CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN OF WILLINGTON
TOWN OFFICE BUILDING
February 13, 2017
Members present: Chairman Kelly Trueb, First Selectman Christina Mailhos, Stuart Cobb, Donna Latincsics, Randy Belair, Peter Tanaka, Jim Bulick John Patton and Barry Wallett. Members absent: None.
Others Present: Captain Josh Strickland from Willington Fire Department, Inc. #1 (WFD #1) and Liza Makuch.
The meeting of the Capital Improvement Program Committee was called to order at 6:44 p.m. by Chairman Kelly Trueb.
The minutes of the February 8, 2017 meeting were discussed.
John Patton moved to accept the minutes as printed, seconded by Jim Bulick.
Vote: 8 yes (Trueb, Bulick, Cobb, Latincsics, Belair, Tanaka, Patton and Wallet), 0 no, 1 abstention (Mailhos).
2. Present to Speak.
No one was present to speak.
3. Continued Plan Discussion.
John Patton stated that he and Donna Latincsics worked on Table 2, the sources (money), because that was critical for this meeting. He then explained the table and how it works, how money is moved around between the different funding sources, big projects spread out over several years or taken out of the plan completely if the Committee thinks that would be the best option, etc. John also explained about how money should be added to the general reserve every year, and everything in the plan eventually has to be paid for. John Patton and Kelly Trueb explained the funding sources that go into the plan every year and how they try to keep the same amount in there every year and how it all works to keep it stable. At this time the Committee continued to go through the rest of the project requests with the thought that
there will be about $600,000 available by the end of the current fiscal year (2016-2017).
2.6 Support Pillars TOB (Town Office Building) Town Clerk/ Assessor’s Office for $22,050 in fiscal year 2017-2018.
After a short discussion, it was decided to leave this project where it is as it has to be done.
2.7 Catch Basin & Storm Water Outfall Mapping for $40,000 in fiscal year 2018-2019.
This is for the MS-4 compliance. This is a mandate that has to be done; however, First Selectman Mailhos feels the Town may get some leeway because the Town is new to MS-4. She also stated that the Town is going to fight whether or not the whole town has to be mapped as only a small area of the town falls into the urbanized area that they are making the Town do this compliance for. After some discussion, it was decided to push this project out and fund it for $20,000 in fiscal year 2019-2020 and $20,000 in fiscal year 2020-2021.
2.8 Chip Seal TOB and Transfer Station Parking Lots for $29,854 in fiscal year 2017-2018.
A discussion was had on bundling the TOB parking lot with the parking lots at Hall Memorial School (HMS) to save money, the Transfer Station needing paving as opposed to chip sealing it, paving roads, etc. It was decided to ask Derek Dimmock (Public Works Director) to provide an estimate for paving the Transfer Station and pave it instead of chip sealing it in fiscal year 2017-2018, and push out the TOB parking lot chip sealing and bundle it with the HMS parking lots (fiscal year 2019-2020).
2.9 Public Works Reconfiguration for $519,000 in fiscal year 2017-2018.
A discussion was had on STEAP grants and the STEAP grant that was asked to be reallocated for this project, the fuel tank removal and new tank installed, the proposed salt shed, etc. It was decided to push this project out one year to fiscal year 2018-2019 and see if the $300,000 from the STEAP grant is repurposed for this project.
2.10 Install Storm Water Interceptors for $35,000 in fiscal year 2017-2018.
After a short discussion, it was decided to push this project out five years to fiscal year 2021-2022.
2.11 Village Hill Road Drainage Phase 1 for $250,000 in fiscal year 2017-2018
After a discussion on this project, it was decided to push it out a year to fiscal year 2019-2020 and bond it out with the WFD#1 fire department addition unless they get a STEAP grant for this project.
2.12 Schofield Road Drainage for $15,000 in fiscal year 2019-2020 (planning, engineering, inspection) and $350,000 in fiscal year 2020-2021 (construction).
This project was discussed with the Village Hill Road Drainage Phase 1 and will be bundled together with that project.
2.13 Daleville School Road Bridge Repairs for $121,000 in fiscal year 2017-2018.
This project is already funded and will be done in August of this year.
2.14 Wood Chipper Replacement for $47,000 in fiscal year 2017-2018.
After a lengthy discussion on this project how and when it is used, etc., it will be put off-budget and leased in the year it was requested.
2.15 Replace 2001 Chevrolet Pickup and Plow for $57,000 in fiscal year 2017-2018.
After a short discussion, it was decided that this project will be put off-budget and leased in the year it was requested.
2.16 Replace 2007 International 7400 Truck for $175,000 in fiscal year 2019-2020.
After a short discussion on this project, it will be left where it is and go through the normal truck replacement that is already set in place.
2.17 Ground Speed Spreader Controls for $30,000 in fiscal year 2018-2019.
After a discussion on this project including whether or not the contractors should be included in this project, it was decided to start this project in fiscal year 2017-2018 for $10,000 to buy one spreader and in fiscal year 2018-2019 $20,000 to buy two more spreaders, and it will give them time to see if they should include the contractors in this project eventually.
2.18 Replace Wide Format Map Machine for $13,000 in fiscal year 2019-2020.
It was decided to take this project out of the CIP Plan and lease it and pay for it out of the Selectmen’s operating budget.
2.19 2018 Revaluation for $25,000 in fiscal year 2017-2018 (other) and $90,000 in fiscal year 2018-2019 (other).
This project has to be done. After a lengthy discussion on this project, it was decided to leave it where it is and take the $25,000 for fiscal year out of the general fund and the $90,000 in fiscal year 2018-2019 will be taken out of the reserve fund.
5.5 WHFD Replace 1st Response Vehicle for $45,000 in fiscal year 2020-2021.
After a discussion on this project, it was decided to leave it where it is and pay for it out of Fund 17 on a lease.
5.6 WFD#1 Replace Underground Heating Oil Tank for $20,000 in fiscal year 2020-2021.
It was decided to leave this project where it is and fund it under LoCIP for $20,000.
5.7 WFD#1 New Ambulance Purchase for $250,000 in fiscal year 2021-2022.
This will be left where it is as it will be time to replace the current ambulance by then, and will be done on a 7 year lease and come out of Fund 17.
5.8 WHFD Refurbish 1991 Engine for $90,000 in fiscal year 2021-2022.
After some discussion on this project it was decided to leave it where it is.
5.9 WHFD Construction of New Fire Station for $4,000,000 in fiscal year 2021-2022.
After some discussion, it was decided to take this project off the plan.
3.1 Video Security System (Senior Center) for $15,000 in fiscal year 2017-2018.
After a discussion on this project, it was decided to take it off the plan.
3.2 Standby Generator (Senior Center) for $12,000 in fiscal year 2017-2018.
It was decided to take this project off the plan.
3.3 Senior Center Administrator for $50,000 in fiscal year 2018-2019, $50,000 in fiscal year 2019-2020, $50,000 in fiscal year 2020-2021 and $50,000 in fiscal year 2021-2022.
It was explained to the representatives from the Senior Center when they presented this request that this is not a CIP request; therefore, it will be taken off plan.
3.4 Building Expansion Study (Senior Center) for $7,500 in fiscal year 2019-2020.
After a discussion on this project, it was decided to take it off the plan.
3.5 Window Treatments (Senior Center) for $10,000 in fiscal year 2018-2019.
This project was discussed and it was decided to leave the project where it is and ask the representatives from the Senior Center to bring back a quote on it.
Stuart Cobb mentioned anyone coming to this Committee with a request should have as much information on the project including quotes especially if they are requesting it for the next fiscal year. He stated it would help their cause and the Committee in making a decision. All members were in agreement with this.
3.6 Handicap Bus (Senior Center) for $70,000 in fiscal year 2021-2022.
It was decided to leave this project where it is and change the amount to $20,000.
6.1 RRAC Improvements Parking Lot Lights for $12,500 in fiscal year 2017-2018.
It was decided to leave this project where it is as it is needed.
6.2 RRAC Improvements Field Lighting for $88,000 in fiscal year 2018-2019.
After some discussion, it was decided to push this project out to fiscal year 2019-2020, fund it for $40,000 under LoCIP and suggest that the Parks and Recreation Department/Commission have some fundraisers and generate revenue by renting it out to come up with the rest of the money.
4.1 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.
After a lengthy discussion on this project it was decided that if a property of land comes up that the Conservation Commission would like to buy, that the general reserve can be used and there is a lot of public support to buy open space and the Town is committed to buying open space.
After moving all the projects to where the Committee thought they would work best in this five year plan, the bottom line figure for fiscal year 2017-2018 is $533,640. Everyone decided that this was a workable figure for fiscal year 2017-2018. This figure will work for the Board of Selectmen to set their budget for the next fiscal year. The Committee will have to meet again to flush out the four remaining years on the Plan to see if all the numbers work where they have placed the projects.
Kelly Trueb stated that years ago the Town front funded the fire departments for the fiscal year, and they bought whatever they needed with that money whether it is fire trucks, ambulances, equipment, etc. Now they come to the CIP Committee for all of their large purchases. Kelly feels that the Conservation Commission shouldn’t be front funded but fund it when it is needed also. All were in agreement with Kelly’s statement.
The next meeting has not yet been determined, but will be scheduled after Donna updates the spreadsheet and emails everyone with a date.
Kelly Trueb moved to adjourn the meeting, seconded by Peter Tanaka.
Vote: All yes.
The meeting was adjourned at 9:09 p.m.
Respectfully submitted,
Eileen Smith
Eileen Smith
Recording Secretary
Board of Selectmen
860-487-3100
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