Video index

1. Call Meeting to Order

7:03

2. Roll Call

3. Public Participation [Per Town Council Rules, this segment of the meeting shall not exceed thirty (30) minutes unless extended by the Mayor, with the consent of the majority of the Town Council.]

4. Communications

5. Town Manager's Report [Per Town Council Rules, this segment of the meeting shall not exceed ten (10) minutes unless extended by the Mayor, with the consent of the majority of the Council.]

6. Items for Discussion

A. Storm Alfred

Matt - we do have a section in charter that talks about declaration of emergency section 26-101, filed with Town Clerk - Dr. Anwar stated he wanted a Commission - there is one - Chief of Police, Director of PW, etc. 3 citizens. The town does need 3 citizens to sit on this Commission. Town of South Windsor Emergency Operation Plan - we do have one. the plan is established and has been reviewed by the State of Connecticut. Talked about NIMS. Town has been trained on NIMS. Fred has done an internal assessment also. talks about type of equipment we have, equipmet we do not have. Town takes this very seriously. Six months ago we met with C L & P before Storm Irene. We told them we could not oprate in the same manner - we needed someone to explain if lines were live and tree cutting crew. After Irene we had another meeting. Alfred came along and nothing that was pre-planned was done. The fuel cell that the Town Council approved was our life saving system during this storm. At the Two Storm Panel conference asked about the shelter. Having Dr. Carter and Pat Hankard at the EOC was a blessing. They lent a lot of support to the Town. EOC was started on Saturday night at the Community Center. We had about 6 individuals that night. The next day on Sunday had about 35 people and decided to move the shelter to the High School. Dr. Carter and Pat Hankard were both notified. The fuel cell does about half of the building and takes about 4 hours to warm up. Dennis Sheridan and Walter Summers did the shelter as well as other staff. There were people with special needs - 2 people from ________ were there. two EMT's were there and police officers were stationed there. 518 dinners at one sitting was done. Cafeteria people were great. Had almost 3,500 to 4,000 go through to take showers, charge cell phones, 134-150 staying over night. one night think it was 175 people staying overnight. Recreation Department set up programs and brought in games, coloring, movies at night. 3 people entertained at night. Got more blankets through EOC. Thank Battison for cleanign the blankets free of charge. We had good support. The shelter went without a problem. Thanked Councillor Prague because used his cots over to the High School. Mayor Pelkey stayed there at night. Councillor Yagaloff visited - council members came. IT Department made sure we did not lose any information. IT created an area to do internet service at the High School and we also had a set up in the Council Chambers to charge their cell phone and use computers and warm up. WE had buildings that were blocked - Parks Department did a great job. Still have a problem with some of the trails in the parks. Will take another 2-3 weeks to finish that. Public Buildings Division - days before he was checking generators Public Works - 179 roads that were blocked. AT one point had 35 blocked roads and C L & P said they were coming to get those open. C L & P worked 16 hour shifts, Public Works worked 24/7. It was disappointing that C L & P had crews in SouthWindsor and we did not know. At another time ther was a crew from Canada and they did not know what they were supposed to do. I had them go to Town Garage and help Public Works. Public Works did a great job trying to keep roads open. Fire Marshal - Fire Chief - everyone was great. The Public Library 10,773 counted business. The EOC commend Chief Reed. fully opened under the direction of TM - Chief did video - talking to people about things to be aware of. Some of the things have been lessens learned. The fuel cell was great. Two Storm Panel felt the fuel cells were a great idea. They will be making recommendation to the Govenrors Office. We will be having a meeting that went well at the EOC and things that did not go so good. The Community Center has a powerful generator but is not hooked up to everything and it is being assessed because it could hook up to the whole building. If we ever had a category 2 or 3 it would be devasting. If the Community Center were open could have employee's families there. We had about 75 cots but need more. We needed to call for more cots but they are regional cots. Red Cross does not seem to be the agency it used to be. You can get cots but have to give them back and sanitize them. We need to sit down and see what their role is. C L & P had a list of people in the Towns that have special needs. I asked if they share the list with the Town. Dennis has a list but not everyone goes to Human Services. Town needs to know that a resident needs help. Need to work on with CL & P. Telephone lines were out. We have the everbridge system. We need another round of letting people know about the everbridge system. The chief did a great job on facebook, twitter, press release. used every method possible to keep residents informed. Tree budget in SW is 40,000. This is something we need to look at. Should get a Committee together between the Town, State and CL & P. We used to have Emergency budget - Should think about putting some funds away for emergencies. South Windsor and the P & Z - a lot of lines are underground. There are a lot of wires above ground. Someone raised the question of why wouldn't the wires start being put underground. They said it was too expensive. If you plan over a period of time that would put things underground. The Town may want to start thinking about have a program also. At the Hearing it was stated that we have diffrent goals, CL & P and Town. if there are 35 roads that are closed C L & P and Town should have the same goal. Town needs should be looked at first. Dedicate crews to each Town. C L & P should be at the Town's facility to work with Towns. Town staff should know when there are crews in the Town. Out of State crews ned to know what they are doing. As far as the debris management we have people from Ashbritt here. Initially it is very difficult out there. Heard tonight at about 70,000 cubic yards that have been picked up. We are trying to get a handle on hangers. 18,082 hangers and 127 leaners. 60% picked up during the first round. As we originally estimated could cost 4-6 million. $40.00 per cubic yard is a cost for everything which includes monitoring and getting rid of the debris. TheTown Council made a courageous decision and thank you for your quick response.

Delnicki - obvious planned for the worst and hope for the best. The Town succeeded in this situation. Great Job. Galligan - we are putting in our 75%

McCann - South Windsor reated very well to this crisis.

Anwar - Thank you for the details. Our performance of Town staff was wonderful. Should always be prepared - The advisory council - have well skilled individuals in Town. Disaster exhausts the existing conditions. Need to have comunication with the community. Identifying the people that need help is critical. In our own community we need to identify this type of need. Identifying strength and then building on it. Volunteers are needed and have to find mechanism of volunteers to help take care of the debris in individuals properties that need help. people in the community to volunteer to help.

Prague - The Town signed an agreement with Ashbritt and they were here in just a few days. Thanked the companies for their work. Chief Reed improvised the plan because it did not include twitter and facebook. Great communications. Dennis and Walter - we were lucky it was warm. Thanked the Town staff. If residents have ideas they can write to the Town Council or Matt Galligan. C L & P did a good job once they got here.

Chief Reed and Chief Crombie - nice to have staff that can just go get the job done. We have great staff.

Havens - Staff needs someone in charge - received calls thanking Council and Mr. Galligan. First High School to use fuel cell. Residents worked hard to get through this. Residents were cooperative and no one complained. Thank Matt, comumunity,s taff and Town Council.

Galligan - learn from those around you.

Recess work session 8:00 call

Bazzano - everyone did a great job helping eachother out. Not everyone has cell phones. How did we address that area? Galligan - at that point need to use a radio again. There were people calling in critizing instead of making announcements. We would like to see nore people sign up to everbridge, either work phone, cell phone. We have quite a few people Bazzano - important to reach out to everyone. Opening up the shelter and Library was very good because computers were our communication. Gallilgan - AT & T lot of generators went down. That is why cell pones were going down. We have to sensationalze normal snow storm and that is why everyone did not take this storm serious. Everyone has to report accurate information not get ratings. Bazzano - the shelter worked out very well. Everyone volunteered and it was wonderful to see them volunteer. How did we treat Town staff in that situation? Galligan - we had certain staff that worked their hours and some did longer hours and did not get paid for it. May come up with mechanism to thank them. The cafeteria employees worked Bazzano - they had decent food there, National Guard came in and their food was rejected. The MRE's were not used because we did have food.

Yagaloff - outstanding help - liked daily reports. We could pass that along to residents. Ashbritt trucks - driving carefully and very polite and doing their work efficiently. very professional. Going to issue about the residents or volunteers he is looking at larger idea. A lot of us went out and did clean up but it would have been great to have teams of 5 people in coordinated effort to help residents clean up. If the Town had groups of a few people. That is the responsibility of civil prepardness. Could help people that can't afford or disabled or seniors clean up their yards. Have an issue of managing costs. The cost of the debris clean up, the shelter, etc. will all be a major issue of the Town. Would like to do spending freeze. There is a bonding option, reduceing spending, taking funds from fund balance. Will have impact on taxpayers. Like to start engaging dicussions about where the funds will be coming from Galligan - December first meeting should probably have proposal or discussion of where we should be. Yagaloff - can get FEMA relief. without the FEMA relief it would have been four times the cost of the clean up. Gallligan - I need to know that too so should start discussions.

Delnicki - we are only as good as the people we have working here, volunteers, all departments. The plans to be effective have to be living documents. They have to continue to grow. Ham radio operators that is a key component and operators should be contacted. Public service announcements are important. C L & P workers that were out on the line they are also heros in this situation. Suggest to approach CL & P to allow residents to release their names to the Town. Galligan - an indivudal can put a waive rin. Delnicki - the town has to approach CL & P. Fuel Cell was made in South Windsor and used in SouthWindsor. Ar eyou going to come up with inventory, action review report Galligan - will be doing that action plan and report and get back tot he Counicl. Delnicki - Ashbritt the number of trucks going back and forth - they are very efficient and hopefully will get debris out of town before snow. Delnicki - how many contractors local have they hired? Galligan - there have taken on some local contractors. If ther is any others who need to Delnicki - please find out how many local contractors who have been hired and Bolnding option, ot do we have opiion from Town ATtorney that says we can use that. The charter was Charter was updated in 1971 - passed in 1955 - Galligan - I do have opinion from Bond Council and will get that to the Town Counicl. .

Galligan - we ahve two maps, one leaf collection adn one debris collection. Residents can go on and see where has been done, where we are working and where is next.

Bazzano - leaf collection - emailed Fred the other day on leaf collection- is ther ea reason Galligan - everything is done by scouting a neighborhood right now. Anthing that is out there we are trying to get before the snow flies.

Anwar - repeat about the hangers and the leaning trees. Very uncomfortable that we have these disasters waiting to happen. If there is snow in the next couple of weeks there could be big problems. Children are walking through these areas. Is there a map Galligan - Fred and JEff are working with the monitors. have done 1,800 hangers and 127 leaners. The ones that are hanging that are really high do cost more. The more we get done the better we will be. Anwar - in my mind we are responsible for all of the trees. Worried about the trees that we are not legally responsible for. How can we help residents who can not get them. Galligan - we could try to come up with volunteers. Maybe shoudl try to get Town ATtorney to look at that if dire emergency. Wil have Fred and Jeff look at those. Anwar - at least identify the areas. Galligan - we will take a look at that.

7. Executive Session

A. To discuss matters concerning security strategy and deployment of security personnel (Scott Roberts, Director of Information Technologies to be present)

Jan Snyder, Yagaloff McCann - include Scott Roberts unanimous

8:30 went into Executive Session

Those who went into Executive Session - Town Manager, Matthew Galligan, Mayor Delnicki, Deputy Mayor Bazzano, Councillors Snyder, McCann, Beaulieu, Prague, Yagaloff, Anwar and Havens and Director of IT Scott Roberts.

Executive session was adjourned at 8:49 p.m. McCann, Yagaloff unanimous

8. Adjournment

Bazzano, McCann, unanimous at 8:52 p.m.

Nov 21, 2011 Town Council Work Session

Full agenda
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1. Call Meeting to Order

7:03

2. Roll Call

3. Public Participation [Per Town Council Rules, this segment of the meeting shall not exceed thirty (30) minutes unless extended by the Mayor, with the consent of the majority of the Town Council.]

4. Communications

5. Town Manager's Report [Per Town Council Rules, this segment of the meeting shall not exceed ten (10) minutes unless extended by the Mayor, with the consent of the majority of the Council.]

6. Items for Discussion

A. Storm Alfred

Matt - we do have a section in charter that talks about declaration of emergency section 26-101, filed with Town Clerk - Dr. Anwar stated he wanted a Commission - there is one - Chief of Police, Director of PW, etc. 3 citizens. The town does need 3 citizens to sit on this Commission. Town of South Windsor Emergency Operation Plan - we do have one. the plan is established and has been reviewed by the State of Connecticut. Talked about NIMS. Town has been trained on NIMS. Fred has done an internal assessment also. talks about type of equipment we have, equipmet we do not have. Town takes this very seriously. Six months ago we met with C L & P before Storm Irene. We told them we could not oprate in the same manner - we needed someone to explain if lines were live and tree cutting crew. After Irene we had another meeting. Alfred came along and nothing that was pre-planned was done. The fuel cell that the Town Council approved was our life saving system during this storm. At the Two Storm Panel conference asked about the shelter. Having Dr. Carter and Pat Hankard at the EOC was a blessing. They lent a lot of support to the Town. EOC was started on Saturday night at the Community Center. We had about 6 individuals that night. The next day on Sunday had about 35 people and decided to move the shelter to the High School. Dr. Carter and Pat Hankard were both notified. The fuel cell does about half of the building and takes about 4 hours to warm up. Dennis Sheridan and Walter Summers did the shelter as well as other staff. There were people with special needs - 2 people from ________ were there. two EMT's were there and police officers were stationed there. 518 dinners at one sitting was done. Cafeteria people were great. Had almost 3,500 to 4,000 go through to take showers, charge cell phones, 134-150 staying over night. one night think it was 175 people staying overnight. Recreation Department set up programs and brought in games, coloring, movies at night. 3 people entertained at night. Got more blankets through EOC. Thank Battison for cleanign the blankets free of charge. We had good support. The shelter went without a problem. Thanked Councillor Prague because used his cots over to the High School. Mayor Pelkey stayed there at night. Councillor Yagaloff visited - council members came. IT Department made sure we did not lose any information. IT created an area to do internet service at the High School and we also had a set up in the Council Chambers to charge their cell phone and use computers and warm up. WE had buildings that were blocked - Parks Department did a great job. Still have a problem with some of the trails in the parks. Will take another 2-3 weeks to finish that. Public Buildings Division - days before he was checking generators Public Works - 179 roads that were blocked. AT one point had 35 blocked roads and C L & P said they were coming to get those open. C L & P worked 16 hour shifts, Public Works worked 24/7. It was disappointing that C L & P had crews in SouthWindsor and we did not know. At another time ther was a crew from Canada and they did not know what they were supposed to do. I had them go to Town Garage and help Public Works. Public Works did a great job trying to keep roads open. Fire Marshal - Fire Chief - everyone was great. The Public Library 10,773 counted business. The EOC commend Chief Reed. fully opened under the direction of TM - Chief did video - talking to people about things to be aware of. Some of the things have been lessens learned. The fuel cell was great. Two Storm Panel felt the fuel cells were a great idea. They will be making recommendation to the Govenrors Office. We will be having a meeting that went well at the EOC and things that did not go so good. The Community Center has a powerful generator but is not hooked up to everything and it is being assessed because it could hook up to the whole building. If we ever had a category 2 or 3 it would be devasting. If the Community Center were open could have employee's families there. We had about 75 cots but need more. We needed to call for more cots but they are regional cots. Red Cross does not seem to be the agency it used to be. You can get cots but have to give them back and sanitize them. We need to sit down and see what their role is. C L & P had a list of people in the Towns that have special needs. I asked if they share the list with the Town. Dennis has a list but not everyone goes to Human Services. Town needs to know that a resident needs help. Need to work on with CL & P. Telephone lines were out. We have the everbridge system. We need another round of letting people know about the everbridge system. The chief did a great job on facebook, twitter, press release. used every method possible to keep residents informed. Tree budget in SW is 40,000. This is something we need to look at. Should get a Committee together between the Town, State and CL & P. We used to have Emergency budget - Should think about putting some funds away for emergencies. South Windsor and the P & Z - a lot of lines are underground. There are a lot of wires above ground. Someone raised the question of why wouldn't the wires start being put underground. They said it was too expensive. If you plan over a period of time that would put things underground. The Town may want to start thinking about have a program also. At the Hearing it was stated that we have diffrent goals, CL & P and Town. if there are 35 roads that are closed C L & P and Town should have the same goal. Town needs should be looked at first. Dedicate crews to each Town. C L & P should be at the Town's facility to work with Towns. Town staff should know when there are crews in the Town. Out of State crews ned to know what they are doing. As far as the debris management we have people from Ashbritt here. Initially it is very difficult out there. Heard tonight at about 70,000 cubic yards that have been picked up. We are trying to get a handle on hangers. 18,082 hangers and 127 leaners. 60% picked up during the first round. As we originally estimated could cost 4-6 million. $40.00 per cubic yard is a cost for everything which includes monitoring and getting rid of the debris. TheTown Council made a courageous decision and thank you for your quick response.

Delnicki - obvious planned for the worst and hope for the best. The Town succeeded in this situation. Great Job. Galligan - we are putting in our 75%

McCann - South Windsor reated very well to this crisis.

Anwar - Thank you for the details. Our performance of Town staff was wonderful. Should always be prepared - The advisory council - have well skilled individuals in Town. Disaster exhausts the existing conditions. Need to have comunication with the community. Identifying the people that need help is critical. In our own community we need to identify this type of need. Identifying strength and then building on it. Volunteers are needed and have to find mechanism of volunteers to help take care of the debris in individuals properties that need help. people in the community to volunteer to help.

Prague - The Town signed an agreement with Ashbritt and they were here in just a few days. Thanked the companies for their work. Chief Reed improvised the plan because it did not include twitter and facebook. Great communications. Dennis and Walter - we were lucky it was warm. Thanked the Town staff. If residents have ideas they can write to the Town Council or Matt Galligan. C L & P did a good job once they got here.

Chief Reed and Chief Crombie - nice to have staff that can just go get the job done. We have great staff.

Havens - Staff needs someone in charge - received calls thanking Council and Mr. Galligan. First High School to use fuel cell. Residents worked hard to get through this. Residents were cooperative and no one complained. Thank Matt, comumunity,s taff and Town Council.

Galligan - learn from those around you.

Recess work session 8:00 call

Bazzano - everyone did a great job helping eachother out. Not everyone has cell phones. How did we address that area? Galligan - at that point need to use a radio again. There were people calling in critizing instead of making announcements. We would like to see nore people sign up to everbridge, either work phone, cell phone. We have quite a few people Bazzano - important to reach out to everyone. Opening up the shelter and Library was very good because computers were our communication. Gallilgan - AT & T lot of generators went down. That is why cell pones were going down. We have to sensationalze normal snow storm and that is why everyone did not take this storm serious. Everyone has to report accurate information not get ratings. Bazzano - the shelter worked out very well. Everyone volunteered and it was wonderful to see them volunteer. How did we treat Town staff in that situation? Galligan - we had certain staff that worked their hours and some did longer hours and did not get paid for it. May come up with mechanism to thank them. The cafeteria employees worked Bazzano - they had decent food there, National Guard came in and their food was rejected. The MRE's were not used because we did have food.

Yagaloff - outstanding help - liked daily reports. We could pass that along to residents. Ashbritt trucks - driving carefully and very polite and doing their work efficiently. very professional. Going to issue about the residents or volunteers he is looking at larger idea. A lot of us went out and did clean up but it would have been great to have teams of 5 people in coordinated effort to help residents clean up. If the Town had groups of a few people. That is the responsibility of civil prepardness. Could help people that can't afford or disabled or seniors clean up their yards. Have an issue of managing costs. The cost of the debris clean up, the shelter, etc. will all be a major issue of the Town. Would like to do spending freeze. There is a bonding option, reduceing spending, taking funds from fund balance. Will have impact on taxpayers. Like to start engaging dicussions about where the funds will be coming from Galligan - December first meeting should probably have proposal or discussion of where we should be. Yagaloff - can get FEMA relief. without the FEMA relief it would have been four times the cost of the clean up. Gallligan - I need to know that too so should start discussions.

Delnicki - we are only as good as the people we have working here, volunteers, all departments. The plans to be effective have to be living documents. They have to continue to grow. Ham radio operators that is a key component and operators should be contacted. Public service announcements are important. C L & P workers that were out on the line they are also heros in this situation. Suggest to approach CL & P to allow residents to release their names to the Town. Galligan - an indivudal can put a waive rin. Delnicki - the town has to approach CL & P. Fuel Cell was made in South Windsor and used in SouthWindsor. Ar eyou going to come up with inventory, action review report Galligan - will be doing that action plan and report and get back tot he Counicl. Delnicki - Ashbritt the number of trucks going back and forth - they are very efficient and hopefully will get debris out of town before snow. Delnicki - how many contractors local have they hired? Galligan - there have taken on some local contractors. If ther is any others who need to Delnicki - please find out how many local contractors who have been hired and Bolnding option, ot do we have opiion from Town ATtorney that says we can use that. The charter was Charter was updated in 1971 - passed in 1955 - Galligan - I do have opinion from Bond Council and will get that to the Town Counicl. .

Galligan - we ahve two maps, one leaf collection adn one debris collection. Residents can go on and see where has been done, where we are working and where is next.

Bazzano - leaf collection - emailed Fred the other day on leaf collection- is ther ea reason Galligan - everything is done by scouting a neighborhood right now. Anthing that is out there we are trying to get before the snow flies.

Anwar - repeat about the hangers and the leaning trees. Very uncomfortable that we have these disasters waiting to happen. If there is snow in the next couple of weeks there could be big problems. Children are walking through these areas. Is there a map Galligan - Fred and JEff are working with the monitors. have done 1,800 hangers and 127 leaners. The ones that are hanging that are really high do cost more. The more we get done the better we will be. Anwar - in my mind we are responsible for all of the trees. Worried about the trees that we are not legally responsible for. How can we help residents who can not get them. Galligan - we could try to come up with volunteers. Maybe shoudl try to get Town ATtorney to look at that if dire emergency. Wil have Fred and Jeff look at those. Anwar - at least identify the areas. Galligan - we will take a look at that.

7. Executive Session

A. To discuss matters concerning security strategy and deployment of security personnel (Scott Roberts, Director of Information Technologies to be present)

Jan Snyder, Yagaloff McCann - include Scott Roberts unanimous

8:30 went into Executive Session

Those who went into Executive Session - Town Manager, Matthew Galligan, Mayor Delnicki, Deputy Mayor Bazzano, Councillors Snyder, McCann, Beaulieu, Prague, Yagaloff, Anwar and Havens and Director of IT Scott Roberts.

Executive session was adjourned at 8:49 p.m. McCann, Yagaloff unanimous

8. Adjournment

Bazzano, McCann, unanimous at 8:52 p.m.

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