Annual Town Meeting

2021 Town Meeting

WARNING

TOWN OF COLEBROOK

ANNUAL TOWN MEETING

October 18, 2021

The legal voters of the Town of Colebrook and those entitled to vote in town meetings of said Town are hereby notified and warned that the Annual Town Meeting of said Town will be held in the Colebrook Town Hall Meeting Room (2nd floor), 562 Colebrook Road, on Monday, October 18, 2021 at 8:00 p.m. for the transaction of the following business:

  1. To nominate and appoint one member of the Planning and Zoning Commission to serve a term of three years.
  2. To nominate and appoint one alternate member of the Planning and Zoning Commission to serve a term of three years.
  3. To nominate and appoint one alternate member of the Planning and Zoning Commission to fill a vacancy term of one year.
  4. To nominate and appoint one alternate member of the Planning and Zoning Commission to fill a vacancy term of two years.
  5. To nominate and appoint three members of the Zoning Board of Appeals to each serve a term of two years.
  6. To nominate and appoint one alternate member of the Zoning Board of Appeals to serve a term of three years.
  7. To nominate and appoint one alternate member of the Zoning Board of Appeals to fill a vacancy term of one year.
  8. To nominate and appoint three members of the Recreation Board to each serve a term of three years.
  9. To nominate and appoint one member of the Historic District Commission to serve a term of five years.
  10.  To nominate and appoint one member of the Historic District Commission to fill a vacancy term of one year.
  11. To nominate and appoint one member of the Historic District Commission to fill a vacancy term of two years.
  12. To nominate and appoint one alternate member of the Historic District Commission to serve a term of three years.
  13. Shall the Town of Colebrook approve a supplemental appropriation of $120,600 for security enhancements at the Colebrook Consolidated School?
  14. To consider and act upon an Ordinance to clarify Connecticut General Statute 7-348 regarding supplemental appropriations and budget variances. A full copy of the proposed ordinance is on the town website at townofcolebrook.org and on file in the Town Clerk’s Office and may be reviewed during regular business hours.

Dated at Colebrook, Connecticut this 6th day of October, 2021.

Thomas D. McKeon

Matthew J. Klimkosky

Christopher L. Johnstone

Selectmen of the Town of Colebrook

Warning

Town of Colebrook

Proposed Ordinance

Supplemental Appropriations & Budget Variances

  1. Statutory Authority

Section 7-348 of the Connecticut General Statutes (“C.G.S. §7-348”) provides that if more money is needed for any department of the town than has been appropriated, the board of finance may make such appropriation, but if the amount exceeds $20,000 such appropriation shall not be made until voted by the town.  No more than one such appropriation for any one department shall be made in one year without town meeting approval.

C.G.S. §7-348 further provides that the estimate of expenditures submitted by the board of finance to the annual town meeting may include a recommended appropriation for a contingent fund in an amount not to exceed 3% of the total estimated expenditures for the current fiscal year.  No expenditure or transfer shall be made from the contingent fund until approved by the board of finance.

  1. Purpose

The purposes of this ordinance are (i) to define what is meant by a “department” for the purposes of C.G.S. §7-348; (ii) to establish a procedure to deal with budget variances after the end of the fiscal year; and (iii) to create a contingency fund as authorized by C.G.S. §7-348.

  1. Definitions

Approved Expense Budget:  “Approved Expense Budget” means the aggregate amount of expenditures and appropriations from the general fund approved each fiscal year by the town at a town meeting or referendum called for that purpose.  The Approved Expense Budget shall include debt service and any other expenses paid from the general fund, but it shall not include Excluded Expenses defined below.

Excluded Expenses:  The Approved Expense Budget shall not include expenditures that do not utilize the town’s ongoing budgeted revenue sources.  Examples of Excluded Expenses include capital projects that are paid by prefunded grants or LoCIP, and casualty losses that are reasonably expected to be reimbursed by insurance proceeds or FEMA.  However, grants which require the town to expend its funds first and then apply for reimbursement are not Excluded Expenses.

Department:  The Approved Expense Budget shall have four principal components, each a “Department” for the purposes of C.G.S. §7-348.  The four principal components, or Departments, are the Board of Selectmen, the Board of Education, Regional School District No. 7, and the Capital Improvement Plan.  Debt service and any other expenditures that are included in the Approved Expense Budget but not in one of the four Departmental budgets shall be treated as if they were a fifth department.

Contingent Fund:  A separate fund is hereby established in accordance with C.G.S. §7-348 to provide additional flexibility to make supplemental appropriations and offset yearend budget variances.  The initial amount of the Contingent Fund shall be $200,000 taken from the cash balance of the general fund.  Additions to and expenditures from the Contingent Fund shall be in accordance with C.G.S. §7-348.

  1. Procedures

3.1   Reallocation of budgets.  The Board of Selectmen and Capital Committee shall have the same authority to reallocate funds among line items of the Approved Expense Budgets for their Departments as granted to boards of education by C.G.S. §10-222.  Such reallocations shall not affect the original line item amount of the Approved Expense Budget.

3.2   Supplemental appropriations to a Departmental budget.  Supplemental appropriations not to exceed $20,000 for any Department in a fiscal year may be approved by the Board of Finance in accordance with C.G.S. §7-348.  Supplemental appropriations exceeding $20,000 may be approved either by the town or, if sufficient funds are available in the Contingent Fund, by the Board of Finance.

3.3   Approval of variances at fiscal yearend.  If a Department is found to have exceeded its Approved Expense Budget at fiscal yearend, that excess shall be offset first by the surplus, if any, in the Approved Expense Budgets of other Departments and then by an appropriation of the Contingent Fund.

3.4   Notification of potential variances.  Informally, each Department should advise the Board of Finance if it believes that a supplemental appropriation may become necessary or an excess may occur at fiscal yearend.  The Board of Finance shall also review actual expenditures versus the Approved Expense Budget from time to time during the fiscal year.

3.5   Record keeping.  Approvals of supplemental appropriations and yearend variances in accordance with paragraphs 3.2 and 3.3 above shall be documented in the minutes of a meeting of the Board of Finance or the Town Clerk’s record of a town meeting.  Reallocations of the approved Expense Budget of a Department pursuant to paragraph 3.1 above do not require any specific record-keeping and do not change the line items amounts of the original budget.

3.6   Contingent Fund expenditures.  Appropriations from the Contingent Fund shall be approved in accordance with C.G.S. §7-348.  Appropriations from the general fund to the Contingent Fund shall be approved by the town, either as a supplemental appropriation in accordance with C.G.S. §7-348 or as a line item in the Approved Expense Budget.  The unexpended balance of the Contingent Fund shall carry forward to the next fiscal year.

3.7   Emergency expenditures.  Nothing in this ordinance shall be deemed to limit the authority granted to a town board or other town officials by the Connecticut General Statutes to deal with emergencies and other contingencies.

  1. Amendments

Amendments hereto may be made from time to time in accordance with the then current Connecticut statutes and approval by the legislative body of the Town of Colebrook.

  1. Effective Date

This ordinance shall become effective 15 days after approval by the legislative body and publication in a newspaper with a circulation in the Town of Colebrook.

October 2020

Proposed Ordinance


2020 Town Meeting (Delayed)

Minutes Annual Town Meeting 1/11/2021

Video of Special Annual Town Meeting 1/11/2021

WARNING

TOWN OF COLEBROOK

SPECIAL ANNUAL TOWN MEETING

January 11, 2021

Per the Governor’s Executive Order No. 7OO this meeting will by Zoom. You will be required to pre-register so that you can make nominations and vote on the appointment of Board and Commission members. Please contact the Town Clerk’s office for details and to register. (860) 379-3359 x203

The legal voters of the Town of Colebrook and those entitled to vote in town meetings of said Town are hereby notified and warned that the Special Annual Town Meeting of said Town will be held by Zoom on Monday, January 11, 2021 at 7:00 p.m. for the transaction of the following business:

  1. To nominate and appoint two members of the Planning and Zoning Commission each to serve a term of three years.
  2. To nominate and appoint one alternate member of the Planning and Zoning Commission to serve a term of three years.
  3. To nominate and appoint one alternate member of the Planning and Zoning Commission to fill a vacancy term of one year.
  4. To nominate and appoint two members of the Zoning Board of Appeals to each serve a term of two years.
  5. To nominate and appoint one alternate member of the Zoning Board of Appeals to serve a term of three years.
  6. To nominate and appoint one alternate member of the Zoning Board of Appeals to serve a vacancy term of one year.
  7. To nominate and appoint two members of the Recreation Board to each serve a term of three years.
  8. To nominate and appoint one member of the Historic District Commission to serve a term of five years.
  9. To nominate and appoint one alternate member of the Historic District Commission to serve a term of three years.
  10. To nominate and appoint one alternate member of the Historic District Commission to serve a vacancy term of two years.

Dated at Colebrook, Connecticut this 30th day of December, 2020.

Thomas D. McKeon

Matthew J. Klimkosky

Christopher L. Johnstone

Selectmen of the Town of Colebrook

______________________________________________________________

October 19, 2020 12:00 pm

ANNUAL TOWN MEETING

CANCELLATION/POSTPONEMENT

The Annual Town Meeting which was scheduled for today, Monday, October 19, 2020 at 8:00 p.m. has been cancelled/postponed. We are currently waiting on an Executive Order from the Governor’s office to approve this hybrid meeting format or an alternate option. As we did not receive the required approval by today at noon the meeting has been cancelled/postponed. Information on a new date will be forthcoming should the meeting be rescheduled.

Thomas D. McKeon                                                                                                                          First Selectman Town Of Colebrook

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Annual Town Meeting

The Annual Town Meeting is scheduled for Monday, October 19, 2020 at 8:00 p.m. The meeting will be held both in person (maximum of 25 people) and via Zoom. We are currently waiting on an Executive Order from the Governor’s office to approve this hybrid meeting format or an alternate option. If we do not receive approval by Monday at noon the meeting will be postponed. Please check your email for meeting update.

Warning Annual Town Meeting

Proposed Ordinance: Supplemental Appropriations Budget Variances