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the electronic documents you see here are not the official public documents.
Official copies may be obtained on paper from the Town Clerk.
Also note that minutes of recent meetings are often not yet approved by
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General information about the Board of Finance
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June 21, 2010
The following minutes of the Board of Finance are submitted subject to approval at the next meeting.
Chairman, Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Members: Jack Boyer, Michael Jackson, Rex Swain, Gary Fitzherbert
Alternates: Keith Templeton, Liddy Adams
Selectmen: Mark Lyon
Treasurer: Linda McGarr
Guests: Valerie Andersen, Region 12 Board of Education; Tony Bedini, Region 12 Board of Education; Philip Markert, Conservation Commission
Alternates Liddy Adams and Keith Templeton were seated in the absence of Gary Fitzherbert and Barbara Brown. Gary Fitzherbert and A. J. Dubois arrived shortly after the opening of meeting.
Minutes:
In addition to the June 21 meeting, minutes of the May 17 and May 20 meetings will be considered at the July meeting. The following amendments were noted via e-mail and will be considered:
May 17 meeting: Amend to include A.J. Dubois in attendance at this meeting.
May 20 meeting: Amend to correct A.J. Templeton to A.J. Dubois in attendance.
Treasurer’s Report:
Linda McGarr reported General Fund monies are transferred from the checking account to a sweep account daily. Funds are returned to the checking account as needed. She will confer with Town Counsel regarding the return of uncashed prior tax overpayments and vendor and payroll checks. These checks were not replaced previously as necessary paperwork had not been returned to her as required by law. Some funds may be escheated to the State. Linda will update the Board further on this matter.
Financial Matters:
Debt Service:
Michael Jackson reported he has conferred with bank representatives regarding the Town’s current debt service in an attempt to reduce interest costs. He noted prepayments may be made without penalty. Michael will pursue this further to see if it is in the best interest of the Town and report back to the Board.
Financial Policies and Procedures:
Kathy Gollow reported a written Accounting Procedures Manual will be developed to define accounting procedures for Town personnel to assist in training new personnel and to provide a guide for existing and ongoing programs. While some procedures are currently in writing, all employees handling fees have been asked to forward their current practices in writing to the Selectman’s Office. These will be reviewed and changes may be recommended, if required.
Education:
School Repairs:
Tony Bedini updated the Board on the refurbishment of the three primary school buildings.
The anticipated structural and PCB problems were not as significant as anticipated.
An engineer and architect have inspected the Roxbury gym wall. An engineering solution has been provided to make this wall structurally sound by drilling 3/8” holes every 16” across the walls and inserting rods into the bricks. Windows in this wall will be replaced, as will the wall extending above the windows. Tony is pleased with the work being done.
The replacement of the WPS roof and windows packages has been extended.
Remediation of the two temporary structures at the Booth School will be required. Removal of materials will be costly and testing will be required, Tony noted the State requires contractors to provide $10,000,000 of insurance coverage, which is difficult for many to obtain.
Demolition of the playground equipment in Roxbury and Bridgewater . The Board of Education is seeking estimates for the demolition and testing required for removal of this material. Board member Valerie Andersen reported it has been the responsibility of the PTO’s to raise funds to replace recreational equipment in the past, while the Region has been responsible for the maintenance of the equipment. She felt this is a financial burden to the PTO’s. It was suggested that maintenance responsibilities for the grounds at the three primary schools be clearly defined between the Towns and the Region. Grounds are not part of the Region’s general maintenance program. Tony feels the maintenance of the Region is now running well.
School Bonding:
Valerie Anderson updated the Board on the Region’s bonding plans. She applauded Bob Giesen, the Region 12 Business Manager, for development of the bond information. Valerie reported a Lease Committee discussion had suggested changes in the proposed language, which will be recommended to the Board of Ed for approval and then referred to the Boards of Selectmen and Finance of the three Towns for their approval. This would precede votes by the three towns and approval by the State Commissioner of Education.
The term of the lease(s) was discussed. Valerie noted the lease must extend through the life of the bond, e.g. a ten-year payout will require a 10-year lease. It was suggested the State may require a 20-year lease. One master lease may be suggested for all three towns. She noted the lease agreement would allow an extension if another project were approved. Jack Boyer suggested the lease could also include an early cancellation clause if approved by all three towns at a referendum.
As part of the proposed lease, the three First Selectmen are considering that 1% of the school budget may be set aside from any surplus funds towards the upkeep and maintenance of the buildings. Of that, 75% would be used for the primary schools and 25% for the middle/high school. It would remain the obligation of the Region to maintain the buildings. Tony suggested “maintaining the building in reasonable condition” is not an adequate description, and suggested “the buildings be returned to the towns in the condition they were following the current repair projects, subject to normal wear and tear.” The language will be developed further by the Lease Committee.
Going forward, a fund would become available for capital projects. It was suggested a committee, rather than one person, would have the responsibility of maintaining the buildings.
Cell Tower Discussion:
Phil Markert of the Conservation Commission reported that Mark Lyon, Blake Leavitt and he had met with a consultant regarding the possible cell tower location at the Town Garage site. Attorney Miles had suggested experts familiar in this area review the proposed lease since there are items that are very unique to cell tower leases. Mark requested the Board of Finance consider an ex-budget appropriation not to exceed $10,000 to allow the Town to work with consultants and legal advisors as they proceed with negotiations. A 25-year lease is being considered; initially for five years, with a full renewal. It was noted a municipality may exert leverage regarding monitoring emissions, a centrally located site, access to the site, and multi companies. The State Siting Council will encourage multiple users. Annual income might be anticipated at $24-30,000 or potentially more. Verizon is initially offering $1,800/month.
Jack Boyer made a motion to approve an Ex-Budget appropriation not to exceed $10,000 for the required consulting advice needed for negotiations with the cell tower company. Gary Fitzherbert seconded the motion. The motion was unanimously passed. These funds will become available July 1, 2010.
Legal Litigation Fund.
It was noted the initial funding of $20,000 for this Fund is close to extinction and approximately $5,000 is needed to cover expenses. Jack Boyer made a motion to approve an ex-budget appropriation of $5,000 from the General Fund for legal litigation expenses. Gary Fitzherbert seconded the motion, which was unanimously passed. These funds will become available immediately.
Employee Health Insurance:
Mark reported he had met several times to discuss health insurance coverage for the coming fiscal year. A 25% increase in premium has been offered for the current coverage. Various plans and companies have been reviewed thoroughly and Connecticare HMO with point of service out of network coverage is available at an 11.7% increase. The same high deductible would continue. Some providers are not members of this network, and it would the employees’ responsibility to make this choice. The same town-covered deductible would continue as currently exists, but the Town would only be responsible for those covered within the network, with the employees responsible for any charges approved out of network.
Rex Swain reiterated that if an employee goes out of network, they would not be reimbursed for their deductible and the employee would be responsible for filing their won claims. Town would reimburse for only in-network costs. It was suggested the point be made to the employees that this costs is getting tougher each year and their participation is inevitable.
Liddy Adams reported she and Jim Brinton had met with representatives of the Gunn Library over concerns that they are financially stressed and are concerned they may not be able to continue for another year. They feel that many in Town are unaware that they are a public library as opposed to a private library; and would like to initiate discussion with the Town about these concerns. It was suggested initially focus groups be formed to discuss these matters.
The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Gollow
Secretary
May 20, 2010
The following minutes of the Board of Finance are submitted subject to approval at the next meeting.
Chairman, Michael Jackson called the meeting to order at 8:15 p.m.
Present:
Members: Jack Boyer, Gary Fitzherbert, Michael Jackson, Craig Schoon
Alternates: Keith Templeton, A. J. Templeton, Liddy Adams
Selectmen: Mark Lyon, Nicholas Solley
Tax Collector’s Suspense List:
Jack Boyer made a motion to approve the Tax Collector’s list of uncollectible uncollected taxes for transfer to the suspense tax book. Craig Schoon seconded the motion. The motion was unanimously passed.
Mill Rate:
The Board agreed that the .25 mill increase presented at their meeting on May 17th was in the best interest of the Town for the 2010-2011 fiscal year. Jack Boyer made a motion that the mill rate for the 2010-2011 fiscal year be set at 11 mills. Craig Schoon seconded the motion. The motion was passed unanimously passed.
The meeting was adjourned at 8:20 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
May 17, 2010
Chairman, Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Members: Jack Boyer, Barbara Brown, Gary Fitzherbert, Michael jackson, Craig Schoon, Rex Swain
Alternates: Keith Templeton
Selectmen: Nicholas Solley
Treasurer: Linda McGarr
Guests: Jack Field, Tony Bedini
Minutes:
Minutes of the April 19, 2010 meeting were accepted as submitted.
Education Report:
Tony Bedini reported the Region has hired a construction manager for the school repair project and this is working out well. Unfortunately, two glitches have occurred in the anticipated repair project; a safety issue with the gym wall at Booth School and the EPA is now requiring extensive testing for PCBs. Original cost estimates had included testing for lead and asbestos but not for PCBs, which preliminary estimates place at $70,000. New EPA regulations now require that PCB testing be done on all caulking around windows and doors and many other building materials. Very low limits are allowed and any demolition material resulting from building repairs must be tested, with the results sent to the Environmental Protection Agency. If contamination is found, the entire building must be tested and a remediation plan developed. The current regulations do not have a prescribed time limit. Everything must be tested before any repairs may begin. Samples are currently being taken, the extent of the contamination and remediation costs are expected by the May 26th meeting.
The Booth School in Roxbury has structural problems caused by water infiltration in the east wall of the gym. This issue was deemed structurally unsafe in a report by Kassel Boos in 2002. It has now deteriorated further and is a safety issue. Contractors will not attempt to replace windows in this wall because of this problem. Tony reported the Superintendent has agreed that there is an emergency safety problem and $5,000 has been funded by the Region to investigate further. This Friday three or four holes will be cut into the outer wall to allow inspection of the interior, determine the extent of the problem, the condition of the structure and devise a plan for repairing the situation. Although detailed in the report in 2002, it is believed that no previous action has been taken to remedy the situation. Tony will make a full report to the Board of Education this evening.
The Board of Finance emphasized that the children should not be in the vicinity of this wall.
Treasurer’s Report:
Linda reported most funds have been moved into a sweep account. Michael noted Union Savings Bank has been most attentive and Town funds have only been invested in US Government securities that allow very little risk at no costs. He and Mark will meet with the Bank representatives on Thursday to discuss the possibilities for refinancing the current note at a lower rate.
Tax Collector:
The Tax Collector’s report was accepted. Tanya had reported her collections are currently at 98%, which is higher than the previous year.
Financials:
Town financial reports were reviewed and assumptions for the coming year were discussed. The Town Budget Meeting is scheduled for Thursday, May 20th at 7:30 p.m. for a vote on the budget.
The meeting was adjourned at 6:35 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
May 6, 2010
Town of Washington
Board of Finance Annual Budget Hearing
Members Present: Chairman Michael Jackson, John Boyer, Craig Schoon
Alternates: Lisabeth Adams, Reginald Templeton, A. J. Dubois
Selectmen: Mark Lyon, Jim Brinton, Nicholas Solley
The hearing was called to order at 7:31 p.m. Members of the board were introduced. Selectman Mark Lyon read the notice and indicated that there were no written communications. He presented a brief explanation of the proposed budget and explained that the Selectmen’s Office was comfortable with the overall figures noting several changes, increases and/or decreases. Line items of note on the 2010-2011 proposed budget handout were:
* General Fund Expense - $3,938,727 up 1.7%
* Debt Service on Firehouse - $64,419 down 4%
* Total General Fund Expense - $4,003,147 up 1.6%
* Net Capital Expense - $883,500 up 0.75%
* Net Education Expense - $9,147,735 down 0.69%
* Total General Fund, Transfers, Capital and Education - $14,154,382 down 0.14%
Board Chairman Michael Jackson noted that this was the first year since 1982 the grand list declined ½%. He explained the board’s approach with the current economy and that certain expenses could be deferred for a certain period of time. He felt that they had a good grip of overall finances even in the poor economy. Member Jack Boyer explained the decline in the grand list due to lower property assessments, but a recent news article cited average price of homes now on its way up. Selectman Lyon noted changes in several large parcel evaluations also causing a drop. Motor vehicle assessments are also down with fewer people buying new cars. The floor was then opened to questions and comments.
George Streib of Roxbury Road and a resident since 1969 commended the board on the proposed budget and encouraged them to keep the same mindset for the future in consideration of residents with fixed pensions and Social Security. Anthony Bedini also commended the board, but also indicated that it was unfortunate that so few citizens expressed concern over the disproportionate size of the education budget in comparison to the town budget. Chairman Jackson explained that the towns by law have little say regarding Region 12 School budget, but recently the Board of Education has asked the towns to become more involved. It’s still too early in this process to determine its effectiveness, but they are learning and hope to eventually have some impact. Region 12 has functioned independently since inception and this year it has changed a bit. He indicated that they’ll keep looking forward to the opportunity to make suggestions and will keep residents posted.
Selectman Nicholas Solley reminded everyone of the upcoming town meeting in two weeks and with no further questions or comments, the meeting adjourned at 7:40 p.m.
Respectfully submitted by:
Sheila Silvernail, Acting Secretary
April 19, 2010
The following minutes of the Board of Finance are submitted subject to approval at the next meeting.
Chairman, Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Members: Jack Boyer, Barbara Brown, Gary Fitzherbert, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, Keith Templeton, A. J. Dubois
Selectmen: Mark Lyon, Nicholas Solley
Treasurer: Linda McGarr
Guests: Jack Field, Tony Bedini
Minutes:
Minutes of the March 30th meeting were accepted as submitted.
Treasurer’s Report:
Linda reported a majority of the Town funds are invested with the Union Savings Bank. CDARS will mature next week and will be moved into new accounts, while some CD’s are being retained at local banks in en effort to maintain liquidity if needed. The Treasurer’s Report was accepted as submitted.
Tax Collector’s Report:
The Tax Collector’s report showed a 98.8% collection rate as of 4/15/2010. Report accepted as submitted.
Education Report:
Tony reported the Board of Education has agreed to proceed to referendum for the financing of proposed repairs for the three elementary school buildings. If approved, the project should proceed quickly. Finalizing the planning process could take 4-6 weeks. Tony noted construction laws are very stringent and work done on older buildings could become very costly. He noted this year’s Education budget contains very little funding for ongoing maintenance; and there is much work needed on the five buildings from a very limited staff of two. Once the repair projects are complete, it is anticipated the buildings would be maintained on an annual basis. It was suggested an agreement be reached between the Selectmen and the Region’s Business Manager on a commitment toward regular future maintenance.
The financing will be necessary for architectural services, a project supervisor and the costs for the individual projects. Financing options were discussed and question was raised whether it will be necessary that signed leases be in place to be eligible for financing. Michael will seek further information. Completion of a strategic review by the Region with regard to future population estimates and education costs will be recommended. Tony has asked the Selectmen for appointees to address this.
Both Tony and Michael noted their appreciation of the assistance they have received from the Region and from B/E Chairman Jim Hirschfield. They look forward to a continued good rapport with the Region.
Pension:
Rex Swain noted the Pension Committee is scheduled to meet with the pension investment officers on April 20 to review the investment policy.
Auditor:
The appointment of an auditor for the 2009-2010 fiscal year was discussed. The Board heartily agreed the Town’s experience with Charles Heaven & Co., Inc. has been excellent in the past, but also recognized it is good business to seek competitive quotes to determine other companies’ costs and experience. Jack Boyer made a motion to reappoint Charles Heaven & Co., Inc. as the auditor for the Town for the 2009-2010 fiscal year, with the understanding the Town would seek estimates from additional companies next year. Craig Schoon seconded the motion. Motion unanimously passed.
Financials:
Mark noted Winter Maintenance expenses have exceeded the budgeted line item by approximately $3,000. Interest income to date is lower than anticipated, as are the Town Clerk’s conveyance taxes. Real Estate taxes are on target.
Budget Expenditures:
General Fund:
The Selectmen’s General Fund budget for 2010-11 was presented to the Board in the amount of $4,008,147, a 1.73% increase over the current year. Mark Lyon outlined major changes:
Health Insurance:
A 15% increase in Health Insurance expense has been suggested. The Town’s agent is currently looking into other carriers.
The Health Insurance Deductible line item was lowered from $46,000 to $37,000, based on the $75,000 reserve in the Health Fund. It was felt that was a reasonable assumption.
Employees payroll would be increased by 2%. Mark felt the employees had accepted the 0% increase in last year’s payroll in a positive manner.
Pension line item increased by $20,000. as recommended by actuary.
Bank fees of $12,000 were reduced to $2,000 for scanned deposit fees. Other fees are reduced from the present year as they will not be required.
Legal Fees: Tony Bedini reported he had spoken with an attorney in an attempt to reduce legal fees in the Land Use area. Several things were noted:
· Most legal problems come from procedural issues rather than for decisions made by Commissions.
· The highest legal costs are to defend or answer appeals.
· If original records are not recorded correctly, the applicant may have reason to appeal.
· Commissions are permitted to charge fees for attorney’s advice at public hearings to the applicant. A suggested fee could be estimated at the time of application and deposited into a fund to be used by the Town. Legal charges would not be covered if an applicant takes an appeal to court.
Tony suggested obtaining legal review prior to a commission’s decision compares to hiring a technical consultant and would be in the best interest of the Town.
Nonrecurring Capital Fund:
A net amount of $883,500 is proposed for the 2010-11 Capital Budget, including:
Road Program:
$566,000. Town Aid Road grant of $40,000 will be used to offset costs.
Building & Property:
$219,000. Initial funding of $180,000 is included toward a possible property purchase for Highway Material Storage property since the Town will no longer have the use of the former town garage site on Titus Road . Potential sites will be sought for this purpose. Town-owned property adjacent to the N.P. firehouse was suggested; however, the property could contain wetlands or deed restrictions. Mark will investigate this further. Also included is a financial review and implementation of software, hardware & consulting fees; computer/printer upgrade/land use copier.
Vehicles & Equipment:
$98,500. A pickup truck & plow, miscellaneous highway eqpt., fire co. hose and turnout gear replacement and funding towards a highway truck for the following year
Various grants toward these projects are also anticipated.
Other Transfers:
Open Space Fund: $75,000
Housing Fund: $25,000
Legal Litigation Fund:$20,000
The Selectmen will continue to review the budgets for presentation at the public hearing scheduled for May 6 at 7:30 p.m.
The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
March 30, 2010
Special Meeting
The following minutes of the Board of Finance meeting are submitted subject to approval at the next meeting.
Chairman Michael Jackson called the special budget meeting to order at 5:00 p.m.
The purpose of the meeting was to discuss the proposed expenditure budget for the 2010-11 fiscal year.
Present:
Members: Jack Boyer, Gary Fitzherbert, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, Keith Templeton
Selectmen: Mark Lyon, Nicholas Solley
Guests: Jack Field, Tony Bedini, Peter Tagley
Education:
Mark Lyon reported discussion with the Region was held on the proposed Education budget for 2010-11, including the repair aspects of the three primary school buildings. He felt the discussions were positive, many questions were answered, and they were encouraged by the Superintendent’s intent to maintain the buildings in the future. It was felt the proposed Region budget would be supported since it addresses current repairs. It is anticipated the budget and the building repairs will be presented separately at the May referendum. A strategic plan to maintain the three buildings to normal standards will be requested. Michael will communicate further with the Region.
General Fund Budget:
The General Fund proposal for 2010-2011 was presented to the Finance Board in the amount of $4,017,606, a 1.97% increase over the 2009-2010. The increase was mainly due to an increase of $20,000 in the Pension area as recommended by the pension consultant, a new line item for Bank Fees, and a 2% increase in employees wages. Mark noted the employees had not received an increase in the 2009-2010 budget in order to keep expenses lower. They had reacted in a positive manner; and he felt it was important that this be recognized and that they receive an increase in the coming budget. Most budget areas remain the same, while there are still some questions in the following:
* Probate:
Anticipated costs are currently unknown due to plans for a mid-year move to Southbury; therefore, this budget will remain as is.
* Fuel:
The goal is to hold the current price/gallon. While the Town has been a member of a fuel consortium and has benefited from this for the past several years, this past year’s fuel prices were higher than anticipated. The Town is required to make a commitment prior to actual costs being determined.
* Worker’s Compensation & LAP Insurance:
Increases in costs other than those due to increases in town property values, vehicles values and payroll, are not anticipated. It was noted WC coverage includes the volunteers for the fire company, fire marshal and EMT’s, as well as town employees.
* Health Insurance:
Actual costs will not be available until May 1. Once this information is available, various changes in coverage could be considered. Use of the Town’s health reserve funds may also be considered.
* Town Report:
Will investigate printing legal minimum to reduce costs.
* Land Use:
Work will begin on revising the Plan of Development, as required by law every ten years. D.E.P. permit fees were increased by the State this year; therefore, these line items are higher in each land use commission’s budget. They are offset by fees received from the applicants. The Legal Fee line items are reduced in the Land Use Commissions’ budgets. Costs pertaining to specific legal cases are now charged to the Legal Litigation Fund. The Land Use Coordinator will receive a lump sum increase due to increased duties.
* Fire Marshal:
Trying to integrate a deputy into an hourly position.
* LCD:
Cost is based on $10.17/capita. No increase to the Town.
* LWA:
Expenses offset by reimbursement from Kent and Warren.
* Highways:
Road striping planned primarily for roads that school buses traverse.
* Transfer Station:
Municipal solid waste rates have been lowered by BRRFOC/ton; they are using accumulated balance to reduce costs.
* Recycling:
TROC is working with vendor to lower price due to lower volume – a by-product of a down economy. The Town’s recycling has increased - thanks to WEC and the ladies at the transfer station. Some towns are selling recyclables. Discussions are taking place about the possibility of going to a single stream for recyclables.
* Parks & Rec:
It was felt the General Fund P&R budget does not give a total overview of all of their programs. Many are carried in the P&R separate account. Both accounts are always included in the Town’s annual audit. The Board members noted their appreciation of the P&R’s efforts; however, they felt obligated to question procedure to insure all is acceptable.
* Bank Fees:
The addition of this line item was questionable and it was felt may not be necessary since they may not be required. The Treasurer will investigate further.
Capital Fund:
The capital expenses were presented in the gross amount of $711,500, less a $3,000 grant for a net total of $708,500. The possibility of paying off existing bonds relating to the principle remaining on the General Obligation Bonds used for construction of the Bee Brook firehouse was discussed. US Bank will be contacted to determine if fees and interest would be charged if this were done. Other expenses will continue to be addressed.
The meeting was adjourned at 7:30 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
March 22, 2010
The following minutes of the Board of Finance hearing are submitted subject to approval at the next meeting.
Chairman, Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Members: Barbara Brown, Gary Fitzherbert, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, Keith Templeton, A. J. Dubois
Selectmen: Mark Lyon, Nicholas Solley
Treasurer: Linda McGarr
Guests: Mark Showalter, WVFD Chief, Tony Bedini, Valerie Friedman
Minutes:
Minutes of the March 1st meeting were accepted as submitted. (Thank you, Pam Osborne!)
Tax Collector’s Report:
The tax collection report through 3/22/10 showed a collection rate of 96.11% of anticipated taxes. The list of real estate delinquents with multiple delinquent years was also received from Tax Collector Tanya Wescott, who continues to send demands for these payments. Additional steps have been taken if payment agreements are not maintained, if accounts are not put on hold by the marshal, or if the tax collector does not receive a response by the end each tax year. The Tax Collector’s Report was accepted as submitted.
Treasurer’s Report:
Linda McGarr noted she will soon be moving funds from CDARS and Trust accounts and is exploring other financial plans for investment. Linda will confer with the bank to work on a sweep at the end of each day to obtain a higher interest rate. The Treasurer’s Report was accepted as submitted.
Education Report:
Michael Jackson and Tony Bedini reported on their meetings with the Board of Education Finance Committee regarding the proposed maintenance repairs required at the three primary school buildings.
Tony reported an understanding has been reached on the maintenance of the schools. The next question is how quickly the financing for the needed repairs could be approved. Costs would include fees for architectural services, a project supervisor and for the actual projects. Estimated costs are $120,000 (+/-) to put the team together for a project of $500,000. The architect would prepare the RFP for the supervisor for the project. Finalizing the planning process could take 4-6 weeks. If a referendum on the repairs were to fail, much repair work would still be required this year.
Michael reported discussion continues on alternatives for financing the project. Another meeting is scheduled for April 14th. With a view to the future of the Region, completion of a strategic review was recommended with regard to future population estimates and costs. Both Tony and Michael were appreciative of the assistance they are receiving from the Region and B/E Chairman Jim Hirschfield. They look forward to a continued good rapport with the Region.
Fire Company – Ex-Budget Request:
Fire Chief Mark Showalter reported to the Board that he has a problem – a good problem! The WVFD has taken in 13 new members this year, which is an unusual number. There are now 59 active members in the Department. Many of the new firefighters are already state-certified and able to work as firefighters right away. This is usually an eight-month process. Several previous members have also returned.
First Selectman Lyon reported the main reason for the renewed interest of the firefighters is the enthusiasm and motivation shown by Mark Showalter as the Chief. He has created a good atmosphere resulting in the increased membership, which greatly benefits the townspeople of Washington.
Mark reported they are in need of six additional sets of safety turnout gear, estimated at $2,500/set. While these are costly, he did not feel they could wait until next year’s budget as it is a life-safety issue when entering a burning building. An annual check of all equipment is done. While they do their best to hand down spare gear, etc., it is difficult to fit all personnel and gear becomes damaged or worn due to high temperatures and training, thus no longer NFPA compliant for indoor firefighting.
Michael Jackson made a motion that an ex-budget appropriation of $15,000 for the purchase of six sets of turnout gear be approved, contingent upon review by the Board of Selectmen.
Barbara Brown seconded the motion.
The motion passed unanimously.
Pension:
Rex Swain, Chairman of the Pension Committee, reported on the actuarial report recently received. The suggested contribution to the Pension Fund provided by the actuary for the 2010-11 budget is $20,000 more than the current year. While employees did not receive a raise in the current fiscal year, the suggested increase may be due to a number of reasons: the participation is reported on calendar years while the Town operates on a fiscal years, interest returns may be lower than anticipated, and an increase in eligible employees over the years. While every attempt continues to be made toward holding costs steady, the cost still is increases. The Pension Committee will meet with the investors shortly.
The Pension Committee noted their appreciation to Debra Griesbach, EMT#29, who has reviewed and suggested clarifications to the current EMT/Fire Pension Plan. The Pension Committee will review this and communicate further with Mrs. Griesbach.
Selectman’s Report:
Proposed 2010-2011 Draft Budget:
Mark Lyon presented the Selectmen’s preliminary budget, which indicates a 1.5% increase. This is based on a 2% wage increase and Mark noted the recent increase reported for the Pension line item has not been included. A 15% increase in health costs is anticipated; however, the Selectmen are scheduled to meet with the insurance advisor in an effort to reduce these costs. Capital costs are currently estimated to be lower for the coming year and Education costs may be flat due to a small decrease in the Town’s pupil population in the Region. The Selectmen will continue with their budget work sessions.
Financials:
Gary Fitzherbert suggested a reduction in paperwork for the various funds should be considered. It was agreed this should be rectified when a new accounting system is installed, which would provide more consolidated reporting. Various changes in offices and systems are contemplated during the next fiscal year.
Gunn Library:
Discussion was held concerning the Town’s subsidy for the Library. It was agreed this is a uniquely valuable entity. Mark Lyon reported he had attended a presentation by the Library and the Town’s annual contribution will remain the same in next year’s budget. The Library is currently reviewing and developing a long-range strategic plan.
ASAP:
Financial reviewed.
Cell Tower:
The Conservation Commission forwarded a letter to the Finance Board regarding the possible leasing of town property to locate a cell tower. The town garage site on Blackville Road is being considered, which would allow cell service in the Depot area. Susan Payne, Chair, noted current rates for leasing cell tower space in the area seem to be in the $2,000 range. She noted the current property owner who holds the lease for the 2007 cell tower on Mountain Road suggests the Town negotiate for the base lease with spi escalators and a percentage of any additional carriers’ contract on the tower. She suggested the town should be aware that an apparent long-term lease is really nothing more than an annual lease, as the cell companies will not sign for a longer term. Per a memo sent to the BS on 2/10, the Conservation Commission urged the Town and the Board of Finance to negotiate the best possible terms if a lease is sought. They also requested the lease include a
minimum of two providers as co-locators (as all cell phones and providers do not provide equal service) and a percentage of any additional fees. Last, but not least, the Commission requested the Boards of Selectmen and Finance consider allocating a percentage of any lease monies to the Open Space Fund and thanked the Board for their consideration. Mark reported the company has completed the tests and has evaluated the data. The tests went well. The next step is to create their technical report. He is awaiting a mapping of the property and the proposed location of the tower. He also noted he has spoken with officials in Kent and Roxbury, as well as local resident Phil Markert. He feels we will be well-represented.
Executive Session:
The Board agreed to enter into Executive Session to discuss real estate issues at 6:30 p.m. The Board adjourned the Executive Session at 6:44 p.m. and returned to the Regular Meeting.
The Board adjourned the Regular Meeting at 6:44 p.m.
Respectfully submitted,
Kathy Gollow
Secretary
March 1, 2010
The following minutes of the Board of Finance hearing are submitted subject to approval at the next meeting.
Michael Jackson, Chairman called the meeting to order at 5:00pm.
Present:
Members: Michael Jackson, John Boyer
Alternates: Reginald Templeton, Arthur DuBois, Lisabeth Adams
Selectmen: Mark Lyon, Nick Solley
Treasurer: Linda McGarr
Guests: Tony Bedini
Michael Jackson seated alternates Templeton, DuBois and Adams.
Minutes:
Changes to the minutes should reflect the following:
Selectmen Nick Solley was present;
page 1, under Education, Valerie Friedman replaced with Valerie Anderson.
Minutes accepted with these changes.
Treasurer’s Report:
Report accepted as submitted.
Education Report:
Tony Bedini reports that work continues on the plan/estimates/bonding for the improvements to the three elementary schools, estimates are around 1.9 million in improvements. This repair project will go to referendum in May at the same time as the school budget. Michael Jackson commented that the three Towns are working well together.
Tax Collector’s Report:
Mark Lyon reports that collections are down less than 1% from last year at this time. Report accepted as submitted.
Selectman’s Report:
Mark Lyon reports that current income and expenses are on track. Looking ahead to 2010/2011 and speaking with the health insurance representative realistic budget figures should include a 15% increase, they will be looking into added ways to save, Mark will invite the health insurance representative to the next Finance Board meeting. Work will begin this week on the Capital budget.
The Meeting was adjourned at 5:35pm.
Submitted subject to approval,
Pamela L. Osborne,
Acting Secretary
| Posted: February 25, 2010 |
January 25, 2010
The following minutes of the Board of Finance hearing are submitted subject to approval at the next meeting.
Chairman, Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Members: Jack Boyer, Barbara Brown, Gary Fitzherbert, Michael Jackson, Craig Schoon, Rex Swain
Alternates: Liddy Adams, Keith Templeton, A. J. Dubois
Selectmen: Mark Lyon
Treasurer: Linda McGarr
Guests: Tony Bedini, Jack Field
Treasurer’s Report:
Report accepted as submitted.
The Board discussed the continued importance of safety in investing funds. Michael reported he had read the member documents for the merger of FNBL and Union Savings Bank and felt FNBL has made sensible decisions. He suggested funds remain with FNBL until the merger is complete.
Michael also reported an anticipated decrease of approximately $4,500,000 in the Grand List of a total of approximately $1,250,000,000. The bulk of the change is due to a significant decline in motor vehicles, as well as several large parcels of land being converted into 490 status. He advised the Board to be attentive to this.
Tax Collector’s Report:
Report accepted as submitted.
Financials:
Mark Lyon reported most expenses seem to be on track. The various departments are aware of their budgeted expenses.
Education:
Jack Field reported they continue to work with the Board of Education Facilities and Finance Committees on estimating costs and a funding plan to improve the three elementary school buildings. Current estimates are $2.23 million (+/-). The best estimate of the total eligible for bonding is $1,000,000. Much of the work cannot be bonded because it is work that has been deferred. The question remains if there is any other avenue for the Region to fund this work other than bonding. Valerie Friedman will seek an answer to this question and will work with the Boards of Finance of the three towns.
Work on the schools is intended to begin when school is out in June and completed before school resumes. Jack Boyer questioned if federal funding might be available as renovations are being done for the health of the children. Jack Field will pursue this. The first of three meetings on this matter will be held on February 1. Michael had requested the Business Manager and Board of Ed Chair confer with bond counsel and the bank before this meeting. The Region may retain up to 1% of their budget annually toward capital costs. Currently there is approximately $400,000-500,000 in this capital fund.
The Board agreed on the importance of the public being educated on this matter. It was felt a referendum should describe the borrowing plan as proposed, should be specific to each building, and all should be in order as to what will be done and what it will mean to future financing. All are in agreement that the Region should handle this project. The towns should have a joint understanding of the process, as well as how it will affect the Region’s budget and how they may want to exercise their authority as a unit.
Tony Bedini reported things are going well in the maintenance area. He is working on a plan of implementation. A consensus of the three towns and the Region on the proposed repairs is extremely important.
Rex noted his understanding is that we will be making repairs that will be paid for over the next five years; however, the problem of what will be done in the long run still exists. Jack Field noted they are trying to include long-range planning into the lease structure. Work had been deferred because there was still the question of consolidation. Discussion on this will continue..
Mark Lyon updated the Board on consideration being given to establishing a regional committee of representatives from the Boards of Selectmen and Finance to discuss the pooling of resources in an attempt to save money and work in cooperation with the Region. It would require group meetings with the Board of Ed, the Finance Committee and the School Business Manager. He reminded the Board to keep in mind that the towns do not have authority over the Region’s budget, but this committee would be formed to better understand the Region’s budget process, to endorse it or not, and why. Michael has drafted a memo to the Selectman with the hopes of maintaining the Town’s expenditures flat from year to year, which may depend on reserves. He would hope that the Region would do the same and investigate ways of doing so. Hopefully, through working with each other and understanding each other’s budget responsibilities, we will learn a lot and be able to present the fact to the voters.
Pension Committee:
Rex requested the Board’s approval of the Certification of the Retirement Committee Appointment, which would be forwarded to the First National Bank of Litchfield. Approval by a majority of the three Pension Committee members will be required for all instructions to and requests of the Bank. The investment philosophy will require approval of the Retirement Committee and the Board of Finance. The current philosophy is to invest Plan assets in as conservative a manner as possible that will meet Plan goals. The trust agreement requires rebalancing decisions to be made between the Bank and the Committee on a quarterly basis. It was unanimously agreed that the Certification and Investment Policy Statements be adopted by the Pension Committee, with exceptions permitted by the Pension Committee and the Board.
Selectman’s Report:
108 New Milford Turnpike:
Mark reported the Town will close on this property in the next few weeks. LFR Environmental anticipates that he will be giving approval by the end of the week.
State Bonds:
Mark urged the Board members to contact members of the CT Bond Commission to approve bonding for State funds.
Town Budget:
Mark reported the Selectmen have been working on the budget and will attempt to come in with a flat budget. He is unsure if another 0% in payroll will occur. He has suggested beginning with 0-based numbers and what will be needed to get the job done.
Cell Tower:
Mark reported Verizon has contacted the Town regarding a possible cell tower at the new town garage site. Discussion will continue as more information is received.
Vice-Chair:
Michael Jackson made a motion that Liddy Adams be appointed to serve as vice chair of the Board in his absence. The motion was seconded by Jack Boyer and passed unanimously by the Board.
Audit:
The summary of audit results was reviewed and approved. Policies and procedures will be reviewed further. We are in the process of updating job descriptions and it has been recommended that a more integrated accounting system might be considered. The Board is weighing the cross benefits of this suggestion.
The meeting was adjourned at 6:47 p.m.
Respectfully submitted,
Kathy Gollow, Finance Secretary
**Note: The next Board of Finance meeting has been rescheduled for March 1, 2010.
Meetings in 2009
