Budget status overview

[Teresa Gallagher]

Acct No.						Balance
001-1300-414.		07-08 Budget				4/9/2008		Pending
10-01	Regular Payroll	1				1
10-02	Part Time Employee	13,000				1170		**
11-01	Mileage	350				350
11-05	Meeting, Travel, Confer	400				360
30-23	Other Outside Services	15,000				5127		$900 Logo
40-05	Postage	1				1
40-09	Program Supplies	600				355		Patches - $300
40-45	Signs/Plaques	600				534		500 more maps will be printed.
50-03	Clerical/Steno Fee	2,000				980
50-04	Dues & Subscriptions	520				460
60-01	Land Improvements	10,000				7170
80-40	Program Development	4,000				3768		Use for part time employee shortfall?
**PT Employee at $16.50/hr, 50 weeks, 20 hrs/week = $16,500 per year.
Estimated shortfall in line item is $3,500 to $4,000
(note unpaid vacation occurred for 1 1/2 week just after this was printed out)
All expenses for this fiscal year must be submitted for payment by JUNE 1.
No invoices will be paid in June
Fiscal year is July 1 to June 30.
Funds may be encumbered.

Teresa Gallagher
Conservation Agent
City of Shelton
(203)924-1555 x315

 

[thomas harbinson]

Just so all members are brought up to speed, I've been in discussion with BillD/TeresaG on the p/t payroll item.  The reports I was getting from Finance weren't properly reflecting the expenditures toward either Teresa or Marianne, so I ignorantly didn't see this shortfall coming.  I made an assumption that it wouldn't catch-up, but we all know what happens when you ASSUME.  The p/t payroll line item was modified for budget year 08/09.  Given Teresa's work on the Open Space Plan and being utilized for the Cleen Sweep event by the Mayor, I would suggest considering that $3500 xfer from Program Development into the p/t payroll.

 

To think that City business stops for an entire month is silly.  I recognize that cash flow management is tough given the collection of tax pmts pd in lumps twice a year, but to not expend money for a month so that you avoid running out shows there isn't enough cushion of excess funds balance to provide during those valleys.  At our Jun mtg, we can encumber the 08/09 FY funds, but we would need to document who/what/why.

 

Despite the encouragement due to actions from the BoA&T on our budget for the FY 08/09, I do not subscribe to the use it or lose it philosphy.  However, we have properties that could be surveyed, or fences to be installed, and these aren't projects created in order to use funds.  We should make plans to appropriately use what we planned to expend.  I would expect CC will use somewhere upward of 80% of our full budget.

 

[Teresa Gallagher]

<At our Jun mtg, we can encumber the 08/09 FY funds, but we would need to document who/what/why.>

 

Agh!  That’s what happened last year, remember? I thought the deadline was July 1 but you can’t encumber funds after June 1.  Any encumbering must be decided at the meeting tomorrow night.

 

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<br

[Teresa Gallagher]

<<However, we have properties that could be surveyed, or fences to be installed>>

 

Yes, because I can’t do my job properly if I don’t know where the property lines are.  As it is, I see no point in looking for boundary encroachments at this time since there is no way for me to verify where the property line is.  CC telling neighboring property owners to please decide for themselves where they think the property line is located is an open invitation to further encroachments, in my opinion.  Instead of giving back $7,000 back unspent for land improvements, the money could be used to survey those encroachment areas, which is a benefit both to the public and the neighboring property owners.

 

 

 

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From: shel...@googlegroups.com [mailto:shel...@googlegroups.com] On Behalf Of thomas harbinson
Sent: Tuesday, May 06, 2008 2:42 PM
To: shel...@googlegroups.com
Subject: SheltonCC Re: Budget status overview

 

Just so all members are brought up to speed, I've been in discussion with BillD/TeresaG on the p/t payroll item.  The reports I was getting from Finance weren't properly reflecting the expenditures toward either Teresa or Marianne, so I ignorantly didn't see this shortfall coming.  I made an assumption that it wouldn't catch-up, but we all know what happens when you ASSUME.  The p/t payroll line item was modified for budget year 08/09.  Given Teresa's work on the Open Space Plan and being utilized for the Cleen Sweep event by the Mayor, I would suggest considering that $3500 xfer from Program Development into the p/t payroll.

<br

[McCreery, Edward P.]

agreed

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From: shel...@googlegroups.com [mailto:shel...@googlegroups.com] On Behalf Of thomas harbinson
Sent: Tuesday, May 06, 2008 2:42 PM
To: shel...@googlegroups.com
Subject: SheltonCC Re: Budget status overview

[thomas harbinson]

what did it cost to survey on lane street?  given the bidding / quote process, we can't click our fingers and expend $7k.  what areas have caused issues (mayflower lane, trap fall/"berries" area) or will need delineation for trail/recpath work (wetland flagging?).  spending money for things we know we will need to spend it on is fine - spending for sake of spending isn't.

 

T: 203.736.9249 x11
F: 203.732.5780

[Teresa Gallagher]

<<given the bidding / quote process, we can't click our fingers and expend $7k. >>

 

Exactly…I am thinking in the future we could have a budget report each month, and keep a list of things we need done in the open space.  Come January or whatever, get quotes for the most important items and get them done before June 1.  Or earlier. The process really takes a long time … a survey, for example, can take months (the Lane Street job took about a year) and we should have the job invoiced before June 1 or we have to go through the hassle of encumbering funds.

 

I can’t remember how much the Lane Street survey was, but Tracy Lewis said he did it for a very low price as a favor and we can’t base estimates on that particular job.

[Jim Tate]

 We should have some discussion on our budget at least quarterly. We all experienced board members so you can liken this to a basic treasurers report. It does not have to be an extra task put on the back of Tom or Teresa but a responsibility we can address under communications. In the past there was very little project work, just secretarial and donation expense, not really a budget concern. Now we’re tracking larger expenses and this should be monitored throughout the year. A simple monthly expense sheet, and anticipated expenditure report is all that is needed so everyone gets familiar with the money flow. I know that Tom has done a good job with OSTA,

So I think we can periodically report on that to the public.

 

We don’t need to have lengthy deliberations on this,,, just  basic information so the Commissioners, staff and committees can have some expectations of  funding and project involvement. This is not a criticism nor questioning funding just a thought on how we could be more adept at some fiscal planning,  if in fact its even needed?

[Thomas Harbinson]

I just rcd the BoA minutes, and at last weeks mtg where they approved the budget, they modified the reductions to our CC budget that were recomended by the BoA&T.  The modification amounts match what the BoA&T reduced the line items by, so I believe that in the end our budget was approved by the BoA as originally submitted to the BoA&T.  I've gone over our current FY 07/08 budget with Bill and Teresa, and after noting encumberances, remaining expenditures, etc: I forecast a balance of $13000 or 28% of budget unused.  I will be more diligent about addressing the budget earlier so we don't encounter similar situations again.

 

2008-09 BOA CHANGES TO A&T BUDGET

1300-414.60-01	Land Improvements - Conservation	3,000
1300-414.80-40	Program Development - Conserva.	2,000