741 Colonel Ledyard Highway

Ledyard, CT 06339

TOWN OF LEDYARD

Administration Committee

Meeting Minutes

http://www.ledyardct.org

Chairman Kevin J.

Dombrowski

Regular Meeting

Wednesday, June 14, 2023

5:30 PM

Town Hall Annex- Hybrid Format

In -Person: Council Chambers Town Hall Annex Building

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CALL TO ORDER

the Meeting was called to order by Councilor Ingalls at 5:30 p.m. at the

Chambers Town Hall Annex Building.

Council

Councilor Ingalls 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

Councilor Andra Ingalls

Councilor Mary K. McGrattan

Councilor Whit Irwin

Present:

Excused:

In addition, the following were present:

Kevin Dombrowski, Town Council Chairman

S. Naomi Rodriguez, Town Councilor

Scott Johnson, Jr., Director Parks, Recreation & Senior Citizens

Jennifer Smith, Library Director

Roxanne Maher, Administrative Assistant

III.

RESIDENTS & PROPERTY OWNERS COMMENTS

None.

IV.

PRESENTATIONS / INFORMATIONAL ITEMS

APPROVAL OF MINUTES

MOTION to approve the Administration Committee Regular Meeting Minutes of May 10,

2023.

Moved by Councilor McGrattan, seconded by Councilor Ingalls

VOTE:

2 - 0 Approved and so declared

APPROVED AND SO DECLARED

Mary K. McGrattan

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Ingalls and McGrattan

Irwin

AYE:

EXCUSED:

VI.

OLD BUSINESS

Any other Old Business proper to come before the Committee

None.

VII. NEW BUSINESS

MOTION to approve an updated Library Technician I - Reference Job Description as

presented in the draft dated May 3, 2023.

Moved by Councilor McGrattan, seconded by Councilor Ingalls

Discussion: Library Director Jennifer Smith stated the Library Technician I -

Reference Job Description has not been updated since 2017. She explained that the

Job Title and duties now include the work that the position has been doing which

included “Technician”.

Ms. Smith provided an overview regarding the four Library Job Descriptions that

were being considered this evening. She explained that the titles for three of Job

Descriptions were being updated to more accurately reflect the role of the positions.

She stated currently they had the following job description titles “Assistant

Librarians” and “Library Assistants” noting that it was confusing. Therefore, she

stated this job description update project was mainly to clarify the titles of the job

descriptions and to clean-up the outdated language as well.

The Administration Committee agreed that they did not have any questions regarding

the Library Technician I - Reference position, noting that the updates to this Job

Description were straight forward.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Mary K. McGrattan

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Ingalls and McGrattan

Irwin

AYE:

EXCUSED:

MOTION to approve an updated Assistant Librarian I - Youth Services Job Description as

presented in the draft dated June 14, 2023.

Moved by Councilor Ingalls, seconded by Councilor McGrattan

Discussion: Library Director Jennifer Smith stated Mayor Allyn, III, suggested the

job descriptions include language regarding “social media” because it was a large

part of the Library’s role. Therefore, she suggested the following language “Supports

the Library social media presence and update content on the Library’s website in

accordance with the Town’s Social Media Policy” be added under the “Essential Job

Functions” heading to the following two Job Descriptions:

· Assistant Librarian I - Youth Services

· Assistant Librarian II - Adult Services

Ms. Smith also noted that Mayor Allyn provided some minor edits which included

changing the word “weed” to “cull.” In the section titled “Essential Job Functions”.

“Evaluate and weed cull the youth collection on an annual basis”

The Administration Committee agreed to add the suggested language and edits noted

above as a “friendly amendment”.

Councilor Ingalls stated the Committee would be approving the updated Assistant

Librarian I - Youth Services Job Description as contained in the draft dated June 14,

2023.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls and McGrattan

Irwin

AYE:

EXCUSED:

MOTION to approve an updated Assistant Librarian II - Adult Services Job Description as

presented in the draft dated June 14, 2023.

Moved by Councilor McGrattan, seconded by Councilor Ingalls

Discussion: Councilor McGrattan noted the first sentence under “General

Statement” stated the following:

“The Assistant Librarian II- Adult Services is responsible for the operation of the of

the library buildings of the Ledyard Library Commission….”

Councilor McGrattan questioned the reason the “Ledyard Library Commission” was

included in this job description, noting that it was not in any of the other Library Job

Descriptions.

Chairman Dombrowski suggested striking “Ledyard Library Commission” noting

that the buildings were owned by the Town of Ledyard and not by the Library

Commission. The Administration Committee agreed to strike “Ledyard Library

Commission” from the section titled “General Statement of Duties”.

Library Director Jennifer Smith stated the Assistant Librarian II-Adult Services was

in-charge during her absence. She agreed with striking “Ledyard Library

Commission”, as suggested by Chairman Dombrowski above, from the job

description.

Councilor McGrattan questioned whether the Assistant Librarian II-Adult Services

was equal or on-par with the Assistant Librarian I-Youth Services. Ms. Smith

explained the Assistant Librarian II-Adult Services was a step above the Assistant

Librarian I- Youth Services position, noting they had additional supervisory

responsibilities and were in-charge during her absence.

As mentioned during the previous discussion (see above Item #2) the Administration

Committee also added the following language “Supports the Library social media

presence and update content on the Library’s website in accordance with the Town’s

Social Media Policy” be added under the “Essential Job Functions”.

Councilor Ingalls stated the Committee would be approving the updated Assistant

Librarian II - Adult Services Job Description as contained in the draft dated June 14,

2023.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Mary K. McGrattan

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Ingalls and McGrattan

Irwin

AYE:

EXCUSED:

MOTION to approve an updated Library Director Job Description as dated in the draft dated

May 3, 2023.

Moved by Councilor Andra Ingalls, seconded by Councilor McGrattan

Discussion: Library Director Jennifer Smith stated some additional duties were added

to her position.

VOTE: 2 - 0 Approved and so declared

Councilor Ingalls thanked Library Director Jennifer Smith for attending tonight’s

meeting.

Ms. Smith left the meeting at 5:41 p.m.

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls and McGrattan

Irwin

AYE:

EXCUSED:

MOTION to appoint Ms. Margaret Boyd, (U) 257 Whalehead Road, Gales Ferry, to the

Ledyard Housing Authority to complete a five-year term ending March 31, 2026 to fill a

vacancy left by Ms. Evans.

Moved by Councilor McGrattan, seconded by Councilor Ingalls

Discussion: Councilor McGrattan, Housing Authority Liaison, noted that Ms. Boyd

previously served on the Housing Authority and was interested in returning to the

Board.

Councilor Ingalls stated Ms. Boyd has been an active member in the community

noting that she has served on a number of commissions. She stated Housing

Authority Director Colleen Lauer noted in her recommendation “that they would

absolutely welcome Ms. Boyd back to the Board.”

VOTE:

2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Mary K. McGrattan

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Ingalls and McGrattan

Irwin

AYE:

EXCUSED:

MOTION to appoint nine members comprised of seven Regular Members and two Alternate

Members to the newly combined Parks, Recreation & Senior Citizens Commission, in

accordance with Ordinance #001-016 (rev. 1) “An Ordinance Combining Parks And

Recreation Commission and Senior Citizens Commission for the Town of Ledyard” as

follows:

Regular Members

Mr. Kenneth DiRico (U) 8 Melanie Lane, Gales Ferry, term ending June 28, 2026

Ms. Lucrezia Finegan (R) 1331 Baldwin Road, Gales Ferry, term ending June 28, 2026

Ms. Jessica Cobb (7 Whippoorwill Drive, Gales Ferry, term ending June 28, 2025

Ms. Loretta Kent (D) 1363 Baldwin Hill Road, Gales Ferry. Term ending June 28, 2024

Ms. Norma Sokolski (R) 14 Mary Belle Circle, Ledyard, term ending June 28, 2023

Ms. Margaret Anne Harding (R) 50 Pheasant Run Drive, Gales Ferry, term ending June

28, 2025

Ms. Paula Crocker (U) 1500 Route 12, Gales Ferry, term ending June 28, 2025

Alternate Members

Mr. Charles Gallagher ((R) 12 Sherwood Trace, Gales Ferry, term ending June 28, 2024

Ms. Marjorie Winslow (D) 3 Wolf Ridge Gap, Ledyard, term ending June 28, 2024

Moved by Councilor Ingalls, seconded by Councilor McGrattan

Discussion: Councilor Ingalls provided some background noting the Town Council’s

April 26, 2023 adoption of Ordinance #100-016 (rev 1) “An Ordinance Combining

Parks And Recreation Commission and Senior Citizens Commission for the Town of

Ledyard” completed the administrative process to merge the two Commissions

together. She stated since the Parks & Recreation Department moved from the

building on Blonders Boulevard to the Senior Citizens Center on Van Tassel Drive,

Gales Ferry, in 2020, the two Departments have been sharing staff and resources

between the two Offices. She stated by combining the two

Departments/Commissions that they would be able to streamline daily operations and

use of staff, provide financial and space benefits, and to support additional programs

and events, etc.

Councilor Ingalls went on to note in accordance with Ordinance #100-016 (rev 1) the

Chairmen from each of the Commissions solicited their members regarding their

interest to serve on the new combined nine-member Commission (7 Regular

Members; 2 Alternate Members) Commission and that the Chairmen have provided

recommendations to the Town Council for the appointment of members.

Councilor Ingalls stated the appointments proposed this evening were based on the

Committee Chairmen’s recommendations. She stated for the initial appointments that

the members’ terms were staggered (3-years, 2-years, 1-year) to prevent all of the

members terms from expiring at the same time.

Councilor Ingalls continued by explaining with these appointments that there would

be some members, who were currently serving on each of the Commissions (Parks &

Recreation Commission and the Senior Citizens Commission), that would no longer

be serving. She stated that she recognized that this could be awkward and that some

feelings may be hurt. However, she stated all those who were currently volunteering

to serve the town were good people and that she hoped that they would choose to find

other places to volunteer and serve, where their talents would be useful.

The Committee worked to ensure both the Parks & Recreation Commission and the

Senior Citizens Commission were each represented and that the new Combined

Commission would meet the minority representation requirements, in accordance

with CGS 167a.

The Committee expressed concern with trying to maintain minority representation in

filling vacancies on the Commission going forward relative to Regular Members and

Alternate Members. Chairman Dombrowski suggested the town seek guidance from

the Town Attorney regarding minority representation, noting when this question was

asked of the Town Attorney in January, 2022 it was specially pertaining to the

Planning & Zoning Commission. Councilor Ingalls stated in the Town Attorney’s

2022 response they noted that “this issue was far from settled”.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls and McGrattan

Irwin

AYE:

EXCUSED:

Any other New Business proper to come before the Committee.

None.

ADJOURNMENT

Councilor Ingalls moved the meeting be adjourned, seconded by Councilor McGrattan

VOTE: 2 - 0 Approved and so declared, the meeting was adjourned at 5:57 p.m.

Respectfully submitted,

Andra Ingalls

Committee Chairman

DISCLAIMER: Although we try to be timely and accurate these are not official records of the

Town.