Minutes of the Board of Finance meeting held on Tuesday, July 18, 2006 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
Present: Regular Members: Wayne Devoe, Mark Diebolt, H.P. Garvin, III,
Christopher Kerr, Andrew Russell, David Woolley
Alternate Members: Adam Burrows, Janet Sturges
Absent: Regular Members:
Alternate Members: Judy Read
Timothy C. Griswold, ex-officio, Doris Johnson, Finance Administrator
Guests: Bonnie Reemsnyder, Selectwoman
Dave Jewett, Chief, Old Lyme Fire Department
Bob Pierson, President, Old Lyme Fire Department
Harry Smith, Purchasing Agent, Old Lyme Fire Department
Brian Dow, Old Lyme Fire Department
Mark Super, Old Lyme Fire Department
John Forbis, Chairman, Town Hall Expansion Committee
Frank Olivera, Resident
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Mr. Diebolt called the meeting to order at 7:34 p.m.
Minutes of June 20, 2006
Minutes of June 20th were reviewed.
There being no changes noted, a motion was made by Mr. Russell, seconded by Mr. Kerr and passed unanimously to approve the minutes as written. Motion carried.
New Business
Old Lyme Fire Department Request to Purchase Hose Tender: Chief Jewett detailed the repairs that have already been performed to the existing hose tender truck. He stated that the OLFD truck committee requests that Department be allowed to order the new hose tender that is in the FY06/07 budget. The Committee developed a specification list and is prepared to order the truck. Mr. Griswold stated that the Board of Selectmen voted to recommend ordering the truck.
A motion was made by Mr. Garvin, seconded by Mr. Woolley and passed unanimously to proceed with putting the truck purchase out to bid.
Board of Finance Meeting July 18, 2006
Cross Lane Firehouse Water Supply: Mr. Griswold discussed the change over of the Cross Lane water supply from a well to the CT Water Company. He explained that Public Works would dig the trench for two lines to be brought in, one for domestic water and one to fill the tanker trucks (at no charge). The changeover amount will be funded under the Public Works Projects.
Town Hall Expansion Committee Funding Request: Mr. Griswold stated that the Town Hall Expansion Committee had selected Paul Bailey who has completed three fine buildings in town, including Christ the King Church. At the request of the Committee, Paul came up with a practical concept that added Regional School District #18’s central offices to the Town Hall. The District’s offices need approximately 3,100 sq. ft. of office space. The areas of a break room, conference rooms or bathrooms, etc., would be shared with the Town Hall. The plans include a second floor added to existing north wing to accommodate the central offices and the addition of south wing for a large meeting room with a separate entrance. By using the Speirs property to the south of the existing Town Hall,
parking will increase to approximately 38 spaces with two conveniently located handicap parking spaces. The basement level will house a break room, large bathrooms, the offices of Parks and Recreation and Probate, as well as additional storage of archive files and the building’s mechanical systems.
Mr. Griswold stated that the Finance Board has previously approved $8,000 for the eight-month option on the Speirs Property and has also appropriated $10,000 to proceed with the needs analysis, survey and soil studies and Town Forum postcards. The Board of Selectmen recommended the additional appropriation of $19,600, which would include the Architect’s schematic design work on the combination of town and school’s offices. Mr. Griswold stated that the Board of Selectmen had also approved $9,500 from the town’s carryover and operating budget for the cost estimator, the rendering of the Town Hall proposal and newspaper notices, etc. Further appropriations (over $20,000) would be discussed at the Special Town Meeting scheduled for Monday, August 14th. The funds in the
amount of approximately $433,600 would include $350,000 for the Speirs property, less option payments, the Speirs house demolition and asbestos removal and feasibility studies and the completion of schematic design (Paul Bailey and consulting engineering).
A motion was made by Mr. Devoe, seconded by Mr. Woolley and passed unanimously to approve $19,600 to be placed in the Capital-Administrative budget.
Board of Finance Meeting July 18, 2006
Chart of Accounts
The Chart of Accounts was reviewed and discussed. Mr. Griswold stated that the invoice for the Resident State Troopers was received and was charged at a higher rate. Unfortunately the rate is a non-negotiable amount.
Mr. Burrows made a suggestion that a one-page summary be pulled out of the individual accounts rather than the detailed line items. Mr. Burrows believes that the program presently used can perform this function.
Carryovers
Mr. Griswold sent out a memo to all the spending agencies requesting a compilation of their carryover items and amounts. Several carry over requests has already been received and will be made available at the next meeting.
Old Business
Mr. Griswold stated that the White Sand bathhouse has received minor repairs and he will be speaking with the White Sand Beach Association about building a new bathhouse on White Sand property.
New Business
Specialist Assignments: At last month’s meeting Mr. Woolley stated that various Spending Agencies did not have all their information in on a timely basis during the budget process. He felt that the assignments should be rotated amongst the board members so new thoughts and ideas can be put forward. Mr. Diebolt said that work on the upcoming budget should begin earlier than it has in the past and distributed a schedule for the 2007 budget season. Changes to the specialist assignments were discussed and a preliminary schedule of meetings and specialists is attached.
Board of Finance Meeting July 18, 2006
Selectman’s Report
Mr. Griswold said that the State of CT has a new law which charges a $10 surcharge on certain state issued motor vehicle tickets. A separate bank account could be established to receive the extra $10.
Mr. Griswold stated that there are a few residents interested in purchasing small parcels of town land adjacent to their own properties. There will be discussion about whether the town should hold onto these small parcels or to sell them to the adjacent land-owners.
Mr. Diebolt stated that the next Board of Finance meeting is scheduled for Tuesday, August 15, 2006 at 7:30 p.m. at the Town Hall. The Town Forum is scheduled for Wednesday, July 26th at 7:30 p.m. at the Lyme Old Lyme Middle School with the presentation of the Town Hall Expansion.
A motion was then made by Mr. Kerr, seconded by Mr. Russell in and passed unanimously to adjourn the meeting at 9:12 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
Attachment follows:
TOWN OF OLD LYME
BOARD OF FINANCE
SCHEDULE OF REGULAR 2007 MEETINGS
All meetings will be held at Memorial Town Hall, Town of Old Lyme, CT at 7:30PM, unless otherwise noted.
Tuesday Jan. 16 @ 7:30 PM Budget Review
Monday Jan. 22 @ 7:30 PM Annual Town Meeting – Middle School Auditorium
Wednesday Feb. @ PM Regional School District #18 Bd. Of Ed to meet with
the two towns Boards of Selectmen & Finance for budget planning – Middle School Cafeteria
Tuesday Feb. 20 @ 7: 00 PM 01-46 Social Services Sturges/Read 01-51 Senior Citizens Woolley/Burrows
01-52 Other Associations Sturges/Read
Tuesday Feb. 27 @ 7:00 PM 01-47 Fire Services Woolley/Garvin/Russell
01-45 Other Public Safety Burrows/Garvin
01-43 Public Works Devoe/Kerr
01-53 Sanitation Devoe/Kerr
Tuesday Mar. 06 @ 7:00 PM 01-48 Police Services Woolley/Garvin
01-54 Chartered Association Burrows
Tuesday Mar. 13 @ 7:00 PM 01-42 Boards and Commissions Kerr/Devoe
01-44 Park and Recreation Kerr/Devoe
01-49 Health Services Read/Sturges
Thursday Mar. @ PM Board of Education Budget Meeting to the
Town Boards of Finance and Selectmen -
Middle School Cafeteria
Tuesday Mar. 21 @ 7:00 PM 01-41 General Government Russell
Salaries
Revenues Diebolt
01-50 Revaluation Diebolt
01-55 Interest on Debt Diebolt
01-56 Redemption on Debt Diebolt
Tuesday Mar. 27 @ 7:00 PM 01-58 Capital Expenditures
Diebolt/Garvin/Woolley/Russell
Wrap-up Diebolt
Board of Finance 2007 Meeting Schedule Page 2.
Tuesday Apr. 03 @ 7:00 PM Contingency
Monday (?) Apr. 09 @ 7:30 PM District #18 Budget Public Hearing
Middle School Auditorium
Monday Apr. 23 @ 7:30 PM Board of Finance Budget Public Hearing
Middle School Auditorium
Monday (?) May 07 @ 7:30 PM District #18 FY2007-2008 Budget Meeting
Middle School Auditorium
Monday May 21 @ 7:30 PM Following the Annual Town Budget Meeting
Middle School Auditorium (3rd Monday in May)
Tuesday June 19 @ 7:30 PM
Tuesday July 17 “
Tuesday Aug. 14 “
Tuesday Sept. 18
Tuesday Oct. 16 “
Tuesday Nov. 20 “
Tuesday Dec. 18 “
Compensation Committee: Diebolt/Devoe/Woolley
District #18 Budget BOF Rep: Sturges/Read
NOTE: Annual Town Meeting will be held on Monday, January 28, 2008 at 7:30 PM
at the Middle School Auditorium (4th Monday).
Revised: July 21, 2006
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