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Board of Finance
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REGULAR MEETING MINUTES Wednesday, FEBRUARY 13th, 2008
Members In Attendance: Steve Larcen, Chairman Jeff Langan, Secretary Jill Carini Also In Attendance: Andrew McKirdy, Deputy First Selectman Anna Johnson, Finance Director Isidore Schwartz (resigned) Absent: Bob Jones Allan Taylor A. Call Meeting to OrderChairman Larcen called this Regular Meeting of the East Lyme Board of Finance to order at 7:00 PM. He noted that due to a lack of quorum that the items that would be addressed this evening would be non-action items such as the Audit Report, Finance Report and other housekeeping items. No voting items could be entertained this evening.
B. Pledge of AllegianceThe Pledge was observed.
C. Delegations Mr. Larcen called for delegations.
There were none.
D. Approval of Minutes ¨ Wednesday, January 9, 2008 – Regular Meeting ¨ Wednesday, January 23, 2008 – Special Meeting
E. Reports a. First Selectman’s Report Mr. McKirdy noted that he did not have a report.
b. Financial Report Ms. Johnson read over her report (attached at end of Minutes) and asked if there were any questions.
Mr. Langan asked if the tax collections are comparable to last year. Ms. Johnson said that she thought so.
Mr. Larcen noted the revenue report that was in their packets and asked about the figure under AR balance in tipping fees commercial. Ms. Johnson said that it should not be there.
Mr. Larcen asked about landfill deposits noting that they seem a bit low and asked if they were seasonal. Ms. Johnson said that she will follow-up on that and report back to them at their next meeting.
Mr. Langan asked about the CAFR total on page 22 of the expenses. Ms. Johnson said that it is the total for general government. Mr. Langan asked if the 68% expenditures at this time was cause for concern. Ms. Johnson said that she had just made a defined benefit contribution which would make that line item pretty well expended for the year.
Ms. Johnson noted that she had passed out green folders that had other information in them from the time that the packets had been sent out. She said that she would put state revenue update information I these folders up until the time of the budget as they receive updates from CCM.
Mr. Larcen noted that the PILOT monies showed a drop of $249,000 and asked which prison property this related to. Ms. Johnson said that she had looked at that and that the prison was previously assessed at $39M but the mill rate was higher and that it now has a $42M assessment but with a lower mill rate. Mr. Larcen commented that he thinks that this is a substantial drop in revenue monies to the Town.
Mr. Langan asked if there is an avenue for appeal. Ms. Johnson said that she did not know. Mr. Larcen suggested that they speak to Representatives Jutila and Stillman as Montville has a similar situation.
Ms. Johnson recalled that there was a previous question on the Town of Salem billing and payments and that she had checked and a bill is sent promptly to Salem. Salem gets it and reviews it for accuracy and then pays it. She said that they are a smaller Town and that they have to call people in to sign checks. Further checking showed that 12/26/07 was when the December check was received at the Board of Ed and it was deposited on 1/3/08 due to the holidays. She said that she also spoke with the Business Manager at the schools and found that they do promptly forward the check once they receive it. She said that everyone is aware that it is being watched so that it will be done in a timely fashion. She said that she also attended a rate meeting with Salem and the Board of Ed and found that there are three (3) different rates that are charged based upon the student and their needs. In the last fiscal year there was $248,000 more that should have been charged so it will be added to this fiscal year.
F. New Businessa. Accept Resignation of a Board of Finance member and fill the vacancy
b. Presentation of Audited Financial Statements – June 30, 2007 John Lanza, Senior Auditor with Kostin & Ruffkess passed out copies of the Preliminary Draft of the Financial Statement of the Town. He said that the financial statements are due this to be filed with the State this week Friday (2/15/08). The final copies will be printed in the morning. He explained their report – the Independent Auditor’s Report – that could be found on pages 1 and 2 noting that they had been given an unqualified opinion which is the strongest opinion that can be given. He then explained the balance sheet on Page 20.
Mr. Langan asked under what activities the general fund would have to transfer monies to other funds. Mr. Lanza said that there are no prescribed areas to speak of.
Mr. Langan asked about the encumbrances in the amount of $525,000 and asked if there were a lot included in this amount that predate this fiscal year. Mr. Lanza said that there was not much that went to other years and that 75% of this amount relates to the Board of Ed and that it is a consistent figure. He noted that encumbrances are firm commitments that have been made prior to the year end for goods or services.
Mr. Lanza noted that $700,000 was needed to balance the budget that year leaving a $4M or 7% undesignated fund balance. He said that it is important to be consistent in the fund balance. In FY 06-07 the fund balance was 8.4% and in FY 05-06 it was 7.7% and it is now at 7%. The emphasis is on consistency. He continued that on the sewer assessments fund that about $2M per year is transferred to the General Fund to pay the sewer debt. And – because there is a higher incidence of fraud in this area (geographical) and because this is where cash is being handled, it is carefully tested to look for back-up documentation on the cash movement. The area factor is also included in other areas. He then directed them to Page 25 – the general fund statement of revenues, expenditures and changes in fund balance and explained that the $520,863 that was required to balance the budget grew to $1.2M through appropriations and other expenditures. This produced a net deficit of $275,377.
Mr. Larcen noted that the revenues were stronger with what was received from investments. Mr. Lanza said that was correct.
Mr. Lanza then directed them to pages 77-79 to go over the results of the testing that they did and their ‘findings’. He noted that a lot of what they test for comes from GASB requirements – the government accounting principles. Regarding the preparation of financial statements and the comments found on Page 77, Mr. Lanza suggested that as this is a new reporting standard enacted this year, that they look at how they can accomplish it in the next couple of years.
Mr. Lanza said that on page 78 the finding is that the Town did not reconcile the general fund checking accounts within a timely manner. He said that 30-45 days is deemed to be a timely manner and that this is not a new finding. He said that during the April to May time frame that the Town had significant changes and that they went from 30 to 55 bank accounts plus changed Finance Directors.
Mr. Larcen noted that when he was in a previous discussion with Mr. Lanza, Mr. Formica and Ms. Johnson that they had said that they would like to use the existing accounts rather than to keep opening new ones. Mr. Lanza concurred and said that he had suggested a pooled cash system and that he expects it to be in effect soon and that this should also cut down on the amount of work that has to be done.
Mr. Lanza said that the finding on page 79 relates to the Board of Ed and grants that it received and explained that part of the grant requirement is that they have to spend the money before they receive it. Because they did not do this, he had to report it.
Mr. Langan asked if they had to return the monies in this situation. Mr. Lanza said that while it could have been a requirement that it was not in this case. He noted that with the new system for grants in place that they could do things simultaneously and avoid this situation in the future.
Mr. Lanza then passed out the audit letter and directed them to page 2. He noted that most of the comments and recommendations relate to the Board of Ed and that they are repeats from the previous year. In general the majority relate to insufficient documentation to support the handling of cash receipts or to support journal entries. The one for $69,662 was for an encumbrance where the specific criteria to support it was not found. With respect to the finding for the Water & Sewer Department – this is a repeat from the previous year and the issue is that one person should not be handling all of the affairs of the Water or Sewer record keeping.
Mr. Larcen asked Mr. Lanza what the magnitude of the issues was for the student activity funds at the Middle School and Lillie B. Haynes. Mr. Lanza directed them to page 69 which itemize the starting and ending monies.
Mr. Larcen asked about the encumbrances of $69,662 and if they become an expense for this year. Mr. Lanza said that sometimes they could but that in this case about $40,000 of this was for insurance purposes and the rest was not actually spent.
Mr. Larcen noted that when they had all met previously that Ms. Johnson had also figured a way to do away with the finding for Water & Sewer so that the duties are divided.
Mr. Lanza said that they also tested the tipping fees/landfill receipts and did not see anything significant there. They also looked in other departments and found one that did not have enough documentation to know where the monies should be assigned to. They worked with the clerk in that department to document the receipts more fully.
Mr. Lanza noted that on page 3 they had summarized the general government comments.
Mr. Langan asked if the Tax Collector knows about the changes and his responsibilities. Mr. Lanza said yes.
Mr. Larcen asked if the reconciling would get reduced with the reduction in the number of accounts. Mr. Lanza said yes, most definitely. He added that it would also cut down significantly on the work load.
Mr. Larcen asked if, when Mr. Lanza had reported the $140,000 encumbrance figure – if the $84,625 was taken out. Ms. Johnson said no. Mr. Larcen said that $140,000 would then be reduced to around $60,000. Ms. Johnson said yes.
Mr. Langan asked about the FY 06-07 plan contribution amount. Mr. Lanza said that it was maybe a few thousand dollars and that it related to one individual.
Mr. Lanza said that this report is due this Friday and asked if they thought that he would need to come back. Mr. Larcen said that there are some absent people this evening and that if they want him back that they would ask him. He noted that the encumbrances were of concern and that they were discussed before and now. He thanked Mr. Lanza and said that he appreciates their work. (All pages referenced are attached at end of minutes)
c. Budget Transfers - $13,500 for additional Audit Services
d. Special Appropriation $2500 – Youth Services – reimbursable from 501(c)3 closeout
e. Special Appropriation - $6,250 – Youth Services – Special Grant Program
f. Special Appropriation $250 – Youth Services Reimbursable from Smith Insurance funding
g. Budget Transfer - $20,448 – First Selectman Compensation
h. Discuss Schedule for Special Meetings: Proposed 2008/09 Budget Mr. Larcen asked about the CNRE meetings and when they would be holding them. Ms. Johnson said that they have been meeting and that they will wrap them up in a week or so. She also noted that the Board of Selectmen has set up a special meeting with the Board of Ed for them and the Board of Finance to hear the Board of Ed budget presentation, for Wednesday February 27, 2008 at the INTV Room at the High School. The Board of Selectmen would be doing the agenda for this joint meeting.
Mr. Langan and Mr. Larcen suggested that the Board of Finance also hold its’ own review of the Board of Ed budget at another time as it is a large budget and they would have a lot of questions.
Mr. Larcen suggested that they move the CNRE to the first meeting so that they will have that upfront. Ms. Carini concurred and said that she would like to hear it first for the big picture.
After much discussion, it was agreed that the Tax Collector would be moved from Meeting 1 to Meeting 2 and the Treasurer would be deleted from any meeting. The CNRE would be discussed in Meeting 1 and deleted from Meetings 7 and 8. The Board of Ed would be in its’ own meeting with the Board of Finance on April 1, 2008 at the High School INTV room pending further contact with the Board of Ed and checking to make sure that the room is available. More information would follow. The following schedule was determined for the purposes of budget reviews and deliberations: Budget Reviews Meeting 1 items – Monday - March 17, 2008, Town Hall Meeting Room – 7:30 PM Budget Reviews Meeting 2 items – Monday – March 24, 2008, Town Hall Meeting Room – 7 PM Budget Reviews - items from Meeting 5 – Friday – March 29, 2008 – Town Hall Meeting Room – 5 PM Budget Reviews - items from Meetings 3, 4 and 6 – Saturday – March 30, 2008 – Town Hall Meeting Room – 9 AM Budget Deliberations – Friday – April 4, 2008 – Town Hall Meeting Room – 5 PM Budget Deliberations – Monday – April 14, 2008 – Town Hall Meeting Room – 7 PM
It was further discussed that they would need to schedule a Special Meeting for the purposes of taking up the voting matters that they could not attend to on this agenda due to the lack of quorum. The first available meeting time was Wednesday, February 20, 2008 at 6PM until 7:15 PM as the Board of Selectmen has a meeting scheduled to commence at 7:30 PM in the same meeting room.
G. Public Discussion Mr. Larcen called for Public Discussion.
Mike Schulz, Lovers Lane said that he has a question on the health insurance for the upcoming budget year. He said that he would like to know what the percentage increase is for FY 08-09 for all employees.
Ms. Johnson said that she is looking at a 15% increase at this point in time.
H. Board Comments There were none.
I. Adjournment Mr. Larcen adjourned this meeting at 8:45 PM.
Respectfully submitted,
Karen Zmitruk, Recording Secretary
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SPECIAL MEETING MINUTES FEBRUARY 21, 2008 EAST LYME BOARD OF FINANCE
Members in attendance: Steve Larcen, Chairman Jeff Langan, Secretary Bob Jones Allan Taylor Jill Carini
Also in attendance: Paul Formica, First Selectman Anna Johnson, Finance Director
I. Call Meeting to Order: Chairman Larcen called this Special Meeting of the East Lyme Board of Finance to order at 7:02 p.m.
II. Pledge of Allegiance: The Pledge of Allegiance was observed.
III. Approval of Minutes:
IIIa. Regular Meeting January 9, 2008:
Allan Taylor stated that there were some items that were mentioned at the January 9, 2008 meeting that were supposed to be on the next agenda, and they were not.
Chairman Larcen stated that they couldn’t add new items to a Special Meeting agenda so he will make sure they are on the next Regular Meeting agenda. They can be discussed if they are not an action item.
Motion (1): Jeff Langan moved to approve the Regular Meeting Minutes of January 9, 2008.
Seconded by Bob Jones.
Motion passed 5-0.
IIIb. Special Meeting January 23, 2008:
Allan Taylor stated that on Page 4 the third paragraph second line it should say, “Ms. Johnson said that the bond agencies are now starting to rate management so written policies would be good. She added that there are places that they can go to find best management practices.”
Mr. Taylor stated that on Page 5 the fifth paragraph should say “Mr. Taylor explained that the Board of Finance is the only one who can give opinions on the Board of Ed budget but they could not specify line items or amounts per line.”
Motion (2): Jeff Langan moved to approve the Special Meeting Minutes of January 23, 2008 as amended.
Seconded by Allan Taylor
Motion passed 5-0.
IIIc. Confirmation of Chairperson Election Vote:
Chairman Larcen stated that at the time of Chairperson vote the Secretary didn’t record the individuals who voted, and the proper way to correct this it to redo the vote.
Motion (3) Jeff Langan moved to appoint Steve Larcen as Chairman of the East Lyme Board of Finance
Seconded by Jill Carini
Aye: Jill Carini, Jeff Langan, and Steven Larcen Abstained: Bob Jones and Allan Taylor
Motion passed 3-0-2
Mr. Taylor stated that he had a reason for abstaining about things that have transpired and he would discuss them at a later time.
IV. Delegations:
Chairman Larcen called for delegations.
There were none.
V. Reports:
Va. First Selectman
Mr. Formica stated that they are continuing with their Budget Reviews and they are most of the way through them. They have seen all of the department heads and next week they will be meeting with the Board of Education and they will start their deliberations a day or two after meeting with the Board of Education and then the Board of Selectmen will present the budget to the Board of Finance after that.
Chairman Larcen state that there have been a number of items for action this evening that were acted on by the Board of Selectmen and Mr. Formica can comment on them when we get to them.
Mr. Formica stated that there is a meeting downstairs and they will be having an Executive Session regarding action on the High School Gym Floor so he will need to go to that meeting as well.
VI. New Business:
VIa. Budget transfer $13,500 for additional Audit Services:
Motion (4) Jeff Langan moved to transfer $13,500 from account 8-01-01-114-200-290 (Insurance – PD&L) to account 8-01-01-126-200-231 (Audit Services) for additional services related to completing the June 30, 2007 audited financial statements.
Seconded by Allan Taylor (for purposes of discussion)
Mr. Formica stated this was a bill for audit work that was outside the scope of the audit. The bill is for $15,000.00, but this transfer would be made to an account that already has $1,500.00 available so that is why the amount is $13,500.00. This needs to be done in order to move the audit forward. In the future with changes that have been made in the Finance Department we do not expect this to happen again.
Chairman Larcen stated that Mr. Jones had outlined the history as far as this matter goes. In the future this should be brought to the Board of Finance’s attention as early as it is discovered. He has met with the auditors on three occasions and it was clear there were numerous issues needing reconciliation, the natural transition with the new Finance Director, and the new bank accounts. There was no quorum at the last meeting and he feels that it is proper to have the auditors return to give every member the opportunity to get the information from them.
Allan Taylor stated that part of the auditors contract was to meet with Town Management, and he is not sure what the additional money is they are requesting on the $7,800 invoice, since those tasks are supposed to be in the normal scope of their work. He finds it hard to authorize this money when there is no basis and they are putting items in their bills that include reconciliation of balances of the audit of 2006. This seems peculiar, does that mean their 2006 audit was not correct? It is the responsibility of the Board of Finance and he feels the Auditors should come before us and then we will make our decisions, at this stage he doesn’t have an answer.
Chairman Larcen stated that we could table this item until after the Auditor returns.
Allan Taylor stated that there is a lack of information and not enough documentation of what we are going to be voting on.
Mr. Formica asked what items they are referring to.
Allan Taylor stated the meeting with management, Board Chairmen, and Selectmen, which is the last item on the first page. The January 15, 2008 invoice for $7,800.00, and then the February 12, 2008 invoice which referenced the reconciliation work of the prior fiscal year.
Allan Taylor stated that he had announced a month before that he would not be at the meeting the Auditors were at, and there was plenty of notice.
Mr. Formica stated that the second invoice of February 12, 2008 was not in his packet.
Chairman Larcen stated that the Finance Director is expected to adjust all beginning balances at the beginning of the Fiscal Year, and Mr. Johnson’s predecessor didn’t establish all of the balances.
Allan Taylor asked if that means there were 12 months without accuracy?
Mr. Formica agreed that we would get answers to everyone’s questions.
All members agreed to table this matter until they can meet with the Auditors again.
(Mr. Taylor requested that action be taken on item VId before items VIb and VIc because there would be significantly less discussion on item VId than the other items)
VId. Special Appropriation $250 – Youth Services Reimbursable from Smith Insurance funding:
Motion (5) Allan Taylor moved to transfer $250.00 into program supplies line item # 8-01-45-422-300-321 received from Smith Insurance Company. The funds will pay for shirts, basketballs and end of the year banquet.
Seconded by Jeff Langan
Motion passed 5-0
VIb. Special Appropriation $2,500 – Youth Services – reimbursable from 501(c)3 closeout:
And
VIc. Special Appropriation $6,250 – Youth Services – Special Grant Program
Mr. Formica stated that they might want to table these items to have the director of Youth Services and the former Director who happened to be a member of the 501(c)3 program to be in attendance to present these items to them.
Allan Taylor stated that last year an agreement was made that they will continue to generate the same income and they would eliminate their administrative person, and that was not done. They were approximately $80,000 short. This money should offset the money they were short. They shouldn’t be able to take $2,500 for attendance at conventions and such. This money belongs to the Town and the new grant of $6,250 is to pay for the administrative person that shouldn’t even be there anymore.
Mr. Formica stated that he passed along to the Board of Finance the spreadsheet of the Youth Services monies back to Fiscal Year 2004 so that may help them to understand back to when Youth Services was a Grant Agency. He is also investigating the minutes of that meeting where that agreement was made. There may be some confusion regarding the promise of further Revenues and the cutting of the administrative person. They expected this to be tabled so they can come in and present their position.
Chairman Larcen asked where the Revenue from Youth Services actually goes?
Anna Johnson stated that these would be for accounts 8-01-03-300-321, which is for state revenue, and 8-01-05-500-520, which is a local account for Youth Services fees.
Chairman Larcen that these fees weren’t budgeted and that there was revenue earned of $11,000.
Anna Johnson stated that account 8-01-08-800-819 was for local revenue for taking in fees.
Allan Taylor asked what account donations go into.
Anna Johnson stated that those would go into a fee account. She distributed green folders to the Board with memos from the director of Youth Services with an attachment and there is a reference to a page on the State website, which is some supplemental information as to what has already been provided to them
Motion (6) Bob Jones moved to table Items VIb and VIc until Youth Services can come and present this to them.
Seconded by Allan Taylor
Motion passed 5-0
**Mr. Formica left the meeting.
VIe Budget transfer $20,448 First Selectman compensation
Motion (7) Bob Jones moved to transfer $9,000 from account 8-01-01-114-100-124 (Pension) and $11,448 from account 8-01-01-114-200-290 (Insurance – PD&L) to account 8-01-01-101-100-111 (First Selectman) for the purpose of compensation due to former First Selectman Beth Hogan and to establish the salary rate for the current First Selectman Paul Formica
Seconded by Jill Carini
Allan Taylor stated that attached in the packet of information they received is a copy of the consent calendar from November 19, 2003. It specified that if a First Selectman were only in office for one term they are not eligible for Pension and any 401 contributions they made would be returned to them. What does the money we are voting on tonight represent? Is this an increase in salary or a return of her 401(k) money?
Anna Johnson stated that is a combination of the compensation the former first selectman should have received and what is due to the current first selectman, of this there is $14,071 due to Beth Hogan and the balance is due to Paul Formica. The spreadsheet attached in their folders itemizes the salary and the COLA given to management that year. When that policy was enacted the First Selectman at the time chose to have his COLA put into his 401 plan. The COLA was never added to the line item for the First Selectman’s salary.
Allan Taylor asked if this was for Beth Hogan’s entire term in office.
Anna Johnson stated that at the time Ms. Hogan took office her salary should have been $87,343.00 but she received $81,536.
Allan Taylor asked why that was?
Anna Johnson stated that she was not sure why, she found some documentation and she forwarded it to the Town Attorney to provide interpretation and she asked how this should be handled and that is how this has come about.
Allan Taylor wanted it clarified that the money she put into her pension would be returned but not the Money that the Town contributed.
Chairman Larcen asked if we are rolling over to her just what she put in?
Allan Taylor stated that she is not eligible for the earnings on the Town side of her pension. Were there any other programs that she participated in as far as investments with the Town?
Anna Johnson stated that she only participated in the 401(a) plan.
Chairman Larcen asked if there is any expense to the Town?
Allan Taylor asked if there was definitely not going to be any additional expenses for any other prior first selectman?
Anna Johnson stated that there is no additional history, this would resolve it all. The Town contributes 5% of salary to the plan, and if the employer contributes a full 4% then the Town would contribute another 2%, the First Selectman prior to Ms. Hogan chose to put his COLA into his pension and it wasn’t attributed to his salary, which it should have been, so the First Selectman’s salary wasn’t where it needed to be.
Allan Taylor asked if the 7% would still belong to the Town, and the only return to Ms. Hogan would be the 4% she put in.
Anna Johnson stated she would be returned the percentage she put in.
Allan Taylor asked if this is approved then the only other thing would be the money she contributed to the 401(a)
Anna Johnson stated yes.
Jeff Langan asked if this is to cover Mr. Formica for this Fiscal Year and then the budget will be adjusted?
Anna Johnson stated yes.
Motion passed 5-0
VIf. Special appropriation $1,000 CERT grant
Motion (8) Allan Taylor moved to approve the Special Appropriation $1,000 CERT grant, reimbursable by the State.
Seconded by Bob Jones.
Steve Larcen stated this is for Field Guides, which is a guide to a response teams actions.
Allan Taylor stated that this money would be returned from the State.
Motion passed 5-0
**There was a brief recess in the Special Meeting**VIg. Review and Discussion of Budget Review Schedule
Anna Johnson stated these were all estimates of how much time may be taken for each departments review. There is a Public Hearing on April 28th so we should have our budget by April 22. There is a tight window between March 27 and April 22. She has had discussions with Mr. Taylor, Mr. Jones and Mr. Formica about this schedule. They have scheduled a Saturday meeting, which Mr. Formica thought may take 3 or 4 hours, Mr. Jones will not be available for a Saturday meeting.
Mr. Jones stated that he is not sure about Friday nights either. In the last week of the month there are not many meeting at Town Hall, maybe we can squeeze our reviews in then, so we can get the room. We have made a commitment to televise our budget review meetings. On the March 18th meeting there is a review of projected revenue for 60 minutes and debt services for 20 minutes, and long-range capital of 30 minutes. He does not think that Projected Revenue will take an hour.
Anna Johnson stated that it would depend on the discussion of the Board.
Jeff Langan stated that we would start with Revenue so we know where we stand overall. There are 100 line items of revenue in the budget.
Bob Jones stated it is hard to review the line items without the department heads to explain them. For example last year marriage license revenue was down; there is no way we can increase that. If we have reviewed the list prior then when the department heads are here we can make our recommendations to them.
Chairman Larcen asked Mr. Jones what times he would suggest.
Bob Jones stated for debt services he would think approximately 10 to 15 minutes, long-range capital can be long and it probably should have been reviewed in November with the new members. There is one more meeting of Long Range Capital and it is pretty cut and dry, that would give us a pretty short meeting.
Allan Taylor stated that historically Revenue has been what we learn last; the State takes their time getting us their information. We do know the Town Revenue, but as far as what the State is going to give us that is always the last thing we find out.
Bob Jones stated that it is a good idea to have some idea of what the revenues are, but it can’t be dwelled on because we won’t know any exact numbers.
Jeff Langan stated that it is good to know variables and vulnerabilities.
Anna Johnson stated that any debt services is what it is.
Allan Taylor asked it there was any one-year bonding in this budget.
Anna Johnson stated that the only one year bonding is the water projects, and that would affect subsequent years budget.
Chairman Larcen stated that the Saturday meeting’s grouping would be approximately an hour to an hour and a half, maybe that could just be added to the March 18 meeting.
Jill Carini asked if the meeting was scheduled for 6:00 to 9:00 or is it open-ended.
Bob Jones stated that it is open ended; we could possibly be there as late as 11:00.
Chairman Larcen stated that we have discussed having longer meeting by moving the 6 items from the Saturday meeting to the March 18 meeting.
Anna Johnson stated that she is not sure you need to meet with Probate, as their numbers are governed by State Statutes, and she is not sure about Ledge Light.
Allan Taylor stated that he did want to meet with Ledge Light.
Chairman Larcen asked whether Board of Assessment Appeals was necessary.
Anna Johnson stated that the Assessor would go over that.
Bob Jones stated that some were very cut and dry for example the First Selectman can take five minutes of explanation, and Government and Miscellaneous Benefits are what they are and may be only a half hour.
Allan Taylor stated that many are quick, but we should see them all.
Chairman Larcen suggested that all of the quick ones be grouped together for one meeting and that the Saturday meeting be moved to another date, so we would just need to find one more meeting time.
Bob Jones stated that the big ones are public works and the police department. The Fire Department is usually quick.
Anna Johnson said that the Fire Department is currently 20 minutes, should she change it to 15 minutes.
Bob Jones stated that 10 minutes would probably be appropriate.
Anna Johnson stated that Animal Control would be a bit lengthier this year than in the past.
Chairman Larcen stated that 20 minutes should be left on Emergency Management as they may have questions. We need a meeting between March 18 and April 1 or April 4.
Anna Johnson asked if they wanted to keep the meeting on March 28.
Bob Jones stated he would like to move the Police Department, Emergency Management and Animal Control.
Chairman Larcen suggested it be started at 5:00 in order to get out at a reasonable time.
Bob Jones said they could leave it, but he devotes a lot of time to the Town during the week and the weekends are for his family.
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