BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting September 17, 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:
Robin Campbell asked to make the following amendments on the September 4, 2012 minutes (with apologies to Superintendent Harding): Page 5 5th paragraphs second to the last $395,000 should be replaced with $895,000 (Superintendent Harding has returned over $895,000 since he has been the Superintendent of Willington). Also, page 7 under good and welfare; 4th paragraph, should read Erika Wiecenski (remove Board of Education chairman).
Selectman Littell added that he would like clarification under the third item under good and welfare – one of the members of Willington Hill Fire Department.
Also, under the discussion of the Center School parking lot – third paragraph; second sentence should read that it was removed and replaced with grass. (Take out it had to be redone)
Selectman Littell motioned to approve the minutes of September 4, 2012 with the changes.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos motioned to approve the minutes of September 5, 2012 with the following changes: time should be changed to 7:00 PM.
Second to last sentence of the minutes should read “will change” (remove to have changed)
Selectman Littell seconded the motion.
Vote: 2 Yes (Mailhos & Littell) 1 Abstain (Blessington) 0 No.
First Selectman Mailhos moved to approve the minutes of September 12, 2012
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Present to Speak:
Mike Makuch, Assistant Chief of Willington Hill Fire Department stated he would like to comment on behalf of WHFD on the letter sent from Chief Millix regarding the Emergency Services Efficiency Committee. In light of the comments from a previous Board of Selectmen meeting when the letter was presented, Assistant Chief Makuch stated that he would like to assure the Board of Selectmen that he has put in over 10,000 hours in the past 29 years. He added that WHFD is here; they are participating and providing services. He went on to say that WHFD members do not always make the extra curricular activities and are not always gung-ho but they are trying to find the time to and coverage and sometimes find it hard to find volunteers. He added that they are still willing to serve on the committee if it continues on.
Christine Psathas thanked the crews for pruning the bushes and clearing around the Old Town Hall – it looks a lot better. She stated that there is a propane tank in back of the hall and wondered what the status of it is. Lynn stated that she doesn’t know who owns it and does not recall it ever being filled while she has been employed by the Town. She will look into it.
Chief Millix asked First Selectman Mailhos if she was aware if the DOT has decommissioned or abandoned the Jared Sparks radio tower. Assistant Chief Makuch stated that he has been talking with DOT and they are trying to move their radio communications on the State Police radio system. The last conversation he had with the DOT was that it hadn’t happened yet, and they might end up keeping the tower. Chief Millix stated if it does become available, it might be beneficial for the Town to use it in the future as a communication site which is needed on a public safety measure.
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 – a Public Hearing was held last week. Further audits will be done to assess heat loss ratios on the buildings. Another meeting will be held in November to present the final results.
*Old Town Hall Renovations – a Public Hearing will be held tomorrow night at 7PM.
*Turnpike Road – Phase I – the BOS will go to the BOF meeting on Thursday night to request appropriations.
*Transfer Station – the first S.W.A.C. meeting will be held next Monday at 6:00PM. Discussions will be held on what the committee will accomplish and also look at updating the ordinance.
*Reapportionment Committee- so far the plan has been updated by the State. A public hearing will be held on October 30, at 7PM at the Library.
Christine Psathas asked how the plan will be distributed and what type of paperwork will be allowed at the polls. First Selectman Mailhos stated that we cannot have the information near the polls. Ms. Psathas then asked whose responsibility it is to notice the public hearing. First Selectman Mailhos stated that it should be the committee, as it is not the BOS. Robin Campbell warned that it must be sent to the publication by October 18th in order to have it in on time.
*Union Contract Negotiations – meetings are ongoing.
Public Works:
Lynn reported the crews finished sweeping the chip seal route. The sweeper has been put away for the season as well as Hall’s Pond equipment. The Town Engineer signed off on the Center School parking lot last week. Crews continue to roadside mow and grade as well as work on drainage easements. The new waste oil tank and heater are up and running at the Public Works garage.
~Old Business
- STEAPGrant – Turnpike Road
First Selectman Mailhos stated that she would like to recap the Turnpike Road plans and she will be requesting to add a discussion to the Board of Finance meeting on Thursday evening. The discussion will be regarding the acceptance of the $400K STEAP grant and how it will be incorporated into the upcoming plans in phases.
First Selectman Mailhos clarified that we are currently at Phase I in the scope. One of the first issues that we came across was the lowest bid, which came in at $170,000 came in higher than the budgeted amount of $145,000. At that point “detail 1” was removed from the scope of work to bring the bid down further to $114,000. She added “Detail 1” includes a proposed cross culvert and liner for an existing culvert, plus the repairs to the roadway above the construction area. We are planning on adding “Phase 1/Detail 1” to Phase 2 when we get to that point.
The budget for Phase 1 is as follows: construction at the awarded amount includes materials, labor and traffic control: $114,100. Adding contingencies (boulder removal, tree removal, guardrail removal/replacement) is an additional 15 % (17,115) and Public Works will work on the guardrail removal and/or replacement at a cost of $2,000. Adding Engineering costs at $11,000 brings the total of Phase I to $144,215.
To work on “Detail 1”, construction was bid at $56,000. Other possible add-ons (ie: guardrail removal/possible replacement would be $1,000; Engineering; $2,000; Total cost would be at $67,400. First Selectman Mailhos added that Phase 1 and Detail 1 total $211,615 – leaving us to find an additional $66,615 to complete the original phase 1.
In the meantime, CIP has put aside $185,000 to be used for Phase II. $100,000 is coming from Capital reserve fund, and the remainder is coming from LoCIP funds, however there is only $55,700 in the LoCIP fund at this time. We will get another check of approximately $70,000; however it will not be until March. She added that we have some options and one of them would be to appropriate STEAP grant funds.
First Selectman Mailhos then reviewed Phase 2 project and budget: The Town Engineer has surveyed the area and is finishing up the plans. We will be ready to go out to bid on the project once some decisions have been made that may impact at least one property owner along the route. It is the pond that is on the corner of Balazs and Turnpike Road. There are a few different options of how to proceed, (The Town Engineer and Public Works Director will need to contact the property owner) for that reason, we do not have cost estimates yet. The engineering for this phase is estimated at $12,000.
Preliminary work has been done on Phase 3 and two major areas of concern have been identified by the Town Engineer and the Public Works Director. These areas include 1) a low spot that floods between Moose Meadow and Turnpike Road Extension, and 2) a spot that endures heavy icing between Turnpike Road Extension and the end of the road. While the remaining drainage work for this phase is likely to be minimal, these two sections provide unique challenges such as the presence of ledge and minimal shoulder to work with/around. Surveying and detailed plans have not been done yet. We do not have an estimate and no funds have been put aside in the CIP plan for any of the out-years.
Cost estimates for Phase 4 are based on the State Bid as of right now. If we were to do the repaving today, the total cost would be between $445,325.76, using 2" of new asphalt and $830,132.16 using the full depth reclamation/4.5". First Selectman Mailhos added that there are other options in between the two options mentioned that we can pursue as well.
First Selectman Mailhos stated that we need to decide which method we want to do and then go out to bid. We have requested an additional $500,000 in STEAP funding towards the completion of the entire project.
Folsom Construction, who was awarded the contract on Phase I, will begin the project next week. Lynn added that they have submitted the permits and the road signs went up last week. They will be in charge of traffic control during the construction.
First Selectman Mailhos reiterated that the Town will have to accept the project at Town Meeting as well as authorize her to sign the paperwork to accept and execute the STEAP funds documentation. She added that the STEAP grant is time sensitive and we will also need a Grant Administrator to manage the project.
Selectman Littell suggested that it might be in our best interest to use the money that is time sensitive (STEAP funds) first. First Selectman Mailhos stated that was her previous recommendation. She added that she believes the Board of Finance wanted more information at their meeting and suggested that they perhaps didn’t understand that the entire STEAP grant needed to be accepted, rather than a portion to fund the project as it goes along. She stated that she will go before them again with the details that she had just recapped. Kelly Trueb stated that her understanding that the BOF wanted to manage the funding as the project moves along.
New Business
- Emergency Preparedness Fund proposal
First Selectman Mailhos stated that the Town has received a check in the amount of $1,200. This is from participating in the Statewide Hurricane Drill in July. We will also be receiving another check for up to $2,800 from FEMA, which is based on the volunteer hours worked at the drill. She added that many of the hours add up from our CERT team working during that time. Stuart Cobb, Emergency Management Director was in attendance. He stated that we are unsure of what the amount of the second check will be. He is estimating at least $2,000 will come in from having the CERT Team on board during the drill. First Selectman Mailhos stated that the State is not telling us how to spend the money, however she feels it makes the most sense to put it into a fund that will help us better prepare for emergencies.
She added that our CERT Team has many ideas as to what can be done to help our community and she feels that is the way the money should be reinvested. Selectman Blessington asked if it cost any money to be involved in the drill. First Selectman Mailhos said there was a pretty minimal cost to operate that weekend; the Town provided a light breakfast each day and pizza for lunch on Sunday.
First Selectman Mailhos added that we also have received approximately $140,000 from FEMA related to the two big storms last year. She stated that the money spent during those storms came out of the different departments (Public Works, BOS, BOE and the Fire Department’s) operating budget and the money will go back into the General Reserve fund rather than replenish the various operating budgets.
First Selectman Mailhos stated that the CERT Team is just starting out, and they should have some seed money to get off the ground.
Selectman Blessington stated that he gets nervous because we spent money during those storms out of our reserve fund, and it should be put back, rather than open up a new line item with that money. First Selectman Mailhos stated that she was only thinking of putting a small amount of money in the new proposed line item, like $5,000. Stuart Cobb stated that there will be ongoing small amounts available for the CERT Team that comes from trainings and drills. The money will be able to fund various items for the CERTs, like attending seminars or purchasing equipment such as a pop-up tent or storage totes.
Christine Psathas asked the process of creating a line item for an emergency fund. First Selectman Mailhos stated it is an act of the BOF, and she has asked the Business Manager to write up the proposal to Board of Finance. She added that the Business Manager has requested for the auditor review it as well.
Selectman Blessington said these are nice things to have, but we are talking about with a large amount of money. He is afraid of creating a special fund that is dedicated that only the EMD and the BOS can authorize how to spend it. First Selectman Mailhos clarified that each year, it would be a budget item and the BOF can decide how much goes into that fund.
Chief Millix added that there should be a way to replenish the funds back to the departments (labor and material costs) that were spent during those storms. He stated for example that the Fire Department showed over budget after the storms. First Selectman Mailhos added that it was the timing of the storms and the reimbursements happened in a different fiscal year. Chief Millix clarified that if we keep having astronomical storms where we keep getting additional FEMA funding, (especially at over $100,000) the Town would begin to show a false inflation of funding.
First Selectman Mailhos quoted EMD Cobb who clarified that we are either preparing for the emergency or we are in the emergency and trying to mitigate it. She added that she is not looking to use these funds to mitigate any future emergency, but it would be great to have funding possibilities to add on emergency personnel, or to purchase dinner while emergency personnel is waiting out the storm, rather than taking the money out of our Operating Budgets when it has not been budgeted for.
Selectman Blessington stated that we are not a business where we spend the money on an emergency and then get reimbursed and figure out where to spend it when it comes in. He added that this will limit the use of money as far as the BOF goes. The money we spent during the emergency came out of the general reserve fund; he doesn’t see why the reimbursement shouldn’t go back into the general reserve. Stu Cobb stated this fund should still be created. The incoming checks for $1,200 and $2,800 and any additional funds can go in and out of the fund for the CERT team. He added that it can also help with shortcomings that we have had on the Emergency Management side. Kelly Trueb added that both Fire Departments do what they can to assure public safety, but neither department have resources to continue the
actions for preparedness. Selectman Blessington said it still needs to be prioritized – we could spend millions on many different things we need.
First Selectman Mailhos clarified that she is not looking to spend a lot of money. She is looking to set the guidelines regarding what we can do with the money. She gave an example that the Town Office Building does not have a generator, nor is there a plan to get one. She added that there are a lot of grants out there to get something like that but in most cases you would need to front the money first, or match the grant and it makes sense to have a fund so we can work quickly.
Lynn added during the last storm it was frustrating for the crews because they did not know how they were going to be able to get things, let alone pay for them(out of their general budgets) – and that was even before anyone knew we would be getting FEMA money. First Selectman Mailhos added that everyone’s budgets were impacted - the Board of Education kept custodial and cafeteria staff on during the entire outage as well as the Fire Department and TOB staff.
Selectman Blessington stated it feels as if we create this fund then we would be able to bypass the Board of Finance and buy whatever we think we need. First Selectman Mailhos clarified that she is only thinking about creating a fund with $5,000 - not the entire FEMA reimbursement. Christine Psathas stated that she agrees that there should be a separate fund. As a resident and taxpayer, she would like to have the special fund created with the extra money that we are getting as a bonus for attending the drill.
Kelly Trueb added at the next monthly CERT meeting, the team would like to make signs that are ready to go in the event of an emergency, but they do not have any material, or money to purchase anything to make the signs.
Lynn Nicholls said that we should re-activate the community boards that are located around town and start using them again.
Selectman Littell stated that the BOE returned $177,000 BOS returned $52,000 and FEMA reimbursed us $140,000. We are looking at $370,000 being returned to the Town’s general fund overall – and people were worried about deficit of trust? He added that the money was spent, reimbursed and then given back, that is a lot of money. He added that he agrees with the concept that the money should be reimbursed to the operating budgets where the money was allocated from when the reimbursement happens within the same fiscal year. If the reimbursement happens after the close of the fiscal year then there is no way to go back and replace the money into the operating budgets so it has to go into the general fund. He then asked why we don’t have a process where we have the BOF call an emergency meeting to
appropriate funds in the event of a major emergency.
First Selectman Mailhos stated that she plans to go before the Board of Finance on Thursday to make the request to create the fund and will ask for $5,000 to seed it. She will firm up the guidelines for the fund prior to the meeting.
Kelly Trueb stated that there will be another CERT Training at the CT Fire Academy in two weeks.
Good & Welfare
Mike Makuch gave an update on Del Ekenbarger, the WHFD member who was involved in the serious accident on Route 74 a few weeks ago. Mr. Makuch stated that Dell has had many surgeries thus far and will be going in for another surgery to repair the fractures in his leg. He has had a skin graft done for his arm, which was badly burned; and Doctors are seeing encouraging results on his hand that was severely damaged. If the surgery goes well tonight, he will be moving to rehab soon.
First Selectman Mailhos mentioned there was an article in the August 2, 2012 Reminder about Randall Nelson, who is a Willington resident. Mr. Nelson re-cast the Jonathan Trumbull statue for the Old State House.
First Selectman Mailhos thanked Ed Miller for helping out the Town and the Federated Church members for repairing the electric box on the green the night before the flea market. It was realized the day before the flea market that the box (that powers most of the electricity for the flea market) was not working. Mr. Miller worked on the box late into the evening to get it up and running.
Sadly, First Selectman Mailhos reported that long time resident, Nicole Marley passed away over the weekend. Services will be on Thursday.
Bob Wiecenski thanked the Public Works crews for mowing around town. He stated that it looks great.
Lynn said the Public Works truck was number 13 at the 13th annual Wishes on Wheels convoy this past Sunday. Lynn said this may be the last year they hold the event at the Fed Ex terminal in Willington as the chairperson is stepping down. Lynn added that in the past 12 years they have held the event, they have raised over $748,000.
Selectman Littell stated that the annual car show will be held on September 29th on the Town Green.
The boy Scouts held a camp out on the green this past weekend.
The Annual Willington Hill Chicken Barbeque will be held on October 14th. Kelly Trueb stated that she has tickets available and they are $10 per ticket.
First Selectman Mailhos motioned to adjourn the meeting at 8:10 p.m.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
| 
