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Chairperson Janice Snyder called the meeting to order at 5:05 p.m.
Members Present
Carol Driscoll, Board of Education (Vice-chairperson) (left at approximately 5:50)
Michael Gantick, Director of Public Works
Patrick Hankard, Director of Facility Services, Board of Education (left at approximately 6:00)
Janice Snyder, Town Council (Chairperson)
Richard Stahr, Board of Education
Cary Prague, Town Council (arrived at approximately 5:40)
Members Absent
Dr. Saud Anwar, Town Council
Dr. Kate Carter, Superintendent of Schools, Board of Education
Chris Chemerka, Director of Finance and Operations, Board of Education
Matthew Galligan, Town Manager
Guests Present
Jeffrey Doolittle, Town Engineer
Raymond Favreau, Director of Parks and Recreation
Clay Major, Facilities Manager
Brian Peck, Fire Department
Scott Roberts, Director of Information Technology
Walter Summers, Fire Marshal
3. Approval of Minutes Previous Meetings
Mr. Patrick Hankard made a motion to approve the January 16, 2013 Minutes; Ms. Carol Driscoll seconded that motion; and it was approved unanimously with one abstention from Councillor Prague.
4. Discussion Items
Review Projects for Submittal for Next Two Years
Chairperson Janice Snyder began a discussion about the projects that were submitted to the Committee. She had some questions for the staff members. Mr. Jeff Doolittle explained that he took all of the Town projects that were submitted and summarized them in a spreadsheet, 2013-2015 Capital Improvement Project List (Exhibit A), which he passed out to the Committee. Various Town staff members met the previous week to discuss the projects. The projects were split from two years into three years, as the total amount was $5 million, and some projects were intended to be three-year projects from the start. Some projects were combined to reach the $100,000 threshold. The only project that does not reach the $100,000 threshold is the generator for Fire Station #2. Mr. Doolittle indicated he would
talk about that in a few minutes.
Mr. Doolittle continued explaining that staff members prioritized next year’s list of projects, with a total of eight projects for Fiscal Year 2013-2014. The total for those eight projects is $1,173,000. Mr. Michael Gantick explained why some projects were listed that were not on the referendum. Some projects had been pushed back multiple years and should not wait much longer. He then explained the debris management project to the Committee. The debris management site could double as open play fields when it is not being used for storm debris. The piece of land, the Barton property, is already four acres of clear land, and Mr. Gantick would like to clear an additional 18 acres to bring the total to 25 acres of debris management property. Ms. Carol Driscoll asked who reviews all of the
properties. Mr. Gantick said that staff review the properties.
Mr. Doolittle explained that there are two roof projects previously submitted that were not in the original bond referendum. These projects need to be done, but not in the next three years. Those roof projects were pulled out, and the three generator projects were added to the list instead. One project would add a generator to the high school. The second project would add generators to the Police Department and Fire Station #2. The third project would add generators to the Community Center and Town Garage. Mr. Gantick added that the Town Hall elevator project was added to the project list even though it was taken off the referendum.
Chairperson Snyder asked why some prioritized items were spread out over three years. Mr. Doolittle said that those projects are mostly in the first year, but if they would take more than one year to complete, they were spread out over the next years on the list. A revised Public Buildings Packet (Exhibit B) and a revised Information Technology Packet (Exhibit C) were passed out to the Committee. The Committee discussed the lack of priorities on the packets and decided to have a new one sent out the next day with Capital Projects Committee priorities on them. Mr. Patrick Hankard suggested revising the Board of Education’s Plan for a third year since the referendum would cover them for the next two years.
Ms. Driscoll stated that there were projects in the Three-Year Plan, which was supposed to be a Two-Year Plan, that were not in the referendum. Finances should be taken into consideration because they could change, and the Committee hasn’t even received approval for those projects yet. Chairperson Snyder said that just because some referenda did not pass does not make those projects disappear. They will need to be done at some point. Staff agreed that the first eight items in Exhibit A were critical.
Chairperson Snyder discussed those eight items with staff members who were present at the meeting. There was a question about the cost for the emergency generator for South Windsor High School. Mr. Gantick explained that the dollar amount will give some flexibility regarding grants, planning, and how the generator would serve the High School. Chairperson Snyder said that $250,000 concerns her and wondered if the project could be completed for less money. Mr. Gantick said it probably could be done for less, but that the fuel cell setup leaves a lot of questions when it comes to generator costs. Mr. Patrick Hankard also mentioned the issue of load management if the generator is to power the whole building, which will mean changes in wire size, the transfer switch, etc. Chairperson Snyder asked Mr.
Gantick if he looked at the grant conditions. Mr. Gantick said it was a FEMA grant. Mr. Richard Stahr asked if the generator could power just essential areas and not the whole building. Mr. Hankard said they thought they had the essential areas covered, but depending on the time of year in which an emergency occurs, they will need air conditioning or heat. Right now, the fuel cell can only handle temperature control and essential functions such as fire alarms and telephones. If meals need to be cooked, other functions need to be shut off. Functions have to be manned 24/7 in order to make sure everything is able to be powered at certain times. Chairperson Snyder said that in her opinion, powering the entire school is crazy. The important thing is to have a generator that can manage to power everything in the key shelter areas without having to switch functions on and off 24/7. She said that the Committee should know what it wants
to do with regard to the generator plan.
Mr. Ray Favreau said that Committee members should get rid of any previous information regarding the Little League Shack renovation. He also emphasized that any Parks and Recreation projects are from the Park and Recreation Commission’s master plan and not from the Parks and Recreation Department. He then explained the revisions. The only project from Parks and Recreation that presented a public health problem was the Little League Shack renovation, and that was proposed as a project that needed to be done in the first year. The remaining projects were spread over the second and third years. Mr. Favreau said the Little League has offered another $50,000 for the renovation, bringing the total cost of the renovation to $150,000. The Town would only have to fund $100,000 of that project. A revised Parks and Recreation Packet (Exhibit D) was handed out to the Committee. Councillor Prague asked why Little League has not funded a renovation since they have had fifteen years to
raise money. Mr. Favreau said Little League has contributed over $250,000 for different projects throughout Town.
Councillor Prague asked why the High School generator was not the first item on the priority list. Mr. Gantick and Mr. Doolittle said that the first two projects were needed to keep the Town functioning. Councillor Prague asked if it would be cheaper to put those items worth about $1 million on a special referendum in the spring. Referendum discussion ensued. Councillor Prague felt confident that voters would pass a referendum with emergency projects such as the generator for the High School. Mr. Gantick said the generator was discussed in previous years and that putting it in the budget was better than putting together another referendum. Chairperson Snyder said that none of these projects are secret, and that she is concerned about the driveway at Fire Headquarters. Mr. Hankard said the
projects have a better chance passing a referendum than being approved by the Council. Councillor Prague agreed. Chairperson Snyder said the Committee had already achieved the first two steps in their new plan, and they could not lose momentum now. Mr. Walter Summers then explained a referendum idea for the spring.
Councillor Prague asked Mr. Scott Roberts about a fiber optic network in a major hurricane event. Fiber optic wires are on the lower part of a telephone pole, and most of the primary wires take much of the force of a fallen tree or branch. Mr. Roberts said the Town’s proposed fiber optic network would be a ring between the Town Hall, Police Department, Fire Station 3, the Town Garage, Fire Headquarters, with spurs off to Veterans Memorial Park, the Water Pollution Control Facility, and Foster Street. The fiber optic network would be piggybacking the State’s program and would lease it for twenty years. The $575,000 amount would pay for the lease, and there would be a retainer charge of $5,000 - $10,000 per year with a fiber optic company. If a motor vehicle runs into a pole, the Town
would get that money back through the motorist’s insurance. The fiber optic company will fix the pole, bill the Town, and the Town would submit the claim with the insurance carrier and be reimbursed.
Chairperson Snyder asked Mr. Brian Peck about the fire station projects. Mr. Peck explained that the Fire Headquarters paving project includes the front apron area with the parking lot and the side parking lot that wraps around to the back of the building. Mr. Doolittle said some of the base needs to be redone, but not all of it.
Councillor Prague said that if an emergency referendum was done in the spring, then more projects could be done. Chairperson Snyder was concerned that going out to referendum again would send the wrong message. Mr. Stahr said that it is an election year, and a referendum has a better chance than getting approval from the Council.
Mr. Roberts said that Town Manager Matthew Galligan is on the fence about having computer projects in Capital Projects because of their shorter lifespan. Mr. Roberts will be carrying some of the costs in the Information Technology Operating Budget in order to make up for the shorter lifespan. The Town Council will have to decide where it will be funded. Mr. Roberts said that is it helpful to have the Capital Projects funding because it allows for purchasing of higher quality products.
Mr. Patrick Hankard said that no off-election day referendum has ever passed since they have been keeping records, but laws have changed since the last off-election referendum. He suggested putting it in the budget for Town Council approval before going out to referendum again. Councillor Prague said that the estimated target for a tax increase is 4%, which is an increase over the 2% from last year. The Council is realizing that they are not funding certain items enough. Mr. Gantick said that it feels like last year is being repeated this year. Mr. Hankard said that going two years with zero Capital funding will keep the program from ever revitalizing.
Chairperson Snyder said that what bothers her most is that the Committee worked very hard back in April 2012 to bring the Town Council a new plan. The burden is now on the Town Council to make a commitment based on the resolution that passed regarding the new Capital Improvement Plan. Her gut feeling is to bring the projects to the Council because they are sensible, urgent projects that need to get done. Mr. Summers asked Councillor Prague asked if he was thinking of both funding Capital Projects and going out to referendum. Councillor Prague was not sure. He suggested funding essential projects through the budget while going out to referendum for less relatively urgent projects.
Mr. Hankard said that he expects a school safety improvements item to come forward in the near future. He does not have a dollar amount as of now, but it costs approximately $350,000 just for locks. The Board of Education approved the Superintendent to engage a consulting firm to give the schools a complete security and safety overview. There are Federal grant proposals, but he has not heard of any State monies so far. The Committee discussed school safety issues.
Chairperson Snyder asked the Committee if they should float two proposals to the Town Council. The first proposal would be to explain the Capital Projects budget for the next three years and request funding. The second proposal would be to ask for a referendum for the emergency items for approximately $1.5 million and then request a smaller amount of funding for the reprioritized project. Mr. Summers suggested having a discussion item to get direction from the Town Council. The Committee decided to present the current list to the Town Council and if that does not work, they will suggest going to referendum. Mr. Summers asked if staff needed to do any more work until there is direction from the Town Council. Chairperson Snyder said that staff should be all set until further direction is given.
A revised packet was discussed which would be mailed out to Committee members and guests as soon as possible, preferably on Friday. Councillor Prague asked if the Fire Headquarters driveway project was supposed to be included in the 2012 referendum. Chairperson Snyder said it was not. The Committee discussed the revised packet.
Mr. Peck and Mr. Gantick discussed generator grants. The Fire Headquarters generator and Community Center generator could be eligible. Chairperson Snyder suggested putting such information on the revised packet.
5. New Business
None
6. Old Business
None
7. Adjournment
A motion to adjourn was made by Mr. Richard Stahr at 6:25 p.m.; the motion was seconded by Mr. Michael Gantick; and all were in favor.
Respectfully submitted,
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Ashley Summers
Recording Secretary
(Approved 10/23/13)
Attachments:
Exhibit A 2013-2015 Capital Improvement Project List
Exhibit B Public Buildings Revised Packet
Exhibit C Information Technology Revised Packet
Exhibit D Parks and Recreation Revised Packet
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