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Board of Selectmen Minutes 09/15/2014
BOARD OF SELECTMEN
Meeting Minutes
Regular  Meeting                                                                        September 15, 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 and residents.  First Selectman Mailhos led the Pledge of Allegiance.

Approval of Minutes:

Selectman Blessington moved to approve the minutes of September 2, 2014 as written.  
Selectman Kowalyshyn seconded the motion
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

Present to Speak:

First Selectman Mailhos noted that our new Chronicle reporter, Chris Dehnel was in attendance.

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:

*Old Town Hall Renovations –The contractor is repointing the outside foundation and filling in holes with  grout in the foundation. First Selectman Mailhos stated that we are currently trying to locate the septic in the back of the building to inspect it.  

*Polster Road Bridge – Construction commenced this morning.  The contractor has removed the top layer of asphalt and will remove the decking next.  The new bridge is on order and is expected to be delivered in 6 weeks. In the meantime, there is work to be done on the abutments.

*Turnpike Road Phase 2 - Construction on phase 2 has been 98% completed.  There are a few small items that still need to be fixed.  

*Sidewalk on Route 32 – The Sidewalk Committee will meet on September 29th.  A final recommendation will then be presented to the Selectmen at that meeting.  

*Land Purchase –A Town Meeting will be called at this meeting to appropriate the funding for the land purchase.  First Selectman Mailhos added that we have received 8-24 approval from Planning & Zoning.

*STEAP 2015 Application – First Selectman Mailhos reminded the Selectmen that they still need to determine what to apply for.  The deadline is in November.  

*Needs Assessment for the Town Office Building – The contractor started on measuring the outside of the building last week.    

*MS4 Permit Changes – The State DEEP has received our petition. A meeting will be held on September 24th   to schedule the public hearings.  First Selectman Mailhos plans to go to the meeting.    

Public Works:

Derek reported that the crew has been working on the following tasks:

  • Repair storm grate and sink hole at River Road park
  • Roadside mowing
  • Trimming of guardrails
  • Clear brush OTH, trim tree branches on Town Green
  • Vehicle maintenance
  • Prep and install curbing for FEMA curb repair.  This will be an ongoing process as there is roughly 2,900 feet to replace
  • Replace damaged and deteriorated catch basin grates
In addition,  Public Works has also been utilizing Community service workers to paint the Public Works Garage and out buildings at the Transfer Station.

New Business

First Selectman Mailhos noted that we had to file our agenda last Wednesday, due to the Town Clerks’ office being closed on Thursday and Friday as they were at a conference.  In the meantime, a few issues came up that she felt should be addressed during this meeting.  For example, on Friday, a resident had come into her office to discuss a pressing matter regarding timber harvesting and requested the possibility of  having the Town adopt an ordinance which would give oversight of logging to the IWWC. The resident was hopeful to add the ordinance adoption could be added to the Town Meeting agenda; however, First Selectman Mailhos clarified that she wasn’t sure it would be possible on such short notice as the Ordinance would need to be “ready to go” at this meeting; and we don’t even have one drafted.   

In addition, the Tax Collector had also requested adding a discussion about Cadlerock to our agenda, after it had been posted.  

Selectman Blessington stated that he does not like adding things to an agenda after it has been filed.  He added that he would rather not take any action on these items until the next regular meeting.  People might have an interest in one of these topics and should be notified that we are talking about it.   First Selectman Mailhos agreed that we would not take any action tonight; but would like to at least begin discussions.

First Selectman Mailhos moved to add item E under new business called “Possible Timber Harvesting / Logging Ordinance.
Selectman Kowalyshyn seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos moved to add item F under new business called “Cadlerock Property Discussion”
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos moved to add an Executive Session regarding a personnel matter on the agenda.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
 
  •  Resolution – STEAP Grant Agreement for Phase III of the Reconstruction of Turnpike Road
First Selectman Mailhos moved to adopt the following resolution:

RESOLUTION - STATE PROJECT No. 160-146

RESOLVED, that Christina B. Mailhos, First Selectman of the Town of Willington is hereby authorized to sign the Agreement entitled, “STEAP Grant Agreement between the State of Connecticut and the Town of Willington for Phase III of the reconstruction of Turnpike Road”

ADOPTED BY THE WILLINGTON BOARD OF SELECTMEN, THIS 15TH DAY OF SEPTEMBER, 2014.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

  • Tax Refunds
First Selectman Mailhos moved to refund $43.52 to Gaetano Cassone; of Michalec Road for a credit of a sold vehicle.
Selectman Kowalyshyn seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos moved to refund $436.89 to Ari Fleet LT; Mt. Laurel, NJ for a credit of a sold vehicle.
Selectman Kowalyshyn seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos moved to refund $30.27 to Clifford or Tina Barsaleau of Luchon Road for a credit of a sold vehicle.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

  • Resignation – WYFSS Director
First Selectman Mailhos stated that she accepted a resignation letter from Tara Bergeron last week.  Ms. Bergeron was in attendance. She and First Selectman Mailhos had gone over the job description last week and also discussed the day to day tasks that Tara does for the job.  First Selectman Mailhos added that it is important to understand what the job entails before we post the job to the public.  

Ms. Bergeron handed out copies of the job description to the Selectmen; and noted that there are a few administrative items missing, which will be edited.  She also recommended adding an additional  part time support position to the department. The part time position would run the youth programs and free up the Director, who would then be able to focus on the case management portion of the job instead; which has become more time consuming over the past few years.  Ms. Bergeron added that we currently receive $14,000 in State grant funding for the youth programs, and suggested using that funding to offset the cost of the part time employee; which would also allow us to meet the state mandates to continue to receive the funding.   

First Selectman Mailhos asked how many cases the Town currently has.  Ms. Bergeron responded that she has varied numbers and also depends on the time of the year.  We helped 20 households (with emergencies) and 130 for energy assistance. She spent 90 percent of her time on case management.   

The youth programs were discussed.  If an assistant were hired, the camp director and preschool teacher positions would be filled by that person.  We would still need to have a per-diem employee to work at those programs; which is mandated by the state.  She noted that those programs are self-supporting; and offsets the cost of the per-diem assistant positions, which are part time with no benefits.    Youth Advisory Board member Ginger Halle,  was also in attendance.  She added that the preschool programs (Music & Movement and the Friday Preschool Activity class) are open to surrounding towns; are very popular and allows us to make revenue.  Selectman Kowalyshyn asked if there was a requirement to continue on with these classes.  Ms. Bergeron responded no.  

Selectman Blessington stated that he is not in favor of adding another position. Selectman Kowalyshyn and First Selectman Mailhos agreed that for now, at least we should try to fill the one position and see how that goes.     

Resident Wilbur Gangaway stated it is important to have a contact person to help the seniors – noting that all of the senior programs (for example, Food Share, VNA visits, Dial a Ride, etc) are set up through the WYFSS Department.    He added that the new senior cottages will be built soon, and there will be even more seniors coming to town, who will need someone to reach out to.  

Tara stated that she has been working on tying up the loose ends and is not taking any appointments this week.  She is sending new calls to the Access Agency in the meantime.   Ms. Halle clarified that the Access Agency is in Willimantic, which has a different population, which in turn has different needs, than the people in Willington.  

Discussion was held on the position.  Currently, the position is a salaried position of 35 hours per week.  Tara stated in the summer she puts in 35 hours, but September through January is more than that per week.  Selectman Kowalyshyn asked if it is possible to send people to the Access Agency during the busy season to offset the burden to the Director.  Ms. Bergeron stated that it is possible, as long as it is not long term.  She added that she does not think that the seniors would go to Willimantic.   Ms. Halle added that people feel more comfortable dealing with the same (local) person, rather than getting  someone different every time; as they would if they went to the Access Agency.

First Selectman Mailhos stated that she would like to advertise the position as soon as possible and  will work on the edits to the job description tomorrow.  In the meantime, she will also research what other towns do.   The Selectmen thanked Tara for all she has done over the past five years she has been doing that job and wished her well.  

  • Call Town Meeting
First Selectman Mailhos 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 Wednesday, October 1, 2014 for the following purpose:

ITEM I

Public Hearing Item:
A presentation and discussion the discount prescription drug program sponsored by CCM.
(No vote on this item)

ITEM II

To see if the Townspeople, on the recommendation of the Board of Selectmen and the Board of Finance and after 8-24 review from the Planning and Zoning Commission, will authorize the appropriation of $22,500 from the Unassigned General Fund Balance for the purchase of 12 acres of land at 33 Hancock Road ID# (38-019-00) for $20,000 and $2,500 towards closing and due diligence costs.

ITEM III

To see if the Townspeople, on the recommendation of the Board of Selectmen, will authorize the First Selectman to execute documents related to the Town's purchase of 12 acres of land at 33 Hancock Road ID # (38-019-00) for a sale price of $20,000.

Dated at Willington, This 15th day of September, 2014

Willington Board of Selectmen:
Christina B. Mailhos, Kim Kowalyshyn & John Blessington         
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.                  

  • Possible Timber Harvesting / Logging Ordinance
First Selectman Mailhos stated that she had a concerned resident visit her office last Friday regarding timber harvesting on property that abuts hers.  The resident had asked if there was a way to request a setback of 50 feet between her property and the property being logged.   First Selectman Mailhos stated that she had spoken with our Zoning Agent, Susan Yorgensen and asked her about the process, and what the regulations were; which she found out that we (the Town) does not have regulations regarding logging; it is regulated by the State Department of Energy and Environmental Protection (DEEP).

Susan Yorgensen was present.  First Selectman Mailhos asked Ms. Yorgensen if it was possible to have the town adopt an ordinance which would allow IWWC  to regulate, approve and control all logging permits in town as was discussed last week.  Ms. Yorgensen stated that the Town had logging regulations within the Zoning regulations years ago, but it was removed.  Shortly afterwards, IWWC was going to adopt the regulations as part of the IWWC regulations, but realized that there was no Ordinance drafted.   She then clarified that the Town does not currently issue permits, nor does it have any jurisdiction regarding logging.  She clarified that the DEEP regulates logging.  The only involvement the Town (IWWC) has is if there are wetlands on the property; at that point an “Agricultural Exemption” can be sought by property owners.

First Selectman Mailhos stated that it does not seem right that we do not have regulations to govern this – especially when it involves a wetlands area.  The issue at hand is that the Town has no control.  Since the State issues a licence to a logger; it is assumed “best practices” should be followed; however, there is no enforcement to make sure they are.  She continued that it does not seem right; that repercussions would only happen after the fact –and by then, it is too late.  The neighboring resident, Ellie Lowell was in attendance.  She stated that she and her neighbors were approached and asked if they would like have their properties logged as well.   She stated that she was not interested, but in the meantime, her other neighbor had signed a contract; not really knowing what they had signed.  She added that she has found several other concerns; the logging company representative had told her that he plans to log right up to the property line – a line that he had established.  She believes that his outline is not accurate; and impedes on her property.  Ms. Lowell reiterated that a 50’ buffer would terminate any deviation between the property lines.  In addition to this, she stated that the logging company had initially told IWWC that they were planning to log only 20 out of the 28 acres; but then they told her that they were going to log the entire 28 acres.

Ms. Lowell also added that the logging company is required to send her a notification in writing of the logging (as she is the owner of an abutting property); and she has not received anything yet.  Lastly, she is concerned about the size of the trees that are being cut; as she was told they were planning on cutting everything down; regardless of size.  

Selectman Blessington stated that he feels it is not the place of the Selectmen to go before P&Z or IWWC; but suggested that she attend a future meeting and perhaps a Selectman could go with her to discuss this situation.

Ms. Lowell added that it is a shame DEEP cannot enforce. She would just like the town to be cognizant of what is going on.

  • Cadlerock Property Discussion
First Selectman Mailhos stated that the Revenue Collector has informed her that the Ashford Board of Selectmen are discussing the Cadlerock property at their meeting tonight.  They are looking to reduce the sale price of the property and are asking us (Willington) to do the same.  First Selectman Mailhos noted that we will most likely follow suit; as the majority of the property is in Ashford. It will be discussed at the next meeting; once we know what Ashford is doing.

Good & Welfare

First Selectman Mailhos stated that we have received a notice form the State that they will be resurfacing I84 through Willington.  We have sent out a public notice last week to inform our residents.  

First Selectman Mailhos noted the recent levy collections submitted  from the Revenue Collector; which portrays  that we remain on track with collections.   She commended Nancy Vogel, the Assistant Collector for keeping us on target while being short staffed during the busy tax season.  

Selectman Kowalyshyn stated that she has found a plaque for the Town Employee appreciation program and showed the Selectmen, who were in agreement.

First Selectman Mailhos noted that the flea market held last weekend was a success.  

First Selectman Mailhos congratulated the owner of Hilltop as he has received approval to expand his restaurant.  Beni is thankful that our townspeople are supporting his business, and it is nice to see it doing so well.   

Bob Wiecenski reminded everyone that the annual car show is coming up – it will be held on October 4th with rain dates of October 11th & 12th.  It will be held on the Town Green.

The friends of the Millworks group has received the Vibrant Community Grant (from the State Historic Preservation Office) and have begun the process of going out to bid on a consulting project for the entire South Willington Village historic area.

Executive Session

First Selectman Mailhos moved to go into Executive Session, regarding a personnel matter; inviting Robin Campbell at 8:14 P.M.
Selectman Kowalyshyn seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos moved to come out of Executive Session at 8:45 P.M.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos moved adjourn the meeting at 8:46 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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