AVON TOWN COUNCIL
MEETING MINUTES
July 1, 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, Pena, and Evans.
II. PUBLIC HEARING - None
III. MINUTES OF PRECEDING MEETINGS: May 28, 2010 Special Meeting
June 3, 2010
On a motion made by Mr. Pena, seconded by Mr. Evans, it was voted:
RESOLVED: That the Town Council accept the May 28, 2010 minutes as submitted.
Mrs. Samul, Messrs: Zacchio, Evans, Shea, and Pena voted in favor.
Mrs. Samul pointed out three clerical errors that amended the June 3, 2010 minutes.
On a motion made by Mr. Pena, seconded by Mr. Evans, it was voted:
RESOLVED: That the Town Council accept the June 3, 2010 minutes as amended.
Mrs. Samul, Messrs: Zacchio, Evans, Shea, and Pena voted in favor.
IV. COMMUNICATION FROM AUDIENCE - None
V. COMMUNICATION FROM COUNCIL - None
VI. OLD BUSINESS
08/09-06 Review & Discussion: Administrative Services Study Committee
Chairman Zacchio reported that the Administrative Services Study Committee recently held a quarterly meeting which included discussion on whether or not to continue to have the Committee together or take a different path with some of the professional staff that has been working on the matrix. He reported that in the end it was decided to keep the Committee together and meet on an as needed basis, at minimum quarterly, if there are decisions to be made and that Committee might come before the Council or Board of Education in cases where decisions need to be made or capital investments need to be made from strategic standpoint so they can continue on with those processes. The Town Manager reported that a spreadsheet is tracking the Matrix Consultant recommendations and implementation of such. He referred
to many items as the low hanging fruit, for example to implement a time and attendance system software package, and these items are already underway. He added that another item in the process of being implemented is the upgrade to the ADMINS system, phase one is budgeted in fiscal year 2010/2011. He reported that there are a number of items that are more difficult to implement and some of these issues have to deal with the consolidation of departments, fairly significant policy decisions that require a discussion between himself and the Superintendent. He added that a number of these issues have been discussed with the interim Superintendent. He reported that on the Town side the Nova system is important, ADMINS system is in process, and also taking a look at further areas for sharing resources between the Town and the Board of Education specifically with respect to buildings and grounds maintenance. He reported that Dave Paul and Bruce Williams are
working together on that and at this point they are capturing data regarding what the current practice is and they feel that once that data is captured they can begin to make some recommendations based on that. He added that there is also a program called Schooldude which is in use in the Board of Education systems and in speaking with Bruce Williams and the Public Works staff it appears that it would have some benefit to the Town side as it is essentially a work order and a lot of value in creating a database and work order system whereby we can very methodically track requests for service, when and how they are completed, and flag any issues that need to be addressed in the future. Chairman Zacchio reported that it will also be a valuable forecasting tool during the budget process and in the maintenance field of understanding what we are spending our time on and where, and a worthwhile investment.
Mr. Shea questioned who put the spreadsheet together. The Town Manager responded that the report was put together by Peg Colligan, Director of Finance and was one of Steve Bartha’s, Assistant to the Town Manager, first projects. Mr. Shea stated well done and found it to be tremendously thorough, easy to read, follow, and track and compliments to everyone involved. The Assistant to the Town Manager reported that he simply updated some fields but he’ll take some of the credit. Chairman Zacchio reported that we did lose momentum and having Mr. Bartha aboard is a huge improvement for us. He added that with the change of town managers as well as assistant to the town manager we did lose a little bit of momentum. Mr. Bartha has us back on track and we’re glad to have him
aboard.
The Town Manager reported that in terms of the structure and how we are moving forward historically there had been two committees that have been handling this, one has been the Administrative Services Study Committee (ASSC) and the other one has been the Organizational Services Review Committee (OSRC) which is more of the staff committee that has been responsible for doing the grunt work to implement these items. He added that in talking to the ASSC at the June 10th meeting they really didn’t see a need to continue with that secondary committee and suggested pulling a group together consisting of the Town Manager, the Finance Director, the Superintendent, and the School Business Manager to continue to do the grunt work of implementing the recommendations and on an as needed basis pull the ASSC
together to help facilitate some of the stickier policy issues.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council re-appoint Town Council member Mark Zacchio, Town Manager Brandon Robertson, Board of Finance member Thomas Gugliotti, Acting Superintendent of Schools Jody Goeler, and Board of Education member William Stokesbury to the Administrative Services Study Committee effective July 1, 2010 for a term to expire June 30, 2011.
Mrs. Samul, Messrs: Zacchio, Shea, Pena, and Evans voted in favor.
Mrs. Samul questioned if some items cannot be done until others are done. The Town Manager responded yes. He added that some of the items that have to do with the processing of human resources related paperwork, for example processing applications online, that is a function of phase two of the ADMINS upgrade because the ADMINS upgrade includes an upgrade to the HR module in the finance system and will not be until fiscal year 2011/2012. Mrs. Samul asked if there was any potential for outsourcing payroll as she was talking with NPD Payroll and they offer many things, including benefits, at cost savings. The Town Manager responded that he would look into it and added that in other towns it has been looked into and it becomes difficult for a third-party to administer because of the collective
bargaining agreements.
08/09-75 Approve Resolution: Historic Documents Preservation Grant, $3,000
Chairman Zacchio reported this is a grant from the State Library Board for $3,000 to be used for back-scanning some historic documents. The Town Manager reported that with this funding this is going to allow the Town Clerk’s office to have scanned land records back to 1998. He added that the process of scanning land records began in 2004. Mr. Evans questioned if the land records go online. The Clerk responded that they are online. Mrs. Samul questioned if this is for the maps specifically. The Clerk responded that it is for maps and land records as well.
On a motion made by Mr. Pena, seconded by Mrs. Samul, it was voted:
RESOLVED: That Brandon Robertson, Town Manager, is empowered to execute and deliver in the name and on behalf of this municipality a contract with the Connecticut State Library for a Historic Documents Preservation Grant.
Mrs. Samul, Messrs: Zacchio, Shea, Pena, and Evans voted in favor.
08/09-79 Pine Grove School Playground Project:
i. Approve Resolution: Acceptance of gifts
- PGS “Playing for Keeps” Playground Fundraising
Committee, $140,810
- Avon Education Foundation, $2,500
ii. Supplemental Appropriation, $143,310
Chairman Zacchio reported that the Pine Grove School playground project, with public support and a lot of donated money and time, and on behalf of the team that has put this together as well as what went through the capital budget this year and finally even some extra at the end with thanks to the Board of Education for the support we will be able to upgrade the park benches and basketball hoops which were in bad disrepair.
Ms. Reboul, on behalf of the fundraising committee, extended a big thank you as it has been Public Works, the Town Council, the Board of Education, and had to bring in quite a few people to get this done and everybody went above and beyond and that is the only way that it could have happened. She added that it’s not just having the money but also making everyone feel good about getting the project done. Chairman Zacchio stated that if there were any doubts in the last few years about the community, this shows that there is a lot of community left in Avon and truly a community effort and there was a round of applause.
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That in accordance with Town Charter, Section 4.3.2(1), the Town Council hereby accepts the following gifts: $140,810 from the Pine Grove School “Playing for Keeps” Playground Fundraising Committee and $2,500 from the Avon Education Foundation to be used for the construction of the Pine Grove School Playground.
Mrs. Samul, Messrs: Zacchio, Shea, Pena, and Evans voted in favor.
Mr. Evans questioned the obligation of the $62,800 and in which calendar year it will be paid. The Town Manager responded that it will be paid for in calendar 2010, or fiscal year 2010/2011. Ms. Reboul hand delivered the checks for $137,810 from the fundraising committee and $3,000 from the PTO to the Town Manager.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council hereby recommends that the Board of Finance amend the FY 10/11 Budget by increasing:
REVENUES
Capital Projects Fund (Facility and Equipment), Other Local Revenues, Donations from Private Sources, Account #02-0360-43651 in the amount of $143,310
and increasing
APPROPRIATIONS
Capital Projects Fund (Facility and Equipment), BOE CIP-Facilities, PGS Playground Replacement, Account #02-4859-53069, in the amount of $143,310, for the purpose of recording the donations from the PGS “Playing for Keeps” Playground Fundraising Committee in the amount of $140,810 and from the Avon Education Foundation in the amount of $2,500 to be used for the construction of the PGS Playground.
Mrs. Samul, Messrs: Zacchio, Shea, Pena, and Evans voted in favor.
VII. NEW BUSINESS
09/10-88 Approve Proclamation: Harry DerAsadourian, 25 Years of Service
Chairman Zacchio reported that Harry DerAsadourian has been Town Assessor for twenty-five years and this resolution marks that occasion.
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council, in recognition of Harry DerAsadourian’s twenty-five years of service to the Town of Avon, approve the following proclamation:
WHEREAS: The Avon Town Council on this the 1st day of July 1, 2010 recognizes the TWENTY-FIVE YEARS of faithful service of HARRY DERASADOURIAN, Avon’s Assessor. The Town Council wishes to express, on behalf of the Town, its residents and citizens, its appreciation for his exemplary service, dedication and outstanding contribution to the Town of Avon!
WHEREAS: Harry was employed on June 17, 1985 as Town Assessor. At that time, the net total taxable Grand List was $401,007,215, which has now grown to a Grand List totaling $2,618,611,200. Harry has also successfully completed four Town-wide revaluations in a timely and accurate manner.
WHEREAS: Harry was instrumental in changing the assessment process from a manual system with hand drawn sketches to developing and implementing the Town’s Computer Assisted Mass Appraisal (CAMA) system, which more accurately tracked the individual properties in Town on a computerized basis. Under his leadership, the assessment information went on-line for public use, which was not only a great service for our taxpayers, but helped streamline workloads in the office with direct access of property information.
WHEREAS: Harry has been an advocate for the elderly, disabled and veterans and played a major role in expanding the Elderly Tax Relief Program and the Additional Veterans Programs, allowing more residents to qualify as well as increasing their benefits. He has also provided sixteen years of assessment services through an interlocal arrangement with Canton.
WHEREAS: Harry’s “open door” policy in explaining individual assessments with property owners, his patience, fairness, extraordinary ability to remember properties/motor vehicles, and his sense of humor have made Harry a true asset to the Town.
NOW, THEREFORE, BE IT FURTHER RESOLVED: That the Town Council of the Town of Avon, on behalf of its citizens, wishes to express its grateful appreciation for his TWENTY-FIVE YEARS of dedicated service to the Town of Avon.
Mrs. Samul, Messrs: Zacchio, Shea, Evans, and Pena voted in favor.
09/10-89 Town Council Representative: Avon Volunteer Fire Department
Fire Chief Panel, Effective January 1, 2011
Chairman Zacchio reported there will be a process with the Avon Volunteer Fire Department of appointing a new Chief that will take effect January 1, 2011. He added that the volunteer fire department has started the selection process but has asked that we have a Town Council representative on the search review and hiring committee and Mr. Shea has stepped forward as someone who wants to serve in that capacity.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council appoint William Shea as a Town Council representative for the Avon Volunteer Fire Department search committee for a new Fire Chief.
Mrs. Samul, Messrs: Zacchio, Shea, Evans, and Pena voted in favor.
09/10-90 Appointment: Avon Water Pollution Control Authority (12/31/2011)
Chairman Zacchio reported that at the last meeting Council accepted with regrets the resignation of John Ernst. He added that there is a candidate that the Avon Water Pollution Control Authority sent to us and has been forwarded to the town committee for consideration.
On a motion made by Mr. Pena, seconded by Mr. Evans, it was voted:
RESOLVED: That the Town Council table agenda item 09/10-90 Appointment: Avon Water Pollution Control Authority to the August 5, 2010 meeting.
Mrs. Samul, Messrs: Zacchio, Shea, Pena, and Evans voted in favor.
09/10-91 Contract Award: Avon Middle School Boiler Replacement
Chairman Zacchio reported that the Avon Middle School boiler replacement is an item in the capital budget for this year and one that is important to get done during the summertime so we do not have a breakdown in the middle of the school year. He added that in particular we need to approve this item by resolution from a policy perspective because it exceeds one tenth of one percent of the budget. He reported that Nutmeg Companies has been chosen as the low bidder and seem to be very well qualified as they have done large federal projects. Mr. Franzi reported that Nutmeg Companies came very well recommended. Chairman Zacchio asked when they expect to be able to get started. Mr. Franzi responded that after the holiday the abatement process will begin and by the second or third week of July
Nutmeg Companies will begin and finish by August 26th barring any unforeseen circumstances. Mr. Franzi reported that they have applied for a possible rebate with the energy company and will keep Council posted. Mrs. Samul questioned if the controls were included that were not included for the Roaring Brook School project. Mr. Paul responded that everything is included with this project and the controls were not in the scope for the Roaring Brook School project. He reported that with respect to the Roaring Brook School project they are tracking over twenty percent gas utilization savings.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council awards the contract to Nutmeg Companies, Inc. of Norwich, CT based on their low bid in an amount not to exceed $218,230.
Mrs. Samul, Messrs: Zacchio, Pena, Shea, and Evans voted in favor.
09/10-92 Contract Award: Streetscape Improvement Project
Chairman Zacchio reported that this contract award is related to the State STEAP grant for the town center improvements that have been going on and were in a rush to get done before the Memorial Day holiday and still more to do. He added that there were a number of bidders which is good to see. The Town Manager reported this contract is for phase two of the project. He added that the phase one contractor was also Clover Construction and in talking with the State Department of Economic and Community Development, because STEAP funds are involved there was a technical requirement that we re-bid the project for phase two. He reported that it was competitively bid and bids were reviewed by an independent architect who made a recommendation of which was Clover Construction to continue with the project. Mr. Evans questioned why Clover Construction’s bid is much lower compared to others. The Town Manager responded that it is quite possible that the bid came in the way that it did as
they are intimately familiar with the project having been onsite for the last couple of months and one reason that we had the bids reviewed by an independent architect just to make sure that all the bids were responsive and bidding on the same set of specs and Clover Construction had a really good feel for the project because essentially they have been working on it. Chairman Zacchio reported that they are familiar with the process, they could sharpen their pencils right up front and we have had nothing but success with them. Mrs. Samul stated that the project is funded by a $200,000 STEAP grant and asked if the difference between what it costs us and the $200,000 goes back to the state. Chairman Zacchio responded that all we get is what our costs are, up to a maximum of $200,000. The Town Manager reported that the legislature included funding for the STEAP program as a result of the last session so we did receive a letter from the Office of Policy and
Management that they are accepting applications and we will be submitting another application just to continue with the sidewalks down the northerly side of Route 44.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council awards the contract to Clover Construction of Bristol, CT based on their low bid in an amount not to exceed $138,723.
Mrs. Samul, Messrs: Zacchio, Pena, Shea, and Evans voted in favor.
VIII. TOWN MANAGER’S REPORT/MISCELLANEOUS
Misc. A Purchasing Update – The Town Manager reported on ongoing purchasing activities. He stated that Avon Day is September 25th this year. Mr. Pena asked with regards to the future bid on a dump truck that Council talked about having discussions with the Energy Commission on items of this nature. Chairman Zacchio agreed.
Misc. B Library Project Update – The Town Manager reported that the architect and construction manager are continuing to refine the construction documents. He added that there was a meeting earlier today and at this point the committee is feeling really good about the budget; the market continues to be very competitive and they are finding the savings through the value engineering process and achieved on the back end of the project so at the end of the day when you compare the final product with what was sold at referendum they are going to be the same project. He is anticipating that if things should stay on schedule which he believes they will that the Library Building Committee will be meeting later this month to review what
should be a finalized set of construction documents and making a recommendation to Council at their August 5th meeting. He stated that the decision point that the Council will have is whether or not to put the project out to bid. He added that has been discussed in the past certainly the town can put the project out to bid, which is not in violation of the state policies, but what will be a problem is if we were to go forward and sign a construction contract which is when the town would officially waive the state grant. He reported that in terms of the state grant there is a special meeting of the Bond Commission on July 13th; unfortunately we do not appear to be on the agenda. He stated that it looks like it will be one item on the agenda which has to do with a capital item for community colleges however the agenda hasn’t been published yet so that is always subject to change but he does not expect to see anything regarding state
library grants.
Mr. Shea stated that in reference to the budget, that is the focus as we move forward, there was a gap of approximately $300,000. He questioned what the gap would be today. The Town Manager responded it is approximately $300,000 but the caveat is in talking with the construction manager and the architect they will find the savings to get the project down. Mr. Shea questioned when they say that they are going to do it, when will they know; will it be after the bids or halfway through the project? He added as a preliminary to the August meeting, since the gap hasn’t really been closed but there is a promise to close the gap, he wants to know when we will have the comfort zone. He stated that it is not fair to the Council to be sitting at the end of a project talking about a problem
regarding project costs. He stated that Council needs to know well in advance, between August and October that the gap is officially closed. He questioned if that was fair. The Town Manager and Council agreed. The Town Manager responded that the architect and construction manager are on the hook to get the budget down and prior to going out to bid Council is going to have a budget that represents and reflects that savings. He added that you never know until you actually go out to bid but his assumption would be that there is contingency in the project and they are being very conservative so we can realize that savings. Mr. Shea stated that the architect and construction manager are responsible and a good course of action would be for the architect and construction manager on their letterhead, at some point in the next three months, need to write the Town Manager and Council a letter that talks about their confidence or their ability to close this
gap and deliver the project as promised. He added that in a perfect world we would have been on the Bond Commission agenda, we would get the $1 million and this would be a friendlier conversation. He stated that without those letters he will not be as comfortable. Chairman Zacchio reported that Mr. Shea raises a good point and we need to take that a step further sooner rather than later to make sure that our paid partners are willing to present such letters.
Mr. Evans questioned if there is a time in the process where the construction manager gives you a guaranteed maximum price. The Town Manager responded that occurs once the project goes out to bid. Mr. Evans added that is after all of the construction documents are done and wouldn’t that be the time when the construction manager would make a commitment to the town on what the price of the project will be. The Town Manager clarified that is when one knows what the final build cost is going to be. Chairman Zacchio added that we could make a decision not to move forward if it comes out to be something different than what we would expect. Mr. Shea reported that in previous projects the process Mr. Evans has described is what has taken place and he is looking for another check and balance
aside from the guaranteed because when they open up the building things could happen. Mr. Evans questioned that if we did get the $1 million grant and the price is $9.5 million instead of $8.5 would Mr. Shea be asking for the same confirmation. Mr. Shea responded that what Council has communicated very well was that when and if we get the $1 million grant now we are going to lower the bond. Council again agreed. The Town Manager reported that he will talk to the construction manager and architect and when they feel that the construction documents are to the point where they can provide the town that assurance then he will ask for it on their letterhead. Mrs. Samul stated that at the last Council meeting she made a comment about possibly saving time and money by having the library closed on Monday, having extended hours on Sunday, but give the workers one day when they know that they don’t have to worry about traffic. She asked if that was
something that the Council might encourage them to rethink. She commented that the committee and/or library staff may feel that any change is a greater disruption but we are already in a disruptive time. Council agreed it is a good idea and asked the Town Manager to officially have that conversation with the committee and obtain some input.
Misc. C Avon Clean Energy Commission Activities – The Town Manager reported that there are two grants being worked through. He stated that one is the Energy Efficiency Conservation Block Grant for $75,189 and we have three projects running out of that grant money which include: Department of Public Works garage door replacements, energy plan, and anti-idling sign campaign. He added that the garage door replacement is the furthest along; the Clean Energy Commission has completed interviews for the consultants for the energy
plan and recommending Steven Winter Associates in Norwalk; and the anti-idling signs are further behind. Chairman Zacchio asked if Public Works is making those signs. Mr. Pena responded that some are free from the State. The Assistant to the Town Manager reported that the State is currently out of the signs and are unsure of their availability. Mr. Pena asked if we could contact the schools to assist with anti-idling efforts. Mrs. Samul asked if there was an overlap between the energy plan and the regional energy grant. The Town Manager responded yes. He added that the energy plan is going to focus on capital replacement projects and as a result of the review will have a binder that will have projects for recommendation that are then going to be backed into the capital improvement plan if they are large enough or they will be funded through departmental operating budgets. He added that he would looking to the regional energy grant,
with an energy consultant one day a week for the next two years, is to advise the town with respect to the priority within which those projects should be done and advice regarding payback, return on investment, and to make further recommendations or alternatives. He reported that there is fair amount of coordination that needs to be pulled off because of the number of towns involved but West Hartford is very well geared up to deal with this and will be the lead town.
Misc. D Solid Waste Update – The Town Manager reported that there was a kick-off meeting last week for the Central Connecticut Solid Waste Authority (CCSWA). He added that Dick Hines was in attendance. He reported that it was largely an organizational meeting and the group agreed to split off into a few different committees to report back to the whole. He added that he will be serving on the By-laws Committee. He reported that there is a tremendous amount of work to do now that this Authority has been created and they looking to enter into an agreement with CRCOG so that CRCOG staff will be able to help schedule meetings and complete the staff work. He added that at some point in the future they will also be looking to retain legal counsel through RFP. He reported that one of the important issues is going to be setting a deadline by which communities need to advise the Authority as to whether or not they are going to be involved. He added that much of this just revolves
around how much tonnage we have to work with and once it reaches a critical mass will help us be competitive in the market place. He explained that if you do not have the tonnage then any savings achieved through administrative efficiencies is just going to be eaten up by the tipping fee. He asked our Town Attorney to review all of our documents that we have with CRRA, including an original contract when the town initially contracted with the Authority back in the 1990s and an extension of the contract that brought us to November 2011 and isolate any timelines that trigger notice to the Authority by the Town of Avon. He reported that he is approaching this in terms of keeping the options open as it wouldn’t make sense for the Town of Avon to go out individually but if it turns out that once we do some due diligence with this new Authority and it does not work we could always form a Farmington Valley Solid Waste Authority; viewing this as fact finding and an
important exercise to go through and the culmination of this process if we have the volume would be that at some point this Authority would issue a request for proposals.
Misc. E Paramedic/Ambulance Services – The Town Manager reported that we had been in discussions with AMR to extend their contract with Farmington and Avon for one year through June 30, 2011 with one important provision added which is we wanted a paramedic ambulance to serve the Town of Avon during peak hours of need. He added that AMR agreed to do that at no cost to the town. He reported that he is looking at this as an interim solution and not sure what UCONN will do long-term and what the towns’ needs will be long-term. He added that there is a regional committee that meets quarterly which consists of representatives from Avon, Farmington, AMR, John Dempsey Health Center, and Dr. Kamin with UCONN. He reported that at last week’s meeting he
discussed with the group the need for Avon to take a step back and get an idea for really measuring where we are at in terms of EMS service and establishing a baseline and determining where we are in terms of best practices in that baseline and what an enhanced level of service would look like down the road. He added that he is concerned in particular with the Peachtree Village coming online in the next two years which will be 105 units of 62+ housing which could have an impact on our emergency services needs. He reported that Dr. Corrado remains very helpful with all of this. Mr. Shea commented that we need Dr. Corrado involved not only from an expertise standpoint but from a citizen standpoint and as a volunteer with the town’s fire department.
Dr. Corrado stated that this is a good step in the right direction, in moving forward with the regional committee to form a sub-committee and getting their input and excited to see which direction it goes in. Dr. Corrado stated that he is available and try to sit in as he is invited to listen to the discussion and be able to provide insight to the Town Council as that information comes back to us. Council expressed their excitement to have Dr. Corrado on board and thanked him for volunteering to help them.
Misc. F Everbridge – The Town Manager reported that Everbridge is the state’s preferred vendor for reverse 911 notifications and provides it free of charge. He added that all communities are being given access to this software for emergency purposes and it will be administered by the police department and it will be used if there are road closures in town, very severe weather warnings, and any issues that rise to the level of emergency then residents will receive a phone call. The Assistant to the Town Manager reported that the system comes pre-loaded with white pages and yellow pages but people are encouraged to opt in and sign up for specific types of messages. The Town Manager reported that the system is available July 1st and the Chief of
Police, Police Department, and Fire Chief have been talking about it and will be rolled out within the next month or so. He reported that there is also a module that can be used for non-emergency notifications and there are a number of towns who take advantage of that where if there is something of community interest coming up, a special town meeting or referendum vote, etc., the system can be programmed to give a phone call to residents who opt in. He added that the cost for that portion of the program to start up is approximately $9,000 which we have funding for in the dispatch upgrade capital project from a few years ago but there is an approximate $6,000 re-licensing fee every year. He reported that the Board of Education has a similar system that they use to notify parents of school children about events. He stated that prior to moving forward with the non-emergency function with Everbridge he would like to see if there is anyway consistent with the
findings in the Matrix study that we can piggy back on the Board of Education’s system and will bring back a recommendation to Council. Mr. Evans agreed and asked what we really need the non-emergency function for that would justify the expense. Chairman Zacchio added that if we could find a way to use technology that is already currently in place in town in the spirit of the Matrix study and sharing internal services then we should at least complete a cost and benefit analysis. Mr. Pena added that we should have a policy reflecting that we do not allow non-emergency notifications should we decide to go that route. The Town Manager added that one issue is message fatigue and if it will be used for so many purposes the resident’s phone is going to ring off the hook which may become more of an annoyance than a help.
Misc. G Conveyance Tax – The Town Manager reported that the conveyance tax increased for the next year. Mrs. Samul stated that conveyance tax would not be charged on short sales and questioned how that would figure into the town’s estimated revenues. The Town Manager responded that he would look into it. He added that CCM pushed very hard to have the increase continued for two fiscal years but it didn’t happen.
Misc. H Sycamore Pool Opening – Mr. Pena questioned if the best time to complete the pool repairs is at the end of the season. Mr. Shea responded that generally pool repairs are done in the fall due to the weather. Chairman Zacchio requested checking with the Director of Parks & Recreation on why repairs are completed in the fall versus spring.
Misc. I Old Farms Road Project Update – The Town Manager reported that he had a chance to talk to Congressman Murphy about this project. He stated the original amount asked for this project was $2 million. He added that our consultant and Special Projects Engineer recommended that we up that and ask $2.5 million which is detailed in a letter addressed to Congressman Murphy as part of the renewal of the Transportation Bill to offset the project costs. He stated that in
terms of funding shortages, an important one is the design money for the bridge and the intersection. He added that the Department of Transportation is working with the Federal Highway Administration to find more funds for that but at this point are short $150,000. He reported that we have an agreement with Phil Schenck to work on this project on an as needed basis.
Misc. J STEAP Grant Application – This item was not discussed at the meeting.
IX. EXECUTIVE SESSION: Litigation/Negotiation
A. Discussion of strategy with respect to pending claims by the Police Union
B. Discussion regarding real estate negotiations
On a motion made by Mr. Pena, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council go into Executive Session at 8:45 p.m. for personnel issues and discussion regarding real estate negotiations.
Mrs. Samul, Messrs: Shea, Zacchio, Pena, and Evans voted in favor.
The Town Manager, Attorney Michael Harrington, Town Attorney Dwight Johnson, Frank Rudewicz, and the Clerk attended the session.
On a motion made by Mr. Pena, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council come out of Executive Session at 9:40 p.m.
Mrs. Samul, Messrs: Shea, Zacchio, Pena, and Evans voted in favor.
XI. ADJOURN
The meeting was adjourned at 9:40 p.m.
Attest:
Caroline B. LaMonica
Clerk
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