These minutes are for informational purposes only. For official minutes please contact the Town Clerk's Office.

JUNE 20, 2000

REGULAR MEETING

1. CALL TO ORDER

Paul Henault, Chairman, called the Regular Meeting of the Board of Finance to order at 6:00 p.m. in the Main Meeting Room of the Simsbury Town Offices. The following members were present: James Belfiore, Peter Askham and Candace Fitzpatrick. Also present were Kevin Kane, Finance Director, Anita Mielert, First Selectman, and other interested parties.

2. APPROVE MINUTES FROM THE MAY 31, 2000 SPECIAL MEETING

Mr. Askham moved to approve the minutes of the May 31, 2000 Special Meeting. The motion was seconded by Ms. Fitzpatrick and carried unanimously.

3. SUSPENSE LIST

Ms. Fitzpatrick moved to accept the Suspense List submitted by Kathleen Hayes, Tax Collector. The motion was seconded by Mr. Askham and carried unanimously.

4. OPERATING BUDGET TRANSFERS

The board reviewed Mr. Kane's June 6, 2000 memos regarding General Fund (Addendum 1) and Special Revenue Fund (Addendum 2) budget transfers. Mr. Kane stated that these are cleanup items and are all within the budget. In response to Mr. Askham, Mr. Kane stated that $150,000 is being put aside for revaluation and $50,000 will be added to the Eno Hall Fund just as funds were set aside last year. Mr. Askham questioned how the funds for Eno Hall will be spent. Ms. Mielert responded that they are re-pointing the mortar between the tops of the windows and the top of the building and they are decorating the auditorium. She stated that in the future they will replace the bluestone walk in the front of the building and install air conditioning in the auditorium. Mr. Askham requested a recap of what funds have been authorized for Eno Hall and the 5 year plan for that facility. Chairman Henault also requested a list of how the funding is being spent. Ms. Mielert noted that Eno Hall has been on the BOS 5 year plan and was scheduled to be funded from surplus.

Ms. Fitzpatrick moved to approve the General Fund 99/00 budget transfers outlined in the June 6, 2000 memo from Kevin Kane and approve the Special Revenue Funds 99/00 budget transfers outlined in the June 6, 2000 memo from Mr. Kane. The motion was seconded by Mr. Belfiore and carried unanimously.

5. BUDGET TRANSFER REQUEST FROM RESERVES

• Meadowood Legal Counsel

Chairman Henault noted that the request is for $72,704.83 for Meadowood legal fees. Ms. Mielert pointed out that Robinson & Cole is giving the Town a 15% courtesy discount which has resulted in a blended rate of less than $160 per hour. She discussed the extraordinary number of land use meetings which have taken place and the fact that Robinson & Cole had to contract outside services.

Chairman Henault questioned how the bills received after July 1st will be funded. Mr. Kane stated that they will need to be paid from Reserves. Mr. Askham questioned whether the land use meeting scheduled for June 29th is included in this figure. Ms. Mielert responded that the June 29th meeting is included, as is the Conservation Commission meeting. She stated that $55,000 is the estimate from the attorneys, and includes the work begun on the litigation resulting from the Conservation Commission's denial of the original application.

Chairman Henault noted that there are contradictory figures within the letter requesting the transfer. Mr. Kane stated that he believes the amount needed is $72,704.83. Chairman Henault questioned the amount of Reserves which can be expected at the end of the fiscal year. Mr. Kane stated that with the BOE request he estimates $3,950,000 in Reserves. Ms. Fitzpatrick questioned what would happen to the funds if more funds are approved than are billed. Mr. Kane stated that the funds would show as a surplus and would be returned to the General Fund. He assured the board that they would not request using the excess for other purposes.

Ms. Fitzpatrick moved to approve the transfer from Reserves, in the amount of $72,704.83, to cover the existing and anticipated legal fees, due to Meadowood, through June 30, 2000. The motion was seconded by Mr. Belfiore and carried unanimously.

• Henry James Expansion Project

Chairman Henault stated that there is a $300,000 shortfall in the Henry James addition project (Addendum 3). He noted that the BOF previously approved $150,000 from Reserves and requested that the BOE come back if they needed additional funds. He pointed out that with the closing out of other BOE accounts the net impact to Reserves would be $10,013.27.

Mr. Kane stated that the funds from the other projects cannot be used to fund the Henry James addition project. He stated that the return of these appropriations has been included in his estimate of $3,950,000 in Reserves. Mr. Askham questioned whether the Tootin' Hills appropriation will result in turning back funds. Mr. Kane stated that the BOE is estimating turning back $400,000-$500,000.

Ms. Fitzpatrick moved to approve the $150,000 appropriation out of General Fund Reserves requested by the BOE for the completion of payment of Henry James first addition bills, with the understanding that they will be closing out some of their accounts listed on the June 15, 2000 memo to the BOF from Dr. Townsley, and that the net impact on the Town will be just slightly over $10,000. The motion was seconded by Mr. Belfiore.

Mr. Askham requested an accounting of the over-runs at Henry James and the anticipated return of funds from the Tootin' Hills appropriation.

The vote was unanimous. The motion carried.

6. CENTER AREA / STREETSCAPE, SPECIAL REVENUE FUND

The board discussed Mr. Kane's June 8, 2000 letter regarding the establishment of a Streetscape Special Revenue Fund (Addendum 4). Mr. Askham pointed out that the letter from Westminster School refers to an annual contribution. Ms. Mielert stated that Westminster School expects to continue to make contributions. Mr. Kane noted that it is not legally binding that Westminster School make contributions to the Town. He explained that Westminster School determined that some of their property should be tax exempt and the Town requested payment in lieu of taxes. Mr. Askham questioned how the contribution was handled last year. Mr. Kane stated that the funds went into the General Fund. Ms. Mielert noted that this year the funds will be spent on the Streetscape project and establishing a Special Revenue Fund creates the ability for additional donations.

Mr. Belfiore moved to establish the Center Area / Streetscape Project Special Revenue Fund, pursuant to the June 8, 2000 letter to the BOF from Kevin Kane. The motion was seconded by Ms. Fitzpatrick and carried unanimously.

7. OTHER BUSINESS

Mr. Askham stated that he attended the subcommittee meeting which resulted from the joint meeting with the EDC and land use boards. He reported that the subcommittee discussed their charge and addressing the pre-application process. He stated that the subcommittee will hold future meetings and provide minutes.

Chairman Henault noted that the Annual Reports are available. He suggested that next year the BOF request volunteers to assist with the Annual Report.

8. ADJOURNMENT

Ms. Fitzpatrick moved to adjourn the meeting at 6:54 p.m. The motion was seconded by Mr. Askham and carried unanimously.