BOARD OF FINANCE
MINUTES
SPECIAL MEETING
September 3, 2009
I. CALL TO ORDER
Chairman Harrison called the special meeting to order at 7:30 p.m. in the Avon Room at the Avon Town Hall. Members present: Margaret Bratton, Catherine Durdan, William Hooper, Thomas Gugliotti and Brett Eisenlohr.
II. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mr. Harrison.
III. COMMUNICATIONS
There were none.
IV. MINUTES OF PRECEDING MEETINGS: July 27, 2009
On a motion by Mr. Gugliotti, seconded by Ms. Durdan, it was voted:
RESOLVED: That the Board of Finance approve the minutes of July 27, 2009 as written.
Messrs. Harrison, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
V. OLD BUSINESS
07/08-08 Approve Resolution: Library Renovations/Additions Building Project
Ms. Durdan questioned if the Town would be losing any grant money. Mr. Schenck, Town Manager, stated that $1 million will be included in the State bonding; they will not be losing any grant money unless the Town does not begin construction within 18 months of when the bond is granted. He stated that he is unsure when the Bond Commission will be meeting and whether or not this will cause any issues with the budget.
Mr. Schenck stated that the Town Council has approved the Library renovations with a revised motion. Ms. Colligan distributed the revision. She stated that this revision is to allow the Town to put a tax calculator on the website for this project.
On a motion by Mr. Gugliotti, seconded by Mr. Eisenlohr, it was voted:
RESOLVED: That the Board of Finance recommends that the Town of Avon (a) appropriate $9,500,000 for renovations and additions to the Avon Free Public Library at 281 Country Club Road in Avon, and related improvements and appurtenances, contemplated to include building additions of approximately 22,000 square feet, renovations to the existing building, furniture, shelving, circulation, children’s and reference desk additions and improvements, telephone system improvements, security system improvements, technology improvements, a self checkout system, site improvements and other related work, substantially in accordance with the preliminary schematic drawings prepared by Tuthill and Wells Architects, L.L.C., dated August 16, 2008 and entitled “Additions and Alterations – Avon
Free Library”; and (b) issue bonds or notes and temporary notes in an amount not to exceed $8,000,000 to finance in part the appropriation for the project. The Town anticipates receiving grants in the amount of $1,000,000 from the Connecticut State Library Board and donations to be raised by the Board of Directors of the Avon Free Public Library in the estimated amount of $500,000 to defray in part the appropriation for the project. Should there be a shortfall in the contemplated $1,500,000 aggregate amount of grants and donations received by the Town to fund in part the appropriation, the scope and particulars of the project may be reduced or modified in any manner necessary or desirable to reflect such shortfall and to ensure that the amount of borrowing issued to fund the appropriation does not exceed the $8,000,000 amount to be authorized therefor.
RESOLVED: That the Town Clerk is authorized and directed to prepare a concise explanatory text regarding the referendum question to be presented to the voters on October 22, 2009 with regards to an appropriation and borrowing authorization for the Avon Free Public Library Renovations and Additions Project, and that the Town Manager is authorized, in such official’s discretion, to prepare additional explanatory materials regarding said referendum question, such texts and explanatory materials to be subject to the approval of the Town Attorney and to be prepared and distributed in accordance with Section 9-369b of the General Statutes of Connecticut, Revision of 1958, as amended, including, as determined respectively by said officials, publication in the Avon Newsletter.
VI. NEW BUSINESS
09/10-05 Supplemental Appropriation: ARRA Stimulus Funds, $769,004
Mr. Schenck stated that this is in the development process. There will be more stimulus money that will offset the ECS payment to the Town. The Board of Education will be getting the ECS money; the State will be reducing the ECS grant money by the same amount, although they are not sure of the amount.
Mr. Franzi stated that $297,000 of the funds awarded to the Board of Education will be used to restore some teaching positions that were taken out during the budget. The balance will be used for Special Education Pre-K and Special Education. He stated that he is unsure of the timing of receiving these funds.
Chairman Harrison questioned if these new teachers were aware that this is a one year source of funding. Mr. Franzi stated that they are aware of this.
Ms. Bratton questioned if there were one-time expenses that this money could have been used for. Mr. Franzi stated that some funding will be used for one-time expenses for Special Education.
Mr. Hooper questioned how many children were enrolled in the Special Education Pre-K class. Mr. Franzi stated that 21 students are enrolled; this program has been growing every year. He stated that the total expenditures are about one-third of what is spent on this program.
On a motion by Mr. Gugliotti, seconded by Ms. Hooper, it was voted:
RESOLVED: That the Board of Finance hereby amends the FY 09/10 Budget by increasing:
REVENUES
State and Federal Education Grants Fund, Intergovernmental, Stimulus Funds, Account #13-0330-43339 in the amount of $769,004
And increasing
APPROPRIATIONS
State and Federal Education Grants, Board of Education, Stimulus Fund Programs, Account #13-9401-59201, in the amount of $769,004, for the purpose of recording, tracking and reporting Federal Stimulus Funds.
Messrs. Harrison, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
09/10-06 Supplemental Appropriation: Purchase of a Vibratory Compactor (Asphalt
Roller) for Public Works, $28,500
Mr. Schenck stated that these funds are coming from an on-line auction that the Town had. The money raised comes back to the Town and goes into the General Fund for equipment.
Mr. Gugliotti stated that the Town currently spends $8,000 per year for renting this equipment.
On a motion by Ms. Bratton, seconded by Ms. Durdan, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed $28,500.00 from Account #01-0390-43913, General Fund, Other Financing Sources, Undesignated Fund Balance with the intended source Unreserved Designated for Capital Asset Replacement and transfer from Account #01-8503-53073, General Fund, Capital Improvement Projects, Equipment, Vibratory Compactor (Asphalt Roller)
To
Account #02-4844-53073, Capital Projects Fund (Facil & Equip), Town CIP – Equipment, Vibratory Compactor (Asphalt Roller), and Account #02-0390-43918, Capital Projects Fund (Facil & Equip), Other Financing Sources, Interfund Operating Transfers In, in the amount of $28,500 to purchase a 2008 Vibratory Compactor (Asphalt Roller).
CERTIFICATION
This is to certify that there are sufficient Undesignated Fund Balance resources to finance the following appropriation.
The sum of $28,500 from the Town’s Undesignated Fund Balance from Account #01-0390-43913 General Fund, Other Financing Sources, Undesignated Fund Balance with the intended source Unreserved Undesignated for Capital Asset Replacement.
Messrs. Harrison, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
09/10-07 Supplemental Appropriation: Deepwood Drive Sewer Project, $106,762
Mr. Schenck stated that the basic problem is that the section of installation of sewer is 25’-30’ down; it is hard to determine the costs for this. He stated that this money comes from the Sewer Fund. There is plenty of money in this account. Mr. Schenck stated that they would like to get underway with this project in the fall and get the paving done next spring or summer.
On a motion by Ms. Bratton, seconded by Mr. Eisenlohr, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed $106,762 from Sewer Fund, Other Financing Sources, Undesignated Fund Balance, Account #05-0390-43913 and transfer from Fund, Other Financing Uses, Interfund Transfers-Out Account #05-8700-58000 to Capital Projects Fund (Facil & Equip), Town CIP-Facilities, Deepwood Drive Sewer Installation, Account #02-4829-53017 and Capital Projects Fund (Facilities & Equipment), Other Financing Sources, Interfund Operating Transfers-In Account #02-0390-43918 in the amount of $106,762 for the purpose of funding Deepwood Drive Sewer Installation.
CERTIFICATION
This is to certify that there are sufficient Undesignated Fund Balance resources to finance the following appropriation.
The sum of $106,762 from the Town’s Undesignated Fund Balance Account #05-0390-43913 Sewer Fund, Other Financing Sources, Undesignated Fund Balance.
Messrs. Harrison, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
VII. OTHER BUSINESS / TOWN MANAGER’S REPORT
Chairman Harrison questioned how the first half of the tax collection was going. Mr. Schenck stated that as of August 31st, the Town has collected 54.08% of the levy for the whole year. This is identical from last year. He stated that there are no significant issues with the tax collection. There are some foreclosures, although they are not substantial. Mr. Schenck stated that there are two outstanding taxes due. One is the Avon Old Farms Inn; they are in the process of being refinanced. They should be getting their money to the Town within the next 30-60 days. The other is a residence on Far Hills Drive. The history of this resident is that they do not pay their taxes until the end of the calendar year. Mr. Schenck stated that there
is interest of 18%, pro-rated monthly.
Chairman Harrison questioned what Mr. Schenck was hearing from surrounding Towns. Mr. Schenck stated that the other Towns were concerned with the State budget issues regarding revenue estimates, although those issues have now been resolved. They are also concerned with collection and foreclosures just like Avon is.
Regarding projects that are taking place in Avon, Mr. Schenck stated that there will be a development of 103 units of elderly housing in Avon Park South. There will be two ways to access this development: one on Security Drive and the other on Arch Road. Mr. Schenck stated that the Town received a check for $122,000 from the developer for a fee in lieu of Open Space to the Town. Mr. Hooper questioned if this money would go into the Open Space fund. Mr. Schenck stated that it would. He stated that there will be certain criteria for some of these elderly units regarding income. This development will be taxable; the Town will get the revenue.
Mr. Schenck stated that another project in Avon is the building on Route 44 that used to house Party City. That building will be torn down. A 15,000 s.f. whole food-type grocery store will be put in its place. He stated that there will also be some activity in the Nod Brook Mall. A new retail outlet is leasing 15,000 s.f. at this location.
VIII. EXECUTIVE SESSION
There was no need for Executive Session.
IX. ADJOURN
On a motion by Mr. Hooper, seconded by Mr. Eisenlohr, it was voted:
RESOLVED: That the Board of Finance adjourn at 8:20 p.m.
Messrs. Harrison, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
Respectfully submitted,
Thomas A. Gugliotti, Secretary
Attest: Alison Sturgeon, Clerk
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