The Town of Washington, Connecticut
Minutes: Board of Finance, 2006
|
www.WashingtonCT.org The Town of Washington, Connecticut Minutes: Board of Finance, 2006 |
|
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 theTown Clerk . Also note that minutes of recent meetings are often not yet approved by the Board, and are subject to correction.
Jump down to: General information about the Board of Finance
December 20 •November 20 •October 16 •September 17 •August 21 •July 17 •June 19 •May 18 •May 15 •May 4 (Meeting) •May 4 (Budget Hearing) •April 24 •April 17 •March 20 •February 21 •January 23 •Meetings in 2005 •Meetings in 2004 •Meetings in 2003 •Meetings in 2002
Posted: January 18, 2007 December 20, 2006
Present:
Finance Board: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen
Selectmen: Richard Sears, Nicholas Solley
Treasurer: Linda McGarr
Minutes: Minutes of the November 20th, 2006 meeting were accepted as submitted with the addition of Valerie Friedman as attending.
Treasurer's Report: Accepted as submitted.
Tax Collector's Report: Accepted as submitted.
Financials: Accepted as submitted.
Old Business:
Education Construction: Jack Field updated the Board on recent school construction issues.
The lawsuit filed against the Region 12 Board of Education by the Bridgewater Board of Ed members and the First Selectman has not prevented the investigation of property on Wakelee Road and Route 199 in Roxbury as a potential school site. If found to be positive, the next phase would include core drilling and testing; however, this would not begin unless the Board had an option to purchase. Bridgewater will continue to verify a design on their building. Roxbury has approved funding to validate their plans. Washington's plans had previously been defined by Turner Construction and S/L/A/M. If the "build to suit" concept becomes a viable option for the Board of Ed, a referendum would be necessary for a one vs. three school case. If the Board of Ed chooses to eliminate "build to suit," a referendum would be held on a single school case. The Board of Ed is anticipating a referendum could be held in the spring of 2007. Question was raised if the Board of Ed had sufficient funds to pay an option price on a piece of land. While there is no budgeted contingency line in the Education budget, the Board of Ed does have the flexibility within their budget to make these decisions. It was noted if the "build to suit" option is chosen and reimbursement from the State is not available, there are still many issues to be handled. Rex questioned if each town were to hold a separate referendum, would all three towns have to agree. Statutes state that all public money spent on public education must goes through the Region. Question was raised if funds due to the Region from the Town of Bridgewater could put the Region into default and affect the Board's credit rating as well as that of the other two towns for bonding. Answers will be sought regarding the obligations under this agreement. The Board recognized Jack Field for his intelligent and factual response letter to Mr. Wainright's recent letter in the recent Press. Praise was also offered to Barbara Henry and Gary Lord for maintaining order in the discussions at their recent public meetings on this emotional topic.
New Business:
2007 Meeting Dates: Approved as submitted. (Attached)
Education Construction Meeting: A Town informational meeting will be scheduled for mid-January to answer questions and provide as much information as possible to town residents regarding the various construction possibilities and what effect the various plans will have on the Town. All members of the Boards of Selectmen and Finance and the Washington Board of Ed members will be asked to attend. A Board of Education meeting is also scheduled on January 8 to discuss build-to-suit.
Election of Officers: Craig Schoon made a motion to elect Michael Jackson and Jack Field as Chair and Vice-Chair of the Board of Finance, respectively, for the 2007 calendar year. Jack Field seconded the motion. Motion unanimously passed.
Health Benefits Account: Draft guidelines of policies and procedures to be used for an Employee Health Benefit account in the General Fund were presented to the Finance Board for review. (attached) The Selectmen will continue to work with the Town's agent to compare various options available to hold costs down.
The meeting was adjourned at 5:55 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: December 16, 2006 November 20, 2006
Chairman Michael Jackson called the meeting to order at 5:00 p.m.Present:
Finance Board: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Nicholas Solley
Treasurer: Linda McGarr
Guests: Valerie Andersen
Minutes: Minutes of the October 16, 2006 meeting were accepted as submitted.
Treasurer's Report: Accepted as submitted.
Tax Collector's Report: Additional information will be requested in order to verify tax and other income on a year-to-date basis. Accepted as submitted.
Financials: Accepted as submitted. A reminder will be sent to town commissions to inform the Selectmen if they anticipate their expenditures will exceed their budget.
Health Insurance Deductible Fund: In an effort to reduce costs, deductibles in specific areas of health insurance had been increased during the previous fiscal year. A net reduction of $16,900 was realized. Based on this positive experience, the Board discussed the establishment of a Health Insurance Deductible Reserve Fund as another means of reducing health insurance costs. It was agreed that transfers to this Funds would be based on the annual experience.
Rex Swain made a motion to approve an ex-budget appropriation of $16,900 for transfer to this Fund. Motion seconded by Jack Field and unanimously passed. An additional motion was made by Rex Swain to transfer $19,000 from the 2006-07 Health Insurance line item of the budget to this Fund. Jack Field seconded this motion. Motion unanimously passed.
The Selectman and secretary will work on a written procedure regarding this Fund
Old Business:
Education Construction: Jack Field updated the Board on recent events relating to the school construction project. The Press has reported that the First Selectman and Bridgewater's representatives to the Board of Education have filed a lawsuit against the Region 12 Board of Education for an injunction to prevent the Board from evaluating a land option in Roxbury based on procedural items. The approval of funding to complete geotechnical investigation of the site to determine its suitability for a school site had been approved by an 8-4 vote of the Board of Ed. Valerie Andersen reported the hearing on the request for the injunction had not been successful. Another Court date is scheduled for December 4. The Board of Ed will meet in Executive Session to discuss the lawsuit this evening.
Potter Farm: Dick reported the Selectmen had voted unanimously to present the Potter Farm Proposition to the Town. Three public informational meetings will be held on November 28th, December 17th and January 6th to describe and discuss the conditions of the proposal with the public. The Housing Commission has voted to provide $125,000 towards this proposal, while the WCHT has agreed to provide $500,000 toward the $2,000,000 price of the land. The Board will request the Housing Trust to provide information on their reserves and maintenance schedules for their existing complexes, as well as other related financial information as part of the Town's normal capital expense process. Discussion included eligibility for residency and maintenance issues. Valerie Andersen asked for the Board's vote on this matter. Michael noted it has been the Board's practice in the past not to vote on issues such as this, but to view this as a proposed capital project and consider it with the total capital budget. If the voters vote to approve the proposal, the Board would do what is fiscally prudent to carry it out. Members of the Board agreed the proposal must be reviewed and discussed in detail before decisions are made.
Boat Ramp/Boathouse Update: Dick reported the DEP is proceeding with the necessary paperwork for the $100,000 grant for this project. While $200,000 has been budgeted and approved for this project, a more definitive estimate is being sought from the engineers. LoCIP grant funds of $100,000 will also be used toward the costs to net a $0 cost to the Town.
Long-range planning has included replacement of the boathouse, which serves to house the police boats and equipment, residential kayaks, and the Interlocal Commission's pump for maintaining oxygen to the Lake. Costs are estimated at $200,000 for this future project. It is planned these costs will be covered through grants and private funds. Additional long-range plans also include renovation of the caretaker's house, which also houses the beach office and public restrooms, at an estimated $200,000.
The meting was adjourned at 6:50 p.m.
Respectfully submitted,
Kathy Gollow
Secretary
Posted: November 17, 2006 October 16, 2006
Michael Jackson called the meeting to order at 5:00 p.m.Present:
Finance Board: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Mark Lyon
Treasurer: Linda McGarr
Guests: Valerie Andersen
Minutes: Minutes of the September 18, 2006 meeting were accepted as submitted.
Treasurer's Report: Accepted as submitted.
Tax Collector's Report: Accepted as submitted.
Financials: Accepted as submitted. A letter will be sent to the State Department of Public Safety regarding invoices received for police work dating back to the 2003-04 fiscal year.
Old Business:
Education Construction: Jack Field updated the Board on the recent focus on the "build to suit" options as reported in the Press, as well as the Board of Education Subcommittee's investigation of a possible site for a primary school. A lengthy discussion ensued. Concern was raised as to the towns eligibility for State reimbursement if the buildings are owned by each town and not by the school district. It was suggested the State might provide assistance if an Inter-municipal Agreement could be reached between the B of E and the three towns. It was suggested the legality of the "build to suit" option should be provided to the towns by the Board of Ed. The plans for all buildings should be reviewed to insure educational obligations would be met by each town if this is to be considered. If the option to purchase land is considered, 15% of the cost could be reimbursed by the State.
It was agreed that First Selectman Sears would write to the Board of Education regarding the"build to suit" option, noting that the Town's plan had been given to S/L/A/M and the Steering Committee as our final plan. Costs derived by this team would be the numbers that would be given to the Board of Ed for a total cost for a referendum. The letter would outline the Town's understandings that educational specs would be met, that we could not count on receiving state aid and that each town would be expected to pay their own costs, including debt service and operating costs. .
Selectman's Report:
Dick reported on several projects:
STEAP Grant: The Senior Center Bridge & Canoe Brook Restabilization project and the Town Garage Site/Storage Shed project are progressing nicely. The Town is requesting STEAP grant reimbursements as the projects progress.
Boat Ramp: We have received DOT and DEP approvals and are moving into obtaining local approvals.
Highway Director: The Selectmen will interviews for candidates for the newly-created position of Highway Director. Roger Cannavaro will continue as Road Foreman. Two recent retirees have allowed the Town the option to fill this position, which the Selectmen feel will greatly benefit the Town.
Executive Session: The Board entered Executive Session at 6:30 p.m. to discuss possible real estate acquisition.
The Board re-entered the Regular Meeting at 7:00 p.m.
The meeting was adjourned at 7:01 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
September 17, 2006
Present:Finance: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen
Selectmen: Richard Sears, Nicholas Solley, Mark Lyon
Treasurer: Linda McGarr
Minutes: Minutes of the 8/21/06 meeting were corrected to read as follows:
Building Inspector: He is pleased to report the Town (delete: "has the highest score in the State.") (add: "has one of the best ratings in the State.") Minutes accepted as corrected.
Treasurer's Report: Accepted as submitted. Linda reported interest rates remain good.
Tax Collector's Report: Accepted as submitted. The Tax Collector will be asked to provide a monthly report showing any variance in bank deposits and the monthly collections report.
Financials:
General Fund: Income and expenses were reviewed and accepted.
Capital Fund: Income and expenses were reviewed. Anticipated grants for approved projects will be added to Capital Fund report. It was understood by all that grant-funded projects would not be undertaken until it is assured the grants will be forthcoming. For that reason, the approved net amount, as opposed to the approved gross amount of the projects, is transferred annually from the General Fund to the Nonrecurring Capital account. Report accepted.
Old Business: Jack Field updated the Board on estimated costs of renovating the three elementary school buildings, the build to suit option, the two-school combination and the single school in Roxbury. If each town were to construct its own building, the towns would not be eligible for reimbursement, nor responsible for the efficiency or cost of building space. According to the Superintendent's recent estimates, the total "head to head" cost savings for a single school vs. operating the three elementary schools based on 2006-07 salary and benefit figures would be approximately $865,602. It is estimated this amount would escalate each year at a rate of 4.5%. It is important to keep in mind that operating costs would dwarf construction costs over the years. Michael questioned if an economic impact analysis had been done on what it would cost to lose a school. The Board of Education will continue deliberating on this issue.
Selectman's Report:
Town Projects: Two bids have been awarded for projects that will begin this fall: the Town Garage Building & Site Work project and the Senior Center Bridge & Canoe Brook Stream Stabilization project. Bids were higher than anticipated and the Selectmen recommended an additional appropriation of $20,000 be considered at the October 3rd town meeting to offset the Town Garage project cost. The Board of Finance agreed with this recommendation, which will be included on the agenda for the town meeting.
Highway Department Personnel: Dick reported the Board of Selectmen is considering reorganization in the Highway Department. The management skills and responsibilities necessary in running this department have increased measurably over the years. The Selectmen have reviewed the current organization with the Road Foreman to address these issues, and it was agreed to establish the position of Highway Director. The position of Road Foreman will continue. Two recent retirements will allow funding within the current budget for the new position, as well as funds for snowplowing for winter storms. A minimum of 10 years experience for this position will be required. Dick has spoken with DOT officials at length regarding the proposed position. They agree a professional will be most beneficial to the Town. Michael suggested a standard be established to measure the efficiency of the highway department, with reports provided to the Selectmen.
Building Official: Dick reported the Selectmen met with the Building Official regarding the renewal of his contract. The current agreement for 74% of building fees collected will continue; however, Mr. Jenks will provide an additional 16 hours/week for clerical service to the Town. The Board supported this arrangement.
Executive Session: The Board unanimously voted to enter Executive Session at 6:25 p.m. The Board reentered the regular meeting at 7 p.m.
The meeting was adjourned at 7:01 p.m.
Respectfully submitted,
Kathy Gollow
Secretary
August 21, 2006
Present:Finance: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen
Selectmen: Richard Sears, Mark Lyon
Guest: Building Inspector: Bill Jenks
Valerie Friedman
Building Inspector: Dick Sears introduced William Jenks, who provides contracted building inspection services for the Town. Costs for these services are currently based on 74% of the income received by the Town from building permits. The Town retains 26% of the income, which offsets clerical and benefit costs for town personnel, as well as office expense. This contract is up for renewal as of October 1, 2006. Mr. Jenks has served the town for sixteen years.
Mr. Jenks reported statistics from the Building and Fire Departments are reviewed every five years by the ISO for insurance purposes. The significance of the ISO rating is based on each town's scores, which set the rates that consumers pay for their insurance. He is pleased to report the Town has the highest score in the State. The ISO suggests towns use the enterprise system of establishing a separate fund for all Building Department income and expenses. This would make budgeting in this area unnecessary, as the fund would never be a negative amount. Fees are intended to substantially cover costs of operating the department. He suggested excess funds could be used to upgrade the building, especially the land use area, which is sorely lacking in space. He noted the current phone system provides problems as cell phone service is not available in town, which sometimes causes missing of inspections. Mr. Jenks compensates his employees for continuing their education to upgrade their certifications. The Board appreciated Mr. Jenks report and will take his suggestions under advisement for future budgeting.
Minutes: Minutes of the July 17th meeting were accepted as submitted.
Treasurer's Report: Accepted as submitted.
Financials: Accepted as submitted.
Ex-Budget: Jack Boyer made a motion that funds remaining from the following ex-budget expenditures approved in the 2005-06 fiscal year be continued into the 2006-07 fiscal year budget: Hydrants: $4,981. Education Steering: $3,101. Michael Jackson seconded the motion. Motion unanimously passed.
Transfer to Capital Account: Jack Boyer made a motion that the net amount of $927,050., as approved at the May, 2006 town meeting, be transferred from the General Fund to the Nonrecurring Capital Fund for capital projects as outlined in this year's budget. Michael Jackson seconded the motion. Motion unanimously approved.
Selectman's Report: Dick Sears reported a savings in electric costs of 26% has been realized from the Town's joining with Bay State Consultants for electrical services. This amounts to approximately $5,000 for the past year.
Executive Session: Jack Boyer made a motion to enter executive session to discuss real estate considerations. Michael Jackson seconded the motion. The Board entered executive session at 6:15 p.m.
The Board reentered the Regular Meeting at 6:45 p.m.
The meeting was adjourned at 6:45 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
July 17, 2006
Present: Finance: Barbara Brown, Jack Boyer, Jack Field, Michael Jackson, Rex Swain
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Mark Lyon
Treasurer: Linda McGarr
Guest: Valerie Andersen, Board of Education memberChairman Michael Jackson called the meeting to order at 5 p.m.
Minutes: Minutes of the June 19th meeting were accepted as submitted.
Treasurer's Report: (Attached) Accepted as submitted. Linda noted better interest rates continue.
Financials: (Attached) The 2005-2006 year-end cash reports were reviewed. While General Fund Expenses exceeded budget expectations by over $200,000, mainly due to fuel, electric and legal fee costs, income also exceeded budget expectation by over $700,000. This resulted from higher interest from investments, FEMA & STEAP grants, taxes and town clerk income. Building Department and Police private duty exceeded anticipated expenses as in the past, but were again offset by income in these areas. It was agreed that following completion of the audit, funds remaining in the Accident & Health Insurance area would be transferred a separate Self-Insurance Fund. This would be used to cover limited outpatient surgical costs that have been eliminated in the health insurance package. Also following the audit, it was agreed that interest received in the Capital account would be transferred to the General Fund.
Town Boathouse/Ramp Renovation Update: Dick reported this project continues to advance. The Town's engineer is in the final stage of completing plans for the ramp in accordance with DEP specifications. Nine diagonal parking places are proposed, which have been approved by the DOT for their impact on Route 45. The Town will begin the town land use application process once specifications are complete. Completion of application approvals are anticipated by this winter with construction planned for next summer. In accordance with the Agreement, the DEP will provide a $100,000 grant toward the reconstruction of the ramp area. Costs for this first-phase include reconstruction of the ramp and demolition of the boathouse, which currently are estimated at $200,000. Budget includes:
$30,000 approved in the 2005/06 f.y. for engineering, with $30,000 reimbursement anticipated from a LOCIP grant $200,000 approved in the 2006-07 f.y. for reconstruction of the ramp and demolition of the boathouse, with the $100,000 DEP grant and $100,000 in LoCIP grant reimbursement anticipated. Another $100,000 is scheduled in long-term planning for consideration in next year's budget. Dick noted the boathouse is used for storage of LWA boat and equipment, while the basement is used by taxpayers for kayaks, etc. for a fee. It also houses the pump that runs the Lake's water purification system. Region 12 Budget Surplus: Rex reported Region 12 is discussing their entitlement to a percentage of the net budget surplus after all bills are paid for the previous fiscal year. Surplus funds have usually been returned to the three towns. Valerie Andersen, member of the Board of Education, reported the Board had voted 10-1 that this is allowed by Connecticut General Statutes. They had been informed that the Boards of Selectmen and Finance were in agreement. The amount under consideration is approximately $168,000, but up to $175,000 is allowed. It was felt by the Board of Education that these contingency funds remaining could be used toward construction of a new track. Michael will draft a letter to the Board of Education chairman. Valerie noted the vote on this matter had been tabled until their next meeting.
Selectman's Report: Dick suggested he would like to invite Building Inspector Bill Jenks to the next Board of Finance meeting. His four-year contract will be completed in September and he felt the Board should meet with him to learn the history and inform themselves of the workings of this Department prior to entering into further contract. The Board of Selectmen will review information provided by Mr. Jenks and would like feedback from the Finance Board. A copy of this information will also be forwarded to the Finance Board.
Region 12 Building Options: Valerie Andersen suggested the Finance Board consider further discussion of various options with regard to the school building matter, including the option of "build-to-suit." She presented information she had prepared on this issue. The matter was discussed at length and all recognized the various difficulties in reaching an agreement between the three towns. Members will forward their comments to Jack Field.
The Board entered Executive Session at 6:15 p.m. The purpose of the Executive Session was to discuss possible real estate considerations of interest to the Town.
The Board re-entered the Regular Meeting at 7 p.m.
The meeting was adjourned at 7:01 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
June 19, 2006
Present:
Finance: Michael Jackson, Barbara Brown, Jack Boyer, Jack Field, Rex Swain, Craig Schoon
Alternates: Liddy Adams, John Allen
Selectmen: Richard Sears, Mark LyonMinutes: Minutes of the following meetings were accepted as submitted: April 17, April 24, May 4 budget hearing, May 4, May 15, and May 18.
Treasurer’s Report: (Attached) Accepted as submitted.
Tax Collector’s Report and Suspense List: (attached) The Board reviewed the tax collector’s recommended Suspense List and authorized the transfer of uncollectible uncollected property taxes to the suspense tax book in the amount of $9,904.88, in accordance with law.
Financials: (attached) Year-end estimates for the General Fund were discussed. It was noted 27 pay periods would be included in the 2005-2006 fiscal budget. It is anticipated expenses will exceed budgeted amounts in the General Fund, due mainly to fuel costs and legal fees; however, it is also estimated income will exceed the budgeted amount. In the Nonrecurring Capital Fund, anticipated grant funds are received as work is completed on various projects. As usual, funds in specific projects carry over to the following fiscal year until specific capital projects are completed.
Old Business: Discussion was held regarding employee health and dental insurance costs as it was felt the Town cannot sustain the current levels of increase. For this year, the Health insurance program will remain the same for employees: no premiums will be deducted from payroll; co-pays and deductibles will stay the same.
Dental: The Board of Finance and Selectmen agreed to ask employees to contribute a small payroll deduction to help contain increasing premium costs. Other concepts such as reduction of benefits, increased deductibles and co-payments were also considered. It was generally agreed that future costs of health and dental insurance will continue to rise and employees will increasingly be asked to share costs. The Selectmen will discuss this further and come to a decision on coverage.
In a further attempt to reduce costs, the Board discussed the establishment of a new fund to cover specific outpatient surgical costs that have been eliminated in the current health insurance package. Experience from the current year indicated this had proven positive in reducing costs. Jack Boyer made a motion that a Health Reimbursement Fund be established using those funds remaining in the insurance line following the annual audit. It is estimated this will be approximately $20-25,000. Further contributions to the Fund will be considered annually and would depend on the experience of each year. Michael Jackson seconded the motion. Motion unanimously passed.
Jack Boyer made a motion to allow items not appearing on the posted agenda to be discussed. Barbara Brown seconded the motion. Motion unanimously passed.
Selectman’s Report: First Selectman Sears requested the Board consider entering Executive Session to discuss a potential municipal property transaction.
Jack Boyer made a motion that the Board enter Executive Session at 6:00 p.m. for the purpose of considering a potential municipal property transaction. Michael Jackson seconded the motion. Motion unanimously passed.
Executive Session: The Board entered Executive Session at 6:01 p.m. The Board reentered the Regular Meeting at 6:20 p.m.
The Regular Meeting was adjourned at 6:21 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
May 18, 2006
Immediately following the town meeting, the Board met to discuss the proposed mill rate. Chairman Michael Jackson called the meeting to order at 8:07 p.m.Present:
Finance: Michael Jackson, Jack Boyer, Rex Swain, Craig Schoon
Alternates: Liddy Adams, John Allen
Selectmen: Richard Sears, Mark Lyon, Nicholas Solley2006-2007 Mill Rate: The Board had reviewed long-range assumptions for the various mill rates prior to thee meeting. Having done so, Jack Boyer made a motion to set the 2006-2007 fiscal year mill rate at 12. John Allen seconded the motion. Motion unanimously passed.
The meeting was adjourned at 8:08 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
May 15, 2006
Present:
Finance: Michael Jackson, Barbara Brown, Jack Boyer, Jack Field, Rex Swain, Craig Schoon
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Mark Lyon, Nicholas Solley
Treasurer: Linda McGarr, Reese Swanson
Guests: Tom & Betsey Burke
Minutes: Minutes of the April 24th, May 4th budget hearing and May 4th meeting will be considered at a future meeting.
Treasurer's Report: Interest rates are increasing. Report accepted as submitted.
Fire Co. - Hydrants: The Board received a letter from Duncan Woodruff, Chairman of the Water Resources Committee of the Fire Department, seeking funding for installation of three dry hydrants. Matching funds of up to $1,000/hydrant for three hydrants are available on a first-come, first-served basis from the D.E.P., Department of Forestry. The WVFD has obtained permission from landowners and approval from the Wetlands Commission for this purpose. They have previously obtained other grants and have installed hydrants in two private ponds for use during firefighting. Installation of these hydrants would also benefit neighbors in these areas. Duncan requested the Board approve $6,000 to pay for three hydrant kits. Members of the WVFD will install the hydrants. Mark Lyon, speaking as a fireman, recommended approval of this worthwhile project. Jack Boyer made a motion that an ex-budget appropriation not to exceed $6,000 be approved for the current 2005-2006 fiscal year toward the purchase of three dry hydrants, noting the Town would be reimbursed through this grant for up to $3,000 for the three hydrants. Michael Jackson seconded the motion. Motion unanimously passed.
Insurance Budget: First Selectman Sears reported health insurance rates for the coming year will rise 4% as opposed to the 10% anticipated, with no change to the program. Changes to deductions and co-pays have been made in previous years in an attempt to reduce costs. He noted the Town's agent recommended consideration be given to self-funding the dental portion of the program. Current costs are $21,600 for 22 employees. He recommended two possibilities: Setting aside $22,000 in a self-insurance fund, with each employee having a maximum benefit of $1,000 to be used for the employee and/or family. This would costs a maximum of $22,000. Setting aside a family cap. e.g. single/$500; couple/$1,000; family/$1,500 (which would also allow one person in the family to use the $1,500 if major dental work were necessary). Currently, each individual in a family is at $1,000 maximum. It would be necessary to determine the number of participants involved before a cost could be determined. Our agent will obtain experience records for the group. Suggestions included further analysis of the single/couple/family structure, addressing the health insurance plan, offering dental insurance with patients paying more, and pooling with other towns. It was agreed that funds remaining in this line item at the end of the fiscal year would be transferred to a separate account. The Selectmen will continue to review the options.
Education/Renovation: Resident Tom Burke reported he would attend the Board of Education meeting to recommend that each Town pay renovation costs for their own building. He asked for the Board's permission. While the Board noted it was not necessary to obtain their permission nor could they tell Mr. Burke what to say, they appreciated his enthusiasm in trying to come to an equitable solution in this dilemma.
State Board of Elections Commission: Michael reported he had provided the State Board of Elections with information requested on behalf of those members of the Board who had been contacted. This information had been reviewed by counsel. The Board will await a response.
Building Permit Fees: Nicholas Solley reported the Selectmen will propose an increase in building permit fees at the forthcoming town meeting. After all fees were reviewed, changes were made in only two areas: Fees will increase from $20 to $30 for the first $1,000 of building value and from $6 to $9 for each additional $1,000 in value or part thereof. Fees have not been increased in six years and the Town's fee schedule, when compared with other towns, indicated ours were low. Mark Lyon reported the Building Inspector had provided a statement of his expenses, which included salaries for his employees, insurances, fuel, etc. He also provided facts on towns that do not use a contracted service and felt Town's costs would be much higher if the building inspector were a town employee.
Communication Received: Resident Tony Bedini's letter was read regarding the upcoming school renovation referendum. He questioned if the Board planned to publish a summary of the projected costs to the taxpayers of proposed monies to be spent on school renovations or other school related projects. He felt their previous publication was extremely helpful, informative and a valuable service. He felt that in all the hype that exists during these emotional issues, the straight talk that the Board provided is invaluable. He felt any criticism they may have received in the past for spending taxpayers' money to print and mail the information is "hogwash" and felt it is most important that they provide this information. The Board appreciated Mr. Bedini's comments. They felt the long-range assumptions that had been provided to the public are informative and it is their responsibility to do so.
Appointment of Auditor: The Board discussed the need to solicit audit proposals for the 2005-2006 fiscal year. It was suggested responsibilities in municipal accounting have changed and the Board should be brought up to date on these. It was agreed the current auditor, Charles Heaven & Co., was extremely professional, knowledgeable and experienced. Jack Boyer made a motion to appoint Charles Heaven & Co., Inc. of Waterbury as the auditor for the 2005-06 fiscal year. Rex Swain seconded the motion and the motion was unanimously approved. Consideration may be given in future years to soliciting proposals if the Board feels it is in the best interest of the Town. Charley Heaven will be asked to update the Board on any new requirements.
Mill Rate: The Board reviewed their long-range assumptions. It has been the Board's policy to make these assumptions available to the public during discussions of the budget. It has also been the Board's policy to maintain a minimum General Fund balance to cover 1 1/2 months expenses. Following this year, it is estimated the fund balance will be reduced to only allow 1.7 months expense to remain. It was felt the pressure on taxes will increase over the next several years, with expenses increasing by $1-$1.3 million over the next 2-3 years, depending on the schools. This could lead to a possible increase of 4 mills over the next three years. Michael suggested the Board continue to keep a buffer in the fund balance to maintain the mill rate at a more steady position rather than budget to put the Town a little further in the hole. The Board agreed an increase would be necessary for the coming year, as they had worked to maintain the same mill rate over the past three years. The mill rate will be set following the town meeting on May 18th.
The meeting was adjourned at 5:50 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
May 4, 2006 (Meeting)
Present:
Finance Board: Michael Jackson, Chairman, Jack Boyer, Jack Field
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Mark Lyon, Nicholas SolleyThe Board discussed the request from the Inland Wetlands and Zoning commissioners for additional support for their personnel and volunteers.
The Board of Finance questioned if the proposed solution of additional enforcement hours and secretarial assistance would solve the problem. Questions raised were:
Is the Wetlands Commission following their own regulations in addition to the state law? Would the current enforcement officer take on a full-time position? Does he have obligations to another municipality? Selectmen Mark Lyon and Nicholas Solley noted they supported this request and anticipated the increase to be $27,000. They felt the two Commissions had demonstrated their need for additional hours for the enforcement officer, as well as secretarial assistance, which would enable the Enforcement Officer and Land Use Coordinator to focus on their responsibilities. First Selectman Richard Sears stated he was also in favor of their request. He noted the Commissions are overworked due to an onslaught of people who are acting illegally.
It was felt by members of the Finance Board that they need to know more about what is going on with the Wetlands Commission than they know. Michael Jackson questioned if some of this work was being created and suggested an analysis be done, as well as a strategy for the future.
First Selectman Sears noted we want to protect our natural resources. Our commissions are essentially following the law.
It was agreed to approve this addition to the proposed General Fund budget in the amount of $27,000, with the proviso that the results of these additional hours be monitored. The lawsuits will be monitored, as well as the effectiveness of the additional hours in assisting the commissioners in making decisions.
The Board unanimously agreed to present the total General Fund proposed expenses for the 2006-2007 fiscal year in the amount of $3,677,320. and proposed net expenses for the Nonrecurring Capital Expenditures Fund in the amount of $927,050 for presentation at the town meeting.
State Elections Commission: With regard to a letter received from the State Elections Enforcement Commission regarding a complaint filed by Jennifer Iannucci of Bridgewater alleging the misuse of public funds pertaining to the dissemination of a mailing in opposition to an April 25th Region 12 budget referendum, Michael reported he had spoken with the State's Attorney and will provide him with all information sent by the Board of Finance. He will keep the Board apprised of this matter.
The meeting was adjourned at 9:25 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
May 4, 2006 (Budget Hearing)
Present:
Finance Board: Michael Jackson, Chairman, Jack Boyer, Jack Field
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Mark Lyon, Nicholas SolleyFirst Selectman Richard Sears welcomed the public and explained the process followed by the Boards of Selectmen and Finance in preparing the proposed General Fund and Capital Fund budgets for 2006-2007.
A General Fund Expenditures budget in the amount of $3,650,320 (6.2%) was presented and a Nonrecurring Capital Fund expenditures budget in the net amount of $927,050 (-5.4%) was also presented. (Attached)
Mr. Sears reported the increases resulted mainly from:
A 3.5% overall payroll assumption. A 30-40% increase in energy costs, including fuel oil, electricity and diesel fuel. A $53,000 increase in pension contributions, due mainly to a change in assumptions used to calculate pension requirements and shortfall in previous deposits. Health Insurance - The Selectmen's original estimate of a 10% increased had been reduced to 5% by the Finance Board. Higher deductibles, co-pays, and self-insurance will be reviewed with the Town's agent in an effort to reduce costs. While it is hoped the burden of these costs will not have to be shared by the employees, this may result. Highways: Increase in costs of diesel fuel, materials made with petroleum products, hauling salt and sand. Sanitation: New three-year contracts have recently been signed for hauling municipal solid waste, recycling and demolition materials, as well as the operation of the transfer station. The Selectmen feel these all are solid contracts and have good experience with the contractors. Parks & Recreation: Increase in budget due to additional maintenance/security needed for pavilion bathrooms, walking path, etc. Police: Budget has been reduced due to retirement of full-time police officer Ron Dorazio being replaced with part-time officer Lee Levesque. Lee also serves part-time as the Building and Property manager. Lee comes to the Town as a fully trained officer. There are no health insurance costs. Building Department: Building Inspection is a contracted service. Expenses for this service are 74% of the fees received by the Town. All personnel costs involved with the inspections are covered under this contracted service, except one 8-hour/week secretary, which is covered by the Town. This contract is due for renegotiation in the Fall. It is difficult to budget costs in this area since housing starts and future construction values are unknown. It has been the policy of the Board to use a net budget number in this area. Pension: A motion will be presented at the May 18th town meeting to approve $83,000 as a one-time deposit to the Town's Pension Fund, based on recommendations made by the pension consultants. This deposit would bring the Pension Fund up to par. Changes in assumptions in interest and compensation amounts have been made by the Pension Committee during the past year to better reflect today's requirements. This also resulted in a larger budget for the coming 06/07 fiscal year. Changes in the current pension plan regarding the elimination of private duty compensation used in the calculations are being considered for the future. It is felt employees have the option to choose private duty employment as opposed to overtime employment, which is mandatory. Costs for private duty are also reimbursed to the Town. Suggestions from the audience also included a cap on overtime; however, the Selectmen did not agree as most overtime is in the highway area, which is mandatory for winter storms. Land Use Enforcement Issues: Selectman Nicholas Solley reported he and Selectman Mark Lyon had met with representatives from the Zoning and Wetlands Commissions regarding additional time for enforcement services. They had presented their reasons well and the Selectmen support them in their request for additional hours for both secretarial and enforcement personnel. They felt the need is there and the current staffing cannot handle the workload. Volunteers are attending meetings that continue into the wee hours, which is beyond the call of what should be asked of volunteers. Mark Picton, chairman of the Inland Wetlands Commission, noted while the workload has increased, the quality of land has decreased. Developers are presenting more aggressive plans. The Wetlands Commission is unable to keep up with these demand and more than half of their workload is dealing with violations and enforcement issues. The enforcement officer does not have enough time to spend in the field to catch things as they are happening. He felt increasing this position to full time is what is required if the Commissions will be effective in enforcing state mandates. He noted the commissioners take their jobs very seriously; but without adequate administrative support, the long hours that they spend are, in large part, going to waste because they are always trying to catch up with things that have already happened. Projects that have been approved are not completed in the way they have been approved. The Commission had reviewed the duties of the enforcement officer, as well as the additional secretarial needs, to insure that the work be done efficiently. A letter to this effect had been presented to the Selectmen. Mr. Picton felt the Town is getting a bargain by having dedicated volunteers working all over town. They are the backbone of the Town's life and government. He felt the most important thing the Town could do is to support them in the administration department. Volunteers, who are currently maxed out on volunteer time, cannot take on administrative work as well. David Owen, chairman of the Zoning Commission, also expressed the needs of the Zoning Commission. While their needs are less graphic, they feel the same dilemma. The Commissioners are doing the enforcement because of the lack of time provided to the enforcement officer. He noted the state statutes give a great leeway to creating regulations but no leeway to insuring that applicants comply with them. The Zoning Commission this year will seek a town ordinance that gives them the ability to impose fines on those who are not complying. As they attempt to gain some effectiveness, the need for enforcement is increasing. Mr. Owen noted it has been a huge help to have the assistance of both Enforcement Officer Michael Ajello, as well as Land Use Coordinator Janet Hill, who is incredibly knowledgeable. He felt this is something that the Town must do. John Allen noted there are currently 17 hours in the Wetlands enforcement area and 10 in the zoning enforcement area. An additional sixteen for secretarial services is also included in the forthcoming proposal. He asked exactly what the commissioners were requesting. They noted they are requesting 40 hrs/week for enforcement, administrative and decision-making support for the position of enforcement officer in the zoning and wetlands areas, which the Selectmen had estimated would add an additional $27,000 to the budget. This would include health insurance and taxes. Tony Bedini, a member of the Wetlands Commission, spoke on behalf of the amount of time that is put in by volunteers for Wetlands. This included 22 meetings/year and 77 site inspections over the past year. Three/four commissioners will do each inspection and write a report. Meetings are running up to seven hours as of late due to the magnitude of the applications. Minutes of meetings have averaged 18 pages of single-spaced typed written material. They are currently reviewing 22 violations. Since there is insufficient time to review each permit, they are unable to review the work involved. Many items of the permit are changed after the fact. Applicants have had to attend meetings for 3-4 months because sufficient information is not provided due to the lack of time available for review of the applications prior to their meetings. Valerie Andersen noted she had attended many of the land use meetings and agendas runs very late. She urged the Board to consider the addition of these hours for land use. She noted the Town professes to want open space, to conserve our land and to conserve the rural character of the town. This is the first line of defense. While no one likes big government, this is very proactive and we have to protect what we now have. She felt seriously this is a clear and present danger. It was noted that the Boards of Finance and Selectmen have taken this into consideration and had come to understand the need for this additional assistance. They had agreed with the need for additional staffing by including sixteen hours to provide secretarial assistance to relieve the two administrators for their tasks.
Barbara Carey suggested the Town would be better off approving this request for additional enforcement hours than paying legal fees to fight lawsuits. She felt thousands of dollars could be saved if violations could be stopped before they occur. Michael Jackson noted that he works with Steep Rock and they are uniquely sensitive to these issues. All of these things have to be put into some financial context or we cannot have a budget. With the projected budget, if we did not change the mill rate we would have a $1.5 million dollar deficit. School construction budget would be in addition to that. While the Grand List is growing nicely, it does not cover all that we want to do. It is a constant tension. There will be a tax increase. How large, we do not yet know. The entire series of expenditures with the increase in the school budget must be taken into consideration.
Jack Boyer questioned the procedure to be followed. It was noted the budget cannot be changed at the town meeting and decisions are to be made that evening by the Board of Finance. Michael Jackson explained the process is that the Board of Selectmen must make a recommendation to the Board of Finance on the subject. This must be made tonight and they would consider it. While the Board of Selectmen had not passed a motion at their earlier meeting, they agreed to meet with the Finance Board on this issue at their meeting following this budget hearing.
Valerie Friedman of the Zoning Commission noted she supports this issue. She noted there are issues of enforcement before the Zoning Commission that they do not pass on to the Enforcement Officer. His burden is enormous; and given the responsibility of his job, she does not know how he can do it in forty hours. She urged approval by the Boards as they do not have the manpower to audit the applications and the importance of doing so. First Selectman Sears asked if they had the sense that the people of the Town would support this. He noted the Selectman had labored over this. Mark Picton noted the efficient administration of the Land Use regulations is of importance to the residents, not only to the applicant. This town can afford to do this and it cannot afford not to do it Jack Field of the Finance Board asked if this increase would make a difference as he felt it was very modest. He questioned if the commission had any sense as what it really takes to do this job. David Owen noted to get perfect compliance you would have to spend 100% on it, but he felt completely confident that this would not be wasting money. We are at the point where we could make very feasible improvements; plus, it would ultimately relieve legal costs. As the Town grows, the pieces of property are more difficult to build on and are more difficult to permit. If something needed to be cut, he would cut his budget. First Selectman Sears again questioned if he understood the public's sentiment. The larger contest is about growth and development and the growing pressures that we will be facing. The Selectmen agreed to the additional funding of $27,000 to be distributed among the Zoning and Wetlands enforcement salary line, the health insurance line and the required tax line items.
There being no further comment on this issue, Selectman Nicholas Solley addressed the proposed Nonrecurring Capital items.
Mr. Solley noted the proposed Road Program includes net expenditures of $310,000, the Vehicle & Equipment area includes net expenses of $290,000 and the Building and Property area includes net expense of $327,050 for a gross total of $1,296,050. This would be offset by $369,000 in anticipated grants, for a net total of $927,050, a 5.4% decrease in capital from the previous year.
Roads: Recent increases in the cost of oil affect many of the road expense areas. $150,000 in Town Aid Road grant funds will be used to offset costs. Tony Bedini noted the Wetlands Commission had spent a great deal of time addressing the Town of New Milford on the impact a recently-approved 76-unit development would have on Walker Brook Road. He questioned if there were funds in the budget to address this. Nick noted there were no funds budgeted for this purpose but if damages were to occur as a result of this development, the Town would have the right to seek reparation.
Vehicles & Equipment: A proposed expenditure of $125,000 is included toward the purchase of a new pumper/tanker that will replace a 1983 pumper/tanker. This would be the first payment of two payments proposed over the next two years. The Fire Company will also provide an additional $50,000 toward this purchase. A highway truck will be replaced according to the long-range vehicle replacement plan.
Building & Property:
Beach/Boat Launch/Boat Storage: Phase 1 of the renovations in the beach/boat launch area will be offset with anticipated LoCIP and DEP grants.
Bryan Plaza: Valerie Andersen noted that Bryan Plaza had been a capital item proposed several years ago and had been carried over but was not shown in the current year's proposal. Nick noted the Selectmen did not see any change within the next year; therefore, it has not been included.
Depot Firehouse: With regard to the Depot Firehouse, Ms. Andersen noted the proposed office relocation would create a double hit - cost increases to relocate, as well as loss of income from the current rental of the first floor of the firehouse. Nick noted the lease on this area is due to expire at the end of October. Due to the overcrowded situation in the lower level of the town hall, it is hoped to move the police into the first floor of the firehouse, adjacent to their current garages. A portion of the Land Use offices would be moved into where the police area is vacated. The Town will continue to receive income from the rental of the upper level of the firehouse.
Land Acquisition/Housing: First Selectman Sears reported two ordinances had previously been approved with regard to land acquisition for open space and housing. An additional ordinance had also been passed to establish a Fund for Open Space. He noted the ordinance set up for Housing was to be used to obtain land for affordable housing; however the Fund had not as yet been set up. The newly-appointed Housing Commission will develop the actual fund to be used. The funds that have been approved have been specifically designated for that purpose. Valerie Andersen felt this was a budget item to be used by the Housing Commission; and should be in the General Fund. It was noted this is not a General Fund item, but rather a capital item, similar to that of Open Space Land Acquisition. The money is held aside until the Housing Commission brings it forth at a town meeting. The purpose of the $50,000 is to provide seed money for investigating parcels of land that might be used for future housing projects in town when and if they were found. i.e. Dodge Farm. The Town had advanced funding for this project, which the Housing Trust returned to the Town. Previous town meetings had approved $75,000. This remains set aside in the Nonrecurring Capital Fund. If the proposed capital item is approved, a total of $125,000 would be available for use. Dick noted the Housing Commission, which is the conduit for this, does not approve the funds to be spent; but rather gathers information for use in making decisions.
Valerie felt we are funding a Town Commission and that there is no way set up to spend the money. She suggested either changing the ordinance or deleting the proposed appropriation from the capital expenditures. She did not feel it is enough to buy property.
Peter Tagley noted that several months ago the Town had the opportunity to purchase a large piece of land. He questioned if there is no program, how is it determined how to spend this money. It was agreed by all that it is a cumbersome process, with many steps needs before it is presented at a town meeting for consideration.
Michael Jackson referred to the purchase of the Meeker Swamp property with the assistance from the Town. With Steep Rock spearheading this project, the Town had approved a special appropriation of $500,000 toward this purchase, thus allowing this important piece of land to be taken off the market. The Town did not want to get into this position again; and it had been decided at previous town meetings to anticipate this spending and set funds aside annually for this purpose. While it is unknown when another piece of land will become available, it is felt the Town would be in a more secure position to have these funds in place. It was noted the Open Space Committee of the Conservation Commission keeps track of land that could become available.
It was agreed that a better way must be found to avoid this cumbersome process to purchase land as it becomes available. Peter noted every piece of land protects the Town from overdevelopment. It is obvious that development is coming up Route 202; and that in order to be effective, all parts of the Town must be considered.
Valerie Andersen again questioned how the $50,000 would be accessed. It was noted these funds are set up as a proactive measure to investigate possible lands and prepare information for the Town to consider. She suggested the appropriation not be made this year and these funds be allocated toward the General Fund Land Use expense needs.
Dave Thomson questioned if it was worthwhile to put $125,000 in the capital fund this year for the Walker Brook Bridge if development is anticipated in this area. It was noted the bridge is worth repairing now and construction will not be in that area of Walker Brook Road. Nicholas Solley noted the Nettleton Hollow Road Bridge is scheduled for replacement in the summer of 2007. The State has noted Walker Brook as in need of repairs; therefore, funding for this project should remain in the budget. Dave suggested reducing this line item by $27,000. It was noted that typically the Town does not borrow money from the Capital Fund to fix something in the General Fund.
The Board noted their thanks to the public for the best turn out in years. The hearing was adjourned at 9 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
April 24, 2006
Special MeetingPresent: Members: Michael Jackson, Chairman, Barbara Brown, Jack Field, Craig Schoon, Rex Swain
Alternates: John Allen, Liddy Adams, Jim Brinton
Selectmen: Richard Sears, Mark Lyon
Press: Rebecca Ransom, Litchfield County TimesThe Selectmen presented changes made to the proposed 2006-2007 General Fund budget that was presented to the Board of Finance at their last meeting on April 17th. These included:
003: Tax Collector:
Change in hourly rate for Assistant to $12.75. Total - 500 hours . $6,375.
Membership/Education - Reduced to $500.
Postage: Reduced to $3,000.
Legal Fees: Reduced to $500.
Total: $50,245.004: Town Clerk:
Postage: Reduced to $1,250.
Indexing Land Records: Reduced to $10,500.
Total: $$67,522.008: Elections:
Membership/Education: Reduced to $600.011: Planning:
Legal Fees: Reduced to $700.
Consultant: Reduced to $2,000.012: Zoning Commission:
Consultant: Reduced to $2,000.
Legal Fees: Reduced to $1,500. Noted there is $6,000 in escrow.015: Historic District Commission:
Digital Inventory: Reduced to $100.016: Conservation Commission:
Secretary: Increase to $4,532. Increase 12 meetings to 24. (Conservation & Open Space)
Clerk: Reduce to $1,375: 100 hrs @ $10/hr - summer; $375 - 30 hrs - mapping @ $12.73017: Town Hall:
Oil burner/plumbing repair/septic: Reduced to $1,500.
Eliminate Pest Control: Reduced to $0; $5,000 to capital, no $400 maintenance agreement this year.018: Town Garage:
Repairs/Supplies: Reduce to $2,500.021: Office Expense:
Computer Support and Repair: Reduced to $1,200.
Reduced General Government from $1,268,878 to $1,242, 069.024: Fire Marshal:
Compensation: Reduced to $18,000.
Expenses: Reduced to $1,000.
Reduced Public Safety from $28,846 to $425,846.031: General Maintenance:
Supplies: Reduced to $17,500.
Culverts/Catchbasins/Pipe: Reduced to $7,500.
Education/Safety/Class 1 Licensing/D&A Testing: Reduced to $5,000.
Reduced Highway Maintenance from $866,630 to $860,130.041: Parks & Recreation Commission:
Reduced Grounds Payroll to $9,240 for 660 hours @ $14/hour.042: Senior Center/Veterans Hall:
Office Supplies: Added $1,000.
Programs: Reduced to $1,250 (No charge for CHORE service.)
Reduced Recreation from $142,073 to $141,473.048: Annual Repairs:
Mileage: Reduced to $600.
Reduced Other Expenditures from $343,467 to $342,867.052: Social Services:
Social Services/Evictions: Reduced to $1,000.
Reduced Social Services from $4,775 to $3,775.020 Health Insurance: Discussion was held on health care costs. This Line item was reduced from $300,080 (10% increase) to a 5% increase of $263,087. The Selectmen will continue to seek reductions. The meeting was adjourned at 7:20 p.m. The budget hearing on the proposed budgets is scheduled for May 4th at 7:30 p.m.
** Changes have reduced the proposed 2006-2007 General Fund budget from $3,684,829 to $3, 650,320. The proposed capital budget remains at a gross expense of $1,311,050, with $369,000 anticipated in grants, for a new capital budget of $942,050.
The complete budget is available in the Town Clerk's Office and is posted on the signboard on the front of Town Hall.
Respectfully submitted,
Kathy Gollow, Secretary
April 17, 2006
Present: Members: Michael Jackson, Chairman, Jack Boyer, Barbara Brown, Jack Field, Rex Swain
Alternates: John Allen, Liddy Adams
Guests: Arthur Mulligan, The McKellan Group
Guests: Michael reported Bill Fairbairn, Chairman of the Washington Community Fund and the Town's Housing Commission, will attend a future meeting to update the Board on future plans for housing.
Minutes: Minutes of the March meeting were accepted with the correction to add Barbara Brown in attendance at the meeting.
Treasurer's Report: Accepted as submitted.
Tax Collector's Report: Accepted as submitted. Tanya will be asked to review calculation for taxes receivable.
Financial Reports: Accepted as submitted.
Old Business: As requested by the public, a letter had been prepared regarding the long range assumptions and the impact on taxes that could result from the April 25th school referendum on the buildings. Since many taxpayers do not receive postal patron mailings, initial letters were sent to those taxpayers with out-of-town mailing addresses. An application for an absentee ballot was included with the letter, which had previously been reviewed by counsel. Valerie Andersen, a Washington member of the Board of Education, had called the Board's attention to state statute requirements covering this mailing. Jack Field contacted the State Elections Commission, who clarified the requirements of this letter. The Board of Selectmen approved the mailing of this letter by the Board of Finance at their meeting on April 13th. A postal patron letter was mailed town-wide on April 17th.
Proposed 2006-2007 General Fund/Nonrecurring Capital Budgets: The Selectmen presented their DRAFT General Fund expenditures budget in the amount of $3,684,829, an increase of $247,193 over the current year, and their Nonrecurring Capital Fund Budget in the net amount of $942,050, the latter including $369,000 in anticipated grant reimbursement. The increase in the General Fund of 7.2% was due to:
A general increase of approximately 3.5% for employees, plus additional secretarial staff of 16 hours/week in the Wetlands area. Increases in energy costs for heating fuel, diesel and unleaded gasoline of about 30%. Increases in health and dental insurance of about 10%. The Selectmen continue to work to reduce these costs. Increases in Highway costs involving fuel, materials and steel. Increases in Sanitation including new three-year contracts. Increases in Parks and Recreation for additional work needed for grounds and the boat ramp. Increase in Pension contribution to $126,000 based on recommendation of pension consultants to bring Fund to current requirements. This is due in part to revised assumptions that are more in keeping with current funding requirements. A decrease was noted in the Police area as the Town will now have two full-time officers and one part-time officer as compared to our previous three full-time officers. The new part-time officer comes to the Town with full police experience and will not require additional health insurance coverage.
Arthur Mulligan, the Town's agent for health/dental insurance, appeared before the Board and articulated on the ever-increasing costs of health insurance. He noted since the Town is eligible for health insurance through MEHIP (Municipal Employees Health Insurance Program), a savings of 1.75% is realized on the premium tax, as well as no service fee. It is anticipated the current premium would increase 12% if changes were not made. Last year, a program was designed where the Town provided self insurance for a one-day surgery deductible as opposed to including this in the coverage. This had reduced the premium measurably and has worked well for the Town as less than $2,500 has been spent. The Selectmen will continue to assess all possibilities with Mr. Mulligan, including employee co-pay, prescription drug coverage and increasing the self-insurance once this year's prices are made available. Reserving unspent funds in the self-insurance area will also be considered to reduce future costs.
In the Highway area, an analysis of stocked supplies was requested.
The proposed Capital Budget included increases due to:
Paving and Drainage - Increase in cost of materials, including asphalt, fuel, etc. Road Construction area will be offset with use of Town Aid Road Grant funds. Replacement of a 1983 highway truck. The Selectmen will continue to review the budget to cut expense wherever possible. A special meeting was scheduled for Monday April 24th to continue discussion. The meeting was adjourned at 7:15 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
March 20, 2006
Chairman Michael Jackson called the meeting to order at 5:00 p.m.
The Board welcomed Jim Brinton as a new alternate member of the Board.
Present: Board: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternate: Liddy Adams, John Allen (6:20), Jim Brinton
Selectmen: Richard Sears, Mark Lyon
Guests: Fire Co.: Dick Murchison (Chief); Duncan Woodruff (2nd Ass’t. Chief)
Gunn Library & Museum: Jean Chapin (Director), Phil Farmer (Board Chairman)
Ralph Averill, Tom & Betsey Burke, Ron Chute, Bonnell Lombardi, Betty Mullin, Mary Anne RimbocchiThe regular meeting was called to order at 5:15 p.m.
Budget Requests:
Washington Volunteer Fire Department: Chief Dick Murchison presented the Fire Company’s capital requests for the coming 2006-07 fiscal year, as well as their long-range plan through 2013. Their General Fund request had previously been submitted to the Board of Selectmen Included in this request is:
Replacement of Engine #7 - $250,000. (To replace ’83 Int’l. tanker – used life.) Blitzfire personal monitor nozzle - $2,775. Capable of delivering up to 500 gpm of water on a fire with one person. Essential due to the limited amount of manpower available at times. Life Safety belts (4) - $1,000. Used when operating above grade on a ladder, roof or above the first floor. Also part of Rapid Intervention Team used for firefighter rescue. Portable radios (15 radios, 7 chargers) - $12,010.96 Communications are an important link to personnel accountability and scene management during an emergency, whether it be a fire, accident or traffic control for same. Duncan noted while they have some older radios, the life expectancies of these are reduced. Personal protective gear (5 complete sets) $10,000. Complete gear to insure every firefighter will be “combat ready” with all essential protective gear required. Currently no size available in stock with current gear. Limited “shelf life” of approximately seven years. The Department’s long-range plan was discussed in detail. Historically truck replacement has averaged approximately every 2 ½ years, with an anticipated use of 25 years per vehicle. While these vehicles may not have high mileage, they stand fully loaded with water at all times, which is wearing on the chassis.
The vehicle proposed for consideration is a tanker/pumper. It is smaller than the truck previously included in their long-range budget as it is felt it would be more useful on smaller roads and driveways. Dick suggested the possibility of spreading the cost over a two-year period in an attempt to maintain a cap on capital requests. Duncan reported to delay the actual purchase until next year could affect a cost difference of approximately $13,000. Vendors have recommended the Town secure the chassis of the vehicle as soon as possible in order to prevent delays and to complete construction prior to additional federal regulations that will take effect in July of 2007 since it usually takes over a year to complete construction of a fire vehicle. Michael noted the fire company has a history of contributing toward the purchase of a new vehicle. Duncan reported they would be able to donate $50,000 toward the purchase of the new truck. Including two SCBA @ $4,000 each, the truck would total $285,000. Trade-in of the current vehicle chassis could also provide a reduction of about $15,000. The vehicle would be housed in New Preston.
Other long-range planning items include budgeting personal protective gear annually or for one large-scale purchase, as well as hose. A commercial vehicle to be used by officers on duty, as well as firefighters attending educational courses, etc. is also listed. It was suggested it would be less expensive to reimburse these firefighters for mileage. A set of the fire company’s financials will be made available to the Board. They are also working on a FEMA grant for the 09/10 year, which could eliminate SCBA Replacement estimated at $200,000 for that year. (The complete budget request is on file in the Selectman’s Office.)
Regarding the Town’s pension contribution and tax reduction for the firefighters, Duncan felt these do assist those who meet the requirements. Those who do receive the benefits are pleased; however, not all younger firefighters own property that is taxable by $1,000. Duncan suggested the Pension Plan could be ‘fine-tuned” to clarify some questions. He has been reviewing benefits in other towns; some offer a $1,000 tax reduction, a donation to a pension plan and a stipend of $5/hr for service. As an example, Duncan reported had attended 120 calls with 7-mile round trips from his home last year. A benefit such as the latter would be appreciated by all. Dick Sears commended the leadership of the WVFD and the great job done by all the firefighters.
Gunn Memorial Library and Museum: Phil Farmer and Jean Chapin presented the GML&M’s budget request for the 2006-07 fiscal year in the amount of $111,500. This is the second year of their five-year plan, which increases annually by 3%. The Town’s contribution represents 23.7% of this year’s overall operating expense of $456,200. Remaining funds are raised through an Annual Appeal, the Antiques Show, the Festival of Trees and a Book Sale, while endowment funds are used to balance the budget. In addition, a major capital expenditure was made this past year to paint the exterior of the building. Income from Library Luminaries has been dedicated to capital expenditures and Town funds are not requested for capital expense.
The Library and Museum provide an important service to the Town in terms of education and use. Open to all, some patrons contribute, while others do not. It is extremely difficult to forecast revenue. Volunteerism has saved them from large expenses. Phil reported the GML&M had reviewed the employee compensation and benefits over the past few years. He feels they have done well in raising lower income salaries for people who were making just above the minimum wage. A defined contribution pension plan has been instituted, as well as a health plan. They have been fortunate that the antique show and the annual appeal have exceeded their expectations for the past several years. The Board requested an historical analysis of their investment earnings, how Town tax funds used for the operating budget compare to those in contiguous towns and a comparison of their operating budget with other towns. This information will be provided. The Board thanked Jean and Phil for their efforts.
Guests: Guests addressed the Board regarding the recent referendum decision recommending the renovation of the three primary school buildings. Questions and concerns raised included:
Why many who supported the renovation of the schools in the referendum are now suggesting costs are too high. The renewal of the leases on the three buildings, which are scheduled for renegotiation by October. (It was noted the leases must be approved at town meeting and prior to applying for grants.) What impact the renovation costs will have on future mill rates and long-term projects that have been planned by the Town, i.e. Funding for open space, housing, etc. What impact the higher cost of operating the four schools and the debt service will have on the mill rate and long-range planning. With regard to the long-range impact, the Board noted long-range assumptions are prepared annually during the budget process for review. Due to the major funding impact of the renovation project, the public in attendance felt it is the Board’s responsibility to provide longer-term information to all taxpayers. It was suggested the Board provide a mailing with this information. The Board discussed this at length. They agreed the information provided by the Steering Committee in conjunction with the effect on the Town’s long-range projects and expenses could be used. The Board agreed to send an informational mailing to all taxpayers and that this mailing should not advocate a position on the proposed vote.
Treasurer’s Report. Accepted as submitted. (attached)
Tax Collector’s Report. Accepted as submitted. (attached)
Financials. Accepted as submitted. (attached)Selectman’s Report:
Dick reported information received from area towns indicates that income received from private duty employment is not used in the computation of pensions since this is the employee’s right to choose this additional work as opposed to overtime work, which is required by the Town. The Pension Committee will review this further..Dick reported federal regulations will soon require that large diesel trucks be fitted with additional equipment, which could cost the Town an extra $6-8,000 per truck. He requested authorization to proceed investigating the purchase of a vehicle as had been outlined in the long-range plan. Costs would be included in next year’s capital expense. The Board of Selectmen will pursue this further.
Dick reviewed the history of the Town’s police coverage. The Selectmen have recommended two full-time and one half-time positions for a total of 12 ½ shifts. These shifts would be offset by part-time officers to include coverage for vacations, sick days, etc. as well as private duty assignments. This will result in savings in this area of the budget.
Dick reported the Selectmen had voted to appoint Lee Levesque as a permanent part-time police officer. Lee currently serves as the Town’s Building and Property Coordinator for twenty hours/week. His twenty years of experience in police work and full training would benefit the Town. Dick commended Lee’s efforts as Building and Property Coordinator.
In order to better serve the public, Dick reported some changes are being considered in the physical locations for town personnel, especially in the land use and police areas.
Ex-budget: An ex-budget appropriation of $5,000. was unanimously approved to replace the fuel pump at the town garage.
The meeting was adjourned at 6:50 p.m.
Respectfully submitted,Kathy Gollow, Secretary
February 21, 2006
Chairman Michael Jackson called the meeting to order at 5:00 p.m.The Board met with Doug Greene and Jim Brinton regarding the position of alternate.
Present: Board: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternate: Liddy Adams
Selectmen: Richard Sears, Nicholas Solley
Guests: Jim Brinton, Valerie Friedman, Doug Greene
The regular meeting was called to order at 5:15 p.m.
Minutes: Minutes of the January 23, 2006 meeting were accepted as submitted.
Treasurer's Report: The Treasurer's Report was accepted as submitted. The Treasurer will be asked to provide comparative report on investments.
Taxes: The auditor will be consulted to clarify question on taxes in audit.
Town Pension Plan: Discussion over increased pension costs continued. The current Plan states "actual compensation" paid to employees. It was noted Private Duty time is a voluntary choice of the employees, while overtime hours in Highways and Police are mandatory and expected as part of their regular duties. It was agreed to investigate how this is managed in other towns. Data on the percentage of overtime and private duty time will also be provided to the Board. Rex reminded the Board that any change to the Pension Plan will not reduce the current pension expense.
Financials: Attached. It was noted invitations to bid will be prepared for roof replacement and painting of the Senior Center, as well as Transfer Station/Recycling contracts for 7/1/06-6/30/09.
Small Cities Grant/Dodge Farm Housing: Dick Sears reported a town meeting has been scheduled for February 23 to authorize him to file an application on behalf of the Washington Community Housing Trust to renovate the Dodge Farm Housing complex and to act as the authorized representative of the Town on behalf of the Trust. Since State funding had been used for the initial construction, the lowest bidders had been chosen for this construction and the Trust had not been allowed to raise rents to establish an adequate reserve to cover long-term maintenance costs. The Trust had approached the Town for assistance and it was determined that Town funds could not be used but use of this State grant would be valid. A public hearing was held in April and the Selectmen voted in August to give the First Selectman authority to sign a contract with the State on behalf of the Trust, with the Trust being a sub-recipient of the grant. It had been brought to the Selectman's attention recently that the Board did not have the authority to enter into this State contract and that a town meeting would be required. Michael noted the Board had not been informed of this and was concerned over the Town's liability. It was noted any cost in excess of the proposed $440,000 grant would be paid by the Trust. Anticipated costs include $350,000 for rehabilitation and renovation, $48,000 for design, architecture, engineering and hazardous materials and $45,000 for grant administration by L. Wagner Assoc., Inc. The Board agreed they should meet with the Housing Trust annually. They will be asked to attend the meeting in April for review of the budget for their three sites.
The Fire Company and Library will be invited to attend the March meeting to discuss their budgets.
Pension: Rex Swain questioned why the additional pension contribution had not been included on the Call for the March 23rd town meeting. Dick noted due to the urgency of this town meeting, it was felt this matter could be included in the regularly scheduled town meeting in May. Rex felt all town meetings should be held at the same time and evening meetings would be preferred. Dick will bring this up at a Selectmen's meeting. If a special town meeting is scheduled before May 16th, this item will be included on that agenda.
Selectman's Report:
Proposed 2006-07 Budget: Dick reported the Selectmen have been reviewing the assistance to the public in the Land Use areas, with the possibility of rearranging personnel next year to be of most assistance to the public. He also noted the Building and Property Coordinator has done an excellent job and has provided a savings to the Town as he is a skilled tradesman and does many of the projects himself. He is working on a long-rang budget for town buildings. There is also the opportunity to hire him for part-time police services as he is full-certified and has come highly recommended. This would reduce the current 15 shifts to 12.5/week and would result in a savings to the Town.
Ex-Budget Re-appropriation: The Board approved the re-appropriation of $4,730 as an ex-budget appropriation for an electric lighting project that had not been completed in the previous fiscal year. Jack Field so moved, seconded by Michael Jackson and unanimously approved.
Town Clerk Appropriation: It had been reported by Sheila Anson that she had received her annual State grant of $7,000 for preservation of Historic Land Records. However, there had not been a line item for this purpose in the Capital Fund. Since this would not result in any additional expense to the Town, the Board agreed a line item could be established for accounting purposes. Jack Boyer so moved. Rex Swain seconded the motion and it was unanimously approved.
Finance Letter regarding Educational Costs: Jack provided a DRAFT letter to the Board on the financial implications of the proposed school building projects. At the previous meeting, the Board had indicated they wanted to provide information to all Town residents in an unbiased way in order that they are thoroughly informed on the financial implications of the proposals as set forth. They felt it their responsibility to present basic and valid facts and assumptions in order to assist the townspeople in make an educated decision. Jack noted it is important that the Board has done its homework and feels that the data is accurate. The Board, as well as the First Selectman, endorsed the letter and felt it validates the Steering Committee's work.
Executive Session: The Board entered Executive Session at 6:40 p.m. to discuss the appointment of an alternate to the Board.
The Board re-entered the Regular Meeting at 6:45 p.m.
It was unanimously agreed to appoint Jim Brinton as an alternate to the Board.
The meeting was adjourned at 6:47 p.m.
Respectfully submitted,
Kathy Gollow
Selectman's Assistant
January 23, 2005
Chairman Michael Jackson called the meeting to order at 5:00 p.m.Present: Board: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon and Rex Swain
Alternates: Liddy Adams and John Allen
Selectman: Richard Sears
Treasurer: Linda McGarr
Guests: Valerie Friedman, Joan Lodsin
Guests: The Republican Town Committee had offered the names of Joan Lodsin, Jim Brinton and Doug Greene as possible candidates for the position of Alternate on the Board of Finance. Joan had been invited to attend and the members of the Board enjoyed meeting with her.
Minutes: With regard to the minutes of the December 19th meeting, it was the opinion of a majority of the commissioners that all three candidates were to be invited to the January 23rd meeting. The minutes were amended as follows: "Alternate Appointment: Delete third sentence and replace with: "They will be asked to attend the next meeting." Jack Boyer made a motion to invite Doug Greene and Jim Brinton to attend the next meeting. Rex Swain seconded the motion. Motion unanimously passed. Minutes were accepted as amended.
Treasurer's Report: Accepted as submitted. Linda was asked to provide an average on the balances in the investment accounts over the past year.
Financials: Accepted as submitted.
Elementary School Renovations/Replacement: Jack Field reported on the continuing efforts of the Elementary Schools Steering Committee and on their opinion that it is imperative that the project be completed. They have presented the two cases with their financial implications to the public. Individual town meetings, in addition to two general meetings, have been held with disappointing attendance. Jack noted the importance that the public address these options. In an effort to present the matter fairly and with the intent that the project be completed, the Steering Committee has had difficulty in the wording of the question. They planned to discuss this with the Board of Education that evening. Jack cautioned that if the project were not passed, costs would continue to rise to maintain inferior schools. He noted it has been the intent of the Steering Committee to remain unbiased, while providing as much information to the public as possible. Since the Committee has completed its work, the members could now express their personal feelings.
Jack felt the information provided by the Committee in their recent handout clearly provided unbiased facts on the financial impact that each choice would have on the three towns in the construction phase and in future years. The Board noted their concern about future spending and the competition this could have on other important Town projects, such as open space and housing. While not advocating a position, they agreed it is their responsibility to provide information on the financial consequence of each choice. It was agreed that Jack Field would compose a letter for the Board's consideration at their next meeting. This will be mailed to the public.
Pension: Michael Jackson reported he had conferred with the pension consultants to get a better understanding of how costs are determined. The two main issues over the past two years were the addition of two employees to the pension report and police private duty wages. However, these issues do not affect the contribution recommended to bring the Fund up to date. This year, $73,000 had been deposited in accordance with the 2005-06 budget. An additional $53,000, plus $30,000 accumulated for several prior years, results in a total of $83,000 due the Fund. The Board also discussed costs resulting from police private duty. These costs are reimbursed to the Town. They are in addition to hourly and overtime rates.
Rex Swain made a motion to request the Board of Selectmen schedule a town meeting to approve a deposit of $83,000 to the Pension Fund and to review the Personnel Policies with regard to the inclusion of reimbursable private duty wages. Michael Jackson seconded the motion. The motion was unanimously passed. . $126,000 is recommended for the 2005-06 fiscal year budget.
The meeting was adjourned at 6:38 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Meetings in 2005