 |
Minutes of the Board of Finance meeting held on Tuesday, June 21, 2016 at 7:30 p.m. at the Old Lyme Memorial Town Hall Meeting Hall.
~
Present:~~~~~~~~~~ Regular Members:~ Andrew Russell, Bennett Bernblum, H. P. Garvin, III,
Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~ Adam Burrows, Robert, Jose, David Kelsey
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Mary Jo Nosal, Selectwoman
Skip Sibley, Selectmen
Tim Griswold, Treasurer
Absent:~~~~~~~~~~~ Regular Members:~
~Alternate Members:~~
Guest: Doug Wilkinson, Treasurer, Water Pollution Control Authority
_______________________________________________________
~Mr. Russell called the meeting to order at 7:30 p.m.
Approval of April 12th meeting Minutes
The minutes of April 12th were reviewed. On page 3, 1st paragraph, 1st sentence, change the word “and” to the word “of”. Same page, 6th paragraph, 3rd sentence, change the word “Westbrook” to “Shoreline”.
There being no further comments, a motion was made by Mrs. Sturges , seconded by Mr. Woolley to approved the minutes as modified. Motion carried.
Approval of May 16th meeting Minutes
The minutes of May 16th were reviewed. On page 2, 5th paragraph, 2nd sentence, change the word “local” to “septic system”. Same page, 12th paragraph, 1st sentence, change “Financial Advisor” to lower case “financial advisor”.
There being no further comments, a motion was made by Mrs. Sturges, seconded by Mr. Garvin to approved the minutes as corrected. Motion carried.
Review of Monthly Financial Reports
Mrs. Stajduhar outlined the Financial Report Notes for May 2016. Under Revenues, the Property tax, total tax collections were $84,962, over 100% of total tax department budget collected. The amount of $600,000 was received from the State of Connecticut - Department of Energy and Environmental Protection for Landfill Closure reimbursement. Total revenue budgeted for Fiscal Year 2015/16 has been collected.
Board of Finance Meeting June 21, 2016
Other funds include the Miscellaneous Revenue Fund received $5,803 from CIRMA for ice damage to the Senior Center HVAC, which can be used next year to offset replacement costs.
Expenditures included the WPCA Legal paid $4,290 to Andrew Lord (January – April,2016). The Town Woods Park Supplies line paid out $12,169 to Jones Landscaping for a partial amount on their contract. The Old Lyme Fire Department paid $7,420 (for a 5” hose) to Shipman’s, which resulted in $4,870 over budget in this line item. “Transfer Out” items include $20,000 for Revaluation and $130,000 for Fire Equipment.
Capital Expenditures include: White Sand Beach bathhouse roof for $5,800 was done by Mountzoures, Inc. Senior Center Carpet paid Ed Roy’s, with $7,000 from the current year and $7,242 from carryover. The Police Capital included an SUV for $26,200 to Crowley Chrysler. The Fire/Police Boat paid to Brown Helicopter $67,376 for balance due.
The percentage of general government budget spent to date (without Capital or RSD#18 included) = 78.11%, and onetime costs not yet expended include “Transfers Out” of $75,000 for Open Space which is done at year end.
Health District discussion
Mrs. Reemsnyder stated that a Special Meeting of the Selectmen and Finance boards, along with the presentation and discussion from the Executive Director of Ledge Light Health District was very informative. The current per capita fee for Ledge Light Health District is $7.29, which would be approximately $55,500 annual cost to the town. Some of the costs that currently fall under the Health Department budget would not be covered by the Health District, such as goose control and Stormwater Monitoring, which is estimated to be about $30,000 annually.
Mrs. Reemsnyder stated that several options are being considered. One of the options, in which the Selectmen all agreed, to is have the town fund the health administrator (salary and benefits) for approximately $52,000 annually and have her reporting to Ledge Light, working directly with them but located in the town hall to assist town residents.
The Board of Selectmen discussed and made a motion at their meeting for the Town to ask Ledge Light to consider allowing our town to join and be a part of their Health District.
Mr. Sibley stated that being part of a Health District will make the town more efficient and particular codes and ordinances will be better followed. The Health District has systems in place and a larger staff overseeing important aspects that the Sanitarians in the past did not address.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges, supporting the Board of Selectmen’s recommendation to move forward with asking Ledge Light Health District to consider the Town to be part of their Health district. Mr. Bernblum, Mr. Garvin, Mr. Burrows, Mr. Jose, and Mr. Kelsey supported the motion. Mr. Kerr opposed the motion. Motion carried.
Board of Finance Meeting June 21, 2016
Resident Trooper Cost
Mrs. Reemsnyder stated that during budget season, the final amount of the Resident Trooper cost was still uncertain. The most recent bill was received in the amount of $159,119.11. Therefore, the Resident State Trooper Department line will be over by $20,000 and can be as high as $50,000.
Mrs. Reemsnyder said that because it is over $20,000, a Special Town Meeting is being considered for July 18th. The Board of Finance may have to schedule a Special meeting after the July 5th Board of Selectmen, pending finalization of the amount to approve recommendation to Town Meeting.
Route 156 Bikeway & Sound View Improvements Update
Mrs. Reemsnyder highlighted the costs associated with the project. The Contract items and Contingencies, Incidentals to Construction Municipal services and Design services to the town are $746,500. The DOT also has required Incidentals to Construction (i.e., materials testing, administrative oversight, audits, etc.) which equals $65,500, for a project total of $812,000. With the DOT committing to covering 80% ($649,600) of the project with 20% ($162,400) for the town’s share. However, within the town’s share of the DOT required items ($65,500), the town would include it in the 80% commitment, with the town having to pay 20% ($13,100), of the DOT’s requirements. Mrs. Reemsnyder said that at the Board of Selectmen’s meeting, the Selectmen felt that adding $30,000 to accommodate bid
escalation adjustment would avoid going to an additional Town Meeting. Therefore, the total amount considered for Town Meeting would be an amount “not to exceed” $789,600, which breaks down tol estimated Construction (including bids, inspections and municipal services) of $746,500, total estimated cost to state (includes administrative, material testing, audits, etc.) of $13,100, and bid escalation adjustment of $30,000. After discussion, the Board of Finance felt that 10% of the project ($75,000), rather than $30,000 for bid escalation, would be a safer amount. Therefore, the amount recommended to bring to Town Meeting will be $835,000.
A motion was made by Mr. Garvin, seconded by Mrs. Sturges to recommend to Town Meeting an amount not to exceed $835,000 for the Route 156 Bikeway and Sound View Improvement project. Motion carried.
Oakridge Forest Association Request
Mrs. Stajduhar stated that the treasurer of Oakridge Forest Association came to her and asked why their association wasn’t contacted to be included in the Town’s beach stipends. She stated that it is a 65 home association, has a small beach area and a lot of challenges with the public passing through their area to and from Rocky Neck. The board stated that all the beaches that receive stipends spend money from their Association on security and asked if Oakridge Forest Association also spends money on security. Mrs. Stajduhar said that she would get back to the treasurer to get more information on their expenditures.
Board of Finance Meeting June 21, 2016
Old Business
Mrs. Reemsnyder and Doug Wilkinson stated that the WPCA has drafted Amendment No. 3 which includes assistance and advice to the WPCA, updates to the Report and Environmental Impact Evaluation (EIE) for the Connecticut Environmental Policy Act (CEPA) process, as well as follow-up meetings and coordination with Town officials and CT-DEEP. The Scope of Services includes Task 1 – Project Coordination and Key Meetings (Coordination Meetings, WPCA Meetings, and Project Implementation Plan), Task 2 – Updates to Draft Report and EIE (update EIE, Update Draft Report and Finalize Report). Mr.Wilkinson outlined the anticipated Project Schedule with estimated start and completion dates. Upon finalization of the Scope of Services, a detailed Project Plan, including the inter-relationship of sub –tasks, sub-task
dates, and other key milestones, will be developed and reviewed with the Town. The overview and purpose of Amendment No. 3, is that the Town and its WPCA prepared and submitted a Draft Report for the Coastal Wastewater Management Plan in December 2014 as part of Woodward & Curran’s Amendment No. 1 Agreement, dated August 12, 2014, with the Town. The Town subsequently received review comments from CT-DEEP in April 2015, attended meeting with CT-DEEP staff over the past several months, received administrative order in June 2015, and submitted a draft EIE report to CT-DEEP in October 2015. As a result of CT-DEEP administrative order, the Town (WPCA) and Woodard & Curran have engaged other Town officials and CT-DEEP staff in meetings and discussions related to the proposed regional alternative for the Coastal Wastewater Management Plan and the EIE report. He stated that the proposed Amendment includes assistance and advice to the WPCA, updates to the
Report and EIE for the CEPA process, as well as follow-up meetings and coordination with Town officials and CT-DEEP for $24,948 commencing in July 2016 and are anticipated through November 2016.
New Business
Mrs. Reemsnyder stated the Mr. Sibley has been working with Sennheiser to get new audio equipment for the Meeting Hall. The completely wireless microphones and speaker system have been designed to enhance speech intelligibility of meeting participants, eliminate unsightly wiring, and enhance the overall audio quality of broadcasted Board of Selectmen meetings as well as other meetings held in the Meeting Hall. Included are wireless handheld microphones for audience questions, wireless transmission system, which sends audio from the microphone systems (table, podium, audience mics) to the camera for broadcast and recording. For sound disbursement, a line array speaker system for in-room sound reinforcement. Line array systems provide wide sound dispersion, ensuring consistent audio quality for all
audience members regardless of their seating position. The quote includes the audio and power cabling to interconnect the various systems. The quote does not include installation and a small equipment rack to hold equipment. The current podium was examined and is not deep enough to hold the recommended equipment. The total standard pricing project is $41,188.90 and Sennheiser is giving the town a discounted price of $13,995. Mrs. Reemsnyder stated that there is already $10,000 in Capital for this project and $4,000 additional funds needs to be approved. After discussion, it was decided that the additional $4,000 will be taken from the Capital - Town Hall Improvements line.
Board of Finance Meeting June 21, 2016
Selectman’s Report
Mrs. Reemsnyder stated that the Boathouse Hains Park Improvement bids were opened today with the low bid being $587,000 and the high bid $938,000. The next step is to check the bid numbers and references that were provided.
Mrs. Reemsnyder stated that permit for the Rogers Lake Weeds project was halted pending the findings and mapping of the rare species of freshwater mussels in the lake. The town has received word and was issued a 3 year permit for herbicide treatment to control nuisance weeds within Rogers Lake. Mrs. Reemsnyder has had communication with a concerned resident of Rogers Lake who was on Conservation Commission about the herbicide flowing downstream. However, the herbicide chosen isn’t a strong herbicide and should not impact the downflow from the lake.
Mrs. Reemsnyder stated that the Osprey Festival took place on Saturday, June 18th and was a great success. She extended her thanks and congratulations to the Lyme Old Lyme Chamber of Commerce for all their hard work in coordinating this event.
Mr. Griswold summarized the bond refunding terms.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, July 19, 2016 at 7:30 p.m.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the Regular meeting at 9:40 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
| |
