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December 16, 2008 Meeting Minutes
TOWN OF EAST WINDSOR
BOARD OF SELECTMEN
MINUTES OF DECEMBER 16, 2008
        1


I.      TIME AND PLACE OF MEETING
             Tuesday, December 16, 2008 at 7:30 p.m. at the East Windsor
             Town Hall

The meeting was called to order on Tuesday, December 16, 2008 at 7:33 p.m. at the East Windsor Town Hall, 11 Rye Street, Broad Brook.

II.     ATTENDANCE

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

Unable to Attend:  Edward Farrell (scheduled)

III.    ADDED AGENDA ITEMS - none

IV.     PREVIOUS MINUTES
             A.  Approval of Regular Meeting Minutes of December 2, 2008

MOTION: To accept the regular meeting minutes of December 2, 2008 as submitted
Made by Mr. Simmons, seconded by Mr. Hayes
MEMBERS IN FAVOR. MOTION CARRIED.
Abstained Nelson
        
V.      PUBLIC PARTICIPATION
Jason Bowza – 34 Rye Street -   Mr. Bowza submitted earlier a letter drafted to Board of Selectmen in relation to tax amnesty item on agenda. He indicated it was a good opportunity for town that state provides tax credits, tax deferrals and tax exemptions that are available that other towns are using.  There is also a report that shows what other towns are using this and what options they are using. He thought this would be a good opportunity to look at the demographic suffering from economic fall out – senior citizens in particular.  If the Town could move forward to help this demographic it would be a great step.  He stated that he looks forward to helping in any way he can for this initiative

VI.     COMMUNICATIONS – The following were for the Board’s information
A.      Ed Farrell’s Update
B.      Enfield/East Windsor Map & Guide
C.      Grant for Municipal Emergency Operations Center Equipment

    VII.     SELECTMEN’S REPORTS
          A.  Denise Menard, First Selectman
·       ADA improvement meeting with the Elizabeth Burns, the ADA compliance officer, Rand Stanley, Building Inspector, Len Norton, Public Works, director and Ms. Menard to utilize $130,000 grant monies that will be lost if not used.  They have received notification that they can utilize the money for ADA projects.  Ms. Menard detailed the projects that will be completed with the funds.

·       Facilities Management meeting – it has been officially agreed to move custodian for the town hall building to custodial management for school and now the Town Hall custodian will be under the management of the school custodian.   Ms. Menard met with the union and others – the town hall custodian will be supervised by the Board of Education but still present on the town side union.  

·       Senior Staff meeting included a CIRMA representative here.  The rep was impressed with staff and had positive comments after the meeting.  It was a brainstorming session to what the Town could use CIRMA for more.   The town will hold harassment training to be held in March, 2009 some time

·       Connecticut Children’s Place – Ms. Menard is part of the advisory board.  Recently she attended a short one hour meeting.  The facility is seeking ways to connect with the community in a more positive way.  A group of the kids from the Children’s Place will come to Town Hall to sing Christmas carols.  

·       Wreaths Across America was a wonderful program.  It was a very cold day but it was a positive program that recognized Veterans at the holiday season.  

·       Catherine Cabral started as a new treasurer on December 15.  She did attend the Senior Staff meeting.  There has been approval from Board of Education to move the Treasurer to the Town Hall Parks and Recreation Department.

·       CCM Legislative update – there is not a lot of good news and made Ms. Menard reconsider the 3% cap in the annual  budget letter to departments.  That will be discussed in the future.

·       Negotiations are continuing

·       Town Hall Replacement Windows – the glass has arrived and is stored at Town Hall.  The town entered into the contract for window replacement a while ago.  If it was discretionary spending they probably would not have done it now.  Ms. Menard stated she hopes the Town does not get criticized for improving the energy conservation to the town hall building.  This is a CIP item with a contract in place – hopeful it will prevent warm air going out the windows.

·       Saturday, December 20 at 6:00 p.m. will be the Carol Sing at the Broad Brook Fire House.   If any Selectmen want to speak at this event, they can contact Melissa Green.


          B.  Gilbert Hayes, Deputy First Selectman
Board of Education:  There was a progress report of what is being done with paraprofessionals and the improvements being made.  Also there are brainstorming sessions with Departments and teachers working together in the best interest of the students.  Mr. Hayes mentioned the hard work the students have done and the CAP scores.  He mentioned the impressive and moving work for malaria nets that specific students are doing in an Interactive program.  

Hartford Transit District – stimulus package for towns and committees that the government to offer.  Mr. Hayes presented it to Melissa Green for Heart Healthy Walking Trail ideas and it was submitted on time and it is a wait and see.

          C.  Edward P. Farrell, Selectman – No report

          D.  Dale Nelson, Selectman

Elderly commission – On January 26 ITN will be in and Ms. Nelson suggested they advise the Housing Authority as well.  

D.      Mark Simmons, Selectman
E.      
Veterans Commission – E.W. Veterans Memorial is planned and they are discussing a location, possibly the Scantic Church green area.  The task is to put all the E.W. Veterans names on it.  The Commission also donated $500 to local food bank due to poor economic times.  There will be a report on the race next time as the data is not yet complied

EDC – Looking into use of movie theaters and possible retail potential.  

Parks and Recreation – Shared services discussion was held.  Boundless playground will be at the annex.  The Park and Recreation office will be at the school.  Melissa Green is going to try to use more on line services for Park events.   The skating rink is up and filled and ready to go.  The winter programs are in full swing.

December 27, local student Dan Webster will receive his Eagle award.  The Veterans Committee is indebted to Dan as his project was document the Veteran Graves in Town in a bound book.  

VIII.       BOARD AND COMMISSION RESIGNATIONS & APPOINTMENTS    
          A.   Resignations:     
        Warren Wenz, Veteran’s Commission
MOTION:         To accept, with regret, the letter of resignation of Warren Wenz from the Veterans Commission
Made by Simmons, seconded by Ms. Nelson
Discussion:  Mr. Wenz was a former chairman and has done a tremendous job with this Commission.  
ALL MEMBERS IN FAVOR.  MOTION CARRIED

          B. Re-Appointments:  None
          C. New Appointments:  None   
          D. Board and Commission Current Vacancies (See Attached)

IX.       UNFINISHED BUSINESS        
         A. *Charter Revision Update
         B. *Discussion of Board/Commission Volunteer Recognition Program
***
Motion: To take Item 10B2 and 10E out of order
Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED

X10  Items to be discussed and to be sent to Town Meeting
2.  Metro Services Agreement/Police Department

Chief Demarco came before the Board and detailed the history of the former Metro Traffic initiative to combine services for traffic enforcement to cut down on overtime and combine resources.  Over the course of years it has been used for check points seat belts, cell phones.  It has also been used with reconstruction efforts for fatal accidents.  There has been tremendous success and cost effectiveness.  It also opens doors for grants – when items are regionalized there are more opportunities for grant.  It has been a home run.  

CGS 7-148cc – joint function of municipality – now going to be Metro Police Service agreement nine communities included and detailed for this shared services regional effort which will expand ability to use resources.  It may be SWAT team, weather related, etc.  The agreement will allow the Towns to utilize each other without worrying about cross-swearing in. You can utilize each other services without the legal end of it muddying the waters, i.e. swearing in.  The statute requires it be brought forth as if it was an ordinance.  The Police Commission has approved it being forwarded to the Board of Selectmen and the Chief is requesting this be brought to a Town Meeting.  

There is an oversight board – which consists of Chiefs of Police for each represented agency to determine the initiative is working.  It is already successful in other communities.    It is thought this may all be in line by end of month if all towns successfully complete the necessary steps to have the Agreement signed.  The success South Windsor has had with this program was discussed.  There are also opportunities through this agreement to have Officers trained as truck officers and it will directly impact some of the issues that the Town is seeing now.

This does not cost the Town of East Windsor anything and in fact it opens the Town to grant possibilities.  It may also help reduce overtime in that you can use as a resource nine towns on-duty officers.  For example if you need a K-9 unit, you do not necessarily have to call in the East Windsor canine officer at the overtime rate, but you can use the on-duty canine officer of a participating town.

MOTION: To forward to Town Meeting the Metro Police Services Agreement as presented by the Chief of Police and authorize the First Selectman to sign the Agreement on behalf of the Town of East Windsor
Made by Mr. Hayes, Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

10 E. Presidential Ballot Workers Payment

Karen Gaudreau, Town Clerk came before the Board.   The State of Connecticut gave Town Clerks the ability to hire Presidential Ballot Assistants.  The Town Clerk hired two people to assist with new parameters that were seen for this past election.  It was her thought to have this aid out of salary line temporarily.  The day after election she submitted the bill for these services and the food bill.  Payment was denied.  Two Presidential Ballot workers have not been paid for work done on November 4.  The total cost is $236.00 dollars and this would put the salary line in the red.   First of the month budget – the temporary salary line in registrar voter is 91% spent already.   Ms. Gaudreau did a survey of other town clerks and got 56 responses – almost 80% were paid by Registrar Voters or Special Election account, which Ms. Gaudreau does not have.   The Town Clerk has no Overtime budget.  The Presidential Ballot workers were hired by Town Clerk.   These workers were necessary to assist with the filling out of forms, the Town Clerk office remains open for regular business during office hours which coincide with the ongoing election – so it necessitated these workers to meet the Towns obligations.  At the last election four years ago the Town Clerk staff did it and worked past Midnight.  The Town Clerk believed at that time she had an overtime account to pay the workers and the part-time person took days off to accommodate the time.  These workers from this November 4 have not yet been paid.   Ms. Gaudreau spoke with the Registrars prior to the election and there was no commitment as to how to proceed.  

MOTION: To forward the Presidential Ballot Workers Payment to the Board of Finance with the recommendation that the two workers be paid for the work done on November 4.  Made by Ms. Nelson, seconded by Mr. Simmons
DISCUSSION:   It was noted this has to be paid, but it is up to the Board of Finance to determine which budget account it comes from.   In four years, unless statutes change, this item should be added to the Town Clerk budget to anticipate this cost.
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

***
MOTION: To stay out of order and take Executive Session 12 A next.
Made by Ms. Nelson, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR.  MOTION CARRIED.
XII   EXECUTIVE SESSION
A.      Pursuant to C.G.S. Section 1-200 (6) (b)
To Include Town Assessor

MOTION:   To enter into executive session at 8:27 p.m. pursuant to C.G.S. Section 1-200(6)(b) to include the Board of Selectmen and the Assessor.
Made by Ms. Nelson, seconded Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

MOTION: To come out of Executive Session at 8:46 p.m.
Made by Mr. Hayes, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

ACTION:

MOTION: To approve the settlement agreement for Jonathan Pasco’s Inc vs. Board of Tax Review Town of East Windsor in accordance with the Town Assessor’s recommendation to reduce the fair market value of real property located at 31 South Main Street by 16.31%.  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 Grand List of October 1, 2007
Made by Mr. Simmons, seconded by Ms. Nelson
ALL MEMBERS IN FAVOR. MOTION CARRIED.

MOTION: To approve the settlement agreement for Baron Institute of Technology, Inc. vs. Town of East Windsor in accordance with the Town Assessor’s recommendation to reduce the fair market value of real property located at 97 Newberry Road, by 8.95%.  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 Grand List of October 1, 2007
Made by Mr. Hayes, seconded by Ms. Nelson
ALL MEMBERS IN FAVOR. MOTION CARRIED.

MOTION:  To return to regular agenda order
Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

     NEW BUSINESS       
A.      Approval of Tax Refunds

MOTION: To approve the tax refunds in the amount of $794.32  as recommended by the Tax Collector.
Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED

        B.  Items to be discussed and to be sent to Town Meeting

                1.  Veterans Commission Request/membership
Currently this commission has a membership of 13 voting.  It would easier to conduct business to make quorums and do business with requirement of 9 voting members.   Also it is thought to make those ill members honorary members and part of the commission, but to make everyday business it would be helpful to have a nine member Commission.   The charter was discussed. This item will be tabled pending the Charter Revision commissions discussions with their attorney and how the ordinances and Charter work in connection with membership of commissions.

MOTION: To forward the East Windsor Veteran commissions request to reduce membership to the Charter Revision Commission.
Made by Mr. Hayes, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

                2.  Metro Services Agreement/Police Department – Discussed out of order above

        C.      Discussion regarding Transfer of Funds from Pension fund Part time   Salary line (1-01-10-1065-1-101-0000-0) to the Treasurer’s Full time Salary line (1-01-10-1025-1-100-0000-0) – Recommend to Board of Finance

It was suggested to transfer the money the former Treasurer received as Pension Administrator to the current Treasurer line as the new Treasurer’s job description now includes the pension administrator.

MOTION: To recommend to the Board of Finance the transfer of funds from the Pension Fund Part-time salary line (1-01-1065-1-101-0000-0) in the amount of $3,747.96 to the Treasurer’s Full-time Salary line (1-01-10-1025-1-100-0000-0)
Made by Ms. Nelson, seconded by Mr. Simmons
DISCUSSION:  This money was budgeted as Pension Administrator stipend as the former Treasurer received a stipend for these services.  At this time the new Treasurer’s job description has the Pension Administrator responsibilities included.  This amount is not being added to the salary amount but is part of the new Treasurer’s salary and responsibilities.
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

        D.  Resident’s Request/Municipal Tax Amnesty

This was the item Mr. Bowza discussed in public participation.  A resident came in regarding this item.   On a payment plan to pay taxes and he is not even touching the interest on the town tax bill and he is challenged in paying.  Ms. Menard explained the criteria for amnesty program and it needs to be made available town wide.   You can apply for this and gain amnesty – Ms. Menard read the details in this regard including the parameters of the program, ability to waive interest, exclusions, and terms the municipality can employ to make this successful.  These parameters can incorporate income levels, disability levels, etc.   Ms. Menard read Mr. Bowza’s letter and distributed materials in that regard.  There were many ideas presented in how to consider this.  It was mentioned that some work in this regard has been done formerly by the Elderly Commission.   Ms. Menard will check with other communities on how they are addressing this item and also the history of what East Windsor has discussed in the past with the Board of Selectmen and the Elderly Commission.


MOTION: To table this item to the next meeting
Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

        E.  Presidential Ballot Workers Payment - Discussed out of order above

             F.  Amend 11/18/2008 BOS Minutes

Ms. Menard indicated that she was not feeling up to par at the November 18, 2008 meeting and the notes from the Executive Session transcribed and given to the recording secretary after the meeting did not include the Motion made.

The following motion was made to correct this omission:  

MOTION:  To amend the November 18, 2008 minutes to include action which was made in a motion once the Board came out of Executive Session XII B.:
The Motion was as follows:  To authorize First Selectmen to enter into the confidential settlement agreement. Made by Mr. Hayes, seconded by Ms. Nelson ALL MEMBERS IN FAVOR and the  MOTION CARRIED

Made by Ms. Nelson, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR.  MOTION CARRIED.


   XI.  BUDGET MATTERS
        A.  Annual Report Update

It is just about done and it should be submitted to the printer and should be ready any day and then should be able to set the Town Meeting for the Annual Report.

        B.  Budget Discussion
1.      Audit is just about completed.  There are a few minor things left and all persons involved are in contact to make sure this is done in a timely manner.  
2.      Ms. Menard distributed the comparable communities to be used for comparisons as a template in the future so there is consistent comparison to be used for future budget discussions.  Ms Menard detailed what were some considerations for choosing these communities for comparison.   It has information that goes back a few years to be able to give an appropriate picture of the community.  It was stressed that this document is a draft and has gone out to the Senior Staff for review and comment.   Ms. Menard read through the document with the Board.   Ms. Menard explained that she had the opportunity to show a CCM representative this draft and it was felt the idea was awesome and would be incredibly helpful when East Windsor is looking for comparisons with like communities.   When this is finalized and if approval is received from the Board it can go on the web site.
3.      Ms. Menard has reviewed the budget and made comments on budget status.  Some items are overspent in areas but not bottom line issues; some are duplicates; or one time payments that make it look like budgets are overspent, but they are not.   Ms. Menard has requested by email from various departments on potential problem items. She is tracking this budget items and this is a new concept for the Senior Staff and a new line of thinking.  The staff is on board and all for keeping the communications open in the budget realm.   It was felt that the Boards would be receiving more comprehensive updates with the new treasurer on staff.  

A brief five minute recess prior to the Executive Session took place.

XII   EXECUTIVE SESSION
A.       Pursuant to C.G.S. Section 1-200 (6) (b)
To Include Town Assessor   Discussed out of order above

             B. Pursuant to C.G.S. Section 1-200 (6) (e)

MOTION:   To enter into executive session at 9:45 p.m. pursuant to C.G.S. Section 1-200(6)(e) to include the Board of Selectmen only.
Made by Ms. Nelson, seconded Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

MOTION: To come out of Executive Session at 10:21 p.m.
Made by Mr. Simmons, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

ACTION:
MOTION: To authorize the First Selectman to extend the current refuse collection contract with All American Waste with the changes presented in letter dated December 8, 2008.~ Contract is to be extended from the present expiration of December 31, 2008 to a new expiration date of June 30, 2009.~
Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR.  MOTION CARRIED.

   XIII.  ADJOURNMENT

MOTION: To adjourn at 10:23 p.m.
Made by Mr. Hayes, seconded by Mr. Simmons
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.