Board of Selectmen Regular Meeting May 11, 2015

TOWN OF SIMSBURY - BOARD OF SELECTMEN   "SUBJECT TO APPROVAL"
 REGULAR MEETING MINUTES – MAY 11, 2015

CALL TO ORDER

The Regular Meeting of the Board of Selectmen was called to order at 7:05 p.m. in the Main Meeting Room of the Simsbury Town Offices. Present were: First Selectman Lisa Heavner; Board members Michael Paine, Nancy Haase, Cheryl Cook, and Sean Askham. Absent was Christopher Kelly. Also in attendance were: Thomas Cooke, Director of Administrative Services; Thomas Roy, Director of Public Works; Jeff Shea, Town Engineer; Gerry Toner, Director of Culture, Parks and Recreation; Hiram Peck, Director of Community Planning; Dave Ryan, President of Simsbury Performing Arts Center, Inc., and other interested parties.

Mr. Askham made a motion to adjourn Special Meeting at 6:50 p.m. Ms. Haase seconded the motion. All were in favor and the motion passed.

PLEDGE OF ALLEGIANCE

Everyone stood for the Pledge of Allegiance.

PUBLIC AUDIENCE

Joan Coe, 26 Whitcomb Drive spoke about her campaign for First Selectman, a Charter Revision Commission, concerts at the Performing Art Center, safety on the bike trails, and Senior Community Center, out-of-state conferences for staff, taxes, the budget and drugs.

Robert Kalechman, 971 Hopmeadow Street, read a letter from a resident about high taxes. He also gave his condolences to the family and friends of Tom Herlihy. He also spoke about the passing of the budget.

Chip Houlihan, 2 Sunset Lane, spoke about the Chamber of Commerce Health and Wellness Program and Bike to Work Day this Friday. He also spoke about the new Chamber website that is a great source of information.

PRESENTATIONS

• Memorial Day Parade Wounded Warrior Bake Sale

Haley Latorre, freshman at Simsbury High School, said there will be a Bake Sale on Memorial Day, May 25th at the Martocchio Music parking lot, 1 Massaco Street, Simsbury at 12:30 p.m. She has been doing this event for the past five years now and have raised over $10,000. All proceeds will benefit the Wounded Warrior Project. For more information: www.woundedwarriorproject.org. To donate baked goods: simsburykidswwp@gmailcom

Ms. Heavner said the Town is grateful for her stepping up and everyone is proud of her too.

• Sarah Stops Hunger Event

Sarah Ackels, a Henry James student, gave a presentation on "Sarah Stops Hunger". She said she co-founded this event with her mom. She said Gandhi said "you must be the change you wish to see in the world."

She said we need to imagine being hungry all day, every day. You wouldn’t be able to concentrate on school or work. She said for every $1 donated there are 4 meals made. The money she raises stays in Connecticut. Last year she made over 17,000 meals and this year her goal is 25,000. If people would like to volunteer or make a donation they can go on the website sarahstopshunger.com.

FIRST SELECTMAN’S REPORT

Ms. Heavner said the budget was approved by Charter at the referendum vote. It is now the people’s budget.

Ms. Heavner said we are fortunate to have Town employees who show their dedication to the Town and to their craft on a daily basis. Mike Wallace, our Golf Course Superintendent just received his designation as a Certified Golf Course Superintendent from the Golf Course Superintendents Association of America for the eighth time! He had to participate in a minimum of 150 hours of continuing education and professional development over a five-year period in order to obtain this renewal. As his certification letter notes, "this is a significant achievement in Mr. Wallace’s professional career and truly signifies professional excellence."

Ms. Heavner said the Town, in conjunction with Avon, Canton and Granby, will be holding a household hazardous waste collection on Saturday, June 13, 2015 at the Simsbury Public Works Facility at 66 Town Forest Road. The collection will run from 8:00 a.m. to 12:00 p.m. and will be open to all residents from Simsbury, Avon, Canton, and Granby. This will give residents the opportunity to dispose of items like florescent light bulbs, common household batteries, lawn care chemicals and much more. For more specific information please check with the Public Works Department at 860-658-3222 or their web site at http://www.simsbury-ct.gov/public-works-grounds/pages/bulky-waste-recycling or the Simsbury Landfill at 860-658-9481.

Ms. Heavner said she was pleased to report that according to CTNow’s "Best of Hartford Readers Poll" for 2015, Simsbury’s Paw Meadow Dog Park is the best. She congratulated and thanked the many volunteers who work so hard to make the dog park a pleasant experience for dogs and their owners. She invited everyone to visit their website at pawmeadowdogpark.org to learn about events at the park or offer financial support.

Ms. Heavner said the Town is fortunate that Westminster School and its students continue to play and active role in our community. Most recently, a Westminster community service group known as S.O.N. (for "Serving Our Neighbors") prepared, printed, stuffed and mailed a letter to Simsbury veterans providing them with details about the Memorial Day Parade. She thanked them for participating in "Serving Our Neighbors", which was a thoughtful way of letting our Veterans know that their participation in the event is valued by all of us.

SELECTMEN ACTION

a) Approve Tax Refunds

Ms. Cook made a motion to approve tax refunds in the amount of $971.25 as reviewed and recommended by the Tax Collector. Ms. Haase seconded the motion. All were in favor and the motion passed.

b) Possible Action on Heart and Hypertension Claim

Mr. Askham made a motion to approve a proposed settlement in the amount of $210,000 to fully and finally settle a heart and hypertension claim filed by retired Town of Simsbury Police Officer John Mimnaugh. The amount so approved will be paid over time. He further moved that this matter will be forwarded to the Director of Finance and the Board of Finance for a final determination as to the source of funds to fund the settlement amount. Mr. Paine seconded the motion. All were in favor and the motion passed.

c) Approve the request of Bruce Kaplan for Eno parking permission effective June 1, 2015 to December 1, 2015

Ms. Haase made a motion to approve the request for permission to use Eno parking for all Iron Horse Boulevard events and all concerts from June 1, 2015 – December 1, 2015. Mr. Askham seconded the motion. All were in favor and the motion passed.

d) Approve the request of the Aging and Disabilities Commission to designate the month of June, 2015 as Handicapped Parking Awareness Month

Mike Jennings said June was Handicapped Awareness Month and he addressed the illegal use of handicapped parking. He said the Police Department, Aging & Disabilities Commission and the Business Community are trying to help educate and enforce violators. People also have to be made aware of the fact that they can’t park anywhere within the handicapped parking lines as people with ramps will have a hard time using the ramps if someone is in their line.

Ms. Cook held up a poster that explained that "the lines are included" as people need to get in and out of their handicapped vans.

Ms. Cook made a motion to the request of the Aging and Disabilities Commission to designate the month of June, 2015 as Handicapped Parking Awareness Month. Mr. Askham seconded the motion. All were in favor and the motion passed.

e) Approval of International Skating Center of Connecticut (ISCC) Refinance

Mr. Cooke said this was a late developing issue and a letter was handed out to the Board. Mr. Cooke noted that Attorney DeCrescenzo had a conflict on this issue so the Town retained Attorney Chip Houlihan on this matter.

Attorney Houlihan said under the terms of the ground lease, the Town must approve any mortgage of the building. This proposed transaction is essentially the refinancing of existing debt at a lower interest rate.

The principal term of the ground lease expires in 2019. The lessee has the option of obtaining two ten-year extensions of the lease, provided that the lessee is in compliance with the ground lease. However, the ten-year loan exceeds the remaining term of the ground lease, and Attorney Houlihan went through different ways this issue can be addressed.

After discussion, the Board agreed to hold a Special Meeting on Thursday morning at 7:30 a.m. to possibly approve the extension of the lease if the terms of the loan are acceptable to the Board.

No motion was made.

f) Veterans Memorial STEAP Grant

1) Acceptance of $150,000 STEAP Grant

Ms. Heavner said the Town was very pleased to apply for this grant. This grant will go entirely to the Veteran’s Memorial. Mr. Shea said the rest of the funding will come from the Veteran’s Memorial Committee.

Ms. Cook made a motion to authorize the acceptance of a $150,000 STEAP Grant for funding to construct the Simsbury Veterans Memorial. Ms. Haase seconded the motion. All were in favor and the motion passed.

2) Approve Resolution authorizing the First Selectman to enter into Grant Agreement with the State of Connecticut

Mr. Askham made the following motion: "RESOLVED, that LISA L. HEAVNER, FIRST SELECTMAN, of the TOWN OF SIMSBURY be hereby is authorized to execute on behalf of the TOWN OF SIMSBURY a Grant Agreement with the State of Connecticut for financial assistance to complete improvements to the Veteran’s Memorial STEAP 2015-01.

IN ADDITION, that LISA L. HEAVNER, is hereby authorized to enter into such agreements, contract and execute all documents necessary to said grant with the State of Connecticut.

BE IT FURTHER CERTIFIED that LISA L. HEAVNER was appointed FIRST SELECTMAN and her term of office began on January 3, 2015 and will continue until DECEMBER 7, 2015. As the FIRST SELECTMAN, LISA L. HEAVNER serves as the Chief Executive Officer for the TOWN OF SIMSBURY and on May 11, 2015, LISA L. HEAVNER had both the authority and the office to sign on behalf of the TOWN OF SIMSBURY a Grant Agreement for financial assistance to complete improvements to the Veteran’s Memorial.

Dated at Simsbury, Connecticut this 11th Day of May 2015."

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

g) Design Services Funding for Senior/Community Center Project

1) Acceptance of $204,000 State Grant

Ms. Heavner thanked Representative John Hampton for getting the Town this money.

Ms. Cook made a motion to authorize the acceptance of $204,000 State grant for funding of the Senior/Community Center Project. Ms. Haase seconded the motion. All were in favor and the motion passed.

2) Approve Resolution authorizing the First Selectman to enter into Agreement with the State of Connecticut

Mr. Askham made the following motion: "RESOLVED, that Lisa L. Heavner, who is the First Selectman of the Town of Simsbury is empowered to enter into and amend contractual instruments in the name, and on behalf of the Contractor with the Department of Social Services of the State of Connecticut, for a Neighborhood Facilities program and to affix the corporate seal.

In Witness whereof, the undersigned has affixed his/her signature and the corporate seal of  the Contractor, this 11th day of May 2015."

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

h) Approval of Town Forest Road Land Transfer

Ms. Heavner said this is to install a Gas line. The State owns the Road even though the Town maintains it.

Mr. Shea said this would not impact access to the Ethel Walker land. He also noted that the Planning Commission did approve this transfer.

Mr. Askham made a motion to authorize the First Selectman to move forward with the proposed mutual exchange of property between the Town of Simsbury and the State of Connecticut to provide a continuous public right of way on Town Forest Road pursuant to the replacement resolution in the packet. (The Mutual Exchange Deed, Town Forest Road Resolution, was not read into the record, but are attached). Ms. Haase seconded the motion. All were in favor and the motion passed.

i) Acceptance of Donation in the amount of $7,500 from Peter Prowda for Improvements at the Simsbury Farms Golf Course

Mr. Toner said Mr. Prowda was a long-time resident and avid golfer. He is very grateful for this very, very generous donation. This money will be used for tree re-planting and other improvements needed at the golf course.

Ms. Haase made a motion to accept the donation of $7,500 from Peter Prowda for tree re-planting and other improvements at the Simsbury Farms Golf Course with our thanks. Ms. Cook seconded the motion. All were in favor and the motion passed.

j) Acceptance of Donation in the amount of $3,477 from Simsbury Farms Men’s Golf Club for the purchase of a Brush Unit

Mr. Toner said a brush unit is part of the top dressing process. He is very grateful for the Men’s Golf Club’s continued generosity.

Mr. Askham made a motion to accept the donation of $3,477 from the Simsbury Farms Men’s Golf Club for the purchase of a brush unit to assist the maintenance operation at the Simsbury Farms Golf Course with our thanks. Mr. Paine seconded the motion. All were in favor and the motion passed.

k) Approve Public Gathering Application Events

Mr. Toner said this is the second year for the Summer Solstice Event.

Ms. Cook made a motion to approve the Public Gathering Application for June 20, 2015 for Journey of Yoga Summer Solstice Event on the Flower Bridge from 7 a.m. to 1 p.m. Ms. Haase seconded the motion. All were in favor and the motion passed.

Dave Ryan, President of Simsbury PAC, Inc., said this is for a smaller event with a local promotor.

Mr. Paine made a motion to approve a Party at the Performing Arts Center on May 29, 2015 subject to public gathering permits. Mr. Askham seconded the motion. All were in favor and the motion passed.

l) Approve Proposed Advertising and Sponsorship Plan for Culture, Parks and Recreation

Mr. Toner said this advertising and sponsorship plan was introduced five years ago to generate some revenue and add some exposure. They would like to do this for one year and then evaluate it. The revenue made would go into the Simsbury Farms Special Revenue Fund. The Town Attorney and Rick Bazzano did approve this plan.

Ms. Haase made a motion to approve the proposed advertising and sponsorship plan for the Culture, Parks and Recreation Department. Ms. Cook seconded the motion. All were in favor and the motion passed.

m) Approval of Simsbury Main Street Partnership Proposal for New Marketing Materials

Ms. Haase said the Task Force would like to refresh the brand for the Town. They asked Main Street to update their marketing materials as well. Main Street is now willing to manage these materials, which is a huge savings to the Town.

Mr. Askham made a motion to approve the Simsbury Main Street Partnership proposal for the production (design and printing) of new marketing materials for the sum not to exceed $15,493. Mr. Paine seconded the motion. All were in favor and the motion passed.

n) Approval for a High Tunnel at Community Farm

Mr. Roy said this would be a temporary greenhouse structure set back from the road. This will help extend the growing season at Community Farm.

Mr. Askham made a motion to approve a high tunnel on the Community Farm behind the landfill, subject to Town Counsel approval as to form of sublease and license and subject to all Town land use approvals. Ms. Haase seconded the motion. All were in favor and the motion passed.

OTHER BUSINESS

a) Update of Senior Community Center Project

Mr. Cooke said they had 15 responses to the RFQ and have started the review process. One of their focuses it to try to find someone to help with the review and the program requirements. Hopefully they have found a professor for this position.

Mr. Cooke said they hope to have the survey results completed by the end of May or early June. Also, the wetland flagging has been completed.

Mr. Roy said the winter had a bad affect at Eno Memorial Hall, especially with the stone steps. They are discussing this with the architect so that maybe the steps can be made wider and handicapped accessible.

Ms. Heavner said the survey is very important. Word needs to be out everywhere about taking the survey so there is a clear understanding of what residents want.

b) Revised Business Development Incentive Policy

Ms. Heavner said the Board has a draft copy of the Revised Business Development Incentive Policy. This needs to go before the Economic Development Committee. There will then be a hearing, probably the first Board meeting in June and then a vote the second Board meeting in June.

Ms. Haase said the goal is to do what is best for Simsbury. This policy gives the business community options to offer tax abatements, incentives, fee reductions, etc. Public input is needed. She said Main Street, and Chamber and EDC also supported this.

Ms. Heavner thanked the Committee and Economic Development Task Force for their hard work on this project. There are some questions and concerns she has and feels more input is needed.

After a long discussion, all Board members had some comments and concerns and they will be forwarded to the Committee and Mr. Peck for further discussion.

APPOINTMENTS AND RESIGNATIONS

a) Accept the resignation of Madeleine P. Gilkey (R) as a regular member of the Insurance Committee effective April 22, 2015

Ms. Cook made a motion to accept the resignation of Madeleine Gilkey as a regular member of the Insurance Committee effective April 22, 2015 with our thanks. Mr. Askham seconded the motion. All were in favor and the motion passed.

ACCEPTANCE OF MINUTES

a) Regular Meeting of April 27, 2015

Ms. Cook made a motion to approve the Regular Meeting minutes of April 27, 2015 as amended. Mr. Paine seconded the motion. All were in favor and the motion passed.

• Amendment to Page 3, paragraph (c) Ms. Cooke made a motion (change to Ms. Cook made a motion)

SELECTMEN LIAISON AND SUB-COMMITTEE REPORTS

1. Personnel – no report at this time.
2. Finance – no report at this time.
3. Welfare – no report at this time.
4. Public Safety – no report at this time.
5. Board of Education – no report at this time.

Ms. Heavner thanked Rachel Blatt for great presentation on the comments made on the Betty Hudson property. The Open Space Committee recommended a joint meeting of Parks & Recreation, Open Space, Planning and Conservation. Then a recommendation will be made to this Board.

Ms. Heavner said there was a meeting in April about the bike routes going into Tariffville. She said she got a call from the Governor saying he has money for bike routes. She couldn’t sign a letter unless she discussed it with the Board and the route was discussed. He didn’t have a commitment to a route at this time. They would like a general letter of a bike route concept. It still has to go through other Committees and through the public.

Ms. Haase said it would be great to connect Tariffville to Simsbury. Ms. Heavner said she could certainly do that. If we don’t send a letter the money will go elsewhere. Ms. Heavner will send a letter stating we are in support of this without any kind of commitment.

Ms. Heavner said the Board needs to look at the Ethel Walker master plan again which is under open space.

Ms. Heavner congratulated Ms. Cook on the 3 mile bike ride. It was a lot of fun for all.

Ms. Cook said the Simsbury Girls Track won the Greater Hartford Track Meet and the Boys came in forth. This is out of sixteen teams. They all did a great job. They also did a great job in pole vaulting.

Mr. Askham said that Paw Meadow is holding "Strut Your Mutt" on Saturday at Noon. This is their fundraiser to help the upkeep of the park.

Ms. Heavner said there will be a ground-breaking ceremony after the Veteran’s Day Parade. More information will be coming.

ADJOURN

Ms. Haase made a motion to adjourn at 9:27 p.m. Mr. Askham seconded the motion. All were in favor and the motion passed.

Sincerely,

Kathi Radocchio
Clerk