MINUTES
BOARD OF FINANCE
NOVEMBER 15, 2011
A REGULAR MEETING of the Board of Finance was held in the City Hall Auditorium on Tuesday,
November 15, 2011.
Present were Mayor Ryan Bingham, Corporation Counsel Ernestine Weaver, Board of Finance members Laurene Pesce, Mark Bushka, Daniel Farley, Brian Paganini, Thomas Scoville and Wendy Traub, City Engineer Edward Fabbri, Deputy Fire Chief Gary Brunoli, Administrative Assistant to the Mayor Timothy Waldron, City Clerk Joseph Quartiero and Comptroller Alice Proulx.
Mayor Bingham called the meeting to order at 5:10 p.m.
MINUTES
On a motion by Mr. Bushka, seconded by Mr. Farley, the Board voted unanimously to accept the minutes of the Regular Meeting held on October 18, 2011.
On a motion by Mr. Scoville, seconded by Mr. Paganini the Board voted unanimously to accept the minutes of the Special Meeting held on October 26, 2011.
OPEN TO THE PUBLIC
On a motion by Mr. Farley, seconded by Mrs. Pesce, the Board voted unanimously to open the meeting to the public. There was no one present who wished to speak.
BRD. OF EDUCATION BUDGET TRANSFERS, TABLED
On a motion by Mr. Farley, seconded by Mrs. Traub, the Board considered the authorization of a budget transfer of $4,817.40 from the Board of Education Operating Budget #5100 to the Board of Education Capital Budget #5101 to cover unexpected overages in the Technology Capital Budget from adding additional Wi-Fi hotspots at several locations in THS and TMS. This was previously approved by the Board of Education on October 19, 2011.
Ms. Proulx explained this is an additional expense beyond what was budgeted for.
Mrs. Pesce said it is early in the year to be moving money out of operations into capital.
Mrs. Traub asked if the Board of Education has encumbered 100% of their capital projects money at this point in the year. She also asked if this has already been installed, noting that money transfers are usually approved first before the purchase is made.
Ms. Proulx said she isn't sure if the Board of Finance approval for transferring from one fund to the other is necessary.
Mayor Bingham noted that during Mr. Leone's tenure, he often spoke of technology as being an operational expense, not a capital.
Mrs. Traub asked if, once the Board of Finance approves their budget, it is really up to the Board of Education to decide. She asked if the Board of Finance has past precedence to even approve this, since their budgets were approved separately. She suggested this motion be tabled until more information is available, to see if this is something that has to be done now or if it can be delayed to see how their funding on their capital side is going in February or March.
Mrs. Pesce said she would appreciate more of an explanation in the future, and to have Board of Education representation at the meeting.
Mrs. Traub made a motion to table this, which was seconded by Mr. Scoville and unanimously approved.
BUDGET TRANSFERS FOR HIGH PRESSURE AIR COMPRESSOR
On a motion by Mrs. Traub, seconded by Mr. Paganini, the Board considered the authorization of the
budget transfers stated in the Comptroller's memo of November 10, 2011, (addendum 1) to purchase a High Pressure Air Compressor To Fill SCBA from MidState Air Compressor, Inc. of Berlin, CT, having been approved by the Board of Public Safety on Nov. 9, 2011 and City Council on Nov. 14, 2011.
Deputy Chief Brunoli explained the reason for the transfer and the purchase. He said these funds were in their Capital budget to replace this compressor in a few years. After two years in service, a valve was burned out on the compressor, it overheated and leaked oil, and finally quit six months ago. He said replacing the motor was priced at approximately $23,000, and a new compressor would cost $30,000.
He explained the reason for the transfer from Operations into Capital is that, due to the dispatch center building project, the Capital funds were used and they are in process of getting the final figures of building project expenses that need to be replaced in their Capital fund. An $8500 transfer from Service Contracts into Capital is covered by the purchase of a new compressor with a five-year warrantee.
Deputy Chief Brunoli stated that this compressor is needed for daily operations, servicing 117 air bottles and 45 air packs. At a recent fire on Red Mountain Ave., two air trucks were required just to fill air bottles, he said, so this compressor is very important to Fire Dept. operations.
Mr. Bushka clarified that $11,350 is being transferred out of equipment replacement, deferred to the next budget year. Mrs. Traub noted that is the entire gear allotment, and asked what gear will not be replaced. Deputy Chief Brunoli said he will be comfortable moving items around in his equipment budget if necessary. Mrs. Traub commended him for staying within his budget.
Mr. Farley noted that the Deputy Chief's memo calls for $27,850 in transfers but the compressor will cost $26,925. Deputy Chief Brunoli explained that at the time the transfers were calculated, the bids hadn't yet been received. Mayor Bingham suggested the motion be amended to include the correct figure.
On a motion by Mrs. Traub, seconded by Mr. Paganini, the Board voted unanimously to authorize the budget transfers stated in the Comptroller's memo of November 10, 2011, (addendum 1) in the amount of $26,925 to purchase a High Pressure Air Compressor To Fill SCBA from MidState Air Compressor, Inc. of Berlin, CT, having been approved by the Board of Public Safety on Nov. 9, 2011 and City Council on Nov. 14, 2011.
ADD SECTION B TO AGENDA
On a motion by Mr. Paganini, seconded by Mr. Scoville, the Board voted unanimously to add Section B to the agenda.
USE OF CONTINGENCY – GREEN WASTE CLEAN-UP & RECYCLING SITE
On a motion by Mr. Bushka, seconded by Mr. Farley, the Board voted to consider authorizing the use of Contingency Funds for Green Waste Clean-up in the amount of $99,000 and a Green Waste Processing/Recycling Site in the amount of $13,500, approved by City Council on November 14th.
Mayor Bingham said this may be eligible for 75% reimbursement from FEMA, but nothing is certain.
Mr. Fabbri said the Clean-up bid awardee made the error of not including chipping in their bid price, as stated in the specifications. A new invitation to bid will be issued, he said.
Mayor Bingham asked what the maximum requested dollar amount is. Mr. Fabbri replied they would like $112,500 approved, for both the clean-up and processing/recycling site. He said residents want their brush picked up, and he doesn't want to delay that.
Mayor Bingham clarified the motion as the authorization of the expense of up to $112,500 from Contingency for the chipping, collection, transporting and disposal of green waste from 'Storm Alfred'.
Mrs. Traub said her concern with this is that FEMA money comes from taxpayers. She said people could be able to get rid of their own brush and trees, yet she understands the Mayor's concern that it was a natural disaster and some people suffered quite a bit of damage. She noted that residents could lose part of a tree in their yard at any point during any weather-related incident, and asked what we are opening ourselves up to in a tough budget year. Mayor Bingham said he believes it is the duty of the City to provide this service, and he is fairly certain that we'll be reimbursed for this.
Mr. Scoville asked if this would be part of the normal workload for the Street Dept. Mr. Fabbri replied that he understands they are busy finishing road paving jobs. Mayor Bingham said the Street Dept. may play a supporting role, and this needs to be cleaned up in a timely fashion.
Mrs. Pesce asked why the bids were at such a wide range. Mayor Bingham speculated that the contractors might not need the work and could bid whatever they want.
Mrs. Traub said we also have to be concerned that the bidder withdrew their bid because they misunderstood the specs. Mr. Fabbri said the specs were very clear and the bidder who withdrew didn't read them. He said the specs called for a unit price calculated on cubic feed of chipped debris, whereas the bidder assumed it would be unchipped, with a lot of air space between the branches.
Mrs. Pesce said she feels uncomfortable to give a job like this to a company in Georgia. Mr. Fabbri said the second bidder was out of Texas, and they were going to subcontract this work out.
Mrs. Pesce said she's not sure $99,000 is going to be enough. Mr. Fabbri said this is based on possibly supplementing the work with some City forces, and they are trying to be reasonable with Contingency. It could be less, or could be more, and this is their best estimate, he said.
Mr. Farley said Talon Lumber was disqualified for lack of bid bond, and asked if they would be allowed to bid again. Atty. Weaver said they would.
Mr. Bushka said he is concerned about the rebid, as $133,900 was the next lowest bid. Mr. Fabbri said they are trying to reduce the scope of the work.
Mr. Fabbri said an inspector will be stationed with the truck and chipper on the street, with another inspector at Supreme Industries, to make sure we don't pay for anyone else's debris. The trucks would be measured, and a deduction made as to how full it is, based on a visual inspection. The specs spell all that out, he said.
Mrs. Traub asked if Supreme would sell the chipped wood, and wished the City could instead benefit from that. Mayor Bingham said the City doesn't have the ability to process our own mulch. Mr. Fabbri added that a CT DEP permit is required, and they are limited. He noted that one of the problems with Supreme's competitors is the added cost of hauling material a greater distance.
Mayor Bingham clarified the motion as authorizing the expense of up to $112,500 from Contingency to this project.
Mr. Scoville asked how much is in Contingency. Ms. Proulx replied $200,000.
A vote was taken and the motion passed 5 to 1, with Mrs. Traub opposed.
BUSINESS BY MAYOR AND MEMBERS OF BOARD OF FINANCE
On a motion by Mr. Farley, seconded by Mr. Paganini, the Board voted unanimously to consider business by the Mayor and members of the Board of Finance.
Mayor Bingham reported on Hartford's two-storm panel that is looking at CL & P's preparation and reaction to the storm, and how well the local emergency operations plans worked.
Mr. Scoville wished Mr. Waldron luck as the new Administrative Assistant to the Mayor, saying what is important to the Board of Finance will be his emphasis on economic development and expanding the Grand List.
Mrs. Pesce noted that Mr. Waldron's predecessor kept the Board of Finance well-informed, which was appreciated.
ADJOURNMENT
On a motion by Mrs. Pesce, seconded by Mr. Bushka, the Board voted unanimously to adjourn at 5:55 p.m.
ATTEST: JOSEPH L. QUARTIERO, CMC
CITY CLERK
Respectfully Submitted,
Carol L. Anderson, CCTC
Asst. City Clerk
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