TOWN OF SIMSBURY
BOARD OF SELECTMEN
BUDGET WORKSHOP
FEBRUARY 3, 2003
CALL TO ORDER
The Budget Workshop meeting of February 3, 2003 was called to order at 6:07 p.m. in the Building Official's former office of the Simsbury Town Offices. Present were the First Selectman Thomas Vincent and Board Members Joel Mandell, John Romano, Anita Mielert, Madeleine Gilkey, and William Garrity. Other interested parties were also present.
Mr. Vincent asked for a motion to move item number 8 on the agenda to number 2 and move the rest down.
Mr. Garrity made a motion and Mr. Romano seconded the motion with all in favor.
PRESENTATION, DISCUSSION AND POSSIBLE ACTION ON PROPOSED SIX YEAR CAPITAL IMPROVEMENT PLAN AND CAPITAL NON-RECURRING EXPENDITURES FUND
Mr. Vincent noted that Mr. Sawitzke was here to speak and tomorrow evening he will make a presentation on the band shell. Mr. Sawitzke noted estimates in increases for the police station renovations to include changing the dispatch center location with its own environmental controls, bathroom, and security. There will be a sealing of the walls internally. It seems more extensive since heating units have to come out to seal properly. Also the haz-mat renovations, for example floor tiles may need to come out. Gutters and shingles and general HVAC upgrades will also need to be done. The total project is up to $1,988,795. Mr. Mandell mentioned many of the renovations were recommended in the report. Mr. Sawitzke agreed. Mr. Sawitzke mentioned that last year a Direct Digital
Control System was installed. Ms. Mielert asked if that includes all the recommendations from the consultants. Mr. Sawitzke said yes. Mr. Garrity asked if there has been a comparison with renovating to putting on an addition. Mr. Sawitzke said it was looked at and some additional area is being added. Mr. Sawitzke feels the plan works well. Mr. Garrity wanted to mention that renovations tend to cost more than expected. Mr. Vincent asked if anyone had anymore questions.
Mr. Vincent asked that Kevin Kane give a presentation of each agenda item followed by questions for the appropriate directors. Mr. Vincent stated if any member would like to make any changes to the budget he will keep a list and will go over the list at tomorrow evening's meeting to remind everyone of the changes and possibly have a vote on any items. Ms. Mielert mentioned in past voting on the whole thing. Mr. Vincent said yes. If you want to reduce a specific line item we will vote separately on the change. Ms. Mielert asked if the board will get to see any changes made by the Board of Finance. Mr. Vincent said yes.
PRESENTATION AND DISCUSSION OF PROPOSED FY 03-04 FACILITIES MANAGEMENT BUDGET
Mr. Kane reviewed the Facilities Management Budget. He overviewed the public works administration with no changes. The building and maintenance account including custodians has been changed to reflect a reduction by $8,500. The painter's assistant position can never be filled so the part time position has been removed. Town Offices, maintenance account, has no changes. Eno Memorial Hall maintenance account has no changes. Ms. Mielert questioned the jump in sewer use charges. Mr. Wrabel explained the increase. Last year's increase did not go up to the recommended amount. Miscellaneous Buildings budget ,includes Scout Hall, Bus Shelter and Cemetery and has no changes. The Highway Labor and Equipment budget has one change with a foreman planning to retire mid year
allowing half a reduction. Highway Facilities and Programs budget, has similar increase as expected. Mr. Kane noted that road improvements have come back into the operating budget usually a part of bonding and a new street sign program is being introduced
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of $20,000 every year for next five years. Landfill budget has some changes with cutbacks in the facilities maintenance area. Mr. Mandell asked about public agency support. Mr. Wrabel explained that refuse collected in town does not go to a transfer station here. Paine's or All Waste transport it directly to the MDC in Hartford. Because there is no transfer station the MDC reimburses the town per ton of refuse and we in turn pass this on to the hauler, Paine's or All Waste. Mr. Wrabel said everything that is here is a pass through.
Mr. Kane asked the Board to turn to tab 21 in books and review the CNR to recap that some requests from the facilities management budget, the Eno Memorial Hall and Highway replace salt barn roof are two requests for CNR.
Mr. Garrity asked about privatizing janitorial services and has there ever been any comparisons to the cost. Mr. Vincent asked Mr. Sawitzke about ever doing this. Mr. Sawitzke explained years ago they checked into that for snow plowing. Mr. Vincent used the snow plowing as an example that did not work out.
Mr. Garrity thinks it should be checked into again. Mr. Wrabel noted that janitorial services have never been privatized , but HVAC system maintenance, burglar and fire alarms, sprinkler systems, boiler cleaning, phone systems, elevator services, are all handled by outside vendors. Mr. Garrity suggested to simply look at some of things we do ourselves and take a look outside to make sure of any cost savings. Ms. Gilkey asked if any other towns have privatized services. Mr. Wrabel said he would look into this.
Mr. Romano asked Mr. Kane what a 1% change on the entire budget, for example from 4.24 to 3.25, would do to the overall budget. Mr. Kane said there is almost a 1% change on this budget showing reduction of $26,000. Mr. Kane said a line item can go over but the category needs to stay whole.
Mr. Romano sees a lot of costs to be more than projected and it just gets carried over and over. Mr. Kane said he is correct. Mr. Kane used Meadowood as an example and Mr. Wrabel having to freeze some line items while the Board of Selectman pays for Meadowood. Mr. Kane said it happens every year. Mr. Kane said some of these line items have been frozen for years. Mr. Wrabel said some line items have even been eliminated, including a line item in highway for purchase of equipment, that line item of $90,000 has disappeared. Mr. Garrity said this is why we have to make tough decisions on people and other things. Mr. Mielert said we can not assume every year we have had in the past was status quo. Ms. Mielert said that $90,000 line item needs to reappear again. She said you
can not do without the trucks forever. She said right now we have a bulge of students who need to be educated. Maybe in the future when there are less students, the Board of Education can employ less teachers, then there will be more money for asphalt. These are choices we have to make. She made the point that once we vote on this it will be called the Board of Selectmen's budget. She mentioned in the past that department heads think this is their money, but it is not. Mr. Wrabel mentioned more money in paving budget is a need. He understands this will not happen this year but he pointed out the deterioration of asphalt, and pavement conditions versus funds with his charts. He explained the pavement condition index to include pot holes, cracks, and graveling. Mr. Wrabel asked to think of next year. Mr. Garrity said it needs to be put out in a bond. Mr. Garrity said it would be impossible to fit this into the budget
caps that we have. He said you will have to put it in a bond and take it to the residents of Simsbury to vote. Ms. Mielert said if you bond it has to be good for at least ten years. She asked if Mr. Wrabel's timeline is five years. Mr. Wrabel said it is close to it. Ms. Mielert said the big drop is at twelve years. She asked about looking into incorporating one million dollars twice in the next six-year plan. Mr. Garrity thinks Mr. Sawitzke should be consulted on how he went out and got a bond years ago to do work. Ms. Mielert confirms with Mr. Wrabel that this does not just include main streets. Mr. Wrabel confirmed it is for every town-accepted street. Mr. Vincent said he will obtain information on this to be accurate. Mr. Romano asked about the difference between town offices and the capital. Mr. Wrabel clarified the capital items are the roof, gutters and masonry work outside. The other includes
redoing the reception area with furniture, carpet and workstations. Mr. Romano thought this was covered under the capital budget. Mr. Wrabel said that was for downstairs and exterior of building and the HVAC system. Mr. Wrabel mentioned saving $20,000 for a generation installation needed for outside. Ms. Mielert asked about town aid money. Mr. Wrabel said town aid roads was cut last year by one third. Mr. Kane clarified that it was cut this year. Mr. Wrabel noted the one third cut by the state and for next
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year there will be another cut from the state. He said the town of Simsbury expects to receive some $160,000 and we received July payment of $80,000 but we have not received the January remaining payment and the Governor and OPM are trying to decide if we will even get it. Ms. Mielert asked if he was going to buy a truck with the money left over in that fund from previous years. Mr. Wrabel said he would like to buy a truck. He said his capital budget was supposed to include a truck, a sweeper, and a back hoe and they are all overdue but can't do all of them. Mr. Kane said he thinks he can show sufficient funds out there for the trucks. He said you will have to address it for next year. Ms. Mielert said we will have to look at adding that line item again. Mr. Wrabel said the
governor's cuts will create hardships for us. Mr. Romano asked about highway facilities and the street lights costs. Mr. Wrabel said the amount is for the electricity, street lights and traffic lights. If a state road intersects with a town road the town pays for electricity for that traffic light. Mr. Romano asked what the line item for electricity was for then. Mr. Wrabel explained Simsbury paying for the street lights up and down Old Meadow Plain for example along with repair and maintenance. Mr. Romano asked if we are expecting $93,000 in one year but only budgeted only $85,000 how is that. Mr. Wrabel said this is from a couple years ago when deregulation was phased in and CL & P had to provide us with a 10% cut and anybody else would have to beat the cut in order to provide service here. Mr. Wrabel said deregulation is phased out next January 1. Mr. Wrabel said CL & P and United Illuminated are only providers
for our town, everyone else has pulled out of the state. Ms. Gilkey asked what would happen next January 1. Mr. Wrabel does not know but a recent article in newspaper cited looking at a 10%-15% increase. Mr. Romano is frustrated by looking over line items to try and save but in the end it seems not to mean anything. Mr. Vincent asked if he was specifically wanting to cut the street lights. Mr. Romano said no. Mr. Mandell wants to hear about the cuts from Mr. Romano, he then proposed coming up with a cut list versus a wish list. Mr. Mandell did note that Mr. Wrabel's budget is an overall decrease of .08%. Mr. Mandell asked about office supplies amount. Mr. Kane said he could run an accounting report for last three or four years to see what people have spent if the board prefers. Mr. Garrity said the Board needs to decide if they want to make hard decisions with something that will make a big impact. Mr. Garrity
mentioned taking a better look at the Sword's report. Mr. Mandell does not disagree but would be interested to hear what exactly should be cut. Mr. Garrity said the Board should look at what the Sword report recommends and discuss. Ms. Mielert said we need to schedule that. Ms. Mielert suggested having a smaller working group to discuss it or take assignments home and come back on Tuesday. Ms. Gilkey asked Mr. Kane about the half position and people retiring helping out the budget through attrition. Mr. Kane talked about the positions that were eliminated, including, a part time building official, a part time clerk in town clerk's office and the assistant engineer, and the road foreman position. Ms. Gilkey asked with all those positions through attrition we are still at 4.25. Mr. Kane said yes. He pointed out tab three under personal services and benefits to explain. Mr. Garrity mentioned having the man
who wrote the Swords report here to discuss. Mr. Vincent mentioned the budget is at 4.25 with being here everyday and making decisions to least effect individuals. The Swords report is a recommendation by a consultant. He asks if board members want to make a cut they have to make the call and make an explanation of it and then we vote on it. Mr. Romano asked about line items making an impact. Mr. Vincent explained the difference it would make. Mr. Kane explained bringing budget down to 3.24 and the dollar amount of savings. Ms. Mielert thinks we need to take look at the big picture in this budget of 75% personnel services as a fair way of treating an approach to the budget. Mr. Vincent said we do eventually have to make a decision. Mr. Vincent said he came up with 4.25 and is comfortable with that. If someone wants to go below that then they have to come up with the idea. Mr. Vincent and Ms. Mielert continue to
discuss possibility of making personnel changes to the budget. Mr. Mandell noted he would like to listen to anyone's idea. Mr. Garrity would still like to hear from the writer of the Swords report and does not think it is too much to ask. Then he would like to ask the department heads about the effects. He asked if there was enough time to do so. The deadline is March 15th. Mr. Romano would like to see the budget less, by trying to pull a percent off each item. The upcoming meeting schedule is discussed. Mr. Mandell said we are not making decisions tonight. Ms. Gilkey reminded the board that the Swords report author has a schedule of his own as well.
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Ms. Mielert asked about Employee Benefits increase on tab 3. Mr. Kane referred Ms. Mielert to tab 12 Fringe Benefits and Insurances falling into the budget. He said Social Security increase is minimum and the general liability coverages 25% increase in all the line items is increase in this years actual premiums so you are not seeing the actual 25% increase rather the 14% increase. Under Employee group insurance increases include a 12% increase in Connecticare and 15% increase for PPO and 19% of increase in indemnity and 25% increase in prescription for major medical. Ms. Mielert asked how many people are still under indemnity. Mr. Kane was unsure and said these numbers will change. He mentioned the CSEA union settlement that put a cap on health insurance causing
several to move coverages. The only group left in the indemnity program right now is Public Works. Ms. Mielert said this is one thing we need to look at, doing away with the indemnity plan will save us a lot of money. Mr. Kane said life insurance is just an increase based on payroll. He said the disability insurance has gone up and also as part of the settlement employees bargained for better disability policy. Mr. Kane said it is a good benefit. Mr. Kane reviewed unemployment and pension. Pensions have increased. Mr. Kane said the past service cost has become a past service credit in turn the valuation is higher than the liability with the town able to fund the lesser amount. That number has swapped out and there isn't much of a credit left. Ms. Mielert asked about those about to retire.
Mr. Kane said the valuation is already done for somebody ready to retire and we can not change.
PRESENTATION AND DISCUSSION OF PROPOSED FY 03-04 SEWER USE FUND BUDGET
Mr. Kane reviews the Sewer Use Fund on tab 16 for the Board with information obtained from Jim Clifton.
Mr. Clifton spoke about his budget and trying to keep it as low as he can. Mr. Mandell asked about the consultant fees. Mr. Clifton said it was a pass through. For example if a developer comes through town, we have the design for their sewer system looked at by a professional and they charge us and we in turn charge the developer. He said that is an estimate. Mr. Wrabel said the expenditure must be approved somewhere. Mr. Mandell asked about chemicals and lab supplies. Mr. Clifton explained the reason chemicals and lab supplies are used more in winter season for example. Mr. Mandell asked what has increased the cost. Mr. Clifton explained it is the polymer used that has increased the cost. Mr. Mandell asked about the heating oil costs. Mr. Clifton explained it is
based on historical use and the cost of heating oil going up. Mr. Wrabel said last year was warm and it may depend when the tank was filled. Mr. Romano questioned the budget approved and the estimated difference for building supplies Mr. Clifton said they backload some things. Mr. Clifton said his plant is 27 years old and it is easy to spend a large amount of money quickly if something goes wrong so he holds on to it in case a need arises. Mr. Garrity asked why not carry the approved amount of $10,000 instead of $5,000. Ms. Mielert asked if the nitrogen is actually a negative credit said that is money we pay. Mr. Clifton said they expect the amount to be less than originally estimated. Ms. Mielert asked who lowers it. Mr. Clifton said the DEP. Mr. Kane noted the sewer fund is similar to the Board of Selectman budget with a 1% charter rule.
PRESENTATION AND DISCUSSIONOF THE PROPOSED FY 03-04 RESIDENTIAL AND PROPERTIES FUND BUDGET
Mr. Kane goes over the budget on tab 17. Mr. Kane said Mr. Wrabel was conservative in his budget.
Mr. Kane mentioned that The First Selectman did increase the building improvements line item by about
$ 6,105. Mr. Kane explained reasoning to be similar to that of the sewer use fund. If you need a little more you have it. Mr. Wrabel commented on the sewer user charge being 10% over what is assumed and it could be more. Ms. Mielert asked when the WPCA will act. Mr. Wrabel said they usually wait until the budget has been approved. Mr. Mandell said it is fair to assume there will be an increase. Building Improvements also increased. Mr. Wrabel noted one individual is expected to move in next year and has been there for 26 years. The unit will need renovations. Mr. Romano asked about the budget commentary and he noted the increases. Mr. Kane said the Board has no mechanism to get funds if something is needed
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in one of the houses. If you do not budget for even a small amount you have no way of fixing anything. He said through the charter you can only get $500. Mr. Kane said there is about a $67,000 balance in the fund balance and noted to get it you must appropriate it. Mr. Kane said the Board of Selectmen's authority is 1% of the budget. Mr. Vincent said if one of the houses collapses you can not get to this money even though the $64,000 sits there. Mr. Wrabel explained that Mr. Kane increased his requests so that if he were to ever need it is available without going to a special town meeting. Mr. Kane noted for the future if some material work needs to be done then the future budgets should reflect that, if you do not spend it fine. Mr. Mandell said he would not want to tax the
public for that. Mr. Kane explained this fund is a self sustaining fund no taxation with revenue coming from the rents. Ms. Gilkey confirmed there is just $60,000 just sitting out there and it won't decrease. Mr. Kane explained you can take money out of the fund balance and post it as a revenue if so desired instead of going through taxation. Mr. Garrity asked about building grounds and maintenance in tab 7 does that include the rental houses. Mr. Wrabel said yes. Mr. Garrity asked why we can not sell these properties. Mr. Vincent said there are certain restrictions.
PRESENTATION AND DISCUSSION OF THE PROPOSED FY 03-04 PUBLIC SAFETY BUDGET
Mr. Kane reviews tab 5 the Public Safety budget. Mr. Kane noted the police are still in negotiations so their wages are not current under personnel services. The following items were changed Longevity was changed
and collective bargaining was increased and public agency support and gasoline were both decreased. Office equipment has nothing out there, the request for new copier is under the CNR budget and it is happening. Ms. Mielert asked where the chargeback for the copier is located. Mr. Kane explained they can be found under tab 14. Chief Ingvertsen noted that there has been a state mandate about 911 system concerning medical calls received from the public needing medical instruction from the dispatcher. Chief explained the start up fees, and they did research and determined that the police department could handle this themselves. This is all within the law. Chief noted various line items that were reduced. The largest increases were the gasoline and the mandated training from the state
and the maintenance contracts for various aged equipment.. Mr. Mandell asked where was that increase. Chief said you'll see it under equipment maintenance. Mr. Romano confirmed the mandated training is under conferences and education. Mr. Romano asked about performance measurements, what are alarms. Chief said it is business, house and fire alarms. Mr. Romano asked about aided cases. Chief said mostly medical assistance and people who lock their keys in the car is also service here. Mr. Mandell asked about support services. Chief explained this is a contractual item that includes nutritional and fitness program provided upon an officers request. It also includes employee assistance program, college reimbursement, equipment put into the cars, photo services, cruiser markings on the sides, CROG, and computers in the car, regional activities, drug squad and scuba team. Mr. Mandell asked about the tech
and programs supplies. Chief said again it is the same type of a grouping of things, such as flares, fingerprint supplies, and ammunition for example. Mr. Mielert asked where are the cars. Mr. Kane explained under operating transfers. Ms. Mielert asked about the special duty fund. Chief said it is doing very well and it funds itself. Chief said they have been continuing implementation of the cruisers into other departments as they finish with them.
Mr. Kane noted the civil preparedness budget is usually not used but it is necessary.
Chief said they used it in the past for table tops and cots.
PRESENTATION AND DISCUSSION OF PROPOSED FY03-04 DOG FUND BUDGET
Mr. Kane directs to tab 18 and explained there is a fund balance in this fund. He said it is a self sustaining fund. Mr. Kane said there was a settlement in CSEA contracts under personnel services. Minor adjustments were made to the budget. The overtime account was decreased since not being used and gasoline was decreased as well also a CNR fund chargeback is listed, a new vehicle for the dog warden. Mr. Romano asked about the postage and advertisements. Chief explained they must advertise the dogs
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that are picked up in area newspapers as well as public notices. The postage is for reminders for residents needing to renew their licenses. Mr. Romano questioned the animal related arrests. The Chief explained these to be anything from failure to license dog up to abuse. The Chief mentioned the money collected from this has been going to the state and he has proposed to Mr. Vincent and town attorney to have an ordinance allowing the money come to the town instead. The Chief noted the tremendous amount of phone calls related to animal control and the officer handles them all.
ADJOURNMENT
Mr. Vincent requested a motion to adjourn and Mr. Mandell made the motion and Mr. Garrity seconded. All were in favor. The meeting was adjourned at 8:42 p.m.
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