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BOARD OF SELECTMEN 6-6-05
Town of Willington
BOARD OF SELECTMEN • 40 OLD FARMS ROAD • WILLINGTON, CONNECTICUT 06279 • (860) 487-3100 • FAX (860) 487-3103



BOARD OF SELECTMEN



REGULAR MEETING                                                                                                           JUNE 6, 2005
TOWN OFFICE BUILDING                                                                                                  6:30 P. M.

First Selectman Eldredge called the meeting to order at 6:30 P.M. with the following in attendance:  Selectmen Blessington & Patton, L. Nicholls, J. Andersen, S. Cobb, S. & J. Lewis, T. Millix, J. Poole, R. Tulis, N. Vogel, R. Wiecenski, and D. Woodworth.  First Selectman Eldredge led the Pledge of Allegiance.

APPROVAL OF MINUTES
SELECTMAN BLESSINGTON MOVED TO APPROVE THE MINUTES OF 5/16/05.
First Selectman Eldredge seconded the motion.
VOTE:  3 YES (ELDREDGE, BLESSINGTON & PATTON)    0  NO

PRESENT TO SPEAK
Tyler Millix commented that he wanted to introduce the new Chief of Willington Fire Dept. #1, Dave Woodworth.  Tyler is now Deputy Chief.  Tyler also commented that in order to comply with Homeland Security they must establish an Emergency Operation Center, they believe the Town Office Building would be a good spot for this, perhaps in a corner of the old senior center.  They would need storage for emergency equipment and a small space to operate out of.  Just that area would be hooked up to a generator, there will be some maintenance issues they would handle.  They do not know how much room they would need.  The radio would tie in with the Hill Fire Dept.  First Selectman Eldredge asked if it would be a self-contained communication center?  Tyler said yes, it would be a Town wide system.  Dave Woodworth and Stuart Cobb will be taking over this.  Selectman Patton asked if the Hill was part of the planning process.  Stuart Cobb replied yes they have been.  Jim Poole asked if there is a Town Emergency Operation Plan and if it had been exercised?  Stuart replied there is one but it has not been exercised recently.  Jim Poole suggested an exercise and that would show any operational issues, we might get additional funding if we find holes.  Jim Poole asked if the plan covered the town government?  Stuart commented that it did, all areas are covered and have responsibilities.  Discussion followed about having the plan on the Internet.  There is a question as to it being a sensitive document.  Judy Andersen asked if there were any provisions for a shelter?  Stuart Cobb commented that the 3 firehouses and Public Works have generators but no showers or cots and blankets.  Hall School does not have a generator.  The grant is limited in this area.  Jim Poole asked if there was anything on the grant for the Talmadge property?  First Selectman Eldredge said not yet.  Jim asked about the FEMA money and was told that we should get at the beginning of the fiscal year.

CORRESPONDENCE
A list of correspondence was available at the meeting and in the Selectman’s office.


REGULAR MEETING                                          -2-                                                                 JUNE 6, 2005

PUBLIC WORKS
Lynn Nicholls commented that the plants and shrubs around the Village Hill Bridge are disappearing and the holes are left there.  She had a meeting with Karl Acimovic and showed him Hockla Farms Road.  Someone opened the road from where we left off to Old Farms Road.  She would like the Boards permission to shut it down.  Lynn commented that the water coming down could cause a problem with washouts.  Selectman Patton commented that you could put intermediate riprap there; boulders will not stop the water flow.  First Selectman Eldredge commented try that first.  Lynn commented that we should put up signs on either end.  Selectman Patton commented that a road closed signed should be put up.  Lynn commented that we would be done sweeping soon.  First Selectman Eldredge commented that we need to go to bid for snow plowing.  Selectman Patton asked if the Ketches Road Bridge bill is solved?  First Selectman Eldredge commented it is for $6,200.  Selectman Patton asked about the Public Works budget?  First Selectman Eldredge commented that we have a balance of  $9,174.  Selectman Patton asked if the $6,200 is encumbered?  First Selectman Eldredge commented that we are trying to pay that before July 1st.
PLAN FOR OLD SENIOR CENTER
Selectman Patton commented that the Space Committee recommended that we should plan to move the people up there.  First Selectman Eldredge commented that the Registrars of Voters were recommended to move up there.  Nancy Vogel, Registrar of Voters, commented that they talked to the Sec. Of State regarding the computers, the Town may have to pay SBC for moving the lines.  We would need the office cleaned up and painted and we would like to get rid of the sink, have better lighting and an air conditioner for the window.  Judy Andersen, Registrar of Voters, commented that we would have better access for elections.  We need to know about the polling place.  Selectman Blessington commented that it is set in stone for November.  Lynn Nicholls commented that the doors would have to be modified.  Judy commented that they would need to know by the end of Sept.  Stuart Cobb asked if this was a long-term plan for polling there?  Selectman Patton commented that the long-term plan was to move the Planning & Zoning offices upstairs to have all the public offices on one floor.  Judy commented that it would be cramped downstairs; we do not know how many new machines we will need.  Tyler commented that it didn’t matter if they went up or down.  Selectman Patton commented that the original idea was to move the downstairs offices up and have all the public offices in one place.  Selectman Blessington commented that he did not know when we would be moving downstairs up.  Selectman Patton commented that we spent 8 months rehashing all this but we can look at it again.  Judy commented that she still has all her questions.  First Selectman Eldredge commented that the only definite thing was moving the Registrars upstairs.  Selectman Patton commented that it was definite that we were going to create a plan until the library was built.  Tyler asked if there were any thoughts of splitting the polling place?  Nancy commented that is not an option since we don’t have districts.  Judy commented that there were issues that were part of that plan.  It was recommended that the Town procure tables and chairs and that the Senior Director would move to the Senior Center and Melissa could have that area for storage.  Are you going to discuss that tonight?  Selectman Blessington commented that we have some tables and chairs.  Selectman Patton asked what did we solve tonight?  First Selectman Eldredge commented that we need a polling plan and that the Fire Dept. needs and Emergency Operations Center.  We should start getting costs.  Selectman Blessington commented to Selectman Patton you could start planning but I do not know where we would get funding.  Selectman Patton commented that we need to get a committee and get details.  Somebody must do the work.  If you want me to get people for a committee I will.  Selectman Blessington commented that we can have the plan in place but I would not vote to fund it.  Selectman Patton commented regardless that the Space Committee voted and we voted yes?  First Selectman Eldredge commented that there were 4 or 5 recommendations.  Selectman Patton commented that I was talking about doing one piece, the other stuff will take some planning and details, according to the recommendations of the Space Committee.  We could include the Emergency Operations Center, do a detail plan, and move all the public offices up to one floor.  
REGULAR MEETING                                          -3-                                                                 JUNE 6, 2005

Selectman Blessington commented that the Emergency Operations Center would be separate from the rest of it.  Selectman Patton commented you should put that as a part of the plan.  Selectman Eldredge commented that if you want a committee to plan it and move the Registrars of Voters up and have the Emergency Operation Center, okay.  Selectman Patton commented I will run with it.  First Selectman Eldredge replied go ahead, run with it.  Selectman Patton asked do I have your blessing to go ahead?  First Selectman Eldredge said yes.  
  
WELL BIDS FOR SENIOR HOUSING
First Selectman Eldredge commented that we received bids for the well for the Senior Housing.  We will open them and then analyze then and award at a special meeting next Monday at 6:30 P.M.
COMPANY                         BID
Birmingham Utilities                    $45,100.00
LaFramboise                             bid received late, disqualified – not opened.
New England Well Drilling               $47,595.50 – no certified check or bid bond
Reja Acquisition                        $33,000.00 – not in contract document book
Stavens Brothers                        $34,255.00

SET TOWN MEETING DATE
SELECTMAN PATTON MOVED THAT THE FOLLOWING BE APPROVED:
    The electors of the Town of Willington and all persons who are entitled to vote in Town Meeting on the matters mentioned in the following warning are hereby warned and notified to meet in Town Meeting at the TOWN HALL at 11 COMMON ROAD in Willington on June 15, 2005 at 7:00 P.M. for the following purposes:

ITEM I
To see if the townspeople, on the recommendation of the Board of Finance, will authorize the appropriation of an additional $350,000 to bring the total appropriation, for the new Willington Public Library, to $3,350,000 to be reimbursed up to $500,000 by the State Library Grant.
Selectman Blessington seconded the motion.
VOTE:  3 YES (ELDREDGE, BLESSINGTON & PATTON)    0  NO

GOOD & WELFARE  
First Selectman Eldredge commented that we received a letter from the Senior Center that they want to install a 24’ awning over the back porch.
FIRST SELECTMAN ELDREDGE MOVED TO APPROVE THE INSTALLATION OF A 24’ AWNING OVER THE BACK PORCH AT THE SENIOR CENTER.
Selectman Blessington seconded the motion.
VOTE:  3 YES (ELDREDGE, BLESSINGTON & PATTON)    0  NO

Selectman Patton asked about the letter to the Board of Finance regarding the Talmadge property.  First Selectman Eldredge commented that he checked with the attorney, we do not have to go to Town Meeting for this.  There was $13,000 in fees.  Selectman Patton asked why we don’t need a Town Meeting?  First Selectman Eldredge commented that it will just be appropriated out of the Open Space fund.  We can go to the Board of Finance to ask them for appropriation directly out of the Open Space fund.  Selectman Patton asked is it already spent?  First Selectman Eldredge said no.  $6,000 was out of the general fund but we could not use money from the Open Space fund for fees, our attorney said you could only use Open Space for actual purchase of property.  Selectman Patton asked if he could see the letter from the attorney saying that, I am curious since you can use Open Space funds just for the purchase of the land but not for the work that goes into paying for the land, it is
REGULAR MEETING                                          -4-                                                                 JUNE 6, 2005

all part of the purchase price.  First Selectman Eldredge commented that he would be glad to get that  in writing from the attorney. It seems funny that fees could not be included.  Selectman Patton asked was the survey done yet?  First Selectman Eldredge replied no.  Mr. Poole asked where the $125,000 was coming out of?  First Selectman Eldredge commented that it is coming out of the reserve.  You can pay the associated fees from the reserve but now you have to reimburse that from Open Space.  Selectman Blessington commented that the Open Space money will go to replace the $7,000.  Selectman Patton asked what happens if the Board of Finance says no?  You have put them in a position where they can’t say no, because somebody has to pay the $7,000.  First Selectman Eldredge commented that we went for the approval of the $125,000, it said the purchase of land and associated fees with it in the actual call of the meeting.  Selectman Patton commented that at that meeting somebody asked is this all we are going to be asked to pay for?  J. Poole commented that you answered yes.  First Selectman Eldredge commented that at that meeting we brought up in depth that there was $13,000 in fees associated with the purchase.  Selectman Patton asked what happens if the Board of Finance says no?  First Selectman Eldredge commented then we will have to seek additional funding elsewhere.  Selectman Patton commented that we have put them in the position where you need to fund this to buy this property or otherwise we can’t because we don’t have the money for it.  First Selectman Eldredge commented that we would be $7,000 short.  Selectman Patton commented that it puts them in a very awkward position, they have to do it.  The money is just as good as spent right now.  First Selectman Eldredge commented that what you are doing is taking the money to pay for the property out of Open Space, which is the reason the fund exists.  Selectman Patton commented that if we knew these fees were there why didn’t we put everything together, this is not something that changed and it does put the Board of Finance in a very awkward position where they can’t say no.  We have no discretion in this thing.  First Selectman Eldredge commented that he does not feel that is true, they can say no if they want to.  When we went to the Board of Finance we explained in depth what was going to happen on that, that the associated fees would have to come out of the reserve fund.  Selectman Patton commented that we didn’t know that it couldn’t come out of the Open Space fund until just recently.  First Selectman Eldredge commented you can read the minutes of the meeting, I was certainly aware that the actual fees could not come out of the Open Space fund, only monies to make the purchase of the land.  Jim Poole read the call from the Town Meeting:  To see if the townspeople, on the recommendation of the Board of Finance, will authorize the expenditure of $125,000 from Capital Projects Reserve for the purchase of 28+/- acres on Mason Road and fees associated with the purchase.  So the total that was to be allocated was $125,000, but I’m hearing that we are short $7,000, the total cost should have been $132,000.  Jim Poole asked does that have to go back to a Town Meeting?  First Selectman Eldredge commented that our attorney said no it could be done at the Board of Finance level.  Mr. Poole commented that this feels funny to me as a taxpayer; you asked for $125,000 at the meeting, I asked is this all in and all out at $125,000 and your response Mike at that meeting was yes, at $125,000 there is no additional dollars.  First Selectman Eldredge commented that he thinks he mentioned that we had the fees associated with that.  J. Poole commented that it says the fees were in the $125,000.  First Selectman Eldredge commented right and the fees being paid out of that means that they had $6,000 and we still had $7,000 worth of fees that can be paid out of the $125,000 but we still need to reimburse the purchase price from the Open Space fund.  Selectman Patton commented that the actual cost of the property is $138,000, typically all sources of the funding go together, not piece meal, that way they all get approved or denied together.  Mr. Poole commented that the total cost for this property is $138,000.  First Selectman Eldredge commented that is right.  Mr. Poole commented that he just wants clarity, because at the meeting we were told $125,000.  First Selectman Eldredge commented that is why for the Town Meeting we put associated fees, that is what it is referring to.  Mr. Poole commented that the way that this reads it was coming out of the $125,000.  Selectman Patton commented that now the fees are coming out of the $125,000.  In order to make up for the cost of the fees we have to take $7,000 out of the Open Space fund, it is not a good way to run a ship.  


REGULAR MEETING                                          -5-                                                                 JUNE 6, 2005

Selectman Patton asked if we still have the parking policy, employees park on the side so the front is available for the public?  First Selectman Eldredge commented no, parking is anywhere they want.

First Selectman Eldredge commented that he wants to change Mrs. Hoffman’s title effective July 1, 2005 to Director of Finance.  Selectman Patton asked what is the increase in pay?  First Selectman Eldredge commented that this is just a title change and we will work within the budget for next year.  Selectman Blessington asked what does that mean?  First Selectman Eldredge commented that we will work within the budget.  Jim Poole asked is there a targeted salary?  First Selectman Eldredge replied no.  Selectman Blessington commented it is not going to be merely a title change.  First Selectman Eldredge commented that there will be no great salary increase.  Selectman Blessington commented he has no problem with changing the title if she will get the same increase as everyone else and you are not planning more.  First Selectman Eldredge replied no, not right now, all salaries get increased on 7/1/05, just the regular increase.  Jim Poole asked if there would be no increase during the 05-06 budget?  First Selectman Eldredge replied none.  Discussion followed on the responsibilities of a Director of Finance vs. a Supervisor of Accounting.  Selectman Patton commented that a committee reviewed all this in the past and it was decided that the Town needed a Supervisor of Accounting not a Director of Finance; a Director of Finance would be paid a great deal more and has different responsibilities.  This should be discussed with the Board of Finance and the Board of Education also.  First Selectman Eldredge commented that in his opinion she is acting as a Director of Finance.  Selectman Patton commented that originally she was hired as a bean counter and told not to worry about where the beans go or policy.  It is not fair to her to now have to do all these things.  First Selectman Eldredge commented that she has been more involved in the last 2 years, doing more than an accounting supervisor.  Selectman Blessington commented that we should look at the job description.  Ralph Tulis asked if we had a job description of a Director of Finance?  You should know what is associated with the job title.  You shouldn’t change the title until you know what that title is responsible for.  You could shoot the Town in the foot.  Tyler Millix commented that when you give someone more duties you should pay them more, not just a title.  Selectman Blessington commented that we should look at her job description.  Selectman Patton commented that we should get a Director of Finance job description and if this is what we want Mrs. Hoffman would be the one for it.  We should not take advantage of her.  First Selectman Eldredge commented I am sure under Selectman Patton’s administration he used her abilities different, he is very good at municipal finances; I have used her expertise extensively.  If you want to hold off on this fine.  Selectman Blessington commented I would hold off until her job description is reviewed.  Selectman Patton commented that he thinks we need a meeting with the Board of Finance, the Board of Education and the Board of Selectmen as well as the Treasurer to see if we as a Town want a Director of Finance.  

SELECTMAN BLESSINGTON MOVED TO ADJOURN THE MEETING AT 8:09 P.M.
Selectman Patton seconded the motion.
VOTE:  3 YES (ELDREDGE, BLESSINGTON & PATTON)    0  NO

Respectfully submitted,
Mary Bowen
Mary Bowen
Secretary


Board of Selectmen
860-487-3100

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