Old Lyme Board of Selectmen
Monday, 17 November 2014
Regular Meeting
The Board of Selectmen held a Regular Meeting on 17 November 2014 at 7:30 PM in the Meeting Hall of the Old Lyme Memorial Town Hall. First Selectwoman Bonnie Reemsnyder, Selectwoman Mary Jo Nosal and Selectman Skip Sibley were present.
1. Approval of Minutes
Regular Meeting 3 November 2014
Selectwoman Nosal presented edits that she would like included in these minutes. The Selectmen would like time to review the edits. The edited version will be posted on the website as unapproved minutes. Selectwoman Nosal moved to table the approval of the minutes of Regular Meeting 3 November 2014 until the next BOS meeting. Selectman Sibley seconded the motion. SO VOTED.
Special Meeting 6 October 2014
The detail included in the public comment was removed from the minutes and included as attachments. Selectwoman Nosal made a motion to approve the minutes of Special Meeting 6 October 2014 with said changes. Selectman Sibley seconded the motion. SO VOTED.
Special Meeting 10 November 2014
Selectwoman Nosal moved to approve the minutes of Special Meeting 10 November 2014. Selectman Sibley seconded the motion. SO VOTED.
2. Communications – Nancy Hutchinson re: Boathouse
First Selectwoman Reemsnyder read correspondence from Nancy Hutchinson regarding her request that a motion be made at this meeting to include omissions to the unapproved minutes of the Selectmen’s Meeting held on 3 November under 4. Old Business (a) Boathouse / Hains Park Improvements Update. Ms. Hutchinson listed approximately eight points. First Selectwoman Reemsnyder stated that she had responded to Ms. Hutchinson’s email stating that minutes are done by a clerk and when they receive them they are not changed until it is part of a meeting. The posted minutes are unapproved and un-changed by anyone. She believes that what was listed by Ms. Hutchinson will be included in Selectwoman Nosal’s edits. This email will be attached as part of this meeting.
In addition, after this Meeting Agenda was posted, a communication was received by the Parks and Recreation Commission. Selectman Sibley moved to include this communication in the Agenda. Selectwoman Nosal seconded the motion. SO VOTED.
Communication from Parks and Rec Commission
First Selectwoman Reemsnyder read a letter from the Park and Rec Commission regarding Recommendations for Hains Park Master Plan and Boathouse Hains Park Improvement Project. The Commission requests that the Board of Selectmen reconstitute the Boathouse / Hains Park Improvement Committee to complete the development and finalization of the Hains Park Master Plan and in that context complete the design and construction of the Boathouse Phase of the Master Plan. The Parks and Rec is responsible for the oversight of all Town Parks including Hains Park, therefore it would be appropriate for Old Lyme Parks and Rec to take leadership roles in developing the Hains Park Master Plan while actively seeking and incorporating broad community and stakeholder input, contributing to the design and implementation of the Boathouse /
Hains Park Improvement Project Phase of that Master Plan. Several members of the Parks and Rec have a proven track record of successfully completing Town funded, as well as State funded, Master Plans and construction projects. These projects were successfully completed on time and significantly under budget under the leadership of Bob Dunn the Parks and Rec Chairman. To ensure that the Hains Park Master Plan and Boathouse Phase will meet the broadest possible needs of the community, District 18, rowing teams, rowing clubs and Old Lyme Taxpayers, Old Lyme Parks and Rec recommends that the Old Lyme Selectmen appoint to the reconstituted Committee at a minimum three members of Old Lyme Parks and Rec (Chairman Bob Dunn, Director Don Bugbee and John Flower who is also the Town’s Building Official). Also included would be three rowing experts ideally from the prior Committee representing both District 18 Athletics and the Old Lyme Rowing Association to provide
critical rowing expertise input and context for prior Committee recommendations and one Board of Finance member. Also requested is for the Old Lyme Parks and Rec to review and comment upon any agreement between the Town and District 18 regarding the use of Hains Park prior to agreement finalization.
First Selectwoman Reemsnyder stated that at the last Board of Selectmen’s meeting it was discussed that some things be changed with the Boathouse Hains Park Improvement Committee and the Selectmen agreed at that meeting to consider this.
3. Appointments
Bruce Baratz (U) – Open Space Commission – 3 year term expiring January 2016
Selectman Sibley moved to appoint Bruce Baratz to the Open Space Commission for a 3 year term expiring in January 2016. This was seconded by Selectwoman Nosal. SO VOTED.
4. Old Business
a. Boathouse / Hains Park Improvements
Paul Fuchs and Paul Gianquinto, co-chairs of the Boathouse / Hains Park Improvements Committee gave an update. They reported that they had worked quickly trying to get the project underway with construction to begin this fall. They had initiated a bid process and placed public announcements. Bid documents were made available on 27 October with pre-bids meetings held on the 25 and 30 of October. A meeting took place with the Building Official, the Fire Marshall and John Rhodes from Regional District 18 to review the final version of the documents that were being put out to bid. A few items that needed attention were identified at this meeting, but overall the review went very well. A big problem was brought about by District 18 with regard to building usage for non-storage activities. The second floor was planned for usage as exercise / training area. For any non-storage activities the correct occupancy for the area then had to be educational. The requirement for educational
areas meant having an elevator to the second floor which would be very costly. Based on this, it was decided that they could not go ahead with the present plan and the bidders were notified that the process was cancelled. There have been no Committee meetings since this time, with one to be scheduled shortly. Selectman Sibley was pleased that the Parks and Rec Commission is taking an interest and that this project has brought attention to the Park. He is not opposed to including Bob Dunn on this Committee, and suggested that John Flower and Don Bugbee be included as ex-officio members. First Selectwoman Reemsnyder stated that the suggestion to finalize the Master Plan is a great one, although the intention was never to approve one without Parks and Rec’s involvement. First Selectwoman Reemsnyder stated that since the new building plan eliminates the second floor, presumably the cost will be lower. Is so, she anticipates that there would be
funds that would go unspent, and the Selectmen would not have the intention of spending that money on other developments in the Park without going back to the Townspeople for their approval. Selectwoman Nosal agreed with Selectman Sibley and stated that the memo from Parks and Rec put forth some good ideas. She agreed with the statement that “Old Lyme Parks and Rec is responsible for the oversight of all Town Parks, therefore it is appropriate for them to take a leadership role in developing the Hains Park Master Plan while actively seeking and incorporating broad community and stakeholder input”… Selectwoman Nosal would add that this includes actively soliciting grant opportunities for the Town to apply for and working closely with important stakeholders such as Town Woods Operating Committee, Conservation Commission, Rogers Lake Authority, West End Authority and the Rogers Lake Community. She also suggests that now that there is a Master Plan started that
it is a good idea for the Parks and Rec to take on this role. Regarding membership in the existing Phase of the Project, she is in favor of recommending John Flower to the Committee because of his expertise with attention to any conflicts as the Building Official. She also recommends that someone from District 18 serve. Selectman Sibley stated that another offshoot of this project is the Memorandum of Understanding that is being developed between the District 18 and the Town and also between District 18 and the Club. This has been needed for a long time.
b. Route 156 Bikeway / Sound View Improvements Committee
There was a meeting on 22 October where the plans were unveiled. The next step would be to have the Public Information Meeting at the 30% preliminary design stage because this is being done with a DOT Grant and is required. The public will be asked to comment and give a consensus that this is the direction that we want to go in. The Public Information Meeting would need to be scheduled at a convenient date for the residents in the area most affected. Selectwoman Nosal reported that the next Committee meeting is scheduled for 25 November. There are many people who will need to be notified of the Public Information Meeting including the area residents. The Committee will work to identify these people at the November meeting. Selectwoman Nosal also stated that the geo tech firm, which is a
sub contractor of the engineers, has not provided their final report. Because of this, a new geo tech firm will be asked to repeat this. It is hoped that the Public Information Meeting will be held in March.
c. Recycling Incentive Committee – Update
Leslie O’Connor and Lou Russo, both members of the Committee spoke. The Committee recommends unanimously to the Board of Selectmen that the Recycling Incentive Committee pursue this Grant from the State of Connecticut. The Committee recommends that the Board of Selectmen approve and develop a standing Committee which works in conjunction with other Town Committees to investigate other means of waste management and waste reduction prior to the “pay as you throw” bag system. In addition, they recommend that the Town remain aware of the four-year contract with Shoreline Sanitation and the imminent transition to another waste management service. The Town’s Waste Management Policy and Ordinances should be reviewed and updated. They would like to see a production of information regarding
waste reduction, recycling regulations, information about composting and waste management and costs. The Committee suggests that the Town provide information and informational forums about this to residents. They recommend to investigate policies and procedures for corporations, businesses and institutions, and to develop enforcement systems. There was a discussion.
Selectwoman Nosal moved to disband the Recycling Incentive Committee as it currently stands and proceed to form a standing Committee for Recycling and Waste Management. Selectman Sibley seconded the motion. SO VOTED.
d. Water Resources Ordinance Discussion
The proposed Water Resource Ordinance does not prevent or prohibit the exportation of water from the Town, but it does require a permit for such, which includes a certain quantity allowed each day and excludes sewers. The concern was how the Town would enforce this. The estimate for a legal opinion on this matter would cost about $8,000. There was a discussion. It was agreed that feedback will be asked for from other regulatory agencies and that the existing Committee should reconvene and put some renewed thinking into this. The request for funding will be given to the Board of Finance with the opinions stated above. First Selectwoman Reemsnyder will get back to Steven Ross.
5. New Business
a. Solarize Old Lyme Committee and Charge
Much of the Charge was taken from the Solarize CT Website. The Charge was read by First Selectwoman Reemsnyder. There was a discussion.
Selectwoman Nosal moved to approve the Charge for the Solar Old Lyme Committee. This was seconded by Selectman Sibley. SO VOTED.
There are four people who have requested and agreed to serve on the Committee. Selectman Sibley moved to accept Jean Daily, John Forbis, George James and Suzanne Colton-Carey to serve on the Solarize Old Lyme Committee. The motion was seconded by Selectwoman Nosal. SO VOTED.
Selectman Sibley would like to reach out to the community for any others who would like to serve on the Committee.
b. 2015 Meeting Schedule
Selectman Sibley moved to approve the Board of Selectmen Meeting Schedule for 2015. Selectwoman Nosal seconded the motion. SO VOTED.
c. 2015 Holiday Schedule
The 2015 Holiday Schedule includes twelve days off for Town Hall Employees. Selectwoman Nosal made a motion to approve the 2015 Holiday Schedule. Selectman Sibley seconded the motion. SO VOTED.
Selectwoman Nosal made a motion to add under New Business (d) Resolution for ICE Program. Selectman Sibley seconded the motion. SO VOTED.
d. Resolution for ICE Program Participation
First Selectwoman Reemsnyder stated that a couple of months ago the State reached out and stated that when two or more towns purchase equipment together they can apply for a grant to cover the purchase. She spoke with Ralph Eno of Lyme and it was decided that the two towns will apply for a grant to help cover the cost of the Roger’s Lake boat. In order to apply for this grant, the towns would need an Inter-Municipal Agreement regarding the use of the boat. The Towns would also need to apply for the Inter-Town Capital Equipment Purchase Incentive Program. In order to do this, a Resolution will need to be adopted. The Resolution states that the Board of Selectmen met on this date and adopted a Resolution which endorsed the Town’s participation in the Inter-Town Capital Equipment Purchase
Incentive Program provided in CT General Statutes Section 4-66M.
Selectwoman Nosal moved to approve a Resolution to participate in the ICE Purchase Incentive Program. Selectman Sibley seconded the motion. There was a discussion. SO VOTED.
6. Public Comment
Bob Pierson, Treasurer of the Lymes Senior Center brought the concerns of the Senior Citizens regarding the budget for the Center. They are hoping for the Selectmen’s support for the upcoming fiscal year.
Lou Russo spoke about the amount of water being pumped out of wells and stated that the DEEP controls the number of gallons that can be pumped out on a daily basis.
7. Other Business
First Selectwoman Reemsnyder stated that at the Special Meeting of 10 November, a Resolution was adopted to approve the application for the Transit Oriented District. The Town is always looking for opportunities to take part in grants. The Town has applied for a grant of $150,000 to start the process of improving Halls Road. A Resolution was received from CT River COG in support of the project.
Selectwoman Nosal asked for an update on the Rogers Lake Weed Study. First Selectwoman Reemsnyder stated that there still continues to be testing done by the Environmental Firm that was hired. She is waiting for their report.
Selectman Sibley spoke about the budget request mentioned by Bob Pierson during Public Comment with regard to the amounts received from both Lyme and Old Lyme.
Selectman Sibley will not be in Town the evening of 1 December which is when the next Selectmen’s meeting is scheduled. He is available in the morning. The 1 December 2014 meeting will be cancelled and a Special Meeting will be scheduled.
The next Board of Selectmen's Meeting which is scheduled for Monday, 1 December 2014 at 7:30 PM will be cancelled and a Special Meeting will be scheduled with a date to be determined.
8. Executive Session – NONE
9. Adjournment
Selectman Sibley moved to adjourn the meeting at 9:18 PM. Selectwoman Nosal seconded the motion. SO VOTED.
Respectfully submitted,
Mary Ellen Garbarino
Recording Secretary
2. Communications
Attachment to BOS Minutes November 17, 2014
E-mail from Nancy Hutchinson received Wednesday, November 12, 2014
Dear Old Lyme Selectmen,
I respectfully request that a motion be made at your Nov 17th Board of Selectmen (BOS) Meeting to include extensive information omitted from the unapproved minutes of the Nov 3rd Board of Selectmen Meeting relating to:4. Old Business: a. Boathouse / Hains Park Improvements – Update.
For your convenience, a summary of the key information omitted from the unapproved Nov 3rd BOS minutes is provided below.
Boathouse Design and Construction:
The on-going bidding process for the Boathouse Project was withdrawn, following a meeting among representatives of District 18, the Boathouse and Hains Park Improvements Committee (BHPIC), and Town Officials, including the Old Lyme Fire Marshal and Building Official.~ All contractors have been notified, and their $50 document fees refunded.
The current Boathouse Proposal has been designated an Educational Facility, and thus its design needs to be revised to comply with the associated requirements and guidelines - including the need for the second floor to be ADA accessible.
Selectman Sibley stated that because the addition of an elevator “would not be inexpensive”, the BHPIC is now working on developing a new set of plans without a second floor.
Selectwoman Nosal asked if being designated an Education Facility would also impact the bathroom design, and First Selectwoman Reemsnyder responded yes, the bathrooms would need to comply with school guidelines related to entrance “line of sight”, etc.
Due to the above changes, construction of the Boathouse cannot start this year, as originally planned.~
First Selectwoman Reemsnyder noted that this delay will allow time to make necessary changes to the Boathouse plans followed by Public Informational Sessions about the changes before construction begins.~ She did not anticipate the need for another Town Meeting at this time. ~
Status of agreement negotiations between the Town of Old Lyme and District 18:
District 18 is planning to establish an agreement with the Old Lyme Rowing Association (OLRA) to manage the new Boathouse as a sub-contractor, which will require a Memorandum of Agreement between the two organizations.~ This will make the negotiation of agreements between District 18 and the Town more complicated, and the respective attorneys are working on it.
First Selectwoman Reemsnyder stated that she hoped a proposed set of agreements that clearly define the respective responsibilities of The Town of Old Lyme, District 18 and the OLRA will be available for discussion at the December Selectmen Meeting.
Thank you in advance for ensuring the information discussed by the Selectmen at the Nov 3rd BOS Meeting is accurately incorporated in the final approved BOS minutes of Nov 3rd.~ As you are aware, complete, accurate BOS minutes are critically important to maintaining effective transparency with the public.
If you have any questions, please let me know.~ The best way to reach me is via email.
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