2009 Meeting Schedule

Meetings are held at 7:00 p.m. in the Assembly Room or the Mayor's Conference Room at the town hall. Check the agenda for the location.

1. The Regular Meeting of the Town of Plymouth Board of Finance was called to order by Mayor Festa in the Assembly Room, Plymouth Town Hall on Thursday, November 19, 2009 at 7:02 p.m.
2. Pledge of Allegiance
3. Roll Call & Election of Officers – Pat Budnick (7:05 p.m.), Vicky Carey, Peter Cook, Michael Drozdick, Ralph Zovich.  Also present Mayor Festa; Dave Bertnagel, Comptroller; Robin Gudeczauskas, Recording Secretary; DiAnna Schenkel, Council Liaison.
   a. Chair – Mayor Festa called for nominations for Chairman.
   MOTION:  To nominate Ralph Zovich for Chairman by Vicky Carey, second Peter
   Cook.  Discussion:  none.  Vote:  unanimous.
   b. Vice-Chair
   MOTION:  To nominate Vicky Carey as Vice Chairman by Ralph Zovich; second Peter Cook.  Discussion:  none.  Vote:  unanimous.
   Mayor Festa congratulated both and turned the meeting over to the Chairman
4. Board of Education Update – Dr. Distasio has superintendent’s meeting tonight; Michael Santogatta and Tommy Meehan in attendance for the BOE.  M. Santogatta stated (a) they are 5 months in to the year and utilities look good, ordered first oil delivery next week for this fiscal year.  (b) Special Ed tuition accounts look good; have a few more outplacements.  (c) Will have problems with repair budgets as already tapped out at THS; warranties have expired and budget was low at $10,000; elevator repairs, hot water circulators problems, air exchange control booths had to be looked at. Elevator had one year warranty.  Do have maintenance contract for mandatory things required to do by law but no repair/warranty contract.  There are issues the building committee is working on such as lights in gym which many have failed; reviewed.  Lights installed did not have proper ventilation and wires frayed, etc and manufacturer contacted and replacing all light fixtures, wires and ballasts including installation costs.  (d) Minor problems at ETJMS.  Pat Budnick stated with regard to the elevator, beyond warranty and repeated problems, can the BOE make buyers comments on website as once the manufacturer sees those comments they will may come out to satisfy the BOE. (e) The medical reserve reduced this budget year and Aug/Sept/Oct were good months and approximately 10% lower from anticipated.  Discussion on absenteeism and flu concerns discussed.   Melanie Church, 328 Main Street, has the School Building Committee turned over the high school to the school; if haven’t that should go back to them to negotiate work done; it actually is not the BOE’s yet and they are responsible to get corrections made, and when the SBC is doing that you might have better leverage at getting this stuff and it shouldn’t be coming out of the school yet because it is not their school yet until turned over.  Ralph Zovich noted that is a good point in the case of lights. Melanie Church stated even the elevator.  Discussion held.  Pat Budnick suggested keeping a list of additional charges for repairs in case it may develop into something more.
5. Approve Minutes: Board suggested accepting under one Motion.
       a. Regular meeting Aug. 20, 2009
       b. Special meeting Sept. 17, 2009
       c. Special meeting Oct. 22, 2009
   MOTION:  Move to adopt the Minutes of August 20, 2009, September 17, 2009 and October 22, 2009 by Pat Budnick; second Peter Cook.  Discussion:  Ralph Zovich stated clarification on minutes of October 22nd when they came out of executive session he did comment on audio that they took no action.  Page 2 of minutes item 7, under Ted’s report  “as of today, October, 5262” is “52.62%” which was percentage of collection Ted reported on.  Pat Budnick stated Special Meeting of Sept. 17 was held on September 24 noting the Minutes are correct but this Agenda is incorrect. Vote: unanimous.
6. Mayor’s Report – Mayor Festa stated Ted Scheidel’s report will be reviewed by David
   and Ted will be at the December meeting.  Structus payment plan beings January 10th and they have two major jobs involved and hired number of employees both permanent and part time.  Projected project from Maine, New Hampshire and upwards of 21 people employed.  Visitation at industrial park with Vance Taylor and Craig Stevenson who brought in jobber looking at Cold Form building and represented client in food processing business and took tour; one of 4 cities and towns on list to look at.  Sadly did not make cut and reason is building looking at was too large of an industrial building. 
   Did make good contacts with gentleman and has us on his list for future ventures.  Stimulus money from governor’s office, $90,000 for public sector, $135,000 for private in form of tax free bonds; reviewed.  Rite Aid is not looking to do anything any longer; developer is looking at other aspects and has made contact.  Problem with tax returns to 2006 and moving forward working with IRS and Social Security; and there could be penalty involved; discussion held.  We are good for 2007 and 2008.  David and the Mayor will go to Hartford next week.  Waterwheel site did get extension and amendment to grant for another 2 years; in Phase 1 process, surveying going on and monitoring of
   wells; Phase 2 is being looked at and part of construction work and notified covering on wheel is in disrepair and serious concern about collapsing.  Have asked the State for consideration to move forward to use money to alleviate problem.  There is nothing we can do until the State gives us permission to do requests made.  There is $200,000 grant for remediation of Brownfield situation and moving forward; indication application looked good and accepted for consideration.  Meeting with Larry Wagner re Small Cities Block Grant program, $300,000 grant for rehab of homes, and looking to 2010 for round of applications and discussed commercial vs. residential and nothing for commercial side except if imminent area of danger; reviewed.  Downside of issue with Small City, had problems with background a few years on program itself; looking to find and determine if some of past programs did not utilize money and if case, questions whether money belongs to the State or town and in process of reviewing.  Should have auditors report in next 2 weeks.  Have had good organizational meeting for Town Council and meeting December 1 to begin regular proceedings and will address issues outstanding relative to sidewalk issues at high school and track.  Melanie Church, question to David, (a) mayor saying this money was put into other accounts; who was putting it in different accounts, and knew that this was wrong and continue to do that.  David Bertnagel, cannot say and doing more investigation into it; need to come up with number of repayment and trace back to general ledger.  (b) You have to put accountability to this as it would be unethical if you know something wrong and doing it.  Dave responded it could be clerical oversight and did not understand where checks went, and cannot answer at this time. He has list of recordings that is ongoing and will correspond to what is on balance sheet.  Discussion held.
7. Review and Discuss closing of FY2008-09 Budget

   1. Final draft of Independent Auditor’s report, schedule review w/BOF – Ralph Zovich
      noted copies of the preliminary draft went quickly at election night with discussion on how many to print as the entire report will be on website as well.  Copies are available in town hall and at the library, etc.  Dave Bertnagel distributed and reviewed tax collectors report and balance sheet; balance sheet of general fund summary reviewed and discussed noting uncollected property taxes are up $200,000 from previous year; undesignated fund went up; water assessment fund being researched.  Tax Collector summary reviewed and discussed; Ralph Zovich stated he would like list down to no more than 2-3 years of delinquent taxes; Dave stated current levy is at $873,000 and last year over 1 million.  Auditor will be here next month to review final report.  Discussion held and Vicky Carey
      stated the only agenda item that night should be the auditor.
8. Discuss & Take Action on items in FY2009-10 Budget

   1. Status of current & delinquent tax collections – copy of Ted’s Scheidel handwritten update reviewed and discussed.
   2. Transfers and adjustments (if req’d). – Dave Bertnagel distributed and reviewed Budget Transfer Requests dated 19-Nov-09.
      MOTION:  To approve net transfer of $8,539 from Contingency to accounts listed by Vicky Carey; second Peter Cook.  Discussion: There was $40,000 put into the budget this year for contingency items such as those listed. Pat Budnick stated we are not taking that much out of contingency and others are adjustments within accounts. There is a Contingency balance after transfer of $29,890.  Vote:  unanimous.
9. Adoption of Meeting Schedule for 2010 – Reviewed and discussed
   MOTION:  To accept the 2010 meeting schedule by Vicky Carey; second Pat Budnick.
   Discussion:  none.  Vote: unanimous.
10. Comptroller’s Report – General Fund - revenue side posted through 9/1/09 with concern to $110,000 budgeted, pilot manufacturing, cut last year and this year lowered to $110,000 and concern is State of CT was suppose to increase amount of money and froze at last year levels; discussed. ECS grant, will recommend splitting revenues called ERA ECS funding and separate accounting on that from BOE and will have that next meeting; question on investment income and should it be accrued; Dave stated it should be $13,000 and will be corrected.   Will look into consolidating accounts under one account re investment income.  General Fund expense account – distributed and reviewed noting concern on hydrant rentals due to possible increase by CT Water.  WPCA account, now in revenue collections.  Ralph Zovich noted the town is entitled to get the financial statement from the ambulance corps asked that the Comptroller request it for the BOF review and information.  Loader rental update noting Council approved moving forward with the purchase of second loader with condition that BOF concur and tabled at BOF because of unknown state budget.  We rented loader for 4 months at $20,000 and issue is vendor will not extend any longer and decision on purchase or return it.  Total cost is $80,000 – $90,000 and rental fees would be applied toward purchase price.   We have $100,800 left in account; discussion held with Pat Budnick recommendation to pay rental cost and not purchase.  Vicky Carey stated issue with $200,000 when Public Works was told to buy one new piece and bought one used piece of equipment hoping to get second one.   Capital budget is for new equipment and replacing; we told him one new piece of equipment and instead he came in with one used and another for price of one.  On Saturday she and Dave are going through and listing all properties and taking physical inventories.  Discussion held. Ralph Zovich stated they proved this summer they could use both pieces of equipment effectively and if Dave is confident our revenue streams are fine and we do not need to cut $50,000 out of budget we can allow rental to roll over as
    they already have agreement with intent to buy and to execute option and charge goes to non recurring capital.  The Board of Finance directed the Comptroller to freeze the
    $15,000 in Public Works Rental account.  Dave Bertnagel stated he will recommend next month doing a transfer to Contingency from the Rental account.  Melanie Church, 328 Main Street, all these things are going to waive the bids and as BOF need to do away with waiving of the bids.  When did curbing with Tilcon no bid and waived and BOF should be watching expenditures when nobody is approving them.  Dave Bertnagel stated we piggyback off state bid and anything else goes out to bid. Discussion held.  Revenue and sewer operating fund distributed and reviewed. 
11. Correspondence

    1. CT Conference of Municipalities, flyer on classes, reviewed briefly.
12. Public Input

    1. Dianna Schenkel – congratulations to those who ran for office and welcome to newest member who is working with a great group of people and wish all well.
    2. Mayor Festa – clarification on public information on question on flu vaccines and there have been two public clinics for seasonal flu and two for employees; there will be a H1N1 next Monday sponsored by TAHD at the Lyceum and there are very strict
       requirements
13. Board Member Comments
    a. Vicky Carey – congratulations to Mike for being here.  She and Dave are going to the town garage and taking inventory and checking out equipment on Saturday.
    b. Mike Drozdick – glad to be here and looking forward to it.
14. Adjournment
    MOTION:  To adjourn by Vicky Carey; second Mike Drozdick and the vote unanimous.
    Meeting adjourned at 9: 23 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

1. Call Meeting to Order – The Special Meeting of the Town of Plymouth Board of
   Finance on October 22, 2009 was called to order at 7:00 p.m. by Chairman Ralph Zovich.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Ralph Zovich.  Also present Robin Gudeczauskas, Recording Secretary; David Bertnagel, Comptroller; Ted Scheidel, Administrative Assistant; Linda Hood, Tax Collector.  Excused absent, Dan Murray.
2. Pledge of Allegiance
3. Board of Education Update – Tommy Meehan, Dr. Distasio, Mike Santogatta.  Dr. Distasio stated he was at a meeting tonight at BOE negotiating contract for administrators.  A 3 year contract was approved with increases of .72% first year, 1.9% second, 1.9% third year; health insurance stayed at 15% for first year and up 15.5% and 16% over three years; mandatory clause added to contract that any administrator hired after July 2010 takes health savings insurance account option.  Ralph Zovich stated Dr. Distasio established the precedent and took a voluntary pay freeze and set example top
   down and applaud him for doing so.  Dr. Distasio stated the administrators were very open to working for him and negotiations were done without attorneys.  He reviewed the new energy program, hired Energy Educators, with guarantee to save ¼ million over next few years on energy; discussion held on areas in which they are saving noting $2.42 per gallon for oil.  Current budget, summer school more kids in program longer; four outplacements have been brought back in district.
4. Executive Session - Pending Litigation
   MOTION:  To go into Executive Session at 7:15 p.m. inviting Dave Bertnagel, Ted Scheidel and Linda Hood by Vicky Carey; second Pat Budnick and the vote unanimous.

Chairman Zovich called the meeting back in session at 7:45 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

1. Call Meeting to Order – The Special Meeting of the Town of Plymouth Board of Finance was called to order on Thursday, September 24, 2009 in the Senior Lounge, Town Hall by Chairman Ralph Zovich.  Members in attendance:  Patricia Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich.  Also in attendance:  Dave Bertnagel, Comptroller; Robin Gudeczauskas, Recording Secretary.
2. Pledge of Allegiance
3. Board of Education Update – Mike Santagotta, Business Manager; Dr. Distasio, Superintendent; Tommy Meehan, Director of Pupil and Personnel.  Mr. Santagotta stated 2008-2009 Special Education and Utilities costs over and had froze budget, transfers at end of year and covered items and fully funded deficits.  This year so far look good.  Trial balance as of June 30th, favorable by $4,000-$5,000.  Discussion held.  Dr. Distasio gave update on current budget noting outsourced cafeteria; hired Energy Educators who will help in saving energy costs; Futures, group of Special Ed audit firm to look at our services and any money savings.  Discussion held.  Also brought program into district and have brought 4 students back and one of ways used Special Ed stimulus money. Have worked with CL&P on program to change and save on lighting both in Fisher cafeteria and ETJMS outside lights.  Dr. Distasio gave update on meeting with the Mayor to share services on both sides of town and one area is technology.  Dr. Distasio requested to comment and stated there has never been anyone as open and communicative as Dave Bertnagel and it is great to work with him.  Mike Santagotta stated also Tony Lorenzetti and the highway department has been wonderful in working together.
4. Mayor’s Report
5. Review and Discuss closing of FY2008-09 Budget

   1. Supply items req’d for comprehensive audit, review “Auditor’s Communication” Letter, ref. SAS #114 – Dave stated auditors were in and will be back in October, computer system analyzed last week, both BOE and town side and will receive report on that; they interviewed every department in town and report on findings and recommendations will be received.   Preliminary numbers reviewed.  Ralph noted conversation with Blume Shapiro, draft timing schedule was challenged as we need preliminary draft before end of October.  Discussion held on narratives for budget which are prepared by departments and compiled by the Mayor’s office; BOF draft narrative reviewed.
6. Discuss & Take Action on items in FY 2009-10 Budget

   1. Status of current & delinquent tax collections – Memo from Ted Scheidel distributed, read into record and reviewed. Ralph will review status of foreclosures on dead list and on agenda for next month for discussion in Executive Session with Attorney Vitrano.
   2. Transfers and adjustments (if req’d). - None
7. Update on Capital Improvements Committee project list & revised policy.  Ralph Zovich stated he attended September 1st Town Council meeting, Capital Improvement Chairman Houle gave presentation, reviewed.  “Financial Policy Statement: Capital Improvements” 2nd draft distributed and reviewed noting it goes back for one final pass by CIC and then to Town Council.
8. Comptroller’s Report – Dave Bertnagel distributed “Economic Digest” update for State of CT noting Town of Plymouth remains over 10% for unemployment.  Governor  did not sign bill but budget became law and currently legislature meeting and doing budget implementor bills.  Discussion held.  State Bond Commissioner meeting is Friday and the town may be eligible for another $150,000 streetscape grant.  Board would like a written report on status of business park lots and grant money received for STEAP.  Dave distributed General Ledger Report by Department noting going forward, departments notified if any line items going over they will have to come before BOF to explain.  Unemployment rate, Ralph noted report from Commerce Department and portions read into record.
9. Correspondence

   1. Letter from CCM to BOF re municipal workshop on Thursday, Oct 8th at CT Convention Center; workshops reviewed.
   2. Letter from TAHD – annual report
10. Public Input

    1. Melanie Church, 328 Main Street  - (a) who designates that money goes into non recurring fund because question if we get revenue in and short on revenue but you are taking that and putting in cap nonrecurring that is not where it should go; it should go in general fund.  Ralph Zovich stated 2 funding sources, budget and cap non recurring funded by general fund and fund proposed in budget and approved $530,000; if there is grant money that comes in for specific projects, those have to be set up accounts and that money is in cap non recurring which was set up as reserve account.  This is a tracking method, line by line of where it comes from, what it is for.  If intended to be general fund reviewed i.e. delinquent taxes. (b) Can anyone tell her what year the Volvo rubber excavator is that we purchased used?  Vicky Carey stated they have been leasing and it was a lease purchase.  Melanie Church stated everything by Public Works is taking bid process and waiving it and that is a problem and they are the only department doing that.  Everything should go out to bid as everything is going to one person.  Dave Bertnagel stated Public Works will need to provide list of all equipment for baseline of internal audit being done by Vicky Carey.
11. Board Member Comments

    1. Vicky Carey – small excavator, had need at that time at Lake Plymouth and prior did not have need and now want to buy it; they will have bigger fleet than people to work in fleet; she wants a plan for that small excavator, what using, when, is it cost effective; her capital outlay will be done by December.  Needs justification as to why departments need it.
12. Adjournment
    MOTION:  To adjourn by Dan Murray; second Pat Budnick and the vote unanimous.
    Meeting adjourned at 8:29 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

1. Call Meeting to Order – The Regular Meeting of the Town of Plymouth Board of
Finance was called to order at 7:05 p.m., Thursday, August 20, 2009 in the Assembly Room, Plymouth Town Hall.  Members in attendance:  Patricia Budnick, Vicky Carey, Peter Cook, Chairman Ralph Zovich. Also present:  Dave Bertnagel, Comptroller; Mayor Vin Festa; Robin Gudeczauskas, Recording Secretary; DiAnna Schenkel, Council Liaison.  Excused absent:  Dan Murray.

2. Pledge of Allegiance

3. Board of Education Update – not in attendance.

MOTION:  To move item 6 to become item 4 followed by subsequent items, by Vicky
Carey; second Pat Budnick and the vote unanimous.

4. Review and Discuss closing of  FY2008-09 Budget
      a. Discussion with representatives of Blum Shapiro, reqm’ts for comprehensive audit- Nicoletta McTighe, Blum Shapiro, gave overview of audit process and what will be found in final report.  The comprehensive audit requires in addition to what we have several other sections which are statistical information for the last 10 years, reviewed; format will change slightly to be in conformance with requirements of comprehensive audit report; in addition to introductory section will be letter of transmittal that is prepared by the Finance Director, Mayor or BOF Chairman which is introduction of the town and what will be included within the report, reviewed; it looks like we currently have a good management discussion analysis, reviewed. Gasb 56 will be effective this year and 54 in 2011; summary of all new Gasb requirements was prepared and will be distributed, review given.  Discussion held.  Exhibits remain the same; statement of net assets and liabilities is very detailed and does not see why so detailed and may change and present in draft form for approval.  Chairman Zovich (a)  asked for 1 – 1 ½ page executive summary.  Ms. McTighe stated that information is already in there but can change formatting in MDA.  (b) Stated due to requirement in Charter, report is due to public prior to municipal election and this has to be available by October 15th and asked if final draft can be done and in BOF hands by October 15th and do they have manpower to do that.  Ms. McTighe stated they will come here week of September 8th  to do preliminary work and then come back to do final work on October 5th which cuts close and it all depends on how ready the town is and if everything is reconciled.  (c) If they come up with something or need information to contact the Mayor’s office or Dave and the town will get it.  Ms. McTighe stated she had provided a schedule to the town for when she needs information, reviewed; noting the only thing is that Gasb 45 statement is in on time which is new reporting standard.

5. Approve Minutes:
      A. May 21, 2009 - Regular Meeting
MOTION:  To approve the minutes of May 21, 2009 by Peter Cook; second Pat Budnick
and the vote and unanimous
      B. June 25, 2009 - Special Meeting
MOTION: To approve the minutes of June 5, 2009 by Peter Cook; second Vicky Carey
and the vote unanimous.
      C. July 23, 2009 - Special Meeting
MOTION:  To approve the minutes of July 23, 2009 by Pete Cook; second Pat Budnick and the vote unanimous with Vicky Carey abstaining.

6. Mayor’s Report
      Pension issues – informed BOF  they would look into pension plan as 3 employees had
time and 2 of individuals are made whole and issue is we do have to pay back some money and interest accrued as individual put in dollar amount that was never allocated; reviewed and discussion held.
      School Building, sidewalk project, money funded through School Building Committee budget to take care of issue at this time; have Council meeting September 1st at which Council will take up issue to make request to the BOF for a special appropriation for the purpose of providing return of money used for sidewalk to the school budget.  We are using our own people to do oversight on sidewalks.  Mayor Festa stated CL&P account referred in newspaper was money saved through process of efficiency of lighting and came back to the Town and is in a reserve account.  To use that money would come before Council, to BOF and to a town meeting.  Sidewalks are not subject to
reimbursement.
      Small City Block grant – meeting held on grant program and new year for applications and now all money allocated is tied up with grants and a waiting list for a number of homeowners interested.  Discussion and in process of reviewing prior years applications and loan permits and return of payments on those permits to find out if there is any money in the State that belongs to this town.     Waterwheel project have Belonick and Hart property; Hart has issue relative to request for weeds down and slabs out but need notification from DEP and EPA and nothing to do due to potential contaminant within soil and vegetation.  Met last week with DEP in
Hartford to talk about issue and another site in town contaminated and not belonging to us and had lengthy discussion on waterwheel.  Hart property is ours and do not know if specific contamination in that property and just notified monitoring wells are there and application for $200,000 grant to clean up that property.  BJ Tool is contaminated and consideration that came from Kirkwood property.  Waterwheel project is a very costly operation especially if looking at picking up two other properties, contamination on those and cleanup.  Discussion held on potential of looking at $2 million project.  Mayor Festa stated with respect to Kirkwood members the initial approach was invasive and recently some inroads made to sit and discuss with Kirkwood members on issues at hand, reviewed; had lengthy discussion looking at project and experts have stated if cannot clean source you will eventually get contamination coming down due to topography and number of issues come in to play.  Further discussion held.  Melanie Church, stated the Hart property 18 years ago when had fire and the Hart’s tried to clean up property and knew when they sold to the town and the town knew it was contaminated and information is in P&Z minutes.  Chairman Zovich stated the Council voted $75,000 to purchase the Hart property and one contingency was it had to get a clean bill of health on phase 1 and they were suppose to do monitoring wells and nothing significant showed up.  Mayor Festa stated that property was not purchased during that Council period of time. Councilwoman Schenkel stated concern with file at the State is sparse and feels we should put official notice into the State due to if those tanks rupture and if it flows down through we would be liable and although we cannot physically do anything the State should be on notice.  Mayor Festa stated they are on notice.  Pat Budnick asked where money from BJ Tool is coming from; Mayor Festa stated the concept for the waterwheel was to be done through grants and donations and no money from taxpayers; background given.
      VNA – end of collections and collected over $110,000 in back payments due and have another $50,000-$70,000 coming in.  Have one more cost report from July 1 through Nov 1st of this year; CMS organization responsible for Medicare portion of this and they have accepted a number of back payments owed to them totaling $10,000.
      Closing of Iseli’s and in contact with local representative for headquarters with lengthy dialogue and asked for meeting with corporate officials.  Contacted Colapietro’s and Hamzy’s office; Hamzy sent word on two agencies who will give assistance to keep factory here.  Also contacting home office to find out how many employees are from town and to send to proper work force office.
      Have good news and comptroller deserves all credit on this in terms of refinancing.  Dave Bertnagel distributed information noting last month Council gave resolution to refinance outstanding bonds.  Key to remember is found USDA loans over period of time had interest of 4-5% range and refinanced for 2.78%;net savings $939,000 over life of loan of interest payments over the years.  Also had in debt service had restricted assets and save almost $1 million.   In addition reissued notes for high school project and same
percentage as last time.

7.  Discuss & Take Action on items in FY2009-10 Budget
      a. Status of current & delinquent tax collections – report from Ted Scheidel on status of delinquent taxes read into record.   Dave Bertnagel stated things coming in and ahead of schedule for current from last year.  Peter asked on Iseli, are they closed or when closing.  Mayor Festa gave update on Iseli noting closing of December 31st and layoffs start in October.  Impact is $60,000 from equipment and will affect 2010/2011 fiscal year.  
      b. Contingency plans (if req’d) should state funding is reduced in pending budget. Chairman Zovich (a) stated there is no budget.  Dave Bertnagel stated biggest grants start in October as first check for education cost sharing; legislature having special session next week and if no budget by Sept 1st the State risks having a bond downgrade. (b) public works renting excavator, spoke with Tony Lorenzetti who stated finished with both machines at Fall Mountain but still getting use out of them; and told them to finish rental of small one.  Discussion held on point on prioritizing lists and as soon as we appropriated money they come up with a good deal.  We have a list and need to follow list and cannot keep buying; everybody else follows their plan.  Discussion held.

8. Update on Capital Improvements Committee project list. – Long term multiyear and separate vehicle list included in capital outlay.  Concern with 8 unmarked Crown Vics and are we supplying former police cars to town employees or surplusing; what is the plan.  If we have more than ½ dozen cars and can we generate cash. Mayor Festa reviewed vehicle use noting it is difficult to share because of different runs for all departments.  Vicky Carey gave update on Capital Improvement committee and project list which is finalized and moving forward to Town Council; trying to take requests in conjunction with master plan.  After Town Council it will come to BOF and then to a referendum.  Discussion held.  Ralph noted to maintain principal and interest payment constant over a 20 year period is tricky.  Mayor Festa noted that there are a number of
committees, Capital Improvement, Municipal Facilities who is part of the process, Fire Department, who commissioned a study 3 years ago; and a commitment from Capital Improvement and Feasibility who will come and work together to establish a working document and looking at it collectively.  Melanie Church, 328 Main Street, believe you cannot bond for 20 years because you are bonding at different times for different amounts and things can change.  Bonding has to be for something specific and five years down line you may have emergency come up and changed the whole thing.  You can do only for first 5 million if people vote on  it.  Chairman Zovich stated the Town would ask Bond Counsel if we have legal resolution authorizing up to “x” amount and in resolution it would clearly specify it will be in four equal installments of 5 years each and we are asking people to approve authorization with specific funding mechanism built in.  We plan on paying off in 5 year increments and we have no spikes in principal and interest.  Dave Bertnagel stated the Town would have level debt funding, concept reviewed.  We would have specific resolution for all projects, project description for each project and that will be part of bonding package.  Discussion held. 

9. Comptroller’s Report – distributed and reviewed capital assets for the town which was required under Gasb 34.  The total will tie to the audit report.  Distributed town owned properties; expenditure report for current fiscal year.  Request for transfer of appropriations reviewed noting advertising for Charter Revision in newspaper and requesting transfer to the advertising account in mayor’s office and second is rounding and came in $1 over; and third is Recreation has employee who moved anniversary date and longevity payment.
MOTION:  To revisit item 7 on agenda by Peter Cook, second Vicky Carey and the unanimous

7.  Discuss and Take Action on items in FY 2009-10 Budget
MOTION:  To transfer from accounts listed $5292 from BOF Contingency to Mayor’s Advertising; $1 from Transfer Station Contract Services to Dump Rental; $100 from Wage/Benefits Adjustments to Recreation Longevity Pay for a total of $5393, by Vicky Carey; second Peter Cook and the vote unanimous.

10. Correspondence – Ralph reviewed report from Commerce Department from Associated Press, reviewed.

11. Public Input
      a.  DiAnna Schenkel – if there were any concerns at time two years ago when Mayor made decision to hire Dave Bertnagel and Ted Scheidel, hope now you see value they brought with bridging communication and all good deeds they have done, the monetary savings and money brought and as a taxpayer thank them for their efforts. Without their efforts we would not have been as successful and recognize them for extraordinary efforts.
      b. Melanie Church, 328 Main Street, (a) asked we a have tax collector and seems all reports are from Administrative Assistant who is an executive secretary for the mayor’s office and why are not these reports from Linda Hood.  How much is she doing and how much is she not doing. There should be a list of delinquent taxpayers and think the list should be looked at people running who are on delinquent tax list.  If there are any, their names should be put out. Chairman Zovich stated the list is publicly available; report title read into record which gives top 250 delinquent in dollar priority.  (b) With tax collector you have an extra person in there and now Ted doing the job, 4 people and before the BOF said enough for 2 and on top of that none of reports were given by the Tax Collector.  Mayor Festa, for clarification, the job is being done by 4 people in office now and not ordinary tax collections and what they have been doing is back and current taxes and without additional staff would not be at point where are now.  Once job is done there will not be 4 there any longer. Linda does her job in taking information to computer and taking off and Ted goes down daily and at end of day she generates reports for Ted and he brings them to the BOF as matter of formality. It is not she is not doing her job or office staff not doing their job but doing collectively and once back collection of taxes is done and over we will go back to standard number of people in that office.

12. Board Member Comments
      a. Peter Cook – Ted reports on lawyers activities as well and report on top 250 is generated by tax collector.
      b. Ralph Zovich stated the next meeting is September 17th.

13. Adjournment
MOTION:  To adjourn by Vicky Carey; second Peter Cook and the vote unanimous.

Meeting adjourned at 9:08 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

1. Call Meeting to Order – The Special Meeting of the Plymouth Board of Finance was called to order on Thursday, July 23, 2009 at 7:00 p.m. in the Senior Lounge, Plymouth Town Hall by Chairman Ralph Zovich.  Members in attendance:  Pat Budnick, Peter Cook, Dan Murray, Ralph Zovich.  Also present, Mayor Vin Festa; David Bertnagel, Comptroller; Robin Gudeczauskas, Recording Secretary. Excused absent, Vicky Carey.

2. Pledge of Allegiance

3. Board of Education Update –Ralph Zovich stated he spoke to Ray Engle and the BOE anticipates breaking even with the new cafeteria contract and a possibility of making money; outside groups i.e. PTA, boy scouts, booster club who want to use the school and have a catered affair, the profits are split and a portion would come back to the BOE budget.  Current café employees were laid off and could be rehired by the new food service.  Dave Bertnagel stated the BOE will break even for year.

4. Mayor’s Report – status quo.  In the process of meeting with School Building Committee, Comptroller, contractors, auditors to do final adjustments re budgets and will keep the Board updated.  Did have bid opening on sidewalk issue which will first go to the Council for contract award.  In the process of reopening contract clause with the Police Department to re-look at a few issues.  Capital Improvements has finalized their final report on what they are looking for and that will be reviewed in a meeting to be set.  Also meeting with the School Central Office people to discuss merging of department and equipment and sharing the workforce. 

5. Review and Discuss closing of FY 2008-09 Budget
       a. Trial balance of Surpluses (Deficits) as of June 30th
Peter Cook reviewed information from Ted on back tax collections and shortfall of taxes to budget.  Dave Bertnagel stated between all tax revenues we are about $460,000 short in Revenue this year; report reviewed and discussed.  Dave distributed and reviewed his Preliminary Trial Balance noting he is projecting a minor surplus for the current fiscal year that ends June 30, 2009.  He noted Public Works shows a deficit, from Snow Overage which needs to go to a town meeting as it is over $100,000.  Chairman Zovich noted that $100,000 is an overage within a line item but the overall Department budget is only $39,118 in deficit, stating the money is already spent and the Charter requires the Town Council to approve those departments in deficit and does not say it has to issue a request for special appropriation.  The money has been spent and as long as the whole budget approved at referendum ends in surplus, he does not feel we are appropriating any money but making transfers.  He noted Dave is projecting a balanced budget.  Discussion held noting deficit in Land Use of $61,000; Dave Bertnagel stated that was a grant receipt (CCRPA; $50,000) that is coming in, approved by Council, and shown on Revenue side; and it would be $11,000 deficit due to two employees who retired last year in that Department.  Miscellaneous number of $23,000 is the hydrants and street lights due to rate increase of 10%.  Chairman Zovich stated this has been approved by Council as stated in the next line item, needs to be approved by the Board as presented, and since the deficit of the whole budget is not over $100,000 it will not trigger a town meeting.
MOTION:  To accept the Preliminary Trial Balance as presented by Pat Budnick, second Dan Murray and the vote unanimous.

       b. Review and Take Action on Year-end Transfers as Approved by Town Council
MOTION:  To accept the individual department deficits of Public Works, $39,118; Library, $5,311; Land Use, $61,253; Miscellaneous, $23,807 as approved and presented by the Town Council, by Dan Murray; second Pat Budnick and the vote unanimous. Mayor Festa stated re budgetary process and town meeting, he will speak with legal counsel to be clear on issue and if one is not held reason for it and if one should be they will go ahead.  Regarding Workers Comp., he has had another case come forward and the town will be responsible for another payout which will be addressed next month
   
       c. Discuss appointment of Blum Shapiro, requirements for comprehensive audit.  Ralph noted representatives will be at August 20th meeting.  Any questions, suggestions, requests for discussion with auditors should be prepared.  Dave Bertnagel noted we will receive a higher level comprehensive annual financial audit.  The Town will apply for a work program to get that which is a distinguished award in which they do testing but more things are disclosed in audit.  There are three sections:  Introduction section and on management discussion and analysis you receive more detailed analysis, more detail in regard to statistical information, results made and what occurred during the year; second section financial, will remain the same as std items and will address fund balance issue; section three is new, statistical section which includes history, debt ratios, per capita ratios  all will give understanding of where we were and where we are now.  Question from board to auditors, final product is independently annual report and can we received a 1-2 page executive summary.  Dave stated that will be prepared by himself to go along with the annual report.

6.  Discuss & Take Action on items in FY2009-10 Budget
       a. Contingency plans (if req’d) should state funding is reduced in pending budget.  Ralph Zovich stated last month the BOF had a request through Council to waive bid on tractors Public Works wanted to purchase. There is $215,000 in budget for excavator; background given.  Mayor Festa stated for next month or two there are some changes; have curtailed overtime except for collection of overdue Medicare; looking at furloughs and worst case scenario is layoffs.  Plymouth is at 10.8% unemployment rate and climbing.  Board of Finance will hold off on purchase of small excavator.

7. Discuss status of School Building Project, potential shortfall and need for special appropriation to complete construction of track.  Chairman Zovich reviewed history of shortfall if try to complete items currently in project budget.  Dave Bertnagel gave update on budget; Ralph noted SBC and BOE want to finish track noting sidewalks are not optional.  Sidewalk bids have been received and opened, not yet public until meeting is held; the town will supervisor the sidewalk project to save on management costs.  The entire costs will be over $100,000 and require a town meeting after Council approval and BOF vote.  Peter Cook (a) asked if you don’t build track how much do you lose in state matching funds; Dave Bertnagel stated based upon financing approximately 61% was funded by the State of CT; track is considered an improvement and does not know percentage.  (b) Sidewalks are not reimbursable and the town will have to pay more if track is not built but does get reimbursement percentage of track.   Reimbursement to do project and reimbursement if do not is what he would like clarification.  Discussion held; question stimulus funding for sidewalks which are shovel ready.  Mayor Festa noted sidewalk is on original approved plan by the architect. Chairman Zovich noted $211,000 from CL&P is available and can be transferred from Reserve account over to this account to cover cost of sidewalks.  Dave Bertnagel stated of as June 30 there is $14,000 in the sidewalk account.   

8. Comptroller’s Report

9. Correspondence

10. Public Input
       a. Melanie Church, 328 Main Street, (a) you are saying town meeting which means none of this money will be bonded; Chairman Zovich, correct; (b) say 50 acres that school has and they have 26 acres; Chairman Zovich stated the town is responsible for all the land and open space for public use; (c) CCM legislation bill passed and asked Dave to comment which we can be hit with supplement. Dave Bertnagel stated CCM presented two bills and one put into last session and passed bill to allow any towns regardless of Charter will let the BOF reduce the BOE appropriation by amount of stimulus money so the BOE has $20 million we could reduce to $18.6 as by the way the Federal government worded.  The BOE gets the check directly and do not need to turn over to municipalities and spend as Special Ed budget which does not go through regular process.  Now, depending on how budget is passed off by the State and if the State cuts the budget, the towns could allow regard referendum to do supplemental tax bill or cut services but this was proposed and does not appear will happen.  Now, the Governor will issue an executive order for spending for August, we usually get grants for town aid road and nothing in legislation and no money is being bonded.  From what hearing they are not cutting municipal aid but 2010-2011 may be bad for everyone.  (d) website said it passed and both sides voted yes except for one senator; Dave Bertnagel stated he will check.  (e) former auditor, when is he coming in to give his report on what was found with problems or is it ignored.  Chairman Zovich stated we accepted it and done; in February they gave a preliminary draft and everything but general fund was balanced and only one unresolved issue which was reconciled by July.  Melanie Church stated she is referring to deficiencies; Dave Bertnagel has yet to receive anything and will request it.
       b. DiAnna Schenkel, town liaison, stated the Town Council has set the referendum date for Charter changes on election day of this year and some of those changes will directly affect this Board; such as special appropriations will be reduced from $100,000 to $50,000 and will go to town meeting at $50,000; if secretary position in mayor’s office becomes permanent this board will set salary from recommendation of the mayor.  Review held of questions to appear on ballot.  Discussion held.

11. Board Member Comments
       a. Chairman Zovich stated the next meeting is August 20th

12. Adjournment
MOTION:  To adjourn by Peter Cook; second Dan Murray and the vote unanimous.
Meeting adjourned at 8:17 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

1. Call Meeting to Order – The Special Meeting of the Board of Finance was called to order by Chairman Ralph Zovich on June 25, 2009 at 7:07 p.m. in the Senior Lounge, Plymouth Town Hall, Terryville, CT.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Ralph Zovich and Comptroller Dave Bertnagel; Robin Gudeczauskas, Recording Secretary. 
 
2. Pledge of Allegiance

3. Discuss and take action proposed draft of Capital Improvements Policy, additions, modifications and comments
Chairman Zovich stated review of proposed changes and original draft by section:
    Part 1 – need to keep format consistent by section A, B, etc.
Add: “Policy Objectives:”
    Section B put period after “implementing projects”.
“These objectives consist of:” developing.
After last sentence add “as follows”.
Combine items “D” and “E”; delete “bonded amounts may be reduced in the future”.  Capital Improvement Policies, Section A – paragraph 1, discussed. Once capital plan is adopted by the town it will not be revisited until the following year.  If an emergency arises they need to go to Capital Improvements Committee for plan to be reprioritized.  Vehicles are included in capital outlays in Finance Operating Budget.
    Second sentence “If a new project need arises during the year”.
    Paragraph 3 – discussion on preventive maintenance – discussion held and emphasize preventative maintenance.  Replace first sentence with: “The Plan will emphasize the replacement of exhausted capital goods as necessary”.
    Paragraph 4 – WPCA; discussion held.
Add Paragraph 5 on section A reviewed by Ralph; discussion held and paragraph 5 is deleted from draft.
    Section B, Capital Funding Sources – Bonded Debt, General Operating Expenditures, Grants – Review and discussion. Audited unreserved and undesignated …… should be designated into the Capital Projects Fund.
Pay As You Go, reviewed, change “shall” to “should”.
Discussion on “sufficient reserves” change to “sufficient budgetary resources are available”.
    Section C, Debt Management – reviewed.  Discussion on including goals, parameters or limits being included in this section.
Add subparagraph D – Annual net debt service.  Budget beginning July 1st has net debt service which represents 9% of general fund.
Add “of annual general fund revenue”; add “not exceed 12 percent of annual general fund revenues” – to be clarified.
Discussion held on changes going back to Capital Improvements.  Melanie Church asked whether Capital Improvements is ad hoc; Ralph, yes.
    3. Term – reviewed. Add to sentence “and shall not exceed a term of 20 years”.
Sections 5, 6, 7 – question on paragraph 6 of debt issuance, discussed – “shall not occur more than once every two years”.  Dave Bertnagel clarified and we would go every two years, sell notes.  Bans can be done for up to 7 years.
Add paragraph 8 – “Bonding Authorization” discussed.  Need to have funding before going ahead with project.
Part III added to clarify process; reviewed.   This gives objective guidelines other than financials.
Discussion held on Approval Process; Capital Improvement Budget.
Add to last paragraph of Section C2.:  “The BOF may review adjustments to the capital outlays if required during the course of a fiscal year”.
Paragraph 5, Section A reviewed to be reinserted; discussion. Dave will insert changes and comments to the Capital improvements and they can return it to us. 
MOTION:  To refer Capital Improvements Policy Statement back to Capital Improvements with attached comments, by Vicky Carey; second Pat Budnick and the vote unanimous.

4. Discuss and Take Action on following items in current FY 2008-2009 Budget
    a. Estimated deficits by account and recommended transfers – Dave Bertnagel distributed and reviewed non salary and non heating/utilities Budget Transfers.
MOTION:  To accept Transfers of $128,032 by Peter Cook; second Vicky Carey and the vote unanimous.
Overall picture of budget given by Dave noting we will have a small surplus at end of the year and deficit in sand/salt (over $100,000), motor fuels (will be under $100,000) and overtime ($16,000); Sand and Salt will go to town meeting.

    b. Tax Collector's Suspense List totaling $92,355.39 – Includes Motor Vehicle of $65,478.55 and Personal Property of $26,876.84   – Dave noted he and Ted reviewed list and cross referenced some addresses and taking care of situations.  The Town Council has approved for the Suspense and can still be collected.
MOTION:  To approve Suspense List of $92,355.39 by Vicky Carey; second Pat Budnick. Discussion:  Peter Cook questioned why cars from 2002/03/04/05 on list and should these have been brought earlier.  Dave Bertnagel reviewed Statute noting this is the way done and trying to narrow down to per year basis. Question asked if motor vehicle list compared to property list for accurate addresses. Vote:  Pat Budnick, yes; Vicky Carey, yes; Peter Cook, no.  Motion carries 2:1.

5. Closing FY 2007-08, Completion of Independent Auditor’s Report
      a. Review final reconciliation of G/L & bank statement discrepancies   - Dave reviewed and Chairman Zovich asked that any questions be emailed to Dave for research and review at next meeting.  Dave stated first three pages are entries the auditors do to roll up fixed assets module; next pages are actual adjustments that have to be made to our system to reconcile to the audit reports.  General Fund (3 pages and 27 entries); last years’ reconciliations were 42 entries; discussion held.  We are good to end this fiscal
year June 30, 2009 and all accounts should be reconciled by July 31, 2009.  

6. Discuss RFQ Criteria for Auditing Firm Employment Contract Negotiations and take action on the appointment of auditor for FY 2008-2009. Dave stated an RFQ was issued (read into record); discussion held. Had 3 responses, Koskin & Ruffkess – estimate for town side $56,000 and did not specify Board of Ed side; Blum Shapiro is $72,5000 for everything including WPCA and BOE; and Robert E. King & Company, PC. who needed more information on as they have not done municipal this size but have done Harwinton and Burlington.  Dave stated his  recommendation is Blum Shapiro whom he is familiar with, they have a good size staff and we will have a comprehensive annual report, auditors are rotated on a regular basis.
Discussion held noting need to tell them the entire audit must be done and ready to print by mid-October.  Dave noted downfall is they do not have a lot of work papers and they do not know system setup; if appoint them we would have them come in immediately and attend the next BOF meeting.  Pat asked if original quote required cost for WPCA; Dave stated no but he had reviewed everything on the phone with those who inquired.  WPCA has a $5000 line item but were never billed and the town will bill for that.
MOTION:  To appoint the auditor of Blum Shapiro for fiscal year 2008-2009 and notify OPM of decision, by Pat Budnick; second Peter Cook.  Discussion:  Vicky Carey stated it is about time after having the same auditor and at same point do not want the new auditor to be soiled.  If there are any questions or problems they get filtered through David and the BOF is to be involved in the final product.  Her other concern is after having an auditor for a time, too many people have played a part in it; the auditor should stay unbiased and this is why they should go through David with questions.  Ralph stated to he wants to make sure the contract stipulates a comprehensive level and audit by mid October.  Vote: Pat Budnick, yes; Vicky Carey, yes; Peter Cook, yes.  Motion carried 3-0.
Dave will get letters out to all those who submitted an RFQ.

7. Comptroller’s Report – Today received from State the Budget proposal; reviewed noting concern of town aid road and LoCIP grants recommending bond for town aid roads.  The Governor still needs to recommend a bonding package.  If no bonding package until 2010, we would have to fund out of our budget.  Issue on STEAP grant which limits each town up to $500,000 per year and recommend to cut back and/or no funding.  The ECS grant is being funded by the State but reduced and supplanted with federal money and money goes direct to BOE and not the town.
 
8. Public Input
    a.  Bill Hubbard, SBC – c.o. extension and worked out fine. Appreciates everything Dave has done and so nice to see positive.  Do have some things to tie together and will take time. Has gained good confidence tonight in listening to this BOF meeting.  Discussion held on track and funding.
b. Melanie Church, 328 Main Street – attended meeting with Ralph, SBC and Dave and it was like let’s make a deal and has heard that you promised them we will use $250,000.  Ralph stated he told them where they could identify $211,000 from CL&P which is in reserve capital account and to take out of that would need to go to town meeting and would need to go through normal meeting process and if fails at town meeting, they come up short.  We are not going back for a third referendum or add bonded debt to finish last few details of project.  Dave stated he gave a financial overview to the meeting and once bids from sidewalks come in should be short $300-$500,000.  Need to finish sidewalks to get c.o.  Vicky stated public works does supervision of sidewalk project; designs done and paid for.  Bill stated there were no promises made at the meeting.  Melanie Church stated she got a copy of all excess costs for design changes and those changes are about $400,000 and that is a lot of changes; after second referendum they said they cut off BOE
building and had plenty of money.  Dave stated the $211,000 is contingency money. Bill Hubbard stated since the last meeting, before they were in the dark as to where they stood on where they are today, what they have, what was spent.  Ralph stated the construction manager pointed out the change orders were less than 1% of the project.

9. Board Member Comments
a. Ralph – vacation schedule reviewed and will send email for consensus.

10. Adjournment
MOTION:  To adjourn by Vicky Carey; second Peter Cook and the vote unanimous.
Meeting adjourned at 9:35 p.m.

Respectfully submitted,

Robin Gudeczauskas
Recording Secretary

REGULAR MEETING MINUTES
ASSEMBLY ROOM
Thursday, May 21, 2009 - 7:00 P.M.

1. The Regular Meeting of the Town of Plymouth Board of Finance was called to order on Thursday, May 21, 2009 in the Assembly Room Plymouth Town Hall at 7:00 p.m. Members in attendance:  Patricia Budnick, Vicky Carey; Peter Cook, Ralph Zovich and Robin Gudeczauskas, Recording Secretary.  Also present:  Mayor Festa, David Bertnagel, Comptroller.  Excused Absent:  Dan Murray.

2. Pledge of Allegiance

3. Board of Education Update – Mike Santogatta and Tommy Meehan.  Mike gave update noting special education is area of concern, in deficit and continue to get outplacements; a lot of which take place under auspice of DCF; discussion held.  Melanie Church, 328 Main Street, stated federal law tells the states that they can do these outplacements.  On $159,000 deficit; between two accounts $215,000 in deficit. Ralph
asked where are they going to get this money, transfer from what areas?  Mike stated the practice is these accounts run the way they run and as long as the remainder of the budget is fine, these accounts are covered by the Excess Cost grant the town takes in, which he believes will be half a million dollars.  Dave Bertnagel stated if the BOE does not exceed revenue of $500,000.  Discussion held and further clarification will be held between Dr. Distasio, Mike, Mayor Festa and Dave.  Discussion held on oil accounts and will transfer money into oil accounts to be certain number of gallons that the board signed for as they used less than contracted for; bid structure reviewed.  Question asked on redundancy with town budget on costs for winter such as salt/sand, etc.  Stimulus money – Mike stated applications for it did not come up on website until two days ago and Tommy is applying for money electronically and need to go through approval process.  Looking at hiring a special education person in anticipation of getting that money. Pat asked about special ed.
When Outplacements are over it is covered elsewhere in BOE budget so that there is no deficit.  Mike said the way it was explained to him, the Board brings the budget with no deficit with exception of special ed out district placements; any deficits in those two accounts gets offset by Excess accounts.  Pat stated the 4 years she was on, the costs were offset by the BOE budget again so they either had zero to give back to the town or like last year $24,000.  In the end, historically, there was a year they dipped a bit in cost share
money.  Dave Bertnagel stated the $500,000 is budgeted as revenue and offset the $22,396,000 received and they (BOE) have to come within the budget with all accounts without including excess.  Mike stated the BOE has a legal right to take in excess funds as additional appropriation.  Discussion held.  Melanie Church, stated we can’t tell the BOE how to spend their money and they are given “x” amount of dollars and have to
live within it.  This is one time appropriation for money and that is not legal either.  Ralph Zovich replied only if entire net budget, revenue minus expenditure is in deficit and then we would have a special appropriation.  Discussion held and the BOF would like a resolution into this before the next meeting.

4. Approve Minutes:
      a. April 13, 2009
      b. April 16, 2009
      c. April  21, 2009 - Public Hearing – There were 6 people who spoke at the public hearing
MOTION:  To approve the Minutes of April 13, April 16 and April 21, 2009 as presented by Peter Cook; second Vicky Carey and the vote unanimous.

5.  Mayor’s Report – At a COST meeting earlier this week on legislative conference and key issues to look at are equalized cost sharing component; talk of using stimulus money as not an add on but add in; issue on town aid roads and Pequot grants which may have further reduction to those; 55% benefit cost for overtime for resident trooper but federal law the town itself must pay; regionalization component and probate courts in process of being looked at to reduce and consolidating would cost resulting in extra work load in staff and physical conditions for space; health district regionalization is being discussed; STEAP grant funding is being looked at for additional cuts; bills before legislature demanding go green component for school systems and towns which is expensive.  We built budget on certain conditions and we do have a plan a, b, c and if this goes we will need to go to layoffs.  Meeting next week with school building to get handle on where they are at this point in time for financial picture.  The track is being bid. 
  
6.  Closing of FY2007/08 Funds- Independent Auditor's Report
      a. Acceptance and publication of final report - reconciliation of G/L cash balance – Ralph stated waiting on audit to get agenda out and yesterday at meeting with OPM and Plymouth is 1 of 2 who have not filed audit report for fy 07-08.  Joe from Koskin & Ruffkess stated by June 15th will have wrapped up and we are $410,000 out of whack.  The General Ledger cash is that much higher than the bank and everything balances out and looks like occurred between 1/1/08 and 4/1/08.  Dave Bertnagel stated there are 5000 checks through the general fund and a routing number may have gotten mis-posted.  Joe stated he believes it is a wire transfer that was not recorded or recorded improperly and only way is to go transaction by transaction, day by day.  Mayor Festa gave update that he is tracking down through audit to find out what took place.  Discussion held.  They did find money that is eligible for reimbursement on Canal Street Bridge that will be
submitted.  What policy can be put in place so that this does not happen again; Dave stated everything is now being balanced on a monthly basis with full cash reconciliation.  Discussion held on holding a special meeting to know what will be submitted to the State.  Melanie Church, the Trelli property has been floating somewhere and was paid for by the town ($250,000) and was that transferred here/there and could it be one spot where money was not accounted for; also, when did our former comptroller leave (Feb. 2008) and are there other accounts beside Trelli that money was spent and maybe need to call him in to help explain.  Ralph stated the $250,000 was money taken out of capital projects fund.  Dave sated money in capital projects fund paid for property with anticipation of reimbursement.  Dave will provide listing of all funds and balances. 

7.  Discuss & Take Action on following items in current FY2008-09 Budget:
      a. Update on status of delinquent tax collections - T. Scheidel:  300 list of delinquent accounts given to Ralph; Ted reviewed.  List of 30 properties that are eligible for tax sales given to Ralph totaling around $300,000.  Ted reviewed collection percentages/ sheet distributed; 95.5 is current tax collection rate for year and yet to be collected; to make budget need just under $700,000.  Office is collecting second payment, learning hardships and Terryville is 9.75% unemployment in April and one of the highest unemployment rates in CT.  Ralph suggested adding line “if having financial difficulties and cannot make full payment we will accept partial payment and please call the tax office at”.   When dead properties come off they can do a better job as they will come back as account and some are lucrative properties.  One big property is Great Hill in Wolcott/Terryville and going to tax sales.  Attorney Wynn is working on 300 “hot” list.  Structus, dba Tower Industries, is working through Attorney Vitrano, to pay personal property tax by June 30 and come up with quarterly payment plan; discussion held.  Jasper arrangement made by Attorney Vitrano to $10,000 by June 30 and $1500 per week.  Big payments, Cole Holdings of $25,000 and $6000 on personal property under name of SunnyCor.  Also, Estate of Newcity and closing fell through, $27,000, and new buyer is in works and hope for quick closing.  Automobile taxes are being collected; Peter questioned police impounding unregistered car; Peter asked if there is any benefit to publishing delinquent taxes.  Ted stated cars cannot be done for 2 years.  Melanie Church stated some people are behind and some are laid off, publishing names in paper when down she does not agree with.  Peter stated he is talking about people that owe $10,000 and more and haven’t paid for years.  Peter stated if we have amnesty, can notification go with tax bills.

      b. Transfers between accounts (if required) – Dave Bertnagel distributed Budget
Transfer Requests; reviewed.  Transfers within department and some from Contingency account which is $11,715 and if approve all transfers as recommend will have $4,003 in account. 
MOTION:  To approve Transfers as submitted by Vicky Carey; second Peter Cook.  Discussion:  Permanent part time is flex worker account and moving.  Ambulance Corps heat discussed; library had issue with door and authorized repair and water bill went up.  Total of $69,832 in transfers.  Ralph read summary of line item totals from contingency.  $7,712 is from contingency in transfers.  Vote:  unanimous.

MOTION:  To set the Tax Rate for FY 2009-2010 at 30.1 mills by Vicky Carey; second Pat Budnick., Discussion: Noted there is no mechanism in this town to adjust mill rate. Vote unanimous.

Chairman Zovich noted the time is 9:00 p.m. and as requested, the meeting will be adjourned and the remaining agenda items covered at the next meeting.

9. Update on Activities & Improvements by H.R. Manager - B. Bellotti

10. Presentation of Capital Improvements Policy Statement & Proposed Debt Structure – will be emailed by Dave and distributed for Board members to review and comment.

11. Comptroller’s Report

12. Correspondence

13. Public Input

14. Board Member Comments

15. Adjournment
MOTION:  To adjourn at Vicky Carey; second Pat Budnick and the vote unanimous.
Meeting adjourned at 9:05p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

The Public Hearing of the Town of Plymouth Board of Finance was called to order at 7:04 p.m. on Tuesday April 21, 2009 by Chairman Ralph Zovich. Members in attendance were Patricia Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich, Christie Rullan recording secretary. Also present was Mayor Vin Festa, Dave Bertnagel, and Dr. Tony Distasio Superintendent.
Legal Notice was read into the record
Fire exists were noted
Board of Finance members were introduced by Chairman Zovich followed by a slide presentation giving an overview of the budget for 2009-2010. Presentation is attached. After the slide presentation Chairman Zovich stated that the budget will go to referendum May 5, 2009. If the proposed budget passes then it will be automatically adopted, if the budget fails twice it then goes to the Town Council to set and approve.
Vicky Carey spoke on the capital outlay portion of the budget. According to Vicky Carey this is the lowest she’s seen in 18 years. Vicky Carey has been working with the Mayor and Dave Bertnagel to setup a 5 year plan to repair things in town that are in desperate need. They are prioritizing the projects to provide steady flow of money to keep the debt service down. They will be proposing the finding to the Town Council for them to move forward.
Chairman Zovich wanted to commend Vicky Carey for serving on the Board of Finance for 18 years.
Mayor Vin Festa then took the floor and spoke. He also wanted to thank Vicky Carey for all her assistance for the 18 years she has served. His thanks was extended to all the Board of Finance members and Comptroller Dave Bertnagel for their assistance with the budget process. Mayor Vin Festa also spoke about the outstanding efforts Ted Scheidel has put into with the Tax Collector Linda Hood in the collection of back taxes. Mayor Vin Festa briefly spoke that in the future he will be coming to the public with a proposal for a bond package for improvements and repairs the town is in need of.
Dr. Tony Distasio also thanked the Boards and Commissions they had put in developing the budget. He applauded the Mayor for the great job he is putting forward towards the leadership in this Town. Dr. Distasio stated that they would be receiving stimulus money but unsure right now on the amount.  He also commended his staff for all their dedication and assistance that was brought forward with their move into the new High School.
Chairman Zovich then opened up the floor for Public Comment.
Council woman Jeannine Jandreau 34 South Main Street Terryville. She also wanted to thank the Board of Finance for all the time and effort they put in to getting the budget done with a 0 percent increase. She had commented on the Mayor for the no tax increase present in this budget. She just wanted to thank the Town employees and the Board of Ed who banded together to make the 0% increase happen.
Brian Bonds 23 Fall Mt Terrace Fall Mt Chairman. Just one question for the Board of Ed he sees the special Education  is really high and he was wondering if maybe in the future is there any way to bring more teachers back into town?
Dr Distasio replied that with the stimulus money the director of special Education is to hire a person to bring some of the students back to the district.  The stimulus money is going to be used to develop programs to handle the needs of special needs children.
Rich Whitney 183 Lake Plymouth Blvd. He was floored at the result of the 0 increase budget. He has never experienced a 0% percent increase in any town he has lived in. He just wanted to state a few things on the pie chart that he was a little puzzled at. As usual the pie chart showed that 57% of the chart was the Board of Education portion of the budget. Even though he was pleased with how low they came in he was concerned about maintaining the town with only 47% of the budget. He stated that he has been following the enrollment of students because it seemed low, but according to the study of the Ct State data center it’s predicted to go down and not stay level.
Melanie Church 328 Main Street. She has sat through many budget hearings and expressed how time and time again the Town also cuts their budgets more and more every year. But year after year it’s the same thing the town goes down and cuts and the Board of Ed doesn’t. She spoke with Representative   Zeke Galsky earlier tonight and he stated that the ECS money isn’t going to be touched; however the   town’s money may take a hit. So she was recommending to the Board of Finance to cut the Board of Ed budget by 50,000.00 in good faith. The town has cut corners in every possible way and they still may be faced with laying off their employees. The surplus that we have sitting there is not from the Board of Ed but it’s from the town’s side. She also stated that the bonding that is being proposed for the new trucks and such may only be 26,000.00 in interest, but that will be recurring every year. She just felt that the town was giving their all in cutting the budget and from her perspective the Board of Ed was not doing enough to contribute.
Chairman Zovich wanted to clarify for Melanie the 34,000.00 on the lease was for the 4 years. So the interest rate was really good for that capital. The comptroller and Vicky worked very hard together for that low rate because they knew the town couldn’t afford to pay that in one lump sum.
Ray Engle 691 Terryville Chair of the Board of Ed. Just wanted to clarify that that for the last few years the ECS money has been given back to the town, the unspent totaling between 900,000.00 to 1,000,000.00 was returned. They could have encumbered that money but in good faith they returned it back to the town. We are participating our part in to what is right for the town.
Chairman Zovich wanted to clarify what Mr. Engle stated that the State of CT reimburses the town for the special Ed out placement  above and beyond the 4 times per pupil expenditure. Since our per pupil expenditure is about  11000.00 we are responsible for the first 48,000.00 then we get reimbursed and that reimbursement goes back into the general fund.
Jackie Denski 6 Hoye Street Council woman. I like the way the Board of Finance works with the current finances. I would also like to commend Ted Scheidel and the Tax Collector for working so hard on brining in the back taxes. I know the Chief of Police is working hard at getting grants into the town as I’m sure Ted Scheidel is also doing. All in all I’m very proud of the way the Board of Finance is handling the finances.
Chairman Zovich wanted to point out that we are still eligible for stimulus money we are not being left out because we have a 0% increase. As of right now we are unsure of the amount. He also wanted to follow up with what Mr. Engle stated the Board of Ed also brings in an additional 900,000.00 in revenues that are off the books in terms of grants. So the more grants we get in for special purposes like police, or Fire training equipment, or special Ed is also considered extra revenue that comes into the town. So as council woman Denski stated grant writing is very important. Ted Scheidel is a little more optimistic on the collection of back taxes than we are, so we set the number lower and if it comes in higher than we are better off.
Diane Schenkel 4 East Orchard Town Council woman. Just stated for the public that is here tonight as liaison for the Town Council I sat thru every single meeting for this budget process, and when you’re trying to set a budget of this magnitude it’s a real effort to make everything reasonable. She stated to the Mayor that the things he is proposing be done in this town is just one step closer. His leadership is bringing everyone together he is pulling the town together. This isn’t political everyone needs to lend a hand to one another to get through this tough financial crisis everyone is faced with day in and day out.
Chairman Zovich stated that one of the objectives tonight was to present the budget to the public and give them the chance to ask questions. To try to understand what they will be voting for on May 5, 2009 at the referendum.
With no further comments or questions Chairman thanked everyone who attended and noted there is joint meeting of the Board of Finance in the cafeteria immediately following.
Meeting adjourned at 8:30 p.m.

The Public Hearing of the Town of Plymouth Board of Finance was called to order at 7:04 p.m. on Tuesday April 21, 2009 by Chairman Ralph Zovich. Members in attendance were Patricia Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich, Christie Rullan recording secretary. Also present was Mayor Vin Festa, Dave Bertnagel, and Dr. Tony Distasio Superintendent.
Legal Notice was read into the record
Fire exists were noted
Board of Finance members were introduced by Chairman Zovich followed by a slide presentation giving an overview of the budget for 2009-2010. Presentation is attached. After the slide presentation Chairman Zovich stated that the budget will go to referendum May 5, 2009. If the proposed budget passes then it will be automatically adopted, if the budget fails twice it then goes to the Town Council to set and approve.
Vicky Carey spoke on the capital outlay portion of the budget. According to Vicky Carey this is the lowest she’s seen in 18 years. Vicky Carey has been working with the Mayor and Dave Bertnagel to setup a 5 year plan to repair things in town that are in desperate need. They are prioritizing the projects to provide steady flow of money to keep the debt service down. They will be proposing the finding to the Town Council for them to move forward.
Chairman Zovich wanted to commend Vicky Carey for serving on the Board of Finance for 18 years.
Mayor Vin Festa then took the floor and spoke. He also wanted to thank Vicky Carey for all her assistance for the 18 years she has served. His thanks was extended to all the Board of Finance members and Comptroller Dave Bertnagel for their assistance with the budget process. Mayor Vin Festa also spoke about the outstanding efforts Ted Scheidel has put into with the Tax Collector Linda Hood in the collection of back taxes. Mayor Vin Festa briefly spoke that in the future he will be coming to the public with a proposal for a bond package for improvements and repairs the town is in need of.
Dr. Tony Distasio also thanked the Boards and Commissions they had put in developing the budget. He applauded the Mayor for the great job he is putting forward towards the leadership in this Town. Dr. Distasio stated that they would be receiving stimulus money but unsure right now on the amount.  He also commended his staff for all their dedication and assistance that was brought forward with their move into the new High School.
Chairman Zovich then opened up the floor for Public Comment.
Council woman Jeannine Jandreau 34 South Main Street Terryville. She also wanted to thank the Board of Finance for all the time and effort they put in to getting the budget done with a 0 percent increase. She had commented on the Mayor for the no tax increase present in this budget. She just wanted to thank the Town employees and the Board of Ed who banded together to make the 0% increase happen.
Brian Bonds 23 Fall Mt Terrace Fall Mt Chairman. Just one question for the Board of Ed he sees the special Education  is really high and he was wondering if maybe in the future is there any way to bring more teachers back into town?
Dr Distasio replied that with the stimulus money the director of special Education is to hire a person to bring some of the students back to the district.  The stimulus money is going to be used to develop programs to handle the needs of special needs children.
Rich Whitney 183 Lake Plymouth Blvd. He was floored at the result of the 0 increase budget. He has never experienced a 0% percent increase in any town he has lived in. He just wanted to state a few things on the pie chart that he was a little puzzled at. As usual the pie chart showed that 57% of the chart was the Board of Education portion of the budget. Even though he was pleased with how low they came in he was concerned about maintaining the town with only 47% of the budget. He stated that he has been following the enrollment of students because it seemed low, but according to the study of the Ct State data center it’s predicted to go down and not stay level.
Melanie Church 328 Main Street. She has sat through many budget hearings and expressed how time and time again the Town also cuts their budgets more and more every year. But year after year it’s the same thing the town goes down and cuts and the Board of Ed doesn’t. She spoke with Representative   Zeke Galsky earlier tonight and he stated that the ECS money isn’t going to be touched; however the   town’s money may take a hit. So she was recommending to the Board of Finance to cut the Board of Ed budget by 50,000.00 in good faith. The town has cut corners in every possible way and they still may be faced with laying off their employees. The surplus that we have sitting there is not from the Board of Ed but it’s from the town’s side. She also stated that the bonding that is being proposed for the new trucks and such may only be 26,000.00 in interest, but that will be recurring every year. She just felt that the town was giving their all in cutting the budget and from her perspective the Board of Ed was not doing enough to contribute.
Chairman Zovich wanted to clarify for Melanie the 34,000.00 on the lease was for the 4 years. So the interest rate was really good for that capital. The comptroller and Vicky worked very hard together for that low rate because they knew the town couldn’t afford to pay that in one lump sum.
Ray Engle 691 Terryville Chair of the Board of Ed. Just wanted to clarify that that for the last few years the ECS money has been given back to the town, the unspent totaling between 900,000.00 to 1,000,000.00 was returned. They could have encumbered that money but in good faith they returned it back to the town. We are participating our part in to what is right for the town.
Chairman Zovich wanted to clarify what Mr. Engle stated that the State of CT reimburses the town for the special Ed out placement  above and beyond the 4 times per pupil expenditure. Since our per pupil expenditure is about  11000.00 we are responsible for the first 48,000.00 then we get reimbursed and that reimbursement goes back into the general fund.
Jackie Denski 6 Hoye Street Council woman. I like the way the Board of Finance works with the current finances. I would also like to commend Ted Scheidel and the Tax Collector for working so hard on brining in the back taxes. I know the Chief of Police is working hard at getting grants into the town as I’m sure Ted Scheidel is also doing. All in all I’m very proud of the way the Board of Finance is handling the finances.
Chairman Zovich wanted to point out that we are still eligible for stimulus money we are not being left out because we have a 0% increase. As of right now we are unsure of the amount. He also wanted to follow up with what Mr. Engle stated the Board of Ed also brings in an additional 900,000.00 in revenues that are off the books in terms of grants. So the more grants we get in for special purposes like police, or Fire training equipment, or special Ed is also considered extra revenue that comes into the town. So as council woman Denski stated grant writing is very important. Ted Scheidel is a little more optimistic on the collection of back taxes than we are, so we set the number lower and if it comes in higher than we are better off.
Diane Schenkel 4 East Orchard Town Council woman. Just stated for the public that is here tonight as liaison for the Town Council I sat thru every single meeting for this budget process, and when you’re trying to set a budget of this magnitude it’s a real effort to make everything reasonable. She stated to the Mayor that the things he is proposing be done in this town is just one step closer. His leadership is bringing everyone together he is pulling the town together. This isn’t political everyone needs to lend a hand to one another to get through this tough financial crisis everyone is faced with day in and day out.
Chairman Zovich stated that one of the objectives tonight was to present the budget to the public and give them the chance to ask questions. To try to understand what they will be voting for on May 5, 2009 at the referendum.
With no further comments or questions Chairman thanked everyone who attended and noted there is joint meeting of the Board of Finance in the cafeteria immediately following.
Meeting adjourned at 8:30 p.m.

REGULAR MEETING MINUTES
THURSDAY, APRIL 16, 2009 – 7:00 P.M.
ASSEMBLY ROOM

1. The Regular Meeting of the Board of Finance of the Town of Plymouth was called toorder on Thursday, April 16, 2009 at 7:03 p.m. in the Assembly Room, Plymouth Town Hall.  Members in attendance: Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich.  Also present:  Mayor Festa, Dave Bertnagel,Comptroller, Robin Gudeczauskas, Recording Secretary.

2. Pledge of Allegiance

3. Board of Education Update – Ralph stated the BOE made adjustments to their proposed budget to make $125,000 in cuts and he has asked Gerry Bourbonniere to give an update from the last Board of Education meeting. Gerry Bourbonniere read portions of a letter from Dr. Distasio to BOE members that was in the BOE packet.  Reductions were approved by the full BOE:  $86,000 from stimulus money and IDEA funds to supplant money in Special Ed budget and operating budget; $15,000 from professional development taken from Title I stimulus money; 1 special ed para and 2 lunch aides from elementary schools cut $10,000; $9,000 boys volleyball; $5,000 internet protection (looking for free service from Microsoft or other).  Discussion held. They are getting $250,000 in stimulus money for two years.  Gerry stated in bringing back outplacement students; Tommy Meehan is working to try to get 5 kids back from outplacement.  Ralph
noted at the joint meeting on March 24th there was discussion on hiring an energy consultant; Gerry stated they did get board approval to hire an energy consultant.

4. Approve Minutes:
      a. Mar. 16, 2009                           
      b. Mar. 19, 2009                           
      c. Mar. 23, 2009 – should be March 24, 2009                             
MOTION:  To change date on agenda from March 23 to March 24, 2009 by Dan Murray; second Peter Cook and the vote unanimous.
      d. Mar. 26, 2009
      e. Mar. 30, 2009
      f. April 2, 2009
      g. April 6, 2009
      h. April 9, 2009
MOTION:  To approve the minutes posted for March 16, 19, 24, 26, 30, April 2, 6, 9, 2009, by Dan Murray; second Vicky Carey.  Discussion:  none.  Vote: unanimous.

5.  Closing of FY2007/08 Funds- Independent Auditor's Report
    a. Acceptance and publication of final report – report has been received; Dave Bertnagel stated two funds were addressed, sewer operating and general.  Sewer operating had to be pulled apart and there was 560 checks cut from that fund and clerical error where changed aba routing to general fund which resulted in $131,000 charging against cash account in sewer operating fund and truly came from general fund.  Preliminary auditors report is fine with all other areas.  In the General Fund there was cash receipt missing
back to last September and combination of all was $108,000 of additional revenue; which general fund fund balance up to $162,000.  The report will be ready for referendum.  Dave will talk to Joe and have him come in at May meeting with final presentation and final management letter.  Discussion held.

6.  Discuss & Take Action on following items in current FY2008-09 Budget:
    a. Update on status of delinquent tax collections – report from Ted Scheidel reviewed with summary of collections noting in two weeks (3/31/09 - 4/16/09)  $8,000 being collected.  Mayor Festa, re drafting ordinance or legal requirement on amnesty, stating discussing with potential for later in fall and action needs to be taken by Council in June; discussion held.

    b. Transfers between accounts (if required) – Dave stated at this point he and the Mayor have issued a spending freeze and once all encumbrances are in he will review next month.  Snow account:  Sand and Salt, 040, over $140,041; overtime is over budget by $19,923 and there is approx. $10,000 to transfer within this department but there are other transfers within Public Works that can be done.  Dave will have listing next month.  Peter asked what the cost of storage would be and we need proposal on what savings could be to buy in bulk and cost of storage facility.  Discussion held. 2008-09 salt storage and wells (monitoring) to hold capacity of 5000 estimated cost is $350,000; need to comply with Stormwater plan and location of existing highway facility does not allow for construction due to aquifer protection area.  Discussion on having facility at closed landfill which will be capped and does have monitoring wells.

7. Review and Discuss Proposed 2009-2010 Budget
    a. Presentation of Budget at Public Hearing – Recommended General Fund Expenditure Summary distributed and reviewed.  Original Budget grand total from last year $38,387,611 and budget approved $38,122,545 and $265,066 reduction or .69% and Dave will get actuals for Revenues and Capitals to Ralph by email.  This will be distributed Tuesday night.  Discussion held.  There is not verified dollar figures for stimulus money and why does not appear in the budget.  Biggest increase in budget is debt service. 

b. Discussion of Contingency Plans (i.e. furloughs & further reductions) – if no action is taken by the State, if something is cut; furloughs one day a month and so many per year which would save “x” dollars; Mayor can sequester funds; special appropriations and town meeting.  Will the BOE be willing to help the Town if funding for education is cut after the budget is passed and the BOE already has money that we are not getting; that needs to be discussed with the BOE and Ralph felt during the joint meeting, Peter felt that should be discussed prior.   
 
8. Comptroller’s Report – Dave distributed Moody’s on question raised on rating agencies in bond market downgrading municipal sectors; they have put municipal side on watch because towns and localities depend on businesses such as General Motors and Ford and lose as taxpayers they lose substantial tax base.  GasB government reporting has new way to report funds; brief review held.  Policy Statement on Capital Improvements distributed for review for next meeting and was approved by Capital Improvements Committee. Statements of Outstanding and Projected General Fund Debt, Capital Improvements Fund Master Projected distributed and reviewed.

9. Correspondence

10. Public Input
    a. Gerry Bourbonniere, for the first time in 25 years he heard in this meeting were three words proactive, hindsight and foresight.  Rookie in BOE and does not know dealings between BOF, BOE and Mayor and feels kind of a communication going on; BOF needs to approach the BOE, not Dr. Distasio, but say look, this is where we think you can cut.  He works in public works and salt they are using now is molasses based and little run off and conveyor belt is no longer needed because you don’t mix sand and salt and feels a
salt shed can be purchased or a lot less.
    b. Mayor Festa stated health premiums as of July 1 will pick up insurance brokers premium; request on next agenda a line item for Bill Bellotti to explain a few things he is doing on workers compensation, personnel training/activity, workshops sponsored; education and relationship, he, Dave, Mike Santogatta, Tony Distasio have met and discussed a number of things to save the town money in the long run; Burlington, Thomaston, Bristol, Plainville, Wolcott in consortium and building relationships to use public works personnel/equipment.

11. Executive Session re: Personnel Matters (if req’d)
MOTION:  to enter into Executive Session at 9:17 p.m. on personnel matters inviting the
Mayor and Comptroller to attend, by Vicky Caret, second Peter Cook and the vote unanimous.
Chairman Zovich called the meeting back to order from Executive Session at 9:48 p.m.

12. Board Member Comments

13. Adjournment
MOTION:  To adjourn by Peter Cook, second Dan Murray and the vote unanimous Meeting adjourned at 9:52 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MINUTES
THURSDAY, APRIL 13, 2009 – 7:00 P.M.
SENIOR LOUNGE

1.  The Regular Meeting of the Board of Finance of the Town of Plymouth was called to order on Monday, April 13, 2009 at 7:25 p.m. in the Senior Lounge, Plymouth Town Hall.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich and Dave Bertnagel, Comptroller; Robin Gudeczauskas, Recording Secretary.

2.  Pledge of Allegiance

3.  Review and Discuss Proposed 2009-2010 Budget – Chairman Zovich stated the Board will take one final pass through revised budget prepared by Dave Bertnagel.
*Contingency - Put $10,000 into Contingency.
*Insurances, page 3, issue is we bid out last year and saved about $85,000 and Workers Comp insurance will skyrocket because they take a 5 year average and we had several police officers out and public works personnel.  Dave and the Mayor are working to lower premium for next year and will not know premium until June.
*Health insurance drop due to loss of VNA and changes in contract provisions by Mayor.  Dave b requested keeping insurances as is.
*Melanie Church, 328 Main Street, re tax collector gets money from WPCA and why isn’t that shown anywhere.  Ralph stated it is an inter-fund transfer and not something we are paying for out of General Fund; in auditor report it is special revenue fund for sewer and they pay her.  Dave Bertnagel stated she is paid this salary through the town and gets additional amount from WPCA as one time payment through payroll.
*Memorial Day parade in Special Services now and will have a line item.
*Fire Marshal budget, at request of Board of Fire Commissioners, brought budget to $55,000 and BOF request to have at $51,000; Dave Bertnagel noted original request came from the Fire Marshal and not from the Board of Fire Commission.  Change is to Fire Marshal salary; for clarification, that Fire Marshal salary line item is not for one person but for four.  Pat Budnick suggested putting some monies into BOF Contingency and they can request if needed.
*Police Dept Overtime already cut.   Melanie stated they did not need as much overtime because hiring two men coming on and cutting down on overtime.  Ralph noted we only have $23,154 increase in salary.  Dave Bertnagel stated they are fully staffed and next year get raise of 2.5% and what is reflected.  As far as overtime, with new work schedule the Chief has no overtime budgeted, only if call in sick or vacation day approved in advance.  $153,340 – it could roll in to surplus or if they have a long term injury and someone out for a long time. Discussion held with Dave stating the $150,000 is do-able; Pat Budnick felt we should put it in Contingency and if they want funds they can come to us.  Peter Cook suggested take $10,000 out and put $5,000 in Contingency.
*Ralph Zovich stated the BOF will reduce Overtime, 005, to $143,340 and BOF Contingency now goes to $36,350.
*Review of Contingency line item to date:  $10,000 from Blight officer and $5,000 from Police Overtime.
*Fire Department not touched except for fuel.
*Snow Removal will be explained at the Public Hearing that they have gone $16,000 in deficit in Overtime and split difference and why up.
*Sand/salt up in cost per tonnage basis and why increase.
*Telephone issue – Pat asked if there are some we can close down.
*Facilities, 042, Dave stated flexibility in reducing line item in revised budget is at $40,000 and still at $3,000 reduction from last year.  Discussion held on phone and how tied in; separate buildings have separate phones.  Cell phone usage in Highway Dept is separate; the cable is budgeted and not within $40,000.  Dave not every officer has his own cell phone from the Town; canine has 3; Chief has one, Captain has one, shift supervisor has one.  19 in police and 11 in public works and need to take phones from everyone and evaluate which are less critical;  we get discount because of number of phones and need analysis done.  Ralph stated when cut funding they need to live within funding.  Discussion held; Regular phone bill varies, one standard fee for Centrex (cable) and each individual line pays surcharge and believe it is $28,000 for system and number non-negotiable because rates can be raised and town is not exempt from taxes. Need to adjust proportionately as all cell phones are not in this one line item; and if not clearly communicated phones are to be taken away.  042, Facilities is telephone system for entire town.   Dave noted Contract Services has cell phones and needs to be investigated further.  Highway services $3500 for telephone.  Cell phone plan includes (read from memo prepared by Dave Bertnagel): 40 phones, 7000 minutes total; 4000 minutes to Highway; 1000 to Police, 2000 to Administration; plan cost $23.75 per line plus $4 surcharge or $28.   Discussion held and if cut need to decide 25% across board,  5 phones highway; 3 phones police; 3 admn which is 13 out of 40 or $4300 per year;  Or go with 10 phones at $28 per month is $3360.  Compromise $4000 cut from line item.
*Facilities, 042, Telephone - Agreement to reduce from $40,000 to $36,000.
*Highway, Contract Services, 008, Unused vacation, use it or lose it and does that account for this number.  Dave stated in contract that they can buy back vacation time up to one week so it is pay in lieu of vacation.
*Highway Dept, Contract Services, cut $30,000 to bring line item to $137,000.  Next year we need complete breakdown of what is spent in this line item.  Dave stated analysis on rubber tire excavator and spent $6872 to rent and last year $169,215 spent.  Already cut $30,000 for lawn mowing and can go another $7,000.
*Highway, 012 Contract Services, from $137,000 to $130,000.
*Transfer Station, Overtime, 005 - hours discussed, $4240 cut to $34,000.
*Medical Director, salary, okay at $8900.
 *Parks and Recreation - goal is to get true picture of revolving account.
*Debt Service, PCS, bond is due to retire in 2011; Sewer Treatment in 2012.
*Capital Outlay - Cash, down substantially and will show breakdown of town aide, tax funded and Locip.
**Review of cuts:
Net $5000 change out of Police Overtime
Reduction of $7000 in Contract Services Highway Dept.
$4000 reduction in telephone
$4240 transfer station overtime
Reduced $20,240 and at 38,122,545 for bottom line.
Fund balance now $172,460.  Increase use of fund balance by $72,460 for budget.   

MOTION:  To accept the budget of $38,122,545 for fiscal year 2009-2010, by Dan Murray; second Vicky Carey.  Discussion:  none.  Vote: Pat Budnick, yes; Vicky Carey, yes; Dan Murray, yes; Peter Cook, no.  Chairman Zovich stated the Motions carries 3-1.
Dave Bertnagel will have accepted proposed budget in the Town Clerk’s office for Tuesday morning.

4.  Correspondence - none
5.  Public Input
a. Melanie Church, (a) worked hard on budget and think next year will need to look at supervisor happy in this town.  Has never seen one supervisor for one worker and some is out of control and need to combine departments.  Vicky Carey stated on days years ago were two janitors and one was supervisor and one night and when made cut in budget that one extra person went and kept title and gets paid as supervisor.  (b) If decrease in students and everyone is forgetting every year we decrease and if decrease in students you need decrease in staff.  Ralph Zovich stated we do not do per pupil allotment.  Pat Budnick stated the BOE needs to realize they took $280,000 as one time thing and next year they may need to take a wage freeze because we do not have that money.

   6.  Board Member Comments
a. Dan Murray - two years in row we had big hit dollars to allow us to do as we have done and finding big hit next year will not be easy.  Ralph stated the BOE members need to remember they start out with increase.
b. Peter Cook – very good; we got lucky in past two years and not out of woods. The school board had easy time finding this cut and can find more.  We were lucky because nobody came with emergency this year. 
c. Dan Murray – one thing we should have better handle on is mechanism on internal transfer of dollars.  We have no control on how they spend their money; need to see how the flow of money happens.  Vicky stated after the public hearing in joint meeting is the only time we can add or decrease; after that date cannot do anything.  Potential future cuts come strictly from the town side; Ralph stated if the state cuts ECS funding we make up the difference.  Dave, there is no mechanism and we would need legal opinion.

   7.  Adjournment
MOTION:  To adjourn by Vicky Carey, second Peter Cook and the vote unanimous
Meeting adjourned at 8:55 p.m.

Respectfully submitted,

Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MINUTES
THURSDAY, APRIL 9, 2009 – 7:00 P.M.
SENIOR LOUNGE

1.  The regular meeting of the Board of Finance of the Town of Plymouth was called to order on Thursday, April 9, 2009 at 7:00 p.m. in the Senior Lounge, Plymouth Town Hall.  Members Pat Budnick, Vicky Carey, Peter Cook (Left at 8 pm), Dan Murray, Ralph Zovich, Dave Bertnagel, Comptroller and Robin Gudeczauskas, Recording Secretary.

2.  Pledge of Allegiance

3.  Review and Discuss Proposed 2009-2010 Budget – Capitals:  Vicky distributed
and reviewed list of Capital Outlay; need to start replacing vehicles for police, public works and over 4 year period to lease.  Truck 11, 20, 25, 27 (Public Works), tractor for mowing, rubber tire excavator, John Deere Tractor/mower replacement for parks for $10,000,  The ones without price are going to Capital Improvements committee on Tuesday of next week.  Tony noted majority of trucks are in pretty bad shape and had been seen by Dave Bertnagel.  Dave stated there is some trade in value and will present those values which will be put into Capital fund.  More detailed 5 year plan to follow; this is just operating capital.  Fire truck gets replaced and by doing this we will save $50,000 in operating budget this year; $30,000 for rents/leases and save another $20,000 in repairs. Due to interest rates can lock in at 2% for a 4 year loan.  Background given.  We will expense this year $165,000 built into cash piece of capitals.  Dave noted other big component is signed agreement for Garber’s Corner and need about another $55,000 to complete that piece.  $750,000 in amount requested reconcile for $530,000; town funding $530,000; Locip $100,000 and Town Aide Road $120,000.  In last years budget had $784,000 in our capital outlay which was drop from previous year.  Now at $750,000 we are holding constant and out of that $530,000 is town.  Ralph stated we committed $50,000 to Seymour Road redesign.  Tony stated they got survey going and does have some money left to carryover.  Dave noted that project is referred to stimulus plan and for grant.  Tony stated if we do our own design and do not have to follow DOT procedures you are talking about two times or more what consultants would pay.  If do ourselves still need some more money.  If a town project can try to negotiate easement for free and state process requires proper appraisal and fair market value, taking longer and costing more.  Currently working on survey and wetlands location.  Dave stated minimal amount of money released to region to distribute to municipalities; projects submitted to Governor will be distributed when released from federal government; lists are being reviewed and prioritized.  Ralph noted Garber’s Corner already has money; Tony stated the design should be done next year with preliminary design, from there to right of way phase and once approved will go to final design.  If Seymour Road becomes a state project, it took one year to bring consultant and consultant agreement agreed to with the state and his hope not to use stimulus funds to do that road because it will be done quicker on our own. Tony stated if this project does not go through with stimulus money we can get design done with that $50,000; he feels design is worth $100,000 if do not go through the State; if we do it is worth $25,000.  Peter Cook asked if sell trucks and roll into account can we apply that money to Seymour Road.  Jim stated there is some value to them and cannot give definitive number; probably between all four you will get $25,000.  Ralph asked Tony out of trucks which one is the most adequate condition that can be deferred. Vicky stated Capital Improvements Committee needs to work with BOF hand in hand and they will take bigger projects and prioritize and Seymour might be top on their list.  Other things in here “Y” are referred to capital improvements. If approved through referendum, it is contingent replacing all four and use salvage money for Seymour Road. Discussion held on “Town Funding for 2009-2010: $530,000 is actual from mill rate; Locip grant; town aide road; add “Sale of Property and Equipment, $25,000”.  Peter asked about Lake Winfield dredging assessment, is that part of Seymour Road project; Tony stated that is a study to get information to determine what really needs to be done.  Discussion held.  Peter noted it looks like spending $650,000 for next 3 years and is any of that Town Aide to Road; Dave stated it does not include Town Aide Road and above shows plan; now we have $530,000 cash and next year we would need another $100,000 extra cash if we can do the plan as is.  Dave stated based on payment structure $165,000 paid in cash and next year need $292,000 and $292,000 third and $290,000 fourth; anything above $290,000 is new project. Engine 5 is worse engine and being replaced and then the following year engine 2 and then engine 3 and if money is tight we push engines 2 and 3 out a year or two.  Fire trucks have a 20-30 year life.  We will be committing to $1,074,965 in lease payments over the next 4 years.  Vicky stated we need a plan of action and what the BOF always asked for; if next year we might not need the pick up truck or replace engine 2; we need to look forward to what needs to be replaced.  Capital Improvement Committee needs to go forward with roads, buildings, library, selling of properties.  Police will get one car; security camera is more important than a car; Dave stated grant money is tight and comes with strict restrictions; will check clarification of drug money; Homeland Security is strictly for radios and communication equipment.    Dave noted four year lease can go five years if have to.  Jim noted new pollution requirements coming out and what we buy this year we get through but after that you are talking more money for requirements in these trucks.  Ralph stated there will be no more public works trucks for 4 years.  Tony has money in Town Aide Roads; three accounts that fund to fix (contract service, highway; repairs highway; town aide roads)  have encumbered some money $140,000 in three accounts combined; curbing and driveway repair and patching will easily spend this money and not include catch basins, etc.  By buying these truck now how much will we save in repairs on trucks?  Dave estimated $20,000 per year.  Ralph reviewed highway budget noting down from $113,000 to $100,000; Tony stated 4720 is vehicle maintenance which budget is $100,000.  Jim noted on new trucks is a 5-6 year warranty.  Jim noted that budget repairs everything the town owns.  Tony noted 11 big trucks and replacing 4; replacing a fire truck and police cruisers are replacing 1 in relation to fleet and maybe $20,000 is not too bad.  Pat asked if we can go below what already trimmed out of 4720 from $110,000 to $100,000 and to bring down further because of new trucks to $90,000 and Tony warned that this year already spent $100,000 out of that account and we are in April.  Trucks cannot be ordered until July 2nd; but can have a bid.  Can we reduce recommended amount of $100,000 to $90,000 going forward saying it will be approved and do survival maintenance until get rid of it.  Discussion held -- truck 11 is a pick up truck.
MOTION:   To cut $5,000 from repairs and supply in Dept 047; by Peter Cook; second Pat Budnick.  Discussion:  Tony stated they will spend all money in account; cruisers are in for constant service for brakes, routine maintenance, oil.  Vote: Pat Budnick, yes; Vicky Carey, no; Dan Murray, yes; Peter Cook, yes.  Motion carried 3-1.

Total for maintenance is $425,921.

Contract Services, $30,000 savings – Vicky stated they use to rent the mower and we are buying it this year and now a savings of $30,000 in rentals; monthly rental is $7,000; once ordered and rental money for May/June can be used toward purchase.  $14,000 out of this current year can be applied toward securing the new mower.
Dept. 041 Highway, Contract Services, 012, reduce $30,000 to $137,000. Dave stated all items are through one lease agreement and down payment of $165,000 on that and then put lease agreement for 3 years going out.
Tony asked if the BOF would authorize the lease purchase so that when talking to the vendor they are serious.
MOTION: To enter into lease purchase on mower with understanding we will not take this out of the budget by Vicky Carey; second Pat Budnick and the vote unanimous.

$10,000 in Capital to Town Aide for Roads to become $357,000 and town contribution remain at $530,000.Excavator rental is approximately $5,000 per month or $10,000 in budget and if purchasing rubber tire excavator.  Number needs to be validated and Dave will look into.  Whatever money from this year can then be applied to roads.  Ralph would like full itemized breakdown of contract services for next year’s budget season review.  Vicky stated $2,100 in her budget for this rental of rubber tire excavator.  Pat asked if added $25,000 for sale of trucks and $25,000 for Seymour Road.  Dave noted it is $775,000 is total. Budget will be approved on Monday.  Capitals – Vicky stated meeting and she and Dave will need to be put on agenda Thursday to talk about that and other issues.  Tony noted good for new equipment but if cut any more we will not have material to put in ground and need pipe and basin parts.  Jim gave update on what doing, condition of Allen Street is a problem; last year crack sealed and met with vendor on doing a chip seal; Ralph stated is substrate stable; Jim there are areas sinking around catch basin; it is 8-9 years old and trying to preserve. Discussion held; by chip sealing it will extend life by about 5 years.  Jim stated when sections of north street near PCS looking at new drainage, repave.  Tony noted some cracks at Canal Street and have spoken with DOT engineer; Tony noted Preston Road had 9” of pavement and Allen was only allowed 4” of pavement. Dan asked about project internal vs. external, what is criteria for making decision; Tony, whether get federal funds or not; using federal funds you use super pave.  Roads that are chipped for the first time do not take as well as those that are being done a second.
Discussion held on debt service, capital improvements and structure plan.
Summary prepared by Dave Bertnagel, distributed and reviewed.  Revision of Public Works to be entered.  Bottom line of expenditure $38,139,808. On revenue side using last year recommend fund balance of $100,000 and down to $38,050 is roughly $89,722; Ralph felt if only $89,000 away we should take that from fund balance.  Ralph reviewed old budgets starting at 1994 noting 20% of fund balance was used to appropriate budget and reviewed other years for discussion,. Undesignated fund balance is over $2,050,000 and fund balance is $2,400,000.  Need to review the telephone.  Further cuts, $189,000 transfer in undesignated funds and other savings find in excavator, telephone, etc will be applied. Balance budget now with $189,000 appropriation from fund balance.  Dave stated percentage of undesignated fund balance is over 5% which is still in balance and threshold and going forward will have to address with policy statement from the board.  Dave noted $100,000 is already designated and we need to take $89,000.  Dave will reprint summary for Monday night; Ralph will have layout of some slides next Thursday.  Dan stated if left budget with $89,000 it is $7.50 annually per house.

4.  Correspondence

5.  Public Input
  a. Melanie Church, 328 Main Street, we have janitor who is a supervisor in town hall over one person; need to look at positions.  Janitor and supervisor and can we look to get rid of the janitor and you don’t need all these bosses.  Ralph stated the supervisors and town employees have contracts in place and not something negotiated.  Dave stated there are things the mayor and he are looking at.

6.  Board Member Comments

7.  Adjournment
MOTION:  To adjourn by Vicky Carey; second Dan Murray and the vote unanimous.
Meeting adjourned at 8:45 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MINUTES
THURSDAY, APRIL 6, 2009 – 7:00 P.M.
MAYOR'S CONFERENCE ROOM

1.  The Regular Meeting of the Board of Finance of the Town of Plymouth was called to Order by Chairman Ralph Zovich on Monday, April 6, 2009 at 7:07 p.m. in the Mayor’s Conference Room.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich, Robin Gudeczauskas, Recording Secretary and Mayor Vin Festa.

2.  Pledge of Allegiance

3.  Review and Discuss Proposed 2009-2010 Budget – Ralph noted changes in spread sheet are changes from the Mayor’s balanced budget.  The first budget book was with the $300,000; that amount is removed from fund balance in current proposal; summary reviewed by Ralph and discussion held.  Net loss of $255,000 in revenue; summary of expenditure changes, reviewed, and two areas in question need to be finalized. (a) Salary Public Works Director, same salary for over 2 years, highest paid employee on municipal side, 3% increase represents average increase that other town employees received; discussion held.  He has a fixed contract but salary is negotiable.  Mayor Festa noted in 2007 the Tony Lorenzetti refused the increase given at that time and believe he is not looking for an increase at this time as well; will speak and confirm no increase with Tony Lorenzetti.  (b)  Capital Outlays.  Discussion held on employee benefits, 020, health insurance figure.  Heat budget, Ralph reduced Fire Dept; Terryville Station budget was $5000, projected to spend $8848; Ralph stated price of oil has come down and need to conserve.  Plymouth Station $5000 in 06/07, to $7240 last year.  $5140 for Fall Mountain in 06/07 and proposed needs to come down.  Discussion held on taking 10% off of Heat at Terryville will be $7950; Plymouth will be $6500 and Fall Mountain at $5500. 
Dave Bertnagel reviewed original budget and his memo of 4/6/09; The Mayor’s revenue projection had $9000 extra of revenue and that was using $300,000 of fund balance. Have taken that piece out of the equation for no fund balance appropriation.  Increase revenue; based upon cuts and revenue budget discrepancy at $142,000 and used this number as a baseline (as per memo).  Transfer Station overtime is a contractual (employee) item and added back in.  We could lose revenue by making that cut and why added back in; discussed noting no savings at this time by shifting hours.  The Board can make a recommendation to the Mayor and Council and would then go back to the bargaining table.  Ralph stated revenue is based on tonnage no matter what day (s) based upon.  We have laid off one flex worker and one part time recreation worker.  It is unfair to lay off another worker in order to save someone else’s overtime.  Discussion held and Mayor Festa noted it was a specific negotiation process and if a matter going to do this he will need to sit with the union and short of going to furloughs.  Dave stated $90,000 per week is payroll and furlough one day we save $18,000.  Dave reviewed budgets noting Governor’s proposal did not touch education grant, and the Legislature vs. Governor about increasing taxes.  The Governor does not want to increase taxes and then the issue of deficit.  From legislatures they are in support of keeping towns’ happy.  The appropriation committee cut one significant grant which is Mashantucket Pequot which will equals $42,000 loss of revenue to the town.  One included in packet is legislature approved grant.  Two other components of Governor vs. appropriation committee proposal is manufacturing equipment pilot and tightening loopholes; reviewed and capped at $45 million and accommodates every town and city in the State of CT.  Last year requests went up and reduced our reimbursement rate and next year will reduce further.  $100,000 reduction in grants is prudent; $45,000 adjustment is excess grant and in conversation with Mike Santagatta we budgeted more and had less participation (Special Ed Outplacement).  Fire Marshal, Dave met with the Fire Commission and proposal submitted by Fire Marshal was his submission and had not gone through the Commission; the Commission has assigned two liaisons to the Fire Marshal’s office and issue on inspections taking place whether they were not compliant with inspections; have done utilization study and feel imperative to keep funding level a bit higher this year and will look at every avenue possible and will reallocate his hours to more inspections and lower hours weekly to 18.  Deputies will pick up more workload and $4000 has to be added to the Fire Marshal budget and the Mayor’s office is making recommendation to restore the $4000.  Dan asked who will manage, monitor what they say will get done.  Dave, management on weekly basis he provides hours to Commission of the Fire Marshal and they will check to see what was done during this time and they will monitor hours for utilization as stated in monthly reports.  Public Safety, 031, line items reviewed.  Section 4, part time money for secretary from $2997 actual in 06/07 to $5,000 and $4000 in 09/10.  $1425 reduction in salary; $4000 restoration will go to $2780 restored and $1000 and not all salary.  $3780 will be restored. Mayor Festa stated they have been talking about this for years and looking to revamp department, calling hours as they should be. Dan suggested doing it as a test and giving a special appropriation after six months if appropriate.  Ralph sees Mayor’s increase as reasonable. Discussion held.  Need standard published objectives that this individual should be doing.  BOF recommends no change from the Mayor’s recommended budget.  Heat budget on Fire Departments not subject to 25% reduction but Ralph would like some small reduction as they need to conserve and turn down.  BOF took 10% off of budget line items for heat.  Health salary from Dave’s memo was in budget at $48,000 for human services and looking at position with $49,102 with contractual raises and need to add $1102 (section 6, dept 061). Need to make heat adjustments of less 10%; Public Works director will stay at $93,962 and need to add $4,962 to bring to current salary; medical director’s salary, $8900.  Dave is looking into this and response was to keep the rate the same; discussion held on no longer have VNA and volume is not there.  Insurance, health, there was a contract which was never approved by Council and may have savings on that. Can be reduced by another $40,000 in  Dept 020, General Administration, Acct 073 Health Insurance; already reduced from this years budget $1,228,475 less $40,000.  Pat Budnick questioned – last year $55,000 to Public Works for Seymour Road, Capitals; last week when asked about contract services he explained it is impossible to borrow equipment from other cities because you do the same thing at the same time and hard to borrow and recommend doing what doing for this year.  Mayor Festa stated since we have done street sweeping the first week in April, why can’t we wait until first week of May.  Vacuum drains in the meantime. Discussion held in that it may save us money with flexibility; share machine and personnel.  DiAnna Schenkel, furloughs, incentive her company has done although 5 mandatory furlough days except contractual, they put furlough days at end of holiday weekends which results in a bonus for employees to have more time off, incentive and way to approach furloughs.  Melanie Church, 328 Main Street, 4 day work week for a period of time they go into work share and get 80% of pay from state labor department.  Dave will have to look into Dept of Labor regulations on work share.  Peter asked how do we close that gap of needing $279,173; looking at choices would be $50,000 from school, furlough days would save $60,000 per year, one per month; $100,000 from fund balance is his option.   Dave stated he will refine numbers for Thursday night; Ralph needs actual summary by department; Vicky asked some areas to cut $10,000 on Thursday from Capitals.  Peter noted we have not raised the Tax Collector target; take $30,000 pending review of capitals.  Capital plug in is $530,000.
Review and discussion held on memo from Dave Bertnagel dated 4/6/09.  Discussion held on Employee Benefits, 020, Health Insurance figure.  Mayor Festa stated they are looking into canceling the broker in order to save money in that line item.  State grant reductions information from memo reviewed.  Dave reviewed other Revenues based upon collections and took recommendation of Ralph and went through and based upon economy felt necessary to reduce recording $5,000; public hearing $500; public works metal reimbursement, $10,000; cannot reduce permits any more, add $20,000 back in for building permits; conveyance tax $6,000.
Dates:  this Thursday, Capitals only; Monday, April 13 need to vote on budget as 5 business days before public hearing need to have copy in town clerks office; April 16th is regular meeting and discuss presentation; Public Hearing on April 21st and one page summary needs to be published by April 28th and referendum is set for May 5th.
Dave will give analysis of a 5 day furlough which will be prepared by department or as negative expenditure in budget as one liner of salary savings through furloughs.  Also need fund balance figure for Thursday.  Dave will also have a lookout for next year as well including contracts already settled for next year. Discussion held on vacations not taken and need to be paid and how effect would be on furloughs; vacation days need to be taken. Mayor Festa stated it has been stated that if vacation days are not taken they are not rolled over; furloughs are over and above and vacation days cannot be taken in lieu of.  Reduce non essential overtime in all offices to zero.       

4.  Correspondence
  a. Letter of regret to Mark Goodwin on resignation read into record from Mayor Festa.

5.  Public Input
  a. Melanie Church, 328 Main Street, distributed The Plymouth Connection on letter regarding the Tax Collector; we are not getting records on time on how much collected, holding checks for a month; she spoke with Ray Douyard and people are being insulted.  To wait a month to put a check in is out of hand.  Ralph questioned was it a month to clear or response; Melanie stated both.  Ralph felt checks should be deposited at the end of every week.  Melanie stated are the statements or tallies not being reconciled at the end of the day and if bundles of money or checks sitting and not being reconciled once a week there is a problem; to be deposited not reconciled.  Dave Bertnagel stated the Mayor and Council authorized a new payment machine and checks are read instantly and deposited in our account (ach); have heard about this article; original problem with system and dealt with and now set up and this could have been the issue. The deposits, some days depending on how much collected, are usually done daily or every other day.  There have been issues with regards to checks and things not cleared and need to go back and recover.  Discussion held.

6.  Board Member Comments

7.  Adjournment
MOTION:  To adjourn by Vicky Carey; second Pat Budnick and the vote unanimous
Meeting adjourned at 9 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING AGENDA
THURSDAY, APRIL 2, 2009 – 7:00 P.M.
ASSEMBLY ROOM

1.  Call Meeting to Order – The Regular Meeting of the Board of Finance was called to order at 7:00 p.m. on Thursday, April 2, 2009 by Chairman Ralph Zovich in the Assembly Room, Plymouth Town Hall.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich, and Dave Bertnagel, Comptroller.

2.  Pledge of Allegiance

3. Review and Discuss Proposed 2009-2010 Budget –
060, Public Health
Human Services Commission
Salaries – actual budget and have not been spending appropriation every year and requested $3750, did lower budget and feel appropriate for this year; last year spent $3400.  Discussion held and lowered to $3500.  Dave will be reviewing this account to break down what is charged to it.
061, Public Health, Health & Social Service
Nurse left in this department.  Reduced by Mayor from $56,500 to $51,500.
Dave noted in Employee benefit side the town saved about $180,000 from VNA closing.
062, Medical Director – Dave stated he will look further into this as by Statute and it may be increased back up to $11,000.  Do need someone to sign off on certain things by the town and question why so high since we do not have VNA.
Contractual Services – Dave stated this is the Torrington Area Health District for the Sanitarian and contract out to them.
Social Services
Ambulance – Building, utilities – Dave stated by Charter the Town is responsible for the maintenance of the building; question whether heat will go down by 25% and Dave will verify.  The Board is addressing issues of heat and electricity and complaints of lights being on late at night.
CMED assessment invoice came in after Ambulance submitted budget and this has been cut given state budget crisis and have saved almost $300.
066, Dues to North Central Health – Subsidized by the State and assessment to municipalities.
067, Elderly Transportation – Dial A Ride program provided for elderly and matching grant program to that.
Computer equipment at visiting nurses where are they - Dave stated it is all still there and has been tagged, categorized and two inventories taken and some moved with LeeAnn and rest in secured location and will be surplus or reutilized.

070, Libraries – Dave distributed handouts.  Roof repair was $2100 over but may be under overall.  Dave stated one of the best budgets managed this year and she does not allow one account to go into deficit; everything supervised that happens.  Budget information contains very good analysis in regards to what her operations are.  She also included an entire inventory of the entire location.
Service Contracts – they did not fully access all of these and in revised budget slightly reduced but never fully spent what was given to her last year.  Dave stated she ended up paying half the cost for landscaping; with regard to landscaping the Mayor is working with the unions to do landscaping and shoveling utilizing staff in order to reduce some line items. Landscaping line item will be cut back from $19,200 to $18,000.
Book Replacement – Discussion held on whether we need to keep maintaining book replacement when so much emphasis is with on line.  Bring down to $50,000.
Telephone – projection is $1700 and in past $1400 and why up. Dave will check.
071, Plymouth Library
Library Contributions – Reviewed.
Parks & Recreation – Dave noted on back side he and the Mayor met in regards to part time salaries and the Park Board feels need to keep part time wages where they are; part time person is utilized for regular routine maintenance and not summer help but filling in for two full time individuals.  Unfortunately the number of hours this individual is filling in has far exceeded what was anticipated; the Mayor’s office felt it was necessary to cut back as they did not feel utilization was not justified.  Summer help salary varies as you have people working in the parks during summer, different programs offered and go from minimum wage up to a certain dollar amount.  Discussion held.  Summer youth program is a losing proposition; Dave will create another line item in this budget for Program Salaries.  Are trying to move two positions over to public works who will take care of all maintenance and grounds keeping.
Part Time Salary – leave at Mayor’s recommendation; should not hire part time to cover vacations and this line item should be summer help.  Leave at $30,000.
Contract Services – where is bee control and dam inspection. Dave stated dam inspection is at Lake Winfield and bee control is at Veteran’s Park and Lake Winfield pavilion. O.k.
Repairs/Supplies – would like to see plan on how going forward to maintain equipment we have.  Lake Winfield is falling apart.
Melanie Church stated third person, parks and rec use to keep up playground, Lake Winfield, etc. concession booth, sand at lake. That third person was not cut when Lake Winfield was closed.  The schools do lawn mowing at Main Street school.  That cut could be justified because we don’t have Lake Winfield open; you had revenue coming in from Lake Winfield which covered that third person and don’t have that revenue any more.
Recommend part time wages to seasonal wages and eliminate third position.
Memorial Day Expenses – Dave stated moved to Mayor’s account and amount is there in next section.
Discussion held in program revolving fund.  Dave stated they will build separate budget for each program for revenue and expense to determine profit.
Contract Services - Take $18,125 and bring down to $16,000; Parks & Recreation Director should keep track of all expenditures.

024, Land Use – Dave distributed handouts for all of Zoning with detailed backup for each division such as Zoning, Inland Wetlands.  Has been cut back already.
Planning & Zoning
Salary; Meeting Secretary; Enforcement Office hired mid year for retirement and works 25 hours per week
025, ZBA – no changes
049, Conservation Commission – no changes
097, Economic Development Commission – small increase for maintenance; there is contract in place for mowing at industrial park and may go away if positions get consolidated and maintenance people can mow.
Memberships, Expenses and Signs – Dave stated membership was charged to off budget fund and should be charged to general fund.
Memberships drop to $1000
Expenses drop to $500
Signs leave at $800
Landscaping and lawn mowing services for the industrial park
Historic Properties – Mayor has done a good job; nothing to cut.  Dave to get description of Committee for the BOF to learn what they do.
Miscellaneous Cemetery, 026 – Dave stated most are stand alone and do have trust funds for them.  All work off what they earn in upkeep and interest and this year issue at Hillside Cemetery which is a town cemetery and by Statute if the cemetery dissolved we are responsible for it by Statute.  We give minor contribution for upkeep.  Wayne Norton is running short and needs to pay maintenance for the grave diggers as people are not going fast enough to collect enough money.  We need to float them $3000 up front and cd comes up at Webster Bank and will float.
090, Debt Service – Dave distributed information
Interest – will roll again although interest lower and will roll until know final cost of high school to figure debt.  Mayors recommended interest of $967,702 and the increase in principal payments have due with new high school of $2,451,492 we are looking at debt service payment of $3,419,000 next year.
091, Principal – interest payment schedule distributed and reviewed

Board of Education Budget review –Ralph reviewed all information, once again relayed Dr. Distasio response to Vicky’s question on cost savings once schools moved and merged.  In consolidation of two schools, when MSS and PSS merged into Fisher, the operating cost of Fisher went down; Fisher use to be run as a middle school at about $2.1 million per year now it runs at $1.9 million; however, that is more than the combined total of what MSS and PSS use to be which came out to $1.7 million combined.  Basically they moved into a more expensive school. The two older schools were actually running cheaper as individual schools than putting them into the larger, more expensive building.  The same thing happened when you moved the middle school kids into the old high school; their operating expenses went up to the tune of $500,000.  The one thing that Dr. Distasio wanted everyone to know was that if they stayed in PSS and MSS there would have been escalating maintenance and repair costs.  WE all thought we would have a net savings and they took it a year before.  The BOF left the thought of looking into an energy consultant in the hands of the BOE and made recommendation if they can use stimulus money to hire a specialist they can bring some special ed outplacements back into the district.  Recommendation from the Mayor and Comptroller is to reduce their budget further by another $125,000.  The request approved by the BOE was $22,396,000 which is a 1.3% increase or $300,000 net increase over last year.  What Dave and the Mayor have proposed and reviewed when the BOE made their presentation is a 1% increase, $22,396,000 which is $175,000 increase.  They would need to find an additional $125,000 savings.  The two areas they offered were personnel, expenses, technology, etc. and rather than lay off personnel we were focusing attention on electricity and outplacement but up to the BOE to where they want to take money from.  Insurance money is $238,000 net and a one time savings and still leaves them a 4 month reserve.  Melanie Church questioned retirements; Ralph stated replacements are hired at a lower pay scale and use less medical as they are usually younger.
MOTION:  To accept the Mayor’s recommendation with a $125,000 reduction to bring the BOE budget to $22,396,825 or $175,000 increase over the current budget, by Pat Budnick
Pat Budnick withdrew her Motion.
MOTION:  To accept the reduction of $125,000 at this point in time until we know how much additional cuts will be needed, by Pat Budnick; second Dan Murray.  Discussion:  bottom line is the income sections are down and that is the biggest part of the budget so we do have to get a bigger reduction from that budget.  Ralph asked Dave about legislative appropriation committee coming out with a budget; Dave responded today they released that Democrats are coming out with a budget recommendation to balance the state budget.  They used the Governor’s budget as a baseline and are making recommendations to reduce State aid to municipalities.  In that recommendation so far ECS was left untouched.  They will have cuts to the casino money and other grants and a clearer picture will be available on revenues for Monday.  Peter sees more savings other than that $125,000 as their budget for high school electricity is 50-75 bloated and they can figure it out and need a reason to figure it out so take more money away.  He would take at least another $50,000 giving them an increase of $125,000.  Dave stated if revenues do go down we will have to take another look at the entire budget.  Vicky’s recommendation would be to give only $125,000 and that is a lot at this given time; electricity problems there will be considerable cost savings once they figure out what is wrong and they are getting extra insurances and the unions have gone back and revisited taking percentage increase and frozen for this year which could be and has happened to her.  Peter Cook noted the Superintendent has taken a freeze but do not see the Business Manager or anybody else in his administration taken anything.  Vicky noted there are inflated amounts and had asked about why so much more money put in for maintenance of like old high school, Eli Terry, and Fisher.  Both had inflated costs and a minimum of $38,000 for brand new high school and that new high school should not have any maintenance costs as such or emergency repairs as there should be warranties.  Would prefer to see nothing given to them as this point seeing this town has cut so much out of the municipal side and barely going to make it in town hall.  Revenues are down, collections are down, taxes are down.  Dan Murray noted when she is saying nothing she is suggesting next years budget be the same as the current year; Vicky, yes, zero increase.  Ralph noted electricity was budgeted at $119,000 and is up to $234,000 and have that air exchanger going and heating the outdoor air and need to cut down.  Building maintenance is going from $1,000 to $3,000.  Vicky reviewed PCS budget increases which have gone up as well as Fisher.  Dan Murray noted stimulus money is approximately $200,000 for 2 years; time to gut it out although don’t know if going to zero budgeting is the right thing to do; we don’t have a good handle on base line from transition and from issues out there and going to zero percent when we know they will go over.  Peter noted $75,000 for new p.a. system we did not agree with and $300,000 in savings from health insurance and a lot of changes in there and have covered teacher’s salary with internal savings and next is, how do you deal with outplacements, transportation and electricity.  Ralph noted the public hearing is April 21st.  Public Comment:  Melanie Church stated she wanted to discuss transportation as we have the kids from this end of the town walking to the middle school to get the bus and it might be cheaper, stop a lot of problems as they are letting them off at the library and there is trouble there, to just going routes to the grammar school we should pick up there.  Once the sidewalks are put in they could be walkers. This plan of putting everybody on a school bus and you see what the state and government has cut us for bussing it is because all these kids do not need to be bussed.  This is one way the BOE could cut and it doesn’t hurt services.  Pat Budnick stated we need a placeholder and decide on the budget.  Ralph stated after tonight we will tell the BOE where we put the budget and let them know it may go lower depending on revenues.  Peter Cook would like to tell them a lower number up front.  Vote: Dan Murray, yes; Vicky Carey, no; Peter Cook, no; Pat Budnick, yes; Ralph Zovich, yes.  Motion carries 3-2.

Revenues – follow up information; analysis distributed and reviewed; read note from Ted Scheidel into record on tax collections, prior years, interest and liens.  Discussion held.  Ralph will prepare one page summary of adjustment.
4. Correspondence
5.  Public Input
a.  Melanie Church, 328 Main Street, (1) wish you could say that there were two people and they were down a person in the tax collectors office but to be honest they have a floater there for the past two years. I think you can get along with two in there. I still think it is an added cost of that floater being in there and when you cut out the floaters in there she sat down a threw a temper tantrum and held back on collections.  She needs to go underneath the comptroller.  (2) Charter Revision is looking over final draft and will turn over to Barbara and a public hearing date tentative is April 14th and ask the Council to come that night following the hearing.
6.  Board Member Comments
a. Pat Budnick asked for clarification on money voted for streetscape and to be used to develop plans for the streetscape.  Dave Bertnagel stated the grant itself is construction and design work and Land Use applied for grant and responsible for doing the rfp’s and rfq’s for it and believe it does include some construction.  Discussion held.
7.  Adjournment
MOTION:  To adjourn by Vicky Carey; second Peter Cook and the vote unanimous.
Meeting adjourned at 9:00 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MINUTES
MONDAY, MARCH 30, 2009 – 7:00 P.M.
SENIOR LOUNGE

1.  Call Meeting to Order – The Regular Meeting of the Board of Finance was called to order at 7:03 p.m. on Monday, March 30, 2009 by Chairman Ralph Zovich in the Senior Lounge, Plymouth Town Hall.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich, and Dave Bertnagel, Comptroller.

2.  Pledge of Allegiance

Chairman Zovich welcomed Mayor Festa and Town Council members Jacqui Denski, Peter Gianesini, Jeanine Jandreau and DiAnna Schenkel as well as Tony Lorenzetti, Public Works Director.  Mayor Festa will review the following three agenda items as approved for appropriation by the Town Council

3. To Discuss and Take Action on Town Council Recommendation to Appropriate $600,000.00 Grant Money To Finalize Closure For The Plymouth Landfill
MOTION:  To accept the Town Council recommendation to appropriate $600,000 in grant money to finalize closure for the Plymouth Landfill by Vicky Carey; second Peter Cook.  Discussion:  Pat Budnick clarified this is grant money and from two separate grants we have received over time.  Dan Murray clarified project is 100% funded by grant money.  Tony Lorenzetti stated there were some monies appropriated and spent; Dave Bertnagel stated to date in 1999-2000 initial appropriation of $90,000 to do the study; 2004-05 appropriation of $500,000 with anticipation of getting $200,000 grant and $300,000 of which was the town’s contribution; as of today have spent $218,000 approximately.  Requesting another $400,000 from the State for a total of $600,000 in grant money.  Dan Murray asked what the ever green money is that will need to be budget for testing, maintaining etc.  Tony Lorenzetti stated approximately $20,000 per year.  Ralph stated a line item will need to be included in the Public Works budget for Environmental Compliance or Landfill monitoring.  Testing is done by consultant.  Plan is that this becomes piece of property that stays as is and we can continue to provide brush/leaf services currently being done with DEP approval.  Monitoring fee will be to make sure that the plume underneath the landfill does not move and create any additional problems.  Tony reviewed history of site.
Public Comment:  Melanie Church, 328 Main Street, we got money for this before and thought higher than $300,000 grant for this landfill closure.  Dave Bertnagel reviewed parts to the State grant - one was $200,000 in 2004-2005 and $400,000 came through legislation last year through Hamzy’s office for a total of $600,000 in grant money and we have spent $218,000 of town money.  Melanie asked if that is still checked under the Clean Water Act because of houses on Green Drive had well contamination.  Green Drive homes are on the water line.  Vote:  Dan Murray, yes; Peter Cook, yes; Pat Budnick, yes; Vicky Carey, yes and the vote unanimous.

4. To Discuss and Take Action On Town Council Recommendation To Appropriate $490,000.00 for Fall Mountain Water Project Additional Paving, Federal Grant Money
MOTION:  To appropriate $490,000 in grant money to provide additional paving for the Fall Mountain Water Project by Vicky Carey; second Pat Budnick.  Discussion:  Pat Budnick clarified part of $2 million from referendum and what extra paving is there.  Tony Lorenzetti stated we needed more paving up there and due to increase of price needed additional money to complete project noting water lines are installed, roads were temporarily patched, culvert and bridge replaced on Town Line Road, and as part of that Fall Mountain Road and part of Town Line Road were reconstructed and paved, drainage is being installed and some was installed, pump station is up and running.  Need to put in permanent paving.  Public Comment:  Brian Bonds, 23 Fall Mountain Terrace Road, President of Fall Mtn. Association, to clarify that money came from Chris Murphy when he and Jan went to see him and explained that it wasn’t enough money to do what they needed to do up there and will not be able to put curbing or drainage in everywhere and what people up there know.  Roads up there have not been touched for 27 years and need to do them as they are terrible.  Chris Murphy earmarked this money for that project.  Unfortunately did not realize DOT would take a chunk of that money and looks like will do Allentown over with that $490,000 and rest of money is for road drainage.
Vicky Carey stated before start project they need to go through area and review as money is very tight and her understanding was that Town Line Road and Hancock Brook bridge would have been totally done and the BOF should have been made aware that Town Line Road could not be completed.  Peter Cook, when will bid documents be done.  Tony stated he needs to go through procurement procedure with a consulting engineer.  Brian Bonds asked if there is there any way to tie into Bristol and have same contractor and Dave Bertnagel will give Tony contact name in Bristol to discuss projects and chance of piggyback with contractor.  Pat Budnick reviewed project dollars appropriated. Vote: 
Dan Murray, yes; Peter Cook, yes; Pat Budnick, yes; Vicky Carey, yes and the vote unanimous.

5. To Discuss and Take Action On Town Council Recommendation To Appropriate $300,000.00 For The Historic Downtown Terryville through STEAP Grant
Dave Bertnagel summarized recommendation through State Bond Commission for sidewalk and streetscape improvements from Waterwheel through Allen Street and needs appropriation at this time.
MOTION:  To approve $300,000 for STEAP grant for sidewalk and streetscape improvements by Pat Budnick, second Vicky Carey.   Discussion:  none.  Vote:  Dan Murray, yes; Peter Cook, yes; Pat Budnick, yes; Vicky Carey, yes and the vote unanimous

MOTION:  For a 5 minute recess at 7:50 p.m. by Vicky Carey; second Pat Budnick and the vote unanimous.
Meeting called back to order at 7:54 p.m.
6. Review and Discuss Proposed 2009-2010 Budget – Tony Lorenzetti, Public Works Director, and Jim Schultz, Highway Superintendent, in attendance to review and discuss Public Works budgets.  Ralph distributed and reviewed print out of what actual hours would look like with one day cut from transfer station schedule; reviewed noting contract says overtime after 8 hours.  Ralph noted a person who has worked (3) 9 hour days and calls in sick still gets the 3 hours of overtime. Dan Murray reviewed questions from his review of this section.
047, Maintenance Garage –
Heat - seemed to be almost double increase from 07 to present and looks like BOF made recommendations to decrease some line items. Ralph noted all heat budget requests are being looked into as the Town has locked into lower fuel costs.  Tony agreed from this year to next year and gave history of heating oil costs.
Telephone – Across the board this is appears to be out of control.  Tony stated phones for a lot of the buildings are structured through town hall and the system we have is 10-15 years old.  We had had a 100 block of 585 numbers set up for us and they are also set up in such a way that the extensions equal the last four numbers and that type of things and works well for internal.  $190 in 2007 as actual charge in maintenance garage and then to $2300 in 2008 and $2300 in 2009.  Tony noted this is the cost of upgrading the system, internet to hook into town hall computer/phone system.  There is a Comcast bill monthly for cable which is $95 per month and regular phone bill from $87 to $120 per month.  There is one phone in Superintendent’s office, one in maintenance garage and one at the highway garage.  The gas pump also talks to the computer in his office and prints daily reports.  Dan suggested the entire phone network needs to be looked at in total, department by department to analyze what we have, what is included and what do we really need.  Discussion held on telephone, cell phones and pagers.  Across the board do we really need all of the cell hones, can we get a better deal, do we go on prepaid cell phones.  As a town we need to scrutinize overall expenses and get back to basics noting it is just not the highway department.  Phone costs per department will be sorted and listed.
Environmental Compliance – Tony stated it is Stormwater annual monitoring.  He feels this year we are caught up in every facility.  Every industrial facility with sic code in town, maintenance garage, highway garage, transfer station, landfill site and WPCA facility all have to be monitored annually for Stormwater.  They also have to do under Stormwater Phase II, need to monitor and are mandated to do so.  The Highway Department is $10,000 as they have that many more records to keep.

Building Inspector – Dave Bertnagel stated although by Charter it is under Public Works, Tony has no say and this department reports to the Mayor’s office.  BOF is taking $10,000 out of the Blight line item since the Blight Ordinance has not been reactivated and will put into Contingency.  When the Blight Ordinance gets reactivated and need to start enforcing, the BOF will allocate money to it.  Tony stated it is not his line item but there is direct involvement with Public Works.  Discussion held on code enforcement in Bristol, which was formerly Blight and now Code Enforcement and adopted a broader range system including all departments such as police, fire marshal, fire department and public works.  This is a coordinated, collective issue and there are some items to be worked out.  Tony noted code enforcement is an issue for all departments.  Dave Bertnagel stated that Tony has incurred increased expenditures because they have no place to fall and fall to public works.

Back to Public Works
Heat – have calculated 1/3 drop in price of heating fuel assuming consumption levels remain the same and are taking 1/3 of what spent last year. 

026
Service Contracts – actual expenditure last year $19,000 and budget $22,000 with Mayor’s recommended of $15,000.  Tony stated historically this is interchangeable with supplies, etc. and when have burst pipes it is really a repair and supply and sometimes a vendor would come in to fix and there is already a service contract vendor.  Same thing with air conditioning system as we have a service contract but there are some things above and beyond.

040
Sand/Salt – money added to budget from $210,000 to $250,000.  Tony gave update on what they are doing proactively.

041
Wages, line item 3 – reviewed.  Staffing – Tony stated as of today, 2 full time employees light; had retiree and never filled position from last year; never filled seasonal positions.  Ralph asked seasonal position for this summer and they are still trying to replace.  There are 11 positions. 12 men in full time salaries and supervisor; plus 2 mechanics and 1 at transfer station or 15 headcount and authorized for 17.  This line item will be kept at 12 for $536,000.
Overtime, $60,000 was based on 13 people; overtime is being cut from every budget; discussion held.  Tony stated this is emergency overtime and contract allows for them to get paid 8.5 hours if they work that day or 42.5 hours per week.  When called in, that is a 3 hour call in minimum.  $50,000 contractually mandated.
Contract Services, line item 12 – to get outside sweeping services is approx. $20,000; $167,000 line item includes: through March totals are:  uniform rentals, $1000; Harwinton tree service $10,000; street sweeping, $20,000; cell phones, $16,200 (nurses, police, fire marshal); loader, +$11,000 ; excavator rental, $20,000/month; paver rental, $4600; mower rental, $30,000; guardrail replacement $22,000; evictions, $1,000; furnace repairs, $1,000; herbicide spray, $22,000;  catch basin cleaning $22,000;  signs, $1300;
Suggestion to move Superintendent uniforms out of this line item to Clothing Allowance, item 34.
Transfer Station
Ralph reviewed discussion on contractually obligated to work 42.5 hours.  BOF does not want to lay anyone off, have cut overtime from everyone else’s budget and only overtime have not touch is snow removal because over anyway; however, he has $38,000 in overtime at the transfer station and that is to cover 5 day per week normal operation and to cover 6 hours on Saturday. Tony clarified that is for 2 people at the Transfer Station and 1 person on Saturday.  Leaf and brush dump, 3 guys working every Saturday with Jim the Supervisor who comes in to make sure they show, take care of breakdowns on Saturday morning.  Ralph stated the proposal is to pick one day a week and close to have 4 days a week regular and add one half hour on Saturday so that they get 42.5 hours.  Contractually Tony can manage any way he would like as long as does not exceed 42.5 hours a week.  By cutting 6 hours a week out of the overtime that is a 70% reduction in overtime.  To sell this, let them know we are trying to save jobs, do not want to lay anyone off and we don’t want to see anyone go part time. They all get to keep full time jobs, they all get to keep 42.5 hours. Discussion held. Tony stated there is only one person who works at the Transfer Station operator; he works 42.5 per week and there is overtime in other budget if you need him to come in one day a week for some reason.  To the public we are letting them know we are making a sacrifice and people are not going to be able to go to the Transfer Station 6 days a week.  Tony stated he and Jim have no authority to negotiate with the guys and have not been involved in the negotiation process for a lot of years.  Ralph stated this is a scheduling and management change and not contractual. Jim stated he will have to check language within contract.  Discussion held and we will stay within language of the contract and adjust Saturday.
Why did the tipping fees or transfer station recycling show less tonnage from $820 to $770 and a big jump.  Tony stated all tonnage is down, had significant reduction in demolition material; based on projections seeing it is down.
DEP Permit, line 050 - $7300 last year and $20,000 in budget his year and on schedule to spend $10,000 so cutting to $15,000.  Tony stated the reason down is they are discussing with DEP and this is not the fee for the permit for cost involved for doing work to be in compliance.  Work that has to be done – we do not have an active permit for what we are doing at the transfer station; we had had a study done 1-1/2 years ago to look at monitoring activity at the transfer station so we could have a better understanding of what was going on and what needed to do.  DEP wants us to modify our permit; we had submitted information to DEP for approval modification of exiting permit and gotten a notice of sufficiency and went to meeting and the person who gave us that notice said the letter was no good.  They agreed to look at the study we had done to determine what changes we need to make and what we have to do to comply with our permit.  $25,000 could be for operational reports and procedures, minor modification need to make as far as the permit, major modifications we will not have money to make.  Line item will be left open and Tony to work with Dave Bertnagel with updates.  Tony will be back on April 9th to discuss Locip and Capitals.
Discussion held on equipment sharing note that most towns need the same equipment at the same time and when it breaks down we repair ourselves.

7. Correspondence
8.  Public Input
9.  Board Member Comments
10.  Adjournment
MOTION:  To adjourn by Vicky Carey; second Pat Budnick and the vote unanimous.
Meeting adjourned at 9:15 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MINUTES
THURSDAY, MARCH 26, 2009 – 7:00 P.M.
SENIOR LOUNGE

1.  Call Meeting to Order – The Regular Meeting of the Board of Finance was called to order at 7:03 p.m. on Thursday, March 26, 2009 by Chairman Ralph Zovich in the Senior Lounge, Plymouth Town Hall.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Ralph Zovich, Robin Gudeczauskas, Recording Secretary and Dave Bertnagel, Comptroller.

2.  Pledge of Allegiance

3.  Review and Discuss Proposed 2009-2010 Budget – Questions on BOE presentation and follow up email from Dr. Distasio on question on consolidation of schools, they did take savings by reduction of nurse, Mr. Rascoe; but could not estimate cost to maintain and update schools; school system was cited that PSS was in violation of fire codes; consultant that did report for town found foundation cracked and did not attempt to make estimates to stay in buildings.  Vicky stated what was brought up was nothing with maintenance or building upkeep but moving two schools into one we would have cost savings between teacher and other things because combined and that way there would be a savings of consolidating 2 to 1.  Also, you have a brand new school, ETJMS, FES which has a few things that need to get done in that school.  They need to come to us with a five year plan and not take upon themselves to do building maintenance/repairs until come to those committees; and if they have long range goals we need to know about it as a BOF and Capital Improvement needs to know.  They have their own committee going around and making plans; they can’t be an entity on their own and the town needs to be informed and have it incorporated and not a burden to taxpayers.  Between building maintenance and repairs they put in $50,000 for each school and where did they come up with that number.  Ralph reviewed budget numbers for PCS for maintenance from $8700 to $15,000; Ralph noted transfer requests received is where they got in trouble, reviewed noting electricity is line item in each budget that is higher than anticipated.  Discussion held.  Vicky questioned health insurance being taken out from main budget or grant money for grant funded positions. Dave Bertnagel stated in some instances there are salaries and for some certain provision to be used for benefits or supplies, etc. and a line item called “contributions” within has not been reviewed but part of benefits is paid for.  The BOF can make suggestions but the BOE can do what they want.    Peter would like to see a price tag applied to the Goals.  Transportation cost is not totally covered by grant money; discussion on full day kindergarten.  Insurance, reduce the base and stay there and Peter questioned how does that work.  Take $300,000 out of savings and fund.  Dave Bertnagel stated BOE contribution $2.5 million to health insurance fund per year and expenses in fund were $2.1 to $2.2 million and accumulated surplus; $1.4 million surplus in fund, yearly contribution reviewed stating don’t want to fall below $1.4 million and we are contributing a certain amount a month but spending less per month and we will bring cash flow down and it is being netted out.  Dave broke out effects of budget for next two years and next year if revenues do not increase looking at 2.79% increase.  Whatever decisions are made this year will have direct correlation next year and the following.  Special Ed up $212,000; transportation is up $100,000; electricity up $120,000; $415,330 contractual increase in wage/benefit.  Actual ECS, Dave reviewed reporting process by district noting there was error in reporting in ED001 and took a credit on ECS.  Special Ed excess costs has adjustment in April and because enrollment for filing until now, the BOE will get more.  Final reimbursement for excess student costs comes end of May.  Discussion held.  Dave noted concern is school transportation which got cut back and we were not notified and Plymouth can potentially lose $30,000 from the grant.

Public Works
Facilities, 026 - $40,000 telephone – Dave Bertnagel stated for central system in town hall for police and town offices as well as cell phones; concern that a few phones are not used and we should not pay service charge on it and no limitation on number of phones; some phone bills have flat fee and higher some months and looking into further.  Will reduce by $3,000 per department recommendation.  Consolidation of phones saved mid year and can make more deduction and will review.  Replace 1-2 units per month of cell phones and is the 40 minusing out nurse’s phones?  Does everybody have to have a phone?  Animal control, 4 part timers have phones and there is a 5th phone.  Discussion held.  Is anyone abusing by using more minutes, using for personal use

Utilities, 030 – phones, cut by $3,000.

Highway department, 041:
Cable $3500– Dave stated it is Comcast for remote internet and computer person needed access to their system to log into town hall mainframe; this is a bundle package.  Technology discussion will be followed up.  Dave will verify whether this has a contract. 

Contract services, $167,000 – Dave noted there are items contracted out and a breakdown will be obtained and submitted to the board; this is a catchall account i.e. tree trimming, rentals for equipment.

Environmental Compliance, $10,000 – Dave stated DEP requirement and hazardous material mitigations.

Heat, spent $8000 and budgeted $9100 and increased to $15,000 for next year – contract cost per gallon of oil is down; line item cut to $10,000.

Street signs, cut to $15,000.

Repairs/supplies cut to $100.
Regular wages to $528,000.  Discussion on half time person; Dave will give complete breakout of known salaries with the other position included.
Transfer Station, 044
Salary – Ralph reviewed hours of operation of 48.5 hours per week; propose bringing down to 42.5 hours.  Dave stated this is contractually obligated; will review contract and respond to the board.

Contract fees – savings; Dave stated there is less garbage (tonnage) going to the transfer station and costs are less.  Additional trailer purchase and account where it came from because of surplus in this department.

DEP Permit increased – Dave recommended cutting to $15,000 and authorize carryover of $10,000 from this year if needed.

Public Works Director, 046
Salary adjustment, Dave will review further and respond; this salary has not changed in 3 years; discussion on mayor’s recommendation.

Item 3, Engineer, is in supervisor union and they have not settled yet.  Vicky questioned Engineering Tech, Highway Superintendent, why have 2 superintendents and why can’t the engineering tech be the highway supervisor.  Discussion to cut the engineering tech and have Director pick up slack; Board would like total job description of both positions. Dave stated she is on road, marking properties and more than just design work i.e. working with enforcement and this position is needed.  Is there a consolidation of work and a job or function that can be consolidated?  Dave will look into fees charged at the time we did not have a professional engineer.  A list of “dead” accounts will be compiled to discuss whether to sweep those.  Pat suggested looking into eliminating overtime somewhere else.  Melanie: Tony, tech, foreman, superintendent – move superintendent to foreman and put foreman as worker, no new help but more labor and less supervisors.  Dave will get breakout of grades and duties; need productivity of department on hours.

Overtime item is for the secretary for additional hours, discussion held – lower line item to $2,000.

Maintenance Garage –
Gas and oil, $156,250 budget this year to $165,000 – discussion; to be renamed Motor Fuel; will be decreased to $155,000.

Heat – Dave will adjust heat in every department by 25% decrease excluding the fire department.

Repair/Supplies, to be decreased to $100,000.

Building Inspector
Dave gave update that department falls under Public Works and should be in Public Safety; blight official was part time and position not filled and the Building Official has been getting overtime which has come from blight salary to do a dual function.  Dave stated there is $10,000 in Blight Official.  How much in building inspection, how much blight inspection.  Melanie Church, 328 Main Street, (a) at Building Inspector and there are 75 pages of building permits and 90% not inspected; Dave stated he has been given extra duties. (b) when will backlog be caught up; Dave made recommendation to create another department for blight and have a separate budget; discussion to put all $10,000 in Contingency and agreed upon.

Dave Bertnagel reviewed three items for agenda for Monday which is landfill that went out to bid and need $600,000 appropriation of grant money; streetscape money under STEAP grant of $300,000 to be appropriated; Fall Mountain federal earmark $490,000 appropriation needs to be made.  Landfill can be done by fall.

4.  Correspondence

5.  Public Input
  a. Melanie Church, happy to see you are looking to cut budgets and stay within budgets instead of just increasing and this is what they need to do on a state and federal level.

6.  Board Member Comments

7.  Adjournment
MOTION:  To adjourn by Vicky Carey; second Pat Budnick and the vote unanimous.

Meeting adjourned at 9:10 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

SPECIAL MEETING MINUTES
TUESDAY, MARCH 24, 2009 – 7:00 P.M.
COMMUNITY ROOM

1.  Call Meeting to Order – The Special Meeting of the Board of Finance was called to order at 7:00 p.m. on Tuesday, March 24, 2009 in the Community Room, Plymouth Town Hall.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich, Robin Gudeczauskas, Recording Secretary and Dave Bertnagel, Comptroller.  Also present:  Council Liaison DiAnna Schenkel and Councilwoman Jandreau.

2.  Pledge of Allegiance

3.  Review and Discuss Proposed 2009-2010 Budget
  a. Board of Education, Dr. Distasio, Rich Trudeau, full Board of Education, Ray Engle, chairman, Tom Meehan, Mike Santogatta.  Chairman Zovich read letter from Dr. Distasio to the Board of Finance dated March 24 read into record.  Dr. Distasio stated he met with the Mayor and Comptroller prior to this evening and helpful in guiding as a board in developing budget.  Slide show presentation reviewed; District Mission and Goals reviewed.  Asked BOF, what do you want from our schools; BOE wants strong academics, strong performing arts, strong athletics, strong sense of community. Enrollment projections, for next year projected by state is 1725; last year’s budget was 3.5% increase over previous year or $757,399; Budget Categories reviewed, which are in budget book; proposed budget is 1.3% increase over current budget or $300,000 and will result in loss of 2 summer days for guidance people, reduction to 6 summer days of media director, reduce $3,000 from textbook account, reduce 1 special education paraprofessional; Impact reviewed; Budget Detail … BOE up 15.9% due to CABE dues; Noted increases; cut of another $125,000 would result in 1% increase over the current budget of $175,000 increase resulting in staff reductions.
BOF questions: Pat Budnick:  (a) textbooks, $59,000 in for this year and always issue for 3-4 year rotation lost and will that accommodate this year’s rotation. Pete Lovely stated this year looking to purchase new biology at high school, 7th/8th grade science, accounting and video production for high school; look at software programs to use ongoing basis.  Push from State of CT is education software and Blue Ribbon software piloted in 3/4th grade for remediation and assessment and are able to stay on track.  (b) on town side and projections for BOE always froze supplies in Nov/Dec and how do they manage to get to end of year and that is from previous years’ budget.  Dr. Distasio stated in some areas even after freeze they still expend money. Art teacher at middle school came mid January and if not get materials will not have anything for last term.  There are several of those areas to put money into such as food service.  Peter Cook: (a) hear $300,000 from health insurance and question how is that used if you have budget numbers and went up $300,000 and found $300,000 and why are you asking for any increase, where is that money, what happens next year . Dr. Distasio stated health insurance account and after the Business Manager met with the Comptroller they saw more than enough money in that account and reduced that by recommendation of the Comptroller and Business Manager by $300,000; next year in same boat as if money was not taken out and they would be here looking for 3.5% increase.  It will never come up again.  Dave Bertnagel stated the BOE is making contribution for one line item $2.5 million and contributions making have far exceeded claims into fund; this is historic trend and looking at that contribution of $3.5 million and actual came in with surplus of $300,000 and consistent last few years.  Dr. Distasio stated this is a one time reduction and next year will not have it.  Peter (b) average growth and what expect next year as you are getting some kind of growth in amount paying out of fund and worried you are creating a one time reduction in that acct and next year will hit hard and money not there and still have 10% increase and do not have 3% to offset.  It is a nice piggybank and make sure next year you do not get hit really hard and could be looking at $1 million increase or massive cuts.  What is the impact of using this $300,000 this year and nothing left in bank.  Mike Santogatta, BOE Business Manager, stated Anthem said to factor in paying 6% in costs from last year to this and as calculated out current reserve when get to June of this year will have 9 months of actual expense in reserve.  In convewratihs, made decision, do we want to tax people again and reduce 300k, all things equal if same e type experience will have 4.2 months in reserve.  Dave Bertnagel stated he and Mike have been reviewing claim history for each month and appears to be a good surplus in the fund this year.  Ralph Zovich stated based on current experience, the BOE will suspend 9 months worth of contributions and make 3 months of contribution to fund next year; Mike stated year to date experience, estimate over 9 months in reserve; it is a one time shot.  Peter (c) next year there is no extra $300,000 to save and if you did not have this you would be telling us you needed $600,000.  You will use $300,000 to save money but next year you will need more money.  Mike if all things being equal and contribution in hopefully next year will stay at what contributing this year is same amount next year.  Peter Cook noted if next year exactly the same, the budget increase would be $600,000 and not $300,000.  So you are not getting the same thing next year and zero extra money in piggy bank; and for this budget you have taken $300,000 absorbed in rest of budget and next year looking at $600,000; Dr. Distasio replied stating all things being equal that is accurate and answer to question is yes.  Peter Cook stated his biggest concern with using $300,000 this year is next year you will come back for one million; 1.3% to maintain current you are looking at $700,000-$800,000 next year; Dr. Distasio replied it could be.  Ralph Zovich:  (a) what is in current proprietary health at end of February. Mike Santogatta stated $1.1 million and by June 30th  will have about 9 month reserve or $1.8 million. (b) all equal and same experience, what would you pay out in any given month; Mike stated $225,000 - $226,000 per month.  Vicky Carey: (a) with closing schools we were told that at end of all we will see a cost savings to the town and do not see any projected; noting they have closed 2 and condensing into one elementary and figuring about $500,000 increase and between old high and new almost $500,000 and do not see any savings to the town and were told there would be a savings to the town.  Dr. Distasio stated when told that to the Board, they were suppose to close 2 schools and still a cost of $60,000.  Some of the costs they started taking the year before which was a principal, last year lost a nurse and secretary which was savings and would have more if able to close MSS.  There have been costs incurred with the new high as more square feet, more grounds and electricity at new high school and trying to get under control.  The Business Manager talked about energy educators which the BOE is contracting with to assess utilities in district for net savings of $2.5 million over 10 years.  (b) taxpayers will bring it up because brought up last time with schools being open and $60,000 for MSS and compare schools costing about $2 million to having others being more and moving schools; comparing schools as PCS one and MSS/PSS when lump together thought would be savings of a teacher or other things but being together not actual savings and people were led to believe that.  Dr. Distasio stated savings wouldn’t be of a teacher as number of students is constant and not losing staff. Vicky responded from consolidating from 2 to 1 buildings and have looked at budget and have $50,000 for every school for maintenance/repair.  She was looking for cost savings the BOF was told they would have, do not see any and taxpayers will do the same things as this is what they were told at the last public hearing.  Dr. Distasio stated everything is going up at the same time and dollars four years ago vs. now there is a difference.  There has been savings with staff, went forward with project and were going to be down one principal, nurse and secretary and looking at consolidating special programs.  Dan Murray:  (a) philosophical question and to first goal to how do you measure that and where are we today and how does it compare against previous years.  It is an excellent goal and probably has money associated with it but how do you know.  Dr. Distasio stated the way they do it is look at CT Mastery Test and CAPT results and look for improvement and how measure goals.  Looking for improvement across goals from grade 3 to grade 3 and have been some great growth and some not.  (b) Impact will not address goal 1;  Dr. Distasio areas put in to realize some improvement and systems literacy and math coaches and do not have reading consultant in district and have 2 ½ people and in some districts have one in each school.  (c) how have we tracked over years as our student body is represented by “x” and you go and put program in place and end of next year based on test results an different reporting methods, he should be able to see if “x” number is up or down; based on today how are we tracking in former years.  Dr. Distasio responded in most areas have seen increases and every now and then anomaly in scores, overall doing extremely well.  (d) Goal 4 to utilize account system, what is current review and how does that apply.  Dr. Distasio stated they use data with teacher performance reviews who has goal that is data driven or benchmark to meet, and at the same time periodic assessments to meet, and other area is school and district improvement plans with groups.  (e) Goal 4 and 1 related because have program in place for accelerating education, staff and have character built in to track movement and advancement of children and should go hand in hand yet when go in impact, goal 4 is not under consideration and it should go hand in hand.  Dr. Distasio stated the reason is if you take look at what is in budget, professional development did not take as hard a hit as program want to put in place and goal 4 has areas that address professional development to address goal. (f) Goal 6, how many schools in district provide full service kindergarten, and what is impetuous to do that now.  Dr. Distasio stated zero and data shows around the state that people with full day kindergarten is beneficial to kids and would address skills that kindergarten students must have at that level.  Doing with half day program is not sufficient as you can cover more material.  (g) Monetary question as there are many and first time tonight to look at transfers as seem to be a large amount of volume moving toward custodial staff and under school facilities, big hit in that line item for salary and increase in staff.  Dr. Distasio responded in that line item have head of Maintenance retiring as of April 1st and myriad of skills with running boilers in system and if they let him go completely will hire outside group to work on boilers when break down.  The Board will keep him on part time on call and amount in that budget of $20,000 on payroll to address needs when happens.  (h) which is about $30,000 increase and if person retires and you will keep as part time basis and replace full time that is increase in staff. Dr. Distasio stated, yes, .5 position.  (i) what vehicle is in system for maintenance.  Mike Santagotta stated they have pickup truck to plow, sand and trailers to haul equipment .  (j)  With overtime and man going part time, will custodial services go down as there are a lot of transfers here.  Mike, do not know as if it snows on Wednesday vs. Sunday it would be less.  (k) If ever a day for you to come up with comprehensive single line item compulation of totals by category overall instead of going through 17 budgets, and show us where we are or were, it maybe big numbers but easier than tracking it all through.  Pat Budnick:  (a) old MSS know BOE offices and item is oil still at $29,000 and now zones to heat only one part of building and energy solutions mentioned, how much does that cost.  Dr. Distasio stated nothing as it will be coming out of utility bills.  (b) PCS, not much change but largest thing is salaries and then General Repairs is that printing costs. Mike Santagotta stated yes. (c) FES, bear in mind when she looked and Vicky was asking about cost savings, one biggest items in that budget is electricity and it is the same as in old middle and progressively gone up and now proposing another $102,000.  In other buildings it was $50.000k and then new THS is different animal in itself and the BOE needs to bring under control.  Emergency repair had $12,000 and spent $10,000 this past year FES.  Mike Santagotta stated $10,000 this year due to gutters fell off, circulators in furnaces had problems, amplifier for intercom system blew out.  (d) Renovations done were to gear from middle to elementaru but maintenance things are still there to be done. Mike noted roof leaks, power problems, very bad incident of graffiti on building that had to be cleaned, windows break.  Pat noted with new construction or renovations you expect less and by the time they got there had spent money on high school.  (e) ETJMS, hall monitor and lunch aides are new and is this a State requirement. Gary Travers noted they are new as this is a different building and with being in a new building with areas unmonitoried and if teacher step out of room fine but a lot of staircases; also they changed schedules and teachers are no longer available to do lunch duty and they eat when students eat and why introduced lunch aides. (f) Language arts salary down from past at Middle School; supplies seem in line; interscholastic uniforms, team uniforms.  Mike Santagotta stated this is a one time charge because new school and had to have uniforms with name of school.  Ralph Zovich (a) noted follow up needed for clear picture on cost consolidation in schools and took some when principal left; when look at last full year of expenditures of PSS/MSS running as schools, spent $884,000 in 07-08 on MSS and $789,000 on PSS when run as school and combine it is $1,673,0000 and allowing inflation, oil , electricity.  Take all students and move into FES and that budget is $1,939,000 and would seem that $250,000 increase in taking students from two elementary and into one; however when HSF was run as a middle school it cost $2,726,000.  Converting from middle to elementary cost dropped by $600,000; middle to old high school went from $2.7 to $3.1 million and think that is where we lost savings in consolidation.  Did we rebalance number of children in elementary schools.  Dr. Distasio stated yes and about 80 students shifted.  (b) Electricity at new high school is out of control and budget $119,000 and looking at $250,000 and need deal with energy consultant as target for next year need to take out close to $100,000 of electricity.  We cannot afford to heat outside air; need to reduce peak load.  Vicky Carey:  (a) What is swat and alternative discipline in high school.  Dr. Distasio stated this is an alternate program for students that have difficult time in mainstream; have teacher who takes care of small group on half day schedule and about 12 per year get through and obtain proper credits needed to get to the next grade.  Alternative discipline is program after school, instead of child sitting in after school program , have person there to monitor but also do academic work with students.  These  programs just started a few years ago and part of money came from IDEA money.  Pat Budnick;  (a) World Language Supplies and Textbooks budget line items both have $4218, did we buy two years supply or one as text and one as workbook.  Dr. Distasio will check into that.  (b) Music Supplies, before 2008 was around $1700 and now a lot more going in.  Dr Distasio stated they have put more into program and getting a lot more out of program noting participation in St. Patrick’s Day parade and hosting music program at high school and money is to offset what the kids put in.  (c) Art repair for $325 and industrial tech has no repair money.  Dr. Distasio stated replacing elements on kilns.  (d) Family and Consumer Science, $420 for repair.  Mike Cerruto stated for sewing machines for Fabrics class.  (e) Interscholastic insurance, budget $5500 this year and did not spend anything.  Mike Santagotta stated contract was not awarded this past June for this year and does not know answer as district did not buy insurance and unbudgeted for next year as a good thing to have. (f) Do you have additional coach’s as Interscholastic Coaches is up $26,000 this year.  Ralph stated increase is in this year’s budget.  Dr. Distasio stated no increase in next budget and those were increases as a result of last contract due to step increase and increase in pay. (g) Graduation expense up from $627 in 08 and then $1200 and now $1700.  Mike Cerruto noted cost of diplomas, printing, graduation program.  Diploma cover resulted from move from old to new school and now paid artwork for new school.  Ralph Zovich: (a) Student Services, big one, discussion held previously and explained that we are eligible for $533,000 in Federal stimulus money and where can money be or not be used, and it is possible to hire specialist to bring outplaced students back into district.  Dr. Distasio stated two areas where money is coming into town.  One in Title 1 area which is in $100,000 range and roughly $400,000 in IDEA which is special ed component over 2 years.  Roughly $250,000 for two years and strings attached to it; cannot supplant but can supplement budget. $250,000 is to be used for things currently do not have in budget.  Still not clear how we can use it; will look for ways to use with not a lasting impact as in two years that money goes away.  He will make certain it will not have impact in 3 years to ask for additional funding.  Title 1 can be used for extending school day or school year for professional development and will do that any way we can.  Special Ed, IDEA money, has strings attached and not sure on all details.  (b) To use Federal stimulus money to bring voluntary placed students there are issues there.  Dr. Distasio stated creating program, i.e. emotionally disturbed type program in district to bring outplaced students back into district might be able to use that money; need to have program to meet needs, need to meet with parents.
Open to public comments or questions on budget:  (a) DiAnna Schenkel, town council liaison complimented BOE for a well thought out budget noting we are all feeling the pinch financially.  She stated she and Dr. Distasio attended Bill Hamzy’s forum on budget and do not know status of in school suspension.  Dr. Distasio stated in school suspension mandate will be put off until 2012 and movement to get rid of it altogether.  There are a number of unfunded mandates and he would like to see those gone.  Dianna Schenkel stated a suggestion from a career day attended in savings of paper in terms of reducing overlap supply budget and would like to propose forward thinking to introduce laptop program to teach through internet or electronic means.  Kids are on computers or cell phones and they are interested in learning this way and how they respond and whether one class or multiple class and save on paper.  Dr. Distasio stated stimulus money has area of technology money that is suppose to come to districts and do not know amount of strings attached and we would look at something like that.  (b) Jeannine Jandreau, 34 South Main Street, stated her job as Council is to relay and have heard people say lights are always on all night long.  Dr. Distasio stated this was issue at high school some months ago and on timer and every time reset it took 24 hours for timer to catch up and have it now to go on.  There are problems at middle school with lighting due to way wired.  (c) Noel Schenkel, 4 East Orchard, have suggestion on electrical issue and the school should look into wind turbines to be put up on that property and it would generate electricity for school.  There are grants and companies that sell turbines that would come to the school to set up and use.  Dr Distasio asked for names to be forwarded to him on this; and noted they did not have enough peak electrical hours and roof surface to make solar panels work.  Ralph stated stimulus package on alternative energy should be looked into and in industrial park wind turbines are allowed.
BOE comments:  Gerry Bourbonniere, 6 Fairmount, look at last years proposal that came in at approximately $750,000 and do believe this year in at $300,000.  They took $450,000 out and sure that Mr. Santagotta, the Comptroller and Dr. Distasio worked very hard on this budget.  He  knows they are looking at areas they can save money, electricity; and the architect that designed the high school told Dr. Distasio and Mr. Perusse that this is what electricity should be for this new high school and unfortunately their calculations were wrong.  Dr. Distasio noted last summer when in new high school trying to regulate cooling system and entire building was air conditioned for the whole summer and drove costs up and will not be cooled this summer and doing a small area for summer school.  Ralph Zovich noted one other point on slides, the contract was settled 2 months ago and flat 3% increase across board and built into budget and savings accrued with negotiations on medical, amount of time teachers will be putting into other activities.  This budget and next years the steps are frozen so that the percentage increase is the total salary increase and not cost of living plus step.  Dr. Distasio stated in all 3 levels/years, what saw reported was actual increase they will incur; first year 2.99 and total cost; second 3.5 total; third 3.8 total cost and nothing hidden.  Ralph noted one reason Comptroller and Mayor did come back and asked BOE to come in at 1% is because we have been tracking revenues closely and collections are down; projections for fees incur, license and tax collection are declining and we are faced with worst of both worlds; cannot raise taxes on those currently paying to cover delinquent and cut expenditures even further.  Tonight we are hoping after hearing discussion from BOE and questions from BOF, hope 1% increase is reasonable; we are in severe economic down turn and cannot predict next year and hope economy will turn around and we are holding down costs in current budget.  Final board member comments:  Pat Budnick noted 3 areas are key for cost savings; electricity, money in going green and potential to use funds one time to do windmill and we need to do that over next few years to reign in electricity costs; school facilities, snow removal, grounds, is something when she was on finance subcommittee and thought the town would help us mow the lawn and did not happen and understands from last snowstorm Public Works did help with that and they are looking at ways to combine public works and some school facilities to get cost benefits as there should be more efficiency.  Also, area towns are setting up endowment fund for sports with income generated to help and potential offset in future.  Dr. Distasio noted they are offering mini grants and we have Century Club; every year the teachers write mini grants who look at request and award.  Pat clarified endowment fund is actually bequests and donations on part of business and deaths.  Peter Cook stated he feels this is a wonderful budget, kept low and some additional costs last year and one time shots last year.  His concern is what happens next year because next year we need to find ways to get long term savings and have done a lot with health accounts; contracts going forward trying to keep costs low and don’t let up. Dan Murray stated a tough challenge and trying to figure out what doing this year makes thought of next year scary and always said tough every year; this is no different and hate the fact that we always end up saying cut programs because we get farther behind as a town, state and nation and wrong way to go.  Ralph Zovich thanked everyone who came out tonight and noted the Board will probably be scheduling the public hearing the Monday or Tuesday the third week of April which is 20 or 21.  Ralph reviewed Charter and Council will set referendum date which is first week in May.

4.  Correspondence

5.  Public Input

6.  Board Member Comments

7.  Adjournment
MOTION:  To Adjourn by Dan Murray; second Pat Budnick and the vote unanimous.
Meeting adjourned at 8:40 p.m. 

Respectfully submitted,

Robin Gudeczauskas
Recording Secretary

REGULAR MEETING ASSEMBLY ROOM
March 23, 2009 - 7:00 P.M.

The Regular Meeting of the Board of Finance scheduled for Monday, March 23, 2009 is cancelled.

REGULAR MEETING MINUTES
ASSEMBLY ROOM
Thursday, March 19, 2009 - 7:00 P.M.

1.  The Regular Meeting of the Board of Finance was called to order on Thursday, March 19, 2009 at 7:05 p.m. in the Assembly Room.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich and Robin Gudeczauskas, Recording Secretary.  Also present:  Ted Scheidel, Administrative Assistant to the Mayor; Linda Hood, Tax Collector.

2.  Pledge of Allegiance

MOTION:  To change the order of business to move item 6 to item 3, by Vicky Carey; second Peter Cook and the vote unanimous.

3.  Discuss and Take Action on following items in current FY 2008-2009 Budget:
     a.  Update on status of delinquent tax collections, Ted Scheidel – distributed and reviewed list showing when do final numbers what needs to come off grand list: assessment, yearly tax, delinquent tax, interest & lien fees on tax.  The tax total $828,000; lien $542,757.48. He cautioned the Board that they originally wanted dead properties and the amended to mean amounts cannot count on in next budget year.  There are a few names that have been contacted since the last meeting a week ago and also talk about Structus and they are starting work, do not have firm contract but they are up and running and there is hope.  The Mayor will be putting together a group to meet, Structus is the parent company and company within is Tower; have talked about cleaning up personal property first and property tax stays with property; they want to know about interest, etc and will have meeting to discuss.  If continue to go forward want firm payment schedule for taxes.  Terryville Retirement working to get off active list and should not be here; acting on Linnell property; Palmieri does have some action. Repayment schedule will be in at least on July 1st; have checked on credentials of new investor who has made other companies profitable.   They deal with school buildings/portable classrooms and portable areas for prisons.   Great Hill has been turned to a Marshal who is handling land in Wolcott and will do foreclosure and warrants on both properties.  Proposed amnesty and possible payment discussed.  Stamp is one people in office know (Steve Tammy and Murdo Patricia) and one couple lives in Farmington and one lives near Chippens Hill and have not received a bill in a long time and now that have found, certified letters have been sent.  Newman on down are properties on tax sales with the lawyer.  Kozikowski is a monitored site and waiting; Fuller’s site is waiting a sign off; Evans can happen as someone was researching to buy it; some of these are good lots.  There are 31 on this list; last October was 75; list given the other night has 300 and a lot at the end are second payments and as progress need to know what to take in daily, weekly and what will work.  Jasper could be a foreclosure.  Whatever tax base is, it should take assessment part off as well.  On 4th column, 77% collection on motor vehicle supplement but total came; budgeted $250,000 and supplement in at $257,000 but to get $192,000 is pretty good but do not know if number will come down; think supplement total is what we have to get ready for; would leave at $175,000.  Forecast:  right now to make 100% in current taxes which is 97.5% need to collect $888,000; to make budget need $1.2 million, or $62,000 a week; in the first two weeks of March collected $141,000.  Using those figures are tracking deficit of $325,000 and number keeps going down.  Need $11,000 per day; people are paying with their income tax.  When lien notices are sent normally in May and it is a big month; last year $330,000 was collected and think we will do at least but better than that.  Linda noted 4 accounts we will get this month which totals  -- Robco Pool, Haase, JLH Properties, Vail Construction and Vail Contractors which we were not counting on in March and have heard for sure and do have other promises.  Big one with JLH is $32,000 and change.  Have consultant that works with industrial park and there are 9 companies behind in taxes and one is paying at $1,000 per week (Coscina).  There are a lot on monthly and coming in.  Linda is sending lien notices out in April and plan on calling everyone who has not made second installment to find out why.  Linda is looking into garnishing some bank accounts on commercial properties; floater has taken pressure off at day to day counter and she and Fran can now concentrate on back taxes.  Many of those on listing are deceased and abandoned properties (Tucker are continuous lots and worth selling and on tax sale list).  Discussion held on need for more money to get these collected.  For next year, we are at $650,000 and can go to $775,000; dropped interest liens to $290,000 and Ted felt it should be lowered to $200,000 or lower.  Discussion held.
 
4.  Board of Education Update – Mike Santogatta distributed sheet of areas struggling noting special education out of district placement and tuition and transportation; sheet reviewed noting anticipation of getting one child back which did and then went back up.  Start of year had 6 outplaced and now up to 8. Ralph asked about state reimbursement on outplacements; Mike reviewed formula on per pupil expenditure and multiply times threshold, deductible we pay, and 4.5 times $10,000 is $45,000 is what the district has to pay and anything above and beyond is excess special ed cost and the state reimburses back to the town.  The state has capped that amount of money and if all districts come in at cap, it is then pro rated.  Ralph suggested bringing students back and have assessment done to bring them back to save money.  Ralph asked for silver lining in stimulus bill; Mike stated it cannot cover directly and they are to give more answers in April, told cannot take two special ed teachers and fund with it; they want you to hire people and maybe get a specialist and bring a program back.  ECS money, State of CT got enormous amount of stimulus and very cleverly, they are told cannot supplant with money.  If Plymouth gets $9 million in stimulus money, the governor is holding constant for next several years; and the town will report every 4 months on what they get from stimulus money.  Ralph note proposed budget and at $831,000 for outplacement and running over and projecting $977,000 which could easily grow to a million.  If Ted is not as optimistic in back tax collection the town will have a problem and we know the ECS money will not go up.  Mike, seeing a lot of foster children and free/reduced lunch applications; people getting laid off.  Discussion held on whether to appropriately budget for next year.  Stimulus money is over 2 year period which will be received between May and October of this year.  Pat noted the $300,000 coming out of insurance will increase the bottom line and we will then need to try to fund that.  Mike stated areas up are special ed and utilities, high school is up and had transferred $96,000; Ralph stated it was to be more efficient than the old high school; Mike noted at Eli Terry roof units were replaced and have massive air exchange units which are fantastic but had to transfer money into gas heat account but they did not have those blower; Ralph stated in 2004-2005 building code that requires this but environmental thing that architects put in but they can lower number of changes per day.  Vicky asked with renovations at old high school and Fisher were air quality studies done; Mike stated a few done since he was there at Eli Terry and came out o.k.  Not in budget and have asbestos updates by law.  Vicky, budget frozen and made line transfers and asked for list from starting of budget year until now of what taken out and where transferred to; Mike said he will get it over.

5. Approve Minutes

     a. February 19, 2009
     b. March 5, 2009
     c. March 9, 2009
     d. March 12, 2009
MOTION:  To approve the Minutes of February 19, 2009; March 5, 2009; March 9, 2009; March 12, 2009 by Vicky Carey; second Pat Budnick and the vote unanimous.

6.  Closing of FY 2007/2008 Funds, Independent Auditors Report
     a. Recovery of bank reconciliation records – all bank reconciliations were sent to the auditor; everything balanced within $37.00; auditor in preliminary report said we showed $54,000 surplus and now we can increase by $108,000 so $162,000 surplus that goes to undesignated fund balance which is now over $2 million; not including $100,000 encumbered for heart and hypertension.

Discussion held on final audit; meeting schedule for next week noting meeting with the Board of Education is for Tuesday, March 24 and then we meet again on Thursday.
MOTION:  To cancel the regular meeting on Monday, March 23, 2009 by Vicky Carey; second Peter Cook and the vote unanimous.

7.  Review and Discuss Proposed 2009-2010 Budget
     a. Continuation of line item adjustments by department –
041 – telephone, cell phones and pages, memo received from Dave in response to question of this line item.  $3500 annually against cell phones that cost $7,000; Vicky stated telephone takes all town hall phones into line item.  $3500 at highway department is the cable/computer question from last meeting.  Noted public works facilities is $40,000 for phones.  For next Thursday Dave to go through phones, computer lines, outsourcing lines and need it broken out.  Regular Wages reduced to $529,902 after  Question/discussion on half person in budget and Board would like it eliminated.  Dave will need to adjust a bit for current contract allows as we are eliminating a person.
Environmental compliance needs to be discussed with Tony.
 
043, Other Public Buildings
Ralph noted reports from consultant who is saying to sell Main Street School for $300,000 and sell Prospect Street School for $125,000.

044, Transfer Station
Had retirement but does not look like shift in salary; discussion on how many people are making the $38,240 in overtime.  Discussion held on changing hours of transfer station; to close one day per week and open one half hour later each day.  Contract services, going down and more in line with previous years, why?  There is no curbside pickup included in this department budget.  Electricity is down, why?  Repairs & Supplies is down, why?  Water increased, why?  Permits are up?? Landfill testing, down.

8.  Comptroller’s Report

9.  Correspondence

10. Public Input

11. Board Member Comments
a. Pat Budnick, game plan on budget.  Ralph stated we should finish public works and public health next week; need to review revenue; capitals are being finalized (discussion on joint meeting with Capital Improvement).

12.  Adjournment
MOTION:  To adjourn by Vicky Carey; second Pat Budnick and the vote unanimous.
Meeting adjourned at 8:53 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MINUTES
MONDAY, MARCH 16, 2009 – 7:00 P.M.
ASSEMBLY ROOM

1.  The Regular Meeting of the Board of Finance was called to order on Monday, March 16, 2009 at 7:00 p.m. in the Senior Lounge.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich and Robin Gudeczauskas, Recording Secretary; Dave Bertnagel, Comptroller.  Also present, Mayor Festa.

2.  Pledge of Allegiance

3.  Review and Discuss Proposed 2009-2010 Budget
Section 4, Public Safety, Dan Murray reviewed:
031:  Fire Marshal Secretary down $1,000 from current revised budget or $880 from projection; Dave Bertnagel stated Mayoral request to reduce number of hours and in agreement with the Fire Marshal; bottom line budget of $51,000 will be coming from Fire Commission but they would like the secretary hours put back.  Dave distributed handout/narrative from the Fire Marshal noting line item is for the Fire Marshal, salaries, and deputies.  Fire Code Manual, federal government makes new standards and State of CT adopts every 2 years and manuals need to be replaced; this also applies to Building Department.  Office supplies, reviewed and discussed to deduct for ink cartridges, Dan stated when ready to start network project he will give time and energy; office supplies lowered to $500.  Dues/memberships from $475 to $650; one (CMFA) was subsidized by the State and no longer is.  Do all individuals need to be members or does Fire Marshal need to be a member and share information with staff?  Discussion held.  Lower from $650 to $465 and review memberships. Discussion held on conferences, attendance and cost.

032:  Police Department, most changes are contractual in nature; overtime will be reduced once two final officers are out of the academy; two officers now are on light duty through workers’ compensation.  There is no budgeted overtime in the regular schedule.  Dan stated if the Chief is comfortable with what the Mayor put in we should adjust down to $153,340 with zero increase.  Police dog is under negotiation process and sent to labor attorney for negotiation with union representative; money has been encumbered; discussion held.  Another account established by churches for dog maintenance which is in escrow.  Salary accounts increased; Dave stated police union got same increase as other 2.5% of 07/08; 08/09, 3%; 09/10, 2.5%.  Sergeants also have 6th day negotiated out and for 2 years on top of 2.5% got $1000 stipend to bring salaries in line with other communities.  Overtime from $159,000 to $169,000 which was part of transfers for wage adjustments for wage increases.  Current $169,000 to $153,340, going down, will be from new officers coming on and reduction in overtime.  Police Commission expenses keep at $1750.  Electrical Repairs and Supplies, are radar calibrations, radio repairs, all detailed in narrative; reviewed.  Do we bid out cleaning allowances; Dave stated they are contractual and each officer gets a certain amount each year and through payroll.  Taking out $870 for the Dog Expenses; with current $870 being encumbered.  New increase of $25,876 for department.  Mayor Festa gave update on representative from police union to decide when he will sit with the town to negotiate a canine officer and canine.

033:  Emergency Management:  Do we have handle on overall percentage of utilities going up?  Dave stated last year some departments did not include projected rate increase from CL&P and in utilities line item in some instances is mis-titled because some oil, gas or basic electricity.  Dept 033 is responsible for generator and this cost is $4200 with increase of $500 or $5,000; discussion.  Backup radio transmitter at fairgrounds, bill has been received and included in this department and Dave will verify bills.  Equipment and Supplies going down by $600; Dave stated he does not need although nice to have and giving back; same as Training, some of which are now federally funded.

034, Animal Control:  request for overtime from $500 to $94 why do we need it.  Dave stated we do not; zero out overtime.  Cleaning Allowance/Clothing Allowance are not specific but reimbursed from receipts.  ARF is being rebuilt; dog pound expense at $21,000 and do we need alternative.  Dave reviewed $13,000 for rent and have checked out alternatives; other expenses are euthanasia, vaccinations, etc.  Mayor Festa stated looked into in past and ARF refused; Melanie Church stated they cannot enlarge at old location and where going back to they lease the land.  Discussion held.  Total $62,412.

035, Communications:  Finished CAD payment last year which was in Capitals.  Zero increase.  All departments have seen the Mayor’s recommendations; part time account, $75,724 and based on that and scheduling trends, the $78,000 is sufficient to cover operations.  Last years budget had service contracts and cut another $7500 out to bring down to $27,500 and there may be some more room to reduce further.  Volume of calls increased by about 3% - 4% and number of 911 calls increased.   Regional frequency system (rafs) run out of Hartford police department and an emergency back up and a $500 assessment the town gets.

036, Fire Department:   New request distributed showing line items reallocated.  Building maintenance has been adjusted and no increase in the fire department.  Dan stated every year this department does it right. Dave noted in capitals they may have hose which needs to be replaced every 10 years.  Discussion held.  CO meters need to be calibrated for $2400 increase. Oil costs put into each individual station budget.  Discussion held on telephone service costs, over $5,000 per year for 3 stations and need to address and research.  Break out of stations from invoices on actual costs would be of help.

037, Terryville Fire Department, Headquarters Station:
038, Terryville Fire Department, Plymouth Station:
039, Terryville Fire Department, Fall Mountain Station:  Dave noted grant that was never completed for hookup for generator which can also be used for natural gas was finished this year and may have a slightly hire gas cost this year.
Public Works
026, Facilities:  Repairs/Supplies, projected $12,000 requested $15,000; prior year actual was $15,400 and Dave noted key concern is that we lag behind in supply areas such as faucets in town hall for repairs; in last two years very understanding and done right thing as far as snow removal and sand/salt; to put money in here because of snow removal is not appropriate; discussion held, change line item 20 to $14,000.  Telephone, $40,000 is for town hall including police department.  Dave to get breakdown of cell phones, who has them and monthly costs.  Mayor Festa stated town employees do have family plan and are billed separately at their homes. Melanie Church gave suggestion on taking cell phones out to bid; Mayor Festa stated he has done so.  Service Contracts, why projected $22,000 and requested $15,000 and spent $19,387; Dave stated year to date January $14,398.50.  Dave will get breakout of service contracts; some contracts are bi-annual; need clarification; budget yearly for bi-annual so as not to have spike.  New total to $329,700.

030, Utilities:  Cell phones are in this department; Dave stated for $2,000 to zero out line item; Vicky asked if public works had beepers as well as cell phone for storms; where were nurses phones; Dave will get all details; Dave noted concern CT Water rate increase.

040, Snow Removal: Discussion held; actual $106,694 over in overtime; $312,916 over sand/salt with encumbrance.  Overtime increased $8,000; Sand & Salt needs to be more realistic; increase from $210,000 to $250,000.  Total $368,100 with increase of $48,000.

041, Highway:  Call in pay, what are those calls for and to cover; Repairs & Supplies up from $90,000 to $113,000, reduce line item to $100,000.  Discussion held. Unused Vacation, paid if not used.  Breakdown of contract services requested; Regular Wages increased, Dave stated this account is we funded one additional laborer positions and have had one retirement and now 2-3 unfilled positions and feel can hold off 6 months to hire one position; discussion held; Peter Cook recommended getting rid of half position; Dave suggested recognizing funding for this position. Mayor Festa noted several things looking to do and that is to remove parks personnel and put into public works which allows for parks and recreation work and extra body in public works which requires contractual and Charter change.  Potential agreement between communities to use equipment and manpower.  Discussion to leave this half person in to hire for fall/winter season if needed.  Street Signs, increased last year due to completion of a resigning project from $5,600 to $15,000 and now request is to increase to $20,000.  Dave Bertnagel stated this includes traffic signs from police commission and a new requirement from DOT and expanded for all signs including stop, speed, etc and increase is to replace every sign to come up to conformance and a 5 year program; keep line item at $15,000.  Telephone line item has cable associated with town garage; Dave will look into.  Meal Allowance, increase by $500.  Environmental Compliance are mandated programs~~stormwater compliance line 51, $15,000 last year and spent $6500; Dave to check.
Mayor Festa noted if have town manager you need line item in for benefits as currently there are no benefits for his position and dependent upon charter revision bringing updates to Council and then a vote.  Also, Ted has requested he be put on agenda first for Thursday.

4.  Correspondence

5.  Public Input
a. Melanie Church, 328 Main Street, noticed in Police Department, question that all other departments have secretaries and there is not one listed; and under contract service for highway department, last year they used that to hire sweeper and that was a fallacy and if not going to use that this year it should come down in price.  Dave stated Chief’s secretary is under Communications under dispatch because she is dispatch coordinator.

6.  Board Member Comments – Consultant reports on MSS/PS were left with the Board for review.
Vicky questioned whether meeting next Monday as well as meeting on Tuesday with the BOE.  If not on Monday, need to determine what sections will review for that.  Dave will have report for Thursday.

7.  Adjournment
MOTION:  To adjourn by Peter Cook; second Vicky Carey and the vote unanimous.
Meeting adjourned at 9:05 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MINUTES
THURSDAY, MARCH 12, 2009 – 7:00 P.M.

1.  The Regular Meeting of the Board of Finance was called to order on Thursday, March 12, 2009 at 7:25 p.m. in the Senior Lounge by Chairman Ralph Zovich.  Members in attendance:  Pat Budnick, Vicky Carey (left at 9:02 pm), Peter Cook, Dan Murray, Ralph Zovich and Robin Gudeczauskas, Recording Secretary and Dave Bertnagel, Comptroller.  Also present DiAnna Schenkel, Council Liaison, Mayor Festa.

2.  Pledge of Allegiance

3.  Review and Discuss Proposed 2009-2010 Budget – recap given on issues of concern; charges for services, year to date permit fees, conveyance taxes which are down, adjusting town clerk revenue, metal reimbursement, transfer station permits, structural permits, plumbing and heating permits. Prior years taxes adjusted and concern on delinquent target down and we will fall further behind; Ralph distributed analysis (Delinquent Tax Analysis) prepared by Peter Cook who gave overview starting with back taxes; reviewed and discussed and shows what happens if clear out uncollected properties and do something with them. The second page distributed 97.5 and 96% collection rate.
MOTION:  To recess at 7:35 p.m. by Vicky Carey; second Pat Budnick and the vote unanimous.
Chairman Zovich called the meeting back to order 8:00 p.m.

Revenue analysis; short term hard to get collection rate up and increase amount budgeted and collect for back taxes.  Ted Scheidel, Administrative Assistant, stated he has a list of 75 and for last two months working off list of 150.  When look at 150 properties it still represents $1.8 million in taxes without interest and liens.   Discussion held and for next week will give idea of what dead properties represent.   Dead properties (represent x in outstanding taxes); noting then there are properties (two top that represent $2.5 million in assessment that have a pay day to them without foreclosing but there is a timeline in collection on them) and we will need to agree to certain payments.  There are 85 of 150 delinquent properties current and then can get to 97.5%.  Ted stated they are doing things that will hopefully get the taxes collected and not go back on the delinquent rolls.  Discussion held on amnesty program, if approved by Council, we can expect a surge in 4th quarter of this year and can put us over budgeted amount but need realistic number.   Who is doing analysis on limits for interest we will forgive.  Dianna Schenkel asked for consideration, when times are good you have more leverage and then would be the best time for amnesty program; times are tough and most people do not have liquid funds; question is will people have the liquid funds to even try.  Is this viable right now to do something like this.  Ted Scheidel, when set amount for delinquent taxes, set that amount as goal for the tax department.  They should not stop at any number as additional will boost reserve which is low.  They are looking to make 97.5% for current collections this year.  As far as the budget, he can get numbers to make budget or close with game plan for next year.  Ted also noted they have many people on a monthly payment plan.  Melanie Church, for 18 years we never collected and every year amount going down and hear talk about interest, amnesty with state the amount people paid off they did not collect interest but cash money immediately so it doesn’t matter how much interest you lose.  There are also estate properties back in taxes and on market and only way get paid is when sold; those will happen.  Ralph Zovich stated for the record, we do appreciate the work Ted is doing and he has shed light on area in shade and extra revenues collected for the town help to improve fairness to other percent of taxpayers paying on time.  Expenditure budget, Section 3, had conversation with Ted and we need to recognize him for performance done; he works part time, putting in more hours and does more for the town and job description than entails; we do have his past experience in government which opens doors. Third line item, Section 1, Admn Asst, currently part time at $28,600 and Mayor recommends increase of $3016 or 10.6%.  In a different environment Ralph would love to give this, and he and Ted talked today and discussed more modest increase to Ted of 6%.  Ted stated he appreciated the Mayor’s confidence.  Dan Murray stated we are fortunate to have Ted and thanked him for all he has done and will continue to do.  Ralph stated he reviewed this section and only one that jumped out; other line item is Receptionist/secretary, due to change to permanent position in Charter, and Tricia’s duties far exceed that of a receptionist.  Have reduced Admn by $1300 or $30,316 and still make budget rise by 2.6%.  No adjustment/questions/concerns.  Pat Budnick to projections and why above budgeted and that is because paid hourly and those hours are above.  Receptionist position is far more duties and responsibilities than ordinary receptionist, and Tricia does work for Human Resources, Ted, the Mayor; $739 for web master and for conformance with state requirement on minutes to be put on line.  Peter stated he applauds the Mayor for not taking an increase but do not think it is a way to continue budgeting; you have to plan and need to keep adding to that line at a 3% level, he can return it and do not think you cannot take raise in mayor’s line because it will come back.  Pat feels people will not vote for something with people getting pay increases; Peter noted if the town votes for a town manager form of government we have a hole there.  Discussion held.  Mayor Festa stated his position is as first year in office of giving back part of salary increase as he did not want it; position paid with him giving back and for current year given back in terms of other expenditures and in this budget he would not look for increase and there was discussion on this position before election relative to former counsel people indicating good gesture there is need to keep salary at increase level each year.  He agrees with Peter in that sense if need to raise you do so but from economic situation you need to keep level of security of individual tax payers.  Pat, if everything was the same as normal economy would agree but anything above 2.5% increase will not sit well especially if talk about furlough days.  Vicky, to come up with percent but thought at least 2%; we had the H.R. person who did required comparison and town clerk and tax collector going up; everyone had evaluations; we should not punish people working and to their best ability; down the line may need to streamline offices and do changing around; think the mayor should have a small increase, but school etc. get 2.9% and would keep it just to have cost of living.  Whoever is mayor can give it back, put it in his expenses, whatever he wants.  Do not know what will happen in next few years and would like to see 4 years worth of Vinny.  Dan, another way to do this is if concerned about maintaining integrity of budget for future positions you put money in for raise and keep salary as is; if the Mayor’s request is to maintain existing salary, you satisfy his request and increased line item for budgetary purposes and that speaks to what we talked about in past.  If we don’t use money you have it for reallocating throughout the year.  Discussion held.  Dave Bertnagel noted in Department 20 in proposed budget is Wage Adjustment for $40,000 for next year and that could be transferred at a later date.  Vin Festa stated the Board needs to make sure what is expended in account is true to the expense and agree with Dan’s position of having it in another area.  DiAnna Schenkel stated we cannot keep doing business as usual and likes Dan idea of contingency fund; idea to have small percentage and call it “restructuring of government” or “facility improvements” and how are we going to approach bringing out town to become functional.  Public needs to be educated on we have qualified people and we are getting results.  Board will revisit this section.  Melanie Church, look at federal government who is cutting prices and you say you are raising yours; industry is bringing down prices and we do not know where economy is going and not everybody else is raising prices.
002, no change
003, Human Resource, $300 or .75 increase on safety line item
005, question how are we paying Dave?  Budgeted $75,000, were interim, did hire by statute, budgeted $70,200 which is o.k.  Dave stated overtime account was being used as catchall for part time and he broke out overtime and new line item for part time for staff. Contract services, Dave looking into more as this is significant increase in financial software package, renewal and annual maintenance.
006, tech support, 10.6% which we reduced from last year, $2260 reduction and bring to 47,452.  Broke out flex worker and elimination of permanent p/t and nets out. Technology upgrade, $2000, and in breakdown as capital.  Dave stated we are going out to bid for tech upgrade and tech support and will have firm number.
007, no change
011, Registrar, one general election in fall and and showing $200 reduction.  Deputy registrars went over budget; Dave stated a deputy had to cover for a registrar due to illness and they put in for additional budget referendums, charter revision.  (Vicky 9:02)
013, BOF, Contingency budgeted $22,666 and transferred money but revised did not lower budget amount and showing balance; calculation of % change has error.  $1316 decrease of 5% for Contingency.  Will come back.
014, Salary Assessor, this is part of supervisor contractual package to $62,443.  Peter noted we are now paying an assessor higher than the mayor.  Where is assessor making allowance for Reval we need to do in 3 year; Dave noted it is in Capitals.
015, Board Assessment Appeals, nothing
016, Tax Collector, 8.21% or $3364 in Salary which is part of voted upon increase (Dave will verify number); and small increase in postage.  Will come back to this department.
017, no changes
019, Insurance is going down $32,600 or 5% decrease over current year.  Board requested analysis by Worker.  Workers Comp, Dave is working on that number which goes by claim history and they are 1 to 1-1/2 years behind; we have less employees to get hurt.  VNA liability and shouldn’t we be saving and Dave will check.  Projected numbers through January 2009.
020, Health Insurance, reduction and employees paying more with savings of $92,877; insurance broker may not stay and that would be a savings; wage adjustments and all money disbursed and where is $40,000 coming from or building reserve; Dave stated two contracts being settled.  Need to explain adjustments at public hearing noting retroactive for expired contracts.
021, is $13,000 sufficient for claims pending; we have funds put aside for future claims.  This amount is what we are obligated, $45,000.
022, salary listed as $47,005 and Dave will check. Computer records dropped; Dave noted when approval for a computer system to be purchased by line item kept rolling over and $25,000 number may be high and $47,000 number was for initial program and an actual number will be given.  Dave will distribute department narratives on Monday and we will revisit this department.
023, good
027, COST/CCM, $7675 for membership and question for cheaper electricity rates through CCM and will be revisited.  Memorial Day Parade moved from Parks and Rec to Special Services.
028, going down; this department consolidating and moving to Community Services Department.

4.  Correspondence

5.  Public Input
       a. Melanie Church, 328 Main Street, would like Board to look at Building Inspector and departments in raising fees and problem if saying no tax increase and yet you increase fees, you are really bringing up the taxes; talk about want people to improve homes and if start increasing fees you are stopping them and think more in household, your income level goes down and you cut.  The people are cutting corners, not eating out and you people who are working are gifted but look at numbers going up for those not working, you have to cut and put on added fees you are increasing.  Ralph stated adjustment to charges for service to see if our fees are in line with other towns.  Dave noted no increase in fees in this budget.  Melanie stated fire marshal came in and compared with Stamford and charges per foot and look how much he made and look who is coming to town; some stuff cannot keep doing.  Ralph stated only fees set if we recommend changes in the ordinance that would go to public hearing and we do not set any fees.

6.  Board Member Comments

7.  Adjournment
MOTION:  To adjourn by Peter Cook; second Pat Budnick and the vote unanimous.
Meeting adjourned at 9:45 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MEETINGS
THURSDAY, MARCH 9, 2009 – 7:00 P.M.

1.  The Regular Meeting of the Board of Finance was called to order on Monday, March 9, 2009 at 7:05 p.m. in the Assembly Room by Chairman Ralph Zovich.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich.  Also present:  Dave Bertnagel, Comptroller.

2.  Pledge of Allegiance

3.  Review and Discuss Proposed 2009-2010 Budget – Dave Bertnagel gave overview of budget consisting of 10 sections in 10 categories.  Dave reviewed requests and budgets for numbers; minor change to Ambulance and Land Use, noted.  Section 2 – Assessor’s Grand List with full detail, net $817,434,070 and this is what 1 mill equals; number will be adjusted with uncollected amount which is 97%.  Dave noted with effort of Mayor and tax office they are striving to get to 97% collection rate; for current year we are at 96% of 97.5% collection rate.  Peter Cook, option A, B, C – tab 1 last page; if want option A, who makes decision.  Dave Bertnagel stated that is an administrative decision following collective bargaining decisions.  Discussion held noting the BOF can give suggestions as to cuts; decision going into next budget to state contingencies on budget plan; identify contingencies as going through budget process; do not spend rainy day fund in budget; need to be conservative on revenue estimates; concerns for next year on revenues from State.  Dave Bertnagel will prepare analysis for this year and next on shortfalls.  Further discussion held on “Options”, furloughs, reduction to BOE, etc. for total net savings in that Option.  Vicky Carey, bond rating, in past very low rating and did get it built up; as long as trending upward with undesignated fund balance we did get a good rating even though below 5% but going forward.  Revenues:  current budget - Structus, owes $77,000 in back taxes.  Estimates of Statutory Formula Grants reviewed noting all going down; discussion held.  Ralph Zovich stated Plymouth is scheduled to lose +$97,000 in state grants with ECS holding steady.  Dave Bertnagel noted departments on town side were very responsible with coming in with a tight budget and giving assistance.  Stimulus – police grant of $15,000 we will be getting this year; certain towns meet criteria which depend on crime index; that money will go toward technology and law enforcement driven items, i.e. capital equipment which will be off budget and go into Special Grants and Donation Fund.  There are other grants out there such as assistance to firefighter’s grant which the fire department can apply for.  There are two categories, Title 1, K-12 Education, we will receive $110,957 which is a direct grant to BOE and additional monies to what they receive now.  Individual with Disabilities Grants, Plymouth will get $433,000 as a direct grant to BOE which is supplement to current grant.  Education Technology is available which is a competitive grant as well as Head Start.  Energy Efficiency can we replace windows in Fisher Elementary School.  Discussion held on Highway Infrastructure funding section.  Seymour Road has preliminary engineering work, survey, bore samples.  Need to question if it can be funded with infrastructure funds; project was submitted as shovel ready.  Discussion held.  Dave stated remainder of document is government sections, #3 General Government; #4 Public Safety; #5 Public Works; #6 Health & Human Services; #7 Library; #8 Parks & Recreation; #9 Land Use, Miscellaneous and Debt Service; #10 Board of Education.  He noted on each budget there are difference categories broken out.  Actual revenue as of today of $22,904,856.16 and did have budgeted $23,859,673 or 96%; prior levy $503,812; interest & lien $201,347; motor vehicle supplement $188,854.  Discussion held on tax sales and tax collection.  BOF would like analysis of over 5 years uncollected from Ted Scheidel or Tax Collector. Dave reviewed “Charges for Services” and will delete Visiting Nurses; recording fees as of 1/31: $32,841 collected (7 months) and we are asking $55,000; conveyance tax, $46,878; Hunting & Fishing Licenses $1,100 and half to the State; Vital Statistics, $477; Misc Town Clerk $11,088; Historical Documents $4371; Farmland Preservation $5719 of which $2000 owed to the State; Planning & Zoning $3400; Sub Division Hearings $1260; Public Hearings  $1150; ZBA $2250; Fire Marshal  $590; Gun Permits $2960; Public Works/ Metal Reimb $22,174; Transfer Station Fees $123,642 (as of 12/31/08); Transfer Station Permits $6600; Conservation Commission $1205; Structural Permits  $31,221; Electrical Permits $3600; Demolition Permits $307; Plumbing Permits $1480; Heating Permits $3500; Library Petty Cash  $3600; Recreation Programs  $37,000; False Alarms being addressed by Communications Commission; Intertown Revenues $25,750; WPCA Insurance Reimbursement  $38,000; EMD Training Reimbursements $500.  Need meeting to come up with list of questions for the school budget.

4.  Correspondence - none

5.  Public Input
       a. Melanie Church, 328 Main Street – In paper talking about taxing non profit agencies in towns and cities and assume it would be like Lyceum, when know and how appraised, will that bring extra revenue.  Dave Bertnagel, on grand list have exempt organizations for personal property and in Plymouth have $870 million and exempt $53,288,000; and non profits are not broken out would become taxable but that needs to be signed into law. 

6.  Board Member Comments
       a. Ralph reminded everyone that we will be in Senior Lounge Thursday.

7.  Adjournment
MOTION:  To adjourn by Vicky Carey; second Pat Budnick and the vote unanimous
Meeting adjourned at 9:08 pm

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING MINUTES
THURSDAY, MARCH 5, 2009 – 7:00 P.M.

1.  Call Meeting to Order – The Regular Meeting of the Board of Finance was called to order on Thursday, March 5, 2009 at 7:00 p.m. in the Assembly Room, Plymouth Town Hall.  Members in attendance:  Pat Budnick, Vicky Carey, Peter Cook, Dan Murray, Ralph Zovich.  Also present Mayor Festa; Dave Bertnagel, Comptroller; DiAnna Schenkel, Liaison.

2.  Pledge of Allegiance

3.  Independent Auditor’s Report, Closing of FY 2007-2008 Funds – Joe Centafanti, Kostin & Ruffkess, in attendance to review draft Report.  Ralph stated audit is not finalized; we will get a draft proposal which is not for publication but will be discussed on the record.  Joe reviewed the preliminary report noting he is working on reconciliations; general fund – noted sizeable difference and reconciling cash number but as of now have $4 million; exhibit D, for year about break even; exhibit F, appropriation of fund balance of about $400,000; Schedule 1 and 2, need more details – no blight fees, nurses down, current taxes not collected, shortfall of $406,000 in revenues; expenditures, deficit departments show up as zero; original budget shown as adopted and final is as amended with transfers and deficits; schedule 3, $2 million outstanding in taxes due which was due on Grand List for 2006-2007, 6-12 months delinquent is $1.3 million and other $1 million is prior years.  Funds working on are sewer operating fund, cash reconciliation.  Special revenue and proprietary funds, no issues.  Ralph requested clarification on schedule 5, sheet 3, what is in debt service fund showing balance of $1,771,000 which is increase of $237,059. Joe stated that is the Old Fall Mountain/USDA loan and debt portion, and will look into further. Schedule 6, sewer operating still being reviewed.  Sewer does have delinquent collections.  Fiduciary funds are agency funds, performance funds and money remaining from Bicentennial Fund.  Board of Education begins with (g) $1.8 million cash, equity $1.4 million and increase in assets of $378,000.  Pension fund begins with exhibit J with increase of $200,000 over last year in net assets.  Issues to be resolved: cash reconciliation from sewer operating, bank statement reconciliation, deposits, etc. Discussion held.  Recommendations for improvements – reconciling issues are critical, written procedures should be put in place.  Pat Budnick asked if Dave is in charge of reconciling; Dave stated he does final piece of it and this year everything is ok.  Dan Murray asked for anticipated date for final report; Joe stated one week from needed reconciliations; Dave stated he should finish this weekend.  Final report should be in by April 1st.  Violation of deadline by OPM to have annual report finished; Joe stated one week from tomorrow was extension request and he will go for an additional extension.  DiAnna Schenkel, liaison, asked Joe (a) for feedback as he has worked with the town and did he find process transparent or the same; Joe from auditors perspective he gets what he asks for; (b) improvements from new system vs. old; Joe stated this system is a bit better however not the most popular software out there.
MOTION:  For a five minute recess at 7:45 p.m. by Dan Murray; second Pat Budnick and the vote unanimous.
Chairman Zovich called the meeting back to order at 7:50 p.m.
MOTION:  To skip Item 4 and come back to it; by Dan Murray; second Vicky Carey and the vote unanimous.

5.  Correspondence
       a. Memo from Chief Krasicky dated March 1, 2009 read into record

6.  Public Input
       a. Melanie Church, 328 Main Street, stated she would like to wait until after hears about               budget. 

4.  Review and Discuss Proposed 2009-2010 Budget – Dave passed out Special Education Grants list the B OE gets off budget which goes back to 1989/1990, reviewed.  Some are state and some federal components and bottom are ones seen in General Fund Operating Budget such as ECS, school building projects, etc.  Last year in 07-08, the BOE received off budget $648,481.60 in one grant and second grant $334,690 or $982,771.60  The BOE under stimulus package will be a half million dollars, under 3 year window, $100,000 extra this year.  You can expand programs with that money.  Excess Student Cost reimbursement just came in and he will work with Mike Santogatta on that.  Dave distributed memo on the Mayor’s recommended proposed budget dated March 5, 2009; reviewed.  Net change in Grand List is $800,000 increase.  Proposing budget increase of zero mills.  Memo reviewed, recommendations given; discussion held.  Within budget recommending use of fund balance of $200,000.  Infrastructure spending from the State, can that come to Town Aid to roads; Dave stated he did not know at this time; does know money will come to the towns.  Discussion held.  Expenditure recommendations reviewed.  Ralph wants stimulus money to BPE put in the budget so that the townspeople are aware of it; discussion held.  Vicky stated the Mayor has made this process easier for the BOF to go through and user friendly.  Mayor Festa stated the work produced by Dave who also has two other scenarios, plan a and b, and a great deal of thanks for the job going through.    Dave reviewed other scenarios.  Pat Budnick asked for further information on lease purchase; Dave stated this has been done before and he would spread it out to 4 years vs. 3.  Vicky stated Dave did go with Tony to look at trucks.

6.  Public Input
       a. Melanie Church, 328 Main Street, stated if you are increasing taxes people cannot afford it; we are not getting raises, places going down in pay; you cannot keep spending and if it means cutting back you need to cut; Farmington and Plainville are laying off teachers, they did not want to freeze so lay off; decrease in students as last year the said increase in class and once approved they went from 25 to 22 students in a class; wherever you work and productivity goes down you go and that is just in any business. Do not feel this town can afford it; businesses are barely making it; we are the 8th highest in the state for taxes and the spending has to stop.  North Haven is cheaper than we are; this is sad when we beat them.   It is time to look and not keep spending.  Ralph Zovich responded there is also something else and we are victims of timing of last reval which just happened and he was on Council when delayed it as we were at peak of the market and assessments done took effect in October 2006 and before market started to decline.  Discussion held among board members.  Dan Murray stated he reviewed that data and where it came from and we are a town that is predominantly funded by residential homes and to say we are higher than Hamden is not comparative because Hamden’s business base alone would support 50% of our tax base.
       b.  DiAnna Schenkel, with the reorganization of work load she will make every meeting she can but last schedule meeting she worked late; she is keeping up with the BOF and here to support them.  Ralph noted one meeting changed which is joint meeting with BOE and will be held on March 24th.  On Monday, April 6th we will be in the Senior Lounge.  Date for Referendum is May 6th.
       c. Melanie Church stated work share is a good thing for 4 day work week and does not affect unemployment.  Asked about janitor and supervisor over that and could that be a cut; Dave stated he is not recommending any specific positions at this point.
d. DiAnna Schenkel, stated a number of properties will come on the Grand List and is that taken into consideration; Dave stated that is in the Grand List.  Next reval is in 2 years.

7.  Board Member Comments
       a. Peter Cook stated the information received tonight was prepared well and to Dave, thank        you.
       b. Dan Murray stated he reiterated statement, well done, good job.

8.  Adjournment
MOTION:  To adjourn by Vicky Carey; second Pat Budnick and the vote unanimous.  Meeting adjourned at 9:10 p.m.

Respectfully submitted,
Robin Gudeczauskas, Recording Secretary

REGULAR MEETING ASSEMBLY ROOM
March 2, 2009 - 7:00 P.M.

Meeting cancelled due to inclement weather.