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APRIL 13, 2006

ATTENDANCE: Calvin Hilliard, Chair; Gwen Briggs; Douglas Sutton; Douglas Hempstead; Kelly Straniti.

STAFF: Frederic Gilden, Comptroller

OTHERS: Lisa Biagiarelli, Tax Collector; Thomas Hamilton, Director of Finance; Hal Alvord, Director, DPW; Gerald Foley, Purchasing Director; Chief Dennis McCarthy, NFD.

CALL TO ORDER

Mr. Hilliard called the meeting to order at 8:03 p.m.

1. CLAIMS COMMITTEE: RECEIVE THE MONTHLY CLAIMS REPORT; REVIEW AND APPROVE CLAIMS AS REQUIRED FOR CLAIMS REPORT DATED: APRIL 13, 2006.

Ms. Biagiarelli reviewed the monthly Claims Reports.

2. NARRATIVE ON TAX COLLECTION DATED APRIL 13, 2006 – RECEIVE REPORT AND DISCUSS.

Ms. Biagiarelli stated there were two Special Requests appearing on the report. One was an account paid in error; the other was an M-65 exemption.

** MR. HEMPSTEAD MOTIONED TO APPROVE THE SPECIAL REQUESTS.

** MOTION PASSED UNANIMOUSLY.

3. MONTHLY TAX COLLECTOR’S REPORT DATED MARCH 31, 2006 – RECEIVE REPORT AND DISCUSS.

Ms. Biagiarelli distributed her report to the Committee. She said she had no verbal report, except to state that collections are now at 98% and everything is going well.

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** MS. BRIGGS MOTIONED TO APPROVE AND ACCEPT THE MONTHLY TAX COLLECTOR’S REPORT OF MARCH 31, 2006.

** MOTION PASSED UNANIMOUSLY.

Ms. Biagiarelli left the meeting at 8:10 p.m.

4. AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO EXECUTE A THREE (3) YEAR AGREEMENT FOR MAILROOM SERVICES WITH LANIER BUSINESS SERVICES, INC. FOR A TOTAL AMOUNT NOT TO EXCEED $172,720.80.

Mr. Hamilton updated the Commission on the background of this item. Lanier Business Services has run the City Hall mailroom for the past ten years with a staff of one person. At different times during the ten years, the City has asked Lanier to respond to RFPs that were issued by the City, and have been consistently chosen as the successful bidder. This year Mr. Hamilton’s office issued two RFPs that were rejected because the proposed fees came back both times higher than Lanier. When Mr. Hamilton contacted these firms to find out why the fees were so high, he was told that due to the size of City Hall, they would make no profit from operating the mailroom, and had adjusted their proposals to accommodate the staff of one.

Mr. Hamilton decided not to issue another RFP but continue to use Lanier Business Services on a month-to-month basis so they could reissue RFPs at a later date. Mr. Hamilton said the thought was that maybe the City could find a lower cost outsourced service. After some research he determined that there was no lower cost alternative. Mr. Hamilton recommended that the City negotiate with Lanier Business Services to extend their contract for an additional three years, which is in compliance with Section 3-503(4).

** MR. HEMPSTEAD MOVED TO AUTHORIZE THE MAYOR TO EXECUTE A THREE-YEAR AGREEMENT FOR MAILROOM SERVICES WITH LANIER BUSINESS SERVICES, INC. FOR A TOTAL AMOUNT NOT TO EXCEED $172,720.80.

** MOTION PASSED UNANIMOUSLY.

5. AUTHORIZE THE MAYOR, RICHARD A. MOCCIA, TO SUBMIT AN APPLICATION TO THE STATE OF CONNECTICUT FOR GRANT FUNDS PROVIDED UNDER THE STATE OF CONNECTICUT’S LOCAL CAPITAL IMPROVEMENT FUND FOR 2006 ENTITLEMENT ($639,431).

Ms. Briggs asked which Capital Improvement projects were being funded. Mr. Hamilton explained that this is one of the funding sources they have identified in the Capital Budget, so he wanted to make clear that this is not in addition to the Capital Budget but is a funding source from the Capital Budget. It can be used for almost anything in the Capital Budget but they typically look for projects that are going to spend the funds quickly; that are relatively simple projects because it is easier to have a project that is done in the summer and then in August they submit the paperwork and get the reimbursement in September, as opposed to a project that goes on for months and is funded in dribs and drabs. Mr. Hempstead said this could be used to support building projects, building renovations, construction, land work, and the like.

** MR. SUTTON MOVED TO AUTHORIZE THE MAYOR TO SUBMIT AN APPLICATION TO THE STATE OF CONNECTICUT FOR GRANT FUNDS PROVIDED UNER THE LOCAL CAPITAL IMPROVEMENT FUND FFOR 2006 ENTITLEMENT ($639,431).

** MOTION PASSED UNANIMOUSLY.

6. RESOLUTION, APPROPRIATING $8,749,068 FOR STATE FINANCED PORTION OF SCHOOL PROJECTS (PROJECT ACCOUNT NO. 09065010-6799-B0307).

Mr. Hamilton explained that these funds would represent the State-funded share of the projects being done at Kendall, Tracey and Columbus Schools, which was nearly complete; and increase the State-financed portion of the Brien McMahon project and Roofing project. He made clear that these are not new appropriations. The projected State share for Kendall School is $2,370,695; the share for Tracey School is $1,113,095; and the share for Columbus School is $984,175.

Mr. Hamilton said that after discussing this with Alan Lo and John Hawley, they decided that the most appropriate time to go forward for the Council to appropriate the State share of these projects is when the GMP is established on each project. Since the GMPs were recently established on Tracey and Columbus, and the GMP should be established within the next month on Norwalk High School, the item is now up before the Council.

There is an additional State share for the Roofing projects which are now complete; and a portion of the State share was previously appropriated because the roofing projects were seven different appropriations and done individually.

** MS. STRANITI MOTIONED TO APPROPRIATE $8,749,068 FOR STATE FINANCED PORTION OF SCHOOL PROJECTS (PROJECT ACCOUNT NO. 09065010-6799-B0307.)

** MOTION PASSED UNANIMOUSLY.

7. APPROVE FY 2006-07 WPCA OPERATING BUDGET.

Mr. Alvord said the WPCA is operating at a surplus and is expected to continue to operate at a surplus. Mr. Hempstead asked when OMI’s contract was up. Mr. Alvord explained that the contract was for twenty years and they had fourteen and a half years to go. A discussion followed.

** MS. BRIGGS MOTIONED TO APPROVE THE 2006-07 WPCA OPERATING BUDGET.

** MOTION PASSED UNANIMOUSLY.

8. APPROVE FY 2006-07 PARKING AUTHORITY BUDGET.

Mr. Alvord stated that parking usage continues to increase. He said the deficit was now $312,000 but it may be under $300,000 soon. He reported that the Isaac Street lot is leased to Fairfield County Bank, and described Fairfield County Bank’s wish to construct a drive-through banking area. He said only the City can execute a lease with the City. Discussion followed.

** MR. SUTTON MOTIONED TO APPROVE THE 2006-07 PARKING AUTHORITY BUDGET.

** MOTION PASSED UNANIMOUSLY.

9. APPROVE THE MINUTES OF THE FOLLOWING FINANCE COMMITTEE MEETINGS: FEBRUARY 21, 2006 AND MARCH 9, 2006.

February 21, 2006

** MS. STRANITI MOTIONED TO ACCEPT THE MINUTES OF FEBRUARY 21, 2006 AS SUBMITTED.
** MOTION PASSED WITH ONE ABSTENTION (MR. SUTTON).

March 9, 2006

** MR. HEMPSTEAD MOTIONED TO ACCEPT THE MINUTES OF MARCH 9, 2006 AS SUBMITTED.
** MOTION PASSED WITH ONE ABSTENTION (MS. BRIGGS)

ITEMS REFERRED BACK FROM COMMON COUNCIL

1. RESOLUTION, AUTHORIZING THE REDUCTION OF $100,000 OF CAPITAL APPROPRIATIONS FOR THE DEPARTMENT OF PUBLIC WORKS TRAFFIC CALMING PROJECT (PROJECT ACCOUNT NO. 09044021-5777-C0300).
Mr. Hamilton said these items do not need to have appropriations so the appropriation needs to be voted back into the budget.

** MS. BRIGGS MOTIONED TO DISAPPROVE THE TRANSFER OF $100,000 FOR THE DEPARTMENT OF PUBLIC WORKS 4-R PAVING PROGRAM.
** MOTION PASSED UNANIMOUSLY.

2. RESOLUTION, APPROPRIATING $100,000 FOR THE DEPARTMENT OF PUBLIC WORKS 4-R PAVING PROGRAM (PROJECT ACCOUNT NO. 09044021-5777-C0283).

** MR. SUTTON MOTIONED TO DISAPPROVE THE TRANSFER OF $100,000 TO VARIOUS DEPARTMENTS.
** MOTION PASSED UNANIMOUSLY.

3. RESOLVED, THAT A SUM NOT TO EXCEED $542,150 BE AND THE SAME IS HEREBY TRANSFERRED FROM PROJECTED FY 2005-06 OPERATING SURPLUS TO VARIOUS DEPARTMENTS TO PURCHASE ITEMS REQUESTED IN THE 2006-07 BUDGET (ACCOUNT NO. VARIOUS)

** MR. HEMPSTEAD MOTIONED TO APPROVE THE TRANSFER OF $542,150 TO VARIOUS DEPARTMENTS.
** MOTION PASSED UNANIMOUSLY.

4. RESOLVED, THAT A SUM NOT TO EXCEED $283,820 BE AND THE SAME IS HEREBY TRANSFERRED FROM PROJECTED FY 2005-06 OPERATING SURPLUS TO VARIOUS DEPARTMENTS TO PAY FOR THE REPLACEMENT OF TWENTY-TWO (22) OLD ADMINISTRATIVE VEHICLES (ACCOUNT NO. VARIOUS).

Mr. Hamilton stated that this is a good fleet vehicle and an attractive price. Mr. Hempstead asked if the City seal would go on all the vehicles. Mr. Hamilton said there was a policy about the City seal on vehicles and he assumed the seal would go on these but was not sure. Mr. Alvord said the seals would go on the vehicles. He said there would be a standard marking procedure for all these vehicles which would include the City seal and a numbering system.

** MS. STRANITI MOTIONED TO AUTHORIZE THE TRANSFER OF $283,820 FROM PROJECTED FY 2005-06 OPERATING SURPLUS FOR THE REPLACEMENT OF TWENTY-TWO (22) OLD ADMINISTRATIVE VEHICLES.
** MOTION PASSED UNANIMOUSLY.

ITEM RELATED TO APPROPRIATION FOR THE PURCHASE OF TWENTY-TWO (22) ADMINISTRATIVE VEHICLES.

1. AUTHORIZE THE PURCHASING AGENT TO ISSUE A PURCHASE ORDER TO WAGNER FORD INC. FOR TWENTY (20) 2006 FORD TAURUS AUTOMOBILES FOR A TOTAL NOT TO EXCEED $252,820.00 ACCT. TO BE DETERMINED.

** MR. SUTTON MOTIONED TO AUTHORIZE THE PURCHASE OF TWENTY (20) FORD AUTOMOBILES FROM WAGNER FORD INC. FOR A TOTAL NOT TO EXCEED $252,820.00.
** MOTION PASSED UNANIMOUSLY.

Mr. Hamilton said he gave everyone a notification from the Board of Estimate to the Council on a tentative budget. He said he emailed it to everyone on the Council. Mr. Hempstead said there is no action that is required by the Council on the budget at this point. The tentative budget that the Board of Estimate has set, which will be finalized May 4th, is under the cap that was previously established. He wanted to go on the record that the Council was notified. It is not on their agenda and they are not requesting the Council to do anything with the cap, but the Charter allows the Council to set the cap in January and then to amend the cap no later than the third Tuesday in April, which is next Tuesday. If the cap were to be amended that would entail calling a special meeting. He said he wanted to be clear that they were not asking for that, but he didn’t want someone coming back and saying that they weren’t told about a second shot at the budget cap.

ADJOURNMENT

** MS. BRIGGS MOTIONED TO ADJOURN.
** MOTION PASSED UNANIMOUSLY.

The meeting was adjourned at 9:43 p.m.

Respectfully submitted,

Linda J. Hayes
Telesco Secretarial Services