TOWN OF GRANBY
BOARD OF FINANCE
REGULAR MEETING MINUTES
SEPTEMBER 27, 2010
PRESENT: Michael Guarco, Chairman; Francis Brady, Robert Clark, Frederick Moffa, O.D.; and Al Wilke
OTHER ATTENDEES: William F. Smith, Jr., Town Manager; Alan Addley, Superintendent of Schools; Harry Traver, BOE Business Manager
The meeting of the Board of Finance was called to order by Chairman Michael Guarco at 7:30 p.m. and a quorum confirmed.
MINUTES
The Board reviewed the minutes of May 24, 2010. Chairman Guarco asked for comments and a motion.
On a MOTION by Michael Guarco, seconded by Al Wilke, the Board voted (5-0-0) to approve the minutes of May 24, 2010.
STATEMENT OF ACCOUNTS
Harry Traver, BOE Business Manager, reported on the Board of Education Financial Statement of Accounts for July 1, 2009 - June 30, 2010 (two reports before year end transfers and ECS adjustments and after year end transfers and ECS adjustments). The teachers’ salary was part of a federal grant to save teaching jobs from the severe economic environment between the federal, state, and local levels. Next year the second half of the grant is available in the amount of approximately $315,000 and to be used for education jobs. Other items they are looking for are one-time expenditures, example being a study on special ed services. This money is part of the American Recovery and Reinvestment Act (ARRA).
Mr. Traver highlighted the Board of Education budget had three major items involved at year end – approximately $135,000 from energy savings; ARRA charges in the amount of approximately $204,000; and the net return to the General Fund in the amount of approximately $338,178. There is a question regarding how the ECS fund will be funded for next year.
Town Manager Smith reported on the June 2010 (unaudited) report. The town operations retell the report of the preliminary surplus and fund balance analysis previously handed out. He indicated that revenues are on target even with the economic circumstance all of us are facing. Last year tax collections were at 101%. Municipal and state revenues are shown to be in excess by approximately $96,600, most of which came from grant payments. Local revenues show excess because of the close out of projects (Rails to Trails and Wells Road School). Chairman Guarco asked if the Kelly Lane School project was closed. It will be looked into.
On the expenditure side for last fiscal year, the town shows a surplus from Police Department (a turn over in staff and operations) and from the Public Works Department (staff, energy savings, and solid waste & recycling savings).
When asked about contract negotiations, Town Manager Smith indicated the administrative and clerical union (Council 4 – GMEA) have settled; the police are on hold, and the public works and dispatchers are in arbitration. Some arbitration expenses were paid FY 2010, but this year there may be a transfer requested to satisfy legal expenses.
Chairman Guarco and Board members commented on a job well done in maintaining and holding well within the town and school budgets for FY 2009-10 during this difficult economic environment.
CONSIDERATION OF GRANT FROM THE HARTFORD FOUNDATION FOR PUBLIC GIVING
Town Manager Smith indicated the grant from the Hartford Foundation for Public Giving is a one-time “Technology Grant” for Granby Public Library in the amount of $29,052. Other towns in Connecticut received similar grant funds. The grant will provide and offer new online databases, literacy tools, and self-service features such as remote access for many library resources.
The grant was presented to Granby in early August and has already been deposited into the General Fund. An appropriation is requested for the library to use this money.
On a MOTION by Francis Brady, seconded by Al Wilke, the Board voted unanimously (5-0-0) to approve the appropriation in the amount of $29,052 from General Fund Balance to the General Fund, Library Services account.
CONSIDERATION OF APPROPRIATION REQUEST FOR SENIOR CITIZEN TRANSPORTATION GRANT 2011
Town Manager Smith reported that the town has been receiving this grant from the Connecticut Department of Transportation for a number of years and has been very successful with this program. The program provides for operating vans to transport seniors and disabled residents for medical and personal care appointments, grocery shopping, senior center programs, trips and events, and community activities. The grant requires a 50% match that is met by the current budget for Senior Van Services.
It is therefore requested that the Board of Finance vote to appropriate the amount of $26,998 from General Fund Balance to the Senior Activities Fund – Van Services.
As a special note, the Senior Center has received a five-year national re-accreditation for its Senior Center and the activities it provides to the seniors.
On a MOTION by Robert Clark, seconded by Frederick Moffa, the Board voted unanimously (5-0-0) to approve the appropriation in the amount of $26,998 from General Fund Balance to the Senior Activities Fund – Van Services.
CONSIDERATION OF BOARD OF EDUCATION APPROPRIATION REQUEST
Harry Traver, BOE Business Manager gave a background history stating that a consultant was used to assist in obtaining information for schools needing this equipment and the best purchase price. He indicated this request will fund replacement of Middle School HVAC drive motors with high efficiency motors and installation of selected Variable Frequency Drives. It has a payback range of three to four years. Funding for this capital project was transferred to the small capital fund to cover the costs of this project based on cost estimates in hand. He also indicated that Connecticut Light and Power may give a rebate on this purchase. The bid opening held in July provided three bids ranging from $24,800 to $35,735.
Town Manager Smith reported the Selectmen commented favorably on the Board of Education’s request and it is suggested the Board of Finance vote to appropriate $24,800 from the Capital Equipment/Improvement Fund for the purpose of replacing HVAC drive motors at the Granby Memorial Middle School.
On a MOTION by Al Wilke, seconded by Francis Brady, the Board voted unanimously (5-0-0) to approve the appropriation in the amount of $24,800 from Capital Equipment/ Improvement Fund to the Capital Equipment/Improvement Fund-GMMS-HVAC.
Chairman Guarco asked how money from last year was placed into the fund. Mr. Traver responded that it was done by a journal entry [check given to Finance office] holding it in the Capital Equipment/Improvement Fund. He indicated this funding was set up similar to the civil rights matter.
INFORMATIONAL MEMO REGARDING SILVER STREET BRIDGE REPLACEMENT FUND TRANSFER
Town Manager Smith provided information on the Silver Street Bridge Replacement project.
o November 6, 2006 the design phase funding was initiated with an appropriation of $260,000. It is now estimated that an additional amount of $35,000 will be necessary to complete final design.
o Funds for completion of the design phase are available within the Bridge Program Fund. The fund contains approximately $75,000.
o On September 20, 2010 the Board of Selectmen recommended to transfer the amount of $35,000 from the Bridge Program Fund to the Bridge Program Fund – Silver Street Bridge Project.
o The State Department of Transportation approved the necessary permitting. If all goes well, we are hopeful that we can obtain final documents from the state for the bidding and construction phase early next year.
o Once final design is complete, a referendum will be required to appropriate approximately $2.2 million to replace the bridge. The net cost to the town will be 20% of the final number or about $440,000.
o Lastly, this project may require short term borrowing due to a need for cash flow.
INFORMATIONAL MEMO REGARDING ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT (EECBG) FUNDING
Town Manager Smith provided information on the sidewalk network to the school project.
o In November 2009 application was made to the state to fund construction of sidewalks along a portion of North Granby Road and into the back entrance of the high school. Another section was approved for completion of sidewalks at the front entrance of the high school off of Salmon Brook Street. This will complete sidewalk connections to the high school.
o The grant award was not received until August 2010. Since we committed to the Board of Education to work only while school was not in session, we began work in late August with town forces. Sidewalk portions along the state highways are now in progress.
o On September 20, 2010 the Board of Selectmen recommended to approve the grant and to appropriate the amount of $57,219.35 for the Energy Efficiency and Conservation Block Grant project from the Sidewalk and Beautification Fund.
Town Manager Smith responded to a question about the appropriation to the Sidewalk and Beautification Fund and not the General Fund by indicating there was no requirement this money be deposited into the General Fund and there was no town money used for this project so it can be deposited into the fund dedicated for sidewalk improvements.
CONFIRM DATE OF NEXT MEETING
The next regular meeting of the Board of Finance is Monday, October 25, 2010.
Two people from the audience made comments at this meeting.
- John Hammel wanted to attend a financial meeting, as he is an interested person who works in Granby at Edward Jones as a Financial Advisor.
- Larry Smith asked for reassurances that the school scheduled football activities are not having any impact on taxpayers. Superintendent Addley indicated the school is in charge of the activity; however, the football supporters group is sustaining the budget, not the school.
ADJOURNMENT
On a MOTION by Francis Brady, seconded by Al Wilke, the Board voted unanimously (5-0-0) to adjourn the meeting at 8:45 p.m.
Respectfully submitted,
Patricia I. Chieski
Recording Secretary
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