Minutes of the Board of Finance meeting held on Tuesday, March 05, 2013 at 7:00 p.m. at the Old Lyme Memorial Town Hall.
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Present:~~~Regular Members:~ Andrew Russell, Wayne Devoe, Christopher Kerr,
Janet Sturges, David Woolley
Alternate Members:~ Bob Jose
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Mary Jo Nosal, Selectwoman
Skip Sibley, Selectman
Absent:~~~~ Regular Members:~ H. P. Garvin, III
Alternate Members:~~ Anne Coburn, David Kelsey
Guest: Skip Beebe, Old Lyme Fire Department
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Mr. Russell called the meeting to order at 7:03 p.m. and he stated that one regular member is absent this evening. A motion was made by Mrs. Sturges, seconded by Mr. Kerr to have Mr. Jose vote for Mr. Garvin in his absence. Motion carried.
Mr. Woolley made a motion requesting that voting for a replacement alternate board member be added to next week’s agenda. Mrs. Sturges seconded the motion to add the alternate member vote to next week’s agenda. Motion carried.
Mr. Woolley requested that Fire Services: Emergency Service Retirement be moved up on the agenda in order to accommodate guests. Therefore, a motion was made by Mr. Woolley, seconded on Mrs. Sturges to move Fire Services up on the agenda. Motion carried.
205-0570 Fire Services: Emergency Service Retirement
Mr. Beebe explained the Town’s annual contribution to the Volunteer Emergency Services Retirement Plan for the members of the OLFD and the South End Volunteer Ambulance Association. The purpose of the Plan is to encourage people to become members of the OLFD and the South End Volunteer Ambulance Association and to retain existing members. There are three basic charges; one for the actuary to administer the plan, an annual fee to make payments online, and the annual contribution amount. To review the current incentive program for individuals who volunteer to serve on the Fire and Ambulance Associations in order to make a recommendation for changes to the Board of Selectmen. Since 2004, there has been in place an incentive program and supplemental insurance policy to help act as both a safeguard for
our volunteers and an incentive for them. The plan has received inconsistent reviews and it became apparent that both the pension plan and the supplemental insurance needed review and catch up. Below is the Fire Department’s recommendation for revision to the pension plan to help adjust the contribution made to the members of the both volunteer organizations. Current contribution per member is now $660 per year per qualified member. The new recommendations are as follows:
$764 with an additional $100 for catch up for a total of $864 for FY2013-14
* $780 with an additional $100 for catch up for a total of $880 for FY2014-15
* $796 with an additional $100 for catch up for a total of $896 for FY2015-16
*This increase is based on a 2% increase to the base amount contribution to the pension plan. This percentage increase should align with the average Town Hall pay increase. Once the three year catch up period is complete, the committee’s recommendation is to tie the increase to what the Town Hall employees make to help keep the increases in line with what the town can afford.
This line item funds the Mrs. Stajduhar based her figures on 70 people total eligible multiplied by $660 and added $4,000 for administrative fees. After discussion, it was decided to table and wait for further financial figures until next week’s meeting, March 12, 2013.
Minutes of February 12, 2013
The minutes of February 12th were reviewed. On page 3, under Old Business, under Sound View Grant Project; change the first sentence to, “Mrs. Reemsnyder stated that 80% of the project would be reimbursed by the grant”. Lastly, the motion should read after the motion and seconded, “to support the concept of the proposed project at Sound View and bike path.”
A motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve the minutes as corrected. Motion carried.
201 General Government
0010 Selectman’s Office
Mrs. Reemsnyder detailed the Selectman’s Office budget. There are increases in the Office Supplies and Postage lines, as well as COST dues.
A motion was made by Mr. Woolley, seconded by Mr. Kerr to approve $230,124. Motion carried.
0020 Town Clerk’s Office
Mrs. Reemsnyder outlined the Town Clerk’s budget and explained the expenses associated with Contracted Services and the Land Record Expense lines. The expenses are fairly consistent with previous year, however the change in the contract for Land Use records, as well as mileage and Postage.
A motion was made by Mr. Devoe, seconded by Mr. Woolley to approve $111,402. Motion carried.
0030 Tax Collector’s Office
Mrs. Reemsnyder highlighted the Tax Collector’s budget. There are increases in Postage and, the Contracted Services is for Quality Data Company which provides the software and performs a variety of tasks, such as printing the tax bills, and it increased slightly.
A motion was made by Mr. Woolley, seconded by Mr. Devoe to approve $88,848. Mr. Kerr abstained from voting because his mother is the Tax Collector. Motion carried.
0040 Treasurer’s Office
Mrs. Stajduhar highlighted the Treasurer’s budget and stated that there is an increase in Contracted Services, which relates primarily to Town auditing services ($30,000, a 5% increase), the new requirements of Labor Posters ($2,000) and a 3% increase in payroll program BMSI ($3,600), and Office Supplies.
A motion was made Mr. Devoe, seconded by Mrs. Sturges to approve $153,611. Motion carried.
0050 Registrars - Primaries and Referendums
The Registrars’ budget was reviewed. The salaries are for the two Registrars and the wage line relates to the workers at the polls. Printing represents printing of the voting ballots. The Primaries and Referendums amounts are based on historical election activity. It was noted that Regional District 18 reimburses the Town for the District budget referendum cost. Other increases are for Mileage and Office Supplies.
A motion was made by Mrs. Sturges seconded by Mr. Woolley to approve $33,701. Motion carried.
0060 Information Technology Department
Mrs. Reemsnyder explained the Info Tech line items, such as computer training, GIS, licensing, laserfiche activity, the Town’s website, and e-mail. There is a substantial increase to the Info. Tech Consultant line, which represents Caliber Computing ($16,000) and GIS Consulting ($4,000).
A motion was made Mr. Devoe, seconded by Mr. Woolley to approve $79,060. Motion carried.
0070 Probate Court
Mrs. Reemsnyder highlighted the Probate Court stating that each of the four towns within the new Probate Court district must pay a percentage of the operating expenses for the new Probate offices.
A motion was made by Mr. Devoe, seconded by Mrs. Sturges to approve $8,300. Motion carried.
0080 Assessor’s Office
There were slight increases in the Legal Counsel, Dues, Contracted Services and Education/Training lines within the Assessor’s office budget.
A motion was made by Mr. Devoe, seconded by Mr. Woolley to approve $124,378. Motion carried.
0090 Building Department
The Building Department budget was reviewed and there were no significant changes noted.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges to approve $97,515. Motion carried.
0095 Health Department
A new Sanitarian was hired full time and the assistant is part time. Contracted Services consists of water testing, mosquito spraying, and geese control. Increases noted were in the Mileage, Office Supplies, Legal Counsel, Dues and Education/Training line items.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges to approve $190,969. Motion carried.
0100 Town Hall Expenses
Mrs. Reemsnyder stated that the Town Hall expenses include the base telephone cost, electricity, and building supplies. The increase of $1,500 within the Business Machine line represents an increase in the cost of copy paper. Contracted Services include the General Code ordinance book, telephone maintenance contract, elevator contract, equipment inventory service, cleaning service, window washing, area carpeting service, HVAC contracts, etc.
A motion was made by Mr. Devoe, seconded by Mrs. Sturges to approve $109,600. Motion carried.
0110 Insurance
Mrs. Reemsnyder highlighted the costs of the Town’s insurance. There is an decrease in the Medical Insurance ($449,000) and increases to Workers Compensation ($80,000), Property/Liability ($99,200), and Fire Department ($39,000) lines.
A motion was made by Mr. Devoe, seconded by Mr. Woolley to approve $683,200. Motion carried.
0120 Special Deductions
Mrs. Stajduhar stated that Special Deductions represents Social Security, Unemployment, Pensions and the Buyback for sick/vacation time. A line item for Sick Time for PT staff will be added to comply with new law.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve $386,500. Motion carried.
202 Boards and Commissions
0200 Harbor Management Commission
The $949 expense represents Contracted Services of removing, storing and replacing the dinghy dock at Ferry Road each year and hauling in the moorings.
A motion was made by Mr. Devoe, seconded by Mr. Woolley to approve $949 for Harbor Management Commission. Motion carried.
0210 Economic Development Commission
Mrs. Reemsnyder stated that the EDC expenses include supplies and postage line items for $10 each.
A motion was made by Mr. Devoe, seconded by Mrs. Sturges to approve $20 for Economic Development Commission’s budget. Motion carried.
0215 Ethics Commission
There are no increases noted with the Ethics Commission.
A motion was made by Mr. Devoe, seconded by Mrs. Sturges to approve $25 for the Ethics Commission budget. Motion carried.
0220 Water Pollution Control Authority
The new Waste Water Task Force line is the only significant change within the WPCA budget.
A motion was made by Mr. Devoe, seconded by Mrs. Sturges to approve $25,713. Motion carried.
0230 Board of Finance
There is an increase in the Printing line and no other changes noted within the Board of Finance lines.
A motion was made by Mr. Devoe, seconded by Mrs. Sturges to approve $10,471 for the Board of Finance. Motion carried.
0240 Flood and Erosion
This budget represents the Clerk, Postage, Contracted Services, and Miscellaneous.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve $540 for the Flood and Erosion Board. Motion carried.
0250 Historic District
The Historic District line items include the Clerk, Office Supplies, Postage and Legal Advertising for Public Hearings.
A motion was made by Mr. Devoe, seconded by Mr. Woolley to approve $4,750 for the Historic District. Motion carried.
0260 Tree Commission
The Tree Commission is charged with caring for Town trees and shrubs, dealing with hazardous trees, public or private, and other tasks. Road tree trimming goes out to bid and private tree contractors are hired to perform the necessary work. Other projects include tree assessment, as well as area beautification. There was an increase in Contracted Services due to the multiple storms and damage incurred.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve $17,050 for the Tree Commission. Motion carried.
0270 Board of Assessment Appeals
The only change to this line is for a clerk. Other than that, there were no changes in the Board of Assessment Appeals lines.
A motion was made by Mr. Devoe, seconded by Mr. Woolley to approve $1,045 for the Board of Assessment Appeals. Motion carried.
0280 Land Use Department
There was a discussion on the CT River Estuary Regional Planning dues amount and the River COG (Council of Government).
It was decided to table approving Land Use until additional information is provided regarding the request by Conservation Commission.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges to approve $287,558 for the Land Use Department. Motion carried.
0290 Sound View Commission
The Sound View Commission increases represent Contracted Services for maintaining plantings and shrubs for planters at the end of Hartford and Swan Avenue and to maintain electrical repair of the flag pole light.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges to approve $1,825 for the Sound View Commission. Motion carried.
205-0510 Valley Shore Emergency Communications
Mrs. Reemsnyder received for figures from the State, and the figures are based on population, number of calls and the individual town’s grand list. Presently, Valley Shore Emergency Communications services ten towns.
A motion was made by Mr. Devoe, seconded by Mr. Woolley to approve $128,065 for Valley Shore Emergency Communications. Motion carried.
Old Business
Fire Well Maintenance: (Emergency Management and Fire Marshal’s Office Request: Mr. Roberge explained that the Emergency Management along with the Fire Marshal’s Office and the Old Lyme Fire Department is seeking to perform maintenance to a pre-existing fire well situated on the property known as the Lyme Old Lyme High School due to the current limited and restrictive access to the water supply. Currently the fire well located on the eastern side of the property has had recent roadway improvements performed from the high school renovation project. These improvements created a supportive travel path for fire apparatus to access the edge of the pond for drawing water for fire suppression activities.
The current condition of the pond does not allow fire apparatus to effectively extend suction hose from the apparatus to the pond. Reconstruction of site conditions along with sedimentation of the pond limits the ability to draw water as needed. He is requesting permission to excavate the edge of the pond to reclaim an adequate supply point. There was a discussion as to the funding vehicles for this project.
After discussion, a motion was made by Mr. Devoe, seconded by Mrs. Sturges, to move $5,900 from the FY2010-11 Rugged Laptop carryover line for the firewell maintenance. Motion carried. Mr. Kerr stated that he would like to see the contract go to a local vendor.
Lymes Senior Center Tree Trimming
Mrs. Stajduhar stated that this should be included in the Capital Projects.
A motion was made by Mr. Kerr seconded by Mrs. Sturges to approve $2,200 for the Lymes’ Senior Center Tree Trimming Maintenance Project. Motion carried.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, March 12, 2013 at 7:00 p.m. Budgets for Other Associations, LYSB and Ryefield Manor and Lymewood, as well as Fire Services: Emergency Service Retirement, and CRRA are scheduled for discussion.
A motion was made by Mr. Kerr, seconded by Mr. Woolley to adjourn the regular meeting at 9:11 pm. Motion carried.
Respectfully Submitted,
Michele Hayes-Finn
Secretary
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