Minutes of the
OLD LYME TREE COMMISSION SPECIAL MEETING
THURSDAY, NOVEMBER 3, 2016
OLD LYME TOWN HALL
MEZZANINE CONFERENCE ROOM
Agenda: Tree Trimming on Four Town Roads
Discussion followed by a recommendation to the
Board of Selectmen
Members present: Joanne DiCamillo (regular), Anne Bing (regular), Emily Griswold (regular), Joan Flynn (alternate)
Members absent: Gerry Foster (regular)
Ex-officio members absent: Tom Degnan, Tree Warden
A quorum being present, Chairman Joanne DiCamillo called the meeting to order at 10:21 A.M.
Mrs. DiCamillo requested a motion to appoint alternate member Joan Flynn as a substitute for regular member Gerry Foster. Emily Griswold made a motion, Anne Bing seconded; the motion was approved unanimously.
Mrs. DiCamillo explained the events of the previous day to the members. She and Nicole Stanjuhar opened the tree trimming bids and announced the quotes shortly after the deadline closed on November 3, 2016. Jon Parker, Yankee Tree Service, was present for the opening. Subsequently, she spoke with the Tree Warden regarding the quotes.
The chairman distributed copies of all bid documents and reviewed them with the members; the language of the initial request for tree trimming bids, the follow up questions from a contractor and answers, the addendum added by the Tree Warden after his walk through with them, the contractors’ final bids and the Tree Warden’s views and recommendation.
After a lengthy discussion, the members agreed to recommend the low bidder, Wilcox Tree Experts, to the Board of Selectmen, with a condition. In the original Request for Bids document, there was a requirement for a separate quote for time and materials. As Wilcox omitted that quote, that this act does not invalidate his bid. Wilcox must provide a time and materials rate prior to acceptance of his bid.
Mrs. DiCamillo requested a motion to adjourn. Anne Bing made a motion. Joan Flynn seconded.
All members voted in favor. The meeting was adjourned at 11:11 A.M.
Joanne DiCamillo, Acting Clerk