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1985/03/07Board of Finance Meeting of February 28, 1985 -4- It was generally agreed by the Board members that formal input be requested from department heads for decreases in their depart- ments if we are forced for a reduction this year. Mr. Clinton suggested that we keep the Fund Balance at $150,000 and after the Budget Hearing this figure will be refined. Mr. Vandrilla questioned the operational expenses for the General Town Government exclusive of debt service and capital. Mr. Clinton replied that this is 7.3% for the General Town Government and 7-9t for the Board of Education. It was agreed that a letter be sent to the Board of Education stating the reductions which were taken during the budget-making process. Motion on the Budqet: Motion was made by Mr. Pentore, seconded by Mr. Tiezzl, that the Board of Finance, on this date, approved that we go to the Annual Budget Hearing with a budget of total expenditures of $19,277,331.O0 for the 1985/86 budget. IN FAVOR: Mr. Tiezzi, Mr. Vandrilla, Mrs. Delaney, Mr. Pentore, Chairman Bernardi OPPOSED: Dr. Mclntosh The meeting was adjourned at 11:45 P.M. Respectfully ~bmitted, Alexandra D. Dempsey Secretary MINUTES BOARD OF FINANCE March 7, 1985 Members Present: Others Present: Joseph A. Bernardi, Dr. John P. Mclntosh, Blanche J. Delaney, Angelo J. Tiezzi, Steven Vandrilla, Richard Pentore Gary S. Clinton, Finance Director; Mayor Warren E. Kingsbury; Deputy Mayor Thomas W. Ward, Jr.; Fire Chiefs George Skene, Jr., Charles F. Scheer, Robert Zotter and Edward Haber The meeting was called to order at 8:10 P.M. by Chairman Bernardl. NEW BUSINESS Chairman Bernardi opened the discussion by stating that we have been asked to have a joint meeting with the Executive Board and the four Fire Chiefs regarding the proposed fire training facility. He informed the Fire Chiefs that it was not included in the budget for the Hearing, but it could be included after the Hearing. He stated that there were indications that the Fire Board would be willing to negotiate other items in their budget in order to have the training facility. He questioned the need for such a training facility, the purpose, what the cost would be in this year's budget and next year's and if we are going to have to con- tribute to administration in future years. Mr: Skene replied that all four towns will split the cost. This training facility idea has been discussed over the last 10-15 years and it should give us better training in the long run. He stated that after the initial set up they do not expect any expenses for the first two-three years. Mr. Zotter stated that the proposed building is open and constructed of steel and concrete which means it is virtually maintenance free. There are no utilities in the building. He stated that, at present, we do not have a smokehouse facility -- an area where we can go in and train. They anticipate starting construction in the Spring of 1986. He stated that a schedule will be set-up between the four towns. A written agreement ~ilI be set up after ftnancial approval. Dr. Mclntosh questioned the training facility which was proposed in New Britain a few years ago. The fire chiefs Feplied that nothing has been done about it and also noted that it would be hard to work with a paid department. J Board of Finance Meeting of March 7, 1985 -2- Mr. Vandrilla questioned if all the training would Be done in Newington. Mr. Zotter replied no. Mr. Vandrilla asked if any activity will occur ~n Newington wbich would be si:mi'lar to that offered in Bloomfield. Mr. Zotter repli'ed no; we wi'll be training our own people in Newlngton whereas instructors will be available in Bloomfield. We wi'll still go to Bloomfield for training. Mr. Scheer stated that we still have to meet State standards. Mr. Vandrilla questioned if it would be acceptable to put $13,000 in this year's budget and S13,O00 in next year's budget. Mr. Zotter replied only if it were guaranteed. Chairman Bernardi stated that if it were a contract it would be honored. Mr. Tiezzi questioned if there would be any hidden costs. Mr. Haber replied maybe to enlarge the facility. Chairman Bernard[ asked the fire chiefs if there was anything in their budget that could be postponed or delayed if we approved the training facility. He asked if they could take another look at their budget and possibly save $10,000-15,000 within it. He cited the portable radios which might be available from the Police Department which Captain Charamut said were in excellent condition. Considerable discussion ensued on these radios specifically their condition and the useabillty of them. Chairman Bernard[ requested that Mayor Kingsbury clarify this radio situation in the next 30 days so that a dec[sion can be made. Mayor Kingsbury agreed. Chairman Bernard[ then referred to the mortgages at the Kensington and East Berlin Fire Houses. It was determined that members personally sign for these mortgages. Chairman Bernard[ requested that Mr. Zotter and Mr. Skene determine the principal balances as of June 1, 1985. Deputy Mayor Ward spoke in favor of the proposed training facility. It was the general consensus of the Board members that this be included in the budget after the Budget Hearing. Dr. Mclntosh stated that he objected to the location -- it should be centrally located. OTHER BUSINESS Budgets -- 1985/86. Social Services Department. Mayor KJngsbury informed the Board members that affi'rmative action has been taken i'n this department as presented in his reorganization. He also brought to the Board's attention that an addi'tional 12½ hours for clerical services has been approved for the Finance Department -- hls intent[on was to have two full-time clerical personnel; not sharing one between two departments. Board of Finance Meeting of March 7, 1985 -3- Board of Education. It was the general consensus of the Board members that a letter be sent to Dr. Giandomenico, Board of Education, stating that their budget was reduced by a total of $488,845. Their capital account was reduced by $201,395 and their operating account by $287,450. Their operating accounts were reduced as follows: Program 19 - $11,3OO; Program 21 - $8,200; Program 46 - $7,OOO; Program 67 - $20,500; Program 85 - $113,6OO; Co-Curricular - $11,500; Management Audit - $15,OO0; Blue Cross Blue Shield - $IO0,O00. Budget Hearing. Chairman Bernard[ requested that Mr. Clinton formulate a graph showing the budget as presented by the Executive Board and how the Board of Finance reduced it. Chairman Bernard[ requested that it be tiered upwards with respect to showing what the basic current level of services are. This will be used as a handout at the Hearing. Reductions. It was generally agreed by the Board members that, if necessary, the Board of Finance would make any reductions in the budget themselves. It was agreed that a letter be sent to all Departments, Beards and Commissions requesting that they list reductions totaling 25~ of operational expenditures in their budget as adopted by the Board of Finance on February 28. The Board requested that if th~s could not be done out of the operational budget, that personnel reductions could be used. They requested a reply by April 1. TRANSFERS By a majority vote of the Board of Finance, the following transfers were discussed and appropriate action taken, A Budget Change Form request was received from Morgan Seelye dated March 7, 1985, request- ~ng $4,000 to Account #610, Snow and Ice Removal - Materials, to allow for the purchase of z//,5' approximately 1,OOO C.Y. of ice control sand to be used in 1985/86. (The 1985/86 budget will be reduced by $4,000 in this account.) #85-38 Motion was made by Mr. Vandrilla, seconded by Mr. Pentore, and VOTED to appropriate $4,O00 from Account #240, Contingency, to Account #610, Snow and ice Removal-Materials. A Budget Change Form request was received from Morgan Seelye, Planning Commission, dated March 3, 1985, requesting $200 to Account #1303, Advertising, in the budget for this Commission. These advertisements are required by law and the cost of the advertisements has increased. #85-39 Motion was made by Mr. Tiezzi, seconded by Mr. Pentore, and VOTED to appropriate $200 from Account #240, Contingency, to Account #1303, Advertising. Board of Finance Meeting of March 7, 1985 -4- TOWN MEETING By a majority vote of the Board of Finance, the following request for Town Meeting was discussed and appropriate action taken. A Budget Change Form request was received from Edward Haber, Municipal Garage, dated March 5, 1985, for $5,OO0 to Account #553, Parts. This is for repairs to the street sweeper. Motion was made by Mr. Vandrilla, seconded by Mr. Pentore, and VOTED to authorize the Executive Board to call a Town Meeting to appropriate a sum not to exceed $4,700 from Account #240, Contingency, to Account #553, Parts, in the Municipal Garage budget, for repairs to the street sweeper. The meeting was adjourned at 10:00 P.M. Respectfully submitted, Alexandra D. Dempsey Secretary MINUTES BOARD OF FINANCE Regular Meeting March 26, 1985 Members Present: Member Absent: Others Present: Joseph A. Bernardi, Dr. John P. Mclntosh, Blanche J. Delaney, Angelo J. Tiezzi, Steven Vandrilla Richard Pentore Gary S. Clinton, Finance Director; Mayor Warren E. Kingsbury, Deptut, Mayors Thomas W. Ward, Jr., and Robert A. Argazzi; James D'Errico, Personnel Director; Antoinette Snyder, Social Services The meeting was called to order at 7:40 P.M. by Chairman Bernardi. OTHER BUSINESS Budgets - 1985/86. Social Services Department. Ms. Snyder appeared to explain the changes which have been asked for in her department. She stated that she has tried very hard to understand the statutes and how she needs to comply with general assis- tance so that the Town can get back all of the money that they are entitled to receive She stated that an audit is performed by the Department of Income Maintenance and there is a 40% penalty the first year and an 80% penalty the second year. However, this audit can be challenged. She stated that she was in the process of challenging the last audit because of a 60 day review clause. There ~s also a new medical policy which began February 15 which gives the hospitals a 60 days notice; no longer a seven day notice. If the individual does not have a residence then the Department of Income, Maintenance can select Berlin, but we are entitled to a 1OO% reimbursement. She also stated that she could see where the repayment process could be improved.