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Board of Finance Minutes 03/07/2017 Revised
Minutes of the Board of Finance meeting held on Tuesday, March 07, 2017 at 7:00 p.m. at the Old Lyme Memorial Town Hall.
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Present:~~~~~~~~~~ Regular Members:~ Andrew Russell, BJ Bernblum, Chris Kerr,
Janet Sturges, David Woolley
Alternate Members:~ Bob Jose, David Kelsey                      

Bonnie A. Reemsnyder, ex-officio
Nicole Stajduhar, Finance Director
                Mary Jo Nosal, Selectwoman      
                Skip Sibley, Selectman  

Absent:~~~~~~~~~~~ Regular Members:~  H. P. Garvin, III
~Alternate Members:~~Adam Burrows
                
Guest:          Joanne DiCamillo, Chairman, Tree Commission
                Tom Degnan, Tree Warden
                
                _______________________________________________________


Mr. Russell called the meeting to order at 7:00 p.m.  Mr. Russell noted that regular member, Mr. Garvin, is absent this evening, therefore, a motion was made by Mrs. Sturges, seconded by Mr. Kerr to have Mr. Kelsey vote for Mr. Garvin in his absence.  Motion carried.


Mr. Russell requested that the Tree Commission get moved up on the agenda to accommodate guests, therefore, a motion was made by Mrs. Sturges, seconded by Mr. Woolley, to move Tree Commission up on the agenda.  Motion carried.

206  Tree Commission

Mrs. DiCamillo read an email from Mrs. Stajduhar which stated, “that this PW account should be budgeted for $5000 for emergency tree removals only. ~The Tree Commission-Contracted services line items should include all other tree services including tree trimming and removal. ~The BOF increased your budget request for FY17/18 for this line item from $8,000 to $13,000.  On 2/14/17, the BOF reviewed Ed Adanti's Public Works budget and spent much time discussing his tree removal line item.”   Mrs. DiCamillo questioned why this budget change was done.  Mr. Russell stated that the main reason this was done was because the Public Works Tree line was overspent and some of the expenses that could have come from the Tree Commission budget, were spent out of the Public Works budget.  Mr. Russell stated that Mr. Adanti was concerned about the overrun of his tree removal line.  Mrs. DiCamillo stated that the Public Works tree budget is for tree removal and her tree budget is for maintenance, pruning, fertilizing, and planting.  There was a discussion on the chain of command on tree removal.  Mrs. DiCammillo quoted the Tree Ordinance which stated, “ Town and private contractors. Pruning, trimming, shaping, fertilization, and/or partial or complete removal of plantings on Town property or other property under control of the Tree Warden and the placement of new plants may be conducted by the Town Superintendent of Public Works, qualified private contractors, licensed arborists or private citizens recommended by the Tree Commission and authorized by the Tree Warden or the First Selectman.”
Board of Finance Meeting                                                                        March 07, 2017




Mr. Degnan stated that the process is that he is the only one who can post the tree in question for removal and he has worked directly with the Director of Public Works on specific trees.  Mrs. Stajduhar stated that there was a misunderstanding that the Public Works budget was just for tree removal and Tree Commission’s budget is for pruning, maintenance, shaping, etc.  Mrs. Reemsnyder stated that she had a meeting with Mr. Adanti to clarify the various specific roles of the Public Works and Tree Commission.  Mrs. Reemsnyder stated that she believes that the tree removal should remain in the Public Works budget.  Mrs. Reemsnyder reported that a Public Works employee who has experience with trees and removal is going to school to become an arborist and will be able to communicate directly with the Tree Warden.  Mrs. Sturges suggested that in order to help clarify the duties, the Public Works line should be changed and labeled Tree Removal and not Maintenance, as the responsibility of maintenance lies with the Tree Commission and not Public Works.  Mr. Degnan commented that he feels that the Public Works Tree Removal budget should be increased to accommodate the removal of trees.  After discussion, it was decided to have the Tree Warden and Public Works Director discuss the roles of their departments and communicate on any tree removal in the future.


201 General Government

0010  Selectman’s Office

Mrs. Stajduhar highlighted the Selectman’s Office budget. Increases are in the Mileage and Legal Counsel line. There was a suggestion to decrease the Postage line to $2,000.

A motion was made by Mr. Kelsey, seconded by Mr. Kerr, to approve $79,300 for the Selectman’s Office.  Motion carried.   


0020  Town Clerk’s Office

Mrs. Stajduhar outlined the Town Clerk’s budget stating that Mileage and Advertising increased.  The Land Record Expense is now under Contracted Services creating an increase in that line.  The increase in Education/Training represents required annual classes for Town Clerk and assistant in order to get certification.

A motion was made by Mrs. Sturges, seconded by Mr. Bernblum, to approve $25,400 for the Town Clerk’s Office.  Motion carried.   


0030  Tax Collector’s Office

Mrs. Stajduhar highlighted the Tax Collector’s budget.  There are increases in Postage, Legal Counsel and Contracted Services, which are provided by Quality Data Company and consist of software maintenance and a variety of other tasks, such as printing the tax bills.  

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A motion was made by Mr. Kelsey, seconded by Mr. Woolley, to approve $26,190 for the Tax Collector’s Office.  Mr. Kerr abstained.  Motion carried.         


0040  Treasurer’s Office

Mrs. Stajduhar highlighted the Treasurer’s budget and stated that there is an increase in Postage and Contracted Services which includes Audit to cover regular and FSA ($39,000), if required, Financial Advisor – bond disclosures ($1,000), and NECART for document shredding ($500), and BMSI Payroll program ($4,000).

A motion was made by Mrs. Sturges, seconded by Mr. Kerr, to approve $48,500 for the Treasurer’s Office.  Motion carried.


0050  Registrars’ – Primaries and Referendums

The Registrars’ budget was reviewed.  A new budget submitted by the Registrars has not been taken into account.  After a discussion, it was decided to table the Registrars’ budget for additional clarification.


0060  Information Technology Department

Mrs. Stajduhar explained the Info Tech line items noting increases in Anti Virus, Contract Fiber Tech which is with Nutmeg Network, the high speed internet provider. However, there is a grant for that expense  Decreases are in Mileage, VTH Contract, GIS Contract and Education/Training.

A motion was made by Mr. Woolley, seconded by Mrs. Sturges to approve $44,450 for Information Technology.  Motion carried.         


0070  Probate Court

A handout was provided from the Niantic Regional District 32 probate court proposed budget for 2017/18, detailing Old Lyme’s amount and percentage for FY2017/18.

A motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to approve $5,700 for Probate Court.  Motion carried.   




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0080  Assessor’s Office

There were increases in Contracted Services and Other/Miscellaneous lines and decreases in Postage and the Education/Training lines within the Assessor’s budget.

A motion was made by Mr. Woolley, seconded by Mr. Kerr, to approve $23,000 for the Assessor’s Office.  Motion carried.   


0090  Building Department

The Building Department budget was reviewed.  There is an increase noted in Contracted Services which relates to annual maintenance and support for new permit software, View Point.  There were no other increases from last year’s budget.

A motion was made by Mrs. Sturges, seconded by Mr. Kelsey, to approve $18,745.  Motion carried.   


0095  Health Department

The Health Departments budget represents Ledge Light Health District under Contracted Services which is comprised of an estimated per capita fee (7,600 pop. X $7.37=$56,012), and a flat Transition fee ($60,000).  There was a decrease in the Postage line.

A motion was made by Mr. Woolley, seconded by Mrs. Sturges, to approve $117,600.   Motion carried.


0100  Town Hall Expenses

Mrs. Stajduhar stated that the Town Hall expenses include increases in Business Machines and Repair/Maintenance lines.   Decreases are in Office Supplies, Electric, Heating Expense and Contracted Services (cleaning, mats, bottled water, elevator contract, fire safety and inspection).  The new Facilities Manager was moved into Salaries.

A motion was made by Mr. Woolley, seconded by Mr. Kerr, to approve $142,000.   Motion carried.         


0110  Insurance

Mrs. Stajduhar highlighted the costs of the Town’s insurance which includes premiums for Medical Insurance ($482,000) and Life ($16,000), Property/Liability ($130,000), Workers Compensation ($89,000), and Fire Department ($42,000).  Bonds for Officials ($2,000) remained the same as last year.

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A motion was made by Mr. Bernblum, seconded by Mr. Woolley, to approve $761,000.  Motion carried.         


0120  Special Deductions

Mrs. Stajduhar stated that within Special Deductions, there is an increase in Unemployment ($2,000), and decreases in Social Security ($208,000) and Buyback for sick/vacation time ($18,000), and Pensions ($172,000).   

A motion was made by Mr. Kelsey, seconded by Mrs. Sturges , to approve $400,000.  Motion carried.  


202  Boards and Commissions

0200  Harbor Management Commission

The Harbor Management expenses represent Contracted Services ($1,100) for removing, storing and replacing the dinghy dock at Ferry Road each year and hauling in the moorings; and Miscellaneous line ($50).

A motion was made by Mr. Kerr, seconded by Mr. Bernblum, to approve $1,150 for Harbor Management Commission.  Motion carried.            


0210  Economic Development Commission

Mrs. Stajduhar stated that the EDC expenses include Supplies ($10) and Postage ($10) line items.

A motion was made by Mr. Kelsey, seconded by Mr. Bernblum to approve $20 for Economic Development Commission’s budget.   Motion carried.         


0215  Ethics Commission

There are no increases noted with the Ethics Commission.

A motion was made by Mr. Kelsey, seconded by Mr. Kerr, to approve $25 for the Ethics Commission budget.  Motion carried.        




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0220  Water Pollution Control Authority

Mrs. Reemsnyder highlighted the budget for The Water Pollution Control Authority.  There were increases in the Advertising and Consultant lines and a decrease in Legal Counsel.

A motion was made by Mr. Kelsey, seconded by Mr. Bernblum, to approve $112,600 for the Water Pollution Control Authority.  Motion carried.  


0230  Board of Finance

The Board of Finance office supplies, postage, advertising, contracted services, and printing lines remained the same.

A motion was made by Mrs. Sturges, seconded by Mr. Kerr, to approve $8,650 for the Board of Finance.  Motion carried.  


0240  Flood and Erosion

This budget represents the Postage, Contracted Services, and Miscellaneous.

A motion was made by Mr. Kelsey, seconded by Mr. Kerr, to approve $30 for the Flood and Erosion Control Board. Motion carried.       


0250  Historic District

The Historic District line item increases include Other/Misc lines and a decrease in Postage and Advertising.

A motion was made by Mrs. Sturges, seconded by Mr. Kelsey, to approve $1,700 for the Historic District.  Motion carried.  


0260  Tree Commission

The Tree Commission lines include:  Postage, Warden, Contracted Services and Miscellaneous.  Mrs. DiCamillo stated that the Tree Commission didn’t reappoint the Deputy Tree Warden, therefore, the Tree Warden line for $5,000 can be reduced by $2,000 which should be added to the Contracted Services line.

A motion was made by Mrs. Sturges, seconded by Mr. Kelsey, to approve $14,800 for the Tree Commission.   Motion carried.
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0265  Parks and Recreation

Parks and Recreation budget represents $10 for Other/Misc. line.

A motion was made by Mr. Bernblum, seconded by Mrs. Sturges, to approve $10 for Parks and Recreation.   Motion carried.


0270  Board of Assessment Appeals

Board of Assessment Appeals budget is comprised of Postage, Advertising and Other/Miscellaneous lines.

A motion was made by Mr. Kelsey, seconded by Mrs. Sturges, to approve $230 for the Board of Assessment Appeals.  Motion carried.


0275  Rogers Lake Authority

Mrs. Stajduhar stated that the entire Rogers Lake Authority budget is split 50/50 with Lyme.   The boat expense increased due to new docking expense.  The head of the patrol quit and the boat used to be docked at his house on the lake.  Line item, Lake Management of $6,100, is paid for by Old Lyme and under the First Selectwoman’s responsibility.

A motion was made by Mr. Bernblum, seconded by Mr. Woolley to approve $16,375 for the Rogers Lake Authority.  Motion carried.


0280  Land Use Department

Mrs. Stajduhar stated that there are decreases in mileage, Legal Planning, Legal ZBA, Advertising Zoning, Engineering for Inland Wetlands, Planning and Zoning, as well as the Land Use Printing and Land Use Other lines.  Many of the decreases are due to the lack of development in the Town.  It was decided to table voting on Land Use budget for further clarification


0290  Sound View Commission

The Sound View Commission’s budget consists of postage, printing and Other/Miscellaneous which remained the same as last year.  Contracted Services represents the Port-o-potties at Sound View as well as maintaining plantings and shrubs for planters at the end of Hartford Avenue .

A motion was made by Mr. Woolley, seconded by Mrs. Sturges, to approve $13,675 for the Sound View Commission.  Motion carried.       
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0310 Conservation Commission

Conservation Commission budget represents Advertising and Contracted Services.

A motion was made by Mr. Kelsey, seconded by Mr. Woolley, to approve $1,330 for the Conservation Commission.  Motion carried.        


0330 Open Space Commission

Open Space Commission represents maintenance ($3,000) of trees, brush, and trails on Open Space Land, Contracted Services (5,000) for the Open Space Coordinator/Warden, and Open Space ($5,000).  

A motion was made by Mrs. Sturges, seconded by Mr. Bernblum to approve $13,000 for the Open Space Commission. Motion carried.


Audit Engagement Letter

Mrs. Stajduhar reviewed the Audit Engagement letter which is in the amount of $33,175.  She explained that a new firm took over Cohn Reznick and the auditors familiar with the Town went to different practices.  The Engagement letter is with the new firm of PKF O’Connor Davies in which the auditor, Joseph Centofanti, who attended the December Finance meeting, is a partner.  Therefore, it should be noted that there will be a change in auditors.  There was a discussion on the fee in the Engagement letter and, with the change in auditors, should it go out to bid.   Mrs. Reemsnyder suggested that the process begin with a committee and should initially start with a Request for Qualifications and solicit for the Town Auditors.  It was decided to table this item until the March 14th meeting.               .


Suspense List           

The Suspense List circulation and review of the list was tabled until next week.  Mr. Russell requested the document be scanned and sent to BOF members prior to next week’s meeting.  Discussion and accepting it as presented is scheduled for the March 14th meeting.


Other Business

Minutes of February 28, 2017:  The Minutes of February 28th were reviewed.  Corrections noted were on page 2, 2nd paragraph, 2nd sentence, replace “should have” with “had been intended”.  In the 5th sentence, remove the plural “s” in the word “advise”.   In the 6th sentence, change “it was” to “Mr. Russell”. After the last sentence, add a new sentence reading, “The issue was left open for further discussion.”

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On page 3, under Fire Department discussion, Mr. Risom was asked if there is a future plan to move the two antique trucks that are used for parades to another location rather than take up room in the garage.  Presently, the antique trucks occupy two bays of the garage which leaves the EMS vehicles outside.  Mr. Risom stated that several options were being considered and the issue would be resolved soon.  

There being no further corrections noted, a motion was made by Mr. Kelsey, seconded by Mr. Kerr to approve the minutes as corrected.  Mrs. Sturges abstained.  Motion carried.  


Regional School District #18 Accounting Error:  Mrs. Stajduhar stated that the Town and the School’s auditors conferred and said if both towns agreed, the extra billing would be pushed out until after July 1st.  

Governor’s Proposed Budget:  Mrs. Reemsnyder reported that she has been reviewing the information packet on the Governor’s proposed budget for FY 2018 and its impact on the town.  She explained that one of the major impacts proposed is the Teachers Retirement Contribution which would cost the Town of Old Lyme $1,062,000.  The Connecticut Conference of Municipalities and the River COG will be sending a letter expressing their concerns about the budget and its impact on the towns. Mrs. Stajduhar stated she estimated the Governor’s budget and the Teacher’s Retirement Plan in regards to the impact on the Town.  She estimated that it would impact the town approximately $1,200,000 or .50 of a mill.  There was discussion about whether to fund through surplus or in the mill rate.

Police and Public Works Contract negotiations:  Mrs. Reemsnyder reported that negotiations with both Police and Public Works unions have started.  Both Contracts expire June 30, 2017.

WPCA Update:  Mrs. Reemsnyder reported that the WPCA is still waiting feedback from the DEEP on the plan that was submitted in December.  They already have approval on the well monitoring scope of work and has been signed and sent in and anticipate work on this beginning soon.  She has been reviewing the processes that have been completed to date and stated that the EIS hasn’t been submitted yet because they are awaiting DEEP’s comments before they can complete it.

Smoke-free Policy:  Mrs. Reemsnyder stated that the Board of Selectmen reviewed a draft of the tobacco-free policy which was sent to the town attorney for review.  The policy would apply to town facilities, including public buildings, athletic fields, beaches, parks, playgrounds, tennis courts, basketball courts, hiking trails, and town vehicles.

LED Streetlight Project:  Mrs. Reemsnyder stated that the Pilot program LED lights have been installed on Halls Road, Lyme Street and McCurdy Road.  The lights that were installed in the three areas are from different manufacturers and of varying warmth and heat lumens.  The ones on Halls Road are geared towards a business district where the lights installed on Lyme and McCurdy are more for residential areas.




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Mr. Russell stated that the next Board of Finance meeting is scheduled for Tuesday, March 14, 2017, at 7:00 p.m.  Budgets for Lyme Youth Service Bureau, Other Associations, Lymewood, Ryefield Manor, and meeting minutes are scheduled for discussion.


A motion was made by Mrs. Sturges, seconded by Mr. Kerr, to adjourn the regular meeting at 10:10 PM.  Motion carried.



Respectfully Submitted,



Michele E. Hayes
Secretary




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

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