BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting September 3, 2013
Common Conference Room (upper level) 6:30 P.M.
First Selectman Mailhos called the meeting to order at 6:30 P.M. with the following in attendance: Selectmen Blessington & Littell and residents. Lynn Nicholls was excused.
First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
Selectman Blessington moved to approve the minutes of August 19, 2013 with the following correction:
Under Tax Deferment: clarify that Selectman Littell seconded the motion.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
Present to Speak:
Resident, Jim Harvey submitted a letter to the Selectmen regarding Williams Road, and the request to have it adopted as a Town Road. He stated that he feels the request of the residents of the road is a safety ploy being used and it is a blatant attempt to burden the town with the expense of maintaining the road. He added that the Town should not consider taking ownership; as it would be opening a proverbial can of worms by setting a president. He then stated that there are certain Towns that do not maintain certain roads (which are town roads) and gave an example of Chester, Vermont, which does that.
Christine Psathas stated that she and Robert Shabot cleaned up some weeds around the mulch garden around the Town Office building sign over the weekend. She asked if the Town has any funding available for beautification (for mulch, or perhaps some mums). First Selectman Mailhos stated that she thinks the gardens at the schools, for example are taken care of by “garden club” volunteers who adopt the school gardens and raise money to purchase the plants and mulch. She added that could be something that could be done for Town owned gardens as well. Ms. Psathas noted that the Town of Tolland has beautiful gardens around their Town Offices and would be nice if we had something like that. Kim Kowalyshyn clarified that the gardens in Tolland are adopted by families and businesses.
Each section has a plaque with the name of the person who has donated time and money to maintain it. First Selectman Mailhos added that it could be a nice program for our Town to adopt in the future.
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:
- Feasibility Study – We have received a draft of the final report and it is believed that all parties involved are satisfied with the results. The final presentation will be discussed at a future meeting.
- Senior Housing, Phase III – First Selectman Mailhos happily reported that the lease was finally signed on Friday. It has been sent to the Attorney for execution.
- Performance Contracting - The Town Attorney is still reviewing the contract.
- Old Town Hall Renovations – The bid documents are still in the preparation process. First Selectman Mailhos noted that the architect was opposed to changing the design of the ramp, as suggested by one of the CIP members. The current design keeps the ramp away from the older part of the building and the architect added that if he were to redesign it, it would cost more money, and we might have to seek additional approval from the Historic District. Selectman Littell suggested looking into the repositioning of the ramp to see if there is a benefit to it. First Selectman Mailhos stated that she will contact the architect to follow up on this.
- Personnel Policy Review – A workshop will be scheduled at the end of this month.
Public Works:
First Selectman Mailhos stated that Lynn was excused, but noted that the crews continue to work along the chip seal route, prepping (tree cutting and shimming) the roads that have not been done for many years. She noted that Battye Road is one of those roads, and it looks great. She noted that we are still in the interview process for the truck driver position.
New Business
A. Resolution Recognizing September as Leukemia, Lymphoma & Myeloma Awareness Month
First Selectman Mailhos read and moved to adopt the following Resolution:
RESOLUTION RECOGNIZING SEPTEMBER
AS LEUKEMIA, LYMPHOMA & MYELOMA AWARENESS MONTH
WHEREAS, blood cancers currently afflict more than 1,012,533 people in the United States, with an estimated 140,310 new cases diagnosed each year, and
WHEREAS, leukemia, lymphoma and myeloma will kill an estimated 53,010 people in the United States this year, and
WHEREAS, The Leukemia & Lymphoma Society (LLS), through voluntary contributions, is dedicated to finding cures for these diseases through research efforts and the support for those that suffer from them, and
WHEREAS, LLS maintains an office in Wilton & Meriden to support patients with these diseases and their family members in State of Connecticut and
WHEREAS, the State of Connecticut is similarly committed to the eradication of these diseases and supports the treatment of its citizens that suffer from them, and
WHEREAS, the State of Connecticut encourages private efforts to enhance research funding and education programs that address these diseases,
NOW THEREFORE BE IT RESOLVED, that the State of Connecticut joins with LLS in designating the month of September 2013 as Leukemia, Lymphoma & Myeloma Awareness Month to enhance the understanding of blood related cancers and to encourage participation in voluntary activities to support education programs and the funding of research programs to find a cure for them.
Dated this 3th day of September, 2013
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
B. Resolution – Master Municipal Agreement for Construction Projects
First Selectman Mailhos stated that this Resolution is in regards to a letter and agreement that was sent to us by the State Department of Transportation; which will be changing the way of doing business with municipalities. The DOT will be able to streamline the approval process on construction projects in the future.
First Selectman Mailhos read and moved to adopt the following Resolution:
RESOLVED, that the Honorable, Christina B. Mailhos, First Selectman of the Town of Willington is hereby authorized to sign the Agreement entitled “Master Municipal Agreement for Construction Projects”; Agreement No. 7.19.02(13).
Adopted by the Board of Selectmen of the Town of Willington, Connecticut, this third day of September, 2013.
Selectman Blessington seconded the motion.
Discussion was held. First Selectman Mailhos referenced the letter and agreement that came with the Resolution. The Master Municipal Agreement for Construction Projects, (MMAC), will be the first in a series of agreements between municipalities and the State. The letter then goes on to say once a Project Authorization Letter is issued by the State, it should only take 10 days to execute, as opposed to numerous months. John Patton suggested that First Selectman Mailhos should review the agreement and understand it better, before adopting the resolution as it might affect the way we do projects. He warned that it might give the Town less control with projects when dealing with the State. (such as the work on Route 74 bridge).
First Selectman Mailhos stated that she reviewed the agreement, and thought it is in regards to the way we (the Town) go through the grant process with the State. She then stated that she did not look at it with that in mind; noting that perhaps the streamline process might eliminate holding public hearings. She then rescinded her motion.
First Selectman Mailhos moved to withdraw the motion.
Motion withdrawn.
First Selectman Mailhos moved to table this discussion until she has had a chance to review the document and understand what it means when the State wants to do a project in Town.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington)
C. Add question regarding a Resident State Trooper to the November Ballot
First Selectman Mailhos stated that the question was posed at a prior Town Meeting in April, however it failed, but was suggested to add it to the November Ballot at that meeting. The Registrars had warned her that the deadline for the November Election is drawing near, and if the question were to be added to the ballot, as suggested at the April Town Meeting, it should be discussed and decided now.
Selectman Blessington stated that he feels that this defeated at the April Town Meeting and wonders why it is being brought up again. He then referred to the Performance Contracting project, which went before Town Meeting last month and passed. He stated after that meeting, he was approached by a few people who were against it and wanted him to approach the Town Attorney to over throw the outcome as voted on. Selectman Blessington stated that the decision was made at Town Meeting, the vote won, it is settled and time to move on. He then added that the Resident State Trooper discussion should be no different; it was voted down. First Selectman Mailhos clarified that the question posed at Town meeting was if we should ask the question at Referendum (but the entire thought got voted down) and she was
told at that meeting, if we wanted to get better representation, it would be better to pose the question on the November ballot.
Selectman Blessington said he feels it was settled already and does not see the need to bring it up again. He then suggested if we are going to ask the question again, we should hold a separate referendum.
John Patton clarified that the question should be worded differently and it should be specific, as the word “consider” gives people the option to reject it. The people should have a better understanding of the question and they should understand that it is a long term commitment (2 years). He then added that it is hard enough to back up a $25 request for mulch for the front of the building.
Jim Harvey stated he just doesn’t understand why we need a Resident State Trooper; noting that the State Police Barracks is five minutes away; and we are not going to get 24/7 coverage. First Selectman Mailhos clarified that she receives numerous calls per week regarding speeding concerns, partying from UCONN students among other various issues. Mr. Patton noted that the Town receives money from the State when speeding tickets are issued in Town. He suggested hiring the State Police on a per diem basis, using that money.
Selectman Blessington reiterated that his concern is that this was brought to Town Meeting and it should have been settled, but now we are going to try it again and he feels it is wrong. Otherwise every Town Meeting that is held will settle nothing. First Selectman Mailhos said she understands what he is saying, but she doesn’t feel that we know what the entire Town wants. Jim Harvey asked why this keeps resurfacing. First Selectman Mailhos stated that she gets many calls from residents who are concerned because their neighbors were broken into and want to know what the Town is going to do. She said it feels horrible for her to tell them that there is nothing we can do. Selectman Littell added that his neighbor got broken into a few years ago and the neighbors still haven’t heard back
from the police. He clarified that he personally does not feel we need a Resident State Trooper, but there are a lot of people who want one. He added that he can also see why the First Selectman might want one and gave an example of the pistol permit process. The Troopers have access to arrests and mental evaluation visits, whereas we do not. Selectman Littell then stated that he does not want to decide this for the Town; and the residents should decide whether or not we should have one. He noted that the Town Meeting was jammed with people who were told to go and vote no, which was not a true representation of the Town. The question may have been asked wrongly and that may have also been the problem.
Kim Kowalyshyn asked First Selectman Mailhos if she had reached out to other Towns who do have a Resident State Trooper to see how it is working out. First Selectman Mailhos said yes, she spoke to First Selectmen in Chaplin, Somers and Stafford (among other Towns), and they cannot believe that we don’t have one. She wonders what we are missing by not having one. She noted that any resident would be able to call the Resident State Trooper, not just her.
First Selectman Mailhos moved to ask: Shall the Town of Willington contract with the Connecticut State Police for a Resident State Trooper at a potential cost of $150,000 to the November ballot.
Selectman Littell seconded the motion.
Further discussion was held. Jim Harvey suggested that the public should be well informed that this would not be for 24/7 coverage. First Selectman Mailhos said we could hold another public hearing, like we did last time. Selectman Blessington said the Troopers did a great job last time, but they are going to try to sell it.
The question that was asked at Town Meeting was then discussed. The question posed at the meeting was: SHALL THE TOWN OF WILLINGTON CONSIDER CONTRACTING WITH THE CONNECTICUT STATE POLICE TO HAVE ONE STATE TROOPER TO PROVIDE POLICE
PROTECTION FOR THE TOWN OF WILLINGTON AT A POTENTIAL COST OF UP TO
$150,000 A YEAR STARTING IN THE 2014-2015 FISCAL YEAR. IT COULD POTENTIALLY INCREASE THE MIL RATE BY .32 MILS WHICH EQUATES TO $32 PER $100,000 OF ASSESSED PROPERTY VALUE.”
Selectman Blessington reiterated that the Town voted no at the April meeting, but now we are saying we need to say yes. Selectman Littell agreed and said it feels like we are reneging on what was done at Town Meeting, which does not make good politics. First Selectman Mailhos clarified that she reviewed the Town Meeting minutes and it was discussed to hold it at the November Election; that is why this is being brought up again. The April Town Meeting minutes read: Residents expressed concerns with that not as many people come out to vote on the referendum than the people come out to vote in the general election in November. The general election would be a better time for a vote.
Vote: Yes 1 (Mailhos) No 1 (Blessington) Abstain 1 (Littell)
Motion failed.
First Selectman Mailhos moved to add item D. “Purchasing Card Program” to the agenda.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington) 0 No.
D. Purchasing Card Program
First Selectman Mailhos stated that a few employees have requested to look into getting a credit card for Town use. Business Manager, Donna Latincsics was present. She stated that she has also discussed the process with the Superintendent of Schools and it was decided that a credit card makes more sense for a Town our size, rather than a purchasing card. Donna has worked out an agreement with Rockville Bank and has begun the application process. One of the approval requirements is for the Board of Selectmen to adopt a Resolution. Once the application is approved, the Town will be given one card, and it will be housed in the Finance Office. The card will be imprinted with the Town of Willington and it will have a $10,000 limit (which could cover a Public Works emergency, for example) and there
will be no fee if we pay the balance every month.
Donna added that along with the Resolution, a policy should be adopted as well. She presented the current BOE policy, and suggested that the BOS should implement the Town departments with the BOE policy. First Selectman Mailhos questioned where the policy should go, once it is incorporated; either it will go in the Personnel Policy, or in the Finance Office Policy Book.
The proposed purchasing process was then discussed. A purchase order would be made out and the Business Manager will be notified of what will be purchased on the card. The card will then be signed out to the user and returned once the purchase has been made.
A policy will be drafted and presented at the next BOS meeting.
First Selectman Mailhos moved to table the policy discussion until the next BOS meeting.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington)
Donna asked the Board to adopt the Resolution for the Bank to get the process moving along.
First Selectman Mailhos read and moved to adopt the following Resolution:
Resolution and Agreement for Credit Card Program
RESOLVED, that a credit card authority for The Town of Willington be established by the Town Clerk named in the section immediately below with UMB Bank, n.a., and that separate accounts and credit cards (“Cards”) under the Town of Willington be opened and issued by Bank in the name of The Town of Willington for use by employees and agents of The Town of Willington who are identified from time to time by the Town Clerk, or by any successor to the Town Clerk identified from time to time by the Treasurer (or by the successor to the Treasurer), and that the Town of Willington authorizes the use of the Cards in accordance with Cardholder Agreement that is sent by Bank with the Cards; and
FURTHER RESOLVED, that Donna Hardie, Town Clerk is the Designated Officer referred to in the above section of this Resolution, and that the Town Clerk or any successor to the Town Clerk designated in writing by the Treasurer (or by a successor Treasurer) may from time to time request that Cards be issued in the name of The Town of Willington, request that the credit limits and purchase controls be changed on existing Cards issued in the name of The Town of Willington; designate additional persons authorized to use Cards issued by Bank in the name of The Town of Willington; request termination of use of existing Cards; and communicate other pertinent information to Bank; and
FURTHER RESOLVED, that the forgoing Resolution shall remain in full force and effect until written notice of an amendment or rescission thereof is delivered to and receipted for by Bank; and
FURTHER RESOLVED, that the Treasurer be and he/she is hereby authorized and directed to certify to Bank this Resolution and that the Treasurer signing this Resolution and Agreement or any person designated in writing by the Treasurer, is authorized to certify to the Bank the names and signatures of persons authorized to act on behalf of the Town of Willington under the foregoing Resolution and Agreement, and from time to time hereafter, as additions to or changes in the identity of said Treasurer are made, such Treasurer or designee shall immediately report, furnish and certify such changes to the Bank, and shall submit to Bank a new incumbency certificate or other document reflecting such changes in order to make such changes effective; and
FURTHER RESOLVED, that the foregoing Resolution was adopted in accordance with the governing documents of the Town of Willington, and that such Resolution is now in full force and effect.
IN WITNESS WHEREOF, the undersigned Town Clerk has subscribed his or her name and, if appropriate or required, applied the seal of the Town of Willington to this Resolution and Agreement as of this third day of September, 2013.
Selectman Littell seconded the motion.
Vote: 3 Yes (Mailhos, Littell & Blessington)
Old Business
A. Request from residents of Williams Road for adoption as a Town Road
First Selectman Mailhos has asked the Town Engineer and Zoning Agent about the zoning regulations that apply to this request. The Town Engineer is going to come in this week to research the deeds to see who the current day owner of the property is. John Patton stated that deed researching should be up to the land owners or requestors, noting that it can be costly. Selectman Blessington agreed and stated that the burden of proof is on the property owner.
First Selectman Mailhos stated that she will send a letter to the property owners stating there is no reason for the Town to take the road over at this time; noting that neglecting to maintain the road will be at their own peril.
B. Veteran’s Service contact person
This was left on the Agenda from the last meeting. We will either need to appoint an employee or find multiple people to form a committee. Kim Kowalyshyn asked how many members would need to serve on the committee. First Selectman Mailhos stated that she was not sure and would check the State Statute. She added that she will also check with the VFW members to see if they are interested in taking this over. Lastly, she noted that whoever serves as the contact will need to attend a training session.
Good & Welfare
Selectman Blessington asked the status of the bridge on Route 74 that goes over the Willimantic River, noting that the construction was scheduled to be done in 2010. First Selectman Mailhos stated that we have not received anything on it yet. Jim Harvey stated that he heard the construction date was pushed out to 2016.
John Patton stated that the Cemetery Association is looking to put a driveway in as part of the CIP plan. The plans have been submitted and the Association will be putting it out to bid, pending Town funds.
John Patton added that he noticed at one of the last Town Meetings at the Old Town Hall that people were having trouble hearing the discussions. He and his wife would like to purchase a sound system and donate it to the Town for that building. The Board thanked him and stated that we will need to find a place to store the system at the Old Town Hall.
First Selectman Mailhos reminded everyone that it is hurricane season. She urged residents to check the state website (www.ct.gov) to review the preparedness checklist.
The annual flea market will be held this Saturday on the Town Green.
Thank you to Christine Psathas & Robert Shabot for weeding the front of the Town Office building.
First Selectman Mailhos stated that the new HillTop Tavern is expecting to open by the end of the month.
School has begun. First Selectman Mailhos welcomed the students back to school.
First Selectman Mailhos moved to adjourn the meeting at 8:15 P.M.
Selectman Littell seconded the motion
Vote: 3 Yes (Mailhos, Littell & Blessington)
Respectfully submitted,
Robin Campbell
Administrative Assistant
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