Minutes of the Special Board of Finance meeting held on Tuesday, January 28, 2014 at 7:30 p.m. at the Old Lyme Memorial Town Hall, Old Lyme, CT
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~Present:~~~~~~~~ Regular Members:~Andrew Russell, H. P. Garvin, III, Christopher Kerr,
Janet Sturges, David Woolley
Alternate Members:~ Bennett Bernblum, David Kelsey
Bonnie A. Reemsnyder, Ex-Officio
Nicole Stadjuhar, Finance Director
Mary Jo Nosal, Selectwoman
Absent:~~~~~~~~~~~Regular Members:~ Wayne Devoe
Alternate Members:~ Robert Jose
Guests: None
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Mr. Russell called the meeting to order at 7:32 p.m Mr. Russell stated that he received a letter of resignation from Regular Member Wayne Devoe. He extended thanks and gratitude from the Board of Finance members, as well as the Town, to Mr. Devoe for his 17 years of dedicated service. His experience and input will be greatly missed. Because Mr. Devoe is absent this evening, a motion was made by Mrs. Sturges, seconded by Mr. Woolley, to have Mr. Bernblum vote for Mr. Devoe in his absence. Motion carried.
Minutes of December 17, 2013
The minutes of the December 17th meeting were reviewed. On page one, under Town Auditors section, there were several grammatical errors noted. On page 3, under Beach Stipend, change the word “equate” to “equal”. Under Selectman’s Report, second paragraph, first sentence, change the word “that” to “who”.
There being no other corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Garvin and passed unanimously to approve the minutes, as corrected. Motion carried.
Review of Monthly Financial Reports
Mrs. Stajduhar highlighted the December 2013 Financial Report notes for the Revenues stating the total tax collections for property taxes were $3,006,6760 with 64.9% collected year to date.
The Expenditures discussed included the WPCA Board Consultant line showing $12,414 paid to Nathan Jacobs and Phoenix Environmental Labs for Water testing/samples. Under Public Works, December snowstorm expenditures included $6,000 for overtime, $6,000 for salt and $5,000 for sand. Public Works spent $7,000 for vehicle maintenance for federal DOT-required inspections for all trucks. Two trucks were found to have leaking and corroded fuel tanks that required replacing.
Board of Finance Meeting January 28, 2014
Nonprofit organizations and the Beach Associations received their second half of the stipend which totaled $264,919. The $3,000 for Landfill – Monitoring was not paid out of Landfill Fund.
In addition, the Rogers Lake Dam Improvement Fund paid $2,385 to Nathan Jacobson for engineering fees, the Revaluation Fund paid a partial on contract, in the amount of $3,600 to Vision Appraisal, and Harbor Management Dredging Grant Fund paid $3,921 to Coastline Consulting for the waterway study.
Mrs. Stajduhar reviewed the Carryover stating that $365,109 was carried over with $145,823 spent. It should be noted that 219,286 is still unspent to date.
Old Business
Beach Stipend: Mr. Woolley reviewed the Old Lyme Beach Association request for increases in the annual stipends that have been funded to them since the 1920s. The reasons for the increases largely relate to damage from recent storms and the fact that funds awarded in recent years have not shown increases to reflect rising maintenance costs, increased waste disposal costs, or termination of town snow-plowing. He stated that his sub-committee reviewed each beach’s specific needs and requests as well as the historical record for the rationale behind the stipends, finding that record quite sparse. Mr. Woolley stated that the subcommittee recommended that requests for storm assistance or other one-time reimbursements be considered separately from the annual stipends, and that
the discontinuation of the annual stipends over time be considered. Mr. Bernblum then explained a proposal prepared by the committee setting forth one methodology for allocating the FY2014-15 stipends among the various associations. Discussion followed with agreement to await possible further input from the beach associations at an upcoming Board of Finance meeting.
Mrs. Stajduhar commented that during the Audit, there was a recommendation made as to how Capital expenses are handled. The Town Attorney is looking at the auditor’s recommendation and will determine a ruling within the next month. Whatever the outcome of her ruling, a new procedure will need to be put in place.
New Business
Landfill Closure Fund: Mrs. Stajduhar stated that it is completed. There is $284,000 remaining that can be put into the General Fund.
A motion was made by Mrs. Sturges, seconded by Mr. Bernblum to close the Landfill Closure fund and place the remaining funds into the General Fund. Motion carried.
Town Hall Improvement Fund: Mrs. Stajduhar stated that the Town Hall improvements have been completed with a balance left in that Fund. She therefore raised the question whether that Fund can be utilized for town building repairs and maintenance. If so, the name and intent of the fund should reflect this, and be changed to a Building Improvement Fund.
Board of Finance Meeting January 28, 2014
Budget Overview: Mrs. Stajduhar distributed a projected Budget Summary worksheet reporting that overall, the total budget is up $1,017,832. Regional School District #18 is up $1,193,617 or 62% of the total budget increase, which was an estimated increase of 5% based on prior year history and bonding requirements for the school project. Mr. Bernblum indicated his understanding that the proposed School District budget includes a smaller increase, of $180,000 without decision packages and $401,000 with decision packages, for the entire operating budget (including Lyme’s share).
Presently, capital is up $309,021 or 16% of the total budget increase, however, the Board of Finance Capital Committee has not yet met to review the initial requests. The General Government increases came in at $415,194, which included an increase in all wages of 2% or $48,000, and step increases of $12,000 and $16,000 for new positions. Other increases included a new line item for mileage under Health Department; Insurance increases are estimated at 10% or overall $83,000, Sound View Commission for $3,000, Open Space increase of $6,000 due to Maintenance and Warden for Open Space properties. Public Works increases include $10,000 for Chip Seal, $5,000 for fuel, and $6,000 for winter salt. Recycling increase of $6,000 is due to beach cleaning costs and $19,000 increase in Contracted Services at
the Transfer Station. The Town Woods Park has a new line item for organic care consultant for $5,000. The Fire Department has an overall increase of $15,000 and Fire Apparatus increase of $35,000 for a fire boat. The State Trooper increase is estimated of $13,000 due to changes in State of CT reimbursement methods. Rogers Lake Policing is up $4,000. The Library increase is $10,000 as well as a $50,000 increase from the beach associations. Septage increase of $25,000, however, the Septage revenue of $45,000 and expenses of $127,500 may be moving to a separate fund on July 01 with the WPCA Commission. There is a decrease of $10,000 in Revaluation due to needs and a $25,000 increase in Debt Services for principal payments (from $250,000 to $275,000.
Senior Center Well Update: Mrs. Reemsnyder stated that the new Sanitarian has put all town buildings on a regular testing schedule. Through the most recent testing, it was discovered that there was bacteria in the well of the Senior Center. The present well is a dug well, which can be prone to bacteria. Additional tests were performed and e-coli found in the well. The Senior Center was closed until a new well can be drilled and new test results come back free of bacteria. A local company is drilling the new well and has quoted a cost for a 250 foot well, plus a new pump of around $7,000. Mrs Reemsnyder thanked the community, the library, LYSB, the Estuary in Old Saybrook and Town Hall for opening their doors to the various senior programs. The
Meals on Wheels Program is being held at the Congregational Church’s kitchen. The Senior Center should be back in their own space within a week or so.
Selectman’s Report
Mrs. Reemsnyder stated that the ConnDOT will reimburse the Town at 80% for up to $10,000 for the design of the restroom. Anything over $10,000 will be at the Town’s expense. Therefore, the Sound View Improvement Committee has requested architecture bids that they’re hoping to be at or under $10,000. The DOT also approved the rest of the design cost for the 80%/20% share, so with the 10% contingency, the Board of Selectmen will bring project to Town Meeting and request about $150,000 for the design and specifications. There will be an informational session planning soon
Board of Finance Meeting January 28, 2014
Mrs. Reemsnyder stated that the Land Use coordinator position has been advertised with several resumes and applications received. A review committee is in place and interviews for prospective candidates will be set up within the next few weeks.
Mrs. Reemsnyder announced that the Town was awarded a Recycling Incentive Grant award in the amount of $16,000. The State is considering using the Town as a model for other towns, which could mean an additional $8-$10,000 in funds. A Recycling Incentive Committee is being formed that will work with a consultant to plan the expansion of the Town’s trash and recycling program.
Mrs. Reemsnyder stated that the Town is required to approve an updated Natural Hazards Mitigation Plan. The Planning Commission made and passed a motion to recommend to the Board of Selectmen that they establish a Town-wide committee to work with the Lower CT River Valley COG to update the Natural Hazards Mitigation Plan. A committee including a representative from several Town boards and first responders would be included. A draft plan would be developed, posted to the website and a Public Information meeting would be held. At that point, it would be submitted to the DEEP for review and approval, before being submitted to FEMA. Once FEMA accepts it, the Selectmen would recommend this new plan to a Town Meeting. This process needs to be completed by August 2014.
Mrs. Reemsnyder sent out notices to the appropriate Town Departments asking for their feedback for the Public Improvement Regulations. The Planning Commission will hold a special workshop to review the comments, and then schedule a Public Meeting to review the regulations prior to going to a Town Meeting.
The Town Sanitarian, Sonia Marino, has been reviewing the fee schedule for the Health Department, as well as what surrounding towns are charging for various services. She shared the proposed fees with the Town’s Health Director, Dr. Sikand, and he felt that the new fees were very reasonable and can be even higher, based on his comparison with other communities. Mrs. Reemsnyder stated that when complete, the Board of Selectmen will review and make a recommendation to the Board of Finance.
Mrs. Reemsnyder stated that the Town Meeting took place at the Town Hall the prior evening. Items approved included the acceptance of the Annual Town Report, the acceptance of a parcel of land on Pond Road as a gift from the Directors of the Old Lyme Community Development Corporation and the selection of Peter Cable as the recipient of 2013 Citizen of the Year selected by the Board of Selectmen.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, February 04, 2014 at 7:00 p.m. in the Town Hall Meeting Hall. Next week’s schedule includes: Private Beach Associations, Police Services, Other Public Safety and Salaries. Parks and Recreation has moved to the February 11th meeting.
Board of Finance Meeting January 28, 2014
A motion was then made by Mr. Woolley, seconded by Mrs. Sturges to adjourn the meeting at 9:45 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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