Board of Selectmen
Special Meeting Minutes
Town Office Building January 9, 2012
Selectmen’s Conference Room 5:00 P.M.
First Selectman Mailhos called the meeting to order at 5:00 P.M. with the following in attendance: Selectman Littell & Blessington, Public Works Director, Lynn Nicholls; Business Manager, Donna Latincsics and a Resident.
Donna Latincsics prepared draft number one of the budget. First Selectman Mailhos noted the letter that was sent from the Board of Finance. Selectman Blessington said he is not impressed with the letter stating “not to ask for more than you need”. It just leaves things wide open. First Selectman Mailhos stated they will be looking closely at the “miscellaneous” items. Selectman Blessington said the miscellaneous items got cut last year; there isn’t much left. Selectman Littell clarified that things that weren’t justified were cut. Lynn said she has two miscellaneous items, which she holds for repairs, which is tricky to estimate, because you cannot determine what is going to happen.
Donna explained that one third of the budget equals salaries; one third is the Public Works department (including Department salaries) and one third is everything else.
Fire Department budgets were then discussed. First Selectman Mailhos asked why the Fire Departments do not report to the Board of Selectmen in the budget. It would make more sense to have their budgets incorporated and first pass through the BOS, not directly to the BOF, to avoid duplication. It has always been done this way, but is there a reason why?
Selectman Blessington stated he had a concern about spending $12,000 on picnic tables after the budget was cut last year. Donna clarified the Recreation Department’s budget comes under a grant. Lynn added that the money for the benches did not come out of their operating budget. They are also a revenue source, which comes from their programs.
Discussion was held on fuel usage; which falls under the Public Works budget. Even though both Fire Departments use the fuel as well, it reflects only as Public Works being the user. Lynn requested for Donna to add line items, for each Fire Department under the fuel line item to track details and usage. Donna will create a gas and diesel line for Public Works, Willington Hill Fire Department and Willington Fire Department#1. This will reflect detailed usage for each Department, rather than showing just as Public Works using the fuel. As a side note, the School Busses have their own fuel line item under Board of Education even though they source the Public Works diesel fuel as well.
Donna reported that we are in the second year of a two year rate guarantee for dental and life insurance. The Health insurance budget is currently at 8%, but could go even lower. Our experience rating is good and Superintendent Harding is working with our agent to get better rates.
The MIRMA assessment payment for FY 2012-13 will also need to be factored in this year; coming under worker’s compensation.
Lynn asked the Board to consider adding more hours for her secretary, who only works 12 hours per week and does not get benefits. She has requested to bring the secretary up to 18 hours per week. She also asked the Selectmen to look at how much of her budget really goes into the roads.
First Selectman Mailhos stated that the letter from the BOF requests an honest assessment on what it takes to run the Town from each department. She added that she feels there are other things that should be taken care of. For example, we should give a stipend to the webmaster (our Treasurer, who puts a lot of her own time into improving and updating our website); we should also have a stipend to give to someone who would be in charge of for Town Office Building maintenance. We currently do not have anyone who takes care of this building. If we have problems, we fix ourselves, call Lynn or have Public Works take care of the problems. As a last resort, we call in a vendor. It isn’t anyone’s job to be proactive and do preventative maintenance. Lynn said none of the Town buildings have any routine
maintenance done on them. First Selectman Mailhos added that we should add a stipend for a Shelter Coordinator. We were lucky during the past two storms that we had a volunteer offer to take over at the shelter for the weeks the shelter was open. Donna said she will prepare the next budget with these stipends.
Selectman Littell suggested to focus on the BOF letter, regarding the assessment on what it takes to run the Town. We should start with a list of what is lacking. We should also focus on what we need to run the Town versus wants.
First Selectman Mailhos added that we should add more to the tree removal line item. Lynn then asked for the Board to look at the chip seal budget. She is looking at doing roads that were done in 2007; which was 12 miles of road back then; at today’s prices would cost approximately $160,000. She asked how much she should budget for. She also noted that crack sealing has gone up to $14.50 per square foot where it cost $1.88 per square foot back in 2007. First Selectman Mailhos asked Lynn to stay in last year’s budget range. She also suggested creating a spreadsheet to show a projected road schedule and years that chip sealing should be done. First Selectman Mailhos asked if they can hit the distressed areas; or do some of the roads that were missed in 2008, 2009 and 2010;
but then the roads that were slated to be done this year will have to wait another year. We need a goal and a plan.
The Transfer Station budget was discussed. We are under budget for trash and bulky so far as well as for Town and Land Use Attorney’s fees thus far. However, Union negotiations are coming up.
The Board will look at the numbers and will meet again on Tuesday, January 17th at 5:00 P.M.
The meeting was adjourned at 6:20 P.M.
Respectfully submitted,
Robin Campbell
Robin Campbell
Administrative Assistant
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