REGULAR MEETING MINUTES AUGUST 21, 2012 7:00 P.M. Old Saybrook Town Hall First Floor Conference Room 302 Main
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CALL TO ORDER Chairman LaMay called the meeting to order at 7:06 p.m.
BOF Attendant Members Absent Members
David LaMay, Chairman Brad Thorpe
Grant Westerson, V. Chairman
Barry O’Nell
John O’Brien
Tom Stevenson
Derrik Kennedy
In Attendance
Bob Fish, Treasurer
Barry Maynard, Tax Collector
Lisa Carver, Finance Director
Michael Evangelisti, WPCA
Chairman LaMay led the Pledge of Allegiance.
Public Comment: None
Minutes: 8/7/12: 6/19/12; 6/19/12 Addendum:
Chairman LaMay asked for a motion on the minutes.
Motion: To approve the minutes of August 7, 2012 as presented.
Moved: B. O’Nell Second: J. O’Brien
Discussion: None
Approved: 6-0-1 Abstained: 1
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Motion: To approve the minutes of 6/19/12, 2012 as presented.
Moved: G. Westerson Second: J. O’Brien
Discussion: None
Approved: 6-0-1 Abstained: 1
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Motion: To approve the Addendum to 6/19/12 minutes as presented.
Moved: J. O’Brien Second: G. Westerson
Discussion: None
Approved: 6-0-1 Abstained: 1
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WPCA Report: Mr. Evangelisti:
Mr. Evangelisti reported that there are now approximately 65 – 70 Systems in the ground. There are approximately 70 – 100 that are under review and RFP’s will go out by winter. The bid for Oyster River condos came in below regular rates due to design of non-engineered systems. Approximately $4,700 was saved on each system. He reported that contractors are now allowed to bid and design the systems according to the Health Code. He also noted that a bid model is being created to put out to a pool of engineers. This will be a huge savings and will get local people involved as well.
Mr. Evangelisti reported that they have gone ahead with soil testing and Mr. Stevenson noted that he was present as well. He also noted that the truck is a great deal and doing a good job. Mr. Evangelisti told the Board that the WPCA truck is compliant according to Safety Prevention rules and the Clean Water Fund will reimburse them for whatever was put into the truck to make it compliant. The cost of the truck was $33,500 and had 52K miles on it when it was purchased.
Mr. O’Nell commented that a great job was done on his property as well. Mr. O’Brien inquired if there were any issues with topsoil deliveries. Mr. Evangelisti noted that there was one delivery that had glass in it and a new delivery of double-screened topsoil was delivered as soon as the company was notified.
Mr. Evangelisti discussed Small Community Systems for high-density areas, such as beach areas. He then turned it over to Ms. Gratia Lewis to discuss the finance portion of the project.
She explained that the Clean Water Fund had 3 parts: Grant; General Obligation (Town) and Benefit Assessment Loan (WPCA bills for)
Ms. Lewis handed out a “Payments Summary Report” of the budgeted Loan and Grant summaries.
Ms. Lewis went over with the Board the figures as follows:
Loan Summary:
Budgeted: $7,653,125.00 (balance remaining from $10 Million)
Paid out: 1,590,454.12
Prepaid Principal: 0
Total Budget Used: 1,590,454.12 (20.78%)
Budget Available: 6,062,670.88
Grant Summary:
Budgeted: $2,346,875.00
Paid Out: 458,529.20
Budget Available: 1,888,345.80
The Board had several questions for Ms. Lewis and a long discussion ensued regarding “soft costs”, legal, administrative, health, Fuss & O’Neil engineering costs.
Mr. Kennedy inquired of left over monies which Ms. Lewis replied that these monies go back into the project.
Mr. LaMay thanked Mr. Evangelisti and Ms. Lewis.
Board of Education: None
Treasurer’s report: None
Finance Director Report:
Ms. Carver reported that the 2011 Annual Town Report booklets were in the town hall. She handed some out to the Board. She also handed out a copy of the memorandum that will go to all town hall employees regarding Vital Statistics Form. This will manage the files and data on employees more efficiently. Ms. Carver will keep these records.
She noted that the manual she emailed to the Board with regard to Policies and Procedures of Boards of Finance was somewhat outdated but some of it was not. Ms. Carver noted that Selectman Fortuna will bring this before the Charter Revision Committee and she will continue to look at it as well.
Ms. Carver reported that she and Mr. Fortuna met with CIRMA regarding town insurance policy. She noted that they were looking at raising the deductible to save money on premiums. Also, they had a national expert look at the town dock, which repairs were already being addressed and in the permitting process with DEEP.
Ms. Carver reported that she is working on a budget format so that a workshop can be scheduled in September.
Ms. Carver told the Board that she would be attending a Government Accounting Class at Tunxis Community College.
She then discussed the Capital Asset Policy she had emailed to the Board previously. She went over the “Talking Points” of the policy with the Board and a discussion ensued regarding annual inventory of personal property; purchase orders and putting controls into place, departments having a petty cash drawer, disposal of equipment, group purchasing. Ms. Carver will continue to work on the policy. She informed the Board that she is working on a fund balance policy and will have information for the Board at the next meeting.
Selectman’s Report: None
Comments from the Chair: None
Please note that a recording of this meeting is on disc. You may request a copy from the Town Clerk.
Motion: To adjourn at 8:43 p.m.
Moved: D. Kennedy Second: G. Westerson
Discussion: None
Approved: 6-0-0
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Respectfully Submitted,
Gerri Lewis, Clerk
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