BOARD OF SELECTMEN
Meeting Minutes May 2, 2016
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.
First Selectman Mailhos noted that we received a tax refund request earlier this afternoon, and would like to add it to the agenda.
First Selectman Mailhos moved to add item E under new business called: Tax Refund.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Approval of Minutes:
Selectman Kowalyshyn moved to approve the minutes of April 18, 2016
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Present to Speak:
Christine Psathas stated that last week’s Primary Election went smoothly, however she had expected a higher turnout than the 56.2% registered Democrats & Republicans (over 1,000 residents) that did come out to vote. She noted that she had envisioned a higher voter turnout due to the large voter registrations that came in prior to the event. In addition, the moderator had reminded everyone to come back to vote at the Referendum, which will be held tomorrow. Selectman Kowalyshyn said that perhaps the Referendum will have a larger attendance.
Correspondence:
A list of correspondence was available at the meeting and in the Selectman’s office.
First Selectman Status Report
*Senior Housing – Construction has begun. The Housing Authority will plan on holding a ground breaking ceremony in the near future. They are waiting for nicer (drier and warmer) weather to do so.
*Old Town Hall Electrical and Restoration –We are still working on getting estimates, and the Selectmen will seek approval from the BOF shortly.
*Turnpike Road – we have received the approvals from DEEP and the ACOE. The bids will go out as soon as IWWC has finalized their approval at the next meeting.
*Repairs to Daleville School Bridge – We will seek approvals from DEEP prior to preparing the bid documents.
*Village Hill Road Drainage Engineering –the Town Engineer is still working on the documents.
*Selectmen Wing Renovations – we are still working out the details of the renovations. The design may be revised.
*Willington Day 2016- preparations are underway. Volunteers are always needed and welcome. If anyone is interested in volunteering or joining the committee, please contact the Selectmen’s office.
*New CIP Projects – after the referendum is over, the projects will be added to the list, and a town meeting will be called.
Public Works:
Derek Dimmock was present. He reported that the crew has been busy with the following:
- Sweeping of roads and municipal lots
- Add 3/4 stone to dry hydrant pull-offs on Rte 320-Mirtl Road
- Grading of gravel roads
- Sign repair/replacement due to vandalism/hit by motorist
- Clean Halls Pond rec area
- Inspect/repair play-scape at River Road Park
- Repair door handle at Finance Department
Secure trim around stairs in lower level conference room
- Repair hole in wall in Tax Collectors office
New Busines
- Zoning Assistant Position Discussion
Recently, the Board of Finance sent a memo to the Selectmen, IWWC and Planning and Zoning Commissions in regards to funding the vacant position in the Land Use Department, which has been unsuccessful over the past few years. The memo had requested holding a joint meeting between the BOF, IWWC, P&Z and the BOS to discuss the structure of the position and how it would be best implemented, if it were to be filled in the future.
Board of Finance Chairman Jim Bulick was present. He stated that the memo pointed out three key points of what the BOF would like to see in regards to the position. He noted that that the BOF had been discussing and had questions on this, but never had a chance to discuss with the Zoning Officials during budget time. He felt it was a good idea to submit a letter with the three key questions that the BOF had brought up under the discussions. If the position were to be filled, the BOF felt that the customer service experience should be improved by the individual who would fill the position. This would be obtained by filling with someone who has a high level of technical skill, rather than another administrative assistant. Second, the individual would need to offer clarification to the
public when pursuing a building or development/business project. Lastly, a clear reporting structure would need to be set to determine where accountability would lie – who or what department would the individual answer to?
BOF Chairman Bulick added that it would be a good idea for everyone to discuss the position and understand the requirements of the position as well as addressing the needs of the groups. It will be helpful when the next
Since then, the IWWC and P&Z Chairmen have responded and are open to the discussion.
First Selectman Mailhos clarified that the Selectmen added it to the agenda to get the ball rolling, as it is easier for the Selectmen to facilitate a meeting, than any of the three other boards. She added that several others have ideas in how the position should be implemented, including the EDC as well as some residents.
First Selectman Mailhos added that the Selectmen have held joint board meetings at the library in the past, and the meetings have worked well in the past. The position did not make it in the budget this year, so this will give all of the boards some time to plan for the discussion. She will send out an email to the members of the boards to set up the meeting shortly.
- Discussion regarding the Christmas Tree on the Town Green
First Selectman Mailhos stated it was brought to her attention that the tree is showing signs of distress and could be approaching its end of life. This was found during the last couple years, after placing the lights on it during the holiday season.
There are a few ways to go about replacing it. One suggestion was to plant a seedling somewhere on the green and in several years, we would have a good replacement; however it isn’t that easy, because we would need to seek permission from the Historic District, and if the current tree dies, then we will be stuck with a tiny tree on the green; and it may not look appealing.
Another thought would be to remove the existing tree, replacing it with a mature tree, however that could be costly and complicated, as we would need to find the proper equipment to safely transport it as well as give it the proper maintenance care until it has set its roots.
Robert Shabot was in attendance. He suggested naming it the Memorial Evergreen Tree for the World War I Monument. He clarified that hat two trees were planted, honoring the two people represented on the World War I Monument. The monument was erected in either 1926 or 1928; the trees may have been planted shortly thereafter. Unfortunately, one tree died, and was replaced by the red Maple that stands symmetrically with the evergreen.
Mr. Shabot suggested that the best time to plant a tree would be in either spring or fall. He added that the most logical solution would be so cut the existing tree down, excavate the area, (removing the roots) and transport a 12 year old evergreen. He noted that it would also require proper care for the first several months to make sure it is getting the proper amount of water. He also suggested that the ideal tree would be a green-blue spruce as it has the characteristics of a spruce, but does not have the galls that house the damaging insects as the ones that have affected the existing tree.
First Selectman Mailhos suggested we create a sub-committee to move the project along. She added Willington’s former tree warden, the late Joe Voboril’s family members have expressed interest in helping as well. Discussion was held on seeing if the scouts would be interested in holding a fund raiser to help offset the funds. Selectman Kowalyshyn then suggested seeing if a local contractor would be willing to assist the town with the moving/transplanting of the tree and perhaps offer a discounted rate.
Selectman Blessington moved to create an ad-hoc committee to replace the current Christmas tree on the green.
The motion will remain open to amend.
Robert Shabot clarified that the proper wording should be: to replace the current memorial evergreen tree at the World War I War monument on the Town Green.
First Selectman Mailhos seconded the motion.
Discussion was held: The committee will have at least five members and should include the following: A member from the Historic District, a member from the Historical Society, a licensed Arborist, a Selectman, the Town Tree Warden, the Public Works’ Director and a member- at- large. It was noted that Robert Shabot covered the first three required positions (Historic District and Historical Society member as well as a licensed Arborist). Selectman Blessington will represent the Selectmen. Andy Marco, who is going to be appointed as Tree Warden (later at the meeting); will also be appointed. Ralph Tulis was present at the meeting, and offered to sit on the committee. Lastly, Derek Dimmock, Public Works’ Director will also be on the committee as he will need to be involved
with the entire project.
The name of the committee will be called the “ Evergreen Memorial Tree Replacement Committee”. The charge will be to replace the tree that is dying with a tree that will complement the tree on the memorial monument. The Committee will disband once the new tree has been planted.
Finalized motion:
Selectman Blessington moved to create an ad-hoc committee called the Evergreen Memorial Tree Replacment Committee which is charged to replace the current memorial evergreen tree at the World War I Monument on the Town Green with five members made up of the Historic District, Historical Society, a licensed Arborist, Public Works Director, Tree Warden and a member at large. The committee will disband once the new tree has been planted.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to appoint Derek Dimmock (Public Works Director), Andy Marco (Tree Warden), Robert Shabot (representing Historical Society, Historic District and a licensed Arborist), John Blessington (representing the Selectmen) and Ralph Tulis (representing the Member-at-large) to the Evergreen Memorial Tree Replacement Committee.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
C. Appointments
First Selectman Mailhos moved to reappoint Patrick Lord as a regular member of the Inland Wetlands & Watercourse Commission; effective May 17, 2016, expiring May 16, 2018.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to reappoint Mark Drobney as a regular member of the Inland Wetlands & Watercourse Commission; effective May 17, 2016, expiring May 16, 2018
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to reappoint Gregory Blessing as an alternate member of the Inland Wetlands & Watercourse Commission; effective May 16, 2016, 2016; expiring May 16, 2019
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos stated that Andy Marco (who is the Chairman of the Planning & Zoning Commission) has come forward to be the Municipal Tree Warden. He is not yet certified, but will seek the certifications in the meantime. She added that although the position requires the appointee to be certified, no one has come forward. In addition to the certification, the Tree Warden is also required to receive continuing education credits (by attending classes and conferences) each year as well. Mr. Marco will comply with the trainings.
First Selectman Mailhos moved to appoint George Andrew Marco as the Town of Willington’s Municipal Tree Warden; effective May 2, 2016; expiring May 2, 2018.
Selectman Kowalyshyn seconded the motion.
Selectman Blessington opened the discussion and stated that he is sorry that Andy was not present. He thanked Andy for stepping forward to take the position on.
Selectman Blessington then stated that Willington has had a Tree Warden since 190l, when the state of CT established the Tree Warden’s requirement to give legal authority to condemn any hazardous trees We have been fine for the past several years.
Legislature came out in 1998, with the the CT association of Tree wardens; who requested that a course be created to train tree wardens (so they will have the knowledge to know if a tree is in a dangerous state or not) to make sure that trees are properly maintained.
In 2013, it was determined that not enough people were attending the Tree Warden course, therefore the state decided to make it mandatory. Selectman Blessington added that he feels the position is important, however, it is not rocket-science. It’s about being able to identify a tree that is hazardous. Just slap a piece of paper on it stating it is coming down in 15 days. If the land owner disagrees, it will give them time to dispute it with the Selectmen. Selectman Blessington added in 99% of the cases, it is never disputed.
Selectman Blessington then added that now we are required to hire a Tree Warden – a certified one at that because the state has determined it be necessary. He said he is going against the tide because the town shouldn’t have to bear the expense. He then added that Andy will do a good job and his vote has no reflection in his confidence in Mr. Marco.
Selectman Kowalyshyn asked if it is mandatory that we have a Tree Warden? First Selectman Mailhos clarified that it is a requirement; and she, being the defaulted Tree Warden is not certified, and is not comfortable with that. She added that she agrees with Selectman Blessington, noting that this is yet another unfunded mandate. She then added that the Legislators are probably voting on other unfunded mandates that will be thrown at us in the future.
Selectman Blessington stated that he just wanted to have his opinion be known. Selectman Kowalyshyn said that we have to do it because it is a requirement.
Vote: 2 Yes (Mailhos & Kowalyshyn) 1 No (Blessington).
- Discussion – Department Head Reports/ Updates
First Selectman Mailhos stated that she recently sent an email out to the Department Heads, asking them if they would be willing to attend Selectmen meetings in the future to discuss She realized often that the general public does not know what the employees do throughout the day, or how the town runs behinds the scenes. The only time that the departments get to talk about things is when they go before the Board of Finance looking for funds to support their budgets.
She then suggested that it may be beneficial to have each department head come to a Selectmen meeting (one or two at each meeting) throughout the year. This time of year, for example would be perfect for Public Works to come forward to give us an update of what is going on and forcast their goals, since winter is over; and the new budget season is forthcoming.
Selectman Kowalyshyn stated it is a good idea - it will be helpful for her & Selectman Blessington to hear what is going on. First Selectman Mailhos added that we also have a few new staff members as well. She added that most of the time things run smoothly and usually the only time you hear news, is when the bad happens. This will give us a chance to celebrate the good.
Derek Dimmock, who was present, read a brief documentation to what the Public Works’ Department is looking forward in the upcoming fiscal year:
Replace various catch basin tops that have deteriorated, repair to catch basins where the cement block have deteriorated, in addition there are a couple catch basins and some drainage pipe that the department would like to install one location is 176 Village Hill road where there is a ponding/icing issue for many years. The other is at 13 Moose Meadow Rd. - also a ponding/icing issue. The department is scheduled to remove some landscape timbers at Hall School and removal of the playground equipment is scheduled for the week of July 5th.
The department will continue with roadside mowing, brush cutting, cleaning of storm drain outfalls also mowing of detention ponds.
This year’s catch basin cleaning will start after July 1st. The department will also be paving 3.75 miles of road. This year the roads are as follows: Mihaliak, Red Oak, Parker, Cowels, Busse, and depending on the price of asphalt at time of installation, we may be able to get one more road onto the list.
Once D.O.T. gives their approval for Turnpike Road documents the project can go out to bid and hopefully the project can be completed including paving by the middle of October.
Daleville School Bridge is also on the list for rehabilitation but that project needs the approval from the Army Corp of Engineers before the project can go out to bid.
One more project that needs approval from the Army Corp of Engineers is a project that was completed 5 years ago - this project needs a couple additional items to be in compliance with DEEP. Public Works will be completing this work once we get approval.
Lastly hazardous tree removal will begin after July 1st - a proactive attempt to remove these trees saves money by not calling the crew out to remove trees that have fallen into the roadways on overtime and to lessen the possibility of injury to motorists.
Selectman Kowalyshyn said that she has only heard good things – especially done by a crew of 4 men (5 on Monday’s and Tuesday’s). The Selectmen then expressed thanks to the crew and Eileen Smith (PW Secretary).
E. Tax Refund
First Selectman Mailhos moved to refund $1,700.96 to Idaho Housing and Finance Association; Boise, ID for a refund of an excess payment.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Old Business
- Potter School Road Bridge Rehabilitation (State of CT DOT)
First Selectman Mailhos stated that the State DOT had met with her, Derek and the Town Engineer a few weeks ago to discuss replacing the bridge in 2018 and offered two options: to completely shut the road down for 2 months, take out the bridge and put the new one in (this would be done during the summer months while school is out) or the second would be to shut down one side of the road at a time, taking 8 months.
A public notice was sent out seeking opinions as well as letters being sent to the residents who live on Potter School Road for feedback.
We received a handful of responses, including residents, the State Police as well as the Fire Department and Superintendent of Schools. The consensus was in favor of the 2 month option. Alex Moore, WFD#1 Chief stated that the response time would not be much greater if the road was closed; possibly a one minute impact travel time from WFD#1; and no impact from the WHFD location.
The State Police had the same response, although they are hesitant to say they are in favor of a road closure. In addition to these responses, First Selectman Mailhos held a detailed discussion with the Superintendent; who was in favor of the 2 month closure, however, Superintendent Harding expressed concern if the construction were to be longer than the 2 month time, as it would be problematic for buses.
First Selectman Mailhos said that she agrees the two month option would be better, as long as they can comply with the commitment to get it done between the last day of school and the start of school. She is in agreement with the Superintendent as it could pose a problem if it goes longer.
Selectman Blessington moved to have the First Selectman write a letter to the Department of Transportation stating that the Selectmen prefer the two-month option.
Selectman Kowalyshyn seconded the motion, noting she does not have a preference.
First Selectman Mailhos added that she will ask them to please review the plans to make sure the time limit can be met because our school buses will be impacted if it doesn’t get done. She then added that she is hopeful it can be, as it will be the least expensive option.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Good & Welfare
Selectman Kowalyshyn reminded everyone to get out and vote tomorrow at the Referendum.
First Selectman Mailhos stated that the Annual report is going back to the Board of Finance to be reviewed as it was tabled at the last Town Meeting. She had asked the Town Attorney to give his opinion on what the next step should be – and who should decide to approve it (is it ok for BOF or should it go back to Town Meeting)? We are waiting to hear back from them. BOF Chairman Bulick noted that the BOF was trying to connect with WHFD as well as the CERT groups to get their reports added to the final document as well.
First Selectman Mailhos noted that the “unWillington, Inc.” group held a fundraiser last weekend, hoping to offset the last of their legal expenses. People have asked why the Town can’t just pitch in to help them pay off their debt. She clarified that the money that the town appropriated was for a specific process and the town cannot appropriate funding outside of the procedure. She then noted that it is not town policy to give money to non-profits, however if residents are looking to donate, they can reach out to ‘unWillington, Inc.” directly.
Robert Shabot stated that the Willington Historical Society will hold a presentation on the first button shop in Willington. The presentation will be held on May 16th at 7PM in the Community Room at the Willington Public Library. The Masinda button shop will be featured and they will explore the history behind the Masinda’s button making, even before it came to Willington. In addition, the public will be able to see the progress that Mark Masinda has made restoring the property.
The Memorial Day Parade planning is underway. Residents are reminded that the parade will begin at 8:30 AM on Monday, May 30th.
Selectman Blessington moved to go into executive session to discuss pending litigation, inviting Derek Dimmock at 7:53 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 8:09 P.M.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to empower Derek Dimmock to negotiate on the town’s behalf for a retainage settlement related to the Turnpike Road Drainage Project/Folsom Construction.
Selectman Kowalyshyn seconded.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Selectman Blessington moved to adjourn at 8:11 P.M.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
Board of Selectmen
860-487-3100
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