Video index
1. Call Meeting to Order
7pm
2. Prayer: Reverend Mindy Tucker, Unity Church of Greater Hartford
3. Pledge of Allegiance
4. Roll Call
Roll call (9 Present, 0 Absent, 0 Excused)
After Roll call was complete a proclamation was presented to the South Windsor Panther Cheerleaders.
5. Public Input [Per Town Council Rules, this segment of the meeting shall not exceed thirty (30) minutes unless extended by the Mayor, with the consent of a majority of the Town Council.]
Robert Dickinson, 19 Birch Road - came forward and read a statement regarding the Gateway zone as shown in attached, exhibit A. Ken Sek, 285 Griffin Road - in addtiion in SW there is an active biking community. one of the goals is to some how find a way to bike and walk from one end of Sullivan Avenue to the other. The 10' path in place would help with this final goal. It is much easier to make changes while plans on are paper before construction happens. Tim Shepard, 45 Newberry Road - one year ago was talking about property tht the Land Trust was interested in. About one year has gone by and have not heard any thing. Do not want to find out that taxes have accrued - would like to hear more about the property. Just wanted to bring it up again.
6. Environmental Health & Safety Message
Walter Summers, Fire Marshal - Lieutenant Greg Roberts - reminder everyone to check their smoke alarms and make sure they are working property and to change the battery once a year. Every 10 years the smoke alarms should be changed out. The sensor is working 24/7, 365 days per year. The other thing want to make sure people have are working carbon monoxide - should be changed every 5 to 7 years. they do offer new smoke alarms and never have to worry about changing the battery. There is a combnation smoke alarm/carbon monoxide alarm. Thank the Council for continued support. Wagner - I have written the date on the side so can see it.
7. Adoption of Minutes of Previous Meetings
Wagner, Delnicki, unanimous
8. Public Petitions
none
9. Communications from Officers and Boards Directly Responsible to Council
none
10. Reports from Standing Committees
Energy Committee - ran a successful home tour. 5 residents opened their homes so others could see what solar looked like. Thanked each resident who opened their homes.
11. Reports of Temporary Committees
McCann, Chair of theSidewalk & Bikeway Subcommittee - on January 13th there were two resolution adopted. first one was approving a sidewalk up the east side of Sullivan Avenue. The resolution was passed unanimously and to be recommended to Council. A demonstratin will be brought forward to the Council regarding Complete Streets. The second resolution Mr. McCann read into the record - The committee recognizes that any ordinance or resolution should be reviewed by the Town Attorney before the Council acts on it. Anwar - hopeful to have items at the next Town Council meeting. McCann - first resolutioni n draft minutes Lize - please get a copy.
12. Consent Agenda [All items listed with an asterisk (*) are considered to be routine by the Town Council and will be enacted by one Motion. There will be no separate discussion of these items unless a Council member so requests, in which event the item will be removed from the General Order of Business and be considered in its normal sequence on the Agenda.]
Mirek - Delnicki, Wagner - does Mr. Riley need to resign from the Board of Ed? Yagaloff - it is built into the resolution. The Town Clerk will accept the resignation after he is appointed to Council. unanimous
13. Unfinished Business
none
14. New Business
* A. Resolution Appointing Matthew Riley (R) to the South Windsor Town Council and Postponing Consideration of this Motion until the Town Council's Next Regularly Scheduled Meeting
* B. Resolution Appointing Jamie Gamble (R) to the South Windsor Board of Education and Postponing Consideration of this Motion until the Town Council's Next Regularly Scheduled Meeting
C. Resolution Approving an Annual Salary for the Registrar(s) of Voters for Calendar Years 2015 and 2016
Pendleton, Paterna Delnicki - what is the percentage of increase Galligan - 2% it is in keeping with everyone else. Wagner - the second one has an end date Anwar - contract, has to have end date Delnicki - with an end date, if no action taken by the council does the salary stay in place Yagaloff - you would have to set the salary for - Delnicki - it owuld be cleaner to remove the end date? Yagaloff - these are set up Galligan - terms are January - reason end date officially you could have a new Registrar Delnicki - leave resolution as written yes unanimous
D. Resolution Approving a Refund of Taxes to Twenty-Eight (28) South Windsor Taxpayers
Delnicki, Pendleton, unanimous
E. Discussion Item: Update Regarding the Orchard Hill Elementary School Project from the Public Building Commission - Chairman Fitts to be present (requested by Mayor Anwar)
Fitts - We are still early in the process. The first schmatic design was prepared and was available just after Christmas. We will share as we have more details. Right now the area where the school will be placed is the only thing that has been decided. February of 2016 is when it is projected to begin construction. Most costs right now are just for the professional people. We have _____ as construction contractor. Strategic Solutions as project manager and ________. We meet regularly every month - there ar einformal meetings in between, they are not formal meetings, no quorum, just opportunity for people involved in the project to talk. Most people who come understand that ther eis no commitment, just opporutnity to exchange view points. This has been passed by our attorney to make sure we are not in violation of any rules. We had one session where we invited 120 neighbors to tkae a look at what was beginning to form - the aerial view of the site. The old Orchard Hill school will remain until after work on other schools are completed. We do not have a formal cost yet. 33,521,000 that is the cost of the entire project. We have not spent 100,000 yet on this project. As soon as we get into work, the money will begin to change. there was an article in the newspaper - pesticides in the soils - a lot of work has to be done on that. some of our experts have done estimation of costs and will be quite manageable in the budget. Soil will need to be removed and replaced. Kay Rafferty who was the Secretary for the PBC died last week. Before she retired from the Town she made sure all the records were together and are now in storage. Anwar - it is a very good project. We wanted the public to hear directly from the Chair. Is it possible to get some of these updates sent to the Town so we can put on the website. Hap - will do that as the project goes forward. Anwar - the cost as of right now we are on target? Hap - yes Anwar - the pesticides ar ein the farmland - will that increase the cost? Hap - it should not, woudl urge you to move on replacement of Mr. Wentzell. Anwar - Geothermal? Hap - that is part of the project and will not increase the costs of the project. Paterna - I have been attending PBC meetings. Everyone is taking all consideration in. Havens - Hap you do an excellent job and thanked him for his service to the Town.
F. Discussion Item: Public Building Maintenance - Clay Major, Facilities Manager to be present (requested by Councilor Pendleton)
Mike Gantick - This would begin to have guidance for the fire department needs. would help them to develop maintenance program. also capital plan, asset management plan. There would be an opportunity to have succession planning. This would not be possible without another position. Develop operation maintenance which they do not have at this time. This person could bring expertise. WE also use professsional management tools olf how we track items. we could take advantage of some of our subcontracts. there are programs out there that we could bring to the Fire Department that the Town does. the Fire Department buildings are Town buildings. This position we are looking at is working hands on. We have the EOC building and Wapping School which would be more maintenance. Ther are a number of facilities that have been added to the list of responsibilities. Pendleton - recognize that the fire departments are public buildings. Fire Fighters should not be taking care of the building, they are firefighters. I was concerned that the town would spend too much money to have contractors come in. That is why I would like the Public Buildings Maintenance to take care of the fire departments. Thank you for coming tonight. Major - Want to give you a summary what we do for the Town. 16 buildings in town in 4 mile radius. we have three separate shifts - that allows two men to work through two shifts. Cover 16 hours per day. A lot of people think there is a lot of down time. That is not the case and the reason why we are very progressive of what we do. We use the technology that is out there. Cooney - we have no salary person to take care of the building. We do acknowledge that the buildngs are owned by the town but treat them like they are ours. We maintain all of our buildings separately from teh twon. There are a lot of issues that we could do with the town to save money. Last year prior to the budge tprocess got together with town staff to see how we could work together. during that budget we added money for maintenance. we are working with a deficit of 25,000. Delnicki - one year ago when you shared vision with us - is this basically the vision you had one year ago? Cooney - yes - succession planning - if we had to we could continue the way we are but it does not make sense to work together. over time work together to have shared services. there are things we could do to work toether. Delnicki - posiiton to be working foreman - how will that work with bargaining units? Gantick - it is something that we discussed. Cla is on 24/7 - some things we are looking at movin gfoward are time consuming. we have talked wit the labor attorney. Delnicki - more like a Crew Leader Gantick - we will work out the details. Anwar - As of right now, the Volunteer Fire Department has taken care of the buildings. We are moving to a different direction and the direction is an appropriate direction. if someone got hurt while doing maintenance there is not insurance Cooney - the members do not do the physical work, the work is hired out. Anwar - hope this process will be budget neutral. if we move the money from the Fire Dept. to the Public Works Cooney - our line item is not for personnel, or long term goal. the 25,000 we were hit last year is going ot be shown in the budget. ther eis no extra money, personnel money or long term planning. the town is fixing 16 buildings and save money on services. so the fire department could take advantage of those items. feel this would be a phased in plan - take some of the services we have now and do shared services with the town. some jobs town staff could do and would only cost for the equipment, not labor. our budget will not be able to help them entirely. Anwar - the hope is to be as close to budget neutral as possible. Cooney - we are trying ot look at their budget and our budget to see where we can work together. Major - they have a limited budget - moving forward we will have a better idea of costs. there is abudget for what they do for maintenance right now - do not think it is accurate and think ther will be an increase. Anwar - 5% of expected costs. it is predictable what the costs are. is there a way to have more concrete information. the idea is great but would want more information for us to review. Major - they did the best budget wise they could. We look at things differently and naturally there will be things that are done to benefit the buildings. Hands down we need another person. Anwar - is there a way to get some numbers - Major - yes could have the numbers by the next meeting. Pendleton - 25,000 budget for maintenance of fire department Cooney - it is 96,900 - we are short 25,000. Major - 100,000 for the 16 buildings. Pendleton - BOE 7 or 8 Penldeotn - they have five Maintainers. Major - we are from site to site and most of the custodial crew stays on the site. Pendleton - Major - 180,000 square feet is total square footage for town. 45,000 square feet per man. we really need a 4th person for what we have Pendleton - there is a gap between our projects and capital projects - do you find you have neough money in your budget. Major - no Pendleton - replacement of doors, windows, etc. are also - we maintain the Library. Dorchester building Major - ye and we maintain the Police Dept. Mirek - do not know what other towns do for the maintenance of fire department but it seems like something that should be done. seems like in the past ther has been member sof the fire department who have been very savy on repairs. do you think with the town being able to take over maintenance you would be able to evaluate futur eneeds in way to keep costs down. Major - that is exactly what we want to do. Mirek - sounds like it would be a great idea. think in the long run there would be a savings. Havens - the idea of maintaining our fire departmetns is a given. this buildings look as good as it did 50 years ago. Unless you can find a way to make this neutral. Idea is great - I think if the manager could figure out how to provide these services we would be for it. Gallligan - we should be keeping the operating budget at the same level instead of tring ot reduce the budget. Funds shoudl be transferred to other projects that need attention. Lights may be cut by 200,000 and those funds should be used in another area. We will be discussing these types of issues. Wagner - we have a couple of opportuities to save money. it is my belief that those savings should be used for items that have been not done. Anwar - we collaborate very closely with the BOE - is there a way to collaborate with them? Galligan - we do that now. BOE have to have custodians on site. there are times we work with the BOE. it takes bodies to run a government. we built a lot of bildings, we have new facilities that need to be taken care of. we will try ot come up with a proposal that will ahve some meaning and hopefully long term savings. Anwar - everyone seems to think this the right way to go. if we could get how much items will costs so we can make plans. in th epublic works budget there will be a new position.
G. Discussion Item: Update on Union School Project - Brian Rivard to be present (requested by Councilor Delnicki)
Delnicki - union school is project that started a few years back and we need an update. Brian Rivard - We got the school in July 2007. We looked around for help. NuWay Tobaccco has paid for the utiltiies. Land survey, we paid 2,600 to get done. we needed the structure inspected for 910. the floor upstairs - it is a very strong buildng. we had a hazard waste survey done which was donated to us (10,000). we had a prblem with the down spouts. down spout southwest corner - damaged brick which cost 6,000 - roof repairs 20,000. Windows ther are 82-85 windows have decided the windows in thepublic space will be restored. 8 windows have been done $2,100 per window. the windows not in public space will be replacement windows. When we got the builiding the faucets were not turning on. Ed Havens company took care of all of the old faucets. the next spring the faucets cracked. Went back to Imperial Oil, they took care of it. To date the architect has cost 25,000. Legal services $1,000. Ground maintenance - lawn has been mnowed free of charge. spray for bamboo hs been donated. 38,000 hours worth to clean out buildng which was free of charge. Billy Mitchell has donated ____________ and has never charged. These companies and peopel ha 180,471 of in kind services for all the work that has been done there. Would like to know if the town could do anything. Today we are at a standstill. We have to tear down the ceilings. What has been done through Frank Pierce and his sone have cleaned up the lot. We would like to put in a museum of local town history. we want to use the hall upstairs to rent it out. we have to work with Wood Memorial Library to decide how we can work with conjunction with them. we need to do more programs and have to do an endowment fund. If anyone would like a tour of the school, please contact me. Delnicki - what could the town reasonably do to help out with the project? Brian - grants. Could probably sit down with Mr. Galligan. Delnicki - would hate to see this project fall off the radar screen. Feel this is important. Brian - the town does have a number of historic buildings that will be empty. Union District School replaced three districts along Main STreet when the trolley came in. If you want to see the original Union school it is presently on Pleasant Valley Road. we need to figur eout a way between our Union district school, Union school and Wood Memorial Library - to make that a tourist destination. Delnicki - what is there available in the way of grants that would provide them with funds? Galligan - first have to work with the architect - look at STEAP grants. look at other elected officials - the mini matching grants are ok with town property. we can do the research and work with Brian. Delnicki - would like to see you back in about 6 months to get a regular update. Galligan - we could also look into the Neighborhood Assistance Act. Company come in to do the work, etc. Havens - thank you for recognizing the businessmen who helped to get where you are. if Brian did not step forward that would be a ton of bricks. He does the work for nothing. it almost seems like an impossible task. you never gave up and that is what keeps the project going. do you pay taxes on that buidlng? Brian - no Havens - if there is anything the town can do, please ask. Anwar - I toured the facility and I was overwhelmed with the amount of work that needs to be done and impressed with your commitment. It is worthwhile to go in the front of the building, it is an amazizng historical building. As a town we are willing to do what we can. one thing we can do is reach out to our leaders. maybe there is a grant opportunity. Mirek - heartwarming to know how many buisnesses donated. think we need public recognition so others can hear about this and maybe help. Paterna - would be happy to serve as a liaison to try to work on this project. Delnicki - you and your organization, this is a labor of love Brian - the committee that put the plan together, we met weekly for two years to come up with a plan. this is a labor of love. most of the people on the committee were former students. none of us understood the magnitude of the project. our vision has changed and is being modified.
H. Discussion Item: Procurement of Electric Generation Capacity from Thompson, CT Solar Farm (requested by Councilor Wagner)
Wagner - thie energy committee met to discuss this. The technology is clear, we would save money but there are a number of issues that need to be addressed. Would like to postpone this discussion.
15. Passage of Ordinance
none
16. Communications and Reports from Town Manager [Per Town Council Rules, this segment of the meeting shall not exceed ten (10) minutes unless extended by the Mayor, with the consent of a majority of the Council.]
Thanked the Council - viewed Dzen Tree Farm - we will be having meeting on Thursday - think we have a meaningful solution. if they agree we will let the Council know. Wagner - Financial Summary - hard to understand - next meeting discuss department by department if thre are any issues or if the budgets are on schedule. Galligan - could do a historical comparison to see wher ethe numbers flow. Mirek - Audit Report - I looked at it but not that familiar - could we get a presentation. Galligan - they do a management letter Mirek - the extra money that could go to Special Ed - alternative ways to handle that. Galligan - I did raise the issue. I am asking the auditors what can be done to change State Legislature. I think it is a legal issue - Mirek - holding that money hostage. Galligan - can't release the funds Mirek - the agreement for FedEx - I thought it was 70% abatement for 5 years. Mirek - I agree with Steve maybe having a calendarized budget so we know where we are, that would be great. Delnicki - I also would like to have a formalized presentation on the Audit Report. Think it would be a good idea. Galligan - I will have to do that. Delnicki - the DEEP stormwater regulations - impact on towns - do we know what the impact of this unfunded mandate will be to the Town? Galligan - 762,000 Delnicki - Will it hit this budget year? Galligan - no Delnicki - the town went to salt in order to get away from the street sweeping? Galligna - they are wanting to have the town ssweep twice a year. Delnicki - several months ago talked about using the facilities at CREC Galligna - we have used their fields Delnicki - meeting rooms? Galligan - right now Ray is meeting with David Fresch from CREC Delnicki - when are we bringing those discussions forward to the Town Council? Galligan - ????? gym usage - we are going to try to use a lot of their facilities. Delnicki - we don't want these to fall through the cracks. We have not had a lot of snow but we have had ice? Galligan - will have to get report back to the Council All goes back to general fund unless you make an appropriation. Anwar - Mr. Shepard talking about htis land trust? Galligna - think need to have conversation with TA - if we roll over, the tax does not go away. they are looking for you to transfer that land without taxes. they would go thorugh process to try ot get land into land trust. I will take cae of that. Anwar - put htis in your next meeting report. Galligna - yes Anwar - Mr. Dickinson had talked about changes to the P&Z issue Galligan - that is the P&Z issue Galligan - they have responsibility for the design. they will do what they do - do not want ot put trails in areas where you will not put people in danger. who is going to maintain, who is going to do snow removal. Anwar - we want Sullivan to be available for bikes and pedestrians. There is a benefit but this is something we can show our support at the P&Z. Galligan - you ar eoging to create somethign at a corner - you have railroads, etc. kids on the bike - could be creating dangerous situations. Anwar - Barton, when will work start? Galligna - P & Z has their process they go thorugh Yaglaof f- believe funds can be utilized. do not believe P & Z has authorizing to utilize the funds - that should come to Council for expenditures Anwar - maybe should be on the agenda Galligna - as soon as P & Z approves witll put on town coun.
17. Public Input [Per Town Council Rules, this segment of the meeting shall not exceed thirty (30) minutes unless extended by the Mayor, with the consent of a majority of the Town Council.]
18. Communications and Petitions from Council [Per Town Council Rules, this segment of the meeting shall not exceed twenty (20) minutes unless extended by the Mayor, with the consent of a majority of the Council.]
19. Executive Session
A. Discussion of pending claims and litigation (Docket #3:14 CV-00847-WWE).
B. Discussion of pending claims and litigation (Docket #HHD-CV-11-6021042-S).
C. Discussion of pending claims and litigation (Docket #HHD-CV-14-6052301-S).
D. Discussion of pending claims and litigation (Docket #HHD-CV-14-6049007-S)
Delnicki, also include discussion of potential claims and litigation (Dzen Tree Farm) Anwar second AT 9:39 p.m. include the Town Council, Town Manager and Town ATtorney unanimous
Delnicki recused himself from MDC pending claims and litigation.
20. Adjournment
A. Discussion of pending claims and litigation (Docket #3:14 CV-00847-WWE).
Jan 20, 2015 Town Council Meeting
Full agenda
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1. Call Meeting to Order
7pm
2. Prayer: Reverend Mindy Tucker, Unity Church of Greater Hartford
3. Pledge of Allegiance
4. Roll Call
Roll call (9 Present, 0 Absent, 0 Excused)
After Roll call was complete a proclamation was presented to the South Windsor Panther Cheerleaders.
5. Public Input [Per Town Council Rules, this segment of the meeting shall not exceed thirty (30) minutes unless extended by the Mayor, with the consent of a majority of the Town Council.]
Robert Dickinson, 19 Birch Road - came forward and read a statement regarding the Gateway zone as shown in attached, exhibit A. Ken Sek, 285 Griffin Road - in addtiion in SW there is an active biking community. one of the goals is to some how find a way to bike and walk from one end of Sullivan Avenue to the other. The 10' path in place would help with this final goal. It is much easier to make changes while plans on are paper before construction happens. Tim Shepard, 45 Newberry Road - one year ago was talking about property tht the Land Trust was interested in. About one year has gone by and have not heard any thing. Do not want to find out that taxes have accrued - would like to hear more about the property. Just wanted to bring it up again.
6. Environmental Health & Safety Message
Walter Summers, Fire Marshal - Lieutenant Greg Roberts - reminder everyone to check their smoke alarms and make sure they are working property and to change the battery once a year. Every 10 years the smoke alarms should be changed out. The sensor is working 24/7, 365 days per year. The other thing want to make sure people have are working carbon monoxide - should be changed every 5 to 7 years. they do offer new smoke alarms and never have to worry about changing the battery. There is a combnation smoke alarm/carbon monoxide alarm. Thank the Council for continued support. Wagner - I have written the date on the side so can see it.
7. Adoption of Minutes of Previous Meetings
Wagner, Delnicki, unanimous
8. Public Petitions
none
9. Communications from Officers and Boards Directly Responsible to Council
none
10. Reports from Standing Committees
Energy Committee - ran a successful home tour. 5 residents opened their homes so others could see what solar looked like. Thanked each resident who opened their homes.
11. Reports of Temporary Committees
McCann, Chair of theSidewalk & Bikeway Subcommittee - on January 13th there were two resolution adopted. first one was approving a sidewalk up the east side of Sullivan Avenue. The resolution was passed unanimously and to be recommended to Council. A demonstratin will be brought forward to the Council regarding Complete Streets. The second resolution Mr. McCann read into the record - The committee recognizes that any ordinance or resolution should be reviewed by the Town Attorney before the Council acts on it. Anwar - hopeful to have items at the next Town Council meeting. McCann - first resolutioni n draft minutes Lize - please get a copy.
12. Consent Agenda [All items listed with an asterisk (*) are considered to be routine by the Town Council and will be enacted by one Motion. There will be no separate discussion of these items unless a Council member so requests, in which event the item will be removed from the General Order of Business and be considered in its normal sequence on the Agenda.]
Mirek - Delnicki, Wagner - does Mr. Riley need to resign from the Board of Ed? Yagaloff - it is built into the resolution. The Town Clerk will accept the resignation after he is appointed to Council. unanimous
13. Unfinished Business
none
14. New Business
* A. Resolution Appointing Matthew Riley (R) to the South Windsor Town Council and Postponing Consideration of this Motion until the Town Council's Next Regularly Scheduled Meeting
* B. Resolution Appointing Jamie Gamble (R) to the South Windsor Board of Education and Postponing Consideration of this Motion until the Town Council's Next Regularly Scheduled Meeting
C. Resolution Approving an Annual Salary for the Registrar(s) of Voters for Calendar Years 2015 and 2016
Pendleton, Paterna Delnicki - what is the percentage of increase Galligan - 2% it is in keeping with everyone else. Wagner - the second one has an end date Anwar - contract, has to have end date Delnicki - with an end date, if no action taken by the council does the salary stay in place Yagaloff - you would have to set the salary for - Delnicki - it owuld be cleaner to remove the end date? Yagaloff - these are set up Galligan - terms are January - reason end date officially you could have a new Registrar Delnicki - leave resolution as written yes unanimous
D. Resolution Approving a Refund of Taxes to Twenty-Eight (28) South Windsor Taxpayers
Delnicki, Pendleton, unanimous
E. Discussion Item: Update Regarding the Orchard Hill Elementary School Project from the Public Building Commission - Chairman Fitts to be present (requested by Mayor Anwar)
Fitts - We are still early in the process. The first schmatic design was prepared and was available just after Christmas. We will share as we have more details. Right now the area where the school will be placed is the only thing that has been decided. February of 2016 is when it is projected to begin construction. Most costs right now are just for the professional people. We have _____ as construction contractor. Strategic Solutions as project manager and ________. We meet regularly every month - there ar einformal meetings in between, they are not formal meetings, no quorum, just opportunity for people involved in the project to talk. Most people who come understand that ther eis no commitment, just opporutnity to exchange view points. This has been passed by our attorney to make sure we are not in violation of any rules. We had one session where we invited 120 neighbors to tkae a look at what was beginning to form - the aerial view of the site. The old Orchard Hill school will remain until after work on other schools are completed. We do not have a formal cost yet. 33,521,000 that is the cost of the entire project. We have not spent 100,000 yet on this project. As soon as we get into work, the money will begin to change. there was an article in the newspaper - pesticides in the soils - a lot of work has to be done on that. some of our experts have done estimation of costs and will be quite manageable in the budget. Soil will need to be removed and replaced. Kay Rafferty who was the Secretary for the PBC died last week. Before she retired from the Town she made sure all the records were together and are now in storage. Anwar - it is a very good project. We wanted the public to hear directly from the Chair. Is it possible to get some of these updates sent to the Town so we can put on the website. Hap - will do that as the project goes forward. Anwar - the cost as of right now we are on target? Hap - yes Anwar - the pesticides ar ein the farmland - will that increase the cost? Hap - it should not, woudl urge you to move on replacement of Mr. Wentzell. Anwar - Geothermal? Hap - that is part of the project and will not increase the costs of the project. Paterna - I have been attending PBC meetings. Everyone is taking all consideration in. Havens - Hap you do an excellent job and thanked him for his service to the Town.
F. Discussion Item: Public Building Maintenance - Clay Major, Facilities Manager to be present (requested by Councilor Pendleton)
Mike Gantick - This would begin to have guidance for the fire department needs. would help them to develop maintenance program. also capital plan, asset management plan. There would be an opportunity to have succession planning. This would not be possible without another position. Develop operation maintenance which they do not have at this time. This person could bring expertise. WE also use professsional management tools olf how we track items. we could take advantage of some of our subcontracts. there are programs out there that we could bring to the Fire Department that the Town does. the Fire Department buildings are Town buildings. This position we are looking at is working hands on. We have the EOC building and Wapping School which would be more maintenance. Ther are a number of facilities that have been added to the list of responsibilities. Pendleton - recognize that the fire departments are public buildings. Fire Fighters should not be taking care of the building, they are firefighters. I was concerned that the town would spend too much money to have contractors come in. That is why I would like the Public Buildings Maintenance to take care of the fire departments. Thank you for coming tonight. Major - Want to give you a summary what we do for the Town. 16 buildings in town in 4 mile radius. we have three separate shifts - that allows two men to work through two shifts. Cover 16 hours per day. A lot of people think there is a lot of down time. That is not the case and the reason why we are very progressive of what we do. We use the technology that is out there. Cooney - we have no salary person to take care of the building. We do acknowledge that the buildngs are owned by the town but treat them like they are ours. We maintain all of our buildings separately from teh twon. There are a lot of issues that we could do with the town to save money. Last year prior to the budge tprocess got together with town staff to see how we could work together. during that budget we added money for maintenance. we are working with a deficit of 25,000. Delnicki - one year ago when you shared vision with us - is this basically the vision you had one year ago? Cooney - yes - succession planning - if we had to we could continue the way we are but it does not make sense to work together. over time work together to have shared services. there are things we could do to work toether. Delnicki - posiiton to be working foreman - how will that work with bargaining units? Gantick - it is something that we discussed. Cla is on 24/7 - some things we are looking at movin gfoward are time consuming. we have talked wit the labor attorney. Delnicki - more like a Crew Leader Gantick - we will work out the details. Anwar - As of right now, the Volunteer Fire Department has taken care of the buildings. We are moving to a different direction and the direction is an appropriate direction. if someone got hurt while doing maintenance there is not insurance Cooney - the members do not do the physical work, the work is hired out. Anwar - hope this process will be budget neutral. if we move the money from the Fire Dept. to the Public Works Cooney - our line item is not for personnel, or long term goal. the 25,000 we were hit last year is going ot be shown in the budget. ther eis no extra money, personnel money or long term planning. the town is fixing 16 buildings and save money on services. so the fire department could take advantage of those items. feel this would be a phased in plan - take some of the services we have now and do shared services with the town. some jobs town staff could do and would only cost for the equipment, not labor. our budget will not be able to help them entirely. Anwar - the hope is to be as close to budget neutral as possible. Cooney - we are trying ot look at their budget and our budget to see where we can work together. Major - they have a limited budget - moving forward we will have a better idea of costs. there is abudget for what they do for maintenance right now - do not think it is accurate and think ther will be an increase. Anwar - 5% of expected costs. it is predictable what the costs are. is there a way to have more concrete information. the idea is great but would want more information for us to review. Major - they did the best budget wise they could. We look at things differently and naturally there will be things that are done to benefit the buildings. Hands down we need another person. Anwar - is there a way to get some numbers - Major - yes could have the numbers by the next meeting. Pendleton - 25,000 budget for maintenance of fire department Cooney - it is 96,900 - we are short 25,000. Major - 100,000 for the 16 buildings. Pendleton - BOE 7 or 8 Penldeotn - they have five Maintainers. Major - we are from site to site and most of the custodial crew stays on the site. Pendleton - Major - 180,000 square feet is total square footage for town. 45,000 square feet per man. we really need a 4th person for what we have Pendleton - there is a gap between our projects and capital projects - do you find you have neough money in your budget. Major - no Pendleton - replacement of doors, windows, etc. are also - we maintain the Library. Dorchester building Major - ye and we maintain the Police Dept. Mirek - do not know what other towns do for the maintenance of fire department but it seems like something that should be done. seems like in the past ther has been member sof the fire department who have been very savy on repairs. do you think with the town being able to take over maintenance you would be able to evaluate futur eneeds in way to keep costs down. Major - that is exactly what we want to do. Mirek - sounds like it would be a great idea. think in the long run there would be a savings. Havens - the idea of maintaining our fire departmetns is a given. this buildings look as good as it did 50 years ago. Unless you can find a way to make this neutral. Idea is great - I think if the manager could figure out how to provide these services we would be for it. Gallligan - we should be keeping the operating budget at the same level instead of tring ot reduce the budget. Funds shoudl be transferred to other projects that need attention. Lights may be cut by 200,000 and those funds should be used in another area. We will be discussing these types of issues. Wagner - we have a couple of opportuities to save money. it is my belief that those savings should be used for items that have been not done. Anwar - we collaborate very closely with the BOE - is there a way to collaborate with them? Galligan - we do that now. BOE have to have custodians on site. there are times we work with the BOE. it takes bodies to run a government. we built a lot of bildings, we have new facilities that need to be taken care of. we will try ot come up with a proposal that will ahve some meaning and hopefully long term savings. Anwar - everyone seems to think this the right way to go. if we could get how much items will costs so we can make plans. in th epublic works budget there will be a new position.
G. Discussion Item: Update on Union School Project - Brian Rivard to be present (requested by Councilor Delnicki)
Delnicki - union school is project that started a few years back and we need an update. Brian Rivard - We got the school in July 2007. We looked around for help. NuWay Tobaccco has paid for the utiltiies. Land survey, we paid 2,600 to get done. we needed the structure inspected for 910. the floor upstairs - it is a very strong buildng. we had a hazard waste survey done which was donated to us (10,000). we had a prblem with the down spouts. down spout southwest corner - damaged brick which cost 6,000 - roof repairs 20,000. Windows ther are 82-85 windows have decided the windows in thepublic space will be restored. 8 windows have been done $2,100 per window. the windows not in public space will be replacement windows. When we got the builiding the faucets were not turning on. Ed Havens company took care of all of the old faucets. the next spring the faucets cracked. Went back to Imperial Oil, they took care of it. To date the architect has cost 25,000. Legal services $1,000. Ground maintenance - lawn has been mnowed free of charge. spray for bamboo hs been donated. 38,000 hours worth to clean out buildng which was free of charge. Billy Mitchell has donated ____________ and has never charged. These companies and peopel ha 180,471 of in kind services for all the work that has been done there. Would like to know if the town could do anything. Today we are at a standstill. We have to tear down the ceilings. What has been done through Frank Pierce and his sone have cleaned up the lot. We would like to put in a museum of local town history. we want to use the hall upstairs to rent it out. we have to work with Wood Memorial Library to decide how we can work with conjunction with them. we need to do more programs and have to do an endowment fund. If anyone would like a tour of the school, please contact me. Delnicki - what could the town reasonably do to help out with the project? Brian - grants. Could probably sit down with Mr. Galligan. Delnicki - would hate to see this project fall off the radar screen. Feel this is important. Brian - the town does have a number of historic buildings that will be empty. Union District School replaced three districts along Main STreet when the trolley came in. If you want to see the original Union school it is presently on Pleasant Valley Road. we need to figur eout a way between our Union district school, Union school and Wood Memorial Library - to make that a tourist destination. Delnicki - what is there available in the way of grants that would provide them with funds? Galligan - first have to work with the architect - look at STEAP grants. look at other elected officials - the mini matching grants are ok with town property. we can do the research and work with Brian. Delnicki - would like to see you back in about 6 months to get a regular update. Galligan - we could also look into the Neighborhood Assistance Act. Company come in to do the work, etc. Havens - thank you for recognizing the businessmen who helped to get where you are. if Brian did not step forward that would be a ton of bricks. He does the work for nothing. it almost seems like an impossible task. you never gave up and that is what keeps the project going. do you pay taxes on that buidlng? Brian - no Havens - if there is anything the town can do, please ask. Anwar - I toured the facility and I was overwhelmed with the amount of work that needs to be done and impressed with your commitment. It is worthwhile to go in the front of the building, it is an amazizng historical building. As a town we are willing to do what we can. one thing we can do is reach out to our leaders. maybe there is a grant opportunity. Mirek - heartwarming to know how many buisnesses donated. think we need public recognition so others can hear about this and maybe help. Paterna - would be happy to serve as a liaison to try to work on this project. Delnicki - you and your organization, this is a labor of love Brian - the committee that put the plan together, we met weekly for two years to come up with a plan. this is a labor of love. most of the people on the committee were former students. none of us understood the magnitude of the project. our vision has changed and is being modified.
H. Discussion Item: Procurement of Electric Generation Capacity from Thompson, CT Solar Farm (requested by Councilor Wagner)
Wagner - thie energy committee met to discuss this. The technology is clear, we would save money but there are a number of issues that need to be addressed. Would like to postpone this discussion.
15. Passage of Ordinance
none
16. Communications and Reports from Town Manager [Per Town Council Rules, this segment of the meeting shall not exceed ten (10) minutes unless extended by the Mayor, with the consent of a majority of the Council.]
Thanked the Council - viewed Dzen Tree Farm - we will be having meeting on Thursday - think we have a meaningful solution. if they agree we will let the Council know. Wagner - Financial Summary - hard to understand - next meeting discuss department by department if thre are any issues or if the budgets are on schedule. Galligan - could do a historical comparison to see wher ethe numbers flow. Mirek - Audit Report - I looked at it but not that familiar - could we get a presentation. Galligan - they do a management letter Mirek - the extra money that could go to Special Ed - alternative ways to handle that. Galligan - I did raise the issue. I am asking the auditors what can be done to change State Legislature. I think it is a legal issue - Mirek - holding that money hostage. Galligan - can't release the funds Mirek - the agreement for FedEx - I thought it was 70% abatement for 5 years. Mirek - I agree with Steve maybe having a calendarized budget so we know where we are, that would be great. Delnicki - I also would like to have a formalized presentation on the Audit Report. Think it would be a good idea. Galligan - I will have to do that. Delnicki - the DEEP stormwater regulations - impact on towns - do we know what the impact of this unfunded mandate will be to the Town? Galligan - 762,000 Delnicki - Will it hit this budget year? Galligan - no Delnicki - the town went to salt in order to get away from the street sweeping? Galligna - they are wanting to have the town ssweep twice a year. Delnicki - several months ago talked about using the facilities at CREC Galligna - we have used their fields Delnicki - meeting rooms? Galligan - right now Ray is meeting with David Fresch from CREC Delnicki - when are we bringing those discussions forward to the Town Council? Galligan - ????? gym usage - we are going to try to use a lot of their facilities. Delnicki - we don't want these to fall through the cracks. We have not had a lot of snow but we have had ice? Galligan - will have to get report back to the Council All goes back to general fund unless you make an appropriation. Anwar - Mr. Shepard talking about htis land trust? Galligna - think need to have conversation with TA - if we roll over, the tax does not go away. they are looking for you to transfer that land without taxes. they would go thorugh process to try ot get land into land trust. I will take cae of that. Anwar - put htis in your next meeting report. Galligna - yes Anwar - Mr. Dickinson had talked about changes to the P&Z issue Galligan - that is the P&Z issue Galligan - they have responsibility for the design. they will do what they do - do not want ot put trails in areas where you will not put people in danger. who is going to maintain, who is going to do snow removal. Anwar - we want Sullivan to be available for bikes and pedestrians. There is a benefit but this is something we can show our support at the P&Z. Galligan - you ar eoging to create somethign at a corner - you have railroads, etc. kids on the bike - could be creating dangerous situations. Anwar - Barton, when will work start? Galligna - P & Z has their process they go thorugh Yaglaof f- believe funds can be utilized. do not believe P & Z has authorizing to utilize the funds - that should come to Council for expenditures Anwar - maybe should be on the agenda Galligna - as soon as P & Z approves witll put on town coun.
17. Public Input [Per Town Council Rules, this segment of the meeting shall not exceed thirty (30) minutes unless extended by the Mayor, with the consent of a majority of the Town Council.]
18. Communications and Petitions from Council [Per Town Council Rules, this segment of the meeting shall not exceed twenty (20) minutes unless extended by the Mayor, with the consent of a majority of the Council.]
19. Executive Session
A. Discussion of pending claims and litigation (Docket #3:14 CV-00847-WWE).
B. Discussion of pending claims and litigation (Docket #HHD-CV-11-6021042-S).
C. Discussion of pending claims and litigation (Docket #HHD-CV-14-6052301-S).
D. Discussion of pending claims and litigation (Docket #HHD-CV-14-6049007-S)
Delnicki, also include discussion of potential claims and litigation (Dzen Tree Farm) Anwar second AT 9:39 p.m. include the Town Council, Town Manager and Town ATtorney unanimous
Delnicki recused himself from MDC pending claims and litigation.
20. Adjournment
A. Discussion of pending claims and litigation (Docket #3:14 CV-00847-WWE).
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