Old Lyme Flood & Erosion Control Board
Meeting Minutes
July 20, 2009
The meeting was called to order at 5:00 PM by Chairman Steve Ross.
Present: Steve Ross, Gary Smith, Todd Machnik, Dave Roberge – Ex-Officio Member
Absent: Bob Chapman, Tim Griswold - Ex-Officio Member
Guests: List attached
1. Correspondence
Steve received a budget worksheet from the Board of Finance with an estimated budget for the FEC board. He had no problem with the estimate and was informed that the board can apply for up to twenty thousand dollars as a special appropriation if the need were to arise.
Steve read an e-mail that was forwarded to him by the Selectmen's office from Donna Brown and Carol Nichols, NRBA, voicing a complaint about vegetation removal at Miami Beach. The board agreed that this is a matter for the selectmen's office – not the FEC board.
Steve also reported that he received an e-mail from Paul Capotosto (CT DEP) stating that the permit application to the state of CT is close to being completed for work to be done on Mile Creek. Paul is waiting on letters of permission from property owners Jane Marsh and Phil and Nancy Stark.
2. Approval of June 15, 2009 meeting minutes
Todd Machnik moved, Gary Smith seconded, to approve the June 2009 minutes. The motion was unanimously approved.
3. Old Business
Sheffield Brook – Draft Request for Proposal (RFP)
Gary Smith stated that the sub-committee met every Monday since the last meeting of FEC Board in June. A draft is completed and was given to the board for review. An e-mail was sent to the board from Paul Graml, OLS, stating, "First I would like to thank Gary and the other members of the subcommittee that worked on the "Sheffield Brook RFP". They were all great to work with. I would like this e-mail to serve as formal approval by the Old Lyme Shores Beach Association Board of Governors of the "Sheffield Brook RFP" version dated July 14, 2009 and attached below. We would ask that the Flood and Erosion Control Board adopt this RFP and release after proper legal approval by the Town of Old Lyme." Dimitri Tolchinsky, OCB, gave a
verbal approval of the RFP, and inquired as to whether the FEC board had received a formal approval from Doug Whalen, OCB. Steve Ross said that he had not received anything as of yet. Dimitri will request this from Doug before the draft can be sent to the town's attorney for review. Gary Smith recommended that we ask for proposals to be submitted within 30 days from the date that we distribute the RFP.
Dave Roberge asked Gary Smith for clarification on several items in the RFP. Discussion followed and no changes were made. Steve thanked the members of the sub-committee for such a terrific effort and felt that the RFP was well thought out and very clear.
Gary Smith made a motion to approve the RFP as drafted, and that it be sent to town attorney for review upon written approval from OCB. Todd Machnik seconded, all in favor. Motion passed.
Steve asked the board if we need to advertise the RFP to all interested engineering firms. Gary Smith felt that once the town attorney approved it, that the RFP should be handed off to our selectmen and they will take it from that point.
Dave Wheeler, OLS, inquired if Steve would send out status updates as things progress. Steve stated that he will coordinate with selectmen, FEC board members and beach association reps, and as soon as he had any information, he would pass it along to all above-mentioned. Steve is hoping that the FEC board will not have an August meeting, but it was agreed by the board that we will meet if needed to get the RFP finalized.
4. New Business
Steve Ross reported that FEC board member Thomas Penfield has resigned. The board needs to find someone to fill his position and asked board members to be on the lookout. Alternates will not be appointed until January 2010.
5. Our next meeting will be on September 21, 2009 at 5:00 PM, town hall, second floor meeting room.
6. Adjournment
Gary Smith moved, Todd Machnik seconded, to adjourn the meeting at 6:10 PM.
Respectfully Submitted,
Mary Ellen Garbarino
Clerk
Old Lyme Flood & Erosion Control Board
Guests Association
Steve Andrejewski WMC Engineering, Newington
David E. Wheeler OLS, 65 Sea Spray Road, Owner
M.K. Howley OLS, 60 Sea Spray Road, Owner
Dimitri Tolchinski OCB
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