CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT ~06279
Meeting Minutes
Town Office Building
December 9, 2013
Members Present: Members Absent:
Jim Bulick Barry Wallett
Kelly Trueb
John Patton
First Selectman Mailhos
Donna Latincsics, Business Manager
Tyler Millix
Alan Ference, Board of Finance Chairman
Peter Tanaka
John Patton called the meeting to order at 7:05 P.M
Jim Bulick moved to add “present to speak” before the approval of minutes.
Kelly Trueb seconded the motion.
Vote: 7 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, T. Millix, J. Patton & C. Mailhos) 0 No.
1. Election of Officers
John Patton introduced the new members, Peter Tanaka, Alan Ference & Barry Wallett (who was absent) to the Committee.
John Patton moved to appoint Jim Bulick as Chairman
Alan Ference seconded the motion.
Vote: 7 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, T. Millix, J. Patton & C. Mailhos) 0 No.
Kelly Trueb moved to appoint John Patton as Vice Chairman
Tyler Millix seconded the motion.
Vote: 7 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, T. Millix, J. Patton & C. Mailhos) 0 No.
Vice Chairman Patton moved to appoint Alan Ference as Secretary
Tyler Millix seconded the motion.
Vote: 7 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, T. Millix, J. Patton & C. Mailhos) 0 No.
2. Present to Speak
Superintendent Harding came to the meeting to bring an urgent request to the CIP Committee. The Center School roof appears to have leakage on one end of the building that was not easily detected. An assessment was done with an infrared scanner, which detected standing water in areas of the roof, where there is a gap between the two roofs (between old building and the newer section). There also appears to be damage to the wood underneath the membrane. Superintendent Harding added that the roof is over 20 years old and the school is most likely eligible for grant reimbursement, however the process to apply for the grant is lengthy. He clarified that he cannot even go out to bid until we receive approval. He told the CIP Committee he planned to
put the roof repair on the 2014 request, but wanted to bring this up now, because it was not on the radar and it is urgent. Discussion was held on the process for which the BOE would apply for a school construction grant. Because that section of roof was done in the 1980s, it is eligible for 100% reimbursement. He added the issue with applying for the grant is it is a lengthy process, where the Board of Selectmen will have to authorize the BOE to apply for the grant; as well as an adoption of a resolution, forming a committee as well as Town Meeting authorization. Superintendent Harding clarified that the BOE will be able to fund the balance if we were able to do it this year.
Vice Chairman Patton asked when they are looking to do it? Superintendent Harding said the report states we should do it sooner than later. There are two ways we can go, we can wait until the end of the year and have it done during the regular referendum or authorize the funding at a special meeting sooner. BOF Chairman Ference said this is the worst time of year to have standing water on a roof. Superintendent Harding reassured that the roof will be patched in the meantime and there will be enough in the BOE budget at the end of the year to float the balance. Discussion was held on the grant application process.
Superintendent Harding handed out copies of the assessment to the CIP Committee and will send it electronically to Robin Campbell to forward to the Committee. The Board of Selectmen will call a Town Meeting to begin the process of a school construction grant for a section of roof at Center School.
3. Approval of minutes
Vice Chairman Patton moved to approve the minutes of August 12, 2013.
Kelly Trueb seconded the motion.
Vote: 4 Yes (J. Patton, C. Mailhos, J. Bulick & K. Trueb) 0 No. 3 Abstain (T. Millix, P. Tanaka & A. Ference)
Motion passed.
4. Review 2013-2018 CIP Plan
The current plan was reviewed and discussed. First Selectman Mailhos recapped the items on the FY 2014 non-General fund:
First Selectman Mailhos stated that Willington Hill F.D.Chief Snyder has contacted the Business Manager, Donna regarding the $5,000 hose project and he is in the beginning stages of the process for this project. She warned that the money will need to be spent in this fiscal year, or it will be gone. The door project at CES has been completed. Everything else on the list is in progress or has been completed. The bus lot trailer was completed last week, but there is an issue with the parking lot where the stones are tearing up around the drainage area. The problem is that it is not happening from the busses, but rather tractor trailer trucks that turn around in the parking lot on a regular basis. She added that there might be a request coming in to add asphalt to
the parking lot, which should help the problem. The backhoe & sweeper will be going to public hearing on January 14, 2014 along with the ambulance and pick up for WFD#1.
Polster Road Bridge was discussed. First Selectman Mailhos stated that the bridge was recently inspected by the State and was found to be in poor condition (worse than it was at the last CIP meeting held at the location). The beam ends are corroded and can only accommodate one lane of traffic now. BOF Chairman Ference asked First Selectman Mailhos if she has received a report on the bridge yet. He then suggested making temporary repairs to the footers on the bridge until we receive funding. First Selectman Mailhos replied that we have not yet received the report. Vice Chairman Patton suggested plating the beams underneath, which could also offer a temporary fix.
Tyler Millix stated that WFD#1 has received a grant to pay for the exhaust system at WFD#1. He added that WFD#1 would like to alter the request and have ET113 refurbished (in place of the exhaust system). He stated that the Fire Department has received an estimate on how much it will cost (it is expected to be under the anticipated cost of the exhaust system) and the apparatus has the highest number of miles and is the most used in Town (other than the ambulance). Mr. Millix stated that the estimate to refurbish ET113 is around $45,000 to $50,000.
Discussion was held on the Emergency Reserve Fund. Chairman Bulick stated that the refurbishment of WHFD Rescue 149 and exhaust system were decided to come out of the reserve fund as the Committee felt they had to be careful how money is being spent out of the Emergency Reserve. Tyler Millix stated so far, we have not seen a major decline in revenue in that fund yet. The fund also supplements paramedic fees to Windham Hospital per our agreement with them.
First Selectman Mailhos stated that the Assessor has reported the current reval shows that property values have gone down. The mil rate will adjust car taxes and business taxes.
Vice Chairman Patton moved that due to the exhaust system being funded by a FEMA grant the CIP Committee recommends refurbishing of ET113 being funded by the reserve fund in the 2013-2014 fiscal year.
BOF Chairman Ference seconded the motion.
Vice Chairman Patton added that the Department went out and sought funding on their own, they should be rewarded. Chairman Bulick agreed and stated that fiscal responsibility is encouraged.
Vote: 6 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, J. Patton & C. Mailhos) 0 No. 1 Abstain: (T. Millix)
First Selectman Mailhos mentioned that the seniors requested a handicapped van in the FY2014 non general fund, but they have secured a van from Windham Region Transit District at a cost of $1. The only cost that the seniors will have to cover is most likely a new paint job as part of the agreement was that the WRTD logo must be removed from it, so that can be removed from the plan.
First Selectman Mailhos asked to look at the out years and clarified that requests that have already been put in last year still need to be put in again this year. She added it is not guaranteed that it will stay on the list.
Tyler Millix stated that he spoke with WHFD Chief Snyder regarding the requests. The two departments asked clarification for optimal submission from both departments; and asked what the CIP Committee would prefer. He then suggested that the two departments can submit a single Fire Service submission that is ranked by priority between the two departments.
Kelly Trueb warned that the Willington Hill FD board of directors will not have a formal meeting between now and December 31st, and it will not be approved by then, however the CIP plan is usually approved the month after it is submitted.
The Commission members stated they would be in favor of receiving one submission.
First Selectman Mailhos moved to have the CIP Committee send a formal communication that requests a single Fire Service submission which has been prioritized by both fire departments.
Peter Tanaka seconded the motion.
Vice Chairman Patton said let’s not kid ourselves – we know that not going to happen although it would be great if it did. Chairman Bulick clarified that we are going to listen to them both anyways, but it would be quicker to review the requests in one meeting. First Selectman Mailhos clarified that it will be less work for the CIP Committee, if the two departments can work out the priorities between themselves. She then added that we have been asking them what the Town of Willington needs for apparatus for quite some time and we haven’t gotten a cohesive answer on that yet. She then suggested that Chief Millix may be on to something with this idea.
Vote: 6 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, J. Patton & C. Mailhos) 0 No. 1 Abstain: (T. Millix)
5. Set 2014 meeting dates
Meetings will be held on the following dates at 7:00 PM in the Common Room in the Town Office Building:
Monday, December 20, 2013
Wednesday, January 8, 2014
Wednesday, January 15, 2014
Wednesday, January 23, 2014 (last meeting for presentations)
Monday, January 27, 2014
Wednesday, January 30, 2014
5. Adjourn
Vice Chairman Patton moved to adjourn the meeting at 8:22 P.M.
BOF Chairman Ference seconded the motion.
Vote: 7 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, T. Millix, J. Patton & C. Mailhos) 0 No.
Respectfully Submitted,
Robin Campbell
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