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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November 21 •October 24 •September 19 •June 20 •May 16 •April 25 •April 4 •March 21 •February 28 •January 24 •Previous years: 2010 • 2009 • 2008 • 2007 • 2006 • 2005 • 2004 • 2003 • 2002
Posted: December 6, 2011 November 21, 2011
The following minutes of the Board of Finance are submitted subject to approval at the next Board of Finance meeting.
Present:
Members: Michael Jackson, Jack Boyer, Barbara Brown, Gary Fitzherbert, Rex Swain
Alternates: Liddy Adams, Keith Templeton
Selectmen: Mark Lyon, Nick Solley
Treasurer: Linda McGarr
Guests: Enrico Melaragno, Charles Heaven & Co., Inc. – Auditor, Tony Bedini, IWCC Chairman, Board of Education member, Ted Bent, Housing Commission AlternateChairman Michael Jackson called the meeting to order at 5:00 p.m.
Minutes of the October, 2011 meeting were approved as submitted.
The Tax Collector’s and Treasurer’s Report were accepted as submitted.
Hurricane Irene Storm Damage:
Mark Lyon reported approximately $82,000 has been spent of the $589,000. approved at the October 3, 2011 town meeting to repair damages to roads, waterways, bridges, etc. that had occurred from Hurricane Irene. In conjunction with the storm damage repairs, necessary highway improvements are also being completed as previously budgeted. Mark anticipates 60-65% in repair funds will be reimbursed through FEMA. These will be returned to the Nonrecurring Capital Fund.Snowstorm Alfred-Winter Storm Damage:
Mark reported the Town is eligible for FEMA disaster relief due to recent Snowstorm Alfred. 75% of the costs resulting from debris cleanup and shelter will be reimbursable. Costs are currently anticipated at $220,000. A town meeting will be scheduled to address these additional unexpected expenses. He noted his pride and appreciation of the townspeople, town workers and organizations that provided assistance during the storm.Audit 2010-2011:
Enrico Melaragno of Charles Heaven & Co., Inc. reviewed the preliminary audit statements with the Board. He noted statements are in compliance with GASB 54 using the new accounting standards required. All funds have been reviewed, tested and evaluated. According to GASB 54 requirements, the following three funds will be incorporated into the General Fund: Affordable Housing, Legal Litigation and Health Benefits. These will no longer be considered as individual special revenue funds but will be segregated for their committed purposes in the General Fund. The Open Space Fund meets the criteria of the Capital Projects Fund. Further discussion on the proposed changes will continue. Future projects budgeted in the Capital Fund will require a $5,000 minimum limit. Mr. Melaragno noted his appreciation of the Board’s trust in their firm, as well as that of the First Selectman for his compliance with new GASB rules.Ex-Budget Appropriations:
It was noted that an e-waste container and jack originally budgeted for $3,000. will be deleted from the Ex-Budget Appropriations remaining as of 6/30/11, thus resulting in a budget of $19,077 for the 2011-12 year. Rex Swain made a motion to approve this deletion. Gary Fitzherbert seconded the motion. Motion unanimously passed.Education:
Tony Bedini reported payments have been completed on the list of renovations to the school buildings. Priorities may be on hold until the long-range planning report is received. Currently, both the mansard and flat roofs on the Washington Primary School are being evaluated. The mansard roof at the High School will be repaired. Wells will be tested and reviewed, which may require drilling. The audit of the Middle-High School is expected to be available to the Board of Education meeting this evening. Mark suggested other priority items in the town buildings be reviewed and taken care of as soon as possible. Discussion will continue on long-range and possible future projects.Pension:
Rex Swain, Chairman of the Pension Committee, reported the Committee has been made aware of an issue on the beneficiary form provided to employees regarding the eligibility of beneficiaries other than a spouse. The Town’s pension consultant will be asked to review this item.Legal Litigation Fund:
The Legal Litigation Fund was reviewed in detail. Funds are again nearing depletion due to continuing Land Use lawsuits. Before considering another town meeting for additional funding, it was agreed to seek anticipated estimates for finalizing these suits from Murtha-Cullina, the law firm involved. The Board agreed that both the public and the litigants should be made aware of the burden this is putting on the Town. Jack noted one of the suits is currently at the Appellate Court.October Storm Alfred:
Mark reported estimated costs from this storm at $212,000 for tree work, shelter, cleanup, drainage problems, gravel, etc. An appropriation for this amount will be presented for consideration at a Special Town Meeting. Reimbursement from FEMA is estimated at 75%. Work continues on cleaning up the Town rights-of-way. Individual properties will be the responsibility of the owners; however, contractors may bring wood chips to the Washington Primary School parking area for disposal, which will lessen some costs for residents. Mark reported the Town is nowhere near the end of cleanup. CL&P will send two workers with a truck at no cost to the Town in December to assist. Liddy Adams commended the Town on the amazing job they have done in dealing with this storm.Election of Officers:
It was agreed to postpone the election of officers until the new slate of Board members is complete. The Board noted their appreciation to Alternate Keith Templeton for his services on the Board and welcomed Ted Bent to his new position as Alternate.The meeting was adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: November 18, 2011 October 24, 2011
The following (revised) minutes of the Board of Finance are submitted subject to approval at the next Board of Finance meeting.
Present:
Members: Michael Jackson, Jack Boyer, Barbara Brown, Gary Fitzherbert, Craig Schoon, Rex Swain
Alternates: Liddy Adams, Keith Templeton
Selectmen: Mark Lyon, Nick Solley
Treasurer: Linda McGarr
Guests: Tony Bedini, IWCC Chairman, Janet Hill, Land Use Coordinator, Ted Bent, Housing Commission AlternateChairman Michael Jackson called the meeting to order at 5:00 p.m.
Minutes of the September, 2011 were approved as submitted.
The Tax Collector’s and Treasurer’s Report were accepted as submitted.Hurricane Storm Damage:
First Selectman Mark Lyon reported on the extensive storm damage to town roads and properties due to recent Hurricane Irene. Major damage occurred on Tompkins Hill, Cook Street and Walker Brook, along with many other roads. The Town is seeking reimbursement for expenses through FEMA for labor, equipment, outside contractors and materials, which will depend on the projects involved.Legal Litigation Fund:
Additional funding for the Legal Litigation Fund is needed. Annual deposits of $20,000 have been deposited to this Fund over the past three years for a total of $60,000. Attorney fees for appeals to Land Use decisions through October 4th have amounted to $59,016.41, with additional fees remaining due of $13,152.76. Consultant and attorney fees for public hearings are charged to the applicants. This is not the case with appeals to decisions made by the commissions.Tony Bedini suggested it may be in the Town’s best interest if an attorney were present at hearings to insure the procedural process is followed properly. If a lawyer’s presence is required, an increase in application fees might be considered. Suggestions included raising the fees for everyone in general to spread the cost overall or disbanding the IWCC and sending applicants to the State DEEP. Mark Lyon noted the cost of permits is high, as well as the engineering, survey and commission fees. He did not feel that the fees for the general public should be increased to cover suits that may be frivolous. Michael Jackson felt that most applicants don’t require these services but they are paid for by all.
It was suggested that all phases of the application process be reviewed, as well as the fees charged in neighboring towns. Keith also suggested an attorney be consulted with regard to the Town’s ability to recover the expenses from litigants if decisions are in the favor of the Town. It was suggested this may be at the discretion of the judge to do so. This will be investigated further.
Craig Schoon made a motion to approve an ex-budget appropriation of $20,000 to transfer from the General Fund balance to the Legal Litigation Fund. Jack Boyer seconded the motion. The motion was passed unanimously. The Board noted their appreciation to Janet Hill, the Town’s Land Use Coordinator.
Energy Panels:
Mark reported DCS Energy has informed him that the Town & Not-for-Profit Program has been canceled due to their agreement with their funding partner. This funding had made the program possible. DCS will contact the Town if they find another funding partner. Mark noted the panels are being installed. Electricity will go into credit of non-use.Town Pension Plan:
Rex reported the pension plan will be reviewed in the interest of lowering the annual donation. A defined contribution plan as opposed to the current defined benefit plan will be investigated.Tax Collector Report:
Collections remain steady.Treasurer’s Report:
Check statutes.Education:
Tony Bedini reported on Region 12:All aspects of the $2.3 million repair work on the middle high school have been completed. The project manager is reviewing the work for completeness. Repairs have come in under cost and they are working on a list of priorities.
The WPS roof is leaking quite badly and a consultant will look at it free of charge. Costs could approximate $550,000 to replace the entire roof, which will be discussed further. They are also hoping to have the mansard roof at the high school repaired before the winter. These repairs only extend about 100 ft. and they will forego architectural work.
The search for a new Superintendent will be advertised and by the end of this month the paper work and interviews should be complete.
The six subcommittees of the long-range planning committee are gathering data on education, demographics and community issues. Their report is due in early December and they will forward this information to the core committee to proceed. Most likely it will all come together in March or April. He met with Sandy Collins, who is the head of the superintendent search committee.
Town Income/Expense Report:
Mark Lyon reported tax collections have gone well. Most expenditures are in line – current overages are either seasonal or monthly payments; however, approximately $82,258 is currently anticipated for damages from Hurricane Irene. It is anticipated these will be recovered through FEMA funds. Mark noted most winter storms are easier!The meeting was adjourned at 5:55 p.m.
Respectfully submitted,
Kathy Gollow
Secretary
Posted: September 23, 2011 September 19, 2011
The following minutes of the Board of Finance 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:
Members: Michael Jackson, Jack Boyer, Barbara Brown, Gary Fitzherbert, Craig Schoon, Rex Swain
Alternates: Liddy Adams, A. J. DuBois, Keith Templeton
Selectmen: Mark Lyon
Treasurer: Linda McGarr
Guests: Ted BentChairman Michael Jackson called the meeting to order at 5:00 p.m. Minutes of the 6/20/2011, the Tax Collector’s Report and the Treasurer’s Report were accepted as submitted. 98.54% of the previous fiscal year’s taxes had been collected. The Board discussed the various types of investments with Treasurer Linda McGarr, who will investigate further.
Education:
Mark Lyon reported the Board of Education will begin its long-term planning at a meeting scheduled for September 29th. The Board noted the importance of having a committee consisting of members that do not have a preconceived personal agenda or solution, who will keep an open mind to all solutions, and who will determine the best way to provide a good education at a cost that the towns can absorb. Mark and Gary Fitzherbert will be involved.
Financials:
General Fund Income and Expense line items were reviewed and are on track. With regard to the change of Probate to Southbury, once more experience is available, an assessment will be made by Southbury regarding the probate expenses at the end of the fiscal year. With regard to the pension fund, Rex, Barbara and Craig of the Pension Committee reported pension investments are evaluated quarterly with the investors. The Town’s investment policy guidelines restrict the investors and there in not a lot of flex as they are operating under specific guidelines and do not manage to markets. The Committee is comfortable with our current investors. They noted their object is to lower the Town’s annual pension fund donation or lower the plan benefits so that it is less generous. The annual deposit will be made next week.
New Business:
First Selectman Lyon reported there are two additional items the Board of Selectmen will address for consideration at the October town meeting:#1. To approve an expense not to exceed $35,625 towards the purchase and installation of a photovoltaic generation array to offset approximately 45% of the municipal electricity expense generated at the Arrow Point location. All expense will be offset by revenue received from a grant of $35,625 recently awarded to the Town through a State-approved ARRA Municipal Energy Efficiency and Conservation Block Grant (EECBG).
The Towns of Warren and Washington have been collaborating to provide power for a water pumping station to aerate Lake Waramaug during warm weather months. We have been awarded a municipal EECBG grant to purchase and install a photovoltaic generation array to provide power for the water pumping station. The solar power will supplement electric usage during the summer months and create credits during the winter.
It became apparent after working with the vendor and a wetlands engineer that developing the Arrow Point Road site would be cost prohibitive and would require extensive clearing of mature trees, thus adversely impacting the wetlands and shore line of the Lake which would also increase the costs of installation dramatically. Working with CL&P to find a suitable solution to credit the generation to the pumping station usage while allowing the array to be installed in an economically feasible and ecologically friendly location, the two towns have worked through several net metering scenarios and have found an equitable solution to the issues that have arisen. The Town of Washington has requested that our EECBG be used to purchase and install the array at the Town of Warren Highway Garage located on Route 341 in Warren. This installation would serve the intent of the original Grant by providing solar generation of 5,674 kwh of electricity per year for the Lake Waramaug aeration facility; and in conjunction with the Town of Warren, EECBG will offset approximately 45% of the municipal electricity expense at the Arrow Point location.
Michael Jackson requested financial information on the company. As a matter of products we should know whatever we can about them.
#2. To approve an expenditure from the Nonrecurring Capital Fund not to exceed $589,000 for the repair/replacement of capital projects, including roadways, waterways, bridges, and other municipal improvements, etc. required due to their destruction resulting from the recent hurricane. It is anticipated up to 75% of these funds would be reimbursed to the Town through the Federal Emergency Management Agency (FEMA). Any reimbursements would be returned to the Nonrecurring Capital Fund upon receipt.
Mark reported that because a disaster has been declared, the Town may be eligible for 75% of the cost of repairs for replacement “in kind.” Currently, the total estimated costs are $589,000 to replace the infrastructure that has been destroyed, as well as to cover labor costs. The Town has been working with FEMA, who will pay for costs to replace “in kind.” Mark noted, however, in some instances it may not be in the Town’s best interest to replace a culvert with one of like size if it has proven to be too small. An engineer may be hired to size culverts properly. While some costs of the newer infrastructure could exceed replacement costs of the current infrastructure, in the end it would be in the better interest of the Town to install the correct-sized culverts, for example. An initial request has been submitted and FEMA, who will send a representative to assist with the many claims.
Between the town and private individuals there have been various surveys of the damage done, and there will be more. A culvert bridge is the only thing that is not included under FEMA guidelines. i.e. Shinar Mountain Road bridge is a culvert bridge and in need of repair; however, funds for this had been included in a previous budget for repairs. Mark noted we may recoup some but not all expenses. It will be a long process because much of it is going to be for reimbursement. The Capital and Town Aid Road funds will be used at n estimated expenses of $200,000.
Legal Litigation Fund:
Since it’s inception in July of 2009, approximately $52,000 of $60,000 budgeted has been paid from the Legal Litigation Fund for suits brought against the Land Use Commissions, in particular regarding Wykeham Rise applications. This Fund is used only costs resulting from litigation brought against the Town. The General Fund budget includes funds for general legal advice which may be sought by the commissions for general land use questions, as well as education in these areas.The Finance Board noted their concern. It was suggested it may be less costly and more beneficial to have a land use attorney in attendance at all Land Use meetings. It was also suggested that perhaps a stipulation could be made that the party who loses the lawsuit would be liable to pay all expenses incurred.
The meeting was adjourned at 5:50 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
Posted: July 1, 2011 June 20, 2011
The following minutes of the Board of Finance 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:
Members: Michael Jackson, Jack Boyer, Gary Fitzherbert
Alternates: Liddy Adams, A. J. DuBois, Keith Templeton
Selectmen: Mark Lyon
Treasurer: Linda McGarr
Guests: Tony Bedini - Region 12 Board of Education, Richard Sears , Washington Community Housing TrustChairman Michael Jackson called the meeting to order at 5:00 p.m. Alternates Liddy Adams, A. J. Dubois and Keith Templeton were seated in the absence of regular members Barbara Brown, Craig Schoon and Rex Swain.
Minutes:
The Board accepted the Minutes of the 5/16/11 and 5/19/11 meetings as submitted.Tax Collector’s Report:
Accepted as submitted. 98.3% of the current taxes have been collected.Education:
Tony Bedini updated the Board on the elementary school buildings. New windows will be installed shortly and it is anticipated this project will come in under budget. It had been the intent to upgrade the primary schools to a level where the towns would be willing to take back the buildings if the schools were consolidated or classes moved to the high school building. Tony noted more repair work has been done than anticipated; and through the efforts of the architect and project manager, this has turned out very well and is of very good quality. Michael Jackson noted the Finance Board has a fiduciary responsibility to insure the conditions of the schools be maintained in the condition in which they were leased to the Region; and he appreciated the attention to these physical assets. Funds are included also in the 2011-12 Education budget for a study of the middle-high school building Gary Fitzherbert suggested a strategic plan be considered to address the many issues of education, economics and the future of the Region. He felt a long-range strategic plan is needed that would include not only the decreasing population but the most efficient utilization of space. Future teaching methods and technology that may require a different type of space should also be considered for future planning. Time must be spent on where Education will be in the next ten years in an effort to waste. He felt if this is not done, we will be making a mistake and wasting not only money but the children’s education, as well. The Board agreed that both issues must be dealt with at the same time.Ex-Budget Appropriation:
Mark reported the First Selectmen of the three towns went to the Board of Education and offered to complete the funding toward a long-range planning consultant for the Region. It was anticipated that $5,000 from each town would be adequate. The Board agreed that the continued involvement with the School Board was in the best interest of all. Michael Jackson moved that an ex-budget appropriation of $5,000. be approved for consultant costs toward this long-range planning consultant for Region 12 be approved. Jack Boyer seconded the motion. The motion was unanimously passed.Town Budget:
Mark reported General Fund expenses are in-line as anticipated, except for the Winter Maintenance budget due to the many storms over the winter. This had been addressed at the town meeting. State funding has been received as anticipated. Town Aid Road funds have not been spent and have been budgeted to be used for future road projects.Accounting Project:
The Town’s current accounting programs are being reviewed for upgrading. Software representatives have been consulted, as well as an upgrade to the Quick Books program that is currently used. It was recognized various software programs could provide access to Human Resources, payroll and GASB-related requirements, but would also be more expensive. Mark will pursue further information and prices on the various software programs, as well as hardware costs, for the next meeting.Washington Community Housing Trust:
As the newly-elected Chairman of the Washington Community Housing Trust, Richard Sears reported the WCHT are entering a new phase of their history. They have hired a new management group and accountant to oversee their three housing projects. Dick provided their most recent audit to the Board and outlined the basics of the three housing locations at Dodge Farm, Riverwood and Church Street . He felt the new management system will benefit them greatly.The meeting was adjourned at 5:30 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
Posted: June 6, 2011 May 16, 2011
The following minutes of the Board of Finance 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:
Members: Michael Jackson, Jack Boyer, Gary Fitzherbert
Alternates: A. J. DuBois, Keith Templeton
Selectmen: Nick Solley
Treasurer: Linda McGarr
Guests: Tony Bedini - Region 12 Board of Education, Jack FieldKeith Templeton and A. J. Dubois were seated in the absence of Barbara Brown and Rex Swain.
Minutes:
The Board accepted the Minutes of the 4/4/11 and 4/25/11 meetings as submitted.Tax Collector’s Report:
Accepted as submitted.Treasurer’s Report:
Accepted as submitted.Education:
Tony Bedini updated the Board on the maintenance of the buildings in the Region. A meeting of the project managers and architects was held to discuss continuing work at the Region 12 schools. Windows for the Elementary School are being shipped this week and they will begin to install them on June 27th starting with the Burnham School . While they are more costly than anticipated, it is felt they will still bring the project in on-budget. The lease-mandated yearly inspections by the Towns and Facility Committee have been completed and the cost of additional future work has been identified and narrowed down to an estimated cost of $144,000. Bids will be prepared for the projects and priorities adjusted if necessary.Tony reported Region 12’s Long-Range Planning Committee will begin meeting to address the many issues facing the Region. It is hoped the Committee will establish a mission statement to address strategic planning and explore all scholastic and financial options for the future, as well as building usage as it relates to the declining school population. It would be the responsibility of the Towns to voice their concerns to the Committee and it was agreed the Boards of Selectmen and Finance should get more involved. It was suggested the Long Range Planning Committee look into all possibilities: transporting students between towns, housing of all students at one location and merger with another school district. It was hoped a progress report from this Committee would be available in the early Fall.
Financial Reports:
Accepted as submitted.Proposed 2011-2012 Budget:
Selectman Nicholas Solley presented the annual Washington Financial Planning Model that is used by the Finance Board and Selectmen annually to assist in estimating current and future income and cost assumptions for budgeting. The Board noted their appreciation to Jack Field for his assistance in creating and preparing the Planning Model. Items influencing the budgeting included:The Grand List had increased slightly over the previous year, possibly due to many home renovations.
The net income may increase by an additional $25,000 from an anticipated FEMA grant. This has not been included as it has not as yet been received.
Building Inspection income has increased.
Education costs were lower than originally anticipated due to the reduction in the Town’s school population from 45.01% to 44.6%.Future assumptions will be discussed in detail during the next fiscal year. It is now too early to determine the State’s budget, etc.
Nick reported the following will be proposed for the budget for the July 1, 2011-June 30, 2012 fiscal year:
General Fund $4,040,873 +1.0% Nonrecurring Fund $937,500 +6.1% Transfer to the Open Space Fund: $25,000 +1.0% Transfer to the Housing Fund: $10,000 -60% Transfer to the Legal Litigation Fund: $20,000 +0% Total General Fund, Capital Fund & Transfers $5,033,373. +0.6% The Town’s portion of the net Education budget has previously been approved at $9,328,359. or +2.0%.
Route 109 – Bee Brook Road Bridge over the Shepaug River :
The State is currently completing calculations for replacement of the bridge crossing the Shepaug River north of the Washington Firehouse. The proposed bridge would be built at the expense of the State and the Town had requested a pedestrian walk be included.The Steep Rock Association has suggested in lieu of the pedestrian walkway on the State bridge that a new pedestrian bridge be constructed a short distance upstream. Estimated cost of the Steep Rock proposal is $650,000. Funding for this bridge would be provided to Steep Rock through a private donation. In addition, Steep Rock has requested the Town’s approval to obtain a $150,000 STEAP grant to offset costs that is available with the Town’s approval. Nick Solley noted the Selectmen have scheduled a town meeting for May 19th at 7:30 p.m. for discussion purposes only on this matter. A vote will not be taken at the meeting.
The meeting was adjourned at 6 p.m.
Respectfully submitted,
Kathy Gollow, Secretary
Posted: May 16, 2011 April 25, 2011
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: Michael Jackson, Jack Boyer, Gary Fitzherbert, Craig Schoon, Rex Swain
Alternates: Liddy Adams, A. J. DuBois, Keith Templeton
Selectmen: Mark Lyon, Nick Solley, Jim Brinton
Guests: Tony Bedini - Region 12 Board of Education, Jack FieldChairman Michael Jackson called the meeting to order at 5:00 p.m.
Minutes:
The Board accepted the Minutes of the March meeting as submitted.Suspense List:
The Board approved the suspense list submitted by Tanya Wescott, Tax Collector.Treasurer’s Report:
The Treasurer’s Report was approved as submitted.Education:
Michael Jackson reported the Finance chairmen of the three towns are working on a letter for the Region regarding the proposed budget increase. It is felt the Region’s proposed budget should be lower and closer to a 1% increase as has been requested of the three towns. Recent demographic studies show the population will continue to diminish and there will not be enough students to support the Region’s current management and physical structures. The Finance Board noted the extreme importance that the Board of Education and the Region administrators study this immediately as the current configuration no longer seems feasible. Michael noted the Board of Finance chairmen of the three towns will be addressing this issue through a letter to the Region.The Board discussed the repairs that remain necessary on the buildings. Tony Bedini reported the repairs will continue during the summer. The mandated walk-through in the lease has been completed and there are many costly projects ahead. It was suggested that the funding required for this review must be included in the Education budget and this will be conveyed to the Board.
General Fund Budget:
Mark Lyon reported current expenditures are where they assumed they would be; however, due to the many winter storms, the Winter Maintenance section exceeds the budget line item by $45,655. It was agreed this item would be addressed at the May town meeting.2011-2012 Proposed Budget:
Proposed General Fund and Capital Fund budgets were presented by the Selectmen.General Fund Budget:
Mark Lyon reported that the proposed budget for the 2011-2012 fiscal year includes a 1.1% increase. A 1% increase will be proposed for full-time and 2% increase is proposed for part-time employees. Full-time employees will continue to receive health insurance at no cost. The deductible for the health insurance line item has been adjusted, which would continue to be covered by the Town. Mark felt the small medical premium increase, as well as the increased deductible line item, would have a minimal impact in the budget. The Health Reimbursement Fund line item was increased to cover the anticipated annual expense for increased exposure and to continue building the Health Insurance Fund reserve.Mark reported discussion having the employees cover the premium had been investigated by reviewing what other towns are doing. Of the nine NWCOG towns, three have employees contribute through either a flat rate or a percentage contribution. An attachment to Region 12’s insurance was also investigated but would increase the Town’s costs by approximately $500 per employee. Quotations from other health insurance providers were more costly than the current Connecticare coverage.
Members of the Board suggested the time will come when employees will be responsible for a portion of their health insurance costs. Rex suggested total health care per employees vs. other towns be reviewed. If we are substantially out of line, we should be aware of it. He was also concerned about the total personnel benefits expense and did not feel that this could continue forever. Jack Field suggested unions could be offset by these benefits. Gary Fitzherbert appreciated that the employees are involved in the entire process and thankful for their benefits. Michael agreed the process has worked well but the employees may have to start paying something in the future.
Anticipated fuel costs for both heating oil and vehicle fuel were adjusted. The Town’s donation to the Gunn Library and Museum was increased by $12,000. Firehouse Debt Service has decreased 4.1% offsetting some Operating Budget increases. The debt service for the firehouse is in its final three years. The Pension line item has also decreased as suggested by the Town’s actuary. The Resident Trooper line item has increased due to the State contract. Mark noted he has investigated sharing a trooper, but this would be a policy change that would have to be approved. The regional paramedic service costs will increase. This historically has been split per capita with other towns but had also included funding from the hospital. This year, it will not be receiving the hospital funds. Probate costs will decrease, which are now based on each town’s Grand List. Jack Boyer questioned the funding of Parks & Recreation programs. These programs have always been handled through the P&R checking account, which is audited annually. A copy of this accounting was requested.
Transfers & Nonrecurring Capital Fund:
The biggest change made and one which the Selectmen felt would be most prudent was to reduce the amount transferred from the General Fund to the Open Space account from $75,000 to $25,000 for the coming year. The Selectmen felt this would offset the increases in the General Fund budget. It would also apply toward the potential purchase of property for stockpiling/storage of road materials in the Capital Fund. This purchase would allow the Town a space for materials to be removed from the Titus Road area in keeping with the Town’s Plan of Development. Also included in the proposed Capital Fund is the purchase of Highway Equipment to increase the Town’s efficiency and the ability to complete projects without hiring outside contractors to maintain the Town’s infrastructure.Michael suggested the question will be asked in every town this year is “What do you want to spend your money on?” The public will address these proposals at the budget hearing scheduled for May 5th at 7:30 p.m. The meeting was adjourned at 6:30 p.m.?
Respectfully submitted,
Kathy Gollow, Secretary
Posted: May 9, 2011 April 4, 2011
Chairman Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Members: Michael Jackson, Craig Schoon
Alternates: A. J. DuBois, Keith Templeton
Selectmen: Mark Lyon, Nick Solley
Guests: Roger Stikeleather, Steve Haas, Jack Field – Gunn Memorial Library/Museum,
Tony Bedini - Region 12 Board of EducationChairman Michael Jackson called the meeting to order at 5:00 p.m. Alternates A.J. DuBois and Keith Templeton were seated in the absence of regular members Jack Boyer and Barbara Brown.
The purpose of the special meeting was to meet with Gunn Library and Museum representatives regarding the Town’s proposed 2011-2012 budget request and their future plans. The Board welcomed representatives from the Gunn Memorial Library and Museum. Roger Stikeleather, Chairman of the Gunn Library and Museum Board, noted they have appreciated the Town’s support in the past, as well as it’s positive perspective of their accomplishments during that time. He also noted his appreciation of Jim Brinton and Liddy Adams, who represented the Town in meetings with the Gunn in a joint Town/Library task force over the past year.
The Library and Museum would not have been able to provide their excellent programs without the help of the Town. The very favorable comparison of the Gunn Library and Museum to similar-sized libraries and museums across the State is a result of this support. Utilization of both of these entities is very high.
Mr. Stikeleather reported the Board and administrative personnel have cut the operating expenses of the Library since 2008 by 12%. The number of full-time employees has been reduced to one Executive Director and one Museum Director, thus reducing costs for benefits. The remaining staff is part-time with no benefits. There are over 70 volunteers. Without the volunteers and part-time people, the budget would be much higher. Expenses are higher due to fuel and utility costs, as well as the increased use of electronic services.
Looking ahead, Mr. Stikeleather noted a plan for the future is needed. Approximately 51% of their income has been realized from fundraisers and investments, with another 23% from the Town. A silent phase of capital fundraising resulted in over $400,000 received from members of the Board, with these funds used for capital maintenance of the buildings, etc. The Trustees have focused on restraining the expenses while not cutting services. They are committed to living on this income, plus their investment funds. Funds of the Library and Museum are now co-mingled.
There is a greater public awareness of the Museum, a dedicated group that believes in the Museum, and the recognition that the Museum is coming into its own. The Capital campaign raised $75,000 for the Museum. The Board also voted to reduce the Museum spending by another 10% over the next two years. The Trustees are working on a long-term plan to show that they can remain stable. They are considering two plans for the future. Under the first plan, services would remain intact, pretty much as they are now. Under a second plan, a reorganization of the Museum might be considered, with thought being given to minimizing the Museum to a stand-alone entity. The Historical Society’s opinions would be sought to consider this concept, which could result in the Library/Museum continuing to maintain the Museum building, with the Historical Society taking responsibility for the programs, etc. This would occur over a five-year period. The Trustees do not feel this is the time for a capital campaign. Instead, it had been recommended that they request an increase in support from the Town’s from 23% to 33% over a five-year period. It is his understanding that historically support funds had been at a one-third ratio from the Museum, the Library, and the Town. It also was recognized that the culture of antiques is changing. The recent Antique Show had been successful, but the dealers did not do as well. The 25th anniversary of the Antique Show is coming up. The Library Luminaries events have been successful and very helpful.
Jack Field updated the Board on the history of the Museum and the Library, noting the Museum had originally been self-funded and the concept was that of a quasi-private/public library. During the planning stages for the building of the new Library, it was decided to raise funds for its future growth and $2.5 million was raised. The Boards have been proud of the structure and maintain close control over its content. It has been successful beyond expectations, with 13,000 visits (two times the State average) and 8,000 patrons this past year. It had been anticipated that funding could be derived from the Town, the Library’s investments and the Library’s annual fund raising - basically – in thirds. Two five-year plans were instituted to build up the endowment from 1998-2003 and 2003-2008. Funds were increased from $500,000 to $3,000,000 through a combination of fundraising and the growth of the principle. Their Finance Committee is now self-directed by experienced members in order to reduce investment fees. Other income has been derived from book sales, fines and estate funds. The members of the Finance Board noted their appreciation for the efforts of the Library and Museum.
Town Budget:
The Selectmen continue to work on the 2011-12 proposed budgets, including comments on the following areas:
* They are addressing additional fuel oil costs and social service requests.
* The possibility of acquiring property to be used for the storage of road materials adjacent to the current town garage site is being considered in an effort to complete remediation of the Titus Road property. There is not enough area at the current Town Garage property due to the topography of the land.
* Mark noted original requests in the Capital Fund have been scaled back from a 4.5% to 1% increase.
* Funding for a fire truck has been postponed this year.
* Mark reported he has been working with the Highway Director regarding the road maintenance program, who feels this has not been adequately funded for the past four-six years and we are at a level where we are losing ground. He has been working the Town’s equipment to increase the work that can be done in-house.
* The dam behind the BMTH is in need of repair as it serves as the fire pond.
* The Open Space Fund currently has $300,000, while the Housing Fund has $290,000. Whether or not to continue funding these two areas could be under consideration.Michael Jackson noted the question must now be asked “Where do the people want to spend their money?” Michael felt this would be a year of compromise in the hopes of reflecting the interests most important to the public. He suggested the Capital Fund be reviewed further with a reduction of perhaps -1%. Make sure that everyone knows exactly what the long-range plan will be. The Selectmen agreed they will review the budget proposal and keep the public’s interests in mind.
Change of Meeting Date:
The next regular Board of Finance meeting was rescheduled from April 18th to April 25th. This change of date was approved. The Selectmen felt their final budget proposal should be completed by the 25th.The meeting was adjourned at 6:10 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
Posted: May 9, 2011 March 21, 2011
Chairman Michael Jackson called the meeting to order at 5:00 p.m.
Present:
Members: Michael Jackson, Rex Swain, Craig Schoon
Alternates: Liddy Adams, Keith Templeton
Selectmen: Mark Lyon, Nick Solley
Guests: Tony Bedini - Region 12 Board of EducationLiddy Adams and Keith Templeton were seated for the meeting.
Minutes:
The Board approved the Minutes of the February meeting as submitted.Education:
The Board noted their concern about the decreasing population of the three towns and agreed there is no short-term answer to this problem and it’s effect on Region 12’s costs. Tony Bedini reported he had spoken with Dr. Ann Stuhlman, Director of Curriculum for Region 12, who will make a presentation to the Board regarding her concerns regarding this problem, especially at the high school level, and the future ability of the Region to continue to provide Advanced Placement courses. She felt elimination of these courses would not only be detrimental to the Region’s curriculum, but the school population would continue to decrease due to students leaving the District to seek these courses elsewhere. In an attempt to provide a solution to both the curriculum and population problems, Dr. Stuhlman may suggest consideration of adding two or three post-graduate grades to the school curriculum (Grades 13, 14, 15) to provide advanced placement courses similar to college prep or community college courses. Dr. Stuhlman also suggested that many times elementary students from very small classes have a difficult time transitioning into larger classes. She felt the elementary students would benefit from being in one building. Tony felt it would be very worthwhile to ask Dr. Stuhlman to meet with the Boards of Selectmen and Finance. The Board agreed that a dialogue should begin on these matters.Tax Collection:
Year-to-date numbers indicate the collections have not fallen off. There are a few more people on a payment plan and they are making payments on a regular basis. The Tax Collector’s Report was accepted as submitted.Treasurer’s Report:
Accepted as submitted.Current Year’s Budget:
Mark Lyon anticipates the Winter Maintenance section of the budget will exceed that line item by approximately $45-50,000 due to the many storms and resulting road and property repairs, especially to scenic and dirt roads. They are looking at ways to address these costs with Town Aid Road funds.Proposed 2011-12 Budget:
Work continues on the proposed budget for next fiscal year. State revenues and health insurance costs are not yet available. Salaries will not be addressed until this information is received. Pension cost concerns were also noted, which are currently 16% of the payroll. A request for increased funding for the Gunn Library/Museum is anticipated due to required maintenance and upkeep of the buildings. Representatives of the Gunn will be invited to meet with the Board on April 4th to detail their concerns.The meeting was adjourned at 5:50 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
Posted: March 9, 2011 February 28, 2011
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: Michael Jackson, Jack Boyer, Barbara Brown, Gary Fitzherbert, Craig Schoon
Alternates: Liddy Adams, Keith Templeton
Selectmen: Mark Lyon, Nick Solley
Treasurer: Linda McGarr
Guests: Tony Bedini, Valerie Andersen - Region 12 Board of EducationChairman Michael Jackson called the meeting to order at 5:00 p.m. Minutes of the January 24, 2011 meeting were accepted as submitted.
The Tax Collector and Treasurer's reports were reviewed and accepted.
Education:
Tony Bedini reported work is continuing with the windows and carpet projects. The Region's Business Manager will be involved in the project and funding will be reviewed to determine how much is available.Michael Jackson reported the Board of Ed had provided detailed information about their proposed budget. A meeting of the chairs of the Boards of Finance and Selectmen from the towns was held to review, understand, and transmit their views on the proposed budget. They realize they are not in a position to tell the school district where and how to cut costs; however, they are very interested in the maintenance issues and putting $25,000 towards the high school from a maintenance point of view. The Washington Finance Board would like to see a "zero" increase if possible. Michael noted the Region's representatives were very helpful and he noted his appreciation. Mark Lyon will meet with Alan Brown to review areas that might be in question.
Valerie Andersen reported the Region will be losing approximately 30 students this coming year, which is indicative of the demographics all over western Connecticut and is anticipated to continue for several years. The population dip is currently at the middle school, which will continue into the high school in following years. The Region is actively seeking more students from Sherman . Michael noted it is anticipated there will be a total of 933 students in the Region. Five-year demographics show a decrease of 30%. Curriculum at the middle school level is being reviewed.
Valerie noted the proposed budget includes additional anticipated expenses for Special Education needs. She is in favor of the building repairs required at the middle-high school and suggested the possibility of using the 1% Fund if budgeted for specific items. The official presentation of the school proposed budget will be presented this evening and will be reviewed in detail. It is currently impossible to anticipate State grants to the Region or to the towns.
Financial Reports:
Reports on the Town's various funds through the end of January were reviewed. Mark noted approximately 80% of the Winter Maintenance budget has been spent, which covered approximately 65% of the winter budget season. This includes equipment repairs and replacements, salt, overtime and contracted services. FEMA funding may be available to offset these costs. If the President signs the disaster declaration, 75% of approximately $32,000-$34,000 may be eligible for reimbursement.Proposed Budget:
Mark reported while there are currently no significant cuts to income from the State in the Governor's proposed budget, there are other areas of the budget that could be impacted. One item noted is the elimination of tax-exempt status from BRRFOC, the Town's solid waste recipient. This in turn would increase the Town's tipping fee expenses by approximately 20%.Health Care:
Art Mulligan of The McKellan Group discussed the future of health care insurance with the Board. He noted the Town now has an Employee Health Care Committee that has been meeting with him regarding the changes that result annually in health care coverage, as well as the challenges faced with health care costs Many providers do not have groups for fewer than fifty employees. Since our group is small, it is difficult to purchase prescription drug coverage. This past year, the Town had opted for a higher deductible, thus lowering insurance coverage costs. The Town is conservatively self-insured for the deductibles, where claims are paid only if they are incurred. Art noted the Town's experience has been very good to date. He also noted many smaller towns have banded with their school districts for coverage. This could be advantageous depending if the school employees self-insure their prescription drugs, which could be an option they may wish to consider. The Town would adhere to the school's program. Rates should be available in April. The Town's renewal date will be changed from August 1st to June 1st. Art will continue to investigate coverage from different perspectives as he has in the past. The Board noted their appreciation.The Board adjourned the meeting at 5:30 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
Posted: February 1, 2011 January 24, 2011
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: Michael Jackson, Jack Boyer, Barbara Brown, Gary Fitzherbert, Craig Schoon, Rex Swain
Alternates: Liddy Adams, Keith Templeton, A. J. Dubois
Selectmen: Mark Lyon
Treasurer: Linda McGarr
Guests: Tony BediniChairman Michael Jackson called the meeting to order at 5:00 p.m. Minutes of the December, 2010 meeting were accepted as submitted.
The Tax Collector’s report was accepted as submitted.
The Treasurer’s Report and Financial Reports were reviewed. Jack Boyer questioned a discrepancy in the checking account balance on the General Fund Balance Sheet and the Treasurer’s Report. This will be investigated. Note: (This has been reconciled. A tax collection deposit had been misdated, therefore, was not included in the December report.) Reports accepted as submitted.
Education:
Tony Bedini reported the First Selectmen and Finance Chairmen of the three towns will be meeting on the 26th to discuss the 2011-2012 Education budget. They will address two major issues:
1.) The need for an in-depth review and costing of the repairs required at the MS/HS and how they will be funded. The cost for this architectural work is priced at $25k.
2.) The urgent necessity of adding two additional maintenance positions to the Facility Department: a State-licensed electrician and a general maintenance person. They currently have only two maintenance people for the four buildings and are unable to keep up with the flood of maintenance and repair problems.Items discussed:
* Operating costs for the four buildings continue to increase. Special Education costs have increased as have the number of students requiring this service. Reimbursements from State and Federal agencies are at their lowest levels since 1976 will undoubtedly affect the Region’s budget as well. Tony did not feel it would be in the best interest of the three towns nor the Region to hold a zero budget line and that this could be an opportunity for the Region and the towns to work together.
* The Repair Project has gone according to plan and physical work to the schools has been halted while school is in progress. The window replacements for all three schools are being designed and fabricated this Winter. They are continuing to work on the details of style, materials, color, etc. The plan is to have them ready for installation at the close of school in the Spring. It is expected the project to be completed within budget.
* At the MS/HS a 65 foot length of Mansard roof has separated from the main roof structure in the vicinity of the pool area. It was determined to be a life/safety issue and a contractor has been hired to shore up the roof with a temporary support. The main disconnect switch for the building has been inoperable for several years. Because the cost to repair is $20k - $50k, there are many of these kinds of problems that need to be addressed in the very near future. This is the reason to fund the work necessary to determine what needs to be done and how much it will offset the costs.
* A full-day Kindergarten has been approved for the next school year at no extra cost to the Region. An excess of teachers due to lower enrollment may result in some teachers being reassigned.
* School alarm systems were discussed. The Board agreed any difficulty at the school that could result in injury to the children or teachers is not acceptable and a liability to both the Region and the three towns. Further information will be sought and the Chairman of the Board of Education will be contacted to insure that all systems are compliant with required codes.
* Michael Jackson noted his concern and the importance that the towns and the school administration work together. He suggested they are looking at items from two different perspectives when it comes to costs. Some items are immediate and are no longer long-term planning issues.
Winter Maintenance:
Mark noted approximately 20% of the Winter Maintenance budget had been spent as of the end of December, with 50% as of January 31. He felt the town is holding its own with the recent major storm storms; but overtime, materials and contractors will most likely exceed the budget. He felt the Highway Department has done an outstanding job, are still doing it and have earned every penny of it! Clean up continues on both local and state roads with further storms anticipated.
2011-2012 Budget:
State Funds:
The Selectmen have begun working on the 2011-12 Budget with an attempt toward keeping it at a zero increase. Receivable State funds are still undetermined. The Education Cost Sharing grant may be cut, as 14% of it has been supplemented by Federal funds over the past two years. It was felt that the smaller, more affluent towns could be first in line for decreases. We may suffer 50% while others may suffer 10%. We have applied for a State bridge 80% grant fund for Walker Brook Road . As soon as definite information on State income is received, the Selectmen will notify the Finance Board.Insurance/Pension:
The Selectmen will continue to meet with the Town’s insurance consultant regarding health insurance costs. The increasing cost of the pension contribution was discussed. Various plans will be investigated for comparative pricing, including a 401k plan and the current defined benefit plan vs. a defined contribution plan. Rex will confer with the pension consultant to determine their response to that request and what the costs would be.Income:
It was suggested the Selectmen consider increasing costs for the use of certain town facilities and programs in the next fiscal budget. All anticipated revenue as well as expenditures to identify areas for a 0% increase.Revised Plan of Conservation and Development:
Keith Templeton will represent the Board of Finance on this subcommittee of the Planning Commission.Financial Management:
A report received from consultant Linda Savitsky provided recommendations on financial systems used by municipalities of similar size and in close proximity to Washington . Based on Ms. Savitsky’s findings, results from nine towns were provided that indicated most used versions of QuickBooks. Ms. Savitsky suggested the working group plan to visit at least two of the users of these applications, identify all costs for hardware, software and consulting associated with upgrading the current system, including costs to review/upgrade/modify the existing chart of accounts and structure, develop an updated budget estimate which includes all costs associated with upgrade of the current program, documentation of work processes, job duties, and a policies and procedures manual, make a final determination of whether to upgrade and improve the program or issue an RFP for an integrated governmental software package, and develop a realistic timeline for implementation dependent upon the final determination. Contact will be made with adjoining towns to begin this process.
The meeting adjourned at 6:23 p.m.
Respectfully submitted,
Kathy Gollow
Finance Secretary
Meetings in 2010