTF will also begin addressing numerous issues related to the Zoning Ordinance. DOWNTOWN WAYFINDING Current: Potential signage and kiosk locations for the WOW Trail are being investigated at several locations including the railroad station, Water Street and near the Community Services property. A meeting between the WOW Trail, Downtown TIF Advisory Board and City representatives is expected in December to discuss wayfinding. The color scheme of the new City Flag may be incorporated into the wayfinding signage. Previous: No update. City Manager’s Project Update Report Page 3 Page 21 of 50 LACONIA HEART AND SOUL MASTER PLAN UPDATE Current: The Master Plan process awaits discussion by the Planning Board and the Master Plan Advisory Team. Previous: Planning staff has worked with Lakes Region Planning Commission to draft a scope of work to complete the final chapters of the Master Plan. Staff is aiming for an early spring 2017 adoption of the Master Plan, and anticipate executing a contract within the next few weeks to formalize the agreement between the City and LRPC. MEMORIAL PARK IMPROVEMENTS Current: The irrigation system installation is 90% complete. Remaining work includes the tie in to the water service, installation of a pad for the water meter/backflow enclosure and final grass seeding in the spring. Installation of the concrete pad for the new bleachers at the softball field is expected in the next few weeks. The forms for the concrete pad are installed. Delivery of the bleachers is expected at the beginning of December with installation to follow. Previous: The irrigation work at Memorial Park baseball has been awarded to Gilford Well. Installation of the system is scheduled to start within the next two weeks with completion of the project occurring in November. TRANSPORTATION ALTERNATIVES GRANT (TAP) Current: Engineering will be on-going through the winter months. The City and HEB Engineering are finalizing the information gathering phase of the project. SW Cole has completed geotechnical investigations for the proposed pedestrian bridge and River Street Riverwalk. The City of Laconia is currently working on finishing the existing-features and topographic survey. Once the topographic survey is complete, HEB will finalize the boundary survey information. Structural observations and evaluations of the river wall along City Hall Riverwalk and Rowe Court have occurred. Completion of the feasibility study phase is the next step which will involve review of alternatives and identification of a preferred approach for each TAP project. Public outreach will be critical during this phase so the project goals and preferred approach are agreed upon. Previous: HEB Engineering is continuing work on the feasibility study portion of the project. Test borings to determine subsurface material conditions were performed recently on River Street and at the area of the proposed Perley Canal inlet pedestrian bridge. DES WATERSHED ASSISTANCE GRANT Current: Laconia DPW replaced sections of two drainage culverts on the Weirs Channel side of the Endicott Rock Park. The existing metal pipes were in very poor condition and not functioning properly. Additional drainage improvements performed by DPW include the installation of stone check dams in the drainage swale adjacent to the channel. City Manager’s Project Update Report Page 4 Page 22 of 50 Previous: Laconia DPW will be implementing some of the storm water improvements funded by the NHDES Watershed Assistance Grant in the upcoming weeks. A NHDES Shoreland Permit has been secured for this work. The replacement of two failed culvert pipes in Endicott Rock Park will occur first during low lake level conditions. Drainage treatment swale work will occur in the area of the park near the channel. Other storm water improvements will occur as time and weather permits. LEAVITT PARK TENNIS COURTS Current: Laconia DPW has removed the fencing and the asphalt court surface in preparation for Spring construction of new tennis courts. The City will be securing a contractor this Winter to reconstruct the courts in the same location. City Manager’s Project Update Report Page 5 Page 23 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 10/11/2016 FROM: Flag Committee SUBJECT: Finalists presentation from the City flag search and a discussion with the City Council regarding how they would like to proceed ATTACHMENTS: Description Type Upload Date File Name Flag presentation Backup Material 11/21/2016 City_Flag_Design_Finalists.pdf Page 24 of 50  City Flag Design Finalists 1. Description: This design uses the central element of the gear. The gear is a versatile element, symbolizing industry, travel, and the famous Laconia Motorcycle Week. In the center of the gear is a seascape representing the many beautiful bodies of water in and surrounding the area. The color scheme utilizes blue to represent the sea and sky, as well as orange, a color reminiscent of the popular NH Pumpkin Festival in the fall. The design is simple, yet represents many elements that make up the unique and beautiful city that is Laconia. Page 25 of 50 2. Description: This designer did not include a description of their design. In many ways it is self explanatory. Page 26 of 50 3. Description: The three fields of color represent Downtown Laconia, Lakeport, and The Weirs. The stars surrounding the sail boat represent the Lake Winnipesaukee, Lake Winnisquam, Lake Opechee, and Paugus Bay. Page 27 of 50 4. Description: The three blue stripes represent water bodies, the quintessential features that give Laconia its identity; the top represents Lake Winnipesaukee and its bays, the middle Winnisquam Lake, and the lower it’s rivers streams and ponds. When the flag waves, the movement will mimic waves on the lake. The two green triangles signify Laconia’s hills and green spaces. They can also be seen as symbolizing the slopes of Belknap and Gunstock; while not in Laconia, their presence provides a scenic backdrop for residents and visitors alike to appreciate. The red sun is a nod to Laconia’s proud Native American past, its manufacturing heyday, and a bright future. Its central location on the flag symbolizes Laconia’s location in the heart of the Lakes Region, and of NH. Page 28 of 50 5. Description: The three gold stars represent 3 ideas relating to Laconia: 1. Place- City, State, & Nation: Laconia citizens are not only a part of the city, but also the state of New Hampshire, and the United States. 2. Legacy- Industry, Transportation, & Tourism: Laconia has a rich historical legacy of manufacturing (lumber, shoes, textiles, etc.). Horse drawn carriages and later freight cars and streetcars were built at the Laconia Car Company. With its prominent place in the Lakes Region, tourism has become a major drawing point to Laconia, including popular events at and around Weirs Beach, Motorcycle Week, and the NH Pumpkin Festival. 3. Time- Past, Present, and Future: Laconia is a city that remembers and continues to learn from the past, while experiencing the joy of the present, and continuing to change and grow into the future. The white band separates the blue background into two areas, representing how Laconia separates Winnipesaukee and Winnisquam Lakes. When the flag is horizontal, the white field points to the right, representing moving forward and growing in a positive direction. When the flag is vertical, the white band shows a path of stars moving down and then up, reminding us that although life can bring us down, when we learn to overcome it, we can move forward and up again. Page 29 of 50 6. Description: 3 shades of blue represent Lake Winnisquam, Winnipesaukee, and Opechee. The Y shape represents an actual fishing weir (abenaki origin), railroad, and WOW trail. The 6 pointed star represents the cities 6 wards. The wheel around the star symbolizes unity, industry, and motorcycle week. 1855 is the year Laconia was incorporated into a town. Page 30 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 11/21/2016 FROM: Mary Reynolds, City Clerk SUBJECT: Approval of an amended Memorandum of Understanding between the Laconia Board of Public Library Trustees , the City of Laconia and the Belknap County Economic Development Council DISCUSSION: The original memorandum of understanding was approved by the Council at the meeting of September 12, 2016. Amendments are noted in highlight on the attached revision. REQUESTED ACTION: Proposed motion: "I move to approve the amended Memorandum of Understanding between the Laconia Board of Public Library Trustees, the City of Laconia the Belknap County Economic Development Council and to authorize the City Manager to sign the document on behalf of the City." ATTACHMENTS: Description Type Upload Date File Name Amended MOU Backup Material 11/22/2016 MOU_library_and_BEDC.pdf Page 31 of 50 Page 32 of 50 Page 33 of 50 Page 34 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 11/22/2016 FROM: Donna Woodaman, Finance Director SUBJECT: First Reading of Resolution 2016-32 relative to authorizing bonds and notes of the City for capital projects in the amount of $1,600,000 for Weirs TIF District Enhancements and a request to schedule a public hearing on December 12, 2016 during the regular City Council meeting DISCUSSION: The City Council has approved the recommendations of the Weirs TIF Advisory Board for enhancements being made in conjunction with the Lakeside Avenue project. At this time we are preparing to issue the bonds and notes. This resolution would formalize the City Council's prior decision. REQUESTED ACTION: Proposed motion #1: "I move to waive a reading of this resolution in its entirety and to read by title only" Proposed motion #2: "I move a first reading of Resolution 2016-32 relative to authorizing bonds and notes of the City for capital projects in the amount of $1,600,000 for Weirs TIF District Enhancements and to schedule a public hearing on December 12, 2016 during the regular City Council meeting" ATTACHMENTS: Description Type Upload Date File Name Resolution 2016-32 Resolution Letter 11/23/2016 2016- 32_Bond_for_Weirs_TIF_Projects.pdf Page 35 of 50 RESOLUTION 2016-32 CITY OF LACONIA In the Year of Our Lord two thousand and sixteen A RESOLUTION RELATIVE TO AUTHORIZING BONDS AND NOTES OF THE CITY FOR CAPITAL PROJECTS IN THE AMOUNT OF $1,600,000 FOR WEIRS TIF DISTRICT ENHANCEMENTS Resolved by the City Council of the City of Laconia as follows: 1. The City Council of the City of Laconia does hereby authorize the appropriation and expenditure of funds for the following project: Weirs TIF District Enhancements $1,600,000 2. The sum of $1,600,000 is hereby appropriated for this purpose. a) For the purpose of meeting this appropriation, there shall be and is hereby authorized under and pursuant to the Municipal Finance Act, and any other enabling authority, the issuance of bonds and notes of the City of Laconia aggregating $1,600,000 in principal amount for a term not exceeding 20 years. b) The discretion of fixing the dates, maturities, denominations, place of payment, interest rate or rates, the forms and other details of said debt with the Committee on Finance of providing for the sale thereof, is delegated to the City Treasurer and City Manager. c) It is hereby determined that the projects described in paragraph one of this resolution will have a useful life in excess of 20 years. d) The City Manager is hereby authorized, on behalf of the City, to apply for and accept any grants of federal or state funds for the aforesaid project and to execute any contracts or agreements that might be required in connection with said aid. 3. The City Manager and the City Treasurer are each hereby authorized to take any and all actions necessary or convenient to carry out the provisions of this resolution, including the execution and delivery of Loan Agreements with the New Hampshire Municipal Bond Bank. This Resolution shall take effect after two (2) readings of the City Council and after a properly noticed public hearing. Edward Engler, Mayor Passed and approved this _____ of December, 2016. Mary Reynolds, City Clerk Page 36 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 11/22/2016 FROM: Scott Myers, City Manager SUBJECT: Update of City Council Goals and Objectives ATTACHMENTS: Description Type Upload Date File Name Update of City Council Backup Material 11/22/2016 2016_Departmental_Goal_Setting.pdf Goals and Objectives Page 37 of 50  DEPARTMENTAL UPDATES ON GOAL SETTING REPORT November, 2016 ECONOMIC DEVELOPMENT Master Plan ♦ Master Plan has draft chapters for Economic Development, Natural Resources, and Transportation. The Master Plan process awaits discussion by the Planning Board and the Master Plan Advisory Team. Land use - Zoning recommendations for CR zone ♦ Planning Board received the proposed recommendations for a CR2 Zone at its September 13th meeting and held a public hearing on November 1, 2016. Continued infrastructure repairs ♦ Laconia Parks and Recreation has identified various infrastructure elements that need repair and have included requests for funding through the upcoming Capital Improvement Program. Some of these elements have recently been funded through the current budget including playground equipment, Leavitt Park tennis courts and Memorial Park softball field bleacher replacement. These projects will be completed in the Fall of 2016 and Spring of 2017. Items that are being requested as part of the upcoming CIP request include the Bond Beach bath house replacement, resurfacing of courts at Tardif and Sanborn Parks, fencing replacement at Opechee Park and installation of a sidewalk across Opechee Park. ♦ Parks and Recreation has refocused its Capital Improvement Program requests to target repair and replacement schedules at a time when equipment and facilities are near the end of their useful life. Many of our equipment and facilities (i.e. courts, vehicles, bath houses) are not repaired or replaced until they are in very poor condition. ♦ Parks and Recreation needs to effectively promote and maintain the Park system to make it appealing and user friendly for all ages. It is our belief that our Park system is a great asset to the community and we intend to continue to expand the promotion of our Park system through the City’s website, existing publications and through social media. It is important to educate the public and potential new residents on what our City has to offer. Maintenance of our Park system is critical in providing attractive and enjoyable recreational opportunities. Parks and Recreation requested an additional full time year round maintenance position to help us achieve this goal and the City Council approved the funding for this position. This increase in staffing will help the Department maintain our existing facilities as well as our new facilities that we have been fortunate to add to our system. Continued revitalization of downtown area ♦ Parking Garage – DPW staff is waiting on additional guidance. ♦ Parks and Recreation is exploring ideas for major events in Laconia. Initial ideas include a Winter Carnival, New Year’s Eve Celebration, Riverwalk Festival and a holiday season related festival. The winter and spring time frames are being targeted due to the lack of a major event during these seasons. Page 1 of 7 Page 38 of 50  Parks and Recreation also assisted with the New Hampshire Pumpkin Festival this year by partnering with the Chamber of Commerce on the organization and oversight of the Pumpkin Festival parade. Parks and Recreation is planning to expand the events and programs at the Weirs Community Park amphitheater. The Department continues to partner with the Weirs Community Park Association with providing events in the summer and early fall. Parks and Recreation has also had preliminary discussions with the Putnam Fund Committee on their potential involvement with bringing additional programs to the amphitheater. ♦ Parks and Recreation is continuing to explore opportunities to promote growth and development in the Downtown area. The Department is making attempts to revitalize the Adopt-A-Spot program by encouraging the community to participate in this beautification program. A new brochure was created for the Adopt-A-Spot program and a greater outreach effort is planned for this spring. The Parks and Recreation Commission simplified the approval process for use of the Rotary Park bandstand by those requesting the Park for weddings, ceremonies and various other events. Requests for use of this Park have increased significantly the past summer and the benefits to area organizations like the Belknap Mill Society are measurable. The development of the Riverwalk is progressing with the recent completion of both the Beacon Street West connection and the River’s Edge segment. Parks and Recreation representatives continue to work with other City departments, the Downtown TIF Advisory Board and the community with the design of future Riverwalk segments being funded in part through a Transportation Alternative Program federal grant. Parks and Recreation is also working with other departments on the completion of Phase 2 of the WOW Trail. Completion of this phase of the trail is nearly completed. Additionally, wayfinding signage and information kiosks are in the process of being planned in conjunction with wayfinding signage for streets in the Downtown core with the goal of having a consistent theme for the City. Weirs Beach ♦ The Lakeside Avenue project is still on schedule. DPW coordinated with Eversource to extend the placement of the electric lines between Tower and Foster underground. ♦ Parks and Recreation continues to work with Public Works on erosion, water quality and infrastructure improvements in the Weirs Beach area. The City applied for and received a Watershed Assistance Grant through NHDES to address erosion and water quality issues. Implementation of erosion control elements is planned for Fall 2016 and Spring 2017. Possible erosion control elements include the following: ● Installation of pervious concrete panels in a section of the Weirs Beach parking lot ● Improvements to drainage swales behind the Weirs Beach bath house and along the Weirs channel ● Resurfacing of the service road to the Mount Washington dock to minimize erosion and sedimentation Additionally, final design and permitting for the restoration of Weirs Beach is ongoing with implementation expected in 2017. Possible restoration elements include extension of the jetty, manual back passing of sand, wind erosion fencing and beach nourishment. Page 2 of 7 Page 39 of 50  Infrastructure improvements and enhancements have been recommended by the Weirs TIF Advisory Board and approved by the City Council. These improvements include colored concrete crosswalks, brick pavers, water services for irrigation and concrete sidewalks. Other improvements recommended by the Weirs TIF Advisory Board and approved by the City Council include the burial of overhead utilities and installation of ornamental street lighting. ♦ Through its involvement with the WOW Trail organization, Parks and Recreation will assist with the planning and development of the trail as it expands to the Weirs Beach area of the City. The vital trail link to Lakeport and Meredith will play a key role in the future economic growth of Weirs Beach. Development of certain large tracts of land ♦ Parks and Recreation has been working with Happy Tails Dog Park on the development of the Spruce Street parkland for an off leash dog park. A significant donor has stepped forward to fund the project. We are awaiting final approval from the NH Parks and Recreation and the National Park Service due to the parkland being originally purchased through the Land and Water Conservation Fund. Improvements on LWCF acquired properties are subject to this review. Improve the overall image of the City ♦ Parks and Recreation has identified all four welcome signs that need replacement. After researching the history and the origin of these signs, the Department drafted and sent a letter to the many service organizations that are depicted on the signs asking for their assistance. We are awaiting a response from these organizations in the hopes that they are willing to work with the City to improve the gateways. Parks and Recreation offered these signs as beautification opportunities through our Adopt- A-Spot program. The sign at McIntyre Circle was newly adopted this year and this sign has seen some fresh plantings this past summer. ♦ Parks and Recreation will look to improve the overall cleanliness of its facilities by identifying deficiencies, prioritizing repairs and effectively addressing areas that need improvement. The Department is exploring the use of part time seasonal staff that have sufficient skills to address repairs and maintenance of our parks. We believe that there are many people that are looking for part time work vs. full time work due to other commitments, physical limitations or simply not having the need to work full time. Parks and Recreation currently has three part time seasonal employees on staff. By offering some part time positions for seasonal work, we believe the Department can be more successful with securing dedicated, skilled and dependable employees. Housing ♦ Planning, Zoning, and Code Departments are working more closely together to develop consistent processes for enforcing violations. This includes a tracking spreadsheet and a written policy with flowchart for clarity of process. This tracking and policy development will enable the departments to better work with property owners to bring their properties into compliance and make upgrades/changes as necessary. Page 3 of 7 Page 40 of 50 ♦ Zoning and Property Maintenance staff will soon be implementing a more regular program of inspections and reviews of properties. Communication with property owners will be a key component of this program. ♦ Planning Department is developing a scope of work and schedule for completion of the Housing Chapter of the Master Plan. Anticipate finalizing the Housing Chapter and adopting the Master Plan in its entirety by Spring 2017. State School Property ♦ DPW is supporting the State’s Committee that is investigating the sale of the property. One committee member has requested information on the City’s water and WRBP’s sanitary sewer system that supports the State’s complex. Regional Economic Development ♦ Parks and Recreation will continue to have a presence with the planning and development of future phases of the WOW Trail as it becomes a portion of a larger regional trail system. ♦ Parks and Recreation has had preliminary discussions on how it share services and resources with other towns in the area. Initial ideas include joint field trips, sharing of expenses for programs (outdoor movie night, athletic field usage, combined promotional efforts) and sharing of specialized maintenance equipment. Parks and Recreation will be reaching out to other towns for ideas. ♦ Laconia Fire Department has recently made two significant changes towards an increase in shared services. First is the inter-municipal agreement with the Town of Belmont for the services of Fire Chief and Assistant Fire Chief. This agreement has benefited Belmont and Laconia both from a financial and an emergency service effectiveness standpoint. This arrangement could easily be the foundation for similar service sharing agreements for the City, and outside municipal partners. The second recent change is to use the Code Enforcement Inspector to fill the role of part- time Fire Inspector as part of his daily duties. This adds consistency to the availability of the Fire Inspector, increasing the working relationship between property owners and the Fire Department/Code Enforcement. This will be a more effective and efficient way of conducting business. SOCIO ECONOMIC CONDITIONS Partnerships with community stakeholders ♦ Laconia Fire Department has many long-standing community partnerships. The number of partnerships continues to grow based on newly recognized needs of our citizens in which our services will be beneficial in the betterment of the community. These partnerships include: Lakes Region General Hospital, Lakes Region Partnership for Public Health, Partners in Community Wellness, Lakes Region Community Emergency Response Team, Laconia Housing Authority, and Genesis Behavioral Health. ♦ Since the implementation of Problem Oriented Policing (POP), the Department consistently collaborates with over twenty organizations within the region. The importance of true collaboration to address some of the most serious social issues is fully understood. Many of our employees sit on boards for various organizations, including the Boys and Girls Club, Human Relations Committee, Lakes Region Community Services, the Humane Society, Page 4 of 7 Page 41 of 50  Genesis Behavioral Health, New Futures, Stand Up Laconia, SAMSA Leadership Team, and others. Homeless population ♦ A POP Project was initiated several years ago when it became apparent that the homeless population was increasing, especially in the downtown corridor. The focus was on addressing the key contributing factors that lead to homelessness, including mental health and substance misuse. An outreach plan was developed to identify and contact those in need, and provide them with the available resources in the region. We partnered with Genesis, the Salvation Army, and other organizations to help accomplish our goal. The project proved to be a challenge and was successful to an extent. Today, we continue to balance the concerns of those affected by the quality of life issues associated with the homeless population, while realizing our duties as guardians. Sergeant Cameron attends monthly homeless coalition meetings and we continue to work with our partners to reduce those numbers. Regular patrols and overtime walking beats are focused on the downtown corridor, including Busy Corner, S. Main Street and Court Street. Troubled youths ♦ DARE programs are in the elementary schools and Middle School, and plans are underway for a third program in the High School. Other programs targeting youth development/ intervention are the Police Explorer Program, Police Athletic League, Criminal Justice Program, In the Presence of Children, School Resource Officer, Juvenile Detective, officers in the schools, and mentoring. Drug Crisis ♦ Prevention, Enforcement, Treatment Coordinator, Narcotics Unit, DARE programs in the elementary schools and the Middle School, and plans are underway for a third program in the High School. There is heavy participation with organizations addressing substance misuse, including Stand Up Laconia, Partners in Prevention of Alcohol and Drug Use, Recovery Court, Belknap County Jail, and Lakes Region General Hospital, as well as advocacy at the local, state and federal level. Chief Adams and Officer Eric Adams have been panelists at several substance misuse forums, and have also provided testimony in favor of bills supporting funding for additional treatment/recovery programs and enforcement efforts. We have met with the new Governor’s Advisor on Addiction and Behavioral Health, James Vara, to discuss ongoing prevention and enforcement efforts, and identify what role the state can play in our local efforts. We are actively seeking federal and state funding through the Department of Justice to support enforcement and prevention efforts. An application for Granite Hammer, a state-wide grant focused on enforcement efforts, has been submitted in the amount of $96,000.00. Continue to raise prosperity for the community ♦ Parks and Recreation evaluates the outdoor lighting at all parks and identifies opportunities to improve safety at these facilities. ♦ Our Fire Prevention Bureau has worked hard to ensure safety and property protection for residents, property owners, and the business community of Laconia. This has included 132 multifamily inspections, and multiple fire and life safety inspections at commercial properties. With the shared services between Fire and Code Enforcement we can anticipate an increase in these services. Page 5 of 7 Page 42 of 50  The City of Laconia recently went through an evaluation by the Insurance Services Office (ISO) that rates a community’s firefighting capabilities by evaluating items like water supply, fire station location(s), training and professional development, and emergency communications. Following the recent process, we have been informed that the City of Laconia will be moved from a Class 3 to a Class 2. This change in rating will potentially produce a decrease in fire insurance premiums, especially to commercial properties. Support services to the region ♦ The Fire Department could become an integral part of home health care within the City. This would be through the formation of a Mobile Integrated Healthcare (MIH) system. The Fire Department would increase services to the community by providing specially trained personnel to go to the homes of clients who are in the need of medical care, but do not need transport to a hospital. These specially trained personnel would provide needed medical care to the end user, while decreasing the demand for emergency medical services and unneeded hospital admissions. This service would increase the need for specialized training and require additional personnel to make the service both effective and efficient. Although the Laconia Fire Department/City of Laconia and Lakes Region General Healthcare already have a 20+ year shared service partnership, this new service would further enhance the relationship between the two entities. Provisions for aging population ♦ Laconia Fire, in partnership with LRGHealthcare, has been an active participant in Senior Safety Day which allows fire departments to go out to the residences of senior citizens and either change smoke detector batteries or install new ones. Last year Laconia Fire made 92 senior home visits. Programs like this allow firefighters to interact and assist our senior population before an emergency occurs. Other senior services could be provided and would be an integral part of the MIH system once formed. DEVELOPMENT PROCESS - BUSINESS FRIENDLY REPUTATION Staff training to include conflict resolution and customer service ♦ Planning Department employees attend several Primex and State-sponsored trainings per year in areas such as customer service, customer satisfaction, conflict resolution, critical thinking, communication with customers, staying positive, and turning conflict into collaboration. Streamline permit process ♦ Availability and accessibility of information and clarity regarding policies and regulations can help with relations: ● Code and Planning Departments have made efforts to better coordinate with and refer to other departments as early as possible when customers, builders, and developers make first contact with the departments. Giving complete and accurate information as early as possible in a customer’s process helps maintain an open and transparent relationship. ● Efforts have been made to make the website more user-friendly in content and format. ● More information has been made available in various formats at the counters so that when customers come in, employees can go through the regulations, codes, etc. with the customer for better understanding. ● Planning Department is working on an easy-to-follow checklist/timeline for developers to follow once they receive Planning Board approval. This will help developers anticipate, plan for, and schedule meetings, inspections, fees, and other requirements as they Page 6 of 7 Page 43 of 50  complete their projects. This checklist/timeline will include information from other departments whenever possible. ● Planning Board and Zoning Board are now streamed live and recorded for YouTube replay. Conservation Commission, Heritage Commission, Special Events Review Committee, and Minor Site Plan Committees are scheduled to go live in October. This will mean ALL Boards and Committees from the Planning and Code Departments will be live and streaming on YouTube as of October 2016. • Revise Building Permit applications - by March 2017 (moving target depending on when CodePal is implemented). ♦ Working with developers at CodePal to create a program that will open lines of communication between departments and streamline permitting and approval processes. ♦ As part of the inspection and permitting process/group within the City, Laconia Fire has been using Code Pal for many years. As the City expands its Code Pal user group we will be able to streamline the permitting and inspection process, helping to increase the relationship between the City and its customers. ♦ Laconia Fire has employed as a part-time Fire Prevention office clerk for many years now. This employee works directly with the public in assisting them with Fire Prevention permitting. This position will continue to be part-time, but will be moved from 3 days per week to 5. This will increase consistency and allow us to better serve the public. Look at policies - can they be revised? ♦ The new Director is reviewing Public Works policies as the part of his effort to learn the operational procedure of the Department. ♦ Planning & Code Department staff have added the following internal goal: ● Revise Planning Board Policy & Procedures document – by March 2017 ♦ Planning & Code Departments are constantly looking to improve policies and procedures. We take customer feedback and complaints very seriously. One of the biggest strategies we are currently using to address concerns is to make information and policies publicly available and as clear as possible. It is crucial that our policies and processes are transparent and easily understood by the public so as to avoid misunderstandings, frustration, and delays in projects. Page 7 of 7 Page 44 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 10/31/2016 FROM: Mary Reynolds, City Clerk SUBJECT: Second Reading of Resolution #2016-30 authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $7,500 from the NH Department of Safety Homeland Security Hazard Mitigation Grant (CFDA #97.039) DISCUSSION: The City will contract with the Lakes Region Planning Commission to hold multiple meetings with community stakeholders and key City departments and develop our hazard mitigation plan. The plan will identify key critical facilities, areas of risk, hazards faced by the City, and strategies to mitigate these risks. The contractor will format the plan and submit the document to NH Homeland Security and FEMA for final approval. The total grant is for $10,000. The grant share (federal share) is for $7,500.00. Our share is $2,500.00, which is for in-kind services. The current plan expires on September 19, 2017. REQUESTED ACTION: Proposed motion: "I move a Second Reading of Resolution #2016-30 authorizing the City Manager to accept and expend grants on behalf of the City in the amount of $7,500 for the NH Department of Safety Homeland Security Hazard Mitigation Grant (CFDA #97.039) with a City share of $2,500." ATTACHMENTS: Description Type Upload Date File Name Resoluton 2016-30 Resolution Letter 11/21/2016 2016- 30_Hazard_Mitigation_Plan.pdf Page 45 of 50 RESOLUTION 2016-30 CITY OF LACONIA In the Year of Our Lord two thousand and sixteen A RESOLUTION RELATIVE TO AUTHORIZING THE CITY MANAGER TO ACCEPT AND EXPEND A GRANT ON BEHALF OF THE CITY IN THE AMOUNT OF $10,000.00 FROM THE NH DEPARTMENT OF SAFETY, HOMELAND SECURITY HAZARD MITIGATION GRANT (CFDA #97.039) TO DEVELOP A HAZARD MITIGATION PLAN FOR THE CITY Resolved by the City Council of the City of Laconia as follows: WHEREAS, the Laconia City Charter, Section 5:06, requires the Council to designate the source of any money appropriated after the budget is adopted; and WHEREAS, on occasion grants will be made available to the City for various projects or areas of interest that are beneficial to the City and its residents; and WHEREAS, the Laconia Fire Department has developed a Security Hazard Mitigation Plan for the City that will expire on September 19, 2017; and WHEREAS, the City of Laconia acknowledges the conditions of this grant include a $2,500.00 municipal match of in-kind services and $7,500.00 of grant share for a total grant amount of $10,000.00. NOW THEREFORE, the City Manager is hereby authorized, on behalf of the City, to accept and expend a donation in the amount of $10,000.00 from the Department of Safety, Homeland Security Hazard Mitigation Grant (CFDA #97.039) with a municipal in-kind contribution of $2,500.00 and a grant share amount of $7,500.00. The City Council further authorizes the establishment of a separate account(s) for a distinctly stated, public purpose that is not foreign to the City or incompatible with the objective of its organization. The City Manager shall be the designated agent of the Council to carry out the objectives set forth herein. This Resolution shall take effect after two readings and upon its passage. Edward Engler, Mayor Passed and approved this ___ day of November, 2016 Mary Reynolds, City Clerk Page 46 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 10/24/2016 FROM: Mary Reynolds, City Clerk SUBJECT: Ordinance #04.2016.04 amending Chapter 59, Parks & Recreation Commission as it pertains to Powers and Duties to approve requests for fundraising DISCUSSION: The City Council has accepted the policy change at their meeting on October 24, 2016. This ordinance will formalize the policy. REQUESTED ACTION: Proposed Motion: "I move to approve the Ordinance # 04.2016.04 amending Chapter 59, Parks & Recreation Commission, as presented." ATTACHMENTS: Description Type Upload Date File Name Ordinance 04 Ordinance 11/21/2016 04_2016_04_Parks_and_Recreation_Commission.pdf 2016 04 Page 47 of 50 ORDINANCE 04.2016.04 CITY OF LACONIA ___________________ In the Year of our Lord two thousand and sixteen AN ORDINANCE AMENDING CHAPTER 59, PARKS AND RECREATION COMMISSION The City of Laconia ordains: That the ordinances of the City of Laconia, as amended, be and are further amended in Chapter 59, Parks and Recreation Commission, §59-7 – Powers and duties, as follows: CHAPTER 59. PARKS AND RECREATION COMMISSION § 59-7. Powers and duties. A. Parks. The improvement, care, regulation and general management of the parks shall be vested in the Commission. The Commission may prescribe such rules and regulations governing the improvement, care, regulation and management of the parks as the City Council now has or may hereafter have the right to make under the laws of this state, provided that no contract or agreement for concessions shall be made in which the cumulative consideration is greater than $200 or is in excess of seven days' duration until such contract or agreement shall have been formally ratified by vote of the City Council. With the following guidelines: 1. Facility use request with fundraising on City park land that anticipate revenues of over $2,000 2. Facility use request for events on City park land that require significant City resources 3. Facility use requests for major events on City park land that are deemed significant by the City Manager and/or the Recreation and Facilities Director 4. Facility use requests for events that involve the serving of alcohol on City park land. Notification of all fundraising events on City park land approve by the Parks and Recreation Commission will be formally sent to the City Council. This Ordinance amendment shall take effect upon its passage. Edward Engler, Mayor Passed and approved this 28th day of November, 2016. Mary Reynolds, City Clerk 1 Page 48 of 50  CITY COUNCIL ITEM INFORMATION SHEET DATE SUBMITTED: 9/22/2016 FROM: Scott Myers, City Manager SUBJECT: Unsolicited offer to purchase City-owned property at 23 Elm Street and additional parcels in close proximity DISCUSSION: The City Council has declared this property as surplus and requested for additional information and stipulations be made after an appraisal was received. This item remains on the agenda until this information is received. REQUESTED ACTION: To be determined. ATTACHMENTS: Description Type Upload Date File Name Parcel outline Backup Material 10/6/2016 parcel_outline.pdf Page 49 of 50 Page 50 of 50