Minutes of the Board of Finance meeting held on Tuesday, October 16, 2012 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
~Present:~~~~~~~~~ Regular Members: Andrew Russell, H. P. Garvin, III, Christopher Kerr,
Janet Sturges, David Woolley
Alternate Members:~ Bob Jose
Bonnie Reemsnyder, Ex-Officio
Nicole Stadjuhar, Finance Director
Absent:~~~~~~~~~~~ Regular Members:~ Wayne Devoe
~~~~~~~~~Alternate Members:~Anne Coburn, David Kelsey
Guests: None
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Mr. Russell called the meeting to order at 7:30 p.m. Mr. Russell stated that a regular member is absent this evening. Therefore, a motion was made by Mr. Woolley, seconded by Mrs. Sturges to have Mr. Jose vote for Mr. Devoe in his absence. Motion carried.
Minutes of September 18, 2012 Meeting
The minutes of the September 18th meeting were reviewed. On page 2, 2nd paragraph, 2nd line, change the word “crack” to “chip”.
There being no other corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Woolley and passed unanimously to approve the minutes as corrected. Motion carried.
Financial Reports
Mrs. Stajduhar highlighted the September 2012 Financial Report notes for the Revenues stating that the total property tax collections were $144,360 and the current levy is 53.4% collected.
Mrs. Stajduhar reviewed the Expenditures: Under Insurances, Property/workers comp paid CIRMA the first quarter’s payment. Fire Department’s two new fire trucks cost an additional $3,924, and, the other two old trucks haven’t been removed from the insurance, therefore, a credit should be issued to offset the increase, currently making this account $2,625 over budget. Special Deductions – Pensions made the first quarter payment of $32,853.
Under Public Works, $5,835 was paid to Mal’s Auto & Truck Repair for new springs on the 2000 International dump truck.
Under Public Safety, the first quarter payment of $30,331 was paid. Fire Departments paid out to Shipmans $15,900 ($5,300 each) for three air packs and $7,500 for a special core cutter (extrication equipment). The full payment of $40,260 was made for the Volunteer pension for FY12/13.
Under Capital, General Government paid a deposit of $6,835 for the restoration of Lady Liberty and $12,106 was paid for suction/harvesting at Rogers Lake. Public Works paid $4,884 for a computerized sander and $9,438 to Dimaggio Warning Systems for lights/plow and installation on the new pickup.
Mrs. Stajduhar stated that it should be noted that from the Landfill Closure Fund, the Town paid ET&L $248,711 (2nd pay request on contract to close landfill) and Anchor Engineering $12,991 for engineering services related to landfill closure.
From the Town Hall Improvement Fund, the Town paid out $5,286 and $6,145, respectively, for architect and legal fees, related to the settlement of the Netsch lawsuit
From the Fire Fighters Equipment Fund, the Town paid $4,574 to Utility Communications for removing/installing equipment from the old trucks to the new ones.
Mrs. Stajduhar reviewed the Carryovers for September and stated that the total carryover amount is $274,846 and the amount spent is $110,751, leaving $164,095 unspent.
Budget for FY2013/14 Timeline
Mrs. Stajduhar reported that the budget request letter and form have been sent out to all the spending agencies and they have been asked to respond by October 31, 2012. The Board of Selectmen will review the initial budget requests and then make recommendations to the Board of Finance.
Old Business
Mr. Russell stated that the Salary Committee met and discussed the recommendations that Randi Frank, Compensation Consultant recommended. Mr. Russell said that the Salary Committee looked at the cost of bringing up those employees who are below their grade level up to the first step as of Jan. 2013. This would be an increase of $19,000 for the six months from January to June, 2013, including FICA and medicare costs. Mr. Russell stated that the goal for the budget season is to approve the salary lines prior to commencing the individual spending budgets. By doing this, the budget can be approved as a whole, rather than having a void in the salary line and having to revisit that area a second time once salaries have been approved. It was discussed and decided to add Salaries to the November Board of
Finance meeting.
New Business
2013 Meeting Schedule: Mr. Russell discussed the new 2013 Meeting Schedule. Several changes were made regarding specialist assignments. The Regular Meeting Schedule will be added and approved at the next Board of Finance meeting.
Mr. Kerr reported that Mr. Adanti requested to purchase a computerized sander for the new 6-wheel International dump truck. He stated that it regulates the flow of salt/sand mixture and a 60% savings can be realized by using this piece of equipment.
A motion was made by Mr. Kerr, seconded Mrs. Sturges, and passed unanimously to approve up to $4,900 for a computerized sander system. Motion carried.
Selectman’s Report
Mrs. Reemsnyder reported that there is a Special Town Meeting scheduled for Monday, October 29th at the Middle School Auditorium. The call of the meeting includes acceptance of Village Lane and Woodcrest Drive as Town Roads, and both have completed the necessary road improvements. It also includes the election of a Board of Education member to replace Judith Read, who resigned on Oct. 3, 2012.
Mrs. Reemsnyder reported that the Board of Selectmen voted to authorize an agreement with ProAct Pharmacy Services, Inc. This will provide free Discount Prescription Cards to any Old Lyme citizen who qualifies, at no cost to the town or recipients.
Mrs. Reemsnyder stated that a new committee is being formed to review a systematic approach to the Fire Department’s Pension and abatement plan. This new committee will consist of a representative from the Fire Department, Board of Selectmen, Board of Finance, Pension Committee and the Ambulance Association. David Woolley stated that he would serve on this committee for the Board of Finance.
Mrs. Reemsnyder reported that traffic and safety preparations are being made for Election Day at Cross Lane. She met with the Registrars and Police to discuss posting traffic patterns and having police presence at the polls during the busy times to assist in traffic control. There is some talk about changing the voting venue in the future.
Paving on Johnnycake Hill Road and Meetinghouse Lane commenced a few weeks ago and is almost completed.
Plowing of White Sand Beach (WSB) – the President of WSB requested a meeting to discuss the agreement for plowing in WSB to access the Town Beach. He and his lawyer requested that the agreement stipulate that the Town of Old Lyme either plow all the roads or pay for all the roads to be plowed, because all towns people use the roads to access the beach. Further discussions are necessary, but one suggestion was to increase the stipend to WSB, due to the Town owned land of the beach. This will be discussed further with the Selectmen.
The Board of Selectmen formed a Wastewater Management Task Force to investigate the option of a community wastewater treatment system, as well as researching various potential sites before going forward with funding.
Mrs. Reemsnyder commented that Frank Pappalardo and the Sound View Commission have given a Power Point presentation describing the proposed improvements planned for Sound View and the Town Parking Lot. The Town is waiting to hear on the grant which would pay for 80% ($527,000) of the proposed improvements. A sub-committee will be formed to study the parking situation within Sound View. There will be two more presentations planned and the dates will be listed on the website.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, November 20, 2012 at 7:30 p.m.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges to adjourn the regular meeting at 8:38 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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