Minutes of the Board of Finance meeting held on Tuesday, June 17, 2014 at 7:30 p.m. at the Old Lyme Memorial Town Hall Meeting Hall.
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Present:~~~~~~~~~~ Regular Members:~ Andrew Russell, Bennett Bernblum, Janet Sturges, David Woolley
Alternate Members:~ David Kelsey
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Mary Jo Nosal, Selectwoman
Absent:~~~~~~~~~~~ Regular Members:~ H. P. Garvin, III, Christopher Kerr
~Alternate Members:~~Bob Jose
Guest: Kurt Zemba, Chairman, Water Pollution Control Authority (WPCA)
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~Mr. Russell called the meeting to order at 7:33 p.m.
Approval of the Minutes of May 19, 2014 meeting
The minutes of May 19th were scheduled to be reviewed, however, Mrs. Sturges requested that the minutes be tabled until the July meeting due to several questions and corrections she has.
Review of Monthly Financial Reports
Mrs. Stajduhar outlined the Financial Report Notes for May 2014. Under Revenues, the Property tax, total tax collections were $193,075 – revenue budget has been met over 100% in all actegories. The Sound View parking (street and lots) revenue is $5,700 and beach stickers revenue is $6,560 so far. The interest of $7,355 of Bus Barn repayment increased since repayment of the Landfill is not in General Fund. Grants – ECS of $302,792 and other revenue of $24,645 of Bus Barn repayment which increased since repayment of Landfill not in General. The total revenues received are in excess of budget by $800,000 ($150,000 FEMA and $285,000 Landfill). Other funds include the Lyme Senior Center Board Fund which had $9,041 collected for programs. Mrs. Stajduhar stated that the purchase of a
loader will be in next years’ budget.
Mrs. Stajduhar highlighted the Expenditures which included Probate Contracted services in the amount of $5,231 paid to the Town of East Lyme for the Probate Office. Insurance Medical paid $33,000 for the June 2014 premium, expect $40,000 left at year end. Public Works line painting paid $9,619 to Atlantic Pavement Marking for road line striping and Chip Seal paid $34,130 to Pasteryak for the paving of Knutsen Road. Town Woods Park supply line paid $5,940 for seed and $4,440 to Go Organic for fertilizer. Transfer Out paid the annual $130,000 payment to Fire Equipment Fund. Capital expenditures include Rogers Lake Dam, $16,569, to Mattern (4th pay request) with only $4,000 remaining on their contract, and a new kiosk located in the Sound View parking lot was $11,989. Other
payments include Revaluation Fund: Vision Appraisal (partial on contract) of $27,815, the final payment ($137,000) on the Ames Property purchase through the Open Space Fund, and the Bus Barn Fund annual repayment of $50,000 for upfront cost to construct the bus barn.
Board of Finance Meeting June 17, 2014
Old Business
Mrs. Stajduhar stated that final approval of monies for the Senior Center well was never finalized. She stated that new Capital expenses, such as the well repair, has to meet the auditor’s recommendations that individual new line items have to go to Tow Meeting. Discussion ensued: operating budget or Capital on which line various expenditures are coming from.
New Business
Mr. Russell stated that Mr. Zemba wanted to talk to the Board in regards to a WPCA expenditure. A motion was made by Mr. Woolley, seconded by Mrs. Sturges to add WPCA discussion to this evening’s agenda. Motion carried.
Mr. Russell stated that Mr. Kelsey arrived at 7:45 p.m., therefore, a motion was made by Mrs. Sturges, seconded by Mr. Woolley to seat Mr. Kelsey in Mr. Garvin’s place in his absence. Motion carried.
Water Pollution Control Authority (WPCA): Mr. Zemba stated that WPCA and the Health Department work together to make sure the town remains in compliance. He stated that stormwater used to be under the Selectman’s budget, however, with all the new regulations it became more complicated. He explained that Jacobson Engineering was engaged to bring the Town current and into compliance with the Stat’s municipal stormwater permitting requirements. As reported at a reent WPCA meeting, the Town received permission from the State to combine stormwater data from 2009 through 2011 into a single report. The cost of that work is $15,500. If the Town remains out of compliance, it could face a $30,000 fine. Going forward, a stormwater allocation, including any necessary annual
expense for sampling and updating, will be park of the WPCA budget.
A motion was made by Mrs. Sturges, seconded by Mr. Bernblum to allocate up to $15,500 for the mapping of the stormwater unfunded mandate. After discussion, it was decided to have this request paid out of this year’s budget. Motion carried.
OLFD – Invoices: Mrs. Stajduhar stated that the Fire Department invoices are currently being signed off by two officers of the Fire Department. Because of this procedure, some invoices are not being returned on a timely basis so it was suggested that only invoices in excess over $500 will need two approval signatures. The board agreed that only invoices over $500 will need two signatures.
Rogers Lake Weed Committee Allocation: Mrs. Reemsnyder explain that New England Environmental was the company selected to study Rogers Lake. The completed study price is $147,700, which is higher than expected.
Board of Finance Meeting June 17, 2014
Although the Committee has been very pleased with their scope of work, the committee requested that New England Environmental revise their bid for their study, which removed $65,000 for a water study, beinging the revised bid down to $88,000. The $88,000 would mean $44,000 for each town. The Town has applied for a STEAP grant for $117,000 and if received, the balance of the original bid, including the water study, would leave a balance for the two towns to share of $30,000, or $15,000 each.
Mrs. Reemsnyder stated that the Selectman approved to go to a town meeting, tentative date of July 29th to approve up to $30,000 for this project. Some of the study involves looking at the impact of Rogers Lake on the wells surrounding the lake as well as plant surveys and a base line of the water quality. The scope of the work will also include 2-3 public meetings to educate residents and allow opportunity to ask questions. A three year management plan and a conclusionary report would also be included in the scope of the work with a recommended plan to the Town that will offer a lake mangagement system. To implement such plans and recommendations would require additional expenditure, if necessary and approved.
A motion was made by Mr. Kelsey, seconded by Mr. Woolley to recommend the Rogers Lake Weed Committee allocation and this proposal be included in the Town Meeting at the end of July. Motion carried.
Mr. Russell stated that he received a questionnaire from the auditors, Cohen Reznick for Board of Finance members. A motion was made by Mrs. Sturges, seconded by Mr. Woolley to add discussion and responses to the questionnaire to the agenda. Motion carried and discussion ensued.
Selectman’s Report
Mrs. Reemsnyder announced that the new Land Use Corrdinator, Keith Rosenfeld, started two weeks ago. He comes with very good qualifications and his experience was in the Naugatuck area. A retirement luncheon for Ann Brown was held for staff and close associates on May 30th in the Meeting Hall.
Mrs. Reemsnyder stated that the Plan and Design phase of the Rte. 156 Bikeway and Sound View Improvements project has begun. As part of this initial phase, a survey will be conducted by BSC Group, Inc., the firm that was selected to work on the project. Rresentatives from BSC Group will be surveying property in the Portland, Hartford and Swan Avenues.
Mrs. Reemsnyder explained that one of the requirements of the Recycling Incentive Grant to the town is for the Board of Selectmen commit to Uni-base pricing. The Board of Selectmen did not approve of this Uni-base pricing and asked DEEP for an extension on this grant. A commitment to educate and survey residents will be presented when more information is available.
The Boat House/Hains Park Improvement project is moving forward. The BHIC has chosen an architect out of the six that were considered. Because of the way the area is zoned, the project would have to go before the Zoning Board of Appeals due to the scope of the construction.
Board of Finance Meeting June 17, 2014
National mitigation plan was approved by DEEP and now is being reviewed by FEMA before it gets presented at a Town Meeting for final approval. A list of tasks that would mitigate the hazards would make the opportunity of grants more available to the town.
Applicants for the Beach Stipends Committee are being received. Mrs. Reemsnyder wants to see a balance of residents and not just beach resident participants to offer a fair representation.
The second Business Breakfast was held at the PGN Library at the end of April. Even though the meetings begin at 7:30 a.m., they both have been well attended. A presentation by Sarah McCracken who highlighted a proposed vision and development of Halls Road. The improvements to the area would include lighting, signage, sidewalks and various esthestically pleasing changes that would bring people to the local businesses on Halls Road and highlight the town’s art community and heritage. Because Halls Road is a State road, it would need additional approval from the State and there may also be funds and grants available for these types of projects.
Mrs. Reemsnyder informed board of the new method of processing beach stickers. Eligible residents are able to access the 2014 Beach Sticker Application, register and pay on line with a credit card for a convenience fee of $5.00. Besides being able to purchase on line, residents are still able to pick up stickers in person or have it mailed to them.
Mrs. Reemsnyder gave a WPCA update stating that the DEEP basically rejected a local approach to wastewater management. The WPCA will work with the various beach associations on a regional solution. A community service of the Town, with the WPCA monitoring the system would be the best approach. The Town would be the main trunk line and have the individual association as the Town’s “customer” with each beach taking care of its own association, however, they have to comply with the Town. East Lyme is happy because it doesn’t want to have individual agreements with the various beach associations. If the piping has to go to New London, it can charge and recover the cost associated with its operating system. Need to move on this as three beaches are moving forward and there needs to
be a united approach to make the system cost effective and effectively managed by the Town.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, July 15, 2014 at 7:30 p.m.
A motion was made by Mrs. Sturges, seconded by Mr. Kelsey to adjourn the Regular meeting at 8:55 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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