Old Lyme Board of Selectmen
Regular Meeting Monday, January 15, 2010
The Board of Selectmen held a regular meeting at 4:00 p.m. on Friday, January 15, 2010 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 – January 4, 2010
The minutes of the regular meeting January 4, 2010 were reviewed. Selectwoman Reemsnyder moved to accept the minutes as presented with the addition of text in regard to the Church Corner Project item.~ The last line should be amended to read:~ Due to inclement weather "and prior delays beyond our control, this work could not be finished on schedule."~ Selectman Sibley seconded the motion. SO VOTED.
2. Communications ~~~~~~~~~
- Census Bureau - Hiring of Part-time
Census Workers – First Selectman Griswold~read a letter from the US Census Bureau stating that the US Census Bureau in Norwich, CT is presently hiring part-time census workers on a temporary basis.~ Interested persons should call 866-861-2010.
- American Heart Association National
Wear Red Day 2010 – First Selectman Griswold read a letter from the American Heart Association proclaiming February 5, 2010 as National Heart Association Wear Red Day.~ This gesture is meant to draw attention to heart disease in women.
- Thank-you Letter to the Public Works
Employees – First Selectman Griswold stated that he will get the thank-you letter to the Town Public Works Employees by Monday, January 18.
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3. Appointments – First Selectman Griswold stated that there are presently about 150 volunteers serving on Town boards, commissions, committees, ambulance, fire department, etc.~ The following appointments were voted on:
ADA Coordinator:~ Sherry Meyer, 1-year term, expiring January 2011. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Commission on Aging:~ Frank Oliveira, Cliff Johnson, 3-year terms, expiring
January 2013.~ Selectman Sibley moved to accept these appointments, Selectwoman Reemsnyder seconded the motion, SO VOTED.
Conservation Commission: Taffy Holland, 3-year term, expiring January 2013.
Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Conservation Commission Alternate:~ Linda Krulikowski, 1-year term, expiring January 2011.~ Selectman Sibley moved to accept this appointment, Selectwoman Reemsnyder seconded the motion. ~SO VOTED.
First Selectman Griswold noted that the appointment of Jane Marsh as the Town's
Representative to CRERPA will be done at the Annual Town Meeting in January.
Economic Development Commission:~ Frank Oliveira and John Stratton, 5-year terms, expiring January 2015.~ Selectwoman Reemsnyder moved to accept these appointments, Selectman Sibley seconded the motion.~ SO VOTED.
Flood and Erosion Control:~ Steve Martino and Robert Chapman, 1-year terms,
expiring January 2011.~ These terms will change to 2-year terms after January 2011.
Selectwoman Reemsnyder moved to accept these appointments, Selectman Sibley seconded the motion.~ SO VOTED.
Flood and Erosion Control:~ Steve Ross, Gary Smith, Todd Machnik, 2-year terms,
expiring January 2012. Selectman Sibley moved to accept these appointments, Selectwoman Reemsnyder seconded the motion. SO VOTED.
Flood and Erosion Alternate: ~Ellie Czarnowski, 1-year term, expiring January
2011. Selectwoman Reemsnyder moved to accept these appointments, Selectman Sibley seconded the motion.~ SO VOTED.
Harbor Management:~ Steve Ross, Michael Magee, David Zita, 4-year terms,
Expiring January 2014.~ Selectman Sibley moved to accept these appointments, Selectwoman Reemsnyder seconded the motion. ~SO VOTED.
Harbor Management Alternate:~ Susan Connors, 4-year term, expiring January
2014. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Health Director:~~ Vijay Sikand , MD , 4-year term, expiring January 2014.
Selectman Sibley moved to accept this appointment, Selectwoman Reemsnyder seconded the motion. ~SO VOTED.
Historic District Commission:~ Kenneth Levin, 5-year term, expiring January
2015. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Historic Commission Alternates:~ John Forbis, Joanne DiCamillo, 3-year terms, expiring January 2013. Selectwoman Reemsnyder moved to accept these
appointments, Selectman Sibley seconded the motion.~ SO VOTED.
Inland Wetlands Commission:~ Linda Krulikowski, Evan Griswold, 3-year terms, expiring January 2013.~ Selectman Sibley moved to accept these appointments, Selectwoman Reemsnyder seconded the motion, SO VOTED.
Inland Wetlands Commission Alternate:~ Sabine O'Donnell, 3-year term, expiring January 2013. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Municipal Agent for the Elderly:~ Don Tapper, 2-year term, expiring January
2012. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Open Space Commission:~ Peter Cable, Evan Griswold, Chris Bourne, George James, Diana A. Johnson, William Dunbar, Ted Kiritsis, Robert DePianta, Amanda Blair,
1-year terms,expiring January 2011.~ Selectwoman Reemsnyder moved to accept these
appointments, Selectman Sibley seconded the motion.~ SO VOTED.
Parks and Recreation Commission:~ Missy Colburn, 3-year term, expiring January 2013.~ Selectman Sibley moved to accept this appointment, Selectwoman Reemsnyder seconded the motion.~ SO VOTED.
Planning Commission Alternates:~ Donald Willis, Sean Mulligan, Stephen Martino, 1-year terms, expiring January 2011.~ Selectman Sibley moved to accept these appointments, Selectwoman Reemsnyder seconded the motion. SO VOTED.
Roger's Lake Authority:~ Richard Smith, 3-year term, expiring January 2013.~
Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Sanitarian:~ Ronald Rose, 4-year term, expiring January 2014. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~
SO VOTED.
Town Counsel:~ Marylin Clarke, 2-year term, expiring January 2012. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~
SO VOTED.
Tree Commission: Anne Bing and Emily Griswold, 3-year terms, expiring January 2013. Selectman Sibley moved to accept these appointments, Selectwoman Reemsnyder seconded the motion. SO VOTED. First Selectman Griswold abstained.
Tree Commission Alternates:~ Joan Flynn, Patience Moll, 1-year terms, expiring
January 2011.~ Selectman Sibley moved to accept these appointments, Selectwoman Reemsnyder seconded the motion. SO VOTED.
Tree Warden:~ Thomas Degnan, 1-year term, expiring January 2011.~ Selectwoman
Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Water Pollution Control Authority:~ George James, Dmitri Tolchinski, 4-year terms, expiring January 2014.~ Selectman Sibley moved to accept these appointments, Selectwoman Reemsnyder seconded the motion.~ SO VOTED.
Water Pollution Control Authority Alternate: ~Angus McDonald, 4-year term, expiring January 2014. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
Zoning Board Alternates: Ted Kiritsis, Beth Sullivan, 1-year terms, expiring January 2011.~ Selectwoman Reemsnyder moved to accept these appointments, Selectman Sibley seconded the motion.~ SO VOTED.
First Selectman Griswold stated that the discussion of the appointment of John
Eichholtz or Joan Bozek will take place at a future meeting.~ Selectman Sibley moved
to discuss this at a future date, Selectwoman Reemsnyder seconded the motion.~ SO
VOTED.
First Selectman Griswold stated that he had received an e-mail from Diana Johnson,
representing the Open Space Committee, recommending that Teri Lewis fill the vacancy on Open Space; 1-year term expiring January 2011. Selectwoman Reemsnyder moved to accept this appointment, Selectman Sibley seconded the motion.~ SO VOTED.
4. Old Business
- Bus Barn Project Bid Results – First Selectman Griswold reminded the Board that there were twelve bidders on this project.~ The Project Engineer reviewed the top three:
Connecticut Carpentry Corporation~~~~~ $498,000 Bid ~~~$4,000 Air Conditioning
Machnik Brothers, Inc~~ $521,400 Bid~~~ $4,000 Air Conditioning
S. Carpenter Construction Co. $564,400 Bid~~~ $4,030 Air Conditioning
The Bus Barn Building Committee held two meetings to review the bids. The S. Carpenter bid was eliminated due to technical failures within the bid.~ First Selectman
Griswold read a memo addressed to the Board from Bob Dunn, Bus Barn Committee Chairman.~ In summary, the unanimous recommendation of the Committee is to award the project to Machnik Brothers, Inc.~ This decision was based on, but not limited to, the following issues.~ Machnik Brothers answered all of Anchor Engineering's questions, while Connecticut Carpentry did not.~ Machnik Brothers listed local sub-contractors with solid reputations, while Connecticut Carpentry did not provide names of any sub-contractors, and did not know who was going to perform the site work.~ Machnik Brothers provided a preliminary schedule for completion of the project, which is June 15, where Connecticut Carpentry's completion date was stated as July 1, which is the date that the bus company plans to take occupancy.~ Machnik Brothers has an
exemplary reputation throughout the state of on-time project completion.~ Machnik Brothers also offered a modular versus a "stick built” building construction which would reduce the cost of the project by $7,140.~ This alternative is being recommended by the Building Committee.~ First Selectman Griswold added that he had sat in on the Bus Barn Building Committee's meetings and he felt that it was important to have a construction company who was as well-versed in "dirt" as Machnik Brothers is, since a very large portion of this project is excavation.~
First Selectman Griswold added that Machnik's use of local contractors, along with their excellent reputation, is a big plus.~ First Selectman Griswold further commented that when you remove the $7,140 for using a modular approach, rather than a stick built
design, it shrinks the difference between the Machnik and Connecticut Carpentry bids to around $14,000.~ The work would not start much before March 1, 2010.~ First Selectman
Griswold stated that if the modular approach was to be used, the building could be ordered and things could move along quite quickly.~ Selectman Sibley asked if the award of the project to Machnik Brothers had to go to Town meeting.~ First Selectman Griswold replied no because the Town had already allocated $675,000 at a previous Town Meeting.~ Selectwoman Reemsnyder moved that the Board agree to the recommendation made by the Bus Barn Building Committee and award the bid to Machnik Brothers, Inc. of Old Lyme.~ Selectman Sibley seconded the motion.~
Discussion:~ Both Selectman Sibley and Selectwoman Reemsnyder agreed that the
Bus Barn Building Committee and Anchor Engineering did an excellent job in reviewing the bids and making a recommendation to the Board.~ SO VOTED.~
~~~~~~~~~~~ b. Church Corner Project – First Selectman Griswold reported that a second request for payment has been received along with several change orders related for the work since the first bill was received.~ This will be reviewed by the Town, the engineer, the Clerk of the Works and the Church Corner Committee before payment is made.~ First Selectman Griswold stated that there are issues with the engineering in particular, because some of the extra work was done to correct engineering problems in the field.~ In the meantime, the Church Corner Committee is still actively involved with the project.~ Selectwoman Reemsnyder stated that it was important for the Church Corner Committee to continue to meet and to record minutes of each meeting.~
c. T-Mobile Public Hearing – First Selectman Griswold reminded everyone that there will be a T-Mobile Public Hearing on Thursday, February 4, 7:00 p.m. in the Old Lyme Town Hall Meeting Hall.~ This hearing will be conducted by the Connecticut Siting Council and will focus on the three proposed sites for the T-Mobile telecommunication towers.~ First Selectman Griswold stated that the Town is also working with SBA Towers II, LLC on a separate proposal which has not gone before the Siting Council.~ A representative from the CT DEP has visited the SBA site in question.~ The Open Space Committee approved the substitution of the 46 town owned acres at 17 Cross Lane for the 75 square foot portion of the property that SBA intends to use for its tower.~
A public hearing will be held on Tuesday, January 19, 6:00 p.m. to consider the lease between the Town and SBA Towers. This hearing will precede the vote at the Town
Meeting on January 25. Selectwoman Reemsnyder made it clear that the hearing on Tuesday, January 19, is to discuss the lease only, not a final hearing on the project.~ First Selectman Griswold reported that he had received an e-mail from District 18 School
Superintendant Betty Osga on January 14, stating that the school district's medical advisor does not feel that cell towers located in close proximity to the school or the
recreation area would be harmful to students.~ First Selectman Griswold felt that this question will come up at the hearing and he was happy to have the information.
5. New Business
a. Ratify the Police Union Contract – First Selectman Griswold stated that he had not received the police union contract from Attorney McHale yet but hopefully this item can be discussed at the next Board meeting.
b. Annual Town Meeting - First Selectman Griswold reviewed the items to be discussed at the Annual Town Meeting scheduled for January 25, 2010 at 7:30 p.m. at
the Middle School auditorium.~ An additional item will be added as number 5.~
- Accept 2009 Town of Old Lyme Annual Report
- Designate Citizen of the Year 2009
- Approve Jane Marsh as the Town Representative to CRERPA
- Approve Appropriation of $32,000 for Duck River Bridge Engineering
- Accept Olivia Lane as a Town Road
- Approve Lease of 75 SF Cross Lane Parcel to SBA Tower, LLC for Cell Tower
- Substitute 17 Cross Lane (46 acre parcel) for the SBA Proposed Parcel
- Harbor Management Ordinance – Addendum Regarding Docks
- Approve Amendments to Fees Ordinance
- Authorize the Waiver of Building Permit Fees associated with Regional School District 18
First Selectman Griswold stated that Attorney Clarke will present the Harbor Management material and Attorney McGarry will be the moderator.
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c. Acceptance of Olivia Lane as a Town Road – First Selectman Griswold reviewed the history of Olivia Lane .~~ Olivia Lane, along with thirteen houses, was built about five years ago.~ The developer did not build the road to Town standards.~ The developer and Town’s Engineer, Tom Metcalf, have worked together to solve outstanding issues with the road. First Selectman Griswold read a letter from Tom Metcalf stating that it was his understanding that the Town is in the process of "accepting" Olivia Lane as a Town road.~ As part of the process the applicant/developer is required to provide the Town with a bond "to guarantee remedy of deficiencies in the construction of said street for a period of one year from the date of
acceptance of the street by the Town" as noted in the ordinance concerning construction and acceptance of roads in the Town of Old Lyme in section 3.4.~ The ordinance requires the Board of Selectmen to set the bond amount of not less than 5%, or more than 6% of current costs of the original improvements.~ The bond was set at $16,000, which represents 10% of the estimated construction cost of the project.~ First Selectman Griswold stated that the Planning Commission voted at its last meeting that the Board of Selectmen should recommend acceptance of Olivia Lane as a Town road by a vote at town meeting.~ Selectwoman Reemsnyder moved to add the acceptance of Olivia Lane as a Town road, along with the bond requirement, as an item on the agenda for the Annual Town Meeting.~ Sellectman Sibley seconded the motion.~ SO VOTED.~ Selectman Sibley requested that all pertinent documents, including a copy of the Planning Commission's recommendation, be posted on the Town
website.~
d. Budget Overview – First Selectman Griswold reported that he and the Town's Finance Director, Nicole Stajduhar, have reviewed the budget in fair detail.~ State and Town revenue will be down slightly this year.~ On the spending side the various operating budgets were reviewed and one area that needs attention is the IT budget.~ Presently hours are divided fifty-fifty between the Tax Collector and IT.~ This will be presented to the Board of Finance at the next meeting.~ Eileen Coffee has assumed the position of Town Clerk and Vicki Urbowicz has become Eileen's assistant.~ Tax Collector Judith Tooker has hired a new assistant (Antoinette O’Connor) in the Tax Collector's office filling the vacancy left by Vicki.
Another area of discussion will be single stream recycling.~ The Town must consider the cost of outsourcing single stream recycling verses using Town staff and Town vehicles.~~ Selectwoman Reemsnyder asked First Selectman Griswold when he felt that our two recycling trucks would need replacing. He stated that one is scheduled to be replaced next year, thus making this a good time to consider other options.
First Selectman Griswold reviewed the Police budget with regard to hiring a state trooper versus an additional Town constable.~ The use of overtime State Troopers in the summer months at Sound View is very costly to the Town.~ Selectwoman Reemsnyder is in favor of having Town constables over State Trooper, even if it meant
adding one more constable to our Town police force.~ Selectman Sibley inquired about the status of the JAG Grant (COPS grant) from the Federal Government and First Selectman Griswold stated that our application for this grant had not been acted upon.~
First Selectman Griswold stated that a couple of items/projects may have to be removed from the capital budget in order to keep expenses to a minimum.~ The State's deficit is growing and the Town property taxes will increase if the school building project moves forward.~~
e. Change Job Step Classification for Kim Barrows – to be discussed in Executive session following this meeting.
f. Results of the H1N1 Flu Clinic – January 11, 2010 at Christ the King Church.~ First Selectman Griswold stated That 651 people attended the clinic.~ 46% of the attendees were residents of Lyme and Old Lyme.~ He thanked Christ the King Church for hosting this clinic.
6. Public Comment~
a. Margaret Lavezzoli of Olivia Lane, Old Lyme addressed the Board. Mrs.~ Lavezzoli stated that she has been a resident of Olivia Lane for five years.~ She further stated that engineer Tom Metcalf had been contacted many times by Olivia Road homeowners and, in her opinion, had not responded in an acceptable fashion to their calls.~ She thanked the Selectmen for their attention to this matter in making Olivia Lane a Town road.
7. Other Business – Selectman Sibley made a motion to go into Executive Session to discuss a personnel matter at 5:25 p.m., seconded by Selectwoman Reemsnyder.~ SO VOTED.
Selectman Sibley made a motion to exit executive session at 6:15 p.m., seconded by Selectwoman Reemsnyder. SO VOTED.
Selectman Sibley voted to adjourn the meeting at 6:16 p.m., seconded by Selectwoman Reemsnyder. SO VOTED.
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Respectfully submitted,
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Mary Ellen Garbarino
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