BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting August 19, 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 & Littell, Lynn Nicholls and residents.
First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
Selectman Blessington moved to approve the minutes of July 15, 2013 with the following amendment: under Performance Contracting: Selectman Blessington stated that the boiler is on it’s last legs (remove is going to blow up).
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Selectman Blessington moved to approve the minutes of July 25, 2013
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Present to Speak:
First Selectman Mailhos stated that Christine Psathas did an excellent job at last week’s Town Meeting.
Correspondence:
A list of correspondence was available at the meeting and in the Selectman’s office.
First Selectman Status Report
First Selectman Mailhos stated that many of the items on the status report will be discussed at this meeting.
Public Works:
Lynn stated that the crew has begun brush cutting, shimming and edging along the chip seal route. A public notice was sent out to inform residents. They will then begin the chip sealing process in a few weeks. Crews will return approximately three weeks later to sweep up the remaining debris.
She added that we have two new employees at the Transfer Station: Joseph Csiki, IV is the new Transfer Station Operator/Supervisor and Andrew Hart is the Assistant Transfer Station Operator. She is confident that they will do a great job running the Transfer Station and will be able to enforce the rules and clarified that no rules will be changed, they will just be enforced.
A. Award Winter Sand Bid
The bid opening was held on July 25th. We received three bids:
Becker Construction: $12.00 per ton
Herb Holden Trucking: $12.25 per ton
DeSiato Sand & Gravel: $15.50 per ton.
First Selectman Mailhos moved to award the Winter Sand contract to Becker Construction as per their bid of $12.00 per ton.
Selectman Littell seconded the motion
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
B. Award Snow Plowing Bid
The bid opening was held on July 25th. We received one bid:
Hipsky construction bid two trucks at $100 per hour.
First Selectman Mailhos moved to award the Snow Plowing contract to Hipsky Construction for two trucks at $100 per hour as per their bid.
Selectman Littell seconded the motion
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
C. Award Chip Seal Bid
The bid opening was today at 1:00 P.M. We received 4 bids
Comer Contracting, Inc: oil: $2.88/ gal; chipper: .13; roller: .12 -Total: $3.13/per gallon.
Dosch-King Company, Inc: oil: $3.15/gal; chipper: .15; roller: .12 -Total: $3.42/per gallon.
Gorman Brothers, Inc: oil: $2.66/gal; chipper: .09; roller: .09 -Total: $2.84/per gallon.
Empire Paving, Inc: oil 3.25/gal; chipper: .34; roller: .25 -Total: $3.84/per gallon.
First Selectman Mailhos moved to award the Chip Seal contract to Gorman Group at a total of $2.84 per gallon as per their bid
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
D. Award Public Works Stormwater Improvement Contract
Lynn reminded the board that we received five bids, where Putnam Welding & Equipment Repair came in with the lowest bid of $72,500, which was still over the budgeted amount of $30,000. At that point, the Town Engineer and Lynn worked with Putnam Welding to bring the cost down by eliminating some of the items on the project. One “stormceptor” was removed from the scope, bringing the project cost down to $36,060, (including contingencies). First Selectman Mailhos clarified that the money was appropriated for the project at last week’s Town Meeting.
First Selectman Mailhos moved to award the Public Works Stormwater Drainage Improvement Contract to Putnam Welding & Equipment Repair in the amount of $36,060.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
E. Appeal for Bulky Waste Permit from a non-resident
We received an appeal from a gentleman who owns property on Moose Meadow Road, but resides in Glastonbury. The gentleman stated that the Willington property has a shed on it and is thinking about cleaning it out, therefore he would like a bulky permit for use of the Transfer Station.
First Selectman Mailhos clarified that people usually do not get a bulky permit, unless they have a sticker to enter the Transfer Station; and stickers are only issued to residents. Discussion was held on the Solid Waste Ordinance and the definition of bulky waste and refuse. First Selectman Mailhos suggested that the Solid Waste Advisory Commission make proper definitions when reviewing the Ordinance at a future meeting.
Selectman Blessington recommended to have First Selectman Mailhos draft a letter, granting permission to use the Transfer Station for one trip. The letter shall have an expiration date and should be turned into the Transfer Station once he has used it.
New Business
A. Proclamation – 35th Anniversary of Willington Pizza
First Selectman Mailhos presented the following Proclamation:
35h Anniversary of Willington Pizza
WHEREAS, Willington Pizza, the restaurant that made Willington famous, will turn 35 in August 2013; and
WHEREAS, Willington Pizza has won national awards and is consistently chosen as one of the top pizza places in Connecticut; and
WHEREAS, Willington Pizza is a favorite of local residents, UCONN students and visitors from around the state and country; and
WHEREAS, Jeff Kelly, owner and President, has been very generous with Willington non-profits, sports leagues and community groups over the past 35 years; and
WHEREAS, Willington Pizza’s success is the result of outstanding food, hard work, a great owner and committed staff; and
WHEREAS, Many members of Willington’s Boards and Commissions, Town employees and volunteers, have all expressed their preference for Willington Pizza; and
THEREFORE, BE IT RESOLVED, that the Willington Board of Selectmen of the Town of Willington proclaim the month of August, 2013 to be Willington Pizza Month.
FURTHERMORE, I do hereby encourage all fellow residents, family and friends to pay tribute Willington Pizza during the month of August and every month of the year.
IN WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the Great Seal of the Town of Willington this 19th Day of August, 2013.
B. Tax Deferment Request
First Selectman Mailhos stated that we did this last year for the same property. The request is to defer the taxes on the property until it is sold or changes hands. The property owner is on Title XIX benefits and is no longer able to pay the taxes.
First Selectman Mailhos moved to allow the deferral of taxes at 22 Tolland Turnpike, Willington per the affidavit from taxpayer’s lawyer requesting said deferral. Property owner is receiving title XIX benefits and said property is for sale. Taxes will be paid when property is sold.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
C. Council of Governments Membership Discussion
First Selectman Mailhos informed the Board that the State is looking to reduce the number of COGS (Council of Governments) from 14 down to 8 or less by next year. We are currently a member of WINCOG, which includes Chaplin, Columbia, Coventry, Hampton, Lebanon, Mansfield, Scotland & Windham and meetings are held monthly. Each COG has it’s own set of responsibilities, assets and programs that are offered to it’s towns.
First Selectman Mailhos stated that we were informed of the reduction a few months ago, and it is up the discretion of each Town to decide which COG to go with, noting that the entire WINCOG membership had discussed merging with NECCOG at one of the meetings. They are worried, however, because even if they were to merge, they would not meet the requirement of accommodating a minimum of 200,000 residents.
We have received a invitation to join NECCOG (which currently has 12 member Towns); but First Selectman Mailhos clarified because our Town is so small, we have other options, for example, and can join the Hartford Region Council of Governments (CROG); which is where our neighboring towns (Tolland and Stafford) belong, however that region is very large and most of the representatives are made up of Town Managers, rather than Selectmen who operate at a different level.
First Selectman Mailhos clarified that we, as a Town need to figure out where we want to go, in fear that WINCOG might be dissolved. If we inform them ahead of time, they will put us where we want. Otherwise, we will be assigned somewhere. She noted that there are a lot of things to think about and recommends inviting the Director of WINCOG to a future BOS meeting to discuss the merge and what to expect. Selectman Littell suggested inviting the Director of NECCOG to come in as well. Hopefully that will give us more options.
First Selectman Mailhos will contact both directors to come to a future meeting.
D. Request from Residents of Williams Road for Adoption as a Town Road
First Selectman Mailhos stated that we received a letter from five of the residents who live on Williams Road, requesting the Town to perform maintenance on the road. She then read the letter, which states that they are concerned for their safety due to the poor condition, caused by erosion and encroaching vegetation of the road. Residents along the road perform maintenance; however, it is getting more difficult for them to do each year. The residents are concerned that emergency vehicles might not be able to access any of the houses on the road in the current state. The request also states that the maintenance could be performed without formally adopting it as a Town Road.
First Selectman Mailhos asked the Town Engineer to research the area to see how it became a private road and why it is considered as private. His findings were that the road started out as a driveway on the original property to the Williams’ house and the land was then subdivided and the land owners were given rights to use the driveway as a road to access their driveways. He reiterated because it is a private road, it is the responsibility of the property owners to maintain it. It was also noted if they fail to maintain it, they do so at their own peril and possibly in violation of zoning
regulations.
First Selectman Mailhos clarified that it is not the Town’s place to maintain private driveways, noting that in many cases, if we did take over the maintenance, it will become the Town’s responsibility. Selectman Blessington noted that our current Zoning Regulations prohibit multiple usage of a single driveway and suggested that the road was most likely built prior to the Regulations. First Selectman Mailhos stated that she will check with our Zoning Agent when she returns from vacation.
WFD#1 Chief Millix confirmed in an email that the road is deplorable and difficult to get the ambulance up and down. Selectman Littell noted that the email from the Town Engineer suggests that the road (common driveway) sits on private property and assumed to belong to the Williams family (or their heirs). He added that the property owner would need to grant access to the Town to enter the road and they were not part of this letter. First Selectman Mailhos stated she will draft a letter to the property owner to see if they are aware of the situation. Selectman Littell suggested tabling the discussion until we do more research and have more information.
E. Discussion –Veteran’s Service Contact Person
We have received a letter from the Commissioner of the Department of Veteran’s Affairs, which states all cities and Towns are required to designate a Veteran’s service contact person by October 1, 2013. Selectman Blessington stated that we will need to designate a Town employee to fill this position, noting that this is the perfect example of an unfunded mandate. His opinion is that there is adequate guidance out there already.
First Selectman Mailhos clarified that the letter states that it does not have to be an employee, and we could establish an advisory committee, adding that whoever is chosen to fill the role will be required to attend a training session. Willington resident, Stephen Moller stated that it might be good to have someone to offer suggestions and help to Veterans; as he felt he had been given the run around when he returned from Viet Nam; there is nobody to tell the Veterans where to get help. He added that the VA does not offer any information; he was left to look for information on his own.
First Selectman Mailhos will look at the Statute to see what the advisory committee will be responsible to do and she will also check with the members of the VFW for input.
First Selectman Mailhos moved to add items F and G to the Agenda called “Discussion Gardner & Peterson for Senior Housing Infastructure” and “Tax Refund” under New Business.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
F. Discussion – Gardner & Peterson services for Senior Housing Infrastructure
First Selectman Mailhos stated that the Housing Authority has approximately $107,000 remaining from the first phase of the senior cottage complex. They are looking to move forward with the next phase and would like to continue to use the same Engineering firm (Gardner & Peterson) without going out to bid. The Housing Authority’s argument for staying with Gardner & Peterson is because they have prepared all of the maps for the site and are aware of the project. First Selectman Mailhos cautioned that it contradicts our Town Ordinance, which states we must go out to bid on anything over $5,000. The Housing Authority has requested authorization from the Selectmen to approve their request and move forward, using Garner & Peterson without the bidding process. She stated that she is not
comfortable with that and wanted to run it by the Board of Selectmen.
Selectman Littell stated that he does not see where our Ordinance allows us to do this. Selectman Blessington clarified that we are going into a new phase and would rather see them go out and get some bids. Selectman Littell agreed and stated if they already have prepared the maps, then they should come in with the lowest cost.
G. Tax Refund
First Selectman Mailhos moved to refund $173.66 to Honda Lease Trust; Holyoke, MA 01040 for a credit of a sold vehicle.
Selectman seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Old Business
A. Personnel Policy Review
First Selectman Mailhos presented the first draft of the revised Personnel Policy. She added that there are several items that cause questioning on a regular basis: definitions of an employee versus a compensated elected official; as well as full time as opposed to part time status and lastly, salaried employees versus hourly. She also added a section regarding performance evaluations and would like the Board of Selectmen to hold a workshop to discuss the policy in detail. First Selectman Mailhos asked the other Selectmen to send her any revisions or recommendations they would like to add to the policy and the workshop will be held soon.
B. Performance contracting discussion
Since the Town Meeting held last week, the Town Attorney has been in contact with CCM. First Selectman Mailhos reassured the Board that she will not sign anything until the Town Attorney has reviewed and approved the contract.
C. Old Town Hall Project Update
A discussion was held at the last CIP meeting to keep the existing cesspool rather than construct a new septic system. We received authorization from our Building Inspector and Health Department to keep it intact without having it tested. First Selectman Mailhos added that doing so will save us a lot of money, noting that the plan is to upgrade the toilets to lower flow models. She also stated that we are not going to add any other water sources to the building, (washing machine or showers) which would be culprits of adding stress to the cesspool.
Lynn questioned why we decided not to pursue a new septic. She cautioned that it might be leaving the door open for failure down the road. First Selectman Mailhos clarified that the only reason the septic made it on the list of urgent repairs was because it was assumed that we would not be able to upgrade the bathrooms without a new septic, however the Building Inspector believes it should not be a requirement with the upgrade.
Selectman Blessington questioned why didn’t the experts suggest leaving the existing cesspool? He then asked if we decide not to go with a new septic, what the savings will be and what will we do with the money that was saved? First Selectman Mailhos stated that it might be a good idea to add a septic system on the bid project as an “a la carte” item so we will know the cost and can perhaps put it on the CIP plan in the future. She noted that we have also had a hold up with getting approval from SHPO (State Historic Preservation Office) to dig test holes on the Town Green, and we would like to move the project along.
D. Truck Driver Position Update
We have received 60 applications. The panel has reviewed the submissions and picked their candidates to be interviewed. Interviews will be held on September 3rd and 4th. Five people will be interviewed.
Good & Welfare
Lynn Nicholls thanked Alex Strong and Kathy Britshock for cleaning and organizing the swap shed at the Transfer Station, noting that they have done a wonderful job.
First Selectman Mailhos read that the Town of Lebanon had created a committee to look into seeing if they need a Town Charter. The committee has decided that is what they want to do.
A recent article in the Chronicle noted that Coventry is horrible at recycling. First Selectman Mailhos stated that we do a good job, but can do better. She clarified that Coventry has roadside pick up, therefore it is more noticeable that people are not recycling correctly. Lynn added that that our residents sometimes have confusion with Styrofoam packing in boxes and they throw it all in the recycle bin together. The correct procedure is to remove the Styrofoam and plastics and throw them in the trash and the cardboard in the recycle bin. People can always ask for help to see if they can recycle more.
The Board of Finance held a nice reception last Thursday, to honor former Chairman Schoppmann for his many years of service.
First Selectman Mailhos welcomed our three new employees; Amanda Palotti, who works in the Finance Department and Andrew Hart & Joseph Csiki, IV, who work at the Transfer Station.
We received a letter from the State, which notified us that we did not receive the STEAP funding to continue work along Turnpike Road.
First Selectman Mailhos congratulated Willington Fire Department #1 for receiving a $1,200 grant from DEEP. The funds can be used for training, water handling equipment, communications safety supplies, suppression gear or other related items.
We received a resignation letter from Melissa Welsh, who served on the CIP Committee. First Selectman Mailhos stated that she will be missed as she was a great member of that Committee.
First Selectman Mailhos reminded everyone that it is hurricane season; people need to be aware of it.
Stephen Moller asked who to contact regarding the dry hydrant on Route 320 across from Cisar Road. The dry hydrant has been struck several times by vehicles and is destroyed. He has contacted the Fire Departments to look at it and no one has. It has been this way for 3 or 4 months. He is concerned because there is no other place to hook up in the event if there is a fire. Lynn stated that she believes it is Willington Fire Department #1 and will inform them of the situation.
Selectman Littell moved to adjourn the meeting at 8:05 P.M.
Selectman Blessington seconded the motion
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
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