Special Meeting
Board of Selectmen
Jointly with
Board of Finance
Planning &Zoning Commission & Inland Wetlands Watercourse Commission
Willington Public Library June 13, 2016
Meeting Room 6:30 P.M.
Meeting Minutes
Board of Finance (BOF) Members Present: Inland Wetland Watercourse Com. (IWWC) Members
Present:
Jim Bulick, Chairman David Schreiber, Vice Chairmam
Barry Wallett Tess Gutowski, Vice Chairman
John Patton
Geoff Prusak
Robert Wiecenski
Betsy Treiber
Board of Selectmen (BOS) Members Present: Planning & Zoning Commission (PZC) Members Present:
Christina Mailhos Andy Marco, Chairman
Kim Kowalyshyn Doug Roberts
John Blessington
Also Present: Ralph Tulis, Robert Shabot & Cory Snipe (Chronicle reporter)
First Selectman Mailhos called the meeting to order at 6:36 P.M. She stated that the Selectmen facilitated the meeting because the Land Use Boards (IWWC & PZC) have recommended filling the zoning agent positon for a few years as a budget request. At the last BOF meeting, it was tabled for further discussion to figure out the details for the next budget season.
Selectman Blessington opened the floor to the Land Use Boards as they are the most affected by the unfilled position.
Chairman Marco stated that Land Use had two employees - a Zoning Agent and an Assistant Zoning Agent, who divided the duties in the department. When Gary (the Assistant Zoning Agent) left, they have asked to fill the position every year since, but it has been denied each year (for the past 5 years). Chairman Marco added that since then, several businesses have come into town and it is a lot of work piled on to one person, noting that the new businesses stop needing Land Use services when they are built. He noted that Dunkin Donuts, Fed Ex expansion for example need frequent contact with the office as they are being built. In addition, Chairman Marco stated that Land Use not only covers Planning & Zoning, but a part time Building Inspector as well. There are 75 phone calls, 50-60
emails per day coming into that office that need to be responded to – even if no decision is made; residents and business owners want communication. In addition to all of that, the and IWWC and Zoning Board of Appeals require support.
Chairman Marco then said that he has heard arguments about lack of customer service, but he has never seen any evidence of it – because in general our business owners seem happy and they speak well of the department. The only business that may not be happy with them is Phelps Plaza, but Chairman Marco warned that the tenants are the ones who are not happy about the signage – but the property owner is the only one that can come in to discuss the problem, and has not.
At the last BOF meeting, Chairman Marco stated that they were told that an uncertified person would not be sufficient, but the request to fill the position was for $20,000 and you are not going to get much for that amount, unless you find someone willing to work very part time.
John Patton clarified that the businesses usually send in their attorneys to deal with the requirements and they also understand how to work with them. He added a lot of times, residents (home owners) are the ones who come in needing help because they don’t understand the regulations. At times the information is lacking clarity and sometimes lacks consistency –they find their requests drawn out for long periods of time and are the ones who are hurt the most. He added although they complain, they are taxpayers applying for the permits. How do we change the structure so we can better serve the residents? If it is going to cost more money, it would be great, especially if it helps the residents application process move quicker.
Mr. Patton then asked if it would be more productive adding a second position, and splitting them; one would work for IWWC, and the other for PZC; perhaps overlapping the two. He then added that there is currently no clear chain of command. The way it is set up right now, the Agent reports to so many people that really reports to nobody. If a problem comes up nobody quite knows how to deal with it. What will happen when the current Agent retires and we end up with someone who does not respond like our current Agent? He would like to see a clear chain of command set up for the future.
IWWC Chairman Schrieber clarified that the problem we have right now is that the staff is stretched too thin, although they do not have any problems meeting deadlines. He clarified that the only times that deadlines are missed is because of the applicant. In order to be able to help each applicant understand the entire process, we would have to have a lawyer on site to walk them through the entire process – which could be costly.
Chairman Marco stated that he originally thought that the original approach to this was because Willington was unfriendly to businesses. Mr. Patton clarified that usually businesses send their professionals to deal with the towns. BOF Chairman Bulick clarified that perhaps there are things we can do to improve the process to help businesses and residents with their issues; which are all different.
Selectman Kowalyshyn stated she thinks that the PZC & IWWC boards have a hard job, but they are good at it. BOF Chairman Bulick added that the reason we are here is to figure out what you (IWWC/PZC) need. Usually the discussion about the position (funding) is at a BOF meeting; and we cannot discuss all of the details during a 15 minute presentation. He added he feels it is important to get everyone together to figure out what the needs and requirements are for the position.
Discussion shifted to the configuration of the Land Use Department. PZC Chairman Marco said that he cannot find the regulation that establishes the position under State statute anywhere. He added the PZC Ordinance states that they must appoint a zoning agent, but there is no further clarification. IWWC Vice-Chair Schreiber clarified that the Inland Wetlands Regulations states that they appoint an agent. Chairman Marco then said that the Land Use Department was established by the town and is a town function, however there is no clarity nor are there any procedures that go with it. John Patton clarified that the Town had to hire someone to fill the position with a professional to support IWWC and PZC. He added that both Commissions require a professional to support them. First Selectman Mailhos
added that the Economic Development Commission is also looking for someone to help them out (which that position was funded) and asked how we could incorporate a new employee in that department, however it may cause a conflict of interest.
First Selectman Mailhos noted that the 20 hour Assistant Zoning Agent position became vacant in April of 2011; the position was a part time union position with a defined job description. She then asked is that what we are looking for, or do we need a zoning enforcement person in general, or a professional in Inland Wetlands? IWWC Chairman Schreiber said that they want an assistant that can cover the office when the Agent is not in the office, or in busy times.
Vice Chairman Gutowski clarified that the IWWC currently has over 100 permits right now and half of them are active. They want to make sure the office is adequately covered and running efficiently. She added if someone wants to do an activity on their property, it is not up to the town to help them fill out their application. She noted that the IWWC provides everyone with a packet including the regulations and they also offer a pre-application meeting, if desired – there is direction given early on in the process. She added that the Town should not be deciding where a building goes on site plans. The residents should be familiar with the regulations. She stated that IWWC is looking for engineered designs to be submitted with the applications. Selectman Blessington disagreed – the average
homeowner is not able to understand the regulations. Chairman Schrieber clarified that the Zoning Agent and Assistant (if there were one) are there to help the applicants throughout the process – it isn’t a matter of filling out the application in the parking lot and bringing it back in to be processed. Selectman Kowalyshyn clarified that we are discussing what you are looking for in terms of filling the vacant position. Vice Chairman Gutowski said they are looking for a part time professional that is familiar with the regulations. PZC Chairman Marco said they are looking to fill the position with a highly trained motivated employee but we cannot post the job without funding. He said we may not be able to find anyone to fill it, but we can’t start until we get the money to support it. Chairman Marco added that they are hopeful they would find a retiree looking for part time work.
Selectman Blessington stated that the economy is sinking further and further, and we are going to have to allow small businesses come to town because that is the only way you are going to be able to make money, unless you work for the government. We need to have someone help the businesses. IWWC Vice Chairman Gutowski clarified that we need to help them stay in compliance with the regulations or we would be looking at potential lawsuits. Chairman Schreiber agreed, stating that we have to enforce the regulations across the board. Selectman Blessington said we have too many regulations. Vice Chairman Gutowski said people want certainty.
First Selectman Mailhos clarified that we need to know if the position would be a totally new position or would we be filling the old position – we need to be clear; especially because the union may see it as filling the old position. The position needs to be less than 20 hours per week, without benefits. Resident Ralph Tulis cautioned that a new employee may interpret the regulations differently than the current employees in that department. Discussion was held if the employee must be certified. Chairman Marco said originally, he thought that the employee wouldn’t need to be certified, but after discussing tonight, perhaps they do need to be certified, and he doesn’t think $20,000 is going to cover that. He then clarified that the positions are established by Planning &
Zoning and Inland Wetlands (in minutes from many years ago); and the PZC and IWWC Commissions are really the ones who are supposed to do the work as written in the Statutes. Robert Weicenski stated that the Building Official position was brought on in 1968. Chairman Marco added that there has to be precedent as to when other positions was created somewhere and we need to look at it. Barry Wallett clarified that the employees should report to someone; preferably the First Selectman who is there to see what is going on daily – the boards and commissions are not there to see the daily ins and outs. First Selectman Mailhos clarified that most of the Department Heads report to her, with the exception of a few positions that report to their boards/commissions rather than her (of which the Land Use is one). IWWC Vice Chariman Gutowski recommended having a personnel study done and review the job descriptions as well.
Chairman Marco stated that the PZC has appointed a Zoning Agent and the IWWC has appointed an Inland Wetlands Agent. The Commissions do not pay the employee. It was then found that the department needed an assistant and whatever the qualifications are and whatever we are willing to pay for we should advertise for the position.
First Selectman Mailhos stated that we know it is not good to only have one person in an office, we need coverage and most departments have a back up to cover one another when they are out sick or on vacation. BOF Chairman Bulick clarified that the Board of Finance has an issue with reporting accountability, and would like to know who is going to have authority. First Selectman Mailhos added that the Land Use Department does not have a qualified fill–in person to cover vacations and we end up at a stand-still if someone goes on vacation. She added that the department should also not be closed at 11AM on Thursdays while the rest of the building is open; although she understands why it is the way it is; however the public is not happy about that. She added that she feels that we definitely need to
fill the position, but we also need assurance if there ends up being a problem in that office that it is going to be taken care of. Selectman Blessington clarified that when dealing with employees, we usually deal with the Department Head.
Barry Wallett stated that we are all giving up our night to talk about this to iron out the details so we can move forward and be prepared for next year’s budget process.
Discussion was held on the Land Use Department closing at 11AM on Thursdays. First Selectman Mailhos stated that the Selectmen were never told about it. Robin Campbell said she cannot find a record of it in any of the past minutes; however she was told that it was voted on at a meeting under former Chairman Ellis’ reign. Selectman Kowalyshyn asked why no one bothered to mention to the Selectmen when they had decided to close the office. IWWC Vice Chairman Gutowski clarified that the employees are still working, they just are not servicing the public. First Selectman Mailhos noted that if the new position is filled, the office will have to re-open on Thursday mornings/afternoons. She added that the Transfer Station changed their business hours, but the public was made aware of it
by publicizing it and communicating it.
John Patton said we need to find a way to add an employee. He added that consistency is good and the aspect of following the rules and regulations is preferred. We need to work through the issues amongst the boards of Finance, Selectmen, Inland/Wetlands and Planning & Zoning. First Selectman Mailhos said she is convinced that we need another person in that department because the work is picking up; but what are the ideal hours per week for the position?
First Selectman Mailhos stated that she will research and collect information to see how other towns Land Use Departments are structured and who the Department Head reports to.
PZC Chairman Marco will look for a job description and research the qualifications on the ideal candidate.
Selectman Kowalyshyn will research how the jobs started and when the positions were created and also research how the positions became part of the union.
The Commissions/Boards will meet again to discuss the findings and continue discussions.
The meeting was adjourned at 8:48 P.M.
Respectfully submitted,
Robin Campbell
Administrative Assistant
Board of Selectmen
Board of Selectmen
860-487-3100
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