Swanton Village Meeting Minutes: July 2012

Monday, July 23, 2012

Trustee Meeting Minutes - July 23rd, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES REGULAR MEETING

Monday, July 23, 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; and Channel 16.

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

Unless otherwise noted, all motions carried unanimously.

1. Approve and Accept the Minutes from Monday, July 9, 2012 Meeting:

Adam Paxman made the motion to approve and accept the Minutes from Monday, July 9, 2012 as presented. Eugene LaBombard seconded. Eugene stated good work on the Mailbox on Merchants Row.

2. Approve Village Warrants Through July 20, 2012:

Eugene LaBombard made the motion to approve and accept Village Warrants through July 20, 2012 as presented. Adam Paxman seconded. Chris Leach asked about the Westfalia invoice. Lynn Paradis explained that was repairs to the centrifuse at the Waste Water Plant. Ron Kilburn asked what Open Arms Embroidery was for? Lynn advised that is a local business that embroiders the Police Department uniforms. Ron asked what the Swanton Lumber invoice was for, Reg Beliveau advised that was for the new siding on Complex. Ron also asked about Warrant #453, the Aldrich & Elliott invoices. Lynn advised that was just showing the funds manually coming out of the Village’s Water Plant checking account to pay for engineering services for the Water Plant upgrade. Motion carried.

3. Solar Aerators:

Reg Beliveau informed the Board he contacted Aeromix regarding the shipping charges and he is waiting to hear back from them. The last figure received for shipping was $3800. Adam Paxman stated if the insurance value was less they could ship it for between $3000 and $3400. Reg also informed them they were looking into leasing the aerators from either Aeromix or Municipal Leasing. He said if they lease with Aeromix and something goes wrong with the aerators they could terminate the lease, return the aerators and receive half of the Village’s payments back. He explained that they put that stipulation in their lease agreement because some companies made cuts in their budgets and returned their aerators and also a change in Board members could cause a municipality to change their minds. He said this gives them an avenue out if they would need one. He said Jim Irish does not see a downside to this at all. Lynn Paradis said she would receive final numbers at the time of the lease but there was only a small difference between Aeromix and Municipal Leasing. Lynn and Reg stated they would prefer leasing with Aeromix because of the ability to return the aerators if they had to.

Chris Leach stated he would go ahead with their recommendation and approve leasing with Aeromix. He also mentioned the $1 buyout at the end of their five year lease. Reg stated he wanted to get the final numbers for the Board before moving forward. Chris Leach advised they table this item until Reg has all information necessary. Adam Paxman asked what they would do if they did have to return the new aerators. Reg advised that the original 16 aerators will remain in place. Reg explained the lagoon eco system and how they will work. Lynn also advised if they removed those original 16 aerators they would need an engineer and state approval. Reg stated he would get the final numbers including shipping charges for the leasing plan and would also present them with the estimated savings. Item tabled.

4. Park Improvements:

Reg Beliveau informed the Board that six trees have been removed from the Village Green and two have been removed from Flat Iron Park. He said the Veterans have replaced the two trees in Flat Iron Park with two fruit trees. He said he has talked with H&B Greenhouse about purchasing two maple trees, two lilac trees and two oak trees. He said the public works crew would help with planting the trees. He also showed the Board pictures of benches he looked at and they cost approximately $260 each. The Board is undecided on what style of bench at this time and Adam Paxman decided to research this item further. Reg stated he looked at Morrisville’s Park and they have picnic tables and Adirondack chairs in their park. He said it looked very nice. Adam stated that the Chamber of Commerce has 5 picnic tables and once the Field Days are over he would put them in the Park if they were interested. Ron Kilburn asked for a budget plan of what has been spent so far or will be spent. They discussed putting a new sidewalk in by the Village Green Apartments, purchasing the six new trees, adding six benches before the end of summer and two benches in Flat Iron Park. They discussed their voter approved $8000 budget and said it wouldn’t last long with all these plans. Chris Leach also stated he needed to get in contact with someone from the VFW about purchasing a granite plaque in support of the Veterans and placing it in Flat Iron Park.

5. Request to Take Over Thibault Parkway/Evelyn Lane:

Reg Beliveau explained to the Board that he spoke with Andre Leduc’s engineer regarding the Village taking over ownership of Thibault Parkway and Evelyn Lane. He said they have met the Village’s criteria of maintaining the roads one year and have also filled out their Right of Way. Reg said he talked with Mike Menard and Mike is fine with the Village taking over these streets. He said he was there when they did the work and that the roads have been well maintained. The Board acknowledges the Village taking over ownership of these two roads.

6. Follow Up On JLB Meeting Next Steps:

Chris Leach mentioned the Equipment Tax issue and said they are trying to find a resolution to this issue. Reg stated he met with Dave Jescavage and they contacted some of the neighboring towns who charge an equipment tax and are waiting to hear back from them. They are asking them their procedure when it comes to this issue. Chris stated it needs to fair, reasonable and the money needs to go to a specific place and said they need to be able to police it. Ron Kilburn stated that without policing it they are still bringing in $38,000 per year. Eugene said they need to police it more fairly and said that once the word gets out there it will happen.

Chris Leach also mentioned the anti-smoking signs. Reg stated he is waiting to hear back from the printer at the Correctional Facility. Chris said the Chief of Police is working on putting together an Advisory Committee as well. Chris stated that Harold Garrett had a good idea, that was installing a sidewalk from the bridge to the Rail Road Depot. Eugene LaBombard stated he would rather see a sidewalk from the Village to MVUHS to be safer for our children. Reg stated he was working on a grant along with Northwest Regional Planning to get a sidewalk installed from here to MVU. He said he joined forces with the Town and are hoping they get the grant.

7. Discussion on Vacant Building Code and Possible Ordinance:

Reg stated that when a house is vacated or foreclosed upon he is wondering if the Village should have a vacant building code or ordinance to follow. He said the Town of Ludlow has one in place and this helps them know whose house is vacated and a permit is filled out. Ron Kilburn asked if this was problem enough in the Village to warrant an ordinance. Reg stated that several vacated homes have been broken into and some are safety hazards. Ron asked if the homeowners would respond by getting a letter from the Village Manager instead. Adam Paxman stated this is a valid concern and said he would like to hear more from Chief Stell on this when he returns. The Board tabled this item until their next meeting.

Reg stated he wanted to move to Item #9 because Item #8 may go into Executive Session if they discuss a customer’s account.

9. Any Other Necessary Business:

Adam Paxman said their Chamber of Commerce Car Show is Saturday, July 28^th and said he hopes to see everyone there. Chris Leach said this shows the potential of using the Village Green for other events such as concerts, car shows, fall harvest festivals, etc.

Any Other Business: Ron Kilburn showed a picture of the Lavoie Avenue and Spring Street intersection stating it hasn’t been addressed and is a safety hazard. Reg said he hasn’t talked with Mike Menard about this yet but would do so.

Any Other Business: Lynn Paradis advised the Board that at their last meeting they authorized Reg Beliveau to sign the lease for the police cruiser. She said she had the Resolution for that lease and it needs to be signed by the Village President. Ron Kilburn signed the Resolution.

Any Other Business: Lynn Paradis advised the Board that the Village’s 2^nd quarter SQRP report was complete and needed their review. Eugene LaBombard stated he acknowledges receipt of this report. Chris Leach said excellent job and thanked everyone involved.

8. Rate Review:

Chris Leach made the motion to enter into a Water Commissioner’s meeting at 8:20 p.m. Eugene LaBombard seconded. Lynn Paradis advised the Board that she has been looking into the water rates and how it is billed and said she was looking into changing the billing method. She said at their last meeting she mentioned billing by water meter size but after talking with Aldrich & Elliott meter size billing and our rate structure now is very close. She said it would entail a lot of time and work to set up all twelve classes for billing by meter size and is recommending to the Board that she keeps the rate structure we now have. She said this will simplify the billing part of it and said she is also recommending a rate increase and showed the Board a couple of examples she is looking into. The Board asked her when she would like the rate increase to take place and she advised them by the fourth quarter of this year. She said that way they can hold a public hearing and the rate payers would have advance notice. Reg stated they are also promoting water conservation, the less water a customer uses the lower their bill will be. Lynn advised the Board she would put together some bill examples showing the amount with our current rates and the amount with her proposed rates for their next meeting. She said she would include some residential accounts, commercial accounts and industrial accounts. Chris Leach made the motion to exit Water Commissioner’s Meeting at 8:39 p.m. Adam Paxman seconded.

10. Executive Session to Discuss Personnel:

Chris Leach made the motion to enter Executive Session to Discuss Personnel at 8:40 p.m. Adam Paxman seconded.

Chris Leach made the motion to exit Executive Session at 9:23 p.m. Adam Paxman seconded. Motion carried.

ACTION TAKEN: None.

ADJOURN: Chris Leach made the motion to adjourn at 9:25 p.m. Adam Paxman seconded. There being no further business at hand, Ron Kilburn, Village President, adjourned the Regular Board of Trustees meeting at 9:25 p.m.

_____________________________________ _______________________________________

Ronald Kilburn, Village President Date

_____________________________________ _______________________________________

Dianne Day, Village Clerk Date

Monday, July 9, 2012

Trustee Meeting Minutes - July 9th, 2012

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

MINUTES

BOARD OF TRUSTEES REGULAR MEETING

Monday, July 9, 2012

7:00 PM

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

Unless otherwise noted, all motions carried unanimously.

1. Approve and Accept the Minutes from Monday, June 11, 2012 Meeting:

Adam Paxman made the motion to approve and accept the Minutes from Monday, June 11, 2012 as presented. Chris Leach seconded. Chris asked if any trees in the Park had been cut, Reg advised that the Electric crew had cut some in the Village Green and that two trees have been replaced already in Flat Iron Park. Chris also asked about the shrubs protruding over the sidewalks. Reg stated he is getting a quote from H&B Greenhouse for trees to be planted in the Village Green. He said they advised that fall is the best time of year to plant trees. Reg stated he talked with a resident about his shrubs covering the sidewalk and the resident was fine with them being cut. Ron Kilburn mentioned the park benches and said there are some at the Town Clerks office and he would like Reg to take a look at them. He said they are made of concrete, very comfortable and sturdy and are traditional in style. He said they can be anchored down. Reg advised he would take a look at them. Motion carried to approve the Minutes.

2. Approve Village Warrants Through July 6, 2012:

Eugene LaBombard made the motion to approve and accept Village Warrants through July 6, 2012 as presented. Adam Paxman seconded. Motion carried. Chris Leach asked why I wasn’t numbering the warrants, I explained I was using the date instead that way they can be more current and up to date. They approved of this practice.

3. Chad Spooner from the VT Department of Health Presenting an Overview – What They’re Doing In Our Local Community:

I advised the Board that Chad Spooner called and cancelled his presentation due to staffing changes. He said he would call back in a month or two to reschedule.

4. Solar Aerators for Waste Water Treatment Plant Discussion:

Reg Beliveau advised the Board that he has been looking into replacing the aging electric Solar Aerators at the Waste Water Treatment Plant since last year and said they haven’t been able to get any firm numbers until now. He said he’s been given a quote from Aeromix on replacing all five units and would like for the Board to look over this information before making a decision. He said the cost for all five units would be approximately $101,000 after Efficiency Vermont money is received and they have been looking into a couple of leasing options which include a Municipal Lease or a lease from the manufacturer with a buyout for $1 at the end of the 5 year lease. He said this would be the first benchmarking system in the State of Vermont so they are very interested in moving forward.

Aeromix recommends upgrading the facility to a CMS process (Controlled Mix Stabilization). The upgrade would consist of three units with remote monitoring in the primary pond and one unit placed in each of the secondary and tertiary ponds for a total of five units. This process results in increased dissolved oxygen concentrations in the aerobic layer and thereby accelerates the digestion of soluble BOD while decreasing opportunity for algae blooms and odor problems, producing a healthier aquatic environment.

Lynn Paradis showed the Board what she has figured if they were to lease the units with either Aeromix Lease or with Municipal Leasing Consultants. She also informed them they would save approximately 44% of their electric bill at that WWTP which amounts to approximately $25,000 per year.

Chris Leach asked if there wasn’t enough sun how would the units work. Reg explained that each unit has a two amp motor that will be hard wired and that they are real easy to maintain. Reg said that in past years they have factored into the budget replacing one or two units per year but he is recommending replacing all five units at once and leasing them through one of these companies. He said he would like for the Board members to look this information over and at their next meeting make a decision on this purchase. Ron Kilburn asked if this was a necessity now and Reg advised that yes it was. Adam asked what their lifespan was, Reg said approximately 20 years. Eugene asked if the price included installation. Reg advised that they could do some of the work with their boom truck. Reg thanked the Board and said he would include this item on their next agenda.

5. Police Department Cruiser Lease Information:

Lynn Paradis informed the Board that their new Police cruiser has come in and they have been discussing leasing this cruiser. She advised this is the new police cruiser for the Town Police Contract and would be part of the operating lease, if the budget is not passed they can turn the car back over. She has received a quote from Municipal Leasing which is 36 months, 4.29% interest rate for a total of $31,726.80 or Ford Leasing at 6.15% interest rate for a total of $32,218.56 with a $1 buyout on each lease.

Chris Leach asked if the Village leased any other vehicles and Lynn said no they haven’t in the past. She said there are no funds in the Capital Reserve Fund so she has been thinking about leasing this vehicle for the Town Police Contract.

Chris Leach made the motion to authorize Lynn Paradis to move forward with Municipal Leasing Corporation with an interest rate of 4.29% for a total cost of $31,726.80 to lease the police cruiser for the Town Police Contract. He also authorizes Reg Beliveau, Village Manager, to sign all necessary documents pertaining to this lease agreement. Adam Paxman seconded. Motion carried.

Leonard Stell advised that it cost approximately $4000 for the necessary equipment and paint needed to set up the cruiser. He said the reviews on this cruiser are great, the gas mileage is good, its AWD and he said a lot of these items are factored into the budget with the Town.

6. Water Rate Discussion:

Reg Beliveau advised because of the upgrade to the Water Treatment Plant there will need to be a rate increase and asked if they should do it all in one shot or in increments. Chris Leach asked if a study was done on this and Lynn advised that she has received some numbers from Aldrich & Elliott but would like some direction from the Board. Lynn explained how the rate structure was set up now and said they have looked into restructuring the rate schedule based on meter size and usage. She explained the fixed cost and variable cost factored into setting the rates. Chris said he liked the idea of using meter size because this would be beneficial to a lot of small businesses that don’t use a lot of water. Lynn advised she has run the numbers a few different ways and also factored depreciation into the rates. She also explained that our water rates now are way below state average and that’s why the Village didn’t receive any grant funds to help with the upgrade. Chris stated he liked the meter size schedule and Adam agreed stating it was simple and understandable. Eugene stated he agreed but was worried about the large industries. He said he would like to see some of these proposed bills before they move forward and asked when she would implement the rate increase. Lynn stated she would like to by the third or fourth quarter that way the ratepayers are hearing about it now and can call and ask questions.

Chris Leach asked why the rates were different for the Town and Village residents and Lynn stated that it was required on one of the bonds for the CSO project and that it is based on ownership. Chris stated Village residents own the system so they should get a better rate because of that. Reg stated he liked this structure because it entices conservation. Chris advised he would like to see some examples of the bills, show the differences, look at residential, commercial and industrial.

Lynn stated she also received some numbers from Wayne Elliott regarding the sewer rate information and they would like to use the same theory on the sewer rates. Lynn explained the handful of customers who are on special sewer rates and said it’s not consistent and said she would like to simplify those rates as well. She explained BOD and phosphorus are factored into this billing. Chris stated that if a customer is required to file with the State of Vermont then they should be on this special billing but if not they should be on regular billing, that seems more fair.

Adam asked if they could just increase the water rates now and not sewer. Lynn stated that the sewer rates really needed it now also, that they are heavily in debt in that department. Reg said they have sat down and looked at the rates and said this is uncomfortable but necessary. Chris stated that they have always made good business decisions, he would like for it to be fair and not manipulated. Eugene stated they shouldn’t be surprised because the voters approved the project. Chris stated their rates now are extremely inexpensive and below average so feels this is necessary. Ron asked what was the best way to do PR on this and Lynn advised they hold a public forum meeting. Chris asked if they could also do a bill insert and Lynn advised she wanted to wait for solid numbers before doing that. She advised she would work up some sample bills showing before and after increase and also said she would like to keep the water and sewer rates the same. She said the sewer rate discussion would be added to the next agenda as well and said she would show the comparison impact on the bills.

7. Yard Sale Discussion -- Ordinance?:

Ron Kilburn stated that as Zoning Administrator he has received a lot of calls regarding yard sales in the Village. He said he is not advocating for stricter laws or an Ordinance but suggest they have a discussion on it. Eugene LaBombard asked if residents picked up their items afterward would that be better? Chief Stell advised there have been a couple of places where it caused a traffic issue and that he has talked with the homeowners and resolved the issue. He said their biggest complaint is items left in the Village green such as couches, mattresses, etc. He said that’s the bigger issue at this time. Chief Stell advised that when St. Albans City adopted an Ordinance in 1997 it was heavily enforced but now enforcement is almost none and they still have a problem with garbage left in the Right of Way. He asked how would they enforce an Ordinance, go to every sale and ask for a license. He said he would prefer to put the word out there that they are having a problem with items left in the right of way and ask for residents to get rid of their garbage in the proper place. Chris Leach advised the Georgia Solid Waste site is open six days per week.

Ron Kilburn stated if they had an Ordinance it would be a burden on the Village Clerk to issue licenses and a burden on the Police to enforce it but stated that Zoning cannot enforce this. Ed Daniel stated he was concerned about this because neighbors of his had to park elsewhere because of a sale being held, they couldn’t get into their own driveway. He suggested an insert being sent with electric or water bills stating the trash left alongside the road had to be taken care of. He wondered if one day per month the local trash haulers would volunteer their time and pick these items up.

Ron stated that every street has a Right of Way (ROW) and asked how they should deal with a ROW violation. He asked if they wanted to consider something like “improper disposal in the ROW.” Adam stated he liked the idea of contacting the local trash haulers and ask them if they would consider picking up these items. Ron stated he would contact some of the local haulers and ask them to come in and discuss this issue with the Board. Discussion took place about adding this item to the next JLB agenda because it affected town residents as well.

8. Discussion on New Complex Sign:

Reg Beliveau handed out examples of the proposed new Village Complex sign. He said it would cost approximately $800 and it was a two sided sign approximately 4’x 8’ in size. Ed Daniel stated he would like to see a sign up by the street lights that shows “to Swanton Village Complex” with an arrow. He also stated he would like to see a computerized sign on the bottom of the new Complex sign where they could advertise messages. Eugene LaBombard suggested purchasing from a local business. Reg stated he would get more pricing and keep the Board of Trustees posted.

9. Any Other Necessary Business:

Chris Leach stated that this week in the St. Albans Messenger there were articles on Smart Metering about safety issues. He said real concerns are the impact on the user, company, etc. He said both articles implied these meters would tell you how many kwh’s each appliance used but failed to mention you need to purchase smart appliances. He said he would be writing a letter to the editor because he wanted people to understand how this really works and how the data is collected.

Any Other Business: Chris Leach asked about the JLB agenda for July 17^th. He asked that they review the previous meeting’s Minutes to see what was there for action items and said they add Yard Sale discussion to that agenda.

Any Other Business: Eugene LaBombard asked who is responsible for taking care of the sidewalk, walkways and mailbox on Merchants Row? The Board thought the individual businesses were responsible for their storefront sidewalk, etc. Eugene stated the mailbox there was very dirty and should be cleaned. Ron advised he would mention it to the Post Master.

Any Other Business: Reg stated that the Fire Department is going through 60 pages of proposal for their new Fire Truck and he asked the Board if he could authorize Fire Chief Rick King to sign the new truck contract.

Adam Paxman made the motion to authorize Fire Chief Rick King to sign all necessary documents pertaining to the new fire truck purchase with concurrence with Village Manager Reg Beliveau. Chris Leach seconded. Motion carried.

10. Executive Session to Discuss Legal Matters:

Chris Leach made the motion to enter into Executive Session at 9:05 p.m. to discuss Legal Matters. Eugene LaBombard seconded.

Adam Paxman made the motion to exit Executive Session at 9:35 p.m. Chris Leach seconded.

ACTION TAKEN: None.

ADJOURN: Chris Leach made the motion to adjourn at 9:36 p.m. Adam Paxman seconded. There being no further business at hand, Ron Kilburn, Village President, adjourned the Regular Board of Trustees meeting at 9:36 p.m.

_____________________________________ _______________________________________

Ronald Kilburn, Village President Date

_____________________________________ _______________________________________

Dianne Day, Village Clerk Date