CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN OF WILLINGTON
TOWN OFFICE BUILDING
January 28, 2015
Members present: Kelly Trueb, Chairman, Stuart Cobb, Donna Latincsics, First Selectman Christina Beebe Mailhos (arrived at 8:18 p.m.), Peter Tanaka, Steven Vera, and Mark Makuch. Members absent: John Patton, Barry Wallett and Alan Ference.
Others Present: None.
The meeting was called to order by Chairman Kelly Trueb at 7:02 p.m.
1. No one was present to speak.
2. Approval of Minutes. Mark Makuch moved to accept the minutes from the January 21, 2015 meeting, seconded by Steven Vera. Vote: 5 yes (Trueb, Cobb, Latincsics, Vera and Makuch) Abstain 1 (Tanaka).
3. Review of fiscal year 15-16 plan:
The five year plan was looked at and discussed. There was some concern about some of the requests for the fiscal years after 15-16.
Donna Latincsics had prepared some different tables to explain where the money sources and expenditures come from and how they all tie into the spreadsheet Table 1 CIP 2015-2019. Donna then went over them with the committee with some help from Stuart Cobb on Fund 17 Emergency Equipment. The committee members thanked Donna for all her work on these tables and mentioned that they were a great help in understanding how everything comes together.
A discussion was had on the pros and cons of the money the town expends for various studies and then some of the studies are never used.
Chairman Trueb explained the different phases of Turnpike Road and the monies that need to be expended for them after Mark Makuch questioned what they were all for.
The focus for tonight is to go over the off budget items for FY 15-16. It was mentioned that the line items above the General Reserve Fund did not need to be discussed as they are already committed funds; therefore the first line item to be discussed is 42 (Hall School Library Roof $10,000). It was decided to leave the $10,000 in that line item as it is definitely needed and more money could be spent at a later time if it isn’t taken care of.
The next line item is 161 (TOB roof and gutters per CM $80,000). This line item was discussed and it was agreed that the roof and gutters on the Town Office Building need to be done; therefore this line item was left at $80,000.
A discussion began on line items 165 (Old Town Hall renovations phase 2 $90,000) and 179 (Old Town Hall painting $100,000). Questions were raised as to what the renovations are that now need to be done. The high priority items were done last year with a STEAP grant, and now these are other items on the list that need to be done. It is believed that the building needs an electrical upgrade among other things. A request for the renovations was not submitted this year; therefore First Selectman Mailhos should be asked what her plans are for the renovations. Chairman Trueb suggested that they approve $100,000 for the exterior painting and repair to the exterior of the Old Town Hall and if there is left over money from the $100,000 after that, they can use that money to continue renovations on the interior
of the building. All were in agreement that this would be a good compromise. The line item for the Old Town Hall painting is now Old Town Hall painting and renovations for $100,000 under Fund 2 (LoCIP) and then the $90,000 will not be coming out of Fund 4 (General Reserve Fund).
The next two line items are 185 (PW replace holder mower $75,000) and 186 (PW replace backhoe $125,000) and these are both lease items. After a short discussion on both these items and maybe selling the present holder mower, it was decided to keep both these items in the FY 15-16 budget.
The next three line items 203 (Turnpike Road phase 3 reconstruct $520,000 STEAP grant), 204 Turnpike Road phase 1 and 2 paving $330,000 STEAP grant) and 205 (Turnpike Road phase 4 paving $10,000 STEAP grant) were discussed along with the STEAP grants. It was decided that the committee needs to ask First Selectman Mailhos about the STEAP grants associated with these line items as it isn’t clear which ones the Town has and which ones are being applied for.
The next line item is 214 (Daleville School Bridge replacement engineering $20,000). The $20,000 for this line item is coming from the left over money from the Polster Road Bridge replacement if approved by the Board of Finance. It will be left in the FY 15-16 budget.
The next line item up for discussion is 243 (sidewalk repair South Willington). It was mentioned that they are trying to make that area a historic district and possibly there could be some grant money. A discussion was had on possible grants for historic areas such as HPTAG (Historic Preservation Technical Assistance Grant) and other grants that are out there. It was decided to leave that line item as is.
Stuart Cobb asked Donna Latincsics where they stand now for the bottom line on FY 15-16 as they have gone through all of the line items in questions. Donna stated that they are right on their goal of $543,000.
At this time they asked some pending questions of First Selectman Mailhos starting with the Hall School playground equipment. First Selectman Mailhos said she spoke to Superintendent Harding and he said that the equipment isn’t a priority this year. It will stay at $35,000 for FY 16-17 for now.
Next First Selectman Mailhos was asked about the Old Town Hall exterior painting and renovations. She stated that she still didn’t have an estimate for the painting of the outside of the Town Hall, and the renovations include upgrading the electrical and maintenance needs to be done there; however maintenance will be ongoing which it isn’t now. Chairman Trueb explained to First Selectman Mailhos their idea of allowing $100,000 for the painting and repairing the outside of the Town Hall and whatever money is left over after that can be used to start chipping away at the inside renovations still needed and move the $90,000 for the renovations out for now. First Selectman Mailhos was in agreement with that. They would also recommend using the same contractor (Converse Painting) that painted and repaired the
outside of the Hill Church and the Tavern as they are both historical buildings also and they both had their repair work and painting done at good prices.
Chairman Trueb asked First Selectman Mailhos to clarify the STEAP grants for Turnpike Road. The spreadsheet reads that there is $850,000 in STEAP grants. First Selectman Mailhos stated that we have $100,000 left over in a STEAP grant from Turnpike Road and have another $500,000 in a STEAP grant also earmarked for Turnpike Road for a total of $600,000. They have applied for another $500,000 that they will be hearing about in the next two months. The numbers were changed on the spreadsheet to read Turnpike Road phase 3 reconstruction $325,000 and Turnpike Road section 1 and 2 paving $275,000 because that money is already there and all that can be counted on at this point. With that money they will pave what needs to be done and then start on the drainage. First Selectman Mailhos stated that the drainage
may come in lower than originally estimated as it has been scaled down from what was originally planned.
The committee next asked First Selectman Mailhos if there were any grants available for the Old Town Hall as it is in the Historical District. She stated that they did receive a grant for the Old Town Hall which was HPTAG. She also stated that the Historical Society also competes for those grants. There also has to be a very specific purpose for these grants and painting doesn’t really fall in that category. It’s possible that the electrical upgrade could be a specific purpose for a grant. Stuart Cobb mentioned that the Connecticut Trust for Historic Preservation has grants out there for critical historic preservation needs which includes exterior restoration and painting for up to $15,000.
Donna was thanked by the committee for all the work she did on the spreadsheets. Chairman Trueb mentioned that for the next meeting they need to look at the out year items and that the $717,191 for FY 16-17, it needs to be dropped to $550,000. A discussion was had on having more hard bids on the submission forms instead of estimates.
The next meeting date was discussed. It was decided that an email would be sent out to everyone to see who is available next week.
Chairman Trueb moved to adjourn the meeting, seconded by Peter Tanaka. Vote: 7 yes (Trueb, Cobb, Mailhos, Makuch, Tanaka, Vera and Latincsics). This meeting was adjourned at 8:49 p.m.
Respectfully submitted,
Eileen Smith
Recording Secretary
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