AVON TOWN COUNCIL
MEETING MINUTES
October 2, 2008
I. CALL TO ORDER
The meeting was called to order at 7:30 p.m. at the Avon Town Hall, in the Selectmen's Chambers by Chairman Carlson. Members present: Mrs. Samul, Messrs. Pena, Zacchio and Shea.
II. SERVICE AWARD : Russell Peckham; Town Council Representative, Avon Volunteer Fire Department
Chairman Carlson reported Mr. Peckham has been a long term volunteer in town and has been a terrific representative from the Fire Department to the Town Council and has worked for years for the Fire Department. Mr. Peckham has served for 40 years. That type of service is the type of thing that makes Avon a special town.
Mr. Peckham reported he fell in love with Avon and started to get involved with the Chamber and then the Fire Department. Chairman Carlson reported the new Fire Department representative is Dave Bourgard, Welcome! We look forward to working with you.
II. MINUTES OF PRECEDING MEETINGS: September 8, 2008
On a motion made by Mr. Shea seconded by Mr. Pena it was voted:
RESOLVED: That the Town Council accept the September 8, 2008 minutes as submitted,
Mrs. Samul, Messrs Carlson, Pena and Shea voted in favor. Mr. Zacchio abstained.
III. COMMUNICATION FROM AUDIENCE – Items not on this Agenda
David Goldsholl, 57 Old Kings Road, questioned how last year's budget closed out for the Town and Board of Education, and what the final numbers were. The Town Manager reported the audit has not yet been complete but there will be a positive operating balance for the whole year. The Director of Finance reported not everything is closed out yet. The auditors will be on site on October 20th where they will do onsite testing for the Town and Board of Education. We usually report back at the November Town Council and Board of Finance meetings for approval on the final yearend transfers.
Randi Ginsberg, Whispering Pines, reported on a traffic light situation at the intersection of Climax Road and Bickford. It is understood due to budget restraints a traffic light can not be put in there. This situation affects Whispering Pines I and Whispering Pines II, River Ridge and Forest Mews. In the complex there is close to 200 residents. She has seen some very close situations that are very scary at the intersection. One concern is when you come off of Bickford on to Climax from the housing, there is a bend there and you have to pull out on to Climax before you see the cars coming. She would like to see something done in that area to make the view a bit clearer and perhaps a patrol car once in awhile. There is a lot of traffic in that area and we use Climax Road as an alternative to Route 44
because of the heavy traffic on that road. The main concern is that is getting a bit more congested and would like to see something done. Chairman Carlson requested the Police Chief to look into both the site lines and the clean up in this area.
IV. COMMUNICATION FROM COUNCIL
Mr. Pena reported Avon Day was very well attended despite the rain and perhaps a letter should be sent to the organization to thank them for all the hard work. Also, the residents there seemed to enjoy themselves and the presentations were very well done. Mr. Pena commented that Mr. Zacchio did a wonderful job in giving a greeting for the Town Council and also gave credit to all involved.
He further reported elections, usually are rain days as well, the number of people that could possibly be voting that day, maybe we should consider an awning of some type to accommodate the voters. Town Hall does not have the space as the other locations to bring people inside. The Town Manager reported we can look into this without to much of an expense. Mr. Pena stated this maybe a good thing to think about ahead of time so we are not worrying about it election morning if there is rain.
Mr. Zacchio reported Avon Day was a well attended event especially considering it was moved to another day and the skies were dark, and just wanted to thank the Committee.
Mr. Shea reported for the audience they should know that we are talking about UNICO. UNICO sponsors and runs Avon Day and that is UNICO that everyone is speaking so highly of.
Ms. Samul reported and the fire works that the Fire Department put on were spectacular. She further reported she attended the dedication for the Oncology Center that opened up in Avon. Thanks for a lot of effort by the Town staff. She also attended the Fire Department ceremony that was very moving and they did a really nice tribute on September 11th.
Chairman Carlson reported he received a call from a resident regarding the tree clearing on Scoville Road. The Town Manager reported he can look into what is going on so the Council can know but it is a private operation.
Chairman Carlson reported at the last Town Council meeting they accepted with regret notice from the Town Manager Philip Schenck that he will be retiring next year. The town, is the town that it is, because of Phil and thanked Phil for all his many years of service.
Chairman Carlson reported he is greatly concerned about the financial crisis we find ourselves in. Therefore, he asks that all the department heads, and perhaps a letter to the Board of Education, all start to take a look at this year's budget for areas that we may be able to cut. He knows we had only a slight budget increase but all the same in the past ninety day circumstances have changed greatly and we may be facing some great challenges in the future. When we get into the capital items and operating budget the general tone should be pretty flat. The Town Manager reported that is a prudent move and we are already starting to look at things in a lot more detail than we usually do this time of the year.
V. OLD BUSINESS
03/04-64 Review, Discussion and Approval: AHS Building Committee, Existing Gym Floor
Issue
Hank Frey reported we could not start on the old gym floor until school was out because of the asbestos that had to be removed. After we removed the asbestos and the old gym floor, the contractor came in and applied a leveler to the floor to bring the floor up to the level of the new floor. Apparently, the first layer did pretty well, but the second level did not seem to adhere and cracked. It was determined that this needed to be taken out and a new leveler needed to be brought in. That was removed and in order to install the new leveler we had to remove a tar level that was on top of the concrete, similar to a sealer. To do this they brought in a sand blaster and it became apparent the concrete was not in good shape. We have a construction contingency, which less than 20% has been used to this point in the project.
We are requesting that $61,941 out of the remaining about $500,000 be used to remove the old slab, bring in gravel and approximately 4 inches of concrete and replace the floor. This is an estimate since we do not know how much it will take to bring it level to the floor. There is no question, we have to do it. The slab is not in good condition. We are looking for you to ok it. If we get going now it will be ready around December 15th. The Board of Education knows the gym will not be available. Mr. Shea reported things like this happen and there are no short cuts. He supports the Committee's recommendation. Mr. Zacchio reported he agrees with Mr. Shea, and there have been problems with the floor in the past. One question is removing the floor would make a mess and a lot of noise, is the Board of Education aware of that? Mr. Frey reported the floor will be brought out in smaller squares to try to minimize the mess and noise.
Chairman Carlson reported if the total cost is $121,940 and the sub contractor is picking up $60,000, my question is why. Mr. Frey reported that is the $60,000 the contractor would have been paid to install the initial work. We are sharing the cost.
On a motion made by Mr. Shea, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council authorize the change order for the Avon High School gymnasium floor in the amount of $61,940.
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
07/08-08 Review and Discussion: Avon Free Public Library Renovations/Additions Building Committee:
a. Referendum Recommendation
b. Debt Service: Dennis Dix
Diane Hornaday reported following the last Town Council meeting the Committee met and discussed what they would recommend going forward to referendum. The Trustees for the Library Board also met and discussed this. We would like to recommend one referendum. The reason is we feel like we have started the process of generating a lot of community interest. We are not convinced there would be savings in having two referenda. We feel once we have something going the residents will want to see something happen. We are fully prepared if the initial figures we have are not adequate and the bids come in over the amount passed at referendum, we will work the project within the numbers passed at the original referendum. Mary Suter, Library Board, reported their primary concern is with raising funds to support the project.
As you know we have agreed not to launch the fundraising efforts until the referendum has been approved. With the two referenda proposal and with the larger costs being at the second referendum this would affect our abilities to start the fundraising efforts. We would like very much to go forward with the timeframe we are anticipating with starting the campaign sometime next spring, with one referendum. We endorse the recommendation of the Building Committee.
Mr. Shea stated he supports the one referendum process as you have described it. He believes it was good to have discussed the option of having the referendum so we have a full understanding of what we are looking at. Chairman Carlson reported he is happy with the stance the committee has taken with working with the budget voted on and making adjustments on the building and not go back to the residents for more money.
Chairman Carlson reported Dennis Dix is a Financial Consultant that works with the Town on bonding and other long term debt.
Dennis Dix reported this whole bailout will affect us. What we are facing here in Avon is, it is going to impact us and that’s liquidity and credit. Those are the two things that we face trying to sell $25million in two weeks. Chairman Carlson reported moving from the bond anticipation notes that we currently have outstanding for the high school project to long term bonding for the high school. Dennis Dix reported we are renewing the notes for one more year, $25,767,000 we are paying down $625,000 from last year by statute. Avon, with the Aaa rating, is very lucky that credit is going to help us a lot. In an ideal world probably where rates should fall, he is anticipating we will get some bids. Looking at the recent history across the United States there have only been two bids. Some deals have
been called and then pulled. We can not be fussy about the rate. We need market access not the interest rates He has spoken to several of the bidders we used last year and those were: First Southwest, Roosevelt & Pruss, Commerce Capital, Eastern Bank, and Jenny Montgomery Scott and he has gotten a variety of responses. We can still stay competitive in a competitive market. We are selling general obligation, Aaa rating one year payment, so it will still be of interest. Roosevelt and Commerce maybe will take a look but a lot of this may be affected by what happens at the House tomorrow. Even if it doesn’t happen, just the fact that they approved it is going to loosen up some of the liquidity problems. He reported he will be calling ahead to all of these people and keep the Town Manager posted on where the town stands. We do not have the option of not doing this because as you know we have the $26million maturing at the same time. One thing that
will be asked of you to consider, and perhaps give advanced permission to do, which we may be forced to do, is negotiate. That will mean if we do not get sufficient bids my job for you is to go back out and try to find buyers. We would do that the day of the sale.
Mr. Shea stated he recognizes the difficulty of this situation, he feels if it is possible he would like to have the Chairman involved in that situation. The Town Manager reported the sale is on October 14th at 11:30 a.m., and you are all invited to come here and watch the process as it goes on. Mr. Shea reported before someone makes a decision he feels it would be good to have Chairman Carlson involved. The Town Manager reported they should know by 11:45 a.m. whether we will have to do this or not. Dennis Dix reported he is optimistic we will receive bids. Chairman Carlson questioned from an interest standpoint how much would this have been three weeks ago, as opposed to today? Dennis Dix reported there would not be too much of a difference. Mrs. Samul questioned the discussion on who buys these bonds that
occasionally we have gone for much smaller issues to banks, local institutions, is that the kind of things that might happen on October 14th if we have a few million left over. Dennis Dix reported it is a possibility. Chairman Carlson reported this is just for the high school project and buildings 5&6 and not even the library project.
Dennis Dix reported the latest statistics reported by OPM were reported June 30, 2006 and we are comparing them to the last time this was done and that was June 30, 2003. Avon has stayed very even with the peers with one very serious exception, the fund balance. In this business, fund balance is king, the percentage and not the amount. He is concerned Avon has fallen back six spaces. He is urging to increase the fund balance. This is going straightly to the surplus. This is a yellow flag. We will be going to the credit agencies again next year. It would be my recommendation to invite them up, give them the tour, so it would be a good idea for all the information to be pulled together for that. Fund balance is critical. Mr. Shea questions if they take into account the times we are living
in and the difficulty in adding to this. Dennis Dix reported this is something they look at and take into account. The Town Manager reported the fund balance was brought down to the 5% areas due to many reasons. When you are an Aaa community having a 5% surplus is not really acceptable anymore, they want to closer to 10% or maybe even more. This may be the type of thing that we need a plan, over the next several years, to build this up. It can not be done over one year. Even if it is a small increase each year. Mr. Zacchio reported it is a trend. They are going to watch the trend and we will need to turn the trend around since they are watching the trend over all the Aaa communities. Mrs. Samul reported we are in the bottom 50% of the other communities. If you look at the tax levy per capita there is only one town that has a lower tax levy per capital less than we do. Dennis Dix reported do your best with the fund balance.
Dennis Dix reported laying out all the future debt service for all the various projects you can see; High School, Town Hall, proposed Library, Town Clerk's vault, Secret Lake road, Fisher Meadows, Fire Station and Avon Middle School roof. These are all out there being looked at and being considered. As things are added and dropped he tries to update this keeping the increases as minimal as possible. These figures are conservative; they have not been changed since July. For planning, you need to have some cushion. The grand list will grow so the impacts will be less than what shows. Mr. Shea questioned how far out would he recommend they go. Dennis Dix reported he would not want to see the Town go any further out than 20 years for the high school bonds and the other projects try to keep to 15 years or less.
The debt service as you extend it out would probably go down since you are making smaller payments, but you would be paying more overall.
The Town Manager stated we have tried to manage the debt service so it did not start to impact the operating budgets to the points where we were using it to just fund debt and put pressure on the operating budget. By extending the issue out, reducing the amount you need to budget every year, you will be increasing the years starting in 2017, 2018, 2019, so you will not have a drop off to fund projects at that level. You can borrow short term notes up to a three year period. If you figure in three years of rolling over notes, you have reduced the seven years down to four years or five years, and that is assuming you do all the projects. In about five to six years, we can fill behind these projects. The possibility exists that there may be large projects coming up behind the ones we spoke about earlier. By
extending these out and lowering what we have to pay now, we cut off that option for the future. You are also sending another signal, like the surplus, these are things the rating agencies are watching and rating us on. Another way of reducing this, we are not sure if the referendum passes in February with the Library, if we are going to get the money to build it. It may be prudent to take the projects we already have in here and extend the timeframes out a little bit. Chairman Carlson reported he feels we should keep the debt load level. These increases do really impact our operating budget. If you look at the differences between the years, where do you find the money? This is a fixed obligation. Even $200,000 is a concern. Another request is he would like to see the debt service layered.
The Town Manager reported there are other ways to go about doing this and Dennis Dix can help us look at this and find the best route to go. Mr. Shea reported we will have other projects, but aren’t you concerned the about the debt service increase over the next several years. The Town Manager reported this can be balanced out. Maybe look at deferring the projects out for 6 months or a year until we can look at getting reasonable rates. His feeling would be to wait another month or so to make any decisions, but we should think about deferring the projects a year or so till we know how if we could get the money or not. Chairman Carlson reported we should look at it every month. He does not think we can lock into February 26th Referendum date with not knowing. He questioned what the difference in rates
would be from this month to last month? Dennis Dix reported it was mid threes now it is high fours. Chairman Carlson reported this is a fifty percent increase. Once you make that obligation you have to start laying off staff and stop some current programs. The Assistant Town Manager reported the Council could wait to December if need be. At some point in that month we would have to prepare the mailer for the referendum.
Mr. Shea questioned why can't we start the fundraising process tomorrow, is there a reason we can't do this? He would be in favor of starting the project fundraising right way. Mary Suter reported the Council has asked the Library Board in the past to not formally launch the fundraising campaign until after the referendum. The work with the consultant and own campaign planning has been predicated on that assumption. The work that is going on with the consultant right now, they are testing the appetite for the campaign. We are very close to the end of the analysis, which should be in November with the hopes of sharing our findings with you at the December meeting. Mr. Shea questioned if the Library Board would be in support of launching the campaign early. Mary Suter reported one of the things you are aware of is
influencing the referendum vote. I do not think we have the capacity to launch anything before the 1st of December and have an opportunity to talk about this as a board. Mr. Shea stated his position has changed and he feels it is time to go out and start raising money. The Library Director stated the foundation wants to know if the project is going to be supported by the grant and the town. The donors also need to know if the support from the town is there. Chairman Carlson reported there is support from the Town Council for the project.
An Avon resident reported as a prospective donor he has to say they are in the same position as the Council is in. Trying to sit and say I will commit and how much is very difficult. Mr. Shea stated he is concerned with how much money is being raised and how much they will be able to get. Chairman Carlson reported this issue will be revisited at the next meeting.
08/09-04 FY 09/10 Budget: Approve Capital Budget Review Schedule
Chairman Carlson reported there is a conflict with the proposed review schedule with the date of November 6th. The regular meeting date will be switched to a Special Meeting date on Monday, November 10, 2008 at 7:00 p.m. He further reported a conflict with the proposed November 20th date. The date was rescheduled to Monday, November 24th at 7:00 p.m.
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council approve the FY 2009-2010 Capital Budget Review Schedule as follows:
November 10th Regular Town Council Meeting (7:00 p.m.)
7:45 p.m. Police Department
8:15 p.m. General Government
November 24th Special Town Council Meeting (7:00 p.m.)
7:00 p.m. Recreation and Parks
7:30 p.m. Secret Lake Association
8:00 p.m. Engineering
8:30 p.m. Public Works
December 4th Regular Town Council Meeting (7:00 p.m.)
7:30 p.m. Board of Education
8:30 p.m. Fire Department
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
08/09-06 Status Report: Mark Zacchio: Chair, Administrative Services Study Committee
Mr. Zacchio reported the first meeting was held on September 10th. We had twelve respondents to the RFP and they ranged in all sizes and levels of expertise from all over the country. That evening we spent some time on our approach and on the timetables. With the number of respondents and go through the interviews and we will have a recommendation for the November 10th meeting. We met again on September 29th at which time we all had a chance to go through and rank the respondents. We all struggled a bit with that but the RFP's were all very professionally written from as far away as Florida and some from right here in Connecticut. We had five or six that were on an average basis pretty well above the others. The approach now is to scheduled interview, which are scheduled for October 6th Monday night.
We did have one within the ranks that we considered may have a conflict of interest, Blum Shapiro, our auditors. We have asked the Town Attorney for an opinion on this. The Assistant Town Manager reported she does not have it in writing but she has spoken to him and he does not feel it will be a conflict. It may present concerns since they already have knowledge of our financial situation and process. Mr. Zacchio stated now that the Council is aware of that we will report to the Committee what our thoughts are on this. The Town Manager questioned the pricing ranges on the ones that we opened. Mr. Zacchio reported we looked at the RFP's and ranked them, and then we were going to look at the dollars. Once we went through the ranking process, we opened the envelopes and had a wide range in the pricing. Blum Shapiro was one of the higher prices in the $89 -$90 range and we had a low of $28 that was ranked lower on the scale. With the
dollars in mind, we thought this may be too much. Should we be thinking about dollars at this point?
Chairman Carlson reported there is no money in the budget for this and it will be coming out of reserves. He figured the numbers would be much higher but feels we should go through the process and interviews and go to the Board of Finance and discuss it. The numbers are a concern but would like to see it go forward. Mr. Shea reported when we went forward with this we were looking for an independent outside vendor. We are looking for independent outside look. He feels the interviews should go forward but without Blum & Shapiro. Mrs. Samul reported she too thought it would be closer to a six figure number. Mr. Zacchio stated they have discussed negotiating with the firms. It will be part of our conversations.
Chairman Carlson stated the committee has done great work so far. Mr. Zacchio reported they have a tough meeting coming up on Monday night. We are pretty ambitious with having them all in one night.
We are hoping we can get through them and have a recommendation for the Council at the next meeting.
08/09-13 Appointment: Town Representative, Secret Lake Association (12/31/2009)
On a motion made by Mr. Pena, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council approve the appointment of Jean Dellamarggio as the Town Representative to the Secret Lake Association for a term expiring December 31, 2008.
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
VI. NEW BUSINESS
08/09-18 Review, Discussion and Approval: Supplemental Appropriation, $7,210; Demolition of Property, 457 New Road
Steve Kushner, Director of Planning and Community Development stated the house was significantly damaged back in 2005 and we have been working with the property owners to demolish the house but unfortunately they currently do not have the financial needs to do that. The last Building Official did issue a Order under Ordinance #67, indicating the building was a blighted structure and needs to be demolished. More recently we have been working with one of the Attorneys at Murtha Cullina and she advised us that if the Town Council moves to demolish the structure we could file a lien not in connection with the Ordinance #67 but relatively new state statue, 12-169B which puts the town in a better position to recoup not only the costs but the accrued interests as well. We did solicit quotes from private contractors and the low bid
for the job was $16,480. We then had a conversation with the Public Works Director, who has demo experience, and has the man power to do it. The total actual cash outlay to purchase supplies and rent equipment would be $7,210. The remaining amount would be his estimate of the man power and man hours, people already on the Towns payroll. When you add the two together the total comes to $14,496, which is less than the low bid. The Town Attorneys office stated when we file the lien we can file the lien for the full amount including the man hours and materials ad equipment. It is our recommendation that we go forward with this demolition of the property at 457 New Road.
Mrs. Samul questioned if any asbestos or hazardous materials are present at this property. The Building Official reported the property is too new to have any of these issues. Mr. Kushner reported they will conduct the demolition in away that complies with building and health code requirements, but we will not incur any additional costs to try and maximize the valves of the lot. For example, it will be lower cost to take the foundation and push it into the hole and then it will be the buyers issue to remove any concrete.
On a motion made by Mrs. Samul, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council favorably recommends to the Board of Finance an appropriation not to exceed $7,210 from General Fund, Other Financing Sources, Undesignated Fund Balance, Account #01-0390-73913, to General Fund, Building Inspection, Demolition of 457 New Road, Account #01-2401-53318 for the purpose of demolition of property at 457 New Road to be performed by Public Works;
FURTHER RESOLVED: That the Town Council proceed under State Statute 12-169B to place a lien on the property at 457 New Road
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
08/09-19 Review and Discussion: Amendment to Section 9-23 Code of Ordinances (Building Permits): Set Public Hearing Date, November 6, 2008, 7:30 p.m.
The Building Official reported the Code of Ordinance currently requires a doubling of fees if work was done without a permit. In certain instances it creates a hardship for the current owner of the property. They purchased the property without knowing the work was done without a permit by the prior owners so working with the Town Attorney we have come up with a affidavit that the current owner would fill out to attest that the work was done by the prior owner before the transfer of the title. Mr. Kushner reported there has been increased interest by real estate agents, banks, and title attorneys doing their due diligence, making sure things are done correctly. A few times the problem and work in question was done by several prior owners. The Town Attorney drafted the affidavit with very simple verbiage. They
would still have to come in and pay the fee and fill out the paperwork but it would not double the fee for them.
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council schedule a Public Hearing on November 10, 2008 at 7:00 p.m. to consider an amendment to Section 9-23 Code of Ordinances (Building Permits).
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
08/09-20 Supplemental Appropriation: $22,178, Heart and Hypertension Claim
On a motion made by Mr. Pena, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council favorably recommends to the Board of Finance an appropriation not to exceed $22,178 from General Fund, Other Financing Sources, Undesignated Fund Balance, Account #01-0390-43913, to General Fund, Claims & Losses, Services - Other, Account #01-8101-52189 for the purpose of executing a heart and hypertension award.
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
08/09-21 Authorization to Apply for State of CT Office of Emergency Medical Services Training Grant, $2,030
On a motion made by Mr. Shea, seconded by Mr. Pena, it was voted:
RESOLVED: That the Town Council authorizes the application for the State of Connecticut Office of Emergency Medical Services Grant in the amount of $2,030.
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
08/09-22 Review and Approval Resolution: Emergency Management Performance Grant Program Application
On a motion made by Mr. Zacchio, seconded by Mr. Pena, it was voted:
RESOLVED: That the Philip K. Schenck, Jr., Town Manager, be and hereby is authorized to act on behalf of the Avon Town Council in executing a Memorandum of Understanding with the State of Connecticut, Department of Emergency Management and Homeland Security, for participation in the FY 2009 Emergency Management Performance Grant program.
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
08/09-23 Authorization to Apply and Accept Annual DUI Enforcement Grant, $25,500
On a motion made by Mr. Shea, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Town Council authorize the Town Manager to apply and accept the Annual DUI Enforcement grant in the amount of $25,500.
Mrs. Samul, Messrs Carlson, Pena, Zacchio and Shea voted in favor
VII. TOWN MANAGER’S REPORT/MISCELLANEOUS
Misc. A: Construction Update
The Assistant Town Manager reported on the following construction updates:
AVON HIGH SCHOOL RENOVATION/ADDITIONS:
Budget:
The project remains under budget – see attached (please note that as we’ve just finished one fiscal year and begun another I’ve provided a report for each fiscal year).
The combined construction budget and construction contingency remains under budget by approximately $1,183,425. This will be affected by a decision on how to proceed on the existing gym floor.
Change Orders:
A change order to resolve the problems with the existing gym floor was approved for recommendation to the Town Council at a special September meeting in the amount of $61,940.
Schedule:
The underlayment for the existing gym floor failed and the slab below it is in poor condition. A request to use construction contingency to address this problem is a separate item on the Town Council agenda. Due to this the gym will not be completed in time for either the national election or the beginning of wrestling season.
The technology equipment is in process. Most of it has been delivered and installed. The remaining items should be complete by mid-October.
Information/Issues:
The existing gym floor replacement has delayed project completion. The national election will have to be moved to the new gym and at least a portion of the wrestling season to an alternate location.
BUILDING 5 AND 6 RENOVATION:
Budget:
Project remains within budget – $2,360,000
Once final planned procurements have been made a balance of $8,000 is anticipated.
Schedule:
Landscaping to occur as time permits over the summer/fall. The Garden Club has recommended a planting plan that will be executed by Public Works.
DPW & SENIOR CENTER ROOFS:
The second part of the DPW roof work began on September 22nd. Once that is complete we will advertise bids for the door replacement portion of the project.
The contractor for the Senior Center plans to start work on October 1st and finish in about two weeks.
AVON FREE PUBLIC LIBRARY:
Planning Budget = $70,000
The Committee has begun its outreach to community groups to make them aware of the project and answer any questions they may have.
AVON MIDDLE SCHOOL ROOF REPLACEMENT DESIGN
A contract has been awarded to Kaestle Boos Associates for this project and work has begun. The initial design is due to be complete in October, 2008. We are also analyzing the condition of the rooftop HVAC units to determine their useful life. It is important to factor in their condition and replacement schedule as the new roof system is designed. Depending on their condition it may be prudent to replace them at the time the roof is replaced.
TOWN CLERK VAULT EXPANSION
A contract has been signed with Arbonies King Vlock to complete the design for this project. That scope of work is due to be complete at the end of October, 2008. A meeting with the State Library staff to review the plans and obtain their approval is scheduled.
We would like to move forward with this project using the same process and team that completed the Building 5/6 project. With the Town Council’s approval we would again retain Enterprise Builders to be the construction manager and would involve them prior to the referendum to update their construction estimates for the project. Once referendum approval is
achieved they would publicly bid all of the trades involved in completing the work in order to seek the best price for the job.
POLICE EMERGENCY OPERATIONS CENTER EXPANSION
The department has approved sketches of a modified office area to accommodate an expansion of the emergency operations center. We have begun meeting with contractors to obtain estimates for the cost of the project so we can determine if it is feasible to complete within the current budget. Depending on those costs we’ll either obtain three quotes or retain Kaestle Boos Associates develop a bid specification so this work can be put out for bid.
SENIOR CENTER EXTERIOR PAINTING:
We have received three quotes for the replacement and painting of a new privacy fence at the Senior Center. That work will be completed in October.
VERVILLE ROAD RECONSTRUCTION
This project began August 4th and is due to be complete in 100 calendar days. Work is progressing smoothly to date with three small change orders anticipated.
ROARING BROOK SCHOOL BOILER REPLACEMENT
The asbestos abatement was completed on August 28th. Work began after Labor Day to demolish the old boilers and related equipment. Installation of the boilers began on September 22nd; completion is required by contract on October 15th. The contractor is aggressively pushing vendors from which they need parts to ship them as soon as possible so that the system might be completed sooner. We are also seeking pricing for the rental of a temporary boiler if we experience low temperatures prior to the new equipment being in service. We are also working with CL&P to determine the exact amount of the rebate we will receive for installing a more efficient system.
STEAP GRANT – TOWN CENTER STREETSCAPE IMPROVEMENTS
We have received the State Assistance Agreement and are following their process to have it executed so that we may receive the funds. While that is in progress, we have received 31 proposals in response to the RFP required in order for us to hire outside consultants necessary for project design. The Selection Committee has met with the top four landscape architectural firms and as a result short-listed two for further consideration. We anticipate a recommendation to the State and the Town Manager in the next two weeks.
Misc. B: Purchasing Update:
The Assistant Town Manager reported on the following current and future activities:
CURRENT ACTIVITIES
1. RFP – Renewable Energy Certificates– one proposal was received in response to an RFP we have advertised for the purchase of these credits. This process is a required step for the 20% by 2010 campaign. The Facilities Maintenance Study Committee has reviewed the proposal and is conducting its due diligence before making a recommendation to the Town Manager.
2. RFP – Management Consulting Services – twelve proposals were received in response to our RFP to select a firm to analyze various aspects of the Town and BOE operations to determine if some shared services are possible. The Committee has begun their review and anticipates a recommendation to the Town Council at their November 6th meeting.
3. RFP - Electronic Time & Attendance – seven proposals were received on September 24th in response to our RFP to select a system to track time and attendance to improve systems and eliminate paperwork required for employees filling out time sheets and requesting time away from work. A staff committee has been formed to review these proposals and make a recommendation to the Town Manager on how to proceed.
FUTURE ACTIVITIES
1. BID – DPW Garage overhead door replacement – part of the capital project for the roof project in this year’s budget is also to replace some of the overhead doors to create a more energy efficient structure. This work will follow the roof replacement contract.
2. CRCOG – Job Order Contracting – I have been participating in a working group of 10 CRCOG Towns to explore this concept. After over a year of work the subcommittee has recommended to the CRCOG Executive Committee that a contract be executed with The Gordian Group to begin this project. Job order contracting is a method of procuring building renovation and repair services that has proven to be cost effective and timelier than traditional methods of public purchasing. Briefly, this firm would put out for bid a comprehensive listing of all types of items that might be required in any type of building project both on a prevailing wage and non-prevailing wage basis. The list includes such items as the base cost for a new door plus an overhead factor to complete the work. The firm who wins the bid would be retained by each Town if they wish to complete projects using this manual. When a project is identified the firm comes in and works with internal staff to scope out the
project, develop the cost, gain approval and then proceed. Savings comes from not having to advertise the project or hire design staff to develop a specification. The cost to the Town is 5% of the project cost paid to the Gordian Group as well as .5% to CRCOG to recoup their costs to staff the project in order to get it underway. This process has been used successfully across the country, usually by larger organizations (The US Postal Service, county school systems, etc). Locally, the Town of Glastonbury has used it through the US Postal Service and found it has saved them both time and money and the outcome of the project was very good. Should the CRCOG Executive Board approve the project moving forward we would explore using it on small projects that are identified in Avon.
Misc. D: Appointment of Collector of Revenue
The Town Manager reported the recruitment process for filling the Collector of Revenues position that will be vacated with the retirement of Kay Roth on January 1, 2009 is already underway. As you know, Section 7.5.1 of the Town Charter provides that the Town Manager, with the approval of the Town Council, shall appoint a Tax Collector for an indefinite term. As such, the Human Resources Department has initiated the preliminary steps to ensure the position will be filled on time in accordance with the provisions of the Town Charter and Personnel Rules.
Misc. E: Facilities Maintenance Study Committee
The Assistant Town Manager reported the following updates on the Facilities Maintenance Study Committee:
Analyzed the development of a shared electronic work order system. A review of the needs of both organizations was completed and a decision made to keep two separate systems as the uses for each system were too different to combine.
A review of hourly rates of pay for summer part-time help was conducted, the end result being that a common wage scale was developed that both organizations use to recruit employees.
Joint purchasing – there have been several successful endeavors in this area:
Collection of municipal waste and recycling from all Town and BOE facilities – hired one vendor for all locations with projected savings of $ 30,000 over five years.
Bid and purchase of maintenance for all Town and BOE field irrigation systems – hired one vendor for all locations with a projected savings of $ 27,842 over five years.
Bid and purchase of maintenance for all Town and BOE emergency generators. Hired one vendor for all locations with a projected savings of $ 8,000 over five years.
Consolidated purchase of line paint for school and athletic fields for Town, BOE and neighboring communities. Savings to Avon in the past three years was $3,740.
Beyond the successes mentioned above, the Committee believes that more importantly the concept of working together and considering the needs of both entities when planning our work has become firmly entrenched. Department heads and their staff consider it to be routine to consult others when they are aware that something they are doing will affect another department and they work through those issues together. The only active item that the Committee has is the 20% by 2010 campaign, however two of the three steps to putting that in place have been achieved and we can continue to work together on the remaining item which is the renewable energy certificates.
VIII. ADJOURN
The meeting was adjourned at 10:00 p.m.
Attest:
Caroline B. LaMonica
Clerk
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