Board of Selectmen Board of Selectmen Meeting Monday, November 16, 2020, 8:30 Am Zoom Meeting
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Regular Meeting Minutes of November 16, 2020 MINUTES Town of Guilford, CT Board of Selectmen Board of Selectmen Meeting Monday, November 16, 2020, 8:30 am Zoom Meeting First Selectman Matthew Hoey called the meeting to order at 8:50 a.m. Present: Board Members: Matthew Hoey, Charles Havrda, Louis Federici and Sandra Ruoff Town Officials: Finance Director Maryjane Malavasi, Human Resources Director Mitch Goldblatt, Public Works Director Tom Fillion, Town Engineer Janice Plaziak, Town Planner, George Kral, Zoning Enforcement Officer Erin Mannix, Economic Development Coordinator Sheri Cote, Executive Assistant Karen Quercia and Clerk Traci Brinkman 1. Pledge of Allegiance Mr. Havrda led the pledge. 2. Public Hearing to receive public comment on "An Ordinance to Amend the Code of the Town of Guilford, Chapter 166 - Fees." Mr. Federici said they took the opportunity to revise and update all the fees charged at Town Hall South. In Chapter 166 of the ordinances they reorganized it to three main sections. The bottom line is they tried to simplify the charges and organize them so they are more user friendly. He added that this was a tremendous effort by Town Hall South staff. Some of charges have gone up slightly, some were adjusted so one charge is slightly higher but it eliminates sub-charges. He added that overall the effect shouldn't be dramatic. Ms. Plaziak said the effort was made to simplify fees. Some of them were outdated in terms of cost as well. They did try to coordinate with similar fees in neighboring towns to make sure we were in line. Mr. Magee said the Inland Wetlands Commission reviewed their fees and changes and approved them. They are more simplified and streamlined. Mr. Kral said Planning and Zoning also tried to create a simpler schedule of fees that equated to the amount of administrative work for that particular application. This is not 1 Regular Meeting Minutes of November 16, 2020 an attempt to increase overall fees, just simplify them and make them easier to understand. 3. Public Forum (Limited to 3 minutes on agenda items) None 4. Approve minutes of: November 2, 2020 - Regular Meeting Motion: Upon motion made by Ms. Ruoff and seconded by Mr. Havrda, the board voted unanimously to approve the minutes of the November 2, 2020 Regular Meeting. Vote: In Favor: Hoey, Havra, Federici and Ruoff Opposed: None Abstaining: None 5. Finance Director (Maryjane Malavasi): 1. Receive monthly report from Finance Director. Revenues Ms. Malavasi said revenues are slightly down at 51.8%. At this time last year they were at 54.3% Interest rates are far below where have been last few years so that is making a difference in revenues. On plus side the golf commission has gone overbudget in revenues. Public Works stump dump revenues exceeded the budget because of storms. Parks and Recreation is slightly down due to their inability to rent out rooms on regular basis. Expenditures Ms. Malavasi said expenditures are where they were last year at this time at 36.5% versus 36.1% last year. Town Clerk and Registrar are both showing higher expenditures due to the election. They did receive some funding from the Secretary of State’s Office. Now that the election is over she will be applying that to the line items to offset some of the overages in those lines. The other line item that is higher is the Health Department. The main reason is the overlap of staffing. It was important to have Mr. Johnson and Ms. Marino here at same time to help the transition. 2 Regular Meeting Minutes of November 16, 2020 Medical Ms. Malavasi said they are still showing claims a little lower than estimated for this year. Catastrophic claims are higher, but revenues are holding steady and the are projecting an additional surplus of $680,000. There was discussion regarding the medical account in relation to Covid. There was also discussion relative to implementing the OPEB Trust and waiting to continue to see the effects of Covid prior to making any transfers from the medical fund surplus to the OPEB Trust. Ms. Malavasi said they are at $886,000 in claims for month, which is close to their budgeted amount so they are starting to see an increase. 2. Discuss and take possible action to approve resolution authorizing the first selectman to execute and deliver documents related to FY2020 Emergency Management Performance Grant Supplemental Application. Ms. Malaais said this is money the town is being offered through. It is for Personal Protective Equipment for Emergency Operations Center Staff and the Emergency Operations Plans related to the pandemic. It is 100% funded and there is no match required from the Town. The state requires a resolution and for the Board of Selectmen to authorize the town and fist selectman to move forward with grant award. Motion: Upon a motion made by Mr. Havrda and seconded by Ms. Ruoff, the board voted unanimously to approve the resolution authorizing the first selectman to execute and deliver documents related to FY2020 Emergency Management Performance Grant Supplemental Application Vote: In Favor: Hoey, Havra, Federici and Ruoff Opposed: None Abstaining: None 6. Health Director (Sonia Marino): 1. Discuss and take possible action to approve withdrawal of $2,924.63 from escrow account for repairs at West River Village Condominiums. Mr. Hoey said this account is held at the Guilford Savings Bank for considerations such as this. There is a broken concrete pipe in the driveway that needs to be repaired. If feel comfortable moving forward. 3 Regular Meeting Minutes of November 16, 2020 Motion: Upon a motion made by Mr. Havrda and seconded by Mr. Federici, the board voted unanimously to approve the withdrawal of $2,924.63 from escrow account for repairs at West River Village Condominiums. Vote: In Favor: Hoey, Havra, Federici and Ruoff Opposed: None Abstaining: None 7. Town Engineer (Janice Plaziak): 1. Consider and take possible action to approve two easements with regard to the Saw Mill Road Bridge Project (131 Hubbard Road and 165 Saw Mill Road) as well as a Waiver and Appraisal Form and authorize the first selectman to sign all documents related to said easements. In addition, send the easements to the Planning and Zoning Commission for Mandatory Referral under CGS 8-24 and set a Town Meeting date for December 7, 2020 8:15 a.m. via Zoom. Ms. Plaziak said they are moving forward with the project and getting ready to bid soon. They need to acquire easements from town owned property at 131 Hubbard Road as well as private property at 165 Saw Mill Road. This is necessary for construction, slope rights, and drainage discharge. The Town has received all permits from the regulatory agencies as well as at the state and federal level. They received signoff from the property owner at 165 as well as the waiver of appraisal and fee and have agreed to dedicate the easement to town. There was discussion about the easements and about the oversight that will be on this project to make sure the work remains within the bounds of approvals. Motion: Upon a motion made by Mr. Havrda and seconded by Mr. Federici, the board voted unanimously to approve the two easements with regard to the Saw Mill Road Bridge Project at 131 Hubbard Road and 165 Saw Mill Road as well as the waiver and appraisal form and authorized the first selectman to sign all documents related to said easements. In addition the board sent the easements to the Planning and Zoning Commission for Mandatory Referral and set a Town Meeting date for December 7, 2020, 8:15 a.m. via Zoom. Vote: In Favor: Hoey, Havra, Federici and Ruoff Opposed: None Abstaining: None 2. Consider and take possible action on two drainage easements for existing storm water discharges located at 885 Nut Plains Road and 2 Woodland Road and authorize the first selectman to sign all related documents. In addition, send the easements to the Planning and Zoning Commission for 4 Regular Meeting Minutes of November 16, 2020 Mandatory Referral under CGS 8-24 and set a Town Meeting date for December 7, 2020 8:15 a.m. via Zoom. Ms. Plaziak said these came out of P&Z actions for subdivision approvals. In subdivision of land they found there were already storm water discharges onto these lands so they wanted to formalize some of rights they will need going forward for future maintenance needs for these structures. Motion: Upon a motion made by Mr. Havrda and seconded by Ms. Ruoff, the board voted unanimously to approve the two drainage easements for existing storm water discharges located at 885 Nut Plains Road and 2 Woodland Road and authorized the first selectman to sign all related documents. In addition the board sent the easements to the Planning and Zoning Commission for Mandatory Referral and set a Town Meeting date for December 7, 2020, 8:15 a.m. via Zoom. Vote: In Favor: Hoey, Havra, Federici and Ruoff Opposed: None Abstaining: None 8. BOE Director of Operations/Facilities (Cliff Gurnham): 1. Discuss and take possible action to award A&E design of the Cox HVAC System to Silver Petrucelli & Associates. Mr. Gurnham said they received two design proposals. Cox HVAC is similar to the Melissa Jones project they just completed. It is a complete replacement of all HVAC air handlers, boilers and associated equipment. They received two proposals from on-call list from Antinozzi & Associates and Silver Petrucelli and after review the Standing Building Committee recommended they award to Silver Petrucelli for $48,060. He added that the next item is similar for Lakes.