Minutes of the Board of Finance meeting held on Tuesday, October 15, 2013 at 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, H. P. Garvin, III,
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:~
Alternate Members:~
Guests: Kathy Murphy, President, Board of Directors, Lymewood Elderly Housing
Deb Pelletier, Financial Administrator, Elderly Housing Management
David Roberge, Fire Marshal/Emergency Management
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Mr. Russell called the meeting to order at 7:31 p.m.
Minutes of Meeting of September 17, 2013
The minutes of September 17th were reviewed. One typographical error was noted on page one, 2nd paragraph, 5th line, change the word “die” to “due”.
There being no other corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve the minutes as modified. Motion carried.
Mr. Russell stated that because there are two guests tonight, therefore, Mrs. Sturges made a motion, seconded by Mr. Devoe to move Old Business up on the agenda. Motion carried.
Old Business
Lymewood: Ms. Murphy explained that Lymewood Elderly Housing is funded by HUD and USDA with a budget constrained by regulatory guidelines. As such, any increase to the rent must be approved by both regulatory agencies. Budget increases that are solely related to real estate tax increases are generally approved only when the facility can demonstrate having availed itself of all methods for reducing tax liability, including legal action, as appropriate. Rental subsidy is available for 20 of Lymewood’s 24 units. Any rental increase will directly impact the residents in the four unsubsidized units. Due to significant unanticipated capital needs, Lymewood’s current reserves are substantially less than regulatory guidelines and projected needs would
dictate.
Board of Finance Meeting October 15, 2013
Ms. Pelletier explained that Lymewood has approximately $32,000 in their reserve, which equates to $1,300 per unit for maintenance. However, due to work performed and increases, it would decrease to $16,000, less than $700 per unit. Ms. Murphy stated that Lymewood Board of Directors thanks the Board of Selectmen and the Tax Collector for extending their tax payment timeframe and deferring this one payment until January 2014. The Directors of Lymewood request to know the tax amount for July before the end of December so they can include an accurate amount into their upcoming budget process.
Review of Monthly Financial Reports
Mrs. Stajduhar highlighted the September 2013 Financial Report notes for the Revenues stating the total tax collections for property taxes were $196,000 with 54% collected year to date. Other Revenue included Workers Compensation reimbursement for $3,000.
The Expenditures discussed included Tax Office -Legal expenditure of $1,764 for a tax sale (their Legal line is only set at $10). The Treasurer-Contracted Services has the Auditor’s progress payment of $5,500. The IT Consultant line spent $6,035 to Caliber Computer with 50% of budget remaining. Under the Public Works Equipment rental line, $3,000 was spent to Machnik Brothers for a reed screen-all. There was an increase in one EMT wages from $16.84 to the top pay for EMT’s of $19.54. The Volunteer EMT/Firefighter pension payment paid $54,560; the budget is estimated at $57,000). Under Capital, $2,690 spent to East Coast Sign & Supply for Sound View signage. Capital Public Works Small Equipment paid $10,000 for a new mower/bag after $1,200 trade in amount which pushed
this line over budget. Capital Ferry Road/Sandpiper paid Anton Paving $7,000 for aprons and curbing. In regards to Carryovers: $365,109 was carried over with $18,925 spent to date.
New Business
Copier at Emergency Operation Center (EOC): Mr. Roberge explained that the EOC’s copier suffered extensive water damage due to an air conditioner leak. The unit is non-repairable and $3,200 to replace. The air conditioner unit would cost $500 to remedy the problem so it doesn’t happen again. Questions were asked regarding usage and Mr. Roberge stated that between storms and training exercises, the copier produces approximately 1,200+/- copies a year. Discussion ensued and the Board requested that less expensive options be investigated before monies can be approved.
Fire Department: Mr. Russell wanted to make the Board aware of an issue between the Fire Department and one of its fire equipment vendors that is currently being dealt with. Mrs. Reemsnyder stated that the situation is still in the investigative stages of recordkeeping and procedures. She and Mrs. Stajduhar will deliver an update to the Board at the next meeting if new information becomes available.
Board of Finance Meeting October 15, 2013
Dry Hydrant: Mrs. Reemsnyder stated that $35,000 was allocated towards the dry hydrant at Rogers Lake within the construction project. There is an old dry hydrant existing there presently, but it is silted over, not repairable, and in need of replacement. Quotes received have been running approximately $15,000 or more over the allocated amount.
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to approve up to $15,000 to be added to the $35,000 for the dry hydrant. Motion carried.
MSDS Budget: Mrs. Reemsnyder explained that the town must update the safety data sheets by January 2014. The original budget approved was $5,000; however, it didn’t include the Fire Department. The Fire Department needs to be included within the Towns buildings, which brought the quote up to $7,031. Therefore, an additional $2,031 is needed.
A motion was made by Mr. Garvin, seconded by Mr. Devoe to approve an additional $2,050 for the safety data sheets for all the buildings, including the Fire Department. Motion carried.
OLFD Budget Adjustments: Mrs. Stajduhar reported that the Fire Department requested an adjustment of budget data. The reason for the request stated is that the Fire Department account manager did not realize the request for funding and account numbers for Marine Equipment was transposed. The new amount should show $4,000 which was requested and approved for FY13/14.
Budget Assignments: Mr. Russell reviewed the budget specialist assignments. Mr. Bernblum volunteered to fill the vacant spot of being a Finance board Representative at the RSD#18 Board of Education meetings during their budget process.
Selectman’s Report
Rogers Lake Dam Update: Mrs. Reemsnyder stated that most of the repairs to the dam are complete. The fish ladder is almost finished. The next phase is the installation of the dry hydrant. The lake level still remains low and awaiting rain and natural springs to start raising the level.
WPCA meeting: Mrs. Reemsnyder stated that Woodard & Curran made a presentation of their final draft. Woodard & Curran met with representatives from East Lyme, Waterford, and New London. Based on the information gathered at those meetings, cost estimates for both local and regional wastewater management options have been developed. Several options were looked at, including STEP/STEG program, local and regional alternatives. After their presentation, the WPCA recommended that they pursue the local alternative with DEEP. WPCA and the Board of Selectmen are very pleased with Woodard & Curran’s approach and positive communications with residents and WPCA.
Board of Finance Meeting October 15, 2013
Sound View Improvements and Bike Path: The DOT has approved the engineer for the design and specifications of the project. The DOT process now requires the Sound View Improvement Committee to agree on a final scope of work and negotiate man hours with the engineer. Once completed and approved, a dollar figure for the design and specifications will be available for an informational session and approval at a Town Meeting, anticipated in November. The grant will cover 80% of eligible expenses.
OSHA: Mrs. Reemsnyder reported that OSHA had inspected all the Town buildings and a written report with citations has been received. The citation fees breakdown as follows: Public Works - $3,700; Landfill - $490; and, Town Hall - $120. Most of the issues and have already been addressed and corrected. Mrs. Reemsnyder stated that the Town’s insurance company could perform mock OSHA inspections which would be helpful going forward. A meeting with the CIRMA representative and Public Works Director, Ed Adanti, is scheduled to review the abatements and file for fine adjustments, which could bring fines down by 40-50%.
Mrs. Reemsnyder stated that each year the Board approves funds for various Social Service Community Agencies. She wanted to share with the Board that she receives thank you cards and notes of appreciation from each agency that the town contributes to.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, November 19, 2013 at 7:30 p.m. in the Town Hall Meeting Hall.
A motion was then made by Mr. Kerr, seconded by Mr. Woolley to adjourn the meeting at 9:35 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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