Simsbury, CT - Board of Selectman Minutes

The Regular Meeting of the Board of Selectmen was called to order at 7:30 P.M. in the Main Meeting Room of the Simsbury Town Offices. Present were First Selectman Thomas Vincent, Deputy First Selectman Joel Mandell, Board Members Madeleine Gilkey, William Garrity, John Romano and Anita Mielert, Assistant to the First Selectman Brandon Robertson, Finance Director Kevin Kane and other interested parties.

Joan Coe, 26 Whitcomb Drive, expressed her concerns regarding environmental conditions in Town Hall and employee related illnesses; the failure on the part of the town to implement remedies suggested in environmental studies; mold problems in Police Department restrooms; the need for a drainage swale around the perimeter of the building; the possibility of surplus funds from the high school renovation being returned to the General Fund to offset tax increases; water under the high school auditorium; the relationship between the Chairman of the Planning Commission and the Director of Community Planning and Development; increasing user fees of town owned properties; the employment contract for the Superintendent of Schools and his responsibility to provide a written report of BOE proceedings and school conditions with plans for improvements; and the Theatre Guild's request to serve alcohol at Eno Hall.

Assistant to the First Selectman Robertson said he had been in contact with representatives of the Hartford Symphony Orchestra and the Talcott Mountain Music Festival and has been advised that ticket holders for the July 19th concert may return their tickets to the Hartford Symphony Box Office to receive vouchers of comparable value which may be used for subscriptions or individual concerts for orchestra performances during the 2002/2003 season; that vouchers must be used by May 31, 2003; and that some restrictions may apply.

Tickets should be mailed to HSO Ticket Services, 228 Farmington Avenue, Hartford, CT 06105.

a. Review and act on correspondence from Tax Collector regarding tax refunds

Mr. Garrity made a motion, seconded by Mr. Mandell and passed unanimously to approve tax refunds in the amount of $3,047.99 for the period of July 1, 2002 through July 17, 2002 per memorandum from Kathleen Hayes, Tax Collector, dated July 17, 2002.

b. Review and act on correspondence from Finance Director authorizing the establishment of a Special Revenue Fund entitled "Eno Memorial Hall Special Revenue Fund"

First Selectman Vincent said the fund is to be established to account for funds received from the settlement with the Wadsworth Atheneum; that the Town will receive $425,003; that the first payment of $175,000 has been made; and annual payments of $19,231 will be made for the next thirteen years.

Mr. Vincent asked for a motion to approve the establishment of the Eno Memorial Hall Special Revenue Fund to account for the proceeds of the settlement with the Wadsworth Atheneum as outlined in a memo from Finance Director Kevin Kane dated July 10, 2002.

Mr. Romano made the motion, seconded by Ms Gilkey.

Ms. Mielert asked for clarification of exactly how the funds are to be spent; whether they need to be spent; and whether there is a policy, which would allow the funds to grow.

In response to Ms. Mielert, Mr. Kane said that the primary need is to establish the fund; that policy will be set by the Board of Selectmen and the Board of Finance; and that no funds will be expended before the policy is set.

Mr. Mandell expressed his concern that the monies should be used appropriately to ensure the integrity of Eno Hall and that the monies should not be stockpiled.

Ms. Gilkey applauded Mr. Vincent's efforts on behalf of negotiating the settlement with the Wadsworth Atheneum and suggested the monies be used for major rehabilitation, i.e., balusters, columns, walkway, etc.

Ms. Mielert suggested that the policy include that money may be spent on day-to-day operations, i.e., electrical, heating, janitorial, etc.

After discussion, the motion to establish the Special Revenue fund passed unanimously.

c. Review and act on correspondence from Finance Director requesting budget transfers as outlined in a memorandum dated July 16, 2002.

First Selectman Vincent said the memo requested two transfers to close out the Landfill Fund and the transfer of funds to the General Fund.

First Selectman Vincent asked for a motion to reclassify $12,499.71 from undesignated fund balance as designated fund balance.

Mr. Garrity made the motion, seconded by Ms. Gilkey

In response to Ms. Mielert's questions, Mr. Kane said that when the 2001/2002 budget was developed, it was the intention that this would be the last year of the operation and that in 2002/2003 it is being budgeted in the General Fund; that the residual amount of $12,499.71 must be transferred in order to close the fund properly; and that the remainder of the Support Services line item, $4,363.35, also needs to be transferred to the General Fund.

After discussion, the motion passed unanimously.

First Selectman Vincent asked for a motion to authorize the Finance Director to transfer $4,363.35 in unexpended funds for the Support Service line item to the General Fund line item.

Ms. Gilkey made a motion to authorize the Finance Director to execute this transaction. The motion was seconded by Ms. Mielert and passed unanimously.

d. Review and act on correspondence from Finance Director requesting General Fund Budget Transfers in the amount of $132,945

First Selectman Vincent asked for a motion to authorize Finance Director to make transfers in the amount of $132,945 to eliminate category deficits in individual departmental budgets - Sewer Use Fund $65,639, Dog Fund $524, Simsbury Farms Fund $67,062.

Mr. Garrity made the motion to authorize the Finance Director to make transfers in the amount of $132,945. The motion was seconded by Ms. Gilkey and passed unanimously.

e. Review and act on correspondence from Finance Director requesting General Fund Budget Transfers in the amount of $203,487

First Selectman Vincent said that the first three transfers include Air Conditioning for Eno Memorial Hall $85,000, Police Cruiser $24,000, Copy Machine for Public Use in Town Clerk's Office $10,000; that the other two transfers include fund balance in Simsbury Farms, Special Revenue Fund $14,487 and October 1, 2002 Revaluation $70,000; and asked for motions to approve these transfers.

Mr. Mandell made the motion, seconded by Mr. Garrity.

Ms. Mielert asked that the items be discussed one by one; and said that the police cruiser was not in the operating budget and that police cruisers should be regularly budgeted for to ensure that police are not driving vehicles with over 100,000 miles and eliminate the need for large expenditures for cruisers in the future; and that she would like to see budgeting for four cruisers.

Mr. Romano and Mr. Mandell spoke in support of funding the police cruiser.

Ms. Mielert suggested that priorities be weighed with regard to the $85,000 for Air Conditioning Eno Memorial Hall stating that it adds more summer possibilities but that air conditioning might not be the highest priority for the use and health of the building.

Mr. Mandell said that the Hall can be extremely uncomfortable even through the November Veteran's Event and that air-conditioning would allow for additional use of the Hall.

Mr. Garrity felt that there may be items more important than air-conditioning Eno Memorial Hall and that further discussion on other items left out of the budget would be beneficial.

First Selectman Vincent said that air conditioning Eno Memorial Hall has been on Mr. Wrabel's priority list for a number of years.

Mr. Kane discussed the benefits of using the money to build up reserves, which on a percentage basis are declining.

Mr. Kane said that the proposed copy machine would preserve the integrity of the Town records since records would not have to be removed from books in order to be copied and that outright purchase of the copy machine is more cost effective than a lease agreement.

After discussion, First Selectman Vincent, Mr. Mandell and Mr. Romano voted to approve the transfers. Mr. Garrity, Ms. Gilkey and Ms. Mielert voted against approval of the transfers.

Ms. Mielert restated the motion to authorize Finance Director to make budget transfers to include Police Cruiser $24,000, Copy Machine $10,000, Simsbury Farms Special Revenue Fund $14,487, October 1, 2002 Revaluation $70,000. Ms. Gilkey seconded the motion. The motion passed five to one with Mr. Garrity voting not to approve.

f. Review and act on correspondence from Finance Director requesting General Fund Budget Transfers in the amount of $47,175

First Selectman Vincent said the purpose of these transfers is to eliminate category deficits in the individual departmental budgets.

Mr. Mandell made a motion, seconded by Mr. Garrity and passed unanimously to authorize the Finance Director to make General Fund Budget Transfers in the amount of $47,175.

Review and possibly authorize a one-year extension of a contract with F.R. Tetro Enterprises for Dial-A-Ride Service

First Selectman Vincent asked for a motion to authorize the First Selectman to execute a one-year extension of Dial-A-Ride Services.

Ms. Gilkey made the motion, seconded by Mr. Romano and passed unanimously,

to authorize the First Selectman to execute a one-year extension of Dial-A-Ride Services.

3. RESIGNATIONS AND APPOINTMENTS

a. Resignation of Christa Menzel from the Recycling Committee

Ms. Mielert made a motion, seconded by Mr. Romano, and passed unanimously to accept the resignation of Christa Menzel from the Recycling Committee.

b. Resignation of Scott Barnett from the Design Review Board as an alternate

Ms. Gilkey made a motion, seconded by Mr. Garrity, and passed unanimously to accept the resignation of Scott Barnett from the Design Review Board as an alternate.

c. Appointment of Mark Naccarato to the Design Review Board as an alternate

Ms. Gilkey made a motion, seconded by Mr. Romano and passed unanimously to approve the appointment of Mark Naccarato to the Design Review Board as an alternate.

a. Review and act on correspondence from the Theatre Guild of Simsbury, Ltd., requesting the use of Eno Memorial Hall for the Annual Patron's Party on November 15, 2002.

Mr. Mandell made a motion, seconded by Ms. Gilkey, and passed unanimously to approve the request of the Theatre Guild of Simsbury, Ltd., to use Eno Memorial Hall for the Annual Patron's Party on November 15, 2002.

b. Review and act on correspondence from the Theatre Guild of Simsbury, Ltd., requesting to serve alcohol at the Annual Patron's Party at Eno Memorial Hall

Ms. Gilkey made a motion, seconded by Mr. Garrity, to approve the request of the Theatre Guild of Simsbury, Ltd., to serve alcohol at the Annual Patron's Party at Eno Memorial Hall.

Mr. Mandell said that the amount of alcohol served is minimal.

The motion passed unanimously.

5. SUB-COMMITTEE REPORTS

Personnel - Mr. Mandell said there is a committee meeting scheduled on Thursday, July 25, 2002 to discuss two grievances.

Mr. Mandell reported on the new Club House, Pro Shop and Restaurant Facilities and encouraged the use of these fine facilities.

Recycling - In response to Mr. Romano's question, First Selectman Vincent said that $750 for the Swap Station has been approved.

First Selectman Vincent announced that the Little League baseball team won the District 6 Championship and are playing for the sectionals; that the Babe Ruth team won their district and are playing for the sectionals; that the regional Babe Ruth Tournament will be held at Memorial Field the first week in August; and that the American Legion baseball team's record is 32 and 6 and they are going to the State Tournament.

Mr. Romano announced that the Cobb School Circus Smirkus event was held this past weekend and the concerns regarding parking were well addressed.

8. APPROVAL OF MINUTES - June 24, 2002

Mr. Garrity made a motion, seconded by Ms. Gilkey and passed unanimously to approve the minutes of the June 24, 2002 meeting as written.

9. ADJOURN TO EXECUTIVE SESSION TO DISCUSS THE FOLLOWING:

Potential Lease of Town-owned land

Mr. Romano made a motion, seconded by Ms. Gilkey, and passed unanimously to adjourn to Executive Session at 8:35 P.M.

The following members of the Board of Selectmen were present for the Executive

Session: Thomas Vincent, John Romano, Anita Mielert, Madeleine Gilkey, William Garrity, Joel Mandell. Assistant to the First Selectman, Brandon Robertson, was also present for the Executive Session.

Joel Mandell made a motion to adjourn from Executive Session at 8:43 p.m. John

Romano seconded the motion. All members were in favor.

The following motion was made:

Be it hereby resolved that the Board of Selectmen authorizes the First Selectman

to direct appropriate staff to negotiate an agreement with New England Site

Management LLC for the construction of a telecommunications facility to be located on Town Forest Road.

William Garrity made a motion to approve the resolution as presented. All were

Thomas Vincent made a motion to adjourn at 8:45 p.m. All were in favor.

Respectfully submitted,

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