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May 18, 2005 Minutes
EAST WINDSOR BOARD OF FINANCE
EAST WINDSOR, CONNECTICUT


MINUTES OF REGULAR MEETING OF MAY 18, 2005


I.      COMMUNICATIONS
        
           Invoice #30844 from Penny, Botticello, O’Brien & Higgins, P.C.

Distributed

Minutes of BOS meeting of April 4, 2005

Distributed

Minutes of BOS meeting of May 3, 2005

Distributed

Treasurer’s revenue, budget and other misc. reports

Distributed

II.     ADDED AGENDA ITEMS

        
III.    PREVIOUS MINUTES

        All Board of Finance minutes listed below were sent electronically (through e-mail) at the request of
        Clerk Al Floyd.

        A.      Mr. Farrell moved, and Mr. Floyd seconded, a

                MOTION:  To approve the minutes of March 9, 2005.

                Mr. Floyd moved, and Mr. Farrell seconded, a

                MOTION:  To approve the minutes of March 16, 2005

                Mr. Floyd moved, and Ms. Nelson seconded, a

                MOTION:  To approve the minutes of March 22, 2005.

                Ms. Nelson moved, and Mr. Farrell seconded, a

                MOTION:  To approve the minutes of March 23, 2005.

                Mr. Farrell moved and Mr. Floyd seconded, a

                MOTION:  To approve the minutes of April 19, 2005

                Mr. Farrell moved, and Mr. Dove seconded, a

                MOTION:  To approve the minutes of April 20, 2005.

                Mr. Dove moved, and Mr. Farrell seconded, a

                MOTION:  To approve the minutes of May 2, 2005.

                All minutes listed above were approved by the Board.

        Ms. Sabotka said that she did not receive any of the minutes, therefore, she abstained from
        voting on all of them.

        A discussion followed regarding whether or not to continue sending minutes electronically or
        including a hard copy in the Board’s meeting packets.  

Mr. Catino directed Ms. Nolan to continue to send the minutes electronically.  He added that if
the Board has a problem, in any way, receiving minutes this way, the Board will go back to
including hard copies of the minutes in the Board packets.

        Mr. Catino asked why the police chief was not invited to this meeting to answer questions that
        the Board had.  Board members agreed that there was too much on this agenda to have
        included the police matter.


IV.     PUBLIC INPUT

        None


V.      TREASURER’S REPORT

The Board welcomed Mary Szabo back from her leave.

        A.      Need to approve appointment of auditor

        Ms. Szabo said that an auditor had to be appointed.  Ms. Szabo presented a form that
        needed to be approved by the Board and signed by the Chairman.  The Board gave
        permission to Mr. Catino to sign the form, which he did.

        B.      Need to approve letter to departments re: fiscal year end closing

                Ms. Szabo presented a copy of a memo concerning fiscal year closing procedures that she
                would send to all Town departments.  In the memo, she would state that any bills not
                received by June 10, 2005, would be carried over to the next budget year.  The Board
                approved the memo.  The Board discussed a procedure that would require department
                heads to sign off when they receive the memo from the treasurer.

                The Board also discussed the transfer of funds within department budget lines. Ms. Roberts
                said that past practice has been that in order to move funds from any line to the salary line, it
                would require Board of Finance approval.  Mr. Farrell said that there should be some
                executive control over all transfers.  Ms. Roberts said that department heads work hard to run
                their departments appropriately and that it would be very time consuming for her to review
                every transfer.  The Board indicated that it wants to see a transfer-review process.  After the
                budget season, the Board will hold workshops to discuss this issue in detail.  

                Upon motion by Ms. Sabotka, seconded by Mr. Floyd, it was unanimously

                VOTED:  To approve the treasurer’s report.


VI.     COMMITTEE/CHAIRPERSON’S REPORT

        None


VII.    LAWSUITS AND POTENTIAL LIABILITY

        None

        
VIII.   RECOMMENDATIONS FROM THE BOARD OF SELECTMEN

Recommendation for added appropriations:

A.      $1,330 to Human Services

        Upon motion by Ms. Nelson, seconded by Mr. Floyd, it was unanimously

VOTED:  To approve the $1,330 added appropriation to be taken from the Contingency Account--$1,066 to be transferred to Account 1-01-20-5235-1-100 and $264 transferred to Account 1-01-20-5235-1-106.

B.      $15,000 to the Highway Department

        Upon motion by Mr. Dove, seconded by Ms. Nelson, it was unanimously

VOTED:  To approve the $15,000 added appropriation to be taken from the Contingency Account--$14,607.56 to be transferred to Account 1-01-25-3180-1-100 and $392.44 transferred to Account 1-01-25-3180-1-106.

C.      $4,520 to the Assessor

Upon motion by Mr. Farrell, seconded by Mr. Dove, it was unanimously

VOTED:  To approve the $4,520 added appropriation to be taken from the Contingency Account--$3,090 to be transferred to Account 1-01-10-1035-1-100; $630 transferred to Account 1-01-10-1035-1-101; $800 transferred to Account 1-01-10-1035-3-390.

D.      $1,625 to the Tax Collector

        Upon motion by Ms. Sabotka, seconded by Mr. Farrell, it was unanimously

VOTED:  To approve the $1,625 added appropriation to be taken from the Contingency Account--$625 to be transferred to Account 1-01-10-1040-8-800 and $1,000 transferred to Account 1-01-10-1040-5-545.

E.      $3,005 to the Treasurer

        Upon motion by Mr. Farrell, seconded by Mr. Floyd, it was unanimously

VOTED:  To approve the $3,005 added appropriation to be taken from the Contingency Account--$2,080 to be transferred to Account 1-01-10-1025-1-100; $500 transferred to Account 1-01-10-1025-1-101; $425 transferred to Account 1-01-10-1025-1-102.

F.      $2,300 to Town Property

        Upon motion by Ms. Nelson, seconded by Ms. Sabotka, it was unanimously

VOTED:  To approve the $2,300 added appropriation to be taken from the Contingency Account and transferred to Account 1-01-10-1085-1-100.

G.      $6,071 to the Senior Center

The purchase of the telephones at a cost of $272 was done before a purchase order was submitted, which is against policy that states that all purchase orders must be issued prior to purchase.   A discussion followed.  

        Upon motion by Ms. Sabotka, seconded by Ms. Nelson, it was unanimously

VOTED:  To approve the $6,071 added appropriation to be taken from the Contingency Account--$2,233 to be transferred to Account 1-01-10-1130-6-620; $272 transferred to Account 1-01-10-1130-5-542; $3,446 transferred to Account 1-01-10-1130-1-121; $120 transferred to Account 1-01-10-1130-1-102.
        
H.      $392.64 to the Building Department

Upon motion by Ms. Sabotka, seconded by Mr. Farrell, it was unanimously

VOTED:  To approve the $392.64 added appropriation to be taken from the Contingency Account and transferred to Account 1-01-10-1125-1-100.

The Building Department director also asked to move money from Account 1-01-10-1125-4-430 to Accounts 1-01-10-1125-1-100 and 1-01-10-1125-1-106, which the Board approved.

        
IX.     OLD BUSINESS

        None


X.      NEW BUSINESS

        A.      Request from Tax Collector to transfer to suspense of Uncollectible unpaid taxes

                Upon motion by Mr. Regina, seconded by Ms. Sabotka, it was unanimously

                VOTED:  To transfer uncollectible unpaid taxes to the suspense tax book in the amount of
                $49,603.97.

        B.      Request from Town Clerk to transfer funds from Professional Services to Part Time Salary
                Account

                Upon motion by Mr. Dove, seconded by Mr. Farrell, it was unanimously

                VOTED:  To transfer $3221.07 from Account #1-01-10-1030-3-330-000-0 to Account 1-01-
                1030-1-101-0000-0.

        C.      Request from Building Department to transfer finds from Vehicle maintenance to two salary
                Accounts

Upon motion by Mr. Farrell, seconded by Ms. Sabotka, it was unanimously

VOTED:  To transfer $1,058 from Account 1-01-10-1225-4-430 to Account 1-01-10-1125-1-
100 and $23 from 1-01-10-1225-4-430 to Account 1-01-10-1125-1-106.
        
        D.      Ms. Robert reported that she had received a consent order for public water in the area of Barber Hill and Neiderwerfer Rd.  East Windsor would have to pay for an engineer study, which could cost $8,00 to $10,000.  The town could be reimbursed by the DEP.  The Board of Selectmen will make a recommendation to the Board of Finance for an appropriation before July 1, 2005.  


XI.     ADJOURNMENT

        Upon motion by Mr. Dove, seconded by Ms. Sabotka, it was unanimously

        VOTED:  To adjourn at 9:25 p.m.

Respectfully submitted,

Linda Nolan
Recording Secretary