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CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN OF WILLINGTON
TOWN OFFICE BUILDING
February 2, 2017
Members present: Chairman Kelly Trueb, First Selectman Christina Mailhos, Stuart Cobb, Donna Latincsics, Randy Belair, Peter Tanaka, Jim Bulick and Barry Wallett. Members absent: John Patton.
Others Present: Maureen Parsell, Director of Parks and Recreation, Ed Taiman, Joe Colangelo (Parks and Recreation Commission), Peter Anderson, Chairman of the Conservation Commission, Chief Alex Moore, Deputy Chief Tyler Millix, Assistant Chief Trevor Gantick, Captain Josh Strickland from Willington Fire Department, Inc. #1 (WFD #1), Lieutenant Mike Makuch, President Brian Violette, Gerry Chartier and John Pritco from Willington Hill Fire Department, Inc. (WHFD).
The meeting of the Capital Improvement Program Committee was called to order at 6:34 p.m. by Chairman Kelly Trueb.
The minutes of the January 26, 2017 meeting were discussed.
Peter Tanaka moved to accept the minutes as printed, seconded by Barry Wallett.
Vote: 7 yes (Trueb, Mailhos, Cobb, Latincsics, Belair, Tanaka and Wallet), 0 no, 1 abstention (Bulick).
2. Present to Speak.
There was no one present to speak.
Chairman Kelly Trueb stated that the presentations this evening were from the Conservation Commission, the two fire departments and the Parks and Recreation Department/Commission. Chairman Kelly Trueb said if there are no objections, she would like to move Parks and Rec before the fire departments (who have already agreed to this) on the agenda as they only have two requests. All Committee members were in favor of this.
3. Presentation of Conservation Commission, Parks and Recreation Department and Willington Fire Department, Inc. #1, and Willington Hill Fire Department, Inc..
4.1 Conservation Commission Open Space Funds for $100,000 in fiscal year 2017-2018, $100,000 in fiscal year 2018-2019, $100,000 in fiscal year 2019-2020, $100,000 in fiscal year 2020-2021, and $100,000 in fiscal year 2021-2022.
Peter Anderson, Chairman of the Conservation Commission stated that their requests are pretty simple with the Commission wanting $100,000 for the next ten years set aside for possible open space purchases. Peter wanted to highlight the letter that was sent to the CIP Committee from the Conservation Commission. He stated that in regards to open space, when the Town was dealing with the firing range issue, people asked why the Town didn’t buy the property to settle the issue. While that might not have been a good idea to do, he stated that the Town should be proactive on whether they acquire or at least buy development rights to have open space preserved when land is being sold. The second item he discussed was the results of the Town Plan of Conservation and Development (POCD) November 1st meeting.
The conservation issues in Town were foremost in the planning points in the report done by Planimetrics. The community character is important in Willington and community character is determined by the amount of open space that there is in town (open fields and forests, etc.). The third item Peter discussed was the fact that Willington has limited farm land, and that the Town should be attentive in preserving some of that farm land. Recently a 40 acre parcel of farmland with some prime soils on it was sold off. The people selling the land were attempting to have it kept as farmland and they did seek grants from the State Department of Agriculture, but were turned down primarily due to the size of the parcel. Peter did attempt to help them with options that were available such as Connecticut Farmland Trust as a Community Farm Program where they will support buying development rights for farms; however, nothing came from that. The property was
sold and it is currently being kept as farmland, but Peter feels that because of the price that was paid for the farmland (large amount), it will probably not stay as farmland forever. He knows of current landowners in Town that are looking for ways to preserve their property. They aren’t in a position to give the land away and would want something for it; which could be accomplished through grants or buying development rights, and it would be good if the Town had some funds available and would be willing to preserve these properties which contribute to the character of the Town and the issues the townspeople have voiced at the POCD meeting and other venues. He stated that the Commission has been asking for money to be set aside every year for quite a few years and as yet no money has been set aside. He stated that there haven’t been any issues yet (except for the farmland mentioned earlier that maybe could have been saved); but they have been told by
the Town that if they find property they would like to buy, come to the Town and ask for the money. Peter stated to the credit of the Town that has happened with the Knowlton property and Talmadge property, but that might not be available forever. Peter stated that it has also been said that if money is put in an account like that, it might be spent frivolously, which he said wouldn’t happen. He hopes that this time around, the Committee gives the Conservation Commission some consideration with their request and the arguments in favor of it. Randy Belair asked what the motivating factor was for the Town to come up with the funds for the Knowlton (140 acres) and Talmadge (28 acres) properties. Peter stated that they were prime pieces of property in the Town’s conservation plan located in prime areas of protection determined by the Commission and they already abutted large pieces of property including the UCONN property. The State paid for half
of the properties and the Town paid for the other half with some small grants from Connecticut Forests and Parks and Joshua’s Trust. Randy Belair asked where their current balance of $33,000 comes from and how is it replenished. Peter stated that it doesn’t come from anywhere in particular, but sometimes a fee in lieu of preserving open space when a development is made. Some money also may have come from the forest improvement that was just completed at Fenton Ruby Park. Randy Belair asked how they arrived at the $100,000 figure every year. Peter stated that it is a place to start and can be negotiated. Stuart Cobb asked Donna Latincsics where the money came from to pay for the two above-mentioned properties. Donna stated that the money came from the Capital Reserve Fund. First Selectman Mailhos asked what the current goal was for protecting open space in the POCD. Peter believed it was the State goal which is 20 percent of
the property of open space and right now the Town is less than 11 percent. First Selectman Mailhos made the point that anyone driving around seeing the farms and open space may think that Willington has a lot of open space, but that isn’t the case, because those farms and other open space aren’t protected (which people assumed was the case during the gun range controversy). Jim Bulick asked how many other small farms have contacted Peter about preserving them and Peter stated there was one that he knew of that has 100 plus acres. Peter Anderson was thanked for his time.
6.1 River Road Athletics Complex (RRAC) Improvements Parking Lot Lighting and Video Surveillance for $12,500 in fiscal year 2017-2018.
Joe Colangelo, Chair of the Parks and Recreation Commission stated that this lighting would be for the River Road side of the park. They are planning to put two poles in where the shed is on River Road side, maybe about 50’ on each side of the shed (one down light and two floods). Joe stated that Maureen Parsell, the Parks and Recreation Director, has developed so many great projects at that complex, they are running into late nights with a parking lot that isn’t lit and people leaving a dark parking lot which is dangerous and there is a liability there. They are usually a sunrise to sunset park; however, Maureen Parsell has a great program with bands in the summer and it has been highly successful this past summer. They would like to expand that a little bit and after the concert is done, they still have to
clean up and it is dark by then especially in the late summer and fall. It would also help keep vandals from going there and is a stepping stone to lighting the fields and then paying for the lights by having the field be used at night; however, their first step is to light the parking lot. Chairman Kelly Trueb asked if their intent is to have the parking lot lit all of the time or only when it is being used. Joe stated it was planned to have it lit dusk to dawn. A discussion was had on leaving the lights lit or turning them off, discouraging vandals, using the field after dusk, etc. Barry Wallett commended the Parks and Recreation Department and Commission on the wonderful job they are doing. He asked if they had an idea on what the reoccurring cost would be for the lights to stay lit and would it be coming out of their budget. Joe Colangelo stated it would be maybe about two dollars a day, and it comes out of their budget as they have a line
item for it. Peter Tanaka asked about light pollution and Joe stated they were aware of the light pollution and would be taking it into consideration when they placed the lights. Stuart Cobb asked about the surveillance part of the request and how much of the $12,500 was going to that. Joe said they were talking about one camera on a pole just to watch the area, and if the poles and lights take up all of the $12,500, they will probably skip the camera this time, if they have enough money left over after the lights are in, they will get one. A discussion was had about security cameras at the Park.
6.2 RRAC Improvements Field Lighting for $88,000 in fiscal year 2018-2019.
Maureen Parsell stated that they already had requested this before and are just moving it up a year. She said that more revenue could be generated from the Complex if the fields were lit. They have a lot of teams (soccer) that rent the fields for games and if the fields were lit the fields could be rented out even later into the night. Ed Taiman stated it would double the use of the Complex and it gets a lot of use now. Gerry Chartier mentioned that in lighting the fields, they should take into consideration that Lifestar and Lifeflight helicopters have used the Complex to land several times. Chairman Kelly Trueb stated that she thinks the Parks and Recreation Department/Commission is doing a fabulous job with the Complex and the programs they have there, seeing families enjoying themselves there.
Maureen Parsell, Joe Colangelo and Ed Taiman were thanked for coming and presenting their requests.
5.1 WFD#1 Replace Self Contained Breathing Apparatus (SCBA) for $110,000 in fiscal year 2017-2018.
Chief Alex Moore stated that the SCBA request has been in the plan for a few years and they are now at their drop dead date where they have to replace them. 14 units have to be replaced by June of 2018. They have applied for a grant and if they get the grant, they won’t need the money for the units. Peter Tanaka asked when they would know if they got the grant, and Alex stated sometime between April and August. Stuart Cobb handed out a spreadsheet on the SCBA replacement budget for the Committee to peruse. Randy Belair asked if all 14 of the units are serviceable now, and Alex stated that they are, but in June of 2018 they all have to be replaced. Randy then asked how often they would use all 14, and Alex stated that it varied depending on the fire. Barry Wallett asked why they are getting 28 masks
with 14 units. Stuart Cobb stated that they have different sizes for people as the masks are fitted to the firefighter as they are tested as to which size would fit them. First Selectman Mailhos asked if these units could be bought off of the State bid or Capitol Region Council of Governments (CRCOG). Stuart stated generally no, there is usually just one vendor per state if you want to stick with the same brand (both WFD#1 and WHFD use the same brand). He said you can apply for a discount from the vendor that goes back to the supplier and it’s up to them if they want to apply a higher grade of discount depending on how much you are buying. Different options were discussed on buying the units, grants, when they expire, leasing, etc.
5.2 WHFD Parking Lot Replacement and Bay Floor Resurfacing for $70,000 in fiscal year 2017-2018.
Lieutenant Mike Makuch stated that the condition of the parking lot is poor, a lot of the pavement is back to the 1950’s original pavement in certain areas, and the concrete aprons on three of the bay doors are also down to the 1950’s original concrete and are decaying. WHFD was told by Public Works Director Derek Dimmock that Public Works would no longer chip seal the parking lot because the cracks are getting to big and the pavement is falling apart too much to chip seal. The concrete apron where they transition from inside the building to outside the building is also breaking up at the garage doors. On the bay floor resurfacing, they had epoxied the floor about 27 years ago and it needs to be stripped down and re-epoxied to preserve the concrete and allow for drainage. Peter Tanaka asked if these two requests
have to be done at the same time and Mike stated that it was like work and some vendors they talked to were willing to package them. Randy Belair asked if they were to split the projects do they know how much each project would be and Mike stated he didn’t have that information with him but he estimated $25,000 to $30,000 for the floor and $40,000 to $50,000 for the parking lot. Jim Bulick asked if WHFD could get better numbers on each project so the Committee could have the choice to break up the two projects if needed and Mike said he would get that information to the Committee.
5.3 WHFD Replace SCBA Bottles for $30,000 in fiscal year 2018-2019.
Mike Makuch stated that WHFD has the same compliance problem (one year later) as WFD#1; however, WHFD only needs to replace the bottles not the packs, masks, etc. as those expire later due to a grant they had received. Jim Bulick asked if it would be any cheaper to buy them all together with WFD#1 and Mike stated that no there wasn’t any discount to buy in bulk and as they expire in separate years both departments are stretching the replacements out until they expire.
5.4 WFD#1 Fire Station Addition for $100,000 (planning, engineering, inspection) in fiscal year 2018-2019 and $1,700,000 (construction) and $50,000 (equipment purchases) in fiscal year 2019-2020.
Alex Moore stated that this is for the next phase of their addition. Last year they received approval for the first phase which they have very basic drawings for that he brought with him for the Committee to look at if they wish. The plan is to add bunk rooms, a training facility and more office space. They currently have two people working 24/7 who primarily live in a garage with a room off the back of the bays that they sleep in. The plan would be to put the Town’s Emergency Operations Center (EOC) in the addition separate from the living quarters that they use now and office space for expansion for years down the road. Tyler Millix stated that this Committee was gracious enough to let them move to the next step and work with an architect, and now in March or April they will be ready to move on to the next
step that will develop some construction documents which will allow them to get more solid pricing. Barry Wallett asked to be refreshed on what the goal of last year’s money was used for. Tyler stated that money was to work with an architect on what they have there and come up with a set of drawings that they could approve and move on to the next step which is where they are heading shortly. Next the architect will work with a general contractor to see exactly what it will cost, to take in to consideration the electrical, plumbing the septic system, the heating system that they now have and what they will need in the addition along with a working set of construction documents that if they went to the next step, they could start shopping around for what they need. Barry Wallett asked how many years the plan they have now would work for the fire department and Tyler stated 50 to 75 years. They planned ahead for 20 to 30 years as to what they might need
after having dealt with some of the bad storms the Town has had over the past few years. The addition could also house a resident state trooper or fire marshal and if the Town Office Building was shut down for some reason they could also be accommodated in that addition. Randy Belair asked about the HVAC system for the additions as they also have a request in for replacing the underground heating oil tank (5.6 on the agenda). Stuart stated that this would all have to be evaluated along with the septic system and that is part of the next phase of this project. Randy asked if the replacement of the oil tank could be moved up because they are redoing the whole facility. Stuart Cobb stated that he spoke to a representative of DEEP that was very informative and that person told him that if you have cathodic protection (which is a way to keep the tank from rusting electronically) and you have a monitoring system in it to make sure the cathodic protection is
working and it’s under 2,100 gallons and it’s used for heating oil only, you are exempt from all regulations but you have to have those all in place. They don’t have the cathodic protection or the monitoring system in place. Randy Belair asked if they could examine this a little further and see if that would be an alternative to buy some time on the tank to husband the money for those purposes. Tyler said that would be fine. Barry Wallet asked if at some time in the future there was to be one department is the addition big enough to have one department. Tyler said from an administrative view it is adequate, but from an operational standpoint more than one fire house will still be needed. A discussion was had on the study that was had on the two departments, if they were one department where the best place strategically and geographically would be to have the fire house and the ISO (Insurance Service Office) recommendations (rates fire
protection in the town) and mutual aid to other towns. Chairman Kelly Trueb asked about the study recommending being able to go out the back of the fire house and noted that these plans do not show that. Tyler stated that the architect had brought a general contractor to look at the building just to get a general idea on construction and they both decided that because of the sandpit out back being in such close proximity to the building; that was not a good idea. A discussion was had on variances for the residence next door to the fire house and the State that owns part of the driveway and applying for any grants or bonds to cover any of the cost of this project.
5.5 WHFD Replace 1st Response Vehicle for $45,000 in fiscal year 2020-2021.
Mike Makuch stated that their current vehicle; which responds to medical calls and carries medical equipment as well as taking members to training, is a 2006 vehicle and when they plan to replace it, the vehicle will be 14 years old. Right now it is showing rust, wear and tear, and by the time it needs replacing it will be even worse. Mike said that any one problem right now is not a lot of money but the problems all together would be very expensive (new wheels and tires, body rust, noisy engine, transmission slipping). This vehicle is used very heavily. They would look for grants for the vehicle when the time comes and will check with the State bids also.
5.6 WFD#1 Replace Underground Heating Oil Tank for $20,000 in fiscal year 2020-2021.
This item was covered under agenda item 5.4 Fire Station Addition.
5.7 WFD#1 New Ambulance Purchase for $250,000 in fiscal year 2021-2022.
Alex Moore stated that when this request comes to fruition, the current ambulance’s (which is two years old) lease will be paid off and they usually try to replace the ambulance when the lease is paid off. With only having the one ambulance, the longer they keep it, the more expensive it is to repair and the longer it’s out of service.
5.8 WHFD Refurbish 1991 Engine for $90,000 in fiscal year 2021-2022.
Mike Makuch stated that if you read the request please disregard some of language in it because it was a cut and paste from another vehicle they just had refurbished and some of the wording may not make sense; however, the principle is still the same. This is a 1991 truck and they worked very carefully with the vendor when the truck was built because the truck was one of the first trucks with an aluminum body and a steel frame; however they did a very good job with the sealants between the metal and the aluminum and built a good truck. They keep putting this request in CIP in the out years, and it keeps not falling apart; therefore it has been pushed out to the last year of the plan. They do not want it to drop off the plan. The vehicle still isn’t rotting out but some day they expect it will need refurbishing. They could save about $5,000 on the refurbish by swapping out generators on the vehicle.
5.9 WHFD Construction of New Fire Station for $4,000,000 in fiscal year 2021-2022.
Mike Makuch stated this is discussed every year. This was a recommendation that was also in the study for the fire departments, and it’s in the last year of the out years of the plan. Mike stated that they were told very firmly if you take an item out of the plan, you have to explain why you want to put it back in the plan; therefore, they keep it in the last year of the out years of the plan each year and some day when it’s the right time for a station it can be discussed.
The committee may keep the architects drawing that was passed around earlier, and a PDF email will also be sent to all members of the Committee.
Mike Makuch will get separate pricing on WHFD’s driveway and refinishing the floor to Donna Latincsics.
Mike Makuch wanted the Committee to know that in the last 13 years the two fire departments have received at least $491,000 in FEMA grants.
As there were no other questions for the fire departments, they were thanked for their time.
The next two meetings for this Committee are scheduled for Wednesday, February 8th, 2017 and Monday, February 13, 2017 to assemble the plan and then if needed they could meet on Wednesday, February 15, 2017. All meetings will start at 6:30 p.m.
Peter Tanaka moved to adjourn the meeting, seconded by Jim Bulick.
Vote: All yes.
The meeting was adjourned at 8:01 p.m.
Respectfully submitted,
Eileen Smith
Eileen Smith
Recording Secretary
Board of Selectmen
860-487-3100
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