Minutes
Vehicle Replacement Advisory Board
Regular Meeting
February 5, 2013
A Regular Meeting of the Vehicle Replacement Advisory Board was held on Tuesday, February 5, 2013 in the Mayor's Office.
Present were Mayor Bingham, Board Member Glenn Royals, Fleet Manager Emil Castro, Comptroller Alice Proulx, City Council representative Gerald Zordan, Board of Public Safety representative James Potter, Board of Finance representative Bill Lamoin and Mayoral Aide Timothy Waldron. Board of Finance representative Mark Bushka was absent.
Mayor Bingham opened the informal meeting at 8:30 a.m.
Equipment Maintenance Dept. Vehicle
Mr. Castro said the vehicle is due to be replaced according to the Vehicle Replacement Plan. It is 17 years old, has over 100,000 miles on it and runs well, but the frame is shot, he said, and added that the vehicle is strong and is running, but there are rust issues. Mr. Castro said the budgeted replacement amount is $19,500 but he can find a used one for $15,000, if it fell within the mileage guidelines.
Mr. Lamoin said if you need it, you need it. Mr. Royals agreed that this should go forward since there's an allotment for it in the Plan and it's due to be replaced this year.
Mayor Bingham asked the Board to consider hybrid vehicles. Mr. Castro said they cost upwards of $40,000 and there are no incentives being offered. Mr. Lamoin suggested the Board set the goal of getting vehicles that achieve better gas mileage. Mr. Castro said that an Engineering vehicle will be due for replacement, and is budgeted for $23,000.
Ms. Proulx asked if approvals would be easier if this purchase were part of the budget process, and noted that a restructuring of the whole Plan is going to be considered in the future. Mr. Lamoin said there's no need to wait if the vehicle needs to be replaced, is on the Plan, and can be purchased under budget.
Mayor Bingham summarized the recommendation that the Equipment Maintenance Dept. Vehicle be replaced with a used Jeep Liberty. The Board agreed this purchase should go forward.
City Hall Vehicle Pool Policy
Mayor Bingham reported that he met with the Department Heads from the Assessor's Office, Planning and Zoning, Engineering and Building Departments. They were all on board with this draft policy, he said. The car pooling plan includes a sign in/sign out sheet, and inspection sheet, and an electronic calendar to reserve the cars.
Mr. Castro asked how Departments will share the costs. Mr. Royals suggested it be split equally and Mr. Potter suggested a mileage rate be created. Ms. Proulx offered to work with Mr. Castro to create a cost rate based on usage.
Mayor Bingham said this will be implemented by the end of February.
Other Business
Mr. Potter asked about restructuring the Vehicle Replacement Plan and if it will include adjustments to life expectancy and costs. Mr. Castro said that Police Interceptors and Snow Plows will have adjustments to their life expectancy.
The meeting ended at 8:45 a.m.
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Respectfully submitted, Carol Anderson Recorder-of-the-Day
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