These minutes are for informational purposes only. For official minutes please contact the Town Clerk's Office.

MARCH 2, 2000

REGULAR MEETING

1. CALL TO ORDER

Paul Henault, Chairman, called the Regular Meeting of the Board of Finance to order at 6:00 p.m. in the Main Meeting Room of the Simsbury Town Offices. The following members were present: James Belfiore, Peter Askham, Candace Fitzpatrick and Michael Wade. Mary Glassman arrived at 6:14 p.m. Also present were Kevin Kane, Finance Director, Anita Mielert, First Selectman, Joseph Townsley, Superintendent of Schools, David Holden, Business Manager, Gerard Toner, Culture, Parks and Recreation Director, and other interested parties.

2. APPROVE MINUTES

Special Meeting of February 15, 2000

Mr. Askham moved to approve the minutes of the February 15, 2000 Special Meeting. The motion was seconded by Ms. Fitzpatrick and carried unanimously.

Chairman Henault stated that he raised the issue of having a multiple ballot question referendum with the Town Clerk. Ms. Keily checked with the State and her understanding is that Simsbury cannot have a multiple question referendum and the Secretary of State would object if a referendum of this magnitude were held at the same time as the general election in November. Chairman Henault stated that he will follow up further with Ms. Keily and distribute information regarding this issue.

3. CAPITAL PROJECTS PRESENTATION

Board of Education

Dr. Townsley reviewed the proposed BOE capital projects (Addendum 1). He stated that the Squadron Line roof is 20 years old and eligible for state reimbursement. He noted that the boiler at Central School is an old unit and is leaning. Dr. Townsley addressed the computer technology request and stated that this is an ongoing attempt to upgrade 5-6 year old computer equipment. He stated that these funds will provide new computers for the fifth and sixth grades, 83 new computers at the high school, and additional peripheral equipment. He noted that the older computers will be moved to the elementary schools.

Dr. Townsley stated that the Henry James Classroom Addition Phase II involves the addition of 8 classrooms due to the increased enrollment. He pointed out that leasing modular units over 3 years costs almost as much as new construction with the 33% reimbursement they receive. He stated that they have received an outstanding bid for this project and it would be to their benefit to take advantage of it. He noted that the earliest a new high school could be occupied is 2003/2004. Dr. Townsley stated that the Henry James addition would get them through the time period until the new high school is built. He stated that they eliminated the elementary classroom addition project, based on the assumptions that a new high school is built and Meadowood is not built.

Mr. Askham questioned whether the computer technology is a re-occurring item in the capital budget. Dr. Townsley stated that they budget $500,000 every 2-3 years to upgrade old equipment and to address increased enrollment. Mr. Askham questioned whether the computer technology item could be added to the CNR budget. Dr. Townsley responded that their operating budget is higher than they want and adding this item to CNR would not be practical.

Dr. Townsley addressed the proposed new high school project. He stated that the estimate is based on the original modernization plan at $5 per square foot and the cost to purchase land. He stated that late spring/early summer they will have schematics and late summer they should have the estimated cost. Dr. Townsley noted that this project is being paralleled with an architect working on a modernization plan. He stated that the BOS has forward the proposed high school site to the Public Building Committee.

Chairman Henault questioned whether the computer technology item has been bonded in the past. Mr. Kane stated that the original appropriation was for $1.7 million and one piece of it may have been bonded, but the last 2 times it was paid from debt service.

Mr. Askham questioned whether the revised six year plan fits into the future guidelines. Dr. Townsley stated that if they do not build a new high school they need to address building athletic fields and land for the fields. Chairman Henault questioned the timeline for the proposed high school. Dr. Townsley stated that they would not expect a referendum until January, 2001 and it doesn't matter if the project is included in year 2000/01 or 2001/02 in the capital improvement plan. Mr. Askham questioned what would occur if the project doesn't move forward as anticipated. Dr. Townsley stated that if the project didn't come before the town until 2003 they would need to change their capital improvement plan and look at the elementary and middle schools.

Board of Selectmen

Ms. Mielert stated that Development Rights/Open Space funds would be appropriated for 3 specific projects under negotiation. She noted that the water extensions and sewer extensions pay for themselves. Ms. Mielert discussed the Drake Hill and Nod Road STP projects and stated that Simsbury is lucky to have 2 projects funded. She noted that the town must pay their share for these projects. Ms. Mielert addressed the Town Offices - Renovation of Upper Area and stated that this item has been eliminated from the budget numerous times and she is concerned that they could be faced with an OSHA violation for the ventilation and lighting. She pointed out that they are currently renting space to store files which could be moved to this area.

Ms. Mielert discussed the renovation of the Simsbury Farms golf clubhouse and water septic system. She stated that the Simsbury Farms Special Revenue Fund would pay 33% of the debt payments. She pointed out that $400,000 of this project is necessary to correct the current septic problem and the increased revenues from the golf course will cover 50% of the remaining $900,000.

Mr. Toner addressed the athletic field improvements. He stated that at Weatogue Park they will renovate the field used for parking because it is not being utilized due to safety issues. He stated that at Memorial Park they will repair the dugouts, address the irrigation system, and the lighting at the softball field. Mr. Toner stated that at Tariffville Park they will re-grade, and address the parking lot and irrigation system. He stated that at Meadowood Pond they will add a guard rail in the parking area. Ms. Mielert stated that the athletic field improvements were decreased from $175,000 to $150,000. She stated that the site for new athletic fields, with a proposed cost of $250,000, has not firmly been chosen.

Ms. Mielert stated that they attempted to trim the $400,000 library expansion project budget, but the Town Engineer has stated that they need $400,000 for the full design. She stated that the BOS had a compelling presentation by the library board and statistics show that the Simsbury library has 818 visitors per day. Ms. Mielert addressed the joint project between the BOS and the BOE and stated that they would build a joint highway fleet service building and the BOE would contribute $12,000 for ten years which is the amount the BOE pays for their current facility.

In response to Mr. Belfiore, Ms. Mielert stated that that the library project cost is a percentage of the construction cost. Mr. Askham questioned whether there are site constraints with regard to a library expansion. Ms. Mielert stated that the library had pre-development funds which led to the request for $400,000 and the site person says an expansion can be done at the site.

Ms. Fitzpatrick questioned when they discovered the need to address a septic problem at Simsbury Farms. Mr. Toner stated that there have been problems with the existing system which have been worked on by the engineering staff. He noted that the upgrade is being triggered by the renovation, because if there is a renovation the septic and water systems need to be upgraded.

Ms. Glassman requested a library site improvement plan from Mr. Sawitzke.

In response to Mr. Askham, Mr. Toner reviewed what the renovated golf course clubhouse would entail. He stated that they are using the design from the master plan. Ms. Glassman noted that previously some of their estimates were inaccurate. Mr. Toner stated that they have re-addressed the estimate and feel it is accurate. He noted that there are design costs related to the construction included in this request. Mr. Askham questioned whether the renovated facility would create additional revenue for the Simsbury Farrns Special Revenue Fund. Mr. Toner stated that the major revenue would be the lease fee for the new grill facility which they estimate at $10,000. He stated that they anticipate limited revenue from the locker area and bag storage.

Ms. Fitzpatrick requested more site information from Town staff before they go to the Public Hearing with the library project. She questioned whether the $6 million cost for the renovation would fit into their capital improvement plan if they keep a 5% debt policy and a large high school project is improved. Chairman Henault questioned whether the BOS and the BOE would be willing to do the $6 million library project as their only bonding for 2 years when this project comes forward. Ms. Glassman requested information on whether this project could be phased-in over time.

Ms. Fitzpatrick noted that the Sewer Treatment Plan is not included on this plan. Ms. Mielert stated that they are waiting to hear from the state as to where they are on the list and the project is probably beyond this 2 year plan. Chairman Henault confirmed with Ms. Mielert that the BOS is aware that this plan is for 2 years and they would not anticipate any projects for next year.

Chairman Henault stated that in the past the BOF has requested that projects be submitted in a priority order. Ms. Mielert noted that the BOS and BOE have met the requested bottom line. She questioned whether a priority list is necessary. Chairman Henault suggested that when they go to Public Hearing and Town Meeting it would be helpful to the public. He requested that the BOS provide that information. Mr. Wade questioned what they would do with a priority list. Mr. Askham stated that if residents say they're sensitive to dollars, the BOF has to make a decision as to which projects to approve. Ms. Glassman suggested that they address a prioritization only if it becomes necessary after the Public Hearing. Ms. Mielert suggested that the BOS should also have the advantage of the Public Hearing.

Chairman Henault stated that he supports Development Rights, water and sewer main extensions, and STP project funding. He suggested that the renovation of the office space seems to be needed, and he would support not going out to bond for this item. Chairman Henault noted that the Simsbury Farms master plan had an $8 million cost. He questioned whether they anticipate this project to continue to move forward over future years. Ms. Mielert stated that they plan to move forward and are aware that it needs to fit into the capital plan. She noted that the Simsbury Farms Complex Committee doesn't want to include the $400,000 as part of their cost since it addresses the infrastructure of the complex.

Chairman Henault questioned whether the previous funds for athletic fields have been expended. Mr. Toner stated that they have a balance around $50,000 which they plan to combine with the proposed appropriation. Ms. Mielert pointed out that they want the new fields to be accessible for the high school.

Chairman Henault stated that the library expansion project is a concern if $400,000 is spent and then the $6 million for the renovation causes a considerable strain on the capital debt. Ms. Mielert requested that the BOF look at the need at the library. Chairman Henault pointed out that the Sewer Treatment Plant project is also in their future. He stated that the fleet maintenance facility appears to be an item which needs to be done.

4. OTHER BUSINESS

The Board reviewed the calendar for budget presentations and Public Hearings.

5. ADJOURNMENT

Mr. Belfiore moved to adjourn the meeting at approximately 7:15 p.m. The motion was seconded by Mr. Wade and carried unanimously.