CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT ~06279
Meeting Minutes
Town Office Building
January 8, 2014
Members Present: Members Absent:
Jim Bulick Tyler Millix
Barry Wallett
Kelly Trueb
John Patton
First Selectman Mailhos
Donna Latincsics, Business Manager
Alan Ference, Board of Finance Chairman
Peter Tanaka
Chairman Bulick called the meeting to order at 7:02 P.M.
- Present to Speak
- Approval of minutes
Kelly Trueb moved to approve the minutes of December 30, 2013 as written.
Peter Tanaka seconded the motion.
Vote: 6 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, J. Patton & C. Mailhos)
0 No
1 Abstain (B. Wallett)
- A) Parks & Recreation Commission
Alan Ference presented the requests for the Willington Parks & Recreation Commission, and noted that the irrigation system is being requested again as first priority for FY 14-15. The other requests are as follows:
15/16: Fit trail (10 station fitness system along the walking path): estimated at $14,000
16/17: Power Drops (electrical outlets at dugouts & multipurpose field): estimated at $7,000
17/18: Recreation Support Building (to house a kitchen, storage, bathrooms etc): estimated at $195,000
18/19: Field lighting (pole lighting system to support baseball and multipurpose field): estimated at: $80,000
B) Senior Center
Wilbur Gangaway was present to discuss last year’s request for a handicapped van. He clarified that the Seniors were able to secure a used van from the Windham Region Transit District at a cost of $1.00, but one of the stipulations was that the WTRD markings must be removed prior to putting it in operation. He added that the letters have been removed, but the special WRTD striping is not easy to remove, therefore the Seniors are looking for an alternative cover-up stripe. In addition, the seniors have also received charitable donations towards the van, and he believes there is $1,500 in that line item, but is not sure that amount will cover the new detailing. He is waiting to hear back from the detailer on a true cost. He added although he does not know how much
it will be, it should be under $5,000. Chairman Bulick asked if the van needs anything else, other than detailing. Mr. Gangaway stated he does not believe so, but won’t really know until they get to drive it around. Vice Chairman Patton stated that this sounds more like a Board of Finance item, rather than CIP; the CIP cutoff number is $10,000 and they need funding immediately, rather than after July 1st.
Kelly Trueb moved to have the CIP Committee recommend the Board of Finance support up to $5,000 to make the van operational immediately.
Chariman Bulick seconded the motion.
First Selectman Mailhos stated that she will bring the request to the Board of Finance for their next meeting.
Vote: 7 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, J. Patton, B. Wallett & C. Mailhos)
0 No
C) Conservation Commission
Peter Andersen, Conservation Commission Chairman (and other members of the Conservation Commission) were present to discuss the requests. Chairman Andersen stated that the Conservation Commission continues to be concerned about the Town’s lack of funding for conservation of open space. He noted the Town’s Plan of Conservation & Development (POCD) which recommends that the town establish a goal of protection of 24% of total land. He noted that Willington only has 11% protected open space. He noted that he is a member of the Land Acquisition committee of Joshua’s Trust; and the Trust has received many donations of land or parcels in neighboring towns such as Columbia Coventry Hampton and Mansfield. Only two parcels have been donated to the Trust in
Willington. He noted it would be nice if the Town could get more land donated rather than having to purchase it. He suggested adding open space funding on the referendum in the future. Carol Jordan stated the Conservation Commission has been asking for funding for a number of years. She noted that surrounding Towns have open space funds and it would be nice to have money set aside if a parcel becomes available, as most of the time when a desirable piece of property becomes available, there is no warning. She also suggested a bonding option, which would allow us to be able to purchase land as it becomes available. She noted that there are a lot of advantages to the Town to consider the bonding, such as claiming interest on them.
Kathy Demers clarified that as part of the POCD, to get to the goal of 15% of protected land (by 2017), the town would have to acquire over one thousand acres to get to that point. Discussion was held on Public Act 490 and the amount of land that falls under PI490 in Town. Ms. Demers warned that land that falls under PI490 is not “protected”, (it is only used for a taxation discount) and can be sold and developed, noting that the land where the proposed Love’s travel stop is going fell under PI490 at one point. Vice Chairman Patton said you have to be careful if you have money earmarked towards land, as the negotiations could go differently when you have money set aside. Ms. Jordan stated that currently we do not have anything set aside to purchase land for open space
and we would like to be able to preserve the Towns rural character. Vice Chairman Patton warned that we have to set priorities first, noting we now have a bridge that is closed and in need of repair. First Selectman Mailhos stated we are not putting our money where our mouth is and we should give the Conservation Commission something as they have been asking for this for many years.
The request from the Conservation Commission is for $25,000 in FY 14/15; $25,000 in FY 15/16; $50,000 in FY 16/17 through FY 18/19.
Vice Chairman Patton stated that we have earmarked money from the capital reserve for open space, but if something (such as an emergency) pops up, that money will be shifted towards the other things that would take priority. Ms. Jordan stated that the Conservation Commission is asking for serious consideration this year.
D) Board of Education
Superintendent Harding presented the BOE requests for the out years:
The Center School sidewalk paving request (originally requested last year at $8,000) has been increased to $12,000 (increase includes additional steps) by the new parking lot. Superintendent Harding stated although this is needed, the CES roof remains a priority (as discussed at a previous CIP meeting). Superintendent Harding stated that the sidewalk was budgeted in with the CES parking lot project last year, but the BOE decided not to go ahead with it because there was so much controversy with the parking lot. Vice Chairman Patton suggested keeping it in this year’s plan with the increase, due to the state of decay and repairing it this summer; especially since the children and teachers use it.
The HMS Ventilation system: estimated at $30,000, also remains a priority (but can be pushed out because the CES Roof is a priority). This was approved for FY 14/15.
Superintendent Harding clarified that there was a shift with what should be put into the plan and he removed the HMS air conditioner and replacement windows in the science wing & music room (which were on FY 15/16) because they are estimated at under $10,000. He noted that they will now come out of the operating budget as maintenance items and has no problem with that. He added that technology and painting/carpeting will also come out of the BOE operating budget as well and does not have a problem with that. Vice Chairman Patton agreed and said in the past, our BOE has put maintenance items in the CIP but most Superintendents (in other towns) defer maintenance items because other things are more important. He clarified that the Town
usually ends up paying for things in the end. Superintendent Harding clarified that he was just doing what he was told (to shift those things out) and is recommending that they be removed. He added in the future, if the BOE is not supported for those (which they are now) he will then add them back into the CIP plan again. Both Chairman Bulick and Vice Chairman Patton were in agreement.
HMS Library Roof: replace 2 sections of the roof, estimated at $10,000 for FY 15/16. Vice Chairman Patton suggested adding contingency and increase to $13,000 as it is slated for an out year.
Oil and chip sealing of HMS parking lot: estimated at $24,000 for FY 17/18.
Replacement of the HMS oil tank: Dig up and replace the 10,000 gallon single wall fiberglass oil tank; estimated at $44,000 for FY 17/18.
Lastly, new playground equipment at HMS, estimated at $35,000 for FY 15/16; Superintendent Harding requests the Committee to keep on the list, but noted that it is not a priority.
Chairman Bulick clarified the top three priorities for BOE are as follows:
CES Roof estimated at approximately $110,000, but is reimbursable by a grant.
CES sidewalk estimated at $12,000 and the
HMS ventilation system, estimated at $30,000
Discussion was held on the CES Roof replacement. Superintendent Harding warned that nothing can be done until the resolutions have been adopted at Town Meeting. Vice Chairman Patton asked for clarification on the payment of the Town Engineer and the funding of the roof. Superintendent Harding clarified that he will not do anything until he gets approval as well as a project number from the State. Business Manager Donna Latincsics clarified that we also need an appropriation from the Town and then will be reimbursed by the State. Discussion was held on the procedure for the appropriations. Superintendent Harding stated that there is money in the BOE operating budget to cover in the meantime. The upcoming Town Meeting, where the resolutions will be
adopted is the beginning step towards applying for the grant. Another Town Meeting will have to be held to appropriate the money once the building committee is formed. Superintendent Harding will also get further clarification on it.
E) Board of Selectmen
First Selectman Mailhos went over the list of requests for the Board of Selectmen:
Land Use Office Software: First Selectman Mailhos stated that she does not have an estimated cost on this yet, but has asked the Committee to consider using the request as a place holder for it until she gets further information. The software will be helpful for the Building Inspector, which will allow him to use a handheld device when going around job sites. It will calculate fees and will also communicate with the Assessor’s office. The request is for FY 14/15.
TOB masonry/door replacement at the Town Office Building: First Selectman Mailhos stated that there are a few areas on the building that have begun to decay. The areas need to be cleaned, tuck pointed and weather sealed. The doors in the back of the building and a side front door are beginning to leak and are drafty/fragile. The Town Engineer has estimated at $45,000 (a priority) for FY: 14/15.
Renovations to the Town Office Building: First Selectman Mailhos is requesting a two-phase needs assessment on the Town Office Building (same request as last year) to determine what repairs are needed in this building (structural, electrical pluming, etc.) while also considering what the Town’s office space needs are. She would also like to see the public facing employees on one floor, in the future, which would also entail a renovation project (phase 2). The needs assessment is requested for FY 14/15 estimated at $20,000. The Engineering and renovations would be requested in FY 15/16 and estimated at $70,000. First Selectman Mailhos noted that we have many issues with this building and need a professional assessment to tell us which items should be fixed first.
Town Office Building Roof and gutter repair: First Selectman Mailhos stated that the Town Engineer has recommended replacement of the roof on the newer section of the building and to replace the gutter system on the entire back of the building. This includes re-routing the system over the fiscal office to a dry well. Project is estimated at $80,000 for FY 14/15.
Old Town Hall Renovations: This project would be connected with the needs assessment that was done last year on the building, where a list of projects has been made to properly restore and maintain the building. The request is for $125,000 (includes planning and construction) in FY 15/16.
Chairman Bulick reminded everyone that next week the Fire Department Requests (combined between the two departments) will be reviewed with Public Works.
Public Works Department requests will be discussed the following week: January 23rd.
BOF Chairman Ference moved to adjourn the meeting at 9:05 P.M.
Peter Tanaka seconded the motion.
Vote: 7 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, J. Patton, B. Wallett & C. Mailhos) 0 No.
Respectfully Submitted,
Robin Campbell
Recording clerk
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