TOWN OF GREENWICH BOARD OF ESTIMATE AND TAXATION BUDGET COMMITTEE MINUTES Cone Room

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1 TOWN OF GREENWICH BOARD OF ESTIMATE AND TAXATION BUDGET COMMITTEE MINUTES Cone Room Tuesday, June 9, 2015 Committee Present: Marc V. Johnson, Chairman; Mary Lee A. Kiernan, Jeffrey S. Ramer, Leslie L. Tarkington Staff: Board: Other: Peter Mynarski, Comptroller; Roland Gieger, Budget Director; Ben Branyan, Town Administrator; Mark Kordick, Captain, Detective Division, Police Department; Amy Seibert, Commissioner, Dept. of Public Works; Joseph Siciliano, Director Parks & Recreation; Tom Greco, Assistant Director Parks & Recreation; J. Wayne Fox, Town Attorney; Aamina Ahmad, Town Attorney; Kevin McCarthy, Director, Perrot Library; Irene Parisi, Assistant Superintendent for Curriculum, Instruction, and Professional Learning (CIPL); Ron Matten, BOE Director of Facilities Michael Mason, BET Chairman; William Drake, William Finger, Sean Goldrick, Nancy Weissler Barbara O Neill, Chairperson BOE; Debbie Applebaum, BOE Member The meeting was called to order at 5:02 P.M. Mr. Johnson welcomed attendees and the television audience and indicated that an Executive Session was required to discuss a legal matter. Executive Session to discuss pending litigation entered at 5:03 P.M. Committee voted 4-0 to enter Executive Session. Executive Session ended at 6:13 P.M. Requests for Budget Adjustments Upon a motion by Ms. Tarkington, seconded by Mr. Johnson, the Committee voted 4-0 to exit Executive Session at 6:13 P.M. Mr. Johnson made a request to change the order of business to accommodate speakers from the BOE to accommodate their schedule. Committee voted 4-0 to change the order of business. ED-8 BOE Additional Appropriation $ 150,000 Z GHS Choral Roof Mr. Matten discussed the need to repair the Choral Room roof adjoining the MISA construction BET Budget Committee Meeting Minutes June 9, 2015 Subject to Approval 1

2 project at GHS. Originally this repair work was included in a larger roof project for GHS including the Gymnasium scheduled to commence during the current fiscal year. Because of the MISA construction project and the projected GHS soil remediation, the GHS roof project was postponed until the FY18 budget due to access and the roof project s need for a large crane. However the Choral Room roof was found to be nearing the end of its useful life and because of the upcoming MISA phase II and III work it was determined by the BOE that the Choral Room roof needed attention during this upcoming FY16. The need for an additional appropriation was discussed. Based on advice from the Comptroller that existing BOE funds for building envelope and roof repairs in the FY16 budget could be reallocated from one project to another, the Committee decided to not vote on this appropriation. ED-7 BOE Capital Carry Forward $ 625,000 B( , , ) Family & Consumer Science Classroom Ms. Parisi explained that upon re-evaluation of the plan to renovate classrooms, the BOE needed more time to re-design the spaces and combine existing funds with additional funds presently in the FY16 budget. PR-3 Parks & Recreation Release of Conditions $ 125,000 Z Replace Island Beach Sidewalks Mr. Siciliano and Mr. Greco described the deterioration of Island Beach sidewalks and their plan to apply money from the Superstorm Sandy Island Beach refurbishment appropriation to the project with a pre-approved vendor. PD-13 Police Approval to Use $ 20,800 A Tuition Payments Chief Heavey requested that money from the forfeiture fund be used to offset the cost of interns and officers attending professional development training at the regional academy. Mr. Ramer asked if money was available in the budget for this training rather than from the forfeiture fund; Chief Heavey indicated that there was no money in the current budget to offset the expenditure. PW-4 DPW Additional Appropriation $ 665,000 Z Town-Wide Restroom Rehab Ms. Seibert and Mr. Monelli explained that Grass Island restroom improvements had been requested in the 2012 Budget. They were delayed due to the need to prioritize Captain s Island BET Budget Committee Meeting Minutes June 9, 2015 Subject to Approval 2

3 and Greenwich Point restroom repairs. Now original designs have had to be modified due to new post-superstorm Sandy and FEMA requirements. Cost estimates have now increased to $1,310,000 and include new electrical equipment and the need for pile foundation supports. The Committee suggested that the overall plan be re-submitted for FY17 capital project consideration. Committee voted 0-4 and did not approve the application. PW-5 DPW Transfer $ 50,000 A General Maintenance Buildings Ms. Seibert requested a transfer to fund general maintenance of buildings. Mr. Ramer commented that it was somewhat difficult to differentiate capital versus operational improvements in the application. PL-2 Perrot Library Transfer $ 17,000 A Unanticipated Prior Year Expenditure Mr. McCarthy requested an adjustment to a previous transfer from the Book Fund approved at the Committee s May meting to cover a shortfall due to snow removal bills from this winter. Capital Carry Forward Requests SE-11 First Selectman Capital Carry Forward $11,900,000 B & Mhz Radio System & Trunked Radio System Replacement Captain Kordick and Mr. Branyan requested to carry forward the project funding because contract negotiations although in the final stages, whereas yet incomplete. Mr. Johnson asked if town and departmental project leadership was in place. Ms. Kiernan asked the amount of cash commitment required through the end of the year and after January 1. Board of Estimate & Taxation as a Non-Routine Application. Mr. Johnson requested that the order of business be changed to accommodate speakers from the Police Department. Upon a motion by Ms. Kiernan, seconded by Mr. Ramer, the Committee voted 4-0 to change the order of business. BET Budget Committee Meeting Minutes June 9, 2015 Subject to Approval 3

4 PD-12 Police Capital Carry Forward $ 34,330 Z Additional Docking Facility Chief Heavey explained that seasonal weather conditions had delayed the repair; he noted that funding was already approved and the project could now move forward immediately. PR-4 Parks & Recreation Capital Carry Forward $ 90,000 Z Bible St. Fencing & Retaining Wall Mr. Siciliano and Mr. Greco explained that there had been only one response from the approved vendor list to implement repairs. Mr. Ramer asked what the impact on the structure would be if it was postponed for one year. Upon a motion by Ms. Tarkington, seconded by Mr. Johnson, the PR-5 Parks & Recreation Capital Carry Forward $ 25,000 Z Replace Steel Work Boat Mr. Greco requested the carry forward because no new or used replacement boat had yet been located that met their specifications with ice breaking capacity. PR-6 Parks & Recreation Capital Carry Forward $ 35,000 Z Pinetum Gate Mr. Greco explained that the gate installation was sequenced after electrical capability was installed and that unanticipated seasonal weather delays had slowed completion of the project which was now ready. PR-7 Parks & Recreation Capital Carry Forward $ 170,000 B Playground Inspection & Upgrade The Committee noted that this project had already begun and was therefore encumbered. It was agreed to ask P&R to withdraw this request before Monday s BET meeting. PR-8 Parks & Recreation Capital Carry Forward $ 20,000 B Work Boat Outboard Motor Mr. Greco explained to the Committee that since a new (used) boat had not been purchased, BET Budget Committee Meeting Minutes June 9, 2015 Subject to Approval 4

5 this application was no longer needed. Application withdrawn. PR-9 Parks & Recreation Capital Carry Forward $ 250,000 B Launching Ramp Cos Cob Mr. Greco explained that permits to execute the work had not yet been received but hoped it could proceed by October. PR-10 Parks & Recreation Capital Carry Forward $ 25,000 Z Launching Ramp & Docking - Byram Mr. Greco commented that this project would hopefully be ready to proceed in the fall. PW-6 DPW Capital Carry Forward $ 200,000 B O.G. Civic Center Heating System Mr. Monelli commented that these funds were being reserved should an emergency repair be required. PW-7 DPW Capital Carry Forward $ 650,000 B Town-Wide Roof Replacement Mr. Monelli explained that the funds were part of a program to repair town building roofs townwide. PW-8 DPW Capital Carry Forward $ 250,000 B Storm Water Master Planning Ms. Seibert explained that the project had been delayed because the Army Corps of Engineers, as project partners, had not received their funding. BET Budget Committee Meeting Minutes June 9, 2015 Subject to Approval 5

6 PW-9 DPW Capital Carry Forward $1,000,000 Z Frontage Road Intersection Improvements Ms. Seibert explained that the project had not begun because DPW was waiting for Conn DOT approval, since the expenditure would be 100% reimbursable. PW-10 DPW Capital Carry Forward $2,450,000 Z Round Hill Road Bridge Replacement Ms. Seibert informed the Committee that 100% of the project design had been completed but was waiting for CTDOT approval. The project would be 80% reimbursable. PW-11 DPW Capital Carry Forward $ 250,000 B Storm Water Drainage Main./Improv. Ms. Seibert explained that launch of this project had been delayed by the need to seek new vendors and service contracts. It is planned to begin this summer. PW-12 DPW Capital Carry Forward $2,600,000 Z CMAQ Arch Street Corridor Ms. Seibert explained that the project was designed and 100% reimbursable. DPW was awaiting CTDOT approval. PW-13 DPW Capital Carry Forward $ 300,000 J E-1 Grinder Pump Panel Upgrades Ms. Seibert explained that DPW anticipated beginning this work in Fall 2014 but approval was still in the developmental stage. Ms. Tarkington noted that the practice of residents of the sewer district being taxed before the project was even ready to begin was inappropriate. BET Budget Committee Meeting Minutes June 9, 2015 Subject to Approval 6

7 PW-14 DPW Capital Carry Forward $2,500,000 J O.G. Common Force Main Improvements Ms. Seibert commented that due to the complexity of section replacements design modifications were needed. Ms. Tarkington reiterated her objection to residents being taxed before the project was ready to commence. PW-15 DPW Capital Carry Forward $2,530,000 K Grass Island WWTP Upgrade Ms. Seibert explained that the project s design would be ready for bidding early in the summer. Old Business Ms. Kiernan asked that the report on economic conditions be included in future meeting packets because there had been recent negative indicators compared to previous year. Approval of BET Budget Committee Minutes May 14, 2015 Adjournment Committee voted 4-0 to approve the Regular BET Budget Committee Meeting Minutes of May 14, 2015 as amended. Committee voted 4-0 to adjourn at 8:25 P.M. Next meeting will be July 14, 2015 at 5:00 P.M. in the Cone Room. Respectfully submitted, Catherine Sidor, Recording Secretary Marc V. Johnson, Chairman BET Budget Committee Meeting Minutes June 9, 2015 Subject to Approval 7