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Recreation Commission Meeting October 6, 2003 September 2003 Year to Date Encumbrances. He stated that the Rec Center’s expenses are running well within its range. The Commissioner asked for questions; Mr. Baxter commented if the Amount Appropriated column represented the entire year. Mr. Jesse and Mr. DiSalvo both said that was the budgeted amount for the entire year. Mr. Baxter noted that the figures indicate the Rec Center is under spending by some amounts. He reflected that a conversation with Carrie Copfer (Finance Director) indicated that if the amount is appropriated, it should be spent, or there would be a danger of losing the money for the next year. If that’s so, e.g., capital improvements, (80,000 was appropriated and only $670 was used). Mr. Jesse said that he was gratified Mr. Baxter broached the subject. Mr. Jesse discussed the matter with Carrie Copfer as well, and if the budgeted amount was not spent, the overage would go back into the General Fund. Mr. Jesse asked Ms. Copfer about the possibility of the carry-overs going directly back into the departmental budget. If there is a good manager doing a good job, being careful with expenses, that manager should be able to have that money the following year. The City is looking into this matter carefully, since many department heads are turning money back. There are still things that the managers should be spending money on rather than not. The money may or may not be there the following year, depending on the overall City budget. Consequently, the department heads don’t get what they need, and they are stranded without the money they need when they need it. Ms. Jones asked about the bleachers as part of capital improvements. Mr. DiSalvo said that it would be one of the projects that will fit into that category very soon. The bleachers alone will be $32,000. Mr. DiSalvo continued that a memo came out from the Finance Director stating almost exactly what Mr. Baxter queried and what the Safety Director reported. If the Rec Center does not spend what has been appropriated, there is no fear in getting that next year as well. If there is something that gets held up and doesn’t get done in 2003, the Finance Director will take that into consideration for 2004. Obviously, the City does not want the Rec Center to waste money. Mr. Gareau noted that, in particular, if the Rec Center does not spend its money for capital improvements, the money will be absorbed by the General Fund. The Rec Department qualifies for definite need. Mr. Gareau said that when there is money for capital improvements (and he would not say that about any other department), if the money winds up in the General Fund, for example, it could wind up buying salt after a snow storm. Ms. Jones asked what else will be spent with the remainder of the $80,000. Mr. Jesse said there would be another $20,000 for the basketball courts; Mr. DiSalvo said there would be the main door repair as well as his office doorway, but it all would not reach $80,000. Mr. Gareau said that if Mr. Stein, Maintenance Manager, has any suggestions for the building for things that need be improved, he should take advantage of the remainder of the money. Mr. Baxter asked the difference between Building Equipment and Capital and Capital Improvements (Park Improvements) with a budget of $96,907 and an expenditure of $15,481. They are both capital (improvements), correct? Mr. Jesse replied, “Yes.” Mr. Baxter asked if it just happens that way. Mr. Jesse said that it depends on how the accounts are spread in Carrie Copfer’s account. Sometimes there will be separate line items, depending on how it sits in her budget. Mr. Baxter noted that it would be nice to keep Page 2