Simsbury, CT - Board of Selectmen Minutes 06/27/2008

First Selectman Mary Glassman called the meeting to order at 8:00 A.M. In addition to Mrs. Glassman, the following members were present: Bob Hensley, Richard Hogan, Moira Wertheimer, and Deputy First Selectman John Hampton. Also present was Brandon Robertson, Director of Administrative Services, Carolyn Keily, Town Clerk, and Town Planner Hiram Peck.

Mrs. Glassman opened the Public Audience. No one rose to speak. Before the audience was closed, Mrs. Glassman noted that she had spoken with Mr. Felix DelGreco Sr., whose son Felix Jr. died in Iraq. She informed the Board that Felix DelGreco Sr. wished to have something in town named after his son. After a brief discussion, the suggestions of naming the post office or a public road were forwarded. The Board agreed to take further action later.

1. Open a Public Hearing to Receive Public Comment Regarding Proposed Applications to be submitted Pursuant to the 2008 Neighborhood Assistance Act Program.

Resolved, the Board of Selectman hereby open the public hearing to receive public comment regarding applications submitted pursuant to the Neighborhood Assistance Act.

David Bordonaro, Chief Executive Officer of McLean Home, notified the Board of the attempts to replace the dam at McLean, applying for a grant of $140,000. He stated that the movement had already raised $337,000 for this project and other renovations to the McLean land.

Mr. Hensley noted that he would recuse himself from the discussion as he encountered a conflict of interest as a member of the Board of Directors for McLean.

Mrs. Glassman noted the Town’s attempt to raise awareness to the Neighborhood Assistance Program to benefit outreach efforts such as Adult Daycare.

Ms. Wertheimer asked how the Town spread the information about the Neighborhood Assistance Program. Mrs. Glassman stated that the First Selectman’s Office has sent out letters on the program which has become a well-known tradition in town.

Resolved, having held a public hearing to receive public comments on the seven applications submitted to the Town for Neighborhood Assistance Act funding as required by C.G.S. 12-632, the Board of Selectman hereby approves said applications and authorizes the First Selectman to submit them to the State Department of Revenue Services no later than July 1, 2008 for further consideration.

Resolved, having held a public hearing to receive public comments on the one application submitted to the Town for Neighborhood Assistance Act funding as required by C.G.S. 12-632, the Board of Selectman hereby approves said application and authorizes the First Selectman to submit them to the State Department of Revenue Services no later than July 1, 2008 for further consideration.

Mr. Hogan seconded the motion, and it passed unanimously. Mr. Hensley recused himself because of a conflict of interest in the McLean programs.

4. Presentation regarding activation of Official Payment Software in the Tax Department which allows for Payment of Tax Bills on line using Credit Card and “E-Check.”

Ms. Wertheimer asked if Finance Director Kevin Kane had done any analysis of lost revenue and was answered by Mrs. Glassman who noted that the Town receives revenue faster when it conducts tax business online. Mr. Hensley noted that there was a processing fee for the taxpayer that did not go to the Town, but to the company responsible for maintenance of the program.

Resolved, the Board of Selectman hereby approves the Tax Refunds in the amount of $605.87 as reviewed and recommended by the Tax Collector.

5. Review, discuss, and possibly adopt a resolution authorizing the First Selectman to submit an application for funding in the amount of 500,000 through the Open Space and Watershed Land Acquisition Grant Program for the Fee Simple Acquisition of “River Bend Associates, Inc. Property: Great Pond-McLean Open Space Corridor.”

One, That a request/petition for assistance be made to the Commissioner of the Department of Environmental Protection for an Open Space and Watershed Land Acquisition Grant for a municipal project know as Fee Simple Acquisition of the River Bend Associates, Inc. Property: Great Pond-McLean Open Space Corridor.”

Two, That it is the intent of the municipality that, should its request/petition be selected for funding by the Commissioner of Environmental Protection and be provided funds allocated by the State Bond Commission, adequate funding be provided for assuring recreation, agriculture, and open space use of the property.

Three, That the Chief Executive Officer is hereby authorized and directed to execute and file such request/petition, and act as authorizing correspondent.

Four, That the Chief Executive Officer is hereby authorized to enter into such agreements, contracts, and execute all documents necessary for said grant with the State of Connecticut.

Five, That the proposed acquisition and/or enhancement is in accordance with the Plan of Development of the Town of Simsbury, and that should said grant be made, said land will be retained in accordance with the provisions of Public Act 98-157 in perpetuity. Adopted this 27th Day of June, 2008.

7. Review, discuss, and possibly approve a Declaration and Grant of Conservation Restriction in Favor of the Town of Simsbury for a 2 lot subdivision for Vera Bruun on property at 14 Weatherly Road, Simsbury, CT.

Town Planner Hiram Peck noted that there is no need for the 20% Open Space requirement for the approval of the Conservation Wetlands Commission. Ms. Wertheimer questioned the Commission’s responsibility for easement.

Mrs. Glassman brought forward the need for future budgets to include maintenance of Open Space land as it has become a problem in recent months.

Resolved, the Board of Selectman hereby approves a Declaration and Grant of Conservation Restriction in Favor of the Town of Simsbury for a 2 lot subdivision for Vera Bruun on Property at 14 Weatherly Road.

8. Review and possible acceptance of a request from Mark and Beth Drummey to waive a $520 fee for application to rezone property at 243 Farms Village Road.

Resolved, the Board of Selectman hereby grants the request of Mark and Beth Drummey to waive the $520 fee for application to rezone property at 243 Farms Village Road.

9. Review, discuss, and possibly adopt a resolution as required by the Connecticut State Board of Education regarding a school roof replacement project at Tootin’ Hills School.

One, that the Public Building Committee is authoirized to take any action required by the provisions of Chapter 173 of the Genreal Statutes of Connecticut , Revision of 1958, as amended, and the regulations of the State Board of Education promulgated thereunder.

Two, that the Board of Selectman, or a majority of them, is authorized to approve design and construction expenditures for the school project and to contract with architects, engineers, contractors, and others in the name of and on behalf of the Town to complete the school project, or to delegate any or all of such powers to the First Selectman.

Three, that the Board of Education is authorized to apply for and accept state grants for the school roof project. The Board of Education is authorized to file applications with the State Board of Education, to execute grant agreements for the school project, and to file such documents as may be required by the State Board of Education to obtain grants for the costs of the school project. All grants shall be applied to project costs.

Four, that the Board of Selectman, the Treasurer, the Board of Education, the Public Building Committee and other proper officers of the Town are authorized to take any other action which is necessary to enable the town to complete said project.

Mr. Hogan noted that the Tariffville school projects have begun, and Mrs. Glassman stated that various Green projects are being used in the work.

10. Review, discuss, and possibly adopt a resolution as required by the State of Connecticut Office of Policy and Management for a Grant in the Amount of $30,000.

That the Board of Selectman approves the submittal of a grant application to the Office of Policy and Management in the amount of $30,000.00 for “Renovations for various projects” (Welcome signage $10,000.00, Tariffville Benches $5,000.00, Lights for Baseball Park $5,000.00, Eno Memorial Hall $7,000.00, and Kiosk move $3,000.00) and that Mary A. Glassman is authorized to sign grant application and grant award.

11. Review, discuss, and possibly approve a resolution as requested by the State of Connecticut Office of Policy and Management for a grant in the amount of $10,000.

That the Board of Selectman approves the submittal of a grant application to the Office of Policy and Management in the amount of $10,000.00 for “Completion of handicapped accessible playground at Squadron Line School” and that Mary A. Glassman is authorized to sign grant application and grant award.

12. Review, discuss, and possibly approve a resolution as requested by the State of Connecticut Office of Policy and Management for a grant in the amount of $20,000.

That the Board of Selectman approves the submittal of a grant application to the Office of Policy and Management in the amount of $20,000.00 for “Municipal Improvements” (Tariffville Park $5,000.00, Squadron Line School Playground $5,000.00, Trust for Public Land $3,000.00, Eno Hall Senior Room renovations $2,000.00, and Simsbury Public Library $5,000.00) and that Mary A. Glassman is authorized to sign grant application and grant award.

13. Review, discuss, and possibly authorize the establishment of encumbrances from the FY 08 Operating Budget for the completion of several projects as proposed.

Mrs. Glassman noted that the poor sound system at Eno Memorial Hall made it difficult for residents to hear proceedings of land committee meetings. She also discussed the replacement of the elm trees in the parking lot outside Town Hall, the Upgrade of the Fuel dispensing system to prevent non-town vehicles from being refueled, and the renovation of the below ground fuel tanks, which are environmentally unsound.

Mr. Hampton noted that the recycling committee had discussed a new building for the swap center and was informed that the committee could submit their request before the end of the fiscal year on June 30.

Ms. Wertheimer stated her opposition to the use of funds in the landscaping project. She suggested that the funds could be better spent on offsetting the rapidly rising cost of heating oil in the winter for residents with a fixed income. Without broad purchasing power, residents have a hard time locking in affordable heating oil prices.

Mrs. Glassman noted that the funds were not a surplus, but left over from other projects that will be transferred to these accounts. She also suggested that Ms. Wertheimer, the chairman of Welfare Subcommittee, help Social Services begin immediate work on the heating oil issue. She stated that the Town was not trying to spend money before June 30, but identify and rectify current problems facing the town.

Mr. Hensley stated his support for the appropriations, saying that Town Hall represents Simsbury, and it is the responsibility of the Board to well represent the town through proper presentation. He noted that Ms. Wertheimer made an excellent point and that it gave the Board an opportunity to plan ahead and effectively deal with the heating oil problem.

Mr. Hogan stated his support for the plan, saying $22,000 was not much for landscaping of the town’s front doorstep. He also suggested that the Board of Selectman produce a Quarterly report on expenses, similar to the one produced by the Board of Education to identify surpluses or deficits in the future.

Mrs. Glassman also stated that the Town has never taken responsibility for the mowing of the Library, which, until now, was done on an ad hoc basis. Now, with the addition but the same levels of custodial work, the mowing of the lawn has become an issue. The contractor was supposed to assume responsibility for mowing for the first six months. However, he did not, and the town is now in negotiations with him for further mowing.

Mr. Hensley noted the need to keep the grass around the library at a reasonable level, while Mr. Hogan asserted the overuse of the town’s recreational fields, and their need to be taken care of, lest an accident take place.

14. Review, discuss, and possibly adopt a resolution authorizing the First Selectman to execute an assistance agreement with the State of Connecticut Office of Policy and Management for a Small Town Economic Assistance Program Grant in the Amount of $200,000.

Resolved, that the First Selectman, Mary A. Glassman, is empowered to enter into and amend contractual instruments in the name and on behalf of this Contractor with the Department of Social Services of the State of Connecticut for a grant through the Small Town Economic Assistance Program, and to affix the corporate seal.

Mrs. Glassman noted that the Main Street Partnership is working with the town for landscaping in front of Eno, where the wall will soon be taken down.

15. Review, discuss, and possibly adopt a resolution authorizing the First Selectman to execute an agreement with the University of Connecticut Health Center for back up paramedic services.

Resolved, that Mary A. Glassman is hereby authorized to make, execute, and approve on behalf of this company, any and all contracts and to execute and approve on behalf of this company, other instruments, a part of or incident to such contracts; effective until otherwise ordered by the Board of Selectman.

16. Review, discuss, and possibly approve a recommendation to enter into a professional services agreement with CIO collaborative Inc., to conduct an Information Technology Needs Assessment and Strategic Plan.

Mrs. Glassman noted the need for an employee website with information on benefits along with an IT disaster preparedness plan. Computer Manager Richard Bazzano recommended that the Town retain CIO Collaborative Company. She also reported that while budgeted for $58,000, the company’s bid came in as $38,000. She invited anyone interested to come on Wednesday, July 2nd, to be present at the initial phone conference, which the Economic Development Commission is working on.

Resolved, the Board of Selectman hereby authorizes the First Selectman to execute a professional services agreement with the CIO Collaborative Inc., for the purpose of conducting an Information Technology Needs Assessment and Strategic Plan,” said agreement being subject to the review and approval of the Town Attorney.

17. Review, discuss, and possibly approve a request by the Theatre Guild of Simsbury to allow patrons of an upcoming event to consume alcoholic beverages in a Town Owned Building.

Resolved, the Board of Selectman hereby approves a request by the Theatre Guild of Simsbury to allow patrons of an upcoming event to bring their own alcoholic beverages for consumption at the event. Please be advised that Chapter 63 Article 2 of the Town Code of Ordinances permits the Board of Selectman to authorize the First Selectman to approve requests to consume alcohol in town Buildings.

18. Review, discuss, and possibly adopt a resolution designating Iron Horse Boulevard as Penny Lane from July 12th to 17th in celebration of a concert to be on July 16th: Classical Mystery Tour-A Beatles Tribute.

Resolved, the Board of Selectman hereby renames Iron Horse Boulevard as Penny Lane in recognition and preparation for the Classical Mystery Tour-Beatles Tribute Concert to be held on July 16th.

Mr. Hogan: Announced that the annual Picnic in the Park will be held September 13, 2008, at St. Catherine of Siena’s Catholic Church. He also discussed the creation of the Tax Relief Subcommittee and Accessibility.

Kirsten Griebel, of 7 Caryn Lane, brought the nomination of Nancy Miller to the Aging and Disability Committee to the attention of the Board. Mrs. Griebel said she was disappointed that no action had been taken on the nomination for a position that has been vacant for six months. She felt that the stalling may be a result of Mrs. Miller’s affiliation with the Simsbury Citizen’s First Party. She also noted that John Hampton was supportive of the nomination.

Mrs. Glassman noted that the nomination had not been placed on the agenda because of the lack of quorum at the previous meeting which prevented any action from being taken. She also stated that the appointment is Republican and must be filled by the Republican nominating committee’s choice. She also pointed out that a number of Independents, Unaffiliated citizens, and Third Party members serve on local committees.

Mr. Hensley, speaking on behalf of the Republicans on the Board, asserted that they would push the Republican Nominating Committee to take quick action on the vacancy. Mr. Hogan expressed similar thought.