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Minutes 11/24/2009
MINUTES
BOARD OF FINANCE
NOVEMBER 24, 2009
Adjourned from November 17, 2009
A   REGULAR  MEETING of the Board of Finance was held in the Main Room of the Senior Center on Tuesday, November 24, 2009.
Present were Mayor Ryan J. Bingham, Board of Finance members Laurene Pesce, Mark Bushka, Thomas Scoville, Daniel Farley, James Zeller and Wendy Traub, Corporation Counsel Ernestine Yuille Weaver, Fleet Manager Emil Castro, Deputy Fire Chief Gary Brunoli, Drakeville Fire Chief Michael Maccalous, Volunteer Firefighter David Maccalous, Acting Superintendent of Schools Ed Arum and Comptroller Alice Proulx.
Mayor Bingham called the meeting to order at 5:00 p.m.
MINUTES #39
On a motion by Mr. Farley, seconded by Mr. Scoville, the Board voted unanimously to accept the minutes of the regular meeting held October 20, 2009.  Mr. Zeller and Mr. Bushka abstained.
OPEN TO THE PUBLIC #52
On a motion by Mrs. Pesce, seconded by Mr. Zeller, the Board voted unanimously to open the meeting to the public. There was no one present who wished to speak.
DRAKEVILLE VFD TANKER/PUMPER PURCHASE #72
Mr. Zeller made a motion, seconded by Mr. Farley, to approve acquisition of Tanker/Pumper truck for Drakeville VFD, having been approved by the Board of Public Safety on November 9, 2009 and the City Council on November 16, 2009.  
Mr. Zeller amended his motion to "approve up to $300,000.00 for the purchase of the Tanker Truck for the Drakeville Fire Department."
Mr. Farley amended his second, and the motion was unanimously approved.
PRESENTATION: VEHICLE REPLACEMENT FUND #580
Comptroller Proulx said the fund currently has 1.725 million dollars in it, with not many expenditures, some replacements and some additions over the last few years.
Fleet Manager Castro said the current replacement schedule being revamped because it wasn't realistic.
Mrs. Pesce said she is confused to see multiple policies and feels this should be looked at as a City to bring them all in line with one another. She asked why there are separate policies but not separate funds.
Mayor Bingham said each Department's unique use for their vehicles justifies their own plan.
Mr. Castro said the problem occurs when vehicle replacements are put off and the rotation plan isn't followed.
Deputy Fire Chief Brunoli said there has never been a vote by the Board of Public Safety accepting any of the Fire Department's vehicle replacement plans since the year 2000, and he has been working on a draft Apparatus Replacement Plan to provide for the needs of the City for the next 16 or 17 years.
Mrs. Traub agreed that there should be one vehicle replacement policy for the entire city that encompasses each department's needs and suggested the Board of Education be included.
Mr. Zeller asked about potential future growth. Mr. Castro said there is no consideration in this plan for growth; it is only for existing vehicles. He said one change to the plan will be for Fire Dept. vehicle rotation, moving the vehicle to the volunteer departments and then back to the City to be used a spare.
Mayor Bingham said the key to success is to look at the fleet every two years because it's difficult to predict costs and needs farther out. He said this plan should be a budgeting tool and not carved in stone.
Mrs. Pesce questioned the need for the consultant since City Employees are doing most of the work.
Mr. Castro explained Mercury has the software with the necessary checks and balances.
Mrs. Traub pointed out that when budgets are processed, they have to ensure those line items aren't cut too much.
Mayor Bingham said he will review the policy as it stands with Emil and Alice, make sure it is all encompassing, add general updates, bring it to the boards for discussion and vote. Mr. Castro said it will include all departments and should be complete the second week of December.
HYDRAULIC SPREADERS #1690
On a motion by Mrs. Traub, seconded by Mr. Bushka, the Board voted unanimously to authorize a bid award to W.H. Rose for the purchase of four Warren Hydraulic Spreaders in the amount of $9,852.00 each for a total cost of $39,408.00 per the Purchasing Agent's and Fleet Manager's recommendations, having been approved by City Council on November 2, 2009.
BOARD OF EDUCATION CAPITAL PROJECTS FUND #1708
Acting Superintendent Arum said he is looking for a separate revolving capital fund that the Board of Finance would hold for the Board of Education, hopefully starting with a systematic budget every year that is offset with grant money.

Mrs. Traub made a motion to authorize the Comptroller to create a line item within the budget which will be the Capital Projects fund for the Board of Education with a zero balance at this time. Mr. Scoville seconded the motion and it was unanimously approved.
BUDGET TRANSFERS #2621
On a motion by Mr. Farley, seconded by Mr. Bushka, the Board voted unanimously to authorize six budget transfers per memo from City Comptroller dated November 12, 2009, having been approved by City Council on November 16, 2009.
BUDGET TRANSFERS #2639
On a motion by Mrs. Traub, seconded by Mr. Zeller, the Board voted unanimously to authorize budget increases for state mandated fees per memo from City Comptroller dated November 10, 2009, having been approved by City Council on November 16, 2009.
BUDGET TRANSFERS #2662
On a motion by Mr. Farley, seconded by Mrs. Traub, the Board voted unanimously to authorize budget transfers for 7/1/08 through 6/30/09 per memo from City Comptroller dated October 13, 2009, having been approved by City Council on November 16, 2009.
BUDGET TRANSFERS #2931
On a motion by Mrs. Traub, seconded by Mr. Bushka, the Board voted unanimously to authorize budget transfers for Local 1579 City Hall contract approved by City Council on 5/12/09 per memo from City Comptroller dated  October 13, 2009, having been approved by City Council on November 16, 2009.
BUDGET TRANSFERS #2955
On a motion by Mr. Scoville, seconded by Mr. Zeller, the Board voted unanimously to authorize budget transfers for Local 1567 Fire contract approved by City Council on 3/16/09 per memo from City Comptroller dated  October 13, 2009, having been approved by City Council on November 16, 2009.
BUDGET TRANSFERS #3001
On a motion by Mr. Farley, seconded by Mrs. Pesce, the Board voted unanimously to authorize budget transfers for Fleet Chargeback Allocations for fiscal year 2008/2009 per memo from City Comptroller dated November 10, 2009, having been approved by City Council on November 16, 2009.
BUDGET TRANSFERS #3145
On a motion by Mr. Scoville, seconded by Mr. Zeller, the Board voted unanimously to authorize budget amendments for reclassifications and updated allocations for the fleet chargeback program fiscal year 2009/2010 per memo from City Comptroller dated November 10, 2009, having been approved by City Council on November 16, 2009.
BUSINESS: MAYOR & BOARD MEMBERS #3155
On a motion by Mrs. Traub, seconded by Mr. Farley, the Board voted unanimously to consider business by the Mayor and members of the Board of Finance.

Mrs. Pesce asked if Torrington will have similar reimbursement problems to Winsted, and what revaluation information will be used. Mayor Bingham said a meeting has been set up for the first week of December and should know by the end of the year.
Mr. Farley-- clarified some items from the budget performance report.
Mr. Scoville asked about the Coe Park Endowment Fund process.  Mayor Bingham said they are meeting next week.
Mrs. Traub asked about budget transfers, the rainy day fund balance.
ADJOURNMENT #3720
On a motion by Mrs. Traub, seconded by Mr. Zeller, the Board of Finance voted unanimously to adjourn at 6:35 p.m.
ATTEST:  JOSEPH L. QUARTIERO, CMC
                CITY CLERK    

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