001[Music] all right welcome everyone we have a corpse so I will call this regular meeting of the Brookfield for to finance to water prevalent rise and run into the Pledge of Allegiance pledge allegiance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all they knew it Nicky Stadium be singing god bless america [Music] the board did receive correspondence since the last meeting mr. Richie look up and from his Christina's everyone was on distributed to those at this time we'll move on to the accrual of minutes previous wins [Music] I did glanced over public comment I apologize we'll move to public comment please no I I checked it off by accident I apologize a rich 32 great era
002today I knew you were in competition with the middle school band so I figured I'd come at least say hello but what I wanted to ask was if come the end of June sometime next month if you could put out on the website you or the Board of Selectmen or the finance department just a short statement as to where we are as a town there seems to be a lot of confusion about how much money we still have the general fund just passed a resolution the other night about last week about you know a million plus dollars taken out where we are in debt just so that going forward you know I attended the meeting Thursday night with the schools and there's a some heavy dollars they're talking about as far as renovating or creating
003new schools so you know I think it would be helpful for the town to have at least just a short statement again I know people can say well you can read the budget you can see what it is but if you can just kind of give us a brief outline as to where we are I think that would be helpful for people because I've talked to a number of people in town and this people have numbers all over the place you know people told me oh no we're gonna be out of debt in two years and that's why we can afford the schools and I'm trying to explain to them where do you think we're paying forty million dollars in debt or something and they're like oh no I think you have the wrong numbers
004so I think it would just be helpful if something's on the website and people could at least look at it and say okay you know where we are so thanks a lot we can give that a shot being that us for that as of June 30th we might run into complications because those June thirtieth numbers would still be subject to pot it unfortunately let us put our heads together and we could think of something we definitely want it dispel any rumors or bad information but anything put up would have you know the blinking caveat of numbers not final subject to audit please check back and unfortunately you know four to six to eight months right no I could appreciate that and but you know the school people were talking about trying to move to some
005kind of referendum possibly in November and then it was discussions about maybe in the spring so you know I think it's just helpful for people to be in at least have some knowledge of where we are so that if we're going to vote on something we kind of know okay if we vote on this we know where we're at so that's all and again my apologies I'm in the middle of another commitment so I can't stay not the middle school band but I appreciate it thanks a lot thank you sir [Music] so now we will move on to approval of the minutes so we had minutes but that was that meeting was canceled due to the storm we met on May 21st May 23rd May 30th than June 4th they're meeting minutes or the packet
006and they were just at this first after whatever running so anybody has a promotion and I make a motion to approve the minutes as listed in the agenda I'll second that any discussion because and we mentioned the minutes have been distributed so you would have any comments or concerns or see anything a meeting of my vision can always revise any inaccuracies if anyone found any and represent at the next meeting I wasn't here for the May 23rd meeting so I just wanted to abstain from that just because you're not in a meeting doesn't need you don't have the right to vote opposites see there's no further discussion all those in favor as approving the minutes as presented and agenda packet and that's distributed indicate by saying aye okay I'm sensible all right motion carries [ __ ]
007all right our dear First Selectman is not here this evening I believe he had a prior commitment that moves us on to report of the finance director [Music] main driver on the revenue is the tax collection at 93% there is an operating transfer in and I just noted that and we had discussed that on the previous evening and that was the transferring for the special education shortfall on the expense side the drivers are legal and that's over and that's at 114 the legal fees are the main driver their regional services and those are all prepaid items regional animal control probate court Candlewood Lake Authority Brookfield Veterans sweetheart seniors transportation hve Co the regional Social Services again those are prepaid items ability beyond disabilities Women's Health Center hospice and some other services and then the Oh
008peg which we funded at a hundred percent any question drivers - yes okay so I mean the obvious question this to me is on the revenue side ninety-three percent four million to go with a month to go in the in the year so we're actually at seventy five percent because there's a budget there's a transfer in from another fun there okay so the the variance there is about five percent that I anticipate getting in and the other 20% is the municipal revenue sharing which we are not going to get so worked but if the ends just talking about current taxes oh I'm sorry okay there you know that account has to be reconciled that you're in so I anticipate some changes there but is it just because the tax collector is the tax cultures office
009chasing owed taxes is that is that the issue that we just haven't received I will get those reports at the end of the month so once I get those I'll reconcile all of these accounts for your end and the adjustments will be made I don't have that yet from you know it's actually not due to another you know two weeks she'll give it to me how often do you get a report from that once a month yeah but it's still concerning we're short formally now it's nobody else concern ever brother I miss that girl I said only what we see this time of year if we were to compare this to last year's yeah well historically for if I go three years back even five we have a 99% tax collection rate so by this
010point budget by the end of the year but not at this point um I don't know off the top of my head at me but I still assume that we're gonna live target at about 99 but again I the reconciliation has to be done that doesn't take into account any year-end adjustments right so there's there's two things that need to happen the account needs to be reconciled the cash account and the year-end adjustments have to be reconciled so I will do the year-end adjustments and the Senior Accountant will do the cash reconciliations so a week but I mean do you have a few are those reconciliations generally on the order of six percent and four million dollars or those reconciliations a fraction of that and were set and you think we're still chasing a big
011amount of money in the next 30 days there was no indication to me from the tax collector that we were chasing a big amount of money and I believe that she would have learnt me to that I said we hope so yes she's you know pretty much on the ball yep but I'll take a look at it tomorrow just to ease everyone's mind and if there's anything that I think is a red flag I'll avert the board immediately that's the yeah that's huge if it there's gonna be a huge [ __ ] then we're gonna have to address it so I don't expect that today Facebook I mean in just looking at this and looking at the prior year taxes there may be some reclassifications that need to be done as well I had a question for
012the expenditures okay so the support of that expenditure is 84% know that that number needs to be reconciled the town needs to sit down with the Board of Education and reconcile those accounts so I did get a number from the board so I know there's a variance but I just didn't want to drop the number in without verifying you know accuracy between the two budgets yes and again the your senior accountants will be working there next week what would you expect to have preliminary version on trial balance let's say unreviewed Bionicle unreviewed well typically I would like four to five weeks to review the trial balance once we pose a year so and I have you know someone new starting so probably in two months a month after your yes so these obviously yes can
013we lock that down I'm gonna get down I feel pretty confident that we'll have a nice working trial balance by the August meeting yes I do I mean the person the person that we brought on is a governmental auditor so we should be and we've already gone through last year's trial balance tied it out Meteor everything was in working order and we've taken a look at this year so I think besides again the cash accounts I think were we're okay um anything for grant status update no I don't have any any additional information everything seems to be consistent and just waiting for that additional money to come in I think there were a few small grants that we were anticipating when you mentioned that you senior accountants started right able to give us any more
014background I was to a personnel file for any more background on their timing their responsibilities of the folks that have just joined us yes so in review of the recent reconciliations it was noted that some additional work would need to be done for the 1718 recs and so that would include the general fund the capital funds nontox revenue and tax revenue and the Board of Education accounts the ledgers so that process has already been started and when the person comes in next week they will pick those up and tie them all out and so you know we're a little bit behind in that in the cash reconciliation so other than that the ledger is you know okay you mentioned wanted to only the new hires as a strong governmental background yes that's correct so he
015main focuses on governmental accounting and auditing so that's our new senior account that's our new senior accountant yes and he's already had an opportunity to look at the reconciliations and indicated to me that you know the general funding needs to be done for ten months and the Board of Ed accounts are three months behind so he'll be looking at those okay and will he be interfacing with the auditors as well as yourself for a little bit he will be yes he'll be interfacing with the auditors and myself okay yes he's familiar with our order to see if that would be a valuable tool and a valuable asset yes leverage him in the process definitely a benefit for the town so he'll be concentrating on the the cash accounts yes it's very very positive news and
016we have a new AP person that started and things are going well great feel good about the numbers and the expenditures so when did that first sister this week I would ask that in the you know probably next 30 to 45 days but it does set up sometimes yes you know 3 review timelines and what the SEM is at least with Kimberly and Steve and their expectations that is my plan I'm gonna give them a chance to start closing and then do exactly that in July would be right my thought yep perfect okay I'd like to meet the new staff as well did did you go did you want me to speak on the health insurance oh okay so I took the health insurance off as a driver and the reason being I went back
017and looked at the account historically and brought down the trial balance and in reviewing it you know there's a lot of things that go in and out of there the Cobra payments and so forth and so I noticed that we had already had 12 payments in there so it looked like historically what we were doing is it's a pre Pingdom and so we're on a budgetary basis and when we book that we book the current bill but it's really for the following month so what we want to do then at year-end is we don't want to count for thirteen payments in our ledger because then that pushes us over budget but we've only really budgeted for twelve and it makes the appearance that we've blown that budget line when in reality as we did it
018and so if you refer to your catheter what happens is those monies get moved into the balance sheet as a prepaid and then get brought down in the following month in the new fiscal year so what I'll do now is I'll push that up into the balance sheet as a prepaid item which is the thirteenth payment which is actually July booked in June and so we have a true picture on a budgetary basis of what that health insurance line looks like any questions couldn't we just book it at a lag here would you like couldn't we just booked the 12 payments done during the deer like the cheating payment booking in June I think I don't understand how it's okay and then you're not going to do 13 next year we're good but then I
019would have to explain the accounting it's done outside the finance department and I would have to sit down with a someone in another department that probably doesn't have a finance background but is it gonna be 13 payments or appear to be 13 payments because there's a correction issue and then next year it will revert back to no we have to consistently do this now we have to recognize our prepaids and amortize them down the town is not doing that if you look back historically going back for a decade there is no amortization schedules I mean if you just turn to the variances here and look at regional services and social services if you know in the beginning of their year when I start reporting on these we're always at ninety seven hundred percent and these
020are prepaid items so there are a smaller volume but now when we get to something that's like the health insurance which has a significant impact on a budget arabes is on a line item on our bottom line we don't want to we don't want to include something that material because then you have a false presentation of what your financial picture looks like you know so we want a more mirror what our khafre's looks like so we present three different types of financials in there and so we would want to put that up into our balance sheet because right here we're just looking at our piano so these regional services at 97% and regional Social Services that's not material but I've been reporting that now like that for 11 or ten months so it's do I
021need to amortize that down probably nice just so it's not significant but with the health insurance we would want to do something so and also with our liability insurance if we do that we want it and I've been doing that manually but that's also a prepaid item but we want to maintain that in our balance okay anywhere else you need to explore thirteen payments in there well the insurance the liability insurance we pay that and like I said manually I've been advertising it but you know it's a good idea to pay more attention to our balance sheet recommendation that's where your cash is your liabilities that's where you'll see these prepaid items should you present next moments meeting the balance sheet picture because right now historically we only get the really getting outside of things
022are you prepared every month to do it sire if I believe once the new Senior Accountant starts and we have our cash accounts under control that every month we can present a value I don't see why we can't our system is equipped to run a balance sheet I mean I run the balance sheet I look at it every fund has a balance sheet every fund as a piano so there's no reason why we couldn't as long as those journal entries are going in the payroll entries the liability counts are maintained the bonding the debt service is maintained you're only really getting a half a picture here of a financial picture of your town a full financial picture would be looking at your balance sheet as well and then that will flow into this certainly make
023it happen we're gonna make it happen oh look at it I would love to do that okay please do what is the progress as ever since talking a lot of pressure on you by July yes she said July did I say come on um yes August was super August with a balance sheet okay yeah all right anything else for a time control next then we'll do cash flow and statement in that position oh boy it can happen right do you have a cash flow report I do prepare a statement in that position in cash flow as parts of the kafir' - you know the auditors to the final but I do some preliminary work and I actually do that on the pension as well I do all the reporting for the kafir' on that so
024all good things to look at I mean those are tied in to other funds but I look at those to look at the leverage of the town and to manage the other intergovernmental funds that we have because you are looking at one fund under budgetary control but I'm managing 40 funds that are outside of that I mean the board does touch upon the capital and the bonding capital on non-recurring capital but I have to tie those all out and manage them with this fund so all the good things to consider you make them happen - yeah I said is it as simple with the new software it is just running a report and it's spitting out what it needs to or is there a lot of massaging yes no so at the end of the
025month I run all the funds you know this is the one I present you to general fund which is on the tax basis but I run the other funds and I look at them I have to look at their fund balances make sure they're not in a deficit look at their fund balances and make sure they're not in a surplus a lot of them are restricted because some of them are driven by revenue sources grant-based and so forth and then you know we have the pension small city we have a grant fund so the police outside services those are just a couple in parks and Braddock so they ought to be managed and their balance between this general fund and due to from so the general fund pays the expenditures for a lot of those
026other funds and then those funds over to general fund money and then I would liquidate all those funds but they have to maintain a certain fund balance and then if there's any surplus into those funds that can be moved to the general fund the general fund also at the ready to borrow any money from those funds at up to a year so that's you know something that I do on a monthly basis is maintained and integrating all those funds so and does that answer your question no no major issues if anything comes up it's for me we had the risk management I'm trying to sell it with a thought there's a little bit of the money in and all $30,000 and so when there was one at the time to close out of how we
027approach to the board and asked me that money and then you know it was decided at that money when it goes to the Board of Education so anytime money and material matter has [Music] this is beneficial if they're kind of those pieces maybe we're very hung up roomie at fun one we're talking about 45 so well I mean much more high level if we're gonna battle shoot well here's some very consolidate out level and we don't need to see everything but if we can see what our position is at the town level you know if there's questions obviously stage with about why I went to the end of the year when you're reading in your management but I can see where you're absolutely right you know whatever you have so I think that once we
028have the appeal to see and we have the cash under control I mean I didn't America conciliations on cash so and get the preliminary numbers for the orbit and I think there's no reason why without any organization and the staff that we have now that we can't produce those what kind of statement is from close out September prepare go back forth over distribution and est October January Nikko July 3 that too yeah and also then we need to get up at the cavalry for you're gonna look at that and then look at the capital fun didn't I yeah you look at the bands and tie them and so you see your whole picture you're not just getting reported that it says this is where we are with GI pain you're getting a report where you
029can see where we are with the AP can you hear that - that funds and I think that'll be much more beneficial to the board to see the entire picture of the financials I agree Thanks he already had one of the movies information about a tax collector that there were a lot of accounts $60 last it house banker see that tax collector has being generally full oops setup we have before us all right and I will that Board approved the transfer of the bankruptcy estate by a tax collector to the suspense tackle tax book as uncollectible yes in any discussion 1362 dollars well anyway ever seen I didn't think you could I think officially can't but but we refer Oh for the routine clinical but money where I think this [Music] right we will now
03018 but first discussed last night the first question close the school procreation and there were 1882 guess those two I read you know so the school passed without a budget passed by how's that 1956 yes votes to 1400 so both both sides II like it and there was major grassroots effort supported by notice this this was in fact a die-hard Saturn yeah - when I call you soon we shall and many calls to get voters to the polls of thank you been hearing on move along to be setting up the denominator babe that we set the guys 1919 Philip Miller ate at twenty eight point three four or an increase of one point zero five right here instead dude nice advise that I suppose you need to confirm it yeah Lola I think as as
031was televised it was a town meeting last week a week before last week to set the date of the town motion was not supported back creating a proposal for a catalytic they remove three lines and I can the enemy's firing up the incident command vehicles were invited by each of the fire companies became now there was a discussion between the first legend and the fire companies and at least that we can essentially give police tables a second underbite and therefore save majority so the and see missed everything was was kind of consistent we got to the this command a volcano fire this one but a slacker at 5,000 and it was another 10 here and we have the fifty-five thousand Center fires you can it was a charity to that also have those bone finest
032other vehicles proposed the other change was this bigger than ours I sincerely apologize for the delay this had been labeled it only led itself to confuse the way that is labeled on this spreadsheet was tacked on design contingency which would lead one to believe that there would be more design work needed and we were going to spend an additional three hundred thousand dollars on the actual design really I should have been dollars set aside for emergency capital improvements as necessary by because in our our four binders from the world that indeed cat or a lot of I understood before that to get a page on that but a topic it was still a design contingency that hey layout that is for to see that the result under study I did get confirmation from a serger
033or head that as a result of the study there were no emergency happen CV to get that accomplished so what a slacker did move to remove afternoon so all in eight they moved to reduce the capital improvement budget mm is there anything right so he's down to 300,000 go back to me you all guys at the meeting I spoke her own easly both I'm gonna have a knowledgeable board whatever it was so I think I came off poorly anymore with you more oily I'm sorry but okay in so the motion at the Board of Selectmen made was essentially to put forth capital projects but items two million 68,000 fifty dollars plus 85 thousand bonding fees okay first although human $153,000 little aligning to capital for items projects plus finest costs associated with heard of the
034cost of so at this time I will make motion that word finance does approve the recommendation of what is Latin for the 2018-2019 tab over the project you need out of two million won $3,000 for consideration at a meeting on Thursday June 21st certain very insertion each I mean your honor about it will be so that cap tini there is the motion includes those capital projects as provided by podcast the list of those included minutes and the motion does include and the bond resolution actually does include the entire list the entire list not only the values I believe these suggested just a suggestion fine eastin period um comte so so those two vehicles that have moved and if you equals MA get people might assume that that means that they're just going to be included
035in the next year but since they are getting vehicles simple pace it's worth noting and he says come off that you wanna be including as an extra budget its total removal so I think that's important to bring up or maybe the past year we have if it is completely unnecessary the coal removal bucket same same with a design didn't see we're not gonna add next year and we will have to add an actual I don't know it's beneficial I just thought sorry [Music] you never cost to the fired about me and maybe talk to other peoples that would get sold but is the fire to remediate her [Music] I'm just gonna give you know since the as the buyer term get it to be able for every year they have to pay tribute and I'll
036you see that please deserve it add one of the police isn't paying for it right so right I mean yeah yeah for the committee peoples that are going from for the police to do with the fire department there's no there's no strain source of funds between the two to say okay now we're going to take your suitors yeah it's all they're all kind of okay see the dirty this file originates all get a task to us again yeah whatever bring up made up okay yeah and see how much we have left any rows on for that were borrowed versus and cash a 50 versus it for this session you will call the motion on floor all those in favor say aye aye have any other items to come forward none and seeing this [Music]