REGULAR MEETING MINUTES August 7, 2012 7:00 P.M. Old Saybrook Town Hall First Floor Conference Room 302 Main
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CALL TO ORDER Chairman LaMay called the meeting to order at 7:00 p.m.
BOF Attendant Members Absent Members
David LaMay, Chairman Derrik Kennedy
Grant Westerson, V. Chairman
Barry O’Nell
John O’Brien
Tom Stevenson
Brad Thorpe
In Attendance
Carl Fortuna, First Selectman
Bob Fish, Treasurer
Barry Maynard, Tax Collector
Lisa Carver, Finance Director
Michael Spera, Chief of Police
Scott Giegerich, Selectman
Christina Burnham, Chairman Police Commission
Chairman LaMay led the Pledge of Allegiance.
Public Comment: None
Minutes:
Motion: To approve the minutes of July 17, 2012 as presented.
Moved: G. Westerson Second: Barry O’Nell
Discussion: None
Approved: 6-0-0
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Board of Education: Mr. Fortuna reported that with regard to saving energy, CCM (with whom the town goes thru for insurance) has hired Baystate Consulting who is looking to placing micro grids on roofs of buildings. Don Dobson will meet with consultants to give them the specs for roofs of buildings in town including the school buildings.
Mr. Fortuna noted that Heston Sutman is the interim superintendent.
At this time, Mr. LaMay asked for a motion to add Finance Director report to the agenda.
Motion: To add Finance Director report to the agenda.
Moved: G. Westerson Second: Barry O’Nell
Discussion: None
Approved: 6-0-0
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Finance Director Report:
Lisa Carver reported on the following:
Town received notice from CIGNA regarding Medical Loss Rates Rule, which means keeping administrative costs at a certain percent. The BOE, Project LEARN are also a part of this with the town. Education will be receiving approximately $80K. The current monies coming back to the town are approximately $20K. This will be pro-rated according to each employee’s plan and they will receive a refund. In the future, these monies will be used for health insurance premium payments.
Ms. Carver reported that the accounting department is working with agents Brown & Brown re healthcare costs. Mr. Spera noted that the Police Department works with this firm and that they are very good. Ms. Carver noted that the town now has a spreadsheet to track changes of employees. Mr. Stevenson inquired as to when was the last time employees were interviewed regarding their needs. It was noted that when insurance is renewed every year, employees made their insurance needs known. Ms. Carver noted that she and Mr. Fortuna discussed having a benefits fair for the employees in the Spring.
Ms. Carver noted that in addition to CIGNA, the dental portion of the town insurance is with Anthem Dental. It was discovered that these co-pays were not being deducted from employees paychecks. They are now and total $5,200/yr.
Ms. Carver discussed the updated in-kind services, totaling $117,876.00 which gets filed with the State. Mr. Giegerich noted for the Board that Ms. Pendleton could answer the question, if the in-kind services goes into our per pupil expenditures. Ms. Carver noted that she would check with Ms. Pendleton for any impact this might have.
Ms. Carver reported to the Board that she was starting to look at and plan with different formats for next year’s budget. She is currently reviewing personnel costs and fixed costs. Mr. LaMay asked Ms. Carver if it was possible to add a column of “% difference between budget and actual.”
Mr. O’Brien inquired of Ms. Carver if she was considering writing rights and responsibilities of Board of Finance. Mr. O’Brien noted that there is very little information in the State Statutes and the Town Charter. Mr. Fish noted that 20 or 30 years ago the State gave all BOF members a Rights & Responsibilities manual. Ms. Carver will research that for the Board.
Treasurer’s report:
Mr. Fish handed out his regular Monthly Report of the General Fund Operating Budgets Fiscal Year 201-2013 July 31, 2012. Mr. Fish discussed the expenditures; carryover expenditures and revenues. Mr. Fish noted that the budged expenditures of $38,117,000 should be $38,117,310. This is due to the monies the board appropriated for Ms. Carver’s salary. See minutes of July 17, 2012.
Mr. Fish went over the Fund Expenditures YTD, and noted the following changes:
#4901 Retiree Health Insurance $392,393.00;
#4902 Retirement Payout $10,000.00;
#4911 Employee Benefits $1,850,528.00
#5110 Board of Education $22,462,000.00.
He also handed out a 1 page report of the General Fund Operating Budgets Fiscal Year 2011-2012 ending June 30, 2012. Mr. Fish noted that after one month of payable and deposits in transit, we are just about breaking even.
Mr. Fish passed out and discussed the Municipal Reserve Fund account to date: The current available funds are as follows:
00: Uncommitted Funds: $243,886.89
40: Fire Dept. Apparatus:$100,003.00
These reports can be seen in the Treasurer’s Office. Mr. LaMay asked the Board if they had questions for Mr. Fish and hearing none, asked the Selectman for his report.
Selectman’s Report:
Selectman Fortuna reported on the following:
- FEMA: New Flood Maps 8/16/12; Maps will have to be adopted;
- CIRMA is looking into safety hazards at Transfer Station; they will come up with a design for traffic flow:
- Town Report is being put together for 2011;
- Trees: Mr. Bonin will meet with Tree Warden Guy Pendleton to identify hazardous trees and will be put out to bid;
- Waste Water Management: Mr. Fortuna met with John Wordin regarding problem with people and their property;
- State new program: Main Street Renovation Grant Project: 3 selectmen went; this grant money is for public space; facades;
- HR Audit: Ms. Carver and Mr. Fortuna sat thru report; town will adopt some recommendations; important that employees have hand books; cost is approximately $4K;
- Small Claims Suit re officer from New Haven; DUI some years ago; CIRMA is handling;
- Kohl’s went in front of ARB; agreed to make design modifications; will be coming before Zoning;
Mr. LaMay thanked Mr. Fortuna for his report.
Comments from the Chair:
Mr. LaMay commented on the “IT issue” which he felt, in his opinion, was not an issue or a conflict.
Mr. O’Brien commented that the Board should consider using a different lawyer; one that does not represent BOS and BOF. Mr. O’Nell inquired if the IT was a service that was bid on. Mr. Fortuna didn’t know how they were selected.
Mr. LaMay asked if the Board could see the budget format sooner and commented that the Board would like to have a workshop. Ms. Carver noted that September is a possibility.
Mr. LaMay noted that WPCA would be coming in August and the Pension Board in September.
Please note that a recording of this meeting is on disc. You may request a copy from the Town Clerk.
Motion: To adjourn at 8:25 p.m.
Moved: B. Thorpe Second: G. Westerson
Discussion: None
Approved: 6-0-0
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Respectfully Submitted,
Gerri Lewis, Clerk
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