(a)
Members of the Board of Finance shall be elected,
vacancies filled, compensation and expenses provided, all in accordance
with Article IV of this Charter.
(b)
At the first meeting of the newly elected Board of
Finance following the regular Town election, the Board of Finance
shall elect from its membership a Chairman, who shall preside over
its meetings; a Vice Chairman, who shall act as Chairman in the absence
of the Chairman; and a Secretary, who shall be responsible for seeing
that records are maintained and minutes and other records of the meetings
and proper copies thereof are filed with the Board of Selectmen and
the Town Clerk as prescribed by law and by Article IV of this Charter.
[Revised 12-5-2002]
(c)
The Board shall, as its next order of business, establish
a schedule of regular meetings, and shall cause such schedule to be
posted in the office of the Town Clerk and made known to the chairman
of those boards, committees and agencies of the Town dependent on
the Town budget for any portion of their operating income.
(d)
When meetings other than regular meetings are to be
held, notice of such meetings shall be posted in the Town Office Building.
Decisions of the Board shall be made by majority of those present.
No less than four members shall constitute a quorum, except as otherwise
provided by the General Statutes and this Charter. At least three
of these members must be regular members of the Board.
(e)
The Board of Finance shall have its own budget, which
shall contain an appropriation for the purpose of retaining a certified
public accountant to audit the Town books as required by the General
Statutes, and as appropriation for the just and necessary expenses
of Board members incurred in fulfillment of their duties. It shall
also contain an amount not to exceed 1% of the current budget for
general government. This latter sum shall be available solely for
such sources of expert advice on financial matters as the Board shall
determine. The Board of Finance shall report, in its budget proposal
to the Town, the manner in which this sum was expended in the prior
year.
The Board of Finance shall have all powers and
duties provided by statutes and by this Charter. The Board of Finance
shall be the chief financial officer and budget-making authority of
the Town. The Board of Finance shall organize its work to devote proper
attention to four areas, although this shall not restrict the Board
of Finance to these areas:
(a)
Preparation of the budget for the following fiscal
year.
(b)
Management and monitoring of the budget for the current
fiscal year.
(c)
Development of long-range financial planning for the
Town in conjunction with the Board of Selectmen and input from the
Long Range Capital Planning Committee.
[Revised 12-5-2002]
(d)
Monitoring the Regional School District budget.
[Revised 12-5-2002]
(a)
At the beginning of each administration and once a
year prior to receiving budget requests for the coming year, the Board
of Finance shall meet with the Board of Selectmen for the purposes
of general discussion of the priorities of accomplishment for the
Town in the coming fiscal year. At this meeting, the First Selectman
shall indicate to the Board of Finance the manner in which that Board
might, over the coming year, most effectively contribute to his administration,
and the Board of Finance shall also outline its own views regarding
the most important tasks which could be undertaken for improving the
financial management of the Town. The First Selectman shall set the
Annual Budget Meeting for the third Wednesday in May of each year.
[Revised 12-5-2002]
(b)
By the first Wednesday in March, the Board of Finance
shall receive from the Board of Selectmen in the manner described
in Section 7-3 of this Charter the preliminary budget for the Town,
which shall include the individual budgets of each Town agency dependent
on the Town for any portion of its income. These budgets shall be
prepared in such manner as the Board of Finance shall prescribe. The
individual budget estimates of each Town agency shall be signed by
the chairman or principal official and the First Selectman shall include
his recommendations as to priorities and more efficient ways of meeting
diverse needs.
[Revised 12-5-2002]
(c)
By the first Wednesday in March the Board of Finance
shall inform itself as to the probable total income of the Town for
the forthcoming fiscal year. This shall include an estimate of the
funds from state and federal sources which will or may become available
to the Town. This estimate shall be provided by the office of the
First Selectman as required by Section 7-2 of this Charter.
[Revised 12-5-2002]
(d)
By the first Wednesday in April the Board of Finance
shall review the preliminary budgets together with estimates of income
and prepare its own preliminary budget no less than 45 days prior
to the Annual Budget Meeting. Requests for additional information
shall be made through the office of the Board of Selectmen.
[Revised 12-5-2002]
(e)
By the third Wednesday in April the preliminary budget,
as prepared by the Board of Finance, shall be reviewed with the Board
of Selectmen for the purpose of informing the Selectmen of the likely
budget, to hear comments and to discuss matters affecting Town policy
and administration.
[Revised 12-5-2002]
(f)
By the third Wednesday in April the Board of Finance
shall return to each Town agency no less than five weeks prior to
the Annual Budget Meeting the budget proposed by the Board of Finance
for each such agency. It shall indicate, when necessary, the reasons
for changes and provide the Office of the Selectmen with a copy of
the same material. Any Town agency which takes exception to the proposed
budget shall so inform the Board of Finance within one week. The Board
of Finance shall listen to further presentation from the chairman
or principal official of said Town agency prior to making its final
decision. The First Selectman or his representative, as an ex officio
member of the Board, shall be invited to attend these discussions.
[Revised 12-5-2002]
(g)
By the first Wednesday in May the Board of Finance
shall hold a public hearing on the proposed budget. Printed copies
of the proposed budget shall be available at the Office of the Town
Clerk, the Town public library and at such other locations as the
Board may prescribe, five days in advance of said hearing.
[Revised 12-5-2002]
(h)
Those wishing changes in the budget as proposed by
the Board of Finance shall communicate their views at the public hearing.
After the public hearing, the Board shall draft its final recommended
budget and provide the office of the Selectmen with a description
in which major deletions or additions were made.
(i)
The final budget as proposed by the Board of Finance
shall be presented for adoption at the Annual Budget Meeting called
for that purpose. Copies of the final budget shall be available five
days before such meeting, at the Office of the Town Clerk, the Town
public library and elsewhere as the Board of Finance may prescribe.
The Annual Budget Meeting may delete or decrease the budget amounts,
but may not increase budgeted amounts nor add additional items into
the budget.
[Revised 12-5-2002]
(j)
In the event that the Town shall fail to pass the
recommended budget, subsequent Town Meetings shall be called until
a budget is passed, and the Town shall in the meantime operate under
the budgets of the previous fiscal year.
(k)
When the budget is approved, the Board of Finance
shall see that it is promptly made available through the Office of
the Town Clerk. Breakdowns of expenditures used by the Board of Finance
in determining its final budget shall also be made available to the
Selectmen and each respective Town agency.
(l)
Within one week after the acceptance of the annual
budget by the Town Meeting, unless otherwise changed by ordinance,
the Board of Finance shall meet and lay a tax on the Grand List sufficient,
in addition to the other estimated yearly income of the Town, to pay
the expenses and appropriations of the Town for the current year,
and also to absorb any revenue deficit of the Town at the end of the
preceding fiscal year.
(m)
The Tax Collector shall then collect the tax in accordance
with the General Statutes; the due date shall be July 1 and January
1 with the exception of motor vehicle taxes and taxes less than $100,
which taxes shall be due in full on July 1. The Tax Collector shall
submit monthly reports to the Board of Finance as to the progress
of collections.
[Revised 12-5-2002]
(a)
The Board of Finance shall prescribe such periodic
reporting of income and expenditures from all Town agencies dependent
on the Town budget for any portion of their income as it deems necessary.
(b)
The Board of Finance shall review the budget quarterly
for the purpose of seeing that the budget is proceeding according
to plan. When the Board finds such deviation as it considers serious,
it shall review the matter with the Board of Selectmen. It shall annually
retain a certified public accountant to audit books and accounts of
the Town as required in the General Statutes.
(c)
In the event that a Town agency determines that it
requires a sum of money greater than its current appropriation, it
shall inform the Board of Selectmen in writing of the sum needed.
Within 10 days thereafter, the Board of Selectmen shall forward this
request to the Board of Finance, together with a statement setting
forth the recommendation of the Board of Selectmen.
|
Not more than 15 days thereafter, the Board
of Finance shall take one or more of the following actions and shall
inform the requesting Town agency and the Board of Selectmen in writing
of the action taken and the reasons therefor:
|
1.
The Board of Finance may make one supplementary appropriation
to the requesting Town agency of an amount not exceeding $20,000 without
the approval of the Town Meeting. In any fiscal year, the Board of
Finance shall not, without approval of the Town Meeting, make supplementary
appropriations which in the aggregate exceed 3% of the total general
government budget for that year.
[Revised 12-5-2002]
2.
The Board of Finance may transfer to the requesting
Town agency all or a part of the unexpended balance of any appropriation
made to that agency. An "unexpended balance" means that part of any
appropriation which the requesting agency has determined that it will
not expend during the current fiscal year.
3.
If the Board of Finance so requests, the Board of
Selectmen shall call a Special Town Meeting for the purpose of making
a supplementary appropriation, either in excess of $20,000 or subsequent
to a prior supplementary appropriation, in an amount recommended by
the Board of Finance.
[Revised 12-5-2002]
(d)
Payments into and appropriation from the Reserve Fund
for Capital and Nonrecurring Expenditures shall be made only upon
the recommendation of the Board of Finance and approval by a Town
Meeting.
(e)
A Town Meeting may make no special appropriation or
transfer of funds not recommended by the Board of Finance. Such meeting
may approve or decrease the amount recommended but may not increase
the amount.
(f)
The provisions of this section shall not be a limitation
on the power of the Town to issue bonds or other obligations for appropriations
or indebtedness in accordance with the General Statutes and this Charter.
(a)
The fiscal year of the Town shall begin on July 1
and end on June 30 of the following calendar year.
(b)
The system of accounts used by Town agencies shall
be that prescribed by the General Statutes as supplemented by regulations
of the Board of Finance.
(c)
The regulations of the Board of Finance shall also
designate the forms and procedures for orders to be drawn on the Treasurer
by the Board of Selectmen.
(d)
All officers, boards, commission and committees shall
comply with the regulations of the Board of Finance required by this
section. Such regulations shall be adopted and may be amended by vote
of the Board of Finance and shall not be inconsistent with this Charter
and the General Statutes.
(e)
The Board of Finance, 30 days before the end of the
fiscal year, shall send a request to all budgeted agencies for a written
summary account of their activities and accomplishments for that year.
This summary report shall be returned by each such agency no later
than 30 days after the end of the fiscal year, except for financial
reports requiring prior review by an auditor — these being due
within 60 days after the end of the fiscal year. The Board of Finance
shall then compile an Annual Town Report, which incorporates the material
thus received as well as the auditor's report. Said Annual Town Report
shall be made available before December 31 of each year.
(f)
Purchases by an office or agency of the Town, other
than the Probate Court and where otherwise indicated by the General
Statutes, for supplies, materials, services, equipment and other budget
commodities that are to become the property of the Town, shall be
made under such rules and regulations as may be established by the
Selectmen and meet the approval of the Board of Finance. Competitive
bidding procedures shall be used on all purchased items costing in
excess of $2,500 except as otherwise provided by ordinance with approval
of the Town Meeting, with the recommendation of the Board of Finance.
(g)
No voucher, claim or charge against the Town, other
than vouchers for the proper charges of the Probate Court, shall be
paid unless same has been audited under the direction of the First
Selectman and approved for correctness and legality.
(h)
Drafts with the above exceptions shall be drawn by
the First Selectman for the payment of approved claims, which drafts
shall be valid only when signed by the Treasurer and any two of the
three Selectmen. In the absence or inability of the Treasurer to sign,
drafts must bear the signature of all three Selectmen.
(i)
The several offices or agencies of the Town shall
not involve the Town in obligations to spend money for any purpose
in excess of the amount appropriated therefor.
(j)
The Board of Finance may have access at all reasonable
times to the records and books of account of the Town agencies.
(k)
The Town shall make no contribution to any organization
unless so authorized by General Statute. No such contribution of more
than $500 per annum shall be made to any such organization or corporation
of which financial records are not submitted along with its request
for an appropriation to the Board of Finance.
Issuance of bonds and notes shall require an
ordinance enacted at a Town Meeting; except notes in anticipation
of taxes, which notes are to be paid within the fiscal year in which
issued.
(a)
There shall continue to be a Reserve Fund for Capital
and Nonrecurring Expenditures.
(b)
The planning, construction, reconstruction, or acquisition
of any specific capital improvement, or the acquisition of any specific
item of equipment, of such category, character or nature as not to
be a purpose or object for which an appropriation is customarily made
annually, shall qualify as capital and nonrecurring expenditures.
Upon the recommendation of the Board of Finance and approval of the
Town Meeting, any part or the whole of such fund may be used for the
financing, in part or in full, of such projects or acquisitions. Upon
the approval of any such project or acquisition, an appropriation
shall be set up plainly designated for the specific project or acquisition
for which it was authorized and such unexpended appropriation may
continue, subject to the limitation of Subsection (d) hereof, until
such project or acquisition is completed. Any unexpended portion of
such appropriation remaining after such completion shall revert to
the fund.
(c)
Upon the recommendation of the Board of Finance and
approval of the Town Meeting there shall be paid into said fund such
amounts as may be:
1.
Authorized to be transferred thereto from the general
fund cash surplus available at the end of any fiscal year.
2.
Raised by the annual levy of a tax not to exceed two
mils for the benefit of such fund, and for no other purpose, such
tax to be levied and collected in the same manner and at the same
time as the regular annual taxes of the Town.
3.
Surplus cash funds already held in reserve and available
for such capital or nonrecurring expenditures as are contemplated
by the provisions of Subsection (c) hereof. All such monies so accumulated,
together with all interest that may accrue thereon, shall be invested
and held in a separate account by the Treasurer of the Town, and shall
be used for the purposes of and in the manner prescribed by Subsection
(b) hereof.
(d)
Any appropriation set up pursuant to the provisions
of Subsection (b) hereof may at any time subsequent to the effective
date of such appropriation, upon recommendation of the Board of Finance
and approval of a Town Meeting, be terminated. If no expenditure from
or encumbrance of any such appropriation has been made within the
period of three fiscal years next succeeding the effective date of
such appropriation, such appropriation shall be terminated. The fiscal
year in which such appropriation was authorized shall be deemed the
first year of such three-year period.
(a)
When any Town agency shall develop or plan to develop
long-range plans, they shall so inform the Board of Finance, and keep
them informed.
(b)
The Board of Finance may require Town agencies dependent
on the Town budget for any portion of their income to submit estimates
for future spending. Such estimates shall be based on fiscal years
for two years ahead of the current fiscal year and shall be the best
estimates of the present Town agency. Said estimates shall be submitted
as the Board of Finance shall dictate.
