Mr. Galligan reported that, besides the $117,000 savings from the budgeted tipping fees, there is approximately $176,000 left in the Library Expansion Project funds. According to the Town
According to the Town Manager, two Capital Projects equaling $188,000, with an additional $117,000 would equal a total budget adjustment of $305,000. The amount of additional monies needed in the additional Capital Budget in order to fund the $1.9 million, would be $266,565 leaving a balance of $39,000 to the good. None of this, he emphasized, would change the current contemplated 3.96% tax increase.
Mr. Galligan went on to say that the Committee was still going through Capital Projects that could be closed out some of them ranging from $500 to $1,000. It is possible, he added, to realize another $40,000 by the end of the year which could be transferred to some other Capital Account.
Following this discussion, the Town Manager pointed out to Council that they had been provided with a list of the entire 10-year Plan. The original budget was for about $5 million worth of projects that had to be scaled back to the point where it would be acceptable through prioritization.
There followed a period of questions from the Council, and answers from the Town Manager. Councillor Pelkey, a Member of the Capital Budget Committee, also explained the need for additional funds in future years to address the Town's Capital Projects. It was his observation that some of the capital projects put off year after year cost more to accomplish when finally addressed primarily because of their further deterioration, or increases in the cost of materials and labor in the meantime.
Referring to prior discussion regarding an additional parking lot at the Community Center, Councillor Pelkey noted that there were no specific funds set aside in this Capital Projects Budget for that purpose. He said he was told that LoCIP funds could be used; and this evening asked for a commitment from the Council to go forward with that project. Also, the Councillor said that two Board projects that were supposed to be done within the Board's budget if there was leftover money were the replacement of floor tiles in a couple of the schools that were lifting up and causing a tripping hazard; and the replacement of the High School bleachers. The Councillor felt that, because of the safety issues involved, someone should look into the possibility of receiving a State Grant to cover at least a part of
this expense.
Mayor Aman, referring to data on the Park and Recreation Master Plan included in one of the Town Manager's handouts, noted that there is currently $175,000 in Capital and Non-Recurring Expenditures from last year's budget which, at that time, was considered for the Park and Recreation Master Plan. Also, he continued, there is currently almost $500,000 available in the LoCIP Fund, $39,000 from the close-out of projects together with the prospect of another $45,000. This, he said, could total between $700,000 and $750,000 toward the start of the Park and Recreation Master Plan.
The Mayor felt, also, it might be possible to fund the proposed new parking lot at the Community Center from these monies.
Mayor Aman then pointed out that over the last three or four years, the Capital Budget Committee has increased the amount of funds for capital projects by $300,000 to $400,000 a year. However, he did not know if that was enough to cover the items currently being discussed. The Mayor also cautioned careful selection of the projects chosen to be included in the proposed Referendum choosing, for instance, those projects that stood the best chance of being approved by the voters.
Councillor Havens asked the Town Manager to explain, briefly, the item listed as the Police Department's Regional CAD/RMS.
Mr. Galligan said that this system is already in place; and this item includes the last lease payment on that system. The Town Manager went on to explain that the Town bought that system four years ago; and, rather than purchase it all at once, it was placed under the Federal Grant that included several of our neighboring Towns and the Town has been budgeting this item each year into the capital fund to make the payments. Mr. Galligan added that the system works very well.
Continuing, Councillor Havens stated that the one item that, he felt, stood out on this listing, was the Elementary Study costing $200,000. He asked for a better explanation that they need it. Mr. Galligan said he would prefer that Dr. Joseph Wood (Superintendent of Schools) comment on this. However, according to the Town Manager, what the Study is supposed to be doing is taking a look at the Town's five elementary schools; look at the Town's demographics; take the two prior reports on this issue; and put this information into some type of brick and mortar as to where the Town needs to be, and how much is it going to cost.
Councillor Havens asked if there was a (new) school in our future. Again, Mr. Galligan said that the Superintendent of Schools was needed to answer that question stating that he did not attend Board of Education meetings; and this was an issue the Board has been working on for the past two years.
Councillor Havens again stated that the Board's request for $200,000 to pay for this study indicated to him that there was a new elementary school in the Town's future.
The Town Manager then explained the options that existed, i.e., (1) Build a new school; (2) Rehab the 5 existing Elementary Schools; (3) Rehab three of the Elementary Schools, take one down; build a brand new elementary school; and Wapping School would become offices; or (4), have four (4) Elementary Schools and build another type of school. Mr. Galligan further explained that the study was supposed to look at the different demographics and determine what is in the best interest of the school system.
Councillor Havens asked for some type of answer before the Budget is approved. Again, the Town Manager explained that the Superintendent of Schools would have to be present to explain the intricacies of this project.
Mayor Aman stated that for at least four years, to his knowledge, this study has been discussed by the Board of Education. He continued by saying that the Board would wish to go to Referendum in the year 2004 and, by then, the amount would be more in the $30 million to $40 million range. What this study would determine, according to the Mayor, is it better to try to rehab the schools we have; or, to build another school. He reminded those listening that the Town's elementary schools were between 30 to 40 years old; and, although well maintained, extensive work on them is needed to meet new standards.
Saying he understood all of this, Councillor Havens continued to feel that this is a large project with no public input.
Councillor Lassman Fisher then stated that this item was presented to the Capital Projects Committee last year--one week before the Capital Projects was submitted to the Town Council for a vote. Back then, she continued, the Council asked the same thing. What is this about? The Councillor said she has been waiting a year for that answer; and pointed out that here the Council was, three weeks before action on this Budget, asking the same question.
Councillor Lassman Fisher said she had a problem approving $200,000 for a study the Town Council did not have a grasp on. Because of problems in the past (such as $175,000 being spent on an architectural study, when
Council had approved only $75,000), a policy was established that there will be no expenditure of funds for studies until the need for it is analyzed and evaluated and that, she added, should happen in a phase by phase manner spending that $200,000 only as needed.
Referring to the $500,000+/- remaining LoCIP Funds, Councillor Lassman Fisher asked the Town Manager if these funds could be used. Mr. Galligan said that these funds could be used and, specifically, can be used for public park improvement. On another matter, she, too, felt that the Council had committed to the addition of a parking lot at the Community Center.
At 8:00 p.m., Mayor Aman recessed the Budget Work Session, called the Regular Meeting to Order, immediately recessed the Regular Meeting in order to reconvene and finish the Budget Work Session.
Councillor Fine asked the Town Manager if LoCIP Funds are designated for specific items. Mr. Galligan replied that the State lays out the policy of eligible projects. He then read those types of projects the State mandates as eligible. The Councillor went on to say that she, too, was under the impression that the Town would construct a new parking lot at the Community Center that it was a promise.
Mr. Galligan said that this work would not be a line item that an approved Resolution for the Council authorizing the Town Manager to submit to the State an application for LoCIP Funds for the parking lot. was necessary.
Again, Mr. Galligan pointed out that what they were looking at with regard to Capital Projects this evening was a draft. It would now be necessary to decide the order of the projects, and how to fund each of them, or where they should be moved.
Councillor Fine asked if it would not be possible, should the parking lot not be eligible for LoCIP Funds, to fund it from the budget monies, and then use the LoCIP Funds for projects in the Budget that could qualify. She said she wanted to see the new parking lot at the Community Center as a line item in the Budget.
Both the Mayor, and the Town Manager, said that it would be no problem to identify that project in either of those manners.
Councillor Barbour, too, said she was worried about the Community Center parking lot getting lost in the process. She wondered if the $30,000 for new voting machines that was being removed from the Budget could be used for paving for the new parking lot; and suggested that, at the next Capital Improvement Committee meeting being scheduled before the Budget is finalized this paving project be made a line item.
Deputy Mayor Havens then asked how the Council could remove the $200,000 being discussed for the Elementary School Study could it be placed in Capital and Non-Recurring Expenditures. Mr. Galligan responded that the Town Council could pass a Resolution highlighting what items it wished to be placed in the Capital and Non-Recurring Expenditures Account. The Town Attorney echoed this opinion.
The discussion then returned to the removal of the floor tiles that were lifting up in various locations in the schools; and, in particular, the concern regarding the asbestos that was a part of their makeup. Councillor Pelkey said he had suggested this project be put in Capital Projects as a line item because then, he was certain, it would get done.
Mayor Aman, too, referring to the asbestos tiles stated that he felt the Board of Education viewed the tile removal as a case of routine maintenance that happened to have the word asbestos in its name. Councillor Lassman Fisher, however, said that she still wanted a clearer explanation because parents are reading about it in the newspapers, and they are worried about it.
Councillor Lassman Fisher, referring back to the $200,000 budgeted for an Elementary School Study, pointed out that there would probably be no chance for discussion by the Council before voting on it in the Budget at the next meeting. Concurring with the point Councillor Havens was trying to make regarding this, Councillor Lassman Fisher said the benefit of placing this money in Capital and Non-Recurring Expenditures Account was that these monies then cannot be expended until there is a Public Hearing and the Council has had an opportunity to review each expenditure.
The Councillor then asked if the Council votes to put these monies in the Capital and Non-Recurring Fund, and it remains a part of this Capital Improvements Budget, is the $200,000 earmarked for this project in this Budget.
Mr. Galligan replied that, once the money goes into Capital and Non-Recurring Expenditures Account it is not an earmarked project. If, he continued, the Council never approves the project, the money stays in Capital and Non-Recurring to be used for another project. The only way to identify funds in that Account for a specific project, according to the Town Manager, is to have a Public Hearing regarding the project, and then follow up with a Resolution authorizing the expenditure of the $200,000 for that specific project.
Councillor Lassman Fisher then asked if (i.e.,) $50,000 at a time could be spent from these monies for that project rather than the entire $200,000 at once. Mr. Galligan said that for each portion of the money to be taken out of that Account, it was necessary to advertise and conduct a Public Hearing for that amount. The Councillor then asked who is in charge of doing the Study is it a Council project, or is it a Board of Education project, with the Board hiring an Architect, etc.
Mr. Galligan said he would recommend that if the purpose of this Study was to provide information for a Referendum, his recommendation would be that the Public Building Commission should work with the Board of Education following the procedures and guidelines put in place for this type of thing two or three years ago. Clarification of this point, he added, would have to be received from the Board of Education, however, because they handle their own projects.
Councillor Barbour asked if it would not be appropriate to ask Dr. Wood to attend next Monday evening's Budget Work Session. Mr. Galligan agreed that if the Council met again on April 29, it would provide an opportunity to take these documents, and put them into a Resolution form as to where they should go. The Councillor said she would hate not to vote for a project out of ignorance. She, too, wanted more information.
As Council Liaison to the Board of Education meetings, Councillor Barbour said she wished to clarify what was being considered for the tile removal project that being: Orchard Hill School removing the asbestos tile and carpet and replacing them in six (6) rooms, at a cost of $26,000; and at Eli Terry, removing the tile and carpet, and replacing them in three (3) rooms at a cost of $14,695. She recalled the primary concern was the fact that people were tripping over the broken tiles; however, because of the asbestos contained in these tiles, they had to be replaced rather than re-glued.
It was then decided that another Budget Work Session should be scheduled for April 29. Two areas that various Councillors wished to have assurances or more information on were: (1) assurances that the asbestos emitting from broken floor tiles was not being airborne; and (2) definitive data on what exactly the Elementary School Study was, who was doing it, and where the $200,000 was coming from.
(At this point, Dr. Joseph Wood, came into the Council Chambers from home specifically to address Council's questions with regard to the proposed Elementary School Study item, and the concern about the broken floor tiles.)
Saying that he was receiving calls at home even as the Town Council meeting was in progress, Dr. Wood explained that he was now present because he wished Council to be aware of how important this architectural study was.
Beginning, Dr. Wood stated that the Town has elementary school facilities that are in desperate need of reconfiguration and updating. If, he continued, the money for this Elementary School Study is not approved in this Budget the Town would find itself behind the 8-ball because the Town has gone as long as it can under these conditions, and would be looking for a Referendum in November of 2004.
Continuing, Dr. Wood explained that in order to be ready for that Referendum Question, the money for the Study has to be in the Budget next year. If it is put off, it will (he added) delay the Referendum. and he was present to state for the record that if this Study is put off, the Town will have problems accommodating both the numbers of students in our elementary school system, and the kind of programs required for a good, effective, contemporary elementary education.
Dr. Wood stated that he was not speaking for the Board of Education because there had been no opportunity to speak with them prior to his appearance this evening. He also said he would be happy to answer any questions, or provide any information, the Council might have. Again, he said it was very important that the Council understand how urgent the request for this Study was.
Mayor Aman then asked the Superintendent for a brief outline of what would be included in the Study, what the report is going to be, and how you will decide who will do it an overview of the project.
Dr. Wood then elaborated on what has been done in the past and assumed this procedure would be followed in this case, also that being, put together a Request for Proposals (in the case of the Timothy Edwards Middle School, it was the Public Building Commission who worked on it in a joint type of involvement with the Board of Education.) After the distribution of the RFPs, architects came in and presented their proposals, recommendations, and references, and were interviewed by both PBC and school staff and personnel. Eventually, in the case of Timothy Edwards, the PBC selected the firm, he said.
Again, according to Dr. Wood, they would want the PBC to be involved from the beginning since in all likelihood the Town Council would delegate the PBC to manage this project.
Dr. Wood said he would be bringing to the Board of Education within the week a critical events calendar depicting what had to be done, and by when, in order to get this project to Referendum in November of 2004. This would include, he added, a Citizens Advisory Committee or Task Force who would take a look at an array of options available based on the two studies one with programmatic focus, and another with a facility and engineering focus and then this group would render recommendations.
Any architect then chosen, according to Dr. Wood, would be a combination of recommendations from the Citizens Advisory Committee; then going before the Board of Education; and the Board ultimately accepting the kinds of options it deems in the best interest of the students.
Deputy Mayor Streeter, referring to the $200,000 figure mentioned, asked if the size of this request was because it included schematic designs for all five (5) elementary schools. The fairness of taking care of all five schools, he felt was evident
Deputy Mayor Streeter then asked if Dr. Wood had already interviewed staff and the Public Building Commission to come up with a firm that would do this work. Dr. Wood said this has not, as yet, been done that he was merely explaining the process that would be used. This could only be done if the Town Council appropriated the funds for the Study in the proposed Capital Projects budget; and after the Citizens Advisory study was done, as well.
When asked by the Deputy Mayor if it was possible that this figure could be lower, Dr. Wood replied that it would be difficult to predict; and would depend on the recommendations received from the Citizens Advisory Committee and, ultimately, what the Board accepts as recommendations. He conceded that $200,000 was an outside number that also includes a dollar figure: that would allow the Board to take a look at Ellsworth School to determine if it is a viable future space for a contemporary central office placement.
Councillor Havens felt it was not fair to ask the Town Council to vote on a $200,000 expenditure without knowing what this money represents. He asked if it represented a new school in our future? or, merely renovating the old buildings? The Councillor stated that he had never implied that he would not approve the money but he did wish to know prior to that what it was being spent on. He continued by pointing out that one or two weeks before the Town Budget was to be approved, was not enough time to absorb the pertinent data on a project of this size.
Dr. Wood said he understood; but thought the procedure was to bring such a project to the Capital Projects Committee and it would make its recommendations. He said that this project was included in last year's Budget for about $150,000 but was cut out with the idea the Board could always request it this year. Dr. Wood said that, as the Town's Superintendent of Schools for 16 years, he had no question with regard to the fact that the elementary school problem would have to be resolved, and the sooner the betternot only educationally, but fiscally. And, he added, the more it was delayed the more expensive it would become.
Additional discussion ensued with regard to this subject. Questions were posed by the Councillors, and addressed by Dr. Wood.
Mayor Aman, in conclusion, asked Dr. Wood for a future report on the cash flow anticipated for the architects chosen to do this Study. He then thanked Dr. Wood for coming out this evening to answer Council's questions.
7. Executive Session (It was decided to conduct the Executive Session at the conclusion of the Special Meeting to follow.)
8. Adjournment
The Budget Work Session was adjourned at 9:15 p.m.
Respectfully submitted,
Patricia R. Brown
Clerk of the Council
Attmts.
