Trustee Meeting Minutes - May 14th, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES REGULAR MEETING

Monday, May 14, 2012

7:00 PM

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; 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 p.m.

Unless otherwise noted, all motions carried unanimously.

1. Approve and Accept the Minutes from Monday, April 23, 2012 Meeting:

Adam Paxman made the motion to approve and accept the Minutes from Monday, April 23, 2012 as presented. Eugene LaBombard seconded. Reg Beliveau stated that in Item #6 there was a mistake. He said it stated that “FERC” was working on the Lower Dam issue and it should state Attorney Paul Nolan. Village Clerk made the correction. Chris Leach asked about the Smoking Ordinance issue, and stated they would discuss it at the JLB on May 23, 2012. He also asked about the lien issue and asked if landlords were now getting a copy of their tenants disconnect notice if all forms were signed? He was advised that yes they were attached to their accounts and would get notices if required. The correction was made, motion carried.

2. Approve and Accept the following Warrants: Warrant #418 for $139,600.13; Warrant #419 for $349,517.74; Warrant #420 for $499.47; Warrant #421 for $54,277.64; Warrant #422 for $440.54; Warrant #423 for $178,897.56; Warrant #424 for $152,577.31; and Warrant #425 for $334.96:

Chris Leach asked what Gabree & Sons Tree Trimming was used for. Reg explained for tree trimming in the Electric Department. Eugene LaBombard made the motion to approve and accept Warrants #418 through #425 as presented. Adam Paxman seconded. Motion carried.

3. 1^st Quarter SQRP Report:

Chris Leach stated Swanton Village Electric is doing an excellent job in preventing outages, treating the customers with respect and handling the bills and work orders to satisfaction. He said the numbers are excellent and thanked everyone involved. Lynn Paradis explained the report and stated Swanton Village could have financial consequences if we didn’t have a satisfactory report and that we had to provide it to the Board of Trustees each quarter. Chris Leach stated they are in receipt of the report and it is in good standing.

4. 2011 Bridge Inspection Summary Report:

Chris Leach stated he read the report and overall the bridge is in good condition but the appraisal side of the report is not good. On the appraisal side of the report it states that the bridge does not meet the current standard for the bridge railings and guardrails. Reg Beliveau stated he hasn’t had time to make a few phone calls to find out the required standards but would do so. He stated the inspection summary states the entire guard rail system should be upgraded to meet current standards, the beam ends and bearings at the abutments should be extensively cleaned, painted and greased and that the overall condition of the bridge is satisfactory due to slow ongoing rust scaling along the exterior steel beam of the downstream side. Ron Kilburn asked if the Village could do those repairs and Reg stated no they would have to hire that done like the Interstate Overpass Bridge job. He stated he wanted to do some homework on the rating and would report back to the Board. Chris Leach advised they would wait and sign the report after Reg has looked into it further and requested they table this item until then. The Board agreed to table item #4.

5. Village Park Improvement Discussion:

Chris Leach asked Reg if he has talked with Russ Walters or Dave Hamlen yet regarding the trees in the Village Green? Reg stated not as of yet but did find their tree planting plan from 2001 and presented it to the Board. Eugene LaBombard stated there are several trees that need to come down. Chris Leach asked if Gabree & Sons would take down the dead trees in the Park and asked Reg to talk with Al Kinzinger in the Electric Department about this. Chris stated he would like to see these improvements done this summer and said they need new benches, some sidewalks added, their Veterans plaque created and maybe a kiosk in the Park at the end of First Street. Reg stated he wanted to purchase a few benches from Costco and said they flip over into a table top as well. He said he’d like to try those out in the park and see if they hold up. Chris also asked about the trees in Flat Iron Park. Reg said that Warren Fournier from the VFW stopped in and had a quote to get the Veteran’s plaque cleaned and asked if the Village and Town would split the cost with them to do so. Ron Kilburn advised that item was on the JLB agenda and they could discuss it then but the Board showed interest in doing so. Reg stated that Mr. Fournier has already purchased some new trees for that Park as well. Chris asked if they could install new lights in Flat Iron Park to match the Village Green. Reg stated he would mention that to Mr. Fournier but stated this is the Veteran’s park so it would be up to them.

The Board agreed to get together to do a walk through of the Park. They said the plans for this summer would be to remove the dead trees, plant some new trees, have new sidewalks installed as well as some new benches. He asked Reg to ask Mr. Fournier where they had their plaque made so they could contact that company for a quote on the Veterans plaque they want installed in the Village Green. They also want a Memorial Tree planted near the plaque.

6. Any Other Necessary Business:

Chris Leach gave another reminder about the Hazardous Waste Day to be held on Saturday, May 19^th from 8 a.m. to 1 p.m. at the Town Garage on Fourth Street.

Any Other Business: Adam Paxman stated he’s seen some of the Police Department’s website and said they have been busy the last six months. He said he commends all their hard work. Adam also stated the Swans would be in the Village Green for Memorial Day weekend and thanked the Public Works crew for all they’ve done in the pond.

Any Other Business: Chief Stell handed out their monthly stat report to the Board for their review. This report showed all Village calls and all Town calls in the last 30 days. There were 94 calls in the Village and 39 calls in the Town. He stated they have been extremely busy and he wanted to show the Board the types of calls they have been getting.

Any Other Business: Reg Beliveau stated they have set aside funds in their budget to have work done on the exterior of the Village Complex. He said he received estimates for new vinyl siding and bids to remove the old siding and install the new siding. He showed the Board the samples of the new siding that would be installed, barn red on the bottom of the building and tan siding on the top in a cedar shake style for the top of the building. He said they are under budget so far and would like to install new lighting and have a new sign made as well. Eugene LaBombard asked if there was any indication of damage under the existing siding. Reg stated that when there is a driving rain or snow it comes in the office so that damage would also need to be repaired. Reg stated Swanton Lumber gave them a great price on the vinyl siding and said he appreciates their business. Chris Leach made the motion to have Reg Beliveau, Village Manager, proceed with the siding of the Municipal Building as proposed. Eugene LaBombard seconded. Motion carried.

7. Executive Session to Discuss Personnel:

Eugene LaBombard made the motion to enter into Executive Session to Discuss Personnel at 8:00 p.m. Adam Paxman seconded. Motion carried.

Chris Leach made the motion to exit Executive Session at 9:00 p.m. Adam Paxman seconded. Motion carried.

ACTION TAKEN: The Board of Trustees authorized the hiring of one part time employee and one full time employee.

ADJOURN: Eugene LaBombard made the motion to adjourn the Regular Board of Trustees meeting at 9:06 p.m. Adam Paxman seconded. There being no further business at hand Ronald Kilburn, Village President; adjourned the Regular Board of Trustees meeting at 9:06 p.m.

_____________________________________                      _______________________________________

Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date

Trustee Meeting Minutes - April 23rd, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES REGULAR MEETING

Monday, April 23, 2012

7:00 PM

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; Amy Brewer, NMC; Shawn Cheney, Village Resident; and Ch. 16.

Unless otherwise noted, all motions carried unanimously.

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

1. Approve and accept the Minutes from Monday, April 9, 2012 Public Hearing and Meeting:

Chris Leach made the motion to approve and accept the Minutes from Monday, April 9, 2012 Public Hearing and Meeting and was glad there was such a good turnout. Adam Paxman seconded. Motion carried.

2. Approve the following Warrants: Warrant #413 for $171,131.57; Warrant #414 for $406.19; Warrant #415 for $66,262.52; Warrant #416 for $128,184.96; and Warrant #417 for $393.05:

Eugene LaBombard made the motion to approve Warrants #413 through #417 as presented. He then asked what Southworth Milton vendor was for, they waited for Lynn Paradis to arrive to answer before approving Warrants.

3. Amy Brewer – Discussion on No Smoking Ordinance for Village Parks:

Amy presented the Board with a Village of Swanton Parks Smoke Free Proposal to look over. Adam Paxman asked who would be policing this proposal if adopted? Amy advised it is pretty much self policing and that other communities posted signs and said it is a process that takes time and is also based on good communication. Eugene LaBombard said that the public has a big part in enforcing it, that smokers are more tolerant of it and it seems to work, smoking eventually disappears.

Adam Paxman said he had concerns over it because it might detract from the events the Chamber of Commerce holds in the Village Park. He said they struggle now to get people there and he’s not convinced this is a good idea. Amy said that more people don’t smoke and they won’t bring their families to events where there will be smoking. Chris Leach said he is not a smoker but is against more regulation if not needed and is happy to leave things status quo.

Eugene LaBombard said he doesn’t see anyone smoking outside now. Ron Kilburn asked about people who chew tobacco, he said he picked up three containers of it last week and said this seems like a solution without a problem. Chris said maybe they should just put up signs that read “We Appreciate It If You Don’t Smoke.”

Amy stated that many communities post signs and offered to get some for the Village. She said she is here to advocate for the Ordinance and that this says to the community that you want to create a healthy environment for everyone. She said she prefers the adoption of the Ordinance and is even willing to go and pick up cigarette butts to see how many there are on the ground in the parks.

Reg Beliveau stated that the Village has a new website and face book page and that he wants to post the question there and see what kind of response they get. He would also like to get Chief Stell’s opinion on the matter as far as enforcing the Ordinance. Chris Leach stated he would rather see the Police Department working on burglaries, speeding issues, etc. rather than smoking ordinances. Adam Paxman advised they table this item for now because he’d like to do some more research and he’d like to see what they get for a community response. Ronald Kilburn mentioned that maybe this needs to be addressed at the next JLB meeting to hear their thoughts as well. The Board agreed to table this item and address it at the JLB meeting and to also invite Amy Brewer to that meeting as well.

Before Amy left Reg advised she had brought him fluorescent vests for people who walk early in the morning and late in the evening. They are size large and can be picked up at the Village office.

Lynn Paradis arrived and advised the Southworth Milton invoice was for the emergency generator at the Hydro Plant and that they would be reimbursed for 50% of that from their Velco ARRA grant. Eugene LaBombard made the motion to approve Warrants #413 through #417 as presented. Chris Leach seconded the motion, unanimous. Motion carried.

4. Shawn Cheney – Discussion on Electric Liens:

Shawn Cheney stated that first of all he would like to ask the Board that they change their policy in accepting Postmarks on tax bills. He stated that as of now, the Village of Swanton does not accept Postmarks and he feels this is a disservice to the Village residents and non residents who pay taxes in the Village. He said he was unaware that the Swanton Post Office sends all mail to Burlington to be sorted and because of this you have the potential to be late in paying your tax bill. We explained to him that after the due date all delinquent tax bills are handed over to our delinquent tax collector with a warrant declaring the amount of the delinquent taxes. If we were to keep the books open what date would you choose to no longer accept Postmarks? We advised him that all bills have a due date and that this due date is the same each year. Chris Leach asked if taxpayers had the ability to pay their tax bill online? I advised that yes they could through their own bank, they could send an online payment. Ron Kilburn stated that he would look into this because he believes a principal contract is deemed complete once posted in the US Mail and that Shawn’s point may be a valid one. The Board advised they would look further into this.

Shawn stated his other concern was the Village of Swanton putting liens on landlords for an unpaid bill left by a tenant. He said he talked with several landlords and they were happy about our meeting and feel they were informed but that they would like to see this rescinded. He said this is an expense to them that they cannot control and feel it’s unconstitutional. He said he could take a tenant to court for an eviction process and then find out months later the Village of Swanton has put a lien on the property so he would then have to take that person back to court at an additional expense to him. He worried about other companies doing the same thing, holding landlords responsible for their tenant’s bills. Lynn advised Shawn that only municipalities are allowed to lien landowners. Shawn said this is a burden that will be passed on to good paying tenants, and that they will have to raise the rents on elderly, etc. Lynn stated how important it is to have good communication with us so that we know who is moving in where. Adam stated he didn’t think there was any easy answer and feels things need to change in Montpelier as well. He said landlords need more rights than what they now have.

Shawn stated he would ask to have this put to another vote to rescind this. Eugene stated that this procedure is not unique to Vermont. Chris stated the Landlord Association Attorney should push for this kind of thing. He stated there is approximately $90,000 placed in liens and we have 3,600 customers. Swanton Village would have to collect these funds somehow. He said the legislature needs to be more business friendly and that rental units are a business. He said as a Village they need to protect their ratepayers.

Reg Beliveau stated that everyone in the front office does a great job and Shawn agreed to this. Lynn stated the Public Service Board is for the customers and not the utilities and that there are approximately 10% of the customers who abuse the system. Eugene asked that when a tenant is past due on their account is the landlord notified. We advised him that we are working with Cogsdale to get this feature working and that we will send all landlords a copy of their tenants disconnect notice as long as they have the authorization form signed by their tenant. Shawn also mentioned being told not to pay the lien in case the tenant moves back into our system. He said this is upsetting because 1% overdue interest is charged monthly. Shawn again stated he would like the Village of Swanton to rescind its Charter change.

More discussion took place regarding our disconnect procedure and rules. At this point in time Adam Paxman made the motion to have all landlords notified when a disconnect notice is printed on their tenants account as long as the tenant authorization form is signed. Chris Leach seconded. Chris stated that this is an ongoing process but the main goal is to keep collecting past due accounts and to keep the rates down. Motion carried.

5. Park Improvement Discussion:

Discussion took place regarding the Park Improvements to be done at the Village Green, Marble Mill and Flat Iron Park. They said the primary piece will be a tree revitalization program and they will stagger the growth. They stated they would like more sidewalks and also have some benches put in. They mentioned the trees that Dave Hamlen planted a few years back and said they would like to take a look at that again and see where they are as far the planting of trees goes. Adam mentioned there are several pine trees in the Village Green that need to be cut down. The Board would also like to see a sidewalk installed at Marble Mill Park that ended up meeting Webster Terrace. Eugene stated the first thing they need to do is cut the dead trees out and should get an estimate from local tree trimmers. They mentioned repairing the fountain as well. Chris stated that the main improvements would be trees, sidewalks, benches, Veterans sign and trash receptacles. Ron Kilburn stated that the stone canoe at Marble Mill needs repair as well. He also stated that Dave Hamlen is the tree warden and that the Village cannot cut a tree down until they meet with Dave and have him inspect the tree. The Board stated they should do a walk thru of the Parks, draft a plan and then take action.

6. Update on Lower Village Dam:

Reg Beliveau advised the Board he has received quotes from H.L. Turner and Paul Nolan regarding moving forward with the project. Reg stated he felt it was in the best interest to continue to move forward with the necessary permits and to also try and get some grant money to help with the project. Reg provided the Board with a spreadsheet showing that there isn’t a cash flow for 20 years. Lynn provided the Board with the research she’s done and said it would be cheaper to purchase power than to generate it here. Adam stated he feels this isn’t feasible at this point in time. Reg agreed but said it would be if they received grant money. Chris stated he didn’t want to totally dismiss this as of yet and that it may be feasible at some point and to keep looking at it. Reg advised that Attorney Paul Nolan was still working on this and that they have a two year permit in place.

Chris stated that they moved forward with Unit #5 at the Hydro Plant and said that this might be pertinent to the Downtown Dam. He said they would like to be able to either break even or make money at it. Reg stated they needed to decide how much they wanted to spend on this project. The Board agreed that they wanted to spend the minimum amount of money to keep their permits in place and to maintain water rights.

7. Any Other Necessary Business:

Chris Leach informed the viewers that on May 19, 2012 from 8 a.m. to 1 p.m. there will be a Hazardous Waste Day at the Town Garage on Fourth Street. He informed the Board that the legislature did not pass the plastic bag and water bottle waste bill. He said things are looking pretty good and their goal is to not cause more cost to their local haulers. He also said that members can drop off computers, TV’s, monitors, etc. due to the Electronics Bill that was passed. He said these items can be dropped off at the Georgia plant.

Chris also stated he wants to begin discussion on the Grand List in the near future.

Any Other Business: Adam Paxman wanted to remind the viewers that Saturday, May 5^th is Green Up Day and that people are meeting here at the Village Complex at 8 a.m. and is again being run by Camille Freeman. He encouraged residents to show up and help out.

Any Other Business: Eugene LaBombard asked if the generation has been low in the last couple of weeks due to low precipitation. Reg said yes it was down due to that fact. Eugene asked how the Water Treatment Plant upgrade was going. Reg advised they are working on the new lagoon, have installed the sprinkler system and that Drummac will drain the other two lagoons. He said due to high arsenic levels they could not land apply so they needed Drummac to remove the sludge. Eugene asked if the filtration system was installed yet. Reg said not yet and that they are coming in June. He said the inside is ready, the plumbing is ready and that everything is progressing fine.

Any Other Business: Ron Kilburn asked if the Village ordered copies of their meetings from Channel 15. I said that we’ve needed to order one in the past but we don’t on a regular basis. The Board thought that this was a good idea and that way the meetings wouldn’t have to be taped by the Clerk.

8. Executive Session to Discuss Contracts and Real Estate:

Chris Leach made the motion to enter Executive Session to discuss Contracts and Real Estate at 9:15 p.m. Adam Paxman seconded. Motion carried.

Adam Paxman made the motion to exit Executive Session at 9:40 p.m. Chris Leach seconded. Motion carried.

ACTION TAKEN: The Board of Trustees advised Village Manager Reg Beliveau to re-visit raising the rent on farmer’s rental property in 2013 and having them sign five year rental leases on these rental properties.

ADJOURN: Eugene LaBombard made the motion to adjourn the Regular Board of Trustees meeting at 9:41 p.m. Chris Leach seconded. There being no further business at hand Ronald Kilburn, Village President; adjourned the Regular Board of Trustees meeting at 9:41 p.m.

_____________________________________                      _______________________________________

Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date

Trustee Meeting Minutes - April 9th, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES REGULAR MEETING & PUBLIC HEARING

Monday, April 9, 2012

7:00 PM

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/Administrative Assistant; Trish Foote, Staff Accountant; Marc Longway, Billing Clerk; Katie Judd, Customer Service Clerk; Brian Savage, Michel Consejo, and Ch. 16.

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

UNLESS OTHERWISE NOTED, ALL MOTIONS ARE CARRIED UNANIMOUSLY

The Board decided to hear Item #3 first.

3. Public Hearing to Discuss Electric Lien Process – Application for Service, Meter Deposits/Credit References, Billing Process, Disconnects, Liens:

Application for Service – Katie Judd:  Katie explained the process for setting up a new customer for Electric service with the Village of Swanton. She said the basic information needed is the location of the property, the landlord’s name, the last tenants name to ensure the correct meter and then their personal account information such as proof of ID, phone numbers, mailing address, etc. She then explained how a meter deposit is figured if that customer cannot get us a letter of credit.

The only forms of credit references are either from a previous utility company, a cable television company or a letter from their bank stating they have had a checking account for more than one year with no overdrafts within the last 12 months. If that customer can’t get one of those references she explained that we take the last 12 months of utility bills at that location and take an average of those bills and times it by two so that we have at least two months worth of electric bills on deposit. She explained that we break that deposit into three payments and that all these rules are given to us by the Public Service Board.

Gary Rice asked more about how the deposits are figured and what is allowed for letters of credit. Harold Garrett asked about paying one third of the deposit up front. Katie explained this process again.

Billing Process – Marc Longway: Marc explained that all electric meters are read on a monthly basis and that those readings are entered into the computer system to calculate a customer’s bill for the month. He explained how each property has a location number and each customer has a customer number assigned to them. He explained that a KW is energy used at a point in time and that KwH is energy used over time. Marc explained our residential rates and our residential demand rates. He explained that if a residential customer uses over 1800 kwh’s in a month’s time for two consecutive months, that customer would end up on a residential demand rate. That rate has a higher customer charge and once put on a demand meter the customer would remain on that rate for 12 months. He explained how a customer could come off those rates by demonstrating a kwh usage of below 1800 and a demand below 8 for 12 months. Once that was done the customer could then come off demand rates.

Raymond Roy asked how a customer can come off demand rates. Chris Leach asked what the average household uses per month for kwh, Marc explained approximately 700 to 800 kwh’s per month and said out of approximately 3,600 customers there are about 200 on demand rates.

Disconnects – Trish Foote: Trish explained the process of printing disconnects on a weekly basis for every “route” in our system. She stated that on average we print approximately 650 disconnects on a monthly basis. She further explained that if a customer is delinquent more than $50 a disconnect notice would be printed advising that customer they have a certain number of days to pay that bill or their electric service would be disconnected. She explained that she looks over these accounts and then makes phone calls to these customers reminding them of their past due  balance. She said she disconnects approximately 20 to 30 customers per month.

Trish explained how the Public Service Board governs our disconnect rules and that we have to follow their guidelines such as letting a customer have two signed agreements per year. She explained the complexity of disconnecting customers for non-payment. She said once disconnect notices are printed she looks through them and decides at that time who she is going to shut off. She then generates a list of these customers who have a large past due balance and thinks a lien should be placed on the property which she then gives to Dianne to further research. Also by calling these customers and talking with them she agrees to a payment plan with them and explained how we are always willing to work with a customer to help them pay their past due balance.

Gary Rice asked her about how many additional days a customer has at the time a disconnect notice is printed. Matt Juaire also asked how the payment plan worked.

Shawn Cheney  asked that if a landlord is ultimately responsible for a tenants unpaid electric bill if the landlord could be attached to their account so that they receive a copy of their disconnect notice as well. Trish explained our billing system does have that ability and she would contact Cogsdale to get that piece up and running. She explained the tenant would have to give permission to have the landlord attached to their account. This is called the verification form signed by tenants giving landlords access to their account to make sure they are paying their bills. She emphasized the importance of these forms and getting them signed by the tenants.

Stewart Bennett, Attorney for the Landlord Association, said he has contacted the Vermont Leagues of Cities and Town and the Public Service Board about this issue. He discussed the Statutes of Fraud in Vermont as well.

Chris Leach stated that as a Village Trustee he is concerned about collecting these bills. He said the Village of Swanton has approximately$89,000 placed in liens and that by collecting these funds is key to keeping our electric rates the lowest in the State of Vermont. He said he is frustrated with the liberal actions of the Public Service Board and the rights they give to tenants not paying their bills. He said it is not fair to go five months without paying their electric bills. He said owning rental property is a legitimate business and there needs to be laws that allow the income to come in and that the legislature needs to get stricter about this. He said maintaining these low rates remains to be a struggle.

Gary Fadden stated that the Trustees went to the legislature to get approval for their Charter update. Michel Consejo also responded to this and explained the Charter update approval process in the legislature. Brian Savage also responded and said he has very little use for the Public Service Board and that they are too far reaching. He explained the Charter update process and said it is pretty much boiler plate and that if the Village residents approved it then the legislature would do so as well.

Electric Lien Process – Dianne Day:  I advised the public that Swanton Village updated their Charter in 2009 and one of the updates was to place liens on property owners for unpaid electric bills. I stated that in the year prior to the Charter update we held several board meetings discussing the changes and that we held three public hearings before the vote and had zero attendance. I explained that on March 23, 2009 the Village registered voters approved this Charter change and on May 18, 2009 the State Legislature gave their approval as well.

I explained to the Public that once Trish has gone through her disconnect notices she gives me a list of accounts that need further research. I explained that if a customer is delinquent more than one or two bills a lien would need to be placed on that property owner. I also explained that any customer holding an electric account delinquent would have a lien placed on them, that this does not just affect tenants and landlords. I said I have several liens on homeowners as well as businesses.

 I stated that the liens are placed at the Town Clerks office in which the property is located and that in order to collect funds left by a tenant we recommend the landlord not pay the lien right away. I said it is very likely the tenant would need service set up elsewhere and at that time I would collect the funds they left on a previous property and would then be able to release the lien on the landlord. I explained how important it was to have tenants sign the verification forms giving their landlord access to their electric account and that once these forms were signed we needed copies of it held in our office. I said the landlords needed to take some extra time to contact us to check on the account to see if it was being paid in a timely manner, that Swanton Village would not contact them. I also emphasized the importance of landlords contacting us to let us know who they are renting to and who is allowed to set up service. That way tenants aren’t allowed to put the account is someone else’s name because they may owe us money from a previous location. The key to this is communication between landlords and the Village of Swanton.

I informed the public that if their tenant is receiving Section 8 funding they are legally required to keep their utilities paid and if they are not doing so they could possibly lose their funding. I said that landlords could contact us at any time to ask the monthly average usage of an apartment in case they wanted to get a utility deposit from their tenant. I also informed them that we do not report to any credit bureau at this time.

I further explained that in 2011 the Village of Swanton collected over $11,000 in liens and that so far this year we’ve collected over $9,000 and this helps keep our rates down. I advised that the Village of Swanton was the ninth municipality to adopt this Charter change and that this is one way of keeping our rates the lowest in the State. I said that once a lien has been paid in full it is released and a copy of that release is sent to the land owner.

Ronald Kilburn advised we take a 10 minute recess at this time and then resume our regular meeting to address item #1 and #2.

1. Approve and accept the Minutes from Thursday, March 22, 2012 Special Meeting and Minutes from Monday, March 26, 2011 Regular Meeting:

Adam Paxman made the motion to accept the Minutes of both the March 22 and March 26, 2012 meetings. Chris Leach seconded. Motion carried.

2. Approve the following Warrants: Warrant #403 for $569,246.05; Warrant #404 for $294.10; Warrant #405 for $7,800.00; Warrant #406 for $146,991.49; Warrant #407 for $480.00; Warrant #408 for $271,579.23; Warrant #409 for $499.05; Warrant #410 for $39,407.46; Warrant #411 for $440.11; and Warrant #412 for $1,667.11.

Chris Leach asked about vendor Brian Derry, Lynn advised he put the new roof on the Waste Water Plant. He also asked about vendor VT Dept. of Corrections and we advised they printed our Village Reports. Eugene LaBombard made the motion to approve and accept Warrants #403 through #412 as presented. Adam Paxman seconded. Motion carried.

4. Any Other Necessary Business:

The Board advised they would like to schedule a Joint Legislative Body meeting in the very near future and stated they would choose a date at their April 23^rd meeting.

Any Other Business:

 Eugene LaBombard asked how many water disconnects we did compared to electric disconnects. We told him there were many more electric disconnects.

ADJOURN: Adam Paxman made the motion to adjourn the Regular Board of Trustees Public Hearing and meeting at 9:15 p.m. Chris Leach seconded. There being no further business at hand Ronald Kilburn, Village President; adjourned the Regular Board of Trustees meeting at 9:15 p.m.

_____________________________________                      _______________________________________

Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date

Trustee Meeting Minutes - Mar 26th, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES REGULAR MEETING

Monday, March 26, 2012

7:00 PM

PRESENT: Ronald Kilburn, Village President; Chris Leach, Trustee; Adam Paxman, Trustee; Reginald Beliveau, Village Manager; Dianne Day, Village Clerk; Channel 16.

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

Unless otherwise noted, all motions carried unanimously.

1. Approve and Accept the Minutes from Monday, March 12, 2012 Meeting:

Chris Leach made the motion to approve and accept the Minutes from Monday, March 12, 2012 as presented. Adam Paxman seconded. Motion carried.

Chris Leach asked if the Elm Street transformer was in yet, Reg Beliveau advised him in was in but not yet installed. Chris also asked if Betty Cheney had been sworn in as Delinquent Village Tax Collector. I advised him she was sworn in the previous week.

2. Approve and Accept the following Warrants: Warrant #396 for $499.47; Warrant #397 for $149,816.28; Warrant #398 for $118,888.12; Warrant #399 for $333.26; Warrant #400 for $121,101.08; Warrant #401 for $381,615.00; and Warrant #402 for $408.37

Adam Paxman asked why Fairpoint was paid $12,000. Reg Beliveau advised him that was for pole attachments on several work orders. Adam Paxman made the motion to approve and accept Warrants #396 through #402 as presented. Chris Leach seconded. Motion carried.

3. Any Other Necessary Business:

Chris Leach asked for an update on the Unit #5 Turbine being installed at the Hydro Facility. Reg advised it is up and running at 100% making approximately 516 KW per hour. He said there were still some minor items to complete such as putting a computer in the control room and that he was pushing to get that done this week.

Any Other Business: Chris Leach gave his condolences on the loss of the Vermont Electric Coop lineman and asked what safety procedures our linemen adhere to. Reg advised him there are tailboard procedures that are standard to any work that takes place. He said the Village linemen are very safety conscientious and repeat instructions for each process they do to ensure the Hydro operators and linemen understand each request. He said nothing has been formally reported on the VEC accident because they are still studying it but that the lineman had made contact with the live power line. He said the Village lineman did a crossover this past weekend on the Frontage Road and that they killed the power to do it. Chris said he was just voicing his concern and knows that our crew is extremely careful. Reg stated he can’t stress enough how much we want our crew going home each night and that our guys knew the linemen personally as he was a 30 year veteran. He said he knew all safety practices were followed and that this was a fluke accident.

Any Other Business: Adam Paxman stated he would like to make the motion to adopt the Roberts Rule of Order as the Board of Trustees procedure for their meetings. Chris Leach seconded. Motion carried. Adam stated that at their March 7, 2012 meeting when they were sworn in they forgot to adopt the rules of procedure.

Any Other Business: Adam Paxman asked if the Police Department was ready to begin their coverage of the Town on April 1, 2012? Reg stated yes they were and have hired Andrew Underwood as their full time officer and have ordered their new police cruiser from a local dealer.

Any Other Business: Adam Paxman stated he was contacted by the local food shelf committee and they are in dire need of monetary donations and food donations. He said the shelves are low on food and they are in desperate need of donations so urged residents to help our local food shelf. He said residents could contact Art Goodhue or the Parish Center located at the Nativity Church on Canada Street. Adam also stated that the MVU Substance Free Committee would be contacting us to hold a Coin Drop in the near future. Reg stated the last time they held a Coin Drop they were reminded to wear their orange safety vests and to put safety cones out.

Any Other Business: Adam Paxman stated he would like to begin the process of discussing the Village Park improvements to include the Marble Mill Park, the Village Green and Flat Iron park. He said he would like to discuss where they can start making improvements and would like this added to an upcoming agenda. Chris stated their improvements would include new trees, benches, lights and sidewalks. Reg stated he would like to also begin the process of adopting an Ordinance to make the Village Parks smoke free. He said Amy Brewer from NMC contacted the Board last year and requested the Village adopt this Ordinance. It was discussed and decided that we add this to the April 23, 2012 meeting and they suggested we invite Amy Brewer to attend as well. The Board also asked to have the Park Improvements item added to that agenda as well.

Any Other Business: The Board discussed the April 9, 2012 Public Hearing that will be held and discussed the process that they will follow. An agenda will be posted and followed so that the Office staff can explain the set up process of an account, letters of credits and deposits, billing, disconnects and liens. There will then be a question period for the attendees and Reg stated he would insist on civility during this time because some landlords have come into the office very irate over this issue. He said we welcome anyone to come into the office and ask us questions and we would be more than happy to work with them and answer their questions but insisted on being civil. Ron Kilburn stated he would follow the agenda and requested a copy of the Power Point presentation beforehand.

Any Other Business: Reg Beliveau stated the Water Treatment Plant upgrade was progressing well and that Dianne Day would be taking the Minutes of their job meetings beginning April 4^th. Chris Leach stated he was fine with that and said as long as quality control was there and the budget is not being affected the Board is pleased. Reg stated he scrutinizes a lot and that Aldrich & Elliott understand that’s how he runs things.

Reg Beliveau stated he needs an Executive Session to Discuss Personnel.

6. Executive Session to Discuss Personnel:

Chris Leach made the motion to enter into Executive Session to Discuss Personnel at 7:35 p.m. Adam Paxman seconded. Motion carried.

Chris Leach made the motion to exit Executive Session at 7:52 p.m. Adam Paxman seconded. Motion carried.

ACTION TAKEN: Chris Leach made the motion to approach and discuss salaries with the Fire Chief. Adam Paxman seconded. Motion carried.

ADJOURN: Chris Leach made the motion to adjourn the Regular Board of Trustees meeting at 7:53 p.m. Adam Paxman seconded. There being no further business at hand Ronald Kilburn, Village President; adjourned the Regular Board of Trustees meeting at 7:53 p.m.

_____________________________________                      _______________________________________

Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date

BOARD OF TRUSTEES SPECIAL MEETING Thursday, March 22, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES SPECIAL MEETING

Thursday, March 22, 2012

5:00 PM

PRESENT: Ronald Kilburn, Village President; Chris Leach, Trustee; Adam Paxman, Trustee; Reginald Beliveau, Village Manager; Lynn Paradis, Assistant Village Manager; Paul Nolan and John LaVigne, H.L.Turner Group.

Ronald Kilburn, Village President, welcomed all to the Special Board of Trustees meeting and called the meeting to order at 5:00 p.m.

1. Executive Session to Discuss Legal Matters – H.L. Turner Group:

Adam Paxman made the motion to enter into Executive Session to Discuss Legal Matters at 5:00 p.m. Chris Leach seconded. Motion carried.

Chris Leach made the motion to exit Executive Session at 6:30 p.m. Adam Paxman seconded. Motion carried.

AS A RESULT: Reginald Beliveau will ask VPPSA to run feasibility of Lower Swanton Dam. H.L. Turner Group and Paul Nolan will continue to move forward looking at the project.

ADJOURN: Adam Paxman made the motion to adjourn the Special Board of Trustees meeting at 6:31 p.m. Chris Leach seconded. There being no further business at hand Ronald Kilburn, Village President; adjourned the Special Board of Trustees meeting at 6:31 p.m.

_____________________________________                      _______________________________________

Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date

BOARD OF TRUSTEES SPECIAL MEETING Monday, March 12, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES SPECIAL MEETING

Monday, March 12, 2012

7:00 PM

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

Unless otherwise noted, all motions carried unanimously.

Chris Leach, Village Trustee, welcomed all to the Regular Board of Trustees meeting and called the meeting to order at 7 p.m.

1. Approve and accept the Minutes from Monday, February 13, 2012 Meeting, Minutes from the Tuesday, February 28, 2012 Informational Meeting and Minutes from the Wednesday, March 7, 2012 Special Meeting:

Eugene LaBombard made the motion to approve and accept Minutes from the following meetings: Monday, February 13, 2012; Tuesday, February 28, 2012 and Wednesday, March 7, 2012. Adam Paxman seconded. Motion carried.

Chris Leach advised that Village President Ronald Kilburn is presently in Cuba on assignment working on the restoration of ancient buildings and Village Manager Reg Beliveau is in Washington, D.C. with VPPSA working on some Electric Department issues.

2. Approve the following Warrants: Warrant #380 for $84,745.19; Warrant #381 for $5,400.00; Warrant #382 for $67,032.84; Warrant #383 for $332.42; Warrant #384 for $1,052.24; Warrant #385 for $215,506.03; Warrant #386 for $384.99; Warrant #387 for $186,549.06; Warrant #388 for $105,027.97; Warrant #389 for $2,887.29; Warrant #390 for $496.93; Warrant #391 for $366.22; Warrant #392 for $77,821.77; Warrant #393 for $641,884.03; Warrant #394 for $10,968.86 and Warrant #395 for $108,083.77:

Eugene LaBombard asked why there were two items crossed out on Warrant #393. Lynn advised that they had transferred funds for their anticipation note into the proper debt account and this just showed a wash of those funds being transferred.

Eugene LaBombard made the motion to approve Warrants #380 through #395 as presented. Adam Paxman seconded. Motion carried.

3. Any Other Necessary Business:

Lynn Paradis, Assistant Village Manager, informed the Board that Unit #5 was in operation at the Hydro Facility as of today and running over 500 KW. She said they are collecting data on a 24 hour basis and are pleased with the outcome thus far.

Any Other Business: Lynn also advised the Board that their new transformer was in the Elm Street Sub-Station and as soon as they get their permit it will be installed. She said this is being paid for in part by the Velco ARRA grant. She said this transformer is double the size of the one it will replace and 30 years newer. She said with the transformer they now have it is tough carrying their load but will be carried fine with this new transformer.

Any Other Business: Adam Paxman wanted to thank all the voters for their support on Tuesday, March 6^th. He said all articles passed and he is grateful for their support. He also noted that because good weather is here he has noticed a lot of vehicles speeding throughout the Village and he urged them to slow down and be aware of people walking on and near the streets.

Any Other Business: Chris Leach also thanked the voters for re-electing him on March 6^th. He said he appreciates the support and will continue to do his best. He said he is mostly involved with the Electric Department and there are a lot of good things happening in that department. He said anyone can call him or approach him at anytime with any questions they may have.

Any Other Business: Chris Leach asked if I had sworn Betty Cheney in as of yet. I explained I have not but will this week as soon as I see her. He also asked if Neal Speer had returned his key. I said we discussed it and he would be doing so soon. He advised I give that key to Ronald Kilburn so that he has access to the building. I said I would make a note of it.

Chris Leach stated the Board would need an Executive Session to Discuss Personnel and Contracts for the Police Department because as of April 1, 2012 they will be covering the Town of Swanton as well as the Village.

Adam Paxman made the motion to enter into Executive Session to Discuss Personnel and Contracts regarding the Police Department at 7:10 p.m. Eugene LaBombard seconded. Motion carried.

Adam Paxman made the motion to exit Executive Session at 8:20 p.m. Eugene LaBombard seconded. Motion carried.

Adam Paxman made the motion to enter Open Session at 8:20 p.m. Eugene LaBombard seconded.

ACTION TAKEN: Adam Paxman made the motion to authorize the Chief of Police to hire one full time officer and one part time officer. He also made the motion to amend the Police Department Contract so that the Village of Swanton Village Manager is the authorized signer of the Contract and the Contract is Reviewed by the Chief of Police. Eugene LaBombard seconded. Motion carried.

ADJOURN: Adam Paxman made the motion to adjourn the Regular Board of Trustees meeting at 8:21 p.m. Eugene LaBombard seconded. There being no further business at hand Chris Leach, Village Trustee; adjourned the Regular Board of Trustees meeting at 8:21 p.m.

_____________________________________                      _______________________________________

Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date

NECCO – ALDRICH & ELLIOTT MINUTES SPECIAL MEETING Friday, March 9, 2012

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

NECCO – ALDRICH & ELLIOTT

MINUTES

SPECIAL MEETING

Friday, March 9, 2012

11:00 AM

PRESENT: Reginald Beliveau Jr., Village Manager; Brad Aldrich, Aldrich & Elliott; Paul Sipple, NECCO; Scott Waite, NECCO; Dianne Day, Administrative Assistant Swanton Village.

Scott Waite arrived and advised that Paul Sipple would be about 15 minutes late. Reg Beliveau advised he would begin with some issues pertaining to Scott while they were waiting for Paul. Reg stated that there has been a lot of correspondence circulating and that it can be confusing at times, that emails can portray misperceptions and personal interjections. He stated he would like these to go away. He said he has talked with Brian Bishop and he is pleased with the work and has no issues or concerns with Scott. Reg stated that once they started the project the supervision was ramped up and has been good supervision.

Reg stated there was some question as to what their contract stated for supervision and what was actually done. He said there were comments made but not recorded in the Minutes and that was that Swanton Village was very happy with the supervision of the lagoon job and happy with Scott’s involvement with that job. Reg stated he was not happy with the letters he has been receiving and wants to resolve this matter.

Change Price Request – Process: Reg stated he understood this process, that it is a customary process and he feels his words were misinterpreted when asking if this was the best price, etc. He said he knew Scott did due diligence and was not out to screw the Village of Swanton, that he was fair. He also stated that he understood what the condition of change orders entail, that he wasn’t questioning Scott’s integrity and that his email was misconstrued.

Reg stated his observations are that their first meeting was bumpy and that there were concerns with Al Lewis and Aldrich & Elliott pertaining to change orders and how long they should take. He asked how deeply they should discuss manhours.

Brad Aldrich stated it was easier to exchange emails rather than call and said he understood the politics involved with having to fight this out with Al Lewis. He said he’s going to accept it, he will change his language for future jobs but that instead of just talking about it and being sidetracked they needed to get back on track and move beyond this. He said they needed to move on because the project is just starting. Reg stated that when Brad wrote in his email “am I missing something here?” he was looking for verification and had no malicious intent.

Scott asked about Lagoon #3 and Reg said he understood that Brad talked to someone about pumping it out and it had more arsenic levels than the State would accept so it could not be land applied. Brad stated that himself, Brian and Chuck will look at the lagoon to see if they can function with one down, but either way can’t do it until it thaws out. Scott asked if they had anyone in mind. Reg advised he had received pricing from a couple of companies but hasn’t decided yet. He said Drummac has given him a good price and they may need to try and de-water initially.

Paul Sipple arrived at meeting at 11:15 a.m. Reg stated that work is getting done and they have no issues and things are going great.

Paul stated his issue is not about the job, his issue is about the process with Aldrich & Elliott and asked from whom can they take direction?

1. Who can authorize T&M work? Reg advised Chuck Magnus and Brad Aldrich.
2. Requesting T&M work – Chuck asked for a cost for relocating ERU-1 intake. T&M requests can’t request pricing. Reg stated Brad Aldrich could request pricing.
3. Change Price Request – process -- Paul stated this can’t stand as it is not working. He said they need to make sure that you really want the change, that you have funding for it and make sure due diligence has been done by the owner regarding pricing and you can do it. He said he looked at this, revised it and have a price they feel comfortable with. Brad mentioned the replacement of 40’ of pipe conversation. He said they didn’t do a CPR because the price didn’t warrant a change and he didn’t ask them to price it three times. Scott said the procedure is fine. More discussion took place regarding this procedure and talking with Brian. Paul stated they would resolve it with a CPR and they would look at in the field like always.

5. Supervision and PM costs – Paul stated when they do extra work it takes extra time. The value of that effort goes into the cost because it takes real work time to do it and if it is within reason that should be ok. Reg stated he was good with that.

6. Time – Paul stated that they couldn’t do a whole lot of work, it affects the job putting time on a project because the entire project would expand out. He said they would look for additional time on that. Brad stated he would disagree. Paul stated it is their assessment and their schedule and that a T&M change wouldn’t matter, the purpose of a schedule is not to say it’s the reality of the job. Brad stated that two hours of work doesn’t add a day and he would not agree to this. Reg stated they have an end date of October 4^th, if it goes over that they will look at it then. Paul stated it would be easier if they didn’t have to worry about that, at some point they need to do it. Brad said if they expand this by two months that’s not trivial and Swanton Village would have to pay Aldrich & Elliott more and A& E would put it on NECCO.

Brad said he wants to agree on the time issue but moving the ERU-1 doesn’t take a day. Reg stated a week or so would be ok but two months would not be. Paul stated this was not very critical but more needs to go into time allocated on job projects.

Brad stated he would re-issue CPR’s. Paul said he has seven  CPR’s to be priced, and when something  needs to be done T&M do it but not on a job that needs a CPR, we want you to get paid fairly.

8. Job Meeting Minutes – previous and future – Paul stated the comment “SSX did an excellent job” wasn’t in the Minutes but the comment “NECCO wasn’t properly supervised” was. He said this is an unsubstantiated comment, and asked why they add a complaint but not a compliment?

Scott stated he felt the supervision was adequate and he never heard any issues about not finding him, he showed up every day. Reg stated that after a discussion with Scott he was there daily. Paul stated the Minutes are too editorialized and should not be taken by Aldrich & Elliott. He said it wasn’t just the supervision comment, it was three or four things. Brad stated Paul should have written back if he didn’t agree with the Minutes, Paul said he did but not without a fight.

Reg stated that Minutes are going to show issues and resolutions and that there is compromise. He stated they could have Dianne Day from Swanton Village take the Minutes from this point forward but that would be an expense to the Village. Paul said he would pay for half of it, that he was willing to do that to ensure that Aldrich & Elliott not take the Minutes.

Brad stated that they got off to a bad start and he hopes to come out of this meeting and move forward. Paul agreed. Paul said their relationship was good going into it and somehow they got sidetracked.

    11. Brad’s Conduct – Paul stated that he couldn’t let Brad’s conduct go unaddressed. He said it was a civil rights issue and an abuse issue and asked if Swanton Village was going to let this just go? Reg stated that he wouldn’t discuss an employee’s issue with another employee and that he hired A&E and has dealt with the issue. Brad stated he knew he hollered at Paul and apologized for it and said it wasn’t a personal vendetta, that he was looking out for the Village. Paul said he wanted some justification for himself regarding Brad’s behavior. He said he hoped this was an isolated case and said he would accept Brad’s apology and compromise and move forward.

9. Lagoon #3 this fall – There was discussion as to starting the Lagoon job last fall. Paul felt Brad was in a hurry to get it started then but it wasn’t added to the Contract. Brad stated that if Paul had a problem with starting the Lagoon job last fall he should have said something before they signed the Contract. Paul said Brad was directing their work and he didn’t like it. Brad asked Paul if he had the authority to direct his work and Paul stated no he did not. Brad then asked then why do the Lagoon job if he didn’t have that authority? Paul stated he made his point and would move on.

10.  NECCO Supervision – Paul stated the inaccuracy and misrepresentation of compliment and bad supervision. Reg stated if there is a question or an email concern, call and ask. Paul stated he made a big issue out of these things because they are unusual incidents and they needed to be addressed. Both Brad and Paul agreed for a fresh start and stated they would get back on track.

_____________________________________                      _______________________________________

Paul Sipple, NECCO                                                    Date

_____________________________________                      _______________________________________

Brad Aldrich, Aldrich & Elliott                                                Date

BOARD OF TRUSTEES SPECIAL MEETING Wednesday, March 07, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES SPECIAL MEETING

Wednesday, March 07, 2012

7:00 PM

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

Unless otherwise noted, all motions carried unanimously.

Eugene LaBombard, Village Trustee, welcomed all to the Special Board of Trustees meeting and called the meeting to order at 7 p.m.

1. Swear in elected officials for 2012: Ronald Kilburn, Village President (one year term); Chris Leach, Village Trustee (three year term); Dianne Day, Village Clerk (one year term) and Betty Cheney, Delinquent Tax Collector (one year term):

Eugene LaBombard, Village Trustee, swore in Dianne Day as Village Clerk for a one year term. Dianne Day swore in Ronald Kilburn as Village President for a one year term; Dianne Day swore in Chris Leach as Village Trustee for a three year term.

2. Appoint a Treasurer for the Village of Swanton:

Chris Leach made the motion to appoint Dianne Day as Village Treasurer for a one year term. Adam Paxman seconded. Motion carried.

It was stated that Item #3 would need to be discussed in Executive Session so moved to Item #4.

4. Reimbursement Resolution and Certification:

Lynn Paradis, Assistant Village Manager, advised the Board that this Compliance Certificate states that the Village of Swanton Electric System Revenue General Bond Resolution and Supplemental Issues are in compliance with Bank of New York Mellon Trust Company. She said this certifies that the Village has met all FERC requirements, has paid all bills and carries insurance on the Electric Plant. She said this is a standard practice and advised she would need a motion to name Ronald Kilburn as the authorized officer of this Resolution.

Eugene LaBombard made the motion to authorize Ronald Kilburn, Village President, to sign the Village of Swanton Electric System Revenue General Bond Resolution and Supplemental Issues Certificate. Adam Paxman seconded.

Lynn also advised the Board that she had two Declaration of Official Intent forms that needed to be signed by the Village Clerk. One is for the Water Treatment Plant Upgrade Bond and one is for the Unit #5 Project at the Hydro Facility. She stated these declarations state that the Village of Swanton agrees to pay back any debt obligations they have pertaining to these two projects.

Eugene LaBombard made the motion to authorize Dianne Day, Village Clerk, to sign the Declaration of Official Intent of the Village of Swanton to Reimburse Certain Expenditures from Proceeds of Indebtedness for the Unit #5 Turbine Project Bond. Adam Paxman seconded.

Chris Leach made the motion to authorize Dianne Day, Village Clerk, to sign the Declaration of Official Intent of the Village of Swanton to Reimburse Certain Expenditures from Proceeds of Indebtedness for the Water Treatment Plant Upgrade Bond. Adam Paxman seconded.

5. Any Other Necessary Business:

Reg Beliveau updated the Board on the Unit #5 turbine. He said there was a glitch in the commissioning of the turbine and that the vendor had found some issues and created some issues. He said they would be back on site on Friday, March 9, 2012 and he would keep the Board informed. Adam Paxman stated that he was very impressed with the work Gordy has done at the Hydro Facility.

Any Other Business: Reg informed the Board that at their next Board meeting he would have another slideshow ready to show them of recent activities. He told the Board about the transmission water line break that Mike Menard was dealing with and that they ordered a new valve for that line. He said they installed the new one in a better location and they are now able to shut that line down and the water line break has been repaired. He said this leak has cost the Village approximately $20,000. They talked about whether or not the old lines would handle the water pressure when the new plant goes online. Lynn mentioned there being no back up lines along the Merchants Row bridge and also from the Reservoir. She said they really should have two lines in case of an emergency.

Any Other Business: Reg stated that a lady came in and wanted permission to run a Farmer’s Market in the Park from Memorial Day through Labor Day on Friday, Saturday and Sunday’s. Adam Paxman took her information and stated he would have her contact the Chamber of Commerce and go through them. He said he would bring back the request at one of their next meetings.

Chris Leach made the motion to enter into Executive Session to Discuss Contracts and Finances for the Rubber Bag at the Hydro Facility at 7:25 p.m. Adam Paxman seconded. Motion carried.

Chris Leach made the motion to exit Executive Session at 8:00 p.m. Eugene LaBombard seconded. Motion carried.

Adam Paxman made the motion to enter Open Session at 8:01 p.m. Eugene LaBombard seconded.

ACTION TAKEN: Chris Leach made the motion to authorize Reginald Beliveau, Village Manager, to pay a sum of $381,615.00 to terminate the Village of Swanton’s contract with Bridgestone Industrial Products of America, Inc. Eugene LaBombard seconded. Motion carried.

ADJOURN: Chris Leach made the motion to adjourn the Special Board of Trustees meeting at 8:05 p.m. Eugene LaBombard seconded. There being no further business at hand Ronald Kilburn, Village President; adjourned the Special Board of Trustees meeting at 8:05 p.m.

_____________________________________                      _______________________________________

Ronald Kilburn, Village President                                Date

_____________________________________                      _______________________________________

Dianne Day, Village Clerk                                           Date