These minutes are for informational purposes only. For official minutes, please contact the Town Clerk's Office.
BOARD OF FINANCE
FEBRUARY 10, 2004
REGULAR MEETING
1. CALL TO ORDER
The Regular Meeting of the Board of Finance was called to order at 6:01 P.M. in the Board of Education Conference Room at the Simsbury Town Hall. The following members were present: Chairman Paul Henault, Peter Askham, Candace Fitzpatrick, Nicholas Mason, Kevin North and Michael Wade. Also present were Zoning Commission Chairman Michael Bradley, Finance Director Kevin Kane, Town Engineer Richard Sawitzke, Director of Community Planning and Development William Voelker, First Selectman Thomas Vincent and other interested parties.
2. APPROVE MINUTES
December 30, 2003 Special Meeting
Ms. Fitzpatrick moved to approve the minutes from the December 30, 2003 Special meeting. The motion was seconded by Mr. North.
Ms. Fitzpatrick noted an error on page 3 of the minutes which needed correction. She had confirmed the error by listening to the audio tape of the meeting.
A vote was taken and passed unanimously approving the minutes as amended.
January 20, 2004 Regular Meeting
Mr. North moved to approve the minutes from the January 20, 2004 Regular meeting. The motion was seconded by Ms. Fitzpatrick and carried unanimously.
3. EXECUTIVE SESSION
Pursuant to Connecticut General Statutes Section 1-200 (6) (D) to discuss selection and purchase of a site by a political subdivision
Ms. Fitzpatrick moved to enter into Executive Session at 6:03 P.M. The motion was seconded by Mr. Mason and carried unanimously.
The meeting room was vacated by all but the Board of Finance members, Mr. Kane and Mr. Vincent.
The Regular meeting reconvened at 6:27 P.M.
4. APPROVAL OF EXPENDITURE FROM "ECONOMIC DEVELOPMENT
INFRASTRUCTURE IMPROVEMENT" FUND
Mr. Henault explained that this item had been on the agenda of the last meeting and that the Board had asked for some additional information. Mr. Voelker handed out the "Application for Infrastructure Support Reimbursement" (Addendum I) pertaining to this item. The attached memo from Assessor David Gardner showed the effect on the Grand List.
Ms. Fitzpatrick moved to approve the expenditure from the Economic Development Infrastructure Improvement fund in the amount of $10,735.68 to Dino Filippopoulos as requested at the last Board of Finance Meeting. The motion was seconded by Mr. Wade.
Mr. Askham revisited the concern brought up at the last BOF meeting about having policies and procedures for using the fund. He asked if it were open ended or if there were a definite type of items that would be reimbursed. Mr. Vincent reviewed and stated that the bonding language included not only sewers but also sidewalks, lighting and types of things like that. He added that an application would be addressed, the business owner would pay for all the stuff and then come back for reimbursement.
Mr. Sawitzke gave some general background and stated that the program is designed to provide reimbursements for infrastructure of a public nature. In other words, if a business owner has to improve a piece of water main, sewer main or roadway, something that has benefit beyond his project, then he can apply for this program.
Mr. North stated that he thinks the documentation provided is very helpful. He added that it would be more appropriate to look at an application at the beginning of a project rather than at the end. Mr. Vincent noted that Holloways at the other end of town has gone through the process of approvals. He asked when the BOF would like business owners to come forward. Mr. North replied, "When it's known." Mr. Vincent remarked that he thinks business owners like dealing with the First Selectman's office one on one for these requests.
Mr. Henault questioned policies and procedures and the sequence of projects for the future. Ms. Fitzpatrick stated that she thinks it would be helpful for the Board to have a guide as to the general scope of what the program hopes to address with growing businesses. She added that if the project depends on reimbursement, the Board needs to see it before the business outlays the cash because once they do that, and then they come to the BOF, it puts the Board in a bad position in terms of business development if they have to say, "This doesn't conform," or "This isn't our understanding."
Mr. Mason asked to better understand how they are using the program to promote new business or what they're doing to let business owners or potential business owners know that the program is there and that they can receive help and reimbursement. He revisited a concern from the last meeting in that this is the first request for use of this fund that has come before the BOF. He stated that he would like to know what the Town is doing to promote the program and to make sure that businesses are using the available funds.
Ms. Fitzpatrick asked to have the "program description" made an Action Item so that they don't lose track of it.
A vote was taken, and the motion carried unanimously.
5. BUDGET TRANSFERS FROM RESERVES
Mr. Henault referred to Mr. Vincent's 2/3/04 memo "Supplemental Appropriation for Zoning Regulations" (Addendum II) and Mr. Bradley's 1/7/04 letter requesting funding for a comprehensive update to the Simsbury Zoning Regulations and Zoning Map (Addendum III).
Mr. Vincent stated that the current zoning regulations have not received a comprehensive review since their original adoption in 1964. He added that the regulatory environment in which the zoning function operates has changed significantly since then. He stated that the Town would be aided significantly with the assistance of an outside consulting professional. He recognized that other communities have performed this process in-house, however he stated that he believes that contracting an outside consultant to work with staff and the zoning commission and community to create this regulation will work to the Town's benefit.
Mr. Bradley stated that he and Mr. Voelker have spent a lot of time over the past years talking about the need for this to happen. He added that the zoning commissioners endorse it unanimously.
Mr. Voelker stated that outside consultants would spend a lot of time in the community and would interact with all the groups in the community, the Chamber of Commerce, Main Street Group, all the Boards and Commissions. They spend a considerable amount of time here in order to develop a framework for proceeding with regulations. He added that their goal is to have the regulations together with the Plan of Development hopefully near the end of the calendar year. He further stated that the Town would get the immediate effect of the benefit of the professional experience that consultants have. It's not just a technical review of the regulations. It becomes a state-of-the-art document, an implementation of the will of the community, a fresh perspective on things. He added that consultants
can essentially broaden the thinking and bring their level of expertise to the benefit of the process. He stated that the framework for the regulations from 1964 is no longer valid. There are a number of things about the regulations that make them functionally obsolete. He asked the Board to consider this as a value-creating expenditure for the community.
Mr. Mason asked if this would change any existing zones. Mr. Bradley answered that there could be some recommendations and added that it would be dovetailed with the Plan of Development. He stressed that when somebody comes into this town, they should be able to pick up the regulations and understand right away what they need to do to comply.
Mr. Askham noted that Cheshire recently updated their own zoning regulations, and it had been mentioned that Granby did also. He asked who hires outside consultants and why. He stated that he is behind the update, but he wants to understand the economics because these are tough times. He asked how Simsbury rationalizes this expenditure when other towns have done it themselves.
Mr. Voelker stated that the amount of expertise that those people bring to us is available for the benefit of the commission. He added that it is very difficult for us to focus that way because that's not what we do here, and we're focused on the day to day operations of this building and the day to day needs of the public as they come in. He added that the consultants have experience dealing with 14 to 15 different communities over the last three years. He reiterated that it's a timing issue also to do it in concert with the completion of the Plan of Development.
Mr. North stated that he endorses this project but that he takes a little bit of exception to the need to do it with an outside consultant. He agreed with Mr. Askham in that these are very dear times. He stated that if the BOF supports this, he would hope that the Town would use every bit of discipline possible to keep as much of the activity in-house and minimize the use of the request for "not to exceed $65,000". Mr. Voelker stated that the Town could produce its own zoning map, and that would be a reduction in cost.
Mr. Mason moved to approve the appropriation requested by the First Selectman for $65,000. The motion was seconded by Mr. Wade and carried unanimously.
6. VETERANS' BENEFITS
Mr. Vincent reviewed the packet of information (Addendum IV) and stated that the BOF did not have to take action at this meeting but that something should be done on it no later than April 1st so that people could take advantage of it by September.
Mr. North stated that at the point they consider adoption, he would like the Finance Director to give the Board the mill rate increase they would have to impose on the taxpayers so that it could be understood in context.
Mr. Henault stated that it would be taken up at the next meeting. Ms. Fitzpatrick noted that this is an optional increase. Mr. Vincent added that it was sent to the BOF from the BOS for consideration and that the BOS had not made a policy decision yet.
7. PROJECT UPDATES
Eno Memorial Hall Air Conditioning
Mr. North gave an update from the last meeting of the Public Building Committee. He stated that this has gotten to become a fairly large project and most definitely will have to be approached in two phases based on the currently anticipated budget. Presuming everything stays on track, they believe that the first phase of the project should be able to be completed and installed for the extreme portion of the next cooling season.
In addition, Mr. North reported that, on the Police Station, all appears on schedule and within budget.
High School Expansion and Renovation
Mr. North reported that the remaining contingency at this point is $800,000. He noted, though, that they have not yet gotten into the renovation portions of the school; it's all new construction. Mr. Henault asked how much of the contingency has been expended already. Mr. Sawitzke stated that he shows $950,000 available, so that means about $700,000 has been spent.
Mr. North mentioned the concern at the last BOF meeting about the proposed changes to the roof design brought forth this late in the project. After extended and painful discussion, it was concluded that, based on the advise of O&G, Fletcher Thompson and O&G would agree on stair tower modifications that wouldn't do anything to mask the rounded roof but would do a better job of integrating the stair towers with the rounded roof. He added that he thinks any modifications at this moment don't appear to involve any cost impact.
Mr. Sawitzke stated that in terms of the overall high school, it's about 18% complete. The work is progressing very well, and overall the project is still on schedule for December, 2005.
Sewer Treatment Plant Expansion and Renovation
Mr. Henault referred to the letter from Earth Tech outlining the DEP procedure for the financing of this project (Addendum V). Mr. Sawitzke stated that the Town has met all of its schedules and that they have just received the closing agreement from the DEP. He added that they expect to bid the project next month and are probably looking at an August start. Then they're looking at a two-year completion date.
8. OTHER BUSINESS
Mr. Henault stated that he has a conflict with the March 16th meeting and wondered if it might be moved to March 10th or March 15th. Mr. North stated that he could not make a meeting on either March 16th nor March 15th. Mr. Henault stated that he would talk to Mr. Vincent (who had left this meeting) about the possibility of changing the date for the BOS budget presentation.
Mr. Henault stated that he would also be unable to make the April 6th Public Hearing and asked the members to consider the possibility of changing it to April 7th.
9. ADJOURNMENT
Mr. North moved to adjourn the meeting at 7:27 P.M. The motion was seconded by Ms. Fitzpatrick and carried unanimously.
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Paul Henault, Chairman Roxanne Farrell, Clerk
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