Minutes of the Board of Finance meeting held on Tuesday, October 18, 2016 at 7:30 p.m. at the Old Lyme Memorial Town Hall Meeting Hall.
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Present:~~~~~~~~~~Regular Members:~ Andrew Russell, Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~ Adam Burrows, Robert Jose, David Kelsey
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Tim Griswold, Treasurer
Mary Jo Nosal, Selectwoman
Skip Sibley, Selectman
Absent:~~~~~~~~~~~ Regular Members: Bennett Bernblum, H. P. Garvin, III
~ ~Alternate Members:~~
Guest: Paul Gianquinto, Chairman, Boathouse Hains Park Improvement Committee
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~Mr. Russell called the meeting to order at 7:30 p.m.
Because there are two regular members absent this evening, a motion was made by Mrs. Sturges, seconded by Mr. Woolley, to have Mr. Jose vote for Mr. Garvin. At Mr. Bernblum’s prior request, Mr. Burrows voted in his place after he arrived at 8:15pm. Motion carried.
Approval of August 16th meeting Minutes
The minutes of August 16th meeting were reviewed at the last meeting (Sept. 19th). Corrections noted included: page 2, 1st paragraph, 4th sentence should read “Ms. Martino stated that population per town is based on Dept. of Public Health latest census data and added that ….” Second paragraph, 7th sentence, it was requested to delete first seven words and begin sentence with, “Present Middlesex commitment…” Within the same paragraph, delete last sentence. On page 2, 3rd paragraph, 1st sentence, change the word “requested” to “suggested” and delete the words “and to postpone a decision of approving”.
Correction to 4th paragraph, to begin the paragraph with “After further discussion, it was decided to move forward and a motion was made….” On page 5, at the end of the 2nd paragraph, add the sentence, “The Board was not aware of any evidence of suspected fraud”.
After clarification and corrections, a motion was made by Mr. Kerr, seconded by Mr. Jose to approve the minutes as modified. Motion carried.
Approval of September 19th meeting Minutes
The minutes from the September 19th meeting were reviewed. Corrections noted include: Page 3, 1st sentence, replace the word “structure” with “status”.
There being no further corrections, a motion was made by Mr. Kerr, seconded by Mr. Jose to approve the minutes as corrected. Mr. Woolley abstained. Motion carried.
Board of Finance Meeting October 18, 2016
Review of Monthly Financial Reports
September 2016 Report: Mrs. Stajduhar outlined the Financial Report Notes for September 2016. Under Revenues, the Property tax, total tax collections were $195,955, with 46% left to be collected. Capital Asset Proceeds received $6,100 for the sale of the Privateer boat, motor and trailer. Grant revenue included $18,831 for FEMA/EMPG (equipment and Millstone Drill) related reimbursements.
Expenditures included Contracted Services for Finance - $12,000 for progressive payment to the auditors,
Health Contracted services spent $13,134 for Mosquito management. Insurance paid 2nd quarter expenses of $28,923 for LAP and $20,548 for Workman’s Comp. Under Special Deductions - $34,748 was paid for Town employees the 1st quarter pension payment. Public Works – Vehicle Maintenance – spent approximately $5,000 for repair (body sand blasted, painted and repaired) to the 1996 International dump with built-in sander. The vehicle is worth $45,000 and should have an additional 5 years life remaining. The Town Woods Park contract paid out monthly payment of $9,719 for ground maintenance. Valley Shore 2nd quarter payment of $37,692 was paid as well as the annual amount of $36,547 for the Estuary Nutrition Services. Debt Service paid the first debt
payment to TD Bank of $310,000 principal and $8,295 interest.
Under Capital expenditures, Public Works Road paid $44,168 for road overlay of Meadow Lane and Littlefield Lane.
The percentage of general government budget spent to date (without Capital or RSD#18 included) is 27.92%, Onetime costs not yet expended include half of stipends in the amount of $275,897 and $630,000 in Transfers out. Mr. Kelsey suggested that the Revenue and Expenditure outline would be helpful if items that are out of line to where they should be currently.
Old Business
LED Lights Funding Request: Mrs. Reemsnyder summarized the transitioning streetlight program to LED lights in town and stated that $5,000 is in the carry over budget from the past fiscal year. Mrs. Reemsnyder stated that the committee, which is comprised of her, Board of Finance representative, and the Town Treasurer has been working with Tanko Lighting regarding the LED streetlight Conversion.
She explained that the town owns approximately 396 lights on town-owned and state roads. The cost to switch over to LED’s would be $115,000 including having an audit of existing light locations. The audit of the town’s lights would cost $7,200 ($18 per light). By having Tanko perform an audit of the 396 lights throughout town and state roads, the town would have a comprehensive location of each pole, evaluate its location and necessity, be supplied with GIS coordinates as well as have the option to remove or add poles to various areas. The $7,200 would be applied to the cost of the program should the town move forward with the transition to LED lights.
During a recent meeting with Tanko, it was suggested that the town do a pilot program in two different areas in town to test out 12 streetlights which will cost approximately $2,500. It was discussed installing 6 lights in each area, with two different levels of lumens, and using 2-3 various manufacturers (GE, American Electric, Phillips).
Board of Finance Meeting October 18, 2016
The committee felt that McCurdy/Lyme Street would be a good choice for the residential testing area, and Halls Road for the higher traffic business area, plus they’re close in proximity for comparison sake.
Presently, annual streetlight maintenance and electric bill cost about $10,000 and approximately $35,000, respectively. Therefore, switching over to the LED option would pay for itself within 3 years. The estimated cost for LED streetlights for 396 lights would decrease to about $11,000 with an expected rebate in the amount of approximately $45,000. Therefore, the net cost to the town will be around $70,000.
After discussion, it was decided to add an extra 10 lights to the pilot program for an additional $2,000. A motion was made by Mr. Kerr, seconded by Mrs. Sturges to approve an additional $2,000 to the pilot program. Motion carried.
Academy Lane Fire Dock: Mrs. Reemsnyder reported that Keith Neilson from Docko, Inc., recommended that the town do a few test holes at the Academy Lane Fire Dock to investigate the stability of underlying soil. The company selected Dr. Clarence Welti, Geotechnical Engineers, to perform a preliminary geotechnical study for the reconstruction of the Lieutenant River Fire Wharf on Academy Lane. Welti performed two borings within the existing wharf to a depth approximately 30 feet below the existing grades. The wharf consisted generally of sandy fill placed over the natural soils and retained by horizontal timber cribbing. Welti noted that the existing wharf and cribbing are in a highly distressed state, particularly those portions that have the greatest exposure to the river currents and felt
that the shoreline within this area may have high erosion vulnerability. The proposed wharf reconstruction has a cast-in-place reinforced slab supported atop precast concrete blocks. The design should address static and dynamic forces from the river and loads associated with fire truck tankers. The blocks along each side of the wharf would provide lateral support of the interior fill material and would transfer compression loading from the slab to the underlying soils. Steel sheeting will have to be pounded in on three sides in order to further prevent the unstable soil from continuing to sink the dock. It is evident that there will be additional engineering in the process as a result of the findings
and will have to go to Town Meeting to get additional funds to complete this project. An RFQ for proposal was posted and two companies responded with Machnik Brothers Construction being selected. Mr. Kelsey questioned the necessity of building the fire dock as opposed to installing a stand pipe. After an extensive discussion, Mr. Russell stated that he will invite Fire Chief, Tom Risom, and Keith Neilson from Docko, Inc., to the next Board meeting.
Mile Creek Bridge: Mrs. Reemsnyder stated that the State performed inspections of several bridges within the town. The conditions of the bridges were satisfactory except for the Mile Creek Bridge, which was deemed in poor condition. The report found heavy rust conditions at the roadway level on the inside faces and the protective coating has failed on the rail system. The repairing involves scraping off paint, and structural replacement. Because of the condition of the bridge, the town may qualify for a STEAP grant for bridge repair and structure replacement. Howard Pfrommer of Nathan Jacobson & Associates, submitted a proposal for Civil Engineering Design and Permit Services, looking at structural replacement vs. structural repair. Projected construction
cost is approximately $600,000 and $100,000 has been put aside for the engineering portion of this project.
Board of Finance Meeting October 18, 2016
Boathouse Hains Park Improvement Project: Mrs. Reemsnyder detailed the change orders affiliated with the Boathouse Hains Park improvement project. .There was one major change order for the replacement of the foundation and slab for $103,663. Other change orders include the following: Change order #2: to increase column size from 3.5” to 5” diameter, including column cap and base plate for $3,296.57. Change order #7 in the amount of $7,385.75, is to modify framing. Change order #8, in the amount of $11,138.47 to modify site drainage, a need not evident until the digging began. Change order #9 in the amount of $2,105.99 is to add triple box girder truss to carry gable end over flex space.
Mr. Gianquinto attended meeting to answer any questions the board had. Mr. Kelsey questions what the difference between the previous building and the new building will be. Mr. Gianquinto stated that he didn’t have his computer with him and he will supply specifics on the new building. Mr. Russell stated that in order to go before the town for additional monies to complete the project, the board will need to understand specifics as to what will actually be built.
Mr. Griswold distributed a Hains Park Boathouse budget highlighting the change orders, and noted the Architect’s being over budget. He stated that there is approximately $34,000 left in the budget to complete the bathhouse/bathrooms. He commented that information hasn’t been shared in a timely fashion. Mrs. Stajduhar stated that Mr. Griswold’s handout is only as complete as the communication that is provided from the committee, and agreed that information hasn’t been given to her or the Treasurer without requesting it.
Hains Park Boathouse Project as of 09/30/16: Mrs. Stajduhar highlighted the total expenditures which equaled $150,336.54. The total appropriation approved at Town Meeting is $405,000, the STEAP approved at Town Meeting is $478,000 ($100 fees charged for bid documents), and $51,800 received in donations. Therefore, the total revenues that are received totals $456,900.
Mr. Burrows stated that if the procedure of a requisition be submitted, signed off on by two people and then a purchase order is developed, the Town would have a better handle on expenses prior to work getting performed.
Mr. Kelsey asked about future maintenance of the building once it’s completed. Mrs. Reeemsnyder stated that replacement and/or repairs to the building will be included in the lease that will be held between the Town and the School District. Presently, the lease is in the hands of the new Town attorney for review and he will be discussing the terms of the lease with the School District’s attorney.
There was a discussion as to the out-of-town rowers paying membership dues towards the future of the building. Mrs. Sturges asked if the existing bathroom building can be used or should it be knocked down and rebuilt. Mr. Gianquinto stated that the building official for the Town, Mr. Flower, examined the structure and stated that the foundation can be used with a new wooden structure built. The new bathrooms could be insulated for year-round use as well as be made ADA compliant.
Board of Finance Meeting October 18, 2016
Selectman’s Report
Rte. 156 Bikeway/Sound View Improvements Project: Mrs. Reemsnyder reported that the ground breaking ceremony took place on October 3rd at Sound View. There will be the first construction meeting this Friday, October 21st at 8am and Mrs. Reemsnyder will be attending, as well as a town liaison for the project. Construction should be starting next week. Mrs. Reemsnyder stated that the State DOT, as well as others, will be overseeing this project as it progresses.
WPCA: Mrs. Reemsnyder stated that the DEEP reviewed the scope of work for the well evaluation and has requested that another well is added in the Hawks Nest Beach Association area near Rte. 156 to determine groundwater flow. Once this new well is added, the scope of work will be revised and a new cost assessed. Woodard and Curran has given a revised draft plan to the WPCA. Once it’s been reviewed, it will be submitted to the DEEP. Then the WPCA will start working on the EIE (Environmental Impact Evaluation). The DEEP has confirmed that the new scope of work is eligible for the 55% reimbursement. The edited plan of WPCA is sewers in the Sound View area and testing in Hawks Nest. In the plan, the pump station location does not have to be identified.
Ledge Light Health District: Mrs. Reemsnyder stated that the targeted date of transitioning over to Ledge Light Health District is November 1st. The required documents, such as Selectmen minutes, Town Meetings, etc., have been completed and at the Board of Selectmen meeting last evening, the board appointed Mrs. Reemsnyder as a representative to the Board of Directors for a two-year term. She stated that she attended the October meeting and that the Board of Selectmen thought it was important to have a representative attend meetings and report back to the town. The Administrative Assistant, Patti Meyers, has already been on a tour of Ledge Light, as well as Ledge Light staff touring our building last week. Ms. Meyers is very pleased and excited with the anticipated
transition and it should work out to be beneficial for everyone.
Social Service Coordinator: A new Social Service Coordinator, Jennifer Datum, has been hired and started work two weeks ago. She comes with high recommendations and has a very pleasant demeanor and seems to have good judgment. Her area of studies is in library science so she has a lot of experience in researching information.
Public Works: Long time Public Works employee, Bob Swaney is retiring after 51 years of service to the Town. There is a luncheon planned at the Town Hall on Friday, October 28th at 2pm. All are invited to attend and wish him well. A new Public Works employee, Paul Fiore, was hired to replace Mr. Swaney. Mr. Fiore lives in town and is very enthusiastic about his new position with Public Works.
Jr. Women’s Playground Committee: The Lyme Old Lyme Junior Women’s Club has formed a Cross Lane Playground Committee and has been fundraising to build a new playground in town. The committee met with the Board of Selectmen last evening to discuss some obstacles that have come up in their project. One issue involves permits with the Land Use Department and playground elevations. If the permits are approved, the committee would like to form a plan that would finalize the project and one that contributors would feel comfortable supporting. Mrs. Reemsnyder stated that the committee needs assistance financially that would help them with the permit process and commented that the Board of Selectmen supported putting funds into the Capital Budget to help fund this project. Mr.
Kelsey questioned if this request for additional funds should be included within the call of the January Town Meeting.
Board of Finance Meeting October 18, 2016
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, November 15, 2016 at 7:30 p.m.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the meeting at 10:20 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
Michele E. Hayes
Office Manager
Selectman's Office
Town of Old Lyme
52 Lyme Street
Old Lyme, CT 06371
tel. 860.434.1605, x-212
fax. 434.1400
M-F, 9-4pm
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