MINUTES
BOARD OF FINANCE
MAY 18, 2004
A REGULAR MEETING of the Board of Finance was held in the Council Chambers on Tuesday, May 18, 2004.
Those in attendance included Mayor Owen J. Quinn, Jr., members of the Board of Finance Daniel Farley, James Zeller, Joseph Nader, James Nichol, and Bruce Cornish. Also Comptroller Alice Proulx, Zoning & Inland Wetlands Enforcement Officer Kimberly Barbieri, and City Planner Martin Connor. Board of Finance Member Roger Dickinson, and Corp. Counsel Albert Vasko were absent.
Mayor Quinn called the meeting to order at 4:12 p.m.
MINUTES #010
On a motion by Mr. Cornish, seconded by Mr. Zeller, the board voted unanimously to approve the minutes of the regular meeting held April 20, 2004.
On a motion by Mr. Zeller, seconded by Mr. Nader, the Board voted unanimously to approve the minutes of the special joint meeting with Board of Education on budget held April 27, 2004. (A change from Mr. Riccio to Dr. Riccio was made on Page 3.)
OPEN TO THE PUBLIC #040
On a motion by Mr. Cornish, seconded by Mr. Zeller, the board voted unanimously to open the meeting to the public. There was no public participation.
SCULLY & WOLF #060
Comptroller Alice Proulx said she was still working with the Board of Education to resolve any issues that arose when they converted to the new financial management system. Mike LeBlanc is working on the job analysis for a possible restructuring and consolidation of shared services between the city and the Board of Education.
Mr. Cornish inquired whether Scully & Wolf would be assisting the Board of Education with any year end issues.
Ms. Proulx said yes.
VEHICLE: TRAFFIC DIVISION #160
On a motion by Mr. Cornish, seconded by Mr. Zeller, the board voted unanimously to accept the Council’s request for the advance payment of $42,400.00 from the Vehicle Replacement Contingency Line Item 0309-5900-0120 for the purchase of a new vehicle and trailer for the Traffic Division. (Reimbursement of $33,200.00 is forthcoming.)
Ms. Proulx stated that the Council and Board of Finance had already approved $42,400.00 to be taken from the Vehicle Replacement Contingency Line Item and explained that this request was to advance the funds out of that account to pay for the vehicle in order to provide proper documentation to get reimbursed $33,200.00 from the state. The difference in funds from when it was approved was for the trailer.
CCM SERVICES #240
On a motion by Mr. Farley, seconded by Mr. Cornish, the board voted unanimously to accept the Council’s request to enter into a contract with CCM Services, LLC to perform an audit of the City’s utility bills (electricity, natural gas, and telephone) to insure the city is charged correctly for the services received and to determine if future savings are possible. CCM’s fee would be 40% of the savings over a two year period.
Mr. Nader inquired whether the city had looked at other cost savings measures, i.e. unemployment tax services, etc.
Ms. Proulx stated that Mr. Hoffman has researched several options for better phone service and would continue to research wherever possible.
Mayor Quinn asked the board to share any suggestions they may have with the Comptroller for follow up.
DISCUSSION: MACHUGA PROPERTY #360
Zoning & Inland Wetland Enforcement Officer Kimberly Barbieri informed the board that the city had been pursuing the purchase of 35+ acres of Machuga property along the Winsted Road. This particular piece had been on the city’s radar screen for a while and it became available almost three years ago. Although the property is zoned industrial, it’s not ideal industrial land. It has sixteen acres of wetlands, two beautiful trout streams, and is wooded. It offers a number of options that the city could pursue as a park. The city had an environmental review team respond to this property. We were able to contact the Trust for Public Land to acquire the property on our behalf before we lost the opportunity. Park & Rec. has reviewed the property and is very interested in
turning it into a park.
Mrs. Barbieri reviewed several conceptual drawings of the property and various options available for development. The property is located near the Sue Grossman’s Still River Greenway walking and bicycling trail. There’s an old Winchester/Torrington Trolley Line that would allow the city to request funds from the Rails to Trails Program to tie into the Still River Greenway. The possibility of having playing fields would be a simple matter because most of the area is already cleared.
Mrs. Barbieri explained that The Trust for Public Land was able to obtain a signed agreement with the property owners. They will also take care of the title work, the environmental Phase I, and all the necessary grant writing. She also stated that the city was in the process of taking this project to the State of Connecticut Open Space Grant Program. The property has to be defined into active versus passive recreation areas since the grant only funds the passive areas, up to 60%.
She informed the board that the basic purchase price for the 35+ acres of the Machuga property was $349,000.00. The cost for two full narrative appraisals is $4,800.00 and the worse case scenario for cleaning up the site is estimated close to $50,000.00. The estimated cost to acquire and secure the property is $403,311.00.
Several options for funding include: 1) Adding it to the budget. 2) Go to referendum, or 3) Use a portion of the city’s Anthem money which currently has a balance of $625,000.00. The amount of the loan would be entered as a budget line item and be repaid in part through an Open Space Account set up to obtain fees in lieu of open space anytime property is subdivided. It is anticipated that this account will have close to $70,000.00 by the time of the closing. Also, an Open Space Grant would help reimburse the Anthem stocks once received.
Lastly, the city could enter a certain percentage of funds into a line item in the Park & Rec. budget to cover any monies they don’t receive in any certain year in the Open Space account. A total of $273,311.00 would be needed from the Anthem stocks. Funds for the actual development of the park will come from donations, fund raising, grant writing, etc. The only item they may have a problem getting funding for would be for the design.
Mayor Quinn impressed upon the Board of Finance that the drawings were merely conceptual and they were asked to think futuristically on this project. He stated that the City Council was intrigued about the project and endorsed it unanimously. Letters of endorsement were received by Senator Roraback, the Still River Greenway Committee, the Litchfield Hills Council of Elected Officials, and additional letters were forthcoming from State Representatives Anne Ruwet and Roberta Willis. He emphasized the fact that there had been a rare display of unity between various department heads on a major purchase for recreational purposes.
Mr. Cornish inquired about the city’s risk and whether the city would come back to the board with a solid financial plan, if, at the eleventh hour, it was determined that the proposed financing was not available.
Mrs. Barbieri stated that the signed agreement was based on three stipulations and the contract would be void if all three were not met.
1) That the Phase I Environmental is acceptable
2) That the City Council approves both appraisals to make certain the city gets a good value for its dollar.
3) That the city can supply funding.
Mr. Cornish concurred with Mayor Quinn that city officials had all agreed years ago not to use the Anthem funds to reduce the tax burden, but rather preserve them for something special, of high priority, and he thought the proposed project was appropriate.
Mr. Nader inquired whether Park & Recreation would have the resources to maintain the property.
Mrs. Barbieri said a decision on whether the property will be developed into low impact or high impact will have to be made first. Anything added to Park & Rec. would obviously entail additional costs. Department heads have already talked about the possibility of having residents partake in the care of the park. The project would then become an ownership and pride issue, and a positive thing throughout the community. Although there may be Union issues, it’s time to think creatively to work out various agreements with organizations and see how the maintenance can be shared.
Mayor Quinn and the entire board agreed that Rich Calarco had made a great difference in the Park & Recreation department. Everyone commended him for his efforts.
Mr. Nichol recommended obtaining a Phase II Environmental Study rather than a Phase I, depending on the risks involved. Another option which banks are currently using instead of the Phase I is Environmental Insurance.
Mrs. Barbieri indicated that past records showed the property as a dairy farm and a horse farm in the 50's and 60's, and the family grew hay as well. She stated that the Trust for Public Land will have a Phase II study done if it is deemed necessary.
Mrs. Barbieri was looking for an endorsement from the Board of Finance.
Mayor Quinn pointed out that the acquisition of the property will impact the budget somewhat. There are hurdles that need to be met before there is any liability on the city’s end, and the matter will be brought back before the boards each and every step of the way.
VOTE ON MACHUGA PROPERTY #1990
On a motion by Mr. Nader, seconded by Mr. Zeller, the board voted unanimously to approve the acquisition of the Machuga property. (Copy of Resolution attached to the minutes.)
APPRAISALS OF THE MACHUGA PROPERTY #2000
On a motion by Mr. Cornish, seconded by Mr. Nader, the board voted unanimously to accept the Council’s request to authorize up to $4,800.00 from Contingency for the appraisal of the Machuga property.
COMPLETE CONST. CO. #2015
On a motion by Mr. Cornish, seconded by Mr. Zeller, the board voted unanimously to accept the Council’s request for the payment of $6,595.11 from Sanitary Sewer Capital Improvement Fund #490 to Complete Construction Company for the East Main Street Sanitary Sewer Project.
GORDON, MUIR & FOLEY #2030
On a motion by Mr. Cornish, seconded by Mr. Zeller, the board voted unanimously to accept the Council’s request for the payment of $2,896.00 from Contingency to Gordon, Muir & Foley, LLP for professional services rendered in the Southwest School matter.
BUS: MAYOR & MEMBERS #2070
On a motion by Mr. Cornish, seconded by Mr. Zeller, the board voted unanimously to consider business presented by Mayor Quinn and Members of the Board of Finance.
Mr. Farley inquired about the status of Southwest School.
Mayor Quinn suggested that he contact Corp. Counsel Vasko for an update.
Mr. Cornish commended Ms. Proulx for a job well done presenting the budget during the public hearing and Councilor Samele for chairing the meeting in Mayor Quinn’s absence.
Mr. Cornish informed the board that the state was in the process of doing a major conversion of the accounting system and year end was an extreme concern. He offered his assistance with the city’s year end if it was necessary.
Mayor Quinn stated that Ms. Proulx and Scully & Wolf continued to dedicate their time and future discussions will be held in regard to time allocation.
Mr. Zeller stated that, in moving forward with automated disposal, the city will incur a cost of approximately $100,000.00 a year for the purchase/lease of the actual receptacles.
Mr. Nader commended Mrs. Barbieri for her presentation on the Machuga property and said he was pleased to see the direction the city was taking and was looking forward to seeing more of the same.
ADJOURNMENT #2260
On a motion by Mr. Cornish, seconded by Mr. Nader, the board voted unanimously to adjourn at 5:15 p.m.
ATTEST: JOSEPH L. QUARTIERO
TOWN AND CITY CLERK
| 
