Minutes of the Board of Finance meeting held on Tuesday, March 01, 2011 at 7:00 p.m. at the Old Lyme Memorial Town Hall.
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Present:~~~~~~~~~~ Regular Members:~ Wayne Devoe, Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~Anne Coburn, David Kelsey, Judy Read
Timothy C. Griswold, ex-officio, Nicole Stajduhar, Finance Director
Absent:~~~~~~~~~~~ Regular Members:~ H. P. Garvin, III, Andrew Russell
~Alternate Members:~~
Guest:
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~Mr. Kerr called the meeting to order at 7:05 p.m.~
Minutes of February 01, 2011
The minutes of February 1st were reviewed.
There being no changes noted, a motion was made by Mrs. Sturges, seconded by Mr. Devoe to approve the minutes as written. Motion carried.
Swearing in of a new Alternate member of the Board of Finance
Mr. Griswold performed the swearing in of the new Alternate member of the Board of Finance, Anne Coburn.
Mr. Kerr stated that Mr. Garvin will not be present this evening. Therefore, a motion was made by Mrs. Sturges, seconded by Mr. Devoe and passed unanimously to have Mr. Kelsey vote for Mr. Garvin in his absence. Motion carried.
Ms. Read, a representative for the Board of Finance at the Regional School District #18 Board of Education meetings and the budget process, said she must attend a meeting at the school this evening but will return. Therefore, a motion was made by Ms. Read, seconded by Mr. Devoe to have Mrs. Coburn vote for Mr. Woolley in his absence. Motion carried.
201 General Government
0010 Selectman’s Office
Mr. Griswold detailed the Selectman’s Office budget. It was noted that Advertising ran over budget and Legal was under budget. Therefore, it was decided to increase Advertising by $2,000 and decrease Legal by $2,000.
A motion was made by Mr. Kelsey, seconded by Mr. Devoe to approve $62,817, without salaries. Motion carried.
0020 Town Clerk’s Office
Mr. Griswold outlined the Town Clerk’s budget and explained the expenses associated with Contracted Services and the Land Record Expense lines. The expenses are fairly consistent with previous years. The Town Clerk requested an allocation for Education and Training for the Town Clerk and her assistant to take classes when available.
A motion was made by Mr. Kelsey, seconded by Mrs. Sturges to approve $24, 035. Motion carried.
0030 Tax Collector’s Office
Mr. Griswold highlighted the Tax Collector’s budget. The Contracted Services is for Quality Data Company which provides the software and performs a variety of tasks, such as printing the tax bills. Advertising has increased due to tax sales and foreclosure legal notices.
A motion was made by Mr. Kelsey, seconded by Mr. Devoe to approve $18,020. Mr. Kerr abstained from voting because his mother is the Tax Collector. Motion carried.
0040 Treasurer’s Office
Mrs. Stajduhar highlighted the Treasurer’s budget and stated that there is an increase in Contracted Services, which relates primarily to banking and the Town auditing services. There is an increase in postage and an extra $10,000 was allocated for the audit ($25,000 to $35,000). There was a discussion about going out to bid in regards to auditing services.
A motion was made Mr. Kelsey, seconded by Mr. Devoe and passed unanimously to approve $39,600.
0050 Registrars - Primaries and Referendums
The Registrars’ budget was reviewed. The salaries are for the two Registrars and the wage line relates to the workers at the polls. Printing represents printing of the voting ballots. The Primaries and Referendums amounts are based on historical election activity. It was noted that Regional District 18 reimburses the Town for the District budget referendum cost. Contracted Services relates to a new State mandate effective January 2011 regarding maintenance on voting machines. The cost to Old Lyme is $191/year for each of the town’s three voting machines or $573.
A motion was made Mr. Kelsey, seconded by Mr. Devoe and passed unanimously to approve $17,150.
Mr. Woolley arrived at 7:35pm.
0060 Information Technology Department
Mr. Griswold explained the Info Tech line items, such as computer training, GIS, licensing, laserfiche activity, the Town’s website, and e-mail. There is an increase in the hosting fees, which take care of the website and e-mail. There was extensive discussion on Information Technology, Laserfiche and Consulting services.
A motion was made Mr. Kelsey, seconded by Mr. Devoe and passed unanimously to approve $32,850.
0070 Probate Court
Mr. Griswold highlighted the Probate Court stating that each of the four towns within the new Probate Court district must pay a percentage of the operating expenses for the new Probate offices. Old Lyme’s share is 14.6%.
A motion was made Mr. Devoe, seconded Mrs. Sturges and passed unanimously to approve $4,000.
0080 Assessors Office
Mr. Griswold highlighted the Assessor’s office stating that there are no significant changes within the budget.
A motion was made Mr. Kelsey, seconded by Mr. Devoe and passed unanimously to approve $20,165.
0090 Building Department
The Building Department budget was reviewed and it was noted that there is a decrease in the mileage and education and training lines.
A motion was made Mr. Devoe, seconded by Mrs. Sturges and passed unanimously to approve $6,300.
0095 Health Department
Mr. Griswold stated that Contracted Services consists of water testing, mosquito spraying, and geese control. The salary for Dr. Sikand, the Health Director, has been incorporated into the Health Department budget and is not listed in the Salary/Wage schedule. There was a discussion on the accountability for the goose control line. After discussion, it was decided to decrease Contracted Services from $76,600 to $70,000.
A motion was made Mr. Devoe, seconded by Mr. Kelsey to approve $ 100,420. Motion carried.
0100 Town Hall Expenses
Mr. Griswold stated that the Town Hall expenses include the base telephone cost, electricity, building supplies, computer consultant. Contracted Services include the General Code ordinance book, telephone maintenance contract, elevator contract, equipment inventory service, cleaning service, window washing, area carpeting service, HVAC contracts, etc. After discussion, it was decided to delete the option of “Caller ID” from the telephone line ($1,200).
A motion was made Mr. Devoe, seconded by Mr. Woolley and passed unanimously to approve $103,000.
0110 Insurance
Mr. Griswold stated that the Town’s medical insurance premium is estimated to increase about 9.5%. Four employees elected not to take the insurance and three will be paid $3,000 and one will be paid $1,350 for not using the Town’s insurance. One volunteer firefighter uses the Town’s insurance and pays 100% of the related premium to the Town. It is expected that employees will pay either 13% or 15% of the insurance premium and that will be shown as revenue to the Town. Mr. Griswold highlighted the expenses related to Life Insurance, Property/Liability, Workers Compensation, Fire Department and Bonds for Officials.
Mr. Griswold highlighted the costs of the Town’s insurance. There is a decrease in the Medical Insurance ($457,200 to $432,500) and increases to Workers Compensation ($66,000 to $71,000) and Property/Liability ($76,000 to $80,000) lines. Fire Department insurance increased $1,000 due to the new quint pumper truck. There is a slight increase in insurance bonds for Officials ($1,800 to $2,400).
A motion was made by Mr. Kelsey, seconded by Mr. Devoe and passed unanimously to approve $635,520.
0120 Special Deductions
Mr. Griswold stated that Special Deductions represents Social Security, Unemployment, Pensions and the Buyback for sick/vacation time. It was decided to table voting on Special Deductions.
202 Boards and Commissions
0200 Harbor Management Commission
The $850 expense represents removing, storing and replacing the dinghy dock at Ferry Road each year.
A motion was made by Mr. Kelsey, seconded by Mr. Devoe and passed unanimously to approve $850 for Harbor Management Commission.
0210 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 Mrs. Sturges and passed unanimously to approve $20 for Economic Development Commission’s budget.
0215 Ethics Commission
Mr. Griswold stated that the Ethics Commission is a fairly new Commission.
A motion was made by Mrs. Sturges, seconded by Mr. Kelsey and passed unanimously to approve $25 for the Ethics Commission budget.
0220 Water Pollution Control Authority
Mr. Griswold detailed the WPCA budget and stated that there are no significant changes in the budget except that the Chairman, Dimitri Tolchinski, is requesting $25,000 for new water testing in the beach area through the Capital-Non-recurring budget.
A motion was made by Mr. Devoe, seconded by Mr. Kelsey and passed unanimously to approve $22,850.
0230 Board of Finance
Mr. Griswold stated that there is a new line in Advertising in the amount of $1,000, in order to place the required legal notices in the newspaper. This was previously funded through the Contracted Services line, which was reduced by $1,000.
A motion was made by Mrs. Sturges, seconded by Mr. Kelsey and passed unanimously to approve $8,100 for the Board of Finance.
0240 Flood and Erosion
Mr. Griswold stated that this budget represents postage, Contracted Services, and Miscellaneous.
A motion was made by Mr. Devoe, seconded by Mr. Kelsey and passed unanimously to approve $170 for the Flood and Erosion Board.
0250 Historic District
Mr. Griswold said that the line items include office supplies, postage and legal advertising for Public Hearings.
A motion was made by Mr. Devoe, seconded by Mr. Kelsey and passed unanimously to approve $1,750 for the Historic District.
0260 Tree Commission
The Tree Commission is charged with caring for Town trees and shrubs, dealing with hazardous trees, public or private, and other tasks. Road tree trimming goes out to bid and private tree contractors are hired to perform the necessary work. Other projects include tree assessment, as well as area beautification. The Commission has historically underspent its budget and, in FY11, carried over $15,600, which has been used except for $475. In its operating budget for FY11, about $20,000 of the $24,000 Contracted Services line is unspent. After discussion on the amount in its carryover, it was decided to decrease its budget.
A motion was made by Mr. Devoe, seconded by Mr. Kelsey and passed unanimously to approve $11,010 for the Tree Commission.
0270 Board of Assessment Appeals
A motion was made by Mr. Kelsey, seconded by Mrs. Sturges and passed unanimously to approve $325 for the Board of Assessment Appeals.
0280 Land Use Department
There was a discussion on the CT River Estuary Regional Planning dues amount ($14,714). It was decided to table approving Land Use until additional information is provided.
0290 Sound View Commission
Mr. Griswold stated that Sound View Commission is a new Commission. The request represents postage for two mailings to Sound View residents.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve $375 for Sound View Commission. Mr. Kelsey abstained from voting as he is a member of the Sound View Commission. Motion carried.
205-0510 Valley Shore Emergency Communications
Tabled to either March 15th or March 22nd.
206 Social Services
206-650 Estuary Services
The Estuary Nutrition site serves meals daily at the Senior Center, as well as providing “meals on wheels” to clients within the Town. A donation of $2.50 per meal is requested. Mrs. Sturges and Ms. Read stated that there are several problems that have developed that will be worked on. Allocation is broken out as follows:
1000 Estuary Nutrition Services $27,000
1001 Estuary Medical Transportation $ 3,000
A motion was made by Mr. Woolley, seconded by Mr. Kelsey, and passed unanimously to approve $30,000 for Estuary Services – Nutrition Services and Medical Transportation. Motion carried.
206-600 Social Service Dept.
Mrs. Sturges highlighted the Social Service Department. She stated that there is an increase in the telephone calls and thinks there is a need for a separate phone line for Social Services. Mrs. Sturges stated that she believes that Sherry Meyer, Social Service coordinator, should be moved to the Town Hall for a segregation of duties reason. Mrs. Stajduhar stated that a new charge of mileage has been submitted but not included in the lines.
A motion was made by Mr. Kelsey, seconded by Mr. Devoe, and passed unanimously to approve $1,400 for the Social Service Department without salary. Motion carried.
206-670 Lymes’ Senior Center
Mrs. Sturges highlighted the Senior Center and its budget. She believes that the Senior Center Director’s hours should be increased to devote added time to fundraising and programs. Mrs. Meyer has developed a monthly newsletter and has improved the relationship with the Estuary Council. Mrs. Sturges believes that an outside bookkeeper should be hired to increase accuracy and efficiency. This would allow better accounting to track donations, grants and create various categories of income. Therefore, with the Director’s salary and a bookkeeper, including FICA, the request provides an increase of $22,000 to $53,776.
It was decided to table voting on the Senior Center budget until further information is provided.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, March 08, 2011 at 7:00 p.m. Budgets for LYSB, and Other Associations are scheduled for discussion.
A motion was then made by Mr. Devoe , seconded by Mrs. Sturges and passed unanimously to adjourn the meeting at 10:15 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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