Board of Finance - Minutes - 09/13/2023

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
a or www.waterfordct.org
MINUTES (*Amended)
Board of Finance _ Wednesday, September 13, 2023
Regular Meeting Minutes - REVISION Town Hall Auditorium — 7:00 p.m.
Present: Chairman Glenn Patterson, John W. Sheehan, Ronald Fedor, Kevin Petchark,
Robert Tuneski, Joseph Filippetti, David Peabody
Absent: Rob Brule, First Selectman
Elected: RTM Member: Cheryl Larder, Abbas Danesh, Treasurer
Staff: Kimberly Allen, Director of Finance; Rebecca Hall, Admin Assistant Finance
Office/BOF Recording Secretary; Jim Bartelli, Utility Commission; Marc
Balestracci, Chief of Police; Steve Sinagra, Emergency Management Director; Jeff
Robillard, IT Manager; Tom Giard, Superintendent of Schools; Joe Mancini, Dir of
Finance/Operations, BOE, Mark Geer, Dir Information Technology, BOE
1. 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 7:00 p.m. September 13, 2023. ~ m= za
a oo 3
2. Public Comment ; won &
None a
3. Approval and acceptance of minutes:
Regular Meeting on August 9, 2023
aa
ts
Motion by John Sheehan and seconded by Robert Tuneski to‘approve the
minutes of the August 9, 2023 Regular Meeting as presented.
Vote: 6-0-1 Abstain: Glenn Patterson Motion Passed.
4. Discussion to consider and act on a request from Paige Walton, Assessor, fora
FY23 additional appropriation in the amount of $6,547.47 for line 20501-57639
(Revaluation) to cover a FY23 deficit to complete the 2022 revaluation project.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

Board of Finance Minutes, 9/13/2023
Page 2
Motion by John Sheehan and seconded by Ron Fedor to approve the request for
additional appropriation for Line Item # 20501-57639 in the amount of
$6,547.47 from Undesignated Fund Balance of the Capital Nonrecurring
Expenditure Fund (CNR) Line Item # 205-31520 and forward to the RTM as
required.
Vote: 7-0-0 Motion Passed.
5. Glenn Patterson requested to reorder agenda items due to Executive Session
item. Request to move items #6 & #7 ahead of #5.
Motion by John Sheehan and seconded by Joseph Filippetti to approve the
reorder of agenda items.
VOTE: 7-0-0 Motion passed.
6. Discussion to consider and act on a request from Jim Bartelli, Utility Director, for
a FY24 additional appropriation in the amount of $755,369 for a Capital Non-
Recurring Project 20531-57816 (Old Norwich Rd Pump Station).
*Glenn Patterson expressed frustration about the public nature of project
estimates and funding designations setting a floor for bids and raising the
likelihood of bids greater than the designation/appropriation. John Sheehan
noted that this frustration isn’t new and that all municipalities deal with this
issue. He also requested board members help mitigate this issue. John Sheehan
mentioned that written estimates given to departments pre-bid omits that
potential bidder from bidding on the project. Discussion on cost differential. Kim
Allen noted that several projects were bid on pre-Covid so costs changed from
initial bids.
Discussion between Ron Fedor, Robert Tuneski, and Jim Bartelli regarding rating
of bidders in order to prove experience and qualifications. Jim Bartelli clarified
that the chosen bidder was vetted and a vendor’s past experience with jobs is
heavily weighted in the review of bids. Jim Bartelli also stated that a vendor is
rated on how closely they follow the contract details in their bids.
Motion by John Sheehan and seconded by Robert Tuneski to approve a FY24
additional appropriation for Line Item # 20531-57816 in the amount of $755,369
from Undesignated Fund Balance of the Capital Nonrecurring Expenditure Fund
(CNR) Line Item # 205-31520 and forward to the RTM as required.
VOTE: 7-0-0 Motion passed.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

Board of Finance Minutes, 9/13/2023
Page 3
7. Discussion to consider and act on a request from Kim Allen, Director of
Finance, for an FY23 Out of Series Transfer as follows:
: APPROVED CURRENT ACCOUNT ACCOUNT REVISED
Budget Available INCREASE DECREASE Available
: Amount Budget Budget
Line No. Org. Code Object Code Object Description
: 1 10107 53010 (FINANCE) OFFICE SUPPLIES 33,400.00 (7.19) 8.06 0.81
2 10107 51920 FICA 38,039.00 45.76 (8.00) 37.76
TOTAL 8.00 (8.00)
Motion by John Sheehan and seconded by Robert Tuneski to approve the
decrease of FICA Line Item # 10107-51920 in the amount of $8.00 and increase
(Finance) Office Supplies Line Item # 10107-53010 by $8.00.
VOTE: 7-0-0 Motion passed.
8. Motion by John Sheehan and seconded by Robert Tuneski to move to enter
Executive Session at 7:20pm with the following persons attending the Executive
Session: - Cheryl Larder, RTM Member; Abbas Danesh, Treasurer; Jeff Robillard,
IT Manager; Marc Balestracci, Chief of Police; Steve Sinagra, Emergency
Management Director; Tom Giard, Superintendent of Schools, Mark Geer,
Director IT, BOE; BOF Members Glenn Patterson, John W. Sheehan, Ronald
Fedor, Kevin Petchark, Robert Tuneski, Joseph Filippetti, David Peabody;
Kimberly Allen, Director of Finance; Rebecca Hall, Admin Assistant Finance
Office/BOF Recording Secretary
Discussion to consider and act on a request from Jeff Robillard, IT Manager; Marc
Balestracci, Chief of Police; Michael Howley, Fire Services Director; Steve Sinagra,
Emergency Management Director and Tom Giard, Superintendent of Schools for
a FY24 additional appropriation in the amount of $1,982,900 for a new Capital
Non-Recurring Project — Town-wide Security.
Motion by John Sheehan and seconded by Ron Fedor to move to leave Executive
Session at 8:26pm. No Action was taken while in Executive Session
Motion by John Sheehan and seconded by Joseph Filippetti to approve
additional appropriation in the amount of $1,982,900 to be transferred to
Account 20560-57842 from *Unassigned Balance of General Fund and forward
to the RTM as required.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

Board of Finance Minutes, 9/13/2023
Page 4
10.
VOTE: 7-0-0 Motion passed.
Glenn Patterson requested to reorder agenda items #9 New Business to move
before #8 Approval of FY25 Budget Guidelines.
Motion by Dave Peabody and seconded by John Sheehan to approve the reorder
of agenda items.
VOTE: 7-0-0 Motion passed.
New Business:
Request for additional appropriation by Steven Sinagra, Director of Emergency
Management for new project related to the WUC project to rehabilitate the
water tank at 45R Fargo Road, Waterford, CT. The project requires the
temporary relocation of the radio antennas mounted on the tank that are a part
of the Town of Waterford emergency radio communications system for
police/fire and EMS. The system must be kept operational during the utility
work, and the antennas must be moved before the utility work may begin. The
antennas would then be reinstalled on the tank following the completion of the
project. The request for additional appropriation is $48,998 to relocate the
antennas as a new Emergency Management Capital Project.
Discussion between Glenn Patterson, Steve Sinagra, Robert Tuneski, and Ron
Fedor regarding process of temporary movement of antennas as opposed to
permanent relocation of the antennas at a higher point as well as discussion of
original bid total vs. current cost. Steve Sinagra explained scope of work was
modified since original bid so cost changed. Steve Sinagra also explained that the
structural integrity of the antennas was reason for temporary relocation as
opposed to a permanent relocation. Duration of project should be a few months.
Glenn Patterson asked Kim Allen if there was any ARPA money that can be used
and Kim Allen replied no.
John Sheehan asked Kim Allen to clarify if this project falls under CIP or CNR. Kim
Allen responded this project is in conjunction with another CNR project.
Motion by John Sheehan and seconded by Ron Fedor to approve the additional
appropriation of $48,998 for a new Capital Project (Fargo Water Tank Antennas)
number to be determined from Undesignated Fund Balance of the Capital
Nonrecurring Expenditure Fund (CNR) Line Item # 205-31520 and forward to the
RTM as required.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

Board of Finance Minutes, 9/13/2023
Page 5
10.
11.
Kevin Petchark reconfirmed total is $48,998
VOTE: 7-0-0 Motion passed.
Discussion to Approve FY25 Budget Guidelines (BOF Policy 1.01)
Kim Allen began stating that the department heads attended two (2) meetings
regarding budgeting and she feels that they have a much better understanding
of what they need to present in their upcoming budget proposals.
Dave Peabody presented an idea of possibly obtaining a summary of what each
department foresees as a potential large ticket item in the near future (1-5
years) so that the BOF isn’t revisited after budget approval so often for more
funds to be appropriated to department. It was noted that these revisits to the
BOF typically revolved around capital project requests outside the budget cycle.
Discussion between Dave Peabody, John Sheehan, Robert Tuneski, and Kim Allen
about the process of budgeting, what the capital plan reads, how additional
money for staffing can be utilized. It was also noted that each department head
could be asked the following three (3) questions for Dave Peabody to obtain the
information he may be looking for:
1. What is your list of ongoing projects?
2. What is in your current year’s budget?
3. What is in the “Capital Snapshot”?
Robert Tuneski believes Dave Peabody’s idea would offer good information to
the BOF in a summary format.
John Sheehan remarked the new Guidelines document was perfect and flawless.
Motion by John Sheehan and seconded by Joseph Filippetti to approve BOF
Guidelines (BOF Policy 1.01)
VOTE: 7-0-0 Motion passed.
Old Business:
Glenn Patterson deferred the following items a. and b. to be added to the agenda for
a.
the October meeting:
Review of the Fund Balance Policy 1.03 Draft Revision
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

Board of Finance Minutes, 9/13/2023
Page 6
12.
13.
14.
Discussion of a potential BOF Policy governing the use of the Unassigned Fund
Balance of the General Fund to adjust the Mill Rate.
Appointment of BOF liaison to BOE teacher negotiations —
No volunteers.
Motion by Glenn Patterson and seconded by Kevin Petchark to appoint John
Sheehan as BOF Liaison to BOE teacher negotiations.
VOTE: 7-0-0 Motion passed.
Liaison Reports:
John Sheehan reported back from BOE union negotiations with their staff. He
believes that whoever is the volunteer from BOF to attend these meetings would
benefit from the experience of listening to the bargaining and discussions
between the two entities. Meetings are as follows:
September 18 & 27
October 16, 23, & 30
All meetings held at Waterford High School in the Library at 5pm.
Robert Tuneski reported that Waterford Utilities Commission is looking at a new
facilities management software that can be used across multiple departments
for Town of Waterford.
Robert Tuneski reported updates on the new Oswegatchie Fire Station. They are
working closely with Michael Howley, Fire Services Administrator, volunteers,
and the public to obtain the wishes and needs of each group regarding the new
building.
Correspondence
a) Board of Education Regular Meeting Agenda for 09/20/18
b) June 2018 Interim Financial Reports (emailed 9/17/18)
c) Periodic Financial Statements through 08/31/18 (emailed 9/19/18)
d) Status of Contingency as of 9/12/18 (emailed 9/19/18)
No comments regarding correspondence.
Adjournment
Motion by Ron Fedor and seconded by Kevin Petchark to adjourn the Regular
Meeting of the Board of Finance at 9:02 p.m.
Vote: 7-0-0 Motion passed.
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.

Respectfully submitted,
rarer oa = * ee ne Aan
John W. Sheehan, Rev’) Rebec
Clerk of the Board of Finance ~~~ Board of Finance Recording Secretary
Board of Finance Regular Meeting Minutes
*A revision was offered by Chairman Glenn Patterson for Item #6. Item #8 was corrected for balance to
be extracted from correct line item. Layout and presentation amendments offered by John Sheehan.