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

AUGUST 15, 2000

REGULAR MEETING

1. CALL TO ORDER

Paul Henault, Chairman, called the Regular Meeting of the Board of Finance to order at 6:05 p.m. in the Main Meeting Room of the Simsbury Town Offices. The following members were present: Candace Fitzpatrick, Michael Wade and Mary Glassman. Also present were Kevin Kane, Finance Director, Anita Mielert, First Selectman, David Holden, Business Manager, Carolyn Keily, Town Clerk, Mike Wrabel, Director of Public Works, Richard Sawitzke, Town Engineer and other interested parties.

2. APPROVE MINUTES FROM THE JULY 18, 2000 REGULAR MEETING

Mr. Wade moved to approve the minutes of the July 18, 2000 Regular Meeting. The motion was seconded by Ms. Fitzpatrick and carried unanimously.

3. TOWN CLERK PRESERVATION OF HISTORIC DOCUMENTS FUND, SPECIAL REVENUE FUND

Chairman Henault reviewed Public Act No. 00-146. Ms. Keily stated that Public Act No. 00-146 requires Town Clerks to collect an additional $3 for document recording in land records. She stated that of the $3, the Town receives $1 and the State Library receives $2 of which 70% will go toward a grant program and 30% will go toward preserving State Library records. Ms. Keily noted the list of items which can be purchased with these funds. She suggested that initially a new filing system for mylars and maps be purchased, at a cost of $2,300. She noted that in July her office collected $1,035. Ms. Keily requested that the BOF authorize a Special Revenue Fund to allow the Town Clerk to draw these funds. She noted that the $5 and $10 being collected goes directly into the General Fund.

Ms. Fitzpatrick moved to approve the Town Clerk Preservation of Historic Documents Fund, Special Revenue Fund. The motion was seconded by Mr. Wade and carried unanimously.

4. PROPOSED SEWER EXPANSION PROJECT UPDATE

Mr. Wrabel reported that a draft facilities plan was submitted to the DEP in June, 1999. He stated that the consultant was told that they should receive an approved draft plan by the end of September. He noted that the draft plan would begin the final design process which will take 12-15 months. Mr. Wrabel stated that the amount of the grant would be approximately 20% of the cost, with a 2% loan for the difference. He noted that the estimated cost for the project is $23 million, with an estimated 35% shared between Avon and Granby. He stated that the Town will need to negotiate a contract with Avon and Granby. Mr. Wrabel stated that they plan to submit the design in the Spring of 2002 and expect approval within 6 months. He anticipated a completion date of 2004 and noted that they must begin making the loan payments one year from the completion date.

Chairman Henault questioned whether the 2% loan is for existing users or includes future users. Mr. Sawitzke stated that the capital equipment fund will be used toward upgrading the equipment, user fees will go towards the project, and the expansion portion will be paid by future users. He noted that as the costs increase they may come close to the cost for septic systems.

5. IRON HORSE BOULEVARD PROPERTIES UPDATE

Mr. Sawitzke reported that a positive referral was received from the Planning Commission for the purchase of the parcels. He discussed the appraisals and assessments which were received. Mr. Sawitzke stated that Phase 3 remediation is necessary in two small spots and they will remove these soils. He stated that the Town will go before the Zoning Commission in September for a Special Exception to construct athletic fields and they will begin construction upon obtaining approval.

Chairman Henault requested that the BOF have a final look at the information prior to the purchase of the parcels. Mr. Sawitzke stated that he will have all of the facts to the BOF prior to their next meeting. He anticipated that the closing will be concurrent with approval of the athletic fields.

6. PROPOSED HIGH SCHOOL MODERNIZATION PROJECT UPDATE

Mr. Holden reported that the BOE received a full review on the status of the new high school project and has selected the site. He stated that the site was presented to and approved by the Public Building Committee. Mr. Holden stated that concurrently the BOE has a consultant working on the modernization plan. He noted that with Public Building Committee approval the plan for the new high school has been submitted to the State for review and there will be two appraisals of the site. Mr. Holden recommended that a joint meeting with the BOF, BOS and BOE be held in September in order to compare the modernization and new high school plans.

Chairman Henault reviewed the timetable and why a November referendum is not possible. He noted that the BOF will hold a Public Hearing and will have to act on the proposal prior to the Public Hearing.

Ms. Fitzpatrick questioned when the environmental tests will be submitted. Mr. Sawitzke stated that Phase 1 has been completed and they can complete Phase 2 on 75% of the site. He stated that an appraisal will be ready next week.

Chairman Henault noted that the focus has been on a new high school and he questioned the status of the modernization plan. Mr. Holden stated that the original modernization plan was for an enrollment of 1,600 students and they have had to revise it to include an enrollment of 2,000 students so that the modernization and new high school plans are comparable. He stated that they need a timetable for the modernization plan and hope to reduce the number of phases in order to minimize the impact on the instructional program.

Chairman Henault questioned whether the BOE will hold a Public Hearing prior to the BOF October Public Hearing. Mr. Holden stated that a subcommittee of the BOE and Dr. Townsley are working on public relations and they may send a newsletter to the public addressing commonly asked questions. Chairman Henault suggested that BOF members forward questions to him which he will submit to Dr. Townsley.

7. OTHER BUSINESS

Chairman Henault noted receipt of Ms. Mielert's August 14th memo regarding Meadowood legal fees. Ms. Mielert stated that there are currently 6 separate lawsuits and they anticipate expenditures of approximately $20,000 for the month of July. Chairman Henault noted that July's fee can be paid through existing budgets, but they need to form a longer term plan. Ms. Glassman suggested that the board receive information on the projected expenses as they move into the appeal phase.

In response to Ms. Fitzpatrick, Mr. Kane stated that they can use any of the three legal fee budget categories for this expenditure. Chairman Henault requested that the BOF be provided with a projection of legal fees for their next meeting and stated that the BOF will take action when necessary.

Mr. Tolisano presented two grant awards which the Town has received for Boy Scout Hall and the Design Guidelines. He stated that the BOS has accepted the grants and the Town needs to provide matching funds. Mr. Kane stated that these funds need to come from RESERVES. Mr. Tolisano stated that the Town will be receiving a $20,000 reimbursement from the State from a previous grant for Boy Scout Hall. He confirmed that the BOS authorized applying for these grants. Ms. Fitzpatrick requested that the BOF be notified when a grant may come forward which requires matching funds from the Town.

Ms. Fitzpatrick moved to authorize matching funds in the amounts of $13,900 and $10,000 from RESERVES for Boy Scout Hall and the Design Guidelines. The motion was seconded by Ms. Glassman.

Chairman Henault noted that the BOF needs to keep in mind their use of RESERVES. Mr. Tolisano stated that no other matching grants have been applied for in the areas of preservation and open space. Ms. Mielert noted that funds are in place for the purchase of open space.

The vote was unanimous. The motion carried.

Chairman Henault requested that the establishment of a Special Revenue Fund for the Design Guidelines grant be addressed at the next BOF meeting.

8. ADJOURNMENT

Ms. Fitzpatrick moved to adjourn the meeting at 7:03 p.m. The motion was seconded by Ms. Glassman and carried unanimously.