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Minutes of the Board of Finance meeting held on Tuesday, August 16, 2016 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, H. P. Garvin, III,
Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~ Adam Burrows
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Tim Griswold, Treasurer
Mary Jo Nosal, Selectwoman
Absent:~~~~~~~~~~~ Regular Members:
~ ~Alternate Members:~~Robert, Jose, David Kelsey
Guest: Laura Martino, Vice President, Middlesex Hospital
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~Mr. Russell called the meeting to order at 7:30 p.m. Mr. Russell stated that since there is a guest present, therefore, a motion was made by Mr. Garvin, seconded by Mrs. Sturges to move the Middlesex Paramedics Agreement up on the agenda. Motion carried.
Middlesex Paramedics Agreement
Ms. Martino highlighted the Middlesex Hospital Paramedic, Department of Emergency Medical Services. The Paramedic Department has been in operation since 1987 with 3,259 responses the first year and increasing significantly each year thereafter. The Paramedic provides coverage to 19 towns and transports to 17 different towns. The Paramedic Department responds to 911 responses, administers over 30 medications, cardiac monitoring, etc. Other services the paramedic department provides are special events, mass gatherings, mock DUI presentations for high schools, local career day events, and stand-by at Fireworks displays and other local events and celebrations. The Paramedic department consists of 32 paramedics, 16 full time, 2 part time and 14 per diem. In 2015 alone, the Middlesex Hospital
Paramedics provided over 150 hours of education, informational presentations and hands-on training to our local EMS, Police, Dispatch, and Fire Services. Middlesex Hospital paramedic service has been fully funded by the hospital since 1987. Patients are billed per call, most as part of a “bundle bill”. The bundle bill includes the fees for the paramedic and the ambulance, with minimal reimbursements from Medicare and regular insurance carriers. The net loss per year was $557,123.00 in 2008 and has increased to $1,088,412.00 in the fiscal year of 2015. The current challenges are the increased hospital tax, currently $21,000,000 for Middlesex Hospital and reduced payments for Medicaid from the state. The Hospital cost-reduction measures are to redesign service, $25,000,000 in savings achieved to date, reduce supply costs and workforce through attrition, and to renegotiate contracts with supplier/vendors.
Ms. Martino stated that the Paramedic services have evolved over 30 years to benefit community residents yet no town currently pays for the services. The Fire/EMS, police and emergency preparedness are supported at some level by municipalities. The Paramedic Services at today’s levels are unsustainable with the current payment model. The Future State model preserves superior quality paramedic services for community residents, and developed an equitable model for towns to share in the cost of services for residents.
Board of Finance Meeting August 16, 2016
The cost phased in over five years is based on a per capita cost share stipend. Currently, the total population for the towns included is 136,574. A contribution is based on $1.00 per person the first year ($136,574), increasing $1.00 per year for five years ($682,870). Population per town is based on Dept. of Public Health latest census data. The five-year ramp up to 50% cost share with Middlesex Hospital actually works out to 60%/40%, with the Hospital bearing the 60% of the expense.
Mrs. Reemsnyder stated that there have been meetings of all the town’s first selectmen at the RiverCog. A small committee was formed at the RiverCog with an attorney on the committee. An advisory committee will be formed that will oversee the funds and their operating budget. The towns are in essence helping to fund the service in order to assist the hospital with their deficit. Mrs. Reemsnyder stated that L & M Hospital tried this process with the six towns that they handle, and the towns rejected their request. L & M Hospital will be addressing a bundling of paramedic service with their six towns in the near future. There were several discussions presented and the present commitment is for only one year, renewable on an annual basis ($7,600 for this year). A discussion
as to where the funds should be designated and it was decided that the Ambulance Fuel/Other line could support this expenditure. Mrs. Reemsnyder stated that this expense is for one year only and renewable annually.
After discussion, it was requested that Ambulance Association’s leaders attend the September 20th Board of Finance meeting, and to postpone a decision of approving, to give guidance and offer their opinion on this Agreement afterwhich the Board of Finance will decide on the matter.
A motion was made by Mr. Garvin, seconded by Mrs. Sturges to approve an additional appropriation of $7,600 to the Ambulance line, Account # 01-205-0520-0002-002, for the Middlesex Paramedic Agreement for one year only. Mr. Kerr opposed the motion. Motion carried.
Approval of July 19th meeting Minutes
The minutes of July 19th meeting were reviewed. There was a correction noted on page 1, to move Mr. Bernblum from an “Alternate Member” to a “Regular Member”. On page 2, 6th paragraph, 1st sentence, delete the word “Road”. On page 4, 1st paragraph, 1st sentence, delete from the word “updates” to “CT-DEEP”.
There being no comments, a motion was made by Mrs. Sturges, seconded by Mr. Kerr to approve the minutes as written. Mr. Bernblum and Mr. Garvin abstained as they were not present. Motion carried.
Review of Monthly Financial Reports
July 2016 Report: Mrs. Stajduhar outlined the Financial Report Notes for July 2016. Under Revenues, the Property tax, total tax collections were $17,156,290 or 51.56% of total tax department budget collected. Under Miscellaneous income, $6,520 year end sharing was received from CIRMA. Parks and Recreation Programs collected $31,670 or 70% of budget for summer programs and camps. Parking Kiosks collected $40,182 or 42% of budget.
Board of Finance Meeting August 16, 2016
Expenditures included Annual Dues to CCM ($4,547) from the Selectman’s Office. Land Use’s Annual Dues included $9,227 to Lower CT River Estuary Regional Planning Agency and $1,744 to CRCCD.
Annual Contracts included: Quality Data - $6,110 and DMV - $250 from the Tax office. Treasurer’s office paid $12,500 for a portion of audit and $3,790 for BMSI. The Town paid the Town of East Lyme $8,053 for Probate. IT and Virtual Town Hall was paid $4,230 and A&A for printers was paid $1,254 for various service contracts. The Assessor’s office paid $5,800 to Quality Data and $8,260 to Vision Appraisal. Emergency Management paid $2,450 for the Everbridge (Reverse 911) System and Valley Shore received $37,692.
Under Insurance, the first quarter payment to CIRMA for Workman’s Comp and Liability was paid $50,029. VFIS for Fire and Ambulance Insurance was paid $40578, 100% of their premium.
Parks and Recreations expenditures included $18,300 for the fireworks show, $39,825 for 45 seasonal staff, and $7,200 to HS Plaut for new swim lines/anchors. The Police paid $16,863 for 14 seasonal Rangers.
Stipends to the Non-profits and Beaches Associations totaled $286,142 or 50%, and $14,329 or 100% to Estuary Transit.
Capital Expenditures include: $5,000 to Historical Society, $10,000 to Lyme Art Association, and $25,000 to LYSB for Capital Projects approved. Public Works Capital paid Pasteryak $27,000 for Road overlay of Brown’s Lane.
The percentage of general government budget spent to date (without Capital or RSD#18 included) is 12.5%, Onetime costs not yet expended include half of stipends ($275,897) and $630,000 in Transfers out.
Under Other Funds, the Hains Park Boathouse paid $2,309 to Garcia & Milas for legal services and $1,100 to Nina Peck for architectural services. Sound View Improvement paid CT DOT $13,100 per contract. Road Improvements paid $272,450 to Pasteryak for Flat Rock Hill Road paving.
Fiscal Year 2015/16 Year End Update: Mrs. Stajduhar highlighted the Departmental Revenue collected over the budget amounts. Property tax revenue is over $284,000 which still needs year-end adjustment for 60 days. Other over-budget collections include the Town Clerk ($45,000), Building ($30,000), Parks and Rec ($11,000), Kiosks ($33,000), Transfer Station ($25,000), Investment Income ($17,000), FEMA reimbursement ($21,000), Landfill reimbursement ($600,000), Other bus Barn repayment ($14,000), with a total General Fund Revenue collected $358,000 over what was budgeted. Total General Fund expenditures (before carry-over) is under budget by $1,300,000. During the FY15/16, $149,500 was approved to come out of surplus for the Fire/Police Boat, Town Hall HVAC and Ethic
Commission. The Estimated carryover to be approved from FY15/16 is $272,403. Therefore, estimated net addition to surplus from FY15/16 after audit adjustments that will go back into surplus is $500,000.
Board of Finance Meeting August 16, 2016
Carryovers
Mrs. Stajduhar highlighted the proposed carry over items to FY16/17 at fiscal year ending 06/30/2016. Capital continued projects include the Public Works Salt Shed, the Academy Lane Fire Dock and the Sound View Improvement project. Approved Capital carryovers include IT for off site back up, Senior Center roof is waiting for FY15/16 funding to complete the project. Emergency Management communication upgrade ($21,600) and State Police radio upgrade ($86,435) projects are ongoing. Other carryovers include Rogers Lake Weed removal, LED streetlight replacement, police car and accessories, Fire/Police Boat, and the Mile Creek Bridge. The total carryover at 6/30/15 is $455,171 with $155,612 used as of 6/30/16. The amount of carryover rolled over is $262,206 and $37,353 was turned back to
surplus at 6/30/16. Therefore, the carryover rolled over ($262,206) and the approved carryover from FY15/16 totals $534,609 for a total carryover.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr to approve $534,609 for total carryover. Motion carried.
Budget Transfers
Mrs. Stajduhar stated that the budget transfers are as follows: Historic District postage ($300), Health Department - Contracted Services ($5,000), and OLFD – Building Maintenance ($4,500), which can be taken from Insurance Medical ($9,800).
A motion was made by Mr. Woolley, seconded by Mr. Bernblum to approve a total of $9,800 for budget transfers that can come from the Insurance Medical line. Motion carried.
OLFD: A letter was received from the Fire Department chief to the Board of Finance and the Town to request several carryover of funds from FY15/16. On the Operating Budget, data from FY15/16 reflects an unspent balance of $72,524.43 of which they would like to allocate $20,292 as follows: Installation of A/C in general meeting room and rear office at Cross Lane ($7,805), and the two front offices ($6,587), preparation and painting of dormers, eves, gutters, doors and frames at the Lyme Street station ($5,900). Additional consideration for carryover funding also requested is for the Lyme Street boiler ($30,000 – to be added to the already approved $25,000 in FY16/17), and ($8,091.40) to complete installation of the Cross Lane boiler. The Board discussed these carryovers
and because of the amounts, this request would have to go to Town Meeting.
Old Business
Ledge Light Health District: A town meeting is scheduled for August 29th to present the Ledge Light Health District proposal. As a review, the cost per capita would be $7.29. Ledge Light has requested the Town to pay $60,000 which would include wages of the town’s Administrative Assistant. After Ledge Light collects the per capita, reviews of the town’s businesses, etc., Ledge Light would still have a debt of $67,000, however, the town would pay $60,000 to offset the $67,000. The Administrative Assistant would spend most of her time in the Old Lyme Health office as well as time on the road for Ledge Light business.
Board of Finance Meeting August 16, 2016
A motion was made by Mrs. Sturges, seconded by Mr. Bernblum to recommend the matter to the Town Meeting after the Public Hearing meeting and Presentation, which will be held on Monday, August 29th. Mr. Burrows would like a spreadsheet of the costs and savings associated with this changeover. Motion carried.
New Business
Mr. Russell stated that as part of the auditing process, CohnReznick requires the completion and signature of a questionnaire in regards to the Board of Finance’s knowledge of any fraud or suspected fraud affecting the entity.
Mr. Russell requested to change the September 20th Regular meeting to Monday, September 19th at 7:30pm instead as he’s going to be out of town.
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to change September’s meeting date to September 19th, 2016. Motion carried.
Selectman’s Report
The boathouse demolition began last week. Through demolition, it was decided to remove existing concrete slab and add a new slab for various reasons.
Mrs. Reemsnyder stated that the low bidder for the Sound View project was B & W Paving and Landscaping, with the bid amount of $631,442.02. To date, everything has been sent to the DOT for approval. The supplemental PAL (Project Authorization Letter) Attachment Contract Items and Contingencies, with a 10% contingency, came in at $694,600 after the bids had come in. The total Municipal Cost of Contract Items and Contingencies, Incidentals to Construction- Municipal Services and Design Services during Construction is $845,600. The entire Total Construction Cost is $911,100. The amount approved at Town Meeting was $877,000., therefore, this may have to go before Town Meeting.
WPCA Administrative Order Amendment No. 3was approved for Clean Water funds. The DEEP has reviewed the sub-agreement and has determined that it is in compliance with the regulatory procedures. Approval is important because it guarantees 55% funding for areas available to be funded. This project is making headway and the WPCA is waiting response from the DEEP.
The Mid summer Festival took place on July29th and 30th and was very well attended. Mrs. Reemsnyder thanked the many volunteers, Police, Fire Department, the bus company, and many others who worked hard to make the event so successful.
Board of Finance Meeting August 16, 2016
Mrs. Reemsnyder stated that a potential rail bypass through Old Lyme and the region would devastate neighborhoods, tourism and areas of historical and environmental importance. The bypass appears to cut through the center of Old Lyme and continue through the surrounding shoreline communities. Senator Richard Blumenthal held a roundtable discussion on August 12th at the Town Hall. Approximately 70 people attended this discussion that had a panel of State and local officials representing Old Saybrook, Old Lyme, East Lyme, Stonington and the Lower CT River Valley Council of Governments. Senator Blumenthal stated that the Federal Railroad Administration has agreed to attend a roundtable with congressional staff from his office as well as Senator Murphy and Representative Courtney, The CT
DOT, and other local officials to discuss options for improving rail service in CT and the region. It is hoped that dialogue on how to relieve the capacity constraints along the existing NEC to better serve all CT residents will be constructive. During the August 12th roundtable, there were a variety of options that were offered instead of the Alternative 1 that would damage the historic part of Old Lyme as well as the other shoreline towns along the way from Old Saybrook to Kenyon, R.I. Senator Blumenthal said that another meeting with FRA would take place before a decision on a preferred alternative is released. He hopes the meeting will be held at the end of August or in September.
Mrs. Reemsnyder reported that the town has a new town attorney. Attorney John (Jack) Collins lives in town and works at the firm Suisman, Shapiro located in New London. Attorney Collins came into the Town Hall last week to get sworn in and introduce himself to the staff.
Mrs. Reemsnyder stated that a Facility Manager has been selected. Phil Parcak is a retired facility manager for DOT and has many years of experience. He will be operating on a three month trial with about 10 hours a week allocated. Bonnie will arrange meetings with the various key building managers to introduce and discuss the individual town building’s needs. There is a job description in place which will be” tweaked” as time goes on.
Millstone Drill with FEMA was evaluated and the drill went very well today.
The Town of East Lyme, in cooperation with local jurisdictions, the CT Army National Guard, Stones Ranch Military Reservation, Camp Niantic, State agencies and other stakeholders in the region, are in the process of preparing a Joint Land Use Study to address compatibility planning in areas around both Stones Ranch and Camp Niantic. The goal of this study is to protect the viability of current and future missions at Stone Ranch and Camp Niantic while accommodating growth, sustaining the economic health of the region and protecting public health and safety. The public is invited to attend the public workshop scheduled for Tuesday, August 30th from 7-9pm at the East Lyme Community Center at 41 Society Road.
Board of Finance Meeting July 19, 2016
Mr. Griswold stated that Mrs. Stajduhar and he met with Paul Gianquinto regarding the budget and financial status of the Hains Park Boathouse Improvement project.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Monday, September 19, 2016 at 7:30 p.m.
Mr. Griswold invited the Board to 55 Lyme Street, the Historical Society to walkthrough and see what they have been doing. It was agreed to walk thru at 6:45 on Monday, September 19th.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the Regular meeting at 10:10 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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