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BOARD OF FINANCE
MINUTES
August 28, 2006
I. CALL TO ORDER – The meeting was called to order by Chairman Tom Harrison at 7:30 p.m. in the Selectmen’s Chamber, Town Hall.
Members present: Margaret Bratton, Cathy Durdan, Bill Hooper, Tom Gugliotti, Mike Monts and Jim Speich.
II. PLEDGE OF ALLEGIANCE – led by Mike Monts.
III. COMMUNICATION FROM AUDIENCE – David Goldsholl, 57 Old Kings Road asked if we would discuss the fiscal impact of the pending Referendum of the Board of Ed on the budget plans for the Town; is it a little early if you assume we pass it? Chairman Harrison explained that the Council is meeting down stairs; they are considering whether to take a vote on a Resolution to submit it to a Referendum. If they vote yes on then they will come up here to advise us, we will consider the same Resolution. If we pass it, it’s then official that it’s set to go to Referendum. There will be a Town Meeting on Thursday evening, September 7th at which there will be presentations from the various entities
involved. We will not be discussing those questions tonight – all we’ll be voting on tonight is will we vote to adopt the Town Council’s recommendation. No discussion tonight on these questions. Mr. Harrison reported this Board’s role will be limited to the tax consequences. If the Referendum is defeated, the tax impact would be addressed by the Board of Ed or the Building Committee. Board will not address that question.
IV. MINUTES OF PRECEDING MEETING – July 24, 2006
Mr. Monts indicated he would like to see the following notation, indicating that putting the Town Hall renovations on the call for the Referendum for the High School. “The Board of Finance, by consensus, was hesitant to put the Town Hall renovations to a vote at a Town Meeting when the High School renovations would be voted at a Referendum at approximately the same time.”
On a motion made by Mr. Monts, seconded by Mrs. Durdan, it was voted:
RESOLVED: That the Board of Finance accept the minutes of the July 24th meeting, as amended to include Mr. Mont’s statement.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
V. OLD BUSINESS
04/05-18 – Avon High School Renovation and Addition Project Joint Meeting with the Town Council, Approve Resolution for Town Meeting/Referendum.
Mr. Carlson, Chairman of the Town Council, reported that the Council has approved the $4,700,000 to be put to Town Meeting on September 7th, and to Referendum on October 11th, for a total project of $30,698,000.
On a motion made by Mr. Gugliotti, seconded by Mr. Monts, it was voted:
RESOLVED: That the Board of Finance recommends that the Town of Avon increase by $4,700,000 the $25,998,000 appropriation and bond and note authorization approved at referendum held June 20, 2005 for renovations, additions and improvements to the Avon High School to provide an approximately 1,300 student capacity, for an aggregate appropriation and an aggregate bond and note authorization of $30,698,000, and an estimated increase in the project cost net of State grants of $3,980,250.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
05/06-23 – Acceptance of Gifts: $14,400 (Motion from $14,600 adopted 6-26-06); Six Individual Donations: Town Green Lighting.
Our Director of Finance, Peg Colligan has reported that $200.00 of the $14,600 approved was actually ear-marked for the Special Needs Program, not the Town Green Lighting.
On a motion made by Mr. Hooper, seconded by Mr. Speich, it was voted:
RESOLVED: That the Board of Finance hereby amends the minutes of the June 26th meeting be amended to indicate $14,400 was designated to the Town Green Lighting.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
05/06-24 – FY 06/07 Budget Discussion: Supplemental Appropriation from undesignated General Fund Resources $50,000, Architectural and Cost Estimating Fees, Town Hall Renovations, Buildings 5, 6 and 7.
The Town Manager reported at the July meeting there was discussion concerning the costs of connecting Town Hall buildings 5, 6 and 7 which have been under bit by bit renovations for several years. The Town Council was considering including a second referendum question along with the High School renovations, on the Town Hall improvements. At the August 3rd meeting of the Town Council, however, they felt they did not want to have a second referendum question coupled with the High School Renovations and the Town Hall Improvements. The Town Council felt they needed more definitive estimates for the Town Hall and they felt the better time to include a referendum would be in the spring coupled with the referendum on the Town Budget, but in the meantime, funds were needed to have the Architect
determined as close as possible, the estimated cost of the project. The Council was recommending $50,000 to determine detailed cost estimates.
The Town Manager certified that there are sufficient Undesignated Fund Balance resources to finance the sum of $50,000 from the Town’s Undesignated Fund Balance.
On a motion made by Mr. Monts, seconded by Mrs. Durdan, it was voted:
RESOLVED: That the Board of Finance Hereby appropriates a sum not to exceed $50,000, from General Fund, Other Financing Sources, Undesignated Fund Balance, Account #01-0390-43913 and transfer from General Fund, Capital Improvement Project Facilities, Town Renovations, Account #01-8501-53358 to Capital & Nonrecurring Expenditure Fund, CNREF: Town, Town Hall Renovations, Account #03-4930-53358 and Capital & Nonrecurring Expenditure Fund, Other Financing Sources, Interfund Operating Transfers In, Account #03-0390-43918, for the purpose of funding architectural and cost estimates for Town Hall renovations.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
VI. NEW BUSINESS
06/07-03 Supplemental Appropriation $156,962 Board of Ed.
The Town Manager reported these items were presented to the Town Council as unplanned Board of Education Capital Expenditures. The Council heard members of the staff at the August 3rd meeting explain the various items totaling the $156,962 request. After a considerable amount of discussion, this was recommended to the Board of Finance for approval. The Town Council also cautioned the Board of Education that such requests in the future need to be included in their annual budget request or CIP request, if known. Our Director of Finance reported a portion of the funding will come out of other Board of Education Funds ($46,793.50) rather than out of the Town’s Undesignated Fund Resources (Surplus).
The Town Manager certified that there are sufficient Undesignated Fund Balance resources to finance the following appropriations: $8,000 from the Town’s General Fund Undesignated Fund Balance, and $40,000 from Use of School Facilities Fund, Other Financing Resources, Undesignated Fund Balance.
On a motion made by Mr. Gugliotti, seconded by Mr. Hooper, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed $8,000 from General Fund, Other Financing Sources, Undesignated Fund Balance, Account #01-0390-43913, and transfer out from General Fund, Other Financing Uses, Interfund Transfers-Out, Account #01-8700-58000, and an appropriation not to exceed $40,000 from Use of School Facilities Fund, Other Financing Sources, Undesignated Fund Balance, Account # 15-0390-43913, and transfer out from Use of School Facilities Fund, Other Financing Uses, Interfund Transfer Out, Account #15-8700-58000 to Capital Projects Fund ( Facil & Equip), BOE CIP Facilities, TBS Underground Fuel Tank Pad repair, Account #02-4859-53112 in the amount of $48,000 and transfer in to
Capital Projects Fund (Facil & Equip), Other Financing Sources, Interfund Operating Transfers In, Account #02-0390-43918 for the purpose of funding repair to Thompson Brook School’s fuel oil storage tank.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
The Town Manager certified that there are sufficient Undesignated Fund Balance resources to finance the sum of $81,015 from the Town’s General Fund, Undesignated Fund Balance.
On a motion made by Mr. Gugliotti, seconded by Mr. Hooper, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed
$81,015 from General Fund, Other Financing Sources, Undesignated Fund Balance Account #01-0390-43913 and transfer from General Fund, Other Financing Uses, Interfund Transfers-Out Account #01-8700-58000 to Capital Projects Fund (Facil & Equip), Other Financing Sources, Interfund Operating Transfers In, Account #02-0390-43918 and to:
Capital Projects Fund (Facil & Equip, BOE CIP-Facilities,
AHS Boiler #2 Leak – Account #02-4859-53101$24,315
Capital Projects Fund (Facil & Equip), BOE CIP-Facilities,
AMS Hot Water Tank Replacement, Account #02-4859-53101 29,200
And Capital Project Fund (Facil & Equip), BOE CIP-Facilities,
RBS Underground Fuel Tank Removal, Account #02-4859-53103 27,500
Total $81,015
For the purpose of funding the aforementioned unplanned Board of Education capital expenditures.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
Mr. Gugliotti questioned the summary letter from Peggy Roell regarding BOE unplanned expenditures. He asked if any of these were prospective problems as compared to emergency repairs. Mrs. Roell explained some were treated as emergency repairs, $60,000 worth of items have already been taken care of out of the Board of Ed Operating Budget for 05/06. The other $157,000 is an estimate because the removal of the underground fuel tank may require additional funds to clean up. Items 1, 2, 3b and 4 are all items that need to be fixed and we don’t have the money to fix them. The balance of items 4 thru 7 have already been done by operating funds that were removed from other accounts and audit justification is included in the following resolution. Peg Colligan, our Finance Director,
explained that we look at Capital Projects with available balances, perhaps they are ready to be closed out. If we don’t see activity for two years, we ask the project managers if there will be any available funds before the projects are closed. Mr. Franzi reviewed a list I gave him and we came up with that $6,793.50 to transfer from some Capital Projects balances. The $40,000 is coming from School Facilities Undesignated Fund Balance which had a pretty healthy balance. Really what we’re asking for from General Fund Undesignated Fund Balance, out of the $156,952, we’re looking to use $110,168.50. Mr. Gugliotti indicated there may be some $25,000 coming back from insurance policies to mitigate that in the future.
On a motion made by Mr. Gugliotti, seconded by Mr. Hooper, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed $21,153.50 from General Fund, Other Financing Sources, Undesignated Fund Balance Account #01-0390-43913, and transfer out from General Fund, Other Financing Uses, Interfund Transfers Out Account #01-8700-58000 to Capital Projects Fund (Facil & Equip), Other Financing Sources, Interfund Operating Transfers-In Account #02-0390-43918 in the amount of $21,153,50 for the purpose of replacement of TBS Compressor due to mechanical failure. Transfers from Capital Projects Fund (Facil & Equip), BOE CIP-Facilities, RBS Roof Replacement Account #02-4859-53325 in the amount of $6,793.50 for a combined total of $27,947 to Capital Projects
Fund (Facil & Equip), BOE CIP-Facilities, TBS Compressor Failure Chiller Unit, Account #02-4859-53111, for the purpose of replacement of TBS Compressor due to mechanical failure.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
06/07-04 – Supplemental Appropriation: Town Aid Road Grant
$15,285
The Director of Finance has reported that the State of Connecticut has increased the Town Aid Grant for Roads and Public Transportation Services. Public Works is requesting a Supplemental Appropriation for additional funding for Public Works Snow and Ice Control while still maintaining a 10% fund balance.
On a motion made by Mr. Monts, seconded by Mr. Gugliotti, it was voted:
RESOLVED: That the Board of Finance hereby amends the FY06/07 Budget by increasing REVENUES Town Road Aid Fund, Intergovernmental, Town Aid-Public Works Department Account #08-0330-43353, in the amount of $15,285, and increasing APPROPRIATIONS Town Aid Fund, Snow and Ice Removal, Materials-Other, Account #08-3103-52239 in the amount of $15,285, for the purpose of recording additional State Revenue to be received to offset the increased costs of eligible activities under this grant program.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
VII. MISCELLANEOUS – The Town Manager reported that once again, the Town of Avon has received notification of a Certificate of Achievement for Excellence in Financial Reporting has been awarded. He indicated that due to Ms. Colligan and her staff’s tireless efforts and perseverance, Avon can be proud to achieve this honor. On behalf of the Town Council and the Board of Finance I would like to take this opportunity to thank you for all of your hard work in reaching this goal. Your dedication to your position as Finance Director for the Town of Avon is exemplary and very much appreciated. Ms. Colligan introduced Marcy Picano who works with Finance and Social Services and she assists in the preparation of this
document.
VIII. OTHER BUSINESS – The Town Manager reported on the new Voting Machines. He reported the new machines are much slower in moving people through the process. There doesn’t seem to be any funding plan in place. It seems we will have one of these in each polling place this November. This is coming down the road and there may be an expense when we know how many we will need. In response to a question from Mr. Gugliotti, the Town Manager reported that the HAVA (Help America Vote Act) passed by the Federal government was initially proposed to provide the funds. The municipalities do not feel we need to change because we have had minimal problems, etc., but the Federal Government is saying “you will
change”. We don’t as yet know how this will be arranged.
IX. ADJOURN
On a motion made by Mr. Gugliotti, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance adjourn at 9:00 p.m.
Messrs. Harrison, Gugliotti, Hooper, Monts and Speich and Mrs. Bratton and Durdan voted in favor.
Respectfully submitted,
Thomas A. Gugliotti, Secretary
Attest: Elinor Burns, Clerk
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