Old Lyme CT - Board of Selectmen Minutes 12/17/2018

Board of Selectmen Minutes 12/17/2018

TOWN OF OLD LYME

BOARD OF SELECTMEN

MEETING MINUTES

The Board of Selectmen held a Regular Meeting at 4:00 pm on December 17, 2018 in the Meeting Hall of the Old Lyme Memorial Town Hall. First Selectman Bonnie Reemsnyder, Selectwoman Mary Jo Nosal and Selectman Chris Kerr were present.

Approval of Minutes:

3 December 2018 - Regular Meeting Minutes

A motion was made by Selectwoman Nosal, seconded by Selectman Kerr, to approve the December 3, 2018 regular meeting minutes. Motion passed.

A motion was made by Selectwoman Nosal, seconded by Selectman Kerr, to move item 5. b. Request for an exploratory Committee and item 5. a. CT Computer Technology recommendations up on the agenda. Motion passed.

5. b. Request for Exploratory Committee

First Selectman Reemsnyder began by sharing with the selectmen that she had a meeting last week with two residents, Mike Fogliano and Karen Winters, regarding the formation of an affordable housing committee. She has also received a couple of emails asking if the town had a committee on affordable housing and if this would be a good idea. As Mike Fogliano was present, she invited him to join the conversation and gave an overview of their discussion. Most of what they discussed centered around the recent application to zoning for affordable housing which caused a lot of emotional reactions. They also discussed how Old Lyme was addressing the state mandates to provide affordable housing and if there should be a committee formed to explore this further. Mike added that forming a committee would allow them the opportunity to explore what other towns have done, take a proactive approach, set standards, explore state resources and incentive programs, and make recommendations to the BOS. First Selectman Reemsnyder asked the selectmen what their thoughts were on this. The BOS discussed this further, noting that there is already an affordable housing line item with a donation from the Town to HOPE and they agree it would be better to be proactive by forming a committee versus being reactive. First Selectman Reemsnyder will put this on a future agenda for further discussion on the charge of a committee, what the membership would be like and invite the public in to discuss and bring ideas and suggestions.

5. a. CT Computer Technology recommendations

First Selectman Reemsnyder introduced Tom Riggio and added she also invited the Assessor, Melinda Kronfeld, who works with a lot of the technology. She prefaced this with a reminder that in July the Town of Old Lyme contracted with CT Computers to provide managed IT services. Tom began by giving an overview of the recommendations for technological upgrades. He began by explaining some of the challenges with the current network, including the need to upgrade/expand the current Dell server, adding space to the C drive, required upgrade to Oracle for the Assessors program, and provide additional security. He also discussed the goal of standardizing the operating systems and computers throughout the network and creating a true domain. He recommended breaking the expansion into two phases. Phase I would be to address the server upgrade/expansion needs to upgrade the Assessors application. Phase 2 would include address the creation of a true domain and standardizing operating systems, programs and work stations.

Melinda spoke about the challenges with the current system both in her office and at the public computer and supported the upgrades as she puts a lot of demand on the systems in her work.

First Selectman Reemsnyder recommends the BOS request the BOF approve funding for $46,000 in this fiscal year for Phase 1, which would to go to the Annual Town meeting in January. She suggests funding Phase II ($115,437) over the next one to two fiscal years.

The BOS discussed the required application upgrade to the assessor’s program, which is driving the upgrades included in Tom’s recommendations and agree it would be most cost effective to break the project into two phases and will discuss this further.

Communication: None
Appointments:

Board	Current	party	term	current exp	new exp	new appointee	Motion
ADA Coordinator	Jennifer Datum	n/a	1 year	Jan-19	Jan-20	Jennifer Datum	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Comm on Aging	Cliff Johnson	R	3	Jan-19	Jan-22	VACANT	~
~	Dorothy McAndrew	R	3	Jan-19	Jan-22	~	~
~	VACANT (K Magnussen)	~	3	Jan-21	Jan-21	VACANT	~
Animal Control	Lynn Philomen	n/a	2	Jan-19	Jan-21	Lynn Philomen	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
~	Leah Russell	~	~	Jan-19	~	Leah Russell	~
~	Caleb Sapia	~	~	Jan-19	~	Caleb Sapia	~
Assessor	Melinda Kronfeld	N/A	2	Jan-19	Jan-21	Melinda Kronfeld	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Assessment Appeals	VACANT (Rod White)	~	4	Nov-19	Nov-19	Town Meeting election	~
Cable Advisory	Catherine Frank	R	2	Jan-19	Jan-21	Catherine Frank	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
~	Russ Gomes	R	2	Jan-19	Jan-21	Russ Gomes	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Conservation	VACANT (R. Waldo)	D	1	Jan-19	Jan-20	VACANT	~
~	VACANT	~	1	Jan-19	Jan-20	VACANT	~
~	VACANT	~	1	Jan-19	Jan-20	VACANT	~
EDC	Susan Howard Cihocki	R	5	Jan-19	Jan-24	VACANT	~
~	Justin Fuller	U	5	Jan-19	Jan-24	Justin Fuller	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
Emer Mgement	David Roberge	n/a	2	Jan-19	Jan-21	David Roberge	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Flood & Erosion	Steve Martino	D	2	Jan-19	Jan-21	Steve Martino	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
~	Donald Willis	U	2	Jan-19	Jan-21	~	~
Alternates	VACANT	R	1	Jan-19	Jan-20	VACANT	~
~	VACANT	~	1	Jan-19	Jan-20	VACANT	~
~	VACANT	~	1	Jan-19	Jan-20	VACANT	~
Harbor alternate	Teri Lewis	R	4	Jan-19	Jan-23	Teri Lewis	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
HDC	John Forbis*	D	5	Jan-19	Jan-24	John Forbis	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
alternates	VACANT (C Noyes-Winters)	R	3	Jan-19	Jan-22	VACANT	~
~	Jeff Cooley*	D	3	Jan-19	Jan-22	Jeff Cooley	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Inl Wetl	Christian Tompkins	U	3	Jan-19	Jan-22	VACANT	~
~	Evan Griswold	R	3	Jan-19	Jan-22	Evan Griswold	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
alternates	VACANT (G Gregory)	~	3	~	Jan-22	VACANT	~
~	VACANT (Bob De Pianta)	~	3	Jan-20	Jan-20	VACANT	~
Open Space	Amanda Blair	D	3	Jan-19	Jan-22	Amanda Blair	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
~	Peter Cable	D	3	Jan-19	Jan-22	Peter Cable	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
~	Bruce Baratz	U	3	Jan-19	Jan-22	Bruce Baratz	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Alternates	VACANT	~	3	~	Jan-22	VACANT	~
~	VACANT (G Futoma)	D	3	Jan-20	Jan-20	VACANT	~
~	VACANT (G Gregory)	~	3	Jan-21	Jan-21	VACANT	~
P&R	Tim Gavin	U	3	Jan-19	Jan-22	Tim Gavin	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
~	Missy Colburn Garvin	U	3	Jan-19	Jan-22	Missy Colburn Garvin	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Pension	VACANT (J Bysko)	R	~	Jan-20	Jan-20	VACANT	~
~	VACANT (BOF rep)	~	~	~	~	VACANT (BOF rep)	~
Planning alternates	Donald Willis	R	1	Jan-19	Jan-20	~	~
~	Barbara Gaudio	U	1	Jan-19	Jan-20	Barbara Gaudio	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
~	VACANT	R	1	Jan-19	Jan-20	VACANT	~
Regl Mental Health	VACANT	~	2	Jan-19	Jan-21	VACANT	~
Rogers Lake	Richard Smith	U	3	Jan-19	Jan-22	Richard Smith	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Soc Services	Jennifer Datum	n/a	2	Jan-19	Jan-21	Jennifer Datum	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
SV	Harry Plaut	R	3	Jan-19	Jan-22	Harry Plaut	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
~	Joanne Reis Lishing	D	3	Jan-19	Jan-22	Joanne Reis Lishing	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
alternates	Frank Maratta	R	1	Jan-19	Jan-20	Frank Maratta	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
~	Jackie Miano	R	1	Jan-19	Jan-20	Jackie Miano	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
~	Sandra Ziemba	D	1	Jan-19	Jan-20	VACANT	~
Tree	Anne Bing	D	3	Jan-19	Jan-22	Anne Bing	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
~	Joan Flynn, M.D.	U	3	Jan-19	Jan-22	Joan Flynn, M.D.	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
~	Emily Griswold	R	3	Jan-19	Jan-22	Emily Griswold	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
Tree alternates	VACANT (Flynn)	U	1	Jan-19	Jan-20	VACANT	~
~	VACANT	~	1	Jan-19	Jan-20	VACANT	~
Vet. Service Rep	Anthony Vallombroso	n/a	1	Jan-19	Jan-20	Anthony Vallombroso	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
WPCA	Sal Cancelliere	D	4	Jan-19	Jan-23	Sal Cancelliere	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
~	Joseph Carpentino	D	4	Jan-19	Jan-23	Joseph Carpentino	~A motion was made by Selectman Kerr, seconded by Selectwoman Nosal to approve the appointment. Motion passed.
alternates	VACANT (S Cancelliere)	D, U	4	Jan-21	Jan-21	VACANT	~
~	VACANT (J Carpentino)	D, U	4	Jan-21	Jan-21	VACANT	~
Zoning alt	VACANT (Winchell)	R	1	Jan-19	Jan-20	VACANT	~
~	Harvey Gemme	U	1	Jan-19	Jan-20	Harvey Gemme	~A motion was made by Selectwoman Nosal, seconded by Selectman Kerr to approve the appointment. Motion passed.
~	VACANT (Kiritsis)	R	1	Jan-19	Jan-20	VACANT	~
ZBA	VACANT (Stone)	D	5	Nov-18	Nov-19	VACANT	~
alternate	if vacancy filled w/current alternate	D, U	2	Nov-19	Nov-19	VACANT	~

4. Old Business:

Hains Park Bathrooms Committee

First Selectman Reemsnyder reported she did not have an update at this time, but they do have a meeting scheduled for this week. She reiterated they will need to go to the Zoning Board of Appeals because they would like to change the orientation of the bathrooms. She will keep the BOS updated on their progress.

PGN Library Project – update

First Selectman Reemsnyder reported the Bond Commission approved the $1 Million Dollar Grant for the PGN Library on December 11, 2018 and they now have their commitment to fund. In regard to the draft MOA, she had an email exchange from the Library Director and they will be getting back to her with any questions they may have. She anticipates having a final MOA for approval at the January BOS meeting.

Halls Road committee public information meeting update

First Selectman Reemsnyder reported they had about 60 residents attend the PowerPoint presentation by Yale Urban Design for some of the ideas for the Halls Road Improvements. The presentation was designed to break into small groups to discuss the areas of design and different components. But instead they took questions, provided answers, and encouraged discussion throughout the presentation. After the presentation, there were many comments both positive and negative.

The positive comments included support for sidewalks, more lighting, mixed use and a focus on business. The negative comments reflected concerns about the cost and some of the style of the architecture. The committee hasn’t met since the presentation but will be meeting to review the feedback and discuss possibly scheduling an additional public information meeting. The presentation has been put on the Town Website for the public to review.

Solid Waste Ordinance Draft Amendments

First Selectman Reemsnyder gave an overview of the committee and its charge to review and update the ordinance. She gave the selectmen a copy of the original ordinance and the revised ordinance with the Town Attorney’s revisions along with a clean copy. She reminded the selectmen in order to take this to the Town Meeting in January for approval they will need to hold a public hearing prior to the meeting. The BOS reviewed the changes made to the ordinance, including change in the title, terms and definitions, the change in Authority (MIRA), Director/Manager (terminology) position, definition of bulky waste, disposal charge/fee, additions added to reference documents, addition of examples of hazardous waste, addition of recycle containers and the terminology recyclables where applicable, collection service schedules, requirement to provide garbage/recycle receptacles for large scale events, and other details.

First Selectman Reemsnyder will follow-up with the Town Attorney on the questions raised regarding large scale events, Region 18 school district and adding language to add addition pick-ups after weather events.

She also reiterated the importance of having an updated ordinance to provide the Town with the ability to educate, evaluate and enforce community recycling. She also anticipates future state mandates on soft plastics and composting.

5. New Business:

CT Computer on Technology recommendations – Moved up on the agenda
Request for Exploratory Committee– Moved up on the agenda
Crown Castle Request

First Selectman Reemsnyder reported that Crown Castle has requested adding an additional 200 square feet to their current lease at the Boughton Road Fire Station for the cell tower. They have a customer (AT&T) who would like to add an antenna to their existing tower which will increase cell phone coverage in this area. She noted that when they lease town owned land, they need to have this approved at a Town Meeting. After reviewing the historical documents, she believes this can be approved by the BOS, because the original lease was previously approved at a town meeting. She will be forwarding the documents on to the Town Attorney for his review and recommendation. She will send the lease documents to the selectmen for their review.

Bid Policy Review

First Selectman Reemsnyder reminded the selectmen they approved the Bid Policy last year and this needs to be reviewed on a regular basis. The policy is in place to provide different levels for going out to bid or voting. She would like

to see an amendment to the current policy. As they are reviewing the sanitation contract, they are finding that if they can have a renewal term in the contract it would eliminate having to develop a new RFP if both sides agree. She would like to see an amendment to include allowing the BOS to extend or renew an agreement or contract for an amount of time equal to the original contract if the original contract went out to bid or quote as required by the bid policy. This would include no substantial changes in the market or applicable trades, no renewals or extensions have been made to the original contract and the Town and Contractor mutually agree to the terms as long as no material changes have been made to the terms. The BOS discussed this suggestion and will review the bid policy for further discussion at their next meeting. First Selectman Reemsnyder will also share this with the BOF.

Comcast Phones

First Selectman Reemsnyder reported they will be going with a new digital phone service through Comcast. There will be no capital investment and the cost is in line with their current budget. They have been having some issues with the current analog phone system in their satellite offices and this should resolve these issues. This will also allow staff to install an app on their cell phones, so calls can be forwarded while they are out in the field to eliminate missing important calls. They have a representative working with them to set up the extensions and voicemail along with proving training for the staff. This also includes internet and TV which will be useful in case of emergencies.

6. Public Comment: None

7. Other Business:

First Selectman Reemsnyder reported they will be going out with an RFQ for the Grassy Hill Road bridge repairs. Although this will not be done this fiscal year, this will give them time to choose an engineer to begin working on designs.

First Selectman Reemsnyder wished everyone a Merry Christmas and Happy Holidays and thanked everyone for all of their hard work this year.

8. Executive Session: None

9. Adjournment:

A motion was made by Selectwoman Nosal, seconded by Selectman Kerr, to adjourn at 6:27 pm. Motion passed.

Respectfully submitted,

Patti Broedlin