Mayor Trinks called the regular meeting to order at 7:32 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 – Deputy Mayor Curtis
    
3. Pledge of Allegiance – Deputy Mayor Curtis
    
4. Proclamations/Awards
   None.
    
5. Public Communications and Petitions
   None.
    
6. Report of Appointed Boards and Commissions

1. Board of Education

None.

7. Town Manager’s Report

Once again the Windsor Community pulled together and donated enough toys for the three-hundred and twenty (320) children who participated in our Annual Holiday Toy Program. Donations flowed in from the schools, businesses, civic groups, churches, individuals and families.

Gift Certificates to local grocery stores were donated and mailed out to forty-three (43) people, most of whom are seniors.

The Loomis Chaffee Community provided us with forty (40) gift boxes that were delivered to adults with chronic illnesses and disabilities. These boxes were filled with gifts and decorated for the season.

Many people volunteered their time to assist the Social Service Staff and the Windsor Community Service Council to make the holidays a happy time for those in need.

Although the Windsor Community continues to be blessed in so many ways, our local food bank has seen an increase in usage in the past year. As a reminder, monetary donations to the Windsor Community Services Council are accepted year-round and used to purchase food at Foodshare to keep the Windsor Food bank stocked. In addition, food donations and personal items such as bar soap, shampoo, and toothpaste are always needed. For more information on the Windsor Food Bank, please call 285-1842.

As reported to you on December 16, 2002, the Governor has proposed mid-year reductions to town aid for the General Assembly to consider. These proposed reductions go beyond the Governor’s rescission authority and require approval by the General Assembly. The proposed reductions include $619,988 in general government aid and $503,085 in reduced Education Cost Sharing for a total of $1,123,073 that could be effective as early as January 9, 2003. In addition, some local revenues are showing the effects of a slowing economy. Interest earnings are $350,000 lower than budgeted; building permits are projected to be $50,000 lower than budgeted; and pupil transportation cost funds down $20,000. Increased ECS funding of $288,000 and $20,000 in additional recording fees offsets these reductions. Several actions have been implemented that fall in the following categories, and some as early as June 2002. They include:

• Frozen positions now total 11 for a projected FY 2003 savings of $350,000
• Move the Radio Communication System from cash funding to debt financing for a savings of $270,000
• Suspend all discretionary spending with projected savings as follows:

• Recruitment and training estimated at $75,000
• Travel estimated at $30,000
• Miscellaneous expenses such as publications, food, supplies, and small equipment totaling $20,000
• Heating/Cooling: reducing temperatures in all Town facilities 2 degrees for $6,000 in savings.

In addition, normal purchasing procedures are suspended. Effective immediately purchases of $1,000 and above will require a purchase order as a method to ensure these restrictions are effective. All purchase orders will require the approval of the Finance Director. Major purchases still require my approval. These actions are estimated to generate $568,000 in additional savings above the $183,000 reported in December 2002 for this fiscal year. Some of them may have to be considered for FY 2004 depending on actual State Aid reductions and savings generated from other sources, if any.

This scenario also affects our planning for the FY 2004 Budget process. I expect the Governor to propose a new round of reductions. We need to keep in mind that the current reductions are trying to address a $550 million deficit, and the FY 2004 projected deficit is $1.5 billion. Budget Guidelines were distributed earlier today throughout the organization that describe an 80 percent base budget. I do not advocate for 20% across the board reductions for FY 2004 (10% to 15% would do the job), but I may need 20% worth of service level reduction choices to achieve the desired results.

Of course, this is a fluid situation and I will keep the Council and community updated.

The National Association of Police Athletic Leagues, Inc. has awarded Windsor P.A.L. a 2003 Police Athletic League Youth Enrichment Program sub-grant in the amount of $40,923.

P.A.L.'s grant application included plans for programming such as after-school math and language arts tutoring, an exploration of culture and arts program, a flag football league, an open athletics program, and boxing.

These programs will be available to all P.A.L. members. For more information call 285-1990.

As a result of the high number of arrests made, the State of Connecticut recently notified our Police Department that they have qualified to receive the next round of live scan electronic fingerprinting technology. The equipment should arrive in late February to early March. This equipment, which provides inkless fingerprinting, has a number of benefits. It will link us to the AFIS (Automated Finger Printing Identification System) in the future, and can provide an ID on the person within 4-10 minutes. In addition, the machine provides instant feedback on whether you have acceptable quality on the prints you are taking.

The Town has been awarded a supplemental grant in the amount of $109,502 through the Community Development Block Grant (CDBG) - Small Cities Program for the retrofit of space at 330 Windsor Avenue. This facility enhancement will allow for the Caring Connection to deliver adult day care services to a greater number of elderly residents. This amount is in addition to $300,000 previously awarded through the CDBG program.

Last November, a number of communities including Bloomfield, Windsor Locks, E. Granby, Granby, Suffield and Windsor were asked about their interest in a regional Public Safety Answering Point (PSAP). Each town was asked to make a commitment by December 16, 2002 to express their interest in a regional PSAP. As it turns out, Windsor & Bloomfield were the only communities that expressed any interest in this endeavor.

State law requires that at least three communities form a regional PSAP. Therefore, a regional PSAP will not be pursued further unless one of the communities mentioned above changes its mind.

Mr. Brian Funk, Director of Public Works gave an update on the snow plowing and its financial implications. Four of the eleven positions that have been frozen are Public Works positions, which will affect snow removal efforts. He reviewed the budget for snow plowing. Materials such as sand and salt are being moved to the town Road Aid account, which can be used for such expenses but not for overtime expenses. If additional funds are needed for materials or overtime, funds will be taken from pavement management which will impact the amount of sidewalk repairs to be completed this Spring.

Councilor Pacino asked if the Small Cities Grant for $109,000 requires special permission from the State to use the money for 330 Windsor Avenue. Town Manager Churchill replied that permission is not required and that there is a presumption that the elderly population meets the income guidelines.

Councilor Simon asked how many people are left to do plowing. Mr. Funk answered that everybody in the union or operation side of Public Works does plowing. They also borrow from the landfill and engineering staff for overtime plowing. Perhaps 20-21 people currently. Councilor Simon noted that we have a little more money in the General Fund Reserve than we thought and he feels that if we need the funds for plowing, he is in favor of using the General Fund Undesignated Unreserved Fund Balance.

Councilor Simon asked if we would have $3 million less in state aid next year. Town Manager Churchill confirmed the assumption. Councilor Simon said that it’s important for Town residents to understand the financial implications of these cuts.

8. Communication from Council Members

   Councilor Albano – None.

   Councilor Broxterman – None.

   Councilor Jepsen – gave a book to the Town Manager that mentions Windsor, including Griffin Land and SummerWind.

   Councilor Mulligan – None.

   Councilor Pacino – hopes that the BOE will work with the town to help offset the budget deficits.

   Councilor Simon – None.

   Councilor Walker – noted that the Town Manager followed up on the traffic light issue at Columbia Avenue. He mentioned that the Town Manager is doing an excellent job being proactive in terms of addressing the budget issues. He stated that Windsor is in much better shape than neighboring communities. He also agrees with Councilor Simon that plowing the streets is important.

   Deputy Mayor Curtis – agrees that it is important that strong management and leadership will get us through this budget crisis. It is imperative to ensure that we hold onto the successes here in Windsor, on the town side and the BOE.

   Mayor Trinks – informed residents that Public Works will finish the cleanup of the snow soon. He wants residents to be patient, given staff reductions in Public Works. He also encouraged residents to watch WG-TV for winter storm information and the snow plow show.
    

9. Reports of Standing Committees

1. Finance Committee – None.
2. Town Improvements Committee – met December 17^th to discuss the surface transportation program.
3. Health and Safety – None.
4. Special Projects – None.
5. Joint Board of Education/Town Council Committee – Councilor Simon reported the committee met this evening to discuss the town’s financial picture and the potential ramifications of future cuts in town and from the State. The BOE will try to get every dollar savings from their budget. They discussed the proposed policy for the naming of public facilities. The BOE is going to review the policy and will return to the joint committee with comments. It will then be presented to the Town Council after the BOE review. Mayor Trinks noted his appreciation of Councilor Simon’s work on the Joint Committee.

10. Ordinances

1. An ordinance appropriating $275,000 for Public Safety Communications System upgrades and authorizing the issue of $275,000 bonds and notes to finance the appropriation.

The public safety radio system is scheduled to be replaced over a two-year period with Phase I being initiated in the current fiscal year. The current system is over fifteen years old and there are significant issues and concerns regarding equipment reliability and geographic coverage, which directly relates to firefighter and police officer safety.

In order to address a decline in actual and projected revenue for this fiscal year, the Town Council is requested to alter the funding source for Phase I. The Council appropriated $300,000 last May but the Town Council is requested to consider bond financing of $275,000 for Phase I. This will allow $270,000 in cash to help offset the cuts in state aid and lower investment earnings.

Councilor Pacino asked if this would be compatible if we find a third town for the regional effort. Town Manager Churchill confirmed this, but he is doubtful of that occurrence in today’s environment.

Councilor Simon asked if we will see improvements from Phase I alone or is Phase II required to see any improvements. Mr. Peter Souza stated that we would see improvements on both Police and Fire frequencies in Phase I. Phase I improves the system infrastructure and ensures that they are working, Phase II replaces mobile and portable radios.

Councilor Pacino asked if we received an estimate, how much would it cost to implement Phase I & II at the same time. Mr. Souza said that we did receive estimates and the savings were not significant enough to warrant it.

Councilor Albano asked if the Police have laptops in the police cars and if they are compatible. Chief Searles said that the laptops would be upgraded in a separate project to be interactive to the communications system.

Mayor Trinks asked if the new signal would take care of the dead spots in communications. Chief Searles confirmed this.

Councilor Albano asked if Police Officers using cell phones in their car are using their own or the department’s cell phone. Chief Searles said that they are personal property and they are not to be used while driving.

Moved by Councilor Mulligan, seconded by Councilor Pacino that the following ordinance entitled "AN ORDINANCE APPROPRIATING $275,000 FOR PUBLIC SAFETY COMMUNICATIONS SYSTEM UPGRADES AND AUTHORIZING THE ISSUE OF $275,000 BONDS AND NOTES TO FINANCE THE APPROPRIATION" having appeared on December 16, 2002 agenda as item 12 (k) be hereby adopted following a public hearing on the aforesaid ordinance.

Motion Passed 9-0-0

11. Unfinished Business

The Capitol Region Council of Governments (CRCOG) has solicited member towns to submit applications for the Surface Transportation Program. The town is responsible for 20% of the total cost of the design, ROW and construction and for all future maintenance including project components located within the State ROW.

Town Manager Churchill said that these are federal funds, the application process is strict and competition is fierce. He said that there is a possibility of more funds becoming available through President Bush’s economic stimulus program. Mr. Tom Lenehan, Town Engineer, gave an overview of the three projects. Funding decisions won’t be made until late in calendar year 2003. If these projects are approved for funding, the town will be responsible for 100% of its cost, obtaining 80% reimbursement.

1. Authorization to submit application to the Surface Transportation Enhancement Program for Riverfront Bike Path

   The recommendation is for construction of a Riverfront Bike Path with approximately 3,000 linear feet of 10-foot bituminous concrete bike path from East Barber Street south to the town line, including the installation of two bridges. Estimated cost is $661,677.

   Councilor Pacino asked if we have to come up with the full cost of the project and submit for reimbursement. Mr. Lenehan confirmed this. Councilor Pacino asked if we have any way of prioritizing these projects. Mr. Lenehan stated that it is CRCOG’s decision.

   Councilor Jepsen asked for a history of the last time that we submitted a project to CRCOG. Mr. Lenehan noted a few of the projects, none of which were awarded funding at the time.

   Councilor Broxterman asked how many projects were submitted at that time. Mr. Lenehan said that five projects were submitted.

   Councilor Jepsen asked if the Hartford portion of the project exists. Mr. Lenehan said that it does not, it is in the plans of the Hartford Riverfront Recapture project. Councilor Jepsen asked if it is possible that this will be a bike path to the Hartford town line and end. Mr. Lenehan said that it could until Riverfront Recapture follows up with their portion of the bike path. Councilor Jepsen asked if the bike path is in the flood plain. Mr. Lenehan answered that it is not in the flood plain, but may cross the flood plain.

   Councilor Albano asked why the motion states approximately 20% of cost. Mr. Lenehan said that it is wording recommended from CRCOG.

   Moved by Deputy Mayor Curtis, seconded by Councilor Jepsen, resolved that based on a review of the proposed STP-Enhancement Project, Construct Riverfront Bikepath, that an application be submitted to the Capitol Region Council of Governments on behalf of the Town. Said application is submitted with the understanding that a portion of the cost, approximately 20% of the total project cost, will be the responsibility of the Town of Windsor and that the Town of Windsor agrees to maintain and insure the facility upon completion of the project.

   Motion Passed 9-0-0
    

2. Authorization to submit application to the Surface Transportation Enhancement Program for Median improvements for Route 159 Wilson

   The recommendation is for improvements to Route 159, Wilson. They will include improvements to the gateway corridor to Wilson by reconstructing the medians using granite curbing, brick pavers and landscaping; add lighting to median, install paver islands at intersections, add street furniture; add median cuts and a traffic signal at Bina Avenue. The estimated cost is $1,771,638.

   Councilor Pacino asked if street furniture includes bus stop benches. Mr. Lenehan said that it includes receptacles and benches. Councilor Pacino asked if we would have to obtain State approval for the streetlight. Mr. Lenehan confirmed this.

   Councilor Mulligan asked about the State DOT opposition to the pavers for the downtown area. Mr. Lenehan said that the DOT opposed the bump out areas, which would interfere with plowing, not the pavers.

   Councilor Broxterman’s concern is that if this project were chosen, it would cost $360,000 for our portion of the expenses. This is a concern for him in light of the $3 million in budget cuts next year. Town Manager Churchill said that speculatively, construction would begin in two to three years. Design funds may need to be appropriated next year.

   Councilor Mulligan followed up on Councilor Broxterman’s comments. In lieu of the Town Manager asking departments to reduce their budgets by 20%, it is in his opinion that it is irresponsible to spend funds on highway islands.

   Deputy Mayor Curtis asked if CDBG funds could be used for the 20%. Town Manager Churchill said that geographically, this project falls in that area. It is a separate application program.

   Councilor Pacino stated that this is just a vote for submittal and we can ultimately opt not to do the project if it is accepted by CRCOG. It is a prime entry into the town. He is supporting the project for submittal.

   Councilor Broxterman asked if we have in the past used CDBG funds to cover our costs of a project that we have been awarded. Town Manager Churchill and Mr. Lenehan are not aware of any projects.

   Councilor Simon asked if any of these are on the Capital Improvement list. Mr. Lenehan said that the bike path is not on the CIP, but the other projects are. Councilor Simon inquired if we had an opportunity to move up projects we are going to do anyway, why wouldn’t we submit more Capital Improvement projects. Town Manager Churchill said that these projects fit the CRCOG criteria.

   Mayor Trinks agrees with Councilor Pacino that Wilson is our southern gateway to town. If it is approved, we can assess if we can financially afford the project at that time.

   Councilor Albano noted that about 10-12 years ago the medians were improved. Town Manager Churchill responded that planter boxes were added. Improvement efforts are ongoing.

   Councilor Mulligan confirmed that the project is on the CIP FY 2006.

   Councilor Walker agreed with the Mayor’s comments on improving the Wilson area of town. He is in favor of submitting the project.

   Moved by Deputy Mayor Curtis, seconded by Councilor Pacino, resolved that based on a review of the proposed STP-Enhancement Project, Improvements to Route 159, Wilson, that an application be submitted to the Capitol Region Council of Governments on behalf of the Town. Said application is submitted with the understanding that a portion of the cost, approximately 20% of the total project cost, will be the responsibility of the Town of Windsor and that the Town of Windsor agrees to maintain and insure the facility upon completion of the project.

   Motion Passed 8-1-0 (Councilor Broxterman opposing)
    

3. Authorization to submit application to the Surface Transportation Enhancement Program for Windsor Center, Palisado Avenue Corridor Improvements

The recommendation is for improvements to Palisado Avenue Route 159. This will include visually and functionally improving Palisado Avenue gateway to Windsor Center by constructing sidewalks, fencing and landscaping, trees and decorative lighting on the east side of Palisado Avenue, from Windsor Center to the Historic District. The estimated cost is $904,100.

Councilor Jepsen asked how much work would have to be done under the railcrossing and near the river. Mr. Lenehan said that the East Side would need a retaining wall. Underneath the bridge, the travel lane would be reduced to one lane in each direction to allow for a bike lane. There is a sidewalk that crosses the bridge over the river that would be connected.

Councilor Broxterman said that if this project were chosen, would the railroad overpass bridge be beautified. Mr. Lenehan said that it is not part of the project, it is a separate issue with Amtrak. Councilor Broxterman commented that this would be a perfect opportunity to spend federal money on the bridge that the town and Amtrak do not want to spend money on.

Mayor Trinks added that connecting that area of town with the center would generate more pedestrian traffic.

Moved by Deputy Mayor Curtis, seconded by Councilor Jepsen, resolved that based on a review of the proposed STP-Enhancement Project, Improvements to Palisado Avenue, Route 159, that an application be submitted to the Capitol Region Council of Governments on behalf of the town. Said application is submitted with the understanding that a portion of the cost, approximately 20% of the total project cost, will be the responsibility of the Town of Windsor and that the Town of Windsor agrees to maintain and insure the facility upon completion of the project.

Motion Passed 9-0-0

12. New Business

1. Authorization to create an Open Space Fund

Town Manager Churchill summarized the requested action. The Windsor Conservation Commission proposes an ordinance providing for an Open Space Fund in conjunction with the town’s current update of the Plan of Development and Conservation. The town does not currently require developers to donate land as part of the residential subdivision approval process. The Town Planning & Zoning Commission has to adopt such an ordinance requiring open space as part of residential development. The TP&Z would then have the ability to provide an option for developers to make a financial contribution in lieu of open space under certain circumstances. Payment or the combination of payment and transfer of land in total shall be equal to if not more than 10% of the fair market value of the land to be subdivided prior to the approval of the subdivision.

Councilor Mulligan asked if there is something that would preclude any monies in the fund being transferred to the General Fund. Town Manager Churchill said that the fund is designated so it could not be transferred to the General Fund.

Councilor Jepsen asked if private contributions to this account would be tax deductible. Town Manager Churchill stated that contributions to local government are generally tax deductible but he would recommend that you seek the advice of your tax advisor.

Moved by Councilor Simon, seconded by Councilor Walker that the Windsor Town Council authorizes the creation of an Open Space Fund for the purpose of receiving private gifts for the acquisition and preservation of open space in the Town of Windsor.

Motion Passed 9-0-0

2. Approve FY 2004 Budget Calendar including setting of public hearing dates and recommended adjourned town meeting date

   Councilor Pacino asked if the Council or Town Manager are expecting the best to happen time wise and if we will be done on April 23^rd. Perhaps we should schedule additional meetings the last week of April.

   Councilor Simon noted that the budget sessions are about ½ hour longer this year so we have essentially built in another session.

   Moved by Councilor Broxterman, seconded by Councilor Jepsen that the attached Budget Calendar for FY 2004 be adopted.

   Motion Passed 9-0-0

   Moved by Councilor Broxterman, seconded by Councilor Jepsen that a public hearing for input from the public regarding the FY 2004 budget is scheduled for February 3, 2003 at 7:15 p.m. (prevailing time).

   Motion Passed 9-0-0

   Moved by Councilor Broxterman, seconded by Councilor Jepsen that a public hearing for input from the public regarding the FY 2004 budget submitted by the Town Manager be scheduled for April 7, 2003 at 7:15 p.m. (prevailing time).

   Motion Passed 9-0-0
    

3. Procurement Policies

Councilor Jepsen stated that some local businesses approached him about the town potentially providing a local vendor preference in our purchasing policies. He was hoping there was a way to use local businesses more. Perhaps we can use e-business and e-mail to inform local businesses of bidding.

Staff provided information that in FY 2002, 21% of the vendors the town has contracted with have been Windsor businesses. Also, the town has procured $1,434,654 (9.15%) in supplies, materials, equipment and services from Windsor businesses since July 1, 2002.

Towns and cities use a variety of mechanisms to provide a local vendor preference. For example, the City of Hartford and Town of Wethersfield allow city-based businesses which are 15% and 10% higher respectively than the low bid to be awarded the contract if the local business agrees to accept the award at the amount of the low bid.

Councilor Mulligan suggested the topic be referred to committee for further discussion. Mayor Trinks referred it to the Finance Committee. Councilor Simon mentioned that he has been interested in this issue as another tool aiding economic development in Windsor.

Mayor Trinks mentioned that Councilor Tom O’Shea brought this item up in the past and perhaps Town Manager Churchill can research how it was resolved.

Councilor Pacino said a policy should be put in place, even if it is not utilized in the near future.

Deputy Mayor Curtis said that this is something we should look into. We are encouraging residents to frequent Windsor businesses.

13. Resignations and Appointments

Motioned by Deputy Mayor Curtis, seconded by Councilor Walker to:

• Appoint Faith Clarke-Johnson to the Conservation Commission for a five-year term to expire November 30, 2003 or until a successor is appointed;

• reappoint David Bierut to the Historic District Study Committee for a one-year term to expire September 17, 2003 or until a successor is appointed;
• appoint Jacqueline Reardon to the Historic District Study Committee for a one-year term to expire September 17, 2003 or until a successor is appointed;
• appoint Mary Hogan to the Metropolitan District Commission for a six-year unexpired term to expire December 31, 2004 or until a successor is appointed;
• appoint Audrey Garvin to the Wilson/Deerfield Advisory Committee for a three-year term to expire April 30, 2005 or until a successor is appointed;
• appoint Frank R. Jacobs, Jr. to the Wilson/Deerfield Advisory Committee for a three-year term to expire April 30, 2005 or until a successor is appointed;
• reappoint Jeanette Cave to the Youth Commission for a three-year term to expire September 30, 2005 or until a successor is appointed;
• and reappoint Scott Suty to the Youth Commission for a three-year term to expire September 30, 2005 or until a successor is appointed.

Motion Passed 9-0-0

Motioned by Councilor Mulligan, seconded by Councilor Pacino to table items A-C, E-G, J-P, R-S and V.

Motion Passed 9-0-0

14. Minutes of Preceding Meetings

1. Minutes of the December 16, 2002 Regular Town Council Meeting

Moved by Councilor Broxterman, seconded by Councilor Jepsen to accept the minutes of the December 16, 2002 Regular Town Council Meeting. Corrections: None.

Motion Passed 9-0-0

15. Public Communications and Petitions

    Mr. Patrick Danford, owner of property at 32 East Street, addressed the Council. He noted his arrest on 12/14/02. He saw 2x4’s at the dumpster at the high school. When he went to inspect the dumpster, he was shocked at what he found. It contained brand new doors, locks and electrical equipment. He removed items from the dumpster and called the police to report the items. He was told by the police to return the items to the dumpster or he would get arrested. He was subsequently arrested. He was surprised at how much is being thrown out at the high school. He challenged Council members to visit the dumpster tomorrow. These items are not cheap at all. He runs a non-profit organization that will collect unwanted items and resell them.

    Motion made by Councilor Mulligan, seconded by Councilor Jepsen to enter into Executive Session at 9:30 p.m. to discuss the appointment, employment, performance, evaluation, health or dismissal of a public officer or employee.

    Motion Passed 9-0-0
     

16. Executive Session

Present: Mayor Trinks, Deputy Mayor Curtis, Councilor Albano, Councilor Broxterman, Councilor Jepsen, Councilor Mulligan, Councilor Pacino, Councilor Simon and Councilor Walker

Guest: Leon Churchill, Town Manager

1. Discussion concerning the appointment, employment, performance, evaluation, health or dismissal of a public officer or employee

Moved by Councilor Pacino, seconded by Councilor Jepsen to re-enter Regular Town Council meeting at 10:12 p.m.

Motion Passed 9-0-0

17. Adjournment

Moved by Councilor Simon, seconded by Councilor Pacino to adjourn the Regular Town Council Meeting at 10:13 p.m.

Motion Passed 9-0-0

Respectfully submitted,

Kristin Countryman

Clerk of the Windsor Town Council

Cc: Town Clerk

Main Library