Minutes of the Board of Finance meeting held on Tuesday, January 16, 2007 at 7:00 p.m. at the Old Lyme Memorial Town Hall.
Present: Regular Members: Andrew Russell, Wayne Devoe, Mark Diebolt,
H. P. Garvin, III, Christopher Kerr
Alternate Members: Adam Burrows, Judy Read, Janet Sturges
Timothy C. Griswold, ex-officio
Doris Johnson, Finance Administrator
UNAPPROVED
Absent: Regular Members: David Woolley
Alternate Members:
Guests: Bonnie A. Reemsnyder, Selectwoman
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Mr. Russell called the meeting to order at 7: 04 p.m. and stated that Mr. Woolley is under the weather this evening, therefore, a motion was made by Mr. Devoe seconded by Mr. Garvin and passed unanimously to have Ms. Read vote for Mr. Woolley in his absence. Mr. Burrows had a meeting in Voluntown and will be arriving late.
Minutes of December 19, 2006
Minutes of the December 19th meeting were reviewed. On page three, second paragraph, third sentence, change the word “deduction” to “cost”. On page five, third paragraph, fifth sentence should read, “Mr. Pierson stated that the new truck is being completed.”
Since no other changes were noted, a motion was made by Mr. Garvin, seconded by Mr. Kerr and passed unanimously to approve the December minutes, as amended.
Chart of Accounts
The Chart of Accounts through the end of December 2006 was reviewed. Mrs. Johnson reviewed the departments and stated that most departments are currently at 54%, where they ought to be this time of year. Under revenues, the Tax Collector had a 98.92% collection rate. The Senior Center utilities are running high due to the electric heat.
Board of Finance Meeting January 16, 2007
Capital Outlay and Carryovers
Mr. Griswold highlighted the Capital Outlay Expenditures stating that there are a number of unspent line items and the departments will be encouraged to spend their items. Under General Government, expenditures including Town Hall Improvements and Quality Data upgrade for the Assessor and Tax Collector’s offices. Under Boards and Commissions, the Land Use department purchased a new recorder and the dredging project at Cross Lane Pond is completed under Parks and Recreation. The Fire Department expended $9,555 for air bottle replacement. The Police Department purchased items. Public Works Capital Outlay included road construction of 6,200 feet for Chadwick, Lee and Champlain Drives as well as 2,000 feet for Hartford Avenue reconstruction and drainage. The Public Works
projects included outside contractors and 50% of expenses for weed harvesting at Rogers Lake.
The Carryovers for the FY2006-07 included evaluation and repair for Rogers Lake Dam, the Town Hall Improvement Study, Emergency services pension plan fees, Information Technology and Church Corner engineering. For the Operating budget for FY2006 Public Works Chip Seal and black top lines were spent. The Capital FY2006 included Town Hall expansion, Public Works DSL wireless, 9,000 recycling bins, waste oil furnace and Champlain, Chadwick and Lee Drive drainage project as well as miscellaneous projects.
Annual Financial Report for the year end June 30, 2006
Because of scheduling problems, the accountants from Kostin, Ruffkess and Co., could not present the audit to the Board tonight. Mr. Griswold volunteered to highlight the major points in the audit.
· The undersigned surplus of $1,912,979 represents 6.69% of the FY07 budget or 7.14% of the FY06 budget. Because there will probably be about $400,000 of unused funds moved to surplus from the Lyme Street and Town Woods accounts, those percentages should improve to 8.1% and 8.6% respectively.
· The Town’s total debt is $300,000, which is the remainder of the Library bond. It will be paid off in June 2009.
· The Landfill Closure Fund has a balance of $820,900, the Land Acquisition Fund has $300,000, the Revaluation Fund has $307,100 and the Firefighters Equipment Fund has $200,100. These Capital Project funds will hopefully enable the Town to avoid debt for those purposes.
· The actual operating expenses versus the budget were $35,326 favorable and total revenues were $170,000 favorable to budget.
· The tax collection rate was 98.92%, which was the second highest rate in the last seven years.
Mr. Griswold will invite the auditors to the February 13th meeting to discuss the audit with the Board.
Board of Finance Meeting January 16, 2007
Old Business
The schedule of the regular and budget meetings for 2007 were discussed. Since several members cannot be present at the February 20th meeting, due to school vacation week, it was decided to add February 6th to the schedule. After discussion, the budget items scheduled for February 13th will move to February 6th, and the items scheduled for February 20th will move to February 13th, with the exception of Social Services, which will move to March 6th. A new schedule will be available on line with minutes as well as at the next meeting, scheduled for February 6th.
New Business
Mr. Griswold stated that there is a Regional School District #18 meeting on Wednesday, January 24th at 6:30 pm to discuss the High School building project. Attendance is stressed.
Selectman’s Report
Mr. Griswold 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 approved. The Phase II (two softball/baseball fields) project will hopefully be going out to bid in the springtime. The overall budget is about $805,000, with the construction cost estimate of $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. Delaying Phase II will increase construction costs but the STEAP funds will not increase; meaning the two towns must pay the increase. 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. An information meeting is scheduled for February 8th followed by a Town Meeting on March 12th so construction can commence in late April.
The status of White Sand beach house was discussed. Mr. Griswold stated that the improvements slated at White Sand Beach include replacing the bathhouse fixtures, changing the jersey barrier configuration and changing the gazebo design. Mr. Garvin suggested putting the gazebo on piers about two feet off the sand to accommodate sand and water movement underneath the structure. Mr. Griswold said that the Town is looking into building a new bathhouse structure slightly to the east of its present location. However, the White Sand Beach Association would have to grant permission to the Town to move of the bathhouse onto the Association’s property. If that were not possible, it is hoped the Association would support enlarging the building on its present location. Because of the
considerable amount of time required to obtain approvals, building a new bathhouse cannot occur by May 2007.
Board of Finance Meeting January 16, 2007
Mr. Griswold stated that negotiations on the Griswold/Whitley Open Space purchase fell through. He commented that the Town and the Black Hall Club had negotiated the 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 was prepared to contribute one half of the money or $415,000 and the Old Lyme Conservation Trust would make a gift of $10,000 to the Town to assist with the purchase of property.
The Bonding Commission has still not approved funding for the Rogers Lake Dam repair. This may cause the plan to obtain DEP permits before spring and the repair in August to be delayed.
Mr. Russell stated that he, Mr. Woolley and Mr. Garvin met with the Fire Department and they are scheduled to come before the Board on March 13th. It was discussed that instead of the Board micromanaging their budget, an amount is set, and let the Fire Department authorities decide where their priorities stand. Mr. Russell stated that their capital projection is for 25 years. There was a discussion regarding the $100,000+ fire boat request.
Mr. Burrows arrived at 8:30 p.m.
Mr. Russell stated that Mr. Forbis asked him to write a letter to the editor urging support of the Town Hall Expansion project. The Board urged him not to speak on behalf of the Board, but he probably can speak as a private citizen.
Mr. Russell stated that the next Board of Finance meeting is scheduled at the Town Hall for Tuesday, February 6, 2007 at 7:00 p.m.
Board of Finance Meeting January 16, 2007
The Annual Town Meeting is scheduled for Monday, January 22nd at 7:30 pm at the Middle School Auditorium. Items on the meeting agenda are to accept the Annual Town Report for June 30, 2006, to announce the Citizen of the Year, to adopt ordinance for the Code of Ethics, to adopt an ordinance providing for the exemption from Town subdivision regulations of the first sub-division of land by a landowner for affordable housing, to adopt an ordinance establishing standards for docks constructed in Old Lyme waters, and to adopt an ordinance providing for a Town stormwater management plan and regulations. The last item on the agenda is to discuss (but not vote on) a resolution to appropriate $4,400,000 for the costs related to the expansion of the Town Hall building and to authorize borrowing up to
$4,400,000.
A motion was then made by Mr. Kerr, seconded Mr. Diebolt and passed unanimously to adjourn the meeting at 8:40 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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