Trustees Meeting 7/10/23

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 SWANTON VILLAGE BOARD OF TRUSTEES

                       SWANTON VILLAGE MUNICIPAL COMPLEX                      

120 FIRST STREET

SWANTON, VT 05488

REGULAR MEETING

Monday, July 10, 2023

7:00 PM

PRESENT: Neal Speer, Village President; Chris Leach, Trustee; Eugene LaBombard, Trustee; Adam Paxman, Trustee; William “Bill” Sheets, Village Manager; Dianne Day, Village Clerk; and Ch. 16. Via Teams: Lynn Paradis, Assistant Village Manager.

Unless otherwise noted, all motions carried, unanimously.

1. Call to Order:

Neal Speer, Village President, called the Village Board of Trustees meeting to order at 7:02 p.m.

2. Agenda Review:

None.

3. Pledge of Allegiance:

Everyone in attendance stood for the Pledge of Allegiance.

4. Public Comment:

None.

5. Approve and Accept Minutes from the Monday, June 26, 2023 meeting as presented:

Adam Paxman made the motion to approve the Minutes from Monday, June 26, 2023 meeting as presented. Eugene LaBombard seconded. Discussion: None. Motion carried.

6. Approve and Accept Village Warrants through Thursday, July 6, 2023:

Chris Leach made the motion to approve and accept Village Warrants #64-#67 as presented. Eugene LaBombard seconded. Discussion: Adam Paxman asked about the payment made to Allen Engineering in the amount of $1753.45. Dianne Day, Village Clerk, said that was for chemicals for the water and sewer plants. Adam also asked about the payment made to Consolidated Electrical District for $3464.73. Lynn Paradis advised that was for inventory in the electric department. Motion carried.

7. Review and Sign Vermont State Revolving Fund Loan Agreement for Missisquoi Water Line Job:

Lynn Paradis, Assistant Village Manager, stated that this is the Step 2 Loan Agreement for $120,600 for the water line job and not the actual loan agreement. She said this is so she can get reimbursed for engineering fees. She said this loan agreement was filed about a year ago and said the State is that far behind. She said this will also allow their bank to transfer funds directly into our bank.

Eugene LaBombard made the motion to authorize the Village Clerk and Treasurer as well as the Board of Trustees to sign the Vermont State Revolving Fund Loan RF3-405-2.0 in the amount of $120,600 for reimbursement of engineering fees for the Missisquoi Water Line job. He also motioned to allow their bank to perform electronic transfer of funds when necessary. Adam Paxman seconded the motion. Motion carried.

8. Review and Sign Lease Agreement for New Postage and Mailer Machines:

Lynn Paradis, Assistant Village Manager, stated the folder machine that the Village has is now 8 to 10 years old and it is no longer working. She said sometimes it works, sometimes it doesn’t. She said we’ve been told they no longer make parts for it so she said they’re kind of forced into having to do something different. She said she got a price from Northeast Mailing, who they currently have a lease with, and also got a quote from Usherwood. She said Usherwood came in cheaper. Lynn said at the same time their postage machine is getting old also and have been having to use it more because the folder machine won’t seal the envelopes either. She said at the same time she got quotes for both machines. Adam Paxman asked what the amount is. Lynn said it’s a five-year lease for $365 per month or purchase outright for about $12,000 and then pay extra for the maintenance agreement. She said she decided the lease was a better route to go. Lynn said the Postage machine was $171 per month for a five-year lease and that includes the maintenance cost as well, for both units. Eugene LaBombard made the motion to approve the lease agreements as presented for both a new folder machine and a new postage machine. Adam Paxman seconded. Motion carried. Eugene LaBombard asked how long it would take to get the new machines and Lynn said approximately two to three weeks.

9. Village Manager Update:

Village Manager, William “Bill” Sheets, gave the following updates to the Board:

Lamoille Valley Rail Trail:  On Saturday July 15^th, starting at 7:30 a.m. the police department will close Robin Hood at Short Street to traffic from approximately 6:45 a.m. until the Governor departs.

Vietnam Veteran’s Memorial Bridge (Depot Street):  Two members of VTRANS came to inspect the hole in the bridge and joints on 07/06/23. They will return in a couple of weeks with a snooper truck and then be ready to come in for a Trustees meeting.

River Crossing Water Line:  Bid opening tomorrow, July 11^th at 1 p.m. More details to follow on selected vendor, timeline, etc.

124 First Street:   We continue to work with ReArch and Weimann Lamphere and are hoping to begin the cost estimation phase within the next several weeks. We will provide some detailed plans to the Trustees soon.

6 South River:  State of VT, DEC is officially requesting additional groundwater studies on this site. Bill said Regional Planning Commission is being forceful with the State telling them to hurry this up because the Village wants this done so they can sell the property.

Stormwater:  We will include the three-acre stormwater solution in our current remodeling plans for 120 First Street. We have one other location, Jones Court, in the Village where we are responsible for meeting the three-acre rule. We will be working with the SOV and consultants and then search for grant funding. We must start the process and then we have five years to implement a solution.

Valve Exercising:  We applied for the 2023 Valve Exercising Program, and we have been awarded four days, August 29 to September 1. Dean prioritized the valves, and we are hoping by next year to purchase a valve exerciser ourselves.

10. Any Other Necessary Business:

Adam Paxman wanted to remind everyone about the Chamber of Commerce Car Show on Saturday, July 29^th.

11. Executive Session to Discuss Legal Matters:

Adam Paxman made the motion to enter Executive Session at 7:28 p.m. to discuss a Legal Matter.  Eugene LaBombard seconded. Motion carried.

Chris Leach made the motion to exit Executive Session at 9:13 p.m. Adam Paxman seconded. Motion carried.

ACTION TAKEN: None.

12. Adjournment:

Adam Paxman made the motion to adjourn the Regular Meeting of the Board of the Trustees meeting at 9:14 p.m. Chris Leach seconded. There being no further business at hand, Neal Speer, Village President, adjourned the meeting at 9:14 p.m. Motion carried.

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Neal Speer, Village President                            Date

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Dianne Day, Village Clerk                                Date