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BOF Minutes 10/18/2011
Minutes of the Board of Finance meeting held on Tuesday, October 18, 2011 at 7:30 p.m. at the Old Lyme Memorial Town Hall.

~Present:      Regular Members:  Andrew Russell, Wayne Devoe, H. P. Garvin, III,
                Christopher Kerr, David Woolley
Alternate Members:~

Timothy C. Griswold, Ex-Officio
                Nicole Stajduhar, Finance Director
                Bonnie Reemsnyder, Selectwoman
                Skip Sibley, Selectman
Absent:          Regular Members:~ Janet Sturges
          Alternate Members:~ Anne Coburn, Judy Read, David Kelsey

Guest:  Randi Frank, Randi Frank Consulting, LLC
                Kathleen Murphy, President, Lymewood Board of Directors
                Pam Kazlowskas, Assistant Director of Property Management, Elderly Housing Management
                Trooper First Class Gary Inglis, Resident State Trooper
                Robert Pierson, President, Old Lyme Fire Department
                Thomas Swaney, Chief, Old Lyme Fire Department


Mr. Russell called the meeting to order at 7: 31 p.m.  

Minutes of September 20, 2011

The minutes of the September 20th meeting were reviewed and two corrections were noted.  On page 1, 2nd sentence under Chart of Accounts/Financial Reports, the word “beams” was omitted after the word “steel”.  On page 2, 2nd sentence under Budget Process, change “has already sent” to “will be sending”.

There being no other corrections noted, a motion was made by Mr. Woolley, seconded by Mr. Garvin and passed unanimously to approve the minutes as modified.   Motion carried.

Mr. Woolley requested that the agenda be rearranged to accommodate this evening’s guest.  Therefore, a motion was made by Mr. Woolley, seconded by Mr. Garvin and passed unanimously to change the order on the agenda.  Motion carried.

New Business

Randi Frank Consulting, LLC – Classification and Compensation Study Proposal:  Mrs. Stajduhar stated that she sent out an e-mail to towns asking who they use for evaluating and classifying positions and Randi Frank Consulting came highly recommended.  Ms. Frank met with Mrs. Stajduhar and Mr. Griswold to discuss her services and to show them the various forms and documents she uses for her Classification and Compensation studies.  Ms. Frank has conducted numerous studies for several municipalities in CT and MA.  The original factor point analysis system used in the classification and compensation studies was developed more than 15 years ago and has been used on several hundred municipal studies. Ms. Frank detailed the process of developing each individual job description through interviews and questionnaires.  A compensation survey will be conducted which will provide information to develop recommended compensation schedules that are both internally equitable and externally competitive.  The description of steps and process taken, as well as the timetable, was discussed and the process should take approximately 12 weeks.  The cost is $425 per position and there could be as many as 28 positions in the study.  There is $8,000 in the budget which will cover a good portion of this expense.  The Board is supportive of this study and Mr. Griswold and Mrs. Stajduhar will update the Board about the final cost.

Lymewood and Rye Field Tax Abatements:  Ms. Murphy stated that Lymewood has been receiving the Town tax abatement since 2007.  She and Ms. Kazlowskas spoke to the Board about the strict guidelines that Lymewood comes under in every aspect of its operation.  Ms. Murphy stated that the primary difference between Rye Field and Lymewood is the funding vehicle.  Lymewood is funded through the Federal Government, and Rye Field is State funded.  Lymewood must follow the guidelines of HUD and USDA which have the ultimate control of their funds.  Lymewood operates as a not-for-profit organization and cannot raise a rent without approval from HUD and USDA.  The tax abatement is very helpful when capital needs arise.

Chart of Accounts/Financial Reports

Mrs. Stajduhar highlighted the September 2011 Financial Report notes for the Revenues stating the total tax collections of property taxes was $137,593, resulting in the current levy being 53.76% collected.  $19,152 was received from Police DUI grants.  September revenues not included within the report are:  Town Clerk fees of $13,068, Building fees of $12,374 and WPCA fees of $5,820.

Mrs. Stajduhar detailed the September 2011 Financial Report notes for the Expenditures.  The highlights include:  Treasurer’s Office – Contracted Services, $9,500 was paid to Kostin for progress billing.  Special Deductions – Pensions, $34,592 was paid for the first quarter.  Public Works - overtime activity for the month shows a negative amount due to overtime that should have been posted to the Hurricane Irene account.

It was noted that under Parks and Recreation – Rowing, the Old Lyme Rowing Association will be taking responsibility for all rowing revenue and expenditures next year and the Town will no longer be involved.  

Emergency Management - $96,957 has been paid as of September 30th for Hurricane Irene and the total as of today is approximately $106,000.  Total storm expenses are estimated at $125,000.

Mr. Russell introduced the Town’s new Resident State Trooper, Gary Inglis.  He was welcomed to Town and invited to attend any Board of Finance meeting in the future, especially when the Police budgets are reviewed during the budget season.

Budget Process

Mr. Russell stated that the 2012 Meeting Schedule was distributed and reviewed last month.  Mr. Russell asked members to review their specialist assignments and, if there is another area they would like to be involved with, please make your interest known. He hasn’t heard back from anyone requesting a change.    Mr. Russell stated that Mrs. Stajduhar has already sent out budget request letters to the spending agencies with an October 31st return date and has received a few back already.   It is still her hopes that the budget forms will be received by November 1st so that the budget books can be compiled and distributed at the November meeting.

Parks and Recreation Director Stipend:  Mr. Griswold stated that, back in May, there was discussion about a possible stipend for the Parks and Recreation Director for the additional work he has performed overseeing the Sound View Parking Lot.   Mr. Griswold stated that the new compensation consultant will provide guidance about the best way to compensate Mr. Bugbee going forward.  However, over the past 12 years, Mr. Bugbee was not specifically compensated to manage the parking lot and it needs to be determined if he should receive a stipend for those years at this time. Compensation amounts were discussed and Mr. Griswold stated that Board of Selectmen made a motion to grant a $1,500 stipend with two in favor and one against.  Mrs. Reemsnyder explained that her position for voting against a stipend had no reflection on the job performance of the Director.  She stated that, even though the Selectmen realize that Mr. Bugbee works very hard, she is concerned about giving him a stipend during the budget year, after the budget has been approved.   Mr. Russell stated that, although he appreciates the many hours and effective job Mr. Bugbee does in his position, he is concerned about setting precedent for other positions that have had increased hours and responsibilities at various times during the year.  Mr. Devoe shared Mrs. Reemsnyder’s position, in light of these economic times.  It was agreed that, in the future, the payroll consultant can recommend the best way to handle such situations as they arise. There was no decision made at this time.

Old Business

Sheffield Brook:  Because Sheffield Brook representative is not present, discussion will not take place this evening.

Other Business

Nothing to report.

Selectman’s Office

The Duck River culvert at McCurdy Road is complete and the engineer has done a final inspection.  The Town has signed a form confirming substantial completion and that will be reviewed by the CT DEEP.  Payment to the contractor has been authorized, less the retainage.  For safety reasons, the installation of the beam rail (metal guard rail) on the Johnny Cake Hill side of McCurdy Road will be a separate project.  

The R-10 designation for seasonal properties has been deleted from the Zoning Regulations.  However, homeowners in R-10 zones must still comply with building and health codes.  All properties are now considered “year round” from a Zoning standpoint but owners must obtain Building and Health approvals to winterize and live there year round.  This will hopefully end the R-10 litigation and it will likely increase the workload for Building and Health

The repaving of Library Lane and part of Town Wood's Road is complete.  The contractor also did some repair work on Buttonball Road, north of the Black Hall Club, to paving that he performed last year, at no cost to the Town.  

Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, November 15, 2011 at 7:30 p.m.  

Mr. Russell stated that Executive Session needs to be added to this evening’s agenda.  Therefore, a motion was made by Mr. Garvin, seconded by Mr. Kerr to add Executive Session to the agenda.  Motion carried

A motion was made by Mr. Woolley, seconded by Mr. Devoe and passed unanimously to enter into Executive Session at 9:35 pm to discuss a possible real estate purchase.  Robert Pierson and Thomas Swaney from the Old Lyme Fire Department were invited into the Executive Session.  

A motion was made by Mr. Devoe, seconded by Mr. Kerr to adjourn Executive Session at 9:57 pm.  Motion carried.

A motion was made by Mr. Kerr, seconded by Mr. Devoe to adjourn the regular meeting at 9:58 p.m.  Motion carried.

Respectfully Submitted,

Michele Hayes-Finn

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

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