BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting April 7, 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 6:34 P.M. with the following in attendance: Selectmen Kowalyshyn & Blessington, residents and Girl Scout Troop 67928. First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
Selectman Blessington moved to approve the minutes of March 17, 2014 with the following correction: Page 5; first paragraph (Approve CIP Plan); Third sentence: He referenced some of the items that were put in the plan as deemed urgent *add FY2015, Also, page 3; item C (Form Sidewalk Committee); last sentence – replace sight with *site.
Selectman Kowalyshyn seconded the motion.
Vote 3 Yes (Mailhos Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to approve the minutes of March 19, 2014 with the following correction: First paragraph, (FMLA discussion); correct spelling of Amanda Pallotti to *Palotti. Also, reference to “Authorized Leave” should be clarified that it is a header of a section.
Selectman Kowalyshyn seconded the motion.
Vote 3 Yes (Mailhos Kowalyshyn & Blessington) 0 No.
Present to Speak:
A. Junior Girl Scouts – Warm Wishes Program
Girl Scout Troop 67928 Leader, Jennifer Jeffreys and her Scouts were present. Ms. Jeffreys stated that the girls are working towards the second half of their Bronze award; which is a Service Project. They came up with several project ideas (12 total), which were then narrowed down to one, by a voting process. They held a bake sale, and used the proceeds to purchase fabric and then made blankets, which will be donated to residents who apply for fuel assistance. The girls made 18 cozy blankets at an overnight stay at the library, recently. Ms. Jeffreys added that she is happy that their project can stay in our Town and help those who need it. The Girl Scouts presented the blankets to our Youth, Family & Social Services Director, Tara Bergeron. Ms. Jeffreys said that she is proud of her girls
for seeing the project through from start to finish. The blankets have a ribbon wrapped around them, and each of them has a “warm wishes” note attached to them as well. First Selectman Mailhos said she is also proud of the girls, and is hopeful that they will find other things to help out around Town, as they have great ideas on how to improve things and make our Town a better place.
B. Willington Town Clerk – Preservation Grant Request
Donna Hardie, Town Clerk was present and requested authorization to apply for a Historic Document preservation grant. This year, the grant amount is for $5,000. She is requesting to preserve the DD214 files, (military discharge certificates) at a cost of $3,520.00 as well as preservation of 50 old road deeds, dating back to the 1800’s, which will cost $750.00. Kofile Preservation will do the entire preservation process for both projects. The preservation process entails encapsulating separate folios into single sheets and placing them in loose leaf volumes which will go in a storage container. Each page will be preserved manually.
Also, Ms. Hardie will preserve the agendas and meeting minutes of the Board of Selectmen, Finance, Planning & Zoning Commission as well as the Inland Wetland & Watercourse Commission for the years of 2012 and 2013. They will be put on archival paper and installed in minute book binders. She has requested the preservation to be done from Adkins Printing Company at a cost of $750.00. She noted that the preservation work is $20 over and she will use money from her budget to cover that amount.
Selectman Blessington moved to add item H under new business called “Preservation Grant”
First Selectman Mailhos seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Robert Shabot stated that the new book, named “Willington – Images of America” produced by Joe & Trish Froehlich will be available on April 14th. The Froehlich’s will have their first book signing (and books may be purchased at that time) at the Willington Library on Thursday, April 17th from 6:30 PM – 7:45 PM as well as another one held at the Millworks (156 River Road); on Saturday, April 26th from 3:00 PM until 4:30 PM. A third book signing will be on May 4th at the UCONN book store from 1PM until 2PM. The proceeds from the book will go directly to the restoration of the Daniel Glazier Tavern.
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:
*Performance Contracting – the work is about 90% completed. The boiler work will be the last of it and then a closing meeting will be scheduled.
*Old Town Hall Renovations – the contract has been signed. Public Works will begin demo work on the ramp on April 21st and then the contractors will begin on April 28th.
*Polster Road Bridge – The Town Engineer is working on plans and price estimates.
*Turnpike Road; Phase 2 – A meeting will be held this week between the Contractor, Town Engineer, Grant Administrator and the Director of Public Works. We also need an easement signed from a property owner.
*Hockla Farms Road/ Drainage issues – the road was graded last week. The Town Engineer and Public Works Director will work up preliminary engineer design options.
*Sidewalk on Route 32 – The Sidewalk Committee has been formed, but we still need a few more members.
*Personnel Policy Review – the changes from prior meetings will be incorporated in the policy. The next meeting will be scheduled tonight.
Public Works:
First Selectman Mailhos stated that she has told our new Public Works Director that he was not required to attend every meeting, unless something big is going on that needs explanation. She added that he will submit a summary of the work that the crews are doing for each meeting instead.
His summary reads: The crew has been performing vehicle maintenance, roadside brush trimming, patching pot holes, re-grading of Daleville & Hockla Farms road due to washouts and replacing and repairing signs. We have prepped the new sweeper and have begun sweeping roads.
Also, worth mentioning is the phenomenal job the crew had done on the surprise snow event last Monday.
First Selectman Mailhos stated that we got our new sweeper (that we purchased used) and the crews have already begun sweeping. She also thanked crew member Jeff Hansen for painting it so it looks new and doing other mechanical improvements prior to putting it into service.
New Business
A. Award Landfill Monitoring contract
We received two bids:
Anchor Engineering: Lump sum year 1: $9,430; year 2: $9,430; year 3: $9,710
Fuss & O’Neill, Inc: Lump sum year 1: $8,495; year 2: $8,638; year 3: $8,784
First Selectman Mailhos stated that she would like to table the award until the next meeting, so the Town Engineer and the Public Works Director can review and make a recommendation.
B. Tax Refund
First Selectman Mailhos moved to refund $1,401.02 to William M. Tremko; 29 Timber Lane to refund a sold vehicle.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
C. Safety Committee Discussion
First Selectman Mailhos stated that we have had a Safety Committee for years; as it is a requirement for insurance coverage. Back in 2009, the name was changed to “Safety and Facilities Committee” and discussion was held to reenergize the committee. At the time, First Selectman Mailhos contacted the people who were on the Committee and asked them if they were still interested in staying on it. Another requirement of the Committee is that it must have members from the Union (as specified in the Union contract); Public Works, Management and the Fire Department. She referenced the minutes of December 21, 2009, where it states that the Committee is lacking in members and we need to recruit some people for it. The minutes also reference that only the name was changed and an official charge was to be
written before appointing members to the Committee. First Selectman Mailhos reviewed some notes from after that meeting and found that no one was interested in staying on the Committee; therefore they haven’t met in quite some time. She stated that this is a requirement, that needs to be followed, and she believes it is a good idea to have.
Selectman Blessington stated that he was on the Safety Committee back in 2005. The charge was to look for safety violations, but the problem was that there was no way to enforce anything (other than sending out a letter to the department of where the violation was found) but no follow up was done on anything. Selectman Kowalyshyn stated that this is a requirement and feels we need to comply. Selectman Blessington clarified that they never found anything serious back in 2005, there were just little things. He added that this is a mandate put on us; nobody wants to do it and he questions the need for it. Selectman Kowalyshyn disagreed and stated that it is bureaucracy, but we need to do something or we could get fined. Kelly Trueb added if something catastrophic happens, the investigators might
research to see what the Safety Committee did to prevent it. Selectman Kowalyshyn added that it is a lot of work, but it is something that we need to do. She suggested making it more appealing, then maybe people might offer to volunteer for it – it is all in the way you sell it. First Selectman Mailhos said we need to find a way to fund the recommended fixes.
Selectman Blessington stated that he is hopeful that the person in charge of the buildings (such as this one) would see the things that need to be done and take care of them. First Selectman Mailhos reminded Selectman Blessington that we do not have anyone to take care of this building.
Selectman Blessington moved to appoint Selectman Kowalyshyn to the Safety and Facilities Committee.
First Selectman Mailhos seconded the motion.
First Selectman Mailhos informed Selectman Kowalyshyn that she will give her the information that she has on the committee and the contact information on the remainder of the people who are still on the committee. She also thanked Selectman Kowalyshyn for taking this on.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
D. Appointment
First Selectman Mailhos moved to appoint Ralph Tulis as a regular member (at large) on the Sidewalk Committee; effective April 7, 2014; expiring once the Committee has completed it’s charge.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to appoint Kelly Trueb as a regular member, representing the CIP Committee to the Sidewalk Committee; effective April 7, 2014, expiring once the Committee has completed its charge.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Jason Bracich was present. He stated that he moved to Connecticut from Colorado a few years ago. He moved to Willington for the school system and would like to get involved in the Town. He is hopeful to start a business once he is done with school.
First Selectman Mailhos moved to appoint Jason Bracich as an alternate member of the Willington Economic Development Commission; (filling a vacancy) effective April 7, 2014, expiring January 1, 2015.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
E. Re-Adopt Fair Housing Resolution
First Selectman Mailhos read and moved to re-adopt the following Resolution:
FAIR HOUSING RESOLUTION
Whereas, All persons are afforded a right to full and equal housing opportunities in the neighborhood of their choice; and
Whereas, Federal fair housing laws require that all individuals, regardless of race, color, religion, sex, handicap, familial status or national origin, be given equal access to all housing-related opportunities, including rental and homeownership opportunities, and be allowed to make free choices regarding housing location; and
Whereas, Connecticut fair housing laws require that all individuals, regardless of race, creed, color, national origin, ancestry, sex, marital status, age, lawful source of income, familial status, learning disability, physical or mental disability, sexual orientation, or gender identity or expression be given equal access to all housing-related opportunities, including rental and home ownership opportunities, and be allowed to make free choices regarding housing location; and
Whereas, The Town of Willington is committed to upholding these laws, and realizes that these laws must be supplemented by an Affirmative Statement publicly endorsing the right of all people to full and equal housing opportunities in the neighborhood of their choice.
NOW THEREFORE, BE IT RESOVED, That the Town of Willington hereby endorses a Fair Housing Policy to ensure equal opportunity for all persons to rent, purchase, obtain financing and enjoy all other housing-related services of their choice on a non-discriminatory basis as provided by state and federal law; and
BE IT FURTHER RESOLVED, That the chief executive officer of the Town of Willington or his/her designated representative is responsible for responding to and assisting any person who alleges to be the victim of an illegal discriminatory housing practice in the Town of Willington and for advising such person of the right to file a complaint with the State of Connecticut Commission on Human Rights and Opportunities (CHRO) or the U.S. Department of Housing and Urban Development (HUD) or to seek assistance from the CT Fair Housing Center, legal services, or other fair housing organizations to protect his or her right to equal housing opportunities.
Adopted by the Willington Board of Selectmen on April 7, 2014.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
F. Re-adopt Fair Housing Policy Statement
First Selectman Mailhos read and moved to re-adopt the following:
Town of Willington Fair Housing Policy Statement
It is the policy of the Town of Willington to promote fair housing opportunities and to encourage racial and economic integration in all its programs and housing development activities.
Programs funded and administered by this Town of Willington must comply with the provisions of Section 46a-64c of the C.G.S., and with related state and federal laws and regulations that prohibit discriminatory housing practices.
The Town of Willington or any of sub-recipient of the Town of Willington will carry out an affirmative marketing program to attract prospective buyers or tenants of all majority or minority groups, without consideration of race, color, religion, sex, national origin, ancestry, creed, sexual orientation, gender identity or expression, marital status, lawful source of income, disability, age or because the individual has children in all programs and housing development activities funded or administered by the Town of Willington.
The municipality’s Selectmen’s Office is responsible for the enforcement and implementation of this policy. The Selectmen’s Office may be reached at 860-487-3100 or RCampbell@willingtonct.org.
Complaints pertaining to discrimination in any program funded or administered by this Town of Willington may be filed with the Selectmen’s Office. The municipality’s Grievance Procedure will be utilized in these cases.
Complaints also may be filed with the Commission on Human Rights and Opportunity, Special Enforcement Unit, 21 Grand Street, Hartford, CT 06106, Telephone (860) 541-3403 within 180 days of the alleged violation by submitting a notarized complaint and/or the Boston Regional Office of FHEO, U.S. Department of Housing and Urban Development, Thomas P. O’Neill, Jr. Federal Building, 10 Causeway Street, Room 321, Boston, MA 02222-1092, Telephone (617) 994-8300 or 1-800-827-5005, TTY (617) 565-5453. A complaint may be filed with HUD within one year after an alleged violation. Additionally, an individual may file suit, at his/her expense, in Federal District Court or State Court within two years of an alleged violation. If the individual cannot afford an attorney, the Court may appoint one. A suit can be brought
even after filing a complaint, if the complaining party has not signed a conciliation agreement and an Administrative Law Judge has not started a hearing. A court may award actual and punitive damages and attorney’s fees and costs.
A copy of this policy statement will be given annually to all Town of Willington employees and they are expected to fully comply with it. In addition, a copy will be posted throughout the Town of Willington.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
G. Re-Adopt Town of Willington Affirmative Action Policy Statement
First Selectman Mailhos read and moved to re-adopt the following:
Town of Willington - AFFIRMATIVE ACTION POLICY STATEMENT
As First Selectman of the Town of Willington, I recognize the need for Affirmative Action and I pledge my commitment to undertake positive actions to overcome the present effects of past practices or barriers to equal employment opportunity and to achieve the full and fair participation of minorities, women, people with disabilities, older persons, and all other protected groups found to be underutilized in the Town of Willilngton’s work force or affected by policies having an adverse impact. In the spirit of Executive Order 11, signed by Governor Ella Grasso November 21, 1975, and Executive Order 9, signed by Governor William A. O’Neill on January 3, 1984, I further state that this Town of Canton will comply with the anti-discrimination provisions of the state and federal laws and regulations listed at the end of this
section.
I recognize the hiring difficulties experienced by minorities, people with disabilities and by many older persons and, where appropriate, I have set goals to overcome the present effects of past discrimination, if any, to achieve the full and fair utilization of such persons in the work force. I further pledge that the Town of Willington will affirmatively provide services and programs in a fair and impartial manner.
Where adverse impact is identified, the Town of Willington will: (1) review its personnel policies and procedures to ensure that barriers, which unnecessarily exclude protected classes and practices, which have an illegal discriminatory impact, are identified and eliminated; (2) explore alternative approaches to employ minorities and members of protected classes; (3) administer all terms, conditions, privileges and benefits of the employment process in an equitable manner; and (4) establish procedures for the extra effort that may be necessary to ensure that the recruitment and hiring of protected group members reflect their availability in the job market.
It is the policy of the Town of Willington to provide equal employment opportunities without consideration of race, color, religion, age, sex, marital status, national origin, genetic information, past/present history of mental disability, ancestry, mental retardation, learning or physical disabilities including but, not limited to blindness, sexual orientation, political belief or criminal record, unless the provisions of Section 46a-60(b), 46a-80(b) and 46a-81(b) of the Connecticut General Statutes are controlling or there is a bonafide occupational qualification excluding persons in one of the above protected groups. This policy applies to all aspects of the employer/employee relationship including, but not limited to, recruitment, hiring, referrals, classifying, advertising, training, upgrading, promotion, benefits, compensation,
discipline, layoff and terminations.
The Town of Willington will implement, monitor and enforce this Affirmative Action Policy Statement in conjunction with the applicable federal and state laws, regulations and executive orders listed below: 13th, 14th and 15th Amendments of the United States Constitution, Civil Rights Act of 1866, 1870, 1871, Equal Pay Act of 1963, Title VI and VII of the 1964 United States Civil Rights Act, presidential Executive Orders 11246, amended by 11375, (Nondiscrimination under federal contracts), Act 1 Section 1 and 20 of the Connecticut Constitution, Governor Grasso’s Executive Order Number 11, Governor O’Neill Executive Order Number 9, the Connecticut Fair Employment Practices Law (46a-63-64). Discrimination against Criminal Offenders (46a-80). Connecticut General Statutes, Connecticut Code of Fair Accommodations Law (46-63-64),
definition of Blind (46a-51 (1), definition of Physically Disabled (46a-51 (15), definition of Mentally Retarded (46a-51 (13), cooperation with the Commission of Human Rights and Opportunities (46a-77), Sexual Harassment (46-60-(a) Connecticut Credit Discrimination Law (360436 through 439), Title I of the State and the Local Fiscal Assistance Act of 1972 and the Americans with Disabilities Act of 1992.
This policy statement will be given annually to all Town of Willington employees and will also be posted throughout the Town of Willington. I also expect each supplier, union, consultant and other entity (s) with which we do business to comply with all applicable State and Federal Equal Opportunity laws and regulations. The Town of Willington will not knowingly do business with any entity debarred from participation in any federal or state program or found to be in violation of any state or federal anti-discrimination law.
I have assigned the responsibility to achieve the successful implementation of our goals and objectives to Robin Campbell, Administrative Assistant 860-487-3100, rcampbell@willingtonct.org
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
H. Preservation Grant
First Selectman Mailhos moved to appoint Town Clerk Donna Hardie as the designee for the Preservation Grant.
Selectman Kowalyshyn seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Old Business
A. Discussion with Mansfield Housing Authority – Section 8 Housing
Rebecca Fields, from the Mansfield Housing Authority was present. She clarified that the Housing Authority is not associated with the Town of Mansfield. Ms. Fields submitted an informational packet to the Selectmen, which explains the benefit information for Willington. She explained that the Mansfield Housing Authority manages the Section 8 Program for 5 towns; Mansfield, Coventry, Ashford, Chaplin and Willington. They receive 149 vouchers from HUD (formulated based on need in the area), that they are allowed to issue in any of these five towns. The vouchers are associated with two separate money accounts; HAP’s (Housing Assistance Payments) and the other money supports the Admin fees. She clarified that the two cannot be combined and the admin fees are supported by the number of vouchers that are
leased. She also added that the voucher leases are higher than what they are paid out for them. (for example; a payment for a voucher is $560, however the cost for the actual voucher is $670 for each). The way it works is that the client is required to pay 30% of their rent and the HAP absorbs the rest of the costs towards rent. It can fluctuate based on their income; the less they make, the more the voucher is worth to offset the rent. Ms. Fields added that because of the costs, there is no way that the Housing Authority can afford to lease 100 % of the vouchers, and as of 2003, the Federal Government only pays for the number of vouchers leased. Because they cannot afford to lease all of the vouchers (they lease out approximately 121 vouchers), they have been offsetting their costs from reserves that were built up over the years.
Ms. Fields added that the Housing Authority needs to fill a $20,000 gap of admin costs associated with the program and she is asking all of the five towns for support to keep the program here for our residents and offset the administrative fees. So far, all of the other towns, with the exception of Coventry have obliged (she has not heard back from Coventry yet). She noted that Willington has 18 families participating in the program; 13 of which are elderly. The cost associated with Willington’s portion is $2,900. Lastly, Ms. Fields stated that the Federal Government will be supporting a higher percent of the vouchers, and she has also applied for additional HAP funds. She added that she is hopeful that she will not be back next year to request support. Lastly, Ms. Fields stated
that the vouchers that are leased in Willington count as “Affordable Housing” units, which allows us to meet the state requirement of 10% affordable housing. She added that the rental units are also those who pay taxes to the Town, running full circle. Lastly, she added that the nice thing is that housing is spread out all over the Town and blend in; you would never know if your neighbor is on Section 8 housing.
B. Schedule Personnel Policy Workshop
The workshop will be held on Friday, April 25, 2014 at 12:00 PM.
Good & Welfare
First Selectman Mailhos informed the other Selectmen that the Fire Chiefs will bring a proposal for a tax abatement program for Firefighters at the next regular meeting (April 21st). She stated that they have been working on the wording of a proposed Ordinance, and there is a lot of detail that must be included. She noted that they have been working together on the Ordinance and have been referencing other towns as well. Selectman Blessington asked if they could have it before the meeting, so they have a chance to read through it. First Selectman Mailhos stated that she will ask them to have it prior to the meeting.
Kelly Trueb added that the incentive for the tax abatement might be good for both departments; as it might attract new members or increase a current Firefighter’s active status. First Selectman Mailhos added that we also need to look at the impact to the Grand List (and we need to see if we can afford it as well). Kelly Trueb added that she believes that what they are talking about proposing would include tiers based on experience that they have (such as someone who is trained in medical, or someone who has extra training, etc.). Selectman Kowalyshyn suggested having someone (or a committee) do a check and balance to make sure it is in alignment.
First Selectman Mailhos stated that the Willington Day Committee is going strong. We have a new Chairperson, Melissa McKinnon, who has stepped forward to run the event as well as some new members. First Selectman Mailhos stated she is confident that they will do a great job to carry on the tradition.
Selectman Kowalyshyn stated that there will be an EDC Business Networking Meeting on Wednesday night at 6:30 at the Hilltop Restaurant. So far, 22 people have RSVP’d.
Kelly Trueb stated that there is a new CERT class being held in Mansfield on Wednesday evenings. This CERT team will serve the whole region.
Kelly Trueb reminded everyone that the 49th Annual Joe Green Memorial Easter Egg Hunt will be held on Saturday, April 19th at the Willington Hill Fire Department. She encouraged everyone to come around 10:30 to register for the bikes. Also, they will be raffling toys as well. Lastly, Ms. Trueb thanked Public Works for sweeping the parking lot of the Fire House so it is ready for the event.
Robin Campbell reminded everyone of the Annual Budget Public Hearing tomorrow night at the Town Office Building.
Selectman Kowalyshyn moved to adjourn the meeting at 8:44 P.M.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
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