BOARD OF FINANCE
MINUTES
October 25, 2010
I. CALL TO ORDER
Chairman Harrison called the meeting to order at 7:30 p.m. at the Avon Town Hall, Selectmen’s Chamber. Members present: Margaret Bratton, James Speich, Catherine Durdan, William Hooper, Thomas Gugliotti, and Brett Eisenlohr.
II. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mr. Eisenlohr.
III. COMMUNICATIONS FROM THE AUDIENCE
There were none.
IV. MINUTES OF PRECEDING MEETINGS: September 27, 2010
On a motion by Mr. Gugliotti, seconded by Ms. Durdan, it was voted:
RESOLVED: That the Board of Finance approve the minutes of September 27, 2010 as written.
Messrs. Harrison, Eisenlohr, Hooper, Gugliotti and Mmes. Bratton and Durdan voted in favor. Mr. Speich abstained.
V. OLD BUSINESS
There were none.
VI. NEW BUSINESS
10/11-04 Supplemental Appropriation: State of CT DEP Farmington River Watershed Rain Barrel Program Grant, $3,000
Mr. Robertson stated that they received notice from the State DEP that money was available for rain barrels. He stated that 34 rain barrels have been purchased. Residents have been notified and the barrels are available on a first come first served basis. He stated that people catch rain water in the barrels for watering their gardens and washing their clothes. Mr. Bartha stated that the rain barrels are plastic barrels that resemble wood.
Mr. Eisenlohr questioned where these barrels would be stored. Mr. Robertson stated that the rain barrels are available now. He believes that they will go quickly so there will not be a need to store them.
On a motion by Mr. Speich, seconded by Mr. Eisenlohr, it was voted:
RESOLVED: That the Board of Finance hereby amends the FY 10/11 Budget by increasing:
REVENUES
General Fund, Intergovernmental, Miscellaneous State Grant Receipts, Account #01-0330-43410 in the amount of $3,000 and increasing:
APPROPRIATIONS
General Fund, Natural Resources, Equipment, Account #01-7201-52194 in the amount of $3,000 for the purpose of recording the grant funding received through the Department of Environmental Protection to purchase rain barrels to be made available at no cost to town residents.
Messrs. Harrison, Eisenlohr, Hooper, Gugliotti, Speich and Mmes. Bratton and Durdan voted in favor.
10/11-05 Approve Board of Finance 2011 Meeting Schedule
Chairman Harrison questioned if the Board members would like to change the start of the meetings to 7:00 p.m. instead of 7:30 p.m. The Board agreed that they would begin their meetings, starting in January, 2011 at 7 p.m. Mr. Gugliotti stated that this new start time will apply to Town meetings as well.
The Board of Finance members reviewed the 2011/2012 proposed meeting schedule.
On a motion by Mr. Harrison, seconded by Mr. Gugliotti, it was voted:
RESOLVED: That the Board of Finance approve the Board of Finance 2011 Meeting Schedule as amended with the following change: that the Board of Finance meetings begin at 7:00 p.m.
Messrs. Harrison, Eisenlohr, Hooper, Gugliotti, Speich and Mmes. Bratton and Durdan voted in favor.
10/11-06 Review and Discussion: FY 11/12 Budget Process
Chairman Harrison questioned if the Board members would like to set spending guidelines for the next budget process. He stated that they have not done this for the last several years, but did several years before that.
Mr. Gugliotti stated that he feels it would be better not to set a target.
Ms. Durdan stated that the Board should not come up with hard numbers but they should give the Board of Education and Town Council some kind of guidelines. She stated that the issue of the Board of Finance not giving guidelines was raised by the Board of Education during the last budget process. She feels that they should give them guidelines of what the Board of Finance takes into consideration i.e., the economy.
In response to a question from Chairman Harrison, Mr. Robertson stated that the Simsbury Board of Finance has, early on in their budget process, drafted a matrix of fiscal indicators that their Board of Finance members would compile along with a historical perspective of the last percentage increase and tax increases. He stated that the Board of Selectmen and the Board of Education in Simsbury almost always fell in line with their Board of Finance.
Mr. Speich suggested that the Board of Finance write a letter to the Town Council and Board of Education telling them to keep certain things in mind when making their budgets including things that are going on that impact the Town locally. He feels that it is important that the Board of Finance communicate to the Town Council and the Board of Education to remember what the state of the economy is and what state the people are in. Mr. Gugliotti disagreed. He feels that the Town Council and the Board of Education should already know that the economy is bad and what the problems are. He stated that he feels that a list of things the Board of Finance will be looking at is appropriate.
Chairman Harrison stated that the Board of Finance does not have to give a number as a guideline, but they could give them a sense of what things they will be taking into consideration when looking at the budget requests. He stated that he will also be calling the Simsbury’s Board of Finance Chairman to get a copy of the matrix that they use, for their review. He stated that the Board members can discuss this issue at next month’s meeting.
10/11-07 Review and Discussion: Selection of Independent Auditor – FY 10/11 Audit
Ms. Colligan stated that last year, the Board of Finance approved the concept of two, one year extensions. This would be an extension of their contract. She stated that they can discuss going out with an RFP or staying with Blum Shapiro next year. She stated that the Town will be going into their sixth year with Blum Shapiro.
On a motion by Mr. Hooper, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance approve the second year of the two (2) one-year terms with Blum Shapiro.
Messrs. Harrison, Eisenlohr, Hooper, Gugliotti, Speich and Mmes. Bratton and Durdan voted in favor.
VII. TOWN MANAGER’S REPORT
Monthly Financial Report Summary
Ms. Colligan stated that tax collections are currently ahead of last year; foreclosures have only seen a minimal change; license fees and permits are up for building new homes. She stated that charges for services on the revenue side are also up.
Mr. Robertson stated that Capital Improvement Project presentations will be starting. They have had a lot of projects out for a long time. The Town is trying to take a fresh look at these projects; they are talking with Department heads.
VIII. OTHER BUSINESS
Regarding the replacement or repair of the Avon High School boiler, Mr. Robertson stated that this was unexpected. He recently met with Gary Franzi and asked that he provide a letter to the Board of Finance, which was distributed to the Board members. Mr. Robertson stated that the boiler is failing. The cost will be $720,000 - $750,000 to replace the boiler. Decoupling the bridge will cost approximately $10,000 in the meantime. He stated that if the boiler has a total failure at some point during this heating season, the Board of Education may need a supplemental appropriation for a temporary boiler, which may cost up to $10,000 per month. Mr. Franzi has recently reported to the Board of Education, that an engineering firm has confirmed that the boiler is failing and needs to be replaced.
Mr. Robertson stated that it appears that when the renovations to the high school were done, the capacity of the boiler was never investigated. The boiler is currently overworked because it was not adequately sized. He stated that the Board of Education is seeking a construction lawyer to see if there were issues with the Architect or Construction Manager. They are also doing their due diligence by looking at the possibility of insurance coverage.
IX. EXECUTIVE SESSION
There was no need to go into Executive Session.
X. ADJOURN
On a motion by Mr. Gugliotti, seconded by Mr. Hooper, it was voted:
RESOLVED: That the Board of Finance adjourn at 8:40 p.m.
Messrs. Harrison, Eisenlohr, Gugliotti, Hooper, Speich and Mmes. Bratton and Durdan voted in favor.
Respectfully submitted,
Thomas A. Gugliotti, Secretary
Attest: Alison Sturgeon, Clerk
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