SMITHFIELD TOWN COUNCIL

MEETING

SMITHFIELD TOWN HALL

TOWN COUNCIL CHAMBERS

64 FARNUM PIKE

TUESDAY, FEBRUARY 21,2017

6:15 P.M.

6:15-7:00 p.m. Citizens Collation

(Coffee and Refreshments)

CLOSED SESSION

Motion to convene in closed session pursuant to RI General Laws Sec. 42-46-5(a)(l), Personnel,to interview Terrance Turner and Jennifer Hawkins for possible appointment to a Town Board orCommission; review and discuss possible appointments to Town Boards and Commissions.

AGENDA

I. Regular meeting called to order at 7:00 p.m.

II. Prayer

III. Salute to the Flag

IV. Emergency evacuation and health notification

V. Presentations: none

VI. Minutes:

A. Move that the minutes of the February 7, 2017 Town Council meeting be

approved, as recorded.

B. Move that the minutes of the February 7, 2017 Town Council meeting

closed session be approved, as recorded, and sealed.

VII. Consider, discuss and act upon the following possible appointments:

1. Smithfield Personnel Board with a term expiring March 2019:

- TO BE NAMED

2. Smithfield Personnel Board with a term expiring March 2020:

■ TO BE NAMED

3. Smithfield Financial Review Commission with a term expiring July 2020:

■ TO BE NAMED

4. Smithfield Asset Management Commission with a term expiring April

2017:

■ TO BE NAMED

5. Smithfield Planning Board with a term expiring May 2020:

■ TO BE NAMED

6. Smithfield Financial Review Commission with a term expiring July 2020:

■ TO BE NAMED

VIII. Public Hearings: none

IX. Licenses and Permits:

A. Consider approving the annual renewal of three (3) Weapons Licenses, as

listed, as applied, subject to compliance with all State regulations and

local ordinances:

1. Jim Anderson Gun Shop d^/a "Jim Anderson Gun Shop", 344Douglas Pike

2. Dick's Sporting Goods d/b/a "Dick's Sporting Goods", 371 PutnamPike, Suite 300

3. Joseph Schiavulli, 60 Greenlake Drive

B. Consider approving a new Holiday Sales License for Honey Nail and Spa,

Inc., d/b/a "Honey Nail and Spa", 375 Putnam Pike, Unit 15, as applied,

subject to compliance with all State regulations and local ordinances.

C. Consider approving a new Victualling License for MDS Enterprises, Inc.,

d/b/a "Powder Mill Creamery and Coffee Roasters", 777 Putnam Pike, as

applied, subject to compliance with all State regulations and local

ordinances.

X. Old Business:

A. Consider, discuss, and act upon the acceptance of the Town Council goals

and objectives as discussed at the January 13, 2017 Work Session.

XI. New Business:

A. Consider, discuss, and act upon a request from the Smithfield Lions Club

to conduct a 5K Road Race on Sunday, September 24, 2017, from 9:00

a.m. to 11:00 a.m.

B. Consider authorizing a bid award on behalf of the School Department for

the installation of a chair lift at the School Administration Building.

C. Consider authorizing a bid award on behalf of the School Department for a

Communications Consultant.

D. Consider, discuss, and act upon authorizing a Request for Proposals on

behalf of the Parks Department for a Field Fertilization Program.

E. Consider, discuss, and act upon the adoption of a proposed Town of

Smithfield Parks and Recreation Facility Use Policy.

F. Consider, discuss, and act upon authorizing an Amendment to the Rhode

Island Historical Preservation & Heritage Commission Grant Agreement

for the Town Hall Window Repair.

G. Consider authorizing a bid award for wood and storm window repair and

exterior window painting - Town Hall.

H. Consider, discuss, and act upon a cell phone use policy for the Town

Council Chambers.

I. Consider scheduling a Work Session between Greenville Water and

Smithfield Water.

J. Consider scheduling a Work Session at the East Smithfield Library for a

"Meet and Greet Town Council Forum."

XII. Public Comment

XIII. Announce any closed session votes required to be disclosed pursuant to RI

General Laws, Sec. 42-46-4.

XIV. Adjournment.

AGENDA POSTED; FRIDAY. FEBRUARY 17.2017

The public is welcome to any meeting of the Town Council or its sub-committees. Ifcommunication assistance (readers/interpreters/captions) or any other accommodation toensure equal participation is needed, please contact the Smithfield Town Manager's officeat 401-233-1010 at least forty-eight (48) hours prior to the meeting.

Memorandum

DATE: February 15, 2017

TO: Smithfield Town Council

FROM: Carol Banville - License Coordinator

SUBJECT: Annual renewal of Weapons Licenses for the February Town Council

Meeting

BACKGROUND:

Weapons Licenses are now due for renewal. The applicants listed below have filed their

application for renewal.

TOWN REVENUE:

The cost to renew the Weapons License is $5.00 per year.

SUPPORTING DOCUMENTS:

Copy of License Application

Copy of BCI (no record)

RECOMMENDED MOTION:

Move that the Smithfield Town Council approve the annual renewal of three (3) Weapons

Licenses, as listed, as applied, subject to compliance with all State regulations and local

ordinances:

1. Jim Anderson Gun Shop d/b/a "Jim Anderson Gun Shop", 344 Douglas Pike

2. Dick's Sporting Goods d/b/a "Dick's Sporting Goods", 371 Putnam Pike, Suite 300

3. Joseph F. Schiavulli, 60 Greenlake Drive

Memorandum

DATE: February 15, 2017

TO: Smithfield Town Council

FROM: Carol Banville - License Coordinator

SUBJECT: New Holiday License for Honey Nail and Spa, Inc. d/b/a "Honey Nail and Spa",

375 Putnam Pike, Unit 15 for the February 2U' Town Council Meeting

BACKGROUND:

Honey Nail and Spa, Inc. d/b/a "Honey Nail and Spa", has applied for a new Holiday License for

their business located at 375 Putnam Pike, Unit 15.

TOWN REVENUE:

The cost of a new Holiday Sales License is $50.00 per year.

SUPPORTING DOCUMENTS:

Copy of License Application

Copy of BCI - No Record

RECOMMENDED MOTION:

Move that the Smithfield Town Council approve a new Holiday License for Honey Nail and Spa,

Inc., d/b/a "Honey Nail and Spa", 375 Putnam Pike, Unit 15, as applied, subject to compliance

with all State regulations and local ordinances.

Memorandum

DATE: February 15, 2017

TO: Smithfield Town Council

FROM: Carol Banville - License Coordinator

SUBJECT: New Victualling License for MDS Enterprises, Inc. d/b/a "Powder Mill Creamery

and Coffee Roasters" for the February Town Council Meeting

BACKGROUND:

MDS Enterprises, Inc. d/b/a "Powder Mill Creamery and Coffee Roasters", has applied for a new

Victualling License for their business located at 111 Putnam Pike.

TOWN REVENUE:

The cost of a new Victualling License is $50.00 per year.

SUPPORTING DOCUMENTS:

Copy of License Application

Copy of BCI - No Record

Copy of Food Business License

Copy of Frozen Dessert License

Copy of Permit to Make Sales at Retail

RECOMMENDED MOTION:

Move that the Smithfield Town Council approve a new Victualling License, for MDS

Enterprises, Inc. d/b/a "Powder Mill Creamery and Coffee Roasters" , 111 Putnam Pike, as

applied, subject to compliance with all State regulations and local ordinances.

Page 3Work Session

January 13,2017

Council President Santucci asks about a study regarding Fire overtime. Finance Director Rossi isworking with the Fire Chief and Deputy Chief regarding that study.

Finance Director Rossi gives the Town Council members a generic calendar regarding the BudgetSubmission process.

• Goals and objective of Council members

Council President Santucci states that he would like the Town Council members to adopt thefollowing list of goals and objectives.

• More public engagement with the Town residents which can be done through schoolyouth programs; parent teacher associations; in resident homes public facilities andstronger outreach to residents generally.

• Establish a stronger fiscal budgetary process with tighter controls on the budget,• More control of future developments in the Town and addressing traffic problems.

Council member Alba states that she would like the Town Council members to adopt the followinglist of goals and objectives.

• Strategic ten (10) year plan for the Town of Smithfield including the caliber of theSchools and the standing of the Town; which should be led by the Town Manager andsupported by the Town Council. Worcester has such a plan.

• Development of a master plan in order to best maximize the available vacant spaces inTown Aat can be used for recreation.

• Fill vacancies on Boards and Commissions

• Opening the Town Hall one night a month.

Council member Lawton states that he would like the Town Council members to adopt thefollowing list of goals and objectives.

• Address infrastructure issues including the poor condition of many roads in Town.Forming a sub-committee to make a list of the roads that need to be repaired.

• Fill vacancies on Boards and Commissions

• Improve Public engagement• High School facilities -work with the High School to upgrade the tennis courts and

football field.

Council Vice-President LaGreca states that he would like the Town Council members to adopt thefollowing list of goals and objectives.

• Maintain a good relationship with the School Department by continuing to hold quarterlymeetings regarding future funding; Re-Configuration Committee; sports complex; andbuilding reconditioning.

• Clarify process for obtaining building permits and opening new businesses.

Council member Cavanagh states that she would like the Town Council members to adopt thefollowing list of goals and objectives.

Page 4Work Session

January 13, 2017

• Provide training to new Board members to explain the duties, rules and regulationsregarding each that member's board. This would be an early fall mandatory meetinggiving an explanation of each Board and Commissions duties.

• Provide an Orientation Workshop for all new Board members to acquaint them with theduties and responsibilities of Board membership.

The Asset Management Commission should review the roads; football fields and tennis courts.

Town Solicitor Alves states that it would be good idea to have this informational session especially withregard to the laws that affect specific Boards.

Council President Santucci explains that the Town Council will be interviewing prospective members forthe Personnel Board.

Coimcil Vice-President LaGreca states that he supports Council member Cavanagh's proposal becausemany Town residents are not familiar with the permit process regarding Planning, Zoning and Building,and a workshop with new Board members with be most beneficial.

Coimcil member Alba states that the Town residents would benefit by extending the Town Hall hours tothe evenings.

Council President Santucci would like to send out letters to Town residents, and the Town Council canmeet informally with residents to discuss their concerns.

Council member Alba would like to establish a Youth Commission through Smithfield High School.

Council Vice-President LaGreca also states that a Town Council member could also attend ParentTeacher Association meetings at the various schools in Town, to ensure more commumty involvement.

• Police and Fire John Hancock Pension Plans and current finding

Council President Santucci explains that Town Manager Finlay has supplied the Town Council memberswith the Fire and Police Pension Plan Reports. Council President Santucci reviews the history of the JohnHancock Pension Plans. Finance Director Rossi states that the John Hancock Police Pension Plan is nowclosed to new employees. Finance Director Rossi further states that all new Police employees are in theMunicipal Retirement System.

A further discussion takes place between Finance Director Rossi and Council President Santuccithe increase in the liability of the pension plans. Council President Santucci states that the pensionliabilities are increasing dramatically and the Town must be very diligent.

Council President Santucci suggests that Buck Consultants be contacted to work with the FinancialReview Commission for further review of these plans.

Council member Cavanagh asks Finance Director Rossi to explain Total Experience Loss (Police) onpage 3.

The Rhode

RHODE ISLAND ^^^i)EPARTMENT OF TRANSPORTATljoMiailSlfIg1 PARADE/EVENT PERMIT > /

I I 2 4 2017 '•Department of Transportation has established this permit tOieTf^aj^tipptp*^^

process for parades, road races, cycling tours or other organized events on State-lT>'a^aStppia^si^Please fill out this application completely and mail to: State Traffic Engineer, Rhode Island DepartmeTTtof Transportation, Two Capitol Hill, Providence, Rl 02903 or fax to: 401-222-3006.

Please feel free to provide any supporting documentation you feel would be Important in describingyour event. Additionally, it is the permittee's responsibility to obtain approval from each city or town theevent will take place in.

Event Details:

SMITHFIELD LIONS 5K ROAD RACE SUNDAY SEPT. 24, 2017 09:30- 10:00ea

Name of Event (Parade /Road Race) Event Date(s) and Time Period(s)

90 Pleasant View Ave (Rt 116) North to 215 Pleasant View Ave, turnaround and back to 90 Pleasant View Ave

Event Route (List all affected roads. Please attach event map if available showing route.)

SMITHFIELD, Rl

Cities and Towns where the event will take place.

Event Sponsor Information:

SMITHFIELD LIONS CLUB

Name of Sponsor (Permittee)

PO BOX 378 GREENVILLE Rl

Street Address

BRIAN FARLEY

City/Town State

SMITHFIELDL10NS5KRR@GMAIL.COM

Contact Number

401-864-5036

E-Mail

RACE DIRECTOR

Sponsor's Authorized Representative

19R0GLERFARM RD

Title/Position

SMITHFIELD Rl

Street Address City/Town State

Form continues on next page

Rhode island Department of Transportation parad^^vent permit

I Brian Farley , on behalf of Smithfield Lions Club agree to(Sponsor's Representative) (Event Sponsor)

Indemnify, defend and hold harmless the State of Rhode Island, Its officers, representatives, agents, servants,employees and successors from any liability, damages, claims and or losses arising from the Event activities ofSmithfield Lions Club , its agents or employees. Including all costs, expenses arid attorney fees(Event Sponsor)

which In any manner result from or arise out of this agreement. Smithfield Lions Club shall(Event Sponsor)

reimburse the State of Rhode Island for any and all damages to the real or personal property of the State ofRhode Island caused by the acts of Smithfield Lions Club , its agents, or employees. The State of

(Event Sponsor)

Rhode Island shall give reasonable notice of any such claim. The duties under this provision shall remain fully Ineffect and binding, even where Smithfield Lions Club is alleged of, or Is found to merely

(Event Sponsor)

contribute In part to the acts giving rise to the claims and/or where the State of Rhode Island Is alleged or Isfound to have contributed to the acts giving rise to the claims.

Smithfield Lions Club further agrees to furnish. Install and remove necessary traffic control(Event Sponsor)

signs In accordance with state and federal specifications, and to coordinate with local traffic police officers todirect motorists In accordance with any proposed detours.

Smithfield Lions Club further covenants and agrees that:(Event Sponsor)

1) No person shall, on the grounds of race, color, sex, national origin, age or disability, be excluded fromparticipation In, denied the benefits, of or be otherwise subjected to discrimination In the course of the Event;and

2) Smithfield Lions Club , shall use the state highways of the Event route In compliance with all(Event Sponsor)

Other requirements Imposed by or pursuant to 49 C.F.R. Part 21, Non-dlscrl ml nation In Federally-AssistedPrograms of the Department of Transportation - Effectuation of Title VI of the Civil Rights Act of 1964, asamended.

In the event of breach of this non-dlscrl ml nation covenant, the State of Rhode Island shall have the right toterminate the permit. /O

Aifthonzed Representative's Signaturp-| Date I

MUNICIPAL APPROVALS:Pursuant to Section 31-12-12(a) of the Rhode Island General Laws of 1956, as amended, local authorities areempowered to regulate processions and/or assemblages on streets and highways within their jurlsdictlonallimits, as well as to enforce applicable traffic regulations within the reasonable exercise of police power.

Municipality: tow/ dp SMiTHFigto n /•.AhnmcmfA Official (Title): town manager

Signature: Date:

Form contmues on next page

RHODE ISLAND DEPARTMENT OF TRANSPORTATION PARAD^/EVENT PERMIT

MUNICIPAL APPROVALS:

Municipality:

Signature:

Municipal Official (Title):

Date:

Municioalitv: Municipal Official fTitle^:

Signature: Date:

Municioalitv: Municipal Official (Titled:

Signature: Date:

Municioalitv: Municipal Official (Title):

Signature: Date:

Municipality:

Signature:

Municipal Official (Title):

Date:

Attach additional copies of the Municipal Approvals section as needed.

Do not fill out this section - for official use only

RIDOT approvai/Denial TO USE State Highway(s):

The State of Rhode l^and approves/^nies the application. Reason for denial (if applicable):

Date^^2^D0T State Traffic EngineerPlease contact RIDOT at 401-222-2694 with any questions. Your application may be denied or you may beasked to change the Event route if the State highways on the Event route are scheduled to be underconstruction on the Event date(s).

HIGH

SCHOOL

^ Smithfield Lions0

Striding for Smithfield 5K Road Race

water ̂

stop

— / ̂ \

NORTH BAY

MANOR

water K

POL/C£Di

MEASURED BY RAY NE

LSON 9/99

SMITHFIELD LIONS CLUBP.O. Box 378

Greenville, Rhode Island 02828

WE SERVE

State Traffic Engineer

Ri Dept. of Transportation

Two Capitol Hill

Providence RI 02903

January 11, 2017

To Whom It May Concern:

I am writing on behalf of the Smithfleld Lions Club. We are requesting permission to conduct a road raceIn Smithfleld. The race Is the Smithfleld Lions Sk. Proceeds from the race will benefit various local

humanitarian and community needs, as well as school programs.

The race Is scheduled to begin at 09:30 a.m. on Sunday, September 24, 2017. The route Is as follows:Start at Smithfleld High School, 90 Pleasant View Ave. and proceed northbound on Pleasant View Ave.The race will turn around at the Smithfleld Police Dept., 215 Pleasant View Ave. and proceedsouthbound on Pleasant View Ave. and turn right Into the parking lot at Smithfleld High School.

Approvals for the race and the course will be forwarded to Town Council President, Paul SantuccI andSmithfleld Chief of Police, Richard St. Sauveur Jr.. The Smithfleld EMA, Smithfleld Fire Dept. Police Dept.and the Smithfleld Lions will be supervising course traffic and safety.

Thank you In advance, for your assistance.

Sincerely,

t

Brian Farley, Chairman

Smithfleld Lions 5k

Attachments:

RI DOT Parade/Event Permit

Map of Race Course

TDriven to get you there

Department of TransportationTVvo Capitol HillProvidence, Rl 02903

Office 401-222-2450

Fax 401-222-3905

MEMO:

TO: Steve W. Pristawa, P.E.

Chief Civil EngineerTraffic Design

FROM: Deirdre Paiva, P.E.Manager, Project Management

DATE: January 31, 2017

SUBJECT: Parade/ Event PermitSt. Patrick's Day Parade, W. Warwick 3-12-17Brumble Bikes, Westerly 4-08-17Smithfield Lions 5K 9-24-17

Glocester Memorial Day Parade 5-29-17

TATE OF RHODE ISLAND

2 2017

i ^r7■^r5\/pnhcl/tlVED

The Project Management Division has completed their review of the parade/eventapplication for the above with respect to all active and upcoming projects. Based upon thegiven locations and times for the event, it has been determined that there could beapparent impacts on a current project, Route 44 Roundabout. The Glocester MemorialDay Parade will be running through a construction area, although it is unlikely that workwill be done on a Holiday. Please contact the project manager, Steven Soderlund, forfurther information at [4013641-6929.

JB/sc

INTEROFFICE MEMORANDUM

TO: ROBERT O'BRIEN, SUPERINTENDENTSCHOOL COMMITTEE MEMBERS

DENNIS FINLAY, TOWN MANAGERTOWN COUNCIL MEMBERS

FROM: LISA COURNOYER, DIRECTOR OF FINANCIAL OPERATIONS AND

ANGELO MENCUCCI, DIRECTOR OF BUILDINGS AND GROUNDS

SUBJECT: CHAIR LIFT

DATE: JANUARY 24,2017

One bid was received from Garaventa USA, Inc. for the installadon of a chair lift at theAdministration Building. The bid price is $64,314.79. All four references checked rated theirexperience with Garaventa USA, Inc. a ten out of ten. We recommend that the bid be awarded toGaraventa USA, Inc. in the amount of $64,314.79.

INTEROFFICE MEMORANDUM

TO: SCHOOL COMMITTEE MEMBERS

DENNIS FINLAY, TOWN MANAGERTOWN COUNCIL MEMBERS

FROM: ROBERT O'BRIEN, SUPERINTENDENT

LISA COURNOYER, DIRECTOR OF FINANCIAL OPERATIONS AND

SUBJECT: RECOMMENDATION FOR COMMUNICATIONS CONSULTANT

DATE: FEBRUARY 14,2017

Three bids were received for Communications Consultant services. The bids were reviewed by theSuperintendent and the Director of Financial Operations. We recommend the bid be awarded to thelowest-priced vendor, Martin & Associates. The bid tab and scoring summary are attached.

PLANNING DEPARTMENT

l^oton of ̂ mitfjfielD64 FARNUM PIKE

SMITHFIELD, RHODE ISLAND 02917

Telephone (401)233-1017Fax (401)233-1091

MEMORANDUM

TO: Honorable Town Councilors

FROM: Michael Phillips, Town PlanneRE: Amendment to RIHP&HC

Grant Agreement for Town Hall Window RepairDATE: February 14,2017

A second round of bidding for the Town Hall window restoration project yielded a lowbid of $63,900 from the Martone Service Company, Inc. Based on this bid, the Townrequested additional funding from the State's Preservation Grant program. The StateHistorical Preservation & Heritage Commission approved the increase in the grantamount on February 8th and, forwarded the modified ageement to the Town for signature(See Grant Agreement Modification #1 (SPG-15-24) attached).

MOTION: That the Smithfield Town Council authorizes Dennis G. Finlay, TownManager to execute the Grant Modification Agreement #1 (SPG-15-24) increasing Townand State matching share from $18,755 to $31,950, for a total grant budget to $63,900.

February 15, 2017

TO: Smithfield Town Council

FROM: Randy R. Rossi

SUBJECT: Bid Award for Wood and Storm Window Repair & Exterior Window Painting - Town Hall

The bid for Wood and Storm Window Repair & Exterior Window Painting at the Town Hall wasauthorized by the Town Council at the December 6th meeting. The detailed specifications wereadvertised and the deadline for proposal submissions was 10:00 AM on Friday, January 6,2017 at whichtime two proposals were received.

A review was conducted of the submitted proposal for appropriateness in meeting the criteria set forth inthe specifications.

Company Information & Years in Business = 10 PointsRequired Documents stated in RFP = 20 PointsPast Experience with the Town and References = 25 PointsBusiness Location in Town = 10 Points

Pricing = 35 Points

The proposals were reviewed by the following evaluation committee

Michael A. Phillips - Town Plarmer

Randy R. Rossi - Finance Director

Using the above criteria both of the firms were very close with the advantage going to Martone ServiceCompany, Inc. A thorough reference check was conducted by the Rhode Island Historical Preservationand Heritage Commission resulting in positive responses from reference and confirming Martone's abilityto complete the project.

MOTION:

Moved that the Smithfield Town Council hereby awards the contract for Wood and StormWindow Repair and Exterior Window Painting to Martone Service Company in the amount of $63,900with $31,950 to be funded by the State's Preservation Grant Program and $31,950 to be funded from PriorYear Town Hall Capital Funds.