Minutes of the Board of Finance meeting held on Tuesday, November 19, 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, 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: No Guests
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Mr. Russell called the meeting to order at 7:31 p.m. Mr. Russell offered his congratulations to all those individuals who ran and were elected. One regular member is missing this evening, a motion was made by Mr. Woolley, seconded by Mrs. Sturges to have Mr. Jose vote for Mr. Garvin in his absence. Motion carried.
Minutes of Meeting of October 15, 2013
The minutes of October 15th were reviewed.
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.
Review of Monthly Financial Reports
Mrs. Stajduhar highlighted the October 2013 Financial Report notes for the Revenues stating the total tax collections for property taxes were $166,000 with 54% collected year to date. Other Revenue included Septage Transfer of $30,000 which is 28% of the budgeted amount (almost half way through expenditure side to date), Pilot State Property Grant of $28,000, FEMA reimbursement Grant of $48,000 which was not budgeted, Pilot Colleges Grant of $34,000 and Police DUI reimbursement Grant of $16,000.
The Expenditures discussed included the Treasurer Contracted Services Auditor’s progress payment $7,000, $35,000 was paid for the first quarter of Pension for Town employees. Under Debt Services $250,000 paid for principal and $48,000 paid for interest. Capital included $4,000 down payment on a $12,000 contract to paint the outside of the Senior Center building and $5,726 paid to Shipmans for a car cutter.
Under Notes – the Rogers Lake Dam Improvement Fund paid $15,332 to Nathan Jacobson, $470 to Sheepscot Machine Works, and $98,219 to Mattern Construction Company.
Board of Finance Meeting November 19, 2013
Mrs. Stajduhar distributed and reviewed the Carryover list highlighting expenditures and amounts unspent. The total carryover is $365,109 with $115,407 spent and $249,702 remaining. The larger expenditures included WPCA Engineering Study ($77,168) and Police/Emergency Management Communications Equipment ($14,495).
Old Business
2014 Meeting Schedule: Mr. Russell distributed the updated 2013/14 member roster and to review the meeting schedule for 2014. There being no changes noted, a motion was made by Mr. Devoe, seconded by Mrs. Sturges to accept the Board of Finance Schedule of Regular 2014 Meetings. Motion carried.
Old Lyme Fire Department: Mr. Russell updated the board on the issue discussed at the October meeting between the Fire Department and one of its fire equipment vendors. Meetings between Finance Director, Selectwoman and Fire Chief and Officials were held to clarify and set definite recordkeeping, practices and procedures regarding purchases, returns, swapping of goods, and refunds.
New Business
Mrs. Reemsnyder requested that an item be added to New Business.
Senior Center: Mrs. Stajduhar explained that the Senior Center has its own Checking account. However, various purchases still filter through the town in order to use the town’s tax exempt status. Mrs. Stajduhar spoke with the Senior Center Boards Treasurer regarding having the Finance Department maintain the checking account and recordkeeping of the checkbook. A discussion ensued as to how the finances of the Senior Center should be handled with regards to the Town of Old Lyme’s role and the Friends 501(c)3 status. Everyone present felt that since the Town already handles payroll for the Director and releases it tax exempt number to the Senior Center, it seemed logical that the financial responsibilities lie within the Finance Department’s umbrella.
Lyme Academy: Mrs. Stajduhar explained that during budget season, both Lyme Art Association and Lyme Academy of Fine Arts requested additional allocations for building projects, however, after discussion, only one of the organizations request was approved. It was discovered that a $10,000 check that should have been sent to the Art Association for a building repair grant was inadvertently sent to the Lyme Academy College of Fine Arts in error. The Academy thought it was their requested allocation. Mr. Russell stated that the overage will come from various line items to make up the difference and fill the Lyme Art Association’s request.
Board of Finance Meeting November 19, 2013
Town Hall Ice Damage Repair: Mrs. Reemsnyder stated that during last year’s winter, severe ice buildup caused damage to the back door resulting in water leaking in, which created a mold situation. Mrs. Reemsnyder has contacted three companies trying to obtain quotes to remedy this situation, however, has only heard back from one company. Mr. Kerr stated that since no one has responded to the town’s request for a quote, he doesn’t have a problem with going with the one quote received, if three were solicited. Mrs. Reemsnyder stated that in every situation, three companies are always soliciated.
Selectman’s Report
Rogers Lake Dam Update: Mrs. Reemsnyder stated that most of the repairs to the dam are complete. The installation of the dry hydrant is complete and it looks great. The lake level is rising slowly and still awaits significant rainfall as well as natural springs to bring the levels back.
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 December. 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 was received. Most of the issues and have already been addressed and corrected and a meeting with the CIRMA representative and Public Works Director, Ed Adanti, was held to review the abatements and file for fine adjustments. Mrs. Reemsnyder reported that the review board granted the town the maximum fine adjustment of 50%, bringing the violation amount down to $2,200. She stated that CIRMA was extremely helpful and prompt in addressing the town’s OSHA inspection.
White Sand Beach Request: Mrs. Reemsnyder stated that White Sand Beach Association has requested that the town snow plow their roads. The Association officials explained that they repair their own roads, even though their roads are open to the entire town and public to access the town’s beach and parking lot. Last year the town attorney drafted an agreement to plow only their main road in which leads to the town owned parking lot. The agreement also stated that the Association would have to remove speed bums as it causes damage to the town trucks. Options are being discussed between the Boards of Selectmen and Finance in order to come to a solution which would remedy the plowing procedures going forward.
Public Works employee, Vince Doughty, who works at the landfill is retiring at the end of November. Many applications have been received and are presently being reviewed. Mrs. Reemsnyder stated that interviews will be set up within the next few weeks and a decision made by the end of the year.
Board of Finance Meeting November 19, 2013
Mrs. Reemsnyder stated that Zoning Enforcement Officer, Ann Brown, has announced her retirement set for the middle of January. The process of reviewing the job description, putting an advertising in the paper, and reviewing will start within the next few weeks.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, December 17, 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 9:30 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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