Video index

1. Call Meeting to Order

7

2. Roll Call

Roll call (10 Present, 0 Absent, 0 Excused)

3. Public Participation [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.]

none

4. Communications

Snyder - Thanked the voters for supporting the elementary school plan I - new Orchard Hill School. This is phase I of phase 3 project.

5. 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.]

6. Special New Business

A. Capital Projects Budget Presentation

Galligan - history - Capital Projects Committee has met a few times. They are doing their diligence to make decisions on capital projects. The Capital Projects budget has been cut and there is not a lot of funds to do projects. 7.9 million but there is probably another 40M worth of projects to do projects. The Committee feels if you look at surrounding communities there are capital projects between 6-8 million dollars. capital gets carried from year to year. Capital Projects feels there are projects that need to get done. over the next six years they would like to get about 1.6m each year in the capital projects. Capital Projects - may have ordinance to meet and then have public hearings to have public look at projects and set a number for consideration by the Town Council. The reason why we are trying to do that is we want the projects to g to BOE, TC and Town Manager. These projects will be projects that feel are the most important. 523,000 capital placeholder. They would like to see another 900,000 put into the budget. Capital Projects would like to see these projects get done. They would like to have the Town Council cut somewhere else to be able to do projects. There are a lot of ADA issues. There is a mechanism that allows a machine to be used to get handicap individuals into the pool. Any mechanism now should only be able to get into the pool on their own. Another project is crack repair at the pool. Need to change gutter system. ADA Fire Code to Town Hall - this has been on the list for a while. Town needs to create areas that are called fire house so people who are handicap can go there and the Fire Department will know where to go. Handrails need to be updated. Fire Alarm system upgrade Pleasant Valley and Wapping schools - both areas need upgrades. Fiber Communication network - this sytem was put togethr so ther ewould be fiber network throughout the State. This at first was only opened to the educational system. This is a system that was paid for by the taxpayers and do not understand why this system can not hook up to this system. We did get tthe governor to approve the Town to use - we will be a third tier. this fiber will be able to tbe used by the EOC and can be used on a regional basis. Scott Roberts gave testimony. Town Hall Boiler & Control Replacement - money we would get back would be from CL & P. The boiler in the Town Hall is 46 years old. Our fear is that if the boiler goes down in Town Hall we will not be able to work. The efficiency is horrible. It needs to be replaced. Buckland Road sidewalks - there is a grant for this project - We have had preliminary work done. This will help to connect the Town. There will be a special tax district for this proposal. $120,000 with a 600,000 grant. Main Street Bridge over podunk - 827,000 from grant, town would have to be 815,000 which is proposed for over two years. 200,000 this year and 615,000 the following year. Avery Street Reconstruction - $2,127,000 grant, town portion is 3,307,400 over two years. first year 150,000 and second year 350,000. Abbe Road Improvements - 531,900 grant, town portion 3,497,400 over two years. First year 100,000 and second year 90,000 Edwin Road Storm Sewer - 80,000 grant. Town portion 3,577,400 The projects total is $1,--------- over next 4-6 years would like to get Capital back up. We used to have road maintenance which is not here anymore. Phase II is there are still projects below taht need to get done and the Capital Projects may want to go out to bond. If you make issues small enough we could take notes out and then pay the notes over the next 5 years. This has not been a formal proposal yet. There are a lot of priorities here.

Questions Mirek - 100's are top priority Galligan - 100 is safety/code required. Mirek - could we get more of a list that are priorities Galligna - what I listed tonight are the Capital Projects priorities. Mirek - could we get more grants. Galligan - we try all the time to try to get grants. Pendleton - the boiler at the Town Hall is falling apart inside. yes Pendleton - mention the grandfathered pool - there is a time limit? Ray - the two ADA at the pol are the chair lift and the new code requires that the chair lift be only used by the individuals. The handrails are also issue that needs to be addressed. Pendleton - so if get done would you be able to do this year? Ray - depends on the money. if we get funding we would make that happen quickly. Pendleton - could do during season but would be better off season. Pendleton - we are business and need to take care of our items. 42M grand total for all capital projects. RIght now looking at 7.9 million. Besides the fact of the plan that I suggested to ensure projects get done each year. How can we ensure that this plan stay in place? Galligna - there is nothing that you can say to make sure it stays in place. An Ordinance could be established to try to make sure things stay in place. Other Council's may change things but they would have to do by Public Hearing. Bottom line it still rests with the Council. Trying to make it a process. If we had a different capital plan that is started early then the Council when they get to budget Pendleton - meet the needs of the community and be fiscally responsible. Hope we can stay on a plan in the years to come. Galligan - we need to plan so there are not high spikes in the future. Delnicki - how many btu's? Galligan - can get that information for you. we have oil right now but have not rules out gas. will get you analysis on oil versus gas. Mirek - even in the real estate market are switching to gas because it is cost effective. Mirek - are we going to get photos of the conditions of items. how much life expectancy is left on items, etc. Galligna - we look at things two ways. Mirek - paving Galligan - some of the paving projects have been on the list for 10 years. Have company who takes picture of the town roads and creates a plan of what roads need to be done. Anwar - in this sheet that you have given us - would like to know when the requests were first made. That would help the Council to put into perspective what should be done first. Capital Projects is also looking to see what needs to be done in the future.

B. Information Technologies Department Budget Presentation

Roberts - responsible for all of the media throughout the year. Media increase $1,600 related to service used to put media out. increase of full time salary - operating materials stayed the same rental of leases $50.00 - we have area in Manchester that we rent printing budget $1,100 - when Finance swiped out printers - we put color copier in projession service contract - $1,000 maintenance contracts (Finance software, GIS, 911 software, etc.) $21,099 Fees & members 250 recruite 700.00 capital leasing increase 4,000 our work order tickets

Questions Anwar - your dept. generates funds? Roberts - yes we are in a contract with Tolland and Coventry - Anwar - we are not losing money, we are gaining. roberts - we are covering costs, salary and benefits - plus what is nice the remaining. If fiber optics are done then we could save fujnds because it would not necessarily have to go to the different Towns. Galligan - Back office study being done right now. There are a lot of smaller communities that do not have HR Department. We would be able to go help with other Towns. Share services with other Towns. Roberts - forming coalition that could each help eachother - regional assistance and maintain costs. Anwar - fiber optic proposal - how will increase band width Roberts - same access that schools and Librarys have been on. Grants to communities - extend connection to PD and then up and down Ellington Road into the Town Hall. would share with Library. Ban width is necessary for departments to get their work done. Pendleton - maintenenace going up 21,000 each year? Robertts between 4-5% it goes up each year. Pendleton - printing from an IT department That is not printing for us - that is printing for the departments, we just pay for it. Galligan - centralized printing into one department. Pendleton - leasing new printers? Those are copiers Galligan - my copier copies, prints scans Pendleton - office equipment there is 20% reimbursement? Roberts - we are the only Town that puts in for this grant. Have heard that we will get the grant. Pendleton - 20% reimbursement but there is an increase? Roberts - last year we were originally in Capital Projects. Now we are in Capital Leasing. This is where the Capital Leasing gets paid Pendleto - how can it be the same amount? Roberts - last year we lost because we could not buy until Januayr. This is the first year that information was put in there $84,083 - we upped it to 85,000. We really lost 50% from last year to this year. Mirek - Regionalization - when do you foresee it happening? Roberts - additional services - I am happy right now with Tolland and Coventry and South WIndsor. I know there are other communites that have asked for our services - do not see us growing past what we have. Maybe Ellington and East Windsor. It has to be a profit to South Windsor. Mirek - how much do you charge to make it a win win situation. Roberts - we went from a full time position to two part time positions. we turn a little bit of a project which is save in case we lose some of our equipment. Mirek - want to make it worth South WIndsor time. When you get money from other Towns, how do they reimburse? Roberts - it is paid monthly. There is a revenue account. Galligan - it is an off line budget. Funds are only used for IT disasters. Security how much? Galligan - 25,000 that is in there. Will get you actual number. Mirek - no one in the area does this? is there another community you could look at to see if you are charging correctly? Roberts - no one around here. These funds would be used in case of an emergency. The idea is to set aside funds for disasters. Mirek - wondering if that cushion is enough? Galligan - slary, use of equipment, travel, benefits, etc. overhead. we took rate adn competed against other companies. ours was a little below. Delnicki - Special Revenue Fund? Roberts - 2 years Delnicki - can we get accounting of revenues there. wouldn't we normally use contingency fund? Galligan - that has been the way we have addressed issues. we have never bought a computer from contingency. if fund was not ther we would have to take it from contingency or another account. Anwar - if you look at entire budget 2011/2012 - current 714,000 - has had a significant increase in the last 4 years. If our town is spending 700,000 for IT Galligna - moved money to and from capital - that is shown in the differences. Anwar - now adays there are kids making user friendly websites - every time we have a conversation about our towns website is not user friendly - want you to explain why can't we have 2014 website and beyond? Roberts - we have a host for our website. our website is - Viral Town Hall does website. cost involves what is put into the website. Pull entire website in house Anwar - how can we improve our website? Roberts - we would sit down and get specifications from you. we may be able to entertain Anwar - first thing that is looked at for economic development is the website. Information is very cluttered and old. As a Town we may have outgrown the company we are using. Roberts - pay 40,000 per year to maintain the website. This is the first time heard not happy. It would cost 50,000 to do website. Can look at our options and come back to council Galligan - we went with Virual Town Hall becasue 25-30% of time has to be dedicated to changes done on the website. All comes down to costs. Anwar - do not want to spend too much resources - does the council feel Snyder - familiar with that and to have staff time taken up like that seems to be a waste. If we can enhance website that would be find but do not need to change vendors. Mirek - it represents out town and people go to that. I direct my customers to have the best websites where you can see a lot of information. I can't see spending a lot of money. would like to see it enhanced. Roberts - willing to follow any direction - can look into what the council is looking for. Anwar - if you were to ask me if the website covers our image, Image does not capture South Windsor. I am not satisfied where we are. our digital footprint of our town is weaker then the beauty of our town. Mirek - we don't have a lot of money to spend on it but would like to get the best bang for our buck. Delnicki - do ot want to burden our taxpayers - Pendleton - would like to get those numbers. I agree that our website doesn't represent South Windsor. I am sure IT could create a website for South Windsor. Anwar - want you to try to create a website. if you find out after a few hours we have the best deal then we should hear that. Roberts - we are coming back to council of potentially what South Windsor website could look like. I need to know what type of website the Council is looking for. I need to funnel information down. Anwar - same type of website but - Roberts - ease of use if not good. - need to use iphone? Anwar - yes Roberts - when you get app on phone - when you say 2014 model? Smart phone Snyder - are we thinking we are going to do theses changes to the website and we don't think it is going to cost us more money? Anwar - want to see what else we can do. Snyder - we are expecting them to continue doing the jobs they are doing and try to get a better webstie. are you expecting them to redsign or update the website. Anwar - we need to know what options that are there. Once we know our options then we know where we will go. If you look at younger community members Roberts - sounds like at the table the council and mayor are interested in this project, can I reach out to you to get advice if I get stuck. There could be critical decisions Anwar - Scott talk to me. Anwar -

C. Resolution Setting a Time and Place for a Public Hearing on the Proposed General Government Budget for Fiscal Year 2014/2015

Pendleton - Delnicki - unanimous

D. Resolution Setting a Time and Place for a Public Hearing on the Proposed Board of Education Budget for Fiscal Year 2014/2015

Snyder, Delnicki - unanimous

7. Executive Session

At 8:25 Delnicki pending 3 claim and litiation items - Pendleton, unanimous

will adjourn from there.

8. Adjournment

Mar 26, 2014 Town Council Special Meeting

Full agenda
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1. Call Meeting to Order

7

2. Roll Call

Roll call (10 Present, 0 Absent, 0 Excused)

3. Public Participation [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.]

none

4. Communications

Snyder - Thanked the voters for supporting the elementary school plan I - new Orchard Hill School. This is phase I of phase 3 project.

5. 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.]

6. Special New Business

A. Capital Projects Budget Presentation

Galligan - history - Capital Projects Committee has met a few times. They are doing their diligence to make decisions on capital projects. The Capital Projects budget has been cut and there is not a lot of funds to do projects. 7.9 million but there is probably another 40M worth of projects to do projects. The Committee feels if you look at surrounding communities there are capital projects between 6-8 million dollars. capital gets carried from year to year. Capital Projects feels there are projects that need to get done. over the next six years they would like to get about 1.6m each year in the capital projects. Capital Projects - may have ordinance to meet and then have public hearings to have public look at projects and set a number for consideration by the Town Council. The reason why we are trying to do that is we want the projects to g to BOE, TC and Town Manager. These projects will be projects that feel are the most important. 523,000 capital placeholder. They would like to see another 900,000 put into the budget. Capital Projects would like to see these projects get done. They would like to have the Town Council cut somewhere else to be able to do projects. There are a lot of ADA issues. There is a mechanism that allows a machine to be used to get handicap individuals into the pool. Any mechanism now should only be able to get into the pool on their own. Another project is crack repair at the pool. Need to change gutter system. ADA Fire Code to Town Hall - this has been on the list for a while. Town needs to create areas that are called fire house so people who are handicap can go there and the Fire Department will know where to go. Handrails need to be updated. Fire Alarm system upgrade Pleasant Valley and Wapping schools - both areas need upgrades. Fiber Communication network - this sytem was put togethr so ther ewould be fiber network throughout the State. This at first was only opened to the educational system. This is a system that was paid for by the taxpayers and do not understand why this system can not hook up to this system. We did get tthe governor to approve the Town to use - we will be a third tier. this fiber will be able to tbe used by the EOC and can be used on a regional basis. Scott Roberts gave testimony. Town Hall Boiler & Control Replacement - money we would get back would be from CL & P. The boiler in the Town Hall is 46 years old. Our fear is that if the boiler goes down in Town Hall we will not be able to work. The efficiency is horrible. It needs to be replaced. Buckland Road sidewalks - there is a grant for this project - We have had preliminary work done. This will help to connect the Town. There will be a special tax district for this proposal. $120,000 with a 600,000 grant. Main Street Bridge over podunk - 827,000 from grant, town would have to be 815,000 which is proposed for over two years. 200,000 this year and 615,000 the following year. Avery Street Reconstruction - $2,127,000 grant, town portion is 3,307,400 over two years. first year 150,000 and second year 350,000. Abbe Road Improvements - 531,900 grant, town portion 3,497,400 over two years. First year 100,000 and second year 90,000 Edwin Road Storm Sewer - 80,000 grant. Town portion 3,577,400 The projects total is $1,--------- over next 4-6 years would like to get Capital back up. We used to have road maintenance which is not here anymore. Phase II is there are still projects below taht need to get done and the Capital Projects may want to go out to bond. If you make issues small enough we could take notes out and then pay the notes over the next 5 years. This has not been a formal proposal yet. There are a lot of priorities here.

Questions Mirek - 100's are top priority Galligan - 100 is safety/code required. Mirek - could we get more of a list that are priorities Galligna - what I listed tonight are the Capital Projects priorities. Mirek - could we get more grants. Galligan - we try all the time to try to get grants. Pendleton - the boiler at the Town Hall is falling apart inside. yes Pendleton - mention the grandfathered pool - there is a time limit? Ray - the two ADA at the pol are the chair lift and the new code requires that the chair lift be only used by the individuals. The handrails are also issue that needs to be addressed. Pendleton - so if get done would you be able to do this year? Ray - depends on the money. if we get funding we would make that happen quickly. Pendleton - could do during season but would be better off season. Pendleton - we are business and need to take care of our items. 42M grand total for all capital projects. RIght now looking at 7.9 million. Besides the fact of the plan that I suggested to ensure projects get done each year. How can we ensure that this plan stay in place? Galligna - there is nothing that you can say to make sure it stays in place. An Ordinance could be established to try to make sure things stay in place. Other Council's may change things but they would have to do by Public Hearing. Bottom line it still rests with the Council. Trying to make it a process. If we had a different capital plan that is started early then the Council when they get to budget Pendleton - meet the needs of the community and be fiscally responsible. Hope we can stay on a plan in the years to come. Galligan - we need to plan so there are not high spikes in the future. Delnicki - how many btu's? Galligan - can get that information for you. we have oil right now but have not rules out gas. will get you analysis on oil versus gas. Mirek - even in the real estate market are switching to gas because it is cost effective. Mirek - are we going to get photos of the conditions of items. how much life expectancy is left on items, etc. Galligna - we look at things two ways. Mirek - paving Galligan - some of the paving projects have been on the list for 10 years. Have company who takes picture of the town roads and creates a plan of what roads need to be done. Anwar - in this sheet that you have given us - would like to know when the requests were first made. That would help the Council to put into perspective what should be done first. Capital Projects is also looking to see what needs to be done in the future.

B. Information Technologies Department Budget Presentation

Roberts - responsible for all of the media throughout the year. Media increase $1,600 related to service used to put media out. increase of full time salary - operating materials stayed the same rental of leases $50.00 - we have area in Manchester that we rent printing budget $1,100 - when Finance swiped out printers - we put color copier in projession service contract - $1,000 maintenance contracts (Finance software, GIS, 911 software, etc.) $21,099 Fees & members 250 recruite 700.00 capital leasing increase 4,000 our work order tickets

Questions Anwar - your dept. generates funds? Roberts - yes we are in a contract with Tolland and Coventry - Anwar - we are not losing money, we are gaining. roberts - we are covering costs, salary and benefits - plus what is nice the remaining. If fiber optics are done then we could save fujnds because it would not necessarily have to go to the different Towns. Galligan - Back office study being done right now. There are a lot of smaller communities that do not have HR Department. We would be able to go help with other Towns. Share services with other Towns. Roberts - forming coalition that could each help eachother - regional assistance and maintain costs. Anwar - fiber optic proposal - how will increase band width Roberts - same access that schools and Librarys have been on. Grants to communities - extend connection to PD and then up and down Ellington Road into the Town Hall. would share with Library. Ban width is necessary for departments to get their work done. Pendleton - maintenenace going up 21,000 each year? Robertts between 4-5% it goes up each year. Pendleton - printing from an IT department That is not printing for us - that is printing for the departments, we just pay for it. Galligan - centralized printing into one department. Pendleton - leasing new printers? Those are copiers Galligan - my copier copies, prints scans Pendleton - office equipment there is 20% reimbursement? Roberts - we are the only Town that puts in for this grant. Have heard that we will get the grant. Pendleton - 20% reimbursement but there is an increase? Roberts - last year we were originally in Capital Projects. Now we are in Capital Leasing. This is where the Capital Leasing gets paid Pendleto - how can it be the same amount? Roberts - last year we lost because we could not buy until Januayr. This is the first year that information was put in there $84,083 - we upped it to 85,000. We really lost 50% from last year to this year. Mirek - Regionalization - when do you foresee it happening? Roberts - additional services - I am happy right now with Tolland and Coventry and South WIndsor. I know there are other communites that have asked for our services - do not see us growing past what we have. Maybe Ellington and East Windsor. It has to be a profit to South Windsor. Mirek - how much do you charge to make it a win win situation. Roberts - we went from a full time position to two part time positions. we turn a little bit of a project which is save in case we lose some of our equipment. Mirek - want to make it worth South WIndsor time. When you get money from other Towns, how do they reimburse? Roberts - it is paid monthly. There is a revenue account. Galligan - it is an off line budget. Funds are only used for IT disasters. Security how much? Galligan - 25,000 that is in there. Will get you actual number. Mirek - no one in the area does this? is there another community you could look at to see if you are charging correctly? Roberts - no one around here. These funds would be used in case of an emergency. The idea is to set aside funds for disasters. Mirek - wondering if that cushion is enough? Galligan - slary, use of equipment, travel, benefits, etc. overhead. we took rate adn competed against other companies. ours was a little below. Delnicki - Special Revenue Fund? Roberts - 2 years Delnicki - can we get accounting of revenues there. wouldn't we normally use contingency fund? Galligan - that has been the way we have addressed issues. we have never bought a computer from contingency. if fund was not ther we would have to take it from contingency or another account. Anwar - if you look at entire budget 2011/2012 - current 714,000 - has had a significant increase in the last 4 years. If our town is spending 700,000 for IT Galligna - moved money to and from capital - that is shown in the differences. Anwar - now adays there are kids making user friendly websites - every time we have a conversation about our towns website is not user friendly - want you to explain why can't we have 2014 website and beyond? Roberts - we have a host for our website. our website is - Viral Town Hall does website. cost involves what is put into the website. Pull entire website in house Anwar - how can we improve our website? Roberts - we would sit down and get specifications from you. we may be able to entertain Anwar - first thing that is looked at for economic development is the website. Information is very cluttered and old. As a Town we may have outgrown the company we are using. Roberts - pay 40,000 per year to maintain the website. This is the first time heard not happy. It would cost 50,000 to do website. Can look at our options and come back to council Galligan - we went with Virual Town Hall becasue 25-30% of time has to be dedicated to changes done on the website. All comes down to costs. Anwar - do not want to spend too much resources - does the council feel Snyder - familiar with that and to have staff time taken up like that seems to be a waste. If we can enhance website that would be find but do not need to change vendors. Mirek - it represents out town and people go to that. I direct my customers to have the best websites where you can see a lot of information. I can't see spending a lot of money. would like to see it enhanced. Roberts - willing to follow any direction - can look into what the council is looking for. Anwar - if you were to ask me if the website covers our image, Image does not capture South Windsor. I am not satisfied where we are. our digital footprint of our town is weaker then the beauty of our town. Mirek - we don't have a lot of money to spend on it but would like to get the best bang for our buck. Delnicki - do ot want to burden our taxpayers - Pendleton - would like to get those numbers. I agree that our website doesn't represent South Windsor. I am sure IT could create a website for South Windsor. Anwar - want you to try to create a website. if you find out after a few hours we have the best deal then we should hear that. Roberts - we are coming back to council of potentially what South Windsor website could look like. I need to know what type of website the Council is looking for. I need to funnel information down. Anwar - same type of website but - Roberts - ease of use if not good. - need to use iphone? Anwar - yes Roberts - when you get app on phone - when you say 2014 model? Smart phone Snyder - are we thinking we are going to do theses changes to the website and we don't think it is going to cost us more money? Anwar - want to see what else we can do. Snyder - we are expecting them to continue doing the jobs they are doing and try to get a better webstie. are you expecting them to redsign or update the website. Anwar - we need to know what options that are there. Once we know our options then we know where we will go. If you look at younger community members Roberts - sounds like at the table the council and mayor are interested in this project, can I reach out to you to get advice if I get stuck. There could be critical decisions Anwar - Scott talk to me. Anwar -

C. Resolution Setting a Time and Place for a Public Hearing on the Proposed General Government Budget for Fiscal Year 2014/2015

Pendleton - Delnicki - unanimous

D. Resolution Setting a Time and Place for a Public Hearing on the Proposed Board of Education Budget for Fiscal Year 2014/2015

Snyder, Delnicki - unanimous

7. Executive Session

At 8:25 Delnicki pending 3 claim and litiation items - Pendleton, unanimous

will adjourn from there.

8. Adjournment

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