TOWN OF OLD LYME
BOARD OF SELECTMEN
SPECIAL MEETING 11 March 2015
The Board of Selectmen held a Special Meeting at 4:00 PM on 11 March 2015 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: 2 March 2015
Selectwoman Mary Jo Nosal requested the following clarification to the Minutes of 2 March 2015 (7. Other Business, paragraph 8): Selectwoman Nosal said she had presented budget figures to the Finance Director and that data differed from what was presented by Selectman Sibley.
Selectman Sibley requested a correction to corrections of the Minutes of 17 February 2015 (1, Approval of Minutes, sentence 3): “Selectman Sibley was most concerned about two amendments requested to the DEEP and totaling $110,000 and $40,000.”
Selectman Sibley requested the following clarifications to the Minutes of 2 March 2015
(6. Public Comment): Board of Finance Chair Andy Russell stated that he is waiting for a written report with answers to questions requested from the Board of Selectmen (not WPCA) four (not six) weeks ago.”
(7. Other Business, paragraph 3, sentence 3): He questioned a June 16 deadline mentioned in June 10, 2014 WPCA Minutes by engineer David Prickett. (punctuation change from , to . delete and) He noted no mention of (delete engineering expenses, change to) the DEEP amendment requests of $110,000 and $40,000 in any of the meeting minutes.
(7. Other Business, paragraph 3, sentence 1): “Selectman Sibley said he had assembled information about the WPCA wastewater project and budget in an effort to help the BOF and BOS their understanding of this matter.”
Selectman Sibley moved to table approval of the minutes. Selectwoman Nosal seconded the motion. Motion passed.
2. Communication:
None
3. Appointments:
None
4. Old Business:
- Boathouse/Hains Park Improvement Cte. Update
There has been no BHPIC Meeting since the last Board of Selectmen meeting. A meeting is scheduled for 7:30pm on March 12. An update will be provided at the next Board of Selectmen meeting.
- Rte. 156 Bikeway/Sound View Improvements Update
The Rte. 156 Bikeway/Sound View Improvements project, like the Boathouse/Hains Park Improvement project, is included on every BOS Meeting Agenda.
The Rte. 156 Bikeway/Sound View Improvements Committee has not met since the last
Board of Selectmen meeting. An update will be provided at the April 6 BOS meeting.
5. New Business:
Selectman Sibley made a motion to move item c. Bus Barn schedule of repayment to the beginning of New Business. Selectwoman Nosal seconded the motion. Motion passed.
- Bus Barn schedule of repayment
First Selectwoman Reemsnyder summarized the history of the Bus Barn. A bus depot was formerly located on Jadon Drive until complaints arose and a change was sought. The Town of Old Lyme provided land for a new location, and used funds from the General Fund and Revaluation, Parking Lot, and Landfill Closure funds for construction of the facility, with the intent that the funds would be repaid.
An agreement was reached with District 18 to repay $50,000 annually, divided into principle and interest charges. The annual repayments would include a reserve amount after year 5. District 18 has now asked the Board of Selectmen to take another look at the interest rates in the repayment schedule.
Finance Director Nicole Stajduhar said the original interest rates had been set based upon what the rates might be if the Town had to bond the project, and she presented the Selectmen with multiple repayment scenarios.
First Selectwoman Reemsnyder said it was important to include reserve amounts, as they would be used to fund necessary building and site maintenance. The other Selectmen concurred.
Selectwoman Nosal would like to see a Memorandum of Understanding with the school district requiring school buses to be housed at the Four Mile River Bus Barn. She said the current contract provides no guarantee of that after 10 years.
Selectman Sibley stated the intent is to get the building paid off and restore money to the four Town funds used to build the Bus Barn. He suggested setting up a “sinking fund” to set aside funds for maintenance.
First Selectwoman Reemsnyder summarized benefits to the Town: 1. The buses are registered in Town and therefore pay taxes to Old Lyme. 2. It is to every resident’s advantage to have the buses available in the event of a need to evacuate.
She said the Town has a lease agreement with the Bus Company that covers maintenance issues that are the company’s responsibility. The reserve will cover repairs that are the Town’s responsibility.
The selectmen agreed to a 0% interest repayment scenario that includes reserve payments of $5,000 annually over the next 5 years, and $10,000 for the remaining years.
Town of Old Lyme Bus Barn |
Repayment of $575,000 Expense |
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Yrs 1-5 |
Yrs 6-10 |
Yrs 11-15 |
|
|
Annual Rent |
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$50,000 |
$55,000 |
$60,000 |
|
|
Less: Reserve |
|
$0 |
-$5,000 |
-$10,000 |
|
|
Less: Ins & Mgt |
|
$0 |
$0 |
$0 |
|
|
Avail. For Debt Svc. |
|
$50,000 |
$50,000 |
$50,000 |
|
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|
|
|
|
|
|
|
|
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|
|
Interest |
|
|
|
|
Year |
~ |
Principal |
Rate |
Interest |
Principal |
Reserve |
Total |
1 |
FYE 6/30/11 |
$575,000 |
2.000% |
$11,500 |
$38,500 |
|
$50,000 |
2 |
FYE 6/30/12 |
$536,500 |
2.000% |
$10,730 |
$39,270 |
|
$50,000 |
3 |
FYE 6/30/13 |
$497,230 |
2.500% |
$12,431 |
$37,569 |
|
$50,000 |
4 |
FYE 6/30/14 |
$459,661 |
2.500% |
$11,492 |
$38,508 |
|
$50,000 |
5 |
FYE 6/30/15 |
$421,152 |
3.250% |
$13,687 |
$36,313 |
~ |
$50,000 |
6 |
FYE 6/30/16 |
$384,840 |
0.000% |
$0 |
$50,000 |
$5,000 |
$55,000 |
7 |
FYE 6/30/17 |
$334,840 |
0.000% |
$0 |
$50,000 |
$5,000 |
$55,000 |
8 |
FYE 6/30/18 |
$284,840 |
0.000% |
$0 |
$50,000 |
$5,000 |
$55,000 |
9 |
FYE 6/30/19 |
$234,840 |
0.000% |
$0 |
$50,000 |
$5,000 |
$55,000 |
10 |
FYE 6/30/20 |
$184,840 |
0.000% |
$0 |
$50,000 |
$5,000 |
$55,000 |
11 |
FYE 6/30/21 |
$134,840 |
0.000% |
$0 |
$50,000 |
$10,000 |
$60,000 |
12 |
FYE 6/30/22 |
$84,840 |
0.000% |
$0 |
$50,000 |
$10,000 |
$60,000 |
13 |
FYE 6/30/23 |
$34,840 |
0.000% |
$0 |
$34,840 |
$10,000 |
$44,840 |
14 |
FYE 6/30/24 |
$0 |
0.000% |
$0 |
$0 |
$0 |
$0 |
15 |
FYE 6/30/25 |
~ |
~ |
~ |
~ |
~ |
~ |
|
|
Total |
|
$59,840 |
$575,000 |
$55,000 |
$689,840 |
Selectwoman Nosal moved to change the interest rate to 0% until the principle is repaid. Selectman Sibley seconded the motion. Motion passed.
WPCA Chair Kurt Zemba and Budget Coordinator Doug Wilkinson presented the WPCA’s proposed budget. Mr. Wilkinson stated that four of the line items: Legal ($45,000), Consultant/Testing ($12,000), Engineering Consulting ($25,000), and Wages comprise 94% of the total budget of $115,492.
In previous years testing was primarily geared toward sewer avoidance on the shoreline. Mr. Wilkinson said that budget line has been reduced by $5,000 for shoreline testing because of the wastewater project. Going forward, testing will be geared toward sewer avoidance in other parts of town and as required by the Health Department.
First Selectwoman Reemsnyder said the Wage line may move out of the WPCA budget. She has asked the Town Sanitarian to assess Health Department staffing needs. She said the Town has always provided staff for the work required of the WPCA.
In response to questions from the Selectmen, Mr. Zemba stated that all expenses related to the wastewater project will be repaid to the Town once bonding for the project takes place. The WPCA is working with their engineer to codify expenses and identify those that are wastewater related.
Selectwoman Nosal asked for clarification on the WPCA budget process. Mr. Zemba stated that the WPCA authorizes invoice payments and defers to the Finance Director for all accounting and banking matters.
Selectman Sibley said it would behoove the Boards of Finance and Selectmen and Finance Director to meet with the WPCA to discuss the Town’s financial practices. He said all payments are reviewed by the Town Treasurer and countersigned by a member of the Board of Selectmen. He suggested revisiting WPCA financial procedures after the current budget process is concluded.
Mr. Zemba confirmed that he will meet with members of the Board of Finance and First Selectwoman Reemsnyder to discuss the WPCA budget before the next Board of Finance meeting.
First Selectwoman Reemsnyder provided background on the Town’s Septage Transfer Station.
The Town had septic lagoons until the State pushed to eliminate them due to concerns about leeching and odor. The State then required municipalities to provide a transfer facility to handle its septage.
The Town collaborated with Shoreline Sanitation to create what is the Septage Transfer Station. Initially, the Transfer Station handled 1 million gallons per year.
Old Lyme Sanitation (formerly Shoreline Sanitation) owns the Station land.
The Town holds the Permit for the Station, which is allowed to process 3 million gallons annually. By comparison, the New London facility processes 10 million gallons daily.
The Town Permit identifies Gary Yuknat as the operator of the Station.
Some equipment at the Station is owned by the Town; other components are owned by Old Lyme Sanitation. Some de-watering equipment is now owned by Wind River.
The current 4 year contract between the Town and Shoreline Sanitation for the Septage Transfer Station expires in December 2015.
Originally, septic haulers were authorized by the Town to offload septage at the Station at a rate of 8c per gallon. The Town was invoiced for 12c per gallon.
The purpose of the Town subsidy was to keep the cost to residents down and encourage them to abide by the 7 year pumping schedule. The First Selectwoman checked with a Deep River hauler who charges $260 for a 1,000 gallon pumpout. Wind River is charging $289.50 for the same.
Haulers are paying 9c per gallon to offload septage in Deep River.
The current system has also enabled the Town to gather data about septic systems in town.
The Town still subsidizes pumpouts at 4c per gallon, but the Station now processes 3 million gallons per year. Two million gallons are from other towns.
First Selectwoman Reemsnyder said there has always been a good collaboration between the Town and Gary Yuknat, but the Station situation has changed.
The Board of Selectmen can vote to extend the contract for 4 more years, but needs to understand what is different since Shoreline Sanitation was sold to Wind River.
The First Selectwoman said the Board of Selectmen needs to understand the consequences and repercussions of different options, and should consider whether we are still passing on a savings to our residents.
She acknowledged the value of data gathered about septic systems, and asked the Town Sanitarian about the impact if the Town did not subsidize the pumpouts. The Sanitarian indicated that an Ordinance could satisfy a data gathering requirement.
The First Selectwoman corrected statements in a memo from former WPCA Chair Tom Risom that the Septage Transfer station only accepts septage from Old Lyme, and that a State Statute requires Towns to provide for disposal of sanitary waste. Both were initially true but neither is the case today.
Selectwoman Nosal observed during a tour of the Septage Transfer Station that septage from Old Lyme was kept separate from other towns.
Selectman Sibley said the Town Sanitarian should be the managing agent on this. Because the Town is also facing a change in its Trash and Recycling management, he suggested forming a small committee of the Sanitarian, First Selectwoman, Public Works and Gary Yuknat to review and assess the situation.
First Selectwoman Reemsnyder may ask the Sanitarian to attend the next Board of Selectmen meeting to provide guidance.
- OL Rowing Assoc. out of town members
The Parks & Recreation Commission has recommended that Old Lyme Rowing Association members who park at Hains Park be required to purchase beach stickers. They suggested stickers in a different color and at a fee $20 higher than the resident rate.
First Selectwoman Reemsnyder’s research showed it would be cost-prohibitive to print different color stickers. She suggests parking permits printed on colored card stock. She does not recommend charging $20 more than the resident sticker price.
Selectman Sibley would like to see further discussion with the Parks & Recreation Commission, Old Lyme Rowing Association and the Board of Selectmen. Because the Town only enforces beach parking regulations elsewhere in town between 9 and 5, he would like to focus on those hours only. Non-resident permits should not be required before 9am or after 5pm.
Selectwoman Nosal referred to correspondence with OLRA officials and expressed the hope that rowers are not being singled out. She also believes charging a higher fee for non-residents is unfair and does not want to see young people unfairly impacted.
She is not sure that charging a higher non-resident parking rate complies with STEAP Grant requirements for the Hains Park Boathouse.
Selectwoman Nosal moved to maintain the same beach sticker rates as last year. Selectman Sibley seconded the motion. Motion passed.
Permitted parking lots in the Sound View area currently pay $30 per space as their permit fee. This was a compromise from the SoundView Commission’s recommendation of $40 per space two years ago. A decision on the 2015 fee is needed by April 6.
Selectwoman Nosal wants to be certain that Parking Lot owners have been following other requirements, including signage about beach regulations and line-marking.
The Town provided the original signs.
Selectman Sibley emphasized the importance of consistent signage. As beach regulations are amended, the Town will incur expense for new signs.
Should Parking Lot Permit fees be increased? Should Lot owners be assessed a one-time fee to cover the Town’s signage costs? The Board of Selectmen will request the Sound View Commission’s input and will consider the matter at their April 6 meeting.
6. Public Comment:
Nancy Hutchinson commented that some issues raised by the Board of Selectmen in their discussion about parking stickers for non-resident OLRA members are covered in a table that accompanied the Parks & Recreation Commission’s recommendation.
7. Other Business:
Selectwoman Nosal has learned from District 18’s Tammy Noyes that both Mile Creek and Lyme Consolidated schools are part of the Nutmeg Network. Ms. Noyes also told her that Project Learn’s Nutmeg connection can provide a back-up if the District connection is down.
Selectwoman Nosal attended the Zoning Commission meeting for a presentation from
Torrance Downs on new standards proposed by the Gateway Commission. She said our Zoning Commission requested stronger language about tree cutting. She also attended a recent workshop on Understanding Parliamentary Procedure, and understands the goal should be to run an efficient and effective meeting.
Selectwoman Nosal asked if a building permit for work at the Cross Lane concession stand has been signed. First Selectwoman Reemsnyder confirmed that she has signed the permit, and has also received an in-depth report from the Sanitarian confirming that a well installed there in 2011 went through the proper permitting process.
First Selectwoman Reemsnyder reported that many activities are planned during Solar Week (3/12 – 3/28), including a Saturday workshop at Town Hall and events at the OLPGN Library. All events will be posted on the Town website.
She has signed a contract for electric generation for 6.45c per kWh. All Town buildings, District 18, OLPGN Library, and Old Saybrook are also covered by the contract, which will go to auction after three months. In December 2014, the Town Hall was paying 8.5 to 9c per kWh.
The First Selectwoman was asked to look at an Academy Lane parking situation and learned that the local Traffic Authority is the First Selectwoman, not the Board of Selectmen. She will keep the Selectmen updated on the situation.
8. Executive Session:
None.
9. Adjournment:
Selectman Sibley moved to adjourn at 6:13pm. Selectwoman Nosal seconded the motion.
Catherine Frank
3/13/15
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