Minutes of the Board of Finance meeting held on Tuesday, October 21, 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, H. P. Garvin, III,
Christopher Kerr, Janet Sturges, David Woolley
Alternate Members:~ Bob Jose, David Kelsey, Gil Soucie
Bonnie A. Reemsnyder, ex-officio
Skip Sibley, Selectman
Nicole Stajduhar, Finance Director
Absent: Regular Members:
Alternate Members:
Guest: Tim Griswold, Resident
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~Mr. Russell called the regular meeting to order at 7:31 p.m.
Minutes of the September 16, 2014 Regular meeting
The regular meeting minutes of September 16th were reviewed. On page 2, under Boathouse/Hains Park Improvements, 2nd paragraph, 2nd sentence, the words “the board” should be added after the word “and”. The 3rd sentence should read, “The Board of Selectmen reviewed the plans and recommended that the new amount not exceed $405,000…” On page 3, under Budget Transfers, Mrs. Sturges suggested that quotations surround the column title, which included “adjusted overage amounts” and “Budget to/Budget from”, and remove the word “of” from that sentence.
A motion was made by Mr. Woolley, seconded by Mrs. Sturges, to approve the regular meeting minutes of September 16th, as amended. Motion carried. Mr. Bernblum and Mr. Garvin abstained as they weren’t present.
Review of Monthly Financial Reports
Mrs. Stajduhar highlighted the Finance Report notes for September.
Under Revenues, the Property tax, total tax collections were $270,162 or 53.74% of total budget collected year to date. Other Revenues included; State Grant for $5,000 for the Town Clerk Preservation Grant, State Grant - $12,768 for DUI reimbursement grant. Other funds included WPCA - $7,576 collected on septage pumping.
The Expenditures were highlighted. The Treasurer – Contracted Services - has paid $5,083 to JH Cohen in progressive payments for the Town audit. Insurance line paid out to CIRMA $26,134 LAP (Liability…) and $19,063 Workman’s Comp for 2nd quarter of fiscal year 2014/15. Under Special Deductions – Pension - $36,023 for the 1st quarter of fiscal year 2014/15 was paid for town employee pensions.
Board of Finance Meeting October 21, 2014
Public Safety – Valley Shore - paid $31,815 for the 2nd quarter of fiscal year 2014/15. Public Safety – Fire fighters/EMT pension - paid $52,919 for fiscal year 2014/15.
Under Capital Expenditures, Senior Center Capital paid $4,000, a partial payment, to St. Germain Painting for outside painting of the Senior Center and a deposit amount of $3,134 to Quality Roofing Services of New London for the Senior Center roof. Capital – Emergency Management - paid $4,500 to Connected Systems for installation of LED track lighting at the Emergency Operation Center.
Other funds included the Boathouse Project paid out in expenses $7,700 for the Architect. The WPCA paid out $22,729 for consulting, septage disposal and employee. Revaluation line paid Vision Appraisal a partial payment on their contract in the amount of $9,368. The Rte. 156 Bike Path/Sound View Improvement Project paid the BSC Group $24,944
Old Business
Nothing to report.
New Business
Boathouse/Hains Park Improvements: Mr. Griswold spoke about the expenses associated with the new boathouse. The prospective building of almost 8,000 sq. feet which expands the boat capacity from 32 to 53 boats and includes locker rooms and bathrooms. He commented that the taxpaying residents are contributing $400,000+ and, other than the few dozen Regional School District rowers using the facility, the town shouldn’t have residents of other towns using the facility for free. Mr. Griswold asked if there has been a discussion about a fee schedule for non-school users . Mrs. Reemsnyder stated that the Town would own the building and the Regional School District would lease the building from the town. He questioned if the lease with the School is specicific in regards to who is paying
for what. Mrs. Reemsnyder stated that the district will pay for maintenance, utilities and insurance however, it is unclear if the school wuold continue to pay for insurance when it becomes a town building. He also expressed concern as to whether the town has a detailed breakdown of the expenses that are going to be affiliated with the facility. He stated that besides year round heat and electricity, phone, internet, custodial expenses, etc., there would be exterior and interior painting, and other expenses associated with operating and owning the facility. Mr. Griswold said that he would like to see a breakdown showing the insurance, heat, electricity, related expenses, as well as custodial and supplies and the opportunity to review the lease prior to signing. He also expressed concern about personal kayaks being stored on the site and if there would be fees imposed to do so.
Board of Finance Meeting October 21, 2014
Underground Storage Tanks: Mrs. Reemsnyder stated that there are three 4,000 gallon underground storage tanks that are 27 years old. Two store the gas and one is for diesel fuel. She explained that when the tanks are in need of replacing, the insurance carrier cancels the insurance policy because of potential liabilities. Therefore, paperwork would need to be filed in order to prove that the town can financially assume responsibility should anything happen during removal. Mrs. Stajduhar stated that without the insurance, she can give the DEEP information, such as, the town’s bond rating, debt services, etc. to assure that the Town is in the position to resume liability should something happen during removal. A quote to install two- five thousand gallon above ground
tanks, is approximately $90,000, with an additional $16,000 to remove the existing tanks. Mrs. Reemsnyder stated the total cost would be approximately $130,000 and would be a Capital Expense that would be included in the 2015 Capital. Mrs. Reemsnyder said that she could possibly includethe expense of the removal under a STEAP Grant, that could possibly be bundled with the bridge STEAP Grant application. She will keep the Board posted.
Other Business
Mr. Russell stated that on Wednesday, November 5th at 6:00 p.m., there is a budget preview meeting for the Regional School District 18’s upcoming budget. It is at 6:00 p.m. in the LOLHS media center.
Selectman’s Report
Mrs. Reemsnyder stated that the Millstone drill took place in September. The town received high rating and did very well.
Mrs. Reemsnyder stated that the October 6th Town Meeting was held and an allocation of $405, 000 was approved for the Boathouse/Hains Park improvements.
Bikepath preliminary design will be presented on Wednesday, October 22nd at 7:30 p.m. in the Town Meeting Hall to provide an opportunity to review the plans. The design is slightly different The meeting will be taped and aired at various times on the Public Access Channel for residents who are unable to attend the meeting.
The Recycling Committee is having a meeting on October 29th at which time a representative from Waste Zero will be presenting the pay as you throw system. In order to receive the grant, the Board of Selectmen would have to adopt a resolution committing to using the pay as you throw system which requires residents to purchase bags to put their trash in. There are some concerns therefore the resolution was not adopted.
Beach Stipend committee has been meeting to try to come up with an appropriate recommendation to present to the BOS. Mrs. Reemsnyder feels the Committee is leaning towards keeping the stipend and having it focus on security.
Board of Finance Meeting October 21, 2014
Mrs. Reemsnyder stated Mile Creek Road bridge that goes over the BlacK Hall River is in need of maintenance. Ed Adanti met with an architect on what repair steps are necessary. Ed Adanti is going to meet with Todd Machnik to discuss associated costs and then the town can apply for a STEAP grant to address repair.
Mrs. Reemsnyder highlighted a problem that the Flood and Erosion Control Board has been looking at. There is an outlet in the Hawks Nest Beach within a small beach club where construction is failing. The Swan Brook borders Miami Beach and Hawks Nest, however, this pipe is technically on private property. Because of the way this pipe has been constructed, it continually clogs and backs up, causing flooding. The Public Works has been going down for years unplugging, however, it is on a private beach club. Mrs. Reemsnyder contacted Keith Neilsson from Docko to investigate a solution to this problem. Currently, several scenarios are being investigated.
Mrs. Reemsnyder stated that a reverse 911 Emergency Notification system is compiling data for a town database. The town has subscribed with Everbridge Company. The benefit for this system would include situations of urgency, such as if a road, bridge, a town building were closed due to an emergency or inclement weather. In order to increase database, volunteers will be working at various locations and functions to help residents sign up. A postcard has been created which will be distributed to residents to complete and return to the town with their preference as to how they’d like to be contacted. Mrs. Reemsnyder stated that this will be helpful to assess individual needs and will be very helpful to get a mass message out to the entire town or various groups of residents
rapidly.
The WPCA the final draft report has been submitted from Woodward and Curran to the DEEP. The WPCA is waiting response from DEEP. Mrs. Reemsnyder reported that there is no date set for a Town Meeting as of yet.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, November 18, 2014 at 7:30 p.m.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley to adjourn the Regular meeting at 9:05 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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