Board of Finance Minutes-Special Meeting-4/24/13
BOARD OF FINANCE
SPECIAL MEETING - 8:45 PM
APRIL 24, 2013
CALL TO ORDER
Paul Henault, Chairman, called the Special Meeting for the Board of Finance to order at 8:45 P.M. on Wednesday, April 24, 2013 in the Amphitheater of Simsbury High School located at 34 Farms Village Road, Simsbury, CT. The following members were also present: Peter Askham, Jeff Blumenthal, Nicholas Mason and Barbara Petitjean. Also present were Mary Glassman, First Selectmen; Matt Curtis, Superintendent of Schools; Mary Ann Harris, Finance Director; Tom Cooke, Director of Administrative Services; Burke LaClair, Board of Education Business Manager; Lydia Tedone, Chair of Board of Education; Gerald Toner, Culture, Parks & Recreation; Rich Sawitzke, Town Engineer; Leslie Faraci, Commissions Clerk and other interested parties.
1. Approve Minutes - March 27, 2013 - Regular Meeting & April 9, 2013 - Public Hearing
Mr. Mason made a motion to approve the minutes of the March 27, 2013 Regular Meeting of the Board of Finance as presented. Mr. Blumenthal seconded the motion which was unanimously approved.
Ms. Petitjean made a motion to approve the April 9, 2013 Public Hearing Board of Finance minutes as presented. The motion was seconded by Mr. Mason and was unanimously approved.
2. Discussion and possible action on proposed 2013/14 Capital Improvement Plan
Mr. Henault reviewed some of the proposed changes to the CIP. He then briefly discussed the projected mill rate. The issue of capitalizing on the current favorable interest rate environment was discussed as it relates to pushing some capital improvement projects out into further years. The board members provided their thoughts on the subject with varying opinions. Mr. Sawitzke spoke about the potential problems resulting from pushing some of the projects out.
Ms. Petitjean asked about the long term road maintenance program and said she would like to get a better understanding on that topic. Some procedural items were then discussed regarding bonding amounts and sending items to referendum.
FARMINGTON RIVER STREAM BANK
Ms. Petitjean made a motion to waive the reading of the referendum. Mr. Blumenthal seconded the motion, which passed unanimously.
Ms. Petitjean introduced the following resolution, which was seconded by Mr. Mason:
RESOLVED that the Board of Finance recommends the appropriation by the Town of Simsbury from the Sewer Use Fund of ONE MILLION FORTY-SEVEN THOUSAND THREE HUNDRED DOLLARS ($1,047,300) for stabilization of the Farmington River Stream bank to protect existing interceptor sewer, contemplated to include clearing the stream bank, grading, placing filter stone & fabric, large rock armoring, and environmental remediation. The appropriation may be spent for survey fees, engineering and other consultants’ fees, equipment, and other expenses related to the project. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project.
The resolution was approved by 5 votes in favor and 0 votes opposed.
EMERGENCY GENERATOR IMPROVEMENTS
Mr. Blumenthal made a motion to waive the reading of the referendum. Mr. Mason seconded the motion, which passed unanimously.
Mr. Blumenthal introduced the following resolution, which was seconded by Ms. Petitjean:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury from General Fund Reserves of ONE HUNDRED SIXTY-EIGHT THOUSAND DOLLARS ($168,000) for emergency generator improvements contemplated to include: Tariffville School emergency shelter use study, generator, switch & re-circuit; Building & Grounds Service Center 30 kw generator & switch; High School Shelter re-circuit to serve kitchen; Library re-circuit to serve boilers for mobile hook-up; Eno Memorial Hall re-circuit to serve boilers, for mobile hook-up; EOC/Dispatch Center backup generator, switch & re-circuit. The appropriation may be spent for design, engineering and other consultants’ fees, acquisition, installation and equipment costs, legal fees, and other expenses related to the project. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project.
The resolution was approved by 5 votes in favor and 0 votes opposed.
TOWN OFFICES IMPROVEMENTS
Mr. Blumenthal made a motion to waive the reading of the referendum. Ms. Petitjean seconded the motion, which passed unanimously.
Mr. Blumenthal introduced the following resolution, which was seconded by Mr. Mason:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury from General Fund Reserves of ONE HUNDRED SEVEN THOUSAND ONE HUNDRED TWENTY DOLLARS ($107,120) for Town Offices HVAC, carpeting, and Main Meeting Room updates, contemplated to include: first floor carpet replacement; energy efficiency improvements to the HVAC system: and refurnishing of meeting room, including replacement of carpeting, desk, chair, drapes, wall coverings, layout improvements and audio/visual equipment. The appropriation may be spent for design fees, acquisition, installation and equipment costs, legal fees, and other expenses related to the project. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project; and that the Town issue bonds or notes and temporary notes in an amount not to exceed $242,000 to finance the appropriation.
The resolution was approved by 5 votes in favor and 0 votes opposed.
TOWN TELEDATA INFRASTRUCTURE
Ms. Petitjean made a motion to waive the reading of the referendum. Mr. Blumenthal seconded the motion, which passed unanimously.
Ms. Petitjean introduced the following resolution, which was seconded by Mr. Blumenthal:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury from General Fund Reserves of ONE HUNDRED TWENTY-FIVE THOUSAND DOLLARS ($125,000) for Town teledata infrastructure improvements contemplated to include a fiber cable connection among the Town Offices, Eno Memorial Hall and the Water Pollution Control facility, along with related splice points and related equipment. The appropriation may be spent for design, engineering and other consultants’ fees, site work, construction, installation and equipment costs, legal fees, and other expenses related to the project. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project.
The resolution was approved by 5 votes in favor and 0 votes opposed.
ENO MEMORIAL HALL ROOF REPAIRS
Ms. Petitjean made a motion to waive the reading of the referendum. Mr. Mason seconded the motion, which passed unanimously.
Ms. Petitjean introduced the following resolution, which was seconded by Mr. Blumenthal:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury from the Special Revenue Trust Fund of ONE HUNDRED SEVENTEEN THOUSAND SIX HUNDRED SEVENTY DOLLARS ($117,670) for Eno Memorial Hall roof repairs contemplated to include the repointing of 4 chimneys, and improvements to the roofs over the Blue Room, the DAR area and the two flat roofs over each stairwell entry. The roof repair also encompasses the replacement of missing slate roofing tiles. The appropriation may be spent for design, engineering and other consultants’ fees, construction and equipment costs, legal fees, and other expenses related to the project. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project.
The resolution was approved by 5 votes in favor and 0 votes opposed.
SENIOR/COMMUNITY CENTER DESIGN
Ms. Petitjean made a motion to waive the reading of the referendum. Mr. Blumenthal seconded the motion, which passed unanimously.
Mr. Askham introduced the following resolution, which was seconded by Mr. Blumenthal:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury of TWO HUNDRED FOUR THOUSAND FIVE HUNDRED DOLLARS ($204,000) for design of improvements to the Senior/Community Center. The appropriation may be spent for design, engineering and other consultants’ fees, site work, construction and equipment costs, legal fees, net temporary interest and other financing costs, and other expenses related to the project and its financing. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project; and that the Town issue bonds or notes and temporary notes in an amount not to exceed $204,000 to finance the appropriation.
The resolution was approved by 3 votes in favor and 2 votes opposed.
TRUCK WASH
Ms. Petitjean made a motion to waive the reading of the referendum. Mr. Mason seconded the motion, which passed unanimously.
Mr. Mason introduced the following resolution, which was seconded by Ms. Petitjean:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury of TWO HUNDRED FIFTY-SEVEN THOUSAND FIVE HUNDRED DOLLARS ($257,000) for Installation of the Department of Public Works Truck Wash. The appropriation may be spent for design, engineering and other consultants’ fees, site work, construction and equipment costs, legal fees, net temporary interest and other financing costs, and other expenses related to the project and its financing. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project; and that the Town issue bonds or notes and temporary notes in an amount not to exceed $257,000 to finance the appropriation.
The resolution was approved by 5 votes in favor and 0 votes opposed.
TOWN OFFICES ROOF REPLACEMENT
Mr. Blumenthal made a motion to waive the reading of the referendum. Mr. Mason seconded the motion, which passed unanimously.
Mr. Blumenthal introduced the following resolution, which was seconded by Ms. Petitjean:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury of TWO HUNDRED THIRTY-TWO THOUSAND DOLLARS ($232,000) for roof replacement at the Town Offices including the flat roofs over the Board of Education offices, the vault and the cat walk. The appropriation may be spent for design, engineering and other consultants’ fees, site work, construction and equipment costs, legal fees, net temporary interest and other financing costs, and other expenses related to the project and its financing. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project; and that the Town issue bonds or notes and temporary notes in an amount not to exceed $232,000 to finance the appropriation.
The resolution was approved by 5 votes in favor and 0 votes opposed.
SQUADRON LINE SCHOOL BOILERS
Mr. Blumenthal made a motion to waive the reading of the referendum. Mr. Mason seconded the motion, which passed unanimously.
Mr. Blumenthal introduced the following resolution, which was seconded by Mr. Mason:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury of EIGHT HUNDRED FIFTY THOUSAND DOLLARS ($850,000) for replacement of 1968 boilers at Squadron Line School with more energy efficient gas system, improved drainage and ventilation systems. The appropriation may be spent for design, engineering and other consultants’ fees, site work, construction, installation and equipment costs, legal fees, net temporary interest and other financing costs, and other expenses related to the project and its financing. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project; and that the Town issue bonds or notes and temporary notes in an amount not to exceed $850,000 to finance the appropriation.
The resolution was approved by 5 votes in favor and 0 votes opposed.
TOWN CENTER INFRASTRUCTURE IMPROVEMENTS
Mr. Mason made a motion to waive the reading of the referendum. Mr. Blumenthal seconded the motion, which passed unanimously.
Ms. Petitjean introduced the following resolution, which was seconded by Mr. Askham:
RESOLVED that the Board of Finance recommends and approves the appropriation by the Town of Simsbury of FIVE HUNDRED FORTY THOUSAND DOLLARS ($540,000) for infrastructure improvements in the Town Center Area, as defined in the Charrette Study, contemplated to include sidewalk, landscaping, lighting, drainage, sewers and underground utilities improvements. The appropriation may be spent for design, engineering and other consultants’ fees, site work, construction, installation and equipment costs, legal fees, net temporary interest and other financing costs, and other expenses related to the project and its financing. The Board of Selectmen may determine the particulars, and may reduce or modify the scope, of the project, and the entire appropriation may be spent on the reduced or modified project; and that the Town issue bonds or notes and temporary notes in an amount not to exceed $540,000 to finance the appropriation.
The resolution was approved by 5 votes in favor and 0 votes opposed.
BONDING TERMS
Mr. Askham introduced the following resolution, which was seconded by Mr. Blumenthal:
RESOLVED, that the Board of Finance of the Town of Simsbury recommends (1) that any bonds issued to implement the various capital improvement projects recommended at this meeting be issued for a term not to exceed ten years, (2) that the maximum term of any bonds issued to refund any bond anticipation notes be reduced by the period of time that bond anticipation notes are outstanding in excess of two years, and (3) that the Town retire any such notes which are outstanding in excess of two years in an amount equal to at least 1/10th or ______, as applicable, of such notes no later than three years from the date of initial note borrowing and again no later than four years from the date of initial note borrowing.
The resolution was approved by 4 votes in favor and 1 abstention.
3. Discussion and possible action on proposed 2013/14 Operating Budgets
I, Mr. Mason, make a motion to approve the 2013-2014 Board of Selectmen Operating Budget in the Amount of $18,347,575 . Mr. Blumenthal seconded the motion which was approved by 5 votes in favor and 0 votes opposed.
I, Mr. Blumenthal, make a motion to approve the 2013-2014 Board of Education Operating Budget in the Amount of $64,918,869. Ms. Petitjean seconded the motion which was approved by 5 votes in favor and 0 votes opposed.
I, Mr. Blumenthal, make a motion to approve the 2013-2014 Non-Public School Operating Budget in the Amount of $531,399. Mr. Mason seconded the motion which was approved by 5 votes in favor and 0 votes opposed.
I, Ms. Petitjean, make a motion to approve the 2013-2014 Debt Retirement Operating Budget in the Amount of $6,284,175. Mr. Blumenthal seconded the motion which was approved by 5 votes in favor and 0 votes opposed.
I, Mr. Mason, make a motion to approve the Capital Non-recurring fund budget in the amount of $1,167,101. Mr. Blumenthal seconded the motion which was approved by 5 votes in favor and 0 votes opposed.
I, Mr. Blumenthal, make a motion to approve the 2013-2014 Sewer Use Operating Budget in the Amount of $2,895,445. Mr. Mason seconded the motion which was approved by 5 votes in favor and 0 votes opposed.
I, Mr. Blumenthal, make a motion to approve the 2013-2014 Residential Rental Properties Operating Budget in the Amount of $55,655. Ms. Petitjean seconded the motion which was approved by 5 votes in favor and 0 votes opposed.
I, Ms. Petitjean, make a motion to approve the 2013-2014 Simsbury Farms Fund Operating Budget in the Amount of $1,914,200. Mr. Blumenthal seconded the motion which was approved by 5 votes in favor and 0 votes opposed.
Mr. Henault made the following resolution:
Pursuant to Section 808 of the Town Charter the following motions were introduced at the Special Meeting of the Board of Finance on April 24, 2013:
Be it resolved, that the appropriation recommended and approved by the Board of Finance for the purposes of paying the expenses of the Board of Education annual budget for the fiscal year ending June 30, 2014, shall be approved and implemented in the amount of $64,918,869.
Be it resolved, that the appropriation recommended and approved by the Board of Finance for the purposes of paying the expenses of the Board of Selectmen annual budget for the fiscal year ending June 30, 2014, shall be approved and implemented in the amount of $18,347,575.
Be it resolved, that the appropriation recommended and approved by the Board of Finance for the purposes of paying the expenses of Sewer Use Fund (Sewer Treatment Plant), Residential Rental Properties, Simsbury Farms/Special Programs, Non-Public Schools, Debt Retirement and Capital Non-Recurring annual budgets for the fiscal year ending June 30, 2014, shall be approved and implemented in the amount of $12,847,975.
In Accordance with Sections 406 (Automatic Referendum) and 808 (Duties of the Board of Finance on the budget) of the Charter, the recommended operating budgets will be submitted to a referendum in the following forms:
Questions for Referendum Ballot:
1. Shall the appropriation recommended and approved by the Board of Finance for the purposes of paying the expenses of the Board of Selectmen annual budget for the fiscal year ending June 30, 2014, be approved and implemented in the amount of $18,347,575?
2. Shall the appropriation recommended and approved by the Board of Finance for the purposes of paying the expenses of the Board of Education annual budget for the fiscal year ending June 30, 2014, be approved and implemented in the amount of $64,918,869?
3. Shall the appropriation recommended and approved by the Board of Finance for the purposes of paying the expenses of Sewer Use Fund(Sewer Treatment Plant), Residential Rental Properties, Simsbury Farms/Special Programs, Non-Public Schools, Debt Retirement and Capital Non-Recurring annual budgets for the fiscal year ending June 30, 2014, be approved and implemented in the amount of $12,847,975?
Mr. Askham seconded the resolution which was approved by 5 votes in favor and 0 votes opposed.
4. Request to establish Special Revenue Fund for Use of Playing Fields
Ms. Glassman provided some information regarding this request. Mr. Toner also provided some insight regarding this issue.
Ms. Petitjean made a motion to approve the establishment of a Special Revenue Fund for Use of Playing Fields. The motion was seconded by Mr. Blumenthal and was unanimously passed.
5. Request to change the scope of the Special Revenue Fund for the Paw Meadow Dog Park
Ms. Glassman explained why this request was made which will allowed for continued maintenance with donated funds they continue to receive for the Dog Park.
Mr. Blumenthal made a motion to approve the change of scope of the Special Revenue Fund for the Paw Meadow Dog Park. Mr. Mason seconded the motion, which was unanimously passed.
6. Request to amend CNR line item description for truck to include mower attachment.
Mr. Toner provided some information regarding this request for the Board members.
Mr. Mason made a motion to approve the amendment of the CNR line item description for truck to include mower attachment. The motion was seconded by Mr. Blumenthal and was unanimously passed.
Mr. Blumenthal made a motion to adjourn the special meeting of the Board of Finance on Wednesday, April 24, 2013 at 10:28PM. The motion was seconded by Ms. Petitjean and was unanimously approved.
Respectfully submitted,
____________________________________ ______________________________
Paul Henault, Chairman Leslie U. Faraci, Commissions Clerk