Swanton Village Meeting Minutes: May 2012

Tuesday, May 29, 2012

Trustee Meeting Minutes - May 29th, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES REGULAR MEETING

Tuesday, May 29, 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; and Channel 16.

Ronald Kilburn, Village President, welcomed all to the Regular Board of Trustees meeting and called the meeting to order at 7:03 p.m.

Unless otherwise noted, all motions carried unanimously.

1. Approve and Accept the Minutes from Monday, May 14, 2012 Meeting:

Adam Paxman made the motion to approve and accept the Minutes from Monday, May 14, 2012 as presented. Eugene LaBombard seconded. Chris Leach asked if there was any progress made regarding the bridge report. Reg spoke with a state employee and said with the bridge being as old as it is, it is in good shape. He said the railing change out is a suggestion. He asked them about painting and he was given a phone number to call. Lynn Paradis stated she has applied for grant money several times for bridge repairs and that we have not received grant money for a few years for the bridge. Chris Leach was satisfied with these answers and stated they could now sign the bridge report. Unanimous.

2. Approve the following Warrants: Warrant #426 for $264,309.27; Warrant #427 for $20,769.82; Warrant #428 for $1.42; Warrant #429 for $395.17; Warrant #430 for $85,342.75; Warrant #431 for $5,700.00; Warrant #432 for $492.26; and Warrant #433 for $184,157.84:

Eugene LaBombard made the motion to approve and accept Warrants #426 through #433 as presented. Chris Leach seconded. Motion carried. Chris Leach asked about the segregation of Accounts Payable functions. Lynn explained the process to the Board.

3. Coin Drop Request – Ben & Jerry’s Relay for Life:

Chris Leach asked if there were any other coin drops scheduled in the month of June and Ron Kilburn asked what factors they use to approve such functions. Chris stated they have to be for a non-profit organization and a local one as well. Chris Leach made the motion to approve Ben & Jerry’s request for a Coin Drop to be held on Saturday, June 16 from 9 a.m. to 12 noon. Adam Paxman seconded. Motion carried.

4. Fire Chief Rick King – New Fire Truck Proposals:

Rick King, Pete Prouty, Travis Greeno, Jon Greer, and Alex Bourdeau, members of the Truck Committee; and Dan Desorcie from E-1 and Pat from HME were present for the opening of the fire truck proposals. Chris Leach asked if they received bids back from all requested and Rick stated all but one. Rick opened the bids:

Toyne, Shakerley from New York -- $456,526

HME, Lakes Region -- $427,000

E-1, Desorcie -- $429,541

Discussion followed and Reg asked if they had to accept the lowest bid provided. Pete Prouty said that the committee would review the bids to compare and make sure they are complete. Pete said the truck they order won’t be ready until the first of next year. Rick King stated this was their second run through with the proposal and that they have met with the vendors and gone over the proposal before this bid. They discussed their ISO rating and how that is determined. They exited the meeting at 7:36 p.m.

5. Electric, Water and Sewer Rate Increase Discussion:

Lynn Paradis informed the Board that she wanted to have a Class Cost of Service study and rate increase study done in the Electric and Water and Sewer Departments. A rate redesign and rate increase would be filed around September if needed in the Electric Department. There hasn’t been a rate increase in the Water and Sewer Department since 2006 and since 2010 in the Electric Department. Any rate changes in the Electric Department would require a filing with the VT Public Service Board. The Water and Sewer Department rates are set by the Village Trustees. She advised she would keep the Board updated on the findings of the study.

6. Solar Aerators for Waste Water Treatment Plant Discussion:

Reg Beliveau advised the Board that the Solar Aerators at the Waste Water Plant are old and not operating very well. He advised that the Village is going to need to purchase some new ones. We are still waiting to get a quote from a vendor that sells Solar Aerators. Chris Leach asked if they are going to have to dredge this year. Reg said not this year but in the next few years they will have to.

7. Any Other Necessary Business:

Chris Leach made the motion to have Reg Beliveau, Village Manager, sign the 2012 Transco Equity Offer and Assignment of Purchase to borrow Transco Equity from VPPSA. Eugene LaBombard seconded. Motion carried. Reg and Lynn discussed the Letter of Agreement and Shareholder Agreement regarding Velco. Reg will look into this more and get the necessary documents to the Board of Trustees. Ron Kilburn asked who does this analysis. Reg advised Dave Mullett and Bill Piper.

Any Other Business: Adam Paxman advised that the swans Sam and Betty are in the pond in the Village Green. He said the pond has been upgraded and thanked Mike Menard and his crew for their hard work. He also thanked Al Kinzinger and his crew for the work they did on the cleaning of the electrical outlets in the bandstand. Adam also asked the public to take down their yard sale signs when the sale is over. He asked if it was legal to post signs on the utility poles? Reg advised no it is not legal.

Any Other Business: Chris Leach advised they needed to sign the Bridge Summary Report. He also asked Reg if he heard anything on the tree removal for the park. Reg said he is waiting on weather and Al’s crew. Chris also stated the Grand List discussion needs to happen. He also stated that were the Patriot sign is now located in the Park is where he would like a kiosk placed so that vehicles driving by in either direction can read it. He will get a drawing to the Board.

Any Other Business: Eugene LaBombard mentioned the sidewalks in the Village and said that in some places it is difficult to walk due to overgrown hedges. He would like to know what can be done about this. Reg suggested visiting the homeowners that have hedges that need trimming and said he would look into it.

Any Other Business: Ron Kilburn stated he went to the Sewer Plant, Swan Valley and the Water Plant with Reg and came away impressed with all the projects and with the employees. He also stated that the Doughboy statue in Flat Iron Park was dedicated in May of 1937 and said he has been in contact with a company to get an assessment for what needs to be done on the Doughboy.

Any Other Business: Reg Beliveau advised that the power outage on River Lane, Ferry Street and Merchants Row was due to the storm today and said a tree had fallen on the wires taking out power. He also said the first filter is in at the Water Treatment Plant and that they had an issue last week to prime the low lift pumps. He said Lagoon #2 is cleaned and that Lagoon #3 will be cleaned this week. He said the new Lagoon is in use also.

Any Other Business: Eugene LaBombard asked is anyone was going to the APPA conference? Reg advised he is going the Municipal Smart Grid Summit next week.

ADJOURN: Eugene LaBombard made the motion to adjourn the Regular Board of Trustees meeting at 9:07 p.m. Adam Paxman seconded. There being no further business at hand, Ronald Kilburn, Village President, adjourned the meeting at 9:07 p.m.

Minutes Recorded by Lynn Paradis, typed by Dianne Day.

_____________________________________ _______________________________________

Ronald Kilburn, Village President Date

_____________________________________ _______________________________________

Dianne Day, Village Clerk Date

Monday, May 14, 2012

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

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