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 SEPT. 19, 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, S. Amedy, D. Berto, K. Blessing, L. Brown, R. Campbell, W. Gangaway, J. Harvey, R. & L. Hisey, W. Hodge, T. Hoffman, P. Latincsics, J. & S. Lewis, J. Poole, G. Prusak, C. Psathas, L. Semprebon, R. Wiecenski and D. Woodworth. First Selectman Eldredge led the Pledge of Allegiance.
APPROVAL OF MINUTES
SELECTMAN BLESSINGTON MOVED TO APPROVE THE MINUTES OF 9/6/05.
Selectman Patton seconded the motion.
VOTE: 3 YES (ELDREDGE, BLESSINGTON & PATTON) 0 NO
PRESENT TO SPEAK
Laurie Semprebon and Christine Psathas were present to discuss the sidewalk at Hall School and why nothing has been done about it since it was approved in November 04. First Selectman Eldredge commented that we met with the State two weeks ago and they do not want the area in front of Hall School filled in. We must revise the plans and re-submit them. Ms. Psathas asked when would it get done? Selectman Patton commented probably next spring. Ms. Psathas suggested putting removable barriers there. First Selectman Eldredge commented that we talked about that.
Lynn Brown, Chairman of the Board of Finance, commented that the Board of Finance was here because at their last meeting there were some concerns about the wells for the Senior Housing. The BOF sent a letter to the Board of Selectman outlining these concerns and we will discuss it at our meeting on Oct. 20th. We need total communication about what and when something is happening. This has not been happening. First Selectman Eldredge commented that he can be there on the 20th. He has given Mr. Brown a copy of the STEAP application and the EDI grant and the time line. We have $250,000 for design of the system; the wells are completed and all water tests back except uranium and then it goes to the Public Health Dept., they will be the ones that say this is acceptable
for a public water system. Funding for that is basically LOCIP funding. We have issued the management contract to Birmingham Utilities who will oversee and manage the water system once it is complete. We then will develop an RFQ for the cost for the design of the system. Selectman Patton asked would that include overseeing construction? First Selectman Eldredge replied no this would be the engineering RFQ for an actual hard cost on the complete engineering. The next phase would be a construction bid. Selectman Patton asked who would oversee the construction. First Selectman Eldredge replied the Board of Selectmen, Karl Acimovic and Birmingham. Bill Hodge asked what is the dollar award? First Selectman Eldredge replied that there is no dollars involved, it is just a management contract. They will manage the project once it is completed. Selectman Patton asked if they are going to consult with respect to the
water
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system design? First Selectman Eldredge commented that their input is going to be supplying a list of gages, the type of piping they want to see, the pumps and controls, which they gave us for Karl to put in the RFQ. Selectman Patton asked if they are going to participate in the selection process for a qualified contractor to construction the water system? First Selectman Eldredge commented that will be our determination when we get to the selection for construction. Selection Patton commented that is item 3 on the bid, at our last meeting you told me Birmingham is going to do that, now you are saying maybe not, maybe so. First Selectman Eldredge commented that I told you they would give us their input to the engineering RFQ, which they have, and Karl would develop the RFQ and we would go out
for a firm cost to design the water system, which any company could bid on. Selectman Patton commented that I specifically asked you if Birmingham would be doing item 3 and you said yes. I asked who is going to inspect the work and administer the construction contract during the construction phase of the project and you said Birmingham Utilities. And operating, maintaining and managing the water system, including supply distribution and financial management and you said Birmingham Utilities. What we ended up with is that they were going to items 1, 3, 4 & 5. They weren’t doing item 2 because now we are going out with an RFQ for engineering. Now you tell me they might do #3, they might do #4, they are definitely doing #5. First Selectman Eldredge commented that I’m telling you that the award that they got is for management and operation, what we asked for management capabilities, which 4 of us evaluated and 3 of us agreed
they should get the award. There is no dollar amount involved, Birmingham knows this. B. Hodge asked if it was an open-ended contract? First Selectman Eldredge commented no, it is a management contract. Selectman Patton asked why did we ask them to perform consultation with respect to the planning for the water system design, prepare the design of the water system, participate in the selection process, inspect the work and administer the construction contract and operate and manage? That’s what we asked each of them to do and now you are telling me they are not doing that they are only doing #5. We evaluated them on all of the criteria but we were just looking for a management company? First Selectman Eldredge commented that we evaluated them on management criteria. Selectman Patton commented that we evaluated them on engineering, the number of meetings during construction, their capabilities and management. First
Selectman Eldredge commented and that’s what’s awarded. B. Hodge commented this is what’s confusing for us; we don’t seem to get the picture. First Selectman Eldredge commented if you look at the time line, the next step is the engineering RFP; we couldn’t do this because we asked for a rough order of magnitude pricing.
Selectman Patton commented that Birmingham’s first line says we are happy to submit this proposal for the design and oversight construction and management of the water system. My issue is that the rules change from meeting to meeting. There is no continuity or consistency, last meeting we were not doing #2, tonight we are not doing #1,2,3 & 4. First Selectman Eldredge commented we do not have the water test results to award the design. Selectman Patton commented that at the last meeting I asked who would be doing the selection process for the contractor and you said Birmingham. First Selectman Eldredge commented along with the water commission. Selectman Patton commented that there is a fee with participating in the selection process. First Selectman Eldredge commented
when we get to the construction we will take a fee probably if we have them oversee. Jim Harvey asked how do you bid without money? First Selectman Eldredge commented that it was a management qualification proposal. J. Harvey asked if they are going to do it for free? First Selectman Eldredge commented of course not, we asked for a rough order of magnitude pricing, there was no hard cost involved. Mr. Harvey commented that he is not sure how a company would bid on something, a dollar figure, and not be expected to be held to that to provide a service for that figure. First Selectman Eldredge commented because at this time they cannot do a hard figure without the data. B. Hodge commented that this is very confusing. First Selectman Eldredge commented all that was awarded was for the management. Selectman Patton commented that the first sentence in our request for qualifications & proposals is the Town of Willington is
requesting a statement of qualifications and proposals for a qualified water system management company to assist in the design and construction of a water supply and distribution system and to operate, maintain and
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manage the water system after it is constructed; it didn’t mean that? B. Hodge asked couldn’t you hire a consultant that could come in and say this is what we think you need and these are the companies that we think can do it. Lets pay somebody to do it and that way there is no confusion and everybody is on the same page. We are all over the place here. First Selectman Eldredge commented that you have a management corporation that will manage it once it is built. When we have the data Karl will develop the RFQ for the bid. B. Hodge asked what if it exceeds what we have? First Selectman Eldredge commented that we have $250,000; if it comes over we will go to the Board of Finance we have to do this project to support the 32 units. Laurie Semprebon commented
that they gave you a ballpark figure until they get the test results. Selectman Patton commented that the difference in price from Birmingham was clear; to treat the water was $15,000. B. Hodge commented that hopefully it will be clear at the Board of Finance meeting and hopefully it will not exceed the $250,000. Discussion followed on the interviews and the 13 questions each firm was asked during the interviews some of the questions were regarding pricing, the number of constructions meetings, design capabilities and management was one of the questions. Wilbur Gangaway asked Selectman Patton if you were part of the interviews why are you so critical now? Selectman Patton commented that the 13 questions were used as a starting point, and now I understand price had no consideration in awarding, the number of meetings for construction have no bases in reality because they are not going to oversee the construction so the things I thought we were doing,
what we were evaluating for, I am now being told they are not being done. Hence I get confused when I am evaluating 3 companies that come in with proposed engineering and management and now I am being told the engineering part doesn’t matter. Why would companies propose engineering if we are not asking for engineering. Selectman Patton read the first sentence of the proposal again stating what was asked for and that is what they bid on. I thought this is what we were doing and now I am told no we are not doing that. If we wanted to select a management company why would we care about the price of an engineer company, why would we care how many construction meetings we would have? It doesn’t make sense. What I am being told is not what was done and now it makes me question everything that is going on. I wonder if this project is really going to get done on time and with a somewhat reasonable budget. The $250,000 is not
based on criteria or needs. The Board of Finance is asking for communication. The Board of Finance and the Town is in an awkward position, I am trying to understand what we are doing. I do not believe we complied with the grant criteria and we may not get paid back, that concerns me. Rob Hisey asked Selectman Patton what would you suggest the Town does now? Selectman Patton commented that he would retain a grant administrator, re-bid this and ask for what we are looking for. We are getting $250,000 in grants and we are not sure if we are going to be able to meet the requirements of the grants. The Board of Finance is taking this serious and sent a letter to the Board of Selectmen. We need to know what we will be spending, decisions must be made depending on that. First Selectman Eldredge commented that we need to know the design cost and then go for the cost of construction. That will tell you if you do have enough money. Selectman Patton commented that Birmingham said
there would be a difference of $15,000 if there was no treatment. B. Hodge commented that they should have been able to give us a ballpark figure. First Selectman Eldredge commented that is what we asked for, a ROM. B. Hodge asked have they given it to us? First Selectman Eldredge commented that Birmingham didn’t go in high and low on the construction because if you do have to have treatment, you would also have to have discharge treatment. B. Hodge commented that he suggests that we get a general ballpark figure and I totally agree that we should get a grant administrator. First Selectman Eldredge commented that we have 3 grants now. He talked to Terry Hoffman and Donna Latincsics and they are comfortable with doing the grants. Terry commented that she agrees about the Library grant and they have done the STEAP grant before but she does not know about the EDI grant. First Selectman Eldredge commented that if we need an
administrator when we get to the EDI grant, we will get one. Bob Campbell commented that the topic of discussion has a lot to do with the Housing Authority. Could I get a letter from the Board of Selectmen to the Housing Authority with regards to this RFQ on the points and what is addressed and when it is going to move forward and a copy of the 13 questions? First Selectman Eldredge commented that we will give you a copy.
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Mr. Campbell commented that he and the gentlemen he was with on Sept. 13th. had the opportunity to notice the flag flying in front of the Town Office Building. It was not in very good shape. Mr. Campbell presented a new flag to the Board and commented that on behalf of the Primary Republicans, and myself we would like to donate a new flag to the Town Office Building and he would suggest that the Board of Selectmen take a good look at all the town buildings and the condition of the flags. First Selectman Eldredge thanked Mr. Campbell.
Jim Poole asked if there was any news on the Talmadge grant. First Selectman Eldredge replied not yet. Mr. Poole commented about the meeting where T. Millix talked about a self contained unit and the Fire Dept. would be responsible for the Emergency Operation Plan. The EOP says that the First Selectman is responsible for the execution of the plan. This plan has not been updated since 1997 and we must communicate annually with Area 3. Mr. Poole would like to talk to each department head to make certain that the items listed are items they agreed to provide. Looking at this EOP, we need to update it. Selectman Patton commented that he thinks we should have Dick Palmer work together with Jim Poole, with Dick as the lead. Selectman Blessington commented that we appreciate very
much you taking this on, it is going to be a big project.
CORRESPONDENCE
A list of correspondence was available at the meeting and in the Selectman’s office.
PUBLIC WORKS
First Selectman Eldredge commented that Public Works has done curbing; they are getting things in place and grading roads. Lynn will meet with Karl Acimovic on Tues. Selectman Patton asked what is the status on the Ketches Road Bridge grant? First Selectman Eldredge commented that he will ask Karl Acimovic where he is with it. We are responding to Mr. Hasapes’ letter, it is not complete yet.
PERSONNEL POLICY
The Board had the Personnel Policy. First Selectman Eldredge commented that the changes are bolded. Changes include the following:
Pg. 5, Nonexempt Employees - word changed from employers to employees.
Pg. 12, compensation for accumulated sick days upon leaving Town’s employment – changes based on years of continuous service and percent of accumulated sick days paid out:
5-10 years 25%
10-15 years 35%
15 years or more 50%
Selectman Patton asked what is the rationale behind the change? First Selectman Eldredge commented that it is more in line with the union without going overboard. Selectman Patton commented that sick time is for when you are sick, not to be used as a pension, I always had an issue with that.
Pg. 20, Dual Employment – moved to Section 10.
Pg. 23, Purpose- add line Elected Officials and employees are expected to conduct themselves in a professional and ethical manner at all times.
Pg. 24, Dual Employment- moved from section 7 and added and elected officials to the line It is the policy of the town to prohibit its employees and elected officials from engaging in any activity or practice in conflict with the interests of the town. Selectman Patton asked how would we enforce that? If I get on the Board of Selectmen, do we not do any business with my family’s firm? Discussion on this followed, whether to eliminate it completely from the Policy or change it. It was agreed by the Board to put Dual Employment back under Section 7 the way it originally was without any changes to it.
Pg. 35, Insurance – Non-Elected Exempt Employees (35-40 hrs.) insurance contributions will be:
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July 1, 2005 8.5% of monthly premium cost
July 1, 2006 9.0% of monthly premium cost
July 1, 2007 9.5% of monthly premium cost
July 1, 2008 10.5% of monthly premium cost
Pg. 35, Insurance – Employees scheduled to work less than 35 hours per week, but greater than 20 hours per week to 35 hours per week, but no less than 25 hours per week.
Pg. 36, Sick/Personal Leave for salary personnel, changed from 12 to 15 days to be in line with union employees.
Pg. 36, Elected Employees – added As of November 15, 2007, the First Selectman will be eligible for health benefits in the same proportion as other salaried employees. First Selectman Eldredge commented that this is two years out and will give us a chance to budget for it. Selectman Patton commented that since we created the new position of Business Manager, is it wise to do that since the duties of the First Selectman will be less?
First Selectman Eldredge commented that the Business Manager position was created on what she is doing now. Further discussion on this followed, with suggestions of increasing the First Selectman’s salary so it would be enough to buy insurance if necessary; or going to referendum so the townspeople could decide and it would not be the Board of Selectmen deciding the issue. The Board agreed to take this out of the Personnel Policy.
Pg. 36, Life Insurance – add: The Town shall provide Term Life Insurance of $40,000 with $80,000 for Accidental Death and Dismemberment, for on the job occurrences only, as described in the insurance carriers policy distributed to the employees. This was added at the last meeting.
FIRST SELECTMAN ELDREDGE MOVED TO ADOPT THE PERSONNEL RULES AND POLICIES AS DISCUSSED, WITH THE EFFECTIVE DATE OF JULY 1, 2005.
Selectman Patton seconded the motion.
VOTE: 3 YES (ELDREDGE, BLESSINGTON & PATTON) 0 NO
Jack Lewis commented that a number of years ago the Board of Finance appointed a Salary Study Committee. I it may be time to do that again.
WATER POLLUTION CONTROL AUTHORITY
First Selectman Eldredge commented that we have a letter from the Town Attorney telling us that he doesn’t feel we need to form a WPCA. He gives various reasons including the Town would be responsible for systems that already exist. Selectman Patton commented that he understands his legal analysts but it is different from the Dept. of Environmental Protection’s. Selectman Patton commented that Hank Torcellini, who is doing the Senior Housing, said he needs approval from DEP and needs to plan ahead. Dave Berto commented that when the Town put together this plan for the Senior Center, the apartments and cottages, it put them in a spot and said the septic system would go in a certain spot. At that point, weather you knew it or not, you agreed to a WPCA. The question is when do
you need a WPCA? With the current Senior Housing HUD is working with Hank Torcellini to design the 32 units but doing the design to be expanded for the cottages. You will have to have a community septic system and have a WPCA. First Selectman Eldredge commented that the attorney’s opinion is different. Mr. Berto commented that I am giving you what I think is practical to work with the DEP. Selectman Patton commented that he read the attorney’s opinion, I am not looking to fight the DEP and take years doing it. If an existing system fails and the owner does nothing then we are responsible. I am of the opinion that we should go forward to have a WPCA. Mr. Berto commented that the question is when do you need this resolved? We are looking for funding so the time is now. Bob Campbell asked who pays to fix a failed system? First Selectman Eldredge commented that the Town would and then file a lien.
Selectman Patton commented that the Housing Authority needs an answer. At the next meeting we could come up with a good motion to form a WPCA with the Board of Selectmen as the committee. First Selectman Eldredge commented that we may need an ordinance to do this. Selectman Blessington commented that it takes a long
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time to fight the State; we should probably go on with this. If DEP would not sign off without a WPCA we are compelled to do it. Ralph Tulis asked how many existing systems are there and was told 12 or 14. Mr. Amedy commented that Tolland has one and we must submit test to DEP and the Town gets a copy. DEP monitors and reviews. Bob Campbell asked if the Board would act on this before the next Housing Authority meeting and was told it would be on the next Board of Selectmen’s agenda.
TAX REFUNDS
FIRST SELECTMAN ELDREDGE MOVED TO APPROVE A TAX REFUND OF $8.42 TO MICHAEL OR ELIZABETH BRETON.
Selectman Patton seconded the motion.
VOTE: 3 YES (ELDREDGE, BLESSINGTON & PATTON) 0 NO
FIRST SELECTMAN ELDREDGE MOVED TO APPROVE A TAX REFUND OF $7.91 TO DAVID CHARETTE.
Selectman Blessington seconded the motion.
VOTE: 3 YES (ELDREDGE, BLESSINGTON & PATTON) 0 NO
FIRST SELECTMAN ELDREDGE MOVED TO APPROVE A TAX REFUND OF $24.74 TO JOYCE HELENSKI.
Selectman Patton seconded the motion.
VOTE: 3 YES (ELDREDGE, BLESSINGTON & PATTON) 0 NO
FIRST SELECTMAN ELDREDGE MOVED TO APPROVE A TAX REFUND OF $7.91 TO LISA MAZZOLA.
Selectman Blessington seconded the motion.
VOTE: 3 YES (ELDREDGE, BLESSINGTON & PATTON) 0 NO
FIRST SELECTMAN ELDREDGE MOVED TO APPROVE A TAX REFUND OF $34.44 TO YING SONG.
Selectman Patton seconded the motion.
VOTE: 3 YES (ELDREDGE, BLESSINGTON & PATTON) 0 NO
FIRST SELECTMAN ELDREDGE MOVED TO APPROVE A TAX REFUND OF $7.65 TO CHARLES WIGGINS.
Selectman Blessington seconded the motion.
VOTE: 3 YES (ELDREDGE, BLESSINGTON & PATTON) 0 NO
GOOD & WELFARE
Selectman Patton asked are we going to call a Town Meeting for the Plan of Conservation and Development? First Selectman Eldredge commented that the Board must give their input for the PZC Oct. 4th. meeting and then we go to Town Meeting. First Selectman Eldredge commented that regarding the speeding on Cisar Road, he would like to put in a 3 way stop at the apartments to see if it would help. He talked to the State Police and they said to try it. Selectman Patton commented that we could install some speed bumps. Selectman Blessington commented that he would hate to get into speed bumps. First Selectman Eldredge commented that he would like to try the stop signs. Selectman Patton commented that it is bad policy to put a stop sign at the end of a private road. Jack
Lewis commented that the private houses near there may not like the noise from the start up at stop signs. First Selectman Eldredge commented that he is trying to come up with something to slow
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the speeders down. We can try it for a while; we could reduce the speed limit. Selectman Blessington commented that we should go with the stop signs for a while.
SELECTMAN PATTON MOVED TO ADJOURN THE MEETING AT 9:05 P.M.
Selectman Blessington 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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