Minutes of the Board of Finance meeting held on Tuesday, March 04, 2014 at 7:00 p.m. at the Old Lyme Memorial Town Hall.
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Present:~~~~~~~~~~ Regular Members:~ Andrew Russell, BJ Bernblum, H. P. Garvin, III,
Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~ Bob Jose, David Kelsey
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Absent:~~~~~~~~~~~ Regular Members:~
~Alternate Members:~~
Guest: Diana Atwood Johnson, Chairperson, Open Space Commission
Frank Papparlardo, Chairman, Sound View Commission
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Mr. Russell called the meeting to order at 7:01 p.m. Mr. Russell requested that Open Space and Sound View be moved up on the agenda in order to accommodate guests. Therefore, a motion was made by Mrs. Sturges, seconded by Mr. Woolley, to move Open Space up on the agenda. Motion carried.
Open Space Commission Request
Mrs. Atwood Johnson highlighted the various open space parcels that the town owns. The Open Space Commission is seeking monetary assistance to be used towards hiring an individual who will monitor and maintain the trails. She said that the Open Space Commission has always relied on volunteers in the past but it has become harder to find people who can dedicate the attention necessary. There are several large parcels of land, and the Commission used to utilize the scouts as well as other volunteer groups to maintain the trails, however, this work has grown beyond the scope the volunteers. The request for financial assistance breaks down to $5,000 for trail maintenance and $1,200 for a coordinator/warden of the property.
Mrs. Reemsnyder commented that the individual appointed should only be responsible to monitor the trails and report findings so the work can be scheduled and performed by appropriate persons. She expressed a concern regarding the danger of some of the required work, especially that involving equipment, chainsaws, and expertise, and the associated OSHA requirements and liability exposure. This work should be subcontracted to professionals.
Sound View Commission Budget Request
Mr. Papparlardo explained that Sound View Committee has been trying to promote more community involvement and would like to add several items, such as summer concerts, to attract the local community into the Sound View area. Local businesses can be solicited to participate in funding these community events once the new park is completed, but assistance from the town is needed at this time. There was extensive discussion on future funding for these type events.
Board of Finance Meeting March 04, 2014
0290 Sound View Commission
The Sound View Commission Other/Miscellaneous category represents contracted services for maintaining plantings and shrubs for planters at the end of Hartford and Swan Avenue, concerts, the July 4th parade and Bocce courts/league.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges, to approve $4,000 for the Sound View Commission, to be uses as the Commission deems appropriate. Motion carried.
Sound View Capital Request was reviewed, consisting of $22,000 for a survey of alleys, easements and rights of way in the Sound View area. After discussion, Mr. Kerr indicated that the survey maps to be prepared in connection with the development of the new park will be paid for by grant monies and will help reduce and define the need for additional surveys. He therefore suggested that the request for additional surveys be postponed until future years when the survey for the park has been completed. There was broad agreement by Mr. Papparlardo and the Board with this suggestion.
201 General Government
0010 Selectman’s Office
Mrs. Stajduhar detailed the Selectmen’s Office budget. There is an increase in the Selectmen’s meeting clerk.
A motion was made by Mr. Woolley, seconded by Mr. Garvin, to approve $232,489. Motion carried.
0020 Town Clerk’s Office
Mrs. Stajduhar 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 the previous year.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley, to approve $111,800. Motion carried.
0030 Tax Collector’s Office
Mrs. Stajduhar highlighted the Tax Collector’s budget. There are increases in Postage, Legal Counsel, and Contracted Services, which are provided by Quality Data Company and consist of software maintenance and a variety of other tasks, such as printing the tax bills.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges, to approve $92,319. Mr. Kerr abstained from voting because his mother is the Tax Collector. Motion carried.
Board of Finance Meeting March 04, 2014
0040 Treasurer’s Office
Mrs. Stajduhar highlighted the Treasurer’s budget and stated that there is an increase in Postage.
A motion was made Mr. Garvin, seconded by Mr. Bernblum, to approve $154,203. 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.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley, to approve $34,421. Motion carried.
0060 Information Technology Department
Mrs. Stajduhar explained the Info Tech line items, such as computer training, GIS, licensing, laserfiche activity, the Town’s website, and e-mail. There are increases in Software Upgrades and various Contracted Services, such as Virtual Town Hall, GIS mapping, ERSI, Laserfiche, etc.
A motion was made Mrs. Sturges, seconded by Mr. Woolley, to approve $84,527. Motion carried.
0070 Probate Court
Mrs. Stajduhar highlighted the Probate Court obligation 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 Mrs. Sturges, seconded by Mr. Woolley, to approve $5,800. Motion carried.
0080 Assessor’s Office
There were slight increases in the Dues and Contracted Services, and decreases in Legal Counsel and Education/Training, within the Assessor’s budget.
A motion was made by Mr. Garvin, seconded by Mr. Woolley, to approve $122,850. Motion carried.
Board of Finance Meeting March 04, 2014
0090 Building Department
The Building Department budget was reviewed and there were no increases from last year’s budget noted.
A motion was made by Mr. Bernblum, seconded by Mr. Woolley, to approve $99,718. Motion carried.
0095 Health Department
The new Sanitarian has been in place for several months and she has reviewed and altered the various line items. Contracted Services consists of water testing, mosquito spraying, and geese control. Increases noted were in Salaries, Mileage, and Postage lines.
A motion was made by Mrs. Sturges, seconded by Mr. Garvin, to approve $195,231. Motion carried.
0100 Town Hall Expenses
Mrs. Stajduhar stated that the Town Hall expenses include the base telephone cost, electricity, and building supplies. The increase of $18,000 within the Office Supply line represents the consolidation of office supplies for the entire town, which were formerly included in each individual budget. 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 Mrs. Sturges, seconded by Mr. Bernblum, to approve $131,000. Motion carried.
0110 Insurance
Mrs. Stajduhar highlighted the costs of the Town’s insurance. There is an increase in the premiums for Medical Insurance ($482,000), Property/Liability ($109,000), Workers Compensation ($80,000), and Fire Department ($40,000), and bonds for Officials ($2,000).
A motion was made by Mr. Woolley, seconded by Mr. Kerr, to approve $727,000. Motion carried.
0120 Special Deductions
Mrs. Stajduhar stated that Special Deductions represents Unemployment ($1,000), an increase in Social Security ($205,000) and Pensions ($168,500), and a decrease in Buyback for sick/vacation time ($20,000).
A motion was made by Mr. Woolley, seconded by Mrs. Sturges, to approve $394,500. Motion carried.
Board of Finance Meeting March 04, 2014
202 Boards and Commissions
0200 Harbor Management Commission
The $950 expense represents Contracted Services of removing, storing and replacing the dinghy dock at Ferry Road each year and hauling in the moorings and Miscellaneous ($50).
A motion was made by Mrs. Sturges, seconded by Mr. Garvin, to approve $950 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 Mrs. Sturges, seconded by Mr. Garvin, 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 Mrs. Sturges, seconded by Mr. Garvin,to approve $25 for the Ethics Commission budget. Motion carried.
0220 Water Pollution Control Authority
Mrs. Reemsnyder stated that WPCA is scheduled to come before the Board on March 18th to discuss changes in their budget. Therefore, it was tabled for this evening.
0230 Board of Finance
There is an increase in the Office Supplies and Advertising and a decrease in the Postage line.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley, to approve $10,321 for the Board of Finance. Motion carried.
Board of Finance Meeting March 04, 2014
0240 Flood and Erosion
This budget represents the Clerk, Postage, Contracted Services, and Miscellaneous.
A motion was made by Mrs. Sturges, seconded by Mr. Bernblum, 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 Mrs. Sturges, seconded by Mr. Garvin, to approve $4,750 for the Historic District. Motion carried.
0260 Tree Commission
Mrs. Stajduhar stated that 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 throughout the town.
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
Board of Assessment Appeals has an increase in Wages. Other lines include Postage, Advertising and Miscellaneous/Other.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley, to approve $5,640 for the Board of Assessment Appeals. Motion carried. Discontinuation of compensation for members of the Board of Assessment Appeals in future election years was discussed.
0280 Land Use Department
Mrs. Stajduhar stated that other than salaries, there is no change within the Land Use Department.
A motion was made by Mr. Woolley, seconded by Mr. Garvin, to approve $281,787 for the Land Use Department. Motion carried.
Board of Finance Meeting March 04, 2014
Mr. Russell stated that a motion is needed to add discussion of the Conservation Commission and Open Space Commission to the agenda. Therefore, a motion was made by Mrs. Sturges, seconded by Mr. Woolley, to add Conservation and Open Space Commission’s discussions to this evening’s agenda. Motion carried.
0310 Conservation Commission
Conservation Commission budget represents Clerk and Contracted Services lines.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr, to approve $4,623 for the Conservation Commission. Motion carried.
0330 Open Space Commission
Open Space Commission represents maintenance of trees, brush, and trails on Open Space as well as the Open Space Coordinator/Warden ($1,200).
A motion was made by Mrs. Sturges, seconded by Mr. Woolley, to approve $11,300 for the Open Space Commission. Mr. Kerr opposed the motion. Motion carried.
1300-0560 Sanitation: CT Resource Recovery Authority (CRRA)
Mrs. Reemsnyder stated that Connecticut Resources Recovery Authority (CRRA) tipping fee will be $62 per ton for municipal solid waste (MSW). MSW volumes statewide are down slightly, but Old Lyme will budget 3,900 tons next year.
A motion was made by Mr. Garvin, seconded by Mr. Kerr, and passed unanimously to approve $242,000 for Sanitation CRRA MSW/Tipping Fees.
Minutes of February 11, 2014
It was decided to defer the minutes until next week’s meeting.
Old Business
Mrs. Reemsnyder stated that there is a Public Information Meeting this Thursday evening with the Planning Commission presenting the update to the Design Standards for Public Improvement.
Board of Finance Meeting March 04, 2014
Mrs. Reemsnyder stated that there is a presentation at the Town Hall presenting the plans, scope of work and the cost before going before a Town Meeting. She 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 bides 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 the project to Town Meeting and request about $150,000 for the design and specifications.
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 the Public Information Meeting is scheduled for Saturday, March 8th at the Town Hall. 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.
There is a Special Town Meeting scheduled for Monday, March 24th at 7:30 p.m. at the Lyme-Old Lyme Middle School Auditorium. The call of the meeting is as follows:
- Approval of Design Standards for Public Improvements
- Bike Way/SV Improvements appropriation of $148,500
- Kiosk for Parking Lot appropriation of $13,000
- Boathouse Hains Park Improvements appropriation of $478,000 STEAP grant
- Housing Ordinance Amendment for Appeals Process
- Update on Wastewater Management Study
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, March 11, 2014, at 7:00 p.m. Budgets for Other Associations, LYSB, Valley Shore Communications as well as February 11th and 25th Meeting Minutes are scheduled for discussion.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr, to adjourn the regular meeting at 10:05 pm. 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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