These minutes are for informational purposes only. For official minutes contact either the Town Clerk's office or the First Selectman's office.

Budget Workshop

February 15, 2000

1. CALL TO ORDER

The meeting was called to order at 6:22 p.m. Present were First Selectman Anita Mielert, Deputy First Selectman Joel Mandell, William Garrity, John Romano, Madeleine Gilkey and Thomas Vincent. Also present were: Paul Fetherston, Assistant to the First Selectman, Mike Wrabel, Director of Public Works, Richard Sawitzke, Town Engineer, Gerard Toner, Director of Culture, Parks and Recreation, Kevin Kane, Director of Finance, and other interested parties.

2. PUBLIC WORKS/BUILDING MAINTENANCE/HIGHWAY/WPCA

Mr. Wrabel addressed his requested capital projects. He stated that a new generator is needed at Town Hall so that the entire building can function in a case of an emergency. Mr. Sawitzke stated that they need another pickup truck because currently they have 7 individuals and 2 trucks to cover all of the Town's properties. Mr. Wrabel stated that they are requesting a new communication system because some times communications are difficult and a repeater system is more efficient.

Mr. Sawitzke discussed his proposed capital projects. He stated that they would like to expand the parking lot at Boy Scout Hall and provide access to the library. He discussed the plan to change the Greenway crossing at Agway to a crossing at the light at Tower Business Park. Ms. Mielert noted that this project would require 20% matching funds by the Town. Mr. Sawitzke stated that they plan to finish connecting as much of the Greenway as possible.

Mr. Wrabel stated that they have proposed a joint project with the BOE which is a new fleet maintenance facility. He stated that the BOE would contribute $12,000 per year, over 10 years, towards this project.

Ms. Mielert stated that the $1 million budgeted for open space is based on the cost to purchase the 3 parcels under discussion. In response to Ms. Mielert, Mr. Sawitzke stated that the water and sewer extensions are recouped through assessments and are not an additional expense to the Town. Ms. Mielert stated that the Town's costs for the redesign of the West Street intersection will be $463,000 which would be bonded. Mr. Vincent questioned whether the Town would have to pay the differential for a brick sidewalk. Mr. Sawitzke stated that the Town would be responsible for the differential which is approximately $2.00 per square foot. He confirmed that the proposed brick wall would not be paid for by the Town because it will be a retention wall. Ms. Gilkey requested the price difference for utilizing brick instead of concrete sidewalks throughout the project. Ms. Mielert stated that they have not yet made a firm decision to use a brick sidewalk.

Ms. Mielert addressed the Simsbury Farms capital projects. She stated that she has budgeted the design fee for the new golf course clubhouse in 2000/2001 and the construction of the clubhouse in 2001/2002, with the Simsbury Farms Special Revenue Fund paying 50% of the construction cost.

Mr. Wrabel discussed the facilities management budget which has an increase of 5.12%. He noted the minor increases. He stated that his request for a new roof over the engineering area of Town Hall was denied. Mr. Wrabel stated that his capital project budget includes funding for repairs of masonry and brick at Eno Hall, as well as new draperies. He stated that $8,500 was budgeted to paint Boy Scout Hall. Mr. Wrabel stated that the budget for overtime is an increase of 10.5% and is based on a 10 year average. He noted his request for a $90,000 dump truck.

Ms. Mielert stated that she budgeted $200,000 less than was requested for road improvements. Mr. Wrabel noted that they are adding more roads to the system and have been deferring projects. He stated that the landfill budget was increased by $4,500 so the Recycling Committee can provide more education. Mr. Wrabel addressed residential rentals and stated that they are making improvements at Eno Farm which include the addition of a bottle washing facility and improvements to the foundation of the barn.

Mr. Wrabel stated that the WPCA budget is usually $4,000, but is projected as zero, with the $4,000 being built into the sewer use fund budget. He noted that the $14,500 for overtime at the sewer plant is due to contract negotiations for on-call coverage. Mr. Wrabel addressed minor increases in the budget. He noted that the vehicle maintenance budget is increased by $4,000 because the current budget is not adequate to maintain all of the vehicles. He stated that the sewer user fee is increasing from $108 to $118 because they want to increase the fund to prepare for the expansion of the plant.

3. ENGINEERING

Mr. Sawitzke stated that he is requesting an increase of $500 for consulting services which provide miscellaneous support. He stated that the budget for technical program equipment is decreased 53% because they replaced their CAD systems last year. He noted that specialized training and pilot programs have been included in this year's budget. Mr. Sawitzke stated that they anticipate $2 million for the design and administration of projects, and $2.7 million for review and field services for private development. He stated that engineering provides capital project support for the BOE and these costs are carried with the specific projects.

4. CULTURE, PARKS AND RECREATION

Mr. Toner addressed the Simsbury Farms golf course clubhouse improvement project. He noted that water line extensions and an upgrade to the septic system will be necessary for this project. He stated that they have received 4 proposals to do a feasibility study of the septic system and since they have to go through the DEP process the study will take 6-9 months.

Tom West, Chairman of the Simsbury Farms Complex Committee, urged the BOS to move forward with the renovation of the clubhouse. He discussed the reasons for the renovation and how it could be funded (Addendum 1). He requested a commitment from the BOS to go ahead with the project in 2000/2001 and funding from the Town on the amount of $375,000. He suggested that the needed infrastructure costs at Simsbury Farms should not be charged as part of this project. Mr. Mandell pointed out that the overall funding for the project is $1.3 million, including the estimate of $250,000 for the septic system and $150,000 for the water system. Mr. West noted that they have enacted a golf course fee increase which users understand is tied to the clubhouse renovation.

Ms. Mielert explained that the BOF is an unknown factor as far as whether they plan to approve 2 years of capital projects at one time. She stated that her budget assumes that they need the design information before they will know the construction amount. Mr. West expressed his concern if the design phase is completed but the construction is not done. Mr. Kane stated that he is concerned as to whether $1.3 million is an accurate estimate. Mr. West stated that the committee feels good with the $900,000 estimate, which includes contingencies and project fees. Mr. Kane stated that he expects that the BOF will request 2 years of capital projects.

Mr. Garrity pointed out that the anticipated $100,000 of revenue from the ice rink for 1999/2000 may not be there. Mr. Toner noted that there are some one time charges associated with the new ice rink. Mr. West stated that the Simsbury Farms Special Revenue Fund ended last year with a $60,000 fund balance and they expect the same for this year. Mr. Kane stated that with a small budget you want to have a 15%-20% fund balance, particularly when weather is an issue.

Ms. Mielert stated that they need to explain to the voters how the project will be self-funded. She suggested that the committee take their concerns regarding designing the clubhouse and not constructing it to the BOF. Mr. Vincent pointed out that the committee wants the construction to begin in Fall 2000, with allocation of all of the funds in the first year. Mr. Kane stated that the BOF discussed possibly changing their debt policy to 5% due to the high school project. He noted that this would allow up to $6 million of capital projects for 2 years, and there is currently $7.5 million budgeted.

Mr. Mandell noted that the construction of the clubhouse is much simpler than the construction of the ice rink. Mr. Sawitzke stated that the septic system will have to be addressed with a new clubhouse. He questioned whether they plan to expand the clubhouse at any time in the future. Mr. West stated that they will not expand the clubhouse once it is renovated. Mr. Sawitzke stated that they will need to find a location for a sub-surface disposal system or they will need a built system. He stated that the worst case will be a need to connect to the sewer system. Mr. Sawitzke stated that he agrees that the estimate for the clubhouse is a good number, but the septic system cost is unknown at this point. Ms. Mielert suggested that this project be added to the list for consideration at the last budget workshop. She noted that they may want to consider bonding the project over more than 10 years.

The meeting recessed at 8:34 p.m. and reconvened at 8:44 p.m.

Mr. Toner addressed the additional capital improvements requested. He stated that $250,000 has been budgeted for the construction of 2-3 multi-purpose athletic fields. He noted that they are counting on a hold-over of $50,000-$60,000 of funds previously budgeted for fields. Mr. Garrity noted that they lost the use of fields at CL&P. Mr. Mandell questioned whether the fields at Latimer Lane School can be used. Mr. Toner stated that the fields at Latimer Lane School will not be maintained as athletic fields and he would have to clarify if they can be used. Mr. Garrity expressed his concern that the BOS made a commitment to build fields and they haven't built any in 3 years. Ms. Mielert noted that they may need to coordinate the construction of fields with the high school project.

Alan Plotkin expressed his concern that there is still an issue of no sites for fields. Ms. Mielert stated that the status of the high school is unknown and they need to have funding in place to be able to act when a site is determined.

Gerry Garlick stated that they also lost 1 field at Weatogue Park because it is unsafe and unusable. He noted that the soccer club recently contributed $12,000 to the Town for irrigation at Squadron Line School. He stated that the need for fields has increased, the demand has increased, and they have lost fields.

Ms. Mielert stated that they have budgeted $175,000 in the second year for improvements at Weatogue Park, Memorial Field, Tariffville Park and Meadow Pond. Mr. Vincent stated that when the Town maintains the fields they are better maintained and more accessible for the leagues. He suggested that the Town deserves more money from the BOE for maintaining their fields. Mr. Toner stated that they have given the BOE a list of capital items that need to be done, which includes an irrigation system at Henry James School.

Mr. Toner stated that he has requested the replacement of a 1987 truck in the CNR budget. He stated that Simsbury Farms improvements include replacing the rubber matting in the warming room at the ice rink and work on the paddle tennis courts. He stated that he has budgeted $100,000 for the golf course which includes completion of the cart path renovation and addressing drainage issues. Ms. Mielert noted that the Simsbury Farms items will be funded through the Simsbury Farms Special Revenue Fund.

Mr. Toner addressed his operating budget which accounts for parks and facility maintenance of those facilities which do not generate extensive revenue. He stated that this budget includes an increase of 5.38%, or $27,996. He noted that personnel costs will increase by $30,000 so there have been reductions within the budget. Mr. Toner pointed out the $5,000 budgeted for work on the bike path behind the Mountain Farms subdivision, and the $2,000 for sink and toilet replacement at the Apple Barn.

Mr. Toner discussed the Simsbury Farms Special Revenue Fund. He stated that his fund is in it's third year and was subsidized for $65,070 this year. He stated that next year the fund will be subsidized by $47,934. Mr. Toner reviewed the expanded programs at Simsbury Farms. He stated that the need one full year of use at the ice rink to determine its costs and revenue. Mr. Toner stated that $46,500 has been budgeted for the Simsbury Farms golf course, which includes the pro shop and maintenance costs.

5. ADJOURNMENT

The meeting adjourned at 9:25 p.m.

Approved February 28, 2000