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General Manager’s Recommended Budget FY 08/09

General Manager’s Recommended Budget FY 08/09. Public Works Department Total Operating Budget - $12,657,370 Increase of $407,327 or 3.3%. PW Administration. Overall PW Administration budget down 0.3%

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General Manager’s Recommended Budget FY 08/09

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  1. General Manager’s Recommended Budget FY 08/09 Public Works Department Total Operating Budget - $12,657,370 Increase of $407,327 or 3.3%

  2. PW Administration • Overall PW Administration budget down 0.3% • Larger portion of Director’s salary shifted to Sanitation fund to reflect greater time commitments dedicated to operation

  3. Streetlights • Streetlight budget held flat for 5th consecutive year • The current annual cost of electricity is up approximately $107,000 from 04/05 rates. (Year following Streetlight acquisition) • With completion of Chapel/Batson upgrade project and drastic increases in cost of electricity, fully funding Streetlight Reserve Account will take several more years based on current funding levels. (Decision Package) • Streetlight Maintenance contract expires and will be rebid this summer for another 5 year period.

  4. Streetlights (continued) Accomplished since acquisition of streetlight system from CL&P in August 2004: • Typical response time for streetlight repair approximately 5-10 days, compared to average of 60 days for CL&P • Upgraded 70+ lights to improve roadway illumination levels • Completed full relamp of system (4,674 lights) • Implemented pilot project with new compact florescent technology to test effectiveness and long term maintenance requirements • Refurbished all decorative downtown Main Street streetlights and Cheney Hall parking lot lights.

  5. Streetlights (continued) Accomplished since acquisition of streetlight system from CL&P in August 2004 (continued): • Began funding $250,000 Streetlight Reserve fund for future system maintenance and capital improvement needs • Replaced approximately 25 streetlights on cedar posts at end of useful life. Replacement of cedar posts in neighborhoods will continue in future years based on funding and as need arises. • Upgraded streetlight system on Chapel Road and Batson Drive avoiding $240,000 cost to Capital Improvement Reserve.

  6. Engineering • Combined W&S and PW engineering staff have been completed one year together at Lincoln Center • Budget Increase of $67,393 or 3.3% • No significant program changes • Additional saving of approximately $5,650 in various operating accounts due to continued consolidation efforts

  7. Engineering (continued) Performance Measurement Staff is beginning an effort to quantify the Engineering staff time on capital improvement projects compared to projected cost of outside consultants. Goal is to develop measures to evaluate cost effectiveness and benchmarks to assess productivity

  8. Engineering (continued) Town Traffic Signals – (51 existing + 2 planned) Since 1998 14 - New or Replaced 7 - Received Modifications or Upgrades 20 - Currently under construction 4 - Funded and under design 45 7 Awaiting decision on federal grant award

  9. Engineering (continued) Annual Pavement Marking Program • 70 Miles (approx) of Streets with Pavement Markings • 282 School and Pedestrian Crosswalks • Conditions reviewed annually to implement safety improvements or implement traffic calming measures In 2005 modified the management of pavement marking program to save $12,000 in OT costs

  10. Engineering (continued) Traffic & Street Name Signs • Town maintains a GIS database of every town sign • Approx. 8,300 traffic control signs • Approx. 1,600 street name signs • Obligation to maintain both signs and pavement markings in accordance with federal MUTCD manual, which is frequently updated. All upgrades, replacements and repairs handled by one Maintainer in Highway division. More needs than capacity to accomplish.

  11. Building Inspection Budget Increase of $28,601 or 3.9% -No significant program changes. • Building permit applications and revenue have declined. Number of inspections conducted has remained steady. • Property Maintenance inspections up 86% from 2005 FY 2005 - 834 FY 2006 - 1287 FY 2007 - 1556 FY2008 - 1151 (July to March 30) • Budget continues to include one part-time (20 hr/week) employee dedicated to Property Code Enforcement

  12. Building Inspection (Property Maintenance) • Landlord Registration notifications are ready to be mailed in May, as well as an on-line registration created by IS Department staff. • Staff is currently working on a plan to address timely removal of debris left at the curb by vacating owners and tenants. Plan not finalized, but most likely would include some up-front costs not included in this budget.

  13. Facilities Management • Budget Increase of $115,250 or 7.2% • Majority of increase in Purchased Services and Supplies accounts. Increase of $65,336 or 7.1% • $47,615 to fund heating fuel buildings on School Street, formerly maintained by BOE as part of Bennet education complex • $9,688 to address general maintenance needs of aging facilities and custodial services at new restroom facility at Boundless Playground. • Overtime has increased $8,000 to reflect recent trend of repairs to aging facilities. • Challenge of hiring of new Facilities Manager.

  14. Controlling Costs • RECENT ENERGY SAVINGS MEASURES • Locked-in electric generation rates for 5 years • Installation of T-8 fluorescent bulbs (cost $126,000; estimated annual savings $83,000) • CL&P Energy Efficiency Project (2004)- occupancy sensors, lighting efficiencies • All roof replacement projects include significant enhancement of insulation levels • Replace single-pane windows with double-pane thermal-glazed windows to improve heat retention • Programmable thermostats in major Town facilities • Enrollment in ISO-NE Demand Response Program

  15. Intensity of work on schools and other BOE projects for the past several years has impacted the planning and completion of needed Town facility projects. Work planned or Under Discussion for FY 08/09 Emergency Operations Center Building Reuse Committee Library Architectural Plans Youth Service Bureau Needs Ongoing Town wide Replacement/Upgrades Program IOH Pool Upgraded Roof Replacement at Public Works Facility Facilities Management

  16. Field ServicesHighway, Parks, Cemetery, Fleet Maint. • Budget increase of $198,360 or 2.8% • $3,866 in part-time salaries to expand hours of graffiti program • Combined Purchased Services & Supplies Increase $127,398 or 5.3% • $25,440 to perform leaf collection program with rented vacuum machines instead of tractor-trailers (Statute change request submitted to Legislature) • $50,500 for fuel and diesel to reflect higher costs • $22,086 for snow and ice removal costs (contractors and materials)

  17. Roadway Infrastructure • 214.0 Miles of Roads. (Pavement area equal to 667 Lane Miles, 12 feet wide) • 230 Miles of Sidewalks • 150 Miles of Storm Pipe • 8,500 Catch Basins/Drainage Structures • 4,674 Streetlights • 24 Parking Lots (Town buildings and Recreation facilities) • Trees along Streets, Hiking Trails and in Parks

  18. Field Services Divisions • Highway • 1992 - 200.5 miles of road, 24 non-supervisory positions • 2008 - 214 Centerline Miles of Road, 17 funded non-supervisory positions (one frozen) Management Partners report indicated that “further cuts or additional growth will impact the ability to maintain service levels”

  19. Controlling Costs • “Total Street” Approach to Improve Efficiency • Coordination of Work with other departments, and outside utilities and state agencies • Street trees reviewed for safety and trimmed • Underground utility work completed or determined to be several years into future • Catch basin structures inspected, and rebuilt as needed – new CB tops and sumps installed. (Materials only ~ $800) • New street name signs and traffic signs installed at completion of project

  20. Park Infrastructure • 148 acres of athletic and lawn areas to maintain (areas mowed between two and five times in a two week period during growing season) • 29 ball fields • 10 soccer fields • two football fields • 6 outdoor pools • 13 playground areas + 5 shared with BOE • Dozens of landscape areas at Town buildings, parks and adjacent to roadways

  21. Field Services Divisions • Park • 1999 - 14 non-supervisory positions • 2008 – 16 funded non-supervisory positions Since 2000, new facilities include: • Northwest Park, • New State Road • High School • Great Lawn • Bennet Field • West Side Pool/Recreation Area

  22. Snow Operations(Highway Division) • 32 plow routes including 2 dead end routes • Town dispatches 26 Highway trucks, 6 contractors • Four contractors have designated routes • Two contractors run tandem with Town forces • Each Highway route is approximately 9-11 miles • Addition of new subdivisions decreases response time and may create the need for additional routes. Expectation levels from Public and even Public Safety

  23. Snow Operations(Park & Cemetery Division) • Plow parking lots – (23) (Town and recreation facilities, and including libraries, Lutz and Cheney Hall) • Shovel building walkways and steps • Shovel and plow sidewalks along town properties, including sidewalks abutting State property and bridges • Cemetery staff plows 5 miles of roadways in 4 cemeteries • Cemetery staff shovels and deices for all burials

  24. Field Services Divisions • Cemetery • 268 funerals performed in 2007 • 127 Acres to maintain at East, West, Buckland, and Hillstown cemeteries • Mowing grass areas • Trimming around monuments • Landscaping and tree care • Monument resetting • Developing new areas in East (nearing completion) and Buckland – Total 70,000 SF • Leaf collection • Memorial clean up Staff of 4 Maintainers and 3 seasonal workers

  25. Fleet Maintenance Fleet is responsible for repairing and maintaining: • Highway Division vehicles and heavy equipment • Cars and light trucks for inspection staff (Assessor, Engineering, Human Services, Health, Building Maintenance, Building Inspection, etc) • Water Division, Sewer Division • Landfill Equipment • Fire Department • Senior Citizens’ Center vans • Parks Division equipment • Police Department • Board of Education

  26. Field Services Divisions • Fleet • Budget includes maintaining a frozen vacant Mechanic II position. • Spending on replacement parts has increased • Efforts being made to standardize equipment where possible • Average age of heavy trucks is 13 years • Average age of heavy equipment is 13 years

  27. Vehicle & Equipment Replacement Fund • Comprehensive Capital Replacement Plan for Vehicles and Heavy Equipment • Contribution for FY2008/2009 is increases from $400,000 to $500,000 • Evaluation (2005) indicates annual investment of $750,000 required to gradually eliminate deferred replacements and address future needs • Examples of Trucks and Heavy Equipment and typical replacement cost: • Loader - $150,000 • Six Wheel Dump Truck - $140,000 • 10-Wheel Dump Truck – $190,000 • Backhoe - $150,000 • Large Mower - $70,000

  28. Controlling Costs /Environmental • Changes Implemented to Control Fuel Costs • No Idling Policy • Carpool to job sites whenever assignments and equipment needs allow • Vehicle purchases take into consideration fuel efficiency • CT Clean Fuel grant for hybrid cars – 2008 application to be submitted this month for 3 vehicles • Technology exists on new diesel engines resulting in significantly less particulate emissions

  29. Non Funded Maintenance Concerns • Long-Term Maintenance Concerns: • Repairs and Maintenance to HRLP Trail System • Significant time, but restricted capabilities of Committee • Major repairs needed due to flooding and natural changing of Hockanum River banks. • Damage to boardwalks very costly and difficult to repair. • Town needs to give serious consideration to major renovations to existing pool facilities • Some Pool Mechanical Equipment no longer available • Sandblasting required ($35,000 to $40,000 each pool) • Accessibility and other issues at bath houses

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