TOWN OF SOUTH WINDSOR
TOWN COUNCIL WORK SESSION
COUNCIL CHAMBERS APRIL 6, 2004
SOUTH WINDSOR TOWN HALL TIME: 7:00 P.M.
1. Call Meeting to Order
Mayor Havens called the meeting to order at 7:10 p.m.
2. Roll Call
Members Present: Mayor Edward Havens
Deputy Mayor John Pelkey
Councillor William Aman
Councillor Thomas Delnicki
Councillor Deborah Fine
Councillor Judith Paquin
Councillor Elizabeth Pendleton
Councillor Matthew Streeter
Councillor Muriel Yacavone
Also Present: Town Manager Matthew B. Galligan
Absent: Town Attorney Barry Guliano
3. Public Participation - None
4. Communications - None
5. Town Manager’s Report
Under this item, Human Services Director Dennis Sheridan made a PowerPoint presentation on a program known as the “South Windsor Ropes Program.” The program, he said, was an outdoor challenge course consisting of “low” and “high” elements—with “low” being a foot or two off the ground; and the “high” elements being harnessed into a safety harness where the participants actually climb a tree or a pole, etc.
The proposed location is at Nevers Road Park (adjacent to the Fitness Trail). This proposed “Ropes” course would, he added, incorporate a fee structure that will cover operating expenses; and will be available to school, municipal, community, and outside user groups; and will be administered by the Town’s Recreation Department—primarily because that Department will be able to program their facilities, collect the fees, etc.
5. Town Manager’s Report (Continued)
Mr. Sheridan then explained other merits derived from having a “Ropes Course.” He pointed out that whether it is for “groups of kids, adults, members of the business community, Town Council Members, Police Department, or any group where you are trying to enhance decision-making, teamwork, and trust.” He said it was excellent for these purposes; and was “really something to see the transformative nature of the course.”
The Director informed the Council that, over the years, the Town has put hundreds of kids through the Ropes courses where the Town has to pay an “outside” rental fee, etc. This, he said, was one of the reasons that the Departments embarked on a project to have one of its own right here in South Windsor. Promotion healthy decision-making with groups; enhancing teamwork and self-confidence; developing leadership skills; developing trust; promoting critical thinking are all contributors to the Town’s CARE Statement.
Mr. Sheridan then conveyed, in more detail, how this course came to be—describing a Team that represents a ‘true collaboration” of thoughts and efforts—a Team, he said, that has been meeting for two years and includes the Departments of Human Services, Recreation, Parks & Grounds, Police, Public Schools—and has representation from all of those groups.
The Director assured the Council that the Team had met with CIRMA and Town Attorney Barry Guliano to discuss possible liability issues; and to come up with the proper medical information forms; Town indemnification forms; and the necessary “signage” for the course. He emphasized that “all groups are “prepped for safety” before embarking on the Ropes Course. He also said that no one will be on this Course without a “trained facilitator” also being present. He stressed that these facilitators “really know their stuff.”
Using the PowerPoint photos, Mr. Sheridan went on to explain the “phases” of construction; and the variety of equipment and props used in these phases.. The construction of Phase II will, according to the Director, depend upon successful fund-raising efforts.
Following Mr. Sheridan’s presentation, .Members of the Town Council posed questions regarding the “Rope Course.” Mayor Havens then extended his thanks to Mr. Sheridan for his presentation.
6. Items for Discussion
A. Audit Presentation (by representatives of Scully & Wolf)
Mr. Gerry Paradis, an auditor from Scully & Wolf, went through South Windsor’s latest “Financial Report” as compiled by his firm. He began by informing Council that this is the “first Report” that has been done under the new “Government Accounting Standards Board’s Statement #34” (or GASBY). He then went through the Financial Report—pointing out some of these changes—and then addressed supplementary information required also by GASBY.
Mr. Paradis then went on to explain the “Report on Federal Awards; the Report on State Financial Assistance Programs; and the firm’s accompanying letter to the Town Council providing comments on the Town’s compliance to “Government Auditing Standards;” and constructive suggestions for Council’s consideration as part of the ongoing process of modifying and improving accounting controls and administrative practices.
Constructive suggestions were offered, by Scully & Wolf, in the areas of the: Financial Management System; Volunteer Fire Department; Fixed Asset Reporting; Infrastructure Reporting; Accounting Standards; and Disaster Recovery and System Security.
Mayor Havens then asked Town Manager Matthew Galligan if he had any comment on these recommendations.
Mr. Galligan referred to the MUNIS System (something he had mentioned to the Councillors previously). This system, he explained, is a new “accounting system;” and, if purchased, would replace the current software system being used by Data Processing. The Town Manager said there would be a proposal brought back to Council on April 19th, and, pointed out that there is a provision in the Data Processing Budget for “leases. What is being proposed, he said, is the installation of the MUNIS System and to pay for it through a lease/purchase arrangement over the next four years. .
Although these systems are expensive, Mr. Galligan said, they are “seamless,” and will now include Planning & Zoning, building Inspection, tax collecting, etc. The current system, he stated, is “very archaic; and added that he was aware of only three municipalities in Connecticut that continue to use it.
6. A. Audit Presentation (Continued)
Mr. Galligan, referring to the other suggestions made by Scully & Wolf, felt that they were small, reconcilable areas for improvement; and the Town, he said, is willing to extend its Finance Office to help in these improvements.
Councillor Delnicki, reading from the Auditor’s Letter about Financial Management Systems, quoted, specifically (and wished it to be noted for the record), that “The Town of South Windsor’s financial system can be improved to include multiple fund capabilities that can meet the current demands of the Town, integration of Board of Education’s transactions for reconciliation purposes, etc….” The Councillor then directly asked Mr. Paradis if the contemplated MUNIS System would afford the Town the ability to (a) to meet this notation in the letter; and (b) support the implementation of a consolidation of the Board of Education finances and the Town finances under one house.
Mr. Galligan said he believed it would because the Board of Education has already purchased a “MUNIS System,” which they are currently installing. Again referring to the April 19th Town Council meeting, Mr. Galligan said if Council approval is received at that time, the Town could begin acquiring this system. He pointed out that they take two to three months (sometimes 6 months) to get in place.
Again, Councillor Delnicki repeated his understanding that it will be possible for the Town to “have a seamless transition at some point in time if we accomplish the goal of the consolidation of those two services under one roof;” and he then looked to the Town Manager and Mr. Paradis for confirmation of that fact. Mr. Galligan and Mr. Paradis agreed that this was “very possible.”
Councillor Fine., referring to the “Disaster Recovery and System Security”, said this same item had been on last year’s audit notes. She wondered if the Town was now addressing that issue. Mr. Galligan reported that the Town has done is upgrade to a “Windows 2000,” which is done; however, MUNIS does have a Disaster Recovery System.”
6. A. Audit Presentation (Continued)
Councillor Fine, as a Member of the Town’s Audit Committee, used this time to thank Mr. Paradis, and all those at Scully & Wolf for their professionalism as the Town’s Auditor and for all the help they extended to the Audit Committee. Mr. Galligan pointed out that, due to “audit rotation,” the Town is required to go out to a new firm; however, he pointed out that Scully & Wolf has been the leader in “municipal accountings.”
Deputy Mayor Pelkey, referring to Mr. Paradis’ comments on the various Town agencies covered in this report, asked him if this applied to the Town’s Redevelopment Agency. He asked how this agency would fit into this report once it “owns assets.”
Mr. Galligan responded that when this happened, and they started having a “Balance Sheet,” then they would still be part of the audit process—even if it entailed an additional fee to have it audited.
This concluded the Audit Presentation.
B. 2004/2005 Proposed Budgets
Mr. Galligan began by informed Council that, something new this year in the Budget Book, was a list and comparison of annual expenditures, by department; and then tried to provide (in the last column) what the percentage increases were.
The Town Manager noted that most of the Boards and Commissions are at “zero” increases. Basically, he reported, there is no personnel—with the exception of Town Manager staff personnel who provide “Minutes” and such for many of these Boards and Commissions. However, he did point out that under the South Windsor Redevelopment Agency, he had placed an amount to try to get an Economic Development Coordinator.
Mr. Craig Stevenson, he reported, is currently providing services as the Town’s contractual Economic Development Coordinator. He has currently been employed to handle the I-291 RFP. Mr. Galligan felt that Mr. Stevenson was “very good. And he had recently received many comments back from Developers who thought the RFP for that area was very substantial, informative, and accurate.
B. 2004/2005 Proposed Budgets (Continued)
The Town Manager said, this time, the person in this position he would not be provided with a Town car, nor would he/she maintain an office in the Town Hall. In this particular case, Mr. Stevenson would be working out of his own office; and with the advent of cell phones, E-Mails, etc. he will be very accessible to people; and the arrangement, to date, according to Mr. Galligan, was working out very well.
The only other item in the proposed Budget that has been reduced, according to Mr. Galligan, is the “Emergency Response.” The Town Manager said that this was a new Budget item least year for $15,000 when the Town had “Homeland Security.” This year, he added, it has been reduced to $5,000 because committees are being put together with other Towns, such as Windsor; and, he said, only 41 Towns in Connecticut have submitted a “Smallpox Emergency Plan.” South Windsor, he added, was one of the first Towns to do so; and many other municipalities were now modeling their Plan after South Windsor’s.
Speaking on the Town Manager’s Budget, again mentioned the affects on the Budget because of the 53rd payroll week. Another item, he said, was because the Town is in the midst of labor negotiations on two bargaining unit contracts; and there is a small sum included in the Budget in case he needed to get labor attorney advice, or advice from other professionals.
Also included in the Town Manager’s Budget are all Personnel issues—Recruiting, training, seminars on sensitive issues, FOI information; etc.
The Town Clerk’s Budget would include changing systems such as how we now do reporting of land records. In the Town Clerk’s Office, he added, these expenses are usually more than offset on the “revenue” side by fees. He pointed out that the Town Clerk was present this evening if any of the Councillors wished to put questions to her regarding her budget.
Councillor Aman reminded the Town Manager that when the new Economic Development Coordinator was first contracted with, he was put under the “Redevelopment Agency.” The Councillor questioned why, then, he had not been placed under “Executive – Town Manager,” or the “Planning Department” since the Redevelopment Authority, similar to WPCA, is separate authority.
B. 2004/2005 Proposed Budgets (Continued)
Mr. Galligan replied that he had wanted to “highlight” an increase at the time, and that seemed the appropriate place. However, he will now be working with the Redevelopment Agency and with the Economic Development Commission. Councillor Aman then stated that he felt it would be more appropriate that this position be under the Town Manager’s Department, since he will be reporting directing to the Town Manager.
Since it was now 8:00 p.m., Mayor Aman called the Regular Meeting to Order, immediately recessed it to continue the Work Session; and then reconvened the Work Session.
Mr. Galligan then asked Mr. Sheridan to come forward to speak on the Human Services Budget.
Dennis Sheridan then came forward and introduced the Department’s two Division Coordinators—Irene Deneen, Coordinator of Adult and Senior Services; and Jennifer Anderson, Coordinator of Youth and Family Services.
Mr. Sheridan then went through the Department’s “Mission Statement,” “Staffing Configuration,” and “Program Information.” He addressed changes that he felt the Council was familiar with from this year—the loss of the Department’s Director of Adult and Senior Services, Pat Schneider, to another Town; and, the decision following that to reestablish the Position of Director of Human Services, and create the position of a “Coordinator” for each Division. Mr. Sheridan then continued on to explain the current staffing at the Human Services Department; and, basically, what is new in their submitted Budget. .
Mr. Sheridan, assisted by Coordinator Irene Deneen, spent a few minutes explaining the benefits derived from a Grant the Department had received, three years ago, from the Hartford Foundation for Public Giving. This Grant, he explained was addressed to Senior Services and allowed the Department to “target” younger more active Seniors through evening and week-end programming. He added that this has been a very successful Grant; and the Department is now in its final year of the Grant which will end in June 2004.
B. 2004/2005 Proposed Budgets (Continued)
Human Services (Continued)
Based, as he said, upon the “terrific numbers” from that Grant, the Department was requesting, in the proposed Budget for 2004/2005, that the person hired through the Grant be made a full-time Senior Programmer through the Budget process. He then asked Irene Deneen to elaborate on the benefits of the Grant.
At the end of Mr. Sheridan’s report, the Town Manager summarized by stating that the increase in the Human Services Budget was 11%. Mr. Galligan explained the reason for the increase.
7. Executive Session - None
8. Motion to Adjourn
The Work Session was adjourned at 8:30 p.m.; and the Regular Meeting immediately reconvened.
Respectfully submitted,
Patricia R. Brown
Clerk of the Council
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