AGENDA COVENTRY TOWN COUNCIL MEETING May 5, 2014 7:30 PM Town Hall Annex

1. Call To Order, Roll Call 2. Pledge Of Allegiance To The Flag 3. Audience Of Citizens: (30 Minutes - 5 minutes maximum per citizen) 3.A. Resolution: Dennis Dittrich, CVFA 50 Years Of Service 4. Acceptance Of Minutes: 4.A. April 21, 2014 (E) Documents: APRIL 21, 2014.PDF 5. Consent Agenda: All items listed with an asterisk (*) will be acted on by one motion. There will be no separate discussion on these items unless a Council member so requests, in which case, the item will be removed from the consent agenda and considered in its normal sequence on the agenda. 6. Reports: 6.A. Report Of Chairperson - Jeff Shorts 6.B. Report Of Council Members 6.C. Steering: Mike Griswold, Chairperson 6.C.1. Reappointments (E) 6.C.1.a. Economic Development Commission #205: Belsito (E) Documents: STATEMENT OF INTEREST BELSITO.PDF 6.C.2. Appointments (E) 6.C.2.a. Conservation Commission #204: Coss (E) Documents: STATEMENT OF INTEREST COSS.PDF 6.C.2.b. Zoning Board Of Appeals #129: Vinkels (E) Documents: STATEMENT OF INTEREST VINKELS.PDF 6.C.3. * Minutes, April 28, 2014 (E)

Documents: STEERING 4-28-14.PDF 6.D. Finance: Wayne Post, Chairperson 6.D.1. * Minutes, April 21, 2014 (E) Documents: FINANCE MINUTES 4-21-14.PDF 6.E. COVRRA: John A. Elsesser 6.F. Town Manager: John A. Elsesser 6.F.1. Projects Update: 6.F.2. UConn Transportation Study Project Accepted (E) Documents: PATHWAYS MEMO.PDF, PATHWAYS PRELIMINARY STUDY SCOPE 2014_04_28.PDF 6.F.3. * Pro-Act Prescription Program Results To Date (E) Documents: CT DISCOUNT CARD REPORT MARCH 2014.PDF 6.F.4. * Quarterly Report, January - March, 2014 (E) Documents: QUARTERLY REPORT JAN-MARCH 2014.PDF 6.F.5. * Staff Meeting Notes, 4/23/14 (E) Documents: APRIL 23, 2014.PDF 6.F.6. * Booth And Dimock Library: Adoption Of Edge Tool (E) Documents: LIBRARY EDGE.PDF 6.F.7. * CEN Conference (E) Documents: CEN CONFERENCE.PDF 7. Unfinished Business: 7.A. 13/14-71: Status Update: Babcock Hill Road Extension (E) Documents: BABCOCK MEMO.PDF, COVENTRYBABCOCKHILLRDEXTAPRIL152014.PDF, __NEWS.ENGR.UCONN.EDU_TECHNOLOGY-TRANSFER-CENTER-LAUNCHES-.PDF 7.B. 13/14-85: Consideration/Acceptance: Cheney Lane (E) Documents: CHENEY LANE REDACTED.PDF 7.C. 13/14-87: Authorization And Charge To School Building Committee For Bonding Projects For Energy/Technology (E) Documents: ENERGY AND BUILDING EFFICIENCY BUILDING COMMITTEE.PDF 8. New Business: 8.A. 13/14-91: Consideration/Authorization: Request For Appropriation Not To Exceed $60,000 For Account #3102: Snow And Ice (E) Documents: YEAR END PROJECTIONS.PDF 8.B. 13/14-92: Consideration/Authorization: Application For Medication Disposal For Safer Communities Grant For Prescription Drug Collection Receptacle And Authorization Of Town Manager To Execute (E) Documents: DRUG COLLECTION BOX GRANT.PDF 8.C. 13/14-93: Consideration/Authorization: Resolution To Continue Benefit Payment Services With MetLife For Town Of Coventry Pension Plan And Authorization Of Town Manager To Execute (E) Documents: PENSION PLAN SERVICE DOCUMENTS.PDF 9. Miscellaneous/Correspondence: 9.A. * Board Of Education: 4/10/14 Minutes And 4/24/14 Agenda (E) Documents: 04-10-14_UNAPPROVED_BOE_MINUTES.PDF, 04-24-14 BOE AGENDA - REVISED.PDF 9.B. * Board Of Education Press Releases (E)

1. Alice in Wonderland production

Documents: 04-21- 14_CAPT_NATHAN_HALE_PRESENTS_ALICE_AT_WONDERLAND.PDF 9.C. * Christina Mailhos: NECASA Background Information (E) Documents: MAILHOS - NECASA.PDF 9.D. * Reminder News, 4/24/14: Residents Complete Coventry's First-Ever Kids Walk (E) Documents: KIDS WALK.PDF 10. Adjournment

(E) Denotes Enclosure

Open Participation in Public Meetings: The Town of Coventry will provide reasonable accommodations to assist those with special needs to attend & participate in public meetings. Contact the Town Manager s Office at 742-6324 or e-mail [email protected] at least 48 hours in advance to discuss special needs. AGENDA COVENTRY TOWN COUNCIL MEETING May 5, 2014 7:30 PM Town Hall Annex

1. Alice in Wonderland production

(E) Denotes Enclosure

1. Alice in Wonderland production

(E) Denotes Enclosure

Open Participation in Public Meetings: The Town of Coventry will provide reasonable accommodations to assist those with special needs to attend & participate in public meetings. Contact the Town Manager s Office at 742-6324 or e-mail [email protected] at least 48 hours in advance to discuss special needs. Minutes Coventry Town Council Meeting April 21, 2014 Town Hall Annex

1. The meeting was called to order at 7:32 PM.

Present: Jeff Shorts, Mike Griswold, Wayne Post, Joan Lewis, Hannah Pietrantonio, Lisa Thomas Also present: John Elsesser, Town Manager; Beth Bauer, Finance Director Absent: Micah Welintukonis

2. The Pledge of Allegiance was recited.

3. Audience of Citizens:

Karen Post, 173 Dunn Road. Ms. Post wishes there had been a better option for us for the budget this year. She has talked with residents and they are not thrilled with another mil increase. She feels the Town could have tried harder.

Bob Chipkin, 454 Cassidy Hill Road. Mr. Chipkin commended the Town for moving the budget in the right direction since March, but feels it is still worth talking about salary and benefits in the Board of Education. It is increasing another 2.5 percent. He went to the website for the schools and student enrollment is projected to decrease again and has been declining for the past 14 years. It is a reducing enterprise and we need to look at economies of scale. It is his understanding that school budgets can only go up, so it is to the taxpayers’ advantage to keep tax increases as low as possible in light of declining enrollment.

Hearing no further requests to speak, the Audience of Citizens portion of the meeting was closed.

8C. 13/14-88: Energy Committee: Jeff Shorts moved up item 8C to accommodate guests from the Energy Committee. Tim Sadler and Jenn Reilly were present to provide an update on the Committee’s initiatives. The Town has been awarded a $5,000 Bright Ideas grant which was earned several different ways, including setting a goal of renewable energy by 2020 and doing Hess energy audits. For every audit performed the Town gets points. The money will be used to invest in other energy efficiency savings measures for the Town. The Town saved $1,426,750 kilowatt hours from January 2010 through December 2013 which is a pretty good number, all from residents and town initiatives. We would like to get more grants through this program so we are approaching the Council for their support in encouraging residents to get energy audits. It costs $99 and there is list of approved contractors that we could make available on the website. Energize CT is a great one-stop resource and there will be a link to them on the website.

The committee is also doing a breakfast forum on May 15th to educate businesses and nonprofits in town regarding C-Pace and other energy efficiency opportunities. There is long-term financing through property tax assessments to take on larger energy efficiency retrofits. We got a $1,000 grant to market the program to help businesses save money. Flyers were mailed last week. John noted there will be other vendors at the breakfast as well. These programs are good for commercial businesses, multi-family house owners and churches too.

Jenn Reilly presented an official plaque for the Bright Ideas grant award. John Elsesser noted we earned a lot of points through last year’s Solarize Coventry program. We will try to do the energy audits on Town Hall, the Police station and the Library. We are contacting the previous vendor for cost estimates. Joan 1 Lewis said she had the energy audit done a couple years ago and it is well worth it. Jeff Shorts noted that residents can still do solar installations too. John replied that the volume discount program has ended but there are still some vendors out there who might be willing to offer discounts on residential solar. Tim said there are also incentives for simple things like insulation, heat pumps etc. John said a small boiler program is coming out too. There is a Webinar on that tomorrow. Jenn said the committee is trying to be more proactive in letting people know. If you have other ideas of things we can be doing please let us know. Tim said he thinks the breakfast itself gives us points. John said that the high school culinary students are catering the breakfast so there will be high-quality food. Lisa Thomas noted that Coventry is in the top ten Clean Energy Municipalities and a lot of that is attributable to the solar initiative. Jenn said that CEFIA is excited to continue working with us. John noted there is the Small Z-rec program also. Tim said the Town did go for that incentive through CL&P and were awarded 5 of 8 applications submitted. This will add solar to the school system and will save the schools money. We will have details soon – our goal is to get them up before school starts. John noted they will be installed on the new roofs as long as the manufacturer’s representative is there to ensure the warranty. Tim said the reports are due back soon – this doesn’t cost the Town anything. John said we will get the solar carport plans for the Police Station next week and the array is operational on the firehouse. The North Coventry firehouse did not make the cut for the initial Z-rec round, but some projects may drop out so we could still get it. We are also starting to work with companies to look at medium and large Z-recs. The Council thanked the Energy Committee for their work.

4. Acceptance of Minutes: A. Motion #13/14-249: Joan Lewis moved to accept minutes from the Special Budget meeting of March 26, 2014. The motion was seconded by Hannah Pietrantonio. The following corrections were requested:  Page 3: Strike the last sentence of the second paragraph.  Page 3: 5th paragraph: Add “Joan Lewis agreed” to beginning of second sentence. Add “from the surplus” to the end of the 3rd sentence. The motion to approve the minutes as corrected carried on unanimous vote.

B. Motion #13/14-250: Joan Lewis moved to accept minutes from the Council meeting of April 7, 2014. The motion was seconded by Lisa Thomas. The following corrections were requested:  Page 3: Item b. 3): 12 th line: add “or other non-organized recreational activity residents could participate in if they wish” at the end of the sentence that currently ends with “softball night.” The motion to approve the minutes as corrected carried on unanimous vote.

5. Consent Agenda: Motion #13/14-251: Joan Lewis moved to accept the Consent Agenda, seconded by Hannah Pietrantonio and unanimously approved.

6. Reports:

A. Council Chair: Jeff Shorts reminded the public of the Annual Town meeting, which will take place on Saturday, April 26th, 10 AM at CHS Veterans’ Auditorium. The meeting will take place rain or shine. Please come out and support the budget.

B. Council members: Lisa Thomas noticed that a new business opened on Rt. 44 in the spot that used to be Maynard’s stand. It is now Muldoon Landscaping and Marketplace. It is owned by Coventry residents. They are selling local crafts and products. She welcomed them to Coventry and thanked them for opening a business in town.

2 Hannah Pietrantonio reminded the community that Project Graduation’s can and bottle drive will take place on Saturday from 9-1. Please drop off your bottles and cans at the fire house.

Joan Lewis said there will be an open meeting on community gardens Thursday at 7 PM at the Grange, hosted by the Agricultural Committee.

Wayne Post said with regard to the budget – he had voted in favor at one point. He has received a tremendous amount of calls regarding the economy and how we can’t afford things at this time and should be looking at other ways to cut. For the public record he is opposed to the budget as proposed at this time.

Mike Griswold said on Friday, May 9th, Coventry Early Childhood Center’s Scramble for our Schools golf tournament will take place at Skungamaug River Golf Course at 10 AM. The cost to participate is $100 per player and has been at the same rate for years. People can sign up online at scrambleforourschool.com.

Jeff Shorts said there will be a regional economic development forum on April 24th at 7 PM at the lodge. John Elsesser said the forum will include a presentation from UConn on the Technology Park and a presentation from other towns on economic development.

C. Steering Committee, Mike Griswold: no report.

D. Finance Committee, Wayne Post: Finance held a brief meeting prior to the Council meeting tonight and will reconvene to address the remainder of their agenda after the Council meeting. We reviewed expenditures to date and discussed the $57,000 in overages under Account #3102, for sand and salt. We will be asking for a Council appropriation to cover that line item.

E. COVRRA, John Elsesser: In the Council packet is letter from CRRA regarding our final rebate check. This will go into the COVRRA fund. The tipper barrel swap program was announced in the spring newsletter. We encourage people to upsize your recycling barrel if you have a medium one. We save more when more is disposed of in the blue barrel.

F. Town Manager, John Elsesser: 1. Projects: We are busy with lots of spring activities. We are getting ready for sports seasons. We’re working with Coventry Baseball. An outfield fence was installed by the league and we put in a warning track today. Dugouts were rebuilt and bathrooms will be painted. We will reconstruct the major field when the season is over. Lisicke basketball court work begins this week. The posts have been removed for replacement and the court is to be resurfaced and repainted. It should be done by the end of the week. At the girls’ softball field the new scoreboard and bleachers are due in this week. A new product called Turfus is due in this week which will help with drainage, and we are doing a new mound. There is $10,000 in the budget for next year to deal with drainage issues on boys’ field. Our goal is to do a park, get it done and move on. Lisa Thomas said she knows there is a problem with big trucks coming into Laidlaw and tearing up the grass. Is it possible to put up boulders here? Jeff noted they came in from the trails. John said all-terrain vehicles are a problem. They damaged Laidlaw a couple years ago and the grass never recovered. This is neighbors ruining fields in their own neighborhood. Lisa said she is thinking of all the work done at Miller Richardson and it would be a shame. John replied that area will be entirely fenced. We are dealing with a couple spots at Lisicke. We are trying to eliminate that access. Sometimes boulders are used. We are running as fast as we can to address these issues. Public Works is doing clean up of basins and street sweeping. We hope to get back to pothole patching soon. We are full out right now. 3 2. CT Water will be starting to replace water mains on the side roads – we are trying to replace as many cross culverts as we can. It is better for us to do it as the water mains are going in, so this is a priority. We are getting prices from several contractors. We don’t have the manpower to do that many ourselves. Each is two-day project. 3. CEFIA sent a notice in the mail that Coventry is the top ten municipalities in clean energy deployment in several categories. We are 7th in watts per capita and 5th in kilowatt hours per capita. This is a testament to the hard work by our Energy Committee. 4. Let’s Move Cities and Towns submitted our initial results and we have already been awarded a bunch of medals for active kids at play. We are on our way.

7. Unfinished Business:

A. 13/14-81: Consideration: Policy on Donation of Memorial Trees and Gifts: John Elsesser noted that the document attached to the Council packet includes minor tweaks by the Town attorney. Motion #13/14-252: Lisa Thomas moved to accept the policy on donation of memorial trees and gifts as outlined. The motion was seconded by Joan Lewis. John reminded the Council that another piece will be coming to outline procedures for other gifts. Lisa noted that the attorney’s modifications were good. She is glad we asked him to look at it. The motion to accept the policy carried on unanimous vote.

B. 13/14-85: Consideration/Acceptance: Cheney Lane: John Elsesser indicated this matter is still to be reviewed at Steering and Finance. Motion #13/14-253: Joan Lewis moved to continue discussion of this matter until the Steering and Finance Committees have had the opportunity to review and make recommendations. The motion was seconded by Hannah Pietrantonio and carried on unanimous vote.

8. New Business:

A. 13/14-86: Authorization of Town Manager to Execute: CT State Library Historic Document Preservation Grant: John Elsesser noted that Town Clerk Susan Cyr has made recommendations for how to use the money. A proposed motion is included. Motion #13/14-254: Hannah Pietrantonio moved the adopt the following resolution: “Resolved: that John A. Elsesser, Town Manager, is empowered to execute and deliver in the name and on behalf of this municipality, a contract with the Connecticut State Library for an Historic Documents Preservation Grant.” The motion was seconded by Joan Lewis and carried on unanimous vote. John reported that we received our first electronic deed last week. It is exciting for us.

B. 13/14-87: Authorization and Charge to Building Committee for Bonding Projects for Energy/Technology: John Elsesser said that the Council received a letter from the Board of Education asking that this type of committee be charged. He developed a draft not only for the school but for other projects. It could be reviewed by Steering. Also included is a breakout of pending projects. Motion #13/14-255: Joan Lewis moved to send consideration of the charge to the building committee for energy/technology projects to Steering. The motion was seconded by Hannah Pietrantonio. Wayne Post asked if a timeframe has been determined. John replied not yet. Steering could add that as part of their review - sometimes it is specified. It would be up to the Council when a potential referendum might be scheduled. He didn’t want to prejudge the committee. The motion to send the charge to the Steering Committee for review carried on unanimous vote.

C. 13/14-89: Consideration: Modification of Job Descriptions: A. Assistant to Town Accountant/Assistant Town Accountant. John Elsesser noted that the current employee is retiring by June 30th. The major difference between the two levels of position is years of experience and whether they have taken GFOA courses. We have various positions that have tiered levels based on qualifications and training. We would like to advertise for both 4 and see what it gets us. It is not a budget issue but we would like to try to get the most qualified candidate in. The modifications were minor changes to titles, i.e. executive secretary to executive assistant, etc. Motion #13/14-256: Lisa Thomas moved to accept the modifications to the job descriptions for the Assistant to Town Accountant and Assistant Town Accountant positions. The motion was seconded by Joan Lewis and carried on unanimous vote. B. Executive Assistant to Chief of Police. John Elsesser said the Union is unwilling to relinquish the union position to enable us to hire a non-union Executive Assistant, so we just need to approve the update to the Administrative Assistant. Motion #13/14-257: Joan Lewis moved to accept the modifications to the job description for the Administrative Assistant to the Police Department. The motion was seconded by Hannah Pietrantonio and carried on unanimous vote. C. Public Works Maintainer – Sanitation. John Elsesser said the Transfer Station Operator found full time employment and is leaving. We have been giving up a lot of time to the treatment plant from Public Works and we can’t afford to continue that. We are proposing to create a third position called sanitation and wastewater treatment operations. A lot of times we need two or three people per OSHA regulations. The employee would be supervised by Mike Ruef. We need somebody to cover for him when he is ill or on vacation. We added 50 grinder pumps and miles of sewer line. If the Council adopts this we would go back to the union and WPCA. It would not come out of property taxes; it would be funded by WPCA and COVRRA. This would give us another plow operator in the winter. The person would work Tuesday through Saturday. It is an extra 29 hours per week. As a full time position we expect to get a better quality worker. Motion #13/14-258: Joan Lewis moved to adopt the job description for Public Works Maintainer – Sanitation. The motion was seconded by Lisa Thomas. Lisa said she thinks this is a good step. The motion carried on unanimous vote.

D. 13/14-90: Consideration/Authorization: Request for appropriation for demolition of 210 Cross Street: John Elsesser said we had hoped to be able to save this house. We got in last week and it is loaded with stuff. The yard is full with trailers, golf carts etc. When you go in the smell is penetrating. There is water in the basement and leakage in the side walls. We anticipate finding mold. It would take 5-6 dumpsters and a full week of manpower to address. The Building Inspector urged demolition. We got a quote for $9680 to demolish the structure and fill in the foundation. Then we would put the lot on the market. It is a nice lot. It would work for smaller pre-school. WPCA would approve a sewer extension to this lot. We are afraid to put staff at risk in dealing with this. We are requesting a Council appropriation for up to $10,000 for demolition and disposal. We haven’t found the well yet. Wayne Post asked if this went out to bid. John replied no – we could get other quotes. We are open to suggestion. Technically it doesn’t have to be bid at this price level but we would be glad to get two other prices. There is some sense of urgency. Motion #13/14-259: Lisa Thomas moved to appropriate up to $10,000 for the demolition and disposal work at 210 Cross Street. The motion was seconded by Hannah Pietrantonio. John said we expect to be made whole with the sale of the lot. We anticipate it will have a value of $60,000. The motion to appropriate up to $10,000 for demolition carried on unanimous vote.

9. Miscellaneous Correspondence:

A. Invitation to Participate: Town of Ashford 300th Anniversary: John Elsesser asked whether the Council would like to send consideration of this invitation to Steering. Joan Lewis said after having co-chaired Coventry’s parade, it is a large endeavor and it is nice when other towns come to support it. Motion #13/14-260: Joan Lewis moved to send consideration of the Town’s participation in Ashford’s 300th anniversary parade to the Steering Committee for review. The motion was seconded by Lisa Thomas and carried on unanimous vote.

5 10. Executive Session: Motion #13/14-261: Hannah Pietrantonio moved that the Town Council enter into Executive Session at 8:36 PM pursuant to Connecticut General Statutes 1-200(6)(E)-discussion of any matter which would result in the disclosure of public records or the information therein contained described in sub-section (b) of Section 1-210 with the following people in attendance: Jeff Shorts, Wayne Post, Joan Lewis, Mike Griswold, Lisa Thomas, Hannah Pietrantonio, John Elsesser and Beth Bauer. The motion was seconded by Lisa Thomas and carried on unanimous vote.

Motion #13/14-26 2 : Lisa Thomas moved to leave Executive Session at 9:05 PM, seconded by Joan Lewis and unanimously approved.

11. Adjournment:

Motion #13/14-263: Lisa Thomas moved to adjourn the meeting at 9:06 PM, seconded by Hannah Pietrantonio and unanimously approved.

Respectfully submitted,

Laura Stone Council Clerk

Note: These minutes are not official until acted on by the Town Council at its next regular meeting. Those meeting minutes will reflect approval or changes to these minutes.

Minutes Town Council Steering Committee Meeting April 28, 2014 Town Hall Conference Room B

1. The meeting was called to order at 7:00 PM.

Present: Mike Griswold, Jeff Shorts Also present: John Elsesser Absent: Lisa Thomas, Joan Lewis

2. Acceptance of Minutes, 3-24-14: Jeff Shorts moved to accept the minutes from the Steering Committee meeting on March 24, 2014. The motion was seconded by Mike Griswold and carried on unanimous vote.

3. Reports: none.

4. Review/Recommendations: Vacancy list, Boards & Commissions: Two more members are needed for the Library expansion building committee. Jeff Shorts talked with the Republican Town Committee about those appointments. John Elsesser noted that the Council representative doesn’t have to be a Council member. It would also be helpful to have someone with construction experience.

5. Resignations: A. Ad-Hoc Lake Advisory & Monitoring Committee: Robert Proctor. Accepted with regret. B. Zoning Board of Appeals: Erik Williams. Accepted with regret. C. Cable Television Advisory: Stephen King: Accepted with regret.

6. Reappointments: A. Economic Development Commission: Sam Belsito. Jeff Shorts moved to recommend the reappointment of Sam Belsito to the Economic Development Commission, term to expire 2-1- 2019. The motion was seconded by Mike Griswold and carried on unanimous vote.

7. Appointments: A. Conservation Commission: Brian Coss: Jeff Shorts moved to recommend the appointment of Brian Coss to the Conservation Commission to fill the Vann vacancy, term to expire 1-1-18. The motion was seconded by Mike Griswold and carried on unanimous vote. B. Zoning Board of Appeals: Valdis Vinkels: Jeff Shorts moved to recommend the appointment of Valdis Vinkels to the Zoning Board of Appeals to fill the Williams vacancy, term to expire 11-3- 2015. The motion was seconded by Mike Griswold. Jeff noted that he served with Valdis on ZBA and he is knowledgeable. His only question was whether the other individuals who have been serving as alternates might want to move up. John Elsesser noted it is not legally required since these positions are elected and we usually take our cue from the political party. The motion carried on unanimous vote.

8. Spirit of Portland award: John Elsesser said that one of our employees brought this information in – it could be an interesting idea to recognize volunteers and might be something for the Council to consider. We could contact the Town of Portland for judging criteria. Jeff Shorts moved to continue discussion of this item until the Town can do additional research. The motion was seconded by Mike Griswold and carried on 1 unanimous vote.

9. Ashford 300th Anniversary Parade: John Elsesser noted the Town of Ashford has sent a request for participants in their 300th Anniversary Parade on October 11, 2014. We can send this around to various civic groups in Town. Does the Council want to be represented? We could possible get the Police Hummer vehicle and have a Council member ride in it. We also can bring this up at Thursday’s Emergency Coordinating Committee meeting. The cost impact would be minor – most likely a few hours of overtime in the Police budget. North Coventry also has a vintage fire truck. Jeff Shorts indicated that the Council will definitely do something. John said we will put together a list of potential participants.

10. Consideration: Acceptance of Cheney Lane as a Town road: John Elsesser noted that the Finance Committee has asked for cost specifics for both longer-term maintenance and the level of upgrading that would be required to maintain this road. The Steering Committee evaluates more general policy. If we change the Council policy, which was done about three years ago as a one-time offer, it opens up new potential categories for road acceptance. There may be potential for sewers on Cheney Lane in the future but acceptance is not necessary for sewer. Jeff Shorts and Mike Griswold indicated they do not see the need to push forward on this at this time. John noted that once it becomes a Town road it also opens up the potential for future development. Our Town Engineer Todd Penney is overwhelmed with existing projects at the moment so we can’t ask him to look at it right now. Jeff said he is not in favor of opening ourselves up to these potential responsibilities at this time. He moved to send the issue to the Council with Steering’s recommendation not to proceed at this time. The motion was seconded by Mike Griswold and carried on unanimous vote.

11. Charge to Energy and Building Efficiency Building Committee: John Elsesser has put together preliminary draft for Council review. He noted that size and scope is always an issue. This was originally intended for the Board of Education but there are a few Town projects that might be appropriate for this committee too. At some point they will need an engineer. There are several ways to go. We could set a number or develop pricing based on the energy audits. He would hate to risk $100,000 on design work to have the voters say no. He would prefer to go to referendum with a scope and estimated cost. If the project comes in over we could cut back. Jeff Shorts asked to clarify that the amount of bonding is $2.5 million. John replied yes but that could change if the Board proceeds with some projects this year. The Committee would fine-tune a list. He did not include other funding mechanisms where you do performance contracting. With performance contracting the firm is paid through energy savings vs. a bonding approach. The Town of Vernon did that recently, and the Town of Avon might have also done something similar. Jeff and Mike indicated they would like to add that to the charge. John said he will add a method of financing section after item 4. Jeff Shorts moved to send the draft charge to the Town Council with the modification as discussed. The motion was seconded by Mike Griswold and carried on unanimous vote. John noted that when making appointments he would recommend Matt Mullen if he will serve. Another person who might be helpful could be James Smart who is an electrical engineer. Karl Asimovic and Jim Silva might also be good, as would Peter Grose from Fuss & O’Neill. We need a good committee as there may be some tough decisions. Timing for the referendum/projects is yet to be determined.

12. Wayfaring signs: John Elsesser said he needs to do some additional research on this matter. The City of Hartford has some nice signs in laser-cut plastic. Killingly has some that look like additional street signs but they seem to add visual clutter. They detract from the purpose of the street signs. He has some concern about using too many of them. There are lots of options but there are some policy considerations. Jeff Shorts asked whether Planning and Zoning approval would be needed. John replied yes. It would be 2 good to have a policy. Mike Griswold said he definitely thinks we should keep moving on it. John said he will do so and get the Economic Development Commission and Planning and Zoning Commission involved too.

13. Adjournment: Jeff Shorts moved to adjourn the meeting at 7:38 PM, seconded by Mike Griswold and unanimously approved.

Respectfully submitted,

Laura Stone Council Clerk

3 Minutes Town Council Finance Committee Special Meeting April 21, 2014 Town Hall Conference Room B

1. The meeting was called to order at 6:36 PM.

Present: Wayne Post, Jeff Shorts, Hannah Pietrantonio Also Present: John Elsesser, Town Manager; Beth Bauer, Finance Director Absent: Micah Welintukonis

2. Acceptance of Minutes, March 10, 2014: Jeff Shorts moved to accept minutes from the Town Council Finance Committee meeting of March 10, 2014. The motion was seconded by Hannah Pietrantonio and carried on unanimous vote.

3. Finance Director’s Report: Beth Bauer reported that the Town is continuing on with strong revenue collections. She noted the enclosed chart of cash position and projection of unspent revenue and unspent appropriation are approximately $4 million. That is what we receive from the State in April and we should get that final payment in before the end of the month. Tax collections and COVRRA collections continue strong. The COVRRA collectible rate is lower than regular taxes but we think that is beginning to change. The percentage of collections is exceeding estimated revenue so that indicates stronger payments. The way we calculate estimated taxes is to take several years and average. You can’t assume one good year will be that way going forward, but so far we have had two good years. Wayne Post asked how this compares to the last 3 years. Beth replied that last year as of the same point was 105%. This year we are ahead of that, but for 3 years she does not recall. She could put that information together. John Elsesser noted that information would also be in last year’s audit. For property taxes we do the past three years but we double-weight the most recent year. We can do that for COVRRA but there is not a lot of difference. Wayne asked what the trigger is that would show a drop. Beth replied if collections seem to be falling off you would have to ask yourself what we could do to offset it. Plus you also have to evaluate the overall health of the fund. John noted that COVRRA also doesn’t end at the fiscal year so technically we could run a deficit – it is a special revenue fund. We strategically over the last three years have not raised rates so we can draw down fund balance. Collections are only part of the picture. These types of funds are more volatile than taxes and we have to treat them differently. It doesn’t expire and is not escrowed. The more important question is where is fund balance vs. where you want it to be. If people start using it more expenses go up. You have to estimate what your costs are to waste disposal sites. Beth said if you look at the COVRRA report our current expenditure and encumbrances are approximately even with the amount of revenue received to date. This tells us that we're essentially equal. We are not going to expand fund balance this year but we probably won’t reduce it much either. John noted we had programmed to lower it but probably will be even. Beth said it is interesting to look at trends and if our collection rate for COVRRA is on the upswing then that is a positive. We went through a transition from green bags to tipper barrels three years ago – that was a big change and we weren’t sure what would happen to revenue with that change. At this point it seems to be moving in the right direction. Revenues are sufficient to cover expenditures.

4. Review of Financial reports: Hannah Pietrantonio noted that sand, salt and gravel is over. Are the other accounts at 90 percent on the edge? Beth replied it depends. Some items are expended early in the year. John noted annual licenses as an example of that. Jeff Shorts asked about grants and contributions to the Library. Beth 1 said the issue with the Library is we give them money at the start of the quarter and then they tell us how they spent it. So initially it is placed in grants and contributions so it looks like an over- expenditure but it really isn’t. We should have two quarters of payments to them. We haven’t gotten the third quarter of expenditures yet. Wayne asked whether they have a drop-dead date to submit expenditures. Beth said no - they always get it to us. Wayne asked whether we could be juggling numbers at the end. Beth replied no – there is a delay but we give them a set amount of money. John said they don’t ever get more than was budgeted. We could actually get the detail after the fiscal year. This way we can allocate expenditures to the right object code so it is more transparent, for example if we want to know how much we spent on oil. We used to do the fire departments this way too but now we pay their bills. The Library is a separate private nonprofit from the Town. Beth said they do not come back after the end of the fiscal year and say they spent more than anticipated. Early on when the building was new they under-estimated oil but they haven’t come for an additional appropriation in over twenty years.

Jeff Shorts noted the $59,694 over-expenditure on line item 3102 (Snow Removal) of the SHORTCUMS report. John said we are starting to do things like park trucks because we don’t have money to repair them. Jeff said he was comfortable with the previously-indicated amount of $57,000. He just wants to be sure other $2,000 is not coming back as a problem. Beth replied that one of those one of those items was a snowblower.

Recreation reports: Wayne asked if there is any status on pending legislation. Jeff replied it is probably not happening soon – and we would have to create a committee. Jeff asked if Cat’s salary is built into the after school program or if it is a separate line item. Beth replied she gets built in here and there - it is a manual adjustment. It is possible she is not current through the end of March on this report. Most of her salary is against programs. Look for full time line items to see her salary. There will be a journal entry to move things around and we don’t believe that has come through for March. Jeff noted that right now the report shows we are $27,000 to the good.

Board of Education financial reports: John noted the projected surplus based on these reports is $416,000. These reports are six weeks old. Wayne said they may still have large expenditures – there are still a couple months left in the fiscal year. Jeff said they are going to get some of the things done that they want to do. John noted the projected salary surplus of $110,000 is a pretty good estimate – they are not going to hire. They always hold the Special Education fund because they could get a new student in. Historically they look at building needs, curriculum needs etc. and will spend down. Jeff said they usually wait until June to spend the Special Education number. Wayne noted this brings up the issue of the one percent fund. This probably needs to be implemented or rejected one way or another. Beth noted that one percent is about $280,000. John said they will need guidance sooner or later - they then can carry over funds for special projects. The Council has to agree to it for it to happen. A Board of Education surplus is positive news. They are trying to manage their budget to do things they wouldn’t otherwise be able to do.

5. Discussion: Board of Education One Percent Fund: Beth said she would recommend that Finance have a conversation to establish a framework for further Council discussion. She put together some items that she feels needs to be talked about when considering a fund of this nature. She did research on this a year ago and checked with area towns to see what they do. Vernon has established a fund with the restriction that it be expended on items already approved in the capital plan. Bloomfield also established it for capital expenditures. Mansfield also has a fund but they do not have as formal a process. John noted Mansfield has a joint business/finance office. Beth said we would need to name it. If we name it “Reserve Fund for Capital Expenditures” then that defines its purpose. We would need to establish the source for funds. We need to establish how the amount gets identified - does it have to be requested by the Board of 2 Education for a Council approval process? Wayne said we have to identify how specifically it is to be used. Originally we were saying for emergency things like the server. Beth said she thinks the Council needs to establish criteria for use. John noted some of our philosophy is that the Capital Improvement Plan has been approved by the town. Anything in that plan is something that is legitimately approved to be purchased eventually. It is already vetted. The emergency fund is outside that process but should be discussed at a public meeting. We could stipulate that everything come before the Council for approval. That way it doesn’t get perceived as a slush fund. Wayne noted that Blum and Shapiro had recommended that emergencies be defined. Beth replied that Blum and Shapiro had recommended we define how funds can be used. If we stipulate it for capital then that is pretty specific. But we don’t want to leave ourselves with no flexibility to address emergencies, if a boiler goes for example. We should be able to address that in the language. She does not want to see the establishment of a fund that becomes a source of constant argument. It is important to have clear parameters. Jeff said he agrees that emergency expenditures should come before the Council. Should the Council have to give approval for other items in the capital budget? Hannah said she thinks so. Jeff said he is fine with that. Hannah said we are the responsible party. Wayne said there are certain times when the unexpected always happens. When they are running through their budgets there could be a cushion there within the confines of capital. John noted there are some legal questions too - i.e. does the $100,000 Town Meeting requirement kick in? He would want to get legal advice to ensure we comply with all Charter requirements. Beth said once you take this and put it into a surplus account then it becomes new. John suggested we get a draft ready for the next meeting with joint fiscal. We can have the Town Attorney review it and get it to them in advance. They need to know soon. Jeff said he feels it should exclude special education. Hannah said she understands that a huge population of need will be coming into the system that will impact the special education budget. John noted if it is identified then it should be budgeted. State statutes say the maximum is one percent of the total bottom line surplus. Once you hit June they know they won’t spend special education. Beth said we should also discuss establishing a maximum cumulative amount. John said we will have the attorney develop a draft.

6. Recess/Continuation of meeting: Hannah Pietrantonio move to take a recess at 7:28 PM and reconvene the Finance Committee meeting after the Council meeting later this evening. The motion was seconded by Jeff Shorts and carried on unanimous vote.

Respectfully submitted, Laura Stone Council Clerk

7. Continuation of meeting: Jeff Shorts moved that the Finance Committee meeting be reconvened at 9:07 PM in the Town Hall Annex, seconded by Hannah Pietrantonio and unanimously approved.

8. Further Discussion: Board of Education One Percent Fund: Wayne Post reiterated the need for legal advice, especially on Charter issues. Staff was to have a draft policy including a requirement of Council approval for any use of the fund. Further clarification of what constitutes an emergency is also needed. It was pointed out that this would need to be finalized in May to allow the Board to respond if it is not adopted with their normal year-end plans.

9. Year-End Projection: Beth Bauer discussed anticipating an expenditures balance of $50,000 and additional revenues of $350,000. This will be monitored as year-end approaches.

3 10. Supplemental Appropriation Status: Beth Bauer requested consideration of an appropriation from the Council’s 1.5% to cover the current $57,768.84 shortfall in the Snow Removal budget. Jeff Shorts reviewed the current balance of the Council’s 1.5% fund and current revenue projections and made a motion to recommend to the Council an appropriation not to exceed $60,000 be made to cover snow removal expenses. The motion was seconded by Hannah Pietrantonio and was unanimously approved.

11. Tax Results: Beth Bauer discussed the potential tax sale target list and all agreed that a year could be skipped.

12. Consideration: Acceptance of Cheney Lane as a Town Road: Wayne Post led the discussion of acceptance of Cheney Lane. He would like cost impacts, a list of other similar roads and financial means to improve. Hannah mentioned the need to keep future sewers in mind as a benefit. John Elsesser will send an update letter to the owner to explain the process.

13. Other Business: Beth Bauer distributed payroll figures for the Registrars and Deputies. Wayne felt a lot of the concern raised by all would go away if the positions were put on a stipend or salary.

14. Adjournment: Hannah Pietrantonio moved to adjourn the meeting at 9:30 PM, seconded by Jeff Shorts and unanimously approved.

Respectfully submitted, John Elsesser

4 Laura Stone

From: John Elsesser Sent: Tuesday, April 29, 2014 12:05 PM To: Laura Stone Subject: FW: UCONN - Eastern Gateways Study Attachments: Preliminary Study Scope 2014_04_28.docx

MGR rep

From: Jennifer Carrier [ mailto:[email protected] ] Sent: Tuesday, April 29, 2014 11:41 AM To: Steve Werbner; John Elsesser; Joyce Stille; Matthew W. Hart; Wendt, William; [email protected] ; Neal Beets Cc: Lyle Wray; Basilia Yim; [email protected] ; Beland, Nancy Subject: UCONN - Eastern Gateways Study

Good news - we were just informed that CTDOT has given us authorization to move forward with our proposed Pathways to UCONN Intermodal Study. This study will focus on the Towns of Tolland, Mansfield, Coventry, Bolton and portions of Windham and work cooperatively with the University of Connecticut (UConn). A separate study is being pursued to analyze the Farmington/Hartford areas. At CRCOG’s May Policy Board meeting we plan to seek endorsement to finance and advance this study and will be coordinating with WINCOG for their approval as well.

Next steps include the development of the funding agreement (note that we expect to use the new Local Transportation Capital Improvement Program funds to advance this study. These funds have not been used for planning studies before so we will be paving the way, and therefore likely introducing some administrative processing time into the process. CRCOG will do our best to streamline the process). We will also be refine the preliminary scope of work which includes preliminary CTDOT and UConn comments (attached) and we welcome any additional edits you may have.

Anna Bergeron will serve as the CTDOT Project Manager and Lia Yim will serve as the CRCOG Project Manager. We are planning to begin the consultant selection process later this year. We look forward to working with you on this very important study. Please share this news with others in your community and feel free to contact me with any questions.

Regards,

Jennifer M. Carrier, P.E. Director of Transportation Planning

241 Main Street / Hartford / Connecticut / 06106 Phone 860 522-2217 x212 / Fax 860 724-1274 www.crcog.org

1 This email has been scanned for email related threats and delivered safely by Mimecast. For more information please visit http://www.mimecast.com

2 NextGenCT Pathways to UConn: Coordinated~Sustainable~Intermodal Study Tolland, Mansfield, Coventry, Bolton and Windham Preliminary Scope of Work DRAFT April 2014

Overview Recent investments and planning efforts by the State, municipalities, and the University of Connecticut (UConn) in the vicinity of the UConn Storrs Campus established a need to study the transportation network and present the opportunity to support this growth in a sustainable manner. Four large-scale developments are currently in construction or are planned for the near future: Storrs Center, the UConn Technology Park, the Tolland Technology Zone, and Tolland Village. Based on a preliminary assessment, these projects have the potential for a major traffic impact on the Route 195 Corridor. As a secondary access corridor to UConn, Route 44 may also experience increased traffic due to these new developments. While some operational improvements on Route 195 are currently in design under CTDOT Project 142-146, these are not anticipated to remediate all anticipated traffic issues and the project does not develop a comprehensive transportation plan needed to support this growing community.

The Capitol Region Council of Governments (CRCOG), in partnership with the Connecticut Department of Transportation (CTDOT) and the Towns of Tolland, Mansfield, Coventry, Bolton, and Windham, propose to initiate a study of the Route 195 and Route 44 corridors that will:  Address the issues of safety and congestion  Recommend appropriate access to Route 195 and Route 44 for planned developments  Identify opportunities to develop and support multi-modal transportation options  Review existing and proposed future land uses and projects  Evaluate existing and future traffic operations  Strengthen connectivity between the UConn campuses and other important destinations  Adhere to smart growth principles and identify sustainable solutions  Develop a strategy for a safe and efficient multimodal transportation system consisting of implementable planning-level projects capable of obtaining funding from currently available programs

The study will be carried out over an 18- to 24-month period by CRCOG with the assistance of a consultant. Representatives from CTDOT, and the Towns of Tolland, Mansfield, Coventry, and Bolton will be consulted with throughout the process and a Steering Committee will help direct the study.

Definition of the Study Area and Near-Term Development Projects The proposed project includes the primary approaches to UConn’s main campus in the Storrs section of Mansfield:  Route 195 between Interstate 84 (exit 68) and Route 66. The segment of Route 195 north of Route 44 traverses through Tolland, Coventry, and Mansfield is heavily used since it provides access to UConn from the interstate highway system. The southern approach to the University along Route 195 through Mansfield and Windham provides secondary access from Route 6 and points south.  Route 44 between Interstate 384 (termination) to Route 195. This corridor traverses the towns of Bolton, Coventry, and Mansfield and serves as a key connection between Hartford and UConn’s main campus. The four major developments driving this study are: 1. Storrs Center - Storrs Center is an estimated 1,100,000 square foot mixed use “downtown” development located along the northeast side of Route 195 adjacent the UConn’s Storrs Update Campus. The first phases of development (1A and 1B) are scheduled to be completed in late needed summer 2012 and consist of 285 residential units and approximately 78,000 square feet of retail space. The remaining phases are anticipated to be completed within the next few years and result in total development (inclusive of phases 1A and 1B) of 690 residential units, 216,000 square feet of retail space, and 33,500 square feet of office space. A State Traffic Commission (STC) certificate has been secured for all phases of development. 2. UConn Technology Park - An Environmental Impact Statement (EIS) has been completed for the extension of North Hillside Road on the UConn Campus approximately ¾ miles to Route 44, approximately ¼ mile west of Route 195. The roadway extension is proposed to enable the full development of a UConn Technology Park that will support an estimated 1,000,000 square feet of office/research/laboratory development. In 2011, $18 million was approved for design and construction of the approximately 125,000 square foot Innovation Partnership Building, the first envisioned phase of development in the Park. Completion of the building is estimated by the end of 2015. Completion of the remaining development phases are anticipated to extend beyond a 5 year time horizon. 3. Tolland Technology Zone (and adjacent Residential Development) – Planning efforts for a technology zone along both sides of Route 195 between Goose Lane/Rhodes Road and Baxter Street/Anthony Road revealed a potential for approximately 400,000 square feet of non-retail development. Additionally, the town has a vision for a residential development of approximately 90 units to be located off Anthony Road adjacent the planned Technology Zone. These developments are currently still in the planning stage. The study will identify recommended points of access to Route 195. 4. Tolland Village - Tolland Village is a planned 330,000± to 570,000± square foot mixed use town village located on Route 195 immediately northwest of I-84 Interchange 68. Planning efforts have been vetted through the Town and new zoning regulations for the concept have been adopted. For purposes of this analysis is was assumed that the full village development would consist of a 110 room hotel, 150,000 square feet of retail space, 75,000 square feet of office space, and 115 residential units. The study will identify recommended points of access to Route 195.

Community Involvement Community involvement will be an important part of the study process. A variety of techniques and methods will be used to achieve effective involvement. The primary approaches will consist of the formation of an advisory committee, a technical working group, and a broad public outreach program. Advisory Committee. The Advisory Committee will guide the study team throughout the study process. It will include representatives of agencies, organizations, or groups with a special interest in the transportation system in the Study Area. The core element of the Advisory Committee will be municipal representation. It is anticipated that each town will appoint a representative from its town council and other town officials such as the Town Planner and/or Engineer. Other potential groups represented on the Advisory Committee include CTDOT, CRCOG, CT Transit, UConn, business owners, and citizens appointed by the town. Technical Working Group. A technical working group will also be formed. The working group will consist of staff from town planning and engineering departments, CRCOG and CTDOT. CT Transit will be invited to participate when discussing transit-related items. Whereas, the Advisory Committee meetings will probably be held at important decision points in the planning process, it is expected that the working group will meet more regularly to allow effective town involvement at all points of the process – including the more technical elements. These regular interagency staff meetings will facilitate good coordination and communication between the towns and CTDOT. Involvement of General Public. There will be a public outreach effort with this study. Residents and businesses in the area will have ample opportunities to monitor the progress of the study and offer inp ut to the process. All Advisory Committee meetings will be advertised and open to the public, and there will be Public Information Meetings. Mailings to an established contact list and meetings with specific community or business groups will be conducted as needed. CRCOG’s policies to reduce language barriers and to encourage involvement of low-income and minority residents will be followed. Town Council/Board of Selectmen Briefings. Town Councils/Boards of Selectmen will be briefed at key points in the planning process. Newsletters. Newsletters will be prepared at key points in the process and distributed to town commissions, residents, businesses and other interested parties within the study area.

Study Deliverables Technical memoranda will be required at critical milestones such as the completion of the existing conditions review, assessment of future conditions, and alternatives analysis. The Transportation Strategy and Implementation Plan will include transit enhancements and strategies, traffic safety improvements, access management concepts (i.e. curb cut consolidation, intersection improvements), and pedestrian and bicycle improvements. A Final Report and Executive Summary will be produced that includes all technical memoranda, the Transportation Strategy and Implementation Plan, and a public participation summary.

Draft Study Task Outline The project is expected to be broken into nine (9) tasks, summarized as follows:

Task 1 Project Management 1.1 Management and Administrative Control: This study will be organized to allow affected parties to have input into the planning process. CRCOG will serve as the lead agency with technical assistance by a consultant. Coordination and input from all stakeholders such as CTDOT and the participating municipalities will be ongoing. 1.2 Reporting: Monthly progress reports and invoices will be prepared by the consultant to keep the project on schedule. Deliverable: Monthly progress reports and invoices Task 2 Community Involvement 2.1 Advisory Committee Meetings: An Advisory Committee will be assembled to help guide the study process and assist in evaluating the feasibility of alternatives. It is expected that the Consultant will meet with the Advisory Committee at least twelve (12) times throughout the study. Deliverable: Minutes for Advisory Committee Meetings 2.2 Technical Working Group Meetings: Periodic meetings will be held among CRCOG, the Consultant, Technical Working Group, and other agencies such as CTDOT and CTTransit as needed. Some of these meetings are intended to work directly with staff to ensure technical aspects of the study alternatives are feasible. It is expected that at least (10) meetings will be necessary. Deliverable: Minutes for Technical Working Group Meetings 2.3 Dissemination of Public Information 2.2.1.Contact Lists will be maintained for registered interested parties Deliverable: Interested Parties Contact List 2.2.2.Newsletters Deliverable: Newsletters 2.2.3.E-Blasts: Email updates will be provided to registered interested parties Deliverable: Email updates 2.2.4.Website: In an effort to keep the community involved and informed throughout the study process, the consultant will develop and maintain a study website with CRCOG oversight. Deliverable: Study website with up to date materials posted 2.2.5.Public Access Appearances: (3) Program appearances to review existing/future conditions, preliminary alternatives, and final recommendations 2.2.6.Public Information Meetings: Public Meetings/Open Houses will be held at (3) key milestones throughout the Study to obtain public input, with each meeting being held in two communities each time. CRCOG will coordinate and participate in these open houses/meetings with the consultant, presenting information on the Study and soliciting comments from attendees. Deliverable: Minutes for Public Information Meetings 2.4 Stakeholder Interviews with (10-15) key community representatives/groups Deliverable: Interview Summary 2.5 Surveys Deliverable: Summary of survey results and analysis 2.6 Town Council/Board of Selectmen Meetings: In an effort to keep town officials informed of the study and ensure comments are addressed, (2) Council/Selectmen meetings in each community will be scheduled. The first meeting will serve to introduce the study, existing conditions, anticipated future operations, and preliminary alternatives. The second meeting will present the study recommendations and will seek final endorsement. Deliverable: Municipal endorsement of study recommendations 2.7 Public Involvement Summary: All public involvement efforts will be summarized for inclusion in the final study report. Deliverable: Public Involvement Summary Task 3 UCONN Travel Pattern Analysis (Need to coordinate with UCONN) 3.1 Work with UCONN officials to understand existing travel survey information from the University and commuting patterns (students, faculty, employees)  To Storrs  To UCONN Farmington Medical Center  Between Storrs, Downtown Hartford, and UCONN Farmington Medical Center  May also want to understand travel patterns involving West Farms Mall and Buckland Hills Mall 3.2 Review existing data, collect missing data and analyze data ensuring the following information is captured  Number of trips per day (origins and destinations) that are associated with University students, faculty and employees at Storrs and Hartford  Number of trips per day (origins and destinations) that are associated with UCONN Medical Center students, faculty and employees  Modal Split for students, faculty, and employees (Car – SOV/carpool; Public Transportation, Bicycling, Walking)  Vehicle occupancies and peak times of day / weak  Seasonal variations  The effect of sporting and special event variations  Survey tools should include basis demographic information (gender, race, income)  The consultant should augment survey data with travel data generation from cell phone, blue tooth, GPS, etc. 3.3 Review on-campus and local transit systems (Storrs, Farmington, Hartford)  Strength, weaknesses, opportunities  Linkage to other systems (i.e. CT Transit / WRTS systems, CTfastrak or park and ride lots) 3.4 Review established performance metrics or university goals for transportation

Task 4 Data Collection & Base Maps 4.1 Collect Data  Previous Reports, Related Studies  Currently Planned or Programmed Transportation Improvements  Inventory of Traffic Control Devices and Obtain Signal Plans  Signage and Pavement Marking Inventory  Roadway and Geometric Conditions  Inventory of Access Drives  Current Traffic Volumes and Speeds  Turning Movement Counts at select intersections  Crash Data  Incident Management/Emergency Response Plans  Transit and Commuter Facilities and Services (CTTransit, WRTD, and UConn)  School Bus Stops  Inventory of Bicycle and Pedestrian Facilities  Inventory of Natural Resources  Inventory of Historic, Archaeological & Architectural Resources  Inventory of Wetland & Surface Water Resources  Study Area Development in Construction, Approved, or Planned for Near-Term  Existing Land Uses, zoning & development regulations 4.2 Develop Base Maps 4.2.1. Prepare mapping for concept development 4.2.2. Inventory Mapping  Planned or Programmed Transportation Improvements  Traffic Control Devices  Signage and Pavement Markings  Roadway and Geometric Conditions  Access Drives  Crash Locations  Transit and Commuter Facilities and Services  School Bus Stops  Bicycle and Pedestrian Facilities  Natural Resources  Historic, Archaeological & Architectural Resources  Wetland & Surface Water Resources  Near-Term Development  Existing Land Uses  Existing Zoning Map Deliverable: Set of Inventory Mapping

Task 5 Assessment of Existing Conditions 5.1 Transportation 4.1.1 Summarize previous reports, recommendations, and planned improvements 4.1.2 Existing Operations Analyses (delay and queue) 4.1.3 Crash Analysis 4.1.4 Roadway and Geometric Conditions 4.1.5 Access Management 4.1.6 Incident Management/Emergency Response Plans 4.1.7 Transit and Commuter System – ridership, service areas, commuter lot usage and amenities 4.1.8 Pedestrian & Bicycle Network – system gaps, ADA compliance, bicycle parking 5.2 Land Use and Development: Review Zoning Codes for regulations in support of sustainable transportation 5.3 Environmental: Natural, Historical, Architectural, Wetland, and Surface Water Resources Deliverable: Technical Memorandum – Assessment of Existing Conditions

Task 6 Assessment of Future Conditions 6.1 Future Development Potential: Identify major development projects or planning efforts (scale, land use, and time horizon) 6.2 Traffic Forecast: 2030 Baseline (includes programmed transportation projects, programmed major development, and regional growth factor) traffic growth and operations analysis (delay and queue) 6.3 Traffic Forecast: 2030 Potential Growth (includes programmed transportation projects, anticipated development, and regional growth factor) traffic growth and operations analysis (delay and queue) Deliverable: Technical Memorandum – Assessment of Future Conditions

Task 7 Identification and Analysis of Alternatives 7.1 Establish a Vision and Identify Priority Areas 7.2 Develop Preliminary Alternatives: sketch-level concept plans; high-level planning cost estimate for comparison purposes; potential right of way, environmental, and other impacts identified 7.2.1 Roadway System  Access Management  Intersection Improvements (Operations, Geometry)  Safety Improvements  Roadway Realignment / New Construction  Signal Coordination  Incident Diversion/Special Event Plans  Traffic Calming  Landscape Treatments  Green Infrastructure Deliverable: Roadway sketch-level concept plans and an alternatives matrix 7.2.2 Pedestrian and Bicycle System  Sidewalk Connectivity  Roadway Crossings – crosswalks, signage, signals  On-road Bicycle Network – bike lanes, re-striping, signage  Off-road Bicycle Network – trail connections, wayfinding signage  Landscape Treatments  Bicycle Parking  Green Infrastructure Deliverable: Pedestrian and Bicycle sketch-level concept plans and an alternatives matrix (as needed) 7.2.3 Transit System  Improvements to transit services (service to major generators)  Commuter Lot Improvements  Transit Hubs  Amenities (bus shelters, signage)  Regional Connectivity Deliverable: Transit sketch-level concept plans and an alternatives matrix (as needed) 7.2.4 Land Use and Zoning recommendations in support of smart growth principles as they relate to sustainable transportation Deliverable: Sustainable Transportation Land use and Zoning Recommendations 7.3 Refine and Reassess Alternatives: develop more detailed concept drawings, cost estimates, and impact determinations 7.4 Selection of Preferred Alternatives: develop concept engineering plans, sample typical sections, constructability review, planning-level cost estimates, and finalize impact estimates. (5) Visualizations at key locations. Deliverable: Technical Memorandum – Alternatives Analysis Task 8 Transportation Strategy and Implementation Plan 8.1 Identify Study Area Priorities 8.2 Identify Potential Funding Sources 8.3 Segment Preferred Alternatives into implementable projects with associated schedule time horizon (short, mid, long term project) Deliverable: Transportation Strategy and Implementation Plan

Task 9 Final Report and Executive Summary Deliverable: Final Report and Executive Summary Town of Coventry CT Discount Card

Total Member Avg Member Price Avg. Price Month: Total Claims Cards Used Rx Cost Rx Cost Savings Savings September-12 6 3 $ 120.49 $ 20.08 $ 58.47 $ 9.75 October-12 34 18 $ 1,118.09 $ 32.89 $ 974.64 $ 28.67 November-12 36 21 $ 1,744.57 $ 48.46 $ 929.60 $ 25.82 December-12 46 24 $ 2,279.27 $ 49.55 $ 1,243.28 $ 27.03 Total 2012 122 66 $ 5,262.42 $ 43.13 $ 3,205.99 $ 26.28 January-13 38 24 $ 1,651.61 $ 43.46 $ 1,093.53 $ 28.78 February-13 41 21 $ 1,865.09 $ 45.49 $ 1,405.79 $ 34.28 March-13 34 17 $ 1,625.87 $ 47.81 $ 1,307.95 $ 38.46 April-13 30 17 $ 2,274.87 $ 75.82 $ 1,261.39 $ 42.04 May-13 49 23 $ 2,436.15 $ 49.71 $ 1,435.20 $ 29.28 June-13 39 20 $ 2,147.16 $ 55.06 $ 1,401.22 $ 35.93 July-13 33 16 $ 2,888.82 $ 87.54 $ 1,564.41 $ 47.41 August-13 25 14 $ 2,007.48 $ 80.30 $ 812.74 $ 32.51 September-13 23 17 $ 1,439.00 $ 62.57 $ 991.56 $ 43.11 October-13 27 14 $ 2,001.37 $ 74.12 $ 1,176.41 $ 43.57 November-13 34 19 $ 2,560.01 $ 75.29 $ 1,172.08 $ 34.47 December-13 23 18 $ 765.00 $ 33.26 $ 1,307.78 $ 56.86 Total 2013 396 220 $ 23,662.43 $ 59.75 $ 14,930.06 $ 37.70 January-14 33 15 $ 2,197.04 $ 66.58 $ 1,124.52 $ 34.08 February-14 25 18 $ 1,203.25 $ 48.13 $ 1,115.46 $ 44.62 March-14 19 12 $2,605.59 $137.14 $1,122.57 $59.08 Total 2014 77 45 $ 6,005.88 $ 78.00 $ 3,362.55 $ 43.67

Total Program 595 331 $ 34,930.73 $ 58.71 $ 21,498.60 $ 36.13 % Price Savings 33% 47% 35% 35% 38% 40% 43% 45% 36% 37% 39% 35% 29% 41% 37% 31% 63% 39% 34% 48% 30% 36%

38%

TOWN OF COVENTRY

QUARTERLY REPORTS January 1 – March 31, 2014

TABLE OF CONTENTS

Finance Department …………………………………………………… 3

Collector of Revenue …………………………………………………… 4

Assessor ……………………………………………………………….. 6

Land Use Office ...... 8

Town Clerk ………………………………………………………………… 17

Public Works ………………………………………………………………… 20

Building Department ……………………………………………………. 32

Human Services ……………………………………………………. 34

Parks & Recreation …………………………………………………….. 42

Police Department …………………………………………………….. 47

Cover photo: State and local officals, the Coventry Energy Conservation/Alternative Energy Committee, school staff and students from Coventry Public Schools’ Nature and Environment Enrichment class gathered in late February to celebrate the installation of the Town’s new electric vehicle charging station. Located in the rear parking lot at Town Hall, the station can charge two vehicles at a time and is free for public use. The station was made possible by a grant from CT DEEP. 2

Finance Department

Finance Administration

The general purpose of this office is to provide oversight to the financial offices and financial systems of the Town of Coventry. These include the assessment of all taxable and exempt property, the collection of all receipts paid to the town, the recording and processing of all expenses, revenues and general ledger postings, the maintenance of cash balances, and the pension plan.

General accomplishments

 The annual audit was completed as of 12/31/2013, and presented to the Town Council by the audit firm of Blum Shapiro. The audit of the Fiscal Year ending 6/30/13 found that the Town of Coventry’s financial statements are “complete and reliable in all material respects”. This is the sixth year that the audit has been prepared in the full CAFR format. The CAFR includes additional statistical tables and expanded descriptive information presented to better inform the reader of the full financial picture of the Town of Coventry. The audit process includes a separate report of “constructive suggestions … as part of the ongoing process of modifying and improving accounting controls and administrative practices.” These suggestions are designed to assist the Town Finance office as we make changes to strengthen and streamline our processes.  The budget document is developed and produced in cooperation with the office of the Town Manager. Several documents are produced, a full detailed book, a summary book, a capital plan and a budget brief. These are compiled for the Town Manager’s budget, and again for the Town Council’s recommended budget.  Wellness was once again a focus. In addition to the Weight Watchers plan, a yoga class for Town and BOE employees was developed. Registrations were advertised by the Recreation department and a very successful class was conducted.  The report of cash handling and procedures was received from JHCohn. The report reviewed the procedures in the Tax office, Building office, Land Use office, Recreation office, Public Works office and Transfer station. The report found no significant discrepancies and offered good advice for changes to our processes to strengthen our cash handling.  Pension questions and/or calculations were handled for 5 employees.  Prepared for union negotiations with three unions which contracts expire on June 30, 2014.  Initiated the Lease/Financing for the mower and tool cat in the budget for FY 2013/2014. The interest rate environment remains favorable for the Town, we were able to finance these purchases at an interest rate of 2.32%

Meetings attended

Finance Committee of the Town Council – monthly GIS committee meetings – monthly District/Town IT coordination meetings - monthly Pension Committee for the Town of Coventry – quarterly Pension Trustees - quarterly Worker Safety Committee – quarterly CIRMA Investment Advisory committee - quarterly GFOA-CT - quarterly MORE commission meetings – municipal tax authority

Collector of Revenue

Despite the intense level of activity this time of year, the January collection period progressed smoothly, with payments processed and deposited in a timely fashion. Each payment cycle shows an increase in the number of taxpayers paying by credit/debit card on line. Visitors to the Tax Collector’s page on the Town web site can see both the credit card payment option as well as the option to make a payment from a checking account.

Some people will always be more comfortable paying their taxes in person. In keeping with this tradition, the first and last week of the collection month see a steady stream of citizens in and out of the tax office. The daily mail was processed up to date throughout most of the month of January. The avalanche of mail generally arrives during the last week of January and continues into the first week of February. Tax payments totaling over 8.3 million dollars were processed by the end of January. An additional $730,000 in payments was processed within the first seven days of February.

The dedicated and professional manner of the Tax Office staff, which includes Assistant Collector Carrie Zahner and Tax Clerk Marj Pruneau, continues to create a positive impact on the daily operational procedures of this office. We are eagerly anticipating and preparing for the collection system conversion in May during our training sessions this quarter.

In February, we prepared and mailed 636 delinquent Real Estate tax notices and 2,275 delinquent motor vehicle/supplemental motor vehicle notices. Tax Collector’s Demands (31) were prepared and mailed to those property owners with multiple delinquent accounts. In March, 720 notices of intent to lien were mailed: 577 on delinquent COVRRA accounts and 143 on delinquent sewer user accounts.

Coventry began the process six months ago to conduct a Tax Sale of delinquent properties. At that time, eighteen properties met the criteria to be included in the sale. Thirteen properties were redeemed prior to the sale date of March 20. Four properties were sold during the tax sale and one was acquired by the Town.

We are beginning to prepare for the upcoming collection period by determining the amount of supplies for billing as well as updating names and addresses on the current grand list. Request lists from mortgage companies have already started to arrive. Many taxpayers filing Federal/State income tax returns come in to the office daily for information and payment receipts during the last month this quarter. With the continuing trend in Real Estate sales and refinancing, many of our inquiries are requests for current status as well as other pertinent information for attorneys and lending institutions.

The third quarter collection report is attached.

Assessor

January 2014

January is the month in which the Assessor must complete and sign the Town’s grand list without requesting an extension. This is when we are working to finalize all three components of our grand list, real estate, personal property and motor vehicle.

The number of personal property accounts went from 782 on the 2012 grand list to 776 on the 2013 grand list resulting in a decrease of 6 accounts and a net increase of $2,158,825 in assessment.

The number of motor vehicle accounts went from 13,275 accounts on the 2012 grand list to 13,199 accounts on the 2013 grand list resulting in a net loss of 76 accounts and an decrease of $4,026,440 in assessment. The decrease was due in a large part of the failure of the interim assessor to properly value the vehicles.

The number of real estate accounts went from 6,369 on the 2012 grand list to 6,380 on the 2013 grand list resulting in a net gain of 11 accounts and an increase of $6,608,370 in assessment.

The revaluation for the 2014 grand list is under way and e are currently in the inspection phase.

Budgets were completed for the Assessor’s office and the Board of Assessment Appeals. Quarterly reports were prepared.

Supplemental bills were mailed by the Tax Collector, which activated a great number of questions for the office.

2013 Grand List

Motor Vehicles 87,582,470

Personal Property 23,512,510

Real Estate 888,619,570

Total 999,714,550

February 2014

With the completion of the Grand List, change in assessment notices were mailed for all real estate and personal property accounts. Calls began the following day with taxpayer’s questions. Those objecting to their new assessments were given forms and necessary information for the appeal process. February 20, 2014 was the last date for submitting appeal applications. Scheduling appointments with the Board of Assessment Appeals began as soon as the first appeal application was received.

The M37 which reports all State owned properties was completed and other reports generated for various departments and lake associations.

Applications for the elderly and disabled began the 1st of the month. Reminder letters were sent to everyone who needed to re-apply.

March 2014

Elderly and disabled program reminder phone calls were made starting on March 15th to try to avoid the need to send out the mandatory certified reminder letter on April 1st. The phone calls saved sending out about 16 certified letters.

The Board of Assessment Appeals held 2 meetings, completing its duties on March 8, 2014. Our office received 17 applications for the board to hear. The following are the breakdown for those appeals:

Real Estate 13 appeals Motor Vehicle 1 appeals Personal Property 3 appeals

The results of those appeals equaled a reduction to the 2012 grand list of $212,439. And $215,059 off the 2013 grand list.

Also during the month of March we completed all corrections to the 2013 grand list that have accumulated since it was signed in January.

We continue to devote a portion of our time to improving the town’s Geographical Information System.

Notes from Staff meeting April 23, 2014

Present: Joe Callahan, Eric Trott, John Elsesser, Mark Palmer, Dave Gofstein, Susan Cyr, Wendy Rubin, Beth Bauer, Linda Greenbacker, Kristi Sadowski, Courtney Chan, Mike D’Amicol, Laura Stone

Town Council meeting, 4-21-14: John Elsesser provided highlights from the staff meeting of 4/21/14, minutes of which are available separately.  A couple of people spoke during Audience of Citizens to say the budget needs to be reduced. One Council member recanted his previous vote to approve the budget, and now doesn’t support it. We are hearing that there may be a vote to reduce the budget at Annual Meeting. People cannot make a motion to increase it. Whatever happens we must live with it because that is how our system works. There is a certain amount of misinformation about the town adding new jobs. We changed three job descriptions to update them after the departure of existing staff - we are not adding three new people.  The Energy Committee gave an update on various programs and a $5,000 Bright Ideas award we received. We plan to use that money for energy audits – we are waiting for pricing. The committee is also starting an aggressive campaign for home energy audits. We are not selecting a preferred contractor for that - they can choose from the State list. The cost is $99 and it includes a variety of improvements and rebates. The visit is well worth the money. Susan Cyr said she had it done and it was a good value. There is also a breakfast meeting on May 15th at the Lodge for small businesses and multi-family homeowners that will include energy efficiency presentations by CL&P, C-Pace and information about new initiatives for small boiler replacements and commercial solar.  Work is being done on the basketball court at Lisicke Beach which will include re-surfacing and new basketball hoops. Work is also progressing on the ball field at Miller Richardson. The league installed a new outfield fence and the Town put in a warning track.  The caretaker’s house was deemed not feasible by the Board of Education for their program so we are offering it to the new librarian as temporary housing. It should be ready this week.  The CT Water main project is starting next week.  Coventry was named by CEFIA one of the Top 10 Energy Municipalities in the State for Watts/Capita (7th) and Kilowatt Hours/Capita (5th).  We won a series of awards through the Let’s Move initiative including a gold one for active living.  The Council adopted a policy on the donation of memorial trees and gifts. A brochure will be developed for the website. We still need to address a general donations policy.  Acceptance of Cheney Lane as a Town road was sent for review to Finance and Steering. Town public works and engineering staff will evaluate.  The Council approved submitting a 2014 Historic Documents Preservation grant application.  A draft charge to a building committee for energy efficiencies was sent to Steering.  The Council approved an appropriation for the demolition of 210 Cross St. We have one quote from a local contractor for $9600 and were requested to get additional estimates.  The Town of Ashford has invited us to participate in their 300th anniversary parade. Steering will review.

1 Staff updates:

Finance – Beth Bauer:  The budget is extremely tight. The Finance Committee will decide on an appropriation for snow and salt at their next meeting. The issue is a town-wide problem. Please evaluate every expenditure carefully.  South Windsor is here working on Internet issues. A series of steps were taken but there are still problems at Town Hall. Mark Palmer said he is noticing an increase in spam and junk email. Beth said that could be due to the removal of some of the filters. Chris Fainer installed new content filters at the schools and we thought that was the problem so we took them off, but we still have problems.

Public Works – Dave Gofstein:  DPW is living hand to mouth. We have a truck parked because we can’t afford parts. Please keep in mind that we may not be able to address new initiatives as there is no money.  The weather turned nice – things are still wet but we’re making a lot of headway with the sports fields. The Board of Education is shouldering some responsibility and that is helping.  The Bleacher project is underway on the girls’ softball field.  A lunch was served to us to thank us for snow removal - kudos to the culinary staff at the high school. If you haven’t had a chance to grab something from them, do it. The students are definitely motivated and it is a very positive program.  We will be putting a barricade on the dam at the Depot Road property.  Sweeping is underway. We anticipate getting hot mix asphalt for potholes next week.  Miller Richardson looks really good and Lisicke should look good soon.

Recreation – Wendy Rubin:  Lisicke Beach paving is being done today and tomorrow. It will take three weeks to cure before it can be painted and line striped. New hoops are going up.  We are getting the caretaker house ready for propane hookup Friday.  The rowing crew is up and running full force at Patriots.  We are starting to interview summer staff. Many are returning from last year.

Library – Kristi Sadowski:  Meg is staying at a hotel until the caretaker’s house is ready. She started this week and has already done two story times.  We are planning summer reading programs and are looking for grants for technical assistance and makers programs.

Police Department – Mark Palmer:  We conducted interviews last week for part-time dispatchers. We have made two contingent offers which will bring us up to four people. We usually have six so we may do other appointments later. The position requires a long training period.  There will be a sobriety checkpoint this weekend in conjunction with UConn spring weekend.  We had a fatal motorcycle accident last weekend which is still under investigation. There was also a serious crash on Main Street yesterday. There have been a number of serious crashes over the past few weeks. The Department is doing a lot of traffic enforcement.  We are still trying to work with IT to coordinate the school cameras – they are not feeding properly.

2  We modified the job description for an Administrative Assistant following Ellen’s departure. We hope to get that position filled soon.

Town Clerk – Susan Cyr:  We are applying for a grant from the State Library for historic document preservation funds – we will use the money for more secure equipment for file storage.  We did our first electronic deed recording. There were a few glitches but those were addressed ahead of time, so it went smoothly. This will help out-of-state companies to record quicker.

Assessor – Mike D’Amicol:  We are down to four people for revaluation work. Notices were sent to all involved. Rosters were updated with correct vehicle information. Notices were sent out for Section 4. People can call for appointments or register online. Section 3 notices will go out next week. We hope to be done in the next month or so. We are working weekends to wrap up. We are starting a sales analysis so we should have a good idea where we are going to be by July or August. We may schedule a meeting with lake-area residents.  The Elderly program is going very well. We are doing home visits this year and that has been well received.  We are getting a lot of calls from New England Geo about the GIS website. We didn’t commit. We are supposed to be up and running with CRCOG in July. The existing site will function through December.  The Administrative program is on target. We are completely caught up with billing and corrections. We are maintaining two systems for CAMA right now – it is a lot of work but it gives us a backup system.

Planning – Eric Trott:  There are a lot of events over the next two months. There is a commercial energy efficiency breakfast forum on May 15th and the EDC forum is tomorrow night on Next Generation projects and the UConn Technology Park.  Three groups will be doing the Earth Day clean up on Saturday.  We are working on a Main Street grant to include some new elements specific to the Village.  We are doing trail work mapping and blazing to wrap up the work started last summer.  Heidi is on a half day schedule this week.

Tax Collector – Linda Greenbacker:  We are preparing for sewer assessment billing.  We have contacted a couple of escrow banks to address delinquencies.  We are continuing to work with Walsh (our software vendor) to get caught up.

Building Department – Joe Callahan:  We are busy with plan reviews. A few new foundations went in the last couple weeks.  Francesca’s may be ready to open next weekend.  A fire protection tank at for Ashley’s Place at Ch. 3 Kids’ Camp should be in this week.

Human Services - Courtney Chan:  We are dealing with CL&P shutoffs and trying to get people on appropriate programs.  Brenda has started Renters Rebate.  We are getting a lot of calls from clients due to the DSS revamp. It is causing food stamp denials etc. There are no direct caseworkers anymore so we are helping clients call. The wait is anywhere 3 from a half hour to two hours or more. It is frustrating. We are sending people down to the office as they are giving numbers in order of urgency. People are not getting help on the phone toward the end of the day. Meetings with DSS are pending. It is a huge impact on our clients, especially the elderly. Insurance is getting cut off too.  Youth Services is running two different groups and they are going well. They are prepping for Project Graduation. The Per Diem Counselor is full with five slots. Babysitting training will be done right after school ends.  The Senior Center went to the Hepburn Center and had a Volunteer Appreciation event last week. Sarah is doing a program survey to evaluate wants and needs.

Administration - Laura Stone: The deadline was missed for distributing the quarterly report. It is important to submit your content on time.

Town Manager - John Elsesser:  There are lots of bills in the Legislature that could be bad for towns - see him for additional info. In particular they are discussing taking away the right to tax partial construction. We won that issue in court two years ago but the CT Homebuilders Association is actively lobbying. This means developers will never pay taxes. They are saying it will discourage spec building, but we believe spec building is a bad practice anyway. This is a direct subsidy to builders and it will probably pass. Another one is the Mental Mental health benefits bill, which allows anyone who sees dead or injured people within six hours after an incident to go out on post-traumatic stress leave with full pay for the rest of their life. It is retroactive to Newtown. It would not be just for emergency workers – it could apply to accidents in a woodshop or a custodian cleaning up blood, etc. The evaluation can be done by a psychologist not a medical doctor. California implemented this and the average cost per claim is $1 million. The recent motorcycle accident would qualify and we had 16 people there. They are saying it’s ok because it’s insured. The theory that insurance doesn’t cost taxpayers is not accurate - we are risk rated. This bill does not apply to State employees, only municipal. Anything can happen at the end of the session but those two bills have made it out of committee.

To: John Elsesser, Town Manager

From: David Gofstein, Public Works Director

Date: Tuesday, April 29, 2014

Subject: Babcock Hill Road Extension Follow up

As you remember we were charged by council to evaluate other options after paving. Todd Penny, Town Engineer, retained a new service of UCONN’s engineering school, The CT Circuit Rider, a transportation engineer road safety program. (See Attached)

After a walk through with Todd, the following highlights as “Low Cost Solutions” was extracted from the matrix and review. (Full report attached)

# Issue Status 1 Replace faded and damaged stop signs, and consider painting Under installation as May 1st, stop bars (MUTCD R1-1 2014 2 Properly delineate curves by placing advance warning signs and Under installation as May 1st, chevrons as is consistent with the MUTCD (Series W1-3, W1-4, 2014 W1-5 as required) (sections 2C.07- 2C.09 and table 2C-6). Note section 2C.07.03 states” Where there are two changes in roadway alignment in opposite directions that are separated by a tangent distance of less than 600 feet, the Reverse Turn (W1- 3) sign should be used instead of multiple Turn (W1-1) signs and the Reverse Curve (W1-4) sign should be used instead of multiple Curve (W1-2) signs.” 3 Clear sightlines of trees, branches and brush within the right of No Funding for resources at this way, and grade the side slopes to allow for snow shelves and point in time pedestrian sanctuary. 4 Consider prohibiting through trucks until the paved roadway Concur width can be constructed to adequately accommodate them (needs to be field verified). Through truck prohibitions must be approved by the STC, after recommendation of the LTA. 5 Install new guide railing and replace any inadequate existing No Funding for resources at this railing. (in accordance with The Roadside Design Guide) by point in time; guide rails have AASHTO higher priority in other locations 6 Side slopes should be properly stabilized. (AASHTO section No Funding for resources at this 5.2.9 and 3.6.1) point in time; based upon usage, non-critical 7 Enforce the speed limit. Concur 8 Consider installing no parking signs on the approaches to the No Funding for resources at this curves, and along the curves if on street parking blocks point in time; signage has a sightlines. I did not observe any parking but parking in some higher priority in other locations areas would be in the sightline triangle(MUTCD series R-8) 9 Install object markers as necessary in compliance with the Under installation as May 1st, MUTCD (section 2C.63 -2C.65) 2014 10 Consider using the Safety Edge on the non-curbed roadway No Funding for resources at this sections if additional paving is done, to eliminate the drop off point in time; based upon usage condition. and speeds, non-critical

I believe Todd may have some data collection (traffic counter) under observation at this point. I consider the matter closed, pending signage installs, unless told otherwise.

Mr. Todd M. Penney P.E. Town Engineer Town of Coventry 1712 Main Street Coventry, CT 06238

Report of findings:

Date of visit: April, 2014 Location: Babcock Hill Road Extension - Coventry, Connecticut

Background Information:

A basic Road Safety Assessment was requested for Babcock Hill Road Extension. On Friday April 4, 2014 I walked Babcock Hill Road Extension between Flanders Road (north) and Babcock Hill Road (south) with you. Babcock Hill Road Extension is a paved roadway, with sections of curbed and non- curbed gutters. The area is rural in nature and we observed minimal traffic during our tour of the road. There are approximately twelve homes that access the roadway. The Babcock Hill Road has two road segments. The northerly end which intersects Flanders Road is generally level and tangent, while the southerly portion has multiple horizontal curves and a steep vertical grade and intersects Babcock Hill Road. Previously the road was unpaved. The gravel roadway was eroding on the hill due to the steep roadway grade. The road was paved last fall as a maintenance improvement. The pavement appears to be one course of class 1 bituminous concrete. The road centerline is striped with double yellow lines. Stop bars are not in place at both intersections. It is my understanding that residents have expressed concern to the town that there has been an increase in volume and speed of vehicular traffic on Babcock Hill Road. It is not clear if this is a school bus route.

The CT Crash data website at The University of Connecticut provides crash history for Babcock Hill Road Extension, Babcock Hill Road, and Flanders Road from 1997 through 2012. There were two crashes reported on Babcock Hill Road Extension, one in 2007 and one in 2012. The intersection of Babcock Hill Road Extension and Flanders Road had five listed crashes within two tenths of a mile of it on Flanders Road. Three crashes were to the north of the intersection and two were to the south. One of the crashes on Babcock Hill Road Extension and four on Flanders Road are speed related.

4/29/2014 1 One crash involved a pedestrian on Flanders Road. Babcock Hill Road Extension is posted at 15 mph speed limit in both directions. No speed limit is listed on the State Traffic Authority (STA) website for Babcock Hill Road Extension, but Flanders Road and Babcock Hill Road are listed at 25 MPH. Legal speed limits are approved by the State Traffic Commission (STC), after recommendation by the Local traffic Authority (LTA).

References:

References are made to The Manual on Uniform Traffic Control Devices for Streets and Highways 2009 edition (MUTCD) by The Federal Highway Administration (FHWA) and A Policy on Geometric Design of Highways and Streets 2011 sixth edition by AASHTO, also referred to as the Green Book.

Observations:

The observed traffic volume was approximately ten vehicles bi-directionally and only one truck (refuse collection) during an hour and a half period. The ADT (Average Daily Traffic) could be considered to be consistent with a low volume road with an ADT (average daily Traffic) of less than 250, based upon the field observations. Traffic counts should be conducted to determine the actual ADT, and to determine the time and directional split of traffic. For an ADT of less than 250, the minimum desirable design speed is 20 mph, with a maximum vertical grade of 17% and a minimum roadway paved width of 18 feet with two foot graded shoulders. (AASHTO Table 5-5) There are no, No Parking signs on the street. The speed limit sign on the southerly approach from Babcock Hill Road is placed on the left hand side of the road rather the right side. There are edge drop offs, culvert headwalls, and ditches along the roadway. The side slopes also do not allow for any pedestrian sanctuary or snow disposal, in some locations. (AASHTO 5.2.4, 5.2.8) The pavement width is variable due to the edge tapers (narrowing and widening), and in some areas the road might be too narrow for two vehicles to safely pass in opposite directions, particularly on the horizontal curves. The widths and ability for two vehicles to pass should be field verified. (AASHTO Table 5-5) The horizontal curves have limited sightlines due to the existing cut side slopes, stone walls and vegetation. There are utility poles and boulders in various locations within the clear zones. A 7 to 10 foot Clear-Zone, is referred to in chapter 5 of the AASHTO Green Book. The Green Book also provides additional guidance on clear zone based upon side slope grade. While utility poles are common place along local roads, a few of them on Babcock Hill Road Extension are located where they might be easily struck. Pavement cross slopes are varied and did not keep water in the gutters in all locations, possibly creating seasonal icing concerns. The southbound stop sign is old and weakly reflective, the northbound Stop Sign is damaged, an advanced warning Stop Ahead sign may be required based upon MUTCD guidelines (section 2C.36) for the southbound stop sign. Guide railing is warranted in some locations and existing railing is damaged and needs to be reevaluated prior to repair and replacement, based upon current engineering standards. Tree branches overhang the roadway, which may further narrow the traveling space for vehicles, especially larger types. Even on a road that has limited truck use, the entire pavement area should be clear vertically to allow Public Works, utility, Fire and Refuse vehicles to pass. Curves are not well defined either by signing or delineation. Roadway Illumination is limited to the intersections. The town owned road right of way is marked in some

4/29/2014 2 locations by monuments or other means of identification, this will allow the town to accomplish some roadside grading and brush and tree removal. The intersection of Babcock Hill Road Ext. and Flanders Road appears to be wide for the apparent traffic volume and traffic type. This intersection should be further reviewed when intersectional improvements are considered.

Low Cost Recommendations:

1) Replace faded and damaged stop signs, and consider painting stop bars (MUTCD R1-1) 2) Properly delineate curves by placing advance warning signs and chevrons as is consistent with the MUTCD (Series W1-3, W1-4, W1-5 as required) (sections 2C.07- 2C.09 and table 2C-6). Note section 2C.07.03 states” Where there are two changes in roadway alignment in opposite directions that are separated by a tangent distance of less than 600 feet, the Reverse Turn (W1-3) sign should be used instead of multiple Turn (W1-1) signs and the Reverse Curve (W1-4) sign should be used instead of multiple Curve (W1-2) signs.” 3) Clear sightlines of trees, branches and brush within the right of way, and grade the side slopes to allow for snow shelves and pedestrian sanctuary. 4) Consider installing advanced warning signs on the southerly entrance that will warn motorists of the steep grade and winding horizontal alignment.(MUTCD section 2C.16, and Series W1) 5) Consider prohibiting through trucks until the paved roadway width can be constructed to adequately accommodate them (needs to be field verified). Through truck prohibitions must be approved by the STC, after recommendation of the LTA. 6) Remove clear zone obstructions such as trees stumps and boulders. Place object markers near roadside obstructions that can’t be relocated or removed such as poles (AASHTO section 5.2.4). 7) Install new guide railing and replace any inadequate existing railing. (in accordance with The Roadside Design Guide) by AASHTO 8) Side slopes should be properly stabilized. (AASHTO section 5.2.9 and 3.6.1) 9) Enforce the speed limit. 10) Consider installing no parking signs on the approaches to the curves, and along the curves if on street parking blocks sightlines. I did not observe any parking but parking in some areas would be in the sightline triangle(MUTCD series R-8) 11) Install object markers as necessary in compliance with the MUTCD (section 2C.63 -2C.65) 12) Consider using the Safety Edge on the non-curbed roadway sections if additional paving is done, to eliminate the drop off condition.

Other considerations:

Both intersections should be evaluated for conformity with design standards and current and future uses. The intersection of Babcock Hill Road Extension and Flanders Road is large, and a reduction in intersection size may improve traffic operations. The intersection at Babcock Hill Road has restricted horizontal sightline immediately north of the intersection. The actual sight distance should be field verified.

4/29/2014 3 Consider installing formal drainage (catch basins and pipe) structures and eliminating the roadside swales.

We can assist Coventry with traffic counting.

Please contact me if I can be of further assistance.

Also refer to other references as required:

AASHTO Roadside Design Guide

AASHTO Model Drainage Manual

AASHTO Guidelines for Geometric Design of Very Low Volume Local Roads

Connecticut Department of Transportation Highway Design Manual

Anthony A. Lorenzetti P.E.

Safety Circuit Rider Connecticut Technology Transfer Center 270 Middle Turnpike Unit 5202 Storrs, Ct. 06269-5202 Email: [email protected] O) (860) 486-5847 C) (860) 940-9776

4/29/2014 4 Technology Transfer Center Launches Safety Circuit Rider Program « School of Engineer ... Page 1 of 2

School of Engineering News

• • • • •

TECHNOLOGY TRANSFER CENTER LAUNCHES SAFETY CIRCUIT RIDER PROGRAM

By Victoria Chilinski (CLAS ’16)

With funding from the Connecticut Department of Transportation (CT DOT), the Connecticut Technology Transfer (T2) Center at the University of Connecticut launched the Connecticut Safety Circuit Rider (SCR) Program on November 1st. The T2 Center is an educational outreach program within the School of Engineering’s Connecticut Transportation Institute (CTI).

Safety Circuit Riders aim to assist individual towns to identify high accident rate locations and low-cost, effective solutions. According to the Federal Highway Administration, SCRs can provide hands-on technical assistance to local officials, thereby implementing safety measures to mitigate safety problems and ultimately save lives and the loss of property.

“There’s really no acceptable level of fatalities or injuries in roadway crashes,” says Donna Shea , program director of the Connecticut T2 Center, “and our goal is to try to understand how we can help with that, how we can reduce the number of fatalities and injuries on local roads.”

A UConn traffic engineer will be hired to take on the role of the “safety circuit rider” and will assist towns in developing and implementing local road safety plans. This engineer will work in the field with each town that is interested in developing strategies to improve local road safety. They will collect and analyze crash data through a partnership with CTI’s new Connecticut Transportation Safety Research Center (CTSRC), and use their findings to recommend safety countermeasures.

“For example, let’s say that you’re driving around and approach a sharp curve,” explains Shea, “and you think to yourself, ‘wow, at nighttime, that could be really scary – I can’t see where I’m going.’ In that case, the Safety Circuit Rider could provide recommendations to the local agency of ways to improve visibility, possibly curve warning signs that would help you navigate in the correct direction.

http://news.engr.uconn.edu/technology -transfer -center -launches -safety -circuit -rider -progra ... 4/ 29/ 2014 Technology Transfer Center Launches Safety Circuit Rider Program « School of Engineer ... Page 2 of 2

Improving safety does not always require major changes in road design. There are many low-cost solutions to making them safer.”

Ed Kant, who serves as the South Florida Safety Circuit Rider, shares similar sentiments in his statement to the Federal Highway Administration regarding the program. “Many of the situations encountered by a SCR can be enhanced through simple measures such as improving signs and pavement markings or trimming trees to improve sight distance,” he writes.

Connecticut’s SCR program will be the 20th such program in the country. Shea expects that more SCR programs will soon be implemented nationwide due to the release of a nationally developed Safety Circuit Rider Program Best Practices Guide , in which she is acknowledged for contributions and insights. “We can build upon the successes coming out of other states,” she says.

For Shea, the deployment of this program is a great victory. “I have wanted this for 15 years,” she says. It was one of those great ideas that didn’t have a home, but this year, the dominos just started to drop into place and I feel like we’re really going to do something that will really make a difference. “

http://news.engr.uconn.edu/technology -transfer -center -launches -safety -circuit -rider -progra ... 4/ 29/ 2014

draft

CHARGE TO THE ENERGY & BUILDING EFFICIENCY BUILDING COMMITTEE

WHEREAS: the Coventry Board of Education and Town Manager have identified the need for energy efficiency repairs and related electrical and other improvements at George Hersey Robertson Intermediate School, Coventry Grammar School, Captain Nathan Hale Middle School/Coventry High School, the Town Hall and Booth & Dimock Memorial Library, and other Town facilities

NOW, THEREFORE, the Coventry Town Council hereby establishes the SCHOOL ENERGY AND BUILDING EFFICIENCY BUILDING COMMITTEE and requests it conduct its business as follows:

1. The Committee shall have five (5) members and one (1) alternate, each one being a resident elector of Coventry. There shall be one member representing the interests of the Town Council, one member representing the interests of the Board of Education, one designee of the Town’s Energy Advisory Committee and two citizens at large. The alternate shall also be an at large representative. Three (3) members shall constitute a quorum. With the exception of the Board’s representative, the members shall be recommended by the Steering/ Liaison Committee. The Board of Education shall forward their recommended candidate to the Town Council directly. The Council shall hear the recommendations of the Steering/Liaison Committee and Board of Education and appoint the committee membership.

2. The Committee shall conduct its business with due regard to all laws and regulations governing the actions of municipal agencies, including those requirements of the Freedom of Information Act and procedures established by the State Department of Education for school facilities projects.

3. The Committee shall choose its officers annually, including a Chairman, Vice Chairman and Secretary and establish a calendar of regular meeting dates.

4. The Committee shall review the Capital budget requests submitted by the Coventry Board of Education as amended by the Town Manager and adopted at the Annual Town Meeting for projects at George Hersey Robertson Intermediate School, Coventry Grammar School, Capt. Nathan H ale/Coventry High School and projects at Booth & Dimock Memorial Library and Town Hall. The Committee shall review energy audits and other plans and develop a projected scope with cost estimates. The Committee shall present their recommendations to both the Board of Education and the Town Council.

Charge to the Energy and Building Efficiency Building Committee April 29, 2014 1 5. The committee shall consider traditional funding techniques as well as performance contracting techniques and make a recommendation on their preference to the Town Council along with a rationale for their approach.

6. If the Committee feels that additional funds to develop concept plans and cost estimates are needed they may request funds from the Town Council. If appropriated these funds may be utilized for uses such as, but not limited to, architect/engineer fees, committee clerk, materials testing, printing and advertising.

7. The Committee shall procure the services of an architectural/engineering firm utilizing the process established by the State Department of Education to assure qualification for grant in aid.

8. Upon acceptance of the Committee’s recommendation, with or without modifications by the Board of Education and the Town Council, and after the Town Council calls a Town Meeting on a proposed project, the Committee shall present its report to public forums, including a Special Town Meeting, to educate the public prior to the referendum.

9. If the proposal receives a favorable vote by the Town Meeting/Referendum, the Committee shall enter the construction phase. In this phase, the Committee shall be responsible for: a) the expenditure of any funds provided by the Town; b) for putting out to bid and monitoring any construction plan that may be approved by the voters; c) assuring timely submittal of requests for grant reimbursements/payments from the State of Connecticut; d) hiring a Clerk of the Works, if required, to assure quality construction practices and to keep a log of construction.

10. The Committee shall maintain contact with both the Town Council and Board of Education and provide timely updates and seek advice as necessary.

Adopted:

Charge to the Energy and Building Efficiency Building Committee April 29, 2014 2

Laura Stone

From: Mark Palmer Sent: Friday, April 25, 2014 9:33 AM To: Laura Stone Cc: John Elsesser Subject: FW: [ PFS Listserv ] CVS/pharmacy To Support Safer Communities through Donation of Drug Collection Units

Laura,

Can you place this on the Council agenda for May 19th please. I’m seeking authorization to apply for this grant for a drug collection box in the lobby of the police department. Thanks.

Mark Palmer Coventry PD

From: necasa [mailto:[email protected]] Sent: Thursday, April 24, 2014 3:24 PM To: Mark Palmer; [email protected]; Chief Lisa Maruzo-Bolduc; [email protected] Subject: FW: [ PFS Listserv ] CVS/pharmacy To Support Safer Communities through Donation of Drug Collection Units

FYI, Bob

From: [email protected] [mailto:[email protected]] On Behalf Of Hamid, Aisha Sent: Thursday, April 24, 2014 3:12 PM To: [email protected] Subject: [ PFS Listserv ] CVS/pharmacy To Support Safer Communities through Donation of Drug Collection Units

Forwarded by Connecticut Clearinghouse (a program of Wheeler Clinic’s Connecticut Center for Prevention, Wellness and Recovery) on 4/24/2014. CVS/pharmacy To Support Safer Communities through Donation of Drug Collection Units to Police Departments Nationwide

WOONSOCKET, R.I., April 24, 2014 /PRNewswire/ -- CVS/pharmacy announced today that it is teaming up with The Partnership at Drugfree.org to create an innovative community donation program through which local police departments can apply to receive a drug collection unit to help their communities safely dispose of unwanted medications, including controlled substances.

As part of CVS/pharmacy's Medication Disposal for Safer Communities program, up to 1,000 receptacles will be awarded to police departments through an application process that will launch on May 1, 2014 at www.cvs.com/safercommunities .CVS/pharmacy and The Partnership at Drugfree.org will obtain the drug collection units from MedReturn, LLC ( www.medreturn.com ).

"As part of our on-going commitment to combat prescription drug abuse, we have participated in events for many years with law enforcement to help safely dispose of expired, unused or unwanted medication," said Josh Flum, Senior Vice President of Retail Pharmacy at CVS Caremark. "Through this donation program, CVS/pharmacy and The Partnership at Drugfree.org will now provide our communities with a permanent drug disposal solution at their local police departments."

CVS/pharmacy is the only retail pharmacy sponsor of The Partnership at Drugfree.org's Medicine Abuse Project, a multi-year initiative to prevent a half-million teenagers from abusing prescription medication by the year 2017.

"CVS is one of the founding sponsors of The Medicine Abuse Project and has been an exceptional partner in bringing the program to life in their stores, in the communities they serve and among their employees," said Steve Pasierb, President & CEO of The Partnership at Drugfree.org. "We're excited to take this great collaboration with CVS to the next level through the donation of drug collection units to police departments nationwide.Having up to 1,000 additional collection sites will have a positive impact in reducing the availability of prescription medicines that have abuse potential."

CVS/pharmacy is also a strong suppor ter of National Prescription Drug Take Back Day being held this Saturday, April 26. Nearly 200 CVS/pharmacy locations across the U.S. will host drug take back events managed by local law enforcement agencies.

National Prescription Drug Take Back Day, established by the U.S. Drug Enforcement Administration, aims to provide a safe, convenient and responsible means to dispose of prescription drugs, while educating the general public about the potential for abuse of medications. It is held twice each year, in the spring and fall, at thousands of locations in the U.S. Since its inception, more than 3.4 million pounds of unneeded medications have been collected and destroyed. More information, including a complete list of event locations on April 26, is available at http://www.deadiversion.usdoj.gov/drug_disposal/takeback/ .

CVS/pharmacy invited local law enforcement agencies to use its store locations as Drug Take Back Day sites through its Medication Disposal for Safer Communities program, which launched last October. Through the Safer Communities program, almost 300 police departments also signed up to have their on-going drug collection and disposal programs promoted in CVS/pharmacy stores. As a result, beginning in June about 400 CVS/pharmacy locations around the country will display signage with information on drug collection sites at local police stations and other facilities. Law enforcement agencies interested in promoting their collection sites can visit www.cvs.com/safercommunities .

About CVS/pharmacy

CVS/pharmacy, the retail division of CVS Caremark Corporation (NYSE: CVS), is America's leading retail pharmacy with more than 7,600 CVS/pharmacy and Longs Drug stores. CVS/pharmacy is reinventing pharmacy to help people on their path to better health by providing the most accessible and personalized expertise, both in its stores and online at CVS.com. General information about CVS/pharmacy and CVS Caremark is available at http://info.cvscaremark.com . 2 About The Partnership at Drugfree.org

Ninety percent of addictions start in the teenage years. The Partnership at Drugfree.org is dedicated to solving the problem of teen substance abuse. Together with experts in science, parenting and communications, the nonprofit translates research on teen behavior, addiction and treatment into useful and effective resources for both individuals and communities. Working toward a vision where all young people will be able to live their lives free of drug and alcohol abuse, The Partnership at Drugfree.org work s with parents and other influencers to help them prevent and get help for drug and alcohol abuse by teens and young adults. The organization depends on donations from individuals, corporations, foundations and the public sector and is thankful to SAG-AFTRA and the advertising and media industries for their ongoing generosity.

MEDIA CONTACT

Mike DeAngelis [email protected] 401-770-2645

-- John Daviau Consulting, LLC 203.530.4314 [email protected] johndaviauconsulting.com

For Healthier Communities, Schools and Organizations

****************** CONFIDENTIALITY NOTICE ******************* This email transmission (and/or the attachments accompanying it) may contain confidential information. This information is only for the use of the intended recipient, even if addressed incorrectly. If you are not the intended recipient, you are hereby notified that any disclosure, copying or distribution of any information in this transmission is strictly prohibited. If you received this transmission in error, please promptly notify the sender by reply email, and then destroy all copies of this transmission. Thank you.

Coventry Board of Education Coventry, Connecticut

Regular Board of Education Meeting Unapproved Minutes of April 10, 2014 Town Hall Annex

Attendance Taken at 7:13 p.m.: Board Members Present: Jennifer Beausoleil, Chairman Mary Kortmann, Vice Chairman Mary Minor, Secretary William Oros Denise Ryan Michael Sobol

Board Members Absent: Eugene Marchand

Also Present: Daniel Bullock, Student BOE Representative

Administrators Present: David J. Petrone, Superintendent of Schools Robert Carroll, Business Manager

Audience Members Present: Michele Mullaly, CHS Principal; Barbara Trinks, PSSS Director; Carla Kennedy, Director of Educational Technology and Curricular Innovation; Beth Giller, GHR Principal; Marybeth Moyer, CGS Principal; Dena DeJulius, CNH Principal; Paul Noel, Director of Physical Plant and Facilities; and Steve Merlino, CHS Assistant Principal.

I. Call to Order J. Beausoleil called the meeting to order at 7:31 p.m.

II. Salute to the Flag J. Beausoleil led the salute to the flag.

III. Audience of Citizens There were none.

MOTION: To Add a VOTE regarding Budget Transfers under Report of Board Members By: M. Kortmann Seconded: M. Sobol Result: Motion passes unanimously

IV. Report of the Superintendent Mr. Petrone gave a district technology update. He noted that Coventry will be presenting at at least two conferences being held in the state.

Board of Education Meeting – Thursday, April 10, 2014 – Page 1 of 3 Mr. Petrone talked about the CHS principal search. He also discussed students and staff being recognized and that the high school was noted in the Washington Post as the 8th most challenging high school in the country. He said last year the high school was ranked 13th. Mr. Petrone said he stopped in at the luncheon given today for the DPW folks who were being appreciated for the work they did this winter.

IV.A. Information: Student Board of Education Representative Report Mr. Bullock noted the recent dance that raised money for the senior class. He added that the proms are coming up and that spring sports are in session.

IV.B. Information: Superintendent Goal Achievement Update Mr. Petrone said, due to the volume of information provided, he would add the Goal Achievement to the April 24 agenda, for follow up questions and comments. Mr. Petrone provided a PowerPoint presentation as a summary of the achievement document. (The PowerPoint will be available on the district website.) Items covered as part of the PowerPoint are as follows: Curriculum Development; Assessment (Performance Tasks) Development; Instructional Rounds; Preschool Feasibility Committee; Student Recruitment and Enrollment Enhancement; Technology Initiative; District Improvement Plan; Summer Enrichment Program; Town and Community Relationships; Crisis Team Planning Involvement; Professional Learning Opportunities Partnerships with Surrounding Universities; New Teacher Induction Program; and the Teacher/Administrator Evaluation Instrument.

V. Consent Agenda V.A. VOTE: Accept the resignation of Pamela Hofmann, CNH/CHS Library Media Center Assistant MOTION: To accept the Consent Agenda as presented By: M. Kortmann Seconded: W. Oros Result: Motion passes unanimously

VI. Report of Chairman J. Beausoleil reviewed upcoming fundraisers for Project Graduation: Bake Sale at Highland Park Market on April 12 from 10:00 a.m. until 2:30 p.m.; Donation Drive at Dunkin Donuts on April 12 from 9:00 a.m. until 1:00 p.m.; Spring Can/Bottle Drive on April 26 at the fire station across from the middle school and; the Take-A-Chance on Prime Parking for Graduation on June 10 before the Senior Awards. She also noted the Capt. Nathan Hale School Career Day held on Wednesday and the success of the Future Problem Solvers group.

VII. Approval of Minutes VII.A. VOTE: Approve minutes of February 27, 2014 MOTION: To Approve the Minutes of February 27, 2014 By: W. Oros Seconded: M. Kortmann Result: Motion passes 4-0-2 (D. Ryan and M. Minor abstain)

VII.B. VOTE: Approve minutes of March 27, 2014

Board of Education Meeting – Thursday, April 10, 2014 – Page 2 of 3 MOTION: To Approve the Minutes of March 27, 2014 By: W. Oros Seconded: M. Kortmann Discussion: M. Kortmann asked that the second item under the Superintendent's Report be adjusted as follows: "He mentioned attendance issues in Connecticut schools. He said Coventry has had procedures in place to address these issues and there is not a concern here in town." Result: Motion passes unanimously

VIII. Report of Board Members VOTE: Approve Budget Transfer J. Beausoleil noted the different technology items this transfer will cover. MOTION: Approve budget transfer of $175,000 from account 561 to accounts 430 ($75,000) and 739 ($100,000) By: M. Sobol Seconded: M. Kortmann Result: Motion passes unanimously

IX. Executive Session - Bargaining Unit Negotiations and Superintendent's Evaluation MOTION: Pursuant to CGS-1-200(c)(6)(A), the Board of Education will go into Executive Session for discussions related to Bargaining Unit Negotiations and the Superintendent’s Evaluation with the Superintendent and Business Manager present at 8:59 p.m. By: M. Kortmann Seconded: W. Oros Result: Motion passes unanimously

X. Open Session - The Board will return to Open Session for a possible VOTE on Bargaining Unit Agreements The Board returned to Open Session at 9:59 p.m. MOTION: Approve the Custodial Agreement for the 2012-2015 school years By: W. Oros Seconded: M. Kortmann Result: Motion passes unanimously

XI. Adjournment MOTION: To adjourn the Board meeting at 10:01 p.m. By: M. Sobol Seconded: W. Oros Result: Motion passes unanimously

______

Respectfully submitted,

Kimberlee Arey Michaud Board Clerk

______Approved

Board of Education Meeting – Thursday, April 10, 2014 – Page 3 of 3

Coventry Board of Education Coventry, Connecticut

Board of Education Regular Meeting – Agenda – REVISED Thursday, April 24, 2014 7:30 p.m. Town Hall Annex

I. Call to Order II. Salute to the Flag III. Audience of Citizens IV. Report of Superintendent A. Information: Student Board of Education Representative – Daniel Bullock B. Recognition: Future Problem Solvers (FPS) Students – Jeff Spivey

V. VOTE: Consent Agenda (one vote for all items) A. Approve June 2014 CNH/CHS Field Experience to Ames, Iowa B. Accept Resignation of Charlene Hill, Payroll Coordinator C. Accept Resignation of Courtney DeRienzo, CNH Teacher

VI. Report of Chairman

VII. VOTE: Approval of Minutes – Approve Minutes of April 10, 2014

VIII. Old Business – Information: Superintendent Goal Achievement

IX. New Business – Information and possible VOTE: Increase Substitute Daily Pay Rate for the 2014-15 School Year

X. Report of Board Members – Information: Fiscal Committee Report Meeting of April 10 and Possible VOTE to Approve Budget Transfer

XI. VOTE: Executive Session - Superintendent Evaluation and Bargaining Unit Negotiations

XII. Open Session - Possible VOTE on Bargaining Unit Employment Agreement

XIII. Adjournment

Coventry Public Schools 1700 Main Street Coventry, CT 06238 www.coventrypublicschools.org

David J. Petrone Superintendent of Schools Phone: 860-742-7317

PRESS RELEASE PRESS RELEASE PRESS RELEASE

DATE: April 21, 2014

The Capt. Nathan Hale School’s Drama Club presents Alice@Wonderland, produced by special arrangement with Pioneer Drama Service, Inc., Englewood, Colorado. Performances are scheduled for May 9 and 10, 2014 in the Veterans Auditorium at 78 Ripley Hill Road starting at 7:00 p.m., and all seats are general admission. Tickets for adults are $7.00 and students are $5.00. Children five and under are free. The public is cordially invited to attend this special presentation.

This information was provided by the Capt. Nathan Hale School. For further information, please contact Victoria Fox, Drama Director, at 860-742-7334, Ext. 449.