MINUTES
BOARD OF FINANCE
JANUARY 15, 2008
A REGULAR MEETING of the Board of Finance was held on Tuesday, January 15, 2008 in the Council Chambers.
Those in attendance included Mayor Ryan J. Bingham, members of the Board of Finance Daniel Farley, Thomas Scoville, Wendy Traub, and James Zeller, Corp. Counsel Ernestine Yuille Weaver, Comptroller Alice Proulx, Public Works Director Gerald Rollett, Purchasing Agent Pennie Zucco, Fleet Manager Michael Michaud, and Personnel Director Thomas Gritt. Laurene Pesce and Mark Bushka were absent.
Mayor Bingham called the meeting to order at 5:00 p.m.
MINUTES #015
On a motion by Mr. Zeller, seconded by Mr. Farley, the board voted unanimously to accept the minutes of the regular meeting held December 18, 2007.
OPEN TO THE PUBLIC #020
On a motion by Mr. Farley, seconded by Mr. Scoville, the board voted unanimously to open the meeting to the public. There was no public participation.
07/08 BUDGET MODIFICATIONS #030
On a motion by Mr. Farley, seconded by Mr. Zeller, the board voted unanimously to accept the Council’s request to do the following budget modifications to fiscal year 2007/2008 for the Levee Phase I funding:
Create New Revenue Line Item: 0010.0070.4052.0005 - State Grant - Levee Funding - $200,000.00.
Reduce Expense Line Item: 0010.0031.5818.0000 - Roadway Drainage & Improvements - $100,000.00.
Create New Expense Line Item: 0010.0031.5816.0037 - Levee Phase I Construction - $300,000.00
Increase Revenue Line Item: 0010.0070.4052.0000 - LOCIP Revenue - $100,000.00.
Create New Expense Line Item: 0010.0031.5816.0036 - Wedgewood Drive Reconstruction - $100,000.00.
Mr. Rollett explained that he was taking the project to pave Wedgewood Road, planned for this spring, out of our line item and making it a LOCIP project, which is eligible for LOCIP funding; then putting the money that was going to pay for Wedgewood Road into a new line item to use as our share for the $100,000.00 match toward the DEP’s $200,000.00 grant. A new line item will then be created in order to pay for the project.
The following is an excerpt from the City Council minutes of January 7, 2008 where Gerald Rollett explained the levee project.
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Public Works Director Jerry Rollett informed the Council that, as a direct result of Hurricane Katrina and the impact it had with the failure of levees, the Corps of Engineers has changed its policy in regard to a sufficient level of maintenance. The city historically maintained the flood protection program constructed by the Corps at a level of “fair.” We’ve allowed growth to occur, boulders were placed in the stream, and they’ve tried to bring the habitat back. The DEP has actually awarded the city and heavily stocked the stream. People are fishing in the stream on an almost daily basis.
Since Hurricane Katrina, the Corps’ policy changed to where a “fair” rating is no longer acceptable. They informed the city that it had to bring back the level of maintenance to the way it was intended after it was built following the Flood of ‘55. The Corps would like to see the East Branch, the West Branch and the Main Stem the way it was, a rip rap channel void of any growth or vegetation flowing through the City of Torrington.
Mr. Rollett stated that they have issues with that. It will be a very expensive project; there will be environmental concerns, and different agencies will have issues not to allow them to move forward with the project. However, they are progressing in a logical means to do what they can to follow the Corps and do whatever necessary to protect the property and lives and integrity of the river. The program was put together in two phases. Phase One will identify the walls and key structures. They want to clean and maintain the walls and structures to the level the Corps is looking for. That means an entire clear cutting, the removal of stumps, the reestablishment of any turf where stumps were removed, so better inspections can be performed to make sure the integrity of the walls and drainage
features are being properly maintained. Additional inspections can be performed following that level of clearing. Phase Two can then be put together. At this time they don’t know what Phase Two will entail. The Corps’ goal is to have an entire area opened as a large drainage channel through the City of Torrington. Mr. Rollett thinks they can come to a compromise that will meet the needs of the Corps as well as the other agencies including the DEP, local fisheries, Inland Wetlands, etc. in terms of the health of the river itself.
Mr. Rollett stated that this project was brought forward to the Inland Wetlands Commission, who denied the entire project because they didn’t have any information in front of them, and Mr. Rollett agreed with Inland Wetlands. Until they have accomplished Phase One, performed more detailed inspections, and clearly determine what Phase Two will look like, there’s nothing Inland Wetlands can approve.
Mr. Rollett said he went in front of Inland Wetlands and they approved work on Phase One only. The project then went before the Planning & Zoning Commission for the Section 8-24 referral, which they accepted in concept, and sent it to the City Council.
Mr. Rollett noted that the request before the Council was to accept the Section 8-24 referral from Planning & Zoning. The DEP and the Corps have both volunteered to speak before the Council and the public to explain their positions on the project. As they progress with Phase One, they’ll have more information as to what Phase Two may entail, and hopefully they’ll have better numbers moving forward.
Mr. Rollett said the DEP requested the approval of a $200,000.00 grant for the City of Torrington during their January bond meeting. The next item on this agenda is a request to transfer $100,000.00 in order to come up with our share of the project. He is anticipating bidding Phase One work during the next couple of weeks. He would like to bring the DEP and the Corps of Engineers before the Council prior to June 2008. Their goal is to move forward with Phase One as soon as possible.
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CONSOLIDATE DEPARTMENTS #400
On a motion by Mr. Scoville, seconded by Mrs. Traub, the board voted unanimously to approve the consolidation of the Comptroller’s Department, the Purchasing Department and the Treasurer’s Department into one department titled “Department of Finance” as authorized by the City Charter, pending the approval of the City Council.
Mayor Bingham said it was important to recognize the three departments as one under the title of Department of Finance, which was already authorized by the City Charter.
Personnel Director Thomas Gritt said the consolidation will allow them to have more flexibility to move people around in the Comptroller’s office where the heaviest work load continues to occur, and utilize the staff in the best possible manner.
Mr. Zeller asked if the consolidation will have a current budget impact, and whether or not they will be looking at future budgets as three departments consolidated into one.
Ms. Proulx said that’s the plan at this point in time, However, she will be requesting additional hours, and will bear the cost from somewhere within her budget. She explained that there continues to be stronger guidelines which they have to adhere to, and that she is looking to free up her chief clerk from some of her lower level duties to do some of the higher level tasks that need to be done. She is attempting to get the work done with the staff they already have without adding a large burden to the taxpayers.
Mrs. Traub asked if the three departments would remain together with the City Hall renovations.
Mayor Bingham indicated that they will.
Ms. Proulx noted that the three departments were moved together some years ago to further their efficiencies.
PURCHASE VIBRATING ROLLER #535
On a motion by Mr. Farley, seconded by Mr. Zeller, the board voted unanimously to approve the request from the Street Department for funds not to exceed $10,000.00 from Vehicle Replacement Contingency in order to go out to bid to replace/purchase a 2 to 5 ton vibrating roller, contingent upon the Council’s approval.
Fleet Manager Michael Michaud stated they wanted to trade-in their current roller for a smaller one, upon the recommendation of Mercury Associates. The estimated cost is between $8,000.00 and $12,000.00.
Mr. Zeller inquired about the life span of the roller they want to trade-in.
Mr. Michaud said the life span was fifteen years, so it still has 3 or 4 years left. He stated it’s in good condition and the city should get a considerable amount on trade which will offset the cost of a smaller unit.
BUS: MAYOR & MEMBERS #610
On a motion by Mr. Scoville, seconded by Mrs. Traub, the board voted unanimously to consider business presented by Mayor Bingham and members of the Board of Finance.
Mr. Farley pointed out that it was half way through the year and only 38% of our disposal budget under Land Fill was used. He asked if this was a result of the city’s new contract with USA.
Mr. Rollett noted that the USA contract is under a different budget, and the disposal line item is strictly the CRRA tipping fees. He explained that the city’s tipping fees had gone up dramatically and the budget was put together on existing CRRA fees of about $69.00 a ton for disposal. However, CRRA was ordered by the courts to reduce their tipping fees significantly. As a result, they were reduced to about $61.00 a ton retroactive to the beginning of October. The city’s tonnage for disposing has also decreased about 6%, which is pretty much the trend throughout the entire state. This will save the city a considerable amount of money. Mr. Rollett said he was negotiating with CRRA for pilot payments to the tune of $40,000.00 a year and CRRA will also start paying
us $10.00 a ton for recyclables.
Mr. Farley felt the city should put the million dollar refund from CRRA aside in case they appeal the situation and we lose the funds.
Mr. Farley expressed his concern about the spike in the Board of Education’s Capital Improvement Plan. He noted that $842,000.00 will be expended in 2009 for capital outlay, and $2,310,000.00 is projected for 2010. He thought the outlay should be spread out more evenly because he didn’t believe the city could address that kind of increase in 2010.
Mayor Bingham asked if they were allowed to encumber funds for Capital Outlay.
Ms. Proulx said they have encumbered funds for Capital Outlay, but they’re not supposed to encumber them for a long period of time. She wondered if they might have a grant-funded project included in their Capital Outlay for 2010.
Mr. Farley indicated that the dollar amounts he quoted were non grant eligible totals.
Mrs. Traub said the Capital Improvement Plan usually gets revisited once they go through their budget workshops. She noted that an entire generator system at the High School in the amount of $300,000.00 + was delayed from this year’s budget. They also decided to split the cost of redoing a sidewalk at the High School in two years’ time. She noted that the Board of Education will be looking at many projects next year; i.e., they’ll have to determine their needs according to the NASC report, which will be available in March or April, they’re talking about issues at the Middle School, changing the curriculum and schedules, the Language Arts Program and possible all day kindergarten. These are all large dollar items on top of a $2 a million capitals projects number.
Mrs. Traub noted that the Board of Education only reviewed next year’s Capital Projects and wasn’t certain that many of the items in the second year were going to be hard items. She had expressed her concern over the spikes as well.
Mayor Bingham asked Mrs. Traub, as the Board of Finance’s liaison to the Board of Education, to relay Mr. Farley’s sentiment to the Board of Education.
Mrs. Traub indicated that the Board of Education’s presentation of their Capital Projects is showing their commitment to maintaining whatever they need to maintain. Some items may be wish list items that might not come to fruition next year. She will report back to this board so that everyone knows what’s going on.
Mr. Scoville inquired about the process for revaluation and which grand list it would affect.
Mayor Bingham said he will ask the Tax Assessor to give them an update at their next meeting.
Mrs. Traub inquired about the legal fees in the Corporation Counsel’s budget.
Ms. Proulx explained, that in the past the Corporation Counsel had to request funds from Contingency for deductibles in legal fees from the insurance companies, so, in an effort to track those items better, they decided to create the Legal Fees line item within her budget. She noted that there were none in last year’s budget.
Mrs. Traub said it was her understanding that each department could have overages within a classification as long as the department stays within its budget.
Ms. Proulx noted that budget transfers are usually approved by this board on a quarterly basis, unfortunately she hasn’t had the opportunity to get those together to bring before the board.
Mrs. Traub inquired about the copiers.
Ms. Proulx indicated that fluctuations and changes in the leased copiers didn’t always get carried forward into the budget projections that were sent to the departments. In the future the Purchasing Agent and the Chief Clerk will be working together to make sure everyone is on the same page.
ADJOURNMENT #1055
On a motion by Mr. Zeller, seconded by Mrs. Traub, the board voted unanimously to adjourn at 5:32 p.m.
ATTEST: JOLINE LeBLANC
ASST. CITY CLERK
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