Finance, Wage & Personnel Standing Committee of the RTM Special Meeting Agenda (PDF)

FIFTEEN ROPE FERRY ROAD PHONE: 860-442-0553
WATERFORD, CT 06385-2886
www.waterfordct.org
AGENDA
FINANCE, WAGE & PERSONNEL STANDING COMMITTEE of the RTM
SPECIAL MEETING
Thursday, January 20, 2022
7:00 P.M. - Waterford Town Hall
Auditorium
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Public Comment
To consider and act upon the March 18, 2021 Meeting Minutes.
To consider and act upon the January 10, 2022 Special Meeting Minutes.
Consideration and possible action on item referred to committee:
A. Salaries of Elected Officials. (RTC 02-01-2021)
8. Adjournment
Ghz Hd QI NV 2202

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordetorg
PUBLIC HEARING & SPECIAL MEETING ‘2
Thursday, March 18, 2021 es
7:00 P.M. - Waterford Town Hall
ZOOM Remote Access Only
The March 18, 2021. Public Hearing of the Finance, Wage & Personnel Standing Committee of
the RTM was called to order by Chairperson David Lersch at 7:01 P.M.
ROLL CALL
Present: Susan Driscoll, Paul Goldstein, Kathleen Kohl, David Lersch, Liam O’Leary
Absent: None
Also Attending: Town Clerk David Campo, Town Attorney Robert Avena, Director of
Finance Kim Allen, Purchasing Agent Rawle Dummett
PUBLIC COMMENT on proposed changes to Chapter 3.08 — Purchasing Ordinance.
(Draft 2)
Chairman Lersch requested that Finance Director Kim Allen summarize the rationale for
raising the bidding limit to $25,000.
Board of Finance member Bill Sheehan spoke in favor of the changes and expressed his
support for keeping the change as general as possible. Mr. Sheehan also recommended
that if it results in a purchasing procedure change that it should need approval by the
RTM.
Town Attorney Rob Avena in response, informing Mr, Sheehan and the cominittee that
any purchasing procedure change would need a recommendation by the Board of
Selectinan and approval of the RTM.
MOTION by Goldstein, seconded by Kohl, to close the public hearing at 7:11 P.M.
VOTING IN FAVOR: Unanimous
The March 18, 2021 Special Meeting of the Finance, Wage & Personnel Standing Committee of
the RTM was:called.to order by Chairperson David Lersch at 7:12 P.M.

ROLL CALL
Present: Susan Driscoll, Paul Goldstein, Kathleen Kohl, David Lersch, Liam O’ Leary
Absent: None
Also Attending: Town Cletk David Campo, Town Attorney Robert Avena, Director of
Finance Kim Allen, Purchasing Agent Rawle Dummett
AGENDA ITEM 4: Minutes
MOTION by Goldstein, seconded by O’Leary, to approve the minutes from the March 4,
2021 meeting.
VOTING IN FAVOR: Unanimous with one member abstaining. (Driscoll)
AGENDA ITEM 6 A: Bidding Advantages for Local Businesses on Town Projects by
amending Chapter 3,08 — Purchasing of the Waterford Code of Ordinances.
PRESENTATION: Town Attomey Robert Avena, Director of Finance Kim Allen,
Discussion ensued.
MOTION by Driscoll, seconded by Goldstein, to recommend this version (Draft 2) of
Chapter 3.08 — Purchasing of the Waterford Code of Ordinance to the RTM as presented
because it incorporates the most current State and Federal guidelines.
VOTING IN FAVOR: Unanimous
MOTION by Goldstein, seconded by Kohl, to adjourn at 7:29 P.M.
VOTING IN FAVOR: Unanimous
Respectfully submitted,
David Lersch
Chairman

Draft #2
Title 3 - Revenue and Finance .
Chapter 3.08 - PURCHASING ADAIR 1 PH G 4S
3.08.00 - Applicability—Cooperative purchasing, ;
A, This chapter shail be applicable to all purchases of materials, equipment and'contracts for services
olher than those encompassed in collective bargaining agreements or employment contracts with
non-union personnel, made on behalf of the.town by any town agency, board or cornmisslon except
the board of education,
oo
This chapter is not applicable te contiacts for the construction or alteration of real property when
outside consultants are specifically authorized to perform the purchasing function; However, the
agency, beard or commission hiring such consultant shall requite that purchasing Under such
contract be performed to standards at least equal fo those contained In this chapter and thal records
atid documents of such purchasing be filed with the purchasing agerit-of the town Immediately upon
thelr execution,
CG. When Itls in the best Interest of the town, the purchasing agent may make arrangements for
purchasing in conjunction with other units of state and focal government and other entitles. Reports
of such Instancas shall be accompanied by substahtial backup verifying the sources utllized to
secute the price, and this report shall be made available to each board or commission that must vote
to authorize the proposal before the purchase is made.
(Amend, of 12-18-18(1); Amend, of 10-7-13; Amend. of 6-1-15(1); R.T.M, 10-6-97 (part): R.TAM, 12-6-04
(part): R,T.M,4-4-88: prlor code § 2-37)
3,08.020 - Establishment, rules and duties of purchasing function.
A, The office of town purchasing agent ts established In the department of finance to coordinate the
purchasing function of the town, The director of finance shall recommend a candidate for the position
to be appolnted by the first selectman.
B. A uniform purchasing system and operating rules, consistent with state and federal laws, shall be
established for the town which shall be devised by the purchasing agent, recommended by the
board of selectmen, approved by the R.1.M, and administered In the department of flhance. All
purchasing transactions shall be processed and récorded within legal constraints as stated in this
chapter and In Chapter 2.112, Disposition of Town Property.
0, The dutlés of the purchasing agent aré as follows?
4, To promote the most effective and efficient procurement and disposition of town assets and
services;
2, To provide, upon request, information to support all purchasing operations and management
analyses for decision-making purposes;
3, To provide technical services for the review and récominendation of specifications and purchase
orders;
4, To Implement the bidding/request for proposal process through advertising and posting notices of
solicitation;
6. To secure and record quotations/bids/proposals for purchases when multiple vendors are
available:

@, To make purchases according to the requisitions and specifications of the user agency, board or
commission;
7. To submit an annual report to the director of finance relative to the cost effectiveness and
performance of purchasing operations in the town.
(Amend, of 12-18+-18(4); Amand. of 10-7-13; Amend, of 6-1-16(1); R.T.M. 10-6-97 (part); R,T.M. 12-594
(part); R.T.M, 6-6-88: R.T.M. 4-4-88: prior code § 2-38)
3.08.030 - Purchase categories—Bids/proposals required—Specifications
authorized.
A. Public competitive bidding and Ppurchases of material and equipment and services will be
eategorized-and-established and administered, by pursuant to CGS §7-148 via), at the following
levels:
4,-AlLquthorlzations- for purchases-ef-teme_in-an-ameunt-up-te-onethousand-five-hundred-deliars
wil-ho-consolldated-as-approprlate-with other like requests-by-the-purchasing-agent-andamill be
purchased-or-an-or-equalt-basis-unless-aecompanied-by a-detallad-cpeciiication-andjucttication
approved-by-the-head-of-the-user agency, board-ot commission, n-acaorianes- with the-oparating
rulec-establishedunder-subsection-B-of Saotion-3,08,020,
2.-Ror-purchasestn-an-amountexcaading-one-thousand tive-hundrod-dollars,-put not-exceeding
cover-thousand-five-hundred dollars, aLleast Wweawitten quotations must-be-sallelted-by the
requesting-ageney-with-the-purchasing agents assistance-ty-accordance-with-the-operating nilae
established-under-subseciion-B-of Sestion-3,08.020,
3,-For-purchases-In-an-amountexcecding-severthausand five hundred -doliars;-but notexceeding
fiftees-thousand-dollare,-a-formal-quete-precess-through the purchasing depatiment-must-be
eompleted,-Fhe-requesting-agency wil-submit-speaifieations-or-description-oftem-or-semices
needed—Fhe-purchasing-agent-wilt-solisit for-formal-quotes,
4(.For purchases exceeding fieen-twenty-five thousand dollars, a formal bid process Is required as
authorized In subsection B of Section 3.08,020 efthis-sectlen-and Saction 3.08,040.
iwenty-tive thousand dollars, the Town purchast ent’s operating rules shall govern al
other purchasing transactions, and may allow for local vendor preferences as established
the operating rules
(Amend. of 12-18-18(1); Amand. of 10-7-13; Amend. of 6-1-18(1); R.T.M. 10-6-97 (part): R.T.M, 12-65-94
(part): R.T.M, 6-86-88: R,T,M. 4-4-B8: prior code § 2-39)
308.040 - Bid process—Opening of bids/proposals—Rejecting bids/propasals—
Awards of contract.
A. No purchases or contracts which require a formal bid or proposal process shall be made or entered
Into untll the purchasing agent has placed a public advertisement In a newspaper, having a dally
olrculation In the town, and placed on the town web site. Said advertisement shall appear not less
than fourteen days prior to the recelpt of blds/proposals, shall contain Information as to the time that
sealed bids/proposats will ba recelved and opened, and the place prospective vendors may obtain
Informatlon about the specifications with respect to tha materials, equipment of services required,
B. Each bid/proposal shall be opened publicly at the time stated In Its advertisement. A public record
shall Ident(fy all present at the opening and all vendors and the amounts of their bids/propesals.

C, Contracts shall ganerally be awarded to the quailfled vendor with the lowest price, Gompilance with
specifications, ability of the contractor to perform the contract, priar performance, and the ability to
complete the contract terms In a timely manner are ail critarla to be used In the evaluation process.
With respect to materials and equipment, contracts shall be awarded to the vendor with the lowest
price whose product has met quality requirements. The purchasing agent shall recommend a
bid/proposal award to the user agenoy, board or commission.
D, Contracts shail be reviewed by the user agancy, board or commission, ihe purchasing agent and the
town attorney to ensure all quality, fairness and legal parameters are met before sald contracts are
considered final and approved and may be executed.
E. The board of selectmen ls authorized to make an award, or reject any and aif bids/proposais, or any
part of any bids/proposais, when it is in the best Interest of the town. All bids/proposals, wlif ba
awarded by the board of selectrnen regardless of funding source, with the sole exception of
bids/proposals funded by use of funds from the sewer enterprise fund, the sewer
development/maintenance fund and the water fund, accounts under the sole discretion of the utility
commission. The purchasing agent shall be notified of the decision arid the reason for any rejection
by aither bady.
(Amend, of 12-18-18(1); Amend. of 10-7-13; Amend, of 6-1-15(1); R.T.M, 10-68-97 (part): R.T.M, 12-5-84
(part): R.T.M. 4-4-88: prior code § 2-40)
3.08,060 - Waiver of bid/proposal process.
A. In case of emergency, the head of any town agency, board or commission may purchase directly
any Item(s) or service(s} essential to prevent public harm or delays In work. An authorization
document, a copy of the Invoice, and a report of the circumstances shall be sent to both the board of
selectmen and the purchasing agent.
B, After conferring with the purchasing agent and, other than as excepted below, upon @ unanimous
vote of all members of the board of selactmen present at any regular or special meeting, a
bid/proposal process may be walved under Sections 3,08.030 and 3.08.040 when deamed to be In
the best Interest of the town, No board, commission or agency is authorized to enter Into a contract
without compliance with sald process except bids/proposals using funds under the sole discretion of
the ulllity commission, When such funds are involved, after conferring with the purchasing agent, the
utility commission, by unanimous vote of all members present at a regular or speclal meeting, ts
authorized to waive the bld/proposal process when deemed to be In the bast interest of the town,
Whenever any bid walver is approved pursuant to this chapter, a copy of the minutes that state the
reason why itis In the best interest of the town to waive the formal bid/proposal process shail be
forwarded to the purchasing agent along with a copy of the confract award. Such contracts shall be
reviewed by the user agency, board or commission, the purchasing agent and the town attorney to
ensure all quailty, fairness and legal parameters are met before such contracts are considered final
and approved and may be executed.
(Amend. of 12-18-4181); Amend, of 10-7-13; Amend, of 6-1-45(1); R.T.M. 10-6-97 (part): R,T.M, 12-85-94
(part); R.T.M. 4-4-88: prlor code § 2-41)

Draft #2
Title 3~ Revenue and Finance ar
Chapter 3.08 - PURCHASING M21 HAR LO PM G5
3.08.010 - Applicability—Cooperative purchasing.
A. This chapter shall be applicable to. all purchases of materials, equipment and contracts far services
other than those encompassed in collective bargaining agreements’ or ‘amplayment contracts with
fon-union personnel, made on behalf of the town by any town agenoy, board or commission except
the board of education,
B, This chapter is hot applicable to cofitracts for the construction or alteratiori of real property when
outside consultants are specifically authorized to perfortn the purchasing tunstior; however’ the
agency, board or commission hiring such consultant shall raquira that purchasing under such
contract be performed to standards at feast equal to those contained In this chapter and thal records
and documents of such purchasing be filed with the purchasing agent of the town Immediately upon
thelr execution,
C. When It Is In the best Interest of the town, the purchasing agent may make arrangements for
purchasing in cohjunction with other units of state and lacal government ahd other entitles, Reports
of such Instances shall be accompanied by substantial backup verifying the sources utilized to
secure the price, and this report shall be made avallable to each board or commission that must vote
to auithorize the proposal before the purchase Is made.
(Amend. of 12-18-18(1); Amend, of 10-7-13; Armend, of 6-1-18(4); R.T.M, 10-86-97 (part): R.T.M, 12-5-94
(part): R.T.M. 4-4-88: prlor code § 2-37)
3.08.020 - Establishment, rules and duties of purchasing function,
A. The office of town purchasing agent ls-established In the department of finance to. coordinate the
purchasing function of the town, The director of finanes shall recommend a candidate: for the position
to be appointed by the first selectrnan,
B. A uniform pijrchasing system and operating rules, corisistent with state and federal laws, shall be
established for the town which shall be dévised by the purchasing agent, recommended by thé.
board of selectmen, approved by the R,T.M. and admihistered In the department of finance. All
purchasing transactions ghall be processed and recorded within lega/ constraints-as stated in thie.
chapter and in Chapter 2.172, Disposition of Town Property,
C. The duties of the purchasing agent are as follows:
1. To promote the most effective and efficient procurement and disposition of town assats and
services;
2, To provide, upon request, Information to support all purchasing operations and management
analyses for decision-making putpdses;
3. To provide technical services for the review and recommendaticn of specifications and purchase
ofdefs:
4. To Impiement the. bidding/request for proposal process through advertising and posting notices of
‘salleitation;
5, To secure and record quotations/bids/proposais for purchases when multiple vendors are
avallable;

6. To make purchases according to the requisitions and specifications of the user agenay, board or
commission:
7. To submit an annual report to the director of finance relative to the cost effectiveness and
performance of purchasing operations in the town.
(Amand, of 12-18-48(4); Amend. of 10-7-13; Amend, of 6-1-18(1); R.T.M. 10-6-97 (part): R.T.M, 12-85-94
(part): R.T.M. 6-6-88: R.T.M. 4-4-88: prior code § 2-38)
3,08.030 - Purchase categories—Bids/proposals required—Specifications
authorized.
A. Public competitive bidding and purchases of material and equipment and services will be established
and administered, pursuant to CGS §7-148 v(a), at the following level:
1._For purchases exceeding twenty-five thousand dollars, a formal bid process Is required as
authorized In subsection B-(2) of Section 3,08.020 of this-seetlon-and Section 3.08.040,
2, Under twenty-five thousand dollars, the Town purchasing agent's operating rules shall govern all
other purchasing transactions, and may allow for local vendor preferences'as established under
the operating rules.
(Amend. of 12-18-18(1); Amend, of 10-7-13: Amend, of 6-1-16(1); R.T.M. 10-6-97 (part): R.T.M, 12-6-94
(part): R.T.M. 6-6-88: R.T.M. 4-4-88; prior code § 2-39)
3,08.040 - Bid process-—Opening of bids/proposals—Rejecting bids/proposals—
Awards of contract.
A. No purchases of contracts which require a format bid or proposal process shall be made or entered
into until the purchasing agent has placed a public advertisernent in a newspaper, having a daily
circulation In the town, and placed on the town web site, Sald advertisement shall appear not less
than fourteen days prior to the recelpt of oids/proposals, shall contaln Infortnation ag te the time that
sealed bids/proposals will be recelved and opened, and the place prospective vendors may obtain
Information about the specifications with respect fo the materials, equipment or services required,
B. Each bid/proposal shail be opened pubilely at the time stated In its advertisement. A public record
shall identify all present at the opening and all vandors and the amounts of their olds/proposals.
Cc, Contracts shall generally be awarded to the qualified vendor with the lowest price. Compliance with
specifications, ability of the contractor to perform the contract, prior performance, and the ability to
complete the contract terms in a timely manner are ail oriterla fo be used In the evaluation process,
With respect to materials and equipment, contracts shall be awarded to the vendor with the lowest
price whose product has met quality requirements, The purchasing agent shall recommend a
bid/proposal award to the user agency, board or commission,
D. Contracts shall be reviewed by the user agency, board or commission, the purchasing agent and the
town attorney to ensure all quallty, falrness and legal parameters are met before sald contracts ate
considered fInal and approved and may be executed.
&, The board of setectmen is authorized to make an award, or reject any and all bids/proposals, or any
part of any bids/proposals, when It is In the best Interest of the town, All bids/praposals, will be
awarded by the board of selectmen regardless of funding source, with the sole exception of
bids/proposals funded by use of funds from tha sewer enterprise fund, the sewer
development/maintenance fund and the water fund, accounts under the sole discretion of the utilily
commission. The purchasing agent shall be notified of the decision and the reagon for any rejection
by either body,
2

(Amend. of 12-18-18(1); Amend, of 10-7-13; Amend, of 6-1-18(1); R.T.M, 10-6-97 (part): R.TLM. 126-94
{parl): R.T.M. 4-4-88: prior code § 2-40)
3.08.050 - Waiver of bid/proposal process.
A. In ease of emergency, the head of any town agency, board or commission may purchase directly
any item(s} or service(s} essential to prevent public harm or delays in work. An authorization
document, a copy of the Invoice, and a report of the circumstances shail be sent to both tha board of
selectmen and the purchasing agent.
B. After conferring with the purchasing agent and, other than as excepted below, upon a unanimous
vote of all members of the board of selactmen present at any raguiar or special meeting, a
bid/proposal process may be waived under Sections 3.08.030 and 3.098.040 when deemed to be in
the best Interest of the town. No board, commission or agency {is authorized to enter into a contract
without compliance with said process except bids/proposals using funds under the sole discretion of
the utility commission. When such funds are Involved, after conferring with the purchasing agent, the
utility commission, by unanimous vote of all members present at a regular or spacial meating, Is
authorized to waive the bid/proposal process when deemed to be In the best Interest of the town.
Whenever any bid walver Is approved pursuant to this chapter, a capy of the minutes that state the
reason why it Is In the best interest of the town to walve the formal bid/proposal process shail be
forwarded {o the purchasing agent along with a copy of the contract award, Such contracts shall be
reviewed by the user agency, board or commission, the purchasing agent and the town attorney to
ensure all quallty, fairness and legal parameters are met before such contracts are considered final
and approved and may be executed.
(Amend. of 42-18-18(1); Amend. of 10-7-143; Amand. of 6-1-15(1); R.T.M. 10-6-97 (part); R.T.M. 12-5-94
(part): R.T.M. 4-4-88: prior code § 2-41}

FIETEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordct.org
MINUTES
FINANCE, WAGE & PERSONNEL STANDING COMMITTEE OF THE RTM
SPECIAL MEETING
Monday, January 10, 2022
7:00 P.M. - Waterford Town Hall
The January 10, 2022 Special Meeting of the Finance, Wage & Personnel Standing Committee
of the RTM was called to order by Chairperson Kevin Gitard at 7:01 P.M.
ROLL CALL
Present: Danielle Steward-Gelinas, Kevin Girard, Jennifer Kohl, Cheryl Larder, Michael
Rocchetti
Abserit: None
Also Attending: Director of Finance Kim Allen, RTM Moderator Paul Goldstein
PUBLIC COMMENT
None
AGENDA ITEM 5: March 18, 2021 Minutes
MOTION by Rocchetti, seconded by Steward-Gelinas, to table the item until the next meeting.
VOTING IN FAVOR: Unanitnous
AGENDA ITEM 6: Salaries of Elected Official (RTC 02-01-2021)
K. Allen, Director of Finanace and P. Goldstein provided context to the committee on prior
salary increases and increases for other union and non-union management. Discussion ensued,
additional information requested from K. Allen to be provided prior to the next meeting,
No Actions Taken
MOTION by Rocchetti, seconded by Steward-Gelinas, to adjourn at 8:09 P.M.
VOTING IN FAVOR: Unanimous
i
Lie
€
Respectfully submitted,
Kevin Girard
Chairman
SCO RY 1
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