TOWN OF AVON ADMINISTRATIVE SERVICES STUDY COMMITTEE MINUTES
SEPTEMBER 10, 2008
I. CALL TO ORDER
Chairman Mark Zacchio called the meeting to order at 7:00 PM in the Avon Town Hall - Selectman's Chambers, Building 1. Members present: Chairman, Town Council member Mark Zacchio, Superintendent of Schools Dr. Richard Kisiel, Board of Education member William Stokesbury, Board of Finance member Thomas Gugliotti, and Town Manager Philip Schenck, Jr. Also in attendance was Assistant Town Manager Blythe Robinson.
II. COMMUNICATIONS FROM AUDIENCE
None.
III. COMMUNICATIONS FROM COMMITTEE MEMBERS
Chairman Mark Zacchio welcomed and congratulated the members on the newly formed committee whose purpose is to review internal Town and Board of Education administrative and operational functions and services that are similar in nature and propose ways these functions could be improved or reduced in cost to the citizens and taxpayers of Avon. Committee members received returned RFP materials to review and make selections for interviews. Assistant Town Manager Blythe Robinson handed out a score sheet to use as a guide to evaluate the respondents.
IV. APPROVE A MEETING SCHEDULE
Due to Chairman Zacchio's possible conflicting schedule, a vice chairman was elected to provide coverage in his absence.
On a motion by Mr. Stokesbury, seconded by Phil Schenck, Jr., it was voted:
RESOLVED: Mr. Tom Gugliotti will serve as vice-chairman for the committee.
All committee members voted yes.
Timing of the consultant services selection process was discussed. The committee agreed to prepare to present a recommendation for the consulting services to the Town Council for their November 6th meeting. Cost of the consulting services was also discussed. Mr. Gugliotti felt the figure should compare to the auditor's fees and expressed the fear that the figure would come in too high for the Town Council's approval. Dr. Kisiel suggested the fee would be closer to the six figure range. Town Manager Phil Schenck explained how truly detailed the task would be for the services. Chairman Mark Zacchio said that price could also be negotiated after selection. Mr. Schenck also added that the committee does its job and makes its presentation to the Town Council and then the decision to proceed is made there.
The committee agreed to the following schedule:
1) Monday, September 29, 2008 7:00 PM - Committee Will Choose 3-4 Candidates to Interview
2) Monday, October 6, 2008 5:00 PM - Interviews
3) Thursday, October 16, 2008 7:00 PM - Open Fee Envelopes and Finalize Presentation for the Town Council
V. NEW BUSINESS
Dr. Kisiel asked Assistant Town Manager Blythe Robinson to qualify the respondents in meeting the requirements of the RFP ahead of time for the committee's reviews of potential candidates. The Committee members will complete their initial rankings and send them to Ms. Robinson so they can be tallied before the Sept. 29th meeting. After the interviews, Mr. Schenck suggested the committee e-mail Ms. Robinson the results of the member's rankings of the interviewees for her to read and qualify and then e-mail the results back to the members for the October 16th meeting. Ms. Robinson reviewed the qualification-based ranking process.
VI. ADJOURNMENT
Dr. Kisiel motioned, Tom Gugliotti seconded, all agreed to adjourn the meeting at 7:40 PM.
Respectfully submitted,
Mark Zacchio, Chairman
Attest: Susan Gatcomb, Clerk
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