Vehicle Replacement Advisory Board
Minutes -- Regular Meeting
May 4, 2015
A Regular Meeting of the Vehicle Replacement Advisory Board was held on Monday, May 4, 2015 in the Mayor's Office.
Present were Mayor Carbone, Board of Finance representative Bill Lamoin, Board Member Glenn Royals, Fleet Manager Emil Castro, Comptroller Alice Proulx, Purchasing Agent Pennie Zucco and Mayoral Aide Timothy Waldron. Board of Public Safety Representative Robert Conforti and City Council representative Anne Ruwet were absent.
Mayor Carbone opened the meeting at 10:37 a.m.
Proposed Vehicle Replacement Plan for FY 2016
Mayor Carbone thanked Ms. Proulx and Mr. Castro for their work in producing the plan, and asked the Board for their opinions regarding a full-blown evaluation from an outside vendor. Mr. Royals said that Mr. Castro makes the plan happen and is more hands-on than a vendor. Ms. Proulx said that past plans from a vendor were too cumbersome to use and maintain. Mr. Lamoin said that Mr. Castro will produce a more conservative plan and that his work will be money well spent. The Board members agreed that planning for five years is a reasonable length of time. Ms. Proulx added that an annual review is beneficial. Mayor Carbone reminded the Board that the goal is to smooth out the replacements to avoid having too many in one year. Mr. Lamoin advised the Mayor to combat the notion of
vehicle replacement that is based solely on what’s listed on the plan, rather than the vehicle’s needs. Mayor Carbone agreed and asked the Board to look at the plan presented.
The Board members looked at both the funding and spending sides, and considered the deficit shown. Ms. Proulx said that the deficit is small in her opinion. Mr. Castro noted that the deficit now reflects vehicles that were supposed to be replaced but were not, along with pricing changes. He said the cluster of Street Department trucks that were due to be replaced has been smoothed out.
Mayor Carbone noted there were four Police Department vehicles that were rejected for replacement. Mr. Lamoin asked about the mileage criteria. Mr. Castro replied that the criteria is correct but he may be able to increase the service life on newer vehicles. He said the Police vehicles have up to 140,000 miles on them and should be replaced when they have 100,000 miles. He added that the Crown Victoria models will be replaced with sport utility vehicles and a supervisor vehicle and Expedition are also due to be replaced. Mr. Royals pointed out that newer vehicles should not be left idling at construction sites and asked if the City is reimbursed for the vehicle use on Extra Duty. Ms. Proulx said there is an administrative cost included. Mayor Carbone said she would check into
that. Mr. Royals added that a $33.00 per day storage fee should be collected on impounded vehicles.
The successful program of departments sharing vehicles was discussed, such as the Parks and Street Departments and the Traffic Department and Board of Education.
Global Positioning System
Mr. Castro said he doesn’t disagree with the purchase of GPS units, as leasing the units is too expensive, and noted that they are very helpful in an accident. Mr. Royals said the vendor should install them free of charge, since the City is making a purchase and agreeing to a monthly fee. Mr. Lamoin said he is opposed to prepaying three years’ service. Mayor Carbone asked the Board if the City should include funding for this purchase in the FY15/16 budget and Mr. Castro said that it could go out to bid again.
On a motion by Mr. Lamoin, seconded by Mr. Royals, the Board voted unanimously to recommend the addition of $11,000 to the FY15/16 budget for GPS units and that the Board will vote to determine their purchase, lease and/or free installation in the future.
Vehicle Replacement Funding FY15/16
On a motion by Mr. Royals, seconded by Mr. Lamoin, the Board voted unanimously to recommend that $900,000 be included in the FY15/16 budget for Vehicle Replacement, as presented.
Adjournment
On a motion by Mr. Royals, seconded by Mr. Lamoin, the Board voted unanimously to adjourn at 11:30 a.m.
Respectfully submitted,
Carol Anderson, MCTC, CMC
Recorder-of-the-Day
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