Minutes of the Board of Finance meeting held on Tuesday, October 17, 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,
David Kelsey, Janet Sturges, David Woolley
Alternate Members:~ Adam Burrows, Bob Jose
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Mary Jo Nosal, Selectwoman
Skip Sibley, Selectman
Absent:~~~~~~~~~~~ Regular Members:~ Christopher Kerr
~Alternate Members:~~
Guest: None
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Mr. Russell called the meeting to order at 7:30 p.m. Mr. Kerr won’t be present this evening and appointed Mr. Kelsey to vote in his absence, however, he has not arrived. Mr. Garvin made a motion, seconded by Mr. Woolley to have Mr. Jose vote for Mr. Kerr in his absence. Motion carried. Mr. Kelsey arrived at 7:50 p.m.
Approval of September 19, 2017 Minutes
The minutes of September 19th were reviewed. There was a question regarding the use of the word “populate” on page 3, 3rd paragraph, 4th sentence. However, no change was made. There was a typographical correction on page 1, 5th paragraph, last sentence, to change the paint company’s name from “Martinex” to “Martinez”.
There being no other corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Jose to approve the minutes, as modified. Mr. Bernblum abstained as he was not present. Motion carried.
Review of Monthly Financial Reports
Mrs. Stajduhar outlined the Financial Report Notes for September 2017. Under Revenues, the Property tax, total tax collections were $262,175. The Emergency Management/FEMA grant reimbursements of $41,629 are for Millstone Drill, Emergency Operations Center radio repeater and Emergency Operations Center upgrades. Total revenue collected year to date is at 48.21%. Other revenues include the Sound View Improvement Project grant reimbursements of $129,489.
Expenditures included Old Lyme Fire Department Repair and Maintenance at the Lyme Street Station paid $3,037 to Machnik Construction for water line work and Martinez Painting for outside painting.
Capital expenditures included the Cross Lane Playground - $45,148 to Utility Creations for playground base, and, the Transfer Station - $28,378 for OSHA upgrades to fence, gate and cover.
Board of Finance Meeting October 17, 2017
Other funds included Hains Park Boathouse - $4,867 to Constantine Sealing for treating the surface and lining the basketball court.
The percentage of general government budget spent to date is 28% and does not include Capital or RSD#18.
Governor’s Budget
Mrs. Stajduhar highlighted the proposed Governor’s budget and its impact on the Town. The Teacher’s retirement Town’s share will be approximately $240,000, which was not budgeted for. The Town’s grant assistance from the State will be $330,000, $4,000 less than what is included in the Town’s budgeted amount.
Preliminary Draft of Town Budget
Mrs. Stajduhar distributed a preliminary draft of the State of Revenues, Expenditures and Changes in Fund Balances Governmental Funds for the year ended June 30, 2017. The net change in fund balances is $893,589 that would be added to the surplus. There was a discussion as to reporting General Government fund balances to the State and the impact on current and future budgets as a result.
Old Business
Proposed Bid Policy Guidelines: Mrs. Stajduhar reported that she met with Mr. Russell and Mr. Kelsey to fine tune the Town’s Bid Policy. The new Bid Policies document was reviewed. As previously stated, 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. It stated that the policy shall apply to all purchases of goods and services by the Town except: 1) where conditions of state or federal funds, or conditions of a grant, gift or bequest mandate otherwise;
2) expenditures exempted by law; 3) expenditures made through State or Federal surplus property agencies; 4) expenditures made from state bid/pricing list; 5) expenditures made through or administered by the State or Federal governments; 6) expenditures made to an approved sole source vendor; 7) expenditures required as part of any collective bargaining agreement; 8) expenditures for routine professional service providers who are appointed to handle ongoing, routine Town business on a regular basis such as but not limited to Town Attorney, etc. There was a discussion about including 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. There was a discussion on the new Bid Policy that was presented and changes that members contributed to the Bid Policy were not included.
Board of Finance Meeting October 17, 2017
Construction Project Budget template: Mrs. Stajduhar distributed the Construction Project budget for the Hains Park Boathouse budget stating that, there is $36,898 currently available for the Bathhouse building.
Mrs. Stajduhar highlighted the new Cross Lane Playground Budget. The new format included a column of the Playground Committee “Projected Budget” date prior to start, after bids have been received, and, a column “Estimate to Complete” one month into the project. There was a discussion on the format of expenditures and revenues for all future projects, including the Cross Lane Playground Budget. Mr. Burrows suggested that for all formatting documents, the producers should have their initials and the date included at the bottom of the document.
A motion was made by Mr. Garvin, seconded by Mrs. Sturges to approve the template as presented for Construction Project Budget template. After discussion, the motion was later withdrawn.
New Business
Nothing to report.
Other Business
Nothing to report.
Selectman’s Report
LED Light Conversion: Mrs. Reemsnyder stated that the kickoff meeting took place by phone between the installers and Tanko Lighting. The work is scheduled to begin at the end of this week or the beginning of next week. The entire installation is expected to take no more than two weeks and the installers will keep the Town informed on where they will be working. Stickers that say “municipally owned” will be put on light poles, and all the old lighting will be recycled. The rate change will take 2-3 billing cycles to show up and the rebate will likely come in January or February of 2018.
Boathouse Hains Park Improvements: Mrs. Reemsnyder reported that Parks and Recreation has appointed a sub-committee to address the rebuilding of the bathrooms at Hains Park. Once the final numbers are available from the boathouse project, the sub-committee will begin to address the bathrooms and other park enhancements. Mrs. Reemsnyder stated that the town of Stonington is starting the process of building a boathouse. Last week, First Selectman Rob Simmons and two members of their boathouse committee came to visit and tour our boathouse. They asked a lot of questions about the process.
Route 156 Sound View Improvements: Mrs. Reemsnyder stated that the paving was completed, and expect the lines to be completed by the end of this week. The final walk-through is currently scheduled for Monday, October 23rd.
Board of Finance Meeting October 17, 2017
Blight Ordinance/Pump Station Lease: Mrs. Reemsnyder reported that Town attorneys Mike Carey and Eric Callahan met with the Board of Selectmen to review the details of both the blight ordinance and the Pump Station land lease. Town officials, Keith Rosenfeld, David Roberge and George Calkins, joined the meeting regarding the blight ordinance, which helped with clarification and limitations according to state statutes. Mike Carey will be sending the updated draft ordinance, which will be presented at a public information meeting and ultimately to a Town Meeting. The lease for the pump house was also discussed in detail, with some changes being made by the Selectmen. The new draft was just received and those changes will need agreement from the beach communities.
It is also being reviewed by WPCA Chair. Once a “final” draft is completed, it will be available for review and a Public Hearing and Town Meeting are required.
Cross Lane Playground: The playground equipment is scheduled to arrive at the end of November. The details for the site work (moving soil, putting in gravel, and paving the area that will have the rubber surfacing) has been worked out. The equipment needs to be installed before installation of the rubber tiles, and that needs to be done on a day with good weather. The playground specialist has done installations in late November in the past, it is just a matter of scheduling on a weather friendly day.
McCurdy Road Culvert: Mrs. Reemsnyder stated that she received a phone call about a golf ball size sink hole at the McCurdy Road culvert. She and Ed Adanti, Director of Public Works, went to investigate the base of the pipe liner, which had a crack and had a slow leak that was eroding the land around the pipe. Public Works had to quickly repair the pipe and the area around it to prevent further eroding.
Mr. Russell stated that this is the last Board of Finance meeting before the elections and wished everyone who is running good luck. He announced that this was Mr. Jose’s last meeting as he chose not to run for the board again. He thanked him for his years of service and contributions to the board and wished him well in his future endeavors.
Mr. Russell stated that the next meeting of the Board of Finance will be Tuesday, November 21, 2017 at 7:30 pm.
A motion was then made by Mr. Garvin, seconded by Mr. Woolley to adjourn the meeting at 9:35 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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