CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN OF WILLINGTON
TOWN OFFICE BUILDING
January 26, 2017
Members present: Chairman Kelly Trueb, First Selectman Christina Mailhos, Stuart Cobb, Donna Latincsics, Randy Belair, John Patton and Peter Tanaka (arrived at 6:37 p.m.). Members absent: Jim Bulick and Barry Wallett.
Others Present: Selectman John Blessington, Derek Dimmock, Director of Public Works, Robin Campbell, Business Manager and Chief Alex Moore, Willington Fire Department, Inc. #1.
The meeting of the Capital Improvement Program Committee was called to order at 6:35 p.m. by Chairman Kelly Trueb.
The minutes of the January 13, 2017 meeting were discussed.
Chairman Kelly Trueb moved to accept the minutes as printed, seconded by First Selectman Mailhos.
Vote: All yes.
2. Present to Speak.
There was no one present to speak.
Chairman Kelly Trueb stated that the presentations this evening were from the Board of Selectman and Public Works.
3. Presentation of Board of Selectmen (BOS) and Public Works (PW) Project Requests.
2.1 Update Phone and Voicemail System at the Town Office Building (TOB) for $15,000 in fiscal year 2018-2019. Robin Campbell stated the present phone and voicemail system they have now at the TOB is 16 years old. The voicemail part of the system is obsolete; therefore, if it was to crash, it isn’t repairable. She received 3 quotes for a new system and they are all voice over IP (VOIP). Two of them are regular voiceover IP/analog, the third quote was voiceover IP using the internet networking. Robin mentioned that NEC was a good quote at $14,640 and they are familiar with the TOB system and the TOB is familiar with them. The other two quotes were from Frontier at $13,772.69 and Custom Computer Specialists at $55,092. Chairman Kelly Trueb mentioned that the Board of Education (BOE) had a
proposal for a phone system for the BOE and the TOB in their proposal last week. The BOE’s proposal is from Custom Computer Specialists for $196,544.40. A discussion was had on the VOIP analog vs the VOIP using the internet. Randy Belair asked if this was something that was needed right away or could it wait. Robin Campbell stated that it wasn’t a priority right now – it is being submitted in the FY18-19 year, unless the voicemail goes down, then it will become a priority as they won’t have voicemail at all. The phone system does do odd things on its own right now. They also do not have caller ID on their current system. Randy Belair asked if the school facilities study included the phone system. Chairman Kelly Trueb stated that it was not included in the study; however, if the study found that Center School should be closed and they are only in one building, they wouldn’t be updating the phone or security systems in a
building they wouldn’t be using.
2.2 Municipal Permitting Software for the Land Use office for $30,160 in fiscal year 2016-2017.
First Selectman Mailhos stated that this is the software they have been talking about for the last couple of years, and they have started to process of talking to different vendors and getting some actual prices. It’s the software that could be used by the Land Use Office, the Building Official, the Revenue Office and the Assessor’s Office. They would all be linked into the same data base. The public would be able to get their permits 24/7 and would be imputing their own data; which would reduce the time a Town employee would have to input the data and less chance for error. It would also reduce the need for some of their other software and thousands of dollars could be saved. Chairman Kelly Trueb asked if the $30,160 included the annual fee of $12,660 or was that annual fee on top of the $30,160.
First Selectman Mailhos stated that included the annual fee for this year, and after that they would get the annual fee out of their operating budget. Randy Belair asked if other towns the size of Willington are using this system, and First Selectman Mailhos stated that Bolton, Tolland, Mansfield and other towns that are in the Capitol Region Council of Governments (CRCOG) are using this system. Our Building Official works for the Town of Bolton as well and uses this system there. Peter Tanaka noted that they should make sure whatever software they get is compatible with the other towns. Chairman Kelly Trueb stated that their request should be for $17,500 for the one-time charge for the system and the $12,660 should be part of their operating budget and not part of the CIP request. All members were in agreement of this.
2.3 Renovation in Selectmen’s Office/ Move Registrar of Voters for $20,000 in fiscal year 2016-2017.
Robin Campbell stated that they would like to move the Registrar of Voters out of the closet they are in downstairs and put them in Robin’s office. First Selectman Mailhos would move into the old Rec Office and Robin would move into First Selectman Mailhos’ old office with a Dutch door for her door. Robin would then be able to keep the general public from just walking into the First Selectman’s office. John Patton asked if the Registrar of Voters could go in the old Rec Office as that would be less cost prohibitive. Robin stated that they could do that; however, whatever happens she needs to have her office closed in some and not be quite so open. A discussion was had on the leak over the copy machine outside of Robin’s office.
2.4 Fireproof and Regular File Cabinets for TOB for $20,000 in fiscal year 2016-2017.
Robin Campbell stated that they do not have any fireproof file cabinets in their office and they need at least one. Robin stated that the Tax Collector and Town Clerk’s Office stated they could use a couple of fireproof file cabinets also. Peter Tanaka asked what documents they would keep in a fireproof cabinet that the Town Clerk doesn’t have. Robin and First Selectman Mailhos stated that they have personnel files and law suits they keep in their offices that are locked, but not fire proof. The Registrar of Voters had also been included in the request; needing a special type of cabinet, mandated by the State, but they were granted the funding from the Board of Finance ($5,000).
2.5 Floors, Windows and Walls at Old Town Hall for $18,880 (Other) in fiscal year 2017-2018 and $52,500 (Construction) in fiscal year 2018-2019.
First Selectman Mailhos stated that now that all of the big items have been taken care of at the Old Town Hall, it is in need of some cosmetic repair. The main room needs painting, the floor needs to be refinished and the windows need replacing. Chairman Kelly Trueb asked how often the building is used and Robin Campbell stated that different organizations use it quite a bit and Town meetings are held there.
2.6 Support Pillars TOB Clerk/Assessor Offices for $22,050 in fiscal year 2017-2018.
Robin Campbell explained that a couple of years ago they had someone look at the TOB structurally, and they found that under the Town Clerk’s Office and the Assessor’s Office that beams need to be put in to reinforce the floor.
2.7 Catch Basin & Storm Water Outfall Mapping for $40,000 in fiscal year 2018-2019.
First Selectman Mailhos stated that Willington is going to be under the MS-4 permit, and one of the requirements under the permit is to map all of the catch basins and outfalls in the town. She stated that is a very big job. It doesn’t have to be to be done right away as Willington is a new town to the permit; therefore, they have a couple of years to get it done. Only a small part of the Town is considered an urbanized area, and they are trying to find out if they can just do that section of town. She believes they will have to do the whole town. John Patton stated that if they do it, the information could be very useful to the Town (Public Works planning, engineering, etc.) and they should just get it done.
2.8 Chip Seal TOB and Transfer Station Lots for $29,854 in fiscal year 2017-2018.
Public Works Director Derek Dimmock stated that the TOB parking lot was last chip sealed in 1997 and there aren’t any records of the Transfer Station ever being chip sealed. The parking lots are in average condition and chip sealing them will extend the need for total replacement of the parking lots. Derek put it in for this year because he was told that the BOE also had put in for their school lots to be done this year; however, the BOE has moved that out to another year. Chairman Kelly Trueb asked if the price would go down if the schools were included with the TOB and Transfer Station. Derek stated that the price would not go down.
2.9 Public Works Reconfiguration for $519,000 ($19,000 Planning Engineering, Inspection) and $500,000 (Construction) in fiscal year 2017-2018.
Derek Dimmock stated that they have changed the configuration a little bit from last year’s request which has lowered the price. They would like to build the salt shed into a bank instead of having it in the parking lot. The current salt shed holds enough salt for 1.5 storms. With larger storage, the Town can purchase an entire years’ worth of salt and not have a problem as the Town had in the 2013-2014 winter of finding a supplier and having to pay double the cost. In addition to the fact that the foundation of the existing salt she is in a state of deterioration, it is riddled with horizontal and vertical cracks, some that are open up to a half inch. Per State regulations the underground fuel tank will need to be removed by 2020, and it would be cost effective to bundle both projects into one. Additionally, relocation of the fuel tank would allow for future expansion and eliminate daily monitoring and risk of costly remediation. Relocating the fuel island would also
make fueling of vehicles easier and safer. In the event of a major storm with power loss, the Town will have access to gasoline, and gasoline can be purchased at bid price instead of pump price with long term savings. A discussion was had on use of gasoline in the Town and having a pump with gasoline at Public Works. First Selectman Mailhos stated that today she sent out a letter to the State asking if the left over STEAP grant money ($321,000) from Turnpike Road could be reallocated for this project.
2.10 Install Storm Water Interceptors for $35,000 in fiscal year 2017-2018.
Derek Dimmock stated that this would be to install Transfer Station storm water interceptors at two locations as designed by the town engineer per the 2013 Industrial Storm Water Permit plan. This would be to improve storm water runoff also possible volatile materials such as hydrocarbons. This project will bring the Town into compliance with the current Industrial Storm Water permit and future DEEP MS4 storm water discharge permit. It will eliminate the possibility of fines imposed by being compliant with DEEP regulations. Derek stated that these were in the CIP plan to do last year; however, he moved them out to this year.
2.11 Village Hill Road Drainage Phase 1 for $250,000 in fiscal year 2017-2018.
Derek Dimmock stated this would improve the drainage on Village Hill Road from the bridge at Village Hill Park to Pine Crest Road. They would install 16 catch basins and piping. It would upgrade the drainage to handle the capacity of runoff. This project has been discussed for decades and previously approved for fiscal year 2017-2018. It will eliminate icing issues during the winter and the need for deicing materials and man hours.
2.12 Schofield Road Drainage for $15,000 (Planning, Engineering, Inspection) in fiscal year 2019-2020 and $350,000 (Construction) in fiscal year 2020-2021.
Derek Dimmock stated they would install catch basins and piping from Route 32 to the crest of the hill on Schofield Road (1 mile). This has been previously approved on the CIP plan. They would install drainage for a distance of one mile to direct water into catch basins, there are a number of leak offs that run into resident yards with drainage swales to direct water around houses. Also a portion of Schofield Road water is directed through the woods and dumps onto a resident’s property on River Road.
2.13 Daleville School Bridge Repairs for $121,000 in fiscal year 2017-2018.
Derek Dimmock stated that this was previously approved in the CIP plan and they are now ready to go out to bid on this project.
2.14 Wood Chipper Replacement for $47,000 in fiscal year 2017-2018.
Derek Dimmock stated this would be to replace the 1989 Morbark wood chipper. The current wood chipper is 27 years old and it has 2,500 hours on it, the in-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 the material. This project has been previously approved for fiscal year 2017-2018. A new wood chipper would increase production and decrease constant repairs. The life expectancy will be twenty five to thirty years. For a new machine with an average life span of twenty five years, it would be a cost of $1,888 per year. Derek stated that if they get the new wood chipper, he would auction the old wood chipper off.
2.15 Replace 2001 Chevy Pickup and Plow for $57,000 in fiscal year 2017-2018.
Derek Dimmock stated they would like to replace the 2001 Chevy pickup and plow that is used five days a week. This truck is also used to plow town facilities and it is toward the end of its dependable life expectancy. This truck is used as a utility vehicle to carry tools needed for various projects. During prime maintenance season this year, they were without the truck for a week and a half due to transmission issues. Based on the age and usage of the vehicle, they can only expect these types of repairs to continue. A new truck will have a warranty and the life expectancy with proper maintenance will be twenty years plus and they would not have the costly breakdowns. Peter Tanaka asked if Derek would have the new vehicle and his vehicle would be used by the crew, and Derek stated no that would not
happen because his vehicle is a single cab and the new truck would be an extended cab with a utility body. It would be bought off of the state bid. It would be also be used for the crew to go to seminars and is the only utility body vehicle for the crew to use to do their work. Derek would auction the old vehicle off.
2.16 Replace 2007 International 7400 for $175,000 in fiscal year 2019-2020.
Derek stated that the plow trucks have been on a twelve to fourteen year replacement, and at this time, the replacement will fall in line with the past replacements. The bell housing has been replaced on this truck and the cost of replacement was $5,600. This is a known problem with the Internationals. The truck builder has and will not admit the problem; therefore, the cost then falls onto the owner. As of the last fix, an upgraded cross member support was installed, but they were told that this is not the solution to the problem. This would also be purchased using the state bid.
2.17 Ground Speed Spreader Controls for $30,000 in fiscal year 2018-2019.
Derek stated this is a new CIP request. Under the new MS4 storm water permitting (snow management practices), one of the goals is to automate the spreader controls to reduce the amount of salt/sand mixture, also the amount of calcium chloride into the environment. The automated spreader controls would apply to a specific amount of materials at all times. Other information that will be supplied when the trucks come back to the facility are speeds of the trucks, time spent idle, amount of material that was applied, miles driven, location of vehicles and times. Derek said this will alleviate some of the complaints with residents who claim they haven’t seen a truck in 3 hours; the truck was speeding, etc. A discussion was had on whether these controls would be put on the contractors trucks as well at the Public
Works trucks as well as a discussion on how much money would be saved using these controls.
2.18 Replace Wide Format Map Machine for $13,000 in fiscal year 2019-2020.
Donna Latincsics stated that the current machine they have is in good shape and running well, but it is getting old and someday it will break down and they may not be able to get parts for it. Donna stated that this is just to keep the CIP Committee informed and not to be surprised if it breaks down in a few years. Stuart Cobb asked about leasing a machine. Donna stated that that is an option as they lease their other copiers.
2.19 Revaluation for $25,000 (Other) in fiscal year 2017-2018 and $90,000 (Other) in fiscal year 2018-2019.
First Selectman Mailhos stated that every five years revaluation comes up and that in 2018 they will get started on it, with the bulk for revaluation being done in 2019. She stated that the Town could apply to have revaluation deferred, but they never have. She stated the numbers they submitted are based off of the last revaluation. Peter Tanaka clarified that this is a CIP request and not off the operating budget. First Selectman Mailhos stated that it is a CIP request and does not come from the operating budget.
Stuart Cobb asked Derek Dimmock about the cost break down on the salt shed. Derek provided a sheet with the cost break down on it that was copied for the whole Committee. Stuart asked if there was a time frame on getting the STEAP grant reallocated. First Selectman Mailhos stated there was not a time frame on it.
Stuart Cobb asked if the money for the Daleville School Road Bridge is left over from the Polster Road Bridge repair. First Selectman Mailhos stated it was and is in a capital project account. Stuart asked if it looks like that will be enough money to cover the repairs. First Selectman Mailhos stated that they haven’t gone out to bid yet, but they are hoping it will cover the cost of repairs.
Peter Tanaka moved to adjourn the meeting, seconded by Randy Belair.
Vote: All yes.
The meeting was adjourned at 8:10 p.m.
Respectfully submitted,
Eileen Smith
Eileen Smith
Recording Secretary
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