TOWN OF AVON ADMINISTRATIVE SERVICES STUDY COMMITTEE
AVON TOWN HALL SELECTMAN'S CHAMBERS
MINUTES
OCTOBER 6, 2008
I. CALL TO ORDER
Vice-chairman Tom Gugliotti called the meeting to order at 4:15 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, and Town Manager Philip K. Schenck, Jr. Also in attendance was Assistant Town Manager Blythe Robinson and Flo Stahl, resident. Chairman Mark Zacchio arrived at 4:45 PM. Members absent: none.
II. COMMUNICATIONS FROM AUDIENCE
None.
III. COMMUNICATIONS FROM COMMITTEE MEMBERS
None.
IV. MINUTES OF THE PRECEDING MEETING
None.
V. OLD BUSINESS
The Committee conducted interviews with the four firms that were selected to proceed to this stage of the process. The four firms in order of presentation were: Berkshire Advisors, Matrix Consulting, EMA, Inc. and Randi Frank Consulting. Each consulting team gave a short presentation about their firm, their approach to the project and why they felt best suited to perform this service for the Town of Avon. The Committee members then asked scripted and follow up questions of each firm to gain insight into each ones approach, work product, strengths and weaknesses.
The committee then discussed their impressions of each firm and what aspects of each led them to narrow down the list of firms for further consideration. Mr. Gugliotti began by saying that his top two choices were Berkshire Advisors and Matrix Consulting. In particular he noted that he believed Matrix would work well with both Town and BOE staff. He felt that the other two firms provided either more horsepower or less in regard to what we are looking for. Dr. Kisiel agreed with Mr. Gugliotti in regard to Matrix Consulting. He said that he was initially concerned about their lack of Board of Education experience, but he was won over by their approach and knowledge of the issues we face. Mr. Stokesbury countered that he was concerned about Matrix's lack of BOE experience. Mr. Zacchio said he ranked the
firms as Matrix Consulting first, followed by EMA, Berkshire Advisors and finally Randi Frank Consulting. He noted that he liked the process laid out by Matrix and how they clarified exactly what they would do for the Town of Avon. Mr. Schenck said he concurred with Mr. Gugliotti's rankings. He too thought EMA offered more than we needed in Avon, and while Randi Frank Consulting has a good foundation of the nuts and bolts of what we do, her team's approach was not what we were looking for. He was impressed by Matrix' work product, number of clients from towns similar to Avon, and cohesiveness about their approach. Mr. Stokesbury said his two top choices were Matrix and Berkshire Advisors and of the two he preferred the latter because they had more BOE experience.
The Committee asked Mrs. Stahl if she had any comments to make. She expressed concern about spending money for a study such as this in this type of economic climate. She felt it was important that if we did go forward that we look to save at least what we spend. Mr. Gugliotti said that he disagreed with that approach, that he does not feel it is appropriate to tell a consultant what to find and to "prejudice" them in a sense. Mr. Zacchio said that he believed the results of a study should be to validate our approach to the work we do and look for opportunities to improve. That may lead to savings and it may not. Mrs. Stahl suggested that as an alternative perhaps we can forgo a consultant and try looking at opportunities from the ground up. That department heads could be empowered to
recommend alternatives and incentivized for those that can be done.
The Committee agreed that prior to the next meeting that Ms. Robinson obtain 2 - 3 references for both Matrix Consulting and Berkshire Advisors for the Committee to consider.
VI. NEW BUSINESS
None.
VII. ADJOURNMENT
Mr. Tom Gugliotti motioned, Mr. Schenck seconded, all agreed to adjourn the meeting at 8:58 PM. None opposed or abstained.
Respectfully submitted,
Mark Zacchio, Chairman
Attest: Blythe Robinson, Clerk
| 
