Council Chambers – Town Hall

August 6, 2001

Approved Minutes

Mayor Hogan called the regular meeting to order at 7:33 p.m.

1. Roll Call – Present: Mayor Hogan, Deputy Mayor Curtis, Council member Albano, Council member Broxterman, Council member Haverstock, Council member Pacino, Council member Ristas, Council member Simon, and Council member Trinks.

 

2. Prayer – Council member Pacino

 

3. Pledge of Allegiance – Council member Pacino

 

4. Resolutions and Awards
   None.

 

5. Public Communications and Petitions

Mr. Allyn Nelson, 359 West Wolcott Avenue, spoke regarding his petition concerning the landfill. He stated although he gathered 300 signatures, the number of signatures fell short of the required number. He had distributed a list of landfill questions to the Council and read them aloud. He requested responses in writing from the Council. Some of the questions were:

• Assuming landfill is closed, what do we do with the trash?
• What will be the expected cost to Windsor taxpayers for closing the landfill?
• Have other landfill costs been researched?
• What will happen to the landfill worker’s jobs?
• Has Bloomfield contacted Windsor regarding their share of closing costs?
• Will Windsor pay Bloomfield’s share of closing if they do not pay their share of the closing costs?

Mr. Bradshaw Smith, 23 Ludlow Road, addressed the Council regarding his comments about Hayden Station Road that he made in tonight’s Public Hearing. He said that the town approved $180,000 for granite curbing, for Hayden Station Road, a feature that was extra above and beyond what the State and Federal Government deemed necessary for that public construction project. He felt the Council should develop a common standard/policy and apply it to all projects.

1. Human Relations

 

Mr. Bill Warner-Prouty, Chairperson, reported on the Human Relations Commission. He reviewed the efforts of Citizens for United Windsor. The Commission intends to evaluate the inter-religious forum and elect officers for the coming year. The Commission now meets every other month in addition to ad-hoc planning meetings. They are planning a forum in the spring of 2002, which will focus on Windsor’s cultural diversity.

 

2. Inland Wetlands & Watercourses

 

Mr. Jerry Golden, Chairperson of the Inland Wetlands & Watercourses, addressed the Council. He reported that 31 permit applications were reviewed and 30 were approved. The Commission turned down a proposal to build housing units in Walden Woods. The Commission was concerned with further pollution of the brook. They approved a project for Loomis since most of their land is partially in the flood plains. They requested a change in the flood plain regulations. The Commission overruled the Town Engineer to build a deck over the floodway for the Trout Brook Tavern. The Town Engineer refused it because it was over a floodway. The Commission feels that follow-up of approved permit applications should be happening to ensure that the work was done satisfactorily.

 

Town Manager Churchill reported that there is a half-time position for the Inland Wetlands & Watercourses Commission and recruiting would begin in mid to late Fall.

 

Council member Ristas asked if the Commission has jurisdiction over water flow or hydrology, which may effect homeowners. Mr. Golden responded that if there is a watercourse or drainage they try to ensure that the development will not cause additional problems to a homeowner downstream. If something occurs naturally, they have no power to have a problem corrected.

 

3. Public Building Commission

Mr. Joseph Novak, Chairman, reported on the WHS project. The PBC has been working with the WHS staff on the project. They are still on track for the opening of the school. A letter was written to the Superintendent of schools regarding the project’s three priorities. The first priority is the lobby and temporary corridors need to be code compliant, the second priority is the cafeteria, and the third is the kitchen for the cafeteria. The letter stated that the school system should have a contingency plan in place before the opening of school in case the priorities are not completed in time.

The following areas are complete:

• Women’s restroom
• Guidance Career Resource Center, hallway, windows and office space
• Choir area and music storage area
• Lighting fixtures in World Language

The electronic music area is almost complete.

The areas that are not complete are:

• Temporary hallways, which will be constructed for August
• Cafeteria completion is due for August 18
• Kitchen overhead hood is due for August 18
• Food service equipment and kitchen generator will be completed by August 18
• Flooring begins this week with 1^st and 2^nd shifts working to complete the cafeteria floor
• Auditorium completion is due February 22, 2002
• Rubber gym and locker rooms are scheduled for completion in November
• Indoor pool completion is due in November and is on schedule.

Mr. Novak reported that 330 Windsor Avenue asbestos removal is complete. A temporary wall has been erected which separates the southern half of the building from the unfinished north half of the building. The PBC has contracted with VMR Mechanical for the HVAC replacement above the restaurant. They are now looking at HVAC and roof maintenance items in other portions of the building.

The PBC is making awards to the vendors for the Town Hall roof and HVAC project.

The Poquonock School window replacement project is in initial design at this time.

The L.P. Wilson roof is back on the agenda. The roof does have some leaks and the roof has three years left on the warranty. The roof will need to be replaced in the next year or so.

Deputy Mayor Curtis asked about the August 18^th date. Mr. Novak reported that the school system has to have a contingency plan in place if completion is not done prior to the August 18^th date (i.e., if the cafeteria kitchen is not complete, prepare food at another school or have it catered until completion).

Mayor Hogan asked about the impact of the outside pool opening. Mr. Novak reported that the construction did not impact the pool opening at the beginning of July.

1. Ordinance entitled "An Ordinance appropriating $277,000 for Sage Park Middle School recreational facilities improvements and authorizing the issue of $277,000 in bonds and notes to finance the appropriation."

Deputy Mayor Curtis reported on the Town Improvements Committee meeting regarding this ordinance. Based on the information at the time of the meeting, the Committee had two recommendations, the first is to go ahead and reconstruct five tennis courts, which are there on site (three currently used by the skate park). The second recommendation is to delay any action regarding the skate park until they are able to receive further information regarding the decreased attendance. The decreased attendance could be related to the spring weather, the condition of the skate park, the spacing of the elements and element appropriateness or perhaps because interest is dropping.

Council member Simon discussed the recommendation to move the skate park. He would like to get more information to improve the skate park so it meets the needs of the users.

Council member Haverstock understands that by acting on the tennis courts alone at this time, it does not affect the construction of a new skate park, which would begin next spring. He feels the youth need a healthy outlet after school and constructive alternatives to latchkey. Maybe the answer is getting a better park, tailored to the user’s desires. He agreed with Council member Simon’s comments.

Council member Albano said that he believed that it was agreed to wait until the fall to make a decision regarding the skate park.

Deputy Mayor Curtis remarked on the two other possible alternatives, five tennis courts and a 17,400-sq. ft. skate park or five tennis courts and a 23,000-sq. ft. skate park. He asked if new elements could be added. Town Manager Churchill said that we could make more efficient use of the skate park footage.

Deputy Mayor Curtis asked if another public hearing would have to be held if the skate park was deferred until more information is available. Town Manager Churchill reported that if the Council wants to eliminate the skate park from the resolution, another Public Hearing would have to be held.

Council member Pacino asked about the skate park usage. With $122,000 for just the tennis courts, is there an unreserved unclassified account so we don’t have to issue additional bonds? He supports the tennis courts and skate park but he is concerned about more bonds. He can’t support either motion at this time. Town Manager Churchill reported that the usage number represents the number of people through the gate. He also reported that the town has adequate reserves for the daily needs, but not to address the needs of a project like the tennis courts and skate park. The courts will last at least 20 years and bonding is appropriate. We have modest debt financing this year and this project is planned to be part of it.

Council member Trinks suggested that the Council go forward with alternative #2 for a commitment of $245,000, since the Council is committed to the tennis courts and skate park.

Council member Broxterman supports Council member Trinks comments and recommends the $245,000 recommendation.

Council member Haverstock agreed with Council members Trinks and Broxterman. He asked about the cost of the elements of the skate park. Town Manager Churchill said that most of the elements in the current skate park would be used in a new skate park if approved. There is also $10,000 reserved for two additional elements.

Deputy Mayor Curtis asked if October usage numbers could be provided. He also asked that if there weren’t a need for the expanded skate park, what would the Council have to do to cancel the expansion of the skate park. Town Manager Churchill said that no action would be necessary and that the skate park could remain at the current size.

Council member Ristas asked if the Council could make a motion for five tennis courts and reconstruction of the skate park without giving a square footage of the skate park, at a cost of up to $245,000. Town Manager Churchill responded that the Council’s leverage is the dollar figure. The intention would be for a skate park up to a certain size, but it could be smaller.

Council member Albano asked if we could change the figure to $122,000 and return to the skate park at a later date. Mayor Hogan responded that another public hearing would have to be held. Town Manager Churchill said that the option is for a skate park and tennis courts. If it is changed without a public hearing, it could be construed as deceiving the public.

Council member Pacino asked about the delay. Town Manager Churchill responded that the delay would be one month.

Deputy Mayor Curtis inquired about the lighting improvements. Town Manager Churchill responded that the lighting improvements are for a basic security/area lighting and conduit for future lighting. There is no lighting for the skate park or tennis courts. The basic structure would be in place for installation at a later date.

Council member Haverstock asked the cost of the conduit. Town Manager Churchill responded that the cost is $10,000. Council member Haverstock asked if we could eliminate this cost since some residents do not like lighting after dark. Council member Trinks remarked that he feels that the conduit should be installed at this time, it would be less expensive to install at this time than at a later date. He also feels that future lighting would increase usage of the courts and skate park. Town Manager Churchill remarked that there is some basic security lighting that is required.

Council member Ristas stated that neither the motion nor the ordinance states how many courts or the size of the skate park and he feels that the Council doesn’t have to be specific in the motion. Mayor Hogan said that the ordinance does list the number of courts and size of the skate park.

Council member Albano doesn’t feel comfortable voting $123,000 for something we don’t have any specifics on. He is against the motion.

Moved by Deputy Mayor Curtis, seconded by Council member Trinks to adopt the accompanying resolution entitled "An ordinance appropriating $245,000 for Sage Park Middle School recreational facilities improvements and authorizing the issue of $245,000 in bonds and notes to finance the appropriation."

Motion Passes 7-2-0 with Council members Albano and Pacino opposing.

Mayor Hogan reported that the Youth Commission starts their monthly meetings again in September. She requested the review of operational and risk management issues be referred to the Town Improvements Committee for review.

1. Discussion of guidelines for referring projects to Public Building Commission.

 

Deputy Mayor Curtis reported on the Town Improvements Committee recommendation. One of the key problems brought up was the lack of specificity when referrals are made to the Public Building Commission.

 

The Public Building Commission requested that specifics be provided, including other alternatives, which could include phase-ins.

 

Mayor Hogan requested feedback from the Public Building Commission if the guidelines are appropriate.

 

Council member Haverstock asked if the Town Improvements Committee generated guidance to the Public Building Committee. Town Manager Churchill said that the original motion originated from a conversation between Mr. Novak and the Town Attorney.

 

Mayor Hogan said that we have learned that some preliminary studies have to be performed before projects are referred.

 

Council member Ristas said that smaller projects also need guidelines when referred to the Public Building Commission. Mayor Hogan responded that we could start with the Capital Improvements projects and then include smaller projects later.

 

2. Referral of Library Renovation Project to Public Building Commission.

 

Council member Broxterman remarked that any improvements to the Library have to take into account that it has to meet the needs for the next 20 years. His concern is that the Council limits itself to cap the dollar amount of the improvements and doesn’t consider lack of expansion in terms of space. He doesn’t want to return to this in seven years and find out that it doesn’t meet the needs for the next 20 years.

 

Council member Simon is concerned that we are asking the Public Building Commission to come back with a cost for each of the criteria itemized and the $2.5 million may not be enough.

 

Council member Ristas asked what a schematic design is and the cost. Town Manager Churchill responded that it is a conceptual design but not enough detail for construction. Council member Ristas recommended the motion read "require funding targeted at $2.5 million" to give the Public Building Commission some room.

 

Moved by Deputy Mayor Curtis, seconded by Council member Simon, that the Public Building Commission secure professional services to complete a schematic design for the Windsor Library main branch renovation. The schematic design should include, to the extent possible, the criteria itemized in the agenda item summary of August 6, 2001 Town Council Meeting and require funding targeted at $2.5 million. The Public Building Commission shall also recommend a phasing option and all items within $2.5 million or not have their cost documented and itemized. The Public Building Commission is also directed to re-open account 02-594 and pay the professional services from the remaining balance of $17,070.

 

Motion Passes 9-0-0

 

3. Authorize Phase Two of the 330 Windsor Avenue Renovation Project, in an amount not to exceed $1,030,000, and approve an appropriation of $570,000 from the Unreserved, Undesignated Capital Outlay Fund Balance; and approve utilizing $160,000 from the Caring Connection reserve account to fund in part Phase Two.

Deputy Mayor Curtis reported that the Finance Committee approved the authorization.

Council member Albano objected that this funding also includes a no interest loan to the Caring Connection. He feels that the Town should charge the Caring Connection interest.

Council member Haverstock remarked that this is the only portion of the project that generates some funds for the project as a whole. That is why he will be supporting it.

Council member Ristas agrees with Council member Haverstock’s comments and is in favor of the motion.

Council member Trinks said that he supports this motion also.

Council member Pacino stated that some of the reasons he has opposed this in the past haven’t changed. He feels that they are getting a break on the rent and an interest free loan. He agrees with Council member Albano that the loan should not be interest free. He is not against the Caring Connection as an organization. He will oppose the motion.

Council member Haverstock also commented that he understands that the record of the Caring Connection in paying their debt is very good.

Motioned by Council member Trinks, seconded by Council member Broxterman to authorize Phase Two of the 330 Windsor Avenue Renovation Project, in an amount not to exceed $1,030,000, and approve an appropriation of $570,000 from the Unreserved, Undesignated Capital Outlay Fund Balance; and approve utilizing $160,000 from the Caring Connection reserve account to fund in part Phase Two.

Motion Passes 7-2-0 Council members Albano and Pacino opposing.

1. Recommendation to Accept the Deed to the Public Improvements in Aspenwood Subdivision #360.

 

Town Engineer Tom Lenehan made comments on the recommendation. Aspenwood subdivision is a 16-lot subdivision, with 4 of the 16 lots located on Ethan Drive. Aspenwood is located in the northwest section of Windsor, off of Ethan Drive and Harvest Lane extended.

 

The Town of Windsor would be responsible for the road maintenance. It was presented to the Town Planning & Zoning Commission on July 31^st and they approved the recommendation. Mr. Lenehan reported that the Town would hold 5% of the bond of the value of the public improvements for one year.

 

Council member Broxterman asked if there is precedence for this kind of arrangement for the homeowners doing cul-de-sac landscaping and if homeowners have not met the arrangement. Mr. Lenehan said that it is precedence. If the homeowners do not meet the arrangement, the zoning enforcement officer handles it.

 

Motioned by Council member Trinks, seconded by Deputy Mayor Curtis to Accept the Deed to the Public Improvements in Aspenwood Subdivision #360.

 

Motion Passes 9-0-0

 

2. Recommendation to Accept the Public Improvements in Faldu Subdivision #353.

 

Motioned by Council member Trinks, seconded by Council member Simon to accept the Public Improvements in Faldu Subdivision #353.

 

Motion Passes 9-0-0

 

3. CGS Section 8-24 Recommendation to Acquire Property at 123 Hayden Station Road by Eminent Domain.

 

The reconstruction of Hayden Station Road has some property acquisitions that need to be accomplish. The State was responsible for all the acquisitions except for this parcel, which they requested that the Town handle. The property is owned by the heirs of Levi G. Hayden. The parcel has been appraised at $2,500.

 

Council member Albano asked what the Town Assessor’s office accessed the property at. Mr. Lenehan reported that he did not have that information with him this evening.

 

Council member Simon asked for more specifics as to why the Town needs this property. Mr. Lenehan responded that the grades in that area require that the curb and sidewalk be relocated which will push out where grades have to be met. It was contemplated that if it were a larger parcel, we would have requested the right of access during construction. But since the parcel is unusable, the State recommended that the Town acquire the property.

 

Moved by Council member Broxterman, seconded by Deputy Mayor Curtis to acquire by Eminent Domain a certain parcel at 123 Hayden Station Road, approximately 2001 square feet, owned by the heirs of Levi G. Hayden, more particularly bounded and described on Schedule A attached.

 

Motion Passes 9-0-0

 

4. Introduce proposed Personnel Policies.

Town Manager Churchill reported that the proposed rules reflect current best practices in organizational development and human resources management as adopted by the town. A number of alterations were made to reflect recent changes in the town’s management structure, along with new state and federal labor laws or regulations.

Mayor Hogan referred the proposed Personnel Policies to the Special Projects Committee and requested that Council members provide feedback regarding the policies.

Council member Broxterman asked Town Manager Churchill about probation periods, since it is his understanding that private industries have done away with probation periods. Town Manager Churchill responded that the merit of a probationary period is subject to debate. Within the public sector, most organizations still utilize a probationary period.

5. Adopt Investment Policies

Town Manager Churchill reported that the Finance Committee has added an additional reporting requirement for adopting investment policies. This policy is an update of the 1988 policy, which incorporates the model investment guidelines.

Council member Haverstock asked if the "linked deposit" policy is utilized by other municipalities and what their experience has been. Town Manager Churchill responded that this is more prevalent in New York State, Ohio and also in the west. James Burke, Director of Economic Development, responded that all the guidelines have to be developed, the procedures, the safeguards, etc. It provides the chance to leverage a private sector deal. In most successful programs there is no risk to the town or the state. They won’t loose their capital because they rely on the bank to secure the bank as they normally would. The money the Town puts up is not the security for the loan. The bank can only take the collateral on the loan if the business fails.

Moved by Council member Trinks, seconded by Council member Broxterman to approve the updated Investment Policy as presented and amended by the Finance Committee.

Motion Passes 9-0-0

6. Add Item 12F Referral of 330 Windsor Avenue to the Public Building Commission to the Agenda

Motioned by Council member Trinks, seconded by Council member Broxterman to add the item to the agenda.

Motion Passes 9-0-0

Motioned by Council member Trinks, seconded by Council member Simon to refer Phase II of the 330 Windsor Avenue Project to the Public Building Commission. Phase II shall include renovations to allow for the relocation of the Caring Connection, construction of a community room, and locker room/rest rooms based on Option C of the July 2000 design report. Funding authorization including design cost and contingency is $1,030,000.

Motion Passes 7-2-0 with Council members Albano and Pacino opposing.

 

Moved by Council member Pacino, seconded by Council member Trinks to table Items A-W.

 

Motion Passes 9-0-0

 

1. Minutes of the July 2, 2001 Public Hearing

 

Moved by Council member Haverstock, seconded by Council member Broxterman to accept the minutes of the July 2, 2001 Public Hearing. Corrections: None.

 

Motion Passes 9-0-0

 

2. Minutes of the July 2, 2001 Town Council Meeting

 

Moved by Council member Haverstock, seconded by Council member Broxterman to accept the minutes of the July 2, 2001 Town Council Meeting. Corrections: None.

 

Motion Passes 9-0-0

 

3. Minutes of the July 23, 2001 Special Town Council Meeting

Moved by Council member Haverstock, seconded by Council member Broxterman to accept the minutes of the July 23, 2001 Special Town Council Meeting. Corrections: Page 3 – Council member Pacino’s comments for closing recent developments of CRRA and MDC have persuaded him to vote for closure. Page 2 – Council member Ristas comments in the 2^nd paragraph from the bottom, 3^rd line from the bottom should read "a first class residential, recreational and corporate area".

Motion Passes 9-0-0

 

Mayor Hogan reported that several Council members have received calls regarding the Allen Street repaving and curbing concerns. She requested that Town Manager Churchill research the concerns.

 

1. Discussion Concerning the Appointment, Employment, Performance, Evaluation, Health or Dismissal of a Public Officer or Employee.

Motioned by Council member Haverstock, seconded by Council member Broxterman to enter into Executive Session for Discussion Concerning the Appointment, Employment, Performance, Evaluation, Health or Dismissal of a Public Officer or Employee at 10:15 p.m.

The motion passes 9-0-0

The Town Council re-entered regular session at 10:50 p.m.

Council member Pacino made a motion, seconded by Council member Haverstock, to approve a $3,000 performance bonus for Town Manager Churchill.

Motion passed 9-0-0.

17. Adjournment

Motioned by Council member Trinks, seconded by Council member Broxterman to adjourn the Regular Town Council Meeting at 10:51 p.m.

Motion Passes 9-0-0

Respectfully submitted,

Kristin Countryman

Substitute Clerk of the Windsor Town Council

cc: Town Clerk

Main Library

Wilson Branch