Mayor Trinks called the regular meeting to order at 7:43 p.m.

1. Roll Call – Present: Mayor Trinks, Deputy Mayor Curtis, Councilor Albano, Councilor Broxterman, Councilor Jepsen, Councilor Mulligan, Councilor Pacino, Councilor Simon and Councilor Walker.
2. Prayer – Councilor Pacino
3. Pledge of Allegiance – Councilor Pacino
4. Resolutions and Awards

None.

5. Public Communications and Petitions

None.

6. Report of Appointed Boards and Commissions

1. Youth Commission

Ms. Florence Barlow, Interim Chairperson, and Ms. Catherine Moreton, Former Chairperson of the Youth Commission, addressed the Council. It has been a very active year for the commission. A number of new members have joined the Commission. It is now a time of transition with Ms. Barlow taking over the Chairperson position on an interim basis. The Commission currently has three vacancies and there are a number of ex-officio members in the Commission. Ms. Moreton gave an overview of the projects the commission is currently involved in.

Ms. Barlow discussed future goals, which included working with the PAL center and how to use the center for the entire town, not just the southern section. They would like to have a Super Bowl party for youth at the center. The commission hopes to complete a review of substance abuse prevention and will continue to support the skate park, PAL and other youth activities in town.

Councilor Jepsen asked about the zero tolerance policy. Ms. Moreton responded that the Commission was contacted by a parent in town who raised concerns about the Juvenile Review Board. Ms. Moreton stated that the Commission is interested in finding out more regarding the zero tolerance policy in the school and what constitutes a referral to the Juvenile Review Board.

Apply for Your Windsor Public Library Card on the Internet!

The Windsor Public Library has made it possible for you to apply for your library card on-line.

It’s simple! Go to www.windsorlibrary.com, and click on "Apply for a Library Card". Choose one of three options: adult, youth, or out-of-state patron who works in Windsor, and click on the "Apply" button. Read the form carefully, fill in all the information, and click "Submit". Expect your card to arrive in the mail within the business week.

To validate your card, simply bring it to the library with you on your first visit, along with a piece of valid identification (such as your driver’s license). If you are a youth, bring in a printed version of your form, signed by your parent or guardian.

Non-residents are also welcome to borrow materials at the library, but need to use a library card from their hometown. For more information, call 285.1910.

Caring Connection Clients to Benefit from Grant

I am pleased to announce that the Caring Connection Adult Day Health Center was recently awarded a grant from the Hartford Foundation for Public Giving in the amount of $14,628.00, which is an increase of $3,000 from last year’s grant amount. This grant is paid for by the Brainard Fund and is awarded to Caring Connection clients on an as needed basis to pay for "free days" in our program. Eligible clients are those who cannot receive any state aid, but are in need of financial assistance for health needs. Congratulations to the Caring Connection staff for their successful pursuit of these grant funds.

Tax Forms Available at Windsor Libraries

Windsor Public Library and the Wilson Branch Library have the answers to your tax questions. During the 3 1/2-month tax season, the libraries will distribute more than 50,000 tax forms and instruction booklets. These tax forms and instruction booklets begin to arrive in early January and we continue to receive shipments from state and federal distribution centers through the tax season. Other resources available include the J. K. Lasser Tax Guides and books of reproducible federal, Connecticut and Massachusetts forms that can be copied, filled in, and sent to the appropriate tax office. For unique or seldom used tax forms, library staff can access federal and state tax office Internet websites.

Beginning in February both libraries will offer free tax assistance in cooperation with local volunteers trained by the IRS's VITA program. These volunteers will be available by appointment to help individuals with their tax returns. In February call the main library at 285-1918 or the Wilson Branch Library at 247-8960 to book tax help appointment.

Windsor Shopping Center Update

According to the owner of the Windsor Shopping Center properties, holiday sales for the major stores in the center were good. In fact, some of the stores indicated that they exceeded last year's sales.

The current facade renovation project should be complete within two weeks. They have some fascia panels to install and some brick sections to finish. As you may recall, the Town of Windsor invested $300,000 via CDBG funds into the $450,000 project. This investment is in the form of a 20-year loan at 1% interest.

The Windsor Shopping Center has a total area of 185,000 square feet, which includes the new CVS. Of this area, 15,300 square feet is currently vacant. This includes: a 7,000 square foot portion of the former Waldbaum's which is vacant but still leased and 8,300 square feet that was the former CVS.

There has been some interest in the vacant space but that it has slowed since September.

Solid Waste Disposal

The Landfill Team recently developed and sent out a "Request for Expressions of Interest" to solid waste firms and disposal sites. This RFEI was sent to forty-two companies, of which nine responses where received in mid-December. The vendors proposed either transporting the waste to a location outside Windsor, disposing of the waste elsewhere, or transporting and disposing of the solid waste. Most of the responses also stated whether the vendor would be interested in transporting and/or disposing Windsor’s Municipal Solid Waste or the bulky waste at another location. Disposal sites included resource recovery facilities or landfills in Connecticut, Massachusetts or New York State.

Copies of these responses are available for review in the Finance Department. The responses received will be used by the town to help shape a formal Request for Proposal (RFP) for these solid waste services. This RFP will be developed and advertised over the next several months.

Town Employee’s Son Goes for the Gold!

Jeff Greenwood, son of 30-year town employee and Windsor Public Works Crew Leader Ken Greenwood, is going to the 2002 Salt Lake Olympics to compete in the snowboarding competition! He will be competing in the parallel giant slalom event at these Olympics. Jeff is 26 years old and now lives in Bend, Oregon. He was an alternate in the Olympics 4 years ago in Japan. We wish Jeff the best of luck.

Windsormag.com Provides Community Information

Windsor Magazine Online is a new project that's all about Windsor and only about Windsor. This community website, inspired by the Civic Participation Program was developed and is being maintained by Windsor resident Paul Essenfeld. The website aims to be a relevant source of Windsor information.

Community organizations can submit their events and activities to be included on the site and Windsor residents can also submit your free classified ads. There is also an "opinion" link and much more at http://www.windsormag.com

2001 Holiday Program Exceeds Goals

Donations for the annual Town of Windsor Holiday Program allowed distribution of food and toys to 95 Windsor families with 267 children receiving toys. 30 seniors and disabled adults received gift certificates and 40 adults in need received a holiday box filled with an assortment of items.

The Health and Social Services staff would like to thank the Windsor ChAMBER of Commerce and the Loomis Chaffee Community for their generosity. In addition, special thanks to the many churches, civic groups, schools, businesses, families and individuals that donated so generously.

Windsor E-Calendar Debuts on Town Website!

A complete listing of all Windsor government meetings is featured on "Windsor E-Calendar" which was unveiled today on the Town of Windsor website.

In an easy to navigate calendar format, internet browsers can find the date, time and location of any Town of Windsor board or commission meeting.

Special links to the Town Council and Board of Education will also provide upcoming agenda information. To view the calendar, visit the Town of Windsor website at www.townofwindsorct.com

Deputy Mayor Curtis asked what the target date for making a decision on a disposal site for solid waste is as well as the projected closure date. Town Manager Churchill responded that it is difficult to project the date because the economy has an impact on the landfill. The target date will be based on landfill capacity.

Councilor Simon asked for a follow up on the grant from the State for Sharshon Park and Washington Park. Town Manager Churchill responded that he would give specific timetables for those projects at the next Council meeting.

Councilor Albano – None.

Councilor Broxterman – None.

Councilor Jepsen – encouraged residents to attend the Windsor Civic Participation meeting.

Councilor Mulligan – announced that Connecticut has become the fifth state in the nation to have a statewide AMBER program which involves usage of the emergency alert system to notify public safety agencies of missing children. He thanked Chief of Police, Kevin Searles, for his assistance in initiating this program.

Councilor Pacino – congratulated Councilor Mulligan for his involvement with the AMBER program that went into effect today. He requested a presentation on the program in the future.

Councilor Simon – reported that the Town of Glastonbury has a program for old cell phones that are collected and donated to senior citizens. The phones are then programmed for use in emergencies. He suggested that the Health and Safety Committee look into the program further.

Councilor Walker – stated that he would like the Board of Education and the Town Council to work together, putting politics aside, when dealing with issues for the sake of the children.

Deputy Mayor Curtis – reminded residents about the January 15^th Civic Participation meeting at 330 Windsor Avenue.

Mayor Trinks – reported that the Windsor E-calendar is now available on the town website. Meeting dates, times and locations will be posted on the E-calendar. Mayor Trinks invited Councilor Mulligan to make a presentation on the AMBER Program. Mayor Trinks referred the cell phone recycling program to the Health and Safety Committee for review.

Finance – Chairman Simon reported that the Committee met on January 2^nd and will meet again on January 14^th. Items discussed at the January 2^nd meeting are on the agenda for later this evening.

Special Projects – Chairperson Walker stated that the Committee will be meeting before the next scheduled Town Council meeting.

None.

1. An ordinance appropriating $375,000 for reconstruction and realignment of Laurel Avenue and related improvements and authorizing the issue of $375,000 bonds and notes to finance the appropriation.

Mr. Tom Lenehan, Town Engineer, reported that the reconstruction of Laurel Avenue has been on the Capital Improvement Program for many years. The pavement surface has deteriorated. The existing storm drainage system is inadequate in both size and coverage and requires frequent maintenance. It is proposed to reconstruct Laurel Avenue, approximately 965 feet from Windsor Avenue to Plymouth Street, installing new drainage, curbing, sidewalks, landscaping and pavement section.

It is proposed that $375,000 in bonding be authorized for the design and reconstruction of Laurel Avenue. An 8-24 approval from the Town Planning and Zoning Commission will be needed for this project before work can commence; however, the bond resolution can be passed prior to that time.

Councilor Pacino asked about the size of the drainage pipes. Mr. Lenehan answered that the pipes are currently 8" and the smallest pipe that would be installed is 15".

Councilor Albano asked why we are seeking funds for the project without a completed design. Mr. Lenehan responded that this request for authorization is timed so that the project bonding can be combined with the Windsor High School bond set for February 2002.

Councilor Simon inquired about the next anticipated opportunity to bond this project. Town Manager Churchill responded that the next bonding opportunity would be in September. The project is scheduled to begin in June.

Councilor Jepsen asked for clarification on the 8-24 review. Town Manager Churchill clarified that an 8-24 review is necessary, and that it hasn’t been done yet.

Councilor Albano asked it we could borrow from reserves to perform the process and bond the project in the fall. This would enable input from residents. Town Manager Churchill replied that we could borrow from reserves. The drainage design has been performed and the cosmetic design has not yet been finalized. Councilor Broxterman commented that interest rates could be more favorable now. Councilor Albano is surprised that we are bonding without a completed design plan. His concern in delaying the bonding is not necessarily to save money, but rather to get resident input.

Mayor Trinks said that he is in support of authorizing the bonding.

Councilor Simon asked for the opportunity for the Council to approve the final design, when completed, of the project. He asked how soon the authorization is needed before the bonds are purchased. Town Manager Churchill responded that the intention is to get approval tonight then secure the bonds in February.

Mr. Lenehan said that the plans are to meet with residents in mid-February and then get the design completed a few weeks after that. Councilor Mulligan encouraged moving this project along to alleviate basement flooding and other drainage issues for the residents.

Councilor Albano asked if there would be a monitoring mechanism in place. Mayor Trinks said that it could be referred to Town Improvements Committee for monitoring. Councilor Mulligan also suggested that a member of the Committee attend the resident meetings and report back to the Council.

Motioned by Deputy Mayor Curtis, seconded by Councilor Simon that an ordinance appropriating $375,000 for reconstruction and realignment of Laurel Avenue and related improvements, and authorizing the issue of $375,000 bonds and notes to finance the appropriation be approved.

Motion Passed 9-0-0

1. Presentation from Farmington River Association

Mr. Kevin Case, Director of the Farmington River Watershed Association (FRWA), and Ms. Kathy Perlitz, former Board member of FRWA, reported to the Council and presented a video. The Farmington River has been an important component of Windsor’s history, economy and culture. The river’s role in shaping Windsor’s society has been so significant that a cooperative venture, spearheaded by the FRWA was launched to create a video that conveys this story. The video is intended for two main audiences, the citizens of Windsor and visitors and tourists. Some of the desired outcomes of the project are: increased tourism in Windsor, increased interest in the river, growth in FRWA membership, a deeper understanding of the river among citizens and tourists, and a greater appreciation of Windsor’s historical features which were influenced by the river. The Town of Windsor contributed $4,000 to this project in FY 2001.

Distribution of the video will begin shortly. Educational materials for schools will also be developed. Mayor Trinks commended the video production. Deputy Mayor Curtis thanked Mr. Case and Ms. Perlitz for the presentation and asked if a copy could be displayed on WIN-TV. Mr. Case said that it is in their plans.

2. RFP for Audit Services for FY ’03 and Beyond

Councilor Simon stated that the Finance Committee has reviewed and approved the attached RFP for audit services and is recommending that the attached RFP be approved and sent out. The primary purpose of an annual audit is to express an opinion on the general purpose financial statements taken as a whole as to whether they accurately reflect the organization’s activities.

The Finance Committee would review the RFP responses and interview a selected number of those firms. It would then recommend a firm to the Town Council, and the Council would then approve a firm on April 8, 2002. The term of the contract in this standard form RFP is for a three (3) year contract, with the option to renew for up to two (2) years. With the significant upfront work involved for an audit firm, it is standard to have a multi-year contract so that the firm can recoup their initial start up costs. Expenses for the recently completed audit were approximately $49,000. The amount budgeted for FY 2003 will be comparable and then adjusted dependent on the information provided by the RFP respondents.

Deputy Mayor Curtis asked if there were any concerns with the current firm. Councilor Simon reported that there were no concerns.

Moved by Councilor Simon, seconded by Councilor Albano that the request for proposals for Audit Services as recommended by the Town Council Finance Committee be approved and administered consistent with its timetable.

Motion Passed 9-0-0

3. Budget Calendar and Format for fiscal year 2002-2003

The Budget Calendar outlines the process for submittal, review and adoption of the annual operating budget. The Town Manager’s proposed budget would be submitted o the Town Council by March 22nd followed by the Council’s budget work sessions on Mondays and Wednesdays throughout April. The schedule also includes the necessary public hearings and adjourned town meeting (referendum) date.

In addition to the proposed calendar, a proposed format change is recommended. The format change would affect the Personnel Requirements table in the budget document. On January 2, 2002, the Finance Committee voted 3-0 to recommend the aforementioned changes to the budget format.

Motioned by Councilor Simon, seconded by Councilor Broxterman that the attached Budget Calendar for FY 2003 be adopted.

Motion Passed 9-0-0

Motioned by Councilor Simon, seconded by Councilor Broxterman that a Public Hearing for input from the public regarding the FY 2003 budget be scheduled for February 4, 2002 at 7:15 p.m.

Motion Passed 9-0-0

Motioned by Councilor Simon, seconded by Councilor Walker that a public hearing for input from the public regarding the FY 2003 budget submitted by the Town Manager be scheduled for April 1, 2002 at 7:15 p.m.

Motion Passed 9-0-0

Motioned by Councilor Simon, seconded by Councilor Mulligan that the Adjourned Town Meeting, also known as budget referendum, be scheduled for May 7, 2002.

Motion Passed 9-0-0

Motioned by Councilor Simon, seconded by Councilor Broxterman that Personnel Requirements be presented in the FY 2003 budget as illustrated in the attachment "Proposed Format for Personnel Requirements."

Motioned by Councilor Albano, seconded by Councilor Simon to amend the motion to include the number of employees in service for 12 full months.

Motion Passed 9-0-0

4. Outstanding Purchase Orders

Councilor Pacino inquired about the Matching Grant Program and asked if any discussion has been made regarding if the money is not used by a certain date, that the funds go back into the program or they could apply for an extension. Town Manager Churchill responded that there is a 12-month waiting period before you could apply for a grant again. There is a stipulation to use the funds within 12 months, but extensions have been made and are not uncommon. There have been projects denied because insufficient or unreliable information is submitted, but the town assists the organization in the grant process application and they are subsequently approved.

Motioned by Councilor Simon, seconded by Councilor Albano to re-approve the attached list of Outstanding Prior Year Purchase Orders.

Motion Passed 9-0-0

Motioned by Councilor Simon, seconded by Councilor Albano to create Capital Project 02-577, Route 159 Improvements.

Motion Passed 9-0-0

Motioned by Councilor Simon, seconded by Councilor Broxterman to move $10,000 (balance in purchase order #17754) from General Fund to Special Revenue account 03-317 (330 Windsor Avenue).

Motion Passed 9-0-0

Motioned by Councilor Simon, seconded by Councilor Broxterman to move $43,718 (balance in purchase orders #18113 and 17844) from General Fund to Capital Project Account #02-577 (Route 159 Improvements).

Motion Passed 9-0-0

5. Amendments to Personnel Rule, Section 15-2, Deferred Compensation

Town Manager Churchill reported on the deferred compensation proposal.

Mayor Trinks referred the amendments to Personnel Rule, Section 15-2, Deferred Compensation to the Finance Committee.

6. Amendment to Personnel Rules, Section 10-11 C, Military Leave

Councilor Pacino stated that this amendment would assist the employee and their families if an employee were called into active service.

Councilor Walker believes that Connecticut Legislature has enacted a law similar to the amendment proposed. He asked if our amendment ties into the intent of the State’s. Town Manager Churchill responded that the Town of Windsor will follow federal and state laws. We are going beyond the federal law by paying the differential.

Motioned by Councilor Pacino, seconded by Councilor Broxterman to change the current language in Section 10-11 C of the Personnel Policies be deleted and replaced with the proposed language in "Attachment A".

Motion Passed 9-0-0

7. Authorization of Funding for Sanitary line at Landfill

Mr. Tom Lenehan, Town Engineer and Mr. Irv Slike, Landfill Manager, addressed the Council. It is proposed to install a sanitary line at the Windsor Bloomfield Landfill, replacing an existing septic system. The estimated cost for installation of this sanitary line is $150,000. It is proposed to use Landfill Enterprise cash reserve funds from the fund balance reserved for Leachate Collection. The Town Planning and Zoning Commission recommended approval of this installation at their meeting on December 11, 2001.

Moved by Councilor Mulligan, seconded by Councilor Pacino to approve the installation of the proposed sanitary line and appurtenances at the Windsor Bloomfield Landfill to serve the landfill offices, maintenance area and the future leachate collection system; that the Town Manager be authorized to sign a Developer’s Agreement and easement with the Metropolitan District Commission to distinguish ownership and maintenance responsibilities, and that funds from the Fund Balance Reserved for Leachate Collection be used to fund the installation and associated costs of this sanitary line.

Motion Passed 9-0-0

8. Approve Amendments to Town Council Rules of Order

Motioned by Councilor Jepsen, seconded by Councilor Broxterman to approve the proposed changes to the Rules of Order for Town Council dated January 16, 2001 as follows: on Page 6, Order of Business – Move Roll Call to Number I in the order of business; on Page 6, Order of Business – Change the wording of IV from Resolutions to Proclamations/Awards; on Page 6, Order of Business – Add the item "Board of Education report" onto the first regular meeting of the month; on Page 10, Council Requests to Staff – Replace the phrase "one man-hour of staff time" with the phrase "one hour of staff time".; on Page 12, Requests for Staff Project - Delete the word "typists" and replace with the word "staff".

Councilor Jepsen requested that the protocols for electronic meeting notification be considered for incorporation into the Council Rules of Order. Mayor Trinks referred the recommendation to Special Projects.

Motion Passed 9-0-0

9. CIP Presentation

Mr. Gregg Pavitt, Finance Director, reviewed the proposed Capital Improvement Program (CIP) for fiscal years 2003-2008. Bond issues would fund the majority of projects. Windsor has shifted from a low-debt municipality to a moderate-debt municipality. One of the goals in crafting this CIP is to limit new bonding for several years until the town’s current debt load subsides. Bonds were refinanced last spring, which resulted in significant savings.

Councilor Pacino asked if there were alternate offices for staff while asbestos removal of tiles at L.P. Wilson is performed. Town Manager Churchill responded that they would work around staff schedules.

Councilor Walker asked about Hayden Station Road, he didn’t see it on the CIP. Town Manager Churchill stated that the project has been approved and was funded this fiscal year. Mr. Lenehan reported that the DOT is advertising the project. Windsor’s portion of the project is the curbing and the sidewalks. The bid opening date has been extended to January 17, 2002. The contract would be awarded within 60 days.

Mayor Trinks referred the CIP to Town Improvements Committee.

10. Introduce Debt and Fund Balance Policy

Mr. Gregg Pavitt, Finance Director introduced the policies, which are an effort to standardize and rationalize the issuance and management of debt by the town of Windsor, and for the maintenance of fund balance targets in the Town’s General and Capital Projects Fund.

The primary objectives of a debt policy are to: establish conditions for the use of debt; create procedures and policies that minimize the town’s debt service and issuance costs for the bonds that are issued; retain the highest practical credit rating; maintain full and complete financial disclosure and reporting; and maintain established levels of debt within certain measures of affordability.

The primary objective of a fund balance target is to: establish a target range for the town’s General Fund end-of-year balance as a percentage of the town’s operating expenditures; establish a target range for the unencumbered balance in the Capital Projects Fund.

The Finance Committee will be reviewing these policies at their January 14, 2002 meeting.

Motioned by Councilor Pacino, seconded by Councilor Jepsen to accept the resignations of Catherine Moreton from the Youth Commission, Michael McDonald from the Youth Commission, Michael McDonald from the Housing Code of Appeals, Michael McDonald from the Board of Assessment and Appeals, Janice Lawlor from the Aging & Handicapped Commission and accept the appointment of Scott Suty as a Member to the Youth Commission (replacing prior appoint as Alternate Member).

Motion Passed 9-0-0

Motioned by Councilor Albano, seconded by Councilor Jepsen to accept the appointment of Robert Rispoli to the Inlands Wetlands & Watercourses Commission for a four year unexpired term to expire March 31, 2002 or until a successor is appointed.

Motion Passed 9-0-0

Motioned by Councilor Pacino, seconded by Councilor Broxterman to table items G-R and T-HH.

Motion Passed 9-0-0

14. Minutes of Preceding Meetings

1. Minutes of the December 17, 2001 Town Council Meeting

Corrections – None.

Motioned by Councilor Broxterman, seconded by Councilor Jepsen to approve the minutes of the December 17, 2001 Town Council Meeting as presented.

Motion Passed 9-0-0

None.

None.

Moved by Councilor Broxterman, seconded by Councilor Albano to adjourn the Regular Town Council Meeting at 9:55 p.m.

Motion Passed 9-0-0

Respectfully submitted,

Kristin Countryman

Clerk of the Windsor Town Council

Cc: Town Clerk

Main Library

Wilson Branch