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Board of Selectmen Minutes 04/21/2014
BOARD OF SELECTMEN
Meeting Minutes

Regular  Meeting                                                                                April 21, 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 6:37 P.M. with the following in attendance:  Selectmen Kowalyshyn & Blessington and residents.  First Selectman Mailhos led the Pledge of Allegiance.

Approval of Minutes:

Selectman Blessington moved to approve the minutes of April 7, 2014 as written.   
Selectman Kowalyshyn seconded the motion.
Vote 3 Yes (Mailhos Kowalyshyn & Blessington) 0 No.

Selectman Kowalyshyn moved to approve the minutes of April 8, 2014 as written.   
Selectman Blessington seconded the motion.
Vote 3 Yes (Mailhos Kowalyshyn & Blessington) 0 No.

Present to Speak:

  • C-Pace Presentation
First Selectman Mailhos noted that we received an email from William McCaplin, who said that he and his partner Genevieve were both sick and unable to attend tonight’s meeting.  Selectman Kowalyshyn stated that she had extended an invitation for them to come to the next meeting on May 5th and is waiting to hear back from them.

WFD#1 Chief Millix stated that he has received bids for a new ambulance.  WFD#1 went through a bidding process and sought bids from three vendors; PL Custom, Braun and Lifeline.  Chief Millix stated that they held a bid opening last Tuesday and received two bids back; PL Custom came in at $219,175 and Lifeline’s quote was for $210,675.  He added that the two prices include a $30,000 trade-in of the old (current) ambulance and noted that $220,000 was approved at CIP.  The Fire Department wants to award the contract to Lifeline.  He has spoken with the Business Manager about combining the pickup truck and ambulance lease together. Lastly, he stated that they will seek additional discounts, once they finalize the lease process.  

Correspondence:

The correspondence list will be submitted at the next meeting.  

First Selectman Mailhos noted that a meeting will be held in Columbia next week to discuss the charges that Windham Hospital passes on to towns in the region.

First Selectman Status Report

First Selectman Mailhos went over the updated report:

  • Senior Housing – The Housing Authority applied for a CHAMP (Competitive Housing Assistance for Multifamily Properties ) Grant and were recently awarded the funding which will allow them to begin the construction project soon.  
  • Performance Contracting – We are still waiting for the boiler work to be done at the schools, and then the close out meeting will be held soon thereafter.
  • Old Town Hall Renovations – Public Works has demolished the existing ramp this morning, and found a set of steps underneath the ramp, which could not easily be removed.  They will return later this week with the proper equipment.   The contractor will be on site next Monday to begin the renovations.
  • Polster Road Bridge – the Town Engineer is working on the plans for the new bridge.
  • Turnpike Road- Phase 2 – Construction will begin on May 5th.  Letters will go out to the residents along the route to inform them of the construction.
  • Sidewalk on Route 32 – a meeting will be called in the next few weeks. We still need one more member at large to serve on the committee.
  • Personnel Policy Review – A workshop is scheduled for this coming Friday, April 25th.
Public Works:

Derek reported the following:

The Public works crew has been working on the following tasks over the past two weeks:

-Sweeping Roads
-Patching pot holes
-Grading dirt roads
-Assessing trees that need to be taken down
-Roof samples on the Center School Roof
-Removal of rotted maple tree from Center School playground

In addition, the first of two storm water samples have been taken and we are waiting on the report from the lab to send to the DEEP.  

Thanks to the crew for their quick handling of the spring snow/ice storm last week.

First Selectman Mailhos added that Eileen Smith was recently hired as the Administrative Assistant to the Public Works Director.  Welcome Eileen!
New Business

  • Possible Tax Abatement program for Fire Department members
Both Chiefs from Willington F.D. #1 and Willington Hill Fire Department were present.  They submitted a draft of a proposed Ordinance that would provide for a tax abatement to volunteer fire fighters.    WHFD Chief Snyder stated that neighboring Towns are offering the abatement to the volunteer fire fighters and seems to be working out well for them.  He added that the abatement would be an incentive to attract more volunteers  to join the force.   First Selectman Mailhos stated that she had met a few times with the Chiefs to discuss the proposed Ordinance and the concerns it could pose for the Town.  She added that there was a concern with clarifying of what an active member is (as both Departments have different bylaws and definitions for an active member).  Eligibility was also something that needed to be defined and clarified as well as a verification process.
 
Selectman Blessington stated that he just received this and would like to have some time to review it.  He added that he had questions about paid staff and unpaid staff; which should be clarified as well.  Chief Millix clarified that there is a list or requirements that would need to  be followed; such as attending 50% of department meetings; attending 5 or more training sessions and a response to a minimum of 10 % of emergency calls.  He added that mutual aid calls would not qualify.  He then clarified that WFD#1 may only have a handful of members who would qualify, as most of them are paid staff.   Chief Snyder stated that Willington Hill is totally different, where they are made up of strictly volunteers.  He then added that it would be a nice incentive to attract new members in joining the departments.

Selectman Kowalyshyn suggested that someone needs to be involved in the verification process to make sure that the records are correct.  Chief Millix suggested forming a committee to review the lists, and he then added that both departments will need to submit the supporting documents to verify it.   First Selectman Mailhos clarified that each of the Departments have the documentation; although they are tracked differently, it is still  the same type of record.  

Selectman Blessington stated that he is thankful for the fire departments and the members, however the property tax is something everyone in town is burdened by; and he is nervous about paying people by abating property tax.  He added that it will increase taxes for everyone else.  He then added if we do this for the Fire Department, what happens when the other volunteers, such as the Planning and Zoning, Board of Finance members, and such come forth and ask for abatement because they volunteer for the Town?  Selectman Blessington added he is very nervous about this idea; and suggested perhaps we should start paying people rather than abating their taxes.  He then suggested perhaps structuring it similar to the abatement for war veterans instead.  

WHFD Chief Snyder clarified that surrounding towns have the ordinances in place to prolong the inevitable, which is paying for fire service. The abatement would be a fraction of what it would cost to support paid staff.  

WFD#1 Chief Millix suggested crunching the numbers to see what the total equation would be that we are looking at.    Selectman Kowalyshyn added that she would like to know how many people would be eligible and how much it is going to cost the Town.   First Selectman Mailhos added that it would be great to have  ideas regarding corresponding savings that could be achieved along with this proposal, which would help offset the deficit the abatement would cause.  

Bob Wiecenski added that this would be a good way to keep the volunteers and thank them for their service.  

Selectman Kowalyshyn asked for more time to read it over, as she just got the proposal a little while ago.
Selectman Blessington suggested having the Town Attorney review it.  He then stated he is not a fan of this, but feels it should be given a chance; perhaps by going to a Town Meeting to let the residents vote on it.

  • Re-Adopt the Compliance with Title VI of the Civil Rights Act of 1964
First Selectman Mailhos read and moved to re-adopt the following:
Town of Willington   Compliance with Title VI of the Civil Rights Act of 1964

The Town of Willington does not discriminate in the provision of services, the administration of its programs, or contractual agreements.  The Town of Willington seeks to fully carry out its responsibilities under the Title VI Regulations.

Title VI of the Civil Rights Act of 1964 prohibits discrimination on the grounds of race, color or national origin in programs and activities receiving Federal financial assistance.  Title VI provides that No person shall on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any programs covered by the Regulations.

This policy is effectuated through the methods of administration outlined in the Town of Willington’s Fair Housing Plan and is fully implemented to ensure compliance by the Town of Willington, as the recipient, and by sub- recipients.  The cooperation of all personnel is required.
Selectman Kowalyshyn seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington)  0 No.

  • Re-Adopt the ADA Municipal Grievance Procedure
First Selectman Mailhos read and moved to re-adopt the following:
ADA MUNICIPAL GRIEVANCE PROCEDURE
This Grievance Procedure is established to meet the requirements of the Americans with Disabilities Act.  It may be used by anyone who wishes to file a complaint alleging discrimination on the basis of disability in employment practices and policies or the provision of services, activities, programs, or benefits by the Town of Willington.

The complaint should be in writing and contain information about the alleged discrimination such as name, address, phone number of complainant and location, date, and description of the problem.  Alternative means of filing complaints, such as personal interviews or a tape recording of the complaint will be made available for persons with disabilities upon request.

The complaint should be submitted by the grievant and/or his/her designee as soon as possible but no later that 60 calendar days after the alleged violation to:

Robin Campbell, ADA Coordinator
860-487-3100
40 Old Farms Road; Willington, CT  06279

Within 15 calendar days after receipt of the complaint, Robin Campbell will meet with the complainant to discuss the complaint and possible resolutions.  Within 15 calendar days after the meeting, Robin Campbell will respond in writing, and, where appropriate, in a format accessible to the complainant, such as large print, Braille, or audio tape.  The response will explain the position of Robin Campbell and offer options for substantive resolution of the complaint.

If the response by Robin Campbell does not satisfactorily resolve the issue, the complainant and/or his/her designee may appeal the decision of the ADA Coordinator within 15 calendar days after receipt of the response to the First Selectman or his or her designee.

Within 15 calendar days after receipt of the appeal, the First Selectman or his or her designee will meet with the complainant to discuss the complaint and possible resolutions.  Within 15 calendar days after the meeting the First Selectman or his or her designee will respond in writing, and where appropriate, in a format accessible to the complainant, with a final resolution of the complaint.

All written complaints received by Robin Campbell appeals to the First Selectman  or his or her designee, and responses from the ADA coordinator and First Selectman or his or her designee will be kept by the Town of Willington for at least three years.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

  • Discussion – Willington Word
First Selectman Mailhos stated that the Norwich Bulletin used to send out the publication to our residents at no cost to the town, as the cost was offset by the advertisers.  The Chronicle took it over a few years ago, and  found that they could no longer afford to send out the publication, on sole support of the advertisers, so they offered to put it in with the weekly sales flyer, however we decided we did not want to do that – as we felt our residents would like to have a separate publication and the only additional costs were for the postage; (four separate mailings) which was  discussed at a BOS Meeting last year, and we found the money to support it.

The Chronicle has recently has been in contact with Teri Gareau, Parks and Recreation Director, and told her that they are no longer able to make money (the number of advertisers has dropped) and are now asking for an additional $500 per publication (total of  an additional $2,000 for four publications).  First Selectman Mailhos asked the Business Manager and the Parks & Recreation Director their thoughts on the publication and if we can find the additional money to support it.  She received feedback from both of them, and Teri suggested omitting the summer publication, as there is not much going on in the summer, and that would have the least amount of content in there (as there are not that many programs going on).  

First Selectman Mailhos asked the Selectmen for feedback, as we have not budgeted for this, and noted that we can find the money for the remainder of this fiscal year (as it would only be an additional $500.00).  She also noted that last time, the Selectmen thought it was important to keep the publication going, as that is the only way to communicate with our residents.  Selectman Kowalyshyn stated that the town of Tolland only sends out three publications per year; (spring/summer, winter and fall) perhaps we could go that route and cut down on the costs, however Teri needs it to publish her events.

Chief Millix suggested going to a publication such as “the Patch”.  First Selectman Mailhos stated that Willington is not big enough for that type of publication.   Selectman Blessington said that the cost keeps going up and up.

Discussion was held on different ways to get publications out around town.  A suggestion was made to send out post cards to each household to promote the Town website (using the money that would have been spent on the summer publication) and then send out two Willington Word publications per year.  First Selectman Mailhos added that she believes it is important to keep the publications coming to the people.  She then suggested negotiating the cost with them and perhaps locking it in for a period of two years, so we know that it is a fixed cost.   Selectman Blessington added he was in favor of trying to negotiate the price.   Selectman Kowalyshyn said she thinks it should be sent out at least twice a year; and suggested having the different commissions and department chip in for the postage.  She then added that if we do away with the publication, Parks & Recreation is going to take a hit.  

Discussion was then held on how to coordinate the publications if they were only to be sent out twice per year.  

First Selectman Mailhos stated that she thinks we should cut down the publications to twice per year.  We will omit the summer publication, and send out a post card publication to promote the Town website.  She then added in the meantime, we can try to look around to see if we can find another publisher to do it cheaper.  Selectman Blessington stated that printed publications is a dying thing.  

  • Appointment – Sidewalk Committee
First Selectman Mailhos moved to appoint Betsy Trieber as a regular member representing the Board of Finance to the Sidewalk Committee; effective April 21, 2014; expiring once the committee has completed it’s charge.
Selectman Blessington   seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos added that we still have one seat left (for a member at large) on the Committee.  Selectman Blessington said he would try to find someone to fill the vacancy.  First Selectman Mailhos added that the Committee should start meeting sometime soon.

Old Business

  • Award Landfill Groundwater Monitoring Contract
First Selectman Mailhos stated that the Town Engineer and our Public Works Director both reviewed the bids that came in (Fuss & O’Neill & Anchor Engineering).   They both recommended that we stay with Fuss & O’Neill.  The Town Engineer noted that both firms are capable and well qualified to do the work, but his recommendation was based on the lower cost proposed and the fact that they have done a good job of satisfying the DEEP’s requirements in the past.

Selectman Kowalyshyn moved to award the Landfill Groundwater Monitoring Contract to Fuss & O’Neill as per their bid of $8,405.00 for year one; $8,638.00 for year two; and $8,784.00 for year three.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington).  0 No.


Good & Welfare

First Selectman Mailhos stated that she knew of two Willington residents who completed the Boston Marathon today; Rick Fox and Sara Jean.  She congratulated them and anyone else from Willington who competed in the race.

First Selectman Mailhos expressed condolences to the family  of Carol Parizek, who recently passed away. Carol served on the Board of Assessment Appeals and the Republican Town Committee for many years in addition to decades of other community services.  She will be missed.

First Selectman Mailhos stated that there will be an open house at the MillWorks on Route 32 this coming weekend (Saturday and Sunday).  They will hold factory tours, a musical guest and the Froehlichs will be there on Saturday to sell and sign their recently published book, “Willington”

First Selectman Mailhos reminded everyone of the Town Meeting tomorrow night at 7:00 P.M. in the Common Room (upstairs at the Town Office Building).  The Budget Referendum will be on May 6th.  

First Selectman Mailhos congratulated the Housing Authority on their recent award for the Button Hill construction project.  The project will be certified under the Energy Star Program to qualify for rebates and incentives.  This project will also receive financing of approximately $1,850,000 under the Federal Home Loan Bank of Boston’s Affordable Housing Program.  DOH will provide a grant of HOME funds of approximately $3.1 million, which will leverage over $3.2 million in non-state funds.  

Robin Campbell stated that Tom Hennick will come to Willington to host an FOI workshop on Wednesday, May 28th at the Library at 6:30 PM.   An email invitation will be sent out to all of the Boards and Commissions as well as a public notice.   Also, Lyle Wray, the Executive of CRCOG will be at the June 2nd BOS meeting to discuss the programs that CRCOG has to offer.

Selectman Kowalyshyn moved to adjourn the meeting at 8:12 P.M.
First Selectman Mailhos seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington)   0 No.

Respectfully submitted,
Robin Campbell
Administrative Assistant