741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Finance Committee

Meeting Minutes

Chairman S. Naomi

Rodriguez

Regular Meeting

Wednesday, December 6, 2023

5:00 PM

Town Hall Annex Building - Hybrid

Format

In -Person: Council Chambers, Town Hall Annex

Remote Participation: Information Noted Below:

Join Zoom Meeting from your Computer, Smart Phone or Tablet:

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by Audio Only: Telephone: +1 646 558 8656; Meeting ID: 858 5380 1395; Passcode:

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CALL TO ORDER

the Meeting was called to order by Councilor Saccone at 5:00 p.m. at the Council Chambers

Town Hall Annex Building.

Councilor Saccone welcomed all to the Hybrid Meeting. He stated for the Town Council

Finance Committee and members of the Public who were participating via video conference

that the remote meeting information was available on the Agenda that was posted on the

Town’s Website - Granicus-Legistar Meeting Portal

II.

ROLL CALL

Tony Saccone

Jessica Buhle

Tim Ryan

Present:

In addition, the following were present:

S. Naomi Rodriguez Town Council Chairman

Matt Bonin Finance Director

Carmen Garcia-IrizarryTown Councilor

April BrunelleTown Councilor

Steve MasalinPublic Works Director/Town Engineer

Jim Mann Director of Emergency Management

Eric Treaster Resident

Minna DeGaetanoResident

Roxanne Maher Administrative Assistant

III.

RESIDENTS & PROPERTY OWNERS COMMENTS

Mr. Eric Treaster, 10 Huntington Way, Ledyard, welcomed the new Town Council

Members to the Finance Committee. He stated that he was present this evening to ask

for money to support legal costs to address Short-Term Rental properties. He stated

that he helped to write an Amendment to the Zoning Regulations that prohibit

Short-Term Rentals in Ledyard. He stated writing the Zoning Regulation Amendment

was a long arduous process, noting a lot of residents testified who had been impacted

by the nuisance factors of Short-Term Rental Properties. He went on to note that he

was the Hearing Officer for Zoning Citations; and that he recently learned that

although the Town had a prohibition on Short Term Rental Properties that the Zoning

Regulations were not being enforced, because of the lack of funding that was

budgeted in the Legal Fee Accounts. Therefore, he stated he was present this evening

to request the transfer of funds from other Accounts to the Legal Fees Account to

provide adequate funding to enforce the Town’s Zoning Regulations in a fair and

uniform manner; which included the prohibition on Short-Term Rental Properties. He

stated that he was aware of two active Short-Term Rental Properties in town. He

stated except for funding for legal fees that the Town had the tools and procedures

in-place to enforce the prohibition of Short-Term Rental Properties. He stated due to

the lack of funding that the Town was not enforcing the Zoning Regulations

prohibiting Short-Term Rental Properties.

IV.

APPROVAL OF MINUTES

Moved by Councilor Buhle, seconded by Councilor Ryan

VOTE: 3 - 0 Approved and so declared

This was Approved and so declared.

APPROVED AND SO DECLARED

Jessica Buhle

RESULT:

MOVER:

Tim Ryan

SECONDER:

MOTION to approve the Finance Committee Minutes of November 1, 2023

Moved by Councilor Buhle, seconded by Councilor Ryan

VOTE: 3 - 0 Approved and so declared

APPROVED AND SO DECLARED

RESULT:

IV.

FINANCE DIRECTOR'S REPORT

Finance Director’s Report

Finance Director Matthew Bonin welcomed and introduced himself to the new Town

Council Members of the Finance Committee. He stated he has been in Municipal

Finance for thirty-five years, noting that thirty-three years of that time was working as

a Municipal Auditor, noting that he previously conducted the Annual Audit for the

Town of Ledyard. He stated when the former Finance Director Marcia Hancock

retired he took the Finance Director’s position, noting that he has been in this role for

nearly two years.

Mr. Bonin reported on the status of the Annual Report for the Fiscal Year Ending

June 30, 2023. He stated that Auditor CliftonLarsonAllen, LLP provided a Draft

Report last week that he was currently reviewing.

CONTINUE

Financial Reports:

Revenue Report - Budget vs. Actual- Fiscal Year 2023/2024 - October 31, 2023

(Includes September taxes)

RESULT:

Expenditure Report -Budget vs. Actual -Fiscal Year 2023/2023 November 30, 2023

Finance Director Matthew Bonin stated he sent the following Financial Reports out

earlier this week and that they were also attached to the Agenda on the meeting

portal:

· Revenue Year-to Date Report- October 31, 2023

Mr. Bonin stated because the Finance Department currently had a vacancy that the

November Revenues have not been posted yet.

Mr. Bonin noted the following:

· Property Tax Collection was at 57% of what was budgeted.

· Nursing Revenue was projected to fall short of the $100,000 budgeted.

· Interest on Deposits was at $344,000 received, which was already $44,000 of the

$300,000 budgeted.

· Expenditure Year-to Date Report- November 30, 2023

Finance Director Matthew Bonin noted the expenditures were fairly normal.

· Board of Education - Mr. Bonin noted that the Board of Education has had some

staff turnover, noting that

they had a new Director of Finance and Human Capita, noting that some

expenses have been posted to

incorrect accounts and that he was working with the Board of Education Staff

correct the postings.

· Utilities - Expenses were trending in a good direction. Mr. Bonin stated the town

was currently paying less for

propane than last year.

· Nursing Expenses - Mr. Bonin stated the Nursing Expenses were over budget. He

explained with the closure of

the Ledyard Visiting Nursing Association that there were some expenses such as

contracts that needed to be

paid off, stating that some contracts extended into 2025, but that they were able

to get a discount on those

contracts. He stated Nursing Administrator Karen Goetchuis and Office Assistant

Jean Dutton were still

working in the Office.

CONTINUE

RESULT:

VI.

OLD BUSINESS

Continued discussion regarding the status and possible changes to Capital Improvement Plan

(CIP) and Capital Non-Recurring (CNR) Fund based on the American Rescue Act Funding

(ARPA) and the process to approve ARPA Projects and expend ARPA Funding.

Finance Director Matthew Bonin noted that he provided an updated ARPA Projects

Spreadsheet which was attached to the Agenda packet on the meeting portal. He

stated the ARPA Funding had to be obligated to a project by December 31, 2024 and

that the funding had to be fully Expended by December, 31, 2026. He stated any ARPA

Funding that was not used by December 31, 2026 would have to be returned to the

Federal Treasury.

Mr. Bonin went on to explain that the Federal Treasury definition of “Obligated Funds”

meant “An order has been placed for property and services, or contracts, or some

awards were made”. He stated just saying that the funds were going to be used for a

particular project, was not considered “Obligated” and did not meet the Treasury’s

definition. He stated once the funding was “Obligated” they had about two years to fully

expended the funds.

Councilor Ryan stated even if the Town had contracts in place by the end of 2024 that

they needed to make sure that they were invoiced and paid by 2026.

Councilor Buhle noted that the ARPA Spreadsheet showed that the town had

$225,962.49 that has not been specifically obligated to a project. Councilor Ryan

cautioned that they do not confuse “obligated” with “committed” explaining that the

town had ARPA Funds committed to certain uses, however, they had not yet been

obligated because the town has not signed any contracts yet. Therefore, he noted all the

Projects on the ARPA Spreadsheet listed as “Not Started” did not have contracts, stating

that those funds could be used for other things that the Finance Committee may want to

suggest. Mr. Bonin explained that there were also some ARPA Projects that were

completed under budget, and therefore, those funds needed to be repurposed for

something else.

Councilor Ryan stated that Mayor Allyn, III, has been providing the Finance Committee

an update on the status of each of the ARPA Projects.

CONTINUE

Continued discussion regarding potential uses of the revenue received from Public Act

RESULT:

No.21-58 “An Act Concerning Solid Waste Management” in accordance with “Resolution

Regarding Revenues Received from Beverage Container Surcharges” adopted on June 8,

2022.

Councilor Ryan stated the Finance Committee has been discussing ideas for the use

of the Surcharge Revenues, which included establishing a “Adopt a Highway/Road”

Program that would allow Non-Profit Organizations to adopt a road to clean-up and

they would be paid for the nip bottles collected from the Surcharge Revenues. He

explained that the State disburses the Surcharge Revenues to the Town twice a year

(six months) and that there was no deadline that the funds had to be used by.

However, he stated that the funds could only be used for the following purposes:

(1) Environmental measures intended to reduce the generation of solid waste;

(2) Reduce the impact of litter caused by such solid waste, including, but not limited

to, the hiring of a recycling coordinator

(3) The installation of storm drain filters designed to block solid waste and beverage

container debris or

(4) The purchase of a mechanical street sweeper, vacuum or broom that removes

litter, including, but not limited to, such beverage containers and other debris

from streets, sidewalks and abutting lawn and turf

Public Works Director/Town Engineer Steve Masalin stated the Town sold its

Streetsweeper and used some of the Surcharge Revenues to lease a Streetsweeper this

year to clean the roads.

Councilor Buhle addressed the “Adopt a Highway/Road Program” and she

questioned:

· Whether the Town was ready to move forward with the “Adopt a Highway/Road

Program”.

· Whether an amount to pay the Non-Profit Organizations been established.

· Whether the Program was based on road milage or the amount of trash that was

collected.

Councilor Ryan stated that Councilor Buhle’s questions were the types of details that

would need to be addressed in drafting a proposal to establish and to adopt the

“Adopt a Highway/Road Program”.

Councilor Saccone noted as a Fire Chief that he had concerns regarding the safety of

people walking on busy roads to clean up nip bottles and litter, noting that he thought

it was dangerous. He stated although it was a great idea that they needed to address

how they would protect the volunteers who were doing the roadside clean-up.

Councilor Buhle stated that she has participated in roadside clean-ups with the

Ledyard Rotary. She explained for volunteer organizations to clean-up state roads

that they had to obtain approval from the State and comply with their requirements,

which included being over the age of sixteen, they had to sign a waiver, and wear

safety vests, etc. However, she stated taking all of the State’s required safety

precautions, that cleaning up Route 12 still felt dangerous.

Councilor Ryan stated the town would have to provide the same level of safety noting

that some of the Surcharge Funding could be used to purchase the reflective safety

vest, traffic cones, maybe having a police cruiser to alert motorists that roadside

clean-up was taking place. He stated that the Finance Committee would have to work

through all of these types of details. He stated that other than renting the

streetsweeper the Town has not expended Surcharge Funding. He stated that Public

Works Director/Town Engineer Steve Masalin would know how much funding was

needed to rent the streetsweeper twice a year; and that would help the Finance

Committee understand the amount of funding they had to use for other efforts.

Councilor Saccone questioned how the nip bottles were impacting the storm drains.

Public Works Director/Town Engineer Steve Masalin stated that although the nip

bottles were getting into the catch basins that he would hesitate to say that it was a

lot.

Finance Director Matthew Bonin noted that the Surcharge Account had a balance of

about $45,000.

CONTINUE

RESULT:

Any other Old Business proper to come before the Committee.

None.

NEW BUSINESS

MOTION to appropriate $12,707.59 to Account #21020301-57300-G0015 (Fire Marshall -

New Equipment- State Grant).

In addition, authorize the expenditure of up to $12,707.59 for the purchase of various

equipment (Computers, SMART Board, etc.) for the Emergency Operations Center.

Moved by Councilor Saccone, seconded by Councilor Ryan

Discussion: Councilor Saccone provided some background stating in a letter dated

July 3, 2023 the Department of Emergency Management and Homeland Security

(DEMHS) approved Ledyard’s request for Grant funding to support the Emergency

Operations Center (EOC). He noted that Director of Emergency Management Jim

Mann was attending the meeting remotely via Zoom.

Councilor Ryan noted that the DEMHS Grant Program was received annually to

support the purchase of equipment upgrades for the EOC.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tony Saccone

RESULT:

MOVER:

Tim Ryan

SECONDER:

Saccone, Buhle and Ryan

AYE:

MOTION to authorize a bid waiver for Gerber Construction Inc. for Bid No. L071-0001

(Ledyard High School Multi-Use Pathway and Sidewalk Extension) due to lack of three bids,

in accordance with Ordinance #200-001 (rev 1) “An Ordinance for Purchasing”.

Moved by Councilor Ryan, seconded by Councilor Buhle

Discussion: Public Works Director/Town Engineer Steve Masalin explained that the

Town solicited bids for the Local Transportation Capital Improvement Plan Grant

Program (LoTCIP) for the Ledyard High School Multi-Use Pathway and Sidewalk

Extension Project, which also included the installation of the sewer main piping

along most of the length of the pathway.

Mr. Masalin explained in response to Bid #L071-001 (Ledyard High School

Multi-Use Pathway and Sidewalk Extension) the town only received two bids as

follows: (1) Gerber Construction, Ellington, CT $3,023,168; and (2) B&W Paving &

Landscaping from Oakdale, CT $3,818,805. He stated in accordance with Ordinance

#200-001 (rev 1) “An Ordinance for Purchasing” a Bid Waiver was being requested

because the town did not receive the required three bids for the project.

Councilor Ryan questioned whether their Consulting Engineers had any insight

regarding the disparity between the two bids received. Mr. Masalin stated it would

have been nice to have received more than two bids. However, he stated that he was

not alarmed by the disparity between the two bids that were received, noting that they

typically have an outlier, and that the higher bid could have been the outlier if they

had others to compare to.

Mr. Masalin went on to note that Weston & Sampson, Consulting Engineers,

reviewed the two Bids received and in a letter issued on November 3, 2023

recommended the town proceed with the low bidder Gerber Construction, explaining

their Bid Proposal was within the expected range, and that it did not go outside the

boundaries of what the State allowed. He also explained that Southeastern

Connecticut Council of Governments (SCCOG) was the regional manager of these

LoTCIP Grant Projects, and that Gerber Construction Proposal met their criteria.

Mr. Masalin also noted that as part of the LoTCIP Grant Program the Town had to

send to the State the Bid Data that showed that the Bid met the target value. He

explained with the receipt of the Bid Data the State issued a Project Authorization

Letter, which the Mayor signed off on earlier this week. He stated the next step was

for the State to issue to the Town an “Authorization to Award”. He stated the only

reason they were coming to the Town Council was to request a Bid Waiver because

the Town did not receive the required three bids.

Mr. Masalin stated the Ledyard High School Multi-Use Pathway and Sidewalk

Extension Project has been talked about for a couple of years, explaining the lengthy

Grant Application/Approval process for projects seeking State Funding which began

in July, 2019. He provided a brief description of the project noting it would begin

between the Bill Library and the Congregational Church and would run parallel to

Ray Holdridge Circle to Colonel Highway, noting that the cul-de-sac (circle) would

be eliminated and there would be a “T” type of traffic flow. He stated there would be

a pedestrian sidewalk that would go across the Ray Holdridge Intersection and

Colonel Ledyard Highway to Route 117; where the State has already replaced the

traffic lights, installed a cross walk and Walk-Do Not Walk Signal Station. He stated

the sidewalk on Route 117 would be extended from Valentino’s Restaurant to Best

Buy providing pedestrian access. He stated the impervious areas would be reduced

and they would cut down on the stormwater drainage in that area. There would be a

ten-foot-wide asphalt Multi-Use Pathway (pedestrians & bicyclists) on the north side

of Colonel Ledyard Highway that would go to the intersection at Gallup Hill Road.

The Gallup Hill Road intersection would be reconstructed changing the traffic pattern

from a “Y” to a “T” to help slow the traffic both coming and going onto that road.

The pathway would go across the Gallup Hill Road new intersection on the High

School side and run up that side to the egress point coming out of the High School

(close to the building). Mr. Masalin stated there would be Trailheads at the High

School, between the Bill Library and the Congregational Church, with bicycle

stations and other things to support bicycling; as well as some other crosswalk

stations on Colonel Ledyard Highway (Board of Education Building, Wolf Ridge

Gap).

Mr. Masalin stated weather permitting that they would begin to see some preparation

work this winter with the clearing and removal of brush in some areas and possibly

some grading work.

Councilor Ryan stated the Multi-Use Pathway and Sidewalk Extension Project was a

great initiative, noting that it would provide a safe accessible path for residents to use

and for recreational purposes. He questioned how a project of this size would impact

the Public Works maintenance work, and whether the town would be clearing snow

from Multi-Use Pathway. Mr. Masalin noted that Ordinance #600-005 “An

Ordinance Concerning Municipal Liability for Ice and Snow on Public Sidewalks”

which as a general rule puts the onus to clear the sidewalk on the adjoining property

owner. However, he stated the one present exception was the sidewalks on Gallup

Hill Road and Town Farm Road for the kids that walk to school. He stated the Town

worked with the Board of Education Staff to clear/maintain those sidewalks. He

continued by addressing the ten-foot-wide asphalt Multi-Use Pathway on the north

side of Colonel Ledyard Highway that would go to the intersection at Gallup Hill

Road, explaining that it has been made clear from the time they began discussing the

Multi-Use Pathway and Sidewalk Extension Project that the Town would assume the

liability and maintenance, including snow removal, of that area. He stated the Town

has improved their equipment that would help them to be efficient in the snow

removal for this area of the pathway. He stated at this time he did not anticipate that

additional staff would be required. However, he stated that going forward the towns

infrastructure could grows at an accumulative rate where they may need more

manpower.

Councilor Buhle noted the sewer line extension line that would be installed under the

Multi-Use Pathway and she questioned whether that would create additional

maintenance costs. Mr. Masalin stated theoretically any infrastructure would create

additional maintenance costs. However, he stated the sewer line would be brand new

and would be constructed to current standards, therefore, it would not be an issue for

many years.

Finance Director Matthew Bonin noted that the sewer line that would run under the

Mult-Use Pathway was being paid by the American Rescue Plan Act (ARPA)

Funding and that the bids came in well under the dollar amount that was earmarked

for that Phase of the Sewer Line Extension Project; which would free up some ARPA

Funding to be used toward other initiatives.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tim Ryan

RESULT:

MOVER:

Jessica Buhle

SECONDER:

Saccone, Buhle and Ryan

AYE:

MOTION to extend the standing bid waiver for Police Vehicles to the purchase of general

pool vehicles for the Town’s fleet for various Departmental needs.

Moved by Councilor Saccone, seconded by Councilor Ryan

Discussion: Public Works Director/Town Engineer Steve Masalin explained in years

past the Town was previously able to purchase used State vehicles directly from their

assets that had been retired to surplus. He stated being able to purchase the State’s

retired surplus vehicles provided the town with consistent value and favorable

pricing, without exceeding the town’s $5,000 bid limit. He noted as an example that

the Jeep he has been using was purchased from the State Surplus Vehicles for $1,275;

noying at that time the Jeep had 22,000 miles on it and that it currently had 93,000

miles on it. However, he stated the State has changed their approach to a third-party

auction process with no opportunity for towns to independently purchase vehicles and

equipment, noting that this was a similar trend to what the town has done with selling

their surplus equipment on GovDeals.com.

Mr. Masalin stated with the State changing to a third-party auction site to sell their

surplus vehicles that the town’s cost to purchase used vehicles has dramatically

increased beyond the $5,000 bid threshold, which has complicated the process. He

went on to explain that purchasing used vehicles was not suitably managed through

the standard bidding process, and therefore, he stated that more flexibility was needed

to make spontaneous decisions when opportunities arise.

Mr. Masalin stated in taking advantage of the State’s surplus vehicles sales that the

Town had been able to maintain their fleet of pooled vehicles that were used by town

employees to conduct town business, at a low-cost. However, he stated when the

State ended their program to sell their used surplus vehicles to municipalities that the

town has been working to stretch the life of the pool vehicle fleet by frequently

reassigning vehicles among the departments to meet their needs as best as possible.

Mr. Masalin went on to explain that the town has now arrived at the point where only

three of the six (minimum) needed pool vehicles were safe for the road, noting that

the vehicles were at the end of their useful life with high mileage and mechanical or

frame failures, which were safety issues. He stated to bring the fleet up to the town’s

needed inventory, they would need to purchase vehicles that was going to exceed the

town’s $5,000 bid limit.

Mr. Masalin stated each year the Town Council approved a Standing Bid Waiver List

noting that the List included the Police Department to purchase vehicles to meet their

fleet needs. Therefore, he stated for this year that he was requesting authorization to

piggy-back on the standing bid waiver assigned to the Police Department to purchase

vehicles to replace the vehicles in the town’s pooled fleet. He stated that he planned

to submit a request to include the purchase of the town’s pooled vehicles next year’s

Standing Bid Waiver List.

Councilor Ryan noted the Fiscal Year 202-2024 Standing Bid Waiver List included

Police Cruisers. Therefore, he noted for clarification that tonight’s request would add

“Public Works” to the column that cited the “Police Cruisers”. Mr. Masalin stated

that Councilor Ryan’s understanding was correct, and he noted for next year (FY

24/25) that he would request that Town Vehicles Fleet be included as its own item on

the Standing Bid Waiver List.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tony Saccone

RESULT:

MOVER:

Tim Ryan

SECONDER:

Saccone, Buhle and Ryan

AYE:

MOTION to approve appropriations from the receipt of sales of vehicles and equipment

through GovDeals in the total amount of $4,650 as follows:

$4,650 to the Public Works Heavy Equipment CNR Account #21040101-57311.

Moved by Councilor Ryan, seconded by Councilor Buhle

Discussion: Public Works Director/Town Engineer Steve Masalin stated as he

mentioned during the previous Agenda item (Item # 3) the town has been selling its

surplus equipment on GovDeals.com. He stated recently the town sold the 30-year

Drive-on Truck Lift which was at the Public Works Highway Garage using the

GovDeals.com on-line auction site and received $4,650, noting that Public Works has

moved to a more efficient type of car lift at the Town Garage. He stated the Town

Council has previously appropriated the revenues from the sale of surplus equipment

to the respective capital reserve fund to supplement/offset budgetary appropriations

to meet lifecycle replacement costs and other needs.

Councilor Ryan stated that he would echo Mayor Allyn’s comment that he included

in the background on the Legislative File, which was that the town has received a

tremendous value for a piece of equipment that was 30-years old. He stated using the

GovDeals.com on-line auction site has enabled the town to boost the revenue

received from the sale of its old surplus equipment.

VOTE: 3 - 0 Approved and so declared

The Finance Committee thanked Mr. Masalin for attending tonight’s meeting.

Mr. Masalin left the meeting at 5:43 p.m.

RECOMMENDED FOR APPROVAL

Tim Ryan

RESULT:

MOVER:

Jessica Buhle

SECONDER:

Saccone, Buhle and Ryan

AYE:

MOTION to approve a Letter of Directive to the Mayor and Board of Education for the

preparation of the Fiscal Year 2024/202 Budget, as contained in the draft dated November 8,

2023.

Moved by Councilor Buhle, seconded by Councilor Ryan

Discussion: Councilor Saccone noted that Chairman Rodriguez has prepared the draft

budget “Letter of Directive” for review and consideration this evening.

Councilor Ryan explained that to begin the Annual Budget Process the Town Council

issued a “Budget Letter of Directive” to the Mayor and Board of Education, which

outlined the preparation process, as provided in the Town Charter.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tim Ryan

SECONDER:

Saccone, Buhle and Ryan

AYE:

MOTION to approve the Town Council Department Fiscal Year 2024/2025 Budget in the

amount of $191,356.

Moved by Councilor Ryan, seconded by Councilor Buhle

Discussion: Councilor Saccone noted that the Town Council Department’s proposed

Fiscal Year 2024/2025 Budget was attached to the Agenda packet on the meeting

portal and he asked whether anyone had questions.

Administrative Assistant Roxanne Maher explained as part of the Fiscal Year Budget

Preparation process the Town Council was required to approve a Town Council

Department Budget to be included in the Mayor’s proposed budget. She stated the

Town Council’s Department proposed Budget would come back to the Finance

Committee for another review as part of their Annual budget deliberation preparation

process.

Administrative Assistant Roxanne Maher went on to explain that the Town Council

Department Budget proposed Fiscal Year 2024/2025 was in the amount of $191,356;

which was an increase of $1,815 over the current year’s budget due to an increase in

Auditor’s Fee. She stated the Town Council Department’s proposed budget included

salaries for employees, funds for the Annual Audit Report, legal fees pertaining to

on-going matters regarding the Taxation of Non-Tribal Property at the Mashantucket

Foxwoods Casino and other related issues, as well as other operating expenses. There

were no major changes to the expenses.

Councilor Ryan commented on the Legal Fees noting in the Town Council’s

Department budget were for issues pertaining to taxation and other related issues. He

stated each year the Town Council included a nominal amount to pay for legal fees.

He explained as they approach the budget limit that they have authorized an over

expenditure to cover the legal fees for the remainder of the fiscal year.

Finance Director Matthew Bonin stated that the Mayor’s Office Budget included two

other Legal Fee accounts for General Legal Support and Specially Approved Legal

Council. He stated the Specially Approved Legal Council was almost fully expended

for this Fiscal Year (2023/2024).

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Tim Ryan

RESULT:

MOVER:

Jessica Buhle

SECONDER:

Saccone, Buhle and Ryan

AYE:

MOTION to approve the Town Council Department Fiscal Year 2024/2025 Capital

Improvement Budget in the total amount of $1,500.

Moved by Councilor Buhle, seconded by Councilor Ryan

Discussion: Councilor Saccone noted the Town Council Department Capital

Improvement Plan in the amount of $1,500 was for the purchase of laptop computers

for members of the Town Council.

Administrative Assistant Roxanne Maher explained as part of the Fiscal Year Budget

Preparation process the Town Council was required to approve a five-year Capital

Plan for their Department. She stated with the transition to the cloud-based meeting

portal in 2011 providing for paperless meetings the Town Council began planning for

their technological needs by allocating funding into a Capital Account to purchase

and replace laptop computers for Councilors to conduct town business and access the

meeting portal. She stated in past years some Councilors have chosen to use their

own device. She noted with the November 7, 2023 Election that three new laptop

computers were being purchased/provided, bringing their Capital Account Balance to

$3,058.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Jessica Buhle

RESULT:

MOVER:

Tim Ryan

SECONDER:

AYE:

Saccone, Buhle and Ryan

Review draft preliminary Budget Work Session Schedule for Fiscal Year 2024/2025.

The Finance Committee reviewed Preliminary Budget Work Session Schedule for

Fiscal Year 2024/2025; noting that in accordance with the Town Charter the Mayor’s

Budget was due to the Town Council on Monday, March 4, 2023; and that the

Finance Committee’s Budget Work Sessions with the Town’s Department Heads

were scheduled as follows:

· March 7, 2023 - 12:00 p.m. - 3:00 p.m.

· March 11, 2023 - 2:00 p.m. - 5:00 p.m.

· March 14, 2023 - 12:00 p.m. - 3:00 p.m.

Councilor Ryan noted that the Budget Work Sessions with the Department Heads

were all scheduled to begin at 12:00 noon. He addressed the need to leave his

employment early to attend the three Budget Work Sessions; and therefore, he asked

if they could change the time of the March 11, 2023 Work Session to begin at 2:00

p.m. The Committee agreed to adjust the Budget Work Session Schedule as noted

above.

Councilor Ryan stated the Budget Work Sessions were intense and he noted that it

was amazing how much the Finance Committee learned from meeting with each of

the Department Heads.

Administrative Assistant Roxanne Maher noted that the Budget Work Sessions

would be conducted in Hybrid Format allowing residents who cannot attend

in-person to participate remotely. She also noted that the video of the Budget Work

Sessions would be available on the Meeting Portal.

Any other New Business proper to come before the Committee.

None.

ADJOURNMENT

Councilor Saccone moved the meeting be adjourned, seconded by Councilor Buhle.

VOTE: 3 - 0 Approved and so declared, the meeting was adjourned at 5:50 p.m.

Respectfully submitted,

Anthony Saccone

Committee Chairman

Finance

Committee