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EAST LYME BOARD OF FINANCE
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Scroll down or click the bookmarks to see all the submitted minutes for meetings held in May
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REGULAR MEETING MINUTES Wednesday, MAY 14th, 2008 EAST LYME BOARD OF FINANCE
Members In Attendance: Steve Larcen, Chairman Jeff Langan, Secretary John Birmingham Jill Carini Bob Jones Allan Taylor
Also In Attendance: Paul Formica, First Selectman & Ex-Officio Anna Johnson, Finance Director
Absent: No One
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 Ms. Carini had informed him that she had a prior family commitment and that she would join them as soon as it ended.
B. Pledge of AllegianceThe Pledge was observed.
C. Delegations Mr. Larcen called for delegations.
John McCulloch, East Lyme Tax Collector said that he had submitted his ‘Suspense List’ to them and read the cover letter into the record. He explained that the amount totals $33,338.79 and is comprise of 96% motor vehicles and 4% personal property. The items that are transferred to a ‘suspense’ list are removed from consideration as assets of the Town but are not abated as a tax liability of the person against whom they are levied and they are collectible. (Copy attached at end of Minutes)
Mr. Taylor asked if anyone could help with the whereabouts of anyone on the list – should they see him and provide the information. Mr. McCulloch said absolutely.
D. Approval of Minutes Mr. Taylor asked if they could be sent electronically the minutes to that they could review them to see if they have received what they were told that they would receive at the various meetings. With so many minutes, it is not easy to keep track of everything that they have asked for and are told that they would receive. Mr. Larcen said that he thought that could be done and that he would provide the recording secretary with everyone’s email address to email the minutes to them.
¨ Thursday, March 27, 2008 – Special Meeting – Budget Reviews Mr. Larcen called for a motion for approval or any changes to the Board of Finance March 27, 2008 Special Meeting Minutes.
**MOTION (1) Mr. Jones moved to approve the Special Meeting Minutes of the Board of Finance on March 27, 2008 as presented. Mr. Taylor seconded the motion. Vote: 5 – 0 – 0. Motion passed.
¨ Tuesday, April 1, 2008 - Special Meeting BOE Budget Review Mr. Larcen called for a motion for approval or any changes to the Board of Finance April 1, 2008 Special Meeting Minutes.
**MOTION (2) Mr. Jones moved to approve the Special Meeting Minutes of the Board of Finance on April 1, 2008 as presented.
Mr. Taylor said that while he would like to comment on the minutes and vote on them that he found that he could not as he was missing the even-numbered pages. It was agreed that these minutes would be re-distributed in full to everyone for the next regular meeting of the Board. No second – motion died.
¨ Friday, April 4, 2008 – Budget Reviews – Special Meeting Mr. Larcen called for a motion for approval or any changes to the Board of Finance Special Meeting Minutes of April 4, 2008.
**MOTION (3) Mr. Jones moved to approve the Special Meeting Minutes of the Board of Finance on April 4, 2008 as presented. Mr. Taylor seconded the motion. Vote: 5 – 0 – 0. Motion passed.
¨ Wednesday, April 9, 2008 – Regular Meeting Mr. Larcen called for a motion for approval or any changes to the Board of Finance April 9, 2008 Regular Meeting Minutes.
Mr. Taylor asked that the following corrections and clarifications be made: Page 1 – second line – change ‘wan’ to read: ‘was’ Page 6 – last paragraph on page, end of first line – change ‘and bets’ to read: ‘and gets’ Page 7 – top of page – after the vote – where Ms. Carini is speaking about the smaller copy of Mr. Giannattasio’s chart - Mr. Taylor said as a point of clarification that he did not recall them receiving the smaller view of the chart for everyone from Mr. Giannattasio. Mr. Larcen said that he believes that he was the only one who received the copy of it.
Page 9 – two-thirds of the way down the page – where Mr. Formica is speaking regarding a ‘hotel tax’ – Mr. Taylor asked what the status was on this – Mr. Formica said that they decided to keep it for themselves.
Page 11 – bottom of page – regarding the RFP for Auditor Services – Mr. Taylor said that he would like them to have a copy of the finished product incorporating the changes that they had made during the meeting.
**MOTION (4) Mr. Jones moved to approve the Regular Meeting Minutes of the Board of Finance on April 9, 2008 as amended. Mr. Langan seconded the motion. Vote: 5 – 0 – 0. Motion passed.
¨ Monday, April 14, 2008 – Budget Reviews - Special Meeting Mr. Larcen called for a motion for approval or any changes to the Board of Finance April 14, 2008 Special Meeting Minutes.
Page 1 – bottom of page - Mr. Taylor asked for a point of clarification regarding the Deerfield reval and if they have recourse against the appraisal firm for Deerfield Village. Mr. Larcen suggested that they might want to ask the Assessor that.
Page 2 – bottom of page in the second line of the last paragraph – change ‘thins’ to read: ‘think’.
Page 6 – two thirds of the way down the page where Mr. Jones asked if the request from this line item was for $50,000 if it would go to a Town Meeting and Mr. Formica said no, it would be a budget transfer - Mr. Taylor said that he wants everyone to remember this - .
As a point of clarification – Mr. Taylor additionally asked for an update on the Water & Sewer services that would be done by the Finance Department. Ms. Johnson said that she did not think that it would be that time consuming however is it turning out to be more so than she had thought – but – this might also be a learning curve.
Mr. Larcen asked if they ever made an adjustment to the budget for these revenue services. Ms. Johnson said that they did not.
Mr. Larcen asked if they should have a written agreement for this. Ms. Johnson said that they have other services such as this which are provided and that they do not do a contract for them. She noted where they could be found under revenue services Water & Sewer for $5000.
Mr. Taylor suggested that if they are going to be running this like a business that they may want to be more formalized. Mr. Larcen suggested that Mr. Formica might want to have this discussion with the Commission and see how that develops.
Mr. Taylor noted that the auditors have put this in their report for two (2) years now and have found fault with the way that this is being done and suggested that if they put this into a letter that it at least shows that they are taking action on it.
Mr. Larcen asked that on Page 7 – in the third paragraph – where he is speaking that the line be changed to read: ‘Mr. Larcen said no – they are trying to make a decision between a known and an unknown number by budgeting a contingency.’
Page 9 – in the middle of the page where Ms. Johnson is speaking – change ‘bee’ to read: ‘been’
**MOTION (5) Mr. Langan moved to approve the Special Meeting Minutes of the Board of Finance on April 14, 2008 as amended. Mr. Langan seconded the motion. Vote: 5 – 0 – 0. Motion passed.
¨ Thursday, April 17, 2008 – Budget Reviews - Special Meeting Mr. Larcen called for a motion for approval or any changes to the Board of Finance April 17, 2008 Special Meeting Minutes.
Mr. Taylor asked that the following changes be made to Page 2: Top of page – first line where he is speaking – change ‘contributed’ to read: ‘increase’ Second line – add the word ‘cots’ after administration In the fifth paragraph where Mr. Taylor is speaking in the second line change ‘pay out’ to read: ‘should earn on average between 7.8% - 10%’ In the eight paragraph down where Mr. Taylor is speaking – add the word ‘more’ after $52,000 Mr. Taylor also asked that it be added that he had asked where the ‘distribution’ appeared in the Library budget as it could not be found.
**MOTION (6) Mr. Jones moved to approve the Special Meeting Minutes of the Board of Finance on April 17, 2008 as amended. Mr. Langan seconded the motion. Vote: 5 – 0 – 0. Motion passed.
¨ Tuesday, April 22, 2008 – Budget Reviews - Special Meeting Mr. Larcen called for a motion for approval or any changes to the Board of Finance April 22, 2008 Special Meeting Minutes.
Mr. Larcen asked that on Page 3 where he is speaking under ‘Discussion by Board Regarding budget Deliberations’ that in the third line the word ‘Thursday’ be deleted from the end of the sentence.
Mr. Taylor asked that on Page 3 in the sixth paragraph down where he is speaking that in the second line that the word ‘wide’ be changes to read ‘wise’.
**MOTION (7) Mr. Jones moved to approve the Special Meeting Minutes of the Board of Finance on April 22, 2008 as amended. Mr. Taylor seconded the motion. Vote: 5 – 0 – 0. Motion passed.
¨ Monday, April 28, 2008 – Public Hearing on Proposed FY2008-2009 Budget Mr. Larcen called for a motion for approval or any changes to the Board of Finance April 28, 2008 FY2008-2009 Proposed Budget Public Hearing Minutes.
Mr. Larcen asked that on Page 1 where he is speaking in the ninth line down that the end of that line be changed to read: ‘48% of the cut was made from ……’ And in the seventeenth line down that the end of that line is changed to read: ‘that the Town would also …..’
Mr. Larcen noted that he thought that an excellent job was done on both of these sets of minutes by the recording secretary.
**MOTION (8) Mr. Jones moved to approve the Public Hearing Minutes of the Board of Finance on April 28, 2008 as amended. Mr. Langan seconded the motion. Vote: 5 – 0 – 0. Motion passed.
¨ Monday, April 28, 2008 – Budget Deliberations – Special Meeting after Public Hearing Mr. Larcen called for a motion for approval or any changes to the Board of Finance April 28, 2008 Special Meeting Minutes.
Mr. Taylor asked that on Page 1 in the fourth paragraph under Item B. where Mr. Larcen is speaking that in the first line the word ‘said’ be changed to read: ‘set’ Page 2 – in the fourth paragraph where Mr. Taylor is speaking in the next to the last sentence at the end – add the word ‘not’ before ‘cause for’ to read: ‘not cause for consideration …..’ Page 3 – in the sixth paragraph down where Mr. Taylor is speaking – change ‘spoke on’ to read: ‘spoke for’
**MOTION (9) Mr. Taylor moved to approve the Special Meeting Minutes of the Board of Finance on April 28, 2008 as amended. Mr. Jones seconded the motion. Vote: 5 – 0 – 0. Motion passed. Mr. Jones thanked the recording secretary for doing a great job on all of the minutes.
E. Reports a. First Selectman’s Report Mr. Formica thanked the Board for their hard work in putting this budget together and commended the Chair for coordinating all of this. He said that they are still working on the union negotiations and insurance and that they did get some preliminary numbers in but are still missing some information that is needed – so it looks like they will have to renew the current plan or go towards the HSA which could save them but they have to figure out the numbers according to the plan. The referendum on the budget will be held on 5/23/08 from 6 AM to 8 PM. They still have to look towards the State for some other numbers as they will be holding a special session in June and the conveyance tax legislation – if not renewed – could potentially cost us $218,000. PILOT was reduced by $157,000 to this Town. He lastly reported that the Board of Ed is wrestling with the fact that they have fuel oil at a very good price that they are looking to store – he said that he has feelers out on this so that it can be stored.
b. Financial Report Ms. Johnson noted that they were provided with the reports and that she had provided them with her memo this evening. She asked if they had any questions.
Mr. Larcen said that he did not understand the first sentence of the fourth paragraph and suggested that ‘of the amount budgeted’ be deleted from it so that it makes the comparison. He noted that these are also feeding escrows to tax collecting would have to exceed by $296,000. He also noted that the over all expenditures are at 78% for the end of April which is 83% of the year.
Mr. Jones asked Mr. Formica what is gong on with the Boardwalk and if it is in litigation. Mr. Formica said that they are scheduled for mediation. He added that it might be wise to schedule an Executive Session to bring everyone up to speed on all of the litigation.
Mr. Larcen asked for an analysis of the Revenue Sheet that was attached to the memo. Mr. Taylor asked if he understood correctly that the numbers in parentheses are short. Ms. Johnson said yes.
Mr. Langan asked if he understood correctly under taxes that they would not realize the $296,000. Ms. Johnson said that was correct.
Mr. Taylor said that they projected the budget at a 98.4% collection rate and that they do not have that large of a backlog to collect from anymore as they had in past years. He then asked about tipping fees and if that was due to the lack of billings. Ms. Johnson said that was correct.
Mr. Taylor asked about the sewer assessments and if they are still getting them in on time. Ms. Johnson said yes – the billing and money from them is simultaneous.
Mr. Larcen noted that overall this is still favorable.
Ms. Johnson noted that the Tax Collector presented the Suspense List tonight and that they would have to vote on it. After discussion it was decided that they leave voting on the Suspense List for their June meeting.
F. New Businessa. Transfer to Purchase Software Upgrade for the Tax Department in the amount of $9,995 **MOTION (10) Mr. Taylor moved to approve a transfer of $9,995 from account 8-01-01-103-100-311 (Tax Aides) to account 8-01-70-724-700-403 (Town CIP – Tax Collector Hardware/Software Upgrade). Mr. Jones seconded the motion.
Mr. Formica noted that this was a priority and that it comes forth now as it is part of the budget. Mr. Taylor noted that it is long overdue. Mr. Larcen said that they also anticipated savings from this upgrade.
Vote: 5 – 0 – 0. Motion passed.
b. Transfer for Registrars May 23, 2008 Budget Referendum $6,200 **MOTION (11) Mr. Taylor moved to transfer $6,200 from account #8-01-01-113-200-296 (Tax refunds) to account #8-01-01-110-500-402 (Referendum /Primary) to cover the cost of the 2008-2009 Budget Referendum. Mr. Jones seconded the motion.
Mr. Formica noted that this money comes from tax refunds. Mr. Larcen explained that there is $2500 in the Registrar’s account to also cover this.
Vote: 5 – 0 – 0. Motion passed.
c. Appropriation $2,500 from 501(c)3 for Youth Services **MOTION (12) Mr. Langan moved to appropriate $2,500 of the funds from the EL Youth Services Inc. 501(c)3 close out to the Miscellaneous Supplies line item 8-01-45-422-300-320 to partially subsidize programs for the Youth of East Lyme including the Youth Coffee House and YAM. No second – Motion died.
d. Transfer $20,000 from contingency to department 113 Vehicle Fuel **MOTION (13) Mr. Taylor moved to approve a transfer in the amount of $20,000 from account 8-01-01-120-200-500 (Contingency-Utilities/Fuel/Oil) to the following accounts: $8,000 to account #8-01-01-113-310-222 (Fuel/Police) and $12,000 to account #8-01-01-113-310-227 (Fuel/Highway) to partially cover the estimated costs of vehicle fuel through June 30, 2008. Mr. Jones seconded the motion.
Mr. Taylor commented that he is impressed that they can find these transfers within the budget and noted that it is a compliment to management. Mr. Larcen said that this is only a $20,000 transfer and that there is still a deficit. Ms. Johnson said that they are watching the other accounts and that they have a few other places to do subsequent transfers. She said that they thought that this portion could be taken care of as it is for fuel and energy.
Vote: 5 – 0 – 0. Motion passed.
Mr. Jones asked if they are making any changes in how the Town runs the cars and with the diesel, etc. to save on fuel costs. Mr. Formica said yes they are and that they encourage walking where appropriate.
e. Transfer $750 for Planning Commission Recording Secretary **MOTION (14) Mr. Taylor moved to approve the transfer in the amount of $750 from #8-01-01-101-100-211 (Executive Assistant/First Selectman) to account #8-01-01-129-100-412 (Planning commission Recording Secretary) due to meetings being greater than the original fiscal year estimate. Mr. Birmingham seconded the motion.
Mr. Taylor said that part of this is due to the POCD update so that they will not be impacted by the State. Mr. Birmingham said that they have until the end of 2009 to do this study and asked when it started. Mr. Formica said that it is on-going trend wise but the actual study is starting this year with information being brought forward to the public although they are a bit behind the eight-ball at this time.
Vote: 5 – 0 – 0. Motion passed.
f. Transfer $850 for Board of Finance Recording Secretary **MOTION (15) Mr. Taylor moved to approve a transfer in the amount of $850 form #8-01-01-101-100-211 (Executive Assistant/First Selectman) to account #8-01-01-126-100-412 (Board of Finance Recording Secretary) due to meetings being greater than the original fiscal year estimate. Mr. Jones seconded the motion. Vote: 5 – 0 – 0. Motion passed.
g. Ratify various Departmental Transfers totaling $4,868.02 **MOTION (16) Mr. Birmingham moved to ratify departmental budget transfers in the amount of $4,868.02, processed for fiscal year end June 30, 2008. Mr. Jones seconded the motion.
Mr. Larcen noted that these are collective inter-departmental transfers and asked if they had any questions on them. Mr. Taylor asked what the $400 was for HR. Mr. Formica said that it was for pedometers for Health Day and that there are extras and he is looking to sell them.
Vote: 5 – 0 – 0. Motion passed.
Mr. Formica asked for some direction from the Board on the Youth Services item that they were not acting on. He suggested that they at least vote it down if that is their desire so that it will provide a direction. Mr. Taylor said that $9000 was due the Town from the 6/30/07 year end to offset the huge deficit and that by holding off and putting it in this years’ budget they looked at it as extra money that they could spend.
Mr. Formica said that it was explained to them that the 501(c)3 closeout was delayed and they are requesting $2500 of the $7558.20.
Mr. Taylor said that they were lax in closing out the 501(c)3. Mr. Formica asked what they want to do.
Mr. Larcen said that Mr. Formica is correct in looking for some action on this and that this was a change from what they originally proposed and that is it being spent on the programs for kids. Mr. Taylor said that is what the money was intended for however they originally wanted $1500 for the director to go to a convention in Florida and now they want the $2500 for youth programs and suddenly the convention was somehow paid for.
Mr. Formica said that he thinks that they work hard doing programs and that this is a small dollar amount form the $7,558.20. Mr. Larcen said that Mr. Taylor is raising a timing issue and the concern here is that this is now for the programs.
Mr. Formica said that voting it would get it out of limbo and since the money is in now he said that he thinks that the lateness is not really an understandable issue.
Mr. Jones asked if the $2500 is coming from the $7558.20 to undesignated fund balance. Ms. Johnson said no – it was posted to a Youth Services revenue account and it is to be moved to programs.
h. Appropriation $2,500 from 501(c)3 for Youth Services **MOTION (17) Mr. Jones moved to appropriate $2,500 of the funds from the EL Youth Services Inc. 501(c)3 close out to the Miscellaneous Supplies line item 8-01-45-422-300-320 to partially subsidize programs for the Youth of East Lyme including the Youth Coffee House and YAM. Mr. Langan seconded the motion.
(Note: 8:30 PM – Ms. Carini joined the meeting at this time) Mr. Taylor said that he has no trouble if this is going to be used for the kids.
Vote: 6 – 0 – 0. Motion passed.
G. Public Discussion Mr. Larcen called for Public Discussion. Pat Larkin, 14 Oak Hill Drive said that he is a member of the Youth Services Board and thanked Mr. Formica for standing up for them. He said that he does not think that a public meeting is the place to question the project development of a director.
John McCulloch, Tax Collector said as a point of explanation - that even though the Motor Vehicle bills are on the suspense list that those people will not be able to register their vehicles in the State of CT without paying what they owe here first.
H. Board Comments Mr. Taylor said that with reference to the comment regarding the Board of Finance not being able to comment on Youth Services – that if they use the money as it was budgeted then he would agree with that – but – if they use it otherwise then he feels that they are elected to look into it and to question the use.
Mr. Larcen thanked Ms. Johnson for the budget information on the Town web page. Ms. Johnson said that getting all of the information on the website was done by Carmen Ames the IT person and that credit had to be given to her. Mr. Larcen said that there is more than ample information there for the people to review.
Mr. Larcen said that the Charter Revision Commission has a question on it regarding having alternate members to the Board of Finance and asked the members for discussion on that item. Mr. Taylor said that he is aware of it and that State Statute allows it but in a different way – State Statute allows the person out to pick the person who replaces them. He added that if they look at the duties that they carry are not in the Charter and that they have the powers because the State gives them to them and over rules the Charter.
Mr. Langan said that he would think that it would be a challenge and difficult for someone to just come in and fill in without knowing what is going on.
Ms. Carini said that she thinks that it is a good idea and that those people would be present to follow the events in case it was needed.
Mr. Jones said that he thinks that they should have a Board of Finance representative to the Charter Revision Commission. Mr. Formica said that a liaison is available form the Board of Finance as an Ex-Officio.
Mr. Larcen said that he would be happy to be the liaison. Mr. Taylor said that he is not sure that they would need a representative going for the whole year.
Ms. Carini asked if a Board of Selectmen member attends the Charter Revision meetings. Mr. Formica said yes.
Mr. Larcen asked Mr. Langan what he thought as he has done the Charter Revision before. Mr. Langan said that the last time they broke down into subcommittees and worked on their information and then came back and presented it.
I. Adjournment **MOTION (18) Mr. Jones moved to adjourn this Regular Meeting of the East Lyme Board of Finance at 8:40 PM. Mr. Birmingham seconded the motion. Vote was 6 – 0 – 0. Motion passed.
Respectfully submitted,
Karen Zmitruk, Recording Secretary
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