CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN OF WILLINGTON
TOWN OFFICE BUILDING
January 27, 2016
Members present: Stuart Cobb, Donna Latincsics, Peter Tanaka, First Selectman Christina Mailhos, Jim Bulick, Chairman Kelly Trueb, Mark Makuch, John Patton and Barry Wallett. Members absent: Steven Vera.
Others Present: Superintendent David Harding and Deputy Chief Tyler Millix from Willington Fire Department #1 (WFD#1).
The meeting was called to order at 6:39 p.m. by Chairman Kelly Trueb.
1. Approval of Minutes.
The minutes from the January 20, 2016 meeting were discussed.
Peter Tanaka moved to accept the minutes, seconded by Stuart Cobb.
Vote: All yes.
2. Present to Speak.
Superintendent Harding was present to give the Committee more information on some of his submissions and to answer any questions the Committee might have. Superintendent Harding stated that the Board of Education (BOE) has approved all of the submissions that he submitted to the CIP Committee on January 14, 2016. Kelly Trueb noted that she explained to Superintendent Harding that all submissions included in the plan have to be submitted every year even if you have submitted them in a previous year because they have to be approved again. Superintendent Harding stated that the BOE has added a submission to their packet for the playground equipment for Hall Memorial School (HMS) back into the plan for fiscal year 2016 -2017, but have reduced the figure from $35,000 to $15,000 as they wish to reduce the amount of playground
equipment needed at Hall School.
Superintendent Harding then responded to questions the Committee had about the generator submission for Center Elementary School (CES). He stated that there are two options for the generator. The more expensive option ($57,000 to $63,000) would run the whole school and the less expensive option ($38,000 to $42,000) would run the water and the heat and would be able to power approximately 20 percent of the building’s needs. Superintendent Harding stated that because the generator is pushed out to fiscal year 2018-2019, they will get multiple bids on a generator as well as a different KW. A discussion was had on the difference between the two sizes of generators, how the school has handled power outages in the past and should consideration be taken as to planning ahead for what that building might be in the future
or only consider what size generator is needed to run the basics of the school.
Superintendent Harding stated that he was ready to answer any questions the Committee had about the tractor for HMS. He stated that the tractor submission has been changed from $20,000 to $25,000 as the quote now includes the snow blower. Mark Makuch stated that one of the questions with the tractor was whether it made more sense to hire a contractor to take care of snow removal or buy the tractor. Superintendent Harding stated that the board did discuss hiring a contractor, but they were concerned about the reliability of a contractor when the snow needs to be cleared by a certain time for the opening of the school day. Mark Makuch asked if the tractor would be used other than just snow removal and Superintendent Harding said that eventually they would like to use it for mowing and mulching. He also
stated that they have a shed where the tractor could be stored. Barry Wallett asked how many workers need to be called in for snow removal and is there a minimum amount of hours they get when called. Superintendent Harding stated that they get a minimum of 4 hours (overtime) when they are called in and they usually call in 4 or 5 people. They also have to have the walks ready for the Rec. Department on the weekends for their programs. First Selectman Mailhos asked if there would be union problems if the work was subcontracted out. Superintendent Harding stated that he doesn’t think so because other maintenance work at the school is contracted out. Superintendent Harding will check into prices regarding contracting out the snow removal along with some mowing around the school, whether there would be contract issues with the school employees in contracting this out and get back to the Committee at a later date.
Barry Wallett asked Superintendent Harding whether or not the funds to replace the two heaters in the CES gym (fiscal year 2016-2017 for $15,715) could be taken out of the BOE budget that is set aside for repairs. Superintendent Harding stated that it is possible, but he would have to check into that.
Superintendent Harding was thanked for coming back to answer questions.
As requested by the CIP Committee, Public Works provided a list of cars from the State contract for the Animal Control Officer. As the Committee looked through the list of cars, a discussion was had on whether or not the holes in the present truck could be repaired, if a new vehicle is what is needed, and that there is a variety of vehicles on the list with much lower prices than what was quoted on the submission for a new vehicle ($38,000). First Selectman Mailhos mentioned that the Selectmen will be meeting with the Town of Tolland on Friday regarding Animal Control to talk about possibly combining the service for the two towns. First Selectman Mailhos would like to see Willington pay Tolland for the Animal Control service needed in town, which would allow the ACO to be full time between the two towns. The vehicle
would be offered by Tolland and in turn, Willington would host the Pound, as our facility is better. It was decided to reduce the amount requested for the new vehicle to $28,000, and then if the two towns settle on a combined service, the vehicle won’t be needed.
4. Plan Discussion.
Donna Latincsics explained the spreadsheet that was handed out (Table 1 CIP 2017-2021). She stated that for fiscal year 2016-2017 in the fund source column, the numbers in green with the total of $477,159 at the bottom of the column almost all need funding sources so that the total local funds doesn’t exceed $553,000. John Patton explained that some of these projects can be put into off budget with funding sources such as leasing, bond anticipation notes (BAN) or STEAP grants; however, that will increase the off budget column which now is at $1,211,807. John stated that you can move these projects to the other sources, but eventually you have to pay for them. He said that everything you do in the fiscal year 2016-2017 fund source column will affect the out fiscal years on the plan. Mark Makuch clarified the
fact that they will also be looking at the out fiscal years on the spreadsheet for the projects that are already in there and any more that might be added.
Working strictly on the fiscal year 2016-2017 fund source column, the first item discussed was the Open Space Preservation ($100,000) requested by the Conservation Commission. A discussion ensued on open space and funding sources. Kelly Trueb pointed out that even if the $100,000 is taken off the plan, should the Conservation Commission find some open space that they would like the Town to purchase, it would brought before the Town for a vote and the taxpayers decide on whether or not to spend the money on it.
Jim Bulick moved to remove $100,000 from the fund source column for open space preservation, seconded by Chairman Kelly Trueb.
Vote: all yes.
A discussion was had on the two projects (Senior Center Septic Re-permitting, $20,000 and the MS4 Consult/Compliance, $20,000) that the Town is legally bound to do in fiscal year 2016-2017. John Patton stated that both of those projects can be taken out of local funds.
First Selectman Mailhos mentioned the projects that don’t have to be done this year are the Storm Water Interceptors and the Transfer Station Storm Water Pollution. A discussion was then had on whether this is one project or two. It will be confirmed by the next meeting whether this is one project or two.
A discussion was had on the Turnpike Road projects (Resurfacing of Turnpike Road Section 3, $360,000 and Turnpike Road Section 3 Drainage, $325,000) and the different ways the projects could be funded (bonding, local funds, LoCIP, etc.). $500,000 of the project will be covered by STEAP grants already in place and $185,000 will need other funding sources.
Mark Makuch moved to allocate funds to finish Turnpike Road by taking $100,000 from local funds and $85,000 from LoCIP, seconded by Peter Tanaka.
Vote: 8 yes (Trueb, Makuch, Wallett, Tanaka, Mailhos, Cobb, Latincsics and Bulick), 1 no (Patton), 0 abstain.
The next project discussed was the “Sidewalk Repair to South Willington”, fiscal year 2016-2017 for $65,000. Jim Bulick wanted it reflected in the minutes that the Sidewalk Repair had been discussed at a previous meeting (January 7, 2016) and at that meeting it was stated that they needed to go through the process first (the State culture and tourism group has to has to act on the packet of all of the historic structures in South Willington) and then the Town would do the project if they were able to get a grant, but that was at least 18 months before anything would happen on that. It was decided to move this project to fiscal year 2017-2018.
The next project discussed was “Replacement Vehicle for Animal Control” fiscal year 2016-2017 for $38,000. A discussion was had on how to pay for the vehicle whether you pay for it outright or lease it, and whether the arrangement under discussion with the Town of Tolland (earlier in these minutes) would be a factor in purchasing a vehicle.
Stuart Cobb moved to put $28,000 into the off budget column for the Animal Control Officer to lease a vehicle, seconded by Chairman Kelly Trueb.
Vote: 7 yes (Trueb, Mailhos, Bulick, Cobb, Patton, Latincsics and Wallett) 2 no (Makuch and Tanaka), 0 abstain.
Next they discussed the “Online Permit System” fiscal year 2016-2017 for $20,000. A discussion was had on other towns that are using the system, how the system works and that fact that Willington is in the early stages of using this system as they have to get on the Nutmeg Network first (it would probably be another year before Willington is ready).
Peter Tanaka moved to push the online permit system to fiscal year 2017-2018, seconded by Stuart Cobb.
Vote: All yes.
The next project up for discussion was “CES Replacement Doors” fiscal year 2016-2017 for $11,259. A discussion ensued on whether the BOE should cover this project in their budget, or this Committee should put it forth to be finished in fiscal year 2016-2017 as these three doors are the final ones to be replaced in an ongoing project.
John Patton moved to put the $11,259 to off budget to be paid for by the general reserve fund and that the BOE “Playground Equipment HMS” project for fiscal year 2016-2017 be reduced from $35,000 to $15,000 per the BOE’s request, seconded by Chairman Kelly Trueb.
Vote: All yes.
The next project discussed was “CES Gym Replace 2 Unit Heaters” fiscal year 2016-2017 for $15,715. Discussion on this included whether or not the maintenance company they have under contract would fix the heaters or not, if they breakdown and aren’t fixable that might incur a bigger expense, if the heaters go down in that part of the school and it takes a month to get new ones, etc.
John Patton moved to put the $15,715 for the CES Gym heaters in fiscal year 2016-2017 into local funds, seconded by Stuart Cobb.
Vote: all yes.
The next discussion was on the “Public Works Environmental Reconfiguration” in fiscal year 2016-2017 for $25,000 and in fiscal year 2017-2018 for $722,000. A discussion was had on splitting this project up with the salt shed as one project and the diesel tank replacement as another project, whether or not the salt shed foundation could be fixed and what permitting would be needed to fix it. First Selectman Mailhos stated that she would formally put in a permit request to fix the salt shed as the Town can do that at no cost.
Mark Makuch moved to leave $25,000 in line item 207 in the local funds column for an evaluation of the configuration of the Public Works area including separate evaluation of removing the fuel tank only and evaluation of repairing the existing salt shed, seconded by Barry Wallett.
Vote: all yes.
The next project to discuss was the “Fire Station Addition” fiscal year 2016-2017 $47,900 for planning, engineering and inspection, fiscal year 2018-2019 $300,000 for planning, engineering and inspection and fiscal year 2020-2021 $2,950,000 for construction and $50,000 for equipment purchases. A discussion was had back and forth between the Committee and Deputy Chief Tyler Millix regarding the two fire departments, consolidation, duplicate equipment, one fire department wanting an addition, the other fire department wanting their parking lot redone and a new fire house, the study that was done recently regarding both fire departments, etc.
Tyler Millix wanted it reflected in the minutes that he was Chief of WFD#1 for 19 years and there is nothing that would make him happier than to see, one department, one voice, one administration, one response plan, one budget that comes to the Town to deal with. Tyler states it is the most cost efficient and operation efficient way to do business.
John Patton stated that WFD #1 has a building that is now functionally obsolete and the requirements have changed since that building was built in 1980 and they’ve gone from 1 person on duty 8 a.m. to 4 p.m. to 2 people on duty 8 a.m. to 4 p.m. to now where they have at least 2 people on duty 24/7. John said that they are mostly an ambulance service as that accounts for a large part of their calls; structure fires and fire calls have changed over the years because the building codes work. John also stated that because you have people living there you have to look at that and see if you have to change anything.
Stuart Cobb stated that there have been discussions within the fire department if the fire departments were to consolidate, where would the stations be. In the end the paid firefighters would probably stay at the station they are at; although that station isn’t centrally located, it is located in the area where most of the calls take place (the Rt. 32 and I-84 corridors).
John Patton moved to put the $47,900 into off budget and pay for it with Fund 17, seconded by Peter Tanaka.
Discussion on the motion included concern for the other fire department wanting their new station that they had on a CIP request if this motion passes, concern about how much the next steps will cost after the study is done ($300,000 in fiscal year 2018-2019 and $3,000,000 in 2020-2021), the fact that those numbers are just estimates, what would happen if the fire departments were to consolidate, it would be cheaper to build a house next to the fire house instead of the addition (no room for that property wise), etc. Mark Makuch stated that he would only be for the motion if the numbers in the out years were reduced to $100,000 and 1,000,000 respectively. Jim Bulick wanted it reflected in the minutes that one of the major reasons the Committee is even considering this project is because of the argument made by Tyler Millix of
the people living there 24/7. First Selectman Mailhos wanted it reflected in the minutes that WFD #1 will consider long term needs that could be scalable because the Committee is not going to approve another $47,900 next year for WHFD. First Selectman Mailhos stated that if the Town were to knock down all three stations and build a brand new station, it would be probably be put somewhere in the vicinity of where WFD #1’s main station is now due to the amount of calls in that area as stated earlier in these minutes.
Vote: all yes.
A discussion was had on WHFD’s request for new rescue tools (Replace Rescue Tools fiscal year 2016-2017 for $35,000). Stuart Cobb wanted it reflected in the minutes that part of the agreement between the two fire departments when they developed this request, was to support this as priority one if WHFD purchased the same rescue tools as WFD#1 and the neighboring towns (Tolland, West Stafford, Staffordville, Ashford and Mansfield) and that’s where WFD#1’s support came for this. It was decided to keep the $35,000 for WHFD’s rescue tools where it is in local funds for fiscal year 2016-2017.
The last project discussed was the Parks and Recreation Commission request for the additional money to complete the fit stations. Last year they requested $15,400 and the Committee gave them $5,000; therefore, they submitted the same request again this year of $15,400 for fiscal year 2016-2017 as the Commission stated they couldn’t get the fit stations completed with $5,000. A discussion was had on this request.
Stuart Cobb moved to allocate $10,400 for the Parks and Recreation Commission to complete the fit stations, seconded by Barry Wallett.
Vote: all yes.
Bonding was discussed in regards to Schofield Road and Village Hill Road drainage issues. It was decided to discuss this issue and look at the updated spreadsheet at the next meeting.
Chairman Kelly Trueb moved to adjourn the meeting, seconded by Peter Tanaka.
Vote: all yes.
The meeting was adjourned at 9:23 p.m.
Respectfully submitted,
Eileen Smith
Eileen Smith
Recording Secretary
Board of Selectmen
860-487-3100
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