MINUTES
BOARD OF FINANCE
JUNE 21, 2011
A REGULAR MEETING of the Board of Finance was held in the City Hall Auditorium on Tuesday, June 21, 2011.
Present were Mayor Ryan Bingham, Corporation Counsel Ernestine Yuille Weaver, Board of Finance members Daniel Farley, Thomas Scoville, Laurene Pesce, Brian Paganini and Wendy Traub, Superintendent of Parks and Recreation Brett Simmons, Fleet Manager Emil Castro and Comptroller Alice Proulx. Board of Finance member Mark Bushka was absent.
Mayor Bingham called the meeting to order at 5:02 p.m.
MINUTES
On a motion by Mr. Farley, seconded by Mrs. Pesce, the Board voted unanimously to approve the minutes of the regular meeting held on April 12, 2011.
On a motion by Mr. Paganini, seconded by Mr. Scoville, the Board voted unanimously to accept the minutes of the Special Meeting held jointly with City Council regarding Budgets, the Public Hearing regarding Budgets and the Special Meeting held jointly with City Council regarding the Tax Collector held on May 5, 2011.
On a motion by Mr. Farley, seconded by Mr. Paganini, the Board voted unanimously to approve the minutes of the Special Meeting held jointly with City Council regarding Budgets held on May 10, 2011.
On a motion by Mrs. Traub, seconded by Mr. Scoville, the Board voted unanimously to approve the minutes of the Regular Meeting Adjourned from May 17, 2011, the Special Meeting held jointly with City Council regarding Budgets, and the Special Meeting to Adopt the Budget held on May 24, 2011.
OPEN TO THE PUBLIC
On a motion by Mr. Scoville, seconded by Mr. Farley, the Board voted unanimously to open the meeting to the public. There was no one who wished to speak.
PLOW TRUCK PURCHASE: STREET DEPT.
On a motion by Mrs. Pesce, seconded by Mr. Paganini, the Board considered approval of an acquisition of a 2011/2012 International 7600 SFA Plow Truck from Marola Motors of Torrington, CT in the amount of $191,050, having been approved by City Council on June 9, 2011.
Mr. Castro confirmed that this wasn’t the lowest bidder, but the lowest bidder didn’t bid per specifications and didn’t include the correct engine currently used in the Maintenance Department.
Mrs. Traub stated she is not convinced this ten-wheel dump truck is necessary. Going forward, the prospective savings need to be more clearly defined, Mrs. Traub said, and she would like to see the actual workup of the expected savings. She noted the expense of almost $200,000 on a piece of equipment that will be used seven or eight times a year, and said she will support this as her only option because she believes the current piece of equipment does need to be replaced.
Mayor Bingham offered to have the Public Works Director create a presentation at this time next year, documenting the savings and projecting out the payback.
Mr. Castro noted that this vehicle costs less than a regular 4 x 4, and is about $30,000 more than a 4 x 2.
Mrs. Traub clarified that the drivers will not need any new operator classifications, and that Class A drivers are already on staff. Mayor Bingham said this is a requirement for the newly hired.
Mr. Farley noted the $775.50 pricing error made by Lubrication Technologies, and questioned the total price. Mr. Castro replied that Marola Motors is holding $650 back for steel overhead, and a discount of $700 or $800 will be applied if it is paid out front. Mr. Farley said there is an additional $900 discount for payment made when the chassis is delivered, and another approximate discount of $521 if the vehicle is delivered to West Springfield for Lubrication Technology.
Mayor Bingham suggested the motion be amended to state “not to exceed $191,050” because of the discount variations. Mrs. Pesce amended her motion to include “not to exceed $191,050” and Mr. Paganini amended his second. The Board voted and the acquisition was unanimously approved.
POLICE INTERCEPTOR PURCHASE
On a motion by Mrs. Traub, seconded by Mr. Scoville, the Board voted unanimously to approve acquisition of two (2) Ford Police Interceptors from Crowley Ford, LLC of Plainville, CT for $57,244.00, having been approved by the Board of Public Safety on May 4, 2011, and City Council on June 9, 2011.
Mrs. Traub expressed a concern that standards be in place to ensure that older vehicles are utilized on a daily basis so a lot of miles are not put on the new vehicles. Mr. Castro said he runs a monthly mileage report, and meets with Lt. Newkirk to inform him what vehicles are being worked more than others.
Mayor Bingham noted this is the last Crown Victoria model to be purchased and asked Mr. Castro if he’s scheduled testing of the new models. Mr. Castro said he will test about three vehicles with Chief Maniago.
PLOW TRUCK PURCHASE: PARKS & REC.
On a motion by Mr. Farley, seconded by Mr. Paganini, the Board voted to approve acquisition of one plow truck from Marola Motor Sales, not to exceed the bid price of $95,917.00, having been approved by City Council on June 9, 2011.
Mr. Farley noted that we are entitled to a $700 credit for this vehicle if we prepay when the chassis arrives. Mr. Castro said the Purchasing Agent will not allow the purchase to go forward without exercising all available options.
Mrs. Traub said she is still not comfortable with the size of this vehicle and believes we could accomplish the goals by utilizing a dump truck from our fleet. She said the cost of delivering materials is inexpensive compared to the cost of a $90,000 truck, and encouraged the practice of shared services.
Mayor Bingham clarified that this vehicle will be used year-round. Mr. Simmons noted that it is a smaller vehicle compared to most of the Street Department vehicles.
Mrs. Traub asked for a list of parking lots the Parks and Recreation Department maintains. Mr. Simmons said they take care of all the Parks Department parking lots such as Fuessenich, the Armory, all the parks which are kept open year-round, and the two Fire Houses. He said they treat the Police Department parking lot and the municipal lots.
Mrs. Traub noted that these are taxpayer dollars and she wanted to make sure they are getting the most for their dollar, that it’s a necessity and not a need or a want. She said approximately $100,000 for a truck for Parks and Recreation seems a little bit out of range. Mr. Simmons clarified that this is a package that comes with a sander and a plow.
Mr. Paganini asked if this truck is replacing the one with the rotted dump body. Mr. Simmons said it is, and the current one, a discontinued model, has been out of service for three or four weeks while attempts were made to find a part. Without a truck, he said, it is difficult to continue Parks and Recreation operations.
Mr. Castro added that glider kits will be purchased in the future which will replace the dump body, redo the cab, and refurbish the transmission and engine for a lot less money. However this is not available for the discontinued model.
Mr. Farley asked how much of the $95,000 is for the sander and plow. Mrs. Traub said they cost $24,000.
The vote was 4/1 with Mrs. Traub opposed.
BUDGET TRANSFERS
On a motion by Mrs. Traub, seconded by Mr. Farley, the Board voted unanimously to authorize the budget transfers for FY 2010/2011 listed in the Comptroller’s memos of June 14, and June 16, 2011, having been approved by City Council on June 20, 2011.
Mrs. Traub asked for a clarification on the EOC project transfers. Ms. Proulx said there is money coming out of both the Police and Fire Departments because they ended up having to change the telephone system and they weren’t anticipating that. Mayor Bingham said a local vendor was consulted for a Voiceover IP telephone system, there was some grant money, but it didn’t cover the entire cost. He said the entire City will move to this type of system, but this was an opportunity to get ahead of the game. Mrs. Traub said it is a cause to question after the painstaking budget process, to have so much money left in these accounts. Mayor Bingham said if there wasn’t an EOC project at the Fire House, in a normal year, it would be returned to the general fund.
Mrs. Traub asked if further transfers are anticipated. Ms. Proulx said no, but doesn’t know from one day to the next. Mrs. Traub noted that no money was used from Contingency this year.
Mr. Farley questioned how the Board of Assessment Appeals Chairman is paid. Ms. Proulx said she submits the number of hours worked. Mayor Bingham said this year the process has been well done.
WISH LIST FUND ALLOCATION
On a motion by Mrs. Traub, seconded by Mr. Pagnini, the Council voted unanimously to authorize the allocation of interest earned to individual projects included in the Wish List fund, having been approved by City Council on June 20, 2011, with additional review for possible closure of inactive projects to be presented at a later date.
Mrs. Pesce asked how this is portioned back to the projects. Ms. Proulx said spreadsheets are created on a monthly basis to calculate what portion of the interest they’ve earned. The only alternative, she said would be to create 40 or 50 separate accounts that have very little activity.
Mrs. Traub asked what types of things are in the Wish List fund. Ms. Proulx said the Veteran’s Memorial, and the Anti-Blight fines, for example.
Mayor Bingham said every dollar counts and it makes sense that the money earned in interest goes back to the original purpose. He said if any project is removed, there will be a separate discussion at that time.
BUSINESS: MAYOR & BOARD MEMBERS
On a motion by Mr. Farley, seconded by Mrs. Traub, the Board voted unanimously to consider business by the Mayor and the Board of Finance.
Mr. Farley noted that an ex-Board of Finance member tragically died yesterday. He expressed his gratitude for what Mr. Theroux did for the Board of Finance and offered sympathies to the family. Mayor Bingham offered to write a letter to the family.
Mrs. Pesce said Mr. Theroux was very helpful to the Board of Education.
Mayor Bingham said union negotiations have taken a lot longer than initially anticipated. A second last best offer was sent out Wednesday, and at this point there is a tentative agreement with the Fire Department but he’s still waiting for the Police Department response. He is working with the consultant on a projected savings number and there may be additional savings required. Mayor Bingham said he will be returning to the City Council and Board of Finance for amendments. Additional cuts could be anywhere between $10,000 and $40,000, he said. Mayor Bingham said they are on the right track.
ADJOURNMENT
On a motion by Mrs. Traub, seconded by Mr. Scoville, the Board voted unanimously to adjourn at 5:40 p.m.
ATTEST: JOSEPH L. QUARTIERO, CMC
CITY CLERK
Respectfully Submitted,
Carol L. Anderson, CCTC
Asst. City Clerk
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