 |
AVON TOWN COUNCIL
REGULAR MEETING
AUGUST 31, 2004
CALL TO ORDER
The regular meeting was called to order at 7:30 p.m. in the Selectmen’s Chamber by Chairman Hines. Members present: Mrs. Hornaday, Messrs: Hines, Carlson, Shea and Woodford.
PUBLIC HEARING:
04/05-14 Purchase of Property: 267 Country Club Road; $368,700.
The Town Clerk read the Call of the Public Hearing as follows:
“TOWN OF AVON
LEGAL NOTICE
NOTICE OF PUBLIC HEARING
Notice is hereby given that the Town Council of the Town of Avon, Connecticut will hold a Public Hearing on Tuesday, August 31, 2004 at 7:30 p.m. at the Town Hall, Selectmen’s Chamber, 60 West Main St., to consider the following:
To consider and permit all interested persons to speak on the plan of Town Council to purchase a parcel of land with all the buildings and improvements thereon known as 267 Country Club Road, as shown on a map entitled: ‘Map of Land owned by Charles W. Van Dyke, Country Club Road, Avon Connecticut, scale 1” =40’, by Merton Hodge Assoc. Engineers and Surveyors, dated August 1968.’
A copy of said map referenced above is available for review in the Town Clerk’s Office during normal business hours.
Dated at Avon, Connecticut this 23rd day of August, 2004.
Philip K. Schenck, Jr.
Town Manager”
Chairman Hines reported over the last few years our Head Librarian and the Library Board of Directors have been looking at the long term needs of the Library, and feel they are at the point where they need more space. The Town Council and the Planning Department worked with the Head Librarian and Library Board to look at various sites in Town to find another site for the Library or to expand the present site. After that study was completed, it was decided that the present site was the place to expand, and the Library Board discussed an extensive addition which was determined not compatible with the area, but to review an appropriate expansion we needed more property. The Head Librarian and Town Manager talked with adjacent neighbors to see if anyone was willing to sell, with the most important parcels
being just to the east and the west of the library site. We were fortunate that people to the east of the Library, were willing to sell to the Town, which is what we are discussing this evening. We do not know when the expansion would be done, but getting the property is most important, and we have the opportunity to take advantage of it, which is what the Town Council has been doing as part of our long range planning. The Board of Finance unanimously approved the purchase of the property, as to the financing, and tonight by our Town Charter we are holding the public hearing.
Florence Stahl, 2 Sunset Trail, questioned if the acquisition of property is possible through eminent domain? Chairman Hines reported yes. Mrs. Stahl reported so that option is open. Chairman Hines reported yes, but that is not always the most pleasant, we would rather try to obtain properties by purchase, and the major ones are the ones we are talking about, one has already been purchased now this one is needed. The intent is to try to do this by a fair price for the owners, we have appraisals, and we are right in that price range, we think it is better to do it without going ahead with eminent domain.
Mrs. Stahl reported that helps all of us understand. Should the Town buy the property or not? The decision in her opinion should not be made in a vacuum, and she is here to talk about connecting the dots. It is a different way of looking at Town projects. As you know buying property for a possible library expansion is just one of several spending issues being considered simultaneously. A building committee is in place for a high school expansion, teacher salary negotiations are going on now, police salary negotiations are in progress, and there may very well be other projects waiting in the wings, in fact we know there are. Although the Town Manager tries to stagger long term bonding and bond anticipation notes to lessen the tax impact of the debt service, historically building projects
and salary negotiations are considered and developed as though each one stands alone waiting for funding opportunities. But there is a moment of cumulative truth that occurs when the taxpayer is face to face with yes or no decisions at a budget referendum or a bonding referendum. In my opinion projects should be given a fiscal framework and decision makers should expect guidance in the form of a spending limitation or some kind of parameter in accordance with an overall coordinated plan regarding taxation here in Avon. The technology exists to factor each project or salary commitment into a larger objective of what kind of a community we want to be. What rate of tax increase should be sustained next year, five years from now? The library project is a good case in point, not only is it presently uncoordinated with anything else the Town is planning, but the project itself is fractured into piece meal spending which further obscures the big picture.
We can do better. We owe our taxpayers more than disconnected spending requests that are lobbed at them from all directions. Thank you, that is the end of my formal statement. I just want to repeat that I am not a computer expert but I know the technology exists to factor this into a larger picture, and I am asking that at some point the Town Council consider a frame of development for projects as we do for development in general.
Chairman Hines reported over the last few years the Town Council has done extensive work in looking at the long term capital projects. We have had Dennis Dix, our Financial Advisor, look at potential projects, the high school, the library, recreation. This was not an isolated project, he has laid out long term bonding, he has looked at how it could be done, how it could be paid off so we do not have peaks in taxes. Once we have a new number from the building committee on the high school, on what that cost would be, we are going to go back and put those numbers back into that same study, and reiterate that. Work has gone on and it is going on, and those were presented at open meetings between the three boards - - the Board of Education, Board of Finance and the Town Council over a year ago, and we
are going to update all of that again. With regard to the other areas you talk about in the finance area of the operating budget, no doubt that is a problem and our biggest problem there, and you could help out, to do something about binding arbitration because that is where we are getting hit, year after year. You can almost look at the salary increases and with the present binding arbitration you can count on a certain set increases every year in salaries until that is changed. That is where we could use your help from the Taxpayers Association.
Mrs. Stahl reported we will certainly try to do that. She reported she is aware of the attempt to adjust the debt service to lessen the impact. Her point is, what is missing - is guidance. For instance, guidance to the high school committee, that they are to look at a project that does not exceed ‘x’ amount because you have already factored into this framework, that she is talking about, where you want to be in terms of expenditures. That kind of guidance to building projects she does not think has existed, she is talking about parameters. Yes, building committees try to keep costs in line and they do, but inevitably we do end up with buildings that in her opinion are over built.
Chairman Hines reported the last numbers our Financial Advisor projected for the high school project was around $15,000,000, and that included recreation and possible state reimbursement. He further reported we do give guidance, for example for this Library project they said they wanted a 50,000 square foot building, and it is somewhere around 40,000 square feet at this point. They came back with their lower number, nothing has been formalized, but the land is the first thing that we are talking about tonight. But as far as how big a library will be, we want to be compatible with the neighborhood. When we finally get to the referendum that is where residents will have their final say, but we do have building committees and anyone can come in to talk with them.
Diane Carney, 36 Rosewood Road, reported she would like to comment along the same lines. It has been only a little more than two years and we seem to be spending over half a million dollars on property, and believes she heard they are still looking at other parcels. Chairman Hines reported yes, but those parcels would be smaller, taking a piece of a backyard for parking, we would need a very small amount of money for any of those. We have not done a lot of work, the Library had an architect do some preliminary work for them at no cost. He came up with some designs that determined the Library would like to have the parcels on the east and west side.
Mr. Shea reported there are a couple of issues that need to be brought out. To dovetail what has been said, nothing has been done in a vacuum, all of these meetings were public, and in these meetings of which there are minutes of all the details, as the Chairman said, we need space for the building and we need the space for the parking, as 600 to 700 people a day go to visit the Library, we have a parking problem and a space problem. In many ways it costs the taxpayers money, and he looks at it as, nobody likes to spend money. That Library is being used by young, old, people of all different backgrounds. He recognizes the concerns about costs, but we also have to look at the need, and the space is needed really for the parking and more space. Mrs. Carney reported she understands that, and she
and her husband use the Library extensively and she is on the Board of the Library, she is questioning the land. Chairman Hines reported this is the last large land purchase, only a small amount of land would be needed for the parking. People park across the street at the Church for some of the Library activities and we need to accommodate them especially from a safely aspect.
Mr. Carlson reported since the point has been brought up about comprehensive planning, the accusation that there has not been and his question is as he recalls we had specifically stated that we could not proceed with the Library until we knew what we were doing with the high school, so that we did not do piecemeal planning. We are hoping as a result of this meeting, to be able to acquire the property, but we may sit on that for a number of years. When the Pine Grove property was acquired we sat on that for almost 20 years before building a new school, which gave us the opportunity to be able to build without having to go to eminent domain or some other means to acquire that property. He sat at many budget meetings over the last few years and heard a lot of that discussion about not planning, this
is a time when frankly we are doing some forward planning.
Mrs. Carney questioned what will we do with the building. Chairman Hines reported the building will be torn down, just as with the Sunnybrook property, it is included in the costs. We may try to offer the house for sale to be moved elsewhere. There were no responses for Sunnybrook, the costs of moving and all of the electrical power changes are very high.
Mrs. Stahl reported the point is that while the Town might not plan in a vacuum, but she is not aware of what is being told to the various planning or building committees, that they have a cap, a set parameter that they cannot go above in accordance with a larger fiscal plan. Mr. Shea reported that would be hard to do with a building project, you can say now what a house would cost to build, but two years from now in the open bid process, that is hard to do. Chairman Hines reported one of the things, which will be discussed later for the high school project, the facility assessment report contained recommendations for the building committee. One of the questions he will ask is whether the plans meet those recommendations, they were given the square footage to proceed with an architectural study,
all of which is guidance from us and should be directing that study, although there may be other things the Architect comes up with that we would not have had on the feasibility statement. Mr. Shea reported it is important to mention in these building projects whether school or Town projects, once the plan is given a lot of scrutiny, then it goes out to the lowest qualified bidder on a bonded basis and you get the best possible price you can.
Peter Zikowitch, 167 Sunnybrook Drive, reported he is a frequent user of the Library and gives support to them, he helps on the Library book sale every year, and even helped move stacks of books one year to make it more accessible to wheel chairs. It is a great idea to get the land and look ahead to expanding the library, we are not always going to have the Towpath School building to use for storage of books for the sale, and expanding the parking lot is a great idea.
Mr. Woodford questioned whether the Library could possibly use the building on Sunnybrook for administrative offices or storage in the meantime. It will create some space for yourself, as it is probably going to be a while before you get the library space. The Library Director reported we have talked about it. Mr. Woodford reported perhaps for offices, then that space in the current building could be used for something else, this is something to think about. Chairman Hines reported it must be decided quickly, because we will be moving ahead on demolition.
The Public Hearing was closed at 8:00 p.m.
On a motion made by Mr. Woodford, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council authorize the Town Manager to sign on behalf of the Town of Avon the purchase and sale agreement for the purchase of 267 Country Club Road in amount not to exceed $368,700.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
MINUTES OF PRECEDING MEETING
On a motion made by Mr. Woodford, seconded by Mrs. Hornaday, it was voted:
RESOLVED: That the Town Council approve the minutes of the August 3, 2004 meeting as read.
Mrs. Hornaday, Messrs, Hines, Carlson, Shea and Woodford voted in favor.
COMMUNICATION FROM AUDIENCE – None
COMMUNICATION FROM COUNCIL
Mr. Woodford reported Henry Frey is here tonight and he has been chosen Citizen of the Year, and he cannot think of a more deserving person in this Town to receive that award. Mr. Frey has done a lot for this Town, and people like ‘Hank’ make this Town the special place it is. Chairman Hines reported he certainly is, and it could not be a more deserving person, and we appreciate all of your efforts. If any of you happen to have worked with the Planning Department in Town, his wife Jean Frey is another very valuable person here in Town, and you can call her to ask questions and it is almost like talking with the Town Planner, Steven Kushner, because she has so much knowledge and she is very helpful. They are a great family.
Mr. Carlson reported he would like to add to the ‘Hank’ Frey kudos. He met him when he first came to Town when they served together, he has done a lot of things in this Town that people are not even aware of. Two years ago when he joined his present company, he was at a meeting and a young man who worked for him indirectly introduced himself and it was David Frey, Hank’s son. He worked for us for a number of years, and he is just like his father, a tremendous asset to our company working in Philadelphia.
Mrs. Hornaday reported there are big trucks going fast, on New Road now as well as Huckleberry Hill Road. The Chief has the police and cruisers out there, but the streets are too narrow for those trucks and that is the major problem, and all of her neighbors are complaining. There is nothing you can do about that, the streets are just too narrow for the size of the trucks.
Chairman Hines reported this may be covered under the Town Manager’s report, but CCM is having its annual meeting, all of the Town Council are invited to attend, and obviously our Town Manager will be there as President. They always ask us to sponsor students to attend, and due to budget problems we are cutting back to two. The Town Manager will contact the Superintendent of Public Schools, and we would like to sponsor two students. We will have the Town Manager select them based upon their interests, to go to the CCM meeting which has a lot of programs aimed at younger people. If the Board of Education wants to add to that sponsorship of others, that would be good and perhaps an instructor could attend, it is really worthwhile.
OLD BUSINESS
03/04-64 Avon High School Renovations/Additions Building Committee: Phase I Status Report
The Chairman of the Avon High School Renovations/Additions Building Committee, Henry Frey, reported first of all he would like to thank everyone for their acknowledgements, he was lucky to have been born and brought up in such a wonderful Town.
The Committee Chairman reported the Committee has prepared and is ready to present the Architect’s Site Feasibility Study and proposed preliminary plans for use of the present high school site. The Architects, Chuck Boos and Dick Webber are here tonight to present their feasibility study that shows it is feasible to do what is necessary to satisfy what is included in the study.
The Architect, Chuck Boos, reported the object or goal of Phase I, the Feasibility Study, was basically to demonstrate whether it is feasible to add onto this building to the extent where the site and building will support 1,200 students. The conceptual plans that were done essentially demonstrate that yes, this can be done. However, the plans need to be refined based on the educational specifications that will also be refined and issued at some time in the near future, so that certainly we are not saying that this is cast in stone. It is just a representation and a demonstration that additions to support the program will work at the High School.
The Landscape Architect, Dick Webber, reported we will begin with the site presentation, West Avon Road, Route 167 would be at the bottom of the sheet, it is a 38 acre high school parcel, the tan colored section is the existing facility, the field hockey, track and football and existing baseball fields stand to the west and south of the property. As you review this site plan, the abutters are the fire station located immediately to the north of the existing field hockey area, Avon Water Company property that abuts the high school land to the north and to the east and within the Chidsey Brook corridor, with water well #3 located just north of the high school. We have a flashing yellow traffic signal at the fire station, then another existing now at Hollister. The high school from a circulation
perspective, in terms of its operation right now, buses enter the facility at the main central drop-off, but in talking to high school staff, generally works in an inadequate fashion. What is not working is the original plan that the parent drop-off movements would enter the site, make a left hand turn to have a drop-off on the north side of the facility, circle through the parking area then back onto West Avon Road. The amount of parent drop-off in the morning and pick-up in the afternoon is such that now, they bring the parents around the school, for a drop-off and pick-up at the same spot, the students must then cross the traffic to enter the passenger side of the vehicle, then the car exits. So there is a movement completely around this high school site, causing some traffic problems and certainly a lot of congestion in that portion of the property. The existing site contains 324 parking spaces, the proposed site plan has several key elements to
it, in yellow are the building expansion areas, but from a site prospective circulation, the parking is expanded by approximately 100 cars being located in four areas. To the south overlooking the track area, replacing some parking to the east of the existing facility, expanding parking in the north parking lot, and most importantly more parking aligned with a new entrance drive back out to West Avon Road. This new drive is proposed on the high school property and a portion south of the existing fire station property, it is not located on the Water Company property. That drive would allow a very direct parent access to a drop off area where parents can then move out and around back to West Avon Road, which is separate from the bus drop-off function which would remain in the center island of the school. Our traffic engineer also considered that with further study we would look at the potential of a signal at the existing high school entrance. Depending upon
traffic counts, there is a potential of another signal but the final location to be determined after further study. Chairman Hines questioned whether with that small a distance from the Fire House whether the State would agree with two traffic lights, and a third at Hollister. Police Chief Agnesi reported he does not know at this point, but if they were sequenced properly they might consider it.
Mr. Shea questioned whether they had looked at the impact on drainage of the field hockey field if you have all of that bituminous in there, that field borders on being pretty wet. Mr. Webber reported this drive would be wholly contained and drained to the east, there is a saddle in the property there where some wetlands from the Chidsey Brook area, it has been interrupted now by the construction of the sewer line which goes up to Chidsey Brook and to the Middle School. The value of that wetland is not what it used to be, and to that end the drainage fill would all proceed in that easterly direction.
Mr. Webber reported the expansion of the north parking area in an easterly direction, this parking is actually located over our existing property line onto property owned by Avon Water Company. Our thought here is it represents about 65 spaces of parking, so that it has a big impact in terms of our plus 100 number in terms of parking counts, but what we are trying to take advantage of is the sloping land between our existing property line where the existing sanitary line is now located. That sanitary line is right outside of the wetland area of the Chidsey Brook corridor, we are trying to save from that disturbance point up the slope, to capture that land and create those 65 parking spaces. This plan has been reviewed with officials from Avon Water Company, they are not opposed, but further study of this
concept hinges on our presenting this to the Town Council tonight.
From an athletic field perspective there are two key elements, improvements, proposed in this concept plan. The first field is a varsity softball field located in the area that currently is the football practice area, that varsity softball field then allows one more team to play on campus. In talking with School Staff that would address a real need to try to reduce off-site play and the bussing that is required with off site play. Lastly, a proposed practice field area in our dog leg part of the property, in the area located to the east of Chidsey Brook corridor, proposed as a multi-purpose practice field for most any sport, parking is not associated with this proposed use. Accessing that field will be from an easterly direction, a proposed crossing of the Chidsey Brook corridor with minimal
impact, just enough to get an approximately 12’ wide gravel drive across that corridor for emergency vehicles and for maintenance vehicles. Chairman Hines reported we applied for State funds and could not do that because of environmental concerns, and questioned what changed which says it now is feasible. Mr. Webber reported he is not sure what all of the issues were with the wetland impacts three years ago, but in the original high school plan we had proposed a larger field that did have some wetland impact, and we are reducing this field slightly to bring its area completely outside the wetland area so that the only wetland impact is associated with a bridge crossing and a drive to it represents about 12,000 square feet of impact.
Mr. Carlson reported his concern, held by others in the community as well, is the security standpoint down there, that was a pretty segregated isolated field, and at the time there was talk about emergency access from Burnham, there was also concern about adjoining neighbors. As a neighbor he does not have those concerns, but he does have concerns about security, the wetlands, and overall concerns about the clear cutting of what is a pretty heavily wooded area. Mr. Webber reported it is a wooded area, the upland and wetland lines are a very undulating type of configuration, reviewing this with the Town Planning staff, suggestions were made regarding mitigation. Mr. Webber further reported the immediate impact obviously is that the building addition certainly displace existing parking, so we needed to be
creative in terms of finding areas that would not only replace that parking but add to it knowing that the student count was higher. Mr. Shea questioned whether 100 spaces is enough. Dr. Kisiel reported it is better, but we will continue to use the shuttle for bigger events in the school. Mr. Carlson questioned how close the new baseball area in the front comes to the existing fence. Mr. Webber reported the baseball field is going to come up fairly tight to it, the changes did not impact the existing baseball field. To get to this point we looked at some access out to the signal at Hollister but in that regard it shortened the baseball field due to the existing parking and lights. He further reported from the administrations point of view this field in the upland area is a possibility but a secondary issue. Mr. Carlson questioned if they could not do the soccer practice field whether they would proceed with the softball field there.
Mr. Webber reported some field space would be ideal, however whether it would be softball or a practice field would be predicated, again field space is a premium, or you could use the field to create more parking space and create this other field. Mr. Woodford reported this has come up before and it was rejected, for a lot of reasons, so just keep that in mind. Dr. Kisiel, Superintendent of Schools, reported admittedly our plan was much larger than Kaestle Boos’ proposal, the scope of that field was for a major soccer field, space for parking, guests and visitors, and this is not its intention. He can understand the Architect’s thinking but clearly as a Committee we looked at as much space as we can from a private area that was possible. Overall the plan design of the site creating this new softball field and practice field and the area excavated makes sense. Mr. Carlson reported to make him comfortable with that concept, he
would like to see it superimposed over the previous plan, if it was much larger we would like to see it. Mr. Shea reported if for whatever reason that might not go, he would like to make that proposed softball field a practice field then, it is a good idea but the thrust is to even save that piece. Mr. Boos reported in discussions about that softball field, it is going to help resolve a Title 9 issue as well, which is important that baseball is on site for both boys and girls.
Mr. Boos reported in studying the potential expansion for this building, there was a requirement for additional academic classrooms to satisfy the increasing enrollment. The facility study talked about eight general classrooms, computer lab and three special education rooms, equaling 12 rooms. But we also had to expand student services, located in the existing guidance area, two classrooms would be devoted to that expansion, making it two more to satisfy the overall count, therefore 14 classrooms in the proposed addition to the north. That addition is proposed there for a number of reasons, because it is not going to impact the site in fact it is going to improve the parent drop off situation tremendously, it is a two story addition over the one story existing media center. That stretches across
the back of the building. There also is a requirement for two science labs, and the media center is a half level lower than the core facility consisting of academic wing, auditorium and gymnasium, so that the science room additions would be constructed so that there would be immediate access from the end of the academic wing. In support of those academic classrooms, we still need area for walls, toilet facilities, janitorial facilities, electrical closets, space for lockers and storage, and that is what has been provided. The facility study called for net space numbers, and these are really gross space numbers, in support of the
academic classroom addition. It also provides a nice corded area for parent drop off, if the new site plan is adopted the parent would be coming in and dropping off the children on the right hand side of the northern field and circling back out on the north side of the property without any interference at all with the buses which will continue to go to the south end of the building. The yellow on this plan represents added spaces, and the green represents renovated spaces to one extent to another, depending on the needs. In the student services area, it is not going to have a tremendous impact on renovation, one of the existing classrooms will become the main conference facility. The existing student toilet facilities were not heavily renovated the last time, it is now recognized in the facility
study, so that whenever we have a bank of toilets, one on the main floor, one on the second and another near the music area, all will be renovated. The stage renovation is to provide a sound proof operable wall from one end of the stage to open to the other, designed to fold out of the way when it is not being used, not only in support of the music program but other educational functions. The study called for a new gymnasium, and expanded team rooms, that occurs relatively simply on the east end of the building with a double size of the team rooms located there or just build an additional team room for twice the room. Also looking at the area for outdoor storage in addition to the maintenance building that is on site. The program calls for expanded fitness that can occur with an addition off of the existing fitness area. The gymnasium was sized at 9,000 square feet, basically that is a minimum size for a two station gymnasium with appropriate bleacher
capacity, that means the gymnasium has to be much wider than the existing gymnasium. Comparing the new gymnasium with the existing gymnasium, you will see it is much larger. In addition to that play area, we need supporting storage rooms for the athletic equipment and apparatus in order for the gymnasium to function at a very flexible means.
Chairman Hines questioned when the new Thompson Brook School was built, we made the gymnasium larger than what would normally be required by the school, in order to be used by Town recreation and so forth. Has there been any discussions with the Parks & Recreation Committee on what size they would like to see here at the High School? Mr. Webber reported we have not had any discussions with them. Chairman Hines reported that could be an item that maybe wants to be considered here, if we are going to build a new gymnasium we want to be sure that it is going to be adequate to use at night too for other activities. He reported you should speak with the Recreation and Parks Committee Chairman about what we are doing here, to see what his committee and the Director feels about this. The Town
Manager reported we have tried to move towards an integrative approach of the Town using the school facilities and the school using the Town facilities, in terms of the fields, and while it is not the most ideal situation, it has worked out reasonably well, and certainly in terms of community support for the project, it would be instrumental in helping that. As he indicated two years ago when the Recreation Director did an analysis of the existing Senior Center Building, and we were anticipating that by 2008/2009 at the latest that the building would be at capacity in terms of community use, in the number of groups and activities, so the growth in student enrollment does not just impact the educational programs and infrastructure it impacts the Town’s too. Anything we can do to look at the recreational athletic components of this project to integrate the Town’s needs into it, would be best for all of us in long term.
Mr. Boos reported the gymnasium will support with two bleachers pulled back, two full courts running perpendicular to the main court, with a dividing fabric curtain, the bleachers can seat about 800. Another thing that is important to note, following that tragic Rhode Island fire, there was a major reaction at the State level that caused some law changes as far as places of assembly, and exiting requirements, now we have to exit 60% out of any main place of assembly through what is designated as the main entrance. So if our main entrance is located in this area, we have to have 60% of the occupants in that particular space, you have to calculate the occupancy based on bleachers, as little as 7 or 8 square feet per person if a dance were to be held there for instance, so you can generate a lot of exiting
potential, and you will never put that many people in there but the building has to be able to support it. In order to accommodate that number of people, we have to have a lobby space that is safe and adequate to handle that amount of people, fortunately that lobby space also functions very well at half times and between events. One of the things that we noticed and has always been a deficiency at the high school is the public toilet facilities that are conveniently located to where the public is going to be, so we programmed in two large toilet facilities located near the gymnasiums and cafeteria areas.
One of the things that came out of our discussions with staff was the concept of how the music program has greatly expanded in the amount of participation in the music program, although this is not part of the facility study as a program element, we wanted to demonstrate as part of Phase I that should the Board of Education decide to expand the educational specification to include a new music facility in support of the old one, there is space available that would be in the existing cafeteria, two instrumental band rooms could function quite well in those spaces. Another major problem that was addressed almost ten years ago was the antiquated cafeteria service facility which was actually cut out of the formal renovation project. The food service lines that are there, were designed for early 50’s and
60’s thinking, you would come in one end, and go out the other end to the cashier, and you are not going to be able to get 1,200 students through any kind of a line arrangement like that. Every new food service they have done in the last 15 years have had what is known as servers, which are basically open areas with different food stations around the room where students come in, they go to a station they want, sometimes they only want a container of milk and yet they are waiting in line. This way they can go to get that container of milk and leave, this way it flows much more smoothly. We are proposing that serving area be located in a portion of the present kitchen area and a portion of the so-called singe cafeteria. The kitchen itself would be stretched out, with the service arrangements being exactly as they are now. This has been done by our Service Consultant, and we feel that this would work. This would require
mostly construction of a new cafeteria off to the east, and that particular room would support 400 students comfortably, for an anticipated three waves. Most of the projects that we have done where we can install these serving concepts, we have a deli, hot food counter, and so on, tends to increase the participation in the food program so that the need for additional cafeteria space is important. We have a little quad for faculty dining, and also carved out a space for student activities, also part of the facility study.
Mr. Boos reported this demonstrates the fact that requirements of the facility study can be achieved on site, by the supporting parking, and proper site circulation, and because the academic addition is located in the area of the academic portion of the high school that also supports the expansion program for it as well. That concludes the feasibility of achieving the expansion at the High School.
We were also asked to look at the concept of moving the Board of Education Central Offices over to the high school. We did look at that and Dr. Kisiel provided us with a program, and when we come out with the end result of a program along with all of the supporting spaces and what not, we have a 5,700 square foot requirement. We found that the function could be uncomfortably fit into the existing auxiliary gymnasium, which is a heavily used part of the program, and the fitness room would have to disappear and that would become basically the Board of Education main meeting rooms. Dedicated parking was provided in horseshoe parking as shown on the plan. One of the important aspects of the report that the Board of Education should be located here is that there really was not any other suitable location for
an addition around the building that would not really severely impact how the building functioned. The Board of Education really needs to be a destination, it needs to be an arrival point for the public, so therefore if it was located in the existing auxiliary gymnasium it would provide, with alterations of course, a recognizable area and with dedicated parking so that this would serve that function theoretically well. Chairman Hines reported that would take space away from the gymnasium. Mr. Boos reported yes, not only that but we would have to now find space for the auxiliary gymnasium and a fitness room somewhere else, and that is not cost effective. It would be much more cost effective to build facilities if you were going to move the Board of Education out of the Towpath facility into an office park of some kind where it is just a straight office function build out.
Chairman Hines reported Mr. Boos made a comment that all the numbers in the feasibility study were net numbers and you have to go gross. He reported all of the net numbers were added, then this was designed, how close will your numbers be? Mr. Boos reported the numbers will be more than twice of those numbers. Chairman Hines questioned whether that ratio of net to gross is just a basic requirement to all the support typical to be twice. Mr. Boos reported no, this support would be closer to 35%, in other words you would increase your net number by more than 1.35. When we are dealing with the academic addition, we are penalized because of the tightness of the site, and by a corridor with classrooms on just one side and expanding the corridor width depending upon how we join it. Even if we
did not add the classrooms, we would still need stairs and the area for the walls, etc., and in that particular case the support spaces are probably closer to 1 to 1.
Mr. Carlson questioned in the new addition for the classrooms, is that an actual overhang or what will it look like? Mr. Boos reported what you have is, looking at the back of the building there is a high portion of the media center, then in front of that there is a one-story addition, this academic block is built above that one-story area. If that is ever done, the media center would be restored with windows, except that now there would be classrooms above. On the east side you would capture the small outdoor area for interior lobby space, and above that a two story building. On the west side it will be left open to the sky because there are a lot of classrooms getting natural light by that, and they would still have the first point of entry into the building by this connector. Mr. Carlson
questioned from the front side of the building looking back, will we be able to see that third floor. Mr. Boos reported you would see it as a wall above the existing media center, up another 16 feet, perhaps with lockers along this wall, and slit windows above for natural light. From the front of the building it would not be visible but farther away it would.
Chairman Hines reported as we look at the design the Architects came up with, it looks to him that this would be a very compatible design work so the school could keep running, and you could do construction. Mr. Boos reported yes, that is absolutely required. The only downside, which we talked with Dr. Kisiel about, is the fact that there is going to be things, such as the media center operation will be a little challenge for about a year as this structure is being renovated. He reported it is really a simple wall to be built with a fire wall separation in place, with very little impact at all, and can proceed while school is in session as well because we are not going to be underneath it, to him it builds rather well and phases rather well.
Mrs. Hornaday reported initially there was to be 8 general classrooms, 3 special education, and 2 student service, but you said 14 areas. Mr. Boos reported yes, there is a computer lab. Mrs. Hornaday reported the existing corridors are going to go into the new area across the top, and questioned where the elevator is going to be. Mr. Boos reported at the entrance of the building there is a stairway, which will go, and right as you enter the building there will be a two sided elevator, because you go up a half level, the rear door will open at that half level only, the rest have walls and it will not open. Mrs. Hornaday reported since the half level is there already, it will then look like 2 1/2 stories from West Avon road. Mr. Boos reported yes, the building itself faces north and because the
majority of it is supported on columns we have a lot of space that goes into the other side of it, it is going to look like a two story structure, except it is elevated. Mrs. Hornaday questioned whether they are extending the lower half level that is there now to support these additions. Mr. Boos reported yes, that level is the science rooms constructed on the same level as the academic wing.
Chairman Hines questioned what is needed by the Building Committee from the Town Council at this point. Committee Chairman Frey reported we need approval to proceed on the schematic design, more detailed drawings, more investigation in order to get pricing. Mr. Boos reported we are waiting for the finalization of the Education Specifications, then these documents can be refined. Dr. Kisiel reported the Educational Specifications will be very similar to the feasibility facility study that has been completed, except that it has to be written formally in a manner that would be acceptable by the Department of Education. That document along with the drawings will be submitted to the State Department of Education, so essentially it will replicate much of what you already have read in the original
facility study. Chairman Hines questioned whether there are any recognizable problems in the school specs that the State would not approve. Dr. Kisiel reported not at this point, not based on the drawings. We are all somewhat surprised by the additional square footage that was necessary primarily because of that additional hallway, in thinking about the square footage that one additional hallway makes, it is tremendous. The other component was the realization that the stage area, that he envisioned as another office area is too small, we can use that space but we should take advantage of the opportunity to convert it into some instructional space, rather than having it sit there all day and not being used. As we look at the elementary schools there are a growing number of children playing string instruments, so that an orchestra for the school district in the Town is inevitable.
The Town Manager reported under the Charge that the Town Council adopted last spring, having completed Phase I, Phase II basically includes a provision to authorize the Building Committee to move ahead to do the detailed schematics and cost estimates on the project and its components and try to do that in accordance with the Capital Budget submission schedule of the Town, so that we can get those in by this late fall or winter. Chairman Hines questioned whether that is possible, to make that for late this year. The Town Manager reported usually we have had the Board of Education in on our first meeting in December for the Capital Budget presentations. Chairman Hines reported as he looks at the plan, he agrees with Dr. Kisiel that the cost is higher than we looked at in our planning study, although that
might not be the case. Dr. Kisiel reported we looked at net space numbers, we did not consider wall space, corridor space, the lavatory space. Chairman Hines reported we heard numbers from the Board of Education that was about $8,000,000, and surely it is going to be higher. Committee Chairman Frey reported with all of the work that Mr. Boos’ architectural firm has done for the Town, he brings his knowledge to these plans as he realizes what it takes to accomplish this. Chairman Hines reported Mr. Boos’ knowledge of that school is of great benefit here, any other architect probably could not have reached this conclusion so quickly. Mr. Boos reported what you are looking at right here is about 63,500 sq. ft. that is just based on what you see here, it has not been tested against the refined educational specifications. The comment about meeting with Parks and Recreation to have some input about the size of the gymnasium, might allow you
to save some square footage in some areas, but then you might be putting it back on.
Mr. Shea reported we have been through so many building projects and we have been lucky to have Mr. Boos do some, and he did a great job. We should be cautious in that we will be coming up with a preliminary number, and it is going to be just preliminary. Whenever that is that we go out to bid for that, we may have to be careful, as a matter of record, that we say this is an estimate at this time versus what it could potentially be, which is hopefully lower, everything fluctuates. Mr. Boos reported with our project in another state, they have what is known as Chapter 149 which heretofore is called pre-filed sub-bids on a lot of major sub-contractors, then these sub-bids are signed to a general. For our last two projects we got zero steel bids, so the general contractor bidding the project has to
put a number in that he feels safe, and you know that number is going to be inflated, so it really is a serious crisis out there, and steel is everywhere, it is in the duct work, steel studs, in the kitchen equipment, reinforcing rods in concrete, and the roof deck.
Mr. Carlson reported he has a site question. Along the property line on the south side, from this map it almost looks like there is an easement or utility line going through right beside the softball field. Mr. Webber reported there is a drainage easement for drainage from Hollister Road, to carry it through the east to a larger area then exits to Chidsey Brook. That is one of the other complications in looking at that circulation movement. Mr. Carlson reported where that softball field is, you would not be going into the wooded area to the south? Mr. Webber reported not to the south, just a little further to the east.
Mrs. Hornaday reported she would like make a statement, based particularly on previous conversations we had tonight. My understanding of the responsibility of the Board of Education is to determine the needs of the public education program in this Town, and what we need and the facilities needs that they have, our responsibility is not to agree or disagree with those but to respond to their request. She has said several times that we need a little more from the Board of Education for the public regarding teacher to class ratio sizes at the high school, that is still a matter of some concern for people, and she has not heard a great deal about that. She would like to be on record that she is perfectly prepared to go forward with our responsibility of presenting to the community the needs that the Board of
Education said they have. We have their feasibility study, we accept their study, we accept their report, it is their study they presented it and we accept it as their study, and are well reflected on. She wants to just clarify that she accepts their report, but she does not know that she necessarily agree with it and think that the community is going to accept it without a little more education towards the community regarding the need for this classroom space. She likes the plan, but earlier she got the impression that we said we totally agreed with this, but it has not been totally presented to us, and it has not been presented to the community, as we are going to need it to be presented in order for us to get it passed. She would like to be very clear about that, right now many people in the community are saying can we have larger classes? This plan addresses what the stated needs are, but she is not sure that the community has yet been sold that we
have the stated need. She reported she wants to make that clear, this is a good plan and she will support going, and certainly supports our building committee, and if this is their recommendation then she would support going to the next step to present it to the community. Chairman Hines reported the Board of Education has a big responsibility into selling this need, it is not going to be easy, they are going to have to work on it over the next few months.
Mr. Carlson reported he would ask that the costs regarding staffing and the like, as Mr. Boos was talking about the cafeteria service, that also requires some staffing changes, with more than one serving station. With all of those costs, so that down the line someone does not come back to us and say this was a surprise we did not know you were going to have to add another maintenance person, two cafeteria workers, whatever the numbers might be.
The Town Manager reported also, which fits in with some of the work the Architects have to do, there was concern expressed with the last project over the bonding of equipment, it was determined at that time that the significant part of the furniture, fixtures and equipment should be not included as part of in the bonding package. They may be cost to the project but if that can be identified early on, it can be brought in as part of the capital budget process so we can be ready at the time the project is approved to have the funding in place, to be put in as part of the capital project. Another thing he would be looking for would be, at some point, we would need a cash flow schedule for the life of the project so we can get some idea of what our cash management bonding type schedules would be, in terms of bond
anticipation notes and so forth. Chairman Hines reported we put that into the Charge, that we did not want the short term life items bonded. The Town Manager reported it is in the instructions, the process, to the basic building committee, not in the Charge.
Chairman Hines questioned whether the Town Council favors the Building Committee moving ahead to the next phase? Secondly how we feel about removing or leaving in the school administration? Third, is it possible that we have separate costing of the rear field area? Mr. Boos reported it is part of the charge, and we have identified that in our contract to identify and prioritize various elements so that the owner can put that into their thinking equation. Mr. Shea reported he is in favor of the field this time and last time, but we owe it to the people that had some questions, to have it as an overlay to the plan presentation. It will be a highly discussed topic.
Mrs. Stahl questioned what at this point is the cost, do you have any idea? Chairman Hines reported no, that is what we are going to have the Building Committee do in the next phase. We have a number, $15 million, then take the State contribution of 20% to 25% out of it, leaving a net of $12 million, that we were looking at having to pay for and borrow over a period of years. Mr. Shea reported well recognizing that the State contribution could change, and that the number that we came up with could change, it was purely speculative. Chairman Hines reported it also included so much money for the library, so we took the total projects, well over $20 million over a period of years, we looked at that purely from a planning effort, and see how we could keep the bonding at a given level so that we did not
see spikes in the taxes, and once we get new numbers here, we will go back and do that again. Mr. Shea reported that planning started a good four years ago, and a lot has happened. Chairman Hines reported that figure was just a guess without knowing any of the needs. All of the needs have now been defined by the Board of Education with a feasibility study, with population numbers, the Architects have now laid out how we could do it. Until we have the new costs we do not know. Mr. Carlson reported the first question for the committee was whether this project was feasible on this property. That was their charge and to their credit they have come back and said yes, it is feasible on this piece of property. Mrs. Stahl reported then it is premature to ask how much. Chairman Hines reported yes, all of the item alternatives just mentioned have all been discussed, as options in this feasibility study, and after reading all of it, you
come to the conclusion that you want to expand the high school for the long term, because everything we can see from the projections says that this is not a peak or a spike in the population which is going to go down, but it is going to be there. The fortunate thing is they do not see large increases at the elementary, middle school levels, we have taken care of that now, that is flat and all we have done is taking the bulge when building a 5/6 school, take a level out of the Middle School, then just go into the high school. On that basis it seems to make sense to go to a permanent solution, look at the long term, and we have to provide for the coming generations.
Mrs. Stahl questioned the fee structure for the Architect, in the past from time to time the Architect would be paid on a sliding scale depending upon how much the project cost, the more it cost the more the architect gets, is that true in this case, as well? Chairman Hines reported we had bids from the various architects, Kaestle Boos Associates, Inc. was the lowest bid. Committee Chairman Frey reported on the Thompson Brook School project we had a fixed fee, to eliminate concern that the more it cost the more they made. We were in agreement for this project and the Architectural Firm preferred to do it that way. Chairman Hines reported after this second phase, we will decide as to whether we want to go ahead, if that were the case you must sign the contract to the architect to lay out final plans
for construction, and that is where the fee comes in.
Architect Boos reported it may be important to talk a little about the change in the State’s structure in how we proceed with new projects like this. At this point in time before you can apply to the State for your grant money, you have to have your local money in place, so that you will not be signing a contract with the architect until you go to plans and specifications. Until some time after the State makes the decision to give the grant money, and they always do, the process will be that after setting the date for referendum, then you have to make an application to the State which is an O49 form, prior to the close of the fiscal year, which is on June 30th, then a year from that June 30th you will be eligible to get the grant money, so it is a process that has changed. In
the past you could apply to the State, and then go out to look for local approval, that is not the case anymore, you have to have local approval before you can apply to the State. So that you are not expending big dollars out in the beginning, only after the project is approved.
A question was raised as to whether this renovation project is a solution to the increase in expected students or is it a stop gap. Chairman Hines reported hopefully a solution. Dr. Kisiel reported in 1995 when this town projected the normal capacity of that site at 800 students, this year we now have 915, and we are now looking at, based on the projections given to us by the Department of Education, we are looking at enrollments just in excess slightly over 1,200 students to be maxing out in just ten years. The question was asked when this continued enrollment is expected to end, and whether this would handle that overflow. Mr. Boos reported we can only determine up to ten years. Dr. Kisiel reported that is the maximum that anyone could ever possibly give, some of the best people in
the State Board of Education did not anticipate what has happened in Avon’s schools in just five year’s time. Dr. Kisiel reported he does not view this project as focused on the site, the additional gymnasium was part of the 1996 original proposal in Town, the additional field was there as well, which was withdrawn, we are not creating a new field we are simply taking the practice field which sits high and lowering it and moving that dirt over to create some more parking space which is obviously necessary. It is not only focussed on wetlands when you consider that most of the space is considered renovation and new construction.
Committee Chairman Frey reported with regard to concerns on costs, prior to approval the expenditure would not be greater than $30,000, and Kaestle Boos fee would be $25,000, then some testing may need to be done. Chairman Hines reported of all of the projections, no one predicted the growth that we have had, and that can happen in the future and there is nothing we can do about it. One of the reasons is that we have such a good school system in a desirable town. Mr. Carlson reported he knows of people with children who want to rent property in Avon, to have the schools available, then the tax revenue does not go up at all, and yet the number of children goes up, therefore even with a moratorium on building, but the good news is we have a good product here, the bad news is it creates this issue and
all of the other issues that go with it.
Mrs. Stahl reported another unknown factor in a ten year projection – in ten years many will sell their homes, our homes are empty now, we have empty nests, and when that starts occurring you will see more families with children, so that is another unknown demographic. Chairman Hines reported if you look at the senior population, 65 and over, in the 2000 census we grew up to 16%, and in 1990 we were more like 13%. What he is seeing is that some of the lower priced houses are very attractive to residents coming here with children.
On a motion made by Mr. Woodford, seconded by Mr. Carlson, it was voted:
RESOLVED: That the Town Council instructed the Avon High School Renovations/Additions Building Committee to move ahead to Phase II, and the rear field area to be priced separately; also School Administration Offices not to be located on the Avon High School site.
Mrs. Hornaday, Messrs: Hines, Carlson, Shea and Woodford voted in favor.
Committee Chairman Frey reported the last item he has is on the Thompson Brook School gymnasium floor replacement. The floor will be replaced beginning on October 1st, which should take about three weeks. The Board of Education, Dr. Kisiel’s Office, and the Building Committee are on the same page. The same company will install the floor, the same company will supply the floor, and PDS is going to oversee the project. An expert, Dr. Stephen Smalski was hired to oversee the project for $2,400, for the removal as well as the installation. Chairman Hines reported this is the best compromise that could have been reached, you have done the right thing.
NEW BUSINESS
04/05-15 Acceptance: Local Law Enforcement Block Grant: $4,000.
On a motion made by Mr. Shea, seconded by Mr. Carlson, it was voted:
RESOLVED: That the Town Council hereby recommends the Board of Finance amend the FY04/05 Budget by increasing:
REVENUES
General Fund, Intergovernmental, Law Enforcement Block Grant, Account #01-0330-43373 in the amount of $4,000 and increasing:
APPROPRIATIONS
General Fund, Administrative Service, Other Equipment Account #01-2101-53319 in the amount of $4,000 for the purpose of purchasing one network printer and one replacement computer system.
Mrs. Hornaday, Messrs: Hines, Carlson, Shea and Woodford voted in favor.
04/05-16 Allocation of Net FY03/04 AVFD Budget Balance of $3,760 to Kitchen Renovation
On a motion made by Mr. Woodford, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council approve that the unexpended FY03/04 Avon Volunteer Fire Department Budget Balance of $3,760 to be added to the present balance of $28,355 put aside for renovating the Kitchen at Company 1.
Mrs. Hornaday, Messrs: Hines, Carlson, Shea and Woodford voted in favor.
Mrs. Campbell, AVFD President, reported we appreciate the money, but are very concerned about getting this project done. We need direction as to how to proceed. The Town Manager reported in talks with the Superintendent, there has been a lack of detailed information to put an RFP together. What we may want to do is to look at getting some architectural services, or a kitchen planner, as you are using some of the used equipment, it has to be documented in terms of utility requirements, how it fits into the cabinetry. We need to get somebody in there so that we have some specific drawings, in order to do it. We need to get the services of a professional in there. Mrs. Campbell reported the costs would just go up and up. Mr. Shea reported everybody supports the project, but the
problem is without specific plans, you might enter into a project where the costs might double and you do not even know it, until you get half way through it. The Town Manager reported he will work with the Fire Department to get somebody lined up to come in and do that, but he understood that it is fairly complicated in terms of the switching around that had to be done, but he has not been involved with the details of it. That person will determine what needs to be done in terms of changing, what new cabinetry needs to be built, what old cabinetry can still be used. Mrs. Campbell reported the architectural plans have been done, and the specs that we got from the kitchen warehouse, with the only change being that we did not need a hood because we had one, other than that there were no changes. The Town Manager reported he will check into that, and get it going.
04/05-17 Review and Discussion: 2005 CCM Legislative Priorities
Chairman Hines reported the Town Manager gave us the list of Legislative priorities that CCM is looking for a response on. He wrote a letter on the ethics situation at the request of CRCOG, who are taking the lead on that one. On other areas, on June 19th of this year our State Representative Kevin Witkos met with the Board of Education Chairman, Board of Finance Chairman, and Town Council from Avon and Canton. He gave Representative Witkos a list of things that we suggest they do, binding arbitration, code of ethics, moving revaluation to ten years, the act concerning fire fighters where paid fire fighters are not prohibited from volunteering from being volunteers in their home towns, tax reform studies as recommended by the Blue Ribbon Commission, also on School Aid to Towns, DCS rent
formula needs major overhaul, Avon’s grants are not in line with Avon’s contribution, to the State Income Tax. Also clearly define for Department Heads, Municipal Employees Relationship Act for memberships and bargaining units. Those he would recommend, and gave a copy to Representative Farr. This is the type of things that we looked over, and said were the key things that we want them to look at. It was the consensus of the Town Council to present Chairman Hines’ letter to CCM as is.
04/05-18 Acceptance of Gift: Bench; Alice & Bud Herrmann
On a motion made by Mr. Woodford, seconded by Mrs. Hornaday, it was voted:
RESOLVED: That the Town Council accept on behalf of the Town of Avon the gift of a bench from Alice and Bud Herrmann to be located in Fisher Meadows.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
04/05-19 Appointment: Zoning Board Of Appeals
On a motion made by Mr. Woodford, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council table the appointment to the October 7, 2004 meeting.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
04/05-20 Proclamation: Honor Veterans of Foreign Wars (VFW) for 105 Years of Service to the Country
On a motion made by Mr. Woodford, seconded by Mrs. Hornaday, it was voted:
RESOLVED: That the Avon Town Council on this the thirty-first day of August hereby designate the twenty-ninth day of September 2004 as Veterans of Foreign Wars Day in Avon. The Veterans of Foreign Wars will celebrate One Hundred and Five Years of tradition and veteran and community services. The Veterans of Foreign Wars of the United States trace their roots to 1899 when veterans of the Spanish-American War and the Philippine Insurrection founded local organizations to secure rights and benefits for veterans.
RESOLVED: Avon’s local VFW Post, Gildo Consolini Post #3272, was organized in 1945 with 46 members. Today some 140 members meet regularly and are dedicated to the various causes of the national organization through legislation to provide for veterans needs and veterans entitlements. Through commitment to many projects, they address the needs of our times, such as sending needed items to Operation Iraqi Freedom, and an assistance program for those troops who return, and they are there to welcome them back home. These efforts carry on a tradition of care and concern for those who have served.
RESOLVED: Avon is privileged to have a local VFW comprised of men and women who have served our Country proudly and who maintain an active interest in our community. They have volunteered their time and efforts in many endeavors. They are the group that plan, organize and are active participants in Avon’s Memorial Day parades. On Memorial Day our streets are lined with spectators who enthusiastically support all of our veterans.
BE IT FURTHER RESOLVED: That the Town Council join the State of Connecticut in designating September 29th as “Veterans of Foreign Wars Day”, and we urge all of our residents to publicly show their support for our Flag, Country and the men and women in uniform of past and present conflicts.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
04/05-21 Adoption of Ordinance #70: Nuisance Dog Ordinance: Review, Discussion, Set Public Hearing Date; October 7, 2004 7:30 p.m.
Police Chief Agnesi reported the Ordinance proposal before you is due to requests from citizens, who provided information to us, which allowed us to look at the Statute, then we realized there was a loophole in the statute as it is currently written that allows only for patrol officers to take action when the dog attacks or bites a human, and does not provide for attacks on another dog or something of that nature. We explored some options, looked at other community ordinances, and the Town Attorney drafted this proposal. He would recommend adoption at this time, in order to help Police with enforcement.
Mr. Woodford reported he would like this to say, in almost every instance, that it is not the Animal Control Officer or the Chief of Police, it is the Animal Control Officer and the Chief of Police. He is not sure that he wants one person making a decision by themselves, he would want both to have to sign off on this. He would be satisfied with the wording changed to: Animal Control Officer and the Chief of Police, reducing the power of the animal control officer. He is concerned about an almost part-time employee hired from year to year or month to month, hired by the Town of Canton coming to the Town and making a decision that may or may not be right. Chairman Hines reported he would like the Police Department involved in that.
The Town Manager reported if it is your consensus to do that, what we will do is to take this, make the suggestion to the Town Attorney, then bring it back for consideration at the next meeting.
On a motion made by Mr. Carlson, seconded by Mr. Woodford, it was voted:
RESOLVED: That the Town Council table this item to the October 7, 2004 meeting.
Mrs. Hornaday, Messrs: Hines, Carlson, Shea and Woodford voted in favor.
04/05-22 Approve FY03/04 Animal Control Services Agreement
The Town Manager reported he recommends continuation of the Animal Control Services agreement with the Town of Canton, but with a change in the provider to Mr. James Dexter of Collinsville.
On a motion made by Mr. Carlson, seconded by Mrs. Hornaday, it was voted:
RESOLVED: That the Town Council approve the continuation its regional agreement for Animal Control Services with the Town of Canton for FY04/05, at no increase in fee.
Mrs. Hornaday, Messrs: Hines, Carlson, Shea and Woodford voted in favor.
04/05-23 Review, Discussion and Approval: Police Fleet Replacement Schedule and Implementation
The Town Manager reported on the police vehicles - - at the time of the budget process, we recommended a change in what we had normally done in the past, we discussed leasing of vehicles. The Public Works Superintendent and Police Chief worked on a recommendation that basically comes in three components, which we would like permission to move ahead on. The first is that, there is sufficient money in the budget to buy three vehicles this year, two standard cruisers, and a Chevy Tahoe with police package. What we are looking for is first we want permission to go ahead and purchase the police vehicles off of the State of Connecticut bid price. Second we want to go ahead and put out to bid a replacement for a Chevy Tahoe police package sport utility vehicle. The reason we have the
police package is because of risk management issues, it will be certified and so forth, and for insurance purposes it is labeled a police package so if we have any problems we will have that in place, The third thing is to go ahead and obtain leasing prices for three vehicles to replace vehicles purchased in 1995, and we want to basically move them out of the fleet, they are old and the maintenance has gone up on them, those are the vehicles in the detective division, currently a Pontiac Bonneville, Ford Taurus and a Chevy Lumina. We are going to be selling those at auction, and will be replacing them with similar types of vehicles, different colors, different makes. We will be coming back to the Council with the bids on the Tahoe, and with the pricing on the lease vehicles.
Mr. Woodford questioned how many miles you get for a lease vehicle. Police Chief Agnesi reported 15,000 miles per year, that seems to be standard, then we recycle them every four years or so, but try to do it within three years so that keeps them under the warranty period, so there is not that liability that may occur if something happens to the motor or something of that nature.
Mr. Woodford reported there are other manufacturers that are coming out with vehicles like these, because a lot of people are using the SUV’s now. Chief Agnesi reported there are other manufacturers, we have had these discussions with several individuals as to how we want to maintain the fleet, or whether we want to open it up and change what we have been doing for quite a while, which has been working for us. At least a good portion of our fleet are Crown Victoria’s, which is a standard Police Vehicle, in existence for 30 or 40 years. There are Chevy’s, they do make a police package however they went from one type of vehicle to another, from rear wheel to front wheel, etc, and there are positives and negatives to that. Dodge used to have a police vehicle, these manufacturers tend
to jump in for a year or two then they are out of it, and those are some of the concerns that we have. It is best that we stay with something that has been proven. As far as Public Works is concerned, it costs to maintain different types of vehicles, with different parts and services, and to train the mechanics on different procedures.
On a motion made by Mrs. Hornaday, seconded by Mr. Carlson, it was voted:
RESOLVED: That the Town Council approve the purchase of two P-71 Ford Crown Victoria vehicles from the existing State of Connecticut bid.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
On a motion made by Mrs. Hornaday, seconded by Mr. Carlson, it was voted:
RESOLVED: That the Town Council authorize the Police Department to conduct a public bid for a Chevrolet Tahoe, Police Package, Sport Utility Vehicle.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
On a motion made by Mrs. Hornaday, seconded by Mr. Carlson, it was voted:
RESOLVED: That the Town Council authorize the Police Department to obtain selective lease pricing for comparable vehicles to those currently utilized in the Detective Division.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
04/05-24 Appointment: Inland Wetlands Commission
On a motion made by Mrs. Hornaday, seconded by Mr. Woodford, it was voted:
RESOLVED: That the Town Council table this item to the October 7, 2004 meeting.
Mrs. Hornaday, Messrs: Hines, Carlson, Shea and Woodford voted in favor.
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council add to the Agenda Item # 04/05-25 Resignation – Inland Wetlands Commission, and Agenda Item # 04/05-26 Resignation – Zoning Board of Appeals.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
04/05-25 Resignation – Inland Wetlands Commission
On a motion made by Mrs. Hornaday, seconded by Mr. Woodford, it was voted:
RESOLVED: That the Town Council accept with regret the resignation of Catherine M. Durdan from the Inland Wetlands Commission.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
04/05-26 Resignation – Zoning Board of Appeals.
On a motion made by Mrs. Hornaday, seconded by Mr. Woodford, it was voted:
RESOLVED: That the Town Council accept with regret the resignation of Pamela V. Samul from the Zoning Board of Appeals.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
TOWN MANAGER’S REPORT/MISCELLANEOUS
The Town Manager reported the 175th Anniversary Committee has been meeting and they are working on a publication brochure that will not cost any money, but the Town will get 15% of the proceeds of the sale of ads in the publication.
The Town Manager reported he provided a copy of the Facilities Study Committee report from 1998, which contains some of the recommendations and results. Chairman Hines reported the Board of Education Chairman called him based on a letter the Town Manager sent to Dr. Kisiel, she and Mr. Eagen are very interested in participating. Chairman Hines informed her that there already is an appointed committee, of which three members remain. Would we want to reactivate that committee, as there is some merit because they did all of that work in the past and we do not want to reinvent the wheel and start over again? If we do appoint a new committee, we have to make sure that they start with that report, understand it, and build on it. The Town Manager reported you can review it, then if you decide to do
it we need to have a charge, then appoint the committee. Chairman Hines reported we should review the report, then at the October meeting we can discuss it again, and decide what we want to do. Mrs. Hornaday reported it would be good to have new people review the report, they will look at it with new eyes. Mr. Shea reported we are looking to just improve and enhance it, not redo it. The Town Manager reported we would need money to hire a clerk to do the minutes of the meetings, and prepare reports. Chairman Hines reported we should set a time period as well.
Chairman Hines reported the other item discussed at the Board of Education meeting, he discussed the idea of possibly having a purchasing agent for the Town, and they agreed for the Town Manager to look into that further. The Board of Education Finance Director gave a list of all of the joint efforts between the Town and the Board of Education, people there were impressed as they did not know about the efforts, which of course save money. We should have that information available on the internet and have something in the Town Newsletter, first the Town Manager will review the list for accuracy.
The Town Manager reported we received a letter from the CCLU, about whether our ordinances had anything in them that would prohibit political signs from being posted. He had the Town Attorney look at his previous opinion, and we sent them a copy of that.
The Town Manager reported St. Ann’s Social Justice Committee is having a forum on the regional agenda for community and prosperity in Connecticut. If Council members are interested they can follow up on it. Chairman Hines reported we are aware of the items, but it is good for people to see some of the things that are being studied and evaluate them.
The Town Manager reported we are in the process of selecting a new Director of Public Works, and will be scheduling panels and reviews near the end of September. Any Council members interested in participating, as was done with the Police Chief selection process, may contact him. Those on the panel will be Lee Erdman of Hartford as a Manager, Ken Longo as former Director of Public Works and the Town Clerk, Caroline B. LaMonica. Our Human Resources Director will be handling the process. We have 39 resumes, to be narrowed down to 6, 8 or 10 of the most qualified, those people will go before this panel, the panel will pick the top 2, 3 or 4, depending upon how they come out of that process, which will then come to the Town Manager to review and to select one.
Mr. Woodford questioned where the M. H. Rhodes property stands. The Town Manager reported we received bids from four different environmental remediation contractors, those bids have been sent to Shanahan to put together, go through them and analyze them. He is anticipating that we will have those results back within the next couple of weeks, so that it will be on the agenda October 7th to select a remediation, unless a special meeting is requested in order to move some of these things along. There is so much of this, doing the RFP, getting the quotes in, analyzing the quotes, it is a process. In October assuming you approve the person, then they will go out and do the remediation work, then they have to come back in and retest again, to make sure that it has been all taken care of
correctly, if is not the contractor has to come back in and do more work. If it has been taken care of the first time, then what ends up happening is that we go ahead to fill in the holes, grade the area off, mow it and seed it, and whatever else is necessary. We will still have testing that then has to be done for several years, so we will have the testing contract that will specify things, perhaps Shanahan could continue to do the sampling, then the lab does the testing.
A couple of other things that need to be done, are to run an electrical line underground to that building in the back, finish doing some of the paving in the parking area, the roadway in needs to be cleaned up. The building now is being used or will be basically for storage of Board of Education, Recreation items, some minor equipment will be stored there with an alarm system. We will put plantings in front of it making it less visible, shielded somewhat. Mr. Shea reported the Public Works memo stated there was more than enough to accomplish all of this, is that still the case. The Town Manager reported yes, but we are watching that very closely, because it has to come in under the project. Another thing we need to look at is the scheduling of when we go ahead and actually bond that, we are
looking potentially here at a referendum on the high school probably this spring or fall at the latest of 2005. Once we get referendum approval on that, then we are going to want to go and start rolling some of these things over. We also have the potential depending upon how the negotiations go with the open space acquisition issues, another potential borrowing issue that we are going to have to deal with.
EXECUTIVE SESSION: Litigation/Negotiation
On a motion made by Mr. Woodford, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council go into Executive Session at 10:10 p.m. for negotiations.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
On a motion made by Mr. Carlson, seconded Mrs. Hornaday, it was voted:
RESOLVED: That the Town Council come out of Executive Session at 10:30 p.m.
Mrs. Hornaday, Messrs Hines, Carlson, Shea and Woodford voted in favor.
ADJOURNMENT
The meeting was adjourned at 10:30 p.m.
Attest:
Caroline B. LaMonica
Town Clerk
| |
