TOWN COUNCIL AGENDA Regular Meeting – Monday, May 18, 2020 7:00 PM VIRTUAL MEETING IN ACCORDANCE WITH GOVERNOR’S EXECUTIVE ORDER Pledge of Allegiance Recording of Attendance by Town Clerk Proclamation – Bike/Walk Month Presentation – Heritage Commission Annual Report A. PUBLIC COMMENT 1. Hearings: a. None 2. General Comments: a. Public b. Council Reports c. Council Comments d. Town Manager’s Report e. Town Clerk Communications B. COUNCIL ACTION The Chairperson may indicate those matters of unfinished business to be considered 1. Ordinances, Resolutions, Appointments and Resignations for Action: a. Acceptance of Resignations from Boards and Commissions b. Appointments to Boards and Commissions c. Approval of Ordinances and Resolutions 2. Unfinished Business: a. None 3. Other Business: a. 2020 LOTCIP Application – Great Meadow Road & Heritage Way Trail 1. Supplemental Document - Map 4. Bids: a. Survey and Design Work, Wolcott Hill Road Reconstruction 1. Supplemental WHR Bid Award 5. Ordinances, Resolutions and Appointments for Introduction: a. None 6. Minutes: a. Minutes of April 20, 2020 – Regular b. Minutes of May 4, 2020 – Public Budget Hearing c. Minutes of May 7, 2020 – Budget Workshop
Transcript
TOWN COUNCIL AGENDA Regular Meeting – Monday, May 18, 2020
7:00 PM
VIRTUAL MEETING IN ACCORDANCE WITH GOVERNOR’S EXECUTIVE ORDER
Pledge of Allegiance Recording of Attendance by Town Clerk Proclamation – Bike/Walk Month Presentation – Heritage Commission Annual Report A. PUBLIC COMMENT
1. Hearings:
a. None
2. General Comments:
a. Public b. Council Reports c. Council Comments d. Town Manager’s Report e. Town Clerk Communications
B. COUNCIL ACTION
The Chairperson may indicate those matters of unfinished business to be considered
1. Ordinances, Resolutions, Appointments and Resignations for Action:
a. Acceptance of Resignations from Boards and Commissions
b. Appointments to Boards and Commissions
c. Approval of Ordinances and Resolutions
2. Unfinished Business:
a. None
3. Other Business:
a. 2020 LOTCIP Application – Great Meadow Road & Heritage Way Trail
1. Supplemental Document - Map
4. Bids:
a. Survey and Design Work, Wolcott Hill Road Reconstruction
1. Supplemental WHR Bid Award
5. Ordinances, Resolutions and Appointments for Introduction:
a. None
6. Minutes:
a. Minutes of April 20, 2020 – Regular
b. Minutes of May 4, 2020 – Public Budget Hearing
c. Minutes of May 7, 2020 – Budget Workshop
d. Minutes of May 11, 2020 – Budget Workshop
e. Minutes of May 13, 2020 – Budget Workshop
7. Public Comment:
8. Executive Session: None
9. Adjourn:
The meeting may be viewed on:
• COX channel 16 or Frontier channel 6101 • Town of Wethersfield’s Facebook page • Youtube® Channel, “Wethersfield Government Access TV” shortly before the meeting begins
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History and Mission The Wethersfield Heritage Commission formerly the Tourism Commission has been overseeing tourism efforts in Wethersfield for 20 years. The adopted mission of the Commission is to develop, recommend and coordinate proposals and programs and methods to assist, initiate, encourage and sponsor activities in all fields of culture and the arts for Wethersfield; and to strengthen the local visitor experience, promote business development in Wethersfield, enhance tourism opportunities, and enhance interpretive aspects of the community.
Programs In support of this mission the Commission has established several ongoing programs:
The maintenance of a tourism specific website/internet presence to promote the Historic Wethersfield brand www.historicwethersfield.org
Design and distribution of high-quality color print collateral to promote the sites and attractions found in Wethersfield.
A marketing and media campaign to promote the brand through press releases, newspaper, magazine and television promotions.
Maintenance of a year-round calendar of events on the website.
Distribution of a monthly E-Newsletter promoting local events and news.
Visitor inquiry information packets for distribution to interested potential visitors.
Partnerships and coordination with State, Regional and local tourism stakeholders.
Support of special events and projects designed to improve the visitor experience.
Benefits Heritage tourism continues to be a growing niche market segments in the travel industry today. People who engage in historic and cultural activities spend more, do more, and stay longer than other types of U.S. travelers. According to Tourism Economics, one of the world's leading tourism-related research firms, the most recent economic impact study found that tourism in Connecticut generated: $15.5 billion in business sales supported by traveler spending. $2.2 billion in tax revenues, including $960 million in state/local taxes. The continued development of tourism in Wethersfield will bring more visitors with money to spend in business located along the Silas Deane Highway and Berlin Turnpike as well as in Old Wethersfield. Increased tourism will not only support our local historic sites and museums and increase business, but it will help to reduce future increases in the tax burdens that fall upon our businesses and residential property owners.
Membership The Award-Winning Commission consists of the following volunteers representing the following stakeholders: Julie Lemos - Chamber of Commerce Kate Sullivan - Webb-Deane-Stevens Museum Judy Keene - Economic Development & Improvement Commission Charles Ford - Old Wethersfield Shopkeepers Association Charles Forsdick - Resident at Large
Chris Traczyk - Resident at Large Charles Lyle - Webb-Deane-Stevens Museum Jill Fletcher - Wethersfield Historical Society Carol Hall - Alternate Carol Bruce - Alternate
The Commission receives staff support from Peter Gillespie, Director of Planning and Economic Development. During 2019, the Commission continued many of its ongoing programs and activities and started several new initiatives. Specifically, the Commission reports on the following accomplishments:
Media The Heritage Commission utilizes a variety of strategies to build awareness of Wethersfield’s attributes and bring visitors.
The Historic Wethersfield website continues to be a primary tool to promote the Town to prospective visitors. In 2019 there were over 100,000 visits up significantly from prior years.
Our webmaster distributes a monthly newsletter promoting upcoming events. This electronic newsletter is sent out to more than 947 contacts and distributed to the Board of Education for distribution in the schools.
Historic Wethersfield hosts a Facebook page, Instagram, Twitter and a YouTube Channel. These digital media outlets are used to promote events and activity in Wethersfield. Facebook offers a low-cost advertising option to post events on the top of newsfeeds. Heritage Commission has used this option to boost key events resulting in a much larger audience. The
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Facebook page has 3,343 followers. Actual touch points increase proportionally as followers share or comment on postings.
Annually the Heritage Commission looks at ways to advertise and promote the community.
Heritage Commission has ads on the Digital Explore Boards in RI, visitor centers on I-95 and
other tourist sites such as the Ferry Terminals in New London. CTM Media recorded more
than 170,000 views on Wethersfield’s “page’ on the digital board. Print advertising was done
on the CT Visitor Map, and the Greater Hartford Visitor Guide.
Over 20 stories appeared in various media in 2019 promoting visitation to Wethersfield
including: USA Today, Essentially America, Connecticut Magazine, Visit New England,
Boston.com and Fox 61. Wethersfield was once again recognized as one the 15 Prettiest
Winter Villages in New England.
The Commission continues to respond to information requests submitted via the website.
Brochures/Promotional Material The Commission utilizes rack cards and postcards as its main print collateral. These cost-
effective double-sided cards are a quick snapshot of attractions and steer people to our website. The post cards enable the Heritage Commission to respond to requests for information quickly with reduced postage costs.
We continued our relationship with CTM Media Group to assist with the distribution of more than 50,000 of our rack cards at 234 Hotel and Visitor locations along the Interstate 91 and 95 corridors, I-91 MA Hotels, Mystic Visitor center and I84. CTM uses our rack card as a model for other organizations who are seeking placement of marketing material at visitor centers
Photo Contest – Tourism has sponsored a photo contest since 2012. The resulting photos taken by talented residents are being used in promotional material, in the town calendar on our website and in social media posts.
The Commission has printed brochures to accompany the Heritage Walk, Copies are available at the main kiosks as well as the Keeney Center and the Webb Deane Stevens Museum.
Visitor Promotions Tourism has been hosting regular meetings of a Heritage Stakeholders group. The meetings keep members apprised of individual activities as well as providing a review of upcoming events and programs. The group regularly shares calendars, discusses opportunities for “piggybacking” on events and shared marketing. The Stakeholders have created numerous events:
The Shopkeepers hosted its first PorchFest in August with plans to continue this annual event.
Wethersfield Academy for the Arts - - ongoing classes, special weekends and instructors. The Academy works with other stakeholders to create “packages” for out of town/state visitors
May “encampment” hosted by Webb Deane Stevens and Wethersfield Historical Society. Heirloom market joins in the festivities with a spring festival that included plants, workshops and craft vendors.
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Expanded Fall Halloween offerings including Lantern Tours, Harvest festival, lecture series, WDS’ Thanksgiving Dinner in addition to the Annual Scarecrows along Main Street.
Holidays on Main – the annual ushering in of the Holiday season has quickly become a town favorite in early December.
Heritage Commission in collaboration with stakeholder partners has half day and full day group tour packages that includes tours at Webb Deane Stevens and Wethersfield Historical Society houses and a lunch option. The tour packages are designed for groups of 10 to 25 visitors
Special Projects Bicycle and Pedestrian Stakeholders – Heritage Commission has two representatives that sit on
the Committee which is creating a strategic plan to make Wethersfield and pedestrian and bike friendly community.
AARP Community Challenge – in partnership with the Bike-Pedestrian committee, the Heritage Committee applied for and received a grant of $10,000 from AARP. The grant supports the installation of bike racks and benches that will be placed at recreation areas and community gathering places such as the Community Center and Keeney Center.
CCGP Grant – The Heritage Commission worked with town departments in identifying infrastructure improvements that will make Wethersfield more appealing to visitors and enhance vehicle, bicycle and pedestrian traffic. The town was awarded more than $300,000.
Continued membership with the Greater Hartford Convention and Visitors Bureau and designation as a Preserve America community.
Benchmarks Through the combination of all the Commissions media and public relations efforts in 2019 over 1.8
million impressions were generated for potential visitors.
Outlook for 2020 Continue to implement recommendations of Old Wethersfield Master Plan. Increase low cost – social and digital marketing efforts Complete the final phase of the wayfinding signage program. Launch of regularly scheduled river cruises leaving from the cove during spring, summer and fall. Continued work on creating a more bike and pedestrian friendly community.
OW Map and Business/Attractions Directory Kiosk We appreciate the Town Council’s continued support of your Heritage Commission and its efforts to promote tourism and generate economic development in Wethersfield
B.1.a. FOR ACTION
RESIGNATIONS FROM BOARDS AND COMMISSIONS TOWN COUNCIL – Effective May 14, 2020 Brooks W. Parker R 24 Lorraine Road Term 2019- 2021 Proposed by – Deputy Mayor Mazzarella Date of Action – May 18, 2020
B.1.b. FOR ACTION
APPOINTMENTS TO BOARDS AND COMMISSIONS SUB-REGISTRARS – Funeral Homes Thomas Sullivan Farley-Sullivan Funeral Home 1-1-20 to 12-31-25 78 Beaver Road Proposed by – Deputy Mayor Mazzarella Date of Action – May 18, 2020
ITEM NUMBER: B3a
TOWN COUNCIL AGENDA ITEM – LOTCIP APPLICATION
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DATE: May 18, 2020
DEPARTMENT: Public Works/Engineering
REQUESTED BY: Derrick Gregor
ITEM: Approval to apply for Local Transportation Capital Improvements Program (LOTCIP) funds made available by the Connecticut DOT through the Capital Region Council of Governments (CRCOG) for two projects to enhance bicycle and pedestrian mobility along the Heritage Way bike trail between Hart St in Old Wethersfield and the Putnam Bridge (Phase 1) with an estimated project cost not to exceed $1,000,000 and through Cove Park between the Solomon Welles House and Hanmer Road with an estimated project cost not to exceed $750,000.
TOWN BID/RFP #: N/A STATE CONTRACT #: N/A
BID/RFP DATE: N/A TERM: N/A
RENEWALS: N/A TERMS OF RENEWAL: N/A
COST: N/A BUDGET SOURCE/AMOUNT: N/A JUSTIFICATION / IMPACT IF NOT APPROVED:
This area of Great Meadow Road is currently part of our local Heritage Way bike trail; however, it’s not designed to accommodate bicycle travel and will not provide a safe means of pedestrian access between Old Wethersfield and the upcoming DOT Putnam Bridge trail project. The trail through Cove Park is narrow in some areas, overgrown, and has minimal stone dust cover and multiple washouts from rain events that make it difficult for pedestrians and bicyclists to use and potentially unsafe. If not approved, the Town will not apply for the state funds and existing conditions in these areas will remain until such time the Town secures funding for construction of improvements that would improve these bike/ped facilities.
DEPARTMENT HEAD COMMENTS:
CRCOG periodically solicits LOTCIP applications for municipal projects that include road, sidewalk, bicycle and pedestrian projects, which have separate funding sources within the program. Each municipality can submit up to two applications having a minimum cost of $300,000 each with a combined maximum award of $3,000,000. The Town will be responsible for all design costs; however, all construction and associated inspection costs are fully funded by the program. The Great Meadow Road and Marsh Street trail project includes installation of new concrete sidewalk between the existing terminus in front of the First School Society Village Cemetery along Marsh Street and DOT’s proposed parking lot along Great Meadow Road for their future trail connection to the Putnam Bridge, and will also create bike lanes, sharrows and additional signage for bicyclists throughout the project area. The project will connect DOT’s Putnam Bridge Trail project with an upcoming Town project that will complete similar bicycle and pedestrian improvements along Main Street in Old Wethersfield using DOT Community Connectivity Grant Program (CCGP) funds. Due to the maximum allowable project cost of $1,000,000 for sidewalk projects, it will be split into two phases with Phase 1 for constructing improvements between the Putnam Bridge and Hart Street.
ITEM NUMBER: B3a
TOWN COUNCIL AGENDA ITEM – LOTCIP APPLICATION
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The existing Cove Park trail is approximately 6’-8’ wide so this project includes widening it to 10’ with full reconstruction of base material and stone dust layers, widening and paving the access driveway to the Solomon Welles House along the trail route, paving and striping the parking lot at the rear of the house to eliminate historical potholes and safety issues, and limited drainage improvements. This project will also connect to the Town’s CCGP funded project that includes trail and sidewalk improvements near Hanmer Road. These projects will be submitted under separate project categories within the LOTCIP program so they are not competing for the same fund allocations. Note that the Town is under no obligation to provide matching funds for design services to apply and at this time, if either project is selected for funding, it’s anticipated the design can be completed by Town staff with minimal support from consultants. TOWN MANAGER COMMENTS: This project will connect several multi-million dollar investments by the state to encourage alternative transportation within the region. It also allows improved streetscape and aesthetics along a heavily traveled, major gateway into the town. Furthermore, it connects existing systems and supports previous town investments. I recommend approval of this application.
ATTACHMENTS: Conceptual Plan of Trail Improvements along Great Meadow Rd & Marsh Street dated 5/18/20 Conceptual Plan of Trail Improvements at Cove Park dated 5/18/20 Town Map of the Heritage Way Trail
ACTION REQUIRED: Motion to authorize the Town Manager to apply for and execute any and all documents related to the acceptance of Connecticut DOT funds for the Heritage Way Bike Trail and/or Cove Park as stated in this document.
RESTRIPE MARSH ST FOR 11'
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2020 LOTCIP SOLICITATION
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SCALE: 1"=300'
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A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.A GIS product of the GIS Office of the Data Services Division of the Town of Wethersfield. For illustrative purposes only.
Key Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/ParkingKey Sites/Parking1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 1: Pitkin Community Center 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 2: Wintergreen Woods 3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park3: Mill Woods Park
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ITEM: Approval to award a contract for survey and design services related to the reconstruction of Wolcott Hill Road and Franklin Avenue from Jordan Lane to Victoria Road in Hartford to Vanasse Hangen Brustlin, Inc. (VHB) of Wethersfield for an amount not to exceed $75,000.
Existing road conditions along Wolcott Hill Road to the north of Jordan Lane are very poor and the high cost of required improvements make them difficult to complete as part of our annual paving programs. The Town has been awarded $2,696,800 in Local Transportation Capital Improvement Program (LOTCIP) funds from the CT Dept. of Transportation for construction and associated inspection services, and the Town is responsible for survey and design costs. If not approved, the Town would lose the state funding and the road conditions will continue to worsen until additional funding for required improvements can be secured.
DEPARTMENT HEAD COMMENTS:
The Town submitted a LOTCIP application for reconstruction of Wolcott Hill Road (and a small section of Franklin Avenue) from Jordan Lane to Victoria Road in Hartford in May 2018, which was selected for funding. The Town Council accepted the LOTCIP funds in October 2019 and allocated up to $200,000 to retain a consultant since this project is too large for staff to complete required field survey and prepare design plans and specifications. The Town issued a Request for Proposals for consultants to provide required services and nine (9) submittals were received. Based on review by a panel of three staff members, VHB was ranked the highest in proposal quality, experience, qualifications and project understanding, and also submitted the lowest fee proposal of $50,000. Therefore, staff recommends award of a contract to VHB up to $75,000 for services outlined in their proposal, which includes contingency in the event additional work is required during the design process. A request for Council to approve a contract for construction inspection services funded by LOTCIP will be submitted at a later date. At this time, we anticipate the project will be constructed in 2021. TOWN MANAGER COMMENTS: This represents the required investment of the town in order to leverage $1.96 million in state funding. The original approved sum was not to exceed $200,000. The award is for $50,000 with a $25,000 addition to cover contingency based on previous state requirements.
ITEM NUMBER: 4a
TOWN COUNCIL AGENDA ITEM – BID/RFP AWARD
2
ATTACHMENTS: RFP #2020-11 Summary of Consultant Fees
DOT Commitment to Fund Letter dated 10/8/19 Plan showing project limits dated 5/9/18
ACTION REQUIRED: Motion to authorize the Town Manager to award the contract to VHB of Wethersfield in an amount not to exceed $75,000, and to execute any and all agreements related to the same.
December Draft Budget to Board of Education Approved Budget
4
▪ WFT contractual salaries (includes retaining all positions) – $927,685 or 47.47% of total budget increase▪ All other contractual increases, net of movement/reductions – $223,485 or 11.44% of total budget increase▪ All Benefits, including 12.5% increase for health insurance - $680,102 or 34.80% of total budget increase▪ All transportation and tuition, net of changes/reductions - $82,691 or 4.23% of total budget increase▪ Selected contractual/mandated items account for $1,913,963 or 97.94% of the total budget increase▪ Salary and Benefits account for $1,831,272 or 93.71% of the total budget increase and comprise
81.97% of the $57,713,537 proposed operating budget5
Contractual/Mandated Drivers – Increases over approved 19-20 budget
6
2020-21 Summary By Object
7
2020-21 Changes by Major Object
Personal Services – Salaries – Drivers
8
▪ WFT contractual and step increases, retaining all positions$927,685
▪ Paraprofessional contractual and step increases, includingnew Behavioral Specialist classification
$165,336▪ Reallocation of Tutor hours for certified ELL
9
Wethersfield Public Schools Specialized Programs
Personal Services – Benefits – Drivers
10
▪ OPEB contribution increase per funding policy $78,000
▪ Increase to Defined Benefit and Defined Contribution pension plans $44,957▪ Health Insurance costs based on 12.5% premium increase
$502,995▪ Social Security and Medicare increase based on projected staff and salaries $69,753
11
▪ Increase in required SPED consultation services$56,250
▪ Increase in legal services due to pending negotiations for three bargaining units $30,000▪ Projected decrease in contracted IT services for classroom infrastructure
Purchased Professional Services - Drivers
12
Purchased Property Service - Drivers▪ Increase in leased Chromebooks to sustain the 1:1 initiative in grades 2-12 $110,000
The lease scenario allows for the necessary replacement of older units that are
not compatible with digital curriculum and the SBAC testing platform. The lease
quantity is also necessary to replenish unsupported inventory as the 2019-20 budget
for purchased Chromebooks was reduced by $214,000.
Other Purchased Services - Drivers
13
▪Contractual increases for in-district transportation services$118,706
▪Software for Chromebook management, digital literacy and music education $76,205▪Increase in tuition for magnet and outplaced students
$78,855▪Projected reduction in out-of-district routes
14
▪ Decrease in Instructional Supplies throughout the district($56,050)
▪ Decrease in Administrative and Office Supplies($36,942)
Decrease in Technolog S pplies related to infrastr ct re and instr ction ($50 295)
Supplies - Drivers
15
Property - Drivers▪ Decrease in purchased Chromebooks as the technology plan focuses on leased units to
replace, replenish and sustain the 1:1 initiative in grades 2-12 ($82,974)
The Budget Drives our Vision
16
Town of WethersfieldFY2020-2021 PROPOSED BUDGET
5/4/2020 1
Town of WethersfieldFY2020-2021 Proposed BudgetGrand List & Mill Rate
Note 1: Beginning in 2017, the Motor Vehicle mill rate was capped by State statute. The FY18 cap was 39 mills. The FY20 cap is 45 mills, and thus will have no effect.
Town of WethersfieldFY2020-2021 Proposed BudgetSummary – General Fund
4
FY20 Adopted Budget
FY21 Proposed Budget $ Change % Change
RevenuesCurrent tax levy $ 90,999,143 $ 94,369,408 $ 3,370,265 3.70%Non-current/Supplemental taxes, etc 1,736,000 1,837,500 101,500 5.85%State Aid - Education 10,252,303 10,885,177 632,874 6.17%State Aid - Other 342,270 347,300 5,030 1.47%Other revenues 2,728,829 2,577,004 (151,825) -5.56%
Total revenues 106,058,545 110,016,389 3,957,844 3.73%
Total Road Fund 612,511 607,735 606,056 758,017 636,278 605,162 604,610
Total General Fund and Road Fund $ 9,581,580 $10,057,068 $11,228,997 $ 9,562,355 $10,529,634 $11,143,245 $11,775,567 Change from prior year -2.4% 5.0% 11.7% -14.8% 10.1% 5.8% 5.7%
State aid as a % of total budget 10.26% 10.37% 11.37% 9.42% 10.11% 10.33% 10.53%
Town of WethersfieldFY2020-2021 Proposed BudgetSummary – General Fund
6
FY20 Adopted Budget
FY21 Proposed Budget $ Change % Change
RevenuesCurrent tax levy $ 90,999,143 $ 94,369,408 $ 3,370,265 3.70%Non-current/Supplemental taxes, etc 1,736,000 1,837,500 101,500 5.85%State Aid - Education 10,252,303 10,885,177 632,874 6.17%State Aid - Other 342,270 347,300 5,030 1.47%Other revenues 2,728,829 2,577,004 (151,825) -5.56%
Total revenues 106,058,545 110,016,389 3,957,844 3.73%
Town of WethersfieldFY2019-2020 Proposed BudgetOPEB
115/4/2020
$57,996,480
$44,709,688 $46,250,480
$14,627,635.00 $16,556,700.00 $19,035,920.00
25.22%
37.03%
41.16%
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
$0
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
$70,000,000
2017 2018 2019
OPEB TOTAL LIABILITY VS NET POSITION - FY 17TO FY 19
OPEB Total Liability NET POSITION Net Postion as a % of Total Liability
Town of WethersfieldFY2019-2020 Proposed BudgetFund Balance
12
Estimated Unassigned Fund Balance June 30, 2020 13,072,824
(Less) Use of Fund Balance for FY 2020-21 (400,000)
Projected Unassigned Fund Balance June 30, 2021 12,672,824$
Unassigned Fund Balance as a Percentage of General Fund Expenditures 2020-21 11.52%
Statement of General Fund Balance
5/4/2020
Town of WethersfieldFY2019-2020 Proposed BudgetSummary – Road Fund
13
Road Fund FY20 Adopted
Budget FY21 Proposed
Budget $ Change % ChangeRevenuesCurrent tax levy $ 1,194,838 $ 1,195,390 $ 552 0.05%State Aid - Town Aid Road 400,067 399,515 (552) -0.14%State Aid - LoCIP 183,310 183,310 - 0.00%State Aid - Grants for Municipal Projects 21,785 21,785 - 0.00%
Total revenues $ 1,800,000 $ 1,800,000 - 0.00%
Total expenditures $ 1,800,000 $ 1,800,000 $ - 0.00%
