TOWN OF SOUTH WINDSOR
WORK SESSION MINUTES
TOWN COUNCIL THURSDAY, AUGUST 23, 2012
COUNCIL CHAMBERS TIME: 7:00 P.M.
1. Call Meeting to Order
Mayor Delnicki called the meeting to order at 7:02 p.m.
2. Roll Call
Members Present: Mayor Thomas Delnicki
Deputy Mayor Gary Bazzano
Councillor M. Saud Anwar
Councillor Cindy Beaulieu
Councillor Kevin McCann
Councillor Cary Prague
Councillor Janice Snyder
Councillor Keith Yagaloff
Members Absent: Councillor Ed Havens
Also Present: Matthew B. Galligan, Town Manager
3. Public Participation
Mr. Don Gonsalves, 40 Bayberry Trail came before the Town Council explaining that he has four issues he would like to discuss. Mr. Gonsalves stated that as a senior he can not afford a tax increase and is on a fixed budget. If the 1/20th payment is not necessary, he requested that the Council have a resolution for that issue. On the leased projects, how is the Town going to get a competitive bid? The last issue is based on the capital projects and stated he is opposed to the computer projects.
Mr. Robert Dickinson, 19 Birch Road came forward and stated that he would like to see improvements in the future on the list of capital projects. Many of the items should have been included in past Town budgets and should have been done on a yearly basis. It is necessary at this time to put these items out to referendum to get them done. Mr. Dickinson then stated that he is pleased to see that along with fields and parking the Town is going to attempt to improve bicycle and pedestrian access.
Mr. Dick DiBiasi, 85 Chase Farm Road came forward and stated that he is opposed to the ball field plan going to referendum.
4. Communications
None
ITEM:
5. Town Manager’s Report
None
6. Items for Discussion
A. Proposed Referendum for Capital Projects
Councillor Snyder who is the Chairperson for the Capital Projects Committee explained that there are 24 projects which have been grouped into 6 categories. Councillor Snyder reviewed each item with the Town Council and public as shown in attached, Exhibit A.
After each section, Councillor Snyder requested that questions be answered.
Items 1-9
Councillor Yagaloff questioned if the goal tonight is to determine which of these sections should or should not be in the Community Referendum or is the Council going to talk generally about the Community Infrastructure Referendum whether we should do it that way or not?
Mayor Delnicki explained that the intent of tonight’s meeting is to find out the information on the specific items. At the next meeting the Council will review the survey and have discussions on how to proceed with the referendum.
Councillor Yagaloff felt that most of the items are self explanatory. Should the Council be doing this tonight if the majority of the Council members do not want to have a Community Infrastructure Referendum?
Councillor Snyder stated that if the Mayor or Council does not want to continue with this presentation, then we could stop. Councillor Snyder said the whole point of tonight is to bring forward all of the projects, and answer the questions or concerns that Councillor may have.
Councillor Yagaloff recommended that the schools athletics referendum be called something other than athletics because it is more infrastructure items. Councillor Yagaloff then stated that he feels the building improvements will get a lot of support but feels the technology portion should be partially financed through the budget.
(Discussion Continued on Next Page)
ITEM:
6. A. (Continued)
Councillor Yagaloff stated that he has noticed that tremendous applications have been created that require a lot less memory. Computers are breaking more because of component failure rather than the speed being too slow. How has this impacted the need to transition to new computers because it seems like computers bought approximately three to four years ago are probably more adequate whereas if you bought it in the year 2000 and you compare with 1997, they are very different.
Mr. Mothersele explained that when computers are purchased for the district through purchasing agencies there is a four year warranty because that is the best way to protect the district with the device. The district runs them five years at least and because there was no funding in the capital plan, the Elementary Schools are in their sixth year of operation so there is a risk of having those computers fail more frequently.
Councillor Yagaloff questioned what part of this is for replacement and what part of this is supplementing or moving us forward?
Mr. Mothersele answered that this is hardware only, it is not for software. Software is accommodated through the Board of Education budget or through grants. Initially the Board of Education will typically test something on a grant and then if it proves to be effective, move it into the budget.
Councillor McCann stated he was surprised that the Elementary Schools have a computer lab. Do they have 16-20 computers in a dedicated room where the kids can go and learn to use those computers? Mr. Mothersele stated yes.
Councillor McCann felt that having computer labs at the Elementary Schools is a good improvement that is included in this plan. The concern that Councillor McCann voiced is that capital projects are typically for items that have a significant life span and will last 20 years or more. Computers and technology typically do not have that long of a life span. Councillor McCann stated that he is glad that Council passed a new set of standards for determining what a capital project actually is and does not think that computers would fit into that new standard. Councillor McCann said he understands the proposal here is because the Council fell behind with capital projects because they were not funded through the operating budget there is a backlog. The past errors need to be fixed and going
forward these types of items need to be funded through the operating budget.
Councillor Snyder explained that this referendum will allow the Board of Education to catch up on purchasing and will allow the Board of Education to build this into their operating budgets in the future.
(Discussion Continued on Next Page)
ITEM:
6. A. (Continued)
Council members and Board of Education administration discussed Item 6 – Asbestos Management. Mr. Hankard explained the situation and stated that there is absolutely no hazard of asbestos in the kitchen floor as it stands at this point in time. The Health Department gave a citation because the paint on the kitchen floor was peeling and that is not permissive.
Answering questions from the Council, Mr.Galligan explained that in order for the Board of Education to receive a grant, they will have to submit an application with the full budget amount. After they receive approval then the project can move forward and once the project begins, bills can be submitted for reimbursement.
Answering further questions, Mr. Mothersele explained that he did not prepare a breakdown of the educational components and the administrative components of this referendum but the majority of it is for educational purposes. Part of the reason it is difficult to break out is because some of the components are network and server components which are shared. Mr. Mothersele felt that 75% to 80% is for education and 20% is for administrative but he would get that information for the Council. The Board of Education replaces items in phases which equals to about 320 computers per year. The old computers are usually redeployed to the Elementary Schools. The Town and Board of Education can not use the same vendors in all instances because the Board of Education gets educational pricing.
Councillor Anwar informed the Board of Education that there are needs within our community for old computers for seniors citizens. The South Windsor Human Relations Commission has created a program called “Generations Program” and will train one on one with the teens from our community and they will receive an old computer.
Deputy Mayor Bazzano pointed out that it would be less of a burden to the taxpayer in a referendum then it would be as a capital project item. Mr. Galligan explained that the numbers that are done here are the incremental difference between what is coming off debt and new debt. After doing these projects then the Town and Board of Education will have to introduce the replacement in the operating budget.
Mr. Hankard explained that it is being proposed to replace the roofs at this point because of the leak history. In the last 18 months the High School had 46 roof leaks, Orchard Hill Elementary School had 12 roof leaks and Pleasant Valley School had 13 roof leaks. That is a total of 71 roof leaks in the past 18 months.
Deputy Mayor Bazzano requested that the synthetic field for the High School Stadium field, the reconstruction of the softball field on Ayers Road to make it safer for people going by and lights at Nevers Road Baseball field be considered to be added to the Community Referendum or be a separate referendum item.
(Discussion Continued on Next Page)
ITEM:
6. A. (Continued)
Answering questions from Councillor Beaulieu, Mr. Hankard explained that to keep the reimbursement rate for these projects, the projects need to be applied for and approved by the State in the given fiscal period and that will lock in the rate for reimbursement.
Councillor Yagaloff voiced concern that the public might see the referendum for the schools as a temporary solution to the Elementary Schools. There will have to be some clarification that this is not a solution to keep the Elementary Schools running for another 5 to 20 years. Councillor Yagaloff also voiced concern about lumping items into the Community Referendum. Additional items should stay separate.
Mayor Delnicki requested a breakdown of the IT component as to how many computers, how many servers, what the intent of the individual computers are, percentages on that and what the target cost is.
Items 10-14
Mr. Galligan explained that the Town is looking to have generators in all of the public buildings because in a category 3 storm the whole Town might be without power and a lot of the public buildings would need to be used for shelters. In this case, the Community Center would be used for a shelter for the First Responders families so they would not have to worry about their family member’s safety. The fuel cell will be out of operation this February. The Town will have to restack the fuel cell for $500,000 to run it for another five years or get a generator for $200,000 to $300,000 which will supply the whole building unlike the fuel cell which only supplies half of the building.
Councillor Yagaloff requested that a better understanding of why items are needed should be included in the description and he would like items prioritized.
Mayor Delnicki also felt that the cost of individual items would also be helpful.
Councillor Yagaloff added that if the Town Council supports the Community Referendum, he would like the public to know that the Town Council is going with the most high priority projects that are required to be done for safety concerns or regulation concerns.
Answering questions from Councillor McCann, Chief Reed explained that the funding for the replacement console and the construction to expand the communication center is in place and adequate.
(Discussion Continued on Next Page)
ITEM:
6. A. (Continued)
Councillor Anwar stated that he feels the generators should be stand alone fuel based generators. A storage tank is needed so the Town will have enough fuel for at least seven days. Councillor Anwar stated that he feels the expansion of the Community Center and the athletic fields should both be separate referendums.
Mayor Delnicki questioned if some of the items are going to have an increase in operating costs? Mayor Delnicki also felt that the Council should know the run time on the generators.
Items 15-20
Answering questions from the Councillor Anwar, Mr. Doolittle explained that Chapel Road should last at least 15 years, Dart Hill Road should last 15-20 years, Foster Street and Nevers Road should last 20 years, Nutmeg Road should last 15 years and Nevers Road culvert should last 20-50 years. The list of roads being proposed has been chosen by priority. Roads like Chapel Road and Nutmeg Road are being done before they deteriorate to such a point that they would need to be reconstructed which would cost a lot more. The decision to do these roads was based primarily on the condition of the road, but the age of the road is also taken into consideration. When a road is being milled and overlaid the Town keeps the roads within its current curb limits and if able restripe to allow bicycle and/or pedestrian
access. If a road is reconstructed there is more latitude to review if the road can be widened in order to add sidewalks or pedestrian/bicycle access.
Council members voiced the need to do the driveway of the Firehouse Headquarters rather than other projects.
Items 21-23
Mr. Scott Roberts came before the Council to give specific details of the items on the list. There are 54 servers which also consist of appliances; 174 work stations; 62 laptops, tablets, or mobile data terminals; 52 printers, plodders and copiers; 2 large format scanners; 17 switches and routers; 4 storage area networks which house all of the Town’s data; and 8 access wireless points for wifi.
Mr. Galligan explained to the Council that fiber optics are important to the Town and would enable the Town to connect communications to everyone even if they could not get to the Emergency Operation Center during a storm. Mr. Roberts added that in the last storm only two circuits in the entire State were effected which meant that communication still flowed.
(Discussion Continued on Next Page)
ITEM:
6. A. (Continued)
Councillor Anwar felt that part of the description should include the benefit to the community so residents can better understand each item. Councillor Yagaloff agreed that more information needs to be explained so residents will understand why items need to be replaced. Councillor Yagaloff stated that he feels the GIS to be a major economic development driver. People go on the website to look at roads, road traffic, infrastructure and any other information available to get more details regarding South Windsor to see if South Windsor is where they would like to locate their business.
Answering further questions, Mr. Roberts explained that the State of Connecticut has selected fiber optics to be used for the next 20 years to run the 911 system for the State of Connecticut.
Mayor Delnicki voiced concern regarding fiber optics being chosen to be used for 20 years to run the 911 system is because technology changes so often.
Item 24
Mr. Al Larson, Chairperson of the Park & Recreation Commission came before the Town Council and gave more details regarding each item.
Answering questions from the Council, Mr. Larson explained that the playground will be accessible to the VMP patrons only during the summer but during the fall and winter it would be accessible to everyone.
Council members discussed the playground features being proposed at VMP. Councillor Yagaloff questioned if there was a survey done to know that this feature would draw additional people to VMP. The other consideration should be if the playground should be configured so everyone can use it year round.
Mr. Robert O’Connor, a member of the Park & Recreation Commission came forward and added that not all of the features are going to be a market driver to add clientele, but the individuals that use this facility deserve the best facility that the Town can offer. The rental pavilion that is proposed will be a revenue driver.
Councillor Yagaloff stated that each item should be presented in the most compelling way possible including the possible revenue projects and the possible opportunities for building that facility in a positive way that is going to allow these items to stand against the other projects.
Mayor Delnicki questioned the Town Manager when the Town would get in writing whether or not the Town is responsible for the 1/20th payment for the sewer plant.
(Discussion Continued on Next Page)
ITEM:
6. A. (Continued)
Mr. Galligan explained that if the Town closes on the project in November, the sewer fund will have to come up with $1.1 million dollars to make the payment. The Town has budgeted $700,000 to be ready to make that 1/20th payment which was going to be in September of 2013. In July of 2013/2014 fiscal year instead of paying $142,000 a month, it will be $137,000 per month. This will be a savings of $400,000 to $500,000.
Mayor Delnicki requested that the Manager send to the entire Town Council how this would work. Mayor Delnicki also requested that the list of the capital projects be put on the Town’s website.
Connecticut Studios
Answering questions from the Council, Mr. Galligan explained that the developers were going to take building permits out on the old movie theater piece but he explained to them that would not satisfy the reverter clause because it is not on the 20 acres that the Town gave to the project, it was on private property. The proposed 655 square foot building being proposed to satisfy the reverter clause is a bad idea and Mr. Galligan stated he has tried to advise them. Any changed proposal on the property would have to go to the Planning & Zoning Commission as well as Architectural Design Review.
Mayor Delnicki stated that the reverter clause has a date on it and it is Connecticut Studios responsibility to move this project along as proposed.
Council members discussed in length the project and how the Town Council should move forward in a united direction. The Town needs some type of commitment from the developer.
7. Executive Session
At 9:50 p.m. Councillor Prague made a motion to go into Executive Session to discuss the Finance Department following an update from our Auditors. Deputy Mayor Bazzano seconded the motion; and it was approved, unanimously
The following individuals went into Executive Session: Town Manager Matthew B. Galligan, Mayor Delnicki, Deputy Mayor Bazzano, Councillor Anwar, Councillor Beaulieu, Councillor Havens, Councillor McCann, Councillor Prague, Councillor Snyder and Councillor Yagaloff.
At 10:20 Deputy Mayor Bazzano made a motion to adjourn the Executive Session. Councillor McCann seconded the motion; and it was approved, unanimously.
ITEM:
8. Adjournment
At 10:20 p.m. Deputy Mayor Bazzano made a motion to adjourn the Work Session. Councillor McCann seconded the motion and it was approved, unanimously.
Respectfully submitted,
Deborah W. Reid, Recording Secretary
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