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APRIL 8, 2004

ATTENDANCE: Bruce Kimmel, Chairman; Douglas Hempstead; Douglas Sutton; Carvin Hilliard (8:10 pm); Michael Coffey (8:10 pm).

STAFF: Tom Hamilton, Finance Director; Fred Gilden, Comptroller; Lisa Biagiarelli, Tax Collector; Gerald Foley, Purchasing Agent

OTHERS: Dale Breckhart, Digital Back Office

CALL TO ORDER

The Chairman called the meeting to order at 8:05 pm. At this point there were not enough members to form a quorum.

10. RECEIVE BOARD OF ESTIMATE AND TAXATION SPECIAL APPROPRIATIONS FROM MARCH 29, 2004 MEETING

Mr. Kimmel indicated that this has to do with the change of dates in construction for the South Norwalk library.

Mr. Hamilton explained that the budget that was put together last year assumed that the renovations on the South Norwalk library would begin this year and therefore there were some reductions made to the budget that totaled (originally) $122,000. He continued to say that this project is moving forward and the estimated start is now into the new fiscal year; they are anticipating September. Mr. Hamilton said that the city wants to keep the library open as long as they can. He stated that Les Kozerowitz has come forward and stated that he did not need the money that was taken out of that budget to buy books and other materials for the library but he wanted to fund the wage account.

Mr. Hamilton noted that they have found areas of savings in the budget particularly in the energy and electrical accounts and therefore the amount needed for the special appropriation is $8,000. This will allow them to keep the South Norwalk library open.

Mr. Coffey and Mr. Hilliard joined the meeting at 8:10 pm. At this point in the meeting there were enough committee members to make a quorum.

Mr. Kimmel concluded by saying that they would not need to vote upon this item it would go before the full council; they have received this for informational purposes only.

1. APPROVE THE MINUTES OF THE PREVIOUS COMMITTEE MEETING: MARCH 11, 2004

** MR. COFFEY MOVED APPROVAL OF THE MINUTES OF MARCH 11, 2004 AS PRESENTED.
** MOTION PASSED UNANIMOUSLY.

2. CLAIMS COMMITTEE: RECEIVE THE MONTHLY CLAIMS REPORT AND APPROVE CLAIMS AS REQUIRED FOR CLAIMS REPORT DATED APRIL 8, 2004.

Mr. Sutton recused himself and left the meeting.

** MR. KIMMEL MOVED APPROVAL OF THE ITEMS.

Ms. Biagiarelli stated that of the three items, one is a court stipulation and the other two were included because of the high dollar amount. She gave some background information on the court stipulation at 140 Rowayton Avenue.

** MOTION PASSED UNANIMOUSLY.

Mr. Sutton re-joined the meeting.

3. NARRATIVE ON TAX COLLECTIONS DATED MARCH 31, 2004 – RECEIVE REPORT AND DISCUSS.

4. MONTHLY TAX COLLECTOR’S REPORT DATED MARCH 31, 2004 – RECEIVE REPORT AND DISCUSS.

Ms. Biagiarelli distributed her report with supporting documentation. She pointed out that this is a track of the tax collector’s report. With regard to current collections they are ahead of last year at 97.88% of the adjusted tax levy at the end of March; they had collected 97% of the current sewer levy and these numbers are ahead of last year. For past due collections, Ms. Biagiarelli stated that they had got an additional $4.2 million.

Ms. Biagiarelli referred to the spreadsheet pointing out that they the amount is slightly less than last year and this is because there is no tax sale this year; she said this was not something to become alarmed about. She stated that they have filed the leans, there were fewer than last year; she anticipated the bills to be in the mail by June 13, 2004.

With reference to the other material included in the packet, Ms. Biagiarelli said there was information requested during the last meeting on the top delinquent accounts and information to the Board of Estimate and Taxation regarding staffing in her office. She wished to point out that this information was not meant to imply criticism it was for informational purposes only as it was discussed during the last meeting.

There was brief discussion regarding some of the individual items on the tax collector’s report.

Mr. Kimmel requested that he receive this information every couple of months.

Regarding the staffing issue Mr. Kimmel stated that this is a revenue generating office and by not hiring a new staff person they might be missing out on some good opportunities.

Mr. Hamilton said that during budget discussion he went through the figures with Ms. Biagiarelli and they had added money in to provide resources to conduct a tax sale; he said the numbers speak for themselves.

Ms. Biagiarelli pointed out that she did 760 hours of unpaid over time last year that is why the numbers are so good; she added that it is becoming increasingly difficult to continue at that level.

Mr. Hempstead suggested that they try to resolve the situation possibly by hiring a part time person.

Ms. Biagiarelli noted that this is a very specialized field of work. She added that she was glad to receive whatever funding is possible.

Mr. Hamilton stated that $20,000 extra was added to this budget.

Mr. Kimmel stated that they would continue to look at this; he reiterated that this is an office that generates money for the city and it is not OK to overwork someone just because they do a good job.

5. STATUS ON TAX CREDIT RELIEF FOR ELDERLY AND DISABLED HOMEOWNERS ORDINANCE CHANGE

Mr. Coffey stated that this would be added to the ordinance agenda during the meeting of April 20, 2004.

Mr. Kimmel said that Mr. Whitman had indicated that this would need to be settled by May.

Mr. Coffey replied that this is a technical change and assuming they have a quorum this should pass during the next meeting.

Mr. Kimmel stated that they would need to hold a public hearing. He also asked that if everything is set up and the proper approvals would the money come from contingency and when would the Board of Estimate and Taxation come into play.

Mr. Hamilton replied that when the calculated the mill rates they took into account the tax relief program based on the current number of applicants – so they do have enough money in the tax reserve.

6. AUTHORIZE THE MAYOR, ALEX A. KNOPP, TO SIGN A CONTRACT FOR INDEPENDENT AUDITING SERVICES TO MCLADREY & PULLEN, LLP FOR A TOTAL CONTRACT AWARD OF $438,500.00 BROKEN DOWN AS FOLLOWS:

FISCAL YEAR 2004-05 (AUDIT OF JUNE 30, 2004) FOR A SUM NOT TO EXCEED $83,000.00.
FISCAL YEAR 2005-06 (AUDIT OF JUNE 30, 2004) FOR A SUM NOT TO EXCEED $86,000.00
FISCAL YEAR 2006-07 (AUDIT OF JUNE 30, 2004) FOR A SUM NOT TO EXCEED $87,500.00
FISCAL YEAR 2007-08 (AUDIT OF JUNE 30, 2004) FOR A SUM NOT TO EXCEED $90,000.00
FISCAL YEAR 2008-09 (AUDIT OF JUNE 30, 2004) FOR A SUM NOT TO EXCEED $82,000.00

Mr. Hamilton stated that the city put out an RFP for auditing services for the financial audit required by state law and the city charter. He said that they current services are provided by UHY and although they submitted a strong proposal the committee (he listed the members) unanimously recommended McGladrey & Pullen. He went on to say that they have the majority of municipal accounts in Fairfield and they have the most significant and broadest base of experience for audits. Mr. Hamilton added that their fees are consistent with what they are currently paying; he also noted that it is a five-year contract that city can opt out of.

** MR. KIMMEL MOVED APPROVAL OF THE ITEM.
** MOTION PASSED UNANIMOUSLY.

7. AUTHORIZE THE MAYOR TO ISSUE A PURCHASE ORDER TO HI-LINK COMPUTER CORPORATION FOR NEOTERIS’ NETSCREEN SOFTWARE FOR A TOTAL AMOUNT NOT TO EXCEED $7,427.50. ACCOUNT 09041361-5777-CO286.

Mr. Hamilton explained that this is a request to authorize the issuance of a purchase order to Hi-Link for $7,427.50 for software that will allow people to gain remote access to the city’s email and as well as other systems on the city’s network. He said they have been testing the product and there has been some level of dissatisfaction of the sign-in process, however this should be much improved after the upgrade.

There was some discussion on the sign in process.

** MR. HEMPSTEAD MOVED APPROVAL OF THE ITEM.
** MOTION PASSED UNANIMOUSLY.

8. AUTHORIZE THE MAYOR TO EXECUTE AN AMENDMENT TO RCC CONSULTANTS INC. CONTRACT FOR SPECIFICATION PREPARATION FOR TELEPHONE SYSTEM AT CITY HALL FOR A TOTAL AMOUNT NOT TO EXCEED $48,300.

Mr. Kimmel referred to the back-up material.

Mr. Hamilton noted that this is for two items, the first is to amend a contract with RCC and the other is a contract with Digital Back Office; he introduced Mr. Breckhart. Mr. Hamilton indicated that all items have been reviewed and approved by the ITT Committee and they meet the area network standards of the city. He further explained that the city retained the services of RCC some eighteen months ago when there was an extensive planning process at which time the city undertook the best way to provide connectivity to all of the buildings including the Board of Education buildings.

Mr. Hamilton noted that this project will serve not only the Board of Education’s building but also the new police station in South Norwalk and the Brien McMahon High School; he said they need to move along as far as they can with this project.

Mr. Kimmel questioned the amount in the back-up material for the travel costs.

Mr. Foley replied that this figures is a “not to exceed” figure and will be broken down by hours so their intent is to keep it within the limit.

Mr. Hamilton said the reason why they are able to keep their costs lower is because they have several things going on in the city at the same time. He concluded by saying that RCC are the logical firm to do the work.

Mr. Brekhart said that the work is a first phase of planning outside the plant, by that he meant anything from where the telephone service enters the building and from that point out; he said the proposal to date has been very extensive.

Mr. Hamilton said that the contract with Digital Back Office is still with the Law Department and will be coming to the Common Council for approval. By taking this approach of managed network services they are eligible for funding under the e-rate program.

** MR. KIMMEL MOVED APPROVAL OF THE ITEM.
** MOTION PASSED UNANIMOUSLY.

9. REVIEW WPCA BUDGET FOR FISCAL YEAR 2004-05 AND TAKE NECESSARY ACTION.

Mr. Kimmel indicated that the WPCA officially approved the budget that is being presented on Monday and the Finance Department would like them to consider the recommendations.

Mr. Hamilton pointed out that some revisions had been made and that Mr. Gilden had emailed the changes to everyone.

Mr. Hamilton handed out the WPCA budget and went through the figures included. Regarding the sewer use charge, he said that they are hoping to re-open the inter-local agreement with Wilton; they have reached an agreement and this is still be finalized by the Law Department. This will need to go to the Board of Estimate and Taxation after the WPCA approves it then it will go to the Common Council during the first meeting in May.

There was some discussion about the agreement with Wilton.

Mr. Hempstead requested additional information on the electricity account.

** MR. KIMMEL MOVED TO ENDORSE THE BUDGET.
** MOTION PASSED UNANIMOUSLY.

ADJOURNMENT

** MR. COFFEY MOVED TO ADJOURN.
** MOTION PASSED UNANIMOUSLY.

The meeting was adjourned at 9:30 pm.

Respectfully submitted,

Kate Kye
Telesco Secretarial Services