MINUTES
REGULAR MEETING
CITY COUNCIL & WPC AUTHORITY
February 3, 2014
A REGULAR MEETING was held by the City Council & WPC Authority in the Auditorium on Monday, February 3, 2014.
Those in attendance included Mayor Elinor Carbone, Corporation Counsel Raymond Rigat and City Councilors Paul Cavagnero, Anne Ruwet, Christopher Anderson, Drake Waldron and Paul Samele. Also present were Street Superintendent Robert Lizotte, Public Works Director Jerry Rollett, City Treasurer Arthur Mattiello, IT Director Gerald Crowley, Purchasing Agent Pennie Zucco, Comptroller Alice Proulx, and Mayoral Aid Timothy Waldron. City Councilor Gregg Cogswell was absent.
Mayor Carbone called the meeting to order at 6:30 p.m. beginning with the Pledge of Allegiance.
MINUTES
On a motion by Councilor Waldron, seconded by Councilor Samele, the Council voted unanimously
to accept the minutes of the Regular Meeting held January 27, 2014. Councilors Ruwet and Anderson abstained.
OPEN TO PUBLIC
On a motion by Councilor Waldron, seconded by Councilor Samele, the Council voted unanimously
to open the meeting to the public.
There was no one present who wished to speak.
CITY EMPLOYEES 457 PLAN
On a motion by Councilor Waldron, seconded by Councilor Ruwet, the Council listened to Michael Linehan of ING as he explained the 457 Plan Document that has been updated to comply with IRS changes throughout the years. Mr. Linehan said the City had multiple plan documents, but now all five existing providers will play by the same rules. He said there were no material changes, and no additional provisions. Employees can still contribute voluntarily, he said, and the goal was to ensure the 457 Plan Document's compliance with the law.
On a motion by Councilor Waldron, seconded by Councilor Ruwet, the Council voted unanimously to adopt the updated 457 Plan Document.
On a motion by Councilor Waldron, seconded by Councilor Ruwet, the Council voted unanimously to
authorize the Retirement Benefit Committee, through the RFQ process, to move forward with third party administrator cost and benefit research to manage the City's various 457 plans.
MAYORAL APPOINTMENTS
On a motion by Councilor Samele, seconded by Councilor Waldron, the Council voted unanimously to approve the following Mayoral Appointments.
Marie Soliani |
Cable TV Advisory Council |
2 year term to expire July 1, 2014 |
Lucille Paige |
Reappointment, Cable TV Advisory Council |
2 year term to expire July 1, 2014 |
John Luciano |
Reappointment, Cable TV Advisory Council |
2 year term to expire July 1, 2014 |
Jennifer Plasky |
Coe Memorial Park Committee |
5 year term to expire Dec. 31, 2018 |
Margaret Keywan |
Reappointment, Coe Memorial Park Comm. |
5 year term to expire Dec. 31, 2018 |
PORTABLE TOILET RENTAL
On a motion by Councilor Waldron, seconded by Councilor Anderson, the Council voted unanimously to accept the Purchasing Agent's recommendation to extend the current Portable Toilet Rental bid contract for the upcoming year with Suburban Sanitation Services, Inc. of Canton, CT at the same rates of $75 per regular unit per month and $100 per handicap unit per month.
EXCEED BUDGET - ROAD SALT
On a motion by Councilor Waldron, seconded by Councilor Anderson, the Council voted unanimously to approve the Director of Public Works' and Street Superintendent's request to exceed budgeted line item for salt (0010.0031.5258) to allow continuing purchases of treated salt for Winter 2014. Councilor Ruwet asked what the anticipated amount is and Mr. Rollett replied that the typical quantity is in $60,000 increments. He said if we have an average winter from here on in, he anticipates a $100,000 budget overrun in total. Mr. Rollett said if the winter continues the way it has been this year, he can anticipate up to a $250,000 overrun. He said his budget is based on a ten-year average, and has been budgeted at $600,000 for the winter. Mr. Rollet said that approximately $510,000 has been spent so far this
winter. Mayor Carbone explained that the intention is to monitor this line item, make up the difference through any transfers that may be available and see where we are at the end of the winter.
CITY SOFTWARE LICENSING
On an amended motion by Councilor Anderson, seconded as amended by Councilor Waldron, the Council voted unanimously to authorize the Mayor to enter into a Microsoft Enterprise Agreement negotiated by the State of CT to provide access to all versions of the Windows operating system for upgrades and Office Professional suite for new installs or upgrades across all City departments for a cost of up to $65,685.49 for each of three years from the IT budget line item # 0010.0018.5346.0000 – Software.
Mr. Crowley explained that this agreement is a vehicle to allow licensing purchasing for an entire group of computers and the City is not currently compliant with the number of licenses that are in use right now. By entering into this agreement, he said, the City will become compliant and be given an opportunity to upgrade the Office product going forward. Mr. Crowley said he will look to reduce this cost by licensing a smaller version of the Office suite.
SANITARY SEWER CAPITAL IMPROVEMENTS
Acting herein as the Water Pollution Control Authority, on a motion by Councilor Waldron, seconded by Councilor Samele, the Council voted unanimously to approve the following payments from Fund #490, Sanitary Sewer Capital Improvement for Capital Project D-2A East Drainage Basin Rehabilitation and Sewer Repairs:
DATE |
CONTRACTOR |
INVOICE# |
AMOUNT$ |
DESCRIPTION |
1/8/14 |
Weston & Sampson |
429143 |
$4,120.00 |
East Drainage Basin I/I Design |
12/31/13 |
P&G Pepper |
11097 |
$1,000.00 |
Sewer Repair Main Street |
12/31/13 |
P&G Pepper |
11103 |
$2,617.54 |
Sewer Repair Newfield Rd |
12/31/13 |
P&G Pepper |
11104 |
$2,590.50 |
Sewer Repair Harwinton Ave |
FORENSIC AUDIT – Tax Collector
On a motion by Councilor Anderson, seconded by Councilor Samele, the Council voted unanimously to accept the Purchasing Agent's and Selection Committee's recommendation to award the Forensic Audit-Tax Collector bid to Ron L. Beaulieu & Co. of Portland ME for a cost not to exceed $76,600 and to authorize the Mayor to act on behalf of the City for the execution and administration of this contract.
Councilor Samele asked what the purpose of this audit is. Mayor Carbone replied that it is designed to review all the practices, policies and procedures that the Tax Collector is utilizing in the collection of taxes with an eye toward whether or not those procedures are in compliance with State Statute. The scope of services was in the RFP, she said.
Councilor Ruwet confirmed that the City spent approximately $75,000 on an audit in 2007. Atty. Rigat explained the difference between the two audits, saying a forensic audit is much more detailed.
Councilor Anderson added that a normal audit looks for materiality, while a forensic audit will really drill down on the figures.
Councilor Ruwet asked if this expense was built into this year's budget. Mayor Carbone said that the prior Council did approve up to $99,000 for the purposes of a forensic audit.
Atty. Rigat noted that the auditor will present his report to City Council. Mayor Carbone added that the report also goes to the Board of Finance because this decision is made jointly by the two Boards.
Councilor Cavagnero said the current contract should have been structured to produce this information as a matter of routine to avoid incurring these expenses. Atty. Rigat replied that, in his interpretation of the 2011 contract, these records are to be produced. He said that future tax collection contracts will absolutely insist that very detailed annual reports be made.
Councilor Cavagnero said this relates to how we as a City do business with third party vendors. He said he hopes Council will agree to focus on improving what is expected from vendors, for the sake of our taxpayers and citizens.
ADD TO AGENDA
On a motion by Councilor Waldron, seconded by Councilor Anderson, the Council voted unanimously to add Section B to the Agenda.
SECTION B – PUBLIC HEARING FOR SMALL CITIES PROGRAM
On a motion by Councilor Waldron, seconded by Councilor Ruwet, the Council voted unanimously to schedule a Public Hearing on March 3rd at 6:30 pm to solicit citizen input regarding the CT Small Cities Program Application.
BUSINESS BY DEPT. HEADS
On a motion by Councilor Waldron, seconded by Councilor Anderson, the Council voted unanimously
to consider business presented by Department Heads. No business was presented.
BUSINESS BY MAYOR AND COUNCIL
On a motion by Councilor Waldron, seconded by Councilor Samele, the Council voted unanimously
to consider business presented by the Mayor and members of the City Council.
Councilor Ruwet offered congratulations to Councilor Anderson on the birth of his son.
Mayor Carbone announced the upcoming retirement of Nancy Hodkoski, reported that the Winter Carnival was a success, said the State Courthouse is on track and moving forward, noted that she will be visiting local businesses with Congresswoman Esty on Friday, and said our sidewalk improvement plans are also on track.
EXECUTIVE SESSION
On a motion by Councilor Anderson, seconded by Councilor Ruwet, the Council voted unanimously to enter Executive Session under pending litigation inviting Corporation Counsel and the Mayoral Aide, at 6:55 p.m.
OPEN SESSION
On a motion by Councilor Waldron, seconded by Councilor Anderson, the Council voted unanimously to enter Open Session at 7:47 p.m.
ADJOURNMENT
On a motion by Councilor Waldron, seconded by Councilor Anderson, the Council voted unanimously
to adjourn at 7:48 p.m.
ATTEST: JOSEPH L. QUARTIERO, CMC
CITY CLERK
Respectfully Submitted,
Carol L. Anderson CCTC
Asst. City Clerk
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