Minutes of the Board of Finance meeting held on Tuesday, September 19, 2006 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
Present: Regular Members: Mark Diebolt, Wayne Devoe, H. P. Garvin, III, Christopher Kerr, Andrew Russell, David Woolley
Alternate Members: Adam Burrows, Judy Read, Janet Sturges
Timothy C. Griswold, ex-officio
Absent: Regular Members:
Alternate Members:
Guests: Diana Atwood Johnson, Chairman, Open Space Committee
George James, Open Space Committee
Ted Crosby, Open Space Committee
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Mr. Diebolt called the meeting to order at 7:31 p.m.
Minutes of August 15, 2006
Minutes of August 15th were reviewed.
There being no changes noted, a motion was made by Mr. Kerr, seconded by Mr. Russell to approve the minutes as written. Motion carried.
Chart of Accounts
The Chart of Accounts for the end of the fiscal year was distributed and reviewed. Since it is the beginning of the fiscal year, the expenditures are on course for a second month.
Old Business
Budget Specialists: Mr. Diebolt said that he would like the budget specialists to start contacting key individuals within their areas and discuss their upcoming budgets. Board of Finance specialists suggested that they receive copies of the paperwork sent to the individual agencies. The four larger budgets are the Police, Fire and Public Works Departments as well as the PGN Library.
Board of Finance Meeting September 19, 2006
Mr. Burrows requested a summary budget with previous, present and future budget numbers be listed. Mr. Griswold stated that the Fire Department submits a large book that summarizes down to the ten sub-areas that correspond with the Chart of Account sub-areas with back up data. Mr. Griswold said that the specialists for the four larger budgets can evaluate whether the Town budget line items are the appropriate ones or whether changes should be made.
Ruth Roach Salary Adjustment: Mr. Griswold stated that during the last year Ruth Roach has been taking on more responsibilities in the computer technology area. A recommendation was made by Mr. Swords, the Town’s compensation consultant, to increase her pay grade from an N4-6 to an N5-5. During an Executive session, the Board of Selectmen approved expanding Mrs. Roach’s job description to include computer staff support and increase her pay grade to N5-7. Mr. Garvin requested that a written recommendation from Mr. Swords to increase her job responsibilities and her pay scale. The recommendation should come from our outside personnel consultant and not from the Board of Selectmen.
New Business
Mr. Griswold stated that negotiations have been continuing for two years on the Griswold/Whitley Open Space purchase. Should the Board of Finance approve the recommendation of this purchase, it would need to go before Town Meeting tentatively scheduled for Monday, October 16th at the LOL Middle School Auditorium at 7:30 pm.
Ms. Atwood Johnson explained that the Town has the opportunity to purchase approximately 40 acres for a total purchase price of $830,000. Parcel #1 is 12 acres on the east side of Buttonball Road and parcel #2 is 28 acres on the north side of Route 156. The Black Hall Club will contribute one half of the money or $415,000. The Old Lyme Conservation Trust will make a gift of $10,000 to the Town to assist with the purchase of property. The Town agrees to permanently protect the two properties as Open Space and shall maintain the property permanently in its natural state, with the exception of nature trails. One stipulation from the Black Hall Club is that any trails would have to be pre-approved by the Club and not be located within 100 feet of any boundary line of the Club.
These two properties meet many of the criteria established by the Open Space Committee as important goals for the acquisition of Open Space. The properties would be highly desirable on the open market with significant road frontage and the potential of nine building lots. The acquisition of these two parcels will protect fragile natural areas, including wetlands as permanent open space, as called for in the 2000 Town Plan of Conservation and Development. The two properties have extensive wetlands, including an acre sized vernal pool. The Open Space Plan also calls for the protection and preservation of wetlands, streams, vernal pools, water recharge areas, and aquifers.
Board of Finance Meeting September 19, 2006
The Town Plan also calls for the Open Space Committee to seek open space that complements existing open space areas, provides for linkages of larger tracts, creates greenbelts, and helps to define individual neighborhoods. The two properties are adjacent to 159 acres owned by the Black Hall Club. To the north of the golf course is the 107acre Bartholomew property, previously gifted to the Town as Open Space.
As one drives along Shore Road, there is currently almost no development from the bridge over the Black Hall River until one comes to Cherrystones Restaurant. The Town Plan considers the preservation of the rural character of Old Lyme to be of prime importance. This would be an especially significant addition to our Open Space, as much of the property is along the main thoroughfare into the southeastern part of town and the heart of our beach community.
A motion was made by Mr. Woolley, seconded by Mr. Devoe to recommend to Town Meeting approval of Open Space purchase in the amount of to appropriate from the Open Space fund $405,000 over three year payout and contingent upon participation from the Black Hall Club. Mr. Devoe stated that although $375,536 is available in the Open Space Account, this transaction would significantly reduce the account balance for future purchases.
Selectman’s Report
Town Hall Expansion: The Special Town Meeting approved $475,000 to purchase the Speirs property and to fund future costs associated with the project. A Phase 1 environmental study will be necessary to evaluate the presence of pollution or other unknown problems. The Phase 1 will be performed before closing on the property. A STEAP grant cannot be used to improve municipal buildings and funding for municipal parking would have a low priority. The Town is applying for a Small Cities grant and a Culture and Tourism grant.
The invoice from Aquatic Control Technology for $17,400 has been received. It covers the 2006 aquatic weed harvesting at Rogers Lake for the period of Aug. 8th – August 17, 2006. The first 10 acres cost $11,500 and the second 10 acres cost $8,400. The Towns of Lyme and Old Lyme will split the expense. The 20 acres has been completed and hauled away.
Landfill closure: The well is in and a road has been roughed out. The scale will be delivered and the footings for the building are in place. Conversion from the landfill to a Transfer Station should take place by April or May, 2007.
Board of Finance Meeting September 19, 2006
Marine Patrol Boat: The Harbor Management Commission made the recommendation to sell the Old Lyme Marine Patrol boat. The boat is in need of considerable upgrading in the electrical wiring area and is inadequate for the Fire or Police Dept. The Harbor Management Commission recommended that each department explore obtaining its own boat through grant applications. The Harbor Management Commission will assume responsibility for preparing the current boat for sale in the Spring of 2007.
Bus Barn: Mr. Griswold sent a letter to the RSD18 regarding the relocation of the bus barn from Jadon Drive to town owned land on Four Mile River Road. The District is aware that the present location on Jadon Drive is adversely affecting the residential neighborhood, but the District’s response is that this is a matter between the bus company and the Town. While the District states the rent for the Jadon Drive location is about $50,000 per year, it exhibits little interest in exploring the Town’s alternative which once the capital costs were recovered over time, could save the District more than $40,000 per year. The Town has a potential site for the bus activity in a non-residential area and the Town is prepared to offer the site to the District at very favorable terms that
will benefit the taxpayers of Lyme and Old Lyme. Mr. Griswold stated that the Town is willing to consider paying for the costs to improve the site and be repaid over time plus an interest factor and is confident a deal to repay these expenses that would be less costly than the current rent could be structured. If the District concluded that the landfill location is a superior location for the bus barn, it would not only improve the quality of life for the residents of Jadon Drive, but save the taxpayers of Lyme and Old Lyme a significant amount each and every year. He believes the District has a social and financial responsibility to the taxpayers of Lyme and Old Lyme and urged the Board of Ed to be proactive on this issue.
Road Reconstruction: Hartford Avenue drainage improvements are in and the street is presently being prepared for resurfacing. There is a proposal to have Connecticut Water Company extend the 8 inch water main from Martino Avenue to the end of Hartford Avenue while the road is torn apart. Champlain Drive, Lee Drive, Victoria Lane received their first pavement course and the jobs are progressing on time.
Recycling Bins: The recycling bins are being purchased from the Busch Company of Canada. The order is for 5,500 blue bins with the town logo and “Newspapers, Magazines & Household Paper” embossed on them at a cost of $49,600.
Board of Finance Meeting September 19, 2006
Cross Lane Firehouse Roof Repair: Bob Pierson, President of the Old Lyme Fire House, sent a letter detailing the cost of repairing the flat roof on the Cross Lane Fire House. Mr. Pierson wanted to make the Board aware that the roof is in need of repair and the related costs. The cost can be funded from the OLFD Repair/Maintenance line.
Mr. Diebolt stated that the next Board of Finance meeting is scheduled for Tuesday, October 17, 2006 at 7:30 p.m. at the Town Hall, however the time has changed to 4:00 pm due to Chamber of Commerce Debate scheduled that evening as well. The Town Meeting is scheduled for Monday, October 16th at 7:30 p.m. at the Lyme Old Lyme Middle School Auditorium for approval to purchase 40 acres of Open Space land.
A motion was then made by Mr. Kerr, seconded by Mr. Woolley in and passed unanimously to adjourn the meeting at 9:18 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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