741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Finance Committee

Meeting Minutes

Chairman

Kevin J. Dombrowski

Special Meeting - Hybrid Format

Wednesday, October 5, 2022

6:30 PM

Council Chambers- Town Hall Annex

Building

In -Person Council Chambers - Town Hall Annex Building

Join Zoom Meeting from your Computer, Smart Phone or Tablet:

https://us06web.zoom.us/j/87441832762?pwd=Tm9PRFpsRGtaNkF6a3VaeUs5WlJNZz09

Or by Audio Only: Telephone: +1 646 558 8656; Meeting ID: 874 4183 2762;

passcode: 605121

CALL TO ORDER

the Meeting was called to order by Councilor Saums at 6:30 p.m. at the Council Chambers Town

Hall Annex Building.

Councilor Saums 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 remote

meeting information was available on the Agenda that was posted on the Town’s Website -

Granicus-Legistar Meeting Portal.

Councilor Bill Saums

Councilor Andra Ingalls

Councilor Tim Ryan

Present:

Excused:

II.

ROLL CALL

Councilor Bill Saums

Councilor Andra Ingalls

Councilor Tim Ryan

Present:

Excused:

In addition, the following were present:

Mary McGrattanTown Councilor

S. Naomi RodriguezTown Councilor

Fred Allyn, III Mayor

Matthew Bonin Finance Director

Steve Masalin Director of Public Works/Town Engineer

Steve Holyfield Administrator of Emergency Services

Jon Mann Ledyard Center Fire Chief & Members

Jason Hartling Superintendent of Schools

Wayne Donaldson Board of Education Director Grounds & Facilities

Roxanne MaherAdministrative Assistant

III.

CITIZENS COMMENTS

None.

INFORMATIONAL ITEMS

Councilor Saums noted the Town Council received the Board of Education’s Budget

Report for the period ending September 9, 2022.

Board of Education Financial Report Generated 9/9/2022

RECEIVED AND FILED

RESULT:

APPROVAL OF MINUTES

MOTION to approve the Finance Committee Regular Meeting Minutes of September 21,

2022

Moved by Councilor Ingalls, seconded by Councilor Saums

VOTE:

2 - 0 Approved and so declared

APPROVED AND SO DECLARED

Andra Ingalls

RESULT:

MOVER:

Bill Saums

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

IV.

FINANCE DIRECTOR'S REPORT

Finance Director Matthew Bonin reported on the following: (1) Annual Audit Fiscal Year

Ending June 30, 2022 - Mr. Bonin

stated the Annual Audit work was underway, noting that CliftonLarsonAllen LLP have been

on-site at the Town Hall this week.

He noted the Auditors would be at the Board of Education next week; (2) American Rescue

Plan Act (ARPA) - The Town

received the second and final disbursement from the federal government.

FINANCIAL REPORTS

OLD BUSINESS

VI.

MOTION to authorize the Permanent Municipal Building Committee (PMBC) to increase

the bid amount for the Gales Ferry School and Juliet W. Long School roofing projects to

$50.00 per square foot to account for inflation.

In addition, the Permanent Municipal Building Committee may, with Town Council

approval, modify the scope of the “Various School Improvement Projects” to include the

replacement of the roofs at the Central Office, Gales Ferry School, and Juliet W. Long

School; installation of solar equipment at Gales Ferry School and Juliet W. Long School;

upgrades to the building management systems at Gales Ferry School; and electrical and

HVAC upgrades at Juliet W. Long School) to stay within the authorized amount

$6,725,000, as approved by the townspeople at the February 22, 2022 town-wide

referendum.

Also, the Town Council acknowledges that the Town of Ledyard is aware that the State of

Connecticut notified the Board of Education that the State would only provide a

reimbursement rate of 75% for the cost of the Gales Ferry School roof. This reduction in

State grant reimbursement was based the State’s record that the school was not accepted until

2006, although the Gales Ferry School project was completed in 1999; therefore, the school

did not meet the State’s the 20-year criteria for full reimbursement.

Discussion: Councilor Saums stated the Finance Committee had forwarded this

Motion to the Town Council’s September 28, 2022 Meeting with the hope that they

would have received the requested information from State before the Meeting. However, he

stated because the State had not yet responded, the Town Council took no action.

Councilor Saums went on to state that he and Finance Director Matthew Bonin have

continued to try to obtain written confirmation from the State noting that because the Office

of School Construction Grants and Review Mr. Robert Ficeto has not responded to their

e-mails that he reached out to State Senator Cathy Osten to see if she could look int the

matter. He noted that Senator Osten had a meeting the State Department of Administrative

Services (DAS) this week and that she would try to assist the town in getting someone from

the State to respond to Ledyard’s questions as noted below:

Please confirm the following, or provide the original notice that was sent to the Ledyard

Board of Education supporting the State’s request:

1. The Town needs to increase the estimated bid price to $50.00 per foot for both roofs due to

inflation.

2. The Town will only receive reimbursement on only 75% of the total approved project cost

for the Gales Ferry School because the State did not accept the projects (which were

completed in 1999) until 2006, and therefore the State does not consider the roofs to be 20

years old.

Councilor Saums thanked Superintendent of Schools Jason Hartling and Board of Education

Director of Facilities and Grounds Wayne Donaldson for attending tonight’s meeting and he

asked whether they had any additional/updated information regarding the State’s request.

Superintendent of Schools Jason Hartling stated although he had not received any

documentation from the State that in his on-going effort to deal with the timing of the Gales

Ferry School Roof and in researching the files at the Board of Education Office and that he

located a document the Board of Education submitted to the Department of Commerce

which indicated the Gales Ferry School Construction was completed in September, 2001. He

stated Mr. Donaldson forwarded the document to the State. He stated the Department of

Commerce document may not be exactly what the State was looking for, that he hoped that

it would bolster Ledyard’s case that the Gales Ferry School Construction Project was

completed well before the 2006 date the State had on-file.

Board of Education Director of Facilities and Grounds Wayne Donaldson noted that he

received a response from Mr. Ficeto on another subject matter, however, Mr. Ficeto has not

responded to their questions regarding the School(s) Roof Projects. He stated that he would

continue to reach-out to Mr. Ficeto.

Councilor Saums stated that he would also follow-up with Senator Osten regarding her

meeting with Department of Administrative Services (DAS). He expressed concerns

regarding the timing by not taking the required actions to move these roof projects forward;

however, he also commented on the importance to act in the best interest of the residents;

and that they were not doing something based on “Because the State said so”.

NO ACTION

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 Saums suggested the Committee deferred discussion regarding the ARPA

Funded projects to their September 21, 2022 meeting, noting that he would like Mayor

Allyn, III to be present for their discussion.

NO ACTION

RESULT:

NEW BUSINESS

MOTION to authorize purchase of fire apparatus (3,000 gallon tanker) from New England

Fire Equipment and Apparatus Corporation in an amount not to exceed $640,412.00 for the

Ledyard Fire Company from Account #0210-21020401-54325

(3).

Moved by Councilor Saums, seconded by Councilor Ingalls

Discussion: Administrator of Emergency Services Steve Holyfield provided some

background stating in working to update the Fire Apparatus Plan the town’s fire

services conducted a Fire Hydrant Study about eighteen months ago. The results of

Study showed that nearly 50% of the structures on the Ledyard side of town did not

have access to fire hydrants, and therefore, there was a need to have a Tanker on the

Ledyard side of town, noting that Gales Ferry had a Tanker.

Mr. Holyfield went on to state that the Leadership and the Ledyard Fire Company

Apparatus Committee developed bid specifications for the fire truck and solicited and

Request for Proposal #22-25 ( Fire Apparatus 3,000-gallon Tanker) to replace R-14.

He stated the town received three bids from the following three companies: (1)

Greenwood Emergency Vehicles $680,000; (2) New England Fire Equipment and

Apparatus Corp. $640,412; and (3) Shipman’s Fire Equipment $628,972. He stated

he and the Apparatus Committee reviewed the bids and agreed that the bid received

from New England Fire Equipment was the lowest bid that met all the bid

specification requirements. He stated although Shipman’s Fire Equipment came in

with the lowest bid in the amount of $628,972 that they did not meet the

specifications because their proposal was for a stainless-steel body, noting that the

specifications in Bid #22-15 called for an aluminum body.

Mr. Holyfield addressed the Fire Apparatus Replacement Schedule and the Apparatus

Reserve Fund-Capital Account noting that the level of funding in this Account was

the most they have ever had. He stated in trying to reduce the cost of the 3,000-gallon

Tanker the Ledyard Fire Company Apparatus Committee was asked to take an a la

carte approach and consider cutting out some of the niceties, which brought the cost

to $608,000. He stated the lead time for the construction and delivery of the Tanker

was 20-24 months.

Mr. Holyfield stated although they were expecting to spend about $608,000 to

purchase the 3,000-gallon tanker to replace R-14 that for transparency they were

requesting the full amount of the Bid Proposal in the amount of $640,412.00.

Councilor Saums noted Ordinance #200-002 (rev 1) Section 2 stated: “Bid awards

shall be determined by assessing the best interest of the Town in terms of the scope of

work, qualified bidders’ overall approach to the project or service, past performance, and

cost. The bid shall be awarded to the lowest qualified bidder if it is in the best interest of the

Town.” He stated because the lowest bid did not meet the specifications, and because the

assessment of the bids found that with some negotiations to remove some features from the

apparatus that New England Fire Equipment and Apparatus Corp. proposal was the

best value for the town.

Mr. Holyfield stated the Ledyard Center Fire Company has not had a Tanker for

about seven years explaining that the Tanker was taken out of service because it was

unserviceable and not safe for the road. He stated the reason there has been a gap in

the replacement of the Tanker was because there were some challenges within the

Leadership in deciding on the best direction for the town. He stated the town’s fire

services have continued to work to have both the Ledyard Center Fire Company and

the Gales Ferry Fire Company and the Town’s Leadership in agreement on the

apparatus fleet that would best serve the residents. He stated the purchase of this

3,000-gallon Tanker for the Ledyard Center Fire Company would serve the town for

about 20-25 years.

Councilor Ingalls questioned what prompted the fire services to conduct the Fire

Hydrant Study. Mr. Holyfield stated in their on-going discussions regarding the Fire

Apparatus Replacement Schedule and the types of apparatus that was needed on both

sides of town and what pieces of apparatus could be shared that they conducted the

Fire Hydrant Study about eighteen months ago to provide data to support their needs.

Councilor Saums questioned the amount of research that went into developing the

specifications to replace R-14 with a 3,000-gallon Tanker. Mr. Holyfield stated

hundreds of hours and several revisions on the finances went into developing the

specifications for this piece of apparatus. He stated his predecessor Mr. Russ Shaw

started the Fire Apparatus Schedule and that he has continued the spreadsheet

because it worked. He stated the spreadsheet gives them the ability to plug numbers

and pieces of apparatus into the spreadsheet to see how they would affect

Replacement Plan, the Apparatus Reserve Fund Capital Account and the Fleet. He

noted as an example that R-11 was on the Apparatus Replacement Schedule to be

replaced in 2021; however, he explained by replacing the motor for $126,000 they

were able to extend the life of the truck. He also explained that the Apparatus

Replacement Schedule spreadsheet helped them to look long-term both in terms of

the apparatus fleet with regard to: (1) What could be consolidated; )2) What needed

to be replaced; or (3) How they could extend the lifecycle of a piece apparatus; and

(4) In terms of and in funding. He stated because the cost of fire apparatus and parts

were increasing by 10% - 15% that during the Fiscal Year 2022/2023 Budget process

the annual funding allocation to the Apparatus Reserve Fund Capital Account was

increased by 10% to account for the rising costs. He noted the 20-24 months lead

time for the construction and delivery of the 3,000-gallon Tanker; and he noted that

New England Fire Apparatus was going to order the chassis, frame and motor

because they were concerned about price increases. He stated New England Fire

Apparatus stated that should the purchase not be approved that they could use them

for another town.

Councilor Saums noted the town has used various fire suppression strategies in the

past such as the Compressed Air Foam System (CAFS) and the Drop Tank Systems

and he questioned how they decided to purchase a 3,000-gallon Tanker. Ledyard

Center Fire Chief Jon Mann explained with only 50% of structures on the Ledyard

side of town having access to a fire hydrant that having 3,000-gallons of water at the

scene would play a big role. Mr. Holyfield stated that both the Ledyard Center Fire

Company and the Gales Ferry Fire Company’s Tankers would be used on both sided

of town, when the need arises. He stated that they try to supplement and work with

both Fire Companies, explaining that if there was a fire on Vinegar Hill Road, where

they do not have fire hydrants, that the Ledyard Center Tanker would arrive first,

which would help with safety. He addressed Drop Tanks and stated that he could only

think of one or two times when they used the drop tanks. He also noted if they had a

large fire that other Fire Companies Tankers would also respond to the scene

providing Mutual Aid, and that Ledyard’s Tankers would also go out of town.

However, he stated they have agreed that one Tanker would stay in town at all times.

Mr. Holyfield stated R-11 still had the CAFS on it, noting that when it was purchased

it was believed to be the best approach. However, he stated as it turned out the CAFS

system may not have been the best approach for Ledyard, based on training, usability

and maintenance. He stated Ledyard got rid of R-12 (Ledyard Center Fire Company)

which had CAFS on it. Mr. Mann stated they have learned that the CAFS system was

not financially smart at a fire when the structure was fully involved. He stated for a

smaller fire the CAFS system worked well. He stated for the majority of fires they

have in Ledyard they have found that water method was the best strategy.

Mayor Allyn, III, addressed the Fire Hydrant Study and public water supply noting

that Ledyard did not have a plan to expand the public water supply in the near future.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Bill Saums

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

Old Business (Continued)

Discussion concerning appropriation of Transfer Station and other recycling revenues to a

reserve fund for Transfer Station capital needs.

Public Works Director/Town Engineer Steve Masalin stated based on his September 21,

2022 conversation with Finance Committee to set aside some of the revenue generated

from the Transfer Station Fees and Recycling into a separate account to be used for

Transfer Station capital needs that he has begun to research several components of his

proposal which included the amount of revenue generated by these two sources annually

and the portion of those revenues that he has requested to spend for Public Works

initiatives such as Transfer Station Improvements for lifecycle and compliance

requirements.

Mr. Masalin stated he in looking at all of the revenues the town received with Finance

Director Matthew Bonin that go into the Undesignated Account that they come from a

variety of sources which included the revenue generated from the Transfer Station Fees

and Recycling. He noted Ordinance # 200-009 “An Ordinance Providing for the Transfer

Of Certain Revenue From The Real Estate Conveyance Tax To Specific Town of Ledyard

Funds” Section 1 “Allocation of Funds” stated: A sum equal to forty percent (40%) of

the money thus received shall be deposited to Fund 8, the Parks and Recreation Capital

and Non Recurring Expense Fund; an additional forty percent (40%) of said money

shall be deposited to Fund 6, Capital and Non-Recurring Funds, to be used only for

capital/infrastructure expenses; and the remaining twenty percent (20%) of said money

shall be deposited to Fund 6, Capital and Non-Recurring Funds, with an Acquisition of

Open Space Allocation.”

Councilor Saums stated it made sense to establish a separate account to allocate a portion

of the revenue generated from the Transfer Station Fees and Recycling into. He stated for

planning purposed that the Public Works Director would present a Plan for Public Works

initiatives such as Transfer Station Improvements for lifecycle and compliance

requirements, as part of the Annual Budget Process, as he was currently doing for the

Facilities Maintenance. Mr. Masalin stated with the upcoming budget that he would

prepare a Transfer Station Capital Lifecycle Plan. He stated initially he may still need to

request some appropriations from the Undesignated Fund for improvement work if

needed, until the funding in the new account has reached a level that he could begin to

draw from. He stated a comprehensive engineering analysis of the Transfer Station would

need to be done to determine the work required to bring the Transfer Station into

compliance. He noted that recently the Town of Preston conducted an engineering study

of their Transfer Station and that they were able to obtain funding thru the Local

Transportation Capital Improvement Plan (LoTCIP) from the State to help pay for some

of the improvement work. He stated for the upcoming Fiscal Year 2023/2024 Budget

planning process that he would be preparing a Plan to obtain an Engineering Study of the

Transfer Station, which would require some seed money.

Mr. Masalin noted more work needed to be done in preparing a proposal to establish a

separate Account to set aside some of the revenue generated from the Transfer Station

Fees and Recycling to be used for Transfer Station capital needs.

The Finance Committee agreed to remove this item from their agenda, and to revisit it

when Mr. Masalin was ready to present his proposal.

WITHDRAWN

RESULT:

MOTION to approve $45,000 in supplemental funding for the construction of the concrete floor

at the Town Green Pole Barn.

Moved by Councilor Ingalls, seconded by Councilor Saums

Discussion: Public Works Director/Town Engineer Steve Masalin provided some

background stating at its December 8, 2021, meeting, the Town Council approved

$55,000 of American Rescue Plan Act (ARPA) funding for a concrete floor at the

Vo-Ag-Science Pole Barn at the Lower Town Green. He stated after securing quotes and

packaging the various facets (materials and labor) in the most cost-effective way possible

to reduce costs, coupled with as much in-house effort as possible, the total cost had been

estimated at just shy of $90,000, without contingency. He explained the Package

included labor supplied through the ezIQC program managed by the Gordian Group

through competitive CRCOG bidding. He stated the detailed scope of work, including

the citation of the Town portion, and cost of the Gordian Group portion ($61,433.07);

with the balance of the cost for materials and miscellaneous efforts supplied by the Town

amounts to about $27,500 was derived from direct quotes. He stated this approach was

proposed at the September 7, 2022, Finance Committee meeting and voted down, in an

effort to seek bids with the hope that the cost would come in lower.

Mr. Masalin went on to explain as a result of the Finance Committee’s September 7,

2022 meeting and with the consensus of the Mayor, the project went out to Bid (Bid .

#2023-04). The Bid results received on September 29, 2022 yielded responses from four

contractors noting that the bids ranged of $152,400 to $196,014. He stated if the previous

proposal of $95,000 was deemed to be excessive, the results of Bid #2023-04 were

clearly not acceptable.

Mr. Masalin continued to explain that he has since confirmed that the original Gordian

Group price of $61,433.07 remained good through the end of the year. However, he

stated because of the delay of seeking bids, the completion of the project was uncertain

within this timeframe, although any increase to this cost would not come close to

approaching the dollar amount that was received in response to Bid #2023-04. He stated

further deliberations with the Gordian Group and others would be required on a final

schedule.

Mr. Masalin went on to explain to accommodate any changes in materials costs he was

recommending, and he has requested this evening, increasing the Contingency by $5,000

to bring the total funding for the project to $100,000. He stated any amount that was not

needed would be returned to the unobligated balance of ARPA funding. He stated

although pouring a concreate slab seem to be a simple, straight forward project, that there

appeared to be more work involved, or there was just not an appetite for contractors to

bid on the work.

The Finance Committee, the Mayor, and Mr. Masalin discussed using other materials to

reduce the cost of the pad at the Pole Barn, such as an asphalt pad; and decided for

logistical purposes that the best option was still a concrete pad noting that the current

millings were not suitable for safety reasons. Councilor Saums stated in trying to

navigate the Pole Barn on crutches or trying to use a walker, wheelchair or a stroller that

it was difficult because the millings never get sunlight and do not get pounded down.

The Group also discussed a cost benefits analysis of other options, the need to bring the

floor into compliance with the American Disability Act (ADA) and the long-term costs

of trying to save money now that only costs the town more money later. They noted all

the other pavilions in town had concrete floors such as the Holdridge Pavilion and the

Colonel Ledyard Park Pavilion.

Mr. Masalin stated the Pole Barn concrete floor would have a broom finish and that the

project would also include two concrete sidewalks going to the parking lot and a paved

and marked parking area that would be in compliance with the ADA specifications.

Councilor Ingalls addressed the ARPA Projects List and she suggested the Finance

Committee revisit the ARPA Spending Plan because of the rate of inflation that has

occurred this past year since the ARPA Projects List was approved. She noted that some

projects, as they were seeing with the Pole Barn Floor, may be coming in higher than

initially estimated. Therefore, she stated they may need to make some adjustments to the

ARPA Projects List and Spending Plan to account for cost increases. Councilor Saums

stated the Mayor was keeping a spreadsheet on the ARPA Projects and the actual costs

that the projects have been coming in. Mayor Allyn, III, stated he would be prepared to

review the ARPA Spending Plan at the October 19, 2022 Finance Committee meeting.

Finance Director Matthew Bonin questioned the funding source for the supplemental

$45,000 for the Pole Barn Floor. Mr. Masalin noted that Mr. Bonin had previously

indicated that that there was enough funding in the ARPA Balance to cover the additional

cost for the Pole Barn Floor. Mr. Bonin stated there was about $625,000 of ARPA

Funding that had not yet been allocated. Councilor Saums at the January 12, 2022 Town

Council meeting they approved to appropriate $1.37 million from the American Rescue

Plan Act (ARPA) Account for Phase I, Phase II & Phase III of the Ledyard Sewer Line

Extension Project. However, he stated this appropriation was contingent on the approval

of the town’s CDBG Grant Application in the amount of $1.38 million for the project.

He stated as part of that action the Council also voted, that should the CDBG Application

not be approved, that they would appropriate the full cost of the Ledyard Sewer Line

Extension Project in the amount of $2.76 million from the American Rescue Plan Act

(ARPA).

Councilor Saums went on to explain the town received notification that their CDBG

Grant Application in the amount of $1.38 million for the Ledyard Center Sewer Line

Extension was denied. He stated if the town had received the CDBG Grant funding that

they would have been able to do all the projects on the ARPA Projects List. He stated at

the Finance Committee’s April 20, 2022 meeting they agreed that if they appropriated the

full $2.76 million for the Ledyard Sewer Line Extension Project from their ARPA

Funding that it would have significantly impacted which projects on the ARPA Projects

List the town would be able to complete.

Councilor Saums continued to explain because the engineering company had requested

an extension of an additional 400 days to complete the geo-technical work on the sewer

line project, the Project would most likely not begin until May or June, 2023. Therefore,

he stated at their April 20, 2022 meeting the Finance Committee agreed that rather than

allocate the full $2.76 million for Sewer Line Extension now and forego a number of

smaller initiatives on the ARPA Projects List, that they would recommend the Town only

allocate $1.2 million from ARPA Funding for Phase I, because the costs of Phase II

would be shared by the Developers. He also explained because of the delay in the project

timeline the Committee was optimistic that they could again apply for the CDBG Grant

in the next round or perhaps find other grant opportunities for Phase II and Phase III of

the Sewer Line Extension Project. Therefore, he stated that he would rather not use the

$625,000 ARPA Funding that Mr. Bonin noted had not yet been allocated in-case they

needed it for the Sewer Line Extension Project.

Mr. Bonin stated there was also some funding in the CNR Undesignated Fund that could

be used for the supplemental $45,000 that was being requested for the Pole Barn Floor.

The Finance Committee asked Mr. Bonin to identify a funding source for the

supplemental $45,000 before the Town Council’s October 12, 2022 meeting.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Bill Saums

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

VII. NEW BUSINESS (Continued)

MOTION to appropriate $6,760.78 to Account 21014301-53342-T0001 (Town Green

Upgrade) from Account 21090305-58915 (Undesignated) to cover the deficit of the Town

share of STEAP grant funding not eligible to be covered by ARPA funding.

Moved by Councilor Saums, seconded by Councilor Ingalls

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

because of the various funding sources that were involved to facilitate the Town

Green Upgrade Project that it was quite complicated to review the project in detail.

However, he provided a brief overview as follows:

· Supplemental funding was sought to cover the Town’s matching share to be

eligible to receive the funding from the State Small Town Economic Assistance

Program (STEAP) Grant f or the Town Green Upgrade Project.

· $75,000 of American Rescue Plan Act (ARPA) was appropriated at Town

Council’s February 9, 2022 meeting to cover the town’s matching funds and for

the other Town Green miscellaneous improvements. The $75,000 ARPA Funding

was appropriated to a new Account # 21014301-53342-G0014 (Town Green

Upgrade) that was created for ARPA funds accountability.

Mr. Masalin went on to explain that as it turned out, the expenses, to meet the

ARPA-eligible criteria, needed to be incurred after March 3, 2021. He stated because

the Town Green Upgrade Project was underway prior to the ARPA Funding Program

that not all of the expenses were actually ARPA-eligible. He explained that they had

a balance in the amount of $4,468.56 from the original $75,000 ARPA allocation in

the new Account # 21014301-53342-G0014 (Town Green Upgrade) that had been

designated as the town’s match for the STEAP Funding. He stated the remaining

$4,468.56 would be used to complete on-going Town Green Improvements. He stated

after all the transfers of residual funds from the various funding sources and after

reconciling all of the Town Green Accounts that there was an outstanding balance in

the amount of $6,760.78.

Mayor Allyn, III, stated the town received a $124,000 STEAP Grant for the Town

Green Improvements initiative.

Councilor Ingalls asked what the Town Green Improvements included. Mr. Masalin

stated between the STEAP Grant and town-share the following improvement work

was done at the Town Green:

· Complete refiguration of the Town Green

· Parking Area & Lights

· Guide Rails

· Conduit and Electrical Work

· Picnic Tables and Fixed Grills

· Enclosure for dumpster

· Pole Barn Roof

· Pole Barn - reset the rotting poles (sonic tubes, etc.)

· Reseeded Upper Town Green (landscaping was done by a landscaping contractor)

Mr. Masalin noted the outstanding work that needed to be completed included:

· Holdridge Pavilion Roof (currently under contract)

· Refinish/re-coat poles

· Pole Barn asphalt handicap parking

Mr. Masalin stated because the Town Green was under the Parks & Recreation

Administrative Control that they may want to do a few more projects to the area once

the major improvement work has been completed.

VOTE:2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Bill Saums

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

MOTION to approve a bid waiver to Girard Ford of Norwich, CT, in the amount of $72,168

for purchase of a 2023 Ford Econoline Cutaway with utility body for the Public Works

Department.

Moved by Councilor Ingalls, seconded by Councilor Saums

Discussion: Public Works Director/Town Engineer Steve Masalin provided some

background stating in accordance with the Public Works Small Truck Capital

Replacement Plan that was approved as part of the Fiscal Year 2021/2022 Budget,

that a Ford Econoline Cutaway Truck with utility body was ordered under the State

Bid for the Building and Facility Maintenance. The truck was ordered in December of

2021; however, the town has yet to receive the truck and have received word that the

2022 model year line was being shut down. He explained that this meant that to

receive the Ford Econoline Cutaway Truck with utility body model that it would have

to be reordered as a 2023 model year vehicle.

Mr. Masalin went on to state according to a number of reports involving similar

circumstances, the Ford Econoline Cutaway Truck with utility body model would

most likely involve a cost increase of several thousand dollars, which has been

typically reflected on every model year in supplements to the State Bid, noting that

they would not receive definitive word on the amount of the cost increase for

possibly several weeks. In addition, they would likely see an extended delivery delay

into 2023 as the order would need to be initiated from scratch.

Mr. Masalin stated they have found a very similar Truck that would be arriving soon

at Girard Ford in Norwich. He stated it was a 2023 model year truck and it had a

comparable body to what the original would have been outfitted with. He stated

although the truck did not have some relatively minor accessories that were ordered

with the original package, that it had some advantages that the Public Works

Department believed would more than offset the accessories that were previously

ordered. He noted as an example, the 2023 model truck was an E450 versus and the

F350, which would offer greater load capacity, and the body was a larger capacity

and better construction.

Mr. Masalin continued by noting that the cost of the originally ordered truck was

$72,036.90. He stated the closely comparable truck that would be arriving soon at

Girard Ford of Norwich has been offered to the town for $72,168 only $130.00 more

than the 2022 model truck they initially ordered. He stated to account for this

purchase, there would be a slight deficit in the Small Truck Capital Account

(21040101-57313). However, he stated that they expected this shortfall to be easily

erased by liquidation of the present Buildings & Grounds service van, along with

another small truck that were currently be being retired from the fleet and being

prepared for sale through GovDeals.

Mr. Masalin stated their search for the truck extended into Massachusetts and he

explained by the time they found the Cutaway model truck with a utility body that the

vehicle had already been spoken for. He stated although it was a risk that Girard Ford

was willing to hold the 2023 model truck for Ledyard. 2

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Bill Saums

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

MOTION to authorize purchase of fire apparatus (3,000 gallon tanker) from New England

Fire Equipment and Apparatus Corporation in an amount not to exceed $640,412.00 for the

Ledyard Fire Company from Account #0210-21020401-54325

Item #3 was addressed earlier in the meeting (see above)

MOTION to approve the Finance Committee 2023 Meeting Schedule to meet the first and

third Wednesday of each month at 5:00 p.m. as follows:

Finance Committee (1st & 3rd Wednesday, Annex Building 5:00 p.m.)

January 4, 18

May 3, 17

September 6, 20 October 4, 18

January 3, 17, 2024.

February 1, 15

June 7, 21 July 5, 19

November 1, 15 December 6, 20

March 1, 15

April 5, 19

August 2, 16

Moved by Councilor Saums, seconded by Councilor Ingalls

Discussion: Councilor Saums stated in accordance with CGS 1-225 each Committee must

file its meeting schedule for the coming year in the Town Clerk’s Office. He stated if there

were no objections that the Finance Committee would continue to meeting on the first and

third Wednesday of each month.

VOTE: 2 - 0 Approved and so declared

APPROVED AND SO DECLARED

Bill Saums

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

ADJOURNMENT

Councilor Saums moved the meeting be adjourned, seconded by Councilor Ingalls.

VOTE: 2 - 0 Approved and so declared, the meeting was adjourned at 7:28 p.m.

Respectfully submitted,

William D. Saums

Committee Chairman

Finance

Committee