Minutes of the regular meeting of the Board of Finance held on February 21, 2007 in the Madison Town Campus
Present: Fillmore McPherson, Gail Fearon, Peter Pardo, Jennifer Tung
Also present: Tom Scrapati, First Selectman; Dotty Bavin, Finance Director; Alma Carroll, Tax Collector; Helen Burland, Assistant for Town Administration; John Bowers, Director of Health/Emergency Management; David Smith, Board of Police Commissioners; Bill Lewis, Madison Ambulance Service; Ed Brunt, Department of Emergency Management; Eric Alletzhauser, North Madison Volunteer Fire Company; Kathy DeBurra, Madison Seniors; MCTV
Mr. McPherson called the meeting to order at 7:30 p.m.
1. Approval of minutes – January 17, 2007. The following correction was made to the minutes of the regular meeting of January 17, 2007
Page 3, item 8, last sentence should read “Town of Madison”, rather than “Town of Guilford”
The minutes of the regular meeting of January 17, 2007 were approved as corrected.
Mr. McPherson noted that the agenda will be revised to consider items #11 and 12 before #8.
2. Citizen and Finance Member Comments. There were no comments under citizen and Finance member comments.
3. Continued discussion and action on an addition to Board of Finance Regulation 7, Grants. Mr. McPherson noted that discussion on Board of Finance Regulation 7, Grants, will remain tabled.
4. Report from Selectwoman Kokoruda on Town Pension Plan. Mr. Pardo noted that this item will be deferred to the March meeting so that a report on all three Pension Plans can be given at the same time.
5. Discuss and take action on special appropriation request of $3,000 from Tax Collector for changes to the 2004 grand list by leasing companies over the past few months. Ms. Carroll noted that there have been several requests for changes to the 2004 grand list by leasing companies over the past few months. CAMRAC, a leasing company, has requested changes on 16 motor vehicle accounts for the 2004 grand list for a total of $2,435.24. Ms. Carroll noted that the leasing company had provided proper documentation on vehicles that had been sold. The time period in which a refund can be requested is set by the State.
On motion made by Ms. Fearon, and seconded by Ms. Tung, the Board of Finance voted unanimously to approve a request from the Tax Collector for a special appropriation of $3,000 from Contingency to Account No. 1-100-1135-0000-9000-780-00, Prior Year Refunds, for
2-Minutes of the regular meeting of the Board of Finance held on February 21, 2007
additional funds needed for refunds for changes on motor vehicle accounts for the 2004 grand list.
6. Discuss and take action on merging Senior Bus Reserve Account with Highway Equipment Account. Ms. Bavin noted that correspondence had been provided from Stew MacMillan regarding a recommendation to merge the Senior Bus Reserve Account with the Highway Equipment Account. Mr. MacMillan advised that there is a need to replace two of the three senior busses. The buses are leased through the Great New Haven Transit District and have historically been 80% funded with federal mass transit funds. However, this program will be ending shortly and at a minimum the Town will need to put up at least a 25% share. The capital project fund for bus replacement currently contains approximately $18,997.93. Mr. MacMillan is proposing to include the senior busses in the existing equipment replacement fund along with the appropriate annual funding and he is requesting that this money be transferred to the Public Works Equipment Fund. The Human Services Department is advising the Transit Authority of the Town’s interest in procuring two new busses as soon as possible.
Mr. McPherson reviewed the existing vehicle and equipment accounts including the Senior Bus Equipment Account, Town Vehicle Account, Highway Equipment Account and Police Department Vehicle Replacement Account.
Ms. DeBurra noted that for many years the Town was replacing the busses every three years and receiving 80% funding from the Greater New Haven Transit District. There are two busses coming up for replacement and it is important to move forward since the Transit District funding will not be available in the future. Mr. MacMillan believes that putting the funds from the Senior Bus Equipment Account into the Highway Equipment Account will provide a larger pool of funds for needed vehicles. She noted that the cost of the busses is $40,000 with the Town’s portion currently 20%.
Ms. Burland commented that putting the bus money in the highway fund will provide more funding flexibility in the future.
Mr. McPherson commented that the Board needs to address how the funds needed for the purchase of the two busses will be appropriated and how the reserve will be structured.
Ms. Fearon commented that she has concerns with merging the senior busses with the Highway Equipment Fund since the bus portion could loose its identity. If the funds are combined she would recommend that the name of the Highway Equipment Account be changed to Highway and Town Vehicles Account. Mr. Pardo agreed that combining these accounts and giving the account a new name would be the best way to proceed.
After discussion, on motion made by Mr. McPherson, and seconded by Mr. Pardo, the Board of Finance voted unanimously to merge the Senior Bus Reserve Account with the Highway Equipment Account under the new name of Highway Equipment and Town Vehicle Account.
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7. Discuss and take action on merging Radio Reserve Account with Communications Reserve Account. Mr. McPherson noted that the Radio Reserve Account has traditionally been held by the Police Department. As a result of the work of the Communications Strategic Planning Committee it is being recommended that the Capital Project Reserve Funds for Radio Equipment and Communications be merged under the Communications Fund. The projects that would be funded from this account will be based on the recommendations of the Planning Committee. The Director of Emergency Management will be responsible for the account.
After discussion, on motion made by Mr. McPherson, and seconded by Ms. Fearon, the Board of Finance voted unanimously to merge the Capital Project Reserve Funds for Radio Equipment and Communications under the Communications Fund.
8. Discuss and take action on special appropriation request of $35,000 from Health Department to cover a misunderstanding on the timing of expenditures from a State Department of Public Health Grant. Mr. Bowers was present to request a special appropriation of $35,000 for the Communications Equipment account. He noted that the request is to cover a misunderstanding on the timing of expenditures from a State Department of Public Health grant. The money was spent on the purchase of a Reverse 911 emergency notifications system beyond the time limit imposed by the grant. The State will carry this amount forward to the current Federal fiscal year so the General Fund will be refunded the entire $35,000.
On motion made by Mr. Pardo, and seconded by Ms. Tung, the Board of Finance voted unanimously to approve the request of the Health Department for a special appropriation of $35,000 from Fund Balance to Account No. 1-100-3120-9998-7350-658-00, Communications Equipment, to cover a misunderstanding on the timing of expenditures from a State Department of Public Health grant with an understanding that when the funds are received from the State they will be returned to the General Fund.
11. Discuss and take action on resolution regarding the Long Range Plan. On motion made by Ms. Fearon, and seconded by Ms. Tung, the Board of Finance voted unanimously to adopt a resolution regarding the Long Range Plan as follows:
WHEREAS, the Long Range Plan provides an analysis of the relationship between operational spending levels, capital spending debt service, and property tax relief, and
WHEREAS, the Madison Board of Finance seeks to balance the expenditure needs of the Town with the tax burden implicit with those expenditures; now
THEREFORE, be it resolved that the Board will use the Plan as a guideline for budget and capital spending deliberations.
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12. The following line transfers are designated as routine and appropriate for approval as a single action by the Board of Finance, if so desired. A Board member may request removal of any line transfer item from the consent agenda for review and discussion.
Motion: To approve Line Transfers totaling $55,067.09
On motion made by Ms. Fearon, and seconded by Mr. Pardo, the Board of Finance voted unanimously to approve line item transfers totaling $55,067.09 as outlined on the Town of Madison Summary of Line Transfer, February 2007.
9. Discuss Senior Center and Ambulance Garage Feasibility Study results. Mr. McPherson noted that this item is on the agenda to receive the report only. No action will be taken.
Ms. Burland noted that funds had been provided for a feasibility study for a Senior Citizen Center. Early in the process the Board of Education decided to retain the Island Avenue School so the study focused on the Bradley Road site. Also included was reviewing the feasibility of relocating the Ambulance Garage to the Depot site.
Ms. Burland noted that they began by studying programs and services and then worked on a design to facilitate these programs and services. She showed a drawing of a proposed facility that would meet their needs. A strong effort was made to be sensitive to the neighborhood when developing the design. The design includes a large common room that could also be made available for community use, other gathering areas and administrative offices. The cost estimate is $5.5 million. Because this project will require that the ambulance garage be demolished, they also looked at the construction of a new garage at the Depot site since the existing building at Depot was not adequately suited for this use. After reviewing the program requirements the architect also worked on the development of a 4800 sf ambulance garage with an estimated cost of $6.75 million. The architect was asked to be sensitive to the look of the building since it can be seen as just off the highway.
Ms. Burland noted that this would be a three year construction project and she reviewed the time line for the two projects. Ms. Burland noted that there is a need for additional funding for the projects to move onto the next stage.
Ms. Tung asked if community space could be included in a Senior Center if State funding is utilized. Ms. Burland noted that co-mingled spaces are allowed. She also noted that it would not be difficult to isolate the cost for any community space.
Ms. Tung questioned if consideration would be given to using low maintenance materials in the design of the two buildings. Ms Burland noted that they are still at the preliminary design stage but they will be looking at the most cost efficient exterior for the buildings if the projects move forward. Ms. Tung also questioned if there was any State funding available for the ambulance garage.
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In response to a question by Mr. Pardo regarding consideration of locations for the new ambulance garage, Ms. Burland noted that there was a limited review of locations.
Mr. McPherson noted that the plan for the ambulance garage shows the septic system, however the Senior Citizen Center plan does not show the septic system. Ms. Burland noted that the site should accommodate a traditional septic system.
Ms. Fearon recommended that information be provided on all of the cost associated with the cost of a new building including maintenance, etc. Ms. Fearon also questioned if the size of the building could be reduced. Ms. Burland noted that the proposed design was based on existing programs and projections for future programs. Ms. DeBurra invited the members of the Board of Finance to look at the existing space that is available for senior programs.
Mr. Scarpati noted that this project is at the head of the list of projects. He also noted that this is the ideal location since it is close to the center and the Train station. The Board of Selectmen will be taking action on this item soon and then it will go to the Board of Finance. The goal is to put the project on the ballot with the Town budget. He believes that this is the priority project, however, the Town needs to indicate their intent to support the project.
10. Presentation by Emergency Communication Strategic Planning Committee. Mr. Smith, Board of Police Commissioners, was present to review the Emergency Communications Strategic Outlook Report prepared by the Emergency Communications Strategic Planning Committee and the Emergency Management Department. He review the creation and goals of the Emergency Management Communications Committee, the work of the Communications Strategic Planning Committee, the near term strategic plan recommendations for the next three years, the upgrade of the emergency communications center, the dedicated fire UHF communications, the dedicated ambulance UHF communications and the proposed cost and schedule for the implementation of the report.
In response to a question by Mr. Pardo, Mr. Smith noted that a review of the need for any additional personnel as a result of the recommendations in the report, was not in the scope of their charge. He believes that it is unlikely that there will be a need for additional personnel.
Mr. McPherson noted that nothing regarding the Police radio system was included in the report. He questioned if the Police Department will need additional equipment in the next few years. Mr. Smith commented that it is unlikely that there will be a need for additional equipment.
Mr. Scarpati thanked all of the members of the Committee for their hard work and for their great efforts to work together on this important town project.
13. Review of Financial reports. In response to a question, Ms. Bavin noted that less than $25,000 has been expended thus far this year for snow plowing.
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Mr. McPherson noted that members had been provided with the 2007-2008 Budget Workshop Schedule. He noted that the Board of Education will be providing their budget by the end of the month. They have requested that questions be provided in writing before the March meeting.
14. Liaison Reports. Mr. McPherson noted that the Investment Committee has been seeing good interest rates for the Town’s investments.
Mr. Pardo noted that the report on the Pension Plans will be presented at the next Board of Finance Meeting following their report to the Board of Selectmen.
15 Report from First Selectman. Mr. Scarpati provided copies of the updated Long Range Plan that was presented at the State of the Town presentation. He noted that it has been updated to include a $23.3 million grand list number for 07-08.
Mr. Scarpati noted that the Governor’s budget included increased funding for education which would provide Madison with $2.8 million in funding over the next 5 years. The ground rules for the funding provide that the funds be used to improve the education process and to reduce property taxes. The Town’s long range plan will help to be able to demonstrate that the funds will be utilized in compliance with State requirements. The funds cannot be used when reviewing the ability to pay for binding arbitration. He noted that there continues to be great pressure for the cities to receive more funding. With the proposed increase in the income tax, residents of towns like Madison will be contributing even more to the State so is only fair that these town receives a fair amount back from the State.
Mr. Scarpati noted that a legislator is proposing a moratorium on the Xenon package treatment plants. He noted that the system at the High School has been operating in compliance with regulations.
Mr. Scarpati noted that as per Mr. Hale, there appears to be an agreement reached between the Foundation that bought the fitness center equipment and the school. The foundation will cover all costs and the equipment will be operational in mid-March.
16. Citizen Comments. There were no citizen comments.
The meeting was adjourned at 9:20 p.m.
The next regular meeting will be held on Wednesday, March 21, 2007.
Terry Holland-Buckley
Clerk
