AGENDA REGULAR MEETING OF THE BOARD OF DIRECTORS …bod.townofmanchester.org/NewBOD/assets/File/agenda1804_complete.pdfThe meeting was called to order at 7:15 p.m. All in attendance

EXECUTIVE SESSION – 6:30 P.M. A. Real Estate B. Labor Negotiations

AGENDA REGULAR MEETING OF THE BOARD OF DIRECTORS

APRIL 3, 2018 – 7:00 P.M. LINCOLN CENTER HEARING ROOM

ONE MEETING AGENDA

1. MEETING CALLED TO ORDER. 2. AWARDS AND PRESENTATIONS. 3. OPENING OF MEETING TO ELECTORS OR TAXPAYERS WHO WISH TO BE

HEARD ON ANY SUBJECT WITHIN THE JURISDICTION OF THE BOARD OF DIRECTORS. (Sign-up sheet available 15 minutes prior to the start of the meeting)

4. ADOPTION OF MINUTES OF PREVIOUS MEETING. A. Minutes, March 1, 2018 - Joint Special Meeting of the Board of Directors and Board of Education B. Actions, March 6, 2018 – Regular Meeting C. Minutes, March 6, 2018 – Regular Meeting D. Minutes, March 7, 2018 - Budget Presentation to the Board of Directors E. Minutes, March 8, 2018 – Budget Workshop #2 F. Minutes, March 14, 2018 – Budget Workshop #3 G. Minutes, March 14, 2018 - Public Hearing on the Budget H. Minutes, March 15, 2018 – Budget Workshop #4 I. Minutes, March 20, 2018 – Budget Workshop #5 J. Minutes, March 22, 2018 – Budget Workshop #6 K. Minutes, March 26, 2018 – Special Meeting L. Minutes, March 27, 2018 – Budget Workshop #7 5. COMMUNICATIONS. 6. REPORTS. A. Manager’s Report 1. Annual Operations and Performance Report B. Other Reports 7. PRESENTATION OF BID WAIVER REQUESTS. 8. PUBLIC HEARINGS (formally advertised). * A. Appropriations to Special Projects as follows: 1. Youth Service Bureau ...................................................................................... $20,000

for summer camp scholarships to Manchester youth to be financed by donations from the Mayors’ Program for Manchester Children and SBM

Charitable Foundation which are gratefully acknowledged and accepted. 2. Increase to Municipal Grant Program (Dial-A-Ride) ...................................... $34,575

to be financed by the Department of Transportation for the grant contract period July 1, 2017 through October 31, 2017, for a total appropriation of $51,863.

3. Recreation Department – Cruisin’ on Main ..................................................... $31,383 for program costs for the 2018 event, all direct costs to be reimbursed by the Cruisin’ on Main Committee. 4. Memorial Tree Program ........................................................................................ $815 to be financed by donations which are gratefully acknowledged and accepted. 5. Manchester, CT HOPE Initiative .......................................................................... $530

to be financed by donations which are gratefully acknowledged and accepted. 6. State Asset Forfeiture Account ........................................................................ $25,610 for continuing narcotics investigations, equipment, and/or training to be financed by proceeds from narcotics investigations.

Board of Directors April 3, 2018 Agenda Page 2

7. Recreation Department – Yellow Bike Youth Commission Mini Grant ........... $3,000 to be financed by a grant from the Cruisin’ on Main Committee which is gratefully acknowledged and accepted. 8. Recreation Department Special Activities Fund ................................................ $1,750

to be financed by a donation from the SBM Charitable Foundation to support the annual Children’s Fishing Derby and the Senior Citizen’s Fishing Derby which is gratefully acknowledged and accepted.

* B. Appropriations to Education Special Projects as follows: 1. General Improvements to Alliance Districts’ School Building Grant Program (FY 17/18) .......................................................................... $1,080,000 2. Extended School Hours Grant (FY 17-18) .................................................... $125,223 to be financed by a state grant for MELC’s after school care/extended school hour component to include an hour of academics delivered by district elementary teachers. 3. Manchester Head Start (3/1/18 – 2/28/19) ..................................................... $601,024 preliminary appropriation for operation of Head Start program to be financed by a federal grant. 4. Manchester Head Start (3/1/18 – 2/28/19) ......................................................... $7,656

preliminary appropriation for Training and Technical Assistance to be financed by a federal grant.

5. Manchester Head Start (3/1/18 – 2/28/19) ..................................................... $418,005 preliminary appropriation for operation of Head Start program to be financed by a federal grant for Enfield Head Start.

6. Manchester Head Start (3/1/18 – 2/28/19) ......................................................... $5,568 preliminary appropriation for Training and Technical Assistance to be financed by a federal grant for Enfield Head Start.

* C. Appropriation to Fire Fund Donations (Paramedic Professional Development) ..... $2,800 to be funded by a “We’re Pulling for You” grant awarded by the SBM Charitable Foundation to support the “Stop the Bleed Training Day” which is gratefully acknowledged and accepted. D. Appropriation of LOCIP funds – Police Department Air Conditioning Chiller .. $450,000 E. Approval of an ordinance amending Chapter 285, Taxation, in the Town of Manchester Code of Ordinances, by adding a section providing for a property tax exemption for Gold Star parents and spouses. A copy of the proposed ordinance may be seen in the Town Clerk's office during regular business hours. 9. CONSENT CALENDAR. 10. ACTION ON ITEMS OF PUBLIC HEARING. 11. UNFINISHED BUSINESS. A. Appointments to Boards and Commissions which have members with terms expiring in November 2017:

Board/Commission Name Term Expiring

Cheney Hall Foundation, Inc. Vacant November 2018

B. Appointment of a member to the Redevelopment Agency with a term expiring November 2021 to fill the vacancy left by Robert Schneider (R).

C. TABLED - Approval of an ordinance establishing a Multicultural Affairs Commission. D. TABLED - Approval to join opioid lawsuit.

Board of Directors April 3, 2018 Agenda Page 3

12. NEW BUSINESS. * A. Appropriation to Special Projects (under $500) as follows: 1. Police Donations Revenue Account - Manchester Police Explorer Post .............. $140 to be funded by donations from Kimberly Fogarty ($75), Stephanie Szymonik ($25) and Lourdes Moran ($40). 2. Hockanum River Linear Park Special Grant Account .......................................... $233 to be funded by donations in memory of Frank Horton ($125) and a donation in memory of Paul Haid ($108) which are gratefully acknowledged and accepted. * B. Approval of a resolution authorizing Scott Shanley, General Manager, to enter into contracts with the State of Connecticut, Department of Agriculture, regarding a grant awarded by the Department of Agriculture to be utilized for the operation of the Spruce Street Market. C. Resolution requesting support of legislative delegation to regulate fracking waste at State level. D. Approve transfer of closed-out project appropriations to Unallocated Reserves, as listed. E. Appointment of a member to the Cheney Brothers National Historic District Commission with a term expiring November 2018. F. Appointment of a member to the Cheney Brothers National Historic District Commission with a term expiring November 2019. G. Approval of resolution authorizing the General Manager to submit necessary applications to the State of Connecticut for a LoCIP grant in the amount of $450,000 for replacement of Police Department Air Conditioning Chiller & Cooling Tower. 13. COMMENT AND DISCUSSION BY BOARD MEMBERS ON ITEMS FOR

FUTURE AGENDA OR OF GENERAL CONCERN. 14. ADJOURNMENT. CONSENT CALENDAR: Items marked by an * which are not subsequently removed from the consent calendar by a Director are approved under item #9 of this Agenda.

JOINT SPECIAL MEETING OF THE BOARD OF DIRECTORS

AND THE BOARD OF EDUCATION

MINUTES

Thursday, March 1, 2018 7:00 p.m.

Lincoln Center Hearing Room 494 Main Street, Manchester

BOARD OF DIRECTORS PRESENT: Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Floyd-Cranford, Galligan and Jones ABSENT: Mayor Moran and Directors Devanney and Eckbreth BOARD OF EDUCATION PRESENT: Peter Conyers, Tracy Maio, Peter Meggers, Jason Scappaticci and Darryl Thames, Sr. ABSENT: Deborah Hagenow, Neal Leon, Chair Chris Pattacini and Melanie Stefanovicz ALSO PRESENT: General Manager Shanley and Superintendent Geary. 1. Meeting Called to Order. Deputy Mayor Hackett called the meeting to order at 7:00 p.m. All present participated in the Pledge of Allegiance to the Flag. 2. Discussion: 2017 ERASE Youth Alcohol and Drug Use Student Survey. Sharon Kozey, Director, Manchester Youth Service Bureau, introduced the subject and gave background on how the community came to have this grant funded opportunity. In 2016, Manchester Youth Service Bureau received a Partnership for Success grant from the Department of Mental Health and Addiction Services. This grant supports the CHANGE Collaborative of Manchester. Last spring, ERASE (East of the River Action for Substance Abuse Elimination) administered a school-wide survey to students in grades 7-12 at Illing Middle School and Manchester High School. The findings of that survey will be presented at this meeting, along with supportive efforts occurring for students in Manchester Public Schools. She introduced the presenters for the evening including: Sheridan Douglass, Project Coordinator, Manchester Youth Service Bureau, Deedra Willingham, Youth Advocate, Manchester Youth Service Bureau, Nina Chanana, Evaluator, Chanana Consulting and Pam Phillips, Substance Abuse Specialist, Manchester School District. Melisa Luginbuhl, Executive Director, ERASE Inc. was also available to answer questions.

4.A

Board of Directors February 28, 2017 Policy Briefing Minutes Page 2 During and after the presentation, Board of Directors and Board of Education members were able to get their questions answered. ADJOURNMENT: The meeting adjournment was moved by Director Jones and seconded by Director Galligan. Meeting adjourned at 8:22 p.m. lgl APPROVED: ATTEST: ____________________________________ Secretary, Manchester Board of Directors

ACTIONS REGULAR MEETING OF THE BOARD OF DIRECTORS

MARCH 6, 2018 - 7:00 P.M. LINCOLN CENTER HEARING ROOM

ONE MEETING AGENDA

PRESENT: Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Devanney, Eckbreth, Floyd-Cranford, Galligan and Jones.

ALSO: General Manager Shanley and Town Attorney Ryan Barry.

EXECUTIVE SESSION - The Board went into Executive Session at 6:30 p.m. to discuss Real Estate, Personnel and Labor Negotiations adjourned at 7:10 p.m. Present were Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Devanney, Eckbreth, Floyd-Cranford, Galligan and Jones. General Manager Scott Shanley, Director of Planning Gary Anderson (until 7:00 p.m) and Director of Administrative Services Dede Moore (until 7:05 p.m.) were also present. No votes were taken.

1. MEETING CALLED TO ORDER.

The meeting was called to order at 7:15 p.m. All in attendance participated in The Pledgeof Allegiance to The Flag, led by Girl Scouts from Troops 10606, 10610, 10620, 10626 and10643.

4. ADOPTION OF MINUTES OF PREVIOUS MEETING.

#99-ts A. Actions, February 6, 2018 - Regular Meeting

#100-18 B. Minutes, February 6, 2018 - Regular Meeting

Gates/Galligan

#101-18 C. Minutes, February 27, 2018- Policy Briefing Meeting

Gates/Floyd-Cranford

9. CONSENT CALENDAR.

SA.Appropriations to Special Projects as follows:

9 Voted in Favor

3 Voted in Favor (6 abstained)

#102-ts 1. State Asset Forfeiture Account .......................................................................... $1,310 for continuing narcotics investigations, equipment, and/or training to be financed by proceeds from narcotics investigations.

#103-18 2. Manchester Police Department Training Account ............................................ $3,750 to be funded by reimbursement from Community Health Resources, Inc. for multiple health training classes to provide mental health services to various groups.

#104-ts 3. Manchester Public Library - New Alliance Foundation Grant ....................... $20,000 for services and books to assist with the Summer Reading program for students in Grades K through 3.

4.B

MINUTES REGULAR MEETING OF THE BOARD OF DIRECTORS

MARCH 6, 2018 – 7:00 P.M. LINCOLN CENTER HEARING ROOM

ONE MEETING AGENDA

PRESENT: Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Devanney, Eckbreth, Floyd-Cranford, Galligan and Jones.

ALSO: General Manager Shanley and Town Attorney Ryan Barry. EXECUTIVE SESSION – The Board went into Executive Session at 6:30 p.m. to discuss Real Estate, Personnel and Labor Negotiations, and adjourned at 7:10 p.m. Present were Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Devanney, Eckbreth, Floyd-Cranford, Galligan and Jones. General Manager Scott Shanley, Director of Planning Gary Anderson (until 7:00 p.m) and Director of Administrative Services Dede Moore (until 7:05 p.m.) were also present. No votes were taken. 1. MEETING CALLED TO ORDER.

The meeting was called to order at 7:15 p.m. All in attendance participated in The Pledge of Allegiance to The Flag, led by Girl Scouts from Troops 10606, 10610, 10620, 10626 and

10643. 2. AWARDS AND PRESENTATIONS.

A. Proclamation: Girl Scout Day Mayor Moran stated March 12, 2018 marks the 106th anniversary of the Girl Scouts of the United States of America. For more than 100 years, Girl Scouting has helped build millions of girls and women of courage, confidence and character who act to make the world a better place. Today, more than 59 million American women are Girl Scout alumnae and 2.7 million girls and adult volunteers are active members. He presented the Girl Scouts with a Proclamation naming March 12 as Girl Scout Day in Manchester. 3. OPENING OF MEETING TO ELECTORS OR TAXPAYERS WHO WISH TO BE

HEARD ON ANY SUBJECT WITHIN THE JURISDICTION OF THE BOARD OF DIRECTORS. (Sign-up sheet available 15 minutes prior to the start of the meeting)

Christine May Joyner, 450 East Center Street, is concerned about fracking waste, which leads to leakage of radioactive material into the sand and water supply. She would like to see Manchester join the more than 35 other Connecticut towns leading the charge to prevent this from coming into our state. Barbara Vizoyan, 16B Ambassador Drive, thanked the Board for putting fracking waste on the agenda. She appreciates the hard work done by the Board of Directors. She is on the Sustainable Living Committee for the Unitarian Universalist Church in Manchester. Fracking waste is one of the committee’s biggest concerns. They have joined with other organizations to stop fracking waste from coming to Connecticut. More than 30 towns have passed ordinances to ban transfer and storage of fracking waste in their towns. There are many citizen organizations throughout the state that have come together and are active in banning this. The Connecticut General Assembly

4.C

Board of Directors March 6, 2018 Minutes Page 2 passed House Bill 6329 on January 23, 2017 for a moratorium on fracking waste, which ends on July 18, 2018 unless the moratorium is extended. In the meeting in Hartford on February 23, 2018, an extension did not seem likely. According to State Law, towns have the authority to prohibit the carrying on within the municipality of any trade, manufacturer, business or profession which is or may be prejudicial to public health. Certainly toxic waste is detrimental to health. In Pennsylvania, the Marcellus Shale is running out of places to put this waste. This waste has been linked to earthquakes in Ohio. She distributed a fact sheet on fracking waste to Board members. She wants Manchester to pass an ordinance to ban fracking waste. There are several petitions being gathered which will be brought to the April Board meeting. Angela Bellas, 126 Lakewood Circle North, is here to speak on the creation of a Multicultural Affairs Commission. It is our social responsibility to actively combat racism and all forms of oppression in our town, in our state and in our nation. As a community, we need to acknowledge that structural racism is real and affects everyone in our community. We must address structural racism at social, economic and political levels and in every policy decision that we make. A Multicultural Affairs Commission alone will not effectively address structural racism. It requires multipronged transformative strategies for changing entire systems. The Board of Directors needs to play an active role in dismantling structural racism in Manchester. Peyton Rutledge, 33 Stephen Street, moved to Manchester 30 years ago with her husband and two children. They wanted to live in a friendly culturally diverse community close to Hartford with strong schools. She thanked the Directors for the time and concern given to issues of diversity and community engagement. Hiring KJR consulting with a goal of increasing community engagement is a proactive effort with much potential. The recent forum demonstrated there is a lot of work to be done. Weighing the results of the survey and determining what more is needed to gather data that more accurately reflects our population are useful next steps. The process should involve members of our community who have perhaps not shared their experiences or voiced their concerns in the past. I agree with Directors Jones and Floyd-Cranford and Mayor Moran that involvement of many residents is essential. Continued discussions will lead to a stronger community. Creation of a Multicultural Affairs Commission, although its goals may be worthy, will detract from the open Town-wide process that needs to take place. As our town leaders, this diverse group of Directors has an opportunity to lead by example. Please continue to support the process that began with the survey, encourage participation by listening to your town and to each other. Diane Kearney, 16 Briarwood Drive, has a lot of respect for all Board members. Her comments are not directed at the Board members, but are about a system that is fractured. She is here to speak about the creation of a Multicultural Affairs Commission. Good intentions aren’t always the answer to solving a systemic issue. The proposal has merit and it is a great gesture to solve inequities that exist in Manchester, but she would like the Board to seek an alternative approach. Multiculturalism runs through everything that we do. A Human Relations Commission began in the early 80’s to combat discrimination. She would like to hear about the systemic changes that occurred as a result of that commission. When the commission merged with two other commissions, it devalued the Human Relations Commission. The commissions were merged but now you want to create another similar commission. The most productive direction to go is to have courageous conversations about race, integrating the idea of this commission into your work, routines, discussions and relationships. It needs to be a holistic integration. It is about getting comfortable so that if something difficult comes up, we should be able to have dialogue about it without getting defensive, feeling attacked or not being heard. If we talk about racial disparities in education in the commission instead of with the school staff, what true impact will we have on those who are affected by the inequity? Board members are change-makers and need to incorporate the discussions into the DNA of what you do. Having conversations about race will

Board of Directors March 6, 2018 Minutes Page 3 allow us to change policies and practices. Separating it out allows us to avoid it once again. We need to tackle this together alongside the BOE, Fire, Police, Park and Rec and local businesses, not just in a Commission. Let’s create a safe inclusive environment to have those conversations together. Katie Bonilla, 136 Campfield Road, commends the Board of Directors for trying to create avenues to have courageous conversations about race and inclusivity. She does not believe there should be a Multicultural Affairs Commission. She was struck by the clause in § 28-76 D which read “Members of the Commission are expected to demonstrate leadership qualities in and out of Commission activities and shall avoid physical altercations, threatening behavior, personal attacks, imputing improper motives to any member or misrepresenting the statements of other members. Behavior that is likely to discredit the Town of Manchester is ground for dismissal. A member may be removed from the Commission in accordance with the provisions for removal of board or commission members contained in the Town Charter.” Using terms such as improper and threatening reinforces negative attitudes and sterotypes towards communities of color and conversations about race. This paragraph is essentially filled with fear and we are setting a dangerous tone. She is troubled that this specific language is proposed when talking about a commission that addresses multicultural concerns, and wondered if this clause is included in every commission’s regulations. Part of the process in addressing issues of race, privilege, homophobia and class is to have open conversations meant to deconstruct biases. Creating a Multicultural Affairs Commission is not an inclusive approach. Laurel LaPorte-Grimes, 25 Jeffrey Alan Drive, also spoke about the possible creation of a multicultural affairs commission. She is speaking as a member of the community and on behalf of USIC (Uniting for a Safe Inclusive Community). USIC is a grassroots organization in Manchester who actively work to ensure a safe and inclusive community for all, and in particular for members of marginalized communities. They appreciate that the intent behind the proposal is to help enhance community engagement. There are many things Town leadership can do to support marginalized communities but they don’t feel that creating this commission is one. Racism, sexism, etc. are systemic issues. In the past, we created commissions to study these problems and recommend solutions to try to enhance community cohesion through these efforts. We can’t field this work out to a commission but need a continuous and integrated approach. Everyone in every capacity must do this work on a daily basis. Town leadership need to ensure that people of color and members of other marginalized communities are actively being recruited to serve in our police and fire departments, ambulances, school district, etc. especially in leadership positions. She suggests training on undoing racism and similar training related to other marginalized communities. This training would benefit the leadership, staff, existing commissions, Board of Education and Board of Directors. This type of training enhances understanding and empathy. Making training a priority would demonstrate to marginalized communities that leadership is listening to their voices and concerns, and is interested in learning how to address them. The members of USIC understand that Manchester draws its strength from our diversity, but that also presents us with challenges. The best way to address these challenges is in an integrated fashion, as part of the decision making process in all departments and commissions, with appropriate training as a resource. Tom Stringfellow, 183 Hillstown Road, talked about the riots after Dr. King’s assassination. He disagrees with an article he recently read indicating Dr. King didn’t deserve a holiday. Dr. King died for all Americans. Atlantic Monthly recently had an article about the impact of Martin Luther King’s speeches. A book about Mrs. King titled My Life, My Love, My Legacy came out recently. He then talked about an article in the March edition of Time magazine regarding the opioid epidemic, which is a national problem. Formation of a Multicultural Affairs Commission is a noble effort but he wondered what would come out of it. It’s not easy to talk about structural

Board of Directors March 6, 2018 Minutes Page 4 racism, sexism or classism. We are at a point where we have to pull together for the sake of the children and grandchildren in Manchester. All citizens have a right to be heard. He commends this town for what has been achieved and hopes the proposed multicultural affairs commission will really listen to what everyone has to say.

4. ADOPTION OF MINUTES OF PREVIOUS MEETING. A. Actions, February 6, 2018 – Regular Meeting B. Minutes, February 6, 2018 – Regular Meeting Gates/Galligan 9 Voted in Favor C. Minutes, February 27, 2018 – Policy Briefing Meeting Gates/Floyd-Cranford 3 Voted in Favor (6 abstained) There was some discussion about acceptance of the Policy Briefing Meeting with only 3 votes. The Town Attorney indicated that because there were no votes taken at the policy briefing meeting that the minutes can be approved with 3 votes. 5. COMMUNICATIONS. Mayor Moran stated Manchester will be represented in Saturday’s St. Patrick’s Day parade. It is a great honor to be the Town Marshal and to be accompanied by the Town Honoree Director Eckbreth. 6. REPORTS. A. Manager’s Report General Manager Shanley stated there will be three reports tonight. The first report is regarding the opioid lawsuit filed by a number of municipalities in the state of Connecticut. Manchester has been asked to join this lawsuit. Sarah Howroyd, co-founder of the HOPE Initiative, has gone to several of the meetings in regard to the lawsuit and is here to discuss that. Should the Board of Directors agree to join the lawsuits, it should be contingent upon agreement by the Town Attorney once he has had the chance to review the documentation. Superintendent of Schools Matt Geary is also here tonight to present a briefing on security updates made to Town schools, as requested by the Board of Directors. Max Cohen, Safety Coordinator for the schools and Peter Staye, Facilities Director, are also here to answer any questions as needed.

2. Briefing: Security Investments in Schools Superintendent Geary provided the Board members with an overview of security upgrades made to Town schools. Significant investments have been made through State Security Grant funding and local funds from the Board of Education and the Town to make the schools more secure. Since the school shooting in Florida, there has been a lot of strong communication with the Manchester Police Department to help us keep students safe. MPD has been very responsive to any needs we have had.

Board of Directors March 6, 2018 Minutes Page 5 Mayor Moran stated we have increased our security efforts in our schools over the last several years. After the Florida tragedy, our anxiety level has been raised again. It is important to remind the community that we are doing our best on a daily basis to keep our children safe, which include security measures that are not made public. He thanked Superintendent Geary for his leadership in this effort. Superintendent Geary indicated the Manchester Police Department did an audit of the schools shortly after the Newtown tragedy. Through that audit we found that exterior doors were sometimes propped open for reentry. Badge-activated access readers have now been installed on all outside doors so they are no longer left propped open. All doors at all schools are now kept locked. Significant funds were spent on surveillance cameras, both inside and outside the buildings. Upgrades were also made to voice over internet protocol (VOIP) phone systems in every school so all interior phones can be dialed out directly to a landline from classrooms. There are other details that are confidential because they are related to safety. The next biggest investment was an intrusion alarm system, which include motion detectors, panic buttons throughout the schools and door contacts so we can tell when doors are open. Radio upgrades were made, allowing us to speak across an emergency frequency. When we have a lockdown, we use the emergency channel so Police and Fire Departments are aware of what is happening. Other upgrades include emergency information bags in each classroom, which include supplies needed in case of emergency. Room numbers were put on windows of all rooms that are visible from the outside of the buildings. Also added are high security entrance vestibules requiring visitors to be “buzzed in” to schools. In our newer buildings, the doors lock from the inside and in the older buildings we have asked teachers to leave doors in the locked position at all times so if the door is open and there is a lockdown you just pull the door closed. Many schools purchased high quality door jamb magnets which allow staff to keep their classroom doors in the locked position but able to be opened during routine operations. The Manchester Police Department now has access to buildings through emergency card readers and key fobs in patrol vehicles. We are currently in discussion about security camera access for the Manchester Police Department so they have access to surveillance cameras in the event of a lockdown. We have security staff with Security Guards at Illing, MHS and Bennet, hall monitors in buildings and 5 School Resource Officers (SRO’s) in the schools. We have made a significant investment to keep our children safe. We are in a good place with these upgrades that have been made in comparison to many other districts. Mayor Moran said he went to Highland Park School on Friday and was impressed that he had to go through two sets of doors to get into the school. He appreciates the efforts being made by the Board of Education. Director Devanney asked what training there is for teachers and staff so they know what to do in the event of an emergency. He also asked what a safety drill would look like and if the students are aware of what they are expected to do during a drill. Superintendent Geary stated every school has a formal safety plan. Each teacher also has a quick sheet guide to the safety plan. Drills are done regularly and staff give feedback after the drills. There is ongoing communication with the staff. Safety drills involve the Principal calling for a lockdown. When the lockdown starts, the building is checked to ensure everyone is silent and in a corner away from the windows. Response time is checked. A lockdown is designed to figure out if improvements need to be made. They are done in each school monthly. They have also done some weather related drills. They are always very clear when the lockdown is a drill, so

Board of Directors March 6, 2018 Minutes Page 6 that students/parents don’t panic. Students understand the seriousness of a lockdown but we do protect some semblance of innocence for the younger students. Secretary Gates asked if the portable classrooms are included in the drills. Superintendent Geary indicated the portable classrooms and central offices do not have a PA system, so they use upgraded walkie-talkies in those rooms, which are on at all times. The announcement for lockdown is made through the walkie-talkies. Director Galligan stated these are great security improvements and all staff always put the student safety first. He asked if there is security for after-school events. Superintendent Geary responded that most after-hours events are at the high school and middle schools. At MHS, there is round the clock security. There is security at Illing whenever there are students present. There are evening events at the middle schools that are done through Park and Rec where there is not security. Director Eckbreth stated we have to be sensitive to having the right balance of security without creating an environment where children become scared. She has recently received questions from residents about installing metal detectors in the schools. Superintendent Geary is not a fan of metal detectors although the most recent school shooting felt different to him. For the first time, he might have thought out about metal detectors. He has spoken with the Police Chief about this, and they are uncertain if metal detectors would prevent something like what happened in Florida. Metal detectors would also have to be staffed regularly. We should invest as much money as we need to keep kids safe but metal detectors can cause a false sense of security. While they might make people feel safer, he doesn’t feel they would actually make them safer, and they might make students feel more like they are walking into a prison, not a school. Director Eckbreth agrees that metal detectors can heighten stress and make a learning environment difficult. It is about creating a safe and inclusive environment. In Florida, the individual walked right into the building. Manchester had taken security measures a long time ago that would have prevented this. She received a video clip from a resident that showed an enclosed unit in a classroom used to keep students safe. It was also used as a quiet place for students to read or get individual instruction. She understands these units could be cost-prohibitive. She does appreciate the efforts by the Town, public safety and BOE staff to continuously look for ways to implement safety measures in Town schools. She feels it is important to let the community know that, without revealing all of our security measures, the safety of our schools is something that we constantly look at. She did have a complaint this week, however, from a parent who is new to the Town. He went to his child’s elementary school to drop off something and although he needed to be buzzed into the school giving his name, he was upset that he was not required to present i.d. Director Eckbreth assured the parent that policies are in place and said we need to make school staff aware when policies are not followed. She gave the parent Superintendent Geary’s contact information. She thanked Superintendent Geary for the update. Superintendent Geary said he has gotten an overwhelming response from parents regarding the upcoming “Stop the Bleeding” workshop. It is unfortunate that we have to present this type of workshop, but he has received positive feedback that the Town is pursuing these types of workshops.

Board of Directors March 6, 2018 Minutes Page 7 Vice Chair Hackett thanked Superintendent Geary and his staff for preparing this presentation. As a former BOE member, she feels it is critical that we share this information with the public. There is a fine line between instilling confidence vs. disclosing too much information. The SRO’s have been a constant. They have a multi-pronged approach of keeping children safe which includes relationship-building with the students, enabling them to stay close to what’s going on in the schools. She mentioned the Tips line within the schools, and asked how that is enhancing the safety of the schools. Superintendent Geary stated there are two anonymous tip lines, one with the Manchester Police Department and one in the schools. The in-school tip line goes directly to him. He has gotten several tips relating to a child being uncomfortable in school. All tips are examined. Vice Chair Hackett also asked if there is a connection between the two tip lines. She wondered if it is confusing that there are two different tip numbers. Superintendent Geary stated the in-school tip line clearly states that all police matters should be referred to the Manchester Police Department. He will get numbers for the Board of Directors on how many tips they have received and what types of tips they are. Mayor Moran asked what the protocol is when visiting teams or clubs come to town. He asked how the schools communicate safety drills with visiting schools. He also asked what type of conversation we are having with our students after an incident such as in Florida. Last week in Westport a student reported a possible problem which was looked into and possibly prevented an incident. He wanted to ensure we are having those types of conversations in our classrooms. Superintendent Geary indicated that protocol for visiting schools is an area that could certainly be looked into more. He stated we are having conversations about incidents such as Florida with students in grades 6-12. In the K-5 setting, it is a parent’s decision as to how much or how little they say to their children. If a parent asks for our social worker to talk to their child, we will do that. Mayor Moran reiterated that safety is our number one concern, especially for children in our schools. We want every student to feel safe. He thanked Superintendent Geary for his hard work and for the update.

1. Presentation regarding opioid lawsuit (Sarah Howroyd)

Ms. Howroyd presented information regarding opioid abuse and talked about the nationwide opioid litigations. Opioid abuse is an epidemic in the United States, with over 11.8M people misusing pain relievers. 91% of these abusers do not receive treatment. All HOPE Initiative participants have been Medicaid recipients. In Connecticut 1,038 residents died of opioid abuse in 2017. It affects all walks of life and is the worst public health crisis we have ever seen. We have lost 66 Manchester residents between 2012-2017. Opioid prescriptions have quadrupled since 1999. Big Pharma intentionally misled doctors for their own monetary gain. Opioids were never meant for ongoing pain addiction, but were meant for end-of-life palliative pain control. Last year almost 400 cities, counties, states and Native American tribes began suing opioid makers, wholesalers, distributors and marketers for misleading health professionals and the public by marketing opioids as rarely addictive and a safe substitute for non-addictive pain medications such as ibuprofen. Ms. Howroyd attended meetings with Waterbury’s Mayor who is looking to get other Connecticut municipalities involved in the opioid lawsuit. No amount of money will

Board of Directors March 6, 2018 Minutes Page 8 bring back the nearly ½ Million people who have died to opioid related overdose deaths. The Attorney General’s office now has special interest in these cases. Beyond the money, the lawsuit is to hold Big Pharma accountable for their actions both civilly and criminally. Cost burden on municipalities includes employee medical plan costs, WC plans, opioid therapy and addiction treatment costs and public health costs. Taxpayers pick up the burden of the costs from the influx of criminal justice costs to addiction treatment costs to ER costs. Foster care systems are inundated with children who have been destroyed by this epidemic. The level of destruction that this has caused is unfathomable. We need to prevent new cases from occurring, provide effective treatment to those addicted and control the supply of over-prescribed opioids. The cost of the opioid crisis just exceeded $1Trillion for American taxpayers. She urged Manchester to consider joining the opioid lawsuit as a municipality to take a stand for what is right, to get treatment for those who need it and to prevent new instances from occurring. Mayor Moran concurred opioid addiction is an epidemic and is growing. He thanked Ms. Howroyd for her passion in regard to this. Director Galligan thanked Ms. Howroyd for the important work she is doing. It’s so important to remember these are not statistics; they are brothers, sisters, mothers, fathers and children who are never going back to their families. He asked if there has been any discussion about including the FDA in these lawsuits. Ms. Howroyd would love to see the FDA included in these lawsuits but they are not included in any current lawsuits. Right now the focus is to get leadership within communities to come together and take action. She has spoken directly to the attorney who is overseeing this effort in Connecticut who could provide more details and offered to connect the Board with this attorney. Director Galligan stated these messages are resonating within the physician community as well. His oral surgeon’s office indicated they will not prescribe these pain killers because of the effects these medications have. Vice Chair Hackett is grateful for the work done by Ms. Howroyd and the HOPE Initiative. We recently had Dr. Carroll and Chief Montminy give an update. She wondered what is happening in medical school training in regard to opioid abuse. Ms. Howroyd stated unfortunately only a few medical schools have opioid abuse training in their curriculum. Only within the last few years was there mention of teaching this in medical schools and only a few schools are doing it. Dr. Daniel Tobin at Yale University is reconfiguring the entire medical school program to include this. We talked at the State Legislation level about trying to mandate this training in medical schools and social work schools. We would need legislation to make training on opioid addiction a requirement. Director Devanney thanked Ms. Howroyd for the courage to put herself out there for the good of others. Director Eckbreth asked for background information on the lawsuit. She would like to see the list of CT towns involved in the lawsuit, their costs to date and what the attorney thinks the final costs would be for towns that join the lawsuit. She also asked what end-result they are looking for in the lawsuit. When the tobacco industry was involved in a similar lawsuit, the money didn’t trickle down to the individuals who were affected. She is concerned that the financial gains are only for the litigators who took this on rather than the communities who took part in the lawsuit.

Board of Directors March 6, 2018 Minutes Page 9 Ms. Howroyd stated there is no up-front cost for the Towns. Waterbury’s Mayor has been a driving force behind this. There’s no amount of money that can be put on human life but this is what would hit Big Pharma the hardest. Mayor Moran thanked Ms. Howroyd for her presentation. General Manager Shanley stated he will meet with Attorney Barry to discuss our options in regard to the opioid lawsuit.

2. State Revenue Preview General Manager Shanley stated there is a slow consistent erosion of State revenue in Manchester, a community that is said to be held harmless because we are an Alliance Community. What gets held harmless is the ECS funding for the most part, though not entirely. The erosion of State funding to Manchester occurs everywhere else. We will start this upcoming fiscal year $2M below where we started the current fiscal year. It has been through a series of budget reductions and rescissions, where the Governor has the authority to reduce what the Legislature budgeted. We lost $250K from the Renters Rebate program and additional funds from many other programs. This will be discussed in more detail during the budget workshops. If the BOD had not sent a supplemental motor vehicle tax bill, this figure would be closer to $3M. B. Other Reports. None. 7. PRESENTATION OF BID WAIVER REQUESTS. None. 8. PUBLIC HEARINGS (formally advertised). A. Appropriations to Special Projects as follows:

1. State Asset Forfeiture Account .......................................................................... $1,310 for continuing narcotics investigations, equipment, and/or training to be financed by proceeds from narcotics investigations. 2. Manchester Police Department Training Account ............................................. $3,750 to be funded by reimbursement from Community Health Resources, Inc. for multiple health training classes to provide mental health services to various groups. 3. Manchester Public Library – New Alliance Foundation Grant ....................... $20,000 for services and books to assist with the Summer Reading program

for students in Grades K through 3. 4. Library Donation Trust Fund Account ............................................................. $6,690 to be financed by donations to purchase books, programs and materials which are gratefully acknowledged and accepted.

5. Youth Service Bureau ...................................................................................... $68,750 to support Youth Services prevention activities to be financed by a grant from the State Judicial Branch.

6. Police Donations Revenue Account – Youth Services Program .......................... $500 to be funded by a donation from Cruisin’ on Main Street which is gratefully acknowledged and accepted. Mayor Moran opened the floor for public comment at this time. There being no public comment, Mayor Moran opened the floor for Board Members’comments. There being no comment, Mayor Moran closed the public hearing on the above items.

Board of Directors March 6, 2018 Minutes Page 10 TABLED - 8B.Approval of an ordinance establishing a Multicultural Affairs Commission. Eckbreth/Gates 9 Voted in Favor 9. CONSENT CALENDAR. (Items 12F and 12G added) 8A. Appropriations to Special Projects as follows: 1. State Asset Forfeiture Account .......................................................................... $1,310 for continuing narcotics investigations, equipment, and/or training to be

financed by proceeds from narcotics investigations. 2. Manchester Police Department Training Account ............................................. $3,750 to be funded by reimbursement from Community Health Resources, Inc. for multiple health training classes to provide mental health services to various groups. 3. Manchester Public Library – New Alliance Foundation Grant ....................... $20,000 for services and books to assist with the Summer Reading program

for students in Grades K through 3. 4. Library Donation Trust Fund Account ............................................................. $6,690

to be financed by donations to purchase books, programs and materials which are gratefully acknowledged and accepted.

5. Youth Service Bureau ...................................................................................... $68,750 to support Youth Services prevention activities to be financed by a grant from the State Judicial Branch. 6. Police Donations Revenue Account – Youth Services Program .......................... $500 to be funded by a donation from Cruisin’ on Main Street which is gratefully acknowledged and accepted. 12A. Appropriation to Special Projects (under $500) as follows: 1. Police Donations Revenue Account - Manchester Police Explorer Post .............. $180 to be funded by dues. 12B. MRA Roofing Project

1. Establish a building committee (designate the Permanent Building Committee to this project).

2. Authorize at least the preparation of schematic drawings and outline specifications. 3. Authorize the filing of the grant application.

12F. Appointment of Auditor (Blum Shapiro). 12G. Recommendation for removal of a member of the Cheney Brothers National Historic District Commission due to his relocation. Eckbreth/Jones 9 Voted in Favor 10. ACTION ON ITEMS OF PUBLIC HEARING. 11. UNFINISHED BUSINESS. A. Appointments to Boards and Commissions which have members with terms expiring in November 2017:

Board of Directors March 6, 2018 Minutes Page 11 Board/Commission Name Term Expiring

Cheney Hall Foundation, Inc. TABLED - Vacant November 2018

Eckbreth/Gates 9 Voted in Favor B. TABLED - Appointment of a member to the Redevelopment Agency with a term expiring November 2021 to fill the vacancy left by Robert Schneider (R). Galligan/Jones 9 Voted in Favor

C. APPOINTED – Appointment of Lindsay Gengras Meggers (R), 56 Jean Road, to the Advisory Recreation and Parks Commission with a term expiring November 2019 to

fill the vacancy left by Jodi Kissmann-Huyler (D).

Eckbreth/Jones 9 Voted in Favor

12. NEW BUSINESS. C. Advisory Recreation & Park Commission’s recommendation to formally name the pool at West Side Recreation Center informally referred to as the “West Side Pool” to “Marcy MacDonald Pool” in recognition of Ms. MacDonald’s accomplishments internationally as a long distance swimmer, as well as her devotion to the Town of Manchester. Mayor Moran introduced Chris Silver, Director of Leisure, Families and Recreation. Mr. Silver stated he received a recommendation from Chickey Barrera to rename the West Side Pool to the Marcy MacDonald Pool. He grew up with Marcy MacDonald on the West Side. She has contributed greatly to the young people of this community in terms of water safety. She has served as a positive role model for young people her entire life. She has been a competitive swimmer, a great coach and an outstanding athlete. His job is to facilitate the process when a recommendation has been made. If he were to make a recommendation, he would wholeheartedly agree with this. He would be honored to see that pool named after Marcy. Bill “Buzz” Wooldridge stated Marcy was a student of his. She is one of the most dedicated and caring people he knows. It would be a wonderful gesture to name the pool after Marcy. Mayor Moran said he has known Marcy for about 25 years. When he worked at St. Joseph College, Marcy trained there for her English Channel swims. She is a proud product of Manchester schools and has been a great role model for young athletes. It is a great honor which has been vetted through the Recreation Commission. Director Jones agrees Marcy has contributed so much to the community. She asked for an explanation of the process for naming locations after residents and how recommendations come forward. She wants to ensure naming locations is done equitably. Mr. Silver said if someone in the community feels something should be named after a resident, they are instructed to develop a proposal and bio on the individual and explain why they deserve the distinction. The proposal is presented to the Park and Rec Commission. The Commission reviews the proposal, votes on the proposal and then brings it to the Board of Directors. Mr. Silver and his staff are not part of the recommendation, other than to facilitate the process.

Board of Directors March 6, 2018 Minutes Page 12 Mr. Shanley indicated there are guidelines but they have never been adopted and have been interpreted as flexible. Director Jones asked to see the guidelines and asked if we have a list or catalog of places in the community that are named after a resident. She explained that the process is important. Mr. Silver indicated he does not have a catalog of places named after residents, but he can put one together. Secretary Gates stated there were discussions when he was on the commission about how long the location is named for a resident. He fully supports approving this recommendation. Marcy’s athletic accomplishments are astounding. She also contributes so much to the community. Director Eckbreth agreed we have had discussion about how we name things and for how long. We have never settled on how long something should be named. The process we have includes volunteers from the community who bring this information forward and have no vested interest in it. It was about keeping it out of the political process as much as possible. Staff facilitates the process but does not make the recommendation. We do not have many opportunities to name a swimming pool after an international long-distance swimmer, but also an individual who has been such a mentor for our community. By the time the Board receives the recommendation it has been pretty well vetted with the commissions. She completely supports this proposal. Director Jones indicated some of the speakers this evening talked about representation and structural racism. She wonders how many women or people of color have places in town named after them. When we accept things as they come and don’t recognize in these moments that we are perpetuating an opportunity for some members of our community and not others, we are potentially continuing to promulgate the issue. This is not about Marcy, but about the process. She would like to see the list and then talk about how we might make sure that this opportunity is available to everyone in our community. Mayor Moran commented that this was a great recommendation for a wonderful role model for our young women and men. Marcy is a successful businesswoman and successful athlete who gives so much to our community. Galligan/Gates 9 Voted in Favor D. Approval to join opioid lawsuit. Director Devanney made a motion to approve Item 12D. Secretary Gates seconded the motion. A vote was not taken. General Manager Shanley asked that Board approval be contingent upon approval from the Town Attorney after review of the lawsuit documentation. Attorney Barry stated multiple law firms have brought lawsuits against Big Pharma with varying causes of action and different clients. He has been contacted by a few law firms who have asked to discuss their lawsuits with Attorney Barry. He would like to meet with them and review the material. Director Devanney retracted his original motion and moved to table Item 12D.

Board of Directors March 6, 2018 Minutes Page 13 D. TABLED - Approval to join opioid lawsuit. Devanney/Jones 9 Voted in Favor E. Discussion: Tax abatement for Gold Star families. General Manager Shanley stated this is an initiative from Director Castillo. Director Castillo was informed by a resident about Substitute Senate Bill No. 918, Public Act No. 17-65, put in place by the State of Connecticut regarding a property tax exemption for Gold Star families, which are families of military men/women killed in action. Manchester is a very welcoming community that provides a lot of good services to our residents. We have many Veterans in Manchester and she feels it is important that we support them. Many towns and cities in Connecticut have adopted an ordinance for tax abatement for Gold Star families and she hopes to have Manchester join this. Ms. Lord, Director of Finance, indicated the State Statute was effective October 1, 2017. It does not require an ordinance but does require approval from a Town’s legislative body. The tax abatement is for parents or surviving spouses of service members killed in action while performing active U.S. military duty. The resident could give notice to the Town Clerk that they qualify. Ms. Lord spoke with the Town Attorney O’Neil who said an ordinance would streamline the process. We do have other tax exemption ordinances in Town including those for qualified Veterans and for energy assistance. She recommends putting together an ordinance that outlines the process so each request would not require Board approval. The tax abatement is for either $20K or 10% of the assessed value of the home. Director Galligan thanked Director Castillo for bringing this to the Board’s attention. This is incredibly important and is the least we can do. Vice Chair Hackett agrees it is certainly a worthwhile cause. We recently voted on some modest tax exemptions for disabled Veterans. We should certainly put this forward for Veterans’ families. Director Jones asked if Town staff could draft an ordinance. General Manager Shanley indicated this would be added to next month’s agenda under Public Hearing. H. Discussion/Resolution: Fracking Waste. General Manager Shanley stated this is an issue that appears before Town Councils and Boards of Directors across the state. There was also a State public hearing on this issue on the Environmental Committee. The Connecticut Conference on Municipalities (CCM) has taken a position and testified regarding fracking waste. There is a draft resolution by the State of Connecticut supporting a ban on use of hydraulic fracturing in the State. Senate Bill 103 is intended to require DEEP to regulate, evaluate and enforce fracturing waste products in Connecticut. We have the ability to do this at the local level, but this could provide a false sense of comfort to residents. The practical reality is we could rewrite our bid requirements and could require that people not provide any services or materials to the Town government that may include fracking waste, however our ability to enforce that may be difficult. The State government can enforce this much better than on the local level. The State Legislation has only been in Public Hearing mode on this issue. We don’t know if they are going to provide statutory requirements. The resolution put before the Board of Directors is in support of CCM’s position on Senate Bill

Board of Directors March 6, 2018 Minutes Page 14 103 and includes amending the resolution to include oil from extraction activities, byproducts of the well drilling process and products derived from solid waste products that may include construction fill, brownfield capping materials, or used frac/silica sand that is partially processed and reused. He has confidence that CCM would act in a responsible fashion. Director Eckbreth stated the moratorium currently in place did not include oil extraction. The new Senate Bill is superior to the prior bill. It is incumbent upon us to work with our Legislators to encourage passage of this bill. Fracking waste does cause serious health problems with development and reproduction which should concern all of us. Unfortunately, our Federal Government doesn’t currently classify fracking waste as a hazardous material. We can use our Legislative authority to guide the process and work with our State Legislators to ensure that the new moratorium is passed. It is incumbent upon us to ensure we have a policy in place to prevent fracking waste from coming into the Manchester landfill and to have fines/penalties in place if it does, including barring any further dumping from that company/individual. She asked if Town staff could look into this. Mayor Moran said we can revisit this next month. General Manager Shanley will let our Legislators know the Board is considering passage of this resolution. 13. COMMENT AND DISCUSSION BY BOARD MEMBERS ON ITEMS FOR

FUTURE AGENDA OR OF GENERAL CONCERN. Mayor Moran said there is some concern from Board members that they don’t receive as much back-up information on agenda items as they should, so they do not feel as prepared as they should be. Director Eckbreth stated she would have liked to see the same background information that Attorney Barry had on the opioid lawsuit. General Manager Shanley explained it is a balance between giving the Board members the background information they need without overwhelming them with info they may not need.

14. ADJOURNMENT. The meeting was adjourned until the April 3, 2018 Regular Meeting of the Board of Directors at 7:00 p.m. in the Lincoln Center Hearing Room. Castillo/Galligan 9 Voted in Favor Adjournment: 9:50 p.m. lgl APPROVED: ATTEST:

____________________________________ Secretary, Manchester Board of Directors

BOARD OF DIRECTORS Budget Presentation

Tuesday, March 7, 2018 7:30 a.m.

Manchester Room

Town Hall 41 Center Street

Manchester, CT 06040 BOARD OF DIRECTORS PRESENT: Mayor Jay Moran, Secretary Steve Gates, Directors Yolanda Castillo, Tim Devanney, Cheri Eckbreth, Pamela Floyd-Cranford, Matt Galligan and Sarah Jones. ABSENT: Deputy Mayor Peg Hackett. BOARD OF EDUCATION PRESENT: Superintendent Matt Geary, Director of Finance and Management Karen Clancy,Tracy Maio, Melanie Stefanovicz and Darryl Thames, Jr. STAFF PRESENT: General Manager Scott Shanley, Director of Administrative Services Dede Moore, Town Clerk Joe Camposeo, Water and Sewer Administrator Patrick Kearney, Director of Finance Kim Lord, Library Director Doug McDonough, Administrative Staff Attorney Tim O’Neil, Management Analyst Chaz Plungis, Human Services Director Mary Roche-Cronin and Budget and Research Officer Brian Wolverton. ALSO PRESENT: Hartford Courant Reporter Jesse Leavenworth and Journal Inquirer Reporter Joseph O’Leary.

AGENDA

1. Budget Presentation to the Board of Directors

Meeting adjourned at 8:30 a.m. lgl APPROVED ATTEST: ___________________________________ Secretary, Manchester Board of Directors

4.D

BOARD OF DIRECTORS Special Meeting of the Board of Directors

Budget Workshop #2


Hearing Room, Lincoln Center

494 Main Street

PRESENT: Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Eckbreth, Floyd-Cranford, Galligan, and Jones. ABSENT: Mayor Moran and Director Devanney. ALSO PRESENT: General Manager Scott Shanley, Director of Administrative Services Dede Moore, Budget & Research Officer Brian Wolverton, Management Analyst Chaz Plungis, Director of Finance Kim Lord, Water and Sewer Administrator Pat Kearney, Town Engineer Jeff LaMalva, Environmental Services Manager Brooks Parker, Chief Building Official Greg Smith and Facilities Project Manager Chris Till. The meeting was called to order at 6:30 p.m.

AGENDA

1. Public Works 2. Sanitation

The meeting was adjourned at 7:25 p.m.

4.E


Budget Workshop #3

Wednesday, March 14, 2018 5:30 p.m.


494 Main Street

PRESENT: Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Devanney Eckbreth, Floyd-Cranford, Galligan, and Jones. ALSO PRESENT: General Manager Scott Shanley, Director of Administrative Services Dede Moore, Budget & Research Officer Brian Wolverton, Management Analyst Chaz Plungis, Director of Health Jeff Catlett, Senior Center Director Eileen Faust, Chief Information Officer Jack McCoy, Case Management Supervisor Ed Paquette and Human Services Director Mary Roche Cronin. The meeting was called to order at 5:30 p.m.

AGENDA

1. Human Services, 2. General Government 3. Fixed Miscellaneous


4.F

MINUTES

SPECIAL MEETING OF THE BOARD OF DIRECTORS PUBLIC HEARING

MARCH 14, 2018 – 7:00 p.m. LINCOLN CENTER HEARING ROOM

PRESENT: Mayor Moran, Deputy Mayor Peg Hackett, Secretary Gates, Directors Castillo,

Devanney, Eckbreth, Floyd-Cranford, Galligan, and Jones ALSO: General Manager Shanley, Management Analyst Chaz Plungis and Budget &

Research Officer Brian Wolverton. 1. MEETING CALLED TO ORDER Mayor Moran called the meeting to order 7:20 p.m. All in attendance participated in the Pledge of Allegiance to the Flag, led by Mayor Moran. 2. BUDGET PRESENTATION General Manager Shanley presented his recommended budget for the upcoming fiscal year. We have seen a loss in State revenue in the current fiscal year, since the budget was adopted last year. The State has taken mid-year cuts throughout the last couple of years. We are looking at a loss of revenue approaching $2M. If the Board of Directors had not issued a supplemental motor vehicle bill, this figure would be close to $3M. Year two of the current State biennial budget reflects a 1.1% reduction from current funding, as amended by the State. In light of continuing State deficits and holdbacks, FY19 projects a 2.5% loss in aid. In the General Fund the proposal is for an expense increase of 1.8% which includes the Town and Board of Education budgets. There is a proposed mill rate increase of 3.5%, sewer rate increase of 2.5% and no water rate increase. The Fire Fund shows a proposed 4.02% tax increase and a proposal for three additional firefighters, which will address overtime costs in future years. The recommended Town government increase would be 1.1%, which include the Pension plan, health insurance and contractual salaries. There is a significant jump in our defined benefit costs. Only our uniformed employees are in the defined benefit plan; everyone else hired since 2004-2007 is in the defined contribution plan. We are proposing to shift $200K of road work costs, historically done in the Public Works budget, to bond funds which has a life of 20 years+. Our contribution from the General Fund to our Capital Improvement Plan has reduced over the last few years from $1.8M to $1.35M. The Capital Improvement Plan for FY19 utilizes $1.35M in General Fund and $585K in one-time funding from completed or discontinued projects. We

4.G

Board of Directors March 14, 2018 Minutes - Public Hearing

Page 2 of 3

are relatively confident this will be the last year for LOCIP funding, received from the State for capital projects. Without the one pay period health insurance premium credit, use of capital project balances and financing of paving costs, the resulting tax increase would be 4.88% instead of 3.5%. Currently the State of Connecticut is predicting a $4-5Billion deficit for the next biennium. Our fiscal challenge going into the next biennium will be significant. The Board of Education budget shows an increase of 2.3% in the Manager’s recommended budget. After the BOE requested their budget, we received more refined information showing a savings for the health insurance premium and for the defined benefit pension. We recommend the Manchester Regional Academy roof be covered with school improvement bonds rather than from the General Fund budget. These adjustments bring the BOE’s request down to 2.6%. The school department also gets Alliance Funds which do not pass through the Board of Directors. We lost $250K Education Cost Sharing (ECS) funding from the State this year. All inflation that occurs after 2008 has been the responsibility of the local taxpayer, except for the Alliance funding. The trend over 10 years has been more to the property taxpayer and less on the Corporate sales and income taxpayer. The General Fund budget proposal is for a 3.5% mill rate increase. In FY17 we had 0.5% tax increase and in FY18 we had 0.0% tax increase. With an increase of 3.5% this year, we have a 3 year average of 1.33%. We will need a 4-5 year average closer to the inflation rate of 2-2.2%. A 0-0.5% tax increase is not sustainable unless we make some major decisions on the expenditure side. We have grown reserves over the last few years, and in this current FY we anticipate using some of our reserve balance. We show Grand List growth of about 0.4% which will generate approximately $635Kin revenue at the current mill rate. We propose increasing health and cemetery fees which will generate an additional $90K. The Governor’s budget reduces aid by $396K. General Manager Shanley recommends reducing the projection for the aid by another $464K. General Fund tax impact for a home value assessed at $200K is $244 in additional taxes. South Fire District tax impact for a home value assessed at $200K is $284 in additional taxes. The Fire Fund shows an expenditure increase of 5.2%, which includes increasing the number of firefighters by three. With three additional firefighters, overtime costs would be reduced by an estimated $300K per year. We will be applying for a SAFR Grant to cover 75% of first 2 years of cost and 35% of year 3. There was an adjustment made in the debt schedule for the fire apparatus stretching it out in order to better afford these three positions if we don’t get the SAFR Grant. This would reduce the annual payment from $430K to $250K. The budget also includes a new dispatcher position. There is a new position in the current budget and there will be another one proposed in next year’s budget to begin to build our dispatch staff up. There has been a large increase in the number of calls and the complexity of the calls over the last 10 years but we have not increased staff. The proposed tax increase is 4.02% but this would need to be 5.42% if we did not stretch out the apparatus payments. The Water Fund shows a total expenditure increase of 1.3%. There is no proposed rate increase. In the Sewer Fund there is a total expenditure decrease of 0.1%. The proposed rate increase is 2.5%, as debt service needs to maintain a six month operating balance. The Sanitation Fund

Board of Directors March 14, 2018 Minutes - Public Hearing

Page 3 of 3

budget includes all trash collection, recycling, leaf pick up, hazardous waste and bulky waste. The new curbside collection contract resulted in savings of $209K. Total expenditures decrease by 3.2%. In summary, we are looking at a 1.86% increase in spending, resulting in a 3.5% increase in the mill rate. That is assuming we take use of the one-time opportunities as recommended. 3. PUBLIC COMMENTS Mayor Moran opened the floor for public comment at this time. There was no public comment. 4. ADJOURNMENT

Director Galligan moved to adjourn the meeting at 7:45 p.m. and Director Jones seconded the motion. All voted in favor and the meeting was adjourned. lgl APPROVE: ATTEST: ____________________________________ Secretary, Manchester Board of Directors


Budget Workshop #4



494 Main Street

PRESENT: Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Eckbreth, Galligan, and Jones. ABSENT: Directors Devanney and Floyd-Cranford BOARD OF EDUCATION: Superintendent Matt Geary, Director of Finance and Management Karen Clancy, Chris Pattacini and Darryl Thames, Sr. ALSO PRESENT: General Manager Scott Shanley, Director of Administrative Services Dede Moore, Director of Finance Kim Lord, Management Analyst Chaz Plungis and Budget & Research Officer Brian Wolverton. The meeting was called to order at 5:40 p.m.

AGENDA

1. Board of Education


4.H


Budget Workshop #5

Tuesday, March 20, 2018 5:30 p.m.


494 Main Street

PRESENT: Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Devanney, Eckbreth, Floyd-Cranford, Galligan and Jones. ALSO PRESENT: General Manager Scott Shanley, Director of Administrative Services Dede Moore, Director of Finance Kim Lord, Management Analyst Chaz Plungis, Budget & Research Officer Brian Wolverton, Chief Marc Montminy, Deputy Chief Darby, Captain Chris Davis, Fire Chief Dave Billings and Assistant Fire Chief Dan French. The meeting was called to order at 5:30 p.m.

AGENDA

1. Police 2. Fire


4.I


Budget Workshop #6


Hearing Room, Lincoln Center 494 Main Street

PRESENT: Mayor Moran, Deputy Mayor Hackett, Directors Castillo, Devanney, Eckbreth, Floyd-Cranford, Galligan and Jones. ABSENT: Secretary Gates. ALSO PRESENT: General Manager Scott Shanley, Director of Administrative Services Dede Moore, Director of Finance Kim Lord, Management Analyst Chaz Plungis, Budget & Research Officer Brian Wolverton and Human Services Director Mary Roche Cronin. BOARD OF EDUCATION: Superintendent Matt Geary, Director of Finance and Management Karen Clancy, Deputy Assistant Superintendent Amy Radikas, Neal Leon, Tracy Maio and Darryl Thames, Sr. The meeting was called to order at 6:05 p.m.

AGENDA

1. Board of Education

A brief recess was called at 7:25 p.m. The meeting was reconvened at 7:35 p.m.

2. Outside Agencies


4.J

BOARD OF DIRECTORS

Special Meeting of the Board of Directors Community Engagement Process

Monday, March 26, 2018

6:00 p.m.

Manchester Room, Town Hall 41 Center Street

PRESENT: Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Devanney, Eckbreth, Galligan and Jones. ABSENT: Director Floyd-Cranford. ALSO PRESENT: Director of Administrative Services Dede Moore, Consultants Kenya Rutland and Andrea Hawkins, Journal Inquirer reporter Joseph O’Leary and two members of the public. The meeting was called to order at 6:00 p.m.

AGENDA

1. Discussion of Community Engagement process. The meeting was adjourned at 8:00 p.m.

4.K


Budget Workshop #7

Tuesday, March 27, 2018 5:30 p.m.

Hearing Room, Lincoln Center 494 Main Street

PRESENT: Mayor Moran, Deputy Mayor Hackett, Secretary Gates, Directors Castillo, Devanney and Jones. ABSENT: Directors Eckbreth, Floyd-Cranford and Galligan. ALSO PRESENT: General Manager Scott Shanley, Director of Administrative Services Dede Moore, Management Analyst Chaz Plungis, Budget & Research Officer Brian Wolverton, Director of Finance Kim Lord, Water and Sewer Administrator Patrick Kearney, Library Director Doug McDonough, Assistant Library Director Norma Nevers, Youth Services Director Sharon Kozey, Assistant Director of Recreation Scott Garman, and Recreation Supervisors Nico Arias, Karen Gubbins, Kathy McGuire and Rosaleen Torrey.

The meeting was called to order at 5:30 p.m.

AGENDA

1. Leisure Services

2. Water & Sewer


4.L

2/27/2018

1

Town of ManchesterANNUAL OPERATIONS & PERFORMANCE REPORT2017

CHAZ P LUNGI SMANAGEMENT ANALYSTOF F I CE OF BUDGET & RESEARCHFEBRUARY 2018

Organization of the Report

Based largely upon these goals, the 2017 Annual Operations & Performance Report is organized around the following eight focus areas:

Safe Community Vibrant Economy Quality Parks & Leisure Services Supportive Human Services

Financial Stability Effective Governance Dependable Infrastructure Healthy Community & Environment

The Manchester Board of Directors has previously adopted the following strategic goals to guide the work of the Town:

Promote a Safe & HealthyCommunityPromote a Vibrant EconomyWell‐Maintained Infrastructure andCommunity Facilities

Bolster and Maintain a Sense ofCommunityEnsure an Effective TownGovernment

6.A.1

2/27/2018

2

Organization of the Report

Each focus area contains a section titled “How are we doing?”, which highlights key performance measures, describing any trends and providing additional insights.

This is followed by a section titled “What are we doing?”, which highlights major accomplishments and other significant efforts being pursued by Town departments to better serve the community.

The Town of Manchester strives to be a safe community that provides excellent emergency services and addresses the health and safety needs of residents and visitors by upholding health and building code standards.

Safe Community

2/27/2018

3

Safe CommunityHow are we doing?

Safe CommunityHow are we doing?

2/27/2018

4

Safe Community

Police DepartmentExpanded community policing efforts in the Buckland Hills area.Heroin/Opioid Prevention & Education (HOPE) Initiative.Active Shooter training for Town employees.

South Manchester Fire DepartmentComprehensive strategic planning with Eighth Utilities District.Chosen as recipient of CT EMS Awards Governor’s Award – Emergency Medical Services.Focus on refining technical rescue skills, most recently confined space rescue operations.

Building InspectionRecognized by State Prosecutors as a leader in effective enforcement of State Building Code.Developed and implemented new database to better manage the Blight Citation Process.

Health DepartmentCompleted third year of FDA Risk Factor Study and implemented hand washing intervention program.As the lead regional agency, conducted an emergency preparedness exercise with Manchester Hospital.

What are we doing?

The Town of Manchester promotes a vibrant economy that provides quality jobs and employment opportunities for residents and destination retail opportunities for the region.

Vibrant Economy

2/27/2018

5

Vibrant EconomyHow are we doing?

Vibrant EconomyHow are we doing?

2/27/2018

6

Vibrant Economy

Planning & Economic DevelopmentBegan intentionally tracking achievement of objectives and actions contained in Plan of Conservation & Development.With Economic Development Commission, began targeted industry study to provide a focus for development work.Continued work on Broad Street Redevelopment plan, notably the connection of Center Springs Park to Broad Street.

Downtown Strategic PlanningWith Downtown District, led a number of efforts related to strategic planning, including: Workshop on the future of Downtown District (February 2017); second event in Summer 2017

Began addressing recommendations in the LiveWorkLearnPlay report.

Work_SpaceIn partnership with the Department of Leisure, Family and Recreation, Planning led efforts to re‐imagine the Town’s building at 901/903 Main Street.Official launch of Work_Space on January 29th 2018.

What are we doing?

The Town of Manchester seeks to enhance the quality of life for all residents by providing comprehensive recreation programming and safe, attractive, and well maintained parks and recreation facilities.

Quality Parks & Leisure Services

2/27/2018

7

Quality Parks & Leisure ServicesHow are we doing?

Quality Parks & Leisure ServicesHow are we doing?

2/27/2018

8

Quality Parks & Leisure Services

Parks Inventory & Rating System & Improvements at Charter OakIn FYs 2015 & 2016, Town staff conducted an assessment of the Town's parks, recreation, and open space system.Town staff developed a rating systems and assigned scores to each park. The lowest scoring parks included Center Springs, Center Memorial, and Charter Oak.

Updated with new restrooms; reconstructed basketball and tennis courts; a new 21st century playground; improved parking; and a one‐of‐a‐kind musical garden.

Our Parks CampaignCollaborative effort, led by the Recreation Division, that began in the Fall of 2016.Aims to promote Manchester's commitment to its park system and to highlight the significant investments being made to our parks.

Manchester Public LibraryOffered a wide‐range of programs for youth, from storytimes for newborns, and book clubs for 3rd‐5th graders. In total offered 645 children’s programs, 96 teen programs, and 126 adult programs.

Among the busiest libraries in the state based on number of items borrowed – over 400,000 books and magazines.

What are we doing?

The Town of Manchester seeks to promote the health and well‐being of Manchester residents through the provision of supportive human services.

Supportive Human Services

2/27/2018

9

Supportive Human ServicesHow are we doing?

Supportive Human ServicesHow are we doing?

2/27/2018

10

Supportive Human Services

Senior CenterOffered a variety of recreational programming, social work services, and health services to Manchester residents. Examples include: lunch five days per week, transportation to and from the Senior Center, grocery and retail shopping two days per

week, and social work services.

Began planning for a change to the meal program, which was implemented in July 2017. Transferred provision of meals from the Community Renewal Team to Manchester Area Conference of Churches.

Senior, Adult, and Family ServicesProvided social work services to 4,118 residents, an increase of 6% compared to FY 2016.Continued to address hoarding cases in Manchester, partnering with the Building, Health, and Fire Departments, as well as the Town Attorney, to effectively and sensitively address cases of hoarding that pose a threat to the safety and well‐being of the impacted residents. SAFS staff encounter approximately a dozen hoarding cases per year.

Youth Service BureauReceived a Partnership for Success grant from the Department of Mental Health and Addiction Services. Supports the CHANGE Collaborative of Manchester (formally Manchester Local Prevention Council) with increasing public

awareness of alcohol, tobacco, and other drug prevention, while furthering development of prevention activities focusing on youth and young adults.

What are we doing?

The Town of Manchester exercises prudent and proactive financial management, planning, and budgetary control across Town operations, with a commitment to continued achievement of high‐level credit ratings and the sustainable delivery of core services.

Financial Stability

2/27/2018

11

Financial StabilityHow are we doing?

Financial StabilityHow are we doing?

2/27/2018

12

Financial Stability

Finance Administration & AccountingAwarded the Government Finance Officers’ Association Certificate of Achievement for Excellence in Financial Reporting for the 22nd consecutive year.Successfully converted to Invoice Cloud for all Town electronic payments, from five separate vendors.Maintained strong credit ratings despite fiscal challenges from the State and reductions in State revenue.

Assessment & CollectionSuccessfully completed the property tax revaluation and began preparing for appeals. Continued implementation of the delinquent tax collection policy adopted by the Board in 2013. Past due taxes were paid in full for 15 properties, payment plan arrangements established for three properties, and eight

properties were sold at a tax sale on 1/10/2017. Contributed to the positive net result of operations in the General Fund for FY 2017.

Budget & ResearchRedesigned and updated long‐term financial models for all major Town funds.Conducted a review of all performance measures and developed a streamlined, dashboard‐based reporting tool. Began planning stages for the redesigned Annual Operations & Performance Report.Rolled out the National League of Cities Grant Finder online software tool to Town departments.

What are we doing?

The Town of Manchester is committed to excellence in the delivery of public services and employs a high performing workforce dedicated to transparency and customer service.

Effective Governance

2/27/2018

13

Effective GovernanceHow are we doing?

Effective GovernanceHow are we doing?

2/27/2018

14

Effective Governance

Customer Service & Information CenterPromoted various Recreation, Health, and Library programs, as well as a number of annual events.Assisted residents with more than 700 questions related to registering to vote, polling places, and absentee ballots.

Human ResourcesNegotiated collective bargaining agreements with five unions: Fire, MEU, Teamsters, Residual, and Supervisory.

General ServicesPrepared nearly 100 bids, with significant projects including: Charter Oak Park Improvements; Waddell Elementary School Renovations; and the Residential Curbside Solid Waste Collection contract; among many others.

Town ClerkParticipated in the development of a state‐wide land records portal, continued backup processing to preserve and access vital and public records, and focused on increasing the number of land recording submitted electronically.

Information SystemsMajor projects included: Software upgrades; Expansion of door security; IP Phone support; Fiber network improvements; Landfill wireless access, and Water Department mobile application development.

What are we doing?

The Town of Manchester seeks to actively maintain its public infrastructure and facilities in order to extend its useful life and to meet the needs of its residents.

Dependable Infrastructure

2/27/2018

15

Dependable InfrastructureHow are we doing?

Dependable InfrastructureHow are we doing?

2/27/2018

16

Dependable Infrastructure

Field ServicesIn FY 2017, the annual repaving program included resurfacing 19.0 miles of road.Fleet Maintenance actively maintained approximately 518 units, including vehicles, trucks, and heavy equipment.Cemetery performed 234 interments and sold 107 lots.Parks completed a number of major projects, including: Charter Oak Park, Broad Street entrance to Center Springs Park, Nike Site pickleball courts, Center Springs Park trail and clearing; among many others.

EngineeringDesigned and permitted and/or inspected a number of major projects, including: Charter Oak Park, Henderson Rd. Neighborhood Improvements; Hillstown Rd. and Spencer St. Road and Sidewalk Improvements; Edgerton Street Reconstruction; Center Springs Park Pedestrian Trail and Parking Lot; among many others.

FacilitiesMajor projects overseen by Facilities included: Bennet School Construction; Replaced the Emergency Generator at the Police Department; Replaced cooling tower and pumping systems at Weiss Center; Replaced control valves to integrate heating systems at the Lincoln Center; Renovated the School Street Cheney and boiler buildings; started the renovation of Waddell Elementary School; Design for the renovation of Verplanck Elementary School, among many others.

What are we doing?

The Town of Manchester aims to promote a healthy community and environment for residents and visitors.

Healthy Community & Environment

2/27/2018

17

Healthy Community & EnvironmentHow are we doing?

Healthy Community & EnvironmentHow are we doing?

2/27/2018

18

Healthy Community & Environment

Health DepartmentIncreased home visits for children who exceeded the level of concern for lead poisoning.The Environmental and Community Health sections provided three education programs on Lead Safe Work Practices.

Sanitation DivisionThe revenues generated by the landfill operation pay for the residential curbside collection program. Approximately 254,974 tons of material, including bulky waste, leaves and yard waste, and various special wastes were received at the Landfill in FY 2017.Recycled 4,321 tons of recyclables at the Murphy Road Recycling’s Hartford recycling plant.Recycled 2,592 mattresses and 1,944 box‐springs for a grand total of 4,536 pieces of bedding. Previously, all of these items were buried in the Town’s landfill.

Water & SewerMajor projects addressed in FY 2017 included: Water and Sewer main replacement in the Henderson Road area; Installation of Well #7a, which will bring the Department's safe yield back to normal after Well #7 could not get back the original yield after cleaning. The well will be piped in during FY 2018; Began the design phase of a permanent sodium permanganate feed system at the Hockanum River Water Pollution Control Facility to address odor issues.

What are we doing?

Town of ManchesterAnnual Operations & Performance Report2017

Photo credit: Christiane Hellner‐O'Brien

8.A.1

Town of Manchester

Department of Leisure, Family and Recreation

To: Scott Shanley, General Manager

From: Christopher Silver, Director Leisure, Family and Recreation

Subject: April Agenda Item

Date: March 5, 2018

Background.

The management of Cruisin’ on Main Street has become a Town responsibility assigned to the Recreation Division.

Transition of this event to the Town began September 2016. Recreation Supervisor Nicolas Arias is currently on the

Cruisin’ Committee.

The Recreation staff responsibilities include working with the Cruisin’ Committee and all sub‐committees, supervising

part‐time staff and contractors, overseeing event finances, management of data bases, marketing publicity and

communications, and coordination with other Town Departments that support the event.

This year’s Cruisin’ on Main Street event will be held Sunday, August 5th, 2018 from 10:00 AM – 3:00 PM, with rain dates

on August 12th & 19st.

Discussion/Analysis.

Financial Impact.

The Finance Department has established a Special Grant Account for the Cruisin’ on Main Street event which allows

Recreation Department to cover program costs throughout the event planning stages and day of event. An estimated

$31,383.00 will cover the cost of the 2018 event.

Following the event, the Cruisin’ on Main Committee will reimburse the Town for direct cost associated with the event.

Revenue will be raised through Sponsorship, Donations, Memorabilia Sales, Show Car Registration and vendor fees.

Other Board/Commission Action.

Recommendations.

I am recommending that an item be placed on the Board of Director’s April Agenda appropriating $31,383.00 to the

Recreation Division Cruisin’ on Main Street Special Grants Account.

Attachments.

Cc: Kimberly Lord, Director of Finance

Donna Huot, Executive Assistant

Brian Wolverton, Budget & Research Officer

Nico Arias, Recreation Supervisor

8.A.3

MANCHESTER RECREATION DIVISION BUDGET WORKSHEET

Fund- Dept./Div./Function ____Recreation_____ Title: Crusisn’ on Main Description

Object

2017 Actual expenses

2018 Proposed Budget

Part Time Salaries

6120 2,325.00 2500.00

Social Security

6220 177.83 383.00

Advertising

6431 1,500.91 3,500.00

Fees

6480 15,882.72 20,000.00

Food Supplies

6630 912.00 1,000.00

Supplies

6643 9,820.22 4,000.00

TOTAL

30,618.68 31383.00

Town of Manchester Department of

Customer Service & Information Center To: Scott Shanley, General Manager From: Doreen Petrozza, Customer Service & Information Center Manager Subject: Monies donated for Memorial Tree Program Date: 3-15-18 Background. The Customer Service & Information Center administers funds donated by the general public to the Memorial Tree Program on a year round basis. Discussion/Analysis. Appropriation of $815.00 received from donations to honor: Diana Behlke, Frank A. Lesiak Jr., Sid Holtman, Deana Richard, Dolores Berdat, Len Johnson, and Lena Sclafani Rizza. Recommendation. Appropriation to Memorial Tree Program Fund: $815.00. This should be placed on the April 2018 Board of Director’s agenda for acceptance and appropriation.

8.A.4

Town of Manchester Department of Recreation

To: Scott Shanley, General Manager From: Chris Silver, Director of Leisure, Families and Recreation Subject: April Agenda Item Date: March 16, 2018 Background. The Recreation Office recently received a donation for $3,000 from Cruisin’ on Main donation to support the new Yellow Bike Youth Commission Mini Grant. Discussion/Analysis. Financial Impact. Other Board/Commission Action. Recommendations. I am recommending that an item be placed on the Board’s April agenda accepting the donation and appropriating $3,000 to the Yellow Bike Youth Commission Special Grants account 2603801-4600 SG319. Attachments. Cc: Kimberly Lord, Director of Finance Donna Huot, Executive Assistant

8.A.7


To: Scott Shanley, General Manager From: Chris Silver, Director of Leisure, Families and Recreation Subject: April Agenda Item Date: March 16, 2018 Background. The Recreation Office received a $1,750 donation from the SBM Charitable Foundation, Inc. to support the Children’s Fishing Derby and the Senior Citizen’s Fishing Derby. Both derbies will be held on May 5th at Salters Pond from 7:00 a.m. to 10:00 a.m. Discussion/Analysis. Financial Impact. Other Board/Commission Action. Recommendations. I am recommending that an item be placed on the Board’s April agenda accepting the grant and appropriating $1,750 to the Recreation Department Special Activities Account. Attachments. Cc: Kimberly Lord, Director of Finance Donna Huot, Executive Assistant Scott Garman, Assistant Director of Recreation

8.A.8

Town of Manchester Board of Education

To: Manchester Board of Education

From:

Subject:

Date:

Matthew Geary, Superintendent of Schools

Item for Appropriation FY 17-18 General Improvements to Alliance Districts' School Buildings Grant Program

February 22, 2018

Background: Public Act 15-1 created the General Improvements to Alliance Districts'School Buildings Grant Program to help maintain or repair school buildings in Alliance Districts. The program goal is to assist districts unable to keep up with ongoing demands of maintaining and updating their facilities.

Discussion/ Analysis: This grant is intended to fund projects in FY 17-18 that would nototherwise qualify as school construction grant projects under Chapter 173 of the Connecticut General Statutes. All projects must be completed by June 30, 2018.

Financial Impact: None

Other Board/Commission Action: None

Recommendations: The Superintendent recommends that the Board of Educationrequest the Board of Directors establish an appropriation for an award for FYI 7/18 General Improvements to Alliance Districts' School Building Grant Program in the amount of $1,080,000.

Mallheill�� Superintendent of Schools Manchester, Connecticut February 26, 2018

C3

8.B.1

MEMORANDUM

FROM: Brian Wolverton, Budget & Research Officer

TO: Scott Shanley, General Manager

DATE: March 28, 2018

SUBJECT: LoCIP Authorization‐ PD Chiller & Cooling Tower

BACKGROUND

The State of Connecticut Local Capital Improvement Program (LoCIP), which has been closed to new

funding applications, has recently re‐opened and is accepting funding authorizations for new projects.

The FY2018‐19 budget includes a number of capital projects recommended for LoCIP funding; one of

these is the Police Department Chiller and Cooling Tower, for $450,000. LoCIP authorizations are

typically brought to the Board of Directors in June or July, but due to the urgency of replacing the PD

chiller in light of its current condition and failures last summer, it is recommended that the Board of

Directors authorize this project at its April meeting so that the new system may be installed prior to the

2018 cooling season.

FINANCIAL IMPACT

Estimated cost of the chiller and cooling tower is $450,000, for which the Town will apply for full funding

under the LoCIP program.

RECOMMENDED ACTION

Public Hearing: Motion to appropriate $450,000 to a new General Fund capital project account, for the

purposes of replacing the Police Department chiller and cooling tower, to be financed by proceeds from

the LoCIP grant program.

New Business: Motion to approve a resolution authorizing the General Manager to submit necessary

applications to the State of Connecticut for a LoCIP grant in the amount of $450,000 for replacement of

Police Department Air Conditioning Chiller & Cooling Tower.

8.D

Chapter 28 Commissions, Committees and Boards

ARTICLE XIV: MULTICULTURAL AFFAIRS COMMISSION

§ 28-75. Title.

This article shall be known as “Article XIV, Multicultural Affairs Commission.”

§ 28-76. Commission established; purpose.

The purpose and intent of this article is to establish an independent Multicultural Affairs Commission to advise the Board of Directors, to encourage understanding and goodwill, provide multicultural education, promote justice and to maximize community engagement and quality of life of all citizens in the Town of Manchester by exploring and celebrating differences and similarities, identifying challenges of cultural, linguistic and religious diversity and making recommendations concerning the changing needs of Manchester’s culturally diverse community.

§ 28-76. Membership; terms; vacancy conduct; removal of members.

A. The Multicultural Affairs Commission shall be composed of 13 members who shall be

appointed by the Board of Directors and shall either be an elector of the town or an owner and operator of a business in the Town. The initial appointees shall serve staggered terms. Five (5) initial appointees shall serve for a one (1) year term; four (4) initial appointees shall serve for a two (2) year term; and four (4) initial appointees shall serve for a three (3) year term. At the expiration of the term of each initial appointee, the Board of Directors shall appoint a successor who shall thereafter serve for a term of three years and until his or her successor shall have been duly appointed. No person shall serve on the Commission for more than two (2) consecutive complete terms. Any vacancy in the membership of the Commission shall be filled for the unexpired portion of the term by the Board of Directors.

B. Prior to recruitment of the Commissioners, the General Manager shall appoint up to four

Town staff members or community leaders with professional backgrounds in social services, community organization, social justice policy or advocacy to conduct a candidate selection process to identify, recruit, interview, select and recommend to the Board of Directors potential Commissioners who have demonstrated a common concern and caring for diversity and inclusion in the community. The membership of the Commission shall reflect a broad range of dynamic and skilled individuals whose diversity encompasses relevant differences such as racial backgrounds, ethnicities, sexual orientations, religion and gender.

C. The General Manager shall assign two Town staff members employed by the Human

Services, Human Resources and/or Leisure, Families and Recreation Department as Commission Advisors who shall provide an administrative, supervisory and supportive capacity to the Commission to provide oversight and facilitate interpersonal connection, develop meeting procedures, and assist with planning and policy development of the Commission. The Commission Advisors shall be non-voting members of the Multicultural Affairs Commission. At least one staff member shall attend meetings of the Commission.

8.B - 3/6/18

11.C

2

The Commission Advisors shall receive any training deemed necessary by the General Manager to prepare them for their Commission responsibilities.

D. Members of the Commission are expected to demonstrate leadership qualities in the

community and while serving on the Commission. The bylaws of the Commission shall include provisions addressing the conduct of members at meetings and in the community. Behavior that is likely to discredit the Town of Manchester is grounds for dismissal. A member may be removed from the Commission in accordance with the provisions for removal of board or commission members contained in the Town Charter.

§ 28-77. Officers: adoption of rules and regulations; funding requests. The Commission shall elect its own Chairman, Vice Chairman, and Secretary to serve on an annual basis, with elections to take place in December of each year. The Commission shall establish bylaws for the conduct of its meetings. A copy of said bylaws shall be filed with the Town Clerk and the General Manager. The bylaws shall conform with Town and state regulations regarding issues of ethics, public notice and freedom of information requirements. The Commission shall meet at least once every two months for a minimum of six meetings per calendar year. Special meetings may be called by the Chairman. An annual meeting schedule shall be posted with the Town Clerk and the General Manager. Minutes of all meetings should be submitted to the Town Clerk and the General Manager in a timely manner. The Commission may make an annual budget request through the General Manager's office in writing no later than January 31 of each year to obtain funds for the purpose of carrying out its official duties.

§ 28-78. Compensation; expenses.

The members of the Multicultural Affairs Commission shall receive no compensation for their services, but their necessary and actual expenses incurred in the performance of their official duties shall be paid by the Town within the limits of any appropriation made therefor.

§ 28-79. Powers and duties.

The duties of the Multicultural Affairs Commission shall be as follows: A. To serve Manchester and the residents of our community in an advisory capacity to the

Board of Directors acting as a forum for citizens to share and discuss issues and ideas important to them and critical to the appreciation of Manchester’s cultural, ethnic and racial diversity.

B. To identify potential pathways for participation to strengthen social cohesion and encourage all residents to access opportunities and to participate in and contribute to the social, cultural, economic and political life of the Manchester community.

3

C. To encourage communication and mutual understanding and respect among diverse constituencies and persons in Manchester to reduce discrimination against and alienation between racial, ethnic and religious groups and individuals, including discrimination on the basis of race, creed, color, religion, national origin, ancestry, sexual orientation, gender identity or gender expression.

D. To promote and support Manchester’s multicultural community and the benefits that

diversity brings to Manchester’s economy and society. E. To foster mutual understanding and respect for the purpose of eliminating discriminatory

practices, and to hear complaints from groups and/or individuals regarding concerns which may lead to intergroup tensions or conflict.

F. To receive, record and refer all complaints of the denial of equal access to, or discrimination against, either an individual or a group where such denial of human rights or discrimination is based on race, religion, color, national origin, age, sex, or disability to the General Manager in a timely manner. The General Manager shall in turn refer any complaint to the appropriate agency or entity having jurisdiction or statutory authority for the subject area of the complaint.

G. To cooperate with other public and private agencies involved with intergroup relations at the city, state and national level in performing its function under this article.

H. To present public reports on discrimination and/or progress in community relations and the

elimination of discrimination.

I. To enlist the support of civic, labor, religious, professional, business, industrial, and educational organizations in community activities and programs which may further the goals of human rights and community relations.

§ 28-80. Cooperation by other municipal agencies.

The Multicultural Affairs Commission shall have available to it the services of all other Town departments and agencies for the assistance of the Commission in the discharge of its duties.

§ 28-81. Annual report.

The Multicultural Affairs Commission shall publish an annual report of its activities, recommendations, and budget information to be presented at the Board of Directors January meeting and publicly distributed.


To: Scott Shanley, General Manager From: Chris Silver, Director of Leisure, Families and Recreation Subject: April Agenda Item Date: March 16, 2018 Background. The Recreation Office recently received a donation for $25 from Cynthia A. Robinson and $100 from ECHN in memory of Frank Horton and $108 from Jane Friedland in memory of Paul Haid to support the efforts of the Hockanum River Linear Park Committee. Discussion/Analysis. Financial Impact. Other Board/Commission Action. Recommendations. I am recommending that an item be placed on the Board’s April agenda accepting the donation and appropriating $233 to the Hockanum River Linear Park Special Grants account. Attachments. Cc: Kimberly Lord, Director of Finance Donna Huot, Executive Assistant

12.A.2

RESOLUTION

BE IT RESOLVED that it is in the best interest of the Town of Manchester to enter into contracts with the Connecticut Department of Agriculture. IN FURTHERANCE OF THIS RESOLUTION, Scott Shanley, General Manager, is duly authorized to enter into and sign said contracts dated April 3, 2018 on behalf of the Town of Manchester. Scott Shanley, General Manager, is further authorized to provide such additional information and execute such other documents as may be required by the State of Connecticut in connection with said contracts and to execute any amendments, rescission and revisions thereto. THE TOWN CLERK IS AUTHORIZED to impress the seal of the Town of Manchester on any such document, amendment, rescission or revision. ADOPTED BY THE MANCHESTER BOARD OF DIRECTORS THIS 3RD DAY OF APRIL, 2018. ____________________________ ______________________________ ____________________________ ______________________________ ____________________________ ______________________________ ____________________________ ______________________________ ____________________________ I, Joseph V. Camposeo, the Town Clerk of Manchester, do hereby certify this to be a true copy of the resolution duly adopted at the Board of Directors meeting on April 3, 2018 and that is have not been rescinded, amended or altered in any way, and that it remains in full force and effect. ____________________________ ________________________ Joseph V. Camposeo Date

12.B

Connecticut Department of Agriculture’s

Agricultural Viability Grant Program

Farm Viability Grant For Connecticut municipalities, groups of municipalities,

regional councils of governments, and/or agricultural non-profit organizations

Grant Application Guidelines and Forms

Application Deadline: November 13, 2017, 4:00 p.m.

Dannel P. Malloy, Governor Steven K. Reviczky, Commissioner of Agriculture

450 Columbus Blvd, Suite 703 Hartford, CT 06103 860-713-2503 www.CTGrown.gov

2. Introduction

a. Agricultural History.

Manchester’s agricultural history begins in 1672 when it was settled by colonists as an

agricultural community. Over the past four centuries, Manchester has transformed from a rural

village to a major urban hub in the Greater Hartford area. Manchester’s Plan of Conservation and

Development shows that citizens strongly desire a return to Manchester’s agricultural roots,

while continuing to celebrate the town’s growing diversity. The plan cites concerns about the

environmental impact of shipping food long distances and the social costs of food insecurity

among Manchester residents.

b. Long-Term Plans

Since the adoption of the plan in 2012, the Town has responded to the community’s

concerns by establishing a downtown community garden in 2013, which has grown from 4 to 18

beds in the past five years. The town-sponsored community garden serves a diverse array of East

Side residents, including many from Manchester’s growing immigrant population.

Last year, the Town established the Spruce Street Farmers Market (the second town

market, replacing the Market that was formerly housed at MCC) to provide access to CT grown

products for residents of Manchester’s East Side.

These developments are aligned with the Town’s long term plan for conservation and

development which recommends the town embrace a period of renewed interest in local

agriculture, locally grown food, and the preservation and active use of farmland.

c. Community Farms Preservation Program

The Town of Manchester is fortunate to count within its ranks a variety of nonprofit

organizations with an interest in the preservation and restoration of Manchester farmland. In

2015 the Manchester Land Conservation Trust purchased 62 acres (57 in Manchester, 5 in

Glastonbury) of former farmland to preserve as open space and agricultural land. The

Manchester Historical Society currently has plans underway to open the Woodbridge Farmstead

as an agricultural museum and working farm site.

The Manchester community continues to support these and other efforts to preserve and

promote agriculture as a desired land use, in keeping with the objectives of Manchester’s Plan

for Conservation and Development.

d. Staff/committees dedicated to agriculture

The Town has an active 11-member Conservation Committee who inventories and

advises on the use, management and protection of open space (including agricultural) lands. The

Town’s Community Garden Coordinator oversees the Spruce Street Community Garden, an 18-

bed organic garden where Manchester residents grow their own food, and also helps plan,

promote, and oversee the Spruce Street Market. The Town’s Department of Leisure, Family and

Recreation has devoted substantial staff hours to the Market.

e. Core Mission

In recent years, it has become clear to Manchester’s leadership that, with a robust parks

system, a downtown hospital, and now a growing agricultural community, Manchester is well-

positioned to offer residents a high quality of life, focused on health and wellness. By increasing

and widening the breadth of the Spruce Street Market’s marketing opportunities, the Market will

continue to make Connecticut grown products core to this health and wellness mission.

3. Project Explanation

The town of Manchester Department of Leisure, Family and Recreation is seeking funds

to increase and widen the number of patrons at the Spruce Street Market after a successful pilot

year.

In the Market’s first year, the Market had five full time farmers, three part-time farmers,

and a total of 3495 attendees over the course of its sixteen week season. Follow up surveys found

that, although overall vendor satisfaction was high (7.55/10), the farmers all desired increased

foot traffic. To share just one representative comment, a farmer wrote: “The only reason for a 6

or 7 (above) is because we would like to see more foot traffic. This, however, already seems to

be increasing. We have enjoyed the market thus far!”

The Spruce Street Community Garden takes place in a Community Development Block

Grant eligible community with a high number of minority, low income, and English learning

residents. We believe that increased and improved marketing materials, available in multiple

languages and highlighting the Market’s SNAP-certification, will meet our Market’s goal to

increase the number of residents by 5-10% in the coming year.

The Spruce Street Market’s pilot year showed that there is a demand for CT Agricultural

products among minority, low income, and non-English speaking residents. A primary goal of

the Spruce Street Market is to continue to provide to high quality, locally grown food to these

residents of Manchester. We believe that expanding access to these products is also a boon to

the Connecticut Agricultural community by increasing their market base.

We are also asking for a small entertainment budget to provide a small stipend to local

musicians for drawing increased numbers to the Market.

As the Market grows, our plan is to bring more and more volunteers on board, offsetting

the amount of staff hours needed to run the Market. This would free up funds from the

Department of Leisure, Family and Recreation operational budget which could be used to cover

increased Marketing costs.

4. Funding Requirements and Proposals

a.Where the cash match coming from – cash on hand, loan, other grant, etc.

Our cash match is funded through vendor fees earned the previous Market season.

b. Where the in-kind match is sourced from – volunteer hours, staff time, etc.

Our in-kind match is sourced from the staff hours of 6 part-time staff and 2 full-time staff

needed to run the market.

c. Sufficiently explain and justify the financial support requested.

The Spruce Street Market was highly successful in its pilot year. However, in order to expand

and provide more locally grown food to Manchester’s East Side residents we need additional

funds to support our entertainment, marketing and advertising. Providing entertainment led by

local musicians will draw more people to our market. Advertising and marketing costs include

translating and distributing all of our existing literature – applications, brochures, billboards,

fence panels and yard signs, and SNAP information to other languages that are prevalent in our

community. Expanding our marketing material would help welcome all cultures to the Spruce

Street Market so that our community can further promote and support local agriculture.

4. Project Timeline

January 2017 – Vendor applications go live online

February 2017 – Entertainment lineup finalized, Marketing materials updated

March 2017 - April 2017 – Soft advertising campaign begins

May 2017 – June 2017 – Major marketing efforts

May 2017 – Farmers Market Meeting

June 13 2017 – Market Begins

6. Target Audience(s)

In our pilot year, the Spruce Street Market served a total of 3495 attendees (an average of

250 per market, measured by hand-held people counter). We did not classify residents during this

count, but by our best estimate, a majority of market attendees were racial and/or ethnic

minorities. A smaller percentage were primary Spanish or Bangla speakers to whom English was

a second language.

By increasing our marketing, translating it into multiple languages, and placing a larger

emphasis on SNAP and other nutrition programs, we aim to strengthen the number of racial and

ethnic minorities, English Language Learners, and low income residents who attend the Market

and are afforded the opportunity to purchase fresh, Connecticut grown and raised agricultural

products. This year we are also researching opportunities for SNAP-matching to help SNAP

recipients food dollars go further.

7. Goals, Outcomes, Objectives

The number of attendees at the Spruce Street Market will increase by 5-10% in 2017. We adding

two weeks to the market season, increasing from 16 – 18 weeks, so this increase will be

measured by the average number of participants per market. We will continue to keep count by

hand held people counter.

8. Financial history

N/A as we are a municipality.

9. Project Summary and Conclusions

After a successful pilot year, the Spruce Street Market wishes to strengthen and broaden its

marketing of Connecticut grown and raised agriculture by increasing and broadening its

marketing efforts. This expansion would include:

The translation of existing materials into the two most commonly spoken non-English

languages in Manchester, Spanish and Bangla. These materials include:

o Vendor application

o Signage

o Print and online advertisements

o Tri-fold brochure

Increasing its marketing efforts include:

o A banner over Main Street

o Locally-focused Google adwords campaign

o Stipend-funded musical entertainment to draw new market attendees

This project supports our Town’s mission of providing a health and wellness oriented

community for those who live, work, and play in Manchester by providing increased access to

healthy, fresh, Connecticut grown food.

The increase of attendees to the Spruce Street Market will both increase (in number) and

broaden (in terms of diversity and inclusion) the people who have access to Connecticut

agriculture. From the Town’s perspective, this increase will improve the quality of life

(particularly in regards to health and wellness) to our most marginalized residents while

encouraging more affluent market attendees to consider the Spruce Street neighborhood a true

part of the community, worthy of inclusion and investment. Our target audience is primarily

Manchester residents of color and/or minority status, low income, and/or English language

learners; their increased awareness of the Market’s existence, and its welcoming orientation to

SNAP beneficiaries, will give them more opportunities to choose healthy, fresh, Connecticut

food to nourish themselves and their families.

Appendix B: Budget Application Form 2017 Farm Viability Grant

For each budget category below, attach a separate page itemizing the expenses grant funds will cover and what expenses matching funds will cover. If there are no expenses for a particular category please note with a N/A. BUDGET DEFINITIONS Equipment. Itemize equipment to be purchased and the intended use. Rental of equipment to complete the project (cement mixers, rollers, other heavy duty equipment) is allowed and must be described. **NOTE: If you’re hiring a contractor do not break up the contractors estimate into the various budget

categories. The contractor’s full cost/estimate should be listed as one item in the Consultant/Contractual category.

Materials and Supplies. Provide an itemized list of projected supply expenditures. **NOTE: If you’re hiring a contractor do not break up the contractor’s estimate into the various budget

categories. The contractor’s full cost/estimate should be listed as one entry in the Consultant/Contractual category.

Contractual/Consultant. These are expenses associated with procuring services performed by an individual or organization other than the applicant. Each contractor/consultant (if more than one) must be described separately. Provide a short description of contractual services. Other Costs. Provide itemized, detailed descriptions of other costs not included in the previous categories.

Additional documentation supporting your expenses will increase the competitiveness of your

submission and are the only items which can be provided as PDF documents.

Applicant Name: Town of Manchester Department of Leisure, Families and Recreation: Neighborhoods & Families Division

Category Grant Funds Requested

Cash Match by Applicant

In-Kind Match by Applicant

Total Cost

Salaries N/A N/A $13852.00 $13852.00

Fringe N/A N/A N/A $0.00

Equipment N/A N/A N/A $0.00

Rental of Equipment N/A N/A N/A $0.00

Materials and Supplies $3244.50 $58.50 N/A $3244.00

Contractual/Consultant $200.00 N/A N/A $2000.00

Other Costs N/A N/A N/A $0.00

Project Total $3444.50 $58.50 $13582.00 $18,800.50

Resolution supporting a ban on use of hydraulic fracturing in the State of Connecticut

WHEREAS, in recognition of Kathleen Dargan, who brought the environmental concerns of

fracking waste to the Board of Directors through Director Floyd-Cranford; and

WHEREAS, as an engaged State resident, she expressed concerns over the potential use of

hydraulic and contaminated hydraulic fracturing waste alone, and, as a byproduct in

commodities, like road salt, brought into town; and

WHEREAS, the State of Connecticut currently has a moratorium in place that needs to be

replaced by a more permanent statutory ban; and

WHEREAS, as with most environmental legislation, managing such exposures at the State level

is the more effective approach rather than town by town; and

NOW THEREFORE BE IT RESOLVED, that the Board of Directors joins the Connecticut

Conference of Municipalities (CCM) in advocating for State legislation and specifically the

amendment of Senate Bill 103 to require DEEP to regulate, evaluate and enforce fracturing

waste in Connecticut to include banning waste resulting from oil extraction activities; byproducts

of the well drilling process which occurs prior to fracking; and products derived from solid waste

products that may include construction fill, brownfield capping materials, or used frac/silica sand

that is partially processed and reused; and

BE IT FURTHER RESOLVED, that the Board of Directors requests its legislative delegation to

advocate for regulating such waste and supporting the amendment.

12.C

MEMORANDUM

FROM: Brian Wolverton, Budget & Research Officer

TO: Scott Shanley, General Manager

DATE: March 28, 2018

SUBJECT: Project Account Close‐Outs

BACKGROUND

The Town maintains a number of non‐lapsing accounts associated with specific projects, as authorized

by the Board of Directors. Once the projects are completed, or once a determination has been made to

postpone or not move forward with a project, Board action is required to transfer the remaining funds

(or some portion thereof if some outstanding commitments remain) from the project accounts to

unallocated reserves, for future use towards other authorized expenses.

The following transfers to unallocated reserves are recommended:

GR096 Energy Efficiency $110,320.00

GR120 MHS Oil Tank Removal $10,671.00

GR121 MHS Parking and Entrance Lighting $33,100.00

GR136 Kennedy Road Parking $33,000.00

GR147 Hilliard Street Bridge $103,800.00

GR153 Salt Shed Replacement $134,179.00

IR620 Town Clerk E‐Government $200,000.00

TOTAL $625,070.00

FINANCIAL IMPACT

A series of transfers totaling $625,070.00 will move these funds to GR000 Unallocated, bringing the

General Fund unallocated balance to $752,491.77.

RECOMMENDED ACTION

Motion to transfer $625,070.00 from project accounts, as listed, to General Fund unallocated reserves.

12.D

Documents

AGENDA REGULAR MEETING OF THE BOARD OF DIRECTORS …bod.townofmanchester.org/NewBOD/assets/File/agenda1804_complete.pdfThe meeting was called to order at 7:15 p.m. All in attendance