TOWN OF OLD LYME
BOARD OF SELECTMEN
SPECIAL MEETING 6 April 2015
The Board of Selectmen held a Special Meeting at 5:00 PM on 6 April 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: 11 March 2015
Selectman Sibley moved to approve the Minutes of 11 March 2015. Selectwoman Nosal seconded the motion. Motion passed.
Approval of the Minutes of 2 March 2015 will be included on the agenda of the next Board of Selectman meeting.
2. Employer Support of Guard & Reserves (ESGR) Signing
First Selectwoman Reemsnyder recognized the Town’s Veterans’ Services representative Tony Vallombroso and the State Chair of ESGR, Ted Graziani. Mr. Graziani addressed the importance of the Town’s public reaffirmation of its support for members of the Guard, the Reserves, and military veterans.
The First Selectwoman noted that employer support is the law. An Employer Support statement was publicly signed by the Board of Selectmen.
3. Communication: Letter from SV Commission
First Selectwoman Reemsnyder read aloud a letter from the Sound View Commission in which the Commission requested that the Board of Selectmen clarify that the Commission’s responsibilities include the management, control and development of recreational facilities and expenditures encompassed within the Sound View Commission jurisdiction.
She said the issue will be included on the agenda of the next Board of Selectmen meeting. Selectman Sibley agreed that the discussion will present a good opportunity
to clarify responsibilities so that the Sound View Commission, Parks & Recreation Commission and Sound View Bike Path Grant Committee all understand their role(s).
4. Appointments:
None
5. Old Business:
First Selectwoman Reemsnyder provided a brief overview of the Wastewater Management project. A study was approved two years ago at a cost of approximately $185,000. The study recommended implementation of a community system to deal with shoreline septic problems. DEEP comments on the recommendation led the Town’s WPCA to abandon the idea of a community system due to anticipated high costs, but the WPCA voted to continue dealing with shoreline problems by connecting with the regional facility located in New London.
The WPCA had engaged the engineering services of Woodard & Curran for the Wastewater Management Study and continued to work with that firm, which responded to the DEEP’s requests for additional data through the summer of 2014. The additional costs associated with those requests were discussed at WPCA meetings in June and July, and at a Public Information session in September. The WPCA believed that the Board of Selectmen would schedule an October 2014 Town Meeting to approve the project and all associated costs.
The First Selectwoman said the WPCA, Boards of Selectmen and Finance, and Finance Director had all expressed concern about unapproved, unbudgeted project costs in recent months. She distributed a spreadsheet outlining project costs to date, and asked Wastewater project engineers Dave Prickett and Jay Sheehan to explain the data.
Dave Prickett reviewed the data which he described as a summary of costs over the course of the entire study. He noted that the WPCA decision was based on timelines and economies of scale. The intent was to save significant expense through parallel projects (the Town’s and the chartered Beach Associations’) that would share an infrastructure. Two amendments were submitted to the DEEP in response to the DEEP’s request for additional data.
Amendment #1 was submitted at an anticipated cost of $110,000. $77,450.80 of that cost was preapproved for Clean Water Fund(CWF) eligibility by the DEEP. Jay Sheehan said the Public Information part of the process led to the DEEP’s request for additional information, submitted as Amendment #2, at a cost of $80,607.23. The DEEP has given verbal preapproval of that cost for CWF eligibility.
Additional potential costs include a DEEP required environmental assessment ($15,000), updates to the report ($25,000) and supporting the Town in the Town Meeting process ($10,000).
First Selectwoman Reemsnyder recommends scheduling a Town Meeting for approval of all unbudgeted and anticipated costs.
WPCA Chair Kurt Zemba said the DEEP has been notified that the Town will not comply with additional requests for more data and Woodard & Curran is aware that additional work is not authorized.
Selectwoman Nosal noted that the intent all along was to seek approval for this expensive project at a Town Meeting. Selectman Sibley reiterated his concern over unbudgeted costs and stressed the importance of focusing on the Town’s budget process and ongoing communication with the Boards of Finance and Selectmen.
First Selectwoman Reemsnyder will continue to work with the Finance Director to refine the cost summary. She said the DEEP has made it clear that they want the project to move forward. Dave Prickett said it is important to note that the cost(s) in question represent less than 1% of what would be the total project cost.
A decision on going to Town Meeting will be made at the April 20 Board of Selectmen meeting.
Finance Director Nicole Stajduhar said she will reach out to the Boards of Selectmen and Finance in order to finalize the proposed policies. Some policies, especially the Town Bidding Policy, need a threshold, and she needs to consult with the Town Treasurer to finalize the Investment Policy. The Policies will be revisited by the Board of Selectmen at a future meeting.
Selectwoman Nosal moved to move 6a under New Business: Private Duty Rate for Police up in the agenda. Selectman Sibley seconded. Motion passed.
6. New Business:
- Private Duty Rate for Police
Finance Director Stajduhar described the research conducted on private duty rates.
She recommends hourly rates of $65 for private duty; $55 for private duty to non-profits; and $25 for police car use during an 8 hour private duty shift.
Selectwoman Nosal moved to request input from the Board of Finance at their April 7 meeting. Selectman Sibley seconded.
Board of Finance Chair Andy Russell said the April 7 meeting is a Special Meeting, so additional items cannot be added to the agenda. Selectwoman Nosal withdrew her motion. Selectman Sibley agreed.
Selectman Sibley moved to approve the Finance Director’s proposal to set Police Private Duty hourly rates at $65 and $55 for non-profits, and set a flat rate for use of a police car at $25. Selectwoman Nosal seconded. Motion passed.
The rates will be revisited when police contracts are reviewed.
- Grandview Ave. Motion Correction
First Selectwoman Reemsnyder said the address provided to the Selectmen for a motion passed at their March 2, 2015 meeting was incorrect. A revised letter of January 20, 2015 has been received from Stuart Fairbank, P.E. with the correct address.
Selectman Sibley moved to correct the address in the motion passed on March 2, 2015 from 24 Grandview Avenue to 32 Grandview Avenue. Selectwoman Nosal seconded. Motion passed.
- Boathouse/Hains Park Improvement Cte. Update
First Selectwoman Reemsnyder reported that the Boathouse Hains Park committee met on March 26 and reviewed the design needs for the boathouse, including recommendations from Regional School District 18. District 18 representatives including John Rhodes and Superintendent Ian Neviaser, the high school principal, crew coaches, and athletic director, and Paul Fuchs developed design recommendations that would maximize safety, security and supervision. The Boathouse/Hains Park Committee voted to pass those recommendations on to the architect for consideration. Their next meeting is scheduled for the second Thursday in April.
Selectman Sibley said it was appropriate to seek District 18 input. He believes the appointment of new committee members and ad hoc participation have led to good discussion among the Boathouse Committee, Parks & Recreation Commission, and District 18.
- Rte. 156 Bikeway/Sound View Improvements Update
Selectwoman Nosal said the Route 156 Bikeway Committee discussed the need for a Parking and Safety Study at their March 24 meeting. The Committee anticipates a report on the study scope and estimated budget so they can consider moving forward with the Study. The next meeting is scheduled for April 7 at 4:30pm.
First Selectwoman Reemsnyder summarized the background of the Town’s septage transfer station.
The Town has had a Permit to handle septage since the early to mid-90’s. The transfer Station replaced the Town’s septic lagoons. Gary Yuknat of Shoreline Sanitation managed the Septage Transfer Station, at an annual cost to the Town of $30,000. The Town provided a subsidy to residents through a discounted charge to septic haulers of 8c per gallon. The Town paid 12c per gallon. In return, haulers were required to file a report with the Town, providing details about the condition of residential septic systems. As a result, the Town now has 20 years of data about those systems.
At present, the State no longer requires Towns to provide septage transfer facilities. The current agreement with the Board of Selectmen about the Septage Transfer Station will expire in December 2015. The Board of Selectmen can extend the agreement for four more years if they choose.
The First Selectwoman consulted with Sanitarian John Sieviec, who does not believe the Town needs to continue the current process.
The First Selectwoman also found that Wind River is charging $289.50 for a 1,000 gallon pumpout, compared with EnviroTech’s charge of $260 . Haulers are paying 9c per gallon to offload septage in Deep River. The Town of Old Lyme is paying 12c per gallon.
She said the Town wants to continue gathering data and can accomplish that through an Ordinance that includes fine(s) for noncompliance. The First Selectwoman has discussed the matter with the WPCA, which agreed there is no need to continue the subsidy. She also discussed it with Tom Risom, who also agreed there is no need for the Town to continue subsidizing pumpouts and is willing to accompany her to a meeting with Wind River.
After discussion, the Selectmen concurred that First Selectwoman Reemsnyder should proceed to schedule a meeting with Wind River that Tom Risom will attend.
- Beach Stickers for OLRA non-residents
First Selectwoman Reemsnyder said she received an email on this matter from Parks & Recreation Chair Bob Dunn. She declined to read the message aloud as requested because she said the content had already been discussed by the Selectmen at their previous meeting.
The Parks & Recreation Commission recommended that non-resident Old Lyme Rowing Association members who park at Hains Park be required to purchase beach stickers in a different color and at a cost $20 higher than residents. The Selectmen could not justify the high cost of different color stickers and decided charging the same cost of $25 for a limited used permit would be fair.
First Selectwoman Reemsnyder shared a draft non-resident Parking Permit printed on purple card stock. The non-resident Permit would be required from Memorial Day through Labor Day between the hours of 9am and 5pm, the same hours when parking is enforced at Sound View.
The Selectmen concurred that they do not want non-resident requirements to adversely impact students. Selectman Sibley suggested adjusting the start date to coincide with the academic calendar. Selectwoman Nosal does not want to penalize parents who may be parking while they wait to wait up student rowers.
First Selectwoman Reemsnyder said that enforcement at Hains Park does not typically begin until the end of the school year.
Selectman Sibley moved to require a non-resident Parking Permit from Memorial Day through Labor Day from 9am to 5pm, at a cost of $25. Selectwoman Nosal seconded. Motion passed.
First Selectwoman Reemsnyder read a letter from the Sound View Commission with recommendations about Private Parking Lot renewals. In addition to recommendations about the rate and required signage, the Sound View Commission has asked that permitted lot owners not be fined if they have a clearly designated area for unpaid parking for themselves or for friends.
Selectwoman Nosal moved to maintain the 2015 Private Parking Lot rate at $30 per space. Selectman Sibley seconded. Motion passed.
Selectman Sibley reiterated his concern that all signage be standard and consistent and that signage requirements be included in the renewal letter.
6. New Business:
- Summer Recycling schedule for beach areas
Old Lyme Sanitation owner Gary Yuknat has asked if the Board of Selectman would like to change the Summer 2015 trash/recycling pick up schedule in the beach areas. Currently, trash is picked up twice weekly and recycling is picked up once every other week. An alternative would be to pick up both trash and recycling once every week.
The Selectmen expressed concern that there is not enough time to communicate with shoreline residents about a change for this summer.
Selectwoman Nosal said this idea was discussed by the Recycling Grant Committee. She would like to discuss the possible change with shoreline residents to see if they are amenable to the change.
Selectman Sibley believes the idea is worthy of investigation but is concerned about the intermingling of trash and recycling. He would like to gather additional information before making a change.
First Selectwoman Reemsnyder would like to reach out to shoreline residents this summer and continue to discuss the idea. She hopes the Board of Selectmen will be able to establish the standing solid waste/recycling committee soon.
7. Public Comment:
Dimitri Tolchinski, shoreline resident and 17 year WPCA member addressed two topics. He does not believe changing the summer trash/recycling schedule is a good idea, and said there is confusion about the bi-weekly recycling schedule.
He does not believe the Town realizes any benefit from subsidizing residential septic pumpouts.
Christina Gotowka said she hopes the requirement for non-resident OLRA passes will answer the question of how many non-residents are using Hains Park. She questioned only requiring the permits in the summer months because the rowing season runs from April through November. She asked if there is an insurance liability component to requiring a pass.
Kurt Zemba, WPCA chair, stated that the wastewater project is complicated and emotional. He said the costs associated with Amendment #1 had been discussed at WPCA meeting in June and July and a WPCA public forum in September, and that all three members of the Board of Selectmen had been present at most, if not all, of those meetings. He said the WPCA had asked for details as soon as subsequent additional costs became apparent, and hit the “pause” button on the project within 2 weeks of that notice. He suggested it would be better for those with concerns to ask questions rather than made definitive statements, and said the WPCA’s engineers would attend the Board of Finance meeting on April 7 to answer questions if needed.
Andy Russell, Board of Finance chair, expressed thanks to WPCA volunteers for their work on a complicated project. He said the Board of Finance is concerned with dollars and it is essential to have ongoing communication on complicated projects. He wants the WPCA, Board of Finance and Selectmen, and the Finance Director to be on the same page.
Frank Pappalardo, Sound View Commission chair, thinks weekly recycling pick up would be helpful. He suggests conducting a survey through the Federation of Beaches to gather resident input.
He addressed the issue of signage for Private Parking Lots. He is looking into possibly incorporating the later cooler size rules from 2014 into the Beach Rules signs provided in 2012.
Due to the length of the meeting, he agreed to reserve comments on recreational facilities for discussion at a future Board of Selectmen meeting.
8. Other Business:
First Selectwoman Reemsnyder reported that a recommendation from the Rogers Lake Weed Committee will be brought to the April 20 Board of Selectmen meeting.
The Town has received approval from the DEEP for the Academy Lane fire dock.
She has scheduled a Public Hearing on Neighborhood Assistance Act grant proposals for 3:30pm on April 20. The Board of Selectmen meet at 4pm that day.
Selectwoman Nosal referred to correspondence from Parks & Recreation about a skateboard park that she would like to discuss at the next meeting. She also looks forward to discussing a proposed document retention policy.
9. Adjournment:
Selectman Sibley moved to adjourn at 7:23pm. Selectwoman Nosal seconded the motion.
Catherine Frank
4/07/15
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