CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN Of WILLINGTON
WILLINGTON, CT 06279
Meeting Minutes
Old Town Hall
November 24, 2014
Members Present: Members Absent:
Vice Chairman John Patton Chairman Jim Bulick
Barry Wallett BOF Chairman Alan Ference
Kelly Trueb
Peter Tanaka
Donna Latincsics Others Present
Steven Vera (arrived at 7:49 P.M.) Derek Dimmock, Director of Public Works
Stuart Cobb Mark Makuch (prospective member)
First Selectman Mailhos
First Selectman Mailhos began the meeting with a brief tour of the building to show the Committee members what has been done to improve the status of the building. The restrooms have been raised to allow for handicapped access and the kitchen area was removed, and painted. The Committee viewed the basement, which now has a new concrete floor. The Committee then walked around the entire building, which is in need of new paint along with the miscellaneous items that remain on the needs assessment list.
First Selectman Mailhos then called the meeting to order at 7:30 P.M.
1. Present to Speak
No one was present to speak. First Selectman Mailhos noted that Mark Makuch was in attendance and is interested in serving on this Committee. She will recommend he be appointed at the next BOS meeting.
2. Approval of Minutes
Vice Chairman Patton moved to approve the minutes of March 5, 2014.
Kelly Trueb seconded the motion.
Vote: 2 Yes (Wallett, Trueb) 0 No. 4 Abstain (Mailhos, Patton, Tanaka & Cobb)
3. Schedule of meetings (December through February)
Donna noted that she has sent out the email to the various departments to submit their requests to the CIP Committee by December 15th. The CIP Plan is due to the Board of Finance by February 15th, but will also need to be approved by the Board of Selectmen (at their February 2, 2014 meeting).
The meeting schedule will be as follows:
The first meeting will be on December 17th to review the submittals. The next meeting will be held on December 29th and then every Wednesday in January: 1/7; 1/14; 1/21; 1/28.
Vice Chairman Patton asked Donna Latincsics for an update of the present program and the status of the funding sources. He reminded everyone that last year, the requests came in at near $10 million. First Selectman Mailhos added that we got it down to $2million.
Mark Makuch asked for a tour of the current plan. Vice Chairman Patton answered and said it is a five year plan broken up with local funds (corresponds with budget) and then an off budget (leases/ grants and capital reserve); and the Committee tries to put a funding source with any of the requests that are on the plan; once the sources are figured out, that gives us a baseline of the plan. We try to keep the number consistent each year. He warned that you can lease and or bond, but you are going to have to pay for it and figure out how to pay for it.
First Selectman Mailhos clarified that it cannot be assumed that the items that are in the next year plan are going to be done this year. Vice Chairman Patton agreed and stated that priorities might change in a year’s time. He added that the items at the top of the plan (spreadsheet) are the priorities that must be paid out each year – liens, library bond, leases, etc. He warned that we need to make sure that we have enough money to fund these things and want to make sure we are putting money back in
4. Review FY 14-15 plan of progress
First Selectman Mailhos went over the list of things that have been done this fiscal year (since the plan was approved).
• The Station 13 mortgage has been paid off.
• Library bond payment.
• Leased a used sweeper .
• WHFD ET249 lease payment ($72,000) – ongoing for several more years.
• WFD #1 replacement truck – is currently out to bid; and WFD #1 is waiting to get the bids back. Stuart Cobb stated that they might not be ready for the expenditure until next fiscal year.
• WFD#1 Pickup Truck/Ambulance – the Ambulance should be in within the next few weeks and the pick up truck is in service.
• 2014 Public Works Dump Truck – is in service.
• CES Sidewalks & Steps – have been completed.
• WHFD generator – in progress (WHFD is still getting prices).
• EDC Study – the EDC is almost ready to publish the RFP.
• RRAC – Design & Develop concession stand – ready to go to Town Meeting.
• TOB needs assessment – in progress. The bid came in much higher than expected, so we have scaled back the project.
• Renovations at Public Works – Derek has fixed the odor at the garage, and does not feel that the renovations are necessary at this time.
• Turnpike Road Phase 3 – We have received a STEAP grant to move forward with the project, but still need additional funding. We are applying for another STEAP grant (due this week) for additional funding. Even if we get another grant, estimates show we may need additional town funds to complete the project.
• Polster Road Bridge – the Bridge will be completed in a few weeks. The bid came in at $179,000 and was estimated at $370,000, saving us a lot of money.
First Selectman Mailhos stated that we have been busy, the fact that a lot of it is already done makes it seem like we did not have a lot to do last year.
The project list for FY 15/16 year was then reviewed. Barry Wallett stated that there were a lot of roads on the list for this coming year. Other items on the list: roof over HMS library, Holder Mower, Derek Dimmock stated that he does not believe we need a new tractor, just the mower.
Storm water pollution plan at the Transfer Station should remain on the list. It is a requirement of the State DEEP to add catch basins to separate oil from the storm water, in the event of a spill.
A new salt shed was discussed. First Selectman Mailhos noted that the new property purchase (that is currently pending) will give us flexibility. We will need to remove the underground tanks (which are another State DEEP requirement and are where the access road to the new shed would be) and then relocate new tanks in another area.
The SCBA tanks are slated to expire in June of 2018. The proposed cost is $80,000 to replace them. The Fire Department will seek grant funding in the meantime.
Discussion was held on grants. Vice Chairman Patton stated that if an item on this list is important enough to be done, then we should figure out how to pay for it; we cannot always rely on grants, but if we get them, even better.
The general reserve number is what we are hoping to put back into the General Reserve. The yellow number is the total of what we are spending of local funds. A few years back the CIP Committee decided on increasing the number by $10,000 per year. Vice Chairman Patton clarified that we are trying to tie it into the grand list or cost of living increase (about 2% each year).
First Selectman Mailhos stated that she is worried most about the roads. What are we going to do in a few more years? Vice Chairman Patton stated that the roads are in decent shape. The water is the worst thing that can damage them (poor drainage). Derek stated that we should consider delaying the chip seal process for five years and put that money into paving. He stated that the crowns need to be put back on many roads.
Donna will forward the requests to the Committee after she receives them all. (around December 16th). The Committee will meet on December 17th. The projects and numbers will be revised (removing Polster Road Bridge and the tractor, etc.) and will also be presented for the next meeting.
The meeting was adjourned at 8:20 P.M.
Respectfully Submitted,
Robin Campbell,
Recording clerk
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