BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting December 5, 2011
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 Littell & Blessington, Lynn Nicholls and residents. First Selectman Mailhos first welcomed Selectman Littell and then led the Pledge of Allegiance.
Approval of Minutes:
Robin Campbell asked to have the following correction in the minutes of November 21, 2011: under New Business: Present GFOA award; GFOA should be Government Finance Officers Association (Not Governors)
Selectman Blessington motioned to approve the minutes of November 21, 2011 as corrected.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & 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:
*Town Office Building Water Connection – The water line was connected today. Connecticut Water will be connecting the water meter in the next week. Willington Hill F.D. has been asked to meet with the Business Manager to see if it will be cost effective for them to hook up to the main as well.
*Burma Road Repair – the contract was awarded at the last meeting. Lynn said the pipes have been delivered and Knight Construction is hopeful to start construction this week.
*Performance Contracting – A preliminary audit was performed on December 1st. We are waiting to hear back from the Engineer from Siemens.
*Old Town Hall Renovations – the HPTAG grant application was submitted on November 15th. We had a last minute issue with the funding. We were initially told that we would be able to use the STEAP funds to match the grant; however that is not the case. We have reduced the requested amount on the application to $7,500 and will seek funds from Board of Finance to match the grant. If it is not approved from the Board of Finance, we will then use the STEAP funds for the preliminary assessment. First Selectman Mailhos stated that we will get some proposals; and competitively go out to bid. The cost for an assessment can cost around $10,000 to $15,000.
*Union Negotiations will be added on the list for the next meeting. The current union contract will expire at the end of the year.
Public Works:
Lynn reported that the crews are still working on clean up from Irene as well as Alfred. The clean up process has been slow. They will be heading towards Moose Meadow, Jared Sparks, Cosgrove and Pinney Hill Road this week. They will then make their way towards the other end of Town, which was hit hardest. First Selectman Mailhos suggested hiring someone to help clean up. We will be reimbursed by FEMA. Selectman Littell asked if we are going to reimburse Groton and the other Towns who have come to Town to help clean up. It was impressive that they came out here. Lynn said FEMA was not aware that Connecticut has mutual aid agreement for all Public Works entities throughout the State. We lucked out there.
She also reported that catch basin grates have been stolen on Jared Sparks Road. It has been reported on the news that many Towns have been hit; Union being one. First Selectman Mailhos said other scrap metal has also been reported stolen around Town. Selectman Littell suggested contacting the local scrap yards to see if they have any information.
New Business:
- Approve the 2012 Board of Selectmen Meeting Schedule
First Selectman Mailhos moved to approve the 2012 Board of Selectmen Meeting Schedule
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell, Blessington) 0 No.
- Approve 2012 Holiday Calendar
Selectman Blessington moved to approve the 2012 holiday calendar.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell, Blessington) 0 No.
- Approve 2012 Selectmen’s Day holiday
Because Selectmen’s day was discussed and approved under the holiday calendar, no additional vote is needed.
First Selectman Mailhos moved to refund a credit for a sold vehicle to Vicki J. Matthew; 140 Plains Road; Windham, CT 06280 in the amount of $68.92.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell, Blessington) 0 No.
- CIP Committee Guidelines and discussion
First Selectman Mailhos said she did some research and found that we are in compliance with the State Statutes, which states we must have a 5 year plan for capital expenditures. The Statute does not say we have to have a Committee, although there is never any mention of number of members or terms for the Committee. The Willington CIP Committee started in 1991 and the first CIP plan was published in 1992. It is an advisory committee who makes the plan, presents that plan to the Board of Selectmen; who integrate it in their budget and brings to Board of Finance, who votes on the recommendation. The final approval goes to referendum as part of the budget each year.
A letter was sent from First Selectman Mailhos to the three committee chairpersons on November 23 to discuss the CIP Committee guidelines and asking for nominations from each party to join the CIP. The Republican Town Committee and Sentinel Party have sent names of nominees. A correspondence was sent to the Selectmen from the Democratic Town Committee which suggests “the CIP committee be dissolved and all discussion and actions regarding review and recommendation of all Capital Projects included in a five year plan be done solely by the Board of Selectmen. In duly noticed public meetings”. Selectman Blessington said the genesis of the letter suggests that they feel there is not enough documentation (minutes) from the meetings. He said he agrees and feels that minutes should be filed from
those meetings.
First Selectman Mailhos agreed and said she feels like she is being accused of things happening that are not transparent and certain people’s needs are not being addressed. She referred again to the letter: “This raises the question, is the “CIP Committee” simply a convenient foil or “cover” for decisions made by various parties in private? “ She said it is not. If someone has a concern, that is a reason for them to be on the committee. First Selectman Mailhos then added that there are many issues; there are deadlines that need to be met and sometimes there isn’t enough time to go back and forth between boards to discuss changes. Ultimately, it is the Board of Selectmen’s plan; we approve what goes to BOF. Another problem is that
people think that items that were put on the plan, which is slated for a certain year; when the time comes, they think they are going to get the purchase, but it doesn’t always work that way. John Patton said that is how it is supposed to work; but only when the revenue projections are correct and other priorities are not added to the list. Only the first year plan is approved at referendum. Selectman Littell said he does not want to see the CIP Committee dissolved, it is an advisory committee. We should just fix the submittal of minutes. First Selectman Mailhos said we could perhaps hire someone to take the minutes. John Patton said he agrees the minutes are spotty, because they do not have a clerk, and it is difficult to hold a discussion and take minutes at the same time.
Mr. Latincsics said the prior First Selectman came as a resource but was never a voting member on the committee. Selectman Blessington said he agrees that the minute taking should be improved, and he likes a nine member plan and does not see a problem with the Business Manager being on the committee. First Selectman Mailhos then referred to the letter which also states: Further, does the Town Business Manager, contracting/consulting Town Engineer or any member of the said “CIP Committee” have or ever had any direct or indirect interest in projects or expenditures contained in present or past CIP plans? First Selectman Mailhos said she does not know how to respond to that, she is not sure what it means.
Peter Latincsics then asked where the letter was generated. First Selectman Mailhos replied: Robert Jellen, Mark Palmer, Matthew Winters, Wayne Knight, Terry Brown - Willington Democratic Town Committee.
Discussion was then held on members and term limits. First Selectman Mailhos would like to see nine members; one being the First Selectman; The Board of Finance Chairman, or his delegate; the Business Manager, plus six additional seats. Discussion was held on the Business Manager seat, being a voting member, Selectman Littell suggested that we have seven people who are interested in being appointed to the committee perhaps appoint the Business Manager as a non-voting member, as she is an advisory resource to the committee. We have received four responses from those currently seated on the Committee who are still interested in serving: John Patton, Peter Latincsics, Tyler Millix and Jim Poole. We have received two nominations from the Republican Town Committee: Melissa Welsh and Jim Bulick. The
Sentinel Party nominated Alan Furphy. First Selectman Mailhos feels that all of the nominees are well versed and will work well on the Committee. She also said that she is disappointed that we do not have any representation from the Democratic Party. It is important, but if they do not want to be a part of it, she is not sure what else to do. Selectman Blessington said we should have representation from them, but they sent a letter stating that they do not want to be part of it.
First Selectman Mailhos moved to establish seven seats for the CIP Committee that has term limits. Two seats will have a 1 year term; 2 seats for a 2 year term and 3 seats for a 3 year term limit. There will also be two seats automatically filled by the First Selectman and the other by the Chairman of the Board of Finance or his or her delegate. The Business Manager will be an Ex-officio non-voting member. Each term should be dated effective immediately, expiring December 5, 2012, 2013 or 2014. After the initial term expires, the term will be a three year term thereafter.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Selectman Blessington moved to empower the First Selectman to hire a secretary to take minutes for the CIP Committee.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos added that she has been to many of the CIP Meetings, and they are there sometimes until 11:30 at night. It is impossible to predict how much the expense of the clerk will be, but will find the money somehow.
First Selectman Mailhos moved to appoint John Patton as a regular member of the CIP Committee, effective immediately, expiring December 1, 2012
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos moved to appoint Peter Latincsics as a regular member of the CIP Committee, effective immediately, expiring December 1, 2012
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos moved to appoint Jim Poole as a regular member of the CIP Committee, effective immediately, expiring December 1, 2013
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos moved to appoint Tyler Millix as a regular member of the CIP Committee, effective immediately, expiring December 1, 2013.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos moved to appoint Alan Furphy as a regular member of the CIP Committee, effective immediately, expiring December 1, 2014.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos moved to appoint Melissa Welsh as a regular member of the CIP Committee, effective immediately, expiring December 1, 2014.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos moved to appoint Jim Bulick as a regular member of the CIP Committee, effective immediately, expiring December 1, 2014.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos added that the CIP meetings will be warned and hopes the public attends. If there are items that people want to advocate for, she welcomes them. The first meeting will be on Monday, December 12, 2011 at 6:30 PM in the Common Room.
First Selectman Mailhos moved to appoint Jim Poole as an alternate member of the Willington Planning and Zoning Commission – effective December 18, 2011, expiring December 18, 2014.
Selectman Littell seconded the motion.
Discussion was held. There are three alternate positions for this board, which are appointed by the Board of Selectmen. Aside from Mr. Poole’s seat, we currently have 2 other vacant alternate positions on this board. Selectman Blessington said he has had disagreements with Mr. Poole on Planning and Zoning issues. He is torn; Mr Poole is very intelligent and comes to the meetings being prepared; but Selectman Blessington tends to believe more in freedom of the individual and leeway to how regulations are read; the rules are read so tight they [P&Z] will tell everyone what to do. Mr. Poole feels strongly about following the rules. Because of this, Selectman Blessington does not agree with Mr. Poole on his thoughts on the commission. On the other hand, we have trouble finding people to fill the
vacancies. Selectman Blessington wanted his concerns to be added to the minutes. He hopes Mr. Poole would be somewhat more humane and compassionate when reading zoning regulations. With that in mind, it is with great misgivings Selectman Blessington said, he will vote yes. First Selectman Mailhos said Mr. Poole has definitely taken the Town to task on different occasions and on certain items has held the Town to higher standards, but we are sometimes better for it. Selectman Blessington said he had joked previously and said that the Town needs an ordinance requiring everyone to grow a forelock, so the Land Use Department would have something to tug. First Selectman Mailhos said she has been frustrated by some of Mr. Poole’s actions, pertaining to Town permits, but we have gotten through it. Selectman Blessington said sometimes you can be frustrated with people who are doing the right thing because it is not convenient for you,
but sometimes you can be frustrated because you think a person is doing the wrong thing. He reluctantly will vote yes.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos reiterated that there are still two vacant alternate seats on the Planning and Zoning Commission. If anyone is interested in joining, please contact the Selectmen’s Office.
- Town of Willington Public Notice Public Posting Policy
First Selectman Mailhos has drafted a policy for using the Town notification system. It will be used internally for employees as a guideline when postings are requested to go out. It should be limited to the following:
*Notices regarding special Town/Region/State events of interest to Willington Residents (coming from the Governor’s, Representative’s or Legislative offices or a local Board or Commission);
*Safety updates, including Public Works updates, natural disaster warnings; warnings from Connecticut State Police
*Announcements from elected officials at all levels of Government (Selectmen, State Representative, Senator, Governor, Commissioners, etc.)
*Upcoming committee meeting agendas and minutes
*Event/Fundraiser news for local non profits
First Selectman Mailhos stated that is what we are currently doing, however our employees are sometimes asked to post things on the site that are questionable. This policy will define proper postings.
There was a recent request to post a missing dog on the public notices, and there were concerns about that, as there could be many missing animal situations. As a result of that, our webmaster has found a way to add a link to the Website to post for missing/found dogs. There will also be an option to upload a photo. Once it is live, we will post a public notice to inform residents that they can sign up for it. Robin Campbell added that the webmaster has updated many things on the Town website and many people probably do not know that.
First Selectman Mailhos moved to adopt the policy for public notices as read.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
- Joint Meeting with Boards of Education and Finance
We have a joint meeting with the Board of Education and Board of Finance this coming Wednesday, December 7, 2011 at 7:00 PM in the Community Room of the Library. First Selectman Mailhos said it will be similar to the meeting held two years ago. All of these boards have new members; and it will be good to have everyone get to know each other and go over the budget process as well.
Good & Welfare:
An Alfred recap meeting was held on November 22. The many people who were involved with shelter and clean up operations were there as well as Senator Guglielmo. We discussed what went well and what could work better in the event we have another situation. First Selectman Mailhos said she has a “to do” list from that meeting and will be working on the list before we forget what it was like. She encouraged residents to offer any suggestions they might have to us to improve our efforts to the Selectmen’s office. There is also shelter training for anyone who is interested. A public notice will posted on the website shortly. Kelly Trueb added that the Business Manager and Public Works Director have received FEMA training on how to document and report on shelter, clean up and man
hours etc. First Selectman Mailhos agreed, and said that completing the paperwork has been a challenge.
First Selectman Mailhos stated that she recently learned that we have three seats for the Charter Communications Advisory board, (one for BOE and two for town) which offers public access television as well as other notifications. Two of the seats are vacant, and the third is filled by Herb Arico for the Board of Education. Charter offers special deals to get cable television and internet hooked into municipal buildings. If anyone is interested in serving the positions, please contact the Selectmen’s office. Lisa Marco added that it is important to have those seats filled, because there are a lot of FCC answers that people need answers to; Charter will not answer because of privacy issues.
First Selectman Mailhos added that that MIRMA had sent an updated assessment which came in lower than projected. We will also get a $3,000 refund.
Lynn Nicholls thanked Linda and Walt West for putting the lights up on the tree on the green. They do it every year.
John Patton recommended putting LED lights on the tree.
First Selectman Mailhos moved to go into executive session at 7:45 PM
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Selectman Blessington moved to come out of executive session at 8:35 PM
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Selectman Blessington moved to adjourn the meeting at 8:35 P.M.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
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