BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting September 4, 2012
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 Littell motioned to approve the minutes of August 20, 2012 with the following edit:
Page 2 (status report – Turnpike Road Phase II add the word at) we will need to approve the project at a Town Meeting…..
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Selectman Blessington motioned to approve the minutes of August 24, 2012.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Present to Speak:
First Selectman Mailhos stated that she heard people were going to be at the meeting to talk about the Center School parking lot project. Selectman Blessington had asked to have it added to the agenda last week, but she did not feel it was appropriate to do so; the project is a Board of Education project. Since there are many people who appear to be present to speak about the project, she decided it would be more organized to add it as an item under new business.
First Selectman Mailhos moved to add an agenda item under new business called Center School Parking lot.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Robert Shabot thanked Lynn Nicholls and the tree service for doing the much needed pruning on the Charter Oak on the Town Green.
Barry Wallett thanked Lynn and the Public Works crews for cleaning the culvert by his home on Birch Meadow Lane. He stated they did a nice job and were very professional.
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:
*Performance Contracting – the Board of Selectmen will host a meeting on September 5 (tomorrow night) to discuss the draft findings from their audits. It will be an informational meeting. Future meetings will then be scheduled. Peter Latincsics asked why the Board of Finance was not invited to the meeting. First Selectman Mailhos stated that it was warned as a special meeting, and anyone from the public is allowed to attend.
*Old Town Hall Renovations – A Public Hearing will be held on September 18 with a presentation of the assessment done by the architect.
*Turnpike Road – Phase I – the BOS will request the approval of STEAP funding at the September 20 BOF meeting.
*Transfer Station – the first S.W.A.C. meeting will be held soon. We will continue to find more members to serve on the Commission.
*Reapportionment Committee- we are waiting to hear dates on when the October Public Hearing will be held. The next meeting will be September 13 to discuss the date of the Hearing.
*Union Contract Negotiations – meetings are ongoing.
Public Works:
Lynn reported the crews are working on drainage easements; they are cutting trees and cleaning out culverts. The chip seal routes will be swept next week.
She added that she will need to add some rip rap on the upper portion of Hockla Farms Road. It was brought before the Board of Selectmen back in 2005, where the rip rap was added and the road closed. Traffic has been going through there, which has been wearing it and the rain has washed it out as well. She will once again close the road and add more rip rap. First Selectman Mailhos stated that she should send letters out to residents to inform them prior to doing so.
Old Business
- Proposed three way stop at Kollar/Luchon/Sharps Mill Road
Town Engineer, Karl Acimovic stated back in 2005 this issue came up and a study was done to see if it would be beneficial to add stop signs at the end of the other points of the intersection.
He reviewed the area again with Lynn and has the following suggestions: A 25MPH speed limit sign should be added south of the intersection. The sight lines should be cleared and the tree at the middle of the intersection should be taken out as well as making a 90 degree turn at each end of the intersection.
Lynn added that it will be difficult to stop the speeders and stated that the State Traffic Commission is not in favor of using stop signs to control speed. She added she was asked not to remove the tree back in 2005.
Mark Masinda stated that he is opposed to anything other than a stop sign. Posting a 25MPH speed limit is not going to slow traffic. If the sight lines are cleared, it will just make the traffic go even faster and is a ridiculous idea. He then stated that tHe HeHe fjadthe tree that is in the middle of the intersection was planted by his father which is sacred to his heart, and does not want to see it cut down.
Selectman Littell stated that the tree is not the problem; it is the people speeding down Luchon, ending up on the homeowner’s property or in the brook.
Maureen Gantick, a resident who also lives at the intersection stated that the traffic has doubled since UCONN is back in session. The traffic is really bad between 6:30 AM and 8AM and between 3:30PM and 5PM; it is kids who don’t seem to care and are speeding. First Selectman Mailhos added that there have been many accidents in this area.
Karl Acimovic stated that he does not have a problem with adding stop signs. He then gave an example of where a stop sign was added to the intersection of Turnpike Road and Moose Meadow Road; which took a few years to get the drivers in the habit of stopping at the newly added stop sign.
First Selectman Mailhos asked Lynn to look into rumble strips. Selectman Littell stated that he likes the idea of speed bumps; Mansfield uses them; he understands that Lynn doesn’t like them for plowing, but there are ways to plow around them. Lynn then suggested looking into putting in a rotary; similar to what Coventry has; that should slow the traffic. Karl said he surveyed the intersection of Navratil and Pinney Hill to have a rotary added, but never was.
First Selectman Mailhos would like to review the intersection again, before making a final decision. Selectman Littell suggested having a special meeting at the sight. A meeting will be held next week and Mr. Masinda will be notified of the meeting date.
New Business
- Proclamation – Leukemia & Lymphoma
First Selectman Mailhos read the following Proclamation with motion to adopt:
RESOLUTION RECOGNIZING SEPTEMBER AS LEUKEMIA, LYMPHOMA & MYELOMA AWARENESS MONTH
WHEREAS, blood cancers currently afflict more than 1,012,533 people in the United States, with an estimated 140.310 new cases diagnosed each year, and
WHEREAS, leukemia, lymphoma and myeloma will kill an estimated 53,010 people in the United States this year, and
WHEREAS, The Leukemia & Lymphoma Society (LLS), through voluntary contributions, is dedicated to finding cures for these diseases through research efforts and the support for those that suffer from them, and
WHEREAS, LLS maintains an office in Wilton and Meriden to support patients with these diseases and their family members in State of Connecticut and
WHEREAS, the State of Connecticut is similarly committed to the eradication of these diseases and supports the treatment of its citizens that suffer from them, and
WHEREAS, the State of Connecticut encourages private efforts to enhance research funding and education programs that address these diseases,
NOW THEREFORE BE IT RESOLVED, that the State of Connecticut joins with LLS in designating the month of September 2012 as Leukemia, Lymphoma & Myeloma Awareness Month to enhance the understanding of blood related cancers and to encourage participation in voluntary activities to support education programs and the funding of research programs to find a cure for them. Dated this 4th day of September, 2012.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
- Center School Parking Lot
Selectman Blessington stated that he had originally requested to add the discussion to the agenda. He clarified that the need for the parking lot expansion was never an issue; it was the way the bidding was done and how it was passed at Town Meeting.
The Town Meeting was called to appropriate the full request of $70,000, even though the lowest bid came in at $39,000. He then went to say that he assured the people at the Town Meeting that a 10% contingency might be added at that point. What we have now is an additional $15,700 added to the original bid – that is a 40% increase and he has a problem with this, as well as the bidding process. We received two bids which were $10,000 apart, and that is a huge difference.
Superintendent Harding clarified the process and stated that the contractor had to move some boulders, which added to the contingency, but also as the project moved along, they ran into some other complications: the asphalt slab outside the building had gotten torn up while running conduit. It ended up becoming a mess when trying to patch it up, (a safety issue) so it had to be redone. Another safety issue was the cameras that point into the new parking lot were blocked by trees. The trees needed to be removed and the area graded. He added that the requests on the change order came from him; not the contractor. No matter who the contractor was, would have ended up getting the change order. He added that the issues that caused the change order came up as the project moved along – he has never
built a parking lot before, so he was not familiar with any of the unforeseen circumstances.
Karl Acimovic added that he wrote up the bid specs, and used standard Town format. First Selectman Mailhos stated that the Board of Education used a sealed bid process – the same as any other Town bid. Nancy Gauthier asked if the add on items foreseen? Superintendent Harding stated that they were not, and the items came up as the project moved along. Barry Wallett, Board of Education member stated that the BOE works very hard to watch every penny; and they don’t throw money around. He stated that it frustrates him to sit here in this audience and have this dispersion cast upon us after we have worked so hard to be loyal and do the best for our Town.
Peter Latincsics, member of the Board of Finance said he was glad to get clarification, but added the Board of Finance couldn’t understand why the $70,000 was approved – there were many people asking questions and could not get any answers at that meeting. Leo Mercado, Board of Education member stated that he was also there, and no one had asked any questions. Mr. Latincsics continued that the Board of Finance was clear that the project should not have exceeded the $39,000 other than a 10% contingency; and the remainder should be returned to the General Fund. He added that the Superintendent assured the BOF that he would notify them if any change orders were made. He then stated that he specifically asked First Selectman Mailhos at the Public Hearing to inform the BOF if any change orders were made on this
project and as far as he knows, no one on the BOF was informed to date.
Superintendent Harding said he was on vacation during the Town Meeting, therefore, he was not there to answer the questions, nor was he asked to be at that meeting. He did, however contact BOF Chairman Schoppmann to clarify the change order; which Chairman Schoppmann did not seem to have a problem with. He added that the parking lot project has been on the BOE agendas and been discussed since January. If anyone had questions, they should have attended the meetings or at least reviewed the minutes. Superintendent Harding then stated that anyone can ask him a question at any time and he is happy to attend any meeting to clarify any misunderstandings.
Mr. Latincsics stated he was asking the question to the Board of Selectmen – and asked who First Selectman Mailhos notified of the changes. First Selectman Mailhos stated that it is not her project; she didn’t make the decision. Nancy Gauthier asked why the removal of roots and stones were adding on to the original cost of the project. She added that the contractor should have expected to find those items during construction and include in the cost. Lynn clarified that they were looking at extremely large boulders, which are never included in any project.
Selectman Blessington stated that he feels that the whole bidding process did not work out well this time. He added that he looked at previous projects and how they had been done. This is the first time a project has gone 40% over. Teri Gareau stated that the Senior Center was well over 40%. Ms. Gauthier stated that some of the other things should have been foreseen.
Selectman Littell asked how the $70,000 figure came about.~ Superintendent Harding stated that it was put in through the CIP; as an estimate by the Town Engineer. He added the $39,000 was only for the main part of the project and he did not know what else was going to happen during the construction. There are still things that must be done to complete the project and he will come in under the estimated $70,000. ~~Karl Acimovic added that the original project was estimated at $90,000, but because we were able to obtain the millings for free, the cost was cut to $70,000 and that still included contingencies. ~Selectman Littell clarified that the Town Engineer estimated the cost of the project at $70,000 including contingencies; the bid came in at $39,000 plus the $15,000 change order – we are still well below the
estimated budget – he is confused why the BOF is concerned that they were supposed to return anything.~ Board of Education Chairman, Erika Wiecenski asked if it is the BOF that is concerned, or is it just Mr. Latincsics?~ Superintendent Harding reiterated that he had debriefed BOF Chairman Schoppmann, and he did not seem concerned.~~ Selectman Littell stated that it seems possible that the BOF Chairman did not communicate that information with his board. If so, then the issue should be within the BOF, not the BOE.~ He then added that Superintendent Harding reports to the Board of Education and it appears he did more than he was supposed to do by informing the Chairman of the BOF.~Superintendent Harding also added that there were other projects that he declined to do to save on costs.~ He then added that since he has been the Superintendent in Willington he has returned over $395,000 of budgeted money; he does not spend money in a reckless manner.~ He sees the main problem was
because he was not at the Town Meeting to answer the questions that were asked.
Ann Marie Brown, member of the Board of Finance stated the BOF was not informed as to what the $70,000 was going to cover at the BOF meeting, so she did not believe it got approved at the meeting. First Selectman Mailhos clarified that the request came to the Board of Selectmen to call the Town Meeting at $70,000 from the Board of Finance.
Mr. Latincsics said it is unusual to approve a higher amount than the lowest bid. It was unclear why we needed such a large contingency for such a small project. He added that the full $70,000 was approved, but it was the expectation of the Board of Finance that if a change order was made to the scope of work that they would be notified. Superintendent Harding clarified that the CIP is approved before the bids even go out. In this case the bid went out prior to the allocation of the money and that was because the BOE wanted to get the project moving and done prior to the beginning of school. First Selectman Mailhos added that the change in the fiscal year also came in to play. The money couldn’t be allocated until July 1st. Selectman Littell reiterated that the Board of
Selectmen got a request to call a Town Meeting based on the recommendation of the Board of Finance in the amount of $70,000.
Mr. Latincsics said to First Selectman Mailhos that he specifically asked her at the Town Meeting to inform the Board of Finance of any change orders and he said that she said she would. ~First Selectman Mailhos stated that she did not recall saying that, especially because she knew it was not the Board of Selectmen’s project. ~Selectman Littell added that he did review the invoices related to the change order and he signed the checks.~ If another change order comes along tomorrow, and it is warranted, he would sign those checks too.~ Selectman Littell then asked Mr. Latincsics if he knew that he should not be representing the Board of Finance. He then reiterated that all the Board of Selectmen got was an approval letter that said please call a Town Meeting to appropriate $70,000.~ The letter did not say anything
about reporting back to the BOF.~ He then reiterated that this is not a BOS project.~ He then asked Mr. Latincsics if he looked up the BOF minutes did he really believe that the minutes would state that they (BOF) voted to have the BOE come back and get further approval to spend the $70,000. Mr. Latincsics did not reply to the question.~
Mr. Latincsics stated that he thinks there is a deficit of trust here between Town Government and the Townspeople. Superintendent Harding asked how there could be a deficit of trust and gave an example at the last BOF meeting, when asked how much the BOE was going to return at the end of the year. It was projected to be $160,000, but it ended up being $177,000. He stated he trusts that it would have been appreciated. The Board of Education is as conservative as it gets; they return over more than expected and then you say there is a lack of trust? Chairman Wiecenski added that we have yet to spend the approved $70,000. She is not sure where the lack of trust is – especially when it is about returning money to the town.
Kelly Trueb added that she was at the Town Meeting and her understanding from the discussion was if any additional money was spent, it would be clarified as to where it was spent and it has been. The things that have been done needed to be done in the realm of safety – the people who voted to accept the entire $70,000 at that meeting, did so for the time (to have it done prior to the beginning of school), safety factor of the children as well as trust that the BOE would be returning some money at the end of the project.
Mr. Pierce stated that he too, was at the Town Meeting, and finds it ironic that there are more people at this meeting, than were at the Town Meeting. He added that less than 20 people in Town bothered to go to the Town Meeting.
Christine Psathas thanked everyone who is supporting the project. She added that there were about 25 people at that Town Meeting (which is considered a large amount of people) and the vote passed. She thanked the professional who put the bid packet together and she added that we are a small Town, we do the best that we can – if this is the only project that has gone over by 40%, then we are doing pretty good. She does not know what the outrage is for this project. She then added if anyone has issues with the way this Town spends money, then they should attend more meetings. Let’s move on and finish this project.
Ms. Gauthier stated that there should be no question if safety is the issue; however she said she could not understand how the $70,000 is being spent, when the bid was only for $40,000; somehow there was a lack of information – we hear it all now, but it wasn’t part of the Town Meeting. Chairman Wiecenski stated that nothing was hidden – the items in the change order were not known until after the project started. Selectman Blessington added that part of the problem is how it was presented at the meeting. He added that the $39,000 was presented as what the project would cost. First Selectman Mailhos (as well as other people) corrected him and told him that that is not what was said. She added that she mentioned at the meeting that additional charges may apply due to unforeseen
things.
Selectman Blessington said he hopes that the people who feel the project was done wrongly now have an understanding of what happened and it was not a nefarious scheme set up by our Superintendent. He added that we are lucky to have Superintendent Harding.
Mark Jones stated for those who had any questions should have just come to a Board of Education meeting – the BOS meeting is not the place to be discussing BOE issues. First Selectman Mailhos agreed and stated that she felt it is wrong to summon the BOE to come to our meeting. Selectman Blessington stated he didn’t want the BOE to think they were summoned to come to this meeting, but he sent an email to let everyone know that he wanted to have the discussion to get clarification.
Superintendent Harding stated that he has heard talk about trust in him and that his integrity and credibility has been questioned. The Board of Education returns money each year to the town. The past few years, he has not attended any conferences and has used that money to fund playground equipment and sports uniforms. He stated that his Board wants him to attend conferences so this year he attended a Google sponsored conference, Innovative Leaders, which was at no charge. He has heard talk in town that he missed the town meeting because he was sent to an all inclusive vacation spot sponsored by Apple as a reward for purchasing iPads. This was not the case and he stated he would never accept something from a vendor who he is doing business with. He hopes that people know him better than that. Selectman Littell stated that is a shame.
Mary Beth Wallett added for the record to Superintendent Harding that she is sorry that he feels he has to explain himself. If anyone should be questioned, it should be the Board of Finance or any anyone else who is questioning this project, which is still coming in under budget. She apologizes to Superintendent Harding and the Board of Education because she is embarrassed by their accusations.
Good & Welfare
Selectman Littell stated that the 10th annual car show will be held on September 29th on the Town Green. WHFD Assistant Chief Mike Makuch added that he encourages everyone to attend the car show. We want to make sure that the clubs who sponsor the show see a large attendance to want to come back next year.
First Selectman Mailhos stated that the annual Flea Market will be held this Saturday. It is the 50th year.
Selectman Littell asked if a fund is being set up for one of the members. Assistant Chief Makuch stated not that he is aware of, but he will check and make sure the word gets out. He added that Del Ekenbarger, a member of Willington Hill F.D. was injured in a serious vehicle accident approximately 3 weeks ago. He is still in serious condition and in good spirits. The Fire Department is making arrangements to support the family as he recovers.
Board of Education Chairman Wiecenski stated that the Cub and Boy Scouts will be camping out on the Town Green on September 15th and 16th as a recruiting event. Stop by to see what they do and perhaps sign up to become a Scout!
Selectman Littell stated that the next BOS meeting will be held on September 17th and encouraged everyone to attend. The average meeting usually sees about 5 people, and it would be nice to see more faces at our meetings.
First Selectman Mailhos motioned to adjourn the meeting at 8:08 p.m.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
Board of Selectmen
Town of Willington
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