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Board of Selectmen Minutes 12/19/2011
BOARD OF SELECTMEN
Meeting Minutes


Regular Meeting                                                                         December 19, 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 led the Pledge of Allegiance.

Approval of Minutes:

Selectman Blessington motioned to accept the minutes of December 5, 2011 as submitted.
Selectman Littell seconded the motion.
Vote:  3 Yes (Mailhos, Littell & Blessington)    0 No.  

Selectman Littell motioned to accept the minutes of December 8, 2011 as written.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Littell & Blessington)    0 No.  

The joint meeting minutes (from Boards of Finance, Education and Selectmen) held on December 7, 2011 has been tabled until the other boards have submitted comments.

Present to Speak:

Willington Fire Department #1 Chief, Tyler Millix presented information as per requested by First Selectman Mailhos via email dated December 8th.  The email was a request for nominees and data to form a Fire Services Efficiency Committee as discussed at the March 21, 2011 BOS meeting. The information in the email was a request of each Department’s Standard Operating Procedures,  a copy of the by-laws as well as a call analysis from October, 2011.  Chief Millix presented a packet with WFD’s SOPS (Standard Operating Procedures); bylaws; spreadsheets from calls of October 2011, and details with the address, number of responders and details of incidents from the past storm.  He said he would also email an electronic format of the spreadsheet.

Peter Latincsics stated that he has many questions regarding the Fire Department contract that was discussed at last weeks Board of Finance meeting.  

Selectman Blessington moved to add item D on the agenda under new business “Discussion of Fire Department Contract”
Selectman Littell seconded the motion.
Vote:  3 Yes (Mailhos, Littell & Blessington) 0 No.



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 hook up - The connection is complete.  We will seek 8-24 review approval from Planning and Zoning, although it was reviewed last year when hooking up Center School. Tyler Millix asked if there was any consideration in keeping the well active for irrigation in the back.  First Selectman Mailhos said it seems as if we are always trying to get water off of the field, it also may be too late, as the well might have already been abandoned.  She will look into it. Kelly Trueb asked the status of hooking up Willington Hill Fire Department.  First Selectman Mailhos said that Chief Snyder has shown interest in hooking up to the main.  There is $12,000 remaining from the grant, which is probably not enough to hook the building up, however the grant funds will cover the preliminary plans and the proposal; WHFD would have to fund the remainder of the costs.

*Old Town Hall Renovations- The Town was awarded HPTAG grant funds for $7,500.  The Board of Finance has approved to match with Town funds (because we cannot use STEAP funds to match); however the BOS will need to give final approval.  This will be discussed under new business.

*Polster Bridge – We are still trying to contact the State for details on this project. .  Last week, one of the Engineers who have expressed interest called the Selectmen’s office regarding the project.  When told that we haven’t heard from the State, he said he would try to push the State to move forward.  

*Transfer Station – We discussed last year about trying to find ways to generate revenue in Town.  First Selectman Mailhos will ask the Solid Waste Advisory Committee to hold a meeting in January to research options; perhaps charging for Transfer Station usage and perhaps make other recommendations.  Currently, there are only three members on the committee; we need a few more people to join.

*Appointments for Boards and Commissions – We have found several volunteers in the past few years, but we still need to keep looking for more members as there are still a variety of vacancies.  

Public Works:

Lynn reported that she has a crew dedicated on storm clean up.  CL&P has been continuously removing trees and limbs on wires around Town but there are many roads that still have limbs on the wires.  Our tree crew is also working on clean up around Town.  So far, the corner of Parker, Tinkerville, Pinney Hill, Hall Hill and Timber Lane has had debris removed.  They are working on Glass Factory Road this week.   They will be heading towards Village Hill Road once Glass Factory has been completed. Completion depends on the weather.  She has another crew grading roads.  Turnpike Road and Michalec, Old South Willington and Trask Roads have been graded.  Lynn wants to discuss closing of Daleville Road (forest section) for the winter; it will be the same as in years past.  


First Selectman Mailhos moved to add item E under new business:  Discussion- Road Closures for Winter Season
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington)

Lastly, Lynn added that the pipes have been installed on Burma Road and the project should be finished by the end of the week.  

New Business:

  • HPTAG Grant discussion- BOF approval for Old Town Hall restoration
As reported under the Status Report; we have been awarded the HPTAG grant funds, which will be used to pay an architect to perform a preliminary assessment on the Old Town Hall. We are expecting the assessment to cost between $10,000 and $15,000 ($7,500 being HPTAG funding). Because of timing, the request was brought before BOF first, and they have approved up to $7,500.   The grant will not allow us to use any STEAP funding to match, therefore we need approval from the Board of Selectmen.  

Selectman Blessington moved for Board of Selectmen approval to accept the HPTAG Grant.
Selectman Littell seconded the motion.
Vote:  3 Yes, (Mailhos, Littell & Blessington)  0 No.

B.  Fire Services Efficiency Committee discussion

First Selectman Mailhos said she has received a letter with 2 nomination names from Willington Fire Department #1:  Chief Millix and Ron Gantick the President.  She has only informally heard names from Willington Hill Fire Department, but would like to get a formal letter stating who the nominees would be.   It was stated at a March 21, 2011 BOS meeting who would fill the seats on this committee: 1 BOF member; 2 from each Fire Department; 2 members at large with no ties to each department and 2 people who know about the fire services, who are not affiliated with either service; and can be from out of Town.   Selectman Blessington said we should get something in writing from Willington Hill Fire Department. First Selectman Mailhos said she has someone in mind to fill a position with no affiliation, and knows about fire service.  Kelly Trueb said she was told a question came up at the WHFD Officer’s Meeting; that they were not sure of the purpose of the committee.  First Selectman Mailhos read the charge of the Committee:  is to explore the feasibility and cost implications and make recommendations to the Boards of Selectmen and Finance regarding the structure of emergency services for the Town of Willington with recommendations due by December 31, 2011. Peter Latincsics asked what that means. First Selectman Mailhos said it is to make sure we are not duplicating expenses and make sure we are doing things as efficiency as possible. Many studies have been performed in the past but the results were not clear.  It would be nice to have the Committee meet before budget season gets under way, especially before safety services presents to Board of Finance.  First Selectman Mailhos will send out a reminder and extend the deadline for submissions to January 3, 2012.

  • Set budget workshop calendar
The following budget workshops will be held:  Monday, January 9, 2012 at 5PM; Tuesday, January 17, 2012 at 5:00 PM and Monday, January 23, 2012 at 5:00 PM.  First Selectman Mailhos said this year should not be as complex as last years budget planning.

  • Discussion of Fire Department Contract
Peter Latincsics stated that he had some questions resulting from last week’s Board of Finance meeting and the ratification of the Fire Department Union contract.  First Selectman Mailhos asked Tyler Millix, Chief of Willington Fire Department, No. 1 to explain the timeline of events leading up to the ratification.  Chief Millix stated that the union ratified their side of the contract, then the Board of Directors met last Monday and reviewed the contract. It was ratified on behalf of the Fire Department. Chief Millix stated as soon as the agreement was ratified, he emailed it to Chairman Schoppmann and requested to be on the Board of Finance Agenda for last Thursday. He added that this process has taken a year to execute.    Peter Latincsics stated that the Board of Finance members did not get a chance to see a copy of the agreement until their meeting, which made it confusing.  It also was not on the agenda.  He then said he has contacted the Town Attorney to get clarification, but would like further clarification from the Selectmen. Question one: Is the Fire Services Agreement still valid and have there been any changes made to it?  First Selectman Mailhos said it is still valid, and no changes have been made; the Fire Services Agreement is a separate document; it is not associated with the Fire Department Union Contract at all. Chief Millix stated that the Town Attorney probably emailed the Fire Services Agreement as an attachment because it falls under the MERA act; so Mr. Latincsics would have a better understanding.  First Selectman Mailhos clarified that Mr. Latincsics asked for it in his email to the Town Attorney.

Mr. Latincsics then asked who the parties to this contract with this union are. Chief Millix said the Board of Directors are the authority of the Corporation; the president of the local is on the union side.   Mr. Latincsics added that it confused him that the Town provided an attorney to the Fire Department.  First Selectman Mailhos stated that it was discussed at a Board of Selectmen meeting in April and approved at that meeting.  It was decided that the Town had an interest in the contract; the Fire Department also sought input from the Board of Selectmen and Finance.  It was important for the Town to provide financial information at the time as well as helpful for the Town to know what was happening.  Mr. Latincsics then asked why the Fire Department didn’t use their own attorney.  First Selectman Mailhos replied that the Fire Department could have gone out and hired an attorney; and then submitted the bill to the Town, who would have had to pay for it anyway.  Selectman Blessington said he understands Peter’s frustration, as Peter has been asking all along how the contract is going, and then all of a sudden, it is ratified. Selectman Littell said Chief Millix notified everyone at the Joint meeting that the contract was done, so it should not be a surprise.  First Selectman Mailhos added that when a contract is being negotiated, the details cannot be discussed. She added that the Town and the Fire Department both had the same interest when negotiating the contract:  to have the least amount of impact to the Town.  Chief Millix said the Fire Department looked at it as a positive, having the Selectmen, Board of Finance and the Town Business Manager involved; we knew there would be a financial impact, and you can’t wish the union away or ignore them; it would automatically end up in arbitration. The impact on a union negotiation is money; the taxpayers would have to foot the bill.  Having the Town involved, and giving input was helpful.  Mr. Latincsics stated that it concerns him as a Board of Finance member and a resident that taxpayer money was expended for an attorney; that the Town members were just observers during the negotiations.  The taxpayers were not represented. First Selectman Mailhos said that she represented the taxpayers as well as Chairman Schoppmann.  Selectman Littell added it was voted on at a Board of Selectmen meeting thus the Board was authorized to participate in the interest of the Town. First Selectman Mailhos stated there was a period in time where it was not clear who should support the attorney; and it made financial sense to use our Attorney, rather than bring another Attorney in, and bring them up to speed on the whole process. Selectman Blessington asked if there was a legal obligation to pay the attorney fees in the first place.  In this case, the corporation could not afford to pay legal fees to negotiate the contract.  Chief Millix clarified that there was zero discussion regarding the Fire Department inability to pay for a lawyer.  It was a strategy standpoint to get the best and cheapest agreement we possibly could.  The strategy was to form a committee consisting of the Fire Department, Board of Finance, and Board of Selectmen and keep everyone up to speed to know what was going on and there was a huge effort put forth by the group to minimize the financial impact.  

Mr. Latincsics asked for clarification on the period of review, which is a 14 day period.  The statute references a review by the Town legislative body. If the legislative body does not act in the 14 days, the contract goes into effect by default. First Selectman Mailhos said the legislative body is the “Town Meeting” and it is not even possible to notice a Town Meeting in fourteen days.  Mr. Latincsics has corresponded with the Town Attorney to get proper clarification and it seems by her emails to him that she is unsure of what steps should be taken within the fourteen days.  Mr. Latincsics’ concern is we are already seven days into the fourteen day period and nothing is being done; he wants to know why. He also said he is troubled that these questions are only being asked now and time is elapsing.   First Selectman Mailhos said the Town review board has been asking these questions over and over for the past year and there is nothing to do.  Chief Millix agreed and stated that the statute that Peter is referencing is not just one sentence long; there is more to it than that; it is not cut and dry.  Alan Ference said this is not adding up; the Attorney was present at the Board of Finance meeting; was well versed and knowledgeable of the contractual obligations; she answered every question; yet now, Mr. Latincsics says it sounds like she is uncertain.  Something is wrong.  First Selectman Mailhos stated she has not received any emails from the Attorney; but will contact her for clarification.  

  • Road Closures for winter season
Lynn has requested permission to close down the forest section of Daleville Road again this year. We closed it last year and it worked out well, as the road needed minimal grading in the spring.  Another factor is the road is very narrow and two vehicles cannot pass through with the snow banks; without one having to back up.  Since we have cut two plow contractors this year, this will save time on the drivers.  A “no winter service” sign will be placed on the road, a public notice will be sent out via the web and the emergency service vehicles will also be notified.  Selectman Blessington asked if we received any flack last year.  Lynn said only one at the end of the season, and it was due to flooding.   Years ago, that road was automatically closed for winter. No residents will be affected.

First Selectman Mailhos moved to close the forest/pine grove section of Daleville Road, which is the unhabited section.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Littell & Blessington) 0 No.

Good & Welfare:

Alan Ference updated everyone on a few things going on at the River Road Athletic Complex:

Seven benches have been donated and installed at the complex.  The Parks and Recreation Commission is currently trying to decide on the colors for the memorial plaques that will accompany the benches.

CL&P will soon be installing a telephone pole; we will have electricity soon thereafter.

Nick Townsend has installed a flagpole between the baseball field and the basketball court as part of his Eagle Scout project.

Lastly, Mr. Ference added that the Park and Recreation Commission will be going out to bid for the irrigation well soon.

Chief Millix quoted the following CGS 7-474:


~ (d) If the municipal employer is a district, school board, housing authority or other authority established by law, or is a private nonprofit corporation which has a valid contract with any town, city, borough or district to extinguish fires and to protect its inhabitants from loss by fire, which by statute, charter, special act or ordinance has sole and exclusive control over the appointment of and the wages, hours and conditions of employment of its employees, such district, school board, housing authority, other authority or corporation, or its designated representatives, shall represent such municipal employer in collective bargaining and shall have the authority to enter into collective bargaining agreements with the employee organization which is the exclusive representative of such employees, and such agreements shall be binding on the parties thereto, provided, where any provisions of any such agreement require federal approval, such provisions shall be binding upon receipt of such approval, and no such agreement or any part thereof shall require approval of the legislative body of the municipality.


Bob Wiecenski asked if any of the Welcome to Willington signs have been put up around Town yet?  First Selectman Mailhos said we have formed a committee to research the process, get permission and also seek more donations to purchase more signs.  Tyler Milix stated that the committee will also have to determine who will care for the signs once they are placed; it will be a long term project.

Selectman Littell motioned to adjourn the meeting at 8:11 P.M.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Millix & Blessington)    0 No.

Respectfully submitted,
Robin Campbell

Robin Campbell
Administrative Assistant