TOWN OF HEBRON 2011 NOV 22~A 8: ;! Board of Selectmen Q/.MA- c:-.. ~ November 17,2011 Special Meeting Hebron Town Hall - Town Managers Office

Transcription

1 F~ECEIVEe TOWN OF HEBRON 2011 NOV 22~A 8: ;! Q/.MA- c:-.. ~ November 17,2011 Special Meeting Hebron Town Hall - Town Managers Office HEBRON Hl H ew '.-. Present: J. Watt, G. Mulligan, D. Larson, B. O'Connell, M. Stuart (arrived at 7:02 pm) Staff Present: B. Therrien - Town Manager, Attorney George Kelly, Andy Tierney, Director of Public Works; Mike O'leary, Town Planner; and Donna Lanza, Executive Assistance to the Town Manager. J. Watt called the meeting to order at 7:00 pm. A motion was made by J. Watt to go into Executive Session to discuss Pending litigation - James Day v the Town of Hebron. The vote was unanimous. Also invited in were B. Therrien, Town Manager and Attorney George Kelley, Andy Tierney, Director of Public Works; Mike O'leary, Town Planner; and Donna Lanza, Executive Assistance to the Town Manager A motion was made by J. Watt to go out of Executive Session at 7:26 pm. The vote was unanimous. A motion was made by B. O'Connell to adjourn the Special Meeting at 7:26 pm. The vote was unanimous. Respectfully submitted, Bonnie L Therrien Town Manager

2 Members Present: Staff Present: Town of Hebron November 17, 2011 Special Meeting R E C EI VED Hebron Town Hall Meeting Room'2011 NOV 2~P 2: 21 Q;A~. J. Watt, D. Larson, B. O'Connell, M. Stuart, G. MullitiiBRON TO~~ B. Therrien - Town Manager L. Hancock - Finance Director J. Watt called the Special Meeting to order at 8:24 p.m. J. Watt moved to change the order of the following items to discuss items 6b and 6e after item Sa, and then resume with the posted order. The motion passed with all members in favor. Public Comments: None Appointments / Resignations: B. Therrien informed members that Heather Franzese expressed interest in becoming a member of the Beautification Committee. Ms. Franzese addressed the board, stating that she moved to Hebron five years ago and wanted to give back to the town. G. Mulligan moved to appoint Heather Franzese to the Beautification Committee and noted that the term was set to end in December The motion carried with all members in favor. B. Therrien informed members that Robert Poudrier has resigned from the Parks and Recreation Commission. M. Stuart moved to accept Robert Poudrier's resignation with regret. B. O'Connell noted that Mr. Poudrier has served on the commission for a number ofyears and thanked him for the leadership. D. Larson noted that Mr. Poudrier would be missed and that the commission was left with many good people that were well trained to carry on. G. Mulligan stated that Mr. Poudrier will be missed and that the commission has done many great things for the whole community. The motion carried with all members in favor. B. Therrien informed members that Ken Jardin, currently serving as an Alternate on the Parks and Recreation Commission, expressed a desire to become a full member. Mr. Jardin addressed the board and stated that he has enjoyed serving with the commission for the past eighteen months and would like to continue. Mr. Jardin went on to express interest in expanding the walking trails. D. Larson moved to appoint Ken Jardin from the Alternate position to a Full Member of the Parks and Recreation Commission effective immediately, with a term expiring in December M. Stuart thanked Mr. Jardin for stepping forward, noting that the community benefits from the work done by the commission. The motion carried with all members in favor.

3 November 17,2011 Page 2 Hebron Vehicle & Equipment Replacement Policy Funding of Requests Under $25,000 B. Therrien presented members with a draft policy that incorporated comments from past meetings. M. Stuart inquired if there were any changes to the content of the policy. G. Mulligan noted that the changes were to grammar and formatting only. B. Therrien noted that Cruz and the HBOE stated they were able to work with the policy as well. Members discussed BOE reporting requirements for "in kind services" and that they while they would be reported with the BOE, they would be budgeted and funded by the town, like other towns. M. Stuart suggested members consider increasing the lifespan of vehicles to $150,000. L. Hancock noted that the mileage is more ofa guideline than a sole determining factor to consider vehicle replacement. J. Watt suggested reducing the life expectancy from ten years to five. D. Larson noted that the date and mileage was just a reference, and not a replacement date, so he was fine with it. D. Larson moved to adopt the Hebron Vehicle, Equipment and Building Improvement Replacement Policy with changes as noted to the vehicle lifespan being reduced to five years for review. J. Watt clarified that the change would impact Section 3, Item 1 b. B. O'Connell noted that if implemented now, the board should review in two years and that by then a schedule of equipment should be prepared. 1. Watt noted that in October, the Town Manager, the BOS and the BOE meet to get direction, and those members could review the policy at that time. Members voted and the motion passed with all members in favor. Appointment of Auditor- B. Therrien reminded members that the Town received two responses to the RFP for auditing services. B. Therrien informed the board that both firms were interviewed on Tuesday and that the BOF recommended awarding the contract to CCR. M. Leichter noted that there was a lot of good discussion and that it was a unanimous decision. B. Therrien further noted that CCR was bought out by Grant Thornton and that all the partners would remain. M. Leichter noted that the partner did inform the BOF ofthe buyout during the interview, and that it would change the legal entity but not the terms. J. Watt made a motion to appoint the firm of Grant Thornton, LLP as Auditor for the Town of Hebron effective with the audit, with annual appointments, for a period of five years, for an amount not to exceed what is outlined in their proposal. The motion carried with all members in favor. Backhoe and Truck for Public Works elp Funds- A Tierney informed members that the Volvo backhoe approved by the board did not have a delivery date sooner than March 2012 and that Public Works would prefer to have the equipment sooner. A. Tierney stated that there was a John Deere available that was a heavier duty machine, that while costing $8,000 more, was the low bidder when Waterbury and Harwinton bid machines. D. Larson inquired if it was possible to rent a piece of equipment until the Volvo was available. A. Tierney stated that Public Works had done that last year and that it was very costly. B. O'Connell moved to reject the bod that was awarded on July 7, 2011 for the purchase of a Volvo BL-70 backhoelloader from Tyler Equipment and to award the bid to WI Clark Company to purchase a John Deere 41 O-J at a cost of $1 04,835, which was the low bidder for the Town of Harwinton. The motion passed with all members in favor. A. Tierney informed members that the Public Works Foreman's truck was damaged by a large dump truck that had brake failure, and that due to the age of the truck and the extent of the damage, the insurance adjuster totaled the vehicle. A. Tierney stated that the vehicle was critical and requested authority to use the remaining money in the backhoe CIP account to purchase a new vehicle. Members discussed the possibility of using the Cap-Non Reserve Account to fund the replacement, citing the voter approval for the funds being used for a backhoe, not a truck.

4 November 17, 2011 Page 3 (cont'd) M. Stuart agreed that it was a CIP item and noted that the balance was still going to Public Works and that he would prefer to see the expense remain in CIP than to deplete Cap- Non Reserve. M. Leichter suggested the board consider taking action to readjust CIP, noting that voters did not approve the truck. M. Stuart stated that the board couldn't move money between accounts until the third quarter, and that ifthere were sufficient funds at that time in the Cap-Non Reserve Account, the board could consider moving them to CIP then. B. O'Connell made a motion to allow the use of the remaining $35,165 in the CIP backhoe account to purchase a GMC truck with plow in the amount of $33,394, which is the low bidder for the State of Connecticut UConn contract. The motion passed with all members in favor. STEAP/Grant Priorities J. Watt polled members for the proposed projects they felt were priorities. Members each expressed their preference for the sidewalk from Hebron Center to Hebron Elementary School; the Improvements to Village Green as outlined; the construction of a parking lot on Pendleton Drive; the pedestrian path between the Library and Pendleton, and the completion of the pedestrian connection between RHAM and AHM; and the acquisition of land behind the Library for more public parking. J. Watt suggested, for guidance purposes, to add the extension of the Recreation Trail as item #6. M. Stuart noted, with the endorsement of a new Public Works facility by several board members, that the Town's ability to be awarded a grant is tied to being able to meet requirements, stating that new grants are geared to economic development and that while Public Works should be on the list, the Town is not yet ready to build. J. Watt agreed that the ongoing list is a good one, but the discussion was a good start. Use of Town Property - Governing Statutes B. Therrien summarized the conversations to date about the use of Town property and after meeting with M. O'Leary, A. Tierney and R. Calarco, suggested using the CIP guideline of items costing more than $25,000 requiring the CGS 8-24 process, while items costing less than $25,000 would require the department head come to the Town manager and then the BOS. J. Watt suggested including it in the Town Manager's Report so there would be a recorded public conversation. M. Stuart agreed, noting that with so many projects donated or funded with Fund 4, it's good to let people know they are not town expenditures. G. Mulligan confirmed that projects costing more than $25,000 would go before the BOS and Planning and Zoning, and then the BOS again. B. Therrien confirmed that was the case, per State statute. Rewording of State Law - Arbitration J. Watt reviewed the discussion that took place at the last meeting. Members agreed that it was important to have a BOF representative on the team. Members expressed a preference to have BOF and BOS members be advisors and participants, with the ability to update board members in Executive Session, so the governing body is informed. J. Watt noted that if a board can't have a say in the process, he didn't want that board to be responsible for approving the negotiated contract, but that an interim step may be to have BOF and BOS members present that could discuss in a public forum some guidelines without discussing specifics ofnegotiations. Members agreed.

5 November 17,2011 Page 4 Town Attorney Selection B. Therrien provided the additional information members requested after the November 3 rd interviews. Members discussed the references for each firm and noted the importance of legal opinions that are straight forward, offering good advice. Members agreed that two firms stood out; Halloran and Sage, LLP and current attorney Don Holtman, from Katz & Seligman. G. Mulligan expressed concern with the lack of backup for Don Holtman, noting that an increase in projects may stretch him too thin, but didn't object to the service currently being provided. D. Larson agreed. M: Stuart noted that Planning & Zoning was pleased and the Attorney Holtman provided timely reviews of State statutes at no additional cost. J. Watt agreed that Mr. Holtman has served the town well and that with the longevity and experience. J. Watt further noted that it would be important to cultivate a new relationship as well, especially in a time that wasn't busy. B. O'Connell endorsed D. Holtman, noting the known costs and the two year term. M. Stuart agreed. G. Mulligan stated she would be fine with either firm, but did express a slight preference for Halloran & Sage, LLP, citing their additional resources and environmental component. J. Watt suggested members consider the two firms, and when making the first motion, appoint Halloran & Sage, LLP, and if that failed then a second motion could be made to appoint D. Holtman. Process for Labor Attorney Interviews B. Therrien informed members that five responses were received for the RFP that went out. B. Therrien noted that the bidding was not driven by the Charter, but by the Purchasing Policy. J. Watt suggested picking an afternoon for interviews. B. O'Connell noted that a Saturday would be better for him. B. Therrien offered to poll members for availability in January. Acceptance of Open Space, Easements and Right of Way - Grayville Estates Subdivision B. Therrien summarized the proposed donation of30.7 acres, the Conservation Easements and Roadway Right of Way for the Grayville Estates Subdivision on Grayville Road. B. O'Connell noted that Planning and Zoning was working with the best practices to get developers to set up open spaces and buffers, and supported the request as proposed. M. Stuart noted that the Conservation Easement wasn't definitive in stipulating the preservation of the stone walls and trees. D. Larson agreed, citing the clearing along Cotes Farm Road. B. O'Connell noted that John Soderberg tours and enforces the terms ofthe agreements. D. Larson requested that be clarified, and also that it be clarified how one ofthe roads ends, noting it was incomplete in the plan. D. Larson further inquired ifthere would be a Fire Department Water Source. M. Stuart reminded members that the Fire Department and Public Works Department each expressed a desire to curtail cul-de-sacs in town. J. Watt suggested members send questions to B. Therrien by November 22. Appointments to Boards and Commissions J. Watt reviewed the list of individuals interested in being reappointed to their respective boards and commissions noting Historic Properties having one member that was not interested in being reappointed. J. watt suggested placing reappointments on the agenda for the second meeting in December. Members agreed. December 1, 2011 Proposed Agenda J. Watt suggested removing some of the resolved items and requested the changes discussed tonight be added to the agenda and asked members to contact B. Therrien with any additional items.

6 November 17, 2011 Page 4 Town Manager's Report B. Therrien informed members that a State DUI grant would enable State Troopers to increase their presences for the holiday season. B. Therrien informed members that the air quality testing was done at the Senior Center and those results could come as soon as Friday. O. Mulligan reminded the public that volunteers were being sought for November 20, and that those interested could contact Judy Shok and Donna Hendrick. Consent Agenda: J. Watt moved to approve the minutes for the October 20,2011 Special Meeting, the November 3, Special Meeting, and the November 3, Regular Meeting as submitted. The motion carried with O. Mulligan abstaining, and the remaining members in favor. Liaison Reports D. Larson informed members that the BOF held interviews with the proposed auditing firms and that it was an interesting process but that it was sad to see companies absorbing each other. B. O'COlUlell informed members that the BOE announced a projected decline in enrollment, assuming no new subdivisions are built. B. O'Connell noted that with the projected steady decline over the next six years, the new board has programs and staffing to think about. Executive Session J. Watt moved to enter Executive Session to discuss union negotiations. The motion carried with all members in favor and the entered into Executive Session at 10:53 p.m. and B. Therrien was invited in. The board came out of Executive Session at 11: 11 p.m. D. Larson made a motion to accept the Town Manager's recommendations for a onetime bonus for full time employees as outlined in her recommendation to the Selectmen, not to include the Clerical Union or the new Union, at an amount not to exceed $25,000. The vote was unanimous. Adjourn O. Mulligan moved to adjourn. The motion carried with all members in favor and the meeting adjourned at 11:12 p.m. Respectfully Submitted, Brian Whalen Board Clerk