BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting October 18, 2010
Town Office Building – Lower Level Conference Room 6:30 P.M.
First Selectman Mailhos called the meeting to order at 6:30 P.M. with the following in attendance: Selectmen Millix & Blessington, Lynn Nicholls and residents. First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
First Selectman Mailhos motioned to approve the minutes of September 24, 2010 with the following correction: meeting called to order at 12:33 P.M., should read: to order at 12:03 P.M.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
Selectman Blessington motioned to approve the minutes of September 20, 2010 with the following correction: under Status Report *Knowlton Property: we paid for with DEP grant money should read: We will soon be closing on the property.
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
First Selectman Mailhos motioned to approve the joint meeting minutes of June 15, 2010 as written based on the recommendations of the Economic Development and Planning and Zoning Commissions.
Selectman Blessington seconded the motion.
Vote: 3 yes (Mailhos, Millix & Blessington) 0 No.
Present to Speak:
No one.
Correspondence:
A list of correspondence was available at the meeting and in the Selectman’s office.
First Selectman Status Report
First Selectman Mailhos went over the updated report:
*Center School Water Project – Paving has been completed with the exception of raising a valve box. We have preliminary OPM approval to pay for the connection to Center School with STEAP money, but need to do the final execution of the documents. The Water committee has asked that the Board of Selectmen pass a resolution at this meeting to move this along.
*River Road Complex – the Board of Selectmen has awarded construction and material bids. Site work is expecting to begin this week, dependent upon approval and sign off from the Sanitarian and Building Department.
*EECBG Grant – the Energy Advisory Committee is still deciding the best course of action to take prior to going out to bid.
*Old Town Hall Renovations – We have been approved to receive $100,000 for renovation work at the Old Town Hall. We will determine the next steps once the final paperwork comes in.
*Polster Bridge – We have applied for a grant to do the needed repairs. We are still waiting to hear whether it has been awarded.
* Site improvements at the Old Town Pit – Bins have been created and Public Works is moving materials to areas indicated in the approved plan.
* Personnel Policy Review – we held a Department Head meeting a few weeks ago, and have collected more suggestions in revising the personnel policy. We will discuss again at the next Department Head meeting, which is scheduled for next Monday, 10/25.
* Fire Department/Ambulance Service Contracts – First Selectman Mailhos is working on draft #3, and has forwarded to the Town Attorney for review. She is hoping both departments will be ready to sign.
*Pump Station Damage – CL&P states that they did not find any abnormalities at the substation on the date, and therefore must deny our claim.
Public Works:
- Public Works Work Plan – quarterly review
The Work Plan was reviewed in detail from July through October. The primary list of responsibilities was reviewed: Finish sweeping, chip seal and prep of roads on the chip seal route, including: edging, shimming, asphalt overlay, tree removal also, roadside mowing and grading (ongoing). Sweeping after chip sealing was also done. Lynn said they are hitting the bus turn arounds when they can, sightlines and safety improvements have been done twice so far this year and weed whacking of guardrails. Administrative and the miscellaneous responsibilities have not slowed down, and they have been doing miscellaneous work for various departments as well. Work has also been done at the Senior Center, (along with replacing the two dead trees). The crews have moved all of the sweepings back to the storage area, as well
as the pipes and other material. All of the above has been completed.
Working on getting the material storage area approved involved a large effort, as well. Currently, they are working on catch basin cleaning. They have installed a bench that was donated at the Senior Center and wire shelving at the library. They are always working on tree removal.
Lynn noted that we are going to hold off on line striping until spring of next year, because we usually do it in the fall, only to have it plowed off by spring.
CL&P has contacted Lynn that they will be working on tree removal on Moose Meadow and Jared Sparks Roads in the next week or two.
Lynn said that Willington will be one of the hosting towns in Connecticut to house a Traffic Control Trailer, which was funded by Homeland Security. The Trailer is 8’ x 16’ x 7’ with doors and locks. It holds lights, barriers, and chainsaws etc. – anything for emergency control. Three towns have received hosting rights; the other two are Brooklyn and Groton. We should see it by next spring. She has spoken with Selectman Millix, in his capacity as Fire Chief and it will be housed at WFD #1 for easy access.
Lastly, we are borrowing the speed limit trailer from Ashford in the next few weeks. It will be placed on a few different Roads around Town. Lynn said we are getting a lot of complaints about speeding. Cisar and Latham will definitely be on the list.
First Selectman Mailhos said that work plan is for budget purposes, so we can track our progress and see how resources are being allocated.
Old business
Willington is part of a group of 22 Towns who are involved in the MIRMA Phase 1 Committee, where all of the Towns involved received an assessment from prior years with MIRMA. We have received a recommendation from the Executive Committee:
First Selectman Mailhos read the motion: On the recommendation of the “Phase 1 Executive Committee that the Town of Willington pay ¼ of the balance of the MIRMA workman’s Comp assessment with full reservation of rights, the Board of Selectmen makes the following recommendations:
- Board of Selectmen approves payment of $10,585.42 from line item #851 (insurance/workman’s comp) for the Town of Willington’s share of the ¼ MIRMA assessment;
- Board of Education approves payment of $10,830.01 from line item #1505 (Workman’s comp) for the Willington Board of Education’s share of the ¼ MIRMA assessment;
- Board of Finance approves a transfer of $696.40 from line item #851 (Insurance/Property Insurance) to line item to #221 (Grant for Willington Fire Department #1 Ambulance);
- Willington Fire Department #1 approves payment of $3,780.40 after such time that the Board of Finance approves the above mentioned transfer.
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
First Selectman Mailhos clarified the complexity of the above motion: The Board of Selectmen can only approve payment for the Town; however the Board of Education and Fire Department will need to approve their share. The Fire Department will not be able to pay their share without a fund transfer authorization from the Board of Finance. Once all the checks are cut, they should go to the Business Manager, who will send them along with a Reservation of Rights letter.
New Business:
- Engineering update on Status of Municipal Projects
Karl Acimovic, the Town Engineer gave an update of the current municipal projects we have ongoing:
He has begun the Storm Water Prevention Plan for Public Works and the Transfer Station, as mandated by the State. The purpose is to prevent pollution from runoff of sand, salt, oil and chemicals into nearby streams. The Public Works building now has floor drains, which go to a holding tank. The holding tank will need to be pumped out regularly, (once we get a vendor in place) and taken off site. The size of the tank is to be determined, as Karl needs to review the asbuilt to determine the size. He believes it could be approximately 1,000 gallons. The outside of the Public Works building and the Transfer Station need a bit of work. The plan would call for 5 discharge points, with a storm water treatment chamber in line, so water is treated before it flows out on the ground surface.
The purpose of the chamber is that it captures sediment, and volatiles that drip off of the vehicles. We will need a drainage line to get the access point installed. The plan would also call for 2 discharge points at the Transfer station.
Karl also added that our current salt and sand storage area is no longer acceptable per the Department of Environmental Protection. The State now requires the material to be under cover. Karl’s long term recommendation is to construct a new storage shed on Ruby Road and move the material there. He is recommending the Town seek STEAP Grant funding to build a shed. The cost of a storage shed can cost up to $400,000.
Turnpike Road – Phase I – has been on the CIP plan for many years. Drainage and road surface issues need to be addressed ASAP. Karl recommends getting the drainage issues resolved first, and then resurface the road. The approach should be done in phases. The first phase is expected to cost approximately $110,000 which was approved for this fiscal year. Lynn said we will work from the Ashford line towards Ruby. Ashford has received STEAP funding to do full reconstruction on their end of Turnpike Road. Karl said we should start the project in the spring.
Turnpike Road Extension – The road was flooded out in 2005, and we lost part of the road. We had about a foot of overflow and debris in that area, which made it nearly impossible for emergency vehicles to pass over the road. Since then we received FEMA funding and the Town approved an additional appropriation , so there is about $39,000.00 available right now. Karl has proposed installing a three sided bridge. Construction for the bridge will require temporary construction, and leave half of the roadway open to accommodate residents and emergency vehicles. We will need to seek additional funding to finance the temporary bypass.
An area on Potter School Road (near I-84) has a metal 5 foot (in diameter) pipe, which was installed by the State during reconstruction in the late 1960’s. The pipe appears to be slowly deteriorating. Karl would like to address the area before a problem occurs. If the pipe were to ever collapse, it would cause a tremendous amount of flow from the Fenton River, which could cost up to a half of a million dollars to repair. He is recommending that we line the pipe from one end and put a smaller structure within that pipe. The liner would be made of a plastic polyetherine material. Cost would be approximately $40,000. We have permission from most of the land owners abutting that area. $11,000.00 was approved by CIP for this fiscal year.
Lastly, Polster Road Bridge – Scouring on the footings has become a pressing issue, and will need to be done immediately, or the Department of Transportation could lower the rating of the bridge. We have also applied for funding through a local bridge grant to replace the super structure of that bridge.
- Create Fire Truck Purchase Advisory Committee
The Board of Finance has requested that a committee be formed to ensure we are following the proper bidding procedure.
First Selectman Mailhos moved to create a Fire Truck Purchase Advisory Committee with the purpose of reviewing the bidding and procurement process for the 2010-2011 fiscal year purchase of a Fire Truck for the Willington Hill Fire Department.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
- Appointments – Fire Truck Purchase Advisory Committee
First Selectman Mailhos moved to appoint Donna Latinscics, Town of Willington Business Manager to the Fire Truck Purchase Advisory Committee. Effective immediately.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
First Selectman Mailhos moved to appoint Fran Raiola, Town of Willington Deputy Fire Marshall, to the Fire Truck Purchase Advisory Committee. Effective immediately.
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
First Selectman Mailhos moved to appoint Richard Palmer, Town of Willington Fire Marshall, to the Fire Truck Purchase Advisory Committee. Effective immediately.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
A member from the Board of Finance will be determined and recommended at their next meeting.
- Discussion of Town Facilities usage and closing OTH for winter
Last year we closed the Old Town Hall during the winter months and realized savings in electricity and heat. This year we will do the same, as we budgeted under this assumption. Last year, we were not able to relocate those who regularly use the building, so they were allowed to use it under the stipulation that the heat and electricity not be used. Lynn said that the heat was jacked up a few times last year. We will look into putting a lock on the thermostat for winter months. First Selectman Mailhos will also be reviewing the current facility usage contracts, and will be updating to bring to compliance with the library and the schools current policies.
The Old Town Hall will officially close the week of November 22. We will make an exception for the Willington Nursery Co-op holiday annual bazaar to be held on December 4.
- Discussion and adoption of Resolution – STEAP Grant – Center School Water Committee
First Selectman Mailhos presented a resolution, which represents a change in the description of services in the Town’s STEAP Grant contract for the connection of the water line to Center School. We have remaining funds to move forward with the connection so the school will not have to seek additional funding and so local funds will not need to be spent. This resolution will authorize First Selectman Mailhos to execute the paperwork from this point forward. It has already been approved by OPM.
Resolution STEAP – Center School Water Main Extension
RESOLVED that Christina Mailhos, First Selectman is authorized to make, execute and approve on
behalf of this corporation, any and all contracts or amendments thereof with the State of Connecticut Department of Public Health toExtend a water line from the Willington Senior Housing Complex/Senior Center to the Center School. The State bond Commission granted approval for use of project funds, item
#9, at the March 28, 2008 meeting. Funds shall be used solely for the installation of a new 2600-foot water main on Old Farms Road, intended to replace aging and insufficient will supplies at the Center School,
Town of Willington Office Building, and the Willington Fire Department. Physical connection of these three facilities to the new water main will be established utilizing funds available from this agreement
and/or any future funds, as they become available, with the Center School being the highest priority.
AND I DO FURTHER CERTIFY that the above resolution has not been in any way altered, amended or repealed, and is now in full force and effect.
Selectman Blessington moved to adopt the STEAP resolution.
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
- DECD Eligibility decision – Housing Rehab Applicant
We have a resident who as applied for DECD small Cities who has taxes in arrears and also has a reverse equity mortgage on their home. They are not currently on a payment plan. A general rule of thumb is that Towns do not accept applications with reverse equity mortgages.
Selectman Millix moved to deny application #5 based on the issues we have just stated.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
- Present Government Finance Officers Award
First Selectman Mailhos read the award; presented to the Finance office:
Certificate of Achievement for Excellence in Financial Reporting; presented to Town of Willington, Connecticut for its comprehensive Annual Financial Report for the Fiscal Year Ended June 30, 2009
Congratulations to our Finance Office. This is the 9th award the Department has received.
First Selectman Mailhos moved to refund $295.90 to Nissan Infinity, P.O. Box 650214; Dallas, TX 75265-0214, for a refund credit of a sold vehicle.
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) ) No.
First Selectman Mailhos moved to refund $13.12 to Alice Noheimer, P.O. Box 182; Willington, CT 06279 for a refund credit of a sold vehicle.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
Good & Welfare:
Selectman Blessington said he would like to see a preliminary discussion for the upcoming budget on our next agenda. First Selectman Mailhos said we should be getting a letter from the Board of Finance to frame our discussion.
Also, Selectman Blessington asked of the outcome of the WINCOG audit. First Selectman Mailhos said that the WINCOG board has been meeting and having workshops on regionalizing services to get ideas on how to save money. The board of directors had a meeting last week to discuss areas of interest. Mark Paquette, the Director of WINCOG will do further research and report back to the Board with his findings.
The Energy Advisory Committee hosted a municipal energy improvement forum on Thursday at the library. Two vendors presented their capabilities. The EAC will be discussing proposals at their next meeting.
The car show held on October 2nd was a success. First Selectman Mailhos thanked everyone who helped out. She also recognized Joe Philippi, Dave Charette and other residents who raised $589.25 and donated it to the USO.
Robin Campbell congratulated Shirley Ernst, who raised over $500.00 at her tag sale, held on October 2. The proceeds went to the Susan G. Komen race for the cure.
First Selectman Mailhos said she would like to hold a “State of the Town” meeting, before budget season officially begins. She would like to have the different Boards present what they are working on as well as budget issues we will be facing. She asked the other Selectmen if they would be interested. Selectman Blessington said it was a good idea.
Selectman Millix motioned to adjourn the meeting at 7:40 P.M.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
| 
