741 Colonel Ledyard Highway

Ledyard, CT 06339

TOWN OF LEDYARD

Administration Committee

Meeting Minutes

http://www.ledyardct.org

Chairman S. Naomi

Rodriguez

Regular Meeting

Wednesday, June 12, 2024

5:30 PM

Town Hall Annex- Hybrid Format

In -Person: Council Chambers, Town Hall Annex Building

Remote Participation: Information Noted Below:

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047912

CALL TO ORDER

the Meeting was called to order by Councilor Garcia-Irizarry at 5:30 p.m. at the Council

Chambers Town Hall Annex Building.

Councilor Garcia-Irizarry welcomed all to the Hybrid Meeting. She stated for the Town

Council Administration Committee and members of the Public who were participating

via video conference that the remote meeting information was available on the Agenda

that was posted on the Town’s Website - Granicus-Legistar Meeting Portal.

II.

ROLL CALL

Carmen Garcia-Irizarry

Kevin Dombrowski

April Brunelle

Present:

In addition, the following were present:

S. Naomi Rodriguez Town Council Chairman

Kristen Chapman Mayor’s Executive Assistant &Social Services Coordinator

Mary Harris Board of Education Vice-Chairman

Earl Lamb Board of Education Member

Branden Graber Board of Education Member

Joanne KelleyBoard of Education Member

Carol Schneider Resident

Deborah EdwardsResident

Roxanne Maher Administrative Assistant

III.

RESIDENTS & PROPERTY OWNERS COMMENTS

Ms. Mary Harris, Board of Education Vice-Chairman, 2 Whippoorwill Drive, Gales

Ferry, stated she was present this evening to talk about the proposed changes to

Ordinance #100-015 “An Ordinance Establishing a Permanent Municipal Building

Committee for the Town of Ledyard”. She specifically noted the proposed change to

hire an “Owner’s Representative or Consulting Engineer for projects that exceed

$500,000. “She stated the requirement to hire such professionals would have the

potential to increase the cost and delay the implementation of the School Facilities

Projects, such as Roofing, Solar Panels, and Heating, Ventilation and Air Condition

systems (HVAC). She requested that a Board of Education Member be included in

the discussion and decision regarding this proposed change to the Ordinance.

Councilor Dombrowski explained in accordance with Chapter III of the Town

Charter the Town Council was the authority to draft and approve Ordinances. He

stated that others could provide comments and recommendations to the language and

that they were welcome to do so. However, he stated that the Board of Education

could not be an active participant in how the Ordinance was approved. Ms. Harris

stated based on Councilor Dombrowski’s comments that the Board of Education

would submit the language they would like to see in Ordinance #100-015.

Councilor Garcia-Irizarry noted at the Board of Education’s June 11, 2024 meeting

that Ms. Joanne Kelley suggested the Administration Committee and the Board of

Education hold a Joint Meeting to discuss the proposed amendments to Ordinance

#100-015. Councilor Garcia-Irizarry stated that she would be open to scheduling a

Joint Meeting, noting by having a joint discussion that they would be able to answer

questions, and gain an understanding of the proposed amendments, etc. Ms. Harris

stated that she believed the Board of Education would be agreeable to having a Joint

Meeting, noting that they would also provide written comments.

MOTION to schedule a Joint Work Session between the Administration Committee

and the Board of Education to discuss proposed amendments to Ordinance #100-015

“An Ordinance Establishing a Permanent Municipal Building Committee for the

Town of Ledyard”.

Moved by Councilor Brunelle, seconded by Councilor Garcia-Irizarry

Discussion: Councilor Garcia-Irizarry noted as Councilor Dombrowski explained, per

the Town Charter, the Town Council was the authority to approve Ordinances.

However, she stated that the Administration Committee would welcome comments

from those who would be affected by the Ordinance.

VOTE: 2- 0 - 1 Approved and so declared (Dombrowski abstained)

Mr. Earl (Ty) Lamb, Board of Education Member, 95 Lambtown Road, Ledyard,

stated that he was representing himself as a taxpayer this evening. He stated that he

was pleased the Administration Committee was continuing their work to review

Ordinance #100-015 “An Ordinance Establishing a Permanent Municipal Building

Committee for the Town of Ledyard”. He requested the language regarding the

Committee’s membership be clarified, noting that the current Ordinance called for

the following:

· Five Regular Members: These members, to the extent possible, shall include

those with experience in finance, engineering, architecture, project management,

or the building trades.

· Two Temporary Members: Each municipal project, may have up to two (2)

temporary members, who are a member or representative of the Proposing Body.

For Board of Education projects, at least one of their two temporary members

shall be a Board of Education member

Mr. Lamb stated the current language was unclear on who could and who could not

be members. Therefore, he stated that he was pleased that they were going through

this process.

Mr. Branden Graber, Board of Education Member, 42 Church Hill Road, Ledyard,

stated the reason he was present this evening was to request the engagement of all

parties who would be affected by Ordinance #100-015 “An Ordinance Establishing a

Permanent Municipal Building Committee for the Town of Ledyard”. Therefore, he

stated that he liked what he just saw tonight, that being the agreement to schedule a

Joint Work Session between the Board of Education, Administration Committee, and

Permanent Municipal Building Committee (PMBC) to discuss the proposed

Ordinance Amendments. He stated it was important to the Board of Education that

they get this right, however, he stated more importantly it was for the children and the

facilities. He stated although the children do not pay the taxes, they attended the

schools. He stated that he looked forward to working with the Administration

Committee, the BOE Facilities Committee and the full Board of Education.

Ms. Joanne Kelley, Board of Education Member, 12 Thames View Pentway, Gales

Ferry, stated that she was present to discuss the following two subjects: (1) Ordinance

#100-015 “An Ordinance Establishing a Permanent Municipal Building Committee

for the Town of Ledyard”; and (2) Ethics Commission.

· Ordinance #100-015: Ms. Kelley addressed the proposed amendments to

Ordinance #100-015, noting that she did not know about the Permanent

Municipal Building Committee (PMBC); other than during the School(s)

Consolidation/Improvement Project(s) (Middel School & Gallup Hill School)

there were a lot of Lessons Learned. Therefore, she stated the writing of a new

ordinance was a good opportunity to take the Lessons Learned to come up with

something that was going to work better for the future. She noted the main

projects that would be affected by the new ordinance would most likely be the

Board of Education Projects (schools). She stated during the June 11, 2024 Bord

of Education meeting they discussed the experience that Board of Education

Facilities Committee and their Director of Facilities & Grounds Wayne

Donaldson could offer. She noted although she had nothing to do with the

Facilities Committee, and she did not know what the goal was, that during the

Board of Education’s discussion those individuals expressed concern regarding

the proposed amendments to Ordinance $100-015 that was being circulated. She

stated that they noted problems they had in the past with the current process that

was in place; and she commented that perhaps their experience could be of help.

She noted as an example the Joint Finance Committee Meetings between the

Board of Education and Town Council during the Annual Budget Preparation

each year; and the Budget Process Review Committee that both she and

Councilor Dombrowski served on last summer were productive, noting that she

did not think that either of these efforts violated anything.

Councilor Dombrowski stated to clarify his comments, that the way the statement

was put forward, was for a Board of Education Member to be involved in approving

this Ordinance. Therefore, he stated that it would violate the Town Charter, because

the approval of the Ordinance would have to be done by the Town Council or by

Referendum, per the Town Charter. He stated it was the way the statement was

presented, noting that he has never been opposed to comments coming from all the

interested parties, whether it was the Board of Education, the Permanent Municipal

Building Committee, or any residents. He stated he was all for any help anyone could

give.

Ms. Kelley suggested they not rush through amending Ordinance #100-015 noting

that it was complex. She stated that she was serving her third term on the Board of

Education and that throughout this time the Permanent Municipal Building

Committee has been a point of contention, with all of the Board of Education

projects. She stated what they had in place was not working; or maybe it was, but

there were some unintended consequences due to the process.

Councilor Dombrowski explained the proposed language regarding the “Hiring of an

Owner’s Representative or Consulting Engineer for projects that exceed $500,000”

was suggested because of the issues they have experienced in past projects. He stated

they have to recognize that the Permanent Municipal Building Committee (PMBC)

was a group of volunteers, like they all were. He stated because they cannot be

on-site day-in and day-out to watch the project, that this language was being added to

have someone who would be working as a Representative for the Town on a

day-to-day basis to make sure the project was being done as the PMBC would like it

to be done. He stated whether this was the right language; was a question. Ms. Kelley

stated that the Board of Education noted that perhaps the threshold should not be a

dollar value, noting that perhaps each project should be evaluated on a case-by-case

basis. Therefore, the Board of Education felt that they should take their time to gather

all the input from over the years to make sure they get it right.

· Ethics Commission - Ms. Kelley stated she saw that the Administration

Committee would be discussing an Ethics Commission this evening. She noted

that she was surprised to learn that Ledyard was one of the twenty-four towns in

the State that has not adopted a Code of Ethics. She stated that she read all of the

attachments that were included in the Agenda packet on the meeting portal,

noting that they were dated back to 2018 - 2019; and therefore, she was interested

in learning about the background this evening. She stated there have been a lot of

things happening in town, and comments about conflicted participants, and

conflicts of interest. She stated revealing a Conflict of Interest was a matter of

honesty, noting that the public needed to have confidence in the integrity of our

town government. Therefore, she stated she was happy the Administration

Committee was taking up this matter.

Administrative Assistant noted for clarification, that the Town Council adopted a

Fraud Policy dated May 28, 2014.

Ms. Deborah Edwards, 30 Bluff Road West, Gales Ferry, attending remotely, stated

that she echoed Ms. Kelley’s comments regarding an Ethics Commission. She noted

that she also read all of the attachments that were included in the Agenda Packet on

the meeting portal. She stated it appeared that all the work was done, but that the ball

was dropped in 2019 and an Ordinance was not passed to establish an Ethics

Commission. She stated 2019 was the second time the town did not follow through

with setting up an Ethics Commission, noting that the State had recommended that

Municipalities establish an Ethics Commission. She stated that she was happy to see

that this matter was being taken up again and that she hoped that it would move

forward quickly.

Councilor Garcia-Irizarry thanked all of the residents for their comments this

evening.

IV.

PRESENTATIONS / INFORMATIONAL ITEMS

None.

APPROVAL OF MINUTES

MOTION to approve the administration Committee Minutes of May 8, 2024

Moved by Councilor Brunelle, seconded by Councilor Dombrowski

VOTE:

3 - 0 Approved and so declared

APPROVED AND SO DECLARED

RESULT:

VI.

OLD BUSINESS

Discussion and possible action to amend Ordinance #100-015 “An Ordinance Establishing a

Permanent Municipal Building Committee for the Town of Ledyard” as presented in the

draft dated June 4, 2024.

Councilor Garcia-Irizarry noted at the Administration Committee’s May 8, 2024

meeting Permanent Municipal Building Committee (PMBC) Chairman Gary

Schneider addressed the $500,000 project threshold that would require an Owner

Representative be hired. She stated in response to Mr. Schneider’s comments in

which he suggested that they would probably not need to hire an Owners

Representative when purchasing two Wastewater Treatment Plant Pumps that would

cost over the proposed threshold dollar amount; the following language was added to

the June 4, 2024 draft; in Section 2. Purpose (paragraph 6):

“When a project involves the purchase of replacement equipment costing more

than $500,000, a waiver to bypass the solicitation of bids for the engagement of an

Owner’s Representative or Consulting Engineer may be approved by the Town

Council; and shall be requested by the Permanent Municipal Building Committee

prior to purchase and installation of the equipment.”

Councilor Dombrowski noted the Police Headquarters Facility Project cost

$6,750,000 (Approved 5/17/2013) and the School(s) Consolidation/Improvement

Project(s) cost $65,835,000 (Approved 1/20/2015); and the School Roof Projects

cost $8,550,000 (Approved 2/22/2022).

Councilor Garcia-Irizarry stated that she was pleased that Mayor Allyn, III, suggested

updating Ordinance #100-015 “An Ordinance Establishing a Permanent Municipal

Building Committee for the Town of Ledyard” because there were a number of items

that the town needed to do to ensure they would receive the State Grant

Reimbursement Funding. She went on to note for the School(s)

Consolidation/Improvement Project(s) (Middle School & Gallup Hill School) there

were several items that were not done properly, and therefore, it was difficult to

obtain the grant funding from the State for those items. She stated having an Owners

Representative, who would be well versed with the state requirements, and other

procedures and process, as well as being physically on-site on a daily basis would

make sense. She stated the volunteer Permanent Municipal Building Committee

(PMBC) was currently meeting once a month, noting it was difficult for them to keep

track. She addressed the School(s) Roof Projects, noting as an example the Projects

were delayed because the town only received two Bids for the Owner Representative,

and the Finance Committee did not grant them a Bid Waiver, so the PMBC had to go

back out to bid which took more time than initially planned.

Councilor Dombrowski explained that part of the reason they were looking to add an

Owners Representative was because there has been some work that was not done as

expected, and it was not discovered until much later in the project. He stated at that

point it became a who said/who said, and they then had to go back to look for the

Change Order, etc. He stated all of these types of things would probably delay the

project and increase the cost. He stated an Owner Representative would increase the

cost of the project, however, he stated the Town would be better suited and covered

to make sure that timelines were followed, problems that arise could be quickly

adjudicated prior to “It happened two-years ago; it is still under warranty, who has

to pay to have the work done properly, etc. ” He stated having an Owners

Representative would mitigate these types of things from happening; or would help

to catch those things earlier, and in the long run would save the town money. He

stated the benefits would outweigh the additional cost of the Owners Representative.

He stated this was his opinion; and that he was hoping to hear others thoughts.

Councilor Brunelle stated her thoughts were along the same lines as Councilor

Dombrowski’s, noting that if it was a project that cost a lot of money, then it was an

important project. She stated whether the project was a school, a building, roofing,

heating system, or aqueduct that they needed to have someone in charge to watch it.

She stated they could not expect volunteers to do that because it was not fair, noting

there were a lot of moving parts. She stated hiring an Owners Representative may

cost money, but that they could potentially save money, time, and headaches, and

prevent mistakes from happening, or prevent the project from being dragged out, and

having to redo something, etc. She stated that sometimes they cannot just look at the

money, noting that it has to be done right the first time.

Councilor Garcia-Irizarry noted that she had the following questions pertaining to the

draft Ordinance amendments:

Section 5 Power and Duties (Paragraph 2)

The Permanent Municipal Building Committee is authorized to recommend to the

Mayor to retain the services of architects and/or engineers for the purpose of

planning, designing, building and administrating major capital projects. The

process shall utilize a quality-based selection similar to that outlined in Section 2

for the Owner’s Representative or Consulting Engineer. Such selection shall be

based on experience, knowledge, capacity and expertise as well as the fee for

performing such work.

Councilor Garcia-Irizarry questioned what would happen if the Mayor does not agree

with the Permanent Municipal Building Committee’s (PMBC) recommendation.

Councilor Dombrowski explained that the Permanent Municipal Building Committee

(PMBC) would need to follow Ordinance #200-001 “Purchasing Ordinance” which

required a competitive bid process. He also stated in the event the Mayor did not

agree with the PMBC recommendation that the Mayor would need to go back to the

PMBC and tell them that he disagreed with their choice. However, he stated that he

understood Councilor Garcia-Irizarry’s question; that the proposed ordinance

amendments did not provide the process should the Mayor disagree with the PMBC

recommendation. He stated although he had not seen that happen, that it did not mean

that it could not happen.

Councilor Garcia-Irizarry noted that the final decision for the hiring of the Owner

Representative lied with the Town Council, but the for the Architects and Engineers

it lied with the Mayor. Therefore, she questioned the difference in the hiring

authority, stating it was not consistent. She noted the following:

Section 2. Purpose (Paragraph 5)

The selection of the Owner’s Representative or Consulting Engineer shall be

awarded to the firm that provides the best value to the Town of Ledyard. The best

value is defined as the firm providing the highest quality, expertise, and knowledge

for the proposed project. This shall also include the quality of referrals from a

minimum of three references provided by the proposers. It shall also consider the

fee for the work; however, the fee shall not be the sole basis for award.

Section 2 . Purpose. (Paragraph 8)

The Permanent Municipal Building Committee shall make a written

recommendation to the Town Council for the award of such services. The

recommendation shall include a summary of proposers, a weighed ranking sheet

for the selection, and reasons why the Permanent Municipal Building Committee

is recommending such a firm. The final decision of award will lie with the Town

Council. The Town Council possesses the authority to award to a different firm if it

deems that such a firm is in the best interest of the Town of Ledyard.

Section 5. Powers and Duties (paragraph 2)

The Permanent Municipal Building Committee is authorized to recommend to the

Mayor to retain the services of architects and/or engineers for the purpose of

planning, designing, building and administrating major capital projects………”

Councilor Garcia-Irizarry noted Section 5. Powers and Duties (Paragraph 4) as

follows:

The Permanent Municipal Building Committee is authorized to develop schedules

and budgets cost estimates for municipal building projects. However, when an

Owner’s Representative is required, the Owner’s Representative shall be

responsible for drafting such schedules and budgets; and shall be approved by the

Permanent Municipal Building Committee The Owner’s Representative shall also

be responsible for developing a project cash flow projection for review by the Town

Director of Finance, as approved by the Permanent Municipal Building

Committee.

Councilor Garcia-Irizarry stated because they were spending the taxpayers money

that she was not comfortable with leaving it to the Owner Representative to decide

how to spend the money.

Councilor Dombrowski suggested the following language adjustments to provide

more clarification:

“…..the Owner’s Representative shall be responsible for drafting such schedules and

budgets; and submit for shall be approval ed by the Permanent Municipal Building

Committee….”

Councilor Garcia-Irizarry noted that the Permanent Municipal Building Committee

(PMBC) met on June 3, 2024; stating that after tonight’s meeting she would forward this

updated draft to them to provide comments and recommendations for discussion at their

Joint Work Session scheduled for July 24, 2024.

CONTINUE

RESULT:

Any other Old Business proper to come before the Committee

None.

VII. NEW BUSINESS

MOTION to reappoint Ms. Loretta Kent (U) 1363 Baldwin Hill Road, Gales Ferry, to the

Parks, Recreation & Senior Citizens Commission, to complete a three (3) year term ending

June 28, 2027.

Moved by Councilor Brunelle, seconded by Councilor Dombrowski

Discussion: The Committee acknowledged that Ms. Kent has been serving on the Parks

& Recreation Commission for a number of years and they were pleased that she was

interested in continuing to serve the community.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

April Brunelle

RESULT:

MOVER:

Kevin Dombrowski

SECONDER:

MOTION to adopt a proposed "An Ordinance Providing Tax Relief For Gold Star Families

in the Town of Ledyard" as presented in the draft dated May 14, 2024.

DRAFT: 5/14/2024

Ordinance #200-XXX

AN ORDINANCE

PROVIDING TAX RELIEF FOR GOLD STAR FAMILIES

IN THE TOWN OF LEDYARD

Be it ordained by the Town Council of the Town of Ledyard

Section 1: Authority

Pursuant to the authority of P.A. 17-65 enacted on October 1, 2017 “An Act

Concerning Municipal Option Property Tax Exemption for Gold Star Parents and

Spouses” there is hereby established “An Ordinance Providing Tax Relief for Gold

Star Families In the Town of Ledyard”.

Section 2: Purpose

To provide an exemption from property tax for property that is owned by a

parent whose child was killed in action, and/or by the surviving spouse of a person

who was killed in action, while performing active military duty with the Armed

Forces, as such term is defined in Subsection (a) of Section 27-103 of the

Connecticut General Statutes, as amended.

Section 3: Eligibility for Exemption

To be eligible any parent or surviving spouse of a service member killed in action

while performing active military duty the following conditions must be met:

(a) Application: Completed application shall be filed with the office of the Tax

Assessor.

Residency: Persons qualified for a benefit under this Ordinance is a parent or

surviving spouse who own real property located in the Town of Ledyard, or who

are liable for the payment of taxes thereon under Section 12-48 of the General

Statutes, and occupy the property as his or her principal residence at least 183

days of each year; and the time the application is made, and at all times during

which the parent (a) or surviving spouse is receiving an exemption pursuant to

this Ordinance, the parent or surviving spouse shall be living in the Town of

Ledyard.

(b) Qualifying Income: The parent's or surviving spouse's total adjusted gross

income, as determined for purposes of the federal income tax, plus any other

income not included in such adjusted gross income, shall not exceed the sum of

the maximum qualifying income for individuals if unmarried, or jointly with

spouse if married, as set forth in Section 12-81l of the Connecticut General

Statutes.

person who was killed in action at the time of such person's death, in accordance

with Title 46b; Chapter 815E, of the Connecticut General Statutes, as amended.

(d) Parents: If both parents of any such child killed in action while performing active

military duty with the Armed Forces are domiciled together, only one such

parent shall be entitled to the exemption from property tax provided for under

this section.

If both parents of any such child killed in action while performing active

military service with the Armed Forces are not domiciled together, both parents

shall be eligible to receive the exemption provided for under this section.

Section 4: Amount of Exemption; Certified List

(1) The exemption of property shall be in an amount of up-to $20,000, or 10% of the

assessed value of the property owned by the surviving spouse or the parent(s) of

a child who was killed in action.

(2) The exemption provided under this Ordinance shall be in addition to any

exemption to which an eligible parent or surviving spouse may be entitled under

Section 12-81 of the Connecticut General Statutes, as amended.

No such eligible parent(s) or surviving spouse entitled to exemption under

Section 12-81 or 12-8 lg of the Connecticut General Statutes and this section

shall receive more than one such exemption.

(3) The Assessor shall annually make a certified list of all such parents or surviving

spouses who are found to be entitled to an exemption, which list shall be filed in

the office of the Town Clerk in the Town of Ledyard.

Section 5: Application Procedure and Requirements.

(l) Any parent whose child was killed in action or the surviving spouse of a person

who was killed in action (the "applicant") submitting a claim for an

exemption of property tax under this Ordinance shall submit an application,

on a form prepared by the Tax Assessor, to the Tax Assessor's Office not later

than October 1st (the "application").

The application shall include a copy of the two recorded affidavits described in Subsection

2(a)(b) of this Section, and the applicant's federal income tax return, or in the event such a

return is not filed, such evidence related to income, as may be required by the Tax Assessor,

for the entire calendar year ending immediately prior to the October 1st in which the

application for exemption is made.

(2) The applicant shall also file with the office of the Town Clerk at least two

affidavits, in such form as approved by the Tax Assessor, of two (2) different

disinterested persons stating the following:

(a) The deceased child or spouse was killed in action while performing active

duty with the Armed Forces, as defined in Section 27-103(a) of the

Connecticut General Statutes; and

(b) That the applicant is the parent or surviving spouse of the person who was

killed in action.

(1) The affidavits shall be recorded in full in the office of the Town Clerk, free of

charge, and such recording shall list the name of such parent or surviving spouse

claiming the exemption.

No exemption shall be granted unless the affidavits have been recorded in the

office of the Town Clerk; and until the application has been deemed complete

by the Assessor's Office.

Section 6: Renewal and Termination of Exemption, Penalties.

(1) The applicant shall be required to reapply for this exemption on a biennial basis.

The failure of the applicant to reapply for this exemption on a biennial basis

shall result in the termination of the applicant's exemption.

(2) When an exemption has been granted, the applicant shall, in the assessment year

immediately following the date of approval, be presumed qualified for such

exemption.

(3) On a biennial basis, during the year immediately following the approval of an

applicant's exemption, the Tax Assessor may, by August 1st, notify each

parent or surviving spouse presumed to be qualified for such exemption in

writing, and if any applicant has income in excess of the maximum allowed

under Section 3(b) this Ordinance, such applicant shall notify the Assessor on

or before the next October 1st and shall be denied the exemption for the

assessment year immediately following and for any subsequent year until

such applicant has reapplied and again qualified for such exemption.

The failure of the Assessor's Office to send such notice by August 1st shall

waive the requirements of this Section for that assessment year, and the

applicants presumed to be qualified for the exemption shall continue to

receive an exemption for such assessment year.

(1) Any notice under this section shall be deemed effective if it was mailed by

regular mail to the applicant's last known address on file in the office of the

Tax Collector.

(2) If at any time it is determined that the applicant has obtained the exemption set

forth in this Ordinance improperly, or was based on any misrepresentation or

fraud, then upon discovery of such fact by the office of the Tax Assessor, the

exemption shall be terminated immediately and the applicant shall make

payment to the Town of Ledyard in the full amount of the property tax loss

related to such exemption improperly taken within 30- days of such written

demand from the Town of Ledyard.

Section 7.

Severability

If any section, or part of a section, of this Ordinance shall be held by a court of

competent jurisdiction to be invalid, such holding shall not be deemed to invalidate

the remaining provisions hereof.

Section 8.

Effective Date

In accordance with the Town Charter this ordinance shall become effective on

the twenty-first (21st) day after such publication following its final passage.

Adopted by the Town Council on: _______________

_______________________________

S. Naomi Rodriguez, Chairman

Approved / Disapproved on: _________

_________________________

Fred B. Allyn, III., Mayor

Published on:

Effective Date:

_________________________

Patricia A. Riley, Town Clerk

*****************************************************************

****

History: The State of Connecticut adopted Public Act #17-65 “An Act Concerning a

Municipal Option Property Tax Exemption for Gold Star Parents and Spouses” in

2017. To provide families who lost a child or spouse in the line of duty with some tax

relief the Town Council adopted the “An Ordinance Providing Tax Relief for Gold

Star Families In the Town of Ledyard” on: ___________

Moved by Councilor Dombrowski, seconded by Councilor Brunelle

Discussion: Councilor Dombrowski stated the proposed draft “An Ordinance Providing

Tax Relief for Gold Star Families In the Town of Ledyard” mirrored the state statute.

He stated it made sense and that he was in-favor of moving the proposal forward. The

Administration Committee noted that they would forward the proposed Ordinance to

the Finance Committee for their review.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Kevin Dombrowski

RESULT:

MOVER:

April Brunelle

SECONDER:

MOTION to amend Ordinance #100-011, “An Ordinance Establishing a Youth & Social

Services Board for the Town of Ledyard” as presented in the draft dated June 4, 2024.

DRAFT: 6/4/2024

Ordinance #100-011 (rev. 2)

AN ORDINANCE

ESTABLISHING A YOUTH & SOCIAL SERVICES BOARD

FOR THE TOWN OF LEDYARD

Be it ordained by the Town Council of the Town of Ledyard:

Section 1. Authority

Pursuant to Chapter 164, Section 10-19m of the General Statutes of the State of

Connecticut, and Chapter IV, Section 9 of the Charter of the Town of Ledyard, there

is hereby established a Youth and Social Services Board for the Town of Ledyard.

Section 2. Purpose

The Board shall be responsible for providing outreach and community education,

program direction in the delivery of human services to meet the needs of youth,

families and individuals in the Town of Ledyard.

Section 3. Duties

The Board will be responsible for receiving and reviewing Youth and Social

Services Program reports to identify issues and trends and make recommendations.

The Board shall perform community outreach and seek potential partnerships for the

Youth and Social Services Program. The Board shall distribute Youth and Social

Services Program materials to the community and work to identify youth, families

and individuals in need.

Section 4. Fiscal Responsibilities

The Board shall annually review the Youth and Social Services Program budget

and make recommendations as necessary prior to submission to the Mayor’s Office.

The Board shall make recommendations and promote fundraising efforts for

Social Service Programs.

Section 5. Youth and Social Services Board Membership

The Youth and Social Services Board shall be composed of not less than seven

(7) members appointed by the Mayor, who shall be electors of the Town of Ledyard.

Said appointees shall all be Ledyard electors, and include at least one representative

from the school system, police, a private youth-serving agency, a youth currently

under the age of twenty-one (21) and a Community-at-large member.

The Board shall annually elect a Chairman and Recording Secretary from its

membership. Regular meetings shall be held per the by-laws of the Youth and Social

Services Board. Special meetings may be called by a majority of the members of the

Board.

Membership on any other Board, Commission, or Committee of the Town of

Ledyard shall not preclude membership on the Youth and Social Services Board.

In making the original appointments under this ordinance, the Mayor shall

designate (3) member to serve for three (3) years; 2 members to serve for two (2)

years members; two (2) members to serve for one (1) year. Thereafter members

shall commence to serve their terms immediately upon appointment and shall serve

until their successor has qualified or they have been reappointed or removed by the

Mayor.

Any member of the Board who is absent from three (3) consecutive regular

meetings and any intervening duly called special meetings shall be considered to have

resigned from the Board. The vacancy shall be filled as herein before provided.

Additionally, the Board may vote to waive the requirements of this section in each

case where illness or other extenuating circumstances make it impossible for a

member to meet the attendance requirements of this action.

It shall be the responsibility of the Chairman of the Board to notify the Mayor

when a member has not properly performed his/her duties.

Section 6.

Implementation

Within two weeks after the adoption date of this ordinance, all current

members of the Youth & Social Services Board for the Town of Ledyard shall

indicate to the chairman their desire to serve on the Social Services Board.

The chairman shall thereafter report to the Mayor the desires of their

members. In addition, the chairman shall make recommendations to the Mayor

regarding present members to serve on the Social Services Board.

The Mayor shall appoint members to the Social Services Board no later than the

90 days from the effective date of the Ordinance.

Section 7.

Severability

If any section, or part of a section, of this Ordinance shall be held by a court of

competent jurisdiction to be invalid, such holding shall not be deemed to invalidate

the remaining provisions hereof.

Section 8.

Effective Date

In accordance with the Town Charter this ordinance shall become effective on

the twenty-first (21st) day after such publication following its final passage.

Amended and Adopted by the Town Council on: __________________

________________________

S. Naomi Rodriguez, Chairman

Approved / Disapproved on: _________

_________________________

Fred B. Allyn, III., Mayor

Published on:

Effective Date:

_________________________

Patricia A. Riley, Town Clerk

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Revision: Ordinance #47 “An Ordinance Establishing Youth Services for the Town

of Ledyard” Adopted: April 17, 1990; Amended and Adopted: on February 14, 2001;

Effective: February 15, 2001. Amended and Renumbered on September 25, 2019;

Effective: October 23, 2019. Amended and Renamed on XXX; Effective: XXX

History:

The Twenty-fourth Town Council (2017-2019) Ordinance Update Initiative:

Renumbered Ordinance #47 “Amendment to Ordinance #47 An Ordinance

Establishing Youth Services for the Town of Ledyard” to Ordinance #100-011.

2019: Removed from Ordinance “An Ordinance Amending” per Town Attorney, the

History paragraphs indicates that the Ordinance was “amended”. Section 4 “Youth

Advisory Committee” added language regarding attendance and filling vacancies to be

consistent with ordinances establishing committees. Added Section 5 “Severability”

to be consistent with Town Ordinance format. Added Section 6 “Effective Date” to

be consistent with Town Ordinance format.

2020: Title: Added “& Social Services”.

Section 1 Authority: Removed “an amendment to ordinance #47- Per Town Attorney

this language was not needed, as the “History” paragraphs indicates that the

document was amended.

Section 2 Purpose: Removed “This agency shall be responsible for providing

opportunities and programs for positive youth development as well as evaluating,

planning, coordinating, and implementing services for youth referred to it by schools,

police, juvenile courts, local youth serving agencies, parents and self-referrals by

youth” and replaced it with the following: “.This Board shall be responsible for

providing outreach and community education to meet the needs of youth, families

and individuals in the Town of Ledyard.”.

Section 3 Duties: Removed: “The Youth Services of the Town of Ledyard shall be

responsible for establishing the overall policy and program direction of youth

services. This agency of the Town of Ledyard may provide, but shall not be limited to

the delivery of, the following services: individual and family counseling; parent

training and group therapy; crisis intervention; drug and alcohol awareness and

prevention programs; dial-a-teen job placement; court advocacy; information and

referral; and outreach programs to insure participation and planning by the entire

community for the development of youth services. Such services shall be designed to

meet the needs of youth by collaborating with other systems and agencies such as the

justice system and schools as well as by the provision of opportunities for positive

youth development”. Replaced it with “This Board will be responsible for receiving

and reviewing Youth and Social Services Program reports to identify issues and

trends and make recommendations. The Board shall perform community outreach

and seek potential partnerships for the Youth and Social Services Program. The

Board shall distribute Youth and Social Services Program materials to the

community and work to identify youth, families and individuals in need.”

Added New Section 4 “Fiscal responsibilities”. Former Section 4 became Section 5.

Updated Section Title deleting “Advisory” and adding “and Social Services

Membership”. Removed “As part of Youth Services, a youth advisory” and replaced

it with “The Youth and Social Services Board shall be”. Removed; “shall be”.

Changed Term from two (2) year to “three (3) year”. Added; “all be Ledyard

electors, and”. Removed “public health nursing agency and”. Added “and a

community-at-large member”. Removed: “and provided further that one-third of the

total membership shall consist of members who earn less than 50 percent of their

wages or livelihood by delivering services to youths and their families, and who

manifest an interest in youth services”. Added: “The Board shall annually elect a

Chairman and Recording Secretary from its membership. Regular meetings shall be

held per the by-laws of the Youth and Social Services Board. Special meetings may

be called by a majority of the members of the Board. Membership on any other

Board, Commission, or Committee of the Town of Ledyard shall not preclude

membership on the Youth and Social Services Board.”

The word “Department” was replaced with “Program” throughout the document.

The word “Committee” was replaced with “Board” throughout the document to be

consistent with the Town Charter.

2024: Ordinance #100-011 “An Ordinance Establishing a Youth & Social Services

Board for the Town of Ledyard” amended to remove and Youth throughout the

document.

Section 1: “authority” Removed Chapter 164, Section 10-19m of. and updated

Chapter IV, Section 9.

Section 2: “Purpose” Paragraph 1 Removed community education,; Also added

program direction in the delivery of human services.

Section 4: “Fiscal Responsibilities” Paragraph 2 added The Board shall make

recommendations and promote fundraising efforts for Social Service Programs.

Section 5: “Social Services Board Membership”

Paragraph 1 Replaced Said appointees shall all be Ledyard electors, and include at

least one representative from the school system, police, a private youth-serving

agency, a youth currently under the age of twenty-one (21) and a Community-at-large

member. with shall be electors of the Town of Ledyard.

Paragraph 4 Added the following language: In making the original appointments

under this ordinance, the Mayor shall designate (3) member to serve for three (3)

years; 2 members to serve for two (2) years members; two (2) members to serve for

one (1) year. Thereafter members; Also removed shall commence to serve their

terms immediately upon appointment and.

Section 6: “Implementation” Added paragraphs 1-3.

Moved by Councilor Dombrowski, seconded by Councilor Brunelle

Discussion: Councilor Dombrowski stated the proposed draft “An Ordinance Providing

Tax Relief for Gold Star Families In the Town of Ledyard”. mirrored the state statute.

He stated it made sense and that he was in-favor of moving the proposal forward. The

Administration Committee noted that they would forward the proposed Ordinance to

the Finance Committee for their review.

VOTE: 3 - 0 Approved and so declared

Administrative Assistant Roxanne Maher noted that a Public Hearing was required

prior to the Town Council adopting the Ordinances the Administration Committee

approved to move forward this evening. Therefore, she questioned whether the

Committee wanted to wait to set the Public Hearing date until after the Finance

Committee reviewed the proposed “An Ordinance Providing Tax Relief For Gold

Star Families in the Town of Ledyard” so that they could present the following two

Ordinances at one Public Hearing. The Administration Committee agreed to wait and

set one Public Hearing date for the following two proposals:

· Proposed New Ordinance “An Ordinance Providing Tax Relief For Gold Star

Families in the Town of Ledyard”

· Proposed Amendments to Ordinance #100-0111 “An Ordinance Establishing A

Youth & Social Services Board For the Town of Ledyard”

RECOMMENDED FOR APPROVAL

April Brunelle

RESULT:

MOVER:

Kevin Dombrowski

SECONDER:

Discussion and possible action to create an Ethics Commission for the Town of Ledyard.

Councilor Garcia-Irizarry noted that she reviewed the work regarding an Ethics

Commission that was included with the Agenda Packet on the meeting portal, which

had been done by previous Town Councils. She stated that she was in-favor of first

creating a Code of Ethics, and then creating an Ethics Commission. She stated the

2019 Draft Ordinance included what the State recommended; however, she stated it

did not address how they would form the Commission or the number of members,

and who those members would be, procedures for investigation, etc. She noted the

Town of Monroe’s Code of Ethics included provisions for the members and

procedure for investigations, etc. She stated that she would prefer to see all this

information in one document.

The Committee noted that they would continue to work on drafting a Ethics

Commission and a Code of Ethics.