TOWN OF OLD SAYBROOK
Board of Finance
302 Main Street • Old Saybrook, Connecticut 06475-1741
REGULAR MEETING MINUTES
JULY 17, 2012 7:00 P.M.
Old Saybrook Town Hall First Floor Conference Room
302 Main Street
CALL TO ORDER Chairman LaMay called the meeting to order at 7:00 p.m.
BOF Attendant Members Absent Members
David LaMay, Chairman
Grant Westerson, V. Chairman
Barry O’Nell
John O’Brien
Tom Stevenson
Brad Thorpe
Derrik Kennedy
In Attendance
Carl Fortuna, First Selectman
Bob Fish, Treasurer
Barry Maynard, Tax Collector
Lisa Carver, Finance Director
Chairman LaMay led the Pledge of Allegiance.
Public Comment: None
Motion: To approve the minutes of May 1, 2012 as presented.
Moved: G. Westerson Second: D. Kennedy
Discussion: None
Approved: 6-0-0
Abstention: J. O’Brien
MINUTES:
Motion: To approve the minutes of May 15, 2012 as presented.
Moved: D. Kennedy Second: B. Thorpe
Discussion: None
Approved: 7-0-0
Motion: To approve the regular minutes of June 19, 2012.
Moved: G. Westerson Second: B. Thorpe
Discussion: Mr. O’Brien noted that the Selectman portion of the minutes was not detailed enough because Ms. Lewis was absent. Ms. Lewis offered to listen to the tape and transcribe the Selectman portion of the minutes.
Motion did not pass.
Motion: To Table the regular minutes of June 19th, until the Selectman portion of the minutes are transcribed.
Moved: B. Thorpe Second: J. O’Brien
Approved: 7-0-0
Motion: To approve the special meeting minutes of June 19, 2012 as presented.
Moved: G. Westerson Second: D. Kennedy
Discussion: None
Approved: 6-0-0
Abstained: D. LaMay
BOARD OF EDUCATION REPORT: None
TREASURER’S REPORT:
Mr. Fish handed out his regular Monthly Report of the General Fund Operating Budgets Fiscal Year 2011-2012 June 30, 2012. This report included included two weeks of payables and deposits in transit. Mr. Fish noted that we were very close to breaking even. Mr. Westerson inquired as to money from the State. Mr. Fish reported that the State fell $60K short of municipal sharing.
A discussion was had regarding the fund expenditures year to date. Mr. Fish pointed out to the Board the carryover expenses on page 3 of the Fund Expenditures, which totaled $134,314.67.
Selectman Fortuna interjected and told the Board about the Water Bill. It was in excess of $50K. He asked for a breakdown and it was correct. He noted that in the past there was not enough money budgeted for the water bill but going forward this would be addressed.
At this time, Tax Collector Barry Maynard went over his “draft” Grand List 2010, monthly receipts Fiscal 7/1/11 – 6/30/12. The Board had questions on the current collection, advanced collection and the balance of un-collected taxes as of June 30, 2012. Mr. Maynard explained the “ratebook report” to the board and answered questions with regard to his “draft” report. Mr. Maynard noted that a large portion of back taxes were motor vehicle and personal property.
At this time, Treasurer Fish went over his recommendations for the Capital Outlay Sinking Fund Budget Allocations for Fiscal Year 2011-2012. His first recommendation was to change the name to the Municipal Reserve Fund and secondly to act upon his recommendations as follows:
# 30: Communications: Transfer to Communications Project;
# 44: Recreation Facilities: Transfer to Park Development;
# 52: Police Capital: Transfer to Police Funds;
# 62: Public Works: Put into Uncommitted Funds;
# 69 & 70: Open Space Acquisition/LandAcquisition: Establish new Land Acquisition Reserve Fund;
# 78: Upper Cemetery: Transfer to Upper Cemetery;
# 80: Emergency Management: Transfer to Emergency Mgmt.;
# 85: P&R Capital Reserve: Transfer to Park Development;
#90: P&R Land Maintenance: Transfer to Park Development;
Motion: To change the name of the Capital Outlay Sinking Fund to “The Municipal Reserve Fund” and act upon the recommendations of Treasurer Fish as outlined above.
Moved: B. Thorpe Second: G. Westerson
Discussion:
Approved: 7-0-0
Mr. Thorpe wanted to go back to the fund expenditures and had a question on 4287 Legal. He asked why that line item was in the town expenditures and not the police budget. He felt that possibly negotiations wouldn’t be so aggressive if that expense did not come out of the town budget.
Mr. Fish commented to the Board that if they wanted him to research any figures and get breakdowns of the same, he would be happy to do that.
Chairman LaMay thanked Mr. Fish and Mr. Maynard.
SELECTMAN’S REPORT:
Finance Director Position:
Selectman Fortuna introduced Lisa Carver, the new Finance Director, and passed out a job description and Ms. Carver’s CV.
Mr. Kennedy noted that he thought it was great that the town has a finance director and that he went to school with Ms. Carver and she was well suited for the position.
Mr. Fortuna noted that they will now have a clean internal controls in place between revenues and expenses.
Mr. Fortuna reported that the funds in place for Ms Carver’s salary were $61,690.00 and asked the Board of Finance to appropriate another $6,310.00 to bring Ms. Carver’s proposed salary to $68K.
Motion: To appropriate $6,310.00 from the undesignated fund balance to complete the proposed salary for the Finance Director to $68K.
Moved: B. Thorpe Second: B. O’Nell
Discussion:
Approved: 7-0-0
The Board continued to discuss the “job description” of the Finance Director. During the discussion, it was noted that the Board of Finance should have their own set of policies. Also, page 2, paragraph 2, should read “Board of Finance” NOT finance board.
Main St. School Capital Acct.:
At this time, Selectman Fortuna told the Board of his plan for a security system for the town hall. The cost was approximately $24K, which money would come out of the contingency fund. He noted that $9K was left over from the Main Street School account in an off budget account. This money was left over from the capital project for this building. Mr. Fortuna asked for a motion to spend the $9K for this security system. There would be cameras, a computer, and a server.
Motion: For approval to spend the $9K left over from the Main Street School capital project in an off budget account for the security system.
Moved: G. Westerson Second: B. Thorpe
Discussion:
Approved: 7-0-0
Mr. Lamay inquired as to pricing of this system. Mr. Fortuna told the Board that he got 3 bids and this one was in line with the project.
IT Discussion:
Selectman Fortuna read a paragraph from a “legal opinion” from Attorney Michael Cronin into the record as follows:
“That any payment out of the Computer Network Account which is directly related to the services covered by that account is, in effect, an expenditure from that account only. It makes no difference whether or not the services performed under “Network Support and Maintenance” line item is contracted out to an outside firm or performed by a Town Employee. Neither the services nor the direct supervision of the employee is transferred to the Police Department, but instead remains under the Computer Network Account. Because of this, no approval by the Board of Finance is needed or required.”
After a short discussion regarding salary and the IT person being from the Police Department, it was noted that the general consensus of the public was not “the” officer from the OSPD, but “an” officer from the OSPD employed by the town as the IT person was a concern.
Selectman Fortuna noted that he felt it was appropriate and it will stay this year.
Selectman Fortuna reported on the following:
• He attended a Park & Rec meeting and Harvey’s Beach took in double from last year.
• He also talked about “no smoking” signs;
• Oil & Gas have gone up since we locked in;
• Town Hall is 5-6 degrees warmer to save energy;
• 2011 Town Report will be out shortly;
• 2012 Town Report will be out on time.
Chairman LaMay thanked Selectman Fortuna. On behalf of the Board of Finance he welcomed Lisa Carver.
Please note that a recording of this meeting is on disc. You may request a copy from the Town Clerk.
Motion: To adjourn at 8:30 p.m.
Moved: D. Kennedy Second: G. Westerson
Approved: 7-0-0
Respectfully Submitted,
Gerri Lewis, Clerk
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