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October 7, 2008 Meeting Minutes
TOWN OF EAST WINDSOR
BOARD OF SELECTMEN
MEETING MINUTES - OCTOBER 7, 2008

        1

I.      TIME AND PLACE OF MEETING
Ms. Menard called the meeting to order on Tuesday, October 7, 2008 at 7:30 p.m. at the East Windsor Town Hall

II.     ATTENDANCE

Denise Menard, First Selectman
Gilbert Hayes, Deputy First Selectman
Dale Nelson, Selectman
Mark Simmons, Selectman

Unable to attend:
Edward Farrell, Selectman (scheduled absence)


III.    ADDED AGENDA ITEMS - None

IV.     PREVIOUS MINUTES
             A.  Approval of Regular Meeting Minutes of September 16, 2008

MOTION:  To approve the regular meeting minutes of September 16, 2008 as submitted.
        Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

V.      PUBLIC PARTICIPATION – None.

VI.     COMMUNICATIONS – the following were for the Board’s information.
           A.  CCM’s Election 2008 Campaign
          B.  General Assembly State Capitol/PILOT Funds
          C.  Connecticut Labor Force Data/August 2008
          D.  Office of the Treasurer/Financial Update
          E.  Foreclosure Sale
          F.  Senior Services Correspondence

VII.      SELECTMEN’S REPORTS
          A.  Denise Menard, First Selectman
        See attached report.

          B.  Gilbert Hayes, Deputy First Selectman

The issues Mr. Wilcox expressed with the Winkler road issue was settled after several meetings and compromise on both sides.

CT Transit meeting open forum for existing bus routes.  Mr. Hayes addressed the issue of a need for a bus in East Windsor.  He met with additional people and learned this had been addressed before and the cost for three a.m. and p.m. routes would cost CT Transit $65,000.  The revenue expected to raise was $4,595.  It has been indicated they will research it again and do a survey around the route.  Originally only Millpond was suggested, it was thought Park Hill could be included and maybe others.  The issue here is a cost factor but he will continue to investigate this issue.  Also one commuter bus does not qualify the town for Hartford Transit District; it has to be a route.

           C.  Edward P. Farrell, Selectman – No report
          D.  Dale Nelson, Selectman
ELDERLY COMMISSION – Press release for the cell phones to dial 911.  A gathering was to take place on the 25th with emergency personnel regarding the phone use.  

CIP – Denise Menard is the Chair.  Next meeting on Thursday the 30th.  

           E.  Mark Simmons, Selectman

VETERANS COMMISSION – Road Race is November 8.  Ceremony to be held on December 13 at Windsorville Cemetery.  Ted Graziani has a plaque for bridge across Windsor Locks to be dedicated October 11, on Warehouse Point side dedicated to WW I.  Veterans.  The Commission donated $200 for trip to Washington for the Veterans in Ct to visit WWII memorial – due to that donation and other 17 Veterans can visit WWII Memorial.  Also they submitted a memo requesting reduction in number of members.

BMX Fundraisers:   November 1,  K of C Pasta Dinner.  This Saturday at German Club is an Octoberfest – souvenir mugs will be sold.  

VIII.     BOARD AND COMMISSION RESIGNATIONS & APPOINTMENTS      
          A.   Resignations:     None

          B. Re-Appointments:
        Beverly Percoski (R) Housing Authority as a full member to fill a
        5-yr. vacancy to expire 10/1/2013

HOUSING AUTHORITY

MOTION:  To reappoint Beverly Percoski to the Housing authority as a full member to fill a five year vacancy term to expire 10/1/2013.
Made by Mr. Simmons, Seconded by Ms. Nelson
ALL MEMBERS IN FAVOR. MOTION CARRIED.

           C. New Appointments:

Joseph Pellegrini, (R) Capital Improvement Planning Committee as a      full member with a term expiring July 1, 2009

CAPITAL IMPROVEMENT PLANNING COMMITTEE

MOTION:  To appoint Joseph Pellegrini to the Capital Improvement Planning Committee as a full member for a term to expire July 1, 2009.
Made by Mr. Hayes, Seconded by Ms. Nelson
ALL MEMBERS IN FAVOR. MOTION CARRIED.

           D. Board and Commission Current Vacancies (See Attached)

IX.      UNFINISHED BUSINESS        
         A.  Discussion of Public Safety Committee
Review charge of committee

Ms. Menard indicated recent discussions included possibly recommending a smaller group but on further review this committee met three times last year.  Ms. Menard read the charge of this Committee.  The radio mission portion of the charge was met.  Ms. Menard reviewed the Emergency Management Group charge, which gets grant money and inquired of  Mr. Simpkins if there might be some duplication.  Ms. Menard felt maybe the Emergency Management Director look at what Public Safety Committee does and determine if two organizations are needed.  Now that all agencies have radios – it was an eighteen month committee and maybe they should not be reappointed and Emergency Management can be used for future endeavors.  Mr. Hayes felt the project was complete, but there is upkeep and maintenance of radios and he felt the Chiefs of Police and Fire Department input should be received.  Ms. Menard also indicated if there is a need for them in the future another eighteen month committee could be appointed.  

         B.  Recommendation of Policies & Procedures
Computer/Network Acceptable Use Policy

Ms. Menard is working on various policy and procedures.  She presented the Town of East Windsor Computer/Network Acceptable Use Policy effective October 31, 2008.  It was presented at staff meeting and met with surprise.  This was suggested by CIRMA and the IT Department as an important tool in day to day operations.  The Employees will sign a copy, it was suggested to have a meeting to explain this document so it is understood and explained.   Correction:  Page 4 and 5 and 11 – references to the Chief of Police will be replaced with First Selectmen reference – also the references to police computer programs and police business will be removed. It was the consensus of the board that this was an acceptable / good policy to put in place.

         C.  *Charter Revision Request
         D.  *Discussion of Board/Commission Volunteer Recognition Program
        
  X.     NEW BUSINESS   
        A.      Approval of Tax Refunds

MOTION:  To approve the tax refunds in the amount of $8,332.57 as recommended by the tax collector
Made by Ms. Nelson, Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED

        B.  Cancellation of November 4th Board of Selectmen’s meeting

MOTION: To cancel the November 4, 2008 Board of Selectmen’s meeting
Made by Mr. Hayes,  Seconded by Ms. Nelson
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

 XI.   BUDGET MATTERS
        A.  Annual Report Update

All pieces are in and Al Floyd has most of them.  A Policy detailing who is responsible for the specific parts of this annual project be it the Board of Selectmen and/or the Board of Finance will be done.  There is a good split on how report will be handled going forward and it provides a plan each year on what is done.  The Report is moving forward much earlier than it has in the past.  The audit deadline is November 3 to get all information to the auditor and that is slated to be on time as well.

        B.  Budget Process Discussion   

Ms. Menard has a couple of pieces she is working on to submit to the Board in the future – it will include a ten year history of the mill rate, the budget and a breakdown of general government, CIP and board of Ed side and what the grand list is. This will be posted on website so all have the same information.   She is looking for informative information that will help the town through the budget process. She invited the Board to provide her with ideas of additional items of information if they think of anything.  

CIP – the idea of preserving the history of what has been requested from prior years so the Committee can see the process and what has been requested historically so it is not a snapshot in time of what is approved the current year – but if for five years in a row an item is requested and for five years it is denied and then the bathroom explodes there is proof of notice of the problem and an example of how the CIP projects need to take place.

  XII.   EXECUTIVE SESSION
        A.  Pursuant to C.G.S. Section 1-200 (6) (b)
                Pending Litigation

MOTION:  To enter into Executive Session at 8:30 p.m. pursuant to C.G.S. Section 1-200(6)(b) pending Litigation to include Carol Madore, Assessor
Made by Ms. Nelson,  Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

MOTION:  To come out Executive Session at 8:50 p.m.
Made by Mr. Simmons, seconded by Ms. Nelson
ALL MEMBERS IN FAVOR. MOTION CARRIED.

MOTION: To approve the settlement agreement for Millpond Limited Partnership v. Town of East Windsor in accordance with the Town Assessor’s recommendations to reduce the assessed value for Millpond Limited Partnership by 9%.  As agree by the parties, the refund will be applied as a credit on the 2nd half installment of taxes to be paid on the 2007 Grand List
Made by Mr. Simmons, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

MOTION: To approve the settlement agreement for TJL Investment Trust LLC vs. Town of East Windsor in accordance with the Town Assessor’s recommendation to reduce the assessed value of TJL Investment Trust LLC by 15%.  As agreed by the parties, the refund will be applied as a credit on the 2nd half installment of taxes to be paid on the 2007 Grand List.
Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED

        B.  Pursuant to C.G. S. Section 1-200 (6) (b)
                Personnel Matters

MOTION:  To enter into Executive Session at 8:53 p.m. pursuant to C.G.S. Section 1-200(6)(b) Pending Litigation to include the Board of Selectmen only.
Made by Mr. Hayes, seconded by Ms. Nelson
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

MOTION:   To come out of Executive Session at 9:20  p.m.
Made by Ms. Nelson, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED

No action taken.

  XIII.  ADJOURNMENT

MOTION:  To adjourn at  9:21 p.m.
Made by Mr. Simmons, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR.  MOTION CARRIED.


Respectfully submitted,


Cynthia D. Croxford
Recording Secretary
*Starred items will not be discussed, but will remain on agenda pending receipt of additional information.
Electronic Attachment:  Denise Menard Report