Minutes of the Board of Finance meeting held on Tuesday, September 16, 2008 at 7:30 p.m. at Old Lyme Memorial Town Hall.
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Present:~ Regular Members:~ Andrew Russell, Wayne Devoe, Mark Diebolt,
Christopher Kerr David Woolley
Alternate Members:~ Judy Read
Timothy C. Griswold, ex-officio, Doris C. Johnson, Finance Administrator
Absent Regular Members:~ H. P. Garvin, III
Alternate Members:~~Ruth Roach, Janet Sturges
Guest: Bonnie Reemsnyder, Selectwoman
Lou Russo, Flagler Avenue, Miami Beach
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Mr. Russell called the meeting to order at 7:35~p.m.~stating that Mr. Garvin will not be present this evening. Therefore, a motion was made by Mr. Devoe, seconded by Mr. Kerr to have Ms. Read vote for Mr. Garvin in his absence. Motion carried.
Minutes of August 19, 2008
Minutes of the August 19th meeting were reviewed. Mr. Russell wanted it noted that there was no votes were taken during Executive Session.
A motion was made by Mr. Devoe, seconded by Mr. Kerr and passed unanimously to approve the minutes as amended.
Chart of Accounts dated July, 2007 to June 30, 2008
A portion of the part time wages (Cathy Frank) under the Selectman’s office should be moved to the Treasurer’s office line. Contract services under the Town Clerk should be moved to the Land Record Expense line. Health department telephone represents the landline and three cell phones. There was a discussion on the amount of town cell phones employees have and usage expectations. Under insurance, the increase under Workman’s Comp represents the effect of an audit for 2006/2007 year. Historic District overage represents the plaques being placed on historic houses in the village. There will be offsetting revenue from the owners. The Sound View facility represents the labor and port a potties at Sound View and the money will come from the Sound View parking
lot fund. Animal Control’s total budget is over spent by 16%. It was discussed that the Animal Control building should have line items for heat and electricity. Under Fire Protection, there was a rate increase of water in the beach area.
Board of Finance Meeting September 16, 2008
Mr. Woolley arrived at 8:15pm.
For Lymes’ Senior Center, there is a Revenue line for the director’s salary reimbursement from the Lymes’ Senior Center. There was a discussion on the amount that was budgeted for fuel expenses. The household hazardous waste overspending represents the two electronic collection days which ran over.
Chart of Accounts dated August 30, 2008
Tax office part-time wages reflects additional hours by part time employees during vacation and tax season. The insurance line encompasses three months, including September. Land Use dues are the CRERPA dues that are paid once a year. There was discussion on the Animal Control salaries and hours worked.
Carry overs
The Carryover amount previously approved was $541,460. There has been a slight change in the amount to $543,760. The changes were to the Church Corner Engineering and Emergency Management lines.
A motion was made by Mr. Devoe, seconded by Mr. Diebolt to modify the previous carryover and to add $10,700 to the Emergency Management line and to change Church Corner engineering from $24,100 to $15,700. Motion carried.
Appointment to Board of Education negotiation committee
Mr. Russell stated that there should be a Board of Finance representative to the Board of Education union negotiation committee. Mr. Russell contacted Mrs. Sturges and she has agreed to act as a representative of the Board of Finance and Mr. Russell asked Ms. Read to act a representative as well. Ms. Read accepted the appointment.
Board of Finance Meeting September 16, 2008
New Business
a) Letter from auditors dated December 2007: Mr. Russell stated that he attended a meeting with the auditor, the Selectmen, Town Treasurer, and Finance Director to discuss accounting policy and procedures. The Town doesn’t maintain updated accounting policies and procedures manual outlining reporting responsibilities and describing the steps involved in processing transactions, including usage of the Town’s computer system. It was discussed that, once a Finance Director is hired and in place, recommendations relating to internal controls and other operating and administrative matter that were presented will be addressed.
b) Swan Brook Outlet Repair Appropriation: Flood and Erosion Committee has been discussing the Swan Brook Outfall Repair. Machnik Brothers proposal to repair the Swan Brook outfall includes a new 4”x6” CCA treated waler, full length both sides, a new 12”x12” CCA treated braces, ¾” galvanized dock bolts and all required labor and materials for the lump sum price of $6,164.00. The work would not require any excavation so DEP permits would not be required per a Docko letter.
A motion was made by Mr. Diebolt, seconded by Mr. Woolley to approve $6,164 for the Swan Brook Outlet Repair. Motion carried.
Mr. Griswold stated that Public Works has completed the drainage and the reconstruction of the Wychwood/Nottingham road network. The sources came from $275,000 from carryover and $50,000 from the FY09 Capital for a total of $325,000. Uses were to Pasteryak Reconstruction and Paving, Inc., - ($248,599) and new catch basin work cost ($13,601), for a total use of $262,200 leaving funds available of $62,800. Ed Adanti, Acting Superintendent of Public Works, recommends the reconstruction of Swan Avenue from Route 156 to Martino Road and to reconstruct Bocce Lane and Martino Road between Swan and Hartford Avenue and between Hartford Avenue and Portland Road. This work can be performed in October/November 2008. There are funds available from Wychwood/Nottingham ($62,800), and carryover for Portland
Road work ($60,000) for a total of $122,800. Reconstruction and paving Swan Avenue (700 feet) will cost $73,420, process gravel, etc. ($10,000), reconstruction and paving Bocce Lane ($9,570) and reconstruct and pave Martino Road - $9,570, for a total of $102,560. The projected unused funds are $20,240.
Board of Finance Meeting September 16, 2008
Mr. Griswold recommends the Board of Finance approve using funds available from the Wychwood/Nottingham road project to complete the reconstruction of Swan Avenue, Bocce Lane and Martino Road. The remaining work to be done in Sound View will be a 2” overlay on Portland Road in a future fiscal year.
A motion was made by Mr. Diebolt, seconded by Mr. Kerr to not to exceed $103,000 and to acquire three bids for the work.
Selectman’s Report
Town Hall Expansion - The expansion project has been completed except for some punch list items. An Open House will be held on Sunday, October 5 from 3-5 PM.
Town Woods Park Phase II - There will be an opening ceremony scheduled for Saturday, September 20th at 9:00 am for Phase II of the Town Woods Park and local and state representatives have been invited.
Landfill Closure - The Landfill closure/Transfer Station transition has been running smoothly. The cost charged is 5 ½ cents a pound. Attendance has been light.
Bus Barn Relocation - Test results are expected by the end of September. The bus contract will be up a year from next June which allows enough time to complete the work necessary to move the busses to their new location.
Special Town Meeting to Elect a School Board Member to Replace Andrea Fenton – Term Ending Dec 2009 – There will be a Special Town Meeting at the Lyme Old Lyme Middle School Auditorium 20 Oct 2008 at 7:30 PM where townspeople can elect a new school board member. School Board member Andrea Fenton has resigned effective 30 September 2008 and a new member needs to be elected to replace her within 30 days.
Rogers Lake Weed Harvesting – Fred Holth, Chairman of the Rogers Lake Authority, has decided to postpone the weed harvesting to June 2009. Last year it was done in August, but it was decided that havesting would be more effective in June rather than the fall.
Board of Finance Meeting September 16, 2008
New Hires – The town is in the midst of interviewing candidates for the Superintendent of Public Works, a Land Use Administrator, a Finance Director, an Animal Control Officer and evaluating the Police Officer applications. There have been two new hires within the past six months for the Recycling driver positions.
Public Works Inventory Sale – There has been a sale of unused Public works inventory. Three items were sold for $500 apiece in an “as is” condition, without any warranties. So far two generators and a car have been sold.
The next Board of Finance meeting will be held next Tuesday, October 21st at 7:30 p.m. at the Memorial Town Hall.
A motion was made by Mr. Diebolt, seconded by Mr. Kerr and passed unanimously to adjourn the meeting at 10.04 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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