Board of Finance s4
BOARD OF FINANCE
Minutes Of The
August 8, 2017 Regular Meeting
Chairman Paul Harrington called the REGULAR meeting of August 8, 2017 to order at 6:30 p.m.
MEMBERS IN ATTENDANCE: Chairman Paul Harrington, Michael Ciarcia, Norman Boucher, Malcolm Hamilton and David Weigert.
MEMBERS ABSENT: Cornelius O’Leary and Dennis Gragnolati
Alternate Member Norman Boucher will be voting for Dennis Gragnolati in his absence.
Alternate Member Stephan Brown, Jr. submitted a letter resigning his position as Alternate Member for the Board of Finance. He has been hired as Assistant Finance Director. Chairman Harrington wished him much success in this new position.
ALSO IN ATTENDANCE: Amanda Moore, Finance Director and Terrie Becker, Board of Finance Recording Secretary.
PUBLIC INPUT-BOARD OF FINANCE MATTERS ONLY: None
ADDED AGENDA ITEMS: None
MINUTES OF PREVIOUS MEETING APPROVAL: June 27, 2017
Norman Boucher made a motion to approve the Minutes for June 27, 2017 as written. Malcolm Hamilton seconded this motion. All were in favor and this motion carried.
CORRESPONDENCE: Chairman Harrington read a letter submitted by Ms. Claffey from The Department of Transportation. Ms. Claffey applied for a grant to receive a new Senior Citizen Bus whereas the Senior Center would only pay one third the cost and the State would fund the remaining cost. The Senior Center was not selected as a recipient, however, if one of the selected towns are not able to fund the cost, the Senior Center will be reconsidered. If funds become available for next year, the Senior Center will be taken into consideration. Chairman Harrington recommended that the funds remain allocated just in case the Senior Center is reconsidered.
Correspondence was received from Mr. William Rousseau. He requested it be read and recorded at this meeting. This letter discussed the budget process and that “controls along with a True System of Checks and Balances for our Budgeting Operations needs to be Firmly put in place.” This letter also made reference to the Police Chief and requested information regarding approximately ten aspects pertaining to the Police Department 2017-2018 budget. Mr. Rousseau applauded this Board and Board Member Dennis Gragnolati who initiated the motion regarding a hiring and spending freeze. Chairman Harrington stated he spoke to Mr. Rousseau regarding this letter and told him most of the matters included in the letter concerns the Police Department and perhaps this should be discussed with the Police Commission and they are not Board of Finance matters.
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Correspondence was also received by First Selectman Kervick regarding the resolution adopted by the Board of Finance at the June 27, 2017 meeting requiring all purchase orders be approved in advance by the this Board. First Selectman Kervick did not agree and stated in this correspondence that this Board does not have the authority under charter or state statue to make such decisions. Chairman Harrington received legal opinion today which stated “While I believe this to be an admirable goal for the BOF, it is in my opinion, after reviewing relevant State Statutes and the Town Charter, the BOF lacks the authority to enforce such a directive.” The Town Attorney correspondence continued: “It may be possible that the Board of Selectmen has such authority under different Statutes or Charter provisions but I have not examined those sufficiently.”
Correspondence was received by Tax Collector, Peter Juszczynski for a recommendation for transfer of an unexpected 2017-2018 expense for inserts included with the tax bills in the amount of $495.00.
FISCAL YEAR 2016-2017 TRANSFERS:
Police Chief Eric Osanitsch submitted several 2016-2017 budget transfers. There was discussion regarding each transfer.
-An overage was caused by unbudgeted expenditure for Captain retirement benefit payout in the amount of $36,664.15.
David Weigert made a motion to transfer $36,664.15
To : S & W Reg/Admin. Salary (Acct. #200-349)
From: S & W Reg/Patrolman (Acct. #200-350)
This motion was seconded by Norman Boucher. The vote was 5-0 in favor and this motion carried.
-An overage was caused by contractually required filling of open Dispatcher shifts. Overage covered by Regular Dispatcher Salary Line in the amount of $18,538.11.
David Weigert made a motion to transfer $18,538.11
To : S & W OT/Dispatch (Acct. #200-356)
From: S & W Reg./Dispatch (Acct. #200-351)
This motion was seconded by Norman Boucher. The vote was 5-0 in favor and this motion carried.
-The next transfer was submitted for overage caused by contractually required filling of open patrol shifts caused by vacation, sick, and comp. time usage. Discussion was held concerning this transfer that was for the amount of $41,437.72. No action was taken regarding this transfer.
-The next transfer submitted was for a billing error in yearly contract for emergency medical dispatch services for the amount of $122.00.
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David Weigert made a motion to transfer $122.00
To: Emergency Medical Dispatch (Acct. #200-719)
From: Equipment Testing (Acct. #200-365)
This motion was seconded by Norman Boucher. The vote was 5-0 in favor and this motion carried.
-The next transfer submitted was for unanticipated meeting costs for the amount of $61.12.
Norman Boucher made a motion to transfer $61.12
To : Dues/Chief of Police (Acct. #200-360)
From: Equipment Testing (Acct. #200-365)
This motion was seconded by David Weigert. The vote was 5-0 in favor and this motion carried.
-The next transfer submitted was for unanticipated training costs.
Norman Boucher made a motion to transfer $6,710.29
To : S & W EDU/Training (Acct. #200-353) in the amount of $6,710.29
From: S & W REG/Dispatchers (Acct. #200-351) in the amount of $5,310.85
From: Postage (Acct. #200-377) in the amount of $1,399.44
During discussion Michael Ciarcia suggested if there was any concern regarding this transfer that there will be an opportunity to discuss and clarify this transfer with the Police Chief when he comes in to discuss the transfer regarding overtime. Chairman Harrington agreed and stated he would like to know what drove the cost up for the training. Norman Boucher withdrew this motion and David Weigert withdrew the second. This motion was withdrawn.
The following transfers were submitted by the Park and Recreation Department to account for over expenditures for Fiscal Year 2016-2017:
YE 17-41
From: Acct. Name: S & W Pool/Summer Acct. # 500-251 Amount: $7.00
To : Acct. Name: S & W Pool/Winter Acct. # 500-252 Amount: $7.00
From: Acct. Name: S & W Period/Soccer Acct. # 500-247 Amount: $ .25
To : Acct. Name: Program/Referees Acct. # 500-254 Amount: $ .25
From: Acct. Name: Gen. Supp./Playground Acct. # 500-266 Amount: $190.08
To: Acct. Name: Tele & Communications Acct. #500-260 Amount: $190.08
David Weigert made a motion to approve the Park and Recreation transfers YE17-41 as presented. Michael Ciarcia seconded this motion. The vote was 5-0 in favor and this motion carried.
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The following transfers were submitted by Registrars John Ferrari & Elizabeth Bartley.
Chairman Harrington stated the Board had been informed that there would be transfer requests at a previous meeting.
YE17-45
From: Acct. Name: Postage Acct. # 102-1261 Amount: $540.00
From: Acct. Name: Gen. Supp-Voter Canvas Acct. # 102-66 Amount: $340.00
To : Acct. Name: Edu/Training & Prof. Dev. Acct. #102-621 Amount: $880.00
From: Acct. Name: S & W Per/Vac Pepl./Seas. Acct. #102-61 Amount: $1,430.00
From: Acct. Name: Gen Supp/Office Acct. #102-67 Amount: $ 88.00
To : Acct. Name: Election Serv. Acct. #102-63 Amount: $1,518.00
David Weigert made a motion to approve the transfers YE17-45 as presented from the Registrars’ Office. Michael Ciarcia seconded this motion. The vote was 5-0 in favor and this motion carried
The following transfer was submitted by the Building Department. This is a State fee expenditure based on applications submitted.
YE17-46
From: Acct. Name: S & W/Vac/Repl. Building Official Acct. #604-25 Amount: $562.95
To : Acct. Name: State Fees Acct. #604-31 Amount: $562.95
Norman Boucher made a motion to approve the transfer YE17-46 as presented. Michael Ciarcia seconded this motion. All were in favor. The vote was 5-0 in favor and this motion carried.
The following transfer was requested by the Finance Department for a rounding calculation:
YE17-47
From: Acct. Name: S & W 2 Select Acct. # 100-2 Amount: $ 0.24
To : Acct. Name: S & W Webmaster Stipend Acct. #100-1577 Amount: $ 0.24
Norman Boucher made a motion to approve the transfer YE17-47 as presented. David Weigert seconded this motion. The vote was 5-0 in favor and this motion carried.
The next transfer was requested by the Finance Department for additional hosting for QDS and additional consulting outside of contract from CCAT. Ms. Moore stated there were more calls made to the Call Center than budgeted for.
YE17-48
From: Acct. Name: Rep & Maint-Comp License Acct. #112-240 Amount: $7,000.00
From: Acct. Name: Mach & Equip-On Going Comp. Acct. #112-241 Amount: $3,856.00
To : Acct. Name: Prof & Tech-Data.Sys. Admin. Acct. #112-239 Amount: $10,856.00
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After a lengthy discussion, Michael Ciarcia made a motion to approve the transfer YE17-48 as presented from the Finance Department. David Weigert seconded this motion. The vote was 5-0 in favor and this motion carried.
The next transfer request submitted was from the First Selectman for the Senior Center. Ms. Moore explained that the new telephone system installed actually increased the cost for telephones and communications at the Senior Center, however, the overall town expense decreased.
YE T17-50
From: Acct Name: Contingent Fund Acct. #530-276 Amount: $6,605.00
To : Acct. Name: Tele & Communications Acct. #116-224 Amount: $1,811.00
To : Acct. Name: Electricity Acct. #116-226 Amount: $2,148.00
To : Acct. Name: Natural Gas Acct. #116-228 Amount: $2,646.00
David Weigert made a motion to approve the transfer YE T17-50 as presented. Norman Boucher seconded this motion. After a lengthy discussion, the vote was 5-0 in favor and this motion carried.
The next transfer submitted was for overtime for snow removal at the Town Hall Building and Utilities as presented by the First Selectman.
YE17-52
From: Acct. Name: Natural Gas Acct. #124-199 Amount: $2,987.00
To : Acct. Name: Electricity Acct. #124-200 Amount: $1,890.00
To : Acct. Name: Water Acct. #124-198 Amount: $1,097.00
From: Acct. Name: Rep & Main-HVAC Acct. #124-196 Amount: $1,211.00
To : Acct. Name: S & W Overtime Acct. #124-190 Amount: $ 739.00
To : Acct. Name: Equi. Test-Alarm Sonitrol Acct. #124-1179 Amount: $ 421.00
To : Acct. Name: Rep & Maint. Elevator Acct. #124-1182 Amount: $ 51.00
From: Acct. Name: Postage Acct. #124-201 Amount: $118.00
To : Acct. Name: Tele & Communications Acct. #124-194 Amount: $118.00
After lengthy discussion, David Weigert made a motion to approve the transfer YE T17-52 as presented. Michael Ciarcia seconded this motion. The vote was 5-0 in favor and this motion carried.
YE17-57
The next transfer included overtime due for snow removal at the Safety Complex. After a discussion about building maintainer responsibilities and contract obligations, the transfer request for YE17-57 was put on hold. Chairman Harrington requested
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information as to why Salary and Wages Overtime (Acct. # 202-206) increased. (Transfer amount requested: $2,325,00. Another transfer for $1,418.00 was requested for Rep. & Maint/Building.)
YE17-58
Transfer request was submitted by the Finance Department in the amount of $38,269.00 for Watermain & Hydrants (Acct.#209-139). Ms. Moore stated there is a continual charge which increases whether the hydrants are used or not. She stated there is a linear fee charge along with a line charge. Chairman Harrington requested verification regarding charges. This transfer was put on hold.
YE17-60
Ms. Moore stated transfer request for the amount of $6,889.00 is needed to cover the rest of interest payment due.
From: Account Name: Contingent Fund Acct. #142-276 Amount: $6,889.00
To : Account Name: Interest Acct. #800-93 Amount: $6,889.00
Norman Boucher made a motion to approve the transfer YE T17-60 as presented. David Weigert seconded this motion. The vote was 5-0 in favor and this motion carried.
YE T17-61
The following transfer was requested by First Selectman Christopher Kervick for the Public Works Garage:
From: Acct. Name: Heating Fuel Acct. #314-219 Amount: $1,245.00
To : Acct. Name: Electricity Acct. #314-216 Amount: $1,245.00
From: Acct. Name: Heating Fuel Acct. #314-219 Amount: $ 255.00
From: Acct. Name: Tele & Communications Acct. #314-215 Amount: $ 500.00
From: Acct. Name: Water Acct. #314-217 Amount: $ 600.00
From: Acct. Name: Sewer User Fee Acct. #314-1233 Amount: $ 770.00
From: Acct. Name: Contingent Fund Acct. #142-276 Amount: $ 335.00
To : Natural Gas Acct. #314-218 Amount: $2,460.00
David Weigert made a motion to approve transfer YE T17-61 as presented. Norman Boucher seconded this motion. After a brief discussion, the vote was 5-0 in favor and this motion carried.
Ms. Moore stated there will be more transfers submitted.
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FISCAL YEAR 2017-2018 TRANSFERS:
T18-1
Assistant Assessor position was vacant through week ending 7/29/2017. New Assessor Assistant has been hired. A temporary part-time clerk has been working in this office and also overlapped with new hire for one week. Transfer submitted is to restore part time line to original budget funding amount.
From: Acct. Name: S & W-Regular Acct. #118-283 Amount: $1,751.00
To : Acct. Name: S & W PT/Stipend Acct. #118-284 Amount: $1,751.00
Norman Boucher made a motion to approve transfer T-18-1 as presented. David Weigert seconded this motion. Michael Ciarcia began discussion requesting verification of transfer amount. After review of payment figures, it was determined that $1,420.00 would restore the part time line item to the original budget funding amount.
Norman Boucher amended previous motion transfer amount for T-18-1 to $1,420.00 to restore the part time line item to the original budget funding amount. David Weigert seconded this motion. The vote was 5-0 and this motion carried.
STATE BUDGET UPDATE: