MINUTES
SPECIAL MEETING
CITY COUNCIL & WPC AUTHORITY
MAY 8, 2006
A SPECIAL MEETING of the City Council & WPC Authority was held on Monday, May 8, 2006, in the Council Chambers.
Those in attendance included Mayor Ryan J. Bingham, City Councilors James F. McKenna, Thomas C. Jerram, Rick E. Dalla Valle, Andrew J. Slaiby, and Drake L. Waldron, Comptroller Alice Proulx, Public Works Director Gerald Rollett, Fleet Supervisor Michael Michaud, Parks & Recreation Director John Timm, and member of the Board of Public Safety, James Potter. Absent was Councilwoman Marie P. Soliani.
Mayor Bingham called the meeting to order at 6:05 p.m.
On a motion by Councilor Jerram, seconded by Councilor Waldron, the board voted unanimously to review, discuss, change, and vote on the following budgets:
EQUIPMENT MAINTENANCE #070
Fleet Manager Michael Michaud gave his justification for the need to update a crane.
This budget was tentatively approved on April 24, 2006.
RECREATION #180
Parks and Recreation Director John Timm informed the Council that police presence is not necessary during an event unless there are more than 2,000 people. They will monitor the attendance at games and will most likely hire one policeman. If attendance mandates, they will hire two. At this time, the city pays for one officer, however, the Commission is trying to change that format.
Line Item 5105 - Part Time, reduction of $11,492.00.
Line Item 5753 - FICA, reduction of $879.00
Bottom Line - $379,369.00.
Councilor Dalla Valle inquired whether Mr. Timm included funds for a sign at the BMX track in this budget.
Mr. Timm stated he wasn’t sure but would check into it.
On a motion by Councilor Dalla Valle, seconded by Councilor Slaiby, the Council voted to tentatively approve the Recreation Budget.
COE PARK FUND 40 #275
On a motion by Councilor Dalla Valle, seconded by Councilor Slaiby, the Council voted unanimously to approve the Coe Park Fund 40, as presented.
The hiring of someone to plant flowers at Coe Park will be a three year process. Mr. Timm has been discussing the issue concerning the possibility of using additional funds for more maintenance of the lawn. The process to upgrade the turf will be ongoing.
HEALTH #370
Reduction of $8,000.00 in line item 5203 - Recycle Contract.
On a motion by Councilor McKenna, seconded by Councilor Jerram, the Council voted unanimously to tentatively approve the Health budget.
PUBLIC SAFETY MISC. #490
Mayor Bingham noted that this budget was tabled on 4/24/06. The question was whether the Council would appropriate an additional $15,000.00 to be applied specifically toward vehicles. The contract states “apparatus”, which could mean any sort of equipment. The city has been donating $15,000.00 to the Fire Service Coordination Committee whereby they appropriate the funds amongst themselves on a rolling basis.
Mayor Bingham, Chief Field, Commissioner Potter, and Councilor Jerram recently held a meeting to discuss how they could add the $15,000.00 specifically for vehicles. They decided to reduce line item 5453 - Equipment Volunteer Fire Department, by $10,000.00, leaving $5,000.00 for apparatus, to be decided by the Fire Service Coordination Committee. They created a new line item, 5351.0001 Vehicle Replacement for an additional $25,000.00, which would be the $10,000.00 taken away from line item 5453, and added $15,000.00 for vehicles.
Mayor Bingham stated that a memorandum of understanding would be developed for the future so the Board of Safety could decide whether or not to give funds to each department with the recommendation of the chiefs so they could have a full, tied-in replacement policy, not only for volunteers, but for the city as a whole.
MOTION
Councilor Jerram made a motion to reduce Line Item 5453.0000 - Equipment VFD by $10,000.00, and add $25,000.00 under a new line item 5351.0001, which will be the $10,000.00 just reduced and an additional $15,000.00 toward vehicle replacement, with the understanding that any future purchases would be subject to a Memorandum of Understanding for the Volunteer Departments that receive the equipment. Should service cease to exist at a volunteer department for any reason, any new vehicles acquired on their behalf from this fund would come back to the city as city property. Councilor McKenna seconded the motion.
Councilor Dalla Valle inquired whether this would preclude the volunteers from acquiring any used vehicles from the career department.
Commissioner Potter indicated that the city no longer had a rotation plan for vehicles with the volunteers.
Councilor Dalla Valle inquired whether the $25,000.00 would now become a yearly contribution to the Volunteers, since they were deducting $10,000.00 from line item 5453.0000 - Equipment VFD. His concern was the possibility of losing the $10,000.00 next year if they decided not to fund the Vehicle Replacement Line Item in future budgets. He wanted to make certain the volunteers didn’t experience a loss in funds in the long run.
Councilor Jerram noted that the contract with the volunteers states that the Council allocates a sum of money, but there’s no specific language as to how much money is allocated.
Mayor Bingham noted that approving this motion did not preclude the city from handing down older vehicles to the volunteers in the future. Discussion could be held on this matter at a later point in time.
Commissioner Potter indicated that the volunteers were encouraged to join the career department when they go out to bid to purchase equipment, so that all the equipment throughout the city is interchangeable.
This procedure could save the volunteers a sum of money.
VOTE
The Council voted unanimously to approve the aforementioned motion.
Line Item 5284 - increase of $125.00, for the recording device.
On a motion by Councilor Jerram, seconded by Councilor McKenna, the Council voted unanimously to tentatively approve the Public Safety Miscellaneous Budget, subject to comments heard during the public hearing .
ADDITIONAL REVIEW/DISCUSSION/CHANGE/VOTE # 1110
On a motion by Councilor Jerram, seconded by Councilor McKenna, the Council voted unanimously to further review, discuss, change, or vote by Department as needed.
Mayor Bingham said he planned to cut the vehicle replacement account in every department in half and to freeze the vehicle replacement policy as it stands at the present time. According to Mike Michaud, the few vehicles scheduled for immediate replacement can be extended another year. Mayor Bingham stated that a Vehicle Replacement Committee, established within the next year, will take ownership of the vehicles and rent them out to department heads. He hoped the Council would support him in this matter.
Councilor Jerram said the Mayor had the authority to reduce the vehicle replacement line item in every budget as he saw fit.
Councilor McKenna said he personally opposed reducing the vehicle replacement account. He noted that the whole concept was to put money away on a yearly basis to eliminate the peaks and valleys we used to have relative to the purchase of vehicles.
Ms. Proulx stated that the account totaled $1,387,377.82 including interest, and funding this year was proposed at $305,387.00, half of the original request for $610,000.00.
Councilor Dalla Valle thought the vehicle replacement account was under the discretion of the Mayor to deal with as he pleased and not something the City Council had any involvement in, other than voting on it within the budgets.
Mayor Bingham stated that it was part of the budget, hence the Council needed to vote on it.
MOTION
Councilor Jerram made a motion to reduce the Vehicle Replacement Account by 50% in each department budget. Councilor Dalla Valle seconded the motion.
Under discussion, Mayor Bingham indicated that the purchase of new vehicles in the coming year was not necessary, and that, even with the 50% cut, we will still have $1.6 million dollars in the vehicle replacement fund.
Councilor Jerram said the original plan took into account life expectancies and costs that were arbitrary from the outset, so there’s a good chance that we’ve been over funding the account for a number of years. It was his opinion that the city could continue to manage the acquisitions of vehicles without peaks and valleys if it continued to fund the account at $300,000.00 a year.
Councilor Dalla Valle felt the $300,000.00 cut from Vehicle Replacement was far less of an inconvenience and a hassle to people than taking $685,000.00 from the Pension Fund which was done last year.
Mayor Bingham felt this account should have been looked at each and every year it has been in existence. We now have a large sum of money that has been funded at an arbitrary level, and don’t know when it’s going to run out because a committee has never been established to control it or make the hard decisions. Mayor Bingham said he planned to place a freeze on vehicle replacement in the next budget year.
VOTE
On the previous motion, Councilors Jerram, Dalla Valle and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Mayor Bingham reviewed the additional items that had been cut.
Assessor, $1,170.00 reduction in vehicle replacement.
Building, reduction of $2,727.00 in vehicle replacement
City Clerk, reduction of $1,875.00 in line item 5284 - service agreements; bottom line of $818,752.00
Comptroller, reduction of $1,000.00 in line item 5280 - Office Supplies, bottom line $228,362.00
City Council, addition of $125.00 to line item 5265 - Misc. Expense.
Mayor’s Budget
Councilor Jerram made a motion to rescind his original motion to approve the Mayor’s budget. Councilor Dalla Valle rescinded his second. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Reduction of $1,159.00 in vehicle replacement; bottom line of $188,998.00.
Councilor Dalla Valle made a motion to tentatively approve the Mayor’s Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Planning & Zoning, reduction of $125.00 in line item 5350 - New Equip.
Reduction of $1,170.00 in Vehicle Replacement. Bottom line $251,495.00.
Councilor Dalla Valle made a motion to tentatively approve the Planning & Zoning Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Purchasing, reduction of $2,000.00 in line item 5201 - Advertising.
Reduction of $1,000.00 in line item 5280 - Office Supplies.
Reduction of $4,500.00 in line item 5406 - Disposal.
Bottom line of $112,819.00.
On a motion by Councilor Jerram, seconded by Councilor Dalla Valle, the Council voted unanimously to tentatively approve the Purchasing Budget.
Registrars, reduction of $500.00 in line item 5232 - Fees.
Reduction of $500.00 in line item 5280 - Office Supplies.
Reduction of $500.00 in line item 5289 - Exp. Making Voters.
Bottom line of $122,527.00.
On a motion by Councilor Dalla Valle, seconded by Councilor Jerram, the Council voted unanimously to tentatively approve the Registrars Budget.
Elderly Services, reduction of $15,000.00 in line item 5246 - Parking Lot Maintenance.
Bottom line $275,031.00.
On a motion by Councilor Jerram, seconded by Councilor Slaiby, the Council voted to tentatively approve the Elderly Services budget.
Treasurer, reduction of $1,648.00 in line item 5103 - regular wages.
Addition of $600.00 in line item 5104 - overtime.
Reduction of $80.00 in line item 5753 - FICA.
Bottom line of $33,775.00.
On a motion by Councilor Jerram, seconded by Councilor Slaiby, the Council voted unanimously to tentatively approve the Treasurer’s Budget.
Data Processing, reduction of $28,620.00 in line item 5345.0001 - City Wide Hardware. (Mr. Hoffman was looking for funds from Homeland Security for disaster recovery. Additionally, he will request the reallocation of funds from prior year encumbrances for that purpose.)
(It was noted that $40,000.00 and $3,000.00 was previously reduced in line item 5295 - Telephone, and 5346 - Software, respectively, and the reduction of $28,620.00 was previously penciled in.) Because it was tentatively approved on 3/27/06, it needed no further action.
Bottom line $336,819.00.
Canine, reduction of $1,559.00 in line item 5351 - Vehicle Replacement.
Bottom Line $74,496.00.
Councilor Dalla Valle made a motion to tentatively approve the Canine Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Fire, reduction of $77,892.00 in line item 5351.0003 - Mid Sized Apparatus.
Bottom Line $4,125,573.00.
Councilor Dalla Valle made a motion to tentatively approve the Fire Department Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Police, reduction of $38,946.00 in line item 5351.0001 - Vehicle Replacement.
Bottom Line $6,356,286.00.
Councilor Dalla Valle made a motion to tentatively approve the Police Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Traffic, reduction of $6,000.00 in line item 5351.0001 - Vehicle Replacement.
Bottom line $314,238.00.
Councilor Dalla Valle made a motion to tentatively approve the Traffic Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Public Works, reduction of $780.00 in line item 5351.0001 - Vehicle Replacement.
Bottom Line $114,624.00.
Councilor Dalla Valle made a motion to withdraw his previous motion to fully approve the Public Works budget. Councilor Slaiby did not withdraw his second.
Councilor Dalla Valle requested a legal opinion on whether or not the vehicle replacement funds of $780.00 could be reduced from this budget without re-opening this vote.
Mayor Bingham would refer the matter to Corp. Counsel Ernestine Weaver.
Engineering, reduction of $3,896.00 in line item 5351.0001 - Vehicle Replacement.
Bottom line $505,767.00.
Councilor Jerram made a motion to tentatively approve the Engineering Budget. Councilor Dalla Valle seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Equipment Maintenance, reduction of $1,832.00 in line item 5351.0001 - Vehicle Replacement.
Bottom Line $1,311,309.00.
Councilor Dalla Valle made a motion to tentatively approve the Equipment Maintenance Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Street Department.
Councilor Dalla Valle made a motion to rescind his original vote to give final approval to the Street Department Budget. Councilor Jerram rescinded his second. Councilor Slaiby opposed the motion. On a 4-1 vote, the motion carried.
Reduction of $34,624.00 in regular wages (through attrition) line item 5103 - regular wages.
Reduction of $2,649.00 in line item 5753 - FICA.
Reduction of $148,771.00 in line item 5351.0001 - Vehicle Replacement.
Bottom line $6,194,470.00.
Councilor Dalla Valle made a motion to tentatively approve the Street Department Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Parks, reduction $18,305.00 on line item 5351.0001 - Vehicle Replacement.
Bottom line $2,342,644.00.
Councilor Dalla Valle made a motion to tentatively approve the Parks Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Recreation, reduction of $780.00 in line item 5351.0001 - Vehicle Replacement.
Bottom line $378,589.00.
Councilor Dalla Valle made a motion to tentatively approve the Recreation Budget. Councilor Jerram seconded the motion. Councilors Jerram, Dalla Valle, and Waldron voted in favor of the motion. Councilors McKenna and Slaiby opposed. On a 3-2 vote, the motion carried.
Debt Interest and Expense, addition of $5,000.00 in line item 5615 - Torringford School.
Bottom line $1,934,016.00.
On a motion by Councilor Dalla Valle, seconded by Councilor Jerram, the Council voted to tentatively approve the Debt Interest and Expense Budget.
Pension & Benefits, reduction of $5,000.00 in line item 5756 - Life Insurance.
Bottom line $8,935,418.00.
On a motion by Councilor Dalla Valle, seconded by Councilor Jerram, the Council voted to tentatively approve the Pension & Benefits Budget.
The amendments total $925,888.00.
Councilor Dalla Valle inquired whether the policy to see who took vehicles home every night would be reviewed by the new committee as well.
Mayor Bingham said it would be a management decision. However, they are looking into it because there may be union issues with a number of vehicles being brought home. This policy has nothing to do with the funding.
Councilor Dalla Valle asked if that matter would be part of the new Vehicle Replacement package.
Mayor Bingham said no.
Mayor Bingham indicated that the bottom line for the city budget was $48,865,257.00, and overall increase of 3.21%, or $1,518,352.00; less than a mill. Approximately $1.6 million in additional revenue will be coming from the state.
ADJOURNMENT #3280
On a motion by Councilor Dalla Valle, seconded by Councilor Jerram, the Council voted unanimously to adjourn at 7:25 p.m.
Joline LeBlanc
Asst. City Clerk
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