Minutes of the Board of Finance meeting held on Tuesday, November 17, 2009 at 7:30 p.m. at the Old Lyme Memorial Town Hall Meeting Hall.
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~Present:~~~~~~~~~ Regular Members:~Andrew Russell, Wayne Devoe,
Janet Sturges, David Woolley
Alternate Members:~ Judy Read, Maggie Ward
Timothy C. Griswold, First Selectman, Ex-officio
Doris Johnson, Finance Administrator
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Absent:~~~~~~~~~~~ Regular Members:~ H. P. Garvin, III, Christopher Kerr
~~~~~~~~~Alternate Members:~ David Kelsey
Guests: Bonnie Reemsnyder, Selectwoman
David McCulloch, Open Space Committee
George James, Open Space Committee
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Mr. Russell called the meeting to order at 7:32 p.m.~ Mr. Russell stated that Mr. Garvin and Mr. Kerr will not be present this evening. Therefore, a motion was made by Mr. Woolley, seconded by Mrs. Sturges and passed unanimously to have Ms. Read vote for Mr. Garvin and Ms. Ward vote for Mr. Kerr. Motion carried.
Mr. Russell requested a change in the agenda’s order to move New Business up in order to accommodate guests. Therefore, a motion was made by Mr. Woolley, seconded by Mrs. Sturges and passed unanimously to move item #4 (Open Space Overview) up on the agenda. Motion carried.
New Business
Open Space Overview:
Mr. McCulloch and Mr. James, two citizens convinced of the special value of open space for the financial future of the town, made a report that focused on the following principles: The current budget has only 21% of the income from taxes available to do the many things required of a town government. Taxes from homes with children in school result in a short-fall of several thousand dollars per year for the 14 years the children are in school (from preschool through high school). For every dollar the Town collects on houses, it costs the town an average of $1.31 in services. Mr. McCulloch stated that currently there are 252 houses in the planning stage, or actually under construction, on 800 acres of land. This will mean sharply increased demands for town services. The Town has only 21% of tax
receipts to meet these demands, and already faces an 80 million dollar bond debt. There is no plan to avoid the impact of these developments on town finances. The current use of two-acre zoning, until all the remaining land is built out, is not a plan. The two maps provided by Mr. McCulloch and Mr. James record the dramatic and rapid growth of development and a graph demonstrated the significant size and duration of debt and subdivisions impose on the Town.
Board of Finance Meeting November 17, 2009
The only way to limit the impact of new housing is through the acquisition of open space. It is noted that open space requires no town services, improves a town’s bond rating in the long run, and homes next to open space increase in value Open space is what retains the rural quality of the town. In closing, Mr. McCulloch commented that other towns in CT have launched aggressive open space acquisitions to take advantage of the recession period.
Mr. James stated that Old Lyme has $660,000 in its open space fund. Presently, developers have about 250 housing units in the planning stage, or approved by the Planning Commission. These units are on 900 acres of land that is awaiting development and none of these units are currently designated as elderly housing.
Mr. Russell commented that within the last 11 years the Town has acquired and secured over 950 acres of open space.
Budget Overview Discussion
Mr. Russell inquired if the budget letters have gone out to department heads and the various spending agencies. He stated that the goal for this upcoming budget season is to have all the requests submitted prior to the beginning of budget season. Mr. Russell asked the board members to contact him if there is a desire to change their specialist areas.
Mr. Russell reminded the members that there is a joint meeting with the Regional School District #18 and the Boards of Finance and Selectmen of both towns tomorrow evening at 6:30 pm in the LOLMS cafeteria. Attendance is stressed.
Minutes of October 20, 2009
The minutes of October 20th were reviewed.
Other than one typographical error, there were no further corrections noted. Therefore, a motion was made by Ms. Read and seconded by Mrs. Sturges to approve the minutes as modified. Mr. Devoe and Ms. Ward abstained, as they were not present. Motion carried.
Mr. Russell stated that Town Woods Park - Grounds Maintenance be added under Old Business. Therefore, a motion was made by Ms. Ward, seconded by Ms. Read and passed unanimously to add Town Woods Park - Grounds Maintenance to Old Business. Motion carried.
Board of Finance Meeting November 17, 2009
Old Business
Town Woods Park – Grounds Maintenance: Mr. Griswold stated that the Town Woods Operating Committee met and solicited four bids to maintain the fields at the Town Woods Park. The Town received four bids which were publicly opened on November 3rd. Three were in the range of $293,883 to $305,055 over the three-year contract. The fourth bid was rejected for not owning the proper equipment specified in the bid document and for extremely low estimates of many of the work items requested in the maintenance contract. The Committee unanimously recommends that the Town Woods Park - Grounds maintenance contract from January 1, 2010 through December 31, 2012 be awarded to Country Lawn and Garden Landscape Co., Inc., which met all requirements of the bid document and was the lowest
responsible bidder at $293,883. Mr. Griswold noted that the Town of Lyme supports the Committee’s recommendation.
There was a motion was made by Mr. Woolley and seconded by Mrs. Sturges, to accept $293,883 for field maintenance. Motion carried.
Bid Policy Update: Mr. Griswold said that he has met with Mr. Kelsey who has been very helpful in developing a bid policy for the Town. There was discussion on the procedures and policies developed by the Board of Selectmen that exist in controlling the method of both approving and securing purchase orders for expenditures of goods and services. He stated that Mr. Kelsey and Mrs. Stadjuhar should have some information available to the Board at the December meeting.
Information Technology Request: Mr. Griswold summarized the background of our GIS mapping technology. The GIS applications and software are constantly changing. It consists of layers that include contour maps, street layout, property outline and further details. The IT Department is requesting $12,000 to update the website and provide more hours for training, ideally someone from the Land Use department, in the use and understanding of all the applications of this product. Mrs. Roach stated that the Town made a $40,000 commitment when the initial package was purchased and it is now up to the Town to fulfill this commitment by getting someone fully trained to make the most out of this program and to stay current with the upgrades and changes as they occur. Mrs. Reemsnyder agreed
that with all software, it is always necessary to invest in upgrading to remain current. After extensive discussion, the board felt that additional information and time lines would need to be developed in order to suitable funding going forward. It was decided to add Information Technology Request to Old Business for the December 15th meeting.
Duck River Bridge Engineering Proposal: Mr. Griswold stated that a proposal from Jacobsen Engineering has been received for approximately $32,000 to design the culvert at McCurdy Road Bridge over Duck River. The current pipe is a concrete with mesh rebar, dating back to the 1930’s. Over the years, the pipe sections have deteriorated at their joints which have allowed sand and dirt to slip through the joints. This has caused sink holes to develop which have been repaired. Since the request is in excess of $20,000, the Board of Finance limit, it will be presented at Town Meeting in January.
Board of Finance Meeting November 17, 2009
Academy Lane and Lieutenant River Lane Reconstruction: Mr. Griswold stated that Public Works Director, Mr. Adanti, has several road paving projects pending. He received bids from three local road contractors to perform work on Buttonball, Bailey and Portland Roads, which amounts to $199,022. The recommendation is to hire Pasteryak to reconstruct Academy and Lieutenant River Lanes at $49,280., plus driveway aprons are extra cost.
Financial Reports
The Financial Report was briefly reviewed. Mr. Russell stated that there is nothing outstanding to report, therefore, it was decided to postpone further discussions until Mrs. Stadjuhar and Mrs. Johnson are present.
Selectman’s Report
Bus Barn Project: The bid documents have been reviewed by Atty. Garcia and the project is expected to be advertised this week. The pre-bid meeting is scheduled for December 2nd and bids due on December 22nd.
Church Corner Project: Church Corner should be substantially complete by month end. The binder course is down, after considerable work on the sub-base, the curbing is nearly complete and the concrete sidewalks are about 50% complete. All drainage is complete. Having AT&T move the poles has been a slow process. CL&P should be moving wires this week, followed by Comcast and AT&T. We look to do final paving Thanksgiving week.
Public Works Garage Renovation: Public Works Garage project is complete, except for the truck wash bay. There should be approximately $40,000 remaining at present which will be sufficient for the wash bay.
Revaluation: Revaluation letters have been sent out to all property owners. Revaluation hearings will occur between November 18th and November 30th. Taxpayers may go before the Board of Assessment Appeals in February.
Public Access Equipment Grant: A grant from Comcast for video equipment in the amount of $3,000 is available to the Town. The Town must purchase the equipment and then submit the receipts for reimbursement. After discussion, it was decided that the expense for purchasing the equipment should be charged to the Town Hall FF&E line.
Board of Finance Meeting November 17, 2009
Mr. Russell requested that Public Access Equipment be added to the agenda under New Business. Therefore, a motion was made by Mr. Devoe and seconded by Mrs. Ward to add Public Access Equipment to the agenda under New Business. Motion carried.
A motion was then made by Mr. Devoe and seconded by Mrs. Sturges to approve the expenditure not to exceed $3,000 for Public Access Equipment in the Town Hall FF&E line, bringing that line from $5,500 to $8,500, Motion carried.
Police Food Drive: The Police Officers will be conducting a Holiday food drive at the A&P Shopping Center on Halls Road. All food donated will be forwarded to the Shoreline Soup Kitchen. The Police Officer will collect the donations on three separate dates in November.
A motion was made by Mr. Devoe, seconded by rs. Ward and passed unanimously to adjourn the meeting at 9:40 p.m.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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