Accepted as Corrected_________                                          

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VERNON SELECTBOARD

 SPECIAL

EMERGENCY

 MEETING

 

 

December 28, 2010                                         6:00 PM

 

MEMBERS PRESENT:                                OTHERS PRESENT: 

Mike Courtemanche-Chair                                Sheldon Shippee                              

Mike Ball                                                                                                       

Len Howard                                                                                                               

Chris Howe                                                                                                    

Robert Miller                                                  

                                                                         

 

 

WELCOME AND PLEDGE OF ALLEGIANCE

At 6:04 pm Chair Mike Courtemanche called the meeting to order, welcomed those present and led in the Pledge of Allegiance.

 

Town Office Copiers

Mike Courtemanche stated that the Board was having this emergency meeting because the Treasurers’ copier died last week. In a previous meeting it was brought to the attention of the Board that the Auditors and the Highway Department would also need new copiers. Also in a previous meeting the Board learned that the Town Clerk’s copier is scheduled to be replaced with the funds already allotted in the Capital Plan but learned that the copier had not even reached half of its useful life. The Board learned this week that the copier representative came in to the Town Offices and did an assessment on the Town Clerks copier and the Treasurers copier. The representative stated that the Town should buy two new copiers for $8,900.00 for The Town Clerk and $6,600.00 for the Treasurer.  Sheldon Shippee who attended the meeting with the copier representative had emailed the board indicating that with new monthly maintenance agreements, it would be beneficial for the town to purchase new copiers.

The Board decided to take a recess until Mike Ball could arrive because he had been present at the meeting as well.

 

 Chris Howe made a motion to take a five minute break and wait for Mike Ball. Len Howard seconded the motion.

 

The Board took a break at 6:05 pm and returned at 6:18 pm.

Mike Ball stated that the service contract on the two copiers should have been renegotiated a long time ago since we were not utilizing the copier as much as the service contract indicated.  Mike Courtemanche stated that the same company is offering this new deal and questioned whether a different company could offer better rate. Mike Ball stated that they do not do those kinds of maintenance programs any more. Chris Howe can’t understand why the company didn’t tell them that they were charging this outrageous amount for a service contract and she has a problem with this company offering this new deal. Len Howard wondered why there was a need for three separate copiers, most companies don’t provide each person with there own copier. One should be centrally located for everyone to use. Mike Ball stated that that was a question for the employees to answer. The Board decided to call Nancy Arnone, from Icon, to get some questions answered. Chris Howe asked why the Town Clerk couldn’t keep the one she has and just get the other ones replaced. Mike Ball stated that the service agreement would still be attached to the copier, and the Town Clerk decided to replace that one too. If the Board renegotiated the service contract for that copier then it could possibly be located in another office. Keeping that copier with the current service plan is not cost effective. Part of the new agreement is to trade the Clerks copier.

Len Howard also stated that we should get other bids to save some money and Mike conveyed that this is a State negotiated offer for a certain copier that Sandy would need and would go under the sole source bid. Chris asked Mike Ball what were the needs of the Town Clerk and the copier and was there a certain criteria that the State required. Mike stated that he thought it needed to be able to copy certain types of paper and for copying records etc. Mike also state that he was at the Town Clerks office today when the VRECS was installed for Sandy. The VRECS is for scanning land records. He also indicated that the Doc Send is going way. It can be sold because it is not needed since the VRECS can do the same thing.

Chris Howe asked who was to determine that the Clerks copier is at end of useful life. The Board agreed that after the department heads recommendation and then the Selectboard members would okay it.

The discussion continued with on overview with Sheldon Shippee, representative for the Finance Committee.

 The Board was lead to believe that they needed to make a decision before December 31st to get this great deal. Sheldon also believed that the pricing would change after that date and that the Treasurers copier is dead.

 Mike Ball asked Nancy about the service contract and if it could be changed? Nancy responded by saying yes but the only other alternative would be to pay for time and materials, most service agreements are for a certain amount of copies and the one that is currently in effect for the Clerks machine is for 10,000.00 copies but the copier only does 8,000 copiers.  A drum for a copier could cost up to $1300 not including labor. The current service contract is for around $3500.00 per year.  Mike Ball asked if there was a cost associated with changing the service agreement. Nancy said she would check on that the cost for a base contract if the copier was moved into another office.   Nancy also stated that by replacing the copier in the Town Clerks office with a newer model the service agreement would only be around $63.00 per month. Mike Ball asked if the company has noticed that the copier wasn’t meeting the 10,000 copies and would they have negotiated another contract. Nancy replied that there would not have because they don’t have one for lower volume.

Mike Courtemanche asked if the company could provide a loaner for the one that is down until the Board can make a discussion on which way to go. Nancy stated that was not a problem, she could bring a loaner over as early as tomorrow. Nancy was asked by the Board what would be the price change if the Board waited until after December 31. She replied by say that the deadline was only for the leasing. There is no price change for buying.

The Board thanked Nancy.

 

Len Howard made the motion to adjourn. Robert Miller seconded the motion. The motion carried.

 

 Adjourned @6:55 PM.

 

Respectfully submitted by Elaine Howard

 

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