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November 16, 2005 Minutes
TOWN OF EAST WINDSOR
BOARD OF FINANCE MEETING
November 16, 2005


The Board of Finance meeting was called to order at 7:39 p.m. at the East Windsor Town Hall.

Members Present:  
Paul Catino, Chairman
Gilbert Hayes
Dale Nelson
Jack Mannette
William Dove
Linda Roberts, First Selectman
Mary Szabo, Town Treasurer

Members Absent:
        Albert Floyd, Secretary
Denise Sabotka
Edward Farrell

        


APPOINTMENT OF ALTERNATES

Motion:  To move Dale Nelson from an alternate member of the Board to a full voting member.

         Mr. Hayes / Mr. Dove / Unanimous

Motion:  To move Jack Mannette from an alternate member of the Board to a full voting member.

         Ms. Nelson / Mr. Dove / Unanimous


PREVIOUS MINUTES

Regular Meeting  - October 19, 2005.  

Motion:  To approve the minutes of the October 19, 2005 Board Meeting.

        Ms. Nelson / Mr. Mannette / Unanimous



MOTION:  To go OUT OF ORDER  to discuss New Business, Item B.

        Mr. Mannette / Mr. Hayes / Unanimous


VI.     NEW BUSINESS

Proposed Developers Agreement/North Road Sewer

Present were Paul Anderson, Chairman of Water Pollution Control Authority (WPCA), Kevin Leslie, Superintendent and Atty.  Hal Cummings, representing the WPCA.  Mr. Leslie distributed a Debt Service Schedule along with the breakdown of  4 potential scenarios for projected revenues as a result of implementing the North Road Sewer Project, as described in Exhibit A attached hereto and made a part hereof.  It was discussed that the $500,000 to be paid back would be achieved through projected tax revenue billed out over the 5 year period.  Pay back could be delayed up to 6 years if certain conditions are met.  Atty. Cummings referenced page 6, paragraph B of the Agreement, wherein it states that any shortfall of the balance due that is not covered by generated revenues would be deferred to the next year.  The question was asked as to whether or not the Town could be guaranteed a minimum of $29,000 of generated revenue for year 1.  The WPCA commented that it is reasonable to assume we will meet that number plus, because there are people waiting and requesting to be connect to the sewer line.

The planned project consists of 220 units going into the apartment complex.  The connection fee is waived for those units, however, if the developers expand the project and put in additional units over the 220 units, each unit (family dwelling) will pay a connection charge.  The facility connection charge is $5,000 per family unit.  A 2-family home would pay a connection charge for each unit within that home, which is equivalent to 2 connection fees.  This project also includes a new pump station.  

There are three (3) charges on the table that are part of this project:

1.      User Fee – annual fee for every unit or business to use the sewer line, which is paid to the WPCA.
2.      Facility Connection – A one time charge to connect to the sewer line.  Recuperates the cost of the project.
3.      Benefit Assessment – Improvement to property or benefit to tax payer whether they hook up or not.

The next steps are a Public Hearing.  

Motion:  Based upon the presentation made by the EWWPCA with regard to the proposed Developers Agreement between S.L. Chapman and the Town of East Windsor, the Board of Finance supports that this agreement be presented to a Public Hearing.

        Mr. Mannette / Mr. Hayes / Chairman Catino Nay
        Motion Passed 4-1 Majority Rule

        Chairman Catino is concerned and uncomfortable with the procedure of going to Public Hearing before the Board of Selectman has made a final motion on this matter.


  *** RETURN TO AGENDA ORDER ***


COMMUNICATIONS

No discussions.


TREASURER’S REPORT

See Treasurer’s report to the Board of Finance marked Exhibit B attached hereto and made a part hereof.  Discussion held on the Police Department issue of  overtime spent is already 74.24%, however, their bottom line is ok.  This issue should be directed to the Police Commission.  It was requested that the Treasurer put together a sketch of where this matter stands YTD (year-to-date) over the past two years.    It was also discussed that the Auditors Report could not be prepared due to issues that arose with new software that was installed.  (See more detailed explanation in Exhibit B under Miscellaneous).  The Treasurer has advised that they are trying to have the Auditors Report complete by December 15th.

Motion:  To accept the Treasurer’s report dated November 16, 2005 as is.

        Mr. Hayes / Ms. Nelson / unanimous



REQUESTS/RECOMMENDATIONS FROM THE BOARD OF SELECTMEN    

To recommend to the Board of Finance to transfer the balance from the Prospect Hill Road sewer project line (1-08-55-1025-7-799-0721-2) in the Capital & Non Recurring to the document imaging line (1-08-55-1025-7-799-0630-0) to digitize the sewer maps and add the layer onto the Town’s GIS mapping.  

Kevin Leslie of EWWPCA advised the Board that the cost is slightly under $20,000 and there is slightly under $20,000 in the account.  Per the Treasurer, the balance is $25,996.65 and it is believed that all the bills have been paid with the exception of maybe 1 or 2 small ones for $100.  It was requested that the entire balance be transferred and that no money be left in the account since the project is now done.  

Motion:  To recommend a transfer of  the unencumbered balance from the Prospect Hill Road sewer project line (1-08-55-1025-7-799-0721-2) in the Capital & Non Recurring to the document imaging line (1-08-55-1025-7-799-0630-0) to digitize the sewer maps and add the layer onto the Town’s GIS mapping.  

        Ms. Nelson / Mr. Dove / unanimous



OLD BUSINESS

Letter to Town department, agencies and commissions regarding input for Annual Report.

The Annual Report has approximately 37 categories.  Not including the input given tonight by the Treasurer, there is still 18 missing which is about 1/3 of the report and there is not enough to go to Press.  This is due by the end of the year, and part of the report must include the Auditors Report, which won’t be done until mid-December.  Mr. Dove doesn’t believe he will be able to reproduce it by December 31st given the Christmas holiday.  

It was decided that everything will be put together and a section will be held for the Auditors Report.  Once he received the report, he will bring it directly to the printer.  

Recording Secretary List of Duties

The chairman will obtain the electronic version of the Recording Secretary’s List of Duties and we will add in the additional information discussed at the October 19th meeting.



NEW BUSINESS

Department Audits for Discussion – Fire and Cemetery – 3-Tier Audit Requirements and Final Structure of Fire Departments.

A 3 Tier proposal was discussed in the October 19th meeting:

1)      Less than $25,000 – no Audit is required, however would request a letter justifying expenses
2)      $25,000 - $75,000 – Audit required every OTHER year.
3)      Above $75,000 – Mandatory Audit EVERY year.

The second piece of this matter concerns the Fire Department Structure falling under administration of the Town.  Operating budget be controlled as a town budget.  Both Departments need to report the same way.  

Proposal:
1)      Want missing audit
2)      Want structure for Audit.

No action taken at this time – further discussions needed.


Proposed Developers Agreement/North Road Sewer

*** Discussed OUT OF ORDER after Minutes Accepted***


Review of 2006 Meeting Schedule

Chairman reviewed the schedule for 2006 and they are all scheduled for the 3rd Wednesday of each month and it was decided by consensus that the schedule is approved.



ADJOURNMENT

Motion:  To adjourn at 10:14 p.m.   

Ms. Nelson / Mr. Hayes / unanimous


A Side Note From The Chairman:  He wanted to give a special Thank You to the Board of Finance members ending their term and indicated to them that they have all been a big help to this Board and will be greatly missed.


Respectfully submitted,


Lori P. Holden
Recording Secretary