Finance / Claims 01/14/2010 Meeting Packet (Draft)

Transcription

1 Finance / Claims 01/14/2010 Meeting Packet (Draft)

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16 DEPARTMENT OF FINANCE ACCOUNTING & TREASURY DIVISION Date: January 14, 2010 To: Members of the Finance Committee of the Common Council From: Frederic J. Gilden, Comptroller Subject: Time & Attendance System The City pays about 3,500 employees including full and part-time employees with many pay rules and various accruals of sick, vacation, personal and other accrual types. The rules vary depending on the union affiliations. Employees are paid weekly, biweekly, or monthly based on their affiliations. We currently capture most time manually by using timesheets or time in and out sheets or exception based where time off and reasons need to be approved. Also time off is requested and approved manually. There is intense effort made by department/school staff to pay people each pay day. The City desired to make the capturing of time information more efficient and reduce the chance or errors. Monies were requested and approved in the Fiscal Year Capital Budget for a time and attendance system. The monies are for Phase 1 of the time and attendance to incorporate the City side. The School system would be in a later phase. In the meantime City Information Technology staff have developed an in-house system to aid the school system with capturing their sick, vacation, personal and other types of accruals. This will be used by the school system until a subsequent phase of our time & attendance system happens. We sent out a Request for Proposals for a system in June We received 6 responses which were: Cincinnati Time Recorder, Inc DBA CTRNY Empower Software Solutions Andrews Technology [NOVATIME] TimeLink International Corp Stromberg Kronos Incorporated

17 We then formed a selection committee of Purchasing, Finance, Information Technology and Personnel staff who determined that 3 of the vendors should be interviewed further. They were: Andrews Technology [NOVATIME] Stromberg Kronos Incorporated During the Selection process Kronos Incorporated purchased Stromberg and then Stromberg withdrew their proposal. After careful consideration, the selection committee feels that the best fit for the City is Andrews Technology [NOVATIME]. Andrews Technology is a reseller of the NOVATIME system and will provide implementation and support of the system. Reasons for selecting Andrews Technology (NOVATIME) included their training methodology which included unlimited onsite training of supervisors and pricing that was significantly less in both the initial phase and a potential additional phase than Kronos Incorporated. The plan for the initial rollout of the system consists of 12 time clocks in City buildings and a web-based system to allow many employees to sign in and out of work directly from their existing computers. This rollout will allow approximately 350 employees (non-uniformed full-time employees plus permanent part-time employees) to use the system. We do have licenses for 1,000 employees in phase 1 which could potentially allow us to include all City employees except the school system. Monies will come from the 2009/2010 Information Technology Capital budget ( C0375). No special appropriation is required. The request is to allow for amount not to exceed $100,000 and a 10% contingency of $10,000 in case items appear during the implementation portion of the project as but not limited additional clocks or services needed. This Time and Attendance System was unanimously approved by the ITT Committee at its January 6, 2010 meeting. The specific actions I am requesting are as follows: a. Authorize the Mayor, Richard Moccia, to execute an Agreement with Andrews Technology (NOVATIME SYSTEM) for a Time and Attendance System for time collection, recording, and reporting as specified in City s RFP #2813 for an amount not to exceed $100, (Account C0375). b. Authorize the Comptroller to issue change orders on the contract for a total not to exceed $10,

18 Andrews Technology 73 Glen Cove Drive Glen Head, NY (800) Fax:(516) PURCHASE ORDER FORM Invoice To: CITY OF NORWALK Hosted By: Customer Executive: Andy Blundell Terms: 100% Upon Execution Qty Description Item Total Novatime 3000 Web Based Time & Attendance System (1000 Employees/50 Users) 11 NT6500FP Touch Screen Terminal $2,245 $24,695 1 NT380FP 1,200 1,200 1 Employee Web Services (1000) 12,595 12,595 1 Novatime 3000 Web-Based Time & Attendance Software (1000) 34,495 34,495 1 Supervisor Module: Approval/Reporting/Review/Modification (50) 5,000 5,000 1 Payroll Interface (Over 300 Guaranteed Interfaces) TBD TBD 1 Electronic In-Out Board N/C N/C 1 Job Costing/Project Tracking (Activity Based Reporting - 8 Levels) N/C N/C 1 Advanced Supply & Demand Scheduling Module N/C N/C 1 Custom Report Maker N/C N/C 1 Access Control/Lockout N/C N/C 1 Accrual Module (Includes Sick, Vacation, Personal, etc.) N/C N/C 1 Employee Evaluation/Probation/Profile/Attendance Review Module N/C N/C 1 Badge maker/point System Modules N/C N/C Hardware Installation 3,540 One Time Software Implementation Fee See Below 14,010 Annual Hardware Maintenance 3,320 Annual Software Maintenance 9,195 20% Discount Software (all software related items) -15,059 Calc Discount -4, Hosting Option ($1.30/active employee/month) $1300 max/mo 350 Phone Entry* Hosted ($.75/active PE user/mo.) $262.5 max/mo Initial System Total $87,996 One Time Implementation Fees* Initial Planning Session $995 Rules Questionnaire Assistance 1,995 Install Novatime 3000 Web-Based Software 3,995 Install Payroll Rules, Employee File and Set-up Phone Entry 3,530 Administrative/Supervisor Training (Unlimited) 3,495 SystemTest/Go Live Included Total One Time Fees $14,010 Ongoing Professional Services Rates* (Outside of above scope) Plus travel and expenses $225/hr *Customer is responsible for actual phone bill. Customer Authorization Title Date Andrews Technology Title Date

19 Clock Department Location Model Price City Hall First Floor NT 6500 FP $2,245 City Hall Second Floor NT 6500 FP $2,245 Health Department First Floor NT 6500 FP $2,245 DPW Garage - Main Entrance NT 6500 FP $2,245 DPW Garage - Fleet Area NT 6500 FP $2,245 DPW Transfer Station NT 380 $1,200 Recreation & Parks Parks Garage NT 6500 FP $2,245 Police First Floor - Near Elevator NT 6500 FP $2,245 Police 911 Dispatch Center NT 6500 FP $2,245 Main Library First Floor - Staff Room NT 6500 FP $2,245 Main Library Second Floor - TBD NT 6500 FP $2,245 SoNo Library First Floor - TBD NT 6500 FP $2,245 $25,895 Note: The need for the second clocks at Police Dispatch and 2nd Floor Main Library is still open for discussion

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21 Department of Information Technology Date: December 21, 2009 To: Members of the Finance Committee From: Karen Del Vecchio, Director of Information Technology Subject: Norwalk Public Library Circulation Server Replacement and Maintenance Contract Renewal. The Norwalk Public Library has been using the Innovative Interfaces Incorporated Millennium system to manage and support every aspect of the primary library functions circulation, check-in/out point-of-sale terminals, reservations, and the selfserve kiosks, among others - since Millennium is a turn-key system; the III vendor bundles the software, the server it runs on, installation, service, technical support and warranty. The server upon which the current Millennium system runs at the Library was last upgraded in During the IT Capital Budget process, the Library identified refreshing the Millennium server as a core funding request for the Library. As the server is approaching 5 years of age, this is a proactive replacement measure to minimize reliability problems and the impact on the Library s ability to serve the public as the system ages. Recognizing that the technical support and software maintenance services Amendment for Millennium will expire in June of 2010, Innovative Interfaces has provided the Library with a 3 year renewal amendment outlining the terms and annual payments for support. As the Innovative Millennium system is still the primary system used by the Library to manage all its functions, the Library has requested approval of the renewal. At its November 18, 2009 meeting, the ITT Committee moved and unanimously approved both the turn-key server replacement and the annual maintenance renewal coming up July 1, 2010.

22 The actions I am requesting are as follows: 1. Authorize the Mayor, Richard Moccia, to execute an Amendment to the Agreement with Innovative Interfaces for: a. the Norwalk Public Library Automated Library Management System Replacement Program, which includes equipment, software, and services, per quotation dated November 3, 2009, at a cost not to exceed $23,700, account C0375 (approved IT capital budget item; no special appropriation required) b. the renewal of the Automated Library Management system Hardware and Software Maintenance Agreement. The amendment periods and costs shall be as follows: 7/1/2010 $37,452.00; 7/1/2011 $39,323.00; 7/1/2012 $41, Account , budgeted operating item. and forward authorization to the Common Council for further action. Att: ITT Approval Forms

23 City of Norwalk Information Technology Department 125 East Ave., Rm203 Norwalk, CT Phone: Fax: ITT Request Form Library III Millenium Systems Maintenance Renewal - 3 Year Request Number: LIB Modification Number : 0 Date of Request: 18-Nov-09. FUNDED IN CURRENT CAPITAL OR EXPENSE BUDGET: YES CONSISTENT WITH CITY TECHNOLOGY PLAN: Yes BUDGET ACCOUNT: VENDOR DATA Innovative Interfaces Inc Shellmound Way Renewal notice dated November 3, 2009 Arlene Debergue, customer accounts Emeryville CA PRICING INFORMATION QTY. DESCRIPTION MAKE MODEL PRICE/UNIT EXT PRICE 7/1/2010-6/ Maintenance Renewal CMillenium III System Library circulation system $37, $37, /1/2011-6/ Maintenance Renewal CMillenium III System Library circulation system $39, $39, /1/2012-6/ Maintenance Renewal CMillenium III System Library circulation system $41, $41, Shipping Total Price $118, Date Presented: 18-Nov-09 Date Approved: 18-Nov-09 PROJECT III 3 year renewal ITT Signature:

24 City of Norwalk Information Technology Department 125 East Ave., Rm203 Norwalk, CT Phone: Fax: ITT Request Form Norwalk Public Library Circulation System Server Refresh Request Number: NPL Modification Number : 0 Date of Request: 18-Nov-09 FUNDED IN CURRENT CAPITAL OR EXPENSE BUDGET: FY05/06 CONSISTENT WITH CITY TECHNOLOGY PLAN: Yes BUDGET ACCOUNT: C0375 VENDOR DATA Innovative Interfaces 5850 Shellmound Way Barbara Herzog, Sales quotation dated November 3, 2009 Emeryvill, CA PRICING INFORMATION QTY. DESCRIPTION MAKE MODEL PRICE/UNIT EXT PRICE 1 Library Management System Replacement Program, incl equipment, installation and trainin $23, $23, $0.00 i $0.00 $0.00 $0.00 Shipping Total Price $23, Date Presented: 18-Nov-09 Date Approved: 18-Nov-09 PROJECT Circ Srv Refresh ITT Signature:

25 Information Technology Date: December 18, 2009 To: Members of the Finance Committee From: Karen Del Vecchio, City Information Technology Director Subject: City-wide Telephone and Voice Mail Systems Annual Maintenance Renewal The City-wide voice mail system includes City Hall, Board of Education Central Office, Health Department, South Norwalk Library Branch, Police Department, Animal Control, Public Works Center, 5 Fire Stations, Fire Apparatus Maintenance; and voice mail systems for Norwalk High School, Brien McMahon High School, Briggs High School, Ponus Middle School, Nathan Hale Middle Schools, and Roton Middle School. The system was originally installed in 2005 and maintained by AT&T. The City was completely dissatisfied with the quality of AT&T s service and support and subsequently awarded the remaining telephone installation and support services to Total Communications, Inc, through a public RFP in Total Communications has done an outstanding job installing and maintaining the telephone systems for both the City and Board of Education and has local, highly trained, responsive technicians. Total Communications is authorized and certified by Cisco, the phone system manufacturer, to provide maintenance and support services for installations the size and complexity of the City of Norwalk. This request is to renew the annual City-wide telephone and voice mail system maintenance and support with Total Communication. This annual maintenance renewal was unanimously approved by the ITT Committee at its December 16, 2009 meeting. The specific actions I am requesting are as follows: 1. a: Authorize the Purchasing Agent to issue a Purchase Order to Total Communications Inc., a sole source provider, for the annual renewal of

26 technical support and maintenance services for the telephone and voice mail systems for the following locations: City Hall, Board of Education Central Office, Health Department, South Norwalk Library Branch, Police Department 24x7), Animal Control, Public Works Center, 5 Fire Stations (@24 x 7), Fire Apparatus Maintenance; and voice mail systems for Norwalk High School, Brien McMahon High School, Briggs High School, Ponus Middle School, Nathan Hale Middle Schools, and Roton Middle School; for the period September 30, 2009 to September 29, 2010, for an amount not to exceed $73,056.69, account (budgeted operating expense; no special appropriation required). 1 b: Authorize the Purchasing Agent to issue purchase orders to Total Communications Inc for the renewal of such annual equipment and software maintenance for Citywide and Board of Education voice mail and telephone system components, including any technical support and upgrades, subject to the availability of future funds. And forward onto the Common Council for further action. ATT: ITT Approval Form

27 City of Norwalk Information Technology Department 125 East Ave., Rm203 Norwalk, CT Phone: Fax: ITT Request Form TotalNet and SmartNet Maintenance for Voice Mail and Telephone Components Request Number: IT-UNIMT Modification Number : 0 Date of Request: 16-Dec-09. FUNDED IN CURRENT CAPITAL OR EXPENSE BUDGET: YES CONSISTENT WITH CITY TECHNOLOGY PLAN: Yes BUDGET ACCOUNT: VENDOR DATA Total Communications Inc. 333 Burnham Street per attached quotation Attn: Rodney Garcia, room 203, City Hall East Harford ct PRICING INFORMATION QTY. DESCRIPTION MAKE MODEL PRICE/UNIT EXT PRICE Fire Locations TotalNet and Smartnet 24 X 7 X 365, 4 hour response $7, Police PIX,CM and 78551/78351 TotalNet and Smartnet 24 X 7 X 365, 4 hour response $11, Board of Education TotalNet and Smartnet 8 X 5 $21, City Hall, DPW, Health, AnimCtl TotalNet and Smartnet 8 X 5 $31, $7, $11, $21, $31, Maintenanace period = 9/14/2009-9/13/2010 Total Price $73, Date Presented: 16-Dec-09 Date Approved: 16-Dec-09 PROJECT Vmail and phone comps m ITT Signature:

28 Information Technology Date: December 18, 2009 To: Members of the Finance Committee From: Karen Del Vecchio, City Information Technology Director Subject: Storage Capacity for Police Surveillance Video This project will increase the storage available for surveillance camera video to meet both the State requirement and Police Department operational needs. State of Connecticut Municipal Records Retention Schedule M7 Public Safety and Emergency Services Policy requires that the City retain video surveillance images for a minimum of 30 days before the imagines can be overwritten. The current storage space available barely meets this minimum requirement. In addition, often times a crime might not be immediately apparent to the victim, the crime is not immediately reported, or the Officer may not be aware there is video surveillance in the area of the crime. Weeks may pass before a camera video review request is made to the Police Department. Moreover, storage space is required for archiving of surveillance video for active cases. Increasing the video storage capacity to meet the State requirements was identified by the Police Department as a priority in the 2009/2010 IT Capital budget request. This purchase was unanimously approved by the ITT Committee at its December 16, 2009 meeting. Specific action requested: Authorize the Purchasing Agent to issue purchase orders to eplus Technologies, an authorized HP reseller, for the purchase of HP storage drives for Police surveillance video storage for an amount not to exceed $2,109.42, account C0375 (budgeted capital item; no special appropriation required) and forward onto the Common Council for further action. Att: ITT Committee Approval Form Summary of competitive bids received.

29 City of Norwalk Information Technology Department 125 East Ave., Rm203 Norwalk, CT Phone: Fax: ITT Request Form Police Department Storage for Video Surveillance Request Number: PDSAN Modification Number : Date of Request: 12/16/2009 FUNDED IN CURRENT CAPITAL OR EXPENSE BUDGET: Yes CONSISTENT WITH CITY TECHNOLOGY PLAN: Yes BUDGET ACCOUNT: C0375 VENDOR DATA eplus Technologies quotation # , dated 12/18/ Hudson Rd ship attn: Lt. David Wrinn Canton MA Norwalk Police Dept, 1 Monroe Street, Norwalk, CT PRICING INFORMATION QTY. DESCRIPTION MAKE MODEL PRICE/UNIT EXT PRICE 9 Disk drives HP 146 GB 10K SAS $ $2, $0.00 $0.00 $0.00 Shipping Total Price $2, Date Presented: 16-Dec-09 Date Approved: 16-Dec-09 PROJECT Storage for Video ITT Signature:

30 Police Surveillance Video Storage Quotes 12/24/2009 Vendor unit price total price rank eplus Technologies $ $2, HP Direct $ $2, SCW $ $2, ZCS $ $2, Sillworks $ $2, SDF Professional $ $2,

31 DEPARTMENT OF FINANCE OFFICE OF THE DIRECTOR MEMORANDUM DATE: January 7, 2010 TO: FROM: Richard Moccia, Mayor The Members of the Finance Committee Thomas Hamilton, Director of Finance RE: Bond Refunding Opportunity The City and its financial advisors regularly monitor the municipal bond market and the City s outstanding bond issues for opportunities to refund existing debt at lower interest rates. Based on the current market, we have been advised of a refunding opportunity that is currently available, and an opportunity that may become available in April 2010, if interest rates remain at current levels at that time. The current opportunity that we are pursuing involves refunding a total of $ million in bonds to realize $621,000 in present value (PV) savings or 2.39%. Established City policy indicates that the City will proceed with a refunding if the transaction will produce savings of at least 2.0%, so this transaction meets our savings threshold. Among the bonds that will be refunded in the proposed transaction are the bonds used to finance the construction of the Maritime Garage. Approximately $7.8 million is still outstanding in Maritime Garage bonds. These bonds were originally structured as lease/revenue bonds, and this refunding will replace these bonds with City general obligation bonds at lower interest cost. However, as is currently the case, the Parking Authority will include the funds for bond repayment on Parking Authority capital debt in its operating budget, not in the City s general fund budget. The potential transaction in April would involve refunding bonds that become callable in July These particular bonds represent refunding bonds, meaning that these are bonds the City has already refunded once before. Under IRS tax law, the City can only refund these bonds on or after 90 days before the call date, which is July If interest rates remain unchanged until April, we could refund approximately $30 million and generate net PV savings of approximately $1.0 million or 3.6%. The actual final amount we would seek to refund both in January and in April will be based on interest rates prevailing on the sale dates, and the issue size and NPV savings could increase or decrease. After reviewing all of the potential refunding candidates, we are requesting authorization to refund a total of $95.0 million. We believe this to be the maximum amount of possible refunding candidates at this time. We are requesting that this refunding authorization remain valid until December 31, 2010, so that we have the flexibility necessary to complete refunding transactions that meet the City s 2% savings threshold. The resolution we are requesting the Common Council adopt is attached for your review. POST OFFICE BOX EAST AVENUE NORWALK, CT TELEPHONE

32 RESOLUTION WITH RESPECT TO THE AUTHORIZATION, ISSUANCE AND SALE OF NOT EXCEEDING $95,000,000 CITY OF NORWALK, CONNECTICUT GENERAL OBLIGATION REFUNDING BONDS RESOLVED: Section 1. Not exceeding $95,000,000 General Obligation Refunding Bonds (the Refunding Bonds ) of the City of Norwalk, Connecticut (the "City ") maybe issued in one or more series and in such principal amounts as the Mayor and the Director of Finance shall determine to be in the best interests of the City for the purpose of maximizing net present value savings and/or to moderate debt service payments. The Refunding Bonds are hereby authorized to refund all or any portion of any one or more series of the City s outstanding General Obligation Bonds and the Norwalk Parking Authority Lease Revenue Bonds (Maritime Center Garage Project) Series 2002 (collectively, the Refunded Bonds ). The Refunding Bonds shall be issued and sold either in a negotiated underwriting or a competitive offering, at such time or times as the Mayor and the Director of Finance shall determine to be most opportune for the City. Each series of Refunding Bonds shall mature in such amounts and on such date or dates as shall be determined by the Mayor and the Director of Finance provided that no Refunding Bonds shall mature later than the final maturity date of the last maturity of any Refunded Bonds being refunded by such series. The Refunding Bonds shall bear interest payable at such rate or rates as shall be determined by the Mayor and the Director of Finance. The Refunding Bonds shall be executed in the name and on behalf of the City by the manual or facsimile signatures of the Mayor, the Comptroller, the Director of Finance, and the City Clerk, bear the City seal or a facsimile thereof, and be approved as to their legality by Robinson & Cole LLP, Bond Counsel. The Refunding Bonds shall be general obligations of the City and each of the Refunding Bonds shall recite that every requirement of law relating to its issue has been duly complied with, that such bond is within every debt and other limit prescribed by law, and that the full faith and credit of the City are pledged to the payment of the principal thereof and the interest thereon. The aggregate denominations, form, details, and other particulars thereof, including the terms of any rights of redemption and redemption prices, the designation of the certifying, paying, registrar and transfer agent, shall be subject to the approval of the Mayor and the Director of Finance. The net proceeds of the sale of the Refunding Bonds, after payment of underwriter s discount and other costs of issuance, shall be deposited in an irrevocable escrow account in an amount sufficient to pay the principal of, interest and redemption premium, if any, due on the Refunded Bonds to maturity or earlier redemption pursuant to the plan of refunding. The Mayor and the Director of Finance, are authorized to appoint an escrow agent and other professionals and to execute and deliver any and all escrow, investment and related agreements necessary to provide for such payments on the Refunded Bonds and to provide for the transactions contemplated hereby. The Mayor and the Director of Finance, are authorized to prepare and distribute preliminary and final Official Statements of the City for use in connection with the offering and sale of the Refunding Bonds, and they are hereby authorized to execute and deliver on behalf of the City a Bond Purchase Agreement, a Continuing Disclosure Agreement, a Tax Regulatory Agreement and such other documents necessary or desirable for the issuance of the Refunding Bonds and the payment of Refunded Bonds. Section 2. This resolution shall be effective until December 31, v1

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57 CITY OF NORWALK SPECIAL FINANCE/CLAIMS COMMITTEE MEETING DECEMBER 2, 2009 ATTENDANCE: STAFF: Nicholas Kydes, Chair; Kelly Straniti, Andrew Conroy, Nora King, David Jaeger, Doug Hempstead; Lisa Biagiarelli, Tax Collector; Thomas Hamilton, Finance Director; Frederic Gilden, Comptroller; Karen Del Vecchio, Director, Information Technology The meeting was called to order at 8:05 p.m. by Mr. Kydes who welcomed the new members to the committee. 1. Claims Committee: Receive the monthly Claims report; Review and approve claims as required for Claims Report dated: October 8, 2009; November 12, 2009; December 2, Ms. Biagiarelli, Tax Collector, presented the reports as listed above along with a narrative report outlining the process of tax refunds, tax collections, the role of the Tax Collector s office, and reviewed the following points: 1. It is the Tax Collector s Office role to interact with the Finance Committee and Claims Committee on a limited basis to issue refunds in accordance with CT General Statues and accepted accounting principles. 2. Refunds in an amount less than $5,000 are processed by the Tax Collector s Office without requiring special approval. 3. Refunds in an amount of $5,000 or more are considered special requests which require the formal approval of the Finance and Claims Committee. 4. Due to the high volume of accounts, the office processes thousands of refunds per fiscal year. 5. Committee members carefully review the listings, and if a conflict with an acquaintance, relative or associate appears, may consider recusing from the discussion and vote. Mr. Kydes asked for questions or comments on the claims reports, and Ms. Staniti recused herself from the discussion due to client associations. Special Finance/Claims Committee December 2, 2009 Page 1

58 Ms. King asked about tax abatements and Ms. Biagiarelli replied that the Committee is asked periodically to approve tax abatements for various housing projects stemming from agreements approved by prior Councils. She added that partial tax abatements are granted by the City and submitted to the state for full or partial reimbursement. Ms. Biagiarelli added there is extensive information on the City s website where taxpayers can look up their taxes and payment history, and credit card payments can be done on line. She added that they have recently changed the credit card payment vendor to Point n Pay and would speak to that in more detail in the next item on the agenda. ** MR. CONROY MOTIONED TO APPROVE THE CLAIMS REPORTS AS PRESENTED DATED OCTOBER 8, 2009; NOVEMBER 12, 2009; DECEMBER 2, ** THE MOTION PASSED SEVEN VOTES WITH FIVE VOTES IN FAVOR, NONE OPPOSED AND ONE ABSTENTION (MS. STRANITI). 2. Narrative on Tax Collections dated December 2, Receive Report and discuss. Ms. Biagiarelli presented her written report and highlighted the following points: 1. Current collection of taxes as of the end of October 2009 were 52% of adjusted levy or $127,420,149 up slightly by.13%. 2. Collection of delinquent taxes and interest is over $2.4 million, which is $101,000 less than prior fiscal year. 3. Collections by state marshals continue well with nearly $817,000 in delinquent business personal property taxes collected since September Recent collection letters sent mid November brought in close to $78,000 in just two weeks. 4. On November 1, credit card processing transitioned to a new vendor that charges taxpayers lower fee and offers more payment options, which now include credit, debit or ATM card, e-check either by mail, in person, on-line or by toll free phone number. 5. The IPP (Industrial Pretreatment Program fee on behalf of the WPCA was implemented to restaurants and food preparation establishments that emit large amounts of grease and kitchen waste into the sewer systems. Mr. Hamilton added that wage garnishments for City of Norwalk employees have also been implemented for those who owe delinquent taxes. Special Finance/Claims Committee December 2, 2009 Page 2

59 3. Monthly Tax Collector s Report Dated September 30, 2009 and October 31, Receive Report and discuss. Ms. Biagiarelli presented the Tax Collector s reports and explained the reason for two months of reports was that last month s meetings were post-poned due to the elections and re-formation of City committees. Mr. Kydes questioned the negative sewer use of nearly $84,000 and asked what was the reason for the change in the levy. Mr. Hamilton explained that it was the impact of the tax sale from June-July along with the downturn of the economy versus last year. Mr. Kydes asked if bank auctions are being counted on for tax revenue and Mr. Hamilton responded that they have factored in revenues coming in, as the tax sale is a revenue generator. Ms. King asked how the tax sale works and how many properties were sold. Ms. Biagiarelli responded between eight and ten, and Mr. Hamilton provided an overview of the tax sale process and it is a revenue source for the city and has helped to reduce delinquent taxes. ** MR. JAEGER MOTIONED TO APPROVE THE TAX COLLECTOR S REPORTS DATED SEPTEMBER 30, AND OCTOBER 31, 2009 AS PRESENTED. ** THE MOTION PASSED UNANIMOUSLY. 4. Authorize the Purchasing Agent to issue purchase orders in accordance with City Procurement Guidelines for personal computers workstations, laptops, printers and obsolete asset disposal according to City IT Department specifications, for an amount not to exceed $59, account C0375 (approved IT Capital item; no special appropriation required) Ms. Karen Del Vecchio, Director of Information and Technology, presented the Technology Refresh Program and provided a background and overview of the database inventory process. She summarized the program as an electronic asset disposal program, in place since 2005, which inventories, sanitizes the disk drives and disposes of obsolete computer equipment in accordance with City Procurement Guidelines in an environmentally responsible manner. Ms. King asked if the City can work with the Norwalk Public Schools to have a more efficient data base for the City, since the schools account for so much of the computer equipment, and Ms. Del Vecchio answered yes, they do share best practices. Special Finance/Claims Committee December 2, 2009 Page 3

60 Mr. Hempstead asked what portion was for recycling, and Ms. Del Vecchio responded that they now use the same recycling process as the Board of Education and the costs are down considerably than the past and are estimated at only about $ total. Mr. Hempstead requested a deviation from the agenda to discuss the city s system for Council members, and Ms. Del Vecchio answered that she needs a list of names and signed acceptable use policy agreements before accounts can be set up. Mr. Hamilton stated that he first needs to be sure that every council was a City account rather than using their own personal . Ms. Straniti stated she did not want to have to check two separate accounts. Mr. Hempstead said he will call everyone to survey their preferences, and Ms. Del Vecchio added she will wait for a wish list from the Council. Ms. King added that she would prefer to receive meeting agenda packets by rather than the courier service, which is a waste of paper and courier expense. Ms. Straniti suggested that the system be changed to accommodate out response messages when City employees. Ms. Del Vecchio stated she would look at more efficient ways to manage the and website communications systems. ** MS. STRANITI MOTIONED TO APPROVE THE AUTHORIZATION FOR THE PURCHASING AGENT TO ISSUE PURCHASE ORDERS IN ACCORDANCE WITH CITY PROCUREMENT GUIDELINES FOR PERSONAL COMPUTERS WORKSTATIONS, LAPTOPS, PRINTERS AND OBSOLETE ASSET DISPOSAL ACCORDING TO CITY IT DEPARTMENT SPECIFICATIONS, FOR AN AMT. NOT TO EXCEED $59, ACCT C0375 (APPROVED I.T.CAPITAL ITEM; NO SPECIAL APPROPRIATION REQUIRED) ** THE MOTION PASSED UNANIMOUSLY. 5. RESOLUTION, reducing the Capital Project for the Fire Pumping Engine by $1,750. (Account No C0339). RESOLUTION, reducing the Capital Project for the Fire Training Tower by $6,750. (Account No C0386). RESOLUTION, reducing the Capital Project for DPW Fleet Replacement by $53,500. (Account No C0313). RESOLUTION, Increasing the City s Information Technology Project by $62,000. (Acct No C0375). Mr. Hamilton explained the process of re-appropriations of capital funds for the benefit of new members. He stated that there is a request for $62,000 special capital appropriation from the Department of Public Works to fund additional costs associated with the procurement of a new Fleet and Fuel Management System and explained that the Department has identified three other capital projects which can be reduced which fully covers the cost of the system. Special Finance/Claims Committee December 2, 2009 Page 4

61 Mr. Alvord presented the back-up materials and provided background overview of the system and explained that the Department maintains all City vehicles and equipment and operates the City s larges fueling facility. He added that working in concert with the Fire Department, they went through the RFP process for the procurement of new software to enhance the fleet management efficiency. Following the panel s determination, AssetWorks, an off the shelf product that be easily adapted to the City s needs has been recommended, as it offered the best price-to-performance ratio. Mr. Kydes asked if annual maintenance was included and Mr. Alvord responded that service fees were included. Mr. Hamilton reiterated that they had identified three other capital projects which can be reduced which fully covers the cost of the system and stated that this appropriation will not increase the City s overall debt. ** MR. HEMPSTEAD MOTIONED TO APPROVE THE FOLLOWING RESOLUTION, REDUCING THE CAPITAL PROJECT FOR THE FIRE PUMPING ENGINE BY $1,750. (ACCT C0339). RESOLUTION, REDUCING THE CAPITAL PROJECT FOR THE FIRE TRAINING TOWER BY $6,750. (ACCT. NO C0386). RESOLUTION, REDUCING THE CAPITAL PROJECT FOR DPW FLEET REPLACEMENT BY $53,500. (ACCT. NO C0313). RESOLUTION, INCREASING THE CITY S INFORMATION TECHNOLOGY PROJECT BY $62,000. (ACCT. NO C0375). ** THE MOTION PASSED UNANIMOUSLY 6. Receive Board of Estimate and Taxation Appropriations from November 4, Mr. Hamilton presented item 1: $20,000 from Increased Estimated Revenues to the Recreation and Parks Department to cover the cost of Pool Rental at Norwalk High School. Mr. Hamilton provided back-up information and memorandum from Michael Moccaiae to the Board of Estimate stating that the City had recently decided to charge renal to all groups utilizing the facility to defray operating costs. He stated that the Department of Recreation utilizes the pool for many aquatic programs, has increased the cost of lessons to accommodate the new rental fee, and is thereby requesting a special appropriation of $20,000 from the estimated revenue to cover the cost of the pool rental. Mr. Jaeger added that this is the first year of covering costs, as previously the expenses of pool heating and ventilation were buried in the Board of Education operating budget. Mr. Hempstead stated that the City put $1.5 million into the capital improvements of upgrading the pool and it is about time they recapture the investment. Mr. Kydes stated that the back-up material indicates a charge of $7.50 per lesson, which is extraordinarily low for a swim lesson, and the increase of $1.50 per lesson is minimal. Special Finance/Claims Committee December 2, 2009 Page 5

62 ** MR. HEMPSTEAD MOTIONED TO APPROVE THE FOLLOWING: RESOLVED, THAT A SUM NOT TO EXCEED $20,000 FROM INCREASED ESTIMATED REVENUES TO THE RECREATION AND PARKS DEPARTMENT TO COVER THE COST OF POOL RENTAL AT NORWALK HIGH SCHOOL. (ACCT. NO ) ** THE MOTION PASSED UNANIMOUSLY. Mr. Hamilton asked to add two other items that were not on the agenda, as follows: Tentative Operating Budget Review Schedule and Preliminary Operating Budget Mr. Hamilton distributed copies of the schedule outlining the dates, room locations and budgets to be reviewed as part of the budget process. Mr. Conroy noted that room 231 was not correct for February 9, and Mr. Hamilton changed it to Council Chambers. Mr. Hamilton stated that a meeting would be needed prior to February 12 to discuss the budget. Mr. Kydes asked what the budget process timing was and Mr. Hamilton stated that preliminary budgets have been received from most of the Departments, and he will meet with the Department heads by mid December to review the final budgets. Mr. Kydes asked when the Board of Education budget is finalized and Mr. Hamilton said mid January. Ms. King stated that the new Board members plan to work more closely with the City budget process this year to avoid the difficulties of last year and since Education is such a large piece of the budget. Preliminary Operating Budget Mr. Hamilton then presented a preliminary view of 2010 Operating Budget and stated he wanted to provide a preview of the very difficult upcoming budget process. Mr. Hempstead asked about the fund balance and Mr. Hamilton explained that last year was the last time the fund balance could be tapped and further adjustments would potentially negatively affect the City s bond rating. Mr. Hamilton expressed his concern over the impending difficult process, where last year an early retirement package was negotiated to help recover the extreme budget cuts in salaries and programs. He added that he needs the input of this committee to review the budget with a fine-toothed comb. Mr. Kydes asked if an executive session could be held to review the budget, and Mr. Hamilton answered it is not possible under the city guidelines to hold an executive session without having a specific reason, case or issue to deliberate and vote on. Special Finance/Claims Committee December 2, 2009 Page 6

63 Ms. King questioned the Pension Fund variance of 220% and Mr. Hamilton responded that compared to other city s the pension Fund has not faired too badly all things considered with the economy. He explained that the Pension Board is an active committee comprised of well-experienced individuals, who closely monitor Evaluation Associates, the firm that manages the fund. He added that they meet monthly to review the investments, asset allocations, managing partners, etc. and they deliberate and work very hard to provide sound direction and guidance for the City pension funds. Mr. Conroy suggested one approach would be to start with a balanced budget with no increase and ask each Department Head how they would meet that budget. Mr. Hamilton stated he would run several budget scenarios with various assumptions and the committee could review them prior to the next meeting. Mr. Kydes suggested the members plan their schedules for the next meeting on January 13 to start at 6:00 p.m. two hours prior to the regularly scheduled time, to allow time to review the 2010 budget in greater detail. Adjournment ** MR. HEMPSTEAD MOTIONED TO ADJOURN. ** MOTION PASSED UNANIMOUSLY. The meeting was adjourned at 9:45 p.m. Respectfully submitted, Marilyn Knox Telesco Secretarial Services Special Finance/Claims Committee December 2, 2009 Page 7