BENNINGTON SELECT BOARD MEETING BENNINGTON TOWN OFFICES 205 SOUTH STREET BENNINGTON, VERMONT 05201 SATURDAY, JANUARY 16, 2010 MINUTES BOARD MEMBERS PRESENT: Lodie Colvin-Chair; Sharyn Brush-Vice Chair; Joseph Krawczyk; Jason Morrissey; Matthew Maroney, Christopher Oldham and John Zink. ALSO PRESENT: Stuart Hurd-Town Manager; Michele Johnson-Human Resources & Contracts Administrator; Larry McLeod-Facilities Manager; Scott Murphy-Community & Economic Development Director; Raymond Joly, Jr.-Highway Superintendent; Lynn Fonteneau McCann-Bennington Free Library Director; Barth VanderEls-Bennington Free Library Board Representative; Mark Boudreau-North Bennington Parks & Recreation; and Neal Goswami-Bennington Banner Reporter. At 9:00 A.M., L. Colvin called the meeting to order. 1. Minutes - January 9, 2010 S. Brush made a motion to approve the minutes as submitted. J. Zink seconded the motion. The vote was unanimous. 2. F.Y. ‘11 Budget Work Session - Agencies A. Bennington Free Library L. Fonteneau McCann and B. VanderEls discussed the Library's request for funding. J. Morrissey asked what is driving the 4% increase? Barth responded that it is primarily employee benefits and building repairs and maintenance. Barth reported that fund-raising has not been as successful as they would have liked over the past two years. L. Fonteneau explained that approximately 280 people a week use the Library's computers free of charge. Big projects include insulation of one of the much older buildings to help with energy costs. The Library is using funds from its Endowment Fund and paying the Endowment Fund back through fund-raising efforts. J. Krawczyk asked about the usage of the Library by children as well. J. Morrissey said he can see from his office that the numbers of children using the library are high as well. J. Krawczyk asked about the use of residents from Woodford, Pownal and Shaftsbury? The Library Director explained that the residents from other towns must buy a membership card to use the facility. J. Krawczyk asked about the number of full-time, part-time and volunteer staff that work at the library, and he inquired if the library offered benefits to these employees? L. Fonteneau McCann said there are 4 full-time employees, 13 part-time and 120 volunteers. Only a few are offered benefits, most are paid a little over the minimum and the volunteers make up a very large percentage of the coverage at the library. Lodie asked if there were any additional questions for the representatives of the Bennington Free Library? She thanked them for their time and availability at today's meeting. L. Fonteneau McCann and B. VanderEls left the meeting. There was no representative present to discuss the John G. McCullough Free Library. L Colvin suggested that the Board discuss the North Bennington Recreation's funding request and then they can go back to the John G. McCullough Free Library's later in the meeting when the representative shows up. M. Johnson explained that she had received a confirmation voice mail that a representative would be attending on behalf of the library. C. Village of North Bennington M. Boudreau handed out a Community Built Park Financial Report for the park in North Bennington and reviewed the report. J. Krawczyk inquired if the Committee had obtained any corporate sponsors? M. Boudreau said no. They had received corporate donations; however, no sponsors. M. Boudreau explained that he was asked to summarize the report to the Board as a followup and wanted to make sure the Board was all set. He confirmed the Board had no more questions. M. Boudreau then went on to explain the $5,000. funding request for the North Bennington Recreation . J. Krawczyk asked the Town Manager if North Bennington's pathway project will connect to Bennington's pathway. S. Hurd replied yes, in the long term that is the goal. M. Maroney questioned North Bennington's Park line item in their budget. Mark explained that North Bennington is trying to establish a Parks and Recreation budget. Matt voiced his concern of why the Trustees would not show this $5,000. in their budget. J. Morrissey had the same concern. Mark was not sure of the Trustees budget numbers. He said in the past the parks and recreation monies were always within the Highway budget monies. L. Colvin asked if there were any additional questions for the Representative from North Bennington? She thanked M. Boudreau for his time and availability at today's meeting. M. Boudreau left the meeting. 3. Budget Work Session - Remaining Departments S. Hurd reported back to the Board regarding follow-up from last week's budget meeting. The Police Department Dispatch spends 1/3 of its time dispatching for the rescue squads. A second quote was obtained for the Senior Center's painting of the building. It came it at $6,900. This quote is for both sides of the building, upper halves only. Town staff will do the work on the lower halves. Last quote was for all of the West and South Sides. This quote came in at $9,680. for both sides. S. Murphy and R. Joly joined the meeting at 9:45 A.M. A. Parks and Recreation S. Hurd explained that he added the second boiler to the budget and noted the $33,000. J. Morrissey discussed the front desk chair for $250. within the 7100.230 account. He suggested that one can find chairs at Staples at lower prices. He also questioned the need for two laminating machines? S. Murphy didn't know the information regarding the chair; however, he explained that the laminating machines do breakdown constantly. J. Morrissey questioned the energy efficiency efforts and lower fuel costs? The Town Manager explained which line items reflected these savings. J. Morrissey questioned line 7130 Pathway Funds. He inquired if we could ask the voters to spend these monies on current Recreation expenses while we are waiting for Federal pathway funds to arrive? Then when they do become available we can put them back. J. Krawczyk spoke in agreement with Jason; however, not sure what that number should be. M. Maroney asked if we get the money, do we have to accept the grant when it comes in the future, even if it is a different Board? S. Hurd explained yes. J. Zink spoke about his support for the need of grouting the pool and spoke in support of the concept of Jason's suggestion. S. Hurd explained that the Board would see a line item for reserve for revenue specific to Recreation if the voters say you can pull it and use it. J. Morrissey questioned how much money is left of the $50,000. from the Leonard J. Black Memorial Reserves? S. Hurd said he would check during the meeting break and report back. N. Goswami asked if this is like a shell game? J. Morrissey replied no. This is simply a way to keep the tax payers' bills lower. L. Colvin reiterated that this is not a shell game. L. Colvin disagrees with using the pathway monies and thinks it is misguided. J. Krawczyk asked if we have had our delegation members down here to visit the pathway project? S. Hurd said no. J. Zink spoke that he wants to give the taxpayers a balanced budget and he doesn't want the taxpayers to have any increase from the Town. He believes the Pathway monies will come; however, they will not likely be available for some time. M. Maroney asked if re-grouting the pool can be considered a capital improvement worthy project? S. Hurd replied no. The Town Manager explained that capital improvements generally include facilities located within the downtown government center. J. Krawczyk questioned postage and double time wages. S. Hurd explained that the postage is for packages brought directly to the Post Office. Other mail from the Center runs through the meter at the Town Office Building. The double time wages is for holidays and Sundays. M. Maroney questioned a treadmill purchase within account 7110.230. S. Murphy explained that the Town recently acquired eight refurbished pieces of equipment for the Recreation Center through a three year lease. This equipment comes with a six month warranty. The lease payments will begin next month and are equivalent to the amount in the 7110.230 line item. He believes the monthly payment is to be $210. per month; however, will confirm the payment amount at break time. S. Murphy explained that this lease is currently being finalized and was not available at the time of budget preparation. L. Colvin called for a break. L. Colvin resumed the meeting at 10:30 A.M. S. Hurd responded to J. Morrissey's earlier question by reading ARTICLE 2. from the 2009 Town Meeting Ballot, Shall the voters of the Town of Bennington return the $50,000.00 Leonard J. Black Memorial Park Reserve to the General Fund as revenue? The Town Manager explained that as the Article passed the monies were returned to the General Fund; therefore, there are no reserves remaining. S. Hurd responded to M. Maroney's earlier question that the lease payments on the refurbished equipment for the Recreation Center will be $2,760. per fiscal year. The Sollwan and Mary Alexander Sleeman Memorial Fund will be used to fund the current fiscal year's lease payments from February through June. The $2,470. will be removed from account 7110.230 and the $2,760. will be budgeted in account 7100.650 (lease payments). L. Colvin asked if anyone had any additional questions regarding the Parks and Recreation budget? There were none. B. Highway Department J. Morrissey asked if the Town bid out the paving jobs. S. Hurd replied yes. He explained that the Highway crews pave very little. L. Colvin questioned the $5,000. difference in account 5170.560 between the $20,000. in the Highlights Report vs. $25,000. in the Budget Proposal Report? S. Hurd explained the difference is for miscellaneous contracted services that we do annually. M. Maroney questioned the need for consulting fees in account 5170.560. He would like to see the employees do this work. S. Hurd explained that the employees have already done this work. They have worked on the designs, plans and considerations. We are now at the point that a professional is necessary to help us put together the actual building plans and designs to put before the public. J. Krawczyk spoke that the Town is currently operating two inefficient garages on prime spaces. M. Maroney explained that he is on board. He questioned the Town Manager if the Water Department will be pulled into this. S. Hurd replied yes. However, the Water Garage will be kept as a cold storage facility. M. Maroney would like the Water Fund to pay its portion moving forward. J. Zink asked if Grant Street would be sold? S. Hurd replied no. The Town will house its sidewalk plows at that location; therefore, it will have to remain. J. Morrissey reviewed the financial overview of the Highway Fund's Budget. He summarized the overall increase at only $63,000. With the added $90,000. this ultimately meant a $27,000. decrease. He asked R. Joly what he would cut? R. Joly did not think cuts could be made. S. Hurd replied that projects would need to be cut. He explained that it is recommended that 10% of roads be paved each year. R. Joly explained that this budget includes 2½ miles which is far less than the recommended 10%. J. Krawczyk asked what projects were cut last year? S. Hurd replied none. M. Maroney asked about the truck purchase in account 5330.650. R. Joly said the truck has high mileage and is needing repairs. C. Oldham asked how much money is being spent on repairs? R. Joly responded that $2,400. was spent on this truck last week. He explained that we are behind on trading a couple of the vehicles within the Department's fleet over the past couple of fiscal years per the Capital Plan. M. Maroney discussed that he doesn't necessarily agree with the Capital Facilities Plan. J. Krawczyk spoke in support of a plan. He worked with one at Greenberg's and was in favor of having a plan. He asked the Town Manager what the recommended life of Town vehicles is? S. Hurd explained that the recommendations for state and municipal vehicles are six years for pick-up trucks and nine years for dump trucks. J. Krawczyk spoke in support of these recommendations. J. Morrissey questioned the $21,000. in account 5240.560. S. Hurd explained that it is for possible additional repairs to the Depot Street bridge; we only did one lane. We didn't have enough money in the budget. J. Morrissey questioned the $7,500. in 5200.560 for a contingency for engineering services. He asked why that would be necessary. R. Joly explained that this would be used if a project requires additional engineering services due to any difficulties or problems. Discussion ensued. The Board agreed to remove the $7,500. from the budget. R. Joly followed up on his notes that the truck purchase being discussed involved a 2002 pick-up with 82,000 miles. It was purchased in 2001. The pick-up that would replace this will be a 3500 model. J. Zink asked if this was a supervisor's vehicle and what this pick-up's task is within the fleet? R. Joly explained no, it is not a supervisor's vehicle. This pick-up is used for tools, plowing, daily and general use. J. Zink asked if it is possible to get a listing of roads and projects to be done or that have been done in the past? S. Hurd explained that we do have these lists and have made them available. J. Zink asked if there is a team within the Highway Department that goes out to inspect or check the roads for cracks, potholes, etc? R. Joly replied, yes. He explained that he and the two Working Foremen do that. L. Colvin asked if there were any additional questions regarding the Highway budget? There were none. She confirmed that there was Board consensus on the pick-up truck purchase. R. Joly asked if the Board would reconsider the $7,500. J. Krawczyk spoke in support of the highway budget submitted by S. Hurd and R. Joly. L. Colvin questioned if J. Krawczyk was suggesting that the $7,500. be placed back into the budget? J. Morrissey questioned if it was really needed? J. Krawczyk suggested we reconsider it at the end of the budget process. J. Morrissey agreed. C. Oldham asked the figure for this line item last year? Staff was not sure at the time of this meeting. M. Maroney asked if we are looking at wing plows from now on? S. Hurd replied no. We have no storage for them at this time. We need to build the new facility. L. Colvin confirmed that the $7,500. is to be pulled from account 5200.560 and will be reconsidered at the end of the budget sessions. L. Colvin concluded the Highway budget session and thanked the staff members for their assistance. L. McLeod, S. Murphy and R. Joly left the meeting. L. Colvin asked the Board for discussion regarding the Bennington Free Library's Funding Request. M. Maroney left the meeting at 11:21 A.M. L. Colvin suggested a 2% increase which would be $6,700. over last year's. Discussion ensued and all agreed to give the Bennington Free Library a 2% increase. L. Colvin questioned if the Board wanted to give 2% to the John G. McCullough Free Library? She was not opposed to approving the $900. C. Oldham spoke in support of the $900. L. Colvin made a motion to give the John G. McCullough Free Library $12,500.00. S. Brush seconded the motion. Four voted in favor. J. Krawczyk and J. Zink were opposed. L. Colvin asked for comments regarding North Bennington's request. J. Krawczyk commented that the Village of North Bennington Trustees and committees have worked very hard for the youths and he was very impressed. J. Morrissey explained his concerns regarding sending $5,000. to North Bennington when the Bennington taxpayers will have no say with how these monies will be spent. J. Krawczyk spoke in support of the request. S. Brush is willing to support $2,500. C. Oldham agreed with J. Krawczyk. J. Zink spoke of his concerns as to why Bennington needs to help jump start a recreation fund for the Village of North Bennington? L. Colvin spoke in support of the $5,000. S. Brush made a motion to put the $5,000. in the budget for the North Bennington Recreation. C. Oldham seconded the motion. Four members voted in favor. J. Morrissey and J. Zink were opposed. L. Colvin discussed a request from the Bennington Banner to put a non binding referendum on this year's March ballot. She suggested putting it on the Annual Town Meeting Agenda instead so that the public would have an opportunity to openly discuss it. J. Morrissey believes this should be discussed at a regularly scheduled Select Board meeting. J. Krawczyk agreed with Jason. He believes that the voters of Bennington trust him to do his job and if he doesn't do the job they elected him to do they don't have to vote him in office the next time. J. Zink agreed. He suggested that perhaps the Editor of the Banner should run an article within the paper. He does not think this belongs on the ballot. S. Brush asked if the Board has consensus? The Board's consensus is no, this will not be placed on the ballot. L. Colvin will refer this to the Town Moderator. S. Hurd explained that the overall budget is up $62,370 or .6%. J. Morrissey asked the Town Manager if he could cut an additional $31,000? J. Krawczyk agreed and said when the State and other businesses were being asked to scrub their budgets he thought this could be done. L. Colvin announced the discussion of setting salaries for the Town Manager, Town Clerk, and Town Treasurer. J. Krawczyk moved to go into Executive Session at noon. S. Brush seconded the motion which passed unanimously. The Board came out of Executive Session at 12:08 P.M. S. Brush made a motion to budget a 2% pay raise in FY ‘11 for the Town Manager, the Town Clerk and the Town Treasurer. C. Oldham seconded the motion. The vote passed unanimously. The Board agreed to meet next Saturday, January 23rd at 9:00 A.M. to finalize the budget for F.Y. ‘11. J. Krawczyk asked the Town Manager if the crash data retrieval equipment would be a viable piece of equipment if obtained at no cost. S. Hurd said yes, it would be. J. Krawczyk asked S. Hurd to email him with the exact name and information of this equipment this week so he will have it up North. L. Colvin asked if anyone had any additional questions? There were none. J. Zink made a motion to adjourn the meeting at 12:13 P.M. S. Brush seconded the motion which passed unanimously. Respectfully Submitted Michele M. Johnson