TOWN OF OLD LYME
BOARD OF SELECTMEN
REGULAR MEETING MINUTES
Meeting Date: Monday 4 April 2016 – 7:30 PM
Location: Meeting Hall, Old Lyme Memorial Town Hall
1. Approval of Minutes: 21 March 2016
First Selectman Reemsnyder requested the following changes to the minutes:
Pg. 1, 4. Old Business: d. Budget Request Park & Rec. Commission
After the first sentence, add “The Park & Rec requested $3000 for legal expenses, and $10 for contracted services. Mr. Logan & Ms. Garbarino described the reasoning for the legal request &”, then continue with “they also assured…”
Pg. 3, 5. New Business: b. HDC Letter regarding parking at Village Shops
On second line, add the word “owner” after Village Shops.
In the third sentence, add “for the Village Shops owner” after the word attorney, and before the word indicated.
e. Guide for Boards, Commissions & Committees: Review
In second line, change the word government to boards.
A motion was made by, Selectman Sibley seconded by, Selectwoman Nosal to approve the minutes of the March 21, 2016 Meeting as amended. Motion passed.
2. Communication: None
3. Appointments: None
A motion was made by Selectwoman Nosal seconded by Selectman Sibley to move Old Business item D up on the agenda. Motion passed.
d. Frank Pappalardo, Chairman of the Sound View Commission and Mark Griswold, President of the LOL Chamber of Commerce gave a detailed overview of the plan to date and addressed the questions the BOS had at their last meeting for the Osprey Festival scheduled for June 18th. The Sound View Commission and Chamber of Commerce have been working closely with the Resident Trooper, public safety and public works to ensure all aspects of safety, traffic and parking are addressed. As preparations progress, modifications and changes will be made if any issues arise.
The BOS are supportive of the Festival and agree it is a good way to highlight the area and bring members of the Community who do not typically visit the Sound View area down to the beach. The BOS thanked Frank and Mark for all of the work they have done so far and look forward to hearing more as the plans progress.
The BOS would like to discuss further:
- The parking fees the day (but agree they would like to stay with kiosk payment system for payment in the main Hartford Ave. parking lot)
- The possibility of adjusting the rates
- The possibility of donating a percentage of the parking fees for the day to the Chamber of Commerce
- The possibility of allowing other areas not typically allowed to charge for parking to provide overflow parking for that day
4. Old Business:
- Boathouse Hains Park Improvements
First Selectman Reemsnyder reported the ZBA Special Meeting is scheduled for tomorrow night to review the variances requested for approval. The Zoning Commission Special permit meeting is scheduled for Mon. April 11th.
There was an email that came out from the BOF Chairman, Andy Russell who received a call from Steve Dix regarding the article on Lymeline.com questioning why they were not just putting on an addition. Andy is aware this idea was vetted during all of the Hains Park Committee meetings to address the concerns raised, including; the buildings being too close together, safety, maintenance, and having rolling boat racks. They may be scheduling a meeting to discuss this further and to address Mr. Dix’s questions.
- Rte. 156 Bikeway/Sound View Improvements
First Selectman Reemsnyder reported that the committee met today and has received nine packets for the Inspector RFQ. The team will meet to review these and will submit their recommendations for interviews.
Selectwoman Nosal gave an update on the last two meetings
- The final design plan has been given to VHB and they are meeting with the engineer from BSC and then it will be forwarded onto ConnDOT for approval.
- The Fire Chief has received copies of the Hartford Ave. plan he requested for his final review.
- The RFQ packets will be reviewed to compile a short list of 5 for interviews once approved by ConnDOT.
- Received feedback from Eversource on the lighting, we are only being given the option for a standard bracket approved by Eversource. The Engineer is looking into finding a light fixture that will work on the bracket that meets the aesthetics and lighting requirements for Hartford Ave. If they cannot find something they will put the money into other improvements on Hartford Ave., and then plan for another lighting project possibly with LED lighting to include the 11 lights on Hartford Ave.
- The next meeting will be on the 25th at 4:30PM prior to the Public informational update session. The plans and schematics will be available and the Engineer will answer questions.
- Administrative Order/WPCA Update
First Selectman Reemsnyder reported she has received a letter from DEEP and the Town is in compliance as of March 22nd. The letter indicated that DEEP would like a plan submitted to them by April 29th. The next meeting is April 12th and she is hoping they will have a recommendation, and then a scope of work from the Engineers so they can move on this quickly.
- Osprey Festival – LOL Chamber of Commerce/SV Commission – Moved up on agenda
- Town of Old Lyme Anti-Fraud Policy
First Selectman Reemsnyder reviewed the questions raised at the last meeting;
Page 2, Reporting of Fraud section G. Old Lyme Board of Ed. Will be changed to, the Region 18, Board of Education. She spoke with Ian Neviaser, Superintendent of Schools and he agreed that if there is a concern regarding fraud, the report should go to the Superintendent of Schools unless it involves the Superintendent, then the report would go to the Chairman of the Board of Education.
Page 1, The Town of Old Lyme Anti-Fraud Policy would go into effect immediately upon approval of the BOS.
Page 3, The date the Ethics code was approved will be inserted.
This has been shared with the labor attorney. The Finance Director shared it with the Auditors and they stated this will address the concerns found during the audit.
Selectman Sibley would like to see the word periodically in regards to training in Sect. 7 changed to annually with a receipt of acknowledgement (documentation) by staff.
A motion was made by Selectwoman Nosal seconded by Selectman Sibley to adopt the Town of Old Lyme Anti-Fraud Policy effective April 4, 2016, with the recommended changes. Motion passed.
- Guide for Boards, Commissions & Committees: Review
First Selectman Reemsnyder emailed and provided hardcopy of the Guide for Boards, Commissions & Committees. The BOS reviewed and discussed the Guide and made recommendations for changes in verbage regarding; re-appointments, members being sworn in with each new appointment (each time re-appointed), bolding certain areas to make them stand out, all filled vacancies must be reported to the BOS by the chair, taking into consideration the State Statute for each Board & Commissions required representation, the appropriateness of content placed on the Town website may be subject to review and edits by the BOS, and clarification of Special Meeting minutes must be posted on the Website and the addition of Regular meetings, holding off on the BID policy until it is approved and in place.
First Selectman Reemsnyder and Selectwoman Nosal will work on updating the Guide for further discussion at the next meeting.
- Reminder: Neighborhood Assistance Act hearing 18 April 2016 @3:30 PM
First Selectman Reemsnyder reminded the BOS that the Neighborhood Assistance Act hearing is scheduled for the 18th of April 2016 @3:30 PM prior to the BOS meeting. The two applicants have been notified of the meeting and she has reached out to the third person who knew someone who may be interested in applying and has not yet heard back. She will officially post this with the two applicants listed on the hearing.
- Update meeting on NEC Futures Alternative 1
First Selectman Reemsnyder gave a brief review of the NEC Futures meeting that occurred last week on March 30, and thanked Selectwoman Nosal and Selectman Sibley for attending. Others invited to attend were all of the people who signed the letter sent in as a comment to the Federal Railroad Administration (FRA). At the meeting, she updated the group on a meeting with representatives from the FRA, USDOT, Parson Brinckerhoff (PB), and AECOM on March 11, 2016. In attendance representing the Town/Region were Sam Gold, Exec. Dir. of RiverCOG, John Forbis, HDC member, and Bennett “BJ” Bernblum, BOF member, as well as herself and a representative from Congressman Courtney’s office. The group gave a PowerPoint presentation, which indicated that an aerial structure would not be part of the plan, should Alternative 1 be the preferred
plan, but rather, a tunnel going from Old Saybrook to somewhere east of the center of Old Lyme, likely in the Whippoorwill Rd. area. The Town representatives made clear their concerns for the CT River Estuary, as it is an area of global importance, a fragile ecosystem, and any construction could cause irreversible damage.
First Selectman Reemsnyder also said that she sent a follow-up letter to FRA and PB, articulating the understanding of the outcome of the meeting and inviting corrections to the summary. First Selectman Reemsnyder has received acknowledgement of her letter to the FRA and PB, but has not yet received a response. She shared that the next step in the process is that the FRA/PB will review all comments received, and taking them into consideration, will announce their preferred alternative in the summer of 2016, will publish a Final Tier 1 EIS and Record of Decision in the Fall of 2016. Tier 2 EIS on the preferred alternative begins after the publication of the Record and could be in several phases over many years. She would like to wait a few more days for a response before posting the letter on the Town Website to avoid
confusion should there be corrections that may need to be made.
- Town Hall exterior work update
First Selectman Reemsnyder reported she met with John Flower, Ed Adanti and Mountzourres Painting, the vendor, to review the work to be completed on the Town Hall prior to starting. During this meeting, Mountzourres expressed he did not fully understand the scope of work expected and his quote was based on only part of the work involved, even though his contract contradicts that. His new quote is $4,000more than approved at the town meeting to complete the full scope of work. Along with the additional anticipated $2,000 for the Clerk of the works to oversee the work being completed, this will need to be brought to the BOF for approval.
After discussion of the additional costs, it was recommended by the BOS to start over with an RFP and put this job out to bid again. First Selectman Reemsnyder will look into putting the documents together.
A motion was made by Selectwoman Nosal seconded by Selectman Sibley to add an item to the agenda allowing an update on the Senior Center. Motion passed.
5. New Business:
a. Senior Center Donation Update
First Selectman Reemsnyder gave an update on the recommendation she received from the Old Saybrook Town Attorney, Michael Cronin regarding the bequeath made to the Old Lyme Senior Center. She reached out to Attorney. Cronin due to the conflict of interest with our Town Attorney, who represented the donor in his, will.
Attorney, Cronin recommends that the full amount of the donation should remain in the town of Old Lyme account and directly benefit the Old Lyme Senior Center. He does not recommend writing a check to the “Friends of the Senior Center” as this is a 501(c)3 with no association/obligation to the town of Old Lyme. He felt the spending of the donation could be handled by recommendations of the Old Lyme Senior Center Board of Directors.
First Selectman Reemsnyder has met with the Chairman of the Board of the Old Lyme Senior Center and the Chairman of the Friends of the Senior Center and shared the findings with them and they both seem ok with this.
She will attend the next Board meeting of the Old Lyme Senior Center to share the findings with them as well.
6. Public Comment: None
7. Other Business:
- First Selectman Reemsnyder gave an update on one final item regarding the Public
Works tanks. She has received notification from DEEP that no further testing is required.
She also confirmed that a slab has been installed at the pump station.
- She just received today, the impact for the Town’s Regional School District 18 budget and our numbers were in our favor by a tenth of a percent.
3. Selectwoman Nosal requested an update on the Town Woods Fields Maintenance contract. First Selectman Reemsnyder reported they received two bids for the work; the first bid was for $117,000 with a 2% increase each year and the second was for $101,000 per year for 3 years. The work was awarded to Daniel Jones Landscaping, who provided the second bid. He has an understanding of organic treatments for school and municipal fields. His recommendations were good and he also has the contract at the Lyme Library and has demonstrated he is reliable, dependable and flexible there.
4. Selectwoman Nosal asked if she has heard anything further on the Fire Department/
Ambulance Volunteer Incentive Program. She has received an email from Skip Beebee that there were a few corrections that needed to be made to the plan that she was not aware of after the last meeting. She reached out to Kissel, Tobin and asked them to make the changes. She just today had a conversation with them about the details of those changes and they will make the corrections, and then it will be time for them to have their final meeting.
Selectman Sibley stated he would hold his comments for the next meeting.
8. Executive Session: None
9. Adjournment:
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal to adjourn at 10:06 PM. Motion passed.
Submitted by:
Patti Broedlin
April 12, 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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