DRAFT. Budget Work Session Fiscal Year 2009/2010 March 9, 2009 Page 1 of 14. PC/rm

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1 DRAFT MINUTES WORK SESSION FINANCE COMMITTEE BUDGET WORK SESSION MONDAY, MARCH 9, :00 P.M. COUNCIL CHAMBERS, ANNEX BUILDING I. CALL TO ORDER Committee Chairman Champagnes called the work session to order at 2:00 p.m. II. ROLL CALL Present were Finance Committee members Champagne, Diaz and Wadecki. Also present was Councilor Davis, Councilor McGrattan, Mayor Allyn, and Finance Director Marcia Hancock. III. PRESENTATIONS DEPARTMENTS PROPOSED FISCAL YEAR 2009/20010 BUDGET 2:00 p.m. Permanent Commission for Senior Citizens Chairman George Dieter and Mr. Robert Boedecker Department 780 (page 66) $193,463 an increase of $15,957 or 8.9% PCFSC Chairman George Dieter addressed the Senior Center s proposed budget as follows: Account (Copier Supplies) $2,100 an increase of $120 or 6%; Account (Publications) $555 an increase of $15 or 2.78%; Account (Heat) Department proposed $18,000 an increase of $1,000 or 5.88%, however, the Mayor proposed $15,000 a decrease of $2,000 or %; Account (Building Maintenance ) Department proposed $12,000 an increase of $1,500 or 14.29%, however, the Mayor proposed $10,500 no increase. Mr. Dieter explained that the Senior Center needs to have gutters installed. Mayor Allyn stated that he is working on the gutters and the replacement of two or three windows this year (Fiscal Year 2008/2009). Therefore, he reduced the Senior Center s building maintenance request in the proposed budget accordingly. The Finance Committee and Mr. Dieter noted the projects that have been completed such as the water hook up, and boiler, therefore, they questioned whether the building maintenance account could be reduced further. PCFSC Member Mr. Robert Boedecker addressed Account (Program Director) this is a 25 hour per week position. The Department proposed $19,734 with no increase; however, the Mayor has proposed eliminating the position. He noted Ordinance #58 An Ordinance Establishing a Permanent Commission for Senior Citizens in the Town of Ledyard and he pointed out that Section 4 B states: Shall plan, coordinate, develop and implement programs to meet the needs and to improve the conditions of the elderly of the town of Ledyard and shall provide coordination f such plans and programs among existing services. He continued by listing the daily tasks of the Page 1 of 14

2 Program Director such as scheduling transportation for medical appointments and he noted the number of programs offered. He explained that some programs are offered free of charge, while other programs such as trips have fees associate. He stated that the Program Director organizes these programs, activities, and off site trips and he stated that these are vital services for the Seniors. He addressed the importance of the Program Director position and he questioned who would handle these daily tasks. Mayor Allyn stated that the Parks & Recreation Department currently runs some of the programs at the Senior Center and that they welcome the opportunity to take on running the programs for the Senior Center. He continued to state with P&R handling the Senior Center s programs that he added a new full time (35 hours per week) Office Assistant II Account in the amount of $32,000. He stated that the Office Assistant II would handle the administrative/clerical work such as handling the telephone, scheduling the vans, etc. Therefore, he explained that he was proposing a restructuring. Mr. Boedecker stated as capable as the P&R Department is, that he has some concern with them having adequate time to take on the additional work of running and overseeing the Senior Center s programs. He stated that the Senior Center needs an individual on-site to handle the scheduling on a daily basis. Councilor McGrattan explained although the proposal is to eliminate the Program Director, the Senior Center will be gaining a new Office Assistant II who will be working thirty-five hours per week at the Senior Center. She assured Mr. Boedecker that the Senior Center would not be loosing programs and she explained that the Senior Center will actually be gaining ten additional hours of personnel at the Center. She continued to state that the Office Assistant II would be interfacing between the P&R Department and with the Seniors participating in the programs. 2:00 p.m. Building Official Randy Dalton. Department 50 (page 9) $86,644 a decrease of $633 or -0.78% Mr. Dalton stated that typically when new construction slows down that they see an increase in building permits for home additions/improvement projects. The Finance Committee requested a copy of the Building Department s annual report of their activities. Councilor Diaz addressed Account (Assistant to the Building Official) $30,831 and Account (Part-Time Assistance) $2,500 and he questioned whether the Department brings in temporary help when the Office Assistant is on vacation. Mr. Dalton stated that they can usually maintain the office when the Office Assistant is on vacation or they use other part-time assistants within town hall. Mr. Dalton stated that he eliminated funding for Account (Vacation Relief). Page 2 of 14

3 2:45 p.m. Social Services Program Director Ms. Karley Howell and Social Service Members Ms. Lori Gwin, and Ms. Maura Merrill Department 600 (page 53) proposed $102,500 a decrease of $9,733 or -8.67% Ms. Lori Gwin stated that she has been a member of the Social Services Board for eight years and she provided some background regarding the staffing of the Social Services Department. She explained that the Department has not had a Director since 2003 and she stated in the absence of a Social Services Director that Mayor Allyn is currently serving in that capacity in accordance with the Town Charter. She explained the role and importance of the Social Services Director in handling the administration and daily operations of a Social Services Agency. She in the absence of a Director that the volunteer Social Service Board members and the Program Director have had to take on many of these tasks such as preparing and presenting a budget. She continued by proposing an amendment to their proposed budget as follows: Reduce Account (Dues) from $1,000 to $500 and increase Account (Conferences) from $750 to $1,250. She explained the additional funding in conferences will allow Youth Services Director Kate Secorsky to attend a course that will eventually enable her to supervise student interims from the University of Rhode Island s masters program once she meets all her clinical hour requirements. She stated that the $1,250 would not cover the entire cost for Ms. Secorsky to attend the course, however, it will help. She continued to explain by Ms. Secorsky being certified to supervise these student interns that it will be a cost savings to the town, because the town would not need to hire an external person to supervise the interns, and the town would also benefit from utilizing the student interim program. She continued by addressing Account (Miscellaneous Assistance) and she explained that these funds come from donations received and that they typically carry over $10,000 annually. She stated that the Social Services Board has several uses for the funds, however, she stated that the Mayor has not approved their request to send $5,000 to TVCCA. She continued by noting the tremendous support Ledyard residents receive from the TVCCA programs. Mayor Allyn stated that the money was donated by Ledyard residents to be used for the support of Social Services to Ledyard residents. He stated that he understands that TVCCA does support Ledyard residents; as does the Homeless Shelter in New London, and the Warm Shelter in Pawcatuck. Ms. Gwin stated without a Director that the Social Services Board does not have access to a statement or the accounting of the funds that go into or out of that account and she stated that they are responsible to provide oversight of the funds. She stated that there is very little Town Hall support for the Social Services Department/Agency. The Finance Committee requested statistical data regarding the number of services the town provides. The group discussed that many municipalities are moving to a Department of Human Services which handles Social Services, Youth Services, and Services to the Elderly. Councilor McGrattan suggested the Social Services Board discuss this concept with Mayor Allyn. Page 3 of 14

4 3:15 p.m. Nursing Nursing Director Karen Goetchuis Department 510 (page 56) proposed $590,052 an increase of $3,324 or 0.57% Department 51 (page 50) proposed 412,514 a decrease of $27,784 or -6.31% Nursing Director Karen Goetchuis noted that the Department eliminated funding in the Account (School Nurse Coordinator) $1 a decrease of $42,489 or -100%. She explained in an effort to propose a flat budget that they agreed to eliminate this position and to reorganize, noting that they have seven full-time and four per diem school nurses and three Home Health Aides. She stated that she will be taking on these duties and that $1 has been left in the account for reinstating the position at a later date. She addressed the Nursing Revenues and she stated that they are currently ahead of their projected $400,000 revenues for Fiscal Year 2008/2009. She stated that currently the three Home Health Aide are able to handle the workload/patients. She stated that they have increased their Home Care patients from to 30 last year to 45 patients this year. She addressed Medicare funding and she explained that the federal government is looking to level off the Medicare funding and decrease the Medicare Home Care funding by 5%. Therefore, she stated that based on this information that she proposed $400,000 for the Nursing Revenue for next. The Finance Committee asked Ms. Goetchuis to continue to review her figures and report back to them next month on whether she has any changes to her projected revenues for the proposed Fiscal Year 2009/2010 budget. Ms. Goetchuis continued by noting Account (Community Health Programs) $9,898 an increase of $2,430 or 36.53% (page 48) was added because they shifted their focus from clinical to community services. Account The Finance Committee and Ms. Goetchuis discussed the Nursing Department s capital budget (page 79). Account (Computer) $1,200; Account (Notebook computer) $3,000; Account (Telemedicine) $5,000. She stated although Account (Software Maintenance)_ provides for the costs to comply with federal laws for Health Insurance Portably and Accountability Act (HIPAA) that the MIS Coordinator supports the Nursing Department with their computer hardware, software, and web page. Page 4 of 14

5 3:45 p.m. WPCA Chairman Ray Grady, Water and Sewer Director Steve Steadman and members of the WPCA Proposed Water Operations budget $1,044,727 an increase of $175,854 Water and Sewer Director introduced the members of the WPCA who were present as follows: Chairman Ray Grady, William Burling, Dr. Robert Hiltabrand, Andy Stackpole, and Matthew Rocket. Mr. Grady provided a review of the Water Operations budget noting the following: Account (Office Assistant I) $14,703 an increase of $3,283. Mr. Grady explained that the Office Assistant I is currently a part-time 28 hour position and that the WPCA would like to increase the position to a full time 35 hour per week. Mr. Steadman explained that the salary is split 60/40 between the water operations and sewer operations budgets. Account (Power Purchased) $22,000 a decrease of $28,000. Mr. Steadman stated that they anticipate a decrease of electricity usage with the Route 117 water coming on line sometime in April Mr. Grady explained that the WPCA has been discussing holding off on bringing the Highlands on to the Route 117 water system until they can ease in the funding to balance the accounts; Account (Route 117 Meter Expense) $225,000 is what the WPCA expects to pay for 62 million gallons of water once everything goes on line. Mr. Stackpole explained that the WPCA has been evaluating their rate structure and they estimate that a 15% increase will bring the revenues to within $220,000 of their operating expenses. However, he explained by adding the Highlands system and having to purchase water to supply those customers that they may need to increase their rates by 20%. Therefore, he stated the WPCA has considered keeping the Highlands and Loftus Well Field systems on line because the only cost to produce the water for those systems is the electricity to run the pumps. He went on to explain utilizing the Highlands system and Loftus Well Field that they can reduce the Route 117 meter expense by $200,000 in the budget. The Finance Committee and the WPCA continued by discussing the required minimum water from Groton, estimated water usage, Sinking Funds for maintenance of water tanks (Holmberg and Ledyard Center); Account (SCADA System) $12,000 for water both tanks; Wheeling Fees collected for transporting water to Montville are deposited into the WPCA revenue, the funds received to maintain the consortium water system is kept by Groton Utilities and the WPCA is required to petition Groton when work is required on the Holmberg water tank; Water Assessments for the Route 117 water Page 5 of 14

6 line extension Interim Engineer Peter Georgetti is working on the assessments. Mr. Steadman explained that the assessments can not be calculated until they have the final cost of the project; Library water hookup and cost estimates; and costs for contracted engineering services most costs are paid from the projects. Councilor Diaz questioned whether the SCADA System maintenance would qualify for funds for the maintenance of the consortium water system. Account (Avery Hill Booster Pump Station) $10,000 Mr. Grady explained that additional funds may be needed when they move the pump station to Holmberg s. Mr. Steadman stated that he was planning to carry over the $30,000 in this line from the current year s budget (FY 08/09) for this purpose. Account (Blue Cross/Blue Shield) $59,500 a decease of $6,025 or 13% based on a reduction of staff (eliminated one Water Operator - grade 5 position). The estimated water operations revenue is $676,000 and with the 15% rate increase the revenue is estimated to be $780,000. Councilor Wadecki questioned the need for two water operators if they are not operating any well fields and they are purchasing all the water from Groton. Mr. Steadman stated that having two water operators is a staffing issue, and he addressed coverage for vacation time, holidays, and sick time. Mr. Stackpole stated the State requires you to have a water operator for testing and other requirements. Councilor Wadecki questioned whether they could contract out this work or make an arrangement with Groton. She continued by expressing concern with the WPCA s plan to not bring the Highlands on line this year. She stated that the fire hydrants in the Highlands do not have enough pressure for fire protection. She stated that the reason many residents supported the project was because they were told that the fire hydrants would be operable with the completion of the Route 117 water project and that was. Mr. Stackpole stated that the Route 117 water project was needed because the Loftus Well Field was eventually going to fail, however, he stated that the WPCA has managed to keep it operating to date and that they may be able to get a few more years out of it because there will be less of a demand on the system. He continued to explain now that the project is completed the WPCA is going to make some salary adjustments, reduce staff, purchase water and work toward a no net increase. He agreed that the pressure in the Highlands is low, however, he stated when the fire truck hooks up to the hydrants they can get enough pressure. Mr. Grady noted that the WPCA will be moving the pump station as soon as the Ledyard Center water storage tank is on line. Mr. Stackpole stated that the WPCA s proposed Water Operating expenses are based on shutting down the Loftus Well Field, and purchasing Groton water. However, he explained that some adjustments will need to be made to their expenses if they choose not to shut down the Loftus Well Field this Page 6 of 14

7 coming fiscal year (09/10). Mr. Steadman stated that the WPCA has nine employees as follows: 3 Office Administration; 3 Water Operations; and 3 Sewer Operations. The Finance Committee requested the WPCA provide an update of their budget and revenues for the in an excel format. Also discussed were shovel ready projects that are eligible for stimulus funding. Mr. Steadman stated during December/January that the WPCA submitted a package of projects totaling nearly $10 million to the DEP. He stated that the water projects are rated by the State Drinking Water Revolving Fund. Councilor Champagne stated that the Annual Town Meeting in May would be a good opportunity for the WPCA to inform the residents of the projects they submitted for the stimulus program and their status relative to stimulus funding eligibility/approval. 4:15 p.m. Public Works Public Works Director/Town Engineer Steve Masalin Department 300 (page 20) proposed $142,101 an increase of $19,950 or 16.33% Public Works Director/Town Engineer Steve Masalin stated that the major challenges in preparing the proposed Fiscal Year 2009/2010 budget was providing the necessary cuts while maintaining essential services and appropriate investment in capital programs. He provided an update of the winter operations budget noting that these costs were about $101,000 more than that which was budgeted in the current fiscal year (08/09). He continued by addressing the Public Works modest improvements capital projects that were that were designed years ago as follows: garage mezzanine, fuel station canopy, and the transfer station improvements. He went on to state that although these projects have been designed that he has not included them in the upcoming proposed budget; and to date they have not been included in the shovel ready applications town s stimulus program. He stated since 2002 the balance of the funds collected from transfer station is $200,000. He addressed Road Restoration and he explained that a level funding of $750,000 was established to maintain road work progress and infrastructure. However, he stated to meet budget cut requests he reduced the road restoration appropriation to $300,000 in the proposed budget. He continued to note that Public Works Departmemt has the following five capital equipment sinking funds: (1) Heavy Equipment zeroed out this allocation for the ten ton truck sinking fund; (2) Light Equipment remained at $17,000; (3) Heavy Trucks- zeroed out the sinking fund allocation; (4) Page 7 of 14

8 Light Trucks reduced to $10,000 to outfit the cabin chasse on order for the plow package; (5) Pooled Vehicles Zero dollars are budgeted for pooled vehicles because the account has become self-funded through surplus auctions. He explained that these reductions were made in response to the Mayor s request for cuts and he stated that the facilities improvements, such as the wash down station, have extended the life of the vehicles. He stated that he hopes to extend the life of some of the vehicles to twenty-five years with the use of the facilities improvements and by investing in some intermediate refurbishing work after ten years of use. He noted as an example that this refurbishing schedule has been successfully used for the front end loader. He continued by addressing the replacement costs for the trucks and heavy equipment and the need to increase the annual appropriation to these sinking funds in the coming years to adequately maintain the fleet in accordance with the town s workload and needs. The Finance Committee and Mr. Masalin reviewed the Public Works Fleet Status report and the funding schedule to refurbish and replace equipment through Department 310 Highway (page 21) proposed $960,591 a decrease of $17,321 or -1.77% Public Works Director/Town Engineer Steve Masalin addressed Account (Diesel Fuel) $60,000 a decrease of $14,500 or % and Account (Gasoline/Oil) $35,000 a decrease of $11,500 or %. Mr. Masalin noted that the cost of diesel and gasoline has dropped during this year and he explained that he secured a fixed rate for diesel for next year and a floating rate for the gasoline, therefore, he based his budget calculation on $2 per gallon. He also stated that the police budget includes the unleaded gasoline account. Mr. Masalin discussed manpower and he noted that the Department is understaffed. He addressed winter operations and manning the transfer station. Department 312 Road Upkeep (page 26) proposed $225,300 an increase of $82,500 or 57.77% Public Works Director/Town Engineer Steve Masalin and the Finance Committee addressed the following: Account (Salt/Sand Winter) $145,000 an increase of $40,000 or 38.10%. Account (BITUM Concrete) Department proposed $5,000 and the Mayor proposed $40,000 an increase of $37,000 or %. Mayor Allyn explained that he proposed additional funds for road patch work because of the proposed reduction to the road restoration allocation. Also discussed was the Road Restoration sinking fund $350,000 from the Page 8 of 14

9 following sources: (1) $50,000 from Conveyance Tax; (2) $100,000 from the Revaluation Reserve. The Finance Committee noted the Resolution Creating A Funding Mechanism for Supplementing Annual Appropriations to the Capital Non- Recurring Account: Roads and Bridges that was adopted on August 8, 2007 and the formula to provide funding for road restoration. Mr. Masalin explained that the Resolution states: that the Ledyard Town Council establish an annual funding target for the Capital Non-Recurring Fund: Road Restoration Account , based on the annual Road Restoration Plan submitted by the Director of Public Works. The target amount will be funded from the following sources: (1) LoCIP funding; (2) direct appropriation; and (3) unreserved undesignated fund balance, annually, as approved by the Town Council. The appropriation from the town s unreserved undesignated fund balance will be made only after the acceptance of the auditor s report for the previous fiscal year; and shall be limited so as to not reduce the town s overall unreserved undesignated fund balance to less than 5% of the Town s annual budget. He continued to explain that a sinking fund target in the amount of $750,000 has been based on his road restoration plan to maintain/resurface the town s roads and address drainage needs. The group continued by discussing TAR (Town Aid Road); and Conveyance Tax - 40% is allocated to the CNR Fund 6. Councilor Champagne questioned whether the town s road work was submitted for the stimulus funding program. Mayor Allyn stated Ledyard is not on the national road network, therefore, the town s roads do not qualify for road work stimulus funding. Mr. Masalin stated that $1.5 million would be required this year for the needed road restoration work. Mayor Allyn stated that Engineer Mr. Peter Georgetti is working on a temporary basis for the town until June 30, 2009 and that he receives no benefits, sick time, etc. He noted that Mr. Georgetti has been helpful in moving projects along such as Shewville Road, Bluff Road West, and Ridge Road. He stated that it would be benefit to the town to allocate funding for engineering help. Mr. Masalin explained that the town s engineering needs have risen with mandates and he noted the many projects that Mr. Georgetti has been working on such as: Road Surface Management System, Route 117 Water Assessments; and that he has administratively accelerated some projects. He also noted that Mr. Georgetti is using some personal software to produce plans for the town. He stated that he has not included funding in his proposed budget because they did not bring Mr. Georgetti on board on a temporary basis until after he submitted his proposed Fiscal Year 2009/2010 budget. He stated keeping Mr. Georgetti on board in his current temporary engineer capacity will require funding and he suggested allocating $20,000 from the Account (Consulting Engineer) to Account (Town Engineer) to keep Mr. Georgetti on staff in his current temporary status. Page 9 of 14

10 Department 32- Sanitation (page 27) proposed $942,002 an increase of $44,106 or 3.7% The Finance Committee noted Account (Tipping Fee/Residential) $385,000 a decrease of $15,000 or -3.75%. Mr. Masalin explained that the town pays $60 per ton and has to pay the minimum guaranteed amount (7,029 tons). He stated if the town delivers less than the minimum guaranteed amount overall, at the end of the year, the town will be credited for difference between the minimum guaranteed the amount and the amount actually delivered. However, he stated that the town will not receive the check for the differential until August. Therefore, he stated that the town needs to budget for the minimum and allocate the differential check once it is received. He also explained that the town collects a back charge from the commercial haulers which is credited to the tipping fee account. He stated that he anticipates a differential of about $55,000 between what the town paid for the current fiscal year and his proposed tipping fee budget. Account (Curbside Collection Contract) $475,000 is the contract cost for residential curbside pick-up and hauling of household trash. The proposed budget reflects the cost of the extended contract for. Councilor McGrattan questioned the status of the GPS systems that the Mayor was going to have installed in town vehicles. Mayor Allyn stated that the GPS systems are in his office and he explained that he is working with the attorney on the GPS system. He stated that he is also working to resolve some GPS hardware issues. Councilor Champagne stated that it was his understanding that the service contract was included in the capital budget for the first year (08/09) as part of the hardware purchase, therefore, he questioned whether the Mayor has included the service contract in the proposed Fiscal Year 2009/2010 budget. Mayor Allyn stated that he would get back to the Finance Committee. 5:15 p.m. 5:45 p.m. Dinner Break 5:45 p.m. Dispatch Communications Senior Dispatcher Paula Smith and Resident State Trooper Sergeant Rich Department 450 (page 44) proposed $355,029 an increase of $2,645 or 0.75% Resident State Trooper Sergeant Rich provided some background regarding the role and duties of the Emergency Communications Center. He explained that the Dispatcher personnel works under stressful situations in which they are the first to receive information for emergency situations and are required to make Page 10 of 14

11 quick decisions. He stated that the Department has five fulltime Dispatchers, one full-time Senior Dispatcher, and nine part-time Dispatchers; and he addressed the salary increases for these employees. Councilor Wadecki explained that the Dispatchers are part of the Town Hall union and she stated because the contract has not been settled the budget is not reflecting any salary increase. However, she continued to explain that adequate funding will be allocated to the salary adjustment line to provide for salary increases once the contract is settled. Sergeant Rich continued by addressing the following: Account (Overtime) $44,000 an increase of $20,000 or 83.33%. He explained that he reduced the part-time dispatcher salary line and increased the overtime line because there are times when the part-time dispatchers are not available to fill a shift, therefore, a full-timer dispatcher will fill the shift receiving time-and half for the over-time hours worked. Senior Dispatcher Paula Smith addressed the pool of part-time dispatchers and she explained that although they have a good part-time pool that these individuals also have full-time commitments that supersede their part-time job. Also discussed were the training, time, and costs associated to obtain the dispatcher qualifications. Councilor Champagne questioned whether the additional full-time Dispatcher that was added to the budget (08/09) helped reduce the department s over-time costs. Lieutenant Finkelstein explained because the Dispatchers are in the Town Hall union and the Communication Dispatch Center is a 24/7 service that it becomes difficult to work within the contract and staff the weekends and holidays. Sergeant Rich explained that although they hired an additional full-time Dispatcher, that they also lost a full-time Dispatcher. Therefore, this staffing level has affected their over-time expenses. However, he noted that they are currently training a new full-time Dispatcher. Councilor Diaz noted that currently Ledyard s Dispatch is providing services for Preston and he questioned whether the Dispatch Center was interested in providing services for another town such as Montville. Sergeant Rich stated that the town of Montville would be a nice marriage because they use the same IMC CAD System that Ledyard uses, and therefore, their data could be imported into our system. He stated that he would be interested in attending any meetings regarding this initiative; and he noted that there would be a number of details that they would need to work out. Ms. Smith invited the Town Council to visit the Dispatch Center. Page 11 of 14

12 6:15 p.m. ACO Ms. Kimlyn Marshal and Resident State Trooper Sergeant John Rich Department 440 (page 43) proposed $77,707 a decrease of $743 or -0.95% Fund 4 ACO Budget Resident State Trooper Sergeant Rich addressed the following: Account (Relief ACO) $1 a decrease of 19,799 or 99.99%. Sergeant Rich explained that they have proposed eliminating this position in the proposed Fiscal Year 2009/2010 and allocating $6,000 to Account (Overtime) to allow for additional hours for the full-time ACO as needed to cover emergency calls. He stated reducing the hours of operations at the ACO Facility during the week would provide hours to feed the animals on the weekends. He stated although the demand for ACO services has remained constant that this proposal was in response to the Mayor s request for a zero budget increase. Ms. Marshall suggested the use of volunteers to help with cleaning and other duties at the ACO Facility to help save costs. Councilor Champagne questioned the fee structure. Ms. Marshall stated that the State sets the fees. She stated that the ACO has seen an increase in animals and she stated that donations have increased as well. 6:30 p.m. Police Department Resident State Trooper Sergeant John Rich and Lieutenant Michael Finkelstein Department 410 (page 28) proposed $2,019,924 a increase of $86,717 or 4.49%% Fund 4 ACO Budget Resident State Trooper Sergeant Rich addressed the State s Resident State Trooper program and he stated that his salary is proposed at $149,800 which includes a contractual 3% wage increase, vehicle, and overtime costs. He explained that currently the town pays 70% of this package, however, the State is looking to increase the town s share to 85% in Fiscal Year 2009/2010 and to 100% in Fiscal Year 2010/2011. He stated that the police union is opposed to this cost share increase. He continued by discussing the Police Department s proposed budget as follows: Account (Officers) $1,224,461 this will keep the department at a level staffing of twenty-three officers. Councilor Champagne noted that the Department currently has one officer out on an extended medical leave and one officer may be called to military active duty in May 31, 2009 to at least July 1, 2010 or longer. Sergeant Rich also noted with the retirement of Officer Le Marsh the Department has been authorized to begin Page 12 of 14

13 the hiring process to fill this vacant position. The Finance Committee and Sergeant Rich discussed Ordinance # 111 An Ordinance Establishing the Number of Constables and the process to ensure that the Department is adequately staffed during these special circumstances. Account (Secretary) $27,628 a reduction of $1,693 or -5.77% this line has seen a slight reduction, because the individual in the position was recently hired in July, and therefore, is at the beginning of the pay scale; Account (OT/Minimum Patrol Staffing) Department proposed $198,720, the Mayor proposed $192,000. The Finance Committee and Sergeant Rich discussed minimum staffing and methods to decrease overtime costs. It was noted that overtime is incurred because of injuries, vacation time, sick time, investigations, and court subpoenas. Finance Director Marcia Hancock explained that some of the Mayor s reduction was the salary adjustment that will be part of the contract settlement. She stated that these funds will be put into the salary adjustment line. Sergeant Rich addressed the importance for visual police presence. Also discussed was the DARE Officer and Youth Officer at the schools and the role they serve in the community, and their availability for minimum staffing. Councilor Holdridge stated according to statistics Ledyard s Officer ratio is lower per capita than most surrounding towns. Councilor Diaz questioned their options relative to the Police Department s proposed budget if the town does not approve the proposed budget. Sergeant Rich stated that providing a safe environment for its residents is an invaluable quality of life. He noted that Ledyard has seen a 10% increase in calls for services, and 23% increase in reported crimes this past year. He stated that the Department is using the technology available to be more efficient and increase their effectiveness to be pro active to prevent as many incidents as possible. He stated that Ledyard has 1.4 police officers per 1,000 residents and that they have exercised fiscal responsibility to as far as they can. Sergeant Rich noted Account (Photo Materials) he stated that the proposed budget should have been $2,800, however, the budget book shows zero funds budgeted for this item. He explained the importance and need for photo materials for the documentation of criminal and motor vehicles scenes and physical evidence. Councilor Holdridge stated that towns who are not under the State Trooper Program receive grant funding every year. Lieutenant Finkelstein explained that each town, based on their crime rate, receives Edward R. Byrne, Justice Assistance grant from the federal government. He stated based on Ledyard s crime rate they would have received between $400,000 - $600,000 per year, however, he stated that the State Police receives those funds. He also stated that Ledyard is ineligible for technology grant funding because you have to be eligible for the Byrne grant to be able to apply for the technology grant. Page 13 of 14

14 The group discussed the Police Department s capital budget as follows: (1) CAD System this is the second phase (Mobile Phase) which will get the data from the CAD System out into the filed live in the police cars. This will allow the police officers to stay in the field while doing their reports, have mobile data of floor plans of the buildings that they will go into, and will enhance public service and officer safety. There will be a service costs and maintenance fee to support the system; (2) Police Cruisers $58,000 to replace two police cruisers. The Department requested $62,000 to replace one police cruiser and one SUV. Sergeant Rich stated that replacing two vehicles is essential in keeping a safe fleet. IV. ADJOURNMENT VOTE: MOTION to adjourn at 7:35 p.m. Moved by Councilor Wadecki, seconded by Councilor Diaz 3 0 Approved and so declared The work session was adjourned at 7:35 p.m. Respectfully submitted, Peter Champagne Committee Chairman Finance Committee Chairman Although we try to be timely and accurate, these are not official records of the Town and there is no guarantee of such accuracy. The Town Council Office Minutes are on file in the Town Clerk's Office. Page 14 of 14