Trustee Meeting Minutes - May 28th, 2013

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

REGULAR MEETING

TUESDAY, MAY 28, 2013

7:00 P.M.

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

Ron Kilburn 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 Minutes from Monday, May 13, 2013 Meeting:

Chris Leach made the motion to approve and accept the Minutes from Monday, May 13, 2013 as presented. Eugene LaBombard seconded. Discussion:  Village Clerk stated that vendor Rodney Hunt was for maintenance to the Hydro Plant. Chris Leach asked if the flower boxes were going to be installed on the bridge. Ron Kilburn stated they were installed tonight. Chris Leach stated the residents of Gallup Court were happy because the “Children At Play” sign was re-installed.  Motion carried.

2. Approve and Accept Village Warrants through Friday, May 24, 2013:

Adam Paxman made the motion to approve and accept Village Warrants (#567-#572) through May 24, 2013 as presented. Chris Leach seconded. Discussion:  Chris Leach asked about Burlington Communications for $64,795.80. Reg Beliveau advised that was a grant for the Police Department in which 99% would be reimbursed. He said it would cost the Village approximately $2500.00 when complete. Reg stated that Mountain Air was for work being done at the Foundry Street Pump House. Motion carried.

3. Sign New Fire Truck Loan Documents:

Reg Beliveau advised the Board that the loan documents for the new fire truck needed to be signed by the Board. He stated Lynn Paradis ended up going with People’s United Bank with a rate of 2.20% for 5 years. He said the loan amount is $274,000 and each annual payment is $54,800 each. The Board, Village Clerk and Treasurer signed all necessary documents.

4. Any Other Necessary Business:

The Board discussed the 10.69% increase in the electric rates and also discussed Efficiency Vermont charges and programs. Ron Kilburn asked Reg if he expected a report from the Public Service Board regarding the investigation into the rate increase. Reg stated he received an email today stating there were no inquiries filed. He also stated it was good to see at their Public Hearing residents asking questions of the Board members.

Any Other Business: Chris Leach asked if there was any feedback from the Town regarding the downtown dam. Reg stated he had some information for them that needed to be discussed in Executive Session. Chris also asked if Lynn was going to borrow money in anticipation of taxes this year. Reg stated that she is working on that and he would let them know if that needs to take place. He stated the purchase power bill from VPPSA was a bit lower this past month so they may not need to but are working on it and would get back to them.

Any Other Business: Reg Beliveau informed the Board that Unit #5 at the Hydro Plant flooded during the heavy rains. He said each operator now takes a tour of the entire plant before beginning their shift and that’s how the flooding was found. He said there was so much water pressure it blew a rubber cap off a pipe and flooded the room. He said the sump pump couldn’t keep up with the water and there ended up being 4 feet of water in the room. He said because of this they will put a sensor in the floor and they will re-modify their plan of action in case this occurs again.  Reg stated that the Sewer Plant may have treated excess discharge coming up. He said they drained the lagoons as low as possible before the storm and they are expecting more rain tonight and this weekend. Ron Kilburn asked if they have recorded the volume of water going over the dam. Reg said since the dam has been installed they have recorded the volume. He said this storm there was 5’ of water going over and the highest recorded is 6’ of water.

Any Other Business: Chris Leach asked if the Dental coverage went through. Reg advised yes it did. Chris also stated he noticed a huge limb in the park. Reg said H&B Greenhouse is coming up to see if one of the trees can be saved.

Any Other Business: Adam Paxman asked if the next JLB meeting has been scheduled yet. We advised no not yet. He also stated the Chamber of Commerce would be holding two concerts in the Village Park on June 22^nd and July 10^th. He said the swans Sam and Betty are back in the park and doing great. He said they have a person in charge of feeding them and cleaning the pond this year. Adam also stated he has mentioned parking in the Village square in the past and said for their next meeting he would have something in writing as to his plans on that issue. Chris Leach stated that Hamlen engineering had done a study on that issue in the past. Ron Kilburn said he had a copy of it in his office and would get Adam a copy of that.

Any Other Business: Ron Kilburn stated that on May 29^th himself, John Lavoie, Reg Beliveau and David Jescavage would be doing the “Swanton Today” show with Channel 15. Reg stated there are numerous projects to talk about.

Any Other Business: Ron Kilburn stated that they would be hosting their fourth 250^th program on Thursday at 7 p.m. at the Wildlife Refuge. He said Adam Kane would be presenting “Shipwrecks of Lake Champlain” He also said on Saturday, June 8^th the Milton 250 VT Automobile Enthusiasts Inc. Antique & Classic Vehicle Tour would be taking a tour at the Depot Station. He said on Sunday, June 23^rd Vince Feaney will discuss Ira Allen. He said the audiences are getting bigger and better. Eugene LaBombard stated that Highgate put up their 250^th banner already.

Any Other Business: Reg Beliveau advised that Elizabeth Malone from Channel 15 asked the Village if they would be interested in installing a traffic cam in Swanton. He said Channel 15 pays for the installation of the cam they just need a location and are working on finding one. He said he told her yes the Village would like one installed and said that he would present it to the Board.

Any Other Business: Reg Beliveau advised the Board that there will be a Public Hearing and Site Visit regarding the Proposed Small Hydroelectric Project on the downtown dam on Tuesday, June 18^th and said this is open to all interested parties. He said the first meeting begins at 1 p.m., the site visit is at 2 p.m. and the second meeting will begin at 4:30 p.m. The meeting will be held at the Village Complex and site visit will be at the lower Swanton dam site, right abutment across from River Lane. He urged everyone to attend.

Any Other Business: Reg Beliveau stated he notified the insurance company about Unit #5 and said he doesn’t know when it will be back up and running. He said the main thing is that no one got hurt. He also stated that Denise Smith from Friends of Northern Lake Champlain stopped by and reviewed some rain garden projects with him. She informed Reg that John Fournier is selling his property on Webster Terrace and he is not interested in doing anything there.

5. Executive Session (If Necessary):

Adam Paxman made the motion to enter into Executive Session at 8:09 p.m. to Discuss Real Estate and a Customer’s Account. Eugene LaBombard seconded. Motion carried.

Adam Paxman made the motion to exit Executive Session at 8:42 p.m. Chris Leach seconded. Motion carried.

ACTION TAKEN: None.

ADJOURN: Adam Paxman made the motion to adjourn the Regular Board of the Trustees meeting at 8:42 p.m. Chris Leach seconded. Motion carried. There being no further business at hand, Ronald Kilburn, Village President, adjourned the meeting at 8:42 p.m.

_____________________________________          _______________________________________

Ronald Kilburn, Village President                    Date

_____________________________________          _______________________________________

Dianne Day, Village Clerk                               Date

Trustee Meeting Minutes - May 13th, 2013

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

REGULAR MEETING

MONDAY, MAY 13, 2013

7:00 P.M.

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

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

1. Approve and Accept Minutes from Monday, April 15, 2013 Meeting:

Chris Leach made the motion to approve and accept the Minutes from Monday, April 15, 2013 as presented. Adam Paxman seconded. Discussion: Eugene LaBombard stated that his comment under Any Other Business he meant to say all street signs not just stop signs would be covered by trees. Made change. Ron Kilburn stated the flower boxes that would be placed on the bridge would be cared for by the Village of Swanton and by group members. Motion carried with changes.

2. Approve and Accept Village Warrants through Friday, May 10, 2013:

Eugene LaBombard made the motion to approve and accept Village Warrants (#556-#566) through May 10, 2013 as presented. Adam Paxman seconded. Discussion: Adam Paxman asked what vendor Rodney Hunt on Warrant #558 was for. Reg stated he would find out but he believed it was something for the Hydro Plant. Adam also stated the Village has paid a lot to VPPSA lately for purchase power because it has been extremely dry. Ron Kilburn asked about vendor Mountain Air on Warrant #561. Reg stated they maintain the air conditioning contract and they also did work at the Foundry Street pump station. He also asked about vendor VEEU. Reg stated that was the Efficiency VT program and said the Village pays them approximately $350,000 per year. Ron also asked about VEPP Inc. Reg stated that was for purchase power. Eugene LaBombard asked if the $46,936.00 paid to EJ Barrette was for two new trucks. Reg advised yes it was. Motion carried.

3. Swear in Police Officer Joshua Hooper:

The Board recessed at 7:15 p.m. so the Village Clerk could swear in new Police Officers Joshua Hooper and Robert Stanley. Resumed meeting at 7:24 p.m.

4. Wayne Elliott, Water Transmission Project -- Financing:

Chris Leach made the motion to enter into a Water Commissioner’s meeting to hear Item #4, #5 and #6. Adam Paxman seconded. Motion carried.

Wayne Elliott advised the Board that the State of Vermont has recommended combining Contract #2 and Contract #3 into one application for $149,675.00 instead of doing them separately. He said if they agree to this it will replace last month’s motion to apply for Contract #3. He said the reason for this is cleaner financing and he concurs. He said the first payment won’t be due until two years after completing the last contract. He believes the first payment will be due in 2015. Wayne also informed the Board that they had originally stated Contract #2 would be $122,500 but the actual cost is $96,400 so they saved money on that contract. Ron Kilburn asked when they would go out to bid on this. Wayne stated he is hoping for an August timeframe for the distribution contract and next spring on the transmission contract. Wayne said the distribution work should begin in early September of this year. Eugene asked if they would be repaving the whole street they work on or just doing a patch job. Wayne stated they would only repave the trench patch but sometimes there may be an exception. Eugene asked if Mike Menard was involved and Wayne stated yes he was.

Eugene LaBombard made the motion to name Reginald Beliveau, Village Manager, as authorized representative in connection with this project. Chris Leach seconded. He also made the motion to authorize the Village to apply for the Drinking Water State Revolving Loan Funds (DWSRF) necessary to finance and construct Contract #2 and Contract #3 as recommended by the State of Vermont and authorized the filing of the application. Chris Leach seconded. Motion carried.

5. Martha Guarino – Water Connection Request at 432 Maquam Shore Rd.:

Reg Beliveau advised the Board that Martha and Pat Guarino are requesting permission to hook onto the Village Water System on 432 Maquam Shore Rd. He said they are requesting a 450 gpd water allocation. Chris Leach stated they certainly now have the capacity to do so after the Water Treatment Plant upgrade. Chris Leach made the motion to approve the Guarino’s request to connect to the Village Water System at 432 Maquam Shore Rd., with the appropriate fees. Adam Paxman seconded. Motion carried.

6. Tom Michels – Water Connection Request at 94 Maquam Shore Rd.:

The Village Clerk advised the Board that Tom Michels is requesting permission to connect his garage to the Village Water System at 94 Maquam Shore Rd. He is requesting a 200 gpd water allocation and is aware of the necessary fees. Chris Leach made the motion to approve Tom Michels request to connect his garage at 94 Maquam Shore Rd. to the Village Water System with the appropriate fees. Eugene LaBombard seconded. Motion carried.

Adam Paxman made the motion to exit the Water Commissioner’s meeting at 7:45 p.m. Eugene LaBombard seconded. Motion carried.

7. 2012 Audit Review:

Lynn Paradis, Assistant Village Manager, presented the Board with the Kittell, Branagan & Sargent (KBS) Audit Report. She stated they received an unqualified opinion again this year, which means KBS found no auditing problems. Lynn went over the Basic Financial Statements – Village-Wide Financial Statements, Statement of Net Position, Statement of Activities, Fund Financial Statements, Balance Sheet – Governmental Funds, Statement of Revenues, Expenditures and Changes In Fund Balances – Governmental Funds; Statement of Net Position – Proprietary Funds; Statement of Revenues, Expenses and Changes in Net Position – Proprietary Funds; Statement of Cash Flows – Proprietary Funds; Notes to Basic Financial Statements and the Budgetary Comparison Schedule.

The Board discussed the ARRA grant which involved getting over $600,000 worth of projects at 50% the costs. Lynn said that was a three year grant. They also discussed the taxes paid to the Town of Highgate which amounts to approximately $400,000.

Lynn also advised the Board she received a letter stating there were no issues, no disagreements and that everything was in order regarding the audit. She said it was very standard. Ron Kilburn asked how much this audit cost. Lynn advised it cost approximately $20,000 annually. Chris Leach stated this is another reason why he feels the Town and Village should not merge, because the Village is running three businesses and needs to meet a lot of criteria.

8. First Quarter SQRP Report:

Chris Leach made the motion to accept the 1^st quarter SQRP report. Eugene LaBombard seconded. Discussion: Chris Leach stated this shows another good job done by the Village staff. Motion carried.

The Board agreed to move to Item 10.

10. Swanton Village Dental Coverage Review:

Lynn Paradis advised the Board that there will be a 1% decrease in the premium for dental coverage. She said she was also informed that they can now cover kids until age 26 like they do on their medical insurance. She stated she would like permission to offer this benefit to the Village employees and said it would only affect two families.  Chris Leach stated he was in favor of this. Eugene LaBombard made the motion to authorize the Village of Swanton to offer dental insurance to families with kids up to age 26. Adam Paxman seconded. Motion carried.

The Board agreed to move to Item 12.

Chris Leach made the motion to enter into a Water Commissioner’s meeting at 8:17 p.m. to hear Item 12. Adam Paxman seconded. Motion carried.

12. Executive Session – Customer Account:

Chris Leach made the motion to enter into Executive Session to discuss Customer Account at 8:17 p.m. Adam Paxman seconded. Motion carried.

Chris Leach made the motion to exit Executive Session at 9:14 p.m. and go back into regular session. Adam Paxman seconded. Motion carried.

ACTION TAKEN: Chris Leach made the motion to deny customer’s request to void $1500.00 from their water and sewer account, however the Board agreed to void all overdue interest charges accrued since May 2011 on that customer’s account. Eugene LaBombard seconded. Chris Leach and Eugene LaBombard in favor, Adam Paxman abstained from vote. Motion carried.

Eugene LaBombard made the motion to exit Water Commissioner’s meeting at 9:15 p.m. Adam Paxman seconded. Motion carried.

The Board moved to Item 9.

9. Swanton Village Electric Rate Case:

Lynn Paradis advised the Board that a notice went out in the utility bills regarding the pending Electric Rate Case public hearing to be held on May 20^th at 7 p.m. here at the Complex. Ron Kilburn asked what the role of the Board would be that evening. Lynn advised they would be there in attendance as spectators. She said the Village attorney as well as their VPPSA representative would be there. She advised they have filed for a 10.69% increase in the electric rates. Reg Beliveau stated that the customers going to solar power has hurt the Village.

The Board moved to Item 11.

11. Any Other Necessary Business:

Chris Leach mentioned that Gallup Court was dug up to repair a sewer service and asked if it was going to be patched. Reg advised the company that dug it up would repair it. Chris also asked if the “Children At Play” sign could be attached to the state speed sign on Gallup Court. Reg said he would ask Mike Menard about that.

Any Other Business: Adam Paxman stated that the swans, Sam and Betty, would be in the week of May 20^th in the Village Green.

Any Other Business: Ron Kilburn stated the fountain in the Village Green was looking bad but Public Works crew member Tod Jones worked on it all day and did a very good job. Ron also mentioned the upcoming 250^th Anniversary events. He said there would be an event held on Wednesday, May 15^th at the Library at noon. He said they will host Franklin and Grand Isle Counties Historical Societies History Appreciation program. Ron also advised they received their Resolution from the Legislature on celebrating the 250^th Anniversary. He said August 10^th through the 17^th will be a full week of activities.

Any Other Business: Lynn Paradis advised the Board she may need to borrow money in anticipation of taxes this year and stated she would have the necessary paperwork ready for their next Board meeting. She also stated the new fire truck is due to be here the first week of June. She said she couldn’t exceed five years on that loan and is seeing interest rates in the 2.5% range. She said their first payment will be due right after taxes are in this year. She stated she is looking for permission from the Board to go ahead with the lowest interest rate she finds. She said she would also have that paperwork ready for their next meeting as well.

ADJOURN: Chris Leach made the motion to adjourn the Regular Board of the Trustees meeting at 9:45 p.m. Adam Paxman seconded. There being no further business at hand, Ronald Kilburn, Village President, adjourned the meeting at 9:45 p.m.

_____________________________________          _______________________________________

Ronald Kilburn, Village President                    Date

_____________________________________          _______________________________________

Dianne Day, Village Clerk                               Date