TOWN OF SOUTH WINDSOR
MINUTES
TOWN COUNCIL WORK SESSION
COUNCIL CHAMBERS MAY 21, 2007
placeSOUTH WINDSOR TOWN HALL TIME: 7:00 P.M.
1. Call Meeting to Order
Mayor Streeter called the meeting to order at 7:02 p.m.
2. Roll Call
Members Present: Mayor Matthew Streeter
Councillor Edward Havens
Councillor Kevin McCann
Councillor Tim Moriarty
Councillor John Pelkey
Councillor Cary placeCityPrague
Councillor Keith Yagaloff
Also Present: Town Manager Matthew Galligan
Mayor Streeter made a motion to Suspend the Rules to have the Public Works Department come forward to recognize individuals receiving awards; McCann seconded the motion and was Approved, unanimously.
Mr. Michael Gantick, Director of Public Works came forward to address the Town Council and explained that this week is National Public Works Week with employees making various presentations and demonstrations. This year Public Works would like to recognize the following individuals for their contributions to placeSouth Windsor and the Public Works Department: Ms. Sue Marsh, Jeff Stavell and Mark Strickland from New England Mechanical, Brian Robinson from Flow Tech, Chris Gargano and Barry Scanlon.
The Work Session was reconvened at 7:15 p.m.
3. Public Participation:
None
4. Communications:
None
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5. Town Manager’s Report:
None
6. Items for Discussion
A. Lawrence Associates – discussion regarding 1530 Sullivan Avenue
Michael Gantick, Director of Public Works informed the Town Council that the Town has entered into a lease approximately six weeks ago. With input from the Sub-Committee of the Council and Town Staff, Lawrence Associates has been working on concept drawings for the facility. The Town has five months of free rent.
Mr. Anwar Hossain from Lawrence Associates came before the Town Council to discuss the concept plans that have been developed. Lawrence Associates has been working with the Sub-Committee as well as Town Staff for approximately one year to bring this concept forward that is being presented.
Town Manager Matthew Galligan stated that the plans before the Town Council, has the Council Chambers moving to the Old Post Office with additional meeting rooms. There will be a kitchen facility, and room for the Town Council to caucus (media room). The current Town Council Chambers would be renovated into office space for Town Hall in order to keep all staff at the existing Town Hall. The offices at the Town Hall all interact with each other; therefore it was felt it would be more prudent to move the Council Chambers. We are very short with meeting rooms throughout town. This would also allow the Town to rent out rooms to outside individuals/agencies and would create additional revenues for the Town. The Town will be paying $30/square foot. Cost estimates have not been complete
yet. Mr. Galligan feels the plans presented are good and the Town would like to get feedback from the Town Council.
Councillor Moriarty questioned if there were alternatives plans that did not include moving the Council Chambers? Town Manager Galligan answered that different alternatives were discussed. The Town felt this was the most prudent plan because there is an opportunity to get revenue from this plan also.
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6. Items for Discussion (continued)
A. Lawrence Associates – discussion regarding 1530 Sullivan Avenue
Councillor Pelkey asked when the Town Hall is being renovated, would the entire building be upgraded to meet all codes? Mr. Hossain from Lawrence Associates stated that the entire building would need to meet all building codes.
Councillor Pelkey then asked what the cost would be to have the Town Hall meet all codes? Mr. Hossain explained that cost estimates have not been calculated yet. Mechanical and Electrical Engineers would have to come in and review how the system would be upgraded and then the cost estimates would be calculated. The plan presented tonight is just a preliminary drawing.
Councillor Pelkey questioned if the costs estimates would include the driveway improvements and the parking lot? Mr. Hossain answered that the costs estimates would include the complete site, mechanical, electrical, and construction costs with an escalation factor.
Councillor Prague questioned why the Council Chambers is not used by Town Staff? Town Manager Galligan explained that Town Staff does use the Council Chambers during the day for bid openings or other uses if necessary. The main concern is at night when the Town has to turn people away from the use of conference rooms. Mr. Galligan also explained that the space could also be rented out to business in Town. If Town staff is moved to the Old Post Office, it would be inconvenient for the public.
Councillor Prague stated that he would like to see the whole plan (Town Hall and the Old Post Office), and cost estimates.
Town Manager Galligan explained that the plan before the Town Council would have an individual in the front foyer which would meet and greet the public.
Councillor Yagaloff voiced his concern regarding the time frame and if there is a time frame for when the Town would like to have a certificate of occupancy on the Old Post Office? Town Manager Galligan stated that there is not a time frame yet but time is ticking on the free rent.
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6. Items for Discussion (continued)
A. Lawrence Associates – discussion regarding 1530 Sullivan Avenue
Councillor Yagaloff felt the existing Town Council Chambers should be made two levels and be gutted to give double the space? Town Manager Galligan stated that is exactly what would be happening.
Councillor Yagaloff also felt that the Town should come up with some type of funding for that. Town Manager Galligan explained that the Town is looking to use a STEAP Grant Program for some of the renovations to Town Hall. The Town Council needs to agree on a plan prior to any work being started.
Councillor Moriarty questioned if the Town decides not buy the Old Post Office in the future, wouldn’t that create problems to construct the Council Chambers down there? Town Manager Galligan answered that the Town does not have to buy the building, the Town can lease it for 10-20 years and then maybe in that period of time the Town would like to build a new Town Hall.
It was the consensuses of the Town Council to have the Town Manager get cost estimates on this project and then report back to the Town Council.
Councillor Pelkey questioned if there are any reasons the Old post Office could not become the communications center for the Police Department? Town Manager Galligan answered that it would be hard to manage because staff would be split up. If seven towns worked together on this project, it would work, but our communication center would not be able to utilize the whole building.
B. Discussion regarding Wastewater Treatment Plant
Mr. Fred Shaw, Superintendent of Pollution Control came before the Town Council. He explained that the Towns’ design for upgrading the Treatment Plant has been completed and submitted to the DEP for their review, which is a necessary step. It is the Town’s intention to pursue the grant opportunities. Recently there was meeting held with the DEP and the Town was informed that even if the grant funds become available they are only going to give the funds to those who are ready to proceed right away. The Treatment Plan will have to be upgraded even if grants are not available to the Town. The three options to fund this project
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6. Items for Discussion (continued)
B. Discussion regarding wastewater Treatment Plant
are as follows: 1) With the Clean Water Fund there is a 23% grant; 2) A 2% twenty year loan program which would mean a total cost for the project of a little over $35 million dollars; or 3) Without the clean Water Fund, the Town would have to go out for a general obligation bond for either a twenty or thirty year period.
Answering questions from Councillor Pelkey, Mr. Shaw explained that the $29 million dollars versus the $37 million dollars is the difference of having a grant or paying the full amount.
Councillor Prague asked if the Town would be able to handle a septic system company to dump their sewage into the Towns system in order to receive revenues? Mr. Shaw responded that it is not the Towns intention to serve anyone outside of the Town of placeCitySouth Windsor. There would not be any advantage to the Town because it would not be a large revenue source. When the Town upgrades the plan, the size of the plant is not being increased.
After a lengthy discussion regarding the Town going to referendum to cover the costs and the Town receiving a grant, Mayor Streeter called the Regular Meeting to order at 8:00 p.m. but then immediately recessed the Regular Meeting in order to finish the Work Session Agenda.
Councillor Havens questioned if the Town is mandated to do this project? Mr. Shaw explained that it is and the Town is trying to avoid in the future being in violation of our discharge permit and being fined by the State for noncompliance.
The Town Council requested Mr. Shaw to request a deviation from the Clean Water Fund and keep the Town Council informed on the status of this project.
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7. Executive Session
None
8. Adjournment
Councillor McCann made a motion to adjourn the Work Session at 8:10 p.m.; Councillor Pelkey seconded the motion; the motion carried unanimously
Respectfully submitted,
Deborah W. Reid
Clerk of the Council
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