Simsbury, CT - BOS - February 3, 2004 (Workshop)

The Budget Workshop meeting of the Board of Selectmen was called to order at 6:00 p.m. in room 106 of the Simsbury Town Offices on February 3, 2004. Present were the First Selectman Thomas Vincent, Board Members Joel Mandell, John Romano, Madeleine Gilkey, William Garrity, and John Hampton. The Assistant to the First Selectman Brandon Robertson and other interested parties were also present.

First Selectman Vincent addressed the board about Mr. Garrity's question the previous evening. He explained that the worker's compensation mod was .69% which was very good and Mr. Kane explained as well. Mr. Vincent said the increases for medical insurance are usually between 10-15%. A worksheet was given to the board members from Kevin Kane, Finance, to explain 5 year averages.

Mr. Vincent also updated the board with the land records charges in the Town Clerk's office. The per document charge is $4.31 and we had a 10% increase. Ms. Keily discovered that area towns including Avon, Farmington, Granby, all had a 10% increase exactly and with the same company. The two companies that perform this function are COT and ACS. COT services about 70% of Connecticut and ACS has about 10-15% and the other towns, bigger towns usually, will do the service in house.

Mr. Wrabel spoke about his Facilities Management budget. He explained that increases were mostly due to personnel and energy related costs; electricity, natural gas, propane, gasoline and diesel. Mr. Wrabel projected fuel costs based upon the projection of the regional consortium. Mr. Romano asked about building maintenance administration and increase in part time costs. Mr. Wrabel explained the part timers are in the union and he explained the custodial duties and hours. Mr. Wrabel also explained vehicle maintenance costs for Mr. Romano and the bulk fuel buying. Ms. Gilkey confirmed the predicted price for gasoline will be five cents higher. Mr. Kane explained for Mr. Mandell that the increase under properties was for capital expenditures. The plow and sander was capitalized.

He explained to Mr. Romano that the electricity increase was based on the projected increase for including the air conditioning in the auditorium only not for the whole building. The rate increase based upon CL&P is at 2%. Mr. Wrabel explained costs and the processes involved with heating the whole building or just the auditorium.

Miscellaneous buildings budget was described by Mr. Wrabel. The major increase is due to new facility on Town Forest Road and costs for this facility are shared with the Board of Education. Highway Department Labor budget increases were explained by Mr. Wrabel. Personnel costs and costs for 10 year old dump truck were explained. Mr. Romano received explanation for the retired employee and the costs from Mr. Kane. Mr. Garrity did not want to try and replace the retired employee. Ms. Gilkey confirmed the increase under part time is due to unnegotiated contracts along with additional hours during summer hours. Mr. Garrity questioned if the truck replacing could be done the same way as the police cars under operating transfers out or could it be done under CNR fund. Mr. Kane explained you cannot do that. He said there is only so much capital in the CNR fund. Mr. Vincent noted that other appropriations don't even make it to the CNR.

Under the highway facilities and programs budget Mr. Wrabel explained for Mr. Romano, the increase for vegetation control to include roadside spraying for poison ivy along areas in town. The amounts were clarified to be in linear feet not dollars. Mr. Romano also wanted to know more about the streetlights. The street lights in question included those on utility poles, traffic signals on roads that abut to a state road and those up and down Hopmeadow Street and in the commuter lots. X amount of dollars are paid each month based on the amount of lumens used by that light.

Increases under the Landfill budget are mainly due to MDC increases that filter down to us. Transportation and transfer costs and CRRA reimbursements were explained by Mr. Wrabel for Mr.Garrity as basically a pass through account. Mr. Kane explained CNR fund and the two items for Mr. Wrabel's area. Mr. Wrabel gave explanation to Ms. Gilkey for the new maintenance facility.

Mr. Vincent requested Mr. Wrabel to review the Residential Rental Properties under tab 17. Mr. Wrabel noted the revenue comes from the rent of the properties listed. Mr. Wrabel explained increases, including water, electricity, and building improvements.

The Sewer Use Fund was explained by Jim Clifdon. He reviewed personnel services, explaining these were all contractual. They are simply not expending projected costs so it may look like a savings, it is not. Mr. Clifdon explained professional services. An intern was there last summer lifting manholes and there are some repairs needed and support services will continue on repair for the manhole covers. Also there are nitrogen trading credit increases. Avon and Granby share in the percentage increases.

Mr. Garrity asked why do the revenues exceed the fund. Mr. Kane explained that the revenues go back into the Sewer Use Fund. Mr. Kane explained the reason for the revenues to exceed the expenditures is to build up the fund balance to help use the money to off pay the debt service when the new plant goes on line. Mr. Vincent asked to go to the six year capital plan so Mr. Clifdon can explain his area. Mr. Clifdon explained that the at the Tunxis pump station in Tariffville there is a diversion manhole which is illegal by DEP standards and this spring / summer they will get it up to par.

Mr. Louis George, chairman for the Economic Development Commission, came to speak about his commission and explain his budget under General Government. Mr. Kane explained the budget briefly. Public Agency Support includes Farmington Valley Visitors Association($4,000) Farmington Valley Visitor's Association Writer's Tour ( $2,000) and Metro Hartford ($4,647), Main Street ($23,000) and the Visitors center ($3,000). Mr. George explained for Mr. Romano what Metro Hartford does for Simsbury.

Mr. Mandell asked Mr. George to explain the $3,000 for the Visitor's Center. Mr. George said it is a benefit for Simsbury to attract non-residents to the town for various items that can be built up over time. For example the Symphony and band shell could help attract more developers to town. He noted it is centrally located to promote the businesses in town (noting the recent Simsbury Youth Hockey League guests). Their intent is to keep it at Arts Exclusive Gallery since someone is there to "man" the center.

Ms. Gilkey mentioned the type of literature available at the site, and how will that be maintained? Mr. George noted the web site, and events calendar will be used to keep information up to date. Ms. Gilkey asked if the Tourism Committee had raised funds for the Visitor's Center. Mr. George thought it was around $3,500. Money for printing and brochures for the Tourism Committee is funded by the EDC. For example $2,000 for printing of the coloring books was used. Ms. Gilkey voiced her opinion in regards to the need for a visitor's center in Simsbury, when the Farmington Valley Visitor's Association handles the same information. Mr. George defended the need for a local visitor's center.

Conferences and Education costs included trade show registrations ( $500) , collateral material for trade shows($3,000), marketing materials on websites ( $2,000), marketing materials ($2,000), shovel ready sites ($2,000). It was discovered that the Metro Hartford fees ($4,647) were counted here also, thus counted twice, so there is decrease under conferences and education. Mr. Garrity felt it was good they spread out the funds since it is hard to say how many dollars are really coming back from just one thing.

Mr. Vincent briefly asked to review the Six-Year Capital Improvement Plan. The Board of Education is on Monday night's meeting agenda and Mr. Vincent briefly touched on some of their budget, including 2004-20010 years and he mentioned the newer items under this budget. The difference from their plan to our plan is to plan out for future success and that means staying consistent with the six-year plan. Mr. Vincent explained the shift in department heads. There have been few changes in road projects due to state plans. Mr. Garrity asked Mr. Kane what the Board of Finance is allowing for expenditure. Mr. Kane said they are looking for something very little. He recommended that if you believe in a project put it through. Mr. Vincent gave Mr. Garrity an amount to stay within. The process for project selection and funds was reviewed by Mr. Kane as well as further discussion among board members. Mr. Vincent asked if there were any requests for explanations needed on this budget plan. Mr. Sawitzke was asked to explain Development Rights.

This is the every other year allocation. They look for match grants. Sewer and Water Extensions are based on neighborhood requests. Highway fleet service was explained. Mr. Wrabel explained as well. The Church and Elm Streets project was reviewed and the Simsbury Meadow Improvements including lighting, secondary access and shaping up the older meadows for parking. Park Improvements will include an upgrade to fields at the parks. Ms. Gilkey asked Mr. Wrabel about the highway fleet and service and the highway department garage on Town Forest Road is to include a new metal building storage facility that is attached to Mr. Wrabel's area. Mr. Romano asked about prioritizing this list. Mr. Kane felt no. If Board of Selectman approves the plan the Board of Finance will then communicate and you can prioritize afterwards.

Ms. Gilkey asked about the Board of Education plans that were included last year. Roof replacements have increased along with some system upgrades and other changes to their plan. Mr. Romano noted real concerns about the 2005-06 plan for the library expansion.