Board of Finance - Minutes - 12/07/2022

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Board of Finance Wednesday, December 7, 2022
Regular Meeting Minutes Town Hall Auditorium — 7:00 p.m.
Present:
Absent:
Elected:
Staff:
Glenn Patterson, John Sheehan (arrived at 7:02) Ronald Fedor, Robert Tuneski,
Kevin Petchark, Joe Filippetti, David Peabody
Kevin Petchark
Jody Nazarchyk, Selectwoman, Dave Camp, Town Clerk
Kimberly Allen, Director of Finance
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., December 7, 2022 by Town Clerk David Campo.
Public Comment: None
Election of Chair:
Glenn Patterson was nominated to be the Chair.
Motion by Ronald Fedor and seconded by Robert Tuneski to open and approve
the nomination.
Vote: 6-0-0 Motion Passed.
Motion by Ronald Fedor and seconded by Robert Tuneski to move that the
nominations be closed.
Vote: 6-0-0 Motion Passed.

Board of Finance Regular Meeting Minutes — December 7, 2022
—,
Page 2
4.
Election of Clerk:
John Sheehan was nominated to be the Clerk.
Motion by Joseph Filippetti and seconded by David Peabody to open and
approve the nomination.
Vote: 6-0-0 Motion Passed.
Motion by Joseph Filippetti and seconded by Ronald Fedor to move that the
nominations be closed.
Vote: 6-0-0 Motion Passed.
Approval and acceptance of minutes:
Regular Meeting on November 9, 2022
Motion by John Sheehan and seconded by Robert Tuneski to approve the
minutes of the November 9, 2022 Regular Meeting.
Vote: 6-0-0 Motion Passed.
Pending BOS approval to consider and act on a request from Michael Howley,
Director of Fire Services, in the amount of $25,000.00 to be moved from
designated to appropriated from Capital and Non-recurring line # 20522-57794
Radio Equipment/Communications and forward to the RTM as required.
Finance Director Allen reported that the request was not approved by the BOS. It
was discovered that pagers were not included in the original Radio Equipment
Capital request, so the item was withdrawn from the BOS agenda.
Mr. Tuneski shared that there are 3 ways of communication in that Fire
Departments communicate using radio, pagers and Streetwise. Which is a phone
app. He explained that pagers are the best way to get people to respond to fires
especially the volunteer fire fighters.
Finance Director Kim Allen, stated that a new request would most likely come
back to the board as an unbudgeted item.
Based on information from the Finance Director and Mr. Tuneski no action is
required for agenda item #6.

Board of Finance Regular Meeting Minutes — December 7, 2022
Page 3
7. Pending BOS approval to consider an act on request from Marc Balestracci, Chief
of Police, for an additional appropriation in the amount of $86,016.00 to
update/renovate the evidence and armory within the police department.
Police Chief, Marc Balestracci stated the request is to fund two projects:
updates/renovations of the Armory and the Evidence Room. This was to be an
FY24 Capital Project request, however given time, contractor availability and
parts availability the request is being made now to meet a state accreditation
deadline February 2025. Chief Balestracci noted he first site visit and inspection
as part of the accreditation is in February.
There was a discussion on the updated price changes for each item which now
equals a total of $86,016 for both projects.
There was also a discussion from the Board and the Director of Finance on
where/which account they would like the money to come from for these 2
projects. The Director of Finance recommended that it come from the
Undesignated Fund Balance.
Motion by John Sheehan and seconded by Ronald Fedor to approve additional
appropriation of $86,016 from the Capital and Non-recurring Undesignate line
#205-31520 Undesignated Fund balance to a new Capital and non-recurring
project number to be created and forward to the RTM as required.
Vote: 6-0-0 Motion Passed.
Chairman Patterson proposed to advance item 16 on the agenda to item 8 and
renumber the agenda items accordingly to allow Steve Cardelle, Building Official,
to address item 16 and not have to wait through the other agenda items which
were exclusively business between the Board and the Finance director.
Motion by Joseph Filippetti and Seconded by Ronald Fedor to move Agenda item
#16 up to #8 on the Agenda.
Vote: 6-0-0 Motion Passed.

Board of Finance Regular Meeting Minutes — December 7, 2022
Page 4
8. To consider and act on a request from Kim Allen, Director of Finance, on behalf
of the Building Department for a FY23 Out of Series Transfer as follows:
APPROVED CURRENT ACCOUNT ACCOUNT REVISED
Budget Available INCREASE DECREASE Available
Line No, Org. Code Object Code Object Description Amount Budget Budget
1 10118 51120|Salary (Inspection) 174,632.00 | _ 152,855.00 (35,000.00)} 117,855.00
2 10118 52030}Professional Senices 750.00 0.00 30,000.00 30,000.00
3 10118 52050}Dues, Conferences, and Education 5,480.00 2,086.00 5,000.00 7,086.00
4 0,00
5 0.00
6 0.00
7 0.00
8 0.00
8 0.00
40 0.00
0.00
0.00
TOTAL 0 . 35,00000) (35,000.00)
Steve Cardelle, Building Official is requesting the Out of Series transfer due to
new code books that are needed for the building inspectors due to the new state
codes. The code books cost $1,500 each and are needed for each building official
and other miscellaneous expenses are associated with the transfer request. He
also noted the department’s new hire is not licensed, will be taking classes, and
also requires code books to be able to be supported.
John Sheehan made a comment that there is a need to get building inspectors so
that we do not have to outsource inspectors so that we can keep it in house
rather than hiring consultants.
Director of Finance, Kim Allen informed the Board-that the Town has hired a new
Planning Director Johnathan Mullin, a Waterford Resident, who may come on
board with new ideas on keeping inspections in house instead of outsourcing.
Mr. Cardelle noted there is a state wide issue with being able to fill these
positions.
Motion by John Sheehan and seconded by Ronald Fedor to approve the
decrease of Building budget line 10118-51120 Salary (inspection) by $35,000 and
increase the Building budget line 10118-52030, Professional Services by $30,000
and increase the Building budget line 10118-52050, Dues, Conferences and
Education by $5,000.
Vote: 5-0-1 Abstain: Joseph Filippetti Motion Passed.

Board of Finance Regular Meeting Minutes —- December 7, 2022
Page 5
10.
11.
Review and approval of the Board of Finance budget for FY24.
John Sheehan asked about the audit cost and the audit itself. Finance Director
Allen mentioned that here were new regulations this year for leases and there
will be new regulations next year as well. She also mentioned that she received
the draft of last year’s audit today and that the auditors still have a few things
that need to be fixed. Finally, Director Allen noted and that the RFP for the FY24
audit will go out in February.
Motion by John Sheehan and seconded by Ronald Fedor to approve the budget
for $70,159.
Vote: 6-0-0 Motion Passed.
Review and approval of the Contingency budget for FY24.
There was a discussion regarding the funds use and how it is supposed to cover
increases within the budget and is generally unanticipated. Ronald Fedor made a
point that it typically covers the departments on settling contracts. Chairman
Patterson agreed with Mr. Fedor that there may be value in updating the budget
guidelines around known contract settlements. John Sheehan made a comment
that it always ends up unexpected because the departments were generally told
no when they asked during the budget cycle.
Motion by John Sheehan and seconded by Robert Tuneski to approve the budget
for $265,000.
Vote: 6-0-0 Motion Passed.
Review and approval of the Debt Service budget for FY24.
Mr. Fedor raised a question at the numbers and stated that the interest is
increasing where the principal is decreasing, as he looked at the history.
Kim Allen stated that a couple of bonds do not have flat rates and the interest
rates fluctuate. John Sheehan made a comment about having all graphs in color
versus black and white. Kim Allen assured him that the book would be in color.
Chairman Patterson discussed the bar graph on page 2 and the expenditure
history and raised questions about the numbers ranging from 7.5 to 8.1 million.
Kim Allen states that the payment went up in FY22 (S7.9M), down in FY23
(S7.1M), peaks in FY24 ($8.1M), and then comes down.

Board of Finance Regular Meeting Minutes - December 7, 2022
Page 6
12.
13.
Motion by John Sheehan and seconded by Robert Tuneski to approve the Debt
Service budget for $8,148,250.
Vote: 6-0-0 Motion Passed.
Selection of Board of Finance liaisons to Town of Waterford Boards and
Commissions’ for a term of one year.
a. Board of Education: Currently Vacant and is tabled for discussion for the
January Board of Finance Meeting
Board of Selectmen: Glenn Patterson
Utility Commission: Robert Tuneski
Recreation and Parks Commission: Robert Tuneski
Police Commission: David Peabody
Senior Citizen Commission: Joseph Filippetti
Youth Service Advisory Council: Joseph Filippetti
Emergency Management Advisory Council: John Sheehan
Representative Town Meeting: Glenn Patterson
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There was a discussion regarding liaison item list A, Board of Education, to be
tabled until the January Board of Finance meeting due to the absence of Board
of Finance member Kevin Petchark.
Motion by Ronald Fedor and seconded by David Peabody to approve all the
Board of Finance Liaisons as listed in B through I.
Vote: 6-0-0 Motion Passed.
Appointment of a Board of Finance member to serve on the Ad Hoc Committee
to Screen Social Service Grant budgets for a term of one year December 2022 to
December 2023.
Ronald Fedor nominated for the position.
Motion by John Sheehan and seconded by Robert Tuneski to approve the
nomination.
Vote: 6-0-0 Motion Passed.

Board of Finance Regular Meeting Minutes — December 7, 2022
Page 7
14.
15.
16.
Appointment of a Board of Finance member to the Fleet Management Ad Hoc
Committee for aterm of one year December 2022 to December 2023.
Glenn Patterson nominated for the position.
Motion by John Sheehan and seconded by Joseph Filippetti to approve the
nomination.
Vote: 6-0-0 Motion Passed.
Appointment of two Board of Finance members to serve on the RTM Long Range
Fiscal Planning Committee for a term of one year December 2022 to December
2023.
Glenn Patterson and Kevin Petchark are nominated for the position.
Motion by John Sheehan and seconded by Joseph Filippetti to approve the
nomination.
Vote: 6-0-0 Motion Passed.
Old Business:
Board review of proposed Board of Finance webpage data
There was a discussion regarding the revisions needed for page 1 of the webpage
data and the meeting dates, needs to add that the BOF normally meets on the
second Wednesday of each month but can change due to “extenuating
circumstances”. For example, BOF meets on the third Wednesday of the month
of May and July.
Motion by John Sheehan and seconded by David Peabody to approve the Board
of Finance webpage data as amended in the discussion.
Vote: 6-0-0 Motion Passed.
Board review of proposed Board of Finance Policy and Procedure Formatting and
Numbering.
Motion by John Sheehan and seconded by David Peabody to approve the Board
of Finance Policy and Procedure Formatting and Numbering as presented.
Vote: 6-0-0 Motion Passed.

Board of Finance Regular Meeting Minutes — December 7, 2022
Page 8
c.
Board review of proposed updates to BOF policy 1.02. “Submission of Agenda
Items”,
There was a discussion regarding changing the time period in which the Board of
Finance agenda is issued before the meeting giving the members enough time to
review everything before the meeting. There was also a discussion about making
the changes in RED for the next meeting.
Motion by John Sheehan and seconded by Joseph Filippetti to table the
discussion until the January Board of Finance.
Vote: 6-0-0 Motion Passed.
Continued discussion around revising BOF Policy 1.01, Board of Finance Budget
Guidelines to include Performance Metrics.
Robert Tuneski is asking that all applicable departments should be able to codify
what they are asking for by showing statistical measurability. There was a
discussion and agreeance with Board of Finance members that the departments
should be able to provide some metrics, they are not all going to be the same for
all departments. Data presented will be a meaningful way to compare year to
year that what is requested in the Budget is appropriate according to the backup
information and performance metrics.
Chairman Glenn Patterson stated that he had a discussion with Ronald Fedor and
agreed Mr. Fedor be the Board’s go-between with the First Selectman, who is
working with the departments to develop the metrics.
Finance Director, Kim Allen stated that the new software that Recs & Parks will
be receiving will be able to pull such metrics in a report. She would also like to
re-name the document something other than “Budget Guidelines”.
Board of Finance members agreed to carry the discussion as old business for the
January Board of Finance meeting.
There was a discussion about the latest property value assessments and how the
home assessments have increased by 35-37% this year. They also discussed the
concerns of the residents for tax time and setting the mill rate.
The Board and the Finance Director all agree that they need to get the word out
there to residents regarding the latest assessments and the increase in values as
this will also affect homeowner’s insurance rates with the market value.

Board of Finance Regular Meeting Minutes - December 7, 2022
Page 9
17. New Business:
a. Board review and possible action on DRAFT Internal Control Policy.
Chairman Glenn Patterson has concerns regarding calling it a policy. He stated
that it is more like an instruction to a person that doesn’t really know the
meaning of Internal Controls. Page 1 seems to be more specific to the Town as a
whole versus page 5 which seems to be specific to Finance.
Mr. Peabody noted that many internal control policies outline disciplinary
actions for policy violations. Discussion followed as to who has the means to
enforce disciplinary action and if violations would be audit findings. It was also
questioned as to whether Internal Controls is truly a BOF policy since the policy
applies across town departments.
Director of Finance, Kim Allen will continue the discussion of the draft Internal
Control Policy with HR and the First Selectman and report back to the BOF.
b. Board review of Board of Finance Director email regarding the 2022 year-end
close out and the Audit Process.
Director of Finance, Kim Allen stated that this year’s audit was difficult, as
several departments were late turning in invoices and did not meet the year-
end deadline with spending. There were several changes that had to be
submitted to the auditors which resulted in more testing. The Director of
Finance cannot see overall all of the department heads.
Starting in January Director of Finance, Kim Allen will be going to each
Department doing audits which pertains to reviewing invoices, documents,
procedures. The big issue with the end of the year audits is not receiving or
receiving late information from the department heads, especially where
purchases fall under the Purchase orders threshold amount.
Finance should not have to chase down in the information needed for the
audits at the end of the year. There was some discussion of holding
department heads accountable for the future.
John Sheehan requested to see where funds were encumbered but not spent.
Director Allen said that any encumbrances will now be added to the Quarterly
Capital Reports.
Chairman Glenn would like to see a Board of Finance policy in the near future
regarding year-end closing.

Board of Finance Regular Meeting Minutes — December 7, 2022
Page 10
18.
19.
c. Finance Director Update on potential legislation needed to close-out the High
School and Friendship School Project.
Kim Allen, Finance director contacted the state regarding both the high school
and the Friendship school projects. Board of Ed Finance Director Joseph Mancini
has signed off on the audit identifying that $790,741 of the costs of high school
construction were ineligible for state reimbursement, therefore the money is
owed back to the state.. Director Aleen noted that the town has not yet been
invoiced by the State.
Selectwoman Jody Nazarchyk noted that the school building committee should
get together to meet on the issue as they were unaware of the money owed to
the state.
Regarding the Friendship school project there was a discussion of the property
itself and when the building reverts to town ownership. It was stated that the
town takes ownership only if Learn vacates the building or when the building is
20 years old.
There was also a discussion to add the appointment of David Peabody to the Ad
Hoc Energy in new business for the January Board of Finance meeting.
Liaison Reports: Robert Tuneski reports that he met with both new Directors
Ryan McNamara, Recreation and Parks and James Bartelli, Utility Commission
are both busy and seem to be diving in and doing well.
Correspondence
a. Virginia Bielucki, Town Accountant, Periodic Financial Statements FY23
dated November 9, 2022.
b. Virginia Bielucki, Town Accountant, Status of General Fund Unassigned
Balance dated November 9, 2022.
c. Virginia Bielucki, Town Accountant, Status of Contingency FY23 dated
November 9, 2022.

Board of Finance Regular Meeting Minutes — December 7, 2022
Page 11
20. Adjournment
Motion by John Sheehan and seconded by Ronald Fedor to adjourn the Regular
Meeting.
Vote: 6-0-0 Motion passed.
Meeting adjourned at 9:00 p.m.
Respectfully submitted,
(WAL SL Lr
John sh eehan, Clerk Shéa Moses, Office Coordinator

Board of Finance
Liaison Appointments .
2022-2023
Board/Commission/Committee
Liaison
Notes
Ad Hoc Committee to Screen Social Service Grant
Budgets
Ronald Fedor
12/2022-12/2023
Board of Education
Vacant
Will vote next BOF
Board of Selectman
Glenn Patterson
12/2022-12/2023
Emergency Management Advisory Council
John "Bill" Sheehan
12/22-12/2023
Fleet Management Ad Hoc Committee
Glenn Patterson
12/2022-12/2023
Long Range Fiscal Planning Committee (RTM)
Kevin Petchark
12/2022-12/2023
Long Range Fiscal Planning Committee (RTM)
Glenn Patterson
12/2022-12/2023
Recreation & Parks Commission
Robert Tuneski
12/2022-12/2023
Retirement Commission (2 years)
Kevin Petchark
12/2021-12/2023
Representative Town Meeting (RTM)
Glenn Patterson
12/2021 - 12/2022
Police Commission
David Peabody
12/2022-12/2023
2/2022 - 6/2022
School Building Committee Robert Tuneski 7/2022 - 6/2023
Senior Citizens Commission Joe Filippetti 12/2022-12/2023
Utility Commission Robert Tuneski 12/2022-12/2023
Youth Services Advisory Council
Joe Filippetti
12/2022-12/2023