Minutes of the Board of Finance meeting held on Wednesday, June 18, 2008 at 7:30 p.m. at Christ the King Church Parish Center. UNAPPROVED
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Present:~ Regular Members:~ Andrew Russell, Wayne Devoe, David Woolley
Alternate Members:~ Judy Read, Janet Sturges
Timothy C. Griswold, ex-officio, Doris Johnson, Finance Administrator
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Absent:~~~~~~~~~~~ Regular Members:~ Mark Diebolt, H. P. Garvin, III, Christopher Kerr
~~~~~~~~~~~~~~~~~~~~~~~~~Alternate Members:~~Ruth Roach
Guest: Bonnie Reemsnyder, Selectwoman
John Forbis, Chairman, Town Hall Renovation Building Committee
Gail Fuller
Dmitri Tolchinski
Adam Burrows
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Mr. Russell called the meeting to order at 7:40~p.m.~stating that Mr. Diebolt, Mr. Garvin and Mr. Kerr will not be present this evening. Therefore, a motion was made by Mr. Woolley, seconded by Mr. Devoe to have Mrs. Sturges vote for Mr. Diebolt and Ms. Read vote for Mr. Kerr in their absences. Motion carried.
Minutes of May 19, 2008
It was decided to postpone reviewing and approving minutes until the July 15th meeting.
Minutes of Special meeting of June 5, 2008
It was decided to postpone reviewing and approving minutes until the July 15th meeting.
Because of guests attending this evenings meeting, Mr. Russell made a motion, seconded by Mr. Devoe to change the order of the agenda and move the Chart of Accounts until later in the meeting. Motion carried.
Board of Finance Meeting June 18, 2008
New Business
Resolutions: 1) to recommend the appropriation of an amount not to exceed $200,000 to complete the Town Hall Expansion Project, and, 2) to authorize the transfer of up to $56,000 from the FY2009 Capital Furniture budget to the Town Hall Expansion project account:
Mr. Griswold and Mr. Forbis reviewed the twelve page handout titled Old Lyme Municipal Town Hall Expansion and Renovation, Board of Selectmen Special Meeting 10 June 2008 (copy on file at the Town Hall).
The reports detail the $200,000 request as part of a $4,600,000 project. Schedule 19 shows how the extra $200,000 would be used. There is also a Source and Use page detailing the bond amount, the grants and the $200,000 Town appropriation. There is also a Furniture schedule showing what items constitute the $55,290 spent or committed.
Following the presentation, Ms. Read said the information should have been provided throughout the project and not at the final phase. Mr. Devoe requested that a financial representative attend the next meeting to explain further. Mr. Forbis stated that the BOF members should compile their questions and forward to Mr. Russell before the next meeting. Mrs. Reemsnyder stated that the message she is receiving is that townspeople are not against spending the $200,000 but were upset with the way it was originally presented.
It was recommended that a conference call with the bank be set up with the Financial Advisor, Mr. Russell, Mr. Griswold and Mr. Forbis to get answers to questions pertaining to what is an adequate surplus and using surplus or financing the project. Another Board of Finance meeting will be held on Monday, June 23rd at 8:00 p.m., to discuss the call of the Town Meeting.
A motion was made by Mr. Woolley, seconded by Mr. Devoe defer the approval of item 4A (resolution to recommend the appropriation of an amount not to exceed $200,000 to complete the Town Hall Expansion Project) and 4B (to authorize the transfer of up to $56,000 from the FY2009 Capital Furniture budget to the Town Hall Expansion project account) to a Board of Finance meeting on May 19, 2008 at 8:00 pm.
Board of Finance Meeting June 18, 2008
Approval of Option to Purchase the Christ the King Sound View Parking Lot:
Mr. Griswold stated that Christ the King has elected to sell its .55 acres on Rte. 156 across the street from the Sound view Chapel. Mr. Griswold stated that the resolution is to approve a three-month option agreement, at a total cost of $2,250 ($750 per month), so he Town of Old Lyme may evaluate the purchase of the Christ the King South Chapel Parking Lot located along the north side of Route 156 in the Sound View area at a purchase price of $227,000.
Should the Town decide against the purchase during the term of the option, the unused remaining monthly option payment(s) will be returned to the Town. Should the Town purchase the property, the unused remaining monthly option payments(s) will be applied as a credit to the purchase price at closing.
The option fee of $2,250 will be appropriated to Selectman’s Miscellaneous.
Ms. Read made a motion, seconded by Mr. Devoe to approve the option to purchase the Christ the King Sound View Parking Lot. Mr. Russell and Mr. Woolley voted motion favorably. Mrs. Sturges abstained from voting. Motion carried.
Old Business
Police – Beach Vehicle: Mr. Griswold read a memorandum to the Board of Selectmen and finance stating the Federation of Beaches has purchased a recreation utility vehicle which it is prepared to donate to the Town of Old Lyme to be used as a police resource. The vehicle will be equipped with police accessories, such as a siren and lights, funded by the Federation and will be operated by a trained police officer.
The primary purpose of the vehicle will be to enhance the security coverage for the Federation beach associations during the hours of 10:00 p.m. and 2:00 a.m. The Town will be responsible for maintenance of the vehicle.
Board of Finance Meeting June 18, 2008
The Board of Finance approved a total of $12,000 for added security patrols within the associations. The Federation will request coverage and the Resident State Troopers will attempt to provide it via overtime, part-time or outside staffing. The security patrols will usually use the vehicle during their shifts. At no time will the vehicle to be used in the water.
The annual costs of operation are estimated to be fuel ($350), maintenance ($150) and insurance (amount not available). If the Town assumes four hour shifts per week for ten weeks and deduct 25% for bad weather, the Town has thirty 4-hour shifts totaling 120 hours. Using an overtime rate of $42.50, this totals $5,100 plus FICA of $390. All these costs, and more, would fit within the $12,000 allowance.
Mr. Griswold stated that based on the research performed by members of the Federation and Trooper Olsen, he recommends the Boards of Selectmen and Finance authorize Town to use the vehicle as discussed, using the $12,000 Federation allowance as the source of funding.
The Board of Finance sentiment was that they did not approve the purchase of a vehicle back in the winter at a previous meeting and that the additional funds of $12,000 were clearly stated for manpower security and not a vehicle.
Chart of Accounts
Mrs. Johnson and Mr. Griswold reviewed the Chart of Accounts and explained the various revenue and expenditure items.
Due to communications problem, the board of finance did not approve a $600 appropriation to OL Affordable Housing last year that it should have.
A motion was made by Mr. Devoe, seconded by Mrs. Sturges to appropriate $600 to be paid to Les Reynolds of Old Lyme Affordable Housing. Motion carried.
Board of Finance Meeting June 18, 2008
The Capital and Carryover sheets were reviewed.
The next Board of Finance meeting will be held next Monday, June 23rd at 8:00 p.m. at Christ the King Parish Center. The next regularly scheduled meeting will be held on Tuesday, July 15, 2008 at 7:30 pm.
A motion was then made by Mr. Devoe, seconded by Ms. Read and passed unanimously to adjourn the meeting at 10:45 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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