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ENFIELD TOWN COUNCIL
MINUTES OF A SPECIAL MEETING
SEPTEMBER 12, 2002
A Special Meeting of the Enfield Town Council was called to order by Chairman Vayda at the North Thompsonville Fire Station Conference Room, 439 Enfield Street, Enfield, Connecticut on Thursday, September 12, 2002 at 7:00 p.m.
ROLL-CALL - Present were Councilmen Edgar, Egan, Fiore, Mangini, Strom, Tait, Tallarita and Vayda. Councilman Hall, Jones and Kaupin were absent. Also present were Town Manager, Scott Shanley; Town Clerk, Suzanne F. Olechnicki.
DISCUSSION RE: WORLD WAR II HONOR ROLL
Present from the Memorial Committee were Chairman, Theodore J. Plamondon, Jr.; Vice-Chairman, Hollis E. Read, Jr., George McDonald, Anthony Secondo, Kenneth Edgar, and Joanne Hayden, Staff Liaison.
Also present was Rodney Shaw, Senior Landscape Architect from Milone & MacBroom.
Mr. Shanley stated the Town Council received a memo from him and a report from Milone & MacBroom. He requested the Council consider the following three items this evening:
" Site of the memorial - based on the core samples and analysis that was done
" Decision on whether or not to waive the bid process
" Size of lettering on the memorial
As concerns the site for the memorial, Mr. Shanley stated Mr. Welti did a core sample in June at Site #3 to identify what kind of footings would be required. He stated silt and debris were found. He noted a core sample was done at Sites #1 and #2 in July and they found silt and debris, however, not at the same level as was found at Site #3. He stated all of the sites would need special footing work because of the nature of the soil. He pointed out Site #3 would be the more complex of the three sites by a margin of $13,000 to $14,000.
Councilman Strom questioned what has been expended out of the original $225,000 for this project, and Mr. Shanley estimated about $20,000. He stated $150,000 would be for the monument, but this figure would not include other amenities such as the seating area, walkway, etc.
Councilman Strom questioned how much more would the amenities cost. Mr. Shanley stated he could talk to an engineer regarding that cost.
Mr. Shanley asked Mr. Shaw to address the area around the monument. Mr. Shaw stated they discussed a small plaza around the monument with some decorative pavement which would tie in with the sidewalks.
Councilman Fiore questioned whether pricing includes the lettering. Mr. Shaw responded yes.
Councilman Egan questioned whether the cost of the sidewalk would be directly affected by the site that's chosen, and Mr. Shaw responded yes.
Councilman Tallarita stated his impression not much money will be remaining for the amenities.
Councilman Tallarita stated his recollection a couple contractors were willing to install the base for the monument. He questioned whether the willingness still exists for those contractors to provide this service.
Mr. Plamondon stated his belief the cost has gone way up from what was presented in the beginning. Mr. Shaw stated his understanding there has been a 5% increase in granite.
Mr. Plamondon stated the Committee picked Site #1, and the Town Council chose Site #3; however, it now appears it will be more costly to place the monument at Site #3. He added he has learned the contractors aren't willing to donate their services if the Town is going to go out to bid. He added the lettering has gone from $2.50 to $5.00.
Mr. Shanley asked if Mr. Shaw agrees the cost of lettering has doubled, and Mr. Shaw responded not that he knows of and noted he was given a price of $125,000 for the complete monument. He noted he had suggested some detailed column work which would bring the price up about $14,000 from the original design.
Councilman Edgar stated if they went with Site #1, would there be reconsideration by the contractors concerning donated services, and Mr. Plamondon responded definitely.
Discussion followed as to what the real cost will be for the monument and what that cost includes.
Mr. Shanley pointed out the estimates before the Council came from Rogers Memorial. He noted to refine a price, they would need to go through a bid process.
Councilman Strom questioned if the Council goes with Site #1, will the lettering cost go down, will the granite company give them a break, and will the contractors help prepare the site. Mr. Plamondon responded they would work with the Council. Councilman Strom stated the Council was considering waiving the bid process, not only because of the cost breaks they anticipated, but also because it expedites things. She noted preparing a bid package takes time, and by doing so they won't make the Memorial Day target date.
Councilman Edgar stated his impression the site preparation at Site #3 is more work than the contractors are willing to donate, but they'd definitely reconsider Site #1.
Councilman Strom stated if the contractors donated part of the services, and the Town paid them for the balance, they would still be ahead of the game.
Councilman Edgar stated his belief it was quite implicit that donated services were contingent on Site #1 because they had a good idea of what they'd be spending. He stated he would like the Council to reconsider Site #1.
Councilman Fiore stated his belief they cannot create this budget by relying on in-kind services. He noted he would like to hear from the Committee about the possibility of receiving donations toward this project.
Chairman Vayda stated he prefers the design with the inclusion of the columns. He went on to state his belief the biggest impediment in this process is the site selection.
Councilman Fiore stated he would like verification from Rogers Memorial that the price being quoted includes lettering.
There was a lengthy discussion about the accuracy of the cost estimates.
MOTION #6140 by Councilman Fiore, seconded by Councilman Mangini to take a brief recess.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #6140 adopted 8-0-0, and the meeting stood recessed at 8:07 p.m. The meeting reconvened at 8:40 p.m.
Councilman Tallarita stated in order to make a rational decision, he needs two things. He would like clarification on cost because the document before the Town Council does not have a date. He added his belief it's as simple as asking Mr. D'Aleo for a price on the granite if the bid is waived. He stated the other item he needs relates to in-kind services. He noted he would like to know if the contractors are willing to donate at a certain threshold, or whether they are only getting involved if it's a particular site because they understand the amount of work required on that site. He stated he is looking to have this information as soon as possible so that the Council can act on this at the Town Council meeting on Monday evening.
Councilman Tait agreed with Councilman Tallarita. He questioned what is the willingness of the veterans' organizations as concerns coming up with a donation to match or offset some of the costs.
Councilman Fiore stated his belief the Council should hold off voting on anything tonight and address this at the Town Council meeting on Monday evening at which time the entire Council will be present. He went on to note the Town has already put $225,000 aside for this project, and this is very substantial considering there have been a lot of tough financial decisions over the past couple years. He stated his belief the Council does need a detailed and dated cost document from Rogers Memorial and then the Council can consider waiving the bid process. He added he would also like some type of documentation from other persons or companies that indicates they might be willing to do some type of in-kind services. He pointed out he needs to see some intent. He stated his belief they need to begin or make an effort at starting some type of donation campaign.
Chairman Vayda stated he would like to see a fund-raising effort. He stated his belief a lot of people would be more than willing to donate toward this project. He added his agreement that the Council needs to see some documentation on costs.
Councilman Mangini agreed about the importance of having a more specific written estimate. She agreed everyone would want to contribute toward such a project.
Councilman Tallarita agreed this is a wonderful opportunity for everyone to contribute. He stated his belief there would be great success in fund-raising for such a project. He added his belief this project can be accomplished for Memorial Day.
Councilman Strom stated a bid waiver would speed up this process. She agreed a dated document for costs is important. She added she appreciates the call for fund-raising.
Councilman Egan stated her belief there should be clarification on the columns for the memorial.
Councilman Tallarita stated he would like the military insignias included as well.
After some discussion, it was agreed they should ask Rogers Memorial to provide pricing with and without the columns as well as including the insignias.
Mr. Shanley summarized the items required by the Council:
- a firm price from the local vendor with the date included
- site and design selection (choice of the Town Council)
- in-kind services question should be pursued by the Memorial Committee
Councilman Tallarita stated the Council is looking for clarification on the price of the monument delivered to the chosen site, with the names inscribed, polished and ready to go for presentation. He noted they should also have pricing with and without columns. He concluded stating the Council will also need the information concerning the in-kind services.
It was the consensus of the Council that the consultant would get the information from Mr. D'Aleo.
ADJOURNMENT
MOTION #6141 by Councilman Mangini, seconded by Councilman Tallarita to adjourn.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #6141 adopted 8-0-0, and the meeting stood adjourned at 9:21 p.m.
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