BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting June 17, 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: Selectman Blessington, Lynn Nicholls and residents. Selectman Littell was absent.
First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
Selectman Blessington moved to approve the minutes of June 3, 2013.
First Selectman Mailhos seconded the motion.
Vote: 2 Yes (Mailhos & Blessington) 0 No.
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 Lease Agreement is being reviewed by the Town Attorney. It is expected to be completed and signed this week.
*Performance Contracting – Jerry Drummond from Siemens has worked up a new design solution with new cost projections. A public hearing will be held soon to present the final plans.
*Old Town Hall Renovations – being reviewed. It is hopeful that the bids will still go out by July 1st.
*Senior Van – we have not yet heard from WRTD; they were waiting to get a release from the State before signing over to the Town.
*Turnpike Road, Phase I – complete and has been removed from the list.
*Recording Secretary Job Description / Pay rate – First Selectman Mailhos discussed at the last Planning and Zoning meeting. The P&Z Commission seemed like they are not interested in making any changes. They are happy with the way things are. The next step is for the Board of Selectmen to decide.
*Fire Department Consolidation Consideration – The June 18th meeting has been rescheduled to Tuesday, July 9th at 6PM.
*Personnel Policy Review – First Selectman Mailhos has begun making edits to the policy and is hopeful to have the changes incorporated by the end of the summer.
Public Works:
Lynn reported that the crews are working on storm water drainage and mowing. They will be putting the raft in Halls pond on Wednesday (which does not open until Saturday). The stormwater drainage project due date has been pushed out until Monday, June 24th. Lynn added, despite the rain, we have had very little drainage issues around Town.
New Business
- Insurance Presentation – CIRMA
Fiona Porto and Steve Bixler, who represent CIRMA presented the CIRMA insurance plan. First Selectman Mailhos asked Mr. Bixler to explain how CIRMA is different than MIRMA. CIRMA was formed in 1980, funded by a group of 16 people. Selectman Blessington asked if they have every had an assessment. Mr. Bixler replied no; rather than giving assessments, they pay back equity distributions to their members. He then added that they don’t talk about assessments because their financials (which is made up of a reserve, a surplus and reinsurance program) are strong, noting that right now they have the highest surplus/reserve that they have ever had.
Selectman Blessington asked if there is any limit on who can serve on the Board of Directors. Mr. Bixler said that the CIRMA board is made up of CEO’s of municipalities who are involved in the program. Lastly, he reiterated that it is a Risk Management service. Ms. Porto noted the rate stability over time; CIRMA does not fluxuate; they may not be the lowest cost but they keep the stability.
- Insurance Presentation - PHH
Kristin Guglielmo of Penny Hanley & Howley stated that we have been in a soft market for quite some time but now are beginning to see a hard market move in. She added that she saw an increase of $30,000 compared to last year’s rates because of this.
Ms. Guglielmo stated that there are advantages of working with an independent agency, noting that PHH has 8 or 9 municipalities signed on with them and have been working with municipality insurance since 1998. Independent agencies also have access to get more quotes from other markets, noting that she had quoted other markets but they did not have the right fit for Willington.
Ms. Guglielmo is presenting two quotes from Trident/Argaunot (what the Town currently has) and Traveler’s/W.H. Greene. She presented a coverage comparison between the two quotes. Lastly, she added that PHH has the capability to work with CIRMA as well.
First Selectman Mailhos thanked both for attending and presenting and asked the Business Manager to work up a chart to compare the quotes and present a recommendation to the Board of Selectmen.
First Selectman Mailhos stated that the Solid Waste Advisory Committee has been working hard and effectively and has come up with the first draft of a proposed ordinance. She added that the proposed ordinance is based off of the first ordinance when the Transfer Station was first built. She noted that changes have been made within the past 5 years; when commercial haulers were deemed un-authorized to use the Transfer Station. Sections that are most different are the ones who has access to use the Transfer Station and authority of the Transfer Station. First Selectman Mailhos added that there is also an appeal process in the ordinance as well. The fee description has been modified slightly from “there will be no fee for household trash” changed to the Board of Selectmen have the authority
to set and change fees as it deems appropriate but only after a duly warned public hearing . Peter Tanaka (a regular member of the SWAC) stated that he was the only one against changing that. Selectman Blessington said he was involved the last time [when discussions were held on charging for the Transfer Station] and the fear that we would chage by the bag or sticker. Once you have it in there, it is easy to raise it a dollar or two each year. He added that we are at a point now where we need to keep up with other Towns.
First Selectman Mailhos stated that the proposed ordinance is available to view and will put it on another agenda for a formal discussion. Once the entire Board of Selectmen review and agree, it will go before Town Meeting.
- Early Retirement Plan discussion
First Selectman Mailhos stated that we have a new Union contract in place and some of the changes that have been made effect new employees. The longevity payments have been eliminated and sick payouts will now be less. Some of our current employees have been here a long time and some have pension plans. This means that “new” employees will cost less to employ over time and it might be in the Town’s best interest to offer an early retirement program. Ideas were discussed. Selectman Blessington said he would like to see a clause added for whoever takes retirement is not employed by the Town again. He added if we can save a considerable amount of money, it might be worth looking into. First Selectman Mailhos is going to bring it up with the Board of Finance at their next
meeting.
Old Business
Robin Campbell explained the difference between Selkirk and supply as narrated by the bidders. Selkirk is priced at the hub and supply is controlled at the contractor’s supply point. Discussion was held on the labor rates. High Grade Gas Service trip charge was the lowest at $50 per trip charge. Next year we will request for a flat rate.
Selectman Blessington moved to accept the bid from High Grade Gas Service as per their bid of .20 over supply.
First Selectman Mailhos seconded the motion.
Vote: 2 Yes (Mailhos & Blessington) 0 No.
- Fire Department Consolidation
No discussion was held. A meeting will be held on July 9th between the two Fire Chiefs and the Board of Selectmen.
First Selectman Mailhos stated that we have aquired the purchasing card policy that the Town of Mansfield currently has in place. Our Business Manager is looking over the draft and is also looking for a vendor to work with. She will then present the program at a future BOS meeting.
- Assistant Transfer Station Operator
First Selectman Mailhos said has been a lot of communications back and forth with the union and an agreement has finally been reached, however nothing has been signed yet. The Union has agreed that the A.T.S.O. position will be a 16 hour per week position; Saturday and Sunday only. First Selectman Mailhos stated she is just waiting for the Union Representative to sign the agreement and we will begin advertising the job.
- Jared Sparks Radio Tower Site
First Selectman Mailhos stated that she began an email tree to both Chief Millix and Chief Snyder to get input. In the meantime, Chief Millix had corresponded back and stated that both departments had since received permission to use the newly proposed cell tower on the Becker property on Route 74, which is down the road from the Jared Sparks site.
WHFD Assistant Chief Makuch stated that many years ago a rumor came out that DOT was going to be removing their radios from that site and was going to abandon it and thought it would be perfect to host the Fire Department radio communications. He added that he had taken months to find the right people to talk to at the State agency to get more information on the property. Then a few months ago, Chief Millix had mentioned that the property was going to become available at a Selectman’s meeting, this is when Assistant Chief Makuch began looking into acquiring the property again. In the meantime, the tower on the Becker property had come up and permission was granted to add the communications on the new tower. Assistant Chief Makuch clarified that it still made sense to him to pursue the Jared Sparks
site, because after three failed attempts of getting their equipment on other towers, this one is affordable and he would hate to walk away from it after putting so much effort into it. He added if the Town owned it, the Town would have control over it. Discussion was held on the dimensions and access to the property. First Selectman Mailhos added that the acquisition seems easy enough; just some paperwork and a $500 fee.
Selectman Blessington said he wonders what would happen if the Town doesn’t take it. If another cell tower company doesn’t take it, who will? For the minimum cost, he thinks we should grab it.
Selectman Blessington moved to have the First Selectman be empowered to pursue the acquisition of the property; parcel 28-027-0A on Jared Sparks Road.
First Selectman Mailhos seconded the motion.
Vote: 2 Yes (Mailhos & Blessington) 0 No.
- Bus Lot Improvements on Route 320
Lynn stated that she has been looking for a replacement trailer for the bus lot. She stated she cannot find an 8’ x 28’ size trailer to fit the slab/footprint that is currently there. The size that is available is 8’ x 32’. She added that larger size trailer is more affordable, but we might have to work up a new site plan because of the size. She added that she has begun to get prices for switching over the electrical/ plumbing and septic hook ups.
- Mass gathering license waiver request
First Selectman Mailhos stated since the last meeting, our Zoning Agent has received the application and has forwarded to ZBA and Health Department for their review. WFD#1 Chief Millix has been preparing details for the EMS. A meeting will be held tomorrow morning involving the State Police, DOT, Town Engineer, Zoning and the First Selectman to discuss the traffic situation.
First Selectman Mailhos explained to the residents that Wilderness Lake Campground is applying to hold an obstacle race on the property that includes people dressed up like zombies. It is expected that thousands of people will attend. So far the applicant’s plan for parking is to be in the Schofield lot on Schofield Road and a shuttle bus will transport people to the campground. Discussion was held on how traffic might be handled that day. First Selectman Mailhos suggested that the event planners need to notify the residents of what will be happening that day. She added that it won’t just be runners, people are going to be dressed up as zombies as well. The public hearing is scheduled for next Thursday, June 27th. First Selectman Mailhos stated that there are many issues that
still need to be addressed and she encourages everyone to attend the public hearing. Selectman Blessington expressed concern that the applicant is starting the process somewhat late. Kelly Trueb asked how much will our businesses will really benefit, as it is only one day. Mike Makuch added that the vendors who are going to benefit are those who follow this type of event and set up on the property. The town is going to have to hire Zoning agents to enforce; how much will the Town really benefit? First Selectman Mailhos wants to get the concerns to ZBA for their meeting tomorrow night so the event coordinator can get them addressed as soon as possible. The event is scheduled to be held on July 27th.
Good & Welfare
First Selectman Mailhos informed everyone that the Town of Willington will be participating in the State Wide Drill on Thursday, June 20th. The drill will be to prepare for a severe ice storm.
First Selectman Mailhos said that Claudia D’Agata has announced she is retiring. We have had more than one internal candidate interested in the position.
The Willington Day Committee met last week. Willington Day Chairman, Jennifer Jeffreys is looking to retire. The Committee is also looking for more members in addition to a new Chairman. If anyone is interested, they are asked to contact the Selectmen’s Office. First Selectman Mailhos added that the Committee also discussed moving the day back to Monday, as requested, but the Committee decided that Saturday was a better day to have it as the Veterans expressed concerns for holding it on that Monday and the members of the Committee have other commitments.
The meeting was adjourned at 8:26 P.M.
Respectfully submitted,
Robin Campbell
Administrative Assistant
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