TOWN OF SOUTH WINDSOR
MINUTES
TOWN COUNCIL WORK SESSION
COUNCIL CHAMBERS MARCH 3, 2008
SOUTH WINDSOR TOWN HALL TIME: 7:00 P.M.
1. Call Meeting to Order
Deputy Mayor Prague called the meeting to order at 7:02p.m.
2. Roll Call
Members Present: Mayor Matthew Streeter
Deputy Mayor Cary CityplacePrague
Councillor Gary Bazzano
Councillor Kathryn Hale
Councillor Edward Havens
Councillor Kevin McCann
Councillor John Pelkey
Councillor Keith Yagaloff
Also Present: Matthew B. Galligan, Town Manager
3. Public Participation:
None
4. Communications
None
5. Town Manager’s Report
To be discussed at the Regular Meeting
6. Items for Discussion
A. Discussion regarding the Water Pollution Control Facility upgrade in view of the MDC option
Town Manager Matthew Galligan began by explaining after discussions with the Department of Environmental Protection, the Town will not be receiving funding for this project. The Town will have to think about how this project will move forward. One option the Town has is to go to referendum on this project, take out notes for two or three years, and then hopefully receive Department of Environmental Protection monies at a later time.
Work Session – Town Council
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March 3, 2008
ITEM:
A. Discussion regarding the Water Pollution Control Facility upgrade in view of the MDC option (continued)
Mr. Fred Shaw informed the Council that in 2002 a study of the treatment system, the pump stations, the piping under ground and the Treatment Plant Facilities was complete. There were a number of different options that were discussed taking into consideration the treatment of wastewater, meeting the discharge permit, and new regulations. Each alternative was reviewed carefully in terms of the capital cost, and the operation and maintenance costs. For each alternative, the town evaluated the present costs, and future costs. The Department of Environmental Protection reviewed the report and agreed with the recommendations that were forwarded, which are to upgrade pumps stations and the plant facility. There are only four pump stations left to upgrade and the design for upgrades to the Treatment
Plant have been complete and are being reviewed by the Department of Environmental Protection.
Mr. Tim Dupuis, of Camp, Dresser and McGee came forward to answer questions regarding the different numbers shown on the report. There were lengthy discussions regarding the different options as shown on Exhibit A. The system has a biofilter which should control the odors very well. A biofilter would cost approximately $500,000.
Councillor Yagaloff questioned the total fees that are collected on an annual basis and if it would cover all of the expenses for operating the sewer plant? Mr. Shaw stated that that the Town collects approximately $3 million and that total does cover all expenses.
After asking further questions in regards to costs, Councillor Yagaloff stated that he is in favor of keeping the facility in South Windsor but stated that he is not convinced that the MDC cost will be substantially higher then the other options. Councillor Yagaloff then asked what the potential risks the Town might face with MDC in terms of their responsibility to pass along upgrades to their users? Mr. Dupuis answered that he would explore that route in more detail to see how changes in the structure would impact customers. He stated that he thought MDC handles all of their customers the same on the sewer side.
The Work Session was recessed at 7:30 p.m. in order to hold a public hearing; and reconvened at 7:32 p.m.
Councillor Pelkey voiced concern with getting involved with MDC because the Town could be buying into unresolved issues.
Work Session – Town Council
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March 3, 2008
ITEM:
A. Discussion regarding the Water Pollution Control Facility upgrade in view of the MDC option (continued)
Councillor Havens stated that local control of costs and policies are very important.
Answering questions from Councillor McCann, Mr. Dupuis explained that the MLE process would not increase the capacity of the plant and the equipment for each option has the same life expectancy. Currently, there have been major equipment failure, and Town staff has done a very good job of maintaining the equipment. Councillor McCann stated that he would like to know how many times the Town can go back to the State to request funding. Mr. Fred Shaw explained that the window for opportunity to continue to be eligible for grants in the future is approximately 7 years. The longer the Town waits to do improvements increases the chances of having a catastrophic problem.
Councillor Hale reviewed the different options and then requested updated data to be provided to the Council Members regarding the MLE option and the MDC option with current numbers.
The Work Session was recessed at 7:57 p.m. in order to call the Regular Meeting to order; and reconvened at 8:26 p.m.
B. Discussion regarding the Town Hall Annex
Mr. Michael Gantick Director of Public Works came forward to discuss this item. Mr. Gantick stated that the Town Council Members should have received an updated cost estimate from Lawrence Associates. The plans have been advanced to the point where there is a lot more detail. The service of a professional cost estimator was sought in order to provide a more refined cost based upon the more advanced plans. At this time, Town staff is looking for direction from the Town Council. It would take about four to six weeks for Lawrence Associates to finalize these plans and ultimately go out to bid if that is the course of action the Town Council wishes to go.
Mayor Streeter asked for the status of the negotiations with the property owner. Mr. Galligan, Town Manager stated that he has a call into Matthew Kerin who is the property owner. A meeting will be set up to look at the numbers the Town Council has received and discuss them with Mr. Kerin.
Work Session – Town Council
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March 3, 2008
ITEM:
B. Discussion regarding the Town Hall Annex (continued)
Councillor Hale expressed her concerns with the scope of the numbers. Councillor Hale then questioned if the interconnection between this building and Town Hall is necessary and also asked if these estimates are for minimal upgrades to the facility? Mr. Gantick explained that staff will be going back and forth. Public may be attending meetings down there and there may not be the capacity of parking necessary at the Town Hall Annex. The overall cost of that project represents a basic upgrade. There are some costs that have been defined as costs that the property owner may have to endear and there are also costs the reflect what it will take for the facility to be up to today’s codes and standards.
Mr. Anwar Hossain from Lawrence Associates stated that if the Town Council would like certain estimates eliminated, revised estimates could be submitted. The estimates that the Town Council has received are based upon actual drawings and have been tested in the field. If the Town Council were to authorize Lawrence Associates to precede another 30% beyond what the plans are presently, the Town would then be in the position to begin a competitive bidding process. In conclusion, Lawrence Associates is very confident with these estimates and would be happy to take out anything that the Town Council feel is not necessary.
Councillor Hale again expressed her concerns stating she did not understand why the town went through with this deal without either understanding the scope of these numbers or having worked out something with the landlords.
Councillor Prague questioned how this renovation could cost $200.00 per square foot when a new building being built is costing $180.00 per square foot? On the estimate sheet there are two totals for contingency and two totals for profit. Mr. Anwar Hossain explained the process of estimating costs on this project. He then explained that the economy always has an effect on the pricing. The Town will need to put this project out to bid in order to have an exact number to work with.
Councillor Yagaloff stated that he feels the Town should move this project along because a contract has been signed and the Town is paying a monthly lease with no benefits. The contract does not define what work the property owner is supposed to do in terms of renovations. Councillor Yagaloff stated that he feels the lease should be renegotiated.
Mayor Streeter said he feels the Town definitely needs to move forward but discussions should be held with the Kerins and the Town Attorney should be involved to find out what is happening with the contract.
Work Session – Town Council
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March 3, 2008
ITEM:
B. Discussion regarding the Town Hall Annex (continued)
Councillor Pelkey agreed that this project needs to move forward. When the Town Manager meets with the owner of the building responsibilities for each project can be discussed and then the Town can go out to bid on the responsibilities of the Town.
Town Manager Galligan stated that this discussion is to get the Council up to speed on this project, no action is required right now.
Council Members reviewed the different options that could help move this project along. Councillor McCann questioned if a budget should be established through the Town Council and then plans produced based on that budget. Town Manager Galligan stated that whether the Town decides to buy the building or not, an established budget could create a problem for the Town to make the building useful for the purpose of the Town Hall Annex.
Mr. Michael Gantick explained that the Architect provided two cost estimates which show a minimum and maximum build out situation. There are things that will govern what we can and can not be done. Codes will have to be acknowledged.
Councillor Havens felt that this project is needed and needs to be moved forward. This is a good investment that the Town is making for the future of the Town of placeCitySouth Windsor. This will be a facility that everyone will be proud of when it is completed. It is important not to delay this project any longer.
7. Executive Session
To be held during the Regular Meeting.
8. Adjournment
Councillor Hale made a motion to adjourn the Work Session at 8:57 p.m. Deputy Mayor Prague seconded the motion and it was approved, unanimously.
Respectfully submitted,
_________________________________
Deborah W. Reid, Clerk of the Council
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