BOARD OF SELECTMEN
Special Meeting Minutes
Town Office Building June 21, 2011
Selectmen’s Conference Room 6:30 P.M.
First Selectman Mailhos called the meeting to order at 6:30 P.M. with the following in attendance: Selectman Millix & Blessington, Lynn Nicholls and residents. First Selectman Mailhos led the pledge of allegiance.
Approval of Minutes
First Selectman Mailhos moved to approve the minutes of June 6, 2011 with the following changes:
Under First Selectman Status Report: *River Road Athletic Complex: last sentence should be deleted and read as: “A designated donation will go to fund 12 and be credited to the fund raising line item. An undesignated donation will go to the Park and Rec Capital Fund 06”
Also: under Good & Welfare: “decoration of the graves” should read: Josh Wojtyna played taps.
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
3. Present to Speak
No one.
4. Correspondence
A list of correspondence was available at the meeting and in the Selectmen’s office.
5. First Selectman Status Report
First Selectman Mailhos went over the updated report:
*Center School Water – is complete and we are in the process of determining the ongoing costs for the water to be billed back to BOE.
*TOB Water Connection – we need to determine the engineering and construction costs.
*EECBG Grant – the contract signing will be on Thursday.
*Senior Housing Phase III & Senior Housing Cottages – we will proceed with the architectural plans. The BOS will need to consider tax abatements and details of service sharing early in the process.
*Turnpike Road Extension – we need to seek additional funding and will call a Town Meeting tonight. Public Works will handle some of the aspects of the project and will go out to re-bid on the other parts.
*Burma Road Repair – we received land use approval. The BOF has not approved funding at this time. Lynn will determine the cost to make the road passable for the time being.
*Polster Bridge – Karl and Lynn have met with DOT and will work out exactly what needs to be done.
*Turnpike Road Phase I – this item will also be called on the Town Meeting to request for $145,000. We have also submitted a STEAP grant application for additional $500,000. Plans are being developed by the Town Engineer.
6. Public Works
Lynn said the crew is sweeping, and doing repairs from storm damage. They also had an eviction last week. They finished up Halls Pond for the opening this weekend and helped the Recreation Department move the camp gear over to Hall School. The playscape at Center School was removed today. The dugouts and batting cages are also almost done. She thanked Bill Bilyak and Ed Miller for their help. The fields are fertilized. They are working on sight lines, grading, and catch basins. She also thanked Country Landscape for trimming/cutting the trees damaged from the latest storm.
Today she met with DOT on Polster Road (which is State owned property). She has requested help to correct the embankment because the ledge is beginning to slide down.
Lastly, Gorman Group issued a letter stating that they will hold last years chip seal pricing at $2.48 for oil, roller and the chipper. Selectman Millix asked her to get a few bids as well.
7. Old Business
A. Insurance Renewal update
At the last meeting, we decided to ask our broker to get other bids. They emailed us and said CIRMA declined to compete with the current pricing of Trident/Argonaut.~ Travelers Insurance has also declined to quote. It is too late to request bids from other brokers at this point. The good news is that the quote is a minor increase from last year. Selectman Blessington said we are going to have to go with what we have as it is too late but he is nervous without having gotten other bids – we should have gone out to bid earlier. First Selectman Mailhos said we should plan on going out to bid in December or January as it is labor intensive on our end (to get the data that is involved in the quoting process).
First Selectman Mailhos moved to award the contract to Trident for Property and Liability and Workers Compensation for a total of $125,517 effective July 1, 2012. This includes an additional $2,000 to bring the umbrella up to $5million.
Selectman Millix seconded the motion. Selectman Blessington said he will vote yes, but reluctantly.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
8. New Business
A. Discussion – Safety Committee Appointment
Jayne Hollows has contacted us; she is interested in joining the Safety Committee. First Selectman Mailhos explained what the committee does and that it is a requirement for insurance purposes. The committee is responsible to evaluate the existing buildings and report back to the Board of Selectmen any outstanding deficiencies. Ms. Hollows said there may be a conflict of interest with her current job, as she is an OSHA inspector. Ms. Hollows suggested offering technical support and act as a liaison to the committee members and give guidance when needed. Lynn Nicholls, who is also a regular member, said she would be thrilled to have Ms. Hollows join the committee.
First Selectman Mailhos moved to appoint Jayne Hollows to the Safety and Facilities Committee.
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
B. Call Town Meeting (Appropriations for road improvement projects)
First Selectman Mailhos moved to call the meeting.
TOWN OF WILLINGTON -NOTICE AND WARNING -SPECIAL TOWN MEETING
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 Thursday, July 7, 2011 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 $40,000 from Capital Projects Fund-LoCIP-Potter School Road for the purpose of installation of a culvert liner on Potter School Road to be reimbursed by the State of Connecticut Local Capital Improvement Program.
ITEM II
To see if the townspeople, on the recommendation of the Board of Finance, will authorize the appropriation of ~$145,000 from Capital Projects Fund-LoCIP-Phase I Turnpike Road for the purpose of drainage improvements to Turnpike Road to be reimbursed by the State of Connecticut Local Capital Improvement.
Dated at Willington
This 21st day of June, 2011
Selectman Millix seconded the motion.
First Selectman Mailhos pointed out the meeting will be on a Thursday because of conflicts with the first July BOS Meeting and holding it the following week would conflict with the Siting Counsel Public Hearing at the library. Also, we may have more Board of Finance members in attendance to answer any questions if held on a Thursday .
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
First Selectman Mailhos also added that the Turnpike Road Extension culvert installation project received funding via transfers at the Board of Finance meeting. We do not need to go to Town Meeting for this. The bulk of the money is coming from left over funds from the library project.
First Selectman Mailhos said the unleaded fuel tank at Public Works is going to be removed and we will now go to fuel cards to save money. The new policy will cover all fuel purchases for the Fire Departments, the Dog Warden and Public Works. The Fire Marshall will be paid mileage instead of getting a card.
The policy’s guidelines contain the following: it is limited to fuel purchases only and will only work with a valid ID and odometer reading on the vehicle. No fueling out of state and premium fuel is allowed. The policy will be changed to reflect encouragement of usage at the locations in Town who accept the card. Selectman Millix asked to have the Business Manager contact Red & Arts to see if they would be interested in being added to the list as they are not on there now. First Selectman Mailhos said she will also remove the Fire Marshall from the list as he does not operate a Town owned vehicle. She also said she would like all parties involved to review the policy. Once the changes are made, it will be reviewed at the next regular meeting.
D. Tax refund
First Selectman Mailhos moved to issue a tax refund for excess payment to Lisa H. and Christopher S. McLean; 72 Lustig Road; Willington in the amount of $2,047.45
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
First Selectman Mailhos moved to issue a tax refund for a credit for a vehicle registered in another state to Lizzette Perdomo; 113 Velvet Street; Bridgeport, CT 06610 in the amount of $108.73.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
E. Open propane bids
We received two bids. First Selectman Mailhos opened the bids received:
Superior Energy, LLC: $0.19 cents over Selkirk delivered price with a hazmat fee of $14.00 per delivery.
Current labor rate: $139.00 first hour, $89.00 each hour thereafter.
High Grade Gas Service , Inc: $0.20 over supply.
Current labor rate: $125.00 Off Route $150 (includes F/S) After Hours$250.00 per hour.
Discussion was held on the Selkirk, supply and delivery charge. Although High Grade Gas Service charged one cent more per gallon, we would still have to pay an extra $14.00 for every delivery.
Selectman Millix moved to award the propane bid to High Grade Gas Service at a rate of $0.20 cents over supply; labor rate at $125.00 off route $150 After Hours $250.00 per hour with no delivery charge.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
F. Discussion – Custodial bids
First Selectman Mailhos stated that we went out to bid on this last year and only received one bid, which was from the company who currently holds the cleaning contract. The bid came in at the same price as we have been paying for a few years. In hindsight, we should have asked for a 2 year contract. First Selectman Mailhos would like to keep them on for another year if they are willing to keep their same price. If they are not, we will go out to bid. The other Selectmen concurred.
9. Good & Welfare
First Selectman Mailhos said we received a letter from the Historical Society addressed to the Willington Fire Department, No. 1 for their prompt and efficient response to the basement flooding at the Daniel Glazier Tavern in March. She wanted to make everyone aware of the good services that are done by the Fire Department.
Selectman Blessington said that the shack on Route 74 (by Phelps Crossing/rail road tracks) has been removed and looks very nice.
Congratulations to the Hall School and Center School graduates as well as E.O. Smith who will graduate on Thursday night.
First Selectman Mailhos also wanted to recognize Hannah Makuch who was selected at the State level for History Day and went on to compete at the National Level. She will be getting a citation from the State of Connecticut General Assembly. Congratulations to her!
First Selectman Mailhos said last year around this time, we held an emergency management preparedness meeting. She would like to hold another one as soon as possible, especially with the recent tornado actions. She has requested for our Emergency Management Coordinator, Stu Cobb to set up a meeting.
- Executive Session – Recreation Department Staffing
First Selectman Mailhos moved to go into Executive Session to discuss personnel issues – Recreation Department Staffing.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
Selectman Millix moved to come out of executive session at 7:46 P.M.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
Selectman Blessington moved to adjourn at 7:46 P.M.
Selectman Millix seconded the motion.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Robin Campbell
Administrative Assistant
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