BOARD OF SELECTMEN
Meeting Minutes December 5, 2016
Town Office Building 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 November 21, 2016 with the following edits:
Page 5: last paragraph (for Fire Marshall update) last sentence should read: most investigations were of accidents and the rest have been routine inspections.
Page 8: second paragraph last sentence should read: Selectman Blessington said he feels crumbling foundations should be seen as a natural disaster (replace national with natural)
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 noted that several of the items on the list have not changed since the last meeting. She went over a few of the items that have had progress:
*Turnpike Road Phase III & IV- the project was completed last week. The item will finally be taken off of the list. Selectman Kowalyshyn complimented the letter that First Selectman Mailhos had sent out as a public notice thanking the parties involved in the project. First Selectman Mailhos noted that the project has taken many years (since she began as First Selectman in 2009); and although it seems like “just a road project” – it would not have been possible without support from the STEAP grants we received.
*Repairs to Daleville School Bridge - The Town Engineer will be working on the specs. We will go out to bid in the early spring.
*Selectmen Wing Renovations – we have figured out the project, which will entail building a wall, adding a door and some minor cosmetic work. The Registrar of Voters will be moved upstairs and Robin will move. Robin Campbell will contact contractors. If any contractors are interested in bidding on this project, please contact the Selectmen’s Office at 860-487-3100.
*Senior Center Septic Re-Permitting – Derek is working on the scope with the vendor to bring the cost of the project down a little because all of the options on the proposal are not needed.
*Nutmeg Network – The fiber will be installed on Wednesday and the connections should be completed within the next month.
Public Works:
Derek Reported the crew has been busy with the following:
- Sweep Turnpike Rd for paving
- Pickup leaves at Public Works, ~Dog Pound, Transfer Station
- Oversee paving and get paving slips from each truck driver
- Equipment/vehicle maintenance
- Install driveway aprons on Turnpike Rd where needed
- Repair Trim on Senior Center
- Clean off leaves from catch basins
- Take Industrial Storm water samples at Transfer Station and Public Works and drop samples off at lab for testing
- Roadside mowing
- Return message board from Turnpike Road project
The crew came in at 3:30am for our first snow event of the season,~They treated the roads for the morning commute. He reminded motorists that the winter season is upon us and even though the trucks are on the road treating the surface,~snow will still accumulate until the material begins its melting action. During winter events motorists should drive below the speed limit and~allow extra time for travel.
New Business
- Set Selectmen Meeting Schedule for 2017
First Selectman Mailhos moved to approve the BOS 2017 meeting schedule as presented.
BOARD OF SELECTMEN MEETING SCHEDULE - 2017
1ST & 3RD MONDAY (EXCEPT HOLIDAYS) @ 6:30 P.M.
TOWN OFFICE BUILDING
Jan. 03, 2017 (Tuesday) (no meeting on July 3rd )
Jan. 17, 2017 (Tuesday) Jul. 17, 2017
Feb. 06, 2017 Aug. 07, 2017
Feb. 21, 2017 (Tuesday) Aug. 21, 2017
Mar. 06, 2017 Sept. 05, 2017 (Tuesday)
Mar. 20, 2017 Sept. 18, 2017
Apr. 03, 2017 Oct. 02, 2017
Apr. 17, 2017 Oct. 16, 2017
May 01, 2017 Nov. 06, 2017
May 15, 2017 Nov. 20, 2017
Jun. 05, 2017 Dec. 04, 2017
Jun. 19, 2017 Dec.18, 2017
Jan. 02, 2018 (Tuesday)
Jan 16, 2018 (Tuesday)
First Selectman Mailhos noted that the best day to hold Selectmen’s Day will be July 3rd, therefore the 7/3/17 meeting will be canceled. The Selectmen were in agreement and stated they would hold a special meeting, if need be.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
- Set TOB Holiday Schedule for 2017
First Selectman Mailhos moved to approve the 2017 holiday schedule as presented:
The Town Office Building will be closed in observance of the following holidays for the year 2017
Holiday Day Closed
New Year’s Day Monday, January 2, 2017*
approved at BOS December 1, 2015.
Martin Luther King Jr. Day Monday, January 16, 2017
President’s Day Monday, February 20, 2017
Good Friday Friday, April 14, 2017
Memorial Day Monday, May 29, 2017
Selectmen’s Day Monday, July 3, 2017
Independence Day Tuesday, July 4, 2017
Labor Day Monday, September 4, 2017
Columbus Day Monday, October 9, 2017
Veteran’s Day Friday, November 10, 2017
Thanksgiving Day Thursday, November 23, 2017
Day after Thanksgiving Friday, November 24, 2017
Christmas Day Monday, December 25, 2017
New Year’s Day 2018 Monday, January 1, 2018
*Selectmen’s day voted by BOS on 12-5-16 regular meeting
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to refund $261 .20 to JP Morgan Chase Bank for a certificate of correction.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to re-appoint Joe Colangelo as a regular member of the Willington Parks & Recreation Commission; effective December 15, 2016; expiring December 14, 2019.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to re-appoint Mike Pinatti as a regular member of the Willington Parks & Recreation Commission; effective December 15, 2016; expiring December 14, 2019.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos noted that Mr. Colangelo & Mr. Pinatti have been on the Recreation Commission for a long time and both do a great job. She thanked them for their service.
First Selectman Mailhos moved to appoint Randy Belair as an alternate member of Planning & Zoning Commission; effective December 5, 2016, expiring December 4, 2019.
Selectman Blessington seconded the motion.
Mr. Belair was present. He stated that he would like to lend support to the Zoning Board with regards to looking at use of their resources and spending their money wisely. He added the thing that really pushed him to step up is the upcoming changes to the POCD, given the challenges we have economically and also with the crumbling concrete. The best way to get involved with the POCD is to be on the board. He is looking forward to serving. The Selectmen thanked him for his willingness to serve.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to re-appoint Richard Maloney as a regular member of the Willington Zoning Boards of Appeals Commission; effective December 31, 2016; expiring December 30, 2019.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos thanked Mr. Maloney for serving on the ZBA for several years. She noted that he also does a great job and thanked him for his service.
- C.I.P. Submissions (Public Works & Selectmen)
First Selectman Mailhos stated that the CIP Commission’s first meeting is tomorrow night. CIP requests are due to the committee by December 16th. She will be submitting a memo to the CIP Committee recapping the items that have been done over the past year. She then read the memo to the Selectmen. (A copy of the memo is attached to the minutes filed in the Town Clerk’s office).
She then went over the items that are going to be submitted (some are re-submissions) on behalf of the Selectmen and Public Works:
Public Works:
- Public Works Reconfiguration (relocating the fueling station and the salt shed) The Town Engineer has finished the design, which includes an above ground fuel system, and a larger salt shed, which will be located in a more environmentally –friendly location. The cost has decreased from last year to about $500,000. First Selectman Mailhos noted that we have STEAP money left over from the Turnpike Road project, and we are hoping to be able to reallocate the funding to put towards this project.
- Installation of stormwater interceptors at Public Works (this item has been on the list for a few years and is slated for this coming FY). The project is in accordance with the industrial storm plan and is hopeful to be included in the FY17-18 plan.
- Replacing Wood Chipper: This item has also been submitted for the FY 17-18 plan as the current chipper is 27 years old and is worn. ($47,000)
- Replacing 2001 Chevy Pick- up truck & plow: this truck is used 5 days per week as well as used to plow the town facilities. The truck is approaching its end of life expectancy. The new truck request will go in the FY17-18 plan. ($57,000)
- Village Hill Drainage Phase I: This item has been added to the FY17-18 plan; to upgrade the drainage from the bridge up to Pinecrest Road. ($250,000)
- Schofield Road Drainage: this drainage project ( to install catch basins and piping for one mile of road up Schofield from Route 32) has been on the plan for several years. The plan is split into two segments: Engineering for FY 19-20 ($15,000) and Construction: FY 20-21 ($350,000)
- Replace 2007 International 7400 plow truck: The truck is slated to be replaced (as part of the rotation) and is being submitted in the FY 19-20 plan. ($175,000)
- Ground speed spreader controls on plow trucks: This is a new CIP request which is for an automated spreader control for the plow trucks. The spreader will comply with the new MS-4 permitting that we must now comply with. The item will be submitted as a FY18-19 request. ($30,000)
- Daleville School Bridge Repairs: the entire request will be submitted in the FY 17-18 plan. It is for engineering and construction. ($121,000)
Selectmen:
- Permitting/payment software (to be used by the Land Use, Tax, Assessor & Town Clerk’s departments): we are looking at different vendors and trying to get a budgetary number. ($40,000-$50,000)
- Floors, Walls and Windows at Old Town Hall: We would like to complete the renovations at the OTH; one of the biggest ticket items is restoring the windows (which are estimated to cost $2,500 each; which we might apply for a STEAP grant to cover the cost). In addition, we would like to have the main hall painted and sand/refinish the floor in the main hall. The floor/paint is requested for FY 17-18 ($18,800; $3,800 floors & $15,000 paint); and the windows restoration is slated for FY 18-19 ($52,500)
- Fire proof & regular filing cabinets for Registrar of Voters/Town Clerk/Selectmen’s office: The ROV are in need of replacing their fire proof cabinet (which is mandated by State Statute) and the cost for a new cabinet is approximately $5,000. In addition the Selectmen and Town Clerk are in need of new cabinets as well. The request will be submitted for FY17-18 ($20,000)
- Updating phone system at the TOB – our phone system is over 20 years old and is in need of upgrading. We received three quotes for VOIP phone systems. This request is for FY18-19 ($14,640)
First Selectman Mailhos noted that she thinks it is really important that we update our website. The cost for the upgrade is around $5,000 (which is in addition to the annual subscription cost). She stated that we need to figure out how we can incorporate it into our budget. She added that the upgrade will be more user friendly for our residents.
- Town Clerk Appointment Ordinance Suggestion
First Selectman Mailhos stated that she believes that our Town Clerk is most likely not going to run for re-election next year and we need to prepare for that. She added that questions have arose as to why we (Willington) do not appoint our Town Clerk. Similar to other positions which were once elected, then changed to appointed (such as the Tax Collector and Assessor); an ordinance would be adopted (voted on at Town Meeting) and we may be able to add it to the referendum (as a yes/no question) as early as May. She then added that she knows that there are several pros and cons to doing either - elected or appointed; and she does not have a preference either way. She then noted that we have a unique opportunity to make
Selectman Blessington asked why we would want to fix this if it ain’t broke? We have had good service from our current Town Clerk, who has been in office since 1999; and even her predecessor; who served for 20 years prior to that. He added that the proof is because they keep getting re-elected every 4 years. He added that he started asking around the Republican party to see if they could find someone and they did – there is plenty of room for others to run if they wish, as well.
Selectman Blessington continued on stating that he likes going the elected route, because you are guaranteed to have a Willington Resident get the position and do the job. If we appoint, then anyone can apply and if they are qualified, we may not have anyone in town that would be able to fill the position. He then clarified that if the person is appointed, and they are not doing the job properly, you can’t get rid of them. Resident Ralph Tulis warned if you have an elected official in there, you can’t get rid of them, either. Selectman Blessington clarified that yes, you can at re-election time. Mr. Tulis then warned that is not good practice, having to wait three years for someone else to take over. Selectman Kowalyshyn then clarified that if someone is appointed; they would have to
follow a management structure; and if they are not doing the job properly, they would be held accountable.
Selectman Kowalyshyn then clarified that we have to make sure we find someone who is qualified and the Clerk is responsible for all of our record maintenance; and just because the ideal candidate doesn’t live in Willington, doesn’t mean they won’t do a good job. Christine Psathas noted that our Tax Collector, who lives in another town is doing a great job. Selectman Kowalyshyn then added that our job as Selectmen is to make sure the Town is being run properly, and maintained - and appointing the Town Clerk makes sense; otherwise we could end up with a lawsuit if an unqualified person fills the position. First Selectman Mailhos agreed and stated that she believes it is our job to open the conversation and see what the townspeople would want – especially now because it is a unique timing opportunity. First Selectman Mailhos stated that she will get the CCM salary study very shortly, and will be able to compare all of the towns to see how many of them have elected vs.
appointed Clerks. Selectman Blessington said that pertains to mostly larger cities – we in Willington are small; and he likes to see it stay the way it is. First Selectman Mailhos then argued that there may be a lot of people who might be interested and qualified, but may not submit their names because they don’t want to deal with running in the election because there is no job security. Mr. Tulis said that the position should no longer be a political position and then suggested having First Selectman Mailhos talk to other towns that have gone through the process to see the pros and cons of the process. First Selectman Mailhos said she will do so and will also take a poll to see how many towns have appointed vs. elected; and will then work up a draft Ordinance to have the Selectmen look at.
- Willington Fire Dept #1 Addition Discussion
Members of the Willington Fire Department #1 were present. Captain Joshua Strickland presented a letter that he had sent to First Selectman Mailhos. The Fire Department sought bids for Architectural Services. The Department received 4 bids and three were evaluated (one was disqualified as it was not in compliance with the RFP). The Department sub-committee was in agreement to recommend awarding the project to Dennis Davey Architects as his submittal is within the Fire Department’s budget. Mr. Davies submittal for Phase I (architectural services) is $47,900 and Phase 2 (construction documents & bidding services) is $50,750. Currently, WFD #1 has funding for Phase I of the project which will be covered by Fund 17 (Ambulance fund) and they are looking for approval from the Selectmen.
First Selectman Mailhos stated that she spoke with the Business Manager and since the funding is coming from Fund 17 which has already been approved, there is no need to go to Town Meeting, and the Fire Department can simply award the project. Members from the Fire Department stated that they would be OK if the Selectmen awarded the project.
Resident Randy Belair asked why there is a need for an addition on the facility. Captain Strickland explained that the building was erected in 1982 as a 3-bay garage. The Department has 2 men on site 24-7 that bunk in the back room, which is also the Town’s EOC (Emergency Operation Center) – the same room as their living quarters. The fourth bay was added on several years later (to accommodate a 4th apparatus). The Department is outgrowing the quarters and are hoping to add on to the building in three phases. The first phase is the architectural services; second phase will consist of construction and bidding documents and the third phase will be the actual construction.
First Selectman Mailhos moved to award the Willington Fire Station Architectural Services Phase I to Dennis Davey Architects as per his bid of $47,900.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Old Business
- Crumbling Foundation Update
First Selectman Mailhos presented a memorandum from the CRCOG Ad-Hoc Committee, who have been meeting to discuss the concrete foundation issues. The memorandum contains a list of items the Committee would like to see go through legislation to help homeowners who are experiencing foundation issues. The Ad-hoc Committee then decided it would be a good idea for each of the towns (who are affected – there are 37 towns and 20 of them are CRCOG members) to adopt a resolution to then pass on to our Legislators (Senator Tony Guglielmo; Representative Sam Belsito and Congressman Joe Courtney).
She then read the memorandum to the Selectmen. (The official memorandum is attached to the minutes)
MEMORANDUM
DATE: November 30, 2016
TO: CRCOG Policy Board
FROM: Lyle Wray, Executive Director
SUBJECT: CRCOG Legislative Agenda Item on Crumbling Concrete Foundations
A total of 37 towns, of which 20 are CRCOG members have been impacted by crumbling concrete foundations presumably related to the presence of a mineral pyrrhotite in the concrete mix. This is a significant and growing issue for home owners and towns.
On August 10th, the CRCOG Executive Committee appointed an Ad-Hoc Working Committee Crumbling Foundations to assist towns in addressing this issue.
The Working Committee has made a number of recommendations to assist in assessing the situation and in moving forward with remediation.
These recommendations will be finalized at the Working Committee’s December 1st meeting.
Concrete Testing Funding. CRCOG supports the use of CDBG or program income funds to help homeowners with crumbling foundations to, at a minimum, test the affected property to verify the existence of a problem. Any income restrictions for this purpose should be waived.
Remediation Fund. CRCOG supports the creation of a relief fund for homeowners experiencing crumbling foundations. CRCOG’s Ad-hoc working committee has a template in progress that it is willing to discuss with legislators details regarding the program. Some key points regarding any relief funding should include:
- Any state funding for crumbling foundations should be exempt from CHRO and prevailing wage requirements. The homeowners will be the ones who are finding contractors, etc. for this project and to require them to adhere to CHRO or prevailing wage requirements will be too high of a bar.
- In conjunction with the development of a process and a cut-off date after which buyers will no longer be eligible for relief (right now, the effective date of any legislation passed has been proposed), the sales disclosure statement should reflect that the buyer is aware that such a problem exists if it does not do so already.
Remediation Funding Sources. CRCOG recognizes that funding for the relief fund will be a challenge. CRCOG’s Ad-hoc Working Committee on Crumbling Foundations has put forward a few suggestions as a starting point for this discussion – recognizing that any funding mechanism will cause economic reverberations. This issue is a challenging and difficult one that is already having economic impact on the affected municipalities and will continue to affect those communities. Some potential suggested funding mechanisms for a relief fund are as follows:
- An increase in the conveyance tax for affected municipalities by 1/4%
- Potentially increasing sales tax on construction only by 1% or .5%
- Insurance companies: CRCOG would support the state encouraging insurance companies to participate in a relief fund to which a few insurance companies have already pledged some support.
Guaranteed Loan Fund for Concrete Remediation. CRCOG supports pursuing a potential state-guaranteed private loan fund or other private banking based loan fund to help homeowners facing crumbling foundations.
State Building Fee Waiver. CRCOG supports waiving the state portion of the building fee for any municipalities waiving fees for work on crumbling foundations.
Future Testing. CRCOG supports testing of residential and commercial concrete for the presence of pyrrhotite and possibly establishing and regulating a maximum acceptable amount to be present in concrete loads.
Time Limits for Filing Claims. CRCOG supports reviewing increasing time limits for filing claims related to crumbling foundations with insurance companies as well as examining time limits for appeals and adjudication of such claims.
Peril of Collapse Insurance Coverage. CRCOG supports requiring insurance companies to provide coverage for the “peril of collapse” due to the presence of pyrrhotite resulting in the impairment of the structural integrity of the building.
First Selectman Mailhos stated that Legislators are also coming up with other suggestions. We have all heard from legislators who are forming a caucus to discuss the issues and there are several of them involved. She reiterated that this is not a partisan issue and it is not just a north-eastern Connecticut problem. It will affect the entire state and we are all trying to do whatever we can to get the message out.
First Selectman Mailhos moved to adopt the following resolution:
RESOLUTION REGARDING CRCOG CRUMBLING FOUNDATIONS RECOMMENDATIONS
BE IT RESOLVED that Town of Willington endorses the legislative proposal the CRCOG Ad-Hoc Working Committee on Crumbling Foundations has come up with and request that our legislative delegation actively pursue adoption of the program through the legislative process.
Approved by the Willington Board of Selectmen on December 5, 2016
Selectman Kowalyshyn seconded the motion.
Selectman Blessington stated that he had a few quibbles with a couple items on the memorandum. One was the guaranteed loans - he stated that he didn’t think the towns were going to do that (the loans may not be the way to go) First Selectman Mailhos clarified that the Citizen’s Advocacy Group does not want that, however for some residents, the loan option may be their only option in the short term – and it is in there for that reason. The other issue Selectman Blessington had is time limitation – he does not think it is appropriate. First Selectman Mailhos
stated that right now, there may be time limits imposed by insurance companies for when homeowners can file a claim and when they can appeal.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos stated that she will send letters off to Senator Guglielmo, Representative Belsito and Congressman Courtney to let them know.
A meeting was held at CRCOG last week. The room was very crowded with several Legislative and Town Leaders and there were many ideas and discussions. Mr. Tulis stated that it is an insidious problem. Selectman Blessington then asked Mr. Tulis if he knows of any commercial buildings have been affected yet? Mr. Tulis stated that there is a big difference on how the material is handled for commercial versus residential. The contractors are fussy with water when installing commercial concrete and the concrete is enforced and consolidated differently than in residential properties. He added that placement methods of how the material is handled at the time it left the plant and how it hardens effects how quickly and how badly it degrades. He added that in some cases, it may never degrade.
Good & Welfare
First Selectman Mailhos stated that last Friday’s Tree Lighting Event was very successful. She thanked Robert Shabot for getting the ball rolling on it a few years ago and added that our Recreation Director helped to get the school, boy scouts and 4H involved. Santa came and was a big hit! There were several people there. First Selectman Mailhos is hopeful that next year will be bigger and even better. She encouraged all of the groups in town to think of ideas to be part of next year’s festivities – there is room for everyone and the more the merrier!
First Selectman Mailhos and Robert Shabot thanked Walt West for his annual installation of the lights on the tree. Mr. Shabot stated that Mr. West joked that he is not familiar with how to light a smaller tree in the future.
First Selectman Mailhos added that the word spread very quickly that night that this is the tree’s last year and will be taken down in the spring. She stated that she does not want anyone to be shocked to see it come down.
The Selectmen reminded everyone that Wednesday is the Town’s Holiday Open House at Hilltop Restaurant for board and commission members.
First Selectman Mailhos reminded everyone about the upcoming Opioid Community Forum that will be held on February 8th at Tolland High School. Willington will join our neighboring towns, Mansfield, Coventry and Tolland (as part of Eastern Highlands Health District) to have an informative evening about the opioid epidemic. Willington & Tolland Ambulance will hold a Narcan demonstration and the Local Prevention Council and Human Services will also have booths There will be a keynote speaker to inform residents what to look for. More information will be published shortly about it.
Executive Session
First Selectman Mailhos moved to go into Executive Session regarding a possible land acquisition at 7:55 PM; inviting Robert Shabot of the Willington Historical Society.
Selectman Kowalyshyn seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
First Selectman Mailhos moved to come out of Executive Session at 8:45.~
Selectman Kowalyshyn seconded.~
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Selectman Kowalyshyn moved to empower the First Selectman to inquire with the Town Attorney about the process and feasibility of the Town of Willington purchasing land from the Historical Society with a pedestrian walkway easement condition on their property, as well as inquire with a local realtor about fair market value of the parcel.~
First Selectman Mailhos seconded.~
Vote: 2 Yes: (Mailhos & Kowalyshyn) 1 No (Blessington) ~ Motion passes.
Selectman Kowalyshyn moved to adjourn at 8:50 PM.
Selectman Blessington seconded.~
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Administrative Assistant
Board of Selectmen
860-487-3100
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