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MINUTES - SPECIAL MEETING
BOARD OF FINANCE
NOVEMBER 28, 2011
A SPECIAL MEETING of the Board of Finance was held in the City Hall Auditorium on Tuesday,
November 28, 2011.
Present were Mayor Ryan Bingham, Corporation Counsel Ernestine Weaver, Board of Finance members Laurene Pesce, Mark Bushka, Daniel Farley, Thomas Scoville and Wendy Traub, City Engineer Edward Fabbri, Director of Public Works Gerald Rollett, Administrative Assistant to the Mayor Timothy Waldron, Purchasing Agent Pennie Zucco and Comptroller Alice Proulx. Board of Finance Member Thomas Scoville arrived at 5:08.
Mayor Bingham called the meeting to order at 5:00 p.m.
CONTINGENCY FUNDS FOR GREEN WASTE DISPOSAL
On a motion by Mr. Farley, seconded by Mrs. Pesce, the Board considered the authorization of an expenditure not to exceed $160,600 from Contingency, for the collection, chipping, transportation, and disposal of green waste generated by a recent storm, approved by City Council on Nov. 22nd to replace the $112,500 previously approved by the Board of Finance on November 15th.
Mr. Rollett explained this project had been awarded a week ago, with Board of Finance approval to spend $99,000. The next day the contractor withdrew his bid, as it did not meet specifications, and the City quickly put the project out to bid again. The new bids came in at $160,600 and met specifications. Mr. Rollett said he is now looking for Board of Finance authorization to spend the additional funds. He specified that the 10,000 +/- cubic yards of brush and debris curbside that needs to be cleaned up is just an estimate. In debris management it's very difficult to determine quantity for payment, he said, and chipping it curbside makes it easier to track for payment. Mr. Rollett added that, alternatively, using the State contract would require the debris remain unchipped which
would make it fall into the solid waste category, requiring a DEP permit and a consultant, and costing over $200,000.
Mr. Rollett said these quantities will be tracked daily, and he will know when he reaches the limits of this expense. If that happens, he said, he will return to the Board of Finance and look for additional sources of money to finish cleaning up the City of Torrington.
Mayor Bingham asked if our own staff time is eligible for reimbursement. Mr. Rollett said that typically staff time is eligible during the first 72 hours of the event, equipment use is eligible and disposal cost is eligible. When using contractors, 100% of the cost is eligible for 75% reimbursement, he said, and the total storm may cost the City about $300,000, most of which should be eligible for this reimbursement.
Mr. Fabbri noted that people are collecting some of the debris for firewood, so the quantities vary daily.
In answer to Mr. Bushka's question, Mr. Fabbri said the original bidders didn't follow specifications on the first bid, and weren't qualified for the project. Mr. Rollett said, on the second bid, only one of the two bidders bid the project correctly with curbside chipping, leaving just one qualified bid.
Mr. Bushka asked about the previously-approved recycling project for $13,500. Mr. Rollett said that is a valid bid, for disposal of green waste at Supreme Industries, and the potential cost of the project is $160,600 plus $13,500.
Mrs. Traub said Torrington citizens are clamoring for this cleanup and she has to respect their wishes. She reminded everyone that the Board's job is to be fiscally responsible with taxpayers' money, and that FEMA money should be used for emergencies. She asked if the State has offered to help out the towns. Mayor Bingham said they are cleaning up the state roads, and the Governor's office was very involved during the storm. Mrs. Traub suggested the Board start thinking about setting up an emergency fund for storms, if taxpayers are going to expect their tax dollars be spent on that. Mayor Bingham said he will write a letter to the Governor and our CCR State Representatives asking for reimbursement of the 25%.
Mr. Rollett said he wants to be sure the state roads are cleaned up before the contractor leaves Torrington. In response to Mrs. Pesce's question, Mr. Rollett said this is his tenth FEMA event, and we've received our reimbursement at every event so far, except last spring. Mr. Scoville asked what the cleanup schedule is and Mr. Rollett replied that they might start tomorrow and four crews could complete the work in two weeks.
Mr. Bushka asked for a clarification of the dollar amount in the motion, and Mrs. Pesce suggested including the contractor's name in the motion as well.
Mr. Farley amended his motion as follows: to authorize an expenditure not to exceed $174,100 from contingency, for the collection, chipping, transportation, and disposal of green waste generated by a recent storm, approved by City Council on Nov. 22nd to Dom's Lawn Maker Inc. and Supreme Industries. Mrs. Pesce amended her second, and the motion was unanimously approved.
RESIGNATION: DAN FARLEY
Mayor Bingham read Mr. Farley's resignation letter to the Board. He thanked Mr. Farley for his service, having helped the Mayor with his experience, and not taking any issue lightly. Mayor Bingham said if every volunteer on every Board in the City were like Mr. Farley, our City would be flawless. He said Mr. Farley is a shining example of a wonderful volunteer, whose value to the City will be sorely missed.
ADJOURNMENT
On a motion by Mrs. Traub, seconded by Mr. Bushka, the Board voted unanimously to adjourn at 5:26 p.m.
ATTEST: JOSEPH L. QUARTIERO, CMC CITY CLERK |
Respectfully Submitted, Carol L.
Anderson, CCTC Asst. City Clerk |
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