741 Colonel Ledyard Highway

Ledyard, CT 06339

TOWN OF LEDYARD

Administration Committee

Meeting Minutes

http://www.ledyardct.org

Chairman S. Naomi

Rodriguez

Regular Meeting

Wednesday, May 8, 2024

WORKING DRAFT

5:30 PM

Town Hall Annex- Hybrid Format

REMOTE MEETING INFORMATION

In -Person: Council Chambers, Town Hall Annex Building

Remote Participation Information is noted Below:

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

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Or by Audio Only: Telephone: +1 646 558 8656; Meeting ID: 861 5645 1320; Passcode:

492166

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:

In addition, the following were present:

S. Naomi Rodriguez Town Council Chairman

Gary St. Vil Town Councilor

Fred Allyn, IIMI ayor

Earl Lamb Board of Education Member

Gary Schneider Permanent Municipal Building Cmt Chairman

Kate DiPalma-Herb Permanent Municipal Building Cmt

Ann Roberts-Pierson Resident

Carol Schneider Resident

David HarnedResident

Ryan Allen Resident

Roxanne Maher Administrative Assistant

III.

RESIDENTS & PROPERTY OWNERS COMMENTS

Ms. Ann Roberts-Pierson, 4 Anderson Drive, Gales Ferry, thanked the members of

the Administration Committee for their service to the Town. She stated the reason for

attending tonight’s Administration Committee’s meeting was because the Town

Council was not meeting this evening and she wanted to address the firing of Director

of Planning Juliet Hodge on April 25, 2024. She stated on May 2, 2024 she filed an

FOIA Request to the town to obtain a copy noting that she did not see anything in the

letter for cause. She asked the following questions:

· Whether the Mayor consulted with the Town Council or the Planning & Zoning

Commission prior to the firing.

· Whether the Mayor acquired any legal advice prior to the firing.

Ms. Roberts-Pierson stated the LUPPW Committee stated that the Mayor had not

consulted with them. She went on to state that it was unknown whether the Mayor

had contacted the Planning & Zoning Commission prior to the firing of Ms. Hodge.

She stated the LUPPW Committee also did not know whether the Mayor acquired

any legal advice prior to the firing of Ms. Hodge. She stated that the LUPPW

Committee explained that the Town Council’s job did not include the hiring or firing

of the Planner or anyone else in Town Hall.

Ms. Roberts-Pierson continued by stating the workload for the Planning & Zoning

Commission was large and quite burdensome, noting the Commission’s May 9, 2024

Agnenda, noting that they had two Public Hearings scheduled as well as the recently

submitted Quarry Application.

Ms. Roberts-Pierson stated the town fired a Planner who was knowledgeable about

the Zoning Regulations and was interested in upholding those Regulations, and was

up-to-speed about their Regulations. She stated with Land Use Assistant Makenna

Perry moving to another town Department that the Land Use Department was already

under staffed; and with letting the Planning Director go abruptly, with no reason

seemed ludicrous. She stated Ledyard needed a Planner in-place working full-time

on what was probably the most complex Application the Town has ever received, that

being the proposed Quarry Application in Gales Ferry.

Ms. Roberts-Pierson continued by stating in speaking with Ms. Hodge since the

beginning of the year that it was her understanding that there were some big

Applications coming along and that the Planning & Zoning Commission was going

to be very busy in the upcoming summer months. Ms. Roberts-Pierson stated that the

Town needed to have a Planner who was up-to-speed with the Zoning Regulations.

She stated the town needed a full-time Planning and a fully staffed Department to

work on what was probably the most complex applications the town has ever

received, that being the proposed Quarry Application in Gales Ferry. She stated the

Exhibit Record for the first Public Hearing on the Quarry Application that was

withdrawn was extensive. She went on to state the recently submitted Re-Application

was even larger. She stated Juliet Hodge worked to uphold Ledyard’s Zoning

Regulations for all of us, commenting that the timing to fire this person from this

position was inappropriate. She recommended the following be done for the greater

good of the entire Town of Ledyard:

(1) Rehire Juliet Hodge immediately.

(2) An investigation into the why Ms. Hodge let go in the first place, needed to be

taken up by the Town Council immediately.

(3) A Moratorium on all Land Use Application should be put into place until the

Land Use Office was fully staffed and up-to-speed.

Ms. Roberts-Pierson stated that the Town Council was part of the checks and

balances of keeping a leader of the town such as the Mayor in balance, and that it was

also the role of the citizenry to apply checks and balances. She stated the abrupt firing

of the Town Planner put all of their employees at a disadvantage. She asked that the

Town Council take up her suggestions.

Councilor Garcia-Irizarry thanked Ms. Roberts-Pierson for her comments.

Mr. Earl (Ty) Lamb, 95 Lambtown Road, Ledyard, Board of Education Member,

stated that he supported the proposed amendments to Ordinance #100-015 “An

Ordinance Establishing a Permanent Municipal Building Committee for the Town of

Ledyard that the Administration Committee would be discussing later this evening.

He stated based on the delays, costs, and planning issues he felt that Ordinance

#100-015 needed to be looked at to improve the system and process. He noted that he

has heard that they were going to miss another season in getting the Board of

Education Facilities Projects which included the Roof Replacement Projects, HVAC

System and Solar Array’s done this year. He questioned if this was the case, whether

the costs would be impacted once again.

Councilor Garcia-Irizarry thanked Mr. Lamb for his comments.

IV.

PRESENTATIONS / INFORMATIONAL ITEMS

None.

APPROVAL OF MINUTES

MOTION to approve the Administration Committee’s Regular Meeting Minutes of March

13, 2024.

Moved by Councilor Brunelle, seconded by Councilor Garcia-Irizarry

VOTE:

2 - 0 Approved and so declared

APPROVED AND SO DECLARED

RESULT:

VI.

OLD BUSINESS

Any other Old Business proper to come before the Committee

None.

VII. NEW BUSINESS

MOTION to appoint Mr. Peter Diette (U) 15 Hyde Park Drive, Gales Ferry to the Library

Commission to complete a two (2) year term ending November 7, 2024 filling a vacancy left

by Ms. Gantz.

Moved by Councilor Brunelle, seconded by Councilor Garcia-Irizarry

Discussion: Councilor Garcia-Irizarry stated that the Town Council received four

applications to fill one vacancy on the Commission. She stated that all of the

candidates offered an extensive educational background and experience. She

continued by noting that she personally knew Mr. Diette and that she believed he

would be a good addition to the Library Commission.

Councilor Brunelle stated that she also knew Mr. Diette and agreed that he would be

a good addition to the Library Commission.

The Committee agreed to vote on each of the Candidates as follows:

· Mr. Peter Diette (U) 15 Hyde Park Drive, Gales Ferry

VOTE:2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

RESULT:

MOTION to appoint Ms. Cynthia Wright (D) 6 Laurel Leaf Drive, Gales Ferry to the Library

Commission to complete a two (2) year term ending November 7, 2024 filling a vacancy left

by Ms. Gantz.

Ms. Cynthia Wright (D) 6 Laurel Leaf Drive, Gales Ferry

VOTE:0 - 2 Failed

MOTION FAILED

RESULT:

NAY:

Garcia-Irizarry and Brunelle

Dombrowski

ABSENT:

Councilor Garcia-Irizarry noted that the Administration Committee would forward Mr.

Diette to the Town Council for appointment to the Library Commission.

MOTION to appoint Ms. Beth Ribe (U) 129 Rose Hill Road, Ledyard to the Planning & Zoning

Commission as an alternate member, to complete a three (3) year term ending December 31,

2026 filling a vacancy left by Ms. Cobb.

Moved by Councilor Brunelle, seconded by Councilor Garcia-Irizarry

Discussion: None.

VOTE:

2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

April Brunelle

RESULT:

MOVER:

Carmen Garcia-Irizarry

SECONDER:

Garcia-Irizarry and Brunelle

AYE:

MOTION to appoint Ms. Lauren Hawes (U) 8 Warbler Way, Gales Ferry, to the Ledyard

Beautification Committee, to complete a three (3) year term ending October 26, 2026 filling a

vacancy left by Ms. Vincent.

Moved by Councilor Brunelle, seconded by Councilor Garcia-Irizarry

Discussion: None.

VOTE:

2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

April Brunelle

RESULT:

MOVER:

Carmen Garcia-Irizarry

SECONDER:

Garcia-Irizarry and Brunelle

AYE:

MOTION to make the following appointment adjustments to the Cemetery Committee:

Appoint Ms. Martha Reynolds (R) 1684 Center Groton Road, as a Regular Member, to

complete a three (3) year term ending April 26, 2026 filling a vacancy left by Ms. Sheila Godino.

Appoint Mr. Vincent Godino (D) 1906 Center Groton Road, Ledyard, as an Alternate

Member, to complete a three (3) year term ending April 26, 2025 filling a vacancy left by Ms.

Reynolds.

Moved by Councilor Brunelle, seconded by Councilor Garcia-Irizarry

Discussion: Background: Mr. Godino and Ms. Reynolds have both been serving on the

Cemetery Committee for a number of years. Based on Mr. Godino’s request that he be

moved to an Alternative Member status, in an email dated April 23, 2024 Committee

Chairman William Bidal, III, requested that these two members be switched; making Mr.

Godino an Alternate Member and Ms. Reynolds a Regular Member.

VOTE:

2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

RESULT:

MOTION to appoint Ms. Kristie Gardiner-Lundgren (U) 70 Iron Street, Ledyard, to the

Cemetery Committee, as a regular member, to complete a three (3) year term ending April 26,

2026 filling a vacancy left by Mr. Godino.

Moved by Councilor Brunelle, seconded by Councilor Dombrowski

Discussion: Background: Ms. Kristie Gardiner-Lundgren enjoys working to maintain

abandoned cemeteries. Her family has been an active participant in the Adopt a Cemetery

Program through the Cemetery Committee. She has also been attending the Cemetery

Committee Meetings noting that she was interested in volunteering more time and to take

on more responsibility in caring for the town's cemeteries. With Mrs. Shelia Godino’s

February 13, 2024 resignation, the Cemetery Committee endorsed the appointment of

Ms. Gardiner-Lundgren to fill the vacancy.

VOTE:

3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

April Brunelle

RESULT:

MOVER:

Kevin Dombrowski

SECONDER:

MOTION to appoint Ms. Lauren Hawes (U) 8 Warbler Way, Gales Ferry, to the Parks,

Recreation & Senior Citizens Commission, as an Alternate Member, to complete a three (3)

year term ending June 28, 2027 filling a vacancy left by Mr. Gallagher.

Moved by Councilor Brunelle, seconded by Councilor Garcia-Irizarry

Discussion: Background: Ms. Hawes has been an active member of the community serving

as a member of the Ledyard Soccer Club and she been involved with coaching Youth

Athletic Programs in town. She has Certifications in a number of areas with included

Personal Trainer Corrective Exercise Specialist, Youth Exercise Specialist, Coaching Kids

Certifications, and was employed as a Service Trainer US Navey’s MWR Fitness

Department at the New London Subbase.

In a recent request for reappointment endorsements the Parks, Recreation, & Senior Citizens

Commission noted that Mr. Gallagher was not interested in continuing to serve.

VOTE:

3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

April Brunelle

RESULT:

MOVER:

Carmen Garcia-Irizarry

SECONDER:

Garcia-Irizarry, Dombrowski and Brunelle

AYE:

Discussion and possible action to amend Ordinance #100-015 “An Ordinance Establishing a

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

dated April 29, 2024.

Mayor Allyn, III, explained this originated with construction of the Police Headquarters

Facility which cost about $7 million; and continued with the School(s)

Consolidation/Improvement Projects (Middle School & Gallup Hill School) cost about

$60 - $65 million. He stated that these were tremendous projects for the Town of

Ledyard noting that they ask a lot of the volunteers who serve on the Permanent

Municipal Building Committee to manage these massive projects. Therefore, he stated

the thought was to break it up into two project classifications, as follows: (1) Under

$500,000; and (2) Over $500,000. He explained for projects that were over $500,000 that

a either a Consultant Engineer or a Project Manager to oversee the process, in

conjunction with the Permanent Municipal Building Committee (PMBC).

Mayor Allyn went on to note in speaking to the School Superintendent Mr. Hartling that

he recommended “Projects eligible for State Funding through the Board of Education

shall have a Building Committee of no less than three-persons appointed by the Board”.

Mayor Allyn noted that currently Ordinance #100-015 called for five Regular Members

and for each Project they could have two temporary representative members serve on the

PMB. He stated for the language also stated for Board of Education Projects that at least

one of the two temporary members for School Projects was required to be a Board of

Education Member. Therefore, he stated that Mr. Harting was looking to have three

Board of Education Members.

Mayor Allyn went on to explain because some of the projects were substantial that they

needed people to review the actives on a daily basis. He noted as an example for the

Multi-Use Pathway and Sewer Line Extension Projects going from Ledyard Center to the

High School, that they have people on the job every day witnessing the burial and

bedding of the pipe and the blasting as needed. He stated that this was a critical

component for the Permanent Municipal Building Committee (PMBC) explaining that

the people on the job could bring the information to the PMBC would be helpful. He

stated that the same would be true for the School Roof Projects, noting that a lot of

progress could happen. He stated that they could not expect a volunteer member of the

PMBC to know about methods were used for torched down roofing opposed to a tar and

gravel roof, etc.

Councilor Dombrowski stated that he agreed with the proposal to break the projects out

into two classifications and to hire Consultant Engineer or a Project Manager to oversee

the process, in conjunction with the Permanent Municipal Building Committee (PMBC)

for the reasons the Mayor presented; and because they often run up against deadlines for

Grant Applications; or do not receive the required number of bids, etc.

Councilor Dombrowski stated although he was not opposed to having three Board of

Education Members serve on the Permanent Municipal Building Committee; he was

interested in why the number was three. Therefore, he questioned whether it was a State

Statute or other requirement related to receiving State Grant Funding; or was it just

because the Superintendent wanted three Board of Education Members on the Permanent

Municipal Building Committee. Mayor Allyn explained that he did not believe it was a

State Statue requirement, however, he stated that he would follow-up with School

Superintendent Mr. Hartling to obtain more clarification.

Councilor Garcia-Irizarry stated the current language stated the following:

“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. “

Councilor Garcia-Irizarry noted that because the language stated “at least one” that they

could have more than one Board of Education Member. Councilor Dombrowski stated if

it was a State requirement that they have three Board of Education Members serving on

the PMBC then they would need to update Ordinance #100-015 to call for three Board of

Education Members.

**POST MEETING NOTE: 5/20/2024** Mayor Allyn, III, provided clarification, noting that

School Superintendent Mr. Hartling was referring to a separate Building Committee

appointed by the Board of Education.

Councilor Garcia-Irizarry noted throughout Ordinance #100-015 the approvals were

required by the Town Council except for in the following paragraph and she questioned

the reason it was the Mayor and not the Town Council:

“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.”

Mayor Allyn explained for Grant Funding that he was required to be the signer, and that

some require the School Superintendent be the signer and for some that both he and

Superintendent Hartling were required to sign.

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

Committee Chairman, stated that he only had a short time to review the proposed

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

Municipal Building Committee for the Town of Ledyard” and that he wanted to provide

some general comments as follows:

· Large Projects - Mr. Schneider stated that he agreed with the Mayor regarding the

large projects, noting that they need either a Consulting Engineer or a Project

Manager under the guidance of town government, or in this case the Permanent

Municipal Building Committee. He stated this was a must noting that the projects

were too critical, and time driven.

· School Roof Projects - Mr. Schneider stated for the School Roof Projects the PMBC

hired STV who was helping them with the bid documents, noting that the three

Roofing Projects would be done during the 2024 summer break. He stated that there

may be some Punch List Items that would go into the fall, noting that they would all

be done within the Regulations of working with school children and working

overhead.

· HVAC Design - Mr. Schneider stated that STV was also helping the PMBC with the

HVAC Design which would be done in 2025. He stated that he does not believe that

Ledyard has received notification that their Grant Application has been approved yet.

· Proposed Ordinance Amendments:

ü Project Classifications: Mr. Schneider stated whether the project classification

threshold was: (1) Under $500,000; (2) Over $500,000; (3) $250,000; or (4)

$750,000 that he did not have an opinion. He stated in some instances that they

may be purchasing two Wastewater Treatment Plant Pumps that would cost over

that amount; rhetorically questioning whether they would need a Project Manager

Engineer for that, stating probably not. However, he stated the $500,000 limit was

probably good for most of their building projects.

Councilor Garcia-Irizarry suggested for projects such as the purchase two

Wastewater Treatment Plant Pumps that language be added to provide for a

“waiver”

ü Document - Mr. Schneider stated there were some editorials corrections needed n

noting that some paragraphs that did not match another. Mr. Schneider noted

Section 5 “Powers and Duties” stated “ When an Owner’s Representative is

required for the project, the Permanent Building Committee shall hire the

Owner’s Representative prior to selecting the architect…” He note that the

PMBC does not hire, noting that they made recommendations on who should be

hired.

ü Ex-Officio Members- Mr. Schneider suggested adding the Board of Education

Director of Facilities and Ground and the Public Works Director. He noted for the

School Projects that Director of Facilities and Grounds Wayne Donaldson

attended the PMBC Meetings and participated in the discussions.

Councilor Dombrowski explained that the Administration Committee was just beginning

its work to Ordinance #100-015 “An Ordinance Establishing a Permanent Municipal

Building Committee for the Town of Ledyard” noting that they would not be acting on the

draft they were reviewing this evening. He suggested the Administration Committee

forward the proposal to the Permanent Municipal Building Committee for their review

and recommendations.

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

Representative on the Permanent Municipal Building Committee addressed the proposal

to have three Board of Education Members serve on the PMBC. She explained in some

informal brainstorming about how to handle Board of Education Projects going forward

that there may have been some thoughts of having a separate committee of three

members, not to increase the number of Board of Education Representatives under the

current model. However, she stated that they may want to get some clarity from the

Board of Education regarding this information.

CONTINUE

RESULT:

Any other New Business proper to come before the Committee.

None.

ADJOURNMENT

Councilor Garcia-Irizarry moved the meeting be adjourned, seconded by Councilor

Brunelle.

VOTE:

3 - 0 Approved and so declared, the meeting was adjourned at 6:11 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.