Minutes of the Board of Finance meeting held on Tuesday, August 21, 2018 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
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Present:~~~~~~~~~~Regular Members:~ Andrew Russell, BJ Bernblum, Janet Sturges
Alternate Members: Judith Read
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Mary Jo Nosal, Selectwoman
Timothy C. Griswold, Treasurer
Absent:~~~~~~~~~~~ Regular Members:~ H. P. Garvin, III, David Kelsey, David Woolley
~Alternate Members:~ Adam S. Burrows, Anna Reiter
Guest:
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Mr. Russell called the meeting to order at 7:30 p.m. Mr. Russell noted that Mr. Kelsey is absent this evening and requested that Ms. Read vote for him.
Minutes of July 17, 2018 Regular Meeting
The minutes of July 17th Regular meeting were reviewed.
There being no corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Russell, to approve the minutes, as written. Ms. Read and Mr. Bernblum abstained as they were not present. Motion carried.
Financial Reports
Mrs. Stajduhar highlighted the July 2018 Financial Reports. Under Revenues, total tax collections of $17,714,000 were collected in property tax or 51.3%. Miscellaneous income from CIRMA’s Members’ Equity Distribution Program is $10,000. The Parking Lot income is $26,700 or 26.7%. Interest Income is $11,700 or 14.6%.
The percentage of general government revenue budget received to date is 49.1%.
Under Expenditures, Fiscal Year contracts/dues were paid for the various departments. The first quarter payments for insurance and Valley Shore were paid out. Parks and Recreation seasonal wages are 51% spent. The Library, nonprofits and beaches are 50% paid out, and, 100% was paid out for Estuary Transit, Estuary Nutrition, and Nonprofit capital items.
The percentage of general government budget spent to date, without capital or RSD#18 included, is 11.5%.
Board of Finance Meeting August 21, 2018
Mrs. Stajduhar highlighted the Audit Report Review for Fiscal Year ending June 2018 unaudited. The Revenue collected over budget is $12,500 which includes $800,000 in surplus). Expenditures unspent is $1,385,400, less the proposed carry-over from FY2017/18 of $615,600. After additional appropriations for FY2017/18 of $326,500, the estimated addition to surplus is $455,800, on a budget basis. After taking into account carryover of $170,650, the estimated addition to surplus is $626,450., GAAP Basis (used for surplus percentage calculation).
There was a discussion about holding a Town Meeting to reinforce a motion that was approved at Town Meeting.
After an extensive discussion, a motion was made by Ms. Read, seconded by Mrs. Sturges, to allocate $500,000 from the Town’s surplus towards the Town’s share in the cost of the OLPGN Library’s renewal. Motion carried.
Mrs. Reemsnyder read a Resolution which was discussed and was not approved. The board felt that this Resolution still needs further discussion.
Budget Transfers Fiscal Year ending June 30, 2018
Mrs. Stajduhar highlighted the Budget Transfers which included Probate contracted services, BAA Advertising, all items in Recycling, Transfer Station contracted services and Capital item GG Weed Eradication, all of which totaled $11,925. She reported that additional budget would be transferred from the Insurance – Medical in the amount of $11,925.
A motion was made by Mrs. Sturges, seconded by Ms. Read, to approve budget transfers of $11,925 as outlined above. Motion carried
Carryover June 2018 Final
Mrs. Stajduhar outlined the final carryover sheet as of June 2018. Some of the highlights include Capital for FY13/14 - Sound View bike path/improvements project plan for $15,378 that will remain open until state audit is completed. Capital Items for FY14/15 include Emergency Management communication upgrade for $8,304 which is in process. Capital item for FY15/16 include General Government – town Clerk vault A/C for $19,500, Senior Center Roof ($10,000) and porch project ($2,500) and Public Works Capital includes the Mile Creek Road Bridge project which is ongoing until bridge is replaced. Highlights for FY16/17 include Town Hall contracted services ($3,400), WPCA testing ($18,909), Senior Center electric door ($6,100) and security camera ($1,700). Capital items include Sound View property
survey ($10,000 – accumulation), International truck with plow ($40,000 part of a 4-year plan), police vehicle ($29,000 – on order), police cameras for vehicles ($14,750 – on order), Emergency Management EOC expansion at Boughton Road ($9,000), police FF&E ($22,038 – in process) and Public Works sidewalk feasibility study ($3,000 accumulation).
Board of Finance Meeting August 21, 2018
Mrs. Stajduhar highlighted the carryover items for FY2017/18. Some of the larger items include the on line permitting for the Building department ($12,000), WPCA testing ($40,000) waiting on state before proceeding, the EMS incentive plan ($35,300) for settlement fees. Capital items include Town Hall LED light replacement ($6,500), under Parks and Rec - Hains Park bathroom ($150,000) on-going project, Sound View Property Survey ($10,000) and Camers ($15,000). Public Works Capital include ($40,000 cumulative) for an International plow, a new boiler for Lyme Street Fire department ($19,800), Police FF&E ongoing ($17,500), Public Works sidewalk study ($10,000 cumulative), TS garbage/recycling bins ($25,000), and Public Works truck wash down ($34,695).
A motion was made by Mrs. Sturges, seconded by Mr. Bernblum to approve $867,585 for total carryover amount. Motion carried.
Old Business
Nothing to report.
New Business
Mrs. Reemsnyder stated that the school reached out to her regarding hiring a Student Resource Officer because there is a high interest from the townspeople to have an officer on staff. She explained that the plan is to hire a part-time officer who would work approximately 8 hours per day during the school year, which would be 1,500 hours a year. The officer would get the same days off that the district has and would be sworn in by both Towns of Lyme and Old Lyme. The position would not include a benefit package and the salary would be around $65,000 annually, and, therefore, would have to be brought to Town Meeting for approval. Mrs. Reemsnyder explained that Region 18 would be billed for this expenditure. This officer would be present at drop-off and pick-up times, would be at the different
schools on different days and times. The officer would take part in various programs, provide law enforcement, confer with school officials and interact with students. Presently, private duty officers are hired for sporting events, dances and other school activities. Mrs. Reemsnyder stated that possibly the right person may be interested in being utilized during the summer months at the beaches. She has a meeting scheduled and will bring forth additional information in the near future.
Other Business
Nothing to report.
Selectman’s Report
Town Meeting: Mrs. Reemsnyder stated that both items presented at the Town Meeting passed.
Board of Finance Meeting August 21, 2018
Midsummer Festival: Mrs. Reemsnyder reported that the Midsummer Festival was a success. Although the fireworks were rained upon, they were still beautiful.
Mile Creek Road Bridge Replacement: Mrs. Reemsnyder stated that the town made the deadline and has applied for the Local Bridge funding and is hoping for a positive outcome. The Mile Creek Road Bridge replacement work is scheduled for the summer of 2019.
Grassy Hill Road Culvert: Mrs. Reemsnyder reported that there was an emergency repair to the Grassy Hill Road culvert and, thankfully, the cost was approximately $16,000 including inspection and engineering. A big thank you to Public Works and Machnik Construction for their quick action. They did a great job.
Facilities Management Report: Mrs. Reemsnyder distributed a list of active project work as of July 21, 2018 from Facilities Manager, Phil Parcak. She stated that Mr. Parcak, is on vacation this week, therefore, will not be present to give an update. She said that he will be attending the September meeting with an update to the various projects.
Halls Road Improvements: Mrs. Reemsnyder stated that the Community meeting at the Lyme-Old Lyme Middle School took place on Wednesday, July 25th. She explained that from feedback at community meetings, and, at the recommendation of the Halls Road Improvement Committee, Old Lyme has retained the Yale Urban Design Workshop (YUDW) to help develop a proposed master plan for the area along Halls Road. In addition, the Connecticut Economic Resource Center (CERC); a non-profit government/business joint effort) has offered to help collect economic and market data in support of the planning process. At the July 25th Community meeting, YUDW and CERC introduced themselves and broke out into group sessions allowing discussion among attendees and presenters.
The presenters described what they can do,and found out what we hope to accomplish.
WPCA Soundview Project: Mrs. Reemsnyder has received edits to the lease on July 6th, reviewed by July 10th, and sent to the beaches for their review on July 11th. Mrs. Reemsnyder anticipates a public hearing in the near future to approve lease and possibly be added on to the call of the next Town Meeting.
Solid Waste/Recycling Contract: Mrs. Reemsnyder reported that the Committee has the bones of the RFP, which they expect to finalize and get a draft to committee members. She is hoping to have the RFP ready for publication by mid-October.
Police Services Options Committee: Mrs. Reemsnyder stated that she received the Resident State Trooper fringe benefit package from the State of CT. It should be noted that the fringe benefit rate is increasing from 107% to 113% next year.
Solar on Landfill: Mrs. Reemsnyder stated that the lease terms for solar on the landfill is being worked on. This item needs a public hearing before going to a Town Meeting.
Board of Finance Meeting August 21, 2018
Historic Survey Committee: Mrs. Reemsnyder stated that one submission was received for a company and they are awaiting further instructions from the State Historic Preservation Office (SHPO). She is hoping to interview the company that will be chosen to complete the survey. The grant was awarded to Heritage Consultants.
Soundview Improvement Project: Mrs. Reemsnyder reported that over a year ago, the town applied for a grant to install sidewalks from Bocce Court to Route 156. She has just head back that the town was awarded $400,000 towards the sidewalk installation for the Soundview project.
Assessing Municipal Fiscal Health in CT: Mrs. Reemsnyder proudly reported that Old Lyme was ranked in the top 5 highest scoring municipalities in CT. She explained that the Assessing Municipal Fiscal Health in CT report examines the fiscal health of Connecticut’s 169 municipalities. It does so by measuring several factors including debt costs, pension and retiree healthcare liabilities, savings, and recent changes in property values and unemployment. The findings are a warning that problems could lie ahead for many of Connecticut’s cities and towns. Eight municipalities received a score that indicates they are in severe fiscal distress, while another 53 received scores considered marginal. The 5 highest scoring municipalities include Bridgewater – 99, Eastford -98,
Cornwall – 96, Warren – 96 and Old Lyme -94. Old Lyme is the largest town in the five top-scoring municipalities with a population of over 7,000 residents, and maintains zero pension and OPEB liabilities and total long-term debt of $3.3 million. Because the town offers employees only a defined contribution retirement plan, it doesn’t accumulate pension and Other Post-Employment Benefits (OPEB) debt. Mrs. Reemsnyder stated that she will send along the report to board members.
CT Comp Service: Mrs. Reemsnyder reported that the Town has contracted with CT Comp to provide IT services, including security, monitoring, backup and Help Desk for all entities except the Fire Department. If this system works out, the Town will reach out to the Fire Department to see if they need services. So far, the feedback is excellent and service is exactly what was hoped for.
Student Resource Officer: Mrs. Reemsnyder has a meeting with School Superintendent, Ian Neviaser tomorrow to discuss an SRO position for the school that was outlined under New Business.
Thank you Notes: Mrs. Reemsnyder commented that she has received many thank you notes from the various outreach and outside agencies that the Town supports thanking the Town for their assistance and support throughout the year.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, September 18, 2018 at 7:30 p.m. in the Town Hall Meeting Hall.
A motion was then made by Ms. Read, 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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