TOWN OF SOUTH WINDSOR
MINUTES
TOWN COUNCIL WORK SESSION
MADDEN ROOM JANUARY 6, 2003
SOUTH WINDSOR TOWN HALL 6:00 P.M.
1. Call Meeting to Order
Mayor Aman called the meeting to order at 6:02 p.m.
2. Roll Call
Members Present: Mayor William Aman
Councillor Barbara Barbour (arrived 6:50 p.m.)
Councillor Paul Burnham
Councillor Thomas Delnicki
Councillor Judith Paquin
Councillor John Pelkey
Members Absent: Deputy Mayor Streeter
Councillor Fine
Councillor Havens
Also Present: Judith Hall, Assistant to the Town Manager
Ray Favreau, Director of Recreation
Michael McCarty, Asst. Director of Recreation
Gary Tyler, Chief of Police
Gerald Lewis, Commander – Operations Division
Thomas Hart, Commander – Tech. Services Division
Absent: Matthew B. Galligan, Town Manager
Barry D. Guliano, Town Attorney
Public Participation - None
Communications – None
Town Manager’s Report – None
Items for Discussion
Strategic Budget – Recreation Department
Director of Recreation Ray Favreau began his presentation with a brief overview of the Department, which has been a full-time agency since 1969.
6. A. Strategic Budget – Recreation Department (Continued)
They have a non-tax subsidized Special Revenue Fund of more than $800,000, supporting over 250 different programs and services. There are 13 different day camps, serving over 1,600 campers. VMP experienced 55,000 visits in the 2002 inaugural season with the new pool. Eight different programs served over 1,800 participants. The outdoor component of their budget has six major programs, serving 1,000 registrants, and their indoor component has 19 programs, serving over 2,000 registrants. The social/cultural component of the budget has 16 programs, serving over 8,000 participants.
During the past year, the enrollment for the teen camp, “Adventure Unit,” has increased by 50 percent. The “Learn to Ski” program enrollment increased by 30 percent. The “Active Co-Sponsor” program worked extremely well. Pavilion rentals reached a record 109 reservations and rentals. The inclusion of their brochures on the Town’s web site was their biggest accomplishment.
A policy is currently being reviewed by the Town Attorney and Town Manager which would extend to owners of South Windsor businesses (and their immediate families) the right to register for recreation programs as a resident and the right to reserve rental facilities.
They would like to accomplish an on-line registration procedure.
Their entire operating budget (other than the administrative line) is totally revenue generated. They are looking to provide $1,000,000 of recreation programs in 2003-2004, which means they are looking to raise $1,000,000 in user fees to run those programs.
When asked about non-resident attendance at VMP, Mr. Favreau stated that the typical non-resident attendance is about 10 percent. Concerning fees for non-residents, they department is allowed to charge up to twice the resident rate.
Up until recently, affordability was one of the advantages of the Recreation Department. Because of an IRS mandate, they now have to pay staff overtime and the associated FICA for programs which used to be contracted out. This accounts for nearly $8,000 in new expenses.
6. A. Strategic Budget – Recreation Department (Continued)
They have been asked by the Town Manager, for the first time, to incorporate into the Special Revenue Fund budget, expenses which used to be covered or funded with the tax subsidized Public Works Department. This will have a large impact on VMP and the pool operation, the rental facilities, and the Rye Street softball fields. This will represent an additional 42 percent, or $111,604, in additional expenses that must now be recovered through the revenue generated non-tax subsidized Special Revenue Fund.
The repercussion is that as those expenses increase, the fees will have to increase in order to meet those expenses. He referenced a breakdown of increases. (See attached Exhibit A.)
There is a timing issue in that the spring/summer brochure is distributed in mid-March. Mr. Favreau requested that the Recreation Department budget be examined as soon as possible, since the brochure will have to go to press in February. Mayor Aman noted that another meeting would be necessary and requested specific information, such as the number of hours or days that a program runs and how that relates to its cost.
Mr. Favreau stated that their biggest concern is whether they will be able to generate a participation rate similar to that of the past.
At this point, Mr. Favreau spoke of the rental of the Community Center to a Church program every Sunday and the large amount of money this generates. If they are lost as a customer, it will be a huge revenue loss and further changes will be required. When the parish is finished, this revenue won’t be available, but until then it is quite an asset.
The possibility of a phase-in of the increases was briefly discussed.
When asked how the Department fared with the fee schedules versus expenses, Mr. Favreau said that they are now into their third year with the Special Revenue Fund. In each of the two years, they have finished the fiscal year with a surplus. That surplus stays with the department and goes into a capital improvement budget for the department. They currently have $24,000 of surplus earmarked to construct and install gate booths. There is a $100,000 surplus from the past two years.
6. A. Strategic Budget – Recreation Department (Continued)
The numbers provided on Exhibit A are not surplus generating numbers; they are just to make the mark of incorporating the expenses which they have been asked to incorporate. Surplus would only be generated if the participation rate stays the same.
The topic of overtime was discussed and the difficulties involved with hiring a different “shift,” rather than paying overtime.
Strategic Budget – Police Department
Chief Gary Tyler began his presentation by introducing Commander Gerry Lewis and Commander Tom Hart. He continued by addressing the following Department responsibilities:
Town Charter Chapter 6, Section 601
Preservation of the public peace
Prevention of crime
Apprehension of criminals
Regulation of traffic
Protection of rights of persons and property
Enforcement of the laws of the State and ordinances of the Town
Recruitment is becoming more difficult and expensive. They are trying different ways to attract individuals. He briefly discussed the process of testing, etc.
See attached Exhibit B relating to the staffing breakdown. The following comments were made, relating to the divisions listed.
Operations Division
Patrol - all of these individuals have additional functions aside from their “Patrol” functions, such as the elderly services classes, home protection, etc.
Community Service Officer - this is an unsworn position and is a civilian position which handles any kind of non-hazardous police function.
6. B. Strategic Budget – Police Department (Continued)
School Resource Officers – There are two, one at Timothy Edwards Middle School and one at the High School.
Narcotics - originally known as “Tri-Town Narcotics,” encompassing Vernon, Manchester and South Windsor. It is now known as “East Central Narcotics,” encompassing Vernon, Manchester, South Windsor, Glastonbury and East Hartford.
Special Enforcement Unit - this is the group which is on bicycles in the spring. They handle warrants, and 94 warrants were issued last year.
Traffic Services - handles all fatal accidents. They are trained as accident reconstructionists. They handle all the traffic surveys for buses and the child safety seat program.
Technical Services Division
Communications—dispatch for police, fire and medical. The Police Department is first responder for any call which comes in as a “Priority One” call.
The Jail – individuals are housed overnight or over long weekends.
Maintenance – pertains to the building and the vehicles.
Property – all property which comes into the department—evidence, Town property, etc.
Records Management – cases which have to be kept for years. Records are stored at Capitol Storage because of a lack of available space.
The major programs were listed as follows:
Administration:
Initiates and directs programs for public and personal safety.
Analyzes operational and service demands.
Develops, coordinates, and evaluates departmental operating programs.
6. B. Strategic Budget – Police Department (Continued)
Selects personnel and enforces discipline and training requirements
Oversees the department’s role as a resource to the Town and other interested organizations
Operations:
Investigations – handles all complex and/or time-consuming cases as well as oversees the School Resource Officers in the High School and Middle School
Narcotics – one officer and one supervisor assigned to work with the regional drug task force comprised of five member towns
Patrol – first responder to all calls for service in the community, including those handled by the Community Service Officers. It was noted that in the year 2000, there were 1,000 medical assists; in 2001, there were 1,275. They have been designated as “first responders” and have defibrillators in every car.
Special Enforcement Unit – patrols the community on bicycles along with dedicated enforcement or investigation of specific areas of concern, as well as takes part in the Capitol Region Emergency Services Team, which conducts joint tactical operations with five member towns
Traffic Services – encourages public compliance with Town and State traffic regulations through enforcement and education, investigates traffic accidents, works with Town staff in reviewing proposed developments and improvements, participates in and manages the regional Metro Traffic Services, comprised of eight area towns
Technical Services
Communications Center – primary point of contact for citizens requiring services or information.
Records Section – receives, processes and maintains security on all physical evidence.
General Maintenance – responsible for the supervision of the building maintenance and the control and distribution of supplies.
Detention Facility – transport prisoners to court and related case information to State Attorney’s staff.
Vehicle Fleet – acquires and maintains entire fleet of vehicles for police department and Town Hall senior management.
6. B. Strategic Budget – Police Department (Continued)
Accomplishments for Fiscal Year 2001/2002
New computer aided dispatch system, including the implementation of a Geographic Information System and upgrading of police cruiser mobile data terminals.
Volunteers in Policing Program utilizing alumni from our Police and Community Together Citizens’ Police Academy
Metro Traffic Services initiation, development, and management. This encompasses the towns of South Windsor, East Windsor, Windsor, Manchester, Vernon and Coventry. They team together to handle DUI patrols, spot checks, etc. This can be expensive in personnel, and most towns cannot do it alone, so they team together and move from community to community. The costs are often supplemented by State grants from the DOT.
In 2001, a total of 1,014 child safety seats were checked; 21 of which were installed correctly. One hundred and three seats were replaced. If a seat is deemed unsafe, it is replaced free of charge. In 2002, 471 seats were checked, 7 of which were installed correctly.
Connecticut State Police Computer Crime Task Force membership investigating computer-related crimes through extensive technical skills knowledge and expertise
Redecorated front foyer with a more friendly, softer look.
Equipped police personnel and senior Town management with Nextel wireless phones for use as radio backup and direct communication in case of a major disaster or at large-scale crime scenes.
Strategic Planning
A top priority is adequate personnel and they are doing all they can to recruit individuals. Advertisements are run in the newspaper and on Cox Cable. Colleges have been contacted to encourage individuals from their Criminal Justice Programs
Four police officers were lost this year—one became an attorney, one went to the FBI, one was discharged, and one did not pass the probationary period. As of April, the department will be down six people.
6. B. Strategic Budget – Police Department (Continued)
They are participating in municipal partnerships in a variety of areas, including Metro Traffic Services (MTS), Capital Region Emergency Response Team (CREST), Capital Region Investigative Support (Team (CRIST), and the East Central Narcotics Enforcement Team (ECNET).
They are looking at a regional approach to an animal shelter, as they are currently buying space from Vernon.
The growth of the Town was emphasized—the increased general population, as well as the increase in elderly citizens. In response to these increases, there are numerous public education programs. There are two Elderly Service Officers assigned to act as a resource to South Windsor’s seniors. The Police and Community Together (PACT) Academy is open to citizens and business owners and takes an in-depth look at the role of the police in the community. School Resource Officers are involved at the High School and Timothy Edwards Middle School.
The response to citizen satisfaction surveys has been very positive. Ninety-five to ninety seven percent of those surveys returned have been supportive of the Police Department and appreciative of the services.
Chief Tyler was asked if there would be money from the State for regional dispatch, and he said that there is money there from a fee that is attached to the 911 bill. It will not be released unless there are at least four towns with nine services combined (police, fire, and medical) and each of those towns would join together. He indicated that this would be a very expensive proposition.
When asked how the budget would be affected by the department being down six individuals, Chief Tyler said that it would see the effects affected because of the costs for the recruitment process, the training, uniforms, etc.
7. Executive Session – None
8. Adjournment
A motion to adjourn was made at 8:02 p.m. It was duly seconded and was approved unanimously.
Respectfully submitted,
Merlyn P. Guild
Assistant to the Clerk of the Council
Attachments – Exhibits A & B
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