CAPITAL IMPROVEMENT PROGRAM COMMITTEE
TOWN OF WILLINGTON
TOWN OFFICE BUILDING
March 1, 2017
Members present: Chairman Kelly Trueb, First Selectman Christina Mailhos (left at 7:12 p.m.), Stuart Cobb, Donna Latincsics, Randy Belair and John Patton. Members absent: Jim Bulick, Peter Tanaka, and Barry Wallett.
Others Present: Chief Alex Moore from Willington Fire Department, Inc. #1 (WFD #1) and Liza Makuch.
The meeting of the Capital Improvement Program Committee was called to order at 6:35 p.m. by Chairman Kelly Trueb.
The minutes of the February 13, 2017 meeting were discussed.
Kelly Trueb moved to accept the minutes as printed, seconded by First Selectman Mailhos.
Vote: All yes.
2. Present to Speak.
No one was present to speak.
3. Plan Discussion of CIP Out Years (2-5).
Donna Latincsics reported that year two is in balance with all of the projects in place and local funds are at $533,000. In years three, four and five, there is work to do; in year three because of the big bond (2.3 million dollars) for the fire station addition and drainage for Village Hill and Schofield Roads is really strapping the local funds. All of that added together is $524,000 which adds $207,000 to the following year. John Patton mentioned that the bond payment of $207,000 would probably be pushed out to year four or year five and Donna agreed that is one of the items they need to flesh out at this meeting. Donna also stated that they need a bond anticipation note (BAN) preceding the bond and everything highlighted on the spreadsheet that they are looking at is not
funded at this point.
Donna mentioned that she still has some open items in year one she would like to go over which will not change the local funds. The first item is that the Committee budgeted for Derek Dimmock, Director of Public Works, to pave the Transfer Station and then bundled the chip sealing of the Town Office Building and Hall Memorial School (HMS) parking lots. Derek was asked to get a quote on the paving of the Transfer Station. The quote is $35,000 and the Committee has it funded for $29,854. Donna stated that they are short money for that project, but can take money from the savings account and fund the rest of that project if the Committee wishes.
Donna mentioned that the HMS oil tank is fiberglass and she doesn’t know what that will mean for the replacement. John Patton stated that he spoke to the Town Engineer, Karl Acimovic, and Karl will check into that. Donna also stated that no insurance company will insure the Town for the underground oil tank. First Selectman Mailhos stated that the Town is self-insuring for now. A discussion was had on the HMS underground heating oil tank replacement and whether or not to put it off a year. It was decided to leave it where it is in the plan.
John Patton asked if the Public Works reconfiguration and salt shed in the second year of the plan would all be under the STEAP money the Town was asking to have repurposed. Donna Latincsics stated that they would use the $340,000 repurposed STEAP grant and then apply for another $500,000 STEAP grant and then have $846,000 in STEAP funds available. First Selectman Mailhos stated that the State may be taking the STEAP grants away or applying them to the crumbling foundations instead. A discussion was then had on what would they do if they don’t get the second STEAP grant. It was decided to reduce
The $519,000 to $346,000 for the Public Works reconfiguration and salt shed and put the rest of the money ($173,000) in a bond off budget for fiscal year 2020-2021. John Patton asked if the district phone system could be considered school construction. Donna Latincsics said she would check into that.
Moving on to year three, BAN’s were discussed in regards to the fire station addition, any outstanding ones they have now, bonds vs. mortgage payments, etc. John Patton stated that they wouldn’t be paying $207,000 bond for the fire station addition, Village Hill Road drainage and Schofield Road drainage in fiscal year 2019-2020. He said if they did a BAN in fiscal year 2020-2021 they would just pay the interest on it which would be $80,000 and then pay the full $207,000 in fiscal year 2021-2022. That would give them latitude to do some of the smaller projects.
After some discussion on some of the Board of Education (BOE) projects, the general reserve fund, the capital reserve fund, reimbursement for school projects, leasing the district phone system and LoCIP (local capital improvement projects), it was decided to use local funds for the Center Elementary School (CES) window replacement ($10,000 in fiscal year 2019-2020, $10,000 in fiscal year 2020-2021 and $10,000 in fiscal year 2021-2022).
They looked at what other projects besides the storm water interceptors for $35,000 (fiscal year 2021-2022) could be moved to LoCiP in that fiscal year. They will take the Town Office Building pillars in fiscal year 2017-2018 for $22,050 out of LoCIP and put it in the general reserve fund. Regarding the Transfer Station parking lot paving in fiscal year 2017-2018, the Committee agreed to change the amount of the paving from $29,854 to $35,000 per Derek’s quote to be taken out of LoCIP and the general reserve will be increased the $22,050 and $29,854 which keeps the bottom line figures the same for the Selectmen’s budget and then take it out when needed in the out years. WHFD parking lot replacement for $40,000 in fiscal year 2017-2018 will be put under LoCiP. CES gym air conditioning for $25,580 in fiscal year
2019-2020 and the HMS and Town Office Building parking lot chip seal for $22,786 in fiscal year 2019-2020 will be moved to local funds. Donna Latincsics stated that Derek is getting an estimate for chip sealing the parking lots.
To finish up year 4 the WHFD bay floor replacement for $30,000 will be put off-budget in LoCIP, the CES upper wing exhaust and classroom heat for $82,407 will be moved to local funds and the district telephone system for $100,000 for will be taken out of the reserve fund.
John Patton stated that they should boost up the year five bottom line to $550,000 due to inflation and also in the fifth year, the HMS locker replacement for $20,031 will be taken out of the reserve fund.
Stuart Cobb mentioned that all departments should plan ahead for CIP. Try not to come in with all requests for year one. Spread them out throughout the five year plan with the most needed first. Look ahead to see what is needed. Don’t make year 1 a brand new request. Estimates/quotes are needed for projects. Have the committee start a month early and do field trips to departments to see what their needs are and why and see projects that have been done.
Randy Belair spoke regarding the planning and zoning software request. He stated that they were not prepared to back that request up. They are also requesting a part-time person. They should have been more prepared with that project request and had someone there from the department to sell it.
John Patton went over the next steps for the CIP Plan. Donna will take the data, make changes and update the spreadsheets; she will then put together some verbiage along with a cover letter which goes to BOS, BOF and PZC for approval which then goes to the Town meeting for a vote.
Thank you to WFD #1 for their diligence in coming to all meetings and being prepared to answer any questions the Committee might have.
Randy Belair moved to adjourn the meeting, seconded by Kelly Trueb.
Vote: All yes.
The meeting was adjourned at 7:56 p.m.
Respectfully submitted,
Eileen Smith
Eileen Smith
Recording Secretary
Board of Selectmen
860-487-3100
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