Minutes of the Board of Finance meeting held on Tuesday, September 18, 2007 at 7:30 p.m. at Christ the King Church Parish Center.
Present: Regular Members: Andrew Russell, Mark Diebolt, H. P. Garvin, III, Christopher Kerr, David Woolley
Alternate Members: Adam Burrows, Judy Read
Timothy C. Griswold, Ex-officio
Absent: Regular Members: Wayne Devoe
Alternate Members: Janet Sturges
Guests: Ed Adanti, Asst. Director, Old Lyme Public Works
Eileen McNamara, The Day Reporter
Skip Sibley, Selectman
Bonnie Reemsnyder, Selectwoman
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Mr. Russell called the meeting to order at 7:35 p.m.
Minutes of August 21, 2007
The minutes of August 21st were reviewed. On page 3, 4th paragraph, Mr. Burrows questioned a $2,500 carryover, which was for a financial manual and policy. Mr. Griswold stated that it was carried over under Capital, Non-reoccurring through FY2007.
There being no further comments, Mr. Garvin, seconded by Mr. Woolley to approve the minutes as written above, made a motion. Motion carried.
Mr. Woolley made a motion, seconded by Mr. Garvin to have Ms. Read to vote for Mr. Devoe in his absence. Motion carried
New Business
Replacement of the 1995 GMC 4x4 pick-up truck: Mr. Griswold stated that he has been working with Ed Adanti on updating the inventory of Public Works trucks and equipment. Mr. Adanti explained that he would like to replace the 1995 GMC 3500 4x4 pick-up truck (16-OL). This particular truck has 147,500 miles and is beyond repair. Mr. Adanti said that the type of work that Public Works does lends itself more to a mason dump truck than a pick-up. Public Works has two mason dump trucks, a 1995 GMC 3500 with 114,789 miles and a 2000 GMC 3500 with 77,000 miles.
Board of Finance Meeting September 18, 2007
The FY08 Capital – Public Works budget has $87,000 for the purchase of a new John Deere 410 backhoe. Mr. Roach purchased a 2002 John Deere 410G loader with 3,500 hours for $44,500 and the Town has taken delivery of this unit. There is an unspent balance of $42,500, which can be for the purchase of the new mason dump. Mr. Adanti has obtained two quotes; $39,000 and $50,600. The Ford plow option is $4,300. Mr. Adanti has requested permission to use the $42,500 unspent loader funds to purchase the new mason dump. The purchase amount would be charged to the Public Works Capital backhoe line. Mr. Adanti wants to purchase the plow, which will make the total expenditure $43,500 or $1,000 greater than the funds available. The purchase of the Elgin sweeper was $6,300 under budget, so
that line can absorb the $1,000 excess.
Mr. Diebolt made a motion, seconded by Mr.Kerr to approve $43,500, taken from the loader and the sweeper lines. Motion carried.
Hartford Avenue Repaving: John Roach, Superintendent of Public Works, estimated the cost of the reconstruction of Hartford Avenue at $160,000. The work began last September but had to be suspended in December, due to winter. In addition, several property owners requested the Connecticut Water Company 8-inch water main be extended south from Martino Road to the end of Hartford Avenue. Mr. Roach recommended that each property owner who wanted to be connected to the water main be charged $2,000 per service. Connecticut Water was supplying the piping. A total of 15 property owners signed up, providing $30,000 for the work. Because there was no line item for the expense, the reconstruction line was charged $16,890. Thus, before town labor and equipment expense, the
Town had a surplus of $13,110.
The water main project did not allow enough time to put the finished coat of pavement on Hartford Avenue. The Town received the following three bids for this work.
1) American Industries $60,500
2) B & L Construction $74,160
3) Sullivan Paving $75,000
It is believed that American is less because it makes its own bituminous product. The cost of the paving will be $60,500 but only $21,800 was carried over. If we added $16,900 that was charged to the reconstruction line that was for the water main work, we would have $38,700 for the paving, or $21,800 short. Mr. Griswold tried to speak to the auditor about this but was unable to do so. It was recommended that we obtain his guidance before proceeding with the work.
Board of Finance Meeting September 18, 2007
A motion was made by Mr. Garvin, and Ms. Read seconded that, subject to the approval of our auditor, up to $43,200 be used from the Sound View Parking Lot fund to pay for the balance of the cost to complete the Hartford Avenue paving job. Motion carried.
Old Business
Even though Mr. Diebolt supports the Starting Salary Policy for Newly Elected Full-Time Officials policy that was passed last month; he would like to see it be implemented as of January 2008 rather than immediately. He believes this will remove any politics from its implementation.
Mr. Burrows stated the policies should have a first reading at the initial meeting and approved at a subsequent meeting. Mr. Woolley stated that he was opposed to the approval until after the election. Mr. Sibley stated that the salaries of elected officials should not have ranges because the public decides who the most qualified person is.
Mr. Diebolt moved and Ms. Read seconded a motion that the guidelines of starting salaries for elected full-time officials that was approved at the August 2007 meeting be implemented effective January 2008. Mr. Diebolt, Mr. Kerr, Mr. Garvin and Ms. Read were in favor of the motion. Mr. Woolley opposed the motion. Motion carried.
2009 Budget Process: Mr. Griswold stated that the initial FY09 budget request letter will be sent out to the various spending agencies by October 1st requesting responses back to the Town Hall by Thanksgiving. Mr. Russell would like to see The Board of Finance specialists start meeting with their assigned agencies by late October or early November. He wants the Board of Finance specialists to meet with the larger agencies as soon as the letters go out. The Board of Finance members requested a copy of what is being sent out so, when they meet with their particular area, they will have the same document in hand.
White Sand Bathhouse: Mr. Kerr inquired about the status of the White Sand bathhouse. Mr. Griswold stated that the footprint cannot be changed. Architect Nina Peck will be asked to help with the renovation drawings and Ann Brown, ZEO, will advise on what approvals are necessary. Once done, bids will be requested from plumbers and carpenters to improve what is there. There was discussion to develop new specifications and move forward as soon as possible.
Board of Finance Meeting September 18, 2007
Chart of Accounts and Carryovers
Mr. Griswold stated that the monthly chart of account is still not available from the new accounting system but that it will be ready before the next meeting.
Selectman’s Report
Mr. Griswold said that Town Hall project is proceeding on schedule. North end framing is almost completed and framing of the interior walls is up on the first and lower levels. The heating system is progressing along and should be working in time for colder weather.
Town Woods Park Phase II is moving along well.
Church corner committee will be meeting within the next few weeks to review revisions to the plans. After the plans are all set, neighborhood meetings will be held prior to coming before a public information meeting and then a town meeting.
Mr. Griswold scheduled a meeting on October 2nd with Jim Otis, an engineer from Anchor Engineering, the Chairman of RSD18, the Superintendent RSD18, and First Selectman of Lyme to discuss the relocation of the bus barn at the Town landfill site. He stated that this concept has been discussed for two years but little progress has been made in its implementation. The Town of Old Lyme has proposed a rent free lease with the District so that the current $45-$50,000 rent being paid at Jadon Drive could fund the cost of improvements over the first few years of a long-term lease. He pointed out the benefits’ to the District would be a lower occupancy cost, after the cost of improvements were paid, a long-term lease and the cessation of harmful effects of the bus diesel exhaust fumes in a residential
neighborhood.
Town Landing committee has met three times and has compiled a list of Town landings. These are town properties which provide direct access to a navigable water course. The committee visited three landings to evaluate whether they should be improved (Buttonball Road, Katherine/Caulkins Roads and Tantummeheag Road). The Committee will make a final recommendation about improvements and will also recommend consistent signage for all landings.
Board of Finance Meeting September 18, 2007
Mr. Griswold explained that he wrote to Robert L. Day, President of the Robert L. Day Company, about road improvements to Kimmick and Grandview, behind the Boughton Road firehouse. He plans on building three new homes on Grandview and the roadwork will be required to ensure that the road will provide safe and proper passage for residents and service and emergency vehicles. Mr. Day must submit his improvement plan to the Town engineer for approval along with an estimate of fees.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, October 16, 2007 at 7:30 p.m. at the Christ the King Church Parish Center.
A motion was then made by Mr. Kerr, seconded by Mr. Diebolt and passed unanimously to adjourn the meeting at 9:05 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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