BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting March 3, 2014
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 and residents. First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
Selectman Kowalyshyn moved to approve the minutes of February 18, 2014 with the following amendment: first page under “present to speak” - replace Zoning Board of Appeals with Board of Assessment Appeals. Also, Selectman Blessington noted that he would like to have our Assessor and representative from the evaluation company at the meeting as well.
Selectman Blessington seconded the motion.
Vote 3 Yes (Mailhos Kowalyshyn & Blessington) 0 No.
Present to Speak:
Willington Assessor, Mary Huda was present and offered clarification from the last meeting’s discussion regarding the reval under present to speak. She stated that the Board of Assessment Appeals is currently meeting and the deadline to submit appeals was due February 20th. The Board of Assessment Appeals will meet on March 10th to discuss new appeals regarding the 2013 Grand List. She noted that only two property owners from that neighborhood had sent in appeals. Ms. Huda then added that the condition factor on the land was updated in 2008 and the value went down during this reval. Ms. Huda stated that she is unaware of any local Ordinance in other towns. She then referred to the State Statute 12-62 which does not allow for any local Ordinance for any revaluation.
She then added that after speaking with Mr. Semprebon, he noted that the Town of Coventry may have an ordinance, but she found that they actually have a methodology; which is the same thing we have here. Selectman Kowalyshyn added that she had spoken with Ed Taiman (who is the Chairperson of BAA) and he clarified that we do not have an Ordinance. Selectman Kowalyshyn asked if everyone in Town, who lives on a body of water pays the same “C-factor”. Ms. Huda clarified that there are several features that go into the conditions factor, for example the size of the property and neighborhood it is in. She added that she is the person who agrees with the methodology and signs off on it. Selectman Blessington asked where the recommendation comes from. Ms. Huda stated it is in accordance with State Statute. She then suggested that the best option would be for the property owners to start with the Board of Assessment Appeals and go
through the process. Selectman Blessington then stated that he would hope if there is any wiggle-room that they would comply. Otherwise, the property owners only other option would be to file suit against the State Statute.
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 report.
*Turnpike Road – Construction is expected to resume in the spring. She added that sadly, the contractor who is doing the work on Turnpike Road had a tragic accident on February 19th where the owner and a worker died. She expressed condolences to Folsom Construction.
*Old Town Hall Renovations – We are expecting to award the contract later at this meeting.
*Senior Van – First Selectman Mailhos happily reported that it is in service.
Public Works:
First Selectman Mailhos stated that we are expecting to pick up the new sweeper sometime this week. She added that we haven’t incurred any further expenses in the snow budget, noting that we missed this last storm. Also, we have 88 tons of salt coming, but we might not need it. Selectman Blessington warned that we still have the entire month of March to go through.
New Business
First Selectman Mailhos moved to refund $1,876.77 to Clear Visions, LLC for an excess payment.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to refund $37.30 to Lauren C. Knoll; Willington, CT reason: Board of Assessment Appeals reduction.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to refund $376.11 to Toyota Motor Credit Corporation; Torrance, CA 90509.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos read and moved to adopt the following resolution:
GIRL SCOUT WEEK PROCLAMATION
WHEREAS, Wednesday, March 12, 2014 marks the 102nd anniversary of Girl Scouts of the USA, founded by Juliette Gordon Low in 1912 in Savannah, Georgia; and,
WHEREAS, throughout its long and distinguished history, Girl Scouting has inspired millions of girls and women with the highest ideals of character, conduct and patriotism; and,
WHRERAS, Girl Scouting connects girls to a world of possibilities in a positive and inclusive, girl-led environment, where girls are inspired to discover their passions and empowered to reach their full potential; and,
WHREREAS, through Girl Scouting, girls gain courage, confidence and character to make their communities and the world a better place. Troop members of Girls Scouts of Willington; and,
WHEREAS, more than 3.4 million current Girl Scout members nationwide will be celebrating 102 years of this American tradition, with nearly 50 million women who are former Girl scouts and living proof of the impact of this amazing Movement;
NOW THEREFORE, by virtue of the authority vested in me as First Selectman in the Town of Willington, I, Christina B. Mailhos do hereby applaud the commitment Girl Scouting has made to America’s girls and proudly proclaim the week of March 9-15, 2014 as Girl Scout Week.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
- Local Traffic Authority discussion
First Selectman Mailhos stated that Robin received a letter in the mail from the Department of Transportation, which states that the Office of the State Traffic Administration is looking to update their records. The letter states that the Board of Selectmen may designate another entity or person to act as the Local Traffic Authority on their behalf. The letter included guidelines of who the LTA can be; and listed if we have no appointed police force, the LTA can be the Board of Selectmen. First Selectman Mailhos noted that she wanted to have the Board of Selectmen discuss and make a motion for this.
Selectman Kowalyshyn moved to appoint First Selectman Mailhos as the Local Traffic Authority (LTA) for the Town of Willington.
Selectman Blessington seconded the motion.
Discussion was held on the duties of the LTA. First Selectman Mailhos noted that it is usually in regards to the Memorial Day parade and the 5K road race on a regular basis. Another situation which would have included a LTA would be when the Zombie Run race was slated to be held in town.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to appoint Kathleen Pacholski as a regular member of the Willington Conservation Commission; filling a vacancy; expiring December 1, 2016.
Selectman seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to appoint Julia Cartabiano as an alternate member, effective March 3, 2014; expiring December 1, 2016.
Selectman seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
- Resolution – Emergency Management Performance Grant Application
First Selectman Mailhos noted that the Board of Selectmen adopts this resolution every year; it is for a grant that offsets our Emergency Management Director’s salary line item.
First Selectman Mailhos read and moved to adopt the following resolution:
RESOLVED, that the Town of Willington may enter into with and deliver to the State of Connecticut Department of Emergency Services and Public Protection, Division of Emergency Management and Homeland Security, any and all documents which it deems to be necessary or appropriate; and
FURTHER RESOLVED, that Christina B. Mailhos, as First Selectman of the Town of Willington
is authorized and directed to execute and deliver any and all documents on behalf of the Town of Willington and to do and perform all acts and things which he/she deems to be necessary or appropriate to carry out the terms of such documents.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Old Business
First Selectman Mailhos presented the policy, which has been reviewed by the Board of Selectmen, department heads and our Payroll Coordinator. Several suggestions have been made by our Payroll Coordinator as well as questions on certain items which have been highlighted.
Selectman Blessington asked for clarification on “comp time” as listed on page 13. First Selectman Mailhos noted that she was told the only person who would fall under the comp time clause would be the Public Works Director as that position is salaried. Discussion was held on the difference between comp time and flex time and the way it is presented in the policy. First Selectman Mailhos noted that comp time is to compensate time used in an emergency situation. The time can be used at a future date (within reason), whereas flex time should be used within the pay period and is authorized in advance. Kelly Trueb stated that the policy is written very vaguely and should be reviewed. Selectman Kowalyshyn stated that she reads it as flex time can be used whenever and however
is convenient for the employee; within a pay period. Robert Shabot suggested flex time should be tied to a job and the amount that people are depending the person; it should be determined by the department head because everyone needs to be in the office at certain times to interact with the other employees. Selectman Kowalyshyn suggests that comp time and flex should be the same thing. Mr. Shabot clarified that comp time is above and beyond a person’s normal hours and it is to compensate someone for their time; and there are limitations as to how long of a period of time it can be accumulated before it is no longer available.
The workplace violence policy was discussed. Selectman Blessington questioned the definition of a deadly weapon as well as a dangerous instrument. He then added that the definition includes a dog that has been commanded to attack, which is a bit broad. First Selectman Mailhos noted that we didn’t have a workplace violence policy before, and this page was modeled after the Town of Tolland’s.
Discussion was then held on Appendix B, which will hold definitions on benefits for elected officials. First Selectman Mailhos noted that we may have to have a separate policy for them, as many board members do not get compensated or receive benefits, but should fall under a code of conduct. Christine Psathas noted that when Board of Education officials are elected, they receive a booklet of bylaws and a code of conduct. She suggested perhaps all other board members should receive the same when they are sworn in. First Selectman Mailhos noted that she is not aware of any other board that has bylaws like the Board of Education. Selectman Kowalyshyn suggested holding another FOI workshop to refresh everyone on the policy.
A workshop will be held on March 12th at 6PM for the Board to solely work on the policy. Location is to be determined.
- Award Old Town Hall Renovation Contract
First Selectman Mailhos stated that the architect and Town Engineer have met with the lowest bidder and have changed the scope of some of the work, which will be done by Public Works to bring the cost of the project down.
Public Works will now remove and dispose of the existing ramp and work on the exterior excavations and backfilling around the handicapped ramp. The bituminous work and associated BCLC work will also be done by Public Works. Lastly, the interior concrete basement work will be modified as designed in addendum #2; the new concrete work will include regarding the existing basement soil, furnish & install new 3” thick concrete with sheet wire mesh and vapor barrier and constructing a new concrete sump pit. The change order results in a decrease of $14,700.
First Selectman Mailhos moved to award the Old Town Hall Renovations and Upgrade project to GESCO, Inc. as per their bid with change order dated February 27, 2014 in the amount of $139,700.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington).
Selectman Kowalyshyn stated that she received more information on C-Pace, noting that the town of Tolland recently signed on to the program. She clarified C-Pace is a program for larger businesses and they finance energy improvements and go through the town. The reason it goes through the town is because it attaches with the tax payments (which takes priority over the mortgage), guaranteeing payment. The town also receives $500 compensation per year (or more, based on out-of -pocket expenses, once justified). The Town would be responsible to pay C-Pace twice yearly. Selectman Kowalyshyn clarified that if the Town is not interested, the program will not be available to our businesses. She recommended having representatives from C-Pace come to a meeting and invite the Tax Collector and Assessor
in attendance as well. Selectman Kowalyshyn clarified that we probably do not have a lot of businesses that would be able to take advantage of this in town, but would like to have the opportunity to look into it. Selectman Kowalyshyn will look into a future date, perhaps April 7th. Selectman Blessington asked if any local businesses have shown interest. Selectman Kowalyshyn stated that the owner of the Mill Works has expressed interest, but EDC has not offered it because the Town needs to be on board first. Discussion was held on how the program works, with a lien against the mortgage company. Selectman Kowalyshyn clarified that the representatives will be able to answer the questions. First Selectman Mailhos also clarified that a Town Meeting would need to be held on this as well.
Good & Welfare
First Selectman Mailhos noted that the Town Clerk recently brought to our attention that there is a time capsule buried in the basement of the Old Town Hall, from summer day campers in 1999. A document, which has been filed in the Town Clerk’s Office states that the time capsule is not to be opened until the year 2049. First Selectman Mailhos clarified that one of the Old Town Hall renovation projects is to have a cement floor poured in the basement as the dirt floor is contributing to moisture in the building. We will send out a public notice about this and send letters to those who attended the burial of the time capsule to see if they recall where it was buried.
First Selectman Mailhos noted that we have received plans for the Route 74 bridge construction, which is 90% complete and expected to be fully executed by November, 2014. Construction bids are slated to go out in February, 2015. The Town Engineer has reviewed the plans and estimates construction to begin mid 2015 (contingent on bonds and funding) and recommends that we send a letter of receipt with a request for a pre-construction meeting because we have residents who will be impacted by the construction. She also noted that the State plans to put a temporary bridge in place during construction, instead of closing the entire road down.
First Selectman Mailhos stated that we received a response from the State Traffic Commission regarding the request of a traffic study (OSTA request) for the proposed truck stop. The letter states that the proposed truck stop would not classify as a major traffic generator, therefore they have denied our request. The letter then goes on to say if the town still wishes to initiate a study, we can work with WINCOG, the appropriate regional planning organization to that end.
We also received a letter from the Town of Mansfield’s Housing Authority with a request for financial support of $2,900 to offset their costs to section 8 housing. She noted that Willington has been a part of the Mansfield Section 8 voucher program since at least 1989. We currently have a small number of families who receive Section 8 vouchers through that facility. She noted that Chaplin, Mansfield, Coventry and Willington are included in this program, and Mansfield Housing Authority receives administrative fees to offset the costs of running the program. First Selectman Mailhos noted that she was not aware of this until we received the letter and has forwarded on to our Youth Family & Social Services Director, but questioned what will happen if the other towns decide not to pay? Discussion was
held on having our WYFSS Director take on the job. First Selectman Mailhos noted that it would take too much of her time, and it is not possible, noting that it requires constant monitoring. Selectman Kowalyshyn suggested that they must have been making money on this before and asked if they have ever reported back to us before. She then suggested requesting an annual report from them prior to agreeing to anything.
First Selectman Mailhos stated that basketball season is winding down. She congratulated all of the basketball teams who have made it to the play-offs and those who went on to win their championship games.
Selectman Kowalyshyn moved to adjourn the meeting at 8:30 P.M.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Robin Campbell
Administrative Assistant
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