TOWN OF SOUTH WINDSOR
WORK SESSION MINUTES
TOWN COUNCIL MONDAY, APRIL 11, 2011
COUNCIL CHAMBERS TIME: 7:00 P.M.
1. Call Meeting to Order
Mayor Pelkey called the meeting to order at 7:03 p.m.
2. Roll Call
Members Present: Mayor John Pelkey
Deputy Mayor Ed Havens
Councillor Saud M. Anwar (arrived 7:22 p.m.)
Councillor Gary Bazzano (arrived 7:03 p.m.)
Councillor Tom Delnicki (arrived 7:02 p.m.)
Councillor Janice Favreau
Councillor Kevin McCann
Councillor Cary Prague
Councillor Keith Yagaloff
Also Present: Town Manager, Matthew B. Galligan
Dwight Johnson, Town Attorney (Find out if he was here)
3. Public Participation
None
4. Communications
None
5. Town Manager’s Report
None
6. Items for Discussion
A. Town Clerk Budget Presentation
Ms. Lori Trahan, Town Clerk came before the Town Council to present the Town Clerk’s budget. She explained that there is a proposed increase are in the salaries budget. During the budget last year there was $25,000 taken out and this year it is being replaced. The printing budget has increased approximately $400.00 and Repair Equipment budget is up another $100.00 from $400.00 to $500.00 for repair to the typewriter and cash register.
Answering questions from the Council, Ms. Trahan stated that the Town Clerk’s Office uses Cott Systems to put the records on-line. If an individual wants information from this on-line service there is a subscriber’s fee and a 5% transaction
ITEM:
6. A. (Continued)
fee that is charged to an individual requesting the information. The Town received $1.00 for every page printed.
Councillor Yagaloff felt this was a great service to individuals wanting to use this service and is glad to hear that the overhead cost is not being paid for by the Town. Ms. Trahan informed the Town Council that this service is free for the Town and the Town has received approximately $200.00 per month from Cott Systems because of the $1.00 received for every page printed.
The Town Clerk’s Office is open late every Thursday until 6:00 p.m. This has been a great service that people appreciate.
Answering further questions, Ms. Trahan stated that if the Town Clerk’s Office could get a little more money in this budget year it would be used in the Professional account to cover ordinance expenses.
B. Human Services Budget Presentation
Mr. Dennis Sheridan, Director of Human Service came before the Town Council. He introduced Andrea Cofrancesco who is the Senior Services Coordinator and Joann Moriarty who is the Youth & Family Services Coordinator. Mr. Sheridan then reviewed the Human Service budget with the Town Council as shown in attached Exhibit A.
Answering questions from the Council, Mr. Sheridan explained that this is a bus replacement year for Human Services. A grant has been written for this purpose.
Answering further questions, Ms. Cofrancesco explained that homes visits are primarily the Human Services staff. There are three case workers who do home visits. This program helps individuals to be able to stay in their homes longer and also with financial assistance. The $17,000 under Visiting Nurse and Health Services is used for individuals who do not have insurance or for individuals who are pending other programs and the VNHS uses that to supplement until individuals can get more services elsewhere.
Mr. Sheridan explained the Sheltered Workshop item is used for disabled residents.
Ms. Joanne Moriarty explained that the trend with Youth and Family Services is that there are more families accessing the Counseling services through Human Services.
ITEM:
6. B. (Continued)
Councillor Delnicki requested that the numbers from previous years of “People Served” be sent to the Town Council so numbers can be compared.
Ms. Cofrancesco added that there is an increase in services for individuals who are older and also working individuals who are now out of work and need services more in terms of the food bank and fuel assistance. Last Year 399 received energy assistance for the entire and this year Human Services is already exceeding that by one, but the season has not closed yet.
Ms. Cofrancesco then stated that the food bank has serviced 527 times this year and the season has not closed and last year the food bank serviced 571. The South Windsor community has been very generous by giving food, monetary donations and gifts during the holiday season.
Councillor Yagaloff stated that the Human Services Department is very important in this economic time and South Windsor is very fortunate to having such a good run program.
Answering questions from Councillor McCann, Mr. Sheridan explained that the Human Services Department is meeting space needs by working closely with the Recreation Department. Programs that need more space are being held in constricted areas because that is all that is available. The other challenge the Human Services Department has been dealing with is the noise when different programs are being held at the same time.
Councillor McCann questioned if the Human Services Department has been able to acquire the use of any space from the Board of Education? Mr. Sheridan explained that the Computer Training classes for Seniors are held at Timothy Edwards Middle School. It would be a challenge to hold other Senior programs in different locations.
Councillor McCann noted that the overall budget has increased 4% but the increase in the services has increased more than 4%. Councillor McCann questioned if Human Services would be able to meet Seniors needs? Mr. Sheridan explained that the only area where he feels extremely challenged is in the space needs. If space needs were addressed, other issues at the Human Services Department would be addressed. Mr. Sheridan then explained that there is an increase in the part time Clerical position in the office and it was felt that the hourly rate should be increased for that position. The 4% increase to the budget is for the whole Human Services Department.
ITEM:
6. B. (Continued)
Councillor Prague questioned if more funds were available, what would those funds be used for? Mr. Sheridan stated that there were two full time positions that are now part time positions and any extra funds would be used to bring those two positions back to full time.
Answering further questions from the Council, Mr. Sheridan explained that the next five to seven years there will be an increase in the senior population. At this time, there has not been a large decrease in the number of bus trips out of Town. Most seniors use their private physicians. Mr. Sheridan then stated that the Human Services Department is very sensitive to safety issues when programs are being run in smaller rooms. Human Services always makes sure that Senior’s are safe and there are enhancements being worked on in the Community Center to ensure and/or improve safety.
C. Library Budget Presentation
Ms. Mary Etter, Director of the South Windsor Public Library came before the Town Council to present the Library’s proposed budget for 2011/2012. The Library’s business is resource sharing and combines the strengths of the materials and the resources that the Library has with other agencies and other departments in Town. This year the Library is requesting lower than 1% increase to the budget, (under $8,500).
Answering questions from the Council, Ms. Etter explained that the Library has a lot of support through Friends of the Library, book sales produce $10,000 per year in addition to offering two high school scholarships to two South Windsor students. The Library also participates in regional activities that support children in need particularly. Recently added to the Library resources is electronic books and it is an expanding program, although the need or the interest for books is not going away. The moderate increase in the maintenance contract in the budget has to do with office machines. There has been a 5% decrease in the number of individuals using the Library from the actual patron visits of last year, but last year the actual patron visits were up 5.6% from the previous year. The annual
visits in the past fiscal year were 231,651. When there are tough economic times, patrons will give up their newspaper subscriptions and internet service and come use the Public Library. When the Library looks at advances in technology, the Library looks at the items that are available, the population that is being served, the kinds of questions that are be fielded and deciding whether to turn to an electronic source rather than a print source. Costs are also a factor in the decision of technology. The Library staff has been using video conferencing for our own training and there are starting to be requests from patrons for video concerning. If an individual has lost their job, the Library has programs through web links that the Library offers and the on-line databases that offer services to people who are out of work or are making career changes.
ITEM:
6. Items for Discussion (Continued)
D. Public Works Budget Presentation
Mr. Gantick reviewed with the Town Council the Public Works Departments accomplishments and budget increases and decreases, as shown in attached Exhibit B. Mr. Gantick explained that the largest budget drivers are some changes in tree maintenance, trying to get the equipment maintenance budget back up to where it has been, energy costs and fuel costs. Those four items are approximately 65 to 70% of the budget. Mr. Gantick also provided the Town Council with the equipment replacement schedule which is also provided in attached Exhibit B.
Answering questions from the Town Council, Mr. Gantick explained that the road system took quite a beating this winter. Public Works has been tracking with GIS the areas that have needed to be have the potholes fixed and there have been more potholes claims this year then in the last twenty years put together. The claims get submitted to insurance and the insurance company determines if the claims are payable or not. This has been a very difficult winter and the results from the winter have made quite a lot of work for Public Works. The Town is subject to fluctuations in costs for asphalt. The more it costs for asphalt, the less that will be getting done. The line item that is titled “Hours for snow removal rental truck” is subcontractors who plow for the Town. Under the
rental account there are rentals for leaf collection, snow removal and other items. All street signs have to be replaced and traffic signs will also need to be replaced. The Town has decided to do the street signs as they need replacing.
Mr. Galligan explained that there are two types of maintenance of trees. The type in this budget are the tree’s along the roads that are hanging over in the right of way, blocking signs, or near power lines. The Town works with C L & P. The other tree maintenance is inside the parks and Parks and Recreation Department will take care of those. This item is mostly sub-contracted out due to the power lines. Mr. Galligan then explained that the Supervisor salaries are in the different division that the Supervisor works in.
Answering further questions from the Council, Mr. Gantick explained that Engineers and Architects are reviewing the sidewalk at the Community Center. After the improvements are competed it will be a much safer situation there. The Town is going to try to get this done this year. There will be unpaid interns that will be working for the Town. Mr. Gantick then explained that when reconstruction work is being performed for the underground pipes and storm drains, camera lines are being utilized. If there was an extra $50,000 in the budget, Mr. Gantick stated that exclusive of the roads and buildings, those funds would be used to maintain the equipment liability. The Town washes the vehicles after each snow storm, but there are areas that can not be reached by the wash station. There is
an item in the budget for an underwater wash carriage system which would help maintain the life cycles on the vehicles. The equipment replacement schedule is the same schedule that has been used for the past twenty years.
ITEM:
6. D. (Continued)
Councillor McCann stated that he is concerned with the Town using more salt on the roads, that the Town equipment will need replacement in shorter times than previous years. Mr. Reichle came forward and stated that he started his career in 1974 as an Assistant Mechanic. The trucks in 1974 have the same amount of corrosion on them as there is today. After snow storms, staff try to clean underneath the vehicles the best they can. The life of the trucks are approximately 12 to 15 years and that has been the same since 1974.
Mr. Gantick stated that the South Windsor Public Work’s Department has gone around to other Town’s to train them on sensible salting practices. South Windsor is the first Town in the State of Connecticut to actually measure all of the salt.
Councillor McCann felt that the roads need to maintained and should be budgeted for under the Town’s Operating Budget rather than the Capital Budget and if the Town were to do that would it make sense to combine the budget for Road Maintenance with Snow Removal so there may be a cushion built into that budget? Mr. Gantick answered that the bottom line is the bottom line. Any way to get dollars put towards the effort of road maintenance would be beneficial. The Public Works Department is open to any solutions where there may be more funds.
- Connecticut Studios Project – Special Services District and
- Connecticut Studios Project – Feasibility Study
Town Attorney Dwight Johnson explained that this is a complex project that has changed a little bit over the last couple of months. The project includes eight studios, mill and storage building, a 100 to 150 room hotel, 16,000 square feet of retail, and possibly four restaurants. The funding totals approximately $40,000,000 and the equity contributions that Connecticut Studios is making has increased from $1,500,000 to a $3,000,000 project. Approximately $5,000,000 represents bank debt, $5,000,000 represents a DECD loan from the State, and $15,000,000 is the TIF financing. It is anticipated that there will be approximately $8,000,000 of tax credits subject to Legislative review, and there is approximately $1,000,000 of sales tax rebates. The project involves approximately 40 acres broken into five
separate parcels. Two of the parcels consist of 18 acres and are currently owned by the Charbonneau family and business. Twenty acres came from the State to the Town and there are approximately two acres that is still owned by the Town, but will be transferred to this project. Once the project is up and running, most of the post construction responsibilities in the property are on the shoulders of Connecticut Studios which includes maintenance, repair of the road ways and of the right of ways, landscaping, trash removal, etc. The only obligation that the Town will have with respect to the area within the project are the traditional police, fire and safety obligations. There are two to three dozen separate documents that will be executed in connection with this project. Town Attorney Johnson reviewed some of the
ITEM:
6. E./F. (Continued)
documents that will need to be prepared for this project and then explained that ultimately the Council is going to have an opportunity to make a final decision on this project when it sees the developer’s agreement. The underwriters and other related to the project stated that the one thing that has to happen is the Legislative session to make sure the tax credits are in place before bonds are put out for sale.
Attorney David Panico from Robinson and Cole came before the Town Council to review the Special Services District Ordinance. What the Special Services District does for the project is it allows additional taxes to be imposed on the property owners. The additional taxes will be used to support all of the costs of the project including the debt service on the bonds, the services to maintain the public improvements that are going to be built with the proceeds of the bonds, and the services that the district will need, such as holding public hearings, budgeting, tax collection, etc., which they will pay the Town as the service provider. Attorney Panico reviewed with the Council the different sections of the Ordinance and explained what is contained in the Ordinance.
After reviewing the Ordinance, Attorney Panico stated that property that is owned by the Special Services District is generally not taxed, but the property here will be generating taxes is going to be owned by Connecticut Studios LLC so it will be subject to taxes, but the Town’s easements or ownership rights and the property that the Town owns will not be taxed. This document even after approved does not become effective until bonds are issued. The Bond Ordinance has an expiration date of December 31, 2011 so really everything that has been done this far is due to expire on December 31, 2011 if this Ordinance doesn’t go through.
Answering questions from the Council, Mr. Galligan explained that the personal property tax is not paid for by Connecticut Studios. The personal property taxes come from the business that is using the equipment and the area. The maintenance costs will be divided between the different businesses that are located in the district, with use of a contract. Attorney Panico stated that there is an estimate of approximately $38,500 per year for maintenance costs that will be charged to the users.
Mr. Galligan explained that after speaking to Ramiro Albarran, he was told that the hotel is going to be built in Phase I in order for the bond costs to not exceed the property tax.
Attorney Johnson stated that this project has been slower than initially anticipated because of concerns that have been raised in the tax credits and the feasibility
ITEM:
6. E./F. (Continued)
study. The Town now has the feasibility study and Attorney Johnson said that he was told that the underwriters feel generally comfortable with that study.
Attorney Panico reviewed with Councillor McCann where it is explained how debt service will be paid for if there are any short falls with property taxes.
At 10:15 p.m. the Council recessed in order to receive Exhibits that were not provided to the Council. The meeting reconvened at 10:33 p.m.
Councillor McCann reiterated that the bonds would be issued by the Town and the debt service would be paid for by the property taxes and the Special Services Facilities tax.
Attorney Panico explained to the Council that it is not necessary for all of the powers to be in Article I, but it was felt that because the district was going to be controlled by the Town that it would be safe to include all of the powers under the State Statues for use by the district in the future.
Attorney Panico stated that any parking facility that would be covered by this Ordinance would be separate and apart from the public infrastructure that is included in the TIF bonded project.
Councillor McCann stated that his concern that remains is the lack of control over the setting of the taxes for the District by the Town Council. Attorney Panico stated that under the Statute, the Board of Commissioners is required to establish the tax and have the municipality impose it on their behalf. The Town Council could have other members of the Council be members of the Board of the District but the Statute makes it a separate body. There is no ability of the property owners to vote for the tax either, this is the way it is done under the Statute.
It was explained that the special taxes levied and collected each year are done according to very precise provision that the Town Council adopts. The District is only able to implement the Town Council’s rules in determining the amount of taxes to be collected each year.
Councillor McCann then questioned once the TIF Bonds are paid off, there would be no continuing need for the Special Facilities Tax unless additional facilities are purchased or constructed, but the Town would continue to collect the real property taxes generated on this property? Mr. Panico answered yes the Town Council would get all of it.
ITEM:
6. E./F. (Continued)
Answering questions from Mayor Pelkey, Attorney Panico stated that he Town is not doing anything extraordinary. The purpose of this Ordinance is to provide additional tax revenues for the purpose of debt service on the bonds.
Councillor Anwar stated that the feasibility study looks very detailed and well thought out and he felt quite encouraged to see that the Connecticut Studios Project seems to be profitable. It is the Town Council’s commitment to review the feasibility study very carefully to make sure this project can move forward.
Answering questions from Councillor Yagaloff, Attorney Panico explained that if the reserve fund were collected, they would not come back to the Town, they would be used to apply to the last debt service on the bonds.
Councillor Delnicki requested that items in the agreement that are abbreviated or initials are used, be spelled out or better defined.
7. Executive Session
None
8. Adjournment
At 10:55 p.m. Deputy Mayor Havens made a motion to adjourn the Special Work Session. Councillor Bazzano seconded the motion; and it was approved, unanimously.
Respectfully submitted,
Deborah W. Reid
Recording Secretary
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