TOWN OF SOUTH WINDSOR
WORK SESSION MINUTES
TOWN COUNCIL MONDAY, JUNE 18, 2012
COUNCIL CHAMBERS TIME: 7:00 P.M.
1. Call Meeting to Order
Mayor Delnicki called the meeting to order at 7:00 p.m.
2. Roll Call
Members Present: Mayor Thomas Delnicki
Deputy Mayor Gary Bazzano
Councillor M. Saud Anwar
Councillor Cindy Beaulieu
Councillor Ed Havens
Councillor Kevin McCann
Councillor Cary Prague (arrived at 7:17 p.m.)
Councillor Janice Snyder
Councillor Keith Yagaloff
Also Present: Matthew B. Galligan, Town Manager
3. Public Participation
Mr. Robert Dickinson, 19 Birch Road came before the Town Council and stated that if the Council feels it is necessary to change Ordinances regarding sidewalks so that homeowners will not have such strong objections then he feels it should be done without many more months going. Mr. Dickinson also stated that he does not feel sidewalk installation should be planned only when road reconstruction is happening.
4. Communications
Mayor Delnicki informed the Council that on June 10, 2012 he attended a Girl Scout Gold Award Ceremony for Emily Surprenant.
Mayor Delnicki recognized Councillor Prague for the Relay for Life where he was a speaker as a survivor there. It was a wonderful event that touched many hearts.
Mayor Delnicki stated he attended Chief Crombie’s Retirement party. Deputy Mayor Bazzano, Councillor Havens, Councillor Anwar, Councillor Beaulieu and Councillor McCann were also in attendance.
Mayor Delnicki wished the Class of 2012 good luck as they graduate on Thursday, June 21, 2012.
ITEM:
5. Town Manager’s Report
Health Insurance Fund
Mr. Galligan reported that in a previous memo sent to the Town Council, it was indicated that the Town had three unexpected and unusually high claims which have put the health insurance budget out of balance. The Town pays the first $175,000 of claims and then the stop loss comes into effect. In 2005 when Dr. Wood was Superintendent of Schools, the Town was hit with a 36% increase in the premium based Anthem plan. A bid was done to try to find another company, but those companies were still at a 28-31% increase. The Town and the Board of Education at that time decided to go to a self insured fund which resulted in a $1,100,000.00 savings. The Town at that time put in an additional $400,000.00 in the fund to pay the premium. When the fund was first opened the stop loss was at $125,000.,
eventually that went up to $150,000. In 2010 it was decided to go to $175,000 stop loss.
Being self insured, it has always been understood that at some point there may be a year where the claims will be high. As it stands right now, there was $500,000 and $200,000 appropriated but there is still a balance of $400,000. This is just an estimate because it is still not known claims for June but would like to make sure there is enough funds to take care of the projected costs. Whatever funds are left over from that will automatically go back to the Board of Education’s side. Mr. Galligan stated he was always under the impression that this was one fund, but since there seems to be a concern, a policy will have to be established.
Contingency Fund
Mr. Galligan explained that the Town Council received various monthly reports for the Contingency Fund. These reports are effective as of May 31, 2012 and show a balance of $85,000. There is still another $15,000 that has been expended in the beginning of June for the 75th Anniversary for the Fire Department.
Camera System
The Town Council received a memo from Scott Roberts concerning the Town Council Chambers camera system and the operation issue at the last meeting, as shown in attached Exhibit A.
Ethics and FOI Training
Ethics and FOI Training are held on a yearly basis for all Boards and Commission and the Town Council. There are two possible dates that the Town Attorney is available, August 27th and September 10th. Mr. Galligan requested that the Town Council let him know what date works best for them and the training will be scheduled.
ITEM:
5. Town Manager’s Report (Continued)
Blight issues
The Town Council has changed its Blight Ordinance and Mr. Galligan explained that there are properties that have been given notice which was dated June 6, 2012. Those properties include 38 Austin Circle, 62 Andreis Trail, 80 Orchard Hill Drive and 2362 Ellington Road. The 30-day notice has started for these properties to be either repaired in order to eliminate the violation. If nothing is done, the Town will have the right to remedy the violation. The Building Official is continuing to look at other properties that have also come to the Town’s attention.
Management Employees
There is a resolution on tonight’s agenda to adopt a 1% salary increase for Management Employees, which was approved in next year’s budget. Also included in that resolution is the Non-Bargaining Unit Fringe Benefits as well as the Job Classifications which the Town Council adopts every two years. The only change to the Fringe Benefits is an additional personal day that was discussed previously during an Executive Session.
Solar Panel Project
A committee has been established to discuss solar panels on the roofs of the schools as well as looking at solar farms throughout the Town of South Windsor. Legislation was passed on June 14th that was favorable for this to happen. The committee will be working with a company that has a proposal to provide the solar panels at the High School, Timothy Edwards Middle School and the elementary schools.
Answering questions from the Council, Mr. Galligan stated that he would meet with the Superintendent of Schools to establish new policies and procedures for the health insurance fund going forward. The Town needs to meet its obligation to pay these high claims and will work with staff to replenish that obligation. If the Board of Education received unexpected claims, the Town would have to help pay the bill and then work it out at year end.
Mr. Galligan explained to the Council that the reason the solar is key right now is that in Connecticut the State Legislation passed legislature that allows some very favorable credits. Mr. Galligan stated he would meet with a vendor to see if the roofs on the schools could be fixed as well as the installation of solar panels on these buildings.
Council members discussed the health insurance fund stating that there should only be one budget for health care costs.
ITEM:
5. Town Manager’s Report (Continued)
Mayor Delnicki commented that as far as the properties that were given notice regarding blight, thirty days from June 6, 2012, residents in those areas can expect to see some type of action being taken by the Town if the property owners have not done so. This will be welcomed by neighbors around the blighted properties. Mayor Delnicki suggested that the camera in the Council Chambers that is not working be sent somewhere to try to fix it. If that does not work then cameras should be available, they might not be high definition but could possibly match the definition the Town presently has. If this process would have to happen, then the two working cameras should be put in the back of the Chambers and the new camera be used for the public. Mayor Delnicki then commented on the health savings
fund. When the Town and Board of Education went to self funding, it saved the Town millions of dollars over the course of its creation. That fund was created to serve not only the taxpayers by reducing what the tax increases would be but also to ensure that the employees of the Town and the Board of Education would receive the benefits that their contracts guaranteed. Both sides should be working together to not only serve the taxpayers but to serve the employees.
Councillor Prague suggested that the Town go out and get a quote on how much it would cost to repair the camera and then go out on ebay and see what a good used one costs. Mayor Delnicki stated that HP Communications is another good company to contact.
4. Communications
Ms. Sue Larsen and Ms. Sue Burnham came before the Town Council to inform them that since there is a special primary coming up for the Judge of Probate (Democratic Primary) on June 26th, the budget will be short $2,000 to $5,000.
Mr. Galligan suggested that the Council run the account in the red because in July the Council will see all of the budget changes in the accounts and then the Council could make those adjustments at that point.
6. Items for Discussion
A. Capital Projects
Councillor Snyder stated that Council members should have received a draft Capital Projects Classification Listing dated 6/14/12 (Attachment B) as well as a Capital Project Improvement Program (Attachment C). Councillor Snyder went on to say that because Capital Projects has not been properly financed or budgeted for many years there is a continuing decline in the maintenance of buildings. The Capital Projects Committee has come up with a plan that consists of three phases, 1) identify the capital projects for 2012/2013; 2) take groups of community projects expanding a variety of user groups; and 3) establish a capital projects plan with a specific funding stream. Councillor Snyder explained how the lists were compiled and explained that the dollar amount is just a draft. She requested that Council
members review the list and give feedback.
ITEM:
6. Items for Discussion (Continued)
A. Capital Projects (Continued)
Mayor Delnicki recessed the Work Session in order to call the Regular Meeting to order at 8:00 p.m. The Work Session reconvened at 8:10 p.m.
Mr. Galligan stated that the first thing that needs to be done is to have the Town Manager and Superintendent of Schools prepare a 10 year plan that shows what currently needs to be done and what needs to be done in the future. If a new item comes in, it should be placed at the end of the plan. In the list of projects there needs to be a list of all contents of the capital improvements with a clear summary of the contents, list all capital improvements, cost estimates, method of financing, recommended time schedule and the estimated annual cost of the operating. This should all be in writing as well as the creation of a policy by the Town Council. Mr. Galligan then stated he would like to have a capital stabilization fund where all of the money stays in the fund and at the end of the fiscal year the
Town Council decides what projects should be done. There are items in the capital improvement projects that should go back to the operating budget. The Town Council will have to decide on goals and funding sources which consist of 1) general obligation bonds; 2) leasing (public/private partnership); 3) operating budgets; and 4) capital surpluses and capitalization. The Town does not want to take out a lot of debt because of our rating.
Councillor Anwar felt that there should be $10,000,000 set aside for capital projects and those funds should not be used for one specific group in the community. The Town Council needs to decide on priorities for the next 5 years. Space needs at the Community Center should be reviewed.
Councillor McCann stated that he feels the first step would be to update the policies and procedures that guide the Capital Projects Committee. Although Councillor McCann feels the Committee is moving in the right direction with the capital projects improvement program, there is one thing that is missing from the capital improvement plan policies which is any construction of a new or enhanced facility for public use.
Councillor Yagaloff felt that the cost for the debt service needs to be taken from somewhere in the budget and the budget should not increase as a result of the debt service. There should not be a tax increase as a result of the additional debt service. A substantial portion of these projects could be categorized as repairs and repairs should come from the operating budget.
Councillor Beaulieu felt the amount that the Capital Projects Committee should begin with is around $10,000,000 to $12,000,000. It is a good idea that it be a community bond and would look forward to improvements for items across the board in Town. At this time it is a good time to bond but Councillor Beaulieu stated she also likes the lease program (public/private partnership) idea.
ITEM:
6. Items for Discussion (Continued)
A. Capital Projects (Continued)
Mr. Galligan explained different programs that could be used for paying the debt back.
Councillor Havens felt that a different method other than going out to referendum for a certain amount of money would be a better idea at this time. The Town may want to accomplish some things by small chunks by putting it into the budget.
Councillor Prague stated that if the Town goes out to referendum, it should not increase taxes from where we are today. Items should be split up on the referendum and not in one item. Councillor Prague then suggested that the Town survey the residents of the Town to see what projects would pass through a referendum.
Mr. Doolittle explained to the Council that if solar panels were placed on the school roofs, during the evaluation of the roof it would be determined if reinforcement would be necessary.
Deputy Mayor Bazzano stated that conceptually he likes the ideas brought forth by the Capital Projects Committee either by bonding or the private public partnership. The longer projects are put off, the less this Town will be value to people. The Town needs to start prioritizing and if the Town Council is unable to set priorities, the public should do it through a referendum. Deputy Mayor Bazzano requested that the Manager come back to the Council with what effect it would have on the taxpayer over the next 20 years in different price categories.
Mr. Galligan explained that the funds would be kept in the capital projects fund and would be used exclusively for capital projects. A policy could be established by resolution, but if it were established by Ordinance and then if the Town Council would like to change anything it would have to go to public hearing.
Mayor Delnicki stated that securing of funds would only really happen through a Charter change. The referendum items should be separate because if the Town goes in with one referendum with a number of items, that would probably fail.
Councillor Havens stated that a referendum helps the Council understand what the public is thinking.
Mayor Delnicki announced that he will be call a meeting of the Survey Committee in order to conclude what items the public would like to see on a referendum.
ITEM:
6. Items for Discussion (Continued)
B. Demolition Delay Ordinance
Ms. Ginny Macro, 1828 Main Street and the Chair of the Historic District Commission came forward. She stated that the Town Attorney is not available to go through the changes of the Demolition Delay Ordinance and she would feel more comfortable to discuss this item and the changes when the Town Attorney is available.
C. Rescinding a Portion of Article III. – Sidewalk Ordinance – Section 86-87 (requested by Councillor McCann)
Councillor McCann began discussions by explaining the Section 86-87 of the Sidewalk Ordinance imposes a 25% cost sharing on abutting land owners whenever the Town decides to install a sidewalk in front of or adjacent to a landowners property. Councillor McCann said he does not know if that has been enforced over the past 20 years and does not know the reason for imposing a cost of putting a sidewalk in front of someone’s house when the Town does not impost a cost when putting a road in front of someone’s house.
The Sidewalk & Bikeway Sub-Committee has resolved to bring a recommendation to the Council that 86-87 of the Sidewalk Ordinance be rescinded as well as Section 86-88 which imposes a lien for the cost of that 25% imposition. The Sub-Committee would like both these ordinances on the next regular Town Council agenda to set a public hearing for the rescinding of both.
Councillor Yagaloff stated that changing Ordinances is a big deal and he felt that the real question at this time would be if sidewalks were constructed in front of residential homes, would that resident want to be responsible for shoveling the snow and making sure there is no ice. Councillor Yagaloff felt that all changes to Ordinances should be brought forward at the same time instead of just a few sections. The Town Council as well as the public needs to know everything the Sub-Committee is going to be proposing.
Councillor McCann explained that the Sub-Committee needs to get an opinion from the Town Attorney regarding the enforceability on the cost of repairs of sidewalks and the impact of altering the Ordinance and how it should be altered.
Mayor Delnicki requested that the signs that Manchester uses closing sidewalks in the winter time, he would like to know how they are able to do something like that and if that could be used for residential sidewalks.
Councillor Anwar felt that not having sidewalks throughout Town is a weakness in South Windsor. In order for this situation to be addressed, the Town has to go through long term strategies. The community needs to recognize that sidewalks increase the home value.
ITEM:
7. Executive Session
At 9:20 p.m. Councillor McCann made a motion to go into Executive Session to discuss a personnel issue. Councillor Yagaloff seconded the motion; and it was approved unanimously.
Individuals that went into Executive Session were as follows: Town Manager Matthew B. Galligan, Mayor Delnicki, Deputy Mayor Bazzano, Councillors Anwar, Beaulieu, McCann, Prague, Snyder and Yagaloff.
At 9:29 p.m. Deputy Mayor Bazzano made a motion to adjourn the Executive Session. Councillor Anwar seconded the motion; and it was approved, unanimously.
8. Adjournment
At 9:30 p.m. Councillor Snyder made a motion to adjourn the Work Session. Deputy Mayor Bazzano seconded the motion and it was approved, unanimously.
Respectfully submitted,
Deborah W. Reid
Recording Secretary
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