Town of Willington
Board of Selectmen
40 Old Farms Road
Willington, CT 06279
(860) 487-3100
(860) 487-3103 Fax
SPECIAL MEETING MINUTES
Monday, January 9, 2012
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Members Present: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~ Members Absent:
Christina Mailhos, First Selectman~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ John Patton - Chairman
Ken Schoppmann, Chairman Board of Finance~~~~~~~~~~~~~~~~~~~~~~~~ Jim Poole – Vice Chairman~~~~~~~~~~~~~~~~~~~~~~~~
Allen Furphy
Jim Bulick
Tyler Millix.~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Melissa Welsh~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~
Peter Latincsics
Donna Latincsics, Business Manager
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First Selectman Mailhos called the meeting to order at 6:30 P.M.
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The approval of minutes will be tabled until next meeting; as they have not been posted yet.~
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Chief Tom Snyder, Assistant Chief, Mike Makuch and Kelly Trueb of the Willington Hill Fire Department were present.~
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Business Manager, Donna Latincsics stated a total of five requests were submitted last week by the Willington Hill Fire Department. The projects with approximate cost and~ project rank are listed below:
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Fiscal year 12-13:~ Refurbish Rescue Truck 149 -~approximate cost: $60,000 (Listed as priority)
FY 13-14: Rust repair and equipment modernization on ET149- approximate cost: $80,000 (Needed)
FY 14-15: Replacement of antiquated emergency generator approximate cost:~ $50,000 (Priority)
FY15-16:~ Engineering and design work for replacement for Station 49- approximate cost: $200,000 (Needed)
FY 16-17: Construction of new fire station – approximate cost: $4 million (Needed)* other funding will also be sought by the Department to assist the funding.
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Assistant Chief Makuch opened the discussion stating that the Department took Rescue Truck 149 to East Hartford to have the condition of the truck evaluated to extend its life. The assessment came back today and states the lights should be upgraded to LED lighting for interior and emergency flash lighting, the alternator needs to be replaced. The Department also requests an addition of an awning to keep equipment dry during inclement weather and replacing the motorized steps on the side.~ They would also like to add a laptop to the apparatus, as it will become State compliant to report electronically.~ The laptop will house between Truck R149 and the Expedition.~~ Lastly, the evaluation suggests repairing rust and painting the cab is necessary to extend the life of the truck.~
First Selectman Mailhos asked how many calls this truck has gone to during its life.~ Mr. Makuch stated they have gone to 88 calls in 2011 and put 19,600 miles total on R149 since 1996.~ He then added that in 2008, this same request had been voted on and approved at Referendum for FY 09-10.~ When asked how much the original request was, Mr. Makuch stated the original request was higher, because ET249 and the forestry truck were also in the request to be refurbished. (A side note: Willington Hill F.D. was awarded a new fire truck to replace ET 249 in 2011).~ First Selectman Mailhos asked if the awning was also in the original plan.~~ Mr. Makuch said it was not originally on the plan; however the awnings are becoming more popular.~ The cost is only about $3,000; and it is only for one side of the truck.~ It will also
be helpful to have when filling air packs in inclement weather. First Selectman Mailhos stated that she isn’t sure how often that they will have inclement weather where the awning will come in handy.~~
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Peter Latincsics asked if they have to prioritize for next year, what they would pick to be the most important from this list.~ Mr. Makuch answered the refurbishing of this truck right now; for the Department to get another 10 to 15 years out of it.~ If the plan is approved for next fiscal year, the Department may evaluate the equipment on that truck that will need to be replaced and use the funding for that instead of upgrading the LED lighting.
To get a sense of what all of the trucks do, First Selectman Mailhos asked for three examples of when this truck is used? Mr. Makuch stated Truck R-149 can go to house calls, but does not go to as many because the Expedition goes instead.~ It goes to car accidents and he said it is packed with tools.~~ First Selectman Mailhos asked how Truck R-149 is different than Willington Fire Department #1’s Rescue Truck.~ Stuart Cobb, from Willington Fire Department #1 stated theirs is approximately the same, but they have a water tank on their apparatus.~ Chairman Schoppmann asked how often both Departments respond to the same calls.~ Mr. Makuch said quite often they both go. There have been quite a few car accidents that have needed two hydraulic rescue tools which are on both Departments trucks.~ Chairman Schoppmann
said it seems like we have quite an inventory of trucks.~
First Selectman Mailhos asked if Truck R-149 was used in the October storm (Alfred)?~ Chief Snyder said no, the Department used the forestry truck due to the downed wires and trees; they stayed inside to observe road conditions.~ Kelly Trueb added the Forestry truck was used mostly in the October storm because of the roll cage for safety purposes.~
Peter Latincsics asked Chief Snyder if the Willington Hill personnel discusses their plans of purchasing or refurbishing apparatus with Willington Fire Department #1 to share resources; or is it separate?~ Mr. Makuch said they look at what they need.~ The communication with the two departments comes and goes in waves.~~ When the truck was purchased last year,~there was a lengthy discussion between the two Departments as it was known that the Town would not be able to purchase two trucks, so an agreement was made; Willington Hill got the new truck last year and Willington #1 will get the new truck a few years out.~~ In the event where a refurbish is being made, it is really not necessary to discuss with the other Department.~ Chief Snyder added that they are pretty familiar with what Willington #1 has on their trucks, so
they take that into consideration when looking into purchasing a truck.
Jim Bulick asked if they get any income from calls?~ Mr. Makuch said no; there have been efforts to bill, but it is hard to be successful, unless it is a commercial vehicle accident.~ The ambulance however is paid for by insurance as a state mandate.~~
First Selectman Mailhos asked what the Engine Tanks do?~ Mr. Makuch said it is considered as a classic Fire Truck geared for fires. It has hoses~and a water pump to push water out and pull water in.~
Discussion was held on how many trucks are at Willington Hill Fire Department. They have six trucks; two engine tanks, a tanker truck, a rescue truck a forestry truck and the Expedition. Mr. Makuch added that the forestry truck was paid for with grant funds. Between the two departments they have received over $400,000 in grants since 2002. First Selectman Mailhos added that is good, but if it is purchasing trucks that we now have to maintain that do not go to all calls, it is not ideal. Chairman Schoppmann said they keep referencing the truck “that is going to be replaced” and asked for clarification from Mr. Makuch. He stated it is the new ET249 which was purchased in April of last year~is an all purpose fire truck, however it is not in service yet because the equipment has not been switched over
yet. Once in service, old ET249 will be transferred to the Willington South Station.~ There currently is no vehicle in the South Station. Chief Snyder added that they should have the new truck in service within a week. There was a compatibility issue with the install of the radio system from the dealer. First Selectman Mailhos asked if the trucks are compatible.~ Mr. Makuch said yes, they are all universal.~
Alan Furphy asked Willington #1 for a list of their apparatus.~ Stuart Cobb stated they have an ambulance that has 90,000 miles on it;~Engine Tank (ET113) with 56,000 miles; a Squad Truck with 23,000 miles; a Ladder Truck has 60,000 and a pick up truck with over 100,000 miles on it. ~
First Selectman Mailhos said this is one of the reasons for starting the Emergency Services Efficiency Committee.~ After looking at the expenditures of maintaining and replacing all these trucks, it will be costly to maintain in the near future and going out several years..~ She is interested to see if it is necessary to keep that many trucks for a Town our size of 6,200 people.~~Assistant Chief Makuch said it doesn’t matter how big the Town is, it matters what we need to protect.
Peter Latincsics expressed concern that there is a brand new fire truck sitting at Willington Hill Fire Department and it is not utilized all of the time. For example, if there is a fire in the middle of the day, Willington Hill Fire Department Members are at their normal day jobs, and the truck will sit, where Willington Fire Department has paid staff, and will be able to go to the call. Mr. Latincsics asked if there is a way the resources can be shared between the two Departments. Assistant Chief Makuch stated that there is a mutual agreement between both departments that they are able to use each other’s equipment. Chief Millix stated it strategically does not make sense – especially if there is a fire on the north end of Town.
Chairman Schoppmann moved to keep the project up for discussion up through this primary and into the secondary to refurbish Rescue 149 at $61,000 for the 2012-2013 year.
Peter Latincsics seconded the motion.
Vote: 5 Yes (Schoppmann, Latincsics, Welsh, Furphy & Bulick) 1 No (Mailhos) 1 Abstain (Millix)
- Review of Board of Selectmen requests
The Board of Selectmen added an additional 2-Phase project to the CIP request:
FY13-14 Needs analysis to determine the Town Office space needs and renovation design – Approximate cost : $20,000 (listed as a Need)
FY 14-15 Design and Construction for short and long term needs – Approximate cots: $50,000 (Needed)
First Selectman Mailhos stated that a space committee was formed years ago (when the Senior Center was moved to it’s current location) to figure out the best option for the open space. There were differences of opinion, and the project dropped. The room is currently vacant and only used during Referendum and voting. Chairman Schoppmann expressed concern about spending $40,000 for engineering and consulting for a $50,000 project. He then asked if there is something causing the need to use this space? First Selectman Mailhos said Planning and Zoning should be moved on the same floor as the other departments to improve communication and service to the public. It will also save people from having to use the stairs. She would also like to have the Recreation Commission
closer to Youth and Family Services, as they work closely together. Another issue is with holding programs. For example, Youth and Family Services holds programs during the day at the library, but could easily hold them here instead. The problem with holding the program in the Senior Center is the noise level, which interrupts the Land Use Department directly below. Chairman Schoppmann suggested that a company who designs cubicles would come in and draw up plans for free. First Selectman Mailhos thinks the layout of this building can be improved. Chairman Schoppmann said it is not going to hit this year’s plan, so he suggested the resources of the Employees, and re-think the project costs.
- Preliminary Action on Year 1
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Donna Latincsics went down the list for approved project and looked at ways to fund the projects using the total amount of $416,000 in the operating budget which is $38,000 more than last year.~ This does not include the newly added Willington Hill Fire Department requests.~
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The Debt Table was discussed. It shows the break down of last years spending out of the general fund as well as leases and debt payments. It shows an increase for added spending for this year.~ ~Peter Latincsics says it is almost like an inflation adjustment. He asked Donna to start it at where we were last year instead of the added increase.~ Donna said she thought she heard people telling her that they wanted to spend more money on capital.~ Chairman Schoppmann said~the percentage increase is relevant to the cut backs.~ This spending is still over $150,000 of what it was 5 years ago.~ The capital reserve fund used to get 150,000 every year.~ It only has 300,000 or 400,000 in it and we are using it to fund all of the projects, thus spending it down. Now we have no money to spend on new capitol projects.~ ~We have
to look at it.~ Going to zero isn’t necessarily a bad thing; it just means we won’t have to tax people to pay for these things.~Mr. Latincsics said he feels that we need to pay the large chunks of funding (Library and trucks) off before taking on new obligations.
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Chairman Schoppmann said at one point in time the Town spent $600,000 towards Capitol projects; including lease and bond payments; we have cut it back to 377,000 last year.~ The thought has to be what is it costing us (infrastructure in Town and assets) to not fund the things (Roads, Culverts, bridges) that used to get funding.~ If we agree that certain projects are a priority and need to be done, then we need to figure out how to fund it. We also need to take into consideration that things can be leased; instead of paying outright.~ We also need a long term plan and figure how critical the requests are.~ It may be helpful to meet long term and look at the projects first hand.
First Selectman Mailhos recapped the things that will be covered by local funds according to the draft:
Station 13 Mortgage: $10,000
Bond for the Library: $235,000
Public Works Lease Payment: $41,000
2011 Public Works Dump Truck: $24,000
Transfer to General Reserve Fund: $75,000
Computer purchases: $10,000
Paint/Carpet for classrooms: $10,000
Salt shed: $10,000
Total equaling $416,000
Off budget covered by other funds (*some purchases are covered by Emergency Services Fund)
2006 Ambulance payment: $27,000*
2011 WHFD ET 249: $72,000*
2013 replacement Truck WFD #1: $72,000*
Transfer to ambulance grant (payroll) $28,000*
Center School parking lot: ~~~~~~~~ $70,000 (out of reserve fund)
Replacement of ET213: ~~~~~~~ $525,000 (only to show the 8 year lease of the truck)
Revaluation: ~~~~~~~~~~~ ~$30,000 (reserve fund)
Cemetery Road Extension: $16,000 (reserve fund)
Fuel Management system: ~~~~ $14,000 (reserve fund)
Salt shed~~~~~~~ $10,000 (930 capital expenditures)
Donna said she reduced the computer purchase from $15,000 to $10,000 in fear that there is not enough money. Chairman Schoppmann said we haven’t decided what we are going to spend yet. He also noted that the backhoe was voted on at the last meeting, but sees that Donna pushed it out a year. Donna confirmed and said she pushed it out to reflect a lease; and moved some of the items that have been voted on to out years, so the budget equals $416,000. Mr. Latincsics asked if the $416,000 that represents local funding will come from tax payer generated funds. Chairman Schoppmann said it will reflect an increase to the Selectmen’s budget; anything else will be funded from another source. These things will also reflect the mil rate if they are approved.
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Chairman Schoppmann said it concerns him that he keeps hearing about the infrastructure and the roads, but sees no money being spent to maintain or fix them. We are buying trucks and backhoes; but he has heard the roads are crumbling, but we are not providing for that. He then asked if a backhoe, a dump truck or a plow are a priority over the roads. ~Years ago, a survey was done on all of the roads for GASB and Lynn found 60 projects that needed to be done.~ No one has even kept track of what has been done, or needs to be done. He added that this committee should look into these issues and find a way to tackle the issues. He added that he is concerned about how we are prioritizing money. We rely on State grants and LOCIP money to fix the roads rather than paying for it with local tax money. Peter Latincsics said we
are a short term committee that looks at a short term list.~ Chief Millix said it might be a good idea to meet throughout the year. First Selectman Mailhos added that we did not get the STEAP grant that we recently applied for.~ Some of our neighboring Towns were fortunate to receive funding.~ Melissa Welsh agreed with Chairman Schoppmann we have to maintain the infrastructure; it would be great to get the list to prioritize it; meet throughout the year and be better prepared for next budget season.
Discussion was held on bridges around Town that need to be repaired.~ Chairman Schoppmann said they have not seen any bridges on the CIP list.~~ Melissa Welsh said they are in our Town, and it is our responsibility to fix them, not rely on State grants.~ First Selectman Mailhos agreed and noted Chairman Patton’s statement at an earlier meeting saying if we aren’t willing to fund the projects ourselves, they shouldn’t be on here.
Peter Latincsics suggested having the Committee meet with the Town Engineer to discuss the priority of what roads need to be fixed. The State assesses our bridges. ~Chairman Schoppmann said we do not have any other revenue sources in town other than raising the mil rate.~ He added that we have to have a better plan and the numbers need to get more accurate when planning these things.~ Jim Bulick added that he feels like paint technology is not something that should be on a CIP plan; it should be considered maintenance and therefore, included in the operating budget.~
Chairman Schoppmann suggested taking the information under advisement until the next meeting we will then figure out how to finance the items that make the list. ~
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No one was present to speak.
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~The meeting was adjourned at 8:50 P.M.
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Respectfully Submitted,
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Robin Campbell
Administrative Assistant
Board of Selectmen
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