Board of Warden and Burgesses

Minutes of Regular Monthly Meeting~ December 19, 2011

 

The regular monthly meeting of the Borough Warden & Burgesses was called to order in Borough Hall at 7:33 PM by Warden Paul Burgess.  Present were Burgesses Michael Adair, Kathryn Burchenal, Edward McCreary, Amy Nicholas, Howard Park, Robert Scala, and Clerk- Treasurer Brian Krafjack.

 

Public Comment:

  1. None

 

Auditor’s Presentation

  1. Thomas Marien, of Marien + Company CPAs, presented the Borough of Stonington Review of Audit for Year ended June 30, 2011.  A copy of the PowerPoint presentation, Financial Statements, Internal Control Report, and Compliance Report are available in the Borough office for review.

 

  1. Mr. Marien noted that the Unassigned Fund balance is the true measurement of funds available to support Borough operations.  The Borough has a healthy Unassigned Fund balance at roughly 11% of average expenditures.  Marien + Company recommend a minimum of 8% of average expenditures.

 

  1. Revenues were $23,682 higher than budgeted, in part due to very low tax collection delinquency rate, and in part to under-budgeting collections. The Marien + Company recommendation, for the time being, is to continue with the current budgeted tax collection rate of 98.5%.  If the low delinquency trend continues, the slight under-budgeting will provide a built-in cushion.

 

  1. Due to GASB 54 (Government Accounting Standards Board) changes in account classifications, Marien + Company recommend reclassification of several Borough funds, including the General Liability Fund which will become part of the General Fund.  Account balances will continue to be tracked individually.

 

  1. Mr. Marien noted the Long Term Balance Sheet is the traditional measure of the health of an organization.  The Borough’s LTBS, with net assets of $4,205,764, and the Borough’s positive trend of net assets over time, in the opinion of Marien + Company, demonstrates fiscal responsibility.

 

  1. Mr. Marien noted that Marien + Company will be merging with O’Connor Davies Munns & Dobbins, LLP.  The merger will take place after the New Year.

 

  1. On a motion by Burgess Scala, seconded by Burgess Burchenal, acceptance of the Draft Audit for Fiscal year 2011, including the accountant’s recommendation for revisions to Fund designations was unanimously approved.

 

Approval of Minutes: 

  1. On a motion by Burgess Scala, seconded by Burgess Nicholas, acceptance of the minutes from the Board Meeting held on November 21, 2011 was unanimously approved.

 

 

 

 

Administrative Assistant’s Report (Perry):

  1. Received tax collections for November: $1,183.53

 

  1. Received replacement check for returned check plus fees: $110.00

 

  1. Received donations for Robinson Burial Ground Fund: $2,645.00

 

  1. Assisted in transition to Dime Bank.

 

  1. Attended Audit Management meeting with accountant to review the Borough’s Draft Financial Statement.

 

Clerk-Treasurer’s Report (Krafjack):

  1. Dime Bank Interest Bearing Checking Account is operational.

 

  1. General Liability Account CD had matured at Washington Trust.

a.       Moved Fund to Dime, to a 12 month CD, as their rates were more competitive compared with Washington and Chelsea Groton.

 

  1. Attended Audit Management meeting with accountant to review the Borough’s Draft Financial Statement.

 

Review of Bills:

  1. The November 15 through December 16, 2011 report was reviewed and is on file in the Borough Office.

 

  1. Larger expenses were reviewed.
    1. The Omega Street repavement project represented the largest expenses.

 

Review of Profit/Loss Statement:

  1. The July 1 through December 16, 2011 Profit and Loss Budget vs. Actual report was reviewed and is on file in the Borough Office.
    1. Income is on target to reach budgeted amount.
    2. Expenditures are appropriate to budgeted amounts.

 

Correspondence:

  1. Correspondence received since the September meeting was reviewed and is on file in the Borough Office.
    1. Pine Point School’s Application for Use of Borough Property on 1/12/12.

 

  1. On a motion by Burgess Scala, seconded by Burgess Park, approval of Pine Point School’s Application for Use of Borough Property on 1/12/12 was unanimously approved with the condition that activities are coordinated with the Stonington Police Department in order that traffic is not disrupted.

 

Warden’s Report:

  1. Street Department
    1. Re-graded The Point and Wayland’s Wharf gravel lots.
    2. Completed Borough leaf removal, general equipment maintenance, and cleaned rear yard of Borough Hall.
    3. Street Department and Warden completed phragmites removal at Orchard Street drainage ditch; street drainage improved.

 

  1. Monthly Report
    1. Senator Maynard met with CTDEEP Commissioner regarding Orchard/Summit Street marsh drainage project. Project is planned; exact timeframe uncertain.
    2. Prepared draft Personal Property Disposal ordinance.  Reference discussion and vote recorded under New Business in these Minutes.
    3. Conducted follow-up on Elm Street Footbridge crack.

                                                              i.      Consulting engineer noted that the crack does not present a safety issue for pedestrians using the bridge, but could present an issue below the bridge if debris begins falling.  Warden Burgess will contact Amtrak to discuss corrective actions.

    1. Attended Audit Management meeting with accountant to review the Borough’s Draft Financial Statement.
    2. Attended Borough Hall building committee meetings and meeting with Fire Commissioner Nicholas on VFIS program.
    3. Coordinated with Stonington Police Department on logistics of speed radar sign installation.
    4. Worked on Borough CTDEEP municipal stormwater monitoring reporting and applicability.

 

Fire and Emergency Management: (Burgess Nicholas): 

  1. During the month of November 2011 there were 6 incidences relating to the Borough Fire Department.  Of note, was the release of Carbon Monoxide and Smoke in the basement of a house leading to its evacuation.  Other activities were alarm or CO activations.

 

  1. No activities regarding Emergency Management.

 

  1. The Fire Marshall reported on activity from September 15 to November 21, 2011. Ten inspections were performed relating to gas, propane, renovations, and piping. Additionally, there was a liquor license inspection. Finally, the Fire Marshall met with a Stonington Commons official regarding a person falling down the stairs.

 

Parks, Trees & Rights of Way (Burgess Park):

1.      Trees:

a.       Approved payment for a variety of bills associated with Wadawanuck Square pruning and fertilizing.

b.      Burgess Park noted that the tree at 34 Main Street sidewalk will have to come down since it is dead.

 

Sanitation, Utilities and Street Lights (Burgess McCreary):

  1. Sanitation:
    1. No activity.

  2. Utilities:
    1. CL&P is aware that some posts have to be removed, and have promised to give attention.
    2. Burgess McCreary noted scrub brush growth, located on Amtrak property, is preventing CL&P from changing the lamp on a streetlamp by the Viaduct.

 

Public Buildings (Burgess Adair): 

1.   Borough Hall- Fire Alarm System

a.       Chief Hoadley explained that the outdated fire horn and compressor system located in Borough Hall, triggered by the fire boxes in various locations throughout the Borough, should be updated and moved to the new Firehouse.  Two advantages would result.

                                                        i.            The system, which is currently ineffective, would work to do the job for which it was designed; alert firemen to the location and occurrence of a fire call from one or more of the boxes. Consolidating the equipment would increase the overall efficiency of the system because it will be tied into the broader notification system.

                                                      ii.            It would free up valuable space in Borough Hall which would be better used for other purposes, such as additional generator capacity in Borough Hall in the event of electrical failures.

b.      A cost estimate of approximately $15,000, which is currently accounted for in the approved budget, would accomplish the required work.

c.       Jeff Callahan, as part of public comment, questioned whether a wire should be run to the Stonington Police Station notifying the Police of the emergency, and possibly eliminate the requirement for a new fire horn.  Chief Hoadley noted that the alarm system should still be upgraded and consolidated in the new Firehouse.

d.      The Subcommittee, with the support of the Fire Department, made a recommendation to the Board that the current system be upgraded and consolidated.

e.       Reference discussion and vote recorded under New Business in these Minutes.

 

Sidewalks (Burgess Scala): 

1.      Burgess Scala noted that we are moving into snow removal compliance season.

 

2.      Burgess Scala was notified by the Mitchell’s that sidewalk repairs at their property will be taken care of this coming spring.

a.       Burgess Park questioned whether the Mitchell’s promise of repairs was contingent upon the removal of the trees at the sidewalk; Burgess Scala did not know.  Burgess Park stated that he would like to make sure that the two trees are not removed.  Burgess Scala noted that he will address the issue and follow up in the spring.

 

Police, Public Affairs & Communications (Burgess Burchenal): 

  1. Police Report:
    1. During the month of November 2011, there were fifty-two (52) incidences in the police report for the Borough. Incidences were predominantly “No action required/ Services Rendered” and there were no arrests.
    2. There is graffiti on the Elm Street footbridge – Warden Burgess took care of this.
    3. A resident at the intersection of Grand Street and Water Street reports that after public events like the Christmas stroll, Halloween, etc. it has become common for gatherings of young teens to cause disorder after the streets have cleared.  He reports that this is a year-around occurrence and there are both Borough and Town children involved.  The Police have been notified and encourage people to call them when they are experiencing a disturbance.
    4. The same resident also reports that, daily, there are people who frequent Water Street establishments, tie dogs up outside, and go inside for extended periods leaving the dogs to bark.  Warden Burgess spoke to the residents who registered the complaint, and is monitoring the situation.

 

  1. Amtrak:

a.       Burgess Burchenal met with Warden Burgess, Burgess McCreary, First Selectman Edward Haberek, and George Brennan, Head of Emergency Management, on 8 December to discuss the re-construction of a train track crossing at Water Street.  First Selectman Haberek offered to draft a letter to Amtrak on behalf of the Town and the Borough.  George Brennan assured Burgess Burchenal that Emergency Management has the plans and means to evacuate residents in the event of emergency, even without the crossing, but agrees it would be better to have an egress, other than the viaduct, for vehicles. 

 

b.      Burgess McCreary noted that the plan is to fill in between the tracks with gravel under the Viaduct by Zack’s Restaurant; a plan that would take hours to implement in the case of an emergency.

 

  1. Radar Speed Sign:

a.       The Stonington Police installed the new solar powered radar speed sign on the Borough side of the viaduct.  It is discreet but seems effective.  The intention is to rotate it among a few spots in Town that have speeding issues.  Sue and Roger of the Highway Department have added a 20mph speed limit sign just below the radar screen.

 

  1. Bus Ordinance:
    1. Burgess Burchenal has discussed with Warden Burgess the issue of keeping busses off the Borough roads south of Wadawanuck Square for safety and logistical reasons.  The present idea is to have all busses utilize the bus stop at the Square for pick up and drop off and then park in the public lot by the docks, or alternative spots to be determined.  The Town ordinance detailing bus restrictions will be adapted to our purposes and presented at the next meeting for discussion.
    2. Burgess Nicholas suggested exclusions for school, mini, and handicapped accessible style busses.

 

Old Business:

  1. Committee Reports:
    1. None

 

New Business:

  1. Borough Hall Renovations
    1. Floor plans were presented by Architect Peter Springsteel.
    2. The Subcommittee recommended that the “Post Office Option” documented by the Borough Hall Subcommittee meeting of November 22nd, not be pursued at this time for the following reasons:

                                                              i.      It would most likely take years to implement, while plans for Borough Hall renovations are ready to go;

                                                            ii.      Improvements to Borough Hall would increase the value of the property, should other options present in the future;

                                                          iii.      Funds were set aside in the approval of the Bond for construction of the Firehouse, specifically for Borough Hall renovations.

    1. Upgrades and relocation of the fire alarm and horn system were discussed under the Public Building’s Report in these Minutes.
    2. The Subcommittee recommended to the Board that we move ahead with plans to renovate Borough Hall.

 

  1. On a motion by Warden Burgess, seconded by Burgess McCreary, authorization for the Borough Hall Building Committee to proceed with the following was unanimously approved:

 

    1. Instruct architect Peter Springsteel to prepare Bid Documents for Phase 1 Renovations pricing.  Phase 1 includes the following:

                                                              i.      Upgrade electrical system to a 400 amp, 3 phase service;

                                                            ii.      ADA compliance upgrades including making the front door to the building accessible;

                                                          iii.      Rework existing heating system to create two zones;

                                                          iv.      Building modifications indicated on floor plans presented by Architect Peter Springsteel and on file in the Borough Office to include:

1.      Creation of a unisex ADA compliant restroom on first floor;

2.      Upgrade second floor bathroom for ADA compliance;

3.      Upgrade second floor kitchen for ADA compliance;

4.      Revise existing storage closet to accommodate archive filing storage;

5.      Addition of an elevator.

    1. An expenditure of up to $16,000 for upgrades to the fire horn system, including relocation of all equipment to the Fire Station.  Prior to implementing work on the fire horn system, the cost of connecting the fire alarm system to the Police Station will be investigated and reported to the Board.
    2. Investigate condition of existing fire escape, and design repairs as required.

 

  1. Revisions to Borough Tree Policy
    1. Jeff Callahan presented suggestions for revisions to the current Borough Tree Policy.  Burgess Park noted that the recommendations, which are on file in the Borough Office, are in keeping with current practice with respect to care and maintenance of Borough trees.
    2. On a motion by Burgess Park, seconded by Burgess Scala, acceptance of modifications to the Borough of Stonington Policy on Maintenance of Public Trees proposed by Jeff Callahan, Maggie Revill, and Colin Revill, was unanimously approved.

 

  1. SCCOG Resolution on Regional Mapping
    1. On a motion by Warden Burgess, seconded by Burgess Adair, adopting the Resolution of Endorsement and Certification for the Regional Performance Incentive Program proposal (creation of digital index of town clerk maps) submitted by the Southeastern Connecticut Council of Governments (SCCOG) was unanimously approved.

 

  1. Draft Disposal of Personal Property Ordinance
    1. Warden Burgess presented a draft ordinance authorizing the Warden to dispose of Borough Personal Property (moveable objects as opposed to Real Estate) in the form of a sale, trade-in, donation, or scrap when the value of such property is determined by the Warden to be under $3,000.  When the value of an item or group of items is in excess of $3,000, the Warden shall solicit sealed bids.
    2. On a motion by Burgess Scala, seconded by Burgess Adair, adopting the draft ordinance as presented, for Disposal of Borough Personal Property was unanimously approved.

 

  1. CTDEEP Municipal Stormwater Report
    1. Reference discussion recorded under the Warden’s Report in these Minutes

 

  1. Consider Pine Point School Request
    1. Reference discussion and vote recorded under Correspondence in these Minutes.

 

  1. Consider VFIS LOSAP Purchase Program
    1. Burgess Nicholas will contact Marien + Company to discuss whether it is in the Borough’s financial interest to purchase annuities for vested members of the program.

 

Other Business:

  1. Burgess Burchenal questioned the status of the Public Access at Stonington Commons.

a.       Burgess Nicholas noted that, although the walkway is passible, it is completely barricaded.

b.      Burgess Park noted that he spoke with Diane Macfadyen of the Condominium Association, and the Association intends to make repairs to reopen the Public Access.

c.       Warden Burgess spoke with Zoning Enforcement Officer Dave Atkinson who indicated there was a meeting in the coming week scheduled between the Commons and CTDEEP to review required repairs.

d.      Burgess McCreary noted he would like to see action on this item and questioned whether this was under the purview of Burgess Park under Right of Way.

                                                        i.            Warden Burgess noted that the CTDEEP and Borough Planning and Zoning are responsible to make sure the situation is rectified, and the Public Access is reopened.  Interested parties should contact Zoning Enforcement Officer Dave Atkinson and Chairwoman Betsy Carr.

                                                      ii.            Burgesses Nicholas and McCreary will visit Dave Atkinson to review a plan for action.

 

Adjournment: On a motion by Burgess Scala, seconded by Warden Burgess, adjournment of the meeting at 9:44 PM was unanimously approved.

 

Respectfully submitted,

 

Brian S. Krafjack

Clerk- Treasurer