Town of East Hampton
Town Council Regular Meeting
Tuesday, December 13, 2011
East Hampton Middle School Library
Minutes
Present: Chairperson Susan Weintraub, Vice Chairman Glenn Suprono and Council Members Kyle Dostaler, Ted Hintz, Jr., Derek Johnson (arrived at 6:35 p.m.), Barbara Moore and George Pfaffenbach. Also present were Interim Town Manager John Weichsel (arrived at 6:35 p.m.), Town Attorney Jean D’Aquila, Recording Secretary Cathy Sirois, members of the press and citizens.
Call to Order & Pledge of Allegiance
Chairperson Weintraub called the regular meeting to order at 6:30 p.m. in the East Hampton Middle School Library.
Adoption of Agenda
A motion was made by Mr. Hintz, seconded by Ms. Moore, to adopt the agenda. Voted (6-0).
Approval of Minutes
A motion was made by Mr. Hintz, seconded by Mr. Pfaffenbach, to approve the minutes of the Town Council Special Meeting of November 22, 2011 as written, Town Council Regular Meeting of November 22, 2011 as amended and the Town Council Special Meeting of December 1, 2011 as written. Voted (6-0).
Town Council Chair: Welcome, Responsibilities, Meeting Rules & Procedures
Ms. Weintraub reviewed the responsibilities of the chair which include setting the agenda, parliamentary procedure over the meetings, assisting in civic functions and emergencies. The Council members should raise their hand to be recognized by the chair and please do not raise hand while others are speaking. Members of the public should address remarks to the chair. Be civil, attack the issues but not individuals.
Special Presentation – Kayla DeCarr for Neighbor to Neighbor Energy Challenge
Kayla DeCarr and Jessica Bergman from the Neighbor to Neighbor Energy Challenge provided an overview of the program. The program is a community energy savings program which includes home energy assessments and light bulb replacements.
Public Remarks
Judson Landon, 63 Spellman Point Road, commented on construction on 66 Spellman Point Road and setback rules noting the entire lot has been stripped. He has spoken at the Inland Wetlands, Planning & Zoning and Conservation-Lake Commission meetings.
Lori Weech, 41 Cone Road, commented that the Congregational Church parking lot is needed for student drop-off for Center School.
Ann McLaughlin, 85 North Main Street, commented on the Yellow Ribbon committee. She thanked everyone for their help in working to obtain a new tree. Keith Hayden is working on getting a permit from the State of Connecticut. Mr. Hintz noted that a certificate of appropriateness from the State should be received next week.
Chris Goff, 29 Wildwood Lane, read a letter into the minutes related to the no confidence vote by the Police department. The letter will be included in the minutes filed in the Town Clerk’s office.
Old Business
Update on Congregational Church Parking Lot
Ms. Weintraub provided an overview of the morning activity she witnessed at the church parking lot. She is working with Dr. Golden and Mr. Reich from the Board of Education on a possible solution on Bevin Boulevard that may be able to be implemented in the spring.
Attorney D’Aquila provided an overview of the Memorandum of Understanding. The document will be included with the minutes filed in the Town Clerk’s office. Anita Guerin of the Congregational Church indicated that the church board approved the Memorandum of Understanding.
A motion was made by Mr. Johnson, seconded by Mr. Dostaler, to approve the Memorandum of Understanding for the Congregational Church Parking Lot. Voted (7-0).
Discuss Town Manager Search Process and Procedures
A draft Town Manager Job Description was presented to the Council. Ms. Weintraub introduced Dale Maynard who assisted in the preparation of the document. Mr. Maynard provided an overview of how the job description was prepared.
The Council would like to hire a consultant for the process of receiving applications, background checks and initial phone interviews. An RFP will be prepared by John Weichsel with assistance from the Finance Director.
Discuss Budget Policy Statement
A draft of the Budget Policy Statement was provided by Mr. Dostaler. Council members should email any suggested changes to the statement to Mr. Dostaler by January 1st.
Discuss Public Forums
The first public forum for citizens to be held in January will be related to the Town Manager search. Ms. Weintraub suggested the use of Mark Pellegrini, Director of Planning & Economic Development for the Town of Manchester, to act as the facilitator. The cost would be approximately $300.
A motion was made by Mr. Johnson, seconded by Mr. Pfaffenbach, to approve the retention of Mark Pellegrini as the facilitator for the public forum for the Town Manager search. Voted (7-0).
New Business
Discuss Short-Term and Long-Term Town Priorities
The Council discussed short term priorities. Long term priorities should be emailed to Ms. Weintraub. Mr. Hintz discussed the possibility of a town-wide survey. Short term priorities that were discussed included:
- Timeline for High School facilities
- Emergency operation plan
- Staff support for boards and commissions
- Budget
- Town Manager search
- Policies and procedures for town departments
- Record of Town Council policies
- Senior Center renovation
- Sears Park gazebo
- Report from Town Manager regarding Police Department.
Discuss Inter-Board Liaisons/Communications
Listed below are the liaisons and alternates from the Town Council:
Board of Education Primary - Kyle Dostaler; Alternate – Ted Hintz
Board of Finance: Primary – Derek Johnson; Alternate – Barbara Moore
Economic Development Commission: Primary – George Pfaffenbach; Alternate Glenn Suprono
There will not be specific liaisons for the other boards and commission but they will be invited to do short presentations to the Council periodically. Ms. Weintraub will attend various commission meetings.
Staff members for the various boards and commissions need to report to the Town Manager for reporting to the Council.
Discuss Volunteer Recognition
The Council discussed volunteer recognition. April is National Volunteer Month. Mr. Weichsel will look for workshops available for volunteers to improve skills. This will be discussed further at January 24th meeting.
Memorandum of Agreement Regarding Hours of Work at Town Hall
Mr. Weichsel provided an overview of the proposed change in work hours at the Town Hall for Tuesday evenings. It is proposed that the Town Hall close at 6:30 p.m. instead of 7:30 p.m. and the staff would forego a dinner hour to close an hour earlier.
A motion was made by Mr. Johnson, seconded by Mr. Dostaler, to adopt the Memorandum of Agreement to the Working Agreement between the Town of East Hampton and Local RI-216 National Association of Municipal Employees NAME/NAGE regarding Hours of Work. Voted (7-0).
Interim Town Manager Report
Mr. Weichsel provided an update on the following:
- Senior Center Addition/Renovation: The project is progressing. Approval was received for the fire alarm and inspections will be done by the Building Department and the Fire Marshal for a Certificate of Occupancy.
- Gov. O’Neill Performing Arts Gazebo: The committee selected a design and the architect is preparing design development drawings to be reviewed in January.
- Sport team champion signs: Signs cannot be put up on the state highways. A sign at the Rotary sign near Stop & Shop will be researched.
- Attorney D’Aquila will be doing research on the parking lot next to 82 Main Street.
Resolutions/Ordinances/Policies/Proclamations
Resolution for High School Building Committee
This item will be discussed in January
Bids & Contracts - None
Appointments
Town Manager Search Committee
A motion was made by Mr. Hintz, seconded by Mr. Suprono, to name the Town Council as the new Town Manager Search Committee. Voted (7-0).
Tax Refunds
A motion was made by Mr. Hintz, seconded by Mr. Pfaffenbach, to approve tax refunds in the amount of $773.79. Voted (7-0).
Public Remarks
Angela Sarahina, 37 Old Middletown Avenue, commented that Council members should put away their cell phones during meetings.
Dale Maynard, Quiet Woods Road, commented that the Town Manager’s office should be the control point for all written policies and forms of all departments except the Board of Education.
John Hines, South Main Street, commented that the school locations for meetings works well. He noted a sense of team in the new Council.
Pat Gauthier, Old Marlborough Road, commented that the level of professionalism in the Council has been raised.
Mary Ann Dostaler, 56 William Drive, commented on overflowing dumpsters near 82 Main Street.
Fran Klein, 12 Bellevue Street, commented on the Town Manager job description; recognizing the church for the use of the parking lot; a request for something to honor Marie Durkin; and wished everyone a Happy New Year.
Mary Ann Dostaler, 56 William Drive, commented that the Chamber of Commerce may have resources for training.
Bunny Simko, Long Hill Road, commented that maybe the Town Hall could be opened on a Saturday morning for additional business hours if needed during busy times.
Bill Marshall, Fairlawn Avenue, commented on a program on NPR regarding votes of no confidence.
Communications, Correspondence & Announcements
The Board of Education is having an open house on December 15th.
The Food Bank is collecting coats. Donations are being accepted until Thursday at Belltown Motors and the Food Bank.
Ms. Weintraub read a statement into the record regarding a response to Anne McKinney – Setting the Record Straight. The document will be included in the minutes filed in the Town Clerk’s office.
Executive Session
John Weichsel Status Update
A motion was made by Mr. Johnson, seconded by Ms. Moore, to enter Executive Session at 9:05 p.m. Voted (7-0). The following individuals were present in Executive Session: Chairperson Susan Weintraub, Vice Chairman Glenn Suprono, Council Members Kyle Dostaler, Ted Hintz, Jr., Derek Johnson, Barbara Moore and George Pfaffenbach and Interim Town Manager John Weichsel.
Executive Session ended at 9:43 p.m.
The meeting adjourned at 9:43 p.m.
Respectfully submitted,
Cathy Sirois
Recording Secretary
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