BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting December 16, 2013
Lower Level Conference Room 6:30 P.M.
*Minutes are not official until approved at the next regular meeting
First Selectman Mailhos called the meeting to order at 6:30 P.M. with the following in attendance: Selectmen Kowalyshyn & Blessington, Lynn Nicholls and residents. First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
Selectman Blessington moved to approve the minutes of December 2, 2013 with the following amendment: under New Business/Appointments, first sentence should read, “First Selectman Mailhos gave a recap of the seats on the CIP Committee”
Selectman Kowalyshyn seconded the motion.
Vote 3 Yes (Mailhos Kowalyshyn & 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 did not have a chance to update the report, however she reported that the new trailer has been delivered and installed at the bus lot on Route 320. The Old Town Hall bids were expected to go out today, but we have not heard from the architect. Turnpike Road is expected to begin when the winter weather breaks and the submittals have been reviewed by the Town Engineer.
Public Works:
Lynn stated that the crews have been working to keep up with the weather.
A. Polster Road Bridge
Town Engineer Karl Acimovic was present to discuss the bridge. He noted that the State DOT has been looking at the Polster Road Bridge for a few months and it was found to be in a deteriorating state with the northern beam being most deteriorated. At that time, the state had recommended closing one lane of the bridge. Barricades were then put up, but were vandalized (thrown off the bridge and into the brook underneath). A few weeks ago, the State returned and performed another inspection and found the center beam to be deteriorated as well. Mr. Acimovic added that the corners of the bridge are in the worst shape and recommends shutting the bridge down entirely, however the State has recommended that the weight limit be reduced to 10 tons. With the reduction in weight, this means that tractor
trailer trucks, busses, emergency apparatus and plow trucks are no longer able to travel over the bridge. Lynn expressed concern that tractor trailer trucks will not pay attention to the signs and would rather just shut the bridge down to avoid further damage to the bridge. She added that she, Karl and the Stafford Public Works Director had met to discuss the situation and Stafford Director of Public Works, Mr. Zulick was in agreement that the best thing to do is to close it down completely. She added that there are alternate routes residents can take.
First Selectman Mailhos asked what will happen if a tractor trailer does not see the sign? Selectman Kowaylshyn asked where the sign would be placed to let people know that the bridge is now closed. First Selectman Mailhos cautioned that we should inform the public and give residents ample time to prepare. She then asked how fast we can fix it and how much will it cost? Mr. Acimovic said he prepared pricing back in October based on a new “super structure”, but noted that we also have scour issues at the footings of the bridge and the beams will need to be replaced. The abutment concrete walls are in good shape. The super structure includes new beams and decking at a cost of $56,000 (which includes delivery), however, the labor could bring the total between $250,000 and
$350,000. The higher amount reflects an alteration (widening) the swing at the end of the bridge, which will alleviate tractor trailer trucks taking out the guard rail at the end of it. Right now there is a sharp curve at the end of the bridge and the rail has been taken out several times by the larger trucks. Mr. Acimovic then added that the work most likely will not be able to get done until spring.
First Selectman Mailhos noted that she has also requested for BOF to put this on their agenda for their meeting on Thursday.
Selectman Blessington asked who will be affected if the bridge is closed and how will they be affected. Lynn clarified that there are only three houses in Willington (and two in Stafford) on the other side of the bridge that will be affected. Lynn added that emergency vehicles have been notified and TN has set up mutual aid arrangements as well as plowing arrangements with the town of Stafford.
First Selectman Mailhos stated that we should also contact the companies who use the bridge by sending them a letter to inform them and make them aware. Lynn cautioned that the problem is not with the local drivers, (referencing Fed Ex) it is the ones from out of town. Christine Psathas asked why allow commercial vehicles on that road anyways? Lynn clarified that we cannot close roads down to any vehicle, (when in good condition) but can suggest that they are not allowed to use the road. She then clarified that the signs that are placed on the road (that note the weight limit of the bridge) have been approved by the State because of the condition of the bridge only. First Selectman Mailhos clarified that the signs have not been up that long and if they choose to ignore it, they do so at their own peril.
Mr. Acimovic added that he has no confidence in the bridge, and feels it is no longer a safe structure. He added that it might be ok today, tomorrow or even weeks from now, but we cannot predict the breaking point. First Selectman Mailhos warned that this might take longer than expected, as we have not budgeted for this. The idea of funding it this fiscal year needs to be sold to the BOF, and then we will need zoning permits and possibly an 8-24 review. Discussion was held on the process of closing the bridge. A date should be chosen and the residents must be notified and a public notice should be sent out, as well as a public notice in Stafford.
First Selectman Mailhos moved to close Polster Road Bridge as of December 30, 2013 to all traffic and notify the public until further notice.
Selectman Blessington seconded the motion.
Vote 3 Yes (Mailhos Kowalyshyn & Blessington) 0 No.
New Business
A. Appointments
First Selectman Mailhos moved to appoint Heather Dionne as a regular member of the Inland Wetlands & Watercourse Commission, effective December 16, 2013, expiring May 15, 2016
Selectman Blessington seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to re-Appoint Greg Blessing as an alternate member of the Inland Wetlands & Watercourse Commission, effective December 16, 2013, expiring May 15, 2016.
Selectman Kowalyshyn seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No
First Selectman Mailhos moved to re-appoint Robert Shabot as a regular member of the Willington Historical District, retro-active January 1, 2013; expiring January 1, 2018
Selectman Blessington seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No
First Selectman Mailhos moved to appoint Tara Bergeron as the Town of Willington Agent for the Elderly – effective December 16, 2013 expiring December 7, 2015.
Selectman Kowalyshyn seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No
First Selectman Mailhos moved to re-appoint Mike Pinatti as a regular member of the Willington Parks & Recreation Commission, effective December 16, 2013, expiring December 15, 2016
Selectman Blessington seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No
First Selectman Mailhos moved to re-appoint Joe Colangelo as a regular member of the Willington Parks & Recreation Commission, effective December 15, 2013, expiring December 15, 2016
Selectman Kowalyshyn seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No
First Selectman Mailhos noted that the Park & Recreation Commission still has a vacancy. The Commission has received letters of interest, but the Board of Selectmen has not received a letter of recommendation yet. She thinks it is because they have not met in a while.
B. Public Comment – Hazard Mitigation Plan
Dagmar Noll of the Windham Region Council of Governments presented the draft of the Hazard Mitigation Plan. Ms. Noll has been working on the plan, which our individual plan is part of a regional plan. Ms. Noll is hopeful to have the draft finalized by the end of January, with public comments sent to her by the end of this month. Once the draft is finalized, she will send it to the State, and it should then be adopted next summer. Once the plan is integrated, it will allow us to continue to apply for FEMA reimbursement in the event of an emergency. If we do not have a plan in place, we will not be eligible for reimbursement.
Ms. Noll stated that she has been working on this plan with DEEP, our Town Engineer, Lynn and Stuart Cobb for several months. The plan was last done in 2007. The plan, which was handed out to residents was then discussed. Ms. Noll encouraged everyone to review the plan and submit any changes they would like to see in the document by December 31st. Public Comments should be addressed to Robin Campbell, who will then forward to our Emergency Management Director, Stuart Cobb. The Board of Selectmen will then either approve the draft at the January 6th meeting. Ms. Noll noted that the plan should not have anything deleted from it, but rather annotated with changes, so the history will remain in the document.
First Selectman Mailhos asked if this plan will move with us when we move to CRCOG? Ms. Noll stated that she is not sure yet, as the plan is not expected to be finalized until August of 2014 and at that time, it is most likely WINCOG will be dissolved.
A copy of the plan (and a link to the WINCOG website to view the entire regional plan) is listed on the Town of Willington website: www.willingtonct.org
C. Tax Refund
First Selectman Mailhos moved to refund $205.36 to Ally Financial, Louisville, KY for a credit of a sold vehicle.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No
D. Call Town Meeting – January 14, 2014
First Selectman Mailhos moved and read the call of the meeting:
TOWN OF WILLINGTON
NOTICE AND WARNING
SPECIAL TOWN MEETING
The electors of the Town of Willington and all persons who are entitled to vote in Town Meeting on the matters mentioned in the following warning are hereby warned and notified to meet in Town Meeting at the Willington Town Office Building; 40 Old Farms Road, Willington, at 7:00 P.M. on Tuesday, January 14, 2014 for the following purpose:
ITEM I
To see if the townspeople, on the recommendation of the Board of Selectmen will adopt a resolution to authorize the Willington Board of Education to apply to the Commissioner of Education and to accept or reject a grant for roof replacement on a portion of Center Elementary School.
ITEM II
To see if the townspeople will adopt a resolution that authorizes the Board of Education to form a Committee and will hereby be established as the Building Committee with regard to the roof replacement on a portion of Center Elementary School.
ITEM III
To see if the townspeople will adopt a resolution to at least prepare schematic drawings and outlines specifications for the roof replacement on a portion of Center Elementary School.
ITEM IV
A presentation and discussion of a 7 year Lease/Purchase Agreement for new pick up
truck and new ambulance for Willington Fire Department #1. (No vote on this item)
ITEM V
A presentation and discussion of a 3 year Lease/Purchase Agreement for a used 1995
Elgin sweeper for Public Works. (No vote on this item)
ITEM VI
A presentation and discussion of a 5 year Lease/Purchase Agreement for a used backhoe
for Public Works. (No vote on this item)
Dated at Willington,
This 16th day of December, 2013 - Willington Board of Selectmen
Selectman Kowalyshyn seconded the motion.
First Selectman Mailhos noted that the last three items on the agenda were originally warned at the last BOS meeting to be held during a public hearing; however the BOE needs to have the first three items go to Town Meeting ASAP, because there is a leak at Center School. In order to apply for a grant to cover the costs, they need to go to Town Meeting to get approval and it is easier to hold one meeting for everything.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
E. CIP Requests
First Selectman Mailhos stated that the CIP Committee held their first meeting last week. CIP requests are due to the CIP Committee by December 31st. The following requests will be submitted, and First Selectman Mailhos wanted to run it by the Board.
TOB roof & gutters: estimated at $80,000. First Selectman Mailhos clarified that the roof was done this past year over the oldest part of the building, and this request is for over the Common Room area. The roof has some areas with leakage but does not affect any of the work areas. The $80,000 request will cover planning and construction.
Old Town Hall Renovations: estimated at $125,000 for FY 16-17. This estimate is based on the structural assessment that was done by the Architect this past year. While we have STEAP funding to cover the list of urgent items and those are happening this year. First Selectman Mailhos would like to finish the other needed items on the list.
TOB renovations assessment: Estimated at $70,000; First Selectman Mailhos stated that she asked for this last year, but was not successful. She feels the assessment is important because we need to determine what repairs are needed on this building (structural/electrical/ plumbing, etc) and make it user friendly for the employees. It is estimated to cost $20,000 and would be for FY 14-15. The second phase would be the construction to be done FY 2015-2016, cost $50,000.
Masonry/door replacement at the TOB: Estimated at $45,000; FY 14-15. Several sections of the foundation are cracked and are losing stone due to age. The back door is rusting and leaking also due to age.
Land Use Software: Estimated cost: TBD. First Selectman Mailhos stated that she is still waiting for an estimated cost by our Land Use Department. The software would be utilized by the land use office to streamline applications. The Building Inspector would also be able to use the software on different job sites. Selectman Blessington asked why this is on the CIP, rather than a budgeted item. First Selectman Mailhos clarified that she is not sure where to put this request until she gets the real estimate. She added that this software is also what is used with CRCOG and can also be used in the Assessor’s office.
Nutmeg Network: Estimated cost: $70,000 ($20,000 – consulting & $50,000 construction costs); First Selectman Mailhos stated that she is not sure if she is going to add this to the CIP, as it is going to end up costing us more than what we are paying now.
Selectman Blessington suggested that the Daleville School Road Bridge should be added to the list, as it is in poor condition. Lynn stated it is on the Public Works CIP list, but for an “out year” and it might end up as a bonded item with other projects. First Selectman Mailhos warned that sometimes it is not realistic to load up the work in one year, because we are limited with manpower. We need to pace the work.
F. Set Budget Workshop Calendar
First Selectman Mailhos referenced an email that was sent by the Business Manager with the budget schedule. The department budgets will be due by December 30th and the BOS budget will be presented to the Board of Finance on February 20th, leaving the final budget to be submitted to BOF by February 13th. With that date in mind, First Selectman Mailhos clarified that the final budget must be approved by the BOS at the February 3, 2013 regular meeting or at a special meeting to be scheduled.
Budget workshops will be held on the following dates: Monday, January 6 (before the regular meeting); Monday, January 13th and Tuesday, January 21st (before the regular BOS meeting). All meetings will be held at 5:15 PM.
First Selectman Mailhos noted that she feels this year will not be a particularly onerous budget season; the union increases are at 2.25% and will not have a big impact on the bottom line. Electricity and fuel are also locked in at lower rates. Workman’s comp will not exceed 3% and insurance is maxed at 9%, which is lower than anticipated. Also, Region 19 and our BOE budgets are shaping up to be favorable. The Board of Finance will let us know what to expect at their upcoming meeting this Thursday, December 19th.
Good & Welfare
Lynn Nicholls mentioned that someone called her to tell her Willington was on the Channel 7 news on Sunday, which stated that Willington had the best roads in the state; post snowstorm. (They were broadcasting from the Sunoco station on Route 32). Lynn commended her crews for their hard work and was proud to hear that.
First Selectman Mailhos extended condolences to the Parizek family, for the recent loss of Mr. Ralph Parizek.
First Selectman Mailhos mentioned a citizen request she received, which requested having the library put up photos of the former head librarians and/or former directors up somewhere in the library, which would be nice to have at the library. She will follow up on that and send a letter to the Library Board.
First Selectman Mailhos thanked the PW crews for keeping our roads clear during the recent storms.
Selectman Kowalyshyn moved to adjourn the meeting at 8:28 P.M.
First Selectman Mailhos seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No
Respectfully submitted,
Robin Campbell
Administrative Assistant
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