BOARD OF FINANCE
MINUTES
REGULAR MEETING
February 22, 2010
I. CALL TO ORDER
Chairman Harrison called the regular meeting to order at 7:30 p.m. in the Selectmen’s Chamber at the Avon Town Hall. Members present: Margaret Bratton, William Spiech, Catherine Durdan, Thomas Gugliotti, William Hooper and Brett Eisenlohr.
II. BOARD OF FINANCE PICTURE FOR ANNUAL REPORT
Sergeant Fleming, of the Avon Police Department, took a picture of the Board of Finance members for the Annual Report.
III. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mr. Eisenlohr.
IV. COMMUNICATIONS FROM THE AUDIENCE
There were none.
V. MINUTES OF PRECEDING MEETINGS: January 25, 2010
There were several edits to the minutes.
On a motion by Mr. Gugliotti, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance approve the minutes of January 25, 2010 as amended.
Messrs. Harrison, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor. Mr. Spiech abstained.
VI. OLD BUSINESS
08/09-12 Review, Discussion and Acceptance: FY 08/09 Audit
Vanessa Rossitto, partner with auditing firm Blum Shapiro, gave an overview of the Comprehensive Annual Financial Report (CAFR) to the Board of Finance members. She stated that the most important page of the CAFR is their opinion. They have given the Town of Avon the highest form of an opinion. She stated that Page 3 of the CAFR, in the Financial Section, is a good synopsis of what has taken place in the Town over the past year. Pages 14 and 15 of the CAFR are the Government Wide Financial Reports for the Town. She stated that this presents the Town’s assets and liabilities. The Town of Avon has net assets of $115.7 million. Of this amount, $106 million is invested in Capital Assets; there are about 9.4 million of Unrestricted Net Assets.
Ms. Rossitto stated that on Page 15 of the CAFR, it shows the Statement Of Activities of the Town of Avon. It is arranged with expenses first. The goal is to get a total cost for each function of the government. This allows the Town an increase in their Net Assets of $2 million. Page 16 and 18 are the balance sheets and the revenues and expenditures of the major funds of the Town, which are the General Fund and the CIFA Fund. The General Fund has Unreserved Undesignated Fund Balance of $5 million, which is over 6% of the General Fund Revenues. She stated that this is a healthy General Fund Fund Balance. She stated that the fund balance increased and the CIFA Fund decreased.
Ms. Rossitto stated that Page 20 of the CAFR is the General Fund Budget to Actual Statement. This statement presents the original legally adopted budget of the General Fund. She stated that, in total, the revenues of the General Fund were a little over $1 million less than budgeted. The expenditures were $436,000 less than budgeted. She stated that there was a small increase to fund balance.
Ms. Rossitto discussed the Pension Fund and Post Employment Benefit Fund with the Board members.
Regarding the Federal and State single audits, Ms. Rossitto stated that they have issued a clean opinion on both of these reports over compliance and over internal control over compliance.
Regarding the management letter in terms of the year end closing, Stacy Nobitz, manager with auditing firm Blum Shapiro, stated that there was a delay in completing the audit because accounts/funds were not being accurately reconciled in a timely manner. She stated that they did wait for these adjustments and because of this, needed a new download of the trial balance. Because of this, additional time was incurred in order to complete the audit.
Ms. Nobitz stated that they are recommending that the cash accounts be reconciled monthly. Further they recommend that the Board of Education review all information given to and received from the Finance Department in order to facilitate a timelier and more effective reconciliation process.
Regarding the Disaster Recovery Plan, Ms. Nobitz stated that the Town does not have a documented plan. She does understand that this is currently being worked on; it is a matter of time.
Chairman Harrison thanked Ms. Colligan and Town officials for all of their hard work.
On a motion by Mr. Eisenlohr, seconded by Ms. Durdan, it was voted:
RESOLVED: That the Board of Finance accept the Comprehensive Annual Financial Report (CAFR) with the State and Federal Single Audits and the Management Letter.
Messrs. Harrison, Spiech, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
09/10-12 Review and Discussion: FY 10/11 Budget: Set Public Hearing Date (April 5th) and Workshop Dates after Public Hearing
Chairman Harrison stated that the public hearing and Workshop dates need to be set. He stated that April 5th is the unofficial date for the Public Hearing. He has asked that Ms. Dearstyne write different language in the legal notice this year in order to make sure people are aware that only electors or taxpayers who are at least 18 years of age or older may speak at the public hearing. Mr. Gugliotti agreed; they need to adhere to the Charter.
Mr. Gugliotti questioned if the public hearing should start at 7:00 p.m. because the meetings go longer each year. Ms. Robinson stated that the newsletter that already went out to residents stated that the meeting would be held at 7:30 at the Senior Center, although the time could be changed. She suggested that the Board members also consider changing the location because of the large attendance they have had in the past.
The Board members agreed that the time of the public hearing should be changed to 7:00 p.m. as long as proper notification is made to the public. Regarding the location, Chairman Harrison stated that there is a limit of approximately 300 people that are allowed in the Senior Center at one time. He stated that the high school auditorium would be an option. The Board members agreed that the location should also be changed this year to the Avon High School auditorium.
On a motion by Mr. Harrison, seconded by Mr. Spiech, it was voted:
RESOLVED: That the Board of Finance set the public hearing for the 2010/2011 Town Budget on April 5, 2010, at 7:00 p.m. in the Avon High School auditorium.
Messrs. Harrison, Spiech, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
Regarding the Workshop dates, Chairman Harrison stated that last year, the workshop was held the day after the public hearing. The Board members felt that this was not enough time between the two meetings.
The Board members agreed to schedule the workshop for April 7th, with a backup date, if necessary, on April 8th. The Workshop meetings will be held in the Avon Room at 7:00 p.m.
On a motion by Mr. Harrison, seconded by Mr. Gugliotti, it was voted:
RESOLVED: That the Board of Finance establish the primary Workshop to be held on April 7, 2010 at 7:00 p.m. in the Avon Room. A backup Workshop, if necessary, will be held on April 8, 2010 at 7:00 p.m. in the Avon Room.
Messrs. Harrison, Spiech, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
Chairman Harrison congratulated Ms. Robinson on her being hired as the first Town Manager in Upton, Massachusetts. She will be leaving her job at the Town of Avon in approximately one month. Chairman Harrison wished Ms. Robinson the best. She has been a tremendous asset to the Town of Avon.
VII. NEW BUSINESS
09/10-16 Discussion: Rules and Procedures for the Budget Public Hearing
Chairman Harrison stated that they will be enforcing that the speakers be at least 18 year of age this year at the public hearing. A big issue in the past has also been the timing of the speakers. He stated that the slide presentations have also been getting longer each year. He suggested putting a limit on the budget presentations this year. This will allow more time for the public to speak. The Board members agreed that if the time was limited for presentations, the number of slides could be the same, but the discussion for each slide could be shortened. The Board agreed that 20 minutes for each slide presentation would be sufficient for each of the three Boards.
Regarding the members of the audience speaking, Chairman Harrison stated that they have always tried to limit each speaker. He questioned if this should be changed to having a fixed time. Mr. Gugliotti stated that there needs to be uniformity. He feels that people will use up as much time as they are allowed. He feels that 3 minutes would be sufficient. The Board discussed having someone hold up time cards, possibly a red and yellow card, for people to understand how much time they have left to speak.
Chairman Harrison stated that he would like to also make sure people in the audience are aware that the applause meter does not work. He stated that he does not want this to become a cheering session, although this cannot be enforced. Mr. Gugliotti stated that the Chairman can mention, which he does every year that this is a civic exercise and people should refrain from negative sounds or comments.
Mr. Eisenlohr stated that the Chairman should also reiterate that only one person can speak at the microphone at a time, without people standing behind them.
Mr. Gugliotti suggested having an extra microphone at the Board of Finance’s table. The other Board members may never need the extra microphone, although they may. During the presentation, there may be a time or place for a Board members to say something or answer a question. Chairman Harrison thought this was a good idea.
On a motion by Mr. Harrison, seconded by Mr. Gugliotti, it was voted:
RESOLVED: That the Board of Finance adopt the legal notice of the public hearing as presented in the draft subject to show the time of the public hearing at 7:00 p.m. and to further amend that the location of the public hearing be at the Avon High School auditorium. Furthermore, that the second paragraph of the legal notice have additional language that each speaker must be at least age 18, and each speaker will be given a limit of 3 minutes.
Messrs. Harrison, Spiech, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
09/10-17 Discussion: Template for Upcoming Budget Workshops and Public Hearing
Ms. Colligan gave a presentation to the Board members regarding the template for the upcoming budget workshops and possibly the public hearing. She stated that this template is editable and will recalculate new budget numbers.
Chairman Harrison stated that he would not like to see that much text on the template. He would like to be able to see what the spending increase or the tax increase would be. The readjusted increase and mill rate are also variables that residents want to see. Ms. Colligan stated that she could adjust the template to work in this manner.
The Board of Finance members discussed what important information needed to be on the template. Mr. Gugliotti suggested numbering each line in order for easier reference.
The Board members discussed simplifying the template. Mr. Gugliotti stated that the Workshops are for the Board of Finance members. He stated that any information that is not on the template would be helpful to have on a separate sheet of paper for their own reference.
Mr. Gugliotti stated that each Board member may want to bring their own laptops to the Workshops; there is WiFi in the Avon Room. Ms. Colligan stated that all of the members cannot access the file at the same time; it is a read only file. They may need to download the file to the computers prior to the meeting.
The Board members agreed that this template would be very helpful; it will help them to calculate numbers at their Workshops very easily.
09/10-18 Supplemental Appropriation: Town Green Lighting Program, $3,200
Mr. Gugliotti stated that the Avon Congregation Church wants to put up a light post out front. He questioned if there were any additional costs. Ms. Robinson stated that money was donated for this light. The Town received a grant to start this project; the wiring will be able to run down to the light funded from part of this grant.
On a motion by Mr. Hooper, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance hereby amends the FY 09/10 Budget by increasing:
REVENUES
Capital Projects Fund (Facil & Equip), Other Local Revenues, Donations, Lighting Town Center, Account #02-0360-43655 in the amount of $3,200 and increasing:
APPROPRIATIONS
Capital Projects Fund (Facil & Equip), Town CIP-Facilities, Lighting Town Center, Account #02-4829-53066 in the amount of $3,200 for the purpose of recording one donation for participation in the Town Green Lighting Program.
Messrs. Harrison, Spiech, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
09/10-19 Appoint Auditor: FY 09/10
Ms. Colligan stated that this is for another one year contract with Blum Shapiro
On a motion by Mr. Gugliotti, seconded by Mr. Hooper, it was voted:
RESOLVED: That the Board of Finance appoint Blum Shapiro as Auditor for FY 09/10.
Messrs. Harrison, Spiech, Hooper, Eisenlohr, Gugliotti and Mmes. Bratton and Durdan voted in favor.
VIII. OTHER BUSINESS / TOWN MANAGER’S REPORT
Mr. Robertson stated that the Town Council will hold their Budget Workshops soon in order to get their budget together.
Chairman Harrison stated that elected officials recently met together in Granby. Several of Avon’s Board of Finance members attended. He stated that 8 or 9 legislators were also there from both parties.
Regarding the Library project, Ms. Robinson stated that the Bond Commission canceled their February meeting. She is hopeful that there will be a March meeting. She discussed several concerns regarding decisions that will need to be made in the near future, depending upon what the Bond Commission does.
Mr. Robertson stated that they continue to follow this issue.
IX. EXECUTIVE SESSION
There was no need for Executive Session.
X. ADJOURN
On a motion by Mr. Gugliotti, seconded by Mr. Eisenlohr, it was voted:
RESOLVED: That the Board of Finance adjourn at 9:30 p.m.
Messrs. Harrison, Spiech, 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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