GOSHEN BOARD OF FINANCE
MINUTES – REGULARY MEETING
SEPTEMBER 23, 2009
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, John D. Garvey, Ned Bixler and alternates Dexter Kinsella & Wilrose Duquette. Absent Donald Pardon. Also present First Selectman Robert Valentine.
SEATING OF ALTERNATE: MOTION MADE BY David G. Garvey seconded by Scott Tillmann to seat alternate Dexter Kinsella as a regular member. No discussion, SO VOTED.
APPROVAL OF MINUTES: MOTION MADE BY Ned Bixler seconded by John D. Garvey to approve the minutes of the August 26, 2009 Board of Finance Meeting. Noted for correction under the minutes. Page 1, last para. first sentence add an (s) to the word adjustment. Page 2, Para. 5, second sentence correct the spelling of the word (diligent) to read (diligence) Page 2, Para.6, amend the last sentence to read, the agreement with “Dime Oil” will allow the Town. Page 4, Para. 2nd sentence change the word (be) to read) (by). There were no further corrections noted, the minutes WERE APPROVED as amended.
BUDGET/FINANCIAL REPORTS FOR PERIOD ENDING 8/31/2009: The Tax Collectors report showed a collection rate of 58.44% of collected vs. total budget. A MOTION WAS MADE BY John D. Garvey seconded by James Korner to accept the Tax Collectors Report as presented. No discussion, SO VOTED.
The Fiscal Office Budget Report for period ending 8/31/2009 showed the budget receipts and expenditures to be on target for the first two months into the Fiscal Year. The major expenditures were for upfront payments for Insurance premiums and Road Chip Sealing which has been completed. Noted was the $2,442.00 collected for Municipal Conveyance Surcharge which leaves a balance of $242,975.41 in the Land Preservation Fund. Robert Valentine reminded the Board of the possibility that the State would move, under the 2010/2011 Budget process, to do away with the Municipal Conveyance Surcharge and urged the Board Members if they had the opportunity, to request of the Legislatures that the Municipal Conveyance Surcharge be kept in place. Allan Walker sought clarification of the Transfers Out line item noting the
$296,000.00 being reported under the budget report. Robert Valentine noted the number reflects monies that have been transferred out of the operating General Fund to Capital and Non-recurring. Reviewed was the report from the Fiscal Office showing the Profit & Loss Budget vs. Actual for Fiscal Year July 2009 through June 30, 2009. Said report shows the Town ending the Fiscal Year with over $300,000.00 to the positive. There was no further discussion under the Budget report. Said report was accepted as presented.
GOSHEN BOARD OF FINANCE
MINUTES SEPTEMBER 23, 2009 MTG
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REPORT FROM FIRST SELECTMAN: Tyler Lake Dam Project – Robert Valentine informed the Board of the delay in receipt of the State DEP Permit for the Dam Project. Based on the change over in personnel in the State DEP Inland Water Resources Dept. the permit process
was bounced down to Army Corp general permit status. Working with State Representative Murphy’s Office and Andrew Roraback the Town was able to get the Army Corp of Engineers to take a second look at the Dam project and agreed with the DEP Dam Safety that a General Class II Permit was sufficient. It is hoped that Army Corp will on October 7th review the Permit Application to replace the dam and act favorable toward the issuing of a General Permit to replace the dam. Delays on the issuing of the permit have set the dam replacement fall work behind schedule and decisions will need to be made relative to moving forward with the bid process and start of any concrete work on the dam this fall. If the project does not move
forward this fall, the work will be scheduled for the fall of 2010.
Region 6 Administrators Contract Negotiations – Said Negotiations will be starting up and Chairman Allan Walker would be attending those meetings. Allan Walker extended the invitation to any other Board who wished to attend those meeting in his stead but there were no volunteers. Robert Valentine reported that he had met recently with Region 6 Supt. Craig Drezek and continues to be impressed with the way the Superintendent is handling Region 6
Budget issues while striving to get the best he can out of the system for both the taxpayers and the children. The well project continues to move forward with the bid process expected to be executed as soon as possible. Robert Valentine said that it was his understanding that the State Department of Education had given approval for 43% reimbursement on the well project. Total cost for the project is estimated at this time to be approximately $200,000.00.
Pending Lawsuit – Robert Valentine informed the Board that the Town is being sued as a result of someone injuring their ankle when they fell into a storm basin. Said claim is in the hands of the Town Insurance Carrier.
Fire Truck Purchase- Through the diligent work done by the Fire Company Committee they were able to present to the Board of Selectmen their recommendations for the purchase of the new truck. The Board of Selectmen approved the recommendation of the Fire Company Committee to go with the Pierce Manufacturing. Robert Valentine will be working with Walt Little from Pierce Manufacturing and the Fire Company to review the specification relative to what is included in the Truck. Town Legal Counsel Chip Roraback will be working on an appropriate Contract with appropriate provisions. The goal is to have a contract signed by the end of September.
Upfront payments - Discussed was the issue of upfront payments being offered by Pierce Manufacturing for the purchase of the Truck which was noted can give substantial savings. Any upfront payments would be secured by a performance bond which would be approved by Legal
GOSHEN BOARD OF FINANCE
MINUTES SEPTEMBER 23, 2009 MTG.
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Counsel. A poll of the board was taken which showed all Board members to be in approval of going with an upfront payment for the purchase of the truck.
Probate Court Status – Robert Valentine expressed his disappointment with the Probate Court Committee put together by the Legislature and the re- districting of the probate courts. Currently Goshen buys into the Torrington Probate Court. Under the new districting Goshen will be linked with Winchester and several other Municipalities in the North West corner of the state. It is believed that under such re districting there will be a decrease in service as well as added financial cost.
State Grants- Robert Valentine reported that he still does not have any knowledge relative to what the Town can expect in the way of State Grant dollars. Recent information received from CCM notes the potential for cuts in Town Aid Road Fund, Pequot/Mohegan and Pilot. It is still believed that the Town remains in good shape based on the conservative measures taken during the budget process.
Fuel Oil – As reported in the minutes of the August 26, meeting, the Town did not have a contract with East River Energy. Under negotiation efforts to resolve that issue in a reasonable and amicable way, the Town was able to reach an agreement with East River Energy to split the difference for the cost of the unused fuel allocation. Under the agreement the town would pay a $1.00 per gallon buy out. It is believed at this time that in the future the Town would go out to bid for purchase of fuel.
2008/2009 Fiscal Audit - Said Audit is 99% completed. Robert Valentine is currently working with Chris King in the writing of the Management Discussion and Analysis and Mike Zemaitis is working on capitalizing some of the major Road projects for depreciation. Robert Valentine noted that at last report, Mike Zemaitis had not found anything to write the Town up on.
Under the budget process, it had been the anticipated by the Board to use approximately $545,000.00 in fund balance. As the year ended out, only $218.056.00 was required. The Draft Financial numbers at this time show a year-end fund balance of $2,151,616.00 or approximately $100,000.00 more than anticipated which should leave the Town in good stead for 2010/2011. There were no further items presented by the First Selectman.
CORRESPONDENCE: None
AGENDA OCTOBER 28, 2009 BOARD OF FINANCE MTG.: Region 6 Superintendent of Schools Dr Craig Drezek will be in attendance at the October meeting.
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MINUTES SEPTEMBER 23, 2009 MTG
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BOARD REVIEW OF DRAFT 2008/2009 FISCAL AUDIT REPORT – Discussed was the need to review the Fiscal Audit report prior to its being incorporated into the Town Annual Report. Discussed was the holding of a Special Meeting of the Board for review of the Draft Audit Report. It was agreed that the date for the Special Meeting for the review of the draft 2008/2009 Audit report with Auditor Mike Zemaitis would be held on Wednesday, October 14, 2009 at 7:30 P.M.
There was no other business proper to come before said meeting. A MOTION TO ADJOURN WAS MADE BY James Korner, seconded by Dexter Kinsella. The meeting adjourned at 8:05 P.M.
Respectfully submitted,
GOSHEN BOARD OF FINANCE
Joan M. Lang, Board Clerk
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