Board of Warden and Burgesses Minutes of Regular Monthly Meeting ~ February 19, 2013

Transcription

1 Board of Warden and Burgesses Minutes of Regular Monthly Meeting ~ February 19, 2013 The regular Monthly Meeting of the Borough of Stonington Warden and Burgesses was called to order in the Firehouse at 7:30 PM by Warden Paul Burgess. Present were Burgesses Michael Adair, Kathryn Burchenal, Amy Nicholas, Edward McCreary, Howard Park, and Robert Scala, and Clerk- Treasurer Brian Krafjack. Public Comment: 1. None. Approval of Minutes: 1. On a motion by Burgess Scala seconded by Burgess Nicholas, acceptance of the minutes from the Board Meeting held on January 21, 2013 was unanimously approved. Administrative Assistant s Report (Perry): 1. Received tax collections for January: $2, Received State of Connecticut Disability Tax Relief: $5. 3. Received State of Connecticut Town Road Aid Grant: $3, Received reimbursement from VFIS for insurance claim on hoses: $1, Still awaiting payment for previously billed sidewalk (Patrick): $ sent reminder. 6. Completed FEMA paperwork. 7. Processed 1099 forms and annual tax paperwork. 8. Worked with candidate for upcoming election. Clerk-Treasurer s Report (Krafjack): 1. Reviewed and responded to William s Fund requests. 2. Renewed Williams Fund CD for 6 months with Chelsea Groton Bank. a. Reimbursed General Fund for Williams Fund disbursements. 3. Coordinated election filing requirements with the Office of the Secretary of State. 4. Attended meeting with Stonington Registrar of Voters to coordinate election efforts. Review of Bills: 1. The 1/22/13 through 2/15/13 report was reviewed and is on file in the Borough Office. Larger expenses were reviewed: a. $4,900 to the Town of Stonington for road sand/salt. Page 1 of 9

2 Review of Profit/Loss Statement: 1. The 7/1/12 through 2/15/13 Profit and Loss Budget vs. Actual report was reviewed and is on file in the Borough Office. a. Tax receipts are strong; 99.5% vs. 98.5% budgeted. b. Contingency expenses are $26,835 over budget due to cleanup expenses associated with Hurricane Sandy. Paperwork for FEMA reimbursement has been filed, and it is not clear whether reimbursement will come in this fiscal year, or next. Correspondence: 1. Informational: a. Center for Hospice Care Southeast CT: letter outlining changes to their organization. 2. Requests: a. None. 3. Invitations/ Meetings: a. CIRMA: Annual Meeting on 1/25/ Other: a. forwarded by Dave Atkinson from Sara Vagliano: resignation from Zoning Board of Appeals. Warden s Report: 1. Street Department Activities: a. Snow removal. b. Performed miscellaneous maintenance activities. 2. Monthly Report: a. Participated in Borough Hall renovation progress meetings. b. Oversaw snow removal operations for Blizzard- Nemo (February 8-12). i. Burgess Scala asked if the Borough s trucks were able to handle all the snow removal. Warden Burgess explained that outside contractors were brought in using bobcats and dump trucks to haul snow to the Point. ii. Borough Resident Jeffrey Callahan asked if the State allowed dumping of snow into the ocean. Warden Burgess said that the State was allowing this during the storm, provided that specific best management practices were followed. Warden Burgess noted that the Borough did not dump any snow into the ocean. iii. Burgess Nicholas noted that Sue and Roger did a great job keeping the streets clear during the storm. c. Retained Evergreen Landscape & Hastedt contractors to assist Borough in blizzard snow removal on Water, Main, and side streets. d. Prepared Draft Budget. Fire and Emergency Management: (Burgess Nicholas): 1. During the month of January 2013 there were nine (9) incidents including a lift assist at Water Street, a car fire, and two motor vehicle accidents. 2. Emergency Management operations were related to Winter Storm Nemo. Page 2 of 9

3 3. Fire Marshal s Report for the period from 1/31/2013 to 02/18/2013: a. 01/31/13 Water Street Café inspection b. 02/01/13 Velvet Mill meeting with Doctor Soto, Designer of new plan c. 02/05/13 Water Street meeting with building official d. 02/07/13 12 East Neck gas inspection e. 02/18/13 Cliff Street spoke with James Joseph regarding tank location f. 02/19/13 Noah s Restaurant inspection g. 02/19/13 19 Collins Road gas inspection h. Due to weather conditions, many inspections are being rescheduled. 4. Burgess Nicholas distributed a letter from the Town of Stonington Department of Human Services addressed to Chief Hoadley and the Stonington Borough Fire Department, thanking the Chief and the Department for donating $2,000 to the Caring Community Program which was able to grant Christmas wishes for thirteen children from six different Stonington families. Parks, Trees, and Rights of Way (Burgess Park): 1. Parks: a. The parks look fine under their snow cover and the Highway crew has done a good job picking up branches and clearing the park sidewalks. 2. Trees: a. Aside from some branches down, the trees have escaped relatively unscathed. The notable exception is the white spruce in Wadawanuck Square. i. The top of the tree snapped off during the height of Winter Storm Nemo. The remainder of the tree has been removed. ii. The morning of 2/19/13, Burgess Park spoke with Jack Fix representing the SVIA, and Brad Painter who is a landscape architect, about replacing the tree. iii. Burgess Park stated he would rather not have a conifer in the park; Brad Painter concurred that it would be out of place in a park with nothing but deciduous trees. Right now the park is clear and open, making the park feel larger and airy. However, the SVIA is willing to pay half of the freight and would like to plant a 12 to 20 foot tree. A Frasier fir, in Brad Painters opinion, would be the best tree for the spot and would be groomed easily. The pruning would keep the tree manageable and not overbearing. iv. Burgess Park, Mr. Fix, and Mr. Painter decided on a spot to plant about 30 yards north of the existing tree and a bit to the east. The Board will have to decide, once estimates have been received, whether or not the tree should be planted. b. Burgess Park has given the OK to Mike Christy for removal of the remaining tree atop the wall at Temple Street. The most easterly tree has come down in the storm, falling in Phil Johnstone s yard taking out a few trees with it. Mr. Christy is doing the cleanup work in the Johnstone yard, and was the lowest bidder for removal of the trees. Burgess Park thought that while Mr. Christy is performing the work for Mr. Johnstone, he might as well remove the remaining tree for the Borough. 3. Rights of Way: a. No activity to report. Page 3 of 9

4 Sanitation, Utilities and Street Lights (Burgess McCreary): 1. Sanitation: a. No activity to report. 2. Utilities: a. Burgess McCreary noted that many Borough residents expressed gratitude that the Borough was only without power for 45 minutes as a result of Winter Storm Nemo. Public Buildings (Burgess Adair): 1. Borough Hall Renovation Project: a. The elevator installation has been delayed until March. b. The restrooms on the second floor appear to be complete. c. The files stored in boxes outside of the Borough Office can be moved into new file cabinets once the alcove for the cabinets is complete, and the file cabinets have been purchased. d. The fascia board between the brick and the roof is in need of paint. On the west side of the building it can t be easily reached by ladder. e. Warden Burgess noted there is $3,500 available in the Borough Hall Maintenance and Repairs budget, and perhaps a painter could be hired to do the work. Burgess Adair will talk to some painting contractors and report back to the Board. Sidewalks (Burgess Scala): 1. No activity to report. 2. Warden Burgess noted that the Borough, due to the extreme snowfall during Winter Storm Nemo, was lenient on enforcing the clearing of sidewalks required by Ordinance SBO-01 Streets and Sidewalks. a. It has been two weeks since the storm, and some residents have not made an attempt at clearing their sidewalks. Borough Ordinance SBO-01 provides the Sidewalk Commissioner or Street Commissioner the authority to correct the violation and to charge the person responsible for such violation a reasonable fee for such service and assess a fine up to $100. Police, Public Affairs and Communications (Burgess Burchenal): 1. Police Report: a. During the month of January 2013 there were thirty-five (35) incidences including fourteen medical assists, eight 911/fire/false alarm calls, animal control calls, and parking complaints. b. No issues of interest or concern about police matters in the Borough have been conveyed to Burgess Burchenal over the last month. 2. Borough Clock: a. On 17 January, David Graf repaired the clock and preformed routine maintenance. Subsequently, the clock has been adjusted again due to another power outage. i. Burgess Park asked if Mr. Graf could tell what was wrong with the chimes. Burgess Burchenal said that the gears had slipped, and Mr. Graf was not sure exactly what caused the slippage. Page 4 of 9

5 3. Website: a. To date the homepage has been viewed 54,113 times. Administrative Assistant Barbara Perry manages the site very well and all relevant materials are always posted on time. 4. Waldron Fund: a. In this giving season (October 2012 April 2013) the Waldron Fund has distributed just over $7,000 dollars to ten individuals/families. This is ~5% of total funds against our annual giving goal of 6% and there are a couple more considerations being made. The Waldron Fund Trustees are working closely with the Williams Fund Trustees. The Waldron Fund balance is ~$141,000 divided among a checking account and four CD s with staggered dates of maturity. Old Business: 1. Planning and Zoning member considerations- Richard Easton: a. Mr. Easton explained that he moved to the Borough in September of 2012 and expressed an interest in working towards preserving the character and integrity of the Borough, while being respectful of individual property owners rights. Mr. Easton stated that he has no agenda, and would like to contribute to civic and community affairs. b. On a motion by Warden Burgess, seconded by Burgess Park, appointment of Richard Easton to the Planning and Zoning Commission was unanimously approved. New Business: 2. Consider Appropriation by Ordinance: a. Warden Burgess explained that there was approximately $70,000 left in the Borough Hall renovation fund. Due to Change Orders (unforeseen conditions discovering rock while excavating for the elevator pit, delays in securing a Building Permit, items required by the Building Department, and other miscellaneous items) additional funds will be required to complete the project. b. Warden Burgess suggested that $67, left in the Infrastructure Reserve Fund be appropriated by Ordinance, as allowed by Section 3 of the Borough Charter, to the Building Fund of the Capital and Nonrecurring Fund for completion of the Borough Hall project. i. Burgess Park asked if funds from the Infrastructure Reserve might be necessary for road repairs once the condition of the roads is assessed after the winter. Warden Burgess explained that a separate account is used for road repairs; the Infrastructure Fund is for major road work, and quite a bit of major road work has already been completed this fiscal year. ii. Burgess Nicholas asked if 100% of the Infrastructure Fund should be appropriated, leaving no cushion in that fund. Warden Burgess noted that there should be a small cushion left once the Borough Hall project is complete, and stated that the Infrastructure Fund would be replenished during the upcoming budget process. iii. Borough Resident Jeffrey Callahan asked what the estimated bottom line is for completion of Borough Hall. Warden Burgess estimated between $380,000 and $390,000. iv. Burgess Burchenal asked if the cost overruns were typical for a project of this nature. Clerk-Treasurer Krafjack said that unforeseen conditions often Page 5 of 9

6 arise in renovation projects, and Authorities having Jurisdiction often request additional items based on building code interpretations. v. Borough resident Richard Easton asked if the Ordinance would require a public hearing. Warden Burgess noted that it would not, but could if petitioned. c. On a motion by Burgess Scala, seconded by Burgess McCreary, the initiation of the Public Notice process for Appropriation by Ordinance, listed below, was unanimously approved. BOROUGH HALL RENOVATIONS AND IMPROVEMENTS The Sum of $67, is hereby appropriated from the Infrastructure Reserve Fund to the Building Fund of the Capital and Nonrecurring Fund for renovations and improvements to Borough Hall. 3. Budget Discussion: Warden Burgess noted the Budget presented is a rough draft and a working copy; refined drafts will be discussed at subsequent meetings, and the final budget will have to be approved and adopted by Ordinance at the Annual meeting. The draft was reviewed with comments on the following line items noted below: a. Revenue line 1: $221,747- Town of Stonington. i. This is a firm number, from the Town of Stonington, based on what the Town spends on Town roads and infrastructure. b. Revenue line 2: $8,840- State of Connecticut LoCIP Contribution. i. To be verified by Administrative Assistant Perry. c. Revenue lines 21-23: $107,128- Fire District Revenue. i. Will vary +/-$1,000 based on Borough Fire Department expenditures for the fiscal year. d. Revenue lines 61-69: $5,122- Other Income. i. Budgeted same as last fiscal year. e. Revenue line 81: $690,000- Property Taxes. i. This is an estimated amount as appraisals will be going down approximately 20% on average. ii. The mil rate could be adjusted to keep property taxes the same. f. Expenditure line 101: $20,000- Audit and Accountant. i. The auditors have committed to keeping their fees for services the same as last fiscal year. g. Expenditure line 104: $38,200- Insurance. i. To be verified by Administrative Assistant Perry. h. Expenditure line 105: $25,000- Professional Services. i. This has been increased by $5,000. ii. Warden Burgess had performed much of the engineering work for road and infrastructure repairs himself, without expense to the Borough. Since Warden Burgess won t hold office next year, professional services will have to be contracted. i. Expenditure line 108: $36,000- Health Insurance. i. Premiums will be verified by Warden Burgess. j. Expenditure line 109: $4,500- Health Insurance Savings Contributions. i. This is a place holder for now. The Board will discuss and determine Borough contributions to employees health savings accounts. k. Expenditure line 130: $33,420- Administrative Assistant s Salary. Page 6 of 9

7 i. Warden Burgess defers to the Board on whether this salary should be increased. l. Expenditure line 144: $6,000- Collection Expenses. i. Tax collection expenses are currently $1,550 for this year. The Board agreed that $6,000 should be budgeted based on previous years expenditures. m. Expenditure line 162: $1,800- Burgesses Salaries ($300 per Burgess). i. Borough resident Jeffrey Callahan suggested increasing the Burgess salary noting that there are different workloads for different Commissioners. ii. Burgess Burchenal noted that the Borough has to attract and keep people for the Board of Warden and Burgesses, and salaries should be increased commensurate with the work. iii. The Board agreed to increase this to $3,600 ($600 per Burgess), bringing salaries back to the level before they were cut in half four years ago. n. Expenditure line 163: $2,500- Clerk Treasurer s salary. i. The Board asked Clerk-Treasurer Krafjack whether he thought the salary was fair, at its current level. Clerk-Treasurer Krafjack responded in the affirmative. ii. The Board agreed to keep the salary the same as last year. o. Expenditure line 165: $8,000- Warden s Salary. i. Burgess McCreary said that the Street Commissioner does a lot of hard work and should receive a larger salary. Warden Burgess noted that the Street Commissioner s salary is a separate expenditure line from the Warden s salary, and the two positions may not always be filled by the same person, as is the case now. ii. Burgess McCreary stated that the Warden does a lot of work and should be paid more. Burgess Park agreed. The Board agreed to increase the budget for the Warden s salary to $10,000. p. Expenditure line 191: $22,000- Stonington Free Library. i. Contribution increased by $5,500 at the request of the Stonington Free Library. ii. Warden Burgess said that the Library is a significant part of the Community, and feels the increase is warranted; the Board concurred. q. Expenditure line 243: $1,000- Professional Services- Legal. i. Zoning Enforcement Officer Atkinson explained to Warden Burgess by correspondence that this amount may be low as amendments to the Zoning Regulations may take place next year, requiring legal assistance. ii. The Board agreed to increase this amount to $4,000. r. Expenditure lines : $52,700- Fire Department- General Expenses. i. To be verified by Chief Hoadley. ii. Burgess McCreary suggested allocating a modest fund for recruiting and retaining new volunteers. Burgess Park said this was a good idea and should be discussed with Chief Hoadley. s. Expenditure lines : $41,000- Firehouse- 100 Main Street. i. To be verified by Chief Hoadley. t. Expenditure lines : $22,600- Fire Department Insurance. i. To be verified by Administrative Assistant Perry. u. Expenditure lines : $33,600- Personnel Expenses. i. To be verified by Chief Hoadley. v. Expenditure lines and 566: $41,784- Fire Department Salaries. Page 7 of 9

8 i. To be discussed with Chief Hoadley. w. Expenditure line 604: $5,000- Street Repairs. i. Warden Burgess explained this was decreased by $5,000 as many major road infrastructure projects were completed this year; repairs, such as pothole infill, should be less as a result. x. Expenditure line 656: $114,732- Street Department- Foreman and Laborer s Salaries. i. Burgess Park asked how these salaries compared with similar positions in other towns. ii. Burgess Burchenal said that last year Warden Burgess research showed that these salaries were in line with other towns. iii. Burgess McCreary suggested no change to these salaries at this time; Burgess Adair concurred. iv. Burgess Scala said that perhaps an increase in year-end bonuses would be appropriate in recognition of their hard work during this year s various storms. v. Burgess Burchenal noted that we should keep in mind, when hiring subcontractors, we pay them a relatively high hourly amount, and this should be considered in relation to what we pay our employees. vi. Burgess Park said that the hourly rate that we pay self-employed subcontractors is high because it includes their insurance, benefits, and equipment costs. vii. Borough resident Richard Easton asked what kind of message raising the Burgess salaries, but not raising the salaries of Borough employees, might send. Burgess Scala noted that the salaries of the Burgesses are not being raised, but reinstated to salary levels of four years ago. viii. The Board will consider these salaries further. y. Expenditure line 667: $4,000- Street Commissioner Salary. i. Burgess Nicholas said there should be parity between the Street Commissioner s salary and the salaries of other Commissioners (Burgesses). ii. Burgess McCreary stated that the Street Commissioner does a lot of hard work, and manages the Highway Department employees. iii. Warden Burgess noted that he spends more time as Street Commissioner than he does as Warden. iv. The Board agreed to increase the salary to $5,000. z. Expenditure lines : $10,500- Parks, Trees, and Rights of Way. i. Burgess Park requested the Tree Maintenance line item of $7,000 be increased to $10,000 based on damage caused by this past year s storms. ii. The Board agreed to raise line 802 Tree Maintenance to $10,000. Other Business: 1. Burgess McCreary tendered his resignation, effective immediately. a. Warden Burgess expressed thanks for the many years of service given by Burgess McCreary. b. Warden Burgess noted it was the Board s prerogative whether or not to fill this vacancy prior to the May elections. 2. Burgess Burchenal noted that the COMO Junior Leaders wish to operate a hotdog stand at the Point this summer. a. Warden Burgess suggested they bring an application to the Board. Page 8 of 9

9 Adjournment 1. On a motion by Burgess Scala, seconded by Burgess Park, adjournment of the meeting at 9:15 PM was unanimously approved. Respectfully submitted, Brian Krafjack Clerk- Treasurer Page 9 of 9