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Mayor Pelkey called the meeting to order at approximately 4:35 p.m.
Members Present
Dr. Kate Carter, Superintendent of Schools (arrived at 5:10 p.m.)
Matthew Galligan, Town Manager
Michael Gantick, Director of Public Works
Lisa Maneeley, Chairperson, Board of Education (arrived at 5:15 p.m.)
Kevin McCann, Town Council
John Pelkey, Mayor, Town Council (Chairperson)
Craig Zimmerman, Board of Education
Members Absent
Janice Favreau, Town Council
Patrick Hankard, Dir. Of Facility Services, Board of Education
Donna McKenty, Business Manager, Board of Education
Janice Snyder, Board of Education
Guests Present
Walter Summers, Fire Marshal
Scott Roberts, Director Information Technology
Raymond Favreau, Director of Recreation
- Approval of Minutes of Previous Meeting: None
- Discussion Items
Review new Capital Plan and 10 Year Plan
Town Manager Galligan expressed concern regarding the condition of the roads. He and Michael Gantick are asking that the committee consider going to the Council to ask that a portion of the balance of $1.2 million left over from projects that were not used for bonding be put towards repairing the roads. If we don’t take care of the roads now, we will end up spending more money on reconstruction.
The other big area that we may want to continue with is Avery Heights, Pine Knob and the water district area. CT Water is upgrading and is going to come back with some temporary catches. The cost to complete the entire section is approximately $5 million. Once the water company is done, there are areas where the drains have to be redone. The public will, most likely, support this project. It is a safety issue for our fire trucks and plows. This is in the Capital Budget but not part of the original bond and will have to go before the Council.
The timeline for completion of this project was discussed. It is a bit more complex than it appears as the pipe the Water Company is abandoning is asbestos lined, and it is considered a hazard if you touch it. The design for the new drainage system is also a bit more challenging because of this.
Also, drainage in driveways will be an issue, as in many cases the roads are being lowered and it is important to be sure drainage does not become a problem.
One of the Committee Members stated that some of the projects have actually exceeded projections on the original estimated cost. He asked if we should make adjustments on any other projects that we have not started yet. Michael Gantick explained that original costs are based on concepts and not actual designs. Costs have escalated since bids were opened and the cost of oil and asphalt has gone up.
It was suggested by a committee member that road maintenance and snow removal be budgeted for in the annual budget.
The culverts on Nevers and Ayers Roads were discussed. Mr. Gantick explained that one of the culverts appears to be under-sized for the drainage shed that is above it. The pipe is not in good condition. The replacement of this is included in the capital budget. This will involve permitting.
Town Manager Galligan stated that we are not being realistic with a ten-year capital plan that allocates $5 million toward road projects. He suggested putting $10 to $15 million out to bond, giving us a more realistic capital plan. This is attached as Exhibit A.
Town Manager Galligan explained years ago when debt went down capital went up. Within three to four years from now, we may see debt coming down by $300,000 to $500,000 each year. We should have a policy that says as debt goes down, budget as if you did have the debt, or just move that into the road maintenance fund. He agreed that we should have a line item in the budget for roads to include road repair, sanding, salting, etc. He would like to propose this to Council.
The Committee was asked if there were any changes or comments on the program Town Manager Galligan submitted. One of the Committee members stated that we need to address the details of the projects themselves. For example, if $1million is being allocated for IT we need to include what is being done with that money and how much it will cost before including it in the budget. It should then be discussed with the Committee.
Town Manager Galligan thought it important to let Council know what return on investment will be. For example, if we are replacing windows, how much money is saved in heating costs. He is also trying to create a reserve to make sure the money goes back to Capital and not to the General Fund. These funds and reserves would help us in paying for things we need.
A Committee member asked if we have seen any impact on maintenance of equipment from switching over from sand to salt on the roads.
Mr. Gantick reported that the environmental impact has not been determined at this point, however, there has been a cost saving.
Town Manager Galligan and Mr. Gantick will review the 10-year plan and review what items will be in each category.. He asked that any ideas on the 10-Year List be sent to him. He also has some ideas he wants to put into bonding.
5. New Business
A Committee Member asked if we can get minutes included on the website. Town Manager Galligan reported that this can be done and right now they are short on staff. They are interviewing someone on Friday and are hoping to have someone on board soon.
6. Old Business
NONE
7. Adjournment
Kevin McCann made a motion to adjourn at 5:45 pm; Lisa Maneeley seconded that motion; and it was approved unanimously.
Respectfully submitted,
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Darlene Lehofer
Recording Secretary
Attachments: Exhibit A
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