At a Special meeting of the Town Council holden in and for the Town of Glocester on April 9, 2014:

Transcription

1 At a Special meeting of the Town Council holden in and for the Town of Glocester on April 9, 2014: I. Call to Order The meeting was called to order at 7:00 p.m. II. Roll Call Members Present: Walter M. O. Steere, III, President; William E. Reichert, Vice-President; George O. (Buster) Steere; Steven A. Sette. and Edward C. Burlingame. Also present: Jean Fecteau, Town Clerk; William Bernstein, Town Solicitor; Joseph DelPrete, Chief of Police; Diane Brennan, Finance Director; Gary Treml, Director of Public Works; and Walter Steere, Jr., School Committee member. III. Pledge of Allegiance The Pledge of Allegiance was recited. IV. Budget 2014/2015 A. Operating & Capital Improvement Budgets Amendments & Finalize allocations for financial Town Meeting Discussion and/or action Councilor W. Steere stated there were some specific areas to be looked at again before a budget is passed. Councilor W. Steere read into the record correspondence from the Town Planner, Ray Goff, regarding additional expense to maximize Geo Thermal: April 9, 2014 TO: Town Council From: Ray Goff, Town Planner RE: Geothermal Budgeting Estimates We have asked Coldmasters to provide an estimate for a couple of different scenarios that will improve the comfort levels in parts of the Town Hall building. In this meeting, we talked about the lower hallway near the Human Services office needing additional heat to keep this area comfortable. In addition we have also identified and discussed providing adequate heat for the kitchen area of the building. Both the kitchen and the hallway are currently being heated/cooled using the same air handler, which also services the basement. We have discussed a number of solutions and have asked for estimates for the solutions that we feel best suits the needs of the town. What we have determined is that too much is being asked of the one unit located in the basement. We feel the best alternative is to install one console unit in the lower hallway that is fed by an additional well drilled near the back of the Town Hall building. We would also connect the existing console unit in the vestibule to this same well, which will relieve the well that is currently servicing the Human Services office. The existing ducting from the basement air handler for this area would be disconnected making the basement unit work better in the areas it is servicing. We have estimates

2 of $7,000 to install the well and an additional $7-8,000 to install the console unit and make the necessary piping changes. The second solution is to install a new air handler in the basement for the kitchen and inadequately treated areas of the basement. A second well would be drilled in the back of the building to service this unit. Existing ducting to the kitchen would be rerouted and reused along with some new duct lines. The air handler and ducting for the kitchen is estimated to cost $10,000 and the additional well would cost $7,000. We thought that this could be done in two phases over the course of two budget years. The-first year would address the hallway at a cost of approximately $15,000 and the second year would complete the kitchen at a cost of $17,000. We anticipate that the hallway solution could improve the heat to the kitchen just be reducing the load on the system. We would like to install the wells together in the first year which would cost about $14,000. Add to that the $8,000 for a total of $22,000 for the first year. This would reduce budgeting for the second year to $10,000. With the improvements made by Bob D. this winter to tighten up the building, it is felt that additional energy conservation measures will further improve the system effectiveness and comfort in the building. With making the suggested installations we feel that the building will be adequately serviced and provide a long term solution energy saving solution to heat and cool Town Hall. (End of memo) Council discussed the current system and ways to fund the items to complete the job. G. Steere stated he believes the recommendation made in Ray s memo is the best way to complete the project. G. Steere stated we could do part this year and part next year, although we could check to see if we save any money by drilling both wells at once. G. Steere explained that we just need to fix what wasn t designed right in the beginning. W. Reichert stated we should just do it all at once, to eliminate making a mess twice. Councilor Burlingame stated we should move the funds (approx. $32,000) out of surplus and into capital and do it all at once. The consensus was to move the funds out of surplus and to do the whole job at once. D. Steere questioned if part of Ray Goff s suggestions eliminated the wall mount heater in the operating budget (building maintenance- other purchased services) currently. G. Steere stated it is not necessarily an electric heater. The Council discussed the funding of a new Police SUV. Chief DelPrete spoke of the need, particularly for inclement weather, for a new vehicle. The Chief described some of the vehicles currently being used. Chief stated he felt it was a necessity and asked for $25,000 to purchase the vehicle. The Chief stated he would find the funds (approx. $5,000) for the work to outfit the new vehicle. The Chief explained that he is able to use some funds from asset forfeitures to outfit existing vehicles. Councilor W. Steere stated we would need $25,000 in the Capital Account to purchase a new police vehicle.

3 Councilor G. Steere stated he doesn t feel this purchase is necessary but gave the Chief credit for his good work receiving and trading forfeiture vehicles. Councilor W. Steere stated, in his opinion, he feels we should fund this purchase. Council discussed purchasing a vehicle for the Human Services Department. D. Brennan, Finance Director, gave a few estimates for different vehicles that could be used for this department. D. Brennan also stated that there has been some discussion as to whether Community Development Block Grant funds could be used towards this purchase. Councilor Burlingame stated we have purchased two vans with that funding source previously and felt that might be a viable source now. D. Brennan stated we would need information as to whether we can hold a public hearing to change the use of funds previously received. Councilor G. Steere questioned if this could be an item on the application to be submitted this year. After discussion, the consensus was to try to utilize CDBG funds previously received after all the necessary steps are followed. Councilor W. Steere questioned what the town would do if the matching funds use is not allowed through CDBG. The Chief stated he will be filtering down a vehicle to Human Services. No budget action necessary. Kent Property: Councilor W. Steere stated the Kent Property Committee had requested advertising money. Councilor W. Steere also stated if matching funds for a grant is needed he wouldn t have a problem using part of the $50,000 set aside. Councilor Reichert questioned whether it was a possibility to purchase the property outright. Councilor G. Steere suggested we allocate approx. $1,500 - $2,000 for printing and/or advertising. Councilor Sette brought up the discussion of filling the Planner s position, and felt the Town should consider a part-time Planner. Councilor Sette stated there is approx. $85,000 budgeted for that full time position and we could now consider alternatives, such as allocating approx. $35,000 for a part time planner. Councilor Sette also stated sharing this resource with other communities is also an option. Councilor Sette stated the substantial savings possible could be used to fund some of the items mentioned tonight. Councilor Sette stated we haven t started the interview process, therefore, this may be the right time to consider a change. Councilor Sette stated that even using a consultant for big projects is cheaper than a full time planner. Councilor Burlingame stated that he is not prepared at the eleventh hour to consider this change. Councilor Sette stated Council just learned of the opening. Councilor Burlingame agreed but stated again he was not prepared to consider this change. Councilor Sette stated he felt this job could be done part time if the tasks were prioritized. Councilor Sette stated if it doesn t work out we could build the position back up in the future. Councilor Sette again reiterated that could be a $50,000 savings. Councilor Burlingame stated one of the reasons for a full time planner was to have someone to find grant opportunities for the town and he is not comfortable changing that position. Councilor Sette stated he believe obtaining grants is not as time consuming as you would believe. Councilor G. Steere stated he agreed and disagreed with Councilor Sette. Councilor G. Steere stated we brought in a Building/Zoning Official for four days a week and things have worked out very well in that department but he isn t sure 19 hours per week is enough time. Councilor W. Steere stated we could probably get a consultant to apply for a grant and save funds. Councilor Sette stated the

4 Clerk in that office can handle the paper work five days a week. Councilor W. Steere stated it doesn t sound like a bad idea and might be a consideration. Councilor Burlingame stated timing would be right but he still doesn t feel it should be done at this time. Councilor W. Steere said we had discussion as to what we were designating as a set aside for the school this year. Councilor W. Steere questioned if we were staying with the same figure of $90,000 that we set aside last year or did Council want to propose more or less. Councilor Sette stated he had suggested 1% over the levy, in addition, which would be approx. $43,000. Councilor Burlingame felt the $90,000 is sufficient and referenced the fund balance the school has. Councilor Sette stated he understands if Council does not want to increase the amount of the set aside for the school above the $90,000 but did request the following: Reserve the $ 79,000 to be received from Factory Mutual, Phase 3, in a set aside for future recreation fields. Councilor Sette stated he would like that to stay in there year on year and he would like to do that with a vote of the Council. Councilor Sette stated that $79,000 would now not become part of the operational part of the budget. Councilor Sette stated he would like to ensure that money is not used for any other purpose, and referred back to a previous situation were money was to be set aside for a specific use and was used for something else. David Steere, Budget Board, stated that the F.M. funds is a payment in lieu of taxes and should be used to offset operating expenses. D. Steere stated the Budget Board is trying to build up the capital reserve fund by taking money from surplus this year for the type of items Councilor Sette referred to. Councilor Sette stated he would like to see those funds go to work for something and would like to put $80,000 away year after year for future purchase/development of recreational properties. Councilor Sette stated he would like to take the opportunity to earmark funds for a future need. Councilor Sette stated he tried to get this done with Phase 2 funds for infrastructure but it was used and now every year we have to find a way to get funds for what is needed. Councilor Burlingame stated we set aside 2% of our budget for capital expenses and suggested we use those funds instead of the payment in lieu of taxes. Councilor Burlingame stated he agrees with D. Steere. Councilor Burlingame expressed his concerns about being a high tax community and he doesn t want to tax the people more. Councilor Burlingame stated he wants to let tax base growth help taxpayers. Councilor Reichert stated he felt it was a good idea to set aside those funds for future use. Councilor G. Steere asked why some of the end of year surplus couldn t be reassigned for these uses. David Steere stated there is a difference in the funds that can be assigned, funds from Capital cannot be assigned. Councilor Sette stated the Council could then assign $79,000 from Surplus to Capital Reserve each year for future recreation use. Councilor s Burlingame & G. Steere agreed with Councilor Sette. Councilor Burlingame stated we are at 17.8% with our surplus and we need 12%, $80,000 wouldn t be a problem. Dave Steere stated the 17.9 % at the end of June and now you are

5 down around 15.5% and any further deductions would lower that surplus. D. Steere stated each percent is equal to $272,000. Dave Steere also stated the Budget Board felt comfortable at 15%, which is 3% (approx. $800,000) over the cap. Consensus of the Council was to assign $79,000 from Surplus to the Capital Reserve each year for recreational fields. Parade: Mike DeGrange, Parade Committee Chair, stressed the parade committee is trying their best to raise money through fund-raising but would welcome help from the town. Councilor W. Steere stated he would like to try to find an additional $5,000 to help with the fireworks. D. Steere, Budget Board, spoke regarding the parade committee s budget. D. Steere stated the committee currently has $38,000 and an additional $10,000 is currently in the budget. D. Steere stated Council is now suggesting giving them another $5,000 for a total of $53,000 and the last two parades cost $25,000 & $24,000. D. Steere stated the Budget Board felt there was sufficient funds to accomplish what the parade committee wants to do without an additional $5,000. M. DeGrange discussed the rough numbers with the Council and stated he does not want to run to a zero budget. M. DeGrange is looking to the future and will continue to plan fund-raising events. Councilor W. Steere stated the Budget Board has done a great job and thanked them for their efforts. Councilor W. Steere stated he would like to try to contribute if possible. Councilor Sette questioned how much money the committee has coming in due to fundraisers. M. DeGrange reviewed some of the current events planned and ideas for the future. M. DeGrange stated this year s fund-raising goes towards next years events. Councilor G. Steere agreed. There was a consensus of the Council to consider additional funding. Community Resource: Councilor W. Steere stated that this Committee is requesting more funds for advertising. Councilor W. Steere suggested at least $250. Councilor G. Steere stated the Committee should utilize Code Red for items such as announcing the lighting fares or other events for the public. Councilor G. Steere stated we should utilize the system more often, as it is already paid for. Councilor W. Steere stated we could also use the town website. Councilor Sette suggested the parade committee consider also using the Code Red. Councilor G. Steere stated his only concern was spending too much money on advertising. The consensus was not to put in additional funds but to suggest other means of getting the word out. To recap actions agreed upon: Councilor W. Steere stated the first issue we discussed is the upgrade to GEO Thermal. There was a consensus to do all the work needed at once and fund the work, approx. $32,000, with a transfer to Capital from surplus. Councilor Burlingame stated there is already $5,000 in the budget for a wall heater in the budget (under building maintenance) so only $27,000 is needed to be transferred. Councilor Burlingame stated we could take the $5,000 out of repair and maintenance (page 16), put $3,000 (of the $5,000) into parade and $2,000 (of the $5,000) for the Kent property advertising. Councilor Sette stated if there isn t a line item for the Kent Property the $2,000 could go into the Town Council contingency and could be spent by the Kent property committee from there.

6 The consensus was to handle funding this way: Transfer $32,000 from Surplus to Capital for Geo Thermal work. Transfer $25,000 from Surplus to Capital for SUV vehicle for Police Department. Human Services: the town will attempt to transfer CDBG funds to purchase and allocate (at the May 1, 2014 meeting) matching funds from a matching funds account. Diane Brennan suggested increasing the capital item already listed for Geo Thermal from $10,500 to the $32,000 ($21,500); the appropriation for the school will stay at the $90,000 (as last year);take $5,000 out of repair and maintenance (page 16), put $3000 (from that $5,000) into the parade and put the other $2,000 to the Kent property for advertising. Councilor Sette suggested putting the $2,000 into council contingency and give to committee as needed. Community Resource remains the same. Recreational fields: Transfer annually $80,000 from surplus into capital reserve. Councilor G. Steere questioned the vote taken at a Special Financial Meeting reserving $150,000 for a recreational field. There was discussion about the motion language and the funds being transferred into capital reserve. This will be reviewed. Consensus to Move $80,000 to capital reserve from surplus for recreational fields (purchase & development). D. Steere stated that money, approved at Financial Town meeting, was taken out of unreserved Capital Reserve for land acquisition. Anne Ejnes questioned if the $150,000 voted on at (2013 Special Financial meeting) can be used for a land purchase or development. Diane Brennan asked the Council where they want the threshold to be for the Surplus Account. Councilor Burlingame stated he feels a range close to 14% over the cap is a good place to be. Councilor Sette reminded the Council of the possible scenarios for the Region in coming years. Discussion followed on evaluations and future levies. Councilor G. Steere brought up the issue of reserving funds for road work. MOTION was made by Councilor Reichert to move to item V.A. Temporary Part Time Planner to this point on agenda; seconded by Councilor Burlingame Discussion: none V. Appointment A. Temporary Part Time Planner - Discussion and/or action

7 Council discussed bringing Ray Goff back for a day a week and agreed on the following: one day a week plus meetings until the end of the fiscal year June 30, 2014, not to exceed 12 hours per week, $35 per week, at council discretion. MOTION was made by Councilor Reichert to continue with Ray Goff as an independent contractor at the rate of $35.00 per hour, not to exceed 12 hours per week, at the Town Council s discretion, until the end of the Fiscal Year (June 30, 2014); seconded by Councilor Burlingame. Discussion: None MOTION was made by Councilor Sette to move to VI. Open Forum; seconded by Councilor Burlingame Discussion: None VI. Open Forum 1. W. Steere, Jr. questioned if it would be more beneficial to purchase the Kent Property than to build on it to keep it and Mr. Steere suggested the Town look into how much we could purchase it for. Councilor Sette stated he would also like to inquire about purchasing the State Police Barracks. Back to item IV. IV. Budget 2014/2015 B. Adoption of Budget for Financial Town Meeting, 2014/15 Discussion and/or action D. Brennan, Finance Director, came back with the following figures: Total expenses $ 27,712,538: reserve down to 14.6% by adding $126,000 = $80,000 and $46,000 Geo thermal D. Brennan stated the capital is $734,437. Councilor G. Steere recommended the.1% (approx $27,000) from reserve (from 14.6% to 14.5%) be placed into the asphalt account, as there is not a lot in there this year and roads still need to be repaired. There was a consensus of the Council to reserve the.1% for asphalt. D. Brennan explained none of the new requests were added to the budget, they were taken from surplus.

8 D. Brennan came back with the following figures: Total expense budget: $27,740,078 Total capital budget: $761,977 MOTION was made by Councilor Burlingame to ADOPT the Proposed Operating Budget, including debt service, $27,740,078 for Fiscal Year for presentation at the Town Financial Meeting on May 3, 2014; seconded by Councilor Reichert. Discussion: none MOTION was made by Councilor Sette to ADOPT the Proposed Capital Improvement Budget $$761,977 for Fiscal Year 2014/15, which includes $80,000 to be specified as reserved for recreational purchase/development/ & maintenance of ball fields, for presentation at the Town Financial Meeting on May 3, 2014; seconded by Councilor Reichert. Discussion: none V. Appointment A. Temporary Part Time Planner - Discussion and/or action Previously held. VI. Open Forum Previously held. VII. Adjourn MOTION was made by Councilor Sette to ADJOURN at 9:08 p.m.; seconded by Councilor G. Steere. Discussion: none

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