Representative Town Meeting Annual Meeting (linked)

Regular Meeting Minutes Town Hall Auditorium — 7:00 p.m.
Present: Chairman Glenn Patterson, John W. Sheehan, Ronald Fedor, Joseph Filippetti,
Kevin Petchark, Robert Tuneski, David Peabody
Absent: Kimberly Allen, Director of Finance
Elected: Rob Brule, First Selectman; Abbas Danesh, Treasurer
Staff: Rebecca Hall, Admin Assistant Finance Office/BOF Recording Secretary
AL Establishment of a quorum and call to order
A quorum was established and the Regular Meeting of the Board of Finance was
called to order at 7:00 p.m. November 8, 2023.
2. Public Comment
None
3. Approval and acceptance of minutes:
Regular Meeting on October 11, 2023
Motion by John W. Sheehan and seconded by Ronald Fedor to approve the
minutes of the October 11, 2023 Regular Meeting as presented.
Vote: 7-0-0 Motion Passed.
4. Discussion to consider and act on the request by the Superintendent of Schools
to submit the BOE FY24-25 annual budget request by February 26, 2024 to
provide as accurate and thorough a budget request as possible.
Motion by John W. Sheehan and seconded by Ronald Fedor to approve changing
the due date of BOE FY24-25 annual budget to February 26, 2024.
Vote: 7-0-0 Motion Passed.

Motion by John W. Sheehan and seconded by Joseph Filippetti to approve the
reactivation of Line# 10107-54060 and to transfer $1600 from Line Item #10107-
52040 Service Contracts & Repairs to Line Item #10107-54060 Office
Equipment,
Vote: 7-0-0 Motion Passed.
Discussion to consider and act on a request from Marc Balestracci, Chief of
Police, for an additional appropriation of $35,952 to line item 10129-51420 for
two (2) employee payouts that are required under the current collective
bargaining agreement. oo ,
Motion by John W. Sheehan and seconded by Joseph Filippetti to transfer
$35,952 from Contingency line 10121-59010 to Police Commission Patrol line
10129-51420 for two (2) employee payouts that are required under the current
collective bargaining agreement. -
Vote: 7-0-0 Motion Passed.
‘Discussion to consider and act on a request from Michael Howley, Office of Fire
Services, to appropriate $64,000 from funds designated on Capital and Non-
recurring Line Item #20523-57777, SCBA up-Grade Program.
Motion by John W. Sheehan and seconded by Ronald Fedor to appropriate
$64,000 from funds designated on Capital and Non-recurring Line Item #20523-
57777, SCBA up-Grade Program and forward to the RTM as required.
Vote: 7-0-0 Motion Passed,
"Discussion to consider and act ona request from Christine Johnson, Library
Director, for a FY23 appropriation in the amount of $1,091,200 from funds
designated on Capital and Non-recurring Line Item #20536-57848 Library HVAC
Upgrade. |t was suggested by Ronald Fedor that a possible roof upgrade at the
Waterford Public Library will need to be budgeted for in the future.

10.
11.
12.
Discussion to consider and act ona request from Gary Schneider, Director of
Public Works, for an additional appropriation of $11,290 from the Capital and
Non-recurting Line Item# 33021-55867 (Cohanzie UST Tank Removal).
Motion by John W. Sheehan and seconded by Robert Tuneski to transfer
$11,290 from Contingency Line Item# 10121-59010 to the Capital Improvement
Fund Line Item# 33021-55867 (Cohanzie UST Tank Removal).
Vote: 7-0-0 Motion Passed.
Discussion to consider and act on a request for approval of the General Fund
2024/2025 Proposed Budget: Board of Finance.
Motion by John W. Sheehan and seconded by Ronald Fedor for approval of the
General Fund 2024/2025 Proposed Budget: Board of Finance.
Vote: 7-0-0 ‘Motion Passed.
Discussion to consider and act on a request for approval of the General Fund
2024/2025 Proposed Budget: Debt Service.
Motion by John W. Sheehan and seconded by Robert Tuneski for approval of the
General Fund 2024/2025 Proposed Budget: Debt Service. ;
Vote: 7-0-0 : Motion Passed.
Discussion to consider and act on a request for approval of the General Fund
2024/2025 Proposed Budget: Contingency.
Motion by John W. Sheehan and seconded by Joseph Filippetti for approval of
the General Fund 2024/2025 Proposed Budget: Contingency.
Vote: 7-0-0 Motion Passed.

Regular Meeting.
Vote: 7-0-0 Motion Passed.
14. New Business :
Abbas Danesh, Treasurer, gave an explanation of interest investments in the
Quarterly Treasurer’s Report. Abbas clarified that there was a change in
weighted maturity of CD/Bonds dated past 9/30/2025. A large CD/Bond was
added totaling $650,000. This CD/Bond will mature in 2042 therefore extending
the overall weighted maturity from five (5) to seven (7) years.
is. Liaison Reports
A \Board of Education - John W. Sheehan reported from the Board of Education
Regular Meeting that teachers have negotiated a contract and RTM will be
discussing this in December.
b) Recreation & Parks Commission - Robert Tuneski reported from Recreation &
Parks Commission that discussion has occurred regarding the use of the
Waterford Little League fields by travel ball organizations and they are working
ona possible procedure for use of the fields.
16. Correspondence
Rob Brule, First Selectman, gave a brief update on the Civic Triangle project.
17. — Adjournment
Motion by John W. Sheehan and seconded by Robert Tuneski to adjourn the
Regular Meeting of the Board of Finance at 7:40 p.m.
Vote: 7-0-0 Motion passed.
Respectfully submitted,
sohn/W Sheehan, ‘Rebecca L. Hall,
Clerk of the Board of Finance Board of Finance Recording Secretary

Present: Chairman Glenn Patterson, John W. Sheehan, Ronald Fedor, Kevin Petchark,
Absent:
Elected:
Staff:
Robert Tuneski, Joseph Filippetti, David Peabody
Rob Brule, First Selectman
RTM Member: Cheryl Larder, Abbas Danesh, Treasurer
Kimberly Allen, Director of Finance; Rebecca Hall, Admin Assistant Finance
Office/BOF Recording Secretary; Jim Bartelli, Utility Commission; Marc
Balestracci, Chief of Police; Steve Sinagra, Emergency Management Director; Jeff
Robillard, IT Manager; Tom Giard, Superintendent of Schools; Joe Mancini, Dir of
Finance/Operations, BOE, Mark Geer, Dir Information Technology, BOE
Establishment of a quorum and call to order
A quorum was established and the Regular Meeting of the Board of Finance was
called to order at 7:00 p.m, September 13, 2023. :
Public Comment
None
Approval and acceptance of minutes:
Regular Meeting on August 9, 2023
iw
o
Motion by John Sheehan and seconded by Robert Tuneski to‘approve the |
minutes of the August 9, 2023 Regular Meeting as presented.
Vote: 6-0-1 Abstain: Glenn Patterson Motion Passed.
Discussion to consider and act on a request from Paige Walton, Assessor, for a
FY23 additiona! appropriation in the amount of $6,547.47 for line 20501-57639
(Revaluation) to cover a FY23 deficit to complete the 2022 revaluation project.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

:
Vote: 7-0-0 Motion Passed.
Glenn Patterson requested to reorder agenda items due to Executive Session
item. Request to move items #6 & #7 ahead of #5.
Motion by John Sheehan and seconded by Joseph Filippetti to approve the
reorder of agenda items.
VOTE: 7-0-0 Motion passed.
Discussion to consider and act on a request from Jim Bartelli, Utility Director, for
a FY24 additional appropriation in the amount of $755,369 for a Capital Non-
Recurring Project 20531-57816 (Old Norwich Rd Pump Station).
*Glenn Patterson expressed frustration about the public nature of project
estimates and funding designations setting a floor for bids and raising the
likelihood of bids greater than the designation/appropriation. John Sheehan
noted that this frustration isn’t new and that all municipalities deal with this
issue, He also requested board members help mitigate this issue. John Sheehan
mentioned that written estimates given to departments pre-bid omits that
potential bidder from bidding on the project. Discussion on cost differential. Kim
Allen noted that several projects were bid on pre-Covid so costs changed from
initial bids.
Discussion between Ron Fedor, Robert Tuneski, and Jim Bartelli regarding rating
of bidders in order to prove experience and qualifications. Jim Bartelli clarified
that the chosen bidder was vetted and a vendor's past experience with jobs is
heavily weighted in the review of bids. Jim Bartelli also stated that a vendor is
rated on how closely they follow the contract details in their bids.
Motion by John Sheehan and seconded by Robert Tuneski to approve a FY24
additional appropriation for Line Item # 20531-57816 in the amount of $755,369
from Undesignated Fund Balance of the Capital Nonrecurring Expenditure Fund
(CNR) Line Item # 205-31520 and forward to the RTM as required.
VOTE: 7-0-0 Motion passed.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

4 10107 $3010 _{(FINANOE) OFFICE SUPPLIES 33,400.00 (7.19) 8.00 agi
2 10107 51920 FICA 38,039.00 45.76 (8.00) 37.76
TOTAL 8.00 (8.00)
Motion by John Sheehan and seconded by Robert Tuneski to approve the
decrease of FICA Line Item # 10107-51920 in the amount of $8.00 and increase
(Finance) Office Supplies Line Item # 10107-53010 by $8.00.
VOTE: 7-0-0 Motion passed.
8. Motion by John Sheehan and seconded by Robert Tuneski to move to enter
Executive Session at 7:20pm with the following persons attending the Executive
Session: - Cheryl Larder, RTM Member; Abbas Danesh, Treasurer; Jeff Robillard,
IT Manager; Marc Balestracci, Chief of Police; Steve Sinagra, Emergency
Management Director; Tom Giard, Superintendent of Schools, Mark Geer,
Director IT, BOE; BOF Members Glenn Patterson, John W. Sheehan, Ronald
Fedor, Kevin Petchark, Robert Tuneski, Joseph Filippetti, David Peabody;
Kimberly Allen, Director of Finance; Rebecca Hall, Admin Assistant Finance
Office/BOF Recording Secretary
Discussion to consider and act on a request from Jeff Robillard, IT Manager; Mare
Balestracci, Chief of Police; Michael Howley, Fire Services Director; Steve Sinagra,
Emergency Management Director and Tom Giard, Superintendent of Schools for
a FY24 additional appropriation in the amount of $1,982,900 for a new Capital
Non-Recurring Project - Town-wide Security.
Motion by John Sheehan and seconded by Ron Fedor to move to leave Executive
Session at 8:26pm. No Action was taken while in Executive Session
Motion by John Sheehan and seconded by Joseph Filippetti to approve
additional appropriation in the amount of $1,982,900 to be transferred to
Account 20560-57842 from *Unassigned Balance of General Fund and forward
to the RTM as required.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

10.
of agenda items.
VOTE: 7-0-0 Motion passed.
New Business:
Request for additional appropriation by Steven Sinagra, Director of Emergency
Management for new project related to the WUC project to rehabilitate the
water tank at 45R Fargo Road, Waterford, CT. The project requires the
temporary relocation of the radio antennas mounted on the tank that are a part
of the Town of Waterford emergency radio communications system for
police/fire and EMS. The system must be kept operational during the utility
work, and the antennas must be moved before the utility work may begin. The
antennas would then be reinstalled on the tank following the completion of the
project. The request for additional appropriation is $48,998 to relocate the
antennas as a new Emergency Management Capital Project.
Discussion between Glenn Patterson, Steve Sinagra, Robert Tuneski, and Ron
Fedor regarding process of temporary movement of antennas as opposed to
permanent relocation of the antennas at a higher point as well as discussion of
original bid total vs. current cost. Steve Sinagra explained scope of work was
modified since original bid so cost changed. Steve Sinagra also explained that the
structural integrity of the antennas was reason for temporary relocation as
opposed to a permanent relocation. Duration of project should be a few months.
Glenn Patterson asked Kim Allen if there was any ARPA money that can be used
and Kim Allen replied no.
John Sheehan asked Kim Allen to clarify if this project falls under CIP or CNR. Kim
Allen responded this project is in conjunction with another CNR project.
Motion by John Sheehan and seconded by Ron Fedor to approve the additional
appropriation of $48,998 for a new Capital Project (Fargo Water Tank Antennas)
number to be determined from Undesignated Fund Balance of the Capital
Nonrecurring Expenditure Fund (CNR) Line Item # 205-31520 and forward to the
RTM as required.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

11.
regarding budgeting and she feels that they have a much better understanding
of what they need to present in their upcoming budget proposals.
Dave Peabody presented an idea of possibly obtaining a summary of what each
department foresees as a potential large ticket item in the near future (1-5
years) so that the BOF isn’t revisited after budget approval so often for more
funds to be appropriated to department. {t was noted that these revisits to the
BOF typically revolved around capital project requests outside the budget cycle.
Discussion between Dave Peabody, John Sheehan, Robert Tuneski, and Kim Allen
about the process of budgeting, what the capital plan reads, how additional
money for staffing can be utilized. It was also noted that each department head
could be asked the following three (3) questions for Dave Peabody to obtain the
information he may be looking for:
1. What is your list of ongoing projects?
2. What is in your current year’s budget?
3, Whatis in the “Capital Snapshot”?
Robert Tuneski believes Dave Peabody's idea would offer good information to
the BOF in a summary format.
John Sheehan remarked the new Guidelines document was perfect and flawless.
Motion by John Sheehan and seconded by Joseph Filippetti to approve BOF
Guidelines (BOF Policy 1.01)
VOTE: 7-0-0 Motion passed.
Old Business:
Glenn Patterson deferred the following items a. and b. to be added to the agenda for
a.
the October meeting:
Review of the Fund Balance Policy 1.03 Draft Revision
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. [tem #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

12.
13.
14,
Motion by Glenn Patterson and seconded by Kevin Petchark to appoint John
Sheehan as BOF Liaison to BOE teacher negotiations.
VOTE: 7-0-0 Motion passed.
Liaison Reports:
John Sheehan reported back from BOE union negotiations with their staff. He
believes that whoever is the volunteer from BOF to attend these meetings would
benefit from the experience of listening to the bargaining and discussions
between the two entities. Meetings are as follows:
September 18 & 27
October 16, 23, & 30
All meetings held at Waterford High School in the Library at 5pm.
Robert Tuneski reported that Waterford Utilities Commission is looking at a new
facilities management software that can be used across multiple departments
for Town of Waterford.
Robert Tuneski reported updates on the new Oswegatchie Fire Station. They are
working closely with Michael Howley, Fire Services Administrator, volunteers,
and the public to obtain the wishes and needs of each group regarding the new
building.
Correspondence .
a) Board of Education Regular Meeting Agenda for 09/20/18
b} June 2018 Interim Financial Reports (emailed 9/17/18)
c} Periodic Financial Statements through 08/31/18 (emailed 9/19/18)
d) Status of Contingency as of 9/12/18 (emailed 9/19/18)
No comments regarding correspondence.
Adjournment
Motion by Ron Fedor and seconded by Kevin Petchark to adjourn the Regular
Meeting of the Board of Finance at 9:02 p.m.
Vote: 7-0-0 Motion passed.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

September 20, 2023
Mr. Paul Goldstein, Moderator
Representative Town Meeting
15 Rope Ferry Road
Waterford, CT 06385
Dear Moderator Goldstein:
At the meeting of the Board of Finance held, Wednesday, September 13, 2023, it was voted to
recommend to the Representative Town Meeting to approve additional appropriation in the amount of
$48 998.00 for a new Capital Project (Fargo Water Tank Antennas) account number to be determined
from Account 205-31520 Undesignated Fund Balance of the Capital Nonrecurring Expenditure Fund
(CNR).
| respectfully request you place this item on the agenda of the next meeting of the Representative Town
Meeting. Copies of backup justification are attached hereto.
Respectfully submitted,
Glenn Patterson
Glenn Patterson, Chairman
Board of Finance
Enclosure: Capital Improvement Request
GP/rlh

TO: Kimberly Allen, Finance Director
FROM: Steven Sinagra, Emergency Management Director
RE: Additional Appropriation Request ~ Fargo Road Water Tank Antennas
DATE: September 5, 2023
The Waterford Utility Commission is working on a project to rehabilitate the water tank at 45R Fargo
Road, Waterford, CT. The project requires the temporary relocation of the radio antennas mounted on
the tank that are part of the Town of Waterford emergency radio communications system for police/fire
and EMS. The system must be kept operational during the utility work, and the antennas must be
moved before the utility work may begin.
1am requesting an additional appropriation of $48,998 to relocate the antennas as a new Emergency
Management Capital Project.
Respectfully submitted,
Steven Sinagra

We have prepared a quote for you
LMR Relocation Project - Fargo Road Tank Revised
Quote # 008182 v1
“ssinagiat

Town of Waterford, CT
Land Mobile Radio Systems Relocation Project
Overview:
This project involves the complete removal and replacement of the interior and exterior coating system of the Fargo Rd Tank
Site. The tank is approximately 130’ high. This will involve the removal of all appurtenances on the tank and there wiil likely be a
containment system installed on the exterior of the tank. The existing exterior coating system is a lead-based paint.
The photos and video can be viewed or downloaded at https://photos.app.goo.gl/iHkFVibWkPdtbUxt5 recommend
downloading the video if you want to view it at full resolution.
Identified issues-
o Relocation of the antennas — There are 3 antenna systems that have been identified as needing relocation and 9 that
are identified as no longer in use on the tank.
o Shelter access — in the event the contractor elects to use a containment system the entry to the public safety
www.goosetown.com ¢ (888) 466-7386
Page: 2 of 8

communications shelter and HVAC units will likely be within the containment system. Provisions will need to be
made with the contractor for access to the shelter and the HVAC units that does not involve entry to the
containment system.
Fiber relocation — The fiber feed for the system enters the tank and then exits the tank and crosses the cable tray and
enters the shelter. The fiber is unprotected in the tank and will likely get damaged in the interior blasting process.
Since the fiber only services the public safety shelter we recommend relocating the fiber out of the base of the tank.
Removal of other Equipment ~ There are 6 apparently abandoned mounts that are on the tank and will require
removal (one is in use for the School Bus repeater).
New Installation - Contractor has elected to provide their own mounting solution. We recommend that this
solution be looked at and approved by a structural engineer. A single 2x2 tube seems unlikely to properly support
a 20' long antenna. We also need to maintain maximum separation between the two 800 MHz antennas. The
distance should be greater than or equal to the existing separation. Cabling and antennas will be reused and
jumpers added to extend the height of the antennas. We recommend new antenna lines once the project is
completed.
Acable entry system should be installed to allow for appropriate and maintainable cable management, Cable
management should be installed on the tank roof and interior. The cable entry Installation will be complicated
since the antennas are not being relocated - this may result in downtime for the installation of the new cable
entry. There Is a high likelihood for an RF Energy Hazard on the roof of the tank that will be created by this new
location. The system transmitters may need to be disabled during the hours that the contractor is working on the
top of the tank. This would include the School Bus system at the tank.
Proposed sequence of events:
Purchase new cable and connectors to have materials on-hand for the start of construction.
When containment and new mounting installation is complete by painting contractor, Goosetown will install the new
jumpers and raise the antennas up to desired location. There will be some downtime of the site during this time.
We will need 5 antennas on the mounting system(s) — The antennas need 6’ minimum between then and the
trunked antennas require 30’ between them horizontally.
The antennas will need to be 8’ above the maximum working height for the painting crew.
The Trunked RX Tower Top Amplifier will need to be relocated unless there is a spare available.
Relocate the 6 GPS antennas to the shelter.
Existing condition:
Antennas and mounts are identified based on the drone visual inspection
www.goosetown.com * (888) 466-7386
Page: 3 of 8

Cable Exit - Unsure on the ladder orientation with regards to the cable exit and the hatch opening. We will work with the
engineer on the cable exit port.
www.goosetown.com + (888) 466-7386
Page: 4 of 8

GPS Antennas to be relocated. Cable Trayto be removed for painting. Install appropriate bracket on the tank for the tray to
eliminate the clamp on the entry pipe.
www.goosetown.com * (888) 466-7386
Page: 5 of 8

Products
ey Ex flee
CT-19PSX0088 Use on orders purchased under CT 19PSX0088 contract. $0.00 4 $0.00
Use on orders purchased under CT 19PSX0088 contract.
429150 CommScope LDF4-50A 1/2 inch foam dielect 50 Ohm coax $2.27 | 400 $908.00
cable - Black Jacket
CommScope LDF4-50A 1/2 inch foam dielect 50 Ohm coax cable -
Black Jacket
307941 CommScope 1/2" N Female Positive Stop AL4RPV and LDF4 $22.89| 6 $137.34
CommScope 1/2” N Female Positive Stop AL4RPV and LDF4
377273 CommScope 1/2” N Male Positive Stop AL4RPV, LDF4 & $15.81] 6 $94.86
HLARP-50
CommScope 1/2" N Male Positive Stop AL4RPV, LDF4 & HL4RP-
50
388678 Times Microwave Systems Bulkhead Arrestor, N/F-N/M $84.62] 3 $253.86
Times Microwave Systems Bulkhead Arrestor, N/F-N/M
Subtotal
Ext Price
$31,363.20
SC
LABOR- Tower Site Contractor Labor: 4 Men Full Day, Lead $7,840.80
TOWER-SUB Remediation Work - Daily Rate for removal of old antennas
and reinstallation of 3 existing antennas on new mounts.
Tower Site Contractor Labor
LABOR-FIELD Field Labor to coordinate remove and re-installation of $145.00] 32 $4,640.00
antennas and associated cabling. Coordinate any and ail site
downtime with dispatch.
Field Labor
LABOR- Engineering Labor to coordinate design of the antenna $225.00| 16 $3,600.00
ENGINEERING mounts and fiber move
Engineering Labor
www.goosetown.com ° (888) 466-7386
Page: 6 of 8

LABOR- L3Harris Daily Rate for coordination of trunking system site
SUBCONTRAC standby and transmit - 4 days. if more days needed it will be
TOR-PO additional.
Electrical Contractor Labor
Subtotal:
www.goosetown.com ¢ (888) 466-7386
Page: 7 of 8

Prepared by: Prepared for: Bill To:
Goosetown Communications - Waterford Emergency Waterford Emergency
Bloomfield Communications Center Communications Center
Todd Stacy 204 Boston Post Road 204 Boston Post Road
860-528-7500 x323 Waterford, CT 06385 Waterford, CT 06385
FAX (845) 268-5345 Steve Sinagra Steve Sinagra
tstacy@goosetown.com (860) 442-5332 (860) 442-5332
ssinagra@waterfordet.org ssinagra@waterfordct.org
Quote Number: 008182 ° Version: 1 * Quote Date: 09/05/2023 + Expiration Date: 40/05/2023
Quote Summary
E a “Amount
Products $1,394.06
Labor $47,603.20
Total: $48,997.26
Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors.
Waterford Emergency Communications
Center
Signature:
Name:
Title:
Date:
www.goosetown.com * (888) 466-7386
Page: 8 of 8

Mr. Paul Goldstein, Moderator
Representative Town Meeting
15 Rope Ferry Road
Waterford, CT 06385
Dear Moderator Goldstein:
At the meeting of the Board of Finance held, Wednesday, November 8, 2023, it was voted to
recommend to the Representative Town Meeting, an appropriation of $64,000 from funds designated
on Capital and Non-recurring Line Item 20523-57777, SCBA up-Grade Program. These funds would be
used for SCBA replacements over the next three (3) years per the CIP plan.
| respectfully request you place this item on the agenda of the next meeting of the Representative Town
Meeting. Copies of backup justification are attached hereto.
Respectfully submitted,
Glen Patteroou
Glenn Patterson, Chairman
Board of Finance
Enclosure: Fire Services, Appropriation Request
GP/rlh
Cc: Town Clerk mo
E1 now
W
ay

October 11, 2023
First Selectman Rob Brule
15 Rope Ferry Road
Waterford, CT 06385
Re: request funds $64,000 be moved from designated to appropriated 20523-57777
On behalf of the Waterford Fire Services, I would like to request the funds $64,000 for SCBA
up-Grade Program line 20523-57777 be moved from designated to appropriated. This project is
currently be worked on as many of our SCBA bottles and equipment are at their end of life date
of fifteen years and need to be replaced over the next three years as part of our CIP plan..
Director of Fire Services
Chief, otichael 9. ftowley
CC: Kim Allen, Director of Finance

Mr. Paul Goldstein, Moderator
Representative Town Meeting
15 Rope Ferry Road
Waterford, CT 06385
Dear Moderator Goldstein:
At the meeting of the Board of Finance held, Wednesday, November 8, 2023, it was voted to
recommend to the Representative Town Meeting, an appropriation of $1,091,200 from funds
designated on Capital and Non-recurring line #20536-57848 Library HVAC Upgrade. These funds would
be used for renovation and replacement of the heating, ventilation and air conditioning systems at the
Waterford Public Library.
| respectfully request you place this item on the agenda of the next meeting of the Representative Town
Meeting. Copies of backup justification are attached hereto.
Respectfully submitted,
Gleuu Patterson
Glenn Patterson, Chairman
Board of Finance
Enclosure: Waterford Public Library, Appropriation Request
GP/rlh
Cc: Town Clerk

Waterford, CT 06385
Re: Request an appropriation in the amount of $1,091,200 from Capital and Non-recurring designated line #20536-
57848 Library HVAC Upgrade
Dear Mr. Brule,
CNR funds in the amount of $1,091,200 were approved in the fiscal year Town 2021-2023 budgets to fund the
renovation and replacement of the heating, ventilation and alr conditioning systems at the Waterford Public Library.
The library’s systems are obsolete and in need of replacement. The current systems were installed in multiple phases
between 1965 and 1999, They are past their useful operating life and require frequent maintenance. Repairs have been
increasing in frequency and cost as the systems age, deteriorate and fail. The replacement and renovations will result
in energy efficiency, reduced energy consumption and reduced costs of repairs and parts replacements.
in November 2019, the library was awarded a CT State Library Construction Grant. Per the grant guidelines, the Town
had 3 years (November 2022/FY23) to secure local funding, That local funding was spread over three years with the
first appropriation approved in FY21 and the final appropriation approved in FY23. The $250,000 grant is available to
spend in addition to the CNR appropriations.
An engineering firm has been selected from the response to the Request for Proposals. Although only one firm had
proposed, they are one of firms that the Town has selected to be an On-Call Engineering firm for projects such as this
one,
Staff Is requesting the entire amount to expedite the project; We already have fatal failures of one roof top unit and a
split system in the basement. Once the design has been completed, we need to move into the bidding and awarding
of the construction contract. The Library Board has a committee that will be monitoring the project.
Please place this request on the next Board of Selectmen’s agenda for consideration and forward to the Board of
Finance, if approved. '
Respectfully submitted, ,
Chu Yin.
Christine M. Johnson
Library Director
cc: Kimberly Allen, Finance Director
Gary Schneider, Public Works Director
Aaron Rosenberg, President, Library Board of Trustees
Joy Merrill, Ghair, WPL Property & HVAC Project Committees
ia By A !

completed an engincering study in 2018 (FY L8 CIP) thal evaluated the systems and provided recommendations lor improvements. The
allached report details their ment of existing conditions and options for replacement, Option | was chosen as the most cost effective
solution that would best suit the needs of the Library into the future. The cost of Option | was quoted at $1,034,000. Silver Petrucelli
also provided a quote to assist (he Town in preparing specifications, bid documents, and construction oversight. The cost for this service
was quoted at $15,200, The request for the project, based on the August 2018 study, was submitted for FY'20 CIP at $1,049,200 and
deferred to FY’21. With the deferral, the vendor recommended an additional 3.5% - 4% increase in costs ($42,000) bringing the FY'2}
request to $1,091,200, In November 2019 the library was award a CT Public Library Construction Grant and as per the grant guidelines
the town has 3 years (November 2022/F Y'23) to secure local funding . The first selectman recommends spreading the project over three
years with the first appropration of $200,000 approved in FY'21, the second appropriation of approved in FY'22. The final
allocation of $544,600 is being requested for FY 2023. The $250,000 grant will offset the total CNR appropriation and absorb any
additional cost increases. ‘The project must begin in F ¥2023 in order to meet the terms of the grant.
PROJECT STATUS IF IN PROGRESS
Study and recommendations complete.
LIST OTHER PROJECTS WITHIN YOUR DEPARTMENT OR ANOTHER DEPARTMENT THAT WILL BE IMPACTED
BY THIS REQUEST.
Town project (P&Z, DPW) to work with Eversource to extend gas line down Rope Ferry Road.
DESCRIBE THE IMPACT ON DEPARTMENT OPERATING BUDGET (include cost estimate if applicable)
Sinee FY'07 repairs to library's main HVAC equipment, 4 furnaces and 2 A/Cs, and the engineering study/recommendations have cost
over $80,000 (see attached). Repairs have been increasing in Irequency and cost as the systems age and deteriorate. The upgrade will
result in energy efficiency, reduced energy consumption and reduced costs of repa
fuel oif will result in not only monetary
. parts replacements, ele. The conversion to gas Irom
ings but also provide a cleaner, greener system. Also, bul not quantifiable, is the positive
impact on customer service with fewer incidents of no or insufficient beat and/or AC.
GRANT FUNDING/OTHER FUNDING, if applicable (detailed explanation of grant/other funding, including the amount,
source of funding, status, town match, ifany. Attach award tetter if ayailabie)
This library has received a State Public Library Construction Grant for $250,000 for this project. Copies of the award letter, grant
application and supporting documentation are included. As per the grant guidelines the library has until November 2022/F Y 2023 to get
local funding in place. _
6
ATTACH PLAN ESTIMATE, SERVICE AREA MAP AND/OR OTHER SUPPORTING DOCUMENTATION (if none, simply
state that in the area below)
Silver Petrucelli report and quotes are included. Also included are the State Library Construction library's state construction grant
documents.
COST/FUNDING SOURCE
CSLIB Grant
Award APPROVEDJAPPROVED
FUNDING SOURCE FY2020 FY2021 FY2022 FY2023
Current Year Capital
Utility Budget/Sewer Cap Maint Fund
Transfer to CNR 200,000; 345,600 545600
Short/Long-lerm Bonds
LoCIP (detait in section 5 above}
CNR Undesignated Fund Balance
Federal/State Grants (detail in section 5)
*Other Funding (detail in section 5 above) 250,000
TOTALS 250,000 200,000 345,600 545,600 1,341,200
*State Library Construction Grant lunds
will offset the CNR appropriation.

Table of Contents
HVAC Repair SUmmary..essssescsssecsssesesssccsssssscntessesssansccesecssssensssaneanansscaensanvensanuensnsereeneaensssnenasenusataeaseeees 1
Silver Petrucelli Report / QUOTES ....scssssssessssssesesesnessesssnerersssnecesssnseenssvessonscnascagnansscensnaneenesneatenrsnnsergsness 2-27
State Library Construction Grant ...sscessersrsecsssscssnsscerssersneesssersnneannesaneccssnsserssaerseanscenaeensesnsanensaneatnsse 28 - 66

FY'24 $3,824.16
FY'20 $9,323.34
FY'19 $4,427.00
FY'18 $5,630.00
FY'18 CIP - engineering study $9,600.00
FY'17 $1,755.00
FY'1G $5,172.00
FY'15 $2,790.00
FY'14 $3,983.00
FY'13 $9,953.00
FY'12 $2,756.00
FY'L4 $1,971.00
FY'11 CIP - repairs $12,060.00
FY'10 $2,000.00
FY'09 $3,673.00
FY'08 $1,908.00
FY'07 $1,202.00
TOTAL $82,027.50

From: Ken Eldridge <keldridge@silverpetrucelli.com>
Sent: Tuesday, October 08, 2019 1:27 PM
To: Wayne Fraser <wfraser@waterfordct.org>
Subject: Re: HVAC Project
Wayne we're seeing 3.8% per year but the labor market is flush right now and Ewould lean more to 4.5% per
year,
Sent from my iPhone
From: Wayne Fraser <wiraser@waterfordct.ore>
Sent: Tuesday, October 8, 2019 10:48:15 AM
Tor Ken Eldridge <keldridge@silverpetrucelli.com>
Subject: FW: HVAC Project
Ken what percentage increase would you recommend for budget projections? { was thinking 5% to cover increases?
From: Roslyn Rubinstein <rrubinst@waterfordct.org>
Sent: Tuesday, October 08, 2019 10:32 AM
To: Wayne Fraser <wiraser@waterfordct.org>
Ce: Abby Piersall <apiersall@waterfordct.org>
Subject: RE: HVAC Project
Can we get something in writing from the S/P? I'm concerned about documentation for budget hearings,
From: Wayne Fraser <wfraser@wi :
Sent: Tuesday, October 08, 2019 10:26 AM
To: Roslyn Rubinstein errubinst@waterfordct.org>
Ca Abby Piersall <apiersall@waterfordct.org>
Subject: RE: HVAC Project
Use S%
From: Roslyn Rubinstein <rrubinst@y erfordclorp>
Sent: Tuesday, October 08, 2019 9:57 AM
To: Wayne Fraser <wiraser@waterfordct.ore>
Ce: Abby Piersall <apie
Subject: RE: HVAC Project
At this point lam resubmitting the project that was deferred — just the HVAC, Can we get a number fram
Silver/Petrucelli on the inflator for that?

August 28, 2018
Mr. Wayne Fraser
Municipal Facility Coordinator
Waterford Town Hall
15 Rope Ferry Road
Waterford, CT 06385
RE: Waterford Public Library
Support of Design/Build Effort
S/P+A #18.024
Dear Wayne:
As you know, we have been working with you and Ms. Roslyn Rubenstein on the
evaluation of mechanical systems at the Waterford Public Library, which is now
complete. I am pleased to submit this fee proposal for assistance with the
Design/Build effort, as it relates to mechanical and electrical system improvements
at that building.
DESIGN/BUILD PERFORMANCE SPECIFICATION
We can provide a guideline for Design/Build contractors and our tasks will
include:
1. Perform detailed site investigation of existing conditions.
2. Perform detailed heating/cooling load calculations of building HVAC
loads to document approximate system capacities.
3. Produce Design/Build Performance Specification defining the design
| parameters for qualified contractors and their associated Engineer of
Record (EoR).

3. Ass
CONSTRUCTION ADMINISTRATION
Although the EoR is responsible for development of shop drawings and submittals
for their design, we will provide assistance to the Owner in determining whether
the design-build team is straying or within the criteria and guidelines set forth in
the Performance Specification. Services provided under this phase will consist of
the following:
1. Attend pre-construction meeting.
2. Cursory Review of Contractor's Product Data and Shop Drawing
submittals for compliance with Performance Spec.
Provide site observation visits (4) prior to completion of project.
Coordination with contractors to clarify designs.
Review EoR Punch List of completed installation.
Review Closeout submittals.
COMMISSIONING
Commissioning (Cx) services are now required to be performed on all mechanical
systems in this size range in accordance with the upcoming CT State Building
Code (2015 International Energy Conservation Code will be in effect), however
are excluded from this proposal at this time. Acting as an Owner’s Representative
on the development of the Performance Spec, it would be suitable and sensible to
consider us for the Cx Agent to represent the Town throughout the installation as
well. Should these services be required from us at a later date, we can prepare a
proposal for an appropriate level of Commissioning/ support that we would be
pleased to provide you at that time.
SERVICES NOTINCLUDED
We are capable of providing a wide range of additional services should you
require the assistance, or should the project scope be revised. These excluded
services include:
Architectural services.
Environmental inspection, testing, design and monitoring services.
Civil engineering services.
Structural engineering services.
Fire protection engineering.
Commissioning and Commissioning Support.
Printing of Bid Sets.
NAYEYHS

We propose to accomplish any of the tasks identified in this proposal for the lump
sum fees outlined below:
Design/Build Outline Specification: $ 6,560
Bid Phase Assistance: $ 1,360
Construction Administration: $ 7,200
Total $ 15,120
These fees include expenses related to travel but exclude document reproduction
costs which will be billed at 1.10 times actual expense. Invoices will be submitted
ona regular basis, and payment will be due within thirty (30) days.
Thank you for the opportunity to submit this proposal. If you are in agreement,
please issue a Purchase Order.
Very truly yours,
ue
Kenneth J. Eldridge, P.E.
Senior Engineer
18.024.02.PRO

Evaluation of the Existing HVAC Systems
Waterford Public Library Building
49 Rope Ferry Road
Waterford, CT 06385
Final Report: August 10, 2018
Prepared by:
Silver/Petrucelli + Associates
Architects / Engineers / Interior Designers
3190 Whitney Avenue
Hamden, CT 06518

Section II - Existing Conditions
Section III - Recommendations
Section IV - Conclusions ....
Section V - Opinion of Probable COSt .....s.-s-ssssssssscsssessesssessenecrsesseseeresennecceesscseanrererenieerscneensninians 12
Section Vi — PHOtCOS ..ecsesssecsecsscenesseessesscsseeseenresseneenenssersessseesneoseenconseareacanerataneesesesenaueeneronsasumnanesnneraneanes 15

This report of our investigation and study describes the existing conditions and proposed HVAC
system improvements required to provide adequate space comfort, energy efficiency and
improved air diffusion Control for the Public Library. The current building HVAC systems serve
the Town’s library space environment needs; however, comfort issues are now the norm,
concerns over indoor air quality (IAQ) and system performance have beset the building, most
notably in the addition stacks, almost from the onset of HVAC systems’ installations.
This report was prepared by S/P+A of Hamden, Connecticut, an architecture, engineering and
interior design collaborative specializing in municipal town planning, historic restoration, master
planning and design.
The collected data was organized and appears in sections of this report in the form of existing
conditions summary, recommendations, conclusions, an opinion of probable costs for proposed
renovations, existing conditions photographs and a list of current applicable codes.
APPLICABLE CODES

e 2012 International Plumbing Code (IPC)
e 2012 International Energy Conservation Code (IECC)
e 2014 NFPA 70 National Electric Code (NEC)
Any work done to the building will need to be performed to the Code cycle that is in force at the
time; Connecticut is expected to be updating the Codes effective October 1, 2018, to the 2015
ICC Compilation and is anticipated to enact the next level of Codes every three years, thereafter.
PROJECT OBJECTIVE
The primary objective of this report is to provide the Town with an assessment of the present
condition of existing equipment and systems serving the Public Library, address comfort and
indoor air quality (IAQ) concerns, analyze equipment capacity and provide a preliminary opinion
of probable costs for any related modification options that may be considered. The existing oil-
fired equipment serving this building are operating beyond their useful service life expectancies
and, in many cases, are incapable of maintaining setpoints related to occupant comfort within
these spaces. For these reasons, natural gas-fired rooftop and central station air handling
equipment is proposed. The new units are proposed to be gas-fired since natural gas line
installation has been proposed by the Town and is nearly underway on Rope Ferry road in front
of the library. In addition, because of their ability to move larger quantities of air ~ an aspect
which would alleviate distribution concerns in the stacks and areas with high ceilings — and
temper large quantities of ventilation air, these units are the most suitable choice. Other systems,
such as the split-ductless, variable refrigerant volume (VRF) type system, most notably
recommended for the recent HVAC upgrades at the Town Hall and Youth Services Bureau
Building, were not considered due to their inability to overcome the distribution and ventilation
quantity issues. When confronted with these exact performance drawbacks at the Town Hall -
namely in the Auditorium - gas-fired rooftop equipment was the system of choice there as well.
Lastly, we performed schematic-level, computer block-load heating and cooling calculations to
compare present building envelope loads to what could be anticipated upon the replacement of
the original windows by incorporating modem, “state-of-the-art” replacement window models.
The results are eye-opening and substantiate the rule of thumb stating that window replacements
of this type can see payback periods of five (5) years or less.
PROCESS

SP+A would especially like to thank Ms. Roslyn Rubenstein, Director of the Library and Mr.
Michael Miceli, Building Operations Manager for their extensive contribution of time, data,
input and access, and to the staff that provided their day-to-day experiences with the existing
environmental conditions — both positive and negative.
Section ll - Existing Conditions
In 1965, the Town built the “New” Public Library at its current location, which utilized oil-fired
equipment for heating and ventilation of the building. In 1975, an addition was built to expand
the library and its services to the community. The 1975 addition included roof mounted, oil-fired
HVAC equipment as well. In 1976 mechanical modifications were done to the addition. New
mechanical equipment was added in 1999 to serve the new addition as well as a portion of the
existing building spaces.
Public Library Building Systems
Space heating and cooling for the building is provided by oil-fired equipment located in
the basement, as well as from one oil-fired, air handling unit on the roof. The other rooftop
mounted unit (RTU) is for cooling-only and utilizes direct expansion (DX) refrigeration.
Basement oil-fired heating and ventilating (H&V) units were installed in 1999 and are
approaching the end of their useful life — close to twenty years. The basement units are
manufactured by Jackson and Church and the York Corporation. It appears that the intent of
these units was to offset perimeter heat losses, while utilizing the existing RTU’s provide the
space conditioning for the interior portion of the library. The basement H&V units do not have
cooling capability. Ventilation air is supplied to all the units through a wall-mounted louver
connected to a common vent which each unit draws from. Fresh air is then distributed throughout
the facility by the air handling equipment located in the basement and on the roof via ductwork
serving the space.
The RTU’s are either mounted on curbs or steel dunnage on the existing roofs. Judging by their
current state these units are in poor condition and past their useful service life expectancy. The
complaints by occupants indicate that there does not seem to be enough airflow, particularly in
the stacks, and maintaining the thermostat setpoint is difficult.
There is an existing 2,000-gallon, underground fuel-oil storage tank located in the front of the
library. It was originally scheduled for replacement in 3 years, however with the proposed gas
10

g
phaseout schedule, and as a result these units will no longer be able to be serviced reliably.
Section Ill ~ Recommendations
Due to the age and poor condition of the existing mechanical systems and equipment serving the
building, full system replacement is the recommended course of action. With the prospect of
equipment replacement comes the opportunity to improve on the conditions within these spaces,
targeting existing IAQ concerns, meeting compliance with modern energy code requirements,
and improving the control of indoor environmental conditions within these spaces. Namely, it
provides the opportunity for the Town to:
© Operate these mechanical systems in a manner which promotes a clean and comfortable
environment in the most cost- and energy-efficient manner available
e Extend the building’s usefulness and allow for it to be a prime useable space in the
community for the benefit of current and future generations
e Alleviate airflow distribution, comfort and IAQ concerns while increasing energy
efficiency
« Improved and simplified equipment service and maintainability
¢ The ability to control and monitor operation, alarms, trend data, building occupancy
schedules and all system setpoints remotely from the internet and/or from a single
physical location, as desired by the Owner’s needs
The existing oil-fired equipment that is presently in place represents the lowest efficiency
systems available in terms of heating the library spaces. With operating efficiency in the range
of 80% to 86% - that’s when burners are new, and combustion is finely tuned — natural gas is the
clearer choice with efficiencies in the 92% to 98% range. In addition, the use of oil-fired rooftop
and/or central station equipment is easily the least commonplace choice of systems available.
This leads to a potential difficulty in finding replacement parts and qualified service personnel as
the systems age. And although VRF technology far exceeds the efficiency in even the best gas-
fired equipment, its physical limitations in air distribution and throw distance preclude us from
considering its use as the primary system of choice — not to say that its use in limited office-like
areas couldn’t be considered. However, the real benefit of VRF systems, the capability for
energy recovery between zones that are simultaneously in heating and cooling mode, would not
be as substantial a factor due to the building exposures available here for those types of spaces.
With replacement and modernization of the HVAC systems and the associated electrical and
controls infrastructure being the recommendation in this case, the manner in which this is to be
41

» Air Handling Equipment: The facility, will be served primarily by Variable Air Volume
(VAV), Air Handling Units (AHUs) located on the roof and in the existing basement
mechanical spaces. The AHUs will provide ventilation air as well as conditioned supply
air for space heating and cooling. Each AHU will be equipped with Supply Fan, Exhaust
Fan, Energy Recovery Heat Exchanger, and Merv 8 Air Filtration. The Supply and
Exhaust Fans will be equipped with variable speed drive (VSD), economizer, demand
contro! ventilation.
+ Primary air distribution will be supplied via a new ducted system from the AHUs to VAV
terminals located in the spaces served. The VAV terminals will be equipped with electric-
resistance reheat coils and will supply air to the secondary air distribution system
consisting of sheet metal ductwork and ceiling supply air diffusers. Return/Exhaust Air
from the spaces to the AHU’s will be via a ducted return air system.
+ Toilet/Locker Room Exhaust: Each Toilet Room and Custodial closet will be provided
with exhaust as required by the Building Code with the possible use of an Energy
Recovery Ventilator (ERV).
+ Automatic Temperature Controls/Energy Management System: The existing control
system should be updated to a modern, state of the art Direct Digital Control (DDC) type
Energy Management system. The systems compatibility with existing systems will be
determined based on the Owner’s requirements. The communication protocol between
devices and equipment will be based on BACnet.
+ Electrical modifications will consist of connections to the VSD supply and exhaust fans,
electrical conduits, wiring and disconn