CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT ~06279
Meeting Minutes
Town Office Building
January 15, 2014
Members Present: Members Absent:
Jim Bulick Tyler Millix
Barry Wallett Donna Latincsics, Business Manager
Kelly Trueb
John Patton
First Selectman Mailhos
Alan Ference, Board of Finance Chairman
Peter Tanaka
Chairman Bulick called the meeting to order at 7:06 P.M. Members of both Willington Fire Department#1 and Willington Hill Fire Department were present.
No one was present to speak.
Kelly Trueb stated that the end of the January 8th minutes should clarify that the CIP Committee was going to review a portion of the Public Works’ requests if time allows.
Vice Chairman Patton moved to approve the minutes of January 8, 2014 with the following amendment: Page 4 item E) last paragraph (“Chairman Bulick reminded everyone that next week the Fire Department Requests (combined between the two departments) will be reviewed with a portion of Public Works’ if time prevails.
Board of Finance Chairman Ference seconded the motion.
Vote: 7 Yes (K. Trueb, P. Tanaka, J. Bulick, A. Ference, J. Patton B. Wallett & C. Mailhos) 0 No.
- Fire Department Submissions
Members of the Fire Departments were present to discuss the requests that were submitted. WHFD Assistant Chief Makuch stated that the members met and discussed their capital needs and came to an agreement of the level of priority between the two departments. Peter Tanaka asked for clarification as to where the items are housed. Stuart Cobb, Willington Emergency Management Director stated that the departments purposely left the items with a generic location to give the appearance of a mutual submission, which was requested by the CIP Committee. He added that the two departments agreed mutually which would be submitted by priority. The Committee members were happy with the submission, but thought it would be helpful to have the minutes clarify where the
equipment is physically housed. Peter Tanaka said it is great that they got together and put these in order.
Replace 1981 Engine (Willington Fire Department # 1 Inc – South Station): The apparatus currently needs thousands of dollars of repairs and is listed as urgent at a cost of $625,000 for FY 14/15. This truck was once housed at WHFD, but was transferred to WFD#1 when WHFD got the new truck a few years ago (this truck was requested by WHFD to be replaced at that time). EMD Cobb clarified the plan is to rotate the new engine to WFD #1 on Route 32 by the highway and put the other engine tank at the South Station. Barry Wallett asked the value of the 1981 apparatus. WHFD Assistant Chief Makuch responded that resale value is not much and we could possibly get $5,000 for it.
Replace Generator (Willington Hill Fire Department): The generator is antiquated and underpowered as it is 40 years old and only 10Kw and has a limited number of circuits on it. The department is also requesting to update the circuit panels in the building to bring up to code. The request is listed as a priority for $50,000 for FY 14/15. Assistant Chief Makuch added that it is not good for the fuel to sit for long periods of time, because the ultra- low sulfur fuel can grow bacteria if it sits too long and then it will no longer work. Peter Tanaka stated that the request looks like two projects between the wiring and the new generator and asked if one is more important than the other. Assistant Chief Makuch clarified that it would fall under one
request and would save money, doing both at once.
Replace self-contained breathing apparatus (Willington Fire Department #1, Inc & South Station): The SCBA and spare cylinders / parts are no longer available for repairs and are no longer OSHA compliant. Replacement SBCA packs are a necessity and cost approximately $8,000 each. Request is listed as a priority, estimated at $110,000 for FY 15/16. Vice Chairman Patton clarified that this is not something that can be leased. EMD Cobb explained that the last set of SBCA bottles were leased. He added the Department has submitted an application for a FEMA grant for the replacement and is waiting to hear on the outcome.
Fire Station Renovations (Willington Hill F.D.): The Department would like to continue with phase 2 of the three phase renovation plan. The building would receive an addition to the rear of the oldest bays which would provide storage space. The building would also then be hooked up to the Center School water line. The request is listed as “needed” and estimated at a cost of $80,000 for FY 16/17.
Refurbish 1991 Engine (Willington Hill Fire Department): rust is becoming an issue on the steel cab. Some of the tools and equipment on board are aged and inefficient. The department thinks that body repair will cost less than major rust repair. The department lists this project as “needed” at a cost of approximately $80,000 for FY 16/17.
Replace SCBA bottles (Willington Hill Fire Department): Self Contained Breathing Apparatus have storage bottles to carry pressurized air for those breathing in fires or hazardous materials. The current bottles will expire in 2019. Packs are newer generation, therefore only the bottles would need to be replaced. The air packs were replaced in 2004 with a grant. The cost of replacement is approximately $35,000 and is listed on plan for FY 17/18.
Fire Station Addition (Willington Fire Department #1): The department would like to add a training/meeting area and a bunk room that will allow storage and office space to the building. The department will also seek STEAP funding as well. Construction is listed as “needed” at a cost of approximately $3,360,000 in FY 18/19.
Construction of a new fire station: (Willington Hill F.D.): The department is requesting for the design, construction for a new facility. The recent facility study has found the existing building to have many shortcomings as well as safety and code issues. The estimated cost for the project, which is listed as “needed”, is $4,700,000 for FY 18/19.
The members also displayed a chart of recent grants (FEMA and AFG grants) that have been received over the years. Discussion was held on grants that each of the departments have received over the years. Willington F.D. #1 has received over $270,000 and WHFD has received over $221,000 since 2001.
First Selectman Mailhos thanked the members of both departments for their joint submission, noting that the amount of submissions is not overwhelming for the CIP Committee to review.
First Selectman Mailhos presented the Public Works requests, noting that she might not be in agreement with the submissions for the years indicated. She has asked the CIP Committee to review the requests that fall under this current year:
Small Dump Truck: The small dump truck that we currently have is in excellent condition, however is tied up with the water tank during sweeping season; (April through June) and then in September. It would be nice to have an extra dump truck to use while the small dump is unavailable because of the water tank. By having an extra truck to assist the crew, would allow them to accomplish more work during those months. The anticipated cost would be approximately $55,000 and is slated as urgent for FY 14/15.~
First Selectman Mailhos stated that she does not agree with this and it should not be on this list.~ BOF Chairman Ference agreed and said when you have a list that is one inch thick, and this is the first thing listed as urgent, he has a feeling that something else in here should be more important.~ He added that because the existing F450 is in excellent condition will not help support this request.~~ Discussion was held on the water tank and suggestions were made how to store the tank and take it out of the truck and use it when it is needed. The item was removed from the plan.
Replace 2002 GMC Dump Truck:- The truck will be 15 years old and has 75,000 miles.~ The truck currently has high maintenance costs and is losing power as well as transmission issues.~ A new truck request is listed as urgent for FY14/15 for $140,000.~ Discussion was held on a replacement schedule for the trucks and if we have one. Kelly Trueb asked if this cost is a true price.~ Vice Chairman Patton clarified that once you~start adding on the sander and the plow, it is~pretty accurate,~noting that~we always~go off of the state bid for these things.~~~
Renovations and Repairs to the Public Works Building: The request is to dig out the floor drain in the bathroom to the septic tank to find out the cause of gases coming back into the building. The building also has many leaks in the~roof as well. The gas problem appears to leak back into the bathroom and seems more prevalent when it rains.~~ Included in the roof repair are six skylights and 2 windows and air conditioning in the office (to help preserve computers), which would make the office more efficient.~~ The request is estimated at $20,000 for FY 14/15. Chairman Bulick stated that he had a similar problem (gas leakage) at his home with a new toilet installation, and noted that it was a simple and inexpensive fix: the wax ring underneath the toilet needed
to be redone. ~ Kelly Trueb also suggested that the drain could be dried out and~pouring water back down the drain could also be a quick, inexpensive fix.~
Turnpike Road Phase 3 - Turnpike Road from Moose Meadow to Route 320 project includes catch basins piping walls and pools under drains. ~This will finish the drainage from Turnpike Road from the Ashford line.~ The planning/engineering cost is slated for $30,000 for FY 14/15.~The entire~repaving project is slated for FY 17/18 at a cost of $598,950.~ First Selectman Mailhos noted that we are not going to wait that long to finish this project and this will need to be looked into further.
Realignment of Hancock Road (Engineering only) for FY 14/15: The road needs to be realigned due to the increase of traffic; this request was on CIP in 2007/08 but then removed. The portion of road is listed as a safety issue.~Vice Chairman Patton~clarified that the~improvements would actually be on Route 320 where the hump is at the end of Hancock Road. He added it could be a simple project, but~we would have to close Route 320 down for a short period of time.~First Selectman Mailhos noted that even if we did have the money to do it, we would need approval from the State. Vice Chairman Patton clarified that the State would be in favor of the improvements. First Selectman Mailhos noted that the request was listed as “Committed", but should be
downgraded to "Urgent".
Moose Meadow Realignment (Engineering only): - The area near #88 of Moose Meadow Road is troublesome and in has been in need of realignment for many years.~ This is near the campground off of Route 74.~ The planning and engineering is slated to cost approximately $15,000 in FY 14/15.~ Kelly Trueb noted that the volume on that end of Moose Meadow has decreased because many of the~GPS units now route campers down Turnpike Road (off of Interstate 84) from~the other end of Moose Meadow Road.
Y Road realignment (Engineering only): Y Road needs to be realigned including reconstruction and drainage.~ It has become a major safety issue.~ Planning and Engineering is estimated at $11,000 for FY 14/15.
Chairman Bulick noted that there are a lot of realignment projects for FY 14/15, but are only for the planning and engineering. Kelly Trueb noted that we discussed bonding a few months ago but do we have the manpower to do all of these things? First Selectman Mailhos stated she didn’t think we could do all of them at the same time.
Village Hill Drainage Phase I Drainage (Engineering only in FY 14/15): The project includes drainage on Village Hill Road from the bridge to Kucko Road; piping catch basins and rebuilding the road; design plans and prepare for Commission hearings.~ The beginning phase is slated for FY 14/15 at an anticipated cost of $15,000.~~Vice Chairman Patton noted that the area of road~is~in need of drainage improvements from drainage issues of the designing of the driveways back in the late 70’s and early 80’s.~ ~The second phase of the work, slated for FY 15/16 consists of the drainage to handle the two small ponds that are farther up the road and will cost approximately $250,000.~ First Selectman Mailhos noted that this is a big project; similar to Turnpike Road, that is
going on now.~ We will have to figure out how to fund this.
Polster Road Bridge: The project includes demolition and removal of the existing bridge and installation of a new bridge. The bridge has been rated as “poor” since 2011, but has recently been rated as “serious” and has been closed. ~ First Selectman Mailhos noted that the cost is currently unknown (our Town Engineer is working on an estimate) but a $350,000 cost has been put in as a place holder. She added that we recently received the report from DOT, which restricted the weight limit to 10 tons; however, we closed it (with cement barriers) because the heavy trucks were not heeding the warning (of the 10 ton limit) and were still using it. She also added that the concrete barriers have since been moved a few times by
vandals. ~The entire project is slated for FY 14/15, which includes engineering and realignment of the road at the end of the bridge.~~ Discussion was held on funding the repairs as well as whether our not we should seek funding from the State. BOF Chairman Ference noted if we go with state funding, the cost will~be the same to us, but we will ultimately~end up with a $600,000 bridge. Vice Chairman Patton noted that this is why we maintain a cash balance in the General Reserve, just for accelerated emergencies like this and we have the capability to pay for it. ~ Funding will be discussed further at the Board of Finance meeting tomorrow night to decide how we would like to fund it. ~
Battye Road: Project includes replacing 20 feet of galvanized pipe with a concrete box culvert which will allow additional flow of water from Clover Springs Drive.~ The entire project is estimated at $38,000 which includes planning, engineering and construction is slated for FY 14/15.
Building Material Shed at the Transfer Station:~ The project is to construct a three sided building to be used for residents to recycle left over building materials.~ First Selectman Mailhos noted that this might be able to be taken off of the list, as it might be taken over as an Eagle Scout project. It is a desirable project for the Boy Scouts as it has already been approved by Planning and Zoning.~ The project is listed at $10,000 for FY 14/15.
Peter Tanaka moved to adjourn the meeting at 8:53 P.M.
BOF Chairman Ference 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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