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Board of Selectmen Minutes 12/06/2010

BOARD OF SELECTMEN                     
                                                         Meeting Minutes                        
                                                

Regular Meeting                                                                         December 6, 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:

Selectman Blessington motioned to approve the minutes of November 15, 2010 as submitted.
Selectman Millix seconded the motion.
Vote:  3 Yes (Mailhos, Millix & Blessington)    0 No.

Selectman Millix motioned to approve the minutes of November 29, 2010 as written.
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 –We have the executed documents and are getting the change order finalized to proceed with the hook up to Center School.  The work should start within a week and they expect to hook up the water during winter break.   We may have some Grant money left over if the prices hold.

*Facility Feasibility Study- Chairman Makuch has sent a letter to Kaestle Boos requesting a progress report on the study.

*River Road Athletic Complex – A change order was submitted due to pooling water in the playscape area after excavation and drainage had to be installed. The pavilion is coming in tomorrow and Putnam Welding will begin to erect it some time this week.  The playscape construction should begin on December 15th. It will be a community build.
*EECBG Grant- We plan to go out to bid soon.

*Polster Bridge – We are waiting to hear back from DOT regarding the process to proceed.  

*Equipment Purchases – the truck went out to reverse auction, and will be discussed under old business.

* Welcome To Willington Signs – Geoff Prusak has made a prototype sign for the Sign committee to look at.  

*Green lights on Charter Boxes – We have requested to review the demo in Ashford before proceeding in Willington.  The Conservation Commission will be reviewing at a meeting tomorrow.  

First Selectman Mailhos stated that she is working on a lease agreement with the attorney between the Town and M&J Bus lines, for the bus lot.  We currently do not have a formal commitment with them.  The agreement will allow them to make improvements to the lot as well as the trailer that is there.

Also, the survey regarding Town Services is live.  It has gone out in the Willington Word, and is also on the home page of the Town of Willington website. The survey takes about 5 minutes to complete. First Selectman Mailhos encourages all residents to take the survey.

Lastly, we had a meeting earlier today to review the flooding situation in the lower level of the Town Office Building.  The meeting involved people past and present who have dealt with the problem over the years.  We went on the roof, walked the perimeter and were in the basement. It was determined that the short term fix is to upgrade and repair the gutter system.  The long term solution is that we need a new roof over the Common Room.  Also, looking at the other roofs, one side is in disarray, and needs repair very soon.  First Selectman Mailhos will submit a CIP request.

Public Works:

Lynn said the crew is brush cutting and have been working with Parks and Recreation Department to get the River Road project done. Lynn also said they are ready for snow.

Old business

  • Willington Hill Fire truck purchase
At this point a bid has been submitted for a new truck priced at $475,000.  This price has already been approved through CIP.  A Public Hearing will be held.  Chief Snyder said they are just looking for a commitment by the Board of Selectmen to sign the contract.  First Selectman Mailhos had some concerns regarding the lack of detail in the contract. She has contacted a representative from Pierce, who told her they will edit the contract and get back to her.  Also she noted that the truck will need to meet the applicable requirements of the NFPA 1901.  Per First Selectman Mailhos’ request, Willington Hill Fire Department is also sending a letter to submit with the contract that states that the proposed truck meets the latest specifications and it is NFPA compliant. Chef Snyder agreed that such a letter will be submitted to the Selectmen.  First Selectman Mailhos asked the status of the contract between the Fire Departments and the Town.  President Tougas said that the Department held a special meeting on Friday night to review and they are ready to sign it. First Selectman Mailhos said once we receive the revised detailed contract and the letter stating the Willington Hill Fire Department recommends it we will be able to hold a Public Hearing.  First Selectman Mailhos would like to bundle the Fire Truck, Pick Up truck and Dump Truck together on the same lease.  At that point it may work to our advantage as we may get a better rate if we lease them all together.   

  • Public Works vehicle purchases (dump truck & pick up truck)
The dump truck went off the State Spec.  It came up with new engine costing $137,140; but after resale at $13,000 would come in at $123,000.  That includes everything, with no additional charges.  Robin Knight suggested that we could perhaps get even more than $13,000. He also suggested that we keep the truck as a spare rather than trade it in. First Selectman Mailhos pointed out that we do not have the garage space to store it.  

Lynn also tried a “reverse auction” for a new pick-up truck last week.  46 Suppliers were contacted.  5 companies were involved in the bid process.  The bids started at $41,500 and ended up at $31,657.  The winning bid was from Stamford, CT.  We were then notified that there would be a 1% of sale charge (added to the sale price) to ORTIS, who held the bid process (bringing the price to $32,203).  Lynn then learned that the dealer in Stamford did not have the truck in stock and would have to order it, looking at receiving it in February.  The second lowest bidder was from Putnam, who bid a truck for $31,885.00, but when the dealer brought the truck to Lynn to look at, it was not the truck that was bid on, and priced more (32,666.04). Lynn would like to refuse the bids received and go see what they have on the lot.  At this point, Lynn has gone above and beyond; she looked at the state bid list, got prices from everyone locally and has gone through the reverse auction.  We should move forward quickly.

Selectman Millix moved to authorize Lynn Nicholls, Director of Public Works to execute a purchase agreement based on the best price for the specifications listed.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Millix & Blessington) 0 No.

Robin Knight said to be careful, and you get what you pay for.

First Selectman Mailhos moved to hold a Public Hearing on Monday, December 13, 2010 at 7:00 P.M. at 40 Old Farms Road for the purpose of reviewing the Willington Hill Fire Department Fire Truck, the Town of Willington Dump Truck and Town of Willington Public Works pick up truck CIP Purchases and lease agreements and financing options.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Millix & Blessington) 0 No.

This will be an informational meeting. Each truck will be presented, and the departments will answer questions.  Donna will then outline the lease options.

New Business:

  • Approve 2011 Holiday Schedule
The Town Office Building will be closed in observance of the following holidays for the year 2011
Holiday                                                         Day Closed
New Year’s Day  Friday, December 31, 2010*approved at BOS December, 2009.
Martin Luther King Jr. Day                                              Monday, January 17, 2011
President’s Day                                                 Monday, February 21, 2011
Good Friday                                                                     Friday, April 22, 2011
Memorial Day                                                            Monday, May 30, 2011
Independence Day                                                        Monday, July 4, 2011
Labor Day                                                               Monday, September 5, 2011       
Columbus Day                                                            Monday, October 10, 2011
Selectmen’s Day                                                 Tuesday, October 11, 2011
Veteran’s Day                                                                                           Friday, November 11, 2011
Thanksgiving Day                                                        Thursday, November 24, 2011
Day after Thanksgiving                                          Friday, November 25, 2011
Christmas Day                                                   Monday, December 26, 2011
New Year’s Day -2012                                            Monday, January 2, 2012

Selectman Blessington asked how Selectmen’s day got to be in October.  First Selectman Mailhos said a lot of thought was put into it.  We had issues with it being in July, as the Tax Collector’s are busy, and people want to come in to pay taxes and don’t expect us to be closed. We also cannot have it before July, as we have already held Selectmen’s day for this fiscal year.  After reviewing the school calendar, October 11th would coincide with the school system’s day off.  Selectmen’s day is a floating holiday that is required by the Union Contract.

Selectman Blessington moved to approve the 2011 Holiday Schedule as established by the First Selectman.
Selectman Millix seconded the motion.
Vote:  3 Yes (Mailhos, Millix & Blessington)  0 No.

  • Approve 2011 BOS meeting schedule as presented:
BOARD OF SELECTMEN MEETING SCHEDULE - 2011
1ST & 3RD MONDAY (EXCEPT HOLIDAYS)  6:30 P.M.
TOWN OFFICE BUILDING
                                                                   
Jan. 03, 2011                                                                   Jul. 05, 2011 (Tues.)                                                           
Jan. 18, 2011 (Tues.)                                                   Jul. 18, 2011                                                                                         
Feb. 07, 2011                                                           Aug. 01, 2011
Feb. 22, 2011 (Tues.)                                           Aug. 15, 2011

Mar. 07, 2011                                                           Sept. 06, 2011 (Tues.)
Mar. 21, 2011                                                           Sept. 19, 2011

Apr. 04, 2011                                                           Oct. 03, 2011  
Apr. 18, 2011                                                           Oct. 17, 2011

May 02, 2011                                                                    Nov. 07, 2011
May 16, 2011                                                            Nov. 21, 2011

Jun. 06, 2011                                                           Dec. 05, 2011
Jun. 20, 2011                                                           Dec. 19, 2011

Jan.  3, 2012 (Tues.)
Jan 17, 2012 (Tues.)

Selectman Millix moved to approve the 2011 Board of Selectmen meeting schedule as presented.
Selectman  Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Millix & Blessington)  0 No.

  • Bid Openings – Field Maintenance
We received two bids.  First Selectman Mailhos opened the two bids that were received:

Bid 1: Country Landscape & Tree

Item I :  Mowing  (price per location) number of mowing/weed whacking per week will be determined by the weather:
Hall School: $100               Center School:  $50.00
River Road: $175.00             Village Hill Park $50.00
Burma Park: $50.00              Library:  $75.00
Town Green: $50.00              Senior Center: $95.00
Town Office Building and Fields: $100.00                Total:  $645.00

Item 2:  Monthly grading and grass removal for the following fields:
Hall School Softball Field: $200.00             Town Office Building Fields: $200.00
Center School Baseball Field: $200.00           River Road Baseball Field: $250.00

Item 3:  Labor for Fertilization and over seeding of fields (*April and June fertilize/September over seeding):
Hall School Softball Field: $250.00             Town Office Build Fields (3): $200.00
Center School Baseball Field:  $200.00          River Road Baseball Field: $250.00

Item 4:  Labor for grub control in August for the following fields:
Hall School: $175.00                            Town Office Building and Fields: $175.00

Bid 2: Gregory Peck Landscaping:
Item I :  Mowing  (price per location) number of mowing/weed whacking per week will be determined by the weather:
Hall School: $105.00 (x24)              Center School:  $55.00 (x24)
River Road: $150.00 (x24)               Village Hill Park $55.00 (x24)
Burma Park: $55.00 (x24)                Library:  $80.00 (x12)
Town Green: $55.00 (x24)                Senior Center: $105.00 (x12)
Town Office Building and Fields: $105.00 (x24)  Total:  $16,000.00

Item 2:  Monthly grading and grass removal for the following fields:
Hall School Softball Field: $100.00/month         Town Office Building Fields: $200.00/month
Center School Baseball Field: $100.00/month   River Road Baseball Field: $100.00/month
$500.00 first clean up.

Item 3:  Labor for Fertilization and over seeding of fields (*April and June fertilize/September over seeding):
Hall School Softball Field: $150.00             Town Office Build Fields(3): $150.00
Center School Baseball Field:  $150.00          River Road Baseball Field: $150.00

Item 4:  Labor for grub control in August for the following fields:
Hall School: $100.00                            Town Office Building and Fields: $150.00

Selectman Blessington said the bids do not look to be on an as needed basis.  First Selectman Mailhos said the Recreation Commission should recommend the award item number one with a condition on 2,3 and 4 as needed based on conditions.   Selectman Millix also commented on the line that says “The Town will provide all products”.  Lynn clarified that the products are considered fertilizer and seed.   First Selectman Mailhos will forward the bids to the Parks Recreation Commission.

  • First Selectman letter to residents regarding 2011-2012 budget
First Selectman Mailhos drafted a letter to send to the papers and has sent it to Selectmen Millix and Blessington as well as Chairmen Shoppmann and Makuch for input.  She decided to put it on the agenda to discuss after receiving comments from Chairman Makuch.  Chairman Schoppman agreed with Chairman Makuch that we are asking residents of their opinions and shouldn’t be giving them the answers. First Selectman Mailhos gave some details stated in the letter which outlines challenges we are facing this year, “the fact that revenues are down, state funding is at risk and Willington’s share for E.O. Smith is increasing due to enrollment.~There is no doubt that our already tight budgets will get even tighter and that we need to reduce spending on programs and services.”  It also asks residents to take the survey to provide input for conversations.  Chairman Makuch’s concerns are that if we know we are reducing spending it is disingenuous to ask people if we should. First Selectman Mailhos said she feels that there is no doubt that we do need to cut spending; the question is on what. Building fees are down and the grand list shows no growth.  ECS grants are down. First Selectman Mailhos said she heard that funding will be flat funded or reduced by 10%.  Chairman Schoppmann suggested finding cuts now and then put them back as things get better.  Selectman Blessington said we never question when we have plenty of money or when to spend it. He is pretty sure we will see State cuts. He thinks First Selectman Mailhos letter is on track.  David Woodworth said that many taxpayers are uninformed.  Not many people attend the meetings to keep up with what is going on. You may only get a low number back with the surveys.  First Selectman Mailhos said it is our responsibility to try to inform people what is going on.

  • Schedule special meeting to discuss Transfer Station operations
First Selectman Mailhos said at our last budget meeting we talked about possibly reducing hours at the Transfer Station and possibly start charging for the stickers, doing different enforcement and charging for demolition permits.  If we were to make changes at the Transfer Station, it would be a good idea to invite the Transfer Station Operators to the meeting.  We need to schedule a meeting for this.  

We will hold a meeting on Monday, December 20th at 1:00 P.M at the Town Office Building in the lower level conference room and invite the Transfer Station Operators to attend.

Good  & Welfare:

First Selectman Mailhos mentioned that Alyssa Kelleher just returned from her Tour of Duty in Iraq and thanked her for her service.   She will be sending her a letter to welcome her home.   Selectman Blessington said that this is her second tour and she is a special person.

The Willington Nursery Co-Op had its annual Bazaar at the Old Town Hall.  Tolland Fire Department brought Santa on his sleigh.   

Selectman  Blessington motioned to adjourn the meeting at 7:52 P.M.
Selectman Millix seconded the motion.
Vote:  3 Yes (Mailhos, Millix & Blessington)    0 No.

Respectfully submitted,

Robin Campbell
Robin H. Campbell
Administrative Assistant