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Board of Selectmen Minutes 12/04/2017


TOWN OF OLD LYME
BOARD OF SELECTMEN
MEETING MINUTES


The Board of Selectman held a Regular Meeting at 7:30 pm December 4, 2017 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:
November 20, 2017 Regular Meeting Minutes
A motion was made by Selectwoman Nosal, seconded by Selectman Kerr, to approve the minutes of the November 20, 2017 regular meeting. Selectman Kerr abstained. Motion passed.
First Selectman Reemsnyder welcomed Selectman Kerr to the BOS.
2.Communication:  None
3.  Appointments:  January 2018 Appointments
First Selectman Reemsnyder reported the following list has been reviewed and confirmed by Cathy Frank who has also put together a list of open positions that will be posted on the Town website. She asked the Selectmen to remind constituents of the openings when speaking with them and to remind them this is a good way to be more involved in Town Government.


A motion was made by:
Aff.
Current Volunteer
Board
Term
new exp
Motion
Selectwoman Nosal seconded by, Selectman Kerr to approve
n/a
Jennifer Datum
ADA Coordinator
1
Jan-19
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
D
Joan Bonvicin
Commission on Aging
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
George James
Conservation Commission
3
Jan-21
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
U
Maureen Plumleigh
~
3
Jan-21
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
D
Maureen Haseley-Jones
~
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
D
Tom Sherer
~
3
Jan-20
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
R
Joseph Camean
Economic Development Comm.
5
Jan-23
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Steve Ross
Flood & Erosion Control Board
2
Jan-20
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Gary Smith
~
2
Jan-20
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Todd Machnik
~
2
Jan-20
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Donald Willis
~
2
Jan-21
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
R
Steve Ross
Harbor Management Comm.
4
Jan-22
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
U
Michael Magee
~
4
Jan-22
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
R
Robert Falaguerra
~
4
Jan-22
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
D
John Pfeiffer
Historic District Comm.
5
Jan-23
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
R
Tom Machnik
Inland/ Wetland
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
William Dunbar
Open Space
3
Jan-21
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
U
Gary Gregory
Open Space Alternate
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Mary Ellen Garbarino
P&R Commission
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
U
John Flower
~P&R Commission
3
Jan-21
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
D
Gil Soucie
Pension
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Donald Willis
Planning alternate
1
Jan-19
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
U
Barbara Gaudio
Planning alternate~
1
Jan-19
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Todd Machnik
Planning alternate~
1
Jan-19
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
R
Robert Recor
Rogers Lake Authority
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Mervin F. Roberts
Shellfish
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
U
John Seckla
Shellfish~
3
Jan-21
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
R
David Kelsey
SV Commission
3
Jan-21
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Frank Maratta
SV Alternate
1
Jan-19
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Jackie Miano
SV Alternate~
1
Jan-19
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
D
Sandra Ziemba
SV Alternate~
1
Jan-19
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
N/A
Suisman Shapiro
Town Counsel
2
Jan-20
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
U
Joan Flynn, M.D.
Tree Commission Alternates
1
Jan-19
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
U
Thomas Degnan
Tree Warden
2
Jan-20
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
N/A
Anthony Vallombroso
Veterans Rep
1
Jan-19
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
D
Donna Bednar
WPCA
4
Jan-22
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
D
Frank Chan
WPCA~
4
Jan-22
Passed
Selectwoman Nosal seconded by, Selectman Kerr to approve
R
Dmitri Tolchinski
WPCA~
4
Jan-22
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
R
Stacy Winchell
Zoning Alternate
1
Jan-19
Passed
Selectman Kerr seconded by, Selectwoman Nosal to approve
U
Harvey Gemme
Zoning Alternate~
1
Jan-19
Passed

4.   Old Business:
  • Boathouse Hains Park Improvements Project
First Selectman Reemsnyder gave an overview of the agenda for Selectman Kerr, letting him know that regular items are kept on the agenda until the project has been completed to ensure regular updates no matter how small.
She gave an update on the BHPIC Project, she is still waiting to meet with the engineers from BSC group to talk about the drainage plan. They are waiting so they can coordinate with the completion of another town project. She also reported that the committee working on the bathrooms would like to see this project closed out before they begin meeting on the bathroom improvements.

  • Rte. 156 Bikeway/Sound View Improvements
First Selectman Reemsnyder reported they are almost finished with the work on Hartford Ave. They are still waiting for the installation of the banner poles, skirting and the street signs. Once these are done, they will schedule the final walkthrough.
Selectwoman Nosal reported WMC has been in written communication with the contractor to get the work completed so they can schedule the final walkthrough, which will be followed by a final walkthrough by DOT.
She also reported that our project was randomly selected for an audit by the DOT Federal Highway Administration. They came to look at a systems overview and to ensure the parts and materials were made in America. She met with the Federal Administrator to get an overview of what they were looking at. The memo that went out to the project team indicated everything went well, and there is some paperwork that needs to be completed by the contractor.



First Selectman Reemsnyder added that when they have the final walkthrough, BSC will be there, and they will be coordinating an additional meeting, so they can meet to discuss the drainage plan for the BHPIC project.

  • LED Light Installation Update
First Selectman Reemsnyder reported they are essentially completed with the installations and are just waiting for a few remaining lights to be activated by Eversource. She encourages residents to report any lights that are out or to submit comments, so they can contact the installer to have them fixed as they are still under warranty.
First Selectman Reemsnyder also discussed the maintenance contract which costs $1.00 per month per fixture which comes to approx. $390 per month and includes parts and labor. There will be an outage report form available online, so residents can complete this and it will go directly to the company to be fixed. She also added that she has been very pleased with the process, the feedback and response times from the company for addressing issues.
She added that the maintenance contract was included in the original project costs approved by the BOS and she has sent a copy of the contract to the Finance Director. The BOS discussed approving the maintenance contract. Selectman Kerr has already reviewed this and is comfortable approving it. Selectwoman Nosal has not had an opportunity to review the contract, so First Selectman Reemsnyder will send the Selectmen a copy so they can review it and she will put it on the agenda for approval at the next meeting.
First Selectman Reemsnyder added that while attending a CCM meeting last week she was made aware of a $5,000 grant available from Eversource which can be applied to this project. She will complete the paperwork (deadline is Dec. 31st) to have the grant applied toward the LED lighting project.

  • Cross Lane Playground Committee Update
First Selectman Reemsnyder reported the site work has been completed and they are waiting for Sullivan Paving to complete the paving. This should be completed by the end of next week. Once that is completed they will have the equipment delivered and installed. The playground should be substantially completed by Christmas.
She also added that the fundraising is going well, it was reported at last weeks meeting that they had reached their goal to have the fencing put in.

  • Blight Ordinance
First Selectman Reemsnyder reported the document she received from the Town Attorney was a little confusing because it did not have the tracked changes on the document. She spoke with the Town Attorney and discussed the naming of a Blight Appeals Committee versus having an appointed Hearing Officer. She recommends appointing a Hearing Officer who has knowledge of land use regulations and ordinances to address appeals of enforcement action. They also discussed the suggested Certification List of blighted properties by the BOS, the BOS discussed at a past meeting having this removed from the ordinance and having blighted properties identified based on reports to the Town by citizens or through the process used by Town Officials (Building, Zoning, Health and Fire Marshal). The Town Attorney will make the requested changes and send her back a clean copy. She will forward this on to the Selectmen for their review at the next meeting.
Selectwoman Nosal reported she attended a Blight seminar and one of the main points discussed included the importance of having one person reviewing properties for blight to provide consistency. First Selectman Reemsnyder added she agrees and that having a Blight Enforcement Officer (with credentials) would allow for one person who would identify blighted properties, giving notification to owners, following up, enforcing and fining if needed and the Hearing Officers role would be utilized to hear appeals.

  • Bid Policy
First Selectman Reemsnyder gave the Selectmen a clean copy of the policy reflecting their discussion at the last meeting. The changes included their discussion on the language and definition of Sole Source Vendor (defined) and the procedures and format for major purchases (RFP & RFQ) Bid process and advertising requirements and options.
She brought this to the BOF meeting and they were comfortable with it. The Auditor reviewed it just prior to the meeting and made some comments and suggestions. First Selectman Reemsnyder took the document and made some

track changes to highlight the comments and suggestions from the auditor for the Selectmen to review discuss. The BOS discussed the comments from the auditor, one of which was that the amounts seemed high.  

First Selectman Reemsnyder made the case that they have already agreed that they may want to make changes to the policy after the first year. First Selectman Reemsnyder recommends they keep the policy as written and review it after the first year. The BOS agrees the policy fits the Town of Old Lyme and is ready for approval with annual review.

A motion was made by Selectwoman Nosal, seconded by Selectman Kerr, to approve the clean copy of the Bid Policy with the grammatical errors corrected. Motion passed.
A motion was made by Selectwoman Nosal, seconded by Selectman Kerr, to amend the above motion to include an effective date of December 4, 2017. Motion passed.

5.  New Business:
  • Approval of 2018 Meeting Schedule
First Selectman Reemsnyder provided the Selectmen with two versions of the meeting schedule which includes the BOS meetings, Annual Town meetings, Town Budget Hearing and the budget review meetings also including changes for holidays and other meeting conflicts. The first is a schedule with the regular BOS meetings scheduled at 7:30 pm on the first and third Monday nights of each month. The second version alternates the first Monday meeting of the month at 7:30 pm and the third Monday meeting at 4:00 pm.
The BOS discussed changing to an alternating schedule to provide residents who are unable to attend evening meetings an opportunity to attend in the afternoon. If they receive negative feedback they can change the schedule back. The BOS agree it is a good idea to change to an alternating schedule to see if they get more people to attend.
A motion was made by Selectman Kerr, seconded by Selectwoman Nosal, to approve the second version of the 2018 Meeting Schedule. Motion passed.


  • Approval of 2018 Holiday Schedule
First Selectman Reemsnyder presented the 2018 Holiday Schedule for Town Hall Closings and confirmed the dates have been verified.
A motion was made by Selectwoman Nosal, seconded by Selectman Kerr, to approve the 2018 Holiday Schedule. Motion passed.


First Selectman Reemsnyder added that she has included copies of the letter she has received from Dr. Pfeiffer, the Chairman of the Historic District Commission and would entertain a motion to add this to the agenda if they would like to address it or she can add it to the next meeting agenda.
The BOS agreed they would like it added to the next meeting agenda for discussion.


6.   Public Comment: None

7.   Other Business:
First Selectman Reemsnyder reported that budgets are starting to come into the Finance Department for FY19 which are due December 1st. She gave an overview of the review process for each of the Department budgets which begins in January.

First Selectman Reemsnyder reported she received an email from Jane Cable, Chairman of the Zoning Commission regarding an Act concerning temporary medical structures; this is a bill that was passed at the state level and towns can


chose to override this and not allow it. She has asked that the BOS review it and give her their thoughts on this. First Selectman Reemsnyder gave the selectmen a copy of the letter so they can provide their feedback directly to her or they can discuss it further.

Selectwoman Nosal asked if there is any update on the pump station lease. First Selectman Reemsnyder replied she has not received the updated version yet.

8.   Executive Session: None    

9.   Adjournment:
A motion was made by Selectwoman Nosal, seconded by Selectman Kerr, to adjourn at 8:38 pm. Motion passed.

Respectfully submitted,
Patti Broedlin


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

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