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Minutes: Board of Finance, 2003		 Home
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Web page last updated: November 29, 2003
Disclaimer: While we have attempted to reproduce them accurately, the electronic documents you see here are not the official public documents. Official copies may be obtained on paper from the Town Clerk. Also note that minutes of recent meetings are often not yet approved by the Board, and are subject to correction.

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December, 2003

No meeting

November 17, 2003

 Chairman Michael Jackson called the meeting to order at 4:55 p.m.

Present: Board: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon and Rex Swain
Alternates: Liddy Adams, Barbara Brown and Mark Lyon
Selectmen: Elaine Luckey, Richard Sears and Nicholas Solley
Press: John Addyman, VOICES; Sarah Sparks, Republican-American
Guests: Tanya Wescott, Tax Collector

Minutes: Minutes of the September 15, 2003 meeting were accepted as submitted.

Treasurer's Report: The addition of a new account with Fleet Bank was noted. It was surmised this was established for a higher interest rate, as well as to diversify funds in various banks. The Treasurer will be asked to comment.

Copy Machine: The Board approved the purchase of a Minolta Di351 copy machine for use in the Town Clerk's office for $4,858 as an ex-budget appropriation. This had been discussed at the previous Finance meeting and referred to the Board of Selectmen, who reviewed and recommended its purchase.

GASB-Governmental Accounting Standards Board - Consultant: Rex and Kathy reported on meetings with Douglas Gardner of the Pioneer Consulting Group and Michael Belden, Chief Financial Officer of the Town of Middlebury to discuss the procedure needed to implement the financial reporting required under GASB Statement 34. The establishment of a fixed asset inventory would include all Town buildings, machinery, vehicles, land and equipment, as well as infrastructure assets of roads, bridges, the transfer station, etc. A threshold of $5,000 for fixed assets had originally been considered; however, Mr. Gardner recommended a $1,000 threshold to include computers and smaller items for the initial inventory. The Board agreed this inventory would be a useful tool for long-range planning and agreed upon the $1,000 threshold. Rex agreed to chair a Steering Committee for this project and various Town departments will be asked to assist in completing their areas of inventory. Jack Boyer made a motion to contract with Pioneer Consulting Group, Inc. of Woodbury, CT for the sum of $5,800 to provide their services for this project. Rex Swain seconded the motion and it was unanimously passed.

Tax Collector: Tanya Wescott reported new State legislation requires the Town to submit a 50-cents fee for each motor vehicle that is reported to the Department of Motor Vehicles for delinquent taxes. This will be an additional unbudgeted expense to the Town for services previously supplied by the State. It was anticipated this would cost the Town approximately $500 during this fiscal year. Tanya also noted additional legislation would allow the Town to establish an Ordinance to charge delinquent taxpayers a $5 fee to recoup this expense; however, she recommended waiting on this latter issue until it is further clarified. Michael Jackson made a motion to approve an ex-budget item not to exceed $750 to cover the DMV costs. Jack Boyer seconded the motion and it was unanimously passed. Tanya will seek the names of the legislators who passed this legislation.

The Board reviewed the tax collector's reports. A tie-in with the financial totals will be requested for the next meeting as has been provided in the past.

Financial Reports: Reports for all funds were reviewed. Rex requested the Pension Committee receive copies of the quarterly statements on a regular basis.

A list of grants currently received by the Town was provided for discussion. (Attached) Included were annual Town and Education grants received directly from the State, as well as grants for which separate applications must be submitted for specific projects. Discussion was held on the merits of obtaining the funding from the State on a timelier basis as opposed to letting the funds accumulate in the State treasury for larger projects. While the accumulation of larger sums gives the Town more flexibility over larger projects, the Selectmen were encouraged to review all the grants and projects. Most of the grants were noted in the long-range capital budget as available once projects are completed, but it was not anticipated this income would be available during the current fiscal year. The Town is in various phases of the application process for the STEAP, Small Cities, Handicap Van, etc. grants. A suggestion was made that a generator be included in the Small Cities grant application for the town hall elevator and handicapped access. The LoCIP grant will be reviewed also.

In Lieu of Taxes: Elaine reported on her memo regarding CCM's investigation of towns receiving donations from non-profit institutions in lieu of taxes. According to information received thus far, CCM reported Watertown receives $93,000 per year from the Taft School. This donation was made using no specific formula and at the discretion of the school. Both the towns of Kent and Wallingford do not receive anything from their private schools. Middlebury does receive a donation from Westover of $30,150, which they donate to various Town departments. The Northwest Council of Governments is surveying the nine northwest corner towns. The Board agreed to continue to request funds from the Town's private schools for buildings not used for education, and agreed this seems to be working well. The donations equal about 10% of what would normally be due from taxes if they were for-profit organizations.

Revaluation: Rex Swain suggested the Assessor be asked for an update on the current revaluation in progress. Discussion ensued as to the means used to calculate the value of homes, especially those at the higher end of the scale. Some felt most recent sales prices should be considered; however, it was noted that the State mandates that towns cannot rely totally on recent sales. It was felt the current "up" market would drive these sales and the assessor does not feel a high sales price should automatically direct the assessed value of a home and that it is difficult to base an assessment procedure on that sort of data. As the revaluation is progressing, it was felt this should be investigated and the Board kept advised. Our local situation is unique in that our assessor is assisting with the gathering of information in order to keep the costs to the Town lower. It was agreed to wait until the four-year preliminary results are available. The assessor will be consulted.

Future Planning: Jack Field reminded the Board that they must consider how the revised Plan of Conservation and Development and future Education costs will reflect on the Town's budget. The importance of addressing these concerns early and establishing structure for the budget process was recognized. Members of the Boards of Selectmen, Finance and Education have been meeting to address the budgets. Michael reported they had shared their forecasts with the Board of Ed in order that they might better understand the Town's long-range planning strategy. It is hoped that two members from each Town's Board of Finance would be able to meet with the chairman of the Board of Ed, the Superintendent and the Business Manager of the Region on a regular basis. We are awaiting word to set a date for the next meeting.

Election of Chairman: Rex Swain reminded the Board that they are required to elect a chairman on a bi-annual basis according to the Board of Finance handbook. Rex nominated Michael Jackson to serve as the Board's chairman for the next two years. Jack Field seconded the motion and it was unanimously passed.

Selectmen's Report: Elaine Luckey expressed her appreciation for the Board's assistance during her tenure in office. The Board noted their gratitude for her efforts and wished her well. Dick Sears was welcomed to his new position as First Selectman, as was Nick Solley as a continuing member of the Board of Selectmen.

The meeting was adjourned at 6:10 p.m.

Respectfully submitted,

Kathy Gollow, Secretary

October 20, 2003

 Present: Board: Jack Field, Robin Hirschfield, Michael Jackson and Rex Swain
Alternate: Liddy Adams, Barbara Brown and Mark Lyon
Selectmen: Elaine Luckey, Nicholas Solley
Press: Sarah Sparks, The Republican-American
Guests: Sheila Anson, Town Clerk; Richard Sears

Minutes: Minutes of the September 15, 2003 meeting were accepted as submitted.

Guests: Sheila Anson reported on the excessive use of the copy machine in her office and requested the Board consider the purchase of an additional machine. Currently, this machine is used by all Town offices because of duplexing and collating capabilities, which are not available on the machine in the lower level. Usage has also increased measurably due to increased business in the town clerk's office and the need to copy all instruments sent out for microfilming. Sheila noted receipts for copies have increased annually over the past several years, with over $8,000 received last year. The Board agreed this request should follow established procedures for requests and be submitted to the Board of Selectmen for their consideration and recommendation. (Request attached)

Treasurer's Report: Accepted as submitted. (Attached)

Tax Collector's Report: Accepted as submitted. (Attached) Tax Collector Tanya Wescott had also provided historical information on tax collections as requested by the Board. This report did not note any significant percentage change in monthly collections over the past five years. (Attached) The Board noted their appreciation of Tanya's efforts.

Financials: Kathy Gollow presented monthly financial reports for General Fund, Nonrecurring Capital Fund and Town Aid Road funds. (Attached) Discussion ensued as to various grant availabilities and the policy for submitting applications. It was noted some grants are automatically forwarded by the State (e.g. Town Aid Road Fund, ECS, etc.), while the Town must submit applications for other reimbursable items (e.g. Local Capital Improvement Program, Bridge, STEAP, etc.) A listing of the grants for which the Town is currently involved will be provided to the Board for the next meeting.

Selectman's Report: Elaine Luckey suggested serious consideration be given toward big raises for town employees next Spring during the budget process. A chuckle was forthcoming from most of the Board.

GASB Requirements: Kathy Gollow reported the Town is required to comply with Statement No. 34 from the Governmental Accounting Standards Board. According to the Office of Policy and Management, state statute 7-349a requires that audit reports prepared by independent auditors on behalf of municipalities and regional school districts must be prepared "in accordance with generally accepted accounting principles, generally accepted auditing standards and the provisions of sections 4-230 to 4-236, inclusive." The Board agreed to request proposals for this required report. The report will include a review of the Town's budgets, tax assessment records, historic asset inventories, annual Audited Financial Statements and capital spending statements. An inventory of eligible capital assets and infrastructure will be compiled and organized into appropriate departments and functions for reporting, and a depreciation schedule for each eligible capital asset will be established to calculate annual depreciation, accrued depreciation and a net value for each asset. A threshold of $5,000 will most likely be used for capital assets. Proposals will be requested for November 14, 2003. Michael Jackson and Rex Swain will meet with a neighboring municipality to discuss their experience. It is anticipated the bid may be awarded at the next meeting.

Payments In Lieu of Taxes: A report providing information on the population, assessed building valuation and the amounts donated to the Town in lieu of taxes based on non-educational properties was presented. (Attached) This included The Gunnery, Devereux, Rumsey Hall School, the Washington Montessori School, and the two affordable housing complexes. It does not appear that any additional police, fire or emergency services are required as compared to the general population. It was felt, however, that a different criteria or method of coming up with a value might be considered. The Selectman's Office will obtain information from CCM and COG as to how other towns determine these payments.

Region #12: Michael reported he and Jack Field had met with representatives from Region 12 and Bridgewater to discuss working together on future budgets. They felt it was a start on better communication and a worthwhile discussion. It was suggested the Selectmen also be involved because of their budget responsibilities.

The meeting was adjourned at 6:30 p.m.

Respectfully submitted,

Kathy Gollow
Selectman's Assistant

September 15, 2003

 Chairman Michael Jackson called the meeting to order at 5:00 p.m.

Present: Board: Jack Boyer, Michael Jackson, Craig Schoon and Rex Swain
Alternate: Mark Lyon
Selectmen: Elaine Luckey, Nicholas Solley
Guests: Linda McGarr, Town Treasurer; Richard Sears

Payments In Lieu of Taxes: The basis used to determine the annual donation in lieu of taxes made by The Gunnery, Rumsey Hall and the Devereux-Glenholme School was discussed. Currently, the Assessor determines the assessed value of buildings, which are not used for educational purposes. Letters are sent to report the amount of tax that would be generate on these buildings at the current mill rate. Since the Montessori School does not have buildings other than their schoolhouse, they have not been notified. The Board discussed other rationale that might be considered, including the use of various Town services. It was agreed that an analysis of the school population, use of emergency service, town programs, etc. would be done.

Tax Collector's Report: This report included funds collected through August 31. (attached) The Board would like to compare the tax collection rate to specific months in prior years on an historical basis. The tax collector will be asked to provide this information. Accepted as presented.

Treasurer's Report: (attached) Accepted as presented.

Financial Statements:

2002-2003: Financial Summaries of Town funds for the 2002-2003 fiscal year were reviewed. (attached)

General Fund: Unanticipated additional income was received from federal and state grants, Town Clerk fees, penalty for early sale of land assessed at reduced forest/farm rates, taxes, and reimbursements from Region 12 for year-end surplus and capital improvements funds. All areas of the General Fund expense areas came in under budget except the Highway section, which was due to last winter's many storms. Rex Swain made a motion to transfer $17,463 from the Sanitation section of the budget to cover these Highways costs. Motion was seconded and unanimously passed.

Capital Fund: A proposal to unappropriate $39,693.60 remaining in the Wykeham Road repair line item was tabled until the next meeting as an additional payment of approximately $400 may be due the State for their grant services. Once the State accounting is approved, it is anticipated another $22,000 +/- will be received from the grant used toward this project. Project costs were $260,000. $162,400 has previously been received.

Selectmen's Report:

CCM Lawsuit vs. State of CT: In January, the Connecticut Conference of Municipalities brought lawsuits against the State after it refused to make payments of two grants due to the Towns - the PILOTS for New Machinery and Equipment grant and the Town Aid Road grant. These totaled $79,776 for the Town of Washington. The legal fight ended only after the State agreed to pay $60 million to the cities and towns, about three quarters of the original appropriations. CCM withdrew the lawsuits when the State made the payments. Each town has been asked to share pro rata in the costs of the lawsuits. Elaine requested the Board's approval for a $400 appropriation for this purpose. She noted the Town has received good response from communications with CCM during the past year. The Board agreed to the $400 request.

Ex-Budget Request - Zoning Enforcement: The Selectmen asked the Board to consider funding for additional zoning enforcement to assist Janet Hill in the Land Use office. This request was recognized as a very valid necessity due to the large scope Janet's large scope of responsibility. Jack Boyer made a motion to approve an ex-budget appropriation not to exceed $2,300 for this purpose. Craig Schoon seconded the motion. Michael Ajello, who currently serves as the Town's Wetlands Officer, has agreed to provide five hours per week. The motion was unanimously passed.

Grants: The Selectmen reported on the status and procedures required for the Small Cities and STEAP Grants. A hearing to discuss the Small Cities grant is scheduled for September 16th. It is the intention of the Selectmen to install an elevator and upgrade the handicapped access to the town hall if this grant is approved. Laurence E. Wagner of L. Wagner & Associates in Waterbury has been contracted to assist with completing the necessary applications for this project. The hearing will also consider any other concerns or suggestions presented by citizens that fall within the requirements of this grant.

With regard to the STEAP grant, the Selectmen have solicited requests for proposals from engineers for the projects that are planned. Funds to begin some of the project had been approved at the May town meeting (i.e. site work & surveying of garage property and paving town hall rear parking area). The necessary applications have been submitted and we are awaiting formal approval from the State. As this process progresses, each project must be submitted to the State for approval prior to soliciting construction bids. As each project is approved, it is understood the State will deposit funds in an account specifically established to cover the costs. The Town would then spend directly from this fund and would not have to rely on reimbursing Town funds.

New Business:

Meeting Dates: Meeting dates were scheduled for May 6, 2004 for the town budget hearing and May 20, 2004 for the town budget meeting.

Education Report: Michael reported a positive response had been received from a meeting with Elaine Luckey, Jack Field, the Superintendent of Schools, the Business Manager and the Board of Education Chairman toward the establishment of a financial advisory council for the school board. The purpose of this council would be to get both Boards more involved in the entire budget process, with the hope of arriving at philosophical agreements and a better understanding prior to the beginning of the budget process. Jay Hubelbank will pass this idea along to the Board of Ed for their reaction. Michael assumed that if the enthusiasm continues, two members from each town's Board of Finance would meet for a series of non-public meetings with the business manager. It is hoped a five-year budget forecast could be prepared. Of course, any agreement would be totally non-binding on the part of the Board of Education, but it was felt that a discussion process prior to budget deliberations would prove useful and in the best interest of all.

The meeting was adjourned at 6:15 p.m.

Respectfully submitted,

Kathy Gollow, Secretary

August, 2003

 No meeting.

July, 2003

 No meeting.

June 9, 2003

 Chairman Michael Jackson called the meeting to order at 5:00 p.m.

Present: Board: Jack Boyer, Michael Jackson, Jack Field, Craig Schoon and Rex Swain
Alternates: Liddy Adams, Barbara Brown, and Mark Lyon
Selectmen: Elaine Luckey, Nicholas Solley
Guests: Tanya Wescott, Tax Collector; Linda McGarr, Tax Collector; Valerie Andersen, Board of Education
Press: Mark Daft, Voices

Tax Collector: Discussion was held on the Tax Collector's report and the method set up for tracking taxes and interest receivable. This will be discussed further with the auditor. Tanya reported she had recently served notice of liens and quite a bit of prior years' taxes have been paid in full. This is, in part, due to refinancing, notice of liens and notice by banks to the property tax attorneys.

Selectmen's Report:

S.T.E.A.P. Grant: Nick reported the Selectmen are proceeding with the surveying and engineering aspects for the projects associated with the STEAP grant. Funds for survey work at the town garage site on Blackville Road had been approved at the town meeting as part of the Town's capital budget, as had funds for site work at the garage site and repaving of the parking area behind the town hall. The need for funds for the projects in New Preston and additional projects in the Depot had been anticipated for the following fiscal year; however, the Selectmen have learned that the engineering for all projects must be submitted to the State for approval prior to proceeding. In order to begin, the Selectmen requested the Board consider an ex-budget appropriation of $20,000 for engineering work related to the garage site project, the New Preston project, the Senior Center/Veterans Hall bridge and the Canoe Brook project. These engineering costs would be eligible for reimbursement from the STEAP grant. Once engineering plans are complete, an informational meeting will be held for the public's input on the proposed projects. It was felt at this point, further information would be available from the State on the timing of the funding for these projects. The final plans would be presented to the State in two sections for the Depot and New Preston. The Selectmen reported they would reserve the right to use some of the money in another project if one of the original projects is not proceeding. Plans must also be presented to the Planning Commission and at town meeting. Jack Boyer made a motion to approve an ex-budget appropriation in an amount not to exceed $20,000 for necessary engineering for the New Preston and Washington Depot projects. Jack Field seconded the motion, which was unanimously passed. Elaine noted the Town has hired Larry Wagner Associates to assist with various aspects of the STEAP grant application.

Legislative Review - Regional School District Governance: Jack Field reported in the wake of the creation of the Regional Governance issue there is a new movement afoot to amend the Binding Arbitration rules before the legislature. Initiative has been taken by a couple of towns to endorse and support this concept and the proposed legislation. He and Elaine had discussed whether or not it would be possible to get a combined effort of the Boards of Selectmen and Finance from the three towns, as well as the Board of Education to support this and interest has been shown. Elaine noted the Northwestern Council of Governments has agreed to support legislation giving the towns the right to reject the result of binding arbitration and will contact their legislators. It was felt that after negotiations failed and binding arbitration had reached a decision, the results of this decision would have to be endorsed by the legislative bodies of the towns. If the towns did not approve the results, it would go back to the negotiating table. The Board recognized this as a long process, but felt it was better than no process. Jack noted the proposal would have to articulate and all three boards would pass the same resolution for submission. He was unsure of the timing of when it is being proposed. It was the sentiment of the Board to proceed with this concept. Elaine reported she had spoken with Jay Hubelbank, chairman of the Board of Education, who felt this was a good idea and would bring it before his Board. It was felt that Binding Arbitration had served its purpose at one time but was no longer necessary. The elimination of the right to strike would remain in effect.

2003-2004 Mill Rate: The Board reviewed mill rate projections, using assumptions with an estimated $2,308,945 fund balance for the end of the 02/03 fiscal year. Opinions varied whether to maintain the current mill rate and use the fund balance or continue with the philosophy of the Board of Finance as in past years in maintaining a reserve.

Items considered included:

  • Capital expense changes significantly from year to year. Current year's projects at $445,990, were down from previous two years at $1,659,112 and $1,470,992. Next year's budgeted at $890,025. Some suggested specific number be considered annually, while others felt town projects may vary greatly each year.

  • Education costs: Town's per pupil percentage has been decreasing since 1999, from 50.54% to 44.06% for 03/04 fiscal year. 45% is being estimated for future years, but Board cautioned that this number could increase at any time. This could have an effect on town expenses.

    Rex did not feel a mill rate increase was needed, noting the fund balance more than covers the Board's philosophy of maintaining an amount equal to 1 1/2 months expenses. He felt the need to increase the mill rate may arise in the future but not at the present time. He also felt the Town Aid Road and Nonrecurring Capital Funds could also help to offset unexpected costs.

    Craig Schoon felt there had been no increase in the mill rate for two years. The Board had projected that it would have to have in increase but he agreed with Rex in that you raise the taxes when there is a clear and compelling reason to raise taxes. He noted budget projections are needed but there are so many variables that can change the budget from one year to the next.

    Barbara Brown could see both views. She felt it is beneficial to the town to have a buffer and would prefer a 1/4 mill increase rather than one-half. She felt an increase would be necessary next year but could understand Rex and Craig's point of view.

    Mark Lyon felt the Town has been living on a previous surplus. In essence, we have been given a reprieve for several years and have been balancing the budget since the year 2000. While he does not want to see any more taxes, he felt if we keep running in the red it will become more difficult to balance the books in one year. He felt it would be irresponsible and we would not be managing our money.

    Liddy Adams cautioned the Board that the Town is asking school board to cut their budget while the town is increasing the mill rate. We are asking them to cut but they are asking us for more. She did not feel the reductions in the school budget were significant.

    Jack Boyer felt it the Town and School budgets are increasing by 4-5% we are in a dream world if we feel we do not have to raise the mill rate. Jack suggested 1/4 mill - $155,000.

    Rex Swain made a motion to increase the mill rate by 1/4 mill to 16 mills. Michael Jackson felt this would be a mistake and felt it should be raised at least by one-half mill. He did not feel the Town could have a Grand List growing at 2.5%. We have avoided increases through the declining student population and using the surplus. He felt the Board would be doing the Town a disservice.

    Jack Boyer does not see 1/2 mill and was against stashing away large sums of money. Michael did not feel this was being done and it will continue to decline until we are in a deficit. We have been running in the red for three years.

    A vote was taken on the mill rate. The results were as follows:

    One-quarter mill increase: In favor: Jack Boyer, Jack Field, Craig Schoon, Rex Swain.

    One-half mill increase: Michael Jackson.

    The Board agree to set the mill rate at 16.

    It was agreed there would not be a meeting scheduled for July or August.

    Rex suggested the Board meet in July to come to a consensus about the capital fund surplus. He suggested the capital budget be set at a specific figure on an annual basis. Michael noted the need for capital funds varies from year-year. i.e. senior housing, Meeker Swamp. He felt funds will be needed for the STEAP grant projects prior to reimbursement. Jack Field suggested the auditors be asked for a recommendation on the amount of surplus the Town should have

    Valerie Anderson reported the Education budget is increasing by 4.84% and hoped the Board of Finance would look kindly at this. It would appear there would not be any long-term renovation because of the State Board of Ed approving plans. It might be delayed one or two years until we get our act together. She noted it has been implied they are using the surplus and was worried a precedent would be set. She feels it will pass, however.

    Adjourned at 5:40 p.m.

    Respectfully submitted,

    Kathy Gollow, Secretary

    May 8, 2003

     Board of Finance Chairman Michael Jackson called the meeting to order at 8:40 p.m.

    Present:
    Board of Finance: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon, Rex Swain

    Selectmen: Elaine Luckey, Nick Solley

    Chairman Michael Jackson called the meeting to order at 8:45 p.m.

    Following the budget hearing, the Board of Finance agreed to present the General Fund budget in the amount of $3,202,816 and the Capital Fund budget in the amount of $890,025 to the public at the town meeting scheduled for May 22, 2003 at 8:00 p.m.

    The meeting was adjourned at 8:50 p.m.

    Respectfully submitted,

    Kathy Gollow, Secretary

    May 8, 2003

    Town Budget Hearing

    Board of Finance Chairman Michael Jackson called the public hearing to order at 7:30 p.m.

    Present:
    Board of Finance: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
    Selectmen: Elaine Luckey, Nick Solley

    Selectman Nick Solley presented the budget on behalf of the Board, noting they had worked hard on the budget as in the past. The budget was presented in the amount of $3,202,816 for town expenses. Nick felt they had come in with a modest and acceptable increase in the payroll for existing employees, approximating an overall 2.8% increase. He outlined changes and additions to personnel areas of the budget as follows:

  • Increasing a part-time constable to a full-time position. With the possibility of one of the current full-time constables opting for retirement in the near future, it was also felt this part-time officer has been fully-trained has proven himself well. It was also felt the town has paid for the training and would not like to lose him to another town. $38,480

  • The combination of the Municipal Agent for the Elderly and Senior Center Director into one position, rather than one full-time and one part-time, equates to about a 20% decrease in these combined line items.

  • A line item for a part-time Emergency Management Coordinator's position is proposed at $8,000. These responsibilities have previously been handled on a voluntary basis and have multiplied measurably over the past year. It was felt at least one day a week would be needed to deal with the additional responsibilities under Emergency Management.

    Other additional line items:

  • A line item for winter salt under Winter Maintenance. Traditionally, this has been paid from the Town Aid Road Funds account. For the purpose of total disclosure and in the event that these State funds are not available in the future, it was agreed to include this $21,000 in the General Fund budget.

  • Various "Annual Repair" line items have been transferred into specific areas, such as town hall, etc.

    Capital Budget: Over the past few years the capital budget has been well over $1,000,000. This has included several major items, including Meeker Swamp, affordable housing, etc. The 2002-03 capital budget currently is $460,000, while the proposed capital budget increases to $890,025. Nick noted some items will be reimbursable through a Small Town Economic Assistance Project grant (STEAP), which has been approved for the Town in the amount of $450,000; however, it was felt that funding for a major portion of these projects may not occur until the following fiscal year. Items included under the STEAP grant include potential site work at the new town garage property, possible removal and clean up of the old garage site on Titus Road, rebuilding of the bridge to the Senior Center, refurbishment of Canoe Brook in this area, and upgrading of sidewalks in various areas of the Depot. In addition, drainage, paving and sidewalk upgrading in the New Preston area of Church Street, Hinckley Road and New Preston Hill. A complete plan is currently being developed but certain engineering and surveying are required before specific costs can be provided. Additional reimbursement will also be sought for the installation of an elevator for the town hall through a Small Cities grant.

    Peter Tagley noted it is difficult to attend a budget hearing and not have the information available prior to the meeting. It was noted the proposed General Fund and Capital Nonrecurring budgets are made available to the public in the Town Clerk's office at least five days prior to the hearing as noticed in the local newspaper. Peter felt it important that the voters know the anticipated mill rate prior to voting at the town meeting and that the mill rate must be set to keep the town affordable. He also voiced his concern that the percentage increases in the budgets exceed the percentage increase in the Grand List. He felt while the town budget seems very conservative, the school budget was not passed on the first vote. Michael reported assumption sheets indicating possible mill rates are available with the budget approximately a week prior to the town meeting. Many variables are taken into consideration in the assumption sheets, including the growth in the Grand List, the Town's percentage of students within the district, certain State grants, percentage of tax collection, etc. The growth in the current Grand List is about 2.5% and approximately sixty tuition students are anticipated from neighboring towns for the coming school year. This will increase revenue to the school, thus reducing the net expense to the towns. It was noted when the Boards of Selectmen and Finance prepare the budget, they have control only over the Town's portion. The number of students in the school system on the previous October 1st determines each town's percentage of the Education budget. We have seen a decline in our share of the school budget over the past five years from 51% to 44%. Washington's percentage will continue to decrease from 45.91% to 44.06% for the 2003-04 fiscal year. This decline has helped to allow the Board of Finance to maintain the mill rate evenly over the past several years, but Michael noted this percentage could increase at any time and would greatly influence the mill rate. The Town must prepare for this and continue with it's long-range planning. A Town Aid road fund grant is also anticipated from the State; however, it is questionable if this will continue in the future due to State cutbacks.

    Discussion continued at the hearing consisting mainly on the topic of the Education budget. The complete budget hearing has been taped and is on file.

    The hearing was adjourned at 8:40 p.m.

    Respectfully submitted,

    Kathy Gollow, Secretary

    April 30, 2003

     Present:
    Board: Jack Boyer, Michael Jackson, Craig Schoon and Rex Swain
    Alternates: Mark Lyon, and Liddy Adams
    Selectmen: Elaine Luckey, Nicholas Solley
    Guests: Tanya Wescott, Tax Collector; Sheila Anson, Tim Cook and Joe Fredlund, Parks & Rec Commission

    Tax Collector: Tanya reported on the status of delinquent taxpayers, noting $187,000 is currently outstanding for last year's Grand List. Approximately $51,000 of this will be reduced if particular properties are sold and various additional payments are forthcoming. She noted she has a few accounts that she would like to forward to the town attorney for foreclosure. If the equity in these properties is enough to cover taxes due, the Board agreed to approve additional attorney's fees to get them off the books. In the case of foreclosure, the Town would be third in line to collect liens, following the federal and state governments. It was agreed that a foreclosure policy should be formulated and public notice be given of this policy. The Tax Collector's current policy allows two years for land or a second home. For a rental property, she has the option of going to an attorney or the Court to ask them to appoint a receiver of lands, who would pay utilities and the taxes. Any fund remaining after these payments would be returned to the homeowner. She has allowed four years on a primary residence if a payment plan has not been established. Tanya reported there has not been a policy in writing. It was suggested she write a policy for review by the Board of Selectmen that should apply to all past years, however, that would not supersede any prior agreements the tax collector has made with taxpayers. Tanya will review only those accounts for which payments have not been made. It was noted additional attorney, legal and auction fees would be required for review of this policy. These costs could be applied against a lien and would be recouped by the Town once the account is cleared. Tanya noted that a property owner has thirteen months to make good on a foreclosure before it could be sold.

    Parks & Recreation - Proposed Bathroom & Storage Facility - WPS field: Members of the Parks and Recreation Commission reported they will embark on a fund-raising program with the assistance of Linc Cornell and Susie Payne. Costs anticipated for the building, septic and well are approximately $158,000. They would like to begin the building July 1 and complete the project by the Fall. Mrs. Payne will provide assistance with a fundraising letter. In addition, Mr. Cornell has indicated he will seek funds from private donors to be paid over the next three years and guarantee $75,000 toward the project this year. Wyant & Company has offered to contribute their labor for the site work and the septic system, which is estimated at $12,000. Septic material costs would be approximately $7,000. The Commission would be responsible for mailing costs, etc. With the indicated contributions, it is estimated remaining costs would amount to $71,000. If the $50,000 that has been proposed in the capital fund is approved, $21,000 more would need to be raised through the fundraising letter. The Parks & Rec Commission would serve as receiver for the funds in order that donors may be eligible for tax deductions for their contributions. A separate account would be established for this project. Other will be encouraged to provide their services for volunteer labor, etc. It was also suggested that grant funds could be sought.

    Proposed Capital Budget:: The Selectmen discussed individual capital items. While the need for funding to acquire property to complete the upgrading of the new town garage area had originally been anticipated, it was felt a transfer of properties might be made instead. The Selectmen noted items in the proposed plan did not reflect work in the New Preston area in conjunction with the anticipated STEAP grant. It was felt the Town would provide the initial engineering for drainage, while the Housing Trust and the Water Company would complete the initial digging and installation of water pipes prior to the Town's paving and sidewalk repair work. In the Depot, the plan to remove the remaining garage building at the Titus Road site will be put on hold due to a lack of storage space. The Senior Center siding was reduced to $25,000. Reimbursement will be made to the fire company in the amount of $45,000 for their costs to upgrade fire truck #3. These costs had been anticipated for the coming year but were done at the same time repairs were made to the vehicle, which had been covered by insurance. Rather than come to the Town for an emergency appropriation, the fire company had paid for the work themselves at a probable savings between $8-15,000. They are also building an additional storage building at their own cost at the New Preston firehouse. The Boards were invited to visit the firehouses to review their improvements. It was noted the 1990 sweeper needs to be replaced; and it was estimated if we had to contract for these services in the Spring and for chip-sealing, it would cost the Town about $35,000. The current sweeper will be put out to bid. The Police Crown Victoria will be replaced at an estimated $35,000. Bridge repairs are anticipated on the Nettleton Hollow Road Bridge and the Town will apply for partial reimbursement from the Local Bridge grant for 2004/2005. Application is due 5/15/203.

    Assumptions: Various assumption sheets were reviewed. Michael suggested increasing the anticipated Grand List increase from 1.4% to 2%. The General Fund budget will be presented for consideration at the budget hearing at $3,202,816, while the Nonrecurring Capital budget will be presented at $890,025. Both budgets in their entirety will be available at the Town Clerk's office prior to the hearing. The Board was asked to think about the appropriate way to handle the mill rate. By changing the Grand List assumptions the numbers look better than originally anticipated. A one-half mill increase was suggested. Rex felt it would be more realistic to maintain the rate that is needed. He felt we had no increase last year and are still fine. Michael felt in order to keep the mill rate on an even keel so that people on the lower bracket do not get hurt it is also best to have a slight increase to avoid spikes. He felt the Board has been trying to do this for the past 6-8 years and that we have been saved by revaluation and decreasing pupil population.

    The budget hearing is scheduled for May 8th at 7:30 p.m., with the Town budget meeting scheduled for May 22nd, also at 7:30 p.m.

    Suspense List: The Board approved the Tax Collector's Suspense List in the amount of $8,600.

    The meeting was adjourned at 6:45 p.m.

    Respectfully submitted,

    Kathy Gollow, Secretary

    April 21, 2003

     Present:
    Board: Jack Boyer, Jack Field, Michael Jackson and Rex Swain
    Alternates: Mark Lyon, and Barbara Brown
    Selectmen: Elaine Luckey, Nicholas Solley
    Press: David Lombino, Litchfield County Times
    Guests: Alan Chapin, Richard Dutton, Valerie Friedman and Peter Tagley

    Minutes: Minutes of the March 17 meeting were accepted as submitted. Minutes of the March 31 Special Meeting were corrected to show that the Legislative School Governance Legislative Study Committee will forward their recommendation to the Education Committee and the Planning and Development Committee, which are separate entities.

    Treasurer's Report: It was noted the existing debt service on the firehouse could be repaid if it were felt the Town had sufficient cash funds. The current rate on this indebtedness is approximately 4 %, while current interest income rates are about 1%. If it is felt there are sufficient funds available after budget deliberations, the Treasurer will be notified and it would be left to her discretion.

    Tax Collector's Report: The Tax Collector's report of March 31, 2003 indicated 2.8% real estate, 4.4% personal property, 6% motor vehicle and 10.9% supplemental motor vehicle tax remain outstanding for the current year as of March 31. She expects these percentages to decrease measurably before year's end as several accounts are in different stages of sale, foreclosure, probate, etc., as well as on tax payment plans. She will be asked to keep the Board updated.

    Financials: The Winter Maintenance line item is $33,000 over budget as of March 31 due to the severe winter. Complete report attached.

    Proposed Budget: The Selectmen reported they had further reduced expenditures by approximately $64,000. They have postponed the position of Building and Property coordinator, and noted the Building and Property Commission will continue to address the many building issues, while finding it very time-consuming. Legal fee line items were reduced. A line item for winter salt had been added a $21,000 as had been recommended by the Finance Board. This had previously been in the Town Aid Road account. $3,600 was also added to the pension line item, as well as funds for summer highway help. Sanitation bids have not been awarded but they believe there may be a savings in this area.

    The Selectmen eliminated a pickup truck from the proposed capital budget, reducing the total to $965,025. All recognized the importance of analyzing the capital program and preparing a long-range outlook. This would include not only the spending but also funding. The Selectmen were asked to consider even further reductions. The Board may consider use of the reserve in the capital account to offset capital expenses. This reserve has increased over the past few years due to interest income and state grants received as reimbursement for various town projects.

    Long-range assumptions were discussed. Upon review of historic mill rates, it was noted the mill rate has been kept quite constant over the past ten years, mainly by virtue of revaluation and the school population. There had been no increase to the mill rate last year and one-quarter mill the previous year. The Board continued their discussion on philosophies of whether to maintain the current mill rate by decreasing fund balances or to allow an increase, in order to maintain a more constant mill rate and keep an adequate fund balance. Current philosophy is to maintain a fund balance equal to at least one month's expenses.

    The use of Town Aid road funds was discussed. Traditionally, these funds have been used for the upkeep of the road system and for emergency repairs resulting from major storms, etc. The Selectmen noted their reluctance in including these funds with the general expenses because it is anticipated that the State will reduce these funds in years to come. It was suggested annual expenditure of these funds be commensurate with the amount anticipated to be received from the State.

    Varying opinions were set forth regarding the mill rate for 2003-2004. Budget deliberations will continue.

    Fund to Accept Fees in Lieu of Providing Open Space or Easements: Elaine Luckey reported she has received a request from the Planning Commission and the Conservation Commission regarding the establishment of a Town fund to accept fees in lieu of providing open space or easements when developing property. She noted there is a statute that allows the Town to receive such funds' however, it may require a vote at town meeting. The funds would be used to monitor and/or purchase open space, as well as to manage the land. She noted some towns require 15% of open space per lot. It was felt this would be beneficial to the Town rather than having many smaller pieces of land. While questions remained as to the dispensing of the funds and the monitoring of the land, the Board agreed a decision should not be made until the revision of the Plan of Development is complete.

    Appointment of Auditor: Jack Field made a motion to appoint Charles Heaven & Company of Waterbury, Connecticut as the Town's auditor for the fiscal year July 1, 2003-June 30, 2004. Jack Boyer seconded the motion and it was unanimously passed.

    Special Meeting: A special meeting was scheduled for April 30 at 5:30 p.m. to continue work on the budget.

    The meeting was adjourned at 6:40 p.m.

    Respectfully submitted,

    Kathy Gollow, Secretary

    March 31, 2003

     Present:
    Board: Jack Field, Robin Hirschfield, Michael Jackson, Craig Schoon, Rex Swain
    Alternates: Liddy Adams, Mark Lyon, and Barbara Brown
    Selectmen: Elaine Luckey, Nicholas Solley
    Press: David Lombino, Litchfield County Times; Sarah Sparks, Waterbury Republican
    Guests: John Allen - Building & Property Commission Chairman; Sheila Anson, Tim Cook, Joe Fredlund - Parks & Rec Commission; Valerie Friedman

    Guests:

    Building & Property Commission: John Allen detailed the growth of the Building &Property Commission's responsibilities since it's inception and commended his co-members, Dave Showalter and Reese Owen, for their efforts and time spent in reviewing current and long-range plans for Town buildings and properties. The Commission had originally recommended a part-time handy man be hired to complete maintenance on buildings that did not warrant bidding and contracting. Over the past year, through their review of building conditions and preparation of specifications, the Commission found that several projects that had been approved had not been addressed due to lack of staff and lack of direction. While highway department workers have assisted with repairs, these often have to wait until their primary responsibilities are met. They felt it would be in the best interest of the town to employ a full-time person to be a "hands-on worker, as well as coordinator of projects, bids, etc. The Commission felt continuity is extremely important in this position, as administration does change, and the Town would be a better-quality person by hiring full-time. Nick Solley noted the Board of Selectmen has differing opinions on this position but he feels very strongly about it. Much of the maintenance of the buildings has been deferred for some time and gone unchecked. The Selectmen noted their appreciation of the Building and Property Commission's efforts and expertise, as well as the time they have spent on many issues.

    Parks & Recreation Commission: Proposed Bathroom/Storage Building: Chairman Sheila Anson also thanked the Building and Property Commission for their assistance. She reported that after receiving input from the public, modifications had been made to the Commission's original plan for a bathroom and storage building. These include attaching the bathroom/storage area to the south side of the current pavilion and installing a well and septic system. Percolation tests had previously been completed by Underwood Services, and Wyant & Co. has offered their time, machinery and services for septic installation. She felt this would be an approximate $15,000 in saving. The Commission has met to discuss their fund-raising strategy and was asked to continue with these meetings in order to present a budgeted plan to the Selectmen and the Finance Board. Elaine reported she would also like the Commission to pursue the availability of grant funding. The Commission would like to begin the project in July of this year. This will be considered further if the information is received prior to the budget hearing.

    General Fund Budget: The Selectmen presented a General Fund budget of $3,272,624, which is a 6.4% increase over the current year, as well as a $1,000,025. Capital budget. The following items were discussed:

    The meeting was adjourned at 8 p.m.

    Respectfully submitted,

    Kathy Gollow, Selectman's Assistant

    March 17, 2003

     Present:
    Board: Jack Field, Robin Hirschfield, Michael Jackson, Rex Swain
    Alternates: Liddy Adams, Mark Lyon
    Selectmen: Elaine Luckey, Harry Wyant
    Press: David Lombino, Litchfield County Times
    Tax Collector: Tanya Wescott
    Treasurer: Linda McGarr
    Guests: Steve Sordi, Resident State Trooper; Valerie Friedman

    Tax Collector's Report: Tanya Wescott reported while outstanding tax collections are a little higher than normal she expects to receive payment in the near future on several accounts from banks and attorneys. She noted her concern and that of other tax collectors over the Governor's proposal to eliminate the DMV's check on delinquent taxes prior to registering of motor vehicles. Rep. O'Neill has also presented a proposal to eliminate the motor vehicle tax altogether because of the differences in mill rates in each municipality. If this tax were eliminated, she estimates a reduction of approximately $590,000 in motor vehicle tax collections. She suggested a better way might be to have the DMV collect the tax and it then be apportioned to each town. Tanya feels she can collect most of the outstanding debt, which she does not feel will be higher than previous years.

    2003-2004 Budget Considerations:

    Police: Elaine Luckey introduced Steve Sordi, the Town's Resident Trooper. Steve suggested consideration be given to adding an additional position for a full-time officer. Currently, there are two full-time officers and three part-time positions. Part-time positions have diminished by 40% over the past year. Sixteen weeks of training is required to be certified as a police officer. Steve reported it is difficult to maintain part-time personnel, as many leave for full-time positions after having been trained at the Town's expense. A full-time position would afford the Town more coverage and would reduce the need for additional part-time personnel. A full-time officer would be certified as a first responder and have authority to act in the full capacity of a police officer. While the full-time officer budget line item would increase, Steve reported the line items for training, overtime and part-time officers would decrease, as will the resident trooper's line item since compensation is at a lower rate than in previous years. Steve reported the Town currently has a part-time officer, who is fully-trained and has proven himself a competent officer. He would like to consider him for this position if approved in the budget. The Board suggested fees for private duty coverage be reviewed to insure that the Town's expenses for payroll, vehicle use, insurance coverage, etc. are being met.

    Treasurer's Report: Reduction in investment income was again discussed, as is the case everywhere. Linda outlined how investments are scheduled. Since investment rates are so low, paying off the Town's current debt service on the firehouse, which is paid at a higher rate, will be investigated. Linda reported the State legislature has approved an increase from 1.1% to 2.5% for conveyance taxes to be received by the Town from March 15, 2003 through June 30, 2004.

    Selectmen's Report: The preliminary 2003-2004 budget was discussed. Elaine noted this is a DRAFT and subject to further amendments. She reported two additional new positions are being considered beside the police officer: An eight-hour/week Emergency Management position and a full-time Building & Property Management Coordinator.

    Emergency Management Coordinator: Government mandates have expanded many areas of public safety due to recent world-wide terrorism events. As the Town's Emergency Management Coordinator, Rocky Tomlinson has served for many years in a voluntary capacity. His duties have increased measurably and include serving as chairman of the Local Emergency Planning Committee, the communications coordinator with Litchfield County Dispatch and as the Town's representative to the Citizen Council Corps, the Office of Emergency Management, the State Department of Health Risk Assessment and Smallpox Clinics, as well as coordinating the Town's emergency response with volunteer fire department, police, volunteer emergency medical service, selectmen, schools, highway, volunteer agencies and others as needed. This position entails much responsibility and Mr. Tomlinson is finding it difficult to attend to all the requirements while holding a full-time job. He would be willing to cut back on his current position. This would be considered as a contracted position, rather than a town employee.

    Building & Property Management Coordinator: The Building and Property Commission had originally recommended this as a part-time position. It was felt many town buildings, as well as town properties, deserve more attention than they are getting in the best interest of the Town. Upon further review, they recommended a full-time position be considered.

    Payroll: Elaine reported merit pay increases have been considered for employees. These vary in percentage and the initial total proposal equates to an overall 2.5% increase for current positions and 9.9% including the positions of police officer and Bldg. & Property Management coordinator.

    Capital Expenses: A total of $1,354,025 has been initially proposed, which includes all requests and possible projects. Grant funds, including STEAP - $450,000, LoCIP - $150,000, Small Cities Grant - 90% of $300,000, Local Bridge, etc. are contemplated, although not all would be received in the coming fiscal year. The Selectmen anticipate further review of the proposal.

    Education Budget: It was noted the Board of Education would meet that evening and it was anticipated preliminary estimates include a 5 % increase on the basic budget. Question was raised on $280,000 of proposed expenses, which includes fuel, transportation and health benefits that had been cut from the previous year's budget, and $90,000 regarding the previous Superintendent's retirement package. Valerie Friedman noted the increase in the number of non-certified personnel has increased measurably and does not compare to school districts in the area. Seventy-percent of the Education budget is personnel- related.

    Regional School Governance Legislative Study: Jack reported this Committee will draft legislation based on the Survey Committee's findings and forward it to the Education and Planning and Development Committee. The current law allows a town to withdraw completely from a Region following the same process used in regionalization; however, it does not allow the withdrawal of specific grades only. All three towns would have to be in agreement. He will continue to follow this process.

    Special Meeting: The Board scheduled a Special Meeting for March 31 at 5 p.m. to review the proposed budget with the Selectmen.

    The meeting was adjourned at 7:20 p.m.

    Respectfully submitted,

    Kathy Gollow
    Selectman's Assistant

    February 24, 2003

     Present:
    Board: Jack Field, Michael Jackson, Craig Schoon
    Alternates: Liddy Adams, Barbara Brown, Mark Lyon
    Selectmen: Elaine Luckey, Nick Solley
    Press: David Lombino, Litchfield County Times

    Minutes: Minutes of the previous meeting were discussed. It was suggested they include that the Board appreciated the visits by Board members Valerie Andersen and Liz Miller and hoped other members of the Board of Ed would attend meetings, perhaps in the Fall, prior to budget season. The minutes were accepted as amended.

    Pension Fund: Michael reported funds that had been in cash and equivalents were now invested in ladder agency papers and receiving an interest rate of 3-4-%.

    Treasurer's Report: Accepted as submitted. The Treasurer will be asked to attend meetings on a quarterly basis, if possible. Investment income will be lower than anticipated this year.

    Tax Collector's Report: The Tax Collector will be asked to provide an historical comparison of tax collections, as well as her opinion on anticipated taxes receivable. Question was raised regarding the difference shown in taxes collected on the Tax Collector's Report and on the Financial Reports. ($261,376). This will be reviewed with the tax collector, but it was felt it was due to the timing of deposits. Tanya will be invited to attend the next meeting. The report was accepted as submitted.

    Financials: General and Capital Funds were reviewed. While the budget currently remains within the Winter Maintenance line item, it is anticipated expenses will exceed this line item due to recent storms and cold weather. Projects remaining to be completed in the Capital account amount to $357,481, while funds available are $481,936. This balance is due to state grants received to reimburse specific projects that have been deposited in this account, as well as interest received or the past several years. Whether to make the annual transfer of funds from the General Fund to the Capital Fund for projects approved at the May 2002 town meeting was discussed, as it has not yet been made. It was agreed to continue to transfer the specific amount of $445,900 as approved to insure the close tracking of these funds and the integrity of this Fund, as has been the practice in the past. All assets in both the General Fund and the Capital Fund are taken into consideration when determining the mill rate. Elaine noted her concern that several anticipated state grants are being reduced in the middle of the year. Exact reductions are still not determined, therefore, all anticipated funds may not be forthcoming. While the Town has received approval for a STEAP grant in the amount of $450,000, she noted we have not as yet received a description of the specific requirements.

    Selectman's Report:

    Legal Representation - Cell Towers: Potential legal costs for negotiations regarding cell towers were discussed. At the previous meeting, it was felt the quotation of $15,000 was too high. Whether it would be necessary to have the attorney oversee the application presented to the Siting Council was discussed, and it was felt it would be in the best interest of the Town to have this legal review. If the Siting Council did approve an application to locate a cell tower within the Town, the attorney would be responsible for negotiating a contract to protect the Town's interests. Attorney Michael Ziska of Murtha Cullina LLP has experience in this area and will be asked for legal counsel. The Board agreed to an ex-budget appropriation not to exceed $8,000 at a rate of $200/hour.

    2003-2004 Budget: The Selectmen reported they have begun budget work sessions. In the area of Emergency Management, Litchfield Country Dispatch has been proposed a 50% increase. The members of both the Northwestern Ct Council of Governments and the Litchfield Planning Agency have asked that this be reduced. A definitive answer on specific state grants must be obtained in order to make a decision on several capital projects that had been planned. It was reported the Grand List has increased 2.6%.

    Legislative Review Survey: Jack Field reported the Legislative Review Committee will proceed with nearly all of the recommendations provided by their Survey Review Committee, except the proposal that school boards pay for school budget referendums rather than towns. They are still considering a statute revision allowing the individual deregionalization of elementary schools. They will proceed to draft legislation on the recommendations and will consider expanding the statute that provides for the dissolution of Regions. It was suggested the Board consider the primary school surplus space and the primary school population with respect to our share of the Regional budget. Jack will attend the next session on March 10.

    The meeting was adjourned at 6 p.m.

    Respectfully submitted,

    Kathy Gollow, Secretary

    January 27, 2003

     Present:
    Board: Jack Boyer, Jack Field, Robin Hirschfield, Michael Jackson, Craig Schoon, Rex Swain
    Alternates: Liddy Adams, Barbara Brown
    Selectman: Elaine Luckey
    Guests: Board of Education: Valerie Andersen & Elizabeth Miller
    Press: David Lombino, Litchfield County Times

    Minutes: Minutes of the November 18, 2002 meeting were accepted as submitted.

    Treasurer's Report: The Board reviewed investments and agreed interest rates are low everywhere. It was suggested the Treasurer might consider longer-term investments according to her cash requirements. i.e. A large sum will be received in taxes in January. Based on expenses of approximately $1,000,000/month, the funds might be invested in varying lengths of term. Since the Treasurer has not been in attendance, she will be asked to leave any comments with the Secretary.

    Tax Collector's Report: It was noted that a higher percentage of taxes has been received than anticipated at this time of year. Rex will check with the tax collector to determine why this may have occurred.

    Financials: Building Department income is again higher than anticipated. Last year the construction of the Washington Montessori School accounted for 25% of this income, with single-family homes accounting for 30%. While forecasters have not thought this would continue.....it has in Washington.

    Guests: Board of Education members Valerie Andersen and Liz Miller visited the Board, not as representatives of the Board of Ed, but as a means to maintain open communication between the two Boards. Issues including space problems in the elementary schools, the positive communication between the new administration and the towns, and the poor condition of all of the elementary schools in general were discussed. While the Bridgewater and Roxbury elementary schools are full, the Washington Primary School population is diminishing. Valerie and Liz reported the Board of Ed sees there is a problem and are very sensitive to each town's needs. The Finance Board was invited to attend budget meetings to convey their thoughts and will contact the Superintendent's office for specific dates.

    Selectman's Report:

    Cell Towers: Elaine reported the Selectmen have had many requests to investigate cell towers and their effect on health, the environment and visual concerns. The Washington Environmental Council has provided a consultant to assist the Conservation Commission's Subcommittee on Cell Towers with pertinent information. The possible construction of a tower on the New Preston firehouse is also being considered, as this site would not be in close proximity to many homes. In the event that AT&T is interested in this proposal, legal counsel would be necessary to negotiate a lease and to conclude an agreement on behalf of the Town. It was felt use of counsel would help to protect the Town against indemnity and could provide information to the State Siting Council. A cost of $15,000 had been estimated. The Finance Board felt this estimate was high; therefore, the Selectmen will discuss anticipated costs further.

    Pension Committee Report: Michael reported the Pension Committee had recently met with representatives from the Town's actuarial firm Pension Consultants. Fund assets remain adequate and the majority of funds are invested conservatively in corporate bonds, government agencies, treasury bonds and notes, which has been the policy of the Pension Committee for many years. Funds are not invested in equities. The principle has not decreased over the past three years. Rex Swain and Barbara Brown have recently been seated as members of the Pension Committee. A portion of the funds is invested in cash and equivalents and Barbara has agreed to investigate more secure areas. Mark Lyon felt the Volunteer Firefighter Fund has been beneficial in maintaining fire department volunteers. Quarterly reports will be distributed to Finance Board members.

    Housing: Jack Boyer reported a few more apartments have been rented at Riverwoods and it is anticipated they will be filled by April. Most renters, if not former town residents, do have a connection to Washington. Jack noted the presentation made by the Housing Trust at the Senior Center was pretty well attended.

    Education: Regarding the $125,316 returned by Region 12 for prior capital projects that had not been expended, Rex inquired if there were a means to mark these funds for the next budget season to show how they could reduce the next tax bills. This item is currently shown in a revenue line item, where it could be further isolated.

    Legislative Review Committee: Jack Field reported on the Findings and Recommendations of this Committee. A summary is attached. He noted there is no direct statutory authority for the Town Finance Boards to intervene in the Regional Board budget process. The fact that there is a lot of confusion about the respective roles assigned to regional boards of education and towns boards of finance is most likely the reason that the Legislature undertook this investigation. Jack recommended that the rules and procedures used for local school boards should be the model used to bring regional school districts into alignment. Promoting an attitude of cooperation and collaboration with the new school administration, while lobbying the Legislature to reform the system as it pertains to regional districts, was recommended. The Legislative Committee will now review the findings and decide whether or not to recommend revisions to state statutes. Jack noted our legislators feel there has been good support for construction from the State in terms of bonding and regional money. Regional school districts comprise five per cent of the total education in the State.

    The meeting was adjourned at 6:15 p.m.

    Respectfully submitted,

    Kathy Gollow, Secretary

    Meetings in 2002