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CAPTIAL IMPROVEMENT PROGRAM COMMITTEE
TOWN OF WILLINGTON
TOWN OFFICE BUILDING
December 29, 2014
Members present: Chairman, Kelly Trueb, Barry Wallet, Stuart Cobb, John Patton, Donna Latincsics, Alan Ference (arrived at 7:11 p.m.) and First Selectman Christina Beebe Mailhos (arrived at 7:14 p.m.). Members absent: Mark Makuch, Peter Tanaka and Steven Vera.
Others Present: Derek Dimmock, Director of Public Works and Kim Kowalyshyn, Selectman.
The meeting was called to order by Chairman Kelly Trueb at 7:06 p.m.
1. No one was present to speak.
2. Approval of Minutes. John Patton moved to accept the minutes, seconded by Barry Wallet. Stuart Cobb made a correction to the minutes on page three under Fire Department on the last line of the first paragraph; it should read that the fire station at 426 River Road functions much differently than it did in 1980. The motion passed unanimously and the minutes stand as corrected.
3. Review of CIP Submittals. The CIP submittals for review tonight are the Board of Selectman and Public Works. As First Selectman Mailhos is running late, Derek Dimmock will go first with the Public Works requests. Derek was asked to present his requests in order of importance.
The first request is replacement of the backhoe; $125,000 for fiscal year 15-16. The current backhoe is a 1998 with 11,000 hours of use on it, and has parts on it that are either worn out or not operating as they should. A new larger backhoe would make it possible for the crew to complete work that is needed around town, i.e. catch basin replacement, piping, stump removal, etc. The new backhoe would allow the crew to complete projects in less time and they would be able to do more of their own projects without sub-contracting them out. The life expectancy of a new adequate machine would be 25 years. John Patton asked if there were plans for the current backhoe and Derek stated that they would like to keep it and use it for the Transfer Station. Currently they have to share the backhoe between Public
Works and the Transfer Station and it is not available for Public Works use on Wednesdays as the Transfer Station is open and it is needed there. The backhoe they would like to purchase would be the John Deere 410K. A discussion was had as to the pros and cons of buying used vs. new.
The next request is to replace the Holder mower; $115,000 for fiscal year 15-16. It does most of the roadside mowing and has the flail attachment which is small and allows traffic to pass on narrow roads without interrupting the mowing and mows the old landfill with the finish mower attachment. It also has a plow and snow blower attachment that will fit a newer model. This machine has 6,500 hours of use and came back to the garage every day in need of repairs. A new machine would eliminate the costly maintenance and down time for repairs and roadside mowing time would decrease. Derek has looked into buying either a new or used machine. Kelly Trueb asked about the replacing the Ford tractor that was on a previous request but is not being requested now. Derek stated that the Ford tractor does not
need replacing.
The next request is for the Daleville School Bridge repairs; planning, engineering and inspection $20,000 for fiscal year 15-16 and planning, engineering, inspection and construction for fiscal year 16-17. The bridge abutments, scaling on wing walls and joints on stone wing walls all need to be repaired. Rip rap at footings needs to be installed as well as installing coating on all concrete. The super structure was replaced in 1985, and the abutments were installed in 1940. The last bridge inspection on file was in 2011 and it was rated a 5 out of 10. The abutments are structurally sound, but with scaling up to two inches deep that would stop costly replacement of the whole structure. A question arose as to why it hasn’t been inspected in four years. It was mentioned that $310,000 was
appropriated for the Polster Road bridge, however, only $175,000 was needed to pay for the bridge; therefore, there is $135,000 left over appropriated for bridge repair. Al Ference mentioned that the Board of Finance could be asked to move that money from the Polster Road bridge repair to Daleville School Bridge for repairs. Al stated it would take it off of the CIP list if we did some of the repairs. First Selectman Mailhos cautioned that there are still a couple of bills that need to be paid for the Polster Road bridge, so that figure could be less that is available. It was mentioned that there should have been another bridge inspection in 2013. First Selectman Mailhos will check her office to see if it might be there. Al Ference gave Derek a DAS contract number for state bids on bridge repair. This item will be revisited.
The next request is for Turnpike Road resurfacing Phase 1 and 2; $330,000 for fiscal year 15-16. Milling and paving need to be done on Turnpike Road from the Ashford town line to Moose Meadow Road. Now that phases 1 and 2 are complete, the road surface is in need of resurfacing to complete these phases. The road surface has surface deformation, cracking and surface defects. There is $100,000 left from a STEAP 13 grant and there is $500,000 STEAP 14 grant for a total of $600,000 which will take care of the resurfacing and some of the drainage and have applied for another $500,000. Barry Wallet asked why this project is in the CIP if we have the money for it. Kelly Trueb explained that it is still a capital improvement project and grants have to be applied for it. First Selectman Mailhos stated
that the resurfacing should have been done this fall; however, there is a slight holdup on the $500,000 we are receiving as the state wouldn’t execute the documents for the grant because they weren’t specific enough. The documents should be ready for the state in January and then the plan is to resurface in the spring. Using the state bids may bring they cost of the resurfacing down from the $330,000 that is projected.
The next request is for Turnpike Road Phase 3 which entails road reconstruction from the intersection of Moose Meadow Road to Ruby Road; $520,000 for fiscal year 15-16. This section of road is in need of a major overhaul, drainage upgrades are needed to direct water that flows from the banks on the sides of the road into the storm drainage to prevent major icing along this route, and some of the headwalls and storm drain piping have deteriorated and need replacement. If the water was directed into the storm drainage system, the need for constant applying of de-icing material and manpower would cease and the water would not freeze and deteriorate the road surface. The plan would be to apply the leftover money from the STEAP grant for Turnpike Road Phases 1 and 2 towards this to bring the total down. First Selectman
Mailhos mentioned that this project could be broken down into sections and we could do some of the road with the leftover money, and then if we applied for another grant and got it, more could be done, however, the money probably wouldn’t be in until September. John Patton stated that if we don’t get the grant money, this project and the Daleville School bridge project would not both be able to be done this year and if Derek had to choose between the two projects, which would he choose. After some thought, Derek said the bridge project.
The next project is a new salt shed at Public Works; planning, engineering and inspection $25,000 for fiscal year 16-17 and planning, engineering and inspection $10,000 and construction $712,000 for fiscal year 17-18. The building alone for the salt shed would be approximately $90,000, and the size would be 65’ by 100’, Clearspan is the vendor. Al Ference had some information on a slightly smaller structure 50’ by 80’ for $46,974. Al will email this company for a quote on the larger size. One of the reluctances of this committee approving this was they thought it was going to be a temporary structure, which it is not. Questions were asked about sand and salt runoff into the stream and this is one of the reasons why the new shed would be further away from the stream. First Selectman Mailhos
explained that if they were to try to build the existing salt shed now, they would never be able to build it where it is because of zoning changes. She went on to explain that a bigger building is needed because salt cannot be stored outside at all, so if they have to order more than the building can hold, which they have had to do in the past because of the contract, there is no place to put it. They have to pay for a certain amount of salt whether they get delivery of it or not. They also have to test the storm water at Public Works so if there is any runoff, it will show in the sample. This group understands that we need a new salt shed, it’s just a question of where and how much. Derek stated that the price for the salt shed has other prices in there because the fuel tanks have to be changed out in five years either to replace the in ground tanks where they are or go with above ground tanks. In ground tanks require daily monitoring where
above ground tanks would not.
The next project is Resurfacing of Turnpike Road Phase 3 resurfacing the road from Moose Meadow Road to Ruby Road; $400,000 for fiscal year 16-17. When phase 3 of the project is completed, the road surface is in need of resurfacing to complete the entire project. The road surface has surface deformation, cracking and surface defects and resurfacing will eliminate the need for constant patching. A question was asked if roads are graded the way bridges are inspected. The answer was yes, but there isn’t a consultant that goes out on a regular basis to do that like they do with bridges. Another question was asked if there was any information about comparing one road to another. There is a system called GASB (Governmental Accounting Standards Board) that the Town has used which measures the length and
width of the road and collects information about cracking, grading roads, the conditions of catch basins, outfalls, drainage etc., however the information at the Town Garage is limited and inaccurate. Traffic and lack of drainage are probably what damage the roads the most. First Selectman Mailhos mentioned that there are consultants that do GASB.
The next project is Renovations to the Public Works Garage which would include removing plastic skylights, adding lighting, installing metal roofing in place, removing plastic corrugated sheeting and installation of energy efficient windows; construction $20,000 for fiscal year 16-17 and construction $10,000 for fiscal year 17-18. The existing plastic skylights are brittle, add very little light and are a point of heat loss which could be corrected with replacement of metal roofing and insulation. The side plastic panels also add very little light; they also are a point of heat loss. By adding energy efficient windows, it will allow for additional light and thermal heating during the day. Additional lighting is needed on cloudy days as well as night when equipment repairs are needed during storms. The
renovations would be split between two years with skylight removal and window installation in 15-16 and lighting in 16-17. If this project were to be done, heat and electrical costs would go down due to energy efficient windows and natural light on sunny days. Of note we haven’t spent any money on propane this year as Derek bought a used furnace to burn the waste oil. The furnace that was there for that purpose wasn’t working although a lot of money had been spent on repairs to it. Using the waste oil from the Transfer Station is working out well and we haven’t spent any money on propane so far this season. A question was asked about the company that came through to do energy efficient lighting if they did any other energy type things and the answer was no that’s not what they were there for, just to change any lights to energy efficient lights. Kelly Trueb asked for a clarification on this request. On the top of the sheet it
mentions the work being done in 15-16 and 16-17, but at the bottom of the sheet it is listed in 16-17 and 17-18. Derek stated it should be 15-16 and 16-17 at the bottom of the sheet.
The next request is for Transfer Station Crack Sealing (crack seal the parking lot); construction $20,000 for fiscal year 15-16. The Transfer Station parking lot has alligator cracking and transverse cracking. Regulations for a permit to operate under DEEP guidelines require crack sealing on any asphalt areas. This has never been done and numerous repairs are needed. This will be a yearly budgeted item once this has been completed. Having the crack sealing done will save on costly repairs due to water infiltration and/or a fine from DEEP. A question was asked as to what the yearly cost would be added into the budget. Derek estimated around $7,000 per year for upkeep.
The previous discussion leads us into the next request which is to install storm water interceptors at two locations; construction $35,000 for fiscal year 16-17. This is part of the storm water plan that we should have had in place a long time ago. The maintenance going forward once this is done would be to pump it out like a catch basin.
The next request is to replace the 2001 Chevy pickup and plow that is used five days a week; equipment purchases $50,000 for fiscal year 16-17. This truck is used to plow the Town facilities and has 195,000 miles on it and is toward the end of a dependable life expectancy. This truck is used by the crew as a utility vehicle to carry tools needed for various projects. Derek believes this pickup was bought used a couple of years ago for about $10,000 and $5,000 to $6,000 in repairs have been put into it and you still have an old vehicle, and right now the head gasket is leaking. He said you can continue to buy used vehicles, but then you may end up sinking a lot of money into them like this one. He would prefer a new one was purchased. A question was asked what the difference was between Derek’s truck
and that truck besides the extended cab. It also has a utility body and the crew uses it to take to seminars. All vehicles are being used a lot more now than in the past. It was noted that the crew has done a great job cleaning up the sides of the roads.
The last request for Public Works is Village Hill Road drainage phase 1 which would improve drainage on Village Hill Road from the bridge at Village Hill Park to Pinecrest Road; planning engineering and inspection $15,000 for fiscal year 18-19 and construction $285,000 for fiscal year 19-20. 16 catch basins and piping would be installed and the road would be repaved. This would upgrade the drainage to handle the capacity of runoff and he would also like to address the drainage issue at 176 Village Hill Road (Braithwaite’s). There is a huge problem there with drainage (pond like) and Derek would like to see something done there even if it’s just a temporary solution.
Moving on to the Board of Selectman’s requests, First Selectman Mailhos began with the Old Town Hall. Now that all the work has been done to the Old Town Hall, the exterior needs to be painted. She believes it would be around $100,000, but they aren’t to the point of getting an estimate yet. A discussion ensued regarding the fact that this is a historical building in the historic district and what might need to be done in that regard. It was decided that Alice Cassells from the Federated Church and Bob Shabot from the Historical Society would be contacted as both the church and the tavern have been recently painted (also in the historic district). First Selectman Mailhos feels that it might be a good idea to have a building committee for this project with it being a historical building, and when getting
estimates, the contractors may have different ideas on what to do.
The next request is sidewalk repairs. There isn’t really an estimate for this project at this time. The first $10,000 of this request would be for the engineering and what the plan would be. Karl Acimovic, Town Engineer, did do some preliminary estimates on this based on what is already there, however, the Board of Selectman discussed this and they felt that they might not have to replace all of it. There are sections that don’t need replacement they could just be taken out and replaced with grass. The Town would probably have to pay for the first $10,000 to come up with a plan, but after that grants could be applied for to pay for the rest. There are a lot of grants out there for this kind of project. Surrounding towns have received grants for revitalization.
The next request is for the Town Office Building. This year they had the drawings made up of the building and there is going to be a structural engineering study of the common room to see how much weight the floor above the conference room can hold, and to see if that is a viable option to move office space around up there if they ever wanted to do that, which they might want to do if they could. Once they find out what their options are which should be in the next couple of months, it would be nice to have some plans drawn up and do that within the next 18 months which is what this budget covers. They are estimating that the planning and engineering would be $20,000 and construction would be $50,000. They received $20,000 to do a study on the building and they went out to bid and the lowest bid came in at
$35,000, so they didn’t award it as bid but are doing it piecemeal. They just did the mapping and now they are doing the structural part and after that they will have at least another $10,000 left to see what else they can do with it. The roof on the main part of the building needs to be replaced and the roof over the Financial Office was built wrong. The roof would be separate from the rest of the building and about another $80,000. They would like to move all of the business part of the Town upstairs and have Youth and Family Services and the Rec Department downstairs so that anyone coming in to deal with any issue could come in the front door and be on one floor and all the employees could interact with each other.
First Selectman Mailhos was asked out of those projects which would she really like to see get done over the next couple of years. She stated that the roof over the main part of the Town Office Building really needs to be done as well as the painting of the Old Town Hall.
Both First Selectman Mailhos and Derek Dimmock were thanked for presenting their projects to the CIP.
John Patton moved to adjourn the meeting, seconded by Al Ference. The meeting was adjourned at 9:17 p.m.
Respectfully submitted,
Eileen Smith
Recording Secretary
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