BOARD OF FINANCE

SPECIAL MEETING

NOVEMBER 15, 2016

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APPROVED - CORRECTED

Attendance:  John Ford IV, Robert Brinton Jr., Sally Huyser, Sharon Huxley, Melissa Spear

Visitors:  Thomas Broesler, Michael Battista

Temporary Chairman John Ford IV called the meeting of the Board of Finance to order at 7:07 p.m.  The meeting was held in the Selectmen’s Conference Room of the Bethany Town Hall. 

APPOINT MEMBER TO FILL VACANCY

Temporary Chairman Ford called for a motion to appoint Melissa Spear to fill the vacancy left by the resignation of Chip Spear.  Sally Huyser moved the motion to appoint Melissa Spear to the Board of Finance, to fill the vacancy left by the resignation of Chip Spear.  Melissa’s term to expire date of next municipal election in May 2017.  Sharon Huxley seconded the motion.  The vote taken was unanimous.

APPROVAL OF MINUTES

Temporary Chairman Ford called for a motion to approve the minutes of January 12, 2016.  The motion was moved by Sally Huyser and seconded by Sharon Huxley to approve the minutes of the January 12, 2016 meeting.  Sally Huyser then moved to amend the resolution passed at that meeting as follows:

Resolved, that the Board of Finance transfer up to $5,000 from the Contingency Fund  for the evaluation of the Request for Proposals and selection of the vendor for the Bethany Volunteer Fire Department Radio System Project.  The Town declares its official intent under Federal Income Tax Regulation Section 1.150-2 that it reasonably expects to reimburse any expenditures pursuant to this transfer from the proceeds of project borrowings, if subsequently approved, in an aggregate principal amount not in excess of the amount of this transfer.  

The amended minutes were then approved on a vote of 4 yes votes.  Melissa Spear abstained because she was not on the Board of Finance at that time. 

Temporary Chairman Ford called for a motion of approval for the minutes of the meeting of October 18, 2016.  The motion was moved by Sharon Huxley and seconded by Sally Huyser.  There were no changes to the minutes of that meeting.  The minutes were approved on a vote of 4 yes votes.  Melissa Spear abstained from voting because she was not on the Board at that time.

A motion was moved by Melissa Spear and seconded by Sally Huyser to amend the minutes of the meeting of November 15, 2016 at the January 11, 2017, by adding the following resolution that was on the November 15, 2016 agenda, and was voted and approved at that meeting, but omitted from the minutes:

RESOLVED, That the Board of Finance recommends to the Town Meeting that the Town of Bethany appropriate $1,625,000 for costs related to removal and upgrade of the public safety radio communications system for the Bethany Volunteer Fire Association and the Bethany Department of Public Works and related improvements and repairs which may include but are not limited to 4 antennas, 3 base stations, equipment shelters, radios and pagers and for costs related to the financing of the project.  The appropriation may be spent for design, construction, acquisition and installation costs, equipment, materials, engineering fees and other consultant fees, grant application and management costs, legal fees, net interest on borrowings and other financing costs, and other expenses related to the project or it’s financing.  A portion of the appropriation shall be applied to reimburse not in excess of $5,000 of expenditures from the Capital and Nonrecurring Fund for the preparation of Request for Proposals and selection of the vendor for the project funded by a transfer from the Contingency Fund, as approved by the Board of Finance on January 12, 2016.  The Board of Selectmen shall be authorized to determine the scope and the particulars of the project, and to reduce or modify the scope of the project as necessary or desirable; and the entire appropriation may be expended on the project as so reduced or modified.

FURTHER RESOLVED, That the Board of Finance recommends to the Town Meeting that the Town authorize the issuance of $1,625,000 bonds, notes and temporary notes to finance the appropriation.

The vote was called on this addition to amend the minutes of this meeting of November 15, 2016.  The vote taken was 5 yes votes and 1 abstention that of Chairman Grabowski as he was absent from the meeting.

First Selectwoman Gorski asked to amend under Selectmen’s Report that the Assistant Tax Collector had completed her certification. “We should have a policy to address salaries of people completing certification in place”.  Chairman Grabowski called the vote.  The vote taken was 5 yes and 1 abstention that of Chairman Grabowski as he was absent from the meeting. 

POLICE CAR

First Selectwoman Gorski requested approval from the Board of Finance to purchase a new Ford Explorer for the Police/Constables, with funds being taken from the Police Revenue account.  There is a balance in this account of $66,000.  To purchase this vehicle off of the State Contract would cost $45,000.  Sharon Huxley moved to recommend to the upcoming Special Town meeting of November 29, 2016 the purchase of a Ford Explorer up to the sum of $45,000 to be purchased off the State Contract.  Sally Huyser seconded the motion.  The vote taken was unanimous. 

CHAIRMAN’S REPORT

Temporary Chairman Ford reported for Chairman Grabowski who had attended the last Amity Finance meeting, that they expect to have an approximate $615,000 surplus at the end of this fiscal year.

The Town of Orange is not happy with the approximate $400,000 increase in their budget. 

 

 

FIRST SELECTWOMAN’S REPORT

The salary increase request of the Assistant Tax Collector was tabled until the Assistant Tax Collector’s course is completed and Tax Assistant Fran Doba has received her certificate of completion.

First Selectwoman Gorski reported that she had accepted the Path Finder’s award from Working Land Alliance given to the Town of Bethany for preserving the Carrington Property. 

AUDITORS REPORT

Michael Battista reported that the audit for fiscal year 2015-16 is going well.  It appears that there will be a surplus of $412,000 in this budget.  He distributed a draft of the report to Board members.  He indicated that the budget for Public Safety was over spent because at the time of budget approval, it appeared that the State of Connecticut would charge the Town 70% of the salary of the Resident Trooper.  The town was billed for 85% of his salary.  The salary of $50,243 for the Finance Director was not in the approved budget either.   Despite the over expenditures the surplus was due to an under-expenditure for Medical Insurance and a good tax collection rate. 

FINANCE DIRECTOR’S REPORT

Tom Broesler distributed a quarterly report for fiscal year 2016-17.  The Board reviewed the report.  Board members commented that it was good to finally have a report however they would like them a couple of days before the meeting to be able to review it. 

Tom briefly discussed progress in looking at new financial software. 

ADJOURNMENT

Adjournment was called at 7:55 p.m. after a motion was moved by Melissa Spear and seconded by Sally Huyser.

                                                                                                Respectfully submitted,

                                                                                                June G. Riley

                                                                                                Clerk, Board of Finance