GOSHEN BOARD OF FINANCE
MINUTES REGULAR MEETING
JULY 22, 2009
CALL TO ORDER: Chairman Allan D. Walker called the meeting to order at 7:32 P.M.
ATTENDANCE: Allan D. Walker, Donald Pardon, John D. Garvey and Alternates Wilrose Duquette and Dexter Kinsella. Absent were Ned Bixler, James Korner and Scott Tillmann. Also present, First Selectman Robert Valentine.
SEATING OF ALTERNATES: A MOTION WAS MADE BY John D. Garvey seconded by Donald Pardon to seat Alternates Dexter Kincella and Wilrose Duquette as regular members. No discussion, SO VOTED.
APPROVAL OF MINUTES: The minutes of the June 24, 2009 Meeting were presented for approval. A MOTION WAS MADE BY Wilrose Duquette seconded by Dexter Kinsella to approve the minutes of said meeting. Noted for correction under the minutes, Page four, Para. Three, first sentence add the word (of) before the words (the millings). Page four, Para. four, first sentence, correct the spelling of the word recycling. Page 5, Para. two, first sentence, amend the sentence to read $34,000.00 Grant is available for Goshen and add the letter (s) to the word light. There were no other corrections noted. The minutes were approved as amended. Donald Pardon and John D. Garvey abstained from voting.
FINANCIAL REPORTS FOR PERIOD ENDING JUNE 30, 2009: The Tax Collectors report for Fiscal Year ending June 30, 2009 showed a collection rate of 102.18% for taxes collected vs. budget on the 2007 Grand List. Questioned was the refund amount of $37,065.87. Robert Valentine noted there are various reasons for refunds but the two main reasons are where a property owner overpays or there is a duplicate payment by either the bank or a property owner.
FISCAL OFFICE BUDGET REPORT FOR FISCAL YEAR ENDING 6/30/2009: Robert Valentine reported that the figures to date show that the closing numbers for 2008/2009 are coming in as previously estimated. Brought to the attention of the Board was the Town Aid Road item where the Selectmen voted the use $25,050.00 TAR Funds dollars to offset the $58,000.00 chip sealing expense which came in over budget. All Departments were requested to get any 2008/2009 expenses in to the Fiscal Office by 7/30/09. Any over budget adjustments which require use of contingency fund dollars will be made at the August Board of Finance Meeting.
Mike Zemaitis, Auditor for the Town will be in on August 11th to begin the Audit of the Fiscal Records of the Town for the 2008/2009 Fiscal Year. For the record, Chairman Allan Walker presented for Board Review a copy of the information received from Robert E. King & Co. P.C. relative to available Fund Balance vs percent of Expenditures. Robert Valentine reported that the fund balance after the use of some of the Fund Balance to offset the current year expenses is estimated to be approximately 14%. There was no further discussion under the financial reports. Said reports were accepted as presented.
GOSHEN BOARD OF FINANCE
MINUTES 7/22/ 2009 MTG
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REPORT FROM FIRST SELECTMAN:
Liability Account for accrued sick time: Robert Valentine informed the Board that he has been working with Debbie Franklin, Chris King and Auditor Mike Zemaitis relative to creating a liability account for accrued sick time for all full time employees along with policies that would determine how and when to debit the account and how the appropriations of funds to that account would be handled. Robert Valentine asked the Finance Board to think about the setting up of such an account and stated he would be coming back to the Board at a later date with more information for Board consideration. The Finance Board members present were in agreement for the need of such an account.
2008/2009 Fiscal Audit – Auditor Mike Zemaitis will be in on August 11th to start the audit of the Town Financials for 2008/2009.
Tyler Lake Dam Project – The proposed Dam work continues to move along. The application is currently in the hands of the DEP and it is hoped to get the work started by the end of August.
Concern is being expressed by the Marshepaug Association relative to the Town use of the currently close portion of Sandy Beach Road during the upgrading of the dam. Some Sandy Beach Road Residents are asking that the Town put up a gate on that portion of the road once the dam work is completed. Negotiations continue on a resolution to the matter. The document bids have been completed by the engineer and been given to the First Selectman.
Installation of the Fuel Accountability System – The installation of the Fuel Accountability System has been started at the Town Public Works Facility and the installation is expected to be up and running by Friday of this week and it is believed that it will be beneficial for all parties concerned. Said system will also be used by the Litchfield Carting if they so choose to do so.
New Town Mail Box - The installation of the $1,500.00 on site mail box has been installed and is now in use by the Litchfield Hills Counsel of Elected Official, Selectmen Town Hall Fiscal Office, Fiscal Office, Town Clerk, Tax Collector, Library and Region 6.
Public Works Chip Sealing of Roads – Chips sealing work has started and is going well. Completion of the work on School Hill Road has been delayed due to the current heavy rains.
Progress continues to be made on the Town Hill Road upgrade. Route 63 north is being ground and repaved by the State and the Town has been in receipt of the asphalt grindings which will be used by the Town on Town Road repair.
Board of Assessment Appeals – A settlement has been reached on the two outstanding appeals remaining open after the 2007 Reval. Robert Valentine felt that said appeals were settled reasonably. One was settled just before pre-trail and one at pre-trial stage. No dollar amounts were known at this time relative to Town Legal Expense. Not available for the meeting was the
GOSHEN BOARD OF FINANCE
MINUTES – JULY 22, 2009 MTG.
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amount remaining under the $40,000.00 appropriation under Capital for Attorney and Professional Services Account. An update on the Capital & Non-Recurring report would be requested for the August BF Meeting.
Passing of CT Legislation: Robert Valentine noted his displeasure of Gov, Rell’s signing of the bill that would require each Municipality to use a maximum of 1% of their Town Aide Road and Local Capital and Improvement Dollars for Bike Ways and Walk Ways.
Fire Truck Purchase update – A meeting was held between the Board of Selectmen, the Chairman of the Board of Fire Commissioners, the Fire Chief and Peter Bernard who is heading up the purchase of the new Fire Truck. As a result of that meeting it was agreed that an RFP would be used with a two page detailed listing of what the Fire Company was looking for on the truck. It was felt that this would give the venders an opportunity to submit their proposals showing what they could do to meet the RFP request.
Town Hall upstairs air conditioning zoning – Robert Valentine reported to the Board that he is currently getting prices to cover the expense of upgrading the air conditioning thermostates for the three upstairs offices in the Town Hall. Currently the controlling thermostat is in the Recreations Office which causes problems with the temperature in the other offices. One price quote has been received coming in under $3,000.00. Currently there is remaining $1,100.00 under the line item for cooling thermostats and the Finance Board was asked to consider the appropriation of the $2.500.00 appropriated for insulation be re appropriated for the AC upgrade. After discussion on the matter, A MOTION WAS MADE BY Wilrose Duquette seconded by Donald Pardon to transfer the $2,500.00 for the insulation
line item under CNR into the CNR line item for Cooling Thermostats to be used for the utilization of the cooling thermostats in each room. There was no further discussion on the motion, SO CARRIED.
Contingency Adjustments – Robert Valentine reported that he expects to have for the August 25th Board of Finance Meeting any year end recommendations to be presented to the Board of Finance for their consideration.
There was no other business proper to come before said meeting. A MOTION TO ADJOURN WAS MADE BY Dexter Kinsella seconded by Donald Pardon. The meeting adjourned at 8:05 P.M.
Respectfully submitted,
GOSHEN BOARD OF FINANCE
Joan M. Lang, Clerk
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