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09-18-06 Minutes
The Permanent Committee to Study the Needs and Use of Town Public Buildings Including Town Hall Facilities held a special meeting on September 18, 2006, 7 p.m., at the Stonington Police Station Community Room.

Present:  Charles Ballato, George Brennan, John Gomes, Stephen Singer, and Steven  Small.  Invited guests, Joe Bragaw, Director of Public Works and George Sylvestre, Director of Administrative Services.  Also present were members of the public.

(1)  Call to Order
        Mr. Steven Small, Chairman, called the meeting to order at 7 p.m. and reviewed minutes from the meeting held on August 15, 2006.  A motion was made by John Gomes, seconded by Charles Ballato and it was voted to approve the minutes as distributed.  

(2)  Old Business
During the meeting on August 15, 2006 information was requested from the Town Hall staff concerning existing documents.  Mr. Small met with the Town Engineer and a CD was created.  George Sylvestre commented the presentations are available in slide format as well.  

Mr. Small informed the Committee he was not able to meet with First Selectman William Brown to determine what buildings fall under the purview of the Committee. George Sylvestre stated that he believes the Committee will have oversight responsibility for the Town Hall, Highway Facilities, Human Services, Fourth District Voting Building, and the Dog Pound.  Mr. Small requested a list in writing.   

Mr. Small stated he confirmed that the Committee will not be obligated to meet the February deadline as previously proposed.  Mr. Gomes stated that he feels it is imperative that the Committee focus on the Town Hall and it should be the priority at this point.  

(3)  New Business
Joe Bragaw, distributed a packet of material to members of the Committee that included DVDs from March 1, 2006, public informational meeting, and April 5, 2006, and April 22, 2006 building forums and correspondence.  He reviewed the documents enclosed and entertained questions from Committee members.  

George Sylvestre informed the Committee the Town of Stonington has been appropriating $160,000 each year in the budget for the project.  At some point a decision must be made as to the use of funds.

Discussion ensued regarding project costs and options, i.e., pay as you go, bond issue, or find another source.  It was the consensus of the Committee that it would be difficult to obtain community support for a bond issue. George Sylvestre acknowledged that the Town has been escrowing funds received from the state program with the understanding that the project could be funded on a pay as you go basis.  It is anticipated that funds would not be borrowed and no additional burden would be placed upon taxpayers.  At the time of initial discussions, the project was estimated at $1.5M and grant monies and the Town of Stonington’s appropriations would cover the project’s cost.  However, at this point in time, escalation of costs must be considered.  Mr. Gomes questioned if there is any risk to grant monies being withdrawn.  Joe Bragaw responded that there could be a risk if funds have not been used in seven years.  George Sylvestre read a form letter recently received regarding grant monies.  

Mr. Small acknowledged a need to be cognizant of all potential town projects currently under consideration by the Town (schools and potential sewer authority renovations).  The initial plan was to use monies through March of 2009, providing construction began in 2007, completed in 2008, and state funds would be received through 2009 to finalize the project.  

Mr. Small questioned the synergy between offices within the Town Hall to be user friendly.  Joe Bragaw grouped the departments: 1) Town Clerk, Assessor and Tax Collector,  2) Administrative Services and Board of Selectman, and 3) Public Works and Planning.  George Sylvestre added that organizational synergy is another component to recognize.  It is important to not fracture staff and maintain effectiveness of staff.  George Sylvestre provided a historical perspective on proposed additions.  The Committee continued its dialogue with Joe Bragaw and George Sylvestre, and discussed how long the proposed plan would serve the space requirements, the function of the Town garage, various renovation scenarios, a 1988 master plan, and the possibility to develop a new master plan.  It was the consensus of the Committee to make a site visit and also speak with staff in the Town Hall to gain their perspective.  

Joe Bragaw stated that there is another DVD on a technology forum that he will copy for Committee members.  It includes a walk-though and commentary.  

Committee members discussed staying within the pay as you option and the funds that have been allocated for the past seven years.  With grant monies and current Town of Stonington allocations through local tax dollars in the budget, enough funds should be accumulated.  George Sylvestre stated proceeding in this manner would only require going through the regulatory process.  A waiver can be requested so that grant monies are not withdrawn.  

Committee members will review the material provided in the packets.  Steve Small stated the next meeting date is October 16, 2006 and the tentative location is the Stonington Town Hall (downstairs).  The Committee will meet at 5:30 p.m. to make a site visit and walk the land.  Tentatively, the agenda for the November meeting will focus on public comment.  The location will be determined.

(4)  Public Comment
Bill Sternberg, 153 Elm Street, Stonington would like to see the Committee look at a range of options, set the cost component aside for the moment, and concentrate on the needs and various ways to meet those needs.  If options are listed by predetermined criteria, there may be more solutions.  He also felt there is no risk of state funds being withdrawn.  Mr. Sternberg is in favor of talking with staff to understand the business process in the building.   Mr. Sternberg will provide the Committee with ideas in writing about the process for a comparison of options.  

Carlene Donnarummo, 22 Oakwood Avenue, Pawcatuck, stated there is a lack of appropriate public meeting space with the ability for public input, i.e. microphones, audio equipment.  

(5)  Next Meeting/Adjournment
The next meeting of the Permanent Committee to Study the Needs and Use of Town Public Buildings will be held October 16, 2006.  There being no further business to come before the Committee, the meeting adjourned at 9:15 p.m.




Submitted by,



__________________________                                       __________________________
Maureen L. Carboni, Recorder                                           Steven Small, Chairman