Motion to Discuss MISA: 4-7-1 (Motion Failed)

RTM PUBLIC WORKS COMMITTEE 2010-2011

Meeting Date: May 2, 2011

12-0-0 12-0-0 12-0-0

Vote Tally

Item 3: 12-0-0

Item 4: 12-0-0

Item 5: 12-0-0

Motion to Discuss MISA: 4-7-1 (motion failed)

4-7-1

RTM PUBLIC WORKS COMMITTEE

Meeting Date: May 2, 2011

The meeting was held in the Town Hall Mazza Conference Room. The meeting convened at 7:35PM. All districts were represented. Don Vitti served as the District 4 delegate to the Committee in the absence of William Clark.

The following individuals were present for all or part of the meeting:

RTM District 5 – Mary Ferry

Dept. of Public Works – Amy Siebert, David Thompson, Joseph Roberto, William McCormick, Richard Feminella, Alan Monelli

BET – Leslie Tarkington

The members agreed to suspend the sequence of items in the Call in order to first hear a presentation by Mary Ferry of District 5.

Ms. Ferry is opposed to the use of 20 year bonding to cover the cost of sewer projects totaling $6,675,000 in the 2011-2012 budget. She prefers that the Town minimize interest costs by using shorter term financing (perhaps 5 or 10 years) which currently carries lower interest rates versus 20 year bonds.

Ms. Ferry planned to enlist support of RTM members for a possible amendment of the bond resolution to reflect her suggestion. Leslie Tarkington noted that several members of the BET, Town Finance staff, and the Town Attorney researched this matter. Ms. Tarkington reviewed the Town Charter and found that the RTM cannot amend the terms of the bond resolution. The Town Charter states that the BET is charged with structuring the terms, form and rates of bond issuance. The Town Attorney consulted the Town’s bond counsel, who noted that 20 year bonding for sewer projects is standard practice in the State of Connecticut.

Ms. Tarkington explained that the RTM could vote “no” on the bonding resolution, or it could vote to reduce the amount of bonding. Such votes would bring the matter back to the BET for review and possible restructuring. She did not recommend this approach. She noted that a shorter term for the sewer bonds would result in an increase in both the sewer mill rate and the general fund mill rate. Ms. Tarkington emphasized that the BET is very sensitive to increasing the tax burden of Town citizens.

The Committee believed that it did not have sufficient time or data to fully analyze Ms. Ferry’s suggestion, and did not offer any resolutions on the matter.

The following items on the Call were addressed by the Committee:

1) Item 3 of the Call – Request by Dept. of Parking Services for an interim appropriation of $40,000 to account G219-52300 for excessive snow removal activity. (Vote: 12-0-0)

2) Item 4 of the Call – Request by the Highway Division of the Dept. of Public Works for three interim appropriations totaling $570,000 to augment its operating budget due to excessive snow and ice removal activity. (Vote: 12-0-0)

Amy Siebert and others from the Public Works Department addressed the challenges of snow removal over the past winter. This discussion pertained to Call Items 3 and 4.

Ms. Siebert noted that the largest appropriation request is for $510,000 for highway materials. This includes salt and materials for pothole repair. Another appropriation, which pertains to Call items 3 and 4, is equipment rental, which is the outsourcing of equipment and operators for snow removal.

Ms. Siebert explained that the Public Works Dept can draw funds for snow removal from three budget codes:

1)A312 – Highway, Streets and Bridges – this code has been severely depleted of materials over the past winter. DPW removed over 40,000 cubic yards of snow, compared with 2,500 cubic yards in a typical year. They do not want to end the budget year without sufficient materials inventory, as this will necessitate the need for an interim appropriation upon the first storm of the following winter. Each year, 6,000-7,000 tons of salt is purchased. Currently, about 1,500 tons remains in inventory.

2)A315 – Highway Board of Education Maintenance – snow removal for schools. This code has been depleted, and funds from A312 are being used to cover this activity.

3)R317-1 – Leased Railroad – snow removal from railroad parking lots, platforms, etc.

Ms. Siebert also noted that unused funds of approximately $45,000 from the 400 budget category (salaries) will be transferred to A312-51300 to help offset deficits.

After discussion, the Committee voted in favor of the appropriations requested in Call Items 3 and 4. The vote was 12-0-0 on Item 3. The vote was 12-0-0 on Item 4.

3) Item 5 of the Call – Sections of the 2011-2012 proposed budget (operating and capital) which pertain to Public Works, Sewer Maintenance and Sewer Improvement

The Operating portion of the budget was discussed first.

The Committee Chairman Mr. Kral asked Ms. Siebert if the Public Works Department had reviewed and/or tracked costs in the budget category of Standby Time versus overtime. This was suggested by the Finance Committee during the budget review process last year (2010-2011 budget). Ms. Siebert responded that the Munis system does not provide a mechanism for readily analyzing these categories and comparing them as required to answer the question.

Discussion then centered around DPW’s plans for single-stream recycling. Ms. Siebert provided the following information:

DPW has budgeted conservatively for codes 52510 (Waste Removal Services) and 52520 (Collection and Removal of Recyclables). She anticipates that expenses in code 52520 might be reduced by $900,000 - $1,000,000 when the Town finalizes the termination of its contract with Greenwich Recycling. Negotiations are in progress to conclude this contract. The expense of hauling recyclables to Stratford, CT will also end.

Expenses in Code 52510 (solid waste removal) might also be reduced when single-stream recycling is in full operation, as citizens will recycle many more items than they currently do.

DPW has received 3 proposals for single-stream recycling, but has not awarded a contract as yet.

The anticipated start date of single-stream recycling is the beginning of August, 2011. It will be publicized in the newspaper and radio, and possibly on TV channel 79.

The Greenwich Recycling Advisory Board (GRAB) has prepared a DRAFT pamphlet on the new program. Copies of the pamphlet were distributed at the meeting.

Commercial businesses can also participate in single-stream recycling.

The next topic of discussion was the category of Other Salary Expense, which has an increase of 80.7% in the 2011-2012 budget. Ms. Siebert explained that Other Salary Expense includes the following:

longevity pay

transportation allowances

stipends for certified inspectors

any other expense not included in the regular, standby or temporary category

Mr. McCormick noted that longevity pay is the largest item in Other Salary Expense. Union contracts specify additional pay (paid annually, in December) for employees with many years of service, as listed below:

GMEA:

10-14 years of service = $450

15+ years of service = $600

19+ years of service = $800

Teamsters:

9+ years of service = $750

14+ years of service = $1,000

19+ years of service = $1,250

Other information provided by DPW staff pertaining to the Operating budget:

The Planning & Zoning Board of Appeals is no longer part of DPW. This consists of zoning inspectors and zoning enforcement officers.

Budget codes A312 (Highway, Streets and Bridges) and G318 (Highway Traffic Operations, previously called Traffic Engineering) have been consolidated. This corrects an inefficient practice of accounting for highway staff under A312 but paying their salaries from G318. There is no change in staff.

The DPW Operating Budget is close to its 2007-08 budget level.

The capital portion of the budget was then discussed.

Central Fire Station/Temporary Horseneck Facility:

Mr. Monelli pointed out that preliminary planning has begun for the new Central Fire Station. It is anticipated that they will ask the Board of Selectmen in May for Municipal Improvement (MI) status.

The current Central Fire Station will not be demolished this year.

The First Selectmen provided funds in the budget to remove all staff from the current Central Fire Station, in response to requests from many groups about conditions there.

The Temporary Horseneck Facility contains a dormitory, which cannot be re-used, and an apparatus bay, which will hopefully be reused as storage for Parks & Recreation equipment. The Planning & Zoning Commission must approve the re-use of this structure.

Other information provided by DPW staff pertaining to items in the Capital budget:

Stormwater Compliance – consists of training, audits and sampling and other activities such as drainage manual implementation and other best practices.

Town Hall Roof – repair of the parapet at the back section of the roof, and addition of railings for safety when cleaning the roof

Strickland Brook – this is actually “general drainage improvement” but was labeled Strickland Brook. It is repair of the wall between Orchard and School Streets.

Byram Pool – a “road map” is needed by Parks & Recreation, so it can prepare an updated site plan in order to approach the community about a public/private partnership. DPW will provide information for the site plan and cost estimates. It is similar to the initial design that was performed for the WesternGreenwichCivicCenter. The actual design phase will occur in the following year ($300,000 budgeted).

GrassIsland Restroom – a project to reconfigure and rebuild the restroom/locker room building. Municipal improvement (MI) status and P&Z approval have not yet been obtained.

Newman Street Garage Roof – roof of small building at corner of Putnam Avenue and River Road.

Town Hall Space Utilization – an ongoing project of reviewing each Town Hall department and making changes for greater efficiency: modular furniture, smaller storage cabinets, etc. Document imaging in Town Hall will be a major project for the future, when huge amounts of paper records are scanned and saved in computer files.

Fire Dept Training Facility – the current facility on North Street is no longer safe for training. Training currently is performed in Stamford. The Fire Dept wishes to purchase a special training “building” which is actually a piece of modular equipment which is installed on a slab.

The Committee voted to approve the portions of the 2011-2012 budget which pertain to Public Works, Sewer Maintenance and Sewer Improvement by a vote of 12-0-0.

High School MISA project – Committee Vice Chairman Bob Kavee distributed information and briefly discussed the Building Committee’s plans to begin the MISA project (if approved by the RTM) in light of the reduced first year funding of $17 million.

The committee discussed whether to formally take up the MISA project and vote on it, although MISA is not referred to the RTM as a stand-alone item. A motion to take up MISA was made by the delegate from District 10 and was seconded. The motion failed on a vote of 4-7-1.

The meeting concluded at approximately 10:20PM.