Weathersfield Select Board

Minutes

September 20, 2011

Present: Gordon Eglintine

Norman John Arrison

Dave Fuller

Richard Clattenburg

Dan Boyer

Others Present: Jim Mullen, Town Manager

Lisa Slade, Recording Secretary

Wes Hazeltine, Highway Superintendent

Edith Stillson

Chip Cobb

Edith Hunter

Matthew Birmingham

Roy Mark

Bruce Murray

Lawrence Moore

David Moore

Jonathan Springer

Alexis Sly

Chris Adams

Gregg Burton, FEMA

John D Ward, Jr. FEMA

Michael Piper, FEMA

Brian Hopkins, FEMA

Aleta Fenney-Brosseau

Paul Brosseau

Darrin Spaulding

Pat Daniels

Robert Gamer

Tina Wood

Willis Wood

Rebecca W Tucker, CPRA WHS

Craig Lyons

Bob Labonte

Ernest Shand

Joyce Sabo

Barbara Hastings Veleta

Steve Aikenhead

Tom Kennedy, SWCRPC

James Payne

Garth MacDonald, FEMA

Michael Todd

Alan Hudson

1. Call to Order: Mr. Fuller called the Weathersfield Select Board meeting to order at 7:00 p.m. at Martin Memorial Hall.

2. Comments from Citizens and Select Board: Mr. Fuller acknowledged Richard & Ellen Clattenburg and their generous help in bringing him some hay.

Mrs. Slade said the Weathersfield Veterans Memorial Committee will have a Chicken BBQ on Saturday October 1^st at Martin Memorial Hall at 11 am. She also thanked Ellen Clattenburg, the members of the Historical Society and the members of the 250^th planning committee for a great 250^th celebration a couple weeks ago. Lastly, Mrs. Slade expressed sympathy in the passing of Myrtle Baker, a long time resident that always was very generous in giving to several non profit organizations within town.

Mr. Mullen said Hoisington Field has been damaged and BJ Esty is working on getting volunteers together on October 1^st to repair it. He asked anyone that has any information that may help determine who did the damage to contact the Town Office and/or Chief Brown. And, anyone that is available to help repair the field to contact BJ
Esty.

Mrs. Daniels said the supplies that have been stored in Martin Hall for the flood victims need to be moved as the Hall is rented for a dinner Saturday night.

Mr. Hazeltine said there was supposed to be a wedding on Upper Falls Covered Bridge and he has offered Henry Gould Covered Bridge to the couple instead (they will only need it if it rains) but he wants to be sure that is ok with the Board. The Board did not have any objections. Mr. Hazeltine said he would close the road for just a short time if the bridge was going to be used.

3. Review Minutes from Previous Meeting(s): Mr. Arrison made the motion to approve the minutes dated August 1, 2011, Mr. Boyer seconded the motion. Mrs. Slade noted corrections. Motion carried unanimously.

Mr. Arrison made the motion to approve the minutes dates September 6, 2011. Mr. Boyer seconded the motion which passed unanimously.

Moved ahead to #6 a.

6. Old Business

A. Approve Plans for Roll of Honor Placement at Monument, Veterans' Memorial Committee: Mr. Cobb asked the Board to approve the design and location of the names of the Veterans and noted this would be done using the money received through the Grant. He noted the Committee would like to have stamped concrete in the area of the Monument, metal stands would be located within the stamped concrete area and the names would be printed and displayed "within the stands". He also mentioned, with the approval of the Board, two crab apple trees that are already in poor condition would be cut down. Mr. Fuller said he talked to Mr. Cobb about this ahead of time and he is impressed that the Committee continues to work on this project and he agrees the names should be listed down where the Monument is located. Mr. Boyer made the motion to approve the plan as presented. Mr. Arrison seconded the motion which passed without dissent. Mr. Cobb said this step would be complete before Veterans Day.

Back to #4

4. Public Hearing on Reclassification of Crown Point Road from a Class 4 to a Trail: Mr. Fuller convened the Public Hearing continuance. Mrs. Bearse said this is a continuation of the Public Hearing to determine if Crown Point Road should be reclassified to a Trail from a Class 4 road. Mr. Fuller said he hasn't had a lot of time since the storm to review further information nor has Mr. Mullen. Mr. Clattenburg said he found information presented by Mrs. Bearse at the last meeting helpful. Mrs. Bearse said the Board needs to find this in the Publics Good, Necessity and Convenience. She said these meetings are to help people present their opinions and or concerns.

Mrs. Daniels asked what the requirements are for Class 4 roads vs. a Trail as far as the property owners would be concerned. Mr. Fuller said the right of ways would be the same. Mrs. Bearse said motor vehicle traffic is not allowed on trails and they are not maintained. She said the Town maintains culverts on Class 4 roads and we can not prohibit use of snowmobiles on a Class 4 road. It was noted the Board can give permission for snowmobiles to use a trail. Mrs. Daniels said she feels very strongly that this needs to be continued as it is without building development being possible.

Mr. Wood asked if it was possible to adjust the right of way width, Mrs. Bearse said yes, it could be part of the reclassification purpose. Mr. Fuller reminded everyone this hearing was to decide if it should be kept as a Class 4 road or reclassified as a trail.

Mr. Birmingham, Roy Marks Attorney, said a survey would have to be completed and it would have to be monumented. He said Mr. Mark is concerned with the section that travels through his agricultural land. Mr. Fuller said back in January, 2010 the Board said they will talk with Mr. Mark and work with him on the section that goes through his property and this has not been done yet. Mr. Birmingham said he feels individual landowners should talk with the Town Manager and the Board before a reclassification is completed. He said compass bearings from 1784 can not be accurate today, to reclassify this as a trail does not solve anything.

Mr. Springer said he is representing the Moore family and he agrees with Mr. Birmingham, the town will have to have it surveyed. He said this decision has a big impact all along the seven mile corridor. Mr. Todd asked how much a survey would cost; Mr. Fuller said this has not been determined yet. Mr. Hudson said he would be concerned with the cost of the survey and suggested discussing this at the town meeting if it was going to involve a lot of money.

Mr. Arrison made the motion to close the Public Hearing, Mr. Eglintine seconded the motion. Mrs. Bearse asked the Board to consider continuing the Public Hearing instead of closing it to allow some people get together to discuss this outside a Public Hearing setting. Mr. Fuller said he proposes a committee gets set up to get together with all concerned parties and then the Board will warn another Public Hearing. Motion carried unanimously. Mr. Fuller said this will be on the agenda again October 18, 2011.

Mr. Mullen said the Town Attorney recommends the Board make a formal motion if no action is going to be taken. Mr. Eglintine made the motion to take no action on the reclassification of Crown Point Road at this time. Mr. Boyer seconded the motion which passed without dissent.

5. New Business

A. Update on August 28, 2011 Irene Store, FEMA Personnel: Mr. Fuller thanked the FEMA representatives for attending the meeting. Mr. Piper said FEMA will try and help homeowners and renters. He said flooding is excluded from homeowner insurance policies and most damage from the recent storm is considered a flood event, there was also some wind damage during the storm. He said the maximum an individual will get is $30,200. Mr. Piper said within three days of registering with FEMA you should receive a call back setting up an inspection time. He said if you have not heard from anyone to call 1-800-621-3362. Mr. Piper said Disaster Recovery Center's are set up in Ludlow and Hartford and he encouraged everyone that had flood damage to register to help and noted that you have to be registered by October 31, 2011. He noted there is a process to follow so please follow the process through, be patient and they would try to help.

Mr. Fuller asked if FEMA only offers assistance if there is damage with the four walls of a home. Mr. Piper said they will help with well and septic problems on the outside. Mr. Fuller said we had several roads washed out placing road material on personal property, can the Town apply to FEMA for retrieving the material. Mr. Pipe said not unless it's within imminent damage of the home but there may be help in the public assistance program.

Mr. Fuller asked what FEMA's response to reimbursement for emergency services is. Mr. Burton said there is a hazard mitigation program that should provide public assistance for local communities once the total number of individual cases are settled. Mr. Fuller said in addition to our town our emergency services have been providing some service for emergencies outside out Town and other Towns have done the same for us. Mr. Burton said there will be assistance for overtime expenses for emergency services.

Mr. Burton said FEMA has a number of brochures available and they will leave some at the town office. He said mold is a serious issue and needs to be addressed properly. He also encouraged home owners to elevate basement appliances including your furnace, hot water heater, washer, dryer and electrical panel.

Mr. Arrison asked how the funds were doing; he has heard there are Katrina bills still unpaid. Mr. Burton said individuals have to spend money to make the repairs anyway so just keep track of all expenses and there will be some money available.

Mrs. Bearse asked about complying with federal regulations and how assessments are made as to what properties are inhabitable, she said she is not qualified to determine if a structure is safe. Mr. Burton said they will have someone call her to help her with that.

Mr. MacDonald said FEMA has a division for small business administration and they assist business owners with low interest disaster loans. He said business owners need to register with FEMA too and they will automatically be sent a small business administration packet to fill out. He encouraged everyone to complete the packet even if you do not want a loan so you can be referred back to FEMA for help. Mr. MacDonald said there will be a location set up in Springfield where business owners can go to get help and again, the deadline for filing is October 31, 2011.

Mr. Shand said work on Route 106 is starting at this time. He said to call 211 for information. Mr. Fuller said the fix on Route 106 will be permanent, they are building the road from the bottom up and it will take quite some time to complete the project. Mr. Fuller said we are past the emergency stage but still have lots of work to do. Mr. Mullen said our challenge now is Branch Brook Road. Mr. Fuller noted that Upper Falls Road and Plains Road is seeing a significant increase in traffic and some of our dirt roads will be impacted by having so much traffic on them, we will have to talk with the State about help with maintenance. It was noted there should be a sign by Upper Falls Road indicating it is one lane.

Mr. Payne said he lives on Upper Falls Road and he had some concerns but is now confident everything is going to be handled properly. He thanked Mr. Mullen and Mr. Shand for working with him and addressing his concerns and questions.

B. Award Contract for Engineering Services, Branch Brook Road: Mr. Mullen said they met on site last Wednesday and eleven firms were present but only five bids were received. Mr. Mullen said they recommend awarding the bid to Heritage Engineering. Mr. Arrison made the motion to authorize the Town Manager and Public Works Superintendent to meet with Heritage Engineering to clarify the proposed cope of work, and to authorize the Town Manager to issue a Purchase Order to Heritage Engineering for design and construction inspection services for the Branch Brook Road, T.H. 82, Mr. Boyer seconded the bid. Mr. Arrison said the recommendation is not based strictly on price. Motion carried unanimously. Mr. Mullen said the next step will be to get the bid package out within two weeks.

C. Provision of Extended Emergency Services, West Weathersfield Fire Department: Mr. Fuller said because of the Route 106 washout there is a fire truck at the highway garage that can't always be kept inside. He asked Mr. Eglintine to discuss this at the next Fire Commission meeting.

D. Request for Large Gathering Permits:

A. Carmen-Lee Ward/Devin Lewis: Mr. Clattenburg made the motion to approve the large gathering permit, Mr. Arrison seconded the motion. After further review, Mr. Clattenburg said he would like the have whole application complete so he retracted his motion. Mr. Arrison retracted his second. Mr. Mullen will get the rest of the information and it will be on the agenda again.

B. Weathersfield Proctor Library: Mr. Boyer made the motion to approve the large gathering permit for Weathersfield Proctor Library to have an auction at the Weathersfield School and to waive the fee. Mr. Arrison seconded the motion which passed without dissent.

6. Old Business

A. discussed earlier

B. Review for Approval Contract with BMA Architects, Costs for various options for Perkinsville School Reuse/Demolition: Mr. Mullen said this will show us what the costs would be to demolish the whole building and/or to demolish part of the building and leave part of it for storage and restrooms. Mr. Boyer said we had BMA do a study for us a few years ago and that study included demolition costs. Mr. Todd said he personally questions if people want to spend $10,000 for this study to help us decide if it should be torn down. Mr. Clattenburg said he thought the School Reuse Committee was going to get prices for demolition. Mr. Mullen said this study by BMW will show that as well as show operating costs for the future. Mrs. Slade said she personally feels this is a waste of money; $10,000 is a lot of money to spend to come up with demolition costs. Mr. Boyer said the historic building can't be torn down so that building could be used for restrooms and storage area. Mr. Clattenburg made the motion to direct the Town Manger to solicit demolition budget numbers to tear down the school building. Mr. Arrison seconded the motion which passed unanimously.

7. Appointments: None

8. Next Meeting's Agenda Items: next meeting will be on October 4, 2011 at Martin Memorial Hall.

9. Sign Treasurer's Warrant: Mr. Arrison made the motion to approve the Treasurer's Warrants as follows:

General Fund Payroll $ 18,415.05

General Fund Operating Expense $ 43,128.98

Highway Fund Payroll $ 17,765.94

Highway Fund Operating Expense $126,537.11

Solid Waste Management Fund Payroll $ 1,318.52

Solid Waste Management Fund Operating Expense $ 4,970.05

Agency Monies $ 138.34

Reserves $ 192.93

Library $ 907.32

Mr. Boyer seconded the motion which passed without dissent. Mr. Fuller asked if the cash flow summary was favorable, Mr. Adams said yes. Mr. Boyer said quick math from the storm totals $101,113.67 to date and that does not include labor. Mr. Adams said another bill from Cersosimo arrived yesterday and there is a still a contractor that has yet to bill us. Motion carried unanimously.

10. Executive Session: Not needed

11. Adjourn: Mr. Arrison made the motion to adjourn. Mr. Clattenburg seconded the motion which passed without dissent. The Weathersfield Select Board meeting was adjourned at 9:05 p.m.

Respectfully Submitted,

Lisa Slade

Approved by the Weathersfield Select Board on September 20, 2011