BOARD OF FINANCE
MINUTES
November 22, 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. Gugliotti.
III. COMMUNICATIONS FROM THE AUDIENCE
There were none.
IV. MINUTES OF PRECEDING MEETINGS: October 25, 2010
An edit was made to the minutes regarding the spelling of Mr. Speich’s name.
On a motion by Mr. Gugliotti, seconded by Mr. Speich, it was voted:
RESOLVED: That the Board of Finance approve the minutes of October 25, 2010 as amended.
Messrs. Harrison, Speich, Eisenlohr, Gugliotti, Hooper and Mmes. Bratton and Durdan voted in favor.
V. OLD BUSINESS
There was none.
VI. NEW BUSINESS
10/11-08 Supplemental Appropriation: Fisher Meadows Field Development – Design, Development & Permitting, $80,200
Mr. Marston stated that this is an opportunity that has become available to jump start this project. The Engineering Department has someone in-house that can do the survey work. The landscape architect that the Town will be using has indicated that this would be a good time to start the project because all of the approvals have already been received. Mr. Marston stated that there also may be grant money available; the Town of Avon has a good chance of receiving some of these grants. In-kind money is also available that has been dedicated for the Fisher property. The majority of this money comes from the water company from the wells. This money goes directly to the Fisher Fund.
Mr. Gugliotti stated that this is part of a long range plan regarding how to utilize this property. He questioned if the next step would be to have the farmer relinquish some of the land. Mr. Marston stated that this was negotiated by the previous Town Manager in 2003. A report from 1977 states that the southern portion of the property, including the part that the Town took, is the limit of development for that property.
Ms. Bratton questioned if this money would include looking at the parking situation. Mr. Marston stated that expanded parking is included. The new design will increase the parking by 60%.
Chairman Harrison questioned if this will impact future Capital Improvement Project budget items. Mr. Marston stated that this project is in the Capital Improvement Project plan. He stated that if this issue is resolved tonight, the $80,200 will be taken out of the CIP for July 2011.
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 $80,200.00 from Fisher Meadow Maintenance Fund, Other Financing Sources, Undesignated Fund Balance, Account #12-0390-43913 and to Fisher Meadow Maintenance Fund, Parks, Consulting and Technical Services, Account #12-5201-52184, for Design Development and Permitting at Fisher Meadows.
CERTIFICATION
This is to certify that there are sufficient Unreserved Undesignated Fund Balance resources to finance the following appropriation.
The sum of $80,200.00 from the Town’s Unreserved Undesignated Fund Balance, Account #12-0390-43913 Fisher Meadow Maintenance Fund, Other Financing Sources, Undesignated Fund Balance.
Messrs. Harrison, Speich, Eisenlohr, Gugliotti, Hooper and Mmes. Bratton and Durdan voted in favor.
10/11-09 Supplemental Appropriation: Fire Inspector Services, $7,916
On a motion by Mr. Speich, seconded by Mr. Eisenlohr, it was voted:
RESOLVED: That the Board of Finance hereby appropriates a sum not to exceed $7,916 from General Fund, Other Financing Sources, Undesignated Fund Balance, Account #01-0390-43913 to General Fund, Fire Prevention, Regular Part Time, Account #01-2201-51012 for the purpose of funding additional hours for the Fire Inspector to perform fire safety code inspections and public fire safety education programs.
CERTIFICATION
This is to certify that there are sufficient Unreserved Undesignated Fund Balance resources to finance the following appropriation.
The sum of $7,916 from the Town’s Undesignated Fund Balance from Account #01-0390-43913 General Fund, Other Financing Sources, Undesignated Fund Balance.
Messrs. Harrison, Speich, Eisenlohr, Gugliotti, Hooper and Mmes. Bratton and Durdan voted in favor.
10/11-10 Supplemental Appropriation: AMS Tennis Courts, $25,000
Mr. Robertson stated that this is a request for $25,000; $12,500 will come from the Town and $12,500 will be given by the Board of Education. The money from the Town will come from the General Fund, Fund Balance; the Board of Education will take their portion from a Special Revenue Fund. Mr. Robertson stated that the Public Works Director has been working with the school with respect to their fundraising. At this point, the project will be in excess of $100,000. He stated that fundraisers are still underway. The fundraising money will eventually go through the Town’s accounting system.
Ms. Bratton questioned who would be responsible for the maintenance or replacement of the courts in the future. Mr. Robertson stated that this discussion has not yet taken place. He believes it will be a shared Municipal responsibility, including the Town and the Board of Education.
Mr. Gugliotti questioned how much money has been raised through fundraising to date. Ms. Colligan stated that they have raised $33,000 in donations along with the $25,000 from the Town and Board of Education. They are also working on getting grants and matching funds through the Hoffman Foundation. Mr. Robertson stated that the $25,000 will not be released until all of the other funding is in place.
Mr. Gugliotti questioned why alternatives to a hard surface for the courts have not been considered. It was stated by a member of the audience that they will use asphalt because an asphalt surface cannot be damaged like other surfaces could be. Cost is also a big factor.
Ms. Durdan questioned if any other contributions from the Town is expected. Mr. Robertson stated that only in-kind services may be used.
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 $25,000 from General Fund, Other Financing Sources, Undesignated Fund Balance, Account #01-0390-43913 and transfer not to exceed $12,500 from Use of General Fund, Capital Improvement Project – Facilities, AMS Tennis Courts, Account #01-8501-53109; and an appropriation not to exceed $12,500 from Use of School Facilities, Other Financing Sources, Undesignated Fund Balance, Account #15-039*0-43913 and transfer not to exceed $12,500 from Use of School Facilities, Other Financing Uses, Interfund Transfer-Out, Account #15-8700-58000; to Capital Projects Fund (Facil & Equip), BOE CIP-Facilities, AMS Tennis Courts, Account #02-4859-53109 in the amount of $25,000 and Capital Projects Fund (Facilities & Equipment), Other Financing Sources,
Interfund Operating Transfers-In Account #02-0390-43918 in the amount of $25,000 for the purpose of Town and BOE funding for the AMS Tennis Courts.
CERTIFICATION
This is to certify that there are sufficient Undesignated Fund Balance resources to finance the following appropriation.
The sum of $12,500 from the Town’s Undesignated Fund Balance Account #01-0390-43913 General Fund, Other Financing Sources, Undesignated Fund Balance and sum of $12,500 from Account #15-0390-43913 Use of School Facilities Fund, Other Financing Sources, Undesignated Fund Balance.
Messrs. Harrison, Speich, Eisenlohr, Gugliotti, Hooper and Mmes. Bratton and Durdan voted in favor.
10/11-11 Supplemental Appropriation: State of CT Department of Education Youth Services Bureau Grants, $20,250
Mr. Robertson stated that this money is used to supplement the cost of the youth services position.
Ms. Bratton questioned if this would eventually be budgeted for. Ms. Colligan stated that this matter was discussed last year. She stated that it could be included in the budget, although it is possible that at some point, the Town will no longer receive the grant funding.
On a motion by Mr. Eisenlohr, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance hereby amends the FY 10/11 Budget by increasing
REVENUES
General Fund, Intergovernmental, Youth Services Bureau Grant, Account #01-0330-43383 in the amount of $20,250.00
And increasing
APPROPRIATIONS
General Fund, Human Services, Service & Consultant, Account #01-4203-52184 in the amount of $20,250.00 for the purpose of funding expenditures, which will be reimbursed through approved State of Connecticut Department of Education Youth Service Bureau Grants.
Messrs. Harrison, Speich, Eisenlohr, Gugliotti, Hooper and Mmes. Bratton and Durdan voted in favor.
VII. TOWN MANAGER’S REPORT
Monthly Financial Report Summary
Ms. Colligan stated that the Town is still doing well; they are ahead of FY 09/10 in tax collections and they are doing well in licenses and permits. She stated that other local revenues is tracking higher due to a one time revenue, a return of ICMA forfeiture funds, which are employer contribution match from terminated non-vested employees. Regarding expenditures, Ms. Colligan stated that there is nothing of a large variance to report. She stated that the full quarterly report is on the Town’s website.
Chairman Harrison thanked Ms. Colligan for the great report; it is very helpful to get a monthly summary.
In response to a question by Ms. Bratton regarding the high school boiler, Ms. Roell of the Board of Education stated that over the past several years, cracks have developed on the boiler during the heating season that have been repaired. When this happened a second time, she stated that a consultant came in to look at the problem. Because of the larger addition at the high school, when water leaves the boiler at one temperature, it circles through the school. When the water comes back to the boiler, the water is colder because it is out longer than it is supposed to be. This colder water has lead to the cracks. She stated that the Town Council is handling this issue with the Town Attorney and they are investigating why this was not considered when the addition at the high school was built.
Avon Park North and Proposal to Locate a CREC School
Mr. Eisenlohr stated that there is a lot of misinformation regarding the Avon Park North and CREC School proposal. He questioned if it will cost Avon to have a CREC School in Town. He stated that this was recently before the Planning and Zoning Commission and he felt that the Board of Finance should have an opportunity to weigh in on this issue prior to any decisions being made.
Mr. Robertson stated that Mr. Kushner, Town Planner, and Ms. Colligan are here tonight to make a presentation and to answer any questions. He stated that this is a text amendment that is before the Planning and Zoning Commission, which is a precursor to moving forward. They are working with a consultant to make the Preliminary Site Plan at Avon Park North.
Mr. Kushner stated that Avon Park North is 50 acres of undeveloped land. In 2006, the Planning and Zoning Commission adopted a Plan of Conservation and Development, which talks about the Village Center and the opportunities to add to that Village Center. The Town was able to secure a $50,000 Planning Grant to do an independent study. This has been presented to the Planning and Zoning Commission. He stated that this has the potential to add 400,000 square feet in Avon Park North.
Mr. Kushner stated that Ensign Bickford came to the Planning and Zoning Commission and started a dialogue regarding selling 10 acres to the State of Connecticut to build a public school on this property. It would be a CREC run school; no taxes would be paid to the Town. The Planning and Zoning Commission has to make the decision if they should mix a public school with offices, housing and retail. He stated that half, if not more, of the Planning and Zoning Commission members have concerns regarding this.
Mr. Kushner stated that the Planning and Zoning Commission is often asked if they have properly evaluated the financial aspects of issues and applications. He stated that the Commission is not allowed to base any decisions upon fiscal impact, although they can make recommendations that promote quality of life, etc. The Planning and Zoning Commission has the authority to make decisions that come from the State Statutes; they can promote the general health and welfare of the community.
Mr. Kushner stated that the application pending before the Planning and Zoning Commission is not the Site Plan for the CREC School. The applicant would like to rezone Avon Park North to promote a mix of uses. Ensign Bickford has asked the Planning and Zoning Commission to take the preliminary steps in order to amend the Zoning rules to pave the way for a future application by CREC.
Mr. Gugliotti stated that this may be a less of a cost to the Town in terms of Avon students who may go to the CREC School. Ms. Colligan stated that the biggest impact for CREC schools is tuition and transportation. The Town of Avon would have to pay $3,000 - $4,500 for each Avon student who gets chosen to attend the CREC School, which is less than if they were going to Avon Public Schools. She stated that a grant could be received for students to offset some of the costs, although this is hard to budget for. She stated that transportation is also a big issue because the Town is not sure how many students from Avon may be attending.
Chairman Harrison stated that there needs to be some way that the Town is put on notice when this type of project is before another Commission in order for them to look into the fiscal impact. He stated that there needs to be a mechanism in place for the Board of Finance to be notified if there is a project that has to do with the finances of the Town.
Mr. Kushner stated that each different Commission has different obligations. He stated that the best document to guide the growth in the community is the Plan of Conservation and Development. He stated that there is no opportunity for the Planning and Zoning Commission to refer applications to the Board of Finance. Chairman Harrison suggested that more descriptive information be placed on agendas in order for the other Boards and Commissions to have a better idea of what will be before that Commission at each of their meetings. Mr. Kushner stated that public hearing notices are published in the Hartford Courant, which are very detailed. He stated that they would work on putting more details into their agendas.
Ms. Durdan questioned if liquor stores and restaurants that serve liquor could be near a school. Mr. Kushner stated that there has been a great deal of discussion and concern by the Planning and Zoning Commission regarding this issue.
VIII. OTHER BUSINESS
Mr. Robertson stated that the Town Council has been discussing the high school boiler in Executive Session with the Town Attorney. He also stated that the Building Committee met to prepare a recommendation for the Town Council. They are recommending an $8.7 million project for the Library project; $8.5 million was set by the Town Council.
Chairman Harrison stated that the Board had discussed budget guidelines at their last meeting. It was decided that they would not set an actual number, although they may possibly have informal criteria. He stated he has talked with Paul Henault, Chairman of the Board of Finance in Simsbury. He also received a handout, which he distributed to the Board members, regarding information that Simsbury’s Board of Finance considers when reviewing budget requests. Mr. Robertson reviewed the handout with the Board members. Chairman Harrison felt that the economic statistics were a good starting point. He would like to put something out to the community and to the other Boards to confirm what the Board of Finance will be looking at. He believes these items would be a good start with any additions that the
Board of Finance members would like to make. It was stated that the Grand List growth should be added to this list; contractual obligations would also be a factor.
Mr. Gugliotti stated that he does not feel that the Board of Finance should be sending out this list, although he feels that this is a good list for the Board to use as a tool. Mr. Speich stated that he views this list as a picture of indicators of what the economy looks like. He does not see this as criteria. Mr. Eisenlohr agreed that informal criteria should be drafted.
Chairman Harrison stated that he feels this is an issue of transparency in order to let the community and other Boards and Commissions know what the Board of Finance will be looking at and considering. He does not feel that it is inappropriate to send out. He feels it would be beneficial.
Ms. Bratton stated that she feels this is a good tool for anyone; it gives a snapshot of what this Board will consider. She feels that this list does not commit the Board to anything.
Chairman Harrison suggested editing this list and giving it out to the community, Town Council and Board of Education. Ms. Bratton stated that she feels that knowing what the Board will be considering ahead of time will be helpful to everyone.
Mr. Gugliotti stated that he feels it is different when a letter is sent to another Board. He feels that is what the minutes of the meeting are for. Ms. Bratton suggested having a link off of the Town’s website dedicated to this information, which could be updated on a regular basis if necessary.
Chairman Harrison stated that he would draft something, which does not necessarily have to be sent to other Boards, for this Board to review at their next meeting. He asked that the Board members email him with any input.
IX. EXECUTIVE SESSION
There was no need to go into Executive Session.
X. ADJOURN
On a motion by Mr. Gugliotti, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance adjourn at 9:15 p.m.
Messrs. Harrison, Eisenlohr, Gugliotti, Speich, Hooper and Mmes. Bratton and Durdan voted in favor.
Respectfully submitted,
Thomas A. Gugliotti, Secretary
Attest: Alison Sturgeon, Clerk
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