CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT ~06279
Meeting Minutes
Town Office Building
December 27, 2012
Members Present: Members Absent:
John Patton Jim Poole
Tyler Millix
Jim Bulick
Kelly Trueb
Donna Latincsics, Business Manager
Christina Mailhos, First Selectman arrived at 7:17 P.M.
Allen Furphy
Melissa Welsh
Ken Schoppmann, BOF Chairman
Also Present:
Lynn Nicholls, Director of Public Works
Chairman Patton called the meeting to order at 7:00
Lynn Nicholls, Director of Public Works presented the Public Works’ CIP Requests consisting of the following: Equipment for Public Works the PW buildings, Town roads and the Transfer Station.
Replacement of Mower/holder: Ford tractor (which is strictly used for road side mowing) is older and is now hard to get parts for it. Lynn would like to replace with a used, smaller model, as it takes up two lanes while on the road. She would like to replace the current holder with a used newer model. We currently have numerous attachments that would still work on a newer, used model and one that has working air conditioning. She clarified that it is important to have AC while working in a glass box in the sun.
Backhoe replacement: Lynn stated that the backhoe is used in emergency situations (hurricanes, floods, snow, etc.) She would like a newer, heaver machine as the current apparatus is too small.
Sweeper: Last year, Lynn put in for a sweeper; she found she can replace the sweeper, used for around $85,000.
Renovations to Public Works Garage:
The Skylights in the roof are corrugated plastic. They leak and are brittle. They are not efficient. Lynn thinks by replacing the skylights, would save on fuel and electricity as much of the heating goes out of the current skylights. She would also like to add a window to the back of the building to let light in.
Salt shed – Lynn would like to apply for a STEAP grant to offset the costs.
Turnpike Road construction remains on Lynn’s list. First Selectman Mailhos stated that we will need to figure out how much money will be left from the STEAP grant, and we still do not know if we are going to be awarded any additional STEAP funding.
Bus lot on 320: Every time it rains, the lot gets about a foot and a half of water, and the bus drivers need to walk through it to get back and forth from their busses to the trailer and their vehicles. The current set up is a “beehive”, and it is not working properly; it gets plugged, thus flooding the lot. Lynn would like to dig it out and replace with a catch basin that separates the oil and water. She added that we receive rent from the bus company, which should help offset the costs. First Selectman Mailhos suggested amending the request, as the bus company has also requested to have the trailer replaced. They have discussed with the Board of Education. The bus company stated that if the trailer is not replaced, they will no longer pay the
rent. If that is the case, we would be short on revenue. Chairman Patton suggested that the rental contract should be re-negotiated with the BOE for the trailer replacement. Lynn clarified that the bus lot repairs will not include replacement of the trailer in her request. First Selectman Mailhos stated that the lease has recently been negotiated, and during the discussions, the trailer being replaced has been a big part of the re-negotiations. Discussion was held on the details of the drainage replacement project.
Michalec Road realignment: Lynn estimates the project to cost approximately $11,000 for the engineering. She would like to use the bonding money for this project, but not sure how to go about transferring that money. She stated that the road goes from asphalt to dirt and back to asphalt to dirt. There is currently a drainage issue on the road. Lynn noted that the road washed out completely in 2005. Tyler Millix asked if we received FEMA money from 2005. Lynn stated that we did get reimbursed, but it was for the wash-out of the road, not to improve the drainage; the drainage improvements would be to insure it does not wash out again. First Selectman Mailhos stated that it is also a major cut through to the campground in Stafford, which in turn has many RV’s travelling on that
road.
Village Hill Drainage Phase I and II: The project would run from Village Hill Bridge to Schofield Road. The Engineering has already been done. The work includes piping and fixing a problem near #176 that has been on the books for years. This is slated to be done in 2015-2016.
Polster Bridge: First Selectman Mailhos stated that we have been trying to get in contact with the State on pursuing grant money, however they are not being responsive. Lynn stated that the DEEP inspects the bridges on a yearly basis, and this bridge has been rated in poor condition with severe scouring underneath. Lynn added that if the new truck stop goes in on Polster Road, the bridge might not withstand the traffic, noting the weight limit. The project consists of digging back of the abutments and the engineering.
Battye Road drainage: Lynn stated the road is very narrow and needs a box culvert. The current piping under the road is beginning to deteriorate; it dates back to when Clover Springs was put in. Engineering is estimated at $5,000.
Kollar/Sharps Mill/Luchon: Lynn stated that a resident had requested for the BOS to improve the road. The road needs to be realigned. Engineering is slated to cost approximately $15,000. First Selectman Mailhos stated the Board of Selectmen met at the sight and is appears to be a dangerous situation. They have asked the Town Engineer to come up with a solution to improve and slow traffic.
Hockla Farms Road has been on the list for many years. A resident has complained that dirt from the road has been washing into his pond on his property. Lynn stated that the problem lies with a beaver dam, located on private property on Old Farms Road. The former home owner on Old Farms Road thought the dam was clogged, and dug it out; causing an excessive over flow through Old Farms Road, washing out the sand on Hockla Farms Road, into the resident’s pond. First Selectman Mailhos stated that Lynn has met with both of the homeowners on Hockla Farms and Old Farms Road. As a result, Public Works has added Hockla Farms Road as part of their spring clean up routine, and that is all we can do; other than installing a new, bigger pipe. The new home owner is aware of the situation
(with the beaver dam). Lynn clarified that installing a bigger pipe will only stop a portion of the road from being washed out but that will not stop that debris from going into the pond below. Lynn added that we will need to get approval from wetlands.
Trash compactor upgrade: We have had work done on the compactor, but it is beginning to rot out. Lynn stated that she has been told in the past; if it goes down, to rent one. She stated that we could rent a 40 yard dumpster, but we will need to figure in an additional pick up fee each week at $158.00 plus the weight of the dumpster. She is recommending that we purchase a new one at a cost of approximately $9,000.
Vice Chairman Bulick stated that the engineering costs seem sort of high. Lynn clarified that she would like to have most of the engineering done before the projects come to a head, rather than wait until the permits have been pulled. First Selectman Mailhos stated these requests are being put in under CIP, rather than out of the operating budget. BOF Chairman Schoppmann stated that we should only focus on the jobs that are being done in the near future, rather than five years out as it doesn’t seem realistic.
Tyler asked Lynn for a summary her top five projects. Lynn stated that her priorities are as follows: 1.) Turnpike Road, 2.) the Bus Lot project, 3.) Michalec Road, 4.) Village Hill, and 5.) Polster Road Bridge.
Melissa Welsh asked how the financing would work for the Michalec Road project. Donna stated that the money is sitting in a special revenue fund, waiting for eligible expenses to be drawn down on that account. Lynn stated that the money that was put in that account from bonds when the subdivision was put in. The bond money was specifically slated for road improvements.
Vice Chairman Bulick asked how Michalec Road got to be on the list? Lynn stated that the money is sitting in the account and the work should be done now that all of the houses have been built on that road. She reiterated that her top priorities are still Turnpike, Village Hill and Polster Road Bridge – especially if the new truck stop goes through.
Chairman Patton asked to review the equipment requests for next year. Lynn stated they are the Ford tractor, backhoe and sweeper. She would like to sell the old equipment, with the exception of the old back hoe, which would be left at the Transfer Station. The biggest issue we have with the current backhoe is the lifting capacity; it can’t handle “big nuggets” in the road from storms. She added that when it goes down the road, it goes its own way.
Tyler said we have had two weather anomalies, but we ended up managing OK with the equipment we have. Lynn stated that it would be helpful to have a new backhoe which could be used to clear out culverts and catch basins; something that needs to be done more than it has. Tyler also asked Lynn to check with Karl to see if he can really do all of the projected work in a year?
Vice Chairman Bulick asked for clarification on the holder/mower. Lynn stated that we have two separate pieces of equipment that are used constantly to mow the entire Town roadsides. We keep it cut down to avoid major brush cutting. This past year, we were able to cut most of the town twice during the summer. It works out nicely when every crew member has a piece of equipment to go around Town. She is seeking to replace the mower with a smaller one to get in other areas around town that the current mower cannot get to. Kelly asked if the equipment being replaced could go for resale. Lynn said yes.
Chairman Patton stated that there are a lot of projects listed on here for next year. He added that the costs will most likely change, especially with Turnpike Road; now seeing that we have STEAP funds. BOF Chairman Schoppmann asked how long do we have to spend the STEAP funds? He added that we are still going to spend the $185,000 or even more. He wants to see what is really going to happen next year. Lynn clarified that we didn’t know at the time we were going to get the additional STEAP funds. First Selectman Mailhos added that even when we got the first grant awarded, it wasn’t approved for a while; it took a long time to have the money appropriated.
Vice Chairman Bulick stated with the engineering costs, we are trying to figure out what we can fund. We might be able to fund more than we can manage and we might not be able to answer that right away. BOF Chairman Schoppmann stated that we are earmarking the Town Engineer for $65,000; expecting to double his work load. Chairman Patton clarified that it is not just the Town Engineer; it is additional work that other engineers (example, surveying) could do. BOF Chairman Schoppmann said it needs to be more realistic; beginning with if the Town Engineer is available to do it and how long it will take to get the permits.
Melissa Welsh asked how we go about choosing what gets put on the list. Chairman Patton said that he would like to go through the projects and consolidate them all and weed some out. He agreed with BOF Chairman Schoppmann, stating some things on here that do not seem realistic.
Vice Chairman Bulick stated that he saw an email from Donna which showed a conflict on the January 17th meeting date. Donna stated that there is a BOF Meeting that night. Discussion was held on a new date, being Wednesday, January 15th instead. All were in agreement.
Melissa Welsh asked Donna if she could provide the Commission with a list of the actual value of taxable property and reserve as well as an updated debt table, which was found to be helpful last year.
First Selectman Mailhos moved to adjourn the meeting at 8:47 P.M.
Vice Chairman Bulick seconded the motion.
All in favor.
Respectfully submitted
Robin Campbell
Recording Clerk
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