CITY OF GROTON MAYOR AND COUNCIL MINUTES MONDAY, MAY 7, 2018

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1 CITY OF GROTON MONDAY, MUNICIPAL BUILDING COUNCIL CHAMBERS 7:30 PM Mayor Hedrick called the meeting to order at 7:30 p.m. I. ROLL CALL Present: Mayor Keith Hedrick, Deputy Mayor Lawrence Gerrish, Councilors Jill Rusk, Jamal Beckford, Stephen Sheffield, Gweneviere Depot, Rashaad Carter, Finance Director Ron Yuhas and City Clerk Debra Patrick II. III. IV. SALUTE TO THE FLAG Led by Mayor Hedrick RECOGNITION, AWARDS AND MEMORIALS Councilor Sheffield offered his congratulations to Officer Bobby Harris and the City of Groton Police Department for their efforts to be proactive in preparing to assist those with autism in our community. Mayor Hedrick said the City is teaming with Stonington to utilize software that connects to the GIS to identify an individual with autism and identify the locations of bodies of water. The goal is to deescalate the situation to assist the family and the individual in a calm and safe manner. Councilor Rusk asked how officials know this information. Mayor Hedrick said the families would voluntarily provide the information to populate the database. They are using social media to inform residents of the program. Mayor Hedrick announced the City of Groton employees were honored by the United way for their contributions to the United Way and their volunteer time at the Gemma Moran Food Center and the Mobile Food Pantry. RECEIPT OF CITIZEN S PETITIONS/COMMENTS Mike Boucher, 16 Hillside Avenue said he had some questions on the digester issue, cause of failure and how to correct it. He asked if he could be directed to the appropriate person to answer his questions. Mayor Hedrick asked Utilities Director Gaudet to direct Mr. Boucher to the correct person. V. RESPOND TO CITIZEN S PETITIONS/COMMENTS None. VI. APPROVAL OF Deputy Mayor Gerrish moved Councilor Sheffield seconded a motion to approve the April 16, 2018 Public Hearing.

2 Councilor Sheffield moved Councilor Rusk seconded a motion to approve the April 16, 2018 Special Committee of the Whole meeting. Councilor Rusk moved Councilor Sheffield seconded a motion to approve the April 16, 2018 Mayor and Council meeting. Councilor Rusk moved Councilor Beckford seconded a motion to approve the April 23, 2018 Committee of the Whole meeting. VII. COMMUNICATIONS AND REPORTS Councilor Rusk attended the Worker s Memorial and Little League Opening Day April 28 th. Councilor Beckford attended the Worker s Memorial and Little League Opening Day April 28 th. Councilor Sheffield attended Little League Opening Day April 28 th. Councilor Depot attended Little League Opening Day April 28 th. Councilor Carter attended Little League Opening Day April 28 th. Deputy Mayor Gerrish represented Mayor Hedrick at Avery Point and read a proclamation on Earth Day April 22 nd. Finance Director Yuhas said he had put together a spreadsheet regarding the shortfall in the assessments of property that impact the budget. He said they would be able to discuss it at the Special Committee of the Whole next Monday, May 14 th. He asked Councilors to contact the Mayor s office in advance with questions they may have so they can have what is needed to properly answer them. City Clerk Patrick had no report. Mayor Hedrick said he would like to schedule a joint meeting with the Town Council to be held in the City on June 11 th at 6:00 p.m. and asked the Councilors to get back to him with their availability for that date and time. VIII. COMMITTEE REFERRALS Parks & Recreation Committee- Fundraising, Road Race IX. NEW BUSINESS R RESOLUTION THAT THE AUTHORIZE THE EXTENSION OF GAP PAY TO DONALD NILES FOR A PERIOD OF AN ADDITIONAL ONE HUNDRED TWENTY-EIGHT (128) DAYS NOT TO EXCEED SIX THOUSAND SEVEN HUNDRED TWENTY-SEVEN DOLLARS AND SIXTY-EIGHT CENTS ($6,727.68) WHEREAS, the Mayor and Council approved Ordinance 165 on January 2, 2007 to Approve Compensation to Full Time Municipal Employees who are Reservist or in the National Guard and are called to Active Duty; and WHEREAS, pursuant to Ordinance 165, the City Council reserves the right to extend Gap Pay beyond the one year period as defined by the Ordinance, with written notification from the Department Head of the employee on active duty not less than 30 days in advance of the end of the initial one year period; and

3 WHEREAS, Groton Utilities Director, Ron Gaudet, and Finance Director, Ron Yuhas, provided written notification to the Mayor and Council on March 27, 2018 of the end of an additional extension of Gap Pay for Donald Niles; and WHEREAS, Groton Utilities Director, Ron Gaudet, and Finance Director, Ron Yuhas are forwarding a request for an extension of Gap Pay for an additional One Hundred Twenty-Eight (128) days not to exceed $6,727.68; THEREFORE, BE IT RESOLVED that the Mayor and Council authorize the extension of Gap Pay to Donald Niles for a period of an additional One Hundred Twenty-Eight (128) days not to exceed Six Thousand Seven Hundred Twenty-Seven Dollars and Sixty-Eight Cents ($6,727.68). Councilor Rusk moved Councilor Sheffield seconded a motion to approve R Mr. Niles joined the Councilors at the table and stated he is anxious to return to work. Councilor Rusk thanked Mr. Niles for his service and for being here tonight. She noted that when he was before the Council in December he expected there would be another extension and that he was hopeful it would be the last one. Mr. Niles said he expects this one to be the last one. Councilor Carter said they are in full support of him as a service member. He asked if there was any uncertainty regarding his return. Mr. Niles said he will return as soon as he is allowed. R RESOLUTION THAT THE AUTHORIZE AND APPROVE A DONATION OF FIVE HUNDRED DOLLARS AND NO CENTS ($500.00) TO GROTON BANK DAY, 20 HILLSIDE AVENUE, GROTON, CONNECTICUT WHEREAS, the City of Groton received a request for donation from Groton Bank Day to support a collective effort of eight historic preservation and cultural organizations for the purpose of introducing both residents and visitors to the many resources that exist in our community; and WHEREAS, resolution R authorized the City Council to make donations to support the social, cultural and educational interests of the City of Groton; and THEREFORE, BE IT RESOLVED that the Mayor and Council authorize and approve a donation of Five Hundred Dollars and No Cents ($500.00) to Groton Bank Day, 20 Hillside Avenue, Groton, Connecticut. Councilor Beckford moved Councilor Sheffield seconded a motion to approve R Councilor Sheffield asked what time the events are. Mayor Hedrick said there will be events all day.

4 R RESOLUTION THAT THE AUTHORIZE AND APPROVE A DONATION OF FIVE HUNDRED DOLLARS AND NO CENTS ($500.00) TO SPECIAL OLYMPICS, 3 MICHAEL S WAY, OAKDALE, CONNECTICUT WHEREAS, the City of Groton received a request for donation from Special Olympics Connecticut, Groton Area, to support the 20 th Annual Special Olympics Golf Tournament; and WHEREAS, resolution R authorized the City Council to make donations to support the social, cultural and educational interests of the City of Groton; and THEREFORE, BE IT RESOLVED that the Mayor and Council authorize and approve a donation of Five Hundred Dollars and No Cents ($500.00) to Special Olympics, 3 Michael s Way, Oakdale, Connecticut. Deputy Mayor Gerrish moved Councilor Sheffield seconded a motion to approve R Mr. Yuhas said at the COW there was a question as to whether the City had sponsored Special Olympics in the past. He said Groton Utilities is giving a $ donation this year and they have donated in Councilor Rusk noted the Council likes to support organizations that directly impact City residents and wondered if this would. She also said at the COW there was discussion that they would have further discussion on the amount of a donation they would make. Mr. Yuhas went over the expenditures from the account to date for the current FY noting there were ample funds for the stated donation. Mayor Hedrick said we do have families in the City that will benefit from the organization. There was discussion on the various organizations here in the City that support individuals with disabilities and challenges. R RESOLUTION THAT THE AUTHORIZE AND APPROVE THE CITY OF GROTON TO PURCHASE TWO (2) HD/SD CAMERAS WITH SWITCHER/DIGITAL RECORDER AND ACCESSORIES FROM BH PHOTO VIDEO, th AVENUE, NEW YORK, NEW YORK FOR A TOTAL COST NOT TO EXCEED OF ELEVEN THOUSAND DOLLARS AND NO CENTS ($11,000.00) TO BE PAID FROM FY18 GENERAL GOVERNMENT OPERATING BUDGET WHEREAS, the City of Groton working in coordination with Groton Municipal Television (GMTV) representatives has determined that an upgrade to the video and audio equipment in the City of Groton Council Chambers would be advantageous; and WHEREAS, a proposal was submitted to the City of Groton from GMTV with options which will be compatible for the audio and video transmission as required by GMTV;

5 THEREFORE, BE IT RESOLVED that the Mayor and Council authorize and approve the City of Groton to purchase two (2) HD/SD cameras with switcher/digital recorder and accessories from BH Photo Video, th Avenue, New York, New York for a total cost not to exceed of Eleven Thousand Dollars and No Cents ($11,000.00) to be paid from FY18 General Government Operating Budget. Councilor Sheffield moved Councilor Depot seconded a motion to approve R R RESOLUTION THAT THE INITIALLY APPROVE AN AMENDMENT TO ORDINANCE 148 AN ORDINANCE CONCERNING THE PURCHASING AND SALE OF REAL PROPERTY FOR THE CITY OF GROTON BE IT ORDAINED BY THE COUNCIL OF THE CITY OF GROTON, CONNECTICUT: Section 1. Purchasing Department Created. There is hereby established in the administrative service of the City of Groton a Purchasing Department and in said department the office of the City Purchasing Agent. The head and principal officer of the Purchasing Department shall be the Finance Director or the appointee shall be the Purchasing Agent. Section 2. Oversee All Purchases. It shall be the duty and function of the Purchasing Department to oversee purchases and contracts for all materials, parts, supplies, services and equipment for the City of Groton and each department, agency, board or commission of the City, except the Department of Utilities, under the rules and regulations hereinafter enacted and established and subject to the control of the Mayor. The City will develop a policy for implementation of this ordinance and any additional requirements. This will be done as an internal Financial Policy subject to revision as necessary. Section 3. Ordinance No. 50 is hereby repealed. Section 4. The effective date of this Ordinance shall be July 1, WHEREAS, the City of Groton s current Purchasing Ordinance needs revision to remove language and allow for an internal Purchasing/Procurement Policy; and WHEREAS, this Ordinance was initially passed at the Mayor and Council meeting held on November 3, 2003; THEREFORE, BE IT RESOLVED that the Mayor and Council initially approve an Amendment to Ordinance 148 An Ordinance concerning Purchasing and Sale of Real Property for the City of Groton. Councilor Depot moved Councilor Rusk seconded a motion to approve R

6 R RESOLUTION THAT THE ACCEPT AND APPROVE THE PURCHASING/PROCUREMENT POLICY FOR THE CITY OF GROTON WHEREAS, the City of Groton has recently revised the Purchasing Ordinance to allow for an internal Purchasing/Procurement Policy; and WHEREAS, the City of Groton has developed a policy as follows: The Purchasing Department was established by Ordinance 148. The mission of the purchasing office is to procure the highest possible quality of goods and services for the City at the lowest possible cost. We aim to support the functions of the City as well as to provide the commodities and services needed to enhance the quality of life in the City. We assist departments in identifying problems and finding the best solutions within budgetary constraints. To accomplish the departments mission, the requirements and regulations of this policy must be adhered to in order to ensure budgetary control over City resources, compliance with applicable federal, state and local government regulations, maximum value for funds being expended and adequate testing and inspection of purchased materials. Section 1. Definitions. Competitive bid: The process of obtaining the most advantageous bid for any purchase, whether through formal or informal procedures; Emergency: Any situation or circumstance, that will inhibit a department from providing delivery of services when said services are, or may be, needed; Field purchase: An informal purchase of supplies needed in small quantities from any vendor for day-to-day operation made directly by a Department Head or his/her designee; Lowest responsible bidder: A bid chosen on the basis of price, quality of merchandise, suitability of merchandise, and service/reputation of the vendor and, therefore, may not necessarily mean the lowest bid received; Services: The lease or rental of equipment, the repair or maintenance of equipment owned by the City or that is the responsibility of the City; lease or rental of all grounds, buildings, offices, or space required by the City; Specifications: Standards, including quality, set by Department Heads as a guide to the Purchasing Agent and as a measure of that which successful vendors must achieve. Specifications shall be either technical specifications for bids, which shall state formulations as broadly as is practicable, yet be specific enough to meet the requirements of the department; or non-technical specifications for bids which shall state in general terms how the quality requirements will be achieved. Department Heads may rely on technical advice from suppliers, salesman and other agencies in developing specifications. Section 2. Rules and Regulations. The following rules and regulations are hereby enacted and established for the purchase of materials, parts, supplies, services and equipment:

7 All purchase of materials, parts, supplies, services and equipment hereby required to be made shall be overseen by the Purchasing Agent, and all purchase orders shall be signed by the Purchasing Agent. In the absence of the Purchasing Agent, such purchases may be overseen by the Finance Director and the purchase orders signed by the Finance Director or someone designated by the Finance Director for that purpose. Except as herein provided, it shall be unlawful for any City officer, officers, or employee to order or purchase any supplies, services or equipment in excess of their authorization limits, or make any contract within the purview of this policy other than through the Purchasing Department, and any purchase or contract made contrary to the provisions hereof shall not be approved by the City and the City shall not be bound thereby. The Purchasing Agent in cooperation with all officers of the departments, agencies, boards, and commissions, shall provide for the standardization of materials, supplies, services and equipment in accordance with the use to which the various articles are to be put and shall provide for adequate specifications for materials, supplies, services and equipment used in large quantities or in common use by more than one department. The Purchasing Agent shall, in addition to other duties: (1) Act to procure for the City the highest quality in supplies and contractual services at least expense to the City, and (2) Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases and sales. All specifications shall be definite and certain and shall permit competition. Section 3. Departmental Purchasing Limits: Departmental purchasing limits are defined as below: 1. Purchases up to $1,000.00: Departments have direct departmental purchasing authority for these purchases. The Department Head will approve the invoice with original signature. No purchase order necessary. 2. All purchases/contracts exceeding $1,000.00: Processed through the Finance Office on a departmental requisition so that a purchase order (PO) can be issued. A. Purchases of $1, $ will require Department Head approval on a Department Requisition and documentation of at least three (3) quotes, verbal quotes are acceptable, attached to the approved requisition. B. Purchases of $2, $10, will require Department Head approval on a Department Requisition and documentation of at least three (3) written quotes attached to the approved requisition. Section 4. Bidding Procedures/Guidelines a. Advertisement for bids shall not be required for any purchase wherein the probable expenditure shall not exceed ten thousand dollars ($10,000.00) but in such case the Purchasing Agent, if practicable, shall secure and record at least three informal bids. b. Any purchase calling for any expenditure involving more than ten thousand dollars ($10,000.00) shall be subject to the approval of the Mayor and entered into and authorized only in accordance with an award of contract by the City Council.

8 c. When deemed necessary by the Purchasing Agent, bid security shall be prescribed in the public notices inviting bids. Unsuccessful bidders shall be entitled to the return of bid security. A successful bidder shall forfeit any bid security required by the Purchasing Agent upon failure on his part to enter into a contract within ten (10) days after receipt of written notice of award or failure to deliver supplies and equipment in keeping with specifications. A bid security record shall be kept and maintained in the Purchasing Department. d. Competitive bidding shall not be required when unique or non-competitive articles are being purchased or when professional services are being contracted for, as determined by the Purchasing Agent, and approved by the Mayor and City Council. e. In all cases where bids are required and received, the contracts and purchase orders shall be awarded to the lowest responsible bidder. If, however, the Purchasing Agent believes the interests of the City would be best served by accepting other than the lowest bid, the reason for accepting such higher bid shall be submitted in writing as a part of the award and a copy thereof shall be presented to the City Council. The Purchasing Agent may, if found that the public interest will be served thereby, and with the approval of the City Council, reject any and all bids or parts of any bid or bids. All bids shall be sealed and delivered by the bidder to the Purchasing Agent for bids and in the presence of all bidders who attend. Bidders may inspect the bids after reference to and tabulation by the Purchasing Agent. In determining lowest responsible bidder, in addition to price, the Purchasing Agent shall consider: (A) A business with its principal place of business located within the City or Town of Groton having bidding preference over a non-city or Town based business. 1. Definitions Whenever in this policy the following terms are used they shall be the meaning respectively ascribed to them in this section. 1.1 City or Town based business - A business, the principal place of business of which is located within the City or Town of Groton. A business shall not be considered to be town-based business unless evidence to establish that said business has a bona fide principal place of business in the City or Town of Groton is submitted with each bid submitted by said business. Such evidence may include satisfactory proof of ownership of or a long-term lease of the real estate at which the principal place of business is operated or payment of property taxes to the City or Town of Groton on the personal property of the business to be used in performance of the bid. A city/town-based business shall be required to maintain such status throughout the term of any contract with the City of Groton. Failure to maintain such status shall constitute grounds for the city to revoke said contract at its sole option. A business shall not be considered to be a city/town-based business if at the time of the bid award the business is delinquent in the payment of any real estate, personal property taxes or water and sewer charges.

9 1.2 Bidder A person, firm or corporation submitting a competitive bid in response to a solicitation. 1.3 Bid/Proposal The submission of prices by persons, firms or corporations competing for a contract to provide buildings, facilities, supplies, materials, equipment, contractual services or any other facilities, goods or services. 1.4 Awarding The decision by the (commission, agency or department of the state/political subdivision) to offer a contract to a bidder. 2. Determination of the lowest responsible bidder Except as provided in Section 2(i)(A)(4), in every instance of purchase or contract advertised for bid as to which a qualified city/town-based business is a bidder, the lowest responsible bidder shall be determined in the following order: 2.1 Provided that such city/town-based business meets all requirements set forth in Section 2(i)(A)(1.1) and Section 2(i)(A)(3), where all bids submitted for purchases or contracts exceed Ten Thousand and 00/100 ($10,000.00) Dollars but are less than Five Hundred Thousand and 00/100 ($500,000.00) Dollars, any qualified city/townbased business which has submitted a bid not more than ten (10%) percent higher than the bid of the otherwise lowest responsible bidder may be awarded the bid provided that such city/town-based business agrees to accept the award of the bid at the amount of the bid of the otherwise lowest responsible bidder. 2.2 Provided that such city/town-based business meets all requirements set forth in Section 2(i)(A)(1.1) and Section 2(i)(A)(3), where all bids submitted for purchases or contracts exceeding Five Hundred Thousand and 00/100 ($500,000.00) Dollars but are less than Five Million and 00/100 ($5,000,000.00) Dollars, any qualified city/town-based business which has submitted a bid not more than five (5%) percent higher than the bid of the otherwise lowest responsible bidder may be awarded the bid provided that such city/town-based business agrees to accept the award of the bid at the amount of the bid of the otherwise lowest responsible bidder. 2.3 Provided that such city/town-based business meets all requirements set forth in Section 2(i)(A)(1.1) and Section 2(i)(A)(3), where all bids submitted for purchases or contracts exceeding Five Million and 00/100 ($5,000,000.00) Dollars any qualified city/town-based business which has submitted a bid not more than three (3%) percent higher than the bid of the otherwise lowest responsible bidder may be awarded the bid provided that such city/town-based business agrees to accept the award of the bid at the amount of the bid of the otherwise lowest responsible bidder. 2.4 Whenever more than one qualified city/town-based business has submitted a bid within the required percentage amount to qualify it as the lowest responsible bidder pursuant to Section 2(i)(A)(2.1), (2.2) and (2.3) herein, the city/town-based business which has submitted the lowest bid shall be considered the qualified city/town-based

10 business for purposes of receiving the award of the bid at the amount bid by the lowest responsible bidder. 3. Implementation of city/town-based business preference Any bidder city/town-based business capable of meeting the requirements of a city/town-based business as defined herein responding to a bid solicitation shall be required to submit a city/townbased business Affidavit Form signed by an authorized representative of the bidder of the bid submittal. Failure to submit a city/town-based business affidavit on the form approved by the City of Groton will result in disqualification of city/town-based business status and loss of any preference given to a city/town-based business on the part of such bidder as to its bid. 4. Restrictions on use of city/town-based preference Section 2(i)(A)(1.1) and Section 2(i)(A)(3) shall not apply in all instances where a cooperative purchasing agreement or arrangement between the city and another municipality or municipalities; in cases of grants or loans provided by the State of Connecticut or the United States of America or where precluded by state or federal law or other ordinance of the City of Groton, is in the best interest of the City. (B) The ability, capacity and skill of the bidder to perform the contract or provide the service required; (C) Whether the bidder can perform the contract or provide the service promptly or within the time specified without delay or interference; (D) (E) The character, integrity, reputation, judgment, experience and efficiency of the bidder; The quality of performance of previous contracts or services; (F) The previous and existing compliance by the bidder with the laws and ordinances relating to the contract or services; (G) The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; (H) The quality, availability, and adaptability of the supplies or contractual services to the particular use required; (I) The ability of the bidder to provide future maintenance and service for the use of the subject of the contract; (J) The number and scope of the conditions attached to the bid.

11 f. If all bids received are for the same total amount or unit price, quality and service being equal, the contract or purchase order shall be awarded to the local vendor, if there be one; otherwise, award shall be made by drawing lots. g. In case of actual emergency and with the consent of the Mayor and/or Finance Director and Purchasing Agent, the head of any department or agency may purchase directly any supplies whose immediate procurement is essential to prevent delays in the work of the using department or agency. The head of such using department or agency shall send to the Purchasing Agent a requisition and a copy of the delivery record together with a full written report of the circumstance of the emergency. h. The Purchasing Agent shall prescribe by rules and regulations the procedure under which emergency purchases by head of departments or agencies may be made. i. The Purchasing Agent shall have the authority with approval of the Mayor to declare vendors who default on their bids and contracts irresponsible bidders and to disqualify them from receiving any business from the municipality for a stated period of time. j. The Purchasing Agent shall have the authority to join with the Department of Utilities in cooperative purchasing when the best interest of the City would be served. The Purchasing Agent shall also have the authority with the approval of the Mayor to join with other units of local, state or federal government in cooperative purchasing. k. The Purchasing Agent shall keep a record showing items purchased, from whom purchased and the price paid. l. Duties of Department Heads 1. Determine acceptable quality of commodities and supplies to be purchased. 2. The Department Heads are empowered to reject any unacceptable supply of goods and or materials provided to the City by a vendor on the grounds of low quality. The Department Head shall notify the purchasing agent of the rejection and supply a written report supporting the rejection 3. Prepare requisitions with an eye towards cooperative purchasing, and keep corresponding records to facilitate correct accounting charges. Department Heads shall be responsible for signing off on invoices for goods and services purchased by their department. 4. When appropriate, report to the purchasing agent the following: 4.1. Items beyond use; 4.2. Items being replaced or to be replaced; 4.3. Items no longer of use to the department operations. 5. Maintain adequate supplies on hand to minimize the need for direct field purchases. 6. All other duties as outlined in this document.

12 Section 5. Storehouses or Storerooms. The Mayor shall designate storehouses or storerooms, in which all personal property owned by the City, except such as in an actual use by the several departments of the City, shall be kept by the Purchasing Agent. Section 6. Furnishing Supplies. All supplies required by any department, division or office should be furnished where feasible by the Purchasing Agent from stores under his control upon requisition made by such department, division or office. Said requisition shall be signed by the person in charge of such department, division or office or by one of the duly authorized subordinates. Section 7. Additional Requirements. The Purchasing Agent may establish additional requirements and regulations in connection with the operation of this policy not inconsistent with any of the provisions hereof, or with the provisions of the charter, and said department may recommend to the City Council for consideration such additional measures or action as shall be considered expedient. Section 8. Inspection and Testing. All materials, supplies and equipment furnished under any purchase order or contract shall be subject to inspection for conformance with specifications. The Purchasing Agent, in conjunction with the Department Head or project manager, shall have authority to prescribe tests for the determination of the quality of all proposed purchases or deliveries when such quality can be accurately determined by test. It shall have authority through the head of the department in charge thereof to require the use of laboratory facilities of the City and others and the technical staffs thereof for such tests of samples of proposed purchases or deliveries. Bills to cover the cost of such tests when approved by the Purchasing Agent shall be paid out of funds of the department for whose use the materials, supplies or equipment is delivered or is proposed to be purchased. Section 9. Approval of Purchase Order. Before any purchase order shall be valid or effective the Finance Director or some person authorized to act in their absence shall certify that the proposed purchase complies with all charter and ordinance requirements and that funds are available to cover such purchase. Section 10. Approval of Invoices. The Purchasing Agent or Department Head/Project Manager shall approve in writing all invoices for the payment of purchases made after the Purchasing Agent or Department Head/Project Manager has found that such supplies, services and property have been delivered in accordance with the contract and specifications. Section 11. Sales, Exchanges or Trades. A. The Purchasing Agent is authorized to sell all supplies or other personal property, which may have become surplus or unsuitable for use, or to exchange the same for, or trade in the same on new supplies or equipment. The bidding procedures set forth in Section 3 shall be followed whenever the value of the article to be sold, traded, or exchanged exceeds $10, or such greater amount as the City Council may establish by resolution.

13 B. The Purchasing Agent is authorized to sell any real estate owned by the City of Groton under the following conditions: (1) The City Council shall first declare by resolution that one or more parcels of real estate owned by the City of Groton is unsuitable for purposes or surplus to the needs of the City; and (2) The City Council shall transmit the resolution to the Planning and Zoning Commission for its consideration pursuant to Connecticut General Statutes 8-24; and (3) The Planning and Zoning Commission shall approve or disapprove the resolution and transmit its action back to the City Council for final action pursuant to Statute. Failure of the Planning and Zoning Commissioner to report its action to the City Council within thirty-five days after the official submission of the resolution to the Planning and Zoning Commission, shall be deemed approved; and (4) If the fair market value of the property is $10, or more as determined by the Town of Groton s last evaluation, then the property shall be advertised for bid and disposed of as provided in the other provisions of this Policy pertaining to purchases; and (5) If the value of the property is less than $10, as determined by the Town of Groton s last assessment, then the Mayor and Council may list the property for sale by a real estate agent for sale to the highest bidder; and (6) Any designated property in subsection (1) above may be advertised for bid or offered for sale subject to any conditions as the City Council may impose; and (7) Any bid or offer to purchase pursuant to subsections (2) and (3) above shall be subject to rejection by the City Council if deemed too low or if it contains too many contingencies in the discretion of the City Council; and (8) The Purchasing Agent shall give advance notice of any proposed public bid or listing of a parcel of real estate owned by the City of Groton by a real estate agent to the owners of any adjoining properties. Section 12. Conflict of Interest/Code of Ethics. Any actual or perceived conflict of interest by either the person initiating the request for goods or services or by an individual approving the request must be disclosed to the Finance Office (Purchasing) prior to a commitment to purchase goods or services. This includes, but is not limited to, any circumstances which may provide financial gain to the City employee or a member of his or her family or household or to a business partner. This includes Advertised Bids where the result is purely coincidental in nature but disclosure must be made. THEREFORE, BE IT RESOLVED that the Mayor and Council Accept and Approve the Purchasing/Procurement Policy for the City of Groton.

14 Councilor Carter moved Councilor Depot seconded a motion to approve R R RESOLUTION THAT THE ACCEPT THE TENTATIVE COLLECTIVE BARGAINING AGREEMENT BETWEEN THE CITY OF GROTON ( CITY ) AND THE CITY OF GROTON UTILITIES EMPLOYEES LOCAL 818 OF COUNCIL #4, AFSCME, AFL- CIO ( UNION ) FOR THE PERIOD JULY 1, 2016 THROUGH JUNE 30, 2019 AND THAT THE MAYOR BE AUTHORIZED TO EXECUTE SAID AGREEMENT ON BEHALF OF THE CITY OF GROTON WHEREAS, through the process of negotiations the City of Groton ( City ) and the City of Groton Utilities Employees Local 818 of Council #4, AFSCME, AFL-CIO ( Union ) have reached a tentative agreement ( Agreement ) on a collective bargaining agreement covering the period July 1, 2016 through June 30, 2019; and WHEREAS, Connecticut General Statutes Section 7-474(b) provides that the legislative body of a municipality may approve or reject the Agreement as a whole; THEREFORE, BE IT RESOLVED that in accordance with the provisions of Connecticut General Statutes, Section 7-474(b), the Mayor and Council accept the Tentative Collective Bargaining Agreement between the City of Groton ( City ) and the City of Groton Utilities Employees Local 818 of Council #4, AFSCME, AFL-CIO ( Union ) for the period July 1, 2016 through June 30, 2019 and that the Mayor be authorized to execute said Agreement on behalf of the City of Groton. Councilor Rusk moved Councilor Depot seconded a motion to approve R Mayor Hedrick said this was discussed in Executive Session. Councilor Beckford asked for clarification of dates. Mayor Hedrick said yes, the dates are correct, this was a contract that was reopened for changes. R RESOLUTION THAT THE EXTEND THE HEALTH INSURANCE FOR RETIREES AND GROUP LIFE INSURANCE BENEFITS AFFORDED TO MEMBERS OF THE CITY OF GROTON MANAGEMENT HANDBOOK FROM AGE 62 TO AGE 60 TO NICHOLAS DELIA, FIRE CHIEF WHEREAS, the position of Fire Chief is inclusive in the City of Groton Management Handbook except for the Retirement Plan; and WHEREAS, as part of the Retirement Plan for Fire Fighters of the City of Groton, Nicholas Delia is required to retire at age 60; and

15 WHEREAS, the City of Groton Management Handbook allows for health insurance benefits to begin under normal retirement provisions of those covered by the Retirement Plan which is age 62 up to the date said employee reaches Medicare eligibility; and WHEREAS, the City of Groton Management Handbook allows for group life benefits to begin under normal retirement provisions of those covered by the Retirement Plan which is age 62; and WHEREAS, the City would like to extend the Health Insurance for Retirees and Group Life Insurance benefits to Nicholas Delia beginning at age 60; and WHEREAS, the City of Groton Management Handbook Health Insurance for Retirees also provides benefits for spousal coverage which the City of Groton would extend to age 60 as well; THEREFORE, BE IT RESOLVED that the Mayor and Council extend the Health Insurance for Retirees and Group Life Insurance Benefits afforded to members of the City of Groton Management Handbook from Age 62 to Age 60 to Nicholas Delia, Fire Chief. Councilor Beckford moved Deputy Mayor Gerrish seconded a motion to approve R Councilor Rusk asked if this should say age 60 to age 62. Mayor Hedrick said no the stated ages are correct as they had discussed in Executive Session. R RESOLUTION THAT THE AUTHORIZE GROTON UTILITIES MANAGEMENT TO ISSUE A PURCHASE ORDER TO CALGON CARBON CORPORATION, 500 CALGON CARBON DRIVE, PITTSBURGH, PENNSYLVANIA, FOR THE PURCHASE OF GRANULAR ACTIVATED CARBON FOR FILTERS NO. 6 AND NO. 11 AT THE WATER TREATMENT PLANT IN THE QUOTED AMOUNT NOT TO EXCEED SEVENTY-EIGHT THOUSAND, TWO HUNDRED TEN DOLLARS AND NO CENTS ($78,210.00) TO BE PAID FROM FUNDS AVAILABLE IN THE APPROVED FISCAL YEAR 2018 WATER DIVISION BUDGET WHEREAS, Water Treatment Plant staff have identified the necessary continuing requirement to renew the Granular Activated Carbon (GAC) on the filters at the Water Treatment Plant. Testing revealed there are two (2) filters, numbers 6 & 11, at levels that require further maintenance; and WHEREAS, at its special meeting held on April 17, 2018, the City of Groton Utilities Commission authorized Groton Utilities Management to issue a purchase order to Calgon Carbon Corporation, 500 Calgon Carbon Drive, Pittsburgh, Pennsylvania, for the purchase of Granular Activated Carbon for Filters No. 6 and No. 11 at the Water Treatment Plant in the quoted amount not to exceed Seventy-Eight Thousand, Two Hundred Ten Dollars and No Cents ($78,210.00) to be paid from funds available in the approved Fiscal Year 2018 Water Division

16 budget, and furthermore that the City Council be apprised of this action with the recommendation that it concur; THEREFORE, BE IT RESOLVED that the Mayor and Council authorize Groton Utilities Management to issue a purchase order to Calgon Carbon Corporation, 500 Calgon Carbon Drive, Pittsburgh, Pennsylvania, for the purchase of Granular Activated Carbon for Filters No. 6 and No. 11 at the Water Treatment Plant in the quoted amount not to exceed Seventy-Eight Thousand, Two Hundred Ten Dollars and No Cents ($78,210.00) to be paid from funds available in the approved Fiscal Year 2018 Water Division budget Deputy Mayor Gerrish moved Councilor Beckford seconded a motion to approve R Mayor Hedrick said the replacement of the carbon filters has been discussed in the past. R RESOLUTION THAT THE AUTHORIZE AN ADDITIONAL EXPENDITURE FOR THE PRIMARY DIGESTER REPAIRS AT THE CITY OF GROTON WASTEWATER TREATMENT PLANT TO HART ENGINEERING CORPORATION, 800 SCENIC VIEW DRIVE, CUMBERLAND, RHODE ISLAND IN AN AMOUNT NOT TO EXCEED ONE HUNDRED TWENTY THOUSAND DOLLARS AND NO CENTS ($120,000.00) TO BE PAID FROM INSURANCE PROCEEDS WHERAS, the City submitted its original claim to its insurance company and was approved for reimbursement of the original request; and WHEREAS, at its regular meeting of October 2, 2017, the City of Groton Water Pollution Control Authority authorized Management to enter into a contract for contractor services for the primary digester repairs at the City of Groton Wastewater Treatment Plant to Hart Engineering Corporation, 800 Scenic View Drive, Cumberland, Rhode Island in an amount not to exceed Three Hundred Seven Thousand Dollars and No Cents ($307,000.00) to be paid from insurance funds and furthermore that the City Council be apprised of this action with the recommendation that it concur; and WHEREAS, due to a change in the scope of work and unforeseen challenges to the project, an additional One Hundred Twenty Thousand Dollars and No Cents ($120,000.00) is necessary to continue with repairs in the redefined scope of work; and WHEREAS, the City of Groton has submitted additional information to its insurance company with respect to the additional expenditure request; and WHEREAS, at its special meeting of May 7, 2018, the City of Groton Water Pollution Control Authority authorized an additional expenditure for the primary digester repairs at the City of Groton Wastewater Treatment Plant to Hart Engineering Corporation, 800 Scenic View Drive, Cumberland, Rhode Island in an amount not to exceed One Hundred Twenty Thousand Dollars

17 and No Cents ($120,000.00) to be paid from insurance funds and furthermore that the City Council be apprised of this action with the recommendation that it concur; THEREFORE, BE IT RESOLVED that the Mayor and Council authorize an additional expenditure for the primary digester repairs at the City of Groton Wastewater Treatment Plant to Hart Engineering Corporation, 800 Scenic View Drive, Cumberland, Rhode Island in an amount not to exceed One Hundred Twenty Thousand Dollars and No Cents ($120,000.00) to be paid from insurance proceeds. Councilor Sheffield moved Councilor Rusk seconded a motion to approve R Mayor Hedrick said this was discussed at the Special GUC/WPCA meeting earlier tonight. Councilor Rusk reiterated that there would be no expenditures unless the insurance funds are received. There was discussion on the insurance funds having been authorized and the process to payment of the funds. R RESOLUTION THAT THE AUTHORIZE AND PROVISIONALLY APPROVE THE CONTRACT WITH BL COMPANIES, INCORPORATED, 355 RESEARCH PARKWAY, MERIDEN, CONNECTICUT, FOR A TOTAL PRICE NOT TO EXCEED TWENTY-FIVE THOUSAND DOLLARS AND NO CENTS ($25,000.00), FOR PROGRAMMING AND SPACE REQUIREMENTS FOR THE CITY OF GROTON DEPARTMENTS WITH TWELVE THOUSAND FIVE HUNDRED DOLLARS AND NO CENTS ($12,500.00) TO BE PAID FROM GENERAL FUND CONTINGENCY AND TWELVE THOUSAND FIVE HUNDRED DOLLARS AND NO CENTS ($12,500.00) TO BE PAID FROM GROTON UTILITIES FY18 PROFESSIONAL SERVICES BUDGET WHEREAS, the 2008 Plan of Conservation and Development identified that the City Municipal Building is not doing a good job meeting the needs of many City Departments and a comprehensive solution is needed to address space needs for offices, records, storage and meetings; and WHEREAS, the 2008 Plan of Conservation and Development recommended the City of Groton undertake a space needs study to determine the best way to address space needs at the Municipal Complex; and WHEREAS, the City of Groton solicited a quote from BL Companies, Incorporated, its on-call engineering and architectural services firm; and WHEREAS, at its Special meeting of May 7, 2018, the Groton Utilities Commission authorized and provisionally approved the contract with BL Companies, Incorporated, 355 Research Parkway, Meriden, Connecticut, for a total price not to exceed Twenty-Five Thousand Dollars

18 and No Cents ($25,000.00), for programming and space requirements for the City of Groton departments with Twelve Thousand Five Hundred Dollars and No Cents ($12,500.00) to be paid from General Fund Contingency and Twelve Thousand Five Hundred Dollars and No Cents ($12,500.00) to be paid from Groton Utilities FY18 Professional Services budget and furthermore that the City Council be apprised of this action with the recommendation that it concur; THEREFORE, BE IT RESOLVED that the Mayor and Council authorize and provisionally approve the contract with BL Companies, Incorporated, 355 Research Parkway, Meriden, Connecticut, for a total price not to exceed Twenty-Five Thousand Dollars and No Cents ($25,000.00), for programming and space requirements for the City of Groton departments with Twelve Thousand Five Hundred Dollars and No Cents ($12,500.00) to be paid from General Fund Contingency and Twelve Thousand Five Hundred Dollars and No Cents ($12,500.00) to be paid from Groton Utilities FY18 Professional Services budget. Councilor Depot moved Councilor Sheffield seconded a motion to approve R Councilor Rusk asked if this could be discussed as this hasn t been brought to them until now. Mayor Hedrick said as a Council they have discussed space concerns and taken a tour. A committee of department heads was formed to address the space issues. In the 2008 Plan of Conservation and Development, it recommends a space study so the committee would like to move forward with it. Carlton Smith, Building Official said there is a need for expansion by some departments and there is nowhere to go. At the Mayor s direction the committee looked at the municipal building, Zbierski House, the park house and the fire departments. He said EB will be expanding and the workload will increase. He said B&L is the company the City contracts with for outside services such as this. There was discussion of what B&L will look at, what the 3-10 year projection is for needed space, and finding a long term solution. Deputy Mayor Gerrish said this has been an issue for a very long time and asked if any of the other City building might be a viable option. Mayor Hedrick said it will be good to have an objective view. He said the space downstairs occupied by the credit union will be usable but expanding further into the basement isn t ideal. Councilor Rusk asked if we are only looking at City properties. Mayor Hedrick said not quite. There was discussion of space here in the City that could accommodate various departments that would be easily accessible by City residents. There was further discussion that we should make every effort to utilize City owned property first but that all options are on the table. R RESOLUTION TO FINALLY APPROVE AN ORDINANCE AUTHORIZING THE TO APPROVE INCREASES TO RETIREES PENSIONS UP TO AND INCLUDING THOSE WHO RETIRED IN 2014 AS RECOMMENDED BY THE CITY OF GROTON RETIREMENT BOARD

19 BE IT ORDAINED BY THE OF THE CITY OF GROTON: WHEREAS, the Mayor and Council, upon recommendation of the Retirement Board, may increase the benefits of retired employees; and WHEREAS, the Mayor and Council have received a qualified cost estimate from an actuary; and WHEREAS, the City of Groton Retirement Board recommended increasing the benefits of retired employees who retired in 2014 at their meeting held on March 1, 2018; and That is: The COLA increase shall be calculated by multiplying the annualized increase in the Consumer Price Index issued by the United States Department of Labor, Bureau of Labor for the last available twelve (12) months by a factor of twenty-five percent (25%); however, in no event shall the adjustments exceed one and one-half (1.5%) per year. This adjustment is intended to provide persons retired before 1990 and those who retired up until December 2014 with the same COLA. Effective Date This Ordinance shall become effective on or about July 1, WHEREAS, this Ordinance was published in The Day, a newspaper having general circulation in the City of Groton on April 5, 2018 and April 6, 2018; THEREFORE, BE IT RESOLVED that the Mayor and Council finally approve An Ordinance Authorizing the Mayor and Council to Approve Increases to Retirees Pensions up to and including those who Retired in 2014 as Recommended by the City of Groton Retirement Board. Councilor Carter moved Councilor Rusk seconded a motion to approve R X. POSSIBLE EXECUTIVE SESSION None. XI. COMMENTS FROM EXECUTIVE SESSION None.

20 XII. ADJOURNMENT Councilor Rusk moved Councilor Beckford seconded a motion to adjourn. Mayor Hedrick adjourned the meeting at 8:25 p.m. ATTEST: APPROVED: Debra Patrick City Clerk