Minutes of the Board of Finance meeting held on Tuesday, February 09, 2016 at 7:00 p.m. at the Old Lyme Memorial Town Hall Mezzanine Conference Room.
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Present:~~~~~~~~~~ Regular Members:~ Andrew Russell Christopher Kerr, Bennett Bernblum,
Janet Sturges, David Woolley
Alternate Members:~ Adam Burrows, Bob Jose
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Mary Jo Nosal, Selectwoman
Absent: Regular Members: H. P. Garvin, III
Alternate Members: David Kelsey
Guest: Ed Adanti, Director , Public Works
Gary Yuknat, President, Old Lyme Sanitation
Tom Risom, Chief, Old Lyme Fire Department
Mike McCarthy, Assistant Chief, Old Lyme Fire Department
Several representatives from OLFD
Two Old Saybrook Board of Finance Members
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Mr. Russell called the regular meeting to order at 7:00 p.m and stated that Mr. Garvin would not be present this evening. Therefore, a motion was made by Mrs. Sturges, seconded by Mr. Kerr to seat Mr. Jose in Mr. Garvin’s absence.
Minutes of December 15, 2015 Regular meeting
The minutes of December 15th were postponed until next week.
Minutes of the January 19, 2016 Regular meeting
Review of the meeting minutes of January 19th were reviewed. Mrs. Stajduhar made some verbiage adjustments prior to the meeting within the Financial Reports. On page 2, at the end of the 2nd paragraph, Mr. Burrows wanted the following to be included, that, “Mr. Burrows noted the first column of the budget~ spreadsheet in the WPCA report published by Atty. Crescendo listed “Invoices” as a starting point of documenting the existing Old Lyme budget exenditure process. He strongly recommended a budget process that uses a “requisition” form or a “purchase order” that must be signed first by a town official before any invoice is paid. This guarantees that a budget expenditure has been officially authorized to be encumbered from any remaining balance. This process greatly
enhances communication to avoid any potential over-expenditures or invoices being paid without written authorization.”
A motion was made by Mr. Bernblum, seconded by Mr. Woolley to approve the minutes as modified.
Board of Finance February 09, 2016
01-204-400 Parks and Recreation
0400 Parks and Recreation
Mr. Kerr highlighted the Parks and Recreation budget noting that most line items remained the same from last year with a slight decrease in field supplies. There are increases in Swim lines, and Cleaning lines. Mrs. Reemsnyder stated that the new swim lines need to be replaced with new swim lines, stringing of the buoys
and 200 lb. anchors. Mrs. Stajduhar reviewed the anticipated increases are in Sound View Facilities due to expenses relating to the kiosk and maintenance and supplies of the kiosk. After discussion, it was decided to increase the Sound View Facilities line by $4,000 to include kiosk supplies and repairs.
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to approve $230,422 for Parks and Recreation operating budget. Motion carried.
0410 Town Woods Park
Mrs. Reemsnyder stated that the ground maintenance contract expired in December 2015. There was in increase in ground maintenance. Gatekeeper and all other lines remained the same. A legal notice to solicit request for proposals of the athletic field maintenance was placed in the newspaper with a closing date of February 29th .
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to approve $166,110 for Town Woods Park Motion carried.
Parks and Recreation – Other
This area encompasses the following:
0420 Fireworks - $19,500
0421 Memorial Day - $ 4,000
A motion was made by Mr. Kerr, seconded by Mr. Woolley to approve $23,500 for the Parks and Recreation - Other. Motion carried.
203 Public Works
Mr. Adanti highlighted the budget for Public Works operating expenses and summarized the expenses. He explained the various areas of increase and decrease. There were increases in snow contractors, building electric, telephone, vehicle (and equipment) maintenance and parts (includes equipment parts), as well as
streetlight electric lines. Mr. Adanti stated that the Animal Control building electricity costs are under the Public Works garage invoice. A new line, Drug/Medical Testing, for $1,000 was added that reflects testing and fitness to drive and use the equipment.
Board of Finance February 09, 2016
Contracted services relates to trucking and equipment lease, sanitary services, safety, road services, beach cleaning, streetlight changing/repairing, catch basin/drains, and landscaping. Mr. Adanti stated that small equipment gets replaced and Street light replacement is an ongoing project to replace the older style street lights.
A motion was made by Mr. Kerr, seconded by Mr. Woolley to approve $896,207 for Public Works. Motion carried.
213-1320 Recycling
Mrs. Stajduhar stated that beach cleaning line item should be included under Transfer Station – Copntracted Services. There is an increase within the oil and antifreeze line and the Recycling – all items line. A new line, Recycling Education/Training was added for $5,000. Mrs. Reemsnyder stated that the new committee that was formed, Solid Waste/Recycling Review Committee, that will review present ordinances and educate the public in the future. After a discussion, it was decided to put $500 into this line to hold the line until a definite plan for expenditure is in place. Beach cleaning line was moved to the Transfer Station.
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to approve $36,700 for Recycling. Motion carried
213-1340 Transfer Station
This covers the daily operation of the Transfer Station on Four Mile River Road. There is an increase in Contracted Services with the Beach Cleaning moving to this area. Mrs. Stajduhar stated there is a decrease in wages due to the retirement of a part time employee that was not replaced. All other lines remained the same as last year.
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to approve $210,742 for the Transfer Station. Motion carried.
Public Works: Capital
Public Works Capital and Projects were discussed. and a dump truck with plow, to replace the 1996 International needs to be addressed. Mr. Adanti explained that the PublicWorks garage floors, approximately 6,000 sq. ft., needs to be repaired for $85,000.
The Capital for Roads and Projects, to which $125,000 is allocated ongoing for road overlaying. Mr. Adanti stated that the Chip Seal line item include “Overlay” as he thinks the process of overlaying is more effective than chip sealing and is a more accurate classification of this line. Mr. Adanti stated that $400,000 should
be put in annually for milling and repaving of roads. Mr. Yuknat stated that under Transfer Station, garbage and recycling bins is ongoing and was added for $25,000. There was a discussion on how replacement of the older cans should be handled in the future as the warranty of the blue cans come due.
Board of Finance February 09, 2016
213-0011 Sanitation
213-1300-0011-000 Municipal Refuse Collection (MSW): Mr. Yuknat stated that the overall budget decreased by 7.3%. There are three drivers that handle all the Trash and Recycling collections. The increase in labor is due to the the three drivers working and taking their vacation pay, an increase in payroll taxes and Simple IRA. There is an increase in General Liability and Health and Disability. There is a decrease in
fuel and tires, and an increase in operating supplies, CT registration, repaires and maintenance. There was an increase in Wireless telephone and internet, office supplies, uniforms, DOT, and Personal Property.
213-1300-0011-001 Single Stream Recycling: Mr. Yuknat stated that the Single Stream Recycling program is growing in popularity. The amount for Municipal Refuse Collection (MSW) and Single Stream Recycling is $534,813.
213-1300-0560-000 Connecticut Resource Recovery Authority (CRRA): Mrs. Reemsnyder stated that the CRRA’s amount is $237,000.
A motion was made by Mr. Kerr, seconded by Mr. Jose to approve $ 771,813 for Sanitation (MSW, Single Stream Recycling, and CRRA). Motion carried.
A motion was made by Mr. Woolley, seconded by Mr. Kerr to move the Police/Fire Boat up on the agenda to accommodate guests. Motion carried.
Police/Fire Boat Request
Chief Tom Risom stated that the Board of Selectmen has requested a proposal to replace the existing Old Lyme Marine Patrol Privateer that is no longer serviceable. The Board of Selectmen voted to put a $1,000 refundable deposit with the vendor to hold the boat for sixty days. Presently, the Fire Department has two 14-foot zodiac inflatable boats, both rigged for ice rescue in the winter. A management team was proposed made up of an equal number of representatives from the OLPD and OLFD that would provide policies and procedures, annual budgets and budget reporting, hands-on maintenance, asset replacement and forming Mutual Aide agreements. A maintenance program was proposed outlining weekly, monthly and annual maintenance as well as after each use. A training program was proposed
to properly qualify operators, document certifications, renewals, and ensure an adequate supply of trained operators for police, fire, EMS and harbor operations. The list of specifications was worked out with a vendor from Florida for a turn-key refurbished 2002 25’ SafeBoat Police/Fire/Rescue platform and triple axle aluminum trailer, minus the twin 225 hp outboards engines. The pricing breakdown for hull and equipment is $152, 000, $48,000 for Atlantic outboards installed, 5% contingency, with the total turnkey, delivered price of $210,000. Mr. Risom stated that the Board of Selectmen made a motion to present request at a Town Meeting, pending Board of Finance’s approval of the same.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley for the Board of Finance to recommend expenditures to Town Meeting. Mr. Kerr abstained. Motion carried.
Board of Finance February 09, 2016
213-1330 Household Hazardous Waste Facility
The Household Hazardous Waste Facility offers the 9-11 towns that participate in the program approximately sixteen dates from April through November at the Essex Transfer Station, on Dump Road, at
the Essex/Deep River town line. This service is offered to town residents, free of charge and identification is required There is in change from last year.
A motion was made by Mrs. Sturges, seconded by Mr. Bernblum to approve $27,000 for Household Hazardous Waste Facility. Motion carried
01-210 Capital Project Funds
Mrs. Stajduhar outlined the Capital Project Funds, which are monies taken out of the budget to pay for non-recurring purchases of equipment and/or services. The following transfers are recommended.
*1000 Revaluation - $ 20,000 – towards next physical revaluation in 2019
*1006 Building Improvement Fund - $5,000 –To be used towards building projects
*1007 Road Improvement Fund - $400,000 – For large road projects
*1020 Open Space - $75,000- Open Space Commission request
*1030 Fire Apparatus & Equipment - $130,000 – For replacing two trucks over 7 years
A motion was made by Mr. Kerr, seconded by Mr. Woolley to approve $630,000 for Capital Project Funds. Motion carried.
01-215-1500 Debt Services
Mrs. Stajduhar stated that the Debt Service Principal will be $275,000 and the Debt Service Interest will be $76,188.
A motion was made by Mr. Woolley, seconded by Mr. Kerr to approve $351,188 for Debt Service principal and interest. Motion carried.
01-211-1200 Private Beach Associations
Mr. Bernblum explained the recommendations from the Beach Stipend Committee last year developed a formula that is 50% cap of the amount spent on security. The Private Beach Association is as follows:
7007 Point O’Woods 7012 Rogers Lake West Shores
7008 Old Lyme Shores 7013 Hawks Nest Beach
7009 Old Colony Beach 7014 Federation of Beaches (In Police Budget)
7010 Miami Beach 7015 Edge Lea 7011 White Sand Beach
Board of Finance February 09, 2016
There was a discussion on the mechanics of a policy, where if the information requested for distribution of allocation isn’t received on a timely basis, the final grant payment will not be mailed out. After discussion,
it was suggested that the first installment be paid, however, the second installment will have to be submitted with proper security documentation in order to receive the second and final installment of their grant toward security.
A motion was made by Mr. Bernblum seconded by Mr. Woolley to approve in total allocation of $71,700 for the beaches, with individual amounts to be determined in the future. Motion carried.
205 Public Safety
205-500 Public Safety – Emergency Management
Mrs. Stajduhar stated the line items have remained the same and the Everbridge Reverse 911 system has decreased. There was discussion on having a definite plan on education before approving this line item.
A motion was made by Mr. Woolley, secondond by Mr. Jose to approved $15,650. Motion carried.
205-0510 Valley Shore Communication
Mrs. Reemsnyder stated an eleventh town (East Haddam) will now be included within Valley Shore, which should impact the town’s amount. However, she has not received the figures for Valley Shore Communications yet. The amount last year was $149,000. Further discussion and approval for Valley Shore Communications is postponed until the March 15th. No action was taken.
205-0520 Volunteer Ambulance Association
The Ambulance budget was discussed and is all salaries and is based on the number of hours. There is a decrease in fuel, which is reimbursable 100% to the town. The amount for Ambulance is $139,482.
A motion was made by Mr. Kerr, seconded by Mr. Bernblum to approve $139,482 for Volunteer Ambulance Association. Motion carried.
205-0530 Animal Control
The Animal Control budget was reviewed and there was little change in their budget. There was a decision to delete the Animal Control Cleaning line, as the staff will be responsible for cleaning because it works better with their individual schedules. The amount discussed is $69,161.
A motion was made by Mr. Jose, seconded by Mr. Kerr to approve $69,161 for Annimal Control. Motion carried.
Board of Finance February 09, 2016
205-0550 Fire Protection
Mrs. Stajduhar stated that the Town pays the fire protection expenses to Connecticut Water Company, as approved by the Public Utilities Regulatory Authority, to cover the cost to provide the necessary pipeline capacity necessary to meet high volume demand that is required for fighting fires and to maintain and keep fire hydrants in working order. Connecticut Water’s approved public fire protection charges include a rate per linear foot of pipe within public fire protection boundaries, and, charges for the number of fire hydrants located within the town. As of January 2016 there are a total of 20 hydrants and a total of 19,885 linear feet of underground pipe in Town and State roads. The cost is calculated on linear feet. The amount budgeted is $29,000.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve $29,000 for Fire Protection Services. Motion carried.
205-0560 Fire Marshal
There were no increases noted within the Fire Marshal budget.
A motion was made by Mr. Kerr, seconded by Mr. Jose to approve $65,696 for Fire Marshal. Motion carried.
205 Public Safety
205-0580 Resident State Police
Mrs. Stajduhar highlighted the Resident State Trooper expense stating the the FY 16/17 contract is estimated by Trooper is $166,800 which includes a 3% raise. At last week’s meeting, Resident State Trooper Gary Inglis stated that the Town is paying 85% of salary of the Resident State Trooper salary and 89.54% of the fringe benefits, per State Contract with the town. The amount discussed is $187,500.
A motion was made by Mr. Woolley, seconded by Mr. Bernblum to approve $187,500 for Resident State Police. Motion carried.
205-0590 Municipal Police
At last week’s meeting, Resident State Trooper Inglis reviewed the town's proposed police budget for fiscal year 2016/17. It was noted that police overtime wages ($10,000) and DWI wages ($5,000) shifted from the Municipal Police budget to the Resident State Police budget. The DWI Grant consists of 71 8-hour shifts from 11/20/15 to 09/10/16. The town is reimbursed by the state for 75% of the total ($33,525), which leaves the balance of $11,175 as the town’s contribution. The amount discussed is $688,290.
Board of Finance February 09, 2016
The School Crossing Guard’s hours decreased by 50% due to the change in use of Center School and the reduction of hours needed. Building expenses and vehicle maintenance remain the same as FY15/16. The vehicle fuel line has decreased by $7,250 due to the lower fuel prices and using less than half of this fiscal year’s gas allotment thus far.
A motion was made by Mr. Woolley, seconded by Mr. Bernblum to approve $688,290. Motion carried.
Salaries
Mrs. Stajduhar highlighted the salary increases and adjustments due to Step grading increases and a general increase of 2.25%. Because of changes in the Police budget salaries, no action was taken.
Other Business
Mrs. Reemsnyder requested for the Transfer Sation Safety Improvement be added to the February 23rd meeting.
Mr. Russell commented that it may be worth funding a Facilities Manager on an annual basis. This part-time individual would oversee the mechanics and maintenance of all the towon-owned buildings and properties. Mrs. Reemsnyder stated that she spoke with Wayne Fraser, former First Selectman, who previously was a facility manager for AT&T and presently works part time in Waterford as a Facility Manager. There was a discussion that a tentative amount could be $20,000 and should be moved from Public Works to the Town Hall budget.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, February 23, 2016 at 7:00 p.m. Budgets for Salaries,Transfer Station Safety Improvement, Fire Services, Emergency Retirement, Social Services, and the Senior Center are scheduled for discussion.
A motion was then made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the meeting at 10:10 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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