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Minutes of the Board of Finance meeting held on Tuesday, March 12, 2019 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, David Kelsey,
Janet Sturges, David Woolley
Alternate Members:~ Adam S. Burrows, Judith Read, Anna Reiter
Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
Absent:~~~~~~~~~~~Regular Members:~
Alternate Members:~~
Guest: Mary Seidner, Director, Lyme Youth Service Bureau
Katie Huffman, Director, Phoebe Griffin Noyes Library
Kirsten Sicuranza, President, Board of Trustees, Phoebe Griffin Noyes Library
David Stanland, Treasurer, Board of Trustees, Phoebe Griffin Noyes Library
Rebekah (Becky) Beaulieu, Director, Florence Griswold Museum,
Laurie Pavlos, usiness Manager, Lyme Art Association
Michaella Pearson and John Pote, Co-Chairs, Old Lyme Historical Society
AnnMarie Jewett, Treasurer, Old Lyme Historical Society
Todd Jokl, Dean, Lyme Academy College of Fine Arts
Stephen Tagliatela, Chairman, Board of Trustees, Lyme Academy College of Fine Arts
Brian Beglin, Secretary, Board of Trustees, Lyme Academy College of Fine Arts
Kathleen Murphy, President, Board of Directors, Lymewood
Deb Pelletier, Representative of Elderly Housing Management - Lymewood
Justin Fuller and Howard Margules, Co-Chairs, Economic Development Commission
Jon Curtis, RiverCOG, and on Planning Commission & Halls Road Improvements Committee
Gary Gregory, Inland Wetlands Commission and Open Space Commission
Courtney Hendricson, V.P. of Municipal Service, CT Economic Resource Center (CERC)
Greg Symons, Economic Development Commission
Bob Jose, Economic Development Commission
Amanda Blair, Co-chair, Open Space Commission
Peter Cable, Open Space Commission
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Mr. Russell called the meeting to order at 7:00 p.m.
206-0610 Lymes' Youth Service Bureau
Mrs. Seidner, Director of the Lymes’ Youth Service Bureau, presented the LYSB proposed budget, requesting an increase of $3,000, to $93,000 from the town. She highlighted the operating budget and stated that LYSB received an anonymous restricted gift in the amount of $10,000. The increase in town assistance will help cover salary increases, program and service fees. Under expenditures, there is an increase in their insurance line. She stated that the Governor’s budget cuts that are proposed may impact State Grants available to the LYSB. Majority of their budget is salary, in which there is a 2% increase.
Board of Finance Meeting March 12, 2019
LYSB is one of the few private, non-profit, Youth Service Bureaus with approximately one-third of their income raised through fund-raising efforts. Mrs. Seidner stated that LYSB continues to partner with the schools, the police, the library and Child and Family Agency, which brings resources and assistance with programs such as alcohol and drug prevention. Mrs. Seidner stated that, besides the programs mentioned, LYSB continues to work very closely with the Police on various prevention efforts. Their board continues to aggressively fund-raise to defray their operating expenses.
A motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to approve $93,000 for Lyme Youth Service Bureau. Motion carried.
211-1100 Other Associations
7001 Phoebe Griffin Noyes Library
Mrs. Huffman highlighted the library’s revenues and expenditures. The library is requesting $345,000, a 3% increase consistent with prior years, for fiscal year 2019/20 budget. She stated that the library continues to be aggressive in their fund drive efforts and anticipates bringing in the same amount as last year. Total Income is down, mainly due to the renovation project. She stated Endowment change is 0.2% (5.5% drawdown based on 3-year average). The library is anticipating a decrease in revenue from the areas of Fines/Fees, Copy/Print, Community Room and Friends of the Library Pledge, and Miscellaneous Contributions, all due to the renovation. Grants are down as the efforts are focused on the renovation.
Mrs. Huffman outlined the Library Operations explaining that the decreases within this area reflect the reduced Materials, Services, Building, Equipment, Maintenance and Supplies due to the renovation. Increases in the Payroll, Taxes, & Service Fees are due to service fees from their payroll service. The library is anticipating an increase in Business Expenses, Postage, Printing and Miscellaneous, due to an increase in bookkeeping hours during the renovation. The Property, Liability and Workers Compensation Insurance is up due to an increase in premiums. There is also an increase in the Health Insurance premiums.
Mrs. Huffman spoke briefly about the renovation project. Documents are presently being finalized and a contractor will be decided over the summer, with ground-breaking early fall. The total project cost is $4,000,000. In Phase 1, the library secured a $1,000,000 grant from the Connecticut State Library. In Phase II, $1,750,000 was secured from the town, and, in Phase III, the library will complete the project by raising $1,250,000 from charitable gifts. Presently, the library is in the first part of Phase III – The Leadership Campaign – during which they aim to raise $900,000. They anticipate starting the second part of Phase III – The Community Campaign – in the second half of 2019. To date, the library has pledges from 29 people totaling $792,000, which will be collected
over the next three years.
A motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to approve $345,000 for the PGN Library. Motion carried.
Board of Finance Meeting March 12, 2019
7002 Lyme Academy College of Fine Arts
Stephen Tagliatela stated that the Lyme Academy College of Fine Arts is requesting $12,500. He explained that since their founding in 1976, they have been an integral part of the Old Lyme community, adding to its long history of being a place where art is taught, made and appreciated. In the year prior to University of New Haven’s (UNH) announced departure, the Academy hosted 24 lectures, films and exhibits open to the community which were attended by approximately 4,700 people (excluding their students). With UNH ending its sponsorship of their programs (and responsibility for all expenses) in August, the Academy must reinvent itself or close. Having concluded that they cannot support the entire campus by returning to the Academy’s historical programming, they have been actively seeking a
partner for their campus. To date, they have met with numerous colleges and other academic institutions and have not received a viable proposal, but are continuing discussions and awaiting additional proposals that are being formulated.
Brian Beglin highlighted the Academy’s financial condition including being encumbered by two mortgages totaling approximately $2.4 million. The endowment totals approximately $7 million, but the majority of it is restricted to scholarships, faculty salaries, and facilities construction. He stated that the estimate of annual costs for general maintenance, utilities, debt service, insurance, and security, is approximately $610,000. This does not include any personnel costs other than a part-time facilities manager and program director (ongoing faculty/teacher costs are not included). Despite the dire circumstances they are facing, they plan on continuing the summer programs, aiming to increase enrollments to 276 by adding a Middle School Apprenticeship program to the High School Pre-College
offering. The program offers intensive art courses for high school students, in drawing, painting, sculpture, illustration and animation. The courses are taught by college faculty and aim to foster creativity, build artistic skill, and mentor personal vision in young artists. The Pre-College Academy allows the students to build their artist portfolio and the goal is that they will apply to and attend Lyme Academy College of Fine Arts to obtain their Bachelor of Fine Arts. This goal is two-fold in that it helps to boost enrollment as well as immerse talented students into the Old Lyme community, whether it be through field study work at the Florence Griswold Museum or the Lyme Art Association or working at local establishments. It should be noted that most of the summer program attendees are recruited through the efforts of the art teachers in local area schools. They are also exploring a partnership with another art academy that will extend the
present geographic reach. Programming for the fall of 2019 and beyond, will depend upon bringing in a new partner to occupy a portion of the campus or new opportunities that can be accommodated. The biggest challenge the Academy is facing is bridging the year between September 2019 (when UNH leaves) to May 2020, the earliest realistic date by which a compatible partner for the campus can be secured. To mitigate risk of failure and help preserve the condition of the facilities while pursuing reinvention, the Academy respectfully requests a one-time special allocation of $90,000, in addition to the gift of $12,500. This request would have to be added to the Capital request.
After some discussion on the Academy’s future, the Board of Finance requested a copy of the proposed budget before approving their request of the one-time allocation of $90,000. No action was taken for Lyme Academy College of Fine Arts.
Board of Finance Meeting March 12, 2019
7003 Florence Griswold Museum
Director, Ms. Beaulieu highlighted the Florence Griswold Museum’s operating budget, stating their request is the same as last year, $12,500. Ms. Beaulieu highlighted the projected FY2019/2019 budget which includes expenditures in the areas of Compensation, Administration, Facilities, Technology, Development, Marketing/Visitor Services, Educational Programs, and, Collections and Exhibitions, totaling $2,671,183. The Support and Revenue Contributions include Business Support, Contributions, Grants, Special Events, Visitor Services, Educational Programs, and Investment Revenue, totaling $2,673,028.
Ms. Beaulieu outlined the various programs at the Museum and stated that the Museum is nearing completion of the first phase of a Master Landscape Plan. She stated that initial site work has been completed for a half-mile long, ADA-accessible Artist’s Trail that will lead visitors on an exploration of the site’s historic, artistic, and ecological trail. A grand opening of the Artist’s Trail, which will include a boardwalk through the meadow and scenic riverfront overlook, is planned for late summer.
The Museum continues to offer compelling programming that draws new audiences to town and they had over 80,000 visitors from all over the world in 2018. A variety of exhibitions will be showcased throughout the year. The popular Wee Faerie Village family-friendly outdoor exhibitions in October brings an estimated 15,000 visitors. The Museum staff is pleased to continually hear from local business that October is now a bustling time of year for them, too, as they welcome many of these visitors as new customers. Concurrent with their exhibitions, adult residents experience great personal enrichment from a roster of lectures, book clubs, gallery talks and workshops held throughout the year. In the year ahead, the Museum will be seeking to promote valuable educational resources among local and
statewide educators.
A motion was made by Mrs. Sturges, seconded by Mr. Garvin, to approve $12,500 for the Florence Griswold Museum. Motion carried.
7004 Lyme Art Association
Ms. Paylos spoke of the increasing happenings at the Lyme Art Association and stated that the association is seeking $8,000 for General Operating expenses. The grant assistance helps keep the gallery operating, open to the public and free of charge year-round. There have been additional lectures and workshops with the community added resulting in the need for an additional staff member for gallery assistance during these times. Ms. Paylos requested continued support for their Second Century Capital Campaign. She thanked the town for the help in funding the exterior restoration project which created a newer, more visible venue in hopes to bring in more groups, events and activities. While the exterior restoration was the most visible phase of the project, she stated that there is still
much to be done on the interior of the building and a committee is presently in the planning stage. The Capital request is $10,000 to move forward with their building renovation project. Continued support will help to carry the committee’s work through the planning stage, and ensure that the association remains a vital resource for the town. Individual Membership ($50 annually) allows for free admission year-round. Mrs. Reemsnyder commented how beautiful the building and grounds look since the exterior renovations.
A motion was made by Mrs. Sturges, seconded by Mr. Kelsey, to approve $8,000 for the general operating budget. Motion carried.
Board of Finance Meeting March 12, 2019
7006 Old Lyme Historical Society
Ms. Pearson and Mr. Pote stated that the Old Lyme Historical Society is requesting an increase of $1,500 in grant money in the amount of $6,500. Historical Society is a nonprofit 501(c)3 organization that was incorporated in CT in February 2005. The Society is governed by its Board of Trustees, consisting of up to 25 trustees and over 300 active members. The Historical Society bought the Grange Hall a couple of years ago and has worked very hard to make many improvements needed as well as to make the building more efficient. Ms. Pearson explained that the building has two levels and is now accessible to everyone in town because of the lift that was installed last year. Mr. Pote stated that the board has been working to gain additional members. The increase in Marketing represents the Walking
Tour booklet and Newsletter publications.
A motion was made by Mrs. Sturges, seconded by Mr. Garvin, to approve $6,500 for the Old Lyme Historical Society’s operating budget. Motion carried.
Lymewood and Ryefield Manor Tax Abatements
Ms. Murphy outlined the Lymewood Elderly Housing’s budget, and explained that Lymewood is a non-profit Elderly Housing established in the early 80's. The objective is to create a place that offers rental rates lower than the prevailing market rates. Lymewood is funded by HUD and USDA Rural Development, which has overseen loans, inspections, mandatory reserves and scheduled projects over the years. ~
Lymewood pays a mortgage every month, and will continue into the foreseeable future. To be eligible for a HUD apartment, of which there are 20 of the 24 units, the tenants can have income up to $33,900 for one person or $38,750 for two persons, with each tenant~getting a 30% discount relative to their income. The HUD rent for 1 bedroom is~$767, a two person unit is $846.The 4 other apartments are Rural Development units and receive no rental assistance. Those individuals pay $889 for a one bedroom income providing their income is less than~$50,350.~ The rent for a two bedroom is $1,017 and their income can be no higher than $57,500. These individuals are at risk of falling through the cracks.
Ms. Murphy stated that the rents are restricted by HUD and USDA, and nothing is approved unless it is exactly enough to meet the operational needs and there is no profit. HUD and USDA require that Lymewood make any and all efforts to pursue tax abatement. Ms. Murphy, along with Deb Pelletier from Elderly Housing Management Company, respectfully request that the town continue to grant us the same 75% tax abatement this year.
Mrs. Stajduhar stated that last year a 75% tax abatement was granted. Mr. Russell stated that the tax abatement amount for Lymewood is approximately $28,000 and Ryefield Manor is approximately $28,000, totaling $56,000 combined tax abatement. HOPE tax abatement is approximately $7,000 for the three properties in HOPE ownership. No vote was taken pending mill rate calculation.
Board of Finance Meeting March 12, 2019
HOPE
Mrs. Reemsnyder explained that HOPE is requesting a property tax abatement for three single family residential lots owned by HOPE Partnership, Inc. Hope’s ownership interest is a Leased Fee Estate with the right to use and occupy the lots granted to the residents via long term leases. The lease terms began between 1997 and 2011 and will terminate in 99 years. All leases have one option to extend the lease term for an additional 99 years. The residents own the residential home structures, pay property tax based on the assessed value, and pay any administrative and land use fees to HOPE. The fees range from $40 to $77 per month. The homes may be sold and the leases remain binding and unaffected. The primary purpose of the lease is to provide homeownership at an affordable cost to
people with lower incomes. As such, property tax has not been paid on the assessed value of the land but is paid by the residents on the assessed value of the improvements. As per the assessor, a review of records indicate that an abatement of the land portion of property tax was never documented. It is this abatement that HOPE seeks to formalize in the annual budget process. HOPE remitted the amounts due, but is seeking the requested abatement as retroactive. Abatement of the land portion of property taxes will continue a practice that has existed for years, and helps to maintain the affordable character of the homes. Should the abatement not be received, the residents will nearly double the amount of property taxes paid to the town, creating severe financial hardship. Mrs. Stajduhar stated that the tax abatement amount for the three lots in HOPE’s ownership is $7,000. No vote was taken pending mill rate calculation.
202-0210 Economic Development Commission
0210 Economic Development Commission
Justin Fuller highlighted the EDC proposal for FY2018/19 and FY2019/20 and stated that the EDC believes that the town should be pro-active with economic development by attracting new investments and supporting local businesses. The EDC goals are to promote a “smart growth” strategy that begins with a focus on helping businesses, to retain existing businesses, attract new investments, especially in available commercial properties that are presently abandoned and/or neglected, and promote entrepreneurship, as local business owners who live in Old Lyme have a vested interest in the community.
FY2018/19 ($8,075)
Project timeline:
CERC can complete the training and SWOT workshop at the town’s earliest convenience and can complete the survey in approximately 2-3 months from the project start date based on appropriate and timely approvals from the town. Free training is scheduled for Wednesday, April 10th
Project Scope:
- SWOT workshop to obtain input from all stakeholders and determine goals to help guide the prioritization of further collaborative economic development efforts. The EDC will host the event, and CERC will guide the focus group. The EDC will prepare a summary of the SWOT focus group and share key lessons learned with town officials and residents ($2,500).
Board of Finance Meeting March 12, 2019
- Surveys: With the support of the EDC, CERC will develop, administer and analyze a survey of local businesses and town residents ($5,575).
- Business survey: The purpose of the survey is to 1) gain perspective on how the business community perceives the economic condition of Old Lyme, 2) identify perceived and real challenges that local businesses face, 3) identify companies that are “at-risk” of leaving Old Lyme, and, 4) obtain feedback about how the town can better support businesses to improve business retention and support their long-term success. The EDC will work with CERC to identify the specific survey questions and will independently review and analyze the product from CERC and prepare formal recommendations to the Board of Selectmen, as appropriate.
- Town Resident Survey: Survey of town residents to obtain feedback about the perceived current economic condition of Old Lyme, and obtain information that will help guide a future economic development strategy for the town.
- Free informational workshop designed to help public officials better understand economic development. The EDC will encourage representatives from all town boards, commissions, and committees to attend. The EDC will prepare a summary of this training session and share key lessons learned with town officials and residents.
FY2019/20
For the next fiscal year, EDC requests CERC project funding totaling $44,160. Of this amount, $27,500 will pay for a feasibility study that will examine the region’s economy and demographic trends, and advise the town on retail, commercial and residential opportunities. In addition, CERC will provide a part-time, on-site, economic development professional to assist the EDC and the town in implementing identified goals, for an annual cost of $16,640.
The EDC is working hard to meet responsibilities in a manner that will maintain and strengthen the local economy while preserving the charm and character of Old Lyme and protecting the town’s natural and cultural resources. The EDC believes that the town should be proactive with economic development by cultivating a competitive advantage using our unique assets to attract new investment and supporting local businesses. The EDC is seeking assistance from CERC, a non-profit corporation and public-private partnership that has a proven track record of helping towns across Connecticut strategically improve their economic conditions. The EDC will oversee and coordinate CERC’s activities and will ensure the projects stay on track. Moreover, the EDC is committed to working openly and collaboratively
with all stakeholders, especially town residents and local business owners.
A motion was made by Mr. Kelsey, seconded the Mrs. Sturges, for an additional appropriation of $8,075 for this fiscal year. Motion carried.
A motion was made by Mrs. Sturges, seconded by Mr. Woolley, to approve $44,160 for Economic Development Commission for FY2019/20. Motion carried.
Board of Finance Meeting March 12, 2019
Mr. Russell stated that Open Space, under Other Business be moved up on the agenda to accommodate waiting guests. A motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to move Open Space under Other Business next on the agenda. Motion carried
Other Business
Open Space Commission
Amanda Blair thanked the board for their continued support. She highlighted the goals that the Open Space set since the passing of their long-time chair. The first goal was to honor past chair by renaming the main trail of Champlain North, the Diana Atwood Johnson Memorial Trail. Their next goal was to reorganize Open Space files and make them easily accessible. Boxes have been organized and now the Commission is in the process of researching Open Space histories, documenting Conservation easements and, in the future, be able to access documents from a software program purchased with funds from the current budget. The Commission has completed a major overhaul of their website, reviewed and updated links on the site, added more relevant material and ab able to send out, through the town
announcements, articles of interest to residents. The Commission has made connections with the Old Lyme Land Trust and the Roger Tory Peterson Audubon organization. The Commission is always looking for volunteers and has recruited a few volunteers from the Duck River Garden Club, as well as a high school senior doing 30 hours of community service work with the Open Space Commission. This summer, the Commission will have a volunteer intern assisting on and off the trails. This past fall, the Commission hired a new land steward to walk and maintain the trails with commission members. The Commission is looking to add additional hours for the land steward as safety and maintenance of the trails is one of their main concerns. With the Old Lyme Land Trust, a safety book is being compiled for the fire and police departments which include trail maps, contact information, rules and safety information. An important goal of the Open Space Commission
is to evaluate properties to add to the town’s open space. The Commission has been in contact with several land owners for possible acquisitions in which funds for appraisals, surveys and legal advice have been expended. Such items, such as legal, surveys, etc., can be paid out of the Land Acquisition Fund, however, that fund has been earmarked for the cost of property being purchased.
213-1330 Household Hazardous Waste Facility
Mrs. Reemsnyder reported that there is a decrease in the Household Hazardous Waste Facility.
A motion was made by Mr. Garvin, seconded by Mr. Woolley, to approve $19,000 for Household Hazardous Waste Facility. Motion carried.
01-210 Capital Project Funds- Transfer Out
Mrs. Stajduhar stated that Capital Project Funds – Transfer Out will be discussed next week, along with Capital Expenditures and Revenue accounts.
Board of Finance Meeting March 12, 2019
Minutes of February 26, 2019 Budget Meeting
The Minutes of February 26th were reviewed.
There being no corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Woolley, to approve the Minutes, as written. Motion carried.
Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, March 19, 2019 at 7:00 p.m. in the Town Hall Meeting Hall. Budgets scheduled for discussion include Capital Expenditures, Revenues, Suspense List, approval of Minutes, and Other Business.
A motion was then made by Mrs. Sturges, seconded by Mr. Woolley, to adjourn the meeting at 9:35 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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