CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT ~06279
Meeting Minutes
Town Office Building
January 27, 2014
Members Present: Members Absent:
Chairman Jim Bulick Tyler Millix
Barry Wallett
Kelly Trueb
Vice Chairman John Patton
First Selectman Mailhos (left at 8:10 P.M.)
Donna Latincsics
Peter Tanaka (arrived at 7:07 P.M.)
BOF Chairman Alan Ference (arrived at 8:05 P.M.)
Chairman Bulick called the meeting to order at 7:05 P.M.
No one was present to speak.
The approval of minutes has been tabled until the next meeting.
- New Business:
- Working Session for CIP Plan (including Review of WFD#1 mortgage /loan)
Chairman Bulick presented the spreadsheet with all of the requests loaded on his laptop (on the projection screen for the entire Committee to work with).
Looking at the bottom line, all of the wish list items that have been submitted for FY 14/15 totals: $2,260,488. Vice Chairman Patton stated we will need to bring that number down to $534,000; needing to reduce the items by a total of $486,000. Donna clarified that the local spending on capital in the five year plan in 13/14 was $522,000 and in 14/15 is $534,000. This is what was approved. . The requests were highlighted in blue.
Chairman Bulick opened discussion:
Payoff of WFD#1 mortgage was discussed. Donna stated that the principle is down to $65,042. If we were to pay it off next fiscal year, we will actually save money because we are earning less (1%) on our savings than what we are paying in interest (5%). Kelly Trueb asked what the total amount we would spend. Donna stated that she would have to get the detailed amount but thinks it would be a good financial decision to pay it off.
Barry Wallet suggested keeping the loan pay-off on the list unless we find something else that is more important. Chairman Bulick agreed.
The BOE requests were moved out, as per Superintendent Harding’s request (as he stated that the CES roof was the highest priority). The CES sidewalk and HMS ventilation system and all other FY 14/15 requests have been pushed out one year; to FY 15/16.
The funding source for the 2002GMC dump truck has been changed (it would be a lease; rather than using local funds).
The salt shed project ($10,000) has been moved out to FY 15/16. The $400,000 construction project has been moved to FY 16/17.
The PW garage renovations are listed as a priority. Kelly Trueb asked First Selectman Mailhos how many things on the list of renovations are valid. She then asked First Selectman Mailhos if she had tried dumping water down the drain. First Selectman Mailhos noted that the request is valid; the roof leaks when it rains. She has not had a chance to dump water down the drain to see if that fixes the ventilation problem. The project will remain on the list. Cost: $20,000 – FY 14/15.
Turnpike Road Phase 3 - $30,000 has been moved to “off budget” (using STEAP funding).
Discussion was held on the Turnpike Road construction phases. First Selectman Mailhos clarified the submission listed as “Phase 1 road reconstruction” should actually be Phase 4. Vice Chairman Patton said it is an $800,000 project and could potentially be done over two fiscal years. First Selectman Mailhos added it might be cheaper to do the entire project all at once to avoid additional mobilization costs. Discussion was held on the construction time frame and when it should be in the CIP Plan. Vice Chairman Patton stated we can’t do the reconstruction until all of the drainage is done, which is slated for 16/17, the earliest would be 17/18. First Selectman Mailhos noted that she wants to do it sooner and would like to see if we get
STEAP funding to move forward and at least get the drainage done.
Vice Chairman Patton warned that we have a time limit of 3 years with the bond anticipation notes converting to bonds and we have all of these projects, which are time consuming lined up. We also need to see if the residents approve the bonding. First Selectman Mailhos noted that the new Public Works Director will have to manage the projects. Vice Chairman Patton clarified that the projects do not seem complicated – especially since we are most likely going to contract the work out; it will be more work for the Town Engineer more than anyone. Vice Chairman Patton added we are probably looking at a $400,000 payment. Donna added that we also have leases and the library bond until 2027. Vice Chairman Patton warned that we need to take a closer look at
this and figure out how much of this we want to sell. He then clarified that we haven’t really invested money in the roads over the past 20 years; it may be time.
Barry Wallett warned that we are tapped – do we want to sink all of our money in the roads?
Chairman Bulick stated that it is hard not to do Turnpike Road or Village Hill – both roads have good arguments. With that, he finds it hard to prioritize Y or Hancock Road. Kelly Trueb added that we need to look at the accident ratio on those roads (Y and Hancock) and she does not see any data (accident reports) to support the projects.
Vice Chairman Patton noted that the three most important projects on the Public Works list should be Turnpike Road, Village Hill and Old Farms Road. Kelly Trueb noted that she is not aware of any drainage problems down the hill. First Selectman Mailhos stated that the request states it needs drainage and reconstruction of road, but is unsure of the details. Barry Wallett suggested giving the new Public Works Director an opportunity to reevaluate everything on the list and determine the priority (with the exception of the three big projects: Turnpike Road; Village Hill and Polster Road Bridge). The Committee agreed it was a good idea. Vice Chairman Patton said those three projects realistically make a good five year plan, or we will end up biting off more than we
can handle.
Polster Road bridge was discussed. The Town Engineer is still working on costs, but thinks it will be cheaper than the $470,000 place holder.
The following projects have been pushed out to the following year – FY 15/16 (Pending recommendations from the new Public Works Director):
Hancock Road
Moose Meadow Realignment
Liska Road Culvert
Baxter Road
Battye Road
Michalec Road realignment
Fisher Hill Road
Old Farms Road
Mirtl Road
Kollar, Sharps Mill, Luchon intersection
BOF Chairman Alan Ference arrived. He asked about Polster Road Bridge and if any discussion was held on how it will be funded. Vice Chairman Patton said we haven’t gotten to that point, but we are looking at a $400,000 debt payment if we bond some of these projects. BOF Chairman Ference clarified where we are currently at in the budget. He stated the Treasurer is estimating a 1 ½ and a .43 (equaling a 2 mil ) increase to get back to where we were before re-val. He then added that we are at a 1.43 increase to get back to zero – equaling $200,000 over off the bat. Kelly Trueb asked if anyone has asked the people who live on Polster Road if they would rather leave the bridge as it is and live on a dead end road. Vice
Chairman Patton stated that it is not an option as the bridge is there to promote mobility between one town and another. Barry Wallett stated it can be done. Vice Chairman Patton reiterated that we would be cutting off part of Willington. Chairman Bulick clarified that is why we are looking into more frugal repairs like a box culvert. First Selectman Mailhos stated that other Towns close bridges until they can afford to fix them. First Selectman Mailhos then stated that she had to leave, but reiterated that she would like to keep the EDC ($15,000) study and the TOB needs assessment study ($20,000) on the list and feel they are both very important. She clarified that the study will tell us the details of what should be done to this building. She then said to push out the masonry and roof repairs to the following year, noting the study should give us a better idea as to when it should be done.
First Selectman Mailhos added that she would also like to see Michalec Road realignment not go into abeyance. The engineering has been approved for this year ($11,000). That road is unique as it goes from dirt to pavement and then back to dirt. It has many drainage issues and is half owned by us and Stafford. When the houses were built on that road, they put special bonds in place for future road improvements.
The WHFD generator was discussed. Vice Chairman Patton asked if it is eligible for LOCIP funding. Donna said she believes it is eligible and it will be moved “off budget” ($50,000), which will not have an effect on the overall mil rate. Vice Chairman Patton stated that we might be able to fund the two studies (EDC And TOB) with LOCIP funds as well. He asked Donna to look into the LOCIP funding. Vice Chairman Patton clarified that LOCIP funding is for non-school and non-rolling stock purchases.
The Engine Tanker for WFD#1 was discussed. Kelly Trueb said she believes that we need the fire truck, but not for $625,000. She added that she does not understand how in two years it went up $150,000. She clarified that WHFD was able to build a fire truck for $475,000. Vice Chairman Patton clarified that it is a different engine, and they are adding the compressed air foam system. He added it has been 3 years, and they probably added in price escalation. He added that he is curious as well. Kelly then added that they were originally going to replace a two man cab, but are now going to replace it with a 6 or 8 man cab. BOF Chairman Ference stated they are going tandem. This apparatus also has a 2,000 gallon water tank on
it, which adds another axle.
Vice Chairman Patton added that the proposed apparatus will be replacing ET249.~ Kelly Trueb clarified that five years ago, it was neither of those trucks that were going to be replaced.~Vice Chairman Patton clarified that~they replaced and are going to put the new truck as a front line piece now.~ BOF Chairman Ference stated that he would question custom versus commercial, where custom is more expensive but the pro is that you are getting two trucks worth of water in one tanker. Vice Chairman Patton warned that they are never going to get 6 people in the truck, especially if it is the~first one to roll out of the garage.~~~ BOF Chairman Ference added that the cab and chasssey has a lot of money involved.~~~ Chairman Bulick suggested asking them back to clarify the request.~~~ Barry
Wallett asked if there is any logic in purchasing a 5 year old truck?~Vice Chairman Patton said if you could find one.~ Chairman Bulick added that everyone does the same thing we do and keep them for 20 years.~
~The sidewalk on Route 32 (by the Millworks) was discussed.~Kelly Trueb stated that she would like further information on this project.~~~Vice Chairman Patton stated that he read some legal documentation~and he cannot find anything that supports the idea that a sidewalk located between a state road and private property would be the Town’s responsibility. He added that he thinks the sidewalk was put in before the State took Route 32 over.~ He then~suggested taking it out of the plan until we get further clarification on whose responsibility it is.
Open space was discussed.~ The Conservation Commission has requested $100,000 each fiscal year or $1million in bonding.~ Barry Wallett asked if we were to purchase any land if it could potentially generate revenue in the future (such as logging). Chairman Bulick said he agrees with Vice Chairman Patton's suggestion of allocating some money if something~else more important comes up, we can use it for that instead was reasonable.~ BOF Chairman Ference said that they want “what if” money and said we could probably figure out a way to pay for it in the time it takes to secure that property if and when it comes up. ~Vice Chairman Patton then added that his other fear is if you put~ $1 million in the bank, then they won’t need any justification and there
would be no negotiating. ~ Barry Wallett clarified in this climate, nothing (land) is moving quickly~ He then asked how we can show them that we support them without funding their request?~ He added if the Conservation Commission came to CIP with a certain piece of property they wanted to purchase, he would be happy to work with them. The placeholder was removed from FY 14/15. ~
After the items were removed, the total came in at $500,535.~~ The Committee reviewed the items that were removed. They decided on returning the CES sidewalk at a cost of $12,000 with an additional $25,000 back into the General Reserve Fund.
Fund 17 was discussed. BOF Chairman Ference stated because of the fluctuation in that account, the Town took less money to offset payroll and that number comes from the BOF. Vice Chairman Patton stated that we need to figure that out and suggested adding $10,000 as a place holder. BOF Chairman Ference noted that the Fire Department is in the process of negotiating again, which could potentially affect the fund as well.
The draft Plan for FY 14/15 is as follows (thus far): ~
Item Cost Fund Source
1980 Station Mortgage pay- off: $65,042 914
Library Bond $223,688 900
2014 sweeper/backhoe $27,524 311
2011 PW pickup truck $24,179 311
Deposit to Gen Reserve $147,000 504
CES Sidewalk / Slab repairs $12,000 930
PW Garage Renovations $20,000 930
Village Hill Drainage Engineering $15,000 ?
Total: $534,433
OFF BUDGET ITEMS (draft) for FY 14/15
WHFD ET249 lease $72,536 17
Replace WFD#1 truck (8 yr) $90,000 17
WFD#1 Ambulance/Pick up $39,847 17
Tr Ambulance grant payroll $50,000 17
WHFD Generator $50,000 02
Replace 1981 ET (WFD#1) $625,000 LEASE
EDC Economic Development study $15,000 02
RRAC Design/ develop ball fields $15,570 02
TOB Building Space Study $20,000 02
Turnpike Road Phase III $30,000 STEAP
Donna will clean up the spreadsheet and email it to the Committee. It will be reviewed further at the next meeting, which will be on Thursday, January 30th at 7:00 P.M.
Chairman Bulick moved to adjourn at 9:14 P.M.
BOF Chairman Ference seconded the motion.
All in favor.
Respectfully Submitted,
Robin Campbell, Recording clerk
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