Trustee Meeting Minutes - January 28th, 2013

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

REGULAR MEETING

MONDAY, JANUARY 28, 2013

7:00 P.M.

PRESENT: Ronald Kilburn, Village President; Chris Leach, Trustee; Adam Paxman, Trustee; Eugene LaBombard, Trustee; Reginald Beliveau, Village Manager; Lynn Paradis, Assistant Village Manager; Dianne Day, Village Clerk; and Channel 16.

Ronald Kilburn, Village President, welcomed all to the Regular Board of Trustees Meeting and called the meeting to order at 7:00 p.m.

Unless otherwise noted, all motions carried unanimously.

1. Approve and Accept the Minutes from Monday, January 14, 2013:

Adam Paxman made the motion to approve and accept the Minutes from Monday, January 14, 2013 as presented. Chris Leach seconded. Discussion: Adam Paxman asked Reg Beliveau if he determined what the $56,338 check payable to Swanton Village was for. Lynn stated it was for the Fire Truck and Police Cruiser Equipment Fund. Motion carried.

2. Approve Village Warrants Through January 25, 2013:

Eugene LaBombard made the motion to approve and accept Village Warrants (#520-#525) through January 25, 2013 as presented. Adam Paxman seconded. Discussion: Eugene asked what the vendor Swanton Motel was for, Reg advised there was a large water leak on Grand Ave. and the residents there needed to take showers so Swanton Village provided a room at the Motel for them to shower.
Adam Paxman asked why the VT Department of Housing was paid $1391.52. Lynn advised the Dept. of Housing is paid back 25% of their loan payment each year. Motion carried.

3. Discussion on Marble Mill Improvements by MVUHS Students:

The students couldn’t make this meeting. Item tabled until further notice.

4. Adopt and Sign 2013 Annual Warning:

Chris Leach made the motion to adopt and sign the 2013 Annual Swanton Village Warning as presented. Adam Paxman seconded. Motion carried.

5. Adopt & Sign 2013 Water System Improvement Bond Warning, Resolution Certificate and Declaration of Official Intent:

Lynn Paradis read the 2013 Water System Improvement Bond Warning to the Board. Eugene LaBombard made the motion to adopt and sign the 2013 Water System Improvement Bond Warning, Resolution Certificate and Declaration of Official Intent as presented. Adam Paxman seconded. Lynn also informed the Board that any debt incurred from this project can be rolled into the Bond. Motion carried.

6. Authorize Village Manager to Sign Operating Agreement of MEAV, LLC:

Reg Beliveau explained to the Board that Swanton Village is already a member of the Municipal Electric Association of VT (MEAV). He advised they have just become an LLC and recommends to the Board that they become a member of MEAV, LLC under the draft Operating Agreement presented. Adam Paxman made the motion authorizing Village Manager Reginald Beliveau Jr. to sign the Operating Agreement of MEAV, LLC. Eugene LaBombard seconded. Motion carried.

7. Authorize Opening New Account at People’s United Bank:

Lynn Paradis informed the Board that she received the Efficiency Vermont grant money from the Solar Aerator project at the Waste Water Plant and she is requesting permission to put that money into a new account at People’s United Bank. She stated that in case the lease payment is more than what they’ve saved in electric cost at the Plant she would like to be able to pull the funds out of this account to make the payment. She said she would like to do this with other bonds that come due approximately every six months as well. She stated this will even out the cash flow and that is her intent. She said this would be a multi-purpose debt service/equipment fund account. Chris Leach stated he appreciated her informing them but didn’t think she needed the Board’s approval to do so. Lynn stated she wanted the Board aware of this for auditing purposes. Chris Leach made the motion to authorize Lynn Paradis, Assistant Village Manager, to open a new account at People’s United Bank to be used as a multi-purpose debt service/equipment fund account. Eugene LaBombard seconded. Motion carried.

8. Review Swanton Village Annual Report Cover and Dedication:

Reg Beliveau, Village Manager, showed the Board the cover picture to be used on the 2012 Village Annual Report as well as the dedication to Al Kinzinger, Leon Begnoche and Neal Speer on their retirement. All Board members liked the cover and dedication. Chris Leach advised he would have the Northwest Solid Waste District Report sent to be published in the Annual Report as well.

9. Any Other Necessary Business:

Ron Kilburn advised that Richard Harper with the All Arts Council is requesting Swanton Village host three concerts in the Village Green this coming summer at a cost of $1500. Adam Paxman stated the Chamber of Commerce would be hosting 4 to 6 concerts this summer as well. Chris Leach asked where the $1500 would come from. Chris Leach made the motion to pass on this request this year and to also inform Richard Harper with the All Arts Council to put in a request to the Board in November while they are working on budgets. Eugene LaBombard seconded. Motion carried.

Any Other Business: Ron Kilburn stated he responded to the Dam Report and said it was important to go on record now stating they agreed with improving water quality but do not agree with the plan to remove the dam. All Board members agreed to this.

Any Other Business: Reg Beliveau showed the Board members his 2012 slideshow of various projects done throughout the Village of Swanton. He plans on showing this at the Informational Meeting to be held on Tuesday, February 26, 2013. Some of the projects shown were construction at the Water Plant, installing the Transformer on Elm Street, Swanton Mobil job, safety training in the Electric Department, Verizon Tower ready work at the Complex, the installation of Unit #5 at the Hydro Plant, Fish and Wildlife stocking salmon by the Power House, the Solar Aerator installation at the Waste Water Plant, the 16” valve installed on the water transmission line behind Project 10; planting trees in the Village Green, the new benches, new sidewalks installed, MVU artwork in the Office, the Duck Stamp artwork displayed, the new Complex sign, new vinyl siding on the Complex, the Village President and Police Officer Andrew Underwood being sworn in and the 2012 retiree’s. All Board members liked the slideshow and thanked Reg for a job well done. Reg stated they also planned on presenting the impact the water line upgrades would have on water rates at the meeting as well. Adam Paxman stated they needed to advise the voters that some of these pipes are 100 years old and are in desperate need of replacement.

10. Executive Session (if necessary):

None.

ADJOURN: Chris Leach made the motion to adjourn the Regular Board of the Trustees meeting at 8:10 p.m. Adam Paxman seconded. There being no further business at hand Ronald Kilburn, Village President, adjourned the meeting at 8:10 p.m.

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Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date

Trustee Meeting Minutes - January 14th, 2013

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

REGULAR MEETING

MONDAY, JANUARY 14, 2013

7:00 P.M.

PRESENT: Ronald Kilburn, Village President; Chris Leach, Trustee; Adam Paxman, Trustee; Eugene LaBombard, Trustee; Reginald Beliveau, Village Manager; Dianne Day, Village Clerk; Wayne Elliott, Aldrich & Elliott; Leonard Stell, Chief of Police; and Channel 16.

Ronald Kilburn, Village President, welcomed all to the Regular Board of Trustees Meeting and called the meeting to order at 7:00 p.m.

Unless otherwise noted, all motions carried unanimously.

1. Approve and Accept the Minutes from Monday, December 17, 2012 and Wednesday, December 19, 2012:

Chris Leach made the motion to approve and accept the Minutes from Monday, December 17, 2012 and Wednesday, December 19, 2012 as presented. Adam Paxman seconded. Discussion: Ron Kilburn stated that in the Monday, December 17^th minutes, paragraph #6 under Any Other Necessary Business was incorrect. He provided a typed correction as to what he wanted recorded in the Minutes. I made the changes he provided. Motion carried.

2. Approve Village Warrants Through January 11, 2013:

Eugene LaBombard made the motion to approve and accept Village Warrants (#508-#519) through January 11, 2013 as presented. Adam Paxman seconded. Discussion: Adam Paxman asked what vendor EMaintenance was for. Reg explained that was for the maintenance program purchased by Joe Letourneau to maintain a maintenance schedule for all departments within the Village. Eugene LaBombard asked why a check was written to the Village of Swanton for $56,338.00, Reg said he would look into that further but believed it was reimbursement. Motion carried.

3. Winter Parking Ban Ordinance:

Chris Leach made the motion to approve the Village of Swanton Winter Parking Ban Ordinance change to extend the date from March 15^th to April 15^th of each year. Adam Paxman seconded. Motion carried.

4. Aldrich & Elliott – Water Transmission and Distribution Lines:

Wayne Elliott presented to the Board their findings on several water system transmission and distribution system improvements and provided a priority ranking to aid the Village in identifying the next steps for improvements. The four highest ranked waterline improvements identified in the report are: Reservoir Transmission Main, Fourth Street, Second Street and Canada Street. Wayne provided an Estimated Construction Cost for each job which includes all engineering, permitting and associated fees. Those costs are: Reservoir Transmission Main (Contract No. 2) – Estimated Cost is $2,070,000; Fourth Street, Second Street and Canada Street (Contract No. 3) – Estimated Cost is $1,000,000. Wayne informed the Board that there is approximately $800,000 in surplus funds remaining from the Water Treatment Plant Upgrade Bond and recommended getting voter approval to use those funds toward the cost of this project.

Discussion took place regarding the necessity of these projects and Chris Leach stated now is the time to do it saying they would be paying more for water in five years but said these are vital repairs that need to be done. He said he doesn’t see any other major improvements coming down the pipe in the Village for the next 10 years. Adam Paxman asked what the construction timeframe would be like. Wayne said he thought construction would begin in the Fall of 2014 if approved. All Board members agreed that they should move forward with seeking bond approval for this project.

Eugene LaBombard made the motion to authorize the Village of Swanton to seek voter approval to use $800,000 in bond surplus funds from the Water Treatment Plant Upgrade toward a $3.07 million dollar bond to replace the Reservoir Transmission Main (Contract No. 2) and to replace Distribution Lines on Fourth Street, Second Street and Canada Street (Contract No. 3), for a total bond of $2.27 million dollars. Adam Paxman seconded. Motion carried.

5. Adopt 2013 Budget:

Eugene LaBombard made the motion to approve and adopt the 2013 budget as presented. Adam Paxman seconded. Discussion: Reg Beliveau stated that the proposed budget amounts to an increase of $52.16 annually on a home assessed at $150,000. He said the 2012 tax rate was .6524 and the 2013 tax rate will be .6872, with an overall increase of 5.33%. The majority of this increase comes from the purchase of the new fire truck, he stated. Motion carried.

6. No Parking in Downtown Village Ordinance Discussion:

Adam Paxman stated the Village has done a great job cleaning and beautifying the downtown area and he would like not having any overnight parking as well. He stated a parking ban year round would be beneficial. He said certain streets look bad with overnight parking. Eugene LaBombard stated the downfall to this would be enforcement. Chief Stell advised the majority of kids they deal with do not have vehicles and said vehicular crime is very slim downtown. He said some of the cons are this is convenient parking for some of the residences in that area, especially for their guests. Chief Stell said he has worked evenings and there aren’t that many vehicles on the streets between 11 p.m. and 1 a.m. He also wondered how they would handle Cody’s Café opening at 5 a.m. and sometimes earlier for hunting, etc. Reg Beliveau stated the intent is there but suggested they look into it more. Adam advised he would put this on the back burner for now and will look at it again this summer. Chief Stell suggested designating a few parking spaces for Post Office and Cody’s Café customers only, making them a 15-30 minute parking space. Ron Kilburn stated vehicles that park on both sides of Church Street are dangerous. He said it’s hard to get two vehicles through sometimes and suggested either one-lane traffic or one side parking only. Adam stated he would table this item for 3-4 months, do more research and get back to the Board.

7. 250^th Anniversary Celebration Discussion:

Chris Leach made the motion to authorize the Village of Swanton to match the Town of Swanton’s contribution of $2500.00 to cover expenses for the 250^th Anniversary of Swanton Celebration. Adam Paxman seconded. Discussion: Chris stated there is a committee formed and they need these funds to proceed.

8. Any Other Necessary Business:

Adam Paxman asked if there was an update on the proposed Message Board for the park. Reg Beliveau advised one quote came in. Adam opened and read said quote from Neal Speer Construction. His quote for the Board is $5200.00. Chris Leach made the motion to accept Neal Speer Construction’s quote to build a Message Board to be placed in the Village Green or by the Chamber Office. Eugene LaBombard seconded. It was determined a separate line item would be added to the Warning for the proposed Message Board. Motion carried.

Any Other Business: Eugene LaBombard stated he saw an 18 wheeler parked in the front of the Post Office a few days ago. Chief Stell advised that 18-wheeler had broken down and it was towed from there in approximately 15 minutes.

Any Other Business: Reg Beliveau stated that at their next meeting he would have a slideshow of the 2012 activities at Swanton Village for the Board to view. He also stated he would forward the Manager’s Report for the Village Report on to the Board members when he was done with it. Chris Leach stated he would have a Solid Waste District Report for the Village Report as well.

9. Executive Session (If Needed).

Chris Leach made the motion to enter into Executive Session at 8:32 p.m. to discuss Real Estate. Adam Paxman seconded. Motion carried.

Adam Paxman made the motion to exit Executive Session at 8:50 p.m. Eugene LaBombard seconded. Motion carried.

ACTION TAKEN: None.

ADJOURN: Adam Paxman made the motion to adjourn the Regular Board of Trustees meeting at 8:50 p.m. Eugene LaBombard seconded. There being no further business at hand Ron Kilburn, Village President; adjourned the Regular Board of Trustees meeting at 8:50 p.m.

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Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date