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Board of Selectmen
SPECIAL JOINT MEETING WITH THE BOARD OF EDUCATION
October 3, 2007

BOS Present: John Anderson, Susan Bransfield (First Selectwoman), Brian Flood, Sharon Gibala, Mark Finkelstein, Scott Adamsons (arrived late)
BOS Absent: Kathy Richards
BOE Present: Chris Hetrick (Chairman) Rosemary Woitowitz, Maryanne Rode
BOE Absent: Christopher Bongo, Christopher Phelps, Honora Kenney, Mark Buchari
Others: Sally Doyen - Superintendent of Schools; Paul Bengston - BOE Director of Buildings & Grounds, Rob Buden - Finance Director

First Selectwoman Susan Bransfield called the special joint meeting to order at 7:00 pm. The purpose of this meeting is to provide a general update on school issues. Dr. Sally Doyen gave the following updates to the BOS:

  • As of 10-1-07, enrollment in Portland Public Schools is 1,429 which is 10 students less than this time last year.
  • Staffing was completed by the end of June, thanks to the budget passing relatively early. There are 8 new teachers and 2 new principals this year.
  • CT Mastery Tests: In Grades 3-8, nearly every grade and every subject showed improvement. The percentage of students that reached 'goal' was higher than the state average.
  • Plans for maintenance projects including Brownstone Intermediate School (BIS) roof were review by Paul Bengston:

    a) Upgrade plumbing (approx $5000)
    b) Roof drain needed on the 1967 addition (rear and upper floor on Middlesex Ave) Approximate cost is $4,000-10,000 depending on vendor.
    c) Repairing 1932 portion of the school has an approximate cost of $38,051.
    d) The gutters on the flat roof also need to be replaced at cost of $5000.
    e) Slate work needs to be done at cost of $25,000. There is longevity left in the roof but it needs repairs to the slate work.
    f) NXEGEN lease: this will provide cost savings through upgrading fixtures and improve energy conservation at PHS/PMS even though the building is not that old.
    g) Generator update: A survey was done of what is being powered by the generator and more areas than previously thought can be run off the generator. There is plenty of power to run EEOC. The gym, kitchen and café are all powered by the generator.

Chris Hetrick, BOE Chairman, addressed the Selectmen and expressed his concern about the Education Cost Savings Grant. He would like to see this money held for BOE use if needed, as special education costs are very volatile.

Rob Buden, Finance Director addressed Mr. Hetrick's concern: the Education Cost Savings Grant is not extra money coming in to- it is what is budgeted verses what the state gives Portland. A piece of the grant must go to the BOE and the balance falls to undesignated fund balance which can be used for whatever the BOS deems important.

[Scott Adamsons joined the meeting at 7:25 pm.]

There was a motion by John Anderson, seconded by Mark Finkelstein, to adjourn the special joint meeting. Vote unanimous, motion carried. The special joint meeting adjourned at 7:42 pm.


BOARD OF SELECTMEN
FINANCIAL MEETING
October 3, 2007

Present: John Anderson, Susan Bransfield, Brian Flood, Sharon Gibala, Mark Finkelstein, Scott Adamsons
Absent: Kathy Richards
Others: Rob Buden (Finance Director); Jeff Johnson (Innoprise Software); Tim Smith (NXEGEN)

1. First Selectwoman Call Financial Meeting to Order

Susan Bransfield called the meeting to order at 7:43 pm.

2. Pledge Of Allegiance

3. Approve Minutes:

There was a motion by Scott Adamsons to approve the minutes of the September 11, 2007 Executive Session, seconded by Sharon Gibala. Vote unanimous, motion carried.

4. Accept Agenda

There was a motion to accept the agenda by Sharon Gibala, seconded by Scott Adamsons. Vote unanimous, motion carried.

5. Communications / Correspondence:

Susan Bransfield reported on her attendance at a meeting regarding the Portland Town Center. She is very impressed with the progress of this plan.

The Portland Fair opens this Friday, October 12th at 6:00 pm. All are invited to the opening ceremony.

On Saturday November 3rd there will be a point of dispensing clinic, which is when surrounding communities practice response to a major health concern. Portland is designated as a center for distribution of medications. As an incentive, volunteers will be provided the influenza vaccination for free if they so choose to be vaccinated.

6. Public Comment: None

7. Discussion of possible action on General Ledger Accounting

Rob Buden, Finance Director explained the proposed resolution for bid waiver on General Ledger Accounting software. He reported to the BOS that:

  • Due diligence has been exercised in search for new system that will meet needs of the town.
  • The system will create significant operational efficiencies.
  • The system has the capability to go entirely paperless at some point.
  • Maintenance costs average 20% of price per year - approx. $18,000 annually.
  • Staff training costs included in price.

There was a motion by Mark Finkelstein to adopt this resolution with waiver of the reading, seconded by Scott Adamsons. Vote unanimous, motion carried.

WAIVER OF BIDDING FOR GENERAL LEDGER ACCOUNTING

WHEREAS, the current General Ledger software system requires an inevitable updating to increase efficiency; and

WHEREAS, after the software demonstration from three vendors, Finance is requesting to waive the bidding process and select the vendor that will provide the essential operating programs (general ledger, payroll, human resources, fixed assets) as well as additional programs (billing utilities, building department) at no additional cost; now therefore be it

RESOLVED, that pursuant to Section 1208 §7 of the Portland Charter, the Board of Selectmen hereby waives the sealed bidding requirements of Section 1208 of the Portland Charter for the purchase of General Ledger Software from Innoprise Software, Inc. at the cost of $90,000 with a three year payment plan, no leasing or leasing costs.

8. BOE lease agreement with NXEGEN for energy conservation measures in the High School / Middle School campus, Phase II (set date for Special Town Meeting)

There was discussion and explanation of the lease agreement with NXEGEN, of which they have agreed to do the following:

  • Retrofit and replace fixtures to increase light output; new lighting will be a more natural light.
  • Light sensors will be installed for significant cost savings.
  • Savings will be tracked via web based program.

RESOLUTION
APPROVAL FOR THE BOARD OF EDUCATION TO ENTER INTO A FOUR (4) YEAR AGREEMENT FOR AN ENERGY CONSERVATION AND LOAD MANAGEMENT PROGRAM

WHEREAS, the Board of Education is desirous of carrying out a lighting retrofit program in the High School, Middle School; and

WHEREAS, the Connecticut Light and Power Company, a subsidiary of the Northeast Utilities System, has established a program whereby Connecticut Municipalities may contract with CL&P for an energy conservation and load management program; and

WHEREAS, CL&P has pre-qualified contractors who can perform such work under the CL&P Municipal Program; and

WHEREAS, each contractor has been required to complete a bid pricing form for those energy-efficient measures that a contractor is interested in and qualified to install; and

WHEREAS, a proposal has been received from the NXEGEN Company of Industrial Park Drive in Middletown to install energy efficient fixtures in the High School, Middle Schools; and

WHEREAS, the NXEGEN proposal identifies a total project cost of $330,361 to be offset by a Connecticut Conservation Fund Incentive of $186,216 leaving a balance of $144,145 which NXEGEN has proposed be financed at 0% financing over forty-eight (48) months; and

WHEREAS, the NXEGEN proposal has identified electric savings beginning in the first year of $41,770, $212,608 over five (5) years, resulting in a net savings to the Board of Education's Budget, now therefore be it

RESOLVED, that the Board of Selectmen hereby approves the request of the Board of Education to enter into an energy conservation and load management program with CL&P; and be it further

RESOLVED, that the Board of Selectmen hereby approves the request of the Board of Education to enter into an agreement with NXEGEN Company to perform the retrofit work in the High School and Middle School complex, said costs to be repaid over a period of four years; and be it further

RESOLVED, that inasmuch as the CL&P has approved NXEGEN as a Company qualified to do the retrofit work, and since the Town must use a CL&P approved company to obtain the Conservation Fund Incentive payment, the Board of Selectmen hereby waives the competitive bidding requirements of Section 1208 of the Town Charter.

NOTE: In accordance with the Town Charter, the issuance of any obligations the terms of which are in excess of one (1) year requires a Special Town Meeting for approval.

There was a motion by Mark Finkelstein to set the date for Town Meeting on this issue as October 24, 2007 at 7: 00 pm, seconded by Sharon Gibala. Vote unanimous, motion carried.

9. Proposed Amendment to Ordinance Chapter 14: Fees for Land Use Application [ZBA, IWC & P&Z], and Mixed Use Development (set date for Public Hearing)

There was a motion made by Mark Finkelstein, seconded by Sharon Gibala to set this public hearing date for October 24, 2007 at 6:45 pm. Vote unanimous, motion carried.

10. Leasing of a Wide Format Digital Imaging System (set date for Special Town Meeting)

Meeting recessed at 8:34 pm and reconvened at 8:36 pm.

Susan Bransfield will put this matter on another agenda. After discussion, it was decided that more information is needed prior to moving forward on this issue.

11. Decision on the Solar Photovoltaic Array at Valley View School

Rob Buden made the recommendation that the money to pay for a 10kw system, rather than 5kw, be taken from the funds that were earmarked for the generator at Portland High School. This will allow the Town to capitalize on installation costs, enhancing ability to provide clean energy. Any savings generated by the new system will be returned to the capital budget to essentially pay the town back for spending the money now.

There was a motion by Mark Finkelstein, seconded by Scott Adamsons, to accept this recommendation and fund the project. Vote unanimous, motion carried.

12. Decision on the Buck-Foreman Roof and Clock-tower at Town Hall

Rick Kelsey made the recommendation that the BOS appropriate $26,013 from the Maintenance Fund to fund these two projects. There was a motion by John Anderson, seconded by Scott Adamsons, to accept this recommendation and fund these two projects. Vote unanimous, motion carried.

13. APPOINTMENTS TO BOARDS AND COMMISSIONS (Re-appointments, vacancies, etc.):

None

14. REFUNDS OF EXCESS PAYMENTS:

There was a motion by Mark Finkelstein, seconded by Sharon Gibala, to refund Strycharz, Nathan, the amount of $58.43. Vote unanimous, motion carried.

There was a motion by Sharon Gibala, seconded by Brian Flood to refund Brautigam Donna L or Arsenault, Mary P., the amount of $35.12. Vote unanimous, motion carried.

There was a motion by Mark Finkelstein, seconded by Sharon Gibala, to refund VW Credit Leasing LTD, the amount of $97.48. Vote unanimous, motion carried.

There was a motion by Scott Adamsons, seconded by Mark Finkelstein, to refund Jylkka, Jeffrey M., the amount of $52.68. Vote unanimous, motion carried.

There was a motion by Mark Finkelstein, seconded by Sharon Gibala, to refund Johnson, William M. or Johnson, Kimberlee V., the amount of $78.05. Vote unanimous, motion carried.

There was a motion by Sharon Gibala, seconded by Scott Adamsons, to refund Johnson, William M., the amount of $10.79. Vote unanimous, motion carried.

15. PUBLIC COMMENT:

None

16. BOARD OF SELECTMEN GENERAL INFORMAL DISCUSSION

17. ADJOURN MEETING

There was a motion by Mark Finkelstein, seconded by Brian Flood to adjourn the meeting. Vote unanimous, motion carried. The meeting was adjourned at 9:00 pm.

Respectfully Submitted,

Laura Siena, Board Clerk