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Chairperson Janice Snyder called the meeting to order at 4:37 p.m.
Members Present
Dr. Saud Anwar, Town Council
Michael Gantick, Director of Public Works
Michael Gonzalez, Board of Education
Patrick Hankard, Director of Facility Services, Board of Education
Elizabeth Pendleton, Town Council (Vice-chairperson)
Matthew Riley, Board of Education
Scott Roberts, Director of Information Technology (Town Manager’s Designee)
Janice Snyder, Town Council (Chairperson)
Craig Zimmerman, Board of Education
Members Absent
Dr. Kate Carter, Superintendent of Schools, Board of Education
Chris Chemerka, Director of Finance and Operations, Board of Education
Guests Present
Jeffrey Doolittle, Town Engineer
Brian Peck, Fire Department
Walter Summers, Fire Marshal
Stephen Wagner, Town Council
3. Approval of Minutes Previous Meetings
Mr. Michael Gantick made a motion to approve the September 24, 2014 Minutes; Mr. Patrick Hankard seconded that motion; and it was approved unanimously.
4. Discussion Items
Answers to Questions Raised on September 24, 2014
The Committee reviewed a memorandum from Town Manager Matthew Galligan regarding bond issues and the High School turf field (Exhibit A). The bond for road and drainage improvements will be going out to referendum in November. The turf field is currently in the testing stage, and an estimate will be forthcoming from the engineer, Milone and MacBroom. Chairperson Janice Snyder said that the turf field could not be funded over two years because of the project timeline, but there is no money for it in the current year’s budget. She asked for a recommendation to be brought to the Committee in the near future regarding the turf field project.
Mr. Michael Gantick said that Town Manager Galligan has approved the first phase of the turf field project. In order to have the project ready for July 2015, it should go out to bid in March 2015. Mr. Patrick Hankard said a source of funding will have to be found before going out to bid. This project would also have to be completed at the same time as the high school track project. The track project was approved in a prior referendum but Mr. Hankard has been waiting for the turf field to be approved, as doing just the track project would change the entire drainage layout. Chairperson Snyder said the turf field project is a large project that would be finished rather quickly. Funding would need to be reviewed as soon as the project is submitted to the Committee, and lease-purchase might be a funding option. Mr. Gantick said that the consultant needs to do a presentation for the Town Council and Board of Education during the first phase.
Chairperson Snyder discussed the bond issues and asked Mr. Scott Roberts if the Committee could get a copy of the explanatory text for the referendum. She asked the Committee if they would like to send out a mailer on the referendum. Mr. Gantick said time is of the essence, and the referendum is only three weeks away. Mayor Saud Anwar said the money probably does not need to be spent as road improvements are an easy sell, and there is a time crunch. Vice-chairperson Elizabeth Pendleton suggested having information posted in public buildings instead of spending money on a mailer. Chairperson Snyder agreed and said that the information should be made available as soon as possible. Mr. Roberts said that the information can also be sent out via EverBridge. The information is very generic in order to
comply with Elections Commission rules. Mr. Craig Zimmerman asked if Mayor Anwar would be able to write a letter to the Journal Inquirer about the upcoming referendum. Councilor Stephen Wagner said that any one of the Committee members could write a letter. Chairperson Snyder said she could write a letter if Mr. Jeff Doolittle sends her information.
Vice-chairperson Pendleton asked if additional information can be added once the Town Clerk receives information and the ballots are prepared. Chairperson Snyder said the explanatory text can have information added as long as it goes back to the Town Clerk. She also wants the information to be short and simple.
Priority Listing, Budget Allocation, and Discussion of Projects
Chairperson Snyder asked about ADA upgrades. Mr. Walter Summers said that he is currently working on that project with Mr. Clay Major.
Chairperson Snyder asked about the Fiber Optic project. Mr. Roberts said they are currently in the construction phase, and they are dealing with AT&T along with CL&P. He is awaiting a response from his application.
Chairperson Snyder asked about the Town Hall Boiler and Control Replacement project. Mr. Gantick said the project is currently underway.
Chairperson Snyder asked about the Buckland Road sidewalks. Mr. Doolittle explained that the project is currently being designed, and they are exploring options for extending the sidewalks to nearby areas. Mr. Zimmerman asked how the decision will be made on where the sidewalks will be finally placed. Mr. Doolittle said that the Town Council will make the final decision. The bottom line is placing sidewalks where they will be used.
Chairperson Snyder asked about Main Street Bridge over Podunk. Mr. Doolittle said the design will be finalized in the near future. The plans and permitting will be finished by the end of November 2014 and submitted to the State Department of Transportation. Vice-chairperson Pendleton asked if there was a timeline for 2015. Mr. Doolittle said he would like to start construction in May 2015. There needs to be more funding for next fiscal year as well, as the $200,000 granted for the 2014-2015 Fiscal Year only got the project started. The State will also be providing some money. Vice-chairperson Pendleton asked if the bridge will hold out until May 2015. Mr. Gantick and Mr. Doolittle said that traffic has been removed from the worst parts of the bridge.
Chairperson Snyder asked about Avery Street Reconstruction. Mr. Doolittle said that project is currently in design. Chairperson Snyder said this is a big project and asked if it will be a two-year project. There is only $150,000 allotted for the project, and it requires $500,000 more from funding. Mr. Doolittle said this project might be slightly less expensive as the State has changed funding from LoCIP funds. There is no question that it will need more money to keep going.
Chairperson Snyder asked about Abbe Road Improvements. Mr. Doolittle said this project is also in design. Theoretically, the project will need approximately $900,000 from next fiscal year’s funding.
Chairperson Snyder asked if any of the proposed road projects could be funded from the proposed $12 million road bond. Mr. Gantick said the plan with the bond is to perform maintenance on roads that absolutely need it. If there is money left over in the bond, it could possibly be used to help fund some of the road projects that come before the Committee.
Chairperson Snyder asked if she could get the exact balance of the current Capital Projects budget. If there is any extra money in the account from past projects, she would like to know. The Committee agreed.
Moving forward, Chairperson Snyder reviewed the submitted priorities for Fiscal Year 2015-2016 projects. She discussed the memorandum from Mr. Gantick to Town Manager Galligan (Exhibit B). Mr. Gantick said that he wanted to address the trend in Capital Projects funds, and it is very important to have an actual plan. Town building infrastructure is falling apart, and some projects have been on the Capital Projects list for over a decade. He continued by saying that Town Manager Galligan has come up with different ways to finance Capital Projects, and they never get implemented. Funding infrastructure is critical, and costs keep rising. There is an unfunded mandate from the Town Council for sidewalk repairs. After conducting an analysis, the repairs to sidewalks will cost approximately $4 million.
All the Town can afford to do is spray and highlight any trips hazards which are enormous liabilities. Many towns that South Windsor is compared to, such as Glastonbury, have great Capital Projects plans. Mr. Gantick emphasized that having a stable Capital Projects plan will mitigate futures costs.
Chairperson Snyder said she has talked to Mayor Anwar about putting together a finance plan. She also had Town Manager Galligan put together a possible funding plan. She would like to meet with Mayor Anwar and Town Manager Galligan to discuss the funding plan. Mayor Anwar said the idea was to automatically put a percentage of tax revenue towards Capital Projects. Chairperson Snyder mentioned some past debt and tax abatements will be coming off future budgets. She would like to know how much debt and which tax abatements would be coming off in Fiscal Year 2015-2016.
Mr. Summers asked if the Committee is still looking at funding another $1 million for Fiscal Year 2015-2016 as was mentioned in Fiscal Year 2014-2015 budget talks. Mayor Anwar said that depends on the school budget submission. Chairperson Snyder said that if the Committee has an understanding of what debt and abatements are coming off in the next budget year, then the Committee will be able to submit a solid number.
Mayor Anwar informed the newer Committee members that the Committee previously talked about identifying funding and reducing the likelihood of five Council members depleting Capital Projects funding. The Committee should be making it difficult for the Town Council to take funding away from Capital Projects. Chairperson Snyder said that the Committee works hard to review submitted projects, and the Council still has the power to cross projects. Mr. Zimmerman asked if the Council can ignore recommendations made by the Committee. Chairperson Snyder said that was correct. Mayor Anwar said that the makeup of the Committee will hopefully help educate fellow Councilors as there are three Councilors on the Committee and one present as a guest. The discipline will come from the funding stream from new taxes, which
is the possible funding stream for Capital Projects. Chairperson Snyder said it would need to be either a policy or ordinance. Mayor Anwar said that the Committee also educates the Board of Education on Town infrastructure.
Vice-chairperson Pendleton said she does not know how the Town got into this mess, and she does not want to know. However, she does not want to make the same mistakes in the future. A funding stream needs to be created. Mr. Zimmerman said he does not know how to find the political will to create the funding stream. Mr. Gantick said it takes discipline and a strategy. In the future, the Town could have massive tax increases because infrastructure could crumble.
Preparation of Presentation to Town Council
Chairperson Snyder said she would like to give a presentation to the Town Council about the current 2014-2015 projects. She asked for staff to send her updates on the current projects so she can put together a presentation. After the Committee approves the presentation, it will be shown to the Town Council. Mayor Anwar suggested presenting at the November 17th Council meeting.
5. New Business
Councilor Stephen Wagner said that he attended a webinar on LED streetlight replacement. The Energy Subcommittee is looking into a program for South Windsor. Mr. Gantick said that CCM is looking at this program as well, and LED streetlights could possibly create savings within five years. Chairperson Snyder suggested keeping this project on the radar.
6. Old Business
None
7. Adjournment
Vice-chairperson Elizabeth Pendleton made a motion to adjourn at 5:37 p.m.; Mr. Scott Roberts seconded the motion; and all were in favor.
Respectfully submitted,
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Ashley Summers
Recording Secretary
Exhibit A Memorandum from Town Manager Matthew Galligan
Exhibit B Memorandum from Mr. Michael Gantick
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