BOARD OF SELECTMEN
Meeting Minutes April 20, 2015
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 6:30 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 6, 2015
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Selectman Kowalyshyn moved to approve the minutes of April 8, 2015
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Present to Speak:
- Town Clerk Preservation Grant Request
Donna Hardie, Town Clerk was present. She is looking to apply for funding of $3,000 to add to the back files of the land records for the years of 1976 to 1981. Currently, the Clerk’s office is on line beginning the year 1982 to current date. Ms. Hardie noted that the online records are helpful to those who are out of state, or not able to come into the Town Office. People can view the records for free, and if they need to print a record, may do so for a $1.00 per page fee.
First Selectman Mailhos moved to authorize Donna Hardie to apply for the Preservation Grant
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Christine Psathas, Willington Democrat Registrar of Voters presented a pamphlet that she and Republican Registrar, Suzanne Chapman have prepared for residents. Ms. Psathas stated that she was looking for a contact number for the Dog Warden one day, and realized it might be a good idea to make up a municipal guide for residents. The Selectmen thanked the Registrars and added that perhaps we can send one to every household with the tax bills, so everyone gets one.
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:
*Turnpike Road – Phase 3 / 4 – Derek is working with the Town Engineer to prepare the bids for this project as well as the Daleville school Bridge repairs.
*Tree Removal on Michalec Road – The contractor has been contacted to come out and cut the trees.
First Selectman Mailhos stated that she is planning on having the Selectmen call a Town Meeting in the near future to get started on some projects that are coming up. If the budget passes, then we can call a special Town Meeting to begin the process. She added that we have already begun getting bids for them, and will be ready to go once the money is appropriated. The items that we are hoping will go before that meeting are as follows:
*Village Hill Drainage Engineering ($15,000)
*Public Works Garage Improvements ($20,000)
*Old Town Hall Exterior Painting (and other projects with remainder of funds) ($100,000)
*Town Office Building Roof repairs ($80,000)
*Lease of new backhoe (public hearing item)
*lease of a new holder mower (public hearing item)
*Transfer Station crack sealing
*Needs Assessment at TOB – The Structural Engineer will present the findings at this meeting.
*Economic Development Study – The contract will be presented to the Selectmen for signature
Public Works:
Derek reported that the crew has been busy with the following:
- Grading gravel roads
- Replacing street signs that had been stolen
- Vehicle and equipment repair
- Sweeping
- Clean off storm grates and check condition of basins
- River Road Park maintenance
- Pick up tree trimmings from Town Green
- Dig out drainage ditches
New Business
- Presentation of Structural Assessment of the TOB
Bill Bonney, of Bonney Engineering and Wayne France, Senior Project Manager for LaRoche Builders were present. Mr. France stated that the structural assessment is part of Phase 2 of a series of projects at the TOB. Phase I, which involved plans and schematic drawings of the TOB has been completed. Included with the drawings is an interactive CD that shows snapshots of the current set up of the departments.
Bill Bonney presented the findings of the structural analysis that was performed in January and February of this year. The roof and floor of the common were looked at first and then on to the Financial Services area. They also reviewed the footings and roof loads on the other areas of the building and tied them together.
They focused on the common room area, which was the original request, as the Selectmen were curious of what the floor load could handle, if they decided to move some offices up there. The area has a saw tooth truss system for the roof. At the time of the analysis there was a heavy snow load on all of the roofs on the building. Since the energy efficiency upgrades have been done, the insulation keeps heat from leaving the building; and melting the snow on the roof.
The common roof snow load capacity was determined to be 20 lbs per square foot (psf). The state building code minimum is 30 psf. The floor live load capacity of the common room is 100 psf except at the area above the Superintendent’s office, where it shows an opening cut through (30” long) the web of the steel girder (for duct work to go through), lowering the capacity in that area. It is unknown if there is a footing installed underneath the area that was cut. If a column was added, the rating in that area is 100psf. It appears that the super- intendant’s office and conference room was a garage and a pit for working under the vehicles many years ago. There is also a concealed space between the attic and the meeting room.
The Financial Services area is a pre-engineered metal building structure that has z shaped member purlins and the snow load capacity on that roof is 20 psf assuming the members are 16 guage. It was originally built as maintenance shed, which would lower the psf coding in that area. Mr. France stated that there are ways to reinforce the area on the roof, by replacing the girders or adding purlins.
The floor framing at the Selectmen’s side of the building is framed with 2 x 8 joists It is in the best condition of all the areas and is believed to be constructed first out of all the sections.
The Assessors side has wood floor framing and the girders are reinforced with steel angles. Mr. Bonney suggested adding some reinforcement (posts and footings), which should be a simple and inexpensive fix.
The Town Clerk’s area’s framing is in good condition; however, it appears that columns should be added in the basement so the capacity of the deck could be increased. Mr. Bonney suggested an installation of 2 columns, which should be relatively inexpensive and will shore up the load in that office. The floor slab at the vault is reinforced concrete and the load capacity could not be determined as they could not determine the slab thickness.
Mr. France stated that he has spent a lot of time in the building, and is not too concerned about the structure as he is the valley gutter between the common room and the roof of the finance office. It is a troubled area that could potentially see water leakage as well as snow drifting loads in the winter. There are ways to mitigate it, but you might want to consider reconstructing the roof and perhaps the entire design. Selectman Kowalyshyn asked if it is worth it? Mr. Bonney added that you need to have a plan with what direction you want to go; do you want to renovate the building? First Selectman Mailhos cautioned that we don’t have a lot of swing room to place people if we do renovate. Resident, Ralph Tulis (who is also a Structural Engineer, suggested that the finance office is a
pre-engineered building, and has lived it’s lifetime, perhaps it should be ripped down.)
First Selectman Mailhos stated that the original plan was to see if the common room area would be able to accommodate some of the offices, if they moved upstairs; and wasn’t thinking that the other areas were in need of repairs. She asked the urgency of this. Mr. Tulis stated that as long as a few hundred people are not in that office all at once, it should be ok. Mr. Bonney concurred, but added that the Town Clerk’s office and Assessors offices should be looked at. The repairs should not be invasive at all.
The Selectmen thanked Mr. Bonney and Mr. France for coming. First Selectman Mailhos asked if they would be able to provide estimates for the work that has been recommended and they agreed to.
- Jennie Arpin – Agent for the elderly
First Selectman Mailhos moved to appoint Jennie Arpin as the Municipal Agent for the Elderly, effective April 20, 2015; expiring December 1, 2017.
Selectman seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
- Connecticut State Police Firearms Training Facility Relocation Project
Jeffrey Bolton, Supervising Environmental Analyst for the Department of Administrative Services and Members of the Connecticut State Police were present.
Mr. Bolton stated that he and some members of the State Police held a briefing with the First Selectman about 2 weeks ago. They are looking to relocate their fire arm training facility from Simsbury as the current facility is susceptible to flooding from the Farmington River. They recently were looking to relocate to Glastonbury, but withdrew the application and have found three locations that they feel would better suit the project. Two of the properties are in Willington and are privately owned; (on Ruby Road – 326.58 acres) & (Eldredge Mills Road – 153.02 acres) and the other in East Windsor (on Apothecaries Hall Road – 222.8 acres). The actual area for the firing range would be approximately 30 acres.
Mr. Bolton explained the process that the state will go through, called a Connecticut Environmental Policy Act (CEPA) scoping notice; which includes a 30 day public review period and a public hearing in each respective town. Mr. Bolton stated that the information will be made very public throughout the process.
The public hearing for Willington will be May 28th in the Willington Public Library. The doors will open at 6:30 P.M. and the meeting will begin at 7PM starting with a detailed presentation of the project. They will then open the floor for public comments and questions. The meeting will not end until the last comment has been taken. Once the public commentaries have been taken, an evaluation will be done by a firm hired by the state.
Mr. Bolton clarified that the project is in the preliminary stages; there are no design plans at this time. A public notice will be sent out beginning on May 5th through the Hartford Courant, Reminder, Journal Inquirer and the Towns email system as well as the DAS and CT State Police websites. First Selectman Mailhos requested for them to notify the abutting property owners, because that is what we usually do when a public hearing for development of any type is warned. Mr. Bolton stated that the State does not send out notices; as that is not part of their policy, but will work with the Town , so the Town can send them out.
CT State Police Captain George Battle noted that this project is a direly needed facility as the current facility in Simsbury floods under 2 feet of water on an annual basis. Areas in the structure are uninhabitable as they have been infested with mold.
Sargeant Mark Patruzzi stated that the public hearing will cover a lot of information regarding the project, including the hours of operation. He added that they are looking to be good neighbors and noted that we could see 20-30 State Troopers come through town on a daily basis, which would increase economic development (in the area restaurants, etc). Ralph Tulis added that the facility wouldn’t offset what we would lose on tax revenue on the land.
Selectman Kowalyshyn researched the project spoke to the Town Manager of Simsbury to see if they had any complaints. She was told that there were not too many complaints of noise. She then contacted the Town of Glastonbury (where the facility was to be built on State property)to see why the project fell through, and was told that the residents petitioned against it.
First Selectman Mailhos asked what the next step after the public hearing would be. Mr. Bolton stated that June 4th is the closing of the public comment – if anyone would like to submit a comment or question, they would need to do so by that date. Phone conversations do not apply. He clarified that the only speaking portion that will be recognized will be at the public hearing, held on May 28th. After the June 4th date, the consultants will review the commentary and prepare a draft study, which will then go out for another review for an additional 45 days.
First Selectman Mailhos suggested that the State look into the Cadlerock property that is in arrears in Willington and Ashford, as it’s available and it is a very large parcel. Mr. Bolton stated that she could submit the recommendation on May 5th, but warned that it would have to go through the same screening process as the other properties.
- Youth Service Board Discussion
First Selectman Mailhos stated that the idea is to officially create a board to be in compliance with the State, in accordance with the grant funding that we receive.
First Selectman Mailhos moved to create a Youth Service Advisory Board comprised of seven members as follows:
-a member representing the Willington School System
-a member representing a police department
-a member representing a private youth service agency
-two non-voting members who are under the age of 21
-a service consumer representative
-a member at large
At least one third of the membership will need to receive less than 50% of their income from delivering services to youth. The seats will be staggered with 2 year terms thereafter.
Selectman Kowalyshyn seconded the motion.
Selectman Blessington stated that he has some issues with this. We haven’t had a board for many years and doesn’t see the need for it. First Selectman Mailhos clarified that we had a board, but there are no records of meetings in the past. Selectman Blessington clarified that if there is no record, and then there was no board. We have boy scouts, girl scouts, 4H, athletics, rec commission, drama and music at the schools; he does not think who the youth services advisory board would end up serving? He then asked why we need a member representing the police department. First Selectman Mailhos said many towns have a juvenile review board in addition to the youth service board. The review board helps with troubled kids to work with and nurture them before they get expelled with school. Selectman Blessington feels we have no need for police. The Board went over each of the members positions. Selectman Blessington then stated that the two positions that are under the age of
21, why can’t they vote? He added that he knows someone under 21 who might be interested on serving on the board, but probably won’t if they won’t be able to vote.
The grant was discussed. The grant is $14,000 that the WYFSS Department receives and if we do not get the funding, they will ask for another $14,000 to offset the loss. Resident Ginger Halle stated since the BOF reduced the fund balance by $10,000 this year, we would really be in trouble.
Selectman Blessington asked where we would find a police representative. Ralph Tulis suggested First Selectman Mailhos, as she is Chief of Police in town. First Selectman Mailhos clarified that she thinks it would be more appropriate if we had a Resident State Trooper, which we don’t have; but we have State Troopers who are residents. Jennie Arpin stated that we could fill out a waiver if we are not able to fill the position and we have done so in the past.
First Selectman Mailhos stated that the state wants to make sure we are making a concerted effort to think about the youth in town and be more involved. Selectman Blessington said one good thing about this town is that we already have groups that work to take care of our kids. He gets nervous when the government gets involved. He added that we had received the waiver, but no records of the committee ever meeting in the past.
Selectman Blessington said he expects that this will pass with a vote of 2 -1; but asked to make an amendment to the motion:
Selectman Blessington amended the motion to say two members who are under the age of 21 (strike the words non-voting).
First Selectman Mailhos seconded the motion.
Ms. Arpin warned that the stipulation of the grant states that one member must be under 21 and be a non-voting member. Robin Campbell stated that we added 2 members be under the age of 21 only to fill seven slots. Ms. Arpin stated that she would love for them to be able to vote, but also feels we need to be in compliance. Ginger Halle stated that she feels these boards are structured more for towns that have several more people on their committees. Selectman Blessington said he doesn’t feel we need this. Ms. Halle warned if we want to get the money, we need to comply. First Selectman Mailhos said she could see what Selectman Blessington was saying; it would be nice for the teen / young adult to have a vote.
Vote: 2 yes (Mailhos & Blessington) 1 No (Kowalyshyn) Motion passes.
Vote on original motion with amendment:
1 yes (Mailhos) 2 No (Blessington & Kowalyshn) - Motion fails.
Selectman Kowalyshyn warned that the state has set the guidelines and if we want the funds, we should comply; adding, that is a huge chunk of that budget. First Selectman Mailhos asked if anyone thinks the younger members wouldn’t want to be involved if they couldn’t vote? Ms. Halle clarified the way the meetings work are more like an open forum/discussion; and it is not like one vote will sway the entire group. The majority of the voting is only budget based.
First Selectman Mailhos moved to create a Youth Service Advisory Board comprised of seven members as follows:
-a member representing the Willington School System
-a member representing a police department
-a member representing a private youth service agency
-two non-voting members who are under the age of 21
-a service consumer representative
-a member at large
At least one third of the membership will need to receive less than 50% of their income from delivering services to youth. The seats will be staggered with 2 year terms thereafter. Motion withdrawn.
Selectman Kowalyshyn moved to create a Youth Service Advisory Board comprised of seven members as follows:
-a member representing the Willington School System
-a member representing a police department
-a member representing a private youth service agency
-a non-voting members who is under the age of 21
-a service consumer representative
-Two members at large
At least one third of the membership will need to receive less than 50% of their income from delivering services to youth. The seats will be staggered with 2 year terms thereafter.
The charge of the committee is to provide the best service to the youth in the Town of Willington.
First Selectman Mailhos seconded the motion.
Selectman Kowalyshyn added this is a large amount of money we are talking about and we need to do what the State is asking us to do. Ms. Halle clarified that even though the younger member will not be able to vote, their opinion matters; we are there to serve their age group. Selectman Blessington said he understands about being in compliance, but sometimes the State shouldn’t be able to dictate how we run our town. Selectman Kowalyshyn stated that she is the mother of 4 kids and none of them would be offended with serving on the board, if they could not vote. Ms. Halle, who has 5 children, agreed and said the same for hers, adding they would be happy with just being heard.
Vote 2 Yes (Mailhos & Kowalyshyn) 1 No (Blessington) -Motion passes.
Good & Welfare
Selectman Kowalyshyn reminded everyone of the town wide clean up event in honor of Earth Day, which is April 22nd. The Girl Scouts will be at the Transfer Station on Saturday, April 25th from 10AM – 2PM to collect the trash from the roads in town. So far 16 Town roads have been adopted for cleanup and there are still plenty of roads left in town. First Selectman Mailhos reminded residents that they do not have to clean up the roads on that particular date, they can pick any date they wish.
First Selectman Mailhos stated that another group of Girl Scouts are holding a recycled art craft on Saturday, the 25th at the Library. The event is free.
The Willington Day committee has sent out letters to the vendors and has begun prepping for the event. If you are a vendor, and did not receive a packet (and are interested in attending or placing an ad) please contact the Selectmen’s office.
Selectman Kowalyshyn sadly mentioned that Dave Ridzon’s mother passed away this past weekend. She sends condolences to the family.
First Selectman Mailhos reminded everyone about tomorrow night’s Town Meeting. It will be held at the Old Town Hall at 7PM. She announced that there is no tax increase for next year, if the current proposed budget passes at referendum.
Selectman Kowalyshyn moved to adjourn the meeting at 8:30 P.M.
First Selectman Mailhos seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
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