741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Finance Committee

Meeting Minutes

Chairman S. Naomi

Rodriguez

Special Meeting

Wednesday, May 7, 2025

4:00 PM

Town Hall Annex Building - Hybrid

Format

In -Person: Council Chambers, Town Hall Annex Building

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CALL TO ORDER

the Meeting was called to order by Committee Chairman Councilor Saccone at 4:00

p.m. at the Council Chambers Town Hall Annex Building.

Councilor Saccone welcomed all to the Hybrid Meeting. He stated for the Town

Council Finance Committee and members of the Public who were participating via

video conference that the remote meeting information was available on the Agenda

that was posted on the Town’s Website - Granicus-Legistar Meeting Portal.

II.

ROLL CALL

Tony Saccone

Jessica Buhle

Tim Ryan

Present:

Excused:

In addition, the following were present:

S. Naomi Rodriguez Town Council Chairman

Fred Allyn, IIMI ayor

Ian Stammel Assistant Finance Director

Steve MasalinPublic Works Director/Town Engineer

Scott Johnson, Jr. Parks, Recreation & Senior Citizens Director

Roxanne Maher Administrative Assistant

III.

RESIDENTS & PROPERTY OWNERS COMMENTS

None.

IV.

PRESENTATIONS / INFORMATIONAL ITEMS

None.

APPROVAL OF MINUTES

MOTION to approve the Finance Committee Minutes

Regular Meeting of April 16, 2025

Special Meeting Minutes of April 23, 2025

Moved by Councilor Saccone, seconded by Councilor Buhle

VOTE:

2 - 0 Approved and so declared

APPROVED AND SO DECLARED

Tony Saccone

RESULT:

MOVER:

Jessica Buhle

SECONDER:

Finance Director’s Report

VI.

Finance Director Matthew Bonin was not present.

Financial Reports

VII.

Assistant Finance Director Ian Stammel noted that the following Reports were provided for

tonight's meeting:

· Revenue Report dated March 30, 2025

· Expenditure Report dated March 30, 2025

VI.

OLD BUSINESS

Discussion regarding potential uses for the funding received from the National Opioid

Settlement Payments.

Mayor Allyn, III, stated that Ledyard received a Settlement Payment from Walgreens in the

amount of $2,807. He stated that this was a smaller payment, however, it would help them

to continue their drug and overdose prevention programs.

CONTINUE

RESULT:

Continued discussion regarding the status and possible changes to Capital Improvement Plan

(CIP) and Capital Non-Recurring (CNR) Fund based on the American Rescue Act Funding

(ARPA) and the process to approve ARPA Projects and expend ARPA Funding.

Councilor Saccone questioned the status of the following ARPA Funded Projects:

· Town Hall Lift (elevator) - Public Works Director/Town Engineer Steve Masalin

stated the construction of the Lift has been completed and it was now functioning.

· Town Clerk’s ADA Counter - Mayor Allyn stated the ADA Counter has been

installed and it turned out beautiful.

· Route 12 - Gales Ferry Corridor Study - Mayor Allyn stated the Economic

Development Commission held a Public Forum to present the Route 12 Corridor

Study to obtain public feedback. He stated that Consultant Gorman + York

would be creating a Survey QR Code that would be shared on the town website

with the hope to obtain more responses that they would tie into the feedback they

received at the April 15, 2025 Public Forum. He stated although the Study was

not complete that it was progressing.

CONTINUE

RESULT:

Continued discussion regarding upcoming potential Grant Opportunities.

Councilor Buhle stated at the Town Council’s April 17, 2025 Special Meeting they

authorized the resubmission of Ledyard’s 2025 COPS Law Enforcement Technology

and Equipment Grant Application in the amount of up-to $240,000 for the 2026

Congressionally Directed Spending Program. She provided some background

explaining that although Ledyard’s 2025 Congressionally Spending Grant

Application was approved by the Appropriations Committee that the Continuing

Resolution that Congress passed did not allocate the funding for the 2025

Community Projects. However, she stated on April 14, 2025 that she and Chairman

Rodriguez were notified that the Application Period for Fiscal Year 2025/2026

Congressionally Directed Spending Program for Community Projects had opened.

She noted that Senator Blumenthal’s Office explained that should Ledyard choose to

resubmit their request for the $240,000 COPS Technology Grant under the 2026

Congressionally Spending Program that Ledyard’s Application would have top

priority at the top of the list. Therefore, she stated that she was hopeful that

Ledyard’s Application would be approved in the 2026 Round.

CONTINUE

RESULT:

Discussion scheduling Regular Quarterly Joint Finance Committee Meetings between the

Town Council and Board of Education.

Councilor Saccone noted that he reached out to Board of Education Finance

Committee Chairman Earl (Ty) Lamb to discuss potential dates to schedule Quarterly

Joint Meetings between the two Finance Committees. He noted instead of adding

more meetings to their schedules they were considering scheduling their Quarterly

Meetings in place of one of their Regular Finance Committee meetings. He stated

that he and Mr. Lamb discussed holding Quarterly Meetings as follows:

January, 2026 at the Board of Education Central Office

April, 2026 at the Council Chambers, Town Hall Annex Building

July, 2026 at the Board of Education Central Office

October, 2026 at the Council Chambers, Town Hall Annex Building

Councilor Saccone stated the actual dates has not been determined, noting that Mr.

Lamb would be discussing the Quarterly Meetings with the Board of Education

Finance Committee.

Councilor Buhle stated that she liked the idea of replacing one of the Finance

Committee’s bimonthly meeting with the Quarterly Meetings, noting that they all

have busy schedules.

Chairman Rodriguez asked Councilor Saccone to include Board of Education

Chairman Anthony Favry in the communications regarding the Finance Committees

regarding the Quarterly Meetings.

CONTINUE

RESULT:

VII. NEW BUSINESS

MOTION to approve appropriations from the receipt of sales of vehicles and equipment

through GovDeals in the total amount of $27,225 as follows:

• $22,200 to the Public Works Heavy Equipment CNR Account 21040101-57311;

• $2,525 to the Public Works Pooled Vehicle CNR Account 21040101-57315;

• $1,300 to the Gales Ferry Fire Company CNR Account 21020551-57300; and

• $1,200 to the Nathan Lester House Donations Account 20810201-54203-24203.

Moved by Councilor Saccone, seconded by Councilor Buhle

Discussion: Mayor Allyn, III, stated the town held another GovDeals on-line auction

noting that the following items were sold:

Large Roadside Mower $8,000 - Mayor Allyn stated that the mower had a lot of

hours on it. He also noted that other Public Works surplus equipment was sold

as well.

Honda Civic $2,525 that was in the Town’s Pooled Vehicles - Mayor Allyn

stated

that the vehicle had some issues, noting that it was a good opportunity to surplus

it.

Gales Ferry Fire Department $1,300 for surplus equipment.

Nathan Lester House - $1,200 Lawn Tractor

Mayor Allyn went on to explain that these funds would be appropriated to the

respective accounts and used toward the purchase/replace of equipment as needed.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tony Saccone

RESULT:

MOVER:

Jessica Buhle

SECONDER:

MOTION to authorize a bid waiver for Willimantic Waste Paper Co., Inc. (Casella) for Bid

No. 2025-08 (Oversized Bulky Waste Removal) due to lack of three bids, in accordance with

Ordinance #200-001 (rev 1) “An Ordinance for Purchasing”.

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Public Works Director/Town Engineer Steve Masalin explained that the

Town solicits Bids for Bulky Waste Removal Services at the Transfer Station every two

(2) years. He stated again this time the town only received two bids, noting that the last

several times they went out to bid for Bulky Waste Services they did not receive the

required three bids. He stated that Willimantic Waste Paper Co., Inc. (formerly Casella)

was the low bidder versus CWPM over the 2-year contract period.

Mr. Masalin went on to note that the formula from the bid specifications yielded

$166,680 for Willimantic Waste versus $168,000 for CWPM, which was based on the

details of their respective offerings. He noted that the Proposals from each of the

Companies along with the bid tabulation sheet, and the bid determination calculation

spreadsheet were attached to the Agenda on the meeting portal.

Mr. Masalin stated the Oversized Bulky Waste removal Bid had the following two

components and that each component would be billed separately: (1) Pay Per Pull;

and (2) Pay for the Tonnage. He stated that Willimantic Waste Paper Co., Inc.

(formerly Casella) had a higher Pull cost; and that CWPM had a higher Weight cost. He

stated in applying the formula which factored in the total number of tons per year and

the total number of pulls per year that Willimantic Waste Paper Co., Inc. (formerly

Casella) was the lower bid.

Mr. Masalin stated the Contractor would provide the Bulky Waste Containers at the

Transfer Station. He noted when the Containers were full that Public Works would

call Willimantic Waste Paper and they would come and take the away the full

containers and replace them with empty containers. Therefore, he stated that the town

would pay for the Pull (pick up and drop off) and then they would pay for the

Tonnage. He explained when Willimantic Waste Paper goes to dump the Bulky

Waste at the Weigh Station that they would get a printout of the tonnage.

Councilor Saccone questioned whether Ledyard would receive a copy of the Weigh

Station printout. Mr. Masalin stated that their current Contractor has been emailing

the Weigh Station Printout for each load to him; and that he thought that Willimantic

Waste Paper would do the same. He stated that he would verify the Weigh Station

Print Out with the Invoice before he would approve the invoice for payment to make

sure everything matched (Pull Date, Weight).

Mr. Masalin stated that with this Bid that they had the reverse of what happened with

Curbside Collection Contract. He stated for many years Casella (currently

Willimantic Waste Paper Co., Inc) was providing the Curbside Collection Services;

and CWPM had been providing the Bulky Waste pickup at the Transfer Station.

Therefore, he stated that the town’s trash collection services would be making some

major transitions come July 1, 2025.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

MOTION to approve a water rate increase of 4% to become effective on July 1, 2025 as

recommended by the WPCA and contained in the water and sewer rate table presented at the

WPCA April 22, 2025 Public Hearing; in accordance with Ordinance #400-001 “An

Ordinance Creating a Water Pollution Control Authority for the Town of Ledyard”.

Moved by Councilor Saccone, seconded by Councilor Buhle

Discussion: Councilor Saccone noted that Water Pollution Control Authority Chairman

Ed Lynch attended the Town Council’s April 9, 2025 meeting to provide an overview of

the Water Operations proposed Fiscal Year 2025/2026 Budget, which included the need

for the 4% water rate increase. He stated the WPCA held a Public Hearing on April 22,

2025 to present the increase to their ratepayers.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tony Saccone

RESULT:

MOVER:

Jessica Buhle

SECONDER:

MOTION to grant a Bid Waiver to M&M Hydroseeding, LLC, of Griswold, Connecticut,

due to receiving fewer than the required three bids in response to Bid #2025-07 (Turf

Management for Parks & Recreation Facilities), in accordance with Ordinance #200-001 (rev

1) “An Ordinance for Purchasing.”

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Parks, Recreation & Senior Citizens Director Scott Johnson, Jr., explained

in response to Bid #2025-07 (Turf Management for Parks & Recreation Facilities) the

town did not receive the required three bids. Therefore, he stated that a bid waiver

has been requested. He stated in reviewing proposal received and comparing it to the

previous contract; that the cost did not significantly increase; especially with the

addition of providing loam and the top dressing, noting that the cost of seed and other

materials were going up.

Mr. Johnson went on to explain that because this work was a specialty area, they felt

that they would not receive any additional bids if they went out to bid a second time,

therefore, he stated the bid waiver has been requested. He stated this work was not

like lawn cutting where they would have probably received a number of bids. He

stated the term of the contract was four-years with 2 one-year option years.

Councilor Saccone questioned the reason the town has not been reeving the required

three bids. Mayor Allyn, III, stated that the town works to seek as many bids possible,

noting that the Bids were advertised in the newspaper, posted on the town’s website,

and they also reach out to a number of contractors in their area to make sure that they

were aware that the town was seeking proposals. However, he stated that the

contractors were just choosing not to submit a bid.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

MOTON to grant a Bid Waiver to Land Care & Design, LLC., of Ledyard, Connecticut, due

to receiving fewer than the required three bids in response to Bid #2025-06 (Routine

Maintenance for Parks & Recreation Facilities), in accordance with Ordinance #200-001 (rev

1) “An Ordinance for Purchasing”

Moved by Councilor Saccone, seconded by Councilor Buhle

Discussion: Parks, Recreation & Senior Citizens Director Scott Johnson, Jr., provided an

editorial correction noting that the name of the Contractor was Landscape care &

Design, LLC. He went on to state that this was the same situation as the Item #4

noting that in response to Bid #2025-06 (Routine Maintenance for Parks &

Recreation Facilities), the town only received one bid. He stated that Landcare &

Design, LLC., was their current contractor, noting that he has been providing services

to Ledyard for about forty-years, and that he does a good job. He stated that the

contract did increase, noting that since their last bid that was solicited six-years ago

that the cost of goods have increased. He stated the term of the contract was

four-years with 2 one-year option years.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tony Saccone

RESULT:

MOVER:

Jessica Buhle

SECONDER:

MOTION to grant a Bid Waiver to Colliers Project Leaders not to exceed $110,000 due to

receiving fewer than the required three bids in response to Bid #24-8 (Juliet Long HVAC

Installation Owner’s Representative Services), in accordance with Ordinance #200-001 (rev

1) “An Ordinance for Purchasing”.

Moved by Councilor Saccone, seconded by Councilor Buhle

Discussion: Mayor Allyn, III, stated the Juliet W. Long School Heating Ventilation Air

Condition System (HVAC) Project has been in the works for quite some time. He stated

in response to Bid #24-8 (Juliet Long HVAC Installation Owner’s Representative

Services) that the town only received two bids. He stated at their May 5, 2025 meeting

Permanent Municipal Building Committee (PMBC) selected Colliers Project Leaders.

He stated because three bids were not received that the PMBC has requested a bid

waiver in accordance with Ordinance #200-001 (rev 1) “An Ordinance for

Purchasing.

Mayor Allyn went on to state that Colliers Project Leaders prepared the paperwork

for School(s) Consolidation - Renovate as New Improvement Projects (Middle

School and Gallup Hill School) for the State to conduct their Audit for the Grant

Funding Reimbursement. He stated that Colliers Project Leaders did a nice job and

that the PMBC would like to move ahead with them for the Owners Representative

on this project. He stated that the Juliet W. Long School Heating Ventilation Air

Condition (HVAC) Project was subject to the townspeople approving to increase the

Bond Authorization for the project at the May 20, 2025 Referendum. However, he stated

that they would like to have everything in place so that if the funding is approved at

May 20, 2025 Referendum that within a day or two they could have contracts signed

so that they could hit the ground, explain that it was going to take time to get the

materials and the installer on-site. He stated that the Juliet W. Long HVAC System

Project was going to take at least this summer, and possibly into next year, to

complete the work. He stated that he supported the Juliet W. Long School HVAC

Project; and that he hoped others would come out on May 20, 2025 and support it as

well.

Councilor Saccone noted that a Special Town Meeting will be held on Monday, May

12, 2025 at 6:30 p.m. in the Council Chambers to provide information regarding the

Juliet W. Long HVAC System Project; which would adjourn to a vote on the voting

machines on May 20, 2025 along with the Fiscal Year 2025/2026 Budget.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tony Saccone

RESULT:

MOVER:

Jessica Buhle

SECONDER:

MOTION to transfer tax accounts in the amount of $88,887.98 listed in the report dated

April 22, 2025, to the “Suspense File”

In addition, authorize the transfer of non-refundable over payments in the amount of $120.92

to the general fund listed in the report dated April 23, 2025.

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Mayor Allyn, III, explained that as part of the town’s year-end housekeeping

the Tax Collector presents a list of accounts classified as “Uncollectable” to be

transferred to the “Suspense List”. He stated that this action would remove the taxes

from an active status to a non-active status. However, he stated that the accounts that

were being transferred would remain on the tax roll and would be flagged as a “Suspense

Item”. He stated except for bankruptcy or deceased, the remaining tax bills would be

sent to a Collection Agency and would remain on the tax rolls for fifteen years from their

due date. He went on to state that the town does not pay for the Collection Agency’s

services, noting that the Collection Agency would obtain their fee from the person that

owed the taxes. He explained in many cases they were motor vehicle taxes and the

person moved out of state and did not know that they owed taxes. He stated as a

comparison that this year’s “Suspense File” was $20,139.44 higher than last year (FY

23/24) noting that the Suspense File was $68,748.54.

Mayor Allyn continued by addressing the transfer of Overpayments, explaining that per

State Statute Section 12-129 and Ordinance #200-002 that “overpayments under $5.00

shall be transferred to the general fund” He stated for the Fiscal Year 2024/2025 the

over payment amount that would be transferred to the General Fund was in the amount

of $120.92. He stated as the Finance Committee was aware, that all other over payments

were reimbursed to the property owner or lender, based on who made the over payment.

Councilor Buhle addressed the “Uncollectable Taxes” and she explained in many cases

there were sailors who registered their vehicles in Connecticut, and because they

know that they qualified for a tax exemption, they thought that they did not owe

taxes; however, she stated that some do not realize that they had to file paperwork for

the tax exemption. Therefore, she stated when they get transferred to another Base;

and the tax bills catch up to them, they would say: “Well, I'm exempt. I don't have to

pay it”; but because they had not filed the tax exemption paperwork they were

receiving a tax bill. Therefore, she stated that some of the Uncollectable Taxes could

be from people who have not filed the tax exemption paperwork, believing that they

were exempt.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

ADJOURNMENT

Councilor Buhle moved the meeting be adjourned, seconded by Councilor Saccone

VOTE:

2 - 0 Approved and so declared, the meeting was adjourned at 4:19 p.m.

Respectfully submitted,

Anthony Saccone, Sr.

Committee Chairman

Finance Committee

DISCLAIMER: Although we try to be timely and accurate these are not official records of the

Town.