Minutes of the Board of Finance meeting held on Tuesday, August 15, 2006 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
Present: Regular Members: Mark Diebolt, Christopher Kerr, Andrew Russell, David Woolley
Alternate Members: Judy Read, Janet Sturges
Timothy C. Griswold, ex-officio
Absent: Regular Members: Wayne Devoe, H. P. Garvin, III
Alternate Members: Adam Burrows
Guests: Bonnie Reemsnyder, Selectwoman
John Forbis, Chairman, Town Hall Expansion Committee
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Mr. Diebolt called the meeting to order at 7:31 p.m. A motion was made by Mr. Russell, seconded by Mr. Woolley and passed unanimously to have Mrs. Sturges vote for Mr. Devoe and Mrs. Read to vote for Mr. Garvin during their absence.
Minutes of July 18, 2006
Minutes of July 18th were reviewed. In the guest list, there is a correction to change Mark Super to Steve Super. Mr. Griswold and Mrs. Johnson need to be moved up to the “present” area and not under “absent” as listed.
There being no further changes noted, a motion was made by Mr. Kerr, seconded by Mr. Russell to approve the minutes as amended. Motion carried.
Chart of Accounts
The Chart of Accounts for the end of the fiscal year was distributed and reviewed. Under the Revenues, the municipal income is up 2.25% and the State is 2.50% unfavorable. The various line items in the Chart of Accounts were highlighted with a detailed explanation of the areas that were over spent.
Board of Finance Meeting August 15, 2006
Carryovers
Mr. Griswold sent out a memo last month to all the spending agencies requesting their carryover items and amounts. The Operating Budget carry over items include Tree Commission funds of $10,700, Land Use – Open Space Committee, various Public Works items such as chip seal, black top, line painting, crack seal and the winter sand and salt. Social Services is carrying over the OL Foundation amount of $5,000 and maintenance on the Septage Transfer Station. The total FY 2006 Operating carryover is $104,700. Under Capital, the General Government included a Map Cabinet for the Town Clerk, file cabinet for the Building department, the Town Hall expansion project and Information Technology made up the $18,200 for FY 2006 General Government. Capital Public Works included DSL/Wireless, Recycling
Bins, and Waste Oil Furnace for a subtotal of $77,500. The Public Safety carryover had Animal Control equipment, landscaping and paving, the Fire Departments floor painting, multi-purpose vehicle and computer terminals that equaled $19,900 of carryovers. The Public Works Roads and Projects included Champion/Chadwick and Lee Drainage, Church Corner engineering and miscellaneous projects for $65,300. Other carryovers for FY2006 are the evaluation and repair of Rogers Lake Dam, Town Hall Improvement Study, Financial Policy Manual, Transmission work for the Fire Department, fee to the Emergency Services Pension Plan, Information Technology, Church Corner engineering and a generator for the Police, all which equaled $116,000. The total carryover to FY 2007 is $401,600. See attachment (to be distributed at Sept. 19th meeting).
The town’s auditor said that with the remaining FY06 unspent amount of $287,563, the town should not carry over more than $250,000. Once the unspent amount is determined and adjustment can be made. The FY2006 carryover amount is exempted because it is already reserved against the surplus. The maximum carryover to FY 2007, excluding the FY06 carryover is $250,000. The operating carryover is $104,700 and Capital carryover is $180,000. It was discussed that if the Public Works recycling bins of $60,000 were excluded, the amount would be $24,400 below the CPA’s recommendation. A discussion on the various styles of recycling bins and related costs took place. Reductions in the 2007 Carryover Operating Budget included $5,000 from Tree Commission and $5,000 from the Public
Works Black Top. For FY2006 Capital Carryovers, it was decided to eliminate on the map cabinet, Building file cabinet and Information Technology as these items may be impacted when remodeling takes place. The Recycling bins were decreased by $5,000 and Animal Control equipment, landscaping and paving was reduced. With in the FY 2006 carryover, there were decreases in the Town Hall Improvement Study and the Police Generator lines. The new total carryover to FY 2007 is $365,100.
A motion was made by Mr. Russell, seconded by Mrs. Sturges to approve $365,100 for a total carryover to the Fiscal Year 2007. Motion carried.
Board of Finance Meeting August 15, 2006
Old Business
Mr. Diebolt stated that the Board of Finance received thank you letters from the Florence Griswold Museum and the Phoebe Griffin Noyes Library.
New Business
Mr. Griswold received the resolution from the town attorney regarding the purchase of 50 Lyme Street. It reads as follows. “Resolve that Town expend the sum of $350,000 for the purchase of the premises know as 50 Lyme Street and an additional sum not to exceed $125,000 for architectural and engineering fees, the cost of demolition of the building on the premises, and for miscellaneous costs associated with the initial phase of the Town Hall expansion Project.”
“Resolved that the Town borrow a sum not to exceed $475,000 with short-term promissory notes to pay the costs described above associated with the initial phase of the Town Hall Expansion Project.”
The Board of Selectmen and the Planning Commission have already approved the acquisition and funding of the project.
Mr. Griswold stated that the RSD18 is looking at six options for the Central office and should be able to make a decision by mid-September.
A motion was made by Mr. Russell, seconded by Mrs. Sturges to recommend to Town Meeting to issue temporary notes of the Town in an amount not to exceed $475,000 to purchase 50 Lyme Street (Speirs property) and to fund architectural and engineering cost and other costs associated with the Town Hall Expansion Project. Mr. Diebolt stated that Mr. Garvin is not present this evening but requested that it be noted that he is in approval of the town hall expansion project and votes favorably for it. Motion carried.
Board of Finance Meeting August 15, 2006
Selectman’s Report
The scale for the landfill transfer station will be delivered after Labor Day and the building is expected to be built over the winter. Change over to a Transfer Station should take place by April or May, 2007.
Rogers Lake weed cutting is being performed and should be completed soon. Assistance in funding from the State has been requested. This expenditure will be included in next years budget.
Mr. Griswold said discussions on changing over of the Cross Lane water supply from a well to the CT Water Company have been continuing. He stated 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 cost of the project will be funded under the Public Works Projects.
Mr. Diebolt stated that the next Board of Finance meeting is scheduled for Tuesday, September 19, 2006 at 7:30 p.m. at the Town Hall. The Special Town Meeting is scheduled for Monday, August 28th at 7:30 p.m. at the Lyme Old Lyme Middle School to vote on the purchase of 50 Lyme Street and other expenses totaling $475,000.
A motion was then made by Mrs. Sturges, seconded by Mr. Russell in and passed unanimously to adjourn the meeting at 9:32 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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