- Consultant report regarding 2004 Budget Procedures
Councilor Simon gave a background on the consultant’s
report. The N.E. Willow Group, LLC was hired to make
recommendations on the budget process. Dr. Mark D.
Robbins and Dr. Bill Simonsen gave a presentation to
the Council.
Councilor Dean asked if other municipalities that
are Windsor’s size use the budget analysis programs.
Dr. Simonsen replied that line item budgets are the
most common budgets. The budget analysis program and
accounting programs would have to be purchased.
Councilor Walker inquired about the qualifications
of Drs. Simonsen and Robbins. Drs. Simonsen and
Robbins discussed their work experience and academic
qualifications. Councilor Walker believes that Windsor
will be proactive and respond to this report. He was
surprised to learn that Windsor used Excel for its
budgeting software.
Councilor Dean asked about the creation and
monitoring of monthly budget-to-actual variance
reports and will it be helpful to the Council as part
of an ongoing budget process. Dr. Simonsen explained
why these reports would be beneficial, but they may be
too voluminous for the Council. Perhaps the Council
could ask for highlights.
Councilor Jepsen asked if there were any
recommendations for the budgeting software and if it
would be compatible with our MUNIS system. Dr.
Simonsen said that they are not software experts and
there are many programs available.
Deputy Mayor Curtis commented that the Budget
Analyst position is very essential to the budget
process. He liked the idea of giving the citizens
participation with the panel on budget communication
and budget panels. Dr. Robbins suggested getting
participation from the community at large.
Councilor Simon commented that this is money well
spent for the Town of Windsor.
Mayor Trinks said that he was never a fan of the
use of consultants, but this report changes that. He
particularly liked the short and long term strategies.
- Discussion and action on consultant’s report
regarding 2004 Budget Procedures
Moved by Councilor Simon, seconded by Councilor
Walker, to direct the Town Manager to fill the Budget
Analyst position in FY 2006.
Councilor Simon said that we need to address issues
of citizen trust and involvement and information
asymmetry. We are part-time volunteers, they are
professional staff and they will always know more.
There are things that we as a Council can and ought to
do. Working groups of the Council that would focus on
certain areas of the budget can facilitate that. He is
requesting that the Budget Analyst position be
restored for FY 2006.
Councilor Jepsen asked if this position is in the
current year budget. Town Manager Souza said that it
is in the current year budget. Councilor Jepsen noted
that the FY 2006 budget doesn’t exist yet and made a
friendly amendment to change restore to fill and to
eliminate the word budget. Councilors Simon and Walker
accepted the friendly amendment.
Motion Passed 6-0-0
Councilor Walker said that it is important to get
software that is compatible with our current software.
He also noted that technology is portable and should
be accessible.
Councilor Dean said that we took the money to hire
a consultant and shame on us if we don’t take the
time to work on their recommendations.
Councilor Jepsen thinks this is a great idea and
perhaps this is something that the Board of Education
could use as well. He noted that the Town of South
Windsor is looking at merging systems between the town
and Board of Education.
Deputy Mayor Curtis asked if it is possible to have
the recommendations available on the website for
residents.
Councilor Simon asked potential time frames for
implementing this. Town Manager Souza said that we
will need to have additional discussions and would get
a general cost estimate to the Council during the
budget session.
Mayor Trinks said it was pretty ironic that lean
budget years got us into not having budgeting
software. This will be money well spent for us.
Moved by Councilor Simon, seconded by Councilor
Walker to direct the Town Manager to investigate and
recommend the purchase of appropriate budgeting
software.
Town Manager Souza reported to the Town Council
that town staff has already begun implementing several
of the suggested actions from the consultant’s
report. They are: beginning the budget process
earlier, establishing a budget review team, increased
control by the Finance Department of internal budget
database information and increased public awareness on
both the budget process and available assistance to
qualified residents.
Motion Passed 6-0-0
- Treasurer’s Report for FY 05 Savings
Mr. Randy Graff, Town Treasurer, reported his
findings to the Council. In his opinion, the potential
exists to achieve additional savings of $110,775.00 in
the FY 2005 General Fund Budget. This equates to
approximately 7% of the dollars still available as of
December 31, 2004. He discussed his recommendations.
He also advocated that Department Heads be allowed to
respond to these recommendations.
Councilor Simon commented that the Mr. Graff’s
ability to look at the budget is limited because of
the way that we track our budget currently. He doesn’t
feel that we can take action at this point in time
without knowing everything.
Town Manager Souza said that the Treasurer was
looking at a static report. He feels comfortable that
we will be able to generate over and above the
$374,000 savings noted in October 2004 report with an
additional savings of $45,000 on the town side by
year-end.
- Authorization to apply to reallocate STEAP Funds
from Plaza Building to Vintage Radio and
Communication Museum on Pierson Lane
Mr. James Burke, Economic Development Director
discussed the reallocation and the STEAP grant. The
Radio and Communications Museum of Connecticut
requested funds in support of the redevelopment of the
Rappaport Building at 33 Mechanic Street. The Small
Town Economic Assistance Program (STEAP) is a grant
provided from the State of Connecticut to provide
funding for economic development and community quality
of life projects.
While it was originally hoped that the Museum could
remain at 33 Mechanic Street, such an arrangement
would restrict the success of the museum and the
proposed housing development. The museum located an
alternative site at 115 Pierson Lane.
Councilor Jepsen asked if we had any other
applications of STEAP funds with the State. Mr. Burke
replied that we do not.
Deputy Mayor Curtis referred the item to the Town
Improvements Committee.
- Appropriate $55,000 from the Capital Outlay Fund
to fund repairs to the Town Hall heating ventilation
and air conditioning plant
Moved by Councilor Dean, seconded by Councilor
Jepsen that the remaining balance of capital project
number 9015 for the Town Hall Roof Replacement project
be placed into the undesignated Capital Projects Fund.
Further, that a new project entitled "Town Hall
HVAC Repairs" account number 9084 be created, and
funding for the project totaling $77,000 be authorized
from the Capital Projects Fund, undesignated,
unreserved fund balance.
Mr. Brian Funk, Director of Public Works, and Mr.
Alan Neumann, Facilities Manager discussed the
repairs. The main coil for the air conditioning system
is recommended to be the next component in the system
replacement schedule. It has been repaired two years
in a row and is operating at about 67% capacity.
Further, the outside air damper, which controls the
amount of fresh air added to the HVAC system, no
longer functions properly and should be replaced.
Lastly, one of the chiller barrels, another component
of the air conditioning system, requires replacement.
This effort will relieve the town of major
repair/replacement work on the HVAC system for
approximately the next ten years. At that time, the
Town Hall boiler and the secondary Council Chamber’s
air conditioning system will be due for replacement.
The cost to replace the coil and outside air damper is
$49,000. The cost to replace the chiller barrel is
$28,000. The total cost for this work is $77,000.
Motion Passed 6-0-0
- Approval for the Annual Shad Derby Festival for
May 21, 2005