741 Colonel Ledyard Highway  
Ledyard, CT 06339  
TOWN OF LEDYARD  
Administration Committee  
Meeting Minutes  
http://www.ledyardct.org  
Chairman Kevin J.  
Dombrowski  
Regular Meeting  
Wednesday, March 8, 2023  
5:30 PM  
Town Hall Annex- Hybrid Format  
WORKING DRAFT  
In -Person Council Chambers - Town Hall Annex Building  
Join Zoom Meeting from your Computer, Smart Phone or Tablet:  
https://us06web.zoom.us/j/84893533664?  
pwd=c0ZRS2hOUklwamMzOWpUL0J3eFlVUT09  
Or by Audio Only: Telephone: +1 646 558 8656; Meeting ID: 848 9353 3664 Passcode:  
758868  
I
CALL TO ORDER  
the Meeting was called to order by Councilor Ingalls at 5:31 p.m. at the  
Chambers Town Hall Annex Building.  
Council  
Councilor Ingalls 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  
Councilor Andra Ingalls  
Councilor Mary K. McGrattan  
Councilor Whit Irwin  
Present:  
Excused:  
In addition, the following were present:  
S. Naomi Rodriguez- Town Councilor  
Don Steinhoff - Administrator of Human Resources  
Justin Dube - MIS Director  
Jennifer Smith - Library Director  
Roxanne Maher - Administrative Assistant  
III.  
IV.  
V.  
RESIDENTS & PROPERTY OWNERS COMMENTS  
None.  
PRESENTATIONS / INFORMATIONAL ITEMS  
None  
APPROVAL OF MINUTES  
MOTION to approve the Administration Committee Regular Meeting Minutes of February  
8, 2023  
Moved by Councilor McGrattan, seconded by Councilor Ingalls  
VOTE:  
2 - 0 Approved and so declared  
APPROVED AND SO DECLARED  
Mary K. McGrattan  
RESULT:  
MOVER:  
Andra Ingalls  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
VI.  
OLD BUSINESS  
Any other Old Business proper to come before the Committee  
None.  
1.  
VII. NEW BUSINESS  
MOTION to approve a revised job description for Management Information Systems (MIS)  
1.  
Director as contained in the draft dated February 15, 2023.  
Moved by Councilor Ingalls, seconded by Councilor McGrattan  
Discussion: Administrator of Human Resources Don Steinhoff stated the  
Management Information Systems (MIS) Director was last updated in 1999;  
therefore, he stated the proposed draft presented this evening was essentially a total  
rewrite to reflect the changes in the title of the job as well as the updates and changes  
regarding the requirements and job function.  
Councilor McGrattan questioned whether the proposed job description addressed  
changes in software going forward. MIS Director Justin Dube stated that the job  
description included language regarding the new installation of hardware and  
software upgrades.  
Councilor Ingalls noted that the “Supervision Received” changed from directly  
reporting to the Finance Director to reporting directly to the Mayor. She questioned  
when and why the supervisor changed. Administrator of Human Resources Don  
Steinhoff during his time at Ledyard the MIS Director has always reported to the  
Mayor.  
MIS Director Justin Dube stated one of the reasons the supervision changed from the  
Finance Director to the Mayor was because when there were some financial issues  
that they did not want to have the person who was providing technology information  
as part of the investigation to report to the person who they may be investigating, and  
so the supervision was changed to the Mayor.  
Administrative Assistant Roxanne Maher stated prior to the position evolving into  
the MIS Director that the position was a Data Processer, explaining that the role was  
to run the checks, and other types of printouts; which at that time was primarily a  
financial function, so the position reported directly to the Finance Director. However,  
she stated as technology progressed, the role developed into managing the town’s  
Technology Systems (computer/software) and the supervision changed to the Mayor.  
Councilor Ingalls noted the old job description specifically mentioned “Knowledge of  
Special Laws and Regulations pertaining to assigned work” and she questioned  
whether there were special laws and regulations that pertained to the MIS  
Department. MIS Director Justin Dube explained that there were some items that  
were subject to the Freedom of Information Act (FOIA) and other guidelines that they  
had to follow relative to the systems at the Police Department.  
Councilor Ingalls stated the position required ten years of professional IT experience;  
and she questioned whether they were required to have any special license or  
certificate. Administrator of Human Resources Don Steinhoff stated the MIS Director  
position would be required to have a Degree and that there were other certifications  
for software such as Microsoft, etc. Mr. Dube stated that the various software  
programs the town uses has licenses and certifications. However, he stated there was  
no statutory requirement pertaining to the licenses and certifications.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Andra Ingalls  
RESULT:  
MOVER:  
Mary K. McGrattan  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to approve a revised job description for Management Information Systems (MIS)  
Technician as contained in the draft dated February 15, 2023.  
2.  
Moved by Councilor McGrattan, seconded by Councilor Ingalls  
Discussion: Councilor Ingalls noted that the updates to the MIS Technician were  
sensible and that she did not have any questions.  
Councilor McGrattan stated that she agreed with Councilor Ingalls’ comments, and  
she questioned the status of filling the MIS Technician position.  
MIS Director Justin Dube stated the town has received a couple of Applications for  
the position.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Andra Ingalls  
RESULT:  
MOVER:  
Mary K. McGrattan  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to approve a revised job description for Administrative Assistant - Library as  
presented in the draft dated February 15, 2023.  
3.  
Moved by Councilor McGrattan, seconded by Councilor Ingalls  
Discussion: Councilor Ingalls stated that she appreciated having the “track changes”  
document because it made it very easy to see where they were making changes to the  
job description and the reason for the changes. She stated in reviewing the proposed  
job description that it was clear they were tightening up the language. She stated  
although the track-changes was a messy presentation that it was thorough; and  
therefore, she did not have any questions.  
Councilor McGrattan noted that she was the Library Commission Liaison and that  
she was at the Commission’s meeting when they discussed the updates to the job  
description; and therefore, she did not have any questions.  
Library Director Jennifer Smith provided some background noting that the work to  
update Administrative Assistant - Library began under former Library Director Gale  
Bradbury noting that it has been in-process for some time. She explained, as  
Councilor Ingalls mentioned, in addition to tightening up the language of the job  
description that the title for this position was being changed from Library Secretary -  
Technician to Administrative Assistant - Library.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Mary K. McGrattan  
RESULT:  
MOVER:  
Andra Ingalls  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to approve a revised job description for Library Technician II - Youth Services as  
presented in the draft dated March 8, 2023.  
4.  
Moved by Councilor McGrattan, seconded by Councilor Ingalls  
Discussion: Library Director Jennifer Smith provided some background explaining  
with the recent retirement of their Head of Technical Services that she was proposing  
that this position be combined with the Library Assistant I/Children’s position, which  
has been vacant since the 2017/2018 budget cuts and has remained unfilled since  
then. She explained that both positions were a 20-hour a week unionized positions  
filled by two separate employees. She stated the proposed Library Technician II -  
Youth Service job description, as presented this evening, has combined the two  
positions into one 30-hour a week unionized position, to be filled by one individual.  
Ms. Smith went on to explain that the updated/revised job description would take on  
the new title of Library Technician II - Youth Services and was combining most of  
the Head of Technical Services responsibilities with the Library Assistant  
I/Children’s responsibilities, which included both behind the scenes duties such as  
cataloging with a more public facing role servicing the young library patrons. She  
stated by combing these two positions that they would be able to more effectively  
utilize staff, support the needs of the Library, and better serve the community.  
Councilor Ingalls questioned whether the Library had a person in-mind who would be  
suited to fill this position which needed the skills set to interface with the public as  
well as work behind the scenes. Ms. Smith stated that they did have a person in-mind  
who could take on this role.  
Administrator of Human Resources Don Steinhoff explained that once the draft job  
description was completed that the position was posted using the draft job  
description. He stated interviews were conducted and that the position has been  
offered to the selected candidate. Ms. Smith stated that they have received a verbal  
acceptance from the person, noting that they have not yet received the signed Offer  
Letter.  
Ms. Smith noted the following correction, the Library Technician II - Youth Services  
would be supervised by the Assistant Librarian I - Youth Services and or the  
Administrative Assistant Library Director.  
The Committee agreed to correct the Supervised by: “the Assistant Librarian I- Youth  
Services and or the Library Director” as a “friendly amendment.  
VOTE:  
2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Mary K. McGrattan  
RESULT:  
MOVER:  
Andra Ingalls  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to appoint Mr. Earl Lamb (D) 95 Lambtown Road, Ledyard as a Regular Member  
on the Historic District Commission to complete a five (5) year term ending December 6,  
20027 filling a vacancy left by Mr. Pealer.  
5.  
Moved by Councilor Ingalls, seconded by Councilor McGrattan  
Discussion: Councilor Ingalls stated that Mr. Lamb was currently serving on the  
Historic District Commission as an Alternate Member. She explained with a Regular  
Member position becoming vacant that the Commission Chairman Vincent Godino  
has requested that Mr. Lamb be moved from and Alternate Member to a Regular  
Member.  
Councilor McGrattan stated the Lamb family has lived in Ledyard for many  
generations. She stated Mr. Earl Lamb had moved away from the aera for a while,  
and that he has since returned to Ledyard. She stated Mr. Lamb has been an asset to  
the Historic District Commission.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Andra Ingalls  
RESULT:  
MOVER:  
Mary K. McGrattan  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to Ms. Sheila Vincent (D) 19 Friar Tuck Drive, Gales Ferry, to the Ledyard  
Beautification Committee to complete a three (3) year term ending October 26, 2023 filling a  
vacancy left by Ms. Harris.  
6.  
Moved by Councilor McGrattan, seconded by Councilor Ingalls  
Discussion: Councilor Ingalls stated Ms. Vincent had served on the Beautification  
Committee and left for a short time. She stated that Ms. Vincent would like to once  
again serve on the Committee and that the Committee would like to have her back.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Mary K. McGrattan  
RESULT:  
MOVER:  
Andra Ingalls  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to reappoint the following members to the Cemetery Committee for a three (3)  
year term ending April 26, 2026:  
7.  
·
·
Mrs. Sheila Godino (D) 1906 Center Groton Road  
Mr. Vincent Godino (D) 1906 Center Groton Road.  
Moved by Councilor Ingalls, seconded by Councilor McGrattan  
Discussion: Councilor McGrattan noted the work that Mr. and Mrs. Godino do in  
overseeing the town’s cemeteries and taking care of the veterans gave sites. She  
stated that the town appreciated their commitment and their interest to continue to  
serve on the Committee.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Andra Ingalls  
RESULT:  
MOVER:  
Mary K. McGrattan  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to appoint the following to the Cemetery Committee:  
Ms. Kimlyn Marshall (R) 987R Long Cove Road, as an Alternate Member to complete a  
three (3) year term ending April 26, 2025 to fill Mr. Krug’s seat.  
8.  
·
·
Mr. Paul Krug (U) 67 Pheasant Drive, Gales Ferry, as a Regular Member to complete a  
three (3) year term ending April 26, 2026 to fill Ms. Marshall’s seat.  
Moved by Councilor Ingalls, seconded by Councilor McGrattan  
Discussion: Councilor Ingalls noted the process to reappoint members to the town’s  
boards and commissions. She explained when members terms come to an end that the  
Committee Chairman, and the member’s respective party are requested to provide a  
recommendation as to whether the member should be reappointed to the Committee.  
She stated because Ms. Marshall’s work schedule was not allowing her to be there as  
often as she would have liked that the Committee Chairman has proposed these two  
members be swapped. She noted that Alternate Member Mr. Krug was being moved  
to a Regular Member and that Regular Member Ms. Marshall was being moved to an  
Alternate Member. VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Andra Ingalls  
RESULT:  
MOVER:  
Mary K. McGrattan  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to reappoint the following members to the Permanent Municipal Building  
Committee for a three (3) year term ending March 26, 2026:  
9.  
·
·
Mr. Gary Schneider (D) 101 Inchcliffe Drive, Gales Ferry  
Ms. Elizabeth Peterson (D) 15 Browns Crossing Road, Gales Ferry.  
Moved by Councilor McGrattan, seconded by Councilor Ingalls  
Discussion: None.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Mary K. McGrattan  
RESULT:  
MOVER:  
Andra Ingalls  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to reappoint the following members to the Water Pollution Control Authority for a  
three (3) year term ending April 11, 2026:  
10.  
·
·
·
Mr. Stanley Juber (R) 13 Iron Street, Ledyard (Regular Member)  
Mr. Terry Jones, 27 Monticello Drive, Gales Ferry (Regular Member)  
Mr. Jeremey Norris (D) 12 Old Fort Lane, Ledyard (Alternate Member).  
Moved by Councilor Ingalls, seconded by Councilor McGrattan  
Discussion: Councilor Ingalls stated as she noted earlier this evening that during the  
process to reappoint members to the town’s boards and commissions that it gives the  
Committee Chairman an opportunity to look at members’ performance and to make a  
recommendation. She stated in most cases the Committee recommends that members  
be reappointed, noting that these folks were all volunteers who were dutifully serving  
their community. Therefore, she stated the action to “reappoint” moved along quickly  
because things were working well. However, she stated that it was not just a rubber  
stamp; explaining when members terms come to an end that the Committee  
Chairman, and the member’s respective party are requested to provide a  
recommendation as to whether the member should be reappointed to the Committee.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Andra Ingalls  
RESULT:  
MOVER:  
Mary K. McGrattan  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
MOTION to adopt a proposed “Resolution Establishing A Committee to Transform the  
Budget Process” as contained in the draft dated February 28, 2023.  
11.  
DRAFT: 2/28/2023  
RESOLUTION  
ESTABLISHING A COMMITTEE TO  
TRANSFORM THE BUDGET PROCESS  
WHEREAS: The Town Council recognizes the burden that the State’s level funding  
has imposed on municipal budgets and its taxpayers by not keeping up with the rate  
of inflationary costs and by imposing unfunded mandates on cities and towns.  
WHEREAS: The Town Council recognizes the need to examine alternative  
budgeting methods such as a Zero Based Budget Practice for the implementation of  
the Fiscal Year 2024/2025 Budget preparation.  
NOW, THEREFORE, BE IT RESOLVED: That there is hereby established a  
Committee to Transform the Budget Process to be comprised of nine (9) regular  
members. All members shall be appointed by the Town Council with the following  
representation:  
Town Council Finance Committee Chairman  
Town Council Chairman  
One additional Member of the Town Council  
Two Members from the Board of Education  
Four Members from the Community-at-Large  
In addition, the Mayor and Superintendent of Schools or their designee serve as  
ex-officio members.  
Regular members shall be appointed by the Town Council for a term of four months.  
Members shall commence to serve their terms immediately upon appointment and  
shall serve until their successor has qualified or are removed by the Town Council.  
Any vacancy on the Committee, other than by expiration of term, shall be filled  
for the unexpired portion of the term by the Town Council with priority given to  
maintain the structure above.  
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. It shall be the responsibility of the Chairman  
of the Committee to notify the Town Council when a member has not properly  
performed his duties.  
The regular members of the Committee to Transform the Budget Process shall elect a  
Chairman, Vice Chairman and Secretary. Any vacancy in any such office shall be  
filled by from its regular membership.  
BE IT FURTHER RESOLVED: That the Committee to Transform the Budget  
Process shall be authorized to:  
a) To review the Budget Transformation Committee Final Report dated October 16,  
2016 along with the goals and objectives that have been implemented to-date.  
b) To review, research, and determine the following:  
(1) The services the Town and Board of Education provides to its residents.  
(2) Whether the services/programs are mandatory relative to the role of local  
government.  
(3) How effectively the Town and Board of Education provides its  
services/programs to its residents.  
(4) The funding sources(s) that pay for services/programs the community  
provides to its residents.  
(5) Review all contracted services.  
c) To review all department operations, all municipal and school buildings and  
grounds, the purchase of commodities, and the utilization of staffing/cross  
training in order to promote municipal consolidation efforts and provide  
recommendations;  
d) To provide guidance and recommendations relative to the negotiation and  
execution of contracts related to municipal consolidation of departments,  
services and/or shared services to meet the General Government and Board of  
Education’s operational and mandated requirements;  
e) To recommend a budget process, format and outline for the General Government  
and Board of Education to consider for implementation with the development  
of the Fiscal Year 2024/2025 Budget that would include detail data such as:  
(1) Projected line item cost estimates for Fiscal Year 2024/2025;  
(2) Capital Improvement Plan/Initiatives/Funding Sources;  
(3) Trends in salaries, maintenance and operational costs;  
(4) Demonstrated efforts for efficiencies and reductions;  
(5) Plans to address the increase in student population/enrollment and space  
needs;  
(6) Recommendations to address anticipated loss of Municipal Aid Revenues due  
to the State’s finance crisis and projected budget deficits.  
(7) Ways to address current and anticipated future State mandates.  
BE IT FURTHER RESOLVED: That within thirty (30) days of the appointment of  
this Committee that an Organization Meeting of said Committee shall be held at  
which members shall choose a Chairman, Vice-Chairman and a Secretary;  
BE IT FURTHER RESOLVED: That said Committee shall submit recommendations  
to the Town Council, Mayor and Board of Education no later than September  
October 27, 2023 for consideration for the fiscal year budget preparation.  
Adopted by the Ledyard Town Council on: _________________  
Kevin J. Dombrowski, Chairman  
Moved by Councilor McGrattan, seconded by Councilor Ingalls  
Discussion: Councilor McGrattan noted when the proposed “Resolution Establishing A  
Committee to Transform the Budget Process” was being drafted that she suggested  
the Committee review the prior Committee’s Final Report dated October 16, 2016  
and look at the goals and objectives that have been accomplished to date. She stated  
language was included in paragraph (a) under the section that outlined the work that  
the Committee was authorized to do.  
Councilor Ingalls stated that she serviced on the 2016 Committee to Transform the  
Budget Process as the Board of Education’s Representative. She noted that Mayor  
Allyn, III, sent the Town Council a list of the 2016 Recommendations that the Town  
has implemented to date.  
Councilor Ingalls continued by reviewing the list of members that the Resolution  
called for and she suggested in appointing the four members from the  
Community-at-Large that they be mindful to select residents that well represented the  
community.  
VOTE: 2 - 0 Approved and so declared  
RECOMMENDED FOR APPROVAL  
Mary K. McGrattan  
RESULT:  
MOVER:  
Andra Ingalls  
SECONDER:  
2
1
Ingalls and McGrattan  
Irwin  
AYE:  
EXCUSED:  
Any other New Business proper to come before the Committee.  
None  
12.  
IV  
ADJOURNMENT  
Councilor Ingalls moved the meeting be adjourned, seconded by Councilor McGrattan  
VOTE: 2 - 0 Approved and so declared, the meeting was adjourned at 5:59 p.m.  
Respectfully submitted,  
Andra Ingalls  
DISCLAIMER: Although we try to be timely and accurate these are not official records of the  
Town.