Board of Finance - June 9

Authorization of Paid Intern Position -It was noted that the Director of Human Resources Katherine Christopher was not able to attend this meeting. Mr. Kost moved to table this request until the next regular meeting when the Director could attend and present pertinent information. The motion was seconded and approved by unanimous vote.

Chairman Donnelly noted that the Board of Finance had received a memo dated May 27, 2014 listing the 2013-14 State and Federal grants received with totals greater than one quarter of one percent of the Town's Operating Budget in accordance with the Town Charter, Sect. 804. Mr. Donnelly recommended that this report for the next year be submitted to the Board of Finance before the budget process began. These grants will be presented at a Town Meeting to accept them and to authorize payments from them.

Board of Education(BOE) - request to use current (FY13/14) year budget to purchase a van for Special Education Use - Mr. Phil Russell Mr. Donnelly stated that his problem with this was multifold. We have finished the budget process; we took capital items from the BoE budget and place them in the capital expenditures budget for FY 14-15. Why are we getting this request now? This should have been in the FY 14-15 capital expenditure budget.

Mr. Russell noted that he was asked to examine the budget and see what cost effective measures could be taken by the Superintendent. Ms. Baldwin asked me to look into the possibility of the purchase of Special Education van and could the BoE pay for it with funds within the current budget. Mr. Donnelly stated again that this was a capital purchase and it should have been in the BoE capital requests during the Budget Process. He has heard that the trucks that were placed in the Town Capital Budget were now going to have plows attached and that the BoE would pay for the plows out of their budget. That too is also a capital item. The Town does the plowing for the Schools and has anybody discussed this with the Highway Department to see if this would be cost effective for the Highway Department. Mr. Russell stated that the BoE had put money in their current budget for 4 trucks. We had planned to lease the trucks. There is funding in the current budget for the purchase of a new truck.

Mr. Donnelly noted that the budget process is getting hammered and mangled. Advisory Commission on Capital Expenditures (ACCE) does not know about the truck that is in the current BoE budget. We did not know this. We are trying to get a transparent dialog between the BoF and the BoE. Mr. Sangiovanni stated this is not smart budgeting; we are manipulating the budget at the end.

First Selectman McAnaney said we are talking about the request for the van. We should note that the BoF did ask about the use of a F150 or F250 or F350 trucks) during the budget process. The Superintendent stated that she did not know the specification of the vehicles. What was the planned usage? That was never really answered. I think you shall lateral the need to Public Works for a discussion and decide what type or size of truck you need, and then let us know. Bids do not answer the question, what will they be used for?

Mr. Russell reviewed the cost cutting measures that would allow the BoE to pay for the van. The bid price would be approximately $20,000.  Mr. Donnelly stated that he does not want the BoE to pay for the Van out of their budget until the Board of Finance gets the money here, our capital budget, on the Town's side.

Mr. Anderson noted that this effort was to inform the BoF that the BoE could purchase the Van out of the BoE budget. Mr. Anderson stated this was an effort of the BoE to inform the BoF, to be transparent.

Mr. Donnelly asked can the BoE purchase capital items out of their operating budget?

Mr. Kost moved that we transfer $19,655 from the Board of Education to the Capital Non Recurring Fund to cover the cost of the Special Education Van. The motion was seconded. The motion was approved by unanimous vote. Mr. Donnelly asked Mr. Russell to inform the BoE that the BoE that the Charter and budget process be adhered to.

Funding Transfers: Bridge Street School Committee - Update and funds transfer request of $30,000 - presented by Michael Stevens. Mr. Stevens stated that the $30,000 would cover the following estimated expenses: $10,000 for soil sample testing, $7,500 for architect fees, the balance would be for a consultant to provide specific advice to the Town the Town's need for a community center. It would provide documentation that is required to provide a good needs assessment. After a brief discussion, Mr. Kost moved to transfer $30,000 from Contingency 0195011-50920 from the current budget to Board of Finance - Consultants.  Mr. Sangiovanni seconded. Mr. Lingenfelter asked do we have $36,000 in the First Selectman's budget, and could we use that. The motion was carried by a 5 to 1 vote; Mr. Lingenfelter voted against the motion.

Transfer $100,000 to the CNR Fund for the Library Renovation Project-Ms. Cerrato noted that this was discussed at the last BoF meeting. After discussion, Mr. Kost moved to table both these items; there was no second. The motion failed. Mr. Anderson argued for action on these transfers; we have this now in the current budget, we know it will be more needed in the next fiscal year. Mr. Anderson moved to take $200,000 from Contingency; $100,000 for the Library Upgrade and $100,000 for the Town Hall Upgrade in the current budget year. There was no second. The motion failed.

OPEB (Other Post Employment Benefits) Investment Policy -Mr. Kost moved that the Board of Finance adopt and accept the recommendations of the Policy for OPEB investments; Mr. Sangiovanni seconded. The motion was approved by unanimous vote.

Mr. Lingenfelter moved to allow the Chairman to approve transfers not to exceed $10,000 during the months of July and August; transfers will be submitted for approval of the full board of Finance at the September regular meeting; Mr. Anderson seconded. The motion was approved by unanimous vote.

Director of Finance Cerrato distributed copies of the Budget Highlights. She noted that the Town has collected taxes, prior year taxes, MVS and interest and fees in the total amount budgeted. The Town has received approximately $350,000 over budget for Misc. Revenue mostly from Northeast Utilities for road damage and a Bridge Street School insurance claim. Mr. Kost inquired if the salt shed is full, if we have funding in Contingencies, should we not fill it up before the fiscal year is over. It has been done in the past. Mr. McAnaney called Mr. Cervione and inquired about the status of the salt supply. Mr. Kost moved to transfer from Contingencies, $80,000 for approximately 1,000 tons of road salt, to the Highway Department - Road Salt; contingent upon the approval of the Board of Selectmen. Mr. Anderson seconded. The motion was approved by unanimous vote.

Ms. Cerrato reported that only $8,256 remains in the Town Counsel fees. We should have approximately $80 -$90,000 unspent in the Insurance and Employee Benefits. She added that we will probably need a transfer from Election Payroll to Election Costs to cover overage in the line item.

Social Services Commission - June 12

Director of Social Services/EAA Janet Frechette distributed her written report. She reported there had been 215 energy applications for the State program for energy assistance. We administered over $15,000 in Operation Fuel funds to 31 applicants. Renter's Rebate: Applications are being solicited onsite at Laurel Court, Maple Court and Park Place. Applications can be taken until 10/1/14. The Juvenile Review Board met once; it is apparent that we need the services of a Youth Services Director.

SNAP Eligibility Outreach & Information-This program will be held at the Senior Center, June 25 from 11:00 a.m. to 1:00 p.m. Representatives from Community Health Services will be screening residents for eligibility and assist with applications.

Mini Bus Director Denise Winiarski distributed her written report. She reported ridership statistics for April and May. In April the Mini Bus transported 745 passengers; with an average of 34 per day for 22 days of service and provided 8,244 miles of service. In May the Mini Bus transported 680 passengers; with an average of 34 per day for 21 days of service, and provided 6,879 miles of service. The new 2014 Equinox is here and is on the road with glowing reports from passengers. The Ford Crown Victoria is presently out to bid.

Chairman's Update - Chairman Michalman reported that at this time, we do not have a Youth Services Director, and the position is not currently posted. The Chairman and members of the Commission are meeting with the First Selectman June 18. Mr. Michalman reviewed the history of this search. An offer was made to a candidate, but the candidate declined the offer. Mr. Michalman has worked with the First Selectman and with the HR Director of the Town. He will keep the Commission updated. After a long discussion, the Commission re-affirmed its strong support for a Youth Service Director. The need is essential. The young people and families need a resource to call after the schools are closed. There is no one to reach out to residents in need after office hours. Two grants to the Town have been lost because there was no director or a Town official to apply for them. This funding was for programs. The Commission urges a new posting for this position as soon as possible.

Board of Education - June 16

MOTION #14-27: Schneider moved to appoint William Hoff as the Business Manager and authorize the Superintendent to take all appropriate steps to complete the hiring process. Semyanko seconded the motion and all members voted in favor. The motion passed 8 to 0.

MOTION: #14-28: D'Ostuni moved to appoint Steven Moccio as the Suffield High School Principal and authorize the Superintendent to take all appropriate steps to complete the hiring process. Gee seconded the motion and all members voted in favor except for Zawawi, who abstained. The motion passed 7 to 0.