741 Colonel Ledyard Highway

Ledyard, CT 06339

TOWN OF LEDYARD

Administration Committee

Meeting Minutes

http://www.ledyardct.org

Chairman S. Naomi

Rodriguez

Special Meeting & Work Session

Wednesday, July 24, 2024

5:30 PM

Town Hall Annex- Hybrid Format

In -Person: Council Chambers, Town Hall Annex Building

Remote Participation Information Noted Below:

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CALL TO ORDER

the Meeting was called to order by Councilor Garcia-Irizarry at 5:30 p.m. at the Council

Chambers Town Hall Annex Building.

Councilor Garcia-Irizarry welcomed all to the Hybrid Meeting. She stated for the Town

Council Administration 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

Carmen Garcia-Irizarry

Kevin Dombrowski

April Brunelle

Present:

Excused:

In addition, the following were present:

S. Naomi Rodriguez, Town Council Chairman

Mayor Fred Allyn, III

Jason Hartling, School Superintendent

Wayne Donaldson, Board of Education Director of Facilites and Grounds

Gary Schneider, Permanent Municipal Building Committee Chairman

Jerry Tyminiski, Permanent Municipal Building Committee Chairman

Joe Gush, Permanent Municipal Building Committee Chairman

Kate DiPalmer-Herb, BOE-Permanent Municipal Building Committee Chairman

Brandon Grabner, Board of Education

Sarah Treaster, Board of Education

Carol Schneider, Resident

Deborah Edwards, Resident

III.

APPROVAL OF MINUTES

MOTION to approve the Administration Committee Minutes of June 12, 2024

Moved by Councilor Dombrowski, seconded by Councilor Garcia-Irizarry

VOTE:

2 - 0 Approved and so declared

APPROVED AND SO DECLARED

RESULT:

VII. NEW BUSINESS

MOTION to recommend the Town Council reappoint Mr. David Nelson (R) 25 Hyde Park,

Gales Ferry, as an Alternate Member of the Board of Assessment Appeals for a four (4) year

term ending August 26, 2028.

Moved by Councilor Dombrowski, seconded by Councilor Garcia-Irizarry

Discussion: Councilor Dombrowski noted that the Board of Assessment Appeals did

not recommend Mr. Nelson be reappointed due to the lack of attendance.

VOTE: 0 - 2 Motion Failed

MOTION FAILED

Kevin Dombrowski

Carmen Garcia-Irizarry

RESULT:

MOVER:

SECONDER:

Garcia-Irizarry and Dombrowski

Brunelle

NAY:

EXCUSED:

TOWN OF LEDYARD NOTICE OF PUBLIC HEARING .

Moved by Councilor Dombrowski, seconded by Councilor Garacia-Irizarry

Discussion: Councilor Dombrowski noted at their June 12, 2024 meeting the

Administration Committee voted favorably to forward both of the proposed Ordinances

to the Town Council for their review and approval. He stated the Finance Committee

reviewed the proposed “An Ordinance Providing Tax Relief for Gold Star Families in

the Town of Ledyard” at their July 17, 2024 meeting and also recommended forwarding

it to the Town Council as well.

Councilor Dombrowski went on to explain in accordance with Chapter III; Section 5 of

the Town Charter that “……..one public hearing shall be held by the Town Council

before any ordinance shall be passed. This motion was only to set the Public Hearing

date.

VOTE:

2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Kevin Dombrowski

RESULT:

MOVER:

Carmen Garcia-Irizarry

SECONDER:

Garcia-Irizarry and Dombrowski

Brunelle

AYE:

EXCUSED:

VI.

WORK SESSION ITEM

MOTION to adopt proposed Amendments to Ordinance #100-015 (rev.1) "An Ordinance

Establishing a Permanent Municipal Building Committee for the Town of Ledyard" as

presented in the draft dated July 24, 2024..

Councilor Garcia-Irizarry invited members of the Permanent Municipal Building

Committee and members the Board of Education who were present this evening to

participate in the Administration Committee’s review and discussion regarding the

proposed amendments to 100-015 “An Ordinance Establishing a Permanent

Municipal Building Committee for the Town of Ledyard” as presented in the draft

dated June 12, 2024.

Mr. Joe Gush, 57 Town Farm Road, Ledyard, Permanent Municipal Building

Committee (PMBC); asked the following questions:

· Reason to amend the Ordinance.

Councilor Garcia-Irizarry responded to Mr. Gush explaining that both the Town

Council and the Board of Education have been discussing the need to provide the

PMBC with professional support such as an Owners Representative to assist them

with very large construction projects. She noted the amount of paperwork and

logistics that come with building projects that cost millions of dollars. She stated the

objective of hiring an Owners Representative and/or other Professionals was to help

with the details of the projects, and avoid oversights and project delays.

· How Committee Members were Reappointed to a Town Committee

Section 4. Terms of appointment

Regular members shall be appointed by the Town Council for a term of three (3)

years. Members shall commence to serve their terms immediately upon appointment

and shall serve until their successor has qualified or they have been reappointed or

removed by the Town Council.

References - Mr. Gush noted that the Ordinance #100-015 “An Ordinance

Establishing a Permanent Municipal Building Committee for the Town of Ledyard”

does not include any references to things like the Purchasing Ordinance. He noted as

an example he did not understand why the PMBC had to send something to the

Finance Committee when they only received two quotes. He recommended these

types of references be included in the Ordinance so the PMBC volunteers know what

the rules of engagement were, so they could do things correctly.

The proposed Ordinance Amendments included references to the Ordinance #200-001

(rev.1) “Purchasing Ordinance for the Town of Ledyard” throughout the document.

Councilor Dombrowski stated he understands that they were all volunteers and that there

were a lot of Ordinances, noting the time it would take to read them all. However, he

stated it would be cumbersome to include references to all the different Ordinances.

Point of Contact - Mr. Gush stated as a member of the Permanent Municipal Building

Committee (PMBC) that he did not who his point of contact was, noting that he did not

know who to start with.

Administrative Assistant Roxanne Maher responded to Mr. Gush stating that the

Permanent Municipal Building Committee’s first point of contact was Executive

Assistant Kristen Chapman, who recently began supporting the Committee. She stated

prior to Ms. Chapman, that their point of contact was Assistant Town Clerk, Lisa Sartori.

She also noted that should Ms. Chapman not be available that they could contact her in

the Town Council Office.

Mr. Gary Schneider, 101 Inchcliffe Drive, Gales Ferry, Permanent Municipal

Bluildng Committee (PMBC) Chairman, submitted the following editorial revisions

noted below in purple font:

DRAFT 4/29/202/6/12/2024: 7/24/2024

Ordinance # 100-015 (rev.1)

AN ORDINANCE ESTABLISHING

A PERMANENT MUNICIPAL BUILDING COMMITTEE

FOR THE TOWN OF LEDYARD

Be it ordained by the Town Council of the Town of Ledyard

Section 1. Authority

Pursuant to Chapter IV, Section 7 of the Town Charter, a Permanent Municipal

Building Committee is hereby established.

Section 2. Purpose

The Permanent Municipal Building Committee shall have continued

responsibility for the execution of major select construction and maintenance projects

for the Town of Ledyard as assigned by the Town Council. The Permanent

Municipal Building Committee will oversee and supervise the design, construction,

renovation, demolition and removal of Town and Board of Education buildings that

fall within the approved budget cost estimated threshold, as well as any significant

installation, renovation or upgrade of service equipment and major systems as

provided herein.

The Permanent Municipal Building Committee may have responsibility for the

execution of buildings or infrastructure projects associated with the provisions of

water and/or sewer, if deemed appropriate by the Town Council.

For projects whose total project cost is estimated to exceed $500,000, an

Owner’s Representative and/or Consulting Engineer shall be hired through a

quality-based selection process to assist the Permanent Municipal Building

Committee with management and oversight of such project(s). The Owner’s

Representative or Consulting Engineer shall not have authority to make decisions,

approvals, or otherwise act on behalf of the Permanent Building Committee unless

specifically designated to do so by contract. The Owner’s Representative or

Consulting Engineer shall be required to have the requisite experience, knowledge,

qualifications, personnel and capacity necessary to manage such a project.

The selection of an Owner’s Representative or Consulting Engineer shall be

publicly advertised through a Request for Proposal to solicit proposals from

interested parties. The Request for Proposal shall provide a clear scope of services

that specifies the roles and responsibilities of the Owner’s Representative or

Consulting Engineer. Where possible, it shall clearly specify the level of oversight

during construction so that proposals from multiple firms can be clearly leveled

during the evaluation process.

The selection of the Owner’s Representative or Consulting Engineer shall be

awarded to the firm that provides the best value to the Town of Ledyard. The best

value is defined as the firm providing the highest quality, expertise, and knowledge

for the proposed project. This shall also include the quality of referrals from a

minimum of three references provided by the proposers. It shall also consider the

fee for the work; however, the fee shall not be the sole basis for award.

When a project involves the purchase of replacement equipment costing

more than $500,000, a waiver to bypass the solicitation of bids for the engagement

of an Owner’s Representative or Consulting Engineer may be approved by the

Town Council; and shall be as requested by the Permanent Municipal Building

Committee prior to purchase and installation of the equipment.

The Permanent Municipal Building Committee shall comply with provisions

provided in Ordinance 200-001 (rev.1) (An Ordinance for Purchasing) with regard

to the competitive bid process; and shall interview a minimum of two firms prior to

selection. Should only one firm be determined qualified to perform such work, the

Permanent Municipal Building Committee may request a waiver for such a

requirement should the firm’s proposal be reasonable for the proposed scope of

work.

The Permanent Municipal Building Committee shall make a written

recommendation to the Town Council for the award of such services. The

recommendation shall include a summary of proposers, a weighed ranking sheet

for the selection, and reasons why the Permanent Municipal Building Committee

is recommending such a firm. The final decision of award will lie with the Town

Council. The Town Council possesses the authority to reject the recommendation

and refer it back to the Permanent Municipal Building Committee for further

action relative to making another recommendation for the award of such services

to award to a different firm if it deems that such a firm is in the best interest of the

Town of Ledyard.

Mr. Schneider explained because the Town Council does not participate in reviewing

the proposals or the interviews, he suggested that the Town Council would refer the

selection back to the Permanent Municipal Building Committee to make another

selection.

Ms. Kate DiPalma-Herb, 20 August Meadows Drive, Gales Ferry, Board of

Education Representative on the Permanent Municipal Building Committee, stated

after the PMBC has gone through the entire process of vetting contractors and

interviews and reviewing the stacks of presentations and information, they make an

educated decision and recommendation, that the Town Council could then say “No”;

and say “They wanted the PMBC to choose another group”.

Councilor Dombrowski explained that the language has been proposed to be included

in the amended Ordinance because the Town Council has the fiduciary responsibility

for the town. Ms. DiPalma-Herb stated if that was going to be the process, then the

Town Council should be involved in the PMBC vetting process. She stated if the

PMBC was going to be given the responsibility that they need to also have the

authority. She asked that the Town Council attend the PMBC Meetings and be part of

the vetting process.

Councilor Garcia-Irizarry stated that she understood what Ms. DiPalma-Herb was

saying about the work the PMBC does to make their decision and recommendation;

and that Town Council was not involved in that process. She suggested that perhaps

they should include language or a mechanism for a member of the Finance

Committee to participate in the PMBC vetting/interview and decision process.

Ms. DiPalma-Herb noted that the Town Council does provide a Liaison to the

PMBC. However, she questioned how the Town Council received information if the

Liaison was not regularly attending the PMBC Meetings when Board of Education

Projects were being addressed. Chairman Rodriguez stated the Liaison does provide

reports to the Town Council, noting that if they were not able to attend that they

would watch the video and/or read the minutes. Councilor Dombrowski stated the

Liaisons are intended to keep the Town Council informed on what was going on with

all the other town boards and commissions. He stated if a Committee had a question

for the Town Council, they could ask their Liaison to convey the question, and

vice-versa, if the Town Council had a question they could ask the Committee’s

Liaison to relay the question to the Committee. He stated the Liaisons do not serve in

the capacity as an Ex-Officio Member of any Board or Commission. Chairman

Rodriguez stated the same was true for the Board of Education’s Liaisons noting that

they do not attend every meeting that they were a Liaison to.

Where external funding sources are used to fund the project, such

requirements of the funding authority shall apply to the selection process as well.

Where conflicts occur between this ordinance and the funding authority’s

requirements, the most stringent requirement(s) shall be applicable as determined

by Mayor or their designee.

The Requests for Proposals for Owner’s Representatives or Consulting

Engineers is subject to review by the Town Director of Finance. The Director of

Finance is responsible for ensuring that all required local and state purchasing

requirements are met and that all insurance requirements are included in the

Request for Proposal.

From time to time, the Permanent Municipal Building Committee may be asked

to undertake certain studies or projects by the Town Council. In case of multiple

projects, the Town Council may form a separate building committee for a particular

project.

Section 3. Membership

The Permanent Municipal Building Committee shall consist of the following

members appointed by the Town Council:

Regular Members: Five (5). These members, to the extent possible, shall include

those with experience in finance, engineering, architecture, project management, or

the building trades. They shall be appointed by the Town Council for a term of three

(3) years.

Temporary Members: For each municipal project, up to two (2) temporary

members who are a member or representative of the Proposing Body shall be

appointed by the Town Council.

For Board of Education projects, at least one of their two temporary members

shall be a Board of Education member. Board of Education Temporary Members

shall be appointed by the Town Council.

Temporary Members shall serve for the term of the project they have been

appointed for.

Temporary members shall have the right to vote on the activities of the

Permanent Municipal Building Committee only with respect to the particular project

for which such members were appointed.

Ex-Officio Members: The Town Finance Director, Public Works Director, Board

of Education Business Manager and/or his designee, Board of Education Director of

Facilities and Grounds, Town Engineering Technician, Town Planner and the

Permanent Municipal Building Committee’s Town Council Liaison shall be

non-voting ex-officio members. The Board of Education member and the Board of

Education Business Manager may be excused from participating in non-Board of

Education related matters.

Quorum: A quorum shall consist of a majority of Regular voting members.

Mr. Schneider questioned what number of members made a quorum?

Councilor Dombrowski responded noting that a quorum was the majoring of Regular

voting Members, which was three. Therefore, he explained that temporary members

representing specific projects would not count toward a quorum.

Mayor Allyn explained that if the temporary members representing a specific project

were not in attendance that the business of the Permanent Municipal Committee

would continue to be conducted.

The Committee could vote on items related to specific projects even if the project

representatives were not present.

Mr. Jerry Tyminski, 58 Partridge Hollow, Gales Ferry, Permanent Municipal

Building Committee Member, noted the Regular Members would serve three (3)

years. However, he stated the Ordinance does not state how long the Temporary

Members would serve.

Councilor Dombrowski stated Temporary Members would serve for the duration of

the project.

The Group agreed to add langue the following language to provide clarification

regarding the Temporary Members term:

Temporary Members shall serve for the term of the project they have been

appointed for.

Section 4. Terms of appointment

Regular members shall be appointed by the Town Council for a term of three (3)

years. Members shall commence to serve their terms immediately upon appointment

and shall serve until their successor has qualified or they have been reappointed or

removed by the Town Council.

Any vacancy in the Permanent Municipal Building Committee other than by

expiration of term shall be filled for the unexpired portion of the term by the Town

Council. The Town Council may remove members for cause and fill the vacancy per

Chapter IV, Section 6 of the Town Charter.

Cause for removal shall include, but is not limited to, unexcused absence

from three (3) consecutive regular meetings and any intervening duly called special

meeting.

Any member of the Permanent Municipal Building Committee who is absent

from three (3) consecutive regular meetings and any intervening duly called special

meetings shall be considered to have resigned from the Permanent Municipal

Building Committee. The vacancy shall be filled as herein before provided.

Additionally, the Permanent Municipal Building Committee may vote to waive the

requirements of this section in each case where illness or other extenuating

circumstances make it impossible for a member to meet the attendance requirements

of this action.

It shall be the responsibility of the Chairman of the Permanent Municipal

Building Committee to notify the Town Council when a member has not properly

performed his duties.

Annually, the regular members of the Permanent Municipal Building Committee

shall elect a Chairman, Vice Chairman and Secretary. Any vacancy in any such

office shall be filled by the Permanent Municipal Building Committee from its

regular membership.

Section 5. Powers and Duties

The Permanent Municipal Building Committee is authorized to develop design

plans and drawings for municipal building projects directed by the Town Council,

primarily in accordance with the Town’s Capital Improvements Projects List.

The Permanent Municipal Building Committee is authorized to recommend to

the Mayor to retain the services of architects and/or engineers for the purpose of

planning, designing, building and administrating major capital projects. The

process shall utilize a quality-based selection similar to that outlined in Section 2

for the Owner’s Representative or Consulting Engineer. Such selection shall be

based on experience, knowledge, capacity and expertise as well as the fee for

performing such work.

When an Owner’s Representative is required for the project, the Permanent

Building Committee shall provide a recommendation for the hiring of an Owner’s

Representative prior to selecting the architect and/or engineer, so that the Owner’s

Representative may assist with the development of the Request for Proposal, the

selection process, project control budgets, project schedules, contracts and other

material necessary to properly solicit comprehensive proposals by interested firms.

The Permanent Municipal Building Committee is authorized to interview architects

and/or engineers for the purpose of planning, designing, building and completing

municipal building projects, and based on said interviews and cost estimates, to hire

suitable candidates.

The Permanent Municipal Building Committee is authorized to develop

schedules and budgets cost estimates for municipal building projects. However,

when an Owner’s Representative is required, the Owner’s Representative shall be

responsible for drafting such schedules and budgets; and shall be approved by the

Permanent Municipal Building Committee. The Owner’s Representative shall also

be responsible for developing a project cash flow projection for review by the Town

Director of Finance, as approved by the Permanent Municipal Building

Committee.

The Permanent Municipal Building Committee is authorized to recommend to

the Mayor the execution of municipal building project contracts as may be approved

by the Town Council.

Mr. Schneider questioned whether “execution” should be replaced with “award to

the lowest qualified bidder”.

Councilor Dombrowski stated the word should be “execution” because as the Chief

Elected Official (CEO) the Mayor would be the person signing/executing the

contracts that the Permanent Municipal Building Committee has recommended.

The Permanent Municipal Building Committee shall have authority over all

change order requests. The Permanent Municipal Building Committee shall also

coordinate all applications for grants and other financial assistance documents except

for school construction grants through the Department of Education. Such grant

applications are the responsibility of the Superintendent of Schools and the Board

of Education. The Permanent Municipal Building Committee shall submit change

orders and grants/financial assistance documentation to the appropriate authority in a

timely manner and with timely notification to the Town Council. The Town Council

is the authority to modify or change the scope of the project.

Mr. Schneider noted the following language: “The Permanent Municipal Building

Committee shall submit change orders and grants/financial assistance

documentation to the appropriate authority in a timely manner and with timely

notification to the Town Council. The Town Council is the authority to modify or

change the scope of the project” (see text in the highlighted text above). Mr.

Schneider stated they have been submitting the Change Orders to the Finance

Director for funding and to the State Department of Administrative Services (DAS).

However, he stated they have not been submitting the Change Orders to the Town

Council.

Councilor Dombrowski stated a letter to the Town Council would serve as

notification. Mayor Allyn stated that an Action Letter would serve as a notification.

Administrative Assistant Roxanne Maher stated that Executive Assistant Kristen

Chapman has been providing Action Letters to the Town Council after each

Permanent Municipal Building Committee meeting.

Ms. Maher went on to state that this language has been in the Ordinance since it was

initially adopted in 2008, explaining that one of the reasons the Permanent Municipal

Building Committee was established was because there were many instances in

which former Building Committees made changes, and the proper authority was not

notified, such as the State; and therefore, the town was not eligible for the grant

reimbursement they had been expecting. She also noted that the Bond Authorization

Documents included language that stated to change the scope of the project that the

Permanent Municipal Building Committee had to come back to the Town Council for

approval.

The Permanent Municipal Building Committee shall at least quarterly report its

activity to the Town Council and to the Proposing Body, if applicable; and shall

submit a final report upon completion of each project. The Permanent Municipal

Building Committee is also authorized to conduct periodic reviews and audits of the

physical condition of all municipal and school buildings and grounds, including

service equipment and major systems and make recommendations to the Town

Council for inclusion into the Town’s Capital Improvements Projects List and should

work with the Mayor’s Office and the appropriate boards and commissions and

agencies.

Mr. Schneider stated each respective Department should prepare and submit to the

Mayor audits of the condition of the buildings. He stated that this was not the work of

the Permanent Municipal Building Committee.

Councilor Dombrowski stated this language has been in this Ordinance, since it was

initially implemented in 2008. He noted that the Permanent Municipal Building

Committee “is authorized”. He stated the PMBC was not required to conduct audits

of the Municipal Buildings.

Mr. Schneider stated if that was the case, then the Town Council should direct the

Permanent Municipal Building Committee to conduct the audit of the building.

Councilor Dombrowski explained the intent of the language was to give flexibility to

the PMBC to perform periodic audits of Municipal Properties; and make

recommendations to the Town Council about where improvements were needed.

Therefore, he stated this language was to allow the PMBC to take the initiative, if

they chose to do so.

Mr. Schneider stated the initiative to do so, may require money, etc. Councilor

Dombrowski explained then the PMBC would come to the Town Council to present

the project and request funding.

Ms. Kate DiPalma-Herb noted that the role of the Board of Education was to set

policy, and the Administration executed the policies. She stated within the School

Administration they had Director of Facilities and Grounds Mr. Wayne Donaldson,

who attends every BOE Facility Meeting and reports on the condition of the schools

such as repairs, maintenance, improvements, summer projects planned, etc. She

stated all of this was well documented in the BOE Facility Minutes and in their

Capital Improving Plan (CIP). She stated certainly if the PMBC had a concern about

something in the school buildings that they could find a proper way to address it. She

stated that sometimes the PMBC does meet in the school buildings; and that during

the active construction of the School(s) Improvement/Consolidation Project(s)

(Middle School & Gallup Hill School) that the PMBC took tours of the schools at

regular intervals. She stated that she did not know who was the equivalent to Mr.

Donaldson for the town.

Mayor Allyn, III, stated that Public Works Director/Town Engineer Steve Masalin

has for many years assembled the Building Long-Term Capital Needs Plan, which

covered the Senior Center/Parks & Recreation Facility, Town Hall, Town Hall Annex

Building, both the Bill Library and Gales Ferry Library, the Gales Ferry Community

Center, the Public Works Facility, Transfer Station, Salt Shed, and Washdown

Facility.

Chairman Rodriguez stated after the Middle School and Gallup Hill School were

opened that Superintendent Jason Hartling gave the Board of Education a tour of the

schools; because there were issues with the School(s) Improvement/Consolidation

Project(s) (Middle School & Gallup Hill School) that were not being addressed by

O&G Industries. She stated after the tour of the schools that she called the PMBC,

and they told her that they had not toured the schools. Ms. DiPalma-Herb stated that

she has been serving on the PMBC since before the School(s)

Improvement/Consolidation Project(s) (Middle School & Gallup Hill School) started

and that she could tell them that the PMBC held meetings inside both schools and

toured the buildings. Therefore, she did not know who on the PMBC would have told

Chairman Rodriguez that they had not been shown or toured the school buildings.

Councilor Dombrowski stated getting back to the Ordinance that the language they

were discussing has been in the Ordinance since it was originally implemented in

2008. He stated if the PMBC wanted to visit a school facility or town facility that

they would of course schedule a time to visit and not just show up. He stated the

language “The Permanent Municipal Building Committee is also authorized to

conduct periodic reviews and audits of the physical condition…” does not require

the PMBC to visit the schools or to conduct audits of the buildings, however, he

stated it authorized them to do so, if they chose to.

Mr. Schneider stated the Town Council should direct the Permanent Municipal

Building Committee (PMBC) to conduct the audit of the building.

Councilor Garcia-Irizarry stated by having the following language “The Permanent

Municipal Building Committee is also authorized to conduct periodic reviews and

audits of the physical condition…” in the Ordinance that it eliminated some of the

bureaucracy, explaining if the PMBC wanted to visit a Facility that they could make

arrangements with the Facility and not have to go thru the Town Council to do so.

However, she stated if the PMBC wanted to delegate that to the Town Council then

they would have to go through a process to do so.

Councilor Dombrowski stated the paragraph they have been discussing stated the

following:

“The Permanent Municipal Building Committee is also authorized to conduct

periodic reviews and audits of the physical condition of all municipal and school

buildings and grounds, including service equipment and major systems and make

recommendations to the Town Council for inclusion into the Town’s Capital

Improvements Projects List and should work with the Mayor’s Office and the

appropriate boards and commissions and agencies”.

Councilor Dombrowski explained this language was authorizing the PMBC to look at

the town as a whole, what the facilities look like, whether they were Board of

Education Facilities or Town Facilities; and make recommendations to the Capital

Improvement Plan (CIP); noting that was the whole point.

Mr. Schneider stated the PMBC never sees the Capital Improvement Plan.

Ms. DiPalma noted that Councilor Dombrowski brought-up an interesting point,

noting that perhaps they should try to schedule more joint meetings to work together

on these types of issues.

Mayor Allyn stated the Capital Improvement Plan (CIP) was in the budget every year.

Councilor Dombrowski stated the PMBC had access to the Capital Improvement Plan

like everyone else, noting the CIP was not a hidden document. He stated everything

in the Capital Improvement Plan goes to the Planning Commission for approval and

then to Town Council to be included in budget to be approved as part of the Annual

Budget

Referendum each year. He stated on an annual basis they go through the Capital

Improvement Plan; and that this would be the PMBC opportunity to say what should

be in the Capital Improvement Plan for maintaining the buildings in the town.

Ms. DiPalma-Herb stated the PMBC has been operating in a silo, and that they were

hearing feedback from the Town Council regarding timelines and delays, etc.

However, she stated that there was not a lot of communication. She stated this was a

good step forward.

Mr. Tyminski stated that it appeared that they were putting the cart before the horse.

He stated they already had paid staff (Public Works Director/Town Engineer Steve

Masalin and BOE Director of Facilities and Grounds Wayne Donaldson); therefore,

they should let these two people look at the facilities and then ask the PMBC to look

at the issues that have been identified.

The Group agreed to leave the following paragraph in the Ordinance:

“The Permanent Municipal Building Committee shall at least quarterly report its

activity to the Town Council and to the Proposing Body, if applicable; and shall

submit a final report upon completion of each project. The Permanent Municipal

Building Committee is also authorized to conduct periodic reviews and audits of

the physical condition of all municipal and school buildings and grounds,

including service equipment and major systems and make recommendations to the

Town Council for inclusion into the Town’s Capital Improvements Projects List

and should work with the Mayor’s Office and the appropriate boards and

commissions and agencies.”

It is understood that the agencies assigned responsibility for specific buildings,

grounds, capital, and facilities shall assess, prioritize, seek funding and actively

support administration of projects assigned to the Permanent Municipal Building

Committee.

The Permanent Municipal Building Committee shall, with assistance from the

Proposing Body ensure that projects are completed, including the close-out of

required reports, in a timely manner.

Section 6. Spending Funds

The Permanent Municipal Building Committee may expend such funds as the

Town Council, or if required the Town Meeting, may appropriate to carry out its

duties as described herein. There shall be no intermingling of funding between

projects.

Section 7. Definitions:

For the purpose of this Ordinance, the following definitions shall apply:

1) “Major maintenance” shall include capital building/improvement projects and

projects

that are capital in nature; that is, having a useful life of five or more years.

“Major maintenance” shall not include routine maintenance and upkeep of a building

or other structures, or its service equipment, which is performed on a regular basis.

“Service equipment and major systems” shall include boilers, elevators,

generators, HVAC systems, septic systems, fire alarms, electrical service including

wiring and fixtures, major plumbing service, building skin (roofs, gutters, masonry,

windows, exterior paint, floor covering, etc.) It shall not include information system

technology (computers and computer systems).

3).

“Proposing Body” means the Town of Ledyard appointed or elected board or

commission sponsoring or requesting a construction or major maintenance project or

for a project initiated by the Permanent Building Committee itself, the board or

commission whose facility would be the recipient thereof.

Section 7. Severability

If any provision of this Ordinance shall be held invalid by a court having

competent jurisdiction, such invalidity shall not affect any of the other provisions of

this Ordinance that can be given effect without the invalid provision and for this

purpose the provisions of the Ordinance are hereby declared severable.

Section 8. Effective Date

In accordance with the Town Charter this ordinance shall become

effective on the twenty-first (21st) day after such publication following its final

passage.

Amended, Adopted and Renumbered by the Ledyard Town Council on: __________

_________________________

S. Naomi Rodriguez, Chairman

Approved/Disapproved on:________

__________________________

Fred B. Allyn, III, Mayor

Published on:

Effective Date:

_________________________

Patricia A. Riley, Town Clerk

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Revisions: Ordinance #119 “An Ordinance Establishing a Permanent Municipal

Building Committee for the Town of Ledyard” Adopted March 26, 2008; Ordinance

#138 “An Ordinance Amending an Ordinance Establishing a Permanent Municipal

Building Committee for the Town of Ledyard: Adopted June 24, 2015; Effective:

July 31, 2015; Ordinance renumbered from Ordinance #138 to Ordinance

#100-015 as part of the Town Council’s 2017-2019 Ordinance Update Initiative;

September 25, 2019.

History:

The Twenty-fourth Town Council (2017- 2019) Ordinance Update Initiative:

Renumbered Ordinance #138 to Ordinanc

ADJOURNMENT

Councilor Dombrowski moved the meeting be adjourned, seconded by Councilor

Garcia-Irizarry.

VOTE:

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

Respectfully submitted,

Carmen Garcia-Irizarry

Committee Chairman

Administration Committee

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

Town.