TOWN OF AVON ADMINISTRATIVE SERVICES STUDY COMMITTEE
AVON TOWN HALL SELECTMAN'S CHAMBERS
MINUTES
SEPTEMBER 29, 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 K. Schenck, Jr. Also in attendance was Assistant Town Manager Blythe Robinson. Members absent: none.
II. COMMUNICATIONS FROM AUDIENCE
None.
III. COMMUNICATIONS FROM COMMITTEE MEMBERS
Committee members discussed the criterion they used to select the top five candidates for interviews. Most agreed the process was difficult as information submitted was generalized, fairly standard. Town Manager Philip Schenck, Jr. looked for town government and Board of Education experience, New England experience and similar projects done in the area. Board of Education member William Stokesbury was concerned with companies being from out of state or having too many offices. Board of Finance member Thomas Gugliotti wanted to put some weight to locality and the pricing issue. He felt that most of the firms could probably do the work even if they were from out of town. Also, he was concerned that firms had enough in-house staff and expertise to do the job and not have to go outside. Superintendent
Dr. Richard Kisiel was also looking for education experience and locality and agreed it was not an easy process. Chairman Mark Zacchio agreed that it was difficult as the proposals were put together similarly, containing "buzz words," but that all were probably capable.
IV. MINUTES OF PRECEDING MEETING: SEPTEMBER 10, 2008
Dr. Richard Kisiel motioned, William Stokesbury seconded, and all agreed to accept the minutes as written. None opposed or abstained.
V. OLD BUSINESS
The committee members next discussed the firms' rankings and the interview process. Mr. Stokesbury questioned a possible conflict with the firm Blum Shapiro, auditor for the town. Chairman Mark Zacchio was also concerned with the Town Council's view of possible impropriety with the possible conflict. Mr. Schenck suggested that Town Attorney Dwight Johnson could probably provide a written opinion in time for the upcoming October 6th interview. Tom Gugliotti brought up the issue of reviewing the firm's prices to aid the interviewee's selection. Blythe Robinson countered that price, as part of the RFP process, should not be driving the decision and also that it could be negotiated later. Mr. Schenck suggested choosing and then seeing the price to help the decision. Ms. Robinson also added that the price
given is very general as the specifics or actual scope and cost of the job would be determined later.
Chairman Mark Zacchio suggested listing the committee's top five ranked firms and prices (as the rankings were chosen before the prices were known to adhere to the RFP process). The top five were:
1. Berkshire Advisors, Inc. (NH) $52,675.00
2. Blum Shapiro (CT) $85,000.00 - $95,000.00
3. EMA, Inc. (MN) $89,100.00
4. Matrix Consulting Group (MA) $45,000.00
5. Randi Frank Consulting (CT) $28,500.00
Tom Gugliotti felt that viewing the price did not affect the original selection. Mr. Zacchio felt it was a fairly tight range. Ms. Robinson would phone the firms to set up the interviews. Mr. Schenck suggested going ahead with Blum Shapiro and that we actually might gain information from the interview. Mr. Gugliotti suggested that Blythe check references on the firms selected in time for the interviews or before the final selection, perhaps asking "how was the firm to work with?" Mr. Stokesbury suggested asking about their adherence to a schedule.
Chairman Mark Zacchio reviewed the interview process: each committee member asking a question from Ms. Robinson's interview questions' list, using the same questions for each candidate, and allow an hour block- forty-five minutes with a ten or fifteen minute space in between. Dr. Kisiel suggested starting the interviews at 4:00 PM instead of 5:00 PM. Ms. Robinson will provide a menu beforehand for a dinner break as well.
The committee then briefly discussed what aspects drove their selections. Dr. Kisiel liked that Blum Shapiro already knew the finances of the town. Mr. Schenck felt they were heavily focused on information technology and computer driven and weak on building consensus, facility management and human resources. Mr. Zacchio was impressed with Blum Shapiro's recommendations but they offered no real concrete savings. He liked Randi Frank because they were small: "a construction manager versus a general contractor." Mr. Stokesbury felt Matrix was more public works focused and not school base experienced and lacked a strong Connecticut education experience. Mr. Scheck liked their New England experience. Dr. Kisiel felt Matrix was focused on "exactly what they'd do." He cautioned that
EMA's reports were difficult to follow. Dr. Kisiel agreed with Mr. Schenk that the group needed to focus on the person with the "boots on the ground here" and avoid the marketing types that were trying to sell us something.
Ms. Robinson will send the committee a schedule, offering the farthest firm the choice of earliest appointment. Each interview is scheduled for an hour; Mr. Zacchio targeting closer to 45 minutes.
VI. NEW BUSINESS
None.
VII. ADJOURNMENT
Mr. Tom Gugliotti motioned, Mr. William Stokesbury seconded, all agreed to adjourn the meeting at 8:00 PM. None opposed or abstained.
Respectfully submitted,
Mark Zacchio, Chairman
Attest: Susan Gatcomb, Clerk
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