Old Lyme Board of Selectmen Unapproved
Regular Meeting Monday, April 7, 2008
The Board of Selectmen held a regular meeting at 7:30 P.M. on Monday, April 7, 2008 at Christ the King Church. First Selectman Timothy Griswold, Selectman Skip Sibley and Selectwoman Bonnie Reemsnyder were present.
1. Approval of Minutes: 17 March 2008 Special Meeting & 17 March 2008 Regular Meeting
The minutes of the Special Meeting on 17 March 2008 were reviewed. Selectwoman Reemsnyder moved to accept the minutes as presented and Selectman Sibley seconded the motion. SO VOTED.
The minutes of the Regular Meeting on 17 March 2008 were reviewed. Selectwoman Reemsnyder asked to have item 7 b corrected to say that the Techno-Ticks will be going to Georgia, rather than Texas. Selectwoman Reemsnyder moved to accept the minutes as corrected and Selectman Sibley seconded the motion. SO VOTED.
2. Communications: None
3. Appointments: Open Positions:
a. Ethics Commission
The Ethics Commission needs five people to serve and applications are being accepted at the Town Clerk’s office. First Selectman Griswold announced that, although the formation of an Ethics Commission was approved at a Town Meeting in January, there has not been very much interest in filling the positions. He encouraged people to apply. May 19 is the deadline for town employees and appointed and elected officials to acknowledge receipt of the Ethics policy. Selectman Sibley stated that the Ethics Formation Committee discussed ways to solicit committee members and arrangements have been made to have announcements made in the churches.
b. Regional Mental Health Board
There is an opening on the Regional Mental Health Board.
c. Zoning Alternate
There is an opening for an unaffiliated or a Democrat voter to serve as an alternate on the Zoning Board.
4. Old Business:
a. Town Hall Expansion – Status
John Forbis presented an expense update outlining the costs of the Town Hall expansion project, as of March 25. Some adjustments are being made to the original budget in order to stay within the $4.4 million allocated for the project. There have been extra costs due to asbestos removal, hurricane codes affecting the windows and other issues. The Selectmen discussed the cost overruns and agreed that it would be best to complete the project in the right way and to ask the taxpayers to authorize the additional funds required.
The color of the Town Hall will remain classic white. The original building was built in the colonial revival style and is an iconic building in Old Lyme (similar to the Congregational Church). The building committee, architects, and Historic District Commission all recommend keeping the trim and siding white. A contrasting paint scheme, while showing off the trim details of the building, looks more residential than commercial and would appear dated when color styles change. The landscaping was designed to look best against a white background.
b. Transfer Station – Status
The Transfer Station will be closed on Monday, April 14, and Tuesday, April 15, for paving. The Landfill is on schedule to close in May. The information will be published along with the hazardous waste disposal dates.
The town has spent $561,000 on the project so far which includes the site work, the scale, and constructing the building. The contractor is working on the east wall and the paving. First Selectman Griswold spoke to Anchor Engineering about the entry road design which has been changed from the original plan due to the problems and expense of moving the utility pole. Anchor felt that the new design is acceptable and will not cause any major problems.
c. Landfill Closure – Material from Blinkers – Update
Blinkers was scheduled to move the material last week, according to its engineer, Don Fortunato, but were delayed by the weather. The Board agreed that the town attorney and the DEP should get involved if the material is not moved very soon.
d. Police Staffing Committee – Update
Five applications from certified police officers have been received for the full-time and part-time positions. Selectman Griswold is working with Trooper Olsen on a series of oral and written questions for each applicant. Interviews should occur in early May and other processing should be completed by the end of July. Once an applicant is selected, field training could take up to 6 weeks. The temporary duty trooper, Meg Smith, is now on duty.
e. Elderly Tax Relief Committee – Update
April 15 has been targeted for the first meeting of the committee. Walter Kent, tax assessor, has been asked to attend.
f. Center School- Recycle Bins
Thirty-four recycle bins have been taken to the Center School and delivered to all the classrooms. First Selectman Griswold will discuss with John Rhodes the feasibility of recycling at the other schools.
5. New Business:
a. Hiring of Assist. Recycling Driver – Robert Perry
Robert Perry has been hired for the position. He is a resident of Old Lyme.
b. Flood & Erosion Control Board – March meeting
The board met recently and Dave Roberge attended to discuss some of the problem areas in town. The board would like to have Keith Nielson, an engineer from Docko Inc. who helped with the Hawks Nest jetty, come to the next meeting which will be in the field. The board would like representatives from Old Lyme Shores and Old Colony Beach to attend and discuss the problems of Sheffield Brook. Other watercourses, such as Mile Creek and Swan Brook, also need attention. Selectwoman Reemsnyder stated that she received a letter from Hawks Nest Beach Assoc. about flooding problems.
c. Estuary Transit District Resolution
First Selectman Griswold has been asked to sign a resolution in conjunction with the Estuary Transit District. The Transit District is applying for a state matching grant to support the elderly and disabled need for transportation and needs letters from each town in the district confirming the ETD budget requests. The Old Lyme budget request is $6,100 and the Board of Finance has approved that amount in the 2009 budget. The State money will go through the towns to the ETD. Selectwoman Reemsnyder moved to authorize First Selectman Griswold to sign the resolution and Selectman Sibley seconded the motion. SO VOTED.
6. Public Comment:
Charlie Delinks (a member of the town’s Information Technology Committee) spoke as a taxpayer about the BMSI payroll software. He said the town has spent about $5,300 for payroll and direct deposit software, plus training personnel to use it. He stated that BMSI responds quickly to whatever problems are encountered and the payroll system is a cost effective way to process payroll. Charlie is concerned about rumors that the payroll will be outsourced to Paychex. He believes Paychex is as labor-intensive as an in-house system since the hours need to be called or sent electronically each week. He knows the argument has been made that there is a danger of missing a quarterly payment with BMSI, but does not think this will be a problem for anyone with a
calendar. He feels that outsourcing payroll would be a slap in the face for the IT committee, which worked hard to find and purchase the right payroll software.
Selectman Sibley stated that the IRS is not very forgiving if mistakes are made. The Board of Finance is concerned about the town’s liability and wants to make sure that no balls are dropped. Town Treasurer John Bysko recommended outsourcing payroll if the town does not have a payroll expert. Selectwoman Reemsnyder stated that, when the IT Committee looked at accounting package software, they intended for the software to be used by a person with accounting experience in the Finance department. If the town is to handle its own payroll, she would like it done by experienced staff in the Finance department. Selectman Sibley stated that the matter is under review and, in the to FY 2009 budget, there are funds for a finance director to supervise the process. First Selectman Griswold stated that the Paychex service would cost $7,200/year, an expense the town is now saving.
Mr. Folland spoke about the Ethics Formation Committee meeting. He volunteered to be a conduit to the churches to get the request for volunteers out to the congregations. They felt that the application currently posted on the website is cumbersome so Jack Collins is writing a simplified application which will be in the Town Clerk’s office and posted on the town’s web site. The Committee agreed that all applications should be received by May 1.
7. Other Business:
a. Scenic Overlook Lease Renewal
The State has request that Old Lyme renew the 10 year lease for the Baldwin Bridge scenic overlook. The lease needs to be renewed by June 15, 2008, so it will be considered at the next meeting.
b. Town Woods II- Update
First Selectman Griswold stated that it appears that the Town Woods Phase II project will be under spent by about $135,000. The towns of Lyme and Old Lyme received grants totaling $650,000 which should cover all of the costs plus funding for installing security cameras at the Field House and the Senior Center.
c. Selectwoman Reemsnyder voiced her concern about budget issues (such as staff position changes) that are being brought up at Board of Finance meetings before being discussed at Board of Selectmen meetings. She would like these things discussed first at the Selectmen’s meeting. Selectman Sibley agreed, stating that the issue was discussed at the last Board of Finance meeting and will be discussed further tonight in Executive Session.
At 9:26 PM, Selectwoman Reemsnyder moved to go into Executive Session and John and Ruth Roach were invited to be included. Selectman Sibley seconded the motion. SO VOTED.
8. Executive Session
a. Personnel Matters
b. Pending Litigation
9. Adjournment
The Board came out of Executive Session at 11:25 PM. Selectwoman Reemsnyder moved to adjourn the meeting at 11:26 PM and Selectman Sibley seconded the motion. SO VOTED.
Respectfully submitted,
Martha Hansen
Recording Secretary
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