Selectboard Meeting June 2, 2011
JUNE 2, 2011
Board Members Present: Todd Lawley, Christopher Williams, Dennis Wiswall, Jon Mack, Gloria Cristelli
Others Present: Shannon Meckle, Maureen Albert-Piascik, Gunther Garbe, Ed Druke, Sr.
A motion was made by Christopher Williams to approve the minutes as presented. The motion was seconded by Todd Lawley.
Discussion ensued regarding the process for correcting minutes, being that all changes need to come to the board meeting for consensus. Substantive changes to the minutes are beneficial, while grammatical changes are not necessary.
Gloria noted that Shannon Meckle was present at the June 2 meeting but is not reflected in the minutes.
Minutes were approved with four in favor and one against. Christopher noted that Jon Mack couldn’t vote, as he was not present. Jon Mack withdrew his vote and abstained, minutes approved with three in favor, one against, and one abstention.
Dennis thanked Maureen for coming.
Maureen brought attention to the Select board’s December 21. 2010 vote to allocate the FY 2010 surplus to FY 2011. Maureen updated the new members of the board regarding the history of the capital fund and preferred practices. She recommended not applying the funds to FY 2011, but to FY 2012.
After discussion, a motion was made by Jon Mack and seconded by Todd Lawley to appropriate $79,904 ($ 50,000 capital, $10,000 Restoration, and $19,904 to tax relief.) The motion carried with four in favor, and Gloria Cristelli abstaining for lack of information.
A question and answer period ensued regarding the audit and recommendations from the auditor. See attached questions and answers.
ROAD BUSINESS was tabled to allow Ingrid Longo to speak.
SCHEDULED MEMBERS OF THE PUBLIC
Ingrid Longo was present to discuss a boundary issue at her Vic Benjamin Road property. She gave the history of the subdivision of two parcels, and reported that she’d found that the adjoining neighbor has encroached on her property. She stated that she’d had a survey done and had written to the neighbor. Upon receiving no response, she’d called Ted Schreyer as Fence Viewer to come and look at the situation. She stated he’d come and looked and stated that the Fence Viewer works at the direction of the Selectboard. Discussion ensued. The board reviewed the Fence Viewer description and determined that the issue was not within the Town’s purview. No action was taken.
Todd Lawley gave his Road Foreman’s Report.
Discussion ensued regarding paving the parking lot in the town office. Christopher noted that one land owner is upset about the paving project on Dover Road. Discussion ensued regarding the timing of the work as it relates to budgetary issues, and due to concern of landowners, whether the board should revisit the paving project. As no formal complaint has been received, the board took no action.
A motion was made by Jon Mack to accept the Road Foreman’s Report. The motion was seconded by Gloria Cristelli.
Ed Druke asked whether grading on Newfane Hill would be done soon. Todd noted that it is on the list and would be happening soon. Ed also asked about South Wardsboro Road. Todd noted that it too, was on the list.
The question was called by Gloria Cristelli.
The motion carried unanimously.
Excess Weight Permits:
Currier Trucking: Application received for 69,000 pounds.
Fitzpatrick Transport, LLC: Application received for 69,000 pounds.
A motion was made by Todd Lawley to approve both permits as requested. The motion was seconded by Jon Mack. There being no discussion, the motion carried unanimously.
Access Permits: There were two access permits pending from last meeting. The board tabled them again, pending payment.
Fairpoint Permit Request for Moving Pole: The board reviewed the request for moving pole # 69, on Dover Road. It was noted that the moving of the pole appeared to be in conjunction with the Bridge 14 project. The decision was tabled pending discussion with VTrans, to ensure that it was correct.
UNSCHEDULED MEMBERS OF THE PUBLIC
There were no unscheduled members of the public.
Unlicensed Dogs: Gloria Cristelli reported that the Selectboard must authorize someone, usually the Town Clerk to submit a list of unlicensed dogs to the board for their action. The board had no objection.
Bridge 14 Bonding: Shannon presented information. Brief discussion ensued. Dennis will contact the state for any guidance they can provide. Dennis and Shannon will work together to begin the paperwork.
Dover Road Village Sidewalk Replacement: Dennis reported that he’d talked with Jon Julian, who would like to replace a 30’ section of sidewalk that had been removed during construction of his septic pipe. It is the portion that runs along the Hughes property. A motion was made by Gloria Cristelli to approve the request. The motion was seconded by Christopher Williams. The motion carried unanimously.
Brown Church: Dennis also noted that Jon had mentioned brush and growth is growing on town property and brushing against the brown church, and rotting it out. A motion was made by Todd Lawley to approve the request for Jon Julian to cut the brush at his expense, as long as the brush is removed from the yard. The motion was seconded by Todd Lawley. The motion carried unanimously.
Development Review Board: Dennis noted that Jon Julian mentioned that he’d like to have a residence in the church with less than 50% of the building being used for a catering business. Dennis noted it for the record that he’d let him know to speak to the Zoning Administrator and that she’d either approve it or refer him to the Development Review Board.
Air Conditioning: Discussion ensued regarding installation of the air conditioners. Todd noted that Mike Fontaine will be in to measure for the vault shelves, and may be able to put the air conditioners in. Todd will ask Mike Fontaine to install them.
Ceiling Fan: Discussion ensued regarding Installation of a ceiling fan in the Listers’ office. A motion was made by Todd Lawley to authorize Shannon to call Norm Lamoria and set up a purchase and installation. The motion was seconded by Jon Mack. The motion carried unanimously.
Fire Alarms/Smoke Detectors: Gloria noted that there are no smoke detectors in the Town Clerk’s office or in the Lister’s office. Discussion ensued regarding a long-term solution. In the meantime, Shannon will order smoke detectors for the other side of the office. Todd will contact Wade Masure to find out if there is still grant funding for fire alarms.
Heating and Plumbing Project: Shannon sent out requests for proposals to six plumbing and heating companies, and received only one proposal back. Dennis read the proposal into the record. The proposal was received from W2D Heating and Plumbing as follows:
To install sump pump in the basement of the Town Office, with temporary drain out to storm drain in the street: 350.18
To reconnect duct work under the town office, to cut new vents in the floor and add heat duct to the corner where the Tax Collector’s desk is: $2,345.00.
After discussion regarding other options, a motion was made by Todd Lawley to approve the sump pump installation by W2D Heating and Plumbing for a total price of $350.18. The motion was seconded by Christopher Williams. There being no discussion, the motion carried unanimously.
Zoning Administrator Job Description: The May 17 version of the Zoning Administrator’s Job Description was presented to the board for their review. The approval had been tabled from the last meeting. A motion was made by Gloria Cristelli and second by Jon Mack to approve the job description. Discussion: It was noted that there are no major changes from the last version. The motion carried with three in favor. Todd and Christopher abstained, as they’d not reviewed the latest version.
A letter was received from Caryl Defelice regarding the Newfane Elementary October 1 5K race, seeking permission to close Brook Street and River Road for a few hours. They will notify residents and have officers available. A motion was made by Todd Lawley to approve the request. The motion was seconded by Gloria Cristelli. The motion carried unanimously. Shannon will contact her and make sure she will contact the Campground.
A letter was received from Carlene and Neil Pelsue, thanking the Highway Crew for their hard work. Included in the letter was a $50.00 gift certificate to Rick’s Tavern for the Highway Crew.
ADMINISTRATIVE ASSISTANT’S REPORT
Shannon updated the board on the Bootsy’s Grille noise complaint. Discussion ensued.
A motion was made by Todd Lawley and seconded by Gloria Cristelli to bring this up again, should the noise complaints continue.
Discussion: Jon Mack asked what the board can do if the problem continues. The board explained that the Board of Liquor Control can revoke the Liquor License if necessary.
Swimming Hole: Christopher Williams noted that he’s concerned regarding the activities at the Indian Love Call Swimming hole, noting that people have been spending the night, etc… Gloria noted that a member of the former West River Watershed Alliance, now South Eastern Vermont Watershed Alliance is willing to look into it further if the town asks for assistance. Discussion ensued.
Dennis and Jon will meet to take a look and decide further who to contact next.
Town Common: Ed updated the board regarding trees up on Newfane Hill Common. He sought permission to speak to the CVPS person again. He noted that he would not be seeking chair this year.
A motion was made by Gloria Cristelli to approve the pay orders as follows. The motion was seconded by Todd Lawley. The motion carried unanimously.
A motion was made by Todd Lawley and seconded by Gloria Cristelli to adjourn at 9:31 p.m.
The motion carried unanimously.
Questions from 2010 Audit Report
(As Discussed at the June 2, 2011 Selectboard Meeting)
Ø Exhibit F Why $0 revenue from state land use tax? Budget was $20K
Why $0 revenue for dog licensees?
Maureen explained that this is not town funds, it’s only being held by the town. The line item has since been eliminated.
Ø Page 16 What is included in capital assets?
Elimination of $28,836 from assets/liabilities. Explain?
Maureen explained what capital assets are. A lengthy discussion ensued as to the explanation of eliminating 28, 836 from assets/liabilities. Board will confirm with auditors.
Ø Page 18 Explain excess expenditures over appropriations?
Discussion ensued regarding fund balances and a required disclosure from the state.
Ø Page 22 The interest rate from State of VT Municipal Equipment loan fund is 2%
People Bank is 4.5% and 3.5%. Why didn’t we go through the State?
Maureen explained that this is a Board decision, made with recommendations from the Administrative Assistant. Shannon explained that the State has limited funds, and cannot always fund the entire loan, and prior boards have wanted to fund a loan with one lender.
Deficiencies in Internal Control Report
Ø Segregation of Duties: The audit recommends bank reconciliation function is delegated to someone without check signing authority. What are your feelings?
Discussion ensued regarding this recommendation. Maureen noted that both Shannon and Gloria are signers on the account. She noted that she wasn’t comfortable letting people into the General Ledger program because things can get edited. Is there a Read-Only option? It was noted that bringing Town Auditors back might be an option.
Ø Netting of Revenue: Auditors recommendations make sense to me. What are
This item has been resolved and procedures changed to reflect auditor’s recommendations.
Ø Revenue Recognition: Do you agree with auditors report?
Maureen explained how the process was held up with this past audit, and noted that delinquent taxes were an issue.
Ø Budget Presentation: Do you feel that this is something the town can do or are
There system issues that prevent compliance?
Discussion ensued regarding the budget presentation, and that the education taxes show with the town taxes. This is difficult to adjust as it’s all one tax bill.
Ø Weekly Payroll: What is your opinion on going to a bi-weekly pay system?
It should save time and money.
Maureen noted that while it may save some time, that there’s a human factor to consider. People live pay check to pay check. It was her opinion that it wasn’t a worth-while change. Discussion ensued.