Board of Selectmen approves routine contracts, appointments and a change to outdoor dining season

The New Canaan Board of Selectmen on Feb. 25 approved a package of appointments, event permits, vendor contracts and administrative purchases and voted to change the town’s outdoor dining season.

The board voted on a series of separate motions, each taken individually during the meeting. The selectmen approved appointments to municipal boards, permits for local events and festivals, multiple fire-department repair and equipment contracts, a contract to help renew the wastewater discharge permit, the installation of a second pool pump at Steve Banco Pool, the planned purchase of a parks truck, and several personnel hires. The board also approved an annual outdoor dining season change that will take effect going forward.

Why it matters: these routine approvals authorize town departments to proceed with repairs, contracts and events that the town says support public safety, recreation, downtown commerce and municipal operations. A small number of the items (notably the parks truck purchase) involve multi‑thousand dollar capital outlays that appear in departmental budgets.

Most consequential votes (high-level summary) - Outdoor dining season: The board changed the sidewalk cafe/outdoor dining season to run annually from May 1 through the first Sunday in November (motion approved unanimously). The change was presented as a response to retailer feedback about visual impacts of underused seating in April and to align with practices in nearby towns.

- Events and vendors: The board approved requests allowing vendors (food and apparel) at the New Canaan Lacrosse Association’s Cochrane Classic (May 2025) and the Gauntlet (June 2025) and approved up to four food/beverage vendors for the Waveney Park Carriage Barn Arts Festival on Sept. 28, 2025 (rain date Oct. 12). Approvals were unanimous.

- Fire Department contracts and software module: The board approved multiple Fire Department vendor actions (repair and PO increases with apparatus vendors), an increase for ladder/engine repairs, a purchase order for a records-management addition (Community Connect portal/module with Locality Media) and equipment purchases with Fire Tech & Safety. Those motions were approved as presented (unanimous).

- Wastewater permit renewal: The board approved a professional-services contract with AECOM for $17,560 to support renewal of the Water Pollution Control Facility’s National Pollutant Discharge Elimination System (NPDES) permit (motion approved unanimously).

- Pool infrastructure: The Recreation Department’s contract to install a second main pump at Steve Banco Pool with J & J Pool & Concrete Services LLC for $49,400 was approved unanimously. Town staff said the second pump would serve as an on‑site backup to avoid multi‑day closures if the primary pump fails.

- Fleet replacement: The board approved purchase of a Chevy 3500 HD Silverado from Carl Chevrolet as a parks/fleet replacement vehicle. The stated net cost after trade was $63,415; the motion passed with one abstention.

- Personnel and appointments: The board confirmed several personnel actions including the appointment of John Clark to fill an unexpired term (three-year term through 12/01/2025), the appointment of Thomas (Tom) Herman to the Conservation Commission (two-year term through 12/01/2026), appointment of Scott Becker as chief building official for a four-year term, and hiring of two part‑time administrative assistants for the tax collector and assessor offices. Those personnel motions were approved unanimously.

- Travel and other administrative approvals: The board approved two employee travel expense requests (attendance at the New England Turf & Grounds Conference, March 5–6) and approved purchase orders related to an upcoming bond sale (Moody’s and Munistat fees). Legal bills on this warrant were approved. Motions on these items were approved as presented (unanimous).

Votes taken and outcomes (concise list) Note: where the transcript records only “so moved” without naming the mover/second, mover/second are listed as not specified. 1) Approve appointment of John Clark to fill an unexpired term through 12/01/2025 — motion to approve (mover: not specified; second: not specified) — outcome: approved (unanimous). 2) Approve appointment of Thomas (Tom) Herman to Conservation Commission through 12/01/2026 — outcome: approved (unanimous). 3) Permission for New Canaan Lacrosse Association to allow vendors (apparel and food) at Cochrane Classic (May 2025) and Gauntlet (June 2025) at Waveney Park/Water Tower Fields — outcome: approved (unanimous). 4) Approve up to four food/beverage vendors for Carriage Barn Arts Festival, Sunday Sept. 28, 2025, rain date Oct. 12, 2025 — outcome: approved (unanimous). 5) Change annual outdoor dining/sidewalk-cafe season to May 1 through first Sunday in November (effective going forward) — outcome: approved (unanimous). 6) Fire Department: approve contracts/POs listed in the meeting packet and read into the record (Northeastern Fire Apparatus — $25,890.26 for repairs; Northeastern Fire Apparatus PO increase — $47,250; Gowans/Gowan(s) vendor — $60,000 for repairs; Locality Media Inc. — $13,000 for Community Connect module; Fire Techs & Safety — equipment purchases per packet) — outcome: approved (unanimous). 7) Approve increase to Gowans (apparatus vendor) PO to $60,000 to cover repairs — outcome: approved (unanimous). 8) Approve Locality Media Inc. agreement (records-management module / Community Connect) not to exceed $13,000 — outcome: approved (unanimous). 9) Approve Fire Tech & Safety purchases (equipment and PPE as listed) — outcome: approved (unanimous). 10) Approve contract with AECOM for professional services for WPCF NPDES permit renewal in amount $17,560 (plus contingency in packet) — outcome: approved (unanimous). 11) Approve J & J Pool & Concrete Services LLC contract for installation of second main pump at Steve Banco Pool for $49,400 — outcome: approved (unanimous). 12) Approve purchase of Chevy 3500 HD Silverado (Carl Chevrolet) as fleet replacement; net cost after trade $63,415 — outcome: approved (one abstention recorded). 13) Approve travel expense requests for two employees to attend New England Turf & Grounds Conference March 5–6 for $775 — outcome: approved (unanimous). 14) Approve AECOM WPCF engagement (see item 10) for NPDES renewal — outcome: approved (unanimous). 15) Approve appointment of Scott Becker as chief building official, four‑year term — outcome: approved (unanimous). 16) Approve hiring of part‑time administrative assistants: Linda Sadani (tax collector’s office) and Nicole Barrett (assessor’s office) — outcome: approved (unanimous). 17) Approve legal bills on warrant — outcome: approved (unanimous). 18) Approve bond-related purchase orders for Moody’s ($37,500) and Munistat ($15,000) related to an upcoming $35M bond issue (police station and other projects) — outcome: approved (unanimous).

Discussion notes and context - Outdoor dining: Town staff said the change responds to retailer feedback that empty tables/chairs in April produce an undesirable visual and that September–October are more consistently favorable months. Staff cited a local survey and noted Greenwich uses a November-inclusive end date. The board discussed monitoring fees and possible future adjustments.

- Lacrosse and Carriage Barn Arts Festival: Organizers described expected field, team and attendance counts for the Cochrane Classic and Gauntlet tournaments (youth divisions, multiple simultaneous fields, thousands of participants over multi‑day events) and said vendors/food trucks are pre‑screened; organizers said proceeds help subsidize youth program costs. Carriage Barn presenters described vendor counts (~50 artist booths, 4 food vendors last year) and public-safety/traffic coordination with CERT and police.

- Fire Department records-management module (Community Connect): Fire officials described the module as a portal for residents and businesses to submit information (burn permits, gate codes, scheduling inspections, pre‑planning commercial site data) so crews can access property-specific information from tablets when responding to calls.

- Pool pump: Recreation staff said the town already owns a second main pump and seeks $49,400 to install it as an on‑site backup to reduce the risk of multi‑day pool closures if the primary pump fails. The work includes piping and repair of a leakage in the filtration room.

- Fleet replacement: Parks staff explained the long lead times for heavy trucks and that the quoted vehicle will replace a 2015 unit. The motion on the truck purchase was approved with one abstention.

What the motions do not do - Motions authorized spending or contract awards as described in the meeting materials; none of the votes in this meeting approved new, unbudgeted ongoing programs or made regulatory changes beyond the outdoor dining season dates. When funding sources were discussed, staff described most items as budgeted or covered by insurance where applicable.

Ending The board convened several follow‑up finance meetings and budget hearings for the week following the meeting; selectmen noted continued work on personnel negotiations and the upcoming bond process.