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Minutes of the Board of Finance meeting held on Tuesday, November 15, 2011 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
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~Present: Regular Members: Andrew Russell, Wayne Devoe, H. P. Garvin, III,
Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~ Anne Coburn, David Kelsey
Timothy C. Griswold, Ex-Officio
Nicole Stadjuhar, Finance Director
Bonnie A. Reemsnyder, Selectwoman
Mary Jo Nosal, Selectwoman elect
John Bysko, Treasurer
Absent: Regular Members:~
Alternate Members:~ Judy Read
Guest: Bob Jose, newly elect Board of Finance member
Bob Pierson, President, Old Lyme Fire Department (OLFD)
Tom Swaney, Chief, OLFD
Anthony Vambrusso, Treasurer, OLFD
Ellis Jewett, OLFD
Bob Doyen, OLFD
Mike McCarthy, Jr., OLFD
Steve Super, OLFD
Ron Nossek, CPA , Kostin, Ruffkess & Company, LLC
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Mr. Russell called the meeting to order at 7: 32 p.m.
Mr. Russell requested a change in the agenda in order to accommodate the guests. A motion was made by Mr. Woolley, seconded by Mrs. Sturges to change the agenda, moving the OLFD request. Motion carried.
OLFD Request
Mr. Pierson stated that the OLFD had planned to request $1,000 in the FY2013 capital budget to replace the Lyme Street office computer. He and Chief Swaney looked into all the computers and budget with the following results: 3 rugged laptops are all in good running condition with 4+ years of expected life; (1 of which had been used by Chief Jewett as an office computer); $6,000 approved for rugged laptops in FY2012 capital budget.
Mr. Pierson and Mr. Swaney decided it would make the most sense to move the rugged laptop from the chief’s office to his truck, where it was intended to be used, request $2,000 for the purchase two desktop computers – 1 for the Chief’s office and 1 to replace Lyme Street office compute. The remaining $4,000 of the approved amount could then be returned to the general fund. A motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve the OLFD request. Mr. Kerr abstained from the vote. Motion carried.
Board of Finance Meeting November 15, 2011
Old Lyme Fire Department Apparatus Committee Chair, Ellis Jewett, presented the Board with a request for additional funding for the planned replacement of two fire trucks. Funds for the replacement have been placed in the apparatus account for the last three years. However, previous deposits to the account were appropriated byt never transferred to the account, leaving a shortfall. Price increases over the past years due to NFPA and EPA mandates have added to the shortage. Three bids were received for the apparatus. The lower bid of $990,580 was accepted and $105,182 was cut by the apparatus committee. He stated that the contract neds to be activated by December 15th or rist losing the $57,000 trade-in value for the existing engines as well as a 3.5% price increase will take
effect of January 1, 2012. The three scenarios presented were to appropriate the extra funds from surplus, delay the purchase until acceptance of the 2013 budget, or enter into a lease/purchase agreement.
A Town Meeting would be required in order to approve the truck request. Therefore, a motion was made by Mr. Woolley, seconded by Mrs. Sturges, to recommend to a town meeting to be held on Dec. 5 the OLFD request to seek approval of funding in the amount of $150,000 for the purchase of two fire engines to be paid from surplus. Mr. Kerr abstained from the vote. Motion carried.
Kostin, Ruffkess & Company, LLC
Mr. Nossek distributed the Annual Financial Report for Year Ended June 30, 2011 and starting by discussing the Independent Auditors’ Report. He stated that Kosin, Ruffkess audited financial statements of the governmental activities, each major fund, and the aggregate remaining fund information of the Town as of year ended June 30, 2011, which comprised the basic financial statements. These basic financial statements are the responsibility of the Town’s management. Mr. Nossek stated that the auditor’s responsibility is to express opinions on these financial statements based on our audit. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. Mr.
Nossek detailed the Statement of net assets of 6/30/11 stating that under the financial highlights, the assets of the Town exceeded its liabilities at the close of the 2011 fiscal year by $17,978.795. Of this amount, $5,603,656 (unrestricted net assets) may be used to meet the Town’s ongoing obligations to citizens and creditors. The Town’s to capital assets, in excess of depreciation expense, grew substantially As of the close of the current fiscal year, the Town’s governmental funds reported combined ending fund balances of $6,762,693 with total liabilities and fund balance toalling $8,518,405.
Mr. Nossek Stated that the discussion and analysis is intended to serve as an introduction to the Town of Old Lyme’s basic financial statements. The town’s basic financial statements comprise of three components: 1) government-wide financial statements, 2) fund financial statements, and 3) notes to the basic financial statements. The report also contains other supplementary information in addition to the basic financial statements themselves.
Board of Finance Meeting November 15, 2011
Minutes of October 18, 2011
The minutes of the October 18th meeting were reviewed.
There being no corrections noted, a motion was made by Mr. Devoe, seconded by Mr. Kerr and passed unanimously to approve the minutes as written. Motion carried.
Chart of Accounts/Financial Reports
Mrs. Stajduhar highlighted the October 2011 Financial Report notes for the Revenues stating the total tax collections for property tax were $126,266 and current levy is at 54.14% collected. $24,515 was received from AT&T and CL&P for various Police Private Duty work performed. Grants received include: State Education - $151,397 (25%); State property - $30,375 (100%); College property -$38,844, Police DUI - $14,433. The October revenues not reflected in the reports include the Town Clerks fees, Building fees of $16,296 and WPCA fees of $4,812.
Mrs. Stajduhar detailed the October 2011 Financial Report notes for the Expenditures and highlights include: Treasurer’s Office – Contracted Services, $9,000 was paid to Kostin for progress billing. Emergency Management-Hurricane Irene, the total paid as of 10/31 is $113,400, which does not include allocation for gas usage or the last tub grinding of brush at the Transfer Station. The Town expects that about 75% of these expenses will be reimbursed by FEMA. OLFD purchased ($15,900) for air packs and the Police-Private paid out of $14,100 for CL&P and AT&T. For Recycling,credits from Willimantic Waste for Single Stream Recycling (cardboard/paper and bottles/can) causing negative amounts in expenditure line items so these will be released to a revenue account.
Under Debt Service –$250,000 was paid for principal and $53,156 of interest. Capital expenditures include Public Works International with plow and all accessories for $66,492, Public Works road resurfacing of Library and Dunns Lane and Elm Street paid $128,168 to Pasteryak and Tilcon. Capital – Lyme Stree Firehouse paid $4,200 to Anton Paving for sealing of the Lyme Street Fire House parking lot.
Mrs. Stajduhar briefly reviewed the total carryover through October 31, 2011. For FY2008, the carryover amount is $91,700, with $2,930 spent and $88,770 unspent. Carryover for FY2010/2011 within the Operating budget is $81,346, with $34,226 amount spent and $47,120 unspent. Capital Carryover for FY2010/2011 is $177,787, with $102,550 spent and $75,237 unspent. The total carryover is $350,833, with $139,706 spent and $211,127 unspent.
Budget Process
Mr. Russell stated that last month the 2012 Meeting Schedule was distributed and reviewed. Mr. Russell asked members to again review their specialist assignments and, if there is another area they would like to be involved with, please make your interest known. Mrs. Stajduhar distributed the budget books and stated that she has received many of the budgets back from the spending agencies.
A motion was made by Mr. Kerr, seconded by Mr. Devoe to approve the meeting schedule for 2012.
Board of Finance Meeting November 15, 2011
Old Business
Nothing to report.
New Business
Salary for newly elected officials: Mr. Russell stated that salary for the newly elected officials will be in keeping in line with the Swords Personnel standards.
A motion was made by Mr. Devoe, seconded by Mr. Woolley to approve and annual salary of $71,632 for the First Selectman position and $6,916 for the two Selectmen on the Board. Motion carried
Other Business
Nothing to report.
Selectman’s Report
Snow Plowing: Mr. Griswold reported that the Selectmen discussed and recommended forming a committee to analyze the snow plowing of private roads in town, including the private roads in beach associations, as well as to make a policy recommendation to the Board of Selectmen. The committee will be comprised of three beach community representatives, two representatives from private sub-divisions and one representative residing on a Town road, Public Works Director and a Finance Board representative. Mr. Russell stated that the Board of Finance must select one of its members to be on the committee and asked for a volunteer. After discussion, Mr. Kerr, who is the Public Works specialist, volunteered to be the representative.
There will be a Special Town meeting in the Meeting Hall on November 21st to consider whether or not the Town should join with 16 towns to form a Council of Governments (COG).
Randi Frank Consulting, LLC, which has conducted studies for several municipalities in CT and MA, has been hired by the Town to conduct a n Employee Classification and Compensation study to be completed by the end of January (12 weeks). Employee interviews are scheduled for the first week of December and employees are now in the process of filling out questionnaires detailing their job description. The survey will provide information to develop recommended compensation schedules that are both internally equitable and externally competitive. Not every position is being analyzed, such as the Town Clerk, as it is the same position in every town, therefore, it was decided not to pay for creating a job description.
Board of Finance Meeting November 15, 2011
The plans to revamp the parking lot at Sound View are being reviewed by the Sound View Commission. The plan is to have spaces for 44 cars on the north end of the property and the southern part would house restrooms, picnic tables, and a gazebo. Fifty-four new angled, metered parking spots will be added along the Westside of Hartford Avenue. Therefore, between the two areas, there would be spaces to accommodate almost 100 vehicles that would generate revenue. A ticket with a kiosks system is being explored as well as a trailer type restroom facility, which is an improvement to the port-a-potties that are currently used.
The Zoning Commission removed the references seasonal status from its regulation. Residents now have zoning clearance to be year-round, however, they still need approval from the building and health areas. WPCA is looking into the option of community septic systems.
Mr. Russell offered congratulations to the newly elected officials and a special thank you to Tim Griswold for his many years of service. Mr. Griswold stated that he feels that the Finance Board is one of the most important boards in town and he stated he is confident the members will continue their excellent work.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, December 20, 2011 at 7:30 p.m.
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to adjourn the regular meeting at 9:25 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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