Minutes of the Board of Finance meeting held on Tuesday, March 18, 2008 at 7:00 p.m. at Christ the King Church Parish Center.
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Present:~~~ Regular Members:~ Andrew Russell, Wayne Devoe, Mark Diebolt,
H. P. Garvin, III, Christopher Kerr, David Woolley
Alternate Members:~ Ruth Roach
Timothy C. Griswold, ex-officio, Doris C. Johnson, Finance Director
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Absent:~~~~~~~~~~~ Regular Members:~ ~
~~~~~~~~~~~~~~~~~~~~~~~~~Alternate Members:~~Judy Read, Janet Sturges
Guest: Skip Sibley, Selectman
William Paradis, Treasurer, Lymes’ Senior Center
Robert Pierson, President, Old Lyme Fire Department
David Jewett, Chief, Old Lyme Fire Department
Harry Smith, Purchasing Agent, Old Lyme Fire Department
Ellis Jewett, Old Lyme Fire Department
Thomas Swaney, Old Lyme Fire Department
Steven Super, Old Lyme Fire Department
Brian Dow, Old Lyme Fire Department
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Mr. Russell called the meeting to order at 7:02~p.m.~stating that two alternates will not be present this evening.
Senior Citizens
Lymes’ Senior Center
The Senior Center budget was discussed and it was decided that the Treasurer should have the proposed budget reviewed and approved by the Senior Center Board of Directors. Mr. Paradis stated that there was a meeting of the Board of Directors on March 17th and the Senior Center budget was reviewed and approved by the Board of Directors, with seven in favor, one against and one member abstained.
Included in the budget is a Senior Center Director paid for by the towns of Lyme and Old Lyme (21%/71%). Because the Director now works (15 hours per week) for Old Lyme as the Social Services Coordinator, this would cause Ms. Meyers to become a full-time employee of Old Lyme. There was discussion that the original agreement between the towns provides that they pay up to, but not necessarily 100% of operating expenses of the Senior Center. When the Senior Center requested a Director, it was agreed that the Senior Center Board would raise the money annually and that the Director would be its employee, not Old Lyme’s.
Board of Finance Meeting March 18, 2008
Old Lyme has served as the payroll service for the Senior Center but does not set the Director’s hours, determine her level of pay nor supervise her. The current Senior Center request would require Old Lyme to become her employer and be responsible for about 90% of her compensation plus benefits. The Board of Finance believes this would have serious budget implications for Old Lyme.
It was decided to consult with Mr. Swords, the Personnel Consultant before adding a full-time Senior Center/Social Services Director with benefits.
A motion was made by Mr. Kerr, seconded by Mr. Woolley and passed unanimously to approve $29,210 for the Senior Center operating budget.
General Government
Selectman’s Office
Mr. Griswold highlighted the Selectman’s budget explaining the legal expenses are associated with a variety of personnel issues such as Public Works Union negotiations labor grievances and other matters that arise during the year. Dues represent CIRMA and CCM dues.
A motion was made Mr. Devoe, seconded by Mr. Diebolt and passed unanimously to approve $51,475. Mr. Sibley noticed that mileage expense was not included in the Selectman’s budget. Therefore, Mr. Devoe amended his motion, seconded by Mr. Diebolt, and passed unanimously to approve the new amount of $53,675. Motion carried.
Newsletter
Mr. Griswold stated that the Newsletter is now outsourced to Essex Printing, at no cost to the Town. Accordingly, the FY09 request is $0. No motion necessary.
Town Clerk
Mr. Griswold outlined the Town Clerk’s budget.
A motion was made Mr. Garvin, seconded by Mr. Kerr and passed unanimously to approve $25,525.
Board of Finance Meeting March 18, 2008
Tax Collector
Mr. Griswold highlighted the Tax Collector’s budget stating there are minimal changes to that budget.
A motion was made Mr. Devoe, seconded by Mr. Woolley and passed unanimously to approve $14,575. Mr. Kerr abstained from voting.
Treasurer
Mr. Griswold highlighted the Treasurer’s budget.
Pass on Treasurer’s budget until March 25th meeting.
Registrars, Primaries and Referendums
The Registrar’s office budget was reviewed.
A motion was made Mr. Diebolt, seconded by Mr. Kerr and passed unanimously to approve $14,020.
Probate Court
Mr. Griswold stated that the office supplies line increased slightly.
A motion was made Mr. Devoe, seconded by Mr. Diebolt and passed unanimously to approve $3,450.
Assessor
Mr. Griswold stated that the Assessor’s office Contracted Services includes Vision Appraisal and Quality Data.
A motion was made Mr. Garvin, seconded by Mr. Devoe and passed unanimously to approve $18,655.
Board of Finance Meeting March 18, 2008
Building Department
The Building Department budget was reviewed.
A motion was made Mr. Devoe, seconded by Mr. Kerr and passed unanimously to approve $6,795.
Town Hall Expenses
Mr. Griswold stated that, with the Town Hall Expansion project, it is hard to tell what the final numbers will be. Substantial increases in electricity and heating fuel have been budgeted.
A motion was made Mr. Devoe, seconded by Mr. Diebolt and passed unanimously to approve $117,100.
Insurance
Mr. Griswold requested to defer on Insurance line until March 25th meeting.
Fire Services
Old Lyme Fire Department
Mr. Pierson detailed the items purchased with the Firemen’s Fund which have totaled over $200,000 in the past ten years. He pointed out that the Town’s good ISO (Insurance Services Organization) rating has saved taxpayer more each year than the total fire department budget.
Mr. Pierson highlighted the operating budget that includes heat, electricity, telephone, building maintenance, supplies, technology, and miscellaneous which includes postage, office supplies, etc. Technology and computers include licensing fee, firefighting software and server operations. Firefighting expenses includes a stipend for the engineers that maintain the trucks, apparatus fuel, repairs and preventative maintenance for nine fire trucks, consumable items, and compliance. There is an increase in foam prices, which impacted this line. Fire fighting equipment includes protective equipment, fire hose and fittings, SCBA/PASS equipment, small tools, rescue equipment and communications equipment. There is an increase in education and training seminars, which includes conferences and
training materials for firefighters and EMS/MRT classes.
A motion was made by Mr. Garvin seconded by Mr. Woolley to approve $214,476. Mr. Kerr abstained from voting. Motion carried.
Board of Finance Meeting March 18, 2008
Mr. Pierson detailed the Capital budget for the three firehouses. The FY2009 capital budget includes SCBA Air bottles and a Scott Pak-Tracker Firefighter Locator System, which is designed to help locate firefighters when they are unable to safely leave the interior of a burning structure. The FY2010 budget includes the exhaust removal system for Boughton Road. Apparatus Capital includes a combination pumper/ladder truck for $250,000. Replacement of Engine #38-3 and 38-4, the 1989 and 1992 Ford Pierce, attack apparatus with a 1,250 gallons per minute pump and a 1,000-gallon water tank with an aerial ladder. A firefighting boat is desired. The rugged laptop expense is approximately $6,000, which is designed to provide computer processing and wireless computing capabilities to field or
service users in extreme conditions.
Fire Protection Charge
The Town pays a fire protection charge to Connecticut Water Company, as approved by the DPUC, for underground pipe and hydrants in Town and State roads. The cost is calculated on a linear foot and per hydrant basis. The pipe and hydrants are located in the beach area plus Cross Lane. The result is that Old Lyme will pay more for Fire Protection Charges.
A motion was made by Mr. Woolley, seconded by Mr. Kerr and passed unanimously to approve $21,150.
Fire Marshal
Mr. Griswold went through the budget with Mr. Roberge, the Fire Marshal.
A motion was made by Mr. Diebolt, seconded by Mr. Devoe and passed unanimously to approve $4,700.
Boards and Commissions
Harbor Management Commission
Mr. Griswold stated the Harbor Management has a separate account and will write its own checks. Accordingly, the only Harbor Management expense for FY09 will be $850 for the dinghy dock storage. Last year, the Commission decided to discontinue the use of the marine patrol boat and recommends it be sold. Instead, the Commission expenses are funded by mooring fees collected each year. The Commission compensates for the use of one or more private boats. The Commission expenses are paid by fees to the Commission so $10 will be adequate for that line.)
Mr. Griswold requested to pass on this line until March 25th for further clarification.
Board of Finance Meeting March 18, 2008
Water Pollution Control Authority
Mr. Griswold explained the consultant line, which includes monitoring several test wells throughout town, general consulting, free pumpouts in problem areas, etc. It was decided to decrease the consultant line from $______ to $_______.
A motion was made by Mr. Devoe, seconded by Mr. Kerr and passed unanimously to approve $19,250.
Economic Development Commission
Mr. Griswold stated that the EDC expenses include supplies and postage line items for $10 each.
A motion was made by Mr. Devoe, seconded by Mr. Kerr and passed unanimously to approve $20 for the EDC budget.
Board of Finance
Mr. Griswold stated that line items of clerk, office supplies, postage, printing budget, town report editor and printing of the town report remained basically the same. A motion was made by Mr. Devoe, seconded by Mr. Kerr and passed unanimously to approve $7,625.
Flood and Erosion
A motion was made by Mr. Diebolt, seconded by Mr. Devoe and passed unanimously to approve $30.
Historic District
Mr. Griswold said that there is an increase in Contracted Services/Grant so that the Commission, may compensate a grant writer to secure grants for the Town. This has proved successful already.
A motion was made by Mr. Kerr, seconded by Mr. Garvin and passed unanimously to approve $1,510, excluding salaries.
Board of Finance Meeting March 18, 2008
Tree Commission
The Tree Commission is charged with caring for Town trees and shrubs, dealing with hazardous trees, public or private, and other tasks. Mr. Griswold stated that road tree trimming goes out to bid and private tree contractors are hired to perform necessary tree removal, as well. Other projects include tree assessment, as well as area beautification.
A motion was made by Mr. Kerr, seconded by Mr. Devoe and passed unanimously to approve $26,010.
Assessment Appeals
A motion was made by Mr. Garvin, seconded by Mr. Kerr and passed unanimously to approve $170 for the Board of Assessment Appeals.
Laserfiche Labor
Mr. Griswold stated that the Town purchased Laserfiche technology and the scanning of the files has started with the Land Use Department. The benefit to scanning files is providing a secure backup of information so the paper files and file cabinets do not have to be moved back to the Town Hall. It takes about 25 hours to scan a four drawer cabinet and there are 41 cabinets to scan between Land Use, Building and Health, so approximately 1,025 hours of time is required. College students have been contracted to scan at $10 per hour with 542 hours from March to June. The 542 hours for the balance of this fiscal year would complete 50% of the required scanning and we intend on providing for addition scanning money in the FY2009 budget.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday,
March 25th meeting budgets for the following will be reviewed and discussed: Fire Services - Old Lyme Fire Department, Fire Protection Charge, Fire Marshal and Volunteer Incentive Plan, Chartered Beaches, Senior Center, as well as General Government and Board and Commissions.
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Board of Finance Meeting March 18, 2008
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, March 25, 2008 at 7:00 p.m. at the Christ the King Church Parish Center.
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A motion was then made by Mr. Kerr, seconded by Mr. Diebolt and passed unanimously to adjourn the meeting at 10:10 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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