Board of Selectmen Regular Meeting July 14, 2014-Approved

TOWN OF SIMSBURY- BOARD OF SELECTMEN
REGULAR MEETING MINUTES - JULY 14, 2014

CALL TO ORDER

The Regular Meeting of the Board of Selectmen was called to order at 7:20 p.m. in the Main Meeting Room of the Simsbury Town Offices. Present were: First Selectman Mary Glassman; Board members Sean Askham, Cheryl Cook, Lisa Heavner and Michael Paine. Ms. Haase was absent from this meeting. Others in attendance included: Tom Cooke, Director of Administrative Services, Sean Kimball, Chief Ingvertsen, Hiram Peck, Attorney DeCrescenzo and other interested parties.

PLEDGE OF ALLEGIANCE

Everyone stood for the Pledge of Allegiance.

PUBLIC AUDIENCE

Joan Coe, 26 Whitcomb Drive, feels that the residents are continuing with failed leadership. She said the Charter Revision Commission did not welcome a Town Manager and have delegated all the duties of an elected First Selectman to an untrained Town Manager. The Charter is worded in such a way that no one knows how many First Selectman duties are delegated leaving it all up to interpretation.

Ms. Coe spoke about the new salaries for the Director of Administrative Services, Deputy of Human Services, and Staff Coordinator. She said none of these increases were approved by the tax payers. She doesn’t understand why the Police pension hasn’t been increased. There were also other increases that were approved, but not in the budget.

Ms. Coe said she feels the Town needs to be run by a Professional Town Management form of government.

Ms. Coe said the Performing Arts Center is now a non-profit organization but they still use the town land and resources. The residents are now unable to receive any minutes of their meetings or financials and she feels they should not be exempt from disclosure.

Ms. Coe said she attended the democratic caucus for the State Democratic Representative. She said John Hampton accepted the nomination, but did note that he was told how to vote while on the Board of Selectmen for Simsbury.

Ms. Coe said that Dave Ryan hired Updike, Kelly, and Spellacy as the Performing Arts agent. She said the Town Attorney is a part of this law firm, but this did not show up on the conflict of interest form. Isn’t this a conflict?

Ms. Coe said there were garbage bags left at the Meadows on the day after the concert. She showed a picture of this mess. She said the Boy Scouts were asked to clean-up the Meadows. She feels this puts the Town at risk especially if someone gets hurt performing this task. She feels the trash bins also entice animals to the Meadows.

Ms. Coe spoke again about the marijuana factory. The building is supposed to get a certificate of occupancy on Friday. The Police Department will have to deal with this activity. Ms. Coe said there was a heroin overdose called and hopes that the Town comes to aid the family in this crisis.

Ms. Coe spoke about using beet juice for deicing the roads. She feels this is the best thing for our future and will report after further investigating.

Robert Kalechman, 971 Hopmeadow Street, read two quotes before speaking. He said he attended the Personnel Sub-Committee meeting before this meeting. He said they are voting on things that are against the Charter 502. He said if these things are adopted, you will need a public hearing or be in court.

Mr. Kalechman said he asked for two additional policemen and got zero. We need more Police officers. Why do we need two engineers in the Engineering Department? Why did we let Richard Sawitzke retire?

Mr. Kalechman spoke again about the marijuana factory. He said there was a heroin overdose already, so doesn’t this encourage more drugs in Town?

Sue Bednarcyk, 119 E. Weatogue Street, spoke about land issues again. She said she heard that at the planning meeting for the proposed gas station.When the vote was taken it was a tie. She said Mr. Peck said a tie passes, which is wrong. Now this referral has to be done again.

Ms. Bednarcyk said a PAD was only allowed for 10 acres of property. She said Mr. Peck said that everything in Town can be a PAD. This needs to be investigated so this is corrected.

Ms. Bednarcyk spoke again about her mom and the program they were supposed to be involved in. She said residents can’t get good representation. Her mom should have gotten proper coverage and she will not let this go.

PRESENTATION

• GFOA Certificate of Achievement - Sean Kimball, Interim Director of Finance/Treasurer

Ms. Glassman said this GFOA Certificate of Achievement is the highest honor we could receive for financial reporting. She congratulated Sean Kimball, Interim Finance Director, and she thanked him for his accomplishment.

Mr. Kimball thanked all the Department Heads and staff for their patience and help with the budget. He also thanked Deb Sweeney, Colleen O’Connor, Dave Gardner, Blum Shapiro and the Board of Selectmen for their support.

• Update on Simsbury’s Medication Drop Box Program

Ms. Glassman said she represents Simsbury on the CCM Sub-Committee. She said they discussed seven strategies for community change. They said one of the important things in a community is to have Drop Boxes. We were one of the first towns to have a free prescription drop box to get medications out of the community and streets. She thanked the Chief and department for taking the first step in installing the Drop Box.

Chief Ingvertsen said the process began in 2012. He said the Drug Enforcement Administration approached them wondering if we would be interested in being the first in the region to have such a box.

Chief Ingvertsen said the money to do this did not come out of the Town budget, but it came out of the forfeiture money from drug arrests.

Chief Ingvertsen said since the start of the program they received 1588 lbs. of narcotics, which is about 52 boxes. They have a written policy on how to collect the medications. There are two officers needed to complete the process. They don’t look inside the container and put inside a storage room. There are also cameras in these rooms. Anyone could drop off medications, no name or address is needed. The medications should be in a container or plastic bag for drop off.

Chief Ingvertsen said the Town has entered into an agreement with Farmington and Canton where we share resources. One of the towns takes the boxes to Bridgeport for burning. They will be putting up posters inside Pharmacies to let people know that there is such a box.

Chief Ingvertsen said the Police did receive two medical calls for heroin overdoses. Both people survived. He said they are looking at putting NARCAN into the cruisers. They need to come up with a policy and get the officers trained. St. Francis will help the officers use this. There are a few kinks yet to be worked out. The ambulance does carry this already.

FIRST SELECTMAN’S REPORT

Ms. Glassman asked everyone to vote for Simsbury in the Fan Favorite Town Contest. She reminded everyone that the State of Connecticut is conducting a "Fan-Favorite Town" contest as a part of an effort to increase tourism in the State. Everyone could go on the State tourism Facebook page at www.facebook.com/Visit Connecticut and click on the tab #CTFanFavorite to vote, or you can go to the Town website and click the "Vote of Simsbury" link under News and Announcements and you will be walked through the voting process.

Ms. Glassman reminded everyone that August 1, 2014 is the last day to pay your taxes. Postmarks of August 1st will be accepted. Also, the new office hours for Friday are from 8:30 a.m. to 1:00 p.m. You can also pay on-line at www.simsbury.ct-gov and click on the Tax Collector Department. If anyone needs help, call 860-658-3238.

Ms. Glassman reported that Simsbury was just ranked as the top Bicycle Friendly Town in the State by Bike Walk Connecticut. These rankings are part of a new "complete streets" initiative designed to make it safer and easier to walk and bike in Connecticut towns.

The top five communities include Simsbury, New Haven, New Britain, Glastonbury and Middletown. This ranking is the result of hard work and dedication from Town staff, the Bicycle Advisory Committee volunteers and the support of our residents.

Ms. Glassman said since the CCM Prescription Discount Card Program launched in 2012, qualified residents have submitted 1,743 claims using the cards for a total savings of $93,200. This program is available to residents who are without health insurance, who do not have a traditional pharmacy benefit plan or who have prescriptions which are not covered by insurance. It gives them the opportunity to purchase medications at reduced rates.

Ms. Glassman said cards are available to local drugstores. If you need help obtaining a card, please call her office at 860-658-3230. She also thanked CCM for their part in coordinating this important benefit for the residents.

Ms. Glassman said the household hazardous waste collection on June 14th was a big success. She said out of the 508 vehicles taking advantage of this service, 299 were from Simsbury. This program is run by the MDC and by joining with other towns our Town has saved $10,000 from 2012.

Ms. Glassman thanked Tom Roy, the Public Works Department and the neighbors for making this program a real success.

SELECTMEN ACTION

a) Approve Tax Refunds

Ms. Glassman said there is a list of tax refunds received from the Tax Collector of $1,713.08 with the breakdown attached.

Mr. Askham made a motion to approve tax refunds in the amount of $1,713.08 as reviewed and recommended by the Tax Collector. Ms. Cook seconded the motion. All were in favor and the motion passed.

b) Authorize referral of offer for donation of open space/flood plain property located at Dorset Crossing to the Planning Commission for review and recommendation back to the Board of Selectmen

Ms. Glassman said this item can also be referred to the Open Space Committee for review. She said this is a request that came from Simsbury Specialty Housing. This is housing for MS people. This is a hardship for them as it would be hardship for them to have flood plain insurance. This issue was sent to Town Counsel and there were two issues that they would have to meet - they would not need any additional approvals and they would have to outline the process for this donation. The Town does not need to obtain flood plain insurance. Ms. Glassman noted that there is an open space meeting tomorrow night to discuss this further also.

There is no easement needed for the Town to get onto this property either.

Mr. Askham made a motion to refer the offer for donation of open space/flood plain property to the Planning Commission for review and recommendation back to the Board of Selectmen.Mr. Paine seconded the motion. All were in favor and the motion passed.

c) Discussion and authorization to apply for a Vibrant Communities Initiative Grant application

Ms. Glassman said the notice of this grant was received about one week before it was due. Staff did attend a meeting to make sure the Town was protected in this application. There was a consensus of the Town Planner, Main Street Partnership and Economic Development Commission to apply for this grant. There is no match on this grant. Mr. Peck felt very strongly that this would help to implement suggestions made for a village district feel.

Mr. Askham made a motion that the Board of Selectmen supply a letter of support for a grant application for a Vibrant Communities Initiative for the CT Trust for Historic Preservation to allow the completion of the creation of the Code for the Weatogue Village District. Mr. Paine seconded the motion. All were in favor and the motion passed.

d) Approve the recommendation of the Culture, Parks and Recreation Commission to allow the private rental of Simsbury Farms Apple Barn

Ms. Glassman said this issue was discussed at the budget workshops. This would help close the gap on the special revenue fund. This would be used for parties such as family parties, birthday parties, showers, etc.

Ms. Heavner made a motion to approve the recommendation of the Culture, Parks and Recreation Commission to allow the private rental of the Simsbury Farms Apple Barn. Mr. Askham seconded the motion. All were in favor and the motion passed.

e) Authorize the First Selectman to execute a Lease Agreement for the use of the Greenway parking area at the intersection of U. S 10/202 and S. R 315

Ms. Glassman said this is standard language and this has been done before.

Mr. Paine made a motion to approve the following resolution:

RESOLVED, that Mary A. Glassman, First Selectman, of the Town of Simsbury is hereby authorized to sign the Agreement entitled "Lease Agreement Between State of Connecticut, Department of Transportation and the Town of Simsbury State Route 202, U.S. Route 10 and State Route 315 Town of Simsbury, File No. 128-000-073."

"Further, Resolved, that Mary A. Glassman, who is the First Selectman of the Town of Simsbury is empowered to execute and deliver in the name, and on behalf, of the Town of Simsbury lease documents and holds the position until December 2015 for execution of the Lease".

ADOPTED BY THE BOARD OF SELECTMEN OF THE TOWN OF SIMSBURY, CONNECTICUT THIS 14TH DAY OF JULY 2014.

Mr. Askham seconded the motion. All were in favor and the motion passed.

f) Review and approve resolution authorizing the First Selectman to execute the Agreement for acceptance of the 2014 Grant to Connect to the Nutmeg Network in the amount of $27,100 for the period of July 15, 2014 to March 15, 2015

Ms. Glassman said this is a very significant grant that was initiated by the Capital Regional Council of Governments. She said Simsbury is one of the first towns to apply for this grant. This will allow us to consolidate finance functions, and share software packages, etc. It will also approve the GIS program. She thanked Tom Cooke and Rich Bazzano for their hard work on this issue.

Mr. Askham made a motion to approve the following resolution:

RESOLVED, that the Town of Simsbury may enter into with and deliver to the State of Connecticut Office of Policy Management ("OPM") any and all documents which OPM deems to be necessary or appropriate for the Town of Simsbury to accept a 2014 Grant to Connect to the Nutmeg Network in the amount of Twenty-Seven Thousand One Hundred Dollars ($27,100); and

FURTHER RESOLVED, that Mary A. Glassman, as First Selectman of the Town of Simsbury, is authorized and directed to execute and deliver any and all documents on behalf of the Town of Simsbury and to do and perform all acts and things which she deems to be necessary or appropriate to carry out the terms of such documents, including, but not limited to, executing and delivering all agreements and documents contemplated by such documents.

The undersigned further certifies that Mary A. Glassman now holds the office of First Selectman and that she has held that office since December 2, 2013.

IN WITNESS WHEREOF: The undersigned has executed this certificate this _____ day of July 2014.

Mr. Paine seconded the motion. All were in favor and the motion passed.

g) Approve resolution accepting a STEAP Grant in the amount of $350,000 and authorization to execute Town/State Agreement for improvements of sidewalks and street surfaces on Riverside Road, Drake Hill Road Bridge and Hopmeadow Street

Ms. Glassman thanked Jeff Shea and Rich Sawitzke for their hard work on this very complicated grant. She said the residents also approved this grant. She said the grant was received in 2012.

Ms. Heavner made a motion to approve the following resolution:

RESOLVED, that Mary A. Glassman, First Selectman, is hereby authorized to sign the Agreement entitled "STEAP Grant Agreement between the State of Connecticut and the Town of Simsbury for the Improvement of Sidewalks and Street Surfaces on Riverside Road, Drake Hill Road Bridge, and Hopmeadow Street".

ADOPTED BY THE BOARD OF SELECTMEN OF THE TOWN OF SIMSBURY, CONNECTICUT THIS 14TH DAY OF JULY 2014.

Mr. Askham seconded the motion. All were in favor and the motion passed.

Mr. Paine recused himself from the meeting at this time.

h) Authorize the First Selectman to enter into a three year agreement with Paine’s Inc. For the operation of the Town’s Bulky Waste Facility

Ms. Glassman said there was a RFP sent out on May 8, 2014, for the operation of the Town’s Bulky Waste Facility for a three year contract, after Board approval and there were only two firms responded. Paine’s was the lowest bid. The documents are available to the public for review.

Ms. Glassman said the only curious issue to her was why under scrap metal one bid was free and one was $5 per single item.

Ms. Heavner asked did ask if there would be any issues as the Town only received two bids and not the usually required three. Ms. Glassman said she had the Finance Director take a look at the procedure and there is not requirement to have three bids on this issue.

Mr. Askham made a motion to authorize the First Selectman to enter into a three year agreement with Paine’s Inc. For the operation of the Town’s Bulky Waste Facility in accordance with their response to the Town’s RFP. Ms. Cook seconded the motion. All were in favor and the motion passed.

Mr. Paine rejoined the meeting.

APPOINTMENTS AND RESIGNATIONS

a) Accept the resignation of Jacqueline Battos (R) as an alternate member of the Zoning Board of Appeals effective July 3, 2014

Mr. Askham made a motion to table the acceptance in the resignation of Jacqueline Battos as an alternate member of the Zoning Board of Appeals effective July 3, 2014 at this time, as there should be an appointment that follows this resignation. Ms. Heavner seconded the motion. All were in favor and the motion passed.

OTHER BUSINESS

a) Reminder - Joint Board of Selectmen/Board of Finance meeting regarding Open Space scheduled for Tuesday, July 15, 2014 at 5:00 p.m.

Ms. Glassman reminded everyone that there is a joint Board of Selectmen/Board of Finance meeting regarding Open Space tomorrow night at 5:00 p.m. She said Parks and Recreation and the Conservation Commission were also invited.

ACCEPTANCE OF MINUTES

a) Regular Meeting of June 23, 2014

Ms. Askham made a motion to approve the Regular Meeting minutes of June 23, 2014 with changes. Ms. Heavner made a change under Legislative Update also. Ms. Cooke seconded the motion. All were in favor and the motion passed.

SELECTMEN LIAISON AND SUB-COMMITTEE REPORTS

1. Personnel

a) Approve the proposed Compensation Framework for determination of full-time unaffiliated employee compensation for Fiscal Year 2015

Ms. Heavner said the Personnel Sub-Committee met before the Board meeting. She said the Sub-Committee tabled the Compensation Framework for determination of full-time unaffiliated employee compensation for Fiscal Year 2015. She said unaffiliated staff does not receive step compensation. The unaffiliated did increase the OPEC contribution up ½%.

Ms. Heavner went through the framework charts. Mr. Askham made a motion to approve the proposed Compensation Framework for determination of full-time unaffiliated employee compensation for FY 2015. Ms. Cook seconded the motion. All were in favor and the motion passed.Ms. Glassman said these are all on track.

b) Approve the following position descriptions and salaries (with funding available within FY2015 budget) for the Town of Simsbury’s Human Resources function:

Ms. Heavner thanked Town staff, Lee Erdmann and Attorney DeCrescenzo for their hard work on these issues. No hearing is needed to complete this process.

Ms. Heavner handed out some changes made after the Personnel Sub-Committee meeting.

The Board of Selectmen chose to approve the revised position descriptions, including salary ranges first and actual salaries for the positions thereafter:

• Director of Administrative Services - revised position description with a salary of

$114,508 effective on and retroactive to July 1, 2014;

Ms. Glassman said the additional description and responsibility to this position is very important. Ms. Glassman said she feels it is very important that the Board of Selectmen and the elected officials feel confident that they have a staff person they can call for any questions and they will be given the correct answers.

Mr. Askham said this description has been researched and so has the salary.

Ms. Glassman made a motion to approve the Director of Administrative Services - revised position description attached hereto effective on and retroactive to July 1, 2014. Mr. Askham seconded the motion. All were in favor and the motion passed.

• Deputy Director of Administrative Services - revised position description with a salary of $90,000 effective on and retroactive to July 1, 2014;

Ms. Glassman made a motion to approve the Deputy Director of Administrative Services - revised position description attached hereto effective on and retroactive to July 1, 2014. Mr. Askham seconded the motion. All were in favor and the motion passed.

• Employee Benefits Coordinator - new position description with a salary of $68,000 effective upon approval

Ms. Heavner said salary ranges were looked in to. There was some discussion on not actually having an employee for this position and therefore the salary should not be discussed at this time.

Ms. Cook feels that the salary should be commensurate with the experience of the person.Mr. Askham feels the salary should be negotiated with the applicant.

Mr. Cooke said there is a highly competent man, with a great background, who they are looking at for this position with due diligence.

Ms. Glassman made a motion to approve the position description of the Employee Benefits Coordinator effective upon this approval. Mr. Askham seconded the motion. All were in favor and the motion passed.

Ms. Glassman made a motion to approve the salary of the Director of Administrative Services at $114,508. Mr. Askham seconded the motion. All were in favor and the motion passed.

Ms. Glassman made a motion to approve the salary for the Deputy Director of Administrative Services at $90,000. Ms. Cook seconded the motion. All were in favor and the motion passed.

After discussion, there was no motion on the Employee Benefits Coordinator salary.

c) Approve Part-time Project Manager job description for a one-year period enabling the Town to utilize the knowledge and skill sets of Richard Sawitzke as a cost-effective alternative to contracting out the work

Ms. Heavner said the Sub-Committee did approve the part-time Project Manager job description.

Ms. Glassman said she does appreciate that Rich Sawitzke did retire and now we are going to use him part-time and take him out of retirement because of his great experience. He will be working on a limited basis. She noted that revenues and building permits have increased also.

Mr. Askham made a motion to approve the Part-time Project Manager job description for a one-year period enabling the Town to utilize the knowledge and skill sets of Richard Sawitzke as a cost-effective alternative to contracting out the work. Ms. Cook seconded the motion. All were in favor and the motion passed.

ADJOURN TO EXECUTIVE SESSION

a) Discussion of potential Real Estate Acquisitions pursuant to Connecticut General Statutes Section 1-200(6)(d)

Mr. Askham made a motion to adjourn to Executive Session for discussion of potential Real Estate Acquisitions pursuant to Connecticut General Statues Section 1-200(6)(d) at 8:43 p.m. Mr. Cooke, Director of Administrative Services, was also asked to join the Executive Session. Ms. Cook seconded the motion. All were in favor and the motion passed.

Mr. Askham made a motion to call to order the Executive Session for the purpose of potential Real Estate Acquisitions pursuant to Connecticut General Statutes Section 1-200(6)(d) at 8:44 p.m. Mr. Cooke seconded the motion. All were in favor and the motion passed.

Mr. Askham made a motion to move out of Executive Session at 9:05 p.m. Ms. Heaver seconded the motion. All were in favor and the motion passed.

ADJOURN

Ms. Heavner made a motion to adjourn at 9:05 p.m. Mr. Paine seconded the motion. All were in favor and the motion passed.

Respectfully submitted,

Mary A. Glassman
First Selectman