Minutes of the regular meeting of the Edmond Town Hall Board of Managers held on Tuesday, December 9, 2008 in the Mary Hawley Room, Edmond Town Hall, 45 Main Street, Newtown, CT. Chairman Gill called the meeting to order at 7:30 p.m.
PRESENT: Jay Gill, Sandra Motyka, James Juliano, Kathleen Madzula, Marie Smith.. ABSENT: Mary Fellows. ALSO PRESENT: Building Superintendent Clark Kathan,
Public participation. None noted.
Mr. Gill noted that the kitchen is great thanks to Mr. Juliano.
Minutes Upon motion of Mr. Juliano, the minutes of the regular meeting of November 18, 2008 were unanimously accepted as presented.
Building Administrator’s report. Mr. Mahoney was not present. Mr. Gill reported in his absence that the Newtown Cultural Arts Commission will host a show on December 13 and Sabrina Productions will have a show on December 14, proceeds from both to go to the Theater Fund. The movie during Christmas week will be “The Beverly Hills Chihuahua. The puppet show “A Christmas Carol” resulted in a loss of $275.00.
Building Superintendent’s report. Mr. Kathan reported that Mrs. Becker used the listing of Town boards and departments from the Town of Newtown Annual Report to determine who needs to pay for room rentals. The Board of Education was not on this list and is thus being charged for use of a room from October 1 through October 4. Mr. Kathan noted that $500 is charged for rental of the Alexandria Room regardless of whether the event is a party or a wedding; a wedding actually uses the room for two days. The Board does not want birthday parties to have access to the kitchen. Rental rates will be reviewed.
Mr. Gill reported that after the Pancake Breakfast, the kitchen was left in spotless condition; 570 people were served. John Vazzano the owner of Vazzy’s and other restaurants, is interested in talking to the Board of Managers about renting the kitchen. Mrs. Motyka reported that a Grolier baker who bakes for Mocha would like to use the kitchen. Mr. Gill reported that this requires a certain commercial food service license and he is not in favor of this type of use.
Mrs. Motyka reminded that the Mary Hawley Society needs estimates for the work needed in the Alexandria Room in order to apply for a grant in January.
Chairman’s report. Mr. Gill received no correspondence since the last meeting. He asked if Mr. Kathan has cut back on labor. Mr. Kathan said that he is considering reducing full-time employees to 32 hours and part-time employees to 25 hours. He noted that this might result in difficulties with snow removal and with some events and decorating. He said that two outside contractors gave him prices of $4,800 and $4,500 per month. Someone would still be needed for set ups and other items that do not require a cleaning service. He would need one person on weekends. Mr. Gill noted that extra labor could be charged to the group that was using the facilities. The Board of Managers agrees that Mr. Kathan should reduce full-time hours to 32 and part-time hours to 25.
Mr. Gill noted that the elevator is two years old and looks to be poorly maintained. He would like the elevator cleaned and polished and items repaired as needed. Mr. Kathan questioned the availability of funds for the elevator but not for employees. At this time Mr. Kathan left the meeting (8:10 p.m.).
Mary Hawley Trust Fund Trustee. Mrs. Motyka advised Mr. Borst not to keep this item on the Board of Selectmen’s agenda. It will remain on the Edmond Town Hall Board of Managers agenda until action is taken.
Bills for Payment. Mrs. Motyka moved to pay Building bills totaling $14,847.95 and theater bills totaling $6,606.88 for a total of $21,454.83 when funds are available. Second by Mrs. Madzula and unanimously carried.
Comments around the table. Mrs. Motyka reminded that the Mary Hawley Society needs numbers for renovations to the Alexandria Room in order to apply for the grant.
The Board of Managers commends Mr. Juliano for his efforts in completing the kitchen renovations.
Executive session. Mrs. Smith moved to enter executive session at 8:33 p.m. to discuss personnel matters. Second by Mrs. Motyka and unanimously carried. At this time the clerk left the meeting.
Ann Mazur, Clerk
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