I. TIME AND PLACE OF MEETING
Ms. Menard called the meeting to order on Tuesday, March 4, 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
Unable to attend
Dale Nelson, Selectman (scheduled)
III. ADDED AGENDA ITEMS - None
IV. PREVIOUS MINUTES
MOTION: To accept the Budget Workshop Meeting Minutes of February 16, 2008, as clarified.
Made by Mr. Hayes, seconded by Mr. Simmons
Discussion: In reference to the second sentence – Mr. Farrell requested that it be clarified that those numbers are assuming no change in revenue or income – this was to be used as a rule of thumb.
MOTION, as amended: To accept the Budget Workshop Meeting Minutes of February 16, 2008, as clarified in the discussion
Made by Mr. Hayes, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED.
MOTION: To accept the Regular Meeting Minutes of February 19, 2008, as submitted.
Made by Mr. Hayes, seconded by Mr. Farrell
ALL MEMBERS IN FAVOR. MOTION CARRIED
V. PUBLIC PARTICIPATION
Bill Loos, Melrose Road
Over a year ago the Board of Selectmen and Building Committee proposed new school, Senior Center and Town Hall. As far as he knows no committee has been appointed on any agenda for this initiative. All towns are eligible for money for a Senior Center thru grants and he knows the state is giving out grants for Senior Centers. These grants are not for town hall, but do apply to Senior Centers. When the fire department built the firehouse at least 25 years ago it was reasoned the seniors would be out by the time the lease was up. The senior population is large in number. Recently elderly housing was passed by the PZC 250 units which means 500 new seniors. This is the time for the town to look into grants for building a Senior Center.
VI. COMMUNICATIONS
Ms. Menard detailed a revised letter for joint meeting re CIP. The original lengthy letter was revised by Ms. Menard and Ms. Farmer and it was shortened considerably. This will be asking fire departments for inventory and has a suggested form and spread sheet with requested materials. She distributed this to the Board, it has the Chairman Board of Finance and First Selectmen signatures.
VII. SELECTMEN’S REPORTS
A. Denise Menard, First Selectman
· She attended a small city block grant meeting. These grants assist with applications for grants for Sr. Centers 700k, 500k road improvements/facilities, 250K other categories. The gentlemen she met with has had some successful grants and he is working with the Town for the next step. Ms. Menard has met with officials from public works/wpca / senior services and the building department and the grant writer to go over possible projects. There was discussion regarding doing something in Prospect Hill area if the level income level qualifies – this would be for drainage and roads Preparation for the grant is expected to take a while – so now the officials are prepared for next year as it was not possible to do this for the May 31 deadline. Some grant monies will be used to address the ADA issues at town buildings and Sr. Center.
· The Building Committee did work toward planning of facilities – which apparently discussed joint planning by the town and school. Tim Howes is going to dig up the plan building committee came up with and then Ms. Menard and he will meet monthly to jointly move in that direction.
· CIRMA meeting with representative regarding training for better rates.
· Secretary of State is trying to get an inventory in town of World War II veterans for a program with Secretary of State. Ms. Menard will be in touch with Veterans Commission as that initiative moves forward.
B. Gilbert Hayes, Deputy First Selectman
· BOE – Ms. Green and Mr. Hayes presented a plaque listing contributors of boys basketball team championship rings. The Mission statement is being worked on. Also, of interest Senior Mark Novak is working on a National Honor Society project collecting beanie babies. Currently there are 1500 to be donated to Connecticut Children’s Medical Center.
C. Edward P. Farrell, Selectman – no report
D. Dale Nelson, Selectman - No report
E. Mark Simmons, Selectman
· Veterans Committee will host the May 26 Memorial Day at the Warehouse Point Green and they are gearing up for that event.
· PZC – There was a change of zoning west 1 91 change to B2 zone. Public participation closed last meeting and the PZC voted in favor land use more beneficial now than the way it is.
MOTION: To go out of Agenda Order to New Business, Item G. Girl Scout Week Proclamation
Made by Mr. Simmons, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED
G Girl Scout Week Proclamation
Ms. Menard received letter advising that March 9-15 was Girl Scout week. The Girl Scouts and leaders came up and Ms. Menard read the Proclamation and thanked the Girl Scouts and their parents/leaders for their time and efforts. The plaque will be placed at Scout Hall.
MOTION: to return to agenda order
Made by Simmons, seconded by Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED.
VIII. BOARD AND COMMISSION RESIGNATIONS & APPOINTMENTS
A. Resignation
Rene Thibodeau, Conservation Commission
MOTION: To accept, with regret, the resignation of Rene Thibodeau from the Conservation Commission
Made by Farrell, Seconded by Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED.
B. Re-Appointments, none
C. New Appointments
1. BMX Skate Park Study Committee
Patty Donohue, (D) Full Member vacancy to be filled, 12 month term to expire 12/31/2008
MOTION: To appoint Patty Donohue as a full member to fill a vacancy to the BMX Skate Park Study Committee, term to expire 12/31/2008
Made by Simmons, Seconded by Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED
2. Conservation Commission
Janice Warren (U) Full Member (republican or unaffiliated)
to fill a 4-yr. vacancy with a term to expire 11/1/2009
Motion: To appoint Janice Warren as a full member to the Conservation Commission to fill a vacancy with a term to expire 11/1/2009.
Made by Hayes, seconded by Farrell
Discussion: Mr. Hayes is liaison to that commission and she makes a big contribution to Commission
ALL MEMBERS IN FAVOR. MOTION CARRIED.
D. Boards and Commissions with vacancies
(see attached list)
IX. UNFINISHED BUSINESS
A. Correct Housing Authority Appointment from February 19th
Board of Selectmen’s Meeting
Ms. Menard outlined the appointment of a Democrat created an imbalance and therefore it had to be changed.
Motion: To rescind the following motion made at the February 19, 2008 meeting: To appoint David D. Mills to the Housing Authority as a full member to fill a five year vacancy, term to expire 10/1/2011.
Made by Simmons, seconded Hayes
ALLMEMBERS IN FAVOR, MOTION CARRIED
MOTION: To appoint Elizabeth Lamb to the Housing Authority as a full member to fill a five year vacancy, term to expire 10/1/2011.
Made by Mr. Simmons, seconded by Mr. Farrell
All MEMBERS IN FAVOR. MOTION CARRIED
B. Budget Discussion
Ms. Menard outlined the thought about some meeting between now and April 1 dates. Two Saturday sessions March 8 and March 29 for budget sessions 9:30 – 11:30 and Tuesday March 11th at 6:30. For those meetings the CIP has been presented BOE presented, police department presented. The Board needs to hold discussion of philosophy where go from here. Ms. Menard stated that it was important for all Board members to be at the presentations to understand the philosophies of budgets presented.
C. Discussion of Charter Revision Committee Membership
Ms. Menard advised that per state statute only 1/3 of the members can be public officials – as currently appointed the Commission is not in compliance. There are two options the Board can nominate a bigger board, as has been in the past. This was suggested to be the best way to be in compliance – by adding five more members. The alternative is to ask some appointed to step down and refigure make up – which appears more complicated.
MOTION: To add five more members at large to the Charter Revision Commission
Made by Mr. Simmons, seconded by Mr. Farrell
Discussion: The Board needs to put out a call for members of this Committee
ALL MEMBERS IN FAVOR. MOTION CARRIED.
D. *Park Hill – Payment in Lieu of Taxes
X. NEW BUSINESS
A. Selectman representative for Historical Commission
Barbara Smiegel approached Ms. Menard and requested a liaison for this Commission from the Board of Selectmen so this Commission can be represented well on various items and have a voice. Ed Farrell will be the liaison to that Board.
MOTION: To go out of order to address Items 10D and 10E.
Made by Mr. Simmons, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED
10D Melissa Green / Proposed Dog Park Presentation
Ms. Green came before the Board and presented a detailed presentation on the Smart Board.
A hard copy of this detailed presentation and its specifics are attached to the filed minutes for reader’s reference. Ms. Green outlined the Goals for the East Windsor Dog Owners Park; suggested location at Kogut – which is in great proximity to a successful established town park. The idea of centralize facilities was discussed, including discussions with the Skateboard committee. She also outlined the Dog Owners Park Specifications, site preparation and equipment (initial costs; fencing; dog bag receptacles; wood chips; signage) Funding is up in air – start with basic park and get owners interested to donate. Sources of funding will be fundraising; possibly business signs; also special events can fund this park – current programs proceeds go to dog park.
Liability and Responsibility – CIRMA has confirmed the position that the dog owners are responsible – the town is responsible for proper signage and rules. Examples of rules from Granby was presented. Method of Operation run in tandem with other town parks. Maintenance Requirements – Waste removal parks and recreation – upkeep by dog owners, as well as yearly
The next steps in this endeavor were outlined, including approval from Boards and Commissions, sites plans and site approval, as well as to educate and inform residents
Mr. Farrell indicated this proposes to use Kogut property – tonight heard thoughts of school buildings. How permanent is this? Ms. Green indicated it would just be fencing. Are there alternative sites in mind – Ms. Green indicated yes. First choice Kogut. It was inquired if this idea can marry states field trial with dog park? The state has tightened their leash on usage by the public. Time for off leash time is less and less – a stricter leash law. Town Garage some land and dog training items – are there these kinds of activity here. Not in fenced in area – unless for specific group event that they bring in.
Mr. Simmons inquired if dogs are required to have up to date shots? And if so, how will this be monitored or regulated? Ms. Green indicated this will be a self policing issue and it is hoped that the dog warden will be stopping in the area to check licenses and tags
Christine Schwartz from Dog owners group stated this is for the owners, not only for dogs. It is about the residents and that is why it is called a Dog Owner park. It is a social atmosphere for local residents to meet. Fenced in area is good for some dogs who are not able to be off a leash. Mr. Hayes inquired if there is a limit to dogs. Ms. Green said yes there is a rule no more than three dogs at a time.
Bill Loos from audience had question regarding if this is an established committee. Ms. Green stated it is a part of the parks and recreation initiative and no one is asking for money – asking to use town property. Local dog owners came forward and are making donations.
Similar to the recent ice rink donated by local girl scouts – park and recreation went with that. Girl scouts did it and is on town land and they raised their funds.
In the comprehensive plan and development there are portions of the Kogut property slated for recreation. The Town engineer and the planning are working with Russo & Associates to get topographic maps to do site work in house – try to work with both groups (BMX Park and Dog Park) so grading efforts can be done together and share parking area and access to back of property. Ms. Whitten, town planner who was present in the audience stated in this case and in any – statute requires referral from PZC – which was received for ice skating rink – there will be public notice and board approvals.
Ms. Yosky from audience inquired how close proposed dog park and proposed BMX park? It was stated they probably would share a parking lot. She was concerned that dogs see kids get excited and would easily clear a four foot fence and join kids in skateboard park. Ms. Green stated this is also taken into consideration. Ms. Whitten envisions it as skate park – parking lot – dog owner park.
Christine Schwartz – biggest thing with dog park there is barking – so important not to be close to residential – this site appears to be least disturbing area for noise.
Ms. Menard inquired as to what is time schedule? Ms. Green stated there are several aspects left to go in to this venture – now it is conceptual. When would fundraising appropriate? No donations until approved by the town project – then move on. Ms. Whitten when site plan – approvals would be wetlands/planning and zoning/board of selectmen and then back to parks and recreation.
Ms. Green, upon request, confirmed that there are no plans to get money for Town Money in Fiscal 2009.
MOTION: To approve the proposal of a Dog Owner Park as presented by park and recreation and to authorize they proceed with the application process on the site for a dog owners park
Made by Mr. Farrell, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
10E Lori Gabriel/BMX Skate Park Study Committee Presentation
Lori Gabriel and Brenda Crockett co-chairs to the Committee were present and member Patty Donahue presented a detailed Power Point Presentation. A hard copy of this detailed presentation and its specifics are attached to the filed minutes for reader’s reference. The ladies went through this presentation in its entirety and field inquires as outlined in the following. Fifteen sites were considered and this use of the Kogut property is within the designated recreational area. No money from town will be requested – this is a fundraising project. Ms. Donahue pointed out that the location of this is park is park of the existing parks and will make these sportsmen feel like part of the community – not put off to the side. Currently there are three other towns going through the
process of installing a skate park. Concrete is the recommended surface. Rust proof equipment is presented and it is modular equipment which can be added to and moved easily. Maintenance of park would be done by an Association made up of teenagers and some parent supervisors to look after the operation of the park. Mr. Howes, Superintendent of Schools indicated he could incorporate clubs in the school system for this sport. Mr. Simmons added that this is a very energetic group, earnest and sincere. The kids are at the meeting they are involved with this concept and have provided energetic input. As personal note Ms. Donahue stated that she is a mom with a child that has been hit by a car while BMXing and its is important for personal safety of these kids as well. Ms. Menard indicated that this is an important age group of children that need attention. Ms. Whitten and Ms. Green are in favor of this project. Nicole
Hayes, member of Parks and Recreation also outlined this groups efforts. Mr. Hayes inquired where they are at for purposes of fundraising. Ms. Menard outlined that all of approvals need to be in place before fundraising – Ms. Menard indicated that they cannot get any funds yet as there might be some obstacles to the Park. It has to go through the process in town before fundraising can be done. They can plan their fundraising ideas – but there is no fundraising until it is a firm, approved Park. Parks and Recreation, PZC, Inland Wetlands. On the same path as the Dog Owner’s Park. It was made clear that they cannot apply for grants and cannot start fundraising.
Members of the committee had concerns about the slow process and inability to currently fundraise. Details of fundraising and how the requests for money have to await all the appropriate approvals.
Lori Whitten gave an idea of a time frame – her work on in-house design with town engineer. After submitted, could take a month thru planning and zoning and commission after that for approvals
A member from the audience, Bill Loos, provided a history of this property which was originally Consolidated Cigar property – which was used for various items and suggested it would be a good idea to test the soil for contamination.
MOTION: To approve the proposal of a BMX Skate Park as presented by the BMX Skate Park Study Committee and to authorize them to proceed with the application process on the site.
Made by Mr. Farrell, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
Motion: To Return To Agenda Order
Made by Mr. Hayes, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
B. Carol Madore/Reval Update
Carol Madore, Assessor, came before the Board. She stated that the Grand list was filed Friday. There were 500 informal hearings. She presented back up and outlined the growth in the grand list – specifically 44.0962%; personal property 5.6539%; Motor Vehicles 3.1679%. What does a mill rate represent – what does it mean at budget time? A Mill represents: $1,067,382. The assessor also passed out the history of the mill rate and its effect on the mill rates. Based on history it can be estimated that the mill rate will go down. If straight budget process – it can be assumed that the mill rate will go down. As evidenced historically the Reval opens up avenues for Court and liability of legal fees which is typical for Reval years.
The Board of Assessment Appeals will hear and then next budget process 08/09 and 09/10 will be where these anticipated legal fees for reval will be evident. The Board thanked Ms. Madore and her staff for their hard work.
C. Laurie Whitten/EDC Proposal
Ms. Whitten came before the Board and distributed materials from Clay Crawford, a representative for Your Town Community Guide, who did a presentation before EDC. They develop the guide – they work with town to get data – and there is no cost to town, no influx of money to town they sell advertisements. They do a welcome center with in town as well. She outlined that state statute provides that rest stops may not advertise businesses there. So this entity tries to put welcome centers in towns – suggested maybe the Trolley Museums for East Windsor. Advertisements sold first come first serve – annual fee. They make thousands and make more if needed. They are handed out free of charge. Ms. Whitten spoke with Mr. Pellegrini Town Manager in
Manchester who was put off previously by another company. There are categories of advertisements – the Town does not have any say in what advertisements. The letter goes out to all businesses on Town leader head and he sends at his cost. It will be made clear this is not a Town venture, it is a business promoting advertising and the town. Important numbers within are not at the cost to the Town. There were three brochures possible and it will depend on what are received for advertisements received.
MOTION as amended: To endorse the EDC proposal as detailed in the Lori Whitten memo dated feb 28, 2008 with the condition that the town reviews the advertisers selected before any publication.
Made by Mr. Farrell, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED
D. Melissa Green/Proposed Dog Park Presentation – addressed above out of order
E. Lori Gabriel/BMX Skate Park Study Committee Presentation – addressed above out of order
F. Board of Finance
1. Correspondence/Employee Vehicles
This was for the Board’s information.
2. Correspondence/Proposed Budget Transfer Procedures
Some additional discussions with Board of Finance will take place due to hesitations on these suggested procedures. It was discussed what has been done historically and the suggested changes and the idea of using the supervisors to manage and simplify the operations. Ms. Menard indicated the BOF hesitation is that when things are transferred when budgeting for the next year it does not show on the line item. Mr. Farrell indicated that the Treasurer generates reports and this would reflect the transfers. It has been discussed to make some consistent rules for everyone throughout this process. Ms. Menard felt it was fine to put these items in writing so everyone is on the same page but before this is finalized she will talk more with the BOF Chairman.
She outlined examples in day to day operations where some of the suggestions will not work. It was stated that this proposal leans toward micromanagement and some of the reigns should be given to the Supervisors. Ms. Menard will discuss this more with the Board of Finance chairman and share the Board’s ideas expressed.
3. Correspondence/Fire Dept. Vehicles
This is for the Board’s information.
G. Girl Scout Week Proclamation – addressed above out of order.
H. Authorize Tax Refunds
MOTION: To authorize the tax refunds in the amount of $4,340.43 as recommended by the Tax Collector
Made by Mr. Hayes, Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED.
XI. ADJOURNMENT
MOTION: To adjourn at 10:00 p.m.
Made by Mr. Simmons, Seconded by Mr. Farrell
ALL MEMBERS IN FAVOR. MOTION CARRIED
Respectfully submitted,
Cynthia D. Croxford
Attachments
Dog Owner Park presentation pdf file
BMX Skate Park presentation pdf file
*Starred items will not be discussed, but will remain on agenda pending receipt of additional information.
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