The meeting was called to order at 9:25 p.m. at the East Windsor Town Hall, 11 Rye Street, Broad Brook.
ATTENDANCE
Denise Menard, First Selectmen
Gil Hayes, Deputy First Selectmen
Dale Nelson, Selectmen
Mark Simmons, Selectmen
UNABLE TO ATTEND: Edward Farrell, Selectmen
BUDGET WORKSHOP
Ms. Menard discussed the budget books, timing of budget meetings and further budget materials to be received. Ms. Menard overviewed her recent meetings regarding trash/recycling and insurance to bring the Board up to speed on what possibilities for budget savings. The board received the current budget and drafts to be worked with today.
On Saturday, March 28, 2009 (tentative date) there will be a public session to present to the residents the budget as it was submitted. This will set the stage for the public to see what the budget is as submitted and then follow the process as the finance board goes through the process of creating a workable budget for the Town of East Windsor. This will provide the boards with the public philosophies – if they are agreeable to higher taxes for more services or they are willing and understanding there will be cuts in services for status quo taxes. Ms. Burns of the Human Services Department will have this meeting filmed for Cox Cable access.
Ms. Menard has shared with all departments and agencies the Selectmen want all to have a zero increase in salary line. The Board will freeze salary lines across the budget and wait until the Town hears back from the unions. There has been no comment to date regarding this recommendation from the Unions. It was consensus that salary lines through the budget be same as approved for 2008 budget. This salary recommendation does not pertain to longevity. It was recommended that longevity continue to follow the contracts.
SELECTMEN
Regarding the recording secretarial line, the idea of one meeting a month for the Board and the second meeting would be a workshop meeting to discuss ordinance, budgets a less formal session. It was noted if there was no money left in the budget the selectmen would take notes for submission of minutes at the workshops. The selectmen budged for 27 meetings for the amount of $3375.00. Ms. Menard detailed her offices recent conference and training items for Powerpoint and Excel, which will assist in the professionalism of the office. Ms. Menard suggested a $500 cut to this line, but keep at $1,000 as she feels strongly to do ongoing training.
Ms. Menard stated there will not be special stationary or letterhead for each office – the Town will have one Town of East Windsor letterhead and the individual offices will print their offices with a template with the appropriate information. There will be a standard official letterhead with the Seal and each office, commission, agency it can add their individual information. This will provide a professional standard, but lower the cost of stationary. The recommended working draft adjusted total for the Selectmen is $150,172.
LEGAL FEES
The status of litigation issues and pending resolutions was mentioned. It was hopeful that there would be less litigation and the ongoing efforts for consistent policy and procedures will assist in that goal. It was mentioned the CIRMA also covers some legal items for appropriate scenarios. For this past budget year expenses it included police and clerical union negotiations. This year contact negations include public works and then anticipated for July 1, 2010 will be the Supervisor’s union. This legal fee line will be recommended at status quo.
PROBATE
Ms. Menard will be requesting the same fees as last year, even though a letter requests a East Windsor’s proportionate share of 28% increase. The Board concurred with the approach. This probate court line will be recommended status quo.
PRINTING AND ADVERTISES
Advertising costs should be reduced. There is a draft memo soon to be distributed to Town Departments, Boards and Commission regarding advertising for the three papers – the Reminder, the Journal Inquirer and the Hartford Courant – all of which are appropriate for legal filings. The most affordable was the Hartford courant which would have a significant savings in advertising. The advertising is also on the website for the Town. The readership for East Windsor is the Journal Inquirer as the Hartford Courant does not cover much in East Windsor – however it fits the letter of the law for legal postings and again the website will also have all of the notices. The audit length is significantly lessened due to new procedures; therefore a cut to the amount was also warranted. The recommended working draft adjusted total for the Printing and Advertising is $4,500.
Of note, it was recommended to cut advertising in various departments/agencies across the Board by 1/3 in the anticipation of the memo to be distributed detailing use of the Hartford courant for advertising to translate a cost savings to the town.
TOWN PROPERTY
Facilities repair was discussed and the goals in the future to repair items. Ms. Menard is consulting shared services, the Building Committee recommendations and compiling a list of items that will need attention. For office supplies this budget year there was a consolidation of purchasing the office supplies, so this was a freshman year for this concept. There was mention that there may be an increase in the electric across the board which is unknown. So the amount adjusted total does not include potential electrical increase. The recommended working draft adjusted total for Town Property is $247,093.
MISCELLANEOUS TOWN GOVERNMENT
The Board discussed the detail for services, all of which were provided to the Selectmen previously. C.O.S.T is a duplication of CCM and it is geared toward very small towns, one that East Windsor is not so much a part of. It was recommended not to renew membership with C.O.S.T. Ms. Menard discussed with Greater Hartford Transit the town’s goal to have a zero increase. It was noted that this is a voluntary contribution. Greater Hartford Transit indicated if that is what town does so be it, but it may be taken out on the other end in grant monies. The board felt that the increase was warranted; you pay more in fees, but get it back in turn through grants. Four Town Fair members were at recent meeting looking for support, not monetary support, but time and effort.
It was reiterated that East Windsor was the sponsor town so the Board maintained this at status quo for the Four Town Fair. The recommended working draft adjusted total for Miscellaneous Town Government is $21,894.
PUBLIC SAFETY HEARING OFFICER
The recommended working draft adjusted total for this item is status quo at $60.00
COMMUNICATIONS
This is the public safety communications tower, which includes the tower, lines, batteries for radios and maintenance. The recommended working draft adjusted total for the Communications is $45,000.
FIRE PROTECTION
The recommended working draft adjusted total for the Fire Protection, including the Connecticut Water Company increase is $259,337.
MEDICAL
This line item is all physicals, currently including the firefighters, public works, senior transportation. Ms. Menard detailed her efforts to date to consolidate some of the services, get a better accounting of what is actually needed for each individuals physical, as well as changing the timeframe of physicals September to December, to allow for a better accounting of these costs that is not in the midst of the Town budget season. Funds budgeted 2008/2009 will be held this year, as the fire departments were in agreement to not do physicals at this time in the calendar year, which will not effect certifications, but will help in the timing on the accounting side for the town. It was reiterated that the Fire Departments were in agreement and understood this is not an elimination of physicals,
just a hold on the physicals, as it was assured it will not effect certifications, and they will commence a later date. A proposal is in the works for a change in carriers.
The recommended working draft adjusted total for medical (5245) is $5,000 budgeted for 09/10. Please see the Firerighter/Benefits line item for explanation.
FIREFIGHTERS/BENEFITS
This line items includes annuities and incentive program. There are also firefighter physicals in another location. It was thought that all the firefighter physicals put into the Firefighter Benefits line. This idea would make it more clear as to what the Town funds for Fire Departments. The consensus of the Board was to put the firefighter physicals under the “Firefighters Benefits” line item. This would be the philosophy of putting all firefighter benefits under one budget item. Ms. Menard will discuss how to proceed with this with the Treasurer. Incorporating the discussion above regarding timing of physicals, for this line item $10,000 will be brought over from 08/09 budget and $15,000 for 09/10 physicals, which is accounted for in
1-01-5245-3-330-0000-0 will be added to this item. The recommended working draft adjusted total for the Firefighter Benefits is $235,000.
STREET LIGHTING
Various cost savings in this arena were discussed. Including every other light on or maybe painting the white lines on the side to save for street light costs. This would be an item for the Selectmen to discuss at a future meeting. The recommended working draft adjusted total for the Street Lights is $151,760.
COLLECTION AND DISPOSAL
Ms. Menard is in ongoing discussions on this line item. It was known that disposal is to come down per ton. Ms. Menard recommended keeping this item status quo. It was felt a 10% increase to collection would be reasonable. For hazardous waste it was noted that South Windsor eliminated it for a few years and when it was reinstated there was no huge increase in collection and there was no notation of increased dumping. The Selectmen will not fund Hazardous Waste this year. Ms. Menard will follow up on who to notify in the network regarding this change. The recommended working draft adjusted total for the Collection and Disposal is $736,847.
WPCA / SINKING FUND
The recommended working draft adjusted total for this item is status health.
VITAL STATISTICS / MISC HEALTH
These agencies and their requests were discussed. New Directions and its increase in services were discussed in detail. Ms. Burns, who was present, indicated this agency does do DWI and drug addiction services. The Board was interested in statistics to back these projections in their budget request and Ms. Menard will request that info. The Board will invite the Community Health Resource person to come to a future Board of Selectmen meeting, as they offered, to discuss these services. The recommended working draft adjusted total for the Vital Statistics is $62,922.
WATER PURIFICATION
The recommended working draft adjusted total for this item is status quo.
AMBULANCE ASSOCIATION
This is a contracted item. It was noted that this contract is up in June, 2009. Ms. Menard will do some research for this item. The current abilities and services of the Association were discussed. The ambulance bay is maintained with town funds and the initiatives to upgrade the building with current needs were discussed. The recommended working draft adjusted total for the Ambulance Association is status quo, but it was noted Ms. Menard will be doing further research on this item.
COMMUNITY ACTIVITIES
The recommended working draft adjusted total for this item remained status quo.
INSURANCE AND BENEFITS
Discussion on this item was postponed as Ms. Menard has more research and meetings to discuss. It was thought to add 15% as a safeguard and to get this item rolling, with the understanding that this number may change throughout this drafting process. The line of thought was in line with the Board of Education 15% projected increase. The recommended working draft adjusted total for this item is $361,100.
COMMUNICATIONS/PHONES/FAX
The recommended working draft adjusted total for this item remained status quo.
After calculation of these working draft recommendations the DRAFT Selectmen budget potential recommendation total came to $2,598,180. Ms. Menard indicated that the Selectmen, for the upcoming Tuesday meeting, need to come to the meeting prepared to discuss making this a zero budget increase, which in numbers indicates roughly removing $118,117 (4.77% increase) from the above items discussed.
MOTION: To adjourn at 13:40 p.m.
Made by Ms. Nelson, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED.
Respectfully submitted,
Cynthia D. Croxford
Recording Secretary
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