TOWN OF GRANBY
BOARD OF FINANCE MEETING
MINUTES OF JUNE 9, 2008
PRESENT: Michael Guarco, Chairman; B. Scott Kuhnly, and Al Wilke. Gordon Bischoff attended via teleconference.
OTHER ATTENDEES: John Adams, First Selectman; Barbarajean Scibelli, Administration Finance Officer; Gwen Van Dorp, Superintendent of Schools; and Harry Traver, BOE Business Manager.
Board of Finance Chairman Guarco confirmed that a quorum was not present and called the meeting to order at 7:38 p.m.
MINUTES
The Board passed up reviewing and approving the minutes because of no quorum. The Board would return to this item once a quorum was established (7:38 p.m.).
The Board returned to this item at 8:09 p.m. and reviewed the minutes of May 12, 2008.
ON A MOTION by B. Scott Kuhnly, seconded by Gordon Bischoff, the Board voted (2-0-2) to approve the meeting minutes of May 12, 2008. Messrs. Wilke and Bischoff abstained.
STATEMENTS OF ACCOUNTS
Mr. Traver informed the Board that the State of Connecticut Department of Education audited the high school renovation project. The overall audit report stated that upon their examination the town’s submission gives fairly the costs associated with the project and recommends that Finance and Internal Operations pay the final grant calculated at $475,680. This amount will be returned to the General Fund.
Mr. Traver reported on the April Board of Education Statement of Accounts. The total expenditure budget shows a favorable amount of approximately $23,000. He forecasted approximately $25,000 will be returned to the General Fund. Mr. Traver indicated they were looking into other avenues to raise money for the fuel account next year as fuel prices continue to rise. The finance software purchase mentioned at last month’s meeting is not going to be done until mid-August. Mrs. Scibelli indicated the Town Manager is reviewing the proposal. Mr. Traver stated if this software is purchased together, approximately 25% savings would be received. The finance software maintenance program for two organizations could receive a savings of approximately 50%. Mr. Traver indicated the commitment to purchase
this software should be made by August to allow for training and transition. This software package would still have two different accounting systems for the school and town, but the systems would be located on one server and manual entries will still have to be made by the town. First Selectman Adams inquired if there could be a link between the two for efficiency purposes. Mr. Traver indicated that he did not feel that the manual journal entries are a duplication of services.
Chairman Guarco inquired on the Employee Benefits and Mr. Traver commented the account is showing an in and out transfer in the amount of $57,000 because of a number of people retiring.
Barbarajean Scibelli reported on Budget Operations for May 2008. She indicated that revenues are satisfactory. Mrs. Scibelli indicated a letter was received from the state that funds will be sent shortly for the Payment Granby Homes for Senior Citizens (GHSC) account. The Building Inspection revenue account will not meet the budget projection by year-end. The short-term investment account shows an excess amount which will cover the shortages.
The transfers needed in expenditure areas are Insurance (unemployment legal case and workers compensation audit), Equipment Maintenance (cost of gas, diesel, and equipment parts), Planning and Engineering (engineering services), and Building Maintenance and Town Grounds (cost of heating oil and electricity). This matter will be handled later in the meeting. Mrs. Scibelli commented the bulky waste/recycling account revenue shows an excess every year because the projected budget amount is a conservative figure. Chairman Guarco asked Mrs. Scibelli for an accounting of the appropriations for this year via email.
CONSIDERATION OF APPOINTMENT OF AUDITOR
A telephone call was made to Gordon Bischoff for his attendance at this meeting.
Chairman Guarco reported to the Board that he had a conversation with the Town Manager about the appointment of Blum Shapiro as Granby’s auditors. Chairman Guarco gave his approval to engage them for FY 2008.
ON A MOTION by B. Scott Kuhnly, seconded by Al Wilke, the Board voted (4-0-0) to approve the engagement of Blum Shapiro as our independent auditor for our FY 2008.
CONSIDERATION OF FISCAL YEAR 2008 TRANSFER OF ACCOUNTS
The Board reviewed the information presented for the transfer of accounts.
ON A MOTION by B. Scott Kuhnly, seconded by Al Wilke, the Board voted (4-0-0) to approve the Fiscal Year 2008 Transfer of Accounts as follows in the table below.
Transfer From |
Transfer To |
Comment |
Fringe |
$13,000 |
Insurance |
$13,000 |
Unemployment Comp. |
Contingency Communications
and Dispatch |
$10,000
$5,000 |
Equipment Maintenance |
$15,000 |
Gasoline, diesel, and equipment parts |
Building Inspection |
$10,000 |
Planning and Engineering |
$10,000 |
Service requests |
Solid Waste and Recycling |
$30,000 |
Building Maintenance and Town Grounds |
$30,000 |
Heating fuel and electricity |
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Chairman Guarco noted the purchase of eight defibrillators is being made from the 2007-08 budget because sufficient funds became available due to turnover in police staffing.
Approximately $55,000 is expected to be returned to the General Fund from the town for the FY 2008 budget.
ADJOURNMENT
The next regular meeting is scheduled for July 14, 2008 and may be cancelled if there are no agenda items. The August 11, 2008 regular meeting is cancelled and the September 8, 2008 regular meeting will be held.
Mr. Bischoff asked for a status of the recently formed committees. First Selectman Adams reported all committees were completing their charges and reporting back to the Selectmen around late August with estimated costs for project, which can then be entered into the budget model. The Salmon Brook Park Bathhouse Committee indicated a new bathhouse building may cost $1.4M; the Storage and Vehicle Wash Bay Committee indicates the wash bay building estimate is $400,000 and they are still looking into the cold storage for the Public Works Department and the Board of Education needs of buildings (cold storage, custodial offices, and vehicle bay); and the Granby Athletic Field Long-range Advisory Committee is working on a master plan including prioritization and timeline for field improvements and a field facility.
Chairman Guarco expressed his and the Board’s appreciation for Gwen Van Dorp’s leadership during her tenure as Superintendent of Schools.
ON A MOTION by Al Wilke, seconded by B. Scott Kuhnly, the Board voted unanimously (4-0-0) to adjourn the meeting at 8:15 p.m.
Respectfully submitted,
Patricia I. Chieski
Recording Secretary
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