I. TIME AND PLACE OF MEETING
Ms. Menard called the meeting to order on Tuesday, January 15, 2008 at 7:30 p.m. at the East Windsor Town Hall
II. ATTENDANCE
Denise Menard, First Selectman
Gilbert Hayes, Deputy First Selectman
Mark Simmons, Selectman
Edward Farrell, Selectman
Dale Nelson, Selectman
III. ADDED AGENDA ITEMS - None
IV. PREVIOUS MINUTES
Regular Meeting Minutes of December 18, 2007
MOTION: To accept the regular meeting minutes of December 18, 2007, as submitted.
Made by Mr. Hayes, seconded by Mr. Simmons
Discussion: Mr. Farrell detailed the following changes: Page Four, Section IX, Item B, Discussion portion – the second sentence should read: “The fundamental purpose of the contract is to provide time and money from the town to permit the Ambulance Association to be a free enterprise.” Also in the discussion portion in the six sentence the end of that sentence the reference to “Town” should be changed to reflect that “…Tom Clynch is the principle stock holder…”,
AMENDED MOTION: To accept the regular meeting minutes of December 18, 2007, as corrected.
Made by Mr. Hayes, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
V. PUBLIC PARTICIPATION
Kathleen Pippin, Broad Brook
As a citizen she is concerned about what she has seen of the Police Commission for the last two to three years. She is worried that they seem to be an entity unto themselves. She feels there should be a Resolution passed that the Commission needs to go before the Boards of Finance and Selectmen when making decisions that require 2 ½ hour Executive Sessions. Maybe something needs to be stated in the Charter that the Boards of Selectmen and Finance need to be more involved with this Commission.
William Loos, Melrose Road
The WPCA sewer service map has been altered by the WPCA to include more area and he understands going to the State with the changes is the question. He feels no more should be added and there are plenty of sewers. Many of the septic systems work fine and septic systems do not effect the water table. He stated there is a problem in Enfield with the water table and it has to do with the amount of sewers present. The new map incorporates more and he feels they should change the map back to the one East Windsor had.
VI. COMMUNICATIONS – For the Boards information.
Connecticut Labor Force Data/October 2007
VII. SELECTMEN’S REPORTS
A. Denise Menard, First Selectman
· A notice has gone out to Boards, Commissions and Recording secretaries that there will be an FOI meeting in February. This meeting will be considered the annual meeting. Ms. Menard also anticipates another meeting to discuss future planning in the Fall 2008.
· Currently there are interviews at the Senior Center for part time clerical position.
· Ms. Menard has been in contact with state representatives about financial assistance opportunities. Ms. Menard has notified town offices about opportunities that may be available through Mr. Larson’s office for financial assistance. They are going to do planning now on financial assisted programs that way the departments are prepared if an opportunity arises with a short time to respond.
· Shared services: co-working IT with the Board of Education is working well projects include upgrade servers, upgrading E-mail and addressing training needs.
· Ms. Menard received notice that the clerical/police Union contracts are due and negotiations have begun.
· Town office telephone system is a challenge, currently there are three providers for three services and it is confusing. This will be addressed in the future.
· There will be a Metro Hartford Alliance meeting on Friday. Also Ms. Menard has met with the Chairman of the EDC and researching ways to attract business. They will update the web site and meet with businesses and discuss grant opportunities. The initiative is for the town to be business friendly.
· Ms. Menard and Mr. Hayes met to discuss alternative ideas for senior and disabled transportation – an item to be discussed later.
· The requests for budgets are out. Ms. Menard has been in contact with the Chairman of the Board of Finance to discuss ideas to improve the process. One idea is that while the Town budgets are being gathered the BOF can discuss the Capital Improvement Plan and the Board of Education budget. They are also researching ideas for better communication.
· The Assessor advised that the Town won the lawsuit against Burlington Coat Factor.
B. Gilbert Hayes, Deputy First Selectman
· Greater Hartford Transit is still looking into the issue of transportation for the disabled under 60. The problem is a matter of cost and that is a Town problem to address. (Mr. Farrell inquired if there are contact persons at the DOT who we can contact in this regard. Mr. Hayes indicated maybe the contact person for the DOT budget.)
· The taxpayers had requested monies into the budget for Internet at the library and that came through via shared services. The library now has Internet access.
C. Edward P. Farrell, Selectman – No report
He inquired as to the flag issue as to the veterans and the fire department. Ms. Menard indicated that she anticipates a meeting in her office to get on board with the fire department and the flags in the cemeteries.
D. Dale Nelson, Selectman – No report.
E. Mark Simmons, Selectman
· Mr. Simmons attended the CCM conference for new selectmen and it was excellent. There are many resources available through CCM and they are open to contact and offering assistance where needed. There was an attorney present to discussion the FOI information. There is information from this conference in the First Selectman’s office.
· Parks and Recreation hosted intense discussion regarding the BMX Skateboard park. Also it was noted that there are 115 acres of area maintained by one person at Parks and Recreation.
· The Veterans Commission has $10,000 in their operating budget and has had a successful year. The next activity is the May 26 Memorial Day at Warehouse Point Park. Mr. Simmons also mentioned that this Commission is always looking for membership and you do not have to be a Veteran to be a member.
VIII. BOARD AND COMMISSION RESIGNATIONS & APPOINTMENTS
Ms. Menard reiterated that it is difficult to get volunteers for Boards and Commission and she indicated she has made strides to obtain names for the various vacancies that exist, including through the parties. She has made efforts to get the vacancies posted on Cox Communications. She also has surveyed surrounding towns to determine how they react to filling vacancies on various boards and commissions.
A. Resignation:
1. Dale Nelson, Board of Finance & Ethics Commission
MOTION: To accept the resignation of Dale Nelson from the Board of Finance and its subcommittees and the Ethics Commission.
Made by Mr. Farrell, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
2. JoAnn Kubick, Board of Education
MOTION: To accept the resignation of JoAnn Kubick from the Board of Education.
Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
B. Re-Appointments:
1. Extend the term of the Ad Hoc Shared Services Committee
18-month term to expire 8/1/2009, and reappoint Gil Hayes, Timothy Howes, John Pica-Sneedan, Bill Raber, Noreen Farmer,
Marie DeSousa for terms expiring 8/1/2009
MOTION: To extend the term of the Ad Hoc Shared Services Committee for an 18 month term to expire 08/01/2009 and to reappoint the following members for terms to expire 08/01/2009: Gil Hayes, Timothy Howes, John Pica-Sneedan, Bill Raber, Noreen Farmer, Marie DeSousa
Made by Mr. Simmons, seconded by Mr. Farrell
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED
2. Extend the term of the Natural Resource Preservation Committee 18-month term to expire 8/1/2009, and reappoint
Janice Warren (U), Albert Grant (U), James O’Donnell (D),
Michael Kovalcek (R) and Barbara Smigiel (U) for terms
expiring 8/1/2009.
MOTION: To extend the term of the National Resource Preservation Committee for an 18 month term to expire 08/01/2009 and to reappoint the following members for terms to expire 08/01/2009: Janice Warren (U), Albert Grant (U), James O’Donnell (D), Michael Kovalcek (R) and Barbara Smigiel (U).
Made by Ms. Nelson, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
3. North Central District Health Committee
Carol Sargent, (U) 3-yr. to expire 2/1/2011
MOTION: To reappoint Carol Sargent to the North Central District Health Committee for a three year term to expire 02/01/2011.
Made by Ms. Nelson, seconded by Mr. Farrell
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
C. New Appointments:
*Planning and Zoning Commission
*Veterans Commission
*Charter Revision Commission
*Ethics Commission
D. Vacancies: Attachment
MOTION: To go out of agenda order to New Business, Item A Establish BMX/Skateboard Park Study Committee
Made by Mr. Hayes, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
A Establish BMX/Skateboard Park Study Committee
Ms. Menard addressed the Board and the large crowd present for this agenda item. It was made clear that before fundraising can be done for the concept of a BMX/Skateboard Park ground work needs to be done by a Committee, providing the Board of Selectmen with specific recommendations as to equipment, location, funding and a myriad of information, as set forth in a specific charge that Ms. Menard drafted for the Board of Selectmen’s potential action. Mr. Simmons echoed the sentiment, that this was discussed at Parks and Recreation, but it is important to walk before we run with this idea. Ms. Menard outlined that advisors were key to this committee as well as they will provide insight and field inquiries as the Committee addresses its charge. The Selectmen gave examples of Towns
that might have had more success with their parks had they taken the time to address all the issues before instituting the park. The idea is to do the Park planning right the first time around so as to have success. Ms. Menard indicated the charge information was provided by Parks and Recreation and organized in a fashion by Ms. Menard.
The potential for liability was discussed. This will be addressed by the Committee, but Ms. Menard outlined that information from CIRMA indicated no red flags as to a skateboard park. The number of members on the committee was discussed, including if ten members were too many. After discussion it was decided that seven voting members and three (nonvoting) advisors, was a positive way to go as there is a need for several people doing different jobs and there are many areas to look into. At this point Ms. Menard opened the floor to the public for discussion:
Kathy Bilodeau, 343 Scantic Road
Ms. Bilodeau indicated that the Board of Selectmen will find that several items on the proposed charge have already been met with work done to date on this concept. She also addressed the concerns regarding the number of members on the committee. She felt that if you reduce the number of workers for this committee it is to their detriment as it is unusual to have so many volunteers interested in a project. She also inquired if the word fundraising in the charge allows for this committee to begin fundraising as there are opportunities for that available.
Ms. Menard stated that the charge does not allow for the committee to begin fundraising.
Brenda Crockett, 10 Rockville Road
Ms. Crockett outlined that the advocates for this BMX skate need to get a site for the Park and they are prepared to speak with the Board tonight.
Later Ms. Crockett indicated they were looking forward at progressing with this project after tonight’s meeting. She wanted to reiterate that they understood that the need to come back and clearly define a recommendations, as set forth in the specific charge, which would be emailed to the members. She indicated her understanding that they also have to incorporate Parks and Recreation, as well as a land use agencies and obtain information from vendors on potential site recommendation.
Lynn Stanley, 86 Rye Street
She spoke from past experiences in working on the playground committee. A committee of seven is more than enough as any more than that it gets difficult to coordinate schedules and get enough members at a meeting for a vote. She thinks it is great to have the three advisors. She stated they have gotten a lot of research done and have material to share. She has the Risk Manager information and no towns have issues with liability. She has information from the Newington and Enfield Risk Mangers to share. The people working in this regard have narrowed the possibility of a site to two locations. They have materials for the Selectmen to look at as well and plans for fundraising.
It was understood that when the recommendation has been accepted by the Board of Selectmen and the Parks and Recreation Commission then fundraising can begin. It was suggested that maybe it would be possible for the Board of Selectmen and the Parks and Recreation Commission to meet jointly for the presentation. There will be a clear charge. Also volunteers can help on the Committee as well.
Laurie Gabriel, 74 Miller Road
She felt it may be a problem to get seven member and there should be less on the primary committee. She stated they cannot give a price on equipment and such unless they know what land will be used.
Ms. Menard indicated the Committee needs to address the items in the charge and return to the Board of Selectmen with their recommendation.
Melissa Green, Parks and Recreation Director
She stated she is in support of this project and wishes to see it done properly. She reminded the crowd that this proposed use of town land will have to go before the Planning and Zoning Commission, so it is important to have a land use advisor. She also indicated that contractors will come out and look at potential locations to give quotes and schematics. She suggested that the Committee could also meet with the Planner.
The audience was polled and members for the committee were selected.
MOTION: To recommend establishing a BMX/Skate Park Study Committee for a term expiring December 31, 2008 to consist of 10 members: seven (7) voting members at large, one land use adviser (to be determined), one Parks and Recreation advisor (Nicole Hayes), one Board of Selectman advisor (Mark Simmons). The Charge for the Committee is to present the Board of Selectmen with recommendations on: location of the park with consideration of population and visibility; selection of equipment; configuration of equipment on the recommended parcel; enclosure requirements; method of operation; cost of and funding for the park; maintenance requirements including costs, personnel and funding; and liability issues.
Made by Ms. Nelson, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: To appoint the following people to the BMX/Skate Park Study Committee for a term to expire December 31, 2008: Lynn Stanley, Barbara Fitzsimonds, Brenda Crockett, Chris Arre, Linda Ritter, Lori Gabriel, Laura Harney.
Made by Ms. Nelson, seconded by Mr. Hayes
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
*It was the consensus to remain out of agenda order to address item XI Executive session.
MOTION: In accordance with Connecticut General Statutes Section 1-200(6)(a), to enter into Executive Session at 8:45 p.m. to include the Board of Selectmen only.
Made by Mr. Hayes, seconded by Ms. Nelson
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: To come out of Executive Session at 9:05 p.m.
Made by Ms. Nelson, seconded by Mr. Hayes
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: In accordance with Connecticut General Statutes Section 1-200(6)(a), to enter into Executive Session at 9:06 p.m. to include the Board of Selectmen, Noreen Farmer as Chairman of the Board of Finance and Attorney John McKenna.
Made by Mr. Simmons, seconded by Ms. Nelson
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: To come out of Executive Session at 9:14 p.m.
Made by Ms. Nelson, seconded by Mr. Hayes
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: To retain Goodman, Rosenthal & McKenna as Town Counsel for the Town of East Windsor for a term ending January 31, 2011.
Made by Ms. Nelson, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: To retain Chinni & Meuser as Special Legal Counsel for certain labor matters, as deemed appropriate by the Board of Selectmen, services and rates as outlined in Chinni & Meuser letter dated January 5, 2008.
Made by Mr. Farrell, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: To return to regular agenda order.
Made by Mr. Simmons, seconded by Mr. Farrell
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
IX. UNFINISHED BUSINESS
A. Board of Selectmen Board and Commission Assignments
The Board discussed this item and determined the following for Board and Commission Assignments:
Denise Menard: Board of Finance, Capital Improvement
Gil Hayes: Conservation Commission, Volunteer Incentive, Board of Education
Mark Simmons: Public Safety Committee, Planning and Zoning, EDC, Parks and Recreations, Veterans Commission
Edward Farrell: American Heritage River, Ambulance, WPCA
Dale Nelson: Building Committee, ZBA, Elderly Commission, Police Commission, Housing Authority,
It was discussed that obtaining the minutes are sufficient and there is no need to attend all meetings. Also the Ms. Menard will advise the Selectmen if there are hot topics and then will suggest they attend meetings, if appropriate. This can be revisited in the future if adjustments are necessary.
MOTION: To go out of agenda order to New Business, Item B. WPCA/Sewer Service Area Map, Review and Comment
Made by Mr. Simmons, seconded by Mr. Hayes
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
B. WPCA/Sewer Service Area Map, Review and Comment
Kevin Leslie, WPCA came before the Board and distributed his memo dated December 3, 2007 and the attached Sewer Service Area Map final draft (dated 11/30/07) for the Board’s review and comment.
Mr. Leslie gave the history of why the Sewer Service Area Map has been revised, including changes in statutes, legislation and potential funding from the state as a result of the parameters of the sewer service map. He also outlined the work by the WPCA in getting to the draft dated 11/30/07, which is before the Board this evening. Mr. Leslie provided the existing service area map and the current draft, as well as the State’s Plan of Conservation and Development map. He outlined that a three person subcommittee, including a member from North Central Health, a member of Russo & Associates, as well as the Town Planner were involved in the drafting of the service area map in an effort by the WPCA to get several points of view. Mr. Leslie outlined the potential obstacles ahead of getting this
draft through DEP and his opinions on what issues the DEP will have with this proposed map and the thought that it will be presented with an eye toward what the DEP might require and how it may be returned to the Town for changes. Mr. Leslie outlined some personal experience with DEP and often times the DEP will challenge the town and its ideas for the map when there is a need for funding. WPCA would like to finish up the proposed changes and present it to the State and then try to negotiate its position as they do not want to jeopardize future State funding, but they want the town to be in a position to be able to apply for funding on larger projects. The WPCA is seeking recommendations from various boards and commissions, then the subcommittee will finalize the map and then the public hearing process will begin in town before it goes to the state.
MOTION: To advise the WPCA that, after review of the 11/30/07 revised sewer service area map, the Board of Selectmen concur with the map to be proposed to the DEP.
Made by Mr. Simmons, seconded by Ms. Nelson
VOTE: IN FAVOR: Menard, Hayes, Simmons, Nelson
Abstained: Farrell
MOTION CARRIED.
MOTION: To return to agenda order
Made by Ms. Nelson, seconded by Mr. Hayes
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
B. Adult Day Care/Disabled Transportation
Mr. Hayes provided comments to the Board on the Independent Transportation Network (INT) which is a program started in Portland, Maine where there is no cost to the Town, volunteers drive donated cars. This is a 24/7 service with a $40 annual fee and the rate of $2 a ride (although that is not a set rate) for a door to door service. This piece can help with the senior adult daycare issues, but it cannot address the disabled issues. The program also has a piece where you can volunteer driving hours and build up credits to use when you are older and in need of the service. This agenda item will be removed as the Selectmen have obtained all the information they can, but there are no immediate programs available, just concepts and future plans. This item will be addressed in the Conversation with
Seniors and if opportunities arise in the future, it can return as an agenda item. For now, by consensus, the item will be removed from the agenda.
C. *Steve Knibloe - Karen Boutin
Park Hill – Payment in Lieu of Taxes
X. NEW BUSINESS
A. Establish BMX/Skateboard Park Study Committee – Addressed above, out of agenda order.
B. WPCA/Sewer Service Area Map, Review and Comment – Address above, out of agenda order
C. Capital Region Council of Governments Two Resolutions
· East Windsor’s Participation in CRCOG’s Regional Performance Incentive Programs
MOTION: To adopt the following resolution:
Be it resolved that the East Windsor Board of Selectmen does hereby endorse the referenced “GIS Flight and Mapping Data” Regional Performance Incentive Program project proposal and authorizes the First Selectman to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Made by Ms. Nelson, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: To adopt the following resolution:
Be it resolved that the East Windsor Board of Selectmen does hereby endorse the referenced “Regional Traffic Team/Accident Investigation Unit; Regional Law Enforcement Data Sharing; Regional Law Enforcement Training Center; Regional EOC Facility” Regional Performance Incentive Program project proposals and authorizes the First Selectman to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Made by Ms. Nelson, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
D. Request for Added Appropriation
· Legal Fees
Ms. Menard outlined her communications with the Board of Finance Chairman regarding this anticipated request for added appropriation. The labor contracts are anticipated, but the BOF segregated that legal cost of $30,000 out previously. This is a projection of costs for the fiscal 07/08. If this item is accepted by the Board of Finance it will have to go to Town Meeting.
MOTION: To recommend to the Board of Finance an added appropriation of $70,000 for legal fees.
Made by Mr. Farrell, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
E. East Windsor Rotary Club/Approval of Temporary Sign Permit
Motion: To approve granting the First Selectman the authority to approve temporary public and non-profit signs in accordance with Section 602.8 c. of the Zoning Regulations.
Made by Ms. Nelson, seconded by Mr. Hayes
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
F. Budget Discussion
Ms. Menard and the Board discussed the calendaring of events and, previously in the meeting, discussed communications with the Board of Finance for ideas of a smoother budget session. They also discussed possible additional meetings by the Board for budget reviews.
G. Cancellation of February 5th Board of Selectmen’s Meeting
due to Primary
MOTION: To cancel the February 5, 2008 Board of Selectman meeting due to Primary.
Made by Mr. Farrell, seconded by Mr. Simmons
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
H. Authorize Tax Refunds
MOTION: To authorize the tax refunds in the amount of $636.54, as recommended by the Tax Collector.
Made by Mr. Simmons, seconded by Mr. Hayes
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED.
XI. EXECUTIVE SESSION - addressed above, out of agenda order.
Pursuant to C.G.S. Section 1-200 (6) (a)
Personnel Matters
XII. ADJOURNMENT
MOTION: To adjourn at 10:15 p.m.
Made by Mr. Hayes, seconded by Mr. Farrell
ALL VOTING MEMBERS IN FAVOR. MOTION CARRIED
Respectfully submitted,
Cynthia D. Croxford
Recording Secretary
January 22, 2008
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