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Meeting was called to order at approximately 4:30 p.m. by Chairperson Cary Prague.
Members Present
Matthew Galligan, Town Manager (arrived after start of meeting)
Michael Gantick, Director of Public Works
Kathy Hale, Town Council
Patrick Hankard, Dir. of Facility Services, Board of Education
Dr. Robert Kozaczka, Superintendent of Schools (arrived after start of meeting)
Donna McKenty, Business Manager, Board of Education
John Pelkey, Mayor, Town Council
Cary Prague, Town Council (Chairperson)
Janice Snyder, Board of Education (Vice Chairperson)
Members Absent
Lisa Maneeley, Chair, Board of Education
Guests Present
Ray Favreau, Director of Recreation
- Approval of Minutes of Previous Meeting
Ms. Janice Snyder made a motion to approve the Minutes of September 30, 2009; the motion was seconded; and it was approved unanimously with two abstentions made by Mayor John Pelkey and Councillor Kathy Hale and with the potential for possible changes after a future discussion.
Election of New Officers
Councillor Hale nominated Mayor John Pelkey for Chairperson; Ms. Snyder seconded; Mayor Pelkey nominated Ms. Janice Snyder for Vice-Chairperson; Councillor Cary Prague seconded; and all were in favor.
The meeting was turned over to Mayor John Pelkey.
Overview of Prior Capital Projects
Mayor Pelkey explained that the list of Capital Projects are projects that have been captured. There are some that are over looked, but he hopes that those can be captured as the Committee moves forward this term.
Discussion of Current Submitted Projects
Mr. Patrick Hankard gave an overview of various Board of Education projects.
There is an $80,000 item to cover the preliminary work for the corrections of some citations that were received from the Office of Civil Rights regarding ADA Compliance at the High School. The draft report has been received from The Lawrence Associates. Mr. Hankard asked that there be a discussion item on the next Agenda to discuss this report.
The bottom line for the Board of Education Net to Budget for 2009/2010 Projects is an anticipated surplus of $38,620. Running concurrent with that, there is a $30,000 Capital Item for Security Improvements at the Middle School. Working with the Police Department the Board of Education applied for and was granted the Federal Department of Justice Matching Grant for the security improvements. Mr. Hankard recommended to the Committee that $23,919 from the $38,620 surplus be used for the remaining amount. He gave an explanation of what this project consists of and answered a few questions from Committee Members.
Vice-Chairperson Snyder made a motion to transfer $23,919 from the Additional Savings from the Eli Terry Projects to allow for the Matching Federal Grant for Security; Mayor Pelkey seconded that motion; and all were in favor.
Mr. Gantick gave an update on the Building Asset Plan. All summaries have been received except for the Rotary Press Box, which is expected within the next day. Mr. Hankard agreed with Mr. Gantick that they received a lot of data from this study and it is going to take time to sort through it and prioritize it. Mr. Hankard stated that he believes this will become the basis for a lot of what this Committee does over the next 5 years.
Mr. Gantick stated that they have ordered and received the sign materials for the Street Sign Replacement Project. As time permits, they will be manufacturing those for installation during the winter, spring, and throughout next year. They are doing the signs in phases based upon the streets that have a higher speed limit because the visibility for signage is more critical when vehicles are traveling at a higher speed. There are about 900 signs that have been identified for the initial phase. The first phase should be done by July or August. Mr. Gantick confirmed that the $50,000 is for materials only because the manufacturing and installation will be done in-house.
Mr. Favreau stated that the Rye Street Park Shelter is mostly complete except for a few small items. It is winterized at this point so it is currently not being used, but it will be open in the spring. He said that it is up to the sports groups to build their storage areas and install their own shelving. Most material and labor has been donated and they are doing a wonderful job. He explained that they are currently looking for sponsors to help fund the concession area. Any portion that does not get funded by sponsors will be split between the sports groups. Mr. Favreau stated that the $170,000 that was budgeted for this project was used.
Mr. Gantick gave an update on a few other projects on the Proposed 2009/2010 Capital Projects List.
Town Manager Galligan stated that Marcia Banach gave him a memo stating that the Planning & Zoning Commission did not want the $25,000 cut from the update of the Plan of Conservation & Development as originally discussed because they would like to go out to bid first and see where the numbers stand.
Resolution Reallocation All Under-Expended Capital Funds for Road Resurfacing
Councillor Hale made a motion to Reallocate the Balances in the Under-Expended Capital Funds for Road Improvements and Resurfacing; the motion was seconded; and after the following discussion, all voted in favor of the above Resolution.
Councillor Hale explained that this is an additional attempt to find money to do some road repairs in the spring since there was no money in the 2009/2010 Budget.
Mr. Gantick discussed the list of roads that he thinks should be priorities at this point and explained the Pavement Management Report that he also provided (copies are in the Town Manager’s Office). Various questions were answered for the Committee.
The Town Manager explained that staff attended a seminar at the Road Master’s Program that was at the University of Connecticut. This program taught people how to do roads and master plans. South Windsor was the only one out of 25 towns that has a Master Plan for roads. The Town Manager stressed that he cannot keep hiring experts to confirm that things are being done the right way. This professor said that our Plan is perfect. He explained that VHB will be coming to the next Town Council Meeting to explain our Pavement Management Program. VHB is a group of highly qualified individuals that have a great deal of respect throughout the Country.
Councillor Prague asked for a copy of Wethersfield’s report.
Mayor Pelkey reiterated that based on this information, the purpose of this Resolution is to try to capture some of these roads this spring. Councillor Hale stated that there is approximately $114,000 of unallocated funds.
Resolution Reallocating Felt Road Bridge Rebate Dollars for Road Resurfacing
Town Manager Galligan explained that there is a rebate amount of $135,000 coming from the State as a 32% rebate. This project was paid for through bonding.
Councillor Hale stated that what they are looking for is agreement with the concept of using the unallocated funds and the rebate to try and do some of the periodic maintenance on the roads.
Ms. Snyder said that conceptually she does not have a problem with this. Her only concern is that it might not be a good idea to allocate every unused penny to one project, should something unexpectedly come up. Councillor Hale explained that there is about $140,000 in Capital and Nonrecurring that is not being touched. The Town Manager confirmed that there has to be a public hearing to get that money out, but it is earmarked as emergency.
5. New Business
The Town Manager gave an update on the Police Department’s Communications Dispatch, which will be about an $850,000 project. He explained that there may be a Federal Grant coming out of the Congressman’s Office which may give South Windsor a $350,000 to $400,000 matching grant.
Ms. Snyder wanted to discuss the Police Department’s Mobile Command Unit and the possibility to purchase this regionally. She suggested that the Committee look into doing a lease purchase and bring it to the Council. It was confirmed that the cost for this unit is $561,406. The Town Manager said that he knows it is expensive, but explained that he does not think other towns would be willing to contribute to the cost because they already own pieces of equipment that they share. This would be equipment that South Windsor purchases and shares. He suggested that this be purchased the same way as fire trucks.
Councillor Hale wanted to confirm that the $800,000 upgrade to Police Communications does not have anything to do with the Command Unit. She asked if there was any way to link the two together. There was discussion on why they need to be kept separate.
Various Committee Members stated their concerns with how Capital Leases and the Capital Projects Budget growing. The Town Manager stated that things should have been funded when there were low tax increases. There are priorities that need to be funded and there is going to have to be a one or two percent tax increase every year. He stressed that he needs to know the Council’s vision and priorities for getting infrastructure and things done in this community.
The Town’s Strategic Plan was brought up and it was suggested that it be resurrected.
Ms. Snyder made a motion for the Town Manager to bring back a Lease Purchase Agreement on the Police Department Vehicle; Town Manager Galligan seconded that; all were in favor.
Mayor Pelkey stated that this discussion should have cleared up any discrepancies with regard to the minutes from the last meeting.
6. Old Business
None
7. Adjournment
A motion to adjourn was made at approximately 5:50 pm; it was seconded; and approved unanimously.
Respectfully submitted,
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Vanessa Perry
Recording Secretary
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