Regular Meeting January 19, 2010
1. Call to Order
The Killingworth Board of Selectmen held a special meeting on Tuesday, January 19, 2010, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut. In attendance were First Selectwoman Catherine Iino, Selectman Fred Dudek and Selectman Richard Cabral. First Selectwoman Iino called the meeting to order at 7:00 PM.
2. Pledge of Allegiance
The Pledge of Allegiance was recited.
3. Approval of Minutes of Regular Meeting Held December 14, 2009 and Special Meetings Held December 17, 2009 and January 5, 2010
Motion by Cabral, second by Dudek, to approve December 14, 2009 Minutes as written. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
Motion by Cabral, second by Dudek, to approve Special Meeting Minutes of December 17, 2009 as written. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
Motion by Cabral, second by Dudek, to approve Special Meeting Minutes of January 5, 2010 as written. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
4. Visitors – Concerning Items on the Agenda – none.
5. Tax Abatements & Refunds – none.
6. Vacancies
The following vacancies were noted – Cable Advisory Council – 1, Conservation Commission – 1, Health & Safety Committee – 1, Housing Partnership – 1, Municipal Land Use – 1, Public Health Agency – 1, Town Office Building Committee – 3 and Estuary Council of Seniors – 2.
7. Appointments
Motion by Cabral, second by Dudek, to appoint Carol Gordon to Health & Safety Committee, Glenn Johnson to Housing Partnership and Shawn O'Connell to Town Office Building Committee. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
Motion by Dudek, second by Cabral, to reappoint Todd Berman & Suzanne Davenport to Open Space Committee, Timothy Withington to Emergency Management, Eileen Cyrus to Housing Partnership and Gwenne Lally to Town Office Building Committee. Voting in favor – Dudek, Cabral, Iino. Opposed – none. Motion Carried.
8. Old Business
A. Demolition of 571 Route 148, Dick Leighton
Richard Leighton noted requests for proposals were sent out. The bids range from $36,400 down to $13,900 to demolish this building. Leighton explained the contractor is chosen to take the building down and then the property is liened at 1 1/2% interest. Town Counsel will most likely foreclose on the property. Mr. Leighton noted he will contact the 3 low bidders and then come back with a recommendation for the next Board meeting. If the Board chooses to approve the recommendation at that meeting, then First Selectwoman Iino can go to the Board of Finance meeting the next night with a request. Selectman Dudek confirmed with Mr. Leighton this was demolition, removal and returning the earth back to normal. Leighton explained a few trees have to be taken down also in order to get equipment on to the property. He also explained what the project entailed noting the only thing that might be an extra would be if there was any hazardous waste. It was noted the project could be done as soon as the Board of Finance gives approval for the funds.
B. Town Office Building Extension
Richard Leighton noted he obtained three prices ranging from $6500 up to $11,400. He indicated he will most likely award the project to Triangle Builders. Leighton explained this amount was for labor only as the Town is going to buy the materials. Selectman Dudek requested the materials list be given to multiple lumber yards for cost comparison. He indicated anything over $10,000 has to go out to bid according to the new Charter. Leighton explained multiple quotes would be requested for various items. It was reiterated the Town Office Building Committee and Mr. Leighton thought it would be beneficial for the Town to buy the materials as it would save the additional cost of sales tax as the Town is exempt. There was much discussion about whether this was considered one job or multiple jobs. Selectman Dudek noted this had been discussed by the TOB Committee and they decided it was better to do it in multiple pieces.
Motion by Dudek, second by Cabral, to accept Richard Leighton's recommendation of the cost of labor in the amount of $6,455 for the Town Office Building Extension with Triangle Builders. Voting in favor – Dudek, Cabral, Iino. Opposed – none. Motion Carried.
C. Wettish Property Update, Dan Colonia
Dan Colonia, Glen Johnson and Eric Auer were present to give an update on the Wettish project.
Dan Colonia noted the fields and parking lot have been graded and close to being completed. The entrance road is done and they are working on the secondary entrance. One field is about 80 percent completed. The rest of the fields have not been started. Once the irrigation is completed, they need to do all the drainage, then the topsoil and seeding the fields. Mr. Colonia reviewed seeding and the fact it will probably take either two or three growing seasons for the grass to establish itself. They do not want to use the fields before they are ready. Colonia noted the fields in Haddam were opened and used before the grass had established itself and additional money had to be spent for re-seeding and re-working the fields. He does not want to run into this same situation.
Glen Johnson noted they were about 75 percent done with construction. The fields are brought to sub-grade and need topsoil. Most of the major aspects of the drainage have been installed. They are currently concentrating on the parking lot.
Mr. Johnson reviewed the Wettish Athletic Fields-Project Cost Summary distributed. He reviewed the change orders to date, including drainage issues, irrigation, CL&P fees for electric meter, storage shed and parking lot stabilization. The total amount approved for the project was $975,000. The original contract amount was $758,751.27. With the addition of the change orders, the total estimated amount for completion is $958,339.41. The amount remaining in the budget is $16,660.59. The amount of field contract paid to date is $301,345.14.
First Selectwoman Iino asked if the original engineer should have known about these problems or were they surprises. Mr. Johnson noted he reviewed the plans originally and didn't see any red flags. Mr. Colonia noted when the plans were reviewed it was a dry summer and this was not a dry summer. Mr. Auer noted he would not defend the engineers but they did miss a couple of things that were common knowledge. Selectman Dudek noted that is the reason for contingencies as most projects always have change orders.
D. Cleaning Services for Town Hall
First Selectwoman Iino noted the bids for cleaning services have been opened, but the Board is postponing acceptance of those bids. No further action is needed at this time by the Board. The Vista Program is coming tomorrow to do cleaning services on a trial basis.
As a side note, First Selectwoman Iino noted the Vista Program is also sending an intern to help the Water Pollution Control Authority get their septic system monitoring records up to date.
E. Municipal Website
First Selectwoman Iino noted following Selectman Dudek's advice that this would come in under the $10,000 bid amount, the Town has solicited proposals/quotes from about 6 or 7 firms and responses have been received from almost all of them expressing an interest. The proposals/quotes are due on February 19, 2010.
9. New Business
A. Schedule Special BOS Budget Meetings
First Selectwoman Iino put forth a proposed schedule of budget meetings and asked whether last year's process was satisfactory. Everyone agreed last year's process worked out well. Motion by Dudek, second by Cabral, to approve Special Board of Selectmen Meetings on the following dates – February 2, 9, 11, 16, 18, 23 and March 4. Voting in favor – Dudek, Cabral, Iino. Opposed – none. Motion Carried.
B. Historical Society Use of Parmelee House
First Selectwoman Iino noted the Municipal Land Use Committee has recommended that the Town enter into an agreement with the Historical Society giving them use and care of the Parmelee House. She indicated the question arose as to whether this was possible because of the bonding situation. Iino noted she spoke with bond counsel who advised it was fine to lease it to them. Bond counsel did note, however, she would like to look at any lease agreement. In anticipation of this, Iino sent bond counsel the lease agreement with the library as a conceptual model and asked for comment. Selectman Cabral asked who would be responsible for what. Selectman Dudek noted it would be the same as the library. The Town would be responsible for maintaining the outside and the Historical Society would be responsible for the interior (once the electric, plumbing and heating are back in order – this work to be done by the Town). Cabral reiterated he didn't want to get into the same situation the Town had previously with the library. First Selectwoman Iino noted she would keep everyone apprised of this situation.
C. Health Insurance Agent of Record
First Selectwoman Iino noted the Board has previously discussed changing the health insurance plan for employees to a high deductible plan with a health services account attached to it. She noted it would be important to have an Agent of Record to assist in the transition process if the Board decides to go this route. Selectman Dudek noted there is another issue with the fact there are two different contracts and individuals who aren't under any contract. First Selectwoman Iino noted this new type of plan would save the Town quite a bit of money. Iino noted there are some employees who are not under contract and one union contract is currently coming up for negotiations. There was a question as to whether this would be an appointment or a hiring. Iino noted she will have a recommendation for the Board by the next meeting. Both Dudek and Cabral agreed this was a good idea.
10. First Selectwoman's Comments
The Citizens Campaign for the Environmental Canvassing starts next week for environmental issues. They have contacted the Resident State Trooper and will be carrying proper identification.
The Spring Stonewall Workshop at the Parmelee House will be May 15 and 16th.
Iino noted at the last meeting the Board designated the Middletown Press as the paper of record. She noted the circulation numbers received were incorrect. The Middletown Press only has about 50 people in Town, the Hartford Courant has 500 and the New Haven Register has 190. Iino felt the Town should continue to use the Middletown Press as she felt most people probably use the internet now to get their news rather than a hard copy newspaper. She also noted the five day lead time is actually a three day lead time. This will save the Town several thousands of dollars over the course of the year if we stay with the Middletown Press. Selectman Dudek asked what can be done when the Board makes a decision on erroneous information received. Iino noted she will try to be more diligent relative to this matter.
The new Drug and Alcohol Policy has been accepted by the Union and is in place.
Everyone has now been officially appointed to the Public Health Nursing Agency and an interim Health Director has been appointed.
The beaver dams and the water are down at Patrick Drive.
Town decals have also been placed on all Town vehicles.
11. Selectmen's Comments
Selectman Dudek asked an item be put on the next meeting agenda to discuss the BOS/BOF bid quote process and raise the number from $5000 to $10,000.
Selectman Cabral had no comments.
12. Visitor Comments – general – none.
13. Adjournment
Motion by Cabral, second by Dudek, to adjourn at 8:07 PM. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
The Killingworth Board of Selectmen held a special meeting on Tuesday, January 19, 2010, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut. In attendance were First Selectwoman Catherine Iino, Selectman Fred Dudek and Selectman Richard Cabral. First Selectwoman Iino called the meeting to order at 7:00 PM.
2. Pledge of Allegiance
The Pledge of Allegiance was recited.
3. Approval of Minutes of Regular Meeting Held December 14, 2009 and Special Meetings Held December 17, 2009 and January 5, 2010
Motion by Cabral, second by Dudek, to approve December 14, 2009 Minutes as written. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
Motion by Cabral, second by Dudek, to approve Special Meeting Minutes of December 17, 2009 as written. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
Motion by Cabral, second by Dudek, to approve Special Meeting Minutes of January 5, 2010 as written. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
4. Visitors – Concerning Items on the Agenda – none.
5. Tax Abatements & Refunds – none.
6. Vacancies
The following vacancies were noted – Cable Advisory Council – 1, Conservation Commission – 1, Health & Safety Committee – 1, Housing Partnership – 1, Municipal Land Use – 1, Public Health Agency – 1, Town Office Building Committee – 3 and Estuary Council of Seniors – 2.
7. Appointments
Motion by Cabral, second by Dudek, to appoint Carol Gordon to Health & Safety Committee, Glenn Johnson to Housing Partnership and Shawn O'Connell to Town Office Building Committee. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
Motion by Dudek, second by Cabral, to reappoint Todd Berman & Suzanne Davenport to Open Space Committee, Timothy Withington to Emergency Management, Eileen Cyrus to Housing Partnership and Gwenne Lally to Town Office Building Committee. Voting in favor – Dudek, Cabral, Iino. Opposed – none. Motion Carried.
8. Old Business
A. Demolition of 571 Route 148, Dick Leighton
Richard Leighton noted requests for proposals were sent out. The bids range from $36,400 down to $13,900 to demolish this building. Leighton explained the contractor is chosen to take the building down and then the property is liened at 1 1/2% interest. Town Counsel will most likely foreclose on the property. Mr. Leighton noted he will contact the 3 low bidders and then come back with a recommendation for the next Board meeting. If the Board chooses to approve the recommendation at that meeting, then First Selectwoman Iino can go to the Board of Finance meeting the next night with a request. Selectman Dudek confirmed with Mr. Leighton this was demolition, removal and returning the earth back to normal. Leighton explained a few trees have to be taken down also in order to get equipment on to the property. He also explained what the project entailed noting the only thing that might be an extra would be if there was any hazardous waste. It was noted the project could be done as soon as the Board of Finance gives approval for the funds.
B. Town Office Building Extension
Richard Leighton noted he obtained three prices ranging from $6500 up to $11,400. He indicated he will most likely award the project to Triangle Builders. Leighton explained this amount was for labor only as the Town is going to buy the materials. Selectman Dudek requested the materials list be given to multiple lumber yards for cost comparison. He indicated anything over $10,000 has to go out to bid according to the new Charter. Leighton explained multiple quotes would be requested for various items. It was reiterated the Town Office Building Committee and Mr. Leighton thought it would be beneficial for the Town to buy the materials as it would save the additional cost of sales tax as the Town is exempt. There was much discussion about whether this was considered one job or multiple jobs. Selectman Dudek noted this had been discussed by the TOB Committee and they decided it was better to do it in multiple pieces.
Motion by Dudek, second by Cabral, to accept Richard Leighton's recommendation of the cost of labor in the amount of $6,455 for the Town Office Building Extension with Triangle Builders. Voting in favor – Dudek, Cabral, Iino. Opposed – none. Motion Carried.
C. Wettish Property Update, Dan Colonia
Dan Colonia, Glen Johnson and Eric Auer were present to give an update on the Wettish project.
Dan Colonia noted the fields and parking lot have been graded and close to being completed. The entrance road is done and they are working on the secondary entrance. One field is about 80 percent completed. The rest of the fields have not been started. Once the irrigation is completed, they need to do all the drainage, then the topsoil and seeding the fields. Mr. Colonia reviewed seeding and the fact it will probably take either two or three growing seasons for the grass to establish itself. They do not want to use the fields before they are ready. Colonia noted the fields in Haddam were opened and used before the grass had established itself and additional money had to be spent for re-seeding and re-working the fields. He does not want to run into this same situation.
Glen Johnson noted they were about 75 percent done with construction. The fields are brought to sub-grade and need topsoil. Most of the major aspects of the drainage have been installed. They are currently concentrating on the parking lot.
Mr. Johnson reviewed the Wettish Athletic Fields-Project Cost Summary distributed. He reviewed the change orders to date, including drainage issues, irrigation, CL&P fees for electric meter, storage shed and parking lot stabilization. The total amount approved for the project was $975,000. The original contract amount was $758,751.27. With the addition of the change orders, the total estimated amount for completion is $958,339.41. The amount remaining in the budget is $16,660.59. The amount of field contract paid to date is $301,345.14.
First Selectwoman Iino asked if the original engineer should have known about these problems or were they surprises. Mr. Johnson noted he reviewed the plans originally and didn't see any red flags. Mr. Colonia noted when the plans were reviewed it was a dry summer and this was not a dry summer. Mr. Auer noted he would not defend the engineers but they did miss a couple of things that were common knowledge. Selectman Dudek noted that is the reason for contingencies as most projects always have change orders.
D. Cleaning Services for Town Hall
First Selectwoman Iino noted the bids for cleaning services have been opened, but the Board is postponing acceptance of those bids. No further action is needed at this time by the Board. The Vista Program is coming tomorrow to do cleaning services on a trial basis.
As a side note, First Selectwoman Iino noted the Vista Program is also sending an intern to help the Water Pollution Control Authority get their septic system monitoring records up to date.
E. Municipal Website
First Selectwoman Iino noted following Selectman Dudek's advice that this would come in under the $10,000 bid amount, the Town has solicited proposals/quotes from about 6 or 7 firms and responses have been received from almost all of them expressing an interest. The proposals/quotes are due on February 19, 2010.
9. New Business
A. Schedule Special BOS Budget Meetings
First Selectwoman Iino put forth a proposed schedule of budget meetings and asked whether last year's process was satisfactory. Everyone agreed last year's process worked out well. Motion by Dudek, second by Cabral, to approve Special Board of Selectmen Meetings on the following dates – February 2, 9, 11, 16, 18, 23 and March 4. Voting in favor – Dudek, Cabral, Iino. Opposed – none. Motion Carried.
B. Historical Society Use of Parmelee House
First Selectwoman Iino noted the Municipal Land Use Committee has recommended that the Town enter into an agreement with the Historical Society giving them use and care of the Parmelee House. She indicated the question arose as to whether this was possible because of the bonding situation. Iino noted she spoke with bond counsel who advised it was fine to lease it to them. Bond counsel did note, however, she would like to look at any lease agreement. In anticipation of this, Iino sent bond counsel the lease agreement with the library as a conceptual model and asked for comment. Selectman Cabral asked who would be responsible for what. Selectman Dudek noted it would be the same as the library. The Town would be responsible for maintaining the outside and the Historical Society would be responsible for the interior (once the electric, plumbing and heating are back in order – this work to be done by the Town). Cabral reiterated he didn't want to get into the same situation the Town had previously with the library. First Selectwoman Iino noted she would keep everyone apprised of this situation.
C. Health Insurance Agent of Record
First Selectwoman Iino noted the Board has previously discussed changing the health insurance plan for employees to a high deductible plan with a health services account attached to it. She noted it would be important to have an Agent of Record to assist in the transition process if the Board decides to go this route. Selectman Dudek noted there is another issue with the fact there are two different contracts and individuals who aren't under any contract. First Selectwoman Iino noted this new type of plan would save the Town quite a bit of money. Iino noted there are some employees who are not under contract and one union contract is currently coming up for negotiations. There was a question as to whether this would be an appointment or a hiring. Iino noted she will have a recommendation for the Board by the next meeting. Both Dudek and Cabral agreed this was a good idea.
10. First Selectwoman's Comments
The Citizens Campaign for the Environmental Canvassing starts next week for environmental issues. They have contacted the Resident State Trooper and will be carrying proper identification.
The Spring Stonewall Workshop at the Parmelee House will be May 15 and 16th.
Iino noted at the last meeting the Board designated the Middletown Press as the paper of record. She noted the circulation numbers received were incorrect. The Middletown Press only has about 50 people in Town, the Hartford Courant has 500 and the New Haven Register has 190. Iino felt the Town should continue to use the Middletown Press as she felt most people probably use the internet now to get their news rather than a hard copy newspaper. She also noted the five day lead time is actually a three day lead time. This will save the Town several thousands of dollars over the course of the year if we stay with the Middletown Press. Selectman Dudek asked what can be done when the Board makes a decision on erroneous information received. Iino noted she will try to be more diligent relative to this matter.
The new Drug and Alcohol Policy has been accepted by the Union and is in place.
Everyone has now been officially appointed to the Public Health Nursing Agency and an interim Health Director has been appointed.
The beaver dams and the water are down at Patrick Drive.
Town decals have also been placed on all Town vehicles.
11. Selectmen's Comments
Selectman Dudek asked an item be put on the next meeting agenda to discuss the BOS/BOF bid quote process and raise the number from $5000 to $10,000.
Selectman Cabral had no comments.
12. Visitor Comments – general – none.
13. Adjournment
Motion by Cabral, second by Dudek, to adjourn at 8:07 PM. Voting in favor – Cabral, Dudek, Iino. Opposed – none. Motion Carried.
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