Minutes of the Board of Finance meeting held on Monday, June 18, 2013, following the 7:30 p.m. at the Old Lyme Memorial Town Hall, Old Lyme, CT
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~Present:~~~~~~~~~ Regular Members:~Andrew Russell, Wayne Devoe, Christopher Kerr,
Janet Sturges, David Woolley
Alternate Members:~ Bennett Bernblum, Robert Jose, David Kelsey
Bonnie A. Reemsnyder, Ex-Officio
Nicole Stadjuhar, Finance Director
Mary Jo Nosal, Selectwoman
Absent:~~~~~~~~~~~ Regular Members:~ H. P. Garvin, III
Alternate Members:~
Guests: Robert Pierson, Lymes’ Senior Center Board of Director Treasurer
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Mr. Russell called the meeting to order at 7:30 p.m. Since there is one regular member missing this evening, a motion was made by Mr. Woolley, seconded by Mrs. Sturges to have Mr. Bernblum vote for Mr. Garvin in his absence. Motion carried.~
Minutes of Meeting of May 20, 2013
The minutes of May 20th were reviewed. There being no corrections noted, a motion was made by Mr. Devoe, seconded by Mrs. Sturges to approve the minutes as written. Motion carried.
Mr. Russell stated that since we have a guest this evening, a motion was made by Mrs. Sturges, seconded by Mr. Woolley to move New Business up on the agenda to accommodate Mr. Pierson. Motion carried.
Mr. Russell requested to have the Lymes’ Senior Center stove discussion placed on the agenda under New Business. A motion was made by Mrs. Sturges, seconded by Mr. Woolley to add the Senior Center to the agenda. Motion carried.
New Business
Lymes’ Senior Center Stove discussion: Mr. Pierson explained that the stove at the Senior Center is once again having problems. He stated that he reviewed past budgets and within the past two years $12,000 has been spent on repairs of the present stove. After numerous complaints about the stove still having problems, Mr. Pierson obtained a quote from Restaurant Design & Equipment to replace the unit. The quote ranged from $5,400-$5,800 for two 48” units.
Board of Finance Meeting June 18, 2013
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to fund up to $6,000 with the condition that the Town of Lyme fund 25% of the expense. Motion carried.
Discussion on short-term disability policy: Mrs. Reemsnyder explained the short-term disability policy that is presently in force in the Employee Handbook. The shore-term disability health benefits are just in case a full time employee incurs and injury or illness off the job, which causes the employee to be totally incapacitated and unable to perform any work for the Town, the employee may submit an application for short-term disability benefits with one year of service and adequate medical documentation. She explained that with a short-term disability, there are various legal documents as well as specific rules and regulations that need to be followed therefore, a third party administrator should be considered. Mrs. Reemsnyder stated that after discussion, the Board of Selectmen
recommended designating a third party administrator to provide this service.
White Sand Beach drainage repairs: Mrs. Reemsnyder received several invoices for the White Sand Pump Repair that was generated from Tropical Storm Irene.
A motion was made by Mr. Kerr, seconded by Mr. Woolley to approve $2,500 for the White Sand Beach drainage repairs. Motion carried.
Review of Monthly Financial Reports
Mrs. Stajduhar highlighted the May 2013 Financial Report notes for the Revenues stating the total tax collections for property tax were $197,211 and all tax line items are over 100% collected. The Grant revenue received the second half of ECS grant of $302,792 and 100% of the LOCIP grant of $49,376 was received. The YTD revenues are over 100% collected.
The Expenditures were reviewed. The Selectman’s Office Legal line is over almost $17,000 year-to-date with $5,825 spent for union negotiation/labor issues. Public Works spent $10,203 on line painting of roads, crosswalks and stop signs. Transfers out paid amount due for Revaluation $20,000, Landfill $100,000 and Open Space of $75,000.
Under Capital Expenditures, the remaining balance of $9,975 was paid to Digitel Phone System on contract for the new phone system. The septage improvements paid $24,886 to engineering firm for the Waste Water Treatment Study (posted to incorrect account, will correct in June). Police Capital included a 2013 Charger car for $23,874.
Note: Land Acquisition Fund paid 2nd installment for Ames Property of $140,400, principal and interest. The Town Hall Fund paid $2,840 to Gregg Landry Plumbing and Heating for piping to the meeting room and $360 to Cherenzia and Association for As-built Survey. Under Miscellaneous Revenue Fund, $6,120 was paid to Saybrook Ford and $600 to Dimaggio Equipment for truck/plow repair related to the 2013 Blizzard damage. Repairs came out of the $7,565 insurance check.
Board of Finance Meeting June 18, 2013
Auditors Questionnaire
Mr. Russell stated that the Town’s auditors, CohnReznick, sent a questionnaire regarding the Board of Finance’s knowledge of any fraud or suspected fraud affecting the Town. He read the questionnaire to the board, signed document and will mail it back to the auditors on the boards behalf.
Old Business
Nothing to report.
Selectman’s Report
Mrs. Reemsnyder explained that the Town Hall Expansion project never received an official C.O. It is finally going through the process and should be completed by July 1st.
The new Senior Center Director, Stephanie Lyon, has been hired and started working on May 29th. All reports received from the Senior Center and Ms. Lyon has been positive.
The Big Y Community Service project performed clean up of brush, around trees and gardens at the Senior Center. Last year, they did the weeding at the Town Hall and did a great job.
The Pension Committee has been meeting regularly since January to review the Town’s Pension Plan and has voted to change Pension provider to T. Rowe Price. They are in the process of developing an Investment Policy Statement and T. Rowe Price will meeting with individuals on the transition from Mass Mutual to their funds. Mrs. Reemsnyder thanked the Pension Committee for their hard work on finding a company that offers much lower fees.
WPCA/Task Force hired Woodward and Curran to perform a wastewater study and they attended the Task Forces’ June 11th meeting to provide update on the progress of the testing at Black Hall and Driving Range properties. The preliminary results have been positive and they feel confident about the results and will have more information the the July 9th meeting. The members of the Task Force have agreed to be appointed as WPCA members either as interim members or to fill a vacancy. The WPCA hald a meeting and elected Kurt Zemba as the Chair. Town Sanitarian, Sonia Marino, was at the meeting and will share her needs and expectations at the next meeting.
A Request for Qualifications for an engineering firm to develop the Plans and Specifications for the Rte. 156 Bike Path/Sound View improvements for the Sound View Grant has been published. All six firms that expressed interest will be interviewed. Once a firm is selected, the scope of work and cost will be determined. There will be two Town Meetings; one to approve the cost the Plans and Specs and another to approve the cost of construction at a later date.
Board of Finance Meeting June 18, 2013
Mrs. Reemsnyder reported that the kiosks at Sound View are works out well. The parking is $5 for 2 hours on weekdays and $7 for 2 hours on weekends. There have been less than 5 individuals or businesses who have expressed negative views on the new parking configuration. Most of the comments have been positive, with residents, businesses and Public Safety personnel.
Rogers Lake Dam work should be commencing next week. A pre-construction meeting was held yesterday with Mattern Construction doing the work and Nathan Jacobsen and Associates overseeing it. The Fish Ladder and the Slide Gate have been delivered. A fully executed STEAP agreement from the State of CT has been received so invoices can be submitted for reimbursement.
Facility Usage form has been developed and approved by the Board of Selectmen for use when outside organizations or individuals request to use any of the Towns facilities. The Board of Selectmen continues to work on policy for use of Town facilities, such as, non-profit and community organizations only, as well as individuals. The form now provides consistency and specific procedures for approval in order to avoid potential problems.
A report was given to the Harbor Management at their June 11th meeting regarding dredging study of the Blackhall River and Four Mile River. More work is needed to determine the makeup of the soil to be dredged, in order to understand where it can go and if there is any value to it.
Mrs. Reemsnyder spoke of a Halls Road revitalization project that would bring sidewalks from Lyme Street to the shopping centers on Halls Road, as well as other aesthetically pleasing improvements.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, July 16, 2013 at 7:30 p.m. in the Town Hall Meeting Hall.
A motion was then made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the meeting at 9:00 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
Michele E. Hayes
Office Manager & Payroll Administrator
Selectman's Office
Town of Old Lyme
52 Lyme Street
Old Lyme, CT 06371
tel. 860.434.1605, x-212
fax. 434.1400
M-F, 9-4pm
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