Selectboard Minutes 6/27/11

Approved as written:                          

                                                                                                Approved as corrected:                     

 

 

VERNON SELECTBOARD

MONDAY, JUNE 27, 2011

SPECIAL MEETING AT 6:00PM

DRAFT MINUTES

 

 

MEMBERS PRESENT:                                            OTHERS PRESENT:

Michael Courtemanche – Chair                                 Catrina Lawley - Secretary

Christiane Howe – Vice Chair                                                Sally Brassor – Treasurer (6:52pm)

Patricia O’Donnell (6:20pm)                                       David Walker – Road Commissioner(6:19pm)

Michael Ball                                                                David Andrews – Resident (7:43pm)

Robert Miller, Jr.                                                         Mario Buisa - Resident

                                                                                    Marylynn Scherlin –Cem. Committee(6:32pm)

                                                                                    Todd Capen –Acting Fire Chief(8:34pm)

                                                                                   

                                                                                   

MEMBERS ABSENT:

None                                      

                                                                   

 

WELCOME AND PLEDGE OF ALLEGIANCE

Chair Michael Courtemanche called the meeting to order at 6:03pm, welcomed those present and led the Pledge of Allegiance.

 

PUBLIC PARTICIPATION

None.

 

MINUTES

Minutes from June 20, 2011 were not available.

 

A MOTION WAS MADE BY CHRISTIANE HOWE TO TABLE THE MINUTES OF THE JUNE 20, 2O11 MEETING UNTIL THE NEXT MEETING.  MOTION SECONDED BY ROBERT MILLER, JR.  MOTION CARRIED 4-0.

 

CHAIRMAN’S REMARKS

Michael Courtemanche reminded everyone that the times on the Agenda are a guideline only and can vary from meeting to meeting.  We do try to adhere to those times as much as possible.  He pointed out that on each Agenda it states “All times are estimates and will be adjusted at the Board’s direction”.

 

 

 

 

 

DEPARTMENT HEADS/COMMITTEE REPORT

 

Liquor License

In the Town Clerk’s absence, Catrina Lawley presented the application for a Liquor License 1, Liquor License 2 and Tobacco License for JAK-CIN LLC d/b/a Schoolhouse Grocery.

 

It was confirmed by Michael Ball via phone call to Police Chief Marybeth Hebert, that there are no outstanding issues regarding this location.  The State monitors any violations.

 

A MOTION WAS MADE BY CHRISTIANE HOWE TO APPROVE THE LIQUOR LICENSE 1, LIQUOR LICENSE 2 AND TOBACCO LICENSE APPLICATION FOR JAK-CIN LLC D/B/A SCHOOLHOUSE GROCERY.  MOTION WAS SECONDED BY MICHAEL BALL.  MOTION CARRIED 4-0.

 

Poles & Wires Location Agreement

Courtemanche asked David Walker if he had any concerns or input regarding the agreement with Fairpoint Communications.  Walker stated that he had told them to make sure to contact all of the landowners.

 

A MOTION WAS MADE BY CHRISTIANE HOWE TO SIGN THE POLE AND WIRE AGREEMENT WITH FAIRPOINT COMMUNICATIONS. MOTION WAS SECONDED BY MICHAEL BALL.  MOTION CARRIED 4-0.

 

Road Commissioner David Walker

A MOTION WAS MADE BY MICHAEL BALL AT 6:21PM TO ENTER INTO EXECUTIVE SESSION WITH ROAD COMMISSIONER DAVID WALKER ON A CONTRACTUAL MATTER, THE DISCLOSURE OF WHICH AT THIS TIME MIGHT BE DETRIMENTAL TO THE TOWN AND/OR INDIVIDUAL(S)/COMPANY(IES) INVOLVED. MOTON SECONDED BY CHRISTIANE HOWE.  MOTION CARRIED 5-0.

 

EXECUTIVE SESSION ADJOURNED AT 6:26PM WITH NO ACTION TAKEN.

 

Cemetery Fence Bids

Held until Marylynn Scherlin was present.

 

TREASURER’S REPORT

 

Bills and Warrants

In the Town Treasurer’s absence, Catrina Lawley presented the Bills and Warrants to the Selectboard for their review and approval.

 

Courtemanche reminded the Selectboard members that they would need to go into the Town Office next week to sign the bills and warrants because of the holiday.

 

A MOTION WAS MADE BY ROBERT MILLER JR TO APPROVE AND PAY 28S/G ACCOUNTS PAYABLE IN THE AMOUNT OF $29,273.93 AND 25S PAYROLL IN THE AMOUNT OF $14,772.34.  MOTION SECONDED BY MICHAEL BALL.  MOTION CARRIED 5-0.

 

 

PACIF Grant- Update

Lawley reported that per Shawna O’Neill from VLCT, any items purchased prior to the award are not eligible for reimbursement.  The award is not given until September.

 

Police Copier Lease Insurance – Update

Courtemanche stated that we did need insurance on the copier, but that insurance would be at no additional cost to the town.  In the interest of getting that copier lease agreement signed, three Selectboard members approved it via email and it will need to be ratified tonight.

 

A MOTION WAS MADE BY MICHAEL BALL TO RATIFY THE DECISION TO GO AHEAD INTO THE LEASE AGREEMENT WITH IKON OFFICE SOLUTIONS FOR THE POLICE DEPARTMENT PRINTER, COPIER AND SCANNER.  MOTION SECONDED BY CHRISTIANE HOWE.  MOTION CARRIED 5-0.

 

Cemetery Fence Bids

Cemetery Chair Marylynn Scherlin reported that the Cemetery Committee met this afternoon and decided that they need to amend the invitation to bid and put it back out.  They want to make a couple of corrections to include replacing the 6x6 posts as needed, to include proof of insurance required and to add references required.  The completion date would also be changed to September 30th.  The walk through will be on July 8th at 1pm and bids returned no later then July 13th at 3pm.

 

Ball inquired whether that will give them enough time as the next Selectboard meeting will not be until July 18, 2011. Scherlin confirmed that it was enough time.  Sandy Harris will be sending letters out to all of those that bid previously and clarifying that we will only accept bids, not estimates.

 

A MOTION WAS MADE BY MICHAEL BALL TO ACCEPT THE CHANGES TO THE REQUEST FOR BID REGARDING THE CEMETERY FENCE PROJECT.  MOTION SECONDED BY ROBERT MILLER JR.  MOTION CARRIED 4-0-1 WITH CHRISTIANE HOWE ABSTAINING.

 

Scherlin also stated that she has been sending out notices regarding delinquent taxes.  She has been doing research on whether these properties have mortgage holders.  In the past, the attorney has sent letters to them and that has yielded results.

 

Courtemanche inquired as to why we use a separate attorney for this process.  Ball stated that it was ratified by the Board to do so when the switch was made to Richard.

 

Howe asked for clarification on the timeline for getting these notices.

 

Scherlin said that she always asks for payment agreements, she does not require that they pay everything up to date immediately.

 

A MOTION WAS MADE BY MICHAEL BALL TO PROCEED TO UNFINISHED BUSINESS.  MOTION SECONDED BY CHRISTIANE HOWE.  MOTION CARRIED 5-0.

 

 

 

 

 

UNFINISHED BUSINESS

 

Job Descriptions

Courtemanche stated that he would like to hold a special work session to get the job descriptions finished.  This will be a dinner meeting.  The work session will also be a time to work on a format and timeline for the job evaluations.  Special meeting set for Monday July 11, 2011 at 6:00pm.

 

Selectboard members need to meet with their Department Head Liaisons. Need to be better at their HR functions. The Selectboard needs to discuss with their Department Head how to better utilize their funds, search for other sources of funding, applying for grants, goals, etc.

 

Ball said that in the future, if we have a thought where we want to go then it needs to be communicated to the Department Heads.

 

Foyer Project

Courtemanche reported that Richard has been away until today and he will be in touch with him in the next couple of days.

 

General Discussion

Patricia O’Donnell wanted to publically thank Sally Brassor and Carol Hammond for all their work that they put in preparing for the court hearing.  There was a tremendous about of work that was put in by the both of them.  Thanks also to Jim Cane as well.  She also stated that Mike Courtemanche did a great job and represented the town extremely well.

 

Actuarial Services

Treasurer Sally Brassor reported that she did contact Trust Company of Vermont and they do not do Actuarial Services.  Still waiting to hear back from her contact at People’s Bank, but she knows that they do have that services.

 

VLCT Supplemental Insurance

VLCT does not carry supplemental insurance.  Brassor contacted COBRA and they have contacted our employees.  She has mentioned to our employees supplemental insurance so that they can look at both.  The representative from VLCT suggested looking at AARP and/or Catamount (state insurance).

 

New Bank Funds

Brassor handed out the forms for the Board to review.  This is for the copier fund and asphalt paving fund that were approved at Town Meeting. This will all be done by July 1st.

 

Brassor is on vacation from July 2nd until July 9th.  Warrants can be signed on July 11th.

 

A MOTION WAS MADE BY MICHAEL BALL TO AUTHORIZE CHAIR MICHAEL COURTEMANCHE TO SIGN THE AUTHORIZATION FOR THE NEW BANK FUNDS.  MOTION SECONDED BY CHRISTIANE HOWE.  MOTION CARRIED 5-0.

 

Brassor mentioned that she was just at the school board meeting where they do have fiber optic information.  They were having the discussion when she had to leave.  This is about Sovernet getting high speed into the municipality. A copy was given to Courtemanche.

 

It was mentioned to have Catrina email Seth Deyo and David Walker about attending the meeting on July 11th. Brassor will be attending the meeting on July 11th as well.

NEW BUSINESS

 

Fire Department

At this point in the meeting, the Selectboard was ahead of schedule on the Agenda and Todd Capen, Acting Fire Chief was not expected until 8:30pm.

 

Courtemanche acknowledged that this is an emotional topic and one that he feels he might not have handled properly.  He further stated that he wanted to meet with acting Fire Chief Todd Capen so that it can be clear on the expectations of both the Board and from him.  Also to talk about communication and support that was necessary on both sides. Additionally, Courtemanche wants to talk about the letter that was received by the Board.

 

It was discussed that until the Selectboard appoints someone, Todd Capen will remain the acting Fire Chief.  Only the Board can appoint the Fire Chief because of the powers that the Fire Chief has.  There are still issues that are unresolved and it was felt that having David Andrews present at the meeting would be helpful in clearing up a few matters.  Mike Ball will get in touch with David to see if he would be willing to come to the meeting this evening.

 

A MOTION WAS MADE BY CHRISTIANE HOWE TO TAKE A FIVE MINUTE RECESS.  MOTION SECONDED BY PATRICIA O’DONNELL.  MOTION CARRIED 4-0.  MICHAEL BALL WAS ABSENT FOR THE MOTION AND VOTE.

 

SELECTBOARD MEETING RECESSED AT 7:10PM

 

Courtemanche announced that the Board is waiting for someone to arrive to the meeting and that the meeting will resume when they arrive.

 

SELECTBOARD MEETING RESUMED AT 7:43PM

 

At this point in the meeting the Selectboard welcomed former Fire Chief David Andrews to the meeting.

 

A MOTION WAS MADE BY MICHAEL BALL AT 7:44PM TO ENTER INTO EXECUTIVE SESSION WITH MARIO BUISA AND DAVID WALKER ON A PERSONNEL MATTER, THE DISCLOSURE OF WHICH AT THIS TIME MIGHT BE DETRIMENTAL TO THE TOWN AND/OR INDIVIDUAL(S) INVOLVED.  MOTION SECONDED BY CHRISTIANE HOWE.  MOTION CARRIED 5-0.

 

EXECUTIVE SESSION ADJOURNED AT 8:34PM WITH NO ACTION TAKEN.

 

Courtemanche announced that in light of what happened last week; Todd Capen is acting Fire Chief for the Town of Vernon.  Capen would like to hear from the Board what their expectations are of him in this position.

 

Capen said that communication is a big expectation from both sides.  One item that was questioned was the availability of a job description.  The job description was not finished.  A copy of the mark up was made available to Capen.  Capen was invited to attend the meeting on July 11th.  Capen has been part of the fire service since 2004.  The most immediate item right now is the Mutual Aid agreement.

 

Current Officership is the same as before.  The main goal and challenge facing the fire department is recruitment and retention.  Capen outlined his credentials and his upcoming trainings for the Selectboard. The Selectboard asked all the Town Departments to strive to communicate better. 

 

David Andrews gave a brief description of the mutual aid agreement and why it was important to the Town. Ball elaborated on that.

 

A MOTION WAS MADE BY CHRISTIANE HOWE TO SIGN THE FIRE MUTUAL AID AGREEMENT.  MOTION SECONDED BY MICHAEL BALL.  MOTION CARRIED 5-0.

 

Lawley will make copies of the agreement and mail it off.

 

A MOTION WAS MADE BY MICHAEL BALL AT 8:41PM TO ENTER INTO EXECUTIVE SESSION ON A PERSONNEL MATTER, THE DISCLOSURE OF WHICH AT THIS TIME MIGHT BE DETRIMENTAL TO THE TOWN AND/OR INDIVIDUAL(S) INVOLVED. MOTION WAS SECONDED BY CHRISTIANE HOWE.  MOTION CARRIED 5-0.

 

EXECUTIVE SESSION ADJOURNED AT 9:20PM NO ACTION TAKEN.

 

A MOTION WAS MADE BY PATRICIA O’DONNELL TO ADJOURN THE MEETING AT 9:21PM.  MOTION SECONDED BY ROBERT MILLER JR.  MOTION CARRIED 5-0.

 

 

                                                           

                                                                                                Respectfully Submitted by:

 

                                                                                                                                                           

                                                                                                Catrina Lawley, Secretary

 

                                                                                               

 

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