TOWN OF WILLIAMSTOWN MINUTES PRESENT: Larry Hebert - Vice Chair, Chris Peloquin, Rodney Graham, Art Stone, Bill Ashe Town Manager: Garrett Earls
VISITORS: Mike Sprano, Allen Chouinard, Kamala Chouinard, Paul Zeller, Morris Lasell, Charles Kunkle, Becky Watson, Yvan LeBlanc, Dave Delcor – The Times Argus, Morris Lasell, Kathleen Lott – The Northfield News Larry called to order the Williamstown Selectboard meeting for February 15, 2010. He thanked everyone for coming to this part of the meeting. He thanked Rodney for his help with meeting with him and the auditors for about three hours preparing an audit policy for possible adoption. Audit Recommendations Review Larry prepared to read the policy he and Rodney put together so everyone could know what was in it. Becky Watson interrupted asking where was the treasurer since this involved him and asked if he was in invited. Larry responded he did not personally invite him and had no idea if he knew about it. It has been posted around town and at the town hall. She said this involves him and she didn’t know why he wasn’t there. Larry said you need to ask him. Becky answered, no you need to ask him. Rodney said this is a regular schedule meeting just starting an hour earlier and the Treasurer is invited to everything. Larry continued reading to explain the purpose of this meeting is to address certain deficiencies and weaknesses in our Towns accounting process. Based on information provided by the town auditors some of these items have been recurring for several years now and it’s the duty of the Selectboard to establish a policy to correct these problems for the smooth and reliable accounting of our Town’s activities. He also presented and read the auditors report and recommendations along with a proposed policy to address these issues. After hearing Larry read the proposed policy, Bill said he looked into VLCT and found some model financial policies that describe some proper accounting procedures and practices for areas of deficiencies. Bill thought the areas Larry mentioned should be a little more expanded in detailed. Also to look at separation of duties as part of the internal control procedures. Chris said when the auditors came in they focus on items being recommended, there are a lot of deficiencies in the Town of Williamstown and this policy isn’t going to cover them all. Rodney said he and Larry mainly wanted to get it started, some direction. Art agreed with Bill that Larry and Rodney didn’t have the information Bill has he thought that was something to work towards. Larry asked maybe Bill will help with the policy. Mike Sprano said he understood this has been going on a long time and other selectboards have ignored it. People don’t understand this needed to come out and this Selectboard is trying to do something about it. Larry said there have been several different incidences that have lead up to this Board taken action on it. An example, the second year in a row we didn’t get the audit out on time. This year we are back up against the wall not having it ready for town meeting. It’s inexcusable. It is just as much the Selectboards fault as the Treasurers. We are trying to correct it for the future. Larry said they would love to have the Treasurer work with us. Rodney said its pretty human nature if you want to change something that the person feels you are accusing them of doing something wrong. We are trying to get checks and balances back into the Town Government. Not blaming anyone but we need to move the town forward and we need to work together. We need to get this information in a timely manner in order to move forward. Larry wanted to clarify the Town Manager, Selectboard and Treasurer have all signed off on the audit after reviewing it. Charles Kunkle said on the draft the financial statements referred to above are fairly presented in conforming to US general accepted accounting principals and include all properly classify funds and other financial information. Primary, government and required by generally acceptance accounting principles to be include potential entity. At these latest revelations have they caused the auditors to change their opinion. Rodney said yes and they did ask them that. Larry said our goal is to have the town run smoothly and responsibly and effectively. Charles said you are probably going need is a series of procedures that are in accordance with the general acceptance accounting principals, even if a non accountant steps into the position that they would say this is what I have to do. Rodney said we are focusing on a policy and procedures. Larry said at the auditors they discussed the position being part time after we took away the water & sewer billing and the payroll functions. Actually doing Treasurers duties and his opinion is if he does the job monthly and keeps up to date should be adequate time to do the job for a town this size. He thought they were fair: $24.00 per hour, $30,000 per year, 24 hours a week. He said 90% of the work is bookkeeping work, that’s pretty high pay for just bookkeeping. Larry suggested forming a committee to work on this further. Bill Ashe, Mike Sprano, Kamela Chouinard, Charles Kunkle and Rodney Graham agreed to be the committee. Chris said with an invitation to Bob. Announcements: Garrett reminded everyone the Town is looking for a Health Officer. Visitor’s Comments: Becky said the Historical Board gave her authorization to hire a part time historical preservation person. She has hired 2 people for help with the building and the primary request was for them to find an emergency plan. We have a disaster team in place for the building and they have an organizational group of members of the museum. Kamala asked the Board about the information from the Treasurer that was suppose to be promptly given to her and she not received it yet. She said she could take it to Superior Court to get the information and that would cost the Town money. Rodney asked Kamala to explain what she was looking for. She was asking for information on the water fund, and other information that is to be readily available to any taxpayer.
Review and Approval of Warrants: Rodney moved to approve SB33 warrant. Second by Chris and after a short discussion the motion passed by a voice vote of 5-0.
Approval of Minutes: Chris move to approve the February 1st Selectboard meeting minutes. Second by Bill. Corrections were made and the motion passed by voice vote 5-0. Manager’s Report: Reported on the highway department brush cutting. Mike Sprano asked if all the special appropriations services were being used in Williamstown. Garrett said the Town Clerk said they were. Unfinished Business: Payroll Services: Rodney explained that the Town Clerk was asked to do the payroll but she has declined so that is why they are researching services. The auditors recommended the Treasurer not do the payroll. Garrett researched payroll services and Randolph National Bank does not offer that service and uses Pay-Data. Pay data, NEMRC and Chittenden Bank sent in proposals. Only NEMRC could input into NEMRC. Someone would need to manually enter to update the general ledger. Rodney motioned to contract with Pay Data for payroll services. Second by Chris. Motion passed by voice vote of 5-0. New Business: Liquor License Renewal Application – Loyal Order of Moose # 1391,
Depot & Main Citgo and Pump & Pantry Tobacco License Renewal Application – Pump & Pantry and Depot & Main Citgo Chris made the motion we approve the Tobacco License renewals for Pump & Pantry and Depot & Main and renew the Alcohol for Pump & Pantry, Depot & Main and the Moose. Second by Rodney. Motion passed by voice vote 5-0. Fairpoint Petition & Order for Pole and Wire Locations – Seaver Rd. Fairpoint Petition & Order for Pole and Wire Locations – Seaver Rd and Construction Hill Rd. Chris made the motion to approve both petitions which include two on Seaver Road and one on Construction Hill. Second by Rodney. Motion passed by voice vote 5-0. Around the Table: Chris: What is the follow up on the Al Day dog issue, is it resolved at this point. Garrett said we are waiting for the thirty days to expire and after that point, it’s more than likely coming back to the Board. Chris said the last time it came to the Board it was going to be reinvestigate for the actual attack. Garrett said it was reinvestigated and the Board instructed the ACO to give the party a copy of the Dog Ordinance and a copy of the bill. That has been done. At the last meeting we had a warrant to pay for putting some animals down. The Town has the right to ask the State’s Attorney that amount of money can be added to the case. All the Board members agreed and Garrett will call. Rodney: Nothing at this time. Bill: Nothing at this time. Art: Nothing at this time. Larry: Nothing at this time. Visitor’s Comments: Morris Lasell met with Jonathan Croft from the state and some of the assumptions Morris made with respect to the roads were incorrect. Only two roads were kept on the list Stebbins and Blakeney Roads. We need to see where the roads were laid out and to research them more. We have no evidence of them being given up. If we can get our information all together he will put those roads back on the map. Mike Sprano asked with all the things that have taken effect you have spent more than they deducted. Are they in the budget. Larry said they are in the budget. Becky Watson wanted to follow up with her emergency plan and ask the Board’s permission to include the Town Hall as part of their support organization. The Board asked her to discuss it with Garrett and Pat. Rodney asked a question about the ancient roads if they were given up and never deeded back, are they going to be. Morris said with the passing of 178 it’s not necessary. They are considered closed so the land owners on each side own only to the center of the former road. If it goes through a persons land it would belong to that person. Becky wanted everyone to know that Paul Zeller is writing the new addition of the Williamstown History. Larry gave out certificates of thanks to the members of the Ancient Roads Committee for the great job they are doing. Larry asked for a motion to adjourn. So moved by Chris and second by Rodney. Motion passed by voice vote of 5-0 at 8 p.m. Approved March 1, 2010 |