Minutes of the Board of Finance meeting held on Tuesday, October 17, 2006 at 4:00 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, Janet Sturges
Timothy C. Griswold, ex-officio, Doris Johnson, Finance Administrator
Absent: Regular Members: Wayne Devoe
Alternate Members: Judy Read
Guests: Jeff Knapp, Brown & Knapp Group Benefits, LLC of New London and Branford.
John Forbis, Chairman, Town Hall Expansion Committee
______________________________________________________________
Mr. Diebolt called the meeting to order at 4:05 p.m. and said that Mr. Kerr will be arriving late, therefore, a motion was made by Mr. Woolley, seconded by Mr. Garvin and passed unanimously to have Mrs. Sturges vote for Mr. Kerr until he arrives. A motion was made Mr. Woolley, seconded by Mr. Russell to have Mr. Burrows vote for Mr. Devoe in his absence as well. Motion carried. Mr. Diebolt stated that he needed to leave for a short while so he appointed Mr. Garvin to stand in as Chair until he returns.
Anthem Blue Cross/Blue Shield – Jeff Knapp
Mr. Griswold introduced Jeff Knapp, a third party administrator for insurance plans. Mr. Knapp distributed a Health Insurance Proposal sheet and detailed the health insurance plan that the Town employees presently have. The plan is the Century Preferred plan from Anthem BC/BS and discussed the differences between the current plan and the proposed plan with several cost saving options. The Town’s annual premium for fiscal year 2005 was $461,375 and the fiscal year 2006 renewal premium is $480,071. The plan that he is proposing will have a third party administrator, which would change the plan procedures as well as the billing and payment procedures. In addition, the proposal plan will have the Town self-insure the first $2,000 for individual employees and $4,000 for couples/families. The cost
savings of the proposed plan would drop the premium down to approximately $335,376 with an annual savings of approximately $145,488.44. Even if all employees used all the self-insurance money, the Town would soon about $13,000. The company stated that an employee education meeting would need to take place to explain how the new plan and procedures would work. It should be noted that to date, no other Connecticut towns participate in this type of insurance plan, only private companies.
Mr. Kerr arrived at 4:40 pm.
Board of Finance Meeting October 17, 2006
Chart of Accounts
The Chart of Accounts through the end of September, the first quarter, was distributed and reviewed. Mrs. Johnson noted that the on page 4, under the Land Use, the Engineering line is over spent. Under Animal Control, the auto is 66% spent due to the purchase of tires. On page 10, Household Hazardous Waste, there is only $800 left to last through October as well as through May and June of 2007. Mrs. Johnson commented that, under the Transfer Station, she was waiting for $900 from the Kus stump dump, which will offset the DEP permit expenditures.
Carryovers
Capital Outlay – General Government, line 6 there is a typographical error under the Assessor/Tax Quality Data upgrade. The amount of $13,250 was spent so far with only $50 remaining. Land Use purchased a new Dictaphone/recorder and Public Works bought miscellaneous small equipment.
Mr. Diebolt returned at 4:45 pm and thanked Mr. Garvin for standing in for him in his brief absence.
Minutes of September 19, 2006
Minutes of September 19th were reviewed. One page 2, second paragraph, fourth sentence, add the words “be obtained” to the end of the second to the last sentence. On page 3, third paragraph, first sentence, replace the words “in the amount of” with the word “and”. In that same sentence, change the dollar amount from $405,000 to $415,000. In the second sentence, add the word “currently” between the words “is” and “available”. One Page 3, fourth paragraph, first sentence, it was noted that the address of 50 Lyme Street be added after “Speirs property” to have a proper address on record. On page 5, first paragraph, first sentence, change the word “House” to “Department”.
Since no other change were noted, a motion was made by Mr. Woolley, seconded by Mr. Garvin to approve the minutes as modified. Motion carried.
Board of Finance Meeting October 17, 2006
Town Hall Expansion – Resolution
Mr. Griswold stated that it is now known that the RSD 18 central office will not be joining the town hall expansion project. Mr. Griswold distributed the proposed A/E fees, which includes design development, Contract documents and other related expenses. The required funds needed until Referendum is $225,000. Schedule 1 entails test boring and analysis, percolation test and analysis, architect expenses of mileage, printing and copying as well as a revised rendering of Town Hall, tree evaluation and the landscape architect as well as miscellaneous expenses for the total of $20,000.
Mr. Forbis detailed the new proposed Town Hall without the RSD central offices incorporated. Plans of the exterior and interior of the proposed building were reviewed. The Special Town Meeting Resolution states that the Town will appropriate the sum of $700,000 ($475,00 existing approval and $225,000 new money). It includes the acquisition of land for the Town Hall expansion project at 50 Lyme Street (Speirs Property), the architectural and engineering fees and other costs for the expansion project. It also includes preparation and printing of bid documents, cost estimate reports and studies, informational materials and other preliminary materials, studies and reports.
A motion was made by Mr. Garvin, seconded by Mr. Woolley, to recommend the Special Town Meeting approve Resolution as presented. Motion carried.
Mr. Russell excused himself at 5:15 pm to attend another meeting he was previously committed to.
Mr. Woolley made a motion, seconded by Mr. Kerr and passed unanimously to have Mrs. Sturges vote for Mr. Russell in his absence. Motion carried.
FY07 Salary Spreadsheet (Corrections)
Mr. Griswold stated that while investigating Ruth Roach’s step increase, it was discovered that the hourly employees only received the general wage increase of 3.75% on July 1, 2006. Those eligible for step increases of 3% did not receive them, although it was discussed during the budget preparation. The total difference is $7,909, which would include a four-month retroactive compensation. Mr. Burrows made a motion, seconded by Mr. Woolley, to appropriate $7,909 to correct the problem, in accordance with the Wage Increase for FY2007 sheet as presented at the meeting. Motion carried.
Board of Finance Meeting October 17, 2006
Budget Specialists
Mr. Griswold stated that the budget specialists for the four larger areas should start contacting key individuals within their areas to discuss their upcoming budgets. Paperwork was distributed for the Police, Fire, Public Work Department and the PGN Library budgets. Mr. Burrows requested a summary budget with previous, present and future budget numbers be listed rather than a larger detail budget. Mr. Griswold stated that the Fire Department submits that large book which summarizes down to the ten sub-areas that actually correspond with the Chart of Account sub-areas with back up data. Mr. Griswold said that the specialists for the four larger budgets should 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. Following an Executive Session, the Board of Selectmen approved expanding Mrs. Roach’s job description to include staff support dutiesand recommended the Board of Finance increase her pay grade to N5-7.
At last month’s meeting, it was decided to contact Mr. Swords to review and give his recommendations. Mr. Griswold distributed a letter from Mr. Swords who completed an interview with Mrs. Roach and reviewed the Information Systems and Tax Clerk position, the current duties, tasks, and position description. The findings found that the Town followed the formal salary plan as recommended. All non-exempt positions, such as Administrative Assistants, are classified in a pay grade which had a corresponding salary range with annual step increments based merit performance and time in position, up to the range maximum (5-7). While Mr. Swords believes Mrs. Roach is properly classified, his recommendation is to support the Board of Selectmen vote to grant a special one time only special exception.
Such an increase would amount to a 6% wage increase for each hour worked (5-5 to 5-7).
A motion was made by Mr. Kerr, seconded by Mr. Woolley, to increase Mrs. Roach level to N-5-7. It was agreed that a letter with conditions should be sent to Mrs. Roach, which supersedes all other employment conditions.
Board of Finance Meeting October 17, 2006
Old Business
Mr. Diebolt stated that the November 21st meeting date will change to Tuesday, November 14th at 7:30pm in the Town Hall. Meeting room location will be determined at that time, as the Conference and Auditorium rooms are already scheduled for that evening.
Mr. Diebolt requested that the blue Finance budget binders be brought to the Tuesday November 14th meeting with the white category inserts tab indexes included.
Selectman’s Report
Mr. Griswold stated that Lyme and Old Lyme each received a STEAP grant in the amount of $325,000 (total of $650,000) for Phase II of the Town Woods Sports Facility. Phase II is the two softball/baseball fields.
At the Special Town Meeting held last evening, the residents approved the Open Space acquisition of a 12.51 acre parcel of land on Buttonball Road and a 26.65 acre parcel of land on Route 156, Shore Road from Black Hall Woods, LLC., and to authorize the expenditure of $412,500, made in three equal payments of $137,500 beginning FY07 and in two successive fiscal years. The Black Hall Club, Inc., will pay an equal amount over the same period towards this acquisition by the Town.
Mr. Griswold said the Town offered the RSD18 the use of its land at Four Mile River Road for the relocation of the bus barn from the Jadon Drive site at the end of the current bus contract. There is a disagreement between the Board of Education and the Town as to whether it is the responsibility of the District or the Town to do the work and pay any related costs to evaluate the proposed site. The Town’s position is that the District is being offered a low cost, long-term location that could not be obtained from any other land owner. This new site provides easy access to all areas of the District and would not bother adjacent neighbors as well as to enable the District to have a larger number of bus companies willing to compete for the bus contract. In order to move the relocation proposal
along, Mr. Griswold sent a copy of the Board of Education response letter to Jim Otis of Anchor Engineering in Glastonbury, the Town’s engineering firm that has been helping with the closure of the landfill. He asked Mr. Otis to review the content of the letter and provide a written response, along with an estimate of cost he believes would be required to adequately evaluate the use of the Four Mile River site as a bus barn. Mr. Griswold stated that while the Town will pay Anchor for this service, it will not undertake the responsibility or cost of the detailed analysis. When response from Anchor is received, Mr. Griswold will schedule a meeting with Board of Education chair, Lynn Fairfield-Sonn and Superintendent David Klien to discuss and establish a plan of action.
Board of Finance Meeting October 17, 2006
It is noteworthy that a couple of years back the District allocated $5,000 of its Contingency Maintenance budget to fund an analysis of how the District might utilize the Roche property at 47 Lyme Street. The relocation of the bus barn issue is of such importance as to warrant similar analysis and funding.
The Hartford Avenue reconstruction is ongoing. Private land owners contacted the Town and requested the 8” main be extended to the end of Hartford Avenue along with lateral piping to their properties. Twelve property owners have come forward and offered to pay $2,000 to reimburse the Town for its cost. The Town Attorney is drafting a receipt for the property owners, which will include wording that this work will not affect a property seasonal determination. After discussion of the pros and cons, it was a general consensus to proceed with their request.
Mr. Diebolt stated that the next Board of Finance meeting is scheduled for Tuesday, November 14, 2006 at 7:30 p.m. at the Town Hall.
A motion was then made by Mr. Kerr, seconded by Mrs. Sturges and passed unanimously to adjourn the meeting at 6:45 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
| 
