BOARD OF FINANCE
MINUTES
REGULAR MEETING
October 27, 2008
I. CALL TO ORDER
Chairman Harrison called the meeting to order at 7:30 p.m. in the Selectmen’s Chambers at the Avon Town Hall. Members present: Margaret Bratton, Catherine Durdan, Tom Gugliotti, and Tom Harrison.
II. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Ms. Bratton.
III. COMMUNICATIONS
There were none.
IV. MINUTES OF PRECEDING MEETINGS: September 22, 2008
On a motion by Ms. Bratton, seconded by Ms. Durdan, it was voted:
RESOLVED: That the Board of Finance approved the minutes of September 22, 2008, as written.
Messrs. Harrison, Gugliotti, and Mmes. Bratton and Durdan voted in favor.
V. OLD BUSINESS
There was none.
VI. NEW BUSINESS
08/09-02 Supplemental Appropriation: $22,178, Heart & Hypertension Claim
Ms. Robinson stated that the Town did receive the final agreement; the figures went down due to the payroll information. The amount has been decreased to $20,638.02. She stated that this amount is one half of the payment. The other payment will be in the next budget year. If the Board will be approving this, the amount will need to be amended.
On a motion by Mr. Gugliotti, seconded by Ms. Bratton, it was voted:
RESOLVED; That the Board of Finance hereby appropriates a sum not to exceed $20,638.02, as amended, 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:
CERTIFICATION
This is to certify that there are sufficient Undesignated Fund Balance resources to finance the following appropriation.
The sum of $20,638.02 from the Town’s Undesignated Fund Balance from Account #01-0390-43913 General Fund, Other Financing Sources, Undesignated Fund Balance.
Messrs. Harrison, Gugliotti and Mmes. Bratton and Durdan voted in favor.
08/09-03 Supplemental Appropriation: $7,155, Demolition of 457 New Road
Ms. Robinson stated that once the funds are in place, they will add this to the work schedule. She stated that the bids did come in, although the Public Works Department can do this less expensively. She stated that the Town will seek to recoup the full costs including salary and benefits for the employee’s time, as well as rental costs and materials.
Mr. Gugliotti questioned if the mortgagee had been contacted. Ms. Robinson stated that they probably were, although she was not sure. She stated that she will e-mail the Board of Finance members with this information.
Chairman Harrison questioned if timing was an issue. Ms. Robinson stated that this should have been done sooner if it were possible; they have been working through the various issues to do so. She stated that they would like to get this done as soon as possible because of the liability issue.
On a motion by Mr. Gugliotti, seconded by Ms. Durdan, it was voted:
RESOLVED; That the Board of Finance hereby appropriates a sum not to exceed $7,155 from General Fund, Other Financing Sources, Undesignated Fund Balance, Account #01-0390-43913 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:
CERTIFICATION
This is to certify that there are sufficient Undesignated Fund Balance resources to finance the following appropriation.
The sum of $7,155 from the Town’s Undesignated Fund Balance from Account #01-0390-43913 General Fund, Other Financing Sources, Undesignated Fund Balance.
Messrs. Harrison, Gugliotti and Mmes. Bratton and Durdan voted in favor.
08/09-04 Approve Board of Finance 2009 Meeting Calendar
Chairman Harrison stated that the date for the May meeting, May 18th, seemed early in the month. Ms. Robinson stated that because the fourth Monday of the month is Memorial Day, the Board of Finance meeting is scheduled for the third Monday in May.
Ms. Robinson stated that the Town Council is still considering whether any of the capital projects need to go to referendum; if so, this will be in February of 2009. This does not appear on the 2009 meeting calendar. If any capital projects do go to referendum, she stated that they have tentatively planned a special meeting of the Board of Finance at a regular meeting of the Town Council, which will be held on January 8, 2009.
On a motion by Ms. Durdan, seconded by Ms. Bratton, it was voted:
RESOLVED; That the Board of Finance approve the tentative schedule of the Board of Finance 2009 Meeting Calendar as submitted.
Messrs. Harrison, Gugliotti and Mmes. Bratton and Durdan voted in favor.
08/09-05 Review and Discussion: Update on Auditor Services
Ms. Colligan stated that no action needs to be taken on this issue. She stated that last year, the Board of Finance formally approved the 2 year extension, although it was asked that it be brought back up before the Board in case there needed to be any discussion.
Chairman Harrison questioned if Ms. Colligan was comfortable with the job the auditors have been doing. Ms. Colligan stated that this will be the Town’s fourth year with this same auditor; to go with the same auditor for five years is not unusual. She stated that she is comfortable with these auditors and happy with their work.
VII. OTHER BUSINESS/TOWN MANAGER’S REPORT
Misc. A Status on Future Capital Projects: Blythe Robinson
Regarding the vault, Ms. Robinson stated that the architect has been retained and is currently completing the draft design. This project will include an 800 s.f. expansion of the vault as well as replacement of the entry doors to Building #2 and refinishing both the Building #1 and Building #2 roofs. She stated that the vault will have concrete walls, floor and ceiling, with brick veneers on the outside. The walls of the vault have to be 8” thick, which is 2” less than previously thought. They will also be updating the HVAC to encompass the new area.
Ms. Robinson stated that the State has cited Avon with having too small a vault. The State could file an injunction, although they stated that they will not as long as there is continued progress.
Ms. Bratton stated that the vault needs to be expanded because of State Law. She questioned if this would still need to go through referendum. Ms. Robinson stated that if this was the only project that needed to be done, it could be done at a special Town meeting. It depends on what other things would be added, such as the roof; this might require it going to referendum.
Regarding the Middle School roof, Ms. Robinson stated that they are still finalizing the report. The architects and engineers have studied two options: a solar photovoltaic roof and Crystalline panels. She stated that it does appear that the Crystalline panels will not be a good fit for the roof because they require either a number of penetrations into the roof to hold up the structures or heavy concrete blocks in order to hold them down onto the roof. She stated that the original portion of the roof that was built in 1977 was built to a different building code; they would need to follow today’s building code.
Ms. Robinson stated that they have looked at the replacement of the conventional roof as well as replacement of the 13 rooftop HVAC units. These should be replaced at the same time the roof is done. She stated that grants and reimbursement from the State are available.
Ms. Robinson stated that timing is a problem; the roof has been leaking. Although the roof is not currently leaking, the State reimbursement would be that a conventional roof could be pushed through next summer. They would need to wait until the summer of 2010 in order to do solar because the school’s facilities unit would not approve an application in time for next summer.
Regarding Secret Lake Road, Ms. Robinson stated that this project will need to wait; it will not be ready by February. Aerial mapping needed to be obtained in order for the design work to be finished. Once this has been done, the rest of the design can be finished in-house.
Mr. Gugliotti questioned if they would be combining this project with sewer and water. Ms. Robinson stated that sewer is already there; the water project was rejected by a Secret Lake vote. She stated that drainage is necessary, which will be done along with the repaving and curbing. There also may be a portion of Secret Lake Road that will be raised where there is bad flooding. Mr. Gugliotti stated his concerns regarding not wanting to have this new road dug up after it is completed in order to do the water project.
Regarding the Library project, Ms. Robinson stated that the dollar figure has not changed. The Library Building Committee stated that they are committed to the $9.5 million figure. They are also asking that this amount go to one referendum, not split into two. Because of the hard economic times, the Town Council might decide to wait on this project. The Library Building Committee would rather have the project delayed than have it fail.
VIII. EXECUTIVE SESSION
On a motion by Ms. Bratton, seconded by Ms. Durdan, it was voted:
RESOLVED: That the Board of Finance go into Executive Session at 8:08 p.m.
Messrs. Harrison, Gugliotti and Mmes. Bratton and Durdan voted in favor.
On a motion by Mr. Gugliotti, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance come out of Executive Session at 8:17 p.m.
Messrs. Harrison, Gugliotti and Mmes. Bratton and Durdan voted in favor.
Ms. Robinson stated that because of conflicts with time, the Town Council has changed its November meeting to the same night as the Board of Finance. This may create space problems. The Board of Finance or the Town Council will have to meet in the Avon Room that night.
Ms. Robinson stated that the lights have been changed in the Selectmen’s Chambers above the Board’s table. Although the bulbs are 2 watts less than what was previously there, they are brighter because they installed new energy efficient bulbs.
X. ADJOURN
On a motion by Mr. Gugliotti, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance adjourn at 8:20 p.m.
Messrs. Harrison, Gugliotti and Mmes. Bratton and Durdan voted in favor.
Respectfully submitted,
Thomas A. Gugliotti, Secretary
Attest: Alison Sturgeon, Clerk
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