DRAFT

Weathersfield Budget Committee

Minutes

August 23, 2011

Members present: Mike Todd, Alan Hudson, and Jeff Slade

Members absent: none.

Also present: Jim Mullen, Chris Adams, and Wes Hazeltine.

The Committee met at 7:30 AM at the Highway Garage.

Approve Minutes of April 12, 2011

This item was passed over.

View Highway Department's facility and equipment

and Discuss Highway Department's future needs and projects.

The Committee toured the Highway Garage, looking over the equipment and the facility.

Chipper: Purchased in 1977. In excellent condition. Capable of chipping large size tree trunks but is only used for brush. Trunks are cut up into chunks.

2002 F-550: A replacement F-550 is on order. Discussion of whether it would have been better to trade in 2002 rather than hold it for private sale after new truck arrives.

1993 Mack: Being traded in to L&B this fall when 10 wheeler arrives.

2000 Mack: Purchased used from Killington. Does not have good traction when plowing snow on hills because it lacks a posi-traction rear end. Also it lacks a wing plow. Front plow 2' too narrow. This is the next truck to be traded in, as although it is younger than some other trucks in the fleet, it has the most miles on it (140,120 miles; 8,463 hours).

Discussion followed on the need to weight both the long term maintenance costs and trade in value when awarding bids for new trucks. Also, it is important to make sure all bidders are meeting the same bid specs.

2003 Mack 10 wheeler: The 2009 International plows the Center Road route and this route would be suitable to plow with a 10 wheel truck (rather than a 6 wheel truck). Trade both trucks in at the same time and replace with a new 10 wheeler. This is many years in the future as the 2009 is a young truck and the 2003 Mack is in good shape.

Roadside mowing tractor: Presently we lease a tractor with over-the-rail mower for one month each year for $6,500/month. We could lease-to-own a tractor for 10 years for $10,000 year and own it for $1 on the eleventh year but we would be responsible for all maintenance costs if we did this. In the past, we briefly considered buying a tractor with Cavendish and sharing the costs of purchase and maintenance. This would give more flexibility as to when mowing needs to occur. A small tractor with a sickle bar will not work on our roads and requires much maintenance of the cutting bar.

2005 loader: 2,600 hours on it. 3 yard capacity. 15 year life. Does not have an extended warranty. No issues with this loader; a good machine.

1988 Cat loader: 13,000 hours. 2.25 yard capacity. Was used extensively in Brown gravel pit. Keep until a major repair is needed. Works well to have two loaders with two different bucket capacities.

2008 Cat Grader: Have extended warranty. Will decide whether to trade it in towards a new grader towards the end of warranty. $11,000 needed to be spent now on new tires. Last of four $26,600 payments due this fiscal year. Better to trade in now before spending $11,000 on tires, given the high resale value it presently enjoys? Can also buy new tires now and trade grader in at end of warranty period with old tires on it. Tires last 3-4 years.

Snow Plows: used to paint them but don't have time any more to do so. Looking into contracting out their sandblasting and repainting to a place like Osgoods. The plow in worst shape is for 2000 Mack which is the next truck to be traded in.

Insulation on north side of building: The foam insulation was left off this part of the building in anticipation of an addition being added for a parts room, oil storage room, and boiler room. It is bleeding heat out this uninsulated wall.

Insulation in ceiling in Grader (middle) bay: Julia Lloyd-Wright just got a grant to insulate the ceiling in this bay.

Chloride tanks: 2 tanks. Refilled by tractor trailer size loads. No issues.

Oil tank and diesel fuel pump: In good shape. 10,000 gallon tank. Used for Highway trucks and equipment, school busses, West Weathersfield Fire Dept. trucks, and oil to heat building. Diesel pump just replaced. No issues. Gasoline purchased via credit cards at area gas stations. Camera system in current budget; one camera will be trained on diesel pump.

Salt shed: A sag in concrete roof was noted but this is not a structural roof. Adequate size to be refilled quickly with phone call to salt supplier.

Furnace in Grader Bay: chamber is cracked as revealed by a pressure test performed in Spring of 2011. Needs to be welded or unit replaced. If replaced, need to first investigate going with an LP gas furnace that will heat the bay more efficiently. Also, need separate heater in office. Presently middle bay and office are heated at once. Not comfortable or efficient.

1977 air compressor: very old, loud, and energy inefficient. Safety of pressure vessel a concern given 1/3 century old. Loudness is a safety issue for workers working near it. Should be replaced in FY13.

2012 Summer paving: Recommend $10,000 shim coating of Amsden School Road. Wes and Jim will calculate cost of rebuilding road. Given the need to repay Weathersfield Center Road paving loan this year and for next 4 years, no money available to completely rebuilt road. Not suitable to return to gravel road because of heavy traffic going to Transfer Station and because it is on the north side of a hill and in a swamp.

Staffing in Highway Department: Presently staff of 7. Wes would like to go up to 8 given number of tasks to accomplish. Plowing takes 230 miles of driving total, then need to go back out over the same mileage to sand. In storm, if one person out on vacation or sick, have no backup person. Contracting out work during peak demands was discussed. In mud season, truckers reluctant to haul.

Spare plow truck: It was noted that we no longer own a spare dump truck. We may get complaints this winter that a road is late being plowed if a truck breaks down.

Summer help: It used to be common to have college students hired on as summer help. However, this trend has faded due to need to train and equip workers for safety. Would not recommend we go back to hiring summer help.

Bridges: None come to mind for work in FY12. Will wait to work on a bridge again until it's our town's turn again for a VTrans Structures Grant.

Gravelling two roads each summer: It was noted that the Highway Department used to gravel two roads each summer. Our roads are getting thin on gravel; in some places we are down to the base course of gravel. Will choose two roads to regravel in summer of 2012 and put enough money in FY13 budget to contract for 10 wheelers to help with project.

Next meetings: 8/30/11 and 9/20/11

The Budget Committee will meet from 7:30-8:30 AM at the Transfer Station on Tuesday, August 30^th to view the equipment and facility.

A meeting of the Budget Committee with the Town Manager and Select Board to set the tentative budget goals for FY13 will be an agenda item on the Tuesday, September 20^rd Select Board Agenda. FY11 year end numbers will be known by then.

Adjourn

The meeting adjourned at 9:20 AM.