Town Office Building January 12, 2015
Selectmen’s Conference Room 5:30 P.M.
First Selectman Mailhos called the meeting to order at 5:30 P.M with Selectmen Kowalyshyn & Blessington, Business Manager, Donna Latincsics and Youth Family Social Services Director, Camber McCue.
Donna presented the current budget with place holders for Emergency Preparedness and EDC, as they still hadn’t submitted their budgets. The others, who usually send in courtesy budgets (Parks & Recreation, Planning & Zoning/ Land Use, Willington Fire Dept #1/Ambulance/dispatch; and the Town Clerk have not submitted anything, but Donna has added place holders in for them to assist in the Selectmen’s budget preparation. Selectman Blessington stated it would have been nice for them to at least submit a courtesy budget to Donna, so she could prepare an accurate budget.
Donna noted that the Dog Warden submitted a nice request this year; including a cover letter.
Camber McCue presented the Youth, Family & Social Services budget which is currently at $57,837 (an increase of $7,537; 15.0%.)
First Selectman Mailhos reminded everyone in attendance that the WYFSS Department gets a grant from the Town based on the recommendation of the Director. Whatever is not spent stays in the fund balance, rather than returning to the General Fund. This goes the same for the Library, Recreation Commission and the Fire Departments.
The WYFSS Fund Balance currently has a balance of $30,000. First Selectman Mailhos stated that is more than she originally thought. Donna stated that she was going to double check the figures and confirm.
Camber presented the line items in the budget. Dial-A-Ride is staying the same. TVCCA will decrease by -$508. Selectman Kowalyshyn suggested looking into a matching grant for the TVCCA. The salary line item will be increased 3% and the office supplies will be increased to $400.
The purchased services line item was discussed. United Services has asked for an increase of $2,400 this year; totaling $4,200. Camber stated that she researched the amount of what we (the Town) actually use, and it is much lower than what they are requesting. Camber will negotiate with them and might come in lower than what is currently budgeted for at $2,000.
The NECASA Prevention Council Grant and Programming items were discussed, as the lines have not shown expense activity in the past. Donna knows that the money was spent, but thinks that the expenditure piece was accounted for in a different line item in FY 13/14. The FY 14/15 line is also showing a discrepancy, because the money is encumbered, but hasn’t been spent yet (an order was placed for drug lock-boxes, but was later cancelled because the supplier could not fulfil the order. Camber is looking to purchase them elsewhere). Selectman Kowalyshyn stated the way it is currently listed, looks like it is a new line item. Donna stated that she would research and find out what the money was spent on in FY 13/14, and will be tracking it correctly going forward.
First Selectman Mailhos noted that the fund balance seems healthy, and we should use some of that money to offset some of the increases. Selectman Blessington suggested covering the entire increase of $7, 537 from the fund balance. He added that is one of his pet peeves that the departments continue to ask for money but do not use their fund balance to help offset their budgets. Selectman Kowalyshyn suggested using the fund balance to cover $4,000 of the increase, so we aren’t taking that much from the balance so it does not get too low. First Selectman Mailhos stated that she has asked what the plan for the fund balance was going to be in the past and there had never been a clear idea. She then clarified if there were some sort of big ticket wish list item, she would hope it would go
before the CIP Committee instead of taking from the fund balance. She added that $25,000 seemed like a healthy balance. Robin Campbell recapped that last year, the Selectmen decided they were not going to take any more money from the fund balance to cover the WYFSS Director going forward. The Selectmen were in agreement, but also noted that the fund balance has more in it this year than anticipated.
First Selectman Mailhos asked the donation line item. The budget shows that we have not received any donations in FY 13-14. In FY 14/15 we received $403.00. Camber clarified that most donations come in for a specific line item and the food pantry and fuel bank are the most popular, which also show the donation revenue. The general donation line is when a donation is made in a unique and unspecified situation. For example, gift cards at Christmas to families in need. Donna stated they may also have been solicited donations. Selectman Kowalyshyn stated that is a great idea to actively solicit donations and noted that it can also be a write off and it helps our neighbors.
The fuel bank and food pantry are “off budget” items. First Selectman Mailhos noted that the fuel bank fund seems pretty low for this time of year. She suggested sending out a public notice to let residents know.
It was decided that $4,000 will come from the fund balance. Camber will look at the line items to see if she can work the budget down to offset the remaining $3,837 increase. Selectman Kowalyshyn asked to see the ending fund balance for FY 12/13. First Selectman Mailhos asked for the last 5 years.
The Selectmen thanked Camber for coming. Selectman Kowalyshyn encouraged Camber to reach out to neighboring Towns to collaborate with them to see how they run their departments; perhaps they could help her.
He Board moved on to other items in the budget.
The accrued sick days line item has been increased an additional $15,000. Donna is trying to work having that line item fully funded. This is to cover the accrued sick days of the employees (including increases) each year. This was suggested by the Actuary last year. The fund is short by $38,000. Selectman Blessington stated it is too easy to cut something like this and feels if we do not fund it, we could end up in trouble. It was decided that the pension fund, which is decreasing by -$9,727 should be transferred to the accrued sick days fund. First Selectman Mailhos suggested adding to it each year in increments and perhaps proposing a five year plan to cover unfunded liabilities in the future. We will eventually get caught up and won’t have to add to it.
The Dog Fund (Dog Warden’s) budget was discussed. The Dog Warden is requesting an increase of $2,598; 11.99%. The increase reflects $300 for fill in help and the other increase is to “true-up” the propane line item at $2,300.
Donna has added an increase of $1,980 under the Capital Projects line item. This is for the Housing Authority to cover their insurance and their recording secretary salary. Donna stated that she is just using this line to cover the Housing Authority’s request and she will transfer it to their account on July 1st. The reason she added to this line item is because the Housing Authority was set up as a capital project in our budget. First Selectman Mailhos clarified that they are really more like a department and should have their own line item. She then noted they have a lot of items that they are responsible for (such as the rental properties, water and sewer usage) and we don’t see it. Selectman Blessington asked who monitors them? Donna clarified that the money that the Town is
giving them to support the secretary and insurance is separate from their operating budget. She said we do not see their operating budget; the ASHOW board is the only ones who see their budget.
First Selectman Mailhos stated that their operating budget is only going to grow once Button Hill is built. She then noted that it might be a good idea to incorporate their budget within the Town’s to have someone monitor it.
Selectman Kowalyshyn asked who is overseeing their budget to make sure it is in balance? She clarified that the Fire Department, Library, and Cemetery Association ask us for money and we ask them for a report to see what they are doing with the money. She clarified that she believes they are doing the right thing, but there is no paper trail. First Selectman Mailhos stated it might be a good idea to begin line items for them now –especially if they are asking us for money and before they grow. The Cemetery Association is also in the same situation. Donna will request budgets from them and will ask them to file requests and reports like the other departments do.
Selectman Kowalyshyn moved to adjourn the meeting at 7:55 P.M.
Selectman Blessington seconded the motion.
Vote: 3 Yes (Mailhos, Kowalyshyn & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Robin Campbell
Administrative Assistant
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