Old Lyme Board of Selectmen UNAPPROVED
Regular Meeting Monday, November 17, 2008
The Board of Selectmen held a regular meeting at 8:00 A.M. on Monday, November 17, 2008 in the Meeting Hall at the Old Lyme Memorial Town Hall. First Selectman Timothy Griswold, Selectman Skip Sibley and Selectwoman Bonnie Reemsnyder were present.
1. Approval of Minutes: 3 November 2008 (Regular Meeting)
The minutes of the regular meeting on November 3 were reviewed. Selectman Sibley moved to accept the minutes as presented and Selectwoman Reemsnyder seconded the motion. SO VOTED.
2. Communications:
a. Letter to Short Hills Area Property Owners Re: Building Permit Moratorium
First Selectman Griswold read a draft of a letter to property owners in the Short Hills Rd. area that have written the Selectmen requesting that the Board of Selectmen impose a moratorium on issuing most types of building permits for properties located between US Route 1 and Short Hills Rd. Town Attorney Clarke has informed the Board that a Land Use Board or Commission may impose a moratorium; not the Board of Selectmen. Further, no moratorium should be imposed on property on which there is a pending land use application. The Selectmen suggested no changes to the draft, so it will be sent shortly.
3. Appointments: None
4. Old Business:
a. Landfill Closure and Bus Barn Parcel – Possible BOE Decision at BOE Meeting on 19 November
First Selectman Griswold said he and Matt Brown, an engineer from Anchor Engineering, will present the Bus Barn environmental report to the Board of Education on 19 November. The report states the landfill site poses no environmental concerns for the Bus Barn activity, so First Selectman Griswold hopes the Board of Education will agree to require he busses be located there in the next and future contracts. Superintendent Betty Osga recommends the Town build the Bus Barn improvements, in accordance with input developed by District 18, and negotiate a lease with whichever bus company that will be awarded the next bus contract.
b. Public Works Garage Building Committee – Update
The Public Works Garage Building Committee seeks to develop a Request for Proposal (RFP) by the end of January 2009 so that contractors will be able to bid on the work in February and so the finalist may begin work in April. The Committee has asked Architect Steve Joncus to assist with the preparation of the RFP. Having a thorough RFP should eliminate confusion and allow for more competitive bids. Mr. Joncus visited the Garage last Friday.
c. Church Corner – Update
The Church Corner Committee held a neighborhood meeting on November 6th. There were numerous suggestions so the Committee met again on November 13th to consider them. The Committee has incorporated some of the suggestions in the plan and has scheduled a Public Information Meeting on December 15 at 7:30 PM in the Meeting Room at Town Hall. It is hoped the final plan may be voted on at the Annual Town Meeting on 26 Jan 2009.
d. South Lyme Property Owners’ Settlement – Budget for Town Activities
First Selectman Griswold read a memo he prepared for the Boards of Selectmen and Finance concerning the funds that will likely be required to pay for activities associated with the South Lyme Property Owners’ settlement. The settlement requires a registration process for about 2,000 properties in the R-10 zone. To prepare for this, the town must first complete the laserfiche activity for all Building, Health, Zoning and ZBA files (including large format items) for the affected properties. It is estimated this will take 400 hours. Along with the laserfiche work, it has been estimated we will need another 450 hours of administrative work to manipulate the information so it becomes useable. The cost of the laserfiche labor is estimated
to be $8,500 (850 hours x $10). In order to send the file contents to each of the 2,000 property owners, we need to budget $14,000 for labor, certified postage and paper products. Once applications come back from property owners, we need a Land Use Evaluator to make an initial determination. We estimate for fiscal year 2009, a total of $3,230 will be required (130 hours x $25). Last, we want to have Ruth Roach devote 100% of her time to this project (December 2008 through February 2009). In order to do this, we must budget $4,770 for a Tax Clerk (318 hours x $15). Adding the components together, we have a total of $30,520.
The Selectmen agreed the Town must prepare for the registration process in accordance with the contents with the November 14th memo. The suggested request for $30,000 can be funded by funds available in the salary budget (Public Works Project Coordinator). There was discussion about whether the funds should be transferred by the Board of Finance within the salary budget, with or without Town Meeting approval. The Selectmen agreed that the transfer should be approved by a Town Meeting vote, as soon as possible. It was the consensus of the Board to present this matter to the Board of Finance with the recommendation that it be approved at a Special Town Meeting in December.
e. Sound View – Formation Committee and Restroom Building Update
Selectman Sibley said that the application form to be considered for membership on the Sound View Beach Commission Formation Committee is on the Town’s web site. Interested persons should submit completed applications to the Selectman’s Office by the end of January.
First Selectman Griswold said Tom Metcalf, the Town’s engineering consultant, will supervise the digging of test holes in the northeast portion of the Town’s parking lot in Sound View. The test holes should allow a decision to be made about the feasibility of constructing a restroom building there. The Board of Finance will be asked to approve the use of up to $3,000 from the Sound View Parking Lot fund to pay for the related engineering costs. The tests should be done now, according to Gary Yuknat of Shoreline Sanitation.
5. New Business:
a. Culvert Replacement and Improvements to Route 1/Old Post Rd. Intersection
Two representatives from the DOT met with First Selectman Griswold and Ed Adanti, Acting Supt. Of Public Works, to discuss the Departments plans to replace a box culvert on Route 1 near the intersection of Old Post Rd. (near Lords Meadow Rd.). The Department wants to change the intersection of Old Post Rd. to be a 90 degree angle rather that a 45 degree angle. The Department will conduct a public hearing on the matter on January 15th. Nearby residents will receive an invitation.
b. Veterans Day Activities
First Selectman Griswold commented that the LOL Middle School and High School conducted impressive veterans’ recognition ceremonies. These are annual events and have great meaning for the veterans and for the students. There was a ceremony at the Old Lyme Town Hall flagpole at 11:00 AM as well.
6. Public Comment None
7. Other Business
First Selectman Griswold stated that he omitted the usual practice of placing on the agenda the question of granting staff the day off after Thanksgiving. Selectwoman Reemsnyder made a motion to grant the day after Thanksgiving as a day off and Selectman Sibley seconded the motion. Selectwoman Reemsnyder and Selectman Sibley voted for the motion and First Selectman Griswold abstained. Motion carried.
Selectman Sibley commented that at the Community Leadership meeting, it was disclosed that the High School Building Committees have spent a total of $205,000 on both referenda. These funds came from the District 18 operating budgets (principally Contingency Maintenance Fund).
Selectman Sibley said the High School Track project will expend about $60,000 to install the drainage pipe from the track to the pond area to the east. The primary expense is to blast through the rock ridge. The project will cost a total of about $1.7 million. The Board of Education will transfer another $200,000 from the Capital Project account to provide the District’s share.
Selectman Sibley congratulated the LOL Boys Soccer Team on its success as co-State Champions in the Class S division. The final game was a draw at 2 goals each, after playing two ten-minute overtimes.
Selectwoman Reemsnyder commented that the Old Lyme High School was ranked #16 in a magazine. This is a testament to the good work that goes on at the High School
8. Executive Session- None
9. Adjournment
Selectwoman Reemsnyder moved and Selectman Sibley seconded to adjourn the meeting at 8:58 A.M.
SO VOTED.
Respectfully submitted,
Timothy Griswold, First Selectman
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