TOWN OF OLD LYME
BOARD OF SELECTMEN
REGULAR MEETING MINUTES
Meeting Date: Monday 21 March 2016 – 7:30 PM
Location: Meeting Hall, Old Lyme Memorial Town Hall
1. Approval of Minutes: 7 March 2016
A motion was made by, Selectman Sibley seconded by, Selectwoman Nosal to approve the minutes of the March 7, 2016 Special Meeting. Motion passed.
2. Communication: None
3. Appointments: Cynthia Taylor (U) – HDC, alternate – 1 yr. term exp. Jan. 2017
A motion was made by, Selectman Sibley seconded by Selectwoman Nosal to appoint Cynthia Taylor (U) HDC, alternate for a 1 year term to expire January 2017. Motion passed.
A motion was made by Selectwoman Nosal seconded by Selectman Sibley to move New Business items 5A & 4D up on the agenda. Motion passed.
5. New Business:
- Update on PW Tank removal/spill – David Cook
First Selectman Reemsnyder gave a preface from the last meeting on the Public Works tank removal/spill and introduced Dr. Cook, from GEO Science Technical Services Inc. retained by the Town of Old Lyme.
Dr. Cook gave a comprehensive overview of the testing and results that have been completed as required by the CT DEEP. The testing has been completed on all required areas to the satisfaction of the DEEP, and they will send a letter if they require any further testing. It was determined that the leak came from the nozzle, possibly over time, and not the tanks. Options for ensuring this does not occur again include putting in a cement slab around the pumps. The BOS concurs this is something that should be looked into in an effort to be proactive.
4. Old Business:
- Budget Request Park & Rec Commission
Members of the Park & Rec Commission, Nigel Logan and Mary Ellen Garbarino, attended the meeting (the Chair of the committee was unable to attend) to discuss and answer the questions the BOS had regarding their budget requests. They also assured the BOS that the requested budget allocations were not intended for use against the town.
First Selectman Reemsnyder reported that the BOF has approved a budget for the Park & Rec Commission for this year to include; a clerk and $10 misc. lines.
Due to the timing the budget will stand with these two lines for this year and be adjusted as necessary next fiscal year. It was recommended that if there were any legal needs, the Park and Rec Commission utilize the town attorney this year and track its legal expenditures to propose if necessary a separate legal line item for the next fiscal year. It was also recommended that the Town reach out to CCM and other towns to see how they handle these issues. It may also be a good idea to join an Association of Parks & Rec to collaborate with and get an idea of Best Practices; this could also include access to legal guidance in specialty areas as well. Everyone agreed that meeting to discuss the goals of the commission and town more often would be a good idea.
- Boathouse Hains Park Improvements
First Selectman Reemsnyder reported Chairman Paul Gianquinto attended the last ZBA meeting to request the Zoning Board of Appeals to schedule a special meeting in early April to address the variance requests. The meeting has been scheduled for April 5th. This will allow the application for the special permit to go before the Zoning Board meeting scheduled for April 11th.
Selectman Sibley reported that once the variances are approved they will continue to move forward getting documents prepared and reviewed for the next step in getting the bids out. The goal is to begin construction in late August. This should take 6-8 weeks causing as little disruption as possible.
- Rte. 156 Bikeway/Sound View Improvements
First Selectman Reemsnyder reported that the Soundview Improvement Committee has met since the last BOS meeting and the RFQ for the inspector has been published and the due date is in early April, so we should have a chance to see what has come in soon. They will follow the same process that was followed for hiring the engineer.
Selectwoman Nosal reported that it has been determined by ConnDot that the lighting is not eligible for the grant sharing part of the construction. If the bids come in low the additional money could be used toward the lighting, if not they will continue to strategize and look into other options.
They got feedback from the Fire Marshall on the entrance to the parking lot where the fire hydrant is located; this area should be cordoned off for emergency parking only.
The presentation for the public is scheduled for the end of April.
- Administrative Order/WPCA Update
First Selectman Reemsnyder reported that at the last meeting of the WCPA the Chairman discussed the options they had. The options include a recommendation for sewers in Soundview and monitoring in Hawks Nest Beach, which would meet the DEEP requirements as well as the Health Director’s directive. They hope to make a recommendation at the next meeting on one option and will then ask the engineer for a scope of work and the costs associated with it. She will share this information with the BOS when she gets the final decision. This will mean an amendment to the original contract; including a clear scope of the work to finalize the plan and submit an environmental impact report.
On March 14th she met with WPCA Chair Rich Prendergast, WPCA member Doug Wilkinson and BOF Chair Andy Russell to review and make adjustments to the WPCA budget request and settled on a budget with tentative approval from the BOF.
Rich Pendergrass, Doug Wilkinson, Andy Russell and First Selectman Reemsnyder will likely comprise the Task Force recommended by the attorney who reviewed WPCA.
She also reported she received a call letting her know that they are in compliance with DEEP requirements today and will be receiving this in writing along with a request for a timeline for the project.
- Town Meeting 3/7/16 Update
First Selectman Reemsnyder gave an update on the Town Meeting;
The approval of the expenditure of $210,000.00 for Marine Patrol Unit, $85,000 from FY 16 budget and the extra $125,000, which will likely come out of surplus - was approved unanimously.
The approval of the expenditure of $35,000 from the Town Buildings Improvement Fund for exterior work in the old section of Town Hall including; painting, removal of lead paint and repainting those areas with two coats, replacement of the skirt boarding and power washing the outside of the building. This will come out of the fund that already exist – was approved unanimously.
5. New Business:
- HDC Letter regarding parking at Village Shops
First Selectman Reemsnyder read a letter she received from Mr. Pfeiffer, the chair of the Historic District Commission, as well as a letter from the attorney for the Village Shops in regards to parking. She has touched base with the Resident Trooper and there have been no complaints or accidents on record for the past five years in this area. The attorney indicated that they are working with business and land owners to come up with a solution. As the Local Traffic Authority, the BOS discussed options such as; parallel-vs-perpendicular parking, possible yield sign and 15mph speed sign.
- Osprey Festival – LOL Chamber of Commerce/SV Commission
First Selectman Reemsnyder gave an overview of the Osprey Festival planned by the LOL Chamber of Commerce in collaboration with the Sound View Commission for June 18th in Sound View to highlight the area. Some of the issues/questions raised during the discussion included; waiving parking fees for the day, allowing another entity to charge for parking, parking ban, alternate and overflow parking, closing Hartford Ave. for that length of time, week-end event, and the possible increase of safety patrols needed in that area for the day. The BOS agrees it would be a good idea to invite the Sound View Commission to attend the next meeting to further discuss the logistics and questions raised.
- Town of Old Lyme Anti-Fraud Policy
The BOS reviewed and discussed the first draft of the Old Lyme Anti-Fraud policy the town needs to adopt. The BOS had a few questions and recommended a few changes and clarification on the fraud reporting procedure in regards to the Regional School District, as it is comprised of two towns (Lyme and Old Lyme). It also needs to be decided how this will be implemented and what is the best way to get this incorporated into annual training. This will be put on the Agenda for the next meeting for further discussion. This policy will be effective upon approval of the BOS.
- Guide for Boards, Commissions & Committees: Review
First Selectman Reemsnyder gave an overview of the guidelines Cathy Frank has developed to assist new members of government, committees and commissions on how business works at the government level. Some of the topics included were; board responsibilities, vacancies, agendas, minutes, regular, special and emergency meetings, budgets, bids and grants, documentation and record keeping. This would act as a guidance to assist new members by clarifying requirements and answering questions.
The BOS agree it should be printed into a booklet format and presented to all new members as well as being posted on the town website.
First Selectman Reemsnyder thanked Cathy Frank for all of her hard work on this project and will send this document onto Selectwoman Nosal and Selectman Sibley for their review.
- Neighborhood Assistance Act – set hearing date
The BOS set the hearing date for April 18, 2016 at 3:30PM. There are currently two applicants to be reviewed:
- The Lyme Art Association
- The Florence Griswold Museum
A motion was made by, Selectwoman Nosal seconded by Selectman Sibley to add item g. Application for the $600,000 Grant to the agenda. Motion passed.
- Application for the $600,000 Grant
First Selectman Reemsnyder reported that she has received the Personal Services Agreement for the $600,000 to assist with the landfill closure costs. The Grant needs to be signed and returned with the “Certified Resolution”. This has been reviewed by the Finance Director and will be reviewed by the Town Attorney and then sent into the CT DEEP.
A motion was made by, Selectman Sibley to adopt the following:
Be it resolved that it is in the best interests of the Town of Old Lyme to enter into contracts with the Department of Energy and Environmental Protection.
In furtherance of this resolution, Bonnie A. Reemsnyder, the First Selectwoman, is duly authorized to enter into and sign said contracts on behalf of the Town of Old Lyme. Bonnie A. Reemsnyder currently holds the Title of First Selectwoman and has held that office since November 17, 2015. The First Selectwoman is further authorized to provide such additional information and execute such other documents as may be required by the local, state or federal government in connection with said contracts and to execute any amendments, rescissions, and revisions thereto.
Seconded by, Selectwoman Nosal. Motion passed.
6. Public Comment: None
7. Other Business:
- First Selectman Reemsnyder reported she has received a letter of resignation from Officer Thomas Heinssen, who will be accepting a new position at the end of April.
- First Selectman Reemsnyder reported she has received a letter of resignation from the Town Attorney, who will be retiring effective June 2016. Cathy Frank has started looking into RFQ’s for Attorneys. She is also interested in putting together a small search committee, possibly including the current labor attorney to ensure she gets input and ideas so the town gets the best possible candidate to address the needs of the Town.
- Selectman Sibley gave an update on his meeting with Sennheiser for a sound system for the Town Hall. He should have possible options within the next couple of weeks. This is in the budget for this year and Sennheiser also indicated some of this may be pro bono. He will keep the BOS up to date as he gets more information.
- Selectman Sibley mentioned he saw the Blight Ordinance that East Lyme has developed and noted how straight forward and easy it is to understand. He would like to see this issue put back on the radar to address some of the properties in town. First Selectman Reemsnyder agrees it is a good ordinance, but supports all of the work the committee has done so far on developing an ordinance for Old Lyme and would welcome help with this.
Selectwoman Nosal asked if there was any new information on the NEC Futures plans. First Selectman Reemsnyder shared that she attended a meeting with the project management team and at this time they will not be going forward with an aerial structure, which means the possibility of a tunnel, which raises other issues. She did note that the environmental impact statement had over 1200 comments received from Old Lyme and their voices were heard.
At this time she has nothing definitive to report, however she is in the process of drafting a letter to send so she can get something back in writing. Once she has more conclusive information she will share it with the BOS.
8. Executive Session: None
9. Adjournment:
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal to adjourn at 10:11 PM. Motion passed.
Submitted by:
Patti Broedlin
March 28, 2016
NOTICE: Messages to or from the Town of Old Lyme domain are subject to the Freedom of Information statutes and regulations.
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