BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting May 4, 2009
Town Office Building – Lower Conference Room 6:30 P.M.
First Selectman Eldredge called the meeting to order at 6:30 P.M. with the following in attendance: Selectmen Palmer, Charette, Lynn Nicholls and residents. First Selectman Eldredge led the Pledge of Allegiance.
Approval of Minutes:
Selectman Charette motioned to approve the minutes of 4/20/09.
Selectman Palmer seconded the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
Present to Speak:
Fire Chief Mike Makuch stated that the Willington Municipal Facility Study Committee had a public opening on April 20 of the bids received. He told the Board that the committee has chosen to award the project to Kastle Boos. There were ten bids submitted total. The bid presented by Kaestle Boos Associates, Inc. was for $20,000 (total for all 3 buildings) and was unanimous among all members present. For informational purposes – Four bids were over budget, the highest bid was for $62,500 and the lowest was at $9,900; a median of $27,456. C.I.P. is set at $25,000, leaving Kastle Boos the best fit within that range. First Selectman Eldredge asked if there were any interviews, and Chief Makuch said no, but wanted to ask the Board of Selectman for guidance to make sure they are not leaving anything uncovered. The Board
stated that if the Committee is happy with the selection, and the proposal fit their needs, they should be set to go forward.
First Selectman Eldredge motioned that the Board of Selectman award the study recommendation contract for the 2 Fire Houses and Senior Center to Kaestle Boos Associates, Inc. for a cost of $20,000, as recommended to the Board by the Facilities Study Committee.
Selectman Palmer seconded the motion
First Selectman Eldredge opened the floor for discussion.
Jim Poole has been following the study committee, and presented Chief Makuch, Chief Millix and the Board of Selectmen with some questions regarding the awarded bid. Discussion followed.
There was question whether a new committee be made to continue with this project. First Selectman Eldredge thought that the committee should stay the same, and add new members if need be. The Board of Selectmen can help the committee decide on how to proceed at each step of the project. Selectman Palmer stated that the stake holders and the Board of Selectmen should provide oversight to make sure that the project stays on focus.
One of the questions that Jim Poole had was what will happen to the remaining $5,000 from the C.I.P. fund? The Board stated that the funds will stay as is until the project has finished. Annemarie Poole asked the timeframe of the project. Chief Makuch stated it could take as much as one year.
Chief Makuch asked the Board to notify Kastle Boos of the award and to notify the bidders that were not awarded. Letters will go out, but Chief Makuch will need to give information to Robin Campbell to complete. He will email Robin with the contact information.
With discussion closed, First Selectman Eldredge asked to vote on the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
Peter Latincsics said he has not seen any voting signs, with the exception of a small one on the green. Lynn said that Public Works puts the signs up first thing in the morning – at 6AM. They put the signs up so people going to work and coming home will see them, and be reminded to vote. 12 locations total. Jim Poole stated that 3 individuals will be standing with voting signs at the exits off the highway as well as on the Town Green.
Correspondence:
A list of correspondence was available at the meeting and in the Selectman’s office.
Public Works:
Lynn Nicholls stated that they are still sweeping, brush cutting, and filling pot holes. Last Monday and Tuesday, the crew was at the Town Office Building, cleaning up, mulching and sprucing up for Opening Day of Little League (which was Saturday, May 2nd). This cost the Town nothing, except for Public Works labor. The mulch was made from trees and brush that was chipped from last year. Little League paid for the cost of clay. The agreement with Tolland mutual aid helped with the fields. The Board stated that the grounds look very nice.
First Selectman Eldredge asked Lynn if we have gone out for the chipseal bid? Lynn has them in her office. Has she heard from the company from last year? Lynn said that she hasn’t seen anything yet. He stated that he has been looking for we should start going out for bid on oil and chipseal. First Selectman asked about the salt bid – he has asked vendors if they would bid directly to the Town, but doesn’t think that anyone will get back to him before the end of June. Lynn said that a form was sent to us by the State asking us if we wanted to be included in the State bid. If so, we need to notify them how much we need. It is due July 1st. First Selectman Eldredge said we may not have any responses by then, and may have to commit to the State; if we do not get any other bids back, we
could have a problem for next winter. Lynn said if we get on the State bid, we only need to commit to at least ½ of what we put in for. First Selectman Eldredge said to put a bid in so we have something in for next year.
Wilbur Ganguay asked if Public Works could alternate the street sweeping to the North end of Town for next year? Lynn said that she has a schedule and alternates each year, with the exception of the Fire House and Federated Church to accommodate the Easter services.
Mike Makuch stated that some guard poles on Y Road are missing. Lynn is aware and they are on her list to replace.
First Selectman Eldredge commented on the OSHA reports. The Town Office Building is getting some bids in for the work that needs to be done. The Gates at the Transfer Station can only be open for two separate occasions – 1. placing heavy or bulky objects into the dumpsters and 2. packing of the trash. All other trash needs to be thrown over the gates at all times.
The floor tile in the common room has been replaced. The closet still needs to be cleaned out in the common room closet. The MSDS sheets have been replaced at Public Works. We are still waiting for a few other bids to come in.
New Business:
A. Award Hay Bid - 2009:
First Selectman Eldredge stated that two bids went out, and we received one back from Keith and Jane MacDonald. The bid received was for $65.00. The contract is for haying the Fenton Ruby property. The property will be fertilized one time and brush is to be cut back two times during the course of the year. The field will be hayed for the MacDonald’s cattle.
First Selectman Eldredge motioned to award the haying contract to Keith and Jane MacDonald for $65.00 for calendar year 2009.
Selectman Charette seconded the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
B. Appointments:
First Selectman Eldredge motioned to Re-Appoint Greg Blessing – Inland Wetlands Commission – Effective May 16, 2009, expiring May 16, 2012.
Selectman Charette seconded the motion
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
First Selectman Eldredge motioned to Re-AppointDave Schreiber – Inland Wetlands Commission – Effective May 16, 2009, expiring May 16, 2012.
Selectman Palmer seconded the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
First Selectman Eldredge motioned to Re-Appoint Leon Kouyoumijan – Inland Wetlands Commission – Effecitve May 16, 2009, expiring May 16, 2012.
Selectman Charette seconded the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
First Selectman Eldredge motioned to Re-Appoint Paul Schur –Town of Willington Representative For Eastern Highlands Health District – Effective May 31, 2009, expiring May 31, 2012.
Selectman Charette seconded the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
C. Tax Refunds:
First Selectman Eldredge motioned to refund $477.48 to Mercedes-Benz Financial; 13650 Heritage Parkway, Fort Worth , TX - reason: Vehicle was sold.
Selectman Charette seconded the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
First Selectman Eldredge motioned to refund $1,497.26 to First American Real Estate Tax Service; P.O. Box 961230, Fort Worth, TX – reason: Excess payment.
Selectman Palmer seconded the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
Good & Welfare:
First Selectman Eldredge reminded everyone to come out and vote for the budget referendum tomorrow, (May 5).
Chief Makuch said that this year’s Town wide Easter egg hunt had it’s 44th year. Despite the rain, it was a great turnout. Due to the poor economy, we lost a lot of the traditional donors, but the good news is that the other donors gave more than in year’s past. We also have some new donors, from other Towns participate, making the event as successful as in year’s past. He wanted to thank all of the donors and volunteers for the great community support.
Selectman Charette followed up from last Board of Selectman’s meeting with Helen Sahi regarding the Connecticut Archers Association. He attended the last Rec Meeting, and Helen Sahi was there. Basically, it ended up being a communication error between the Commission and the Rec Director. They had a request early in the season to use the fields when the fields were soft for an Archery event for UCONN. It was decided at that time, because of the condition of the fields, not to use that particular field. At that time, they had secured a field in Glastonbury (prior to the meeting) for that event. The Recreation Commission made it clear that they will be happy to accommodate the Archery events, as long as they know ahead of time. At the Parks and Rec meeting, Selectman Charette stated that the Town is very
much interested in holding the Archery events here – it is a good thing to bring people into Town. The Archer’s Association knows that the option is open, and they certainly want to come back to Town in the future.
First Selectman Eldredge motioned to adjourn the meeting at 7:16 P.M.
Selectman Charette seconded the motion.
Vote: 3 Yes (Eldredge, Palmer & Charette) 0 No.
Respectfully submitted,
Robin H. Campbell
Administrative Assistant
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