Minutes of the Board of Finance meeting held on Tuesday, August 17, 2010 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
Present: Regular Members: Andrew Russell, Janet Sturges
Alternate Members: David Kelsey, Judy Read, Maggie Ward
Timothy C. Griswold, Ex-Officio
Nicole Stadjuhar, Finance Director
Absent: Regular Members: Wayne Devoe, H. P. Garvin, III, Christopher Kerr, David Woolley
Alternate Members:
Guest: Tom Risom, Chairman, Water Pollution Control Authority
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Mr. Russell called the meeting to order at 7: 33p.m. A motion was made by Mrs. Sturges, seconded by Mr. Russell to appoint Mr. Kelsey, Ms. Read and Mrs. Ward vote for Mr. Devoe, Mr. Kerr and Mr. Woolley in their absence. Motion carried.
Minutes of July 20, 2010
The minutes of July 20th meeting were reviewed.
There being no corrections noted, a motion was made by Mrs. Ward, seconded by Mrs. Sturges and passed unanimously to approve the minutes as written.
Chart of Accounts
Mrs. Stajduhar highlighted the June 2010 Updated Revenues. The revenues are 99% finalized. All year-end adjustments for accounts and grant receivables have been booked. She stated that the actual revenues collected are approximately $246,000 over budget. This was due primarily to superior tax collections and $53,000 came from close out of the Town Woods Phase II fund. We have spent only $257,000 from the $439,825 of carryover from last fiscal year. Under the June 2010 Expenditures it was noted that all invoices for FY09/10 paid in July 2010 are entered as accounts payable. The only expenditures not recorded yet are carryover items from FY 2010. The items to carry over still need to be reviewed and approved by the Board of Finance. Tax –Legal and Advertising
have large increases due to several tax sales done by tax collector in the spring. The Treasurer -Other has increased due to service charges from banks resulting from low earnings on account balances. Under Special Deductions, the unemployment previously paid for two individuals is no longer being paid. The Sick Buy Back of $31,145 is over budget by $7,000 due to increase in wages and less sick time used throughout the year by employees.
Board of Finance Meeting August 17, 2010
Mrs. Stajduhar stated that the WPCA notified the Town several months ago that its Legal/Consultant Services line would be over-budget due to the work on its proposed ordinance amendment. Flooding at the end of March caused overruns in the Emergency Management budget. The Police Full-Time Salaries are over budget due to the hiring of a new officer in May, as well as payments made as a result of the contract settlement. Under Debt Service Principal, the Town budgeted a $100,000 payment on the new debt but it was required. In regards to Regional District #18, the Town’s billing was reduced by $84,520 due to the school receiving federal funding during the year. This is a one shot deal and we do not expect another reduction in the future.
Mrs. Stajduhar highlighted the financial report Revenues for the month of July 2010 stating that Property Tax – Current Levy is 51.5% collected. Under Miscellaneous Income/Town Clerk/Building and Septage Transfer, there are amounts included in this report that need to be posted back to June 2010, which will be done during the month of August 2010. The Parking Lot revenue represents the actual revenue collected from municipal parking lot and not transfers from the parking lot fund. The parking lot fund will be merged into the general fund during the month of August 2010.
Within the July 2010 Expenditures, the Tax-Contracted Services shows as being over budget, but it appears that an invoice was entered twice and needs to be adjusted in the system. The Assessor-Contracted Services shows as being over budget, but it appears that an invoice was entered twice and needs to be adjusted in the system. Board of Finance and Park and Recreation Clerk Fees need to be posed back to prior year through carry over. Capital–Public Works - a mason dump truck was purchased for $52,548.
The FY10 Surplus estimate was highlighted. The surplus for 6/30/09 was $2,677,398 or 8.62%. FY10 Revenues were $246,153 better than budgeted and expenditures were $667,485 better than budgeted. The proposed carry-overs from FY10 to FY11 are $131,500 and unused carry-overs from FY10 are $131,500 and unused carry-overs from FY10 are $45,467. The estimated surplus for 6/30/10 is $3,505,003 or 11.3%.
The breakdown carryovers were highlighted. Several FY07/08 carryover items include Town Hall Improvement Study, OLFD Floor painting, Academy Lane Fire Dock and the Rogers Lake Dam. There were specific logical reasons why the monies were not spent during that time and explanations as to why the funds have been carried over. The total carryover for FY07/08 is $104,300.
A motion was made by Mr. Kelsey, seconded by Ms. Read to approve $104,300. Motion carried.
Carryovers for FY08/09 includes Tree Committee Contracted Services (it was decided to not carry over the FY 08/09 amount of $2,600, but to carry over the full $15,600 amount from FY09/10), Capital Town Hall Improvements and Capital Public works Garage, all totaling $33,400.
After subtracting $2,600 for Tree Commission–Contracted Services, a motion was made by Mr. Kelsey, seconded by Mrs. Ward for $30,800. Motion carried.
Board of Finance Meeting August 17, 2010
The FY 09/10 carryovers were detailed, as well. Included were Selectman mileage and expense, Finance and Park and Recreation Clerks, Contracted Services for Tree services, Public Works Chip Seal and Engineering fee and Town Woods Park Equipment maintenance.
Carryovers for the Fire Department include miscellaneous equipment maintenance and apparatus inspection. Fire Marshal Miscellaneous Publications and Municipal Refuse Collection – CRRA (additional refuse containers) are being carried over. The total carryover for FY09/10 is $37,780.
Additional Capital carryovers include the R10 Registry-building/Health, R10 Registry-Land Use-Plan of Development, Information Technology Hardware as well as Hains Park Bathhouse, and Senior Center painting (it decided to increase this line to $2,000). Under Public Works Capital, carry over’s include a dump truck with plow and sander, Flat Rock Hill Road (the excess will be used for Tantammaheag Road) and Duck River Culvert. The Capital Fire Department includes the Lyme Street roof study and roof replacement as well as the Police building interior painting. FY09/10 Capital carry over amount is $93,720. The totals carry over for operating and capital for FY09/10 is in the amount of $131,500.
A motion was made by Mrs. Ward, seconded by Ms. Read to approve $132,880 for carry-overs from FY09/10, which included adding back, to $2,000, for the Senior Center painting.
New Business
Fiscal Year ending 2010 Results: See above.
Carryover to FY 2010: See above.
Old Business
Church Corner – Agreement with American Industries: Church Corner is coming to an end. Mr. Griswold said there is a verbal agreement with American Industries (A.I.) about what work remains to the done, its cost and the timing of the payments. This will be summarized in a written agreement. We want the bluestone sidewalk (from Ferry Road past the Congregational Church and past the Town Green to this Christ the King drive) to be completed by 16 September and the six driveway aprons and three curb section by the end of November. Once the work is complete, we can deal with the engineer/surveyor.
Board of Finance Meeting August 17, 2010
M&J Bus, Inc. – Lease: Initially the M&J Bus, Inc., stated that they were not aware that utilities were not included in the $50,000 annual lease amount. However, after discussion, they will be paying all utilities and will sign the lease, as presented. Today, the Building Committee met and decided to add central air conditioning to the building.
Town Hall Expansion – HVAC Update: Mr. Griswold stated that an outside consultant examined the Town Hall HVAC situation and made various recommendations in order to better regulate the heating and cooling issues that the Town Hall is experiencing. A preventive maintenance contract is being considered that would cover computer communications, and various other levels of service. A final agreement has not been finalized. The solar panels have been installed and the Town can request Grant proceeds in the amount of $30,000.
Selectman’s Office
WPCA: Mr. Risom stated that this evening there was an information session that was well attended. He explained that the WPCA may make some revisions to the amendment, based on comments from the public. There was discussion about scheduling a Town Meeting in October to vote on the WPCA amendment.
Historic District Commission: The Historic District Commission is applying for a $2,500 grant to research various old houses in the village.
Village Estates: Mr. Griswold reported that, at the recommendation of the Planning Commission, the Board of Selectmen held a Public Hearing on the Performance Bond of Village Estates. The engineer for Planning estimates the unfinished work will cost about as much as the bond balance. The Board of Selectmen voted to call the bond and transfer the proceeds into a separate account. The Town will secure prices to complete the work and award contracts. Completing the work will not mean the road will be accepted by the town. The Town must receive a deed for the road parcel, free of any mortgages and liens. Also, the Town must receive a one-year bond of about $22,000 to insure against any problems with the road. Because the developer has moved to Florida and does not
communicate with the town or the Village Estates homeowners, some of these requirements may cause problems.
RFP for Single Stream Recycling: Mr. Griswold is preparing a Request for Proposal that will be used to solicit contractor bids for this service. Once a contractor is selected, the cost of the contract must be approved by a vote at Town Meeting.
35 Gallon Trash Receptacles: There was an abundance of 35 gallon garbage cans so Shoreline Sanitation sold 230 cans for $10 each. The funds will be deposited into the Miscellaneous Revenue account.
Board of Finance Meeting August 17, 2010
Probate Relocation: The probate office in East Lyme is having some minor improvements made the cost of which will be split equally by the four towns (East Lyme, Montville, Old Lyme and Salem).
Landfill Closure Material: Mr. Griswold reported that Willimantic Waste has delivered about 1,500 tons of “dirty” glass to the Town’s landfill to fill voids. Willimantic will pay $15.00 per ton as well as the surveying cost. Our engineer estimates we have about 10,000 cubic yards of space available.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, September 21, 2010 at 7:30 p.m.
A motion was made by Mrs. Ward, seconded by Mrs. Sturges to adjourn the meeting at 9:55 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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