Town staff updates council on capital projects, playground fundraising and road funding needs

Town staff reviewed the status of major public-works capital projects and budget drivers at a New Canaan briefing, detailing a mix of completed work, delayed projects tied to outside fundraising and bid-dependent estimates that could require additional approvals.

The discussion focused on four items: the Waveny Park playground (originally budgeted at $455,000), estimates and potential demolition of Erwin House, pending bids for the Waveny house exterior work and elevator, and a proposed rise in annual road-maintenance funding from recent levels to about $3.5 million to sustain the town’s pavement condition index (PCI).

Why it matters: these capital choices affect tax-supported versus bonded financing, potential follow-up approvals if project costs grow because of private fundraising, and near-term budget tradeoffs that could change how other projects are funded.

Jennifer, a DPW/finance staff member present at the briefing, said the town’s list reflects the fiscal 2025 budget book and that staff expanded the view to show the status of fiscal‑25 projects. She noted that the playground project had an original appropriation of $455,000 and that about $117,000 of that has already been spent on a fitness area that was separated out and completed.

Staff and elected officials discussed the Friends of Waveny Park Playground’s parallel fundraising campaign. The friends group has begun a capital campaign and applied for grant cycles and small economic assistance grants, staff said. Town staff said they are working with the friends group to determine final scope and timing and that the commission directed staff to form a committee and coordinate with the group.

Officials agreed that if the playground’s final cost exceeds the $455,000 already authorized by the town, the project will need to return to the relevant board(s) for additional approvals before spending beyond that amount. Town staff described this as consistent with the town’s “BOC amendment” requirement that projects placed on public land with donated funds be brought back to the council when scope or funding changes materially; staff emphasized that the town had not approved any increase beyond the $455,000 allocation.

On Erwin House, staff said they hired an outside firm to perform an "envelope" analysis and broader assessment. The consultant estimated approximately $1.319 million to address the exterior envelope alone; interior rehabilitation would add roughly $400,000 in staff estimates, putting full building rehabilitation costs well above the exterior estimate. For demolition, staff said they had a contractor quote of about $175,000 and expected environmental investigation and remediation costs to range widely (staff estimated $100,000–$400,000). For planning purposes, staff said they had provisionally set aside roughly $400,000 in the current budget for demolition and environmental work and that, if the selected appropriation is approved, the town’s available funds for demo/environmental would total about $530,000 in combination with prior allocations.

Work at Waveny House is under way: staff reported that upstairs bathrooms are complete, downstairs family bathroom sign‑off was pending but expected imminently, and elevator shop drawings are released for construction with an anticipated delivery window beginning in December and installation targeted for January. The building-envelope work is out to bid, with walkthroughs completed; bids were due at the end of the month and staff expected to return to Board of Finance and then to the Selectmen for bond authorization before construction begins.

Road maintenance was a major budget topic. Tiger, identified in the briefing as town public works staff, summarized a multi-year analysis that showed the town could no longer sustain prior lower funding levels and recommended increasing road program funding to about $3.5 million annually. He explained that the town had held annual road funding at lower levels for many years and that the pavement condition index (PCI) improved when the town previously invested more. Staff warned that underfunding road work in one year typically increases costs in subsequent years because deterioration accelerates and contractors’ prices rise (staff cited typical annual material/contract escalation in the mid‑single digits). Staff said residents tend to notice road condition declines when the PCI drops toward the high‑70s and that maintaining the index near the high‑80s requires consistent investment.

Staff also described programmatic budgeting rules and thresholds used in the town: items above $50,000 are generally bonded while those at or below that threshold are tax‑supported capital. The town’s Board of Finance recently did a capital reconciliation and returned approximately $4.5 million in previously requested capital appropriations to the town’s fund balance after closing or reclassifying projects.

Several council members requested that the Friends of Waveny Park Playground provide a formal update to the council on fundraising progress and timing so the council can consider any formal action if the project scope expands. Staff agreed to invite the friend group to present at an upcoming meeting.

No formal vote or motion was taken at the briefing; staff and officials discussed next steps and agreed certain items (large scope changes or additional appropriations) will be brought back to the Board of Finance and the Selectmen or Town Council for authorization.

Looking ahead: staff said bids and environmental reports will determine final costs for several items; if analyses produce larger figures, specific projects will return to the boards for additional approval. Meanwhile, staff recommended maintaining or increasing road funding to avoid future, higher repair costs.