TOWN COUNCIL
TOWN OF SOUTH WINDSOR
Minutes Page 1 April 6, 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 Carolyn Mirek
Councilor Andrew Paterna
Councilor Liz Pendleton
Councilor Janice Snyder
Councilor Stephen Wagner
Members Absent: Councilor Thomas Delnicki
Councilor Matthew Riley
Also Present: Matthew B. Galligan, Town Manager
Keith Yagaloff, Town Attorney
After Roll Call was complete, Mayor Anwar read a proclamation into the record proclaiming April 6, 2015 as Lyme Disease and other Tick-Borne Illnesses Awareness Day. Ms. Melissa Cunningham and Pat Botteron who both suffer with Lyme disease and are both South Windsor residents came before the Council to give the public and Council a history of their struggles with this disease. The best solution to the threat of Lyme disease is prevention.
5. Public Input
Ms. Pat Botteron, 34 Victor Lane thanked various Town departments, organizations and the citizens of South Windsor for the many contributions that were made this winter.
Mr. Mike Berghuis, 18 Mountain View Road came before the Council and questioned if the resolution regarding the High School synthetic field is approved and sent to the Planning & Zoning Commission, would it come back to the Town Council and be discussed further.
ITEM:
5. Public Input
Mr. Kevin McCann, 170 Lisa Drive came forward to discuss Items 14. D. and 14. E. At the last meeting, the Town Council decided not to move forward with the synthetic turf field at the high school, that was the right decision. Mr. McCann stated he has been a proponent of synthetic turf fields, but does not feel the high school is the right location. There was a project vetted across the street which included two natural grass fields and one synthetic turf field for the same cost as this project. The project at the high school will not provide the same benefits to the community as the proposal on Nevers Road, which proposed more fields. The high school proposal takes an existing field and puts turf on it. More fields are needed in South Windsor. Moving forward with the
project at the stadium field is a vote against the future of athletic expansion in Town.
Ms. Susan Hollander, 24 Judge Lane stated that she would like turf fields behind the school as well as the creation of more fields. Ms. Hollander explained that she moved to South Windsor for the scholastics and athletics and she is embarrassed presently over the fields in South Windsor.
Mr. Kevin Greer, 86 Windshire Drive said he is in favor of the high school field having synthetic turf and would also like additional fields in South Windsor. Right now the high school is a good project. South Windsor needs a field that can be plowed and used so the kids can compete with other Town’s who have been practicing outside for one month at this time. The Town is like a business, you have to invest in it in order to move forward.
Mr. Kevin Foley, 498 Main Street stated he is in favor of building a synthetic field and track at South Windsor High School. The track is presently in disrepair and needs to be done. The infrastructure at South Windsor High School is in place. South Windsor is the last Town left not to have a synthetic field. The Town needs to act quickly in order to have the track and the field complete this fall when school reopens. South Windsor needs to move forward.
Ms. Grace Inkel, 109 Austin Circle said that she has two children who are heavily involved in sports. Ms. Inkel voiced support for the high school getting a synthetic field as well as the creation of fields on Nevers Road.
Mr. Stephen McNeish, 23 J Amato Drive stated he too is in favor of a synthetic turf field at the high school and the Nevers Road project. The kids go to other schools and see the turf fields that other children are playing on.
ITEM:
5. Public Input (Continued)
Ms. Penny Brice, 496 Oakland Road came before the Council and voiced support of a synthetic turf field at the high school and also other fields on Nevers Road. The field would allow the sports in South Windsor to stay competitive with other Towns. A synthetic field would be a benefit to the community.
Mr. Eric Mahan, 50 Henry Road stated he is in favor of both proposals. These proposals are an attempt not to fall behind. South Windsor needs to continue to grow and look to the future. The synthetic turf fields are not a luxury any more.
Mr. Ben Wheeler, 90 Skyline Drive said he is in favor of both projects. Mr. Wheeler stated he has heard that the kids are practicing in parking lots and he felt that this is probably something South Windsor does not want to happen.
Mr. Jason Golub, 628 Foster Street explained that he works with a lot of the high school athletes. Local kids are going to other towns to get the training they need in order to keep competitive. Injuries are also happening because the kids do not have the experience playing on synthetic turf fields.
Mayor Anwar read two letters into the record. The first letter is from Mr. Bob Dziedzic and the second letter is from Ms. Carolyn Liebler. Both residents spoke in opposition of a tax increase.
6. Environmental Health & Safety Message
Councilor Snyder informed the public and the Council that last week there was a nationwide campaign to slow down for work zones. Councilor Snyder requested everyone to be careful and slow down when going by work zones.
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: Public Hearing Minutes of March 31, 2015; Special Meeting of March 30, 2015; and Regular Meeting Minutes of March 16, 2015.
Was made by Councilor Snyder
Seconded by Councilor Wagner
The motion was approved, unanimously
ITEM:
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 public that the Solarize South Windsor program has ended. There are between 18-21 homes that have signed contracts to install solar on their roof. The Energy Committee is reviewing proposals received in response for the Town’s Request for Proposal for LED Streetlights. A recommendation will be made to the Council within the next couple of weeks. Councilor Wagner questioned if another presentation would be necessary regarding LED Streetlights.
Answering questions from the Council, Mr. Galligan explained that Mr. Gantick and other staff members put the RFP together. Mr. Gantick wrote the specification based on review of other specifications from CCM and other Towns and Mr. Gantick is working with the Energy Committee to review the proposals from the RFP.
Mayor Anwar felt that another discussion should be held for everyone’s benefit.
Mr. Galligan explained that the Town Attorney has also been involved in this process to review legal documents. There have also been discussions with an outside Attorney who is very familiar with this subject.
Councilor Paterna informed the Council that the Planning Committee for the Priest Farm has received a $10,000 grant from the State Historic Preservation Office and the will be working with Town staff to bring in a team of experts to evaluate all of the buildings on the property. The next step will be to plan for the entire project.
ITEM:
11. Reports of Temporary Committees
Mr. McCann, 170 Lisa Drive and the Chairperson for the Sidewalk & Bikeways Subcommittee came forward and explained that on the agenda tonight is Item 14. D. which is a resolution to support and create a policy for Complete Streets. It is a good policy and the Committee fully supports it. Mr. McCann urged the Council to support the resolution tonight and use the Complete Streets policy when the Town is improving streets or developing streets in Town. Mr. McCann then informed the Council that he has decided that it is time to resign his position on the Sidewalk & Bikeway Sub-Committee effective immediately.
12. Consent Agenda
Deputy Mayor Havens made a motion to approve Agenda Items 13. A.* through 13. C.* as the Consent Agenda. Councilor Wagner seconded the motion; and it was approved, unanimously.
*A. Resolution Appointing Wayne McKinney (D) to the Historic District Commission
BE IT RESOLVED that the South Windsor Town Council hereby appoints Wayne McKinney (D) to the Historic District Commission for a term ending November 30, 2015 to fill an unexpired term of Sandra Jeski.
(Approved by Consent Agenda)
* B. Resolution Appointing Mary Justine Hockenberry (D) to the Mass Transit and Highway Advisory Commission
BE IT RESOLVED that the South Windsor Town Council hereby appoints Mary Justine Hockenberry (D) to the Mass Transit and Highway Advisory Commission for a term ending November 30, 2017 to fill an expired vacancy.
(Approved by Consent Agenda)
ITEM:
13. Unfinished Business (Continued)
* C. Resolution Appointing Anthony Duarte (D) to the Mass Transit and Highway Advisory Commission
BE IT RESOLVED that the South Windsor Town Council hereby appoints Anthony Duarte (D) to the Mass Transit and Highway Advisory Commission for a term ending November 30, 2015 to fill an expired vacancy.
(Approved by Consent Agenda)
D. Resolution Reconsidering a Resolution Referring the Proposed South Windsor High School Athletic Field Project to the South Windsor Planning & Zoning Commission Pursuant to Section 8-24 of the Connecticut General Statutes
BE IT RESOLVED that the South Windsor Town Council hereby reconsiders the action taken on a resolution referring the proposed South Windsor High School Athletic Field Project to the South Windsor Planning & Zoning Commission pursuant to Section 8-24 of the Connecticut General Statutes.
Was made by Councilor Pendleton
Seconded by councilor Paterna
Answering questions from the Council, Town Attorney Yagaloff explained that when a resolution fails and an individual who voted against it raises the motion to reconsider the vote, the vote would pass by majority approval.
Mayor Anwar called for a vote on the motion; it was approved, unanimously.
Councilor Mirek stated that she would be reading the next resolution but felt the resolution was lacking the history of the project and said she would be reading changes into the resolution.
E. Resolution Referring the Proposed South Windsor High School Athletic Field Project to the South Windsor Planning & Zoning Commission Pursuant to Section 8-24 of the Connecticut General Statutes
WHEREAS, on June 2, 2014 the Town Council voted unanimously to authorize the Town Manger to work with the Superintendent to develop a plan to install synthetic turf on the high school stadium field; and
(Resolution Continued on Next Page)
ITEM:
13. E. (Continued)
WHEREAS, on July 8, 2014 the Board of Education voted unanimously to authorize the Superintendent to work with the Town Manager on this plan; and
WHEREAS, on February 3, 2015 the Board of Education also adopted a 3 year strategic plan that includes improving the high school stadium by installing synthetic turf; and
WHEREAS, the Town Council recognizes that each of the 20 high schools recognized by the State Department of Education as being in South Windsor High School’s peer group have, or are in the process of installing, synthetic turf fields; and
WHEREAS, the South Windsor Town Council also recognizes the need to invest in recreation facilities, including the stadium at the high school, in a manner that will benefit our high school student athletes, Town recreation programs and community as a whole; and
WHEREAS, a plan has been developed for the stadium that will benefit the community and does provide for the installation of synthetic turf and for other needed and timely improvements as detailed in the report prepared by Milone and MacBroom dated October 12, 2014 (hereinafter the “Plan”)
NOW, THEREFORE, BE IT RESOLVED that the Town Council does hereby: 1) approve the Plan with a modification to the proposed turf field fill from Crumb Rubber to Envirofill material and does hereby direct the Town Manager to immediately move forward with the Plan in an effort to complete the hereby approved improvements by August 15, 2015 (such date being a desired completion date but not a required completion date); 2) direct the Town Manager to refer the Plan to the South Windsor Planning & Zoning Commission pursuant to Section 8-24 of the Connecticut General Statues by no later than April 10, 2015 and to the Superintendent by no later than April 10, 2015; and 3) directs the Town Manager to enter into lease financing of up to $1,450,000 for a term not to exceed 8 years.
Was made by Councilor Mirek
Seconded by Wagner
(Resolution Continued on Next Page)
ITEM:
13. E. (Continued)
Councilor Paterna stated that there is a resolution on the agenda and he feels what was just read should be done so as an amendment to the original resolution. The resolution on the agenda tonight was just to send the proposal to the Planning & Zoning Commission for their review. The rest of the issues that have been brought to the Council in the form of the resolution read tonight can be addressed at a later time.
Town Attorney Yagaloff said that the original resolution should be read first and then amendments can be made to the original motion. The resolution read is essentially adding a new item onto the agenda which would need to be done by a vote of the Council.
Councilor Mirek explained that she had questioned the Clerk of the Council and was told to read the resolution that she had read.
Town Attorney Yagaloff explained further that if the resolution is not on the agenda, it needs to be added by amendments to the original motion. The original motion can be read into the record and then amendments can be voted on. The other option would be to add a new item onto the agenda.
Mayor Anwar felt that the resolution read should be withdrawn and then the original resolution could be read and amendments made on that resolution.
Councilor Mirek withdrew the motion read into the record. Councilor Wagner agreed with the withdrawal of the motion.
Resolution Referring the Proposed South Windsor High School Athletic Field Project to the South Windsor Planning & Zoning Commission Pursuant to Section 8-24 of the Connecticut General Statutes
WHEREAS, any plan to expend funds to develop Town owned properties must first be submitted to the South Windsor Planning & Zoning Commission for a report pursuant to Section 8-24 of the Connecticut General Statutes
(Resolution Continued on Next Page)
ITEM:
13. E. (Continued)
BE IT RESOLVED that the South Windsor Town Council hereby refers the propsed South Windsor High School Athletic Field project to the South Windsor Planning & Zoning Commission pursuant to Section 8-24 of the Connecticut General Statutes.
Was made by Councilor Mirek
Seconded by Councilor Wagner
Councilor Mirek felt that there are items that need to be amended on this resolution. The Town will need more athletic fields in the future, but this is a good start to have a synthetic turf field.
Councilor Wagner requested that the Town Attorney explain what an 8-24 referral is and what it accomplishes. Town Attorney Yagaloff stated that an 8-24 referral is a requirement for a Town Council that is going to be leasing, selling or doing a significant modification to any Town property. There is a whole category of changes that the Town is contemplating with regard to Town property that has to go to the Planning & Zoning Commission for the 8-24 referral. The Planning & Zoning Commission determines if the project is consistent with the Town Plan of Development. It is not a Planning & Zoning application, it does not mean that Planning & Zoning Commission will review a site plan and come up with conditions and look at all of the variables. The 8-24 referral is a preliminary
step that says the Planning & Zoning Commission has the right to be referred to. The Planning & Zoning Commission will report back to the Council. If the Planning & Zoning reports back negatively, the Town Council can still proceed with the project as long as it went through the process of the 8-24 referral.
Councilor Wagner questioned if an 8-24 referral involves the final site plan or the actual design? Town Attorney Yagaloff explained that the 8-24 referral does not require those items, but any information that is available should be sent to the Planning & Zoning Commission.
(Resolution Continued on Next Page)
ITEM:
13. E. (Continued)
Mr. Galligan stated that while the Planning & Zoning Commission is reviewing the 8-24 referral, the project could still go out to bid. The Town Council will have to make decisions on the fill material and issues like that. Mr. Galligan explained that he and staff will review the different fill products. If the Town is going to do a full lease for $1,000,000 the Council will need a 2/3rd’s approval of its members present. Mr. Galligan explained that there was money in the last bond to do the track so some of those funds could be used to finance this project and it will be under $1,500,000. The life of the synthetic turf is between 8 to 12 years and the lease would only be good for 8 years. There are no lights on the field being proposed so hopefully the life of the turf
may be longer. The final project and leasing will need to come back to the Council for approval.
Councilor Wagner felt that the community would benefit from a synthetic turf field which will extend the number of hours per week the field could be used, but also could extend the season, as well as a better playing surface.
Mr. Galligan explained that the idea of the field was first for high school sports. Other uses could happen when there are no high school games on that same day. One of the keys for this field would be for use by field hockey. The grass for field hockey is required to be a certain length. The next field that should be looked at is the one down below. The multi purpose field could be rearranged for the use of a certain sport in the future. Also in the future, the girls softball field should be turned around. The idea is to take the whole complex and make sure the town has the right fields.
Councilor Pendleton stated she would be supporting this resolution simply for the fact that the Town Council is required to send this 8-24 referral to the Planning & Zoning Commission if the Town plans on doing anything with the public land. Councilor Pendleton then stated that she would not support an amendment to this resolution because other items should be discussed at a later time.
Councilor Paterna also felt that the Council could discuss the fill and the financing of this project at a later time..
(Resolution Continued on Next Page)
ITEM:
13. E. (Continued)
Mr. Galligan explained that the 8-24 referral is just preliminary and the Council will still need to look at specifications and go back to the Planning & Zoning Commission. Mr. Folger who is the Senior Environmental Planner for the Town, stated that the project would have to go back to the Planning & Zoning Commission for review of the drainage.
Councilor Mirek felt that history of this project should be given
Mr. Galligan reviewed additional possibilities for the infill material. Mr. Gantick explained that it will take 3 months to build this field so if the Town Council wants the project done by September 1st, construction would have to start by June 1st. If a decision is not going to be made for another month or so then this field will not get done until October or November.
Mayor Anwar requested that samples of the infill be available for the public to view.
Answering further questions, Mr. Galligan explained that Milone & MacBroom will prepare all of the bid specifications and our staff will review all those specifications.
Town Attorney Yagaloff explained that in the resolution the reference of the Town Manager referring the 8-24 referral should be amended to say the Council
Deputy Mayor Havens stated that he appreciates the work that Councilor Mirek has put into this amendment but he could not support it.
Councilor Wagner raised a point of order stating that the Council seems to be discussing an amendment here that is not on the table.
Council members discussed different amendments that they would like to see in the resolution. Some members felt that the dollar amount should be included in the resolution. Mr. Galligan reminded the Council that anything over $1,000,000.00 would need 6 affirmative votes.
(Resolution Continued on Next Page)
ITEM:
13. E. (Continued)
Councilor Pendleton stated that she is not pleased with putting a dollar amount and putting any time limits in this resolution. The Council still needs more information as well as a financial plan. The resolution before the Council tonight is only to take the proposed project and sent it to the Planning & Zoning Commission for an 8-24 referral.
Councilor Snyder made an amendment to the resolution with the addition of a paragraph reading “BE IT FURTHER RESOLVED that the South Windsor Town Council hereby approves the October 13, 2014 Milone and MacBrook report and directs the Town Manager to enter into lease financing of up to $1,450,000.00 for a term not to exceed eight (8) years”. Councilor Wagner seconded the amendment.
Answering questions from the Council, Town Attorney Yagaloff explained that an amendment to the motion would only require a majority vote to pass. If the amendment fails, it is just a failed amendment and the original resolution would be on the table for consideration.
Councilor Paterna felt that the two amendments are very reasonable and he would be supporting the amendments and the motion.
Mayor Anwar called for a vote on the amendment; it passed on a roll call vote of 6 to 1 with Mayor Anwar, Deputy Mayor Havens, Councilor Mirek, Councilor Paterna, Councilor Snyder and Councilor Wagner voting in favor of the amendment; and Councilor Pendleton voting in opposition to the amendment.
Mayor Anwar then called for a vote on the amended resolution; it passed on a roll call vote of 6 to 1 with Mayor Anwar, Deputy Mayor Havens, Councilor Mirek, Councilor Paterna, Councilor Snyder and Councilor Wagner voting in favor of the amendment; and Councilor Pendleton voting in opposition to the amendment.
The amended resolution to read as follows:
WHEREAS, any plan to expend funds to develop Town owned properties must first be submitted to the South Windsor Planning & Zoning Commission for a report pursuant to Section 8-24 of the Connecticut General Statutes
(Resolution Continued on Next Page)
ITEM:
13. E. (Continued)
BE IT RESOLVED that the South Windsor Town Council hereby refers the proposed South Windsor High School Athletic Field project to the South Windsor Planning & Zoning Commission pursuant to Section 8-24 of the Connecticut General Statutes; and
BE IT FURTHER RESOLVED that the South Windsor Town Council hereby approves the October 13, 2014 Milone and MacBroom report and directs the Town Manager to enter into lease financing of up to $1,450,000.00 for a term not to exceed eight (8) years.
F. Resolution Removing from the Table Item 14. L. from the Town Council’s Regular Meeting of March 16, 2015 – Resolution Referring the Proposal to Create a Multi-Purpose Site on the Barton Property to the South Windsor Planning & Zoning Commission Pursuant to Section 8-24 of the Connecticut General Statutes
BE IT RESOLVED that the South Windsor Town Council hereby removes from the table, Item 14. L. from the Town Council’s Regular Meeting of March 16, 2015 – Resolution Referring the Proposal to Create a Multi-Purpose Site on the Barton Property to the South Windsor Planning & Zoning Commission Pursuant to Section 8-24 of the Connecticut General Statutes.
Was made by Councilor Paterna
Seconded by Couniclor Pendleton
The motion was approved, unanimously
G. Resolution Referring the Proposal to Create a Multi-Purpose Site on the Barton Property to the South Windsor Planning & Zoning Commission Pursuant to Section 8-24 of the Connecticut General Statutes
WHEREAS, the Town purchased a sixty-seven acre property in 1997 with Open Space Bond monies; and
WHEREAS, the property, known as the “Barton Property”, with frontage on both Brookfield Street and Troy Road, consists largely of an old pine plantation, which is creating a potential safety hazard; and
(Resolution Continued on Next Page)
ITEM:
13. G. (Continued)
WHEREAS, the Town has proposed this location be used for multipurpose uses such as debris storage in the event of another significant storm; large events can be accommodated such as the Wapping Air; recreational activities, both passive and active; and/or the Farmers’ Market could be located on the property; and
WHEREAS, the Planning & Zoning Commission has discussed this project and have agreed to use funds collected through the “Fees in Lieu of Open Space” provision of the Subdivision Regulations for the improvements necessary to create this area; and
WHEREAS, any plan to expend funds to develop Town owned open space properties must first be submitted to the South Windsor Planning & Zoning Commission for a report pursuant to Section 8-24 of the Connecticut General Statutes
NOW, THEREFORE, BE IT RESOLVED that the proposal to create a multi-purpose site on the Barton Property be submitted to the South Windsor Planning & Zoning Commission for a report pursuant to Section 8-24 of the Connecticut General Statutes.
Was made by Councilor Snyder
Seconded by Deputy Mayor Havens
The motion was approved, unanimously
Councilor Wagner made a motion to suspend the rules in order to take up Item 14. D. next. Councilor Snyder seconded the motion; and it was approved, unanimously
14. New Business
D. Resolution Concerning the Development of a Complete Streets Policy
WHEREAS, the Town of South Windsor actively promotes safe streets through design, education and enforcement of all of its Rights of Way; and
(Resolution Continued on Next Page)
ITEM:
13. D. (Continued)
WHEREAS, Complete Streets are Rights of Way that are designed to be safe, comfortable and convenient for all users, including, but not limited to, pedestrians, bicyclists, transit riders and drivers; and
WHEREAS, Complete Streets should be designed to reflect the context and character of the surrounding natural, suburban and urban environments and be part of an attractive, multi-model transportation system that accommodates users regardless of age or ability by providing the opportunity to choose a method of transportation; and
WHEREAS, Complete Streets may include many features, including, but not limited to, street trees and landscaping, bicycle lanes, shared use paths, crosswalks, traffic calming devices, distinctive signage, public art and varied surface treatments, all of which incorporate best management practices of sustainable infrastructure; and
WHEREAS, the Town Council’s Sidewalk and Bikeways Sub-Committee advocates for, and the Town Council’s Adopted Walk and Wheel Ways Master Plan recommends “Adopting a Complete Streets Policy”; and
WHEREAS, the Town’s Plan of Conservation and Development has specifically recommended to “Maintain Town Roads and Upgrade as Complete Streets”, so that road improvements address multiple transportation needs; and
WHEREAS, a community that strives to design and implement Complete Streets recognizes that streets and sidewalks are public spaces that spur social interaction, healthy living and economic development, leading to a stronger and more vibrant community; and
WHEREAS, a Complete Streets policy is a tool to be used by the Town ensuring that road construction and reconstruction projects are planned, funded, designed, constructed and maintained in accordance with the aforementioned principles, where practical and feasible
(Resolution Continued on Next Page)
ITEM:
13. D. (Continued)
NOW, THEREFORE, BE IT RESOLVED that South Windsor Town Council hereby directs Town Manager, Matthew B. Galligan, to consult with interested stakeholders and prepare a preliminary policy, within 60 days, that demonstrates the Town’s commitment to the development of Complete Streets, where practical and feasible, for the benefit of the entire community.
Was made by Councilor Wagner
Seconded by Deputy Mayor Havens
The motion was approved, unanimously
At 8:48 p.m. Mayor Anwar called for a five minute recess. The Town Council reconvened at 8:53 p.m.
14. New Business
A. Budget Presentation: Information Technology Department
Mr. Scott Roberts, Director of Information Technology came before the Council and presented the proposed Information Technology Department budget, as shown in attached Exhibit A.
Answering questions from the Council, Mr. Roberts stated that there are still a handful of computers that need to be upgraded to Windows 7 but they are secondary computers that are being used part time.
Mr. Galligan explained to the Council that the IT Department had requested funds for new programs that would be beneficial to the Town, but it was felt it was not the best time so those funds were eliminated from the budget.
Answering questions from Councilor Pendleton, Mr. Roberts explained that the IT Department has created a Town website. Drew Guild has been working very hard to get this website done. The creation of the website in-house was a much cheaper venue then hiring a consultant. In 2012/2013 there was a line item in the amount of $167,000 in Capital Projects. It was decided that those funds should go back into the department. Last year $80,000 was taken out of Capital and put back into the department and this year the same thing will be happening. South Windsor bulk purchases IT
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ITEM:
14. A. (Continued)
equipment with Tolland and Coventry and last year the Town bought approximately $26,000 worth of equipment and received back $7,700 from the State. This years plan was to buy $30,000 worth of IT equipment and again receive funds from the State.
Mr. Roberts explained that the maintenance contracts are negotiated when there is an opportunity, but most contracts are federal and state contracts and there is no ability to negotiate. A lot of the departments are looking to use on-line services and when and where they want to, IT Department will assist them.
Mr. Galligan told the Council that if you look at paying your taxes on-line, there are a few things you have to be careful of. Some of the credit card companies will charge a fee for that service. Either the Town is going to have to put that charge in the budget or the resident is going to be charged approximately 2.59% on top of what they need to pay. All of the Recreation Departments items are done on-line. The Town held off on the Building Department doing more on-line services because there is a back office study through CRCOG being conducted which would be a regional opportunity. The Fire Marshal’s Office has a system for inspections.
Mr. Roberts stated he would like to study the IT service calls in more detail of what the service call equals in hours. A service call can consist of anything from resetting someone’s computer to having issues with a computer that would take much longer. There is a trend of service calls going up but the data needs to be analyzed to see if the work load is being increased.
Councilor Wagner explained that the IT Department has created a Town Council Dashboard. Councilor Wagner thanked the IT Department for their work and felt that in a few months there should be discussions regarding improvements that could be done to make the dashboard more effective.
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ITEM:
14. A. (Continued)
Mr. Roberts answered further questions explaining that the Fire Department access to the Town’s system is controlled at the administration level. The general line computers that are in the different firehouses do not talk to the Town’s system. They are on their own network at the firehouse to do whatever internet and training resources that they need. The Fire Department has very professional IT resources that help support their local network. The IT Department has requested an increase of $115,245.00. The amount of $167,000 is being requested to be put back into the budget to get the capital level back to the same it was in 2012/2013. It is hopeful to have the new website out within the next month internally. Once it is agreed that everyone likes the product, it will be used.
Mr. Galligan explained to the Council that the Town has been researching for the past two years a different system for the Tax Assessors Office and the for the Tax Collectors Office.
B. Budget Presentation: Public Works Department
Mr. Michael Gantick, Director of Public Works came before the Town Council and introduced members of his department (Jeff Doolittle, Town Engineer; Clay Major, Facilities Manager; Fred Shaw, Superintendent of Pollution Control; Mark Owens, Street Manager; and Leon Clough, Fleet Manager) who would also be presenting components of the Public Works budget to the Council. The Public Works Department introduced their budget to the Council, as shown in attached, Exhibit B.
Answering questions, Mr. Gantick explained that there was new legislation that was passed that allows Town’s to get more engaged with energy performance contracting which is a way to partner with energy providers. This would allow the Town to receive energy benefits through a lease program that works with the structure of the budget. The savings are sufficient to pay for the financing of the projects. The needs for the Wapping School are being assessed. At this time it is known that a new roof will need to be put onto Wapping School. Mr. Fred Shaw stated to the Council that for every increase that is made through recycling, there be a reduction to the Town’s cost for disposal. It would also increase the Town’s ability to receive
(Resolution Continued on Next Page)
ITEM:
14. B. (Continued)
rebates. The Town has explained to the residents that it is less expensive to recycle then it is to thrown items away. All residents get a single refuse container and if additional containers are needed, there is a cost. So what has happened is residents have become more knowledgeable about recycling. If the Town were to have recycling picked up every week, there would be a cost associated with that which would impact the budget. Residents can get additional recycling containers which has no cost to the residents. It is being discussed regionally to do textile recycling. Mr. Galligan stated that the Town Attorney is still reviewing this proposal.
Mr. Gantick explained to the Council that the brine system is done regionally with East Hartford and Manchester. The Town used the brine system three times this year and found that it can only be used during certain conditions. It is a good tool to have but will not lessen the amount of salt that is needed.
Mr. Doolittle, Town Engineer stated that the Town will be working on Nevers Road this summer which will finish up the 2012 bond referendum projects. After that project, the Town will begin the 2014 bond referendum projects which is a long list of local roads that will primarily have mill and overlay work done on them. The Town will also be working on the Avery Heights neighborhood. There will also be projects worked on that have been funded through State grants such as Avery Street, Abbe Road and sidewalks along Buckland Road. The preliminary design is being completed for Ridge Road and then a public meeting will be held for public comment. A source of funding will be needed when the design is complete.
Mr. Gantick explained that the only increase in Engineering is for the yearly salary increases. In last year’s budget, the Fleet Manager position was put back into the budget. The Public Works Department staffing is the same as it was in 1988 as far as supervisors at the Town Garage. There are four supervisors in the Town Garage, but there is no one leading the whole division.
Councilor Pendleton stated that she would like the Building Maintenance Department to have four building maintainers, two on each shift. The additional position being proposed should be a Building Maintainer, not a supervisor.
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ITEM:
14. B. (Continued)
Mr. Gantick told the Council that the Town has 500 tons of treated salt, but it is necessary to have approximately 3,200 tons of treated salt to start the winter next year. If it is a bad winter, Public Works will have to come back to the Council for more treated salt. Mr. Gantick then explained the monitoring metering system that is used for the salt that is put out during a storm. Mr. Gantick explained that the Town has a replacement schedule for Town trucks but has fallen behind because funds were taken one year during the budget time. The Town is working on getting the funds back into the budget. If the the funds for the replacement of vehicles gets cut, in a five years time there could be 40 vehicles that are beyond their useful life.
Mayor Anwar felt that after the budget season is complete, a long term strategy is necessary for the Public Works Department. Mayor Anwar stated that the Public Works Department should have a group of community members (Commission) who would work in support of the Public Works Department.
Answering questions from the Council, Mr. Gantick explained that Public Works Department is requesting an increase of 1.2 FTE’s.
Mr. Galligan explained that all of the overtime in this department is for snow removal and leaf collection. There are times when using overtime to finish up a job would be wise.
Mr. Leon Clough told the Council that part of the increase under Fleet Services is for the institution of a new Fleet Management software called RTA and for the training of that software.
Mr. Wagner suggested that the Public Works Department put out a mass mailing about the use of the dashboard.
ITEM:
14. New Business (Continued)
C. Resolution Accepting the Resignation of Elizabeth McGuire (D) from the Cable Advisory Board
BE IT RESOLVED that the South Windsor Town Council hereby accepts with regret, the resignation of Elizabeth McGuire (D) from the Cable Advisory Board, said resignation effective immediately; and
BE IT FURTHER RESOLVED that the South Windsor Town Council extends its thanks to Elizabeth McGuire for the time she has dedicated to serving her community by her membership on the Cable Advisory Board.
Was made by Councilor Pendleton
Seconded by Councilor Paterna
The motion was approved, unanimously
15. Passage of Ordinance
None
- Communications and Reports from Town Manager
Mr. Galligan reported that with the Town has filed a judgment for $261,000 against the South Windsor Ambulance Corp. The Town received the first payment of $31,000 and there is another $100,000 that will be coming to the Town shortly. The Town is receiving these funds for the lease of the building that the South Windsor Ambulance Corp. used as well as the gas.
Mr. Galligan stated that the Town Attorney is reviewing proposals for the purchasing of the tower near the Police Department and feels the Town should not take up front payments.
There will be two PBA negotiations and the Sewer Treatment Plant negotiations coming up.
The Town received $33,000 regional grant along with Tolland and Coventry for the purchase of IT equipment.
An announcement regarding the STEAP grant should be coming out soon.
ITEM:
17. Public Input
None
18. Communications and Petitions from Council
None
19. Executive Session
None
20. Adjournment
At 10:52 p.m. Councilor Wagner made a motion to adjourn the Regular Meeting. Councilor Mirek seconded the motion; and it was approved, unanimously.
Respectfully submitted,
Deborah W. Reid
Clerk of the Council
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