MINUTES
BOARD OF FINANCE
SEPTEMBER 21, 2004
A REGULAR MEETING of the Board of Finance was held on Tuesday, September 21, 2004 in the Council Chambers.
Those in attendance included Mayor Owen J. Quinn, Jr., members of the Board of Finance Daniel Farley, James Nichol, Roger Dickinson, and Bruce Cornish. Also present was Comptroller Alice Proulx. Absent were Board of Finance members James Zeller and Joseph Nader, and Corp. Counsel Albert Vasko.
Mayor Quinn called the meeting to order at 4:00 p.m.
MINUTES #020
On a motion by Mr. Dickinson, seconded by Mr. Cornish, the board voted to approve, with the exception of Mr. Cornish and Mr. Nichol who abstained, the minutes of the regular meeting held August 17, 2004.
OPEN TO THE PUBLIC # 030
On a motion by Mr. Dickinson, seconded by Mr. Farley, the board voted unanimously to open the meeting to the public. There was no public participation.
SCULLY & WOLF #070
On a motion by Mr. Dickinson, seconded by Mr. Cornish, the board voted unanimously to discuss the status of Scully & Wolf.
Comptroller Alice Proulx distributed to the Board of Finance the Final Report from Scully & Wolf in regard to the Board of Education’s conversion. The report is inclusive from the beginning to what has been accomplished. For the newer members of the board, she reviewed the history of the work performed by Scully & Wolf on the City’s new Financial Management System.
Mr. Dickinson inquired about the proposed move to bring Board of Education staff to City Hall.
Ms. Proulx indicated that the Board of Education’s accountant from the Finance Department had moved into her office and is working closely with everyone to familiarize herself with all the functions therein. It was her belief that additional Board of Education employees would be moved to City Hall next spring after some modifications to City Hall are done this winter.
Mayor Quinn stated that he would meet with the individual selected as the new Superintendent of Schools to make certain that the progress the city has been making towards consolidation is an item on his agenda.
Mr. Dickinson inquired whether the individuals responsible for reporting were satisfied with the new system.
Ms. Proulx indicated that some individuals preferred the old format, however, Scully & Wolf was able to create reports to fit the format they were looking for. In order for her staff to be able to create additional reports, she was looking to have some of her staff, and perhaps some of the Board of Education’s staff attend classes in Crystal Report.
Ms. Proulx further stated that initially members of the Board of Education weren’t happy with the reports because they were very lengthy due to the structure of their Chart of Accounts. However, the Data Processing Manager, Bill Hoffman, worked hard to convert their Chart of Accounts in order to obtain better reporting. She wasn’t certain whether the Board of Education was unhappy with the standard reports coming out of the system after the chart conversion because they have the Crystal Reports that her office is creating and those are the reports that are being distributed to them.
Mayor Quinn said he felt initial reports were easily read by a Comptroller or Director of Finance, but then get reworked before they go to a civilian board.
Ms. Proulx said she thought they had created a Crystal Report format that the Board of Education was comfortable with.
Mr. Cornish said that was his sense as well.
Mr. Cornish said he liked detailed reports; Mr. Dickinson said he preferred simple ones. He likes to look at three consistent things 1) an Exception Report, 2) a cash forecast, and 3) capital spending. He would also like the city to monitor achievements on special programs, like blight. Reports such as these could be done on two pieces of paper.
GORDON, MUIR & FOLEY #885
On a motion by Mr. Dickinson, seconded by Mr. Cornish, the board voted unanimously to accept the Council’s request for the payment of $2,500.00 from Contingency to Gordon, Muir & Foley, LLP for professional services rendered in the Southwest School matter.
SECTION B #895
On a motion by Mr. Cornish, seconded by Mr. Dickinson, the board voted unanimously to consider business in Section B.
AMEND STREET DEPARTMENT BUDGET #900
On a motion by Mr. Cornish, seconded by Mr. Farley, the board voted unanimously to accept the Council’s request to amend the Street Department 2004/2005 budget by $300,000.00 for costs related to the construction of the Salt Shed.
Mr. Cornish inquired whether this request was in conflict with the Charter’s requirement to hold a referendum for any budget amendment over $100,000.00.
Ms. Proulx indicated that a referendum would not be necessary because the request had a net effect of zero.
PRISONER TRANSPORT VEHICLE #960
On a motion by Mr. Cornish, seconded by Mr. Dickinson, the board voted unanimously to accept the Council’s request to use $2,224.00 from the Vehicle Replacement Contingency Account for the purchase a Prisoner Transport Vehicle from Litchfield Ford. ($18,000.00 will come from the regular Vehicle Replacement Account.)
Mayor Quinn reported that this was a new purchase which will now be counted as part of the inventory and be considered as part of the Vehicle Replacement Account in the future. It would replace three vehicles from the current fleet. (A canine officer’s vehicle, an asset forfeiture, and a van.)
SCOTTSDALE INS. CO. #1110
On a motion by Mr. Cornish, seconded by Mr. Dickinson, the board voted unanimously to accept the Council’s request for the payment of $60.50 from Contingency to Scottsdale Insurance Company for the City’s deductible in the Zavatkay matter.
BUS: MAYOR & MEMBERS #1120
On a motion by Mr. Dickinson, seconded by Mr. Cornish, the board voted unanimously to consider business presented by Mayor Quinn and members of the Board of Finance.
Mr. Farley indicated that he would call Atty. Vasko for an update on Southwest School.
Mr. Cornish volunteered to participate as a “process observer” for the Board of Education’s contract negotiations with Torrington Public School’s Administrator’s Bargaining Unit, commencing September 17, 2004.
Mr. Cornish reported that Mayor Quinn had asked him to be the liaison between the Board of Finance and the City’s auditors and that he would update the board on the status of the audit and any issues that may arise.
Mr. Dickinson inquired whether the Council’s decision to disband the Parking Authority would have any financial implication to the city.
Mayor Quinn didn’t think so. He stated that the Chairman of the Parking Authority informed him that they were financially drained and facing bankruptcy in the near future. He stated that the Parking Authority’s full time employee, Ray Carpenter, would now report to the Police Department and be supervised by Officer Shopey from the Traffic Division. The vehicle used by the Parking Authority, previously maintained by outside contractors, would be added to the city’s inventory and be maintained by Equipment Maintenance. A sizable savings would occur by consolidation the plowing of municipal lots with either the Park & Recreation Department or the Street Department. Another considerable savings could occur if the volunteers from the Beautification Committee would be
willing to take over the beautification of the parking lots.
Mr. Dickinson pointed out that the Auditors had assured the Board of Finance some time ago that there were no other cash transactions taking place within the city other than the Parks & Recreation Department. He hoped there were no more to be found in the future.
It was pointed out that the Parking Authority had always been a separate entity and that it didn’t fall under the purview of the City. Their budget was never picked up in any reviews of the audit because it was an operation under $100,000.00 and not subject to audit. The only other exposure outside of the normal audit is the Water Pollution Control Authority.
Mr. Dickinson suggested that perhaps Mr. Cornish could ask the Auditors what implications there may be upon the city for any failures from those outside agencies.
A brief discussion took place on whether the Board of Finance should change their regular meeting time to later in the day, and/or a different day. Different options were discussed but no change was made.
ADJOURNMENT #1960
On a motion by Mr. Cornish, seconded by Mr. Dickinson, the board voted unanimously to adjourn at 5:00 p.m.
ATTEST: JOLINE LeBLANC
ASST. CITY CLERK
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