CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT 06279
Meeting Minutes
Town Office Building
January 30, 2014
Members Present: Members Absent:
Chairman Jim Bulick Vice Chairman John Patton
Barry Wallett
Kelly Trueb
Tyler Millix
First Selectman Mailhos
Donna Latincsics
Peter Tanaka
BOF Chairman Alan Ference
Chairman Bulick called the meeting to order at 7:04 P.M.
1. Present to Speak
No one was present to speak.
2. Approval of minutes
Kelly Trueb moved to approve the minutes of January 23, 2014 as written.
BOF Chairman Ference seconded the motion.
Chairman Bulick requested to make a change to page 3; last paragraph; third sentence should read: “Chairman Bulick reminded everyone that we have looked at that a year or two ago and decided it is not worth it, but we should review it again”.
Vote: Yes (J. Bulick, B. Wallett, K. Trueb, T. Millix, C. Mailhos, P. Tanaka) 0 No 1 Abstain (A. Ference)
Peter Tanaka moved to approve the minutes of January 27, 2014.
BOF Chairman Ference seconded the motion.
Chairman Bulick requested the following change be made to the second page: last paragraph second sentence: Chairman Bulick stated that it is hard not to do the highly travelled roads Turnpike Road or Village Hill – both roads have good arguments. Fourth page: fourth paragraph; last sentence should read: it was stated that everyone does the same thing we do and keep them for 20 years. (Clarification –Chairman Bulick did not say it).
Vote: Vote: Yes (J. Bulick, B. Wallett, K. Trueb, A. Ference, P. Tanaka) 0 No 1 Abstain (T. Millix, C. Mailhos)
3. New Business:
A) Working Session for CIP Plan (including Review of WFD#1 mortgage /loan)
Chairman Bulick opened discussion on the apparatus request from WFD#1 to get clarification on the questions that arose at the last meeting.
BOF Chairman Ference asked Chief Millix and Stuart Cobb (Emergency Management Director) the difference between a custom and commercial apparatus. Stuart Cobb stated that the trend has changed over the years and because of safety issues such as more visibility in the cab, beams and supports are also added to a custom vehicle to support a roll-over, in the event it ever happened. In addition, the wheelbase is shorter and it has compartments to hold the equipment and keep it clean and organized. Chief Millix added that commercial apparatus does not have the support in the cab area that a custom apparatus does as noted in OSHA & NIOSH (National Institute of Occupational Safety &Health) accident reports. He then added that a custom truck has airbags and other support built in to protect the fire-fighters.
Lastly, he clarified that the custom cab was chosen because of the safety features, not to seat 4 or 6 firefighters in there. Peter Tanaka asked for further clarification that custom is for the fire service in general; not custom to the fire department. Chief Millix stated yes, it is for fire service in general. BOF Chairman Ference asked the price difference between custom and commercial. Stuart Cobb replied around $30,000, but the costs have gone down over the years, where 10 years ago, the difference would have been an extra $130,000.
Stuart Cobb added that we also have to follow NFPA standards, which also drives up the costs on the apparatus which is outside our level of control.
BOF Chairman Ference asked for clarification and the cost associated with the CAFS (Compression Air Foam System). Chief Millix stated that the CAFS has worked great especially in situations with limited man power. Stuart Cobb stated that CAFS is a class A foam, made up of bubbles blown out by compressed air that sticks to a surface (such as a wall) rather than running down the wall, like plain water. The bubbles/foam also cool and moisten the area and the hoses are lighter in weight than regular hoses. WFD#1 purchased the CAFS to offset limited man power and water and has worked well with an added benefit reduces property damage. Mr. Cobb added that the foam is 3.5 times more effective than using plain water. The cost of operation is low; however the upfront cost is expensive – up to an
additional $20,000 to $40,000 for a system in the truck.
Peter Tanaka stated the part of the discussion at the last meeting was the cost of the apparatus. $625,000 seems expensive. Stuart Cobb stated WFD#1 started looking at the bidding process Mansfield recently went through. They were looking at a 1,000 gallon CAFS custom cab and the bids came in between $575,000 and $595,000. WFD#1 members also had vendors come to the department a few years ago to give some price estimations. Chief Millix clarified that we are looking at 2,000 gallons and a tandem axle, so that is where the higher cost is coming from. He added that there is no science to this – we are just looking at what other towns are doing. He then added it is hard to get a vendor to come in and work on a custom quote that is time consuming unless they know you are going to give them
your business. Discussion was held on the bidding process and the truck specifications. Stuart Cobb stated that some vendors will not even give quotes if they know they have competition. BOF Chairman Ference clarified that the price may be elevated when you are only looking to purchase one truck. Chief Millix agreed and stated that the profit margin is very low for the manufacturer when you only purchase one truck and want it to last for up to twenty years. BOF Chairman Ference then asked can we afford to pay for it and how are we going to pay for it if Fund 17 sustained that type of lease.
Chairman Bulick moved the meeting along to review the CIP Plan with the changes that were made at the last meeting. He reminded everyone that this is our last scheduled meeting and the plan will go before the Board of Selectmen on Monday.
B) Approval of CIP Plan (to date)
Donna stated that the $140,000 lease on the dump truck needed to have a corresponding lease payment coming out of 311 (under local funds). She added an estimation of leasing the dump truck and the fire truck together for an 8 year term at a 4.5% rate; would be $20,000 per year. She added that she was being conservative on the rate and could probably get a lower rate and was planning for the worst case-scenario. This is based on FY 14/15. BOF Chairman Ference asked when the truck was approved as he does not remember talking about it.
Donna then clarified that the $20,0000 payment needs to be added back into FY 14/15. BOF Chairman Ference questioned when that was approved. He does not recall when it was placed on the plan. First Selectman Mailhos noted as far as she knew, it had been in the plan all along. Donna noted that something will need to be removed from the plan to stay on target of the $534,000 number. At that point the deposit to the General Reserve was decreased by $20,000 to offset the difference.
First Selectman Mailhos stated that she has received a ruling from the Town Attorney regarding the sidewalk on Route 32 and was told there is a very real possibility that we are responsible to fix it, according to state statutes. Chief Millix asked for clarification about maintenance of the sidewalk. First Selectman Mailhos clarified that the State also has statutes regarding snow removal, of which the Town is not responsible.
First Selectman Mailhos noted there might be grant funding available to offset the cost of replacing and repair. She has never looked into it before, because was never aware that the Town had any sidewalks under our jurisdiction. Discussion was held on how many people use the sidewalk. The estimated cost ($34,000) is to fix the sidewalk only in front of the Mill Works building. Chief Millix asked if we could patch it instead of digging the entire thing up. BOF Chairman Ference suggested making the minor repairs to the areas in need while the Town pursues grant funding. First Selectman Mailhos added that she would like to hold a few more meetings on this (having the Town Attorney discuss it with the Board of Selectmen) before making a decision on this. BOF Chairman Ference then asked if it would
make more sense to take it out of the Capital Reserve Fund instead. The $34,000 will be put in FY15/16 under "off budget" fund 04 for now.
Donna stated that Turnpike Road $450,000 (FY 15/16) needs a funding source. First Selectman Mailhos clarified we expect to have $30,000 remaining from STEAP funding to begin phase 3, however, phase 3 is expected to cost around $400,000. She clarified that we will not be able to hold onto the STEAP money ($30,000) for that long (into FY 15/16) so we will need to move quickly. We are going to apply for another STEAP grant in the meantime. The paving project must be pushed out to FY 17/18 as it could cost up to $900,000. Discussion was held on the timing and funding sources. First Selectman Mailhos noted that Turnpike Road cannot wait until FY17/18 and needs to be done sooner. The project was then pulled into FY 16/17 under bonding as a funding source.
The PW salt shed, which was originally proposed at $400,000 was discussed. BOF Chairman Ference stated that he found an alternate design, which is similar to the one the town of Mansfield recently put up (on Route 32). The proposed shed BOF Chairman Ference suggests is smaller, (50' x 40'), and would hold 500 tons of salt and would be substantially cheaper. First Selectman Mailhos warned that it will also need Planning & Zoning approval. The cost of the alternate shed is cheaper. That line item was decreased to $150,000 for FY 16/17; funding source 930. Donna warned that the funding on that line item will lapse on June 30, 2015, so that work must be finished by that date.
Polster Road Bridge was discussed. Chief Millix asked how we are going to fund it. Discussion was held on how other Towns have funded bridges in the past. Chief Millix then asked if we want it done in FY14/15. First Selectman Mailhos stated that we should try for 14/15. Chief Millix asked how many people in Town have called to complain about it. Robin Campbell stated that we have had calls, but the ones who identify themselves are from Stafford. BOF Chairman Ference stated our only option is to fund it from the General Reserve if we are going to pay for it. Chairman Bulick noted that we had discussed bonding it with paving Turnpike Road in two years. BOF Chairman Ference then asked about STEAP funding. First Selectman Mailhos warned that we aren't guaranteed STEAP
funding. Chief Millix warned that we would be under the gun to get everything done if we bond it. He then asked how critical it is from the perspective of Willington residents to fix it. First Selectman Mailhos clarified there are three houses that are cut off and it is most likely pretty critical to them. Chief Millix suggested polling the residents who live up there to see how they feel about it being closed; adding that it is going to cost a lot of money to fix it. He then stated that they might be happy now that it is closed, because they no longer have tractor trailer trucks driving up and down the road. BOF Chairman Ference asked what our obligation is to a road that has always been open. First Selectman Mailhos clarified that funding will need come from the fund balance and be a Town decision, one that will ultimately go to Town Meeting. Chairman Bulick then suggested leaving the funding source
under the fund balance. It is not committing us to do so unless we feel an urgency to do it. He clarified that we are under no obligation. Barry Wallett clarified that he would prefer to use State money to fund the repairs.
Village Hill drainage engineering (near #176); $15,000 funding source has been clarified to #930 for FY 15/16
Mower/holder ($85,000) and tractor ($98,000) also moved to FY 15/16; funding source: Lease. Chief Millix clarified that the new Public Works Director may change the plan as there are many unknowns.
Chairman Bulick reviewed the plan numbers for the out years as outlined in the CIP summary. The numbers are based on a 2% increase each year as what was approved. The numbers are as follows:
FY 15/16: $566,122 - (approved plan $545,000)
FY16/17 is currently at $591,000 (approved plan: $587,000)
FY17/18 is set at $559,039 (approved plan: $600,000)
Chairman Bulick stated he is working on the plan and would like to add comments that have been made at all of the meetings, such as the road alignments and Vice Chairman Patton's discussions on earmarking funds. He is working away at it and asked the CIP members for feedback. He will have it ready for the Board of Selectmen's meeting on Monday, February 3.
Chief Millix moved to accept the CIP Plan for recommendation to the Board of Selectmen.
Peter Tanaka seconded the motion.
Vote: 7 Yes (J. Bulick, B. Wallett, K. Trueb, T. Millix, C. Mailhos, P. Tanaka & A. Ference)
0 No.
Donna will clean up the spreadsheet as per the discussions and will send each member of the CIP a copy of the “Finance Dictionary.”
BOF Chairman Ference moved to adjourn the meeting.
Peter Tanaka seconded the motion.
Vote: 7 Yes (J. Bulick, B. Wallett, K. Trueb, T. Millix, C. Mailhos, P. Tanaka & A. Ference)
0 No.
First Selectman Mailhos noted that this was the most pleasant year of preparing the CIP Plan and thanked the members and Chairman Bulick for their time.
Respectfully Submitted,
Robin Campbell,
Recording clerk
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