AVON TOWN COUNCIL
MEETING MINUTES
February 4, 2010
I. CALL TO ORDER
The meeting was called to order at 7:30 p.m. at the Avon Town Hall, in the Selectmen's Chamber. Members present: Mrs. Samul, Messrs. Zacchio, Shea, and Pena. Mr. Evans was absent.
II. PUBLIC HEARING - None
III. MINUTES OF PRECEDING MEETINGS: January 7, 2010
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council accept the January 7, 2010 minutes as submitted.
Mrs. Samul, Messrs: Zacchio and Pena voted in favor. Mr. Shea abstained.
IV. COMMUNICATION FROM AUDIENCE
Duncan Broatch, 6 Far Hills Drive, owner of Summit Hydro, LLC questioned if it might be possible for the Town Council to pass a resolution or agree to contact Congressman Murphy or First Selectman Richard Barlow and advise that the bill doesn’t seem right and consideration of hydropower’s investment should be taken into account. The Town Manager reported that he had a conversation with Mr. Broatch last week with his ongoing concerns and spoke to First Selectman Richard Barlow and Rob Michalik from Congressman Murphy’s office to bring Mr. Broatch’s concerns to their attention. The Town Manager did not know, based on their responses, that it was going to change the course of the project, it was more duly noted. Chairman Zacchio reported that we have little jurisdiction in the
project as discussed at last month’s meeting, yet from a town’s perspective there is still support for the project among the Council. Mr. Pena reported that he also called Congressman Murphy’s office and expressed Mr. Broatch’s concerns to them. Mr. Shea reported that he feels for Mr. Broatch’s position, but he reiterated the point that the Council not having any regulatory authority, and thinks Congressman Murphy needs to get involved with this actively. Chairman Zacchio added that the Council is not an expert in licensing and legislative process that Congressman Murphy goes through and would expect that his office is dealing with Mr. Broatch in a fair way. Mr. Broatch reported that bill HR3228 has been dropped and a new bill HR4451 has been drafted with the same wording and a new paragraph dealing with environmental concerns that the new licensee has to take care of. Mr. Broatch expressed appreciation to Mr. Pena and the
Town Manager for their efforts in making the phone calls.
V. COMMUNICATION FROM COUNCIL
Mr. Pena reported an idea for all budget workshops, including Board of Education. They should be captured in future town newsletters as the process of the budget is very important to the town.
VI. OLD BUSINESS
07/08-08 Library Project
a. Library Board: Fundraising Campaign
Mary Suter, Director of Library Board, reported that after many years of planning for the library expansion, ten priorities were identified for the new building and addressed by the designs submitted by the architect. One priority is to provide more space for research and to house the Avon history collection, including the diary of Reverend Holly. Ms. Suter paraphrased a day in the diary in 1791 when Reverend Holly went around Avon on his horse and collected money for books. A few days later he and his son set up the first Avon Library. Ms. Suter feels that the great tradition established by Reverend Holly is being followed now as his team in the twenty-first century trying to raise money for the Avon Library. Mark Nolan reviewed the organizational chart and reported that the steering
committee is a team of intelligent, dedicated, and wise people who have already begun to establish some momentum and are working diligently on the silent phase of the campaign. Over the last year and a half, the Library has been working with a consultant over the dynamics of a successful fundraising campaign, including a presentation in December 2009. He noted a few blanks in the organizational chart, including the honorary chair position and campaign coordinator. He questioned if the Council would share any ideas or suggestions on candidates for these positions. He reviewed the timeline. Some donations have been received in addition to LEED grants in the range of $10,000 to $15,0000. Later in the year, the more public phase will be launched and will include the entire community to join in an effort that is very important for the Town of Avon. He asked the Council to make a donation and obtain support from the community leaders for the
campaign and library expansion program. This same appeal was made to the Library Board of Directors, Friends of the Library and committee members. Ms. Suter reported the goal of $500,000 and are fully committed to that amount and well over half way there. Grant research is underway with the expectation of filing applications in the near future. Campaign materials are in the final design phase and will be shared with the Council as soon as they are ready. Recognition gift opportunities are being finalized which will allow a donor to support a particular feature in the library.
Mr. Shea questioned the status of the $1,000,000 State grant. Ms. Suter responded that the State Library Board approved the $1,000,000 grant in November 2008 to help defray the construction costs. The final step would be to have the Bond Commission approve the grant and within several months the grant is awarded. In this particular case because there is local funding it would be forthcoming. However, the State has a major budget crisis and there are many matters that would normally go before the Bond Commission that have not in recent months. Ms. Suter reported that letters have been sent to legislators and have been helpful with the delegation writing a letter to the Governor requesting that the grant be approved. Mr. Shea questioned how the state representatives have responded in
light of the delay. Ms. Suter responded that she wrote a letter to Senator Witkos, Representative Bye, and Representative LeGeyt and received responses from all of them. Subsequently Ms. Suter received a copy of the letter that the legislators signed and sent to Governor Rell. Mr. Shea questioned if it would be advisable for the Town Manager to write a letter under the name of the Town Council on what an urgent matter it is and how it will gravely impact the library expansion project from a construction standpoint if within the next 45 to 60 days there is no movement. Assistant Town Manager reported that a letter went out under the former Town Manager’s signature in December but an excellent idea to send another letter. She reported that the Library Building Committee sent a letter to the State and Governor citing facts about the economic impacts of doing the project. Mr. Shea expressed his thought for a group to visit to the State Capitol
as soon as possible. Ginny Vocelli, Library Director, reported that at the end of January the State Library submitted their list to OPM. The Avon library expansion project was one of four library projects, including New Haven, Hartford, and Sherman, that have local funding and are waiting for $1,000,000 grants. The state library consultant said that the agenda is set approximately a week before the Bond Commission meets and any correspondence should come out by the end of this coming week. At the suggestion of the Library Building Committee, the Library Director contacted the directors of the other three libraries and offered to get together and received two out of three comments expressing interest. Mr. Shea questioned if the State can back off from the pre-approved $1,000,000 grant. The Library Director did not believe so. She commented on the building committee’s letter that took the approach of pointing out how many jobs would be
involved in this project and the increase use of libraries in the state over the last five years. Many members of the Library Board, Friends of the Library, and Historical Society have sent e-mails to the Governor and legislative delegation. Ms. Stokesbury reported that there is also a very unusual political situation with the Governor not running again and concurred with Mr. Shea in conducting a face to face visit and as much pressure can be mustered. Mr. Shea added that the three state legislators should meet the group at the Capitol for the visit. Chairman Zacchio reported that if the Bond Commission meeting continues to be put off, it creates a difficult situation from a timing perspective. The Town Manager reported that sources he has contacted at the Capitol today have not heard a word about the next Bond Commission meeting. There is a lot of pressure that is building in addition to the library grants, such as monies for roads, STEAP, and
Clean Water Fund. Mr. Pena questioned if any federal funds were sought. The Library Director responded that it is part of the process. Mr. Pena questioned if there are different levels of contribution on the pledge form. Mark Nolan responded that a decision has not been made regarding contribution level categories. The list of recognition opportunities shows different levels of contribution for different recognitions. Mrs. Samul reported that she would be more than willing to join the Library Board at the Capitol, of which the remaining Council members concurred. Mrs. Samul reported that there are significant ramifications of not getting the $1,000,000, therefore it behooves all of us to move forward as aggressively and assertively as possible to obtain the $1,000,000 and make other people understand the significance of it to Avon and that goes right up to the Governor’s office. The Town Manager reported that he would draft a
letter summarizing Council’s position.
b. Committee Update
The Assistant Town Manager reported that the Committee is moving ahead assuming that all will work out perfectly to stay on track. She reported that five firms have been short-listed for Construction Manager with interviews next week. She reported that a visit has taken place of possible space for a temporary library. Chairman Zacchio questioned that, with the Construction Manager proposals, a firm will be sought with experience in renovations and additions versus new construction. The Assistant Town Manager responded yes. She read the names of the five firms: Enterprise Builders, Enfield Builders, Cutter Enterprises, Downs Construction, and FIP Construction. Mr. Shea questioned if they submitted letters of bond ability up to $10 million, single job. The Assistant Town Manager
responded yes. She reported that it was determined after taking the tour of 20 Security Drive for the proposed temporary library space that the ground floor of the east tower was the most likely space to work. The selection committee has sent a letter to the owner with questions and concerns. She reported that a review of the building plan has made it clear that an upper floor would not work as it does not have the structural load capacity to handles books on stacks above the ground floor. She reported it is not the ideal space, but for temporary space it probably has a possibility. Chairman Zacchio questioned if 38 Security Drive was looked at. The Assistant Town Manager responded that a proposal was not received from its owner. Mr. Pena questioned how much money was set aside for the temporary space. The Assistant Town Manager responded approximately $187,000, or $15 per square foot plus monies for utilities, temporary storage of
the books, moving expenses, and $40,000 for renovations that might be needed to the temporary space found, for an approximate grand total of $305,000. Chairman Zacchio reported that a resident made a comment at the last Board of Education meeting on whether or not there was consideration to utilize Avon High School’s library as temporary space. The Assistant Town Manager responded that there is not enough space to do so. Mr. Pena questioned the duration for the temporary space. The Assistant Town Manager responded the duration would be approximately fifteen months. The Town Manager added that there are also security issues as the library is open to the public and schools tend to look poorly on that. The Assistant Town Manager reported on what has been planned in the project and what the interest has been since the project got underway to go forward with LEED certification. State law only requires for this project to meet the standards
of LEED silver certification. LEED has a checklist of items and each item has a point range to be earned for doing various green initiatives. The Clean Energy Commission would like to see the town take a stand that it is green and committed to doing these items. The architects and engineers estimated that approximately $150,000 would be required to meet LEED silver certification. This amount primarily goes to additional work that the architect, engineers, and construction manager would have to do to provide the documentation to this organization that the town has complied with their standards. The committee feels it is a wonderful thing to do and want to be green but to spend money that has not been budgeted is a difficult decision to make at this point in the project. Chairman Zacchio summarized that the town is going to build a LEED silver certified building without a plaque hanging on the wall that states such and is comfortable with that. The Assistant Town Manager
reported that other decisions have been made to get to the LEED silver certification, including geo thermal energy to heat and cool the building. Ms. Hornaday reported that the architect will design to LEED standard but would not go for the certification and that is what was presented to the residents, in addition to being very reluctant to add to the cost of something that was not previously discussed at the hearing with the residents. Mr. Shea questioned how the Clean Energy Commission could be weaved in on these issues. Ms. Hornaday responded that members of the Clean Energy Commission are present all the time. The Town Manager reported having a conversation with Bernie Zahren about this topic and discussed some fundraising concepts that Mr. Zahren has in mind. Mr. Zahren recognizes the $150,000 cost that is not budgeted. The fundraising concepts he is looking to employ to raise money in that amount to offset the LEED certification. The
Town Manager suggested that if Mr. Zahren had some thoughts or proposal to share the town could review from a legal perspective and see if it is a possibility unless the Council feels otherwise. Chairman Zacchio responded that he is comfortable with the decision of the Library Building Committee and if Mr. Zahren feels there is a fundraising opportunity that the committee would like to engage in then the committee would have to communicate such going forward. Ms. Hornaday reported that the committee is giving its support to the efforts of the Library Board and their fundraising. Mr. Pena questioned the equipment being installed that would possibly generate some ‘green rebates’ and if the lack of LEED certification would preclude the town from receiving the grants/monies. The Assistant Town Manager responded no and that Mr. Zahren had pointed out the opportunity to obtain rebates from Connecticut Light and Power or Geo Thermal and pursuing those
at this time. Chairman Zacchio expressed appreciation for all of the hard work being done by the Library Board and Library Building Committee and look forward to updates and a visit to the Capitol.
09/10-33 Appointment: Avon Youth Services Advisory Board
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council appoint Vernetta N. Jefferson to the Avon Youth Services Advisory Board.
Mrs. Samul, Messrs: Shea, Zacchio and Pena voted in favor.
09/10-48 Appointments
a. Inland Wetlands Commission (D – 12/31/13)
On a motion made by Mr. Pena, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council appoint Peter Mahoney to the Inland Wetlands Commission.
Mrs. Samul, Messrs: Shea, Zacchio and Pena voted in favor.
b. Depository of Town Funds
Mr. Shea questioned if all of these institutions conduct business with the town. The Town Manager responded yes. Mr. Shea reported having conflicts with Northwest Community Bank and Simsbury Bank & Trust Company. Mrs. Samul questioned the maximum income that could be obtained, as per the Standards of Conduct, since she is employed by a few of these institutions. The response was thought to be a maximum income of 20% and would be verified before the next meeting. Mr. Shea recommended having the Standards of Conduct policy on hand at future meetings.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council appoint Bank of America Merrill Lynch, Reich & Tang Mutual Funds, MBIA Municipal Investors Service Corporation – Cooperative Liquid Assets Security System for Connecticut, Connecticut State Treasury’s Short-Term Investment Fund, People’s United Bank, Webster Bank, N.A., Citizens Bank, Farmington Bank, Sovereign Bank, and TD Bank, NA as Depository of Town Funds.
Mrs. Samul, Messrs: Shea, Zacchio, and Pena voted in favor.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council table the appointment of The Simsbury Bank & Trust Company and Northwest Community Bank as Depository of Town Funds to the March 4, 2010 meeting.
Mrs. Samul, Messrs: Shea, Zacchio, and Pena voted in favor.
This item was tabled due to the fact that a quorum was lacking because two members present in voting may have a conflict of interest which will be clarified before the March 4, 2010 meeting.
c. Wild & Scenic River Study Committee (D – 12/31/11)
On a motion made by Mr. Pena, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council table agenda item 09/10-48c Appointment: Wild & Scenic River Study Committee to the March 4, 2010 meeting.
Mrs. Samul, Messrs: Shea, Zacchio, and Pena voted in favor.
d. 375th State of Connecticut “Birthday Kick-Off Celebration”
Chairman Zacchio reported the need for direction to give to the Town Manager regarding a candidate to represent the Town of Avon. The Council shared names such as Caroline LaMonica, Nora Howard, and Mary Harrop.
On a motion made by Mr. Shea, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council authorize the Town Manager to appoint an individual to represent the Town of Avon for the 375th State of Connecticut “Birthday Kick-Off Celebration.”
Mrs. Samul, Messrs: Shea, Zacchio, and Pena voted in favor.
09/10-51 Review, Discussion and Approval: Town Policies
Chairman Zacchio reported that this item had been tabled from the last meeting as there was a question around the language in the purchasing policy to make sure it was correct and it is.
a. Town Purchasing Policy No. 3.1
b. Town Council Policy No. 13: Procedures for Constructing Public Buildings
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council approve the updated versions of the Town Purchasing Policy No. 3.1 and Town Council Policy No. 13: Procedures for Constructing Public Buildings.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
VII. NEW BUSINESS
09/10-57 Repeal: Town Council Policy No. 9
The Town Manager reported that this issue is cleaning up a town council policy that is no longer in sync with the state statute. The policy was adopted in 1972 and the statute setting forth the indemnification laws for municipal employees has been revised four times since 1972, therefore out of sync. Rather than revise the town policy, the town attorney recommended repealing the town policy and rely on the state statute.
On a motion made by Mr. Pena, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council repeal Town Council Policy No. 9.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
09/10-58 Contract Award: Health & Welfare Benefits Consultant
The Town Manager reported this is the culmination of a process for a health insurance broker. Nine proposals were received. The selection process was a joint effort between the town and the Board of Education. The recommendation is being made for Milliman, who is slightly more expensive but the committee feels they are the right choice. There has been excellent experience with them, they are the town’s pension actuaries, and Steve May, who would be handling this account, is well regarded in municipal services. Mr. Pena questioned it being a two-year extension. The response was an option of a two-year extension that has to be voted on in two years. Mrs. Samul questioned that the firm being used last year was acting strictly as a conduit of information, not making any
suggestions or evaluating, and perhaps we wanted a different service. The Assistant Town Manager responded that among other things, very clearly they were asked in the interview process if they consider as part of their role as the consultant to make recommendations when asked on the course of action the town should take and the answers were yes. The Town Manager added that his expectation of the firm is to be assertive and pro-active and looking for their recommendations. Mr. Shea reported there was a gentleman who represented a consultant for the police union, would we be able to respond in kind to that kind of thorough analysis after this has been done and was his firm considered. The Assistant Town Manager responded that his firm was not chosen for an interview and the recommended firm could stand up to that one at any challenge. Milliman represents the State of Connecticut for all of their employees.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council award the contract for a Health & Welfare Benefits Consultant to Milliman of Windsor, CT.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
09/10-59 Town Green Lighting Program
a. Approve Resolution: Acceptance of Gift
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That in accordance with Town Charter, Section 4.3.2(1), the Town Council hereby accepts a gift of $3,200.00 from Janet Carville for the purpose of purchasing a decorative light pole for the Town Center Sidewalk and Lighting Project.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
b. Supplemental Appropriation, $3,200
On a motion made by Mr. Shea, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council hereby recommends that the Board of Finance amend the FY09/10 Budget by increasing:
REVENUES
Capital Projects Fund (Facil & Equip), Other Local Revenues, Donations, Lighting Town Center, Account #02-0360-43655 in the amount of $3,200 and increasing:
APPROPRIATIONS
Capital Projects Fund (Facil & Equip), Town CIP-Facilities, Lighting Town Center, Account #02-4829-53066 in the amount of $3,200 for the purpose of recording one donation for participation in the Town Green Lighting Program.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
The Assistant Town Manager reviewed the illustration of a sample plaque and requested that any Council member who gave a donation submit their wording to be placed on the plaque so they can be ordered and installed in Spring 2010.
09/10-60 Review, Discussion, and Approval: Town Council Policy No. 17,
Elderly Tax Relief Program
Harry DerAsadourian, Town Assessor, reported that the Elderly Tax Relief Program was enacted a dozen years ago and every two years allow the Council to review the benefits, income levels and effectiveness of the program. He reported that it is a very successful program and has helped many residents in town. The cost has slowly increased, yet so have the income levels. He reported the need to consider extending the program another two years and increasing the income limits to start at $39,500 and go up to $45,000, to be consistent with the original plan of being slightly higher than the state. At some point we review, for example, the West Hartford model that adds to whatever the state income benefit is. He anticipates eight new applicants. If nothing is done, with some of the current
participants moving into different income models it is going to cost the town $6,700. If the town adds eight more participants at $450 each for a sum of $3,600, there will be a total increase in the program of $10,300. Currently the program is costing the town $118,300 with 207 participants. Mr. Shea questioned if the increase in income limits was raised to $50,000, how many more families would be included. Town Assessor responded he would have to do more research and provide a memo to the Town Manager for the next Council meeting. He added that the application process started on February 1, 2010. Mrs. Samul questioned when the application deadline is and if the Assessor’s office can go back to those who have applied once a decision is made. Town Assessor responded May 15, 2010 and yes, his department is advising applicants that the program is being reviewed. Mrs. Samul questioned the number of families affected at $47,500 as
well. The Town Manager reported that the Town Assessor can provide the projections so they can be considered while going through the budget process.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council extend the Town Elderly Tax Relief Program and increase the income range from $39,500 - $45,000 at this time.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
09/10-61 Review, Discussion, and Possibly Set Public Hearing Date: Proposed
Amendment to Article II Sec. 45-23 (formerly Ordinance #55)
The Town Manager reported that if the town has large projects that are coming in, the town can require the developer to pay the cost of hiring very specialized consultants to offer advice regarding those projects. Steven Kushner, Director of Planning, reported that this is becoming a more common practice and an opportunity for the Planning and Zoning Commission, in rare cases, where a very significant project is thought to have the potential to have significant affects on traffic, environment, or special design considerations where some outside expertise beyond the town staff would be helpful in making an assessment as to whether it complied with their regulations. He reported the three principal areas are traffic engineering, architecture, and landscape architecture but could include other specialists as the
commission deemed necessary. Initially the ordinance was drafted to establish a threshold of a project that would be a minimum of 50,000 square feet or 200 cars parked in a parking lot to follow the threshold of the state traffic commission. The town attorney’s response was that if an upper limit is set at 50,000 square feet, the developer might come in with a project that is 49,999 square feet and the commission would be prevented from using this ordinance. He reported that the commission has a few projects that may be coming before them over the next several months that are large in scope and might be able to use this ordinance to hire some experts, including the possible redevelopment of 20 Security Drive and Ensign Bickford reinventing Avon Park North. He reported that Ensign Bickford has a real estate developer who is serious about the commercial component and three residential developers who are interested in the residential development and
possibility of selling an eight-acre parcel to CREC for a magnet school. Mrs. Samul questioned who would decide when the ordinance would be used. The Director of Planning responded the ordinance would be limited to the Planning and Zoning Commission, starting slowly with the possibility of including Inland Wetlands Commission. Mr. Shea reported that over the last six to twelve months the Director of Planning is receiving rave reviews from the community. He added that the Director of Planning’s presence, professionalism, and respect grows and the Council expressed that Avon has the best Director of Planning in the State of Connecticut.
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council set a public hearing date for the Proposed Amendment to Article II, Sec. 45-23 (formerly Ordinance #55) to be held at the March 4, 2010 meeting.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
VIII. TOWN MANAGER’S REPORT/MISCELLANEOUS
Misc. A Purchasing Update – The Town Manager reported there are ongoing purchasing activities and he would answer any questions that the Council might have.
Misc. B Quarterly Financial Reports – The Town Manager reported that the town is looking at a grand list growth of just under 0.5%. He reported that in terms of collections through the month of January the town is ahead of where it was at this time last year at around 94%.
Misc. C Paramedic Services Update – Dr. Corrado reviewed his letter that recaps the things that he has observed and concluded over the last five months. Dr. Corrado reported that since September 2009 when UConn announced that they would discontinue their paramedic service and then reinstated such, every month that has gone by there is a different statement coming out of UConn and still at that crossroad. Dr. Corrado reported that during this week Chief Agnesi was relieved of his duties at the Health Center and his office was closed. Now everything from the fire department to the paramedic services is being administered out of Storrs. Dr. Corrado reported that a lot of data provided by AMR at our request was analyzed, of which the data was more
damaging to AMR than it was beneficial. Dr. Corrado added that the Assistant Town Manager spearheaded this item tremendously well and got the answers needed. AMR is not meeting their obligation under the contract for the ten-minute arrival time for their ambulance assistance. Over the eight and a half month period examined, from January 1st to the middle of September 2009, there were just over 1,000 calls for EMS service and just under 1,000 transports; the difference is patient refusal to be transported via ambulance. In these cases, the acuity and level of sickness of the patients being transported in Avon is rather high, approximately 27% of the calls were for traumatic injuries and cardio-respiratory illnesses. Mr. Shea questioned why Avon would have a higher incidence rate than Hartford or West Hartford. Dr. Corrado responded that the socio-economic status in Avon means there are fewer frivolous uses of non-emergency services. He reported that the minimal average amount
of time that an ambulance is out of service is sixty-three minutes and be as long as one hundred and three minutes depending on which facility they transport to. Mrs. Samul questioned if there is back up. He responded yes there is yet the back up also does not respond within the ten- minute timeframe. He reported that this particular service is a low medium, bordering inadequate. One of the negotiating points currently being discussed is trying to put a third ambulance in the immediate area to reduce the response times. He reported that UConn’s service has remained constant without interruption despite the administrative issues. The Town’s contract with UConn right now is an ‘in demur to provide’ contract rather than a ‘will provide’ contract that means that although it is rare, UConn paramedics aren’t always available to respond and under no obligation to provide alternate arrangements if they are called
and cannot come. One reason that they cannot come is that their EMS responders also staff the neonatal transport unit or if there are two simultaneous calls UConn may only have one unit available and the other call does not receive the medic. Chairman Zacchio questioned the amount of simultaneous calls. The Assistant Town Manager responded that there is a fair amount. Mrs. Samul questioned if it was weather conditions or trauma. The Assistant Town Manager responded no. UConn has thought about splitting up the paramedics into two cars, which is great when one medic arriving on the scene is enough but not when you have a multiple car accident and you need all hands that might be elsewhere. The Assistant Town Manager reported that AMR is planning to put a paramedic in the third ambulance that they would have on weekdays. Dr. Corrado reported that his minimum requirements of citizens picking up the phone, someone showing up, and they are
getting to a doctor are being met. How well those minimum requirements are being met are up for debate. He reported that any decrease in the current level of service would definitely be something that could be potentially disastrous and running on that edge right now. He reported that the Town Council has as its primary concern the needs of the citizens and the citizens have the same primary concern, but UConn and AMR do not have that as their primary concern. As these events are unfolding and playing out, it is time for the Town Council and for the residents of Avon to make some long range plans about making an autonomous municipal emergency medical services agency. Mr. Shea responded that recognizing the seriousness and value of those comments, before we go there, there are certain steps that have to be taken, certain funding discussions that have to take place, what are the short term solutions. Dr. Corrado responded that the short-term
solution is to stick with what the town has now, keep the Town Manager’s recommendation for our relationships with UConn and AMR. Mr. Shea questioned how the town improves the short-term solution. Dr. Corrado responded that is what the negotiations are in the process of working out, for example the third ambulance with AMR. Mr. Shea questioned if these problems are unique to Avon. Dr. Corrado responded they are not. Town of Canton addressed the problems and now employs its own ambulance service. Chairman Zacchio reported that the third ambulance is the best opportunity to close the gap on those response times. The Assistant Town Manager responded that AMR cannot quite cover the cost of having the third ambulance in town because of the number of transports that they expect is an approximate $50,000 delta. AMR suggested that to recoup that cost they would like to have in Farmington, what they had here in Avon, a dedicated
ambulance bay to station an ambulance. Mr. Shea questioned what town employees are giving support to the Assistant Town Manager. She responded that the Police Chief and Fire Chief are very involved in the details. Mrs. Samul questioned if AMR have tracked the incidents and the calls has there been anything that stood out, for example a traffic issue. The Assistant Town Manager responded no. UConn had indicated they had planned to be ready to negotiate in March. UConn contract expires on June 30, 2010 and the AMR contract needs to be renewed in a way that the town is satisfied with for however long it wishes to do that. Mr. Shea questioned who the point person would be. The Town Manager responded that it would either be himself or the Police Chief. Mr. Shea added that when the budget presentation is made some mention of this is critical toward future strategic planning. A copy of Dr. Corrado’s letter is attached and
made part of these minutes.
Misc. D Legislative Agendas (CRCOG, CCM, COST) – The Town Manager reported that legislative session opened yesterday and there will be a lot of activity at the Capitol. Mr. Pena questioned if a letter in support of the agenda should be completed. The Town Manager noted that Dick Hines is the town’s representative for CRCOG and he will support the agenda.
Misc. E Earth Day 2010 – The Town Manager reported that is the 40th anniversary of Earth Day in April 2010. He suggested sending a request to the Natural Resources Commission to think about doing something in recognition of this event.
Misc. F Budget Development Update – The Town Manager reported that he is getting down to a bottom line and budget books will be sent to the Council by February 16th.
Misc. G Sewer Use Fees – The Town Manager reported that he and Mrs. Samul attended the last AWPCA meeting where this item was discussed. Discussion took place regarding changing the EDU fees based on water flow because there was some perceived disparity between the size of home. The AWPCA has decided to take some more time to carefully review this item, including practice runs with the bills. He reported that a letter will be sent with the next round of bills to the rate payers that contemplates this change, what the new rate would be, and that a public hearing will be held in an effort to make sure that everyone has as much advanced notice as possible of a potential change. The change will not happen this year, but perhaps next year.
Mr. Shea questioned if a matrix has been done to understand what percentage of the users would have an increase. The Town Manager responded yes. Mr. Shea requested obtaining this percentage from the Town Manager to the Council. Mrs. Samul reported that it is not based on usage only as there will be a base fee and then usage over that.
IX. EXECUTIVE SESSION: Litigation/Negotiation
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council go into Executive Session at 9:35 p.m. to discuss personnel and land negotiations.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
The Town Manager, the Assistant Town Manager, and Phil Schenck attended the session.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council come out of Executive Session at 10:10 p.m.
Mrs. Samul, Messrs: Zacchio, Pena, and Shea voted in favor.
XI. ADJOURN
The meeting was adjourned at 10:10 p.m.
Attest:
Caroline B. LaMonica
Clerk
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