The Town of Washington, Connecticut
Minutes: Board of Finance, 2007
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www.WashingtonCT.org The Town of Washington, Connecticut Minutes: Board of Finance, 2007 |
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Posted: February 5, 2008 December 17, 2007
Present: Regular Members: Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates Members: Liddy Adams
Selectman: Mark Lyon
Treasurer: Linda McGarr
Guests: Enrico Melaragno, Charles Heaven & Co., Inc.
Town Audit: The Board reviewed the preliminary audit for 2006-07. In prior years, the two areas of Building and Police have exceeded their expense budgets; however income derived from these areas offset these expenses. It was agreed to review these areas in more detail prior to setting the budget for the 2008-2009 fiscal year in an effort to get a more accurate number in these areas.
Minutes: Jack Field suggested the minutes of the November 19th meeting be corrected to state that currently $14,000,000 is anticipated for development of a single school site, with an additional $6,000 add: for the central office of the Region, for a total cost of $20,000.
Treasurer: Linda McGarr brought the Board up-to-date on the transfer of S.T.I.F. funds to a municipal account at the FNBL at the current rate of 4.62% interest. She felt these funds are fully insured and has taken the information to Town Counsel for review. Michael Jackson repeated his concern that these funds be moved to a form such as U.S. Treasuries in an account established for individual towns. He noted it continues to be the feeling of the Board that no risk should be taken with town funds. He suggested the funds should be in the Town's name and not in any way entangled with the credit of the bank. While this most likely could result in a lower interest rate, it would be well worth it to make this move for the time being to insure the safety of the funds. The Board agreed and suggested to the Treasurer that these funds be moved for the time being. The Board recognized the fact that they had previously asked the Treasurer to obtain the highest interest rate and that they are now taking a different focus; but felt it would be prudent to do this at the current time and could come back later. The Treasurer was asked to report at the next meeting.
2006-07 Ex-Budget Appropriations: Barbara Brown made a motion to remove the following three items from the Ex-Budget Appropriations as having been completed: Ex-budget Steering Committee 8/06: $955.; Transfer Station: $25,000; Water Company Study 9/05: $17,000; Total: $42,955. Jack Field seconded the motion. Discussion was held on the Housing Trust Rental subsidy ex-budget appropriation of $1,500 that had been approved in 10/07. It was suggested a request be made of the WCHT for information on their financial status if they feel there will be a future need for additional funds or if a budget item is contemplated.
Washington Primary School: Jack Field updated the Board on the issue of getting a school lease signed by the end of the calendar year. He noted it is the State's philosophy that a lease for the life of the expenditures on the building is required. Our current lease for the WPS is month-to-month and has been extended to June 2008. One issue at hand is if an agreement could be reached with the Region to earmark funds for maintenance of the buildings. According to Statute, there is no legal way to do this. Funds up to 1% of the Region's budget may be appreciated toward capital projects; however, those funds are totally discretionary to the Region and do not have to be spent on maintenance if the Board of Education so desires. The problem of maintenance of the buildings seems to be perpetuated by the Statutes.
Board of Finance Position of Alternate - Vacancy: Three names have been suggested to fill this vacancy: Michael Stoughton, David Werkhoven and A.J. Dubois. Further information will be sought for the Board.
2008 Meeting Dates: The list of dates provided was approved by the Board. (attached)
The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: December 20, 2007 November 19, 2007
Chairman Michael Jackson called the meeting to order at 5:20 p.m. following the inauguration ceremony of the Town's newly-elected officials.Present: Regular Members: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Rex Swain
Alternates Members: Liddy Adams, John Allen
Guests: Valerie Andersen, Region #12 Board of Education
Town Pension: Rex Swain reported the Pension Committee had discussed the current investment policy. The Town Agreement names the First National Bank of Litchfield as Agent on behalf of the Town, which gives the Bank fiduciary capacity. Since funds have always been invested very conservatively, the Bank has not charged for their services. The Pension Committee is considering investing in index funds, which would require a money manager to oversee the funds at an approximate cost of 1%. To oversee this type of investing, FNBL has indicated a fee would be charged. The Committee would like to issue a Request for Proposal to FNBL, as well as other banking institutions. A written investment policy will be completed. It was suggested the Committee inquire as to the form of assets that would be needed to make pension payments. Index funds would allow that. The Pension Committee will investigate further and report on their findings.
Guests:
Education: Valerie Andersen, Treasurer, Board of Education: Valerie reported on the proposed bond referendum and its impact on the Region 12 budget. The Capital Regional Education Council (CREC) had prepared an audit of the middle-high school buildings and equipment in an attempt to provide more financial strategy for future planning. The referendum will be scheduled for December 18th to consider a 7-year bond for $1,550,000 for equipment replacement, with $750,000 of these funds to be used toward a new track. She noted the Board of Ed recognizes the necessity of maintaining the Region-owned buildings as well as the increasing liability because of their current condition. She felt this will be a positive effort and a replacement cycle would be started. She hoped the Boards of Finance would consider this as proper use of the Region's financial strategic plan. Michael questioned the length of the bond and felt a 7-year replacement cycle could be identified using a longer-term bond. Rather than having the operating budget drive the repayment of notes, it was suggested the life of the assets drive the repayment. He requested the Board confer with the three Finance Boards earlier when future plans are considered.
Question was raised if replacement of the septic system at the site would be required by the D.E.P. Valerie reported that option would be used if a consolidated elementary school were situated on that campus. Jack Field reported the work of the Primary Schools Construction Committees continues. The Roxbury Inland Wetlands Commission is critical of the consolidated site and the Building Committees are in a somewhat difficult dilemma. Normally, land use issues take time and money, which would be addressed after an approved referendum. It is felt because of this issue it may be a good idea to get these done ahead of time. The Building Committees and the Board of Ed are leaning toward a choice of the "best" case for a single school and the "best" case for three schools. They are officially still heading for a referendum before June.
The WPS project designed by Peter Bowman, which Jack felt is a good design, is currently anticipated at $13.1 million. Two cost issues have not been included: the first floor takeover and putting on the second floor at $564,000, as well as the issue of the building situated in a floodplain. A new septic system may be required. Total estimate could be $14,000,000.
A single school site development is estimated at $6,000,000. Reimbursement for the entire project at approximately $20,000,000 would be approximately 16% or less than 130 sq. ft. per student, plus the cost of the land.
New Business:
Investments: Michael reported on his inquiry into the investments in the State's Short-Term Investment Funds and the Town's exposure. It was reported the funds are not guaranteed by the State but they have a cash reserve of $52,000,000. He was informed of some concern over two known exposures. While these exposures may not be large, Michael was concerned that approximately $7,000,000 of Town funds are in the STIF account. Initially, when the Town began using STIF, the interest rate was much higher than the current rate. He noted checking accounts for banks only have coverage for $100,000. Michael will talk with them further. It was agreed Michael would request the Treasurer move the funds from this account. U.S. Trust Money Management funds secured by Treasuries or U.S. Bond account will be investigated. No decision made. John Allen suggested the Town needs to employ a financial person to oversee matters such as this and that it should not be the responsibility of the Board or the employees. The Board agreed.
Alternate Position: Jim Brinton's resignation as an alternate member of the Board of Finance has been received, as he has is the newly-elected member of the Board of Selectmen. The Republican Party will be asked to suggest names of persons who may be interested in this position. This position continues until November of 2013; however, the person appointed by the Board would fill the position and must come up for election at the next Town election.
Election of Officers: Jack Boyer moved that the current slate of officers, Michael Jackson as Chairman and Jack Field as Vice-Chairman, be re-elected to those positions until the next election. Barbara Brown seconded the motion. Motion unanimously passed.
The meeting was adjourned at 6:25 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: December 3, 2007 October 29, 2007
Pension Committee
Chairman Barbara Brown called the meeting to order at 5 p.m.
Present: Committee Members: Barbara Brown, John Allen, Rex Swain
Guest: Valerie Friedman
The Pension Committee reviewed the Pension investments and discussed the current investment policy. They agreed initially the funds had been invested so conservatively that it was not necessary to have a specific investor watch over the funds. It was felt "It was right when it was right" to be ultra conservative. As fiduciary, FNBL has charged little as continual review of the funds had not been necessary.
The Committee agreed that at this time investments should be more diversified. This would require due diligence in investing. They suggested that we hire a trustee to provide advice on investing the assets of the Fund. A Request for Proposal will be created and sent to FNBL, Webster, Union Savings Banks and John Hancock of Waterbury. The fiduciary must be capable of providing the administration of the Fund (i.e. monthly pension payments), as well as the investments. Parameters of the investment policy should be provided. It was suggested it should all be in mutual funds or ETF's.
Barbara Brown will provide "boiler plate" language for the RFP and an investment policy statement. She will include the size of the Fund, its annual outpay, and information that it is a Defined Benefit Plan for a Municipality. The Boards of Selectmen and Finance will be informed of these plans.
John Allen nominated Rex Swain to serve as Chairman of the Pension Committee. Barbara Brown seconded the motion. Motion unanimously passed. Barbara was thanked for her past efforts as Chairman.
Valerie Friedman was asked to assist the Committee with the investments. Rex Swain will contact Pension Consultants regarding their fees.
John Allen moved to adjourn the meeting at 5:35 p.m.
Respectfully submitted,
Kathy Gollow
Selectman's Assistant
Posted: November 17, 2007 October 15, 2007
Present:
Regular Members: Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates Members: John Allen
Selectmen: Mark Lyon, Richard Sears, Nicholas Solley
Treasurer: Linda McGarr
Guests: Valerie Andersen, Valerie Friedman, Scott Peterson
John Allen was seated in the absence of Jack Boyer.
Treasurer: Linda McGarr reported the State's purchase of commercial paper through their Short Term Investment Fund has greatly decreased, retaining 16% that is beyond a week. Linda will forward information to Michael for review.
Tax Collector's Report: Report was reviewed. No movement has been made as yet on the foreclosed property on Revere Road.
Selectman's Report:
WCHT - Rental Subsidy: Dick Sears reported the Selectmen had approved a request in July from the Washington Community Housing Trust for $1,500 to supplement rental payments for Seniors. Michael reported he had spoken with the Chairman and requested the WCHT provide financial reports on their three properties, as has been the Board's procedure for outside entities requesting Town funds. He felt it was the sense of the Board that the original subsidy of $25,000 approved in 2001 had been established to assist those who had been Washington residents prior to renting at the Senior housing on River Road. He had requested verification of this also. The Board agreed this information should be provided to the Board of Selectmen on an annual basis. Once the information is received, the Selectmen could determine if it should be presented at a town meeting or in an ex-budget appropriation were appropriate. John Allen made a motion to advance the $1,500 as requested, but that additional funding would not be available until the financial information has been presented to the Board. Craig Schoon seconded the motion. Motion unanimously passed. Valerie Andersen suggested the WCHT investigate grant funding that might be available.
Ex-Budget: Cell Tower: Dick reported an additional invoice for $4,430.21 for legal expenses had been received following the last Board of Finance meeting. Total expenses have included $4,721 for engineering, $189 for miscellaneous costs and $14,358 for attorney's fees. Some Board members questioned the actual need for these expenses as the tower was not to be located on town property. Dick felt this review was necessary as he did not feel he could speak for the Town on this issue and was unsure how the Town would react. It was suggested an agreement should be reached regarding legal costs for an issue such as this in the future. Dick will confer with the attorney to request a reduction of the remaining fee of $4,430.21 owed. Michael Jackson made a motion to appropriate an ex-budget amount not to exceed $4,400 for this purpose, with the intention that this fee may be reduced following Dick's discussion with the lawyer. Craig Schoon seconded the motion. John Allen abstained. Motion passed. Dick will report at the next meeting.
Used Oil Burning: This matter was tabled until the 2008-09 budget is addressed.
Financials: Financial were reviewed and accepted.
Pension Committee: The Pension Committee will meet on October 29th at 5 p.m. to review of the Town Employees Pension Fund.
Education: (Note: Jack Field's update on the School Building issues had been attached to the previous minutes.) Jack reported the Board of Education remains committed to presenting two alternatives of construction to the public, i.e. the best single project and the best three-school project. The anticipated target date for a referendum on this item will be rescheduled to allow new B/Ed and Building Committee members to update themselves on the issues. He reported the B/Ed had voted to proceed with the understanding that there would be no reimbursements.
The renewal of the three leases is also being discussied, as all have expired. These leases most likely will differ from the prior leases of $1/year in that the towns would like a more definitive way to control maintenance expenses on the three buildings. A Committee comprised of a member from each town is currently proposed, with a single vote from each Town. This Committee would meet prior to the beginning of the budget cycle to prepare a list of ongoing maintenance items to be included in the next B/Ed budget. Jack did not feel the proposed set up of this Committee would be in our Town's best interest. He suggested individual agreements be made with each town as the interests of the three towns are too different and difficult, and Washington would be responsible for 45% of the costs, while only having one vote. Dick Sears reported the Board of Selectmen will meet with Town Counsel to review the lease. Jack also noted if renovations are made to the WPS, State reimbursement would not be available since the State Department of Education discourages making investments in public buildings in floodplains.
The meeting was adjourned at 6:02 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: October 5, 2007 September 17, 2007
Present:
Regular Members: Jack Boyer, Barbara Brown, Michael Jackson, Craig Schoon, Rex Swain
Alternates Members: Liddy Adams, John Allen
Selectmen: Richard Sears, Nicholas Solley
Tax Collector: Tanya Wescott
Guests: Valerie Andersen, Valerie Friedman
John Allen was seated in the absence of Jack Field.
Tax Collector: Tanya discussed her revised report showing receipts and outstanding collections for Grand List years dating back to 1993. She recently foreclosed on property on Revere Road, for which taxes had not been paid since 1992. The lot now reverts to the Town. Much of the lot contains wetlands and is not considered buildable. It was suggested the lot be sold, perhaps to adjoining landowners. Receipts realized from the sale of this property in excess of taxes due would be deposited to the General Fund in accordance with State Statute. The Board of Selectmen will investigate further.
Tanya reported she plans to proceed with foreclosures on properties that are two years in arrears, if the owners have not set up a payment plan with her. She would authorize a marshal to collect taxes on her behalf. Marshals have the authority to put holds on taxpayers' accounts for taxes and fees due the Town. They charge a 15% fee, which is also paid by the taxpayer. This allows the Town to recoup all taxes and fees due, as well as covers the marshal's fees, with no additional cost to the taxpayers. The current interest rate on overdue taxes is 1.5%/month (18%/year). Tanya will include this information in her newsletter report.
Minutes: Minutes of the August 20, 2007 meeting were accepted as submitted.
Treasurer's Report: The Treasurer's Report was accepted as submitted. Linda McGarr will be asked to contact the State to determine if they invest S.T.I.F. funds in the commercial paper market; and, if so, if they have experiences losses and what these losses have been.
Financials: Financials of all accounts were reviewed and accepted. The Building Inspector will be asked to provide information on the value of home building as compared to last year as this could have an effect on anticipatedconveyance taxes and building receipts. Liddy reported the market is "normalizing" and the last decade of building has been unprecedented. A net number for financials will be provided to the Board on a monthly basis from now on.
Titus Road Property: Engineering reports indicate the salt content on this property has been reduced measurably through natural attenuation and is very close to being acceptable by D.E.P. standards. The Town will continue the required testing.
Education: A memo from Jack Field regarding school construction had been circulated to the Board and will be discussed at the next meeting. (attached)
Valerie Friedman and Valerie Andersen reported roof replacement at the Booth Free School and repairs to the Burnham School (approximating $300,000) had been approved by the Board of Education, both projects which are needed. The importance of a valid twenty-year lease between the towns and the Region was discussed. These projects would be eligible for state reimbursement (31%). However, since neither town has a current lease and is paying on a month-to-month basis, this leaves the Region ineligible for this reimbursement. This would also result in the Town of Washington having to pay funds toward these projects. It was suggested a real estate attorney should have reviewed this prior to the Board of Education giving approvals, as it could be that the Region is actually repairing private properties.
Washington's lease currently extends until 10/5/2008. Michael suggested a short lease might be considered for rental purposes, with a regular twenty-year lease for all other purposes. The State Department of Education will be contacted to determine what would be satisfactory for reimbursement purposes. Concerns were raised about insurance coverage, usage of the buildings without a lease, and if the children could be in jeopardy.
The Board of Ed Finance Committee recommended a referendum be considered to finance $1.5 million +/- over a five-year period for replacement of the HVAC system and track at the middle-high school. An audit of these facilities will be completed
Selectman's Report:
Boat Launch/Parking: Dick reported boat ramp/parking area bids were higher than anticipated and higher than budgeted. The Selectmen are reviewing these bids with the engineer and the low bidder. The Lake Waramaug Association has committed an additional $60,000 to assist in the completion of this project. Valerie Andersen questioned the appropriateness of the Town accepting a bid with a letter of commitment for additional funds from an outside source.
Cell Tower Review: Dick reported recent legal fees have overrun the ex-budget appropriation previously approved for cell tower review by $4,837.47. John Allen questioned if there was a sense of how many people do not want cell service. As the results of the survey have not been received, there was no answer to this question. An engineer had been requested to investigate sites in New Milford and Warren to determine if they could be used but a response has not been received. Considering other possible locations was suggested. Dick noted the Siting Council does not talk about theoretical towers and the phone companies pick out properties of interest to them. A decision on the proposed locations in New Preston should be received from the Siting Council within two months. It was suggested the Selectmen be more aggressive in negotiating lawyer's fees. A meeting for area towns will be held in Cornwall next week. A majority of the Board supported an ex-budget appropriation of $4,837.47, with John Allen and Craig Schoon voting against.
Ex-Budget: $3,000: E-Waste. Dick reported the Board of Selectmen had resolved to begin an E-Waste program at the recycling station. Residents would be charged a small fee to cover the costs of running the program. Initial funding would be needed to purchase a 40' windproof and waterproof container and pallet jack. Jack Boyer made a motion to approve an ex-budget expense of $3,000 for the purchase of the container and the pallet jack. Barbara Brown seconded the motion. All in favor. The auditor will be asked for a recommendation if this is to be an ex-budget appropriation from the General Fund or Capital Account.
Used Oil Furnace: Dick reported he had begun conversation with the Board of Selectmen and will make a request next month for an ex-budget appropriation of $14,000 to install a used oil furnace at the town garage. The used oil would be obtained from town trucks and the public. Approximately 375-500 gallons of used oil is disposed of each year by the Highway Department. Dick estimates another 1,000 gallons would be available from the public and lawn companies. There would be a 3-4 year maximum return on this investment. The furnace would not replace the current town garage furnace, but would be an addition. He will continue to work on the logistics of getting oil to the site without having the public drive into the garage area. Michael requested an analysis for next month's meeting.
Town Hall Offices: Dick reported several offices are being relocated in the lower level of the town hall following the movement of the Police to the old firehouse. The State Probate Administration now requires a separate office for the Probate secretary when clients are in conversation with the Judge. Due to a lack of space, plans are currently being made that the Judge's secretary will be located in the Selectmen's outer office when necessary. A space for the Treasurer is also planned. This may require removal of the large table in the Selectmen's Office where the Board of Finance currently meets. This will be discussed further.
Ex-Budget Requests: John Allen suggested that all requests for ex-budget appropriations be forwarded to the Board in writing the week previous to the meeting in order to have time for consideration. This was agreeable to the Board and the Selectmen.
The meeting was adjourned at 6:23 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
Posted: September 16, 2007 August 20, 2007
Present:
Regular Members: Barbara Brown, Michael Jackson, Jack Field, Craig Schoon, Rex Swain
Alternates Members: Liddy Adams, Jim Brinton
Selectmen: Richard Sears
Treasurer: Linda McGarr
Minutes: Minutes of the June 18, 2007 meeting were accepted as submitted.
Treasurer's Report: Linda McGarr reported she had reduced the number of accounts in the General Fund. Tax monies will now be deposited directly to the checking account and FNBL has agreed to provide interest for this account. Transfers for expenditures approved at the May town meeting will be made to the various funds (i.e. Nonrecurring, Housing, Open Space). Treasurer's Report approved as submitted.
Tax Collector's Report: The Tax Collector's Report was reviewed by the Board. Question was raised if the remaining collectible for the 2006 tax year of $150,000 was for one large or several smaller accounts. The Tax Collector will be asked to respond. Tax Collector's Report approved as submitted.
Fire Co.: Jim Brinton reported he had met with the WVFD to discuss finances and procedures for using town funds. A line item for "turnout gear" had erroneously been omitted from their request for capital funds as in prior years. These funds are used to outfit firefighters and are essential to their safety. He recommended the Board replace this line item with an ex-budget appropriation of $10,000 from the General Fund. $3,500 would be used to reimburse the WVFD for expenditures they have made this year for turnout gear and $6,500 for further turnout gear required during the year. The Board agreed to this recommendation. Jim also noted their continual need to upgrade radios and pagers due to changing frequencies. A Homeland Security grant is expected to reimburse the WVFD for funds they have spent on portable radios and pagers.
Education: Jack Field reported the Board of Education agreed in June to proceed to a single binding referendum for a single vs. three school option. Specific wording must still be worked out. A committee has been appointed to review the three schools for consistency in construction.
Selectman's Report: Dick Sears reported the Director of Field Services from the State Fire Marshal's office will attend the Selectmen's meeting to discuss our local fire marshal position and how it relates to the scope of services that are now required.
He also reported the Selectmen have appointed a Building Committee to review the Washington Primary School and hired architect Peter Bowman to develop plans and cost out the plans that will be developed. This is moving along.
The Board entered Executive Session at 5:55 p.m. to discuss matters relating to real estate. Michael Jackson so moved. Barbara Brown seconded. All in favor.
The Board re-entered the regular meeting at 6:15 p.m. There being no further business addressed, the meeting was adjourned at 6:16 p.m. on a motion by Barbara Brown and seconded by Michael Jackson. All in favor.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: August 18, 2007 June 18, 2007
Present: Finance Board: Barbara Brown, Michael Jackson, Jack Field, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Nicholas Solley
Fire Co.: Dick Murchison, Chief; Duncan Woodruff, Ass't. Chief, Brian Ohmen, Ass't Chief
Guests: Valerie Friedman
Fire Co.: The Board met with Fire Company representatives to discuss overexpenditures in the 2006-07 fiscal year in the areas of vehicle maintenance and physical exams. It was noted these were necessary costs for maintenance and repairs on fire vehicles and physical exams required by OSHA. The Board appreciated the importance placed on maintaining the vehicles, as well as the health of the firefighters. They discussed procedures that the Town be notified when excess expenditures of Town funds are anticipated. These procedures will be reviewed. Jim Brinton will work with the Fire Company.
Selectman's Report:
Property: First Selectman Sears presented a map showing the Wyant property located on Blackville and Bee Brook Roads, which is currently for sale. He reported the Selectmen feel the Town would benefit from purchasing a portion of the available property adjacent to the new highway garage, which could serve for storage issues. Members of the Board questioned the adequacy of the property if the adjoining property were cleared, its steepness and future potential. Dick will continue to pursue more information about this property.
Ex-Budget: Fiber Optic Cable Connection: Dick requested an appropriation of $2,500 for the unanticipated costs for installation of a fiber optic cable between the town hall and future police offices in the former firehouse. These offices are currently being constructed and should be complete this Fall. Jack Field made a motion to approve an ex-budget appropriation of $2,500 for this request. Craig Schoon seconded the motion. Motion unanimously passed.
Dick also reported the town hall phone system is being replaced as part of the Town's technology plan. Rental income from the upper floor of the old firehouse will be reduced $100/month as the Town will use the garage that the tenant is currently using. He reported Selectmen's legal fees are expected to exceed the budgeted line item due to personnel issues. The Board will be updated in the future. An Executive Session to discuss this was suggested for the next meeting.
Strategic Plan: The Board discussed the Town's future goals and the need to hear the concerns of the Town for the future. Jack Field reported the Town's Plan of Conservation and Development included the goal to maintain diversity in our population - That 10% of the housing unit be affordable and that we must employ a strategy to obtain a higher degree of this housing to allow young people to remain in Town. Currently that number stands at approximately 2% and the State's forecast shows a decline in population. Jack also noted it has never been determined what the Town really wanted with regard to Education. Do we want a three school package or one consolidated school? How does the proposed site in Roxbury compare with our current site, which is situated in a floodplain and sometimes underwater? He noted the Board has not had a way to get a uniform town explanation. He suggested a Fall referendum be considered to give people the choice on the issues of where the Town is heading and what is best for Washington. He felt that the Town needs to revisit the Washington strategy.
Additional concerns included deregionalization as an alternative, merging with Litchfield, the fact that the three towns cannot seem to agree, how much money the taxpayers are willing to pay, alternative uses of the school property, etc, etc. The Board agreed it is important that Washington get clear as to what it wants to do; and as leaders, the Boards of Finance and Selectmen needs a clear, cohesive view from the townspeople. It was also agreed these thoughts must be made clear to the Region. It was agreed to take this to a town meeting to be presented to the public. It was agreed to seek the assistance of a professional consultant to assist a task team to reevaluate what is "best" for Washington.
Barbara Brown made a motion to approve an ex-budget appropriation of $15,000 for a study to engage a professional consultant to assist a task team to reevaluate the "best" for the Washington Primary School. Michael Jackson seconded the motion. Motion unanimously passed.
Meeting was adjourned at 6:20 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: June 17, 2007 May 24, 2007
Chairman Michael Jackson called the meeting to order immediately following the Town Meeting.
Present:
Finance Board: Jack Boyer, Barbara Brown, Michael Jackson, Jack Field, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen
Mill Rate:
Based on comments from the Budget Hearing and a review of long-range assumptions, the Board of Finance set the mill rate at 12.5 mills for the 2007-2008 fiscal year.
Suspense Tax Book: The Board approved the list of uncollectible, uncollected taxes for transfer to the suspense tax book in the amount of $6,808.95 as submitted by Tanya Wescott, Tax Collector.
The meeting was adjourned at 9:05 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: June 17, 2007 May 21, 2007
Present:
Finance Board: Jack Boyer, Barbara Brown, Jack Field, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen
Selectmen: Richard Sears, Nicholas Solley, Mark Lyon
Treasurer: Linda McGarr
Jack Field chaired the meeting in the absence of Chairman Michael Jackson.
Treasurer's Report: Accepted as submitted.
Tax Collector's Report: Suggested report could be minimized to show total collections to date. Continued compliments to the Tax Collector on the excellent collection rate. Estimated collection of 99.3% is anticipated. Accepted as submitted.
Financials: Accepted as submitted.
Selectman's Report:
General Fund Budget:
Insurance: Dick noted overall employee insurances will decrease from $298,929 in 2006-07 to $286,000 for 2007-08, -4.3%. This is due to the following:
While health insurance costs will increase 6% in the coming year, costs were not available at the 2006-07 budget time and had been overestimated. The line item will be reduced from $243,000 to $231,000 and will result in a -4.9% cost in this area. A change in dental benefits will be made. Rather than company benefits being paid at the current $1,000/person for a total line item of $28,000, a flat $500 will be available for each person covered under the dental plan, which equates to $27,000. These costs will be paid by the Town from a specific fund after receiving approval through the Town's insurance agency. Fire Marshal: An increase in salary from $18,000 to $23,000 was recommended by the Selectmen after determining the Fire Marshal's salary is very low as compared to others. In addition to an increased workload and responsibilities, the State requires 30 hours of training annually. Mr. Etherington has covered these costs himself and is not reimbursed for use of his vehicle. His duties are defined by the State Fire Marshal's Office and he is a certified professional. It was agreed a job description will be created for the future. Mr. Etherington will be invited to the September meeting.
Jack Boyer made a motion that the 2007-08 General Fund expenditures be presented at town meeting in the amount of $3,789,094. Barbara Brown seconded the motion. Motion unanimously passed.
Barbara Brown made a motion that the Nonrecurring Capital Fund Expenditures be presented at town meeting in the amount of $1,069,603. Jack Boyer seconded the motion. Motion unanimously passed.
Mill Rate: Extensive discussion was held on whether to take a specific mill rate to the town meeting. It was suggested the Board's assumptions could be discussed and certain mill rates could be anticipated by the voters. It was felt that the vote is based on a specific amount for expenditures from both the General and the Capital Funds. Jack Field suggested out of deference to the chairman, the Board should continue with its practice of setting the mill rate at the meeting immediately following the town meeting. This was the consensus of the Board.
Education: At the previous meeting it was agreed that the Board would present a clear picture explaining the various outcomes from the school construction vote via an explanatory notice to the voters. Again, it would not advocate which way to vote. The notice would be sent by the Town Clerk, labeled on the outside that it is an explanatory note and is authorized by the Board of Selectmen. It would be written as a statement from both the Boards of Selectmen and Finance. Jack asked the Board to review a draft he had prepared to insure that it would not be advocating a position nor be judgmental. It was agreed to send the draft to the Secretary of State's Office for review prior to mailing. Jack asked for comments prior to the May 24th town meeting.
Ex-Budget Appropriation: Dick requested an ex-budget appropriation be considered for legal and technical assistance regarding the pending cell tower application. John Allen questioned the necessity of this expenditure. Dick reported the Selectmen felt it would be in the best interest of the Town to have experts review the cell tower company's information, as the Siting Council's decisions are based on very technical material. He noted this would not be opposing the proposal but rather would set the Town's parameters to challenge information. Jack Boyer made a motion to approve an ex-budget expenditure not to exceed $10,000 for legal and technical assistance regarding the proposed cell tower(s). Rex Swain seconded the motion. Motion passed 4-1. For: Boyer, Swain, Field, Brown. Against: Schoon.
The meeting was adjourned at 6:55 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: June 17, 2007 May 10, 2007
Budget Hearing
First Selectman Richard Sears expressed his thanks to those in attendance for their interest and participation in the Town's budget efforts. He explained the process followed by the Boards of Selectmen and Finance in preparing for this presentation and introduced Board of Finance Chairman Michael Jackson, who served as moderator.
Michael Jackson noted the budget is a statement of our values as citizens of the Town. Most of the funding is raised through property taxes, while expenditures are chosen through long-range planning for capital expense and on-going general expense costs. He noted the Education budget equates to 64% of the Town's budget, with the remaining Town expenses accounting for 36%.
The General Fund budget represents the Town's operating budget, which is approved annually at Town Meeting. The Board of Finance is empowered by State Statute to appropriate additional sums not exceed $20,000 for specific items they deem necessary during the course of the fiscal year. These are referred to as "ex-budget items." A 3.6% increase is proposed for the 2007-08 fiscal year, mainly due to increasing costs in petroleum products, which affect road projects, heat and vehicle fuel, and in electricity. An effort is made to stay a little ahead of inflation figures for employee compensation and benefits, which include health, dental care and retirement. Currently, there is no charge to the employees for premiums; however, that day may come in the future in an attempt to keep costs down. Employees do pay co-pays and some deductibles. Michael noted while salaries are not comparable with the private sector, they are with other municipalities. The General Fund Expenditures for 2007-08 were presented for consideration at $3,809,804, a 3.6% increase over 2006-07.
Selectman Nicholas Solley presented the Capital Budget, divided into the Road Program, Vehicles & Equipment, and Building and Properties. Preliminary requests of $2,137,508 were considered by the Selectmen, some of which were reduced or deleted. This resulted in proposed projects of $1,866,603. Anticipated grants to offset these costs in the amount of $797,000 reduced the net figure to $1,069,603 for Capital Expenditures. Nick noted several of the line items include funding to be set aside over a number of years for larger projects. e.g. bridges, fire vehicles, etc. Some were items approved at previous Town Meetings for special funds such as Open Space and Housing.
Michael Jackson explained the "Summary of the Town Budget/Financing Plan" assumptions that are used by the Board, which have been used for several year. A variety of mill rates are considered to determine what would be a sensible surplus for the Town to carry. Michael noted the Town has been very lucky in that the Grand List has been growing continuously (1.7% this past year), plus a certain amount of frugality has been used. The Board feels maintaining a surplus equal to a month's expenses is prudent, which seems to have worked well. He noted the mill rate is set after the budget has been accepted at the Town Meeting. Michael also discussed the sheet of Assumptions indicating a history and a forecast through 2012. This was introduced 6-8 years ago to insure that long-range plans are considered in an effort to maintain a more even rather than erratic mill rate for the taxpayers.
Peter Tagley inquired about the current balance in the Open Space account. This was noted at approximately $335,000. Peter felt the Town had missed an opportunity to purchase an important piece of property on Route 202 in New Preston, which he felt was the type of land they should consider.
It was also noted that the Town had received a reimbursement from Region 12 from the previous year, which was appreciated.
Janet Wildman noted her support of the Gunn Memorial Library and the fine program it provides. She suggested consideration be given to electing a representative at large from the Town to serve on the Library Board. Michael was unsure if the Library could be forced to take on a Town representative. He reported that entities requesting Town funds meet with the Board of Finance to discuss their requests and also provide financial information on their organizations. In the past, the Town had determined the amount of subsidy given to the Library was in keeping with other towns. It was found that we are not being overgenerous. Janet reiterated she would still like to see people elected at large to the Library Board.
With regard to the property on Route 202, John Millington agreed we should buy the property, which could be used as a park for the town or for moderate income housing. He note the Washington Community Housing Trust has been investigating this and had made a bid two years ago, which had not been accepted. However, he felt a conclusion could be reached in the future for consideration by the Town. Dick Sears also noted the particular piece of property is again available and being explored by the WCHT and Open Space Committee of the Conservation Commission. He questioned if the Town wanted to become a landlord or support the private entities as partners. Open Space and Housing Funds continue to accumulate if properties are not found. Michael also noted it had never been the intention that Housing funds were to be the sole acquisition source of funding for property, but rather they would be used as "seed" money. This should be recognized from the Meeker Swamp and Dodge Farm properties.
Peter Tagley questioned who determines the use for a piece of Town property. It was noted a property would be considered at the Commission level and forwarded to the Boards of Selectmen and Finance for consideration by the public at a Town Meeting.
Todd Peterson and Diane Dupuis questioned why the Town would be paying $15,000 for a fire cistern for the Community Housing on Church Street in New Preston. Nick Solley reported it had initially been suggested that the Housing Trust contribute to a 10,000 gallon cistern several years ago. The Fire Marshal and the Fire Company had since suggested a larger 20,000 gallon cistern was necessary, which would provide water for the neighborhood as well as the Community Housing. It was felt by some that the entire cistern should be the responsibility of the WCHT and the matter should have been taken care of in a more timely manner.
The hearing was adjourned at 8:22 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: May 20, 2007 April 30, 2007
Present:
Finance Board: Jack Boyer, Barbara Brown, Michael Jackson, Jack Field, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Mark Lyon, Nicholas Solley
Budget:
The Selectmen submitted their revised proposed budget as follows:
General Fund Expense: $3,809,804 +3.6%
Net Capital Expense: $1,069,603 +15.4%
Education Expense: $8,676,950 +5.7%
Overall: $13,556,357 +5.8%
Capital Fund: The Selectmen reported a net reduction had been made to the previously discussed capital budget reducing the net number from $1,149,000 to $1,069,603. The following changes were made:
Increased Town Aid Road Funds from $200,000 to $225,000 to further offset the Highway Capital Projects. Reduced Bridge Repairs to Walker Brook from $100,000 to $50,000. They anticipate another $100,000 for the 2009 budget will be needed for total completion of both this and the Nettleton Hollow Road bridge. Plumb Hill Road Project: $390,000. 2 year project - to replace drainage system under roadway, relieving problems from drainage entering residential properties. Cistern - Church Street. Reduced from $40,000 to $30,000 after securing firmer pricing. Assuming WCHT will pay half. Jack Boyer reported the WCHT had initially agreed to pay $10,000, which was half of the price quoted when the project was planned and was not sure if they have a commitment to fund it at the higher price since it is not on their land. This will be clarified further. Boat Launch/Boathouse/Beach: A Committee is being formed to discuss the entire plan for this property. The Town will proceed with the reconstruction of the boat launch area using the $200,000 previously approved in the 2006-07 capital budget. These funds will be reimbursed through state grants. Funding for the remainder of the project will be requested over a two year period.
A $200,000 gross cost in the 2007-08 budget will result in a net cost of $50,000, using another LoCIP grant of $100,000, as well as private funding of $50,000 from the Lake Waramaug Task Force and private donations to assist in supporting this project. The following year will require another $200,000-225,000 to complete the project. Question was raised if Kent or Warren would offer any assistance toward the boat launch. Dick noted until their budgets are passed, there are no commitments. However, Kent has included $5,000 and Warren has included $25,000 toward the boat launch for consideration in their budget request for 2007-08. Mark Lyon suggested a complete plan be developed and felt it should be presented before some type of town meeting, perhaps an informational meeting. Rex felt this since this has turned into such a large project it should be taken before the voters at a town meeting. He was concerned that if the funding were approved, there would be the opportunity to proceed with the project without it being presented before the various commissions and town meeting. Mark reported his goal as a member of the Committee is to have a complete plan for the property before proceeding. Because it is a large capital expense the Selectmen have requested half of the funds this year and half next year. Michael suggested a complete plan be developed by the Committee using the $200,000 already approved. Jack Boyer made a motion that a future opportunity be established for the Town to approve expenditures specific to a plan. Michael Jackson seconded the motion. Motion passed. Rex reiterated he would like that decision to be made at a town meeting.
General Fund:
Salaries: An overall 3.5% increase in salaries is proposed. However, due to changes in personnel, this will equate to an overall 1.7%.
Health Insurance: The Selectmen await actual health insurance costs. It was agreed to enter a 6% increase in this line item.
Dental Insurance: It was agreed to self insure the dental program as follows:
Single employee: Maximum of $500 for all dental costs. (7)
Couple: Maximum of $500/person or $1,000/family for all costs. (8)
Family: Maximum of $500/person or $1,500/family of 3 or $2,000/family of 4 or more for all costs. (7)
The maximum per couple or family may be used for a single individual or to cover all family members. Total cost to the Town will be $25,500. Funds would be transferred to the Town's health insurance fund. In order to follow HIPPA guidelines, expenses will be approved by the Town's agent prior to being paid by Town. Self insurance will provide no risk to the Town and should result in a savings if all funds are not used.
Budget Publication: Rex reported the Republican Town Committee had requested the proposed expenditure budget be published in area newspapers. It was agreed to continue the Town's policy of posting a legal notice for both the budget hearing and town budget meeting in the newspaper, posting the budget expenditures in front of the town hall and having detailed copies available in the Offices of the Town Clerk and First Selectman prior to the hearing.
Appointment of Auditor: Michael Jackson made a motion to appoint Charles Heaven & Co., Inc. of Waterbury to complete the audit for the 2006-2007 fiscal year. Jack Boyer seconded the motion. Motion unanimously passed.
Suspense List: It was agreed to table review of the Tax Collector's suspense list until the next meeting.
The meeting was adjourned at 6:05 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: May 19, 2007 April 16, 2007
Present:
Finance Board: Michael Jackson, Jack Boyer, Jack Field, Craig Schoon, Rex Swain
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Richard Sears, Mark Lyon, Nicholas Solley
Treasurer: Linda McGarr
Minutes: Minutes of the March 9, 2007 meeting were reviewed.
Regarding the correction to the February minutes on the issue of purchasing procedures, Rex noted he neither agreed nor disagreed on the purchase made, but was concerned that correct procedure had not been followed. Regarding School Construction, Jack Field suggested the following sentence be amended. "They found that (delete: "this") (add: "special legislation on reimbursements") is no longer available and that reimbursement would have to be sought through the normal channels, which require Board of Education approval, (add: "sponsorship and control."). Minutes accepted as corrected.
Treasurer's Report: Accepted as submitted.
Tax Collector's Report: Accepted as submitted.
Financials: The Capital Budget includes a total of $600,000 for bridge repairs over a five-year period. Nick Solley reported these costs have been budgeted over several years as part of the Board of Selectmen's long-range planning. He also noted an environmental review will now be required in 2008 for the Sprain Brook Bridge on Nettleton Hollow Road. Funding for the bridges will be complete by the time construction on the second bridge is complete.
School Construction: Jack Field reported the School Building Committee had been asked to address three pieces of work: a single school, evaluate separate proposals for local plans, and to update the master plan for the three schools. It was anticipated this would take until September or October, which could result in a possible 5% loss in state assistance for construction. Thus, the Board of Ed agreed it would be best to hold a referendum in the current fiscal year. They investigated the possibility of presenting a referendum on two issues: a three-school or a consolidated building project. This was turned down as it was not clear it could legally be done according to state legislation. The Board then voted to proceed to a single-item referendum on June 19th - a single school in Roxbury - for a specific cost. If approved, the number would be forwarded to the Building Committee as the budget number. Jack noted this will be a serious vote and an opportunity to vote on a binding decision. He also reported an additional 2% reimbursement is available from the State for an environmental high performance school. The Board of Finance felt it is necessary to communicate the facts to the voters in a non-advocacy manner.
If the single school option were to be chosen, the issue of costs involving the future of the current building must be addressed. It was felt these should be quantified. Nick reported raw costs for fuel, electricity and insurances are being sought. These would have to be woven into future plans for this facility and there would be many issues to address. Some research has been done. It has not been found that any school in this situation has been abandoned.
PROPOSED 2007-2008 BUDGET:
Dick Sears presented the following preliminary budget figures:
EXPENSE:
2006-07 2007-08 Increase %
General Fund $3,677,320 $3,824,175 $147,000 4.0%
Capital Fund $1,296,050 $1,926,603 Grants $ 369,000 777,000 Net $ 927,050 $ 1,149,603 $222,553 24.0%
Education $8,464,512 $8,942,718 $478,206 5.6%
Total: $12,810,321 $13,650,728 $840,407 6.6%
REVENUE:
Grand List: $ 966,566,340
Increase: $ 16,257,010 @ 12 mils = $195,084.
General Fund Budget: Dick presented the Board of Selectmen's proposed budget, which equates to a 4% overall increase in the General Fund of $147,000. The following are reasons for changes:
One-third of the overall increase is attributed to a $35,669 increase in payroll. While the general increase to employees is 3.5%, this equates to an overall payroll increase of 2.7%. Increased costs in the areas of electricity, petroleum, and petroleum-related projects. The number of referenda has been increased from 3 to 4. An increase in town hall costs is due to the increased use of the building. This increased use has also required the custodian to inspect the premises on weekends for which he has not previously been compensated. Health insurance costs: The Selectmen will continue to review various means of reducing costs, including increasing deductibles, self-insuring dental, capping costs, etc as compared to the current coverage. The cost difference resulting from reductions in premium due to these changes will be transferred to the health insurance reserve account. All individual phone line items involving town hall have been moved into the Office Expense area. A central phone system is anticipated for next year, which will cut down the number of lines needed for the building. Increased computer support is needed. This support and memory upgrade of current computers will reduce the need to purchase as many new computers each year. A firewall box will be installed linked through the internet. Fire company utilities, vehicle, and equipment costs have increased, as have physical exam costs required by OSHA. Reimbursement for training sessions and mileage to attend classes is included. The need for this was questioned, noting that people are forgetting they are volunteers. Dick suggested this is a move in the area of supporting the volunteers. It was suggested half of the costs be paid by the Town and the remaining half be paid by the Fire Company from funds they received from the public. The Board requested a copy of the Fire Company's financials as they have of other organizations. Increased hours for a groundskeeper at the Pavilion River walk has been requested by Parks and Rec for a longer season. Capital Requests: Original requests to the Selectmen of $2,147,508 have been reduced to $1,926,603. Anticipated grants of $777,000 will result in a net expense of $1,149,503. Again, the increased cost of fuel-related projects, as well as transportation of materials, is a major impact. Road Program: The need to step up the road program was noted. Fuel costs are up 25%, materials are up 40%.The need to replace guard rails, culverts and pipes is included. Increasing Town Aid Road funds from $100,000 to $200,000 to offset these projects is planned. The Selectmen's policy has been to maintain a minimum balance in the Town Aid account for emergency situations Vehicle & Equipment: The second payment of $100,000 toward a 2007 International Model 7600 fire vehicle is included, while a request for a fire command vehicle was eliminated. In addition, the WVFD reduced their original request for additional equipment from $58,000 to $35,000 at the request of the Selectmen Building & Property: The installation of a water cistern to service the residents of the Church Street area in New Preston was discussed. An increase in the size of the tank and the price has increased the original estimated price. It is the understanding of some that the Housing Trust would split the costs with the Town; however, since price and size of the cistern has increased since the original plans were drawn, this will be further clarified. Materials from the former town garage site on Titus Road will be removed and the property will be regraded, topsoiled, seeded, and a walking path will be installed. An area will still be required for sweepings. A separate committee will address the future of this area. Further detail was requested on cost for computer/printer upgrade, as well as the decrease in the Inland Wetlands legal fees line item and increase in electricity for the Pavilion. A special meeting to continue discussion of the budget was scheduled for April 30th at 5 p.m.
The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: April 14, 2007 March 9, 2007
Present:
Finance Board: Michael Jackson, Barbara Brown, Jack Field, Rex Swain
Alternates: Liddy Adams
Selectmen: Richard Sears, Mark Lyon
Treasurer: Linda McGarr
Fire Co: Dick Murchison, Duncan Woodruff, Brian Ohmen
Emergency Mgmt. Robert Tomlinson, EM Coordinator
Guests: Arthur Mulligan, VP, The McKellan Group
Valerie Friedman
Seating: Alternate Liddy Adams was seated for this meeting.
Minutes: Minutes of the February 26, 2007 meeting were discussed. Rex did not feel the minutes described in detail the discussion held regarding purchasing procedures, nor did he did agree on the necessity of the purchase. The Selectmen's Office will clarify the procedure in further detail with the Parks and Recreation Commission. Minutes were accepted with these comments.
Fire Co. Budget Requests: Fire Chief Dick Murchison and Assistant Chiefs Duncan Woodruff and Brian Ohmen presented the WVFD's budget proposal for the 2007-08 General Fund, Capital Fund and long-range vehicle plan. (Proposals are included as attachments to these minutes.) These requests were in addition to the $100,000 agreed upon for the 2nd payment for the next fire vehicle. Discussion on the following items was held:
Capital Budget: $130,200.
#1. Command Vehicle: $50,000. The command vehicle would be assigned to the duty officer daily for fire business only and would be available to fire personnel to attend training sessions, etc. Costs for insurance and vehicle fuel are covered by the Town. It was suggested reimbursement for mileage might be an option.
#2. Mounting Equipment and Installation on Rescue 2: $8,000. Currently, equipment cannot be properly secured in this vehicle and is subject to damage. This would protect the equipment, as well as the vehicle.
#3. Tri-Pod Light: $1,333. To provide more light required at fire scenes. Has it own generator.
#4. Update Extraction Equipment: $7,900. Some current equipment is three generations old and is unable to be retrofitted. They also are unable to access newer buildings/vehicles due to current construction regulations. The company is also concerned about breakage of current equipment. Last year, $22,500 in grants from the Firemen's Fund Insurance, which were sought by the WVFD helped to offset costs in this area..
#5. Life Safety Belts: $2,120. Necessary when working on ladders and roofs and for tag lines to exit buildings in smoky situations.
#6. Pagers: $19,450. Communications are very complex. Federal and State requirements are constantly changing technology. Must be narrow band compliant. Parts are no longer available for much of the current pager inventory.
#7. Portable Radios: 12 @ $17,400. For safety and accountability. It is also critical to communicate with officers within and from other towns.
#8. Replace Tires on #8: $2,000. Ten years old. Board suggested this be paid from General Fund as a maintenance item.
#9. Update Multi-Gas Meter: $1,100. To monitor hazardous atmospheres, oxygen levels, etc.
The members reported the anticipated life of fire apparatus is twenty years. They also noted taxpayers dollars will not be required to replace Self-Contained Breathing Apparatus as they have obtained a $150,000 Fire Act grant through FEMA.
General Fund Budget: $130,200. The WVFD operating budget consists of maintaining two buildings, including fuel and electricity, all fire vehicles, and necessary equipment. It also includes physical exams and other required fitness training required by OSHA, an Awards Program for volunteer services if participation requirements are met, and water supply development, a program for securing hydrant water supply at as many locations in town as possible. A line item for training has also been included this year. This year's request exceeds last year's by $29,700, mainly due to anticipated fuel and electricity rate increases, as well as meeting OSHA requirements and training.
The Board noted its appreciation to the firefighters for their efforts. They were commended on their long-range planning. They will provide the Board with their audit.
Health/Dental Insurance: Art Mulligan discussed possibilities for the Board to consider in a continuing effort to reduce insurance costs. Increasing the deductible for outpatient surgery over the past two years has resulted in lowering initial costs. The overall savings have been transferred to a Health Reimbursement Account to offset future costs. Prescription drug co-pays were also increased, which also helped in maintaining costs. Suggestions included:
A further increase in prescription co-pays. An additional $200 deductible prior to the co-pays, which could be paid by the Town or the employee. Placing a cap on the prescription drug rider. Investigating prescription consortiums. With regard to dental insurance, Art reported studies show that some employees do not take advantage of dental coverage, thus costing the Town more than what is actually being spent. Options of self insuring, setting a different coverage limit, covering different aspects of dentistry, charging employees a reasonable fee, etc. will all be investigated. Art will report back to the Selectmen. He complimented both the Boards of Finance and Selectmen on their progressiveness in investigating areas to reduce costs.
Emergency Management: Robert Tomlinson updated the Board on the need to continually upgrade communication equipment for emergency services. Due to new technology and more frequencies available, Homeland Security funds are now available through the State to reimburse the Town. The Board agreed that an ex-budget appropriation would be appropriate. Jack Field made a motion that an ex budget appropriation of $19,357 be approved to purchase radios, subject to reimbursement through a Homeland Security grant. Liddy Adams seconded the motion. Motion unanimously passed. A review of the communication assets will continue in order to develop a long range plan.
Treasurer's Report: Linda McGarr reported funds have been transferred to a new Health Insurance 1st rate account. She will also invest some of these funds in a STIF account to obtain a higher interest rate and allow more fluidity as required. Treasurer's Report approved.
School Construction: Jack Field reported the Board of Education has most recently decided to evaluate three options: a single school in Roxbury, renovations to "new" of three single schools, and "build to suit." Since the latter would allow each town to build to its own needs and not that of the Region, he felt this could result in major issues of governance. He noted an Inter-municipal Municipal Agreement would be conditional on two major parts: A pre-commitment that State reimbursement would be available and that plans must fully satisfy the obligations and responsibility for education in our Region. The IMA has been drafted but has not been signed. Dick Sears reported that he and the First Selectmen of Bridgewater and Roxbury met with officials from the State Department of Education and Senators Roraback and DeLuca to discuss the possibility of reimbursement for "build to suit." They found that this is no longer available and that reimbursement would have to be sought through the normal channels, which require Board of Education approval. Jack noted there does not seem to be an advantage to participate in "build to suit" and suggested Washington would rather go through the Region and reimbursement from the State. The Board of Education most likely would require that all three towns agree. He suggested the matter remain in the hands of the Board of Education.
Selectman's Report: Dick reported the Cell Tower Committee, a sub-committee of the Conservation Commission, will attend the next Board of Selectmen's meeting. They will request the Town to become intervenors in this proposal, which could cost approximately $10,000. Since there is no initial cost to seeking intervenor status, he will proceed. If it is to go further, funding would have to be approved by the Board of Finance.
The meeting was adjourned at 6:40 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Attachment:
Washington Volunteer Fire Department
109 Bee Brook Rd. Washington, Connecticut 06794PROTECTING OUR COMMUNITY SINCE 1926 Board of Finance
Washington, Connecticut March 9, 2007
All Concerned Parties,
The Washington Volunteer Fire Department strives to provide the best fire/rescue emergency response in an effective and efficient manner. The ability to meet total effectiveness and efficiency is in training, membership and the most modern up-to-date equipment available in the fire service. Provided herein is the non-recurring capital budget for the Washington Volunteer Fire Department for fiscal year 2007-2008.
Listed herein are items requested for the Washington Volunteer Fire Department.
1 Command Vehicle................................................+/- $50,000 complete
The intent of the command vehicle is twofold. A command vehicle enables the senior fire officers to have a vehicle to keep resources in, such as hazardous materials references, pre-planning information, maps, and the like. The vehicle enables equipment to be stored, such as EMS first responder equipment, traffic control equipment, and personal protective gear. Another important reason for this vehicle is to transport members to and from training, fire department non-emergency activities, and the like. Training for the Washington Fire Department does not just take place at the fire station. Many members train at other fire stations throughout the state, as well as the state fire academy and the National Fire Academy in Maryland. Members should not have to pay out of their pocket to receive this training. Using a personal vehicle for this puts an unfair liability on the member. As an emergency service department, this vehicle is justified, as there are vehicles assigned to other departments for individuals to use. This price can be reduced by as much as $12,000 by looking into a Ford Explorer coming off lease. A vehicle of this type is commonplace in the fire service today, as many surrounding fire departments have at least one, if not more.
2 Mounting equipment and installation for Rescue 2...............................$8,000
The new rescue is in need of mounting hardware to secure equipment placed inside. When the piece of fire apparatus was delivered, there were no financial provisions for mounting equipment within. Currently, equipment is subject to damage from not being secured. The cost of the mounting is justifiable because the cost of the equipment is extreme, and replacement should not happen resulting from unsecured equipment. The hydraulic rescue equipment alone is valued at +/- $45,000.
Damage to the fire apparatus itself is another concern. The unsecured equipment is causing, or has potential to cause damage to the inside of the compartments, as well as the roll-up doors. The cost to replace 2 roll-up doors is comparable to the cost of this request.
3 Tri-pod Spotlight.................................................................$1,333
This spotlight will provide more portable scene lighting at an emergency. This light will twin the one currently installed on Rescue 2. This item was not added during apparatus construction due to financial limitations at that time. Increased lighting provides for better safety during emergency operations.
4 Updated Extraction Equipment...................................................$7,900
The need to update the hydraulic extrication is critical to the effectiveness of vehicle rescue. Most equipment is past its useful lifespan, and repairing some equipment cannot be done. Updating the equipment to match current vehicle construction practices is essential. This amount requested is reduced from the original request of $15,700 in part by $7,800 due to securing a private grant in the amount of $7,800. This grant is a second grant to purchase extrication equipment. The first grant was in the amount of $14,000, which was used to initiate the hydraulic rescue tool upgrade.
5 Life Safety Belts...8 @ $265.00 each..............................................$2,120
Life safety belts are a critical piece of equipment needed for the welfare of firefighters working in locations that could result in a fall from above grade locations. Firefighters working on the aerial ladder and roofs are required to secure themselves from a fall. Besides the use of life safety belts from an above grade fall, the life safety belts are critical when a "tag line" is required during search and rescue procedures. A tag line greatly reduces the risk of firefighters getting lost in a building, which increases life safety.
6 Pagers.............45 @ $430.00 ea...............................................$19,450
We need to replace 45 pagers very quickly. Many of our older units have fallen into obsolescence where we can no longer get parts or support for the units (this would include primarily the Minitor II and Minitor III pagers). The Minitor II, III, and IV type pagers are also not fully compliant with the new narrow band systems (meaning that their functionality is limited (in the case of the Minitor III and IV's, and there is NO functionality with the Minitor II's). The current pager is the Minitor V which is fully narrow band compliant, has better overall performance as tested in the units that we have now that are Minitor V's. These new pagers will enable us to better alert our members, especially those in the more "fringe" coverage areas. The cost at todays prices is $19,450 ($430/unit).
7 Portable Radios......12 @ $1,450 ea............................................$17,400
The fire department is also looking to replace some radios that are very obsolete and fill some current gaps in our inventory of radios to enhance fireground safety and communications with mutual aid companies in the area. We are looking for a total of 12 new portable radios. The radios that are recommended for our needs are the Motorola XTS1500 series of radios. The radios will allow us to communicate within our system as well as with neighboring departments such as Woodbury that have digital radio systems. As more area departments upgrade their systems and migrate to new narrow band or digital technologies that are high band, we will be prepared. These radios will also be able to be used when we are required by the Federal Communications Commission to convert our existing system to a narrow band technology. These cost approximately $1450 each at current prices ($17,400 total).
8 Replace Tires on Engine 8.........................................................$2,000
The tires on Engine 8 are original, and about ten (10) years old. The tires tread life has past, and in need of replacement. Without proper tires, this is a safety issue when driving this vehicle.
9 Updated Multi-Gas Meter.........................................................$1,100
The new multi-gas meter will enhance hazardous atmosphere monitoring. With this updated monitor, ease of operation, efficiency, and reliability provide greater reliability, ensuring firefighters, and civilian's safety. This multi-gas meter will monitor atmospheres at the hazardous materials operational level, which is the Washington Fire Department's standard for hazardous materials response. This meter, at a minimum, will monitor carbon monoxide levels in structures, check for combustible gas (natural gas and propane, and monitor oxygen levels. This piece of equipment is critical in confirming whether there is a hazard in the atmosphere, or not.
Please note that due to securing a FIRE Act grant from FEMA, there will be no need to use taxpayer dollars for the replacement of Self-Contained Breathing Apparatus. This grant has been secured, and will be managed by the fire department. This is a savings of $150,000.
Respectfully Submitted,
Dick Murchison, Fire Chief
Attachment:
Washington Fire Department 2008-200910 Year Capital Plan, 2008-2018
Fire Hose Replacement**...................................................$15,000 Personal Protective Gear*....................................................$6,000 Engine 5 replacement (1/2) Replacement in 2010.......................$300,000 Thermal Imaging Camera Replacement.....................................$30,000 2009-2010
Engine 5 Replacement (1/2) Replacement, Delivery June 2010.......$300,000 Fire Hose Replacement**...................................................$15,000 Personal Protective Gear*....................................................$6,000 2010-2011
Fire Hose Replacement**...................................................$15,000 Personal Protective Gear*....................................................$6,000 Hazardous Materials Equipment Replacement and Update..............$30,000 2011-2012
Fire Hose Replacement**...................................................$15,000 Personal Protective Gear*....................................................$6,000 2012-2013
Replacement of Engine 3.............................................$400,000-$550,000 Personal Protective Gear*....................................................$6,000 2013-2014
Total Personal Protective Gear Replacement is due +/- $80,000 plus balance from $6,000 annual allotment put away to offset cost 2014-2015
Possible ladder 1 Replacement................................$650,000-$800,000 2016-2016
Hose Replacement.......................................................... $75,000 plus balance put away annually to offset cost. 2016-2017
Radio System Upgrade...................Cost unknown 2017-2018
SCBA Replacement / Modification ........................Up To $200,000 ** Money put aside to offset total replacement cost for hose, but available if needed due to unforeseen circumstances
* Money put aside to offset total replacement cost for personal protective gear, but available if needed due to unforeseen circumstances.
Posted: March 16, 2007 February 26, 2007
Present:Finance Board: Jack Boyer, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, Jim Brinton
Selectmen: Richard Sears, Nicholas Solley
Tax Collector: Tanya Wescott
Seating: Alternates Liddy Adams and Jim Brinton were seated for this meeting.
Minutes: Minutes of the January 22, 2007 meeting were accepted.
Tax Collector's Report: Tanya reported 94.1% of the current year's taxes had been received as of January 31 and prior years receivables are down to about $150,000. Clarification between actual bank deposits and her monthly "batches" was discussed. Tanya reported her batches (or reports) do not include overpayments, returned check fees, duplicate bills fees, interest write-offs, or overpayments and underpayments, which all are shown on the bank deposits. If an overpayment has been made, taxpayers and banks are notified and funds are returned once acknowledged by the payer. Payments over or under $2.00 are neither returned nor collected. Notification of automatic deposits from payers are included in her reports; however, they may not show as receipts by the local bank until they are actually received a day or two later. Most delinquent taxpayers have been good about adhering to a tax payment plan. The Board commended Tanya on her collections and appreciated the clarification between the two reports.
Treasurer's Report: Question was raised again about the large sum in a lower interest-bearing account at the end of the month. The Treasurer will be asked to make these transfers before the end of the month.
Purchasing Procedure: A discussion was held on the importance of following established procedures when making Town purchases. A recent purchase had been made, anticipating reimbursement from next year's capital budget. While the Finance Board agreed to the necessity of the equipment, approval should be obtained from the Boards of Selectmen and Finance prior to the purchase. All town income and expense is audited. Entities outside of town government provide individual audits for the Finance Board's review. The Board recognized the varied services provided by all town and town-affiliated boards. The Finance Board and Selectmen recognized the many services provided and noted their appreciation of the volunteer efforts from all boards and commission. However, they did feel it is their responsibility to ensure that due diligence is followed in the use of the taxpayer funds.
Selectman's Report: Dick attended the recent Inter Municipal Agreement meeting in Roxbury. While Bridgewater and Roxbury continue to work on build-to-suit options for their town, Washington's plan has been complete for some time. There is currently no guarantee for state reimbursement through a build-to-suit program. The present and prior superintendents of school met with the State Department of Education to investigate this further. It is felt a Special Act from the legislature would be required to approve reimbursement in this case.
Employee Health Benefit Fund: Efforts continue in an attempt to reduce costs in the employee insurance areas of the budget. The Board previously reviewed the Policy and Procedure Guidelines establishing an Employee Benefits Account and the past two year's experience had been excellent. Dick suggested consideration be given to extending the Town's coverage to co-pays and dental costs in an additional effort to reduce costs. Rex cautioned against this, noting experience will be different because usage will be different. He felt employees should pay a portion of their medical expenses. Discussion continued and it was suggested that data be obtained on previous use of the dental insurance and co-pays of employees. If it is recommended that options in addition to the current out-patient deductible be considered, a close accounting will be kept for review. The Town's broker will be asked to attend the next meeting to make recommendations for lowering costs. Michael Jackson made a motion that the Policy and Procedure Guidelines be approved. Jack Boyer seconded the motion. Motion unanimously passed.
The meeting was adjourned at 6 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: February 23, 2007 January 22, 2007
Present:Finance Board: Jack Boyer, Barbara Brown (5:40), Jack Field (5:05), Michael Jackson, Craig Schoon
Alternates: Liddy Adams, John Allen, Jim Brinton
Selectmen: Mark Lyon
Seating: Alternates Liddy Adams, Jack Boyer and John Allen were seated for this meeting.
Minutes: Minutes of the December 18th, 2006 meeting were accepted.
Treasurer's Report: Accepted as submitted.
Tax Collector's Report: Accepted as submitted. Tanya Wescott will be invited to attend the next meeting.
Financials: Accepted as submitted.
Old Business:
Education Construction: Jack Field reported an in-depth briefing on the build-to-suit and single school construction options will be provided to town residents by the Washington Board of Education members on January 24th . The purpose of this meeting is to get a better understanding of the feelings of Washington residents on these options.
The Board has asked three members from the Board of Ed and the First Selectman from each town to negotiate an Inter-Municipal Agreement (IMA) to develop the build-to-suit option. A deadline of February 23 has been set to develop an agreement. Questions remain if state reimbursement would be available to the individual towns for the build-to-suit option and whether this option would enable each town to build a school that suits the needs and specifications defined by the State. Evaluation of the property in Roxbury determined there is adequate space for building that would not have an effect on wetlands and buffer zones. Further evaluation of the property should be completed by early February. Bridgewater has filed a second suit against the Board of Ed to prevent them from continuing with Phase 2 of this property study.
Potter Property: Selectman Mark Lyon reported verbal communication has been received from the Potter family that they will be removing their offer for the sale of land to the Town. Written communication has not as yet been received.
The meeting was adjourned at 5:55 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Meetings in 2006