Trustees Meeting 3/7/16

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SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

SPECIAL MEETING

Monday, March 7, 2016

7:00 PM

PRESENT: Eugene LaBombard, Trustee; Adam Paxman, Trustee; Chris Leach, Trustee; Reginald Beliveau, Village Manager; Dianne Day and Ch. 16.

Unless otherwise noted, all motions carried unanimously.

1.      Call to Order:

Chris Leach, Village Trustee, welcomed all to the Special Board of Trustees meeting and called the meeting to order at 7:00 p.m.

2.      Agenda Review:

None.

3.      Swear in elected officials for 2015: Neal Speer, Village President (one year term); Eugene LaBombard, Village Trustee (three year term); Dianne Day, Village Clerk (one year term) and Betty Cheney, Delinquent Tax Collector (one year term) were sworn in on March 2, 2016 to perform duties:

Dianne Day, Village Clerk, was sworn in on March 2, 2016 for a one year term by Notary Public Katie Judd. Dianne then swore in Betty Cheney, Delinquent Tax Collector, for a one year term so both could carry on with their respective positions and conduct business. Dianne Day swore in Eugene LaBombard, Village Trustee, for a three year term. Village President Neal Speer was out sick so will be sworn in this week at the Village Office.

4.      Appoint a Treasurer for the Village of Swanton for 2016 and swear in:

Eugene LaBombard made the motion to appoint Dianne Day as Village Treasurer for 2016. Adam Paxman seconded. Adam Paxman then swore Dianne Day in as Treasurer. Motion carried.

5.      Approve and Accept Minutes from Informational Meeting Tuesday, February 23, 2016:

Adam Paxman made the motion to approve and accept the Minutes from Tuesday, February 23, 2016 as presented. Eugene LaBombard seconded. Discussion: Dianne Day explained that on page 3 under the Highway Department she wrote that Lynn Paradis said there were a couple of workman compensation cases in that department. That should have stated the cases were in the Electric Department. Motion carried with correction.

6.      Approve and Accept Village Warrants through Friday, March 4, 2016:

Eugene LaBombard made the motion to approve and accept Village Warrants (#17-#23) through Friday, March 4, 2016 as presented. Adam Paxman seconded. Discussion: Chris Leach asked about the payment to Kittell, Branagan & Sargent for $5480. He asked if that was for the annual audit. Reg Beliveau explained that was a partial payment for the audit. He also asked about the payment to the VT Correctional Industries. Reg explained that was for our Annual Village Report being printed. Chris asked if the Village saved a lot of money having them print the book. Dianne Day stated the Village saved about 50% having them print the book. Adam Paxman asked about the Blue Cross & Blue Shield payment for $50,114. He wondered if that was an annual charge. Reg Beliveau stated that payment was made quarterly. Motion carried.

7.       Review Approved Coin Drops for Fire Department; Fire Ladies Auxiliary and Lions Club. They are requesting permission to change dates:

Dianne Day, Village Clerk, explained to the Board that the Fire Department is requesting to change their coin drop date to Sunday, September 11, 2016; the Ladies Auxiliary would like to change their date to Saturday, June 11, 2016 and the Missisquoi Lions Club would like to change theirs to Saturday, May 14, 2016. The Board of Trustees agreed to all these changes.

8.      Sign Annual Financial Plan – Town Highway:

Dianne Day, Village Clerk, explained to the Board that this report shows what it cost to maintain the Village streets. She said the Village receives State Aid for Highways each quarter and Lynn Paradis needs to show that it costs more to maintain our streets that what we receive in State aid. Eugene LaBombard made the motion for the Board to sign this Annual Financial Plan for Town Highways. Adam Paxman seconded. The Board signed the Financial Plan. Motion carried.

9.      Any Other Necessary Business:

Reg Beliveau stated the Water Transmission Line job was almost complete. He said they are testing the water quality this week and then will have the line up and running. He said when this job is complete the Village may have approximately $300,000 left over and he is asking the Board if they would like to go ahead and do the Canada Street project that already has voter approval. He said that project will cost approximately $425,000 but the Board has the authority to borrow $75,000 more dollars without having to get voter approval for a bond. He said Aldrich & Elliott is asking if they should go out to bid for this project. Eugene LaBombard stated they should go ahead with the bids because they may come in lower than anticipated. They discussed Canada Street being deemed a priority back when the street study was done. Chris Leach made the motion to authorize Reg Beliveau, Village Manager, to go out to bid for the Canada Street Project with a right to refuse contingency. Eugene LaBombard seconded. Chris Leach stated this will complete Phase III of the water projects. Adam Paxman stated that the archaeological study cost $318,000 and that took money that was designated for this street as well as others. He said they could have done more if they didn’t have to pay so much for this study. Reg Beliveau stated that JP Sicard was a very good company to work with and said they have done an excellent job. Motion carried.

Any Other Business: Eugene LaBombard stated he wanted to thank all the voters who came out and supported the Village and the Village candidates on March 1^st. Chris Leach read the results of the votes so people knew how much everything passed by. The Village had a record number of votes this year with 560 people voting.

Any Other Business: Chris Leach stated the new Health Center is now open and looks very good. Eugene LaBombard said he went in and it’s very nice and rebuilt from the floor up. Chris Leach asked if there were any comments on the Art boards. Village Clerk Dianne Day stated a lot of customers come in and say how much they like them.

Any Other Business: Reg Beliveau stated he has three quotes on hand for a new backhoe in the Highway Department. They are from Nortrax John Deere for $65,700 which includes a $30,000 trade in for their old backhoe; one from Beauregard for $74,855 which includes a $21,400 trade in and one from Milton Cat for $85,900 which includes a $30,000 trade in. Chris Leach made the motion to authorize the Village of Swanton to purchase a new backhoe in the Highway Department with the lowest bid from Nortrax John Deere for $65,700. Eugene LaBombard seconded. Motion carried.

Any Other Business: Reg Beliveau stated that the Town of Swanton helped the Village with their water line break last week offering their excavator. Reg said he sent the Town a thank you letter for that.

10.  Public Comment:

None.

11.  Executive Session (If Necessary):

Chris Leach stated he needed an executive session to discuss personnel and real estate. Adam Paxman made the motion to enter into Executive Session at 7:39 p.m. to discuss Personnel and Real Estate. Eugene LaBombard seconded. Motion carried.

Adam Paxman made the motion to exit Executive Session at 8:45 p.m. Eugene LaBombard seconded. Motion carried.

ACTION TAKEN: None.

12.  Adjournment:

Adam Paxman made the motion to adjourn the Special Board of the Trustees meeting at 8:45 p.m. Eugene LaBombard seconded. There being no further business at hand, Chris Leach, Village Trustee, adjourned the meeting at 8:45 p.m. Motion carried.

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Neal Speer, Village President                           Date

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Dianne Day, Village Clerk                               Date