Minutes of the Board of Finance meeting held on Tuesday, November 18, 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
Bonnie A. Reemsnyder, ex-officio
Mary Jo Nosal, Selectwoman
Absent: Regular Members:
Alternate Members:
Guest: No Guests
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~Mr. Russell called the regular meeting to order at 7:30 p.m.
Minutes of the October 21, 2014 Regular meeting
The regular meeting minutes of October 21st were reviewed. Corrections noted on page 1, last paragraph, change the word “progressive” to “successive”. Page 2, third paragraph, second sentence, add the word “wages” after “employee”. Same page, last paragraph, eighth sentence, change the word “affiliated” to “associated”. Page 3, first paragraph, third sentence, add the words “has cancelled” instead of “cancels”. Ninth sentence delet the word “would” and change “need” to “needs”. Tenth sentence, change the word “resume” to “assume”.
With no further corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Kerr, to approve the regular meeting minutes of October 21st, as modified. Motion carried.
Review of Monthly Financial Reports
Mr. Russell highlighted the Finance Report notes for September.
Under Revenues, the Property tax, total tax collections were $113,978 or 54.1% of total budget collected year to date. Other Revenues included: State Grant - partial payment of ECS Grant of $151,397; State Grant – Pilot State Property Grant of $30,352; State Grant – Pilot Colleges Property Grant of $35,059. Other funds included WPCA - $21,992 collected on septage pumping and Sound View Bike Path – Grant reimbursement of $19,563.
The Expenditures were highlighted. Public Works – Vehicle Maintenance line paid out $5,187 for work on the International 4900; Debit Service line paid $250,000 principal and $45,656 interest on the October 15th due date.
Board of Finance Meeting November 18, 2014
Under Capital Expenditures, White Sand Beach – rebursement of $1,400 to White Sand Beach for road patching, per Board of Finance approval; Guard Rails - $5,060 was paid to Hartford Lumber for guard rails for Hains Park Parking Lot.
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.
Other funds included the following: WPCA - $33,982 in expenses for consulting, septage disposal, and employee wages; Revaluation - $9,848 for a partial payment on contract to Vision Appraisal; the Rte. 156 Bike Path/Sound View Improvement Project paid the BSC Group $9,400.
Old Business
Mr. Russell highlighted the Regional School District #18’s school budget meeting. He stressed the importance of attending these series of meetings when the school’s budget is presented and discussed.
Mr. Russell and other members of the Boards of Selectmen and Finance received a letter from Tim Griswold regarding the boathouse changes and the future of the project.
New Business
Finance Director Resignation: Mr. Russell informed the Board that Mrs. Stajduhar’s last day was last Friday. He stated that Mrs. Reemsnyder and he have met with Personnel Specialist, Randi Frank, to compile a detailed job description, advertise and receive the resumes, and ultimately narrow it down to 3-5 strong candidates. She also provides an extensive background check on potential candidates.
Annual Town Report Quotes: Mrs. Reemsnyder stated that she has received two quotes to print 1,200 copies of the Annual Town Report. Essex Printing’s quote is $3,500 and Quality Printing’s quote is $3,900. A difference of $400. There was a discussion on the services offered by either company.
A motion was made by Mr. Kerr, seconded by Mrs. Sturges to remain with Quality Printing for the printing of the Annual Town Report. Motion carried.
Selectman’s Report
The present plans of the Boathouse were reviewed and discussed. The Boathouse Committee worked quickly trying to get the project underway with construction to begin in the fall. A bid process was initiated and was announced to the public. Bid documents were made available at the end of October with pre-bid meetings held. Mrs. Reemsnyder stated that there was a meeting with several town officials, the architect, engineer and Regional School District #18 to review the final documents that were being put out to bid.
Board of Finance Meeting November 18, 2014
During review, it was discovered that the plans presented do not meet the Educational accessibility needs. The second floor was planned for an exercise/training area, therefore, for any non-storage activities, the correct occupancy for the area had to be educational. The requirement for educational areas would have to include an elevator to the second floor which would be very costly. Based on t his, it was decided that the project could not go forward with the present plan and the bidders were notified that the process was cancelled.
Mrs. Reemsnyder stated that the Board of Selectmen have made recommendations to include the Parks and Recreation Director, the Building Official and a Regional School District representative to add their input and assist in developing a new master plan. She also anticipated that without the second floor, the project would come in at a lower cost and would go before the residents for their approval to the new plan.
There was a discussion that the Regional School District #18 is proposing that the OL Rowing Association would potentially be the Managers of the boathouse, with the exception of during the school functions times of the year (school rowing season, etc.). This proposal would lower costs associated with maintenance and janitorial services.
Mrs. Reemsnyder feels that the set back in the building of the boathouse is very positive as it will allow time to assess other areas initially overlooked and to really formalize a master plan towards a more successful boathouse in the future.
Recycling Committee has met with the Board of Selectmen and requested disbandment after rejection of the Pay as you Throw system. The Committee recommended unanimously that the Recycling Incentive Committee pursue the Grant from the State. The Committee also recommended an alternate committee which would work with the other Town Committees to investigage other means of waste management and waste reduction prior to the “pay as you throw” bag system as there is still a need for a small committee to address garbage and recycling issues as they arise. The Committee suggested that there be informational forums periodically for residents and investigate policies and procedures to develop enforcement systems for violators.
The Beach Stipend committee has been meeting to try to come up with an appropriate recommendation to present to the Board of Selectmen. Mrs. Reemsnyder feels that the Committee is leaning towards keeping the stipend and having it focus on security. The committee should be ready to make their recommendations by mid-December.
Mrs. Reemsnyder stated Mile Creek Road bridge that goes over the Black Hall River is in need of maintenance and the Town is putting in an application for a STEAP grant for $400,000. 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.
Board of Finance Meeting November 18, 2014
Mrs. Reemsnyder stated that the Solarize Old Lyme campaign starts on December 4th with an informational meeting here at the Town Hall at 7:00 p.m. The company will explain that the application can be accessed online and property maps can be looked at through the GIS mapping. For every 100 points the town receives, a $5000 grant will be given to the town to be used for any energy efficient project in the Town.
The Halls Road, Committee is applying for a $150,000 State grant for improving Halls Road. Additional information will follow.
Mrs. Reemsnyder stated that the State has an Inter-Town Capital Equipment (ICE) Incentive Program for when two or more towns purchase equipment together and they can apply for a grant to cover the purchase. She spoke with Ralph Eno of Lyme and it was decided that the two town will apply for the grant to help cover the cost of the Roger’s Lake boat that was purchased for $11,500. In order to apply for this grant, the towns would need an Inter-Municipal Agreement regarding the use of the boat and the towns would also need to apply for the ICE Purchase Incentive Program. In order to do this, a Resolution will need to be adopted which would state that the Board of Selectmen met on a date and adopted a Resolution endorsing the Town’s participation in the ICE Purchase Incentive Program provided in CT
General Statutes Section 4-66M.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, December 16, 2014 at 7:30 p.m.
A motion was made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the Regular meeting at 8:55 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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