MINUTES
OLD LYME BOARD OF SELECTMEN
OCTOBER 20, 2014
The Board of Selectmen held a Regular Meeting at 7:30 p.m. on October 20, 2014 in the Meeting Hall of the Old Lyme Memorial Town Hall.
Present were: First Selectwoman Bonnie Reemsnyder, Selectwoman Mary Jo Nosal and Selectman Skip Sibley.
APPROVAL OF MINUTES
SPECIAL MEETING – SEPTEMBER 26, 2014
Selectman Sibley made a motion to approve the Special Meeting minutes dated September 26, 2014. Selectwoman Nosal seconded the motion. The motion passed unanimously.
SPECIAL MEETING – OCTOBER 6, 2014
Selectwoman Nosal stated that under the Public Comment section of the minutes there were several speakers who spoke about the Waste Water Management Project and she felt it was difficult to do a transcript of their comments. For clarity she suggested the minutes indicate their were comments and discussion but their actual statements be attached to the minutes.
Selectman Sibley stated that both Todd Machnik and Harold Thompson submitted their statements to be attached to the minutes. Mervin Roberts provided a brief summary of his statements.
Reemsnyder suggested the minutes be shortened indicating that comments were made and attach the statements which were provided at the meeting.
No action was taken. Selectwoman Reemsnyder agreed to clarify the Public Comment section of the minutes for review and approval at the next meeting.
Selectwoman Nosal also noted that under Other Business she spoke about a session she attended with Dave Roberge put on by CIRMA She stated that a sentence should be added “volunteers are covered under our current policy.” Reemsnyder will incorporate this correction prior to the next meeting.
Selectman Sibley also requested a statement be added to the record acknowledging that the 17 Girl Scouts received their bronze stars at a recent ceremony for the planting of grasses around the beach area. He would also like it to note that they did fundraising for this project.
Selectman Sibley stated he acknowledged it was Breast Cancer Awareness Month and encouraged both male and females to get checked.
The minutes will be updated prior to the next meeting. No vote was taken.
OLD BUSINESS
SPECIAL TOWN MEETING – ALLOCATION FOR BOATHOUSE/HAINS PARK UPDATE
Selectwoman Reemsnyder stated a Town Meeting was held on October 6, 2014 for an allocation of $405,000.00 for the Boathouse/Hains Park improvements, which was approved. The vote was 100 to 73. She noted the vote was done by paper ballot.
Selectman Sibley stated there have been a couple of meetings since the Town Meeting. He stated the meeting included Bob Dunn, Don Bugbee, Paul Gianquitto as well as other members of the Park & Rec Commission.
He stated the discussion was about the size of the proposed basketball court. He noted what is proposed is reduced in size. The current court is 80 ft. x 40 ft. and the proposed court is 70 ft. x 32 ft. He further stated the Park and Rec Commission would very much like us to keep the same dimensions that of the current court. He noted the professionals are currently working on accommodating this request as well as communicating with the building department to ensure all aspects of the project are code compliant with the required standards.
Selectman Sibley asked about the status of the agreement with the school district. Selectman Reemsnyder stated she met with the town attorney and received the updated draft agreement today, which she shared with the Selectmen. She stated this document is very close to being the approved document. She also provided the old lease agreement which goes through 2038 and the new agreement refers to this lease and the terms of the lease. She further indicated most of the terms will remain the same.
She stated Item 7 refers to provisions of the lease shall include a yearly rental of $1.00 plus the cost of utilities, maintenance, and insurance.
No action was taken at this time.
RTE 156 BIKEWAY/SOUND VIEW IMPROVEMENTS PUBLIC INFO SESSION – OCT 22.
First Selectwoman Reemsnyder reported they have made some great headway on this project. She noted they have had some recent meetings where the engineers have shown the plans. She noted that a public meeting will be held on Wednesday, October 22, 2014 at 7:30 P.M. in the Town Meeting Hall to provide an opportunity to review the plans. She also noted that information will be available on the Public Access Chanel at various times for residents to view who are unable to attending the meeting. She also noted an email has been set up for questions regarding the project. It is soundviewimprovements@gmail.com
RECYCLING COMMITTEE UPDATE
First Selectwoman Reemsnyder stated the Recycling Committee’s next meeting is October 29, 2014 at which time Kristen Brown from Waste Zero will be attending and they are encouraging everyone to attend including the Board of Finance, Public Works and the Director of Finance. She stated the committee was formed after the town received a grant from the DEEP allowing the town to work with DSM, which is a consulting firm working for the State of CT on ways to increase recycling and reduce waste. She stated one of the issues with accepting the grant is the
Board of Selectmen would have to adopt a resolution committing to using a Pay As You Throw system which requires residents to purchase bags to put their trash in and there was some concerns. Therefore, the resolution was not adopted.
Reemsnyder stated the Recycling Committee would like to continue being a committee and continue to look at ways to improve recycling for the town.
BUSINESS BREAKFAST UPDATE
First Selectwoman Reemsnyder stated that a Business Breakfast was held on October 16, 2014. She noted candidates that are running for State Offices in our district attended. She noted the breakfast was a success and very well attended.
NEW OLD LYME ALERTS EVERYBRIDGE SYSTEM
First Selectwoman Reemsnyder stated that at the last meeting, the Everybridge System, also known as Reverse 911, was discussed. Reemsnyder stated there are times that the town wants to get either urgent or emergency messages out to the entire town or specific groups within the town. As a result, the town has looked into being a subscriber of the Everybridge System so it can use the system. She further stated in order for the system to be effective, the town needs to acquire all of the contact information for every resident in town and the preference
as to how they would like to be contacted. She stated postcards have been created which will be distributed to the residents to complete and return to the town. She stated currently they have a couple of events where the town will distribute the cards and encourage sign ups. The two planned events are Health Day on November 1 and Election Day. She also noted the cards will be placed in the Old Lyme Events.
Selectman Sibley suggested the cost of a bulk mailing be explored as well as looking into the possibility of sending the information home with students through the school system. He also suggested putting an ad in The Day Newspaper.
NEW BUSINESS
WATER RESOURCES COMMITTEE REQUEST TO CONSIDER
First Selectwoman Reemsnyder stated she expected Steven Ross to be at the meeting to discuss this request. She further stated the request was for the adoption of an ordinance that would require a permit for large amounts of water being exported.
This item was tabled until the next regular meeting agenda.
FIRE DEPARTMENT OPEN HOUSE – OCTOBER 8
First Selectwoman Reemsnyder reported that the Fire Department held an Open House on October 8th, 2014. She stated she visited the Open House which had several mock fire and emergency situations for families to observe.
She extended her thanks to the Fire Department and their members for putting this on every year and doing a wonderful job.
Selectwoman Nosal noted the event was very well attended.
RESOLUTION FOR PENSION PLANS
First Selectwoman Reemsnyder reported that the Pension Committee has voted to switch from Mass Mutual to T. Rowe Price. Reemsnyder stated that the Pension Committee met numerous times and interviewed several vendors and settled on T. Rowe Price. She noted that T.Rowe Price requires a third party administrator, whom is Verisight, and they are currently working on the paperwork. Reemsnyder provided copies of the plans. She stated that Verisight requires the Town to adopt a Resolution for both the Regular Pension Plan as well as the
Deferred Compensation Plan. Reemsnyder read the resolutions into the record.
Selectman Sibley asked if there has been good communication with the town employees as to the change. Selectwoman Reemsnyder stated the plan has been shared with employees and there have been meeting s with employees so questions can be answered. She also noted that there has been communication with the Pension Committee members. She also reported that John Bysko reviewed the documents very closely.
Selectwoman Nosal made a motion to approve adopting the Old Lyme Regular Pension Plan Resolution. Selectman Sibley seconded the motion. The motion passed unanimously.
Selectwoman Nosal made a motion to approve the Old Lyme Deferred Compensation Plan Resolution. Skip Sibley seconded the motion. The motion passed unanimously.
Selectwoman Nosal just asked for confirmation that the 3rd Party Administrator will provide required forms to participants on an annual basis. First Selectwoman Reemsnyder confirmed that was correct.
PUBLIC COMMENT
Wayne Buchanan – 17 Sargent Road – Point O Woods Beach
Mr. Buchanan was present to thank the Board of Selectmen for having Dave Roberge come and speak to the Federation of Beaches. He stated Mr. Roberge provided some really great information with regard to emergency preparedness, emergency management, and improved communications.
Mr. Buchanan also asked Mr. Roberge to come and speak to the Board of Governors next week to provide them with the same emergency information.
TIM GRISWOLD – 13 GRISWOLD POINT ROAD
Mr. Griswold was present to discuss the Boathouse /Hains Park Improvements. Griswold asked about the use of the facility. He stated he understood the school would use the facility during the Spring about half the time and the non-school users would use it the rest of the time. In conclusion he felt the school would be using the facility about 1/3 of the time and the non-school would use it 2/3 of the time.
Mr. Griswold expressed concern as to whether the town had a good breakdown of expenses. He asked if the Board of Selectmen had a projection as to what the costs will be to operate the facility. Griswold asked if the draft lease was specific about who is paying for what. Reemsnyder said it states the district will pay for maintenance, utilities, and insurance. Griswold questioned if the school would still pay for insurance after it becomes a town building. Griswold stated he felt it was important to know exactly what these costs and expenses will be. He said there will be custodial costs, year round heat, internet, etc. He further asked if the town had analyzed what the cost will be for major maintenance. He expressed concern over the term
“maintenance” does that include exterior painting, interior painting, roof replacement, etc. Therefore he thought it would be beneficial to have a long range plan for what it will cost per year to operate this facility.
Griswold asked if there was discussion about the fee schedule for non-school users. Griswold stated the tax payers are contributing $400,000 and the town shouldn’t have people from other towns using the facility for free. Sibley stated he believed that was being managed by the Old Lyme Rowing Association.
Griswold stated he would like to see a breakdown prepared to show the insurance, electric, heat, janitorial, and supplies. He stated this would provide an operating number and define the parameters for maintenance. He further asked for the opportunity to review the lease prior to signing.
Reemsnyder stated she has the confidence that the agreement the town has is just what the town has had all along. She stated evidence of that is that approximately 3 years ago, the district put on a new roof and she felt this arrangement is very desirable to the district as well as the rowing association who also contributes. First Selectwomen Reemsnyder stated she will look into some estimates for operating expenses.
Griswold also expressed concern about personal kayaks being stored on the site and if so would this be a fee arrangement. Selectwomen Reemsnyder stated this had not been discussed but it may be a lottery system. Griswold stated he felt the storage of personal kayaks should be fee based.
The Board of Selectman thanked Mr. Griwsold for raising some valid points.
RED CROSS DISTRICT 4 – REGIONAL TRAINING
Selectwoman Nosal reported that over the weekend she attended a full day presentation which included a demonstration of programs that was geared towards senior citizens and persons with disabilities. She noted that she brought a lot of information home to share.
ADJOURNMENT
Selectman Sibley mad a motion to adjourn the meeting at 8:46 p.m. Selectwoman Nosal seconded the motion. The motion passed unanimously.
Respectfully submitted,
Kim Groves
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