Common Council

SPECIAL MEETING OF THE COMMON COUNCIL MIDDLETOWN CONNECTICUT DRAFT MINUTES JUNE 4, 2018 The Special Meeting, the Questions to Directors Workshop of the Common Council of the City of Middletown, was held in the Council Chamber of the Municipal Building on Monday, June 4, 2018, at 6:00 p.m. Present: Councilwoman Mary Bartolotta Councilwoman Deborah Kleckowski (arrived 6:10pm) Councilman Robert Blanchard (arrived 6:30pm) Councilman Eugene Nocera Councilman Gerald E. Daley Councilman Philip Pessina Councilman Sebastian Giuliano Councilwoman Linda Salafia Councilman Grady Faulkner, Jr. Councilman Robert Santangelo Absent: Councilman Carl Chisem; Councilman Thomas Serra Also Present: Corporation Counsel - Daniel Ryan, Esq. Parking Dir.- Geen Thazhampallath, Esq. Council Clerk - Linda S.K. Reed Planning, Cons. & Dev. Dir - Joseph Samolis Communications – Wayne Bartolotta Police - Chief William McKenna Equal Opp. & Diversity – Faith Jackson Public Works Dir - William Russo Finance Director Carl Erlacher Rec. & Community Serv. Dir - Cathy Lefkowitz Fire Department -- Chief Robert Kronenberger Technology Services - Bryan Skowera General Counsel -- Brig Smith, Esq. Town & City Clerk (Acting) - Ashley Flynn Health – Dr. Joseph Havlicek, M.D. Water & Sewer Dir (Acting) - Joseph Fazzino Human Resources – Thomas Tokarz Youth Services - Justin Carbonella Library Director – Ramona Burkey Bd. of Education - Natalie Forbes, Rebecca Isaacson, & Amanda Thomson Members of the Public: 0 1. Deputy Mayor calls meeting to order Acting Chairman, Deputy Mayor Robert Santangelo, calls the meeting to order at 6:01 p.m. and leads the public in the Pledge of Allegiance. The Clerk reads the Call of the Meeting and Deputy Mayor Santangelo declares the call a legal call and the meeting a legal meeting. 2. Question To Directors Opens Deputy Mayor Santangelo calls on Councilman Gerald Daley. Councilman Daley invites Police Chief William McKenna to the podium. Councilman Daley asks Chief McKenna about the $200,000 appropriation request for overtime for May and June; that is, the balance of the fiscal year. He asks Chief McKenna to confirm that this request was pulled off the Finance & Government Operations Committee agenda last Tuesday. Chief McKenna replies, yes. Councilman Daley asks Chief McKenna to explain that decision, asking if the Police Department still needs this appropriation. Chief McKenna replies that the proposed appropriation was pulled so that the Police could give an exact number for next month, noting that it was an approximate number, but they still have the month of June -- th thru June 30 -- as well as firearms training. Councilman Daley asks Chief McKenna if the Council should vote this appropriation down. Chief McKenna replies that he recommends that the Council vote down this appropriation, allowing him to go to Finance & Government with an exact number next month and back to Council for its vote. Councilman Daley asks for Finance Director Carl Erlacher as to whether or not the Council can do this; that is, can the Council appropriate for July. Finance Director Erlacher replies (inaudible). Councilman Daley replies, good, than the Council can approve. Chief McKenna states that, yes, after speaking with Finance Director Erlacher, it seems that the Council can approve the appropriation, as submitted, and the Police Department will try to live within that $200K allowance. Alternatively, he notes that the appropriations can be held off until next month when he can provide a more spot-on number for the Council’s consideration and vote. Deputy Mayor Santangelo calls on Councilman Eugene Nocera.  JUNE 4, 2018 SPECIAL COMMON COUNCIL MEETING Page 2 Councilman Nocera calls Board of Education Grants Coordinator Natalie Forbes and staff from the Middletown High School VoAg program to the podium. Natalie Forbes, Board of Education Grants Coordinator, introduces the accompanying staff from the Middletown High School VoAg program: VoAg Director, Rebecca Isaacson, and VoAg Teacher, Amanda Thomson. Councilman Nocera states that, on the agenda is a request to approve purchase three (3) new vehicles for VoAg. He asks Ms. Forbes to provide background for the Council Ms. Forbes first offers a technical correction to the memo that was submitted with the resolution. She explains that the background memo, which accompanies the resolution, has been amended to adjust numbers to match the resolution, adding that the new FY18-19 figures were not listed on the State when the memo was drafted. She explains that subsequently, she received final numbers from the State, so the reimbursement is as written on the resolution at 80% with a 20% contribution from the Board of Education. She explains that they are before the Council tonight to explain the process of purchasing new vehicles. She states that for the VoAg Center they need State approval, adding that they now have a verbal approval from the State Department of Education and are waiting for the written approval, which is in the mail. She explains that they are before the Council to obtain this local approval. The next step is for them to go to the State Department of Administrative Services as well as to obtain the final approval of Middletown’s Board of Education. She notes that the three (3) vehicles are essential to the future thinking and work at VoAg. She adds that the Middletown VoAg program is currently ranked # 1 in Connecticut. VoAg Director Rebecca Isaacson explains that the vehicles are used primarily for field trips. She explains that, currently, they are fortunate as they have a double block for class, which allows them to go to work sites to get real life experience at farms, greenhouses, veterinary facilities, and other places in the industry. She explains that they currently have one (1) vehicle, which is fairly updated from the last grant; however, that limits them to taking only one (1) group of students at a time. She explains that, having an additional vehicle will allow more than one (1) teacher and group to visit a facility, allowing more students to take advantage of these opportunities. She adds that the vehicle is the passenger van that is on the list. She states that the last new truck was purchased in 1998 and it is starting to rot out, so they cannot rd use it to transport students. She states that the 3 thing they are looking for is a new trailer to transport the program animals for vet visits and show opportunities and other activities where they bring the animals. She adds that there is also a new therapy animal program and they are currently unable to transport the therapy ponies, so these animals only work at Middletown High School, explaining that they would like to expand that program to other schools and other public centers in the City. Middletown High School teacher Amanda Thomson explains that it is an experiential learning opportunity for the students as well as a real world opportunity for the students with members of our agricultural community. She reminds the Council that this program has an outstanding reputation among agriculturalists in the community. She notes that they decline a number of invitations from local groups offering educational opportunities for students or abilities to show the animals since they cannot transport safely. She states that this is an exciting, new venture and they are excited to see where it can take us and asks the Council to approve this measure. Ms. Forbes states that the 20% match is in the FY18-19 Board of Education budget so there is no fiscal impact on the City side. Deputy Mayor Santangelo calls on Councilman Gerald Daley. Councilman Daley remarks that they have reported that the Middletown VoAg program is #1 in the State. He asks how many VoAg programs are in Connecticut. Director Isaacson replies that here are 20 programs in the State as well as one (1) private program. Councilman Daley asks where the closest program is located. Director Isaacson replies that the closest program is either Wallingford or Glastonbury. Councilman Daley remarks that is quite an achievement. Deputy Mayor Santangelo calls on Councilwoman Linda Salafia. Councilwoman Salafia asks a technical question on agenda. Relative to the VoAg resolution, Councilwoman Salafia asks how many large animals they have. Ms. Thomson replies that they are proud as to how efficiently they manage this program, which is located just behind the high school. She explains that they currently have stabling for five (5) stalls and two (2) miniature horses that belong to the school as well as two (2) breeding registered Boer goats, for a total of seven (7) goats. She remarks that they had a great breeding season this year with the students responsible for selling off a number of the babies this year, noting that these are they animals they are responsible for. She adds that they also have lease agreements with a number of area farms, which allows them to borrow and return animals, including sheep, cattle, usually calves, and other animals of  JUNE 4, 2018 SPECIAL COMMON COUNCIL MEETING Page 3 that nature. She remarks that they make due without a lot of real estate and she is very proud of the animals that they do have on hand. Deputy Mayor Santangelo calls on Councilman Philip Pessina. Councilman Pessina states that his daughter's pig is a VoAg alumnus. He explains that four (4) or (5) years ago, when she needed the pig at the program, the students were so enthusiastic they gave her a certificate, showing that the pig had fully graduated the VoAg program. He adds that they do a wonderful job and it is very much appreciated to have the students working with these animals. Deputy Mayor Santangelo calls on Councilman Eugene Nocera. Councilman Nocera states one more comment to emphasize the quality of the program. He recounts that he was at a seminar about two (2) or three (3) years ago and there was a presentation on the VoAg program in Connecticut. He remarks that, even then, Middletown was the premier program and the City is very proud of it. Deputy Mayor Santangelo calls on Councilman Philip Pessina. Councilman Pessina calls Emergency Communications Director Wayne Bartolotta to the podium. Councilman Pessina states that, looking over the revised job description for civilian dispatcher trainee, in reviewing the minimum training and experience, he is a little perplexed why the decision was made to remove the experience with public safety, emergency services, and related field as well as the certified courses, which are the three (3) major elements to become a dispatcher. He asks what was the reasoning for removing these requirements. Director Bartolotta replies that, when the position was originally created, at the behest of several councilmembers, we wanted to give an opportunity for a greater pool of candidates to be able to participate and apply for this position. He notes that the one (1) year civilian dispatch requirement really limits this pool. He explains that there is a civilian dispatcher position, which requires all of the significant certifications that a dispatcher would need. He reiterates that we have that position so we can test from people who are already in the business. He notes that, when we limited this position to people with this type of experience, we were not drawing the number of candidates from which to pick. He adds that, originally, this was not supposed to be there and we knew there was potential for a problem with it. We decided we wanted to try to run with it so we tried it for several years and found that we were not getting the needed candidate pool for this position. He remarks that what we opted to do was to eliminate that, taking a greater pool of people in, do pre-testing on that pool and start from there. Councilman Pessina remarks, so this is an alternative route. In other words, if I am a certified dispatcher and I see that Middletown is possibly hiring dispatchers; however, now the door is open for somebody, who does not have it (certification), but meets the minimum qualifications, can also apply. Director Bartolotta replies, yes, even members of our own current workforce. He recounts that he has people who worked in the Parks Department were able to come over. He reiterates that it allows members of the current Local 466 base to have an opportunity to try. He notes that the candidate has to maintain – has to get to – certification and there are other parts that go along with this, but it expands that pool. Councilman Pessina states to Director Bartolotta that he has to agree that someone, who comes on certified, has less training time, quicker to get to the civilian dispatcher position, than someone who needed extended training to get certifications, which is a lengthy process. Director Bartolotta replies that it should be, but it has not always worked out that way. He states that we also have the opportunity, as Councilman Daley, we talked about under-filling. He states we can hire – say all our certified dispatchers are filled, so all we have is a trainee -- we have the opportunity to be able to under-fill a position and bring in a fully certified as a trainee. He states that there are more options. We just need to expand that candidate pool as it is not giving us a good representation of the community, which we want to be able to do, adding this is really the only way to do this. Councilman Pessina asks how many dispatchers are we down now. Director Bartolotta replies many four (4), maybe five (5), adding that we just hired one: we have a trainee in training; we have one (1) civilian dispatcher in the in background process with the Police Department; and we had a civilian dispatcher in process with the Police Department and, in that background check, some issues came up, so we had to move on to another dispatcher. Councilman Pessina asks what is the plan – your expectation – to get these dispatchers on Director Bartolotta replies we should get them on, adding that he talked to other directors, within about four (4) months to bring a person to training, noting that Middletown has some idiosyncrasies that make it a little different from other communities – we have three (3) fire districts; we have two (2) towns -- so there is a little bit more. Councilman Pessina asks if there is active recruitment now.  JUNE 4, 2018 SPECIAL COMMON COUNCIL MEETING Page 4 Director Bartolotta replies that there are two (2) active lists, noting that this particular lists expires around August, so timing is pretty good on this change. Councilman Pessina asks, in between this time – four (4) months – which is about October, November, to be fully staffed. Director Bartolotta replies that we should have two (2) on in about four (4) months and two (2) more in training in about four (4) months. He reiterates in four (4) months, we should have completed two (2) and have two (2) more ready to go. Councilman Pessina remarks that this would help keep overtime costs down, noting that the City will be monitoring all of the overtime. Director Bartolotta replies, yes, adding that you have seen the numbers over the years: the full staff numbers versus shortage. Deputy Mayor Santangelo calls on Councilman Sebastian Giuliano. Councilman Giuliano calls Human Resources Director Thomas Tokarz to the podium. Councilman Giuliano asks that Mr. Tokarz clear up some questions regarding agenda Item 10A and subparts 1 to 24. He also states that he read the Human Resources memo that was provided a couple of weeks ago as background. Councilman Giuliano asks, for clarity, is the Labor/Management Committee for Local 466 five (5) people. Director Tokarz replies yes. Councilman Giuliano states that, when that group met, it considered 46 requests for appeal, rejected 22, and decided to move forward with 24 requests. He asks if that is correct. Director Tokarz replies, yes, the application process was open – no limits -- so anyone could apply. He confirms that they received 46 applications, noting that one (1) particular application represents 17 people, the nurse job description. He explains that it is 46 jobs, not 46 people. He explains that four (4) were inappropriate; the people had moved on: one (1) had been terminated and one (1) was ineligible because the positon was not in the bargaining unit. He states that they did interviews with all remaining parties over three (3) days in December and made a determination after the interview, based on the application and the information presented in the interview as to whether or not that job would go forward for further review. He remarks that, at that point, 13 were eliminated. He states that they did further review on the rest, which involved committee meetings. He explains that they met four (4) times to go over current job descriptions according to the criteria in contract, which could be some sort of change or simply work that was never included in the job spec, that the job was undervalued previously, and, of course, the internal alignment had to be considered also. He explains that went thru all of those and determined which changes appropriate, which duties had not been evaluated properly, adding that the entire committee met and made those determinations. The result was a modified description, in comes cases, and that would be run thru the Maximus system to develop a score . Councilman Giuliano states that it is pretty clear, obviously, that the entire committee cannot be intimately involved in every detail of that work. Director Tokarz quips that they could not all fit in his office. Councilman Giuliano says that he would expect that a lot of the nuts and bolts are done administratively by the Human Resources Office: the actual writing of the job descriptions, proposing the changes, doing evaluations and comparisons to the Maximus study. He states that all happens at your (Mr. Tokarz’ s) level. He asks, once that was all done, did the Committee all come together and consider that final report and say “we accept this” and that is why it is front of the Council today. Director Tokarz replies, yes. Councilman Giuliano reiterates: they had a meeting and their recommendation is to accept this. Director Tokarz injects: the packet in front of you. Councilman Giuliano states (the packet) in its entirety. He continues, as he understands it, in Local 466 Labor/Management process, it is an up or down vote on the whole thing. It cannot be broken apart. Director Tokarz replies, one block. Councilman Giuliano states, unlike UPSEU where each is considered one at a time. Director Tokarz states that he should point out that this study was started under the previous agreement, so it works under those rules. He adds that, under the new contract, it is very different, having changed the Labor/Management program significantly. He explains that it has a limit to how many applications there may be – evaluated – and it also allows for voting on each particular job as opposed to a block.  JUNE 4, 2018 SPECIAL COMMON COUNCIL MEETING Page 5 Councilman Giuliano’s states now it is up or down on the whole thing. He adds that, by affirmative vote of the Labor/Management Committee that the Council should adopt all of these. Director Tokarz replies, exactly. Director Tokarz states that perhaps the Union President wishes to comment. Councilman Giuliano states that the Council obviously needs to reply on that Committee for guidance as to how to handle this matter otherwise the Council would have to look at every job description individually and try to do ourselves what you did, which is comparison to the Maximus study, which, frankly, we are not well equipped to do. Councilman Giuliano thanks the Labor/Management Committee for working on this and giving the Council some clear guidance on it. Deputy Mayor Santangelo calls on Councilwoman Linda Salafia. Councilwoman Salafia asks for clarification on Building Superintendent III. She states that, in the contract, it only lists the Building Superintendent; it does not list that position. She adds that there are four (4) people in that position. She notes that this is changing two (2) of the positions. Director Tokarz replies, yes. He explains that, to make it even more confusing, there are four (4) individuals, three (3) job descriptions Councilwoman Salafia notes that there is only one (1) job description listed in the Union contract right now so, if you change two (2) job descriptions, you are still short one (1) job description. Director Tokarz interjects, saying that there are three (3) job descriptions; Building Superintendent - :Police Department; Building Superintendent, which is a distinct job, and Councilwoman Salafia interjects saying, when you look at the Union contract, and it lists the positions covered, there is only one (1) Building Superintendent III, one title. She adds that it now seems that you need to go back and change that list, noting that, if the Board of Education is being split out and counted as a different position, you need to list it separately and include it in this resolution to change the job description. Director Tokarz replies that there are three (3) different jobs and three (3) different job descriptions: Building Superintendent III – Board of Education, which has two (2) people in it; Building Superintendent III – Police Department, which has one (1) individual; and Boiling Superintendent II – Town Hall Complex. Councilwoman Salafia states, so you are changing two (2) . . . Director Tokarz interjects, yes, two (2) individuals. Councilwoman Salafia continues, saying, but there are two (2) people in the Board of Education. Director Tokarz replies, right. Councilwoman Salafia continues, in my opinion, you need to list this position in the actual list of job positions. She remarks, if you are treating the Superintendent – Board of Education as a separate job, then it should be listed as a separate job description. Director Tokarz replies that he agrees. Councilwoman Salafia continues, saying . . . Director Tokarz interjects, saying it has not been approved yet. Councilwoman Salafia replies, it is not in the resolution. Director Tokarz replies, no, it is not. Councilwoman Salafia states it is not listed to change the job description to reflect that. I think you would have to detail it , it may be a minor detail, but it is a detail. Director Tokarz states, to be listed in the contract. Yes, we are going to have to go thru all of those and make any changes. Councilwoman Salafia states, yes, but you cannot change it if it is not listed in the resolution, unless you do another resolution to make that change. Director Tokarz replies, “I’m not.” Local 466 President Christine Bourne replies that she believes the intention was to leave Building Superintendent III – Board of Education  JUNE 4, 2018 SPECIAL COMMON COUNCIL MEETING Page 6 Councilwoman Salafia states there is no Building Superintendent – Board of Education position technically. Local 466 President Bourne states that Building Superintendent III at a salary Grade 7 and then there will be Building Superintendent – Middletown High at salary Grade 8, Building Superintendent IV, so that the IIIs will stay the same and the IVs will move up. She reiterates, it will be the IVs, who are moving. There will still be III in the union contract. Councilwoman Salafia replies, so in the proposed resolution, we can cross off the title that is here and write “Building Superintendent III.” She reiterates: you have Building Superintendent III – Board of Education, so I can cross off the Board of Education and just make is a superintendent. Local 466 President Bourne replies that Building Superintendent III will stay in the contract under its current Grade. Councilwoman Salafia states it is not technically in the contract. Councilman Giuliano interjects, saying as he reads this . . . Councilwoman Salafia continues, it may be a technicality, but a technicality is a technicality. Deputy Mayor Santangelo calls on Councilman Sebastian Giuliano. Councilman Giuliano states that there is a Building Superintendent III located at Middletown High School. That particular building superintendent will get a new job title of Building Superintendent IV, but there will still be Building Superintendent III at the Board of Education; however this one will now be a “IV.” He asks if this is how this is supposed to read. Director Tokarz replies, correct. Councilman Giuliano states that it is a little bit unclear the way it is printed, but he gets it. Deputy Mayor Santangelo calls on Councilwoman Mary Bartolotta. Councilwoman Bartolotta asks Finance Director Carl Erlacher to join Director Tokarz at the podium. She states that her question is the cost of the 466 labor upgrades. She asks that he explain. Director Erlacher replies that there are some retroactive costs of about $131,000 to the Board of Education and about $71,000 to the City. Councilwoman Bartolotta asks if we have the salary reserve for that. Director Erlacher replies, yes. Councilwoman Bartolotta asks what is the cost for next year, which she believes is a two percent (2%) increase). Director Erlacher replies, right. He states it will be $178K for the Board of Education and $96K for the City. Councilwoman Bartolotta asks if that is something that has been budgeted. Director Erlacher replies, yes, it is in the salary reserve. Councilwoman Bartolotta states that this confirms that it is not something that needs to be taken form the General Fund. Director Erlacher replies, no. Deputy Mayor Santangelo call son Councilwoman Deborah Kleckowski. Councilwoman Kleckowski says she has questions, but not for the Finance Director. She asks Human Resources Director Tokarz, after all this is done, can he explain what happened (at General Counsel Commission) as only a few of the Councilmembers were present when this information was presented to the General Counsel Commission (GCC). She states it went thru the whole Labor/Management process and, a certain number of people made upgrade proposals, which were part of the proposal to GCC. She suggests that Local 466 President Bourne may want to speak on this question now since she spoke to it at GCC. Councilwoman Kleckowski continues, stating that there was some confusion as to whether or not the Town Clerk Office was included in that proposal or not included: maybe they were, but then, they were not, and now they are not included because they decided to withdraw. Councilwoman Kleckowski states that she has two (2) questions: (1) Can Director Tokarz clarify this matter and – adding that this may be a question for General Counsel Brig Smith -- if it is an up or down vote, and (2) Director Tokarz brought this package to GCC for its vote and the Town Clerk folks were in there, so how is it that they can  JUNE 4, 2018 SPECIAL COMMON COUNCIL MEETING Page 7 withdraw. She asks does any other group, or single person, have the opportunity to withdraw. She adds that the attorney at GCC – Kori Wisneski – was clear that this is an up or down, to Director Tokarz’s point, a block vote. Director Tokarz replies, correct. Councilwoman Kleckowski asks, if it was a block vote, how is it that one group can leave and does everyone have – or did everyone have – that option or was it just a result of that evening. She asks if the Town Clerk folks were initially in the proposal as they came before General Counsel Commission (GCC), when Director Tokarz’ s proposal came before GCC that evening. Director Tokarz replies that there were two (2) positions in the Town Clerk: Assistant Town Clerk and Records Project Coordinator. He explains that, because of circumstances in that office, various people have been in charge and it has not been full staffing for some time now. He states that was the consideration all during the process of tabling those two (2) positions since the (Labor/Management) Committee had difficulty looking at the permanent duties that should be assigned to those jobs. He notes that there was an opening for a Deputy, but it was unclear whether or not that would go forward. He states that, for those reasons, those two (2) positions were difficult and should wait until permanent staffing is achieved in that office. At the very end of the process, it appeared that they would be back in – included in – the process because, for most of the time when the (Labor/Management) Committee met, they were “tabled.” He states that occurred and they were included in the packet that went to the General Counsel Commission, but at the meeting they were asked to withdraw. The (Labor/Management) Committee subsequently met and approved their withdrawal from the system because, optimally, it was very difficult to get a good look at what their real, permanent duties should be. General Counsel Brig Smith interjects, to clarify on the up or down, the obligation is not for the labor/management Committee to vote up or down as a block. They make their recommendation for Council to vote up or down on the block as to what the LMC (Labor Management Committee) has recommended, noting that they recommended this, minus those two (2) positions, as Director Tokarz said. Councilwoman Kleckowski replies that the General Counsel Commission members did not get the information that there was another (Labor/Management Committee) meeting that approved them to be taken out. Attorney Smith replies that you are getting it now at Council. Councilwoman Kleckowski remarks, that is why she is asking. She states that she is curious why – these are long time positions -- so why is there such a question on their job duties. She asks if it was just because the office was in flux as they were going thru changes. Director Tokarz replies, yes. Deputy Mayor Santangelo calls on Councilman Philip Pessina. Councilman Pessina calls Recreation & Senior Services Director Cathy Lefkowitz to the podium. He asks if the Senior Services position is a job title replacement to the current director. Director Lefkowitz replies, no, and asks if he is referring to the jobs that are getting upgrading. She explains that there are two (2) positions from her department: one is the Municipal Agent and one is the Senior Coordinator. Councilman Pessina states Senior Services Specialist. Director Lefkowitz asks which position is he referred to, the Specialist. She states that neither is a replacement; rather, both are current positions that are being upgraded. Councilman Pessina remarks it was a little confusing on this information. Director Lefkowitz states they are the same positions being upgrades and she supports them. 3. Questions to Directors Closes The Deputy Mayor states that, there being no further questions, the Questions to Directors session is closed. 4. Meeting adjourned The meeting is adjourned at 6:41 p.m. ATTEST: LINDA S.K. REED, COMMON COUNCIL CLERK K: review/ minutes/ 18 June 4 --Question to Directors minutes – 4 June 2018