741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Finance Committee

Meeting Minutes

Chairman

Kevin J. Dombrowski

Regular Meeting

Wednesday, October 4, 2023

5:00 PM

Town Hall Annex Building - Hybrid

Format

WORKING DRAFT

In -Person: Council Chambers - Town Hall Annex Building

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CALL TO ORDER

the Meeting was called to order by Councilor Saums at 5:00 p.m.

at the Council Chambers Town Hall Annex Building.

Councilor Saums welcomed all to the Hybrid Meeting. He stated for the Town

Council Finance Committee and members of the Public who were participating via

video conference that the remote meeting information was available on the Agenda

that was posted on the Town’s Website - Granicus-Legistar Meeting Portal.

II.

ROLL CALL

Councilor Bill Saums

Councilor Andra Ingalls

Councilor Tim Ryan

Present:

Excused:

In addition, the following were present:

Fred Allyn, IIMI ayor

Matt Bonin Finance Director

S. Naomi Rodriguez Town Councilor

Steve MasalinPublic Works Director/Town Engineer

Kristen Chapman Executive Assistant to the Mayor

Roxanne Maher Administrative Assistant

III.

IV.

RESIDENTS & PROPERTY OWNERS COMMENTS

None.

PRESENTATIONS / INFORMATIONAL ITEMS

None.

APPROVAL OF MINUTES

MOTION to approve the Finance Committee Special Meeting Minutes of September 20,

2023

APPROVED AND SO DECLARED

Andra Ingalls

RESULT:

MOVER:

Bill Saums

SECONDER:

VI.

FINANCE DIRECTOR'S REPORT

Finance Director’s Report

(See VII. Financial Reports below).

CONTINUE

RESULT:

VII. FINANCIAL REPORT

(See VII. Financial Reports below).

Financial Reports:

Revenue Summary-Fiscal Year 2022/2023 Year End - Pre-Audit

Expenditure Summary-Fiscal Year 2022/2023 Year End - Pre-Audit

Fund Balance Projection - June 30, 2023

Finance Director Matthew Bonin reviewed the attached Financial Reports, noting that

the Unassigned Fund Balance as a Percentage of FY 2023 Expenditures was 8.12%

Mr. Bonin stated based on his conversation with the Board of Education’s new

Business Manager Kenneth Knight, that he did not anticipate any more changes to the

Education’s Fiscal Year 2022/2023 Budget, he ran the Board of Education’s Munis

Report. However, Mr. Bonin stated subsequent to running the Education’s Budget

Report he found that the Board of Education added a new budgetary line that was

coded as a Balance Sheet Account and not an Expenditure Account in Munis,

Therefore, he stated when he ran the Education Budget Report the new budgetary

line, which had about $41,000 in expenditures did not show up on the Report. He

stated the Board of Education’s Fiscal Year Surplus was $217,780.

Councilor Saums stated the Summary Sheet (noted above) that Mr. Bonin provided

was very helpful, noting that the Munis Reports were challenging to understand. He

stated the good news was that they would not have to use $1 million from the Mil

Rate Stabilization Fund to balance the Fiscal Year 2022/2023 Budget. He stated the

projected surplus for Fiscal Year 2022/2023 was $370,00 and the Unassigned Fund

Balance was 5,341,475 which would bring the Town’s Fund Balance up to 8.12% of

their Annual Expenditure Budget. He noted that per the “Fund Reserve Policy” that

was adopted on May 23, 2018 that the town’s goal was to bring their Unassigned

Fund Balance up to 10% . He also stated $217,780 of the total surplus would be

appropriated to the Board of Education’s Capital Non-Recurring Account in

accordance with the “Resolution Creating a Funding Mechanism for Making Annual

Appropriations to a Capital Reserve Fund for the Board of Education” that was

adopted on September 28 , 1988.

Councilor Saums went on to comment on the attached Revenue and Expenditures

noting that some came in higher than projected and some came in lower than

expected:

Councilor Saums specifically noted that the Debt Service Account had a surplus of

$278,428 and he explained that this was because the former Finance Director used a

different assumption for the interest and spending.

Councilor Saums went on to note that the Budget Review Committee has been

working to find something meaningful the town could do to reduce expenses. He

stated because the town’s Finance Committees and Administrations have spent many

years working to reduce expenses the Committee has not been able to finding

anything. However, he stated the Committee to Review the Budget Process began to

look at their Debt Service as an area potential savings. He stated although Ledyard

was among the lowest in the State for total debt, that their current debt service

expense was $4.1 million a year, explaining this was to pay down the cost of the

project along with the interest costs associated to borrowing (bonding ) the money.

He stated the only way to reduce their debt services and eliminate the need to borrow

(bond) funding was to set-a-side funding each year for large improvement projects

(roof replacement projects, etc.) as they were currently doing for the replacement of

large pieces of equipment such as emergency apparatus like fire trucks and public

works equipment. However, he stated to implement a long-term facilities

improvement plan would require the town put more money their Capital

Non-Recurring Account each year, which would cost the taxpayers more in te

short-term to save money in the long-term.

Mayor Allyn stated the town underspent the budget by about one half of one percent

of the Town’s $64 million dollar budget, noting that they were very close to hitting

the mark.

Councilor Ingalls requested clarification regarding the following:

Revenues:

· Account #1011402-42006 (Property Tax for the Elderly) $85,000 - Councilor

Ingalls questioned how this was Revenue reported.

Finance Director Matthew Bonin explained in years past the town received Grant

Funding from the State for the local tax relief the town gave to the elderly who

met the qualifications to receive some tax relief. However, he stated in more

recent years, including Fiscal Year 2022/2023, the State has not provided funding

to the town; and therefore, no revenue came into that account.

Councilor Saums stated the Town adopted Ordinance #96 “ An Ordinance To

Provide Property Tax Relief For Certain Homeowners Age Sixty-Five Or Over

Or Permanently And Totally Disabled” on October 26, 2005 to provide a

property tax abatement for residential property of certain homeowners age

sixty-five or over or permanently and totally disabled under the provisions of the

Connecticut State Statutes 12-129n. However, he stated because the town found

that the program was not going to be sustainable that on January 10, 2007 they

amended the Ordinance to be consistent with the annual income limit set by the

State of Connecticut. He stated with the 2019 Ordinance Renumbering Project

the Ordnance was now #200-005 and noted around January of each year the

Town Council voted to adjust Appendix A “Qualifying Income Schedule” to be

consistent with the State’s program.

Mayor Allyn, III, provided some background explaining when the town initially

adopted the Elderly Tax Relief Programs, it provided a higher income threshold

than the State’s program. However, he stated after several year, the town

anticipated the Elderly Tax Relief Programs going to cost the taxpayers about

$350,000 a year, and would continue to increase that they found that the

program was not going to be sustainable. Therefore, he stated that on January

10, 2007 they amended the Ordinance to be consistent with the annual income

limit set by the State of Connecticut. However, he noted that the State was not

proving their support to the town.

· Account #1011029-55246 (Risk Management) - Councilor Ingalls questioned

the reason this account was only expended by 1.1%.

· Account #10110209-55249 (Cyber Coverage) - Councilor Ingalls questioned

the reason this account was only expended by 0%.

Finance Director Matthew Bonin explained that the town was not able to

retain the Cyber Coverage during the 202/2023. However, he stated they now

have the coverage. Mayor Allyn, III, explained that they had to meet a number

of requirements to obtain the Cyber Coverage. He noted the National Guard

and others assisted the town in meeting the testing requirements, etc. He state

the Cyber Security companies want to limit their exposure, when they issues

the Cyber Security Policies.

CONTINUE

RESULT:

VIII. NEW BUSINESS

Discuss adding a new Administrative Assistant position to support the Public Works

Director/Town Engineer

Councilor Saums stated Public Works Director-Town Engineer Steve Masalin was

preparing for his eventual retirement. He noted in reviewing the list of the Public

Works Director-Town Engineer’s responsibilities, which included administrative

work, and the seven-page job description, that they needed to discuss what they were

going to do. He stated the Public Works Department had a Superintendnet who did a

lot many things and a Public Works Director/Town Engineer who does the rest.

Councilor Saums stated based on all the years that he has been involved in town

government, that he knew that Mr. Masalin puts in far more than the normal 35 - 40

hours per week. Therefore, he stated the Mr. Masalin was suggesting the town

consider adding an administrative position to pick-up some of the duties and in an

effort to attract a candidate for the Public Works Director position. He commented

that Mr. Masalin must love his job, noting all the work, detail and tracking he does

regarding budget expenses, equipment replacement schedule, winter operations -

snow plowing and salt use, the administration of the MS4 work, etc.

Public Works Director-Town Engineer Steve Masalin explained the purpose of

tonight’s discussion was to engage in a conversation about the value of adding an

administrative assistant well enough in advance of the transition to a new Public

Works Director. He stated he met with Mayor Allyn, III, Executive Assistant Kristen

Chapman, and Director of Human Resources Marisa Rodriguez to talk about the

duties of the position. He stated they discussed looking at existing staff and what

duties they could accommodate, noting that there were many tasks that could be

covered by an administrative assistant for efficiency and for the continuity of

operations. He stated for many years these functions have been undertaken by the

Director and more recently some of these duties have been assumed by the Highway

Superintendent; however, he stated that this would not imply that this has been or

would continue to be a suitable arrangement. He stated in addition to the tasks that

have been directly associated with the Director’s job, that he also assumed a fuller

burden of specific duties that were formerly handled by the Service Manager, noting

that the position that was eliminated several years ago.

Mr. Masalin went on to state that during the discussion Allyn, III, Executive

Assistant Kristen Chapman, and Director of Human Resources Marisa Rodriguez, the

bigger hole that emerged was the technical work, which included the management of

the capital planning, and other projects/initiatives, etc. He stated that he has

developed spreadsheets to track this type of data, however, he explained that it would

take some time, even for someone that knew Microsoft Excel, to untangle the data

noting that perhaps they would want to redo the spreadsheets in a simpler way. He

stated that he had a Professional Engineer (PE) License, and he stated the town

should have someone on-staff that had a PE License, noting that the person would not

have to be the Public Works Director. He noted for a brief time the town had a Town

Engineer on staff; and he stated in addition to that individual having a PE License

that they were also able to absorb some of the work that he would have otherwise

had to undertake in the area of Plan Reviews. He went on to explain that there were a

number of other things that he has had to outsource to a Consulting Engineer which

included work such as MS4 Administration - CLA Engineers, which they could

perhaps bring back to being done in-house for a potential cost savings. However, he

stated they would need to determine what would reasonably be expected of the next

Public Works Director, and what the individual would be willing to undertake.

Mr. Masalin stated that the town would need to decide how they wanted to

restructure the duties and responsibilities and then provide staff to work through a

transitional timeframe, to get things in-motion so that when he retired there would be

staff that could carry forward the momentum that was currently in-place. He stated

another Public Works Director may choose to do some things differently, stating that

would be in their prerogative to do within the Leadership Structure. However, he

stated that there were somethings that the new Public Works Director should have

access to and decide whether the plan was working well or whether they wanted to do

it differently.

Mr. Masalin stated with Councilors Saums and Ingalls choosing not to run for

reelection in November, 2023 that they would be stepping off the Town Council

before he would be retiring, and therefore, they would not be part of these staffing

decisions, noting that the decisions would be left to the members of the Town

Council who come aboard in November, 2023 and beyond. He stated he did not have

a retirement date in-mind at this time, noting that that although he would be at

retirement age at the end of this calendar year, that because his wife was two-years

younger than him that there were certain things he needed to keep in place. He stated

that January 19, 2024 would be his thirty-year anniversary working for the town; and

therefore, he was in the zone of transitioning toward retirement.

Mr. Masalin went on to note during the discussion with Mayor Allyn, III, Executive

Assistant Kristen Chapman, and Director of Human Resources Marisa Rodriguez,

they talked about ways to begin the transition for his retirement, which included him

being accessible in some way. He stated during the time when Preston’s Leadership

was transitioning that he moonlighted as their Public Works Director for about

one-year. He stated when Preston brought in a new Public Works Director that he

worked alongside them for a while, and that he has continued to provide some

consulting, which has lessened with time. He stated Ledyard’s Transfer Station crew

was currently moonlighting on Saturday’s to help Preston out at their Transfer

Station. He noted that Ledyard and Preston have been working together in various

capacities to help the

Councilor Saums noted the following spreadsheets that Mr. Masalin developed and

has maintained were of significant value to the town; and that these were things that

he thought the town would want to keep:

· Heavy Equipment Replacement Schedule

· Municipal Waste Management

· MS4 Administration - Mr. Masalin stated although this work was outsourced to

CLA Engineers, that it also required the Public Works Director to work with the

Consultants.

· Road Surface Management - Beta Group

Winter Operations (overtime costs) salt needed for an event, road temperature

monitor, when to plow or when to salt etc.

· Transfer Station - Mr. Masalin commented on the Transfer Station, noting that

Ledyard invited Occupational Safety and Health Administration (OSHA) to

preform and evaluation which identified a mound of work that needed to be done.

He stated although OSHA had previously inspected the Transfer Station that a

number of things that were not identified in the past, had to be changed. He stated

they try to be pro-active in maintain the Transfer Station, however, they were not

perfect.

· Tree Warden - Mr. Masalin stated per state statute the Tree Warden had to be

certified. He stated he went to school (several weeks) to become certified, but that

the town could hire a certified Tree Warden, if the Public Works Director was not

certified at the level required by state statute. He stated the town has developed

relationships with Eversource and others to help them keep ahead of trees falling

into the right-of-way or on electrical power line.

Councilor Rodriguez requested clarification on the following:

· When Mr. Masalin worked as Preston’s Public Works Director was he working in

the capacity of a Consultant.

Mr. Masalin stated that he worked as a 1099 Employee, not specifically as a

consultant.

· Could the Tree Warden could be a consultant.

Mr. Masalin replied “Yes” that the town could hire a Tree Warden, providing they

had the proper certification. He stated municipalities were required to have a

“Certified Agent”.

· Would Mr. Masalin be willing to work as a Consultant.

Mr. Masalin replied “Yes”, noting that this was part of the discussion with Mayor

Allyn, III, Executive Assistant Kristen Chapman, and Director of Human

Resources Marisa Rodriguez, noting that other Department Heads have worked as

a Consultant during transition. However, he stated that he would think that the

town would want to do as much as they could as he was leaving, but that he

would be available to come and help out if needed.

Councilor Saums stated the arrangement Mr. Masalin had in Preston working as

their Public Works Director to help them through their Leadership Transition

appeared to have worked out well. He stated that Preston now had a good Public

Works Director and Mr. Masalin was receiving less calls for his help. Mr.

Masalin stated the arrangement worked out well, noting that Preston benefited

from his 28-years of experience, guidance, and immediate recommendations. He

stated that he gave an Official Report on his findings, noting that Preston began

to use treated salt, went to double yellow lines on the roads, the Beta Group was

now assessing their roads, and a number of other things. Therefore, he stated

when they hired the new Public Works Director Jim Corely that many of the

recommendations were already in-motion.

Mayor Allyn, III, stated as Mr. Masalin stated they met yesterday, and that Director

of Human Resources Marisa Rodriguez was already working to draft a job

description, which would work its way through the approval process. He stated they

think that some of the administrative work could be handled in-house by existing

staff for some period of time. However, he stated during their discussion it became

clear that everything Mr. Masalin was currently doing, outside of his regular duties,

could be absorbed by existing staff.

Councilor Ingalls stated that Public Works Director/Steve Masalin has always

thought well ahead, noting that this was evident in the plans that he has brought to the

Finance Committee, he was thorough, and he weighed options, etc. She stated that it

was refreshing to have the level of analysis that Mr. Masalin has presented to the

Finance Committee over the years. She stated the information Mr. Masalin provided

to the Finance Committee was always very helpful and that she was impressed with

his work. She stated when Mr. Masalin came to the Finance Committee that she was

confident that the plan was a sound analysis and reasonable path forward for the

town. She thanked Mr. Masalin for his work.

Mr. Masalin thanked Councilor Ingalls for her comments. He stated many of

initiatives were progressively added to role the Public Works Director position

bit-by-bit over the years. He stated the last big piece was the Facilities Plan,

explaining that the town now had a similar Capital Improvement Plan (CIP) like the

Emergency Apparatus Replacement Schedule or the Public Works Heavy equipment

Replacement Plan, for the for the maintenance of their Municipal Facilities. He stated

this has been a team effort noting that these things would not have happened without

the support of the Leadership and the funding.

Councilor Saums thanked Mr. Masalin for his invaluable experience. Mr. Masalin

stated that he would be retiring to Ledyard, and therefore, he would also like to see

the programs that have been put in-place for the betterment of the community to

continue going forward.

DISCUSSED

RESULT:

MOTION to approve appropriations from the receipt of sales of vehicles and equipment

through GovDeals in the total amount of $23,820.61 as follows:

$415.00 to Sawmill Donations Account #20810201-54202-24202

$13,351.00 to the Police Vehicles CNR Account #21020101-57510

$885.00 to the Public Works Light Equipment CNR Account #21040101-57314

$1,609.00 to the Board of Education Reserve Fund CNR Account #21070101-58250; and

$7,560.61 to the Board of Education Ag-Science CNR Account #21070101-58261

Moved by Councilor Ingalls, seconded by Councilor Saums

Discussion: Councilor Saums stated the Town has moved away from using the

former sealed Bid Process to sell surplus equipment to the GovDeals.com on-line

auction site. He stated since using GovDeals.com that the town has received much

more interest from buyers from all over the country and more money from the sale of

items. He stated this motion would allocate the funding from each piece of equipment

sold to their respective accounts to be used toward he future replaced of equipment.

Mayor Allyn, III, stated one gentleman drove up from Coastal, North Carolina to

pick-up the two out-board engines (Board of Education Agri-Science). He stated he

thought that they would have received more many for the 1990’s out-board engines.

However, he stated the Public Works Department provided a lot of information

regarding the items they were selling where the Board of Education just lists the

items.

It was noted that to-date the town received $14,843.50 from the from GovDeals

relative to the sale of these items. Upon receipt of the remaining $8,977.11 from

GovDeals that the funds would be appropriated to their respective accounts.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Bill Saums

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

MOTION to authorize overspending Account #10110209-55245 (Insurance Deductible)

through June 30, 2024.

Moved by Councilor Saums, seconded by Councilor Ingalls

Discussion: Councilor Saums stated that the town’s insurance deductibles have come

in higher than the amount budgeted, noting that they have had a number of claims

this year.

Mayor’s Executive Assistant Kristen Chapman stated that the town typically

budgeted $10,000 for their insurance deductibles, noting that last year (2021/2022)

they had a surplus of $3,000 remaining in the account. However, she stated this year

has been unusual, noting that they currently had three claims with $10,000

deductibles.

Ms. Chapman went on to explain the town had one incident occurred in June, 2023,

which was after the Fiscal Year 2023/2024 Budget was approved, noting that this

insurance deductible would be paid out of this year’s budget. She also noted one

claim was a Class Action, but that she did not anticipate that they would reach the

$10,000 deductible. She stated it was difficult to anticipate what was going to happen

for the remainder of this year, noting that they mostly likely would have more

incident that would occur this year.

Councilor Saums questioned whether the town’s liability insurance included a ceiling

similar to the health insurance, where once they reach an accumulative deductible

that everything else was 100% covered. Ms. Chapman stated she would be meeting

with Connecticut Interlocal Risk Management Agency (CIRMA) who was the

insurance provider for both the Town and Board of Education in November, 2023;

and that she would look into Councilor Saums question.

VOTE: 2- 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Bill Saums

RESULT:

MOVER:

Andra Ingalls

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

MOTION to approve two tax refunds in the combined total amount of $19,287.46 with each

exceeding $2,400.00 in accordance with tax collector departmental procedures.

Good Essen - Foxwoods LLC

$5,882.69

$13,404.77

Moved by Councilor Ingalls, seconded by Councilor Saums

Discussion: Councilor Saums stated in accordance with policies established for the

Tax Collection Department, refunds to taxpayer exceeding $2,400 need to be

approved by the Town Council. He explained because the restaurant filed their

declaration late that the Tax Assessor had to file a certificate of correction, which

resulted in a decrease in their assessment. He stated because the taxes were already

paid that a refund has been requested.

Councilor Saums stated tax refunds under $2,400 were approved by the Mayor.

VOTE: 2 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Andra Ingalls

RESULT:

MOVER:

Bill Saums

SECONDER:

Saums and Ingalls

Ryan

AYE:

EXCUSED:

Any other New Business proper to come before the Committee.

None.

IX.

OLD BUSINESS

Continued discussion regarding the status and possible changes to Capital Improvement Plan

(CIP) and Capital Non-Recurring (CNR) Fund based on the American Rescue Act Funding

(ARPA) and the process to approve ARPA Projects and expend ARPA Funding.

Mayor Allyn, III, provided the following update regarding the ARPA Projects:

· LED Message Signs - Mayor Allyn stated the sign in front of the Gales Ferry Fire

Department on Route 12, Gales Ferry, should be in place soon, noting that they

recently received the permit. However, he stated that the town was still waiting

for approval from the State Department of Transportation (DOT) to use

one-square foot of their property to install the Message Sign in Ledyard Center by

the Town Green.

· Solar Chargers - Mayor Allyn stated the solar chargers were being installed at the

Erickson Park, the Winthrop Park, Upper Town Green and Lower Town Green.

· Electric Vehicle (EV) Charging Stations - Mayor Allyn explained that the town

was hoping to install one Electric Vehicle (EV) Charging Station in Gales Ferry

and one in Ledyard Center at one of the parallel parking spaces on Route 117.

However, he stated in speaking with Dollar General about installing an EV

Station in their parking lot that they were opposed to having one at their location

because they were concerned about the liability should a car catch fire on their

property and burn a row of cars. Therefore, Mayor Allyn stated that he would

continue to reach out to some of the Plaza Owners in Gales Ferry (CVS, Spiros,

Fireside Building, or Job Lot) to discuss the town installing a Electric Vehicle

(EV) Charging Stations at one of their locations.

CONTINUE

RESULT:

Continued discussion regarding potential uses of the revenue received from Public Act

No.21-58 “An Act Concerning Solid Waste Management” in accordance with “Resolution

Regarding Revenues Received from Beverage Container Surcharges” adopted on June 8,

2022.

Councilor Saums stated he reviewed the Program that they received from the Town

of Montville and made a number of edits to the first draft that he provided the

Ledyard Beautification Committee and to Ms. Betsy Graham yesterday. He noted the

following:

· Collection Periods - Councilor Saums stated that Montville does their collection

four-time a year. However, he stated during most of the year it was difficult to

perform the clean-up because of the roadside vegetation, it was difficult to . He

suggested Ledyard conduct their roadside clean-ups twice a year, once in the

spring before the vegetation grows and once in the fall after the frost and the

vegetation has died back, so they could see and pick up the trash and hip bottles.

· Roads - Councilor Saums stated that Montville’s Program did not include

“Roads”, therefore, he put “Roads” into the Program. Mayor Allyn, stated that he

would be talking with Montville Mayor Ronald McDaniel tomorrow and that he

would ask about their Program relative to “Roads”.

· Interstate Roads - Councilor Saums suggested that Ledyard stay off of State

Roads for now, noting that they could change this later if they decide to do so. He

stated his reason for staying off of State Roads was because they typically have

more and faster moving traffic. Mayor Allyn stated the Rotary Club’s

Adopt-a-Highway included a 2-mile stretch on Route 12, Gales Ferry, which

was a State Road. He stated they go up to the Groton town line down to the lower

end of Fairway Drive (where Cartway used to be). He stated another group could

pick-up from the end of Fairway Drive and head to the former Dow -Styrenics

Property. He stated to clean up State Roads that they would have to obtain State

approval, where safety reflective vests, put out signs and cones, etc.

· Group Requirements - Councilor Saums stated Montville’s Program included a

lot of requirements for the Groups who wanted to participate in the Program,

noting that he thought that some of the requirements were off-putting. Councilor

Ingalls stated that she agreed with Councilor Saums’ regarding the Group

Requirements, and she specifically noted the 13-year-old age requirement. She stated

as a Mom that she thought that she could get out there with an 8-year old to

pick-up trash. However, she stated that for a non-profit to earn money for their

organization that perhaps she could understand the 13-year age requirement.

Mrs. Betsy Graham’s Comments - Councilor Ingalls stated that Mrs. Graham

noted that their local Roadside Clean-up efforts in the Lantern Hill Valley

around Long Pond were almost daily, noting that they were not going to get safety

cones and reflective vests. Councilor Saums questioned whether Mrs. Graham

was interested in getting some of the money from the Nip Bottle Surcharge

Revenue the town was receiving. Councilor Ingalls stated that she did not know,

but that she thought that Mrs. Graham’s comment was a good point to talk about.

Councilor Saums stated that there were a lot of people in-town, who on their own,

walked around picking roadside trash.

· Supplies Pick-Up - Councilor Saums noted that Montville’s Program

disseminated

supplies, such as bags, safety cones, vests, etc. through their Public Works

Department. However, he stated that he thought the Mayor’s Office was more

accessible, noting the hours that Town Hall was open, and he commented that this

could be changed if the Mayor thought there was a better pick-up location.

Councilor Ingalls stated they had a number of things to discuss and decide on before

Ledyard could implement a Adopt-a Highway Program to clean-up roadside trash and

the nip bottles which included the following:

· Roadside Trash Clean-up.

· Nip Bottle Clean-up, and what they should do with the nip bottles.

· Need to create a vehicle to for the non-profit organizations to access the nip

bottle surcharge revenue.

Councilor Ingalls went on to state that there were folks such as the Lantern Hill

Valley residents who were only picking up the nip bottles, because they just wanted

to get them off the road. Councilor Saums stated the Lantern Hill Valley residents

would not be able to receive payment from the nip surcharge revenue under

Montville’s Program because the program required them to pick-up all trash. He

stated the roadside trash would go into black trash bags, the recyclable trash would go

into clear plastic bags, and the nip bottles would go into specially marked bags. He

stated the bags filled with trash would be left along the road and the non-profit

organizations would be required to bring the bags of nip bottles to the Mayor’s Office

to have them certified in order to be paid. However, he stated that they would have to

have a way to certify that the road was clean when the non-profit organization was

finished. Mayor Allyn agreed that the town would have to know that they did the job.

Councilor Saums went on to state that Southeastern Connecticut Regional Resource

Recovery Authority (SCRRRA) has been active in providing plastic bags and

grabbers. Executive Assistant Kristen Chapman noted that she had space at the

Town Hall to store the supplies needed for the non-profit organizations to pick-up for

their Roadside Clean-up.

Public Works Director/Town Engineer Steve Masalin stated that this year they used

some of the nip bottle surcharge revenues to rent the streetsweeper, noting that street

sweeping was one of the eligible uses for the funding. He stated being able to use the

nip bottle surcharge funding off set funding that would have otherwise been spent

out of the Town Aide Road Grant funding.

Councilor Saums stated that they would also need to determine how much the town

would pay the non-profit organizations for the nip bottles. Mayor Allyn noted at the

Finance Committee’s June 21, 2023 meeting they discussed the town purchasing

clear plastic 2-gallon zip lock bags that could hold, as an example, approximately

100+/- nip bottles, which would have a specific value. He stated this would eliminate

the need to count the nip bottles, or try to weigh the nip bottles, noting that some

bottles were glass, and some were plastic, etc. Councilor Saums agreed, noting that

they would still have to determine how much the town would pay per bag of nip

bottles, explaining that they would have to consider how much nip bottle surcharge

revenue the town was receiving versus how many nip bottles were being picked up

off their roads. Mayor Allyn agreed, noting that they would have to develop a

formula. He noted that the State was charging a 0.5 cent tax on every nip bottle which

typically sold for about $1.00; therefore, he stated the nip bottle surcharge tax, which

would be increasing to 0.10 cents in January, 2024; really did not impact the buyer.

He went on to explain that the State disbursed the nip bottle surcharge revenue to the

municipalities every six months, and he noted in one six-month span about 241,000

nip bottles were sold in Ledyard.; which was the reason Mrs. Betsy Graham wanted

to make an example of how the nip bottles were impacting their communities. He

stated to put this in perspective that in talking to the City of Groton’s Mayor that

outside of Electric Boat they have been using leaf blowers and snow shovels to clean

up the nip bottles.

CONTINUE

RESULT:

Any other Old Business proper to come before the Committee.

None.

ADJOURNMENT

Councilor Ingalls moved the meeting be adjourned, seconded by Councilor Saums.

VOTE: 2 - 0 Approved and so declared, the meeting was adjourned at 5:58 p.m.

Respectfully submitted,

William Saums

Committee Chairman

Finance

Committee

DISCLAIMER: Although we try to be timely and accurate these are not official records of the

Town.