Legislative Council

LEGISLATIVE COUNCIL SPECIAL MEETING COUNCIL CHAMBERS, 3 PRIMROSE STREET, NEWTOWN, CT WEDNESDAY, APRIL 22, 2020 MINUTES PRESENT VIA ZOOM TELECONFERENCE: Paul Lundquist, Jordana Bloom, Alison Plante, Chris Smith, Phil Carroll, Ryan Knapp, Judit DeStefano, Dan Wiedemann, Chris Eide, Cathy Reiss, Andy Clure, Dan Honan ALSO PRESENT: First Selectman Dan Rosenthal, Finance Director Bob Tait, Superintendent Dr. Lorrie Rodrigue, BOE Chair Michelle Embree Ku, BOE Director of Business Ron Bienkowski; 0 public, 1 press CALL TO ORDER: Mr. Lundquist called the meeting to order with the Pledge of Allegiance at 7:30 pm. VOTER COMMENT: None MINUTES: Mr. Eide moved to accept the minutes of the April 1, 2020 Legislative Council meeting. Seconded by Mr. Wiedemann. All in favor. Motion passes (12-0). COMMUNICATIONS: See Attachment A. COMMITTEE REPORTS: Education Committee – None Finance Committee – None Municipal Operations Committee – Mr. Honan reported they met last Wednesday and continued their discussion on the feasibility of cutting the budget. He noted that Mr. Wiedemann made a motion during their meeting to accept the municipal budget as the BOF had presented it to them which was approved. Ordinance Committee – None FIRST SELECTMAN’S REPORT: First Selectman Dan Rosenthal began his report discussing the Corona Virus and steps the municipal center has taken. Town employees have been doing split shifts in the town hall; those that are not in are either working from home or on call. We've maintained budget flexibility to deal with this. In general, there has been nothing out of the ordinary, with the exception of the temporary closures of Edmond Town Hall and the Community Center. The confines of the existing budget will allow us to fix the repercussions of this if need be. The BOS met on Monday – they ratified the contract for the design firm for the permanent memorial. This project can continue to move forward and will most likely be a referendum item for next April. The police project continues to go well. Consigli Construction has put a number of policies and procedures in place in regards to Covid-19. The First Selectman toured the building the week before Easter, and noted that on a budget stand point, we are on track. They are just about ready to be water tight with the building, then will proceed with sheet rocking. Mr. Smith asked if Consigli has given any indication of delays in terms of disruption of the supply chain. The First Selectman replied that Consigli has been communicating with him on a regular basis – there were a couple of minor issues which were quickly resolved and did not have any impact on the project's schedule. Currently, windows are being delivered this week; all interior metal walls are up; masonry walls are in the process of going in. As of now, we have not received any notification regarding supply delays. We are still on track to getting the project completed by November. We solidified our annual debt issue on April 2nd. The markets for municipal debt started to freeze up, but along with Mr. Tait, we were able to secure a number of 2.71 which is attractive during this time. Referring to the latest BOS meeting minutes, Mr. Wiedemann questioned the First Selectman about the projected $300,000-$350,000 in surplus - what areas that was being identified in. The First Selectman, in conjunction with Mr. Tait, responded that half of it would come from salaries, and the other half would come from winter maintenance. NEW BUSINESS Discussion and Possible Action  Governor's Executive Order 7S, Section 6, Municipality Program Election Ms. DeStefano moved pursuant to the Governor's Executive Order 7S, Section 6 that the town of Newtown be and hereby is authorized to participate in the Tax Deferment Program. Seconded by Ms. Plante. All in favor. Motion passes (12-0). See Attachment B. Mr. Tait commented that the majority of towns are choosing the deferment. Ms. Reiss brought up that she initially thought the deferment program would be more difficult to implement and asked Mr. Tait on the specifics of how this will work and who will be responsible for the application process, if any. Mr. Tait said OPM has devised an application that would need to be handed in by July 1 st, however, Mr. Tait suggests that we forego the application process all together and stick with an honor program. First Selectman Rosenthal agreed with Mr. Tait, saying it's fair to say that just about everyone has been impacted in some way by Covid-19, and this could be something that we apply to everybody. Adding to that, the state would not suffer any implications on this – it would really only mean having implications on us as a municipality. State statutes set how we collect property taxes, but we're the only beneficiaries of said property taxes, which can allow us to decide how to proceed with the deferment process. The First Selectman believes that we should not make this too onerous on the public. He noted that a lot of our property taxes come from escrow payments which will not be given any extension, and therefore banks will still have to make escrow payments on time. Mr. Tait added that about $25 million come from escrow payments. Mr. Lundquist commented that we are authorizing the town to participate in this but asked if there is any further action necessary in order to enact it. Mr. Tait replied by saying that he will be submitting the application form back to the state that determines what Newtown will do. Normally, taxes are due July 1st and grace period is August 1st. To clarify, the extra 90 days will really just be an extension of the grace period.  Suspension of Re-Application for Tax Relief for Seniors & Totally Permanently Disabled Ms. DeStefano moved to suspend the re-application for tax relief for seniors, totally permanently disabled and Veterans. Seconded by Ms. Plante. All in favor. Motion passes (12-0). The Governor's order for state benefit has been allowed to roll over so there is no application process necessary. This resolution is intended to allow current enrollees of the town tax benefit to also roll over their benefits for the next two years without having to reapply. Mr. Tait interjected that the Veteran's benefit is not mentioned here and should also be added.  Per Town Charter 7-05 (c) designate the accounting firm Mahoney Sabol to audit the books and accounts of the Town relating to fiscal year ending June 30, 2020 Ms. DeStefano moved that per Town Charter 7-05 (c) designate the accounting firm Mahoney Sabol to audit the books and accounts of the Town relating to fiscal year ending June 30, 2020. Seconded by Ms. Reiss. All in favor. Motion passes (12-0). UNFINISHED BUSINESS Discussion and Possible Action  2020-2021 Municipal and Education Budget Mr. Lundquist opened up the discussion noting that the goal of tonight's meeting is to approve a budget that can be offered to tax payers for their review during the next couple of weeks. Due to the Governor's Executive Orders, there will not be a referendum, and would like to make sure the voters are aware of that. The budget will be static until the next scheduled meeting of May 6 th which is when the public will be able to weigh in on where the budget stands at that point. Depending on whether we receive any feedback from the public, we could take final action on the budget as early as May 6 th. During that time, we could do the appropriation of the reallocation of the FEMA funds, which would have to go through the normal process of going through the BOF and BOS first. Mr. Lundquist shared an outline of the proposed reduction in capital items for municipal and BOE. See Attachment C. BOE Budget - Dr. Rodrigue started off the discussion referring to the BOE budget plan and feels comfortable with what is being proposed. Mr. Wiedemann asked what the amount of reduction would be specifically for Information Technology Services and whether this would put them in a hole for next year. Mr. Bienkowski replied that it would ultimately be a BOE decision and that it would have to go to further discussions down the line on how it is split up. Mr. Lundquist interjected that this is a very unique situation and this typical concern should be set aside during this very unique time. Mr. Bienkowski commented that there technically would not be any loss from their original budget, but that the money will just be coming from a different source – the FEMA money. Ms. DeStefano asked Dr. Rodrigue how much wiggle room we have if we need to address a longer distant learning project. Dr. Rodrigue has already put a preliminary plan in place to use those funds looking at the surplus and expenditures that they may have. She is also in the process of putting together an internal committee to look at the academic side of things, social/emotional, technology, and medical and precautionary processes that may need to be in place even in the Fall which will begin to outline the financial outlook. Ms. Ku commented that there will be savings this year because of the public health crisis, but budgetarily we will have to keep this in mind as we move forward to the following academic year. Dr. Rodrigue added that these are discussions that are state-wide and these are questions that everyone is grappling with. Although there may be surplus now, we will need to anticipate expenditures in the future. In clarifying, Ms. Reiss asked for clarification from Mr. Tait that we're looking to take the $700,000 out of purchasing capital items by replacing it with money from the FEMA reimbursement. By doing so, will that $700,000 of FEMA money need to go back into that reimbursement fund from two years ago. Mr. Tait commented that if we look at the 2018-2019 financial statements, we actually had a surplus in the budget and the money that was spent was covered. The FEMA money that we're getting actually increased the fund balance by approximately $1.7 million. Mr. Lundquist commented that even with this redistribution of funds, we will still be in a healthy place even with fund balance. Mr. Eide asked why the changes can't just be made to this year's mill rate instead of altering the current budget, in terms of keeping next year's budget in mind. Mr. Tait said we have to be careful on the revenue side – we will be transferring into capital non-recurring funds and, in fact, we are actually funding the budget, increasing the use of fund balance, which is a revenue item, and increasing expenditures in the budget. The First Selectman, Dr. Rodrigue and Ms. Ku also spoke in agreement in that each year, we have to start with zero based budgeting in trying to maintain a level of spending in each area. Mr. Tait concluded that with either scenario, this can work both ways and adjusting the current budget, next year we would have the same problem either way we look at it. Mr. Carroll asked Dr. Rodrigue where the money from the BOE savings would go and she eluded to the fund balance and preliminary report - any surplus would go into the non-lapsing account through the  BOF. She said the BOE wants to remain mindful while working on a plan going in as to what they may need to anticipate for students and staff going into the Fall due to Covid-19. There are other items listed including the Hawley School plans which are still in initial discussions with the BOE. When discussing a surplus, there will be other expenditures on the other side. Dr. Rodrigue and her staff have put together a preliminary report which is with the BOF and will be discussed at their upcoming meeting. Mr. Wiedemann asked if the maintenance projects listed in year 2, which appear to have a $1.2 million surplus, could any projects move forward. Mr. Bienkowski stated that it is not something they'd like to consider doing at this point. Dr. Rodrigue emphasized that they don't know what they will need next year at this time, and before they can look to spend any of the surplus, they need to remain mindful of this as the critical pieces on the non-capital side will be extremely important. Ms. DeStefano moved to reduce the BOE education budget by $450,000. Seconded by Mr. Carroll. All in favor. Motion passes (12-0). Municipal Budget – Mr. Tait began with stating the total current amount as $78,651,776 resulting in a 0.7% increase from prior years. Ms. DeStefano moved to reduce the BOS budget in various accounts by $250,000 including $45,000 from police capital items and vehicles, $43,125 from fire capital items, $68,000 from highway department capital items, $37,000 from public building maintenance capital items and $56,875 from parks and recreational capital items. Seconded by Ms. Reiss. All in favor. Motion passes (12-0). Mr. Tait confirmed the BOS budget with the reduction would be $42,974,759 which is a 1.89% increase. Mr. Wiedemann moved to increase our revenue for the Educational Cost Sharing Grant by $100,000 to push it up to $4,350,000. Seconded by Mr. Knapp. Motion failed (2-10). Mr. Wiedemann explained that there is approximately $4.5 million in the ECS grant. We have a $250,000 gap which he feels should be closed even more for the tax payers. Mr. Tait commented that we should be careful about our revenue estimates as they exist now. There will be a lot of stress on those accounts now being there is a lot of uncertainty especially on accounts that rely on the economy. Mr. Wiedemann doesn't feel that we should create a cushion in one area in order to support another area. Mr. Tait confirmed the total budget amount is $121,626,535. The effective tax decrease would be -0.03% which would give us a mill rate of 34.76. Mr. Lundquist concluded that this budget will stay as is. Per the Governor's Executive Order, it states that we can accept the budget as is without a referendum – a referendum will not be held. We will publicize these numbers in order to allow the public to comment on it at our next meeting. This will potentially give us an opportunity to either finalize the budget or make any necessary revisions. Once that is done, we can think about the reallocation of the FEMA funds to allocate those capital items. Ms. DeStefano moved to set the final budget as $121,626,535 and authorize the Finance Director to make any rounding adjustments as needed. Seconded by Mr. Carroll. Motion withdrawn. Ms. DeStefano moved to withdraw the previous motion. Seconded by Mr. Eide. All in favor. Motion passes (12-0). Mr. Wiedemann moved to allow the Finance Director to make any rounding adjustments to the proposed budget of $121,626,535. Seconded by Mr. Carroll. All in favor. Motion passes (12-0).  FEMA Reimbursement Allocation Mr. Lundquist stated that further discussion and action on this will come after the budget is finalized.  The First Selectman commented that most of the items that need to be addressed had been taken out of the budget back in 2017-2018 in order to take care of the storm. There are a number of one-time items that we should take a look at, but would like to give everyone a chance to review the list and then discuss with the BOF, BOS and LC after the budget is finalized. VOTER COMMENT: None ANNOUNCEMENTS: Mr. Lundquist reiterated that final action will be taken on May 20th, or possibly on May 6th. ADJOURNMENT: There being no further business, Mr. Wiedemann moved to adjourn the meeting at 9:12 pm. Seconded by Mr. Carroll. All in favor. Respectfully submitted, Rina Quijano, Clerk THESE MINUTES ARE SUBJECT TO APPROVAL BY THE LEGISLATIVE COUNCIL AT THE NEXT MEETING. Attachment A From: Steve Hinden via Newtown CT <cmsmailer@civicplus.com> Date: Wed, Apr 22, 2020 at 7:35 AM Subject: Form submission from: Contact the Legislative Council To: <plundquist.newtown@gmail.com> Submitted on Wednesday, April 22, 2020 - 7:35am Your name: Steve Hinden Your e-mail address: steve.hinden@Gmail.com Subject: Budget questions for consideration Message: First, I want to thank you all for your service to the community during these challenging times. As mostly volunteers, the demands on you are undoubtedly more than could have been anticipated, and I am grateful for the time and thoughtfulness you are bringing to our community. As we look ahead, there continues to be great uncertainty about how long distancing will persist. There are many trade offs, including being responsive to the economic stress our community is facing, and I understand that any budget savings can have a direct impact in relieving that stress. However, I would like to understand how you are factoring into these considerations the needs of the community if distancing continues into 2021 or beyond, should effective treatments or vaccines for COVID-19 remain elusive (as seems to be likely, at least into 2021). Specifically: 1. Is the BOE budget sufficient to address effective distance learning, particularly for special education needs? Will additional funds, or non lapsing funds, be directed here? Is there a strategy to improve these capabilities for what might be a longer time horizon than initially planned? Has the feedback been sought, obtained and considered from parents, teachers and students, on how well distance learning has worked and what needs to be improved? Have you considered the potential exposure to costs and liability if our current efforts are not improved? 2. Is the town budget sufficient to address distance operations, particularly video meeting capability, including recordings (ours is not up to the standards and needs of the times) and phone line availability and reliability? 3. Generally, as you think about redeploying “savings” from this year’s distancing efforts, have you considered the balance between returning to taxpayers and positioning our town to deliver on needs and services that may require significant investments? Have those required investments been identified and quantified? In sum, is there a plan if distancing is not short term? I realize that these questions have likely already been raised, but when we hear rumors of a budget that has already been approved by the BOF being re-examined for a zero increase year on year, I get concerned that the questions raised above are getting short shrift. Thank you again for your service and considerations of these issues. And I hope you are all managing these times well and are staying healthy. Steve Hinden 25 Horseshoe Ridge Road Attachment B STATE OF CONNECTICUT OFFICE OF POLICY AND MANAGEMENT INTERGOVERNMENTAL POLICY AND PLANNING DIVISION GOVERNOR’S EXECUTIVE ORDER 7S SECTION 6 MUNICIPALITY PROGRAM ELECTION The municipality of ______________________________ by determination of our local legislative body, or in any town in which the legislative body is a town meeting, by a vote of the board of selectmen, voted and approved on _______________________, that we will participate in the following program(s): ‰ Deferment Program. During the period of March 10, 2020, the date that the Governor declared the public health and civil preparedness emergency, through and including July 1, 2020, municipalities participating in the Deferment Program shall offer to eligible taxpayers, businesses, nonprofits, and residents a deferment by ninety (90) days of any taxes on real property, personal property or motor vehicles, or municipal water, sewer and electric rates, charges or assessments for such tax, rate, charge, or assessment from the time that it became due and payable. Eligible taxpayers, businesses, nonprofits, and residents are those that attest to or document significant economic impact by CO VID-19, and/ or those that document they are providing relief to those significantly affected by the COVID-19 pandemic. The Secretary of the Office of Policy and Management shall issue guidance as to which taxpayers, businesses, nonprofits, and residents shall be considered eligible for the Deferment Program, but participating municipalities may, upon approval of its local legislative body, or, in any town in which the legislative body is a town meeting, by a vote of the board of selectmen, extend eligibility for the deferment program to other categories of taxpayers, businesses, nonprofits, and residents. ‰ Low Interest Rate Program. For municipalities participating in the Low Interest Rate Program, notwithstanding Section 12-146 of the General Statutes, (i) the delinquent portion of the principal of any taxes on real property, personal property or motor vehicles, or municipal water, sewer and electric charges or assessments or part thereof shall be subject to interest at the rate of three (3) per cent per annum for ninety days from the time when it became due and payable until the same is paid, for any such tax, rate, charge, or assessment due and payable from March 10 through and including July 1, 2020, unless such delinquent portion is subject to interest and penalties at less than three (3) per cent per annum. Following the ninety days, the portion that remains delinquent shall be subject to interest and penalties as previously established; and (ii) any portion of the principal of any taxes on real property, personal property or motor vehicles, or municipal water, sewer and electric rates, charges or assessments or part thereof that had been delinquent on or prior to March 10, shall be subject to interest at the rate of three (3) per cent per annum for ninety days from this Order, unless such delinquent portion is subject to interest and penalties at less than three (3) per cent per annum. Following the ninety (90) days, the portion that remains delinquent shall be subject to interest and penalties as previously established. PROGRAM CONTACT: Printed Name: ____________________________________ Title: _______________________ Email Address: ___________________________________ Phone: _____________________ CEO CERTIFICATION: Dated this _____ day of April, 2020. Printed Name: ___________________________________ Title: ________________________ Email Address: _______________________________________________________________ Signature: ____________________________________________________________________ DUE TO OPM NO LATER THAN APRIL 25, 2020 ~ RETURN TO: Martin.Heft@ct.gov 450 Capitol Avenue Hartford, Connecticut 06106-1379 www.portal.ct.gov/opm Attachment C TOWN OF NEWTOWN LEGISLATIVE COUNCIL PROCEEDINGS ANNUAL BUDGET 2020 - 2021 Proposed $700,000 budget reduction: **Reduction will target capital items (to be placed during the fiscal year from the Capital & Non-recurring Fund) Board of Selectmen Budget $ 250,000 Board of Education Budget $ 450,000 $ 700,000 Board of Selectmen Budget available capital items: Proposed Available Reduction Police 134,096 45,000 leaves two vehicles Fire 145,865 43,125 Highway (not including roads) 68,000 68,000 Public Building Maintenance 37,000 37,000 Parks & Recreation 56,875 56,875 441,836 250,000 Board of Education Budget available capital items: Information Technology Services - Equipment 525,000 no line item authority Building & Site Maintenance Projects 335,000 no line item authority 860,000 450,000  Town of Newtown Board of Finance Recommended 2020 – 2021 Annual Budget 02/27/2020 DEPARTMENT: POLICE Police Vehicles: Since 2012, the Department had begun the process of replacing the standard issue Ford Crown Victoria front line patrol vehicle. Standardization is truly important and warranted as a best practice in the industry. Since 2012, the department began to purchase AWD Police rated utility patrol vehicles. Last year, FY 2019/2020 saw an increase in vehicle cost due to a mid-year model change by Ford Motor Company. This change was both internal and external resulting in a unfitting increase to the new vehicles, prohibiting the use of some equipment from the vehicles being traded-in. Total cost per vehicle is as follows: 32,941 x 3 = 98,823 (vehicles only) 14,240 x 3 = 42,722 (up fitting cost) -2,500 x 3 = 7,500 (trade- in) 134,096 Total cost for purchase and unfitting of 3 front line vehicles See page 301 for a police vehicle inventory. Police Equipment: Account funds initiatives for our school personnel and small disposable equipment for the department. Some of the equipment purchased is traffic cones, flares, crime scene materials, first aid supplies, hazmat supplies, safety brochures, intoximeter supplies, radar maintenance and supplies, crime prevention materials and professional development manuals. It also funds community programs such as Triad, Citizen’s Police Academies, Student Police Academies, Crime Prevention initiatives, and drug prevention initiatives. PROGRAM EQUIPMENT / SUPPLIES: 2019-20 2020-21 Camera Systems Supplies and Repairs 3,500 3,500 Crime Scene Supplies and Equipment 2,000 2,150 Prisoner Supplies / Intoximeter Supplies 1,850 1,950 First Aid Equipment and Supplies 7,000 7,125 Youth Development Supplies 8,750 8,750 HAZ-MAT Equipment and Supplies 1,000 1,200 SSO Equipment and Supplies 5,000 5,000 CPA and SPA Supplies 2,000 2,250 Kitchen supplies and equipment 1,500 1,500 32,600 33,425 132  Town of Newtown Board of Finance Recommended 2020 – 2021 Annual Budget 02/27/2020 DEPARTMENT: FIRE Capital: This account is used to obtain new and updated equipment for the five fire departments and the fire marshal’s office. CAPITAL H&L S.H. BOTSFORD HAWLEYVILLE DODGINGTOWN FIRE MARSHAL TOTAL See detail on next page 21,400 14,610 26,931 34,943 14,400 3,581 115,865 Rotating Grant 30,000 30,000 TOTAL 145,865 2019-20 120,973 30,000 150,973 Contributions to Fire Companies: This account represents grants divided equally between the five fire departments to be used to defray annual operating expenses. Grant $29,000 x 5 Departments = $145,000. 147  Town of Newtown Board of Finance Recommended 2020 – 2021 Annual Budget 02/27/2020 DEPARTMENT: FIRE Capital: Continued CAPITAL: Hook & Ladder Quantity Unit Cost Total Cost Sandy Hook Quantity Unit Cost Total Cost Structural boots 2 400 800 Turnout Gear SET 30 2,500 75,000 Turnout gear H&L Spec 2 2,400 4,800 Helmet 30 350 10,500 SCOTT 45 Minute 5.5 Cylinder 2 1,400 2,800 Boots 30 450 13,500 Motorola XE500 radio mics 5 500 2,500 APX 6000 Portable Radio 3 3,386 10,158 Minitor VI 5 chnl pager w/amp base 5 500 2,500 LifePak 1000 AFO 1 2,227 2,227 SCBA w/ cylinder 1 8,000 8,000 SL-90 LED Hand Light 10 165 1,650 Capitol Total 21,400 Scott Mask Bag, Fleece 20 29 575 Capitol Total 14,610 Dodgingtown Quantity Unit Cost Total Cost Botsford Quantity Unit Cost Total Cost Turnout Gear SET - 2,500 - EDRAULIC S799E2 CUTTER TOOL ONLY 1 11,600 11,600 Helmet 2 325 650 EDRAULIC SP777E2 32" SPREADER, TOOL ONLY 1 12,385 12,385 Boots 2 400 800 EDRAULIC R422E2 RAM, TOOL ONLY 1 7,980 7,980 e-draulic tool 1 11,500 11,500 EDRAULIC2 EXL BATTERY 7 635 4,445 Gas Meter 1 650 650 EDRAULIC DC BANK CHARGER 1 1,858 1,858 Chaine Kit 2 400 800 MSA EVOLUTION 6000 TIC 1 8,525 8,525 Capitol Total 14,400 EVOLUTION 6000 TIC VEHICLE KIT 1 821 821 WHELEN PIONEER LIGHT ASSEMBLY WHE-LF35 1 775 775 MORNING PRIDE GEAR BOTSFORD SPEC 3 2,847 8,542 Capitol Total (includes rotating grant) 56,931 Hawleyville Quantity Unit Cost Total Cost Fire Marshal Quantity Unit Cost Total Cost Turnout Gear SET - 2,500 - Vehicle - 40,000 - Helmet1010 w/defendershiel 3 365 1,095 Lettering & Stripeing 1 1,500 - Glob 14” structural Boots 4 400 1,600 Lights & Siren 1 2,500 - Streamlight portable scene 2 619 1,238 Code Book 16 156 2,496 TFT Jumbo intake Valves 6” 2 2,375 4,750 Drafting Table & Chair 1 1,085 1,085 Elkhart chief XD 1.5” (Green) 2 755 1,510 Capitol Total 3,581 Elkhart chief XD1.5” (orange) 1 855 855 Stream Light Vulcan LED 5 195 975 Partech HFS Acmethread scre 2 285 570 GRAND TOTAL CAPITAL BUDGET = 145,865 ElkhartXD 2.5”shutoff 1-3/16 2 800 1,600 Note: Major expenditures on turn out gear and other equipment will be financed thru the Back-up camera w/3 camera 1 750 750 capital non-recurring fund and year end transfers to capital. Argus TIC 1 7,000 7,000 Turnout Gear SET Out Dated 5 2,600 13,000 Capitol Total 34,943 148  Town of Newtown Board of Finance Recommended 2020 – 2021 Annual Budget 02/27/2020 DEPARTMENT: HIGHWAY Capital: This is used to purchase rolling stock (capital equipment) and for replacement components that extend the useful life of existing vehicles and other heavy equipment. 2020/2021 CAPITAL EQUIPMENT PUBLIC WORKS Replace 2008 GMC 5500 series medium duty dump truck with plow and sander $98,000 (98,000 - * 60,000) 38,000 * Replace 2001 Chevy 2500 garage service truck with a medium duty service truck $90,000 (90,000-60,000) 30,000 Capital Total $68,000 This is with $120,000 of commited non recurring funding of $60,000 from the 2019/2020 budget and * $60,000 request for the 2020/2021 budget for a totol of $188,000 to replace two medium duty trucks Truck 10 replacement year 5 of 5 40,000 Two crew leader medium duty truck replacement year 5 of 5 32,000 Truck 6 body replacement year 5 of 5 11,000 Loader tire replacement year 4 of 5 4,000 First Selectmens car replacement year 3 of 5 5,000 Lease Total $92,000 GRAND TOTAL $160,000 See capital non-recurring fund detail on page 263. 170  Town of Newtown Board of Finance Recommended 2020 – 2021 Annual Budget 02/27/2020 DEPARTMENT: PUBLIC BUILDING MAINTENANCE General Maintenance Supplies: This account covers various types of paper products, maintenance items, and cleaning supplies for the Town Garage, Town Hall South, Dog Pound, Multi-Purpose Center, Municipal Center, EOC, and Police Sub-station. Energy - Electricity: This account covers the electrical costs for Town Hall South, Multi-Purpose Center, Town Garage, Dog Pound, EOC, Municipal Building, Center for Support & Wellness and other Town facilities. Increase is due to the addition of the Senior Center and the Police Facility. This account will be reduced once the old police building is off line. Energy - Oil: This account covers the heating costs for Town Hall South, Multi-Purpose Center, Town Garage, Dog Pound and FFH Maintenance Facility, EOC, Municipal Center and other Town facilities. This includes heating oil, natural gas and propane. Heating Fuel (Mul ti Purpus e Bui l di ng a nd Publ i c Works ) Yea r Uni t Pri ce Gallons/ccf Tota l Contra ct End Da te 2020/2021 Oi l 2.19 11,461 $ 25,100 6/30/2020 Na tura l Ga s 1.17 73,387 $ 85,863 mkt ra te Propa ne - Pa rks 1.56 449 $ 700 mkt ra te $ 111,663 Capital: Capital Item Amount Replace standby generator/transfer switch at PW. Current generator not able to power entire building. 5 year (internal) capital lease. Total cost = $50,000. YEAR 5 of 5. 6,780 Powered handicap doors for Municpal Building 13,000 Continue window abatement and refurbishment 24,000 Replace two overhead doors in Cold Storage Shed at Public Works installation of surplus cameras at various locations 43,780 184  Town of Newtown Board of Finance Recommended 2020 – 2021 Annual Budget 02/27/2020 DEPARTMENT: PARKS & RECREATION Capital: 2020-2021 Newtown Parks & Recreation Capital Budget Priority Proposed by Reduced by Approved by P & R Adjusted by Proposed by Description Dept Head Commssion Commission 1st Selectman First Selectman 1 Toro 5910 Lease 24,500 - 24,500 (24,500) - Annual external lease payment (#1 of 5) for 16 foot mower. Toro 4700 Rotary Athletic Field Mower 2 w/Lease 14,500 - 14,500 14,500 Annual internal lease payment (#5 of 5) for 14 ft rotary mower Annua internal lease payment (#4 of 4) for department vehicle - 3 Lease Department Van (Chrysler Pacifica) 7,000 - 7,000 7,000 replaces previous town-owned vehicle (Chevy Astro) First Selectman proposes a F350 or similar dump truck with plow $65,000 or $13,000 Annually for 5 years. Internal lease 1 of 5. (P 4 Lease Replacement for 2006 F550 Truck 21,000 - 21,000 (8,000) 13,000 & R proposed a F550 for $105,000 or $21,000 annually) Yearly replacements for old units beyond repair (daily-use 5 Cut off Saw/Weed Eaters/Back Pack Blowers 5,000 - 5,000 5,000 equipment). Lease (external) tractor capable of handling department attachements, replacing 19 year old tractor too small for 6 Lease new Turf Tractor in place of rental 21,125 - 21,125 (21,125) - department use. Purchase second Z mower requested in prior fiscal year to replace 7 Replace 1 Z-Turn Mowers 22,000 - 22,000 (5,125) 16,875 12 year old unit beyond useful service life. 8 Toro Groundmaster 1200 - - - take out - Use trade in value of toro 5910 (above) = $24,000 Complete Treadwell paver plaza between pool house and pavillion 9 Treadwell Paver Plaza 22,000 - 22,000 22,000 which is currently dilapidated stone, grave and concrete. Complete a comprehensive study of improving the Lake Lillinoah Lake Lillinoah feasability study 15,000 - 15,000 (15,000) - park with boat slips, paviion, fuel and expanded parking. 2018 items - - 10 Skatepark Maintenance & Expansion 60,000 (60,000) - - Refurbish certain park compnents and install new feature Implement consultant's plan for disc golf course, provide healthy 11 Disc Golf Course at Treadwell Park 25,000 (25,000) - - passive reacreation and expansion of Treadwell Park facilites. Study to access needs, location & Equipment for possible pocket 12 Pocket Park Study 30,000 (30,000) - - parks in Newtown (Hawleyville, Dodgingtown areas) Design, install and construct a bicycle playgroud at Fairfield Hills 13 Bicycle playground at Fairfield Hills 40,000 (40,000) - - campus Safety & Security Lighting FFH High Meadow install security lights on ligting towers at FFH High Meadow Field 14 & Treadwell Fields 4,800 (4,800) - - and Treadwell Fields Trencher and Post hole auger system needed to expedite coduit 15 Toro Dingo Or Similar Trencher 35,000 (35,000) - - and post installs. Compact unit for working in tight spaces. Replace now unreliable 2004 model with current model containing 16 Bobcat Tool Cat 52,000 (52,000) - - upgraded hydraulics. Remainder of Treadwell Security and 17 Monitoring system 65,000 (65,000) - - Install comprehensive security and cameras at Dickinson Park Dickinson Park Security Camera & Monitoring 18 system 65,000 (65,000) - - Install comprehensive security and cameras at Dickinson Park Total 528,925 (376,800) 152,125 (73,750) 78,375 Vehicle inventory list is on page 305. 247  Board of Education’s Requested Operational Plan 2020-2021 INFORMATION TECHNOLOGY SERVICES 2017 - 18 2018 - 19 2019 - 20 2019 - 20 2020 - 21 Object Expended Expended Budgeted Current Requested $ Change % Change INFORMATION TECHNOLOGY SERVICES 112 Technology Staff 406,538 484,488 505,788 505,788 511,066 5,278 1.04% 112 Clerical Salaries 49,185 50,377 51,904 51,904 52,860 956 1.84% 112 Tech. Coord. Stipends 27,566 30,066 33,577 33,577 29,066 (4,511) -13.43% 132 Extra Work (Non-Certified) 7,724 10,094 12,000 12,000 12,000 0 0.00% 322 Staff Training 15,585 9,182 16,300 16,300 16,300 0 0.00% 430 Technology Service & Repairs 64,136 86,140 132,622 132,622 122,500 (10,122) -7.63% 500 Contracted Services 202,503 209,480 230,735 230,735 247,620 16,885 7.32% 580 Staff Mileage 9,247 7,131 9,500 9,500 9,200 (300) -3.16% 611 Instructional Supplies 12,618 10,436 12,623 12,623 12,123 (500) -3.96% 690 Office Supplies 1,824 1,507 1,480 1,480 1,480 0 0.00% 692 Technology Software 51,083 74,107 102,418 102,418 111,329 8,911 8.70% 734 Equipment 547,585 576,182 550,000 550,000 525,000 (25,000) -4.55% 810 Memberships 1,189 1,305 1,595 1,595 1,595 0 0.00% Subtotal 1,396,783 1,550,496 1,660,542 1,660,542 1,652,139 (8,403) -0.51% Software - increase of $8,911 or 8.70% The software account covers the cost of licensing renewals for district adopted titles such as Microsoft Office (OVES) and Adobe Creative Design. The increase in this account request is due to Microsoft Office licensing going up by ~$4,000 and due to the renewal of Vision software to assist teachers in monitoring student activity on lab desktops which had previously been purchased on a three year license. Detail for Technology Software OVES based on number of staff - M icrosoft $32,200 Upgrades for Sophos Antivirus Endpoint $28,000 Upgrades for Symantec Norton Ghost $1,270 Vision renewals due Dec 2020 $3,675 Survey M onkey - yearly support Feb $350 Diagnostic software for technicians (SolarWInds) $465 Solidworks renewal NHS -Business $1,173 ADOBE Creative Cloud District $12,399 Various software's for pilots and app replacement for new (replacement) staff $8,000 Server OS License $1,030 16 seats Chief Architect (15 lab pack and 1 single) NHS $826 SmartNotebook M aintenance and Upgrades - $5,295 HP IM C for Network monitoring $1,533 Lang Lab Software annual renewal $4,973 Canyon Creek Scheduler for Conferences $1,255 Rosetta Stone annual renewal $8,885 Total $111,329 151 NEWTOWN PUBLIC SCHOOLS February 4, 2020  Board of Education’s Requested Operational Plan 2020-2021 INFORMATION TECHNOLOGY SERVICES TECHNOLOGY EQUIPMENT The Technology Department together with the Superintendent of Schools and the Board of Education have established $550,000 as reasonable and sufficient funding to meet the needs of refreshing obsolete equipment and adding new where appropriate. Establishing a level of funding that is consistent across years allows for better long term planning. The importance of keeping our inventory up-to-date and functioning is crucial if we are to prepare our students for success beyond school in a technology-rich world. This need extends from the end user devices to our network infrastructure. A network which is also relied on by District security initiatives and our Voip phone system. The established level of equipment funding has two primary objectives. • Ensuring all technology equipment is able to meet the demands of instruction, testing and security. • Providing for growth with new initiatives to enhance and support teaching and learning. In deriving the established level of funding, consideration was given to: • The total inventory count of those types of equipment with recognized obsolescence. • The adopted replacement age guideline for each type of such equipment. • The current replacement cost per unit type based on recent purchases. TECHNOLOGY EQUIPMENT EXPENDITURES $700,000 $ 628,007 $ 592,887 $ 57 6,182 $600,000 $ 551,683 $ 549,253 $ 547,585 $ 550,000 $ 525,000 $500,000 $ 458,672 EXPENDITURES $ 37 8,975 $400,000 $ 329,592 $ 290,778 $300,000 $ 264,535 $200,000 $ 155,453 $ 122,952 $100,000 $ 69,931 $0 05-06 06-07 07-08 08-09 09-10 10-11 11-12 12-13 13-14 14-15 15-16 16-17 17-18 18-19 19-20 20-21 Requested YEAR Note: $51,953 was the BOE expenditure in 2012-13 supplemented by $103,500 from the Town capital and non-recurring fund. Note: $528,360 is the BOE expenditure in 2016-17 supplemented by $99,647 from the Town capital and non-recurring fund. STAFFING – INFORMATION TECHNOLOGY 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2019-20 2020-21 Classification Staffing Staffing Staffing Staffing Staffing Staffing Budget Current Proposed Change INFORMATION TECHNOLOGY SERVICES Technology Staff - Director 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 - Technology Staff - Tech. Specialists 3.00 3.00 3.00 3.00 3.00 3.00 3.00 3.00 3.00 - Technology Staff - Data Tech 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 - Technology Staff - Network Specialist 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 - Technology Staff - District Data Admin. 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 - Subtotal 6.00 7.00 7.00 7.00 7.00 7.00 7.00 7.00 7.00 0.00 Clerical/Secretarial 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 - TOTAL TECHNOLOGY 7.00 8.00 8.00 8.00 8.00 8.00 8.00 8.00 8.00 0.00 153 NEWTOWN PUBLIC SCHOOLS February 4, 2020  Board of Education’s Requested Operational Plan 2020-2021 PROJECTS PROJECTS Building and Site maintenance projects are above Facilities Data: Square Footage the scope of routine building repairs, are very costly Hawley Elementary School 60,460 and are below the $200,000 threshold to be Sandy Hook Elementary School 87,000 considered in the Capital Improvement Plan. We Middle Gate Elementary School 57,100 have developed a 5 year prioritized plan for Head O'Meadow Elementary School 65,000 Reed Intermediate School 165,600 budgeting purposes. Newtown Middle School 175,000 Newtown High School 362,131 In recent years due to difficult economic times, Central Office (Municipal Center) 11,187 Warehouse 9,400 Building and Site Improvement projects have been Maintenance Garage 3,244 drastically underfunded. This practice of deferring much needed maintenance has had a serious effect on Total Square Footage 996,122 the future budget and as new projects/issues are being added to the plan, a significant amount of work faces the School District moving forward. BUILDING & SITE MAINTENANCE PROJECTS $1,000,000 $800,000 $559,887 $57 2,017 $600,000 $525,730 $507 ,112 $439,942 $382,572 $390,600 $363,700 $400,000 $344,673 $340,503 $314,503 $335,000 $269,175 $27 9,458 $292,635 $238,479 $209,937 $198,425 $200,000 $23,773 $0 02/03 03/04 04/05 05/06 06/07 07/08 08/09 09/10 10/11 11/12 12/13 13/14 14/15 15/16 16/17 17/18 18/19 19/20 20/21 Note: 2012-13 amount from Town capital and non-recurring fund $96,500 165 NEWTOWN PUBLIC SCHOOLS February 4, 2020  Board of Education’s Requested Operational Plan 2020-2021 PROJECTS BUILDING & SITE MAINTENANCE PROJOECTS – 5 YEAR PLAN YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 PROJECT DESCRIPTION JUSTIFICATION COST 2020-21 2021-22 2022-23 2023-24 2024-25 HAWLEY SCHOOL CLASSROOM DOOR REPLACEMENTS POOR CONDITION $ 10,000 $ 10,000 REPLACE ANTI SKID FLOORING AT RAMPS BADLY DISCOLORED $ 15,000 $ 15,000 REPLACE AREA CARPETING IN CLASSROOMS WORN/STAINED $ 27,000 $ 12,000 $ 15,000 REPLACE CEILING TILES IN 48 HALL TO 97 AND 21 WORN/STAINED $ 12,000 $ 12,000 CLASSROOM DOOR REPLACEMENTS POOR CONDITION $ 30,000 $ 10,000 $ 10,000 $ 10,000 $ - PROGRAM TOTAL $ 94,000 $ 15,000 $ 22,000 $ 10,000 $ 12,000 $ 35,000 SANDY HOOK SCHOOL LANDSCAPING MAINTENANCE PERIODIC REQUIREMENT $ 20,000 $ - $ 5,000 $ 5,000 $ 5,000 $ 5,000 REPLACE DRIVEWAY AND PARKING LOT GATES SAFETY $ 30,000 $ - $ 30,000 PROGRAM TOTAL $ 50,000 $ - $ 5,000 $ 5,000 $ 35,000 $ 5,000 MIDDLE GATE SCHOOL REPLACE CORRIDOR CEILING TILES WORN/STAINED $ 15,000 $ 15,000 INSTALL BLINDS/SHADES AT COURTYARD HALLWAYS HEAT REDUCTION $ 5,000 $ 5,000 CARPET/FLOORING REPLACEMENT PROGRAM WORN/CRACKING $ 45,000 $ 20,000 $ 25,000 REPLACE ART CLASSROOM COUNTERTOPS & SINKS WORN/DELAMINATING $ 20,000 $ 20,000 REPLACE CLASSROOM MILLWORK 1992 SECTION WORN/DELAMINATING $ 20,000 $ 10,000 $ 10,000 INFILL OLD WELL PIT NOT USED/IN PLAY AREA $ 25,000 $ 25,000 PROGRAM TOTAL $ 130,000 $ 40,000 $ 20,000 $ 10,000 $ 35,000 $ 25,000 HEAD O'MEADOW SCHOOL REPAINT DOORS AND FRAMES- PHASE ONE UPGRADE $ 45,000 $ 15,000 $ 15,000 $ 15,000 REPLACE CURTAINS WITH BLINDS SHADES WORN/POOR CONDITION $ 25,000 $ 10,000 $ 15,000 CARPET/FLOORING REPLACEMENT PROGRAM SAFETY $ 47,500 $ 7,500 $ 20,000 $ 20,000 RESTROOM FLOOR RESTORATION & SEALING WORN/POOR CONDITION $ 7,500 $ 7,500 CLEAN DUCTWORK PERIODIC REQUIREMENT $ 25,000 $ 25,000 REPAIR/REPLACE PAVING/CURBING PERIODIC REQUIREMENT $ 15,000 $ 15,000 PROGRAM TOTAL $ 165,000 $ 40,000 $ 30,000 $ 25,000 $ 35,000 $ 35,000 REED SCHOOL REPAINT CLASSROOMS AND HALLS-PHASED PROJECT WORN/0RIGINAL 2001 $ 125,000 $ 25,000 $ 25,000 $ 25,000 $ 25,000 $ 25,000 CARPET/FLOORING REPLACEMENT PROGRAM PERIODIC REQUIREMENT $ 160,000 $ 20,000 $ 35,000 $ 35,000 $ 35,000 $ 35,000 SIDEWALK / CURB/STEP REPLACEMENTS SPALLING STAIRS $ 110,000 $ 20,000 $ 30,000 $ 30,000 $ 30,000 PROGRAM TOTAL $ 395,000 $ 65,000 $ 90,000 $ 90,000 $ 90,000 $ 60,000 MIDDLE SCHOOL CARPET/FLOORING REPLACEMENT PROGRAM SAFETY $ 80,000 $ 20,000 $ 30,000 $ 30,000 REPAINT A GYM POOR CONDITION $ 12,000 $ 12,000 REPAINT LOCKERS POOR CONDITION $ 30,000 $ 15,000 $ 15,000 PAVE SIDE PARKING LOT AND REAR DRIVE SAFETY/DETERIORATED $ 125,000 $ 125,000 REPOINT AND REPLACE EXTERIOR BRICK DETERIORATED $ 20,000 $ 20,000 PAINT EXTERIOR BUILDING PERIODIC REQUIREMENT $ 25,000 $ 25,000 REPLACE BLINDS & SHADES IN CLASSROOMS POOR CONDITION $ 10,000 $ 10,000 REMOVE TREES BY BASEBALL FIELD SAFETY $ 15,000 $ 15,000 INSTALL NEW WINDOW TREATMENTS/LMC/CLASSROOMS POOR CONDITION $ 21,000 $ 7,000 $ 7,000 $ 7,000 PREP AND REPAINT CLASSROOM DOORS POOR CONDITION $ 17,000 $ 5,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 A-WING GYM-CLOSE UP WALL AND INSTALL DOOR SAFETY $ 15,000 $ 15,000 REPLACE HVAC UNITS (5 UNITS) POOR CONDI PAST LIFE CYCLE $ 40,000 $ 40,000 REMODEL LAV'S LOWER LEVEL-2 POOR CONDITION $ 45,000 $ 20,000 $ 25,000 PAINT CLASSROOMS & HALLWAYS PERIODIC REQUIREMENT $ 60,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 CLEAN DUCTWORK HEALTH $ 10,000 $ 10,000 DEHUMIDIFICATION FOR D wing- LOWER LEVEL-C-WINGDAMP ENVIRONMENT $ 10,000 $ 10,000 PROGRAM TOTAL $ 535,000 $ 95,000 $257,000 $ 63,000 $ 50,000 $ 70,000 166 NEWTOWN PUBLIC SCHOOLS February 4, 2020  Board of Education’s Requested Operational Plan 2020-2021 PROJECTS BUILDING & SITE MAINTENANCE PROJOECTS – 5 YEAR PLAN YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 PROJECT DESCRIPTION JUSTIFICATION COST 2020-21 2021-22 2022-23 2023-24 2024-25 HIGH SCHOOL REPAINT LOCKERS SCRATCHED/RUSTING $ 45,000 $ 15,000 $ 15,000 $ 15,000 REPLACE 2 SETS EXTERIOR DOORS AT POOL ROTTED THROUGH $ 15,000 $ 15,000 HVAC DUCT CLEANING NON FUNCTIONAL $ 31,700 $ 25,000 $ 6,700 INSTALL CARD ACCESS READERS AT ELEVATORS SECURITY $ 28,000 $ 28,000 PAINT EPOXY FOR STADIUM BLEACHERS PERIODIC REQUIREMENT $ 50,000 $ 50,000 INFILL DOUBLE EXTERIOR DOORS C080 SECURITY/SAFETY $ 5,000 $ 5,000 INSTALL SINK FOR DEMO IN A216 AND A220 LABS EDUCATIONAL DISPLAYS $ 15,000 $ 15,000 TENNIS COURT CLEANING AND REPAIRS PERIODIC REQUIREMENT $ 30,000 $ 30,000 CEILING PAD/TILES REPLACEMENT FACULTY B WING OFFICES POOR CONDITION $ 25,000 $ 25,000 WALL PADDING FOR SIDE GYM PERIODIC REQUIREMENT $ 30,000 $ 10,000 $ 20,000 PROGRAM TOTAL $ 274,700 $ 80,000 $ 61,700 $ 28,000 $ 20,000 $ 85,000 BUILDINGS & GROUNDS DEPT - SYSTEM WIDE MAINTENANCE SHOP VENTILATION SYSTEM SAFETY $ 12,000 $ 12,000 MAINTENANCE SHOP ELECTRICAL GENERATOR BLDG SAFETY $ 35,000 $ 35,000 PROGRAM TOTAL $ 47,000 $ - $ 12,000 $ - $ 35,000 $ - GRAND TOTAL - ALL LOCATIONS $ 1,690,700 $335,000 $497,700 $231,000 $312,000 $315,000 BUILDING & SITE MAINTENA NCE PROJECTS BY LOCATION $100,000 $90,000 $80,000 $70,000 $60,000 $50,000 $40,000 $30,000 $20,000 $10,000 $0 167 NEWTOWN PUBLIC SCHOOLS February 4, 2020