TOWN OF WILLIAMSTOWN MINUTES PRESENT: Larry Hebert - Vice Chair, Chris Peloquin,
Rodney Graham, Bill Ashe Town Manager: Garrett Earls
VISITORS: Mike Sprano, Kathleen Lott – The Northfield News, Deborah Palmer – Town Clerk, I. M. Stevenson, Kamala Chouinard, Allen Chouinard, Robert Townsend, Horace Duke Jr., Alfred Jenkins, Freda Hollyer, Ed Farnham, James Hebert At 7 pm Larry called the meeting to order for the March 15, 2010 Selectboard meeting. First the organizational meeting to elect a chair and vice-chair and set up procedures for the following meeting. Added to the original agenda the Board will enter into the Water & Sewer Commissioners followed by the regular Selectboard meeting. ORGANIZATION MEETING Selection of Chairman and Vice Chairman: The first item was the need to select a chair and vice chair. Larry said Art Stone called him and he had no problem with any of the four members being chair or vice chair. Rodney made the motion to elect Larry Hebert as Chairman. Seconded by Francis. Motion passed by voice vote 4-0. Francis motion to nominate Rodney Graham for Vice-chair. Seconded by Bill and the motion passed by voice vote 4-0. Procedural Matters: Rodney made a suggestion that if someone wants something on the agenda it should go through the Town Manager or the Chairman of the Selectboard so they have somewhat of an idea how to prepare for it with the information they made need. A discussion followed and Rodney made the motion to keep the same procedure as last year with the exception of agenda items should be submitted to the Chairman or Town Manager to be placed on the warning. Seconded by Francis and the motion passed by voice vote 4-0. Appointments: Larry reviewed the list of Board Appointments and there is still a need for a Fence Viewer, Civil Defense Rep., Health Officer, CTL VT Revolving Loan Fund Representative and a CTL VT Solid Waste Dist. Representative. Rodney made the motion to appoint this list as dated except the 2011 ones. Francis seconded and the motion passed by voice vote 4-0. Francis motioned to move to the Board of Water & Sewer Commissioners. Seconded by Rodney and the motion passed by voice vote 4-0. Board of Water & Sewer Commissioners Rob Townsend – Village View Sewer: Rob presented to the Board preliminary plans for the sewer lines at Duff’s
Mobile Home Park. Mr. Duff wanted to know if the Board had any questions
or comments. The Board discussed their concerns and was pleased they were
replacing the pipe and not just repairing it. Rob will continue as planned.
Motion made by Francis to move out of Water & Sewer Commissioners and go into the Selectboard Meeting. Rodney seconded and the motion passed by voice vote 4-0. Selectboard Meeting Announcements: Larry said in keeping people informed with how things have been progressing regarding the audit. Larry, Rodney and Garrett have met with the State’s Auditors on Monday March 8th, they presented information and questions about the way the Town’s accounting has been handled in the past. It will take some time to go through everything with our auditors and NEMRC to see how things turn out. The question on the $330,000. the water fund loan was answered “State Statute clearly states any inner fund loan that will take more than five years to pay back has to be bonded.” We told them the steps we have taken to date in removing IT control and payroll from the Treasurer and they said we have done absolutely the right thing, having one person controlling everything is where most towns get into trouble. When asked about remote access they said most towns do not allow it. With the system we now have it’s not necessary and would discourage it. We showed them the first draft of the accounting policy and they said we were doing the right thing and will be sending us information to help us with that process. Visitor’s Comments: Mike Spano saw that Hebert Road was closed. Larry said the road work has been cancelled till a later time. Kamala asked if we were going to bond the $ 330,000. Larry said after the Water & Sewer Committee reviews the needs and rate we will discuss it at that time. The Selectboard will be instructing the Treasurer what we want to do at that point. Horace Duke, Jr., asked if a representative from the Selectboard will be attending the Planning Commission. Rodney and Francis will attend. Larry announced the Planning Commission will hold a public hearing at the Middle High School Library at 7 pm on March 24th for the proposed update of the 5 year Town Plan. Mike had more questions about the $330,000. The Board told Mike the State Auditors are looking into it. Irvin wanted to ask the Managers about a bill from the Fire Chief repairing some trucks. After a discussion Larry suggested he meet with the Town Manager when he has the bill to go over it. Review and Approval of Warrants: Rodney made the motion to approve warrant SB40. Seconded by Francis and a discussion followed. The motion was approved by voice vote of 4-0. Approval of Minutes: Bill motion to approve the minutes and Rodney seconded. No discussion and the motion passed by voice vote of 4-0. Manager’s Report: Report on the highway crew they have finished working on Flint Road. Reminder to residents to turn in their choice for Citizen of the Year. We have incurred addition postage and printing costs because of what was left out of the Auditors report for the Town Report. Garrett asked what the Board would like to do? Francis said the reason they didn’t get it in the report was because someone at the auditors decided not to send that peculiar page (even thought it was included the last few years). So it was someone at the auditors that cost the town an extra $318.25 for printing plus the $418.00 in postage for a total of $718.25. Francis made the motion we recommend that the auditors take $718.25 off their bill because of postage and information that was left out before it went to the printers. Bill seconded. The motion passed by voice vote of 4-0. Update on roadside mowing, Garrett has contacted a few contractors that have the arms and tractors with hourly rates. He is still talking to other municipalities trying to see if they would rent one. A resident brought a concern about the Business Center Road, when vehicles are entering the road from either the Pump and Pantry curb or the Moose. He requested the town put in stop signs. It was not something the Board could mandate. Garrett would send a letter to asking both of those businesses to consider it. Unfinished Business: No unfinished business. New Business: Water & Sewer Billing – Separation of Duties Garrett explained we needed to set up a separation of duties. He will
need to have NEMRC open up the Water & Sewer module. Rodney said we
already made the motion to have that done. A letter will be drafted to
NEMRC to do that. Payroll- Separation of Duties Garrett said the same for the payroll, with Pat and Garrett being the contact for Pay data. We will need access to the full payroll module to answer questions.
Falls Bridge Road – Realignment of Road & Bridge Work Larry asked Steve Gladczuk the Transportation Coordinator of CVRPC to
set up a meeting with AOT to discuss the possibility of upgrading Falls
Bridge Road. A few years back a study was done through a grant and they
came up with some recommendations. In recent months the state has been
looking for projects to be taken off the list. One project that has been
on the list since 1964 was reconstructing Rte 64. There are certain revenues,
funds and resources that are used because the bridge isn’t completely
fallen in and not described as structural deficient. We met to see what
possibilities they were to get something done in the near future. Larry
read two proposals for grants and asked if this was something the Board
is willing to pursue. Rodney motioned to apply for these grants to straighten
Falls Bridge Road and the area of the bridge with the work to be contingent
on receiving these grants. Seconded by Francis. Motion passed by 3-0,
Bill abstained himself because he is the landowner to the north. Francis motion to approve the Annual Town Meeting minutes of March 2, 2010. Seconded by Bill. Motion passed by voice vote 4-0. Around the Table: Francis: He wanted to say he appreciated the support for his reelection to the Selectboard and will do the best job he can for the Town of Williamstown. Larry said they appreciated his coming back on board. Art: Absent Rodney: Welcome Francis back to the Selectboard Rodney asked in his packet was a flyer to be discussed Monday night. Larry explained VLCT is having a Selectboard Institute at Lake Morey Inn on March 27th. Larry thought it would answer some questions the Board may have. Rodney said there is going to be a vote on the Town form of government and he believed they should put together of the pro and cons, cost, savings and whatever we can find for information. Either hold an informal meeting or do a mailing or both prior to April 10th, which does not give us a lot of time. Larry said in the past informational meetings do not bring many people and think the mailing is the best way. The Board set up a Special Meeting on Monday, March 22 at 7pm. at the Town Hall. Bill: Nothing at this time. Larry: Nothing at this time: Visitor’s Comments: Horace asked if the Board has settled with Dubois and King and the water people about the meter. Garrett explained that this meter is a new generation and they are still testing it and it should ship to us in May. Irvin mentioned that people can’t hear the Selectboard where he was sitting. He filled in the Board about some past Town Managers purchasing powers. Someone he has a lot of respect for, read the state law that the manager does not have the power to go out and buy anything. He blames the Selectboard for this; they never sat the manager down and laid the law down of what we expect from him.. That is why he signed the petition. Rodney answered that there is a committee putting together job duties in a policy of what we expect people to do. That way we will have a policy so we can sit down say what we want the management to be. Irvin said for some months now the fire hydrant at the end of Railroad Street has had a rag tied around it and he assumed that it is out of service. What is the reason it is out of service. We would get in trouble with an insurance company since this is out of service for months. Garrett said it leaks around the top and it is still in service. Allen said that it has not been repaired because they have it schedule to replacement in the spring. If a hydrant is out of service there is a bag tied around it and he notifies the fire department. Mike said previous Selectboard have not done their job but this Board is trying to do their job and he would like to thank you. They thanked him for his support. Before ending Larry wanted to congratulate the Williamstown basketball team winning the State Championship. and Jimmy Hebert winning the Thunder Road Championship, congratulations to them and their parents. It was great to see the community support. Thanks to the Moose Club for allowing space for the celebration after. Larry asked for a vote to go into Executive Session to discuss Personnel issues with the Town Clerk and Treasurer, so moved by Bill, seconded by Francis and the motion passed by voice vote 4-0. Entered Executive Session at 8:44 pm and came out at 10:05 pm. Motion was made by Rodney and seconded by Francis for compensation for the Town Clerk at $38,480 as stated in the Town Clerk Document. Motion passed by voice vote 4-0. Motion made by Francis and seconded by Rodney for an addendum to the personnel policy will be brought to this Board for adoption regarding cost savings of health and dental insurance. Motion passed by voice vote 4-0. Motion made by Rodney and seconded by Francis for compensation for the Town Treasurer of $30,000. as stated in the Town Treasurer compensation Document. Motion passed by voice vote 4-0. Motion made by Rodney and seconded by Francis to adjourn the Board of
Selectman at 10:20 pm.
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