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Mayor Pelkey called the meeting to order at approximately 4:40 p.m.
Members Present
Dr. Kate Carter, Superintendent of Schools
Matthew Galligan, Town Manager
Michael Gantick, Director of Public Works
Kathryn Hale, Town Council
Patrick Hankard, Dir. of Facility Services, Board of Education
Donna McKenty, Business Manager, Board of Education
John Pelkey, Mayor, Town Council (Chairperson)
Janice Snyder, Board of Education (Vice Chairperson)
Members Absent
Diane Behler, Board of Education
Lisa Maneeley, Chair, Board of Education
Kevin McCann, Town Council
Guests Present
Ray Favreau, Director of Parks & Recreation
Scott Roberts, Director of Information Technology
- Approval of Minutes of Previous Meeting
Ms. Kathryn made a motion to approve the June 16, 2010 Minutes; Town Manager Galligan seconded that motion; and it was approved unanimously with one abstention made by Ms. Janice Snyder.
Current Projects
Town Manager Galligan commented about the original Capital Projects Policy. He stated that it seems as though the Committee and Council are getting away from the Policy, when the Council isn’t in agreement with a dollar amount or project, the Committee is supposed to reconvene to review the Council’s suggestion and then resubmit the Capital budget. He feels that the Committee spends a lot of time meeting, but this year things were delayed because of the way the process went.
He suggested that the Committee and the Council meet to discuss how the process should be. Town Manager Galligan commented on various processes and plans that are being featured in articles that the Town of South Windsor has been already doing for years. He explained his frustration with regard to all of the projects that Town staff has developed and worked on and how they are getting national recognition and his own Town doesn’t notice it. He wants to make sure that before moving on, the Council needs to determine if they are going to listen to the Committee otherwise, time is being wasted.
Mayor Pelkey added that he would like to at least start with the amount that was approved this year and prioritize. Maybe during Work Sessions the Committee should give a short explanation about the suggested projects so the Council can have an idea before the budget is presented in the spring.
Ms. Janice Snyder stated that she will be meeting with the Superintendent to address how the process should be handled because various Board members were unhappy with how things went last year. She thinks the main component is to start earlier and have a specific list of what is being looked at and be sure that the Board is involved with what comes forward to Capital Projects. The Board needs to formalize their process so that the Board understands the projects. She wants to have better communication and thinks the Committee needs to discuss things a lot further.
Ms. Hale agrees and was surprised to hear that the Board hasn’t approved the Capital Projects lists over the last few years. She thinks it would be useful to notify all Board Members and Council Members of the presentations that will be given so that they can attend that Capital Projects Meeting. This will help to avoid the last minute second guessing.
Mayor Pelkey recapped what everyone suggested. He also confirmed that when future presentations are given regarding projects, the Board of Education and Town Council Members will be notified so that they can attend. This will allow them to hear first hand about the projects and also ask questions directly to the expert staff.
Mayor Pelkey and Ms. Snyder pointed out that when Board Members or Town Councillors request information from staff, it sometimes takes hours to gather that information. Everyone needs to start trusting and believing in each other and move forward with things.
Ms. Snyder explained how the decisions made by some of the Council ended up negatively impacting the way the Board handled their Capital Projects, in particularly, the replacing of the Eli Terry Gym Floor.
Ms. Hale suggested splitting the projects into tiers so that some things can be settled and agreed upon early and still have the flexibility to amend the numbers a little at the end.
Ms. Snyder proposed having Mr. Gantick and Mr. Hankard reprioritize what is on the list so that during the October or November meeting there is a clear view of all the projects. At that point, the tiering can be developed.
Mr. Gantick stated that he is at a loss about what to do because there are some projects that have been on the list for 20 years. He said that the Committee has a list of projects, which is a good starting point, but there is not a plan.
Ms. Hale thinks that the argument should be made to the public that if certain projects aren’t done, things will deteriorate over time and will not be sustainable.
It was confirmed that the 09/10 budget was decreased by over $1 million from the 08/09 budget.
The Town Manager stated that he is also looking at the bonded project and how the Council doesn’t believe that pavement should be coming out of bonds even though it is a 15 year life. He said that there is some money left over from Lawrence Road being under budget and some other projects. He said that he had instructed Mike Gantick to continue to follow the list that Council had set. They estimate a balance of about $250,000 after these projects are done. He also explained some of the changes to this year’s budget that he wants to discuss with Council, one of them is creating a Road Pavement Sinking Fund and the other is to come up with a Budget Fund Surplus Account.
Priority List
It was confirmed that Pat Hankard and Mike Gantick will be putting the list together.
5. New Business
Mayor Pelkey discussed the Board of Education Referendum Question regarding ADA and how he would like a presentation to be given to the Town Council as to what it entails. He would like clarification of what would happen if the Referendum fails. The Town Manager stated that he would get an Opinion from the Town Attorney. Ms. Hale suggested that maybe the Board’s attorney would be better suited to answer. Ms. Hale also had a concern with regard to elections enforcement.
The Committee was informed that the Board of Education turned over to the Town about $19,000 of rebates from CL&P.
6. Old Business
NONE
7. Adjournment
Mr. Galligan made a motion to adjourn at approximately 5:30 pm; Ms. Hale seconded that motion; and the motion was approved unanimously.
Respectfully submitted,
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Vanessa Perry
Recording Secretary
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