AVON TOWN COUNCIL
MEETING MINUTES
DECEMBER 6, 2007
CALL TO ORDER
The meeting was called to order at 7:00 p.m. at the Avon Senior Center, Community Room by Chairman Carlson. Members present: Shea, Woodford and Zacchio.
II. PUBLIC HEARING: None
III. MINUTES OF PRECEDING MEETING: November 5, 2007
November 15, 2007
On a motion made by Mr. Shea, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council approve the November 5, 2007 minutes, as read.
Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
On a motion made by Mr. Zacchio, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council approve the November 15, 2007 minutes, as read.
Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
IV. COMMUNICATION FROM AUDIENCE – None
Mrs. Hornaday came in.
V. COMMUNICATION FROM COUNCIL
Mrs. Hornaday reported at the meeting of the Avon Library Building Committee, they approved the RFP for Architectural Services, to be released, with proposals due to the Town Manager’s Office on December 21st, in order to bring a recommendation back to the Council at the February meeting.
Chairman Carlson reported he attended the grand reopening of the Nassau Furniture Store, Friday after Thanksgiving, a very nice affair. Jamie DiPace was there representing the Fire Department, and high compliments were paid by the firm to the Town for the emergency crews that responded. Likewise he complimented them as having done a very nice job of responding over the last few months.
VI. OLD BUSINESS
07/08-12 FY08/09 Budget, CIP Budget Presentations
a. 7:30 p.m. Board of Education
The Board of Education presented their FY2008/2009 CIP Budget as follows:
Roaring Brook Boiler $ 249,120.
Pine Grove School Septic System 34,355.
Avon Middle School Floor Covering Repl. 69,804.
Kabota Tractor – B O E 21,000.
Facility Review – centralize records, reports,
drawings, summaries all systems, existing
conditions, provide basis for school system
facility/maintenance projects, capacities,
and future expansions. 55,000.
Avon Middle School Roof
Planning & Engineering 50,000.
Construction (first of 2 years) 400,000.
Total $ 879,279.
Michael Eagan, Board of Education Member and Chair to CIP Sub Committee, reported the capital budget plan includes through 2012/2013 to indicate what items will be needed in the future. This current fiscal year we had one capital item which was the major reconstruction of the original portion of the roof on Roaring Brook School, in later years we are requesting reconstruction and roofing of the newer portion as well. This project was funded through two budget cycles, year one at $107,500, year two at just over $607,000, the total approved project was $715,000, the project came in at $600,000 for a net savings of $116,000. In addition, we are anticipating an estimated reimbursement from the State Department of Education which would bring the net savings to $273,000. Photographs show the substantial
deterioration of the roof, the attempts at repair, and design flaws of the overhang.
He reported on their five year plan by sites, includes the Middle School, anticipated expansion needs at the elementary school level. Another major project has been in our plans for a significant number of years is the Board of Education offices currently located at the Towpath Annex.
He reported the requests for the coming fiscal year are two major projects that we would like to fund this year. The Roaring Brook School boiler is in desperate need of replacement. We are also looking to begin funding the Avon Middle School Roof project, the roof needs to be replaced. At Pine Grove School a leak in the septic tank has been discovered, we are currently monitoring that, it could be a current fiscal year issue, we monitor the levels, but if conditions continue to deteriorate the tank will need to be replaced, we are looking for $35,000 for next year. At Avon Middle School the flooring needs to be replaced, in amount $70,000.
The Town Officials are invited to tour facilities January 5th, as we did several years ago to let people see what items need attention in the schools, and plan to show the high school renovations as well.
Mr. Eagen reported the Kabota Tractor, is an item that the Board had hoped would have been funded in the high school expansion project, in the event that it does not, we are asking for $21,000 to buy this tractor which will be used primarily for snow removal. Mr. Franzi reported it is a multi-functional vehicle, plowing, with snow blower and sanding attachments. The life span is about 25 to 30 years if maintained properly. Mr. Zacchio questioned if it would be subject to reimbursement. Mr. Franzi reported no it would not. Mr. Eagan reported but we do view it as a cost savings, in terms of the human beings that remove the snow, and the risks associated with that over time. Considering the size of that school, and the amount of sidewalk space and areas where there is snow removal it is a worthy
investment.
Mr. Eagen reported we started on the plan two years ago, and we would like to conduct engineering studies of all of the school facilities, to better inform us of our capital plan and our maintenance. It would be a cost of approximately $55,000 to fund. Mr. Franzi reported it would be a complete assessment of all of the schools and all of the major infrastructure systems in the schools, electric, HVAC, security for the buildings, and from that we would develop the impact and plan for the next 5 to 10 years of facility/maintenance projects.
Mr. Franzi reported the AMS roof is on the plan for replacement, it is an acute need. All of these roofs, if they were done in a package we could have perhaps lessened the impact to the community by paying for them over time, as opposed to one, two or three years. He personally believes there are some opportunities to lessen the impact of school capital projects by looking at some other ways to fund them such as bonding. Total cost as a group is $1,131,150 including architectural designs, we will review that over a two year period, beginning with the coming fiscal year and then have the project done in the summer of 09.
Mr. Eagan reported we view this in priority order, the Roaring Brook boiler is definitely viewed for replacement and put above all of these other items for next year, the second most important is the septic system. We view the facility report to better inform how we would go about planning capital expenditures and how we maintain our facilities. Things that are brought out through that study will make that a worthwhile investment. The Middle School roof is a critical priority, but we recognize that could be done over a two or three year period, it is something that can be deferred and we all recognize that in all of our capital items, that there are certain things that have to be done.
Mr. Eagan reported in our two to five year plan, we are exploring the need for additional classrooms and core spaces. Roaring Brook School will ultimately need an upgraded fire alarm system, eventually a roof replacement on the newer portions of the building. Pine Grove School as well with a fire alarm system. The Board of Education, the administrative offices, we discussed a number of times for a number of years, the needs are still the same and that is something that will have to be done. In terms of our priorities in the area of what you might call recreation or regular facilities, the playscapes at Roaring Brook and Pine Grove School. The tennis courts, the Middle School tennis courts are potentially out of service at this point, while we think of it as an important project. In terms of
educational purposes, it is not required in physical education for the school. More long term the Roaring Brook School replacement of the major mechanical system, Pine Grove School which will be 20 years old during this time frame, Avon Middle School has an additional roof replacement, and major mechanical and boiler.
Mr. Eagan urged the Council to give careful consideration of the Board of Education requests and the priorities that have assigned, and we understand that we are competing for capital dollars. We have tried to give you a roadmap of where we would like to do things, and the pressure on next year’s budget.
Chairman Carlson reported he applauds your looking out 6 to 10 years, and he is sure there are some members of the audience who get nervous when they see the Middle School replacement of the roof that was done in the early 90’s , on the other hand he looks at it and says - - we are looking at these items and planning for them rather than having them be surprises. Second, the suggestion of using monies from the high school project for the tractor, he generally does not like doing that because that is an item that in many ways can be looked at as an operating cost item, he would say it is a very dangerous precedent for us to set, on the other hand, the offset in costs, are one, if the item come up directly as a result of the building project it would not have been needed otherwise, then there is some justification. Also, if the item will have a useful life which exceeds the financing of the project, 15 year bonds, then he thinks some thought can be given to it. Then the third item
he wants to bring up is when he looks at Roaring Brook between now and 2014, just shy of $2 million going into that plant, what is our long term plan for that end of town, for elementary schools and are we continuing to pour money where there should be another expenditure being made. That obviously is not in this plan, but we need to have some discussion regarding that.
Mr. Shea questioned the west end of Town, and the issue with the population there, it is appropriate that the piece of equipment that was shown to us, should be given due consideration as part of the project in light of the need that it has, it is one of those items that has come up since the project started, it is going to outlive the financing. That is worthy of consideration, with respect to the fact that there is $70,000 in the contingency, and we want to make sure that we protect that as much as we can. The only other comment he would make, he has a great deal of compassion and respect for the job you have, it is not an easy one, but all of the departments that come before the Town, the community, ask for certain things and all of the times do not get their wishes granted or their budget granted. That is
not just something that happens to the Board of Education, so he would urge that the people in the audience understand that. It is a great presentation and it is a great plan, and gives great vision to what we should be doing in the future, and you have a tough job in a time where we are competing for funds, it is very difficult to be able to satisfy all of your needs.
Mrs. Hornaday reported she has a couple of comments or questions, to get a little more information out on the table. The first is about the septic system at Pine Grove, it seems that sewer lines are going in that general area, and we have Mr. Usich here tonight, she wondered if we keep that as an option, when we are exploring what needs to be done with regard to working with the septic system. She would suggest that the Board of Education work with the Sewer Authority, if that is appropriate. Mr. Usich reported the line is going down Meadow Brook and Scoville and he will report exactly where the line ends or whether we could use it, he does not know. We can find out if it is possible, and if it is, can we tie in.
Mrs. Hornaday reported the other is the facility reports, with regard to that she was remembering that several years ago, there was a committee involved, with some of our Town Staff with Mr. Jeter from the Town Council, and people from the Board of Education, and they also did a facilities review, we can combine efforts. But one of the things that she thought was really positive about that was that we had people from all of the different areas of town government, Board of Finance, the Town Council and Board of Education, and that might be something that we consider expanding so that it is done again. It had a lot of credibility with the residents, that it was not seen as an effort by one group but an effort by the elected boards to work towards maintaining all of our facilities.
Mr. Zacchio reported he agrees with most of the comments here, he has a little bit of a different twist and concerned about the AMS roof, looking at the prioritization, knowing that the roof has already been leaking in some spots, and will deteriorate more over time, and cause more facility structure damage, he would have placed the roof on a higher priority basis. The roofing project should be started and moved forward before we have structural damage that costs us more down the line, then have health problems as well.
Mr. Usich reported a week from today there will be a Water Pollution Control meeting and he will check on the sewer issue, it may be accessible and he will find out what the situation is and will check with the Town Engineer as well, and pass it on to Dr. Kisiel. He further reported considering the Capital Budget, a request for the Council concerning the portables, he does not have the handout, he is not sure what the total money is representing in so far as portables go, as we had problems before with them. He would request the Council to make it a requisite of approving portables contingent upon not being installed at Roaring Brook School. Roaring Brook has 775 students, adding students to Roaring Brook with portables is a significant major mistake. You are going to overwhelm what is already presently
overwhelmed. The building is designed for 609 students maximum, when the high school goes on line it will be the only educational facility in town not over capacity. The Board of Education is not taking a realistic look at the west end of town, it has had a significant impact on the capacity of Roaring Brook. Since 1992, it has been over capacity, without pending resolution or any initiative by the Board of Education to cure that problem, it has grown and grown. They are at class size levels now that are at historic highs, there are significant major problems that have to be addressed at Roaring Brook, adding students is not the answer, subtracting students is the answer. Efforts and suggestions to have the school redistricted at past Board of Education meetings have gone nowhere. There is a clear answer to making Roaring Brook right, and the portables – he would suggest that the Town Council needs to take a hard look at a study to review the
probability of an additional school in the west end of town, it may very well be required. Portables to the tune of $1 or $1.2 million is a band aid approach to what will be in his opinion, a third hand position for this end of Town, you cannot add more students to Roaring Brook.
b. 8:30 a.m. Fire Department
The Fire Department presented their FY2008/2009 CIP Budget as follows:
Command Vehicle $ 60,000
Truck 16 ( Replace Utility Body) 28,000
Whelan Voice & Siren System 18,000
Response UTV 20,000
Portable Light Tower 25,000
Facilities Repair/Update 30,000
Total $ 181,000
James Speich, Fire Department President, reported he, Chief DiPace and Michael Trick, Captain of Special Operations, are here to present the CIP budget. They are presenting a new five year plan with new items, including a new Northwest Fire Station/training center.
Captain Trick reported the first request is for a command vehicle, in amount $60,000. We currently rely on the dependability of our privately owned vehicles, we have had several incidents that we have needed a dedicated manned vehicle. This is pretty much designed and built to take the heavy abuse, heavy full loads, and other command functions, places to sit, places to hook up computers, etc. Some examples of our larger incidents, Nassau Furniture was most recent, Old Farms School fire, and of course bottom of Avon Mountain.
The request for Truck 16 is replacement of the utility body, in amount $28,000, the original was 1960’s, the body rot was discovered three years ago when the ACVA change over was done, a temporary patch was made. The Town Fleet Manager feels this is a very high need.
Third, is a voice and siren systems. This request is to replace the current systems on all of the stations which are 30 years plus, beginning 08/09 in the amount of $18,000. Company One currently does not have a system. When the new roof was installed, to minimize the roof openings and stress on the building required regrading of the roof to provide better drainage, the sirens were removed.
A terrain utility vehicle, in amount $20,000, with the mobility to traverse remote areas for equipment transport and personnel evacuation is needed. We had a brush fire over the summer, it required mutual aid from several communities, and several of these vehicles responded by mutual aid, they were extremely helpful. This will access driveways and in the back of people’s houses. We have a lot of open land in the northwest end, also access areas into trails and walking paths where this can also be used if anyone becomes injured or incapacitated we can remove them a lot quicker. Over the years we have had several searches that have occurred in different areas where access was a concern. This utility vehicle would be an immense benefit, plus any other agency in Town would have access to this vehicle.
The portable light tower request, in amount $25,000. Currently we have to carry portable light apparatus with us along with truck-based lighting, to be ready for immediate incidents and clean up and scene restoration. The portable tower could be towed to the scene and operated with little manpower and no other dedicated equipment.
The facilities repair is to update Company Two, the 08/09 request has $30,000 for an oil/water separator at Company Two where we wash fire trucks, we are faced with environmental issues.
The 09/10 in amount $165,000 covers Company One window wall replacement, parking lot repairs, rear stairs repair and bay ventilation in amount $90,000, and apron repair at Company One and Company Four in amount $75,000. The item for 10/11 in amount $650,000 covers expansion of Company One to accommodate additional office and storage space on the north side of the building, an option based upon timing of the Northwest Fire Station.
The Fire Department has been working over a number of years to improve firefighting water supplies to areas of town that lack municipal water systems. The 09/10 request contains Oak Bluff/Vermillion, for the use of the pond or a 30,000 gallon cistern and legal work. Stony Corners Cistern in FY11/12, 30,000
gallon cistern, review extension of water service. Woodland/Pioneer Drive water line for FY12/13, dependent upon local development. Dependent upon development on Avon Mountain/East side of river, priority and location could be reprioritized.
Beginning FY10/11 and FY11/12 contains upgrades of the fleet of apparatus with replacement of E-9, a 1994 vehicle which has body issues including replacement of the sub frame, for an estimated total of $600,000. The Town Fleet Manager has voiced concern about this, instead of putting more money into it, to replace it, and to extend the life of Engine 11 with repairs.
Last is the Northwest Fire Station, we would relocate Fire Company Two and Fire Police to this new company and a new facility, there is also some inclusive costs of putting a training facility in there. It is important that we have a fixed facility to do our training, they can design a fire station and training facility, it would look like ordinary construction, and it would have the ability to support training. It would contain training center and office space, and replacement of apparatus again, built specifically to fit into a fire house.
Mr. Speich, Department President, reported the Secret Lake Station, is 50 years old and that area is really congested and difficult to get larger apparatus in and out of the neighborhood, and the people coming in, to get that apparatus in a very condensed neighborhood with speed bumps. That is another reason that we suggested to moving the fire station out to a main road, so we can get better access.
Mr. Shea reported the Town Council has been responsive to the training center in the northwest area as a location, that being on the table, what about the regional aspect of that to save on that, working with Canton on a training center in that location? They do not have a training center either. Captain Trick reported absolutely we are always willing, we are also working with the police department on cooperation. Mr. Shea reported the regional aspect would decrease the cost. Captain Trick reported we have been reviewing this for several years, there is not much open space available around except the M H Rhodes property. The best way would be to build one facility for all training to come to just one area, but the location must be settled on for a proposal, and this location and the neighborhood is
the best location. The landfill area with the new playground and neighborhood development no longer has potential for a large training area, we are beginning to be a very dense town, and finding a suitable location is a challenge.
07/08-15 Appointment: Town Representative: Plainville Area Cable Television Advisory Council
On a motion made by Mr. Woodford, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council table the appointment to the next meeting.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-31 Review, Discussion and Approval: OPM Regional Performance Incentive Grant Proposal
Ms. Robinson reported we had twelve resolutions, but after CRCOG review we were able to pare them down to the money, 8.6 million dollars, that is available in the program through the State. The ten items remaining need approval of the resolutions which allows us to participate in the grant as they are awarded by the State, and then for key elected officials to sign the legal certification, state regulations require individual resolutions. The grant applications went in December 3rd, these are due by the end of this month, and we are looking for the State to make the decision in January or February. CRCOG may require these to have funds in place by the end of the fiscal year, then start the work.
Chairman Carlson questioned if there would be any additional expenditure beyond the grant. Ms. Robinson reported there is no matching of any kind required by the Town, the only down side is that this is a one time grant, once these funds are spent there is nothing more unless the State decides to continue the program in the next fiscal year.
Chairman Carlson questioned in these programs are there additional expenses which we will incur beyond this fiscal year that are then going to hit our operating budget or capital budget down the road. Ms. Robinson reported not that she is aware of, unless they look to buy a piece of equipment or buy a software system, or a building for it to be housed in Avon. The only one would be the Farmington Trail project would buy equipment that would be housed ideally in Farmington at the other end of the trail, for which we would use to maintain our section. We have not spent a lot of staff time working on the trail update, so if we were able to use it we would probably spend more time with staff than in the past.
1. Job Order Contracting
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Job Order Contracting.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
2. Digital Health Departments
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Digital Health Departments.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
3. Connecticut Education Network Hookup
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Connecticut Education Network Hookup.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
4. Applications Sharing and Development
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Applications Sharing and Development.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
5. GIS Flight and Mapping Data
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “GIS Flight and Mapping Data.”
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
6. Farmington Trail Maintenance
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Farmington Trail Maintenance.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
7. Regional Team Traffic/Accident Investigation Unit
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Regional Traffic Team /Accident Investigation Unit.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
8. Regional Law Enforcement Data Sharing
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Regional Law Enforcement Data Sharing.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
9. Regional Law Enforcement Training Center
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Regional Law Enforcement Training Center.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
10. Regional Emergency Operations Center Facility
On a motion made by Mrs. Hornaday, seconded by Mr. Shea, it was voted:
Whereas Public Act 07-239 passed by the Connecticut General Assembly provides statewide $8.6 million in incentive grants to regional planning organizations for projects that involve shared services; and
Whereas the Capitol Region Council of Governments is acting as a convener and facilitator of service sharing projects around the CRCOG region; and
Whereas on November 13, 2007 the Policy Board of CRCOG passed a resolution authorizing development and submittal of an application package to the State Office of Policy and Management for funding under the Regional Performance Incentive Grant Program, on behalf of the Council’s member municipalities, and municipalities of other regions, which are participating in Council initiatives; and
Whereas, the Chief Elected Officials and municipal staff of the Capitol Region have developed a list of service sharing project proposals that will be included in this application package, to the benefit of individual municipalities and the region as a whole; and
Whereas the Town of Avon has expressed an interest in taking part in the project proposal entitled “Regional Emergency Operations Center Facility.”
Now, Therefore Be It Resolved that the Avon Town Council does hereby endorse the above referenced Regional Performance Incentive Program project proposal and authorizes the Town Manager to sign all necessary agreements and take all necessary actions to allow for the Town’s participation in this program.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
VII. NEW BUSINESS
07/08-33 Final Report: Avon Day 2007, Len Del Gallo
Mr. Del Gallo reported he will give the highlights of the report, which was submitted along with the pledges and final budget. On Avon Day $12,000 was raised for charity, we had 80 booths, 10 food booths called the Taste of Avon, through those booths we were able to give $3,500 to the Avon Special Needs Fund. It was one of the best attended events we have had in recent years, including the fireworks which were spectacular. We not only handled our expenses this year, but we also have about $2,700 to carry over for next year. On the down side, after 10 years Avon UNICO does not wish to sponsor Avon Day, however the staff will continue to support the Citizen of the Year Award, will have their own booth, and also have member participation. With the approval of the Town, he will continue to chair the
committee. He might say that most of our members have been pretty much the same for the past four years, we have a good working committee. He thanked the 2007 Avon Day Committee for all their help, and he specifically wanted to thank Lorrie Carlson of our Public Works Department, she was outstanding in her cooperation, along with Philip Schenck and Glenn Marston for all of their cooperation, and the Town Council, for without your approval Avon Day does not happen. Chairman Carlson reported he would like to thank Len, for his leadership on this has just been outstanding, and it would not have happened without him pushing forward over the past few years, and UNICO as well, we are grateful to them for all of the services they have provided, and very sorry to see they will not be continuing that. Thank you.
Chairman Carlson questioned in terms of having the right number of people, are you pretty confident? Mr. Del Gallo reported he would like someone to come and take over the chairmanship, but we are working on that, so hopefully we can pick up a couple of more members. Also if we think there is a need for a sponsor, you can also search for that as well. The Committee felt we could go at least another year with what we have.
On a motion made by Mr. Shea, seconded by Mrs. Hornaday, it was voted:
RESOLVED: That the Town Council appoint Len Del Gallo to serve as Chairman for Avon Day 2008.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-34 Review, Discussion and Approval: Garden Club of Avon 60th Anniversary Project: Ann Clark
Ann Clark, President of the Avon Garden Club, reported she would like to inform the Town Council of what the Garden Club are doing for their 60th Anniversary project. The map shows we are going to use the garden between Buildings 1 & 2, at the Town Hall. Our 60th Anniversary has really been a work in progress, we were looking for sites, we finally came to the conclusion that we needed to redo that garden. We have hired an architect, to do our plan, and we have decided on this concept which is to install stamped concrete with cobble stones in three little sections, in the middle there will be a grass designation of our 60th anniversary. A member who passed away donated money to our garden club, so we are going to put something in the center in her honor, a sundial with
our logo on it. We are going to move the donated bench, to where it is needed along the sidewalk. She reported she checked with UNICO who donated the bench and with the family, they were absolutely fine with it. We raised the money, it is all in place, and we hope to start in April, providing the weather cooperates. The Public Works Department is going to do some leveling of the ground and we can put the sidewalk in and the foundations for these little plantings, and plant some of the trees.
Mrs. Clark reported as a formality, she brought this to the Town Manager, as it is Town property, and showed it to Planning & Zoning Commission, and it was their suggestion that it would be appropriate for us to present to the Town Council. The Town Manager reported he felt the Garden Club should get your approval. The Garden Club maintains all of the flower gardens at the Town Hall, and the entrance to the Town Green. Our Public Works Department does work with them. Over the years we have been able to install irrigation to some of the gardens, and we assist them. It is a great job they do around the Town Hall. Chairman Carlson reported we thank you very much and we appreciate it.
On a motion made by Mr. Shea, seconded by Mr. Woodford, it was voted:
RESOLVED: That the Town Council approve the plan as presented by the Avon Garden Club to improve the garden and plantings along the area between Buildings 1 & 2.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-35 Designation of Polling Places: February 2008 Presidential Preference Primary
Mrs. Clark, Democratic Registrar, reported normally our primaries have been held at the Senior Center, but we found out in September that, by statute, we should be holding our primaries in the places where we vote in November. That presents a little problem, because we have never used the three district voting locations for a primary. This particular primary is going to be rather large, she did some tabulation as to how many people would be eligible to come to the Senior Center because we will have a primary for both the Republican Party and the Democratic Party. We figured that we would probably have about over 8,000 people who will be eligible to vote, there is no way we can handle them in the Senior Center. We did talk with the Secretary of State’s Office, we explained to them that we had
normally held primaries at the Senior Center and everything had worked out fine. But we are now in three districts, and that two of our district places were under construction, and they understood our problem but said if we had complaints, we would be in trouble, because by statute we should have them in the districts. Unfortunately, when we did our budget for this coming year, we assumed it would be held at the Senior Center, and our budget does not completely cover our primaries, which we agree we are going to have in the schools. She spoke with Dr. Kisiel, Superintendent of Schools, today so he is aware that we are going to be using the two schools, there is going to have to be some working around, with parking problems especially at the high school. The high school seems to be the biggest problem. She did a total as to what it would cost us, using our new voting system it is not inexpensive. The State paid for the equipment, but the rest of the
work is falling on our shoulders, and she figured out the cost for our poll workers and using the fire police as our traffic control, and we have to install phone lines.
Mrs. Clark reported she wanted to give the Town Council an idea of how much the supplies that we are being told that we need. We spent a lot of money for our November Election, but because this is a federal election, the ballot that you will be filling out has to be kept in storage for 22 months, and we have to keep them in the locked container in the individual three districts for 14 days and then we give them to the Town Clerk. There is a lot of little tiny things that we never had to be confronted with, that we now are confronted with. We are probably looking at almost $8,500 that we did not put in this years budget.
Mrs. Clark reported the cost of our ballots now cost about 35 to 45 cents to print each ballot, instead of it being $350 for printing, we are now up into $2,000 to $4,000 depending upon the number of people that we anticipate will vote. Some of these costs, particularly the ballots, are reimbursable and we are probably going to get that by election. The biggest thing is our payroll, and next biggest thing is fire police, which we need. We try to bring the number of our co-workers down, but we have three separate polling places.
Mr. Shea reported we are just going to have to work through it, there is really no way around it, no way to avoid it, it is just going to have to be at the high school. Mr. Zacchio reported we are going to have to be in sync with the Board of Education. Mrs. Clark reported yes, she already talked with Dr. Kisiel.
Mr. Shea questioned how the $8,500 will be handled. The Town Manager reported by contingency, if not we will cover it through year end transfers and supplemental appropriations, if we cannot make it up somehow through transfers in the budget, it will go through the Board of Finance. We can do it now or a year from now.
On a motion made by Mr. Woodford, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council approve the use of three voting places for the primary, and authorize an additional expenditure in amount $8,500.00, for the February 2008 Presidential Preference Primary.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-36 Review, Discussion and Approval: FY06/07 Year End Transfers and Appropriations
Finance Director Colligan presented an overview of the FY06/07 Year End Transfers and Appropriations. She reported in the beginning of the FY06/07, we did have some sizeable appropriations from fund balance almost $300,000, we had a large volume of transfers in the General Fund due to a lean budget, in the under budgeted areas, our managers prioritized and accomplished covering over expenditures by liquidating the encumbrances and also looking within their own budgets. The only exception to that was in the area of the water usage for fire hydrants, we were able to cover everything except about 37% of the over expenditure which comes to roughly about $127,000. We did have to do a supplemental appropriation on that from General Fund. Perhaps what you did not see in our end of the year book, was there
are no encumbrances for 06/07, no encumbrances for any funds at all, that is very unusual. If you look back we encumbered funds, but right now we are carrying a very small balance in the General Fund, of about $17,000. Usually we have been doing anywhere in the range of $400,000 to $900,000, so that is a major change.
In the Supplemental Appropriations for the General Fund, we had two entries, there was no effect on fund balance, one was for Police Services for outside contract jobs where we actually charged the vendors and a 10% administrative fee, the other as already stated was for water usage and fire hydrants. Our other funds, there was also no effect on fund balance. We did a supplemental appropriation to reflect a grant that was received from DEP for the Farmington River Trails and received some extra funds from LOCIP, we appropriated those to some of our road projects. In the grant for the Cafeteria Fund, we actually had two extra entries this year, during the budget preparations for 07/08 we brought the baseline up for the Cafeteria, after doing sizeable appropriations for about a period of five years,
we increased their budget on a one time increase. We do have the regular resolution, they do take in extra revenue which they cannot determine at the beginning of the fiscal year, so those will probably be standard entries every year, but they have changed, now they are in the range of $80,000. We also had an entry for Use of School Facilities, once again no effect on fund balance, and that was to record the extra revenues that they received.
Under Transfers and Designations there is modest use of General Funds Undesignated Fund Balance. We tend to and we are seeing more with GASB and the rating agencies that they are focussing on a Town-wide financial basis. That is the direction they are taking and overall these transactions are focussing in that area as well. They do not effect or change the financial position of the Town in any way except designating them in a particular area. We are funding a 27th payroll, along with compensated absences, which is a real short-term liability that will fund severance pay. We are also increasing, as you may recall the new designation that was set up for the Capital fleet replacement. Our Fleet Manager had an internet auction and took the $20,000 that he made on that auction and added it to
Capital Replacement Fund. Also, we had to fund medical claims, an additional piece, that is not unusual as claims are hard to control. We are also funding our OPEB, we feel that additional funding will also help to ease some of the budget pressure going into the 08/09 budget.
Appropriations from Funds other than the General Fund, there is only three, reval costs we have been funding them this is the tail end of one particular legal case. We are also funding from Sewer Undesignated Fund balance, a portion of the capital project for Building 7, that was planned on taking place but the best accounting practice is to capture the cost for the project and the capital assets within the project itself. Rather than charging it to the Sewer Fund, we are actually funding and transferring the funds to the capital project fund.
The last entry under the Appropriations from Other Funds, had to do with using some of the Cafeteria Undesignated Fund Balance to fund Medical Claims Fund employer contributions. She had a conversation with the School Finance Director, that on the Town side we fund part of our Medical Claims out of our Special Revenue Fund, Sewer Fund and General Fund. She discussed with him that if he feels he is charging a sizeable amount of personnel there, he may want to consider using the Special Revenue Funds. Right now the Board of Education operates out of the General Fund funding Medical Claims.
Mr. Zacchio reported he was not sure what she was saying about rating agencies, and GASB, and should we be concerned or not? In the past dipping into this has been a concern from a rating standpoint. The Finance Director reported it is kind of a mix, when you do quote the fund balance as a percentage of expenditures, we do it in a variety of manners. In our Official Statement we include designations, when we talk about available funds for appropriations, some do come before the board, these are funds that are strictly Undesignated Fund Balance. The purpose of the message or the presentation you are taking into account General Fund Undesignated Fund balance is truly the cash available for surplus. For any presentation that may come before you, the others designations are management, they can
be reversed, they can be changed, they can be liquidated, the reservations would require a board approval to change. It does change the way it looks, our fund balance is now getting closer to a 5% range, if someone were to ask what our general fund undesignated fund balance is in terms of expenditures, it is still north of 5%. But the GASB and rating agencies are also realizing the stress, especially in New England. In New England our General Fund Fund Balance is historically lower than any place else in the United States. A lot of it has to do with our reliance on property taxes, in light of that GASB and the credit rating agencies are taking that into account more, and looking at undesignated, the designated and the reserves. The Town Manager reported that ‘financial management’ used to be a secondary or fiduciary subjective criteria or fact that the rating agency looked at in looking at the credit rating of our community. Now it has been
elevated up to the top, probably the primary factor that they are looking at, the ability of the municipality to manage in a much tighter structured strength faced environment, all of the various liabilities and factors that effect the budget in the community. The fact that we are designating portions of fund balance for specific purposes as liabilities reflects a level of sophistication in the management of the financial operations, that other communities might not have. Does it tend to draw down the Undesignated General Fund Balance? Yes, because we are designating parts of it to certain activities.
The FY06/07 Year End Transfers and Appropriations Report is attached and made a part of these minutes.
On a motion made by Mr. Woodford, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council hereby recommends that the Board of Finance approve the Fiscal Year End Transactions: Transfers, Supplemental Appropriations, Designations and Appropriations from Fund Balance as outlined in the booklet Final Fiscal Year Transactions FY2006-2007 and as described in the memoranda from the Director of Finance to the Town Manager.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-37 Appointment: Fire Inspector: Scott Hatinen, Fire Investigator: Joseph Speich
On a motion made by Mr. Woodford, seconded by Mr. Zacchio
RESOLVED: That the Town Council table the appointments to the January 2008 meeting.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-38 Review, Discussion and Approval: Police Officers’ Meritorious Service Fund
The Town Manager reported the letter from Robert Hunt is self explanatory. This is something that we have been working on for several months. It has been reviewed by the Town Attorney, and it is all ready for your approval. Mr. Zacchio reported it is a wonderful gesture on his part. Mrs. Hornaday reported when she first moved to Connecticut she was with Attorney Hunt’s firm and so it gives her great pleasure to make the motion to accept his generous gift for the Police Officers’ Meritorious Service Fund. Mr. Shea reported a letter should be sent to Mr. Hunt, reflecting the sentiments of the Town Council.
On a motion made by Mrs. Hornaday, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council accept the gift of $25,000 to the Police Officers’ Meritorious Service Fund, and a letter of appreciation be sent.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-39 Approve 2008 Town Council Meeting Schedule
On a motion made by Mr. Woodford, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council approve the list of Town Council Meetings for 2008 to January
2009 as follows:
Thursday, January 3, 2008 7:30 p.m. – Library
Thursday, February 7, 2008 7:30 p.m. – Library
Thursday, March 6, 2008 7:30 p.m. – Library
Thursday, April 3, 2008 7:30 p.m. – Library
Thursday, May 1, 2008 7:30 p.m. – Town Hall
MONDAY, May 5, 2008 7:30 P.M. – AVON SENIOR CENTER
ANNUAL BUDGET MEETING
Thursday, June 5, 2008 7:30 p.m. – Town Hall
Thursday, July 10, 2008 7:30 p.m. – Town Hall
Thursday, August 7, 2008 7:30 p.m. – Town Hall
Thursday, September 4, 2008 7:30 p.m. – Town Hall
Thursday, October 2, 2008 7:30 p.m. – Town Hall
Thursday, November 6, 2008 7:30 p.m. – Town Hall
Thursday, December 4, 2008 7:30 p.m. – Town Hall
Thursday, January 8, 2009 7:30 p.m. – Town Hall
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-40 Resignation: Inland Wetlands Commission, Rebecca Blankenbicker
Mr. Shea reported Ms. Blankenbicker has served on the Inland Wetlands Commission for decades and she has done an outstanding job, she served as the Chair and she served this community admirably in many different areas. We should accept her resignation regrettably, and wish her well, and hope that she stays involved in some capacity. Mr. Zacchio reported he agrees with those sentiments, having served on the Wetlands Commission with her for a number of years, she puts her heart and soul into that, and she was a huge help to him as a new member of that board, he would accept with regrets also.
On a motion made by Mr. Shea, seconded by Mr. Woodford, it was voted:
RESOLVED: That the Town Council accept with regret the resignation of Rebecca Blankenbicker from the Inland Wetlands Commission.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
07/08-41 Appointment: Inland Wetlands Commission
On a motion made by Mr. Shea, seconded by Mr. Woodford, it was voted:
RESOLVED: That the Town Council table the appointment to the next meeting.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
TOWN MANAGER’S REPORT/MISCELLANEOUS
The Town Manager reportedwe are having difficulty storing the vehicle that went into Nassau’s Furniture. We have to, as the Town in which the accident occurred, we have to impound the various vehicles, for instance we still have the dump truck from the 2005 crash at Public Works. Under rules of evidence due to the legal implications of these things, we are required to put them in a secure area. We have had this semi trailer truck and its load of roof shingles stored inside the Public Works garage, in the wash bay and it is taking up four of our regular bays in the garage. We are not meeting our requirements, under the storm water management act, for washing our vehicles because we have this vehicle impounded in there. The only other way to do it would be to find some other place in Town that
is acceptible from an evidentiary standpoint, or we have to post a police officer or somebody out there to guard this thing. What we are in the process of doing is researching an environment existing in the Town in the area, it would need to be sufficiently large to take this trailer truck body and load. The potential cost of that could be up to $20,000, we would file a claim obviously with the company, he has been told that the company has been very cooperative on paying the bills associated with the accident. But he wanted to let the Town Council know that we are moving in that direction, so we can get this vehicle out of our garage and into a suitable impoundment area, that meets the requirements of the Police Department. Mr. Woodford questioned whether M H Rhodes would do. The Town Manager reported that is filled already with things from the Fire Department, Public Work, and it is not large enough to store the vehicles. Mr. Zacchio questioned whether the State
has any facility. The Town Manager reported we can check, but what is acceptible and what is more of the problem than finding somebody that has the space, but to make sure it is guarded the whole time. It must be stored with the vehicles involved in fatal accidents, such as the dump truck is in there now, we are going to expand that towards the sand pile. We are no longer using anywhere near the amount of sand that we have in the past, because we are using treated salt, which seems to be working out quite well. We are going to be expanding the impoundment area southerly from its current location so that it is large enough to accommodate this truck, physically we have the space, it is a matter of grading it and putting in concrete blocks and putting in fencing.
The Town Manager reported he and Town Engineer Thomas Daukas, had a meeting in Newington on the Berlin Turnpike, with the Department of Transportation at their headquarters, regarding the Old Farms Road project. We met at the Avon Old Farms School this morning, to go over essentially a revision to what has been the relocation plan, now a realignment plan. We are now back talking about what we were talking about 20 years ago, so the price of the relocation plan would involve the way the road goes around Beaver Pond. That whole project now is about $21 million, and a realignment project would be using most of the existing right of way, either providing an overpass or underpass for students to get around the campus to Beaver Pond area. We are going to be pushing potentially for the realignment with
additional funds. We have a meeting with both the DOT and the School, they have asked for a report in January. The school trustees are meeting the end of January and they want us to provide a presentation, but we may want to wait until February before we have a formal presentation.
The Town Manager reported the Board of Finance has been collecting a lot of data. They have their meeting on the 17th, and we are anticipating at that point in time that we may get some budget guidance in terms of what they are looking at for next year. They specifically asked to have a 1.25% growth in the grand list, and a 3% tax increase. That figure, with that type of grand list growth would be reasonable, it is about $2.4.7 million roughly. That does not include any other forms of revenue, that is just the 3% tax increase on a 1.25% grand list increase.
Mr. Shea questioned whether his discussions with Mr. Harrison include the additional expense that is going to be incurred by the expansion of the high school. The Town Manager reported yes, they specifically asked that we provide them with the breakdown for that $425,000 figure, that the Board of Education provided us two to three years ago when we were starting on the high school renovation project. They asked for a three year and five year look back, they asked for the updated mil rate, and they are still asking for more data on the cost of living. Chairman Carlson reported he would suggest that they be provided with the presentations that we have seen for the capital budgets.
The Town Manager reported we received word that there is an extra $6,250 available for the Youth Services funding, you will probably see that there is no match required for that. You will probably see that on a subsequent agenda, as a supplemental appropriation.
The Town Manager reported you may have realized when you came through the outside doors here at the Senior Center, that those are now handicapped operated doors, those were in the current budget, they just finished installing them. Mrs. Hornaday reported she is very appreciative that got done so quickly, because it will make a very big difference to the people who use the facility.
The Town Manager reported we are working on having to provide extensive supplemental traffic control/police services to the contractors that are working on Route 44 on Avon Mountain. Currently with the truck ramp there is to be anywhere from two to three officers per day per shift. That is paid for by the contractors, it is our officers, but if we cannot provide officers, other officers outside of the Town come in. But we have our vehicles there, they will be using gasoline, and light bars. What we are looking at is to use some of the older vehicles, instead of selling them, we are looking at outfitting them with some of these additional electric systems equipment. They are police vehicles, and leaving some of the equipment in there, and putting light bars on them. They would not be used for patrol
purposes, but instead of selling them we could put them up there, rather than using our brand new cars for the next three years. To pay for these additional lighting bars and fixtures that we would need and the transfer of them, we are going to be coming back to the Town Council to ask you to increase the rate that we charge the contractors, so that we can go ahead and pay for any additional costs of outfitting these older cars with this particular equipment. There will be no additional cost to the Town. Chairman Carlson questioned whether that scale is broken down by different types of construction projects. He would hate to see us raise all of the prices, however we should cover our costs. The Town Manager reported the fee is primarily set towards the union contracts, it is a four hour block of time, we currently have a 30% overhead charge to cover the Town’s costs, matching of pension costs, health insurance costs and all of the other costs
that are built into it. What we are looking at - - - we could do a differential fee, which we have some of the same contractors doing other work in different places at some time. Mr. Shea reported he would suggest we should pass on the cost to the State, and make sure that they are aware of it, otherwise it is just going to delay getting reimbursed or it is going to become a real timing issue, as far as the money goes. The Town Manager reported he does not think it is going to be a huge amount of money, it may be like $5,000 to $7,000 a year for three years. Mr. Shea reported his only concern is the Town getting the money on time, and the best way to do it is to alert the State to it right up front.
EXECUTIVE SESSION: Litigation/Negotiation
On a motion made by Mr. Zacchio, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council go into Executive Session at 9:10 p.m. to discuss negotiations.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
Those in attendance: David Pena , Pamela Samul , Blythe Robinson Assistant to the Town Manager, Clerk Caroline B. LaMonica and William Vernile.
On a motion made by Mr. Woodford, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council come out of Executive Session at 9:25 p.m.
Mrs. Hornaday, Messrs Carlson, Shea, Woodford and Zacchio voted in favor.
ADJOURN
The meeting was adjourned at 9:25 p.m.
Attest:
Caroline B. LaMonica
Clerk
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