TOWN OF AVON ADMINISTRATIVE SERVICE STUDY COMMITTEE
AVON TOWN HALL SELECTMAN’S CHAMBERS BUILDING I
MINUTES
FEBRUARY 2, 2009
I. CALL TO ORDER
The meeting was called to order at 5:30PM 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 Tom Carey, and Matrix representative Alan Pennington.
II. COMMUNICATIONS FROM AUDIENCE
None.
III. COMMUNICATION FROM COMMITTEE MEMBERS
None.
IV. MINUTES OF PRECEDING MEETING: JANUARY 22, 2009
Dr. Richard Kisiel motioned, and Tom Gugliotti seconded, and all agreed to accept the January 22, 2009 minutes as written. None abstained.
V. OLD BUSINESS – TOWN PROFILE
Assistant Town Manager Blythe Robinson gave an overview of the progress on the project since the last meeting on the Town profile. Mr. Pennington noted that they had received feedback from the Board of Education, Town Finance Department and Town Manager. During his trip to Avon this week he would be meeting with the Public Works and HR staff. Mr. Stokesbury asked if the summary of the positions was written by Matrix, or was it taken from job descriptions. Mr. Pennington noted that they wrote it. In order to complete the profile it will be updated based upon the interviews this week, and Matrix will add a list of state statutes applicable to the Town’s operations as was done for the BOE.
VI. NEW BUSINESS REVIEW AND DISCUSSION: BEST MANAGEMENT PRACTICES
The Committee discussed the preliminary issues list and the best management practices. Mr. Pennington gave an overview of the purpose of the best management practices, stressing that this is a high level overview of our operations. Benchmarks for service delivery are listed against which both the Town and BOE operations are benchmarked. Deviations from these practices can result in opportunities to make changes in the organization or ways to improve.
The major themes they have noted so far are that in several areas the Town and BOE do similar work but use different methods or technologies. Examples include software to track work orders, methods to assess building infrastructure and maintenance, and different financial software systems, etc. Mr. Zacchio pointed out that how to prioritize types of work depends on the department’s focus. Mr. Stokesbury noted the apparent difference in the custodial costs per square foot: that the BOE’s was much higher than the Town. The Town contracts this work out while the BOE employs the staff needed for this service. He pointed out that in the past the BOE has been concerned about maintaining a high level of service and the safety of children by having some control over the people working in
the school buildings. He asked if benchmarks from other school districts could be obtained as a comparison. Mr. Pennington noted that in their interviews related to grounds maintenance, that in some cases both Town and BOE staff both do work on athletic fields, rather than coordinating it so only one division completes the tasks. While there might not be savings in combining these divisions, it might have other advantages such as oversight, better use of equipment and allocation of staff effort. Mr. Zacchio asked that Matrix provide some suggestions on how to best show this when the report is prepared, such as costs/savings both long and short-term, improved management, or perhaps increases in service levels. Dr. Kisiel asked that the cost of changes and time frame needed to accomplish a change also be identified.
In the areas of finance, Mr. Pennington noted that the Town and BOE have different financial systems. Both are good but there is duplication of effort. He thought the idea of an automated time and attendance system was a good move, and suggested that it be implemented if it could be done across the entire organization. In HR he noted that the Town has a dedicated staff person while the BOE does not (responsibility is spread between several positions) and there is not the same level of service on both sides. There may be some opportunity for sharing, but the two staff on the Town side could not take on all of the HR functions from the BOE without an increase in manpower.
The best management practices need to be further developed. Mr. Pennington noted that they would be sent to the department heads for their review and comment. The opportunities outlined in this report will become the options that Matrix will investigate for changes. Mr. Schenck said he thought the Town organization and service levels had been captured well in this document.
Mr. Pennington gave an overview of the results received to date on the employee survey. He noted that they anticipated receiving more responses and would forward to the committee an update of this as soon as it was available.
The Committee reviewed the first invoice for services presented by Matrix for payment. Mr. Schenck motioned, and Mr. Gugliotti seconded that the invoice for $11,019 be authorized for payment. All agreed and none abstained.
Ms. Robinson noted that the next meeting is to be held March 11th, 7:00 PM in the Selectman's Chambers Building 1 in Town Hall. Mr. Pennington said that since there is a month between now and the next meeting that he and Mr. Brady would want to contact the Committee members individually to discuss the progress of the reports so they can stay on track to deliver a draft service delivery options report at that next meeting.
VII. ADJOURNMENT
Dr. Richard Kisiel motioned, Mr. Bill Stokesbury seconded, and all agreed to adjourn the meeting at 6:40 PM. None abstained.
Respectfully submitted:
Chairperson Mark Zacchio
Attest: Blythe Robinson, Clerk
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