BOARD OF FINANCE MINUTES
SEPTEMBER 22, 2003
I. CALL TO ORDER - The meeting was called to order at 7:30 p.m. by Chairman Harrison. Present were Messrs. Hooper, McGuff, Monts, Speich and Zacchio. Absent: Mr. Gugliotti.
II. PLEDGE OF ALLEGIANCE - Mr. Speich led the assembly.
III. COMMUNICAllON FROM AUDIENCE - Mr. Harrison introduced Scott Leopold, an Avon resident attending Kingswood-Oxford School in connection with a Political Science Class.
IV. MINUTES OF PRECEDING MEETING: July 23, 2003 On a motion made by Mr. Zacchio, seconded by Mr. McGuff, it was voted:
RESOLVED: That the Board of Finance accept the minutes of the July 23rd meeting, as submitted.
Messrs. Harrison, Hooper, McGuff, Monts and Zacchio voted in favor. Mr. Speich abstained, absent from the meeting.
V. OLD BUSINESS
02/03-04 FY03/04 Budget: Supplemental Appropriation $49,190 Additional Police Officer
Police Chief Peter Agnesi attended the meeting to address this item which was originally part of the 03/04 Budget requests, which was deleted during budget deliberations. The Chief reported the Town anticipated applying for a Grant to cover the cost of adding an Officer which was sorely needed. However, because of reductions to the Federal Budget, this Grant was not forthcoming. It has since been determined by the Police Chief, Town Manager and Director of Finance that there was sufficient funding available in the General Fund Undesignated Fund Balance, and he is requesting this funding be made available.
On a motion made by Mr. Hooper, seconded by Mr. Speich, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed $49,190 from Account #01-0390-43913, General Fund, Other Funding Sources, Undesignated Fund Balance to Accounts:
#01-2107-51011 Gen. Fund Patrol Svs. Reg! Full Time $36,020.
#01-2107-15031 Gen. Fund Patrol Svs. FICA 2,756.
#01-2107-51033 Gen. Fund Patrol Svs. Hospitalization 2,794.
#01-2107-51034 Gen. Fund Patrol Svs. Dental 332.
#01-2107-51035 Gen. Fund Patrol Svs. Life Ins. 60.
#01-2107-51036 Gen. Fund Patrol Svs. Work. Compo 1,425.
#01-2107-51037 Gen. Fund Patrol Svs. Long Term Disab. 117.
#01-2107-51038 Gen. Fund Patrol Svs. Defined Contrib. 2,702.
#01-2107-52238 Gen. Fund Patrol Svs. Uniforms 2,984.
Total $49,190.
for the purpose of funding an additional Police Officer's wages, benefits and uniforms, effective October 1,2003.
The Town Manager certified there are sufficient Undesignated Fund Balance resources to finance the sum of $49,190 from the Town's Undesignated Fund Balance from account #01- 0390-43913 General, Other Financing Sources, Undesignated Fund Balance, on 09/03/03.
Messrs. Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
03/04-03 Review and Discussion: FY04/05 Budget Revaluation
Harry DerAsadourian, Assessor, attended the meeting, and reported that reassessment is mandatory under State law; the frequency is also dictated by State law. The law was recently amended to change from a 10 year cycle to a 4 year cycle. In 1999, we started a 12 year cycle during which time we did a physical inspection of all properties. The second and third steps in this cycle are "statistical reassessments". This would simply set what the current fair market value is on a piece of property and then taking 70% of that figure as it's taxable assessment. To do this, the Town adjusts our assessments using a computer assisted "Mass Appraisal Program" which the Town purchased, and which has been approved by the State, to arrive at a fair assessment. He is estimating we will see a significant increase
in residential properties with smaller increases to industrial and commercial property. Condos will probably increase similar to private residences. He distributed a chart showing all the classes of property that are considered in developing the Grand List on which our budgets are based. The Chairman listed the components of the Grand List that make up the total of$1,681,919,030. When all these components are valued and new construction and other current adjustments are made, notices will be sent in November to all property owners announcing new assessments. The figures will be available in the Town Clerk's office, the Library, on the Internet, so that like properties can be compared and considered. There will be an appeal period where owners can question the assessments on their property. The Chairman thanked the Assessor for his presentation and asked that he advise this Board of any unexpected items that may arise.
VI. NEW BUSINESS
03/04-04 Supplement Appropriation and Transfers $84,233.67 Senior Center Sprinkler System
This is an item that has been discussed previously. The Town Council has submitted requests
and received bids for the project and are now recommending that $81,116 be approved to replace the Sprinkler System at the Senior Center.
Ken Longo attended the meeting and reported on the history of this problem, he also answered questions from the Board, advising that two bids from vendors competent to do the job were received. In response to a question, Mr. Longo reported the experts never did report just how or why the moisture occurred in the system. He reported that he estimates the installation will take 6 to 7 weeks, if the building is closed - 10 to 11 weeks if the building remains open during the construction. He brought the proposals to the Town Council on September 3rd and the Council subsequently recommended the approval of the request. The Chairman reported the total amount being requested tonight is $84,233.67.
On a motion made by Mr. McGuff, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed
$81,116 from Account #01-0390-43913, General Fund, Other Financing Sources, Undesignated Fund Balance and transfers from Accounts:
#02-4844-53009 Cap. Proj. Fund (F&E) CIP Equip. $2,204.92
#02-4844-53351 Cap. Proj. Fund (F&E) CIP Equip. 136.22
#02-4864-53352 Cap. Proj. Fund (F&E) BOE Equip. 223.66
#02-4864-53353 Cap. Proj. Fund (F&E) BOE Equip. 468.15
#02-4840-53375 Cap. Proj. Fund (F&E) Town CIP 84.72
Total $3,117.67
to Account #02-4829-53363. Capital Proj. Fund (F&E) Town CIP Facil, Senior Center for the replacement sprinkler system at the Senior Center.
The Town Manager certified there are sufficient Undesignated Fund
Balance resources to finance the sum of $81,116 from Account #01-0390- 43913 General Fund, Other Financing Sources, Undesignated Fund Balance for replacement of the Sprinkler System at the Avon Senior Center.
Messrs. Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
03/04-05 Supplemental Appropriation $19,000 and $9,355, Fire Company #1, Kitchen Renovations
Chairman Harrison reported there are two resolutions to be considered for the renovations to the kitchen at Fire Station #1. The resolution for $19,000 is to release previously encumbered funds and the Resolution for $9,355 is for money in the 2002/03 budget which the department is requesting be used to fund the balance of the project. Jamie DiPace, Fire Chief, reported that Company # 1 on Darling Drive, has been designated as a primary emergency shelter for the Town of Avon and as such, the kitchen facility is woefully lacking in sufficient equipment. He reported in order to bring the utilities up to required standards to accommodate the number of residents we may have to service it will be necessary to do major renovations. Mr. DiPace reported the Fire Department is looking to the Surplus Funds that they have turned
back to the Town to be put towards the renovation to the kitchen at the main station.
The Town Manager certified that there are sufficient Undesignated Fund Balance resources to
finance the sum of $19,000 and $9,355 for renovations to the kitchen at Fire Company #1 from Account #01-0390-43913 General Fund, other Financing Sources, Undesignated Fund Balance.
On a motion made by Mr. McGuff, seconded by Mr.Zacchio, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed
$19,000 from Account #01-0390-43913 General Fund, Other Financing Sources, Undesignated Fund Balance to General Fund, CIP, Facilities, General Fund CIP Facilities, General Fund CIP, Facilities, Avon Volunteer Fire Department Co. #1 Kitchen Project, Account #01-8501-53035 and Capital Projects Fund (Facilities & Equipment), Town CIP- Facilities, Account #02-4829-53035 for the purpose of funding Co. #1 kitchen project with return of Avon Volunteer Fire Department encumbered funds.
Messrs. Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
On a motion made by Mr. McGuff, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed $9,355 from Account #01-0390-43913 General Fund, Other Financing Sources, Undesignated Fund Balance to General Fund, Capital Improvement Projects Facilities, General Fund Capital Improvement Project, Facilities, Avon Volunteer Fire Department Co. #1 Kitchen Project, Account #01- 8501-53035 and Capital Projects Fund (Facilities & Equipment), Town CIP-Facilities, Account #02-4829-53035 for the purpose of funding Co. #1 kitchen project with 2002-2003 return of Avon Volunteer Fire Department budget balance.
Messrs. Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
03/04-06 - Supplemental Appropriation: $9,470 Painting of Sycamore Hills Pool
Glenn Marston, Director of Recreation of Parks spoke to the Board reporting on the history of the project. He had originally planned to fund the project by doing the pool as an in-house project within existing accounts and probably using the Special Revenue Funds. In the spring, the low bid came in at $39,416.50, higher than what was anticipated and with the weather forecast, conditions made it virtually impossible to get it done. The Park and Recreation Committee with the approval of the Town Council decided to delay the project until the fall. The funds we anticipated using in the spring have now lapsed back into the Undesignated Fund Balance. The Town Manager recommended that we request an appropriation of $9,470 to complete the painting work that will take place this fall in accordance with the bid that has been
awarded by the Town Council.
The Town Manager certified there are sufficient Undesignated Fund Balances resources to finance $9,470 from Account #09-0390-43913, Recreation Activities Fund Undesignated Fund Balance to complete painting of Sycamore Hills Pool.
On a motion made by Mr. Monts, seconded by Mr. Hooper, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed $9,470 from Revenue Account #09-0390-43913, Recreation Activities Fund Undesignated Fund Balance and Account #09-8700-58000, Recreation Activities Fund, Other Financing Uses, Interfund Transfer-Out to Expenditure Account #02-0390-43918 Capital Projects Fund (Facility & . Equipment) Other Financing Sources, Interfund Operating Transfers In and Account #02-4829-53329 Capital Projects Fund (Facilities & Equipment) Town CIP -Facilities, Sandblast and Paint Sycamore Pool. Messrs. Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
03/04-07 - Supplemental Appropriation: $48,117 and Transfer: $30,000: Rails to Trails and Comprehensive Plan of Development
Margaret Colligan, Director of Finance attended the meeting to explain the need for two Resolutions. The Town of Avon has, in the past, spent both staff time and money on the Rails to Trails program. The Town submits a request for reimbursement for these funds to the State of Connecticut and has received reimbursement via the Town of Simsbury (Rails to Trails Project Coordinator Community) and is requesting that they be appropriated to cover the expenses that were made by the Town and to also be used for updating some of the Comprehensive Plan of Development. The Town Council has reviewed the request and is recommending it for approval of the Board of Finance. Ms. Colligan reported there will be more reimbursements coming in the current year (in the range of $20,000 for Rails to Trails) but the Town Planner is
requesting permission to use a portion of this for updating the Plan of Development.
On a motion made by Mr. Harrison, seconded by Mr. Speich, it was voted:
RESOLVED: That the Board of Finance hereby amends the FY02/03 Budget by
increasing REVENUES Capital & Nonrecurring Expenditures Fund,
Intergovernmental, Rails to Trails/Greenway, Account #03-0330-43312 in the amount of $48,117and increasing APPROPRIA nONS Capital and
Nonrecurring Expenditures Fund, Rails-to- Trails Project, Other, Account #03-4942-52219 in the antount of $48, 117 for the purpose of recording additional revenue to allow for payments to contractors for ongoing expenses associated with the Rails-to- Trails Project.
Messrs Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
On a motion made by Mr. Harrison, seconded by Mr. Speich, it was voted:
RESOLVED: That the Board of Finance hereby amends the FY03/04 Budget to approve transfer of appropriation in the amount of $30,000 from Account #03-4942-52219 Capital and Nonrecurring Expenditure Fund, Rails to Trails Project, Other to Account #03-4942-58000, Capital & Nonrecurring Expenditure Fund, Rails to Trails Project, Interfund Transfers-Out and an operating transfer in the amount of $30,000 to Account #01-0390-43918 General Fund, Other Financing Sources, Interfund Operating Transfers in and increase Account #01-7101-52184 General Fund Planning, Service & Consultant for the purpose of updating the Comprehensive Plan of Development.
Messrs. Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
03/04-08 FY02/03 Budget: Supplemental Appropriation $222,611 pre-paid Federal and State Education Grants.
The Chairman reported these funds are Grants that the Board of Education applies for to cover
expenses that have been spent on specific programs. These reimbursement grants have generally amounted to approximately $200,000 to $250,000.
On a motion made by Mr. Hooper, seconded by Mr. Zacchio, it was voted:
RESOLVED: That the Board of Finance hereby amends the FY02/03 Budget by increasing REVENUES State and Federal Educational Grants, State and Federal Grants, Special Education #13-0330-43343, $222,611and increasing APPROPRIATIONS State and Federal Education Grants, Board of Education, State Grants, #13-9401-59200, $222,611 for the purpose of recording additional funds available to the Town from the State and Federal Government.
Messrs. Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
VII. MISCELLANEOUS -None.
VIII. OTHER BUSINESS - Chairman Harrison commented on the congratulatory letter sent to Margaret Colligan, our Director of Finance, from the Town Manager upon achieving the highest form of recognition in government accounting and financial reporting. The Board of Finance also extends its congratulations upon this achievement.
IX. ADJOURN
On a motion made by Mr. McGuff, seconded by Mr. Speich, it was voted:
RESOLVED: That the Board of Finance adjourn at 9:05 p.m.
Messrs. Harrison, Hooper, McGuff, Monts, Speich and Zacchio voted in favor.
Attest: Elinor Burns, Clerk
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