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Minutes of the Board of Finance meeting held on Tuesday, March 19, 2019 at 7:00 p.m. at the Old Lyme Memorial Town Hall.
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Present:~~~~~~~~~~ Regular Members:~ Andrew Russell, H. P. Garvin, III, David Kelsey,
Janet Sturges, David Woolley
Alternate Members:~ Adam S. Burrows, Anna Reiter
Bonnie A. Reemsnyder, ex-officio
Mary Jo Nosal, Selectwoman
Nicole Stajduhar, Finance Director
Absent:~~~~~~~~~~~ Regular Members:~ BJ Bernblum
~Alternate Members:~~Judith Read
Guest: Phil Parcak, Facilities Manager
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Mr. Russell called the meeting to order at 7:00 p.m., and stated that Mr. Bernblum cannot attend and has designated Mrs. Reiter to vote for him in his absence.
Capital Expenditures
Mr. Parcak highlighted the upcoming projects and repairs to the various town areas. He stated that the renovation project in the Town Clerk’s office is 95% completed. Mr. Parcak reported Town Hall projects include hot water coil replacement of 2 units (out of 9 units), with heat pumps ($25,000), and Mezzanine railing replacement ($3,500). Senior Center projects include roof replacement ($12,000), floor and drainage in bathroom ($9,000), and boiler replacement ($24,000). There was a discussion on painting exterior and maintaining the condition of the building. Mr. Kelsey stated that $10,000 should be added to the exterior paint line. The Fire department projects include Cross Lane A/C (in the EMS’s and Chief’s office - $20,000), Cross Lane repair floor drain ($7,500), Cross
Lane FH 1600 sq ft “rubber roof” with 7 new skylights ($107,200), and Boughton Road A/C furnace replacement ($25,000). Police projects include tying into public water and abandon existing well ($8,800), Transfer Station cameras ($3,500), and Public Works truck wash down with paving ($81,000).
Mrs. Stajduhar reviewed the Five Year Capital and Nonrecurring budget stating that Mr. Parcak highlighted many of the Capital projects. Under Info Tech, ($115,000 - transfer out) is for the Upgrades Fund. Parks and Recreation’s Capital includes crack repair of the Cross Lane courts ($20,000) and Rollout mats for White Sand Beach for handicap accessibility ($3,600). Rogers Lake Authority Capital includes 100% of $3,000 for 10 Benethic mats to kill weeds and Rogers Lake Authority – Lake Management SCWA (water survey, mussel survey, herb application - $4,000). Senior Center Capital includes Exterior Paint ($10,000), Roof ($32,000 over 3 years with $11,000 in carry over, $10,000 in FY18/19 and $12,000 for FY19/20), Tile floors and fix drainage in bathrooms ($9,000), and propane boiler replacement
($24,000).
Board of Finance Meeting March 19, 2019
Mrs. Stajduhar highlighted the Capital and Projects which included Black Top Hot Box ($40,000), and ($10,000) for Garbage and Recycling bins at the Transfer Station. Public Works Roads included $630,000 for Transfer Out – Road Improvement Fund. Under Public Safety, the Animal Shelter van is a 2003 GMC Safari Van with 83,000 miles and is scheduled for replacement ($25,000). The Fire Department Capital items include Cross Lane Capital floor drain repairs ($7,500), Cross Lane 1,600 sq ft roof with additional insulation ($107,200), and air conditioning for chiefs and EMS offices ($20,000). Boughton Road Capital ($25,000) is for air conditioning and furnace replacement. Fire Apparatus included in Capital Project Transfer out ($125,000) for Rescue Unit replacement. Emergency Management
Capital was discussed which included equipment reimbursed ($120,000) and equipment unreimbursed ($1,200). There was no other information available for consideration of the additional items on their Capital list. The Police Capital includes a vehicle ($31,000) and accessories ($7,000), other accessories ($3,000), computer for new vehicle ($2,500), a new Radar Unit ($2,500) replacing old ones on car at one per year, electronic Speed sign ($5,000), defribulators for cars ($1,300), Vests – five year life ($2,000), and to be able to tie into the public water system ($8,800).
Capital Public Works Projects include Outside Contractors ($5,000), cameras at the Transfer Station ($3,500), truck wash down ($81,000), Sound View design plan for sidewalks ($30,000), Sound View sidewalk construction ($400,000) and Kus Stumping Ground closure design ($28,000), Grassy Hill Road Bridge ($100,000), Lower Mill Pond Repair ($150,000), and the bridge on Mile Creek Road over the Blackhall River ($454,800).
A motion was made by Mr. Garvin, seconded by Mrs. Reiter, to approve $1,790,250 for the Five Year Capital & Nonrecurring Budget. Motion carried.
Revenues
Mrs. Stajduhar reported that Revenues are anticipated to be down due to the State budget cuts. It is unknown what the impact will be as the State budget hasn’t been approved yet. Discussion included cuts to State funding revenue budget line items. Mrs. Stajduhar highlighted the Property Tax, Charge of Service, Investment Income, and Intergovernmental. Mrs. Stajduhar will make changes necessary to revenue amounts which will be used in mill rate calculation.
Board of Finance Meeting March 19, 2019
01-210 Capital Project Funds – Transfer Out
Mrs. Stajduhar outlined the Capital Project Funds, which are monies taken out of the budget to pay for non-recurring purchases of equipment and/or services. The following transfers are recommended.
*1000 Revaluation - $ 20,000 – towards next physical revaluation in 2019
*1002 Sanitation & Recycling – $10,000 - towards sanitation & recycling needs
*1006 Building Improvement Fund - $5,000 –To be used towards town buildings
*1007 Road Improvement Fund - $630,000 – For road projects (overlay included)
*1020 Open Space - $75,000- Open Space Commission request
*1030 Fire Apparatus & Equipment - $125,000 – For replacing trucks/equipment
Proposed Capital Project Funds:
Info. Tech - $115,000 – towards technology upgrades
Public Works Vehicles & Equipment - $40,000 – towards Public Works Vehicles/Equipment
A motion was made by Mr. Kelsey, seconded by Mrs. Reiter, to approve $1,020,000 for the Capital Project funds – Transfer Out. Motion carried.
Other Business
Mrs. Reemsnyder stated that the new Building Official researched the surrounding towns for the various fees charged for building permits. She stated that the Board of Selectmen voted on increasing Building Permit fees as of July 1, 2019. This increase may generate additional revenue for the Building Department.
Mrs. Reemsnyder stated that the Board of Selectmen voted on increasing the Sound View Permitted Parking lots to $35 per space for the season. The fees charged has been $30 per space since 2012.
Mrs. Reemsnyder reported that the Board of Selectmen discussed the new fees for the new mirror-hanging beach passes. The new beach pass will be movable from car-to-car and there will be a limit of two purchased per address. The fees will be $25 for the first pass, and $40 for a second pass. The senior rate (over 62 years old) and the rate for active military will be $20 per pass, $40 for the second pass. This new procedure will address many complaints and issues that residents have with the current process.
Mrs. Reemsnyder distributed an informational sheet from the Lyme Academy College of Fine Arts. After review, it was agreed that this sheet does not address the request for a budget. Mrs. Sturges stated that when she and Ms. Read met with the Academy, they did not request the $90,000.
A motion was made Mr. Kelsey, seconded by Mrs. Reiter, to not approve the request for the Lyme Academy College of Fine Arts. Motion carried.
Board of Finance Meeting March 19, 2019
Mrs. Reemsnyder stated that she received an updated budget from the State for the Resident State Trooper. The budget that was received is for $187,000, with the fringe benefits being 114% and does not include the car, uniforms, insurances, etc. Mrs. Stajduhar stated that on February 5th, the Board of Finance approved $204,000 for the Resident State Police budget with $170,000 for the State Police Contract line.
A motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to approve an additional $18,000 to the Resident State Trooper’s contract line.
Mrs. Reemsnyder stated that Mrs. Nosal shared a memo on how other cities and towns fund their annual road maintenance (crack seal, pavement preservation, millwork/paving, and road reclaim). Several towns budget a set amount, as does Old Lyme, and a few towns assign a Road Levy that is included in the mill rate, paid by taxes and directed into a Road Improvement Fund.
Suspense List
The Suspense List was circulated and reviewed. From March 2018 through February 2019, $4,156.23 was collected from the suspense list. The Suspense list breakdown is as follows: Motor Vehicle - $10,929.04, Motor Vehicle Supplement - $942.36, Personal Property - $2,440.18.
Real Estate – Chapman $ 1,863.82
Motor Vehicle $10,929.04
Motor Vehicle Supplement $ 942.36
Personal Property $ 2,440.18
Total $ 16,175.40
There is a letter from the Town Attorney stating that they have reviewed the ten properties held in the name of Robert Chapman (deceased) and/or Old Lyme Shopping Center, Inc. In order for the Town to acquire title to these properties, an estate would need to be open on Mr. Chapman’s behalf and someone appointed as the Administrator of that estate. Presumably, that Administrator could then decide to transfer the properties to the Town in lieu of foreclosure. If unable to obtain voluntary transfers of the above properties, then the Town would have to start foreclosure proceedings. The Town Attorney stated that given the value of the properties, they feel it does not make sense to try and foreclose on the properties and incur significant costs and legal fees in doing so.
A motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to accept the Suspense List in the amount of $16,175.40, as presented. Motion carried.
Board of Finance Meeting March 19, 2019
Minutes of March 05, 2019 Meeting
The minutes of March 5th meeting were reviewed.
There were no corrections noted, a motion was made by Mr. Kelsey, seconded by Mrs. Reiter, to approve the minutes, as written. Motion carried.
Approval of March 12, 2018 Minutes
The minutes of March 12th were reviewed.
There were no corrections noted, a motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to approve the minutes, as written. Motion carried.
Mr. Russell stated that the next Board of Finance meeting is scheduled for March 26, 2019 at 7:00 pm. Agenda items include approval of Minutes, Mill Rate discussion, Lymewood, Ryefield Manor, and HOPE discussion, and Other Business. Board of Finance Budget Public Hearing is scheduled for Monday, April 22nd at 7:30 p.m.
A motion was then made by Mrs. Sturges, seconded by Mr. Kelsey, to adjourn the meeting at 10:00 p.m. Motion carried.
Respectfully Submitted,
Michele E. Hayes
Secretary
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