Minutes of the Board of Finance meeting held on Tuesday, October 20, 2009 at 7:30 p.m. at the Old Lyme Memorial Town Hall Meeting Hall.
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~Present:~~~~~~~~~ Regular Members:~Andrew Russell, H. P. Garvin, III,
Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~ Anne Coburn, David Kelsey, Judy Read
Timothy C. Griswold, First Selectman, Ex-officio
Nicole Stadjuhar, Finance Director
Doris Johnson, Finance Administrator
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Absent:~~~~~~~~~~~ Regular Members:~ Wayne Devoe
~~~~~~~~~Alternate Members:~
Guests: Bonnie Reemsnyder, Selectwoman
Susan Fogliano, Chairwoman, RSD18
Bill Folland, Old Lyme Resident
Jack Alexander, Old Lyme Resident
Robin Roundtree, Old Lyme Resident
Ted Crosby, GIS Representative
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Mr. Russell called the meeting to order at 7:34 p.m and stated that Mr. Devoe will not be present this evening. Therefore, a motion was made by Mr. Woolley, seconded by Mrs. Sturges and passed unanimously to have Mrs. Coburn vote for Mr. Devoe in his absence.
Public Comment
Mrs. Fogliano read a statement to the Board of Finance addressing the issue of charging inspection fees on the High School building project. She stated that while the District understands that the final decision lies with the Board of Selectmen, she questioned whether RSD18 should be paying building inspection fees for the upcoming renovation project. She stated that, as a BOE member and private citizen, she doesn’t understand how charging inspection fees are beneficial to the town. She explained that these fees were not in their project budget from the beginning; therefore, monies have to come from another area. She stated that if charged, these fees would either come out of the quality of materials in the building itself or in the form of higher project costs. Mrs. Fogliano said that
these fees could not legally come from their regular operating budget and whatever is spent for the project will have to be borrowed and these fees do not qualify for State reimbursement.
Mr. Folland spoke and stated that he was preparing a petition to resolve the inspection fee issue. He said that he has consulted with the Town Clerk on the legalities of his petition but isn’t prepared to present it to the Selectmen until he is sure of an agreement and commitment from the Lyme Board of Selectmen
Board of Finance Meeting October 20, 2009
Mr. Folland explained that his proposal would amend the town ordinance to state there would be no Building Permit Fees charged on any Town of Old Lyme projects. In addition, the Town of Old Lyme would waive the Building Permit Fees related to any Regional School District 18 building project with construction costs less than $5 million. For RSD18 projects exceeding $5 million, the Board of Selectmen would determine what fee, if any, should be charged. He also referred to a letter he received from Selectman Skip Sibley.
Mr. Alexander questioned if the High School project has an adequate contingency. He was told there is ($5 million) so he said that the fees will be an unbudgeted expense and should be charged to the contingency fund.
Mrs. Roundtree said that she wanted to go on record stating that charging the inspection fees is ridiculous.
Mr. Russell thanked all those who came out to express their opinions during Public Comment. He requested a change in the agenda’s order to move the LOLHS building fee discussion to be next. Therefore, a motion was made by Mr. Garvin, seconded by Mrs. Sturges to move item #4 up on the agenda. Motion carried.
LOLHS Building Fees Discussion
Mr. Griswold stated that on August 11th, he received a letter from Russ Gomes, Chairman of the HS Building Committee, requesting that the Town consider reducing or waiving the Building Permit Fee and trade permit fees associated with the renovation project. Mr. Griswold informed Mr. Gomes that the Building Department uses the Marshal & Swift manual to calculate the size of the Permit Fee and that the Fee is approximately one percent of the value of the improvements. He also explained that he personally felt confident that the Town would not charge the full fee but would most likely develop a fee based on the staff time required. Upon speaking with the appropriate Town officials (Building Official and Sanitarian, Assistant Building Official and Assistant Sanitarian and the Fire Marshal), he
learned that, based on their experience with a $34 million project, they estimated it would require approximately three inspections per week over the thirty month project. This estimate does not include administrative work, i.e., plan review, office work, and/or administrative staff time. Therefore, 3 inspections per week x 130 weeks = 390 inspections x $80 = $31,200.
Mr. Griswold stated that there has been considerable misinformation circulating. He proposed two options regarding the approximate $30,000 fee explaining that once the fee is paid, both towns could contributed their portions of the fee, using the traditional 80/20% ratio based on student population, or Lyme could pay Old Lyme its 20% share directly and then Old Lyme would waive the fee to the District.
Board of Finance Meeting October 20, 2009
Mrs. Reemsndyer did not agree with charging the Fees, stating that the inspections are performed by salaried employees. She would feel differently about the fees imposed if extra staff had to be employed.
Mr. Russell requested a change in the agenda’s order to move Old business up in order to accommodate guests. Therefore, a motion was made by Mr. Garvin, seconded by Ms. Woolley to move item #6 up on the agenda. Motion carried.
Old Business
Technology/GIS (Geographic Information Technology) Funding: Mr. Crosby highlighted the background of our GIS Mapping technology. The GIS application and new software is an ongoing and growing process. Uses for GIS include identifying people with special needs during a disaster and locating catch basins, rivers, streams, lakes, bridges for Public Works. The Health Department can track locations of wells and septic systems. Land Use, Tree Commission and other departments would have numerous uses. GIS layers consist of contour maps, street layout, property outline, and further details. Mr. Crosby stated that IT (Information Technology) department is seeking funding for the new parcel maps and for training in the use and understanding of all the applications of this product. Mr.
Crosby stated that the budget should include keeping the GIS maps updated and current. This matter will be discussed more fully at the next meeting.
Minutes of September 15, 2009
The minutes of September 15th were reviewed. There was a typographical error on page 3, under Cell Tower Applications, 3rd sentence; changing the word “town” to “tower”.
There being no further corrections noted, a motion was made by Mrs. Sturges, seconded by Mrs. Coburn and passed unanimously to approve the minutes as modified.
Financal Reports
Mrs. Stadjuhar outlined the actual and anticipated revenues as shown in the Financial Reports. She also outlined the detailed trial balance for the general fund as well as the summarized trial balances for all of the Towns other funds as of September 30, 2009.
Board of Finance Meeting October 20, 2009
Mrs. Johnson highlighted the Expenditures report.
New Business
Mr. Russeell stated that a discussion on Public Works Paving Projects and Bids should be added to the agenda under New Business. A motion was made by Mr. Woolley, seconded by Mrs. Sturges to add Public Works Paving Projects and Bids to the Agenda. Motion carried.
Mr. Griswold explained that Public works Director, Mr. Adanti, has several road paving projects pending. He has received bids from three local road contractors, American Industries, Sullivan Paving, and Pasteryak Paving, to perform work on Buttonball, Bailey and Portland Roads. The combined road budget for Buttonball, Bailey and Portland Roads is $276,400. The low bidder was Pasteryak Paving in the amount of $199,022, leaving $77,378 remaining. Mr. Griswold stated that Mr. Adanti would like to pave Lieutenant River Road from the funeral home to Ferry Road and has received a quote for $33,949. Mr. Adanti would also like to obtain bids for Academy Lane, and the circle at the end of Homestead Circle. The Board of Finance requested further information on paving projects and bids for Academy Lane,
Lieutenant River Lane, and Homestead Circle.
Selectman’s Report
Church Corner: The binder course has been completed. There was a meeting last Friday and the requested completion date is set for mid-November.
Public Works Building: The siding on the Public Works garage is 95% completed and the new passenger doors have been installed. Roof and trim are pending. The project started the first week of October and should be completed within 45 days.
Bus Barn: Bid package for the Bus Barn was prepared by Anchor Engineering and is under review by our attorney.
Bond Sale: Bond sale went with a True Interest Cost of 2.7%, included a premium. Town investment rating was upgraded to AA plus, which contributed to the superior rate received.
Mr. Griswold highlighted State AND Federal Block Energy Grant. Funds can be used to purchase recycling carts similar to the large blue carts used for automated garbage collection. Mr. Griswold and Mr. Yuknat visited the recycling operations of CRRA in Hartford and Willimantic Waste (WW) in Willimantic. Both companies now offer single stream recycling. The Town of Old Lyme has already begun single stream with WW, using our existing equipment.
Board of Finance Meeting October 20, 2009
Using an automated truck, similar to that used by Shoreline Sanitation, would be more efficient (more capacity, compaction and automation). Old Lyme must work out some union contractual issues before it could outsource recycling. Mr. Griswold said going to single stream will reduce our trash expense as well as allow more items to be recycled, such as plastics #3 through #7. Outsourcing and using automated equipment is more efficient way of handling recycling.
A motion was then made by Mrs. Sturges, seconded by Mr. Kerr and passed unanimously to adjourn the meeting at 9:45 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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