BOARD OF FINANCE
MINUTES
February 28, 2011
I. CALL TO ORDER
Chairman Harrison called the meeting to order at 7:00 p.m. at the Avon Town Hall, Selectmen’s Chamber. Members present: Margaret Bratton, James Speich, Catherine Durdan, William Hooper and Thomas Gugliotti.
II. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mr. Harrison.
III. COMMUNICATIONS FROM THE AUDIENCE
There were none.
IV. MINUTES OF PRECEDING MEETINGS: January 24, 2011
Several edits were made to the January 24, 2011 minutes including: the arrival time of Mr. Speich as well as including additional information regarding revolving funds.
On a motion by Mr. Harrison, seconded by Mr. Gugliotti, it was voted:
RESOLVED: That the Board of Finance approve the minutes of January 24, 2011 as amended.
Messrs. Harrison, Gugliotti, Speich and Mmes. Durdan and Bratton voted in favor. Mr. Hooper abstained.
The Board of Finance members stated that they would like to review the amended January 24, 2011 minutes at their next meeting.
V. OLD BUSINESS
10/11-06 Discussion of FY 11/12 Budget Process
Chairman Harrison stated that the Board of Finance decided to hold their budget public hearings at the Senior Center, which they have done for several years. He feels that the process of having two microphones on either side for people to speak worked well last year and should be done again this year. Also, the Charter states that people who are an elector or taxpayer have the opportunity to be heard at the public hearing. This should be stated in the public notice.
Ms. Bratton stated her concerns that parking may be an issue at the Senior Center. Chairman Harrison stated that people parked at the Baptist church last year and can do so again this year if needed.
Regarding the public hearing notice, Mr. Robertson stated that the Charter requires 5 days notice prior to a public hearing. Chairman Harrison stated that the notice should be published as soon as possible in the two weekly papers as well as the local Avon paper. He asked that the wording for the notice be emailed to the Board members for their review prior to publication.
VI. NEW BUSINESS
10/11-16 Discussion of Procedures for taking and amending meeting minutes
Chairman Harrison stated that the Charter says that Boards and Commissions have the right to adopt their own procedures. If procedures are not adopted then Robert’s Rules prevail. He stated that he did discuss this issue with the Town Attorney who stated that at meetings, the secretary records and transcribes the minutes. The Freedom of Information Act requires that the draft of the minutes need to be posted on the Town website within 7 days after the meeting. At the following meeting, the Board members may make any necessary changes to the draft minutes. Robert’s Rules does not require a vote on the minutes, although this Board does vote on them. The changes to the draft minutes are discussed by the Board members, issues are resolved, if there are any, and the changes are noted by the
secretary. The secretary revises the draft and posts the revised minutes on the Town website removing the word draft. Chairman Harrison stated that he suggests that the Board of Finance follow this process going forward.
Mr. Gugliotti stated that if a Board member wants to make sure a topic or statement gets written into the minutes, that member could preface their comments by stating that they would like this issue reflected in the minutes.
Mr. Gugliotti stated that in the future, the Board members should not vote on the draft minutes if the changes are significant. The revised minutes should be reviewed by the Board prior to a motion being made.
10/11-17 Appoint Auditor: FY 10/11
Ms. Colligan stated that when the Board of Finance decided to approve the extension, they wanted the opportunity to approve each year individually.
On a motion by Mr. Gugliotti, seconded by Ms. Bratton, it was voted:
RESOLVED: That the Board of Finance designate Blum Shapiro for another year to audit the account for the Town of Avon.
As a point of discussion, Mr. Gugliotti stated that Blum Shapiro has always done a good job for the Town; they continue to be responsive to Town staff. Ms. Colligan stated that the Town will have been with Blum Shapiro for 7 years after they audit the current year. She stated that the Town has gone as long as 12 years with other audit firms.
Messrs. Harrison, Gugliotti, Speich and Hooper and Mmes. Durdan and Bratton voted in favor.
VII. Town Manager’s Report
Monthly Financial Report Summary
Ms. Colligan stated that this report is for the month ending December. Regarding revenue highlights, the Town is still ahead of FY 09/10 in taxes and assessments. She stated that license fees and permits are slightly behind. She stated that not a lot of Intergovernmental revenue is collected at this time; they are collecting at approximately 20%. Regarding charges for services, the Town is slightly ahead of FY 09/10; most of the revenues are tracking on an anticipated schedule. Other local revenues are ahead of FY 09/10.
Regarding expenditures, Ms. Colligan stated that there are no major variances to report for December. She stated that there have been 13 winter events this season. There was a staff meeting, at which Mr. Robertson asked for a 1% return of appropriations from all departments for the purchase of salt. Although Public Works has been able to fund the overtime for the winter storms, as a precautionary measure, they would like to put some money aside.
In response to a question by Mr. Gugliotti, Mr. Robertson stated that it is highly unlikely that Avon can receive Federal funding for declaring a disaster for a winter event, although he has done the paperwork for this.
Ms. Colligan stated that a financial report was received from the Board of Education. Any unplanned expenditures have been referred to them. They feel that they can offset any potential operating shortfalls by reimbursements. They continue to state that they are in a favorable operating position at this time.
Impact of Governor’s Proposed Budget
Mr. Robertson stated that the Governor’s proposed budget was released on February 15th. The Town is trying to determine what this will mean for Avon. He stated that ECS funding was a big concern. The proposed budget continues funding ECS at last year’s level.
Mr. Robertson stated that the proposal continues the increase in the conveyance tax for one year. It also proposes, for local options, that municipalities can go up to .5%. This is another revenue enhancement proposal.
Payment in lieu of taxes was discussed. Mr. Robertson stated that this relates to private property. The Statute states that this is for qualified manufacturing and biotechnology companies. It states that some equipment qualifies under this program. A qualified manufacturer can buy this equipment and will not have to pay a municipal tax on it. Although the Town loses this revenue, the State makes up for this by giving the Town a certain amount in lieu of the tax. Mr. Robertson stated that this is approximately a $220,000 decrease for the Town of Avon.
Mr. Gugliotti questioned if anyone has addressed mandates. Mr. Robertson stated arbitration reform is the biggest mandate. He stated that there is always talk about mandates, although these discussions usually only generate more discussions.
Regarding the hotel room tax, Mr. Gugliotti stated that this will be optional. Proprietors and the Town have to decide if it is more beneficial to have the tax or not. Mr. Robertson stated that if the thrust is toward regionalization, this is not the way to go about doing that.
VIII. OTHER BUSINESS
Ms. Bratton stated that Avon has complied with the Yankee Institute Freedom of Information request. She questioned if this information was the same as the Taxpayer’s Association information. Mr. Robertson stated that Sunlight is the same as the Tax Payer’s Association. He stated that there was a request for this information from all municipalities last year. Avon has complied and given them their requested information.
Regarding the Board of Finance’s webpage link, Ms. Bratton suggested, as she has in the past, expanding the information that is provided. She expressed that she would like this topic to be discussed, for decisions to be made, and for the link to be updated before the Board of Finance public hearing.
Mr. Robertson stated that the Board of Finance does have a presence on the website. Agendas and a photograph of current members are on the website. Chairman Harrison stated that the Board members did discuss putting information on the website regarding the budget workshop last year, although that was never pursued. He suggested putting the public notice for the budget public hearing on their link as well as the qualifications people must have if they would like to speak at that hearing.
Ms. Bratton asked that this issue be put on the March agenda for further discussion.
IX. EXECUTIVE SESSION
Litigation/Pending Claim: High School Boiler
On a motion by Mr. Speich, seconded by Ms. Durdan, it was voted:
RESOLVED: That the Board of Finance go into Executive Session at 8:28 p.m.
Messrs. Harrison, Hooper, Gugliotti, Speich, and Mmes. Durdan and Bratton voted in favor.
On a motion by Mr. Speich, seconded by Mr. Hooper, it was voted:
RESOLVED: That the Board of Finance come out of Executive Session at 8:40 p.m.
Messrs. Harrison, Hooper, Gugliotti, Speich, and Mmes. Durdan and Bratton voted in favor.
X. ADJOURN
On a motion by Mr. Gugliotti, seconded by Mr. Speich, it was voted:
RESOLVED: That the Board of Finance adjourn at 8:40 p.m.
Messrs. Harrison, Hooper, Gugliotti, Speich and Mmes. Bratton and Durdan voted in favor.
Respectfully submitted,
Thomas A. Gugliotti, Secretary
Attest: Alison Sturgeon, Clerk
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