CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT ~06279
Meeting Minutes
Town Office Building
January 3, 2013
Members Present: Members Absent:
Allen Furphy Jim Poole
Melissa Welsh Chairman John Patton
Jim Bulick Tyler Millix
Kelly Trueb
Donna Latincsics, Business Manager
Christina Mailhos, First Selectman
Ken Schoppmann, BOF Chairman – arrived at 7:06 P.M.
Also Present:
Residents
Vice Chairman Bulick called the meeting to order at 7:01 P.M.
- Approval of Minutes 12/27/2012
First Selectman Mailhos moved to approve the minutes of December 27, 2012 with the following amendments per the request of Melissa Welsh:
Last page; last paragraph should now read:
Melissa Welsh asked Donna if she could provide the Committee with a list of the assessed value of taxable property and emergency services reserve fund as well as an updated debt table, which was found to be helpful last year.
Vice Chairman Bulick noted the following amendment:
Second page, third paragraph; first sentence should now read: Michalec Road realignment – Engineering: Lynn estimates the project to cost approximately $11,000 for the engineering and an additional $82,500 for future construction.
Allen Furphy seconded the motion.
All in favor.
The minutes of December 18, 2012 will be tabled until next meeting.
- Review CIP requests from the following:
Conservation Commission
Peter Andersen, Chairman of the Conservation Commission presented their request with the attached letter of justification. He reminded CIP members of the charge of the Conservation Commission: to increase the amount of open space in Town and protect it from development in accordance with the Plan of Conservation and Development.
Chairman Andersen referenced the recent Knowlton Property purchase which was generously funded by a portion of money in the Reserve Fund as well as a matching Grant. He noted that the Conservation Commission has received over $400,000 worth of grant money in the past, with the generosity of matching funds from the Town. Lastly, he added that it would be nice to have some money set aside in the event a desirable space becomes available, referencing a piece of 40 acre farm land that might become available. The hope would be to preserve it as it sits – a barn on an open field, rather than have a developer purchase it and build a bunch of houses on the property.
The request for FY 2013-2014 is for $50,000; which will support funding of Open Space and preliminary expenses such as legal fees and appraisals; should desirable open space parcels become available for purchase or other forms of preservation. They are also requesting $100,000 each fiscal year, between 2014 and 2018.
First Selectman Mailhos asked what the current percentage of open space is in Town. Chairman Andersen stated it is currently 9%, with an expressed goal of 15 to 24%in the POCD (Plan of Conservation and Development). Kelly Trueb asked if the Conservation Commission is aware of any other land in Town that is available for purchase. Chairman Andersen said not at this time and clarified that they are not certain what the status is of the farm land he referenced. It would be nice to preserve any farm land that might become available and keep the rural character of the Town.
Peter Latincsics asked Chairman Andersen if the Conservation Commission supports any efforts for the farms to remain operational – such as tax abetments or financial incentives on a local level, so the Town wouldn’t have to purchase it. Lastly, Mr. Latincsics stated that neighboring towns have changed their taxation ordinance on barns, which are no longer taxed as property.
Parks and Recreation
Joe Colangelo, Chairman of Willington Parks and Recreation presented the request of $15,570 for FY 2013-2014. The Commission is seeking to complete the irrigation system at River Road Athletic Complex. The well and lines have been put in. The project will consist of removing of a man-hole, excavation, stone lining and an addition of a shed with a weatherized expansion tank. The Commission is hopeful to have irrigation for the baseball field as well as the soccer field and lastly spouts near the pavilion so it can be hosed off. Chairman Colangelo clarified that the water would not be for drinking, just for irrigation and maintenance of the pavilion. The well is ready and yields enough water for what they are requesting. The Commission is at a stand-still because they have run out of
money from the 2008 STEAP grant.
The hope would be that Little League and Soccer might be able to use the shed to generate revenue from snack sale in the future. Alan Ference added that the Commission has bigger ideas for down the road, such as a food booth and restrooms, but they know that won’t be for a while.
Chairman Colangelo added that there has been a lot of activity down there. Peter Latincsics asked if the Parks and Recreation existing budget will cover the expenses of the well. Chairman Colangelo stated it would be the same type of well you would have in the basement of your home. He said it shouldn’t generate any extra expenses, at least in the near future. He added that Parks and Recreation Commission does not have a fund in their budget for maintenance . First Selectman Mailhos stated that the Town has a maintenance line item; and we use that to take care of miscellaneous repairs as they are needed across departments.
Mr. Latincsics strongly suggests that the CIP Committee take into consideration that the operational budgets should reflect the increases in the budgets for maintenance as expansions are made. Board of Finance Chairman Ken Schoppmann stated that if this is something the Townspeople want, then we have to prepare for it. He added that this specific request would be a very low maintenance addition at this point – or perhaps we should just not do it at all.
The future requests are for $14,000 FY 14-15; $8,000 for FY 15-16; $195,000 for FY 16-17 and $80,000 for FY 17-18.
Board of Education
Superintendent Harding presented the Board of Education requests. He added that the requests are around $100,000, but some of the projects might be impacted by the Siemens Energy audit findings and possible performance contracting project. If they find a conflict, he stated he will adjust accordingly.
The first request is to replace the double doors on the side of Center School and replace a door outside the library. The doors have begun to separate from the frame and do not shut properly. Cost is approximately $12,000.
The sidewalk and steps in the back of Center School is in need of re-paving. The concrete is cracked and crumbling. Approximate cost: $8,000.
The ventilation system in the HMS gymnasium is in need of replacement. The system is over 30 years old and is beginning to fail. The motor has been replaced, but other parts are malfunctioning. It is also not energy efficient. Superintendent Harding stated that this item might fall under the Performance Contracting project, and will adjust the request, if it is eligible under the audit.
One of the 6th grade classrooms, which is an interior room with no windows is in need of a replacement air conditioner. The system is 21 years old. The comperessor is weak and very inefficient. – cost $5,600.
Replacement of mulch and play ground equipment at HMS – the mulch is rotted and should be removed. The wooden parts of the playscape are also in need of replacement. They are only looking to replace the wooden areas on the playscape. The cost of the mulch is $5,000 and the playground equipment is $35,000.
Replacement of windows in the science wing and the music room at HMS. The windows are 33 years old. The gas has leaked out between the seal. Superintendent Harding stated that he checked on replacing the seals, but it is almost as much money as to replace the entire windows because of the labor involved with vacuuming them out and re-sealing. Superintendent Harding added that these windows might also fall under the Performance Contracting project.
Superintendent Harding stated that this is the first year that the BOE has not included technology or paint and carpeting in the CIP requests this year. The $15,000 technology line item will be added into the BOE operating budget and the carpeting/paint will not be considered this year.
First Selectman Mailhos asked Superintendent Harding if he knows of anything coming up in the out years. Superintendent Harding stated that it is hard to predict, and there are always surprises. He added that we maintain what we can.
Melissa Welsh asked if the interior air conditioners will be part of the energy audit study? Superintendent Harding said he is not sure and he is waiting for the report to come out.
Peter Latincsics asked if we have the results from the energy audit/study? First Selectman Mailhos stated that Siemens has finished the audit, but are waiting to present it to the Town in an open meeting. We have not set a date for this yet.
Mr. Latincsics then asked Superintendent Harding if he has a schedule for the two school buildings. He added that he has never seen a report with that information. Superintendent Harding stated that he does have an itemized spreadsheet. He added that they maintain the things and try to get the most life out of them. The Town has been very good to replace or fix the things that have broken. He added that the BOE has never come back to the Town for anything since he has been here.
Mr. Latincsics stated that he would like to see those items (like replacement boilers, roof, etc.) in there, so when it comes time to vote, he might not vote on replacing the sidewalks. Superintendent Harding said it is difficult to tell with these things. the laptops are maintained and we have been able to double their lives We push the envelope and we have been successful at it and that is why our budgets have been what they have been. He also gave an example that last year they invested $4,000 in the roof, and we were able to get another five years out of it.
Vice Chairman Bulick stated that long term visibility would be helpful to have, so there are no surprises. Superintendent Harding stated he will present something side by side with the energy efficiency report, to give a better understanding of the out year projections. He added that many of the life expectancies have been exceeded on the roof, boiler, etc.
Discussion was then held on the bus lot and the bus company would like to replace the trailer that is up there. Superintendent Harding stated that it needs to be resolved so he can re-negotiate the lease. First Selectman Mailhos stated that they tried to negotiate with her. They were going to purchase one for $10,000 and take it out of the rent for a number of months. First Selectman Mailhos stated that she could not authorize that – the Town is counting on that revenue. Melissa Welsh clarified that the Public Works request was only for the drainage, not a trailer. Superintendent Harding stated that he was aware of that, but was not sure how to approach it. BOF Chairman Schoppmann asked if it was going to jepordize the negotiations if we don’t replace it?
Superintendent Harding stated that he thinks they might increase the runs, but is not sure. He then added that he would like to have a fixed price for budget season, as the contract expires June 30, 2013. BOF Chairman Schoppmann stated that he should go on the assumption that the problem with the trailer will be resolved and should work with the fixed price. We have many options to remedy the problem. First Selectman Mailhos suggested going to Board of Finance with the request.
Kelly Trueb stated that it would make sense to keep them happy, especially if the BOE is happy with them.
Town Office Building
First Selectman Mailhos presented the requests for the Town Office building.
Generator at Town Offices - First Selectman Mailhos stated that during Storm Alfred, the TOB was out of power for several days. As a result the town office functions had to be relocated to Hall School. The computers and printers had to be relocated to a classroom at Hall School and the Tax Collector and Finance office (as well as other departments) worked out of the classroom for a good part of the week. In addition, the election was scheduled to happen shortly thereafter, but without power, we would have had to relocate the registrars and voting as well. Luckily, that did not happen, and the TOB got power shortly before the election. Lastly, many phone calls went un
answered, because no one was in the building to answer them.
Whenever a storm happens, Town Officials scramble to find the best location to open up the Emergency Operations Center. It has been found that there is no ‘perfect” place, as the phones have been known to go down at WHFD, the cell phones and wireless does not work 100% at WFD#1. First Selectman Mailhos stated that her first choice to add generator service would be to the Town Offices, that way Town operations would be able to continue and we could open up the lower level as a heating/cooling center for the public. First Selectman Mailhos added that after thinking further, she felt it might be better to request a portable generator (like a trailer generator on wheels) that would be able to transport between the Town offices, public Works, the Transfer Station or even the
Library. We cannot control which buildings lose power and none of these have a generator. She is requesting to amend the request to reflect a portable generator with the correct cost associated with it.
Melissa Welsh asked First Selectman Mailhos if the Town has a disaster recovery plan? First Selectman Mailhos answered yes, but the situation is always different. We have been able to figure out certain things work better, after having gone through it a few times. She added it would be nice to have more options.
Peter Latincsics suggested that a permemant generator might be the best thing, as you might find a portable generator would not be powerful enough to power up the entire Town Office Building. You would be better off with a hard wired generator. Kelly Trueb clarified and stated that we are not talking about a job site generator; it would be on a trailer, and would be quite large – large enough to power up the entire building.
Basement Storage at Town Office Building: First Selectman Mailhos stated that there is an area in the basement that is currently storing Planning & Zoning files. The room has a dirt floor, and there is a lot of moisture in there. These files used to be housed in a storage unit on Route 32, but because of budget cuts, they were removed from there several years ago and relocated to where they are now. The files in this area are beginning to deteriorate after many years of sitting in moisture. First Selectman Mailhos stated she would like to have a concrete floor and walls poured and add lights as well as a dehumidifier, which would make a better environment for the files. The room would be approximately 30 x 30 at a cost of $30,000.
Melissa Welsh asked if we considered scanning the files? First Selectman Mailhos stated that we have considered it, but there are many files back there, it would be very time consuming and they are very behind. She added that the Zoning office is scanning the newer files. There are retention laws to follow as well.
Peter Latincsics asked if the files could be moved up in the old Senior Center? He added it would be cheaper to make partitions than to pour concrete. First Selectman Mailhos stated that she feels there is be a better use of that space, rather than to hold files.
Old Town Hall Renovations – A structural assessment has been preformed on the Old Town Hall. There are several things that need to be addressed within the next year, as well as into the future. We were awarded a STEAP grant, for $100,000 to spend on the urgent repairs to the building, but that will only cover a portion of the urgent repairs. The Town Engineer is working with the architect and will be going out to bid soon on the urgent projects. First Selectman Mailhos added that we also have money sitting in a Program Income fund. The PI fund is from State grants for housing rehabs in Willington which have been paid back. The housing rehabs were available to lower income house owners, who were in need of repairs to their houses and could not afford
otherwise to make the repairs to their homes. In many cases, the loans are paid off, once the houses are sold. In other cases, the loans are paid off by the home owners. The money is then put back in the PI fund and is available for the Town’s use for ADA compliant projects. There are two projects that fall under ADA compliance for the Old Town Hall; the ramp on the side of the building and creating handicapped accessible bathrooms. First Selectman Mailhos stated that between the STEAP grant and the PI account the CIP request might not be as much as she originally requested, but will keep the CIP Committee in the loop as the renovations occur.
Peter Latincsics asked if we would be able to vote at the Old Town Hall once the renovations have been completed. First Selectman Mailhos stated that she would like to see that, but the Registrars have other issues to work out (other than the ADA compliance).
Melissa Welsh asked if a committee could be created to raise donations for the building? She gave an example of a historical building in Coventry, that has a thermometer on the town green advertizing the amount that has been raised. First Selectman Mailhos said if we had to, she would consider it. BOF Chairman Schoppmann stated we would need to find someone to spear head that, and who is going to come forward to do that? Kelly Trueb added that our Historical Society is very busy with the Tavern project.
Town Office Building Space Study –This would be a study to assess the condition of the Town Office Building and consider how to best use the space. First Selectman Mailhos stated that she believes it would be ideal to have all of the public entities on the upper level, which would be friendlier to the public. We have the space up there to do it. She added that it would also open the communication between all of the departments. She said if everyone was upstairs, we would then re-vamp the lower level.
BOF Chairman Schoppmann asked what is more important – this building study or pouring the concrete floor for the storage? If we move everyone upstairs, then you could move the files into an empty office.
First Selectman Mailhos stated when the seniors moved to the new senior center, there have been many discussions on how to best use that empty space. BOF Chairman Schoppmann asked First Selectman Mailhos how she came up with the $20,000 figure. First Selectman Mailhos stated that we went out to bid for the Old Town Hall study, and the bids came back between $15,000 and $25,000 – she based it off of that.
First Selectman Mailhos said our WYFSS office should remain in the lower level, because she needs to maintain an office with confidentiality. The Finance office could remain on the lower level as well, as they do not deal with the public, like the other departments do. The other thought would be to move the Parks and Recreation Department down stairs also. They would be able to use the lower level meeting room for some of their programs.
BOF Chairman Schoppmann told First Selectman Mailhos it sounds like you already have it mapped out, why do we need to spend $20,000 to pay a consultant to tell us what to do. First Selectman Mailhos clarified that she isn’t sure the floor is structurally sound, to maintain the office furniture and people. She added that last year, she had put the request in late, and was told to wait until this year to submit the request.
Melissa Welsh asked why this project is so urgent? First Selectman Mailhos stated this year is as good as any to do it. She added she is not comfortable with having the departments on two floors and she would like to have someone look at the building to give us an idea on the shape of the bulding.
Peter Latincsics asked First Selectman Mailhos if she had a list of building needs similar of what he had asked Superintendent Harding for. He added that he would be opposed to a space study because we are not sure of what the urgent needs are and asked if she had such a list. First Selectman Mailhos replied no and this study would help inform such a list. Kelly Trueb reminded Mr. Latincsics and the Committee that Superintendent Harding has staff that can assess the BOE buildings, and last year, First Selectman Mailhos was denied her request to hire someone to assess the Town office Building. Mr. Latincsics then suggested First Selectman Mailhos contact contractors to assess the building and see if they find anything that has needs for free. First Selectman Mailhos
stated that she doesn’t believe a contractor would give us a free assessment.
Kelly Trueb asked if our Building Inspector would be up for the job. Robin Campbell stated that he is only here 12 hours per week, and most likely would not be able to fit it in his schedule, as he is already overbooked.
Peter Latincsics asked if we could use the Town Engineer to either perform the assessment, or perhaps coordinate with contractors? First Selelctman Mailhos stated that she doesn’t want to have to pay the Town Engineer to have to be here to interface with contractors who may not even show up.
Town Energy Savings Investment – A large scale energy conservation consulting audit has been done on 7 of the Town Buldings. The price for the detailed audit is $10,000 if the Town decides not to move forward with the performance contracting recommendations by Siemens. Siemens was going to present their findings on December 21, however a conflict arose, and we are waiting to reschedule the presentation. First Selectman mailhos stated she believes it is unlikely we will not do something with the audit, but this request is in the event we decide not to go forward. If we do not, the $10,000 will cover the cost of the detailed audit.
Discussion was held on the how the performance contracting works. First Selectman Mailhos stated that the new equipment (such as boilers, windows, etc.) will end up saving the Town money. The Town will remain paying the same costs as we have, and the savings will pay for the equipment upgrades.
Peter Latincsics asked if Siemens has the data, and when will it be ready to view? He stated that he emails Ed Taiman regularly to see if the results have been released. Robin Campbell stated that the results have not been released, because Siemens would like to present it live at a public hearing. She will contact them this week with a date for the public hearing.
Melissa Welsh asked if any of the upgrades will be paid for out of CIP? First Selectman Mailhos stated that it is unknown until the recommendations are received. She added that we wouldn’t have to cut a check to pay for the upgrades, it is the savings that will pay for it and the budget items will remain the same.
First Selectman Mailhos reassured everyone that members of BOF, EAC, BOE, and other members will be notified when the public hearing will be held with the findings of the audit.
Technology purchases – First Selectman Mailhos stated that the BOE has removed technology upgrades from CIP – they are going to take it out of their operating budget, however the Town Office Staff is not able to do that. Vice Chairman Bulick stated that it does not need to be removed as of right now. BOF Chairman Shoppmann stated that she can use Capital line item 930 for technology upgrades. He added that there never used to be a firm plan, and it seems cut and dry. First Selectman Mailhos said the individual departments are also not able to purchase computer equipment. BOF Chairman Schoppmann asked if any of the departments are impaired by their computers? Robin Campbell gave an example of the STEAP documentation that came in over the summer.
Everything was electronic, and she was not able to open 5 of the 7 documents that came in to authorize the grant. The computers that are requesting to replace are; Assessors, Finance, Selectmen’s and Planning and Zoning offices; they were purchased in 2005 and 2006.
First Selectman Mailhos gave an update on the TOB roof request. It is almost ready to go out for bid and should happen this year.
BOF Chairman Schoppmann suggested to have both Fire Departments come to the same meeting to discuss their requests rather than split them into two meetings. That way we can all have a relevant discussion and questions can be answered in a more productive manner.
Next meeting will be on January 8, 2013 with discussion on the Senior Center Van; Willington Hill F.D. and Willington F.D.#1.
Melissa Welsh moved to adjourn the meeting at 9:23 P.M.
Peter Latincsics stated that he read that Public Works had requested to invest in another piece of mowing equipment in the last set of minutes. He stated that he recollects the Public Works Director was going to look into outsourcing of the mowing versus doing it in house, spending large amounts of money of equipment that always seems to be down. Various members replied that Lynn was going to research the outsourcing of the sweeping, rather than mowing. First Selectman Mailhos and Melissa Welsh agreed, and clarified that the request was to research the outsourcing of sweeping last year. Mr. Latincsics then asked if Lynn could do the research for the mowing for this year. Kelly Trueb added that it might be difficult for Lynn to do, because it is on an as needed basis, and it all depends on the growing
season.
Kelly Trueb seconded the motion.
All in favor.
Respectfully submitted
Robin Campbell
Recording Clerk
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