Long Range Fiscal Planning Committee - Minutes - 02/25/2025

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordct.org
“S + 38
7 oN = fades)
Long Range Fiscal Planning Committee Wednesday, Eebaary 2025
Regular Meeting Minutes *Amended BOE Confetence-Rooni2
& {a} pas)
, a 98
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
6:25 p.m. January 15, 2025.
2. Roll Call/Attendance
Voting Members
Present: Ursula Moreshead, Lindsey Khan, Ron Fedor, Glenn Patterson, Marcia Benvenuti
Absent: Christina Jessuck, Harry Colonis, Mark Campo
Elected Present: Rob Brule, First Selectman
Staff Present: Kim Allen, Town Finance Director, Tom Giard Superintendent of Schools
3. Public Comment: None
4. Approval and acceptance of minutes from the Regular Meeting on January 15, 2025
Motion by Marcia Benvenuti and seconded by Ursula Moreshead to approve the minutes of the
January 15, 2025 Regular Meeting as presented.
Vote: 5-0-0 Motion: Passed
5. To consider and act on a quarterly meeting schedule for the rest of 2025.
After discussion, the following dates were established by the committee for posting by the Town
Clerk.
2"¢ Quarter Meeting Tuesday, June 10, 2025 6pm
3rd Quarter Meeting Tuesday, September 9, 2025 6pm
4th Quarter Meeting Tuesday, December 10, 2025 6pm
1 *Amended to reflect that Marcia Benvenuti was in attendance.

Motion by Marcia Benvenuti and seconded by Lindsey Khan to approve the meeting dates as
discussed.
Vote: 5-0-0 Motion: Passed
6. Review and discussion of some Key Elements LRFPC Business between Feb 18, 2021 and March 17,
2022.
Chairman Patterson discussed documents generated between 2020-2021 time frame making the
following key points. Copies of these documents are attached to the minutes:
e The “mission statement” of the LRFPC is embodied in a letter accepted by the RTM in
2021 (Copy attached to the minutes)
e The LRFPC planning methodology is outlined by the Government Finance Officer’s
Association (GFOA) Long Term Financial Best Practice Guidelines. Attached to the
minutes is a document outlining the committee’s approach from 2020.
e The LRFPC created a document in the 3Q of 2021 intending for reporting back to the
RTM on the LRFPC’s activities. It provides some history as to how the committee was
proceeding at that time.
Ron Fedor suggested updating the information related to the GFOA guidelines and Committee
activities to document where the committee presently stands. Chairman Patterson, as the original
author of these documents to the action to update them.
Ursula Moreshead noted that as we plan for long range spending we should be emphasizing energy
efficiency whenever possible.
7. Review and discussion of current project documents comprising the current Town-wide Building
Maintenance Plan requested from the Department of Public Works.
Public Works Director Gary Schneider presented a series of “Long Range Asset Matrices” for 7 of the
8 major structures in Waterford housing town employees excluding Board Of Education buildings
and Fire Stations. For each building he provided a summary sheet projecting costs for major projects
through 2047 along with a sheet further detailing the building components/systems costs that made
up the figures cited in the summary.
The 8 Waterford-responsible building, the Eugene O’Nei] Theater Center was not included; as
responsibility for specific maintenance items are in the process of being clarified with the O'Neil.
The Director noted he used studies and system evaluations from as far back as 2015, contacts in
various industries, and years of experience to arrive at the dollar estimates. Ron Fedor asked if cost
escalation was included in the figures, Gary replied that only for the years 2024-2029.
Tom Giard thanked Gary for the presentation and noted that the format and content was something
the School Facilities department could use to present their long range plan in more detail.
2 *Amended to reflect that Marcia Benvenuti was in attendance.

Finally, Gary noted that these sheets are a “work in progress”, that he would continue to update
them as needed, and that DPW staff has access to them. He also mentioned that ultimate he is
hoping to share an asset mariagement system purchased by the Utilities Department to further
refine long range plans.
8. New Business
Multiple items were discussed during this portion of the meeting. Among them:
Incorporating Fire Station Maintenance into Long Range Planning. (t was noted that the Fire
Stations are privately owned but rely on the town to perform capital projects.
Keep Long Range Fiscal Planning synchronized as much as possible with the Plan of
Conservation and Development
Segregation of Fire Service “rolling stock” from other vehicles in the Fleet Management Plan
given their significant cost. The Finance Director noted that the Fire Service and the Finance
Office are exploring options other than purchasing Fire Apparatus, and that the results of
this analysis estimated to be available in the 4" quarter of 2025.
There was discussion about the size of the Fleet. The Finance director will provide a
comparison of the current fleet size to the size identified in the Fleet Study of 2009; with
emphasis on ensuring an “apples to apples” comparison to look at Fleet growth over that
time. That info wil! be provided No later than the next LRFPC meeting.
9. Adjournment
Motion by Marcia Benvenuti and seconded by Ron Fedor to adjourn the meeting.
Vote: 5-0-0 Motion: Passed
The meeting adjourned at 7:40 pm.
Respectfully submitted,
Glenn Patterson LRFPC Chair
3. *Amended to reflect that Marcia Benvenuti was in attendance.

E
PHONE: 860-442-0553
wivnwwaterfordctorg
PIPTEEN ROPE PERRY ROAD
WATERFORD, Cl 66385-2886
To: Moderator Waterford RTM :
From: Richard Muckle, Chairman; Long Range Financial Planning Cormmittee
Date: November 19, 2020
The reconstituted Long-Range Financlal Planning Committee determined an update to their
charge Is necessary.
To that end the LRFPC has established the following charge:
The LRFPC shalt establish a comprehensive long-term financtal planning process that supports
delivering quality services with Integrity, excellence, and innovation.
The LRFPC shall carry out actlons which include, but are not limited to, the following:
* Establish a Long-Range Financial Plan guided by the Government Finance Officers
Association best practices statement that strives to align financial capacity
{revenue/debt/expenses) with long term municipal service objectives,
® Utilize forecasts to provide Insights into future financial capacity so that strategies can
be developed to achieve long term sustainability in light of the government's service
objectives and financial challenges.
e@ Make recommendations to relevant town bodies.
Sincerely,
Richard Muckle, LRFPC Chalrmap

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Long
Range
Fiscal
Planning
Committee
RTM
Update
30
2021
Dec
2020
the
Long
Range
Fiscal
Planning
Committee
notified
the
RTM
that
the
committee’s
t
“Establish
a
comprehensive
long
term
planning
process
that
supports
delivering
quality
w
integrity,
excellence,
and
innovation.”
The
committee
is
utilizing
GFOA
guidelines
in
the
long-term
plan
and
any
recommendations
presented
to
the
RTM
membership.
time
the
committee
and
the
Finance
Director
have
worked
through
several
items
toward
forecast
of
year-to-year
budget
(spending)
targets
through
2028
(Slide
2)
Not
the
listed
assumptions--
key
is
the
assumption
that
Millstone
revenue
is
undiminished
through
2028
of
budget
areas
where
long
term
planning.is
perceived
as
providing
opportunities
to
limit
spending
(slide
sf
;
T
LRFPC
is
pursuing
these
areas
as
“prototype”
efforts
in
developing
long
range
plans
th
“lessons
learned”
in
these
initial
efforts
the
LRFPC
ultimately
hopes
to
recommend
a
program
to
develop
and
implement
department-level
long
range
plans
as
significant
drivers
for
absence
of
comprehensive
long
range
planning,
budgeting/spending
will
remain
a
year
to
year
based
on
what
happened
last
year
and
what’s
expected
to
happen
in
the
next
year
versus
the
next
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BAISBIIEd
Dd4Y7
SUL
saluunwoddo
Buluuelg
asuey
SUO07

Long
Range
Planning
Opportunity
#1:
The
Fleet
cu
“Fleet
Management”
approach
was
established
in
2009
folowing
a
Fleet
Sizing
Utilization
Study
Significan
Fleet
Study
Findings
(excluding
fire
apparatus)
Fle
size
Waterford:
196
units
East
Lyme:
113
units
Stonington:
69
units
Cy
Costsstudy
also
noted
Waterford
spent
58%
more
on
a
“per
unit”
basis
to
acquire
and
maintain
its
fleet
than
East
Lym
percentage
is
calculated
using
“Maintenance
&
Repair
Unit
Analysis”
adjusted
for
fleet
size
of
the
plan
were
to
invent
the
fleet
oe
sche
fleet
asset
replacement
year-to-year
fleet
spending
from
year
to
year
and
avoid
surprises
at
budget
time
FY2020,
Waterford
budgeted
$1M/year
in
its
capital
plan
for
the
Fleet
Management
Reductions
made
in
the
last
(2)
fiscal
years

Long
Range
Planning
Opportunity
#1:
The
Fleet
Fleet
Management
Plan
is
more
a
replacement
schedule
for
budgeting
than
a
true
Fleet
Management
Plan
comprehensive
Fleet
Management
plans
integrate
any
number
of
the
Management
(eg
Motor
pool
vs
Departmental)
Management
and
Cost
Record
Keeping
ntenance : . :
authorization
and.
qualification)
:
focus
was
on
getting
a
handle
on
the
Fleet
Assets
ie
the
vehicles.
The
the
Finance
Department
are
taking
this
same
track
ie
to
set
a
long
term
the
physical
assets
5

Long
Range
Planning
Opportunity
#1:
The
Fleet
Action
on
a
Fleet
Long
Term
Plan
wi
the
current
approach
current
tools
for
managing
the
fleet
are
an
EXCEL
sheet
and
the
annual
budgeting
process
sing
point
of
responsibility
for
maintaining the
asset
inventory
list
over
the
years
keeping
the
asset
inventory
list
current
year-to-year
approach
is
currently
calling
to
replacing
22
assets
in
a
single
year
fiscal
year
initial
step
in
a
long
range
plan
the
Finance
Office
has
done
an
in-depth
of
Fleet
assets
to
establish
the
population
of
items
to
manage
KIM
A.
FLEET
REVIEW
SUMMARY
INFO
HERE
OR
REFERENCE
SEPARATE
DOCUMENT
—|
would
include
as
a
separate
document.
include
some
info
on
the
Fleet
Management
Account
re
capital
|
would
include
the
current
account
balance
and
maybe
a
history
of
expenditures
for
so
many
years.
inventory
listing
should
be
a
separate
document
Yes!
6

Long
Range
Planning
Opportunity
#1:
The
Fleet
LRFPC
Recommendations
the
current
fleet
management
plan
P
a
basis
for
making
Fleet
addition/replacement
decisions
based
on
asset
life-cycle
cost
an
balanced
by
need
relative
to
providing
services
Id
software
tools
capable
of
recommending
changes/updates
to
a
revised
Fleet
plan
ona
per
basis
SURE
WHAT
RECOMENDATION TO
MAKE
(if
any)
REGARDING
WHO
RUNS
THIS
SHOW
Asset
tra
is
part
of
finance’s
responsibility,
it
should
remain
our
responsibility.
However,
|
think
we
better
way
to
track
all
maintenance
and
repair
costs
to
incorporate
into
the
plan.
This
information
would
be
the
responsibility
of
Public
Works.
i
to
explore
hiring
a
consultant
to
provide
the
ad-hoc
Fleet
Managemen
Committee/BOS/RTM
an
updated
Fleet
Management
approach
7

Long
Range
Planning
Opportunity
#1:
The
Fleet
Range
Planning
Opportunities
LRFPC
progresses
with
recommendations
on
a
long-range
Fleet
Plan
the
co
will
note
what
worked
and
what
didn’t
and
apply
those
lessons
learned
to:
Maintenance
Spending
Asinfluenced
by
what
develops
in
the
(3)
prior
planning
exercises.
Se
—