TOWN COUNCIL
TOWN OF SOUTH WINDSOR
Regular Minutes Page 1 January 20, 2015
TOWN COUNCIL – Regular Meeting
Council Chambers – South Windsor Town Hall
1. Call Meeting to Order
Mayor Anwar called the Regular Meeting to order at 7:00 p.m.
4. Roll Call
Members Present: Mayor M. Saud Anwar
Deputy Mayor Edward Havens
Councilor Thomas Delnicki
Councilor Andrew Paterna
Councilor Liz Pendleton
Councilor Carolyn Mirek
Councilor Janice Snyder
Councilor Stephen Wagner
Also Present: Matthew B. Galligan, Town Manager
Keith Yagaloff, Town Attorney
After roll call was complete, Mayor Anwar presented a proclamation to the South Windsor Panther Cheerleaders.
5. Public Input
Mr. Robert Dickinson, 19 Birch Road came before the Town Council and read a statement into the record regarding the placement of a 10’ multi-use trail in place of a proposed berm in front of Lot #2 in the Sullivan Avenue Industrial Park development, as shown in attached Exhibit A.
Mr. Ken Sek, 285 Griffin Road came forward and added to the statement made by Mr. Dickinson that South Windsor has an active biking community and one of the goals is to find a way to bike and walk from one end of Sullivan Avenue to the other. A 10’ path in place would help bring this goal to life. Mr. Sek pointed out that it is much easier to make changes while plans are on paper.
Mr. Tim Shepard, 45 Newberry Road came forward and explained that about one year ago the Land Trust had voiced interest in a four acre parcel that the Town has been offered. The Land Trust has not heard anything about this property and wanted to make sure that taxes are not accruing on the property. Mr. Shepard requested that when information becomes available about this property that the Town Council informs him.
ITEM:
6. Environmental Health & Safety Message
Mr. Walter Summers, Fire Marshal and Mr. Greg Roberts, Fire Inspector came before the Council to remind residents to check their smoke detectors once a month to make sure they are working properly. The battery should be changed once a year and every 10 years, the smoke detectors should be replaced. Residents should also check their carbon monoxide detectors once a month. Carbon monoxide detectors should be replaced every 5 to 7 years.
7. Adoption of Minute of Previous Meetings
BE IT RESOLVED that the South Windsor Town Council approves the Minutes of the following Town Council Meetings: Regular Meeting Minutes of January 5, 2015.
Was made by Councilor Wagner
Seconded by Councilor Delnicki
The motion was approved, unanimously
8. Public Petitions
None
9. Communications from Officers and Boards Directly Responsible to Council
None
10. Reports from Standing Committees
Councilor Wagner informed the Council and the Energy Committee ran a successful home tour on January 17, 2015. Councilor Wagner thanked the five residents who opened their homes up so others could see what solar looks like.
11. Reports of Temporary Committees
Mr. Kevin McCann who is the Chairperson for the Sidewalk & Bikeway Subcommittee explained that at the last meeting of January 13, 2015, the subcommittee adopted two resolutions. The first resolution was with respect to the sidewalks for the South Windsor Center area. These sidewalks will connect the Town Hall/Library complex through the intersection at the old five corners, up
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11. Reports of Temporary Committees (Continued)
Buckland Road to Deming Street and a short ways down Ellington Road as well. The subcommittee has decided to move forward with one of the alternatives at this time. The resolution that was passed reads as follows:
A recommendation to the Council for the creation of a Complete Streets treatment plan in a matter which enhances the safety of all users at South Windsor Center, consisting of sidewalks on the east side of Sullivan Avenue, four crosswalks at the South Windsor Center intersection, a mechanism for reducing the speed limit in the South Windsor Center, pedestrian signalization, pavement markings for bicycles, bus pull over areas for bus stops, handicap accessibility, and Town staff to be responsible for the clearing of the snow on the sidewalks.
Mr. McCann explained that this resolution was passed unanimously at the Sidewalk & Bikeway Subcommittee meeting and they recommend this to Council. The Sidewalk & Bikeway Subcommittee would like to bring a presentation to the Council meeting regarding Complete Streets. The second resolution that was passed by the subcommittee is regarding the repair/replacement of sidewalks throughout Town. This resolution was also passed unanimously by the subcommittee. The resolution that was passed reads as follows:
WHEREAS, the Town of South Windsor owns a substantial network of sidewalks throughout the Town, and continues to add to that network; and
WHEREAS, the sidewalk network is an important asset of the Town, with an estimated replacement cost in excess of $4,000,000; and
WHEREAS, the Town’s sidewalks serve the residents by providing safe means of non-motorized travel, in much the same way that the Town’s roads provide safe means of motorized travel; and
WHEREAS, the Town has recognized certain segments of its sidewalks as being in need of repair or replacement to reduce or eliminate tripping hazards, and has identified such segments with pink paint to alert pedestrians to potential tripping hazards; and
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11. Reports of Temporary Committees (Continued)
WHEREAS, it is in the best interests of the Town and its residents to maintain the existing network of sidewalks, as well as future sidewalks, in a safe condition, in a similar manner to the maintenance of the Town’s roads
NOW, THEREFORE, BE IT RESOLVED that the Sidewalk & Bikeway Subcommittee submits this recommendation to the Town Council that the Town maintain its sidewalks through a systematic plan of repairs and replacement, especially those segments that have already been identified as potential tripping hazards, and including an ongoing plan to inspect and identify future segments in need of maintenance, and that the Council provide sufficient funding for such maintenance, repairs, and replacement on an ongoing and regular basis.
Mr. McCann explained that the subcommittee recognizes that any ordinance or resolution should be reviewed by the Town Attorney before the Town Council acts on it but these are the recommendations of the subcommittee.
Mayor Anwar stated that Councilor Wagner, Councilor Mirek and himself all serve on that subcommittee and will hopefully be able to address some of these items at the next Town Council meeting.
12. Consent Agenda
Councilor Mirek made a motion to approve Agenda Items 13. A.* through 13. B.* as the Consent Agenda. Councilor Delnicki seconded the motion; and they were approved, unanimously.
13. Unfinished Business
* A. Resolution Appointing Matthew Riley (R) to the South Windsor Town Council and Postponing Consideration of this Motion until the Town Council’s Next Regularly Scheduled Meeting
BE IT RESOLVED that the South Windsor Town Council hereby appoints Matthew Riley (R) to the South Windsor Town Council for a term ending November 9, 2015 to fill an unexpired term of Cary Prague, such appointment to be effective upon the resignation of Matthew Riley from the Board of Education, and postpones consideration of this motion until the Town Council’s next regularly scheduled meting.
(Approved by Consent Agenda)
ITEM:
13. Unfinished Business (Continued)
* B. Resolution Appointing Jamie Gamble (R) to the South Windsor Board of Education and Postponing Consideration of this Motion until the Town Council’s Next Regularly Scheduled Meeting
BE IT RESOLVED that the South Windsor Town Council hereby appoints Jamie Gamble (R) to the South Windsor Board of Education for a term ending November 9, 2015 to fill an unexpired term of Matthew Riley, such appointment to be effective upon the resignation of Matthew Riley from the Board of Education, and postpones consideration of this motion until the Town Council’s next regularly scheduled meting.
(Approved by Consent Agenda)
14. New Business
C. Resolution Approving an Annual Salary for the Registrar(s) of Voters for Calendar years 2015 and 2016
WHEREAS, the Registrar(s) of Voters are elected positions, serving a four year term; and
WHEREAS, Registrar(s) of Voters rate of compensation is, by State Statute, to be paid by the municipality
NOW, THEREFORE, BE IT RESOLVED that the South Windsor Town Council hereby stipulates that the annual compensation for the Registrar(s) of Voters shall be $35,066, effective January 1, 2015; and
BE IT FURTHER RESOLVED that their annual salary shall be increased to $35,767 effective January 1, 2016, through December 31, 2016.
Was made by Councilor Pendleton
Seconded by Councilor Wagner
Answering questions from the Council, Mr. Galligan explained that the increase is a 2% increase in salary which is what the rest of the staff also received. Mayor Anwar explained that the end date on the resolution should remain because the Registrars of Voters are under a contract.
ITEM:
14. C (Continued)
After a lengthy discussion regarding the end date in the resolution, it was decided that it should remain in the resolution.
Mayor Anwar called for a vote on the motion; it was approved, unanimously.
D. Resolution Approving a Refund of Taxes to Twenty-Eight (28) South Windsor Taxpayers
BE IT RESOLVED that the South Windsor Town Council hereby approves a refund of property taxes to twenty-eight (28) South Windsor Taxpayers, the total of said refund being $6,346.16, and as more fully described on attached Exhibit B.
Was made by Councilor Delnicki
Seconded by Councilor Pendleton
The motion was approved, unanimously
E. Discussion Item: Update Regarding the Orchard Hill Elementary School Project from the Public Building Commission – Chairman Fitts to be present (requested by Mayor Anwar)
Mr. Hap Fitts, Chairman of the Public Building Commission came before the Town Council and explained that the first schematic design of the school was prepared and was available just after Christmas. At this moment, it is nothing more than the position on the property of where the school is proposed to be located. Gilbane has been hired as the Construction Contractor and Strategic Building Solutions has been hired as the Owner Rep and Project Manager. There is a working group that meets on a regular basis. These are informal meetings that do not require agendas or minutes. The proposal involves building a new Orchard Hill Elementary School and leaving the existing Orchard Hill Elementary School. This will enable the old school to be used by student while other elementary schools are
worked on. This could mean that possibly over a 10-year period of time there will be a lot of different traffic in and out of this complex. These are the types of issues that the working group reviews so important scenarios can be considered by the Public Building Commission for this project. This project is proposed to cost approximately $33,521,000. There was an article in the paper regarding the possible contamination of soil. There have been experts who have done
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14. E. (Continued)
some estimates for the correction of this problem and it looks quite manageable within the existing budget, but more work needs to be done. Clearly soils will need to be removed and replaced, but more work needs to be done before that can be taken care of.
Answering questions from the Council, Mr. Fitts stated that updates regarding this project will be sent to the Town to be put on the website as the project advances and there are tangible items. The project at this point is on budget and the plan of action to remedy the contamination should not increase the cost of the project. Part of the design for this new building is to make the building more energy efficient.
Mr. Paterna stated that he has been attending the Public Building Commission meetings and feels the architects are listening to the needs of the Town and school.
Deputy Mayor Havens thanked Mr. Fitts and the Public Building Commission for their service and stated that the Public Building Commission does a great job.
F. Discussion Item: Public Building Maintenance – Clay Major, Facilities Manager to be present (requested by Councilor Pendleton)
Mr. Michael Gantick, Director of Public Works came before the Town Council and stated that the Building Maintenance Department could begin to provide some simple services such as develop an annual preventative maintenance program for the buildings, help to develop a capital plan, help to develop an asset management plan for the buildings, and help identify potential efficiency opportunities within the buildings. To take on this additional responsibility, it would be necessary to add a staff person to Public Works Department. Presently there are three staff members on three different shifts. The department has coverage from 7:00 a.m. to 11:00 p.m. Existing Town contracts and pricing could be used towards an advantage for the Fire Department buildings. Energy efficiency programs that are
presently used in Town buildings could be used at the Fire Department buildings. The new position would provide hands on assistance with all of the existing Town buildings as well as new ones that will be coming online.
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14. F. (Continued)
Councilor Pendleton explained that she requested this item to be on the agenda in order for the Town Council to discuss the Building Maintenance Department taking on the responsibility of the Fire Department buildings because they are Town owned buildings.
Mr. Clay Major explained to the Council that the Public Building Maintenance Department maintains and manages 16 buildings throughout Town. There are three staff members on three separate shifts, so the department covers 16 hours in a day.
Chief Cooney of the South Windsor Volunteer Fire Department came forward and explained that for the past 12 years the Fire Department has had a Deputy Chief who has handled all of the Fire Departments building maintenance. After reviewing the functions of the Town and Fire Department, Chief Cooney felt that there are a lot of functions that could be worked on together to save the taxpayers money and could be a benefit to long term planning. Contractors, long term goals and replacement of large items are good things to work on with the Town.
Answering questions from the Council, Mr. Gantick stated that the Town would discuss the hiring of this new position with the bargaining unit.
Chief Cooney stated that the members for the Fire Department do not do the actual physical work that is needed; a licensed insured contractor is hired. If one of the Firefighters is a licensed contractor, they may be hired to do the work. The money used to maintain the three firehouses are strictly for maintenance, not for personnel and not for any long term planning. The Town and Fire Department could work together to hire contractors for certain projects that need to be done at multiple Town buildings. This is where the Town and Fire Department could save money. There are also items that Town staff could do that would eliminate the hiring of an electrician. Chief Cooney stated he does not feel initially the transition will be neutral to the budget. The Fire Department and Public
Works can work together to review each budget and figure out where a savings can be found and what functions they could take over to find a savings.
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ITEM:
14. F. (Continued)
Mr. Major felt that there would be an increase in the budget to maintain the Fire Departments buildings.
Mayor Anwar requested that services be looked at more closely and the costs for a new position and an estimate be brought back to the Council.
Mr. Major stated that it is not even a question that another staff member will be needed. Presently, Town staff manages to maintain 180,000 square feet and the three firehouses are an additional 50,000 square feet.
Answering further questions, Chief Cooney explained that the maintenance budget for the Fire Department is $96,900 and was short this year by $25,000. Mr. Major answer that the building maintenance budget for the Town is $100,000.
Councilor Mirek felt that this would enable the Town to evaluate the long-term maintenance of the Fire Department buildings and project future needs in order to keep costs down in the future.
Deputy Mayor Havens stated that he feels the idea is a good one but would like to see the hiring of a new position become neutral within the budget. If the Town Manager feels it is important, he should include it in the budget.
Mr. Galligan stated that when a savings is created in the operating budget, those funds should be used towards another project rather than taking that savings to reduce taxes. A policy should be established.
G. Discussion Item: Update on Union School Project – Brian Rivard to be present (requested by Councilor Delnicki)
Mr. Brian Rivard came before the Town Council to update them on the Union School project. Mr. Rivard explained that the Historical Society acquired the school in 2007 for $1.00 from the Town. Mr. Rivard reviewed all the companies and individuals who have donated their time and/or money. The total of $180,471 of in-kind services and actual money paid out of the Historical Society’s pocket has been used to this point. Mr. Rivard requested that if the Town of South Windsor could help in any way, it would be
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14. G. (Continued)
appreciated. If anyone would like a tour of the school, Mr. Rivard stated he would be available.
Mr. Galligan explained that if Mr. Rivard would like help acquiring any type of grant, the architect will need to provide the Town with the total cost of the project and then the Town can try to acquire a grant for this project.
Councilor Delnicki requested that Mr. Rivard return in six months to update the Council again on the Union School project.
Deputy Mayor Havens thanked Mr. Rivard for recognizing the businesses and individuals who helped the Historical Society to get where they are with this project. If it were not for Mr. Rivard, there would only be a pile of bricks on the property.
Mayor Anwar thanked Mr. Rivard for coming to the Council and giving an update on the Union School project. The building is an amazing historic building. Mayor Anwar stated that when Connecticut Studios is built, this will be a place where a movie could be made. The Town will discuss this project with State leaders to see if there is any assistance available.
Councilor Paterna volunteered to serve as the liaison to try to find financing for this project.
H. Discussion Item: Procurement of Electric Generation Capacity from Thompson, CT Solar Farm (requested by Councilor Wagner)
Councilor Wagner explained that this project involves a proposed solar farm that would be built in Thompson, Connecticut on a farm. The Energy Committee met to discuss this project in hopes of bringing it to the Council, but there are a number of issues that need to be resolved. Councilor Wagner stated he would bring this project back to the Council after all the issues have been resolved.
15. Passage of Ordinance
None
ITEM:
16. Communications and Reports from Town Manager
Councilor Wagner requested that the Town Manager come to the Council with a financial summary of each department’s budget to show how each department is doing in their budget up to this point in the fiscal year. Mr. Galligan stated he would do a historical comparison of the last three years to see where the numbers flow.
Councilor Mirek requested that the Auditors come and give the Town Council a formal report of the audit. Councilor Mirek also stated that she agrees with Councilor Wagner and feels the Town Council should have a calendared budget with quarterly updates.
Councilor Delnicki stated he would also like to see a formalized presentation on the audit report. This would give all Council members a full understanding. Mr. Galligan explained that he would have to do the presentation because under the auditors general accepted accounting standards; they go through the Audit Committee. The only other way would be if the Town Council was made the Audit Committee. Mr. Galligan then explained to the Council that the unfunded mandate regarding DEEP Storm Water Regulations will have an approximate $762,000 impact to South Windsor. It will not affect this budget because they have held back on their permit. If all of the communities on the Connecticut River are not going to be part of this project, it will be impossible to clean up the Sound.
Answering more questions, Mr. Galligan explained that the Town presently uses the fields at the CREC school and Mr. Favreau is negotiating use of other facilities in the school. Mr. Galligan stated he would get the Council a report on where the Town’s snow plow budget is to date. The Town Attorney will need to review how to move forward with the request of the South Windsor Land Trust who wants the Town of South Windsor to donate a certain piece of property to them.
Mayor Anwar requested that the Town Manager discuss that issue with the Town Attorney and have a report to the Council through the Town Manager’s Report. Mayor Anwar then questioned if the Council should discuss the issue raised by Mr. Dickinson that a multi-use path be considered for the project on the corner of Sullivan Avenue and Route 5. Mr. Galligan explained that this issue would be the jurisdiction of the Planning & Zoning Commission, there would be a safety concern having sidewalks and/or multi-purpose paths on the corner, and whose responsibility would it be to remove the snow.
ITEM:
16. Communications and Reports from Town Manager (Continued)
The Council will discuss the use of the Barton property further and the funds necessary after the necessary approvals from the Planning & Zoning Commission are complete.
17. Public Input
None
18. Communications and Petitions from Council
None
19. Executive Session
At 9:40 p.m. Councilor Delnicki made a motion to go into Executive Session to discuss pending claims and litigation (docket #3:14 CV-00847-WWE, docket #HHD-CV-11-6021042-S, docket #HHD-CV-14-60523010S, and docket #HHD-CV-14-6049007-S); and to discuss potential claims and litigation regarding the Dzen Tree Farm. Mayor Anwar seconded the motion; and it was approved, unanimously.
The following individuals were in Executive Session: Mayor Anwar, Deputy Mayor Havens, Councilor Delnicki, Councilor Paterna, Councilor Pendleton, Councilor Mirek, Councilor Snyder, Councilor Wagner, Town Manager Matthew B. Galligan and Town Attorney Keith Yagaloff.
Councilor Delnicki recused himself from discussions regarding docket #HHD-CV-14-6052301-S.
At 10:18 p.m. Councilor Wagner made a motion to adjourn the Executive Session. Councilor Snyder seconded the motion; and it was approved, unanimously.
ITEM:
20. Adjournment
At 10:18 p.m. Councilor Wagner made a motion to adjourn the Regular Meeting. Councilor Snyder seconded the motion; and it was approved, unanimously.
Respectfully submitted,
Deborah W. Reid
Clerk of the Council
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