302 Main Street Old Saybrook, Connecticut 06475-1741
BOARD OF FINANCE MINUTES REGULAR MEETING DECEMBER 1, 2015 at 7:00 P.M. |
BOF Attendant Members Absent Members
David LaMay, Chairman Greg Gernhardt
Brad Thorpe, Vice Chairman
Breck Lindley
Tom Stevenson
John O’Brien
Barry O’Nell
In Attendance
Selectman Carl Fortuna
Bob Fish, Treasurer
Barry Maynard, Tax Collector
Lee Ann Palladino, Interim Finance Director
Michael Spera, Chief of Police
Heather McNeil, Director Y&FS
Larry Hayden, Director IT
Gerri Lewis, Clerk
Call to order
Mr. LaMay called the meeting to order at 7:00 PM
Pledge of Allegiance
Mr. LaMay led the pledge.
IV. Minutes - None
V. Department of Police Services – Off budget accounts discussion
Mr. Fish noted that the board had requested an explanation of the Police non-budget cash accounts and that Chief Spera could answer any questions that the board had. Ms. Lindley asked which ones are grant funds. It was noted that if a donation is received and not specifically ear marked, it would go into the 250 account.
250: Establish as a result of the Attorney General’s Investigation into the Raymond McMurray Fund in 2009. The fund description can be found in the By-laws of the Old Saybrook Police Commission dated 2012.
Now called the Old Saybrook Police Fund, its purpose is to provide for a municipal fund where general monetary donations made by private citizens, businesses and organizations to the Department of Police Services can be deposited and managed.
The resources of the Old Saybrook Police Fund shall be used to enhance, promote, and assist the Old Saybrook Department of Police Services, its members, agents, the delivery of services and programs. The Old Saybrook Police Commission has authority over all of the funds. The Police Commission shall direct the Chief of Police to report on any deposits, expenditures and the balance of the fund at all regular police commission meetings.
251: Police Insurance Exchange: Established prior to 2009 to serve as the account that would receive and expend insurance payments for vehicle repairs.
252: Emergency Services Unit: Established prior to 2009 to serve as the account to manage receivables and expenditures concerning the Emergency Services Unit Project which has been complete since 2010. Overages in this account are either due to miscoding of expenditures (items that should have come from the 2008-2009 operating budget instead of this fund) and/or expenses that were not eligible for reimbursement under the various non-municipal fiscal sources, yet were directed to be taken from this account.
This account has been dormant since 2010.
254: Police Uniforms/Awards: Established in 2008-2009 to serve as the account to manage donated funds specific to the Department’s Uniform Change in 2009 and the Department’s Awards Program which included a formal ceremony every two to three years and informal events that warrant recognition.
255: Emergency Dispatch: Established prior to 2009 in accordance with State Emergency Telecommunications Regulation 28-24-3. Funds in this account must be kept separate from the general funds of the municipality and shall only be used for the purposes of enhancing the dispatch function. Unless approved, as they were for the implementation of the new 911 system (still pending), funds must be used in the quarter in which they are received. Quarterly reporting to the State is also required under the regulation. State funding is based on a formula created by the State’s legislative body.
256: Driver Safety: Established by the Police Commission and Board of Selectman and endorsed by the Board of Finance over ten years ago when the State created legislation to return some fees related to the guilty pleas on some infractions. C.G.S. 51-56a(d).
When established it was agreed by the three governmental bodies that any and all funds received would be used for positive/proactive traffic safety initiatives and related resources. This includes DUI Checkpoints, youth bicycle safety clinics, and traffic safety related equipment.
When the Police Commission created the Golf Cart Registration Program in accordance with the state statue, it was decided that expenditures and receivables for the program would be done through the Driver Safety Fund. The program netted, after expenses, $7,266.
257: Police EMS: Established several years ago when the Department received funds from Walmart to create and provide a Community, Hands Only, CPR Program. Currently the program is taught to all middle school students at Safety Day.
258: Police Admin: The fund was created as various exchange accounts were consolidated in 2010. The fund performs the following functions: Most recently, Pistol Permit Applications - Applicants pay $134.75. The Town is billed by $64.75 per applicant, and retains $70.00.
Hiring Processes – Application and testing fees are collected and deposited into this account. Payments for polygraph and psychological exams are then paid for off budget. This is one of the efficacies implemented and highlighted in prior budget processes.
The 2015 JAG Grant funds were expended from this account (AFIS Machine). Reimbursement was then received by the State and deposited into this account. There remains approximately $3K for Firearms purchases in this account that was derived from a prior account. There also remains approximately $5K from insurance funds related to the flood to replace loss consumables including ammunition.
259: Police Illness/Injury: This account was established when the Police CBA gained language concerning salary continuation firing workman’s episodes. The Town receives payment from CIRMA, continues salary compensation for the injured employee, and provides position replacement in part from funds deposited into this account.
260: Law Forfeiture: This account was established prior to 2009 to receive monies awarded by the court to be used in the detection, investigation, apprehension and prosecution of persons for the violation of the laws pertaining to the illegal manufacture, sale, distribution or possession of controlled substances. C.G.S. 54-361.
262: Police Explorer Program: This account was created as an efficiency to remove funding for this youth program from the operating budget to off budget. Funds in this account are derived solely from donations which are used to outfit and train our police explorer post. The primary donator is the Old Saybrook Lions Club. There are currently fifteen (15) Police Explorers.
265: DARE Fund. This account was created prior to 2009 to serve as the sole account used to receive donations and pay non personal related expenditures of the DARE Program. The DARE Program expenses related to educational materials, outings, and graduation supplies have never been part of an operating budget. The Old Saybrook Rotary Club remains the proudest and longest main sponsor of the program. The program also receives funding from the Middle School PTO and the Police Union.
266: Police K-9: This account received donations from private individuals that are used to pay for the needs of our Police K-9s. This includes medical care, food, training equipment and protective equipment.
267: Animal Control: This was established prior to 2009 and is where all the expenses of the Animal Control Program are expended from. This includes dog licensing fees, Assistant Animal Control Officer Payroll, Kennel Supplies, Animal Control Capital Improvements, etc. Dog licensing fees and the annual municipal subsidy are deposited into this account.
268: Emergency Management: These funds are set aside at the end of the year to be used for an Emergency site. This account is dormant now.
300: Katrina Relief Fund: These are donated funds.
751: PD Outside Services: PD charges a vehicle fee for use of their vehicle. For outside jobs, older cars are used. It was noted that billing and income is high due to Max Place, tree cutting, sea walls. Chief Spera explained that officers are paid a stipend. Stipends are based on rank and seniority.
300: Katrina Relief Fund: These funds are donated.
Mr. LaMay thanked Chief Spera.
VI. Treasurer’s Report
Mr. Fish noted that General Government expenditures are high as a percentage of the total because of early one-time requirements, including budget transfers, bond payments and pension fund payments. Total expenditures are approximately the same as last year.
He noted that tax collections are running ahead of last year, in which we finished with a revenue surplus. As usual, revenue from the State of CT is low relative to the budget early in the year. Local revenues and total revenues continue to be strong.
It was noted that the top three revenues are Town Clerk, Park & Recreation and Building Permits.
Mr. LaMay thanked Mr. Fish.
VII Selectman’s Report.
Selectman Fortuna reported that Y&FS was displaced due to a mold problem and noted that Chief Spera was taking the lead with the insurance company.
Mr. Stevenson inquired about the status of the furnace. It was noted that by the end of December repairs should be complete.
Selectman Fortuna noted that he will have Attorney McQuade come in to discuss the topic of Heart & Hypertension at the next meeting.
At this time, he called the board’s attention to the article in the Hartford Courant re the “Making Places Grant.”
He introduced and welcomed Lee Ann Palladino, the interim Finance Director.
Selectman Fortuna passed out a municipal labor report he received from CCM noting the general wage increases by fiscal year; arbitration awards. The average increase for municipalities next year is 2.25%.
Mr. Thorpe inquired about the auditors. Mr. Fish noted that they left two weeks ago. The board would like to meet them.
Ms. Lindley inquired if the PD will be over budget this year. Chief Spera noted that, yes, some of the line items will be over due to four (4) officers down.
At this time, it was noted that in the current budget, the extra hours for Y&FS did not get added to the current budget which the board had approved.
The following motion was made:
A motion by Mr. O’Brien to add the discussion of the added extra hours for Y&FS to this agenda was seconded by Mr. O’Nell and motion passed unanimously.
After a short discussion the following motion was made:
A motion to appropriate $4,796 for Program Coordinator to the current Youth & Family Services budget was made by Mr. Thorpe, seconded by John O’Brien.
Discussion: To recap: Program Coordinator hours did not get added to the current budget due to an oversight. The amount of $4,796 was approved by the board of finance in the current budget. The motion passed unanimously.
VIII. Public comment – None
Mr. Stevenson apprised the board that he had a meeting with Chief Spera. He noted that many of the board’s questions can be answered through the Police Commission liaisons.
IX. Comments from the Chair
Mr. LaMay told the board that if they wished any other departments to come in regarding their off budget accounts to let him know. He thanked everyone for coming.
X. Adjournment
A motion to adjourn made by Mr. O’Brien, seconded by Mr. O’Nell was unanimously approved.
This meeting has been recorded and on cd in the Town Clerk’s office.
Submitted:
Gerri Lewis, Clerk
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