WILLIAMSTOWN SELECTBOARD MEETING MINUTES PRESENT: Larry Hebert - Chair, Rodney Graham- Vice Chair, Bill Ashe, Francis Covey, Art Stone Town Manager: Garrett Earls VISITORS: Kathleen Lott – The Northfield News, Kamala Chouinard, Allen Chouinard, Arthur Kramer, Robert McGlynn Jr., Robert Cleaves- Treasurer, Scott Flynn- General Manager for Poulin Lumber, Irvin Stephenson, Pete Gilbert, Bob Martin, Dave Delcore - The Times Argus At 7 pm Larry Hebert called the Williamstown Selectboard meeting of May 17, 2010 to order. Larry changed the Agenda, in attendance was a special guest from Poulin Lumber, Scott Flynn to speak with us. Announcements will come first. Announcements: Scott Flynn, General Manager, from Poulin Lumber: Scott gave an overview of what the former Lacillade building is going to look like after renovations are completed by Poulin Lumber. In the next four weeks they will be hiring retail people and use as many locals as possible. The Grand Opening has a tentative date set for August 6th & 7th. The Board thanked Scott for coming and welcomes him to Williamstown. Larry met with the Planning Committee and has the Town Plan draft which was given to each member of the Board. Now they need to follow the plan for adoption. The announcement went out to the newspaper today, the Planning Commission Public Hearing with be June 16th at the Middle/High School, the first Selectboard Public Hearing will be July 19th and the second Selectboard Public Hearing meeting will be August 16th. Then it will be forwarded to the Regional Planning Commission for adoption at their September 14th meeting. Larry said he was very pleased with the progress the Planning Commission made as there were all new people on it and they had a lot of help from Chris Walsh from the Regional Planning Commission which he wanted to thank. Larry encouraged people to attend this is the one time only to predict what is going to happen in the future of the Town for the next five years. Larry called for an Executive Session for legal issues. Rodney made the motion to enter the Water & Sewer Commission. Seconded by Francis. Motion passed by voice vote 5-0. WATER & SEWER COMMISSIONERS Larry Wiggins: Flat Fee Larry attended to protest doubling the flat fee on the water & sewer. He has two established lots, two water & sewer hook ups and one curb stop. The flat fee was $50.00 and was increased to $100. for each. He didn’t think that was right and asked the Board to take it into consideration because it’s costing so much more. It’s going to cost him $800.00 for the two units and one is use minimally. Would the Board consider dropping the fee to $50.00 if no income is derived from it. Some people in town have the water shut off and they are still being billed a flat fee. Bob Martin has been paying $150 every six months and now he would be paying $230.00 and is using a lot less than what was shown on his bill. He felt he shouldn’t have to pay that much. He also has a lot using no service and was only paying $50.00. Now it’s $200. and it is shut off from the road. Larry explained the problem they had was the cost to run the water system was not being covered by the flat fee. When we raised the rate we knew some people would be unhappy with it. Pete Gilbert then asked to speak about a billing problem. Two bills back they charged me double and they straightened that out. Then the next time they estimated the bill. I paid it and waited for the next bill to come. Garrett said his most current one is actually the reading. Larry asked why it was estimated. Pete explained the meter was not visible so it did not get read. Allen explained there was an estimate done and when he went back and got a reading the estimate charge was never backed out. Larry said the Manager and Pete should be able to work this out. Pete asked the Board: he has two meters going into his apartment house
and so he will be paying on that extra meter. He has two curb stops that
go into two ¾ inch pipes that go to two meters. He would like to
do away with a meter. If it would be alright with the Board from the two
¾ inch lines that comes in, bring them back to a T and put in a
1 inch meter. The Board’s consensus is the Town change the curb
stop to a 1 inch pipe and Pete’s responsibly will be from the curb
stop to house and meter. SELECTBOARD MEETING Visitor’s Comments: None Review and Approval of Warrants: Bill moved to approve SB49. Seconded by Francis. After a discussion the motion passed by voice vote 5-0. Approval of Minutes: Rodney motion to approve the minutes of May 3rd. Seconded by Francis. A correction was made and the motion passed by voice vote 5-0. Manager’s Report: Garrett had nothing to report. Bill asked in the minutes we had two trucks for sale in the State Auction, did they sell. Garrett replied he is still trying to have confirmation from the State for the amount but the two trucks did sell. Rodney had a resident ask the purpose of the highway crew going to a 4 day week. Art explained when Bernie Duff was Town Manager, everyday the road crew would go so long a time checking their equipment. If they went to a 10 hour day they eliminated one day of this check time. They then put extra hours into actual work. Unfinished Business: Policies: Bill first reviewed the changes of the Credit Card Policy. Larry recommended
the role of the Town Manger should be responsible for any cards that might
get issued to anyone in the Town Offices and the Selectboard responsible
for the card issued to the Town Manager. Bill amended it to include the
Town Manager. The Town Manager would be the one reporting any lost to
the bank or the credit card company and the Manager report the loss to
the Board. If it was the Manager’s card the Selectboard would have
to be notified and act in that role. The Staples card is considered as
a credit card and a letter will be sent to Staples for approved users.
Corrections will be made and brought to the Board for approval next meeting.
Bill made an amendment. The purpose of this policy is to define the parameters of reporting of the financial status of the Town. Bill read the policy. Larry had commented if they had the financial reporting at the second Selectboard meeting of the month, it may be possible to have the most recent month including the financial report. As the committee talked about it they did not think the timing was sufficient to allow that to regularly happen. So it would be a month behind at the second meeting. Another addition was in under Purpose to add the Town Manager. The Board agreed and the final policy will be brought back for approval at the next meeting. Bill will have the next four policies included in the next packet for review. Red Flag Policy Garrett explained the policy addresses potential identify theft with covered accounts. The only covered account the Town offers might be the water & sewer billing. He sent an email to the League because he thought we are on the low end of this. We don’t accept credit cards. We don’t extend credit and do not take SS’# . We have parcel ID numbers for identification connected to a parcel of land. Our last discussion was viewing public records and you would need to speak to the Town Clerk for that. Deb will be asked to write up the procedures for viewing public records. Larry said there was some issue with some documents having SS’# on them in the safe. The new method has it blanked out but the older ones need someone to go in and blank them out. Bill explained verifying identities of people who are asking for information when the clerks don’t know who the person is an example identifying a Red Flag. Having a procedure to follow to make sure this information being given out is the person authorized to have it. The start is doing this risk assessment. Garrett when contacted the League: this policy is not to do with inspection of public records. The Federal Trades Red Flag rule was not so much promulgated to prevent the release of what would otherwise be public information. Larry said while we are writing polices, one critical thing is who has access to the vault. Garrett said there is confusion between the policy and public records. Francis thought procedure is what we should be looking at and not policy. Explaining our procedures where it related to these red flag issues. It is not our procedure to get personal information in our billing. Bill said really what it is what might be the circumstance where someone might be trying to get information that should have and what are the kinds of behaviors exhibit that would be kind of a flag that there may be something wrong. One example would be someone coming in and giving identifying documents that look forged. It really is an awareness of the people interacting with the people coming into the Town Hall to constitute suspicious activity. It’s more about training the people in the office to identify these behaviors from people that might be trying to get information. Garrett and Debbie will work on a draft policy/procedures. Larry said the Board will now go into Executive Session. Rodney made the motion to go into Executive Session for legal issue. Seconded by Francis. A discussion followed to explain legal and the reason was Attorney. Motion passed by voice vote 5-0. The Board returned and Rodney motion to exit Executive Session, seconded by Francis. Motion passed by voice vote 5-0. New Business: Selection of Auditor – Fiscal 2010 Audit Garrett reported they solicited five proposals from five qualified firms. Received three responses and two being proposals. The Board reviewed the two proposals and Larry asked for a motion. Rodney
upon reviewing the proposals he made the motion to hire William Yacavoni
for the 2010 audit. Seconded by Francis. After a discussion the motion
passed by voice vote 5-0. Larry said everyone from the last meeting should have the information
from the auditor’s report and the attorney. We need to have a discussion
to see where we go from here. Rodney said based on the fact there are
still some unanswered questions and that there is enough concern that
we owe it to the Williamstown Citizens to put an end to this once and
for all. Rodney recommended and made the motion that we talk with William
Yacavoni about going back several years and going through the books to
assured everybody the bottom line numbers are correct, put a stop to the
speculations and have a true and current number we can rely our future
finances on. Rodney changed his motion to have William Yacavoni go back
eight years. Seconded by Art. A discussion followed with Larry clarified
what they were proposing was recommended by not only the State Auditor
but our Attorney as well. It is in the best interest of both parties concerned.
Bob Cleaves, Treasurer said he did not have a problem with that but did
have some exceptions with the State Auditor’s report. Which he hopes
to have a formal response. Larry said at this point in everyone’s
best interest like Bill said to clear the air and start anew. Motion passed
by voice vote 5-0. Visitor’s Comments: Art Kramer asked what did the State auditors say. Larry gave him a copy and the copies are public information. Art also asked about the big burn Saturday at the old Lacillades store the compensation was how much for the water used. Larry explained that was a joint fire drill burning session for the younger firemen. The issue is principal, the fire chief letting you know and making the arrangements. 355 people in the water district were not represented. Someone made the decision without the 355 people in the water district not being representation. Around the Table: Francis: Nothing at this time Bill: Just to mention the people working on the Policy Committee including
Bob really have had a good productive series of discussions, we going
to get through the policies hopefully by the first of the fiscal year.
He saw we had another letter from Dubois & King, Mr. McKenzie about the over due water valve. In the letter they say they are going to make one someday. Also the sidewalk project, Garrett said it was preliminary finalized. We received four responsible bidders. Dubois & King as part of their contract was to review, analyze and make recommendation, After that the schedule is in there hands. We have meet and chose the resident inspection engineer. The other thing Art asked about was the mess on the bank coming into Town from Barre. It needs to be mowed. Rodney: He wanted to clarify the way Garrett said how they picked a resident
inspector and it sounded as if they picked Rodney. (Rodney participated
in reviewing the bids for the resident inspector) He is not the resident
inspector. He read a report from Liesl Wulff the Town’s Volunteer Coordinator for Green UP Day. She had a successful first time and looks forward to next year. Larry thanked Liesl for her time and commitment. Larry asked Garrett about finding someone to clean the outside of the Town Hall. Garrett has found someone and it will be done before the Parade and by a local resident. Larry’s final comment is everyone seems to be working well together now, hopefully we turned the corner. The committee is getting policies in order and once everything is in place everything thing should be for the better. He appreciated everybody’s hard work and appreciated everybody’s cooperation working together. Hopefully the worst is behind us. Larry thank everyone for coming. Motion made by Rodney to adjourn and seconded by Francis. Motion passed by voice vote 5-0 at 9:45 pm. Approved June 7, 2010
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