Minutes of the Board of Finance meeting held on Tuesday, December 19, 2006 at 7:00 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: UNAPPROVED
Guests: Bonnie A. Reemsnyder, Selectwoman
Skip Sibley, Selectman
John Roach, Superintendent, Public Works
William Swords, Personnel Management Services
Robert Dunn, Building Committee, Town Woods Recreation Facility
Christopher Oliviera, Resident
Robert Pierson, President, Old Lyme Fire Department
______________________________________________________________
Mr. Diebolt called the meeting to order at 7: 00 p.m.
Board of Finance Chairperson Election
Mr. Diebolt stated that it has been his pleasure to serve the town as Chairman of the Board of Finance, however, he would not be putting his name up for re-election. He enthusiastically nominated Mr. Russell for the position of Chairman, and Mr. Garvin seconded the nomination. Mr. Diebolt requested further nominations from the floor and Mr. Devoe nominated Mr. Woolley as Chairman, Mr. Woolley seconded the nomination. A hand vote was taken for Mr. Russell’s nomination with Mr. Diebolt,, Mr. Garvin, Mr. Kerr and Mr. Russell voting for. A hand vote for Mr. Woolley was taken with two votes (Mr. Devoe and Mr. Woolley) for Mr. Woolley. Therefore, Mr. Russell became the new Chairman of the Board of Finance. Mr. Devoe thanked Mr. Diebolt for his hard work and dedication to the town in the
capacity of Chairman. Mr. Russell stated that he has enjoyed working with the various members on the Board of Finance and he is confident that, with their continued dedication and expertise, the Board will continue its good work over the next budget session.
Board of Finance Meeting December 19, 2006
Minutes of November 14, 2006
Minutes of the November 19th meeting were reviewed. On page 2, 2nd paragraph, 1st sentence, change for word “increase” to “amount”.
Since no other changes were noted, a motion was made by Mr. Devoe, seconded by Mr. Kerr and passed unanimously to approve the minutes, as amended.
Chart of Accounts
The Chart of Accounts through the end of November was distributed and reviewed.
Under Revenues, the Planning and Conservation Commissions are above their budgets. Mr. Griswold detailed the various expenditures and stated that the Tax Collector mileage and education expenses are due to a certification class the tax assistant attended. Under Town Hall expenses, the Info Technology is slightly over spent. The Planning and Zoning engineering line continues to be over spent. Public Works part-time line item is over spent due to a staffing issue that Mr. Roach will be discussing with the Board this evening. The Hazardous Waste Facility in Essex is slightly overspent and is now closed until May. The nine towns participating have 16 dates throughout the spring, summer and fall to bring and dispose of household hazardous waste at the facility.
Public Works Part-Time Position
Mr. Roach explained that three years ago, one position (the mechanic) was deleted from the Public Works staffing. Last year, a part-time worker, Bob Gentile, was hired to fill in when needed. Over the past few years, the workload on Public Works has increased and Mr. Roach believes a full-time assistant has become necessary. Mr. Gentile comes with many years of construction and mechanical experience. The volume of future projects including the recapping and startup of the Transfer Station, along with the many road and drainage work projects, warrants this new position. It was discussed that with a Code of Ethics being implemented, a formal job posting of any new position is necessary. Mr. Swords will meet with Mr. Roach and assess the need for a new full-time assistant position.
Mr. Swords will make a recommendation to the Boards of Selectmen and Finance and formalize a job description, as appropriate.
Board of Finance Meeting December 19, 2006
Personnel Management Services – William Swords
Mr. Swords discussed the results and recommendations for the Town of Old Lyme’s non-union part-time, hourly and salaried employees. The study included a review of exempt and non-exempt position classifications, an external salary survey of nine other comparable towns in the area and a general wage increase recommendation. The findings conclude the Town organization remains mostly unchanged and employee turnover remains low. The reclassification of the Information Systems and Tax Clerk position has been approved and a retroactive wage increase was granted, effective July 1, 2006. As of July 1, 2006, 14 of 18 non-exempt employees are currently paid the maximum wage step for their position and effective July 1, 2007. The Police union employees will receive a contractual general wage increase of
3.5%. Recommendations include the current salary plan has been successful since 1999 and should be continued. Effective July 1, 2007, the recommended salary ranges for exempt classifications and non-exempt classifications should be approved and the 2006-07 salary ranges should be increased by 3.5%, equivalent to the Police union increase effective July 1, 2007. Non-exempt (clerical and technical employees) should receive a 3% step increase, up to the maximum of their salary range. Another recommendation is that non-certified Town employees eligible and willing to take outside certification courses should be encouraged to do so by the Town. There was discussion on the recommendation to adjust the salaries of elected officials when there is a change of personnel. Mr. Swords recommended that a new elected official be paid somewhere between the bottom and the midpoint of the salary range, depending on experience. Mr. Sibley wanted it on
record that the First Selectman and Selectman salary should not be raised or lowered depending on experience. Mr. Sibley stated that position is an elected position and was voted by the residents.
Town Hall Expansion Resolution
Mr. Forbis detailed the construction cost summary of the Town Hall Expansion Project. The current cost estimate came in at $4,478,281. In order to reduce the cost, the Committee cut site plan and landscaping (-$303,202) and (-$948,468) building construction deductions. The total costs before additions would be $3,206,611. The additions include a pitched roof over the auditorium, a generator, a photovoltaic solar power system, new windows, and a new heating system. After the additions and the deductions, the revised cost estimate is $3,400,000. In addition, the non-construction costs are estimated to be $1,000,000, which included buying 50 Lyme Street, the architectural and engineering costs, and other project costs.
Board of Finance Meeting December 19, 2006
Mr. Griswold read a lengthy Resolution to Appropriate Funds and Authorization to Issue Bonds and Notes to Fund the Appropriation for the Town Hall Expansion Project, a copy of which is attached to these minutes.
A motion was made by Mr. Diebolt, seconded by Mr. Garvin, that the Resolution be adopted at the December 19th Board of Finance meeting authorizing an appropriation of $4,400,000 for the town hall expansion project and, to finance such appropriation, authorizing the issuance of bonds and notes in an aggregate principal amount not to exceed $4,400,000; that said Board consists of six member, a quorum consists of four members with six members voting in favor of said Resolution and 0 members against the adoption of the Resolution, and 0 members abstained from voting on said Resolution. Motion carried unanimously.
In closing, Mr. Forbis stated that Mr. Griswold and he have been discussing lumber prices with Rings Lumber and prices have come down significantly over the past year.
Town Woods Park – Phase II
Mr. Dunn stated that the STEAP Grants in the amount of $325,000 each for Lyme and Old Lyme (totaling $650,000) for Phase II of the Town Woods Sports Facility have been received. The Phase II (two softball/baseball fields) project will hopefully be going out to bid in the springtime. Mr. Dunn reviewed the sources and uses of Phase I construction and the field house budget versus actual. He noted that Phase I and the field house costs were $150,520 under budget. Phase II is not as large of a project as Phase I, and he highlighted the sources and uses of Phase II. Mr. Griswold reviewed the preliminary sources and uses of funds budget for Phase II, which is attached to these minutes. The overall budget is $805,000, with construction costing $755,000. The cost of construction includes
a 15% contingency. Non-construction costs are estimated at $50,000. Apart from the STEAP grants, the $155,000 to be paid by Lyme and Old Lyme will be split 25% ($38,750) Lyme and 75% ($116,250) Old Lyme. Mr. Griswold stated that this project is a Park and Recreation project so funds from the Sound View Parking Lot, collected by Park and Recreation, could be utilized towards this project.
Board of Finance Meeting December 19, 2006
Old Business
The Rogers Lake bathhouse renovation is almost complete. In order for a new bathhouse to be built at White Sand Beach, the White Sand Beach Association would have to grant permission to the Town to move of the bathhouse onto the Association’s property of support enlarging it on its present location. Because of the considerable amount of time required to obtain approvals, building a new bathhouse cannot occur by May 2007. Therefore, Mr. Bugbee recommends fixing existing bathhouse cosmetically and upgrading the plumbing fixtures. New parking stops and updated gazebo is also included in the renovation project. $10,000 was previously allocated to the bathhouse project, and the Board recommended continuing with the updates, up to $10,000, immediately.
Mr. Pierson, President of the Fire Department, came before the Board to discuss the exhaust /ventilation system at the Lyme Street Fire Station. By building code, new buildings must have this type of exhaust system installed. A question whether grant funds are available for this project was asked, and Mr. Pierson stated that grant funds have been used for radios. He suggested that the town look into hiring a grant-writing specialist. Mr. Pierson said there is money in the capital budget for the work but first a consultant must confirm the system is needed. A subcommittee working on hiring a consultant has not had much luck so Mr. Pierson would like this condition waived. He said that the company will honor the price they quoted back in 2004.
Mr. Woolley made a motion to waive the consultant contingency and approve the installation of the Lyme Street exhaust system. Mr. Garvin seconded the motion. Mr. Diebolt abstained from the vote. Mr. Diebolt questioned what the status of the old and new brush truck. Mr. Pierson stated that it is currently being built.
New Business
Mr. Sibley requested input on what the Board of Finance position on the RSD18 upcoming budget and the school building project. The Board members agreed that the new high school plans should be scaled down and that the $57 million is an extravagant amount. The amount for the high school project is almost double the amount requested for all four school buildings a few years ago. Most members also think the school budget for FY08 is on the high side.
Board of Finance Meeting December 19, 2006
Selectman’s Report
Mr. Griswold distributed the revised Board of Finance 2007 Meeting Schedule. A motion was made by Mr. Garvin, seconded by Mr. Kerr and passed unanimously to accept the schedule as submitted. Motion carried.
Mr. Russell stated that the next Board of Finance meeting is scheduled at the Town Hall for Tuesday, January 16, 2007 at 7:00 p.m.
A motion was then made by Mr. Kerr, seconded by Mr. Diebolt and passed unanimously to adjourn the meeting at 10:15 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
| 
