741 Colonel Ledyard Highway  
Ledyard, Connecticut 06339  
TOWN OF LEDYARD  
Finance Committee  
Meeting Minutes  
Chairman  
Kevin J. Dombrowski  
Regular Meeting - Hybrid Format  
Wednesday, October 19, 2022  
5:00 PM  
Town Hall Annex Building  
In -Person Location - Council Chambers - Town Hall Annex Building  
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I
CALL TO ORDER  
the Meeting was called to order by Councilor Saums at 5:00 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.  
II.  
ROLL CALL  
Councilor Bill Saums  
Councilor Andra Ingalls  
Councilor Tim Ryan  
Present:  
III.  
IV.  
V.  
CITIZENS COMMENTS  
None.  
PRESENTATIONS / INFORMATIONAL ITEMS  
None.  
APPROVAL OF MINUTES  
MOTION to approve the Finance Committee Special Meeting Minutes of October 5, 2022  
Moved by Councilor Ingalls, seconded by Councilor Ryan  
VOTE: 3 - 0 Approved and so declared  
APPROVED AND SO DECLARED  
RESULT:  
Andra Ingalls  
Tim Ryan  
MOVER:  
SECONDER:  
3
Saums, Ingalls and Ryan  
AYE:  
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 completed their work on-site at the Town Hall this  
week. He explained as part of the annual close out that he would be coming to the  
Finance Committee to approve transfer to address the accounts that were over  
expended during the year to make all of the account whole; (2) Fiscal Assistant  
Position - Mr. Bonin stated the new Fiscal Assistant Katie Freeman was doing well,  
noting that during the time the position was vacant some work was not done and that  
they were working to catch up; (3) Higher Interest Accounts - Mr. Bonin stated he and  
Treasurer Ian Stammel have been working with Dime Bank to maximize the town’s  
investment interest earnings. He explained that the Town had a savings account with  
Dime Bank for which the Bank would match the State of Connecticut Short Term  
Investment Fund (STIF) interest earnings plus 10 basis points. He stated this Account  
was currently earning 3.1%; and therefore, they were transferring some of the cash into  
that account. Mayor Allyn credited Mr. Bonin in yielding the higher interest earnings on  
the funding the town had at Dime Bank. He stated Mr. Bonin met with the Bank  
Vice-President, who later issued a letter in which he agreed for Ledyard to transfer some  
of their cash to the higher interest earning Account. Mayor Allyn stated based on the  
level of funding Ledyard had in that particular Account that their interest earnings would  
increase from $9,600 annually to about $300,000 annually, they hoped.  
The Finance Committee thanked Mr. Bonin for working with the Bank and for his  
oversight to transfer the town’s funds to a higher earning interest rate Account.  
FINANCIAL REPORTS  
None.  
VI.  
OLD BUSINESS  
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.  
1.  
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.  
No Action.  
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.  
2.  
Finance Director Matthew Bonin, Mayor Allyn, III and the Finance Committee reviewed  
the status and progress of the ARPA Projects.  
The Group discussed ARPA Projects that came in under budget to-date, such as the  
Linda C. Davis Food Pantry Roof. The also discussed the importance to redirect the  
unused funds to projects that may come-in over the estimated budget costs, and/or to  
redirect the unused funds to projects that were not funded such as Phase II & III of  
the Ledyard Center Sewer Extension Project.  
Finance Director Matthew Bonin stated of the ARPA Projects that have been  
completed to-date that there was an excess of $31,000 funds that could be  
reappropriated.  
The Group noted that the ARPA funding had to be obligated by 2024 and fully  
expended by 2026.  
CONTINUE  
RESULT:  
Any other Old Business proper to come before the Committee.  
None.  
3.  
VII. NEW BUSINESS  
MOTION to grant a bid waiver in the amount of up to $34,000 to Yale New Haven Health  
1.  
for firefighter physicals.  
Moved by Councilor Ingalls, seconded by Councilor Ryan  
Discussion: Administrator of Emergency Services Steve Holyfield provided some  
background stating that at the Town Council’s September 14, 2022 meeting a Bid  
Waiver for the same dollar amount was approved for Physicians One to perform their  
firefighter physicals. He stated at that time he was still working with Physicians One  
on the details of the Memorandum of Understanding. However, he stated on  
September 29, 2022 he received correspondence from Physicians One stating that the  
vendor would no longer offer appointment style firefighter physicals, as proposed in  
their own Bid Proposal, and would only be offering clinic style exams. He also  
explained in response to Requests for Proposals - RFP #2023-003 (Firefighter Physical  
Exams) that no other bids offered the appointment style physicals for the firefighters.  
He went on to state in subsequent discussions with Yale New Haven Health, that they  
were willing and able to provide appointments for the firefighters physical exams at  
their Pequot Health Center Occupational Health Facility.  
Mr. Holyfield continued to explain that Yale New Heaven Health (YNHH) pricing  
was similar to that of Physicians One, ranging from $350-$500 per physical  
depending on the examination components clinically required. He stated the clinic  
style of exams that Physicians One proposed in their September 29, 2022 email  
continued to be an undesired arrangement, explaining that it was challenging to try to  
get 10-12 volunteer firefighters together for the clinic style physical exams. He stated  
Yale New Haven Health would be able to provide appointments, however, he stated  
that they do not offer weekend appointments, which was their main drawback.  
VOTE: 3 - 0 Approved and so declared  
MOTION to approve a proposed “Authorizing Resolution of the of the Ledyard Town  
-Council State of Connecticut Department of Emergency Services and Public Protection,  
Division of Emergency Management and Homeland Security” as contained in the draft dated  
October 3, 2022.  
2.  
DRAFT: 10/3/2022  
Res: 006-2022/xxx  
AUTHORIZING RESOLUTION  
OF THE LEDYARD TOWN COUNCIL  
STATE OF CONNECTICUT DEPARTMENT OF EMERGENCY SERVICES AND  
PUBLIC PROTECTION, DIVISION OF EMERGENCY MANAGEMENT AND  
HOMELAND SECURITY  
CERTIFICATION:  
I, Patricia A. Riley, Town Clerk, of the Town of Ledyard, do hereby certify that  
the following is a true and correct copy of a resolution adopted by the Town Council  
at its duly called and held meeting on October 26, 2022 at which a quorum was  
present and acting throughout, and that the resolution has not been modified,  
rescinded, or revoked and is at present in full force and effect:  
********************************************************************  
**  
RESOLVED, that the Town of Ledyard may enter into with and deliver to the State  
of Connecticut Department of Emergency Services and Public Protection,  
Division of Emergency Management and Homeland Security any and all  
documents which it deems to be necessary or appropriate; and  
FURTHER RESOLVED, that Fred B. Allyn, III as Mayor of the Town of Ledyard is  
authorized and directed to execute and deliver any and all documents on behalf of the  
Town of Ledyard and to do and perform all acts and things which he deems to be  
necessary or appropriate to carry out the terms of such documents, including, but not  
limited to, executing and delivering all agreements and documents contemplated by  
such documents.  
Approved by the Ledyard Town Council on: ____________  
___________________________  
____  
Kevin J. Dombrowski, Chairman  
********************************************************************  
***  
The undersigned further certifies that Fred B. Allyn, III now holds the office of  
Mayor and that he has held that office since May 1, 2017.  
IN WITNESS WHEREOF: The undersigned has executed this certificate this  
____________day of _________2022.  
__________________________  
Patricia A. Riley, Town Clerk  
(SEAL)  
Moved by Councilor Ryan, seconded by Councilor Ingalls  
Discussion: Councilor Saums explained that each year the Town was required to  
approve the “Authorizing Resolution of the of the Ledyard Town Council - State of  
Connecticut Department of Emergency Services and Public Protection, Division of  
Emergency Management and Homeland Security” to be eligible to receive grant  
funding to purchase emergency management equipment and other grants.  
Mayor Allyn, III, noted the “FFY 2022 State Homeland Security Grant Program  
Region 4 Memorandum of Agreement” stated that the towns that make up Region  
4 would share their equipment with other towns that were in their Region. He  
stated this was a great program, noting that there was no cost to the town.  
Mayor Allyn went on to note that Ledyard belongs to DEMIS Region 4, which  
included all of Eastern Connecticut. He stated Region 4 was scheduled to receive  
$343,000 in Federal Funding to purchase various equipment for their Region. He  
stated at the September 8, 2022 DEMIS Annual Meeting that the Region agreed to  
purchase a second Utility Terrain Vehicle (UTV) to be positioned in Voluntown. He  
noted the first UTV that was purchased a few years ago was positioned Putnam. In  
addition, he stated the Region agreed to purchase large towable generators, light  
boards, command tents that have heating and cooling, etc. He stated the assets  
purchased with the federal funding would be available to all towns in Region 4. He  
stated the equipment would be housed in towns throughout the Region 4 District and  
that each town would be responsible to maintain the equipment housed in their town.  
He stated should a piece of equipment be needed in another area that the town that  
housed the equipment would be responsible to bring it to the town that was in-need  
of the equipment, due to an emergency situation.  
VOTE: 3 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Tim Ryan  
RESULT:  
MOVER:  
Andra Ingalls  
SECONDER:  
3
Saums, Ingalls and Ryan  
AYE:  
Discussion concerning revisions to the Heavy Equipment capital plan.  
3.  
Public Works Director/Town Engineer Steve Masalin explained with the change of  
demands on the Highway Department, and the increase in capital costs for the  
different types of equipment, which require life-cycle maintenance costs, that the  
Public Works Department has realigned its plan for their in-house heavy equipment  
fleet. He stated this change has been alluded to in the last two budgets.  
Mr. Masalin presented and reviewed the Public Works Department’s Heavy  
Equipment Capital Plan.  
Mr. Masalin went on to explain that sweeping and catch basin cleaning were seasonal  
services and were on the lower end of the cost-benefit scale for maintaining the  
required equipment in-house. He stated going forward that sweeping and catch basin  
services could be accomplished/acquired either through contracting out the work or  
through the rental of equipment with Public Works doing the work. He stated the  
catch basin cleaner and the sweeper were 20 and 22 years old, and although these  
pieces of equipment were still in fairly good working order that they would need  
some costly refurbishment work relatively soon, if not have to be replaced. Therefore,  
he stated they have decided to liquidate them through GovDeals while there was still  
significant residual value. He went on to note that he was disappointed that the bids  
to-date were not reaching the $25,000 reserve value they had hoped to receive thru  
GovDeals, and as he has noted in the miscellaneous column of the spreadsheet. He  
stated if they do not receive acceptable bids that they would look at other ways to find  
a better value. He stated the on June 8, 2022 the Town Council adopted a “Resolution  
Regarding Revenues Received From Beverage Container Surcharges”. He stated the  
funding received from the “Bottle Bill” (Public Act No. 21-58 - An Act Concerning  
Solid Waste Management”) required the funding be used for specific uses, which  
included the purchase of a streetsweeper. However, he stated going forward they  
would be using a rental unit rather than purchasing a new streetsweeper, and  
therefore, he would be removing the streetsweeper from the spreadsheet.  
Mr. Masalin went on to explain liquidating the sweeper and catch basin cleaner were  
key to the purchase of a rubber-tired excavator. He stated adding the rubber-tired  
excavator to their inventory would provide more flexibility explaining that the tractor  
/excavator/backhoe, which was currently their multiuse machine, was not as nimble  
as rubber-tired machine in the way it operated. He stated they have rented a  
rubber-tire excavator unit the last two years to handle specific needs, and he  
explained that they have a number of tasks where this type of unit would be used  
more consistently.  
Mr. Masalin stated the Age Factor column would be adjusted as some pieces of  
equipment may stay in the fleet longer than the projected lifecycle. He also stated the  
Cost Estimate numbers would be adjusted as the actual cost numbers come in. He  
stated in the Replacement Costs column that he factored in a 2% inflation rate to  
today’s present value. However, he stated as the Replacement Plan evolved that  
adjustments would be made.  
Councilor Saums questioned the reason the town would rent the equipment and  
operate it ourselves, rather than hire a company to do the job for them. Mr. Masalin  
stated for the streetsweeper the town would rent the equipment and operate it  
ourselves; however, he stated for the catch basin cleaning that they would hire a  
company to do work. He stated in addition to off-loading capital and maintenance  
costs that would come with owning these pieces of equipment, that they would also  
be increasing their efficiency to do the things they do best in-house. He also stated  
that these moves would not alter the required long-term appropriations plan to the  
Capital Fund for the heavy equipment lifecycle needs.  
Councilor Rodriguez questioned whether the state funding received from the “Bottle  
Bill” (Public Act No. 21-58) could be used to rent a streetsweeper rather than  
purchasing a streetsweeper.  
Finance Director Matthew Bonin stated that he would look into Councilor  
Rodriguez’s question regarding the renting of a streetsweeper.  
Mr. Masalin stated in preparation for the upcoming Fiscal Year 2023/2024 Budget  
that he wanted to present the Public Works Heavy Equipment Capital Plan to the  
Finance Committee, noting that it would also be presented during the budget  
process.  
DISCUSSED  
MOTION to approve a proposed “Authorizing Resolution of the Ledyard Town Council  
RESULT:  
4.  
State of Connecticut Department of Energy And Environmental Protection Upgrades to the  
Whitford Brook Bridge And Bush Pond Dam” as contained in the draft dated October 3,  
2022.  
DRAFT: 10/3/2022  
Res: 003-2022/XXX  
AUTHORIZING RESOLUTION  
OF THE LEDYARD TOWN COUNCIL  
STATE OF CONNECTICUT DEPARTMENT OF  
ENERGY AND ENVIRONMENTAL PROTECTION  
UPGRADES TO THE WHITFORD BROOK BRIDGE AND BUSH POND DAM  
CERTIFICATION:  
I, Patricia A. Riley, Town Clerk, of the Town of Ledyard, located at 741 Colonel  
Ledyard Highway, Ledyard, do hereby certify that the following is a true and correct  
copy of a resolution adopted by the Town Council at its duly called and held meeting  
on October 26, 2022 at which a quorum was present and acting throughout, and that  
the resolution has not been modified, rescinded, or revoked and is at present in full  
force and effect:  
********************************************************************  
***  
BE IT RESOLVED, that the Town of Ledyard may enter into with and deliver to the  
State of Connecticut Department of Energy and Environmental Protection any and all  
documents which it deems to be necessary or appropriate; and  
BE IT FURTHER RESOLVED, that Frederic B. Allyn III, as Mayor of the Town of  
Ledyard, is authorized and directed to execute and deliver any and all documents on  
behalf of the Town of Ledyard to enter into a Personal Service Agreement/Grant  
Contract under the State of Connecticut Department of Energy and Environmental  
Protection to receive a $3,000,000 grant for upgrades to the Whitford Brook Bridge  
and Bush Pond Dam; and  
BE IT FURTHER RESOLVED, that Frederic B. Allyn III, Mayor, is hereby  
authorized to do and perform all acts and things which he deems to be necessary or  
appropriate to carry out the terms of such documents.  
********************************************************************  
**  
The undersigned further certifies that Frederic B. Allyn III, now holds the office of  
Mayor and that he has held that office since May 1, 2017 and will continue in his  
capacity as Chief Executive Officer until December 5, 2023.  
IN WITNESS WHEREOF: The undersigned has executed this certificate this  
____________day of _________2022.  
__________________________  
(SEAL)  
Patricia A. Riley, Town Clerk  
Moved by Councilor Ingalls, seconded by Councilor Ryan  
Discussion: Councilor Saums stated the Lantern Hill Road Bridge over Whitford  
Brook, which was on the State Bridge List as being in Stonington, goes between the  
towns of Stonington and Ledyard. He stated the infrastructure report indicated that  
the bridge was poorly rated, and the condition of the Bridge has been a concern for  
some time.  
Councilor Saums went on to state a few years ago, during the process to replace the  
bridge, that Stonington backed out of the Agreement to share the cost 50/50.  
However, he stated during the interim the towns (Stonington & Ledyard) made some  
temporary repairs to the bridge.  
Mayor Allyn, III, stated State Senator Cathy Osten has secured a $3,000,000 Grant  
from the State of Connecticut Department of Energy and Environmental Protection’s  
Bond funding to replace the Whitford Brook Bridge and for upgrades to the Bush  
Pond Dam.  
Mayor Allyn went on to explain because the $3,000,000 State funding would be for  
both the Bridge replacement and to replace/reconstruct the Colonel Era Stone Dams  
on Bush Pond that there would not be enough State funding to pay for the full cost to  
replace the Bridge. Therefore, he stated Ledyard and Stonington would each share the  
remaining $300,000 cost of the Bridge Replacement ($150,000 for each town). He  
stated the new Bridge would have a 100-year service cycle. He stated the Lantern Hill  
Valley Association would address the earthen dam on Long Pond.  
Mayor Allyn continued to explain the Regional Storm Resiliency Study identified the  
following areas: (1) Colonel Era Stone Dames on Bush Pond; (2) Whitford Bridge;  
and (3) Lantern Hill Road Bridge, which the Mashantucket Pequot Tribal Nation  
replaced after the storm that occurred in 2010 washed the bridge out.  
Mayor Allyn went on to state that Public Works Director/Town Engineer Steve  
Masalin has been working to update the DEEP Permit and would reapply to the  
Department of Transportation (DOT) for the Whitford Brook Bridge Replacement.  
He stated to accept the State of Connecticut Department of Energy and  
Environmental Protection $3,000,000 Grant Funding the proposed Resolution had to  
be adopted and they had to provide a Certificate of Insurance.  
Public Works Director/Town Engineer Steve Masalin explained the Bridge  
Replacement Project was already designed and shovel ready. However, he stated  
because the previous DEEP Permit for the replacement of the Bridge had expired the  
Towns were working to update the DEEP Permit and would reapply to the  
Department of Transportation (DOT) for the Whitford Brook Bridge Replacement.  
He also noted that the Engineering Firm would be attending the Inland Wetland and  
Water Courses Commission’s November 1, 2022 meeting to re-acquire the local  
permit.  
VOTE: 3 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Andra Ingalls  
RESULT:  
MOVER:  
Tim Ryan  
SECONDER:  
Discussion and possible action to prepare a draft Letter of Directive to the Mayor and Board  
of Education for the preparation of the Fiscal Year 2023/2024 Budget.  
5.  
Councilor Saums explained to begin the Annual Budget process for Fiscal Year  
2023/2024 that the Town Council needed to provide a Budget Letter of Directive to  
the Mayor and the Board of Education. He stated a very rough draft letter was  
provided to begin the discussion this evening, noting that there were some numbers  
in the draft letter that he would ask Finance Director Matthew Bonin to assist the  
Finance Committee with updating.  
The Finance Committee briefly discussed the draft Letter of Directive. Councilor  
Saums asked the Committee to provide suggestions to him in preparation for their  
November 2, 2022 meeting.  
CONTINUE  
RESULT:  
Any other New Business proper to come before the Committee.  
None.  
6.  
IV  
ADJOURNMENT  
Councilor Ingalls moved the meeting be adjourned, seconded by Councilor Ryan.  
VOTE: 3 - 0 Approved and so declared, the meeting was adjourned at 6:02 p.m.  
Respectfully submitted,  
William D. Saums  
Committee Chairman  
Finance  
Committee  
DISCLAIMER: Although we try to be timely and accurate these are not official records of the  
Town.