MEETING MINUTES
Monday, January 30, 2012
Willington Public Library – Community Room
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Members Present: ~~ Members Absent:
John Patton – Chairman Peter Latincsics
Jim Poole – Vice Chairman – arrived at 6:37 P.M.
Christina Mailhos, First Selectman
Allen Furphy
Jim Bulick
Tyler Millix.
Melissa Welsh
Donna Latincsics, Business Manager
Ken Schoppmann, Chairman Board of Finance
Chairman Patton called the meeting to order at 6:34 P.M.
Vice Chairman Poole moved to approve the minutes of January 23, 2012.
Jim Bulick seconded the motion.
Vote: all in favor – motion passes
- Discussion of Draft Report
Chairman Patton presented the budget with changes that were discussed at the last meeting incorporated in the spreadsheet. The changes we make to the project side will be reflected on the funding side. He noted LOCIP funding will be at $825.00 as of July 1, 2013. In a five year period, it is projected to be at $131,000. The Reserve fund is the same the following fiscal year, so we can make bigger additions to this without funding the expenditures in the out years. The Emergency Services fund will go from $337,000 down to $63,000. He added that he sees a few issues with this: We need to figure out if we are going to lease $389,000 that year because we have a $400,000 off budget expense. We also need to determine if it should be a lease or bonding for 2014-2015 year. It
is the same with the next year as we are looking at $457,000 and $265,000 of it is expended. Right now we have $575,000 and we are going to look for some other funding expense – leases to be paid for by the emergency services fund. On the local fund side we are putting in an additional $96,000 into the reserve fund. It is projected to start out at $251,000 for this fiscal year. However, we are projected to spend $216,000.
Chairman Patton explained we started out at $190,000 in LoCIP funds, with $225,000 of approved expenditures. We are projecting an additional $60,000 in March. (a letter will be sent from the State with the amount). If that all works out, we have $25,000 left to spend on July 1, 2012. Lynn said it does not make sense. Donna clarified that we have $30,000 that hasn’t been approved yet. The fuel island ($10,000) has also not been approved yet. These two projects will not be approved until the LoCIP funds are received. Jim Poole asked if we can guarantee that we will get the funds. Chairman Patton stated that it is not something they will take away. Ken Schoppmann added that it is predictable. Jim Bulick asked if they can take it away if we don’t use the money.
Chairman Patton said they might say something if they see we aren’t using it (but what we are really doing is letting the funds grow to fund substantial projects). Jim Poole asked Lynn if she is planning to get to the storm water project at Public Works. Lynn said yes, she is planning on it. Jim Poole asked what if we didn’t do it this year – he doesn’t believe we are going to get to it this year. Ken Schoppmann said it is also not a bad thing to use LoCIP funds. You are spending money without having to tax people. Chairman Patton stated using the LoCIP funds is always our first choice, however there are stipulations – the money must be used on non rolling stock and non school. Jim Poole said the storm water project is not on the priority list. Completing Turnpike Road should be made a priority and get it off the books. He then suggested using the storm water money towards Turnpike Road, as it is more important
at the moment. Chairman Patton stated it was a unanimous consensus to change the bottom number to $436,000.
Review of FY 13-14: Chairman Patton stated that part of the $555,000 is because there is a possibility of a drop in the Region 19 numbers that year. We will keep the funding flat to support that fund. Ken Schoppmann said that it will need to get past the Board of Finance first. Y Road Engineering project was discussed. Chairman Patton asked Lynn if Y Road is as important as Turnpike Road? Jim Bulick stated that we decided at the last meeting that Turnpike was a high priority – if we feel it is a high priority, we should reflect our spending to reflect that. First Selectman Mailhos stated that the actual work is planned two years out. Lynn said Turnpike Road is more of a priority. She also mentioned by looking at the list that Village Hill Road is not even on the list,
and that should be flagged as a priority as well. Lynn stated that we have a fund for Michalec Road improvements; where there is money left in that line item. She would like to use the money for the Engineering for that road. Donna said she will look into it. First Selectman Mailhos stated that there isn’t much money left in there. Ken Schoppmann said there is money in there – either way – why are we leaving money in there? Ken Schoppmann suggested swapping the money expended for the backhoe towards Turnpike Road improvements. Chairman Patton said we can do that, be he also sees that money being decreased from General Funds and then lease the backhoe. He added everyone wants to get Turnpike Road done as it is the most important project and we need to find $185,000 to do that. That will get as far as Fermier Road. In 2012-2013 we will go from Fermier to Moose Meadow for an additional $185,000 (which is for
drainage). Discussion was held on skim coating the top of the road and the costs – approximately an additional $500,000 to the Ashford line. When it is said and done, it will have cost a million dollars. Chairman Patton stated that it will last many years and it is the heaviest travelled local road we have. He then suggested we look at bonding. First Selectman Mailhos added that if we stay consistent with the STEAP applications, and eventually we will get it. Chairman Patton said we still need to find an additional $185,000 to finish the drainage portion of the project. We don’t really have much money in LoCIP or in the Reserve. Ken Schoppmann stated there is $34,000 with nothing associated with it. Donna stated it looks like a lease for the holder mower and tractor – just trying to find a way to make it balance. Chairman Patton said it looks like there are two leases in the same year
under13-14 local funds. The Committee asked to take the $34,000 out, and create a Phase III for Turnpike Road. We will then take $120,000 from the backhoe and put into the off budget. Ken Schoppmann stated that painting etc. for the schools for $15,000 is still on the list projected for the out years. First Selectman Mailhos stated she thinks it should not be a problem with the BOE. Chairman Patton stated this was originally added to CIP when budgets were tight. The Superintendent back then cut the maintenance line item and it was added to the CIP back in 1995. First Selectman Mailhos stated things are different now and she asked what about the Fire Departments, the Library and other departments – we aren’t controlling them like we do with the BOE.
Jim Poole asked the status of the Town Office Building renovations and the roof for Center School.~ He stated that he no longer sees it on the plan.~ Donna said it never made it on the plan.~ Ken Schoppmann said the numbers did not seem correct.~ First Selectman Mailhos said she would come back next year with a better estimate.~ Jim Bulick suggested keeping all items on the list (even if not approved) to keep the visibility.
2013-2014~~~ ~$555,000 and cash for Turnpike Road –phase III.
2013-2015~~~ Ken Schoppmann focused on what we could get into this year. Still at $555,000 paying cash for Turnpike road.
2013-2016~~~ Lynn has the number in her office worked out with First Selectman Mailhos. Something like $500,000.
Chairman Patton said putting $170,000 in the Reserve fund brings it down to $462,000. Off budget projects are: Moose Meadow and Michalec Road re-alignment.~ ~Jim Bulick asked if this should be the year to pick up on the leases for the Public Works equipment so nothing gets neglected.~ The payment of the lease on the backhoe will start in 2014-2015.~
Jim Poole asked Lynn the probability of the salt shed being completed in 2014 – 2015?~ Discussion was held on financing the salt shed.~ Chairman Patton suggested bonding as it cannot be leased.~ Ken Schoppmann asked if it can be tied in with the Turnpike Road project.~ Chairman Patton concurred.~ A minimum bond is $1million and the cost to prepare the documents is about $45,000 so you might as well make it worth it.~ Jim Poole asked if that is reasonable, or should we shift everything one year – and go for the bond that year.~ Chairman Patton suggests take the salt shed, Turnpike Road and do one between four projects in 2015-2016.~ Ken Schoppmann asked the urgency of the salt shed.~ Chairman Patton stated that it has been on the CIP plan for a few years. The current salt shed is deteriorating as it was built
in 1988 with a life expectancy of 30 years.~ The proposed salt shed will be built behind the bus lot.~ The material will be mixed and stored inside to prevent corrosion and the trucks will be loaded in the shed.
Chairman Patton asked if Y Road is more of a priority than Village Hill.~ Lynn said drainage on Village Hill is more of a priority.~ The plan is to go from Grange Road where it floods and ices over in the winter.~ Lynn added that engineering plans have already been done from the bridge past Pinecrest Road.~ Village Hill has been moved to a higher priority as it is another major throughway in Town.~ A total of 16 catch basins will be done.~ Chairman Patton suggested that Village Hill is mostly ledge. There are also many “flood zone” areas along that road.~ Lynn added the engineering plan was for a total of 136 catch basins along the entire road at an estimated cost of $500,000. Then next road in line is Schofield. Jim Poole suggested to hit the “hot spots’ and that should buy us some time. Lynn
agreed and is worried that we might hit ledge.
Y Road has been eliminated from the 5 year plan; however First Selectman Mailhos stated that it is heavily traveled by large vehicles (school busses and fire trucks). Engineering plan costs of $10,000 for the salt shed was discussed. ~ Jim Poole suggested taking plans from another town that already has had one erected.
First Selectman Mailhos said there is a lot of stuff happening that following year and is wondering if something can get pushed out.~~ She is worried from a management level that we won’t be able to handle all of that work at once.~ Chairman Patton suggested bonding those items and then stagger the work,.~ It will take some time go get the bonds approved. The engineering should take 2 or 3 years to get done and that will give us time to hold public hearings to make the public aware of what is going on and let them approve. First Selectman Mailhos asked when that would go to Referendum. Chairman Patton suggested after the Engineering has been done to have the documentation and cost estimates.
Jim Poole asked Lynn if Polster Road Bridge is more critical than Village Hill? Lynn said if Love’s Travel Stop goes in, it would, but at the moment Village Hill Road gets more thru traffic. Jim Poole asked about Daleville Road Bridge – Lynn said she has received the report from the State. She and Karl plan to assess, looking for fractures however they need to wait for the water to recede. Jim Poole suggested putting it on the list – 4 ½ years out. Chairman Patton added if we start doing Village Hill Phase I and part of Phase II, the salt shed and Turnpike Road, that brings us to almost $1.5 million – meaning a 20 year bond at $75,000. Melissa Welsh stated she is more comfortable with a $1 million bond. Jim Poole suggested with the list of projects we have
it might as well be $10million. Ken Schoppmann added if we don’t start tackling these projects it will end up in trouble. At that point in time the net increase in bond will be $120,000 at that point the library bond will have declined. That also doesn’t include possible STEAP grants – there are other possible funding vehicles there. We will just use it as a placeholder. Jim Poole asked First Selectman Mailhos how she feels about presenting that to the Board of Finance. Ken Schoppmann stated he will make the BOF aware of it ahead of time. He added that we are way under where we were 4 or 5 years ago. It is not going to be easy this year and he is not sure how we are going to get there without creating a tax nightmare.
The 2015-2016 FY –local side putting away $421,000 putting more in the General Reserve and looking at $ 1.9 Million of off budget expenditures. Leasing will be $265,000 and $178.000 will come out of the Emergency Services Fund.
Chairman Patton reviewed FY 2014-2015:
Ken Schoppmann asked for the balance at the end of each of the years:
The projected General Reserve ending balances will be:
July 1, 2014: $117,000
July 1, 2015: $262,000
July 1, 2016: $422,000
The projected LoCIP funds ending balances will be:
July 1, 2012: $25,825
July 1, 2013: $825.00
July 1, 2014: $60,201
July 1, 2015: $72,201
July 1, 2016: $131,577
Chairman Patton added that the Emergency Services fund will have $30,000 of operating expenses falling out. Ken Schoppmann stated that we may have to delay the truck purchase and the $60,000 refurb request. Chairman Patton said pushing an ambulance is last thing you want to do. Ken Schoppmann said these are the choices we are going to have to make. He added that the real issue is not the understanding of what the revenue stream is going to be – it is the healthcare changes that affect it.
Chairman Patton stated that he is glad to have representation from the Board of Finance and Board of Selectmen on this committee, because you guys need to sell this and at the end of the day it has to be implemented and then move on to something else. Ken Schoppmann added that we are going up from $377,000, which is less than a .2 increase. We aren’t talking about a huge tax increase but we are putting this plan on a more solid ground.
First Selectman Mailhos asked the status of the Town Office Building roof repair. It was voted to keep in the plan for the next two years. Ken Schoppmann suggested fixing the numbers and adding it to next year’s list. Jim Bulick added that this Committee should still put the things that we decided not to fund on another list.
Approval has been tabled until the next meeting. The Narrative will also be presented at that time. First Selectman Mailhos stated that the Board of Selectmen will have a budget meeting next Monday. They must approve the BOS budget with the CIP by next week at their regular meeting, as it must be handed to the Board of Finance that week.
- Schedule additional meetings
Next meeting will be held on Monday February 6, 2012 at 6:30 P.M. at the Town Office Building – lower level. The draft report will then be approved with the narrative.
Future meetings will be held on the second Monday of every month, beginning in May (after budget season is over). First regularly scheduled meeting will be Monday, May 14, 2012 at 6:30 P.M.
The meeting was adjourned at 8:31 P.M.
Respectfully submitted,
Robin Campbell
Administrative Assistant -Board of Selectmen
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