TOWN OF GRANBY
BOARD OF FINANCE SPECIAL MEETING
MINUTES OF MAY 20, 2004
PRESENT: Michael Guarco, Chairman; Gordon Bischoff, Christopher Comer, Al Wilke, Francis Brady, and Richard O'Brien
OTHER ATTENDEES: Barbarajean C. Scibelli, Administration Finance Officer
Board of Finance Chairman Guarco called the meeting to order at 7:39 p.m.
MINUTES
The Board reviewed the Public Hearing minutes of April 12, 2004. Mr. O’Brien noted a couple of changes to the minutes as follows:
· On page one, fifth paragraph, delete the word “from” and substitute “for”.
· On page two, second paragraph, second line, delete the words “by all three boards”.
ON A MOTION by Gordon Bischoff, seconded by Francis Brady, the Board voted unanimously (6-0-0) to approve the minutes of April 12, 2004 as amended.
The Board reviewed the special minutes of April 13, 2004. Mr. Wilke noted the same correction on page two, second and eighth paragraph, second line, delete the number “6” and substitute “5”.
ON A MOTION by Richard O'Brien, seconded by Al Wilke, the Board voted (5-0-1) to approve special minutes of April 13, 2004 as amended. Mr. Wilke abstained.
The Board reviewed the special minutes of April 26, 2004.
ON A MOTION by Gordon Bischoff, seconded by Richard O’Brien, the Board voted unanimously (6-0-0) to approve the minutes of April 26, 2004 as presented.
CONSIDERATION OF APPROPRIATION REQUEST FROM BOARD OF EDUCATION
The Board reviewed memos dated April 19, 2004 and May 20, 2004 regarding the appropriation request transfer in the amount of $12,285 from the General Fund into the Education Quality and Diversity Fund.
ON A MOTION by Richard O’Brien, seconded by Al Wilke, the Board voted unanimously (6-0-0) to approve the appropriation request transfer in the amount of $12,285 from the General Fund into the Education Quality and Diversity Fund.
CONSIDERATION OF APPOINTMENT OF AUDITORS
The Board reviewed the memo outlining the request for appointing the audit firm, Scully & Wolf, for another year. The consensus of the Board was to keep the current audit firm while the town is in the process of meeting the requirements of GASB Statement #34. It was noted the bulk of the remaining requirements for GASB Statement #34 would be during fiscal year 2004-05 and possibly some the following year. Mrs. Scibelli indicated the budgeted amount for Scully & Wolf contract fees would remain the same as last year (approximately $31,000). Scully & Wolf have been engaged for approximately five years. The rule of thumb for considering a change in audit firms is after seven to ten years. The formal process for changing auditors should begin in December by creating a committee to review, study, and
make recommendations based on proposals and interviews.
ON A MOTION by Francis Brady, seconded by Gordon Bischoff, the Board voted unanimously (6-0-0) to engage Scully & Wolf, as auditors for the Town of Granby for the fiscal year 2004 audit.
STATEMENTS OF ACCOUNTS
In the absence of Town Manager Smith, Administration Finance Officer Barbarajean Scibelli reported on Budget Operations April 2004. She indicated that revenues are on target or doing better than budget projections except for a couple of categories, i.e. current year taxes and planning and zoning. Expenditures are on target except for some accounts that may need transfers. Transfers will probably be needed in Legal Fees due to various litigation, Town Clerk Operations because of overwhelming refinancing, and Communications and Dispatch due to overtime payroll.
It was noted that the Suspense list is available for review and was approved by the Board of Selectmen at their last meeting (May 17, 2004).
Chairman Guarco indicated the Board of Education personnel were unable to attend this meeting, as they were committed to attend another function at the Granby Middle School. He indicated approximately $25,000 may be returned to the town. A portion of the $45,000 for legal fees may also be returned. Chairman Guarco indicated steps are being taken to assist anticipated retirements this year.
The Board inquired about the health benefit costs for town and school and fuel costs for the school. It was indicated that the health benefit renewal rates were lower than anticipated; it was unknown whether fuel costs has been locked in for the Board of Education.
UPDATE ON COMMITTEE’S ACTIVITY FROM THE INTRATOWN COOPERATIVE ADVISORY COMMITTEE
Al Wilke reported the Intratown Committee’s activity. Highlights are:
· The town was found to be well-managed. Consequently, this committee will not find dramatic savings, but optimistically will realize improved efficiencies in the endeavors they are pursuing like grounds maintenance, building maintenance, and consolidation of technology.
· The Board of Education has indicated the sharing of Internet services may result in a small savings for the town.
· The consolidation of technology is a major undertaking and initial steps are to identify town and Board of Education needs, and how to manage them together.
· The town is already doing grounds maintenance at the Municipal Complex.
· A grounds maintenance study report was conducted.
o Grounds maintenance can be placed under one department over time.
o The town has the expertise and an average rating for a good job. The town has just enough resources to handle their current grounds services before the new fields on Hungary Road are added.
o The BOE has under estimated this service resulting in an inadequate rating for taking care of grounds and fields. It would take four more people to match the level of town’s services at the school.
· The town is reluctant to accept responsibility for taking care of more grounds services without adjustments to the budget to handle it, especially since their personnel and budget cannot handle this request adequately.
o This situation will not disappear without adding resources like money or a lot more volunteers.
· The end-users most likely will not be happy with any decision made unless both sides improve.
· A discussion was held regarding ways to have new resources such as internal building maintenance under one department, forced allocations, and maintenance and grounds under one department. Hopefully these would lead to better service levels for all.
o A shift of responsibility for internal building maintenance and grounds maintenance may be initiated during the final stages of school project renovations.
· Lastly, a trip to visit other towns that have integrated their maintenance services or finance departments is being arranged so best practices can be viewed first hand.
The Board of Finance supported for the most part the activities that the Intra-town Cooperative Advisory Committee suggested. Their impressions regarding placing responsibility under the school department for internal building maintenance were mixed since the Board of Education is in the business of educating and not upkeep. A study regarding building maintenance for best practices should be conducted.
DISCUSSION OF ISSUES TO BE TAKEN UP AT A THREE BOARD MEETING
The Board discussed at length topics to be conversed at a Three Board meeting, which may be scheduled in June. Some topics were showing support for a change in binding arbitration through other organizations like Connecticut Conference of Municipalities and Capitol Region Education Council, speak further about the budget for the future with what if scenario (i.e. high health claims), begin budget discussions earlier, and continue the community conversations.
CONFIRM DATE OF NEXT MEETING
The next Board of Finance meeting is scheduled for Monday, June 21, 2004 because the regular meeting of June 14th would not have a quorum.
ADJOURNMENT
ON A MOTION by Richard O'Brien, seconded by Francis Brady, the Board voted unanimously (6-0-0) to adjourn the meeting at 9:20 p.m.
Respectfully submitted,
Patricia I. Chieski
Recording Secretary
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