Town of Old Saybrook, CT - 10/16/2008 Minutes

10/16/2008 Minutes

MEETING OF THE BOARD OF SELECTMEN

Thursday, October 16, 2008

6:30 p.m.

First Floor Conference Room

MINUTES

Present: First Selectman Michael A. Pace, Selectman William Peace, Selectman Velma Thomas, and interested citizens

I.	CALL TO ORDER First Selectman Michael Pace called the meeting to order at 6:30 P.M.
II.	PLEDGE OF ALLEGIANCE First Selectman Michael Pace led those in attendance in the Pledge of Allegiance.
III.	COMMENTS FROM THE PUBLIC A question was asked regarding residence of Fenwick being responsible for their septic services. First Selectman Michael Pace responded that Fenwick is considered its’ own municipality and they have their own Building Department and Sanitation Department. Ownership of the Fenwick Golf Course was also questioned and First Selectman Michael Pace stated the town does not own the golf course, but does own some of the paved roadways around the course. A question was raised regarding the ownership of the lighthouse and First Selectman Michael Pace responded that the town does not own the lighthouse. A question was asked regarding an alleged statement by First Selectman Michael Pace saying he saved the Ferry Road Grant, when a letter dated January 11^th from the Department of Environmental Protection states the town would need their approval before entertaining bids on the work. The town did issue a ‘Request for Proposal’, which the DEP agreed to let them do. The requests were sent to an engineer for viability and design. The $250,000 grant for the dock will require engineering design input and DEP approval. Concern was voice regarding the lack of a formal signed agreement between the town and the Board of Trustees of the Katherine Hepburn Cultural Arts Center, Inc. First Selectman Michael Pace responded that the agreement is in the final stages of being drawn up and the attorney for the town and the attorney for the Board of Trustees are working on it for final approval and signing. It was then asked what would happen if the Board of Trustees decided to not run the theatre. Selectman William Peace responded that the town had voted to make the building a theatre and at that time no Board of Trustees existed. He went on to explain that at the original vote for the theatre a figure of 1.5 million was mentioned and was not based on any cost information just an rough estimate of construction on the building. At the second vote, which did not pass by as wide of a margin as the first, a new figure was established after investigation of known problems and cost to fix were brought to the table. He noted that even with the increased amount the town still voted for a theatre. Selectman Velma Thomas spoke of the dedication of the Board of Trustees as a group as well as individuals. She noted that the Board has already raised substantial funds to install interior seating, carpeting, decorations, etc. If the Board were not committed they would not be working so diligently toward this project. A question was raised regarding when the agreement was signed if the town would receive any money from the venue. First Selectman Michael Pace stated the town would receive no compensation from the running of the theatre, the Katherine Hepburn Cultural Arts Center, Inc. is a non-profit corporation and any money made would be put back into running the theatre. Chuck Still who was hired by the Board of Trustees stated that the intent of the board is to run a theatre. They have currently raised a little under 1.3 million. He knows of no one intending on walking away. The Board of Trustees is a legal entity under Federal law as a 501c non-profit organization and with the only intention of running the Katherine Hepburn Cultural Arts Center, Inc.
IV.	COMMENTS FROM THE SELECTMEN No comments were made at this time.
V.	APPROVAL OF MINUTES Board of Selectmen Meeting of September 18, 2008 THOMAS/PACE Motion to accept the minutes as presented with the following clarifications. Paragraph III Comments from the Public, third paragraph, eighth sentence; First Selectman Michael Pace response regarding continuing construction and issuance of Certificate of Occupancy allowing Board of Trustees to start on the interior portion as their responsibility under the proposed operating agreement he is referring to the payment for the installation of interior seating, decoration and design work only. Paragraph VI subsection A1 should read THOMAS/PEACE for motion to add to the agenda. Paragraph VI subsection A2 should read PACE/THOMAS for motion to add to the agenda. Paragraph VI subsection A2 should read THOMAS/PEACE for motion to accept resolution and authorize First Selectman Michael Pace to sign documents. Paragraph VI subsection B should read PEACE/THOMAS for motion to accept recommendation of the Pension Board. Paragraph VI subsection E1 should read PEACE/THOMAS for motion to add to the agenda. MOTION CARRIED UNANIMOUSLY
VI.	BUSINESS BEFORE THE BOARD A. Discuss and act on contract between HOPE Partnership and the Town of Old Saybrook. First Selectman Michael Pace reviewed agreement between Town of Old Saybrook and Hope Partnership, Inc. regarding the $50,000 grant award to the town for the purpose of constructing affordable housing within the town. He noted that Maryann Amore, Executive Director of HOPE and Christine Nelson, Director of Land Use Department of the Town were the project managers. The agreement sets forth the responsibilities of HOPE, under the supervision of Christine Nelson, in their outreach to the community. THOMAS/PEACE Motion to authorize First Selectman Michael Pace to enter into agreement with Hope Partnership, Inc. MOTION CARRIED UNANIMOUSLY B. Discuss and act on Town Engineer Geoff Jacobson recommendation for Conditional Approval with an Opinion of Probable Construction Cost for Erosion and Sediment Control Bond and Site Restoration Bond; Saybrook Ridge. Reviewed letter received by Town Engineer, Geoff Jacobson, recommending the return of the original bond in the amount of $561,100 due to the change of final approval to conditional approval for development. Proposed construction has stopped due to the economic crisis. His company has prepared an Opinion of Probable Construction cost for Erosion and Sediment Control Bond and Site Restoration Bond. First Selectman Michael Pace noted that the developer would be required to re-post the bond before starting the project in the future. The process would have to be restarted, including obtaining review and conditions set forth by the Planning and Zoning Commission. PEACE/THOMAS Motion to accept the recommendation of the Town Engineer, Geoff Jacobson to return the original Bond amount with the request that any further action be furnished to the board by the Planning and Zoning Commission on any future projects on the site. MOTION CARRIED UNANIMOUSLY C. Discuss and act on request from Estuary Transit District. First Selectman Michael Pace noted the Estuary Transit District is experiencing financial difficulties and requesting financial aid for the Dial-a-Ride program from area towns. Dial-a-Ride currently serves 8 area towns and Old Saybrook is being asked to contribute $10,400, equal to 28% of the aid being requested. He is currently in contact with the current Director of the Estuary Transit District. THOMAS/PEACE Motion to recommend forwarding the request to the Board of Finance for review and discussion. MOTION CARRIED UNANIMOUSLY D. Discuss and act on Charge of the Ad Hoc Committee on Bikeways. Selectman William Peace noted that the committee has met with the Department of Transportation regarding the town’s addition of safe bike routes and paths. He noted that Block Island, Rhode Island and New York all have beautiful bikeways for public enjoyment. E. Appointments 1. Bikeway Committee. Selectman William Peace recommends adding Chris Adams to the committee. He noted Mr. Adams works in the Capitol area and received an e-mail from Mr. Adams expressing his wish to be appointed as setting forth his biking experience. PEACE/THOMAS Motion to add Chris Adams to the Ad Hoc Committee on Bikeways. MOTION CARRIED UNANIMOUSLY E1. PACE/THOMAS Motion to add to the agenda the appointment of Kathryn Hanratty to the counseling staff at Old Saybrook Middle School as recommended by the Board of Education and Old Saybrook Youth & Family Services Commission. MOTION CARRIED UNANIMOUSLY PACE/PEACE Motion to accept recommendations of the appointment of Kathryn Hanratty to the counseling staff at Old Saybrook Middle School. MOTION CARRIED UNANIMOUSLY F. Enter into Executive Session to discuss pending litigation. PACE/THOMAS Motion to enter into Executive Session to discuss pending litigation at 7:35 P.M. MOTION CARRIED UNANIMOUSLY G. PEACE/THOMAS Motion to add to the agenda discuss and act on complete agreement regarding the changes made to the Town of Old Saybrook’s employee insurance benefits. MOTION CARRIED UNANIMOUSLY PEACE/THOMAS Motion to authorize First Selectman Michael Pace to sign complete agreement. MOTION CARRIED UNANIMOUSLY
VII.	COMMENTS FROM THE SELECTMEN First Selectman Michael Pace read a letter from himself to the Board of Selectman commending Public Works Director, Larry Bonin, for his exemplary performance in budgeting and managing all related operations the Town has undertaken in preventative maintenance to infrastructure, buildings, grounds and equipment.
VIII.	QUESTIONS BY THE PRESS None taken.
IX.	ADJOURNMENT PACE/PEACE Motion to adjourn at 8:50 P.M.

Respectfully submitted,

Tracy Masterson