TOWN OF SOUTH WINDSOR
MINUTES
TOWN COUNCIL BUDGET WORK SESSION
COUNCIL CHAMBERS MONDAY, APRIL 14, 2003
SOUTH WINDSOR TOWN HALL TIME: 8:30 P.M.
1. Call Meeting to Order
Mayor Aman called the meeting to order at 8:30 p.m. and immediately recessed the meeting in order to continue a Public Hearing. The Work Session reconvened at 8:40 p.m.
2. Roll Call
Members Present: Mayor William Aman
Deputy Mayor Matthew Streeter
Councillor Barbara Barbour
Councillor Paul Burnham
Councillor Thomas Delnicki
Councillor Deborah Fine
Councillor Edward Havens
Councillor Judith Paquin
Councillor John Pelkey
Also Present: Town Manager Matthew B. Galligan
Finance Director Melanie Crucitti
3. Public Participation - None
Communications
Referring to an “amendment night” held last year, when budgetary amendments were discussed, Councillor Delnicki proposed that such a meeting be held on April 30. Mayor Aman suggested that the meeting be held in the Madden Room, and Councillor Havens objected because he felt that it should be a televised meeting and should, therefore, be held in the Council Chambers. Councillors Pelkey and Fine were in agreement. Mayor Aman said he felt that it would result in a poorer quality budget document because people are less likely to speak freely when on camera, for fear of being misunderstood. He said, regretfully, that the meeting would be held in Council Chambers. Because another meeting was already scheduled for April 30, Mayor Aman said another date would be
selected.
4. Communications (Continued)
Mayor Aman reported that he had spent several days, during recent weeks, with the Legislature. One of those days was spent, as a representative of CRCOG, with the Democratic leadership. He said the earliest they will be voting on the Governor’s budget will be the end of the summer or possibly this fall.
The Mayor said he formally testified on a proposal which CRCOG had regarding the property tax credit against income tax. Part of the discussion concerning the current budget is to have that dropped completely. The Towns and municipalities are arguing that it should be dropped as a credit, and a portion of the money should be returned to the towns, the advantage being that it provided a revenue stream to fund the money. After the formal testimony, he spoke of South Windsor in particular, and then was asked questions about binding arbitration.
He did not get any indication that revenue would be increasing.
Town Manager’s Report
Mr. Galligan noted that the budgets for the Town Manager, Town Council, Town Attorney, and the Boards and Commissions had a total decrease of $25,000 to $40,000. He said that because a great deal of time has been devoted to discussions concerning the Recreation Department, the Council might prefer to proceed with discussions on the remaining department budgets. He offered to answer any questions the Council might offer.
Mayor Aman requested, within the next week or two, a breakdown of the following categories for all departments:
374 – Fees and Memberships
380 – Grants and Contributions
320 – Professional
He also requested a summary concerning grant income.
5. Town Manager’s Report
The Town Manager was asked when Rye Street Park would be operable again, and Karl Reichle, Superintendent of Parks & Grounds, explained that the contractor has until the 24th of May to complete the work.
6. Items for Discussion
A. 2003/2004 Proposed Budgets
Public Works
Director of Public Works Michael Gantick began his presentation by introducing Mel Stead, Supt. of Streets; Karl Reichle, Supt. of Parks & Grounds; Fred Shaw, Supt. of Pollution Control and Rich Boudreault, Supt. of Building Maintenance and Admin. Asst. to the Director of Public Works. He noted that the divisions included in Public Works are: Administration, Engineering, Highway Maintenance, Motor Equipment Repair, Parks & Grounds Maintenance; Building Maintenance, Refuse & Recycling, and Water Pollution Control. He referred to a hand-out (attached Exhibit A) which had been prepared. The items with an “(E)” next to them are existing programs which have been modified by either reduction or elimination. The remaining items were new to the budget, or
were items which were requested by outside agencies, that were added into the proposed budget but were subsequently taken out before the Council had reviewed the budget.
There has been a reduction of approximately $284,000 in the existing programs (those with an (E) beside them). Another $291,000 of reductions relate to the remaining items listed.
Despite the reductions listed above, there are a number of different issues, such as utility costs. With regard to refuse collection, the budget had been put together with a 6% or 7% tip fee, and then it was increased to 12%. As the Town continues to grow with new streets and homes, it means additional charges for garbage and recycling, along with bulky waste pickup.
Mr. Gantick stated that there were some extremely difficult decisions made, and they tried to optimize their opportunities.
6. A. (Continued)
With the failed referendum, and its relation to the ball fields in particular, the Public Works Department has been approached by many sports teams to have fields repaired. A couple of fields have been lost since last year, which presents more of a crunch. There have been requests from outside agencies to include items in the budget, which the Public Works Department has cut out; and there are things they have cut back.
Mr. Galligan said that the Manager’s proposed budget for all of Public Works is $5.7 million, which is a difference of $123,399 from the adopted budget of last year. Utility costs and refuse disposal increased by $113, which means this is a $93,000 discretionary budget.
Mr. Gantick said that the Public Works Department has worked much harder and smarter over the years. In 1990 there were 54 full-time personnel in Public Works, and this proposed budget includes 52 full-time people. The Town has grown considerably during that time, and there are many more activities occurring.
Councillor Barbour asked whether consideration had been given to the possibility of a ten-day refuse/garbage pick-up, rather than a weekly one. Mr. Gantick said that it had been considered in the past. However, it becomes an issue of health, especially during the summer season, and the same amount of tonage will be generated—meaning that more trucks would have to go out to pick up the same amount of garbage, and the same amount of tipping fee would have to be paid to CRRA. He said that the area where people can help is to make certain they are recycling.
Alternative methods of collection had previously been provided to the Council, and Mr. Gantick said there are some opportunities in collecting waste in a different way. He said that South Windsor has a “cadillac version” of garbage collection, in that people can put out almost anything they wish and it will be picked up. A “pay as you throw” program has been extremely successful in other parts of the country and would save money.
Councillor Barbour asked that Mr. Gantick request quotes from the Town’s present contractor with regard to having a collection on a ten-day schedule.
6. A. (Continued)
Councillor Havens asked what the cost per week per homeowner would be for leaf collection. Mr. Galligan said that there are 9,080 residential units, so the cost would be $13.50 per homeowner per year. Mr. Havens said he has received numerous calls relating to leaf collection, and he believed it should be put back in the budget.
Referring to the increase of $43,350 for utilities, Councillor Delnicki questioned how much of that was for fossil fuel. If the numbers were based on pre-war numbers, Councillor Delnicki said, then they were substantially higher than the numbers will be post-war. Mr. Gantick explained that the Public Works budget was put together in November--$1.09 per gallon was budgeted for diesel fuel, $1.05 per gallon for unleaded fuel, and $1 per gallon for fuel oil. He said that some of those numbers are already going down, but some of the costs are “fixed.”
Mr. Gantick said that $193,000 is the total electrical cost. Councillor Delnicki asked the Town Manager to obtain the projections used for the Board of Education’s fuel prices.
Councillor Paquin asked whether condominium owners pay for leaf collection, and Councillor Pelkey responded that they do not. She said it was the “same old argument” concerning “the user pays” concept.
When asked about the price per pound of recyclables versus garbage, Mr. Gantick said that a couple of years ago CRRA made the Town separate more and more items from the waste stream because they were concerned about their equipment being broken. Rather than paying $52 per ton a few years ago, the Town had to pay $70 or $80 per ton—the bulky waste fee. Therefore, waste which once would have gone to one area, now goes to a higher tipping fee area. The irony is that they take that same material, grind it up and transport it back to be burned at the same place. Mr. Gantick said that the Town is locked into a contract for another eight years with CRRA.
When asked about the savings relating to the closing of Union School, Mr. Gantick explained that the power, water, and maintenance of the building would be discontinued. The security system, however, would remain on.
6. A. (Continued)
Regarding the leaf collection program being reinstated in the budget, Deputy Mayor Streeter asked if the $120,000 related mostly to overtime. Mr. Gantick responded that it involved contracted services, overtime, equipment repair, temporary help, small tools, highway materials, rentals, the printing of brochures, and supplies. He said the overtime was approximately $20,000 of the figure.
Mr. Gantick was asked what would happen to the equipment and what would the employees be doing during that period of time if the leaf program was eliminated. His response was that the equipment could be sold, and the employees could begin work on the storm water phase II program required of the Town. This program is mandated by both the Federal and State governments. In addition they would work on the following: Road and ball field prep-work, trail maintenance, detention basin maintenance, fence repairs, clean-up of parks, and drainage and basin repairs.
The number of employees listed in the budget document for Public Works is 43, the same number as last year, which is for full-time staff. Part-timers are not included. Mayor Aman asked why the salaries in several areas increased by 5.5%, when most employees are unionized. Mr. Gantick explained that by contract, when a person comes in as a Maintainer I, after two years of service, he/she can be promoted to Maintainer II; and there are two people eligible for the full year and one for half the year.
Mr. Gantick was asked for clarification with regard to a drop in the numbers relating to new roads inspected and new sidewalks inspected. He stated that the Pleasant Valley and Clark Street project was delayed by one year and that played a role in the inspections. Continuing, he said that only 5% to 10% of those constructed are inspected. The inspections are conducted by only one person and that person does spot inspections. Mr. Gantick indicated that there would be no financial impact.
The discussion turned once again to refuse pick-up and the question was raised as to whether the leaf pickup was ever done exclusively by outside contractors. Mr. Gantick said that South Windsor’s crews outperform the private sector. The manufacturer for the units told the Department that,
6. A. (Continued)
in the entire United States, South Windsor put more leaves per unit through the machines than anyone else.
According to Mr. Gantick, an all-bag collection would cost approximately $66,000, and this would be with people buying their own bags.
As clarification, Mr. Galligan said that $120,000 does not represent the man-hour costs for the leaf program. There is another $67,000 of man-hour costs, for a total of $187,000. The $120,000 which was taken out was only the overtime costs, the rentals and some of the repairs and maintenance for equipment for that program. If the Town went with an outside contractor, you would be looking at $67,000 in rentals and $67,000 in man-hours. This would free up the manpower to do other things.
Mr. Gantick noted the problems this year relating to the early snow. South Windsor is typically the first town in the area to complete leaf collection. He said that West Hartford had once contracted out for leaf collection but had run into problems. He suggested talking with East Hartford if there was an interest in that type of plan.
It was noted that under Public Works, there was over $200,000 in overtime, and Councillor Barbour questioned the causes. Mr. Gantick said that 75% of it related to snow removal operation. Other items listed included the leaf program, and setting up for elections, marathons, the Wapping Fair, Armed Forces Day and other community programs.
[A portion of the dialog was missed due to problem with audio tape.] Mr. Galligan said that it would take about $1 million to solidify the building. If it is not doable, then the building should be put out to public auction.
Referring to discussion during the Public Hearing this evening on the topic of Veterans’ Memorial Park, Councillor Pelkey stated that the term “deck” was misleading—it was a concrete pad added to the pool to prevent some erosion. He asked Mr. Gantick about cost benefits associated with this, and Mr. Gantick explained that there were a number of reasons for this project, safety being the major one. There existed a possibility of children slipping as they lined up for the diving board and were running around on the grassy area. The grass was killed and dirty material was being
6. A. (Continued)
brought into the pool, affecting its cleanliness. There was an erosion problem on the bank which serves basically as a dam, and re-seeding was necessary.
Mr. Gantick said that there were no “new” things in the budget. He added that there were some new things which should have been put in, but which were not, such as items that, in the future, may not be satisfactory to the EPA and DEP.
When asked if the mowing of Route 5 was included in the budget, both Mr. Gantick and the Town Manager responded that it was not in the budget; and Mr. Galligan indicated that it was normally taken out of contingency.
The possibility of a user fee for bulky waste pick-up was then addressed, and Mr. Gantick reported that the cost is about $33,000 per year for a monthly pick-up. The cost for scrap metal is between $25,000 and $40,000.
Town Clerk
Town Clerk Gretchen Bickford reported that, at the Town Manager’s request, the following items had been reduced:
Advertising – the publishing of ordinances, election notices and the annual audit;
Professional – a computer company is used for indexing land records and vital statistics;
Fees and Memberships for professional conferences and meetings.
The reductions totaled $4,114.
6. A. (Continued)
Human Services (see attached Exhibits B and C)
Dennis Sheridan, Director of Youth and Family Services, said that in comparing the “estimated” with “proposed” for non-salaried accounts, there are no increases.
Mr. Sheridan said that the increase in the full-time salary account related to the proposal for a staff member to be raised to the classification of a Human Services Specialist II. The increase to the part-time salary account related to the proposal for four additional hours for their clerical individual.
He then spoke briefly of the Mentoring Program which began last year with 9 mentors and which now has 29. He specifically noted that 8 of those are Town staff.
Pat Schneider, Director of Adult and Senior Services, reported that other than personnel costs, all items “have been flattened.” In response to previous questions concerning grants, she said that they are amounts of money which they have given to agencies which service the Town, most of which are regional. She said that grantees are experiencing the same problems budgetarily as the municipalities—monies which were coming from other organizations and agencies are drying up. She said that the Visiting Nurse Grant and the grants to MARC and the Enfield area Agency for Retarded Citizens have been kept level.
The “Total Positions” area indicates an increase of one position, and Ms. Schneider said that it is a phased-in position in this fiscal year, which will be fully funded next year. That person was brought in for a portion of the year, and there remains one year on the Hartford Foundation for Public Giving Grant, so it is funded for this next fiscal year. When questions arose concerning a presentation to determine whether the need exists for the position, Mr. Galligan said a presentation could be scheduled in the near future.
6. A. (Continued)
Police Department
Chief of Police Gary Tyler began by introducing Commanders Lewis and Hart, and then indicated that he would address the cuts, since there were no new programs, personnel, cars, etc. On the administrative side of the budget, the following reductions were made:
Investigative funds - from $5,000 to $2,000
Technology upgrades and software packages for computers – from $1,607 to $400
PACT Class - $1,200 used for printing brochures and refreshments was eliminated completely;
The state-wide system for computers used to get driver’s license information and criminal history information – initially proposed at $6,500, but because of upgrades provided by the State, the figure was reduced to $3,800.
The total cuts to the administrative side are $7,400 – a 0 increase, other than wages.
The largest part of the budget relates to the Operations portion. Commander Lewis stated that the Operations budget increase is $1.5%, which eliminates a new officer; a full-time community service officer, who would have worked the evening shift; and two officers, which were to have been hired this April and which had originally been put off to next April, and now have been extended to next July.
The overtime budget is the same amount as the current one; the longevity account has been reduced slightly. The only increase would be to the full-time salaries, which is theoretically contractual. From fiscal year 1999-2000 to this year, there will be an overall increase in overtime of 2%. They have not had to come back to Council for contingency money for overtime for the last several years.
Commander Hart said that the largest item coming out of Technical Services is the $150,475 for vehicles and other departmental equipment. His budget last year was $1,004,000, and it is the same this year.
6. A. (Continued)
Mr. Galligan said that Public Safety was the only area to see staff reductions to the budget, and those positions had not been filled; they were set for April. He stated that in 1989 there were 11 layoffs in Public Works, and there are still 4 people missing who were never replaced, even though the Town has gone from 35 miles of road to 70 miles of road.
Councillor Delnicki asked how many Police cars would need to be replaced next year, if none were replaced this year; and Chief Tyler said the number would be doubled for next year. There is a program in place with the Public Works Department for replacing the cars, since they perform the maintenance on the vehicles. The Public Works budget will go up because they are the ones doing the maintenance. Continuing, he said that a car may have only 80,000 or 90,000 miles on it, but the engine hours are probably double that amount because when lights are needed for an accident or some other occurrence, the car must remain running.running.
Chief Tyler noted that when the Department started in 1968, the cost for a new police cruiser was $3,000; it is now $23,000.
Addressing the loss of police officers, the Chief said that one had recently retired, and there are four more eligible for retirement. He reported that there are 24,000 calls for service per year. Medical service calls are increasing and will continue to do so, especially as senior housing increases.
The possibility of a smallpox inoculation was discussed, and Mr. Galligan said that he would have to spend $8,000 in overtime per day for ten days, for a total of $80,000 if the need arose. He said there was a $200,000 homeland security budget to take care of the problem, but it was strictly for police overtime.
Mr. Galligan said he didn’t feel that the community was in jeopardy, as the Police have criteria regarding their response times, etc. He felt that ultimately it comes down to setting priorities.
Councillor Delnicki said he would be bringing some amendments forward on “amendment night,” since he did not feel comfortable with these cuts to the public safety budget.
6. A. (Continued)
Commander Hart stated that there were currently four vehicles with mileage above 79,000 and that by July, when these vehicles are replaced, they will all have well over 100,000 miles on them.
Councillor Pelkey requested a comparison of the Department to those of other Towns of a similar size and with a similar population. Chief Tyler’s recollection was that South Windsor was understaffed when compared with towns of a comparable size.
When asked about the DARE program by Councillor Burnham, Chief Tyler said that it is accomplished by the School Resource Officer, and if he/she is on some other assignment, then it is handled by an overtime situation. Only certain individuals are trained to work on this program.
When questioned about the increase in utilities and repair maintenance equipment, Mr. Galligan said that the rates come from the utility company for the utilities and the Town estimates the number with regard to new poles.
7. Executive Session – None
8. Adjournment
Due to the fact that the time was beyond 11:00 p.m. and a motion had not been made to extend the meeting, the meeting was automatically adjourned.
Respectfully submitted,
Merlyn P. Guild
Assistant to the Clerk of the Council
Attachments
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