BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting October 1, 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: Selectman Blessington, Lynn Nicholls and residents. Selectman Littell was absent.
First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
Robin Campbell asked to have the following edits made to the September 17th meeting, per Business Manager, Donna Latincsics: page 4; Emergency Preparedness fund proposal; second paragraph – last sentence should read: money will be recognized as revenue in the funds that incurred the related costs. And last paragraph replace reserve with General (omit fund).
Page 5: add the following sentence at the end of third paragraph to read: Although the reimbursement happened after June 30, the reimbursement was recognized as revenue during fiscal year 2012 in the funds that incurred the related costs.
Paragraph 5: general reserve should read General Fund (remove reserve) in the third sentence.
Selectman Blessington added under the First Selectman Status Report should read under *Reapportionment Committee should read: so far the plan has been approved (remove the word updated)
First Selectman Mailhos motioned to approve the minutes of September 17, 2012 with the amendments
Selectman Blessington seconded the motion.
Vote: 2 Yes (Mailhos & Blessington) 0 No.
The minutes of September 25, 2012 will be tabled until EDC and P&Z have had a chance to comment. Discussion was held on who should to approve them. First Selectman Mailhos felt it should be the Board of Selectmen, but we will get comments from the other boards.
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:
*Senior Housing Phase III – Senior Housing Cottages: It turns out that the Housing Authority was not able to get bank sponsorship for the funding application by the deadline. They will continue to seek funding. In the meantime, we will finalize the lease and tax agreements. This will not be as time sensitive as anticipated. When it is time to go, we will be ready.
*Performance Contracting – Additional work is still being done and a presentation will be held in November or December to discuss the findings.
*Old Town Hall Renovations – A Public Hearing was held a few weeks ago and the final report is forthcoming. The BOS will then determine how to move forward to best spend the STEAP funds.
*Turnpike Road – Phase I – Work is beginning this week and a Town Meeting will be called to request the appropriation of $400,000 STEAP grant funds for future phases.
*Transfer Station – The first S.W.A.C. meeting was held last week. The Commission will look at the existing ordinance and will discuss possible changes at the next meeting.
*Reapportionment Committee- The Public Hearing will be held on October 30th, however there is an uncertainty of who will be warning the hearing. Christine Psathas (a member of the Reapportionment Committee) stated that she was under the impression that the Chair of the Committee should post the notice. She added that the question came up with how the text of the explanation for the plan should be posted and it should be posted somewhere in the polling place. Ms. Psathas stated she would contact the Committee Chairman for clarification. First Selectman Mailhos stated that she was at the last meeting, and it was decided that they were not going to go that route simply because the explanation would need to be drafted by an attorney and there is no funding to support attorney’s fees. Selectman
Blessington stated that each political party could have the explanation at their booths outside the polls. First Selectman Mailhos added that a copy of “the Plan” can also be found in the Town Clerk’s Office. Ms. Psathas stated that she will let the Town Clerk know that they have decided not to have any type of explanatory text at polling place.
*Union Contract Negotiations – meetings are ongoing.
Public Works:
Lynn reported that the crews are roadside mowing; working on sediment ponds and drainage easements. They were also putting up posts on Latham Road as well as the small items on the “to do” list.
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New Business
First Selectman Mailhos stated that the CIP requests were due today, however she got permission from the Business Manager to present the requests at the meeting prior to submittal. First Selectman Mailhos stated that many other departments will also be submitting requests as well and the CIP Committee will meet to determine the importance and priority of the projects at a future meeting.
The following projects will be submitted from the BOS for consideration:
- Computer upgrades ($7,000): There are 7 computers in various departments that are in need of upgrades: 2 in Finance; 2 in Land Use; 2 in the Assessor office and 1 in the Selectmen’s office. First Selectman Mailhos added that the computers on this list are between 6 and 7 years old and stated that they are needed. We do not want to incur the expense to our operating budgets and the BOF discourages purchases at the end of the fiscal year (if there is money left over); so we are left between a rock and a hard place, thus leaving us with old equipment. Selectman Blessington added that he believes we do not spend enough on computers and we should put this in and do so every two years.
- Generator for Town Office Building ($50,000): First Selectman Mailhos came up with this idea during the Emergency Planning discussion. She added that during Storm Alfred, the TOB was out of power for 6 days and as a result, the Town Office functions (payroll and tax collection to name a few) needed to be relocated to Hall School during that time. Elections were also going to be held that following Tuesday and the Registrars were not certain if this building would even have power by then. If we were to have a generator to power this building, we could keep essential functions of this building up and running and perhaps run a warming station in the old senior center space if needed. First Selectman Mailhos added that we will also seek grants to offset the costs.
- Town Office Building Roof replacement ($40,000): This project was approved and committed for FY2012-2013. It is being resubmitted so it does not fall off the list.
- Town Office Building Basement Storage ($30,000): This request is to extend the finished cement storage area in the side entrance to the basement at TOB and add a dehumidifier for climate control. We already have a finished area with a cement floor and walls and dehumidifier in the first room. This is where Finance keeps their files. In back of the finished room is another unfinished area with a dirt floor that sometimes collects water. There are a lot of P&Z files sitting on a wood pallet; however the files have begun to decay. First Selectman Mailhos added that we need a safe area to store the files that we are required (by the State) to keep. She has estimated that the area is approximately 30’ x 30’.
- Old Town Hall Renovations ($40,000): An assessment was recently completed by the architect and several issues have been identified that need to be addressed within the next year. Although we received STEAP funding to fund the repairs, the STEAP funding will not cover everything, thus the additional request.
- Town Office Building Space Study ($20,000): The work, storage, meeting and recreation space is limited in this building. First Selectman Mailhos would like to have a professional evaluate the building and provide recommendations to maximize the space in this building. She added that she feels it would be ideal to have all of the office functions on one level for convenience to the residents.
- Town Energy Savings Investments ($10,000): Siemens is currently conducting a large –scale energy audit for several Town Buildings. If the Town decides not to follow the recommendations that come of the audits, we will have to pay the cost of this audit. If the Town decides to move forward with the recommendations, the audit will then be configured into the cost of the renovations.
First Selectman Mailhos then briefly presented the Public Works’ CIP requests for upcoming FY 2013-2014; most are repeat requests that have been discussed for years:
Replace Holder Mower: ($80,000) Replace Ford Tractor: ($98,000)
Replace backhoe: ($125,000) Replace sweeper: ($85,000)
Renovations for PW Garage: ($12,000) Turnpike Road; Phase 2: ($185,000)
Bus Lot Renovations ($30,000) Michalec Road realignment ($11,000)
Village Hill Drainage 1&2: ($15,000) Polster Road Bridge: ($20,000)
Battye Road: ($5,000) Kollar, Sharps Mill & Luchon Road intersection: ($15,000)
Hockla Farms Road: ($8,000) Upgrades to Trash Compactor at Transfer Station: ($9,000)
First Selectman Mailhos stated that last year we had requested each of the Town Committees to nominate members to sit on the Committee, and terms were also set up for the Commission members. Two members terms will expire soon and we will send them a letter to ask if they are still interested in serving on this committee. She added that she would also like to open the invitation to the Democratic Town Committee once again. Last year, the DTC did not send any names; they sent a letter stating that they did not believe there should be a CIP Committee.
First Selectman Mailhos stated it would be good to have some nominations sent from the DTC. She stated that it is her opinion that this committee is very important and she does not want the members of the DTC to feel that they are not welcome to serve on it. Lynn Nicholls added that she thought this year has been very productive holding meetings at the various sites on the list. They met at Turnpike Road, Polster Road Bridge, Public Works and Willington Fire Dept. #1 to name a few. First Selectman Mailhos added that it was also helpful to have detailed minutes posted from the meetings. She stated Chairman Patton did a great job keeping the meetings moving and organized.
First Selectman Mailhos moved to read the call of the Town 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 Tuesday, October 16, 2012 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 $35,000 in fiscal year 2012-2013 and $65,000 in fiscal year 2013-2014 from the Capital Reserve Fund , Account #1-04-4019 for the purpose of the State mandated physical Revaluation.
ITEM II
To see if the Townspeople, on the recommendation of the Board of Finance, will authorize the appropriation of $400,000 from the Capital Projects Fund, Account # 03-3057 for Turnpike Road drainage improvements, road repairs and resurfacing to be reimbursed by the Small Town Economic Assistance Program STEAP Grant Project #12OPM5200BJ.
ITEM III
To see if the Townspeople will adopt a resolution authorizing the First Selectman to enter and execute all documentation for STEAP Grant Project #12OPM5200BJ as presented at the Board of Selectmen meeting on October 1, 2012.
Dated at Willington this 1st day of October, 2012
Selectman Blessington seconded the motion.
First Selectman Mailhos stated that normally, the Resolutions are adopted at Board of Selectmen meetings, however the requirement from OPM states that the Resolution should be adopted by the Legislative Body, therefore, we will incorporate it in this meeting. Robin Campbell stated that copies of the Resolution will also be available at the Town Meeting.
First Selectman Mailhos then read the resolution mentioned under ITEM III:
“RESOLVED, that Christina B. Mailhos, First Selectman of the Town of Willington is hereby authorized to accept on behalf of the Town of Willington, a Connecticut STEAP Grant # 12OPM5200BJ in the amount of $400,000 for the purpose of drainage improvements, road repairs and resurfacing on Turnpike Road and
“FURTHER RESOLVED, that First Selectman Christina B. Mailhos is hereby authorized to enter into and execute any and all agreements, contracts and documents necessary to obtain STEAP Grant #12OPM5200BJ with the State of Connecticut.”
Vote: 2 Yes (Mailhos & Blessington) 0 No.
Good & Welfare
First Selectman Mailhos noted that Saturday’s car show was well attended and was fun. She added that it was the 10th annual show. Lynn Nicholls said that the cars did not have problems parking on the green, despite the rainy weather from Friday.
Kelly Trueb gave an update on Del Ekenbarger. Del has been moved from Hartford to New Britain Hospital of Special Care. He has had many surgeries thus far and is now beginning the rehab process.
First Selectman Mailhos mentioned that the Selectmen’s office has received some phone calls regarding the trees that were recently cut at Hall School. She clarified that CL&P has been working along Route 32. Last week CL&P went to the school and met with the Principal, Superintendent and Head Custodian and informed them of the list of trees that they were going to cut. Superintendent Harding also contacted First Selectman Mailhos via telephone to inform her. CL&P assured Hall School staff that they would save what they could, but it ended up that many trees were cut down. First Selectman Mailhos added that it is sad, and in the future she asked CL&P that they must give us more of a warning. CL&P’s answer was they needed to move quickly, and if they were to
wait it could have ended up costing the Town for the removal.
Selectman Blessington added that they are not taking trees down just because it is fun – there are safety issues. Lynn Nicholls clarified that many of the trees were stressed by Irene as well as Alfred and many of them are considered hazardous. She added that we are lucky that CL&P has come in to do the work, rather than having the Town pay for it. First Selectman Mailhos added that CL&P does not have plans to cut or prune any trees on the Town Green on Route 74.
The meeting was adjourned at 7:45 P.M.
Respectfully submitted,
Robin Campbell
Robin Campbell
Administrative Assistant
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