BOARD OF SELECTMEN
Meeting Minutes May 18, 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 a resident. First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
First Selectman Mailhos moved to approve the minutes of May 4, 2015 with the following edit: under good & welfare: the discussion of cleaning the roads and the number of alcohol bottles, it was not mentioned that he found needles and whipped cream bottles, indicating that there might be “huffers” along the area of Schofield Road.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Present to Speak:
No one was present to speak.
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 report:
*Senior Housing Cottages – The Housing Authority continues to work on the infrastructure. In the meantime, they are working with the state to receive further funding.
*Turnpike Road- Phase 3 / 4- we are getting ready to go out to bid on the Phase 3 (drainage) portion of the project. Phase 4 will be paving of sections 1&2 shortly.
*Daleville School Bridge – This project is getting ready to go out to bid. It will be requested to go on the Town Meeting Agenda for June 23.
*Tree Removal on Michalec Road – The tree company has been scheduled to remove the trees.
*Village Hill Drainage Engineering – The funding will need to be appropriated before the Town Engineer can begin; it will be on the agenda for the June 23 Town Meeting.
*Public Works Garage Improvements – The garage is in need new skylights and other small projects. This project will also be on the agenda for the June 23rd meeting.
*Old Town Hall Painting – Also will be on the Town Meeting agenda – 6/23. We have received 2 bids thus far. The building will need to have some of the siding removed and replaced.
*TOB Roof & Gutters – Derek is working on getting bids and found that it may not cost as much as we anticipated. This will be on the Town Meeting agenda.
*Lease New Backhoe & Lease New Holder Mower- Will be on the Town Meeting agenda.
*Transfer Station Crack Sealing- Will be on the Town Meeting Agenda.
*Sidewalk on Route 32 – funding for the engineering study is in the CIP Plan. The VCI and EDC studies will also provide information on how to proceed once they have been completed.
*Needs Assessment at TOB – we are waiting for an estimate from the contractor in regards to the repairs on the Assessor’s side of the building.
*VCI – The Consultant has begun with work on the project. We are currently on hold; waiting for the funding to come in from the CT Trust, as they haven’t received the money from the state.
*EDC Study – The EDC is setting up meetings with the vendor. We are still waiting to see the contract from the vendor for this project.
Public Works:
Derek reported that the crew has been busy with the following;
- Street sweeping
- Yard cleanup at the D.P.W. Garage, Dog Pound, MID NEROC, Transfer Station
- Brush cutting
- Vehicle/ equipment maintenance
- Dig out topsoil & install stone pad for concession stand at River Road Park
*The speed limit trailer is parked in front of the TOB today; clocking the speed of oncoming traffic. It is on loan from the Town of Ashford.
New Business
First Selectman Mailhos moved to add item B under new business; Tax Refund
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
- Recording Secretary Discussion
First Selectman Mailhos stated that she wanted to revisit this as we are approaching a new fiscal year. She reviewed efforts made by the Selectmen back in January of 2013 to standardize the pay and job description. She then presented a revised job description based on feedback from 2013. One of the issues that came up was some of the Board Chairmen were not in favor of having the Board of Selectmen appoint the secretaries. First Selectman Mailhos clarified that the Selectmen are the ones who sign off on the timesheets and the paychecks and that appointment should be made by the Selectmen. She added that she wanted to have assurance that the timecards are legit. A suggestion was made to have the board chairman sign off on the timesheets of the recording clerks; but we received negative feedback on that
regarding delays and red tape. First Selectman Mailhos clarified that if the board chairman has asked the secretary to do extra work outside of the scope, then that would require a sign-off for the extra time as well. A job description was created to make the jobs the same across the board in addition to setting the pay rate.
Selectman Kowalshyn stated that the Town of Tolland pays their recording clerks a flat fee for taking minutes. The fee (which is approximately $70 per meeting – includes being at the meeting and typing/submitting the minutes). First Selectman Mailhos stated that we have one recording clerk that is paid a flat fee, and that is the Housing Authority’s clerk. The others are paid an hourly rate, and the hours vary between the different boards/clerks.
Selectman Blessington stated that he likes the structure of the Selectmen’s minutes. The minutes have a lot of detail, and he added that he has heard from many residents that they are satisfied with them and they feel as if they know what is going on around town. He added that minutes should provide information to the voters; the more detail, the better. First Selectman Mailhos stated that it’s not up to us (the Selectmen) to make the level of detail a requirement – it should be the boards or at least their chairmen and clarified that some boards are happy with having little detail in their minutes. Selectman Kowalyshyn added that everything is recorded, and if someone really needs to know, they should have access to the recordings.
Discussion was held on scaling the time of how long it takes to process the minutes. There are seven recording secretaries and the time sheets are all over the board. First Selectman Mailhos stated that she has researched, and it seems the average minutes take two hours of typing (processing) for each hour of meeting time. She added that it would also be helpful to have the minutes attached to the timesheet so she can gauge if the timesheet is legit before signing off on it. The minutes must also be submitted to the Town Clerk according to FOI laws.
Another issue is that most recording clerks are paid their hourly rate (for their normal jobs with the town) to take minutes. In addition, if we have employees who go over 40 hours per week, we are required to pay them overtime (to take minutes). This is especially sensitive with union employees.
Selectman Blessington suggested offering stipends to non-town employees (for the boards who do not have an employee who is responsible for the minute taking), which could avoid having to pay overtime, or hourly rates. He added we could set it up the same across the board for a $50 stipend. First Selectman Mailhos suggested $60. Selectman Kowalyshyn asked if we could find anyone to do it? First Selectman Mailhos will ask the business manager to research how much we have been paying for the various minute recordings. Selectman Kowalyshyn clarified in Tolland, the minute taker submits the minutes, but the secretarial staff prints them out and posts them, so there is no other expense.
Selectman Kowalyshyn offered to compile information on what the Town of Tolland pays their recording clerks, to give us a starting point. Selectman Blessington asked to omit item #6 from the duties and responsibilities from the job description (individual boards will provide direction to the recording secretary regarding the level of detail they would like in their minutes).
First Selectman Mailhos will edit the draft and submit to the Selectmen for the next meeting. She will also let the board chairmen know that the selectmen are discussing this to see if they have any information they would like to add.
First Selectman Mailhos moved to refund $334.91 to Ally Financial; Louisville, KY for a sold vehicle.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to refund $478.34 to Ally Financial; Louisville, KY for a sold vehicle.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Old Business
- Ordinance Discussion – Tax Exemption for personal property leased by the Town
Selectman Kowalyshyn stated that she checked to see what the Town of Tolland did in this situation, and it was not an ordinance; but the Assessor’s office made an exception for their leased equipment and took them off of the books.
Selectman Blessington stated that he has spoken with the Assessor’s office and the bill goes to the company; instead of us. Selectman Kowalyshyn clarified that we are not the actual owners of the equipment. The only equipment that we would make exempt, would be what they are leasing to us. Selectman Blessington stated he will go along with this, but wonders if our payments should be lowered, since we are exempting the taxes. Selectman Kowalyshyn stated that it will save us money.
First Selectman Mailhos moved to add the draft Ordinance to the next Town Meeting Agenda for adoption.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Good & Welfare
First Selectman Mailhos reminded everyone that the State will hold a public hearing for the proposed State Police Firing range on May 28th at 7PM at the Library.
Willington Day is this Saturday! The event will begin at 11AM following the PTA 5K and fun runs at Center School.
The Memorial Day parade will be held on Monday, May 25, 2015 promptly at 8:30 AM.
The Board of Finance will meet on Thursday, May 21st. We are hopeful that many of the items that were mentioned under the Status Report will come back to the Selectmen to call a Town Meeting for them. The Town Meeting will be slated for June 23rd.
First Selectman Mailhos stated that she was proud to attend a presentation at E.O. Smith high school last week, where Chris Herren talked to the students about drug and alcohol prevention. on to drugs. The Willington Local Prevention Council raised the funds and the Youth & Family Services Department received a grant from NECASA to cover the cost of the presentation.
The Hall School Select Chorus received a platinum designation at the Great East Music Festival. Congrats to the music director, Jason Philips on his hard work. He was told that the students gave a perfect presentation during the event. The HMS chorus (grades 5 through 8) will perform at the HMS concert on Thursday, May 28th. They will also perform at Willington Day and at the parade.
Selectman Kowalyshyn moved to adjourn the meeting at 7:35 PM
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Recording Clerk
<paste body here>
| 
