BOARD OF SELECTMEN MEETING MINUTES MONDAY, JUNE 2, :30 P.M. GREENE COMMUNITY CENTER

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1 BOARD OF SELECTMEN MEETING MINUTES MONDAY, JUNE 2, :30 P.M. GREENE COMMUNITY CENTER First Selectman Carl A. Balestracci, Jr. called the meeting to order at 7:30 p.m. Present: Board Members: Carl Balestracci, Veronica Wallace, Salvatore Catardi and Joseph Mazza Town Officials: Others: Media: Town Engineer Jim Portley, Human Resources Director Mitch Goldblatt, BOE Accounting Manager Linda Trudeau, Board of Finance Member Kimberly Brockett and Clerk Traci Brinkman About four residents in the audience Guilford Courier Reporter Fay Abrahamsson, New Haven Register Reporter Rachel King and Mike Graziano, taping for GCTV 1. Approval of minutes: 1.1 Minutes of May 19, 2008 Regular Meeting board voted unanimously to approve the minutes of the May 19, 2008 Regular Meeting as presented. 1.2 Minutes of May 27, 2008 Public Hearing Upon a motion made by Mr. Catardi and seconded by Ms. Wallace, the board voted unanimously to approve the minutes of the May 27, 2008 Regular Meeting as presented. 2. Public Forum (limited to 2 minutes regarding agenda items) 1

2 Steve Fisher of 221 Flag Marsh Road asked about the size of culverts that would be installed for the reconstruction project and how those dimensions were arrived at. Mr. Portley said they went through several plan iterations in order to balance out the flow through the culverts so it does not back up and flow over the road like it currently does. He added that they are putting in 36-inch culverts which will allow for the low flow as well as a box culvert to handle the flow of water that would normally go over the road during a rain event. Mr. Fisher asked about a landscaping plan once the road is put in. Mr. Portley said they do plan on doing grading and as they build the road they would rather work with property owners to see what would be most suitable to them. He added that they will make reasonable slopes. Mr. Balestracci said it was explained at the public hearing that the town will work with neighbors. They need to improve the road, but they want to make sure it blends into the neighborhood. Kim Brockett of 222 Flag Marsh Road said a lot of issues were discussed at the hearing, but she wants to get her concerns on the record. She added that she knows the culverts need to be replaced and that the intersection with Route 1 is a safety concern, but she has some concerns about the project. Ms. Brockett explained that she is on the downhill side of the road and if the new configuration lets anymore water through she is going to be flooded. She is also concerned about erosion and the fence on her property. She questioned if there is any way a sluice gate can be put on the creek and questioned if something needs to be done downstream first. Ms. Brockett said she is also concerned about grading, because right now she has a nice green grass strip between her house and Flag Marsh that she uses to bring animals onto her property and she is worried about that area. She added that Mr. Portley does good work and she trusts him, but she wonders what happens if he runs out of time and money. Ms. Brockett said her property was a horse farm and she would like to use it as a horse farm, but she is afraid the project will decrease the value of her property or make it unusable for what it is intended. She is worried about her property values as a result. 3. Board of Education: 3.1 Discuss and take possible action on resolution authorizing a leasepurchase agreement to finance the acquisition by the Board of Education of Computer Equipment. Ms. Trudeau explained they passed the same resolution last year for the 2

3 first lease. She added that they are in year two of the technology plan, but since the Board of Education cannot incur indebtedness on its own, the selectmen must pass the resolution. Ms. Trudeau explained that the lease last year and this lease are two separate five-year leases. Upon a motion made by Mr. Catardi and seconded by Mr. Mazza, the board voted unanimously to approve a resolution authorizing a leasepurchase agreement to finance the acquisition by the Board of Education of Computer Equipment in an amount not to exceed $500,000 with $111,900 included in the FY for the first payment. 4. Human Resources Director (Mitch Goldblatt): 4.1 Discuss and take possible action on Workers Compensation Premium Audit. Mr. Goldblatt said he was directed to look into an audit of Workers Compensation and there were three companies willing to take this on. Those companies are Accu-Comp in Guilford, Workers Compensation Audit Specialists in Hooksett, NH and WorkComp Premium Recovery Group in Denver, CO. Mr. Goldblatt said it is difficult to find companies that do this work especially for municipalities, because they mainly provide these services to large companies. He added that he recommends WorkComp Premium Recovery Group because they will afford the town the largest return. Mr. Goldblatt said town staff will have to go through the records for the last five years and compile the information. The company will then review everything and find errors or mistakes in the town s favor. In the end the town will receive a check accounting for those errors or omissions. If all three companies were to find the same errors, Guilford would keep a higher percentage (60 percent) under the WorkComp proposal. Mr. Goldblatt said their fee is contingent on finding something, if they find nothing they do not get paid. Mr. Catardi asked who the town s workers compensation carrier is and if they perform an audit. Mr. Goldblatt said the town s workers compensation carrier is CIRMA and they do their own audit, but this would be an audit of them. Their audit does reveal errors and they make adjustments as the year goes by. 3

4 He added that Accu-Comp did an audit five years ago for the town, but did not find a lot and what they did find was probably adjusted. Mr. Goldblatt said the findings seemed to be in the $3,000 to $5,000 range. Mr. Catardi said the town does not have to pay if they do not find anything. Mr. Goldblatt explained that is true, but he wanted the board to be aware that it could take a little while, because they have to compile the records n and request records from CIRMA. Mr. Mazza asked if additional help or overtime will be required to compile the information. Mr. Goldblatt said he, Ms. Riegelmann and their support staff should be able to get it done. It will all depend on how easy it is to find the records and how easy it is for CIRMA to come up with the records as well. Mr. Mazza said he does not see much of a risk with going forward, because they usually see some savings, as long as Mr. Goldblatt does not see a problem with the time needed to compile the records. Mr. Goldblatt said he does not see the time as a problem and will just need to know which company the board would like to go forward with. Mr. Catardi said he would be inclined to talk to the Guilford company to see if they would match the proposal of the other company because they are not off by too much. Mr. Goldblatt said he did check with Accu-Comp and they refused to renegotiate. He added that five years ago their proposal was the same as WorkComp with the town receiving 60 percent and Accu-Comp 40 percent (the current proposal is 50/50). Mr. Goldblatt said that Accu-Comp explained that this is their set rate and they do not change it. Mr. Mazza asked if Mr. Goldblatt checked with CCM to find other companies. Mr. Goldblatt explained that CIRMA is an arm of CCM and CIRMA is not too excited about having this audit. While CCM does have a list of different providers, workers compensation are not ones they list. Mr. Catardi said as long as there is no overtime and no additional cost to the town he feels they should do it. Mr. Mazza said he had no problem going forward. Ms. Wallace added that it makes good business sense. 4

5 Upon a motion made by Mr. Catardi and seconded by Mr. Mazza, the board voted unanimously to authorize the Human Resources Director to contract for a Workers Compensation Premium Audit with WorkComp Premium Recovery Group in Denver, CO. 5. Town Engineer (Jim Portley): 5.1 Consider and take possible action on Flag Marsh Road reconstruction project as a result of public hearing(s). Mr. Balestracci said that he understands Ms. Brockett s concerns. He added that the idea is to make the road better and safer and to help with the flooding problems. Mr. Balestracci said they cannot guaranty that it will solve all the problems. He added that DDR, the rock pile developers have purchased a house in the downstream area that always floods and they are going to clean the riverbed the best they can. Mr. Balestracci said this is a project they hope will improve all situations and increase the value of everyone s land, but they cannot guaranty it. Mr. Portley said this is the hardest section of road he has had to rebuild in 30 years. He added that there are so many public safety concerns, such as bad horizontal and vertical alignment and flooding. Mr. Portley said that really it is the same road that has been there for 70 to 100 years with only a few minor improvements, but the traffic on it has increased significantly. He added that it is time to address this road and it has been on the capital improvement program for over 10 years. Mr. Portley said as far as drainage, they do not want to make the north or the south side worse so they are balancing it and trying to maintain the minimum flow, which is easy. He added that when you have major storm events that happen every 10 to 20 years, the culverts are so undersized that there is flooding and the road needs to be closed. Mr. Portley said this happened times in the last 30 years. He added that they designed the culvert for low flow and are putting in a boxed culvert for times when conditions require it. They are trying to balance the flow so it doesn t back up on the north side and so that it is also not allowed to flood downstream either. Mr. Portley said they will be using boulders and stone to control any erosion. He added, however, that a hundred year storm is still going to flood the road so he cannot guaranty that it is never going to happen. 5

6 Mr. Portley said they will do all they can to work with the residents, because they want to be good neighbors. The town has a competent public works department that will do all the construction and they can reset fence posts, etc. He added that most of the roads they have completed people have been content and felt the town was very responsive. Mr. Portley cited the stone headwalls on the Meadow Hills Drive bridge as an example of their responsiveness. Mr. Mazza said that two years ago the Meadow Hills residents were unhappy with the walls on the new bridge. They came to the selectmen and Mr. Portley corrected it to the point where the residents were happy. He added that Mr. Portley will work with all the residents, he has seen it time and again. Mr. Mazza said State Street was the same way and he has not heard a complaint. He added that it is a road they need to fix and Mr. Portley will work with them. Upon a motion made by Mr. Catardi and seconded by Ms. Wallace, the board voted unanimously endorse the reconstruction project at Flag Marsh Road including the area from Schoolside Lane to the Boston Post Road. 5.2 Old Kuttawoo Subdivision: a) Consider and take possible action on acceptance of Richie s Way as a Town Road. b) Discuss and take possible action to set maintenance bond and release road construction bond for Richie s Way. Mr. Portley explained that this is on the north side of Tanner Marsh Road east of the intersection of Goose Lane and Tanner Marsh Road. The subdivision road is 850 feet long and it was build in accordance with the Road Ordinance. Mr. Portley said the original road bond was set at $106,000 and he recommended they set a two-year maintenance bond of $5,330. Upon a motion made by Mr. Catardi and seconded by Mr. Mazza, the board voted unanimously to accept Richie s Way as a town road, to set a two-year maintenance bond of $5,330 and to release the road construction bond. 6

7 5.2 Landon s Knoll Subdivision: a) Consider and take possible action on acceptance of Landon s Way as a Town Road. b) Discuss and take possible action to set maintenance bond and release road construction bond for Landon s Way. Mr. Portley explained that this road which is 3,650 feet long was also built in accordance with the road ordinance. Public Works has swept the road and cleared all catch basins. He recommend the board accept Landon s Way as a town road, set a 5-year maintenance bond of $50,000 and release the road construction bond. Ms. Wallace noted that they accept roads each year and they add up to more work for the town with regard to plowing and maintenance, which they need to keep in mind when it comes to budget time. Upon a motion made by Mr. Mazza and seconded by Ms. Wallace, the board voted unanimously to accept Landon s Way as a town road, to set a 5-year maintenance bond of $50,000 and to release the road construction bond. 5.4 Hubbard Road Bridge Road Construction Presentation of Connecticut Society of Civil Engineers 2008 Structural Award of Merit. Mr. Portley apologized because he left the award at his office. He added that because the aesthetics of the bridge are so good and it fits into the natural landscape that it qualified for the award. He said he would bring it to the next meeting. 6. Appointments and Resignations: 6.1 Act on recommended appointments to the newly established Public Works Commission. Mr. Balestracci noted that they have five regular members and one alternate to appoint at this meeting and they will still have another alternate to appoint in the future. The following are the names and terms of those recommended for appointment: Robert Guadagno (D) June 2, 2008 to May 31,

8 Patrick Kinney (D) June 2, 2008 to May 31, 2012 Robin Gangemi (U) June 2, 2008 to May 31, 2010 Arthur Benson (R) June 2, 2008 to May 31, 2010 Charles Bishop (R) June 2, 2008 to May 31, 2012 Dean Mitchell (R-alternate) June 2, 2008 to May 31, 2012 board voted unanimously to appoint the above members to the newly established Public Works Commission for the terms stated. 6.2 Act on recommendation to appoint William Mack as an alternate to the Zoning Board of Appeals to fill a vacancy for a term to expire Upon a motion made by Mr. Catardi and seconded by Ms. Wallace, the board voted unanimously to appoint William Mack as an alternate to the Zoning Board of Appeals to fill a vacancy for a term to expire 6.3 Act on recommendation to appoint Valerie Brown as an alternate to the Zoning Board of Appeals to fill a vacancy for a term to expire Upon a motion made by Ms. Wallace and seconded by Mr. Catardi, the board voted unanimously to appoint Valerie Brown as an alternate to the Zoning Board of Appeals to fill a vacancy for a term to expire 6.4 Act on recommendation to appoint Frederick Trotta to the Board of Police Commissioners for a term to begin June 30, 2008 and expire June 30, Upon a motion made by Ms. Wallace and seconded by Mr. Catardi, the board voted unanimously to appoint Frederick Trotta to the Board of Police Commissioners for a term to begin June 30, 2008 and expire June 30,

9 6.5 Act on recommendation to appoint Peter Hawley Johnson to the Conservation Commission to fill a vacancy for a term to expire board voted unanimously to appoint Peter Hawley Johnson to the Conservation Commission to fill a vacancy for a term to expire 6.6 Act on recommendation to appoint Franco Picitelli as an alternate to the Conservation Commission for a term to expire February 28, board voted unanimously to appoint Franco Picitelli as an alternate to the Conservation Commission for a term to expire February 28, Act on recommendation to appoint David Skelton to the Standing Building Committee for a term to expire June 17, Upon a motion made by Mr. Mazza and seconded by Ms. Wallace, the board voted unanimously to appoint David Skelton to the Standing Building Committee for a term to expire June 17, Act on recommendation to reappoint Marybeth Marx to the Water Pollution Control Authority for a term to begin August 1, 2008 and expire July 31, board voted unanimously to reappoint Marybeth Marx to the Water Pollution Control Authority for a term to begin August 1, 2008 and expire July 31,

10 6.9 Act on recommendation to reappoint David Dodge as an alternate to the Shellfish Commission for a term to expire February 28, board voted unanimously to reappoint David Dodge as an alternate to the Shellfish Commission for a term to expire February 28, Requests for Use of Town Property 7.1 Act on request from the Dudley Farm to place a sign on the Green advertising its Farmers Market taking place June 7-October 25, (Sign request is for two weeks each month/specific dates on application) Upon a motion made by Mr. Catardi and seconded by Ms. Wallace, the board voted unanimously to approve the request from the Dudley Farm to place a sign on the Green advertising its Farmers Market taking place June 7-October 25, (Specific sign placement is on application for two week period each month) 7.2 Act on request from Lifelinx, Inc. to place a sign on the Green advertising its 5K Road Race taking place June 7, (Sign Placement 6/2-6/7) Upon a motion made by Mr. Mazza and seconded by Ms. Wallace, the board voted unanimously to approve the request from Lifelinx, Inc. to place a sign on the Green advertising its 5K Road Race taking place June 7, (Sign Placement 6/2-6/7) 7.3 Act on request from the Guilford Town Band to place a sign on the Green advertising its Concert at the Community Picnic taking place 10

11 July 12, (Sign Placement 6/28-7/12)(5 th Sign 7/6-7/10)(7 th Sign 7/11-7/12) board voted unanimously to approve the request from the Guilford Town Band to place a sign on the Green advertising its Concert at the Community Picnic taking place July 12, (Sign Placement 6/28-7/12) 8. Correspondence: None 9. Old Business None 10. New Business Mr. Balestracci announced that Mr. Catardi has been appointed by the South Central Regional Council of Governments as the new representative to the Tweed Airport Authority. 11. Public Forum (limited to 2 minutes regarding any issue) None Upon a motion made by Mr. Mazza and seconded by Ms. Wallace, the board voted unanimously to adjourn the meeting at 8:30 p.m. Respectfully submitted, Traci K. Brinkman Clerk Board of Selectmen 11