The Town of Washington, Connecticut
Minutes: Board of Finance
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www.WashingtonCT.org The Town of Washington, Connecticut Minutes: Board of Finance |
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Posted: January 25, 2009 December 15, 2008
The following Minutes of the Board of Finance meeting are submitted subject to approval at the next meeting.
Chairman Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Board of Finance: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig SchoonAlternates: Liddy Adams, A.J. DuBois
Selectmen: Mark Lyon, Jim Brinton, Nick Solley
Treasurer: Linda McGarr
Guests: Tony Bedini
Minutes:
The November minutes were amended as follows:
Education: Jack Field felt (delete: strongly) the Town should not enter into a 20-year lease unless provisions are made that would allow the lease to be voided if a decision was made to consolidate or sell(add:/use) the building (add:for other purposes.) He felt current maintenance of the building, as well as necessary capital repairs, need to be addressed by the Board of Ed. These costs are currently being estimated. The Board of Ed has the ability to set aside a (delete: percentage add: portion) of the surplus (add: up to ¾ of 1% of the total budget) (delete: from their budget) for this purpose. Rex suggested maintenance of the building should not be budgeted from surplus funds but rather be included as part of their annual budget. Maintenance should be articulated. The State will not provide reimbursement for anything with less than a twenty-year lease agreement, except roofing.Concern was noted at the high cost per student in the District, currently nearing $20,000/year – the highest in the State. A significant increase in enrollment in October was higher than anticipated, with 420 students exceeding the 385 forecast. Due to the current financial volatility in the country it was felt that more students may be entering the public schools in the future (add: in K-5). Jack Field noted he would update the town strategic plan to 2010 but was concerned about the difficulty in doing during the current economic state. It may be best to wait a year. This would include going back 5 years and forward 5 years. He felt that consolidation is not out the window and would prefer a one year lease. Minutes approved as amended.
Tax Collector: The Tax Collector’s report through December 10th noted 54.84% of anticipated taxes have been collected. The Tax Collector has not as yet seen a noticeable fall-off in collections. She noted many taxes are paid in December but the January receipts will be a better indicator of the recent financial climate. Tax Collection rates from 1980 were reviewed, which ranged from 94.5-98.1% during this time. A change but did not move more than 1.5% from year to year. Report accepted as submitted.
Treasurer’s Report: The Board acknowledged while we are not currently making much interest, at least we are not losing funds. Report accepted as submitted.
Financials: Financial reports were reviewed. Overall income seems on track, except for conveyance taxes (24%) and interest income (20%). While more private requests for assistance have been recently received, through the generosity of the Washington Community Fund, residents have been provided the assistance needed.
Selectman’s Report: Mark reported the Selectmen has agreed to enter into agreement with the consortium to obtain fuel oil, diesel and unleaded gasoline from East River Energy for the coming year as in the past. While local prices have recently fallen below this year’s contract, prior experience with the consortium has proven well and it was felt this was in the best interest for the Town. It was reported Region 12 will receive a $12,500 grant from the State to assist with fuel costs.
Education - Building & Property: Mark reported Charlie Boucher has been appointed to serve along with Tony Bedini on the School Building Committee, both of whom are very experienced in this line. This committee has priced necessary repairs to the primary schools. It is suggested these costs should be addressed within the context of the lease. They include major repairs to the drainage system and the repair and replacement of doors and windows. The roof is also over 20 years old, although not leaking. Cost of the backlog of needed maintenance is estimated at $500-700,000 for this building.
Tony Bedini reported they have audited the outside of the WPS and documented gross negligence to the building, including but not limited to the need to scrape and paint metal doors, continued water seepage into the building masonry and the need to resurface concrete. The primary schools in Roxbury and Bridgewater have also been reviewed and are even more extreme. The Building Committee is working to get the Boards of Finance in all three towns to address these issues with the Board of Education before the buildings are lost. They suggest a plant engineer is needed to address the issues properly and not waste money needlessly. The need for organization, accountability, management and leadership needs to be established and the issue needs to be presented to the public.
Alternate: Discussion on filling this vacancy will continue at the next meeting.
The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: December 13, 2008 November 17, 2008
The following Minutes of the Board of Finance meeting are submitted subject to approval at the next Board of Finance meeting.
Chairman Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Board of Finance: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, A.J. DuBois Selectmen: Mark Lyon, Nick Solley
Treasurer: Linda McGarrMinutes:
Jack Field suggested an amendment to the October minutes to replace the word deregionalization” in the first sentence under Education with “consolidation.” Minutes were accepted as corrected.Education:
Jack reported the local Superior Court had previously confirmed that consolidation would require a vote approved by a majority of the Region. This decision, however, had been sent to a higher court, where it has been pending for almost a year. De-regionalization of K-5, on the other hand, would require a majority vote in each town. The Region has not pursued this further as there is no provision in the statutes to do so.Tax Collections:
Tax Collector’s report was accepted as submitted. A schedule of tax receipts over the past 20-25 years was requested. The Tax Collector reported there did not seem to be difficulty with the July collections.State:
Mark Lyon reported Gov. Rell had reported the State is not proposing cuts at their Special Session but is anticipating a $2.3 billion shortfall by the end of the year due to diminished income tax revenue as compared historically. As much as 18% of the State income tax comes from three towns in lower Fairfield County. State grants will most likely be reduced in the next budget cycle.Treasurer:
Linda McGarr reported on a check scanning system available through the FNBL. Costs would be $50/month, plus $.11/check. It is estimated that the cost would be $1,500/year. Linda Savitsky, the Town’s financial consultant, will be asked to comment.Pension:
Michael Jackson reported he had requested an analysis of pension costs over the next ten years from the Town’s consultant, as well as suggestions for future budgeting. Rex suggested asking the pension consultant for an earlier response with a proposed budget for pension for the coming year. The Board will seek a replacement for the vacant alternate’s position.Education:
Discussion on the WPS lease agreement noted that Roxbury and Bridgewater have entered into a one-year lease agreement. Mark reported the Washington selectmen have also agreed to extend the lease until June 30, 2009 with the hopes that maintenance issues would be ironed out by then and in order to proceed with a 20-year lease.Jack Field felt strongly the Town should not enter into a 20-year lease unless provisions are made that would allow the lease to be voided if a decision were made to consolidate or sell the building. He felt current maintenance of the building, as well as necessary capital repairs, need to be addressed by the Board of Ed. These costs are currently being estimated. The Board of Ed has the ability to set aside a percentage of the surplus from their budget for this purpose. Rex suggested maintenance of the building should not be budgeted from surplus funds but rather be included as part of their annual budget. Maintenance should be articulated. The State will not provide reimbursement for anything with less than a twenty-year lease agreement, except roofing.
Concern was noted at the high cost per student in the District, currently nearing $20,000/year – the highest in the State. A significant increase in enrollment in October was higher than anticipated, with 420 students exceeding the 385 forecast. Due to the current financial volatility in the country it was felt that more students may be entering the public schools in the future. Jack Field noted he would update the town strategic plan to 2010 but was concerned about the difficulty in doing during the current economic state. It may be best to wait a year. This would include going back 5 years and forward 5 years. He felt that consolidation is not out the window and would prefer a one year lease.
Proposed 2008 Board meeting dates are attached and will be reviewed at the next meeting. The Board will offer names to fill the vacancy of Alternate on the Board.
The meeting was adjourned at 6:15 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: November 6, 2008 October 20, 2008
The following Minutes of the Board of Finance meeting are submitted subject to approval at the next Board of Finance meeting.
Chairman Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Board of Finance: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon
Alternate: Liddy Adams
Selectmen: Mark Lyon, Nick SolleyAppointment:
Liddy Adams was seated in the absence of Rex Swain.Minutes:
The minutes of the September 15, 2008 meeting were approved as submitted.Tax Collector’s Report:
Accepted as submitted.Treasurer’s Report:
Accepted as submitted. The Board noted it is unlikely interest anticipated for the 2008-09 budget will be accrued due to the current financial situation in the country. Many Town funds have been transferred to Treasury notes in the interest of safety. Concern over availability of cash was noted. The Board continues to explore and consider various investments. The Treasurer will be asked to also invest the Housing and Open Space funds with care.Pension:
Michael noted his concern over the future of the Town’s pension funds due to the current economic situation. The annual deposit to the pension could have to be increased measurably in the future. He felt the members of the Board should address this with long-range planning and he will confer with the pension consultant and the members of the Pension Committee to discuss these concerns, including current investments and future risks.Education:
Jack Field reported there is still no answer from the State Supreme Court on the question of deregionalization. Deregionalization requires the agreement of all three towns. Roxbury and Bridgewater currently seem to be opposed to this possibility. He suggested the possibility of repairing the primary school buildings on a town-to-Region basis could be done through the leases. While WPS the could have the most problems and the highest costs, an analysis of individual building maintenance, operation costs and the cost distributions would be beneficial.Concern was voiced over the lack of maintenance at the WPS. It was agreed this could be due in part to the indecision on whether or not to renovate. Jack suggested a more specific maintenance plan and costs should be established on an annual, on-going basis. Deferred projects could be addressed through a set-aside for major maintenance repairs, for which a fund could be established to accrue funding for this purpose.
Discussion was held on the merits of holding Board of Education elections by machine. This would have to be agreeable to all three towns. Liddy noted Board of Ed members have always been counted on to do the job on an apolitical basis. She did feel elections would be taken much more seriously.
Ex-budget appropriation:
At the request of the Board of Selectmen, a motion to consider an ex-budget appropriation not to exceed $13,500 was approved by the Board of Finance to be used toward the purchase of the two highway trucks recently advertised. This expense would be offset by the receipt of funds from the sale of a used town truck and would be deposited directly to the General Fund to offset expenses. Motion unanimously passed.Meeting adjourned at 6:10 pm.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: October 6, 2008 September 15, 2008
Present:
Board of Finance: Jack Boyer, Michael Jackson, Craig Schoon, Rex SwainB/F Alternates: Liddy Adams, Arthur DuBois, Jr.
Selectmen: Jim Brinton, Mark Lyon, Nick Solley
Tax Collector: Tanya Wescott
Treasurer: Linda McGarr
Guests: Tony Bedini
Chairman Michael Jackson called the meeting to order at 5:00 p.m.
Minutes:
The minutes of the 8/4/08 meeting were approved as revised.Tax Collector’s Report:
Tanya reported 51.5% of the 2008-09 anticipated taxes have been collected. All outstanding taxes prior to the 2004 Grand List have been cleared up. Property owners in arrears for two or more years, who have not made and followed through on payment arrangements, are sent to the State Marshal for collection. The Marshal has the authority to remove funds from the accounts of overdue taxpayers. While the Tax Collector does not have this authority, she does have the authority to foreclose on properties. The monthly report was amended to include total collections for all Grand Lists including collectibles, outstanding and collected.Treasurer’s Report:
The Board discussed the current financial status of the country due to recent major occurrences. Town funds are mainly invested in federal securities.Financials:
Accounts were reviewed. Rex Swain made a motion to transfer $475,000. from the Town Aid Road Fund to the Nonrecurring Capital Fund to reimburse funding for road project costs for 2005/06, 2006/07 and 2007/08.:Jack Boyer seconded the motion. Motion unanimously passed.
SPENT: TRANSFER: 2005-06: PAVING & DRAINAGE $150,000 $100,000 2006-07: PAVING & DRAINAGE $46,210 ROAD RECLAIMING $145,000 $191,210 $150,000 2007-08: RECLAIMING/REPAVING $150,000 CHIPSEALING $69,965 CULVERTS & CATCHBASINS $5,581 $ 225,546 $225,000 $475,000 Jack Boyer made a motion to transfer funds remaining from the following completed capital projects in the Nonrecurring Capital Fund in the amount of $20,451.90 to the General Fund:
Rex Swain seconded the motion. The motion was unanimously passed.
04-05 T - STAINED SALT BLDG. 241.00 U - EAST ASPETUCK RETAINING WALL 545.00 05-06 F - HIGHWAY TRUCK 45.00 Q – GENERATOR 13,464.99 06-07 J - HWY. ASPHALT ROLLER 0.32 X - NP FIREHOUSE ROOF REPAIR 200.00 Y - FILE CABINETS 61.00 07-08 C FIRE C. TRIPOD SPOTLIGHT 57.79 F FIRE PAGERS 5.08 K HWY. WOOD CHIPPER 2,749.32 Q-HWY. GARAGE CONCRETE FLOOR 3,082.40 20,451.90 Education:
WPS Lease:
Tony Bedini reported B/E members Jim Hirschfield and Alan Brown are reviewing the primary school leases on behalf of the Board of Ed. Once complete, a copy will be sent to each First Selectman for reconsideration.WPS Repairs:
Tony reported Paul Szymanski of A.H. Howland & Associates had offered to review the entire drainage system at WPS at no cost. Many problems were found: constant flooding in the basement, water returning to the basement after being pumped, broken drainage pipes leading to the river, etc. Paul has been asked to provide an RFP in an attempt to determine costs for necessary repairs. He noted, however, that obtaining costs will still not solve the problems in the basement. They had begun investigating which items were eligible for reimbursement from the State. They have found the State list is constantly changing and the reimbursements are not available for many items, with roofs as an exception. The rush to complete the leases seems to have dwindled as the reimbursements are not what had been anticipated. The spreader system was also investigated by Charlie Boucher who found that water cannot drain from the gym roof because of clogged gutters. The remainder, a copper system in pretty good shape, does not need to be replaced. Tony acknowledged there are four different buildings in the Region, all of different ages with different requirements. There is no maintenance plan and a lack of maintenance and knowledge of the problems exists. A review by a qualified person, conversant with the building and engineering, would be beneficial. The Board agreed the systems should be reviewed regularly and a plan established. The plan should include not only the maintenance and repairs necessary, but also a timetable for completion. The items should be discussed during budget work sessions rather than just setting the usual percentage increase each year. Tony suggested a separate lease and maintenance agreement be initiated. He urged the Board of Selectmen not sign the current lease because of these concerns. If de-regionalization were to result, question would remain if it would be worthwhile to continue to fund this building. This would require $400,000-500,000 for drainage work, it would remain in a floodplain, the problems of basement flooding would not be alleviated, the heating system needs to be addressed, the school is huge and not conducive for small children, and the building is not efficient by any means. The Board noted their appreciation of Tony’s efforts on behalf of the Town.De-regionalization:
It was reported the Bridgewater Selectmen had requested a committee be established by the Board of Ed to investigate de-regionalization on behalf of Bridgewater . It was requested that Board of Ed members and State personnel be seated on this committee. State law requires all three towns reach agreement to consider this matter. Tony reported educators are not interested in doing this and have informed Bridgewater it would be illegal to do this on their own.Land Use Consultant:
Mark reported the Selectmen are in the process of interviewing consultants to review office functions, responsibilities and staffing levels in the Land Use office. Fees for consultants range from $2,000-5,000. While this expense was not included in the current budget, the Selectmen feel the review is warranted and would be money well spent. For funding, the Selectmen have considered use of the consultant line item in each Commission’s budget; noting, however, that these had already been reduced at budget time. The Board agreed an ex-budget appropriation not to exceed $5,000 would be more appropriate and approved same.Vacancy:
A replacement for alternate John Allen will be sought, whose shoes will be hard to fill.The meeting was adjourned at 6:05 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: September 15, 2008 August 4, 2008
Chairman Michael Jackson called the meeting to order at 4:55 p.m.
Present:
Board of Finance: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon, Rex SwainB/F Alternates: Liddy Adams, Arthur DuBois, Jr.
Board of Selectmen: Mark Lyon
Treasurer: Linda McGarr
Guests: Valerie Friedman, Tony Bedini
Minutes:
The minutes of the 6/16/08 meeting were approved as revised.Treasurer’s Report:
Linda McGarr reported interest rates in the FNBL Trust accounts are currently at 1.37% for the General Fund and 1.57% for the Nonrecurring Capital Fund. Funds had been invested in these accounts in the interest of safety. Report accepted as submittedTax Collector’s Report:
The percentage of tax collections as compared to the anticipated budget collections for the previous fiscal year was discussed. While 95.1% of the current real estate, motor vehicle and personal property taxes were collected, an overall total collection rate of 101.4% was realized, which also included all prior outstanding taxes, interest and liens, overpayments, etc. A collection rate of 98% on the previous year’s Grand List was used for long range assumption calculations. Report accepted as submitted.Financial Reports:
Year-end figures were reviewed. Certain expenditures that exceeded the budget were offset by income in these areas. i.e. Building, Police, etc. As had been discussed during budget deliberations, Rex Swain made a motion to transfer surplus funds from the 2007-08 Dental Insurance and Health Insurance Deductible line items to the Health Benefits Fund. Jack Boyer seconded the motion. Motion unanimously passed. Transfers for approved Nonrecurring Capital projects and the Housing and Open Space Funds will also be made to their respective accounts. Details on Town Aid grants, etc. will be provided for the next meeting. Report accepted as submitted.Education/WPS Lease/Reimbursement:
Options involving the Washington Primary School lease were discussed. Currently the lease is being continued on a year-to-year basis. The Board agreed they would not want to see a lease signed without a unanimity of purpose.Tony Bedini reported it was unlikely that reimbursement would be available for renovations to the Washington Primary School since the building is situated in a floodplain and is too large for the number of students according to State guidelines. Whether a 20-year lease is signed or not would not reflect on reimbursement for the Roxbury and Bridgewater buildings. Any reimbursement would go directly to Region 12.
Jack Field reported the State has specific items that do not meet the criteria for reimbursement unless they are included as part of a package. Roofs are eligible. He did not feel it would be in the Town’s best interest to go forward with the same situation of a failing school building or older schools in need of repair and suggested all three towns should complete the minimum repairs and spend funds immediately on the worst problems as this has continued for the past six years. Question was raised if a 20-year lease was actually needed for these repairs to be made.
Mark Lyon reported the First Selectmen from the three towns and the Lease Committee have a conditional agreement on a lease that addresses various maintenance issues; however, he has not received anything in writing from the Lease Committee or the School Board. He was concerned that a 20-year lease would be construed as acceptance of the facilities as they exist and felt that the school board may be willing to address the maintenance issues without a lease. The Lease Committee has not accepted the complete list of maintenance issues the First Selectman presented for inclusion in the Lease. Mark will continue to talk with the Region’s Facilities Committee about these concerns. A decision must be made whether to put money into an old or new school. Latest population projections are a stunner and all agreed it is critical that the Board of Ed recognize the enormity of the problem and provide the impact of these numbers to everyone. He noted his appreciation for opinions received from the concerned and well-informed individuals who have done a lot of work on this matter. Many unresolved issues remain which continue to be addressed. Options need to be preserved and the issue of having a vote of choice must be provided.
It was noted Bridgewater has gone before the Board of Education to investigate deregionalization of K-5. Comment was made that Washington may be interested if it becomes clear that consolidation is not possible.
Consultant:
Following interviews with consultants regarding financial responsibilities in the Selectman’s Office, Michael Jackson, Mark Lyon and John Allen recommend Linda Savitsky of Essex, CT as providing the best value for the Town. Ms. Savitsky has experiencing working in municipal and state government for many years.The purpose of the project would be to review operational procedures for efficiency and space allocations and to document the findings in order to lead to more efficiency of operation. Jack Field noted this should be done with the understanding that recommendation would be followed, which may require extra funding. Costs were estimated at $7,000, but would not exceed the $9,000 already approved for this project The Board agreed and Ms. Savitsky will be contacted.
Mark Lyon reported the Land Use Office organization and functions will also be considered for a separate review as to their efficiency and functionality between Land Use officers and Town planners.
Fund Balance:
A recent newspaper article regarding concerns over a neighboring town’s fund balance was discussed. It has been the Washington Board’s philosophy to maintain a fund balance equal to 1 ½ - 2 months expenses. While expenses may have exceeded income over the past few years, the Town has been able to use reserve funds due to this long-range planning. It was agreed that this will continue to be reviewed annually for future years.Transfers:
Transfers to various Funds were discussed. Concern was raised that certain Land Use Boards may be receiving pressure that the funds be spent. It was noted that the Open Space Plan recommended funds be set aside annually for the purpose of obtaining open space land and that particular pieces of property are not always available. It was agreed to review this annually.Michael Jackson made a motion that the transfers be made to the Nonrecurring Capital, Open Space and Housing Funds for projects as approved in the Capital Budget. A.J. DuBois seconded the motion. Motion unanimously passed.
Webmaster:
The Selectmen and Finance Board expressed their sincere appreciation to Rex Swain for his services as Webmaster for the Town. Rex voluntarily set up the Town website and continued its daily update since 2002. Rex’s diligence and knowledge have provided the Town with an outstanding website. Rex reported Steve Wadelton has agreed to take on this volunteer position for the Town. Thank you, Rex. Thank you, Steve.The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: July 16, 2008 June 16, 2008
Chairman Michael Jackson called the meeting to order at 5 p.m.
Present:
Board of Finance: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon
B/F Alternates: Arthur DuBois, Jr.
Board of Selectmen: Mark Lyon, Nicholas Solley Treasurer: Linda McGarrAudit: A review of the accounting and auditing practices of Charles Heaven & Co. by independent auditors was submitted to the Board as requested. This review, established by the AICPA, indicated Charles Heaven & Co., Inc. had conformed with the system of quality control for accounting and auditing practice, had met the requirements of the quality control standards and complied with them during the year. (Note: The next review is not due for completion until September, 2008.)
Tax Collector’s Report: Report accepted as submitted. The Selectmen were asked to inquire if neighbors adjoining a property at 29 Revere Road would be interested in purchasing this property. The Tax Collector has foreclosed on the property due to unpaid taxes. The Board agreed they would like to recover an amount to cover the back taxes due on this property (tax: $12,332.48; interest $15,098.27; lien fees $336; total due: $27,766.75.)
Treasurer’s Report: Report accepted as submitted. While the newly-opened Trust Accounts provide a lower interest rate, it was recognized they are safer. Linda noted these accounts also allow more flexibility than CD’s. She reported she had renewed the Webster Bank CD that had matured the previous week at a rate at 3.55% for one year. She was asked to contact the bank regarding the S.T.I.F. accounts for an update on their security.
Financials: Mark Lyon updated the Board on the financials on all accounts. Ex-budget appropriations and capital expenditures will be reviewed for closeouts at the end of the fiscal year. All accounts will be reviewed for year-end transfers that may be required.
Education:
Building Committee: Jack Field updated the Board on the second draft of the Building Committee’s plan, as well as a “minority” report being considered to outline conflicting opinions from members of the Committee. The conflicting opinions include that costs as presented are not adequate and that both Ed Specs and estimated costs have been adjusted to favor the three schools option. CREC had made their own estimates and presented the information in a format not comparable to previous estimates made by architects. The Building Committee is using an average of architects' and CREC estimates. A minority report from the public may also be presented when the Building Committee presents its report. Jack noted the Chairman of the Building Committee stated he had been elected to deliver a three-school project to the towns. He had been appointed as Chairman of the Building Committee when he had been on the Board for only a month. Jack felt the Committee majority is against consolidation and that everyone on the Committee is biased in one way or another making compromises dificult or impossible.>Mr. Wainwright of Bridgewater is scheduled to make a presentation to the Board of Education to report that Bridgewater and Roxbury CMT scores are better than those in Washington according to an article in the Litchfield County Times, therefore validating his premise that Bridgewater structure for primary education is best. It seems clear to him that consolidation is in legal limbo because of the court case and therefore they may propose to go with another referendum for renovation of three schools only. It was agreed that the Board of Education will have to sort this out.
Lease Agreement: Mark reported discussions continue on the proposed 20-year lease agreement with Region 12. The Board suggested the lease agreement might hinge on the Board of Education’s approval to have a vote to consider both options of three schools/one school on the same vote. Members of the Board of Finance the noted while the Board of Education is responsible for spending funds, the Town’s are responsible for providing the funding for that spending. The issue in the present negotiation is how to assure Towns that their facilities will be adequately maintained. The lack of parental representation at Board of Education meetings was also noted.
Energy Alliance Audit: An energy audit of town buildings has been completed by Energy Alliance, a contractor working in conjunction with CL&P. Recommendation has been made that fixtures in the town hall, senior center and town garages be upgraded. While there would be a required expenditure to upgrade these fixtures, CL&P feels a 0% increase would ultimately be realized by the Town through a savings in kilowatts usage and energy consumption over a three-year period. Net cost to the Town to replace the fixtures would be $17,400 due to an $11,000 rebate from CL&P to Energy Alliance. Mark had reviewed this with others who have had experience over the past 2-3 years and found it has worked out well. He felt costs could be covered within the budgeted line items but that the public should be made aware of this proposal. The Board agreed this would be a commitment by the Town toward saving energy and the Town would not be making money on this. It would be well-publicized and a tracking of the costs over the next three years would be done. The cost of the fixtures would be at 0% interest. Tentative approval was given if all proposed terms are met. Michael Jackson made a motion for the Selectmen to proceed with this project. Barbara Brown seconded the motion. All in favor.
MEETING DATES CHANGES: The July and August meetings were canceled. A meeting will be held on August 4th at 5 p.m. to replace these meetings.
Meeting adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Gollow,
Secretary
Board of Finance
Posted: May 19, 2008 May 13, 2008
Via e-mail
(Due to lack of a quorum following the budget hearing held on May 8th, a budget vote was taken via e-mail on May 13, 2008 to consider the motion on the expenditures proposed for the 2008-2009 fiscal year for the Town General and Nonrecurring Capital Funds.)
The Board of Selectmen requested the Board of Finance consider an increase of $300 in the Fire Marshal annual salary line item from $23,500 to $23,800, plus an increase from $600 to $1,000 for Fire Marshal expenses, which include educational costs for two assistant Fire Marshals.
These changes would increase the overall General Fund budget from the $3,889,936 proposed at the budget hearing to $3,890,636. The increase would remain at 2.7% over the current year's budget. The proposed expenditures for the Nonrecurring Capital Fund would remain as initially proposed at the hearing at $1,150,176. Total General Fund and Nonrecurring Capital Fund expenditures would be $5,040,812 or 2.3%.
Michael Jackson made the following motion:
General Fund expenditures in the amount of $3,890,636. and Nonrecurring Capital expenditures in the net amount of $1,150,176. for the 2008-2009 fiscal year be presented for approval at the Town Meeting scheduled for May 22, 2008 at 7:30 p.m.
Jack Boyer seconded the motion. Eight votes were received from the following Board members: Barbara Brown, Michael Jackson, Jack Boyer, Jack Field, Craig Schoon and Rex Swain, as well as Board alternates John Allen and Arthur DuBois, Jr. All were in favor. The motion was passed unanimously.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: May 19, 2008 May 8, 2008
Board of Finance Budget Hearing
Present: Board of Finance: Michael Jackson, Chairman, Jack Boyer, Barbara Brown, Jack Field
B/F Alternates: John Allen, Arthur DuBois, Jr.
Board of Selectmen: Mark Lyon, First Selectman
Selectmen: James Brinton, Nicholas Solley
Members of the public
First Selectman Mark Lyon welcomed all and presented a brief overview of the proposed budget. The proposed budget had been filed in the Town Clerk's office and posted as required. General Fund expenditures were proposed at $3,889,936. Mark noted while this indicates a 3.95% increase as compared to the 2007-08 budget, it is shown on the presentation as 2.7%. This is attributable to a change in the accounting presentation in the Building Inspection area in an effort to show a truer indication of Town costs. Nonrecurring Capital Fund expenditures were proposed at the net amount of $1,150,176 or a 7.5% increase. Total General Fund and Capital Fund Expenditures were $5,040,112 - a 2.3% increase. Adding the Town's net Education expense of $9,039,674 (4.2%), the overall Town Expenditures equate to $14,079,786 (3.5%).
Finance Chairman Michael Jackson explained the change in the Building Inspection expense area, which was also provided as a separate presentation to the public. He noted the Town contracts for building inspection services at a cost of 72% of the fees collected. This results in no expense to the Town other than office expense, which includes postage, membership fees and fees paid to the State at $.16/$1,000/value.
Capital Plan: Selectman Nicholas Solley presented the Capital Expenditures as part of the Town's Long-Range Capital Plan. The budget is presented in the areas of: Road Program, Vehicles & Equipment, and Buildings & Property. Specific items described included:
The Road Program includes a new line item for the refurbishment of dirt roads. This will be an on-going program, which initially addresses approximately 2 miles of the Town's 27 miles of dirt roads over the next 10/12 years. It will go beyond the annual maintenance of dirt roads with gravel replacement, compaction, etc. Repairs to two Walker Brook Road bridges will accommodate standards required to accommodate bus traffic. Town Aid Road grant funds in the amount of $200,000 will be used to offset costs in the Road Program. The Vehicles & Equipment area includes the first of a two-year plan to replace a 1989 International 4 wd fire pumper. The WVFD felt the body on the existing truck could be used with the addition of a new cab and chassis. In the Building and Property area, Nick noted the cupola and upper dome of the Bryan Memorial Town Hall is in need of painting and re-leafing and the Depot firehouse (now the Police Office) is in need of window replacement and brickwork repair. Questions raised by the townspeople included:
The appropriation of $25,000 for rental assistance to the Washington Community Housing Trust. The Town had approved a subsidy to assist seniors with rental payments at Riverwoods Senior Housing several years ago. This has recently been depleted. Due to changing circumstances and the cost of living, it sometimes becomes difficult for seniors to meet their rental costs. These funds are only available to seniors at this complex. The appropriations for Open Space and Housing . Mark Lyon reported he has spoken with the Conservation Commission recently and they will be looking into identify property for these purposes. Their findings would be brought to the Selectmen. The Selectmen continue to address this issue. Michael Jackson noted the townspeople had voted several years ago on the issues they felt most important to the Town for the use of tax money. The issues of Open Space and Housing were of highest importance and these appropriations are made in response. The funds would be used for seed money and not to entirely fund projects. To date, nothing has gone forward and the funds have been accumulating. Question was raised as to why the funding continues if land is not being purchased. Michael noted that rather than have a large item in any one year, it was felt it best to obtain funding over several years in the event that an opportunity arises An option could also allow the Town to take a mortgage on a piece of property. It is up to the Board of Selectmen and the townspeople to determine if this is the right amount of money to be included in the budget or if it should be there at all. Comment was made in favor of this line item and it was hoped it would continue. With regard to the Macrocostis Preserve, Michael noted while owned by Steep Rock, the Town took the rights to the water. It is a town asset with Steep Rock monitoring the property. Need for additional staffing in the Land Use area was made. The Selectmen have addressed this issue with the moving of a clerk to the Land Use office, plus additional staffing hours if needed. This will be included in an overall review of town hall staffing and responsibilities. Funding of boat launch and beach area projects. Are they now totally funded and where can the total costs to the Town be obtained. Mark reported costs are higher than originally budgeted several years ago and volunteer funds have been received from the Lake Waramaug Ass'n., in addition to funds from the towns of Warren and Kent and a D.E.P. grant. There is no line item in this proposed budget for additional expenditures. A separate account had been established to insure the funds are specifically used for this project. Anticipated mill rate. Peter Tagley questioned if it could be assumed that with the 4% increase in expense that the mill rate would be increased by 4%. Michael thanks him for his consistency over the years and reported that this will not be decided until after the town meeting approves the budget. The Board tries to maintain a one month's surplus and will not leave a deficit in the best interest of the Town. Going forward, there needs to be a resolution to the school situation, which most likely will prove costly. Impact on property tax collection. Mark noted according to the Tax Collector the change has been minimal. She has done a good job of clearing up past due taxes. Changes to town employees' health insurance plan. Maintaining a self-insured deductible in health insurance and a self-insured dental plan will continue. These have proven beneficial to the Town. Possibility of increasing dental benefits from $500 to $750 is being considered. The town's agent, Arthur Mulligan, has provided much insight over the year's to costs and maintaining benefits, for which the Town is appreciative. We will continue to investigate many options. Building fuel costs. It was noted the Town has been able to obtain favorable rates as a member of a fuel consortium with Region 12 and other towns and regions. A contract is usually signed in the late summer, early fall. Until that time, future rates are unknown. The current Town rate is $2.05/gallon. The Hearing was adjourned at 8:15 p.m. A tape of the hearing is available with these minutes in the Town Clerk's office.
Respectfully submitted,
Kathy Gollow. Secretary
Posted: May 19, 2008 April 28, 2008
Present: Regular Members: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon,
Alternates Members: Liddy Adams, Arthur DuBois
Selectmen: Mark Lyon, Nick Solley
2008-2009 Budget Discussion:
General Fund: The Board continued discussion of the proposed budget. Mark reported certain line items had been reduced:
036 -Recycling: Reduced tires/metal to $2,000. Reduced hazardous Waste/E-waste to $10,300. E-waste costs should be offset by income received at Transfer Station.
047 -Annual Repairs: Bldg/Grounds Supervisor: Reduced from 20 to 16 hrs/week to $23,061.
048 - Animal Control: mileage/phone reduced to $1,800.
006 - Building Department: Expense for building inspections are based on a contract with William T. P. Jenks & Associates. These expenses include his services, as well as additional inspectors, secretaries, etc. All income received from building permit fees is deposited directly to the Town. 27% of the income derived is paid to Mr. Jenks to cover his services. Thus, the Town actually does not have an expense in this area other than postage, secretarial and office supplies. How best to indicate this in the Expenditure budget was discussed at length. This discussion will be continued.
Total General Fund - Reduced from initial proposal of $3,949,243 to $3,937,936.
Nonrecurring Capital Fund:
Painter Ridge Road: After reviewing the increased costs and guidelines required to meet the standards to obtain a State Rural Road Minor Connector Grant, the Selectmen did not feel this project warranted the type of roadwork that would be required for the grant.
Bridge Work: Reduced from $150,000 to $50,000. Projects currently budgeted will be completed. In the next fiscal year, they plan to return to setting aside a specific amount on an annual basis. A forecast of bridge replacements and road repair/reconstruction will be provided at that time.
Town Hall Cupola: Reduced from $85,000 to $65,000. It was suggested $19,000 remaining in previous capital items for town hall repair could be applied to this project.
Town Hall Office Analysis: Added $9,000.
Total Capital reduced to $1,150,176 net.
Town Clerk Request - CGS 7-34a(d)a and (e): Town Clerk Sheila Anson submitted a request to the Board to approve a separate account for funds received from the State in accordance with CGS 7-34a (d) and (e). These funds(approximately $2,000 each/year) are specifically to be used for historic document preservation of Town records and their management and related costs as defined in CGS 11-8j(6). They are derived from Farm Land Preservation, Land Protection, Affordable Housing and Historic Preservation. If not spent in a fiscal year, funds should remain available to the town clerk for following years. Jack Boyer moved the Board approve the establishment of a separate account for this purpose. Future income will no longer be deposited to the General Fund.
Meeting adjourned at 6:18 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: May 19, 2008 April 21, 2008
Present: Regular Members: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates Members: Liddy Adams, John Allen, Arthur DuBois, Jr.
Selectmen: Mark Lyon, Nick Solley
Treasurer's Report: Accepted as submitted. Michael reported the Trust accounts held by FNBL on behalf of the Town are separate from bank funds and he feels comfortable the Town funds are secure. Information on how these funds are invested and their average rate will be obtained from the Treasurer.
Minutes:
March 19: Minutes of the March 19th, 2008 meeting were accepted as submitted.
April 14th: Rer WCHT: Jack Field suggested minutes of this meeting be amended to read: "The Board of Selectmen recommended approval of the multi-year subsidy for $25,000, which will be considered further for inclusion in the forthcoming 2008-2009 capital budget." Minutes accepted as amended.
Financials:
General fund and Capital Fund: Funds were reviewed and accepted.
Town Aid Road Funds: Mark reported while the balance in this account appears high a portion of the funds were had previously been budgeted to offset capital projects. Once complete, the Finance Board will be asked to approve the transfer of these funds to the Nonrecurring Capital account to offset project expenses.
Open Space & Housing Funds: These accounts will be discussed in further detail at the next meeting.
Preliminary 2008-2009 General Fund & Capital Expenditures: The Selectmen provided their initial proposed budget expenditures. Items were reviewed in detail. Specific areas included:
004: Town Clerk - Preservation of Historic Documents: CGS 7-34a provides grant funding to preserve historic documents. The Town Clerk has requested these funds be segregated into a separate fund expressly for this purpose rather than deposited into the General Fund in order that she may accumulate them for larger items used expressly for the purpose of preservation. The Town Clerk will be asked to provide additional clarification of the Statutes prior to approval of this separation. 006: Building Inspector: Income offsets expense in this line item due to the Town's contract with the building inspector, which states the Town's expenses shall be determined as 72% of the income received. This would insure an income of 28% of all fees received. It was suggested both income & expense be budgeted higher to be more realistic. This will be discussed further. 008: Election: Training and supplies have increased due to unfunded State mandates. 014: Inland Wetlands: Clerical costs were transferred from 006 (Building) to 014 to provide additional staffing requested by the Commission for enforcement issues and inspections. Legal fees were reduced. Consultant costs were increased. It was noted if a consultant is required during the application process, the fee is borne by the applicant; whereas, if a violation occurs, the consultant fees are borne by Town. All Land Use staffing and responsibilities are being reviewed. 017: Town Hall: Heating fuel & electric costs were based on use in the current fiscal year. As a member of a fuel consortium, a lower fuel price has been maintained. Grounds: The Village Improvement Society has provided assistance with lawn maintenance and preparation during the past fiscal year. This cost will now be covered with Town funds. Thank you V.I.S.! 019: Insurances: Worker's Comp has increased due to unusual experience rating over the past year. It is anticipated these cases will be closed. Liability & Property remain as anticipated in three-year contract with CIRMA. 020: Accident & Health Insurance: Health Insurance: The initiation of a $1,500 self-insured deductible in the Town's health plan has reduced costs and has fared well.
Dental Insurance: Dental benefits are currently self-insured by the Town at $500/employee, thus eliminating dental insurance costs. This self-insurance has also reduced Town costs.
All funds remaining in the self-insured Health and Dental accounts at the end of the fiscal year will be transferred to the Town's Health Insurance account. Review of various health cost saving measures will continue. Consideration may be given to an increase in the dental allowance.
Michael suggested the Town remain cognizant of the fact that as employees age, experience is higher, and funding the maximum liability might be considered in order to insure no risk. Rex noted he is uncomfortable about increasing the benefit level and feels the employees have better medical coverage than others. He felt we should be looking at getting more employee participation and share the risk. Michael suggested comparable union packages be reviewed. Mark reported the Town's coverage compares to the State's employee package, but at a lower cost. If future plans consider going to a health savings account, employee participation will be required. Mark noted changes in the health plans over recent years has proven to provide good coverage for employees, while offsetting targeted cost increases. Rex did not feel that this required additional benefits to employees. It was agreed that a review of positions and responsibilities should be done as planned.
Budget discussion continued in the following areas:
025 Fire Co.: General repairs are needed to overhead doors, exterior pedestrian door replacement, interior painting. These items may be transferred to Annual Repairs to Town Buildings.
026 Police: Building utilities are included in the Police budget. These include utility expense for both the police offices and the upstairs tenant. Rent received from tenant takes these costs into consideration.
027: Emergency Management: Add Safety Net. $2,970.
031: General Maintenance:
Contracted services are now regrouped into General Maintenance. These included road striping, machine rental: (vac-all, curb machine, dirt roller for rebuilding roads.) Tree Work has also been transferred into the General Maintenance category. Inventory stock of culverts and catch basins is low - replenishment costs included. Signs: Increased costs due to new street signs mandated by State. Will be continued over next year. Education/Safety classes for Class 1 licensing. Town's insurance carrier will also provide training. Drug & alcohol testing as mandated by state. 032: Winter Maintenance:
Sand prices have decreased while salt has increased. Some sand still needed for dirt roads. Use of "magic salt" has results in less wear and tear on the plow blades and melts ice more quickly. This past winter had many week-end and overnight storms resulting in more overtime required. Hopefully an anomaly. 036: Recycling:
Increase in budget for Electronic (E waste) expenses - +$1,000. It is anticipated these costs will be offset by income received at transfer station. Additional signage will also be required at transfer station.
041: Parks & Recreation:
Part-time returning workers (i.e. lifeguards, summer workers) receive $.25/hour. The beach will be open on Memorial Day on a trial basis. No lifeguards on rainy days; however, beach directors will be there to man boat ramp. Selectmen considered 6 a.m. to dark seven days/week. Would cost an additional $3,300. Decided the currently expanded hours were enough. Contracted mowing - turf maintenance. Felt it would not be required after July so this request was reduced. 042: Senior Center:
Leo Pickett, Jr., the town's Senior Van driver has retired after many years of assistance to our seniors. While the Pickett family has never required payment for rental of garage space to house the van, the Selectmen suggest $100/month be paid to continue the use of this garage. Jim Babiyan will replace Leo, with Luke Tanner assisting. The Board acknowledged Leo's many years of service to the Town. 047: Annual Repairs: Building and Property Committee continues to review town-owned buildings in need of necessary annual repairs. These include the Senior Center/Legion Hall, new Police office, Boys Club, and town garages. Fire company buildings will be included in this budget area.
049: Animal Control Officer: An increase in salary is planned for Cindy Brissett based on her documented time and duties spent. The Selectmen felt this was well-deserved. If assistance is required from her two assistants, Cindy will pay them.
051: Welfare: Reduced by $1,000.
Capital Budget: Initial presentation of Capital Budget included:
Roads/Bridges:
Requested: $1,160,000; Selectmen Proposed: $1,080,000; Grant reim: $535,000; Net: $545,000.
Included:
Paving & Drainage - Ongoing road program, to be offset by Town Aid Road grant Bridge repairs to two bridges on Walker Brook Road and one on Rabbit Hill Special Project - Painter Ridge Road - recycle and pave Special project - 2nd year of paving and drainage on Plumb Hill Road Chipsealing, reclaiming and repaving - mile - offset by Town Aid Road grant Refurbish dirt roads Guardrails Original estimate for Painter Ridge Road project had been $385,000, for which Town would have been responsible for $85,000. An updated estimate provided by COG increased cost of project to $550,000, due in part to State grant requirements. Selectmen will review further to determine if this would be a worthwhile project due to these increased costs or whether the Town's method of repaving would be adequate. Refurbishing dirt roads - 2 miles of 27 miles total. Project would continue on a 10/12 year cycle. Much of the Town's guardrail is considered substandard and has not been replaced in many years. Effort is being made to address these issues.
Vehicle & Equipment: Requested: $409,376; Selectmen Proposed: $326,176.
Original request include:
Fire Co.: Hose, turnout gear, Hollmatro Rescue equipment., Laptop Computer, GPS Units, Fire vehicle replacement (1st year of 2 year plan). Request for additional Rescue equipment, computer and GPS units deleted. Fire Co. commended on their planning for new vehicle to use current chassis and tank to be fitted with new pump. Police: Vehicle to replace Explorer with 140,000 miles, equipment & signs. Highway: Large truck to be replaced with two smaller trucks, miscellaneous equipment, signs, used air compressor, used bucket truck, miscellaneous equipment includes new signage required by State over next two years, smaller trucks to replace larger , which would be more efficient for plowing, etc. Used bucket truck deleted. Building & Property: Requested $778,000; Selectmen Proposed $600,000; Grant reim. of $320,000, Net $280,000.
Discussion on continued need for Open Space and Housing Land Acquisition funding. It was noted that the 2003 Plan of Development should be revisited. Also noted that anything with regard to acquisition of land must be presented for vote at a town meeting. Beach/Beachhouse: Rex suggested this item be considered by a separate vote at the town meeting and not a part of the overall Capital Budget vote. Others felt this would complete the Beachhouse/Boat Launch project with the assistance of a $300,000 STEAP grant that has been approved and a $20,000 LoCIP grant. It was also noted this is an improvement of an existing town facility and must meet all land use requirement. It was agreed the presentation of this issue would be at the discretion of the Board of Selectmen. The Selectmen noted a line item for review of town hall office organization and procedures as previously disccussedhad not been included in their initial proposal. Board of Finance in agreement to add it. A special meeting was scheduled for April 28th at 5 p.m. to further review the proposed budgets. Meeting adjourned at 7:12 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: April 20, 2008 April 14, 2008
Present: Regular Members: Jack Boyer, Barbara Brown, Jack Field, Michael Jackson, Craig Schoon,
Alternates Members: John Allen, Arthur DuBois
Selectman: Mark Lyon
Guests: Washington Community Housing Trust - R. William Fairbairn
Gunn Library & Museum: Jean Chapin, Director
Steven Haas, President of the Board
Tyler Smith, Finance Comm. ChairmanWashington Volunteer Fire Co.:
Duncan Woodruff, Chief
Brian Ohmen, Ass't. Chief
Mike DiFronzo, Ass't. Chief
Darryl Wright, Ass't ChiefWashington Community Housing Trust: A request for continuation of the rental subsidy approved in the 2001-2002 Town's Capital Budget for $25,000 to provide rental assistance for seniors at the Riverwoods Senior housing site and discussion of the long-term outlook of the WCHT three sites was discussed. Jack Boyer recused himself on this issue as a member of the Housing Trust.
Bill Fairbairn reported Seniors provide proof of their capabilities to meet rental expenses at the time of their application for housing. However, in some cases these financial situations may change over time for a variety of reasons and they find themselves no longer able to pay the full rent. A rental cap of 30% of income is allowed to be charged. Only two increases have been requested over sixteen years of less than 5%. Currently, there are three seniors in need of assistance. The Board discussed this in conjunction with the overall long-term financial responsibilities of the WCHT of their three sites. It was felt that further financial information was required in order to get a sense of the overall financial situation. As soon as this is available, it will be provided to the Board. The Board of Selectmen recommended approval of the subsidy for $25,000, which will be considered further for inclusion in the forthcoming 2008-2009 capital budget.
Gunn Memorial Library and Museum: Discussion was held as to why the Library and Museum were not fully supported by the Town. It was reported that as a matter of tradition it had always been a private library. The majority of income had been derived from fundraising and the Library's endowment. The Town had initially become involved when renovations to the library were made in order to qualify for certain federal and state funds. The fiscally conservative trustees continue to work hard at fundraising to put as little burden as possible on the Town. They are concerned about growing expenses and maintaining future trustees who will work as diligently as they have in the past. It was noted that a suggestion had been made at a prior town meeting that a representative from the Town be seated on the Library Board. It was the feeling of the Finance Board that the Town seems well represented by the current Library's Board of Trustees. A 3% increase has been requested. The Board complimented the Library on their continued efforts and the many benefits they provide to the residents of the Town.
Washington Volunteer Fire Co.: Duncan Woodruff, Fire Chief, presented complete information on the Fire Company's 2008-09 General Fund and Capital Fund requests (attached), as well as FEMA grants for which they had applied over the past years. Discussion was held on their Awards Programs, which allow for annual contributions to a fund for meeting qualifications for attendance at fires, drills and meetings, as well as a $1,000 tax reduction if the requirements are met. Brian Ohmen noted his concern over the costs involved to the firemen with meeting the increased number of calls, cost of vehicle fuel, and time spent away from their regular employment. Michael suggested further discussion on a pay/call basis might be considered at some point with further discussion with the Selectmen. The Board noted their appreciation of the Fire Company's continued efforts on behalf of the Town.
The meeting was adjourned at 5:10 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: April 20, 2008 March 17, 2008
Present: Regular Members: Barbara Brown, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates Members: Liddy Adams, John Allen, Arthur DuBois
Selectman: Mark Lyon
Guests: Peter Tagley
Sheila Anson, Town Clerk
Appointment of Alternate: Michael Jackson had received recommendations from the members of the Board for the appointment of Arthur J. DuBois, Jr. to fill the vacancy as an alternate member of the Board.
Barbara Brown made a motion that Arthur J. DuBois, Jr. be appointed as an alternate member to the Board of Finance. Craig Schoon seconded the motion. Motion unanimously passed. Town Clerk Sheila Anson swore Mr. DuBois into Office and the Board welcomed A.J. as their new member.
Minutes: Minutes of the February meeting was accepted as submitted.
Treasurer's Report: Michael is awaiting an opinion from Town Counsel that will determine if Town funds held in a custodial account by the FNBL are separate from the Bank's assets. It was suggested an opinion might also be obtained from the State's Attorney General's office. The Treasurer will be asked to update the Board as to the CD interest rates and ending dates. Report accepted as submitted.
Tax Collector's Report: Accepted as submitted.
Financials: Mark updated the Board on the current finances:
A refund had been received from Region 12 from the previous year's budget. Winter Maintenance materials and overtime may exceed budget line items due to the many weekend and evening storms. The Selectmen's budget planning process continues with higher costs anticipated in the Elections area due to additional voting supplies required. He has registered his first complaint with the State on these additional costs. Options for reducing energy costs are being reviewed. Jim Brinton is working with Alliance Energy, WEC and the Energy Task Force in collecting data, in addition to contractors through CL&P to complete an energy audit. The Town currently purchases electricity through CCM at a reduced rate but other avenues are being investigated. The WCHT has requested additional rental assistance for senior renters. They will be asked to present financial information for review. Health and dental benefits are being reviewed. The Board was questioned whether the dental line item balance at the end of the fiscal year should be transferred into health account. History and experience will be provided. It was agreed this had been the plan. Old Business:
Education: Jack Field reported the Board of Education had promised in 06/07 they would work toward a balanced presentation on a consolidated and three-school presentation; however, they are running out of time to get the question before the towns before the 6/30/08 deadline for reimbursement due to Bridgewater's possible appeal to the Court. Bridgewater may choose to hold a town meeting in April on this matter. If they decide not to appeal, we could proceed to referendum as planned. If they do appeal, we cannot bond. It is hoped there will be a referendum of choice between three schools and a consolidated school rather than on one item. Mark reported he had not heard further on the lease situation since the Board of Ed had rejected the proposal from the Lease Committee. The main issue is to get the three school package resolved in the event that Bridgewater appeals.
Mark reported at the Town Forum question was raised as to how costs compare for renovating the current school and a new building at the Shepaug site. The Board of Selectmen has had this reviewed by the S/L/A/M Collaborative, who has been directed to proceed using the Shepaug campus as a hypothetical site for the Washington School, as the site had been previously evaluated for a consolidated school. They have provided a plan for $18.8 million, which includes $2.5 million for septic for the entire system, if required. Favorable reimbursement would allow a minimum of $13.6-14 million cost net to the Region. Mark suggested it would be prudent to have a town discussion to vote on the choice of renovating the current school or building a new school. The result of this would be presented as Washington's choice with the 3-school package. Michael suggested the impact of having the WPS building available should be quantified. Jack Field suggested an appraisal of the building should be done, asking opinions on the best use of the property and the market value of this 50,000 s.f. building on 5 acres. Michael suggested this could be coupled with the Titus Park site. While it would take time, this could be a real opportunity for the Town and it could be determined if the Town would look at it as an asset or a liability. It was also noted if a building were situated at the Shepaug site, it would provide another facility in that location in the event of a surge in school population. It was noted this would not preclude the choice on a regional primary school.
Town Hall Office Review: Michael reported a discussion had been held with CONNSTEP regarding the overall work force and tasks relating to general office work. They have reported they have not done municipal work in the past. They have also met with Linda Savitsky, formerly of the State's Office of Policy and Management, who is very conversant with the workings of municipal government. She has been asked to provide a cost to review task responsibilities and the way they are conducted and to provide suggestions for a smoother organization. The committee is awaiting her reply.
Meeting adjourned at 6:35 p.m.
` Respectfully submitted,
Kathy Gollow, Secretary
Posted: March 19, 2008 February 25, 2008
Present: Regular Members: Jack Boyer, Jack Field, Michael Jackson, Craig Schoon, Rex Swain
Alternates Members: Liddy Adams, John Allen
Selectman: Mark Lyon, Jim Brinton
Treasurer: Linda McGarr
Board of Education: Valerie Andersen
Guests: Nick Solley
Interview: The Board interviewed candidates for the position of alternate and were pleased with the prospective candidates. Members will contact the Chairman prior to the next meeting, at which time an appointment is planned.
Guests: Valerie Andersen, Finance Chair of Region 12's Board of Education, reported the school budget would be presented that evening. Approximately $220,000 had been returned to the Town from the 2006-07 budget. Valerie reported it is very unfortunate but we may forego State reimbursement for Burnham School roof renovations due to the lack of agreement on school lease negotiations. We are awaiting judgment from the Court on lease matters.
Treasurer's Report: Report accepted as submitted. Michael reported he had wanted to determine the Town's liability regarding securities in the event of default. He learned from FNBL Trust Department personnel that the bank serves as custodian for the funds and securities remain separate from general banking funds and would not be affected. Linda reported basically any investments in any bank would involve base points. Fees are based on the average of the funds that are invested over the year. It was agreed FNBL has accommodated the Town for many years and the funds would remain in U.S. Treasuries through FNBL. Investments will be reviewed on a regular basis.
Financial Report: Specifics in the areas of salt and overtime in the Winter Road Maintenance were noted as nearing budgeted line items due to the many weekend and overnight storms this season. Report accepted as submitted.
Selectman's Report:
2008-09 Budget: Mark Lyon reported the Selectmen continue work on the proposed budget. The Finance Board will meet with various outside agencies receiving Town funding following the Selectmen's review as the process progresses.
Procedure Review: Mark reported that John Allen, Michael Jackson, Kathy Gollow and he had met to discuss alternatives on improving the process of financial management in conjunction with the general business taking place in the Selectman's Office. They plan to meet with representatives from Lean Business Practices to discuss general operation practices used in the office and will also meet with a consultant recommended through COST regarding general financial practices used in other towns and seek recommendations. They will report at the next meeting.
The meeting was adjourned at 6:45 p.m.
Respectfully submitted,
Kathy Gollow
Selectman's Office
Posted: February 24, 2008 February 4, 2008
Vice-Chairman Jack Field called the meeting to order at 5:00 p.m.Present: Regular Members: Jack Boyer, Barbara Brown, Jack Field, Craig Schoon, Rex Swain
Alternates Members: Liddy Adams, John Allen
Selectman: Mark Lyon, Jim Brinton, Richard Sears
Tax Collector: Tanya Wescott
Treasurer: Linda McGarr
Treasurer's Report: Tanya Wescott reported 94% of the estimated taxes receivable had been collected at the end of January. She estimated 99% will be collected by the end of June. Collectibles remain in effect for fifteen years. The Town currently owns an unbuildable lot due to foreclosure. The possibility of selling this lot to adjoining landowners was discussed. The future of this property will be reviewed by the Selectmen. It will remain on the tax rolls while the Town retains ownership. All other collectibles are on a payment plan. There remains approximately $100,000 in uncollected taxes.
Minutes: Tabled for consideration at the February meeting.
Treasurer: Linda McGarr submitted the Treasurer's report for December. She noted STIF funds had been transferred into T-bills and a money market account at the FNBL needed for transfers. The T-bill interest rates will fluctuate because of different term lengths. FNBL has provided a flexible interest rate for the money market account, currently at 4.33%. The Board acknowledged the trade-off for moving funds from the STIF accounts will result in a lower interest rate, but felt the trade was being done to err on the side of safety. Jack Field noted it was the Town's exposure that had been the chairman's concern. Linda reported fees for the T-bills are estimated to be $20,000 on $5,000,000. the Board felt these fees were too high and asked the Treasurer to investigate how the fees are based. The Board asked to be reminded to review this at their next meeting.
Selectman's Report: The Selectman's Report was added as #6.5 to the Agenda.
Financials: Financials on all Town accounts were reviewed. Winter salt and overtime will exceed budget due to the number of storms and their occurrences on weekends and evenings. A request was made by the Secretary that the financial process and the duties covered in the Selectman's area be reviewed. John Allen suggested the entire management picture be reviewed. Selectman Jim Brinton agreed to contact CCM for consultants qualified and experienced in these areas for review. He will report at the March meeting.
Audit: Rex suggested the Board consider extending an invitation to bid on next year's audit. The Board is pleased with the current auditor. This will be discussed further at the next meeting after discussion with the chairman.
Pension: Rex suggested the pension consultant be asked to quantify the pension contribution in time for the coming year's budget deliberations.
Old Business:
Vacancy - Alternate Position: It has been past policy of the Board to maintain equal representation from the Republican and Democratic parties to remain bipartisan. The Republican Town Committee had been asked to suggest candidates for the current vacancy. Rex suggested unaffiliated voters also be considered as they comprise one-third of the Town's voters. He felt the Boards of Finance and Selectmen should also make recommendations. Mark Lyon reported in recent years the Board of Selectmen have requested recommendations through the town political committees. He agreed with Rex that unaffiliated voters should be tapped and that the RTC has done so on occasion. While he would encourage this in the future, he was hesitant about changing the current process, noting it still remains with the Board of Finance to make the ultimate decision. Rex felt the Selectmen are in touch with more people than the Board of Finance and that this would not cut the town committees out. Linda McGarr suggested that by going with a particular party you would know what a person stands for while with an individual you would have no idea. Mark noted this could become controversial since it is an elected position. It was agreed to review the statutory process. Linda McGarr offered to find out the requirements and will bring this information to the next meeting. Those recommended for the current vacancy will be asked to attend the next meeting.
School Building Committee: Jack Field reported the Building Committee's objective is to come up with a way in which the public can make a decision between the best case for a single or a 3-school presentation by May. CREC is evaluating these scenarios for consistency with costs and specifications, as there is a wide discrepancy in costs as they relate to the education specs. Three engineers have indicated while the proposed consolidated site has particular problems they can be solved through engineering. Opponents of this proposal have not come up with a study.
Selectman's Report:
Fire Vehicle: Mark reported the new fire vehicle will replace fire truck #7- a 1983 International Harvester Model F2575 pumper-tanker. A decision had not been made as to the disposition of this vehicle. It was agreed that an invitation to bid would be extended and the WVFD would be asked to review the bids and forward their recommendations to the Selectmen. The Selectmen recommended the proceeds from the sale be used by the WVFD toward the completion of the new vehicle. This was agreeable to the Board. Payment will be remitted directly to the Town. The Town will then forward this to the WVFD. Any balance due on the vehicle will be the responsibility of the WVFD. Rex Swain so moved. Barbara Brown seconded the motion. All in favor.
Ex-Budget Appropriation Requests:
WPS Education Revaluation: Mark reported question has been raised about the cost of building a new school in the Depot as compared to renovating the current school. The Board agreed that funds remaining in the WPS Education Revaluation Ex-Budget appropriation may be used to proceed to review this proposal.
Probate Computer: Due to the State requirement that the Probate Judge's office be separate from her Hearing Room, it is necessary to purchase a second computer. This must be purchased through the State and will cost $1,375. As this is an unanticipated expense in the Probate area, the Board agreed to an ex-budget appropriation. Jack Boyer made a motion to approve $1,375 toward the purchase of a computer for the Probate Office. Barbara Brown seconded the motion. Motion unanimously passed.
Church Street Water Cistern: Mark reported there is a $5,700 shortfall in funding to complete this project. A fiberglass tank was chosen as opposed to a concrete tank, which would have required more extensive excavation, as well as specialized equipment for installation. The project also required concrete blocks for positioning the cistern and additional stone, which was taken from the Town highway supply. Town employees and equipment were used to help defray costs. The Board of Selectmen had agreed to request an ex-budget appropriation. Jack Boyer made a motion to approve the $5,700 as requested from the General Fund to complete this project. Barbara Brown seconded the motion. Motion unanimously passed. (Estimated cost sheet provided to Board.)
Boat Launch: Through the course of construction, engineered elevations were questioned to determine if they would prove sufficient to keep the boat launch and parking area out of the water. Theoretical engineering using elevations off the weir of the Lake had suggested additional fill would not be required. As the project progressed, it was found that additional fill would be required, as well as another course of pre-cast block, spacers for the catch basins and another two layers of fabric. The State D.O.T. also requested two additional catch basins that were not in the original plan. Having discussed the entire situation with the project engineer, construction engineer and Town's Highway Department Director, it was agreed it was best to address these changes for the long-term good of the project and that the changes were necessary. Costs will exceed budget by $19,500. Jack Boyer made a motion to approve $19,500 for necessary work in this project. Barbara Brown seconded the motion. Motion unanimously passed. Application has been made to the State D.E.P. for the $100,00 grant. (Estimated cost sheet provided to Board.)
Budget: Jack Field requested assumption sheets be updated. Financials will be requested from outside agencies. The meeting was adjourned at 6:55 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Meetings in 2007