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Board of Selectmen Minutes 02/09/2015
BOARD OF SELECTMEN
Special Meeting Minutes                                                         February 9, 2015
Selectmen’s 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 Blessington, Business Manager Donna Latincsics, CIP Chairman Kelly Trueb and a resident.  Selectman Kowalyshyn (arrived at 6:35 P.M.)

First Selectman Mailhos led the Pledge of Allegiance.

First Selectman Mailhos moved to appoint Charles Struzynski as an alternate member of the Solid Waste Advisory Commission, effective February 2, 2015, expiring February 1, 2017.
Selectman Blessington seconded the motion.
First Selectman Mailhos stated that Mr. Struzynski, who was in attendance needed to be in Manchester by a certain time this evening.   Because of the snow, his appointment was moved up in the meeting.  
Selectman Blessington stated it is wonderful to find volunteers and the Selectmen thanked him for offering to serve on this commission.  Mr. Struzynski stated his friend, Tom Kelly, (who is also new to the Commission) recommended he join.  He added that he thought it would be interesting.  He is a pharmacist, and has been in town since 2004; and a homeowner since 2008.  
Vote: 2 Yes, Mailhos & Blessington   0 No.

Selectman Kowalyshyn arrived at 6:35 P.M.

Approval of Minutes:

Selectman Blessington moved to approve the regular meeting minutes of January 12, 2015. Selectman Kowalyshyn seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman   Mailhos moved to approve the special meeting minutes of January 20, 2015  
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos moved to approve the special meeting minutes of January 30, 2015  
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

Present to Speak

No one was present.  The Cadette Girl Scout Troop 65292 will come to the meeting next week with their request to organize a Town wide clean up day.

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 – First Selectman Mailhos stated that she has not heard anything lately from the Housing Authority about the progress of this project.  She added that the Housing Authority had canceled their meeting tonight because of the weather.

*Turnpike Road – Phase 3 / 4 – The IWWC meeting was canceled for tonight, due to a lack of quorum (because of the inclement weather).  The next meeting will be on March 9th.  First Selectman Mailhos expressed concern that we have to wait another month to get the plans in as we will be moving into spring.  Selectman Blessington asked if the IWWC would have a makeup meeting.  Selectman Kowalyshyn suggested that we ask them to do so.  

*Michalec Road – The tree removal process will move along as soon as the snow has cleared and the weather breaks.  

*Sidewalk – Route 32 – The CIP has approved a $10,000 placeholder for an evaluation of the area.  This is on the FY 15/16 CIP plan.   

*Needs Assessment –-Town Office Building – the Structural Engineer tells us that the plan is forthcoming (perhaps this week).  We received a memo on Tuesday noting that the trusses on the building cannot handle a snow load capity over 20 lbs. per sq. foot.  First Selectman Mailhos will arrange to have the roofs cleared before more snow comes to err on the side of caution.

*EDC Marketing Study – the EDC will plan to meet soon to look at the RFP’s that came in.  They haven’t had a chance to look at them, because they had to cancel their last meeting due to the blizzard a few weeks ago.  

Public Works:

Derek reported that the crew has been busy with the following tasks:

  • Installing strip doors on dog kennels
  • Vehicle, equipment repairs
  • Plow and sanding
  • Sight line snow removal
Derek would like to thank the crew and Hipsky Construction for the excellent job on keeping up with the blizzard last week, the snow storm the week afterwards as well as last weekend and the long hours they endured. First Selectman Mailhos told the Selectmen that she has asked Derek for an update on the snow budget, so she can update the Board of Finance to prepare them if we will need additional funds.   She added that we still haven’t gotten most of our salt deliveries as there is a shortage and that might affect the budget.

Kelly Trueb asked about this year’s sand; and why it is so different as it has been in year’s past.  First Selectman Mailhos noted it is from a different vendor but it was tested and met the specifications needed for the job.  She added that in year’s past we used to use a 2-1 ratio (2 parts sand to 1 part salt) ; and used to apply more product on the roads.  This year, Derek is trying to use less product during the snow events and because of the  salt shortage, we are using a mix of 1 to 1.  This year’s sand is much darker than what we are used to.  Selectman Kowalyshyn added that the sand seems muddier than in year’s past, too.   Kelly Trueb added that the mud seems slushier – First Selectman Mailhos also noted that we have had a colder than normal winter, which affects the salt efficiency and have had more snow than normal this year.  She added that Derek and the crew are doing a great job.

New Business

  • Approve FY 15/16 CIP Plan
Kelly Trueb, Chairman of the Capital Improvement Program Committee presented the plan to the Selectmen, who will implement into their budget.  The CIP Committee worked hard and did a great job.  The FY 15/16 plan consists of the following projects:

  • 2014 PW Dump truck (lease)              $24,722
  • PW Holder-Mower (new w/ attachments)    $75,000
Chairman Trueb stated that the original request was for a good used piece of equipment, comparable to the one we have; for $115,000; and we would use the existing attachments. The CIP Committee felt that it would be better to purchase a new mower that has the attachments, than to purchase the used one.  They also felt our old mower would be worth more for resale if it goes with the attachments.  
  • HMS Ventilation System          $30,000
  • HMS Library roof                        $10,000
  • TOB Roof/gutter replace/repair  $80,000
The CIP Committee felt that these projects are necessities and should not be pushed off any longer.
  • RRAC Fit Trail                          $10,000
The original request was for $15,400, the CIP Committee felt that they would be able to cut the funding down to $10,000 and still be able to support it.
  • OTH Renovations/painting                $100,000        
Chairman Trueb explained that the OTH had 2 requests, (totaling $190,000)  for interior renovations and exterior painting.  They felt that $100,000 should more than cover the painting of the exterior and whatever funding is left, can be focused on the interior repairs.
  • Replace PW backhoe                      $34,000
The Committee believes that this is a reasonable request.   PW should have a new/used backhoe, as the one that we currently own is tied up at the Transfer Station 3 days per week.  PW needs another one to do the work around town.
  • Turnpike Road reconstruction            $325,000
The Committee believes we should finish this project and have committed the funding to do so.
  • Transfer Station Crack sealing          $20,000
The sidewalk repair Route 32 (engineering) was discussed.  First Selectman Mailhos stated that she thought this was approved at the last meeting?  Donna Latincsics clarified that it was not funded, and therefore not added in the plan.  Chairman Trueb clarified that it was discussed, and also thought it was supposed to be added.  Discussion was held.  The Selectmen asked Donna to reduce the Transfer Station Storm Water Pollution funding from $40,000 to $35,000 and to reduce the RRAC Fit Trail from $10,000 to $5,000.  They believe that they should be able to get ample equipment for the $5,000 and if more money is necessary, the RRAC would fundraise.  

  • Sidewalk repair Route 32 (engineering) $10,000 (added to the plan)
The total CIP Plan for FY 15/16 is for $543,122; the number the Committee voted to fund last year has been met this year.  

Lastly, the CIP Committee would like to see $120,000 of the surplus from the Polster Road Bridge project go towards the Daleville School Bridge as it has been noted that it is in need of repairs.

The Selectmen thanked Chairman Trueb for presenting the CIP and thanked the Committee for their dedication to getting the plan done.  

CIP Chairman Trueb stated that this committee has been a pleasure to work with. The new members took the time to understand the process and have done a wonderful job.  The CIP Committee will meet on Wednesday evening (February 11th) at 7PM to finish the plan for the out years.  

First Selectman Mailhos moved to accept the CIP plan for the 2015-2016 Fiscal year, including $543,122 in the Board of Selectmen operating budget.
Selectman Kowalyshyn seconded the motion.
First Selectman Mailhos noted that the $543 number is local funding that we are spending.  The projects that have been discussed total over $1.4million.   She clarified that we are putting grant and  LoCIP money towards this as well to keep the local funding number down.  She added that $312,000 of this funding also includes debt re-payment.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

  • Approve Selectmen’s budget
Donna presented the updated budget to the Selectmen.  Selectman Kowalyshyn noted that this budget is different than what was presented at the last budget workshop, which was $217,884; 7.1%.
Donna agreed, noting that the number went up when she matched the number to the CIP, therefore, the number increased to $246,408; an  8% increase.  

Donna presented some suggestions to the Board that could offer decreasing their overall budget:

  • The overtime for the payroll coordinator has been decreased by $553.00 noting that the overtime for that position should be rare and the budget should cover cases where overtime may be needed and is on rare occasions.  
  • The Compensated absences line item will be reduced by $5,000, but will still allow us to gradually increase the line to an additional $5,000 by year.  
  • The place holder for the health insurance can be reduced by 2 full time employees who are expected to take the waivers.  
  • The computer budget line item will be reduced by $4,200.  This is because we have a shared service with the schools.  
The Selectmen discussed the Planning & Zoning position request.  Donna has placed a spare insurance placeholder for that position, which is for $14,000.   Selectman Blessington stated that he was hopeful that the Selectmen would be involved in the hiring process, if they do hire someone for that position.  First Selectman Mailhos reminded the Selectmen that if we did, the funding source would have to come out of our budget.  Selectman Blessington then said he thinks it might be time to hire someone down there – they seem to be far behind, but it also seems to be better down there; as we are not getting any complaints.   First Selectman Mailhos reminded the selectmen what happened a few years ago: everyone was in agreement to add the position at 10 hours per week.  That way it was a true part time position with no benefits.  The Selectmen and Board of Finance were in support of that, but the Planning and Zoning Commission was not; they wanted all or nothing; so the BOF decided not to fill it at all.   She added this year, she is not sure they can prove there is a need; as there isn’t an increase of permits, or a large number of houses being built.  She added that she would be in favor of a 10 hour position, if that is the case.   Selectman Blessington agreed that they could add a person  in that position to help move things along.   The Selectmen then cut the additional place holder. (-$14,000)

The total reduction in the budget is now at -$38,193; (total increase is $208,216 or 6.75% overall.)

The Public Works and Transfer Station budget figures are still up. First Selectman Mailhos suggested going with the number as it reflects what we think is needed to do what should be done.   

First Selectman Mailhos moved to accept the budget with the changes discussed (that were made by Donna Latincsics).
Selectman Kowalyshyn seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

  • Hall School Parking Lot & Playscape Area Drainage
First Selectman Mailhos recently received an email from Peter Andersen, Chairman of the Conservation Commission about a storm water issue at Hall School.   He was contacted by a gentleman named Eric Thomas, who is a DEEP Watershed Manager and also part of the Eastern CT Conservation Group.  The group performed an assessment of the Willimantic River in 2002.  

He referenced the “Willimantic Streamwalk Agreement” report.   The report describes and documents stormwater runoff and erosion issues associated with the parking and playground areas behind Hall School.  The reason it is being brought to our attention, is because Mr.  Thomas read recent CIP Minutes, where discussions of replacing the play scape and chip sealing the parking lot at HMS were reviewed.  Mr. Thomas mentioned the erosion and mulch run-off issues with the river.  

It seems no one from the Board of Education or Selectmen knew about these issues.

First Selectman Mailhos noted that chip sealing is not in the plan for a few more years, but thinks we should at least ask the Town Engineer to look at it.  She added that it could be costly, and it is too late to add to the CIP now.  Selectman Blessington stated he is not happy with the way this is being presented to us.  He gave an analogy of a gentleman (Mr. Thomas; who is not a Willington resident); who locks his doors and closes his windows and shades, and reaches into the back of his sock drawer until he pulls out his dog-eared copies of the Willington Capital Improvement Plan; and as he looks through them, noting that Hall School playscape is in there and it jogs his memory of a study that was done in 2002.
*A copy of Selectman Blessington’s analogy is attached to the minutes.

Selectman Blessington added that he would rather wait until we get something formal to prompt us to move with this as he feels it is a bureaucratic game. Selectman Kowalyshyn stated that we should at least think about being proactive about this; to make sure we are not doing any harm.   First Selectman Mailhos agreed and thinks she should ask the Town Engineer to look into it and validate this for us.  Selectman Blessington stated he will go with this, but in reluctance.    
  • Appointment
*See page 1

  • Tax Refund
First Selectman Mailhos moved to refund $349.41 to Honda Lease Trust for a sold vehicle.  
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

First Selectman Mailhos moved to refund $1,724.061 to Joseph and Cheryl Walsh or an excess payment.  
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

Old Business

  • MS-4 Permit changes update
First Selectman Mailhos stated that the DEEP has issued their version of the draft with changes.  She stated that she has attended a stakeholder meeting, noting that Willington is the only town to be part of the stakeholder group, because we were the only town to submit a petition at the beginning of the process.  Among the others in the group are, the CFA, CCM, COST and their attorneys.  

If the parties cannot agree by August or September, an Evidentiary Hearing will be held.  She added that she believes no one wants to get there, however the environmental groups believe it will happen.   Selectman Blessington clarified that the EPA does not believe the original permit was strict enough.  Selectman Kowalyshyn asked if any of them had any suggestions how to help the small towns pay for the things that are now going to be required?  First Selectman Mailhos replied no, but it is implied that it will have to be paid for by taxes.  

COST and CCM are fighting for the Tier 2 towns.  First Selectman Mailhos stated that she feels she should represent all of the 8 towns (not all of them are small); who are in the same boat as us; small Towns who are being classified as Tier 1 for the first time.   Selectman Blessington asked if we have checked with our Town Attorney if there is any relief to have us re-classified?   First Selectman Mailhos stated that she had talked to the COST and CCM attorneys, who have been working on this and they said that we cannot get out of it.  They are using federal definitions; based on the census numbers.  Selectman Blessington stated it sounds fishy that the DEEP is regulating us as a Tier 1 Town.

One thing we need to fight for is for them to put a provision in there so we can at least appeal.  Right now, it probably makes sense to ask the Town Attorney to look into this.  Meetings will be held every other week at DEEP through the spring.  At the meetings, the stakeholders will review the draft permit in sections.  She stated that she will keep the Selectmen up to date as things progress.

  • Vibrant Communities Initiative Grant
First Selectman Mailhos stated that the Town Meeting was held last week, and this item was tabled, because of the way it was worded on the agenda.  She added that she has spoken with the Town Attorney about this and has suggested that we really should hold a town meeting to appropriate the funds, and need to get approval from the Board of Finance as the funds will go through the Capital Project Fund.  Selectman Blessington suggested in the future to run items like these by the Town Attorney before moving forward.  

The request will go before the Board of Finance on Thursday, where they will ask for another town meeting.  The date will be in early March.  

  • Nutmeg Network Discussion
First Selectman Mailhos informed the Selectmen that we had sent the letter of intent in to the State and have now received information regarding connection locations and pricing.  We have 2 options that we can choose for the connection.   One is at Hall School and the other option is at WHFD.  The option to connect to the Fire Department is much less expensive; however First Selectman Mailhos noted that we are already connected to the school, because the Superintendent’s office is located in this building.   She will be meeting with our new IT Director, Kyle Houghton to see what the best option is, before we choose a location.  The deadline to choose the location is February 15th.  

Good & Welfare

First Selectman Mailhos informed the Selectmen that she has sent a letter to the Department of Transportation, requesting the reduction in the speed limit as well as the signage and widening of the road along Route 32 near the proposed Dunkin Donuts location.   She stated that the Dunkin Donuts has decided to go with the ‘no left hand turn on Route 32’ option, but she warned that they may have to go back to Planning & Zoning, as this was not what was approved.

First Selectman Mailhos stated although the Energy Advisory Commission is no longer active, there are still things that can be done, and we would like to rejuvenate this Commission.  Selectman Kowalyshyn  will send out an e-blast about this, but in the meantime, if anyone if interested in joining the EAC, please contact the Selectmen’s office.

Last week’s Town Meeting minutes have been published.  First Selectman Mailhos clarified that no one really approves the minutes, but felt that they needed clarification, as they were not really accurate.  Item II states that the funding will money will be used for three consulting firms to access the mill building complex.  The correction should state that the money will fund one consulting firm (out of three that were interviewed) to review the entire village area of South Willington.   Selectman Blessington stated that the Town Meeting minutes should only have the item and the vote that was taken.  Selectman Kowalyshyn suggested asking the Town Clerk if she can amend the minutes.  First Selectman Mailhos replied that she doesn’t think we can.   Selectman Kowalyshyn warned that someday, we might have a question about a past meeting, and if we look at minutes that are inaccurate, there might be a problem.  Kelly Trueb suggested having the Selectmen make a motion to recommend the Town clerk edit the minutes.  First Selectman Mailhos said she will have to look into it before the next meeting and  we will discuss this then.      

Next week’s Selectmen meeting will be held on Wednesday, February 18th at 6:30 PM.  

Selectman Kowalyshyn moved to adjourn the meeting at 8:28 P.M.
Selectman Blessington seconded the motion.
Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.

Respectfully submitted,
Robin Campbell
Recording Clerk
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