2004 Minutes  
 

Windsor Town Council

Council Chambers – Town Hall

October 18, 2004

Approved Minutes

Mayor Trinks called the regular meeting to order at 7:35 p.m.

  1. Roll Call – Present: Mayor Trinks, Deputy Mayor Curtis, Councilor Broxterman (arrived 7:37 p.m.), Councilor Ellingwood, Councilor Dean, Councilor Jepsen, Councilor Mulligan, Councilor Simon and Councilor Walker


     
  2. Prayer – Councilor Walker


     
  3. Pledge of Allegiance – Councilor Walker


     
  4. Proclamations/Awards
  1. Proclamation honoring the Water Rats for their five years of winning record

    Councilor Jepsen read the proclamation and presented it the Water Rats.

  2. Proclamation declaring the week of October 23-31st as Red Ribbon Week

Deputy Mayor Curtis read the proclamation. Red Ribbons were distributed to Council members.

Moved by Councilor Jepsen, seconded by Councilor Broxterman to move Item 12.A. to this point in the agenda.

Motion Passed 9-0-0

12.

A. Accept contribution to Open Space Fund

Mr. Frank Davis, Jr., who currently serves on the Conservation Commission recently requested that he be placed on the Town Council’s agenda in order to present donations he has received to the Open Space Fund in memory of his father. Mr. Davis’ father recently passed away and the family asked that in lieu of flowers, that anyone who may be interested, give donations directly to Windsor’s Open Space Fund.

Mr. Davis presented the Town Council with checks in the amount of $1,820 received to date for this fund.

 

  1. Public Communications and Petitions

    Mr. George Yeramian, 739 Prospect Hill Road, spoke to the Council regarding the landfill. He submitted a document to be entered into the record with the minutes. He believes the Council made a disastrous decision when they opted to close the landfill as soon as possible by taking in huge, unmanageable quantities of unidentified trash under the general categories of bulky waste and MSW. The idea that this material is being inspected is wishful thinking at best. No one knows specifically where it comes from or what it contains. It could contain toxic waste, whether it’s solid or liquid, paint, oil, chemicals, lead, asbestos, low grade radioactive waste, bio-medical waste, heavy metals, gypsum (maybe not toxic but certainly troublesome in the quantities we are getting it). Over the last five years or so, things have gotten to be unmanageable with four times the amount of intake with basically the same number of operating crew. The Council has been told that there is no public health hazard, yet the landfill employees have all been issued toximeters to detect hazardous levels of hydrogen sulfide. Between an imminent and growing public health hazard and a lawsuit seeking an injunction to halt outside rubbish and to keep the landfill operating, you’ve been presented with a gift—to be able to cancel contracts and return to a sane, quiet, long-lasting operation that will benefit all.

    Mr. Bradshaw Smith, 23 Ludlow Road, addressed the Council about the meeting relative to the master plan for Bradley Field in Windsor Locks. He noted that there has never been any mention of that progress in the Manager’s Report. According to press reports published after that meeting, one of the recommendations was to close the North/South runway, which would send more air traffic over the north end of Palisado Avenue. Perhaps we could have a full written report from the Town Manager. He also spoke about the clean up of the ABB property. He said we have not received a report about the property Knolls Lab, which has been closed for five years. Knolls Lab is a United States Government Facility. He requested a report from the Town Manager.


     

  2. Report of Appointed Boards and Commissions
  1. Public Building Commission

    Mr. Joseph Novak, Chair, reported to the Council.

    WHS – The HVAC screening has been installed. The neighbors have had positive things to say about the screening. They have to label the circuit breakers and then the project will be complete.

    Goslee Pool – complete.

    L.P. Wilson Roof – complete.

    Welch Pool Renovation – materials have arrived. Final concrete deck replacement will begin in the spring.

    Clover Street – waiting for funds.

    Public Works Facility – the sand and salt storage shed has been erected. They are awaiting the installation of the door.

    L.P. Wilson and Sage Park Gyms – the floors are complete and L.P. Wilson will be available for use by Thursday, 10/21/04.

    JFK floor abatement – complete.

    Poquonock Office Improvements – complete.

    Library Expansion Project – the drawings and specs are complete and being reviewed by staff. They will be going out to bid by late November or early December.
     

  2. Wilson/Deerfield Advisory Committee

Mr. Frank Jacobs, Chairman, reported to the Council. They held two public hearings on community development. He reviewed other accomplishments of the Committee. Reported zoning violations and traffic concerns have been given to the appropriate parties. They are soliciting input from residents for surveys. They will discuss plans for senior housing.
 

  1. Town Manager’s Report

    Overheight Warning Devices

    The Connecticut Department of Transportation is proposing to install overheight detection warning devices at the intersections of Route 75 at Route 159, and Route 159 at Pierson Lane to warn overheight trucks before they approach the railroad bridge over Palisado Avenue. These installations are proposed for this winter/spring. This project is a result of efforts by the Police and Public Works to reduce or eliminate the number of incidents at that location. The town is presently reviewing the plans for this work.

    Flu Clinic and Health Fair Postponed

    Due to the current shortage in the supply of Flu Vaccine nationally, the October 20th Senior Flu Clinic and Health Fair scheduled to be held at the L.P. Wilson Senior Center and the October 25th Flu Clinic scheduled for the Windsor Town Hall have been postponed. If and when the Windsor Health Department receives flu vaccine, the Department will reschedule the Flu Clinics and the Health Fair.

    In the meantime, Windsor seniors and other Windsor residents wishing to receive flu vaccine are asked to check with their family physician or the Connecticut Chapter of the American Lung Association Flu Hotline at 1-888-668-6358. This Flu Hotline will provide information on vaccination clinics being held in the region and state that the Lung Association is aware of. Windsor Seniors are also encouraged to check Windsor’s Senior Information Line at 285-1989 for updates regarding the latest information on Windsor’s Flu Clinic plans.

    MDC event – Controlling Sewer overflows

    The Metropolitan District will be holding a community forum regarding Controlling Sewer Overflows on Tuesday, October 26, 2004 from 7:00 PM to 9:00 PM at the Legislative Office Building in Hartford CT. This forum is being called in order to learn more about this situation and what options are available to help correct it. Currently, one pipe is used for both storm water and sewage drainage for Hartford County. During heavy rains, the system cannot adequately handle the drainage of both storm water and sewage overflow. Overflow then runs into the rivers and streams causing pollution issues. This forum will give the citizens the perfect opportunity to raise any questions, give suggestions and offer opinions. For further information, please call 241-8990.

    Cost Reduction Savings—Summary of Progress

    At a previous meeting, Councilor Dean requested an update on the cost reduction efforts implemented as part of the ValueNet recommendations last spring. An estimated $113,500 in savings were identified for general government operations.

    In the area of telecommunications, projected savings were $32,100. We are anticipating meeting that target as the town has signed new contracts for our regular voice and data lines (est. savings of $25,000 per year), and for a portion of our cell phones (est. savings of $7,000 per year). More phones will be switched as old contracts end.

    In the area of waste management and recycling, projected savings was $47,000. Recycling costs are estimated to be $39,000 less with the new recycling contract that was signed last spring. The balance of the projected savings will not likely be reached as bids for other solid waste collection and disposal services were higher than expected.

    A savings of $15,000 in energy costs were projected. We are not anticipating reaching that target. Staff is continuing to explore rebate programs with the utilities in an attempt to retrofit existing lighting fixtures.

    In the area of office supplies, both the town and the Board of Education have consolidated suppliers. The FY 2005 budget included a reduction of $9,500 to reflect estimated savings in this area.

    The FY 2005 budget also included a reduction of $9,750 associated with photocopier leases. Lease proposals are currently being evaluated. The town has existing copiers with a wide range of contract end dates; therefore buyout costs must be included in the analysis and will likely impact the ability to reach the target.


    New Northwest Park Manager

    Ford Parker began work on October 11th as the new Manager of Northwest Park. Ford comes to Windsor with over 25 years of experience in Environmental Education. He has a Bachelor of Science degree in Parks and Recreation and a Masters degree in Environmental Education. Ford recently worked as the Director of Program Services and Education for a YMCA Camp and Conference Center near Pittsburgh. Prior to that, he spent eleven years as the Director of Environmental Education at the Oglebay Institute in Wheeling, West Virginia.


    Landfill Update

    Since the last Town Council meeting, the town has added approximately 400 feet of horizontal collection piping within a section of the landfill where odors have been existing. This was done to collect the landfill gas and resulting odors escaping from that area. We have covered the piping with material to better insulate the piping from changes in temperature. Our consultant, SCS Engineers, has performed an analysis of the surface of the bulky waste cell and the wedge to identify locations where odorous gas could be detected. This confirmed the source of the odor was where the bulky waste has been placed. This analysis did not detect odorous gases from the locations where the present landfill gas collection system is operating. SCS continues to monitor and balance the landfill gas collection system to ensure efficient operation. We have authorized SCS to develop a gas collection master plan for the landfill site in order to collect gas from other sections of the landfill. In the shorter term, SCS is designing a plan to install additional collection piping along and near the southern edge of the landfill. We anticipate this design within the week.

    Town Manager Souza respectfully requested the Council add an item to tonight’s agenda to approve the waiving of bids for the construction of this expansion to the landfill gas collection system, and authorization to contract with SCS to complete the desired work.

    Councilor Walker requested a report of the long-term master plan of airline traffic patterns.

    Councilor Mulligan asked about the status of the report for town-owned buildings and rents. Town Manager Souza said that a report would be forthcoming in a few weeks.

    Moved by Councilor Jepsen, seconded by Councilor Broxterman to create agenda item 12. H. Request for Approval of Landfill Gas Collection System Expansion.

    Motion Passed 9-0-0


     

  2. Communication from Council Members

Councilor Broxterman – reminded residents that it’s getting dark earlier now and to be mindful of children while they are driving.

Councilor Dean – None.

Councilor Ellingwood – None.

Councilor Jepsen – None.

Councilor Simon – None.

Councilor Mulligan – None.

Councilor Walker – None.

Deputy Mayor Curtis – None.

Mayor Trinks – thanked the League of Women Voters and the Jaycees for their recent Candidate’s Night. On Friday, October 29th from 6-7:30 p.m., "A Night of 1,000 Pumpkins" will be held--call 298-9976 for further information. On the same evening, from 7:30-9 p.m., the Creatures of the Night event will be held, call 285-1886 for more information. On Saturday, October 30th the Nightmare on Broad Street event will be held. Mayor Trinks thanked the Lion’s Club for the craft fair on the green and everyone who participated in the Chili Contest. He noted that on Wednesday at the West Hartford Town Hall there is a presentation for Youth Involvement in Alcohol and Drug Prevention.

 

  1. Reports of Standing Committees
  1. Finance Committee - None.
  2. Town Improvements Committee – met to discuss the Urban Action Grant Proposal and looked at capital projects planned for FY 2005. They are trying to find a way to go forward with some of the projects planned.
  3. Health and Safety – None.
  4. Special Projects – None.
  5. Joint Board of Education and Town Council Committee – discussed the budget issues and reviewed what fixed costs the town side and board side has.
  6. Personnel Committee – None.

     
  1. Ordinances
    None.


     
  2. Unfinished Business
    None.

 

  1. New Business
  1. ABB/Combustion Engineering Status report on clean up

    Mr. Ron Curtis, Mr. John Conant and Ms. Elaine Hammick, representatives from ABB/Combustion Engineering, gave an overview of the clean up efforts to the Council.

    Councilor Mulligan asked if any information is available about Knolls Lab. Ms. Hammick said she has contact information and Town Manager Souza stated they can provide a report to the Council.
     

  2. Approve an appropriation of $3,000 from Capital Outlay Projects fund for the Roger Wolcott Floor Tile Abatement project and $26,000 from the Capital Outlay Projects fund for Clover Street School Code Upgrade project

    Moved by Councilor Simon, seconded by Councilor Ellingwood that the Town Council appropriate $29,000 from the Capital Projects Fund Unreserved, Undesignated Balance into Project #9324 to provide funding of $3,000 for the design of the Roger Wolcott Early Childhood Center Floor Tile Abatement Project, and $26,000 for the design of the Clover Street School Code Upgrade Project.

    Two (2) Board of Education projects were included in the FY 2005 – FY 2010 Capital Improvements Plan for accomplishment during FY 05, but are not yet funded. The design portion of the Roger Wolcott Early Childhood Center Floor Tile Abatement Project for $3,000 and the design portion of the Clover Street School Code Upgrade Project. This is currently listed in the CIP for FY 05 under bond financing in the amount of $26,250. Due to the small size, such a project is usually not typically bonded. The construction of both projects is planned for the summer of 2005. The Board of Education has requested the appropriation.

    Councilor Simon asked if these would be paid from the Capital Projects Fund. Town Manager Souza said that we would bond them in FY 2006 with the first payment in FY 2007.

    Councilor Ellingwood asked if this is design work. Town Manager Souza confirmed this. The Council will have another decision point in January or later to move forward with the construction.

    Councilor Jepsen noted that the full amount for these projects is $183,000 for Roger Wolcott and $167,000 for Clover Street.

    Motion Passed 8-0-0 (Councilor Broxterman out of the room)

  3. Approve lease in the amount of $283,707 with Sun Trust for Board of Education’s technology equipment

    Moved by Councilor Simon, seconded by Councilor Walker that the Town Council approve the lease with Sun Trust Leasing in the amount of $283,707 and authorize the Board of Education Secretary to complete any necessary municipal certification, and the Superintendent of Schools to sign appropriate contract and lease documents on behalf of the Town of Windsor.

    The ValueNet study recommended that the Board pursue leasing equipment through Dell. Review of the terms and conditions of the lease (including a review by the Town Attorney) suggested that better rates and less burdensome conditions could be found elsewhere. It was determined that a lease from Sun Trust (through Bank of America) would be the most advantageous. The leasing terms for municipalities from all the firms require that the loan be tax exempt—interest payments are exempt from Federal Income Taxes and CT Income Taxes, if applicable. The entrance into the agreement needs to be approved by the Town Council as, under Federal tax law, in order to be a tax-exempt municipality, financing the arrangement must be entered into as an exercise of the municipality’s borrowing power. The Board of Education approved the leasing at a Special Meeting on October 5th.

    Councilor Jepsen said that he will be against this motion, he believes it adds long term costs.

    Councilor Ellingwood said that it is cheaper to buy the equipment, but we are in unique circumstances here and we can distribute the costs over a few years. He will vote in favor of the motion.

    Motion Passed 8-1-0 (Councilor Jepsen opposed)

  4. Authorize the Board of Education’s secretary to complete any necessary municipal certification and the Superintendent of Schools to execute a lease for technology equipment on behalf of the Town of Windsor

    Moved by Councilor Simon, seconded by Councilor Broxterman that the Board of Education, upon approval of the Windsor Town Council, authorize the Board Secretary to complete any necessary municipal certification and that the Superintendent of Schools be authorized to sign appropriate contract and lease documents pertaining to the acquisition of Technology equipment as provided in the approved Technology Plan and FY 2004/05 Budget

    Motion Passed 8-1-0 (Councilor Jepsen opposed)

  5. Authorize the Town Manager to submit application for Urban Action Grant

    Moved by Deputy Mayor Curtis, seconded by Councilor Broxterman that the Town Council authorize the Town Manager to submit a request to the State of Connecticut’s Urban Action Grant program requesting $4,080,000 to fund the following Economic Development and Infrastructure projects; Palisado Ave Water Line, Baker Hollow Road Improvements and Day Hill Road Improvements.

    Mr. James Burke, Economic Development Director, reviewed the application and the projects. Recently, the Town of Windsor became eligible to apply for funds under Connecticut’s Urban Action Grant program. The staff has identified several capital projects that we would propose for Urban Action Grant funding related to economic development. These projects include: extension of the Palisado Avenue water main, improvements to Day Hill Road, and improvements to Baker Hollow Road.

    Councilor Simon asked about the STEAP Program. Mr. Burke said that the town is ineligible for the STEAP Grant with a limit of $500,000. This grant is unlimited.

    Councilor Walker asked if it would help if Councilors contact their representatives or state legislators. Town Manager Souza said that they are preparing information that will be helpful to Councilors when they talk to their contacts.

    Councilor Broxterman asked where the Day Hill Road area enhancements fit with future projected improvements in creating the reconnection of I-91. Mr. Burke said that it doesn’t duplicate but does connect with I-91.

    Councilor Jepsen said that the Town Improvements Committee reviewed this and it would be a great help to the town if they could get this grant.

    Motion Passed 9-0-0

  6. Authorize Town Manager to negotiate and execute an agreement for Management Review/Audit of Annual Budget Preparation and Property Revaluation Processes
     
  7. Moved by Councilor Simon, seconded by Councilor Jepsen to authorize the Town Manager to negotiate and execute agreements with N.E. Willow Group to complete Part "A", Review of Annual Budget Preparation Process and Mr. Charles Agli, Jr. to complete Part "B", Review of October 2003 Property Revaluation Process.
     
  8. On September 20th, the Town Council directed staff to solicit proposals for the completion of a management review/audit of the annual budget preparation process and the property revaluation process. Town Manager Souza reviewed the responses.
     
  9. Councilors Simon, Jepsen and Walker agreed with the vendors selected.
     
  10. Mayor Trinks will abstain from the vote because he may be familiar with Charles Agli.
     
  11. Councilor Dean asked why we decided to split the two up. Town Manager Souza said it was due to the type of services desired. We knew that significant firms would respond to the budget process. We were unsure of the responses for the revaluation. All three of the respondents that submitted for the revaluation work had a similar methodology. Town Manager Souza is confident that Mr. Agli’s knowledge in Connecticut and property revaluation process will be beneficial. His price was also competitive.
     
  12. Motion Passed 8-0-1 (Mayor Trinks abstained)
     
  13. Request for Approval of Landfill Gas Collection System Expansion

Moved by Councilor Mulligan, seconded by Deputy Mayor Curtis that the Town Council, pursuant to Section 5-2(d) of the Town Charter, authorize the waiving of bids for the design-build of an expansion of the landfill gas collection system at the Windsor-Bloomfield Landfill.

Mr. Brian Funk, Director of Public Works and Mr. Mark Goossens, Landfill Manager gave an overview of the gas collection system expansion. Since the last Town Council meeting, the town has added approximately 400 feet of horizontal collection piping within a section of the wedge where odors have been existing. This was done to collect the landfill gas and the resulting odors escaping from that area. The piping has been covered, which was exposed with material to better insulate the piping from changes in temperature. SCS (our contractor) has been authorized to develop a gas collection master plan for the landfill site in order to collect gas from other sections of the landfill. In the shorter term, SCS is designing a plan to install additional piping along and near the wedge to collect the gas from that location. This short-term plan is anticipated within the week. At this point, a final estimate for this phase of work is not available, but it is anticipated to be above the charter threshold, which is approximately $65,000 for FY 2005. A final cost estimate should be available in about two weeks.

Councilor Jepsen said that we have only approved money for the system once before. Mr. Funk responded that the original phase was $142,000 and the second phase was about $120,000. The total cost will be in the area of $1.5 - $2 million dollars. Town Manager Souza said that the second phase was part of the initial agreement, which allowed us to continue with SCS. The Council is not appropriating funds with this motion, it is waiving the bids.

Councilor Mulligan asked about the general scope of this work and what it will do. Mr. Funk said that they anticipate that it will be predominantly horizontal collectors along the wedge area at various depths within the waste to capture additional gas.

Councilor Broxterman asked who is going to install the additional vertical piping and horizontal collectors and he asked who installed it in the green area. Mr. Funk responded that SCS would install the vertical piping and horizontal collectors. The town staff installed horizontal collectors because of the immediate need to resolve the odor problem.

Councilor Walker said that CRRA distributes fines on waste which does not meet the requirements. He asked what is in place at the landfill now to make sure the waste meets the requirements and how is it screened. Mr. Funk said that the waste is inspected at the transfer station before it arrives at our facility. Our staff inspects it when it arrives. Mr. Goossens has many years of experience in managing and inspecting waste. Councilor Walker asked about the burnt ash residue. Town Manager Souza said that we do not accept burnt ash residue. Mr. Funk added that we have not for over 30 years. Trucks are sent away from the facility if they don’t meet the requirements.

Councilor Mulligan asked if the detectors have detected anything over the threshold level. Mr. Goossens responded that there are several set points on the detectors. Town Manager Souza added that there have been no incidents of high levels.

Deputy Mayor Curtis stated that he hopes that in the next few weeks there will be a significant reduction in odors.

Councilor Mulligan asked if any discussions have occurred with SCS regarding the availability of crews. Mr. Goossens is waiting for confirmation from the company. They are checking their schedule of the field staff. Acquiring the materials will not be a problem.

Mayor Trinks asked if we are contractually obligated to bring in the bulky waste or construction debris and would slowing it down help mitigate the odors. Mr. Funk stated that we are not contractually obligated to accept bulky waste or construction debris. Town Manager Souza said that the odors are coming from what is already buried. Collection of construction debris will slow down during the winter months.

Councilor Mulligan asked if another firm could get involved to help figure out what the problem is with the system. Town Manager Souza said that Fuss & O’Neill provides guidance, but SCS is best suited to handle the expansion. He said that for the last 12 months, the system has been working fairly well and has required fine-tuning. The original work SCS was given was the area in red on the map. The system will be expanded to cover the entire landfill area. We have retained the best firm available to design it.

Councilor Broxterman asked how we would know when we are closer to the scope that we need or if we are just doing preventative medicine. Town Manager Souza said that in some respects we are going to be reactionary. Part of our goal, in addition to the present time, is to initiate the master plan and get a head start on the other sections. Councilor Broxterman asked if there can be too many wells. Mr. Goossens stated that you can put in too many wells and they can short-circuit each other.

Motion Passed 9-0-0

Moved by Councilor Mulligan, seconded by Councilor Ellingwood that the Town Manager be authorized to contract with SCS Engineers, PC and SCS Field Services for the design-build of an expansion to the landfill gas collection system at the Windsor-Bloomfield Landfill. Further, that funds be expended from the Landfill Enterprise Fund for this purpose.

Motion Passed 9-0-0
 

  1. Resignations and Appointments

Moved by Deputy Mayor Curtis, seconded by Councilor Jepsen to:

  • Accept the resignation of Janet Foster from the Youth Commission
  • Accept the resignation of Joan McVey from the Commission on Aging and Handicapped

Motion Passed 9-0-0

Moved by Deputy Mayor Curtis, seconded by Councilor Jepsen to:

  • Reappoint Christopher Watts as a democratic member to the Historic District Commission for a five year term to expire October 11, 2009 or until a successor is appointed
  • Reappoint Edward Samolyk as a democratic member to the Insurance Commission for a four year term to expire October 31, 2008 or until a successor is appointed.

Motion Passed 9-0-0

 

  1. Minutes of Preceding Meetings
  1. Minutes of the October 4, 2004 Regular Town Council Meeting

Moved by Councilor Broxterman, seconded by Councilor Dean to accept the minutes of the October 4, 2004 Regular Town Council Meeting. Corrections: page 11 – 4th paragraph, second sentence - He is looking for a one-year tax freeze; page 14 – final motion doesn’t list who was absent. Councilors Dean, Mulligan and Mayor Trinks were absent. Page 1 - item 4. B. – proclamation was read by Councilor Walker.

Motion Passed 9-0-0

 

  1. Public Communications and Petitions
    None.


     
  2. Executive Session
    None.


     
  3. Adjournment

Moved by Councilor Broxterman, seconded by Councilor Dean to adjourn the Regular Town Council Meeting at 9:50 p.m.

Motion Passed 9-0-0

Respectfully submitted,

 

 

Kristin Countryman

Clerk of the Windsor Town Council

Cc: Town Clerk

Main Library

Wilson Branch