Board of Finance - Minutes - 01/11/2023

Board of Finance Wednesday, January 11, 2023
Regular Meeting Minutes Town Hall Auditorium — 7:00 p.m.
Present:
Absent:
Elected:
Staff:
~~ 2
Chairman Glenn Patterson, John Sheehan, Ronald Fedor, RobergiTuneski Karin
1
Petchark, David Peabody S ae
Joe Filippetti, Kimberly Allen, Director of Finance s Ss — Bg
_ Robert Brule, First Selectman; Jody Nazarchyk, Selectwoman; Abbas Danes pm
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Treasurer; Thomas Dembek, RTM % oO Pe)
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Shea Moses, Office Coordinator
Establishment of a quorum and call to order
A quorum was established and the Regular Meeting of the Board of Finance was
called to order at 7 p.m., January 11, 2023
Public Comment:
Todd Goodhind and John Mariano both made comments regarding to the pagers
for Fire Services and the phone app that is being used. When the phone app goes
off the actual calls are delayed and the notifications are not very loud so anyone
can easily sleep through the alert. The pagers allow the listener to hear all radio
communication related to the call.
Approval and acceptance of minutes:
Regular Meeting on December 7, 2022
Motion by John Sheehan and seconded by Robert Tuneski to approve the
minutes of the December 7, 2022 Regular Meeting.
Vote: 5-0-1 Abstain: Kevin Petchark Motion Passed.
To consider an act ona request from Michael Howley, Director of Fire Services,
for an additional appropriation in the amount of $25,000 to fund a new Capital
Project for the replacement/upgrade of pagers for the volunteers and forward to
the RTM as required.
There was a discussion between Michael Howley, Director of Fire Services and
the Board of Finance regarding the need for new pagers. Mr. Howley explained
that he agreed with the public comments from earlier at the meeting and that
pagers are a great additional tool. This has been a discussion for 6 months
around safety and potential liability issues using the cell phone app when driving.
The phone app also sends all messages to firefighters where the pagers allow
volunteers to screen out calls from other districts.

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 2
The department has tried repairing old pagers. However, they have reached
their fife expectancy and repair parts are no longer available. Ron Fedor asked
about other apps that are out there and who was in charge of the research to
make sure that the program was the best fit.
Director Howley stated he was in charge of the research and this technology was
the best fitting as volunteers are able to choose what they want to listen to on
the pager along with being able check hydrant status and locations using the cell
phone app. The cell phone app also has the most updated GIS information.
Thomas Dembek, RTM also commented that the old pagers are no longer
supported by the factory and that the new pager technology is a great system.
Motion by Robert Tuneski and seconded by Ronald Fedor to approve the
additional appropriation in the amount of $25,000 from the FY23 Contingency
Account line # 10121-59010 for the replacement/upgrade of pagers for the
volunteers.
Vote: 6-0-0 Motion Passed.
To consider and act on a request Michael Howley, Director of Fire Services, for
an appropriation in amount of $239,729 from Capital and Non-recurring
designated line # 20522-57794 Line Description (i.e., Radio Communications) and
forward to the RTM as required.
There was a discussion. John Sheehan had questions regarding the involvement
of the Emergency Management Director (EMD) due to the information found in
the request back up. Police Chief Marc Balestracci commented that a team made
up of himself, Director Howley, EMD Steve Sinagra, and the Director of the
Waterford Ambulance Service meet regularly about the best way to serve the
Town. They had a meeting on 8/3/2022 about the public safety issues and
problems involving communication. The first priority would be to replace the
radios for Fire Service. John Sheehan had questions regarding the shift of radios
to the statewide system and if the new radios would be compatible if purchased.
Police Chief commented that they are still exploring sources and cost savings to
find out what they need for the state system which is included in the backup.
EMD Steve Sinagra stated that the radios would be compatible with the
statewide system with potential overall cost savings on annual fees with the
statewide system.

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 3
There was also a discussion on the funding set aside for this particular project. It
was noted that $748,000 was initially designated and that $279,000 had been
spent to date. Chairman Patterson asked if the upcoming capital plan would
contain a funding request to continue this communication integration effort
Police Chief Balestracci explained that beyond the monies already set aside in
2016 for the radios, a need for additional funding is unknown pending
completion of the review to join the state system.
There was also a discussion on what other towns are on board, making sure that
nobody is left out. Chief Balestracci stated that New London is working with
them side by side.
Motion by John Sheehan and seconded by Robert Tuneski to approve an
appropriation in the amount of $239,729 from Capital and Non-recurring
designated line #20522-57794 and forward to the RTM as required.
Vote: 6-0-0 Motion Passed.
6. To consider and act on a request from Jim Bartelli, director of Utilities, for an
additional appropriation in the amount of $500,000.00 to fund a new Capital
Project for the Contract #1 Sewer Interceptor Easement Access and forward to
the RTM as required.
Director Bartelli briefed the BOF on the history and scope of Contract #1
displaying photographs and maps on the screens in the meeting room. He noted
that the Contract #1 project installed the mainline sewer interceptor collecting
all the flows from the Towns of Waterford and East Lyme (includes the Old Lyme
flow), traversing through wooded and wet soil areas, and feeding the flows to
New London via the-Evergreen Pump Station. Access to the Evergreen Pump
Station is through New London streets.
He noted that Contract #1 consists of 13,000 feet of 48 inch diameter concrete
pipe having 300 manholes along the route. The project is proposed to provide
access to these manholes as most are now inaccessible due to years of
overgrowth and expansion of adjacent wetlands, precluding inspections of the
interceptor. The project will allow inspecting the interceptor and performing any
necessary repairs and maintenance.

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 4
The director also commented that this would be the first set of funds and that
there are going to be additional appropriation requests as the project continues.
The WUC would most likely be needing $500,000 for each year for 3 years to
complete the project.
Chairman Glenn Patterson stated while he endorses the project he brought up 3
points raised in discussion at the Jan 9" Board of Selectman meeting:
1. It was noted that for FY22-23 there were approximately $6,000,000 of
additional appropriations requested and stated that by definition, the town
was over budget for FY-22-23 by about 6%.
2. There is approximately $10,000,000 provided by the taxpayers available in
the unassigned fund balance of the General Fund and acknowledged that
project like this one are an appropriate use of that money.
3. There is an importance to be methodical in the approach to spending the
surplus amount of money for capital projects.
Chairman Patterson also talked about understanding that this is a worthy project
but that additional appropriation for $500,000 at the outset of the project was
not proceeding in a methodical manner as part of an overall capital plan.
Motion by Chairman Patterson and seconded by Robert Tuneski to reduce the
additional appropriation request to $100,000, noting that the balance of the
requested funding could be included as part of the FY24 capital plan.
Director Bartelli stated that $100,000 would not be enough to get the planning
and engineering for the project started.
Robert Tuneski added that he does not want to upset the timeframe as we are
working with wet lands which require extensive preparation and planning.
John Sheehan proposed a friendly amendment to increase the proposed funding
to $250,000 which was accepted by Chairman Patterson and Mr. Tuneski.
Motion by Glenn Patterson and seconded by Robert Tuneski to approve an
additional appropriation of $250,000 to fund a new Capital Project for the
Contract #1 Sewer Interceptor Easement Access with an amended motion.
Vote: 6-0-0 Motion Passed.

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 5
Amended Motion by John Sheehan and seconded by Ronald Fedor to approve
an additional appropriation in the amount of $250,000 from the Unassigned
balance of the General Fund to a project line to be created within the Capital
Improvement Project Fund titled “Contract#1 Sewer Interceptor Easement
Access" and forward to the RTM as required.
Vote: 6-0-0 Motion Passed.
7. To consider and act on a request from Tom Giard, Superintendent of Schools, for
an additional appropriation in the amount of $802,000.00 to fund a new Capital
Project for Clark Lane Middle School Chiller Replacements and forward to the
RTM as required.
There was a discussion with amongst the Board of Finance, Thomas Girard,
(Superintendent), Jay Miner (Director of Facilities) and Joe Mancini (Director of
Finance) regarding the issues of the Clark Lane Chiller status since the issue arose
in June of 2022.
In June of 2022 50% of the chilled water source that is responsible for 70% of the
air conditioning went down in terms of life expectancy. They had an engineer
that came to look and give an assessment of the system in terms of the age and
an inability to acquire parts. It needs repairs to items such as such as
compressors, pumps, compressors, and electronics motherboards.
They will be going out to bid for the work to be done and noted that based on
supply chain circumstances the chiller replacement will not take place until the
spring of 2024. In the meantime, the system will be running at 50% capacity.
Motion by John Sheehan and seconded by Kevin Petchark to approve an
additional appropriation to fund a new Capital Project for Clark Lane Middle
School Chiller Replacements.
Amended Motion by John Sheehan and seconded by Ronald Fedor to approve
an additional appropriation in the amount of $802,000 from the Unassigned
balance of the General Fund to a project line to be created within the Capital &
Non Recurring Expenditure Fund titled "Clark Lane Middle School Chiller
Replacements" forward to the RTM as required.
Vote: 6-0-0 Motion Passed.

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 6
8. To consider and act on a request from Kim Allen, Director of Finance, on behalf
of the IT Department, for an additional appropriation in the amount of
$272,000.00 to fund a new Capital Project for Auditorium Meeting Room
Upgrades and forward to the RTM as required.
IT Manager Jeff Robillard commented that the project has to do with the
Auditorium to improve the furniture and technology equipment in the room.
These issues were brought to his attention as the auditorium has some safety
concerns with the wires and the overall look is not appealing.
This project would include new folded tables, tables that are mounted to the
floor, new flooring which would hide any wires pertaining to electoral equipment
including microphones. The tables would also have the ability to provide power
for chargers, laptops, microphones and the new tablet device. This would also
upgrade the televisions and also involves better definition and resolution of the
projector screens as well has enough seating for all of the RTM members.
Ron Fedor expressed concerns about the cost for the upgrades. Mr. Robillard
said that he could do some upgrades without others to decrease the cost.
However, there is still an issue with pricing as the cost of supplies and labor have
increased. He also mentioned a similar project in East Hartford that went to bid
on just the furniture alone and it was easily over $80,000.
Motion by John Sheehan and seconded by Robert Tuneski to approve an
additional appropriation in the amount of $272,000 from the Unassigned
balance of the General Fund to a project line to be created within the Capital
Improvement Project Fund titled "Auditorium Meeting Room Upgrades" and
forward to the RTM as required.
Vote: 4-2-0 Against: Ronald Fedor and Glenn Patterson Motion Passed.

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 7
9. To consider an act on a request from Kim Allen, Director of Finance, on behalf of
the IT Department for a FY23 Out of Series Transfer as follows:
APPROVED CURRENT ACCOUNT ACCOUNT REVISED
Budget Available INCREASE DECREASE Budget
Line No, Org. Code Object Code Object Description Amount Budget Amount
4 10147: 51210/CLERICAL AND TECHNICAL 125,787.00 74,121.91 (20,273) 94,395
2 10147 52043|\SERVICE CONTRACTS INFO 773,609.00 238,412.37 10,000 248,412
3 10147| 54130/COMPUTER EQUIPMENT 99,909.00 68,819.83 10,273 79,093
4 0,00
5 0.00
6 0.00
7 0.00
8 0.00
9 0.00
40 0.00
0.00
0.00
TOTAL 20,273.00 (20,273.00)
IT Manager, Jeff Robillard explained the $20,273 from the personnel line saying
their senior systems engineer resigned and the amount of time it took to put out
a new job posting made the funding available in this FY. He did comment when
asked that the position (Software Engineer) will be filled with an internal hire
and that they are in the interview process to hire a tech.
The $10,000 portion of the transfer would be put toward engineering time and
the $10,273 would be used for new back up to security appliance.
Motion by John Sheehan and seconded by Ronald Fedor to approve the
decrease of line #10147-51210, Clerical and Technical in the amount of $20,273
and increase line #10147-52043, Service Contracts Info, in the amount of
$10,000 and increase line #10147-54130, Computer Equipment in the amount of
$10,273
Vote: 6-0-0
Motion Passed.

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Board of Finance Regular Meeting Minutes — January 11, 2023
Page 8
10. To consider an act on a request from Kim Allen, Director of Finance, on behalf of
the Recreation and Parks Department for FY23 Out of Series Transfer as follows:
Org. Code
Object Code
Object Description
APPROVED
Budget
Amount
CURRENT
Available
Budget
ACCOUNT
INCREASE
ACCOUNT
DECREASE
REVISED
Budget
Amount
1 10137,
53080 Maintenance of Vehicles
20,750.00
7,280.00
12,250.00
19,530.00
2 10137,
51620
Programs
321,338.00
100,378.00
(12,250.00)
88,128.00
0.00
0.00
0.00
0.00
0.00
0,00
0,00
0,00
0,00
0.00
TOTAL:
12,250.00
(12,250.00)
Motion by John Sheehan and seconded by David Peabody to postpone the
request until Ryan McNamara, Director of Recreation and Parks is present to
answer questions.
Vote: 6-0-0
Motion Passed.
11. To consider an act on a request from Kim Allen, Director of Finance, on behalf of
the Recreation and Parks Department for FY23 Out of Series Transfer as follows:
APPROVED CURRENT ACCOUNT ACCOUNT REVISED
Budget Budget INCREASE {DECREASE Budget
Line No. Org. Code Object Code Object Description Amount Amount Amount
1 10137 51620|Recreation Programs 321,338.00 92,054.00 (2,000.00) 90,054.00
2 10137 52020|Pastage 6,100.00 624,00 2,000.00 2,624.00
3 10137 51620)Recreation Programs 321,338.00 90,054.00 (10,000.00) 80,054.00
4 10137 52420|Maintenance of Properties 72,642.00 (5,189.00} 40,000.00 4811.00
5 40137 51620)Recreation Programs 321,338.00 80,054.00 (5,000.00) 75,054.00
6 10137 53010] Office Supplies 1,363.00 (1,590.00) 5,000.00 3,410.00
7 0.00
8 0.00
9 0.00
10 0.00
0.00
0.00
TOTAL 17,000.00 (17,000.00)

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 9
Motion by John Sheehan and seconded by Kevin Petchark to postpone the
request until Ryan McNamara, Director of Recreation and Parks is present to
answer questions.
Vote: 6-0-0 Motion Passed.
12. To consider an act on a request from Kim Allen, Director of Finance, on behalf of
the Fire Services Department for FY23 Out of Series Transfer as follows:
APPROVED CURRENT ACCOUNT ACCOUNT REVISED
Budget Budget INCREASE { SDECREASE? | © Budget
Line No. Org. Code Object Code Object Description Amount Amount Amount
4 10123 53070;Apparatus Maintenance 110,000.00} (19,888.00) 18,000.00 {1,888.00}
2 10123 54218)Firefighter Equipment 30,000.00 45,395.00 (5,000.00) 10,395.00
3 10123 54222/Rescue Truck Equipment 5,500.00 5,413.00 (5,000.00) 413.00
4 10123 54226|Equipment 12,000.00 11,681.00 (8,000.00) 3,681.00
§ 0.00
6 0.00
7 0.00
8 0.00
9 0.00
10 0.00
0.00
0.00
TOTAL 18,000.00 (18,000.00)
There was a discussion regarding the Repairs made to the 70 foot ladder
Apparatus and the unexpected and unplanned maintenance. Michael Howley,
Director of Fire Services explained that it has been a struggle and that there have
been at least 4-5 major unplanned maintenance issues and that the largest
Apparatus transmission failed. Also costs have increased.
He also noted that the 70 foot Apparatus which failed is due to be replaced in
FY24, but that a replacement apparatus is at minimum 18 months away
necessitating the repair.
John Sheehan did have questions of whether or not the transmission issues are
due to operator abuse. Director Howley commented that was normal wear and
tear to the most used vehicles. It does not have to do with operator abuse.
There was a discussion on what equipment will not be able to be purchased due
to the decrease of the other line items. Ronald Fedor asked why it was not a
request for an additional appropriation instead of a series of transfers. Director
a Howley commented that each line and item has a life expectancy through
standards. The process looks at counter devices, programs, and the need for
replacements.

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 10
He did mention that with the decrease in other lines they would have to re-
evaluate funds and they may not be able to get as many or the same rescue
equipment. He also mentioned that he was unaware that he was capable of
asking for an additional appropriation.
Motion by John Sheehan and seconded by Robert Tuneski to approve the
decrease of line #10147-51210, Clerical and Technical in the amount of $20,273
and increase line #10147-52043, Service Contracts Info, in the amount of
$10,000 and increase line #10147-54130, Computer Equipment, in the amount
of $10,273.
Vote: 6-0-0 Motion Passed.
13. Selection of Board of Finance liaison to Town of Waterford Board and
Commission for a term of one year.
Board of Education: Kevin Petchark
Motion by John Sheehan and seconded by David Peabody to approve the Board
of Education liaison.
Vote: 6-0-0 Motion Passed.
14. Old Business:
a. Board review of proposed updates to BOF policy 1.02. “Submission of Agenda
Items”,
Robert Tuneski made a comment that having the revisions in Red was a great
touch.
Motion by John Sheehan and seconded by Ronald Fedor to approve updates to
BOF policy 1.02. “Submission of agenda Items”.
Vote: 6-0-0 Motion Passed.
b. Continued discussion around revising BOF Policy 1.01, Board of Finance Budget
Guidelines to include Performance Metrics.

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Board of Finance Regular Meeting Minutes — January 11, 2023
Page 11
15.
16.
17.
Due to the absence of Kim Allen, Director of Finance, this discussion has been
postponed until the next Board of Finance Meeting that will be held on
February 8, 2023.
New Business:
a. Appointment of David Peabody to serve on the Ad Hoc Energy Task Force to
fill vacancy left by the resignation Baird Welch-Collins.
Motion by John Sheehan and seconded by Kevin Petchark to approve the Ad Hoc
Energy Task Force appointment of David Peabody.
Vote: 6-0-0 Motion Passed.
Liaison Reports: None
Robert Brule, First Selectman did announce that State troopers would be in
Town on January 12, 2023, to allow the Police Department to attend a funeral.
He also announced that Paige Walton has returned to be our Full-Time Assessor
and that things are going smoothly and we are happy to have her return.
Correspondence
a. American Rescue Funds Quarterly Report 10/1/2022-12/31/2022.
There was a discussion on the report about the number of grants to Town
Businesses. First Selectman Robert Brule said 8 grants are confirmed and
completed. He also mentioned that they have 2 more years for the money to
be spent.
b. FY23 Capital Improvement Plan Quarterly Report.
John Sheehan had a question regarding the bids for the Town Hall Front
Door. First Selectman, Rob Brule made a comment that there were no bids
and that Public Works will complete the project. John Sheehan expressed
concern about security issues when told the door will be non-metal/non-
ballistic.

Board of Finance Regular Meeting Minutes — January 11, 2023
Page 12
18.
John Sheehan also made a comment regarding the deficit for the In-Line
Wastewater Solid Grinders.
Utility Director, Jim Bartelli, explained that he met with Director of Finance,
Kim Allen and reviewed all of the current lines and closed them. He
commented that there was a purchase that was made prior to lines being
closed, however, they did not receive the invoice until late which was a little
over $9,000. He will be talking with the Finance Director regarding how to
resolve the issue.
John Sheehan also made a comment about whether or not the Force Main
Air Release Valve project will be closed. Jim Bartelli, Director of Utility
commented that they have been replaced but did not feel like this was a
Capital project, it was more of an operational project.
c. Virginia Bielucki, Town Accountant, Periodic Financial Statements FY23 dated
December 12, 2022
John Sheehan made a comment regarding the Board of Finance being over
budget likely because of Audit costs. He would like to know how this will be
covered.
d. Virginia Bielucki, Town Accountant, Status of General Fund Unassigned
Balance dated December 13, 2022.
e. Virginia Bielucki, Town Accountant, Status of Contingency FY23 dated
December 12, 2022.
f. Virginia Bielucki, Town Accountant, Status of Contingency FY23 dated
December 13, 2022.
Adjournment
Motion by Robert Tuneski and seconded by Ronald Fedor to adjourn the Regular
Meeting.
Vote: 6-0-0 Motion passed.
Meeting adjourned at 9:21 p.m.
Respectfully submitted,
WL Lhe Shea Trases
John féhan, Clerk Shea Moses, Office Coordinator