AVON TOWN COUNCIL
MEETING MINUTES
June 6, 2013
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 by Chairman Zacchio. Members present: Mrs. Samul and Messrs: Pena, May, and Evans. Ann Dearstyne was filling in as the Clerk for the meeting.
The Pledge of Allegiance was led by Chairman Zacchio.
II. PUBLIC HEARINGS:
12/13-46 Neighborhood Assistance Act
The Public Hearing was called to order at 7:30 p.m. by Chairman Zacchio. Chairman Zacchio waived the reading of the following legal notice:
“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 Thursday, June 6, 2013 at 7:30 p.m. in the Town Hall, Selectmen’s Chamber, 60 West Main Street, for the following purpose:
To consider participation in the Neighborhood Assistance Act in accordance with Public Act 95-268.
Dated at Avon, Connecticut this 3rd day of May, 2013.
Brandon L. Robertson
Town Manager”
The Town Manager reported that there are five applications before Council tonight with respect to the Neighborhood Assistance Act (NAA) grant. He added that the NAA grant is administered by the State of Connecticut Department of Revenue Services (DRS); the Town’s only role in this process is to collect the applications for DRS, hold one public hearing on the applications prior to the due date of July 1st assuming Council approves the applications as submitted, and his office sends them to DRS and that is essentially the last we hear of it. Chairman Zacchio commented that some of these applications are repeats that we have had in other years.
Marshall Brown, Music Director, Nutmeg Symphony Orchestra, reported that the most recent concert to service the Avon community was the program on May 4th at the Avon Senior Center and a performance on May 21st for third graders from Pine Grove School, Roaring Brook School, Reggio Magnet School, among other schools in the area. He distributed the Teacher’s Guide and the concert program from their May 4th concert at the Senior Center.
Diana Goode, Gifts of Love, thanked the Council for their ongoing support. She reported that Gifts of Love just got a permanent home at 34 East Main Street and the move is June 27th through 30th and back in business on July 2nd.
Jennifer Bennett, Senior Center Coordinator, Avon Senior Center, thanked the Council and is excited to apply for another grant for our Senior Center.
Mr. Evans questioned our role in the process and the Town Manager’s remarks about the Council approving the applications and asked what that means. The Town Manager responded that once Council closes the public hearing, assuming there is no further discussion amongst Council then Chairman Zacchio will ask for a motion from Council to accept the applications as submitted, second, all in favor and that is the extent of Council’s action. Mr. Evans questioned that they are not passing a judgment on any one application versus another and just accepting those applications having been timely submitted and moving them along in the process. The Town Manager responded yes; we do not have a responsibility for reviewing the tax exempt status, etc., we really are just a conduit. Mr. Evans wanted to
make sure and thanked the Town Manager.
Mr. Pena commented on the funding that an applicant submits, for example, the Avon Volunteer Fire Department with $13,560 being requested. He questioned that if a business comes in and says that they will give them the whole $13,500, can someone else come along and do it again. The Town Manager responded that he did not see why not but it is going to be subject to the rules and regulations that the Department of Revenue Service has for the program. Chairman Zacchio commented that they have to be specific items for the applications.
On a motion made by Mr. Pena, seconded by Mr. Evans, it was voted:
RESOLVED: That the Town Council close the public hearing.
Mrs. Samul, Messrs: Zacchio, Pena, Evans, and May voted in favor.
On a motion made by Mr. Pena, seconded by Mr. Evans, it was voted:
RESOLVED: That the Town Council accept the applications as requested:
a) Town of Avon (Emergency Management) - $13,560.00
b) CT FIRST - $150,000.00
c) Gifts of Love - $50,000.00
d) Town of Avon (Avon Senior Center) - $3,022.39
e) Nutmeg Symphony Orchestra - $82,135.00
Mrs. Samul, Messrs: Zacchio, Pena, Evans, and May voted in favor.
12/13-48 Road Acceptances for Saddle Ridge Drive, Stockbridge Drive, & a portion
of Northington Drive
The Public Hearing was called to order at 7:30 p.m. by Chairman Zacchio. Chairman Zacchio waived the reading of the following legal notice:
“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 Thursday, June 6, 2013 at 7:30 p.m. at the Town Hall, Selectmen’s Chamber, 60 West Main Street, to consider the following:
To accept the title of roads and all appurtenances thereof for Saddle Ridge Drive, Stockbridge, Drive and a portion of Northington Drive as shown on maps titled “Subdivision Plan Bridgewater Estates – Phase IV Property of The Silvio Brighenti Family, LLC of Avon, Connecticut – Wild Wood Drive, Avon, Connecticut” dated Feb. 2004 sheets 1, 2 & 3 of 3 and Subdivision Plan Bridgewater Estates – Phase VI Property of The Silvio Brighenti Family, LLC of Avon, Connecticut” dated Mar. 2004 sheets 1, 2 & 3 of 3.
Copies of the said maps are on file in the Town Clerk’s Office and open to the public for inspection during normal business hours.
Dated at Avon, Connecticut this 3rd day of May, 2013.
Brandon L. Robertson
Town Manager”
Chairman Zacchio reported that normally in the past Council did not have a public hearing for acceptance of roads because we believed that through the Planning and Zoning process that the public comment happened during their hearing process was substance enough to accept these roads; the Town Manager questioned that against the Charter and what really should be done from the most conservative approach and in consultation with the Town Attorney decided that we should actually have a public hearing ourselves to accept that piece of property as well.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council close the public hearing.
Mrs. Samul, Messrs: Zacchio, Pena, Evans, and May voted in favor.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council accept title of roads and all appurtenances thereof for Saddle Ridge Drive, Stockbridge Drive and a portion of Northington Drive as shown on maps titled “Subdivision Plan Bridgewater Estates – Phase IV Property of The Silvio Brighenti Family, LLC of Avon, Connecticut – Wild Wood Drive, Avon, Connecticut” dated Feb. 2004 sheets 1, 2 & 3 of 3 and Subdivision Plan Bridgewater Estates – Phase VI Property of The Silvio Brighenti Family, LLC of Avon, Connecticut” dated Mar. 2004 sheets 1, 2 & 3 of 3.
Mrs. Samul, Messrs: Zacchio, Evans, Pena, and May voted in favor.
III. MINUTES OF PRECEDING MEETING: February 20, 2013 Budget Work Session
May 2, 2013 Regular Meeting
On a motion made by Mr. Pena, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council accept the minutes of the February 20, 2013 Budget Work Session as submitted.
Mrs. Samul, Messrs: Zacchio, Pena, May, and Evans voted in favor.
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council accept the minutes of the May 2, 2013 Regular Meeting as submitted.
Mrs. Samul, Messrs: Zacchio, Pena, May, and Evans voted in favor.
IV. COMMUNICATION FROM AUDIENCE
Barbara Zuras, 428 Deercliff, asked the Town Council to support the Board of Education colleagues’ unanimous request to establish a reserve account. She will support to at least have the matter heard by the Board of Finance is critical; it is now a town-wide concern to adopt best government management practices. She added that the reserve account with Council’s approval and that of the Board of Finance would allow the Board of Education to fund unanticipated expenses that arise within the school year. She noted that the practice now requires the Board of Education to wait until the end of the budget year for them to request a supplemental funding request; in the meanwhile her experience was that the Board of Education had to tap into existing accounts and diminish access to supplies, delay
activities, and compromise programs. She appreciates that Council thinks it is within the authority of the Board of Finance to grant permission for the establishment of this reserve account, however last year the request was made and was never even considered by or entered on an agenda for the Board of Finance. She feels that if Council at least encourages the Board of Finance colleagues to consider it and put it on their agenda then at least the community can hear a discussion of the merits of the proposal. Chairman Zacchio commented that Mrs. Zuras is correct, it is a matter of the Board of Finance; it will probably be something that the Council will have to accept or work with as well because there are policies, for example, our policy towards ten percent on the general reserve balance and it may crossover with some policies we have in place so he is certain that Council will be involved and will definitely take Mrs. Zuras’ comments under consideration. Mrs. Zuras commented
that it was a unanimous vote by the Board of Education; it is not a republican or democratic issue, it is a consideration of best practices.
V. COMMUNICATION FROM COUNCIL
Mr. May reported that he attended the Memorial Day parade and was very pleased to see that it was well attended and seeing our Town Manager give a robust speech in support of our veterans and Chairman Zacchio riding one of the newer model cars that he saw in the parade.
Mrs. Samul reported that Valley Community Baptist Church had a work day this past Saturday, June 1st and the group cleaned a large area behind the pool house at Sycamore and they also did some work on the volleyball courts. She added that Mike O’Hara, David Theriault, and Paul Welsh also worked on this day in conjunction with the project. She requested, if not already done, that a letter be sent to Valley Community Baptist Church.
Mr. Evans reported that he received an e-mail through the Town information mailbox from a person that is sitting on a Charter Revision Commission in the Town of Ansonia and doing some homework about different Town forms of government. He added that this person is looking for information on a Town Manager form of government as Ansonia currently has a Mayor and Board of Aldermen and they are considering as part of their Charter Revision making a change in the way they approach things and have not been familiar before with any Town Manager government approach. He called this person, Patrick Henry, and shared some experiences that we have had here in Avon with a Town Manager and wished him success in his venture.
Mr. Pena reported that he had the privilege of representing the Council at the Eagle Scouts ceremony and they were very happy that the Council did have the proclamations which were read and distributed as well.
Chairman Zacchio reported that he enjoyed the Memorial Day parade; it is a great honor to the veterans in Avon. He noted that many of the veterans are getting to the age especially from World War II where they cannot walk in the parade. He reported that the Commander had called on a number of people to bring their cars and drive the veterans around. He noted that he was lucky enough to have two gentlemen in his car from World War II, one was 95 ½ years old and the second was 91 years old. He recommends to anyone that can help drive the veterans around the parade site that it is a joy to listen to their stories.
VI. OLD BUSINESS
12/13-51 Review & Discussion: Clean Energy Communities Program & Big Ideas Grant
Chairman Zacchio commented that there was a number of questions raised when this first appeared on the agenda about the Town’s ability to be able to hit the goals in terms of whether we would take grant money that we do not believe would get us to that goal or do we take money whether we do or do not think we can get to that goal. The Town Manager reported there are a number of different metrics that you are being exposed to whether it is through the Clean Energy Plan that was prepared by and adopted by the Town Council or these other programs that are out there, for example, the one being discussed tonight from CEFIA. He reported that the Clean Energy Plan provides for a goal of reducing energy consumption 15% by 2015 and a carbon footprint reduction goal of 20% by 2020 and a third goal of having
renewable energy sources powering the Town which comprise about 30% of the power that we are using by 2015. He noted that this pledge program through CEFIA does extend two of those goals further beyond what is included in the Clean Energy Plan; it affects the first goal of 15% by 2015 and pushes that up to 20% by 2018 and for the third goal in terms of renewable energy that the Town would be purchasing, it extends that by another 2.5% by 2018. He reported that the energy consumption goal with another 2.5% by 2018 is a goal that can be met by purchasing renewable energy credits or offsetting the Town’s use of traditional energy sources by solar panels or other methods. He reported that the 20% by 2018 goal is a reduction in energy usage and using those non-traditional energy sources can be applied to that as well. He commented that the composition of the energy stream that we are using it is a pretty makeable goal; we do have plans in the very near
future to do an RFP for solar panels on the Middle School roof. He noted that we may look at expanding that to other Town facilities as well and if we do not make it through those avenues we can always buy additional RECs which we are doing now but would have to expand that program. He thinks that we are on track to make the 15% by 2015 goal, probably about three-quarters of the way there now. He noted that the 20% by 2018 goal is a stretch but a worthy goal and would be working towards it anyway. He reported that with some of these energy sources that we may be using in the near future will make it more likely that we will be able to achieve it. His recommendation would be to advise that Council adopt the goals that are outlined and take advantage of the BIG program, it is $10,000, and we will make every effort going forward to make it.
Chairman Zacchio questioned the project that we would use the grant for. The Assistant Town Manager responded that it cannot be for something like solar; the HVAC that we bought is a perfect example, a rubber stamp type project for this. Chairman Zacchio commented that it is incentive to get rid of equipment that otherwise is inefficient. The Assistant Town Manager commented that part of the reason solar would not qualify is because they have other programs in place to promote solar. Mr. Evans commented that it is a lot of material and a lot to digest and wants to make sure that he has a full understanding of what it is the Council is voting on. He wanted to confirm that the offer on the table now is to extend our current goal of 15% by 2015 to 20% by 2018. The Town Manager responded
yes. Mr. Evans questioned how the purchase of renewable energy credits comes in to play with that. The Town Manager responded that the purchase of renewable energy credits has more to do with the second part of this which is the composition of the energy that we are purchasing, for example, right now State of Connecticut law requires that 12.5 % of the electricity coming into the State be from clean and renewable sources so at this point the Town is purchasing approximately 17.5% of these sources; we buy these energy credits to offset non-clean and renewable sources. Mr. Evans questioned if it is dollar for dollar or how it works. The Town Manager responded that he did not know what the exchange is on a kilowatt hour basis and deferred to the Clean Energy Commission members in the audience. Mr. Evans commented that it seems that energy credits are a shorthanded way of achieving the goal rather than by actually buying materials that are clean energy. The Town Manager responded
it is an alternate way of doing it. Mr. Evans commented that it is an investment in clean energy as opposed to just a purchase of a fossil fuel type of product. Chairman Zacchio responded that it is the purchase of the clean energy credits that helps to drive and invest in that technology that grows bigger and ends up being an offset. Mrs. Samul questioned that we are paying another community in another location because they have an abundance of clean energy. Chairman Zacchio responded that it could be one of the ways but not necessarily.
Mr. Zahren, Avon Clean Energy Commission Chairman, reported that renewable energy credits (RECs) are a generic thing; there are approximately thirty-four states in the country that have a renewable portfolio standard which we have here and one of the first states to adopt a renewable portfolio standard that says every year there is an increasing amount of the total energy sold in the state particularly electricity that must come from a renewable source. He added that if a utility is not going to put in windmills, solar panels, etc. they should have some way to meet that because they are the parties that have to meet it as a renewable portfolio so a certificate trading mechanism was created where if someone builds a wind farm and they do 500 megawatts of power that is 500 RECs so they could sell those RECs to
whomever needs them, usually a utility. He noted that our State has gone one step forward and if the Town wants to show that they are using a certain portion of renewable energy out of your mix you buy a certificate from someone. He commented that what he dislikes about it and what the Town Manager has agreed when they have discussed it in front of the Avon Clean Energy Commission is that it is not as clean as it sounds because there are some states, North Dakota for example, that do not have any requirements for renewable energy but yet they are building a lot of wind farms because they have a lot of wind and they are sending transmission lines to Chicago to use that power. He noted that the guy that developed the wind farm has credits that are no good to him in North Dakota and sells them to another state for pennies on the dollar. He commented that if you go to Washington, D.C. today, where he is doing a lot of business, those same credits that we bought
for $0.95 per megawatt hour of power, he can get $350 for that same REC because Washington, D.C. requires the power to be produced in the District of Columbia to offset the power in that state and not imported from some place use. He noted that the issue becomes are we really just waving a flag by buying credits from other places to meet this; he understands the principal behind it is to show support for renewable energy and it does in effect support somebody who builds something somewhere as renewable energy. He commented that we would much rather see us actually reduce our energy consumption which is the low hanging fruit and doing a very good job on and be proud of this. He reported that the goal prescribed in the Energy Plan was a reduction based on the energy use per square foot of the total buildings that the Town and the Board of Education have. He questioned if this is a little different definition from what we are being asked to meet here. The
Assistant Town Manager responded that CEFIA confirmed that the square foot was acceptable to use. Mr. Zahren commented that from an administrative standpoint signing on to this that it is not an erroneous process for the Commission to apply because the audit we already did runs through every building that we have and is easy to update that. He noted that they can apply for this grant, use it productively and towards the goals that the Commission has. Mr. Evans questioned that when you purchase the credits we are not as a municipality ending up paying more in the purchase of the credits than we would through general use of renewable energy alternate sources. He is concerned with paying more as a municipality for clean energy sources and it being cost effective for us as a Town; we should be saving money, at the end of the day saving resources, energy and money for the Town and not ending up paying more. He questioned that these purchases are not going
to end up being cost prohibitive to us if we need to use the RECs to satisfy some of those conditions. Mr. Zahren responded yes but you pay for the kilowatt hours of energy that you use over here and then there is a detachable certificate that reflects that you bought a megawatt hour worth of power from somebody else and offset the bad attributes of this power from our utility because they used coal, oil, or whatever their source is by buying this certificate. He noted that it has nothing to do with your cost of the power.
Mr. May questioned that if we buy our power from whatever company do we buy these certificates separately and does it offset our power bill. Mr. Zahren responded that it is a separate project; it is an alternate way of meeting this goal. Mr. May commented that it may actually cost us more money to meet these goals. Mr. Zahren responded that if you buy the RECs you make an out of pocket investment and do not get any additional power and just the right to say that you subsidized somebody else’s production of green power. Mr. May asked if we have any idea when we buy these RECs how much this is costing the Town. The Assistant Town Manager responded that since the inception of the 20% by 2010 campaign to date it is approximately $18,000. Mr. May asked if the State requires the Town of
Avon to go along with its protocol of 17.5%. The Assistant Town Manager responded that we have no choice about the 17.5% which is part of CL&P’s mandate from the State. He noted that what we have been purchasing is optional and on top of what the utilities are required to do and part of the condition of participating in the program.
Mrs. Samul commented that we are considering the application for a $10,000 grant. The Town Manager responded that it is adopting the renewed pledge which would trigger the grant. Mrs. Samul added that in order to apply for the grant we have to adopt the pledge and should we fall short, based on what we know now, say it is a $1.00 what will we actually net out of this $10,000. The Assistant Town Manager responded that based on the price that you are paying today and extending it out to 2018 the projection is roughly $4,500 so if the $10,000 grant we have already qualified for ends up being the only grant that we receive it would be a net of $5,500. Mr. Zahren commented that you are not obligated to buy RECs to offset and would much rather meet the goal internally and not have to buy any RECs.
Mrs. Samul agreed. Chairman Zacchio commented that the RECs are a methodology but we are not obligated to buy them. Mrs. Samul commented that we have fallen short every year. Mr. Zahren responded that the 2010 program was quite different and the REC prices were higher; this past year to meet the 2015 goal was approximately $2,000. Mrs. Samul questioned the $2,000 we had to put out was to obtain how much. The Assistant Town Manager responded that under the program it notches up each year. Mrs. Samul questioned under the programs we obtained how much in grant money in order to truly qualify for and still had to pay out $2,000 for RECs. The Assistant Town Manager responded that there has never been a grant before this new version of the program. Mr. Zahren commented that we did qualify for the opportunity to get our residents to sign up for clean energy in effectively the same way but in order to qualify for that program which gave
us free one kilowatt of solar panels for every one hundred residents that signed up we had to be in this program to meet that 2010 goal. He noted that we qualified for a grand total of two kilowatts over the course of that program and it was a hard program to sell because it was very difficult to go through CL&P’s process of changing alternative suppliers. Chairman Zacchio commented that the program was new. Mr. Zahren commented that some towns like Cromwell had a very aggressive Committee that ended up getting a lot of solar panels for free but they contacted every citizen of the Town and twisted their arm into trying to sign up for this extra purchase of RECs for their home use so that the Town could get free solar panels. He reported that this is a new start now, a new program that is funded and we have set a goal but we have no legal obligation to give back the $10,000 if we do not make that goal. He added that this is an incentive to get
us to try to reduce our consumption at home and not by RECs.
Mrs. Samul commented that a few years ago we seriously looked at putting solar panels on the Middle School roof and as part of that discussion it did not seem economically feasible by a large margin. She asked what has changed that we feel solar panels could be put on the Middle School now in an endeavor to meet this program. Chairman Zacchio responded that the costs have come way down. He noted that when we first looked at it there were a number of issues including the cost, a thirty-eight year payoff on a twenty-year program; the cost of the panels have come down such that it makes it more much economically viable and the cost of electricity. Mr. Zahren commented that in 2008 it was estimated that eighty-seven kilowatts at $11.83 per kilowatt would cost $1,029,000 which would take thirty-eight
years to pay back; today that same one kilowatt is between $3.50 and $3.75. He commented that if you put one hundred kilowatts of capacity on the Middle School roof today and you save all of the energy savings that goes directly to your bottom line, you still have a ten-year payback. He noted that it is not the greatest investment and you would have to go into the capital budget and find $300,000 to buy one hundred kilowatts of panels. He reported that private capital will come put that in for you for absolutely nothing; you will not get 100% of the savings but you also will get a piece of the savings, you will get a locked in cost for that power for ten to fifteen years under a power purchase agreement and then you will have the right to buy the panels on the back end for a very discounted residual value and today’s panels are worth a good twenty-five years. He added that there has been a misunderstanding that somehow this was a deal where we had to
pay a lot of money for something that we were not going to get; there were a lot of problems in the past with these energy savings contracts but this is not like that, you get whatever power is produced, you keep a piece of the savings and the private capital that comes in and puts it in for you free gets the other part of the savings including the ability to sell the RECs from the panels which is how they are going to make a return on their investment.
Mrs. Samul questioned if the ten-year payback and the hundred kilowatts is an average over the ten-year period. She commented that we discussed how there is a degradation over time on the efficiency of the panels and there is also maintenance of the conversion to electricity. Chairman Zacchio responded that it would be a project in of itself to do a cost benefit analysis so we could get good numbers. Mrs. Samul commented that her concern is whether or not this is feasible because she does not want to go out and say that we are going to do something knowing full well we are not going to be able to do it. Her question was based on if she says that she can save this amount by doing solar that affects the way she thinks towards this whole project. Chairman Zacchio commented that solar is one
methodology we could use to get to that level because the dynamics of the dollars work better than they once did but there are other options as well. Mr. Zahren commented that if you want to buy the solar panels yourself and put them on the roof you have to come up with approximately $300,000 out of the Town budget and over ten years you should average $30,000 per year of energy savings which equals the money put out up front. He noted that is not a spectacular payback; some of the items in the Energy Plan had a two or three-year payback but they were not necessarily facilities that you had to replace right now so they do not make sense from a capital budget either. He added that you put in a lot of the infrastructure when you put on the new roof. He commented that the reduction in our carbon and energy uses goes right against the goals with Bright Ideas where we can get grant money in whatever by participating in that and it goes towards the goals that they
have said in the Energy Plan.
Mr. Pena commented that by agreeing to the pledge and the $10,000 grant through Bright Ideas there is no penalty if we fall short and that if the goals are not met we are no longer eligible to participate in that program in the future. He asked Mr. Zahren how else we might be able to participate should the goals not be met. Mr. Zahren responded that they anticipate a lot of new programs; they hope that this CEFIA green bank is going to have all sorts of different ways that we can access capital. He believes that now that we have the REC program in this State that the developers and private capital are here and they are serious about helping us get there. He noted that it does not mean that the Town has to pay for it with your own dollars but we do have to put the energy and effort into vetting the
whole opportunity and making sure that it works for us. He added that the Commission is anxious to participate but it also takes effort from the Council, the Board of Education, and the staff. Mr. Pena asked if Mr. Zahren sees the delay in that the Town is not helping the Commission with processing these grants. Mr. Zahren responded that is a new subject relative to the Charge for the Commission. He commented that with regards to this Bright Ideas Grant program what you commit to is not a legally binding obligation nor do they have the right to take the grant money or impose a surcharge; it is an incentive to get us to try to meet the goals that we have already set, the 20% by 2020 is already more aggressive than what they are asking us to set. He noted that from the Commission’s standpoint we believe that you should participate in this one grant program. Mr. Pena questioned with regards to someone coming in and installing the solar panels
at no cost to the Town does it mean that this party also handles the maintenance. Mr. Zahren responded yes and there is very minimal maintenance. He added that before you are looking at any capital replacement you will run out this whole purchase power agreement.
Mr. May questioned what the monies from the $10,000 grant will be spent on. The Town Manager responded that he could not say right now. Chairman Zacchio added that we would have to determine what makes the most sense; there are items that we could replace that have a payback that is advantageous but do not need to be replaced yet. Mr. Zahren reported that we received a $70,000 grant a few years ago and we had to decide internally where to use it; we ended up using it on the garage doors at Public Works and lighting replacements at the schools, all of which saved a lot of net energy costs. He added that last year we received a grant which was used for LED lighting around the Town Hall campus. Chairman Zacchio commented that this not only goes along with our desire even from creating the
Commission to try to be more energy efficient, to try to find ways for the Town to engage in non-fossil fuel related energy sources because we know that is not an infinite source and the wave of the future is renewable energy in some way, shape or form. He added that this is one of the ways we can continue to invest in that and continue to stand behind what we have already decided to do in terms of the energy efficiency side. Mrs. Samul commented that it has always been based on economic soundness also.
Mr. May questioned that if the Town pledges to purchase 20% of its municipal building electricity and we have electricity that is cheaper than the renewable energy price are we bound by this agreement. The Town Manager responded that he would not look at it as being bound, this is a goal but in terms of the cost benefit analysis it may be more expensive, for example, a solar panel over ten or fifteen years through power purchase agreement compared on an annual basis with the cost per kilowatt hour that we are paying through CCM it is hard to know but there may be a premium we are paying for it. Chairman Zacchio commented that we would choose not to do that and choose another methodology. He added that this is a very fluid market and very fluid process and the State will now start to pick-up in terms of
the programs that it offers and all designed to give Towns an incentive to work towards goals to purchase renewable energy sources. The Assistant Town Manager commented that with the Bright Ideas Grant we will not submit any applications; we will be notified by CEFIA as we accrue points. The Town Manager commented that taking the pledge is what makes us eligible. Mr. Evans commented that not all of the reductions on our energy use are going to come as a consequence of purchases; the goal is to modify our behavior in the manner within which we use electricity and efficiencies and use of our energy. He noted that the context of the pledge is not to be ready literally as a purchase but to ensure that our electricity use comes from clean energy sources by a certain percentage within a certain goal.
Mrs. Samul commented that everything has to be done by considering the economics of each case as it comes up in this program. She added that by voting yes she is relying on everybody’s opinion that this is an attainable goal which is based on economics and the purchasing of RECs if we have to as a last resort because she does not like pledging something going in thinking that she does not know that we can achieve it, it really bothers her. She questioned hybrid cars, if people in the community purchase one which she has, does that count? Mr. Zahren responded that they would have to look at the rules but in effect this program applies to Town facilities. The Assistant Town Manager added that this is for residential and business places, not vehicles.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council adopts the Clean Energy Communities Municipal Pledge and authorizes the Town Manager to execute a Bright Ideas Grant agreement.
Mrs. Samul, Messrs: Zacchio, Evans, and Pena voted in favor. Mr. May abstained.
VII. NEW BUSINESS
12/13-55 Review, Discussion & Approval: Avon Clean Energy Commission:
Amended Charge
Mr. Zahren introduced Lisa Levin, Marti Kaplan, Dick Kretz, Bob Bullis, members of the Avon Clean Energy Commission. Mr. Zahren reported that they have an extremely qualified Commission, people who really want to do good things. He added that Mr. Kaplan and Mr. Bullis have over one hundred patents between the two of them; Ms. Levin is an experienced lawyer; Mr. Kretz is a retired managing partner with one of the largest accounting firms in the region and had been with the Town’s auditor’s firm for many years. He reported that they would like to do something meaningful. He added that another member, Mitch Kennedy, is a full-time energy consultant and has a lot of good credentials. Chairman Zacchio commented that the Commission has already done something very meaningful in terms of
the Energy Plan that we adopted last fall as we did not have anything in place in terms of how our facilities were operating from an energy perspective, what kinds of opportunities would be in front of us to make those better in coordination with the plans that we have around Town in terms of updates and capital improvements; we hope the Commission will continue to do more meaningful things and while this is confusing conversations sometimes we appreciate your patience with helping us understand. Mr. Zahren responded that it is a two-way street and he appreciates the patience of the Town Manager, the Assistant Town Manager, and Town Clerk (a staff member on the Commission); the Commission cannot implement programs on their own. Chairman Zacchio recommended that the Town Manager work with the Commission to discuss the revision of their charge and this item be tabled to a future meeting.
Mr. Kaplan agreed that we do need somebody in Town to help with these programs. Mr. Kretz commented that in the past year the Commission has gone from monthly meetings to bi-monthly meetings and the proposal was that we report once year on what is going on which sounded to him like a fairly benign charge and there was not much reason for them to continue meeting. He added that they have a talented group of people with a variety of skills that want to help and volunteer their time but they want to do something that is meaningful. Chairman Zacchio responded that it is a good problem to have. Mr. Kretz commented that he has been working with Mr. Zahren for thirty years in various ventures and there is a huge amount of capital out there that is available for funding different types of projects where
the Town can take advantage of a lot of different opportunities with little to no downside, no risk, and become a model in the country for green energy. Mr. Bullis commented that the most important thing is to put a focal point within the Town but it is the Town’s responsibility to provide the structure in order to take the information that they can provide; once we do that we really put wheels on the program and questions can be answered directly because they would be embedded in any formal process that you have of managing the system. He added that it does not make any sense to come up with a wide-eyed steam for putting solar panels on anything unless there is a payback that makes sense; we are in the business of staying in business.
Mr. Evans commented that he concurred with tabling this item to come up with a charge that everyone is comfortable with and all of the Commission’s comments are helpful. He added that the work they do is very important and the Council supported the Commission over the years. He thanked each member for their dedication and hard work and goals that they have achieved and goals that will be set for our future. He commented that as we go forward he thinks we can come up with a workable framework that continues to set forth the landscape of where we see all of this going in the future is a mutual partnership between the Council and the Commission; he looks forward to working with them in the future.
Mr. Pena commented that it is a good idea to table this item right now. He added that we also had budget constraints. He asked that of the towns that have taken advantage of energy programs that are out there do they have a staff person working with them. Mr. Zahren responded that they do in West Hartford and it is self-funding. He added that there are other towns that have a Town Energy Task Force.
Mrs. Samul commented that the Commission has done yeomen’s work for the Town of Avon and we do recognize it and we do appreciate it and we want to continue down this path. She looks forward to the Town Manager working with the Commission on this new charge to be productive for the Town.
Mr. May commented that it is important to have established goals. He is a little bit more cynical about some of these green energy items and looks at things more from a financial aspect. He added that it is important to have talented people that can look at this and bring it to a Town Council where most of us are ignorant including him concerning some of the language and how these RECs and other things work. He commented it is very important for the communication back and forth if we are going to try to attain these goals so it is a partnership and it is important to have that when dealing with Commissions. He added that it is important to have cynicism too in that you do not want to have people rubber stamp everything that comes down the road; you want to have some skepticism because it makes you
as a Commission work harder to get your point across to us so we can be better educated and maybe make a better decision. He thanked the Commission.
Mr. Zahren responded that the Commission wants to address somebody who is not sold on something in particular. He commented that we cannot sell these deals just on feel good, you have to sell them on dollars and cents; the clean tech sector which includes not just solar panels and windows but everything involved and when you go out and look at what is happening in research today it is phenomenal. He noted that there are probably two hundred significant research efforts going on right now to improve battery technology so we can use it not only to run a car but drive that car to work and plug it in and provide free energy into this building for example. He noted that this clean tech sector is today what the internet and the computer was to the last decade; this is the new opportunity to deploy capital in a
free enterprise environment in a competitive environment and make money doing it and also do well by doing good. Mr. Kaplan shared another expression, “go green to save green.”
On a motion made by Mrs. Samul, seconded by Mr. Evans, it was voted:
RESOLVED: That the Town Council table agenda item 12/13-55 Review, Discussion & Approval: Avon Clean Energy Commission: Amended Charge to the July 11, 2013 meeting.
Mrs. Samul, Messrs: Zacchio, Evans, May, and Pena voted in favor.
Barbara Zuras, 428 Deercliff, commented that she listens to the Council talk about their interest in this and concern about the bottom line. She hears the Council saying the same thing that the Commission and Mr. Zahren are saying so she does not think they are far apart; it is just an issue of getting together and having that focus. She added that it is exciting. Chairman Zacchio responded that it is governance; we had put the process together to get the Energy Plan and then how the Energy Plan now gets invoked and how we look at the future is what we are trying to figure out.
12/13-56 Fisher Farm Property (Tillotson Road)
Chairman Zacchio reported that we have been in a partnership with Farmington over the Town Farm Road/Tillotson Road property as the farmer leases a Farmington piece of property and the buildings and is in a parallel lease with Avon for the land.
The Town Manager reported that this process began in October and Farmington has given their lessee notice that they are not going to renew his lease and will be terminated effective June 30, 2013. He added that he had a conversation with the lessee and it is the lessee’s intention to go ahead and finish out Avon’s lease which does not expire until December 31, 2013 and has gone ahead and planted corn. He noted that Farmington and Avon have worked together with Farmington’s Farm Sub-Committee which is a sub-committee of Farmington Town Council throughout this process. He added that we went through a competitive RFP and received a number of applicants, pared it down to two, and now it is down to one. He reported that we have done our due diligence on the applicant, we had them come
in and talk to Avon to review the Town map, talk specifically about the property and really make sure the applicant understands the scope of what they will be taking on as it is a very large responsibility with 317 acres. He noted that Farmington only has 27 acres but does have the house and the barn. He reported that the applicant has some good references, in fact, Mark Nolan has experience with him working on the farm in Simsbury; this is somebody who really wants a shot at this, they would have a farm stand on the Farmington side and in Avon the scope of the lease would be very similar to what it is now – vegetables, maintaining the property, and some grazing for grass fed cattle; no dairy at this point. He noted that there was supposed to be a meeting of the Farmington Farm Sub-Committee on Tuesday this week, it was cancelled and rescheduled to next week; it was anticipated at that meeting they were going to go ahead and formally authorize the Farmington
Town Manager to move forward and negotiate a lease with the farmer. He added that anticipating that is what is going to happen in Farmington his plan tonight is to ask Council for the same thing. He would like to go ahead and have some further conversations with them in conjunction with our Town Attorney in terms of the lease language. He has been talking to staff about his, certainly the Assistant Town Manager has been involved but a lot of different departments have had interaction with this parcel in one way or another so they all have ideas from past experience with what has or has not worked. He thinks as a result of that process we will have a lease that looks very similar to the way it is now; the Town will be well protected, we already had our insurance advisor go through and make recommendations on product liability insurance, making sure that the limits are appropriate. He noted that there is one issue; moving forward at some point the
Council would have to have a public hearing, not necessarily on the substance of the lease but on the fact that the Town is intending to enter into a lease with a lessee. He added that there is a provision in the Charter that indicates that if the Town vests any entity with some kind of authority in land, i.e. a lessee, it requires a public hearing prior to execution. He noted that we are not there yet because we do not have a lease but if he were to receive authorization to go forward, continue the conversation, he would continue to report back to Council, get a lease together, and once it is basically finished with the exception that Council has not approved it that is what we would have the public hearing on.
Mr. May asked if there is a reason why the lease is staggered with Farmington The Town Manager responded that we are going to fix that going forward. Chairman Zacchio responded that we bought it at different times. The Town Manager added that in Avon the lease was approved in 2003 but it was not effective until a year later so there were some synchronization issues that were off at the start but going forward the intent is to get all of that lined up.
Mrs. Samul commented that the procedure is that the Town Manager needs authorization from Council tonight to negotiate a contract; the contract will be negotiated and will be subject to a public hearing and Town Council approval. The Town Manager responded yes. Chairman Zacchio commented that it would be substantially the same lease language that we have today with the current lessee but with some added layers of security. The Town Manager commented that the differences would be added protections and whatever input he is able to solicit from staff based on their experience. He noted that it is a $1.00 per year lease but there are significant responsibilities for maintaining the property that go along with it.
Mr. Evans questioned how it is that we have 317 acres and we are not receiving substantial contribution by way of rent in consideration for leasing this land. The Town Manager responded that looking into the history of this when the property was purchased in 2001/2002 there was discussion at the Council shortly thereafter about the options that were available in terms of possible lease going forward. He added that the discussion was do we want to have commercial farming and make it available to the highest bidder, do we want to have some other intensive hobby farming or is our goal to preserve land value and have the property maintained and have open space. He noted that significant open space money from the State was used to defray the cost, approximately one million dollars. He added that at the
time the conversation was that the goal was to have the property maintained but not necessarily to profit from it. Mr. Evans questioned if the farmer profits from it. The Town Manager responded that one would assume that some money will be made on it; it is a very valuable piece of property in terms of the yield when you think about haying and the crops that can be grown. He noted that the way the economics of his agreement would work are such that there is going to be a lot of bartering, he is going to have outside contractors all subject to our review and approval going on the property and haying for instance, they would sell the hay, make some cash, they would give him hay for the cattle, a barter economy but there is value there.
Mr. Pena questioned how long the length of the lease will be. The Town Manager responded that he was not sure yet; he does not know where Farmington is on that. He added that it would probably be at least five years because with this kind of an endeavor there is a large start-up cost, there is a large investment in capital that the farmer is going to have to make, and for less than five years they would not be able to do it. Mr. Pena commented that if they are going to have capital it might be for more than five years. He added that we would have to look long-term to see where we want to be. Chairman Zacchio commented that we have options within the lease to notice within one growing season for termination of all of a portion of it if we wanted to expand Fisher Meadows; there are provisions
for us to be able to move on certain pieces of property within one growing season’s of notice and assume that we will have the same language built into this new lease.
The Town Manager reported that this property is to the south of Old Farms Road and to the north that property was quit claimed to the Town by Stanley Fisher in 1976 and there are a couple of parcels in the back, specifically adjacent to a gravel walking trail that connects the parking lot on Old Farms Road to the water tower and those properties on either side historically were maintained by the same lessee that we have with the larger property. The Town Manager commented that with this new lessee 317 acres is quite enough for now to digest and what we may come back and talk with Council about at some point in the future is a separate RFP to put those pieces out to bid and have somebody come in, hay them, maintain and keep them looking good. All Council members concur with the Town Manager to proceed and move
forward.
Mrs. Samul questioned that because of the State money that we got for this acquisition are there restrictions as to what we can charge for the land. The Town Manager responded that he did not think so. He added that he had our Town Attorney go through and review all documents and confirm that the proposal by this potential lessee is consistent with all of the underlying documents and the Town Attorney did not see an issue with that.
12/13-57 Review, Discussion, Set Public Hearing Date: Acceptance of Drainage
Easement – 20 Guernsey Lane
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That Town Council set a public hearing date to be held at their July 11, 2013 meeting to consider acceptance of a 20’ Storm Drainage Easement and shown as “Map Showing 20’ Storm Drainage Easement & Unrestricted Right to Drain to be conveyed to the Town of Avon across property of 20 Guernsey Lane Avon, Connecticut, Connecticut Scale 1”=40’ date 6/07/12 Sheet 1 of 1.”
Mrs. Samul, Messrs: Zacchio, May, Evans, and Pena voted in favor.
12/13-58 Review, Discussion, Set Public Hearing Date: Acceptance of Easements in
Weatherstone Subdivision (Lofgren Rd., Sheffield Ln. & Northington Dr.)
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That Town Council set a public hearing date to be held at their July 11, 2013 meeting for the following purposes:
1. To accept Conservation Easements shown and designated as “Conservation Easement” on maps entitled “WEATHERSTONE SUBDIVISION PLAN PREPARED FOR WEATHERSTONE OF AVON LLC, Lofgren Road, Sheffield Lane and Northington Drive, Avon, Connecticut Date: May 14, 2007 last revised 7/31/08 Scale: 1 IN.=40 FT. Sheets 4,7,8 and 9”. Parcels One, Two, Three and Four.
2. To accept Drainage Easement shown and designated as “Sanitary Sewer and Flowage and Drainage Easement to the Town of Avon” on a map entitled “WEATHERSTONE SUBDIVISION PLAN PREPARED FOR WEATHERSTONE OF AVON LLC, Lofgren Road, Sheffield Lane and Northington Drive, Avon, Connecticut Date: May 14, 2007 last revised 7/31/08 Scale: 1 IN.=40 FT. Sheet 4”
3. To accept Sanitary Sewer shown and designated as “Sanitary Sewer and Flowage and Drainage Easement to the Town of Avon” on a map entitled ‘WEATHERSTONE SUBDIVISION PLAN PREPARED FOR WEATHERSTONE OF AVON LLC, Lofgren Road, Sheffield Lane and Northington Drive, Avon, Connecticut Scale Date: May 14, 2007 last revised 7/31/08 Scale 1 In.=40 FT. Sheet 7”
4. To accept “Sanitary Sewer Easement to the Town of Avon” on a map entitled ‘WEATHERSTONE SUBDIVISION PLAN PREPARED FOR WEATHERSTONE OF AVON LLC, Lofgren Road, Sheffield Lane and Northington Drive, Avon, Connecticut Scale Date: May 14, 2007 last revised 7/31/08 Scale 1 In.=40 FT. Sheets 7,8,9 and 10”
Mrs. Samul, Messrs: Zacchio, May, Evans, and Pena voted in favor.
12/13-59 Sign Tax Warrant (Rate Bill)
Chairman Zacchio reported this is the rate bill to allow Deborah Fioretti, Tax Collector, to be able to bill the Town residents for their taxes. The Town Manager added that the Board of Finance sets the mill rate and then annually Council authorizes the Tax Collector to collect the taxes.
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council authorizes the signing of the Tax Warrant/Rate Bill, as presented.
Mrs. Samul, Messrs: Zacchio, Pena, May, and Evans voted in favor.
12/13-60 Agreement with Canton for Assessing Services
Chairman Zacchio reported that we share assessing services with Canton on an ongoing basis. He noted a small rate fee increase due back to the Town of Avon.
Mrs. Samul questioned the reason for the 2.25% increase. The Town Manager responded that it is an increase in the general wage. Mr. Evans questioned if the $54,564 is gross to include payroll taxes and all costs related to this service. The Town Manager responded yes. Mr. Evans questioned that it involves two different people. The Town Manager responded that it involved primarily one but there is an Assessment Technician who spends some time on it as well. He added that this agreement is really working well.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council authorizes the Town Manager, Brandon Robertson, to sign and execute an agreement with the Town of Canton for assessing services for a period of one year from July 1, 2013 through June 30, 2014.
Mrs. Samul, Messrs: Zacchio, Pena, May, and Evans voted in favor.
12/13-61 Contract Recommendation: STEAP Phase III
Chairman Zacchio reported that this is for the extension of sidewalks and granite curbing down past the Board of Education Annex building to the Sperry Park area and connect up to the Rails to Trails.
On a motion made by Mr. Evans, seconded by Mr. May, it was voted:
RESOLVED: That the Town Council awards a contract to Williams Stone Co. of East Otis, MA for the provision of granite curbing, based on their bid in an amount not to exceed $35,486.66 and a contract to Clover Construction of Bristol, CT for the installation of granite curbing and concrete sidewalks, based on their low bid in an amount not to exceed $159,972.50.
Mrs. Samul, Messrs: Zacchio, Pena, May, and Evans voted in favor.
12/13-62 Contract Recommendation: Deepwood Drive Drainage Improvements
Chairman Zacchio reported that we have a washout area that goes down the backside of Deepwood Drive and washes out over New Road and down eventually into the Farmington River. He added that we attempted to apply through FEMA for that reimbursement and at first thought we might be getting some reimbursement but found that we are not getting that; we do have the funds available to do this through capital. He noted that Tabacco & Son Builders had originally looked at this job and since the fall we have had more erosion so the price is slightly higher than last fall. The Assistant Town Manager reported this was a bid that we put out in April 2012, bids were due in May 2012, and was only obligated to hold their bid for ninety days; they were $20,000 below the next bid. He added that they went back
out with Engineering Department staff this spring and there were additional trees that had fallen, additional washout, and the recommendation was to add a 5% markup.
Mrs. Samul commented there are repairs of the bituminous, the installation of the pools and the reestablishment of the dislocated soils. She questioned what the upper area includes. The Assistant Town Manager responded that there is the over land movement of the water between Deepwood Road and New Road and then there is storm drainage beneath New Road and it goes from New Road to the river. He noted that it we correct the problem on the upper area that is going to resolve the majority of the problem. She asked if we are doing all three of the above mentioned items. The Assistant Town Manager responded yes, in the upper area. Mrs. Samul questioned if we need to go out to bid again because the numbers have changed and time has lapsed. The Assistant Town Manager responded that they
were required by the bid to hold their price for ninety days which is standard for us; they agreed to hold it until we found out about FEMA and then in the late fall said they could revisit it with them in the spring.
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council awards a contract to Tabacco & Son Builders, Inc. of Bristol, CT for Deepwood Drive drainage improvements, based on their bid in an amount not to exceed $94,500.
Mrs. Samul, Messrs: Zacchio, Evans, May, and Pena voted in favor.
12/13-63 Resignation: Natural Resources Commission (R – 12/31/2013)
On a motion made by Mr. May, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council accept with regret the resignation of Dr. Susan May from the Natural Resources Commission.
Mrs. Samul, Messrs: Zacchio, Evans, Pena, and May voted in favor.
12/13-64 Appointment: Natural Resources Commission (R – 12/31/2013)
On a motion made by Mr. Evans, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council table agenda item 12/13-64 Appointment: Natural Resources Commission (R – 12/31/2013) to the July 11, 2013 meeting.
Mrs. Samul, Messrs: Zacchio, Pena, Evans, and May voted in favor.
12/13-65 Resignation: Town Council Representative for AVFD
On a motion made by Mr. Pena, seconded by Mr. Evans, it was voted:
RESOLVED: That the Town Council accept with regret the resignation of David Bourgard as Town Council Representative to the Avon Volunteer Fire Department.
Mrs. Samul, Messrs: Zacchio, Pena, Evans, and May voted in favor.
VIII. TOWN MANAGER’S REPORT/MISCELLANEOUS
Misc. A: Purchasing Update: The Town Manager reported that we do have funding effective July 1, 2013 for fuel tanks at Public Works, something that we did not fund in the current budget year but it was in the prior two years so we will continue to remove tanks and put in new above ground fuel tanks. He added that in terms of capital projects, another cluster is the Board of Education projects including ADA and we budgeted $240,000 in FY 13/14 for security items at the schools. He noted that Bruce Williams, Director of Public Works, is working with John Spang and Board of Education staff to get those specs together. He reported that the State legislature has appropriated $5 million statewide to help defray the costs of security related improvements in public
schools. He reported that we recently received the grant package and applications are due on July 29th so we will look to see which, if any, of our projects meet the grant requirements.
Mrs. Samul questioned the printing services bid with regards to another vendor being a low bidder. The Assistant Town Manager responded that when we broke out the bids there was one clear bid that was low for the finance pieces and that came out. He added that the net bids for the balance between the two bidders, Graphic Image and the second were within a couple of hundred dollars. He noted that we have the right in our bid to go back and renegotiate in the best interest of the Town; both companies were asked if they would be willing to entertain a discount to have the work, the second company said no and the first company said they would give us 5% if they get the business; we received that in writing and went with that company. Mrs. Samul questioned who the low bidder is regarding the sewer
geodatabase. The Town Manager responded that is still pending and it may be brought back to Council before making an appropriation. He noted that there is funding available; the initial thought was to use the unexpended appropriation for the Haynes Road project, there was $425,000 and some of the money was used for various improvements but there is still approximately $400,000 remaining. He noted that it is not exactly what the money was initially appropriated for. He added that the amount for the project is probably in the $30,000 range.
Misc. B: Construction Update: The Town Manager reported that under the Pavement Management Program we recently tried a new pavement technique called heater scarification and other communities have used it. He noted that we most recently used it on Bayberry and Cider Brook. He reported that one issue is that it kicks out a lot of heat on either side of this machine and either side of the road on Bayberry is brown. He noted that once this process was completed on Bayberry the tree truck was going to trim it back and take care of some of the canopy. He added that it is a very good and effective process that works well but it does have this issue. Chairman Zacchio noted that there are some roads that the canopies are closer than others. Mrs. Samul
questioned if this is a piece of equipment that we rent. The Town Manager responded that there is a contractor that is doing the work. Mr. Evans questioned if this is a slower process. The Town Manager responded this is a very different type of process. Mrs. Samul commented that this would be done instead of milling. The Town Manager responded yes. He added that he has had calls about it and explains that it is not going to stay that way; we will be raising the catch basins and putting down an overlay and will feel and drive very much like brand new pavement. Mrs. Samul questioned if there have been any other comments from the property owners. The Town Manager responded that he has only heard from one that had some concerns about it. Mr. May questioned the pricing with this process. The Town Manager responded this method is much cheaper.
The Town Manager reported that we had a conversation earlier this week with a group that is involved with the playground project at Roaring Brook School. He noted that most recently there was a very nice article in Avon Life about the project. He reported that the group has raised approximately $107,000 to date to offset the costs; they came to talk to us. He will have Bruce Williams, Director of Public Works, do some value engineering, put it out to bid, and see if we cannot get the price down for them and help with in-kind services. Chairman Zacchio noted that he just received a flyer for buying pavers around the playground so they are still in full swing for fundraising. The Town Manager responded yes they still are in full swing. Mrs. Samul commented that this group should be
commended as they have done a great job.
Misc C: Bike Related Improvements (Status): The Town Manager reported that we looked at Burnham, Scoville, and Thompson Roads with regards to bike sharrows. He noted that we have approximately $2,500 in the budget to work with for fiscal year 2013/2014. He reported that we were approached by a very well known engineering firm, VHB, with an idea for them to ride those few roads with helmet cameras and come up with designs for sharrows. He noted that we would have a professional engineer signing off on a proposed plan for the deployment of these sharrows. He reported that the bike ride would take place on June 12th. He added that at Council’s next meeting he would include this as a regular agenda item to discuss the results of the VHB
ride through and Mark Rinaldo, Chief of Police, could give a more extensive review and answer questions about the accident information.
Misc. D: ORAFOL/O’Neill’s Chevrolet: The Town Manager reported that he attended O’Neill’s grand opening; Chairman Zacchio and Mr. Pena were also in attendance. He reported that he and Mr. Pena were at the ORAFOL dedication of the additional 50,000 square feet; it was a very nice event. He added that the owner of the company was here from Germany and the President of the company also spoke along with the DECD Commissioner.
Misc. E: Senior Center Programming Award: The Town Manager reported that the Senior Center has recently been recognized with an award. Jennifer Bennett, Senior Center Coordinator, was present at the meeting to receive congratulations. She noted that she was also interviewed by the Hartford Courant for an article regarding the award and there is an article in the Valley Press as well. She reported that the group was called Taking Charge. She has a graduate at the Senior Center through June 21st who did a survey with the seniors at the Center and one of the things they realized is the seniors talk a lot in the Center about themselves and their needs but then they forget when they leave the building to advocate for themselves so the group was to
empower the seniors to speak up and advocate for themselves. She noted that some of the specific groups were on frauds and scams, how to make the most out of your doctor visits, how to get active in your community and to speak up for yourself and be heard in a positive way; it was also mutual aid and support and it was wonderful. She added that it is one of the many things that they do at the Center but as a social worker she is all for a group; it is important for them to come together, it brought new people to the Center and as a result relationships were formed and it was amazing. Mrs. Samul commended Mrs. Bennett for using interns; this is not the first intern that the Center has had. Mrs. Bennett responded that she has been taking interns for five and a half years. Mrs. Samul added that ever year they bring new ideas and she thinks Mrs. Bennett does a terrific job with them because they learn a lot also. She added that the Town benefits from
the use of interns and if we can extend this to any others in Town we would be well advised.
The Town Manager reported that a few weeks ago he went to a presentation made at the Senior Center by several officers to talk with the seniors about a program called “File of Life.” He added that there is a checklist of contact information, medical conditions, etc. that the resident fills out and they put it into a plastic pouch attached to a magnet that goes on the refrigerator so if the first responders or police have to be called to that house for whatever reason they see the magnet and all of the vitals are there. It was a good program.
Misc. F: Farmington Waste Water Treatment Plant Expansion: The Town Manager reported that Farmington is looking at designs and upgrade options to expand their waste water treatment plant. He noted that Avon does not have a treatment plant and we send all of our effluent to Farmington, Canton, and Simsbury through agreements we have with all of them.
Misc. G: Old Farms Road Project(s): The Town Manager reported we are in good shape with the bridge and the intersection; in terms of the road re-alignment he will have something more definitive for the next Council meeting. He added that within the next two and half weeks he is anticipating that we will have a meeting with CRCOG, DOT, and FHWA to get some definitive direction on this.
The Town Manager recognized Mark Rinaldo, Chief of Police, and Gary Mala, Superintendent of Schools in the audience. He reported that they are announcing the orange ribbon campaign. Chief Rinaldo thanked Mr. Mala for helping with the program. He noted that the program will begin next Friday, June 14th from 6:30 a.m. to 9:00 a.m. Police and Superintendent of Schools’ office staff will hand out the orange ribbons to the students and parents that come into the high school and ask them to be aware of driving safely including distractive driving, drinking while driving, and speeding. He added that will be followed up with some enforcement throughout the Town; he is hoping this is a success. He noted that we have done some programs before in the high school and it is time to
do another one. Mr. Pena commended everyone involved with this campaign. He shared an idea to perhaps do the next campaign on a regional level with the other Valley towns. Chief Rinaldo responded that they do work with the other Towns.
The Town Manager reported that this is the time of year for whatever reasons the speeds start to inch up around Town. He added that we have a number of high attention areas in Town that we do pay close attention to. Chief Rinaldo commented that they generally look at the highest accident rate areas in Town and ask their officers to go out and do enforcement in that area, in addition to the other things that they have to. He added that they take into consideration citizen complaints. He noted that a lot of times they get complaints from areas that may not have a high accident rate but it might be a quality of life issue, someone speeding on Burnham Road or through a neighborhood. He reported that they spend their time reducing incidents in high accident areas and respond to citizen complaints
and concerns. He noted that an analysis will be done in July; they are not outrageous but we have had some serious accidents and those usually occur later in the evening hours and try to deploy officers to where they can at least slow down cars and make an impact. He noted that some of the areas that they have concentrated on, there has been a reduction in accidents, Country Club and West Avon is one of them which is a high accident rate area and highly traveled road. Chairman Zacchio questioned if we are deploying the speed notice trailer. Chief Rinaldo responded that the speed trailer is a bit outdated so we put it out but the solar panels run out quick so it is cumbersome to get out there. He added that they are looking at purchasing a new one in the FY 14/15 budget. Chairman Zacchio deferred to the Town Manager to see if there are ways for us to look at grants or fit that into the FY 14/15 operating budget. He noted that if you move
that around into some of those focused areas that are already identified it helps people to slow down. He commented that if we can think about creative ways to fund those items, they are pretty important aspects to the police work. Chief Rinaldo added that it can also be used to count traffic.
The Town Manager reported there have been a number of black bear sightings, including one on New Road where DEEP responded so time to be aware again. He added that reminders have been posted on the Town’s web site. Chief Rinaldo commented that they do respond to all bear calls. Mrs. Samul questioned if anyone has done an update at the Senior Center on bears. Mrs. Bennett responded yes, the Community News alert came out and it was posted at the Center.
Chairman Zacchio thanked Gary Mala, Superintendent of Schools, for the name tags that Council members received. He reported that the Board of Education instituted name tags for different events. Council members also thanked the Board of Education.
The Town Manager reported that he received a call this week with news that ACORN is interested in submitting applications to the United States Tennis Association (USTA) for funding for lights at the Avon Middle School tennis courts. He noted that we had this conversation back in the fall. He added that the group did get approval from Planning and Zoning. He noted that he made it clear to the group that the Town does not have any funding for this; we are happy to provide moral support, he can sign off on grant documents, and there is the possibility that if they are successful in their fundraising and if it works in our schedule we will help them with in-kind services. He reported that it is an approximate $65,000 project. Mrs. Samul commented that there is the upfront money and then there is
the cost of the operating utility. She noted that in other states she understands that you put a quarter in, turn a dial, and get so many minutes of light. She would like to explore that type or whatever is more current in that regard. Chairman Zacchio commented that we should have this group talk to the Clean Energy Commission to discuss a solar opportunity and see if there is grant money available; maybe that is a nice seed starter which is highly visible, it works, and there would be no energy cost going forward. The Town Manager responded that he would explore all of those options.
The Town Manager reported that we had submitted applications for the sidewalk on Country Club Road and paving rehabilitation. He noted that he did not think any determination has been made definitively in terms of awards but he did not think Avon is going to be at the top of the list. He added that it was going to be a very competitive round.
Mrs. Samul questioned the status of the Old Wheeler Bridge and if we hired a contractor to do the work. The Assistant Town Manager responded that we selected a firm and there is no proposal yet on the table in terms of how many hours the design will take. Mrs. Samul questioned if we have to go out to bid again for the work. The Assistant Town Manager responded no, there was an engineering firm selected through the RFP process that the State has approved and based on the scope of the work they come up with and man hour proposal for what it is going to take to design a bridge, the State and the Engineering Department have to agree that is acceptable. The Town Manager reported that we are using federal money, subject to federal requirements, and the Town Engineer is working with the consultant to try
to find ways to streamline the project. He added that he would report back on something more thorough at the next Council meeting.
XI. ADJOURN
On a motion made by Mr. Pena, seconded by Mr. May, it was voted:
RESOLVED: That the Town Council adjourn the meeting at 10:00 p.m.
Mrs. Samul, Messrs: Zacchio, May, Evans, and Pena voted in favor.
Attest:
Ann L. Dearstyne, Substitute Clerk
(for Caroline LaMonica, TC Clerk)
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