Minutes of the Board of Finance meeting held on Tuesday, July 17, 2007 at 7:30 p.m. at Christ the King Parish Center
Present: Regular Members: Andrew Russell, Wayne Devoe, Mark Diebolt,
Christopher Kerr, David Woolley
Alternate Members: Adam Burrows, Judy Read
Timothy C. Griswold, Ex-officio
Absent: Regular Members: H. P. Garvin, III
Alternate Members: Janet Sturges
Guests: Bonnie Reemsnyder
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Mr. Russell called the meeting to order at 7:34 p.m.
Mr.Diebolt, seconded by Mr. Kerr to have Ms. Read vote for Mr. Garvin in his absence, made a motion. Motion carried.
Minutes of May 21, 2007
The minutes of May 21st were reviewed.
Being no corrections noted, Mr. Diebolt made a motion, seconded by Ms. Read to approve the minutes as written. Motion carried.
Minutes of June 19, 2007
The minutes of June 19th were reviewed. There were several corrections noted. On page 2, first paragraph, the last sentence should be completed reading, “Until the State passes its budget”. On page 2, fourth paragraph, last sentence should finish with “and draft a policy”. Under page 3, under the Information Technology the second sentence should read, “The chart of accts has been reformatted and the staff has been trained to use.”
Being no further corrections noted, Mr. Woolley made a motion, seconded by Ms. Read to approve the minutes as amended above. Motion carried.
Chart of Accounts
Current levy is statistically 100%. Mr. Griswold questioned the revenue under the Parks and Recreation which had income in June of $97,539 and $111,909 for the entire year. Total Town revenue was $28,568,102 (100%), with, $65,295 over budget. The Town Clerk’s office had a banner year with $110,265 over budget.
Board of Finance Meeting July 17, 2007
Under expenditures, The Selectman’s office had a large over expenditure ($17,865) under counsel due to several ongoing labor matters this year. The Newsletter is slightly over budget however, it is going to be outsourced starting in September. The Referendum line pertains to the Town Hall Expansion project. Under the Planning Department, Engineering over expenditure needs further investigation to be sure the department has back billed the services. Under the Public Works, the part-time employee expenditure relates to Bob Gentile and this will end now he has been hired as the new Landfill Closure Coordinator. The Municipal Police, the private duty line represents various organizations that hire a police for a minimum of four hours. Mr. Griswold will ask Mrs. Johnson to create a
spreadsheet showing activity because income is $2,272 and expense is $10,880, meaning there must be a large account receivable. HHW is overspent. The Capital sheets for year-end are not available. Overall budget is 6% under spent, however, all invoices for the end of the year haven’t been processed.
New Business
Mr. Diebolt inquired on what procedures the town uses to protect the town’s money. Mr. Griswold stated that different individuals handle different functions, i.e., one person receives money and another individual pays invoices out, so no one person handles both functions. Mr. Griswold also stated that there are two signatures on every check, he being one. He also suggested that the auditors attend the next meeting to explain the town’s policy and procedures. The Treasurer, an elected position, manages the towns invested funds. The Finance person, an appointed person, is responsible for expenditures. Mr. Russell stated that before the upcoming election, starting salaries for newly elected officials need to be addressed and clarified.
Old Business
Boat Committee: The initial meeting addressed the town’s needs and what the surrounding towns are doing in this area. The second meeting was cancelled. During the next meeting, the committee will review the town status of the boat, what the needs are, and what resources exist in other towns and with the State of CT. There are no funds requested at this time.
Elderly Tax Relief: Mr. Woolley stated that this analysis has just started and old documents and State documents need to be reviewed before a determination is made. He will keep the board informed as he goes forward.
Bid Process for Town of Old Lyme: Mr. Burrow distributed a draft Business Operation Policy for Bid Process for review. Mr. Burrows stated that in order to conduct the business of the Town with the maximum effectiveness, it is important to use funds appropriated to the town with care.
Board of Finance Meeting July 17, 2007
Whenever reasonably possible, the First Selectman or his/her designees shall obtain competitive “quotes” from three or more vendors for all purchases of materials, equipment and/or service contracts in amounts between $5,000 and $10,000. The First Selectmen or is/her designee shall choose successful vendors from competitive quotes. Competitive quotes shall not be required for items under $5,000.
There was concern expressed that a reimbursement to obtain formal bids and advertise in newspapers would be too onerous a requirement. All agreed we want to make the process as simple as possible.
Drainage issues: Mr. Griswold stated that an additional quote on the Craig Road drainage issue needs to be received to confirm that blasting ledge in Craig Road can be deemed to be too expensive. Assuming that is the case, the Town can meet with the Burbanks to explain they should allow the Town to install drainage through their property at a much reduced cost.
The Swan brook drainage outfall at Hawks News Beach would need to be investigated by a Corps of Engineers and FEMA before it can be addressed. Improving the outflow of Sheffield Brook, between the Old Colony and Old Lyme Shores beaches is another project. The Flood and Erosion Control Board should work on these types of projects.
White Sand Bathhouse: The White Sand bathhouse work is still pending and will be performed after Labor Day. The scope of work and contractor quotes need to be reviewed.
Selectman’s Report
The Town Hall project is progressing on schedule. The elevator shaft work and south side foundation has been poured. Work on the north side second level has begun this week as well.
Town Woods Phase II is underway and progressing according to schedule. There is an issue with locating sufficient water.
Landfill Closure project is progressing slower than expected. The remaining landfill capacity is better than projected so there is no immediate rush to close the landfill. The scale and scale house are nearly complete and should be up and running in October. Other tasks include moving the waste oil/antifreeze shack, improving and paving the road network, improving the
areas near the recycling and bulky waste bins. Once the Transfer Station is open, the focus will be on closing/covering the landfill.
Board of Finance Meeting July 17, 2007
The Tantammaheag/Mile Creek Road land swap deal has been withdrawn by Diana Atwood Johnson. Many residents of Old Lyme have expressed their desire to keep the Town Landing the way it is. Presently, the issue is closed.
David Todd has been reassigned as a road trooper at Troop F. Trooper Olsen has been assigned as a TDY Trooper to assist Trooper Scott O’Donnell. Officer Howard Smith resigned at the end of June and Trooper Brian Martini has been assigned TDY to fill his slot. These staff changes will afford the town the opportunity to assess the overall staffing needs of the town.
Public Works/Recycling employee, Jeff Olaski resigned and is moving to North Carolina. This creates a vacancy in Public Works. Bob Gentile has been hired for the Landfill Closure Coordinator position.
The new accounting system, BMSI, has been installed and training on its various functions has been completed.
Other Business
Mr. Russell stated that a decision on the starting salaries of newly elected officials must be made. Mr. Griswold said that Mr. Swords spoke on this subject last year and provided a guideline for setting new salaries based on prior experience. Mrs. Reemsnyder stated that the salary range would need to be competitive in the market in order to attract prospective elected officials. It is noted that current salaries should be compared to the current salary range and to our peer towns. There was discussion on what should be done and the timing of any change. The salaries included First Selectman, Selectmen, Town Clerk, Tax Collector, Treasurer and Registrars. It was requested that Mr. Swords attend the next Board of Finance meeting.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, August 21, 2007 at 7:30 p.m. at Christ the King Parish Center.
A motion was then made by Mr. Diebolt, seconded by Mr. Kerr and passed unanimously to adjourn the meeting at 9:35 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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