Minutes of the Board of Finance meeting held on Tuesday, March 28, 2006 at 7:00 p.m. at the Old Lyme Memorial Town Hall.
Present: Regular Members: Mark Diebolt, H.P. Garvin, III, Christopher Kerr,
Andrew Russell, David Woolley
Alternate Members: Adam Burrows, Judy Read, Janet Sturges
Absent: Regular Members: Wayne Devoe
Alternate Members:
Timothy C. Griswold, ex-officio, Doris C. Johnson, Finance Administrator
Guests: Bonnie Reemsnyder, Selectwoman
Skip Sibley, Selectman
Ray Zelek, Zelek Electric
Jennifer Hillhouse,
______________________________________________________________
Mr. Diebolt called the meeting to order at 7:02 p.m. and stated that Mr. Woolley is going to be late and Mr. Devoe cannot make this evenings meeting. Therefore, a motion was made by Mr. Russell, seconded by Mr. Garvin and passed unanimously to have Mrs. Sturges vote for Mr. Devoe in his absence. Motion carried.
Generator Discussion
Mr. Griswold stated that there has been an ongoing discussion regarding the installation of a generator at the Senior Center. Mr. Griswold introduced Mr. Zelek who detailed the history of the Towns generators, where they are located and their age. He stated that the life expectancy of a generator is about 20 years with proper maintenance. The Town has several old generators that need replacing or swapping out. The Boughton Road generator will be transferred to Town Hall and Cross Lane is requesting an upgrade to a 50 KV to replace the existing 30 KV generator. Mr. Zelek highlighted how the Town should swap older generators out and have the donated generator installed at the Senior Center. He explained that Ron Rose stated that the Senior Center could be used for an emergency site, to store
medicines, pump water, etc. He respectfully requested that the Board of Finance consider the expense of swapping and installing under the Capital Expenditure.
Jen Hillhouse from the Conservation Commission and Open Space Committee spoke on what an asset open space is for the town and the importance of proper trail maintenance. The Open Space Committee is requesting two salary additions to their budget this year; a manager ($2,500) and clerk ($350). She said the amount requested for the manager is small in comparison to the potential liability if someone were to be injured on a property.
Board of Finance Meeting March 28, 2006
Suspense List
Mr. Diebolt stated that the suspense list was distributed last week and reviewed.
A motion was made by Mr. Garvin, seconded by Mr. Russell and passed unanimously to accept the Suspense List as presented.
58 Capital Expenditures
Mr. Griswold distributed the Five Year Capital and Nonrecurring Budget items, which includes the FY2007 request and the four-year projections through 2011. He explained that the Emergency Management purchases are 100% funded through State grants. The reconstruction of Hartford Avenue will be funded through the Sound View parking lot account. He highlighted that several items on the spreadsheet that could be deferred. One option that the Fire Department could utilize is a company in Cromwell call First Line Emergency Services, Inc. The company takes older fire apparatus and totally refurbishes and repairs them. There was a discussion on the need of the generators under the Fire Department. After discussion, it was decided to decrease the generator line down to $12,000, which will
pay for the transfer switch gear for the 80 KV generator. Several items were deleted under the Fire Department. Items include the exhaust systems, the fire boat and the first installment for the quint apparatus.
Mr. Burrows wanted it noted that the Board of Finance recommends that in the event of a heath related outbreak, the town will use the Regional School District #18 buildings for emergency shelters for water and residents and requests the town leaders make the recommendation to the town.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr and passed unanimously to approve $910,600 for the Capital Expenditures.
51 Senior Citizens
51-580-514 Estuary Transit District
Mr. Griswold explained that the Estuary Council of Seniors has been in regular communications with the Estuary Transit District in regards to how the seniors who need door-to-door transportation, will be served. Effective 1 January 2006, ETD took over the dial-a-ride and other public transportation for the Estuary Council. ETD stated that it does provide door-to-door service with any of its vehicles. The Estuary Council of Seniors, Inc, will retain a bus for special trips and will use EMOTS drivers. It should be noted that dial-a-ride is only available two days a week for Old Lyme residents. Elderly Medical Outreach Transportation – EMOTS, takes seniors to out of area medical appointments. Old Lyme is asked to pay $3,000 for this service. The ETD is working with the Southeast area
transit to include occasional trips in the New London area.
Board of Finance Meeting March 28, 2006
A motion was made by Mr. Garvin seconded by Mr. Kerr and passed unanimously to approve $5,700 for the Estuary Transit District.
51-580-537-001 Estuary Nutrition Site and 51-580-537-003 EMOT (Medical Transportation)
The primary service consists of providing 10-15 meals served daily at the Senior Center, and about 15 meals on wheels clients within the Town. In addition, the Estuary provides preventive health program, recreation, exercise/therapy and other services to Old Lyme Seniors. The Board of Finance recommended exploring the school’s catering service for the senior center and meal on wheels.
A motion was made by Mr. Kerr, seconded by Mr. Garvin and passed unanimously to approve $30,000 for the Estuary Nutrition Site and Medical Transportation.
51-580-537-002 Lymewood
A motion was made by Mr. Kerr seconded by Mrs. Sturges and passed unanimously to approve $3,000.
43 Public Works
43-344 Vendor Services
At a previous meeting, Mr. Roach explained that this category covers the various jobs that the public work employees don’t perform and that are contracted out. He outlined the various line items associated with this category, including beach clean up by an outside contractor. Mr. Griswold highlighted the proposal submitted by H. S. Plaut Environmental Company for beach cleaning. The contract includes all labor, equipment and materials to maintain and clean Sound View Beach and the town beach at White Sand. It begins in May with removal of winter debris, redistribution of sand on the beach as well as grooming and sifting the beach for season opening. During the peak beach season and through September, the beach and garbage will be cleaned up two to three times a week and the beach will
be sifted once a week. The cost of this service would be $6,300. Public Works will still be responsible for the garbage barrels at the end of Sound View and White Sands Beach.
A motion was made by Mr. Russell, seconded by Mr. Garvin and passed unanimously to approve $88,950 for vendor services.
Board of Finance Meeting March 28, 2006
45 Other Public Safety
45-400 Valley Shore Communications
Letter that came in dated 3/14/06 from Valley Shore Emergency Communications, Inc. (VSECI) which recently approved an operating budget of $1,069,313.44 for fiscal year 2006-7. This represents a 5.30% increase in spending from fiscal year 2005-6. VSECI was recently advised that their funding for next year would be $307,544.52. Based on projections following a modification to the State funding formula, VSECI was expecting a substantial increase. However, since this increase has not been realized so they need assistance of the member towns. The letter explained that VSECI had proposed and executed a plan with the town during years of high cellular related funding in order to set aside funds to mitigate the result of anticipated cell call reductions. Last year the shortfall was $154,825 and
the VSECI set-aside funds were nearly exhausted. The amount was absorbed with VSECI contributing the remaining set aside funds of $100,000 and the towns offset the remaining $54,825. Consequently, based on Old Lyme calls, population and the Grand List the fee will increase to $99,540.18. Mr. Woolley attended a meeting at Valley Shore on March 6th and went on a tour of their facility, which highlighted the new equipment that they are using. He felt that the equipment is up-to-date and will discuss the details next week. It was decided to pass until proper documents are available. There was discussion with having Old Lyme couple up with Old Saybrook in the future. Mrs. Reemsnyder stated that Deep River is presently negotiating with Old Saybrook because of the substantial and steady increases annually.
A motion was made by Mr. Woolley, seconded by Mr. Garvin and passed unanimously to approve $99,000.
Salary Spreadsheet
Mr. Griswold detailed the Salary Spreadsheet highlighting the various changes. Mr. Swords made a recommendation to change the step level from N4-7 to an N5-5 for the Tax Collector Assistant position due to extra job responsibilities that she is be performing related to information technology. The next change concerns Land Use and it was decided to remove the open space manager and the open space clerk. The chairperson of open space, stated that the Public Works crew should be responsible to maintain trails and clean the open space parcels. Ambulance wanted to increase the part-time hours from 5,200 hours to 6,240. This increase would provide two 12 hour shift Monday through Friday versus one 8 hour and one 12 hour shift. The next recommendation was to delete the Fire Department part-time
clerk position and investigate the use of an auxiliary member or a volunteer. Ms. Read stated that she was asked to investigate how much the Health Director in Old Saybrook position pays and she reported he is paid $7,000 per year.
A motion was made by Mrs. Sturges, seconded by Mr. Russell and passed unanimously to approve $2,047,789 for the salary wage spreadsheet.
Board of Finance Meeting March 28, 2006
45-410 Old Lyme Volunteer Ambulance
A new 2006 ambulance has been ordered and it should arrive within the next two weeks. The older ambulance was purchased in 1999.
There was discussion on full-time and part-time employees and related salaries. It was decided that because the full-time employee has been out on disability and the coverage has been good using the Ambulance line item of $89,719 is included in the salary approval.
47 Fire Services
47- 470 Old Lyme Fire Department
Replacement of the 26 year-old generator at the Cross Lane Fire Station is planned during FY2007. Exaust removal systems to capture and remove diesel exhaust from the apparatus floors at the Lyme Street and Cross Lane Stations, which is an OSHA requirement and a NFPA standard are also requested. The last of three installments of $100,000 is for the replacement of Hose Tender (pumper engine #1) is requested. This engine is the primary unit in the department’s water supply operations. Replacement of Engine #38-4, the 1989 Ford Pierce, attack apparatus with a 1250 gpm pump and a 1000-gallon water tank with an aerial ladder will start being funded in FY07. This apparatus serves as a second out engine for calls in any part of town. The expected service life of a commercial chassis
vehicle such as Engine #38-4 is twenty years (2009). The Fire Department pointed out that Old Lyme has significant water exposure with Long Island Sound and the Connecticut River and that a fire boat is needed.
Mr. Garvin said that he spoke with professional firemen from Hartford regarding various items on the Fire Department’s budget. He was told that OSHA told them (Hartford Fire Department) that the exhause fans are not OSHA required. A discussion ensued about which items were necessary for firemen safety and their priority. Since the budget has been substantially increasing annually, it was suggested that a professional service come in to investigate the Fire Department budget.
Mr. Griswold highlighted the operating budget line items. The Board decided to delete the clerk position and decrease the electricity and heat lines. The firefighting expense items equaled $49,490 and firefighting equipment is $57,905. There was a discussion on the building maintenance and cleaning expenses for Lyme Street and Boughton Road. The two cold water emerging suits were decreased from $1,360 to $600.
Board of Finance Meeting March 28, 2006
The Capital Budget of $419,000 was reviewed. Capital requests include the purchase self-contained breath apparatus (SCBA) air bottles (cylinders), which is based on need to replace SCBA air bottles, which have reached the end of their 15-year lifecycle. OSHA regulations state it is a violation to refill and use air bottles beyond their 15-year lifespan. Also under Capital is funding the painting of the exteriors and interiors of the three fire stations. This is an on-going activity needed in order to preserve the structures as well as to maintain attractive and well maintained buildings.
After discussion, a motion was made by Mrs. Sturges, seconded by Mr. Woolley and passed unanimously to approve $155,545 for the Fire Department’s operating budget. Mr. Kerr recused himself from voting.
47-475 Fire Protection Charge
The fire protection charge which are paid by the town to Connecticut Water Company, are for underground pipe and hydrants in Town streets and State roads. The charge does not apply to pipe and hydrants in the private beach areas.
A motion was made by Mr. Kerr, seconded by Mr. Russell and passed unanimously to approve $16,100
47-480 Fire Marshal
Mr. Griswold discussed the budget prepared by Mr. Roberge, the Fire Marshal. There is an increase in Office Supplies and uniforms and dues and a decrease in postage with increased utilization of e-mail for communication.
A motion was made by Mr. Russell, seconded by Mr. Kerr and passed unanimously to approve $54,274.
47-490 Emergency Services Payments
This line item funds the Town’s contribution to the Pension Plan for the volunteer members of the OLFD and the South End Volunteer Ambulance Association. The Town’s contributions are placed into the Town’s Emergency Service 401A Employee Retirement plan which is managed by Smith Barney. The purpose of the Incentive Plan is to attract new to and encourage existing members of the OLFD and the South End Volunteer Ambulance Association to remain members of their respective organizations. Long-term membership is quite valuable in terms of maintaining a highly trained core of emergency service personnel. Long-term membership also has the benefit of reducing the costs associated with equipping and training new members.
Board of Finance Meeting March 28, 2006
Mr. Griswold stated that Kissel, Kneale & Tobin, Inc., of Madison performs the annual administrative work associated with the Plan.
The service would include confirming eligibility for and allocation of annual Town contribution, maintain annual statement of accounts, prepare annual benefit statement and maintain vested benefit records.
The Board decided to keep the FY2007 pension contribution the same as FY 2006 at $621 per eligible volunteer. A total of 60 volunteers is assumed. In addition, expenses of $2,600 are expected, but there is $1,800 in carryover that can be used to offset this. A motion was made by Mr. Garvin, seconded by Mrs. Sturges and passed unanimously to approve $38,000. Mr. Kerr recused himself from voting.
53-660 Sanitation
Mr. Griswold stated that Mr. Yuknat summarized his operating expenses noting that the budget has increased by 4% from last year for residential solid waste pick up at curbside which is transported from Old Lyme to the CRRA Transfer Station in Essex. Fuel expenses increased significantly this past year. Taxes and insurance decreased due to the age of vehicles, however, maintenance has been steadily increasing for the same reason. Mr. Griswold stated that two trucks are necessary daily to perform rubbish removal.
A motion was made by Mrs. Sturges seconded by Mr. Garvin and passed unanimously to approve $314,200
Mr. Griswold stated that the Connecticut Resources Recovery Authority (CRRA) agreed to reduce tipping fee from $70 to $69 per ton for municipal solid waste (MSW). Old Lyme generate 3,916 tons annually.
A motion was made by Mrs. Sturges, seconded by Mr. Russell and passed unanimously to approve $ 270,200 for Sanitation CRRA MSW/Tipping Fees.
53-675 Hazardous Waste Facility
Old Lyme and eight other surrounding towns participate in the Household Hazardous Waste facility located in Essex. Last year was the first full year of operation and each “household” was charged $37 per drop. The amount requested covers the operation of the Essex facility and the cost of Old Lyme residents who use the service. There are 16 collection days from April to October available to residents from any of the participating towns, including three satellite collections in Clinton, Killingworth and Lyme.
A motion was made by Mr. Kerr, seconded by Mr. Garvin and passed unanimously to approve $17,600 for Household Hazardous Waste Facility.
Board of Finance Meeting March 28, 2006
53-690 Septage Disposal
This represents 1,400,000 gallons of resident septic pumpouts at .11 per gallon. Mr. Griswold stated the one-cent increase is due to fuel costs (transportation) and a tipping increase in Hartford. In addition, $5,000 is budgeted for maintenance of the facility.
A motion was made Mr. Woolley, seconded by Mrs. Sturges and passed unanimously to approve $177,800
41 General Government
41-140 Town Hall Expenses
Mr. Russell highlighted the Town Hall expenses stating increases in electric, heat, business machines, cleaning, computer consulting, Info Technology and Code Book License/Maintenance. There was a discussion on the Town Hall water supply and the necessary of a water cooler. It was decided to have the water tested before taking the coolers away.
Information Technology expenses, including the SBC aerial photo charge. The SBC aerial photos will be done in 2007 and will be billed in Sept. 2007. Therefore, the $2,800 charge can be moved and will be a reacurring fee every three years.
A motion was made Mr. Russell, seconded by Mr. Kerr and passed unanimously to approve $96,035
Mr. Diebolt stated that the next Board of Finance meeting is scheduled for Tuesday, April 4, 2006 at 7:00 p.m. at the Old Lyme Memorial Town Hall. Contingency and a general wrap up of unfinished business will be discussed.
A motion was then made by Mr. Kerr, seconded by Mr. Russell and passed unanimously to adjourn the meeting at 9:57 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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