CC MTG MINUTES JUNE 23 2015 SPECIAL COUNCIL MEETING OF THE AGAWAM CITY COUNCIL
June 23, 2015
President Johnson—Meeting called to order at 7:00pm. Special meeting was originally
called due to the track bonding emergency situation however we were informed after the
posting of several emergency transfers that the administration could not properly plan
ahead for so therefore it was re-posted for Tuesday evening. The emergency no longer
' exists with the track so the meeting will continue to take care of the transfers.
Item A.Roll Call
ROLL CALL — 9 PRESENT, 2 ABSENT (Councilors Cavallo and Letellier)
Councilor Letellier was running late.
With nine present and two absent,there was a quorum.
' Item B. Moment of Silence and the Pledge ofAllezianee
Everyone rose for a moment of silence and the Pledge of Allegiance.
Item G Old Business
' 1. TO-2015-27 - A Budgetary Transfer Building Maintenance of $7,000.00
from Regular Permanent Salary (#11921-51010) to Overtime (#11921-51030)
(Mayor) (Referred to Finance Committee)
' Motion to approve made by Councilor Cichetti and seconded by Councilor Suffriti.
' The vote was 9 YES, 0 NO, 2 ABSENT (Councilors Cavallo and Letellier) passing TO-
2015-27.
' 2. TO-2015-28 - A Budgetary Transfer for the Municipal Golf Course of
$4,000.00 from Municipal Golf Fuel & Oil (#65263-52130) to Municipal Golf
Food & Service Supplies (#65263-52220) (Mayor) (Referred to Finance
Committee)
Motion to approve made by Councilor Suffriti and seconded by Councilors Cichetti and
' Mineo.
' The vote was 9 YES, 0 NO, 2 ABSENT (Councilors Cavallo and Letellier) passing TO-
2015-28.
3. TO-2015-29 - A Budgetary Transfer for the Municipal Golf Course of
$5,000.00 from Municipal Golf Equipment, Maintenance & Repair (#65262-
52030) to Municipal Golf Food Service Supplies (#65263-
' 52220)(Mayor)(Referred to Finance Committee)
Motion to approve made by Councilor Rossi and seconded by Councilor Cichetti.
' The vote was 9 YES, 0 NO, 2 ABSENT (Councilors Cavallo and Letellier) passing TO-
2015-29.
' Item D. New Business
Council President Johnson asked if there was a Motion to take the items out of order.
Motion made by Councilor Calabrese and seconded by Councilor Minor Let the record
show Councilor Letellier arrived.
3. TO-2015-34 -Emergency Preamble for TO-2015-33 (Mayor)
Councilor Rossi wanted to what the emergency was regarding this transfer and why
' couldn't they get it on our Agenda in time? Council President Johnson said he agreed
that it should have been planned for ahead of time and placed on our Agenda however
' they need money to pay the bills. Councilor Rheault asked for the Emergency Preamble
to be read into record.
BUDGETARY TRANSFER FROM
' HEALTH DEPARTM$NT
TO TRANSFER S3S00.00 FROM REGULAR SALARIES,ACCOUNT#15101-
51010 TO TEMIPORARY SALARIES ACCOUNT#15101.51026
' WHEREAS,the permanent school nurse's unforeseen absenteeism and mandated
school smwnings have made it necessary to utilize staffing agencies and
for school coverage;and
' wREREAS, there we insuff dea funds in the Health it's Teupwry
Salaries Aowunt(account# 15101-51020)to provide for su fl m agencies and st b aium
maws for school coved and
' WHEREAS,thane are sufllcient finds in the Regular salary Awouont(account#
15101-51010) due to the rei4pndon of a permanent nurse in September, 2014, and a
replacement not bdng.hited until Janaury, 2015 to provide for sufliog agencies and
sobsutwe moves for sclwol coverage;and
WHEREAS,it is in the best i umsts of the Agawem City Counca to act on TR
' 2015-33 at its Special Meeting on,tune,23,2015;and
NOW TiiMMFOM the ABawam City Council hereby declares pursuant to
Sectim 2,9(b)of the Ap am Home Role Cater that an en vmy waste and hereby
approves this Emergency preamble to TQ 2015-33.
Councilor Mineo pointed out there was a recent Health Department transfer and why
wasn't this included at that time. He supports it but wonders why they couldn't figure
this out before and avoid an emergency. Council President Johnson noted that he thought
there might be some transfers needed and had intended to ask the City Auditor but she
did not show up at the Budget Meeting and could not ask about transfers before the end
of the fiscal year. He cannot excuse the delinquency in putting this on our Agenda but
we do need to pay the town's bills. Councilor Rossi said he did not appreciate being held
hostage. Council President Johnson said if there hadn't been the track funding
emergency, he would not have called a Special Meeting for these transfers. Councilor
Letellier said it seems as if we are spending an awful lot of time for a$3,500 transfer but
i
we're here and the nurses have come to us before so it's just something that has to be
done. Councilor Mineo has no issue approving this —he was just making a point of the
importance of being prepared. Councilor Bitzas said there was no choice. Councilor
Perry noted that there was a choice. Everyone is well aware of the nurses' conflict and
' that it could have been solved long ago but it was now back in the Council's lap.
Motion to approve made by Councilor Mineo and seconded by Councilor Bitzas. Council
President noted that since there were ten councilors present, a two-thirds vote to pass
would mean seven votes were needed.
The vote was 10 YES,0 NO, 1 ABSENT (Councilor Cavallo)passing TO-2015-34.
4. TO-2015-33 - A Budgetary Transfer for the Health Department of
' $3,500.00 from Regular Salaries #15101-51010) to Temporary Salaries
(#15101-51020) (Mayor)
Motion to approve made by Councilor Bitzas and seconded by Councilor Letellier.
The vote was 10 YES,0 NO, 1 ABSENT (Councilor Cavallo)passing TO-2015-33.
1 TO-201 -3 a re R 2015-35
5 2 -Emergency Preamble for T P a
' Motion to approve made by Councilor Rheault and seconded by Councilors Perry and
Rossi.
' The vote was 10 YES,0 NO, 1 ABSENT(Councilor Cavallo)passing TO-2015-32.
2. TR 2015-35 - A Resolution to increase the authorized bond amount for the
new track, field and school locker facility at the Agawam High School
(Mayor)
' Motion to suspend the rules on TR-2015-32 and move the item to New Business made by
Councilor Bitzas and seconded by Councilor Letellier. Voice vote unanimous. Motion
to go into Committee as a Whole to hear from the track committee made by Councilor
Rossi and seconded by Councilors Cichetti and Suffriti. The Council went into
Committee as a Whole and called upon Jennifer Bonfiglio to make a presentation.
' Jennifer Bonfigho stated that there were originally three (3) bids received on this track
project. The first lowest bid was withdrawn due to clerical error on their part. The
second lowest bidder accepted the bid and subsequently late on Friday afternoon. The
third bidder was $1.3million higher than the second bidder and she believed his bid was
high to account for the tight timeline with the locker rooms. The committee thought it
would be best to push the locker rooms/team rooms until next summer. It would be
fiscally irresponsible to force the exterior locker rooms into the timeline. The revised
plan would be to go out to bid around October 1'which would give them a solid timeline
1 to proceed as soon as the weather permitted. This made them one year behind schedule
but it is a more fiscally responsible plan. The track committee is in attendance if there
were any questions for theta. There is still the need for extra funding to be approved by
' the City Council. Councilor Suffriti mentioned that the track committee worked very hand
and now it's more important to cross our T's and dot our I's and do it right. Councilor
Letellier asked how much of a cost would be incurred to move sports around during
construction. Jennifer explained that they had planned for moving sports during this
Fall's sports season and Dave Stratton, Athletic Director, said that transportation during
the fall is more difficult and poses an issue however spring is much easier. Chris Sparks
had said he encouraged everyone to use School Street Park anyway however
1 transportation is an issue between 2:00pm and 3:45pm because buses are very limited as
they are transporting students home from school. After 4:00pm it is much easier to find
an available bus. Councilor Letellier asked if we had budgeted for extra transportation
and yes, Dave put it a budget request of an extra $5,000 which was subsequently taken
out. LPVEC does not charge for a drop off when the driver is done with his/her day and
just going home. Councilor Letellier appreciated all of that information. Dave Stratton
mentioned that the Athletic Department has a total of$50,000 each year and is confident
that the arrangement will work when the time comes — it is a smaller hoop to jump
through in the spring as compared to the fall. Councilor Bitzas thanked Jennifer for all of
her great work and was sad to hear of the delay. Councilor Rheault asked again if there
was a Clerk of the Works designated. Jennifer stated that they were about to enter into a
contract with someone when the bids fell through and thanked the Council for their
' support and willingness to meet. It will just take a little longer than planned. Lou Conte
thanked the City Council for being so supportive and Jennifer has been awesome but
wanted better communication with administration and track committee stating that this
' was not a smooth transition. Councilor Suffriti asked if the plan will be the same in
October and Jennifer said the package is incorporated with four addendas plus a new
timeline which John Hammier, co-manager, added all the same just reverse the time
schedule — do the fields in the spring, building locker rooms when school gets out.
Councilor Rheault asked about the lights for the ballfield. Jennifer said that added
' $415,000 so it was considered a big ticket item and subsequently rejected in the overall
plan. The dugouts however are made of prefab cement and can be picked up and moved
if there is ever a new high school built and fields change locations. Lou Conte noted that
' it was time to fine tune this project and move forward.
Motion to come out of Committee as a Whole was moved and seconded with a
unanimous voice vote.
This item would be moved to Old Business on the next Agenda.
Item E Adiournment.
Motion to adjourn made by Councilor Rossi and seconded by Councilors Suffiiti and
Bitzas. Adjournment at 8:05pm
i
i
1
1
1