Town Office Building June 24, 2013
Selectmen’s Conference Room 4:15 P.M.
First Selectman Mailhos called the meeting to order at 4:30 PM with Selectmen Littell & Blessington, Business Manager Donna Latincsics and residents.
- Award 2013-2014 Insurance contract
Business Manager Donna Latincsics presented an analysis of the bids that were submitted from CIRMA; Travelers/WH Greene & Trident/Arganout; which were quoted from Penny Hanley & Howley.
Workers Compensation quotes were as follows:
CIRMA $75,413
Trident: $90, 479
Travelers/WH Greene: $160,567
Liability/Auto/Property quotes were as follows:
CIRMA: $66,472
Trident: $71,452
Travelers:$72,096
Total packages: WC and LAP:
CIRMA: $141,885
Trident: $161,931
Travelers/WH Greene: $232,663
Donna recapped CIRMA’s offer for Town and BOE coverage, which is a rate-stability program; based on a three year agreement. The rate stability is guaranteed not to increase the Town’s plan by a maximum of 3% each year (plus material exposure changes). This plan would also help with budget planning. Selectman Blessington questioned what material exposure changes means. Donna answered it is for newly added vehicles or buildings; whereas the rates might then change.
Donna added an additional option where the Town could keep PHH as an agent and still go with CIRMA. The fee would be an additional $9,500. The last option is for volunteer insurance. Donna noted that it is outside the scope of service that CIRMA provides. Both agencies offer a volunteer insurance policy at the same cost.
Selectman Blessington moved to award the Worker’s Compensation insurance to CIRMA for $75,413 as per their bid; effective July 1, 2013; expiring June 30, 2014; Insurance coverage with CIRMA will continue in effect for three policy years: July 1, 2013 expiring June 30, 2016 and will not exceed a maximum of 3% plus material exposure changes.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Selectman Blessington moved to award the Liability/Auto/Property insurance to CIRMA for $$66,472 as per their bid; effective July 1, 2013 expiring June 30, 2014; Insurance coverage will continue in effect for three policy years: July 1, 2013 expiring June 30, 2016 and will not exceed a maximum of 3% plus material exposure changes.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
First Selectman Mailhos moved to award the Volunteer Liability Insurance to Penny, Hanley & Howley for $456.50 as per their bid, effective July 1, 2013; expiring June 30, 2014.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
- Award Public Works Storm water Improvement contract
First Selectman Mailhos stated that this project (Stormwater improvement for Publics and Transfer Station) has been on the CIP plan for many years. It was reduced on the CIP from $60,000 to $30,000 with the thought of doing each of the facilities in stages; having the $30,000 budget cover the Public Works area. She added that we as a Town should be working towards having the storm water drainage plan in process as per DEEP requirements and this is the year that the funds were earmarked to be used for the project.
Five bids were received today. The lowest bid was priced at $72,500 and the highest bid was $114,900; much higher than anticipated. The Town Engineer clarified that the $30,000 figure was a low estimate, which was from several years ago; asphalt and cement prices are much higher now as well as labor costs.
First Selectman Mailhos clarified that even if the bids came in lower than what was budgeted; it could not be awarded at this time, because the project would need to go before BOF first and then to Town Meeting. Selectman Littell asked for clarification of what the bids were for. First Selectman Mailhos said that it was just for Public Works; the Transfer Station , Dog Pound and other areas were going to be bid out as other phases. She added that this question comes up every year at CIP as to whether or not it needs to be done. She warned if the State shows up with a consent order and we haven’t begun the project, they could fine us (or even worse). She added it is also the right thing to do. Lastly, all Public Works facilities in the State must have the storm water chambers;
noting that ours is nearby Roaring Brook. She also noted that this is similar to the requirements the Town is asking of the proposed truck stop on Polster Road. It comes down to doing what we can to protect wetlands against spills and pollution. Selectman Littell suggested that the BOS go before the BOF to make the request for allocations.
- Call Public Hearing – Performance Contracting
First Selectman Mailhos moved to call the public hearing:
TOWN OF WILLINGTON
NOTICE OF
PUBLIC HEARING
The Board of Selectmen will hold a Public Hearing on Wednesday July 10, 2013 in the Community Room at the Willington Public Library; 7 Ruby Road, Willington, at 6:00 P.M. for the following purpose:
- Presentation of a detailed Energy Audit/Report for Town owned buildings at a potential cost of over $10,000.
Selectman Littell seconded the motion.
First Selectman Mailhos stated we have held public meetings on this before. Siemens has prepared the final plan of what they propose to do and what we could be saving in the long run. The public hearing will inform the public of the plan. First Selectman Mailhos said the final decision will be made by the Selectmen and she feels it is important to know how the public feels before making a decision.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
- Discussion regarding “Zombie Run” event
First Selectman Mailhos stated that a Public Hearing for the Zoning Board of Appeals will be held on Thursday, July 27th regarding the upcoming event. She called a meeting last week, involving the Town Engineer, Public Works Secretary, a representative from Connecticut State Police, the Zoning Agent and WFD#1 Chief Millix to proactively look for things that were missing or not thought of in the application process. During that meeting, it was found that many things were overlooked and not mentioned in the application. First Selectman Mailhos then drafted a letter to address the questions that were posed from the meeting. She is hopeful ZBA will take her letter into consideration at Thursday’s public hearing.
First Selectman Mailhos added that many residents have come forward with their concerns and one of the concerns is the driveway to and from the campground is not wide enough to accommodate two-way shuttle bus traffic.
Resident, Bill Braithwaite said his concern is the number of people. He stated that he has been involved with many events that include large amounts of people. He added that parking is another issue; especially if “no parking” signs are not posted anywhere. He also stressed that emergency vehicles are going to have a hard time getting through the streets if parking is not enforced. He added that the Monster Truck event is also slated to be held at Stafford Motor Speedway that same day; which could cause major traffic jams along the highway, Route 32, Schofield and Village Hill Roads. Lastly, Mr. Braithwaite said he would not be opposed to it if there were ample parking to accommodate everyone.
Resident, Danna Lichanec gave an example, where Sun Valley (a camping resort in Stafford) has 200 acres with a maximum limit of 3,500 people; Wilderness Lake’s acreage is 110; they have no document of capacity limitation. She added that it is impossible for the parcel to hold the expected 7,500 people. There could be between 2,000 and 4,000 cars in the area; not to mention the people trying to get to Stafford for the Monster Jam event that same day. She then asked what if the residents have to get out or had an emergency, such as a fire. Discussion was held on the traffic flow going up and down Village Hill. Ms. Lichanec stated that there once was an event held at Wilderness Lake where 600 people were in attendance and it was crowded at that time. Mr.
Braithwaite added that people are going to end up walking up and down the road, rather than waiting for the bus. Having tons of people walking up and down the street could cause disruption with the buses and other traffic; not to mention the litter.
Mr. Braithwaite stated that the coordinators are going to need more State Police than they are anticipating. Ms. Lichanec added that there are going to be people with backpacks on them. She asked if there is a safety check point. What is going to happen with those who are told they cannot bring backpacks into the campground (and their cars are back at the parking lot)? She added what if something is found in a backpack that is not safe? Mr. Braithwaite clarified that he usually does not have a problem with the events held at the campground, but in this case, the numbers just do not fit the area.
Discussion was held on the upcoming public hearing. First Selectman Mailhos noted that a parking permit has not been submitted as of yet. She believes a permit should be pulled. Ms. Lichanec added that emergency evacuation needs to be taken into consideration. She stated in larger cities, grids are made up with information stating how many people can be accommodated in their parks. She does not believe Mr. Crossen has had an evaluation (grid) done on the campground to see what the capacity would be. Randy Belair asked what happens if a major thunderstorm comes through and these people do not have refuge?
Mr. Belair added that we should also expect to see spectators in addition to the racers and zombies; which is going to drive the numbers up even more. Who will turn the people away if the campground is at capacity? He added that this event really should not fall under a festival, but under an extreme sporting event, where injuries can happen.
First Selectman Mailhos stated that she told the applicant that the residents along the affected area must be notified by the event holders. As far as she knows, only abutting neighbors have been contacted thus far (which is only what is required by law as part of the public hearing).
Mr. Belair suggested to have First Selectman Mailhos contact the event holder to find out where some of the previous events were held and also contact the local authority (the people who signed off on the permits) where they were held and their experience; and ask them if they would do it again. Ms. Lichanec stressed the fact that is nearly impossible to move the amount of people that they are expecting to and from the event.
Mr. Braithwaite asked if the application passes, who can shut it down? First Selectman Mailhos stated that she needs to hear that the plan is acceptable from the State Police. If they tell her it is not, then it might need to be shut down.
Mr. Braithwaite warned that all vendors who will be coming to Willington to work that day should have an insurance policy with the Town being insured under their policy and be licensed in Connecticut as well.
Selectman Blessington asked if they have ever done this before in a Town similar to Willington. He stated if it cannot be done in a Town like Willington, then he would agree that it cannot be done. Selectman Littell agreed with Selectman Blessington and suggested that we should check to see if this type of event went on in a smaller sized town and how it went. That information will help to have facts for Thursday’s public hearing.
- Executive Session – Appoint Accounting Associate position
Selectman Blessington moved to go into executive session at 5:45 P.M.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Selectman Blessington moved to come out of executive session at 6:27 P.M.
Selectman Littell seconded.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Selectman Blessington moved to adjourn at 6:28 P.M.
Selectman Littell seconded.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Robin Campbell
Administrative Assistant
| 
