TOWN OF SOUTH WINDSOR
TOWN COUNCIL FRIDAY, NOVEMBER 4, 2011
CAUCUS ROOM EMERGENCY MEETING
1. Call Meeting to Order
Mayor Pelkey called the emergency meeting to order at 3:34 p.m.
2. Roll Call
Members Present: Mayor John Pelkey
Deputy Mayor Ed Havens
Councillor Tom Delnicki
Councillor Janice Favreau
Councillor Kevin McCann
Councillor Cary Prague
Councillor Keith Yagaloff
Members Absent: Councillor M. Saud Anwar
Also Present: Matthew Galligan, Town Manager
3. Items for Discussion
Mr. Galligan explained that the Town of South Windsor has an interest to do debris management with two companies that has been approved by the State of Connecticut. The President has not yet allocated any FEMA money for this type of debris clean up, but it is felt the contract should be signed quickly and be contingent upon FEMA money coming in. The reimbursement would be 75% of the cost and the Town would have to fund 25% of the cost. The companies have estimated between 150,000 to 200,000 cubic yards of debris which would be a total cost of approximately $4,000,000.00 to $6,000,000, with the cost to the Town topping off at $1,500,000. The Town does not have the equipment to do this type of work. The work would be done by late March.
Mr. Fred Shaw, Superintendent of Pollution Control explained that there are two different firms, Ashbritt, Inc. and Science Applications International Corporation “SAIC”. They are two major rapid response disaster recovery firms that have been selected by the State of Connecticut through separate processes. They are both qualified firms that have extensive experience with FEMA. Ashbritt will be the firm that will pick up the brush and SAIC is a FEMA approved firm that is used for monitoring and making sure that the right amount of debris is being picked up and the right amount is being charged. A suitable site off of John Fitch Boulevard has been identified where all of the debris will be handled. The whole process should be complete by late March.
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November 4, 2011
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3. A. (Continued)
Answering questions from the Council, Mr. Shaw explained that they will be selecting and using many local contractors for this process, but the Town does not have all of the details yet. The company will be using a truck that has an arm that extends which is self loading. The vehicles will stay in the street and pick up 10-15 foot tree limbs but will not enter any residential property.
Mr. Galligan stated that the Town’s plan at this time is to remove the debris and if there are companies out there that would like to discuss buying the wood from some residents that should probably be done down at the debris site. This can be discussed with the contractors.
Councillor McCann felt that the leaf collection for the Town should be put on hold until all of the debris management is complete.
Answering further questions, Mr. Shaw explained that the contractors are ready to go within a 24 hour notice. The contractors do have some site preparation to do at the site and the Town would like to give residents a little time to be notified of how and when to bring debris to the curb side. The contractors have been agreeable to go back more than once to neighborhoods if necessary. The contractors feel at this time that they could pick up between 100,000 to 160,000 cubic yards of debris by mid-December.
Councillor Yagaloff voiced concern about the Town paying close to $6,000,000 for debris removal. Mr. Galligan explained that the Town would not sign a contract without the President declaring that this would be 75% reimbursable. To pay the $1,500,000, the Town would have to either fund the amount from the Capital budget plus the operating budget or take out a note or bond to cover the expense.
Mr. Karl Reichle explained to the Council that if the Town did not want to use this State contractor and wanted to look for someone else, the process would take time to write specifications and go out to bid. Presently there is a time constraint because of the winter coming upon us and the Town would like to get as much debris picked up as possible.
Mr. Shaw stated that the contractor will have resources that will be dedicated to the Town. The contractor will have employee’s that will be working with the Town from the start of the project to the end of the project.
Ms. Kate Carter, Superintendent of Schools explained that there is concern about the debris management as far as safety for bus stop locations and also kids who walk to school. When it is announced that schools will open, there will be a communication to families that it is strongly encouraged that an adult walk with the children to bus stops. The bus company is standing by and ready to do a dry run of bus stops in order to give feedback of actual stops and passage ways that will preclude them from being able to do transportation. Families have already
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November 4, 2011
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3. A. (Continued)
been informed that school will be closed on Tuesday and it is felt that Monday it will be unlikely that schools will be open. On Monday an assessment will be done in order to communicate with families on Tuesday about changes in bus routes.
Mr. Reichle explained that after talking with Ashbritt representatives, it was indicated that they would work in up to three inches of snow. If there is more snow then that, they would have to stop operations and then come back in the spring to finish the debris management. If it does snow, the Town’s goal will be to clear roads for emergency apparatus.
Mr. Galligan explained that the $1.5 million dollars would strictly be for the contract with the debris removal companies, it should also be known that the Town at any time can stop this process. The contractors will not be going onto any private properties; they will only take debris that is left near the curb.
Councillor Yagaloff stated that he is concerned that after the Town invests $1.5 million dollars, finding out that there is a lot more debris and it will cost even more to get rid of the rest. Could the Town Council authorize half or one-third of the dollars needed in order to make sure the price is accurate?
Mayor Pelkey explained that the dollars are available as emergency dollars and if the Town waits until spring, the funds needed would not be considered an emergency. If homeowners wait until spring to get rid of debris, they may need to pay for it themselves.
Councillor McCann stated that although this is not a perfect solution, the Town can not wait around for a perfect solution. The Town Manager’s judgment needs to be trusted and the Town Council needs to act now.
Mr. Reichle explained that residents have the option of bringing the debris down to the debris site which will be off of Route 5.
Deputy Mayor Havens stated that many questions have been asked and answer and at this time the Town has to move ahead quickly.
Mr. Galligan explained that South Windsor will be getting thirteen cut and clear crews and the National Guard will direct traffic and work with the Town. There are presently thirty roads that are still closed. The Public Works employee’s are working 24/7 to help. Dr. Carter has opened up the High School for our shelter and Dennis Sheridan and his group have been great as well as the school staff. The Town Hall has been set up for phone charging and warming. The Library has been opened as well as the Community Center. The Chief of Police has
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November 4, 2011
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3. B. (Continued)
been handling all of the announcements. Mr. Galligan thanked the Council members who have been at the shelter. The emergency operation center will be opened on the weekend and/or until the services are no longer necessary.
Mr. Galligan stated that Election Day will be held, but there have been changes in polling places as follows:
District 1 – Pleasant Valley will be moved to Firehouse #1
District 2 – Eli Terry Elementary School will be moved to the Library in the Friends Room
District 3 – Will remain at the High School but will be in the back gym
District 4 – Will remain at Phillip R. Smith Elementary School
District 5 – Timothy Edwards Middle School will be held at the High School
The Town will be receiving 300 carbon monoxide detectors that will be handed out to residents if they come down to the Fire Headquarters on Ellington Road. Mr. Galligan thanked CL & P for restoring electricity to a company in Town that makes distilled water for dialysis machines. The supplies for hospitals were running low and were needed very badly. The Town has used all methods available such as the Everbridge System, the Town website, Facebook and Twitter to keep the residents of South Windsor updated.
Councillor Favreau questioned if there are any concerns about the water qualify for drinking purposes in South Windsor?
Mr. Galligan explained the Town did have one area that is being watching which is the Burnham Acres area.
Mayor Pelkey confirmed that Dr. Carter reconfirmed that there is a plan in place to switch the shelter from the High School to the Community Center as the number of people requiring use of the shelter dwindles down. Mayor Pelkey then cautioned residents to stay away from any downed lines because if generators are hooked up the electricity could reverse feed into the lines.
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November 4, 2011
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4. New Business
- Resolution Authorizing Town Manager, Matthew B. Galligan to Sign all Necessary Agreements and Execute Contracts with Ashbritt, Inc. and Science Applications International Corporation “SAIC”, d/b/a Beck Disaster Recovery
BE IT RESOLVED that the South Windsor Town Council hereby authorizes Town Manager, Matthew B. Galligan to sign and execute agreements and contracts, along with all necessary agreements/contract documents on behalf of the Town of South Windsor with Ashbritt, Inc. and Science Applications International Corporation, “SAIC”, d/b/a Beck Disaster Recovery for debris management and removal services, not to exceed $1,500,000.
Was made by Mayor Pelkey
Seconded by Councillor Delnicki
The motion was approved, unanimously
5. Executive Session
A. Personnel Issue
At 4:35 p.m. Councillor Delnicki made a motion to go into Executive Session to discuss a personnel issue. Councillor Yagaloff seconded the motion; and it was approved, unanimously.
The following individuals went into Executive Session: Mayor Pelkey, Deputy Mayor Havens, Councillors Bazzano, Delnicki, Favreau, MaCann, Prague and Yagaloff.
At 4:39 p.m. Councillor Favreau made a motion to adjourn the Executive Session. Deputy Mayor Havens seconded the motion; and it was approved, unanimously.
6. Adjournment
At 4:40 p.m. Councillor Delnicki made a motion to adjourn the Emergency Meeting. Councillor Bazzano seconded the motion; and it was approved, unanimously.
Respectfully submitted,
Deborah W. Reid
Clerk of the Council
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