CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN OF WILLINGTON
TOWN OFFICE BUILDING
January 20, 2016
Members present: Stuart Cobb, Donna Latincsics, Peter Tanaka, First Selectman Christina Mailhos, Jim Bulick, Chairman Kelly Trueb, Mark Makuch, and Barry Wallett. Members absent: John Patton and Steven Vera.
Others Present: Derek Dimmock, Director of Public Works, Tina Binheimer, Animal Control, Selectman Kim Kowalyshyn, Josh Strickland and Mike Kenderdine.
The meeting was called to order at 6:32 p.m. by Chairman Kelly Trueb.
1. Approval of Minutes.
The minutes from the January 14, 2016 meeting were discussed. It was noted that Barry Wallett’s name is spelled with two t’s and a parenthesis needed to be added after Trueb in the vote for the December 30, 2015 minutes.
Peter Tanaka moved to accept the minutes as corrected, seconded by Stuart Cobb.
Vote: 7 yes (Mailhos, Cobb, Latincsics, Tanaka, Wallett, Makuch and Trueb), 0 no, 1 abstain (Bulick).
2. Animal Control.
Animal Control Officer Tina Binheimer was present to speak for Animal Control and had one submission for a “Replacement Vehicle for Animal Control” in fiscal year 2016-2017 for $38,000. Tina states that the vehicle she is currently using is a 2002 Ford Ranger pickup which was purchased in 2012 for $10,000. The pickup is no longer dependable as it breaks down a lot and has to be towed. The Public Works crew has made several repairs to the vehicle and she believes it will be time for a new vehicle in the next year or so. Derek Dimmock, Director of Public Works, explained some of the repairs they have made to the vehicle lately.
A discussion was had on what kind of vehicle should be purchased. Barry Wallett asked how often the vehicle was used and Tina replied that it varies. She could use it five times in one day and then go a few days without using it. Mark Makuch asked where the vehicle was housed and why four wheel drive was needed. Tina stated that the vehicle is housed in Tolland where she lives (she is also the Animal Control Officer for the Town of Tolland and uses a Town of Tolland vehicle when she is responding to calls in Tolland), and she uses this vehicle when she responds to calls in Willington which could be in any type of weather. Kelly Trueb asked how many miles she has put on the truck in the last four years. Tina said she has put about 30,000 miles on the truck since it was purchased. Mark Makuch asked
if Tolland’s vehicle could be used in Willington if Willington paid them a fee and Tina stated no because they have an Assistant Animal Control Officer that also used that vehicle. First Selectman Mailhos mentioned that they have discussed regionalization with Tolland for Animal Control over the past few years, but have not figured out a way to make it affordable for both towns yet. A discussion was then had on regionalizing with Tolland. Perhaps this is the year to combine shared services.
Mark Makuch asked what kind of vehicle is needed to do the job. Tina stated that she would either need a full size SUV or a small pickup with a cap. The vehicle has to be large enough to fit two large crates, hold her equipment and she needs to be able to clean it out. The SUV would be preferable to a pickup because when there is extreme weather (hot or cold), she isn’t able to regulate the temperature in the back of the capped pickup; with an SUV she would be able to regulate the temperature.
A discussion was had regarding the Animal Control Officer using her personal vehicle and being paid mileage vs. buying a new vehicle. First Selectman Mailhos stated that it should be a Town vehicle as the vehicle needs to have the Animal Control logo on it so people know who she is when she arrives on scene. Tina stated that the vehicle should also have amber lights on it as she responds to I-84 on occasion without the assistance of the State Police or the Fire Department, and without the lights it is very dangerous. Stuart Cobb mentioned that the State has a contract for pickup trucks, dump trucks, etc. and that they are very competitive with their pricing. WFD#1 purchased their pickup truck through the state bid and got a good deal on it. He stated that the State shops around for vehicles for their fleets to
get the best prices and municipalities are also able to get those prices through the State contract. First Selectman Mailhos mentioned that the Town could look into that as opposed to shopping around for one as the State has already done that.
The Committee is in agreement that another vehicle is necessary, whether it be new or used is still unanswered. The committee would like Tina to come back to the Committee with more information on a less expensive vehicle that will work for her, perhaps checking into the State contract and other options on vehicles. Tina was thanked for her time and told she is appreciated for the job she does.
3. Public Works.
Derek Dimmock, Director of Public Works was present to speak for Public Works (PW). The first submission is “Public Works Environmental Reconfiguration” (New Salt Shed/Underground Fuel Tank Replacement with above ground tank) in fiscal year 2016-2017 $25,000 for planning, engineering and inspection, and in fiscal year 2017-2018 $722,000 for construction. These are rough estimates supplied by Town Engineer Karl Acimovic which are the same numbers as last year. The Town has also applied for a $500,000 STEAP Grant to cover some of the costs; however, the outcome of the grant will not be known until at least September. Derek stated that he was asked to check into some structures for the salt shed other than the one he presented last year which was a ClearSpan Fabric Structure. Derek looked into the
ShelterLogic which the State uses. The ShelterLogic is $14,000; however, the ShelterLogic is only a 10 year warranty on the frame and a 10 year warranty on the fabric and the ClearSpan has a 50 year warranty on the frame and a 20 year warranty on the fabric.
Mark Makuch questioned the condition of the current salt shed and Derek stated that there are cracks in the foundation as shown in the pictures provided. Peter Tanaka asked Derek about the need to move it environmentally. Derek stated that there is runoff from the salt and sand to the stream below the salt shed and PW maintains a silt fence to regulate it. Derek explained that included in these figures isn’t just the salt shed; it would also be removal of the underground fuel tank (which by State regulations has to be removed by 2018) and installing an above ground tank where the present salt shed is. The reasoning behind having the above ground tank there is that it would be much easier for all vehicles that fuel up there (PW vehicles, all Town busses and the Fire Departments). They would be able to pull in
and make a circle to fuel up instead of the present situation where the vehicles have to back in. Sometimes the busses are lined up in front of the garage waiting to fuel. It would also allow for future expansion of the PW garage if the tank and pump were moved. Diesel is what is now provided in the underground tank, but the thinking is if the above ground tank was installed, gasoline could also be provided for all the Town vehicles that are gasoline powered (they now have to go to a gas station with a Town credit card).
Derek has cut the price of the salt shed foundation from $135,000 to $100,000 with a different quote. Derek explained that because the wages have to be scale wages, it drives the cost of the project up by 25 percent. A discussion was had on the cost of the structure, the total cost of the project (including the underground fuel tank replacement), keeping the current salt shed where it is and fixing it and why it needs replacing (built in 1990/foundation cracking).
A question was asked about putting the fuel tank and salt shed at the bus lot, and First Selectman Mailhos gave some background information on the fact that they had looked into that at one time; however, there isn’t someone there all day to monitor the fuel, it can’t be kept secure, it’s not convenient for PW to premix their material or get their fuel, it’s not easy getting in and out of the bus lot, there isn’t a generator at the bus lot to run the pumps during a power outage and there is a water supply area there to consider also; it was never an ideal option. Derek stated that under the storm water pollution prevention plan that was sent to the State, it calls for construction of a new storage facility pending availability of funding. Where the salt shed currently is, silt fence has to be put around the perimeter
because of runoff. The Committee would like to see what it would cost to fix the present salt shed and get tighter numbers on the plans for the new salt shed/fuel tank replacement.
The second and third submissions were discussed together. The second submission is “Resurfacing of Turnpike Road Section 3” in fiscal year 2016-2017 for $360,000. The third submission is “Turnpike Road Section 3 Drainage” in fiscal year 2016-2017 for $325,000 ($12,500 for planning engineering and inspection and $312,500 for construction). Derek states that originally $900,000 was requested to pave the entire road; however, almost half the road was paved this summer (Sections 1 & 2) and that number has been reduced to $360,000. The total cost of the two projects is $685,000 and they have $500,000 from a STEAP grant from last year earmarked for these projects; therefore, that grant will completely cover the drainage project and $175,000 of the resurfacing project. The Town will be responsible for
$185,000 of that entire project. First Selectman Mailhos stated that she was told that the Town did not get the grant in 2015 when they had asked for another $500,000 for Turnpike Road; however, on Monday she was told that the State had extra money and they would be distributing some more STEAP grants and would we still like our project to be considered. First Selectman Mailhos, of course, told them that she would like the project considered for the STEAP grant. She isn’t sure what it is all about or when we would hear about it but it’s usually in September when they find out about the grants. With all the proper approvals, these two projects could be completed by the fall of this calendar year.
The fourth submission is “Schofield Road Drainage” in fiscal year 2019-2020 $15,000 (planning, engineering and inspection and in fiscal year 2020-2021 $350,000 (construction). Derek stated that this would like to install catch basins and piping from Rt. 32 up one mile on Schofield Road to the crest of the hill. Drainage would be installed for a distance of one mile to direct water into catch basins. There are a number of leak offs that run on to residents’ properties with drainage swales to direct water around houses. A portion of Schofield Road water is directed through the woods and dumps onto a resident’s property on River Road. First Selectman Mailhos stated that this project has been on and off the list for over 20 years.
The fifth submission is “Village Hill Drainage Phase 1” in fiscal year 2016-2017 for $250,000. Derek stated that this is to improve the drainage on Village Hill Road from the bridge at Village Hill Park to Pinecrest Road; 16 catch basins and piping would be installed. Derek stated he would be taking care of the drainage problem at 176 Village Hill Road, which is a different area of the road and not part of this submission. Derek states that the 241 area of Village Hill Road is also in need of drainage, but there’s no place to put the water at this time.
The sixth submission is “Wood Chipper Replacement” in fiscal year 2017-2018 for $47,000. The current wood chipper is 26 years old; it has 2,500 hours on it, however, the hour meter is broken so the exact amount of hours is unknown. The feed system is worn out and jams up. The belly and top band housing are worn thin from years of use. When the feed system jams, there is a two hour down time to take the chipper housing apart to free material. Derek stated that with a 25 year life span, the cost per year for a new wood chipper would be $888. The current wood chipper when purchased was $13,500 and it was money well spent; the wood chipper is used very often, and it is the only wood chipper in Town. Renting one wouldn’t be an option as it is used regularly when cutting brush on the sides of the roads
and in emergencies during storms.
Derek gave an update on the “Daleville School Bridge Repairs”. They are waiting on documents to go out to bid. The funds for this repair are what were left over from the Polster Road bridge repair and according to the estimates; the funds should cover the repair. All the approvals for the repair are done and this project should be completed this year.
The seventh submission is “Replace 2007 International 7400” in fiscal year 2018-2019 for $175,000. The plow trucks have been on a 12 to 14 year replacement and this truck is in line for replacement next going with that program. Derek states they have had problems with the International trucks. The bell housing on this truck has been replaced for $5,600. This is a known problem with the Internationals; however, there is no recall for it and the company won’t admit a problem with it. A discussion was had on the truck leases and when they will be paid off. Derek would use this vehicle to a backup vehicle when a new truck was purchased.
The eighth submission is “Replace 2001 Chevy Pickup” in fiscal year 2017-2018 for $50,000. This truck is used five days a week. It is the maintenance truck for the crew. It has 195,000 miles on it and it’s toward the end of its life expectancy. It is used to plow the schools parking lots.
Barry Wallett asked Derek why PW couldn’t run a pickup truck down the sidewalks in front of Hall School instead of having to buy a tractor for Hall School. Derek stated that a pickup truck would be too wide to do that along with telephone poles that would be in the way. Barry asked if the old holder mower that PW still has could be used at Hall School and Derek stated that it isn’t dependable. A discussion was had on the tractor that the Board of Education is requesting, who mows the school lawns, contracting out the snow removal and whether that would violate any union contracts.
The ninth submission is “Renovations to Public Works Garage” in fiscal year 2016-2017 for $20,000 (construction) and in fiscal year 2017-2018 for $10,000. Derek states they would like to install ductless mini splits in the office and break room, install more lighting in the garage area and parts room and replace broken and deteriorated weather stripping around garage doors. The office and break room are currently heated with electric heat. The mini splits would be much more efficient and would be better for both heating and air conditioning. Right now the office uses a portable air conditioner unit that is direct vented out the window. The unit takes up quite a bit of space in a small office with two people in it. Currently there isn’t any air conditioning in the breakroom. One unit outside
will take care of the office and the breakroom.
Jim Bulick asked if there were any paving projects that needed to be put on the CIP plan. Derek stated no, the crew is doing a lot of their own paving now.
The tenth submission is “Install Storm Water Interceptors” in fiscal year 2016-2017 for $35,000. This project would be to install water interceptors at two locations at the Transfer Station. If this is not done, fines could be imposed by DEEP. Public Works would do the installation of the water interceptors.
Mark Makuch asked Derek about the improvements that have been made to the Public Works garage. Derek stated they are still waiting on the finished product, but almost all of the windows are in and they have noticed a big difference in the garage. There is now a lot of sunlight in the garage and the heater doesn’t run as much.
First Selectman Mailhos stated Derek presented his budget to the Board of Selectman and he has a reduction in the Transfer Station and this is in part by having the old backhoe at the Transfer Station all the time as they are able to compact a lot more and have less call-out for containers (which is $150 per call-out).
4. Plan Discussion.
It was decided that they would like to have Superintendent Harding come back to a CIP meeting and answer some of the questions they have regarding his requests.
Peter Tanaka moved to adjourn the meeting, seconded by Stuart Cobb.
Vote: all yes.
The meeting was adjourned at 8:25 p.m.
Respectfully submitted,
Eileen Smith
Eileen Smith
Recording Secretary
Board of Selectmen
860-487-3100
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