Minutes of the Board of Finance meeting held on Tuesday, October 16, 2007 at 7:30 p.m. at Christ the King Church Parish Hall.
Present: Regular Members: Andrew Russell, Wayne Devoe, Mark Diebolt
H. P. Garvin, III, Christopher Kerr, David Woolley
Alternate Members: Adam Burrows, Judy Read, Janet Sturges
Timothy C. Griswold, Ex-officio, Doris Johnson, Financial Administrator
Absent: Regular Members:
Alternate Members:
Guests: John Flower, Parks and Recreation Commission Member
______________________________________________________________
Mr. Russell called the meeting to order at 7:36 p.m.
Minutes of September 18, 2007
The minutes of September 18th were reviewed.
Being no corrections noted, Mr. Diebolt made a motion, seconded by Mr. Garvin to approve the minutes as written. Motion carried.
Minutes of October 4, 2007
The minutes of October 4th were reviewed.
Being no corrections noted, Mr. Woolley made a motion, seconded by Mr. Kerr to approve the minutes as written. Motion carried.
White Sand Beach Bathhouse Project
Mr. Flower read a letter from the Parks and Recreation Director, Don Bugbee. He stated that the Board of Finance approved $10,000 towards renovating the bathroom facilities White Sand Beach. The process has been slow for a variety of reasons. Presently, Colonial Craftsmen LLC provided an estimate of $9,167.75 for carpentry work and RD Plumbing Services LLC provided an estimate of $3,160.66 for plumbing work. The estimates total $12,328.41 and exceed the $10,000 approved by the Board of Finance. In addition, it was recommended that $2,500 be added in case electrical work needs to be performed. Because the original $10,000 approval was made a long time ago, it was suggested the Board make a new approval.
Board of Finance Meeting October 16, 2007
Mr. Devoe, seconded by Mr. Kerr, made a motion, to approve monies not to exceed $12,500 and an additional $2,500 dedicated for electrical work for a total of $15,000 with the funds to be taken from the Sound View Parking lot fund.
Parks and Recreation Town Owned Vehicle for Parks and Recreation Director
Over the past ten years, the responsibilities and duties of the Parks and Recreation Director have substantially increased. The Parks and Recreation Commission have discussed the need for the Director to have the use of a town owned vehicle versus using his personal vehicle. It is the consensus of the Commission members that he be provided a town owned vehicle for his Parks and Rec duties. The board of finance will consider this request during the budget process.
Chart of Accounts
Mrs. Johnson reviewed the new BMSI Chart of Accounts format. The various departments were highlighted noting reasons for under spending and overages in several line items.
Old Business
Town Hall Expansion Update: Mr. Griswold distributed a spreadsheet for the Town Hall expansion project outlining the uses of funds. The Town has been awarded $200,000 from the Historic Restoration Fund Grant Program of the Connecticut Commission on Culture & Tourism. There are also LOCIP funds in the amount of $150,000. Residents have been encouraged to sign up for the CT Clean Energy Options through CL&P. This program is a voluntary program that supports clean, renewable energy produced from natural means such as wind, water and other sources. By selecting a clean energy option from one of the two companies available, you are supporting the development of clean, renewable energy. The monthly cost ranges from $3.00 to $8.00 and as a special bonus, for every 100
customers who sign up for Clean Energy, Old Lyme is eligible to receive a free 1kW photovoltaic panel from the CT Clean Energy Fund. Each panel is worth $10,000 and the Town needs ten panels. Pamphlets are available at the Town Hall and they were also distributed at an information booth at the Mid-Summer Festival.
Board of Finance Meeting October 16, 2007
Bid Process for Town of Old Lyme: Mr. Burrows distributed a standard Business Operation Policy for bid process. Mr. Burrows stated that in order to conduct the business of the Town with the maximum effectiveness, it is important to use funds appropriated with care.
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. He stated the competitive bidding shall be required for all purchases of materials, equipment and service contracts exceeding $10,000. The First Selectman shall establish appropriate bidding procedures including advertising requirements, bidding timelines, bid openings, and appropriate specifications for contracts with, or agreements to purchase from,
successful bidders.
There was considerable discussion on how cumbersome this process would be. We will receive input from our auditor.
Other Business
Mr. Griswold stated that the Information Technology Committee recommended to the Boards of Selectmen and Finance that the Town enters into contract with A & A Office Systems of Middletown for the Laserfiche Software, License, Installation, training and associated services for the quoted price of $8,008. As a background, using Laserfiche, local government agencies and departments use high speed scanners to capture documents of varying types and sizes, into single or multiple Laserfiche databases. It can also import text files and other electronic documents, including e-mail and digital audio and video files, with automated import tools or simple drag-and-drop actions. There are comprehensive security measures that safeguard the digital archives with individualized protective measures for specific
departments. Original documents can be removed or destroyed. Digital backups can be stored safely off-site.
The Board decided to defer approving the request until its next meeting and requests a member of the IT Committee make a presentation.
Selectman’s Report
Town Woods Park Phase II is nearing completion and the grass-planting project is progressing nicely. Small acts of vandalism have been reported in the playground area at Town Woods Park.
Board of Finance Meeting October 16, 2007
There will be a special Town meeting at the LOLMS Library at 7:30 p.m. on Monday, October 22nd. The meeting concerns the expenditure of an amount not to exceed $77,000 to install the two-inch overlay of payment of Hartford Avenue along with curbing, aprons, milling and tac coat. Further, recommend a sum of not more than $55,200 be withdrawn from the Sound View Parking Lot account to fund the road improvements, along with a carryover amount of $21,800 from the fiscal year 2007 budget.
Mr. Griswold stated that he had a meeting with Jim Otis of Anchor Engineering and members of the Regional District 18 administration and Board of Education regarding the bus barn relocation to Four Mile River Road. It was agreed that the Town of Old Lyme will request Anchor to assess the suitability of the landfill site to park buses, given the fact that a portion of the site was formerly a septic lagoon. In addition, Anchor will assess if the site has any environmental impairment. It is expected the cost of Anchor’s work will be $10,000 or less. If the site is deemed to be both suitable for bus parking and is “clean”, the District will then be responsible for all additional analysis and engineering work. There is a substantial amount of material on the bus site at
present. On the west side there is “clean fill” – soil with rock, asphalt and ether materials. On the east, there is cover material for the landfill. Anchor will test the cover material to determine if it is semi-permeable or cover material. If so we must then determine when it may be moved. The clean fill material might be spread to even out the site.
The change over from the Landfill to the Transfer Station has lacked direction and Anchor Engineering is evaluating the situation in order to close the landfill. The building and scales are in place and could potentially be up and operating by the beginning of the year.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, November 20, 2007 at 7:30 p.m. at the Christ the King Church Parish Hall.
A motion was then made by Mr. Kerr, seconded by Mr. Woolley and passed unanimously to adjourn the meeting at 9:26 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
| 
