GOSHEN BOARD OF FINANCE
MINUTES – REGULAR MEETING
JANUARY 27, 2010
CALL TO ORDER: Chairman Allan D. Walker called the meeting to order at 7:33 P.M.
ATTENDANCE: Allan D. Walker, Donald Pardon, John D. Garvey, Scott Tillmann, James Korner and Alternates Wilrose Duquette and Dexter Kinsella. Excused absence, Ned Bixler. Also present First Selectman Robert Valentine.
SEATING OF ALTERNATE: A MOTION WAS MADE BY James Korner seconded by Scott Tillmann to seat Wilrose Duquette as a regular member. SO VOTED.
Acknowledged for the record was the receipt of the Annual Report from the North East Regional Health Board and the Annual Financial Report from Connecticut Resources Recovery Council. Both were passed around to the Board members for their review.
APPROVAL OF MINUTES: Presented for approval were the minutes of the December 16, 2009 Meeting. A MOTION WAS MADE BY Wilrose Duquette and seconded by James Korner to accept said minutes. Noted for correction, Page one, Para. 2, the next to the last sentence the number 10 should be corrected to read (9 vendors) and remove the % sign after 2/3 of spending. Page one, last Para., second sentence add the word (the) before cooperative. Page 3, Para. 3, second sentence add the word (His) review of and the word (and) after the word max. There were no further corrections noted. The minutes were ACCEPTED as corrected. Donald Pardon and Scott Tillmann abstained from voting.
BUDGET/FINANCIAL REPORTS FOR PERIOD ENDING 12/31/2009: Review of Current Revenue numbers vs Prior Year Revenue shows some positive signs. Under Budgets Expenses Animal Control, Legal Fees and Town Hall Computer Expense are running high and could possibly be over budget by the end of the fiscal year. As a means of keeping the Board updated on the Status of the State Grants a State Grant Analysis report has been added to the Monthly Budget Report presented by Debbie Franklin from the Fiscal Office. Noted for the record was receipt of the Tax Collectors report for December 2009. Said report shows 67.72% collection rate collected vs total budgeted.
2009/2010 CAPITAL & NON RECURRING – Presented to the Board was a Capital & Non- Recurring Report dated 1/26/2010. Noted under said report was the planned expenditure of the Fire Company to purchase better quality stretchers and stair chairs for both ambulances. Under CNR there is currently $18,673.81 in the Fire Company Budget for New Medical Equipment. The Fire Company has appropriated $8,000.00 toward the purchase the stretchers and stair chairs. A MOTION WAS MADE BY John D. Garvey seconded by James Korner to accept the Capital & Non Recurring Report. SO VOTED.
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January 27, 2010
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REPORT FROM FIRST SELECTMAN: Robert Valentine reported on the recent meeting held by the CT Counsel of Small Towns and a Legislative Meeting of Local Legislative and Town Counsel members. The topic of those meeting was the critical state of the finances of the State of CT. Currently the state is above Five Hundred Million in the red for the current fiscal year and it is estimated for the following fiscal year to be over three billion in the red and the year after that, negative three billion. Based on the estimated Eighty-four million in cuts in State Grants it remains unknown what Towns can expect in grant dollars for this Fiscal Year. It is expected that any cuts in Town Grant dollars for the next Fiscal Year will not be proportionate. Those Town who have been financially prudent will receive less and those
Towns who have not will get more.
It was reported that the proposed 2010/2011 Region 6 Education Budget has been presented as a flat budget to the Board of Education for the second year in a row. At this time, said budget is coming in approximately $5,000.00 less than the current fiscal year budget. Robert Valentine noted that he gives much credit to Supt. Craig Drezek and Business Mgr. Ed Drapp for hard work in meeting their educational goals while re arranging how they do things. It was suggested by Chairman Allan Walker that the Board Clerk send a copy of the minutes of the December Meeting to the Region 6 Board of Education. Said minutes expressed the thanks and appreciation from Goshen Board of Finance members and Board of Selectmen for their dedicated work. John D. Garvey expressed his appreciation for the cooperative efforts being made by Region
6 Supt. in keeping Town Finance Boards and Selectmen informed.
Being Questioned by Region 6 Supt. was the need for the holding of a referendum for the adoption of the Region 6 Budget. Discussed was the proposed budget and how it affects the Budget for each of the three Towns. Based on the Percentages of the number of students the cost for Goshen will increase fo 10/11 by $160,438.00. The Board was in agreement that the holding of a referendum would not be necessary for approval of the 10/11 Region 6 Budget.
BOARD APPROVAL OF APPROPRIATION OF GRANT DOLLARS: Presented for Board Appropriation was a re-imbursement Grant of $216,100.00 American Reinvestment Recovery Act dollars that go through Conn dot to micro surface East Street North and a solid grant of $34,000.00 Energy Efficiency and Conservation Block Grant to be used to upgrade the lighting at Publics Works and the Fire House. A preliminary estimate for the lighting for both Public Works and the Firehouse is $46,604.00 leaving $12,604.00 needed to complete the project. Work is being done to acquire the additional funds through a CL&P Grant.
Requested of the Board by Robert Valentine was the appropriation of $1,600.00 for the purchase of a new bucket for the Town Excavator. Spending dollars to repair the well worn and currently broken bucket is not recommended. After a brief discussion on the matter A MOTION
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JANUARY 27, 2009 MEETING
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WAS MADE BY John D. Garvey seconded by Wilrose Duquette to approve the transfer of $1,600.00 from the Undesignated General Fund to Designated Capital Non-Recurring for the purchase of the Bucket for the Town Excavator. SO VOTED.
After further discussion on the use of the Grant dollars, A MOTION WAS MADE BY John D. Garvey seconded by James Korner that the Board of Finance recommend to a Town Meeting the expenditure of $46,604.00 for the lighting upgrade at Public Works & the Fire House and $216,100.00 for the micro –surfacing of East Street North. No further discussion, SO VOTED.
TYLER LAKE DAM PROJECT: Receipt of the Permit from the State DEP for the Tyler Lake Dam Up grade is expected soon and Robert Valentine will be meeting with the Engineer go over the bidding process for the Dam project. It is hoped that numbers will be available prior to budget passing time.
REVIEW AND RECEIPT OF THE FOLLOWING PROPOSED 2010/2011 BUDGETS: It was agreed that all budgets would be received as presented with changes, if any, being addressed at a later date.
DEPT 32 – BOARD OF ASSESSMENT APPEALS: Current 09/10 Budget $1,400.00. Proposed 10/11 Budget, $1,400.00, no change. A MOTION WAS MADE BY James Korner seconded by Scott Tillmann to receive said proposed budget in the amount of $1,400.00. No discussion, SO VOTED.
DEPT 72 - DEBT SERVICE: No debt expense for 09/10 and none anticipated for 10/11. MOTION MADE BY James Korner seconded by Donald Pardon to receive said zero budget. SO VOTED.
DEPT 43 – LAND USE ENFORCEMENT: Current 09/10 budget $17,270.00. Proposed 10/11 Budget, $17,040.00. A reduction of ($230.00) for meetings and dues. A MOTION WAS MADE BY James Korner seconded by Donald Pardon to receive said budget in the amount of $17,040.00. No discussion, SO VOTED.
DEPT. 27 – FIRE COMMISSIONERS: Current 09/10 Budget, $475.00. Proposed 10/11 Budget, $400.00, a reduction of ($75.00) ($50.00) for Clerk and ($25.00) for Office Expense. A MOTION WAS MADE BY John D. Garvey seconded by Don Pardon to receive said budget in the amount of $400.00. Robert Valentine noted that those reductions are based on past history for those expenses. There was no further discussion, SO VOTED. James Korner and Scott Tillmann
abstained from voting.
DEPT 24 – FIRE MARSHALL: Current 09/10 Budget, $9,400.00. Proposed 10/11 Budget, $9,150.00 a reduction of $(250.00). Reductions being ($100.00) for Equipment, ($50.00) for
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Meetings & Dues and ($100.00) for Office Supplies. A MOTION WAS MADE BY John D. Garvey seconded by James Korner to receive said budget in the amount of $9,150.00. No discussion, SO VOTED.
DEPT 45 – INLAND WETLANDS COMMISSIONS: Current 09/10 Budget $2,650.00. Proposed 10/1 Budget, $2,650.00, no change. A MOTION WAS MADE BY John D. Garvey seconded by Scott Tillmann to receive said budget in the amount of $2,650.00. No discussion, SO VOTED.
DEPT 55 – MISCELLANEOUS EXPENDITURES: Current 09/10 budget, $8,041.00. Proposed 10/11 budget $8,041.00. Noted was a reduction of $ (191.00) for miscellaneous expenditures and an increase of $85.00 for Northwest Conservation District and $106.00 for Organization Dues. It was noted that those line items are based on Town population. Robert Valentine noted that the Litchfield Hills Counsel of Elected Officials has not set their budget for 10/11 so there could be a change in the line item for Organization Dues. A MOTION WAS MADE BY John D. Garvey seconded by James Korner to receive said budget in the amount of $8,041.00. No further discussion, SO VOTED.
DEPT 41 – PLANNING & ZONING: Current 09/11 Budget, $2,500.00. Proposed 10/11 Budget $2,500.00, no change. A MOTION WAS MADE BY John D. Garvey seconded by Scott Tillmann to receive said Budget in the amount of $2,500.00. It was noted that the $400.00 line item for professional services is based on past budget history and that the $50.00 for mileage reimbursement is appropriated for travel expense for any commission member attending P&Z related Seminar. There was no further discussion on the P & Z budget. Said budget was received in the amount of $2,500.00. SO VOTED.
DEPT 19 – SUPPORT SERVICES: Current 09/10 budget $7,600.00. Proposed 10/11 Budget $6,600.00 a decrease of $(1,000.00) on commission Clerks Wages. Robert Valentine noted that the line item for Clerks Wages had been set high in the past and reductions to that line item have been made based on historic figures for the last few years and does not reflect cuts in support services. A MOTION WAS MADE BY John D. Garvey seconded by Donald Pardon to receive said budget in the amount of $6,600.00. No further discussion, SO VOTED.
DEPT 12 – TREASURER: Current 09/10 budget $8,186.00. Proposed 10/11 Budget $7,611.00, a decrease of $ (75.00) for Office Supplies and a $ (500.00) reduction in the Treasurer’s Salary. Said reduction in the Treasurer’s Salary was being made at the adamant insistence of Town Treasurer James Bernard. Noted by the Chair was the excellent job being done by James Bernard in the management of the Town Funds. A MOTION WAS MADE BY John D. Garvey seconded by Wilrose Duquette to receive said budget in the amount of $7,611.00. There was no further discussion, SO VOTED.
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DEPT 48 – WATER POLLUTION CONTROL AUTHORITY: Current 09/10 Budget, $100.00. Proposed 10/11 $100.00, no change. A MOTION WAS MADE BY John D. Garvey seconded by Scott Tillmann to receive said budget in the amount of $100.00. No discussion, SO VOTED.
DEPT 58 – WELFARE DEPARTMENT: Current 09/10 Budget $2,650.00. Proposed 10/11 Budget $2,650.00, no change. It was noted that based on the fact that the Welfare annual Budget expense is an unknown figure, the same budget numbers are used each year. A MOTION WAS MADE BY John D. Garvey seconded by Wilrose Duquette to receive said budget in the amount of $2,650.00. No further discussion, SO VOTED.
DEPT 42 – ZONING BOARD OF APPEALS: Current 09/10 Budget $1,600.00. Proposed 10/11 Budget, $1,600.00, no change. A MOTION WAS MADE BY John D. Gar vey seconded by Scott Tillmann to receive said budget in the amount of $1,600.00. No Discussion, SO VOTED.
There were no other budgets presented for Board review at this meeting. The good news is that review of the proposed budgets shows that they are not going up.
OTHER BUSINESS: Presented to the Board for review were computations prepared by the First Selectman and Finance Board Chairman Allan Walker showing estimated year end Fund Balance, Grand List numbers and 4 options relative to the use of fund balance and or increase in the Mil Rate. Noted by Robert Valentine was the projected 4.3% increase in the October 1, 2009 Grand List which reflects a $2,568,538.00 increase in the Grand List. Robert Valentine noted that in looking at these figures consideration needs to be given as to how they relate to what the State of CT is doing relative to cuts in State Grant dollars. Stressed was the fact that the numbers being presented for Board consideration are basic estimated figures.
Based on the use of the designated fund balance of $648,874.00 the estimated fund balance at the end of the current fiscal year is $1,502,742.00. At this time Revenues are looking to come in better that estimated so it is hoped that it will not be necessary to use all of the $648,874.00 fund balance. Estimated Budget Increases for 10/11 are Employee Ins. @(20%), $45,120.00, Region 6 increase $160,438.00 and Employee salary increases $63,000.00 based on the update of the Paul Andrews Study Matrix for a total increase of $268,558. Calculations using the estimated budget increases, and the increase in the current Grand List based on 14.4 mils would result in an estimated increase of $231,572.00 or a 2.36% increase in the10/11 Fiscal Budget. Four Options were given relative to how to fund the estimated Budget increase. (1)
Continue to Balance using Fund Balance Dollars. (2) Increase Mil Rate 3/4 Mils to 15.15 Mils and use of fund balance. (3) Increase Mil Rate 1 Mil to 15.4 Mils with use of fund balance and (4) increase Mil Rate of 15.65 with No use of Fund Balance. Discussed was the budget increase under the 2010/2011 proposed budget and how it relates to an increase in employee
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compensation. Based on the state of the economy, the question was asked, is there justification in going to the Town asking them for an increase in their taxes while increasing Town employee compensation? Brought to the attention of the Board is the fact that under the current budget there is a built in 1 Mil deficit. Work has been done and will continue to be done to work the Budgets down to what are necessary expenditures with little or no fat. Robert Valentine noted that much of that is done by the employees who do a very good job and again noting that the Town employees voluntarily took a no pay increase for 09/10.
PROPOSED 2010/2011 BUDGET DIRECTIVES TO TOWN BOARDS & COMMISSIONS: Discussed at length was what directives the Board of Finance should give to the Boards & Commissions in the preparation and submission of their 2010/2011 Budgets. Directive options considered were submission of a flat budget with the exception of compensation for Town Employees, or submission of a flat budget including pay increases for Town Employees. Noted were the Department budgets of which a large portion are salaries and fixed costs suggesting the time has come where all budgets cannot be treated on an equal basis. The overall consensus of the Board was that the Town Employees are well deserving of and should receive an increase in compensation The Board was also in agreement that to maintain a healthy fund balance, an increase in the Mil
rate would be needed. The records show what has been done to hold spending and hold or keep any mil rate increases to a minimum. Unable to reach any decision on the wording of a budget directive to be sent to the remaining Boards and Commissions Robert Valentine suggested that he call a staff meeting of the Department heads to discuss the budget and salary increase issues with Finance Board Chairman Allan Walker also attending the meeting. The Board was in agreement of the holding of the Staff Meeting. John D. Garvey volunteered his time to attend the meeting if needed.
CORRESPONDENCE: A letter was received from Meyers & Co. informing the Board of Finance of their interest in conducting the audit of the Town Financial Records for Fiscal Year ending 6/30/2010. A letter which included a contract was received from Mike Zemaitis for the audit of the 6/30/2010 Financial Records. Meyers & Co, of which Mike Zemaitis was part of, had in the past been used to Audit the Town Financials. Mike Zemaitis is now in business on his own and conducted the Town 6/30/09 Fiscal Audit as well previous Town Audits through Meyers & Co. The Board expressed their satisfaction with the Audits performed by Mike Zemaitis. Discussed was the Bid Policy and consideration being given to seek other quotes. Before any decision was made on the matter Robert Valentine would check with other Town Officials to see who they use
for Fiscal Audit. The appointment of an Auditor for 6/30/2010 would be placed on the agenda for the February 24, 2010 Meeting.
OTHER BUSINESS: Chairman Allan Walker informed the Board that he had been contacted by Robert Geiger Chairman of the Litchfield Board of Finance. Mr. Geiger inquired if there would
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be any interest by the Goshen Finance Board to the holding of a joint meeting to talk about any items of mutual interest. Concern was expressed relative to topics to be discussed at this
meeting. It was felt that the cooperative classes Program between Litchfield and Region 6 would be one of the main topics of discussion. Exploring ways of saving educational dollars and resources between the Two Towns on an equal basis should be the primary interest. It was agreed that if any such meeting is held, that any items discussed at that meeting do not reflect poorly on the Region 6 School System. The Finance Board is pleased with the open communication and cooperative relationship with Region 6 Supt. and does not want to see that relationship damaged. Any decision on the matter was tabled until the February 24, 2010 Meeting.
There was no other business proper to come before said meeting. A MOTION TO ADJOURN WAS MADE BY James Korner seconded by Scott Tillmann. The meeting adjourned at 9:15 P.M.
Respectfully submitted,
GOSHEN BOARD OF FINANCE
Joan M. Lang, Board Clerk
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