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Board of Finance Minutes 06/20/2017

Minutes of the Board of Finance meeting held on Tuesday, June 20, 2017 at 7:30 p.m. at the Old Lyme Memorial Town Hall.
Present:~~~~~~~~~~ Regular Members:~ Andrew Russell, H. P. Garvin, III, Christopher Kerr,
Janet Sturges, David Woolley
Alternate Members:~ Bob Jose, David Kelsey                      

Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director              
Skip Sibley, Selectman                          
Absent:~~~~~~~~~~~ Regular Members:~  BJ Bernblum
~Alternate Members:~~Adam Burrows
Guest:          Judith Read, Resident   


Mr. Russell called the meeting to order at 7:30 p.m., and stated Regular member, Mr. Bernblum, is absent this evening.  Therefore, a motion was made by Mrs. Sturges, seconded by Mr. Woolley, to seat Mr. Kelsey for Mr. Bernblum in his absence.  Motion carried.

Approval of May 15, 2017 Minutes

The minutes of May 15th were reviewed.  

There being no corrections noted, a motion was made by Mrs. Sturges, seconded by Mr. Woolley to approve the minutes, as modified.

Financial Report

Mrs. Stajduhar detailed the May 2017 revenues stating that under Property tax, total tax collections were $198,598, $345,000 collected over the budgeted amount.  Other income included the Bus Barn annual repayment of $38,400 which goes into the General Fund.  Year to date revenue by the end of May was 99.76% of the budget or $86,000 remaining.

Other Funds include the following:  Sound View Improvement Project - $9,548 in grant reimbursement, Fire Equipment Fund - $3,194 in interest from maturing of one year CD, Hains Park Improvement Project - $3,150 in contributions, Revaluation Fund - $21,600 repayment from Bus Barn, Miscellaneous Revenue Fund - $5,126 insurance reimbursement for damage of Town property (scoreboard hit by a tree at Cross Lane).

Mrs. Stajduhar highlighted the May 2017 Expenditures stating that the Board of Assessment Appeals department is over budget by $400.  The Insurance department should come in well under budget (due to lower rates/employee hiring’s) allowing transfers to be made after year end.  Carryovers include the Mile Creek Road Bridge of $12,665 (Engineering) and WPCA of $4,464 (Woodard & Curran).

Board of Finance Meeting                                                                June 20, 2017

The percentage of general government budget spent to date (no capital or RD#18 included) = 19.76% left.

Other Funds include the following:  Bus Barn - $60,000 repayment to other funds, Sound View Improvement Project - $306,400 to B&W Paving and $16,700 to WMC Engineering Consultants.

Mrs. Stajduhar highlighted the carryovers detailing the larger Capital carryovers.  The FY2013/14 carryovers include Academy Lane Fire Dock ($25,192), and Sound View bike path/Improvement project ($21,622). Carryovers from FY2014/15 include Emergency Management Communication upgrade ($21,600), and State Police Radio upgrade ($24,985).  Carryovers from FY2016/17 include FF&E ($19,000), Fire/Police Boat ($11,774), and Mile Creek Road Bridge ($58,098).

There was a discussion on the contributions noted on the Hains Park Boathouse Project sheet.  Mr. Sibley stated that the sheet states that donations received to date is $51,800, when the actual amount received is approximately an additional $50,000 which could be used towards the Hains Park Gazebo and driveway improvements.

There was a discussion about the way the accounting is reported led by David Kelsey.

Old Business

Nothing to report.

New Business

Mosquito Management Plan:  Ledge Light:  Part of the service provided is to have residents call Ledge Light Health District.  The take the calls of the location, talk to the residents and provide Mosquito dunks to the problematic areas.  Because Old Lyme has a large area of marshland, Ledge Light recommended that the Town maintain a degree of additional spraying. Mrs. Reemsnyder wanted the Board to know that this is an unforeseen expense and she’d like to sign a contract with Innovative Mosquito Management for the next fiscal year.  A quotation was provided in the amount between $15,000-$20,000 for the season, which also includes catch basins.  Mrs. Reemsnyder signed a contract for the month of June only.  Because of this extra expense, she asked for a credit from Ledge Light to assist in this additional expense because of the amount of marshland Old Lyme has and the degree of mosquitoes.  After discussion, a breakout of the actual amount spent in the past two years was requested.

Other Business

Nothing to report.

Board of Finance Meeting                                                                June 20, 2017

Selectman’s Report

Rte. 156 Bikeway/Sound View Improvements:  Mrs. Reemsnyder reported that the paving that was done on Hartford Avenue was not acceptable and will likely be repaved after Labor Day.  B&W Paving has agreed to put the crosswalks in this week.  There will also be decorative break-away poles and street signs being installed in the near future.

Hains Park/Boathouse Project Improvements:  The landscaping has been completed around the boathouse.  The CO is imminent with one paver on the emergency walkway still needing to be installed, and the lease has been approved.  The lease with Regional School District #18 will be signed within 30 days of receiving the CO.  RSD18 is currently working with OL Rowing Association on their agreement, which reflects the lease between the town and the district.   Mr. Kelsey requested that the lease be forwarded to the Board of Finance members.

Police Hirings:  Mrs. Reemsnyder reported that one full time officer will be sworn in before July 1st and the second officer will be sworn in mid-July.  Both full time officers will be hired at Step 3 of 4 as both officers have over 20 years experience.  Three conditional offers for part time work have been extended with none accepted.  

LED Streetlights:  LED streetlight design is finalized and the contract will be signed for $110,000.  There is an anticipated rebate from Eversource in the amount of $43,000.  Any arms replaced will be replaced above this cost and this cost is within the budget to do as needed.

Rogers Lake Herbicide Treatment:  Herbicide application was done on June 8th.  Final water samples were sent in and results should be received by the end of the month.  Reports received already have good results and residents on the lake have indicated that there have been some residual positive affects from last year’s application.  The permit allows for one more application next year, at which time results will be assessed and apply for another permit if needed.

Union Negotiations:  Contract negotiation with both Police and Public Works have been ongoing.  It is anticipated that Public Works contract should be settled within the next week or two.  The Police negotiation has stalled due to several requests that need to be settled.

Academy Lane Dock:  The work on the Academy Lane fire dock has started.  The sheet piling installation will be completed by the end of the week and then will finish the area on the inside of the pilings.  The contract allows for completion by August 31st, however, it is anticipated to be completed by the end of July.

Exterior work at Town Hall:  The facilities manager, Phil Parcak, is working with several contractors on obtaining quotes for work on the exterior of the Town Hall.  There is lead remediation that needs to be included in the quote.  There was a quote from Martinez Painting for $54,045, which included lead remediation.  Mr. Parcak has a quote from a lead removal company for removal of lead only for $62,000, with another quote from another painter expected this week.  At a Town meeting, $35,000 was approved to come from Town Building fund.  Mr. Parcak recommends approving an additional $24,000 for a 10% contingency.  This request will have to go to Town meeting to approve additional funds.

Board of Finance Meeting                                                                June 20, 2017

WPCA:  Mrs. Reemsnyder reported that the WPCA is still working on the Amendment #3 final plan and the EIE to be submitted.  Once submitted, it will be published for a 30-day comment period.  FCT DEEP has already received some comments prior to it being published so they have an idea of the areas that will need to be addressed.  She had a conference call with the Engineer and Chairman earlier this month discussing how the process will go and figuring out the cost.  They will be giving a PowerPoint presentation at the WPCA meeting to talk about the various fees, including the user, connection and betterment fees (benefit assessment).  Mrs. Reemsnyder also stated that she is working with the three beaches on the pump station agreement and hopes to be sharing that information with the board shortly.

Audit Recommendations:  Mr. Kelsey asked if the areas that the auditors recommended have been addressed regarding cyber security and disaster recovery, as well as Bid Policy document.  Mrs. Stajduhar stated that she will distribute the Bid Policy for review and accepting it in the future.  Mrs. Reemsnyder stated that she is attending a workshop tomorrow with IT and Charlie Delinks, to discuss and learn other ways to combat Cyber attacks and Cyber security.  Another workshop put on by CIRMA will be held at the Town Hall in August.

Mr. Russell stated that the next meeting of the Board of Finance will be Tuesday, July 18, 2017 at 7:30 pm.


A motion was then made by Mrs. Sturges, seconded by Mr. Kerr to adjourn the meeting at 8:55 p.m.  Motion carried.

Respectfully Submitted,

Michele E. Hayes

52 Lyme St, Old Lyme, CT 06371  (860) 434-1605

Town Hall Hours  Monday - Friday: 9:00 AM - 4:00 PM