Minutes of the Board of Finance meeting held on Tuesday, August 18, 2015 at 7:30 p.m. at the Old Lyme Memorial Town Hall Meeting Hall.
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Present:~~~~~~~~~~ Regular Members:~ Andrew Russell, Bennett Bernblum, Christopher Kerr,
Janet Sturges, David Woolley
Alternate Members:~ David Kelsey, Gil Soucie
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Mary Jo Nosal, Selectwoman
Skip Sibley, Selectmen
Absent:~~~~~~~~~~~ Regular Members:~ H. P. Garvin, III
~Alternate Members:~~Robert Jose
Guest: Rick Sullivan, White Sand Beach
Jon Brodeur, CEO, Emme Controls
Joe Benedetto, Benedetto, Heating and AC, LLC
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~Mr. Russell called the meeting to order at 7:30 p.m. Mr. Russell reported that a regular member is missing this evening. Therefore, a motion was made by Mrs. Sturges, seconded by Mr. Kerr, to have Mr. Kelsey vote for Mr. Garvin in his absence. Motion carried.
Mr. Russell asked for a motion to move White Sand Beach and the HVAC presentation up on the agenda to accommodate guests. A motion was made by Mr. Woolley, seconded by Mr. Kelsey, to move White Sand Beach and the HVAC presentation up on the agenda. Motion carried.
White Sand Beach Request – Mr. Russell stated that White Sand Beach requested assistance with a road repair and catch basin repair at the base of White Sand Beach Road right next to the town parking lot. Mr. Sullivan stated that the work is already being addressed, therefore, is asking for reimbursement of 50% to work performed on the road.
A motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to allocate $2,900 for the road repair at White Sand Beach. Motion carried.
HVAC – EMME Controls – Mr. Brodeur gave a power point presentation and summarized the current heating/cooling situation in the town hall building. He detailed the Emme System stating that it is comprised of sensors and electronics that let a bladder know when to inflate/deflate in the ductwork depending on the room temperature. The cost for the Emme system, control of hot water baseboard system and boiler control is approximately $63,000. After the presentation, several questions were asked and Mr. Brodeur satisfactorily answered them. A discussion ensued that a Town Buildings Improvement Fund was established for situations such as this one, and the excess money from Town Hall Expansion was deposited into that fund. Therefore, the funds can come from the Town Buildings
Improvement Fund.
Board of Finance Meeting August 18, 2015
Mrs. Reemsnyder said that she has checked the references provided by Emme Systems and everyone appeared to be satisfied with the system. She also believes that the town should see a cost savings on heating oil and electricity with the new system.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr, to recommend to Town Meeting an expenditure of $63,000 to come out of the Town Hall Building Improvement fund. Motion carried.
Approval of the Minutes of July 21, 2015 meeting
The minutes of July 21st were reviewed. On page 1, there were two typographical errors noted. Page 4, Rogers Lake Weeds Project Update: 3rd sentence, change the word “rate” to “rare”, 4th sentence add the word “unexpended” after the word “are” and delete “in addition to what was listed in their budget” to “not within the original scope of work”. Same page, White Sand Beach Request: 2nd sentence, change “$5,400” to “$5,800”. Same page, WPCA Sub-Committee Update: 6th sentence, delete “aa” and insert “the”, 7th sentence, change “Finance” to “Finance’s”, delete “that the” and add “to retain the law firm” after “decisions”, and, 8th sentence, change “Mr.
Soucie” to “Mr. Bernblum”. Page 5, under Selectman’s Report, 4th sentence, replace “states that” with “suggests”. Same section, 2nd paragraph, delete the words “which” and “together”. Same paragraph, change “6.6” to “$.0645” and “8.85” to “$.0858”.
A motion was made by Mr. Woolley, seconded by Mr. Bernblum, to approve the minutes as modified. Mrs. Sturges and Mr. Kelsey abstained as they were not present. Motion carried.
Review of Monthly Financial Reports
Mrs. Stajduhar outlined the Financial Report Notes for July 2015. Under Revenues, the Property tax, total tax collections were $16,571,870, 51.63% of total tax department collected. The Parks and Recreation programs brought in $26,605 for summer programs and the Sound View parking brought in $29,630 from the lot and street kiosks.
Mrs. Stajduhar detailed expenditures that were spent out of various departments Contracted Services which represents their respective software’s annual licenses and maintenance agreements. The insurance amounts that were budgeted appear to agree with the actual premium billed. Public Works – Crack Seal line paid $12,600 to Anton Paving for several roads (with $2,979 going to unpaid taxes). Parks and Recreation paid $2,826 for untangling and repositioning swim lines and fireworks paid $18,000 for the fireworks in July. Old Lyme Fire Dept. – Apparatus Inspection line paid $4,008 to Eric’s Towing for 7 vehicles. Other Associations paid LYSB, OLVNA, and the Library half of their annual contribution, while the Estuary Transit District and Estuary Nutrition Services received 100% of town
contribution. Non-profit entities and beach associations received 50% of town contribution.
Board of Finance Meeting August 18, 2015
Under Capital – Non profit entities, (Lyme Art Assoc., Historical Society) received 100% of town contribution, and Public Works paid $82,308 to Nutmeg International Truck which represents part of $160,000 for dump with plow.
Mrs. Stajduhar highlighted the estimated contribution to surplus as of 06/30/15, which would be $430,000 after carryovers and audit adjustments are recorded. As of 07/01/15, surplus would then be reduced by $600,000 budgeted for FY15/16 and $19,500 additional appropriation approved for Town Clerk’s HVAC system.
Carryover
Mrs. Stajduhar reviewed proposed carry over at 06/30/15. Most of the continued carry overs from prior years represent continued projects such as the Academy Lane Fire Dock. Other carryovers represent projects that require an accumulation of funds over time such as the basketball/tennis cours and Senior jCenter furniture. Carryover request from FY14/15 is $243,795.
A motion was made by Mr. Woolley, seconded by Mr. Kelsey, to approve the carryover amount of $243,795, as presented. Motion carried.
Old Business
WPCA – 2014 Budget Items – No discussion was held this evening.
Budget Transfers
Mrs. Stajduhar highlighted the transfers for fiscal year ending June 30, 2015. She explained that there was $19,445 in the Insurance – Medical line that can be used to accommodate the following needs: Board of Finance clerk ($1,311), Parks & Recreation ground maintenance at Town Woods Park ($633), Transfer Station Contracted Services ($3,261), Trooper Contract ($7,370, mostly due to overtime at Sound View), and in Capital – Public Works loader ($6,870).
A motion was made by Mr. Kelsey, seconded by Mr. Woolley, to move $19,445 as a budget transfer out of the Medical Insurance line which is under spent by $45,000. Motion carried.
Board of Finance Meeting August 18, 2015
New Business
Transfer Station Recycling Upgrades – Mrs. Reemsnyder described an unsafe procedure Mr. Yuknat pointed out to her that the recycling haulers have done in order to remove recycling from the truck and into the hopper. There are a few upgrades that can be done to make the situation much safer. Mrs. Reemsnyder stated that this issue needs to be corrected very soon and is waiting for related cost estimates before proceeding. She will report costs back to the boart as soon as she has them available.
Dredging Grant – Mrs. Reemsnyder reported that the town received from the State of CT a grant for the Black Hall and Four Mile Rivers dredging project in the amount of $1,614,074. Usually there is an 80/20 split for these grants, however the towns 20% was waived, therefore, the grant will cover 100% of the project. Mrs. Reemsnyder stated that this is a short term grant and the work has to be completed by June 30, 2016. It also will need to be recommended to Town Meeting for approving the expenditure.
A motion was made by Mr. Kerr, seconded by Mr. Kelsey, to recommend to Town Meeting the expenditure of $1,614,074 for the Black Hall and Four Mile Rivers dredging project and $63,000 for the Emme HVAC system. Motion carried.
Selectman’s Report
Mrs. Reemsnyder stated that there is a deadline to submit the Environmental Impact Evaluation to the State of CT DEEP. Mrs. Reemsnyder explained the Administrative Order received by the town from the DEEP that orders completion of the study by 10/31/15. Completing the study will entail that all questions DEEP asked will be answered, submitting an Environmental Impact Evaluation and submitting an update 90 days later based on responses received. The WPCA will not be ready to submit proper documents before the deadline; therefore, Mrs. Reemsnyder sent a letter to the commissioner of DEEP requesting an extension. Mrs. Reemsnyder has met with Atty. Lord to review.
There is a problem with the air conditioning in the Town Clerk’s vault. Mrs. Reemsnyder has received two quotes that are slightly different and she is working on having two like quotes before a decision is made. In the meantime, Joe Benedetto (Benedetto Heating and AC), temporarily installed a refrigerant with sealant system which is buying some time on the system.
Mrs. Reemsnyder reported that the Academy Lane fire dock expense could be up to $100-$125,000 and she would like to put this project out to bid. The project wouldn’t get started before next spring.
Boathouse committee has been meeting regularly and has two tentative designs which include two different bathroom designs. The first design has a changing/locker room and includes a flex space and the second design did not include a changing/locker room or a flex space. Neither design included bathrooms. The committee is checking with the architect to design a sketch of the bathhouse, with options, in order to get an estimate of the cost for bathhouse upgrades.
Board of Finance Meeting August 18, 2015
Mrs. Reemsnyder reported that the Board of Selectmen approved moving forward with the Route 156 Bikeway/Sound View Improvements project in phases that was previously outlined in the June meeting. The Board of Selectmen sent a letter to the State DOT stating that they voted to proceed to final design with the Sound View plan with phase 1 – Hartford Avenue.
Mrs. Reemsnyder reported that the current Resident State Trooper contract that has been extended until the end of July, is close to being approved. There were several changes that were noted, which may not be approved, however, and will be put in writing for future consideration.
Mrs. Reemsnyder stated that the Mid-summer Festival was a wonderful event and she thanked the Board of Finance for their support in this town wide event.
The town of East Lyme, along with the CT National Guard, Stones Ranch Military Reservation, Camp Niantic, and other State agencies, is preparing a Joint Land Use Study to address compatibility planning in areas around Stones Ranch and Camp Niantic. The primary objective of the study is to reduce potential conflicts in order to accommodate planned growth and to protect public health and safety while sustaining the operations missions of the installations and the economic benefits they provide to the region. There is a Public Meeting on Monday, September 14th, 6-8pm at Camp Niantic in East Lyme that the public is encouraged to attend.
Mrs. Reemsnyder reported that she received notification that Atlantic & Pacific Corporation was filing for bankruptcy. Therefore, the A&P Liquor Store on Halls Road will be closing as a result. She commented that the employees received lay off notices, effective at the end of September, and it will mean an empty store front at the plaza.
Mrs. Reemsnyder stated that $4,700 was given back to the town by CIRMA.
Mrs. Reemsnyder reported that a resident, who recently died, left the Senior Center $125,000 and the OLFD $125,000. There were no restrictions on the money.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, September 15, 2015 at 7:30 p.m.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the meeting at 9:30 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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