Board of Selectmen Minutes

Town Office Building                                                                    
January 6, 2017
Selectmen’s Conference Room                                                           
9:00 A.M.

First Selectman Mailhos called the meeting to order at 9:10 AM with the following in attendance:  Selectman Kowalyshyn, Selectman Blessington, Christine Psathas, Suzanne Chapman and  Derek Dimmock.  Donna Latincsics arrived at 9:40 AM.

Department Head Update – Registrar of Voters

Registrar of Voters, Suzanne Chapman and Christine Psathas gave the Selectmen an update on their department as well as some statistics over the past year.

Registrar of Voters presentation to Board of Selectmen, January 6, 2017

Introduction:

Suzanne Chapman, Republican registrar has been in office since September 2014; Christine Psathas, Democratic registrar has been in office since January 2013

Registrars work with the Secretary of the State (SOTS) developing methods and procedures to ensure that the voting rights of citizens are protected and to administer elections based on current election laws for federal, state, municipal, primaries and referenda; and, as needed, conduct recanvass and an audit of election.  Although, they are elected officials, politics do not have any place in the office.  It is the responsibility of both registrars to make sure that fair and equitable implementation of all laws take place.

Several duties relating to election administration include: voter registration; maintenance of voter registry list; pretesting of the ballots, tabulators and IVS (Inspire Voting System); conducting elections; voting machine maintenance, storage and preparation; appointing deputy registrars; hiring and training of poll workers; and completing and filing election results.

Salary for current fiscal year 2016-2017--$8,271 each registrar per year

Training/Education--they are required to complete a certification program and an additional 10 hours of annual training plus attend any meetings or training sessions deemed by the Secretary of the State.  This past year we have attended two conferences sponsored by the Registrars of Voters Association of Connecticut (ROVAC) and SOTS; three required classes for certification; two SOTS training sessions and four telephone conference calls.  We have also attended and hosted Tolland County ROV meetings.  Each of us participates on a ROVAC committee—legislation and conference.

Non-mandated activities—develop and maintain annual budget, keep current ROV’s webpage and municipal guide and, as needed, moderate town meetings.

Current voter registration numbers—3593 active, 442 inactive and 300 off

Voter registration data—

 January to December 2015                  161 additions

                                                194 changes (name, address, party affiliation)

                                                178 removals (moved, death)   

January 1 to September 22 2016           342 additions

                                                286 changes

                                                266 removals

September 23 to November 7              301 additions

                                                 61 changes

                                                153 removals

Election preparation and closeout of November 8, 2016 General and Presidential:

• report to SOTS the official poll place location and the appointed moderator
• order ballots and certify number to SOTS
• prepare Election Management System for the moderator and end-of-the-night reporting
• review all ballot types—official, absentee and IVS
• charge tabulators and laptop computers
• contact town parties and town officials regarding pretesting of tabulators and ballots
• pretest tabulators and ballots
• determine number and hire election officials and assistant registrars
• train election officials for poll room and election day registration (EDR) location, absentee ballot counters and assistant registrars
• prepare moderator’s return and related election paperwork
• hold in-office registration session week before election from 9am to 8pm
• prepare electronic Voter Checklist program
• begin checking off absentee ballot voters on Voter Checklist (continue to day of election)
• prepare official voter, supplemental voter and inactive voter lists
• hold in-office registration session day before election from 9am to 5pm
• make and post poll room and EDR signs
• poll room set-up: determine traffic flow; number of privacy booths and where to  place; moderator, checkers, absentee ballot counters and IVS locations
• work EDR location on election day from 6am to 8pm
• assist in closing out election in poll room
• assist moderator with posting and submitting end-of-night results to SOTS
• oversee breakdown and cleanup of poll room and EDR location
• meet with moderator and town clerk to verify election results
• process data entry of any changes/additions of voter information in CVRS and file registration cards
• update voter election history in CVRS (CT Voter Registration System)

Monthly duties:

January:

• begin NCOA (National Change of Address) canvass of voters
• annual budget preparation
• receive “duplicate” voter list from SOTS
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

February:

• continue with voter canvass
• continue with annual budget preparation
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

March:

• continue with voter canvass
• prepare for presidential primary, if needed
• budget presentation to board of finance
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

April:

• continue with voter canvass
• presidential primary, if needed
• attend annual town budget meeting
• ROVAC conference
• begin preparing for budget referendum
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

May:

• complete voter canvass
• budget referendum
• annual high school voter registration
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

June:

• accept primary petitions, if needed
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

July:

• prepare for municipal primary, if needed
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

August:

• municipal primary, if needed
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

September:

• ROVAC conference
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

October:

• prepare for municipal election or general election
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

November:

• election
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

December:

• review all registration cards in active, inactive and off files
• maintain voter records through notices from DMV and CVRS, land transfers and obituaries

REGISTRARS’ RESPONSIBILITIES

The Office of the Registrar of Voters in the State of Connecticut is a position governed by the Connecticut General Statutes and financially supported by the municipality in which the registrar of voters serves. Registrars of Voters work closely with the Office of the Secretary of the State developing methods and procedures to ensure the voting rights of citizens and administer all elections based on current election laws (i.e. Federal, State, Municipal, Primaries, and Referenda).  Although most Registrars of Voters are elected officials, politics does not have any place in a Registrar of Voter’s office.  It is the responsibility of both parties to ensure fair and equitable implementation of all laws.

Registrars are required to complete and satisfy a required certification program no later than two years from their first day in office.  Once certified, each registrar is required to complete at least 8 hours of training per year as prescribed by the secretary of the state to maintain their certification.  This is in addition to the annual 10 hours of election law and procedures training required for each registrars’ office.  Municipalities are required to fund registrars' costs for completing the program and satisfying the certification criteria. (§9-192a, PA15-224§2)

Registrars of Voters attend meetings by the Secretary of the State to keep current on impending and new legislation affecting their Office and are compensated for attending two meetings a year (§9-6).  Registrars are encouraged to join and attend meetings of the Registrar of Voters Association of Connecticut (ROVAC).  

After his/her election, the registrar of voters immediately appoints a deputy registrar.  The deputy registrar acts as registrar in the registrar’s absence and may fill any vacancy in the registrar’s office.  The deputy’s name and address is filed with the town clerk (§9-192).

Office hours are generally for public convenience and vary depending on the size of the municipality.  Towns without full-time Registrars post their hours at the town hall or municipal building.  Any change in regular business hours or hours required by general statutes for a specific day, must be posted at least 10 days before that day (§9-23(a)).  Towns are required to supply the registrar of voters with facilities for safe storage of official records and equipment. Registrars shall maintain voter registration information for active electors in a fire-proof cabinet in the registrars’ office. (§9-23(b)).  

Registrars of Voters should have a good working relationships with their town clerks, but at no time should they relinquish their responsibilities to them. Both offices should understand each other’s duties.

There is a formal process for removing registrars of voters from office. Under this process, the secretary of the state can seek removal by filing a statement with SEEC if, in her opinion, a registrar engaged in misconduct, willful and material neglect of duty, or incompetence in office. (PA15-224§4)

A registrar may be temporarily relieved of his/her duties by the secretary of the state if he/she (1) failed to earn or maintain certification or (2) is the subject of an investigation related to his or her duties resulting from a statement filed with SEEC by the secretary. The secretary may issue written instruction to the registrar to appear before her on a specified date and at a specified time. The instruction must cite the reasons why it was issued and inform the registrar that the purpose of the appearance is to determine whether to temporarily relieve him or her of duty. (PA15-224§5)

The registrar must appear before the secretary and have a fair opportunity to show cause why he or she should not be temporarily relieved of duty. After providing such an opportunity, the secretary may temporarily relieve the registrar if she determines that the public interest in the orderly conduct of elections would be served. In that case, the secretary must require that the deputy registrar administer office operations until (1) the registrar attains or maintains certification or (2) SEEC completes its investigation and takes final action on the matter. (PA15-224§5)

LIST OF REGISTRAR’S RESPONSIBILITIES

A.      BUDGET PREPARATION

a.      Present budget proposal to town officials.  We recommended registrars include their responsibilities in the budget since most town officials do not know the extent of a Registrars job.  Assigning hours to your tasks may also help validate budget requests.   

B.      CANVASS - ORGANIZE AND CONDUCT ANNUAL CANVASS OF VOTERS (§ 9-32, 9-35 & Reg. 9-32-1 to 9-32-9) Between January 1 and May 1 of each year, Registrars verify residence of the electors in each municipality.  Registrars update and maintain their voter list in person, by mail, National Change of Address (NCOA), by telephone or a combination of these methods.

a.      Create and send out Canvass Notices (§9-32(a)).

b.      Update voter files according to canvass responses on SOTS system and manual card file.

c.      Create and send out CVR (centralized voter registration) letters to all canvassed voters that did not respond to canvass notices (§9-35(e)).

d.      Update voter files according to CVR responses (§9-32)

e.      Prepare inactive registry & enrollment lists of any person whose notice of approval was returned undeliverable or who did not respond to CVR. (§9-23g, §9-35 & §9-42(c))

f.      Military - By May 1 each year, registrars send a notice of removal with a return card to members of the armed forces of the U. S., their auxiliaries, spouse, or dependent, whose name has not been checked as voted in at least one election, primary, referendum or town meeting during the four preceding calendar years.  If the card is not returned within thirty days, registrars place the electors name on the inactive registry list  (§9-40a(b))

C.      CERTIFICATIONS

a.      Certify & File Primary Petitions with SOTS.  Within 7 days of receiving a completed primary petition page, Registrars must verify that all names on the petition are electors enrolled in the political party in their town (§9-404c, 9-453L, 9-468).  

b.      Certify & File Primary Petition with SOTS for municipal office (§9-140c & 9-435).

c.      Registrar's receive and verify petitions of candidates for municipal office or town committee.  (§9-412)

d.      Certificate of canvass completion - a certificate signed under penalties of false statement stating that the annual canvass of voters was completed - file with SOTS (§9-32).

D.      COMPILE AND MAINTAIN ENROLLMENT AND UNAFFILIATED ELECTORS LISTS.

a.      Registry Lists: (§9-19b, 9-20, 9-21, 9-24, 9-26, 9-31, 9-35, 9-40a, 9-42, 9-45, 9-46)

b.      Enrollment Lists: (§9-54, 9-56, 9-57, 9-59, 9-60, 9-64)

c.      Add new voters to Voter List (§9-20, 9-23a, 9-23g, 9-23L, 9-23r, 9-24, 9-26, 9-31a, 9-56, 9-57)

d.      Change Voter information per voter request (§9-35(e), 9-42, 9-59, Reg.9-35-1, 9-35-2)

e.      Canvass (§9-32) (Reg.9-32-1 to 9-32-9)

f.      DMV instructions (§9-35(e), 9-19i, 9-51, 9-60, 9-64)

g.      Remove Voters from Voter List (§ 9-21) per SOTS, per voter (§9-35b&o)

h.      DMV(§9-19i), duplication(§9-21a)

i.      Death Notices: remove from voter list electors (§9-35b)

j.      Remove:

a.      Electors on inactive list four years - add to the "off" list (§9-35(e)).

b.      Names for failure to vote:  Electors absent from town in the service of this state or of the U.S. (excluding Military) need a written application, before each state election, to remain on the registry list (§9-40a).

c.      Convicted felons committed to the custody of the Commissioner of Correction from registry list.  Registrars receive lists of convicted persons from SOTS - check if felon is on their registry lists.  After written notice by certified mail to last-known place of address, Registrars erase name from registry lists.  (§9-45, 9-46)  No person is considered to have lost residence by reason of absence because of imprisonment on conviction of crime (§9-40a).

k.      Discretionary erasure or exclusion from enrollment.;  A registrar may believe a person enrolled or enrolling in the party which the registrar represents is not a member or does not support their party’s principles or candidates.  Registrar may cite that person to appear before the registrar and chair of the town political party committee to show why his/her name should not be erased or excluded from that enrollment list.  (§9-60, 9-61, 9-62, 9-63, 9-64).

l.      Reinstate or Restore elector if:

a.      Elector on inactive list applies to restore their name to active registry or votes during such period (§9-42, 9-35(e)).

b.      They sign a petition and date of birth matches (§9-46a, 9-232a, Reg.9-42-1).

c.      Elector removed per DMV and didn’t challenge the removal, may be restored at the polls on Election Day upon filling out a Voter Registration card. (§9-21 & 9-35).

m.      Duplicate Voters.  CVR records identify electors who may be registered in more than one town.  Registrar calls other town to verify (§9-21a).

E.      EDUCATION & TRAINING

a.      Instruct Polling Place Officials election officials/poll workers (§9-229a, §9-192a).

b.      Conduct Moderator/Poll Worker Training Sessions (§9-249).

c.      Voter Education

d.      Registrar's education (§9-192b)

F.      MEETINGS

a.      Attend SOTS meetings to keep current on impending & new legislation affecting the Office.

b.      ROV elections training program (§9-192b), and, attend ROVAC conferences (§9-192a).

c.      Attend meetings of the Registrars of Voters Association of Connecticut.  (§9-6)

d.      Read and interpret SOTS Regulations, State, and Federal Election Laws.

G.      ELECTIONS, PRIMARIES, AUDITS & REFERENDA (§§9-164, 9-168, 9-174, 9-237a, 9-438).

a.      Registrar work hours day of elections, primaries, referenda & audits 5:00 am to 10:00 pm

b.      Registrar work hours day before elections, primaries, audits and referenda 9:00 am to 5:00 pm

c.      Inspect & test voting tabulator (Reg. 9-242a-5).  Create test deck, run through each tabulator testing all memory cards (§9-244).

d.      Ensure working order of voting machines and battery backup (§9-240a).

e.      After elections, memory cards sent to UConn only if selected for audit.

f.      Appoint Election Officials (§9-233, 9-235d, 9-249, 9-258, 9-436(d), 9-476).

g.      Conduct an instructional session for election officials (§9-249, Reg.9-242a-7).

h.      Appoint a moderator (§9-150b, 9-229, 9-476(e) and (Reg.9-242a-6).

i.      Appoint absentee ballot counters (Reg.9-242a-6).

j.      Input names of electors who voted into ConnVerse per SOTS instruction

H.      ABSENTEE BALLOTS

a.      Supervise balloting mandated in nursing homes & rest homes with 20 or more electors (§9-159q)

b.      Absentee Ballot Check-Off - Registrars check (without opening) outer envelopes names of absentee voters on official check list to use at primary/election.  Indicate with "A" preceding name.  Town clerk seals unopened ballots for Primary/Election Day delivery.  Ballots are checked no later than last weekday before the primary or election (§9-140c(d)& 9-140c(b)).

I.      PRESIDENTIAL & OVERSEAS BALLOTS (§9-158a)

a.      Provisional Ballots - Within 6 days following an election or primary, the ROV determines whether applicant is eligible to vote.  Following determination ballot will be rejected or counted and reported (§9-232n).

b.      Input names of who voted per SOTS instruction

c.      Voting machines required (§9-247, 9-436).  Periodic examination of voting machines (§9-240a, 9-241).  Notify SOTS of purchase or discontinuance (§9-238), location of machines (§9-257)

J.      LOTTERY TO CHOOSE POSITIONS ON BALLOT FOR PRIMARY/ELECTION (§9-253 & 9-453r)

a.      Registrars are mandated to hold a lottery to determine the order of names on an election ballot for multiple Opening Offices

b.      Must notify candidates and the public on date, time and place.

K.      MANDATORY OFFICE HOURS: (§9-17, 9-23),

a.      Primary Petition forms made available day following party's endorsement of candidates for municipal office or day following final day of making endorsement, whichever comes first (§9-372(5) & 9-409).

b.      Office Hours for Primary Petition Filing - 14th day following party endorsement your office must be open from 1pm to 4pm (§9-400) for town committee (§9-405 & 9-406), for state or district office §9-400),  for municipal offices (§9-405, 9-406, 9-412).

c.      Primary Petitions made available to persons desiring to oppose candidates of major party for municipal offices on the day following making the party's endorsement (§9-405).

d.      Registration & Enrollment Sessions - REGISTRARS of each town hold sessions to examine the qualifications of electors and admit those found qualified on these specified dates and times (§9-17):

  The Selectmen thanked Ms. Chapman and Psathas for their hard work.

Tax Refund

First Selectman Mailhos moved to refund 62.17 to Seetha Soundaramanickam on a certificate of correction.   

Selectman Kowalyshyn seconded the motion.

Vote:  3 Yes (Mailhos, Kowalyshyn & Blessington)  0 No.

Town Attorney Update

First Selectman Mailhos stated that she was informed earlier this week that Attorney Glenn Duhl has left Siegel, O’connor, O’Donnel & Beck.  

Attorney Duhl has extended an offer for us to go with him and his new firm.   She noted that we have been with Siegel O’Connor since 2009 and Attorney Duhl and other attorneys have all been great to work with.  She has been assured by Seigel O’Connor that there are others who can step up to be the Town lead attorney and we can meet with them.    

Selectman Kowalyshyn stated that we could always change in the future if we see a change in service.  

Possible LoCIP Cut Implications

First Selectman Mailhos stated that we received a letter from the state that they are doing mid-year cuts.  Willington will be affected by -$58,000 from LoCIP funding.   Donna Latincsics clarified that Willington usually receives a $58,000 payment in LoCIP funding each March and the cut will affect future funding.  She added that we currently have a balance in the LoCIP fund, but it is earmarked to fix the handicapped ramp and steps in the front of the Town Office Building at a cost of $45,000.  After that project is done, there will be $30,000 remaining in that fund, which could delay future projects that we had planned to use LoCIP for.

First Selectman Mailhos warned that we should budget without the LoCIP funds going forward, to be prepared for the worst case scenario.   

In addition to the LoCIP cuts; ECS (school funding) has also been cut.   Donna Latincsics explained that we receive three payments each year.  The second payment (January) has been cut in half (from $30,000 to $15,000) and the third payment will also be cut in half (from $30,000 to $15,000).   First Selectman Mailhos stated that she is hopeful that the Board of Education can absorb it; otherwise it could be cut from the Selectmen’s budget because it passes through the General Fund.  

Budget Workshop

First Selectman Mailhos stated that the current budget looks pretty good right now, but that is because the salary line item is flat.  She noted that union contract ends on June 30th and negotiations will begin shortly.  Donna Latincsics stated that we are coming off of a five year contract.  The first year of the contract was at zero then the increases went up 2%, 2.25%, 2.5% and the last was 2.95%..   First Selectman Mailhos stated that it seems like déjà vu from five years ago when we were in negotiations and the state cuts were lurking and no one knew what to expect; and now here we are again.   

First Selectman Mailhos asked Donna (for now) to leave salary lines flat in the budget with the exception of the 15% increase for health insurance (as projected).   Donna will be going out to bid on the insurance shortly.

Robin Campbell reminded the Selectmen that the last contract was not signed off until December of that year.

Discussion was held on the Assistant Office Manager position – since that position will not be filled at this time it is important to have some of the money cover a fill-in for when Robin takes vacation.   First Selectman Mailhos would also like to use the remaining funds to go towards upgrading the town’s website.  

The agreement with Bolton (for the Building Inspector) will expire in June.  The last increase was 3% and Donna will put a place holder in for the upcoming fiscal year.

The Historian has asked for a line item for a map and for intern help, which would be a newly added line this year.  The Selectmen would like to invite Mr. Palmer to a future meeting to discuss the request.  Robin Campbell will send him an email.  

First Selectman Mailhos then asked Derek Dimmock to give the Selectmen highlights of the Public Works and Transfer Station budgets.   Derek reported that everything pretty much stayed the same with the exception of paving. He stated that he would like to pave 8 ½ miles of road next fiscal year.  The average chip seal costs about .49 cents per square foot where paving costs .67 cents per sq ft.  He is looking at an increase of $291,000 and explained that the reason for the increase is because the roads on the list are longer (Jared Sparks and Moose Meadow Road for example).  First Selectman Mailhos noted that asphalt is inexpensive right now compared to prior years.

Selectman Kowalyshyn asked if we can lock in the prices now for next year.   First Selectman Mailhos asked Derek if he had to cut a road or two off, would he be able to do so?  Derek responded yes.  Selectman Kowalyshyn said it is something we have to do.   Derek suggested bonding in the future as that is what other towns are doing.  

Robin Campbell asked to add the following to the budget:

• Increase postage additional $300
• Increase WhiteWater (formerly known as CT  Water) agreement by 4%

Selectman Blessington stated that he would like to see an IT Department added in the future and would also like to see new computers put on a rotation program.   

Selectman Kowalyshyn moved to adjourn the meeting at 10:35 A.M.

Selectman Blessington seconded the motion.

Vote:  2 Yes (Mailhos & Blessington)  0 No.

Respectfully submitted,
Robin Campbell
Administrative Assistant