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CIP Minutes 01/10/2013
CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT ~06279
Meeting Minutes
Town Office Building
January 10, 2013

Members Present:                                        Members Absent:
Allen Furphy                                            Jim Poole
Melissa Welsh                                           Tyler Millix
Vice Chairman, Jim Bulick                                               
Kelly Trueb                                     
Chairman John Patton
Donna Latincsics, Business Manager
Ken Schoppmann, BOF Chairman

Also Present:
Residents

Chairman Patton called the meeting to order at 7:18 P.M.

Approval of the January 8, 2013 meeting minutes has been tabled.

Chairman Patton suggested discussing the funding sources first, as he was in the process of downloading the spreadsheet on his computer.

Discussion of funding sources and capabilities

Donna presented a spreadsheet consisting of the funding:
As of July 1, 2012 the available in the LOCIP funds shows $25,732 but is really $55,000 with $30,000 encumbered for the storm water project at Public Works.  In March we will expect to receive another $60,000.

The Reserve Fund shows $251,833 with $40,000 earmarked for the roof replacement on the Town Offices.  The Center School Parking Lot ($58,458); Reval ($100,000) and Cemetery Road Extension ($16,000) have been deducted from this number.  A transfer of $96,000 plus $100 interest will bring the account to $173,936.  Turnpike Road IIA has been removed because of the anticipated STEAP funding.   LOCIP funding is expected in March and Donna warned that you cannot schedule any projects associated with the LOCIP funds until we get the award letter from the State.

The Emergency Equipment (fund 17) is currently at $225,751 with lease payments earmarked of $128,727 and recover receipts of $140,000 and interest of $1,000 equaling a balance of $238,024 with a profit and loss two sessions ago.  Melissa Welsh stated that discussions were held last year about the changes in Medicare and Medicaid – which were going to affect this fund.  Donna stated that she has not gotten any information on that.  First Selectman Mailhos added that it was mentioned in the WFD#1 budget submittal, however it stated that it is too soon to tell right now and it should not be too large of a number right now.  Vice Chairman Bulick asked Donna to look at the interest in this fund, as it might not be accurate.  Donna stated she would true it up.

Review of CIP Requests

Chariman Patton summarized the amounts of all the FY 13-14 requests added together.   Everything equals to be $1.2 million to fund all the projects received for FY 13-14.  For FY 14-15 is approximately $2 million

He asked Vice Chairman Bulick to review the list of requests.

The following will remain on the list – (also note changes that some items may be pushed out)

  • Center School Replacement of doors - $12,000 the Commission voted unanimously to keep it on the plan during the first process.  
  • Center School sidewalk and slab repair - $8,000 the Commission voted unanimously to keep it on.
  • Hall School Ventilation system - $30,000 - Melissa Welsh stated this might fall under the Energy Audit.  She proposed perhaps moving this request out in the event that it does not get funded under the audit.  First Selectman Mailhos agreed and stated that this is the first the Committee is hearing of this request; and is thinking it can be pushed out a year.   
All were in favor of moving this request out to FY2014-2015.  BOF Chairman, Schoppmann voted no.

  • Hall School Air Conditioner - $5,600 – All were in favor of moving this item out to next year.
  • Playground equipment - $35,000 – BOF Chairman Schoppmann stated that one of the comments that Superintendent Harding said was that the playground equipment is in need of replacement.  He then suggested moving it out rather than removing it from the list.  First Selectman Mailhos stated taking it down is different from replacing it.  Kelly Trueb asked how many of the students use the playground.  First Selectman Mailhos clarified that the fourth and fifth graders get recess and do use it.  Kelly Trueb added that there is another playscape on the premesis, so even if it were to be removed, they would still have something to play on. The committee voted All in favor  to push this item out.
  • Hall School windows - $3,200 – the Committee would like to push it out a year to see if it falls under the upcoming energy audit.  All were in favor.
Robin Campbell notified everyone that the Siemens Energy Audit will be held on Wednesday, January 30, 2013 at 6:30 in the Library.  

  • WHFD replace 5” hose – Kelly Trueb wanted to know if this item could be amended to a partial amount rather than funding the entire request.   Vice Chairman Bulick stated yes – the Committee will review all the requests, to see what the numbers are.  BOF Chairman Schoppmann added that we also need to figure out what we can afford and shoehorn in what the Committee feels are priorities and wean out the others.  
BOF Chairman Schoppmann gave a “top side” view of this year’s budget (of what he knows so far). He stated that we have a favorable impact from E.O. Smith this year; however our education budget is most likely going to use it.  He added that he saw the preliminary revenue projections that show that we will have little revenue growth this year.  The Emergency Services Fund is also not sustainable at this level, noting we have been using that to offset some of the Fire Department’s operating expenses. He added that once that fund goes to zero, the ambulance fund will show the increase. We will not know the state numbers until June.  The preliminary numbers will be in around February, including Town aid.   

BOF Chairman Schoppmann then asked Donna what we would be able to cover if we were to keep the Capital Reserve Fund flat.  Donna stated not much, noting that we will have a decrease in the lease costs because one will be paid off and there are no new leases being added in right now.  Chairman Patton added that even though the leases come off, that is already counted for in the capital. That is why we add all the things that affect the General budget.  It is part of the total of what the General fund is spending on Capitol.  

Discussion was held on how the money affects the General Budget, and the costs associated with year to year spending.  Vice Chairman Bulick stated he was trying to understand the $80,000 number associated with the additions under the General Reserve Fund.   Chairman Patton stated that we wanted to stabilize the Region 19 line item to avoid swings in the mil rate.

Alex Strong made comments about the Board of Education budget.  He stated it is a shame that we cannot take advantage of the $400,000 savings at E.O. Smith and suggested closing one school to save on costs.  BOF Chairman Schoppmann stated that this is not the time to discuss the BOE budget.

First Selectman Mailhos asked if we are trying to get the general expense number at zero to remain flat.  Donna stated to remain flat it would need to total $436,000.   Chairman Patton clarified that the committee agreed to increase it at a slow rate on a yearly basis and we should be targeting $455,000.

Continuance of the requests that will remain on the list:

  • WHFD - Replace 5” hose - $17,500.  All were in favor.  
  • WFD#1, Inc. –Exhaust system for Station 13 – Chairman Patton stated that this sounds critical. Vice Chairman Bulick agreed and stated it is a safety issue.  All were in favor.
  • WFD#1 Refurbish 1990 Engine Tank -$60,000 – Chairman Patton said we have options on how to pay for it – we can take it out of local funds or the Emergency Services Fund.  He added that we need to maintain our equipment.  First Selectman Mailhos said we have a lot of Engine Tanks in this town.   All were  in favor of keeping on the list.
 
  • WFD#1 Refurbish 1990 Engine Tank - $50,000  All were in favor.  This item might be pushed out a year.
  • WFD#1 Replace pick up truck - $45,000 All were in favor.
  • WFD#1 Replace 2006 Ambulance - $240,000 All were in favor.
  • River Road Ball Fields - $15,570  All were in favor.
  • Town Office building Generator –will be amended after discussion was held.  Vice Chairman Bulick stated perhaps we could bundle it with the request of the WHFD’s generator.  Chairman Patton stated not only do you have another piece of equipment that needs to be tested and maintained; the wiring in the building would need to be configured and it is costly.  He added for the amount of times this building has been without power is rare. Lastly, he stated if the phones are an issue, they can be forwarded to a cell phone.  He suggested that the generator at Public Works could be used here if it were deemed an emergency.   BOF Chairman Schoppmann told First Selectman Mailhos that the last time we lost power,  it seemed like she was able to work everything out by moving to Hall School.   Chairman Patton agreed and stated this does not seem to be an essential function.   The amendment will be for a transfer switch at $10,000.   All in favor
  • TOB Building Space Study - $20,000 -  BOF Chairman Schoppmann said it seems costly.  First Selectman Mailhos said she feels it is important but then said it could wait a year – we have waited this long.  Allen Furphy and Kelly Trueb said to remove it.  Kelly Trueb said there are cheaper ways (like using in house management) to get cheaper answers about this building.   Discussion was held on the stipend (maintenance) position  and a suggestion was made to hire someone to give an analysis of the building and use the $1,500 stipend to pay for it.  Chairman Patton suggested checking with the Town Engineer, as he may have already reviewed the specs for this building.  Vice Chairman Bulick stated that any office furniture place would design the outfit for much cheaper.  The request will be amended to $10,000 and pushed out. All in favor with the exception of Allen Furphy who voted to remove it.
  • Backhoe - $125,000 -   Melissa Welsh and Vice Chairman Bulick, voted to remove it.   All others were in favor of keeping on the list.  BOF Chairman Schoppmann Abstained.  Item will remain on the list.  
  • Sweeper - $85,000 – Chairman Patton stated you can get one for much cheaper.  His company purchased a used one for $30,000. He added that the one that the Town currently owns was purchased in 1991 for $5,000. BOF Chairman Schoppmann said it is going to have to be replaced sooner than later.  Chairman Patton suggested that it might be easier to appropriate the money before hand, rather than get approval.  He added that it is difficult to buy a used piece of equipment through a bid process.  It should go into fund 930 so it is voted on and available for purchase.  First Selectman Mailhos stated we need to keep the bidding process fair.  BOF Chairman Schoppmann suggested putting a cap amount on the equipment.   The request will be amended to $45,000.  All in favor.
  • Replace Holder Mower - $80,000 –.  There was a note attached to the request that it had a major engine rebuild in 2009.  Vice Chairman Bulick asked to get more information from Lynn regarding how many hours are on the new engine. All were in favor of keeping the request on the list for now.
  • Renovate Public Works Garage - $12,000 – could be part of the Energy Audit. All were in favor of pushing this out for now.
  • Bus Lot Route 320 - $30,000 – Kelly Trueb stated that this is a safety issue.  BOF Chairman Schoppmann suggested adding a new trailer to the request.  The request will be amended to $40,000:  Amendment: $40,000 drainage repairs and new trailer.  All were in favor.
  • Polster Road Bridge – $470,000 ($20,000 for Engineering in FY13-14; $450,000 for construction in FY14-15) Kelly Trueb stated it has been inspected as an unsafe bridge.  BOF Chairman Schoppmann stated we need to know how we are going to finance this down the road.  First Selectman Mailhos said we won’t know the total cost, but she believes $450,00 was on the high end.  All were in favor of keeping on the list.  
  • Battye Road - $5,000 Engineering Costs $25,000 for installing galvanized pipe BOF Chairman Schoppmann asked if we have plans to use someone other than Karl – as it seems he doesn’t have enough time to do all of the work.  First Selectman Mailhos said she could get another engineer through WINCOG if we have a capacity issue.  All were in favor of moving this item out a year – FY 14-15.  
  • Hockla Farms Road - $28,000 – First Selectman Mailhos stated it is not a safety issue. it is a drainage issue that has washed the road out and caused sediment problems in a neighboring pond. This has gone before Inland Wetlands to be addressed.  She stated that we cannot affort to fix it out of our operating budget.  The dam on Old Farms Road is also a contributing factor.  The item will remain on the list but will be pushed out and combine with the engineering on Battye Road.  All were in favor of pushing this out.  First Selectman Mailhos voted No, as she wants to keep on now.
  • Trash compactor - $9,000 All voted in favor of keeping on the list.
Items removed from the list:

  • Playground mulch – Kelly Trueb asked if this should be part of the maintenance budget, rather than a CIP request.  The item was removed from the list.  All were in favor of removal.  
  • Energy Conservation Consulting - $10,000  - Melissa Welsh asked if the bonding amount should be added into the figure.  First Selectman Mailhos stated we don’t know how much it is going to be.  BOF Chairman Schoppmann clarified that the operating costs will remain the same.  First Selectman Mailhos added that no money will be appropriated. Chairman Patton suggested keeping the utilities the same – it would be considered a wash.  The $10,000 would only be a fee if we decided not to move forward with any part of the project.  If we do move forward, the $10,000 will go away.  Vice Chairman Bulick clarified that it would be an operating expense and it should be removed.  
All were in favor of removal.

  • TOB Basement Storage - First Selectman Mailhos asked to cut it, and is going to move the articles up in the attic.  No vote was taken.
  • TOB Technology upgrade - $7,000 has been moved into the operating budget. No vote was taken.
  • Old Town Hall Renovations – First Selectman Mailhos stated that is looking like we will be granted permission to use the Program Income money to use for the renovations.  No vote was taken.
  • Replace Ford Tractor - $98,000 - Chairman Patton stated 9,113 hours is not a lot of hours for this type of equipment.  He also stated he would be in favor of spending $4,000 to fix it.    All voted in favor to eliminate and repair. First Selectman Mailhos Abstained.
  • Kollar/Sharps Mill / Luchon – Vice Chairman Bulick stated that this is a low traffic Road.  Kelly Trueb stated that they have no records of any accidents involving the house – instead it involves the brook, but there are not that many cases.  All voted in favor to remove from the list.  First Selectman Mailhos and Chairman Patton voted against. BOF Chairman Schoppmann Abstained.
Off budget items:

  • Turnpike Road Phase III - $190,000 will be moved to off budget most of it should be covered by STEAP funds.  No vote was taken.
  • Engineering for Michalec Road Realignment - $11,000 – we have the money in the account to cover the costs. The project is expected to cost approximately $82,500 and slated for FY 15-16.  No vote was taken.
Vice Chairman Bulick stated that the Conservation Commission request of $50,000 and the Senior Van for $60,000 were not discussed, nor were they on this list. Donna stated she would add it in the spreadsheet and will discuss at the next meeting.

The next meeting will be on Monday, January 14, 2013 at 7:00 PM

Allen Furphy moved to adjourn the meeting at 9:39P.M.
Vice Chairman Bulick seconded the motion.
All in favor.

Respectfully submitted
Robin Campbell
Recording Clerk