BOARD OF FINANCE

DECEMBER12, 2017

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APPROVED

Attendance:  Chairman John Grabowski, John Ford IV, Melissa Spear, Katie Erickson, Sharon Huxley

Visitors:  First Selectwoman Derrylyn Gorski, Superintendent Coleen Murray, Christopher Pittenger, Susan Carpenter, Sandra Wellwood, Michael Battista, Thomas Broesler, Brandi Spargo

Chairman Grabowski called the meeting of the Board of Finance to order at 7:09 p.m.  The meeting was held in the Conference Room of the Bethany Town Hall.  

APPROVAL OF MINUTES

Chairman Grabowski called for a motion of approval for the minutes of the meeting of November 14, 2017.  The motion of approval was moved by John Ford IV and seconded by Katie Erickson.  There were no changes to the minutes.  The vote for acceptance was three yes votes and two abstentions that of Chairman Grabowski as he was absent from that meeting and Sharon Huxley as she had not read the minutes.

CHAIRMAN’S REPORT

Chairman Grabowski attended the Amity Finance Committee meeting.  The audit for Amity is almost complete.  The surplus for the budget of 2016-17 is $1,800,000.  Bethany’s portion of the surplus will be $370,801

Amity is presently working on their budget.  Final figures should be available in January.  The teacher negotiations are expected to be completed by the end of December. 

FIRST SELECTMAN’S REPORT

MOVE EXECUTIVE SESSION UP ON AGENDA

A motion was moved by Sharon Huxley and seconded by Melissa Spear at the request of First Selectwoman Gorski to move Executive Session up on the agenda to discuss Real Estate.  The vote taken was unanimous.

EXECUTIVE SESSION TO DISCUSS REAL ESTATE-FIRST SELECTWOMAN DERRYLYN GORSKI

At 7:25 p.m. Sharon Huxley moved a motion to go into Executive Session to discuss real estate.  The motion was seconded by Melissa Spear. The vote taken was unanimous.   June Riley was invited to stay for the session.  At 7:32 a motion was moved by Sharon Huxley and seconded by Melissa Spear to exit the executive session.  The vote taken was unanimous.  A motion was then moved by Sharon Huxley and seconded by Melissa Spear to approve up to $20,000 to be taken from the Land Acquisition Fund for two Yellow Book Appraisals and one A2 survey if necessary.  The vote was called.  The vote taken was unanimous.

TOWN OFFICERS MEETING

The Board of Selectmen had amended the date of the Special Town Meeting to January 18, 2018 at 6:00 p.m. when they held their meeting on December 11, 2017.  The agenda for that meeting will include Hazardous Mitigation Plan Acceptance and Traffic Signs.

 

SPECIAL TOWN MEETING

The date for the Special Town Meeting was amended to January 18, 2018 at 7:00 p.m. by the Board of Selectmen at their meeting of December 11, 2017.  On that agenda will be new road signs placed on Bethany roads through the High Risk Road Safety Program.

Acceptance of the First Church of Christ Congregational Cemetery to own and operate.

Gold Star Tax Exemption.  This ordinance will add tax exemption for Gold Star Families who have had either a son or daughter or spouse killed in the line of duty.  This tax exemption would mirror the Tax Relief for the Elderly program. 

Sharon Huxley moved to add to the Special Town Meeting the above listed items.  Katie Erickson seconded the motion.  The vote taken was unanimous. 

REPORT ON MEETING HELD TO DISCUSS QUICK BOOKS

First Selectwoman Gorski, Sharon Huxley, Janet Brunwin, Thomas Broesler met earlier in the day to discuss the implementation of Quick Books for the Accounting System for the Town.  It was determined that the program was suited more for small organizations. 

AUDIT

Sandra Wellwood was present to outline with the Board of Finance deficiencies in internal controls the Town has.  These defiencies were discovered while conducting the audit.  She indicated immediate implementation for 1099’s by sending out W-9 forms to vendors.  Payroll disbursements should be posted in a more timely fashion.  Closing process for the books should have more structure.  Completed Capital projects should be formerly closed out.  Close small bank accounts not active. Sandra also commented that she felt Quick Books was an adequate program for the financials for a town the size of Bethany.

Sandra touched briefly on the closing of books in a timely fashion as it pertained to the Elementary School purchase after the fiscal year had closed.

APPROVAL OF AUDIT

The Board discussed briefly the comments of Sandra.  The motion to accept the Audit was moved by Sharon Huxley and seconded by John Ford IV.  The vote taken was unanimous.

FINANCE DIRECTOR’S REPORT

Thomas Broesler reported that the Town is having a good year to date financially.  Thomas disagreed with Sandra Wellwood on use of Quick Books for the Town.  He felt Bethany needed a more robust program. 

RECOMMENDED LIST OF INTERNAL CONTROLS TO BE ADDRESSED AT THE NEXT MEETING

1.  Closing of small inactive bank accounts

1. Farmers Market
2. Play House
3. Dr. Plummer Scholarship Fund

1. List of completed Capital Expenditures to be closed and funds returned to the Capital Expenditure Account
2. Address the implementation of 1099’s

APPROVAL TO PAY FIRE DEPARTMENT INVOICE

The Fire Departmrent invoice for repair of the heating and air conditioning unit was presented to the Board of Finance for approval to pay.  The total cost of this repair was $4,927.19 payable to Superior Comfort Heating and Air Conditioning LLC.  The motion to pay this invoice from the Contingency Fund was moved by Sharon Huxley and seconded by Katie Erickson.  The vote taken was unanimous. 

ADJOURNMENT

Adjournment was called at 9:40 p.m. after a motion was moved by Sharon Huxley and seconded by Katie Erickson.  The vote taken was unanimous.

                                                                                                Respectfully submitted,

 

`                                                                                               June G. Riley

                                                                                                Clerk, Board of Finance