Minutes of the Board of Finance meeting held on Tuesday, December 18, 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: Judy Read, Ruth Roach, Janet Sturges
Timothy C. Griswold, Ex-officio
Absent: Regular Members:
Alternate Members:
Guests: Ronald Nossek, Kostin Ruffkess & Company, LLC
James Lyons, Kostin Ruffkess & Company, LLC
William J. Swords, Personnel Management Associates of CT, Inc
Skip Sibley, Selectman
______________________________________________________________
Mr. Russell called the meeting to order at 7:32 p.m.
Election of a Board of Finance Chairperson
The first item on the agenda is the election of a chairperson for the next year. Mr. Russell asked if there are any nominations set forth.
Mr. Devoe made a motion, seconded by Mr. Woolley, to have Mr. Russell serve as Board of Finance Chairman, which passed unanimously.
Minutes of November 20, 2007
The minutes of November 20th were reviewed.~
There were no corrections noted, therefore, Mr. Garvin made a motion, seconded by Mr. Woolley to approve the minutes as written.~ Motion carried.~
Kostin Ruffkess & Company, LLC
Jim Lyons highlighted the preliminary draft of the Annual Financial Report for the year ending June 30, 2007. He stated that the audit collectively comprises the Town’s basic financial statements as listed in the table of contents. These basic financial statements are the responsibility of the Town’s management. Their responsibility is to express opinions on financial statements based on their audit. The 2007 collection rate was 99.1%, which is very good
Board of Finance Meeting December 18, 2007
The undesignated fund balance (surplus) stood at $2,404,322, which equates to 8.5% of the FY07 budget. This is comfortably within the suggested range of 5% to 10%. Mr Griswold pointed out those unused funds from the Lyme Street project ($263,389) may now be added to surplus which would increase the percentage to 9.4%. Mr. Lyons said his firm could help to document that for rating agency purposes.
Personnel Management Associates of CT, Inc.
Mr. Swords highlighted the compensation review of non-union employees and elected officials as of December 2007. His study included a review of exempt and non-exempt position classifications, general wage increases, a recent external salary survey of nine other comparable Towns in the Old Lyme labor market area and, recommended a 3% general wage increase for FY 2009. His review provided new wage and salary ranges for 2009 and estimated costs for the recommendations. The Town employee base remains relatively unchanged, employee turnover remains low and with employee morale relatively high. Mr. Swords recommended a Performance Award Budget pool of $3,000 for exempt employees, effective July 1, 2008. The First Selectman would determine special meritorious salary increases or one time performance
bonuses to recognize and reward outstanding employee performance during FY2008. The total annual exempt payroll increase would be 3.5% vs. 3.6% for the non-exempt payroll increase.~
Transfer Station Bid Results
Mr. Griswold stated that eighteen contractors attended the pre-bid meeting at the landfill with eight contractors submitting bids. Nutmeg Gravel & Excavating submitted the lowest conforming bid for the lump sum of $242,000. Based upon Anchor Engineering’s review of the bids and Nutmeg’s prior relevant construction project work, Jim Otis recommended that the Notice of Award be issued to Nutmeg. At last evening’s Board of Selectmen meeting, it was voted to accept the bid submitted by Nutmeg. Mr. Griswold explained that the transfer station improvements will be performed in two phases. The first phase is to remove material in the rear portion of the transfer station area and to shape a portion of the landfill mass with a 3:1 slope. The second phase is upgrades to the
transfer station area, including roadwork, concrete work and the likes. After the two phases are complete, the actual capping of the landfill may proceed and could take up to a couple of years. The actual transfer station should be up and running by May, 2008.
Board of Finance Meeting December 18, 2007
Chart of Accounts and Carryovers
Mr. Russell stated that the Chart of Accounts that was submitted is unacceptable. There was discussion on what can be done to improve the process. The members of the Board of Finance cannot understand why accurate reports are not available after five months of using the new system have elapsed. It was noted that there are no capital and carryover sheets available. The Board believes a thorough review of this matter is required.
Budget Season Schedule
The budget season schedule was distributed and discussed. Mr. Russell asked members if there is a particular area that they would like to take on or retain the area of specialty that they worked on last year. Changes included Mrs. Roach taking over Chartered Beach Association, assisting with LYSB, Other Public Safety and Senior Citizens. Mr. Russell highlighted the potential time line for the upcoming budget process.~ The Board of Finance specialists can start meeting with their assigned agencies.
A motion was made by Mr. Woolley, seconded by Mr. Kerr and passed unanimously to approve the Board of Finance Schedule for 2008. Motion carried.
New Business
Mr. Griswold stated that additional automated garbage cans in the 95-gallon size are needed. Mr. Griswold suggested that an allocation of $12,000 line in the capital budget for about 200 containers be approved.
A motion was made by Mr. Devoe, seconded by Mr. Kerr to appropriate $12,000 to the Capital Outlay under Public Works to purchase 200 more 95-gallon garbage cans. Motion carried.
Selectman’s Report
Town Hall Expansion is proceeding along with only a couple of weeks behind projection. There was more asbestos abatement than originally thought.
Work at the Town Woods Recreational Facility is nearly complete and the committee is confident that the project will come in under budget. Should it be under budget, extra funds could be utilized towards replacing the backstop at Cross Lane ($15,000) and towards purchasing a nighttime surveillance camera to ward off evening vandalism.
Board of Finance Meeting December 18, 2007
A committee was formed to assess the Public Works garage building, grounds. A report will follow with findings. Mr. Kerr will represent the Board of Finance on the committee which also includes of Ellis Jewett, Todd Machnik, and Bob Chapman.
A Police staffing committee has been formed to review State Police staffing needs. The committee is comprised of Officer Zipadelli, Lt. Castagli, David Griswold and Mr. Woolley, the Board of Finance representative.
The Federation of Beaches is prepared to purchase aquatic ATV to patrol the beaches. The Federation made a presentation to the Board of Selectman and requested the Town’s financial assistance to man evening patrols, using the vehicle. The Board of Finance specialists will confer with Harry Plout, chairman, and Kate Abbott, vice chair on this proposal. Mr. Griswold said the police should comment on the proposal and outline what sort of training would be required.
The Estuary Transit District has a staffing issue and has retained an attorney to sort through this situation. Mr. Griswold stated that it has been discussed at several Lower CT Valley Selectmen’s meetings. He said that because there is an attorney involved, and it is an Estuary Transit District Board issue, the Selectmen should not become directly involved.
Hartford Avenue paving, curbing, aprons was completed at the end of November within the funds allocated. Adding loam behind the curbing will be held off until the spring.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, January 15, 2008 at 7:30 p.m. at the Christ the King Church Parish Hall.
A motion was then made by Mr. Diebolt, seconded by Mr. Garvin and passed unanimously to adjourn the regular meeting at 9:16 p.m. and enter into Executive Session to discuss personnel matters.
A motion was then made by Mr. Diebolt, seconded by Mr. Kerr and passed unanimously to adjourn Executive Session at 9:45 p.m.
A motion was then made by Mr. Diebolt, seconded by Mr. Kerr and passed unanimously to adjourn the meeting at 9:46 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
| 
