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1977/01/06Board of Finance January 4, 1977 meeting (cont.) TRANSFER Letter from Mayor Powers dated January 4, 1R77, enclosing a copy of a letter from Richard Russell, Superintendent of Public Buildings, regarding a request for a transfer of $400 to account %3814 Overtime. Mr. Russell explained the account is exhausted ~ua to calling in employees to start up oil burners and to check on-other matters that are referred to them by Sonitrol. According to thi~ year's contract, the employee must be paid a minimum of three hours wages.- Motion was made by Mrs. Delaney, seconded by Mr~ Dacey and VOTED to transfer $400.00 from #210 Contingency to account $3814 Overtime. ABSENT: Dr. McIntosh ~LD BUSINESS Mr. Freeman presented the Board with a list of new equipment requested for the High School totaling $34,325.00. He advises that thelB~ard of Education ,did not wish to make the decision as to whether this equipment should be purchased in ithe high school bond issue with the Town receiving 50% reimbursement from the State (necessitating Town Meeting action] or if the equipme~t should be requested in ~he Board of Education budget. The final grant will be submitted to the State on February 2. Some merabers wondered if they could justify the calling of another Town Meeting for equipping the High School as there is a point where this has to be stopped. No action was taken at this time. THER BUSINESS Letter from Mayor Powers dated January 4, 1977, ad¥£sing that the Executive Board has voted to fill the vacant position in the Tax Collector's Office at an nnual salary of $6,400--Group 3 Step 4. The position is presently in Group 3 tep 2 of $6,000 per year. Mr. Motyka stated he required an employee who was ifamiliar with date processing, accounting and bookkeeping; based on this reco~muendation, ~the Executive Board agreed'to request approval of the $6,400 figure. Mr. Motyka noted it is difficult to get anyone with qualifications and experience for less money. Board members, in approving this recommendation, noted that although there is a balance in account #244 Assistant Clerk, some additional funds may be necessary before the end of the fiscal year. Mr. Mot~ka pointed out his typewriter is 11 years old and although h4s hoping it will hold together, it may need to be replaced before the new budget into effect. goes The meeting was adjourned at 10:40 P.M. MINUTES BOARD OF~INANCE Regular Me~ting January 6, 1977 RespeTtf~ submitted! ~Lin!~en )~ocr~ary {embers Present: Thomas W. Ward, Jr., Blanche J. Delaney, Dr. John McIntosh, John F. Miller, Robert Dacey, Edmund D. Heffernan ~thers Present: Gary S. Clinton, Finance Director Meeting was called to order at 8:27 P.M. by Chairman Ward. ~INUTES Motion was made by Mr. Miller, seconded by Mrs. Delaney and VOTED to approve the minutes of January 4, 1977 as corrected as follows: TRANSFER Motion was made by Mrs. Delaney, seconded by Mr. Dacey and VOTED to transfer $400.00 from %210 Contingengy to account S3814 Overtime. ABSENT: Dr. McIntosh FINANCIAL STATEMENT Cor~plet~ budget breakdown of Town accounts for the period ending December, 1976 was received from the Finance Department. CORRESPONDENCE Memo from./4r. Clinton, dated January 4, 1977, l~ting the .ao~%.of maintaining and operating town vehicles ~accounts }40i/ ~402, #403 and ~$~4] showing projected deficit or excess balances. Copies will he made for Board members. Copy of a letter from Mayor Arthur B. Powers to /~rs~ Joanne Kelly, President~ Berlin Board of Education, dated December 29, 1976, advising that the Executive Board voted not to appoint a new site oommittee for the acquisition of~ land for athletic facilities at Berlin High School; adding that it would seem possible that the land requirements could change because some of the High School athletic facilities nay be constructed at Sage Park. ~ TRANSFERS / ~ Referring to letter from Mrs. Joa~ne~ G.. Ward, Town Clerk, (see minutes of January 4, 1977} requesting a transfer to account $1112 Service Contract. Mr. Clinton ~eported the machine under contract is an NCR 41 CoImmercial Poster · Motion was made by Mr. Dacey, seconded by Mrs. Delaney and VOTED to transfer $17.00 from account ~210 Contingency to account #1112 Service Contract. Referring to letter from Morgan. Seelye,~ Director of Public Works, requesting a transfer.of $2,000 to account #610 Snow & Ice Removal-Materials {see minutes of January 4, 1977}, Mr. Clinton presented .an explanation from Mr. Seelye. 1. Current ~alance $580.12. 2. Materials delivered but not invoiced ~saltl $1,664.58. 2. Materials ordered but not delivered tcutting edges~ $729,24. Mr. Seelye explain~ hat each person responsible for his accounts has relied on past experience to guid~ Rim in his expenditures which has proven not to be sufficient. Therefore, he is [irecting all persons under his supervision to 1) indicate quantities of items ~urchased and price of purchase on each purchase order and 2) to maintain a record ~f all obligated expenses. During discussion, it was suggested Mr. Seelye could cancel items not delivered. Dr. McIntosh felt the transfer of funds should come from with the Highway Department budget. Mr. Miller wanted to see greater control in the department on budget items; Mr. Clinton pointed out the control would be there when the new bookkeeping machine is put into full use. Mo~ion was made by Mr. Dacey, seconded by Mrs. Delaney and VOTED to transfer $2,000.00 from #210 Contingency to account #610 Snow & Ice Removal-Materials. OPPOSED: Dr. McIntosh Letter from Mayor Powers dated December 29, 1976, advising that the Canine Ontrol wagon is in a dilapidated condition and cannot be repaired properly. He ecommends that Larry Graham's pick-up truck be given to the dog warden and that a ~ap be purchased to accommodate the dogs for a cost of approximately $300. He also ecommends that a compact car be purchased for Mr. Graham at a cost of approximatel. 3,900. Mayor Powers plans to recommend in the next budget that new compact cars .e purchased to replace the old cruisers now being utilized by town agencies; this hould be more economical in auto maintenance and fuel consumption. During discussion, Dr. McIntosh stated he has always been opposed, to parking a town vehicle in an employee's yard; he felt Mr. Graham should use his own car and the town would pay him mileage. However, it was agre, that Mr. Graham must drive a car under adverse conditions and he should b~ given a town vehicle. It was agreed the Canine Control wagon was beyond repair and should be replaced. Motion was made by Mrs. Delaney, seconded by Mr. Eeffernan and VOTED to transfer $300.00 from #210 Contingency to new iten #C~185 Pick-Up Truck C~p. and, Motion was made by Mr. Daces,. aeco~cted.~ MrS. Delaney and VOTED tO authorize the expenditure from F~deral Revenue Sharing funds for the purc~.ase of a compact vehicle for the Superintendent of Public Grounds and Recreation. iLD- Police Revolving Fund BUSINESS ~ See minutes of October 5,~ 1976. Chairman Ward reported the. Police Union has ~ithdrawn its grievance againsk the Town in connection with the service.charge ~nstituted by the Town in connection with the hiring of extra-dutylpolice officers. ~emo received from Mr. Clinton dated January 4, 1977 advising based on the experien, e of the first five months of the Police Revolvin, Fund. the Town should be cha ' ~ ~ . rglng. ~ate of $1.88 per hour. However, to keep up with inflationary spirals, he suggests a 29% surcharge be placed on the hourly wage; this will result in a $1.88 per hour 9ddition to the basic $6.50 per hour charge. He also suggested this surcharge be ~ncluded in the union contract now being n~otiated however, it was agreed it would ~hen be subject to bargaining; therefore, it should be left as it is now. I Motion was made by Mr. Dacey, seconded by Mrs. Delaney and VOTED to I increase the hourly rate required to maintain the Police Revolving Fund i by $1.88 per hour i Mr. Clinton also submitted a schedule for returning to the General Fund~ the ~riginal $4,000 used to ins~itute t~is~fund~.. A copy of the schedule is attached ~o these minutes. ~t~Mr. Clinton's suggest~on-~.- Motion was made by Mr. Heffernan, seconded by Mits. Delaney and VOTED to establish a "Due from Police Revolving Fund" account for the $4,000.00 paid to the Police Revolving Fund expense ~account ~219~ Board of Finance January 6, 1977 meeting (cont.) OTHER BUSINESS Chairman Ward brought..the Board members up to date with theteacher negotiations and asked for any guidance the Board of Finance wished to offer at the negotiations meeting on Saturday. The meeting was adjourned at 10:20 P.M, MINUTES BOARD OF FINANCE Regular Meeting January 13, 1977 Respectfully submitted, /~dith Lindg~n, secretary lembers Present: Thomas W. Ward, Jr., Blanche J. Delaney, John F. Miller, Robert Dacey, Edmund D. Heffernan Hember Absent: Dr. John McIntosh Others Present: Gary S. Clinton, Finance Director; Nicholas J. DiMaggio, Chairman- Board of Police Commissioners; Chief Robert Skinner, Sgt. Gerald Charamut Meeting was called to order at 8:05 P.M. by Chairman Ward. MINUTES Motion was made by Mr. Miller, seconded by Mr. Heffernan and VOTED to approve the minutes of January 6, 1977 meeting. CORRESPONB~NeE Letter from Joseph F. Scheyd, Chairman-Office of the Assessors, dated January 6, 1977, advising that they will submit.their budget shortly as. they are meeting with the Executive Board to study the salaries, of all personneL. The Board of Assessors requests a one month, extension of time to complete the Grand List to allow time to proof read all entries and make sure all exemptions are granted. Letter from Nicholas J. DiMag~io, Chairman-Board of Police Conunissioners, dated January 11~ 1977, requesting that the sum of $700.00 be added to their 1977-78 budget proposal to cover the cost of publishing the Blue Book which consists of 101 pages and will be in loose leaf binder form. Board members added $700.00 to account #2013 Police Maintenance and Supplies in the' 1977-78 request. TRANSFERS Letter from the Registrars of Voters dated January 11, 1977, requesting a transfer of funds to account %1006 Lists and Canvass as funds were taken from this account to cover the cost of the refe=sndum. Motion was made ~y.Mr.. Miller, seconded by Mrs. Delaney and VOTED to transfer $730.00 from ~210 Contingency to account ~1006 Lists and Canvass. · Memo from Mr. Clinton~ dated. January 13, 1977 requesting a transfer of funds ~o account #215 Postage. He explained revaluation is the main reason for the shortage in the account and a further supplement may be necessary if there is a need for additional mailing. ~ Memo from Mr. Clinton, dated January 11, 1977, requesting a transfer of funds~ to a new account to cover the purchase of ledger cards, payroll journals, employee earnings records to commence operation of the 499 computer. Motion was made by Mr. Dacey, seconded by Mrs. Delaney and VOTED to transfer $750.00 from #210 Contingency to new item #221 Computer Materials. Memo from Mr. Clinton, dated January 13, 1977 advising that after the balance of $555.00 was closed to unappropriatecl, surplus~in the Federal Revenue Sharing account for the Public Works Printing Machine, a bill for the stand was received for $475.00. Also, he advises of two accounts that can be closed to unappropriated surplus; therefore, Motion was made by Mr. Dacey, seconded by Mr. Heffernan and VOTED to transfer $475.00 from Kensington Fire Department Aerial Ladder Truck to Public Works Printing Machine; and, Motion was made by Mr. Dacey, seconded by Mrs. Delaney and VOTED to transfer $2,294.00 from Kensington Fire Department Aerial Ladder Truck