Mayor Trinks called the Budget Session Special Meeting to order at 7:04 p.m.

1. Roll Call – Present: Mayor Trinks, Deputy Mayor Curtis, Councilor Broxterman, Councilor Jepsen, Councilor Mulligan, Councilor Pacino, Councilor Simon and Councilor Walker.

Absent: Councilor Albano

Councilor Jepsen announced that the agenda format for the meeting would be as follows: General Government, Administrative Services, General Services, Safety Services, Civil Preparedness and Health and Social Services.

2. General Government

Ms. Charlotte Foley, Assistant Finance Director, and Mr. Gregg Pavitt, Finance Director gave an overview of the General Government budget. The proposed budget for FY 2003 is $875,200, which is an increase of $11,440 or 1.32% over last year’s budget of $863,760.

Councilor Simon asked about the independent audit. Ms. Foley answered that a portion is paid by the general funds. Councilor Simon inquired about the cost of producing and sending the voting district change announcements. Ms. Foley responded that there should be sufficient funds in the account. Councilor Simon asked if the proposed budget reflects the reduction in the WIN-TV budget. Town Manager Churchill said that the reduction shown is for Channel 21 which is the government channel to be administered in-house. The goal is to upgrade programming that is commiserate with the town’s printed materials, website, etc. WIN-TV has made a substantial request to both the Board of Education and town for $25,000 each with no commitment in upgrading the programming. Councilor Simon asked if there are any other expenditures for the contribution to Celebrate Windsor besides the modest yearly contribution for the amphitheater. Town Manager Churchill answered that there are no other expenditures, but there is staff time involved.

Councilor Pacino asked if the Government Channel will include anything beyond Board of Education and Town Council meetings and if anyone from the town staff will be elected to the Board of Education for assistance to the station. Town Manager Churchill responded that it could include other boards and committees and possibly some unique opportunities. In the past, there has been town staff on the board, but there is not a designated seat for the town. This budget proposes that the town take more direct control of the Government Channel. There are some one-time expenses for the transition, but the annual commitment is $4,300 or perhaps a little more. Councilor Pacino asked about the Police Explorer van conditions and how much the Explorers receive for events they work. Town Manager Churchill stated that they are in working condition. The Explorers request that each event donate at least $250.

Deputy Mayor Curtis asked about the appropriation regarding the Archer Memorial A.M.E. Zion Church. Town Manager Churchill responded that the town has had a long-term commitment to this memorial for $4,100. This is proposed to be an annual commitment.

Councilor Jepsen asked for clarification regarding the sites located as part of the Freedom Trail. A representative of Archer Memorial Church responded that the sites are the Archer Memorial A.M.E. Zion Church, the Joseph Rainey House located at 295 Palisado Avenue, and the Nancy Toney gravesite at the Palisado Cemetary. A majority of funds will be for brochures, upkeep of the banner, advertisement, and a breakfast following a relay run and Gospel Fest.

3. Administrative Services

Ms. Kelly Barrett, Assistant Finance Director, and Mr. Gregg Pavitt, Finance Director for the town of Windsor, presented the budget. The proposed budget for FY 2003 is $1,523,640, which is an increase of $127,790 or 8.39% over last year’s budget of $1,523,640.

Councilor Simon questioned the performance measures, specifically the Likert Survey. Town Manager Churchill responded that one of the elements of the High Performance Organization model is to measure the corporate climate. It’s an employee survey performed annually. It measures elements of communication, levels of trust, etc.

Councilor Simon asked about delinquent tax notices. Ms. Corinne Aldinger, Tax Collector, answered that we are trying to hold down the number of delinquent tax notices. However, residents are reminded more frequently as a service reminder and it is paying off substantially in revenues.

Councilor Jepsen was pleased with the statistics in the Information Systems. Councilor Jepsen asked what the maintenance agreement with Munis included. Mr. Pavitt responded that there are two components which include support and all upgrades.

Councilor Broxterman asked if we have filled the Risk Management position. Ms. Barrett responded "yes".

4. General Services

Mr. Gregg Pavitt, Finance Director, and Ms. Kelly Barrett, Assistant Finance Director, discussed the budget. The proposed budget for FY 2003 is $5,612,220, which is an increase of $345,340 or 6.56% over last year’s budget of $5,266,880.

Councilor Pacino asked about sewer services, specifically if there are any residents that are not on sewer service and if they pay the assessment. Town Manager Churchill replied that there is a section of the northern part of Palisado Avenue does not have sewer service and it is unclear if those residents desire sewer services. As sewer service is part of the town budget, those residents are paying the assessment. Councilor Pacino asked if the town could perhaps contract the curbside collection of leaves. Town Manager Churchill said that could be researched. The vacuum curb option is the more expensive option.

Councilor Walker asked for clarification on the recycling curbside collection services of $295,700. Mr. Pavitt explained that there is a charge per household and the recycling contract was re-bid last year.

There is an MDC credit for the sewer service and drinking water for residences not hooked up. Town Manager Churchill responded that in previous years, there has been some resistance to hooking up to the sewer system. There would be a capital cost and assessment, which may lead to some hesitancy for some residents.

Councilor Jepsen asked what the cost would be for an individual charge rather than paying in bulk. Mr. Pavitt responded that there is a substantial connection charge involved. Town Manager Churchill stated that the sewer charge by MDC is well entrenched in the eight towns and the sewer service fee has increased substantially over the years. It is not based on consumption, but rather on assessment.

Counselor Jepsen asked if the town is on target for the re-evaluation project. Mr. Pavitt said the re-evaluation would be complete next year. Councilor Pacino asked about the re-evaluation project and if $40,000 per year was taken out in FY 2000. He also asked about the final cost for FY 2003. Mr. Steve Kosofsky, Tax Assessor, reported that the $40,000 was taken out in FY 2001. He stated that the final cost is $179,000. He expects the price to come down slightly with each cycle. He commented that it was staff’s recommendation the contract should be funded every year.

Councilor Walker asked how Information Technology staff was allocated. Town Manager Churchill responded that there are three individuals whose services are shared town wide. There is one individual who helps primarily with the Police Department and in the Library. There is also collaboration between the Information Technology staff and the Board of Education staff.

Deputy Mayor Curtis asked about the public safety radio system and of both phases happening at the same time. Town Manager Churchill replied that we have begun the process in deciding if it can be combined into one phase.

Councilor Broxterman inquired about a resident who does not contract with Windsor Recycling and if they could use the recycling services. Town Manager Churchill answered that they could still utilize the recycling services since the State of Connecticut mandates recycling.

5. Safety Services

Mr. Kevin Searles, Police Chief, Ms. Christine Rogovich, Supervisor, Mr. Timothy Triggs, Captain, and Mr. Kelvan Kearse, Captain, reviewed the Police Department budget.

The proposed budget for FY 2003 is $6,333,520, which is an increase of $347,245 or 5.80% over last year’s budget of $5,986,275.

Councilor Jepsen asked about the overtime rate and if the department is adequately staffed. Chief Searles reported that the increased overtime in the patrol and detective work is a direct result of investigative work being completed beyond normal hours. Full-time staffing could be increased to accommodate that, but this is only the second year it has gone significantly over budget.

Councilor Mulligan asked about the capital outlay being under budget. Chief Searles answered that it was a choice of the defibrillators or a fifth patrol car.

Councilor Broxterman asked for clarification on the clearance rate for "part 1" crimes. Captain Triggs reported that there has been a slight increase in burglaries.

Councilor Simon asked what clearance was. Captain Kearse stated that it is closing out the crime by making an arrest.

Councilor Pacino asked if the Police Department is still renting space at the old firehouse. Chief Searles answered that they are still renting space there.

Councilor Walker commented that the Police Department does a wonderful job in Windsor and if we are not considered a safe town, we cannot attract residents.

Mr. Paul Goldberg, Fire Administrator, and Mr. Bill Lewis, Fire Chief, reviewed the proposed department budget. They also reported on the current budget.

Councilor Pacino asked about page F18, last line, and specifically the age of the truck and if an Explorer Post has been started yet. Mr. Lewis responded that the truck was 32 years old and the department has started an Explorer Post.

Mr. Nick Cormier, President of Windsor Voluntary Ambulance (WVA), gave an overview of the WVA budget.

Mayor Trinks asked when WVA provides coverage. Mr. Cormier stated that they are on staff 24/7 unless someone is ill, then there is a contract with American Medical Response, Inc. (AMR)

Councilor Mulligan asked if the contract with AMR has response times and if it is monitored. He also noted that it took 35 minutes before an ambulance arrived at a local business recently and it arrived from East Longmeadow, Massachusetts. Mr. Cormier responded that there is a two tiered response system for AMR which is 15 minutes for south and central portions of town and 20 minutes to arrive at the northern section of town. The Police Department monitors the response times. A memo has been sent to AMR regarding the issue of the ambulance coming from East Longmeadow.

Councilor Pacino asked if we could stipulate in the contract that AMR keeps an ambulance in the town and how often the contract is negotiated. He also asked about Bradley Field providing ambulance service. Mr. Cormier replied that AMR stated that to keep an ambulance in town, it would have to double the contract price and AMR is the only service large enough to provide the resources to Windsor. Bradley Field has ceased providing ambulance service unless there is a catastrophe. Councilor Pacino asked if WVA still restocks their own supplies and where they are purchased. Mr. Cormier confirmed that they do stock their own supplies which are purchased from Moore Medical and other vendors. Councilor Pacino inquired about the vehicles. Mr. Cormier replied that they have two 1997 Fords and a 1991 Chevrolet, which is being replaced with a downsized model.

Councilor Mulligan asked about response time and the possibility of keeping an AMR vehicle closer to the town. Mr. Cormier replied that AMR’s corporate office has said they don’t want to see a vehicle parked with idle time, however, if a town wanted to pay extra for a staffed vehicle, they will provide it.

Councilor Broxterman asked if supplies could be purchased through bulk purchasing with other municipalities. Mr. Cormier said that a consortium was looked into previously, but every service has their own vendors and many do not want to switch.

Councilor Pacino asked how many calls were received last year. Mr. Cormier stated that information wouldn’t be available until June and he will provide the data at that time.

Councilor Walker asked if the amount allocated to WVA out of the budget is adequate. Mr. Cormier stated that the amount has begun to increase after several years of decreases. Now the WVA uses bill for service, however, revenues collected could be as low as 50%. There has been an increase in the AMR services from $185,000 to $220,000.

Mayor Trinks asked about collection rates for ambulance service. Town Manager Churchill stated that we do not have updated information, but in recent years, there has been a 33% default rate.

Councilor Pacino stated that other departments list their expenses and revenues and noted that the proposed budget only includes what the town appropriates to the WVA. Town Manager Churchill stated that the information would be distributed.

6. Civil Preparedness

Dr. Petrillo, Director of Health, made a presentation to the Town Council on Civil Preparedness.

Councilor Pacino asked about the location of the two generators. Dr. Petrillo answered that they will be located at Sage Park and L.P. Wilson and will then be installed by the Public Works Department. Councilor Pacino inquired about the purchase of two radios and if they will be purchased along with the police department radios. Dr. Petrillo replied that they are two hand held radios, which will be purchased separately from the police department’s radios. However, the same type of radios will be purchased for compatibility.

Councilor Walker asked about the Civil Preparedness Plan and asked if Windsor has ever participated in an exercise of the state plan. Dr. Petrillo reported that they have participated in training at the airport and the state armory. They have also conducted exercises on their own and plan on executing another training exercise of their own in the fall of 2002.

Councilor Mulligan asked if we still do region three monthly drills. Dr. Petrillo responded that he is not aware of the drills, however, the coordinator of area three notifies us when various drills are scheduled.

7. Health and Social Services

Dr. Petrillo, Director of Health and Social Services, Sharon Enot, Nurse, Bernadette Connors, Social Services, Jill Rosenstein, Home Visitor for Start Smart Program, made a presentation to the Town Council.

The proposed budget for FY 2003 is $806,080, which is an increase of $62,260 or 8.37% over last year’s budget of $743,820.

Councilor Simon remarked on the Healthy People’s Initiative and requested an explanation of the program for the viewing audience. Ms. Rosenstein responded that when a family signs up for the program, a certified home visitor goes into the home approximately once per month to teach them ways to educate their children by having fun through literacy and other means. They also bring literature which is age based on the children in the home. They try to involve the parents with learning activities for the children and work with families with other issues that arise. It is a completely voluntary program. This program is not targeted to a particular problem. They are seeing families throughout the town, through all economic and education levels.

Councilor Simon is concerned that the program will not have sufficient staff and asked what the program is doing to address that. Ms. Rosenstein stated that they have reduced their advertising and outreach. When a child is of kindergarten age, they are no longer eligible to participate and there are also families that move out of town. Town Manager Churchill added that the proposed budget is not designed to grow nearly as quickly as the demand of the program. Families in Windsor are stressed and they are seeking resources. Councilor Simon asked about stress, noting that social worker caseloads have doubled in the past year. He inquired if we can adequately staff the program given the current demand. Ms. Connors said that they try to work smarter and do the best they can with the resources they have. She also stated that they are trying to keep a safety net under the most vulnerable families in Windsor.

Mayor Trinks asked for a definition of a success in the program. Dr. Petrillo responded that Start Smart has an evaluation committee which is setting up measures to evaluate if the children are prepared to learn in school after going through the Start Smart program. They hope to have the measures in place by September 2002.

Councilor Jepsen asked about the relationship with the Resource Center at Ellsworth. Ms. Jill Rosenstein said that they work closely with the Resource Center. The goals are very similar and they share the same families. Dr. Petrillo said that they would be forming a task team of all providers in town who provide services for children so they can evaluate how they can eliminate duplication of services to become more efficient. Sharing clients, staff and resources may be some of the ways to become more efficient and be beneficial to the community.

Councilor Jepsen questioned the drop in staff pay on page H1 and asked if we are paying staff less. Dr. Petrillo stated that the budget includes a 3% raise and increases in costs of benefits. Dr. Petrillo will research the figures and report back to the Town Council.

Mayor Trinks asked about additional defibrillators and if the school should have them. Dr. Petrillo responded that this budget does not include any additional defibrillators. The other defibrillators were purchased with donations. The schools should have defibrillators along with L.P. Wilson, Northwest Park, and the Town Hall.

Mayor Trinks inquired about page H3, Landfill Support--a cost out of the General Fund. Town Manager Churchill stated that it is to protect the town’s interest in support of the landfill. Dr. Petrillo said it is also for any environmental testing that may be required.

Councilor Mulligan asked about mosquito spraying and about assisting residents in the Nook Farms area. Dr. Petrillo stated that spraying is state regulated and up until the early 90’s, the town had a more extensive program. The cost in the early 90’s was between $15-$20,000, but the program needed new equipment. At the time, the Town Council decided that based on the cost of the equipment and the fact that many surrounding towns did not spray, the program was not worth the effort. Nook Farms has a lot of standing water. The most ideal situation is to treat those areas at this time of the year. The majority of the problem is from the larvae in the area and the area is wet year round. We could hire a contractor to spray those areas of town. Hardware stores in town have some products available that would have to be applied every 30 days to be effective. You also need permission to enter and spray on private property. Every time property owners change, a new permission slip is required. Dr. Petrillo did investigate alternatives with the contractor. They submitted a cost proposal to include an additional 11 town areas for larvaciding and adulticiding (total of $9,400 per larvaciding and $9,700 per adulticiding if all 26 areas were treated). It was estimated that a minimum of four applications would be needed for a total of $76,000. Treating neighborhoods is done by two methods. One is by traveling up and down the road and spraying the road area which would cost $90 per mile. Another way is by going into backyards and walking and treating for $200-$500 per application. It is recommended that larvaciding is performed once every 30 days and adulticiding as needed per the weather forecast.

Mayor Trinks noted that correspondence from a resident in the Nook Farms area is adamant about treating the neighborhood. He asked if permission would be required from every resident. Dr. Petrillo responded that if you don’t want your yard sprayed, they will stop at the house before yours and then start at the following house. There will be some over spray. If your yard has standing water, it can generate millions of mosquitoes, so it has to be treated. The chemicals do not have a long life.

Councilor Jepsen asked about the septic systems and sewers. Mr. Glenn Cusano, Health Inspector, stated that there are sections of town that are on septic systems. Mostly we are seeing old systems that are starting to fail at an age of 30-35 years old.

Councilor Walker asked about the older septic systems failing and asked is there is any relief or assistance for the homeowner who now must replace or link to the sewer system. Mr. Cusano knows of a couple of cases where there were loans granted through the Community Development program in town. If the system fails, we can’t legally require the homeowner to tie into the sewer system. The homeowner can fix the system, which can be less costly than tying into the sewer system. MDC allows payments over 15 years.

8. Adjournment

Motioned by Councilor Jepsen, seconded by Councilor Walker to adjourn the meeting at 9:31 p.m.

Motion Passed 6-0-0.

Respectfully submitted,

Kristin Countryman

Clerk of the Windsor Town Council

cc: Town Clerk

Main Library

Wilson Branch