Town of East Hampton
Town Council Regular Meeting
Tuesday, January 13, 2009
Eaton E. Smith Meeting Room – Town Hall
Minutes
Present: Chairperson Melissa Engel, Vice Chairman Thomas Cordeiro and members, Christopher Goff, Scott Minnick, John Tuttle and Susan Weintraub. Also present were Town Manager Jeffery O’Keefe, Recording Secretary Cathy Sirois, members of Boards and Commissions, citizens and members of the press.
Not Present: William Devine
Call to order and Pledge of Allegiance: Chairperson Engel called the regular meeting to order at 6:30 p.m. All stood to recite the Pledge of Allegiance.
Approval of Minutes:
A motion was made by Mr. Tuttle, seconded by Mr. Cordeiro to approve the minutes of the following meetings, all voted (6-0):
- Town Council Special Meeting, December 8, 2008
- Town Council Regular Meeting, December 8, 2008
A motion was made by Mr. Goff, seconded by Mr. Tuttle to add an item to the agenda under Proclamations for a proclamation for Bob Drewry. Voted (6-0).
Resolutions/Ordinances/Policies/Proclamations:
- Eagle Scout Presentation: The Town Council acknowledged Kevin Timothy Simmons for his appointment to the rank of Eagle Scout. A resolution from the Town Council was presented to him by Vice Chairman Cordeiro at the Eagle Scout Court of Honor on Sunday, January 11, 2009.
- Proclamation for Bob Drewry: A proclamation was signed by the Town Council for Bob Drewry’s retirement from the Town of East Hampton. The proclamation will be presented to him at his retirement party.
Old (Continued) Business:
- Budget Policy Statement: The Budget Policy Statement was reviewed and updated. A motion was made by Mr. Tuttle, seconded by Mr. Goff, to approve the Budget Policy Statement with the changes discussed. Voted (6-0).
- Streetlight Report: Mr. O’Keefe reviewed a report from the Police Chief regarding intersections that are in need of lighting. The Town was forced to remove over 70 streelights in FY 2003-2004 due to budgetary constraints. Going forward the budget will be monitored to attempt to provide funds to begin adding streetlights. The public safety concerns will be addressed first.
Student Reports: None
Special Presentations: None
Public Remarks:
Patience Anderson, 17 Anderson Way, commented on the good turnout for the Town Governance meeting that was held on January 7th. She felt the common theme of the comments was communication and direction needed for the boards and commissions. She asked how the report would be presented to the community.
Tom and Karin Cooke, 48 Pinebrook Road, were in attendance related to an incident on Pinebrook Road during the last big rainstorm. Ms. Cooke read a letter related to the incident that occurred with her vehicle when the culvert washed out near the bridge on Pinebrook Road. Mr. Cooke provided pictures of the area. He would like the issue resolved with the bridge and will be submitting a claim to the Town insurance.
Mr. Cordeiro left the meeting at 7:00p.m.
John Ciriello, Childs Road, noted that in past meetings the liaisons from various boards and commissions received more than 3 minutes to speak. Also, he commented that the Lake Commission still has one opening and feels that all applicants should be interviewed.
New Business:
- Sears Park Sticker Fees: Ruth Plummer, Parks & Recreation Director, reviewed the recommendations for the Sears Park sticker fees for 2009 which included $10.00 per vehicle for residents, $5.00 per vehicle for Senior Citizens and Veterans, $50.00 per boat for residents and $5.00 for a day pass. A motion was made by Mr. Goff, seconded by Mr. Minnick, to approve the fees presented for 2009. Voted (6-0).
Project Update – Tom Cummings, CLA Engineers
- Pinebrook Road: Mr. Cummings reviewed the drainage/culvert issues at Pinebrook Road. He noted this is a large drainage area due to the streams and brooks that flow through this area. He discussed the type of bridge that would be needed in this area. Mr. Cummings will meet with the residents of Pinebrook Road to review past water events. Mr. O’Keefe noted that he spoke with the Fire Chief and was told the Fire Department would cross the bridge with their equipment. This road should be a priority. Mr. Cummings will do some preliminary engineering work.
- Oak Knoll Road: Mr. Cummings noted that Public Works is working to clear a plugged culvert on Oak Knoll.
- Flanders Road: Mr. Cummings noted that the banks have been stabilized and curbs will be added.
- Flatbrook Road: A 12 x 8 foot opening is necessary to carry the flow of water which would cost approximately $100,000 to $200,000.
Mr. Minnick noted that he received a complaint from a resident on Collie Brook Road regarding Public Works response time and the road couldn’t be used for a few days due to water issues. The issue has been fixed but it is a culvert issue.
Mr. O’Keefe noted that he would like an inventory of all road issues. He was contemplating having a town meeting type forum where residents could voice their issues.
Ms. Weintraub asked if the Pinebrook and Flatbrook Road issues were flagged on the road report received from CLA Engineers. It was noted that these issues will be added to the report.
Main Street Bridge: The bridge is being backfilled. It is anticipated that it will be passable by the end of January or beginning of February.
Report of the Town Manager: Mr. O’Keefe reported the following:
- The Road Improvement Study was received from CLA Engineers. Mr. O’Keefe would like to form an ad hoc committee to review the report. The report contains approximately $15 million dollars worth of projects. The ad hoc committee will consist of Mr. O’Keefe, Mr. Minnick, either Ms. Engel or Mr. Cordeiro and CLA Engineers.
- The interviews have been completed for the new Public Works Director. The field was narrowed to two candidates. A decision will be made next week.
- There will be a public hearing for the new water regulations. He encourages the Council’s attendance at the public hearing.
- Grant funds are available from a National Hazard Mitigation Plan through Midstate Regional Planning. If the town adopts the plan, we can petition FEMA for funds.
- Mr. O’Keefe participated in a conference call regarding shelters during the cold weather we are experiencing.
- The consultants are working on the draft of the Functional Assessment of Boards and Commissions. The consultant will come to the next Council meeting to present the report.
Ms. Weintraub noted that the $50,000 grant was received for the incentive zoning program. Mr. O’Keefe reported that two consultants are being looked at.
Mr. O’Keefe reported that interviews will be conducted for the Environmental and Community Planner in the next couple of weeks.
Mr. Tuttle asked about the Hale Brook dredging process. They are waiting for a heavy freeze to begin the process.
Appointments:
Mr. Goff reported that half of the candidates for the Commission on Aging have been interviewed as well as three of the five candidates for the Parks & Recreation Advisory Board. The remaining Parks and Recreation candidates will be interviewed on Tuesday, January 20th as well as a review of the applications for the Lake Commission. The Commission on Aging will be completed in the next couple weeks.
Mr. Tuttle reported that Bob Davis of the Clean Energy Task Force has resigned. Mr. Tuttle would like to appoint Tim Day to the open position. The Council agreed by consensus to accept the appointment.
Liaison Reports:
The Water Development Task Force will meet on Friday, January 16th at 7:00 a.m. at the Sewer Plant.
The Facilities Implementation Task Force will meet on Thursday, January 15th at 8:00 a.m. at the Center School to tour the building. Also the Board of Education’s Transportation, Buildings and Grounds Committee had a presentation by Friar Associates.
Mr. Tuttle reported that the WPCA met on January 6th. One of the Village Center wells was recharged which increased the volume from 15 gallons to 20 gallons per minute.
Ms. Weintraub reported that CHFA has approved the Housing Authority’s 2009 budget. The board has met with a second agency to discuss plans for a new congregate development near Bellwood Court. They have also participated in the refrigerator wrap program.
Ms. Weintraub attended the Conservation Commission meeting and reported that regulations have changed regarding timber harvest which states applicants only need to apply to P&Z not Inland Wetlands. Also, Emily Wilson of UCONN reviewed GIS capabilities. They asked if any funds are available from the GIS training for the open space inventory.
Ms. Weintraub reported that at the Streetscape Steering Committee meeting Mr. Turk of Century 21 noted his concern about the large signal pole right in front of the building. It was indicated that this is a matter to be handled by the CT DOT. The Committee chose a lamp pole and LED fixture. Mr. O’Keefe noted that a special meeting will be held with the Streetscape committee regarding the project budget.
Ms. Weintraub reported that the Senior Tax Initiative Task Force will present two options to the Board of Finance and Town Council.
Mr. Minnick attended the Parks & Rec Advisory Board meeting and reported that the Parks & Recreation department published the winter brochure.
Financial Transactions: None
Mr. Goff left the room briefly.
Tax Refunds:
A motion was made by Mr. Tuttle, seconded by Mr. Minnick, to approve tax refunds in the amount of $2,492.01. Voted (5-0) Mr. Goff was not present in the room during the vote.
Bids and Contracts:
- Sears Park Master Improvement Study: Ruth Plummer, Parks & Recreation Director, reviewed the bids received for the architectural and master planning services for improvements to Sears Park. A motion was made by Mr. Minnick, seconded by Mr. Tuttle, to award the contract for the architectural and master planning services for improvements to Sears Park to Ferrero Hixon Associates, LLC in the amount of $13,000. Voted (5-0). Mr. Goff was not present in the room during the vote.
Mr. Goff returned to the room.
- Architectural/Engineering Services at 3 Walnut Avenue and Professional Environmental Services at 3 Walnut Avenue: Frank Grzyb, Facilities Manager, reviewed the bids received for the architectural and engineering services at 3 Walnut Avenue for design improvements to the fire pump building and bids for the professional environmental services at 3 Walnut Avenue. Mr. Minnick voiced his concern that this was the first time he is hearing about this project. He feels that this is more policy than administration and this should have come before the Council before the bids were made to make decisions on this property. Mr. O’Keefe noted that the funds can only be used for this property and must be used by April 30th. A motion was made by Mr. Tuttle, seconded by Mr. Goff, to award a contract to J. Associates
Architects for design work to the improve the fire pump building at 3 Walnut Avenue and to award a contract to Eagle Environmental, Inc. to complete a pre-demolition survey, contract documents for bidding and construction administration for demolition of the main structure at 3 Walnut Avenue. Voted (5-0-1) Mr. Cordeiro abstained as he was not present for the discussion on this item.
Mr. Cordeiro returned to the meeting at 8:15 p.m.
- ADA Automatic Door Openers at Library and Senior Center: Frank Grzyb reviewed the bids received for the ADA Automatic Door Openers at the Community Center/Senior Center/Library. A motion was made by Mr. Tuttle, seconded by Mr. Cordeiro, to award the bid to Lindquist Builders Supply to provide seven ADA automatic door openers as specified in the contract documents. Voted (6-0).
Communications and Announcements:
The Facilities Implementation Task Force meeting will be held on Thursday, January 15th at 8:00 a.m. at Center School. There is a Tri Board Meeting on Thursday, January 15th at 7:00 p.m. at the Library Community Room. The Water Development Task Force is meeting on Friday, January 16th at 7:00 a.m. at the Sewer Plant.
Public Remarks:
Ken Lee, 52 Pinebrook Road, noted that he is concerned that someone is going to get hurt in the area of the bridge on Pinebrook Road if the issue is not taken care of. He noted that some of the damage to the bridge occurred due to the weight of a fire truck.
Scott Sanicki, 102 Quiet Woods Road, commented that he is glad to hear the town is looking to do full repairs rather than partial on Pinebrook Rd. They are still working on Quiet Woods Road due to going with the lower cost option. He also spoke about the town’s priorities such as town hall and schools and road issues and maybe breaking them apart for the vote rather than as a group.
Ted Hintz, Chairman of the Board of Finance, noted that he is not able to attend the Tri Board meeting on Thursday.
Mary Ann Dostaler, 56 William Drive, noted that she was impressed with the consultants for the functional assessment of boards and commissions. She noted the theme at the meeting was communication issues between staff and boards. She reviewed an incident at a recent Planning & Zoning meeting. She also noted that she is concerned as a taxpayer that the town will put forth extra funds to fly the consultant back to East Hampton for the report on the boards and commissions.
Patience Anderson, 17 Anderson Way, noted that the Conservation Commission has one vacancy due to a resignation.
Reserved: None
Adjournment:
A motion was made by Mr. Tuttle, seconded by Mr. Goff, to adjourn the meeting at 8:30 p.m. Voted (6-0).
Respectfully submitted,
Cathy Sirois
Recording Secretary
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