741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Finance Committee

Meeting Minutes

Chairman

Kevin J. Dombrowski

Regular Meeting

Wednesday, August 16, 2023

5:00 PM

Town Hall Annex Building - Hybrid

Format

In -Person: Council Chambers, Town Hall Annex Building

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CALL TO ORDER

the Meeting was called to order by Councilor Ryan at 5:00 p.m.

at the Council Chambers Town Hall Annex Building.

Councilor Ryan welcomed all to the Hybrid Meeting. He stated for the Town Council

Finance Committee and members of the Public who were participating via video

conference that the remote meeting information was available on the Agenda that was

posted on the Town’s Website - Granicus-Legistar Meeting Portal.

II.

ROLL CALL

Councilor Andra Ingalls

Councilor Tim Ryan

Councilor Bill Saums

Present:

Excused:

In addition the following were present:

Naomi Rodriguez - Town Councilor

Fred Allyn, III, Mayor

Jason Hartling, Superintendent of Schools

Wayne Donaldson, Board of Education Director of Facilities & Grounds

Ed Lynch, Chairman, Water Pollution Control Authority

Vincent Godino, Chairman, Historic District Commission

Dave Murphy, Southeastern Connecticut Council of Governments (SCCOG)

Roxanne Maher, Administrative Assistant

III.

IV.

RESIDENTS & PROPERTY OWNERS COMMENTS

None.

PRESENTATIONS / INFORMATIONAL ITEMS

None.

APPROVAL OF MINUTES

MOTION to approve the Finance Committee Minutes of July 19, 2023.

Moved by Councilor Ingalls, seconded by Councilor Ryan

VOTE: 2 - 0 Approved and so declared

VI.

FINANCE DIRECTOR'S REPORT

Finance Director Matthew Bonin noted that he would address the items as they come

up on tonight’s agenda.

Finance Director’s Report

VII. FINANCIAL REPORTS

Financial Reports

Finance Director Matthew Bonin stated the following Financial Reports were

attached to the Agenda on the meeting portal:

· Revenue Year-to Date Report- June 30, 2023

Mr. Bonin stated the Revenue Report does not include year-end numbers. He stated

he hoped to have a good idea of the Year-End-Balance by the end of September,

2023.

· Expenditure Year-to Date Report- June 30, 2023

Mr. Bonin stated the last check run for the Fiscal Year 2022/2023 would be done

next week. He stated there were still a number of journal entries that need to be made

which included the following:

Credit Card transactions thru June 30, 2023.

ü Accrual for Year-End Payroll.

ü Accounts Receivables .

Mr. Bonin stated because the Board of Education has had some turnover in staff that

he did not know where the Board of Education was relative to closing out the Fiscal

Year 2022/2023 Budget.

Councilor Ryan stated that he looked forward to seeing the final numbers for Fiscal

Year 2022/2023 once all of the adjustments have been made.

VIII. NEW BUSINESS

MOTION to adopt a proposed “An Ordinance Establishing Tax Relief for Certain Modified

Handicap Accessible Vehicles” as contained in draft dated July 31, 2023.

DRAFT: 7/31/2023

Ordinance #200 -________

AN ORDINANCE

ESTABLISHING TAX RELIEF FOR

CERTAIN MODIFIED HANDICAP ACCESSIBLE VEHICLES

IN THE TOWN OF LEDYARD

Be it ordained by the Town Council of the Town of Ledyard: “An Ordinance

Establishing Tax Relief for Certain Modified Handicap Accessible Vehicles in the

Town of Ledyard” is hereby enacted.

Section 1: Authority

Pursuant to provisions of Chapter 203 of the Connecticut General Statutes §

12-81c “Municipal option to exempt certain motor vehicles”.

Section 2: Purpose

Individuals who have permanent legal residence in the town defined as those who

occupy that property as their principal residence at least 183 days of each year, and

who individually or jointly own a motor vehicle for the use of a disabled person as

described herein, may receive a town tax exemption on the amount of taxes assessed

on said motor vehicle provided that the requirements of this Ordinance are met.

Section 2: Definitions

For the purpose of this subchapter, the following definitions shall apply unless the

context clearly indicates or requires a different meaning.

(a) Adaptive Control Devices: Includes, but shall not be limited to, any mechanical or

electrical devices added to a standard motor vehicle to enable an individual with

mobility restrictions to control the accelerator, foot brake, turn signals, dimmer

switch, steering wheel and/or parking brake.

(b) Motor Vehicle: A vehicle that has been altered, reconfigured or has undergone

mechanical or structural changes that permit a person with a disability to safely drive

such vehicle or ride as a passenger therein. Motor Vehicle shall include, but shall be

limited to, vehicles equipped with hand controls, hoists, lifts and other adaptive

control devices.

Section 3: Eligibility

Any individual who is a resident with disabilities or parent or guardian of a

person with disabilities and owns a motor vehicle described herein shall be eligible

for exemption of the personal property taxes for one said motor vehicle.

Section 4: Exemption

The town hereby ordains, pursuant to Connecticut General Statute § 12-81c, that

an exemption from personal property taxation for the following:

(a)

Any ambulance-type motor vehicle that is used exclusively for the purpose of

transporting any medically incapacitated individual, except for any such vehicle used

to transport any such individual for profit; and

(b) Any property owned by nonprofit ambulance company; and

guardian of such person, which vehicle is equipped for purposes of adapting it use to

the disability of such person.

Section 6: Application

Applications for benefits under this program shall:

(a) Be made on forms provided by the Assessor Office of the town; and

November 1 to obtain a tax exemption for the next fiscal year.

(d) This program shall be applicable to the assessment year commencing with the grand list

of October 1, 2023 and thereafter until modified or repealed.

Section 7 . Severability.

If any section, or part of a section, of this Ordinance shall be held by a court

of competent jurisdiction to be invalid, such holding shall not be deemed to

invalidate the remaining provisions hereof.

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.

Adopted by the Ledyard Town Council on: _______________

________________________

Kevin J. Dombrowski, Chairman

Approved / Disapproved on: ______

______________________

Fred B. Allyn, III, Mayor

Published on:

Effective Date:

_________________________

Patricia A. Riley, Town Clerk

******************************************************************

Background: This Ordinance was enacted in response to a resident’s appeal for relief

from personal property tax for Modified Handicap Accessible Vehicles that complied

with and was in accordance with Connecticut General Statutes § 12-81c “Municipal

option to exempt certain motor vehicles”.

Moved by Councilor Ingalls, seconded by Councilor Ryan

Discussion: Councilor Ryan provided some background explaining at their July 26,

2023 meeting a resident appealed to the Town Council to consider adopting an

Ordnance to provide a tax exemption for Handicapped Accessible Vans in

accordance with Connecticut State Statutes 12-81c. He stated they appreciated the

resident bringing this information to the Town’s attention, noting that neighboring

towns have adopted similar Ordinances.

Councilor Ryan continued by stating the proposed “An Ordinance Establishing Tax

Relief for Certain Modified Handicap Accessible Vehicles” presented in draft dated

July 31, 2023 was well written, noting that it clearly outlined the eligibility.

Councilor Ingalls stated that she agreed with Councilor Ryan that the “An Ordinance

Establishing Tax Relief for Certain Modified Handicap Accessible Vehicles” was

well written. She stated in reading the proposal that she thought thru some scenarios

and that she found the proposed Ordinance addressed all of the things that she could

think of.

Councilor Ingalls stated the resident who brought the available tax abatement to the

Town Council’s attention was purchasing a Modified Handicapped Accessible Van

which cost about $90,000. She noted that Tax Assessor Adrianna Hedwall reported

that the loss of tax revenue would be about $2,000. Councilor Ingalls stated a tax loss

of $2,000 was not significant for the Town but would be a significant savings for a

family. Therefore, she stated providing a tax abatement for Modified Handicapped

Accessible Vehicles was a good idea. She concluded by noting the Administration

Committee would also review the proposed Ordinance at their August 23, 2023

before it would move forward to a Public Hearing and on to the Town Council for

action.

Councilor Ryan noted that the $2,000 tax abatement was based on the appraised

value of the vehicle noting that because the taxes would be based on the assessed

value of the vehicle that the loss of tax revenue would be less than the estimated

$2,000.

Councilor Rodriguez questioned the limited time frame to submit Applications

noting the draft Assessor Tax Abatement Form only allowed Applications to be

submitted between September 1st - October 1st. Councilor Ryan stated although he

could not speak for the Tax Assessor that he would think that Applications regarding

motor vehicle tax exemptions could be submitted anytime during the year, but to

receive a tax benefit that the Application would need to be on-file in the Tax

Assessor’s Office no later than October 1st ; so that it could be included in that year’s

Grand List calculation. He stated if Applications were received after October 1st they

would not be eligible for the tax abatement for that year. However, he stated that they

could obtain clarification from the Tax Assessor regarding the open Application

period.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Tim Ryan

SECONDER:

MOTION to waive the reading in its entirety the “Resolution Amending The Resolution

Entitled “Resolution Appropriating $6,725,000 For Various School Improvement Projects;

And Authorizing The Issue Of Bonds And Notes In The Same Amount To Finance Said

Appropriation” To Increase The Appropriation And Borrowing Authorization To

$8,550,000”.

Moved by Councilor Ingalls, seconded by Councilor Ryan

Discussion: Board of Education Director of Facilities and Ground Wayne Donaldson

provided some background, explaining at the time of their original Grant request in

the amount of $6,725,000 for the Various School Improvement Projects was

submitted, the State was not funding any Heating Ventilation/Air Condition (HVAC)

projects. He stated they recently learned that the State has decided to reopen the bids

for Grants to include HVAC Systems sometime later this month. He stated they

anticipate the Application Period would be open for 30-60 days, but to begin the

Grant Application process the State required the Town Council to act on the three

resolutions noted in the Motion presented this evening.

Mr. Donaldson went on to note Ledyard’s original Grant Application in the amount

of $6,725,000; approved by the townspeople at a Referendum of February 22, 2022;

included the following: replacement of the roofs at the Central Office, Gales Ferry

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

School and Juliet W. Long School; upgrades to the Building Management Systems

(BMS) at Gales Ferry School; and the electrical, and HVAC upgrades at the Juliet

W. Long School, which was a split system.

Mr. Donaldson continued by stating to comply with the State’s Grant that they had to

redesign HVAC upgrades at Juliet W. Long School explaining that it would be a full

air conditioning system with outdoor CO2 monitoring, outdoor intake, and a Building

Maintenance System (BMS), which was the same system that was installed at the Gallup

Hill School and the Middle School, opposed to the split system which recirculated the

existing air inside the building. He stated the cost for the HVAC system has now come

in at $2.2 million, which was higher than the original proposal that was included in

their 2022 Grant Application. Therefore, he stated the Town’s Matching Funds would

need to be increased from the previously budgeted $400,000 to $845,000. He went on

to explain that the State also passed Legislation that would allow Federal and Other

Grant Funding to qualify as the town’s matching funds.

Mr. Donaldson explained the Board of Education applied for the Heating

Ventilation/Air Condition (HVAC) Grant for the Juliet W. Long School last year,

noting that the open Grant Application period had a limited timeframe to prepare and

submit the Grant Application, noting that the Applications were due December, 2022.

He stated the Board of Education received notification from the State late on a

Friday afternoon that the Ledyard’s HVAC Grant Application for the Juliet W. Long

School was approved. However, he explained the State questioned whether the Town

had approved the $845,000 local matching funds to support the project. He stated, as

he previously noted, because the Town only approved $400,000 for HVAC as part of

the original project ($6,725,000for the Various School Improvement Projects), they

could not accept the Grant, noting due to the limited time that they would not be able

to obtain the town’s approval for the additional $445,000 to support the local town’s

match in two-hours (before the close of business that day). He stated because the

State recognized the timing involved to obtain the town’s approval, that they

recommended the Board of Education reapply for the HVAC Grant for the Juliet W.

Long School. He stated tonight’s request was to begin the Grant Application process,

noting to apply for the Grant that the additional $445,000 (total $845,000) would

have to be in-place.

Councilor Ryan noted the additional $445,000 to support the redesigned HVAC

System for the Juliet W. Long School would double the amount that was already

approved by the townspeople at the February 22, 2022 Referendum. Mr. Donaldson

stated the total cost of the HVAC project/installation at the Juliet W. Long School

was $2.2 million. Councilor Ryan noted the State Grant was providing $1.38 million

toward the project and he questioned the funding source for the town’s additional

$445,000 local match.

Councilor Ryan went on to state that he did not have an issue with the Motion being

considered this evening which was to authorize the work associated to support the

Grant Application, noting the Motion was not providing authorization to spend the

additional $445,000. However, he stated they did not want to again be in a position

where the State was willing to approve the Grant Funding; and the town not having

the local matching funds in-place. He questioned the timeline to submit the HVAC

Grant Application in this is most recent round. Mr. Donaldson stated the Grant

Application would be opened sometime in August and would most likely be open for

30-60 days.

Councilor Ryan noted the original $6,725,000 for the Various School Improvement

Projects that were approved thru Bond Authorization Resolutions. Therefore, he

questioned the process to increase the dollar amount by $445,000. Finance Director

Matthew Bonin explained that the Bond Resolution authorized the Town Council to

change the scope of the project within the $6,725,000 that was approved by the

townspeople. He stated if more funding was needed the town would have to go back

through the town’s approval process to increase the original bond appropriation,

regardless of funding source. He explained that the Bond Authorization needed to be

for full amount of the Projects. Councilor Ryan requested clarification, noting that if

they could not contain the cost of the Projects to original $6,725,000; as approved by

the Townspeople on February 22, 2022, that they would have to hold another

Referendum. Mr. Bonin stated that was correct.

Superintendent of Schools Jason Hartling stated the Town Council had the ability to

modify the dollar amount of the Project and to allocate funds, as long as they were

within a certain percentage. He also stated the Town Council had the ability to

allocate American Rescue Plan Act (ARPA) Funding, which could be a funding

source that could be used for the Juliet W. Long HVAC project; and it would not

have to go to a Referendum.

Mayor Allyn, III, addressed the funding noting that Chapter VII, Section 9 of the

Town Charter stated:

“Any resolution making a non-budgeted appropriation of less than one (1)

percent of the current tax levy shall become effective after approval by the

Town Council, provided that the Director of Finance certifies that there are

available unappropriated general fund resources in excess of the proposed

appropriation.

Such appropriations shall not exceed accumulatively two (2) percent of the

current tax levy in the current fiscal year.

Any appropriation in excess of the limitations in Section 9 above shall

become effective only after it has been approved by resolution of the Town

Council and adopted at a Town meeting by a majority vote of the qualified

voters present and voting.

Any resolution making a non-budgeted appropriation of more than one (1)

percent of the current tax levy, but less than five (5) percent for any purpose,

any resolution authorizing the issuance of bonds or notes or other

borrowing of less than five (5) percent of the current tax levy, except notes

in anticipation of taxes to be paid within the fiscal year in which issued, and

any sale or purchase of real estate or interest therein shall become effective

only after it has been approved by the Town Council and adopted at a

Town meeting by a majority vote of the qualified voters present and voting

at such meeting.

Councilor Ryan addressed the language of the Motion, and he questioned the

following:

· The reason the town would reject a Grant; and.

· The purpose of tonight’s Motion, noting that it did not include the additional

funding to support the Juliet W. Long HVAC Project.

Board of Education Director of Facilities and Grounds Wayne Donaldson stated the

wording of the Motion was provided and required by the State. He explained as part

of the Grant Application the Board of Education had to include the Town Council

Meeting Minutes in which they authorized the funding. Councilor Ryan stated that

this three-part Motion (resolutions) was not authorizing the additional funding

needed to support the HVAC Project at the Juliet W. Long School. Mr. Donalson

stated that he had a copy of the Town Council’s January 12, 2022 Minutes in which

they approved the Bond Resolution authorization for the funding in the amount of

$6,725,000 for the Various School Improvement Projects, which included $400,000

for the Juliet W. Long HVAC System. However, he stated the Town Council needed

to now approve funding for the balance to facilitate the HVAC System per the

updated design ($2.2 million).

Councilor Ingalls noted that the Town Council could:

Authorize the Ledyard Board of Education to apply to the Commissioner of

Administrative Services; and to accept or reject a grant for the Juliet W. Long School

HVAC project.

· Authorize the preparation of at least the schematic drawings and outline

specifications for the Juliet W. Long School HVAC project.

· Assign the Juliet W. Long School HVAC project to the Permanent Municipal

Building Committee.

Councilor Ryan stated if the Town Council approved the three-part Motion

(resolutions) as presented this evening that the Board of Education could not apply

for the HVAC Grant until the Town Council authorized the additional funding to

support the project at the Juliet W. Long School, noting that he would think that the

Grant Funding was needed to pay for the preparation of the schematic drawings.

Therefore, he did not understand the reason they were being asked to act on these

motions at this time, without knowing/identifying the funding source.

Mr. Donaldson stated all the required authorizations did not have to be approved at

the same Town Council meeting. He stated this three-part Motion (resolutions) could

wait until the Town Council was ready to approve the funding for the Project.

However, he explained by approving the Motion as presented this evening that it

would allow him to begin to prepare and upload the documentation into the State’s

Grant Application Website. He stated he would have to submit the Grant Application

three times, one submittal for each of the three resolutions.

Superintendent of Schools Mr. Hartling explained that the critical juncture was the

funding related to executing a HVAC Project that they have been discussing for

several years. He noted that the State required very specific language that has held

them up in their Grant Applications in the past.

Mr. Hartling stated he and Mr. Donaldson met with Councilor Saums to discuss this

HVAC Grant opportunity. Councilor Ryan stated that he saw Councilor Saum’s

August 2, 2023 email regarding the three-part Motion (resolutions). However, he

stated in reading the email that he did not know if Councilor Saums appreciated that

the Motion would be presented to the Finance Committee without the additional

funding source in-place; unless the Board of Education was planning to complete the

Juliet W. Long HVAC Project within the original $6,725,000 funding authorization.

However, he stated based on tonight’s discussion, he did not think that was the Board

of Education’s plan.

Mr. Hartling stated the funding and management of the Board of Education’s Capital

Projects were all done on the town-side of the government and thru the Permanent

Municipal Building Committee (PMBC). He stated the Board of Education does not

have the funding to allocate to the Project, nor did they allocate the original

$6,725,000 funding, noting that these were town-based projects. He stated the Grant

Application process can become confusing because as Superintendent of Schools he

was the Board of Education’s Representative; and that he was the only person who

could apply for these types of Grants. He stated although he did not want to speak for

Councilor Saums’ that he thought tonight’s conversation would revolve around the

ways they could fund this project to allow the town to receive the matching grant and

move this project forward, noting that they have been discussing the HVAC project

for the Juliet W. Long School for three-years.

Councilor Ryan stated he would be happy to have a conversation regarding the

funding source to support the HVAC Project at the Juliet W. Long School. However,

he stated at this juncture he did not see what this three-part Motion (resolutions)

would do for the Board of Education, since Mr. Donaldson could not anything until

the funding was identified and authorized. He stated he did not disagree with the

Project, but that he wanted to make sure they had everything in order so when they do

submit their Grant Application that they would not be dealing with any unknowns or

gaps in their Application that would cause the Town not to be successful in receiving

the Grant, once again.

Councilor Ingalls asked Mr. Donaldson to explain how moving this three-part Motion

(resolutions) forward to the Town Council, without having the funding approval

in-place, would be a benefit to him. Board of Education Director of Facilities and

Grounds Wayne Donaldson explained there were a lot of steps to the Grant

Application; and he stated by having this three-part Motion (resolutions) approved he

could download the Minutes into the State’s Grant Application Website, so that

everything would be ready to go. He stated the only other documentation he would

have to download would be the Town Council Minutes when they approve the

additional funding. He stated by approving the Motion presented this evening, that it

would allow him to get everything else in-place and into the State’s Grant

Application Website.

Mr. Hartling stated the Application process for these Grants were onerous, noting the

amount of time due to the significant amount of pieces that have to be processed and

put in-place, between the Board of Education approvals, the Town Council

approvals/minutes, and the Permanent Municipal Building Committee, etc. He stated

Mr. Donaldson was trying to fit all this work into schedule so they do not miss out on

a Grant opportunity for the town, while also working to manage the District’s School

Facilities. Mr. Hartling stated based on the Finance Committee’s discussion this

evening that he did not see the Town Council approving this Motion without having

the funding in-place. Therefore, he suggested they not act on the Motion this evening.

Councilor Ingalls stated if the Finance Committee moved this request forward to the

Town Council for action at their August 23, 2023 meeting it would allow Mr.

Donaldson to start the Grant Application Process, while the town was working to

figure out the funding source/approval process. She stated in presenting this

three-part Motion (resolutions) to the Town Council that the Finance Committee was

saying that they agreed the HVAC Project at the Juliet W. Long School was worthy,

and they were agreeing to continue to figure out the funding. In the meantime, she

stated by approving this three-part Motion (resolutions) it would allow the Board of

Education to get the ball rolling with the Grant Application.

Councilor Ryan noted that the State required the specific language of the three-part

Motion (resolutions) presented this evening. He stated they would be approving the

Motion with the understanding that it was constituting the preparation of the Grant

Application, and not actually submitting the Application until the funding was

authorized by the Town Council.

Councilor Ingalls stated if the Town Council does not approve the funding then the

Grant Application would not be submitted.

Councilor Ryan and Councilor Ingalls agreed to approve to forward this three-part

Motion (resolutions) to the Town Council for approval with the minutes reflecting

that the wording in the Motion was required by the State; but the understanding

was that all the Finance Committee was authorizing at this time was the

preparation of the Grant Application, not the actual submittal of the Grant

Application, until such time the funding was approved by the Town Council.

Councilor Ryan asked Mr. Hartling and Mr. Donaldson if the Town Council

approved this Motion with the understanding noted in the Minutes (see above)

whether it would be enough to get the Grant Application started. Mr. Hartling and

Mr. Donaldson stated “Yes”.

VOTE: 2 - 0 Approved and so declared

Councilor Ryan thanked Mr. Hartling and Mr. Donaldson for attending tonight’s

meeting.

Mr. Hartling and Mr. Donaldson left the meeting at 5:35 p.m.

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Tim Ryan

SECONDER:

MOTION to grant a Bid Waiver to Utility Financial Solutions, LLC (UFS) 185 Sunset

Meadow Court, Michigan, in the amount of 13,000 to conduct a Water Services Study

regarding Financial Projection, Cost of Services and Rate Design.

Moved by Councilor Ingalls, seconded by Councilor Ryan

Discussion: Water Pollution Control Authority Chairman Ed Lynch stated Groton

Utilities was interested in purchasing Ledyard Water System. He explained in

considering a merger between Groton Utilities and Ledyard that would provide a

benefit to the customers, that Groton Utilities suggested both the Ledyard Water

Pollution Control Authority (WPCA) and Groton Utilities (GU) conduct a

Cost-of-Service Study. He stated this work would begin with a Financial Study and

a Projection specific to the Revenue Requirements for the WPCA’s Water and Sewer

Systems, noting that the WPCA would be required to pay for the cost of an external

consultant to (Utility Financial Solutions, LLC) to do the Study. He stated because

the Cost-of-Service Study would require a signification time commitment from the

Town’s Finance Department to support this initiative, the WPCA pushed the Study

into September, to minimize any impact on the Finance Department relative to the

Town’s Annual Audit work. Finance Director Matthew Bonin stated the Annual

Audit work was scheduled to take place during September- October.

Mr. Lynch explained the reason for doing this Cost of Services Study was: (1) To

determine if the WPCA was adequately charging for the cost of water service; (2) To

help to determine whether a merger between Groton Utilities and Ledyard would

provide any benefit to the customers; and (3) To provide data to help the Town of

Ledyard determine if a merger made sense.

Mr. Lynch went on to explain once the Study has been completed Groton Utilities

would work with the WPCA to develop a Rate Structure and Rate Track to meet the

revenue requirements for both the long-term and short-term. He stated the rate

structure was not intended to make the WPCA profitable, however, he the rate

structure could make the water operations more cost effective, which would stave off

future rate increases.

Mr. Lynch stated the reason the WPCA has requested a Bid Waiver to Utility

Financial Solutions, LLC., was because this company was currently doing the same

type of review for Groton Utilities, so they were familiar with both Groton Utilities’

and the Ledyard WPCA’s business models for providing water to customers. He

noted the cost of services proposal from Utility Financial Solutions, LLC for both

water and sewer utilities was attached to the Agenda on the meeting portal. He

concluded by stating at this time the WPCA was only looking to conduct the study

for water service at a cost of $13,000. He stated the WPCA had this funding in their

Capital Account to pay for the Study.

Mr. Lynch went on to state although he was neutral on the idea to consider a merger

between Groton Utilities and Ledyard, that other WPCA Members thought it may be

worth conducting the Study and to look into whether they could save the Ratepayers

money. He stated currently Ledyard was purchasing water from Groton Utilities and

that Groton Utilities also handled the billing for Ledyard. He stated the only thing the

WPCA does was from a management aspect relative to what projects they would like

to put together. He stated the WPCA does not add a lot of cost to what the Ratepayers

pay. However, he stated a merger may allow Groton Utilities to reduce their raw

water costs, service costs, and operational costs. He stated the billing software

Ledyard used, Continental Utility Solutions, Inc., (CUSI), was expensive to run. He

stated perform a conversion to Groton Utilities’ billing software would be a one-time

cost about $100,000.

Councilor Ryan questioned if they decided to merge Ledyard with Groton Utilities

whether Ledyard would be required to pay the $100,000 for the billing software

conversion. Mr. Lynch stated Groton Utilities would absorb the Billing Software

conversion.

Mr. Lynch stated should Groton Utilities make an offer, or if Ledyard decided not to

do the merger, that either way, it would be helpful for Ledyard to have the

information that would come from the Study relative to having a Rate Structure and

Rate Track to meet the revenue requirements for both the long-term and short-term.

Councilor Ingalls noted the threshold to solicit bids was $15,000; therefore, she

stated the $13,000 for Utility Financial Solutions, LLC (UFS) to conduct the Study

was under the dollar amount required to request a Bid Waiver.

Finance Director Matthew Bonin pointed out Section 3 of Ordinance #200-001

“Purchasing Ordinance for the Town of Ledyard” as noted below:

Section 3: Competitive Bidding Process

The following cost ranges determine the action needed in regard to competitive

bidding for proposed expenditures on construction projects, equipment, supplies, and

professional services, with the exception of legal services. The dollar amounts refer

to a total amount, per vendor, per fiscal year:

Less than $4,999 No bids required; no quotes required; assumes buyers will seek

lowest available cost.

$5,000 - $14,999 Three (3) quotes required or a bid waiver from Town Council.

Written record of quotes or Town Council bid waiver action to be attached to

electronic purchase order.

$15,000 +

At least three (3) proposals required through an open and advertised

competitive bid process for construction projects, equipment, supplies, and

professional services other than legal services.

Bid awards shall be determined by assessing the best interest of the Town in terms of

the scope of work, qualified bidders’ overall approach to the project or service, past

performance, and cost. The bid shall be awarded to the lowest qualified bidder if it

is in the best interest of the Town.

If fewer than three bids are received, a bid waiver approved by the Town Council

shall be requested prior to award of the bid.

The Town may use other entities’ bid awards that were arrived at through a

competitive bid process in lieu of the Town’s own competitive bidding process. The

Town Council shall, by resolution each year, determine the list of entities whose bid

awards are eligible for use by the Town of Ledyard.

Mr. Bonin went on to explain if they do not get three quotes that a Bid Waiver would

be required.

Councilor Ingalls stated although the information Mr. Lynch provided was thorough

and well put together that Bid Waivers always causes her to pause. However, she

stated that she understood the rationale that Groton Utilities was using Utility

Financial Solutions, LLC (UFS) to conduct their Study; and that the Company was

familiar with both Groton Utilities and Ledyard systems; and that this was a company

they trusted.

Councilor Ryan stated he thought conducting the Water Services Study regarding

Financial Projection, Cost of Services, and Rate Design was a responsible course of

action. He stated the funding was coming from the WPCA Capital Account, which

had sufficient funding; and therefore, he would support the WPCA’s Bid Waiver

request to use Utility Financial Solutions, LLC (UFS).

VOTE: 2 - 0 Approved and so declared

Councilor Ryan thanked Mr. Lynch for attending tonight’s meeting.

Mr. Lynch left the meeting at 5:45 p.m.

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Tim Ryan

SECONDER:

Discussion and possible action regarding the Historic District Commission’s project in the

amount to rebuild the retaining wall of the race and reset the steps to divert water away from

the building and to make them safe for foot traffic at the Up-Down Sawmill (project cost

$25,000).

Moved by Councilor Ryan, seconded by Councilor Ingalls

Discussion: Historic District Commission Chairman Vincent Godino provided some

background information noting that the Commission hired a Historical Structural

Engineer using Grant Funding they received to evaluate the 19th Century Historic

Up-Down Sawmill that was built in 1869, noting that it was the only known

operational Mill of this type in the State. He stated the Report identified and ranked

the retaining wall of the race and the steps as critical issues that needed to be

addressed to divert water away from the building and to preserve the structure.

Mr. Godino went on to explain in July 2023, the Historic District Commission

contacted three stone mason contractors, all of whom were qualified to do the work at

the Up-Down Sawmill; based upon their extensive experience with these types of

dry-stone structures. He stated subsequently, the Historic District Commission sent

all three contractors a scope of work document that described the work to be included

in a bid for the job. He stated the Town received proposals from the three vendors as

follows: $25,000, $34,660, and $38,000.

Mr. Godino went on to state that the Historic District Commission held a Special

Meeting on July 31, 2023 and voted to request a Bid Waiver from the Town Council

to Kenneth Geer Stonewall Construction in the amount of $25,000 to rebuild the

retaining wall of the race and to reset the steps to divert water away from the building

and make them safe for foot traffic at the Up-Down Sawmill. He stated American

Rescue Plan Act (ARPA) has been designated for this project.

Councilor Ingalls stated the information Mr. Godino provided was awesome noting it

was thorough and well put together. However, she stated it sounded like they

received three quotes, and that the Historic District Commission selected Stonewall

Construction who was the low bidder and qualified for the work. Therefore, she

questioned the reason a Bid Waiver was being requested.

Mr. Godino stated his understanding of the process was that if the cost was over

$15,000 that it had to be an Advertised Competitive Bid. However, he explained

because the Historic District Commission did not expect the cost to come in over that

threshold they only solicited proposals from three qualified stone contractors who had

experience working on these types of historical structures. Therefore, he stated the

Commission has requested a Bid Waiver.

The Finance Committee stated they were satisfied with the information provided and

that they would support the Bid Waiver request.

Finance Director Matthew Bonin pointed out Section 3 of Ordinance #200-001

“Purchasing Ordinance for the Town of Ledyard” stated the following:

Section 3: Competitive Bidding Process

The following cost ranges determine the action needed in regard to competitive

bidding for proposed expenditures on construction projects, equipment, supplies, and

professional services, with the exception of legal services. The dollar amounts refer

to a total amount, per vendor, per fiscal year:

Less than $4,999 No bids required; no quotes required; assumes buyers will seek

lowest available cost.

$5,000 - $14,999 Three (3) quotes required or a bid waiver from Town Council.

Written record of quotes or Town Council bid waiver action to be attached to

electronic purchase order.

$15,000 + At least three (3) proposals required through an open and advertised

competitive bid process for construction projects, equipment, supplies, and

professional services other than legal services.

Bid awards shall be determined by assessing the best interest of the Town in terms of

the scope of work, qualified bidders’ overall approach to the project or service, past

performance, and cost. The bid shall be awarded to the lowest qualified bidder if it

is in the best interest of the Town.

If fewer than three bids are received, a bid waiver approved by the Town Council

shall be requested prior to award of the bid.

The Town may use other entities’ bid awards that were arrived at through a

competitive bid process in lieu of the Town’s own competitive bidding process. The

Town Council shall, by resolution each year, determine the list of entities whose bid

awards are eligible for use by the Town of Ledyard.

Mr. Bonin continued by explaining that because the Historic District Commission

only obtained quotes and they did not seek bids through an open and advertised

competitive bid process; that they did not follow the process provided in Ordinance

#200-001.

Mr. Godino stated because these repairs were critical to divert the water away from

the building to prevent the potential of a near term collapse of the race retaining

walls and to repair the stone steps to the lower level to make them safe, that he

believed the Town Council had the authority to grant a bid waiver, when an

emergency type of safety situation arises. He noted the importance to have these

repairs done soon noting that the Historic Up-Down Sawmill season was scheduled

to open in October, and because these safety issues have been brought to their

attention. He stated Mr. Geer was willing to rearrange some of his other projects to

work on the Sawmill so that it would be safe to open this Fall. He stated should the

race wall collapse that they would have to shut the Sawmill down.

Mr. Godino continued by addressing the cost and the delay involved to prepare bid

specifications and advertise to request Bids, noting that he doubted that they would

receive additional proposals from qualified contractors.

Councilor Ryan stated that they were not questioning whether the quotes the Historic

District Commission received were not good, in terms of what they were getting for

the money. He stated they also understood that the Commission was comfortable

with Stonewall Construction and that they were the lowest proposal. However, he

stated the town had a Purchasing Ordinance that they had to abide by.

Councilor Ingalls stated in good faith the Historic District Commission went out and

obtained three quotes, because they thought the project was within the right financial

threshold; and that they were was surprised to learn that the cost of the work was

higher than they anticipated. Therefore, she questioned whether they would be forced

to go back through the formal bid process. She stated what constituted an emergency

situation may differ between people.

Mayor Allyn, III, commented on the importance to follow the town’s procedures for

several reasons, which included the use of America Rescue Plan Act (ARPA) federal

funding for the project. He stated that he fully appreciated the work Mr. Godino has

done; and that he did not know what they could do to fast track the Request for

Proposals (RFP) process. He stated because three qualified contractors have already

provided proposal that their cost estimates were now public, noting that this could

pose a challenge.

Councilor Ryan questioned the time involved to solicit Request for Proposals. Mr.

Godino stated that he already had the specifications for the project; however, he

stated it would take some time to add qualifications to the package; otherwise, he

stated they could receive a number of proposals from contractors who were not

qualified to work on these types of historic structures. He also stated that it would

take some time to review all of the proposals received to determine which contractors

met the qualifications required. Finance Director Matthew Bonin stated the Bid

would need to be open for two weeks. Mr. Godino stated all this work takes time, and

therefore, they would not be able to have these critical repairs done before they

opened the Sawmill this year. He stated for safety that he would have to block off the

area with Caution Tape, to keep visitors from using the stairs and the bridge, noting

that they have been put on-notice by a professional historical engineer that there were

problems. Mayor Allyn suggested that timbers could be used to block of the area of

concern at the Sawmill.

Councilor Ryan stated they all agreed that something needed to be done. However, he

stated they have to take the time to properly handle the matter in accordance with the

town’s procedures, being mindful not to set a precedent that might cause issues down

the road.

The Finance Committee asked the Historic District Commission to follow the town’s

process provided Ordinance #200-001 “Purchasing Ordinance for the Town of

Ledyard” which required them to solicit Bids for construction services that cost

$15,000+ through an open and advertised competitive bid process. Mr. Godino

noted that the Historic Up-Down Sawmill season was scheduled to open in October

and that the area was a safety concern.

The mover and the seconder agreed to withdraw the motion.

The Finance Committee stated they appreciated the work Mr. Godino has done on the

project for needed repairs at the Up-Down Sawmill; noting that the were sorry they

did not have better news for him.

Mr. Godino left the meeting at 6:04 pm.

WITHDRAWN

RESULT:

MOTION to adopt the proposed “Resolution Adopting The Hazard Mitigation And Climate

Adaptation Plan Update, 2023-2028” as presented in the draft dated August 2, 2023.

Res: #006-2023/AUG 23

RESOLUTION

ADOPTING THE HAZARD MITIGATION

AND CLIMATE ADAPTATION PLAN UPDATE, 2023-2028

CERTIFICATE OF ADOPTION

TOWN OF LEDYARD - TOWN COUNCIL

WHEREAS, the Town of Ledyard has historically experienced severe damage from natural

hazards and it continues to be vulnerable to the effects of those natural hazards profiled in the

plan (e.g. flooding, extreme heat, droughts, severe storms such as thunderstorms and winter

storms, dam failures, wildfires, and earthquakes) resulting in loss of property and life, economic

hardship, and threats to public health and safety; and

WHEREAS, the Ledyard Town Council approved the previous versions of the Hazard

Mitigation Plan in 2005, 2012, and 2018; and

WHEREAS, Southeastern Connecticut Council of Governments, of whom the Town of Ledyard

is a member, has determined that climate change is affecting the frequency and severity of some

hazards and therefore elected to expand the Hazard Mitigation Plan Update to become a Hazard

Mitigation and Climate Adaptation Plan Update; and

WHEREAS, committee meetings were held and public input was sought in 2022 regarding the

development and review of the Hazard Mitigation and Climate Adaptation Plan Update; and

WHEREAS, the Plan specifically addresses hazard mitigation and climate adaptation strategies

and Plan maintenance procedures for the Town of Ledyard; and

WHEREAS, the Plan recommends several hazard mitigation actions that will provide mitigation

for specific natural hazards that impact the Town of Ledyard, with the effect of protecting

people and property from loss associated with those hazards while adapting to the effects of

climate change; and

WHEREAS, Southeastern Connecticut Council of Governments has developed and received

conditional approval from the Federal Emergency Management Agency (FEMA) for its Hazard

Mitigation and Climate Adaptation Plan Update under the requirements of 44 CFR 201.6; and

WHEREAS, adoption of this Plan will make the Town of Ledyard eligible for funding to

alleviate the impacts of future hazards;

NOW THEREFORE BE IT RESOLVED:

1. The Plan is hereby adopted as an official plan of the Town of Ledyard;

2. The respective officials identified in the mitigation strategy of the Plan are hereby directe

to pursue implementation of the recommended actions assigned to them;

3. Future revisions and Plan maintenance required by 44 CFR 201.6 and FEMA are hereby

adopted as a part of this Resolution for a period of five (5) years from the date of this

Resolution.

4. An annual report on the progress of the implementation elements of the Plan shall be

presented to the Town Council.

Adopted by the Town Council of Ledyard, Connecticut on: August 23, 2023

____________________________

Fred Allyn, III, Mayor

___________________________

Kevin J. Dombrowski, Chairman

****************************************************************************

IN WITNESS WHEREOF, the undersigned has affixed his/her signature and the corporate s

of the Town of

Ledyard this _____ day of _______________, 2023.

Patricia A. Riley, Town Clerk

(Seal)

___________________________

***********************************************************************

BACKGROUND: SCCOG 2023- 2028 Hazard Mitigation and Climate Adaptation

Five-Year Plan was approved by the Federal Emergency Management Agency

(FEMA).

The Plan was developed with input from Southeastern Connecticut Council of

Government Member Municipalities along with Consultant, Resilient Land & Water,

LLC.

This was the fourth iteration of this Plan for Southeastern Connecticut.

The adoption of the Plan will enable SCCOG Member Municipalities to apply for

and receive “Pre-disaster” funds from FEMA, from the following programs:

· Hazard Mitigation Grant Program

· Building Resilient Infrastructure and Communities

· Flood Mitigation Assistance

The Plan would also act as a guide for planning and funding for other projects either

undertaken with municipal funds or other grants. Most recently, there have been

many other grant opportunities for Resilience/Hazard Mitigation Projects.

The final step in the adoption of the Hazard Mitigation And Climate Adaptation Plan

Update, 2023-2028 was for Member Municipalities to adopt the Resolution as provide

Moved by Councilor Ingalls, seconded by Councilor Ryan

Discussion: Mr. Dave Murphy, Director Resilience Engineering Resilience Land and

Water, stated the Region has had a Hazardous Mitigation and Climate Adaption Plan

in-place for twenty-years. He stated during the past year he has worked with

Southeastern Connecticut Council of Government (SCCOG) to update the Region’s

Five-Year Hazard Mitigation Planning Effort, noting they added some new Actions

and the following two hazards:

· Extreme Heat

· Extreme Drought

Mr. Murphy stated the Plan was approved by Federal Emergency Management

Agency (FEMA) in July of this year. He explained that this was the fourth iteration of

the Plan for Southeastern Connecticut, noting that the development of the Plan was a

joint collaboration with SCCOG Member Municipalities and their staff.

Mr. Murphy continued by stating the final step to implement the Plan was for each

Municipality to adopt the proposed “Resolution Adopting The Hazard Mitigation

And Climate Adaptation Plan Update, 2023-2028” for the town to eligible to apply

for certain grant funding. He explained that the Plan should act as a guide for

planning and funding for projects undertaken either with municipal funds or with

other grant funding. He noted most recently a number of other grant opportunities

have become available for resilience/hazard mitigation projects.

Councilor Ryan questioned, other than adopting the Resolution, whether the Plan

required any additional obligations from the Town. Mr. Murphy stated the Plan

included about 15 - 20 Optional Actions for each of the Municipalities to undertake

using FEMA Funding. He stated there was no obligation to implement any of them.

Mayor Allyn, III, noted that Ledyard has undertaken one of the Plan’s Optional

Actions which was to replace the Lantern Hill Road Bridge over the Whitford Brook

and the culvert systems. Mr. Murphy explained the replacement of the Lantern Hill

Road Bridge and the culvert systems was a good example, where Ledyard was

eligible to apply for and receive FEMA Funding for these projects because they had

Hazardous Mitigation and Climate Adaption Plan in-place.

VOTE: 2 - 0 Approved and so declared

Mayor Allyn and the Finance Committee thanked Mr. Murphy for attending tonight’s

meeting.

Mr. Murphy left the meeting at 6:06 p.m.

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Tim Ryan

SECONDER:

Ingalls and Ryan

Saums

AYE:

EXCUSED:

Vote upon the following:

"Shall the Town of Ledyard sell the town-owned residential property located at 332 Colonel

Ledyard Highway to Leonard D. Sherman for Two Hundred and Eighty Thousand Dollars

($280,000)?”.

Moved by Councilor Ryan, seconded by Councilor Ingalls

Discussion: Mayor Allyn noted at their July 26, 2023 meeting the Town Council

authorized him to sign a Listing Agreement with REMAX Realtor in Gales Ferry to

sell the residential house located at 332 Colonel Ledyard Highway that the Town

acquired through a foreclosure in June 2017. He explained because there was a title

issue regarding the boundary line the Town did not have a clear title at that time;

and has been leasing the house for about $15,600 in rent per year, until they could get

the title issue resolved, at which time the town had planned to dispose of/sell the

house.

Mayor Allyn stated with the site plan and survey regarding the former 96.52 + acres

Founders Preserve property complete, the boundary lines have been corrected, so that

the detached garage was now within the property boundary lines of 332 Colonel

Ledyard Highway, and therefore, the property was ready to be sold. He also noted

that the Planning & Zoning Commission conducted an 8-24 Review regarding the

sale of the property at their August 10, 2023 meeting.

Mayor Allyn continued by noting that there were a dozen showings of home, and they

received two offers from interested Buyers. He stated both parties were aware that

there were competing offers. He stated Mr. Sherman substantially increased his offer

to $280,000; and the other party kept their offer at $235,000, noting there were no

cash buyers. He stated the terms were generally equal with conventional financing

and with substantial money down. He stated the interested buyer wanted to have

inspections of the property done; however, Mayor Allyn stated that Mr. Sherman was

aware that the inspections (home inspection, well inspection, sewage inspection)

were for informational purposes only, and that the Town was not going to make any

repairs to the property, noting that the property needed work.

Mayor Allyn went on to explain the smaller parcel to the north of the Founders

Preserve property was part of 334 Colonel Ledyard Highway. He stated the Town

also acquired this property thru a foreclosure, noting that the house was condemned

based on its condition and that the town has obtained a demolition permit. He stated

that he has been reporting on these properties at previous Town Council Meetings,

(January 25, 2023; March 8, 2023; April 12, 2023; April 26, 2023; May 24, 2023;

June 14, 2023, July 26, 2023).

Mayor Allyn concluded by stating Tax Collector Kathy Demicis was working on the

back tax owed on these properties (96.52 + acres Founders Preserve property, 334

Colonel Ledyard Highway, 332 Colonel Ledyard Highway).

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tim Ryan

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Ingalls and Ryan

Saums

AYE:

EXCUSED:

Any other New Business proper to come before the Committee.

None

VIII. OLD BUSINESS

Councilor Ryan stated without objection that he did not plan to discuss any of the Old

Business Items this evening.

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.

No Action.

NO ACTION

RESULT:

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

Settlement Payments.

No Action.

NO ACTION

RESULT:

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

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

Regarding Revenues Received from Beverage Container Surcharges” adopted on June 8,

2022.

No Action.

NO ACTION

RESULT:

Any other Old Business proper to come before the Committee.

None.

ADJOURNMENT

Councilor Ryan moved the meeting be adjourned, seconded by Councilor Ingalls.

VOTE: 2 - 0 Approved and so declared, the meeting was adjourned at 6:13 p.m.

Respectfully submitted,