Minutes of the Board of Finance meeting held on Tuesday, November 20, 2007 at 7:30 p.m. at Christ the King Church Parish Hall.
Present: Regular Members: Andrew Russell, Wayne Devoe, H. P. Garvin, III, Christopher Kerr, David Woolley
Alternate Members: Ruth Roach, Janet Sturges
Absent: Regular Members: Mark Diebolt
Alternate Members: Judy Read
Guests: Skip Sibley, Selectman
Bonnie Reemsnyder, Selectwoman
Ed Adanti, Acting Superintendent, Old Lyme Public Works
______________________________________________________________
Mr. Russell called the meeting to order at 7:33 p.m. He started by welcoming new members and congratulating those who were re-elected. He stated that Mr. Diebolt is away; therefore, a motion was made by Mr. Devoe, seconded by Mr. Garvin and passed unanimously to have Mrs. Sturges vote for Mr. Diebolt in his absence.
Minutes of October 16, 2007
The minutes of October 16th were reviewed. Page 4, second paragraph, sixth sentence, typographical error – change the word “ether” to “other”.
Mr. Woolley wanted it included that he questioned if the budget materials were sent out to the spending agencies and it should be noted that budget sheets were sent out the following week, before the end of October.
Being no corrections noted, Mr. Kerr made a motion, seconded by Mr. Woolley to approve the minutes as written. Motion carried.
Public Works Request
Mr. Adanti explained that the 20+ year old welder needs to be replaced. He has received a quote from Abco Welding and Industrial Supply on purchasing a new welder for $6,876.86. There was a discussion on which line item the expenditure should be taken from.
A motion was made by Mr. Woolley seconded by Mr. Kerr and passed unanimously to approve $6,900 for the welding equipment as presented and for funds to be taken from the Public Works Other/Miscellaneous line.
Board of Finance Meeting November 20, 2007
Chart of Accounts
The Chart of Accounts was distributed. Since it was just handed out this evening, it would be difficult to review, therefore, Mr. Russell requested that members review the Chart of Accounts and be ready for discussion at the December meeting. At that point, the various spending agencies will be half way through the annual budget.
Old Business
Mrs. Reemsnyder explained that the Information Technology Committee interviewed and considered several companies for the Laserfiche software but it was narrowed down to two micro-fiche companies. After presentations to the Town Hall staff, the company that the IT committee has chosen was A & A Office Systems from Middletown. Mrs. Reemsnyder explained the process of scanning documents and the storage of files. Quote for the software, license, installation, training, and associated services is $8,008. Mrs. Reemsnyder explained that 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 off-site. A total of $10,000 is budgeted for this in the Capital – General Government budget.
A motion was made by Mr. Garvin, seconded by Mr. Devoe and passed unanimously to approve $8,000 for the micro-laser fiche system as presented by A & A Office Systems.
Old Business
Bathhouse Progress: There was a question on the progress of the bathhouse improvements at White Sand Beach. Information on progress will be available at the next Board of Finance meeting.
Hartford Avenue Paving Project: The paving of Hartford Avenue is scheduled for Tuesday, November 27th.
Board of Finance Meeting November 20, 2007
Landfill Soil Study: Mrs. Reemsnyder explained that representatives from Blinkers are aware of the testing samples collected at the landfill which showed elevated lead levels in the material that Blinkers brought in. Blinkers have paid $2,000 for testing of the material and will be responsible for the removal of contaminated materials.
New Business
Mr. Russell noted that joint meeting between the Boards of Finance and Selectmen and Board of Education members to discuss the District 18 FY 2009 budget and High School fire code remediation efforts is scheduled for next Wednesday, November 28th at the LOLMS cafeteria at 6:30-7:30 pm.
Other Business
Mr. Russell highlighted the potential time line for the upcoming budget process. He would like to see the initial contact letter sent out to the various agencies by September 1st with the final request letter received back to the Town Hall by December 1st. The Board of Finance specialists can start meeting with their assigned agency by late September or early October and streamline the budget process after the New Year. Mr. Griswold stated at a previous meeting that the revenues can not be completed until the State sends out its revenue estimate in the first calendar quarter.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, December 16, 2007 at 7:30 p.m. at the Christ the King Church Parish Hall.
A motion was then made by Mr. Garvin, seconded by Mr. Kerr and passed unanimously to adjourn the meeting at 8:50 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
| 
