Mayor Trinks called the regular meeting to order at 7:34 p.m.

1. Roll Call – Present: Mayor Trinks, Deputy Mayor Curtis, Councilor Broxterman, 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
   None.
   
    
5. Public Communications and Petitions

   Ms. Doris Hendsey, 48 Eastview Drive, spoke to the Council regarding freezing the tax increase for all residents 70 years and older. She encouraged the Council to include this topic in their agenda soon.
   
    

6. Report of Appointed Boards and Commissions

1. Inland Wetlands and Watercourses Commission

   Mr. Robert Rispoli, Chairman, reported to the Council. He reported that Mr. Gerry Golden retired as Chair of this commission in June and he had been on it for over 30 years. They elected officers are Jill Levine as Vice Chair and Robert McCarron as Secretary.

   They reviewed 42 wetland applications. Public hearings were held for approximately half. They reviewed 20 new construction activities, 3 permit extensions, 5 remediations, 2 modifications and 6 town maintenance activities. The Inland Wetlands Agent, Cyd Groff, reviewed 25 short form applications. The Walden Woods lawsuit has been settled. Many residents are still not aware of the need to apply for a wetland permit. An informational meeting will be held and videotaped for viewing on WIN-TV.

   Councilor Jepsen asked if Cyd Groff was full-time or part-time. Mr. Rispoli said that she works two days on a project for the State of Connecticut taking inventory of stormwater sewers and working on Phase II of the Stormwater Project. She works three days for the Commission. We could use help for transcribing a backlog of meeting minutes.
    

2. Public Building Commission

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

   WHS – The HVAC screening arrived today. Installation should be done by the next report.

   Goslee Pool – The staff is finishing the paperwork on the lifeguard staff house renovations. There is $20,000 left.

   L.P. Wilson Roof – is two-thirds complete with one change order.

   Clover Street – is waiting for funding.

   Public Works Facility – The structure has arrived, erection will commence soon.

   L.P. Wilson and Sage Park Gyms – The floor abatement is complete and the floor will be installed shortly. Bleachers will arrive in October.

   JFK floor abatement – is complete.

   Poquonock Office Improvements – The old main office will be completed within a week or two.

   Library Expansion Project – Construction documents should be complete by November 11^th. Authorization was given to purchase a used air conditioning system. The cost was $10,000 for a year old unit that originally cost $70,000 and paid $2,000 to transport. The bids are scheduled to come back in January 2005.

   Councilor Ellingwood asked if the original budget had the library relocation in it. Mr. Novak said that it was not allocated for relocation, but $100,000 was allocated for storage of items. The budget was modified to accommodate the relocation.

   Councilor Jepsen asked about the $35 million and if it is closed out. He also asked about the final distribution from the State. Acting Town Manager Souza said that the final audit will be completed early this winter and the State will review the audit in the spring.

   Councilor Dean inquired about keeping the staff at the library. Mr. Novak said that it is still being discussed. It is easier for the staff to be near the library so they can answer any questions from the construction team. There is also an issue with the Information Technology transfer.

   Mayor Trinks asked if there is an amount that we retain. Mr. Novak said that almost all the contractors have been paid in full, with the exception of the HVAC screening.
    

3. Library Advisory Board

Ms. Mary Ann Overbaugh, member of the Library Advisory Board, reviewed the year’s activities. The community has been very responsive to the library. The Library Advisory Board and Windsor Library Association both meet annually and also for fundraising activities. They met last week to send out the Association’s annual fundraising flyer. The Wilson Branch has had many repairs. Nearly 3,000 damaged books were replaced with new ones. A program "Shelter a Shelf" will put books into private homes for storage, which will save the cost of book storage. There are 174 participants in the program. Iron Mountain has volunteered to store books at their facilities. Space Fitters has also volunteered to store books. They will probably have to pay for storage of 20,000 items and take some to temporary quarters.

Mayor Trinks asked about the books going into storage and if they will be out of circulation. Ms. Overbaugh said that a lending library will be able to get the book or we could get it out of storage. The stored items will be older items and classics.
 

7. Town Manager’s Report

   Public Hearing Scheduled for Community Development Initiatives

   The town, acting through the Wilson Deerfield Advisory Committee, will be holding a public hearing to solicit input on the town's past and present community development initiatives and gather input on projects for possible inclusion in an application for Community Development Block Grant - Small Cities funds. The hearing will be held in the Community Room of the Windsor Community Center located at 330 Windsor Avenue at 7:00 p.m., September 22, 2004. Interested parties can speak at the hearing or submit written comment. Eligible activities include, but are not limited to, housing related activities, economic development projects, public services and infrastructure improvements. For more information, call 285-1985.

   Emergency Communications Update

   The emergency communication system upgrade has encountered some technical issues which have prevented the full implementation to occur. During the month of May, the new system was turned on and testing occurred. The results of the testing showed the coverage issues that had occurred in the previous system had been resolved. Testing also verified that all the hardware for the backbone of the system was operating correctly. In early June, Public Works, the Police and Fire departments switched over to the new system on a limited basis to allow for further testing and adjustment of the new system. During this period, three technical issues were found that could cause delays in communications. It was decided at the end of June to switch off the system to allow the vendor, Marcus Communications, the time and uninterrupted access to the equipment to find and resolve the issues. Marcus Communications, using both internal resources and the resource of the manufacturers, is diligently working on a solution. Meetings have been scheduled on a biweekly basis with Marcus communications, and we feel progress has been made on identifying the issue(s) that are creating the performance problems and the resolution that will solve them.

   Smallpox Mass Vaccination Clinic - Tabletop Exercise

   As part of our ongoing planning efforts with the Town of South Windsor, we will be participating in a tabletop exercise on Thursday, September 23^rd to test part of the Smallpox Mass Vaccination Clinic Plan. This tabletop exercise will be conducted at the South Windsor High School from 5:30 PM to 9:30 PM and will be facilitated by a representative from the Connecticut Association of Directors of Health. This tabletop is one of the deliverables required by the 2003-2004 Bio-Terrorism Grant through the State of CT. Results from this tabletop will be used to review and revise the Region's Smallpox Plan. Approximately 30 clinic coordinators and others will participate in the tabletop.

   Windsor Police Captain Accepted to FBI Academy

   I am pleased to announce that Captain Kelvan Kearse has been invited to attend the 219^th session of the FBI National Academy. Captain Kearse, a fifteen year veteran of the Windsor Police Department will be attending the academy in Quantico, Virginia from September 26^th through December 10^th.

   Small Town Economic Assistance Program

   In the past few years, the town has applied for State Grant monies under the Small Town Economic Assistance Program. This program is geared to communities with a population of less than 30,000 and the annual funding cap is $500,000 per town.

   The town has been notified that we are no longer eligible for the STEAP funds, but are now eligible for state funding as a Public Investment Community. Eligibility is determined by measuring the relative wealth and need of all Connecticut towns, using social and economic data from various sources. Including Windsor there are 42 towns designated as Public Investment Communities.

   Being designated as Public Investment Community allows the town to access Urban Action bond funds for a variety of development projects including economic and community development, transportation, environmental protection, and public safety. There is the potential that the town can access funds in excess of the $500,000 which is the annual cap under STEAP.

   Staff is currently researching the program regulations and time schedule. We hope to have recommendations for the Town Council’s review and authorization in October. Our first priority will be to address existing projects in the adopted Capital Improvements Plan in order to reduce planned debt financing.

   Councilor Mulligan requested that the operations budget savings report be ready for the next meeting. He also requested that we look at town buildings to see if we are getting fair market revenue.

   Councilor Broxterman noted that the gym fees could be reviewed. Acting Town Manager Souza said that we could revisit that policy and a report will be provided in the future.

   Councilor Jepsen asked why we are no longer eligible under the STEAP Program. Acting Town Manager Souza said that the CT Office of Policy and Management develops the Investment Community Index. He reviewed the five items they look at. In Windsor, the unemployment rate has edged up in the last few years as well as aid to children. The State takes that data and then takes the top quartile and Windsor is ranked 41 out of 42 towns. A municipality is either under the Public Investment Community Index or the STEAP Program.

   Councilor Walker asked if the Windsor Housing Authority was contacted. Acting Town Manager Souza said that the Housing Authority is preparing a response to Councilor Walker’s request from two weeks ago. Councilor Walker asked for an update of the traffic signal of Rt. 218 and Columbia. Acting Town Manager Souza said that he would communicate with the DEP regarding the project.

   Councilor Mulligan said that part of the Rt. 218 and Columbia traffic signal project was waiting for utilities to be moved over to the poles. That has been going on for the past few weeks and pavement markings are being made.
   
    

8. Communication from Council Members

Councilor Broxterman – None.

Councilor Dean – None.

Councilor Ellingwood – noted that Councilor Dean is a delegate to the Republican National Convention.

Councilor Jepsen – None.

Councilor Simon – None.

Councilor Mulligan – None.

Councilor Walker –has been asked to help and publicize a Caribbean Hurricane Relief Fund. An account has been set up at Webster Bank. Donations can be made at any branch for account #0009771257. There is also a relief effort and he is coordinating volunteers.

Deputy Mayor Curtis – stated the Huntington House Museum opened a Benny Andrews exhibit. This artist has a number of collections housed at other museums. He has done a number of illustrations for children’s books. Mr. Andrews has given much of his time to area schools. On Saturday, September 25^th, Archer Memorial AME Zion Church will have a Gospel Program at Windsor High School. Admission is free with a donation of canned goods or toiletries for the Windsor Food Bank. He thanked all the volunteers for their work on the fair last weekend.

Mayor Trinks – extended condolences to the family of Gerry Kilduff, a former police officer. The residents have the full commitment of the Council to work with the Board of Education and staff to work towards cost savings and the next budget that will provide some relief.
 

9. Reports of Standing Committees

1. Finance Committee - discussed Open Purchase Orders and the Management Review/Audit Budget Preparation and Property Revaluation Process. Councilor Simon encouraged all Councilors to read the letter from the Bond Agency writer. The town recently conducted a refinancing of outstanding bonds and saved some money; next year $53,000 in debt service will be saved. They discussed a projected increase in the grand list growth with $650,000 of additional revenue.
    
2. Town Improvements Committee – None.
    
3. Health and Safety – A Health and Safety event will be held on Wednesday, September 22^nd from 11:00 a.m. to 2:00 p.m. at Northwest Park to raise safety awareness in the home and workplace.
    
4. Special Projects – None.
    
5. Joint Board of Education and Town Council Committee – None.
    
6. Personnel Committee – None.
    

10. Ordinances
    None.
    
     
11. Unfinished Business
    None
    
     
12. New Business

1. Presentation on Marketing and Communications Strategy Team

   Ms. Enita Jubrey, Assistant to the Town Manager, made a presentation to the Council on the Marketing and Communications Strategy Team. She reviewed the Hotel Welcome Program, No Resident Left Behind initiative and the Citizen’s Academy.
    

2. Approve Open Purchase Orders

   Moved by Councilor Simon, seconded by Councilor Mulligan to re-approve the purchase orders existing on the report Open Purchase Orders by Expense Account: Grouped by Fund dated September 10, 2004.

   Councilor Jepsen noted that a couple of the purchase orders go back to 2002. Acting Town Manager Souza said that the sidewalk repair and construction was retained for work done over the spring and summer of 2003. We are awaiting an invoice from the contractor. We retain 5% for a one-year warranty.

   Councilor Mulligan asked for clarification on irrigation supplies at O’Brien field. The Public Works Director, Brian Funk, said that the goal was to replace the underground irrigation system at O’Brien field during renovation and excavation.

   Councilor Broxterman added that the drainage had to be redone and traps had to be moved wider out to accommodate the sport of soccer. He asked how far off the budget was for the project. Mr. Funk replied that we were right on budget. Councilor Broxterman requested a report of the cost versus the bid amount.

   Councilor Mulligan requested a report on the whole project; what was budgeted, the progress, etc. Acting Town Manager Souza will provide the report in October.

   Motion Passed 9-0-0
    

3. Authorize the issuance of Management Review/Audit of Annual Budget Preparation and Property Revaluation Process

Moved by Councilor Simon, seconded by Councilor Walker to authorize the Town Manager to issue Request for Proposals for Management Review/Audit of Annual Budget Preparation Process and October 2003 Property Revaluation Process.

On September 7^th, the Town Council discussed the desire to have a management review/audit of the annual budget preparation process and the property revaluation process. On September 14^th, the Finance Committee met and reviewed a draft request for proposal, which could be utilized to solicit responses from interested consulting firms. Councilor Simon said pages 4, 5 & 12 discuss the specifics we are requesting from bidders. He reviewed the specifics:

Areas of emphasis concerning the annual budget preparation process include:

• Reviewing quality control systems
• Use of statistical measures
• Internal communication
• Communication processes with the Town Council and general public.

Areas of interest regarding the October 2003 Property Revaluation include:

• Use of statistical measures and review of processes used to determine values for residential, commercial and industrial properties.

• Specific work products include:

1. Review and compare method(s) utilized to determine median residential value in both the October 1999 and October 2003 Revaluation.
2. Complete a sampling of property values in all three classes (residential, commercial and industrial) in order to validate property values.

Councilor Walker said that this is a step in the right direction. He asked if we have done anything in the past in partnering with institutions of higher learning. Perhaps they could do a portion of this audit. Acting Town Manager Souza said that we have in the past partnered with the University of Connecticut. It takes a significant lead-time to organize this effort because of coursework and faculty time and the timing would be difficult for January.

Councilor Jepsen asked about the potential of the RFP being split in two or three parts. Acting Town Manager Souza said that budget review and revaluation issues could be separated. He had brief conversations last week and today with vendors who had a concern with the tight timeframe, and they did voice that breaking apart the bid may be more efficient. Councilor Jepsen requested to include on page 5 "statistically significant" and to item 2) complete a sampling of property values in all three classes (residential, commercial and industrial) in order to validate property values.

Councilor Walker said that we should not split up the RFP and let the company get subcontractors. Acting Town Manager Souza said that is what a company may do.

Councilor Mulligan noted that the sampling of property values should include specific properties in town that have some questions attached to them. This may eliminate the need for a large statistical sample.

Councilor Ellingwood hopes that we would find the exact place where we went wrong. Perhaps we should note that we are looking for that specifically.

Councilor Broxterman stated his concern that we take the steps necessary to ensure the process is monitored in a fashion where it won’t happen again. He knows that finding that point in the process or placing blame won’t change the fact that the mistake was made. By ensuring that this won’t happen again, we can assure the residents and build confidence in town government.

Councilor Jepsen noted that we need some sort of measure for the statistical sampling of the 11,000 properties.

Deputy Mayor Curtis asked how RFP’s are advertised. Acting Town Manager Souza said it can be done a number of ways, but in this case it can be: a general notification, target management firms with particular backgrounds in municipal budgets, target firms with experience in Connecticut with revaluation, and through professional associations. In the past, we have gone to universities and non-profit groups who provide consulting services.

Councilor Simon suggested that the Council choose the vendor for the RFP, which normally they wouldn’t be involved in doing. However, we have a responsibility to oversee this and come to a conclusion.

Councilor Walker agrees with Councilor Jepsen about the sample size. He added that if there were internal issues where staff dropped the ball, the Acting Town Manager addressed the issue to ensure it won’t happen again.

Councilor Jepsen said he appreciates Councilor Simon’s suggestion of choosing the vendor for the RFP, however, there is a process and the lowest qualified bidder is chosen. We should be driving this process, however the selection of the bidder is a long process. He asked if the Council can handle the RFP process legally. Mayor Trinks said that the Town Attorney can render an opinion and report to the Finance Committee.

Councilor Simon said it was his expectation that staff would make recommendations to the Council. The Finance Committee could look at this, but he hoped the Council could review the bids.

Motion Passed 9-0-0

Moved by Councilor Jepsen, seconded by Councilor Broxterman to move Items 12 D & E to appear in the agenda after Item 16 B.

Motion Passed 9-0-0

Moved by Councilor Jepsen, seconded by Councilor Broxterman to create Item 12 F to vote on Litigation in the case of Kendall vs. the Town of Windsor and that it appear in the agenda prior to Item 17.

Motion Passed 9-0-0

Moved by Councilor Jepsen, seconded by Councilor Broxterman to create Item 12 G to vote on Litigation in the Case of Lappen vs. the Town of Windsor and that it appear in the agenda prior to Item 17.
 

13. Resignations and Appointments
    None.
     

14. Minutes of Preceding Meetings

1. Minutes of the September 7, 2004 Special Town Council Meeting

   Moved by Councilor Broxterman, seconded by Councilor Jepsen to accept the minutes of the September 7, 2004 Special Town Council Meeting. Corrections: None.

   Motion Passed 9-0-0
    

2. Minutes of the September 7, 2004 Regular Town Council Meeting

Moved by Councilor Broxterman, seconded by Councilor Dean to accept the minutes of the September 7, 2004 Regular Town Council Meeting. Corrections: None.

Motion Passed 9-0-0
 

15. Public Communications and Petitions

Ms. Violet Nahabedian, 1920 Logans Way, commended the Council for thinking about the revaluation and audit. The bottom line is that you have to give the residents something to go on in lieu of what happened. The process you have in mind is not going to make that much of a difference.

Moved by Councilor Jepsen, seconded by Councilor Broxterman to enter into Executive Session at 9:26 p.m. for the purpose of:

1. Discussion of the selection of a site or a lease, sale or purchase of real estate
2. Discussion of the appointment, employment, performance, evaluation health or dismissal of a public officer or employee
3. Strategy and negotiations with respect to pending claims and litigation (Kendall vs. Town of Windsor)
4. Strategy and negotiations with respect to pending claims and litigation (Lappin vs. Town of Windsor)

Motion Passed 9-0-0
 

16. Executive Session

Present: Mayor Trinks, Deputy Mayor Curtis, Councilor Broxterman (arrived late), Councilor Ellingwood, Councilor Dean, Councilor Jepsen, Councilor Mulligan, Councilor Simon and Councilor Walker

Staff: Acting Town Manager Peter Souza; Facilities Management Director Al Neumann; Director of Public Works Brian Funk; Head of Reference at Library Leanne Costello; Town Assessor Steve Kosofsky

Guest: Town Attorney Vincent Oswecki

Councilor Broxterman entered Executive Session at 9:40 p.m.

Al Neumann, Brian Funk, and Leanne Costello left Executive Session at 10:15 p.m.

Steve Kosofsky entered Executive Session at 10:15 p.m.

Peter Souza, Vincent Oswecki and Steve Kosofsky left Executive Session at 10:20 p.m.

Moved by Councilor Walker, seconded by Councilor Dean to leave Executive Session and re-enter the Regular Town Council meeting at 10:55 p.m.

Motion Passed 9-0-0

12. D. Authorize the Acting Town Manager to sign a lease for relocation of the Library

Moved by Councilor Jepsen, seconded by Councilor Dean to authorize the Town Manager to negotiate and execute a lease for the temporary relocation of the Windsor Public Library to 139 Broad Street during construction and renovation of the main library.

Motion Passed 8-0-0 (Councilor Broxterman absent)

12. E. Approve appropriation of $180,000 for lease for relocation of Library

Moved by Councilor Jepsen, seconded by Deputy Mayor Curtis to appropriate $90,000 for library lease, relocation, and storage costs from the General Fund Undesignated, Unreserved Fund Balance and transfer to project number 9023 in the Capital Projects Fund.

Motion Passed 8-0-0 (Councilor Broxterman absent)

12. F. Vote on Litigation in the Case of Kendall vs. Town

Moved by Councilor Jepsen, seconded by Councilor Dean to authorize the Town Manager to settle the case of Kendell versus the Town of Windsor as discussed in Executive Session.

Motion Passed 8-0-0 (Councilor Broxterman absent)

12. G. Vote on Litigation in the Case of Lappin vs. Town

Moved by Councilor Jepsen, seconded by Councilor Dean to authorize the Town Manager to settle the case of Lappin versus the Town of Windsor as discussed in Executive Session.

Motion Passed 8-0-0 (Councilor Broxterman absent)
 

17. Adjournment

Moved by Councilor Simon, seconded by Councilor Walker to adjourn the Regular Town Council Meeting at 10:58 p.m.

Motion Passed 9-0-0

Respectfully submitted,

Kristin Countryman

Clerk of the Windsor Town Council

Cc: Town Clerk

Main Library

Wilson Branch