AVON TOWN COUNCIL
MEETING MINUTES
August 6, 2009
I. CALL TO ORDER
The meeting was called to order at 7:30 p.m. at the Avon Town Hall, in the Selectmen's Chamber, by the Clerk. Members present: Mrs. Samul, Messrs. Shea and Zacchio. Absent: Carlson and Pena. The Clerk called for a nomination for acting Chairman.
On a motion made by Mr. Shea, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council nominate Mr. Zacchio as acting Chairman for the meeting.
Mrs. Samul, Messrs: Shea and Zacchio voted in favor.
II. PUBLIC HEARING – None.
III. MINUTES OF PRECEDING MEETINGS: July 6, 2009
On a motion made by Mr. Shea, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council accept the July 6, 2009 meeting minutes as submitted.
Mrs. Samul, Messrs: Zacchio and Shea voted in favor.
IV. COMMUNICATION FROM AUDIENCE - None
V. COMMUNICATION FROM COUNCIL - None
VI. OLD BUSINESS
07/08-08 Review, Discussion, and Approval: Avon Free Public Library Renovations
Additions Building Committee: Referendum Mailer
Acting Chairman Zacchio questioned if it would be appropriate to have the Clean Energy Commission involved with the “green” aspect of the design. Mr. Shea responded that the Building Committee really has to have the authority to do what they have to do to construct the building with the architect. The Building Committee reports to the Town Council and Town Manager; Clean Energy Commission should be there for support and ideas. Acting Chairman Zacchio thought by direction that the Clean Energy Commission would work on capital improvement going forward to make suggestions for ‘green’ possibilities and initiatives on those. Since we have that appointed, it would be nice to have some wording in the mailer referencing that the Commission exists. Mrs. Samul concurred the
Commission shall provide input and only that.
Diane Hornaday reported that the Library Committee has some slight changes to make to the mailer. Diane Hornaday reported that the first and second floor plans will not be included in the mailer, as stated on page 2 under the “scope of the project” paragraph. The front elevation and site plan will be included in the mailer. The floor plans will be used in the detail when the presentation is made at the public hearing.
On a motion made by Mrs. Samul, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council approve the Library referendum mailer subject to minor modifications, nothing substantial.
Mrs. Samul, Messrs: Zacchio and Shea voted in favor.
08/09-06 Review, Discussion, and Approval: Revised Charges: Administrative
Services Study Committee and Re-designated Facilities Maintenance Study
Committee to Organizational Services Review Committee
On a motion made by Mr. Shea, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council adopt the following REVISED CHARGE to the Town of Avon Administrative Services Study Committee:
BE IT RESOLVED: That the Town Council has agreed that certain administrative services provided by the Town and Board of Education could possibly be improved or reduced in cost to the citizens and taxpayers of Avon, and further,
RESOLVED: That a Committee, “The Town of Avon Administrative Services Study Committee,” consisting of five (5) members is hereby established for an indefinite term to:
- Organize in an appropriate manner to carry out the functions of the committee to include a chair appointed by the Town Council and a vice-chair and secretary from among the membership to be selected by the Committee.
- Familiarize itself with
a. Facilities Maintenance Study Committee Report 1998,
b. Facilities Maintenance Study Committee Report 2005,
c. Draft Request for Proposal (RFP) dated August 12, 2008.
- Recommend for Town Council approval by October 1, 2008 and Board of Finance approval for funding by November 1, 2008, through an open, competitive process, the services of a qualified consulting firm to:
a. . Review various internal Town and Board of Education administrative and operational functions and services that are similar in nature. Such functions and services include but
are not limited to:
n of materials for inclusion in the FY 2009/2010 Budget upon acceptance of any recommendations.
- The Committee shall report to the Town Council, Board of Education and Board of Finance on a quarterly basis, and complete its work by June 30, 2010.
5. Effective August 15, 2009 work with the Organizational Services Review Committee to develop and carry out a strategy to implement the findings from the “Final Report of the Administrative Services Study Committee” prepared by Matrix Consulting dated July 6, 2009.
RESOLVED: That the Town Council reorganizes the “The 2005 Facilities Maintenance Study Committee” into a new Committee which shall be titled “The Organizational Services Review Committee;
BE IT RESOLVED: That the Town Council and the Board of Education have recognized a need to review their respective Human Resource, Finance and Facilities maintenance needs, and further evaluate opportunities for mutual cooperation in each of these areas;
RESOLVED: That a Committee, “The Organizational Services Review Committee”, consisting of seven (9) members; the Town’s Director of Finance, Director of Human Resources, Director of Public Works, Director of Recreation & Parks, Assistant Town Manager, and the Board of Education’s Director of Finance and Director of Buildings & Grounds; and 2 ex-officio members (the Superintendent of Schools and the Town Manager), is hereby appointed for the term of August 15, 2009 to June 30, 2010 to:
- Organize in an appropriate manner to carry out the functions of the Committee to include a chair jointly appointed by the Town Manager and the Superintendent of Schools and a vice-chair and secretary from among the membership to be selected by the Committee.
- Familiarize itself with the “Final Report, Administrative Services Study Committee” dated July 6, 2009, and determine how to proceed to implement some or all of the recommendations contained in that report, a timetable for implementation, and the budget impact of implementation where applicable, and to report said findings to the respective Administrative Services Study Committee, Town Council and Board of Education no later than June 30, 2010.
Mrs. Samul, Messrs: Shea and Zacchio voted in favor.
08/09-65 Acceptance of Easement, Ensign Bickford Property
- Sidewalk Easement Agreement
b. Town Green Improvements Easement
c. .4 Acre Parcel Easement (northerly of Marriott)
On a motion made by Mrs. Samul, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council accept from Ensign Bickford Properties the Sidewalk Easement Agreement.
Mrs. Samul, Messrs: Shea and Zacchio voted in favor.
On a motion made by Mr. Shea, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council table items 08/09-65(b) Town Green Improvements Easement and 08/09-65(c) .4 Acre Parcel Easement (northerly of Marriott) to the September 3, 2009 meeting.
Mrs. Samul, Messrs: Shea and Zacchio voted in favor.
08/09-86 Appointment: North Central Regional Mental Health Board CAC18
On a motion made by Mrs. Samul, seconded by Mr. Shea, it was voted:
RESOLVED: That the Town Council approve the appointment of Constance Boston to the North Central Regional Mental Health Board.
Mrs. Samul, Messrs: Zacchio and Shea voted in favor.
VII. NEW BUSINESS
09/10-16 Approve Resolution: JAG (Justice Assistance Grant) Grant, $30,000
On a motion made by Mr. Shea, seconded by Mrs. Samul, it was voted:
RESOLVED: That the Town Council authorizes Philip K. Schenck, Jr., Town Manager to make, execute, and approve on behalf of the Town of Avon any and all contracts and amendments and to execute and approve on behalf of this municipality other instruments a part of or incident to the filing of the American Recovery & Reinvestment Act of 2009 Recovery Act Connecticut Local Pass-Through Justice Assistance Grant (CT Local JAG) Program.
Mrs. Samul, Messrs: Zacchio and Shea voted in favor.
09/10-17 Contract Award: Membrane Covered Salt Shed
On a motion made by Mrs. Samul, seconded Mr. Shea, it was voted:
RESOLVED: That the Town Council approves the contract with Clear Span Fabric Structures International of South Windsor, CT, for an amount not to exceed $52,724.
Mrs. Samul, Messrs: Shea and Zacchio voted in favor.
09/10-18 Approve Fiscal Year 2010/2011 Budget Calendar
On a motion made by Mr. Shea, seconded Mrs. Samul, it was voted:
RESOLVED: That the Town Council adopt the Fiscal Year 2010/2011 Budget Calendar as follows:
ACTIVITY |
LATEST DATE PER TOWN CHARTER |
RECOMMENDED DATE |
Capital Budget Forms Prepared and sent to Departments
|
|
August 10, 2009 |
Operating Budget Forms Prepared and sent to Departments |
|
September 11, 2009
|
Completed Capital Budget Forms returned to Town Manager
|
|
October 02, 2009 |
Completed Operating Budget Forms returned to Town Manager |
February 15, 2010 |
November 06, 2009
|
Town Manager’s Proposed Operating and Capital Budget submitted to Town Council |
March 01, 2010 |
January 22, 2010
|
Board of Education Budget to Town Council |
February 15, 2010 |
February 12, 2010
|
Capital Improvement Program Submitted to Planning & Zoning Commission for Sec. 8-24 Review
|
|
March 02, 2010 |
Budget Work by Town Council completed and Budget Submitted to Board of Finance |
April 01, 2010 |
March 22, 2010
|
Public Hearing on Budget held by Board of Finance not later than three (3) weeks before May 03, 2010 Town Meeting |
April 12, 2010 |
April 5, 2010
|
Board of Finance Completes Work on Budget |
|
April 14, 2010
|
Copy of Budget approved by the Board of Finance printed in Newspaper at least five (5) days before the Annual Town Meeting
|
April 27, 2010 |
April 23, 2010
|
Annual Town and Budget Meeting First Monday in May
|
May 03, 2010 |
May 03, 2010
|
First Referendum
|
May 14, 2010 |
May 12, 2010 |
Second Referendum
|
June 04, 2010 |
June 02, 2010 |
Third Referendum
|
June 25, 2010 |
June 23, 2010 |
Mrs. Samul, Messrs: Shea and Zacchio voted in favor.
VIII. TOWN MANAGER’S REPORT/MISCELLANEOUS
Misc. A Construction Update
Misc. B. Purchasing Update
Misc. C. Possible Open Space Acquisition
IX. EXECUTIVE SESSION: Litigation/Negotiation - None
X. ADJOURN
The meeting was adjourned at 8:35 p.m.
Attest:
Caroline B. LaMonica
Clerk
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