Board of Selectmen Regular Budget Meeting Materials (linked)

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i
“2==; Emergency Management
ve FISCAL YEAR 2022 BUDGET
Town of Waterford
BUDGET FUNCTION
(The Waterford Emergency Management Department is the managerial function charged with creating the framework
~, within which the Town of Waterford reduces vulnerability to hazards and copes with disasters. The Emergency
Management Department protects the community by coordinating and integrating all activities necessary to build,
sustain, and improve the capability to mitigate against, prepare for, respond to and recover from threatened or actual
natural disasters, acts of terrorism, or other man-made disasters. This is accomplished through partnerships and
cooperation with surrounding towns, State and Federal agencies, as well as commercial organizations.
The primary purpose of the Waterford Emergency Communications Center is to receive, process and disseminate
information to police, fire, Waterford Ambulance Service, YNHH Lawrence + Memorial Hospital Paramedics and
neighboring public safety agencies. The Waterford Emergency Communications Center is a 24 hours per day, 365
days per year operation that works with every Town of Waterford Department and the Board of Education answering
burglar and fire alarms, as well as sewer alarms for the WPCA. The Waterford Emergency Communications Center
is in constant communication with Public Works crews and utility companies during storms. The Waterford
Emergency Communications Center serves as the core of the Waterford Community-wide Emergency Action Plan
and information center, and disseminates information to other Emergency Operations Centers within the
Environmentally Protected Zone (EPZ) surrounding the Millstone Power Station.
The Waterford Emergency Management Department continues its partnerships with the City of New London, New
London Port Area Marine Group and the Millstone nuclear power facility.

[DRL PRR SS HL SOMES EN AS CTE DAN NID
Emergency Management
Fiscal Year 2022
Town of Waterford
FY2022 BUDGET SUMMARY
The proposed FY 2021/22 Emergency Management Department budget represents a decrease of
2.26% over the FY 2020/21 approved budget. The majority of line items have no change or minimal
change. The largest line item change is seen in annual electricity costs as this item has been moved
to the Facility Maintenance Budget.
| assumed responsibility for the Emergency Management Department on April 6, 2020 as the
Emergency Management Director. This full time position was created in the FY 2020/21 budget by
merging the Emergency Management Director stipend and Emergency Management Assistant salary
into the Emergency Management Director salary. | came to this position with 31 years of law
enforcement experience. Five years were at the supervisory level, 5 years were at the middle
management level and 8 years were spent as captain in an administrative capacity overseeing several
divisions of the police department including the Emergency Communications Center. | prepared this
fiscally conservative budget while limiting spending where able, moving funding where necessary and
increasing funding only when required to meet department mandates and expectations.
In FY 2020/21 the Emergency Management Department subscribed to the Everbridge mass
notification service. This service is in the IT budget for FY 2021/22. Everbridge, also informally
known as “Reverse 911,” allows for instant mass notifications to Waterford residents enhancing our
ability to keep the public informed during any type of incident. | have transferred a database of our
residents “needing assistance’ from an antiquated software program to Microsoft Access and have
uploaded that contact group into Everbridge for immediate notifications and to improve our response
to their specific needs. All resident and business land-lines are currently in the system, and residents
will soon have the ability to enter additional forms of contact into the system. | continue to work on
projects that streamline and improve the emergency management function in town.
The proposed FY 2021/22 Emergency Management and Waterford Emergency Communications
Center budget allows for the Town of Waterford to maintain current Federal and State standards of
acceptance. As the Town of Waterford has a nuclear power plant within our town borders, the WECC
must comply with required objectives from the Nuclear Regulatory Commission while being prepared
for natural and storm related emergencies and disasters.
This budget represents three municipal responsibilities; Emergency Management, Waterford
Emergency Communications Center and the Town-wide P25 radio system. The majority of costs for
the Town-wide P25 radio system are for radio shelter expenses.

FSP VaR TRICE ION REIT LIT Te
Emergency Management
Fiscal Year 2022
Town of Waterford
BUDGET EXPLANATIONS BY CATEGORY
51110 - ADMINISTRATION
This position was filled with a full-time Emergency Management Director for the first time on April 6,
2020. There is no change as the contract for this position expired on June 30, 2020 and a new
contract with the Town has yet to be settled. A portion of this salary is eligible for reimbursement
through the Emergency Management Performance Grant (EMPG) program and the Nuclear Safety
Emergency Program (NSEP). The reimbursement varies slightly each year; EMPG can be up to25%
and NSEP can be up to 50%. These reimbursements go into the general fund.
51210 - CLERICAL/TECHNICAL
Clerical/Technical has remained the same. $10,000 of this line item is for IT support for the
department.
51240-DISPATCH EDUCATION INCENTIVE
An amount of ten dollars ($10.00) per annum per college credit shall be paid to any employee who
successfully completed a course at an accredited college or university within the field of emergency
communications, provided, however, that the employee has completed his/her probationary period
and that payment under this provision shall not be made for more than one hundred and twenty (120)
credits cumulative.
51440 - DISPATCH PERSONNEL
This line item includes the salaries for nine (9) public safety dispatchers who operate the Emergency
Communications Center. The contract between the dispatcher’s union and the town expired on June
30, 2020 and a new contract has yet to be settled. Step increases have been calculated for this
budget, but no annual increase has been included. As there was no increase included in the FY
2020/21 budget and again for the FY 2021/22 budget, there will be shortfalls of $24,577 and $36,932
respectively based on the increases that have been recently applied to other town union and non-
union agreements. Also included are part time dispatchers’ wages. A full-time dispatcher was
certified at the start of the current fiscal year and a part-time dispatcher has been recently certified.
There are two part-time dispatchers currently training. Part-time dispatchers are crucial to helping
control over-time costs.
51810 - DISPATCH OVERTIME
There is no change to Dispatch Overtime. This line item is designed to provide funding to cover
shifts, which are vacant because of authorized approved time off, and /or vacancies that have been
created by resignations or retirements.
51823 - EMERGENCY PERSONNEL
This line item is for emergency workers’ salaries to attend and/or instruct emergency management
education and training programs, assist during emergencies, participate in drills and emergency
information data input. Some expenses under this line item are eligible for up to 100% reimbursement
from the Nuclear Safety Emergency Fund.

[RAISE TERRE Sir Cal LEAT A TEM
Emergency Management oe.
Fiscal Year 2022
Town of Waterford
51830 - TRAINING OVERTIME
There was no change to this line item. Training salaries are strictly related to wages, which are paid
at a time and a half rate for recertification training and other training that may be required for
certification. The full-time and part-time dispatchers are required to have a minimum of 8 hours of
training for Emergency Medical Dispatching (EMD), COLLECT, and CPR. The line has been
increased due to the training hours going from 12 hours to 16 hours to allow for APCO in-service
trainings, such as caller interrogation, crisis intervention, and active shooter. These trainings will
help the dispatchers provide better customer service to residents and visitors to the Town of
Waterford.
51920 - FICA
This amount is 7.65% of the total of all personnel in the 51000 series.
52010 - ADVERTISING
The amount requested will be used for placing emergency procedures, public information notices and
legal ads. This line has not changed.
52020 -POSTAGE
This amount will be used for routine correspondence and mailings for the Emergency Management
Department, Emergency Management Advisory Council and the Dispatch Center. This line was
increased to allow for quarterly mailings to approximately 500 residents of town who are in the
Emergency Management Department’s “needs assistance” database for requiring assistance during
emergencies and/or evacuations.
52030-PROFESSIONAL FEES
The Dispatch Center has been required to utilize outside professional resources which may include,
but not be limited to, psychologists, therapists, professional doctors, evaluators and consultants; all of
whom perform tasks required by our agency. Monies allocated for interpreting of both language and
documents have been issued. Professional advice from training counselors is also commonplace.
Dispatchers’ physicals and confidential counseling is also taken from this Line Item. This line item will
be utilized as additional full and part time hires are anticipated in the coming fiscal year.
52040 - SERVICE CONTRACT AND REPAIRS
There is an 3.52% decrease in this line item. A 3% cost escalator was added to the service contracts.
The following service contracts were removed from this line; Waltham Exterminator (moved to Facility
Maintenance budget) and EMCOR HVAC (moved to Facility Maintenance budget).
52050 - DUES, CONFERENCES AND EDUCATION
There is no change to this line item. This line item covers all conferences and training for the
Communications Center and Emergency Management as well as college reimbursement.
52060 - PRINTING
This amount will be used for the items that cannot be printed in the town print room, such as but not
limited to, poster size enlargements for the EOC with radiological and evacuation informational
updates, and color Millstone zone maps, plow routes for DPW, and maps of all roadways for storm
related incidents. Most expenses are eligible for up to 50% reimbursement under the state and local
assistance program.

Peet MIRE ENR Mee TMS ONE cen ee
Emergency Management ae
Fiscal Year 2022
Town of Waterford
52070 - REIMBURSABLE EXPENSES
This line item has been zeroed out due to Emergency Management having an assigned vehicle.
52080 - TELEPHONE
This line item has an 11.08% increase this year. Covered in this line item for the Dispatch Center,
Emergency Management Office and the Emergency Operations Center is the routine telephone
expenses for business telephones, remote lines that connect remotely located radios; alarm
monitoring lines, computer lines, cellular phones, fiber and (1) T1line for the 800mhz Radio System.
There are still several months in FY 2020/21 that are increasing the overall mean average. This line
item was determined by reviewing the past 24 months billing.
52100 - ELECTRICITY
This line item has been moved to the Facility Maintenance budget.
52300 - TRAINING, EDUCATION & EMERGENCIES
Included in this line item is participation in the annual Millstone rehearsal and exercise. Additionally,
the town is under a Federal Mandate contained within the Superfund Amendmenis Authorization Act
1986 (SARA) Title Ill to participate in an annual hazardous materials emergency exercise. This line
item is also used for any type of emergency that may occur such as, but not limited to, blizzards,
hurricanes or flooding, as well as any expenditure necessary relating to the preparation, mitigation,
response and recover of any emergency. Also included are funds for personnel to attend and/or
purchase supplies for Emergency Management Education and Training Programs, emergency
information data input and the development, supplies and training of a CERT (Citizens Emergency
Response Team) unit. Some expenses under this line item are eligible for up to 100%
reimbursement from the Nuclear Safety Fund.
52370 - DISPATCH CLOTHING ALLOWANCE
The Town is required by the CBA to provide each full-time dispatcher three (3) long sleeved uniform
shirts and three (3) short-sleeved uniform shirts, and two (2) sweatshirts. On a fiscal year basis and
upon presentation of valid receipts, the Town will reimburse the full-time dispatchers for khaki style
pants, not to exceed a total of one hundred dollars ($100).
52415 - GENERATOR MAINTENANCE
This line item is reduced 24.39%. A review of the costs associated with this line indicated that it was
over funded. A number of emergency generators provide electrical power to certain town facilities
during extended power outages. Emergency Management has 2 portable generators, 4 generators
located at the tower sites and 5 portable back-up generators for the 800 mhz Radio System.
53010 - OFFICE SUPPLIES
This line is based on prior year history and current year projections and there was no increase.
53020 - OTHER SUPPLIES
This line remains unchanged. Included in this line item are funds for Info-USA cross reference
directories, which are used as a reference to maintain the town residents’ database. The other portion
of the requested amount is used to purchase protective gear for emergency workers and easily
identifiable emblems, etc., to be kept on hand for use during an emergency and miscellaneous items
for the Dispatch Center including: cleaning pads, equipment, etc. Some items are eligible for up to
50% reimbursement through the EMPG program.

[ARNON OR OR a Pa TS IA PRS ESAT
Emergency Management co
Fiscal Year 2022
Town of Waterford
53090 - FUELS & LUBRICANTS
This line was increased to the FY 2019/20 approved amount as a vehicle was returned to service in
the Emergency Management Department. This line item covers gas for the radio project shelters and
for the emergency management vehicle.
53120 - SHELTER SUPPLIES
This line remains unchanged. This request represents the amount needed to increase and maintain
the readiness level of supplies required to adequately equip a shelter/pet shelter for an evacuation
within the town, such as for a storm-related emergency condition. It will be used to purchase the
necessary items that must be kept on hand. Perishable food products and consumable items such as
disposable pillowcases are replaced at the end of each fiscal year.
53130 - RADIOLOGICAL SUPPLIES
This line remains unchanged. This line item is used to purchase radiological monitors, warning and
evacuation signs and equipment, protective clothing and decontamination supplies.
54120 - DISPATCH EQUIPMENT
This line has been increased for the purpose of purchasing large monitors for the Emergency
Operations Center. Partial funding was moved from 52415-Generator Maintenance to this line to
replace aging monitors, as well as purchase large monitors for the Emergency Communications
Center for the monitoring of security cameras in the Police Department and Public Safety buildings.
There are currently multiple cameras being monitored on a small computer screen for police officer,
employee, citizen and prisoner safety. The sizing of the current images makes it nearly impossible to
effectively monitor these safety systems.
54150 - SURPLUS EQUIPMENT
This line remains unchanged. This amount is used to purchase surplus state and federal equipment.
The office of emergency management is one of the few agencies in town with that capability.
54190 - EMERGENCY EQUIPMENT
This line remains unchanged. No purchases are planned in this line item for this budgetary period
however, it is requested that this line item remain open. In the event of an emergency this department
needs the ability to purchase items immediately without delay. Also for reimbursement purposes a
separate line item should be maintained.

Emergency Management 7
Fiscal Year 2022
Town of Waterford
ANNUAL BUDGET DEPT/AGENCY: 10122 EMERGENCY MANAGEMENT FISCAL YEAR 2021-22
COLUMN1 COLUMN2 COLUMN3 COLUMN4 COLUMNS5 COLUMN6 COLUMN? COLUMN®& COLUMNS
2079/20 2020/21 2019/20 ACTUAL 2021/22 2021/22 2021/22 2021/22 2021/22
ACTUAL R.T.M. TRANSERS EXPENDED DEPT/AGY APPR APPR BD OF FIN R.T.M.
LINE ITEM EXPENDED APP, ADD. 11/30/2020 REQUEST BDICOMM. BDOISEL RECOMM. APPROVED
10222 DESCRIPTION
51000 PERSONNEL COSTS
$1110 ADMINISTRATION 25,430 73,600 26,500 31,233 75,189
51210 CLERICALITECHNICAL 38,496 14,256 (26,500) 11,604 14,256
S124D DISP. EDUCATION INCENTIVE 120 2,300 (2,18D) i] 2,300
81440 DISPATCH PERSONNEL 632,716 642,931 1,246 246,803 647,530
5181D DISPATCH OVERTIME 238,017 131,668 106,350 48,197 131,666
51823 EMERGENCY PERSONNEL 496 1,600 (1,300) B 1,800
518302 TRAINING OVERTIME 2,220 7,080 (4,85D) o 7,080
51920) FICA 66,181 66,069 (2,880) 23,546 68,198
SUB-TOTAL $1,003,676 939,704 361,383 948,024 ) 0 Q 0
52000 SERVICES
S2DiD ADVERTISING q 200 (200) o 200
52020 POSTAGE § 50 0 1 1,000
52030 PROFESSIONAL FEES 8o7 1,000 (102) 256 1,000
52040 SERV. CONT. & REPAIRS 40,593 45,524 (7,060) 19,163 43,920
52D5D DUES, CONF. & EDUCATION 3,982 22,084 (16,075) 1,347 22,084
y, S2D6D PRINTING a 200 (20D) i] 200
\ : S206D TELEPHONE 29,326 25,537 1,703 15,272 26,366
5210B ELECTRICITY 36,886 35,546 (1,443) 16,113 a
52300 TRAINING, EDUC & EMERG a 2,620 (2,600) o 2,600
523702 DISP. CLOTHING ALLOWANCE 732 3,760 (3,10D) 2,243 3,760
52415 GENERATOR MAINTENANCE 3,350 8,200 (3,118) D 6,200
SUB-TOTAL 117,771 144,701 54,436 109,332 o 0 a 0
§3000 MATERIALS & SUPPLIFS
53010 OFFICE SUPPLIES 156 250 0 44 250
53020 OTHER SUPPLIES 988 1,000 Lt) 776 1,030
83090 FUEL & LUBRICANTS a 600 (1,400) 0 1,030
$3120 SHELTER SUPPLIES Q 600 (60D) it] 600
§313D RADICLOGICAL SUPPLIES 0 400 400 0 400
SUB-TOTAL 1,144 2,850 820 3,310 0 0 a i
54000 EQUIPMENT
541202 DISPATCH CENTER EQUIPMENT a 1 i) 0 2,0B0
54450 SURPLUS EQUIPMENT Q 1 i) QO 4
84190 EMERGENCY EQUIPMENT a 1 0 0 1
SUB-TOTAL Q 3 0 0 2,002 1] 0 i) 0
DEPARTMENT TOTAL 1,122,591 1,087,258 416,639 1,062,665 ft] 0 a tt)

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PAGE 6
52010-ADVERTISING, 52020-POSTAGE, 52030-PROFESSIONAL FEES
TOWN OF WATERFORD
ADVERTISING-POSTAGE-PROF. FEES - EMERGENCY MANAGEMENT DEPARTMENT
2021/2022 FISCAL YEAR
52010|ADVERTISING 0.00%|
ACCOUNT JUSTIFICATION
The amount requested will be used for placing emergency procedures, public information notices and legal ads in the newspaper.
52020|POSTAGE 1900.00%|
ACCOUNT JUSTIFICATION
This amount will be used for routine correspondence and mailings for the Emergency Management Department, Emergency Management
Advisory Council and the Dispatch Center. Proposed increase is for mailed written notifications to residents on our "Needs Assistance" list in the event of an
emergency or evacuation.
52030|PROFESSIONAL FEES 449 0.00%
ACCOUNT JUSTIFICATION
The Dispatch Center has been required to utilize outside professional resources which may include, but not be limited to, psychologists,
therapists, professional doctors, evaluators and consultants; all of whom perform tasks required by our agency. Monies allocated for
interpreting of both language and documents have been issued. Professional advice from training counselors is also common place.
Dispatchers’ physicals and confidential counseling is also taken from this Line Item.

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: PAGE 8
52050-DUES,CONF,EDUCATION , 52060-PRINTING, 52070 REIMBURSABLE EXPENSES
TOWN OF WATERFORD
DUES-CONFERENCES-EDUCATION, PRINTING & REIMB. EXPENSES -EMERGENCY MANAGEMENT DEPARTMENT
2021/2022 FISCAL YEAR
N
52050|DUES, CONF & EDUCATION 10,197 239,634 0.00%
ACCOUNT JUSTIFICATION
APCO
DUES-9 FT DISPATCHER & EMD $69 ea. 690
RECERTIFICATION-APCO PST-7 9 FULLTIME DISPATCHERS $30 ea. 270
INSERVICE TRAINING -8 HOUR CLASS = 9 FT DISPATCHERS $200 ea. 1,800
APCO ATLANT'C CHAPTER CONFERENCE 9 FT DISPATCHERS $150 ea. 1,350
NENA 911 Dues EMD and DISPATCHER II $137 274
The above costs are for the fees for the registation of classes and memberships.
EMERGENNCY MANAGMENT CONFERENCE
2 EM PERSONNEL TO ATTEND 5,000
TRI-TECH/APCO/NENA CONFERENCE
4 DISPATCHER AND 1 IT PERSON TO ATTEND THE CONFERENCE 4,500
CT EMERGENCY MANAGEMENT ASSOC. DUES-DIRECT. &ADMIN.OFCR. $100 ea. 200
COLLEGE REIMBURSEMENT
Per Union contrac: 8,000
22,084
52060|PRINTING
0.00%
This amount w'll be used for the items that cannot be printed in the town print room, such as but not limited to, poster size enlargements for the EOC
with radiological and evacuation informational updates, & color Millstone zone maps.
JUNT NAME TUF CTUAI VE SED
52070|REIMBURSABLE EXPENSES 77 | - | - - - | - 0.00%
This amount is for out-of-pocket expenditures by emergency management/dispatch staff. This line item also covers gas for the use of personal vehicles used during
emergencies or for transportation for administrative or educational functions. It represents an average of 371-miles per year, at the mileage reimbursement guideline rate
of 54 cents per mile.

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, ' PAGE 10
52100 ELECTRICITY
TOWN OF WATERFORD
ELECTRICITY - EMERGENCY MANAGEMENT DEPARTMENT
2021/2022 FISCAL YEAR
52100] ELECTRICITY
36,424
37,731 | 34,509 | -100.00%
ACCOUNT JUSTIFICATION
The amount requested is the current rate. This line item is for electricity expenses for the Dispatch Center at 204 Boston Post Rd. and the 5
tower sites for the 800mhz Radio System.
| DATE EVERSOUCE CCM TOTAL COST | | ‘DATE EVERSOUCE ccM TOTAL COST |
Moved to Facility Maintenance Budget
Total -
Mean Average - 0
| F.Y. 2019/20 COST -|

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PAGE 11
52300-TRAINING, EDUC. EMERGENCIES.,
TOWN OF WATERFORD 52370-DISPATCH CLOTHING ALLOWANCE,
EMERGENCY MANAGEMENT DEPARTMENT 52415 GENERATOR MAIN.
2021/2022 FISCAL YEAR
52300/TRAINING, EDUCATION & EMERGENCIES
ACCOUNT JUSTIFICATION
Included in this line item is participation in the annual Millstone rehearsal and exercise. Additionally, the town is under a Federal Mandate
contained within the Superfund Amendments Authorization Act 1986 (SARA) Title {11 to participate in an annual hazardous materials emergency
exercise. This line item is also used for any type of emergency that may occur such as, but not limited to, blizzards, hurricanes or flooding, as
well as any expenditure necessary relating to the preparation, mitigation, response and recover of any emergency. Also included are funds for
personnel to attend and/or purchase supplies for Emergency Management Education and Training Programs, emergency information data input
and the development, supplies and training of a CERT (Citizens Emergency Response Team) unit. Some expenses under this line item are eligible
for up to 100% reimbursement from the Nuclear Safety Fund.
M 0 A
52370|DISPATCH CLOTHING ALLOWANCE 0.00%
ACCOUNT JUSTIFICATION
Per Union contract the Town shall provide 3 long sleeved shirts, 3 short sleeved shirts and 2 sweatshirts to each dispatcher. The town will replace
shirts as needed upon request of the employees. On a fiscal year basis and upon presentation of valid receipts, the Town will reimburse
employees for khaki style pants, not to exceed $100. Clothing allowance for part-time dispatchers $800.
_LINE ITEM ACCOUNT NAME
52415|}GENERATOR MAINTENANCE
ACCOUNT JUSTIFICATION
Emergency Management has 1-100kw and 1-30kw portable generators, 5-27kw units obtained from the military five (5) 1033 program and 3-25kw & 1-35kw
generators located at each of the tower sites for the townwide radio system. The maintenance contract for the five (5) generators for upkeep and routine
service is $1,700 annually. Parts, labor & other associated costs incurred by repairs that are above & beyond the annual maintenance contract for both the 1033
generators and the five (5) generators covered by the service contract is estimated at an additional $4,500, for a total of $6,200.
8.77%

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