Minutes of the Board of Finance meeting held on Tuesday, August 15, 2017 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
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Present:~~~~~~~~~~ Regular Members:~ Andrew Russell, BJ Bernblum, H. P. Garvin, III,
Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~ Adam Burrows, Bob Jose, David Kelsey
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Tim Griswold, Treasurer
Mary Jo Nosal, Selectwoman
Absent:~~~~~~~~~~~ Regular Members:~
~Alternate Members:~~
Guest: Judith Read, Resident
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Mr. Russell called the meeting to order at 7:30 p.m.
Approval of July 18, 2017 Minutes
The minutes of July 18th were reviewed. There was a correction noted on page 2, 3rd paragraph, to end sentence after Mr. Woolley’s motion. On page 2, 5th paragraph, after the word “recommend”, add “to Town Meeting”.
There being no other corrections noted, a motion was made by Mr. Kerr, seconded by Mr. Bernblum to approve the minutes, as modified. Mr. Garvin and Mrs. Sturges abstained. Motion carried.
Review of Monthly Financial Reports
Mrs. Stajduhar outlined the Financial Report Notes for July 2017. Under Revenues, the Property tax, total tax collections were $17,813,000. The Miscellaneous revenue, a $10,038 refund from CIRMA was received for FY2016/17. Sound View Parking income, street and lot collected $32,816, one-third of the budget.
Other revenues include Hains Park Improvement Project - $9,750 for a total of $57,080 to date for non-project costs. The Sound View Improvement Project - $216,603 grant reimbursement.
Expenditures included Health Department – contracted services for Ledge Light ($114,030) which includes a $5,000 credit. The percentage of general government budget spent to date (without Capital or RSD#18 included) = 12%.
Under Other Funds, Hains Park Boathouse - $13,567 was paid to Scope Engineering and $1,100 to Nina Peck, Architect. The Road Improvement - $198,050 was paid to Pasteryak for Saunders Hollow Road paving, and Misc/Grant Revenue Fund paid $15,751 to Fiber Tech from a $22,000 grant proceeds received two years ago that paid for the connection which is exclusive for the schools, fire department and municipalities.
Board of Finance Meeting August 15, 2017
Mr. Russell requested a motion on moving Carry-overs up on the agenda. Therefore, a motion was made by Mr. Garvin, seconded by Mr. Woolley to move carry-overs up on the agenda. Motion carried.
Carry-overs
Mrs. Stajduhar highlighted the carry-overs that were previously approved at the close of June 30, 2016 as well as carry-overs approved at the close of June 30, 2017. She detailed the various lines stating that some of the carry-overs include large projects such as the Mile Creek Road Bridge project, streetlight replacement and Police FF&E.
A motion was made by Mr. Garvin, seconded by Mr. Kerr to move $696,935 for total carry-overs. Motion carried.
Budget Transfers
Mrs. Stajduhar highlighted four departments that went over budget by the end of June 30, 2017 and the reasons for the overages.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve the budget transfer in the amount of $16,030. Motion carried.
Old Business
Proposed Bid Policy Guidelines: Mrs. Stajduhar highlighted the proposed Bid Policy Guidelines that was attached to the July minutes. As previously reviewed, the purpose of this policy is to create a process for purchasing goods and services that will increase efficiency, promote fairness, accountability and confidence, and provide necessary supplies and services in a timely and cost-effective manner. This policy is directly binding upon all town employees, public officers, officials and members of boards, commissions and agencies. The Board of Finance shall direct the Town audit firm to review and comment on compliance with this policy. Discussions ensued on the following: the Definition defines major purchases as $75,000 and above, regular purchases $20,000 to $74,999,
and incidential purchases as below $19,999; the area of Procedures includes advertising for Requests for Qualifications (RFQ) which is often used to determine who will be considered to bid, depending on their qualifications; a statement regarding the right of the Town to reject any and all bids, with the discretion of the First Selectperson, Board of Selectmen or the Board of Finance according to what is in the best interest of the Town. A discussion ensued about incidental purchasing choices to be made based on quality of the goods, services offered, cost, ability of the vendor to provide future maintenance, and the ability, capacity and skill of the vendor demonstrated under prior contracts.
Board of Finance Meeting August 15, 2017
Construction Project Budget template: Mr. Kelsey stated that the format with the template presented for the Sound View Improvements in relation with the Hains Park Boathouse Budget that was presented last month is the more comprehensive. After discussion, Mr. Kelsey stated that the format should include where the project began, how much was approved, where the project is, and how much is left.
New Business
Request from State of CT OPM: Mr. Russell distributed how the executive order would affect the Town’s grants from the State. Gov. Dannel Malloy’s executive order budget dictates how the state will spend money in absence of an approved budget. Statutory municipal grants were worth 2.4 billion in 2017, a number that would be cut to 1.8 billion under the governor’s executive order. There are other types of grants not included because the amounts are not dictated by state statute. Therefore, a new dollar value isn’t specified in the executive order. Mrs. Reemsnyder stated that the State wants updated information on the municipality’s fund balance. Although the town has funds in surplus, much of the funds are already earmarked for larger projects that are on the
future calendar.
Other Business
Nothing to report.
Selectman’s Report
Academy Lane Dock: The work on the Academy Lane fire dock is complete. Steel sheeting was cut down and wood guard rails, millings on top of gravel have been installed and grass was planted in the side areas. The fire department held two training sessions – one at high tide and one at low mean tide. Both sessions resulted in the ability to pump water that “exceeded expectations”. The fire department officials stated that it was just what they had hoped to achieve.
Exterior work at Town Hall: Painting and lead abatement is being completed on the exterior of the Town Hall. The facilities manager, Phil Parcak, has been watching the progress and reports that they are doing a great job. They anticipate being completed before the end of the month.
Blight Ordinance: Mrs. Reemsnyder reported that a draft Blight Ordinance has been developed and is being reviewed by the Land Use department and the Town Attorney.
Cross Lane Playground: The playground equipment has been ordered and a committee will be formed to prepare a budget and proceed with the project.
Midsummer Festival/Fireworks: Mrs. Reemsnyder reported that the Midsummer Festival went very well. The overcast weather during the day made walking around quite comfortable. The weather cleared up just in time for the fireworks display. There were several complaints from surrounding neighbors due to debris from the fireworks that was created due to wind direction. The wind and weather situation will be monitored in the future.
Board of Finance Meeting August 15, 2017
Hall Road Improvements Committee: A presentation on the committee’s work was held on Thursday night with approximately ten people attending. The presentation was well received and the committee will continue to present to additional groups in the near future.
Mr. Russell stated that the next meeting of the Board of Finance will be Tuesday, September 19, 2017 at 7:30 pm.
A motion was then made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the meeting at 9:35 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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