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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Disclaimer: While we have attempted to reproduce them accurately, the electronic documents you see here are not the official public documents. Official copies may be obtained on paper from theTown Clerk . Also note that minutes of recent meetings are often not yet approved by the Board, and are subject to correction.
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April 14 •March 17 •February 25 •February 4 •Previous years: 2006 • 2005 • 2004 • 2003 • 2002
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