TOWN OF OLD LYME
BOARD OF SELECTMEN
REGULAR MEETING MINUTES
The Board of Selectmen held a Regular Meeting at 7:30 pm on June 20th, 2016 in the Meeting Hall of the Old Lyme Memorial Town Hall. First Selectman Bonnie Reemsnyder, Selectwoman Mary Jo Nosal and Selectman Skip Sibley were present.
Meeting Date:~~~Monday 20 June 2016 – 7:30 PM
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Location:~~Meeting Hall, Old Lyme Memorial Town Hall
- Approval of Minutes:~~~~~~
16 May 2016
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to approve the minutes of the June 6, 2016 Meeting minutes. Motion passed.
13 June 2016 Special Meeting
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to approve the minutes of the June 13, 2016 Special Meeting minutes. Motion passed.
First Selectman Reemsnyder gave a re-cap of NEC Futures to date and read an excerpt of a letter that was mailed out on June 17, 2016 to Rebecca Reyes Alicea. The letter requests they consider some of the concerns the town has and the impact a tunnel will have on the town of Old Lyme and the Connecticut River. The Town of Old Lyme would like to remain engaged in the process going forward and requested they consider some of the specialists included in the list provided as they progress further into the planning process. The letter will be published on the Town Website and the town will continue to keep the lines of communication open with the FRA and NEC Futures.
A Motion was made by Selectwoman Nosal, seconded by Selectman Sibley, to add Peter Cable to the list of appointments for the Gateway Commission. Motion passed.
Jackie Miano (R) – Sound View Commission alternate – 1 yr. term to Jan. 2017
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to appoint Jackie Miano to the Sound View Commission alternate for a 1 year term to expire in January 2017. Motion passed.
Suzanne Thompson (R) – CT River Gateway Commission alt. delegate – 2 year term to July 2018
A motion was made by Selectwoman Nosal, seconded by Selectman Sibley, to appoint Suzanne Thompson to the CT River Gateway Commission alt. delegate for a 2 year term to expire in July 2018. Motion passed.
Susan Campbell (U) – Lymes’ Senior Center Board of Directors – 3 year term to July 2019
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to appoint Susan Campbell to the Lymes’ Senior Center Board of Directors for a 3 year term to expire in July 2019. Motion passed.
Roger Breunig (R) – WPCA Hearing Panel – 1 year term to July 2017
A motion was made by Selectwoman Nosal, seconded by Selectman Sibley, to appoint Roger Breunig to the WPCA Hearing Panel for a 1 year term to expire in July 2017. Motion passed.~~~
Peter Cable – CT River Gateway Commission – 2 year term to July 2018
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to appoint Peter Cable to the CT River Gateway Commission for a 2 year term to expire in June 2018. Motion passed.
4. ~~Old Business:
- Boathouse Hains Park Improvements
First Selectman Reemsnyder reported that they were able to go out to Bid as planned on June 3, 2016. The legal ad and DAS notice were posted. The pre-bid walkthrough took place at Hains Park on June 8th. They posted the deadline for the RFI’s and the responses were posted. Tomorrow at 2PM is the deadline for the bids and they will be opening them at that time.
First Selectman Reemsnyder acknowledged what a great job Co-chairman, Paul Gianquinto has done on the project. Selectman Sibley noted that the walkthrough was well planned and about 15 reputable contractors attended. He also noted the bid review is on the agenda for the next meeting.
- Rte. 156 Bikeway/Sound View Improvements
First Selectman Reemsnyder reported she has spoken with the Town Attorney and she gave approval to sign the PAL Agreement which is the agreement with the DOT to authorize the project. She has also reviewed all of the documents including; the bid documents, contract agreements, general conditions and the supplemental general conditions. All have been placed in a three ring binder and is ready to go out to print.
They are still awaiting the Agreement with the inspection firm, which still needs to be reviewed, signed and sent to the Attorney for final review.
In order to go out to bid they need to have the PAL agreement signed and in order to go out to construction they need to have the cost of the construction approved at a town meeting. First Selectman Reemsnyder gave an overview and provided a spread sheet with a breakdown of the costs, so the BOS could understand the $790,000 she is going to take to the BOF meeting tomorrow night for approval to a Town Meeting. After discussion, clarification and questions, a motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to approve expenditure not to exceed $790,000 for the construction, inspection and administrative costs for the Rte. 156 Bikeway/Sound View Improvements to the Board of Finance for approval and to a Town Meeting. Motion passed.
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to move item: New Business d. EMS Manual up on the Agenda. Motion Passed.
First Selectman Reemsnyder gave a re-cap on the Town of Old Lyme Emergency Medical Services Employee Manual. It was recommended to by the Labor Attorney to have only one handbook for Ems employees, separate from the Town Employees Handbook. She reviewed the areas highlighted where it reflects the Town of the Old Lyme Employees Handbook requirements and the areas that are specific to Emergency Medical Services employees.
Claire Haskins, Ambulance Association President, attended the meeting to review the document and some of the areas specific to the EMS employees. She requested a few additional, minor changes to the document before it was approved, which the Selectmen agreed.
Selectman Sibley asked for clarification on specifically who the EMS Manual covers – volunteers and paid employees. She responded that it covers paid employees. Volunteers are governed by standard operating procedures, by-laws and policies and procedures that are in place.
A motion was made by Selectwoman Nosal, seconded by Selectman Sibley, to approve the Town of Old Lyme Emergency Medical Services Employee Manual, with changes discussed. Motion passed.
- Administrative Order/WPCA Update
First Selectman Reemsnyder gave an update on the WPCA meeting last Tuesday, June 14, 2016; all of the Selectman were present at the meeting and are familiar with the document that was submitted at that time. They reviewed Amendment #3 of the Waste Water Management Study. The Town of Old Lyme is under administrative orders to complete the study and submit the EIE and this amendment would accomplish that. This included the scope of work which refers to project coordination and implementation of the plan. This will be updated to include the changes that have come over the past several months and update the draft report. First Selectman Reemsnyder outlined what would and would not be included in the updated draft report and the revised recommended report. In the future, the WPCA will be monitoring many areas in Hawks Nest. This will meet the
requirements of our administrative order with DEEP.
The total costs for Amendment # 3 is $24,948 which will come out of FY2016 line item; WWM Project Consultant. First Selectman Reemsnyder forwarded the scope of work and amendment #3 to the DEEP to see if this is eligible for the clean water fund reimbursement. It would be best for the town to continue to work with Woodard and Curran with the monitoring of Hawks Nest as they have already been approved by DEEP.
The BOS discussed the progress to date and the recommendations of the Task Force, the WPCA Committee and approval from a town meeting. It is the consensus of the BOS to bring this to the BOF meeting tomorrow night for approval.
Selectman Sibley asked if the Task Force has made any progress on the past invoices.
First Selectman Reemsnyder reported that they have begun the process and she has received a copy of the scope of work from Woodard and Curran and has forwarded it on to DEEP to see what is eligible for clean water funds as well. This will continue to be worked on in tandem with the other project.
- Private Duty Rates for Police Services
First Selectman Reemsnyder reviewed the request for an increase in the Private Duty Rates for vendors needing Police officers (road jobs, etc.) and noted that these rates are all inclusive and would go into effect July 1, 2016.
This would increase the Private Duty Rates for Police Services to:
- $70/hour, plus $25/day for car for 3rd Party Vendors
$60/hour, plus $25/day for car for non-profit vendors
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to approve increasing the Private Duty Rates for Police Services to $70/hour, plus $25/day for car for 3rd Party Vendors, and $60/hour, plus $25/day for car for non-profit vendors, effective July 1, 2016. Motion passed.
- Special Town Meeting for June/July – set date
The BOS set a tentative date of July 18, 2016 at 7:30PM at the Old Lyme Middle School for the Town Meeting. The BOS meeting scheduled that day will meet at 4:00PM instead of 7:30PM. The Call for the meeting will be able to be approved at the July 5th BOS meeting. The Agenda will be as follows:
- Approval of construction costs for SV project
- Approval of Queen Anne Court as town road – First Selectman Reemsnyder will follow-up on the progress to the repairs to the cracks in the road prior to the meeting
- Resident Trooper Department Costs – Due to the state increase in costs from the state. The original cost was 70% and was increased to 85%. The Town budgeted $140,000 in FY2016 and the actual cost will be $159,000.
- Easement for well in Hains Park
- Sea Level Rise Forums update
First Selectman Reemsnyder gave a re-cap of the presenters and topics of the first two ‘Climate Change’ forums organized by the Environment Committee of the First Congregational Church and in collaboration with the town of Old Lyme. Both were well attended and very informative. The third and final forum is scheduled for June 25, 2016 at 10:00AM in the meeting hall. This will be more of a panel discussion format with representatives from; The Small Business Administration, FEMA, the National Flood Insurance Program and the Environmental Committee.
The Environment Committee was also able to coordinate having the forums taped for viewing on public access.
First Selectman Reemsnyder gave an update on the Osprey festival. It was quite a success! The event put a positive light on Sound View; the Music, Vendors, The Estuary Center presentations and the many visitors all seemed to be having a great time. First Selectman Reemsnyder thanked and congratulated Mark Griswold, from the Chamber of Commerce and Frank Pappalardo, Chairman of the Sound View Committee for all their hard work in putting this event together. It was well planned and with the coordination and support from the Resident Trooper, the police, the Rangers and Public works, everything came together to make for a great day.
Selectwoman Nosal noted she had seen preparation for the event taking place for the past week and felt this added to the success of the event as well as the weather cooperating.
Selectman Sibley noted “Thanks” should go out to Gail Fuller for the loan of her lot for the Music Tent.
First Selectman Reemsnyder added they will be holding a follow-up meeting to make notes for improvements for next year’s festival.
A motion was made by Selectwoman Nosal, seconded by Selectman Sibley, to add an item: h. Ledge Light Health District, to Old Business. Motion passed.
- Ledge Light Health District
First Selectman Reemsnyder gave an overview of the BOS Special meeting held on June 13, 2016 including the; FY budget, the cost per capita fee for the Ledge Light Health District; items not covered by the Health District and the additional costs the Health District would incur primarily due to sub-surface waste management.
It is the consensus of the BOS after discussing all of the information shared at previous meetings and the presentation by Ledge Light Health District they would like to request the Town of Old Lyme be considered for membership. It was noted that this does not mean they are obligated to commit if accepted and also doesn’t mean guaranteed acceptance. Should the Town be accepted there is a requirement for a public hearing and approval at a town meeting which would occur prior to officially becoming a member.
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to approve a request to Ledge Light Health District to consider accepting Old Lyme as a member town. Motion passed.
The BOS went on to discuss the three options to address the additional costs;
- Pay the $7.29 per capita and settle on some payments for the additional cost for over 2-3 years and LLHD would hire our Administrative Assistant from the Health Department.
- Pay the $7.29 per capita, keep the Administrative Assistant as a Town Employee with salary/benefits of approx. $52,000 and maintain an office in Old Lyme and collaborate with LLHD.
- Similar to #2, but make the Administrative Assistant a LLHD employee and pay LLHD $52,000 per year but request that she be stationed in Old Lyme to assist with the transition over the next two years.
First Selectman Reemsnyder will share with the BOF the discussion the BOS regarding these options. Selectman Sibley stated he is in support of options 1 &3, Selectwoman Nosal is in support of options 1&3 and First Selectman Reemsnyder was in favor of option 3. The BOS agrees option 3 would be the best for the town especially to assist with the transition.
5. New Business:
- Easement for well on Town Property/Hains Park
First Selectman Reemsnyder gave an overview of the discussion of an easement that took place during the Executive Session on June 6, 2016.
In April of 2016 Mr. & Mrs. Masco purchased the property at 178-5 Boston Post Road and contracted to have a well drilled based on information from then-Sanitarian, John Sieviec that he had received a special permit from the state of CT for them to dig a well. In fact Jon Sieviec had not received this special permit and since his departure this issue is being addressed by the interim Sanitarian, George Calkins, who rescinded the approval of the well.
This became a subject of discussion with home owners when Reemsnyder and George Calkins met them. They do not have any water and are currently at a standstill with any work to be done. Currently this property has use of Hains Park to access their home through an easement. The recommendation of the Health Department is to extend the easement further into Hains Park and allow the homeowner to drill a well in the park for use by his house. First Selectman Reemsnyder shared drawings so the BOS could clearly see the area. At the same time it would be prudent to clean up the easement language so that it is also for utility use. Why would the Town allow this, to keep the waters of Rogers Lake clean by keeping the septic system as far away from the lake as possible and to ensure the health of the home owners and correct a regrettable
situation. This solution is acceptable by both the homeowner and the Health Department.
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to approve expanding the existing access easement in Hains Park to a utility easement and to increase the footprint to accommodate a well for 178-5 Boston Post Rd. Motion passed.
Selectman Sibley suggested it may be a good idea to have Interim Sanitarian George Calkins at the Town Meeting to provide a small presentation of what is being done and address any questions that may arise.
- Rogers Lake Weed Treatment Permit
First Selectman Reemsnyder reported she has received the permit for the treatment of the weeds in Rogers Lake. The permit is good for three years with some conditions; one of the conditions is that the well be tested at Hains Park before and after treatment with the results reported to DEEP and the pesticide program no later than December of each year. Further testing will be completed in 2021 to determine if there has been a shift in the eastern pond mussel population following treatment. We are very happy to have received this permit. Currently the weeds are choking the many recreation areas on the water. This herbicide was chosen because it was the least toxic one available.
First Selectman Reemsnyder received a memo from Mr. Kolber expressing his concerns with the outflow at the dam and the impact this would have to downstream. First Selectman Reemsnyder reported the out flow could be closed during the application and this was already shared with the vendor, and she will pass this information onto Mr. Kolber.
The Town of Lyme has also received the letter and the two towns are splitting the cost 50/50 and they have also received a grant for $18,000.
They are awaiting the agreement from the vendor, Solitude Lake Management to set a start date. They are hoping for the end of June early July. They also need to announce the application will take place, provide signage and to complete the public notice process.
Selectwoman Nosal shared she has heard that some members of the public may have purchased this herbicide and done some self-treating and it may be a good idea to do some pretesting as well to show if there is a base line.
- Meeting Hall Sound System Proposal
First Selectman Reemsnyder announced that they have a proposal for a sound system however it exceeds the budgeted amount.
Selectman Sibley reviewed the proposal he received from Sennheiser which includes; 4 speakers, 5 wireless mics and other miscellaneous equipment. The full cost would be $41,000 but with a generous donation from Sennheiser, their final quote is $13,995. This amount is $4,000 more than the original approved budget, but this should be able to come out of the town building fund. This does not include the cost of a rack system and installation which should be able to be absorbed by existing budgets.
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal, to request an additional $4,000 be allocated by the Board of Finance for the Meeting Hall Sound System. Motion passed.
6. ~~Public Comment: None
7. ~Other Business:
First Selectman Reemsnyder announced they are moving forward with the Debt refinancing. They have a call tomorrow to lock in the interest rate and if they get an acceptable rate everything should be settled by June 30, 2016.
First Selectman Reemsnyder reported she has spoken with the Finance Director about moving forward with the financial policies and she is going to get back to making the recommended changes requested by the BOS.
Selectman Sibley asked for an update on the committee search for a new Town Attorney.
First Selectman Reemsnyder reported they received nine responses and the committee is scheduled to meet tomorrow to review the applicants and narrow it down to those we would like to have come in and speak with the committee. They are hoping to have a final decision by the end of June. The current Town Attorney will work with us until a replacement has been made.
Selectwoman Nosal shared that two schools in New England have been selected to perform in the 75th Anniversary of Pearl Harbor in Hawaii in December and LOL High School Band and Chorus is one of them. There will be 100 students attending in total; the Friends of Music organization has already begun fundraising to assist with the cost of transporting the students and their instruments. Anyone interested in donating can go to www.friendsofmusiclol.org to make a donation.
8. Executive Session: None
9. Adjournment:
A motion was made by Selectman Sibley, seconded by Selectwoman Nosal to adjourn at 10:06PM. Motion passed.
Respectfully Submitted,
Patti Broedlin
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