TOWN OF GRANBY
BOARD OF SELECTMEN
SPECIAL WORKSHOP MEETING
NOVEMBER 10, 2003
First Selectman Simanski called the meeting to order at 6:30 p.m.
PRESENT: William Simanski, John Adams, Ronald Desrosiers, John Flint, Sally King, and William F. Smith, Jr., Town Manager. Also present: Mark Neumann and Frank Judice, Selectmen Elect.
Review of Board of Selectmen Rules of Procedure
Discussion began by calling for any suggestions or changes. Selectman Adams initiated discussion on the Virtual Town Hall for Granby and what could reasonably be expected to be furnished on that web site. It was determined it would be desirable to have minutes, agendas, and attachments for all of the Boards and Commissions excluding any items of confidentiality.
Town Manager Smith provided an update on the status of the website which is expected to be completed and up and running in early 2004. It is still in the building stage and will have to go through a test period but some preliminary information could be made available now.
Additional discussion revolved around whether or not the Board of Selectmen wished to receive their packet of information prior to each meeting in hard copy format, as has been the practice, or email or both to be sure each member received the information. It was noted that some attachments will still be by hard copy if they are not generated by the Town Manager’s Office. Town Manager Smith also wants to determine if email or website distributions of Agenda Notice are legal. Appropriate wording may have to be drafted to add this option.
If any member of the Board has any suggestions or changes to the Rules of Procedure they were encouraged to submit them to Town Manager Smith for future review by the Board.
Review of Charge and Items Concerning Intra-Town Cooperative Advisory Committee
Town Manager Smith stated Frank Judice attended the last meeting of the Intra-Town Cooperative Advisory Committee as the Selectmen representative. He also noted wording in the charge of the committee identifying the term of the members as one year. Town Manager Smith indicated this should be adjusted to indicate an ongoing or continuing term.
Frank Judice reported the Committee did meet under the tutelage of Al Wilke and reviewed 16 items to be considered for cooperative activities. The Committee will meet again on Tuesday, November 25, 2003. At that time they will try to select approximately five of the items to focus their energy on. It is important to have both the Board of Education and the Board of Selectmen moving in a parallel manner and combining efforts. Mr. Judice stated town residents should not expect to see large cuts in taxes but better service for the same money. Town Manager Smith stated that are some items may need continual review by the committee.
Selectman Adams indicated efforts need to be coordinated with the Board of Education when developing the Hungary Road recreation property. Town Manager Smith stated a survey is in progress and should be ready for review by the end of the year.
Review 2004-2005 Budget Process
This agenda item included the Budget Guideline Process, the Budget Calendar, the CPPAC Process, Operations Forecast 2004-2009 and the Plus One Budget.
Town Manager Smith began by stating that before the guideline process was developed, the budget was pretty much a one shot deal. The Board of Selectmen and Board of Education presented to the Board of Finance and from there it went to the public. Very little information was provided and little input was received from the various Boards or Commissions.
Now, budget workshops review contractual obligations on both the Board of Education and town side, receive information regarding the impact of the state budget, receive public input and consider major items which might impact the budget. The ‘Budget Calendar’ helps serve as an outline for the complete process.
Information provided on CPPAC, some of which was reviewed tonight, included the CPPAC Mission Statement, Definition of Capital Project Improvements, the Annual Calendar for CPPAC, Capital Project Improvements Information Needs, and the Prioritization Process.
The Operations Forecast 2004-2009 was identified as a place holder or method of getting a project “on the table” along with identifying current needs and contractual obligations. Documentation provided to the Board was lengthy and included Operations Forecast 2004-2009, Small Capital Program 2005-2014, debt service and major capital improvements.
In conclusion the “Plus 1 Budget (2004-05” is recommended to the Board of Selectmen for their consideration and, once approved, is transmitted to the Board of Finance. According to the established budget guideline process, the Plus 1 Budget does not represent all final needs of the town that may be incorporated into the 2004-05 Budget. Salaries and contract adjustments are only estimates and adjustments of less than $5,000 are optional.
The meeting adjourned at 8:00 p.m.
Respectfully submitted,
William F. Smith, Jr.
Town Manager
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