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Minutes of the Board of Finance meeting held on Tuesday, January 17, 2017 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:~ Adam Burrows, Robert Jose, David Kelsey
Bonnie A. Reemsnyder, First Selectwoman, ex-officio
Nicole Stajduhar, Finance Director
Mary Jo Nosal, Selectwoman
Skip Sibley, Selectman
Absent:~~~~~~~~~~~ Regular Members: H. P. Garvin, III
~ ~Alternate Members:~~
Guests: Judith Read, Resident
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~Mr. Russell called the meeting to order at 7:30 p.m., and stated that one regular member is missing this evening. Therefore, a motion was made by Mrs. Sturges, seconded by Mr. Woolley to have Mr. Jose vote for Mr. Garvin in his absence. Motion carried.
Review of November 15, 2016 Minutes
The minutes of the November 15th regular meeting were reviewed.
There being no corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve the minutes of November 15th as written. Motion carried.
Review of December 20, 2016 Minutes
The minutes of the December 20th regular meeting was reviewed. There was a typographical error on page 2, 3rd paragraph, 1st sentence, change the word Police to Policy.
There being no further corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Kerr to approve the minutes of December 20th as modified. Mr. Berblum abstained as he was not present at the December meeting. Motion carried.
Mr. Russell distributed the Guide for Boards and Commissions and Committees to each member of the Board of Finance. The pamphlet explains procedures of how to handle appointments, resignations, vacancies, election of officers, time frames that are required for posting of agendas and minutes, all of which are stipulated by the Freedom of Information Act.
Board of Finance Meeting January 17, 2017
Review of Monthly Financial Reports
December 2016 Report: Mrs. Stajduhar outlined the December 2016 Financial Report Notes. Under Revenues - Property taxes, total tax collections were $3,065,389, with 35.6% left to be collected.
Other Funds: Miscellaneous – Hains Park Improvement received $10,865, totaling $24,390 in contributions to date, restricted for items outside the scope of the original project (such as a gazebo, benches, etc.).
Expenditures were reviewed and included the Selectman’s Office legal fees of $7,372 that has paid out $1,144 to the labor attorney and $6,228 to Suisman Shapiro for miscellaneous legal items. The Tax Collector Legal fees paid $4,658 to Suisman Shapiro relating to tax sale, foreclosures, etc., and changes to accounting for proceeds. Under Public Works Fuel, the cost is low due to paying off an existing fuel contract, storage fees and current billings. Public Works Salt Shed spent $14,582 to replenish inventory of salt and sand in Salt Shed. Stipends paid for half year include LYSB - $42,000, Non-profits (Library, Museum, etc.) $173,500, Beach Grants - $35,850. Carryovers spent include Catch Basin cleaning - $5,000, Police SUV - $5,300 and Mile Creek Road Bridge - $3,620.
The percentage of general government budget spent to date (without Capital or RSD#18 included) is 53%, Onetime costs not yet expended include $230,000 in Transfers out.
Other Funds include the Hains Park Boathouse - $280,415 spent for storage trailer, $268,000 for General Contractor, $2,000 for the architect, and $10,000 for the racks. Sound View Construction – spent $79,387 with $13,000 spent for Consultant Engineers and $66,000 spent for the General Contractor.
Mr. Russell requested that Under New Business, item a) Online Permitting Software – Building, Zoning, Fire Marshal, be moved up on the agenda. A motion was made by Mrs. Sturges, seconded by Mr. Kerr to move “On Line Permitting Software” be moved up on the agenda. Motion carried.
New Business
Online Permitting Software: Mrs. Reemsnyder explained that the online permitting software is a full service public safety municipal software that can be customized to meet each department’s various needs. The software that is being investigated and considered will service the Building, Health, Planning, Zoning, Fire Marshal departments. It will manage individual Land Use workflow, supply an online public portal, and mobile access on any device. Applicants would be able to apply on line, receive permits, schedule inspections and pay fees. The software will tie together all departmental aspects of daily functions, helping to create faster, more efficient department operations.
The software costs $11,940, which includes 1,500 records a year. The initial set-up fee will be $6,000. The initial term would be from February 1 to June 30, 2017 in the amount of $10,975.37. Mrs. Stajduhar said that the additional appropriation can be charged to either the Consultant line or Education and Training line of each of the departments affected (Building, Zoning, Planning, Health, and Fire Marshal).
Board of Finance Meeting January 17, 2017
After discussion, a motion was made by Mr. Bernblum, seconded by Mr. Woolley to approve up to $11,000 to be allocated under Health Department Contracted Services. Motion carried.
Old Business
Audit Issues and Recommendations: Mrs. Stajduhar stated that the first recommendation will be addressed when the Tax Collector and Town Clerk accounts are closed as of February 15, 2017. All other Finance related recommendations will be addressed when an Account Policy and Procedure manual is completed. Mrs. Reemsnyder mentioned she is working on the Information Technology related recommendations.
Boathouse Hains Park Improvement Update: Mrs. Reemsnyder stated that the fence has been taken down and storage unit has been removed, the doors have been installed and the boats are now inside the building. The racks are presently being constructed and an installation date will be available by next week. The Boathouse Hains Park Improvement Committee (BHPIC) reviewed current invoices and has approved payment. The bathroom plans are being reviewed and various options are being explored. The building will be built on the same footprint yet have a different configuration and will be appropriate for year-round use. A possible $47,000 of existing project funding will be available for the bathroom building renovations. Further, $23,000 in new donations will be available
for other Hains Park improvements that the Town wishes to pursue. The contractor put in another change order for $1,179 for lighting, however, the BHPIC is pushing back as they feel that this item is part of their original contract.
WPCA Update: Mrs. Reemsnyder stated that WPCA is meeting this evening, therefore, she doesn’t have an update at this time.
Mr. Russell noted a few changes in specialist assignments on the 2017 Schedule of Regular Meetings budget specialist listing. Changes include Mr. Bernblum being added as a specialist to Police Services, and Mr. Burrows will be added to Salaries as well as a Finance board representative to attend Regional School District #18’s budget meetings.
New Business
Budget Overview: Mrs. Stajduhar reviewed the 2017/18 Budget Overview. She highlighted the original FY16/17 and the upcoming FY17/18 budgets, noting amount and percentage changes. She reviewed the anticipated Board of Finance revisions which included removing capital items, Permitting S/W - $30,000, and the items to be approved at Town Meeting, which includes the following; $150,000 for Hains Park Bathrooms, $33,000 for Public Works SUV, and $600,000 for the Mile Creek Bridge. The total is $813,000. Mrs. Stajduhar reviewed the revised FY16/17 and FY17/18 budget stating that the total change for Operating, RSD#18, Salaries, Capital-net has an increase of 1.54% with 2.01% increase projected for RSD#18 and 0.28% as the Town’s portion of increase. Mrs. Stajduhar detailed the
increases and decreases in the Operating budget.
Board of Finance Meeting January 17, 2017
Some of the increases include Building department’s new Viewpoint software annual fees ($12,000), Public Works Engineering - MS4, stormwater testing ($15,000), Parks & Rec and Town Woods Park – Contracted Services – Goose patrol ($7,500 each). Mrs. Stajduhar explained that Stormwater and Goose Patrol were items that were previously within the Health Department.
Other increases include Ambulance – Paramedic contract ($8,000), State Police Contract & DUI, reallocated from municipal police ($27,000) which increased the Trooper line by $27,000, OLVNA Contracted services ($42,000) and the Non-profits, Library and Lyme Academy of Fine Arts ($10,000 each). The Solid Waste Recycling Review Committee has $5,000 for education, postage, printing, etc. Under Salaries, the estimated increase for RSD#18 is 2%, Town Hall Facilities Manager hired as an employee and not a subcontractor as originally budgeted ($26,000), all departments will receive a 2.25% increase and there will be a few step increases as well.
Decreases include Town Hall changes ($9,000), WPCA – Legal fees ($5,000), Town Woods Park grounds maintenance contract’s new vendor ($16,000), and Sanitation – CRRA ($7,000). Salary decreases include the Health department – Ledgelight ($79,000), Police department – moving DUI/OT from officers to Trooper ($23,700), and hiring one new officer at mid-range ($21,387).
Mr. Russell requested that the item “Public Works New Vehicle” be added for discussion under New Business. A motion was made by Mrs. Sturges, seconded by Mr. Jose to add Public Works New Vehicle discussion to New Business. Motion carried.
Public Works New Vehicle: Mrs. Reemsnyder described the condition of Public Works Director’s vehicle which is a 2003 Expedition. She stated that a new Public Works vehicle for $33,000 was added to the Town Meeting call because the call had to be in the newspaper in a timely fashion. She stated that should the Board of Finance not approve this item, then it can be tabled at the Town Meeting. The funds can be used from the Public Works garage floors capital and Public Works salt shed capital line items. There was a discussion on a newer used vehicle versus a brand new vehicle.
A motion was made by Mr. Bernblum, seconded by Mr. Kerr, that the Board of Finance recommends to Town Meeting the question of allocating up to $33,000 for the purchase of a vehicle for Public Works. Mrs. Sturges. Motion carried.
There was a discussion regarding the language and its meaning used in Town Meeting call in which the Board of Finance “recommends” sending an item to Town Meeting. It was noted that even though the board recommends something to Town Meeting doesn’t necessarily mean that they are in favor or supporting the item. Members agreed that, because the language is vague, the impression of the wording leaves people to believe that the board is advocating and is in approval and when brought to Town Meeting, it is assumed that the Board of Finance is advocating for the item in question.
Board of Finance Meeting January 17, 2017
Mr. Russell wanted to add to New Business a discussion of a purchase order for police cameras. A motion was made by Mr. Woolley, seconded by Mrs. Sturges to add discussion for In-car Police camera purchase to New Business. Motion carried.
Mrs. Reemsnyder stated that the total corrected cost of four In-Car Camera Systems was $28,600. The cost includes installation and associated hardware and software. The current capital budget has $21,900 for three cameras. In order to order the fourth, funds can be taken from Police Vehicle Accessories for $3,000, Police Vehicle Computer for $2,500, and Police Accessories for $2,000.
A motion was made by Mrs. Sturges, seconded by Mr. Bernblum to approve $7,150, to be taken from the three Capital Police accounts. Motion carried.
Selectman’s Report
Resident State Trooper: Mrs. Reemsnyder stated that the Troop F advised that the Town keep the four local police and add a second Resident State Trooper. Mrs. Reemsnyder detailed the salary and fringe benefits associated with hiring a Resident State Trooper. The first Trooper is at the top end of the salary step and the overhead totals $106,592.29 and $95,162 for 100% of salary, which totals $201,754.29. The total cost to Town is $171,491.15 or 85% of total cost. The second Trooper at a lower end of the salary step and overhead totals $69,965.20 and $57,441 for 100% of salary, which totals $127,406.20. The total cost to Town would be $108,295.27 or 85% of total cost. The Annual cost at top step and bottom step for the Old Lyme Police was highlighted. At the top
step the total is $107,314.41 for wages, FICA/Medicare, Pension, Health, Dental, Life Insurance, HAS contribution and Workman’s Comp Insurance. At the bottom step, the total with benefit package is $87,453.79. These totals do not include the cost of car/maintenance, cost of uniforms, cost of equipment, as well as a likely increase to insurances.
Mrs. Reemsnyder distributed a work chart for the spring/summer months of 2014, 2015, and 2016. The day and evening schedules were reviewed of police availability. There was a discussion of the breakdown of police calls during regular and overtime hours, etc.
NEC Future: Mrs. Reemsnyder reported that she has been working with a strategy team who are reviewing the Environmental Impact Study that was released on December 23, 2016 to identify defects in the study. The change from an aerial structure to a tunnel is a substantial and material change that should have required an amended draft to the study. Another issue recognized is that there were no public hearings in New London or Middlesex Counties, which are both significantly impacted by the bypass. The team is also looking into the environmental impacts that the plan will have on the Connecticut River Estuary and the marshes. The team has connected with a firm from Washington DC whose specialty is transportation, particularly railroads. They may utilize this firm for assistance on
submitting their comments to assure they have covered all the high points. Mrs. Reemsnyder reported that she has used some attorney fees to review the comments before submission. Printed postcards addressed to the Program Manager of the Federal Rail Administration have been developed listing the concerns and defects of the plan. The postcards mention points that negatively impact the Connecticut shoreline and although they offer support for upgrading the existing rail, as well as efforts to improve rail in the Northeast Corridor, the bypass is not ready to be selected as the preferred alternative and should be removed from the Final Environmental Impact Statement.
Board of Finance Meeting January 17, 2017
The Town has also applied for a Historic Preservation Grant. Mrs. Reemsnyder traveled to Washington DC for a confirmation hearing for U.S. secretary of transportation nominee Elaine Chao. Mr. Blumenthal brought up the proposed rail through Old Lyme and requested her to consider changing the route through Connecticut. Ms. Chao said that, if confirmed, she would review the plan.
Route 156 Bikeway/Sound View Improvements Project: Mrs. Reemsnyder reported a discussion on drainage issues and that WMC presented marked up plans showing existing drainage and identified conflicts. Alternatives were identified for consideration by the design engineer. BSC will review these plans and provide a response. No other updates were noted at this time as the project has halted for the winter until March.
Annual Town Business Meeting: The Annual Town Business Meeting is next Monday, January 23rd at 7:30 p.m. at the LOL Middle School Auditorium. Items on the call include accepting the Annual Town Report as submitted by the Board of Finance, announcement of the Board of Selectmen’s Citizen of the Year for 2016, request to appropriate $130,000 to replace town-owned streetlights with LED lights, request to appropriate $110,000 to rebuild the Academy Lane Fire Dock, and request to appropriate $33,000 for the purchase of a Ford Explorer for the Public Works Department to replace the 2003 Ford Expedition.
There is a Nutmeg Network Grant in the amount of $22,000 which would get the fiber optic from the school to the Town Hall. Facilities Manager, Mr. Parcak is assisting in getting the fiber optics into the Town Hall.
Mrs. Reemsnyder reported that the Board of Selectmen has met to review and discuss the 2017/18 budget. This was the first of three budget review meetings. The next two meetings will be during January in preparation for the Finance board’s weekly budget meetings starting on February 7th.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, February 7, 2017 at 7:00 p.m.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the meeting at 10:55 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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