Deep River Board of Selectmen and Board of Finance Joint Meeting - September 23, 2025

The joint meeting of the Deep River Board of Selectmen and Board of Finance was called to order at 6:30 PM on Tuesday, September 23, 2025. The board addressed a consent calendar, multiple discussion items including a contractor fee refund, town hall water damage repairs, installation of steel rods, and financing for capital projects. Public comments were heard on local paving, sidewalk markings, and a rat infestation. Key decisions included approval of a refund, authorization of partial payments for town hall repairs, and tabling of the steel rods issue. The Board of Finance discussed financing plans for a new fire truck, brush truck, payloader, and firehouse design services, estimating a first bond issuance of $1.543 million in late fall. The meeting adjourned at approximately 7:10 PM.

Consent Calendar

• Minutes Approval: The board unanimously approved the minutes from the previous meeting (no specific date mentioned).
• Master Municipal Agreement with CT DOT: A resolution giving the first selectman authority to enter agreements and receive rent from the state for right-of-way projects around the Miss Ballot area was approved unanimously. The agreement renews every five years.

Public Comments & Testimony

• Citizen Comment (Joe): Expressed concern about unfinished paving work from summer 2024 on Vote Local paving, noting a gap between curbing and backfill that remains filled with debris. The project was expected to be completed by end of September 2024 but remains unfinished.
• Online Comment (Jeremy): Inquired about white lines painted on the sidewalk and signs at the intersection in front of Town Hall, possibly related to DOT work. The board agreed to follow up with DOT.
• Online Comment (Mike): Suggested installing wireless high water alarms in various parts of town buildings to detect leaks early, which could also reduce insurance premiums. The board noted the suggestion.
• Selectman Report (Carol): Reported a rat infestation problem on Westbridge Street, believed to originate from a previous fire at Eastern Transfer Station. The board will investigate and coordinate with the property owner.

Discussion Items

• Contractor Refund Request: Building Official Dick Leighton recommended refunding $8,851.90 (85% of the permit fee, retaining 15% for administrative costs) to a contractor who obtained a permit for 561 Winthrop Road but did not proceed due to a falling out with the property owner. The permit was over $10,000. The board voted to approve the refund unanimously.
• Town Hall Water Damage Update: Leighton reported on a failure of an HVAC heat pump that caused water damage to the selectman's office and assessor's office. Emergency response was immediate. The selectman's office is 85% restored; the assessor's office is 45% complete (torn down to studs). Total estimated loss is $80,000–$90,000, with approximately $62,000 committed so far. About 90% is expected to be reimbursable by insurance (deductible $2,500). The board approved immediate payment of three interim bills: Service Master ($21,443), Daniels Oil ($577.50), and New England Energy Controls ($12,821.34), totaling $34,841.84. A separate account will track expenses and insurance reimbursement. The board also discussed the need to replace all 10–12 aging HVAC units (20+ years old) in future budgets.
• Steel Rods on Miss Lick Drive: A discussion on paying for installation of steel rods to mark town road points on Miss Lick Drive was tabled for the fourth time. Confusion exists over invoices from DONE Engineering: one for $2,015 (to the town) and another for $2,000 (to Winthrop Construction), with a total of $5,700. Some board members argued the cost was originally quoted at $1,000 but increased to $2,000. The board agreed to seek a single clear invoice from DONE before making a decision. No vote was taken.
• Firehouse Building Committee Update (Nick Cornacki): The committee presented a 200-day progress report. Key points:
  • Held 10 meetings, developed a charter, and reviewed all firehouse-related documents.
  • SLR Engineering confirmed the current site (57 Union Street) is technically buildable but with trade-offs. The committee is exploring alternate locations to ensure a 100-year flood resilient site.
  • Phase 1 (programmatic, schematic, design development) requires funding of approximately $430,000. The committee plans to issue an RFP for design services in October, with award by December and onboarding in January 2026.
  • Total estimated design costs for Phase 1 are $430,000; Phase 2 (construction drawings and pre-construction) estimated at $900,000. These are based on industry percentages of total construction cost.
  • The committee has spent about $5,000 to date (SLR study). The board discussed the authority to finance design work, given the referendum approved $9 million for a new firehouse regardless of location. The town attorney opined that the referendum covers any location within town.
• Financing Discussion (Board of Finance): The board reviewed a financing schedule for capital purchases:
  • Brush truck: $324,000 (first payment due January 2026).
  • Payloader: $261,015 (to be approved at town meeting Sep 24).
  • Fire truck: $658,000 (first payment due February 2026).
  • Firehouse design: $430,000 over 10 months.
  • Total estimated financing need: approximately $1.543 million (including $50,000 for financing costs).
  • The financing will be done through a competitive public market issuance, likely in late fall 2025 (post-election) to secure lower interest rates (~3% per year). The board agreed to a one-year working capital note, with plans to roll into long-term bonds later. The schedule may be pushed back to December if required data cannot be provided by end of September.
• WPCA Budget and Accounting Support: The WPCA has approved an additional $35,000 (total $70,000) for dedicated financial services, and increased their contribution to the town's sewer bond obligations from $100,000 to $150,000. They also agreed to pay $6,250 for the pump-out boat. The board will create a job description for an accounting assistant to support Paula.
• School ADM Averaging: The Board of Finance chairs of Chester and Essex proposed a working group to explore moving from annual ADM (Average Daily Membership) to a five-year rolling average for school funding. Deep River's representatives (Jackie, Dwayne, Tim) will participate, with a focus on protecting Deep River's interests. The board noted that Essex would benefit most under current projections. The school consolidation report will be presented September 29 at Valley Regional High School at 7 PM.
• Other Items:
  • Town meeting set for September 24 at 6:30 PM to approve appointment of Sarah Makwickey as alternate to Planning and Zoning and expenditure of $265,000 from general fund for a new payloader (financing will reimburse the fund).
  • Deep River Day was praised for its success, led by Park and Rec Director Kaylee Anderson.
  • The 60 Club celebrated its 50th anniversary on September 27.
  • Inland Wetlands regulations public hearing scheduled for October 9.
  • The building official noted an underground oil tank at the elementary school needs to be pulled (not urgent, to be addressed in next budget cycle).
  • The board discussed billing Region 4 for police services at schools; data on calls for service will be requested.

Key Outcomes

• Vote to Approve Contractor Refund: Unanimously approved refund of $8,851.90 to contractor for permit fees at 561 Winthrop Road. (Motion by [unclear], seconded, all in favor.)
• Vote to Pay Town Hall Repair Bills: Unanimously approved payment of $34,841.84 (Service Master, Daniels Oil, New England Energy Controls) from the town hall repair line, with tracking through a separate account and insurance reimbursement expected. (Motion by Carol, seconded, all in favor.)
• Tabled Steel Rods Issue: Further discussion deferred pending a single clear invoice from DONE Engineering.
• Approved Master Municipal Agreement: Unanimous approval of Resolution for CT DOT right-of-way agreement.
• Firehouse Design Financing: Board of Finance agreed to include $430,000 for firehouse design in the upcoming bond issuance, but noted the schedule is aggressive and may shift to December.
• Bond Issuance Estimate: The board set a target of $1.543 million for the first short-term note, to be issued via competitive public market in late fall 2025.
• WPCA Accounting Support: Board approved moving forward with hiring an accounting assistant to support Paula, funded by WPCA.
• ADM Working Group: Deep River will send representatives to a committee on school ADM averaging.
• Next Steps: Town meeting on September 24, 6:30 PM; school consolidation presentation on September 29, 7 PM at Valley Regional; next regular meeting scheduled for October (date not specified).