GOSHEN BOARD OF FINANCE
MINUTES OF JUNE 24, 2009 MTG
CALL TO ORDER: Chairman Allan D. Walker called the meeting to order at 7:30 P.M.
ATTENDANCE: Allan D. Walker, James Korner, Scott Tillmann. Alternates Dexter Kinsella and Wilrose Duquette. Excused absence Ned Bixler and John D. Garvey. Absent, Donald Pardon. Also present, First Selectman Robert Valentine.
SEATING OF ALTERNATES: MOTION MADE BY James Korner, seconded by Scott Tillmann to seat Alternates Dexter Kinsella and Wilrose Duquette. No discussion, SO VOTED.
APPROVAL OF MINUTES: Presented for approval were the minutes of the May 27, 2009 B of F Meeting. Noted for correction, Page 1, third sentence change the work Alternated to read Alternate. Page 3, Para. 1, first sentence, should be minutes of the April meeting. Page 3, Para. 2, first sentence, the town has one, one thousand gallon fuel tank and one two thousand gallon fuel tank. Page 3, last Para., last sentence, correct the spelling of the word tract to read track. Page 4, Para 1, second sentence, add the words Town Clerk before LOCIP dollars. Page 4, Para. 3, second sentence, add the words Town Clerk before LOCIP dollars. Page 4, 5th Para, correct the sentence to read Undesignated General Fund Balance. There were no further corrections noted under the minutes, A MOTION WAS MADE BY James Korner seconded by Scott Tillman to approve the minutes as amended. SO VOTED
Correction to the April 29, 2009 Board of Finance Meeting: Brought to the attention of the Board was the need to take action to correct two items in the April 29th meeting. Page 4, Para. 2, Dept. 26- Fire Protection Budget, the correct figure should be $69,900.00. Page 3, Dept. 27 – Fire Commissioners the correct figure should be $375,618.00. A MOTION WAS MADE BY James Korner seconded by Scott Tillmann to approve the two noted corrections made to the April 29, 2009 meeting. No discussion, SO VOTED.
GOSHEN BOARD OF FINANCE
MINUTES - JUNE 24, 2009 MTG
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BUDGET FINANCIAL REPORTS: Report from the Tax Collector shows the collection rate of taxes at 102.15% for period ending 5/31/2009. Said report was received by the Board as presented.
Budget Report for period ending 5/31/2009: Chairman Allan Walker noted that the Good news is that there is no bad news. Robert Valentine noted that said report is self explanatory and that there is little, if anything new, to report on the items that have been previously discussed by the Board. The Board was presented with a detailed report showing the Fiscal Year ending 6/30/2009 Projections for both Revenue and Expenditures. Robert Valentine noted figures shown under said report are actual figures as of 6/23/2009. For this report, under the Actual Year End column it was noted that all those numbers are not updated but all the projected estimates reflect 6/23/3009 estimates. REVENUES - Brought to the attention of the Board under the report was the good collection of Taxes for 2008/2009. With the exception of some minor
revenue budgets, the figures shown are estimated actual numbers to date. The figures shown in parentheses are under budget figures. The over budget numbers not in parentheses are the numbers anticipated to go against the Contingency Fund. Robert Valentine reported that the figures reported in the 6/30/09 projections are conservative numbers. Footnotes reflected bills that did not include May & June billing. In looking at the year- end figures, consideration has been given relative to the spending of some of the dollars remaining in the Fire Protection budget for the purchase of hose and repair to the Dive Wagon. Public Works is also looking at using some remaining 08/09 budget dollars for purchase of items that were held up under the spending freeze.
2008/2009 Year End Budget Projections –
$255,003.53 Projected under budget
$22,948.50 Greater Revenue
$35,567.63 un-used contingency
$313,519.66 Estimated year-end surplus
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MINUTES JUNE 24, 2009 MTG.
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Projected Contingency adjustments: Town Office
Building $2,031.00
Cemeteries $1,926.00
Prof Services $475, 00
$4,432.00
The number reported under Professional Services reflects the adjustments for Legal Counsel. It was noted that there are two pending Reval appeals that the Town is expecting at this time will go to trial. Still Pending are the Two Optwind
Appeals.
Noted was the Greater Taxes & Interest/lien Fees of $148,284.81
The estimated year end carryover of $313,519.66 surplus into the next fiscal year will help to bolster the fund balance. Robert Valentine noted the good job done by all Departments for their efforts in helping the Town to be able to end the Fiscal Year with a good rear end surplus. Chairman Allan Walker also noted that it was a job Well Done. For the record, it was noted that a note of appreciation had gone out to all Departments and the Region 6 Board of Education.
Close out of the 08/09 Fiscal Year will not be done until the end of July when all lagging bills are in and covered. No action will be taken on any Contingency Adjustments until final numbers are in.
Reported was the open ended issue relative to the Cemetery Stone Repair. The cost to repair the damage done to the stones by the lawn mowing contractor came to $11,600.00. The Insurance from the contractor to cover the cost has been delinquent in coming and Town Legal Council will be requested to take strong action to recover that expense. The $11,600.00 paid by the Town, is covered under Capital Non-Recurring Cemetery Expense Account which at this time shows a negative amount. If the reimbursement money is not forthcoming, Robert Valentine noted he would be coming back to the Board for action on the matter.
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Report from the First Selectman: Robert Valentine reported that the Public Works Equipment Co-Operative is working out well. The use of the sweepers has worked out well for the Town. A majority of the work has been done. Due to the heavy rains, the use of the Vac Truck to clean out some storm basins has been held up. The Town expects that the Public Works Equipment Co-Operative will benefit the Town for years to come. There are 20 Towns in the North West Region with eleven Towns at this time currently utilizing the use of the equipment of two sweepers and one Vac truck.
In an attempt to keep sediment from getting into the Lake water, the Town continues to work with the Woodridge Lake Property Owners Association relative to the monitoring of the sedimentation collecting in the storm basins around the lake.
It was noted that there is a potential for use the millings as a result of the scheduled repaving of a section of Route 63 from Ivy Mountain Road North to Route 43 for repair to town roads and the firehouse Parking Lot.
The Recy0000cling Contract is near completion and is about ready to be signed off on. Under contract negotiations, the Town was not able to procure the bonding terms relative to the bonding under the next highest bidder for a full three years. Based on comparison costs for bonding under other contract proposals, the Selectmen agreed to bond on an annual basis for the $58,000.00 value of the contract. A Default provision is included in the Recycling Contract.
Fuel Accountability System equipment is on order and is expected to come in within the next three weeks. Relative to the share in the cost of the equipment by the Woodridge Lake Sewer District, an agreement has been reached where the WLSD will pay an additional cost of .23 cents per gallon above the Town cost for fuel. This increase agreement is based on a five year amortization. Under the Fuel accountability system all users will have a fob and pin number for each vehicle.
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Energy Efficient Grant: The Town has the opportunity to apply for a $34,000 Energy Efficient Grant available under the American Reinvestment Recovery Act which is part of the $787Billion Dollars Stimulus Package. Further information and paper work is needed relative to who is responsible for applying for the grant.
It was noted that the $34,000.00 Grant is available for all Municipalities and the Town at this time is looking at the use of those dollars for the upgrade of the Firehouse light and the Public Works lights. Consideration would be given to leverage those dollars with some CL&P Grants.
Noted and discussed was the recent bill passed in Legislature which would require each Municipality to use a maximum of 1% of their Town Aide Road and Local Capital and Improvement Dollars for Bike Ways and Walk Ways. The only way to be released from the requirements is to prove that the Town does not need them and go to a Town Meeting. It is not known at this time if the Gov. signed has off on the bill.
It was noted that there is no State Budget for 09/10 and at this time it looks like the Governor will be as of July 1, exercising her budgeting authority powers to write the check and see what gets spent.
Correspondence- Received was a letter from Meyers & Company relative to their appreciation for being able to serve as the Town Auditor for the past several years and asked that they be included in any future RFP’s by the Town.
Presented to the Board members for review was a copy of a letter sent to the Goshen Fire Chief and Fire Commission relative of the upcoming purchase of a new fire truck and the need for the Guidelines in the Town Purchasing Policy to
be followed in the purchasing of the fire truck.
Discussed was the requirement under the bid policy, the bonding issue for such purchase and the percent of discounts being offered by the vendor for up front
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payment toward the purchase of the new fire truck. James Korner asked for the Boards position relative to Board approval of any upfront payment for the purchase of the truck. After a lengthy discussion on the matter, Chairman Allan Walker noted that in his opinion, he felt that with the presentation of proper work, the Board would be open to the approval of upfront dollars. Also discussed was the potential use of Federal dollars and the requirements under the use of Federal dollars.
There was no other business proper to come before said meeting. A MOTION TO ADJOURN WAS MAKE BY James Korner seconded by Dexter Kinsella. The Meeting adjourned at 8:55 P.M., SO VOTED.
Respectfully Submitted,
GOSHEN BOARD OF FINANCE
Joan M. Lang, Board Clerk
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