BOARD OF SELECTMEN
Special Meeting Minutes June 27 2016
Lower Level Conference Room 5:00 P.M.
*Minutes are not official until approved at the next regular meeting
First Selectman Mailhos called the meeting to order at 5:00 P.M. with the following in attendance: Selectmen Kowalyshyn & Blessington and residents. First Selectman Mailhos led the Pledge of Allegiance.
Approval of Minutes:
First Selectman Mailhos stated that the minutes from the joint meeting with the Board of Finance, IWWC and PZC will be tabled until the boards will have had a chance to read and offer input on them.
Selectman Kowalyshyn moved to approve the minutes of June 6, 2016 as written
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Selectman Blessington moved to approve the minutes of June 17, 2016 as written
First Selectman Mailhos 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 stated that she did not have a chance to update the status report this week.
Public Works:
Derek Reported the crew has been busy with the following:
• Replace catch basin tops/ repair catch basins for upcoming paving
• Vehicle/ equipment repairs
• Drop off dock install lifeguard chair at Halls Pond
• Burn brush pile at the Transfer Station
• Mow Halls Pond
• Roadside mowing
• Saw cut around catch basins on Moose Meadow for replacement
• Mowing sight lines
• Removal of tree hanging into roadway
• Traffic control certification class
• Mow Old Landfill
• Patch around catch basin top replacements
• Mow Senior Housing leach field area also pump house enclosure
• Sign repair
• Move Financial records to third floor of T.O.B
• Mow detention ponds
• Traffic control for paving of Red Oak
• Lucien/Jeff S attended training class - basics of a good road
Derek reminded the residents that the new bulky cards for the Transfer Station will be sent out with the tax bills.
The textile recycling has been a huge success, since it's inception in March, 5 tons have been collected. The town has received $546.00 in rebate checks so far, Baystate Textiles dropped off another collection container and has commented on how well this program is doing in Willington.
New Busines
A. Department Update – Revenue Collection Department
Lisa Madden, the Town of Willington Acting Municipal Revenue Collector was present. She updated the Board with the changes she has made to the department, since she began in April.
Ms. Madden's presentation is as follows:
REVENUE DEPARTMENT PRESENTATION
June 27, 2016
1. FINANCIAL POSITION – REVENUE
a. Revenue Office has collected $12,116,595 to a budget of $12,007,586 as of May 31st. This reflects $109,009 over budget. As of today, in June we have collected over $29,606.35 and expect a check for $28,132.64 by Wednesday the 29th. These amounts will all be reflected in over budget for the end of the year.
b. Tax Collection Review Report to distribute. In essence, we have collected 100.91% of budget as of May 31st year to date.
2. UPDATES DONE TO INCREASE COLLECTION EFFORTS
a. Work with Town Clerk’s Office in getting New Homeowner’s, and all Clerk changes, on a monthly basis through a report. We then get current mailing address from Assessor’s Vision software, which is now on Revenue Office computers. A welcome letter and informational sheet goes out to all new residential homeowners.
b. Working with the Assessor’s office so that starting in July, both our QDS systems will have the same information for owners and address’. They will interface (called bridge).
c. Signed contract with Accurint Government Search to get updated addresses for those with returned mail. This database provides all known residences, any phone numbers, any land owned and where, and if they are employed and by whom. Cost $50 per month.
d. Building Permit Clearances are in effect. For someone to get a building permit, the Revenue Office needs to sign off that no back taxes are owed.
e. The public kiosk outside the Revenue Office now accepts credit card payments. Researches can still look up everything they need, but we added our existing Invoice Cloud software to allow credit card payments to be done by the Taxpayer outside the window.
f. Hired a new Collection Agency for Suspense Accounts. The previous company only collected $51,000 over 10 years (approx. $5,100 per year). The suspense balance is over $180,000.
g. Collection letters were mailed in April to all outstanding real estate bills. In addition, all owners were researched to see if there were any mortgages on the property. If there were, mortgage companies were copied on the letters. We received several payments from the banks.
h. All payment arrangement amounts are determined by the Revenue Office, not the taxpayer. The monthly amount determined will get them current by May 2017, to avoid a lien. Paying short of this amount just leaves the taxpayer frustrated for they pay every month but yet keep getting further behind.
i. Updating all address changes in QDS Revenue Software during the year. This allows monthly statements to be mailed. It is a colored reminder for all delinquent taxpayers, in addition to giving them the new amount owed for the increase in interest.
j. The result of all of this – all of 2012 Grand List Paid, all but one of the 2013 Grand List paid and only 22 outstanding from the 2014 Grand List, of which 14 are on payment arrangements to be current by May 2017. The $28k check we expect by Wednesday will pay of all 2013 Grand List Real Estate Tax bills.
3. SAFETY & SECURITY UPDATES
a. During business hours, the Revenue Office door is now closed & locked.
b. A network laser printer was purchased and installed in the office. We no longer need to leave the office to get reports or printouts for tax payers. This eliminates leaving the office open with cash. The public computer also prints to this printer so they cannot grab their report and leave without paying for their copy.
c. A contract was signed with Dunbar armored car service for the fiscal year. Time spent at the bank to verify the amount of deposit was unnecessary down time for the office at its peak time. In addition, the town would/could have been liable if the employee got robbed, hurt or in a car accident on the way to the bank. And in order to make the cost of Dunbar more effective for the town as a whole, Dunbar will pick up all deposits for the Treasurer, Building Department and Clerks Office, in
addition to the Revenue Office. Dunbar expense will be absorbed by the Revenue Department, though mileage reimbursement will decrease in all of these departments. It was determined with myself, Christina and Donna, that year round pick up was the best rate of return financially and in safety of our employees. It secures the town’s assets.
4. HOUSEKEEPING
a. Monthly reports to the Treasurer are now including reports from QDS to ensure accuracy as well as stopping redundancy in making these reports in Excel.
b. We have updated our transmittal for to the Treasurer to break down each deposit. This allows the Treasurer to balance the Revenue Department’s bank statement for additional checks and balances.
c. New computers were issued to both myself and Nancy for efficiency purposes. Both previous computers were from 2012 and were inefficient with the programs run in the Revenue Office. In addition, mine was full of malware.
d. The website continues to be updated with current information. It is now updated on a monthly basis. Frequently Asked Questions has also been put in more laymen’s terms, and has graphics for eye appeal.
e. Policies and Procedure are being updated. This will be worked on throughout the year.
f. Outside of the Revenue Window has been cleaned with updated reports, information and colorful graphs. It makes the window more welcoming. And of course, everyone loves the candy bowl.
g. The office has been cleaned and painted. It now offers a more relaxing, calm and friendly atmosphere for both the tax payer and the staff. It has increased employee morale in the Revenue Department.
5. UPCOMING CONCERNS
a. DMV and Motor vehicle bills. We expect to be swamped with people receiving bills from incorrect towns. This is a statewide dilemma that will not be corrected in the near future. Expect additional problems for the January Supplemental bills.
The Selectmen thanked Ms. Madden and told her she has done a great job in the short period of time she has been here.
B. WYFSS Name Change Request
Jennie Arpin was present. She stated that her department covers a variety of needs in town, including family, youth , social senior and veteran services and the best way to capture it would be to change the name to Human Services, which is the name most the of the surrounding towns. First Selectman Mailhos noted that the original sign says "community council". Ms. Arpin said she wanted to simplify the name of the department for the residents.
Selectman Kowalyshyn moved to change the Willington Youth, Family Social Services (WYFSS) to Human Services.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
C. Discussion regarding State Owned Land for sale (River Road)
First Selectman Mailhos stated that we received a letter from the State Department of Transportation regarding a parcel of land located on River Road (Route 32 - next to the new Dunkin Donuts) that is for sale. The Town has the first right of refusal of the land. The parcel is 1 acre at a cost of $100,000. First Selectman Mailhos has consulted with the Public Works' Director and our Zoning Agent to see if there would be any reason for the Town to purchase it. Neither of them thought of any reasons it would be beneficial for the town.
Selectman Blessington moved to have the First Selectman sign the letter to the State to declining the parcel.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington)
D. Tax Refund
First Selectman Mailhos moved to refund $159.31 to Vault Trust, Louisville KY as a result of a sold vehicle.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to refund $22.94 to Ellis Shaffer of New Haven, CT as a result of an exess payment.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to refund $11.75 to Rachel Scott of New Haven, CT as a result of an sold vehicle.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Lisa Madden stated that the Selectmen will begin to see a decline in the refunds, as the Revenue Department has cleaned up some of the credits that were sitting on the Grand List for a few years. There should only be a few left to come in as they are being processed.
E. Appointments
First Selectman Mailhos stated that we have asked the Board Chairs for recommendations of re-appointments.
First Selectman Mailhos moved to re- appoint Michele Manas as recording clerk for IWWC and PZ& effective July 1, 2016 expiring June 30, 2017
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved. to re- appoint Deb Lewis as recording clerk for the Board of Finance effective July 1, 2016, expiring June 30, 2017.
Selectman Kowalyshyn seconded the motion.
First Selectman Mailhos noted that she would like to see the BOF minutes reflect what she says accuratley, if she is at a meeting and is part of the discusions. Selectman Blessington stated that BOF Chairman Bulick is in favor of video taping the meetings, and is going to look into that as an alternate option. Selectman Kowalyshyn suggested monitoring the minutes for accuracy as well as timing for postings.
First Selectman Mailhos added that the Annual Report is still not complete – the Board of Finance is missing a few reports. We also found that the Board of Finance is the board to approve, rather than at Town Meeting. The future Annual reports will be handled differently from this point forward, as they are going to be requesting the items to list in the report closer to the date of the report, rather than the year after the fact.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to re-appoint Brenda Sullivan as recording clerk for the Housing Authority, effective July 1, 2016, expiring June 30, 2017.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Old Business
A. Crumbling Foundation Update
First Selectman Mailhos stated that she co-signed a letter with the Town Manager of Coventry, Tolland and Mansfield and sent it off to Governor Malloy. She stated that they are anxiously awaiting a response; adding that she is hopeful that a meeting is called to have all of the Towns Assessors meet to come up with a consistent interpretation of the new law, as all of the towns currently have different policies.
In addition, one recommendation is to create a task force. The letter includes several suggestions. We are patiently waiting to hear back.
B. ATV/Dirtbike Ordinance Update
First Selectman Mailhos stated that she had spoken with the Town Attorney, who said it is possible to create a noise ordinance, we do not need to have a charter. The Attorney also sent over some samples.
Selectman Kowalyshyn said that she spoke with the State Police who told her that they go out to investigate the noise and after a few offenses, they take action, noting that the infractions are not handed out right away. She added that this is with a Resident Trooper system; which would be different than what we have here.
Resident Todd Bissionette was in attendance and he stated that he has been working with a few troopers and they are looking forward to the ordinance to pass as things are out of control here. First Selectman Mailhos asked if they stated which town we should model the ordinance after? Mr. Bissionette stated that he was not sure.
Selectman Blessington warned that this will still need to pass at a Town Meeting. Mr. Bissionette clarified that the noise is affecting his livelihood; adding that for someone to take a quad and point it at another person's house affects his sanctuary; adding that people deserve peace and quiet. There is no reason to have an ATV without a muffler on it. Selectman Kowalyshyn stated she is in agreement with Mr. Bissionette - they should be riding responsibly.
First Selectman Mailhos stated that she will work on the Ordinance to get it going.
C. Mansfield Willington Cooperative Agreement
First Selectman Mailhos recapped that a meeting was held last week to discuss options working together with Mansfield, either by tuitioning out Willington kids to Mansfield schools or regionalizing with Mansfield; or keeping things the way they are going forward. Selectman Blessington stated that the meeting began with the option of regionalizing being taken off of the table, but at the end of the meeting, it was back on as an option.
First Selectman Mailhos noted that a few years ago, regionalization wasnt going to work, because none of us were thinking about reducing the number of buildings so when they did the math, it didnt reflect savings. She added the problem with tuitioning out would mean that we (Willington) would not have a voice at all. Selectman Blessington added that they keep saying it will only be a year of the tuitioning and then they might find they need to build a new school.
Selectman Kowalyshyn stated that she is disappointed that the state is pushing this. First Selectman Mailhos clarified that they see it as saving money as they would reduce the reimbursement rate by one more town if we were to combine with Mansfield. Selectman Kowalyshyn said she wouldn't be so set against it if it were evened out, like one set of Willington kids were sent to Mansfield, but one set of Mansfield kids were sent to Willington. if our kids go there, were are left with nothing. First Selectman Mailhos stated that she is not comfortable with the fact that the cooperative agreement could be decided by the Board of Education vote, rather than a referendum. She added that they did not have any numbers or details to support either idea at the meeting, that’s why the next meeting will be scheduled for late august.
Good & Welfare
First Selectman Mailhos stated we received a letter from the Department of Transportation confirming that they have opted to go with the 2 month closure of the bridge. Construction will begin in April and the bridge will be closed at the end of June, reopen in August and completion will be November of 2018.
Our Parks & Recreation Department has received "Threads" in a recent Chronicle article about the upcoming "Wednesdys in the Park" series, which includes crafts in the mornings, hosted by Human Services and concerts in the evenings at the River Road Athletic Complex. In addition pick-up basketball and volleyball games will also take place.
The Chronicle also had an article about the rail artifacts that were donated to the Historical Society by the First Niagra Bank. Robert Shabot added that the artifacts are on display at the Daniel Glazier Tavern by arrangement and will be open during the Flea Market in September. He added that the Society was given a tool box circa 1860s that was used to work on the rails.
The Housing Authority will hold a ground breaking ceremony for the new Button Hill Senior Housing Complex on July 13th at 12:30 P.M.
The State Police have sent their monthly police report noting they investigated: 9 accidents, 19 criminal investigations, 1 burglary, 1 larceny & 639 non-reportable matters. In addition, they reported 1 DUI, 278 traffic citations and 47 written warnings. (note: many traffic violations are due to I-84).
The volunteer firefighter tax abatement list has been updated. First Selectman Mailhos stated that in the beginning stages we were not sure of how much it was going to be (originally thought to be around $20,000) The actual abatement amount for this year is $9,898.73 covering 15 volunteers. First Selectman Mailhos thanked the volunteers for their service.
First Selectman Mailhos passed condolences along to the family of Harold Hipsky, Jr. who suddenly passed away last Saturday. Mr. Hipsky was heavily involved with the Willington Boy Scouts and was also the President of the Willington Cemetery Association. He will be missed by many.
Selectman Kowalyshyn reminded everyone of tomorrow night’s Town Meeting, held at the Old Town Hall at 7PM.
Selectman Blessington moved to adjourn the meeting at 6:06 P.M.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully Submitted,
Robin Campbell
Recording Clerk
Board of Selectmen
860-487-3100
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