741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Finance Committee

Meeting Minutes

Chairman S. Naomi

Rodriguez

Special Meeting

Wednesday, August 14, 2024

5:30 PM

Town Hall Annex Building - Hybrid

Format

In -Person: Council Chambers, Town Hall Annex Building

Remote Participation Information Noted Below:

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

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by Audio Only: Telephone: +1 646 558 8656; Meeting ID: 899 1509 7877; Passcode:

706450

CALL TO ORDER

the Special Meeting was called to order by Committee Chairman Councilor Saccone

at 5:30 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

Also present were the following:

S. Naomi Rodriguez Town Council Chairman

April BrunelleTown Councilor

Fred Allyn, IIMI ayor

Matthew Bonin Finance Director

Steve MasalinPublic Works Director/Town Engineer

Steve Holyfield Administrator of Emergency Services

Jason HartingSchool Superintendent

Brandon Graber Board of Education Member

Eric Treaster Resident

Roxanne Maher Administrative Assistant

III.

RESIDENTS & PROPERTY OWNERS COMMENTS

Mr. Eric Treaster, 10 Huntington Way, Ledyard, stated he was present to comment

on the following:

· Vision Government Solutions Contract - Mr. Treaster stated he pleased to see the

Vision Government Solutions contract to conduct the Town’s Revaluation on

tonight’s agenda; noting that they would be working to get into every house to see

what improvements have been made; which would make Ledyard’s assessment

process as fair as possible for everyone. He stated in reading the contract he was

especially pleased to see that it included a training component for the Board of

Assessment Appeals.

· Sewer Line Installation Fairway Drive and Colby Drive - Mr. Treaster continued by

asking whether the taxpayers would be paying for the installation of the sewer line

that was being constructed/installed on Fairway Drive and Colby Drive.

Mayor Allyn responded to Mr. Treaster by stating tonight’s discussion of Item #6

regarding the American Rescue Plan Act (ARPA) Projects List would include the

engineering design work to extend the sewer line down Fairway Drive and Colby

Drive. However, he explained there was no action at this point to install a sewer line

on those roads.

Mr. Treaster questioned whether the taxpayers would be paying for the engineering

design work. Mayor Allyn replied “Yes”, noting that they would be discussing this

work later this evening.

· Land Use Fees - Mr. Treaster asked about Item #8 on tonight’s Agenda regarding the

allocation of $3,000 to the Land Use Department, noting that he did not recall any

Citation Fines being issued. Mayor Allyn stated that he would discuss this item later

this evening.

IV.

PRESENTATIONS / INFORMATIONAL ITEMS

None.

APPROVAL OF MINUTES

MOTION to approve the Finance Committee Regular Meeting Minutes of July 17, 2024.

Moved by Councilor Buhle, seconded by Councilor Saccone

VOTE:2 - 0 Approved and so declared

APPROVED AND SO DECLARED

Finance Director’s Report

Finance Director Matthew Bonin reported on the following: (1) Bond Anticipated Notes

RESULT:

VI.

(BAN) Schools Consolidation/Improvement Projects (Middle School & Gallup Hill

School) - Mr. Bonin stated on August 13, 2024, the Town paid off the BANS for these

two school projects. He noted the State has scheduled their Project Audit for November,

2024. He stated once the State’s Audit was completed they would release the remainder

of the Grant Funding to the Town, and the Projects would be put to rest; (2) Bond Sale -

School Various Projects - Mr. Bonin stated on August 12, 2024 the Town also Bonded

$8,550,000 to facilitate the Various School Projects which included the replacement of

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

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

School; upgrades to the Building Management System at the Gales Ferry School and

Juliet W. Long School, and electrical and Heating and Ventilation (HVAC) upgrades at

the Juliet W. Long School; (2) Electric Bills - Mr. Bonin stated as everyone was aware

the Eversource Bills have been extremely high, noting that these expenses would impact

their budget moving forward.

CONTINUE

Financial Reports

Finance Director Matthew Bonin stated he would provide the Year-to-Date Revenue and

RESULT:

VII.

Expenditure Budget verses Actual Reports at the Finance Committee’s September 4,

2024 meeting.

NO ACTION

VIII. BUSINESS OF THE MEETING

RESULT:

MOTION to add Courville’s Garage to the Fiscal Year 2024-2025 Standing Bid Waiver List.

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Administrator of Emergency Services Steve Holyfield explained that the

Gales Ferry Fire Company had been using Bulldog Fire Apparatus for their fire truck

repairs, because they were familiar with the town’s apparatus and because they had

confidence in their lead mechanic, who had been working on their equipment for well

over ten-years. However, he stated the lead mechanic was now working for

Courville’s Garage. He stated although the Fire Department had requested

Courville’s Garage be added to the Fiscal Year 2024/2025 Standing Bid Waiver List

that it was overlooked. Therefore, he stated they were requesting this vendor be

added to the Standing Bid Waiver List. He stated their labor rates were within the

standard rates.

Councilor Saccone noted the value in using a mechanic that knows their vehicles. He

stated the mechanic the Gales Ferry Fire Department has been using for many years

does outstanding work. However, he stated the mechanic moved to Corvelle’s

Garage.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

AYE:

Saccone and Buhle

Ryan

EXCUSED:

MOTION to transfer additional revenues received for Fiscal Year 2023/2024 as follows:

$39,502 received from the ASTE Program to Account #22570101 (BOE ASTE CNR) to

be used as requested in the Board of Education’s email dated August 8, 2024 as follows.

$27,000 Ag-Classroom multimedia equipment and interactive projector replacements

$12,500 to Update to the lightening system in the classrooms to LED

$304,635 received from Impact Aid to Account #22570101 (BOE CNR Reserve Fund) to

be used for the following in accordance with the Board of Education’s Fiscal Year

2024/2025 Capital Improvement Plan (CIP):

$210,000 Ledyard High School Existing Elevator Replacement

$73,300 Gallup Hill School Recommissioning

$21,335 Juliet W. Long School-Gales Ferry School Playground

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Councilor Buhle stated at their July 17, 2024 meeting the Finance

Committee discussed Superintendent Jason Hartling’s July 15, 2024 letter in which

he reported that the Town received more revenue for the Agri-Science Program and

for the Impact Aid, than the dollar amount that had been projected/included in the

Fiscal Year 2023/2024 Budget; and that he requested the Town Council transfer the

additional revenues to the Board of Education’s Capital Accounts.

Councilor Buhle continued by explaining that the Finance Committee did not want to

transfer the funds without seeing a Plan from the Board of Education stating how

they intended to use the additional funds. She noted in response to Chairman

Rodriguez’s July 30, 2024 letter, Board of Education Chairman Favry forwarded the

capital projects as listed in the Motion above for the use of the additional funding.

She stated that she was pleased that the Board of Education submitted the list of the

projects they planned to spend the funds on, noting that they could cross those items

off the Fiscal Year 2024/2025 Capital Improvement Plan (CIP).

Councilor Saccone asked Superintendent Jason Hartling to explain what the Gallup

Hill School Recommissioning involved. Mr. Hartling explained that the Board of

Education would partner with Eversource to conduct a full evaluation of the Building

Management System (BMS), which they have had issues with since it was installed.

He stated that Eversource would provide recommendations on how to maximize the

Building Management System (BMS) as well as some mechanical adjustments to

optimize and fix the system and the comfort issues for the students and faculty. He

stated that hopefully they would see a two-year payoff in energy efficiency savings.

Councilor Saccone questioned whether Eversouce was providing any Grant

Assistance to pay for the Recommissioning. Mr. Hartling stated that Eversource was

paying for the full evaluation and 43% of the mechanical/Building Maintenance

System adjustments that would be made. He stated the Board of Education’s final

cost for the Recommissioning for the Gallup Hill School would be $73,000.

Councilor Buhle questioned whether the $210,000 project to replace the High

School’s existing elevator would qualify for the 63% State Grant Reimbursement.

Mr. Hartling explained the Board of Education received an “Efficiency Letter” from

the State which they would address as part of their Grant Application. He stated that

Director of Facilities and Grounds Mr. Wayne Donaldson has been working on the

project, noting that the Board of Education would be working to obtain Grant

Funding for the project.

Councilor Saccone addressed the Juliet W. Long School-Gales Ferry School

Playground and he questioned whether the $21,335 would be the balance to fully

fund the project. Mr. Hartling stated the Parent Teacher Organization (PTO) was

handling the Playground Project, therefore, he stated he did not their funding

position. Councilor Buhle stated with this $21,335 they would be very close to

having the Playground Project fully funded.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

Saccone and Buhle

Ryan

AYE:

EXCUSED:

MOTION to grant a bid waiver to Vision Government Solutions in the amount of $257,000

for Revaluation Services. due to receiving fewer than the required three bids in response to

Bid 2024-04 (Revaluation) in accordance with Ordinance #200-001 (rev 1) "An Ordinance

for Purchasing".

Moved by Councilor Saccone, seconded by Councilor Buhle

Discussion: Mayor Allyn, III, explained in accordance with State Statute Ledyard was

required to conduct a full Revaluation this year, noting in 2029 the town would be

required to conduct a Statical Revaluation in which they would not have to visit all of

the houses like they would be doing this year.

Mayor Allyn went on to explain in preparation for the Revaluation they had been

allocating funding to the Capital Improvement Plan (CIP) for the past few years based on

a projected budget of $187,000 to conduct this work. However, he stated in soliciting

bids they thought they had three bids, but that one envelope was only a letter stating that

the company was not going to submit a bid. Therefore, he stated they only had two bids

and that the numbers came in substantially higher than the amount that was budgeted.

He stated Vision Government Solutions was both the better value and lower cost, noting

that they were a good vendor.

Mayor Allyn stated this Revaluation work would include door to door home inspections

including sheds, decks, finished basements, etc. He stated the town used a different

contractor the last time they had to conduct a full Revaluation and that they were not

confident that the company got inside many houses. He stated Vision Government

Solutions would begin their work this fall, and the new property valuations would

take effect for the October 2025 Grand List.

Councilor Saccone noted at some point they were going to have to fund the

difference between the $187,000 that was budgeted and the actual $257,000 cost.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tony Saccone

RESULT:

MOVER:

Jessica Buhle

SECONDER:

Saccone and Buhle

Ryan

AYE:

EXCUSED:

MOTION to approve appropriations from the receipt of sales of vehicles through GovDeals

in the total amount of $7,250 to the following capital accounts:

$2,575 to Public Works Small Trucks (21040101-57313);

$3,610 to Pooled Vehicles (21040101-57315);

$1,065 to Building Upgrade Reserve (21040111-58240).

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Mayor Allyn, III, stated the town has significantly increased their revenues

by selling their surplus equipment using the on-line action site GovDeals than what they

were getting from the sealed bid process they previously used. He stated this sale

included the following: Retired Parks & Recreation Truck; former Fire Chief’s Explorer

that was inoperable; and Solar Panels that were removed from the Senior Citizens

Center/Parks & Recreation Facility, which were removed when the roof was replaced.

He explained rather than reinstall the solar panels which had less than 50% of their

useful life remaining the solar panels were sold.

Councilor Saccone questioned the difference between the small vehicles and pooled

vehicles accounts. Public Works Director/Town Engineer Steve Masalin stated within

the Capital Reserve Account they had the following five vehicle accounts:

Heavy Equipment

Heavy Trucks

Light Trucks

Light Equipment

Pooled Vehicles

Mr. Masalin explained when the town sold surplus assets the funding was appropriated

to the various associated accounts to be used toward future purchases.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

AYE:

Saccone and Buhle

Ryan

EXCUSED:

Continued discussion regarding potential uses of the revenue received from Public Act

No.21-58 “An Act Concerning Solid Waste Management” in accordance with “Resolution

Regarding Revenues Received from Beverage Container Surcharges” (Nip Bottle Revenue)

adopted on June 8, 2022.

CONTINUE

RESULT:

MOTION to approve purchase of a new Elgin Pelican sweeper through the Sourcewell

lease/purchase provider over a term of five (5) years at $66,467.49 per year.

Moved by Councilor Saccone, seconded by Councilor Buhle

Discussion: Public Works Director/Town Engineer Steve Masalin stated for some

time he and the Finance Committee have been discussing the need to purchase a

street sweeper, the use of the Beverage (“Nip”) Container Surcharges revenue to

facilitate the purchase; and the potential opportunity to share the piece of equipment

and it’s cost with the Town of Preston.

Mr. Masalin noted that prior to tonight’s meeting he had a telephone conversation

with Preston First Selectwoman Sandra Allyn-Gothier to follow-up with Preston’s

interest in a shared arrangement between Ledyard and Preston. He reported that

Selectwoman Allyn-Gothier stated that Preston was on-board with the shared

arrangement. He stated the Five-Year Lease/Purchase Annual Payment would be

$66,000 which included about a 4.7% annual interest rate. He stated the Town of

Preston would pay approximately $22,000 toward the annual lease payment; and

Ledyard would pay about $44,000. He noted the balance in the Beverage (“Nip”)

Container Surcharges Account was about $44,000 and by the time first payment was

due, which would be when the street sweeper was delivered (March, 2025) the

Beverage (“Nip”) Container Surcharges Account would have an approximate balance

of $75,000; which would most likely cover their payment for first two years. He

stated going forward, in addition to using the Beverage (“Nip”) Container Surcharges

revenues, that some funds could be drawn from Account 21040101-57311 (Public

Works Heavy Equipment Capital Reserve), which has been funded at a level of

$85,000 annually.

Mr. Masalin stated in parallel with the purchase of the Street Sweeper that he would

be working to secure a Memorandum of Understanding (MOU) with the Town of

Preston outlining the details of the shared arrangement. He stated the Street Sweeper

would last about fifteen years; which would provide ten years after the piece of

equipment was paid for, in which the town could accumulate funding from the

Beverage (“Nip”) Container Surcharges revenue in anticipation of having to replace

the piece of equipment sometime in the future.

Councilor Saccone asked the following questions:

$66,000 Annual Lease/Purchase Payment- Councilor Saccone questioned whether the

$66,000 was Ledyard’s share. Mr. Masalin stated the $66,000 was the full Annual

Payment. He stated Ledyard would make the full $66,000 Annual Payment and in

accordance with the Memorandum of Understanding (MOU), which would be drafted,

Preston would pay Ledyard their share annual share of $22,000; explaining that these

funds would be used to reimburse the Account. He stated that Ledyard’s actual share

would be $44,000.

American Rescue Plan Act Funding (ARPA) - Councilor Saccone questioned should all

of the ARPA Funding not be spent by the ARPA December 31, 2024 deadline, whether

the Lease/Purchase Contract allowed the town to pay for the Street Sweeper in-full. Mr.

Masalin stated the town could pay in-full at any time with no penalty. He stated the

Lease/Purchase Contract was through Sourcewell, which was the reason they could

directly work with them.

· Beverage (“Nip”) Container Surcharges Account - Councilor Saccone questioned

whether the purchase of the Street Sweeper would use all the Beverage (“Nip”)

Container Surcharges funds received to date. Mayor Allyn, III, stated as Mr. Masalin

mentioned that the first payment would essentially utilize all the Nip Bottle Revenue.

However, he stated because the State disperses the Beverage (“Nip”) Container

Surcharges Funding twice a year, that there would be time to replenish the funds. He

stated the town has been receiving about $31,000 per year from this revenue source.

Mr. Masalin went on to state in-light of this predicament, they now felt that owning a

Street Sweeper would be the best, and most economical way to meet their needs. He

continued by explaining that the Town of Preston was coincidentally in need of

replacing its Street Sweeper, which reached the end of its service life. He stated this

has offered the opportunity to purchase a shared unit that would cover the annual

scope of work for each town; noting that it would also be available for spot needs

throughout the year. He stated the cost share would be allocated proportionally based

on the paved road mileage which would result in 2/3 for Ledyard and 1/3 for Preston.

Councilor Buhle questioned the following:

· Annual Maintenance Costs. Mr. Masalin stated there would be operational costs

such as the replacing the brooms which wear out, and routine maintenance service

costs. He stated during the first few years of its lifecycle that they would not have

much maintenance costs unless they had an operational failure, because the warrantee

would probably cover at least the first year or so.

· Annual Street Sweeping - Councilor Buhle asked whether they would only sweep the

streets once a year. Mr. Masalin stated they would plan to sweep once a year, unless

they had a need off season, such as event, or something were to happen. However, he

stated because they would own the Street Sweeper that it would be available in case

there was a need.

Mayor Allyn stated the last Street Sweeper lasted 22-years, noting during that time

the town was using sand on the roads for winter operations, which put a lot more

wear on the equipment than the amount of wear the new winter operations product

they use today would put on the equipment.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tony Saccone

RESULT:

MOVER:

Jessica Buhle

SECONDER:

Saccone and Buhle

Ryan

AYE:

EXCUSED:

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.

CONTINUE

RESULT:

MOTION to authorize the town to proceed with the engineering design of sewer mains along

Fairway/Colby Drives ($108,000) and Route 117 ($137,500), respectively, per Weston &

Sampson Engineers, Inc. Bid No. 2021-03 Amendments 3 and 4.

In addition, transfer and appropriate ARPA and/or other funding in the total amount of

$245,500 for said purpose. Source of ARPA funding transfer and other funding to be

determined.

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Mr. Masalin provided an overview of the Sewer Extension Project as

follows:

ü Phase I - Sewer Extension Project - $1.11 million- Would run from Ledyard

Center to the High School (currently under way). - Mr. Masalin stated because

this Phase was being done simultaneously with the Multi-Use Pathway that there

was some savings in the costs for the engineering design work.

Mr. Masalin explained that during the construction of the Multi-Use Pathway

they discovered that additional geotechnical validation was needed in the area of

the large retaining wall at the intersection of Gallup Hill Road and Colonel

Ledyard Highway. Therefore, he stated the construction work in this location has

been halted pending the results of the geotechnical work and the associated

design. He stated Weston & Sampson submitted a proposal for the geotechnical

validation services for a lump sum fee of $15,300 and a proposal in the amount of

an additional $15,000 to cover the balance of the construction effort. However, he

stated the additional funds needed for the Multi-Use Pathway would be discussed

later this evening.

ü Phase II - Sewer Extension Project - Ledyard Center Commercial District - Mr.

Masalin explained ARPA Funding has been earmarked for Phase I ($1.11

million) and Phase III ($950,000) of the Sewer Extension Project. He stated to

meet the ultimate goal of the sewer main extension to Ledyard Center, that

pricing for engineering services for Phase II has been sought and acquired for

consideration.

Mr. Masalin went on to note that Weston & Sampson Engineers provided a

proposal to extend their services to design a bifurcated phase down Fairway

Drive, and Colby Drive and up Route 117 to cover the existing and perspective

commercial properties. He stated the cost for this design work was $245,500 and

he noted the proposal was attached to the Agenda on the meeting portal.

Mr. Masalin stated because of favorable construction bid pricing, that some

ARPA funding allotted to Phase I was available for reallocation. The final costs

for Phase 1 (in process) and Phase III (presently under design) were unknown. He

stated that based on his analysis of the ARPA Funding for the Sewer Extension

Project that he would not recommend the use of ARPA Funding be used for

Phase II. He deferred to Mayor Allyn, III to speak on the interest in getting the

sewer line (Phae II) to the commercial area on Route 117 (Colonel Ledyard

Highway).

Mayor Allyn, III, noted the following interests and potential projects:

o 2019 Proposed development behind the former Ledyard Center School.

o Village Market Grocery Store - Mayor Allyn stated the Market frequently has

their septic system pumped because the soils were not very good; and

therefore, they have expressed an interest in the sewer line extension project

and would like to be able connect.

o Former Lou’s Garage across the street from Holdridges Garden Center -

Mayor Allyn stated with both public water and sewer system this property

could be redeveloped.

o Commercial Development - Mayor Allyn stated a Commercial Developer was

interested in the property located behind the Town Hall and the Village

Market, which was currently owned by the Holdridge Family. This Developer

has also expressed an interest in paying for the installation of the sewer line to

run from where it currently ended at the north driveway of the Congregational

Church up to this location (-Village Market-Town Hall); explaining that the

sewer line would need to go under Route 117 and then up Route 117. He also

noted Councilor Garcia-Irrizarry’s August 2, 2024 email asking that the

design and engineering work be done (shovel ready) for Phase II to enable the

town to apply for grant funding for the sewer main extension.

Mayor Allyn continued by noting that the engineering design work to extend

the sewer line to Fairway Drive and Colby Drive was also part of Phase II.

Public Works Director/Town Engineer Steve Masalin stated a preliminary

road has been laid out with completed drainage structures down Fairway

Drive down to Colby Drive. He stated Habitat for Humanity has been given

the Conover property which was located on Colby Drive, past the restaurant.

He stated there were detailed plans ready for the construction of multi-family

condominiums at that location. He stated the Developer contacted the Land

Use Director-Town Planner today to schedule a meeting with their engineers

to look at the sewer options. He stated the Phase II for Fairway Drive and

Colby Drive already had perspective commercial interests that were far along.

He stated he talked with an owner/developer who had properties on Colby

Drive that they would like to expand and build out that would use the sewer

line, if they had access to it. He stated as people were becoming more aware

of the sewer extension project that they were getting in line to have access to

it.

Chairman Rodriguez questioned the cost to bring the sewer line to the

location needed to support the Development of the property currently owned

by the Holdridge Family. Mayor Allyn explained that the design engineering

work was needed to calculate the cost, and the encroachments needed on

Route 117. He also explained the State Department of Transportation (DOT)

frowned upon digging up the road because they were not planning to resurface

it in the near future, therefore, they would have to boar under Route 117.

Chairman Rodriguez stated that the cost of this work would be a savings for

the town. Mayor Allyn stated that was correct, because the Developer has

expressed a real interest and has put a number on the table, of as much as $1

million, to make this happen. Public Works Director/Town Engineer Steve

Masalin stated the Route 117 costs were uncertain because of the State

Department of Transportation’s (DOT) involvement and the standards they

required.

Chairman Rodriguez addressed the Habitat for Humanity development on

Colby Drive, and she questioned whether Habitat for Humanity could help

with the design engineering work for the sewer line. Mayor Allyn stated that

Habitat for Humanity was positioned to apply for a Grant around April/May

2025. He stated although Habitat for Humanity had their plans ready to go for

the site, that they did not have their money in place yet. He stated that he

expected to have more information on what they were expecting to pay for

once the town meets with Habitat for Humanity Engineers next week. He

stated that Habitat for Humanity still needed to finish building Colby Drive,

that would come out by the restaurant on Colonel Ledyard Highway; but at

this time he did not know what other infrastructure costs Habitat for

Humanity was planning for. Public Works Director/Town Engineer Steve

Masalin stated the preliminary estimate for the extension of the sewer line of

Fairway Drive-Colby Drive was $700,000.

Chairman Rodriguez questioned if the Town allocated the funding for the

design engineering work to extend the sewer line onto Fairway Drive and

Colby Drive, and then Habitat for Humanity were to obtain financing, would

that money come back to the Town. Mayor Allyn stated if Habitat for

Humanity was willing to reimburse the Town for the design and engineering

work that the money would come back to the Town.

Councilor Buhle stated during the Finance Committee’s on-going review of

the ARPA Funding and the status of the Projects this past year, it was

anticipated that both Phase I and Phase III of the Sewer Line Extension

Projects would come in below the ARPA Funding allocations. Therefore, she

questioned whether this was still going to be the case. Public Works

Director/Town Engineer Steve Masalin explained that it was possible that

Phase I would come in under the $1.1 million allocation. However, he stated

that this might not be the case for $950,000 that was earmarked for Phase III,

noting the following: Design Engineering cost $122,100; Engineering for

Construction and Construction cost was estimated at $1.1 million for a total

cost of $1.22 million. Mr. Masalin continued by presenting an analysis of the

Multi-Use Pathway, and Phase I and Phase III of the Sewer Extension Project,

noting that there would be a balance of $30,000 left.

Project

ARPA Allocation

Balance

Sewer Extension Projects $2.15 Million

Other ARPA Projects

Total ARPA Balance:

$90,000.

($55,000)

$30,000

Therefore, Mr. Masalin stated that there would not be sufficient ARPA

Funding left to pay for the $245,500 engineering design work for Phase III (

sewer mains along Fairway/Colby Drives ($108,000) and Route 117

($137,500)).

Councilor Buhle questioned where they would get the money for Phase III.

Mayor Allyn stated because Phase III was a substantial Capital Project that it

might make sense to use the CNR Undesignated Account to provide the

$245,000 needed for the engineering design of sewer mains along

Fairway/Colby Drives ($108,000) and Route 117 ($137,500).

Councilor Buhle noted in April, 2024 the town was able to apply for the

COPS Law Enforcement Technology and Equipment Grant in the amount of

up-to $240,000 through the Congressionally Directed Spending initiative, to

replace the Ledyard Dispatch Emergency Communications CAD/RMS System

because the project was ready to go. Therefore, she addressed the importance to

have these types of projects shovel ready for when grant opportunities become

available the town would be ready to submit their projects. She stated by having

this engineering design work done, it would open-up opportunities to seek grant

funding to finish the Sewer Extension Project(s). She stated the design

engineering work was an absolute need; and she questioned the balance of the

CNR Undesignated Account. Finance Director Matthew Bonin stated that he

would provide the CNR Undesignated Account balance at the next Finance

Committee meeting.

Councilor Saccone questioned whether appropriating the requested 245,500 to

pay for engineering design of sewer mains along Fairway/Colby Drives

($108,000) and Route 117 ($137,500), this was urgent; or whether it could wait

to the Finance Committee’s September 4, 2024 meeting. Mr. Masalin stated

although it was an urgent need that this item could wait to the next Finance

Committee meeting. However, he stated the $30,300 needed for the additional

geotechnical services ($15,300) and additional construction design services

($15,000) related the Multi-Use Pathway/Phase I Sewer Extension Project

was urgent and he would provide more information regarding this request

later this evening.

ü Phase III- Sewer Extension Project -$950,000 - High School to Pennywise Lane

to the Wastewater Treatment Facility - Mr. Masalin noted Phase III would replace

the inadequate sewer line from the High School to Pennywise Lane that would tie

into the service lines that go the Wastewater Sewer Treatment Facility. He stated

the engineering design work has been funded; and the drawings were ready to go

to the Contractor within the next couple of weeks for them to prepare the

construction cost estimates. He stated this would allow the town to hopefully

keep the Contractor on-board with a favorable contract to meet the December 31,

2024 ARPA deadline, and weather permitting they would be able to work through

the winter. He stated that Phase III was critical because the other two Phases

(Phase I & Phase II) would tie into this line to go down to the Wastewater

Treatment Facility.

· MOTION to Table the

MOTION to recommend the Town Council authorize the town to proceed with the

engineering design of sewer mains along Fairway/Colby Drives ($108,000) and

Route 117 ($137,500), respectively, per Weston & Sampson Engineers, Inc. Bid No.

2021-03 Amendments 3 and 4.

In addition, transfer and appropriate ARPA and/or other funding in the total amount

of $245,500 for said purpose. Source of ARPA funding transfer and other funding to

be determined.

Moved by Councilor Saccone, seconded by Councilor Buhle

VOTE: 2 - 0 Approved to Table

TABLED

RESULT:

Tony Saccone

Jessica Buhle

MOVER:

SECONDER:

Saccone and Buhle

Ryan

AYE:

EXCUSED:

MOTION to authorize the town to proceed with the supplemental engineering services for

the Colonel Ledyard Multi-Use Pathway for additional geotechnical services ($15,300) and

additional construction design services ($15,000) per the August 12, 2024 Weston &

Sampson Engineers, Inc. amendment to Bid No. 2021-03.

In addition, transfer and appropriate ARPA funding in the total amount of $30,300 for said

purpose. Source of ARPA funding transfer to be determined.

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Mr. Masalin noted as explained earlier (see above) the balance for the

original construction design engineering for the Multi-Use Pathway has been

exhausted, due to various construction issues. He stated because the Multi-Use

Pathway (LoTCIP Funding) and Phase I of the Sewer Extension Project (ARPA

Funding) were running along the same path and were being done simultaneously, that

there was some savings in the engineering design work that could be used to pay for

the additional $30,300 needed for the geotechnical validation and to cover the

balance of the construction effort.

Mr. Masalin continued by explaining that during the construction of the Multi-Use

Pathway they discovered that additional geotechnical validation was needed in the

area of the large retaining wall at the intersection of Gallup Hill Road and Colonel

Ledyard Highway. Therefore, he stated the construction work in this location has

been halted pending the results of the geotechnical work and the associated design.

He stated Weston & Sampson submitted a proposal for the geotechnical validation

services for a lump sum fee of $15,300 and a proposal in the amount of an additional

$15,000 to cover the balance of the construction effort.

Councilor Buhle questioned whether a separate motion was needed to transfer the

ARPA Funding from the Sewer Extension Phase I to the Multi-Use Pathway. Public

Works Director/Town Engineer Steve Masalin stated that the ARPA Funds would

come from the surplus funding remaining from $1.11 million that was earmarked for

Phase I of the Sewer Extension Project. Finance Director Matthew Bonin noted that a

sperate motion was not needed.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

Saccone and Buhle

Ryan

AYE:

EXCUSED:

MOTION to appropriate $90,888 to the Child and Family Agency to provide Clinicians

at the Gales Ferry School and Juliet W. Long School for one year, from the American Rescue

Plan Act (ARPA) Funding designated for Youth Mental Health Clinicians.

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Councilor Buhle stated as part of the American Rescue Plan Act (ARPA)

Projects status review the Finance Committee has been discussing the $190,000 that

had been earmarked to provide mental health services to the youth in our community.

However, she stated because the funding was not being used at rate that it would be

fully committed by the December 31, 2024 ARPA deadline, they questioned the

reasons this was happening because there was a need for mental health services,

noting the Clinicians at the elementary schools had full caseloads of ten students, and

there were kids on a waiting list for services.

Councilor Buhle went on to state in speaking with School Superintendent Jason

Hartling, at the Finance Committee’s July 17, 2024 meeting they learned that

Clinician Pat Frost, who took over from Kate Sikorski-Maynard, was providing

services for both the High School and Middle School students, but that she was not

comfortable with administering services to younger age children. She stated they also

learned that although the State of Connecticut Child and Family Agency provided

funding to support the School Based Health Progrm, which included Mental Health

Services, for the upcoming school year (2024/2025) at the High School, Middle School,

and Gallup Hill School, that funding was not provided to continue the same level of

mental health services at the Gales Ferry School and Juliet W. Long School, noting that

this was an inequity.

Councilor Buhle stated based on their discussion that Mr. Hartling contacted the Child

and Family Agency to find out how much it would cost to provide a Clinician at the

Juliet W. Long School and Gales Ferry School. She stated the cost for the salaries

including fringe benefits was $90,885. She stated the Board of Education also discussed

the need to provide mental health services at the Juliet W. Long School and Gallup Hill

School, and in his August 13, 2024 email Board of Education Chairman Anthony Favry

encouraged the Town Council to consider providing funding for these services.

Councilor Buhle addressed the importance to provide equitable services at all the

schools in the District. She also noted for full disclosure that her son received services

from the Child and Family Agency at the Juliet W. Long School, noting that he was just

one of the children impacted by this disparity, but that he was certainly not the only

child. She stated that she that directing these ARPA Funds to provide services for the

Fiscal Year 2024/2025 was worthwhile use of the funds, as Ledyard continued to work

to secure funding going forward to ensure all the schools have a School Based Health

Program, which included Mental Health Services, though the Child and Family Agency

in the years to come.

Councilor Dombrowski stated a formal request from the Board of Education would be

required to allocate ARPA Funding the town received to pay for Child and Family

Services for the School System.

Councilor Buhle noted the following email thread from the Board of Education and

Child & Family Services as follows:

From: Anthony Favry <afavry@ledyard.net>

Sent: Thursday, July 18, 2024 9:44 PM

To: Jay Hartling <jhartling@ledyard.net>

Cc: BoE Members <boemembers@ledyard.net>; Naomi Rodriguez

<NaomiR@ledyardct.org>; Town Council Group <TownCouncil@ledyardct.org>

Subject: Re: GFS/JWL mental health counselor

Good Evening Jay,

Thank you for your email and for the information provided. I appreciate you

investing the time looking into options because this has been an area of interest for

the Board, and it is unfortunate the State has not allocated additional funds to

continue this valuable program.

I am copying the Board on this thread for their awareness, as well as Town

Council given that the review and decision would be in their purview.

Chairman Rodriguez & Town Councilor’s: On behalf of the Board, I would

encourage you to please review and consider approving the appropriation of the

ARPA monies that were allocated for mental health services in our community.

There is incredible value and impact here for our students and our community. We

appreciate your support and collaboration in advance. Should you have any

questions or need additional information, please let us know.

Thank You,

Anthony Favry

Chairman, Board of Education

On Thu, Jul 18, 2024 at 2:28ꢀPM Jay Hartling <jhartling@ledyard.net

<mailto:jhartling@ledyard.net>> wrote:

Anthony,

Last evening, the town Council Finance Committee Was discussing ARPA funding.

There was some confusion about the funds they put aside for mental health support.

I think I was able to clarify and provide some additional information to support

their discussion.

Right now, the town has a contractor who is willing to work with secondary

students, but is not able to support elementary students. Contractor is not utilizing

the full level of funding that they’ve set aside for mental health. Hearing the

concerns raised by TC I Spent some time last night brainstorming some potential

ideas.

In a conversation this morning with Mayor Fred, I laid out a potential plan for TC.

The mayor seemed very supportive of this approach, but ultimately, I believe it is a

decision to be made by TC. Fred asked me to follow up with the provider. As you

can see from the email thread below, they were very enthusiastic about this

potential opportunity. As I briefed, the board prior, CFA did not receive funding

for GFS/JWL, mental health, so this would fill in that gap that was left open by the

lapse in State funding.

To be clear, this would not be Board funds, but TC ARPA monies that were

allocated for mental health in our community, but have not been spent and do not

have a plan for being spent.

I want Board to be fully aware of the suggestion I made as it could benefit the

children we serve.

Jason S. Hartling

Superintendent

Ledyard Public Schools

“Believing in the unlimited potential of every student”

---------- Forwarded message ---------

From: Erin Saylor <SaylorE@childandfamilyagency.org

<mailto:SaylorE@childandfamilyagency.org>>

Date: Thu, Jul 18, 2024 at 11:15ꢀAM

Subject: Re: GFS/JWL mental health counselor

To: Jay Hartling <jhartling@ledyard.net <mailto:jhartling@ledyard.net>>

This is very exciting news! Yes, we can absolutely contract with the town. The

cost for salary, fringe and benefits of a licensed clinician is $90,885. I'm so

excited there's a possibility that we'll be able to fully serve the GFS/JWL

community!

Best,

Erin

Erin Saylor, LCSW (she/her/hers)

Chief Operating Officer

Child & Family Agency of Southeastern Connecticut, Inc.

7 Vauxhall St, New London, CT 06320

<https://www.google.com/maps/search/7+Vauxhall+St,+New+London,+CT+0

6320?entry=gmail&source=g>

Ph: (860) 437-4550

saylore@childandfamilyagency.org

<mailto:saylore@childandfamilyagency.org>

Chairman Rodriguez noted the email thread Councilor Buhle read into the record was

the formal request that was required for the Town Council to act on the use of the

Town’s ARPA Funding to pay for Child and Family Mental Health Services at the Juliet

W. Long School and Gallup Hill School.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

Saccone and Buhle

Ryan

AYE:

EXCUSED:

MOTION to approve the following Salary Adjustments effective July 1, 2024:

$80,217 Account #1010101-51602 (Administrative Assistant)

$56,952 Account #1010201-51607 (Executive Assistant)

In addition, authorize retroactive payments in the total amount of $2,692; and appropriate

$20,000 from #Account 10110107-56100 (Undesignated) to the respective accounts.

In addition, authorize retroactive payments in the total amount of $2,692; and

appropriate $20,000 from #Account 10110107-56100 (Undesignated) to the

respective accounts.

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Mayor Allyn, III, explained about two years ago he and the Finance

Committee began a conversation to bring Department Head salaries closer to being

in-line with the Market, noting that the town had a number of Department Heads whose

salaries were behind where they should be. He stated these two positions warranted

attention right-a-way; those being the Town Council Administrative Assistant Roxanne

Maher; and the Mayor’s Executive Assistant Kristen Chapman. He stated this Motion

was the first step in working to adjust the Department Head Salaries, noting that he has

obtained two Salary Surveys, one from the Connecticut Conference of Municipalities

(CCM); and one that was done by ten area towns. He stated providing the Department of

Heads with fair wages for the work that they do would cost about $80,000 - $90,000 per

year, which was not a lot in their overall budget for what these employees do to hold the

operation together. He stated that they would be adjusting salaries either during the

course of the year and/or during the upcoming budget preparation. He stated he valued

all their Department Heads, noting that these two positions were two that certainly help

to hold the operations together and worthy of these salary adjustments. He stated that he

would appreciate the Finance Committee’s - Town Council’s support.

Councilor Saccone noted that the funds were coming from the General Fund

Undesignated Account; and he questioned the reason it was not coming from the Salary

Benefit Adjustment Account. Mayor Allyn explained the Salary Benefit Adjustment

Account was used to pay out employees for their unused sick and vacation time when

leaving employment. Councilor Saccone suggested they include more funding in the

Salary Benefit Adjustment Account in the upcoming budget to provide for additional

salary adjustments for Department Heads.

Councilor Saccone stated these salary adjustments was an outstanding idea, noting that

the employment market was tough in getting and retaining excellent employees. He

stated that the Town had several excellent employees, including Ms. Maher and Ms.

Chapman.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

Saccone and Buhle

Ryan

AYE:

EXCUSED:

MOTION to appropriate $3,000 to Account #10114301-51610 (Land Use Supervisors) in

connection with $3,000 received from fines assessed in accordance with Ordinance #300-012

(rev.2) “An Ordinance Concerning Blight and Public Nuisance for the Town of Ledyard”.

Moved by Councilor Buhle, seconded by Councilor Saccone

Discussion: Mayor Allyn, III, stated the Blight Enforcement Officer had been working

to address a blighted property on Crestview Drive, Gales Ferry. He stated the goal of

Ordinance #300-012 (rev.2) “An Ordinance Concerning Blight and Public Nuisance

for the Town of Ledyard” was not to fine property owners, but for residents to have a

reasonable home that did not adversely impact their neighbors and the neighborhood.

However, he stated this particular issue went as far as the Town Attorney, who

negotiated a settlement with the property owner for $3,000, noting that the fine was

substantially more than the dollar amount that was settled on, explaining that the

property owner eventually came around and through the Town Attorney, they worked

to find a solution that both the property owner and the town could work with, noting

that this was the source of where this $3,000 came from.

Mayor Allyn went on to explain that these fines would typically go into the General

Fund. However, he stated these additional funds would be useful to the Land Use

Department.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tony Saccone

SECONDER:

Saccone and Buhle

Ryan

AYE:

EXCUSED:

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

Settlement Payments.

NO ACTION

RESULT:

IX.

ADJOURNMENT

Councilor Saccone announced in light of the Town Council’s August 28, 2024 meeting being

canceled, that that the Finance Committee’s August 21, 2024 meeting would be cancelled. He

stated the next Finance Committee was scheduled for September 4, 2024.

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

VOTE:

2 - 0 Approved and so declared, the meeting was adjourned at 6:26 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.