BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting June 3, 2013
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 moved to approve the minutes of May 6, 2013.
First Selectman Mailhos seconded the motion.
Vote: 2 Yes (Mailhos & Littell) 0 No, 1 Abstain (Blessington)
Selectman Blessington moved to approve the minutes of May 20, 2013 with the following amendment: page 2, status report – senior van: replace the word “he” with “the”.
First Selectman Mailhos seconded the motion.
Vote: 2 Yes (Mailhos & Blessington) 0 No. 1 Abstain (Littell)
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 –The tax agreements were signed last week. The lease is almost ready for signature; (possibly as early as tomorrow) once it has had a final review from the Town Attorney.
*Old Town Hall Renovations – Bid documents have been prepared and are being reviewed between the Architect and Town Engineer. The plan is to have the bids go out by July 1st.
*Senior Van – A test drive was held a few weeks ago and the van was found to be exceptional. WRTD held a board meeting and has agreed to sell the van to the Town for $1. Once WRTD receives a release from the State, the van will be signed over to the Town.
*Turnpike Road Phase I & 1A – Lynn stated that the guard rails have been completed and the project is officially done.
*Recording Secretary Job Description / Pay Rate – First Selectman Mailhos will try to bring it up tomorrow night at the Planning & Zoning public hearing at present to speak.
*DEMHS – State Wide Drill – Will be held on Thursday, June 20th and Saturday, June 22nd. The Town of Willington will activate the EOC on Thursday, June 20th to simulate a severe ice storm drill.
*Public Works / Assistant Transfer Station Operator Position – we are still trying to work out the details with the employee Union representatives.
Public Works:
Lynn reported that the crews have finished sweeping and have begun road grading and sightline mowing.
New Business
Ethan Griswold was invited to the meeting to discuss interest in filling a vacancy on the Economic Development Commission. EDC Chairman, Kim Kowaylshyn and member, Tom Trieber were also present. Mr. Griswold is new to Town. He feels that his business background might be helpful for the Commission and he is looking forward to meeting other community members.
First Selectman Mailhos moved to appoint Ethan Griswold as a regular member of the Economic Development Commission, effective June 3, 2013; with an expiration date of January 1, 2015.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos moved to refund $161.39 to GMAC; Bloomington, MN for a sold vehicle credit.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos opened and read the three bids received:
-High Grade Gas Service: .20 over supply.
Labor rates: $99 regular hours; Off rates : $149; after hours, $250 with a $50.00 trip charge.
-E. Osterman Propane the cost of propane at Selkirk plus a markup of .25 cents (written as “twenty cents”).
Labor rates: $99 per hour; after hours: $148.50 with a $55 trip charge.
-Northeast Oil & Propane: fixed price of $1.539 per gallon plus any applicable tax.
Labor rates: $99 per hour during normal hours (M-F) any call after 3PM or weekend shall be $148.50 per hour plus travel time.
Because the Selectmen had questions regarding the details of the bids, First Selectman Mailhos stated that we need to get clarification and we will table the decision until the next meeting.
- Bus Lot improvements on Route 320
First Selectman Mailhos stated that she wanted to begin the discussions on this project because it is on the CIP plan and the Board of Education has recently renewed the bus rental contract. Lynn said she talked to the bus company and is looking for a trailer that we can purchase, rather than a lease. She also has checked the measurements and found that there is a concrete slab underneath the current trailer. Lastly, she stated that we will need to figure out who will be responsible for disconnecting and replacing the antenna (for the radio communications) from the old to the new unit.
First Selectman Mailhos said it would be ideal to find a trailer that has the exact footprint as the one that is there now. She added that even though the BOE has renewed the contract, the Town will have a separate contract for the rental of the property and we might be able to negotiate the rent, once the new trailer is in place, noting that we have never raised the rent on them since it first took effect.
- Jared Sparks Road radio tower site
First Selectman Mailhos recapped a prior meeting where WHFD Assistant Chief Mike Makuch had mentioned that the property was going to be abandoned by the State and suggested that the Town take it over to house emergency communications for the fire departments. First Selectman Mailhos received an email from WHFD Assistant Chief Makuch that has information on the property. The email notes there would be no charge to the Town, if it were to take the property over. Selectman Littell stated that the email was vague and suggested that First Selectman Mailhos look into it a bit further. Kelly Trueb stated that it was reported to WHFD members that testing was recently done on the structure on what it could support and the tests came back favorably. She added that it was also mentioned that the State would be
taking the generator from the site, once it is abandoned.
First Selectman Mailhos explained the process to request a take over of the property; it would consist of drafting a letter of interest of acquiring it (at no charge). At that point we would need to fill out some paperwork. She added that we need to make sure we have the right plot information. She also noted that Chief Millix was in agreement (at a prior meeting where it was discussed); that the site would be good for both Fire Departments to house their communications.
Selectman Littell warned that we don’t want to acquire something that is going to end up being a liability and he added that he would like to see the documentation that Ms. Trueb mentioned (the testing that was recently done) at the site prior to moving forward. First Selectman Mailhos will look into getting further information on the property.
- Mass Gathering License waiver request
First Selectman Mailhos stated that a “Zombie Run” obstacle course event is in the planning stages. The event would be held in July on a commercially zoned property on Village Hill. First Selectman Mailhos recapped a meeting that was held back in January , which consisted of the applicant, Fire Marshal, Chief Millix, First Selectman Mailhos, the interim Zoning Agent, EDC members, Health Department, Building Official and the State Police. At the meeting, discussions were held on what was needed from the applicant to be able to hold the event. An application for a liquor permit will be received at the P&Z meeting tomorrow night. First Selectman Mailhos warned that there may not be enough time because the event is planned for July 27th, adding that our Zoning Agent has repeatedly
told them that they needed to get the information submitted early, in order for it to go through. In the meantime, the contact person for the event emailed First Selectman Mailhos, requesting that the BOS waive the requirement for the mass gathering license. The email also notes State Statutes regarding the request. First Selectman Mailhos stated most of the requirements fall under the Health Department’s jurisdiction, and she has already been in contact with them. She added that they also have to go before the Zoning Board of Appeals first and then to the Health Department; so it would be redundant for the BOS to follow up on this request. First Selectman Mailhos added that she has also forwarded a copy of the request for the Town Attorney to review. Ralph Tulis warned that the First Selectman must consult as the local police authority. First Selectman Mailhos clarified that the applicant has submitted an enforcement plan that includes
State Police, adding that she has not been given anything to sign off on as of yet. The deadline is 20 days prior to the event, so there is still time. First Selectman Mailhos said she would like to see what happens at the meeting tomorrow night. Lynn suggested having them post a bond in the event that Town property gets destroyed during the event.
Kelly Trueb said someone needs to be responsible to make sure that the applicant has followed all of the requirements and paperwork is filled out before the event happens. EDC Chairman Kim Kowaylshyn said that the applicant has waited a long time to get the paperwork going, especially since the kick off meeting was held in January. She added it is almost like they are trying to sneak something at this point. Kelly Trueb agreed adding that it is ironic that it is the second year in a row that that the same facility is trying to hold an event like this and they don’t seem to care.
First Selectman Mailhos clarified that the applicant has been in constant contact with herself and the Zoning agent and they seem to be on track. Discussion was held on how many people would be in attendance, and it is unclear at this point. The application states 7,500 people (3,000 cars).
First Selectman Mailhos stated that we will wait and see.
Old Business
- Fire Department Consolidation
Robin Campbell has contacted the two F.D. Chiefs to set up a meeting. Chief Snyder stated that Mondays are not good for him. Discussion was held on meeting dates. The two dates chosen are: June 18th or July 9th at 6:00 PM. The meeting is forthcoming.
Good & Welfare
First Selectman Mailhos reported that our Revenue Collection Department has surpassed last year’s quota for tax collection: 99.44%. Last year at this time they were at 99.12%. She added that they haven’t had a collection rate this high since 2005. She added that most of the people who have not paid are on a payment plan and our Tax Collector will work with anyone who needs to get on a payment plan. She congratulated them on a job well done.
First Selectman Mailhos reminded everyone to get out and vote on June 11th which is a special election to fill the State Representative seat.
Ralph Tulis expressed condolences to the family of Elsie Norval, who passed away last week. She was in her 90’s.
First Selectman Mailhos thanked Selectman Blessington for his speech at the Memorial Day ceremony.
Selectman Blessington stated he would like to see Willington Day go back to being held on Monday. He feels that people don’t want to commit to taking two days out of their weekend to attend both events. First Selectman Mailhos stated that the Committee found it better to hold it on Saturday because many of the performers in the parade are also responsible for setting up booths for Willington Day. They cannot be two places at the same time. She added that the Willington Day committee is looking for more members and suggested that it might be better to hold it on a different weekend altogether, as many people go away during the Memorial Day weekend.
Robin Campbell congratulated First Selectman Mailhos for completing the Boston Tough Mudder over the weekend.
Kelly Trueb stated that Willington Hill Fire Department has a new Deputy Chief, Bobby Knight.
The meeting was adjourned at 7:40 P.M.
Respectfully submitted,
Robin Campbell
Recording Secretary
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