TOWN OF AVON ADMINISTRATIVE SERVICE STUDY COMMITTEE
AVON TOWN HALL SELECTMAN’S CHAMBERS BUILDING I
MINUTES
DECEMBER 18, 2008
I. CALL TO ORDER
The meeting was called to order at 7:00PM by Chairperson Mark Zacchio in the Avon Town Hall Selectman’s Chambers Building I. Members present: Chairperson 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. Members absent: none. Also in attendance were Assistant Town Manager Blythe Robinson, resident Flo Stahl, and Matrix representative CG Vice President Alan Pennington.
II. COMMUNICATION FROM AUDIENCE
None.
III. COMMUNICATION FROM COMMITTEE MEMBERS
None.
IV. MINUTES OF PRECEDING MEETING: OCTOBER 16, 2008
Dr. Richard Kisiel motioned, Mr. Stokesbury seconded, and all agreed to accept the October 16, 2008 minutes as written. None abstained.
V. OLD BUSINESS: REVIEW AND DISCUSSION: STUDY KICK OFF AND IMPLEMENTATION
Chairperson Zacchio welcomed Mr. Pennington and asked how he would communicate his findings and recommendations to the committee. Mr. Pennington suggested a monthly meeting with progress reports in between. He offered to put a draft together to give to Ms. Robinson which would include items such as a profile of mutual expectations, resource availability, factors affecting levels of service, and suggestions of improvements – issues that would cross all departments. Mr. Pennington described a methodology of using supervisor and rank and file interview analysis. Mr. Zacchio summed: “People”, “Process” and “Technology.” Mr. Pennington will conduct interviews over the next three weeks and provide the report. He will look at both the Town Hall side and the Education side
to compare key functions, technology, and financing and search for overlap and provide suggestions. The first deliverable will be a profile of Town and Board of Education operations as they are today. That will be followed by a list of best management practices that the organization can be measured against, followed by an initial issues list. That list will become a guide for the types of changes the Committee may want to consider.
Dr. Kisiel questioned the “how” in collecting the data. Mr. Pennington spoke of on-line survey software such as “Survey Monkey.” Tom Gugliotti was concerned over how to introduce the survey process to the employees ahead of time. Mr. Pennington offered to draft a sample memo or e-mail.
Mr. Zacchio questioned whether the staff was aware of the study. Mr. Schenck assured the group that key staff was aware of this upcoming process. Mr. Stokesbury felt it should be “put out there,” suggesting using space on the Town’s website. This information could inform the residents that the Town was indeed seeking ways to address taxpayer dismay over rising budgets.
Dr. Kisiel suggested some employees would be reticent to provide honest answers, fearing the current economic climate. Mr. Zacchio felt a separate set of eyes could help to see things perhaps the committee could not. Mr. Pennington assuaged the group, saying typically he found good response. Mr. Pennington suggested exchanging cell phone numbers and e-mail addresses to facilitate interim communication.
VI. NEW BUSINESS, 2009 SCHEDULE
Ms. Robinson provided a tentative schedule for 2009 with the first meeting to be Thursday, January 22, 2009. The committee will meet on the second Wednesday of each month at Avon Town Hall Selectman’s Chambers at 7:00 PM unless otherwise noted.
William Stokesbury motioned, Tom Gugliotti seconded, and all agreed to adopt the schedule as presented. None abstained.
VII. ADJOURNMENT
Tom Gugliotti motioned, Philip Schenck, Jr. seconded, and all agreed to adjourn the meeting at 7:32 PM. None abstained.
Respectfully submitted:
Chairperson Mark Zacchio
Attest: Susan Gatcomb, Clerk
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