Board of Selectmen Special Meeting Minutes of November 20, 2014

Transcription

1 BOARD OF SELECTMEN SPECIAL WORKSHOP MEETING THURSDAY, NOVEMBER 20, :30 A.M. GUILFORD TOWN HALL First Selectman Joseph Mazza called the meeting to order at 8:40 a.m. Present: Board Members: Mazza, Havrda, Balestracci and MacElhiney Town Officials: Media: Finance Director Sheila Villano, Board of Finance Members Matthew Hoey, Louis Federici, Kenneth Gamerman and Peter Goletz. Police Chief Thomas Terribile, Deputy Police Chief Jeff Hutchinson and Clerk Traci Brinkman. The following officials arrived while the meeting was in progress: Library Sandy Ruoff and Librarian Robin McCool, Fire Chief Charles Herrschaft, Fire Commission Chair Kenneth Wilson, Jr., Parks and Recreation Director Rick Maynard, Parks and Recreation Commission Chair Ralph Schipani, Parks Foreman Anthony Annicelli, Golf Course Commission Member Joseph Dunsmore, Town Engineer Jim Portley, Superintendent of Highways Tom Fillion, Facilities Engineer Steve Neydorff, and Environmental Planner Kevin Magee Mike Graziano, taping for GCTV 1. To receive multi-year capital plan presentations from the following departments (times are approximate): 8:30 a.m. Library and Police 9:00 a.m. Fire/Communications and Parks and Recreation 9:30 a.m. Public Works/Engineering, Town Properties, Building and Planning and Zoning 10:00 a.m. Golf Course and Information Systems Police (Chief Terribile/Deputy Chief Hutchinson) Deputy Chief Hutchinson said they have added $30,000 in their five-year capital plan for body worn cameras. He added that there has been a push nationally for cameras on the officer s body, because once they are out of the car and out of range, the 1

2 vehicle camera cannot capture what is happening. Deputy Chief Hutchinson said that a private citizen approached the department wishing to donate money and he has committed to giving $10,000 in 2014, $10,000 in 2015 and $10,000 in 2016 for the cameras. They are hoping to fully have them implemented by January Chief Terribile said there are still legal issues regarding camera use they are working out. In addition the company that currently provides the vehicle cameras are developing their own body cameras that should be compatible with the ones in the cars so it makes sense to wait for that as well. Mr. Mazza asked about the lifespan for the cameras. Chief Terribile said probably between three to five years. They are new so he is not exactly sure. There are still a lot of issues that need to be ironed out. Deputy Chief Hutchinson also noted the replacement in 2016 of the police audio recording system. It is 13 years old and the current system is no longer supported. The cost for this upgrade is $13,846. Another item is soft body armor replacement or bullet proof vests. He added that they usually receive a grant totaling $12,900 and they put $12,900 in the general fund. They have also included two patrol cars for next year and an unmarked vehicle along with the components. There was a discussion about the HVAC System in the Building. It was noted that after a study was performed, the cost to upgrade the system was higher than anticipated. Deputy Chief Hutchinson said the cost has come down a bit and they have broken the project out over five years. Mr. Mazza asked if it was just better to do it all at once and spend the $500,000. Deputy Chief Hutchinson said he is not opposed to doing it all at once as long as it doesn t interfere with their daily operations. He further explained that in the fiscal years 17 and 18 of the plan there are the usual vehicle replacements. In 2019 there is $40,000 for the AS400 Server. About every five years they need to replace that. There are just vehicles in year 2020 for now. Chief Terribile said the biggest item after 2020 is going to be roof replacement on the building. The current roof is getting close to 20 years old. They also need do work on the driveway that serves both the police and fire departments, since it is deteriorating. Library (Sandy Ruoff and Robin McCool) Ms. Ruoff said included in their plan is ongoing technology replacement computers and software. Mr. McCool noted that this is the nuts and bolts hardware used by the public and the staff. At the time of expansion hardware quadrupled, but much of that was provided 2

3 through the Library Capital Campaign. They normally get five to six years out of a computer. There are a total of 50 to 60 computers. In addition they will also seek grants, but they also get money from the Friends of the Library, Guilford Fund for Education and the Guilford Foundation for Youth. Mr. Mazza said over the five-year period there are not many major improvements to the building. Ms. Ruoff said in the fiscal year that just ended they had $25,000 for building maintenance and were able to do a lot. She noted that they did put some money in for some potential roof repairs. Fire/Communications (Chief Charles Herrschaft and Ken Wilson) Chief Herrschaft explained that within their plan is phase two for replacement of the air bottles. They have reached their life expectancy of 15 years. The cost is $28,000. They also have the fourth lease payment for the defibrillators for $30,000. He added that they have reorganized the replacement of vehicles. They moved the rescue vehicle from FY to FY The cost for that will be $1 million, but that is the cost of the vehicle plus replacement of extraction equipment that is 20 years old. He added that the engine replacements were moved down to FY and Mr. Mazza noted that the rescue vehicle projection was increased $200,000. Chief Herrschaft said that is because he included replacement of the extraction equipment, which alone costs $150,000. They are required to do routine maintenance on that equipment annually and the parts are no longer replaceable. Some of the equipment dates goes back to The technology of cars has increased and a lot of the equipment is not strong enough to open the new vehicles. In addition they also need specialized equipment for electric vehicles. Chief Herrschaft said they need a replacement vehicle for the deputy fire marshal. His vehicle is the old assistant chief s vehicle. It has 90,000 miles on it. The next backup vehicle they have has 160,000 miles on it. They want to get rid of that vehicle, move down the current deputy fire marshal s vehicle to the back-up position and give him a new vehicle. The cost is $40,000 including equipment. He added that also included in their plan is the purchase of an oxygen generator to make medical oxygen. The cost is $45,000. The department currently spends $15,000 to $25,000 a year on oxygen. The $45,000 price includes purchase of the cylinders for the ambulances and station. They would regenerate the oxygen themselves and it would provide a significant cost savings. The system is very reliable and the equipment life is 10 years. The other remaining to items include an auto CPR machine for $15,000 and a new fit tester for $13,000. The fit tester is required by OSHA and the current one is 12 years old. It is used by both the police and fire departments. Every year they must be fit 3

4 tested for air packs and gas masks. Communications (Charles Herrschaft) Chief Herrscahaft explained that they have included a stand-alone air conditioning system for the 911 equipment. They have been using a portable unit and it has not been keeping up. The cost is $8,000. Parks and Recreation (Rick Maynard, Tony Annicelli and Ralph Schipani) Mr. Maynard said their first priority in 2015 is the purchase of an F550 Dump Truck with a stainless steel body. The current vehicle is a 1995 and has extreme rust and wear. This will include the snow plow attachment and sander. Mr. Federici asked the difference in prices between a stainless bed and a regular bed. Mr. Annicelli said he would find out and get back to them on that. Mr. Maynard said they have also included $11,000 for the purchase of the three senior buses. In March the Greater New Haven Transit District notified the Town that they would no longer be leasing the buses. The Town either needs to purchase them or turn them back. Another item in their plan is the purchase of a Sand-Pro Ballfield Groomer for $21,500. The current machine is 20 years old. Mr. Maynard then went over projects for 2015, which include $150,000 for renovations to the upper field at Cox School. They have been getting contributions from the organizations that use the field to pay for the engineering costs at a total of $20,000. They also plan to replace the irrigation and pump at Adams School for $10,000. The pump is 10 years old and the metal is rotted. They are replacing it with an aluminum enclosure. Another item is the Jacob s Beach shade structure. It is the only piece of the master plan at the beach that is remaining to be done. Since they have made the improvements at the beach, there has been a 35% increase in picnic shelter rentals, beach passes have increased 20% and he has heard nothing but positive feedback on the changes. There was a lengthy discussion on the shade structure. Mr. Mazza thought there was a lot of controversy when this item was proposed in the plan. He is hesitant because he is not sure people are looking for this type of feature. Mr. Maynard explained that they have decreased the size about 50%. Although it is expensive, it is another facility they can rent out. It is a unique feature. It was removed from the plan due to money and for Planning and Zoning Commission approval. There were issues of how close to the water it was, which has since been 4

5 resolved. There was some controversy among people in the neighborhood concerned it would block their view. Mr. Goletz explained that he was on Planning and Zoning at the time. There were a number of individuals who didn t live on the street that wanted the shade structure. There were about five individuals that lived there that didn t want it for selfish reasons about it blocking their view, however, it is not their park. Mr. Maynard noted that there were individuals against the trees, but since then many of those people have said the trees look good. Mr. Hoey said he supports a shade structure. He sees Jacobs as more of a town park than a beach and they are trying to build a multi-use destination. The terms of size and view is not his purview. He believes there are a group of people that go to the beach not to get suntans and sunburns. He added, however, that he is concerned about the $380,000 cost. Mr. Maynard said they would seek out grants to help out with the cost. Mr. Federici said it is a great park and he thinks it is already multi-use. He added that there are many other ways to get shade rather than putting that type of structure there. He would be surprised to see a structure like that survive a hurricane. Mr. Maynard then went over other capital items further on in the plan which include replacement of some vehicles including a dump truck, a mower for $26,000 and replacement of the large Jacobsen Mower for $120,000. The current large mower is 15 years old. He added that in they will need to replace one of the senior buses, which will be years old. There is also a trailer and an aerator on the list as well. Mr. Maynard noted that he has put the resurfacing of the GHS Turf Field in It will be years old. There is an 8-year warranty on the carpet. He added that he has suggested with the Board of Education that they share in the cost. Dr. Freeman is not against the idea of the school budget helping to pay for it. In FY he has included resurfacing for the skate park. There are major cracks and it has been getting more use. He has also included patching for one area of the Community Center roof they have been having a problem with. Golf Course (Joseph Dunsmore) Mr. Dunsmore explained that they are reconstructing two tees (#4 and #1) next year. They completed three tees (#8, #5 and #6) this past year. They came in under budget. He added that they do also need drainage work in their plan as well as a sprayer unit tank and the truck that houses the unit. Engineering /Public Works (Jim Portley and Tom Fillion) Mr. Portley noted that next year they will finish up the replacement of trucks and 5

6 equipment that was previously approved. Those are two pickup trucks a 1999 and a 1997 for a cost of $43,000 each. There is also a grader that will be purchased. He added that in 2016 there is the replacement of a six-wheel dump truck to replace a 1985 Mack. Previously they had the bond issue for reconstruction of coastal roads, now they are going to start working on inland roads. Mr. Portley said $1,140,000 was identified last year for a priority list of roads, which includes the sidewalk petition from people on Station Street for a sidewalk from Sachem s Hollow to the Nut Plains/Little Meadow intersection. The sidewalk project totals $140,000. Mr. Portley noted that the Vineyard Point Road Bridge was slated for this year, but due to concerns by the DOT the project was moved ahead. It is completed and they did receive a state grant for it. The remaining money came from LOCIP. He added that a pavement overlay project is planned for Pond View Circle at $60,000. In addition the Falcon Road retaining wall that was undermined by storms Irene and Sandy has to be fixed. They have an application into FEMA for that, however, there is no historical data on what previously supported the road. They have designed a retaining wall for $250,000 and will use the money in the bond issue for shoreline roads for this project until a final determination from FEMA is made on the funding. Mr. Portley said another project included in the capital plan is the replacement of a culvert at the Great Hill Road/Route 77 intersection. The cost is $350,000 and they will also be using LOCIP funding for that. He added that they need to replace sanders on the back of some of the dump trucks for a cost of $25,000. Mr. Portley also included money in the plan ($75,000) for the sidewalk program and he included funds for some specialized drainage projects. Mr. Mazza stated that they have done a good job refurbishing the Public Works fleet, but now going forward they need to refurbish the town s infrastructure. Mr. Portley added that they also need to address the need for a wash station to clean off public works as well as other large town vehicles. He stated that everyone wants clear roads to drive on, however, the salt is very corrosive and does damage to the vehicles if it is not cleaned off. There was a brief discussion about developing a reserve for building maintenance costs so the town doesn t need to bond for things like condensers, etc. Town Properties (Steve Neydorff) Mr. Neydorff noted six new projects in his capital plan. They need to repave the Town Hall and Town Hall South parking lots. The old daycare building, currently used by the Friends of the Library needs a new roof. The sprinkler heads at Public Works and the Public Works storage area need to be replaced. Fencing needs to be replaced at Town Hall and Town Hall South as well as the septic pumps for Town 6

7 Hall South. Environmental Planning (Kevin Magee) Mr. Magee noted in 2016 upgrades to the GIS system are planned. He has been working through the Council of Governments on this one. Branford has received funding for theirs and they may do a combined Guilford/Branford upgrade to try and realize some savings. He added that he has been working on a job description for a new land steward position. If someone is hired that person will need a vehicle to drive, preferably a pick-up truck. He checked with the Public Works department and there are a couple of trucks there that might be rolling off that they may be able to use, because they do not want to buy a new vehicle. Information Technologies (Sheila Villano) Ms. Villano said they extended the plan into FY2019 with the replacement of personal computers. They replace 10 a year. They would like to do more, but they do not have the staff to do it. The cost is about $11,000 each year and has remained stable. They also have gateway add on software for the network for $1,995. She added that there are no major upgrades planned at all at this point. There was discussion about the possible purchase of laptops or ipads for the Board of Finance to view documents on instead of printing out reports and books. Mr. Hoey said it would help some individuals, but some may not be comfortable with using them. He added that maybe in the future two members could test it out to see if it is beneficial. Motion: Upon a motion made by Mr. Havrda and seconded by Mr. MacElhiney, the board voted unanimously to adjourn the meeting at 10:40 a.m. Vote: In Favor: Mazza, Havrda, Balestracci and MacElhiney Opposed: None Abstaining: None Respectfully submitted, Traci K. Brinkman Clerk Board of Selectmen 7