The Edmond Town Hall Board of Managers held a regular meeting Tuesday, December 14, 2010 in the Mary Hawley Room of the Edmond Town Hall located at 45 Main Street, Newtown. CT. ~Chairman James Juliano called the meeting to order at 6:00 p.m.
PRESENT: James Juliano, Sandra Motyka, Mary Fellows, Karen Pierce, Marie Smith, Margot Hall.
ALSO PRESENT: ~Building Administrator Tom Mahoney, Building Superintendent Clark Kathan, J. P. Morgan Chase representative Ed Marks.
Public Participation. Mr. Marks discussed the performance of the Board’s portfolio. He distributed the current statements as of November 30, 2010 and those going back to December 31, 2009. He noted some progress. He recommends not increasing the distribution at this point but an increase can be anticipated next year if we continue to see progress. He said we are somewhat risk averse. He discussed the strategical allocations (long term), tactical allocations (short term) as well as current allocations of the portfolio. He said we are keeping a lower than normal allocation of cash because we can anticipate what the Board’s needs are. He said that according to the IRS rules, the Board fits the bill as a private foundation. Mr. Marks will attend another meeting of the Board at the end of April to
review the portfolio and he recommends that he review the portfolio with the Board each July.
The cost of hiring an outside cleaning service was discussed. This item will be tabled.
Acceptance of Minutes. Upon motion of Mrs. Smith, the minutes of the regular meeting of November 9, 2010 and the special meeting of November 30, 2010 were unanimously accepted as amended.
Building Administrator’s Report. Mr. Mahoney reported that Linda Jones would like to rent the gym for two hours this month for honor society students to care for special needs students. Mrs. Motyka moved to rent the gym to Ms. Jones. Second by Mrs. Smith and unanimously carried.
The home schooling program would like to rent the lockers once a week. Mrs. Pierce moved to loan twelve lockers to the program from the white dressing room and they must stay in the building. Second by Mrs. Smith and unanimously carried.
Rotary pancake breakfast and the annual house tour occurred this past weekend. Cultural Arts had a program also as well as the play reading group. Mrs. Fellows will plan to put up linear banners in the Alexandria Room for the play reading programs that are uniform. Friends of Music should also have a banner for their events.
Mr. Mahoney said there was an incident in the gym last Friday night. A ball was thrown at a heavy metal item that used to hold signs for ball games so that it fell down. Mr. Mahoney was not made aware of this by the renters until Monday.
Two films are coming for Christmas week. Mrs. Fellows will list them on Facebook.
Building Superintendent’s Report. Mr. Kathan said that the second boiler is up and running. The water test showed that we meet all requirements. Filters were put on the ice machine. Aqua Marine will put a magnetic water treatment system in the boiler for $11,000. Mr. Juliano noted that we can buy a very effective water treatment product (Cor-Ek) for less than $100 per year. This will be purchased. Mr. Kathan said that leaking pipe in the gym closet has been fixed. There is still an occasional leak over the former Probate office. Mr. Kathan said that the drain is not leaking but that the leak is around the outside of the drain. It will be checked again in the spring.
Chairman’s Report. Mr. Juliano reported that the boiler has been retubed. Cupola prices that were obtained were too high so he will look into other prices. Mr. Juliano and Mrs. Becker reviewed the CIP with Mr. Tait. Alan Clavette will work with Mrs. Becker to set up the CIP with the computer program that David Brown established for the Board.
Report from Mary Hawley Society. Marg Studley asked Mrs. Motyka what fund raising the Society could undertake for the building. Mrs. Motyka noted that the Mary Hawley Society could be asked to support the purchase of the dishes and flatware. Mrs. Fellows will put together a proposal for the dishes, flatware and a cart that Mrs. Motyka will send to Mrs. Studley.
Correspondence. None noted.
Bills for Payment. A separate account should be set up for security deposits for the Board of have recourse for any damages that occur. Mrs. Motyka moved to approve the payment of bills totaling $27,279.93 pending the availability of funds. Second by Mrs. Pierce and unanimously carried.
Unfinished Business.
Grant. The funds have been received. Mrs. Motyka will contact the company to do the work.
Mrs. Fellows presented a bill of $210 for reimbursement for items that she purchased for the front of the building.
New Business. None noted.
Comments around the Table. Mrs. Motyka complimented Mr. Mahoney on how well the movies have done; the Board agreed.
Possible Executive Session. Mrs. Motyka moved to enter executive session at 7:40 p.m. to discuss a personnel matter. At this time the clerk left the meeting.
Ann M. Mazur, Clerk
Addendum:
At 7:40 Ms. Motyka moved that the Board enter executive session; seconded by Ms. Hall Vote: Unanimous.
At 8:00 Mrs. Motyka moved to exit Executive session; seconded by Ms. Hall. Vote: Unanimous. No action was taken.
Meeting adjourned at 8:05
Respectfully submitted,
Sandra R. Motyka
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