BOARD OF SELECTMEN

APRIL 21, 2020

Page 1 of 3

                                                                     DRAFT MINUTES

 

Via Zoom

 

Via Zoom

 

Attendance:  First Selectman Paula Cofrancesco, Selectman Donald Shea and Selectman Derrylyn Gorski

 

Also in attendance:  Town Attorney Vincent Marino, Finance Director Sheila Lane

 

Visitors:  Sharon Huxley, Will Brinton, Fred Niven of the Bethany News

 

1. First Selectman Paula Cofrancesco called the meeting of the Board of Selectmen to order via Zoom at        7:04 p.m.   

 

2. APPROVAL OF MINUTES

First Selectman Cofrancesco called for a motion of approval for the minutes of the regular meeting of    April 7, 2020.   The motion of approval was moved by Selectman Gorski and seconded by First Selectman Cofrancesco.  There were no changes to the minutes. 

Voting for:  Cofrancesco, Shea, Gorski. 

Unanimous approval.

 

3.  DISCUSSION AND POSSIBLE ACTION – TAX REFUNDS

First Selectman Cofrancesco stated that there were three tax refunds to approve as follows:

·         Linda Philie - $4.68

·         James and Rachel Anderson - $211.92

·         Reissuance to correct amount for Jacob Simpson - $305.80

Total amount of $522.40.

It was moved by Selectman Gorski and seconded by Selectman Shea to approve the three tax refunds totaling in the amount of $522.40, as stated by First Selectman Cofrancesco.

Voting for:  Cofrancesco, Shea, Gorski.

Unanimous approval.

 

 

4.  DISCUSSION & POSSIBLE ACTION ON ISSUANCE OF CEMETERY DEED

First Selectman Cofrancesco stated the Cemetery Deed is for Frank Pepe for one plot and the location has been verified and has been paid in full.  Also, First Selectman Cofranceso stated the paperwork has been prepared and that she just needs to sign it but needs the Boards authorization.

It was moved by Gorski and seconded by Shea to authorize First Selectman Cofrancesco to sign the Cemetery Deed for Frank Pepe for one plot, which has been verified and paid in full.

Voting for:  Cofrancesco, Shea, Gorski.

Unanimous approval.

 

 

 

BOARD OF SELECTMEN

APRIL 21, 2020

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5. DISCUSSION AND POSSIBLE ACTION – APPROVE RESOLUTION FOR DEFERMENT PROGRAM FOR THE TOWN OF BETHANY IN ACCORDANCE WITH EXECUTIVE ORDER 7S, SECTION 6(a)

First Selectman Cofrancesco had emailed all members a copy of the resolution for the Deferment Program for taxpayers pursuant to Executive Order No. 7S, Section 6(a).

 

First Selectman Cofrancesco stated that the Board of Finance reviewed and approved the resolution at their meeting last week on April 14, 2020, and that the Board of Selectmen need to act on so that we can let the State know our decision by this Friday.

 

Selectman Gorski stated her concern with not having enough funds to operate Town.

 

Town Attorney Marino stated the escrow companies are required to pay by August 3, 2020, and the deferment will only be for eligible taxpayers.

 

It was moved by Selectman Gorski and seconded by Selectman Shea to approve the resolution for the Deferment Program Pursuant to Executive Order No. 7S, Section 6(a) for those eligible and qualified taxpayers.  See attached resolution.

Voting for:  Cofrancesco, Shea, Gorski.

Unanimous approval.

 

 

6.  DISCUSSION & POSSIBLE ACTION – SIMPLE RECYCLING (SOFT RECYCLABLES) – UPDATE

First Selectman Cofrancesco noted that this item will stay on hold until pandemic is over.  Tabled.

 

 

7. DISCUSSION AND POSSIBLE ACTION – ROAD WORK – MOVING FORWARD – UPDATE

Selectmen Shea reported on the following:

·         Catch basin work in progress.

·         Tilcon has started paving.

·         Routes 1, 2, and 3 should be completed by July, 2020.

·         Completing chip sealing list, working on newspaper post and bid document for review.

·         Need to know physically how much we spent on roads and how much is left.  Finance Director Lane will work on and report back.

 

 

 

 

 

BOARD OF SELECTMEN

APRIL 21, 2020

Page 3 of 3

 

8.  DISCUSSION AND POSSIBLE ACTION – SIMPSON PROPERTY – UPDATE

First Selectman Cofrancesco stated this is on hold and in probate court.  Tabled.

 

9. DISCUSSION & POSSIBLE ACTION – CEMETERY COMMISSION BYLAWS – UPDATE

First Selectman Cofrancesco stated this is on hold.  Tabled.

 

10.  DISCUSSION & POSSIBLE ACTION – STATUS OF AIRPORT HANGAR

First Selectman Cofrancesco stated this is on hold.  Tabled.

 

11. OTHER MATTERS PROPER TO COME BEFORE THE MEETING

·         Selectman Shea asked if there has been any progress with the pension issue for the Town Crew.  First Selectman Cofrancesco will follow up.

·         Selectman Gorski asked if anyone has spoken to Rich Cogill, Fire Chief, regarding the Bethany Volunteer Fire Department crew.  First Selectman Cofrancesco stated she did speak to Rich Cogill and the crew is fine.

 

12. ADJOURNMENT

At 7:22 p.m., it was moved by Selectman Shea and seconded by Selectman Gorski to adjourn the regular meeting.  Unanimous approval.

 

Respectfully submitted,

 

 

Antonia R. Marek

Meeting Clerk

BOARD OF FINANCE                               DRAFT MINUTES

APRIL 14, 2020

Page 1 of 5

Via Zoom

 

The following Board members were present:  John Grabowski-Chairman, John Ford, Sharon Huxley, Catherine Erickson, Sally Huyser and Lars Demander.

 

Also in attendance were:  First Selectman Paula Cofrancesco, Finance Director Sheila Lane, Town Attorney Vincent Marino, and Fran Doba, Tax Collector

 

Visitors:  John Accavallo, CPA of AO & Company, LLC, Fred Nevin, Coleen Murray, Rob and Lynette White and Brandy Spargo.

 

1.      Chairman John Grabowski called the meeting of the Board of Finance to order via Zoom at         7:04 p.m. 

 

2.      APPROVAL OF MINUTES

Chairman Grabowski called for a motion of approval for the minutes of the Regular Meeting of     March 10, 2020.  The motion of approval was moved by Member Huyser and seconded by Member Huxley.  There were no changes to the minutes.  Voting for:  Grabowski, Ford, Huxley, Huyser, Erickson, Demander.  Unanimous approval.

 

3.      CHAIRMAN’S REPORT

Chairman Grabowski reported on the following:

·         The Amity Budget was reduced to 2.49% increase.

·         All Towns agreed except Orange, who stated increase has to be 2.0%.

 

4.      FIRST SELECTMAN’S REPORT

First Selectman Cofrancesco reported on the following:

·         Tilcon has started milling on Lebanon Road.  We have started the second phase of road work, which includes 35 roads being paved and additional roads being chip sealed.

·         The stairs between the annexes are being replaced.

·         On the Code Red, I reported last Thursday, April 9^th, that Bethany had 6 confirmed cases of Covid-19.  Since yesterday, we are now up to 10 cases.  It is very important to keep practicing social distancing.

 

5.      DISCUSSION AND POSSIBLE ACTION ON RESOLUTION FOR DEFERMENT PROGRAM PURSUANT TO EXECUTIVE ORDER NO. 7S, SECTION 6(A)

First Selectman Cofrancesco had previously distributed copies of the resolution regarding the Deferment Program to Board Members. 

 

The Board discussed the concern of not having enough cash flow to operate the Town if deferment offered to all residents.

 

 

BOARD OF FINANCE

APRIL 14, 2020

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In discussion, Fran Doba, Tax Collector noted the following:

·         Deferment would be extended from August 3, 2020, to October 1, 2020.

·         Escrow companies are required to pay by August 3, 2020.

 

Town Attorney Marino recommended giving eligible tax payers some relief.  Deferment would extend the date of last payment without penalty from August 3, 2020, to October 1, 2020. After that date, interest would accrue back to the original due date, so 6% interest would be due on October 2, 2020.

 

First Selectman Cofrancesco stated there is a form that would need to be completed to apply for the deferment and that they will make it available online.

 

After discussion, the Board decided not to offer deferment to all residents but just to those who are eligible and this is due to the concern of not having enough cash flow to operate the Town.

 

It was moved by Member Huxley and seconded by Member Huyser to approve the resolution for the Deferment Program Pursuant to Executive Order No. 7S, Section 6(a) for those eligible and qualified taxpayers.  See attached resolution.

Voting in favor:  Grabowski, Ford, Huxley, Huyser, Erickson, Demander.

Unanimous approval.

 

  

6.      DISCUSSION AND POSSIBLE ACTION ON RESOLUTION BY THE BOARD OF FINANCE IN ACCORDANCE WITH EXECUTIVE ORDER NO. 7S, SECTION 7

First Selectman Cofrancesco had previously distributed copies of the resolution to Board Members. 

 

Sheila Lane, Finance Director, stated that we would have to change operating expenses for Park and Recreation in Budget if this is approved for total reduction of $18,000.  Also, Ms. Lane stated the monies would come out of this year’s General Fund for these three items listed in the Resolution.

 

Member Huyser stated that the Town was against the van at the Budget Hearing last year and feels the Board might receive some backlash for approving the appropriation.

 

Chairman Grabowski stated that a lot of misinformation was given by some Town’s people at that Budget Hearing that may have influenced a lot of people and it did not get resolved.  If they have to rent a van or busses, they will spend close to that amount in a short time.

 

Also, Chairman Grabowski asked if there are quotes for the Town Hall electrical work and the floor for the Fire Department and would like the Board to review paperwork on bids.  Also, it was mentioned the monies for the electrical system for Town Hall, has increased from $60,000.  First Selectman Cofrancesco will check with Rod White, Facilities Director, for copies of quotes and bids.

 

 

 

BOARD OF FINANCE

MARCH 10, 2020

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Member Erickson stated she doesn’t feel comfortable with the numbers without seeing a quote.

 

It was moved by Member Huyser and seconded by Member Huxley to approve the Resolution of the Board of Finance in Accordance with Executive Order No. 7S, Section 7 regarding the Board of Finance authorizing a supplemental appropriation for capital projects.  See attached resolution.

Vote 5 to 1.

Voting in favor:  Grabowski, Ford, Huxley, Huyser, Demander.

Opposed:  Erickson.

Passed.

 

 

7.      ADDRESS CONTROL ISSUES

It was moved by Member Ford and seconded by Member Demander to table this item.  Unanimous approval.

 

 

8.      DISCUSSION AND POSSIBLE ACTION ON 2018-2019 AUDIT

Present for this discussion was Mr. John Accavallo, CPA of AO & Company, LLC.  All Board members previously received a copy of a letter from AO & Company, LLC, dated February 20, 2020, regarding the 2018-2019 Audit conducted, with attached report on Identified Deficiencies in Internal Control.

 

Some items noted by Mr. Accavallo in the review of the report were:

·         Opinion on financial statements for 2018-2019 was clean.

·         Issue with reconciliation with Town and Board of Education.  Communication between Town and Board of Education is not accurate.  Would be glad to assist in showing how to correct this issue which is part of the monthly close.

·         Finance Director Sheila Lane was extremely helpful when we asked for anything and would provide information to us in a quick manner.

 

It was moved by Member Huxley and seconded by Member Huyser to accept the preliminary draft of the 2018-2019 Audit of Financial Statements performed in accordance with Government Auditing Standards dated February 20, 2020.

Voting in favor:  Grabowski, Ford, Huxley, Huyser, Erickson, Demander.

Unanimous approval.

 

9.      DISCUSSION AND POSSIBLE ACTION ON 2020-2021 BUDGET

Finance Director Sheila Lane distributed copies previously of the Budget, Capital Items, Mill Rate Calculations and Fund Balance Analysis to the members of the Board of Finance.

 

 

 

BOARD OF FINANCE

APRIL 14, 2020

Page 4 of 5

 

 

Finance Director Sheila Lane stated she updated the Budget with the 2.49% increase from the Amity budget.  Ms. Lane also stated she will adjust the Capital Item list for the fire truck deposit, park and recreation van, electrical work at Town Hall and new floor at Fire Department, which will come out of the General Fund in 2020.

 

Member Huxley was concerned with the library budget and command vehicle for Fire Department which is a capital item and that due to not having the Town Meeting would like more input on these items.  First Selectman Cofrancesco will ask for more specifics on these items.

 

Finance Director Lane stated we cannot have the Town Meeting due to the Covid-19, and that the Board of Finance has been given the authority to approve the Budget.  We will be sending out a mailer, and the draft budget, after authorized by the Board of Finance, will be posted online for public comment for Town input with a deadline.  All comments will be forwarded to the Board of Finance for review.  Would like to get this out by end of this week.

 

The Board also discussed the mil rate calculations based on a 90% and 80% collection rate.

 

Member Erickson asked to see the lease for the solar panels for clarification.  Ms. Lane has requested a copy of the lease.

 

Fran Doba, Tax Collector, stated that the State of Connecticut changed the Motor Vehicle registration from 2 to 3 years and some people only pay when they have to register a vehicle so we anticipate less revenue from motor vehicle taxes.

 

Chairman Grabowski stated that the Board of Finance will be voting on sending out the draft budget as is for public comment and will get this feedback before the next Board of Finance meeting.

 

It was moved by Member Huxley and seconded by Member Huyser to approve the distribution of the draft Budget for 2020-2021 as is.

Voting in favor:  Grabowski, Ford, Huxley, Huyser, Erickson, Demander.

Unanimous approval.

 

10.  ANY OTHER MATTER PROPER TO COME BEFORE THE MEETING

Member Huxley stated we have to get back to control issues from the auditor report.  Chairman Grabowski stated that Finance Director Lane is working on the control issues and we have closed a few bank accounts and looking at more.

 

 

 

 

 

BOARD OF FINANCE

APRIL 14, 2020

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11.  ADJOURNMENT

At 8:30 p.m. there being no further business, it was moved by Member Huyser and seconded by Member Erickson to adjourn the regular meeting. 

Unanimous approval.

 

Respectfully submitted,

 

 

Antonia R. Marek

Meeting Clerk

UNAPPROVED MINUTES OF THE BETHANY CONSERVATION COMMISSION, March 12, 2020

 

 

The meeting was called to order at 8:07pm by Bruce Loomis, Chair. Present besides Bruce were: Brian Eitzer, Matthew Popp, Patsy Winer and two guests, Rob Huxley and Alison Nork, prospective new member and alternate member respectively.

 

Brian moved to accept the minutes of February 27th, and Bruce seconded. Corrections were made to the spelling of Alison’s name, which only has one “l”, and the word “to” was inserted in the fourth line of the third paragraph to read “award to one boy”, etc. The minutes were accepted as amended by unanimous vote.

 

There were no bills or correspondence.

 

The two new members will be appointed at the next Board of Selectmen’s meeting next Tuesday if it is not cancelled.

 

The Commission went into executive session at 8:17 to discuss Conservationist of the Year and exited at 8:40.

 

Bruce explained the work we are doing on updating the Open Space Plan to the prospective new members and sent them the current versions of the amended appendices electronically. We looked at two different maps with a view toward possibly using fewer categories of types of open space (private land, institutional land, Land Trust, etc.) for the revised mapping that would accompany the new Open Space Plan. No decision was made about this at the meeting.

 

Matt moved to adjourn at 9:05. Patsy seconded. All were in favor.

 

 

Respectfully submitted,

 

Patricia Winer, Sec’y pro-tempore

BOARD OF SELECTMEN

APRIL 7, 2020

Page 1 of 5    -   VIA ZOOM

                                                                     MINUTES – Approved 4-21-2020

Attendance:  First Selectman Paula Cofrancesco, Selectman Donald Shea and Selectman Derrylyn Gorski

 

Also in attendance:  Town Attorney Vincent Marino, Finance Director Sheila Lane

 

Visitors:  Sheila Wade, Marie Pulito, Sharon Huxley and Fred Niven

 

Via 1. First Selectman Paula Cofrancesco called the meeting of the Board of Selectmen to order via Zoom at        7:02 p.m.   

 

2. APPROVAL OF MINUTES

First Selectman Cofrancesco called for a motion of approval for the minutes of the regular meeting of    March 3, 2020.   The motion of approval was moved by Selectman Shea and seconded by First Selectman Cofrancesco.  There were no changes to the minutes.  Selectman Gorski abstained.  Voting for:  Cofrancesco, Shea.  Unanimous approval.

 

3.  PRESENTATION BY SHEILA WADE AND MARIE PULITO – POLLINATOR PATHWAY PROGRAM

Present for this discussion were Sheila Wade and Marie Pulito.

Some comments in discussion made by Sheila Wade were:

·         This program is formed of a group of environmental concerned citizens that want to create a conservation movement for pollinators.

·         Need the Board of Selectmen to endorse this project.

·         Would be going for a grant from Sustainable CT to purchase the plants/seeds.

·         Would plant along the trails in Town or identify different properties, such as, First Church and Clark Memorial Library.

·         We are still in conversations of Stage 1.

·         Would like to promote in the Bethany Bulletin.

·         Will update Board of Selectmen on progress.

 

It was moved by Selectman Gorski and seconded by Selectman Shea to put forth a motion to support the Pollinator Pathway Project as presented at meeting by Sheila Wade and Maria Pulito.

Voting for:  Cofrancesco, Shea, Gorski.

Unanimous approval.

 

 

 

 

 

BOARD OF SELECTMEN

APRIL 7, 2020

Page 2 of 5

 

4.  APPROVAL OF MEMBERS TO THE CONSERVATION COMMISSION:

     A.  Robert Huxley – Regular Member

     B.  Ali Beres-Nork – Alternate Member

It was moved by Selectman Gorski and seconded by Selectman Shea to approve and appoint the following members to the Conservation Commission:  Robert Huxley – Regular Member and Ali-Beres-Nork – Alternate Member.

Voting for:  Cofrancesco, Shea, Gorski.

Unanimous approval.

 

5.  DISCUSSION AND POSSIBLE ACTION – TAX REFUNDS – POST ISSUANCE

First Selectman Cofrancesco stated that the refund list was unavailable for the March 3^rd BOS meeting and then the March 17^th meeting was cancelled and that the refund checks have already been issued.  First Selectman Cofrancesco previously emailed in the meeting packet a list of tax refunds to be acted on by the Board totaling in the amount of $1,045.15.  It was moved by Selectman Shea and seconded by Selectman Gorski to approve the tax refunds totaling in the amount of $1,045.15, as shown on report dated April 2, 2020. 

Voting for:  Cofrancesco, Shea, Gorski.

Unanimous approval.

 

6.  DISCUSSION AND POSSIBLE ACTION – APPROVE RESOLUTION TO AUTHORIZE BOARD OF FINANCE TO ADOPT FINAL BUDGET FOR THE TOWN OF BETHANY IN ACCORDANCE WITH EXECUTIVE ORDER 7I, SECTION 13

First Selectman Cofrancesco had emailed all members a copy of the resolution and stated that Governor Lamont has given the authority to suspend the in-person budget adoption requirements for municipalities. 

 

Finance Director Sheila Lane stated next week the Board of Finance will approve a draft budget and then a modified version of the draft budget will be sent to residents in the mail and that a complete version will be posted online.  Residents will be able to call in or email their comments. They will offer to residents a hard copy option if needed.  Also Ms. Lane stated all the information from the residents will be given to the Board of Finance for their review.  Ms. Lane stated the procedures will be finalized with the Board of Finance next week, April 14, 2020, at their meeting.

 

It was moved by Selectman Gorski and seconded by Selectman Shea to approve the resolution of the Board of Selectmen in accordance with Executive Order No. 7I, Section 13 (copy attached).

 

Voting for:  Cofrancesco, Shea, Gorski.

Unanimous approval.

 

 

 

 

BOARD OF SELECTMEN

APRIL 7, 2020

Page 3 of 5

 

7.  DISCUSSION AND POSSIBLE ACTION – AUTHORIZING A SUPPLEMENTAL APPROPRIATION IN ACCORDANCE WITH EXECUTIVE ORDER 7S, SECTION 7, FOR CAPITAL PROJECTS

First Selectman Cofrancesco had emailed all members a copy of the resolution and stated that Governor Lamont has given the authority to the Board of Selectmen regarding the budget, and this resolution consists of three items for supplemental appropriation from the Board.  Also, she stated Latricrete is donating $5,000 towards the van and the Bethany Athletic Association has offered a donation (amount not confirmed yet) towards the van.

 

During discussion, Selectman Shea, stated some of his concerns:

·         Park and Recreation shut down right now due to pandemic, what would hardship be if we put this item (van) off at this time?

·         Electrical system for the Town – Why wasn’t this addressed before we purchased the generator?

Sounds like we are hiding items and then it becomes an emergency.

 

Finance Director Sheila Lane stated when work on the generator was taking place contractor found that the annex electrical is connected to the Town Hall and the Building Official stated it is not safe and can cause fire danger and there were other updates needed for safety reasons.

 

Selectman Gorski mentioned holding off on the van because the van can’t be used right now and we can put it in the budget under capital items. 

 

Sharon Huxley mentioned that if the Park and Rec doesn’t have the money available there is a possibility they would lose an opportunity to put a deposit on a used van if they find one. 

 

Selectman Gorski then mentioned she would approve $25,000.00 for a van, not the $35,000.00 as requested. 

 

It was moved by Selectman Gorski and seconded by Selectman Shea to approve the resolution as amended of the Board of Selectmen in accordance with Executive Order No. 7S, Section 7 (copy attached).

 

Voting for:  Cofrancesco, Shea, Gorski.

Unanimous approval.

 

8.  DISCUSSION & POSSIBLE ACTION – SIMPLE RECYCLING (SOFT RECYCLABLES) – UPDATE

First Selectman Cofrancesco noted that she does have final contract with all corrections made and it has been reviewed by the Town Attorney.  We will be holding off on implementing this due to the pandemic.  Tabled.

 

 

BOARD OF SELECTMEN

APRIL 7, 2020

Page 4 of 5

 

9. DISCUSSION AND POSSIBLE ACTION – ROAD WORK – MOVING FORWARD – UPDATE

Selectmen Shea noted the following:

·         Three excavating companies working on catch basin repairs.

·         Tilcon will be starting in a couple weeks.

·         Tilcon has given us 5 different routes and they want to go in order.  If we do not go in order that will raise the price a little. 

·         The way the drainage is going we won’t be ready for Zone 1.  Zone 2 and 3 are ready.

·         Will be meeting with Tilcon tomorrow with the Acting Public Works Director to discuss this further.

·         We will be putting a bid out for Chip Sealing.  If we don’t like bids, we will go off the State Website.

 

10. DISCUSSION AND POSSIBLE ACTION – SIMPSON PROPERTY – UPDATE

First Selectman Cofrancesco stated this is on hold and in probate court.  Tabled.

 

11. DISCUSSION & POSSIBLE ACTION – CEMETERY COMMISSION BYLAWS – UPDATE

First Selectman Cofrancesco stated this is on hold.  Tabled.

 

12.  DISCUSSION & POSSIBLE ACTION – STATUS OF AIRPORT HANGAR

Town Attorney Marino noted the following:

·         I have contacted Attorney Kevin McSherry.

·         Town needs to decide what action to take.

·         Insurance will pay to put structure back to pre-tornado condition but then Town needs to decide if we want to sue the manufacturing company or contractor due to unusable leaky building.

·         We can contact the State to let them know building was hit by tornado and they might forgive the grant and we can just tear it down and Town will have to pay cost to tear down. 

 

Selectman Gorski noted the following:

·         The Building Department should have information from engineer that we had hired to review building for damages and what needs to be repaired to make building safe.

 

Attorney Marino then stated we will locate information from engineer, will have to get estimates for cost to repair the leaks and will have to get approval for money for project. 

Tabled.

 

 

 

 

 

 

BOARD OF SELECTMEN

APRIL 7, 2020

Page 4 of 5

 

13. OTHER MATTERS PROPER TO COME BEFORE THE MEETING

            None

 

14. ADJOURNMENT

At 7:58 p.m., it was moved by Selectman Shea and seconded by Selectman Gorski to adjourn the regular meeting.  Unanimous approval.

 

Respectfully submitted,

 

 

Antonia R. Marek

Meeting Clerk