BOARD OF SELECTMEN
Meeting Minutes
Regular Meeting September 2, 2014
Common 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 6:33 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 August 18, 2014 with the following edits: under good and welfare: first paragraph- Kowalyshyn was misspelt; and replace the word of to “or” in the second sentence.
Selectman Blessington seconded the motion
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Present to Speak:
Robert Shabot stated that the Old Town Hall renovations look great, however he suggested having public Works add a cut into the curbing to allow drainage away from the building. First Selectman Mailhos stated that she will talk to the Public Works Director about this.
Al Sadow was present. He stated that he might be able to expedite the delivery of the new Polster Road bridge, and get it here in 6 – 8 weeks, rather than the 12 week lead time as suggested by the Town Engineer. He added that there was concern with having the bridge being delivered in 12 weeks; as that would put us into December, running the risk of having the asphalt plants being closed. First Selectman Mailhos stated that the contract will be awarded later at this meeting and clarified that constructions details will be discussed after it is awarded.
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:
*Senior Housing Phase III – Senior Housing Cottages – Permits have been pulled and the infrastructure project is underway
*Old Town Hall Renovations – The floor in the passage area to the Historical Society is being installed this week and the new floors refinished in the back area. A second coat of paint will be applied in the back area and new restrooms. First Selectman Mailhos stated that she has asked for a quote to have the crack in the stage area repaired and also to paint that area to match the rest of the building, as well as replace two doors that were outside the scope of the project. She is also planning to put in a CIP request to paint the exterior next year.
*Polster Road Bridge – Contract will be awarded tonight. The contractor will order the bridge and set up the construction schedule.
*Turnpike Road Phase 2 - Construction on phase 2 has been completed.
*Turnpike Road Phase 3/4– We have sent a request to the State to see if we can proceed out of order (instead of continuing on with drainage, we will pave the area of phase 1 and 2 and use the remainder of funds on drainage improvements.)
*Sidewalk on Route 32 – The Sidewalk Committee will send us a recommendation on how to proceed.
*Land Purchase – Public Works – The BOF has approved to appropriate the money and P&Z will discuss at their meeting tonight. Town meeting target date will be October 1st.
*STEAP 2015 Application – The application is due in November. The BOS will need to determine what projects to ask for funding for.
*Needs Assessment for the Town Office Building – The contract has been awarded to LaRoche Builders.
*Firefighter Tax Abatement – The Ordinance was passed at Town Meeting on August 5th. First Selectman Mailhos will schedule a meeting with the Tax Collector and Assessor as well as the Fire Chiefs to go through the procedure.
*MS4 Storm water Permit Changes – A petition and letter were sent to DEEP explaining why we do not think we should be classified as a Tier 1. First Selectman Mailhos will inquire about the public hearing date.
Public Works:
Derek reported that the crew has been working on the following tasks:
- Roadside mowing
- Trimming of guard rails
- Repair concrete block and repointing of wall at Dog Pound
- Sweep up stone on chip seal route
- Vehicle maintenance
- Removal of trees that had fallen in storm Old River Rd, Jared Sparks, Cosgrove
- Removal of dock and buoys at Halls pond
- Prep and pave OTH and install curbing
- Replace stairs for Bus Lot trailer
- Paint lines at OTH for parking
New Business
- Award Contract for Bridge Repairs and Superstructure Replacement at Polster Road Bridge
We received 8 bids total. The bids ranged from $175,850 (lowest) to $358,401. After reviewing the paperwork for the lowest bid, The Town Engineer stated everything looks in order. He has also spoken with the Public Works Director and they recommend awarding the bid to Sadow Excavation.
First Selectman Mailhos moved to award the Polster Road Bridge Contract to Sadow Excavation, Inc. as per the low bid of $175,850.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to refund $61.24 to Jason Bracich of 87 Ruby Road crediting for a sold vehicle.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to refund $63.48 to Juan Cornelio Gomez; P.O. Box 34 crediting for a sold vehicle.
Selectman Blessington seconded the motion.
Vote 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
- Resolution – Execution for new dump truck
First Selectman Mailhos moved to adopt the following resolution:
RESOLUTION AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE AGREEMENT, EQUIPMENT SCHEDULE NO. 04
At a duly called meeting of the Willington Board of Selectmen held in accordance with all applicable legal requirements, including open meeting laws, on the 2nd day of September, 2014, the following resolution was introduced and adopted:
RESOLUTION AUTHORIZING THE EXECUTION AND DELIVERY OF A MASTER LEASE AGREEEMENT, EQUIPMENT SCHEDULE NO. 04 AND RELATED INSTRUMENTS, AND DETERMINING OTHER MATTERS IN CONNECTION THEREWITH
WHEREAS, the TOWN OF WILLINGTON, CT ("Lessee") desires to obtain certain equipment (the "Equipment") described in Equipment Schedule No. 04 to the Master Lease Agreement (collectively, the ''Lease"), between SUNTRUST EQUIPMENT FINANCE & LEASING CORP. ("Lessor") and Lessee, the form of which has been available for review by the governing body of Lessee prior to this meeting; and
WHEREAS, the Equipment is essential for Lessee to perform its governmental functions; and
WHEREAS, the funds made available under the Lease will be applied to the acquisition of the Equipment in accordance with such Lease; and
WHEREAS, Lessee has taken the necessary steps, including those relating to any applicable legal bidding requirements, to arrange for the acquisition of the Equipment; and
WHEREAS, Lessee proposes to enter into the Lease with SUNTRUST EQUIPMENT FINANCE & LEASING CORP. substantially in the form presented to this meeting;
NOW, THEREFORE, BE IT RESOLVED By the Town of Willington Board of Selectmen as follows:
Section 1. It is hereby found and determined that the terms of the Lease in the form presented to this meeting and incorporated in this resolution are in the best interests of Lessee for the acquisition of the Equipment.
Section 2. The Financing Documents and the acquisition and financing of the Equipment under the terms and conditions as described in the Financing Documents are hereby approved. The First Selectman of Lessee and any other officer of Lessee who shall have power to execute contracts on behalf of Lessee be, and each of them hereby is, authorized to execute, acknowledge and deliver the Financing Documents with any changes, insertions and omissions therein as may be approved by the officers who execute the Financing Documents such approval to be conclusively evidenced by such execution and delivery of the Financing Documents. The Town Clerk of Lessee and any other officer of Lessee who shall have power to do so be, and each of them hereby is, authorized to affix the official seal of Lessee to the Financing Documents and attest the same.
Section 3. The proper officers of Lessee be, and each of them hereby is, authorized and directed to execute and deliver any and all papers, instruments, opinions, certificates, affidavits and other documents and to do or cause to be done any and all other acts and things necessary or proper for carrying out this resolution and the Financing Documents.
Section 4. Pursuant to Section 265(b) of the Internal Revenue Code of 1986, as amended (the "Code"), Lessee hereby specifically designates the Lease as a “qualified tax-exempt obligation” for purposes of Section 265(b)(3) of the Code.
Section 5. This resolution shall take effect immediately.
The undersigned further certifies that the above resolution has not been repealed or amended and remains in full force and effect and further certifies that the Lease executed on behalf of Lessee is the same as presented at such meeting of the Town of Willington Board of Selectmen excepting only such changes, insertions and omissions as shall have been approved by the officers who executed the same.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to add two items under new business:
Item E: CDL Physical Policy and Item F: Boards and Commissions online questionnaire
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to appoint Tom Smith as a regular member of the Willington Board of Assessment Appeals effective September 2, 2014, expiring November 21, 2017.
Selectman Kowalyshyn seconded the motion.
Selectman Kowalyshyn stated that Mr. Smith will be a good asset for that Board.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos stated that she was recently informed that our insurance no longer covers CDL physicals; which is a requirement of the Town for our Public Works’ employees. Mr. Sadow concurred, stating that not many doctors will cover this type of physical as it is too much for them. First Selectman Mailhos stated that we found there are a number of offices that perform the task that range between $80 and $130 each physical. First Selectman Mailhos clarified that the town should cover the cost as it is a requirement for the job and it is a bi-yearly physical. The cost will be absorbed in the Public Works’ budget.
First Selectman Mailhos presented the following policy:
The Town of Willington Public Works Department will reimburse the cost of Commercial Driver’s License (CDL) physical examinations, up to $130, for those Public Works employees required by the Town to possess a Commercial Driver’s License.
Claims for such physicals must first be submitted to the insurance company unless this is against the policy of the physician’s office, in which case a note from the physician’s office confirming such will be required. The Town of Willington will reimburse only the portion of the physical that insurance does not cover.
The insurance company’s Explanation of Benefits (EOB) and payment receipts must be submitted to the Finance Office for reimbursement within 90 days of the expense being incurred.
This benefit is available to each eligible employee as often as the physical is required by law to maintain the Commercial Driver’s License (currently once every two years or as otherwise mandated for medical reasons).
First Selectman Mailhos stated that she has presented this to the union workers and they were in consensus.
First Selectman Mailhos moved to adopt the policy (stated above) as presented.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
- Boards and Commissions online questionnaire
First Selectman Mailhos presented a draft questionnaire that was typed up by Tish Ignatowicz. The questionnaire was taken off of an idea from the Killingly website. Robin Campbell came across it while doing some research; the website page was similar to ours, seeking volunteers; with a link to download a questionnaire.
First Selectman Mailhos stated that she liked the idea and thinks the form would help us learn more about the people who are interested in serving on a Board/Commission. Selectman Blessington said we have a hard enough time trying to find people as it is; having to fill out a questionnaire would scare people away. He added that he likes the way we currently do things where the people are invited to a BOS Meeting and meet them in person. Selectman Kowalyshyn was in agreement and stated that some of the questions on the form seem like a hindrance. First Selectman Mailhos agreed that some questions should be eliminated but thought it would potentially attract someone on the Town website who wouldn’t otherwise know we were looking for volunteers.
The form will be altered; leaving the basic questions (name, address contact information) omitting the questions; reducing it to one page. The form will not be a requirement for anyone who is interested in serving on a board but is an alternate way to contact the board if anyone is interested.
Old Business
- Possible Land Purchase -33 Hancock Road Update
First Selectman Mailhos stated that she walked the property with the Town Engineer and Public Works Director and does not think we will need to build anything on the land; but having it would move the property line, and we will be able to put a new salt shed where we would propose to. The only other alteration would be to add an access road on the property.
She stated that she plans to attend Planning & Zoning to discuss the property to get 8-24 review, which is beginning shortly. The purchase of the land would give us access and options on the land we currently own, and any future improvements on the 12 acres would be minimal. The Conservation Commission seemed supportive of the purchase as most of the property could be protected. The Board of Finance made a motion to approve $22,500 to cover the cost of the land and legal/closing fees; targeting an October 1st Town meeting for approval.
Good & Welfare
First Selectman Mailhos stated that we received a resignation letter from the Republican Registrar of Voters, Gail Kapinos, who will stay on as deputy under Suzanne Chapman who has taken over as Registrar. First Selectman Mailhos thanked Gail for her service over the past four years. We will miss her.
We also received a letter from DEEP which states that Willington Fire Department #1 has received a Fire Assistant Grant in the amount of $1,914 to assist them in protecting our town. The matching grant can be used for training, water handling equipment, communications, prevention projects, safety supplies or other related items.
First Selectman Mailhos noted that she had sent an email to the Fire Chiefs in regards to the tax abatement Ordinance to set up a meeting to go over process and deadlines and also to explain to them why she voted no on the Ordinance. She added that she requested that the Chiefs read the email to their members. The reason why she voted no is that she was disappointed in their answer in how they would leverage this new benefit for the members. She added that she feels they could leverage this for new members. She added that she is hopeful it could be an opportunity for both departments to energize their members and bring some new people forward as well as a way to educate the public about how critical the volunteer services is. She wants to support them and hopes they come up with a plan.
Selectman Kowalyshyn stated that she has gotten a date for the joint meeting with EDC, BOS and P&Z. The date will be Wednesday, September 24th at 7PM in the Common Room.
Selectman Kowalyshyn stated that she would like to offer an “employee of the quarter (or season)” program. The employees can nominate a fellow employee; who would receive a $25 gift certificate to a local restaurant and it would be something positive for our employees. She would be happy to donate a plaque where the employee’s picture would be displayed for that season. She added it might help morale around the TOB. First Selectman Mailhos and Selectman Blessington concurred.
First Selectman Mailhos noted that the Girl Scouts are working towards their Silver Award and would like to meet with the Selectmen to discuss different projects, ideas and ways they can work together to benefit the Town.
First Selectman Mailhos moved to adjourn the meeting at 7:34 P.M.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
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