City of Derby Board of Apportionment & Taxation MEETING. March 21, :00pm JOAN WILLIAMSON ALDERMANIC CHAMBERS

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1 MEETING 7:00pm JOAN WILLIAMSON ALDERMANIC CHAMBERS Howard Bradshaw James Butler Christopher Carloni Carlo Malerba, Jr. Shirley Miani Louis Oliwa Rose Pertoso Sam Pollastro, Jr. Phyllis Sochrin Judy Szewczyk, Chairperson Ms. Szewczyk opened the meeting at 7:03 PM with the Pledge of Allegiance. Roll Call Present: Mr. Bradshaw, Mr. Butler, Mr. Carloni, Mr. Malerba, Jr., Ms Miani, Mr. Pollastro, Jr. Ms. Szewczyk. Ms. Pertoso arrived late. Absent: Mr. Oliwa and Ms. Sochrin (Excused) Additions, Deletions and Corrections to Agenda Mr. Coppola said there was one correction on the agenda. On page 2 under the Highway Department, line 2 should have read From Account Mr. Garofalo added that there is a 7a on the agenda, it was added in time, and passed out copies of the new agenda to everyone. Ms. Szewczyk asked to put in #15, to go over the budget and where we stood with the process. A motion was made by Mr. Malerba and seconded by Mr. Carloni, to accept all the changes. Public Portion No one from the Public spoke. 1

2 Motion to Approve Minutes of Meeting of February 16, 2016 A motion was made by Mr. Pollastro and seconded by Ms. Miani to put the minutes on file as there were not enough of the correct members present to approve the minutes. Treasurer s Report On Saturday, I, Mr. DiCenso and Ms. Szewczyk met as the Board of Appeals. We met from 8:15 AM until 4:15 PM. We had 25 appeals. It is the first time in all the years that I have been doing these assessment appeals that I have seen the plight of people, and how they are feeling. It is really evident that people are hurting in this economy. By next week we will be having some adjustments on some of them. There will be an adjustment to the grand list. We did reject one that was over a million dollars. We will have this available for you as you prepare for the budget season. The Capitol Planning schedule has been sent to all the Department Heads and we should have that information in the next couple of weeks. The Capitol Planning Commission will be meeting and Capitol Planning will catch up with the budget process. Turf Field Update by Dr. Matthew Conway, Supt. of Derby Public Schools Dr, Conway said he had spoken to Representative Conroy regarding the application before the Bond Committee. They would like us to enhance the application. 100% is funding through the Bond Commission, and in Phase 2, they want to know what role or part or support the city may be doing. The Field House, would be reimbursed at 74%, and that is on ½ million dollars. The city s portion would be $130,000, which could possible come from the Capitol budget. Mr. Malerba asked if BOAT had to approve this, and Mr. McLiverty explained that if it goes to Capitol, then the request would have to go to the Board of Alderman for approval before it came to BOAT. We could not use LOCIP, that would double dipping. Dr. Conway thanked the board. Security Improvement to Derby City Hall. Mr. Garofalo presented a letter to the members, explaining the proposed Security Improvements to City Hall. He explained that the first phase would be to install a wall in front of what is now the Registrar of Voters and Veterans Office, and installing a security door between the Assessor s office and this space. The second phase would transfer both the Tax Collector and WPCA offices to this new area. The Registrar s office would move into the area now occupied by the tax office and the WPCA, and the Veteran s Office would move to the second floor currently occupied by the WPCA office assistant. The total cost for the entire project should not exceed $10, The construction work will be done in house by the Public Works Department, the security cameras need to be moved as well as repositioning of the telephone data, lighting, and HVAC will need to take place. The alternative would have been to build security measures in the existing Tax Collector/WPCA/Town-City Clerk area, and the estimated cost would be in excess of $25, All pricing estimates were put together by Mr. Henry Domurad and Mr. Anthony DeFala, Sr. Mr. Domurad advises that no 2

3 additional appropriation will be needed at this time as there is money available in the City Hall Maintenance Account. It is anticipated that the work will begin after the April 26, 2016 Presidential Preference Primary so it will completed before Tax Collection season in July. The Board of Alderman is expected to approve this at their next meeting. Building Department Transfer (6100) ($12,000.00) From Account ( ) Asst. Building Official ($12,000.00) To Account ( ) Supplies ($12,000.00) To allow the Building Department to purchase 2 computers, tablets and software. A motion to accept was made by Ms. Pertoso and seconded by Ms. Miani. The board said that Mr. Sarmiento was asked after the last meeting to explain what these requests were and was supposed to be at the meeting. The board felt they needed more information and they needed to have Mr. Sarmiento appear before the board. The original motion was withdrawn, and a motion was made by Mr. Malerba and seconded by Ms. Miani to table this request to the next meeting, and have Mr. Sarmiento present to explain these transfers. Parks & Recreation (5100) Transfer ($3,200.00) From Account ( ) Girl s Softball ($1,200.00) From Account ( ) Playground Supplies ($500.00) From Account ( ) Attendants ($1,000.00) From Account ( ) Playground Wages ($500.00) To Account ( ) Yankee Gas ($3,200.00) To Pay the Yankee Gas Bill that was not submitted due to Eversource change. A Motion was made by Mr. Malerba and seconded by Ms. Pertoso. Mr. O Connell explained that Yankee Gas became Eversource we did not get a bill for a year. I pay all the bills and I never received one from them. Ms. Szewczyk wanted to be sure this would not leave them short in the other accounts. Mr. O Connell said it would be okay until the end of this budget period. Mr. O Connell then asked about the Transfer for Witek Park. It was left off the agenda in error. A motion was made by Mr. Bradshaw and seconded by Mr. Malerba to add this line to the agenda, making this item 9B on the agenda. From Account ( ) Ryan Field Capitol $4,000.00) To Account ( ) Special Working Balance ($4,000.00) From Account ( ) Special Working Balance ($4,000.00) To Account ( ) Witek Park Maintenance ($4,000.00) A motion to accept this change was made by Mr. Carloni and seconded by Mr. Butler. Mr. O Connell explained to the board that they had a terrible grub problem at Witek Park and that someone had tampered with the sprinkler system and it was down for a couple of 3

4 weeks. Along with grub problem they also had a problem with the skunks digging up the ground. After a lengthy discussion regarding the grubs, the question was asked what the $4, was for. He said they had used his regular money to fix this problem, and we just need to replace what we had used. We are getting ready for spring where we spend around $10, This should take care of us until June 30 th. Mr. Bradshaw asked if there was a plan in effect to take care of this problem as it could occur every year. Mr. O Connell went on to explain that Witek Park belongs to the, not the Parks and Recreation Department. I am not an authority on grubs, and we had this problem before at Ryan Field, but the attendant found it and it was just a small patch and we took care of this right away. I feel when the sprinkler system went down, they attributed the problem at the field. I have learned a lot by listening to you tonight about the grubs. Ms Szewczyk asked for an amendment to the original motion. Mr. Carloni amended his original motion and it was seconded by Mr. Butler. Registrar of Voters (1500) Transfer ($8,674.00) From Account ( ) Working Balance ($8,674.00) To Account ( ) Primary ($8,674.00) Transfer funds to cover the cost of April 26, 2016 Presidential Primary. A motion was made by Mr. Butler and seconded by Mr. Pollastro. Highway Department (4100) Transfers ($16,000.00) From Account ( ) Sand & Salt ($7,000.00) From Account ( ) Special Storms ($3,000.00) To Account ) Overtime Wages ($10,000.00) From Account ( ) Special Storms ($3,000.00) To Account ( ) Garage Maintenance ($3,000.00) From Account ( ) Special Storms ($3,000.00) To Account ( ) General Supplies ($3,000.00) To account for needed transfers from Special Storms now that winter is over. A motion was made by Mr. Malerba and seconded by Mr. Bradshaw. Mr. Coppola said Mr. DeFala was ill and unable to attend. Mr. Butler asked if we had such a mild winter, where did all the overtime come from. Mr. Coppola said he could not answer for Mr. DeFala. Mr. Butler wanted to table everything until we find out what the overtime is. Mr. McLiverty asked if the board could approve something because this line item is in the negative. Perhaps approve at least $2, Mr. Malerba asked if we could vote on some of the transfers. Ms. Szewczyk asked if Mr. Butler if he would withdraw his motion to table this. Mr. Butler said he was only concerned about the overtime portion. Mr. Butler said he would withdraw his motion. Ms. Szewczyk asked for a roll call to vote on the original motion to vote on all the transfers. Roll Call, Mr. Bradshaw-Yes, Mr. Butler-Yes, Mr. Carloni-Recused, Mr. Malerba-Yes, Ms. Miani-No, Ms. Pertoso-Yes, Mr. Pollastro-No. Ms Szewczyk did not vote as the motion did not pass. A motion was made by Mr. Pollastro and seconded by Mr. Butler to make the following changes only. 4

5 From Account ( ) Sand and Salt ($1,000.00) From Account ( ) Special Storms ($1,000.00) To Account ( ) Overtime Wages ($2,000.00) A Motion was made by Mr. Pollastro and seconded by Mr. Butler to table the last four transfers that were requested. Workers Compensation Revenue Increase (6000) Increase (33,000.00) Increase Account ( ) Worker s Comp Revenue ($33,000.00) Increase Account ( ) Retiree Health Benefits ($33,000.00) To Account for increase in worker compensation reimbursement and cover retiree health Insurance premium costs A motion was made by Mr. Pollastro and seconded by Mr. Butler. Mr. Coppola explained that we received a check for $33, and we transferred that amount into the Retiree Health Benefits. Office of Emergency Management (3000) Transfer ($3,000.00) From Account ( ) Vehicle Maintenance ($1,000.00) From Account ( ) Sheltering Supplies ($2,000.00) To Account ( ) Civil Prep Uniforms ($3,000.00) A motion was made by Mr. Pollastro and seconded by Mr. Carloni. Mr. Kelleher said Mr. Sugar had to leave for an accident on Roosevelt Drive, so he asked him to explain his request. The vehicle he was talking about is an old ambulance that has not been used in years, and is not insured or in working order. He would like to find something that he can tow his equipment with. His second request was for raincoats, and gear for his volunteers. Senior Center (6800) Transfer ($1,500.00) From Account ( ) Executive Director ($1,400.00) To Account ( ) Kitchen Manager ($1,400.00) To fund the kitchen manager wages for the remainder of the year. A Motion was made by Mr. Carloni and seconded by Ms. Pertoso. Mr. Coppola said they did not budget enough money for the Kitchen Manager and they needed this money to get them to the end of the physical year. Mr. Butler questioned the budget sheets that showed they had over $6, left. Mr. McLiverty then said there was a problem they were using the wrong line items to pay the custodian and Kitchen Manager. After much discussion, it was decided to table this until Mr. Coppola and Mr. McLiverty could investigate this situation. Mr. Carloni and Ms. Pertoso withdrew their original motion and Mr. Butler made a motion to table this request until the next meeting and it was seconded by Mr. Pollastro. Update Budget Process 5

6 Ms. Szewczyk said that all budgets were to be in by March 31 st. Mr. Coppola said he had received some, but not all, so far. Ms. Szewczyk will do a spread sheet plugging in the numbers. She will produce 8 ½ x 11 hard copies and will also do an electronic copy in excel for all the members. Once all the information is gathered, they will decide which departments will be called in to explain their budgets. The first meeting for the board to meet on the budgets will be April 5 th, at 6:30 pm. Mr. McLiverty will have all the numbers to give on the revenue side. Adjournment A motion to adjourn was made by Mr. Butler and seconded by Ms. Pertoso. The meeting was adjourned at 8:34 PM. Respectfully Submitted, Louise Pitney Recording Secretary *** These minutes are subject to the approval by the at their next regular meeting. 6