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AVON TOWN COUNCIL
MEETING MINUTES
MARCH 6, 2008
I. CALL TO ORDER
The meeting was called to order at 7:30 p.m. by Chairman Carlson.
II. PUBLIC HEARING: None
III. MINUTES OF PRECEDING MEETING: December 17, 2007
February 7, 2008
On a motion made by Mr. Shea, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council accept the December 17, 2007 minutes as read.
Messrs Carlson, Shea and Zacchio voted in favor. Mrs. Samul and Mr. Pena abstained (term of office effective 1/1/2008).
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council accept the February 7, 2008 minutes as read.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
IV. COMMUNICATION FROM AUDIENCE: Items not on this Agenda
Clyde Douglas, 21 Arlington Drive, questioned the three board meeting scheduled for Saturday of last weekend that got snowed out, is there are any updates on when that might happen? He heard St. Patrick’s day, and it is a really important meeting to have. Chairman Carlson reported he was going to present that during the Communication from Council, to suggest a date of March 17th.
V. COMMUNICATION FROM COUNCIL
Mr. Shea reported on Saturday at 11:00 a.m. the Avon High Girls Basketball Team, coached by Frank Waters, will be playing in the State Championship Class M game against Morgan High School at Central Connecticut State University. He will be attending, and he hopes everybody gets a chance to go and cheer on Avon.
Chairman Carlson reported it has been suggested by the other two boards, Board of Education and Board of Finance, that we reschedule the three board meeting to March 17th at 7:30 p.m. at the Middle School Cafetorium.
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council reschedule the three board meeting for Monday, March 17th, at 7:30 p.m. in the Cafetorium at the Middle School.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
VI. OLD BUSINESS
83/84-163 Presentation: Connecticut DOT Status of State Projects #04-98 Old Farms Road, Project 04-116 (Old Farms Road Bridge #4470) and Project 04-118 (Intersection of RT 10 and Old Farms Road)
On a motion made by Mr. Pena, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council table this item to our next scheduled meeting on March 31, 2008.
Mrs. Samul and Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-07 Approve Resolution: Police and Youth Program Grant; $7,523.00
The Town Manager reported we are applying for a grant in amount $7523.00 from OPM for 100% funding for activities designed to bring police officers and the Town’s youth closer together in an effort to support “The Positive Development of Connecticut’s Youth”. The Town Council’s authority is necessary to sign the grant on behalf of the Town and to approve the application.
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council approve and authorize the Town Manager to sign, on behalf of the Town of Avon, the Police and Youth Program Grant in amount $7,523.00.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-12 FY 08/09 Budget: Recommendation to Board of Finance; $72,521,666
Chairman Carlson reported the following budget is our recommendation from the Town Council of the combined budget of the Town of Avon and Board of Education, to the Board of Finance.
On a motion made by Mr. Zacchio, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council approve and forward the FY 2008/2009 Proposed Budget of $72,521,666 to the Board of Finance, as follows:
REVENUES
Property Tax & Assessments $62,828,942
State & Federal Grants 3,789,473
Licenses, Fees & Permits 1,170,950
Charges for Current Services 3,151,398
Other Local Revenues 966,658
Other Financing Sources (Uses) 614,245
TOTAL $ 72,521,666
EXPENDITURES
Town Operating Budget $ 18,363,888
School Operating Budget 44,537,875
Sewer Operating Budget 1,787,233
Capital & Debt Service Budgets:
Debt Service 5,416,670
Capital Budget (CNREF
Facilities & Equipment) 2,416,000
Subtotal: Capital & Debt Service 7,832,670
TOTAL $ 72,521,666
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-15 Appointment: Town Representative: Plainville Area Cable Television Advisory Council
On a motion made by Mr. Zacchio, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council table the appointment to the Plainville Area Cable Television Advisory Council to the next meeting.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-44 Appointments:
a. Planning & Zoning Commission Alternate
On a motion made by Mr. Zacchio, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council appoint Marianne L. Clark to serve as a Planning & Zoning Commission Alternate, for an unexpired term to December 31, 2009.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
b. CRCOG Regional Planning Commission
On a motion made by Mr. Shea, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council appoint David Cappella to serve on the CRCOG Regional Planning Commission for an unexpired term to December 31, 2009.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
c. Town Council Representative - Secret Lake Association
On a motion made by Mr. Shea, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council table the appointment to the next meeting.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-50 Revaluation Contract: Town of Canton
The Assessor, Harry DerAsadourian, reported he is requesting approval of our Revaluation Project Grant with the Town of Canton. This is not a cost, Canton has agreed to hire Avon to manage the project, with anticipated revenue of $67,200, that is a direct income, and there are some for services, that is preparation and printing of street cards and the bid processing which actually is already done. These charges are based on what we think the number of hours are going to be spent, and the rate for us is 1 ½ times the cost of the individuals that will be providing the services.
On a motion made by Mr. Pena, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council approve the Revaluation Project Grant with the Town of Canton to undertake the joint revaluation process, with Avon leading the project, and the Town of Canton reimbursing Avon for our efforts.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
VII. NEW BUSINESS
07/08-52 Avon Free Public Library: Development Efforts: Mary Suter
Mary Suter, Avon Free Public Library, reported she would like to thank the Town Council for the opportunity to talk about fund raising issues. She presented a quick overview, the Power Point is attached and made a part of these minutes. It includes a summary of the research they have done on the subject of fund raising for library building projects, tell how and when and where we did this research, a summary of what we have learned about this topic, also a spread sheet that gives some detail on reasons why expansion or renovation, in some cases a new building. We thought that would be of interest to give you some idea of how some of the other libraries have approached this topic of fundraising and what their total expenditures were. The Board has given some thought to what circumstances might be unique to
Avon’s situation or some of the things that are outside of our control that probably would affect the outcome of a fund raising effort. We want to tell you what the Board’s recommendations are, and how we approached this, and then open it up for discussion, and hopefully agree to the next step and a timetable.
One of the good things about having had this project postponed for a couple of years is that it gave the Library Board an opportunity to really do a lot of research into a wide range of topics related to library expansion, but certainly on the topic of fundraising. We have attended in the last three or four years a total of 20 building presentations at other CT libraries. The CT State Library Board sponsors them, and when a municipal library completes a renovation or expansion, they hold a workshop at the library and invite other libraries that are contemplating expanding to attend. They have really been helpful to us, normally we hear from the President of the Library Board, the Library Director and the Architects are always there, and they talk through the whole process that they went
through, then you get a tour of their library. That has been tremendously interesting to us and we have learned a lot.
There were several of us who attended the Hartford Foundation for Public Giving workshop, on fund raising. The Board met twice with a local fund raising consultant. We also had a speaker come to one of our Board Meetings a year ago, who is a CPA and a consultant to non-profits. He talked to us about the importance of planning a capital campaign and put a great deal of emphasis on the assertive administrative and back office functions that support a campaign, record keeping and accounting. There were a number of us from the Board and the Library Director’s staff, who attended a presentation last spring by a man who is a nationally recognized consultant to public libraries. The workshop was sponsored by the West Hartford Library, and they invited other boards, and library staff from
around Greater Hartford. That was particularly interesting as it dealt with a whole lot of issues relating to the future of public libraries, but he did speak about fund raising topics, one thing we walked away being assured of is that not only are libraries in Connecticut facing this challenge, but it is a very common theme throughout the country, and libraries everywhere who are trying to expand their buildings are facing challenges relating to fund raising. We also met a couple years ago with the Farmington Library Board, they talked us through what they did for campaign fund raising purposes. We met in December with the West Hartford Library Fund Raising Committee, and had the opportunity of touring that building. We are following very closely what is going on in Simsbury, our Director is in frequent contact with her counterparts, in Simsbury. She is in contact with a number of people active in that campaign.
She reported this is a summary of what we learned, it is difficult to draw comparisons because every Library project has its own unique set of circumstances. Among them library governance, the organizations structure of its governing boards, the relationship to the municipality and the degree of financial support that is provided by the Town, the degree of independence with which the library operates, a history of fund raising and giving to the library. Certainly renovation and expansion projects vary rather significantly in size and scope and complexity with the amount of renovation that is required, in the cost of materials and the design of the building. All of these things affect tremendously how the project is approached, certainly what it costs and the fund raising related issues. Sources of
funding vary too, and she would like to talk about fund raising in a couple different categories. Generally most libraries have some combination of Town bonding, a State grant, other grants might include either state or federal grants. Many libraries seek money from foundations, from charitable trusts, from family trusts, in the few lucky cases like in West Hartford they received about 2.3 million related to the Blue Back Square Project, mostly related to the renovation of the area surrounding the library site, the parking lot and the parking building, and that really helped to move their project along. Drawing direct comparisons is difficult but we thought you would find it interesting to have a summary of some recent library projects. Some of the projects completed in the last couple of years, what we tried to give you is a sense of how big the project was, what the total cost was, whether or not there was a town referendum and if so for how much, what they
raised from private sources of funding, and what the population of the towns were, so that you can keep all of this in perspective.
Mr. Zacchio questioned how Wallingford did it without a referendum for the $12 million. Ms. Suter reported the Wallingford Council votes, and just bonded the money. In Bristol, there was no referendum and the Board did not want to do any fund raising, but they had a Library of about 37,000 square feet, they added 22,000 so they are at almost 56,000, the cost of the project was over $12 million, and they did not need a referendum and they just paid for it. Mr. Zacchio reported related to that, from a process standpoint how do most of them go through this, meaning did they go out and do a needs analysis, figure out how much space they needed, the concern some people might have would be is the referendum, for instance $6.3 million in Southbury they were able to raise another couple million, and now the project
expands to x number of square feet, do we actually bond the entire project, or back out what was privately raised. Ms. Suter reported she does not know whether the requirements of a referendum vary by Town, but some towns have had the practice of holding a referendum for the full anticipated costs of the project, then if they receive a State grant or other grants or there is some fund raising associated with it, they either lower the costs that they subsequently bond, or they use money that is raised for enhancements.
Library Director Vocelli reported the State Library requires that the referendum have the full cost of this project, you cannot assume that you are going to get the money from the State Library. What we wanted to do was to give you a sense of how much fund raising was done beyond State grants, every library here in the report received a grant of $500,000, so what is requested in the column labeled private is money that they raised in addition to that through private donations. In a couple of cases there were grants awarded for example of $200,000 from a Kresge foundation, the Plainville Library for example received a $50,000 grant from the State Arts Commission and they used it to put some really nice artwork throughout the Library. The Simsbury Library has received a grant from the Hartford Foundation
for Public Giving, they had applied for and expect to receive a grant of $147,000 from HUD, federal money that is to be directed toward the renovation portion of it. It just kind of depends upon what is out there, and what the money might be earmarked for, it is very difficult for us to anticipate at this point what might be available in two years. We have a consultant that we hope to involve in some way working with us, and that person is very familiar with the process of identifying grant monies, both federally and at the state levels.
Mr. Zacchio questioned the current square footage of the Library. Director Vocelli reported 18,000 and we are going for 40,000, which years ago was decided to be the maximum for the design, we are saying anywhere between 38,000 to 41,000, but cost is going to be a big factor. All of the libraries discussed have gone through a library phase needs study. The State Library has guidelines, we have to plan for the building 20 years out, 20 years populations and size of your collection, but we do our planning the best we can for 20 years out. There are standards and guidelines that we have to follow, number of seats per thousand.
Ms. Suter reported there are various sources of funding, the State grant application is due on September 1st, and we are on a time table and hope to be able to submit our grant request this year. There is only one window of time every year to do it, so the timetable that we have all agreed to and working towards, would provide enough time for us to do everything that is necessary to get that grant in. The three or four months in advance of the September 1st application date, we will begin working with a consultant who works for the State Library Board, and it is that individual’s responsibility to assure that all of the various requirements of the application are met. That person will shepherd our application through the grant review process. This person becomes very familiar
with the priorities and the key features of our design, and will be our representative as our request moves through the grant process. There is a point factor system. There are certain things the State Library recommends that municipal libraries have certain features, for example certain amount of green space for your site size, they like to see that the libraries are ADA compliant, there are other things, but to the extent to which you meet the requirements or the expectations of the State Library guidelines, you get a certain amount of points for each of those factors. Then the grants are determined based on the degree to which the library meets those guidelines and of course how many other applicants there are. Architect Peter Wells, of Tuthill & Wells, is very familiar with this process, he has been involved with it through many libraries and he has agreed to support us and be involved in the process. We expect to actively pursue other grant
opportunities, that is something that a consultant can help us to identify opportunities, and to assure that we are meeting the requirements of grant solutions, so that it is a possible source of funding, we may be surprised as to what is out there.
Mr. Pena questioned whether there are a number of libraries that are seeking to remodel and add on during this time period? Ms. Suter reported yes, someone told her recently that there are currently 16 municipalities in the State that are in some stage of renovation expansion. We know of at least one that will be applying for the $1 million grant, that is Cromwell trying to make the September 1st date. Director Vocelli reported the State went from $500,000 to $1 million, the State Library has called organizations that received the $500,000, if they want to, in fact give that back and try for the $1 million. Awarding of the grants are based on a point system based on the economics of our community, which in some ways counts against us, but if we comply with a lot of the other things in terms of
requirements of the building, we will have the same chance as others who will be competing against those other libraries.
There is no obligation to award all of the money each year, it just goes into a pool for the following year, if they decide they do not have to expend all of the money. We are relatively optimistic that we will do well in that process, we may not get the full amount, but we think we are well positioned we have good strategic plans, have a very detailed statement of need to apply to a building plan, so we have already done a lot of the leg work that will ensure that the application process will go along pretty smoothly. She further reported notification from the State is sometime around mid November, so hopefully by year’s end or by Thanksgiving we will know how much money we are going to get from the State. Mr. Pena questioned whether that is such a quick turnaround to let you know from the State.
Ms. Suter reported yes they do, of course that is because so much of the information we have will have been reviewed by the Consultant in advance. It really is in our best interest to do everything we can to assure that we are able to meet that application date this year, we do not want to wait another full year.
Ms. Suter reported if we are going to do any further fund raising beyond State grants and other grant money, then we believe that it is really critical that we approach this in a comprehensive and professional way. For purposes of this discussion, she is going to characterize the so called private donations, as anything that might come from individuals, foundations, corporations, charitable trusts or family trusts. But one of the things that we want to accomplish tonight is to make you understand how important it is to approach this professionally and that there are a lot of considerations before we embark on that kind of campaign. The Library Board has talked about a number of things that are sort of out of our control, but they are factors that will affect the campaign. The first one is that Avon
has never had a significant capital campaign for something that would be considered to be Town building or property, there have been for playgrounds, the school track, certainly for those types of items there have been fund raising efforts. This would be a relatively new thing for Avon, whereas some of these towns that we have talked about have already had some experience with fund raising for a so-called public asset, so that is something that is a little unique to our situation. The second one is completely outside of our control, but as we all know the economic experts seem to agree that we are headed into an economic downturn. Unfortunately we are going to be launching our campaign at a point in time when people will perhaps feel less financially secure, certainly many of us will have our asset bases affected by the economic downturn and the performance of financial markets but it certainly is not a reason not to step forward and consider a large scale capital
campaign, but also acknowledging that is not an ideal situation. The other thing is what other fund raising efforts are going on in Town. A couple of churches have recently completed significant fund raising campaigns and St. Ann is one that has embarked on a very large campaign within the next two to three years. Those things will affect people’s perception of how much discretionary money they have to give to other things, but that is not a reason not to go forward with this.
Ms. Suter reported the thing that we have really come to understand and the thing that we hope to convey to you tonight is that it is really critical that we have clarity of intent for how we are going to use any money that comes from this private donation source of funding. One of the things we want to do is to develop a statement that really describes what it is that our vision is for the Library in the future, to describe for people what the rational is for seeking these alternative sources of funding, meaning private donations, foundations, and to really make the case for giving. One of the reasons we want to use a consultant is because we think that it is really important to spend some money on this, to have the professional effort behind it, to have top quality marketing material that will put forth the
case and the details of what the Avon Library is trying to accomplish. Because we think that is really important if we are going to try to have a significant capital campaign. We have learned from other libraries and from the consultants we talked with that the libraries that have been very successful with their campaigns have made a clear distinction between what it is that the Town will pay for and what it is that private donations will pay for. We hope that you will support us in agreeing that while there are lots of different ways that money might come into this effort, that money that we get from private donations should be directed at something other than what people will perceive to be the basic structure of the bricks and mortar of the building. We have been told by our consultant that if we fail to delineate this difference our efforts are likely to fall short, and our campaign will be less than successful. We have heard a little bit of feedback through
some of the patrons of the Library, that people are likely to believe that the Town should be paying for the structure, otherwise you might get the sentiment that people might say, why should they make a donation to the Library when all it will do is lower my neighbor’s taxes. The libraries that have been successful in fund raising have ear marked the donations for things like internal finishing, things that really make their library special, like great lighting, comfortable seating, in some case really nice windows as opposed to just standard windows, state of the art equipment, advanced technology, these are the things that these other libraries did. They earmarked their private donations and have been incredibly successful at getting their towns people to get excited about the refinement and the enhancements that will make their building better and more attractive and really make their building something that the whole town can be really proud of.
That is the way we would like to approach a campaign that seeks private donations. Our recommendation is that we hire a consultant to do the feasibility analysis, the person that we have been talking with and we recommend hiring, that the Library Board have agreed in principle that they would pay for the cost of this feasibility analysis. But the individual we are recommending is Susan Clemow of Clemow Consulting. Her firm has been in business for 17 years, they are consultants for non profits exclusively, they deal with fund raising and capital campaigns and in some cases strategic planning. She has been involved with the fundraising efforts for Hartford Public Library, West Hartford Library, Farmington, East Granby, Guilford and several others.
Mrs. Samul questioned what the recommendation is for a feasibility study of what? - - feasibility of how much money you would be able to raise? -- feasibility of being able to get money? - - feasibility of what it could be used for? - - what does feasibility purchase? Ms. Suter reported the feasibility study will analyze sources of gifts, establishment of a campaign goal, a refinement of the case for giving statement that describes our vision for the Library and how it is that we plan to use the private donations, the analysis would also hopefully begin to identify some campaign leaders. The way we envisioned this is that there will be an ad-hoc Committee that is the Campaign Committee, and that committee would report to the Library Board but not necessarily be made up of Board Members. The other thing that the
feasibility hopes to determine is who might be likely to be significant leadership donors, and many libraries identify a cut off usually around $25,000, some richer communities have said $50,000 becomes a major or leadership level gift. Part of this feasibility analysis is to make some judgements about whether or not there will be some major gifts to the Library, because frankly without it we are not going to raise a lot of money. You have got to get some major gifts of $25,000, $50,000, $100,000 or more, otherwise we will have a lot of nice people making some nice contributions to the Library, but not at the six figure private donation level that we hope to achieve. That is what the feasibility analysis is expected to determine, and the methodology is that Ms. Clemow ideally likes to interview approximately 40 people, and has asked the Board to come up with a list of names of about 60 influential people, these would be people who are community leaders, people who have
been significant volunteers, undoubtedly a number who would be asked to be interviewed, they would be perhaps business leaders in Town, people who represent foundations, people who might be from families who have charitable trusts. She has also recommended that we consider having a couple of focus groups, a cross section of the community to come in and talk about their enthusiasm for the Library. The process of these interviews would start to get at what these town leaders, these people with influence consider important in the Library, whether or not they believe people will get behind our campaign and make donations to the Library. It will start to provide us with some insight on how we are going to earmark the gifts that are raised from private donations, and hopefully campaign leadership will come out of this as well. Some of the other communities that we have been in touch with, through this feasibility analysis have actually been able to identify their
campaign chair, and the three or four people that might head various sectors of the campaign. Those are all things that we hope to get from this feasibility study. It may be that she comes back to us and says there is not the enthusiasm for a variety of reasons to have a major capital campaign, and she may recommend to us that we abandon that idea and just go for what she calls a low key campaign and send out letters to the community that we hope to get some donations. But with that level of effort the most we could hope for would maybe $50,000 to 100,000, and we hope that we might be able to raise a lot more than that. So this feasibility analysis is designed to answer all of those kinds of questions.
Ms. Suter reported Ms. Clemow could not start her work until we have basic architectural designs, because it is very difficult to talk to people about giving to a building project without at least being able to show them what it is that we are planning to accomplish. Included in that would be a brief summary of the key priorities for the building. In order for her to begin her interviews we would have to have that, so we are hoping that she may be able to begin her work somewhere in the June timeframe, if we have the architectural schematics at that point. One thing Ms. Clemow wants to do is to spend a little time with the Library Board, to look at the administrative and back office functions, computer capabilities, whether or not we have fund raising software, whether or not we have either an individual
or the ability to have an accounting process in place, those are all things that are important before you launch a campaign. Those are some of the things that we can begin to work with her on over the next couple of months. But if we have schematics, and if we have a well written case statement for giving, then she can begin her feasibility analysis interviews somewhere in the June/July time frame. That is what we are recommending that we do, when she completes that, and gives us her report, we will come back to the Town Council with what it is that she says. Hopefully she will say yes, we do have the ability to raise the money in Town, or possibly not, in which case we would propose to the Town Council that we simply do a low key campaign to try to get some donations, but not spend a lot of time and money at something that she may assess to be not feasible. That is what we plan to do, if we are going to have a major campaign, we will need to spend some money on
marketing material, we have a number of names of people in the Greater Hartford area who have done real quality work for some of the other libraries, or some of the other non profit that are trying to raise money. But if we are going to do a low key campaign then we would probably have minimal marketing materials. The campaign is likely to be at least a couple of years in duration; it would probably go on through most of the building stage. The other thing Ms. Clemow has recommended that we consider a three year pledge period, particularly for larger donations, for small donations we would like to have a pledge period of a year, but at some certain level you like to give people the opportunity to make contributions to an overall pledge over a period of three years, so we will consider that if we are to have a major capital campaign.
Chairman Carlson reported he has a couple of questions; one, he has been remiss for not saying this earlier, his appreciation and thanks to the Library for their generosity in letting the Town Council use this room over the last few months. It has been their hospitality of coffee and cookies during these meetings, it is appreciated very much. One of his requests is that as you go through this process of planning it out, and looking at the fine print, and the time frame, you map into that not only other fund raising activities that might be going on in Town, like the churches and such that you map in there as well other major capital projects that might be going on. It leads to a sentiment in the community of ‘Oh I am being asked for money here and asked for money there’, whether it is
to volunteer in the community in one case or not in the other, it is the same wallet. The other thing when you come back to us, bring what your giving guidelines might be - - meaning people put stipulations around their gifts, we ought to note, are you going to be willing to accept it, ‘I will give you money for this but I want the room painted a certain color’…. “Are you willing to accept that?” As wild as it sounds, those things happen in fund raising. We ought to make sure we understand fully what we are agreeing to, he questioned if the fundraising starts, you would or would not start it until after the referendum has been approved. Director Vocelli reported it would depend upon when the referendum schedule is, at one time we talked about possibly trying to have it in conjunction with the fall election, but it occurred to her that might not be possible. Chairman Carlson reported he asks because if you were
to raise money, and get commitments before the referendum, and then the referendum were to fail, what is your commitment to the giver, a return of funds, is it escrow? That has to be laid out for the giver’s sake, that is different than just a normal project, he asked the same when the high school athletic field project first came up, you need to lay all of that out for the donors. Director Vocelli reported she would expect what would happen, is that an amount has been agreed upon, or a goal, with an amount they would be asked to raise, the State grant does have to specify how much might be and we expect to be privately raised, but the referendum cannot assume the funds being raised. Most likely the fund raising would start after the referendum.
Mr. Zacchio reported would that be something we could get an opinion from the Town Attorney as to the process you go through when considering that the Library Board is going out to raise private donations for a public building. If the project does not get approved or move forward, and you have accepted private funds, what do you do with the commitment of accepting and how do you give it back, then what is the commitment to those who have written the checks? The Town Manager reported at the present time, it is contemplated that the Town would not be involved with the fund raising, the Library Board would be, as an independent 501C3 for tax purposes. He would think prudence would dictate waiting until we have a project that has been approved.
Mr. Pena reported he agrees with the clarity of intent that is really hidden in a fundraiser, sometimes if it goes to general fund, people do not tend to give to it, but they like to be able to say they paid for that room. His question is really on the consultant, do we pay the consultant, or is it a percentage of the money that is raised. Ms. Suter reported we have a preliminary proposal from her, we asked her if she would delineate services by group, and tell us what each component would be. Director Vocelli reported the feasibility analysis is one set of services, with one price tag. It really depends on how many people she interviews because the way she charges is based on the number of people that she interviews. Then there is campaign planning, which would include identifying how this
money is going to be used, having been raised with private donations, involve an office and administrative function, record keeping, the process of analogy of gifts, thank you gifts, setting up the procedures to assure that if we have a two or three year pledge period that you have a process for bringing it in, and an account for those gifts.
The Town Manager reported it is important to note that the Library Board is paying for this, not the Town.
Mr. Shea reported this is a great plan, and he is in favor of it, but he is very concerned about the debt service, and with the time factor that is involved here, the one to two years, and the variables about the State Library Grant, the variable upon which we are going to raise along with what the construction costs will be, it is very difficult to project out. He is interested in the timing. How do the Building Committee, the Architect and the study of what should be in the library work together, to come up with a price that is within what we can present to the Town. His concern is we go along here, we say it is a 41,000 square foot building, and exaggerating for the sake of discussion, it comes up to be a $50 million project. His concern is the debt service line, meshing this project along with some
of the other projects we are going to have. How do we know this project is not going to cost more than we can go to referendum with, how do we back into what is a win/win for the community and for the Library. Please do not misunderstand, he is in favor of the project, the debt service line is going to be a real issue as we discuss this. Ms. Robinson reported it is her understanding that once we have preliminary design from Architect Peter Wells, that they would ask a construction consultant to make a first analysis of what are called preliminary numbers, we would then present the numbers probably at a July meeting, with an eye towards this is what we know, what we always planned on for the project and here is what will be hopefully very close to what it will cost to do. Mr. Shea reported from a timing factor, much like the high school project, where community overwhelming supported the project, everything that was in the project stayed in the project, but it came
in over budget. Ms. Robinson reported we have to plan in that process, make sure we are planning far enough out for when the construction will actually start, whether we stay in the building or move out, what those other soft costs might be, so that when we figure that out in June and July before the grant goes in, it is the same number we are going to the community with for referendum later this year or at the beginning of 2009. Mr. Shea reported at that point the community’s various groups should come together, say the 41,000 square feet potentially could be over budget, then we would try to marry up with the State grant. Ms. Robinson reported we will be doing that this spring as we bring that concept together.
The Town Manager reported the debt service is predicated on 20,000 square feet at $300 a sq foot, it is $6 million in construction costs, and an additional $1.5 million for architectural fees, furniture, fixtures, and equipment and everything for a $7.5 million project. That is what is already in the debt service equation graphs that we have now, which includes approximately a 3% to 4% per year increase in the debt service for the next three to four years. Things are very hard to predict in detail and a good example right now is the interest rates being paid on bonds, and the turmoil that is going in the credit markets. Dennis Dix, when we prepared the pro-forma presentations on these, made some assumptions on interest rates which were on the high side, which fortunately they were, we are still within
those parameters.
Mr. Shea reported at that point in time, what we should also do is start talking about whatever other major capital projects, the firehouse on the west side of Town, anything else that is on the docket, to just again try to plug that into the debt service, time is our friend and time is our enemy and the environment is going to be difficult, and we have a very worthy project that everyone supports, but he would hate to get too far down the line where all of a sudden you have raised $200,000, and somebody all of a sudden says you have to raise another $200,000 within six months. That would not be very fair to you or very fair to the community. That is what he is trying to avoid, is that kind of level of what we are trying to expect. The Town Manager reported the debt analysis that we have includes three projects that
have been planned for some time, the library, a $5 million cost for a new fire station company #2/training facility, and $1 million for athletic field improvement at Fisher Meadows. Those are included already in that debt service graph, and show the 3% to 4% increase for the next three to four years. There has been a lot of talk about open space acquisition which is not factored in there. As we started adding future additional projects, the Board of Education, for instance, has the study under way now to look at enrollment increases and facilities needs there, somewhat in response to the Roaring Brook School issues that have been raised, but in addition to that it is very possible that they could come out of that with a new facility on the west side of Town, elementary school. They could come out with an all day kindergarten center, these are alternatives that have been discussed over the past ten years, off and on, and those may have to be factored in and
he would say probably the Board of Education schedule will be to have something probably available for us, if they are going to recommend anything, by the fall, when we get into next year’s capital improvement program and process.
Mr. Shea reported we have all gotten that information and he knows the Board of Finance has received all of that information; he just wants to make sure that the Library Board was aware of the factors that are going to be considered as we go forward. But when it comes to open space, he has always viewed it as when and if that comes up, the community really decides whether or not we increase that debt service line.
Mrs. Samul questioned what was included in the costs presented by Ms. Suter, four of these eight towns spent over $525 a square foot, which means if you then take them and apply it to the 20,000 square feet that you are anticipating, we are easily up over $10,000,000 into $15,000,000 for the renovation, it is not what we were hoping for here. Ms. Suter reported some of these towns had to buy property as we did, although some of them bought it at much higher rates that added to the total project costs. The other thing is that many of the buildings here, other than Southbury which was new, had libraries that had deteriorated. Her point is that it depends on the extent of the renovations required, all of these other libraries did extensive renovations. The other thing is that the architectural design basically is
different. Director Vocelli reported she is hoping that the community will see its value. It has never been the characteristics of the Library Board or the Building Committee to look for a taj mahal, yet it is a community resource that everybody in Town uses, there is great deal of good will and affection for the library and the value of it. She would hope that you would always remember that and we would be able to get what the Library needs, because she does not think that there will ever be another sizable addition to the Avon Library, although things are changing even now in terms of technology, there will still be need for a public library in communities like Avon.
Mr. Kuziak, Library Building Committee member, reported we looked at different architects and we looked at square footage costs, and what they were able to do, the one that we selected was the one that came out with one of the best per square footage costs. We picked Southbury, and Wells was the Architect there, not only did they do a good job but they also do an excellent job on a per square footage cost basis. The time line that is very tight, a September 1st date for filing with the State, and we have to actually file a paper in June, a letter of intent that we are going to go for that September 1st filing. There is a tremendous time line crunch that we are on. In June the Architects will have come up with general costs, of how much they think this is going to be, and our job is
to look at where they are at and how they are doing this and working hand in hand with them. We are going with the minimal state requirements based upon what the State dictates, the size of your town, size of your volumes that you have in your collection. We are trying hard to stay to tight time line, knowing what you are up against with the budget with the debt service, and what you expect from us, the Building Committee and the Library Board.
Chairman Carlson reported it is his understanding that we really do not have to take action at this point. You have heard our questions and general sentiment. Yes, we are in favor of you investigating this further, we need to do some more research, and certainly some financial concerns brought up about mapping this into our overall debt planning process needs to happen, there are a lot of unknowns out there. We appreciate the effort you have put forward, very thorough and well done.
07/08-53 Review, Discussion, Adoption: Resolution in support of Connecticut Municipal Consortium for Fiscal Responsibility: Mike Guarco, Chairman, Board of Finance, Granby
Thomas Gugliotti, Avon Board of Finance member, reported he is here tonight to sponsor Mike Guarco of Granby, to have the opportunity to speak with the Town Council this evening. Mr. Guarco is currently the Chairman of the Granby Board of Finance, the driving force, energy behind this consortium and he is going to talk to you about something that is near and dear to all our hearts. That is how we can get Hartford off our backs a little bit relative to what goes on here from the standpoint of taxes. A municipalities’ best friend is somebody that is up at the Legislature speaking for you before the people that need to hear you. They have got to stop putting things on our plate that makes it difficult for us to run a nice town like Avon.
Mike Guarco reported he will be brief, but will take questions. Very simply a few years ago in the TCM publication that comes out, Cities and Towns, an article said very simply, the average property tax rate increase in Connecticut in this decade was running at about 5% year after year, yet municipal employment was actually declining, at the same time, in the same publication it talked about the rate of rejection of local budgets running at triple and quadruple what it was a decade ago. A few groups of us, part of which were finance chairs, primarily we meet at the Avon Town Hall, the finance chairs in the Valley began to meet talking with our peers in Litchfield County as well as eastern Connecticut. It ended up with a group of us who were cognizant of those articles meeting in Hartford with representatives
of groups such as CRCOG, COST, CCM, groups that we belong to and pay money to represent us at the Capitol and asking, ‘why is it so difficult to get relief on some of the cost management issues’, that one will not cost the State a nickel, yet would make it easier for us so that instead of deciding what goes into the budget and falls out of the budget, we have a little bit easier time of delivering a budget that is affordable to our taxpayers. We are not all blessed with folks that come in and tell us how things could be or should be or perhaps they would like them to be. In every town we have people, and perhaps you do, that just cannot afford to stay in town because of the increase in the rate of affordable property taxes. In his town he has not lost a budget since 1995, however, if you look at the reports from the Advisory Council of Intergovernmental Relations, very simply last year was the worst, it is just a steady trend of increase in
referenda, increasing number of budgets that get defeated locally, more and more going to multiple votes. You folks have had that experience in the past, but in some places they go to the fourth, fifth and sixth budget and they are still voting in October or November.
Very simply, when we met with these representatives from CABE, COST and CCM, we were looking to basically put the question to them, you ask of the representatives why cannot we get some action up there, and what they said the biggest problem is just if there is issues that come up, often there is not enough fire power or manpower on the municipal side that shows their face in the Capitol. That is one of the roles that we are taking, is working in conjunction with and supplementing the efforts of CABE, COST and CCM, that deals with the mandates, looking at certain reforms that would help the towns, as well as the general prohibition against more unfunded mandates on the towns until the State decides to do a better job of meeting its own commitments to the towns. They pass things with a pat on the back to this group
or that group for doing something fantastic, as the bill falls to us locally to try to find a way to do it, and we have to do this, and something that we know is probably better we cannot include in the budget, or in fact have to take things out of the budget that have been there for years. We saw that up in Granby with our Gifted and Talented program that we had to make changes to because at a particular point it just did not fit. The planks we chose are common to the legislative agendas of CABE, COST and CCM in fact they tend to be in most of the CRCOG agendas. Part of it is very simply to deliver more messages to the Capitol, to Legislators that we need some relief, they count noses, they pay attention to how many calls they get, how many emails show up, how many people from the municipalities attend. This week he was there at a hearing on heart hypertension, at which CCM had most of the representation from the municipal side and there were between those who spoke and
others in the room, there were some 200 uniforms and seventeen municipalities represented, which is a little better, but at another particular meeting there were about 200 uniforms, and one municipal official. At other hearings over the past couple of years we have ended up with a couple dozen approaching 30 who have been active in giving conditional legislative sponsors for certain things, such as raising a threshold for prevailing wage, simply because they have not been changed in 17 years, obviously costs have gone up 200 to 250% since they were set back in 1991.
Very simply we ask and are looking for, we think it strengthens the message with more boards endorsing the initiative; at this point there are 200 boards and board chairmen, through CRCOG votes have endorsed the mission of the consortium from 116 towns, but he also expects to hear of a positive vote an endorsement from the Board of Selectmen in Weston, which would be the 201st board from the 117 towns. Next year we hope to hit 250 boards, from 127 towns or ¾ of the municipalities and go from there. He would like to add to that one of the things that we like to do is we actually do try and get the Boards of Finance, Selectmen and Education to become involved in this, and in particular to endorse it. We are not asking necessarily for you folks to do more than you already do and the Town Manager
told him that he tends to send out any alerts from the Capitol to you. Through the email chain that we have we get it out, we have a number of new voices, finance board persons, and some Board of Education people who are weighing in with their legislators and it is important to think that the common message CABE, COST and CCM support what we are looking to do. A woman who was going to create a taxpayers group in her own town, but he was able to convince her that these are the issues we need her to tackle if we really want to see some flattening of the tax rate going forward. Taxes are not going to down it is simply a matter of trying to flatten the curve and reduce the slope and that is what we are trying to do. We appreciate the support from your board.
Chairman Carlson reported first of all he is very supportive of it, and appreciates the work you are doing. Unfunded state mandates have been an issue for him for years. He would add to CCM’s potential work load, he continues to see local municipalities not having the courage to say, no, to grants which arrive on their doorstep because of their ability to have the right connections in Hartford or in Washington, and it always great to get one of those, but it just adds to everybody else’s expense role. Sooner or later, we have got to stop this, because we are our own worst enemies, he will not name names but it does not take a lot of research to look around and see what is going on, and he does not mean just in big cities, he means in the small wealthy towns. Mr. Guarco reported that is
correct, he sees a lot of towns with park improvements and this and that, which should be your local responsibilities, yet for some reason the money is coming from Hartford, and yet they have no money. Chairman Carlson reported yes, he would ask you to perhaps have your committee, organization, take a look at that as well, he knows it is a broad problem but it is getting worse. Mr. Shea reported he thinks it is a good idea. Mr. Zacchio reported he is very supportive of this. Chairman Carlson reported again we thank you for coming, and we appreciate it, the Town always appreciates all of your efforts. Mr. Shea reported he would like in addition to thank Thomas Gugliotti and Thomas Harrison for participating in that and being as active as they are.
On a motion made by Mrs. Samul, seconded by Mr. Shea, it was voted:
WHEREAS state interventions into traditionally local budgetary local budgetary affairs have negatively impacted the delicate balance between a municipality’s capacity to provide services and the local taxpayers’ ability to pay for said services,
And whereas, such interventions have effectively reduced the municipalities’ ability to manage major components of a typical town budget
And whereas, COST, CABE, CCM and other municipal advocacy agencies have all traditionally called for repeal or reform of prevailing wage and binding arbitration laws that currently apply to and negatively impact the municipalities across Connecticut
And whereas, the state legislature in Connecticut continues to force new mandates upon the towns while reneging on its own statutory municipal aid commitments to said towns.
Therefore, be it resolved, that said Town Council in Avon join and support the CT Municipal Corsortium for Fiscal Responsibility in its effort to bring about changes beneficial to the municipalities and taxpayers across Connecticut.
Said changes include:
(1) raising the cost thresholds under the prevailing wage statute from the current $100 k/$400 K level to minimally the $1 million level,
(2) leveling the playing field in binding arbitration by allowing an arbitrated settlement, if rejected by the local legislature body, to then be sent back into negotiations, rather than directly into the last round of appellate review, and
(3) a prohibition on new mandates upon the towns from the state until the legislature meets its own funding commitment already existing on the books
The Towns seek to be better able to live within their own means, as well should the government of our State of Connecticut.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-54 Resignation: Avon Water Pollution Control Authority: Bud Usich
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council accepts with regret the resignation of Louis N. Usich, Jr. from the Avon Water Pollution Control Authority.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-55 Appointment: Avon Water Pollution Control Authority
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council appoint Eric C. Johansen to serve on the Avon Water Pollution Control Authority for an unexpired term to 12/31/2011.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-56 Resignation: Building Code Board of Appeals: Bud Usich
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council accepts with regret the resignation of Louis N. Usich, Jr. from serving on the Building Code Board of Appeals.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-57 Appointment: Building Code Board of Appeals (12/31/11)
On a motion made by Mr. Zacchio, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council appoint Paul Magro to serve on the Building Code Board of Appeals, for an unexpired term to 12/31/2011.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-58 Supplemental Appropriation: $12,581.25 Avon Mountain Hazardous Moving Violation Grant
The Town Manager reported we have received the funds; we must now go ahead and authorize the appropriate resolution to transfer the funds to the appropriate accounts.
On a motion made by Mr. Zacchio, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council hereby recommends that the Board of Finance amend the FY 07/08 Budget by increasing:
REVENUES
General Fund, Intergovernmental, Federal Hazardous Moving Violation Grant, Account #01-0330-43324 in the amount of $12,581.25
And increasing:
APPROPRIATIONS
General Fund, Patrol Services, Overtime, Account #01-2107-51015 in the amount of $12,581.25 for the purpose of recording the Federal grant award to pay for supplemental patrols for motor vehicle enforcement.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-59 Review, Discussion, Approval: Change Order, Avon High School Paving; $64,042.69
Avon High School Building Committee Chairman, Hank Frey, reported several years ago when this plan was developed, the Architect was hoping that we would not have to repave that portion of the parking lot, the portion where the construction is going on and they are actually working from. At that time we were looking to keep costs down as low as possible for the referendum and felt it could stay the way it is. It is hard to say whether further deterioration had to do with the construction, but they did use the area as they had nowhere else to work because the site is so restricted. The Building Committee would like to be able to approve the change order for $64,042.69, that way every area will have a new pavement, except for the divided entry way into the school and the circle, from there on everything would be new.
Mr. Zacchio questioned whether that would be an overlay. Mr. Frey reported it would be grinding it up and redoing it, it would be a couple layers, we are assuming the base is good, but it might be a little added costs beyond that, the best guess is what the costs are now. Ms. Robinson reported it would be a smart move to have the whole back parking lot be a continuous similar pavement, because the chances of getting back there later on to do this would be quite difficult after the project is done. The Public Works Department is interested in receiving the reclaimed material for other projects and they checked the price against our other projects and it is quite fair. We do not take lightly spending any additional money that we could return to the taxpayers, in this case it would be a smart move as it would be a long term investment that is worthwhile.
Mr. Zacchio questioned whether there is any value in having the pavement management company that we had as a consultant to the Town looking at roads, to crack seal them, to elongate the period between paving, to have them look at this and give their opinion. Ms. Robinson reported we did have them look at other parking lots, not this particular one, but keeping their recommendations in mind, she had them review this proposal, she cannot say she can speak for them, but she can reach a little and say they would agree. Mr. Shea reported based on his reading on this, you have had people look at it and say that this is the right thing to do. Mr. Zacchio reported it makes sense to have it continuous. Mrs. Samul reported she feels it makes sense to do the whole paving area that is the right thing to do. Her question is whether certain monies are only to be used certain ways, is this something, unlike the tractor; this can come out of these project monies. Mr. Zacchio reported that is
up to us, he does not see a reason why when it is directly related to the project, it certainly hopefully has a lifetime that would fit the qualifications, exceeds or is equal to the bonding, however with pavement it is tough to tell. Mr. Shea reported the issue is this, a $30+ million project that has a life span of 2 or 3 years to complete, there is going to be things that come up, we cannot put ourselves in a little box where we say ‘we cannot make any changes as we go forward’. It is not in the best interest of the community or the project, therefore this is a good idea, for all of the reasons that have been cited, and reclaiming it is the way to go.
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council approve Change Order #38 as presented by the Avon High School Renovation Addition Building Committee, in amount $64,042.69, for additional work associated with repaving the existing parking area to the rear of the school.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
Mr. Frey, Avon High School Building Committee Chairman, updated the Town Council on the project. To date it is substantially complete, things are on schedule, and some of the site work may be a little delayed because of the frost. It has been a good experience, and he is certain it will be done on time. Chairman Carlson reported we are delighted to hear that and his compliments to the Building Committee, a really strong committee.
07/08-60 Supplemental Appropriation: $7,363.63 DUI Enforcement Grant
The Town Manager reported this is another grant for which we received a check and are now recommending that the money be appropriated back into the overtime account.
On a motion made by Mr. Zacchio, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council hereby recommends that the Board of Finance amend the FY 07/08 Budget by increasing:
REVENUES
General Fund, Intergovernmental, Holiday DUI Enforcement, Account 01-0330-43320 in the amount of $7,363.63 and increasing:
APPROPRIATIONS
General Fund, Patrol Services, Overtime, Account #01-2107-51015 in the amount of $7,363.63 for the purpose of funding Police overtime for the DUI Enforcement Program.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-61 Approve Resolution: EMS Training Grant; $1,855.00
The Town Manager reported essentially what we did here was apply for and receive a grant in the amount of $1,855, which will help with tuition costs for our medical training. Our Police Department are the first responders in emergency medical services, all of our officers are MRT trained as required, but all of our Sergeants are EMT trained or are required to be EMT trained, and we have a number of promotions so that a number of them are going through the EMT training at this point, this will help reimburse us for some of the costs. He needs Town Council authority to accept the grant on behalf of the Town of Avon.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council accept on behalf of the Town of Avon the EMS Training Grant in amount $1,855.00, to be used for Police EMT training.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-62 Review and Discussion: Pool Fee Increase vs Change in Pool Opening Date: Glenn Marston
Recreation Director Glenn Marston reported originally he thought the pool membership fees should be increased. He reported as recently as last year we were cited by OSHA for lack of training in terms of some of the OSHA requirements. Those new requirements we were not necessarily highly fined because it was a fairly common issue, but all of our guards and pool staff have to be versed on personal protective equipment, hazardous materials, blood born pathogens and general safety trained. What is happening right now is that due to the early date that we open which is May 24th this year; we have to do our training ahead of time, which is May 17th. While it is always a little bit of a sprint to get open by Memorial Day weekend, some of these requirements have made it improbable that we
can get the entire staff in at one time, and bring trainers from OSHA and CIRMA to get them all trained. Because this is a public area, he threatens staff with lack of employment if they do not attend. The flip side of that is some of the college kids may not actually be home yet, another reason it is in the middle of the spring sports season. In speaking with Jeff Sundblade, AHS Athletics Director, the anticipation is that all but one of the spring teams would probably be actively involved in the state tournament.
We made the change in 2000 to open the pool early. We work on balancing the water, we have the chlorine and PH under control which are the key issues, but getting two of the other components in balance creates highs and lows there which cost us money because we are doing them at all different times. Finally any time we are open we have to be fully staffed, we have five chairs at the pool all five have to be manned, you cannot leave staff out there all day, we have to have three or four rotation people, a gate attendant, head guard, and aquatics director. Often in those two or three weeks we have enough, but we may have ten staff for 25 to 30 people. He estimates that two weeks probably cost us close to $10,000 in salary. That also coincides with a near $8,000 to $10,000 deficit in the last three or four
years which we did not have prior. While raising the pool fees will increase the revenue stream, it will not address the issues of having the area ready on time. We have expanded our other facilities, and realistically Buildings & Grounds cannot give us much time in terms of getting this open until close to mid May, which presents us with problems. He also does not think the economic climate is good for raising the fee. His recommendation for a number of reasons is to move the date to the first or second Saturday in June to address those issues, and if in fact we do that, not increase the fees. We do not seem to be having the age old problem that other towns are having which is closing it. We can piece together things through the end of the season, he has been working with the Town of Canton on the possibility of working something out on alternate years to stay open Labor Day, and assume to close one facility and keep the other one open, but he is
not sure where that is going.
Mrs. Samul questioned what the deficit was: you said it would make up the $8,000 to $10,000 over the course of roughly 13 weeks. Director Marston reported most of the overages are staff coverage, which he changed by keeping increases in staff to a small level. We are now open from 7:30 a.m. to nearly 9:00 p.m. during the height of the season; that is a lot of hours and a lot of people. His goal here is to gain financially some stability over not over expending those accounts, and there is no other way to do that, he would have to ask for $10,000 more in salaries. Mrs. Samul reported you are suggesting that by not opening by one week or two weeks you will not have a deficit. Director Marston reported if you go by the second Saturday, it would be a cost savings. He would say he is
not locked in on the first Saturday or second Saturday, but the majority of his colleagues and both of the ones around us, are opting on the second Saturday, now that could be June 8th. Mrs. Samul reported she is trying to close that deficit, if you are running it down to approximately $770 a week, if open a week later or close a week earlier, how are you going to make up the rest of that deficit? Director Marston reported we will not be staffing for that period of time, we may have a good two/three weeks where we are not staffing at those levels. He further reported a normal payroll is in the $5,000 to $6,000 range, the expenditure aside we have other problems that are associated with that early opening that cannot be corrected monetarily.
Mr. Zacchio reported another thing, we have never taken a tract on all of our recreational programs, they each have to be self sustaining, there are programs may have offsets and some that do not. Director Marston reported yes, our entire special revenues account which runs most of our programs is self sustaining, the two that are primarily not, are the pool because there is a certain amount that you can charge to do that, and our day camp runs at a much less of a deficit. Mr. Zacchio reported this would help close the gap. Director Marston reported although we would have some people there helping to get this open, it certainly would help.
Mr. Shea reported it was a good idea not to raise the fee, in light of your changes, but his consistent question for a long period of time is are we still working hard to identify the people that cannot afford the fee, to make sure that they have the opportunity to have access the pool. Director Marston reported there is a mechanism that is in place that goes through the Social Services Department that has been in effect for 20 years. Mr. Zacchio questioned if we broadcast that, do we let people know, that has always been his concern. Director Marston reported there are a couple of things that we do, we periodically have people that call and we tell them to call Social Services, we do not make evaluations on peoples needs, but Social Services simply calls and the two secretaries work out non cash transfers,
because we do have funding to make up the balance, the same thing with the pool, and it has never really been an issue. Mr. Shea questioned if we ever try to find them, we need to start trying, and his question is that he knows we do a very good job once they identify themselves, but he thinks that the Town needs to make an effort to reach out to those that are reluctant to make that call, he is not saying that you do not try, just saying if we could start working on new and creative ways to do that. Mr. Zacchio reported perhaps if you would use, as a starting point, there are those who receive lunch subsidies in the schools, Social Services ought to at least know who is on that list, and do some proactive outreach to those families. Mr. Shea reported working with the Police and Fire Departments, they also would be through the outreach departments might have contacts. Mr. Pena reported even the families that might receive baskets that the Police Department
distributes.
Mr. Pena questioned had the second Saturday normally, before we opened Memorial Day, had been the consistent date or not. Director Marston reported it has kind of moved around, it has been Memorial Day and a lot of the same reasons that we talked about years ago short of the training, it went from the second Saturday in June because attendance was really lagging. On Memorial Day weekend, no matter how many people were there, there were not many people in the water because the water had only been in there for a week and it was pretty frosty. Mr. Pena questioned the first time you opened for Memorial Day was when? The Director reported it was 2000.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council approve and authorize the change in date of the yearly opening of the Sycamore Hills Pool from the Saturday of Memorial Day Weekend to the second Saturday in June, commencing on June 14th this year.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
The Town Manager reported we have two items that need to be added to the Agenda, Items 63 and 64.
On a motion made by Mr. Shea, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council add to the Agenda, Item 07/08-63 Wood Chipper Replacement, and Item 07/08-64 Enhancing Programming for Senior through Technology.
Ms. Samul and Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-63 Wood Chipper Replacement
The Town Manager reported this item refers to the wood chipper replacement, we finally found a good used wood chipper. You have encouraged us in the past to look for good used equipment that we could buy rather than buying new. Generally what has happened with these is that when we found something we have to act relatively quickly before it is sold. We are asking for a recommendation to go to the Board of Finance with a supplemental appropriation in the amount of $27,564. Chairman Carlson questioned whether this will come out of surplus. The Town Manager reported yes.
Mr. Zacchio reported he would like to commend the Town Manager and the Director of Public Works and his men for finding a chipper, as the one we have is not only dangerous but is about worn out and in the spring we will need it. The Town Manager reported, yes, if we ever got a severe ice storm or something else we do not have one that is readily available.
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council favorably recommends to the Board of Finance an appropriation not to exceed $27,564 from Account #01-0390-43913, General Fund, Other Financing Sources, Undesignated Fund Balance with the intended source Unreserved Designated for Capital Asset Replacement and transfer from Account #01-8503-53072, General Fund, Capital Improvement Projects, Equipment, Wood Chipper
To
Account #02-4844-53072, Capital Projects Fund (Facil & Equip), Town CIP- Equipment,Wood Chipper, and Account #02-0390-43918, Capital Projects Fund (Facil & Equip), Other Financing Sources, Interfund Operating Transfers In, in the amount of $27,564 to purchase a wood chipper.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
07/08-64 Enhancing Programming for Seniors through Technology.
The Town Manager reported this item is an enhancing programming for Senior through Technology. Director Marston reported Jennifer Bennett, who is our Senior Center Coordinator, received a notification last Wednesday that there would be some grant money available. The Town Manager said the Town Council needs to approve moving forward with it. One of the reasons it was put on the agenda, there is a deadline for submittal, the 14th. It is to do a lap top computer, projector, and some carting equipment to be used at the Senior Center for programs that they run at the Senior Center. It will also provide some access to us, with public meetings there, equipment that will be on site. It is a maximum $3,000 grant. He reported he is looking for authorization to submit the grant request.
On a motion made by Mr. Zacchio, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council authorize and approve the submittal of the Grant paperwork to the Connecticut Senior Centers 2008 Special Funding Initiative, ‘Enhancing Programming for Seniors Through Technology’, in the amount of $3,000, to be used by and for Avon Seniors to reach more seniors through education, resources, services and to provide access to those services and assistance.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
VIII. TOWN MANAGER’S REPORT/MISCELLANEOUS
The Town Manager reported Ms. Robinson has a construction update on building 5/6. Ms. Robinson reported the project is still on schedule and under budget. We have tentatively scheduled a move on April 10th and 11th for staff to move back in. She feels pretty confident that they will meet that. We have been incurring some costs that we deferred earlier in the project to make sure we brought it in as a complete project. She further reported she wanted to find out if the Town Council has any thoughts about a dedication ceremony for buildings 5/6, a suggestion was made to have it prior to your meeting May 1st , earlier in the evening for the public to be able to attend, have some tours done by staff. We may have a few lingering items that are not quite complete,
and try to get some help from the Garden Club on laying out some landscaping which we will do at the appropriate time during the season. The buildings will be done and everyone moved in. Ms. Robinson reported if everyone could come a little earlier, if that fits their work schedules. The Town Manager reported we could start the meeting at 7:00 p.m., and go across the bridge. It was the consensus of the Town Council that it sounds like a good plan.
Ms. Robinson reported the Avon High School emergency generator has arrived and it will be hooked up, sometime in March, located somewhere past the Maintenance Garage on your right. Chairman Carlson questioned the decision about painting or not painting the maintenance garage, it sits out there very publicly in view, and it is just cinderblock, everything else is brick. Is there talk of painting it so that it would match the high school? Avon High School Building Committee Chairman Frey reported we felt it was not necessary. Mr. Shea reported it is fair to not only talk about the painting of that, but any additional buffering that should be done now that the building is pretty much built, it is a fair question for the Building Committee, especially the people that live on Foxcroft. That is a very
different site than what they had prior, and we are all concerned about expenses but some discussion about any additional buffering or painting should be had now that we are at this phase of the project. As you go on any of the roads, or looking at any houses, it is very visible. There are some shrubs at the base of the wall, which are going to grow to cover the wall, but you still have the fencing, something should be explored, the architect and the contractor should make some sort of recommendation. Ms. Robinson reported it might not be possible to have that contractor do the work given where we are now, we will figure it out.
Ms. Robinson reported the library project is scheduled for a September 1st deadline, it does include presentation to the Town Council in July ahead of that grant being filed.
Ms. Robinson reported we are opening bids next week for the two roof projects that are in the Capital Budget, the Public Works and Senior Center, with the hope that those come in under our estimates and we might, assuming budget referendum approval, be able to do that.
Ms. Robinson reported we have been spending a lot of time getting things ready to go out to bid. For the first time this year we put out an RFP for summer recreation camps, that we were spending more than $10,000 on, to seek a vendor to provide that and perhaps change the camps that we offer, to see what the market is out there for that. She reported there are a number of CRCOG bids we are working on, we received great numbers on portable toilets, saving money and cleaning on a more frequent basis to improve services.
Ms. Robinson reported under future activities, seven bids are listed, two went out this week for uniform cleaning and street sweeping, then we are working on a lot of things going on ahead of July 1st.
Ms. Robinson reported she reached out to Dr. Kisiel regarding a dedication date for the Avon High School project. She believed the school would want to have some role in deciding when that would be, however, he stated the Town Council sets that. Chairman Carlson reported the question he has is would it make sense until you get all of the furniture in there? Ms. Robinson reported it would be tough to do it in May or June; it could be done right before school starts. Mr. Shea reported he would suggest the last high school dedication for the last renovation was done in concert with a football game, say it starts at 1:30, the dedication starts at 11:30 or 12:00, and then there was a tour involved, and more of a community event. He would suggest that we explore that.
The Town Manager reported the next item is the Project Town Growth memo from the Town Planner, which is part of the information the Board of Education requested for their study in forecasting future student enrollment. We are continually asked all the time about the impact of development on enrollments, and that we should be stopping or slowing down development, so this provides some background information on that particular item.
The Town Manager reported there is a memo regarding the STEAP Grant application. Ms. Robinson reported it is the Small Towns Economic Assistance Program, for which they have granted a yearly, up to $500,000 primarily for an economic development focus but also for initiatives like public safety, recreation and the like. Talking to staff we decided that our best bet this year was to focus on economic development, with programs that we already did a lot of planning on and thought we were far enough along that we could demonstrate to the State we were ready to be funded. We identified two, one is to build on the fundraising that was done for the Town’s better lighting and try to implement that town center study plan, to put in decorative lights, with eight already bought. The Town Manager reported we
are getting there, these are for more than the ones that were already donated. Ms. Robinson reported building on that showing the initiative that was started, putting those in, put in sidewalks along Rte 44, south from Rte 10, 100 feet in each direction along Rte 10 and Old Farms Roads, and the second was is to try to get the Arch Road/Darling Road connector built. We revisited that plan in trying to show that we got a lot of support from the business community up there. We are using in house efforts of the Engineering to do that plan and to finish it, and to have Public Works do small portions of that job, we felt we could dedicate some in kind resources, again to try and make ourselves more competitive. We sent that to the State last week and are hopeful that they will agree with us.
The Town Manager reported he included in the packet a STEAP Grant notification for the re-routing of the rails to trails off of the road on Darling Drive and Security Drive onto the shoulder. This is a $43,200 grant that we have been successful in getting. The Town Manager reported we first put the rails to trails program in about 12 to 14 years ago. We were looking basically at putting it off the road onto the shoulder, and the businesses in Avon Park South said they did not want anything to do with it, they did not want any liability. Now we have the grant and the Town Planner before we submitted the grant last year approached them, and they seemed to be willing to participate. We have a change in direction there, we have received the money, we now will go ahead and install it.
Chairman Carlson reported as you go northerly and underneath the tunnel, up around and behind the Police Station, it is not particularly well marked, there are a couple of signs that is about it. He is wondering whether there is any opportunity through this grant or other funds, in kind services, just to do some line painting or something because it is also a very busy area. The Town Manager reported it is not the most desirable area, we did several plans to reroute that, going up over towards Climax, but there is significant monies involved. We were hoping that Ensign Bickford’s buildings would eventually get built behind the Town Hall, they have now changed that concept. We had that in mind in terms of looking at if Ensign Bickford comes in with a development proposal for that property, we are going to try to reroute it around so that it does not go behind the Town Hall complex.
The Town Manager reported he wanted to make the Town Council aware of is that we are going to be putting a spending freeze tomorrow morning, for the Town side of the budget, basically really screen heavily any discretionary spending of any kind going forward. We are not filling positions at this point that are being vacated, some of those we talked about before, the Assistant Planner’s position. We anticipate that the Technical Services Librarian will be retiring around May 1st, we do not plan on filling that position until potentially later in the year, the Building Official, John Willnauer has decided to retire April 1st, that position will not be refilled. We hope to be able to make up the overages from some of these, but he wanted to let the Town Council know that at this
point in time he is not optimistic and we may be, obviously not to the same extent as the Board of Education, but we may be in a similar situation by the end of the year, where we are going to need supplemental transfers from various funds. He prepared a pro forma statement to look at how we would do that, using residual equity transfers from capital projects, any remaining encumbered funds from prior years without touching surplus. Mr. Shea questioned what our contingency is now. The Town Manager reported it is about $28,000 that will go, unless you decide you want to use it.
The Town Manager reported he wanted to make the Town Council aware regarding the 20% by 2010 program. Ms. Robinson reported this was the program that was bid last year about this time, and we decided not to go forward because it does require some funding to meet the goals of the campaign. We do not need to meet 20% as a whole, because the State requires other providers to provide 7%, we still would have to achieve 13%, and the purpose of the memo is to update those numbers for the Town Council. The first year 08, we have somewhere between $2,000 and $5,000 depending on the vendor that we chose, and it goes up from there in 09 and 10 to reach the 13%. You know that Mr. Eisenlohr is very interested in this program, he has been working hard to talk with the school folks in the Education Foundation to see if
they might be interested in sharing in some of this cost because the Town is not the only user of electricity, it is also obviously the schools. Because of this interest we have brought this forward again to see if it is something that you would want to revisit if we can find more than just the Town to pay for it. He has reached out to the Connecticut Clean Air Fund, and they are happy to send someone to the next meeting to talk with you more about it, because it involves more than just dollars, it is also reaching out to residents to try to get them to make some personal changes at home, and it is all for a good cause to find other sources of energy and promote those to be able to obtain a solar energy panel that could be useful in reducing our energy costs and be a good tool for teaching. There is a possibility through this campaign to get some rebates that we can then use to fund our requirement going forward. Her interest tonight is just to find out if you want to
continue to explore that, or stay on the same course as last year. Chairman Carlson questioned whether it is necessary for us to actually have somebody come out and explain this. Ms. Robinson reported you do not need to; we could bring forth a resolution that you are committed to this, as we did last year. Chairman Carlson reported it is fairly straight forward and clear. Ms. Robinson reported it is, you do not need to, but they offer that as a resource that you can use. Chairman Carlson stated perhaps for our March 31st meeting you could put together a resolution for us and put it on the Agenda. Ms. Robinson reported she will continue to explore those opportunities, as we do need to bring back to you some idea of how we are going to pay for this. Chairman Carlson reported yes, and let Mr. Eisenlohr know as well, he has been very vocal about this with good reason, to see if he wants to come, but he does not have to. Mr. Pena reported he is
not saying we would go this direction, but do some towns maybe tie in to pay for some of this with some of the larger businesses in Town, that we could use energy together to combine energy. Ms. Robinson reported this is just based on the Town’s only usage of electricity. What we try to do is encourage those businesses to join the campaign and commit some of their own resources to these types of other sources. But then their joining it, helps the Town too. Chairman Carlson questioned whether the Chamber can help. Ms. Robinson reported we have to come up with a ‘marketing campaign’ sometimes towns have set up a task force to work on promoting it, getting the message out there that if you can say that you are promoting this for the Town of Avon, that will help us get rebates, help us get towards those energy panels.
The Town Manager reported that Canton has submitted through Congressman Murphy’s office for a $150,000 feasibility grant, to look at and evaluate the Collinsville hydro project, as the Federal Energy Regulatory Commission has allowed two licenses that were issued to someone for hydro, those were terminated December 4, 2007. He spoke with Richard Barlow, Canton First Selectman, and he is very interested in pursuing the possibility of us taking a look at this hydro project. As you may not know, the old power house is in the Town of Avon, he told him without committing, that we are interested in working with them to see if the towns have something here that makes sense. Chairman Carlson reported if this power is generated, and if this whole thing goes through eventually, do we then sell it to utility
companies. The Town Manager reported that is correct, it is basically that. That whole process and market, a lot of that is set by the State DPUC, and in some cases like with the CRRA and Mid Connecticut Project, that contract is about ready to expire, and of course Northeast Utilities is not interested in continuing to buy the electricity that is being generated at the rates they are required to buy it out, because they can buy other electricity cheaper. He does not know if it is feasible or not, but he thinks we should be taking a look at it, long term electricity is a major issue, and at least we need to say why we are not participating if we do not want to.
The Town Manager reported the next item is a sample proclamation, for the Girl Scouts. We do not usually pass these things forward, but the Girl Scouts in Avon have done a great job over the years for the Town. They presented us with that Town flag that we have in the Selectmen’s Chamber. The resolution is for Girl Scouts week in March, their 96th Anniversary. Mrs. Samul indicated she wanted to make the resolution, because she has been associated with them for many years.
On a motion made by Mrs. Samul, seconded by Mr. Zacchio, it was voted:
WHEREAS, Monday, March 12, 2008, marks the 96th Anniversary of GIRL SCOUTS of the USA, founded by Juliette Gordon Low in 1912 in Savannah, Georgia; and,
WHEREAS, throughout its long and distinguished history, Girl Scouting has helped build millions of girls and women of courage, confidence and character who act to make the world a better place; and,
WHEREAS, Girl Scouting’s core values of high ideals, patriotism, respect for self and others, and community service permeate its traditional and innovative programs; and,
WHEREAS, through Girl Scouting’s unique leadership development program, girls develop their potential and the self-confidence and life skills to improve themselves and the world around them; and,
WHEREAS, through the dedication, time, and talent of volunteers of different backgrounds, abilities, and areas of expertise, the Girl Scout Program is brought to over 55,000 girls in grades K-12 across the State of Connecticut; and,
WHEREAS, more than 3.7 million GIRL SCOUT members nationwide will be celebrating 96 years of this American tradition, with nearly 50 million women who grew up participating in Girl Scouting and who exemplify the impact of this empowering Movement that emphasizes helping others and community service;
NOW, THEREFORE, I, John F. Carlson, by virtue of the authority vested in my as Chairman of the Town Council of the Town of Avon, do hereby applaud the commitment Girl Scouting has made to America’s girls and their communities and proudly proclaim the week of March 9 – 15, 2008 as “Girl Scouts Make the World a Better Place Week”.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
The Town Manager reported he wanted to let the Town Council know that there is a copy of a letter from Jamie DiPace to Bud Usich, in response to his inquiry about the occupancy loads in the Roaring Brook School cafeteria. He is preparing to work on specific occupancy loads for specific situations. They change with the type of furniture and events and everything else, so you need a number of different occupancy loads, so he will be working on that.
The Town Manager reported the Post Office needs to have a public hearing on their desire to move the retail operations of the Avon Post Office out of the existing building. They want the Town Council to hold that public hearing, which is required. He does not know whether the Town Council would want to have a special meeting to do that, or do you want to have it at your regular meeting on March 31st. He does not know how many would show up, it is possible that you may have 10, 20 to 40 people show up and it could involve two hours of people commenting, with Simsbury at this point, because this is kind of a joint project, where they are planning on taking the existing post office, making it a back office processing facility in Avon at the existing location and then opening up two new retail
outlets, one in Simsbury someplace and one in Avon someplace. They are literally going to go out and put an RFP out looking for 2,000 square feet of retail space, which could end up next to Walmart. He knows Simsbury is not happy on having the retail location of their post office changed, he does not know how the Town Council feels about it, the Town Planner feels that the Comprehensive Plan of Development process that we just went through, it would be better to have the retail portion of the post office remain where it is, and then find a back office operation somewhere where they can process both the Simsbury and Avon mail. He needs some guidance on whether you want a special meeting or whether you want to incorporate it into March 31st meeting. Chairman Carlson questioned whether the Town Manager knows what the rest of our agenda would look like.
Mr. Shea questioned what our role is in this, exactly, is it just to hold the public hearing, we do not have a say in this? The Town Manager reported yes we have a say too, in fact unofficially the Post Office will take your comments into consideration in a significant manner. He thinks if Simsbury combines with Avon and both feel that you want to leave things the way they are, at least in terms of the retail component, and find another wholesale or back office component, there is a good chance that that may end up happening if we do that. Mr. Shea questioned if it would be wise for the Town Council to discuss this potentially even right now, and then present what we think would be our position so that when the public hearing is held they have some knowledge as to what our preliminary position is, if we
have a position. The Town Manager reported the way they view it is, that the Town Council holds the public hearing, then the Town Council is providing input based on the public hearing as well as their own feeling about it. The issue really is how much volume we are going to have and how much repetitiveness we are going to have in terms of comments of people attending. Mr. Shea reported so there is no benefit for us to provide them with any input prior to that. The Town Manager reported not prior to that.
Mr. Pena questioned in the event that a new retail place was established, that does not mean there would be an additional zip code. The Town Manager reported there would not be; that would all stay the same it would only be the physical location. His conversations with the two gentlemen who came in to tell him were rather unusual in the sense that their answers to his questions were yes, no, there was no voluntary outpouring of information concerning anything. Mr. Shea reported he would suggest a separate meeting, because there would be no way to determine the nature of this meeting, and there is no way that we can control this meeting. The Town Manager reported we will structure it in when we are all together sometime in the next month, a Special Town Council Meeting, the item on the agenda will
be a public hearing on the US Postal Service, and after the public hearing, you can certainly vote on their condensed opinions. There is no time line but they want to get moving. Chairman Carlson reported we could do it at a special meeting, but if for some reason one of us could not attend, we could elect a temporary chairman to run that public hearing, and have a vote at the next Town Council meeting, to give us a chance to compile the minutes.
Mrs. Samul reported at a meeting she attended, it was said that if the present post office location was used as a dual distribution point, it would double the amount of trucks going in and out of that area, it would be better at a retail location on Route 10. Chairman Carlson reported we have worked a long time with the Town Planner in trying to develop the Town center, into a retail complex, more pedestrian access, and all that, and to have a true center, which we frankly really do not have because of its current design, and it takes away and goes into a different direction, is that anything we want. The Town Council was in agreement. Ms. Samul reported the other thing which was said was that in this type of consideration they were listening to what the Town Council would say about it, for perhaps improvements that
they want to include, they would try to incorporate that. Mr. Shea stated like a right hand turn to that road that would take you north bound on Rte 10, as opposed to all of the cars backing up. The Town Manager reported the other thing that we have that we can offer if parking is an issue, obviously if they move the back office operation out of the current post office, you would have more parking back there, but we do have the Enford Street grounds across the street, we could put in or allow them to put in more formal parking, there is a lot of people who are already using that. The number of windows, the number of help, and the amount of parking has reached capacity there. The Town Manager questioned if April 14th, two weeks past our March 31st meeting, a Monday would be good. It was the consensus of the Town Council to tentatively schedule it for April 14th, a location and time will be decided and the Town Council will be notified.
The Town Manager reported the next item is Board of Finance Chairman, Thomas Harrison, emailed him and then called him about a couple of items. One of the items was that he had two members of the Board of Finance ask if they could have a Board of Finance corner or section in our April Newsletter that we send out to the community. He told him that he would bring it up tonight, to see if you would allow the Board of Finance to have a portion to indicate items on the budget. Chairman Carlson reported they cannot advocate a position in there, nor can any board. The Clerk to the Town Council reported we have done it before, three or four years ago, it explained the process. Mr. Zacchio reported it was letter that explained the process. It was the consensus of the Town Council that the Board of Finance
could have a section in the April Newsletter, for explanation of process.
IX. EXECUTIVE SESSION: Litigation/Negotiation
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council go into Executive Session at 10:20 p.m.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council come out of Executive Session at 10:40 p.m.
Mrs. Samul, Messrs Carlson, Pena, Shea and Zacchio voted in favor.
ADJOURN
The meeting was adjourned at 10:40 p.m.
Attest:
Caroline B. LaMonica
Clerk
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