BOARD OF FINANCE
Minutes of the
March 15, 2017 SPECIAL Meeting
Chairman Paul Harrington called the SPECIAL meeting of March 15, 2017 to order at
6:30 p.m.
MEMBERS IN ATTENDANCE: Chairman Paul Harrington, Michael Ciarcia, Dennis Gragnolati, Malcolm Hamilton, Cornelius O’Leary, David Weigert, Norman Boucher and Stephan Brown, Jr.
MEMBERS ABSENT: All members were present.
ALSO IN ATTENDANCE: Amanda Moore, Finance Director
Michael Hannaford, Chairman Police Commission
PUBLIC INPUT-BOARD OF FINANCE MATTERS ONLY: There was none.
CORRESPONDENCE: Chairman Harrington received correspondence from Jim Roche of the Historical Society. Mr. Roche received a quote for $25,000 from ADT for the security system. He is continuing to speak to other companies to see if he can get a lower quote.
MINUTES OF PREVIOUS MEETING APPROVAL: March 7, 2017
March 8, 2017
Cornelius O’Leary made a motion to approve the March 7, 2017 and March 8, 2017 Special Meeting Minutes as written. Malcolm Hamilton seconded the motion. All were in favor and the motion carried.
TRANSFERS: Discussion was held regarding the $250,000 being held in Capital for the project pertaining to the property off Route 75. Currently this project is on hold with the Department of Transportation. There is a meeting scheduled for April 11, 2017 to discuss the status of this project. It could take approximately three to four years before this project begins. After looking into this situation, it was determined there would be no problem using the funds being held in Capital to fund immediate needs. There were concerns about any problems going forward if the funds were used for a different purpose. Ms. Moore has contacted Hugh Hayward and Neal Patel who confirmed that the project is considered dormant as the Federal Government deemed the submitted project was not eligible for Federal Aid and the Town can reallocate and utilize the funds earmarked for this project. The Board agreed to wait to see how budget deliberations go during the tonight’s meeting before any decision regarding a transfer was made.
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Minutes of March 15, 2017 Special Meeting
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OLD BUSINESS:
a. Public Works-The Public Works Director was not able to attend this meeting due his working responsibilities during the snowstorm. This discussion was tabled and will be rescheduled for the next meeting.
DISCUSS AND ACT ON PREVIOUSLY PRESENTED BUDGETS:
a. Police Commission-Discussion was held regarding the request for an additional Sergeant and Police cruiser. It was determined these items would be removed.
Cornelius O’Leary made a motion to temporarily approve the Police Commission Budget at $3,509,423. Michael Ciarcia seconded this motion. All were in favor. The vote was 6-0 and the motion carried.
b. Public Works-Discussion was held regarding the filling of an existing open position and the effects on overtime and the mowing contract.
Michael Ciarcia made a motion to temporarily approve the FY 2018 Public Works Budget at $1,404,582 with four changes on the presented budget which includes the Salary and Wages Regular (0164) going to $974,852; Salary and Wages-Seasonal (0166) going to $23,902; Salary and Wages-Overtime (0168) going to $15,000; and Prof. and Tech Outside Grounds (0770) going to zero.
Cornelius O’Leary seconded this motion. All were in favor. The vote was 6-0
and the motion carried.
c. Board of Selectman-Michael Ciarcia and Cornelius O’Leary stated that the
presented budget is maintaining the current level of service. After a brief discussion, David Weigert made a motion to temporary approve the FY 2018 Board of Selectman Budget as presented at $3,451.348. Cornelius O’Leary seconded this motion. All were in favor. The vote was 6-0 and the motion carried.
d. Employee Benefits-After a brief discussion, Cornelius O’Leary made a motion to temporarily approve the FY 2018 Employee Benefits as presented at $2,432,420; Town Wide Employee Benefits as presented at $40,949; and Insurance and Bonds as presented at $462,000. Dennis Gragnolati seconded this motion. All were in favor. The vote was 6-0 and the motion carried.
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Discussion continued regarding “OPEB Unfunded AAL catch up from Fund Balance”. No motion was made at this time pending how much Fund Balance may be used.
e. Board of Education-After a discussion which included the importance of keeping educational programs available such as Goodwin College, Cornelius O’Leary made a motion to temporarily approve the Board of Education Budget for FY 2018 as presented at $30,781,187. Dennis Gragnolati seconded this motion. All were in favor. The vote was 6-0 and the motion carried.
f. Snow Removal-Dennis Gragnolati made a motion to temporarily approve the Snow Removal Budget for FY 2018 at $62,500. After a brief discussion, David Weigert seconded this motion. All were in favor. The vote was 6-0 and the motion carried.
g. C.O.N.A.-Discussion was held to revise the C.O.N.A. budget regarding the request to increase the Transportation Coordinator to a full time position.
A motion was made by Michael Ciarcia revising the temporarily approved C.O.N.A. budget for FY 2018 to temporarily approving it at $208,844 with one change being in Salary and Wages Regular (0033), changing the amount in that line item to $171,660. This motion was seconded by Dennis Gragnolati. All were in favor. The vote was 6-0 and the motion carried.
After presented budgets were temporarily approved, the Board looked at the total budget and discussed possible mill rate acceptance figures. Possible adjustments were discussed to help arrive at a target figure.
Dennis Gragnolati suggested sending a letter out to all Departments, Commissions and Boards stating that the Board is at a point where they need help determining where to make cuts. Ms. Moore stated other towns send such letters out. Ms. Moore will send a letter out requesting any presented budget above $400,000 to submit a revised budget with a 10% decrease. The Board of Education letter will request a $750,000 cut. This letter will go out on Thursday, March 16th, 2017.
Appeals are currently scheduled for Tuesday, March 21, 2017. April 4, 2017 was suggested as the new appeals date.
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Discussion was held regarding a transfer from Capitals to purchase a dump truck for Public Works. After going over several options, Michael Ciarcia made a motion to recommend to the Board of Selectmen for a Town Meeting, a transfer total of $265,000 from three (3) accounts:
08-RT 75 Reconstruction Acct. #301-996 for the amount of $125,000
09-RT 75 Reconstruction Acct. # 301-1046 for the amount of $125,000
16-Bond Issuance Cost Acct. #104-1590 for the amount of $15,000
To: Public Works Vehicles (To Be Created-Acct. # To Be Created) for the amount of $265,000.
This would be specifically used for a six (6) cubic yard dump truck and a one (1) ton changeable body switch and go truck. This motion was seconded by David Weigert. All were in favor. The vote was 6-0 and the motion carried. This transfer was done to reduce FY 2018 impact in Capitals by pre-purchasing and to reduce the over all tax burden for the FY 2018 taxes.
DISCUSS AND ACTION OF NON-UNION PERSONNEL BUDGET DELIBERATIONS:
Chairman Harrington stated that a 2% increase for non-union employees would be approximately $26,000. After a brief discussion, no action was taken regarding this issue.
Budget deliberations continued. Discussion revolved around percentages of tax increases and where cuts could be made to preserve the services this town currently has. No solutions were applied. The Board will wait to see what information is returned regarding requested budget cuts from the Park Department, Police Commission, Public Works, Library, Board of Selectman, and the Board of Education.
Discussion was held regarding a tentative schedule moving forward. This schedule includes: Letters requesting a 10% decrease in presented budgets will go out to the Park Department, Police Commission, Public Works Department, Library and the Board of Selectman. The Board of Education letter will request a $750,000 decrease. These letters are scheduled to go out on Friday, March 24. The next Board of Finance meeting will be held on Tuesday, March 21. At this meeting Revenues will be discussed. On March 28, revised budgets will be presented. On Wednesday, March 29, the Board plans to finish budget deliberations. On Tuesday, April 4th , appeals will be heard. This will leave April 5, 11 and 12 to finalize the budget before the Public Hearing on April 18th.
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FINANCE OFFICE UPDATE:
Ms. Moore stated BANs went out today at 1.164% and will be finalized next week.
She also explained usage of baseball and softball fields and who is responsible for maintenance and what organizations use them.
There is a meeting with Blum and Shapiro tomorrow to speak to the departments who use the financial software.
PUBLIC INPUT-BOARD OF FINANCE MATTERS ONLY: There was none.
BOARD MEMBER INPUT: Chairman Harrington stated he understands the complexity of trying to resolve issues involving this budget and that it is not the first time they have encountered this situation. They have done a great job in the past and he is very confident they will do so again.
ADJOURNMENT: A motion was made by Dennis Gragnolati and seconded by David Weigert to adjourn. The vote was unanimous and the meeting stood adjourned at 11:21 p.m.
Respectfully submitted,
Terrie Becker
Recording Secretary
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