GUILFORD SELECTBOARD

MINUTES

GUILFORD SELECTBOARD MEETING

June 14, 2010

PRESENT:  Richard Clark (Chair), Anne Rider (Selectwoman), Dan Zumbruski (Road Commissioner)

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

• Anne moved to approve the minutes from the Selectboard Meeting held on 5/24/10.  All in favor.  Motion passed.

III.       Recognition of Public  

o   Sandra Lynne

o   Richard Stewart

o   Will Wohnus and Terye Wohnus

o   Scott Barr (Broadbrook Road)

IV.       New Business

• Guilford Food Pantry – Sandra Lynne and Dick Stewart
  • There’s a small group who’s been investigating the need for a food pantry. Melinda Bussino said that 173 people were served in 2009. John Gagnon said that in December 34% of kids qualified for free and reduced lunch. Melinda doesn’t think the numbers will be going down.  Guilford Cares representative, Dick Stewart said the organization voted at their last meeting to adopt the Guilford Pantry as a project for Guilford Cares.  $300 has already been donated by Guilford Cares to do initial work at the Grange (which gave permission for the Guilford Pantry to be there).
  • Food will come from the Vermont Food Bank.  Initial fee for 1^st year is $35.  After that there’s a scale that tells what you pay based on how many pounds of food you get. Getting the word out ideas:  Facebook.
  • How to process the food: volunteer hours.
  • In some of these organizations, food is brought to the homes.
  • Every month there’s a commodity box that the Vermont FoodBank distributes monthly.
  • A list of materials (about $300) was created to make the space at the Grange work (insulation, wallboarding, electricity, etc.)  The big problem is lack of heat in the winter.  Richard Davis and Tina Blust will be writing a grant for the fridge and freezer. Hal Kuhns thinks he’s figured out how to get heat in there by next winter (for the 250^th celebrations. There’s a landing off the back kitchen door that would accommodate a freezer and fridge
• Concern about speed limit between Blueberry Haus and Guilford Country Store. The speed limit’s too high.  There should be signs about “Children at Play”, slow, curve, etc..  Blueberry Haus has added traffic and there are more people (walking) in the road.   We could be getting more revenue if there were more ticketing going on.  There is so many speeders out there and they come to Guilford. Volume of traffic has increased dramatically. The Selectboard will review the Traffic Ordinance and make an effort to contract with Windham Regional for the required traffic studies.
• Scott Barr’s concern about the Broadbrook Road was discussed.
• Certificate of No Appeal or Suit Pending – re: the Grand List – signatures required – Anne moved to accept and sign the Certificate.  All in favor.  Motion passed.
• Excess Weight Permits – Cianbro Equipment Corp., Todd Brown, Fitzpatrick Transport LLC.  Anne moved to approve the Excess Weight Permits with the usual restrictions.  All in favor.  Motion passed.
• Barrows and Fisher Oil – 2010/2011 Heating Season Contract – Town Garage, Oil & Kerosene. Anne moved to sign the contract with Barrow and Fisher.  Motion carried.
• Chittenden Bank – Note for 2010 Expenses – signatures required.  Anne moved that we sign the note.  Motion carried.
• Letter to Graham & Graham, PC – Termination of Contract – signatures required.  Anne moved to sign and send this letter.  Motion carried.

V.             Road Commissioner

• General Update – Road Commissioner was not present.

VI.       Finance

• Warrants:

·        P/R       05/30/10                                 $  4,201.01  

·        P/R        06/ 06/10                               $  6,331.82

·        P/R        06/13/10                                $  5,720.14

    TOTAL P/R                                  $ 16,252,97

·        Warrant  #22                                       $   9,147,45

·        TOTAL P/R & WARRANTS         $ 25,400.42

Anne moved to pay the above stated P/R Warrants from 05/30/10, 06/06/10 & 06/13/10 and Warrant #22.  All in favor. Motion passed. 

VII.          Communications

• Windham County Sheriff’s STARS Report – May
• Agency of Natural Resources – Project ID #WW-2-3734 – Permit Application - Parcel ID # 436 – Subdivide 75 acre lot with existing SFR into Lot 1 (15.5 acres) with existing SFR and developed Lot 2 (59.5 acres) to be deferred, located on Coolidge Highway
• Agency of Natural Resources – Project ID #WW-2-3730 – Permit Application & Project Review – Parcel ID #807 – Convert existing shed into a 2-bedroom apartment on same parcel as an existing 3-bedroom home – both home & apartment will share on-site water system and the waste water systems will be separate.
• 2010 Guilford Town Plan – SB copies for review to prep for Public Hearing on 6/28/2010.

Anne moved to adjourn the meeting at 7:26 PM.  All in favor.  Motion passed.

The next Selectboard Meeting will be held on Monday, June 28, 2010 at 6:30 PM at the Town Office, immediately following the Public Hearing for the 2010 Town Plan at 6:00 PM.

GUILFORD SELECTBOARD MEETING

May 24, 2010

PRESENT:  Richard Clark (Chair), Troy Revis, Jr. (Selectman), Anne Rider (Selectwoman), Katie Buckley (Administrative Assistant), Dan Zumbruski (Road Commissioner)

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

• Troy moved to approve the minutes from the Selectboard Meeting held on 05/10/10.  Anne seconded.   Motion passed.

III.       Recognition of Public  -

•  Dana Shepard (Deputy, Windham County Sheriff’s Department) – Deputy Shepard reviewed the Town’s contract for service for FY11.  He informed the board that while the hourly rate increased from $40 to $42/hr, there would be no change in the number of coverage hours due to complimentary time and grant time.  There was a discussion about the scope of service which would/could be provided; many of the deputies are specially trained for various types of calls.  Troy moved to renew the contract with the Windham County Sheriff’s Department for FY11.  Anne seconded.  Motion passed.  Further discussion ensued about various needs for coverage:  underage drinking parties, late night availability for law enforcement, the tent-dweller on the edge of the Broad Brook, etc. 

IV.       New Business

• Town Office Grounds Maintenance – Since the last meeting, Daniel Revis has rescinded his proposal for grounds maintenance for the Guilford Town Office.  Anne moved to accept the proposal from Mr. Handyman to continue their services. Troy abstained from the vote.  All in favor.  Motion passed.  Anne reminded the board that in the future, as with all contracts, they should be very clear in the process for Town contracts.  She suggested keeping track of when contracts expire and seeking out better cost options for the Town.  Katie suggested drafting a policy for this process. 
• Conservation Commission Appointments – Karen Murphy, Linda Lembke – Anne moved to appoint Karen Murphy and Linda Lembke to fill the two vacancies on the Conservation Commission.  Troy seconded.  Motion passed.
• Bullock Scholarship Committee Appointment – Kathryn Mason – Troy moved to appoint Kathryn Mason to fill the vacancy on the Bullock Education Scholarship Committee.  Anne seconded.  Motion passed.

V.          Finance

·        Budget Update – Katie provided the board with an update on the status of the Town budget to date.  She indicated that there won’t be enough money to pay expenses for the remainder of FY10 due to inaccurate budgeting and incorrect accounting of revenues.  She has spoken with Chittenden bank in regard to obtaining a loan to help us through.  She also indicated that since we won’t receive significant revenue again until property taxes are collected, there will be a need for an Anticipation Note (which is very standard).  There was a lengthy discussion regarding the vision of how Town finances will be reorganized as we moved into the future and the need to establish financial policies and procedures to support internal controls.

·        Dan Zumbruski provided a budget update for the Highway Fund.  There was a discussion about highway monies and how they were spent.  Dan indicated that the Town is awaiting Structures money from AOT to reimburse us for the Hale Rd. Bridge (Br. #44).  When it arrives he would like to put it in the Bridge Reserve Fund to build it back up.  There was a brief discussion on the sand shed project.  Dan mentioned reaching out to the Planning Commission to see if any permits would be needed from the State.  Katie will email Rick Zamore (Planning Commission) to see what he thinks.

·        Warrants:

·        P/R       05/16/10                           $    6,172.92

·        P/R       05/23/10                          $    3,461.73

    TOTAL P/R                            $    9,634.65  

·        Warrant  #21                                 $  33,864.19   

·        TOTAL P/R & WARRANTS   $  43,498.84

Anne moved to pay the above stated P/R Warrants from 5/16/10 & 5/23/10 and Warrant #21.   Troy seconded.  Motion passed. 

VI.       Communications

• Extension to Lodge the Grand List – Letter from Frank Rafferty – In the “long standing tradition” Frank asked the Dept. of Taxes for an extension to lodge the Grand List from the date of June 4^th to June 24^th.
• SVE – Letter – Clarifications for the Snyder/Coffey Act 250 Application
• FEMA - Pre-Disaster Mitigation Competitive and Flood Mitigation Assistance – grant programs for FY11 – Dan Z. indicated that he could not think of any areas for which we could apply.

VII.          Executive Session

• Anne moved to enter executive session to discuss a personnel issue at 7:36 PM.  She invited Katie Buckley to join.  Troy seconded.  Motion passed.  The board exited at 7:46 PM.
• Anne moved to re-enter executive session to discuss a personnel issue at 7:47 PM.  She invited Katie Buckley and Attorney Pat Beu to join.  Troy seconded.  Motion passed.  The board exited at 8:23 PM.
• Anne moved to authorize the Town’s Attorney, Pat Beu, to act on behalf of the Selectboard in a personnel matter.  Troy seconded. Motion passed.
• Pat Beu briefly outlined what her elected role as “Town Agent” entails since there has been some confusion about it.  This role is rather narrow in scope, mainly to represent the Town when it is being sued to receive service and to advise the Town in legal matters, which doesn’t necessarily mean retaining her as counsel.  Once she is retained she is no longer the Town Agent but rather just an attorney hired by the Town.

Anne moved to adjourn the meeting at 8:43 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, June 24, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

May 10, 2010

PRESENT:  Richard Clark (Chair), Troy Revis, Jr. (Selectman), Anne Rider (Selectwoman), Katie Buckley (Administrative Assistant)

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

• Troy moved to approve the minutes from the Selectboard Meeting held on 04/26/10.  Anne seconded.   Motion passed.

III.       Recognition of Public  -

•  Reed Cutting (WSWMD Alt. Rep.), Betty Frye (WSWMD Rep.), Chris Garofolo (Reformer), Bruce Gilman (AFD #1), Fred Humphrey (FOAVI), Bill Jewell (Conservation Commission), John Kristensen (Conservation Commission), Herb Meyer (AFD #1), Julia Miller, Sherry Roebuck (AFD #1), Brud Sanderson (Stevens & Associates), Isaac Wagner (WHT)

IV.       New Business

• Algiers Water System – MOU – Isaac Wagner updated the board on progress since the 4/10/10 meeting.  We (the Town) received the letter notifying us that we are included in the funding list for the EPA 2010 Appropriations in the amount of $363,000.00 for drinking water system improvements project, along with the supporting application package.  The two proposed routes for the waterline were outlined and discussed; both are similar in cost and risk.  Isaac led the discussion on the proposed Memo of Understanding, drafted by Brud Sanderson; each of the elements was touched upon.  The Town would own the water system and the Algiers Fire District would handle the billing.  A clearer understanding of how the usage would be measured is yet to be worked out with the Town of Brattleboro.  Although Steve Barrett (Town of Brattleboro, Director, Public Works) was not present, Isaac relayed that Steve would like there to be a master meter located near D&E on US Route 5, with his official position being that he does not want to do the individual billing.  Representatives present from the AFD #1 indicated (again) that they would be able to handle billing and collecting for the system, if Brattleboro could read the meters and electronically transmit the information to the AFD #1.  There was a discussion about the water usage through the fire hydrants which would not be individually metered – would it be charged to the GVFD?  The specifics of this would have to be worked out.  A work session involving all parties would be scheduled for a future date.  Isaac indicated that for WHT to really get working on the housing project piece that there will need to be motions passed from both the Brattleboro and the Guilford Selectboards “dig into this.”  Katie Buckley will research the minutes of Brattleboro Selectboard meetings to determine if a motion was ever passed formalizing the permission for Guilford to connect to their water system.  When Steve Barrett returns, she will communicate with him on how to proceed with regard to a solid commitment from the Brattleboro Selectboard on this issue.  No further progress will take place until Steve provides more details and direction on the matter.
• Conservation Commission – Update – Bill Jewell and John Kristensen addressed the board with an update on the progress of the Guilford Conservation Commission.  There was a lengthy exchange on the Ancient Roads project from onset to present date.  Anne asked for the support of the Conservation Commission in advancing progress of the town trails project – could there be a mass hearing to accomplish this?  Since it is such a huge project, Katie suggested the idea of breaking the whole project into smaller segments and working on those individually.  Anne indicated that she would like it to move forward.  Katie asked if the proposed trails would be open to only non-motorized traffic.  To this, Bill indicated that the Town must revisit the current Road Ordinance – work on its revision must start first before the project moves ahead.  Bill and John reported the following:  ongoing monthly walks around town, production of a map for inclusion in a pamphlet for the 250^th celebration locating points of interest in Guilford, the need to identify wildlife quarters and work with the Planning Commission on the preservation of them, seek out grants for support work, establishing a Town Forest bordering the power-lines, etc.
• Town Office Grounds Maintenance – Contract Proposals – There were two (2) proposals for grounds maintenance for the Guilford Town Office:  Mr. Handyman’s (our current contractor) and Daniel Revis.  Troy recused himself from the discussion.  Daniel Revis’ proposal offered two additional months of service and plow damage repair/reseeding for the same cost as our current provider.  Anne carefully reviewed the contract and expressed her concern as to whether there were other bids which should be solicited – were they following the correct process. Dick indicated that these were the only two they had received.  Anne moved to accept the proposal from Daniel Revis because it offered more services for the same cost. Dick seconded.  Motion passed.  (Daniel Revis later rescinded his proposal for services.  The Mr. Handyman contract for 2010 was continued, as service had already begun and no other proposals were on the table).
• Town Deputy Forest Fire Warden – reappointment, Michael Tkaczyk – Troy moved to reappoint Michael Tkaczyk as Deputy Forest Fire Warden.  Anne seconded.  Motion passed.
• WSWMD – Betty Frye & Reed Cutting – Betty Frye and Reed Cutting approached the board regarding the board’s decision to switch the current representation to the WSWMD.  Reed spoke in support of Betty’s hard work at the WSWMD.  Anne had indicated that she thought the board had made the decision to keep things as they were and not make the switch – there was some confusion about the formality of that decision.  Anne apologized for the board making an assumption and not talking to all the partied before making their decision.  Anne moved to reappoint Betty Frye as the representative to the WSWMD with Reed Cutting as the alternate.  She asked that they accept the board’s apologies for this.  Troy seconded.  Motion passed.  There was further discussion about how the original decision came about and the parties involved in this dialogue.  Betty presented the board with a draft of the WSWMD Planning/Operations Committee 2010 Priorities.  She also approached the board on trying to organize a Guilford based sub-committee to address telecommunication/broadband needs – she was seeking names of possible interested residents to join.  No names came to mind.
• Treasurer – vacancy – Anne moved to appoint Katie Buckley to assume the position of Treasurer until March 1, 2011, when the vacant term expires.  Troy seconded.  Motion passed.  Anne wanted to add in support of her motion that the board received other applications and performed interviews, to which they were very pleased.  Anne also expressed that the board felt Katie was the only person who had experience in municipal finance and because of the unique present nature of this position she would be able to hit the ground running. 
• NEMRC – Katie asked the board to consider a proposal for services from NEMRC (they provide the municipal accounting software/technical training to Guilford).  Since she and Joe Hunt (Assistant Treasurer) will be taking on new duties through the Treasurer’s Office, they will need technical assistance and training in some of the modules in which they have no experience.  (There is money in the budget to fund this).Also, included in this proposal is the purchase of the “Cash Receipts” module.  Katie explained that this module would be used for all cash transactions which occur in the Town Office (all fees collected, registrations, licensing, taxes collected, etc.).  It would provide a clean audit trail from the initial receipt of money to when it is deposited into our bank account, as well as automatically posting it to the General Ledger.  Katie outlined for the board the need to put various financial policies and procedures in place.  Troy moved to authorize the approval of the NEMRC contract for the Cash Receipts Module and technical training for Katie and Joe in the amount of $7,400.00.  Anne seconded.  Motion passed.
• There was a brief discussion about the Board of Abatement hearing scheduled for May 13, 2010.
• Anne moved to allow the Guilford Recreation Club to use the Town’s bulk rate mailing permit for their annual fund drive as long as they reimburse the Town for all the expenses incurred as a result.  Troy seconded.  Motion passed.

V.          Old Business

• Right-of-Way Survey, TH36– Lowry Road – Thomas Wagener, LS – Just a general reminder that this work should start at the start of FY11.  Katie will talk to Dan Zumbruski to follow up.
• Katie provided a brief update on her progress for funding the Green River Covered Bridge preservation project.  She reported on her meeting with Bob Stevens (Stevens & Associates) in which they discussed options for preparing a more technical scope of work/engineering study to make the project “shovel ready.” Bob will write a proposal and send it to the Town.  When completed, it would be used as the primary document when applying for funding and grants.  Anne mentioned coordinating a meeting with the Green River residents when more details are known to update them.

VI.       Finance

·        Warrants:

·        P/R       05/06/10                                 $     5,047.60

·        P/R        05/13/10                                $     4,001.53

    TOTAL P/R                                  $     9,049.13

·        Warrant  #20                                       $   21,431.33   

·        TOTAL P/R & WARRANTS         $   30,480.46

Troy moved to pay the above stated P/R Warrants from 5/06/10 & 5/13/10 and Warrant #20.   Anne seconded.  Motion passed. 

VII.          Executive Session

• Anne moved to enter executive session to discuss a personnel issue at 8:27 PM.  Troy seconded.  Motion passed.  The board exited at 8:44 PM.

VIII.       Communications

·         ANR – Project Review Sheet – CVPS – Reconstruction of 5,000’ of utility line in its existing alignment – Pole heights in existing corridor will not increase by more than 10’ – Width of clearing will be 20’ or less for the entire project.

·         WW Permit #WW-2-2175-R1 & Project Review Sheet – Snyder/Coffey – Amend previous permit and create a 2 acre parcel (Parcel 1) for the studio and Parcel 2 is the remaining 330.04 acres – Act 250 permit will be required.

·         Act 250 Permit Application – Snyder/Coffey

Anne moved to adjourn the meeting at 8:48 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, May 24, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

April 26, 2010

PRESENT:  Richard Clark (Chair), Troy Revis, Jr. (Selectman), Anne Rider (Selectwoman), Katie Buckley (Administrative Assistant)

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

• Troy moved to approve the minutes from the Selectboard Meeting held on 04/12/10.  Anne seconded.   Motion passed.

III.       Recognition of Public  -

•  Roberta Bremmer, Chris Garofolo (Reformer), Fred Humphrey (FOAVI), Joe Hunt (Assistant Treasurer), Herb Meyer (AFD #1), Carole Mills, Addie Minott, Eric Morse (FOAVI, President)

IV.       New Business

• Algiers Fire District #1 (AFD) – Connection to Municipal Water – Herb Meyer – Herb informed the board that he had met with Attorney pat Beu about the charter for the AFD.  He learned from her that due to the manner in which the group was established, they cannot own the proposed water line infrastructure.  Pat told Herb that if the Town agreed to take on the ownership, the AFD could enter into an agreement to manage it.  Katie read an email from Isaac Wagner (WHT) which followed up on some of the information shared at the 4/12/10 Selectboard Meeting.  Dick posed the question of whether the voters would have to decide if they Town took ownership of the water line; the consensus was “no.”  There was a discussion about who might be accountable for the individual billing once Algiers residents connect and how bills might be determined – meters or estimated usage formula.  All thought individual meters are the best alternative.  Herb thought that the AFD might be able to handle the billing.  Anne was concerned that it may be too much of a burden.  Anne moved to enter into an agreement with the Town of Brattleboro in which the Town of Guilford would assume ownership of the municipal water line system in Algiers with the understanding that the Town of Brattleboro would perform the maintenance and repairs.  Troy seconded.  Motion passed.  Katie will communicate this information to the involved parties and invite them to the 5/10/10 Selectboard Meeting to expand on this discussion.

• FOAVI – Land Adjacent to Guilford Country Store – Eric Morse – Eric addressed the board about the purchase of the .75 acre parcel of land adjacent to the Guilford Country Store.  This subject was broached in 2005, before the death of Jim Good.  Eric asked the board to once again consider the purchase of this land for the purpose of housing the recycling area for the Town.  He provided additional details about the property and background about the negotiations for the un-executed purchase of it.  Eric informed the board that at that time, the issue was voted on during the 2005 Guilford Town Meeting and passed, but nothing ever materialized afterward.

“Article 15:  Voted to authorize the Selectboard to investigate and/or authorize the purchase of the between Partridge Road and the parking lot of the Guilford Country Store consisting of .75 acres for use as a location for the recycle bins.” – Taken from the Guilford Town Report, Summary of the 2005 Town Meeting (Katie read this article aloud).

Eric read a letter which he wrote to the board (from 2005) which explained the negotiation he had been asked to broker and the potential development options for this space.  It was unclear to all if the issue was voted on in 2005, does the action still stand in present day.  Katie will look into the legality of this question.  There was a discussion about how binding Article 15 still may be or not. Anne indicated that the town hasn’t budgeted for this, thus is not in a position to make a purchase until FY12.  Eric offered some alternative ideas to aid with this financial hurdle: grant opportunities, an interim owner, etc.  Eric expressed his hope that the Town would acquire the property so that there could be positive planned development of the site for the benefit of the residents by keeping the recycling there.  Katie will follow up with attorneys from the VLCT and investigate potential grant opportunities fund the acquisition.  Anne moved to investigated possibilities for working cooperatively with the Friends of Algiers Village to acquire the .75 acres with the idea of turning it into a recycling area.  Troy seconded.  Motion passed.

• Unlicensed Dogs – request change in procedure – Dogs which are not licensed before April 1^st are late.  Before May 1^st late notices are mailed dog owners notifying them of their tardiness and informing them of the late fee associated with this.  By May 15^th, a report of unlicensed dogs is given to John Lynde (Dog Officer) so that he can call everyone listed.   Joe and John had discussed what might work best with regard to handling this.  Joe asked if they could skip the mailing of the notices (to save time and money) and start making the phone calls in mid-April instead – they think it will be more effective in many ways.  Troy moved that Joe and John adopt the new process of calling dog owners instead of mailing a notice.  Anne seconded.  Motion passed.
• Town Website/Gazette – Updates – Troy and Katie met with Stuart Strothman about the Town website.  Some of the past confusion in using the Guilford School’s website was the name:  www.guilfordschool.org .  Users were confused when they Googled the Town why they would find the school’s website listed.  Stuart mentioned that we could buy a new domain name, i.e. www.guilfordvermont.org, and redirect the URL for the school’s website to this new address, thus eliminating the confusion.  Stuart’s wife is a webmaster and would be able to provide that service at a nominal cost to the Town. There was also a conversation about the Town having a section of next year’s issues of the Gazette.  Stuart offered to either resume the summer issue, as was done in the past, or give the Town its own section of the other three issues which are published during the school year.  There was agreement amongst the board members that having a summer issue is too much work; the idea of having a Town dedicated section was more desirable.  The suggestion was made to have students working on the Gazette come to a Selectboard Meeting at the beginning of the school year to discuss the Town’s needs.  Anne moved to authorize the Town to spend up to $300 of the Gazette funds for the purpose of getting the website switched over to the school.  Troy seconded.  Motion passed.  Troy will sit down with Stuart this week to update the Town information which is currently outdated on the present school’s site.
• Council on Aging – Co-representation for Guilford – Susan Davis would like to be the co-representative to the Council on Aging with Ray Walker.  Anne moved to appoint Susan as the co-representative.  Troy seconded.  Motion passed.
• Town Office – Access to Facility – Key Lock Box – Katie asked the board if she could investigate the possibility of getting an inexpensive programmable key lock box for the Town Office.  A number of people have keys and frequently misplaced their keys or forgotten them for meetings.  Having this box would reduce the number of keys in circulation and eliminate the times when a key has to be “left somewhere” for access.  The board told Katie to look into it.
• 2009 Bridge Inspection Summary Report – signatures – The report is for the Ogden Bridge.  Anne moved to accept the Inspection Report.  Troy seconded.  Motion passed,
• Municipal Planning Grant Resolution – Planning Commission – signatures – The Planning Commission is applying for additional funds through the Municipal Planning Grant Program to continue work on the process for the zoning bylaws.  Troy moved to sign the grant resolution.  Anne seconded.  Motion passed. 
• Town Office Grounds Maintenance – Mr. Handyman contract renewal – The contract is the same as last year.  The board questioned the why plow damage is excluded from the contract amount.  Katie will follow-up with Ed Sauve to learn more.  Tabled until more information is obtained.
• Treasurer – Anne moved to appoint Katie Buckley as Treasurer until the term expires on May 1, 2011.  This motion was not passed.  A discussion ensued regarding the best way proceed on the matter.  The statute directs that the board may either appoint or they may post the vacancy.  Katie asked Roberta Bremmer if she knew of any statutory obligations that the office of the Treasurer may have on a day to day basis that Joe Hunt, Assistant Treasurer could not do in his capacity.  She could not think of any.  The board decided that it would be best to post the vacancy to see what it yields.

V.          Discussion

• Delinquent Tax Sales  - There was a brief discussion about why the Town has never had delinquent tax sales for properties with excessive delinquent taxes.  This is because the legal fees associated with the process most often be more than the amount of the taxes owed and thus prohibitive for the Town.  Barbara Hunt, Delinquent Tax Collector, has an effective method in place for collecting payments.
• Budget Updates – establish a regular schedule – A budget update will take place the second meeting of each month.  This will be addressed further once a new Treasurer is appointed.

• Reconfigure Town Office setup to accommodate separate offices of Treasurer & Town Clerk – A meeting will take place with office staff to discuss options and look at office space layouts.

VI.       Highway

• Vermont AOT – Meeting with John Alexander - Friday, April 30^th, 9:00 AM

VII.          Finance

·        Warrants:

·        P/R       04/22/10                                 $     5,251.65

·        P/R        04/29/10                                $     3,398.21

    TOTAL P/R                                  $     8,649.86

·        Warrant #19                                        $   11,319.22   

     19,969.08

Troy moved to pay the above stated P/R Warrants from 4/22/10 & 4/29/10.  Anne seconded.  Motion passed.  Anne moved to pay Warrants #19.  Troy seconded.  Motion passed.

VIII.       Executive Session

• Anne moved to enter executive session at 7:50 PM to discuss a personnel matter.  Joe Hunt, Assistant Treasurer and Katie Buckley, Administrative Assistant, were asked to join.
• At 8:16 PM the board exited the executive session.
• At 8:18 Anne moved to enter into executive session to discuss a personnel matter.  Just the members of the board were present.
• At 8:30 PM the board exited the executive session.
• Anne moved to enter executive session at 8:35 PM to discuss a personnel matter.  Katie Buckley was asked to join.

IX.       Communications

• Conservation Commission members to attend 5/10/2010 SB Meeting
• Email – Isaac Wagner, WHT – Algiers Water Line – follow up – read during water line discussion above.
• George D. Aiken – Grant RFP’s for Community Wildlife Protection Planning
• WSWMD – Notice of Meetings
• Green Up Flyer

Anne moved to adjourn the meeting at 8:48 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, May 10, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

April 12, 2010

PRESENT:  Richard Clark (Chair), Troy Revis, Jr. (Selectman), Anne Rider (Selectwoman), Katie Buckley (Administrative Assistant)

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

• Troy moved to approve the minutes from the Selectboard Meeting held on 03/22/10.  Anne seconded.   Motion passed.

III.       Recognition of Public  -

• Steve Barrett (Brattleboro Public Works Director), Pamela Corbett (WSESU), John Gagnon (GCS Principal), Chris Garofolo (Reformer), Herb Meyer (AFD #1), Maddy Meyer, Eric Morse (FOAVI, President), David Nightingale (Puppy Acres), Robert Stevens (Stevens & Associates, P.C.), Jason Touchette (GCS Guidance Counselor), Isaac Wagner (WHT)

IV.       New Business

• Algiers’ Connection to Brattleboro Municipal Water System – Katie explained that the reason for bringing all parties together was to discuss the administration of the waterline project (both getting it built and the aftermath) and the timing of it. After some brief introductions, Bob Stevens provided background and details of the proposed connection to the Brattleboro municipal water system for the Algiers Village.  He added that the project would be funded independently at no cost to the Town.  He indicated that the hope was that the Algiers Fire District #1 might own/manage the system and contract with the Town of Brattleboro for its maintenance.  The cost of maintenance would be funded through user fees.  Steve Barrett briefly outlined some of the different methods of metering water usage and how it might affect the billing.  Anne asked Herb Meyer whether he thought the AFD #1 might want to take this on.  Herb stated that the charter for the Fire District states that they are set up to manage a wastewater system, not a water system.  He said he would have to look into if this is even possible.  Anne asked how the Selectboard is involved or if this is an issue for the AFD #1.  Steve Barrett explained that adding this new layer of management (for the water system) may be too much of a burden for the Fire District to handle.  Bob Stevens suggested that in addition to contracting with the Town of Brattleboro for the maintenance of the system, perhaps they could also contract for the billing; that conversation has not yet taken place.  Steve mentioned that as time goes on the need for the water system may grow and perhaps the Town of Guilford might have to step and manage it.  He also mentioned that the decision to take on Guilford’s (individual) billing, or not, would be decided by the Brattleboro Selectboard.  Katie asked if there was a billing arrangement which Brattleboro had for their water system with any other towns. Steve indicated they do not.  Katie asked Herb if it were possible for the AFD #1 to change their charter to include a water system in addition to the waste water element.  There was general agreement that this might be possible.  There was a discussion about which entity should own the pipes.  Steve expressed that Brattleboro definitely would not own the pipes – it would either be the Town or the Fire District.  Bob Stevens suggested that he and Steve might meet to form an outline of how all this might work – a concept – and then the lawyers figure it out.  Steve also suggested that the Town and the Fire District to understand where they want to go with this.  The crux of the whole issue is the Windham Housing Trust’s housing project – to receive its funding it must have municipal water, to fund the water project there must be the housing project.  Katie asked Isaac if the WHT felt certain that they had secured funding for the housing project.  He indicated that they are working on submitting applications for that – he felt certain that there definitely is a “project” and that they can make it work.  The Selectboard will meet with the AFD #1 at an upcoming meeting.  Bob hopes to have an outline in the next 4-6 weeks.
• Safe Routes to School Project – Pamela Corbett, John Gagnon, Jason Touchette – Pamela provided a brief overview of the two year grant project: year one was to determine what the barriers are for children walking/biking to school and year two will be to determine the feasibility of providing infrastructure (sidewalk) for them to do the same.  They would like to focus on the stretch of roadway which connects the school to Guilford Center (the library).  Anne expressed her thanks for the group informing the Town of their intentions.  She asked what they needed from the board.  Pamela indicated that she would like a letter of support from the board chair to add to her grant application for a feasibility study.  She had already drafted a letter which she will email to Katie for Dick to sign.  Anne moved that the board support the feasibility study portion of the grant to explore pedestrian walkways from the library to the school.  Troy seconded.  Motion passed.  A brief discussion followed about where a sidewalk might be placed and how it might be maintained.
• Town Pound – David Nightingale – David approached the board regarding the possibility of continuing the relationship of the Town Pound with Puppy Acres, after his mother, Linda Nightingale’s passing.  He outlined some reasons why he felt it was important for both parties to maintain this arrangement.  There was some discussion about the idea of John Lynde taking over the role of Town Pound (Katie read an email from John expressing this interest) but he is not prepared to do so at this time.  Katie will follow up with John and look for a contract on file for Puppy Acres.
• Green River Covered Bridge – Alternative Funding for Rehabilitation – The Town did not receive an award for the Transportation Enhancement Grant which they applied for in October 2009 to restore the Green River Covered Bridge.  As a result of this, Katie asked the board for their permission/support to pursue another angle to fund this project.  She would like to take the Technical Assistance Report which was obtained through the grant application process to the engineering firm of Stevens and Assoc., P.C. (Bob Stevens) to see if they can generate a more specific, scope of work from which bids may be sought.  Once this is done, she will approach the Structures Engineer from VTrans, explaining to him that our project is “shovel ready.”  The hope is that the covered bridge project might be put in the queue if there is Structures money left over from other projects.  No action was taken.  Katie will speak to Bob, gather more information and report back to the board her findings.
• Budgeted Money for Newsletter FY10 – Typically the Town has budgeted money to the school for the Gazette.  Anne suggested that Troy and Katie speak with Stuart Strothman (GCS Teacher) about what they thing might be a reasonable amount to give to them for their work on the website and the Gazette.  Troy will arrange a meeting.
• WSWMD – Guilford’s Representation – Joe Kowalski (of WSWMD) had contacted Dick regarding Guilford’s representation to the WSWMD.  He had indicated that their hope was to have some private haulers as representatives when possible.  The suggestion was made that Reed Cutting (present alternate rep.) become the primary representative for Guilford and Betty Frye become the alternate.  Anne moved to change the configuration to reflect this switch.  Troy seconded.  Motion passed.  Katie will draft a letter to Betty and Reed (from the board) notifying them of this change and why.
• Guilford Country Store Recycle Bins – recognition for clean up – Three Guilford women: Brenda Hogenmiller, Natalie LeChance and Alice Revis spent 7 hours, collecting 6- 55 gallon bags of trash around the recycling bins at the Guilford Country Store.  They did an excellent job for which all should be grateful.  Katie will draft a letter of thanks from the board to these women for their hard work.
• State Auditor, Tom Salmon – Conversation with Dick – Tom Salmon notified Dick telling him that one of his field agents is looking into some of the financial concerns of the Town.  Dick invited him to the Selectboard Meeting which will take place on 4/26/10.  There was a brief discussion about what the role of the State Auditor’s Office is in relation to towns.
• NEMRC – Change of Contract Letter – Katie drafted a letter to NEMRC asking them to take our last two months of payment for the Town’s payroll services they provide and redirect that money to train her and Joe on processing payroll in house.  Anne moved to sign and approve the letter to change this contract.  Troy seconded.  Motion passed.
• Letter of Appreciation – Rick Hege, Rescue Inc. – Anne moved to sign the letter of thanks to Rick Hege for his service.  Troy seconded.  Motion passed.
• Signing Authority for Selectboard Chair for Specific Monthly Expenses – There are 4 monthly expenses which fall outside of the warrant cycle and are regularly paid late: VT Fish & Game, VT Marriages, VT Dogs and Dan’s AT&T bill.  Joe Hunt asked the board to authorize their payment on a regular basis out of cycle to avoid late penalties.  Anne moved to have these 4 bills paid on a warrant outside the schedule of a regular Selectboard meeting and require the two signatures of both Dick and Troy for authorization.  Troy seconded.  The warrant will then be reviewed at the next Selectboard Meeting following its approval.
• Vacuum for Town Office – Katie asked the board for permission to purchase a new vacuum for the Town Office.  The old one no longer works properly.  Anne moved to authorize the purchase of a new vacuum.  Troy seconded.  Motion passed.

V.          Discussion

• Town Website – Katie followed up with the board to notify them that there is no formal contract with the current website provider.  Katie will let them know that we will be terminating our service with them.

VI.       Highway

• General Update – Dan informed the board that he thinks he came in under for the Winter Budget.  This is good news.
• The new radio upgrade (to a narrow band frequency per federal mandate) has proven to be problematic.  Communication between town vehicles is almost impossible.  Dan has complained to the radio company to rectify the matter. 
• Uniform Municipal Excess Weight Permit – Camp Precast Concrete Products, Inc., Derrig Excavating, Inc., Bazin Brothers Trucking, Cardinal Logistics, Michael L. Townsend.  Troy moved to authorize the aforementioned Excess Weight Permits with the usual restrictions.  Anne seconded.  Motion passed.

VII.          Finance

• Warrants:

·        P/R        04/01/10                                $        4,106.76

·        P/R       04/08/10                                 $        4,166.07

·        P/R        04/15/10                                $        4,541.56

    TOTAL P/R                                  $      12,814.39

·        Warrant #18                                        $      28,757.83

·        Warrant #18A                                     $             70.74

·        Warrant #18B                                     $           138.00

·        Warrant #18C                                     $        5,520.41

·        TOTAL P/R & WARRANTS         $      47,301.37 

Troy moved to pay the above stated P/R Warrants from 4/1/10, 4/8/10 & 4/15/10.  Anne seconded.  Motion passed.  Anne moved to pay Warrants #18, #18A, #18B & #18C as stated above.  Troy seconded.  Motion passed.

VIII.       Communications

• Letter of Thanks - Senator Patrick Leahy – to Dick for speaking at the public announcement on 2/16/10.
• VLCT - Town Health Officer Workshop – Wed, 5/5/2010
• Living History Association – Wilmington Old Home Week Parade
• Windham County Sheriff’s Dept. – Report – February, 2010

IX.       Executive Session –

• Anne moved to enter into executive session at 8:15 PM to discuss a personnel matter.  Troy seconded.  Motion passed.
• The board exited executive session at 8:43 PM. No action taken.

Anne moved to adjourn the meeting at 8:44 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, April 26, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

March 22, 2010

PRESENT:  Richard Clark (Chair), Troy Revis, Jr. (Selectman), Anne Rider (Selectwoman), Katie Buckley (Administrative Assistant)

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

·         Troy moved to approve the minutes from the Selectboard Meeting held on 03/08/10.  Anne seconded.   Motion passed.

III.       Recognition of Public  - Don McLean (Guilford 250^th)  

IV.       New Business

·         Guilford 250^th – Town as Fiscal Agent – Don McLean – There was a brief discussion about the Town acting as the fiscal agent for receiving grant funds and donations for the Guilford 250^th Celebration.  Don informed the board of an upcoming fund drive through a town-wide mailing.  The hope is to receive donations by mail from local residents.  Don asked the board if the Town Office (236 School Rd.) could be used for the return address could for the donations.  He also requested that the Town be the receiver of funds.  He indicated that he (or another member from the 250^th Committee) would come to the Town Office on a regular basis, once donations started to come in, to prepare the deposits.  Anne inquired if the accounts for the 250^th Celebration special article funds from FY09 & FY10 (Liability & Revenue accounts) had even been established in the Town’s books because it appears that they have not.  She asked Katie if she were in the position to create these accounts.  Katie told Anne that she could but it really should be Jackie Root (Treasurer) who should do it.  Anne moved that the Selectboard authorize their assistant to communicate to the Treasurer that these accounts must be created by the end of the week (Friday, March 26th) to properly account for existing 250th funds and be prepare for receiving new funds as soon as they arrive.  Troy seconded.  There was a brief exchange on how the mechanics of how the donations received in the mail might be handled.  The idea of the Town accepting credit cards as a method of payment - for the donations as well as other Town business - was also discussed (no action taken).  Anne moved that the Town accept individual donations for the 250^th.  Troy seconded.  Motion passed.

·         Guilford Fire Warden (re)Appointment – Dan Stoughton – Anne moved to re-appoint Dan Stoughton as Fire Warden.  Troy seconded.  Motion passed.

·         VCDP (Vermont Community Development Program)/Closeout Agreement – 2009 Annual Reports – approval – Anne asked Katie about the details of this agreement.  She told Anne that each year the Town must provide a financial report to the Agency of Commerce and Community Development (ACCD) outlining the use of funds/balances for the previous calendar year.  This “revolving loan fund” was established back in the 1990’s to assist residents in connecting to the Algiers sewer system.  These funds are now used to extend loans to LMI residents who must make necessary repairs to their homes for them to be livable.  Historically, this report has always been done by the Guilford Town Clerk.  The ACCD sent 3 separate notices to Jackie Root requesting this report (as it was necessary for them to have it to review the pending application for a VCDP Planning Grant for the Country Store Project).  After not receiving the report from Jackie, the ACCD contacted Katie regarding it.  Katie compiled the research and completed the report.  Anne thanked Katie for getting it done.  There was a discussion about the fact that Jackie had Joe Hunt come in on a Saturday to work on producing this report even though Katie had already gathered all of the data. 

V.          Discussion

·        Selectboard Goals & Objectives for FY11 – Anne indicated that once again the agenda for the meeting seems set for them (the board) rather than them setting the agenda.  She expressed that there are things that really need to be taken care of right away – she is concerned for the Town’s “fiscal prudence.”  Anne outlined some of the unnecessary ways the Town has been spending money:  on payroll for Joe producing work which had already been done (the aforementioned VCDP report), on excessive accounting questions of Jeff Graham and Katie Keenan – both of whom charge a high rate per hour for their time, etc.   These issues must be addresses.  She went on to say that increased communication between the Selectboard and all commissions/offices/committees is the goal for the coming year.  Dick suggested that the board attempt to somehow get better communication with the residents.  Katie suggested the idea of gathering email addresses to form a town-wide electronic mailing list – we could start gathering the information at the general election held in November and continue to collect addresses at Town Meetings, etc.  There was a general discussion about improving communication between the commissions, the school and the residents.  Troy expressed his concerns that the Town not continue to raise property taxes in the future.  An exchange about possible ways of doing this ensued.

·         Town Pound – In light of Linda Nightengale’s passing, the board is unsure of whether Puppy Acres will continue to as the Town Pound.  John Lynde (Dog Officer) has expressed interest in boarding dogs on his property with the possibility of operating the Town Pound.  Anne moved that the board ask John Lynde for an estimate of how long it might take him to be up and running to accomplish this.  Troy seconded.  Motion passed. 

VI.       Other Business

·         Executive Session - At 7:36 pm Anne moved that the Selectboard enter into Executive Session to discuss a personnel matter.  Troy seconded. Motion passed.  At 8:01 pm the board resumed their regular meeting.

·         Anne moved that the board gather information to gain a better picture of the Town’s financial situation from:  Tim Fogg (Pieciak), Jeff Graham, Cynthia from NEMRC.  Troy seconded.  Motion passed. 

·         Troy moved that on April 5^th the Guilford Selectboard meet with the Guilford School Board during their regular meeting and enter into Executive Session to discuss ongoing concerns regarding the performance of the Treasurer.  Anne seconded.  Motion passed. 

·         Anne moved to authorize the Selectboard’s Assistant to gather documentation of specific financial concerns which have occurred over the last year and a half to provide a clearer picture of what is going on in the Office of the Treasurer.  Troy seconded.  Motion passed.

·         Dick will speak to Jim Barlow (VLCT Senior Attorney) regarding some of the legal issues surrounding this matter.  Anne will also reach out to Deb Markowitz (Secretary of State) to see what advice she can offer.

VII.          Highway

·         Dick provided a brief update on the roads – all in all they are in good shape. 

·         Uniform Municipal Excess Weight Permits – Camp Precast Concrete Products, Inc., Derrig Excavating, Inc. – Troy moved to approve the permits with the usual restrictions.  Anne seconded.  Motion passed.

VIII.       Finance

·        Warrants:

·        P/R        03/18/10                                $    5,394.43

·        P/R        03/25/10                                $  12,272.50

    TOTAL P/R                                  $  17,666.93 

·        Warrant #17                                        $  21,628.44

·        Warrant #17A                                     $         61.00

·        TOTAL P/R & WARRANTS         $  39,356.37

·        Corrected Warrant #16                       $  18,254.12

Anne moved to pay the above stated P/R Warrants from 3/18/10 & 3/25/10.  Troy seconded.  Motion passed.  Troy moved to pay Warrants #17 & #17A as stated above.  Anne seconded.  Motion passed.

Troy moved to amend Warrant #16 from the Selectboard Meeting held on 3/8/10 to the new amount stated above.  Anne seconded.  Motion passed.

IX. Communications

·         Rescue, Inc. – Rick Hege – resignation email.  Anne moved that the board send a letter to Rick Hege thanking him for his service and letting him know that he restored the board’s faith in Rescue, Inc because of his frank and professional dealings with them.  Troy seconded.  Motion passed.

·         ANR – Act 250 Notice – Minor Application – Commonwealth Dairy, LLC

·         Act 250 Land Use Permit Application – Commonwealth Dairy, LLC – hand delivered to Richard Clark - Downs Rachlin Martin PLLC

Anne moved to adjourn the meeting at 8:18 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, April 12, 2010 at 6:30 PM at the Town Office.

________________________       ______________________     __________________________

Richard Clark, Chairman               Troy Revis, Jr.                          Anne Rider

GUILFORD SELECTBOARD MEETING

March 8, 2010

PRESENT:  Richard Clark (Chair), Troy Revis, Jr. (Selectman), Anne Rider (Selectwoman), Jaclyn Root (Town Clerk/Treasurer), Dan Zumbruski (Road Commissioner), Katie Buckley (Administrative Assistant)

I.             Call to order, 6:30 PM, by Katie Buckley.

II.          Election of Board Chair –

·         Anne moved to nominate Dick Clark to Board Chair. Troy seconded.  Motion passed.  Dick resumed

III.       Approval of Minutes   

·         Troy moved to approve the minutes from the Selectboard Meeting held on 02/22/10.  Anne seconded.   Motion passed.

IV.       Recognition of Public  - John Kristensen, Elly Majonen (Auditor), Neil Quinn (Auditor),  

V.          New Business

·         Painting Donation – John Kristensen – In 1978, John Kristensen purchased a water color painting by Paul Stone of Evans’ Mill.  It hung in his office for 30 yrs.  He said he would like to donate it to the Town. Anne moved that the Town accept this generous and lovely gift.  Troy seconded.  Motion passed.  Dick asked Katie to get a small plaque made to place under it, once it is hung.

·         Guilford Town Auditors – Neil Quinn and Elly Majonen – Neil asked the board what they would like to know from the Auditors to which Dick replied “fiscal health of the Town.”  Anne explained that two of the initiatives for the Selectboard this year is to improve communication with the various branched of Town government and get more involved in the Town’s finances.  She thought that since Elly is new to her position and a thorough audit was just completed that it made sense to start with them.  Anne asked for a frank discussion about their (Elly and Neil) thoughts and feedback on the process.  Elly explained that is was a great deal of work to get the Town Report done.  There were many reports which they received very late.  There was a lot of time spent chasing them down (she noted Katie’s help in doing this).  Because of this, it didn’t leave the Auditors much time to proof the reports before publishing the Town Report.  Neil noted that the professional audit results for the Town (Graham & Graham) were very late and non-existent from the school (Piechek). The typical reports from the school’s auditors were not included.  Neil noted that the information from Jim Kane (WSESU) was very good and he was excellent to work with. 

Neil explained that when they have to wait for reports it makes it impossible to lay out the Report until all pieces are received.  Anne asked Jackie why Graham & Graham’s results were so late.  Jackie explained that she did not receive the audit results from them until 2 weeks before the Town Report deadline of 2/5/10 and said that she gave them immediately to Neil.  (The results were actually received by Jackie on the morning of 1/21/10 via an email.  Katie had asked her to forward a copy of this email to her for her files.  Katie ultimately emailed this information to Neil on 2/2/10, as he had not received it yet from Jackie). Neil explained that the results from Graham were very difficult to interpret as they made a lot of adjustments but did not include any notes about them. 

Neil told the board that typically the mandate of the Auditors (elected) has not been to assess the fiscal health of the Town – that is what the professional auditor is paid to do.  The Auditors have concerned themselves with putting the Town Report together in a format which is readable to the voters and do it accurately.  Neil explained that with many of the financial statements which they received this year from Jackie, the starting balance for this year (FY09) did not match the ending balance from last year (FY08) – “that is a red flag.”  Neil described a number of reasons why this might occur, all requiring a fair amount of digging to determine. A number of them were adjustments which Graham has made to the previous year’s audit from Keenan and Jones.  Neil went on to say that he and Elly are most concerned with thinking about next year because at this point, while there are still some questions, they need to move forward. 

They (Neil and Elly) would like to focus on how to improve the process so this doesn’t happen again.  Anne suggested backing up the timeline, to which Neil stated “absolutely.”  Neil provided an Auditors’ Report for the board.  Elly stated that the fiscal year ends on June 30^th – there is no reason why that preliminary numbers shouldn’t be available by September.  Jackie explained that the Town uses a “modified accrual” method of accounting.  This means that she has 60-90 days from June 30^th to “do changes.” She said that “invoices keep coming in and you have a 90 day period to go back and put them into the previous year….and you cannot give it to the accountant unless that is done.”  Neil asked Jackie if she were leaving those changes to be made by the accountant instead of her, to which she replied “no...we have to make them.”   Neil indicated that he thought the reason the reports were so late was because he was led to believe that Graham had to make the changes, not Jackie.  Jackie reiterated that even with all the changes the earliest she could start making preparations would be August, to which Neil replied “that’s exactly what we are talking about.”

Anne stated that she thought Graham was still working on our audit in December.  Jackie said that Graham took all of the Town’s paperwork in September, October and November.  She said that she had to provide him with “all kinds of information because we went to GASB34” and the overall lateness was due to GASB34.  Neil stated that it seems to him like there are many things which could have been done right after June 30^th: Trustees of Public Funds, Cemetery Trust Funds, Warren Wilder Fund, Births/Deaths, Marriages, Delinquent Taxes, etc., things like that which have nothing to do with GASB compliance.

Anne noted that all the suggestions made in his report are good and that we should take a calendar and work backwards to determine a good timeline for FY10 to really be proactive and tighten this up so that we don’t have the same thing that happened to us this year.  She mentioned that the Town Report was late in getting mailed out and for all the work put into it, she wondered if people even had a chance to look at it.  Neil indicated that if the report is going to serve as a warning, which by statute it can, and it always has in Guilford, then it has to be distributed 10 days before Town Meeting Day.  Neil explained that the word “distributed” in the statute isn’t exactly clear in its definition.  The plan has always been to have it available by Pre-Town Meeting Day – which it was this year.

(V.S.A. 17, Chapter 55, §2641 (b):  “the warning shall be published in a newspaper of general circulation in the municipality at least five days before the meeting, unless the warning is published in the town report, or otherwise distributed in written form to all town or city postal patrons at least 10 days before the meeting.”)

Jackie said that she met with Katie Keenan (of Keenan & Jones, the Town’s FY08 accountants) last week.   Jackie said that Katie Keenan told her that the most difficult part of her audit of Guilford was the Warren Wilder Fund, the Bullock Ed. Fund, etc.  Jackie went on to say that she had a lot of communication with Graham & Graham about the “prior year’s adjustments and losses and things.”  After her meeting with Katie Keenan, Jackie had told Anne that she had discovered something about the erroneous $60K surplus from FY08 but she had never elaborated on it to her.  Anne asked her to do so now.  Jackie said the following: “it ended up, um, relating back to the $60,000 that we were talking about giving back to the taxpayers and, um, it was clearly in there and she went over her report with me and there was fifty eight thousand and something that was the sixty thousand extra. And then she went onto explain that it had nothing to do with the highway at all (we were concerned about the highway money and it had nothing to do with that), um, and the other thing is..”  Anne asked where was it - if Katie K. says it was in there, then where was the $58K?  To which Jackie replied: “It was clear…I’ve got it written down, actually I wrote up a report with attachments I just haven’t emailed it out yet because I wanted to simplify it. So it is very clear, I have the pages where it shows, um, she (Katie K.) made the remark that, um, she was interested to see some of the adjustments that Graham made and I told them both they could communicate with each other; it would be fine.  Um, and back to the $60K – there is a revenue report and a summary report that Barbara had done that year (FY08) with me and she had estimated $60K. Graham and Katie K. both agree that that $60K that was applied to the taxes this year, no last year (Katie B. added “FY10”)  basically it’s supposed to go through the budget and be discussed by the Selectboard, it never ends up in the minutes, it’s supposed to go through the budget system.”  Katie B. corrected Jackie by saying that any sizeable surplus must to go to the voters for their say on what to do with it, not the Selectboard. Jackie responded: “but that is what Graham & Graham said and Katie K. said and Jeff Graham said that someone made that conscious decision and they’ve been doing it for years and years.”  Anne asked Jackie, “what conscious decision?”  Jackie replied, “to apply the surplus to reduce taxes and it’s been done for years and years and years, (etc.)…and the learning, the thing I’ve learned is that is the way Barbara has always done it all those years.  Yet it is supposed to go through the budget.  It is supposed to be discussed but even Graham said that it didn’t have to go have to go through the voters…wait it goes through the, wait you know where is goes…is supposed to go through the budget and then that equals…”  Katie stated to Jackie that any sizeable surplus is supposed to be included as an article on the warning for Town Meeting so that the voters decide what to do with the surplus. She went on to say that after the voters decide its dispensation, then the funds get included into the budget after the fact – just like an amendment.  Katie explained to Jackie that the question wasn’t “why” the erroneous $60K was applied to the taxes but rather “where” did she get the number for the $60K surplus (how was this amount calculated), when in fact it was really an approximately $42K deficit?  Jackie’s response was: “well then we found out that it was lower than $42K (deficit for FY08) because Graham did an adjustment and it’s now $37K.”  Katie questioned if that was a negative or a positive?  Jackie replied, “Negative. But Graham had a positive for this year (FY09) with the adjustments that he did, so now you’re back in the positive.”  To which Katie stated, “No, we are still in the negative. Because we have a decent fund balance we were able to absorb the deficit – we were never in the positive (with respect to the budget).”

Jackie then said, “So if you look at the situation with Equipment Fund and the Capital Fund were involved and we closed out the Capital Fund…”  Anne interjected, “Wait, we closed out the Equipment Fund not the Capital Fund.”  Jackie said, “Yes, but they’re still open together but they can be blended, it doesn’t matter, you know, it’s still the same thing, um, you know, you just have to remember to use the account numbers.  There’s very little in one of them.”

Anne stated that the Equipment Fund is the account which should have “gone away.”  Dick clarified that it should have gone away two years ago.  Katie asked how much money is in the Equipment fund – how much is very little?  Anne looked to Jackie and said “very little, correct?” Dick answered for her: approximately $38K.  Jackie indicated that there is a “couple of hundred thousand between the two of them together.” Anne clarified again by saying, “So the money that is in the Equipment Fund should be in the Capital Fund.”  To which Jackie replied, “Yeah.” Anne reiterated the concept again that all the money in the Equipment Fund should have been transferred into the Capital Fund, to close out the account.  Jackie tried to explain some of the transaction which took place in these accounts which were very difficult to understand.  She said they would be explained in her report for them.

Dick reminded the group that there were some other orders of business to get to.

Upon departing, Neil praised the efforts of Elly Majonen in assisting with the Town Report.  He also mentioned he would talk to Cathi Wilken about resuming her role as Auditor if she desired. 

Katie asked Neil if at some point there would be correct “final” reports for the Town Report – so that they could be kept on file with the spare copies).  He provided a number of copies of corrections. He explained that the Treasure’s Statement is now correct but not the Highway Funds.  Jackie indicated she had to speak to Jeff Graham about it again.

There was a brief discussion about some of the difficulties of dealing with the new accountants (Graham & Graham), i.e. using different account names, rounding off amounts, etc. Neil made suggestions for Jackie on correcting this for next year.  Neil had said, “This maybe a snide thing to say but it seems to me if you are paying an accountant who is charging you $10,000 or more, you ought to be able to get everything perfectly so you can all understand – they ought to be able to put the time in.” Jackie replied, “They can’t.”

Anne stated that she feels very optimistic about Jeff Graham the communication the board has had with him.  Neil expressed to the group that Jackie had indicated that she is being charged for every question she asks the accountant.  Elly had stated that this is a very standard practice – that once the contracted work has been completed anything else is billed by the hour.  Elly expressed her desire to have more confidence in the numbers that the Town provides versus trying to rely on the accountant.  She suggested that perhaps Jackie keep a better log of journal entries which she makes.  Jackie went through a tedious explanation of her method of doing this.

Jackie explained to the group that the audit results obtained from Graham & Graham are in two formats:  full accrual and modified accrual.  The modified accrual should match our Trial Balance.  Jeff Graham told Jackie that in the future, she is going to have to use both the methods to determine results.  Jackie stated that she does not have the experience to do this.  Jackie said she composed a letter to Jeff in which she asked him for 3 simple “questions”: the fund balance of the highway fund (for FY09), a final printed and bound (“book”) copy of the audit results (rather than the electronic copy she received) and “another simple question.”  She said that Jeff promptly called her in response and told her that it would take 10 before he could give her a print out and that it would “take days” to get her the fund balance in the highway fund.  She said that she never expected that answer but that is what she got.  She said she has emailed him twice after this and has never heard back from him. 

Katie reminded Jackie that we contracted with Jeff Graham for a “compilation” report (not the traditional results which we have received in the past) and to help us become GASB compliant.  Katie told Jackie that when she asks for things beyond the scope of this contracted work Jeff is going to charge her by the minute for it.  Katie reminded her that Jeff was very clear when he met with her and the board that he was going to get by with the “compilation” report and focus more heavily on GASB – the primary part of the funds we spend would be for the latter.  Katie reminded Jackie of their conference call they had with Jeff in which he stated that by us moving to full accrual accounting, things would be much easier for us (and much less expensive).  There was a brief discussion on what GASB is and why it is beneficial to the Town to be compliant.  Jackie said that she looked at the GASB results which Jeff provided, tried to figure it out and she said, “I have to confess that one person alone can figure it out...I can’t figure it out by myself at all and I’m afraid to ask Jeff Graham.” She briefly discussed her difficulty in trying to adapt to the new methods. 

Dick mentioned that the meeting needs to move along.

Anne agreed but stated that this is an important discussion to have.  Jackie said that she would like to continue it sometime.  Anne thanked everyone for their input and suggestions. 

There was a brief discussion about finding a printer for the Town Report next year. 

·         Town Officer Appointments – 2010 – see attached list for appointments – so moved and passed.

·         2010 Tobacco License Renewal Application – Guilford Country Store – Anne moved to approve the Tobacco License Renewal for the Guilford Country Store.  Troy seconded.  Motion passed.

·         Town Office Cleaning – Adrianne & Stephanie Browne – Christine Browne has cleaned the Guilford Town office for several years.  She has expressed that she will no longer be able to provide this service for the Town.  Her daughters, Adrianne and Stephanie have expressed interest in taking over for her.  Anne moved to contract with Adrianne and Stephanie Browne for the service of cleaning the Town Office at the same rate as Christine Browne.  Troy seconded.  Motion passed.  Troy mentioned that he would no longer be able to shovel the sidewalks at the Town Office.  There was a brief discussion about finding someone who could take this on.

·         Rescue, Inc. – Contract for the Provision of Emergency Medical Services – Anne moved to engage the services of Rescue, Inc. for FY10.  Troy seconded.  Motion passed.

VI.       Highway

·         Uniform Municipal Excess Weight Permits – S.D. Ireland, Phillips & Jordan, Inc., Pike Industries, Inc..  The restrictions which were discussed and added to the Excess Weight Permits at the 2/22/10 Selectboard Meeting were removed and will remain as they were.  Anne moved to approve the permits for S.D. Ireland, Phillips & Jordan Inc., and Pike Industries, Inc. with the usual restrictions.  Troy seconded.  Motion passed.

VII.                      Finance

·        Warrants:

·        P/R        3/4/10                                    $     5,209.80

·        P/R        3/11/10                                  $     3,686.60

    TOTAL P/R                                  $     8,896.40

·        Warrant #16                                        $   18,194.50

·        Warrant #16A                                     $          38.00

·        Warrant #16B                                     $         156.52

·        TOTAL P/R & WARRANTS         $   27,285.42

·         Payroll - Anne asked Jackie to make a correction in P/R 3/11/10 to pay Joe Hunt for his full wage for all the hours that he worked on Town Meeting Day.  Jackie’s response to this was “an elected official only gets seven dollars and something an hour.”  Katie stated that “he is not an elected official.”  To which Jackie said “he’s an elected worker.”  Anne corrected her by saying “election worker.”  Katie told Jackie that Joe wasn’t an “election worker,” he worked as the Assistant Town Clerk that day – he served as the Election Official whenever Jackie left the election area.  Katie went on to explain that she “functioned as the Administrative Assistant to the Selectboard on that day.”  Jackie asked Katie if she got her full pay to work that day – she replied that she did.  Katie also pointed out that everyone who has held these jobs has always been paid their full pay to work on election days (Roberta Bremer, Kate Snow, etc.).  Jackie stated, “I disagree with you totally but he wants the money - he told me he did and he and I discussed it and this is what we settled at.  Um, so he will get another 10 hours – overtime, time and a half.”  Anne stated that the precedent has been pretty clearly set – it’s always been the case (that Town employees get paid to work the election – they are not volunteering their time for free or taking half their hourly rate of pay).  Jackie said “everyone that I asked (to work the election) said they would do it for free.”  Anne reminded that those people are not Town employees.  Jackie said, “I was under the impression that they get paid their 8 hours. Like Joe said that he wouldn’t have stayed if he knew that he was getting paid the less money.  But I am gonna say something, I asked Joe three times to check the counts throughout the day. And, you know, there were new people on the front. And I’ve discussed this with him….3 times I asked him to check the counts to make sure they both have the same thing.  Why were we off 3 at the end?”  Troy stated he thought we were only off by 1.  Jackie replied, “I spent an hour and a half with Roberta and with my friend Karen.  And we added and added and kept checking and checking and figuring it out and figuring it out.  And, you know, I just probably feel he didn’t have to stay that long that day for the amount of what he did.”  Anne said to Jackie “if that is what you feel then you should have clear communication with him about that for the next time.”  She suggested some language Jackie could use to tell him that he would only work eight hours if that is what she wanted from him.  Troy reminded Jackie that if she sends Joe home on an election day that she cannot leave the election area once he has left, for any reason, so she needs to make “sure she has her ducks in a row.” 

Jackie said, “Now, if you pay him for that it will be time and a half and we will go over budget on his annual salary.”  There was a discussion that he could take it as comp time but he needed to be compensated regardless of the method.  Jackie replied, “I’m not gonna give him any more comp. He, um, is gonna start..this has nothing to do with this…he has more comp than what he needs.”  Troy asked if he could make the motion that any and all Town employees, excluding the Highway Department, could not work more than 40 hours in a work week – the minute the hit 40 they are out the door?  (This motion could not be made because Joe works for the Town Clerk, not for the Selectboard).  Jackie indicated that “she’s been trying to do that.”  Troy explained that in his job (at the school) when his 2^nd shift hits 40 hrs they leave and Troy stays – he picks up the slack.  Jackie said that she also does this.  Troy said to Jackie “there have been a lot of times where Joe has been staying here over 40 hrs.  So this goes back on you (Jackie), as his supervisor, correct?”  To which Jackie made no reply.  Troy said, “You are his supervisor?”  Jackie replied, “Correct.”  Troy went on to say, “You are his supervisor – you do the hiring and the firing of the Assistant Town Clerk, so if we go over budget, it falls back on your shoulders.”  Jackie replied with a chuckle, “That’s what I’m saying.”  Troy said to her, “Pay the man what you owe him and then after this one, at 40 hours he’s out the door.”  Anne asked Jackie “Is he insisting on staying even though you’ve been trying to tell him to leave?”  Jackie replied, “No. He’s, um, you know, when he gets involved in a project or so by the end of the week, I’ll see that there’s extra hours and then we’ve been putting towards comp.”  There was a discussion about the hours that Joe works – he presently works 7:30 AM - 6:30 PM on Mondays, 7:30 AM – 4:30 PM on Tuesdays, Thursdays and Fridays, 7:30 AM – 12:30 PM – to meet 40 hrs. he would need to leave early on Fridays, the only day he gets to work on recording land records.  Katie reminded Jackie that there are certain time of year when Jackie asks Joe to work extra on projects to help her (Jackie) out, i.e. Town Report assistance – is she going to send him home when she needs his help?    Anne asked Jackie, “What is wrong with comp time?”  To which Jackie replied, “It adds up so much, if let it…he’d be out too many weeks if you let it go on too long.”  Troy said to Jackie that it’s her job to manage his hours to make sure it is on budget.

Anne said that she didn’t think a motion was necessary to make the correction to Joe’s pay.  The warrant would remain the same and Joe would get paid the difference on the following week’s timesheet.

Troy said to Jackie that if she is going to need Joe to help her throughout the year then she needs to account for this in the amount she budgets for his annual pay. 

Katie stated that regardless of the situation employees must get compensated for their hours worked - it is the law for employees who are paid hourly. 

Anne moved to approve P/R Warrants from 3/4/10 and 3/11/10.  Troy seconded.  Motion passed.

·         There were some questions about the Warrants.  Warrant #16B – the paperwork which Jackie submitted as an invoice was actually a credit.  The board asked for some clarification.  She said that she had to make a manual check to pay for the postage for the Town Reports – they would not take a credit card.  Katie asked Jackie why on Warrant #16A the Post Office took a credit card for John Penford?  Jackie said that was not correct that he paid for some of our postage expense with cash out of his own pocket.  (Warrant #16A is a reimbursement to him for doing this).  Katie showed her the receipt indicating his method of payment was a credit card.  There was a discussion about how bizarre this series of transactions was.  Anne said she would call John Penford to resolve any questions she had. 

Katie had some general corrections to Warrant #16.  Jackie had incorrectly charged a $275 bill for Keenan & Jones to the “Professional Services (NEMRC Payroll)” account.  Jackie asked Katie where she thought it should have been charged.  She said it should be charge to the “Professional Audit” since the bill was for answering Jackie’s questions about the FY08 Audit.   Jackie said that she was concerned because that account is over budget.  Jackie will have to do a General Ledger journal entry to move this amount to the correct account. 

The amount Jackie asked to be paid for the Business Card Services bill was also incorrect.  The warrant will be amended to reflect the correct amount.  

Troy moved to pay Warrants #16, 16A & 16B.  Anne seconded.  Motion passed.  Anne asked to amend Troy’s motion and pay Warrant #16 in the amount of $18,193.12.  Troy seconded.  Motion passed.

VIII.       Communications

·         Windham County State’s Attorney – Notice of recovered Town property – the Stage Road sign.

·         WW Permit - #WW-2-1955-2 – Vinton – Coach Dr. – revised lot layouts, 3 lots

·         65^th Annual Town Officers’ Education Conference – registration information

·         Zoning Bylaw Adoption Time Line – Planning Commission

Anne moved to adjourn the meeting at 8:13 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, March 22, 2010 at 6:30 PM at the Town Office.

________________________       ______________________     __________________________

Richard Clark, Chairman               Troy Revis, Jr.                          Anne Rider

Auditors’ Report

8 March, 2010

FY09 Report:

V  late reports, inaccurate & incomplete reports, unadjusted trial balance, no detail, disregard for deadlines, town pro auditors late, nothing from school pro auditors, no correlation between certain report totals and trial balance figures (eg; Warren Wilder, Cem Trust, Bullock Higher Ed Loan Fund), unexplained “prior year adjustments”

FY10 Report:

V  start July-September

V  let elected Trustees produce their reports [and manage their accounts, per 24 VSA § 2646(12)] within 3-4 months of EOY - auditors will input & format data if necessary

V  do Del Tax report/list within 3-4 months of EOY - update asterisks in January - auditors will input & format data if necessary

V  do Vital Statistics and Town Officers within 3-4 months of EOY - auditors will input & format data if necessary

V  print out copies of trial balance and detail for us to use within 3-4 months of EOY

V  send out reminder letter/email to human service organizations well before the end of the calendar year detailing our requirements [digital, petition if necess, $$ request in report, deadline, etc]

V  must allow 3-4 days before printer deadline for thorough proofreading, final formatting, pictures, etc

V  we need final figures from pro auditors a couple weeks, preferably, before printer deadline

V  work with Treasurer on some renaming and renumbering of accounts for clarity

2010 GUILFORD TOWN APPOINTMENTS:

OFFICE	APPOINTMENT	TERM EXPIRES	MOVED	SECONDED
Administrative Assistant	Katie Buckley	2011	Anne	Troy
Road Commissioner	Dan Zumbruski	2011	Anne	Troy
Delinquent Tax Collector	Barbara Hunt	2011	Anne	Troy
Constable	Walter Thorn	2011	Anne	Troy
Fence Viewers	Dan Zumbruski	2011	Anne	Troy
	Merton Garland	2011	Anne	Troy
	Daniel Ingold	2011	Anne	Troy
Conservation Commission*	Sara Quine	2013	Anne	Troy
	Linda Hecker	2013	Anne	Troy
* Katie will get more information on who the members currently are.  Anne moved to table
the Conservation Commission appointments until more information is obtained.
Troy seconded.  Motion passed.
Dog Officer	John Lynde	2011	Anne	Troy
Alternate Dog Officer	David Nightingale	2011	Anne	Troy
Windham Regional Commission	John G. Kristensen	2011	Anne	Troy
	William Murray	2011	Anne	Troy
Planning Commission	Peter Hetzel	2013	Anne	Troy
	Al Haumann	2013	Anne	Troy
	Craig Wells	2013	Anne	Troy
EM Director	Herbert Meyer	2011	Troy	Anne
Council on Aging Rep.	Ray Walker	2011	Anne	Troy
Energy Coodinator	Michael Marcy	2011	Anne	Troy
Tree Warden	Dan Zumbruski	2011	Anne	Troy
Rescue Trustee	Dolores Hale	2011	Anne	Troy
WSWMD Reps.	Elizabeth Frye	2011	Anne	Troy
	Reed Cutting, Alternate	2011	Anne	Troy
Low Level Waste	Stephen Detra	2011	Troy	Anne
	Daniel Ingold, Chairman	2011	Troy	Anne
	John G. Kristensen	2011	Troy	Anne
Green-Up Day Coordinator	Elly Majonen	2011	Anne	Troy
Bullock Education Loan Committee	OPEN	2011
	Stephanie Case	2013	Anne	Troy
Housing Rehab Loan Committee	Gerald James	2013	Troy	Anne
Deputy Health Officer	Daniel Ingold	2012	Anne	Troy
Service Officers	Susan and Richard Davis	2011	Troy	Anne

GUILFORD SELECTBOARD MEETING

February 22, 2010

PRESENT:  Richard Clark (Chair), Troy Revis, Jr. (Selectman), Anne Rider (Selectwoman), Jaclyn Root (Town Clerk/Treasurer), Katie Buckley (Administrative Assistant)

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

·         Troy moved to approve the minutes from the Selectboard Meeting held on 02/08/10.  Anne seconded.   Motion passed.

III.       Recognition of Public  - Herb Meyer, Maddy Meyer, Sheriff Robert Lakin

IV.       New Business

·         Sheriff Robert Lakin (Chief Deputy) introduced himself; he will be filling the void of Keith Clark’s absence, as he will be deployed to Iraq. Sheriff Lakin provided some details regarding increased coverage in the area due to C.O.P.S. Grant received by his department.  Guilford will see an increase in presence as a result of this.  He also mentioned the possibility of re-introducing the D.A.R.E. program to the Guilford School.  Troy told him to contact John Gagnon about this. The department also acquired two snowmobiles through a federal grant which could be used if necessary.  Sheriff Lakin asked the board if they had any questions or needs.  Dick mentioned that if there is a planned increase in the cost of our services in the future, could they let towns know before they have completed their budget process.  Dick also inquired about how familiar the deputies are with the local roads (specifically the back roads) they patrol.  He said that with the present economy there could be an increase in the crime level (home invasions) and less travelled roads would be the most likely escape route. Dick suggested that deputies come to Guilford and he could familiarize them with our roads.  Sheriff Lakin was receptive. He also impressed upon the board the importance of good communication between his department and the Town. Sheriff Lakin mentioned the idea of starting a neighborhood watch program in towns.  There was a brief discussion about it. (Sheriff Lakin left the meeting at 6:47 PM).

·         Emergency Management – Herb Meyer, EMD - Debit Card, 1099 Correction – Herb approached the board about the possibility of getting a debit card or credit card for the Emergency Management Annual Fund. Whenever he makes purchases for EM purposes he has used his personal funds and then the Town reimburses him.  He received a 1099 for the money he received as reimbursement.  Katie told him that a debit card would not be possible as the EM Annual Fund is part of the Town’s General Fund.  She also explained that the Town already has a credit card which he could use when he needed – he just had to ask Jaclyn Root (Treasurer) for it ahead of time.  She also explained that he should not have received a 1099 for the reimbursed money, as it was not earned “income” and should not have been applied as such.  Herb said he will speak to the Treasurer to resolve the problem.  Anne asked how quickly Herb could get reimbursed when he expends money for EM.  Katie told her as soon as the next warrant is issued.  Herb’s concern was that he doesn’t want to be taxed on it.  Katie said she would make sure that didn’t happen again.  Anne suggested using the Town’s credit card(s) whenever possible.  (Herb & Maddy Meyer left the meeting at 6:59 PM).

·         VCDP Resolution for Single Applicant – Anne moved to sign the VCDP Resolution (which basically states that the Town has validated and is in conformance with all of the requirements necessary to apply for the Planning Grant).  Troy seconded.  Motion passed.

·         VTrans – FEMA Town overpayment, $511.88 – The funds the Town received from FEMA for the December 2008 Ice Storm were overpaid in the amount of $511.88.  VTrans has picked up on this error and requests the Town repay the funds.  This payment is reflected in Warrant #15. No motion necessary as it will be covered when that warrant is moved.

·         2010 Liquor License Renewal Application – Guilford Country Store – Anne moved to sign the Liquor License Renewal application for the Country Store.  Troy seconded.  Motion passed.

·         Excess Weight Permits:  Newport Sand & Gravel/Carroll, Barrett Trucking – Dick expressed concern about logging trucks coming out of Green River loaded during the hours of the day that the school buses run.  The board agreed to add the following restriction:  no travel on gravel roads before 8:30 AM or between the hours of 2:30 – 4:00 PM during the school year.  Troy moved to approve the Excess Weight Permits for Newport Sand & Gravel/Carroll and Barrett Trucking after the aforementioned restriction has been added and authorize Dick to sign the final permits.  Anne seconded.  Motion passed.

V.          Treasurer

·         (Jaclyn Root joined the meeting at 7:09 PM)

·         Verification of FY08 Highway Surplus funds – Katie had originally asked the question:  if the Town reported a $60,000 surplus from FY08 but in actuality there was a $42,000 deficit (resulting in a net deficit of $102,000) did the Highway Department indeed have a (approx.) $93K surplus for the same year or was that number also incorrect?  She had emailed Jeff Graham (the Town’s accountant) with this question. He said it was possible if the revenue raised by the town was in excess by enough to support it.  Jackie expressed that she wasn’t really comfortable going into the detail of it since she was still working on it.  Anne suggested that she try to explain what she had determined thus far.  Jackie attempted to explain the trail of the numbers.  Katie took out the past Town Reports from FY05, FY06 and FY07 to illustrate how the continuity in the Highway Funds reporting went off track in FY08 and is still off for FY09.  Katie stressed the importance of straightening this out as it will continue to be incorrect every year forward unless it is rectified.  Also, Jackie will never be able to give Dan Zumbruski a correct number for his Highway Fund surplus until she is able to resolve the problems. Katie told the board that after speaking with Jeff Graham on the phone she learned that regardless of the errors made in our reporting, the Town’s fund balance was still at an acceptable level – we are not in the red.  Jackie mentioned that Elly Majonen (Auditor) might come in on Thursday to help her clarify more of the issues.  Anne expressed (to Jackie) that the Selectboard would like to become more involved in the finer details of the Town’s finances from this point forward.  After a brief update on Town Meeting arrangements, Jackie got up and indicated she was leaving for the night.

·         Resignation – Troy asked Jackie to remain.  (Jackie had verbally expressed to the board on December 16, 2009 in a budget work session her intent to resign as Treasurer.  At the December 28, 2009 Selectboard Meeting she suggested an effective of 2/28/2010; she has not put any of this in writing. She has made no formal indication whether she intends to follow through with this or not.  Since the effective date for this is fast approaching, Troy had emailed her asking her what her intentions are so that the board can plan appropriately, if needed.  In her response to his email, she had expressed that she would be resigning and would do so at this meeting 2/22/2010). 

Troy had reiterated his message to Jackie again.  He further explained that her decision effects the actions of the Selectboard as they will have to appoint her replacement if she resigns. Jackie stated that she is so tired from the audits (school & town) and the Town Meeting.  She said:

“I probably will resign…what I would like to ask is that if I can go on a vacation after Town Meeting and then come back and give you your weeks or whatever you need…I’m thinking it might be a little bit easier now that I have things out of the way.”

Anne said “So you haven’t decided?”  To which Jackie replied after a long pause “uh-huh.”  She indicated that if she resigned on 2/28 it would be a “nightmare” and she didn’t want to subject anyone to that.  Troy agreed and wanted it to be known that by no means was anyone asking for or forcing her to resign – she was the one who originally expressed her intention to do so.  Jackie said that she really “needs help to do it” (the Treasurer’s work).  Katie stated that there really is no good time of year to resign as Treasurer – if Jackie puts it off, then it will be year end, which is an even more difficult time for someone new to come on board, then it gets into budget time, then Town Report prep, etc.  – she either has to commit to doing it or not, but a decision has to be made.  Katie informed the group of the timeline which would occur to appoint a new treasurer and emphasized the fact that the Town would still have to be run in the absence of one.  Anne reiterated to Jackie that it sounds like she (Jackie) is unsure of what she will do, despite the fact that she was crystal clear on her intentions in her email to Troy and again Anne said to Jackie “So you have not decided?”  To this, there was a long pause and no response.  Katie again mentioned the amount of planning involved in finding a new treasurer – it could take a while – and what strategy will be put in place to address this? Katie said that she and Joe Hunt (Asst. Treasurer) would have to pick up the slack if Jackie resigned and figure out what needs to be done to get by and offered some strategies on trying to find a replacement.

Jackie said that even after the 28^th she would still be working a lot of hours on the finances to figure them out.  Katie told her that on the 28^th she would walk away from doing it and it would become the new treasurer’s job.  Anne explained to Jackie that none of the planning on how to handle the change can take place until they know what she is doing – it is a waste of time to do it unnecessarily.  Anne encouraged Jackie to think about sticking to the date of the 28^th, take a vacation and return with a fresh energy for the Town Clerk’s position – Anne said that this was her personal opinion but it is Jackie’s decision – but the matter must be addressed.  Jackie expressed that it is “overwhelming” for her to do both jobs (Town Clerk and Treasurer). 

Dick stated that he does not want the implication out there that the Selectboard has asked Jackie to resign – she stated her intentions without any suggestion from the board.  Anne expressed that she doesn’t want to discuss what the next steps are until Jackie makes a decision.  There was a brief discussion about the statutory procedures required for an appointment.  Anne said that if Jackie decides to “stick with it” then the board will support her, but Anne has noticed how much stress the Treasurer’s work has put on Jackie.  Jackie agreed.  There was no resolution to the issue. (Jackie left the meeting at 7:48 PM)

VI.       Finance

·        Warrants:

·        P/R        2/18/10                                  $  4,226.95    

·        P/R        2/25/10                                  $  4,931.87 

    TOTAL P/R                                  $  9,158.82

·        Warrant #15                                        $  7,130.85

·        Warrant #15A                                     $     334.50

·        Warrant #15B                                     $26,469.60

·        TOTAL P/R & WARRANTS         $ 43,093.77

Troy moved to approve P/R Warrants from 2/18/10 and 2/25/10.  Anne seconded.  Motion passed.

Anne moved to pay Warrants #15, 15A & 15B.  Troy seconded.  Motion passed. 

VII.          Additional Business -  

·         Google Fiber-to-the-Home Project – Katie had received an email from Fred Humphrey about Google’s project.  Google believes they can bring high speed internet service to the home better, faster and cheaper than other carrier.  To prove their point they will select a pilot community in which to illustrate this.  Katie asked the board for their permission to pursue this project, even though the odds of acceptance are slim (to none).  Katie asked if the board would pass a motion to support our application for acceptance to this Google project.  Anne moved to allow and support Katie to apply to the Google Fiber-to-the-Home project.  Troy seconded.  Motion passed.

VIII.       Communications

·         ANR – Pending Application #2-3647 Project Review – Baranoski – Parcel ID #751.4 – subdivision to Lots A & B

·         ANR – Permit #2-3647 – Approved – Baranoski (see above)

·         ANR – Permit #2-3640 – Approved - Zabriske – Parcel ID #760 – subdivision to 2 lots

·         ANR – Application for Permit - #2-1995-2 – Vinton – amend previous permit to adjust boundary lines of 3 lots

·         VLCT – Selectboard Institute – Saturday, 3/27/2010, Lake Morey Resort

·         VLCT – Municipal Treasurer’s Workshop – 3/23 & 3/25

·         65^th Annual Town Officers’ Education Conferences – Spring 2010

·         Rescue Inc. – Quarterly Briefing, February 2010

·         Herb Meyer – Dates of Importance

·         U.S. Census Bureau – Email

·         “Opinions of Opinions” – Secretary of State – statutory tid-bits

Anne moved to adjourn the meeting at 7:59 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, March 8, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

February 8, 2010

PRESENT:  Richard Clark - Board Chair, Troy Revis, Jr. – Selectman, Anne Rider – Selectwoman, Katie Buckley – Administrative Assistant

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

·         Troy moved to approve the minutes from the Selectboard Meeting held on 01/25/10.  Anne seconded.   Motion passed.

III.       Recognition of Public  - none present

IV.       New Business

·         VTrans - 2010 Certificate of Highway Mileage – Anne moved to approve the 2010 Certificate of Highway Mileage as printed (no changes).  Troy seconded.  Motion passed.

·         Request Permission to Connect to Municipal Water – Draft Letter WHT – Guilford Selectboard to the Brattleboro Selectboard – The Windham Housing Trust (WHT) drafted a letter on behalf of the Guilford Selectboard to the Brattleboro Selectboard requesting permission to extend the Brattleboro municipal water system into the Village of Algiers.  Katie read the letter aloud the board.  Anne moved to authorize the Chairman of the Guilford Selectboard to sign this letter of request to the Brattleboro Selectboard.  Troy seconded.  Motion passed. 

·         Chittenden Bank – Credit Card Application & Resolution – Jackie (not present) had left this information for the board to sign.  Since the Town already has a credit card, Katie followed up with the bank to determine what this paperwork was in reference to.  She learned that they (Chittenden Bank) do not have signature information on file for the Town for this account – this is a formality.  The paperwork lists “Jaclyn Root – Treasurer” as the authorized signer for this account.  The board agreed that since Jackie has stated that she will resign as Treasurer as of 2/28/2010 (although not formally confirmed by a letter yet) is does not make sense to have her as the authorized signer.  Anne suggested that the Chair of the Selectboard be the signer.  There was discussion on whether the paperwork should be held until the fate of the Treasurer position is determined or not.  Anne felt strongly that regardless, Dick should be the authorized signer on the account.  Anne moved to authorize Dick Clark, Chairman, to be the authorized signer for the Town of Guilford’s Chittenden Bank MasterCard account.  Troy seconded.  Dick recused himself.  All in favor.

V.          Discussion

·         Anne suggested that one of the first regular meetings after Town Meeting that the board take a moment and set some priorities for the coming year and do some goal setting, e.g. Ancient Roads, Green River Bridge.  “Start trying to set the agenda rather than the agenda setting us.”

·         Pre-Town Meeting – address possible issues and prepare answers (insurance, increase in Katie’s workload, etc.).  One of the possible areas of the budget which may require some additional explanation is the level of insurance coverage provided to Town employees.  Anne suggested that before the next open enrollment period (7/2010) we look at more/varied coverage options.  There was a discussion on why Katie’s position is being expanded:  grants (sourcing, writing and administering), zoning administrator (which is already required by statute for flood areas), payroll management, etc.  There is a significant increase in the cost of the professional audit for FY10 (budgeted in FY11) – this is due to the cost overages from the FY09 and anticipated needs for FY10 to complete GASB compliance, etc.

·         Follow-up on VCDP Block Grant for FOAVI – The 3/9/2010 VCDP application deadline for the Country Store project is too tight to pull together all the collateral documents required.  The focus has shifted from an “Implementation Grant” (used to acquire the property) to a “Planning Grant” the funds of which will be used strategize and lay the groundwork to guarantee the project’s success.

VI.       Road Commissioner

·         VTrans – TA 60 Annual Town Financial Plan – Structures & Class II Roadway Grant Program – Package received from VTrans.  Katie will work with Dan to prepare it for when the State comes down to review it.

VII.          Finance

·        Warrants:

·        P/R        2/4/10                                    $    4,284.38

·        P/R        2/11/10                                  $    5,667.60 

    TOTAL P/R                                  $    9,951.98

·        Warrant #14                                        $  43,787.63

·        TOTAL P/R & WARRANTS         $  53,739.61

Troy moved to approve P/R Warrants from 2/4/10 and 2/11/10.  Anne seconded.  Motion passed.

Troy moved to pay Warrants #14.  Anne seconded.  Motion passed. 

VIII.        Communications

• ANR – Application Permit #2-3647 – Baranoski – Parcel ID #751.4 – subdivision to Lots A & B
• ANR – Application Permit #2-3640 & Project Review Sheet – Zabriske – Parcel ID #760 – subdivision to 2 lots
• Windham County Sheriff’ Dept. – Letter – FY11 Rate Increase from $40/hr to $42/hr
• LEPC 6 – Meeting (agenda), 2/16/10, 5:00 PM, Putney Fire Station
• WRC – Matt Mann, Transportation Planner – email – TH Bridge Project Prioritization Process – Bridge #65
• Secretary of State – Deb Markowitz – email – Voting local issues at a General Election – Yes we can do it, we just need to print it on a separate ballot 
• Neil Quinn (moderator) – Town Meeting Question – email, 2/6/10 – There was a question about showing the GCS Middle School students’ video which they produced about the Guilford Country Store during Town Meeting. Katie emailed Neil to learn his thoughts on the matter.  Briefly, he said the meeting is at the will of the townspeople – they should decide.  He suggested showing it during the lunch break.  The board thought that showing it during lunch was the most appropriate time to do it. 
• Neil Quinn (auditor) – Corrections to Town Report – email, 2/7/10- Neil indicated that there were about a dozen financial reports (from the Treasurer, Jaclyn Root) which he received too late to edit for the Town Report – they contained errors.  He stated that he will make a list of the issues so that they may be addressed and hopefully rectified by Town Meeting Day.  Anne suggested that an overhead or a Power Point presentation be used on Town Meeting Day so the voters could have the corrected financial information.  After a brief discussion, the board came to the conclusion that it is the Treasurer’s responsibility to take care of this problem, not the Selectboard’s, since she is the one who furnished the erroneous data on her reports.  Jackie will have to come up with a plan on how to present the corrected information to the townspeople.

Anne moved to adjourn the meeting at 7:26 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, February 22, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

January 25, 2010

PRESENT:  Richard Clark - Board Chair, Troy Revis, Jr. – Selectman, Anne Rider – Selectwoman, Katie Buckley – Administrative Assistant

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

·         Troy moved to approve the minutes from the Selectboard Meeting held on 01/11/10.  Anne seconded.   Motion passed.

III.       Recognition of Public  - Charlie Banis, Cheryl Franklin, Tim Franklin, Chris Garofolo, Fred    

Humphrey

IV.       New Business

·         FOAVI – VCDP Block Grant Application & Public Hearing – Fred Humphrey explained that the Friends of Algiers Village, Inc. would like to apply for a Block Grant offered through the State of Vermont’s Community Development Program to assist in the acquisition of the Guilford Country Store.  In order to do this, the Town of Guilford must be the entity submitting the application.  Fred said that FOAVI will hire a professional grant writer to author the grant for them, as it is a very tedious process to complete.  He discussed a number of fund raising opportunities they are investigating to fund the purchase, in addition to this grant.  After attending the last FOAVI meeting, Anne offered to act as a liaison between the group and the Selectboard.  Anne moved that the Town act as the fiscal agent for the VCDP Block Grant and support FOAVI’s efforts to complete the application.  Troy seconded.  Motion passed.  Part of the criteria for the grant is that the Selectboard must hold a public hearing on the matter before March 4th.  There was a discussion of what date might work, February 24^th was suggested.  (It was decided after the meeting to change the date to Tuesday, February 16^th at 7:00 PM).

·         Town Meeting Warning – March 2, 2010 – Anne moved to sign and post the Town Meeting Warning.  Troy seconded.  Motion passed.  The Warning will be posted in the following locations:  the Green River Covered Bridge, the Guilford Country Store, the Guilford Town Office and the Guilford Central School.

·         Town Budget – There was a brief discussion about some of the increases over LY in the FY2011 budget.  The largest increases occurred in:  all insurances for the Town, the professional audit for the Town and the first principal payment (plus interest) is due on the bond for the fire station.  Anne moved to finalize the FY11 Town Budget of $1,629,465.36.  Troy seconded.  Motion passed.

·         Selectboard Report for Town Report – The board reviewed the Selectboard’s narrative (authored by Anne, with revisions by Katie) for the Town Report. 

·         Graham and Graham – Confirmation of Representations Letter – The letter states (generally) that all financial information furnished by the Town to Graham & Graham is true to the best of our knowledge.  Upon signature of this letter, the firm will release the final results of the FY09 professional audit.  Anne moved to sign the letter.  Troy seconded.  Motion passed.

V.          Old Business

·         Follow Up from Weatherhead Hollow Rd. Dog Incident – The three dogs of reference are now licensed in the Town of Guilford.  John Lynde worked diligently with the owners to ensure that this did take place.  Anne asked Katie to send John an email thanking him for a job well done and expressing their appreciation for handling the situation so thoroughly.

·         Charlie Banis inquired about the zoning bylaws.  The board indicated that until the Planning Commission forwards the bylaws to them for their review they cannot do anything about them. 

VI.       Finance

·        Warrants:

·        P/R        1/21/10                                  $   4,526.93 

·        P/R        1/28/10                                  $   4,444.90  

    TOTAL P/R                                  $   8,971.83

·        Warrant #13                                        $ 19,478.01

·        Warrant #13A                                     $   6,320.30

·        TOTAL P/R & WARRANTS         $34,770.14

Troy moved to approve P/R Warrants from 1/21/10 and 1/28/10.  Anne seconded.  Motion passed.

Troy moved to pay Warrants #13 and #13A.  Anne seconded.  Motion passed. 

VII.           Communications

·         ANR - Project Review Sheet – Pending Permit #2-2266-1 – Slade – Butternut Hill Road

·         Resident Letter – 1/17/2010, Donna M. Weeks – Copy of letter to GVFD for gratitude of services for her husband.

·         Brattleboro/Guilford Water Line - Meeting 1/27/10, 4:00 PM, Brattleboro Municipal Building to discuss present status of project

·         Windham County Sheriff’ Dept. – December 2009 Report

·         Windham County Humane Society – Letter – Information on Town contract services

·         Letter of Resignation – Ellen Majonen – Green Up Coordinator

·         Letter of Resignation – Ellen Majonen – Trustee of Public Funds

Anne moved to adjourn the meeting at 7:19 PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, February 8, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

January 11, 2010

PRESENT:  Richard Clark - Board Chair, Troy Revis, Jr. – Selectman, Anne Rider – Selectwoman, Dan Zumbruski – Road Commissioner, Katie Buckley – Administrative Assistant

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

·         Anne moved to approve the minutes from the Selectboard Meeting held on 12/28/09.  Troy seconded.   Motion passed.

III.       Recognition of Public  - Don McLean, Geno Wrinn

IV.       New Business

·         Guilford 250^th Application for Funds – Town Support – Don McLean addressed the board about the 250^th Celebration Committee applying to the Entergy Open Grants Program for funding.  Since the 250^th is recognized as a “Town entity,” they would like to submit the application on behalf of the Town.  Don provided the board with a budget for the celebration and referenced several of the fundraising plans on the horizon.  Don feels confident that we will receive $10,000.00 in grant money.   Don will compile the information needed for the application and work with Katie on submitting it for the Town.  Anne moved that the Town act as a fiscal agent and accept funds on behalf of the 250^th Celebration Committee if the grant is awarded.  Troy seconded.  Motion passed. 

·         Interim Auditor Appointment – Elly Majonen – Anne moved to appoint Elly Majonen as interim auditor until Town Meeting Day, March 2, 2010.  Troy seconded.  Motion passed.

·         2010 NEMCI Scholarship Application – Jackie (not present) asked the board to sign a letter stating the Town does not have funds to pay for her to attend the New England Municipal Clerks Institute,  July 17-23, 2010 so that she may seek a scholarship.  Troy moved to sign the letter supporting this.  Anne seconded.  Motion passed.

V.          Old Business

·         Follow Up from Weatherhead Hollow Rd. Dog Incident – Dick shared with the board that the dogs (discussed at the 12/28/2009 Selectboard Meeting) are not licensed and they do not have their shots.  The owners claim that they cannot rectify the situation until sometime in February for financial reasons.  There was agreement among the board members that this matter cannot wait and the dogs should be impounded (pound fees paid at owners’ expense, unless they abandon them).  There was a discussion about the specific sections of the Dog Ordinance to which this topic is relevant.  Katie will contact John Lynde (Dog Officer) and ask him to inform the owners that they have until Thursday, January 21, 2010 to license their dogs.  Failure on their behalf to do this will result in John impounding the dogs. 

·         Listers Office – computer – The Listers’ Office is in need of a new computer (theirs is very outdated).  Katie hoped that this expense could be charged to the “Office Equipment” account, as there appears to be sufficient funds available to cover its cost.  Unfortunately, Jackie has already decided to use the balance of the budget for this account for a scanner.

VI.         Road Commissioner

·         Katie had suggested that the sand shed could fall under the criteria of the Capital Plan, as it will become an asset for the Town.  She researched this and found that it definitely can.  The new structure will be built this summer and located next to the salt shed.

·         Dan will attend the budget work session on Monday, January 18^th   9:00 AM (it was later changed to 12:00 PM) to discuss/finalize the Highway Budget.

VII.          Finance

·        Warrants:

·        P/R          1/7/10                                  $     9,463.01

·        P/R      12/30/09                                  $        652.20

·        P/R        1/14/10                                  $     4,277.38

    TOTAL P/R                                  $   14,392.59

·        Warrant #12                                        $   21,725.56

·        Warrant #12A                                     $ 370,496.50

·        TOTAL P/R & WARRANTS                           $406,614.65

Troy moved to approve P/R Warrants from 1/7/10, 12/30/09 and 1/14/10.  Anne seconded.  Motion passed.

Anne moved to pay Warrants #12 and #12A.  Troy seconded.  Motion passed. 

VIII.       Discussion

·        Town Meeting Warning – will be done at the work session on 1/18/2010.

·        Budget – status of FY2011 – will be discussed at the work session on 1/18/2010.

·        Town-wide Reappraisal – Dick and Troy had spoken to Frank Rafferty (Lister) about the eminent need for a reappraisal.  He would like the voters to know that this is something that is on the horizon for them.

·        Zoning – follow up on statute research – Anne discussed some of the feedback she had receive from the Zoning hearing held on 1/11/2010.  She expressed her concerns that this process should not be rushed.  Regardless of what happens, there is no possibility that this issue will progress to a vote on Town Meeting Day.  Until the Planning Commission presents the document (the Zoning Bylaws) to the Selectboard, the board cannot make any decisions on the matter.  The feeling is that there is definitely more work to be done on the bylaws and the need for more public information is necessary.  Katie asked the board for their permission to partner with the Planning Commission to increase the flow of communication between them and the board.  There was a general discussion about some of the finer points of the hearing and the bylaws.

·        WSWMD Recycling Bins at Country Store – Theft of Redemptions – Dick informed the board that there has been an individual who is pilfering redemption cans/bottles from the recycling bins located at the Guilford Country Store.  The WSWMD is aware of this.  Dick said he will speak to the Sheriff’s Department and the Constable about it. 

IX.       Communications

·         VEM Newsletter – January 2010

·         Dept. of the Army – NE District Corps of Engineers – Letter, 12/16/2009 – Ball Mountain Dam critical problems

·         Regional Emergency Shelter Operations workshop – 1/16/2010, Townshend Town Hall

·         WW Permit #2-2266-1 – Butternut Hill Rd. – Slade – modifications to subdivided lots

·         Windham Regional Commission – Email – Community Meeting in Brattleboro – HUD Consolidated Plan

·         LEPC 6 – Meeting Agenda for 1/19/2010, to be held at GVFD

Anne moved to adjourn the meeting at 7:31PM.  Troy seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, January 25, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

December 28, 2009

PRESENT:  Richard Clark - Board Chair, Troy Revis, Jr. – Selectman, Anne Rider – Selectwoman, Jaclyn Root – Town Clerk/Treasurer, Dan Zumbruski – Road Commissioner, Katie Buckley – Administrative Assistant

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

·         Troy moved to approve the minutes from the Selectboard Meeting held on 12/14/09.  Anne seconded.   Motion passed.

III.       Recognition of Public  - Walter Thorn

IV.       New Business

·         Dog Ordinance Enforcement – Loose Dogs – Weatherhead Hollow Rd. – Dick received a call from a Weatherhead Hollow Road resident, Travis Valcourt, on Wednesday, 12/23/09.  Mr. Valcourt informed Dick that there are three (3) Pitt Bulls which are running loose.  They are kept across the street from his residence.  The dogs aggressively approached Mr. Valcourt’s children while they were walking their dog the other day.  He reported that this is the second occurrence of this nature in recent weeks.  Dick told the board that although he can identify who the owners of the dogs are and their address, it does not appear that any of the dogs are licensed in Guilford.  Walter Thorn (Constable) provided some background on his communication with Mr. Valcourt and John Lynde (Dog Officer).  Walter expressed that he would like John to accompany him when he visits the dogs’ residence.  There was a brief review of the relevant sections of Guilford’s Dog Ordinance to determine a violation(s).  Anne questioned if anyone knew who actually owns the dogs.  Walter said that Mr. Valcourt indicated that a Kevin Jay and a Samantha Franklin are the residents of record for the address where the Pitt Bulls’ are kept.  Dick suggested that once the legal owner of the dogs is determined that the Town author a letter to him/her outlining the sections of the ordinance of which they are in violation.  All board members agreed that Walter should definitely be accompanied by John Lynde when he visits the residence.

·         Conservation Commission Appointment – Sara Quine – No members of the board actually know Ms. Quine.  There was a brief discussion about the desperate need for people to volunteer for the town commissions.  Anne moved to appoint Sara Quine to serve on the Conservation Commission.  Troy seconded.  Motion passed. 

V.          Old Business

·         Comcast – Contract for Town Office for Digital Voice, including 3^rd line – At the 12/14/09 Selectboard Meeting, the board had asked Katie to research the cost of adding a 3^rd line to the Comcast Digital service.  She informed them that the addition of the 3^rd line would increase the phone bill by $50/month (33.3% more).  Anne asked if there was really a need for another line.  Katie indicated that the Selectboard almost never receives calls but Jackie indicated that it is needed for the Town Clerk side.  Dick wondered if it would make the Town Office seem any more accessible.  Even if the 3^rd line was added, savings would still be realized due to the savings over our current service with Fairpoint.  There was a discussion about the details of setting up the service.  Anne moved that we approve the contract with Comcast.  Troy seconded.  Motion passed.

·        Final Decision on Tomas Wagener, Land Surveyor – Town Line Survey, Lowry Road – Dick had visited the Vernon Selectboard to inquire if they would split the cost of the Town Line piece of the survey work.  Dick informed the (Guilford) board that Vernon agreed to this request.  Since there is no money available for this work to be started now, the money will for it will be included in the FY11 budget. 

VI.         Road Commissioner

·         General Update – The road crew has been out sanding and salting. 

VII.          Finance

·        Warrants:

·        P/R        12/10/09                                $   4,748.27

·        P/R        12/24/09                                $   3,760.07    

·        P/R        12/31/09                                $   5,973.97   

    TOTAL P/R                                  $ 14,482.31

·        Warrant #11                                        $ 16,417.77  

·        TOTAL P/R & WARRANTS         $30,900.08

Troy moved to approve P/R Warrants from 12/10/09, 12/24/09 and 12/31/09.  Anne seconded.  Motion passed.

Troy moved to approve the amended P/R Warrant form 12/17/09, the original copy of this warrant, which was signed was incomplete as it did not include the compensation for Merton Garland and Candace Stoumann.  Anne seconded.  Motion passed.

Troy moved to pay Warrants #11. Anne seconded.  Motion passed. 

VIII.       Discussion

·         Zoning – preliminary discussion on implementing administration – Katie provided the board with the broad details of the research she has done on the structure of zoning administration.  There is quite a bit of background work to be done now if zoning were to pass.  She wanted to know if the board supported her continued efforts on structuring this new arm of town government.  There was a lengthy discussion about the proposed zoning bylaws and the feedback exchanged at the Planning Commission’s public forum held on 12/16/09, which Anne, Dick and Katie attended (Troy was out of state at the time). Anne commented on how un-restrictive the proposed bylaws are.  Anne encouraged Troy to read the proposed bylaws thoroughly and learn more, as she was enlightened by attending the forum.  Dick thought that much more would be revealed at the Zoning Bylaw Public Hearing on Wednesday, January 6^th at 7:00 PM in the Guilford School cafeteria.  The board recommended that Katie should continue to work on it. 

·         Treasurer – discussion of how the office should be stated in the FY11 budget process – Katie asked the board how they would like to handle separating the Treasurer’s section of the budget from the Town Clerk’s so that it both may be properly accounted for in the FY11 budget.  Anne questioned Jackie about her intentions to resign as Treasurer, as Jackie had indicated that this was her desire at the 12/16/09 budget work session; Anne asked if Jackie if she would be providing a letter of resignation or statement on the public record of her resignation and if she was prepared to do that right then.  Jackie asked if giving the date of February 28, 2010 as her effective was too short of notice.  The board indicated it was not.  Anne reiterated that before they were to begin the serious work of planning for this change she wanted to know if Jackie was indeed resigning.  This statement on the record would serve as her official notification of resignation however they would still like to have it in writing from her to further support this. Jackie indicated that she wanted to stay until 2/28/10 because “there was too much going on.”  Katie had posed a series of legal questions surrounding Jackie’s resignation that were unknown to her (Katie) after reading the statute.  Katie said that she would contact Attorney Jim Barlow, VLCT to assist her in answering the questions to be sure that the town will proceeding according to the law.  There was a lengthy discussion about how the salary and hours of the Town Clerk and Treasurer would be divided up.  Jackie felt strongly that the Town Clerk should be paid much more than the Treasurer.  Anne said that the town needs to work with what it has and divide the two jobs equally in terms of salary and each would be part time 20 hour/week positions.  Jackie indicated that there was no way for the Town Office to be open as much if that were the case.  The board corrected her by illustrating that between the 20 hours of the Town Clerk and the 20 hours of the Assistant Town Clerk there was a total of 40 available hours to be open.  As it stands right now Jackie only has the Town Office open for 26 hours/week.  Jackie expressed again that she felt the Town Clerk should earn more than the Treasurer.  Anne reminded Jackie that she (Jackie) had told the board that most of the hours that she worked each week were in the Treasurer capacity, not Town Clerk.  Jackie said that she has “streamlined” the Treasurer’s piece.  Anne said that more information will be gathered and discussion before any decisions about the salaries, etc. will be made.  Katie mentioned that the positions of Assistant Treasurer and Assistant Town Clerk must also be separated.  Katie will gather the information which is needed to proceed from VLCT.  The issue will be revisited when more information is gathered.

·         Additional Cost of External Audit – funding options – There are some serious cost overruns for the FY2009 audit with the firm of Graham & Graham.  Katie suggested that perhaps the board could ask Jeff Graham if he would allow us to defer billing of overages until after the start of FY11.  Then this money could be built into the FY11 budget and the town wouldn’t be in the red for it in FY10.   Jackie gave the board a brief summary of the progress of the audit.  She indicated that there was going to be a deficit for FY2009 but she couldn’t comment on how much until the audit was finalized.  The board has many questions.  Katie suggested that the board have a conference call with Jeff Graham at the next budget work session on January 4^th at 5:00 PM.  Jackie will follow up with him to see if this is possible.

·         Walter Thorn asked the board if he could attend a training course in the spring for “defensive” driving.  Dick asked if there was money in his budget to do this.  Walter indicated that there is.  Anne voiced her concerns about how little time Walter has in his schedule to be Guilford’s Constable.  He believes that his schedule in the upcoming year will allow for this.  Anne stated that she would like Guilford to benefit from the training he receives.  Anne moved to support Walter’s driver’s training.  Troy seconded.  Motion passed.

IX.       Communications

·         Department of Taxes – Certified Equalized Education Property Value (Effective 1/1/2010) & supporting reports -

·         VLCT PACIF Grant Funding Program – 2010 – n/a

·         VLCT – 2010 Legislative Priorities

·         VEM – Emergency Shelter Generators Grants & Application, n/a

·         LEPC 6 - December 2009 Meeting Minutes

·         VELCO – Southern Loop – ROW Plantings in Guilford – Katie will check with Dan Zumbruski on this.

·         Update from Frank Rafferty – Lister, from email – Since our CLA is still above 80% there will not be a town wide reappraisal for another year.  However Frank did urge the board that it is near at hand and that the Town should start to plan for it and let the townspeople know that and that their feedback is welcome.

·         Council on Aging – Guilford Reps. Letter of Resignation – M. Pichette & J. Pichette

·         Letter of Resignation – Conservation Commission - Mary Ellen Franklin

·         VLCT – Health Trust – Health Insurance for Employees Age 65 & Above -  n/a

Troy moved to adjourn the meeting at 8:32PM.  Anne seconded.  Motion passed.

The next Selectboard Meeting will be held on Monday, January 11, 2010 at 6:30 PM at the Town Office.

GUILFORD SELECTBOARD MEETING

December 14, 2009 

PRESENT:  Richard Clark - Board Chair, Troy Revis, Jr. – Selectman, Anne Rider – Selectwoman, Katie Buckley – Administrative Assistant

I.             Call to order, 6:30 PM.

II.          Approval of Minutes   

·         Anne moved to approve the minutes from the Selectboard Meeting held on 11/23/09.  Troy seconded.   Motion passed.

III.       Recognition of Public

Chris Garofolo (“The Brattleboro Reformer”)

IV.       New Business

·         Bullock Education Loan Fund - $80,000.00 Donation – Jackie had asked Katie to add Laura Lewis to the agenda to discuss this matter.  Laura was not present to provide the details of this sizeable donation. Dick and Anne provided Chris Garofolo with some background on how the fund came into existence and who benefits from it.  Dick was unclear about the specifics of how the $80K was going to be handled.  He recommended that Chris call Laura to find out more.

·         Dopp & Dopp – 35 Year Warranty – Bridge #44 (Hale Rd.) – Anne moved to sign the warranty from Dopp & Dopp for Bridge #44.  Troy seconded.  Motion passed.

·         Comcast – Contract for Town Office – Digital Voice Service – Katie asked the board for their approval to switch the telephone service for the Town Office from Fairpoint to Comcast.  She was obtained a contract for a fixed rate for unlimited long distance at a significant savings per month over Fairpoint. Anne moved to accept the contract.  Troy seconded.  Motion passed.  Dick asked if it were possible to add a third line to the Town Office.  He indicated that the line is often busy when people are trying to call.  Katie will look into the possibility of this and the cost.

·         Town Auditor – There currently is an open seat for Town Auditor.  We will have to get the word out to anyone interested in running for this to take out a petition.  Chris Garofolo said he would mention it in his article.

·         Winter Road Maintenance Policy – It is illegal to plow snow into the town right-of-way and to park in the town right-of-way during the winter months.  Chris said he would also mention this point in his article.

V.          Old Business

·         None

VI.       Town Clerk/Treasurer

·         Not present

VII.           Road Commissioner

·         Not present

VIII.       Finance

·        Warrants:

·        P/R        12/03/09                                $     3,940.95  

·        P/R        12/10/09                                $     5,256.01  

    TOTAL P/R                                  $     9,196.96   

·        Warrant #10                                        $   27,873.65

·        Warrant #10A                                     $        656.00

·        Warrant #10 C                                    $   87,764.00

·        TOTAL WARRANTS                    $ 116,293.65

·        TOTAL P/R & WARRANTS         $ 125,490.61

Troy moved to pay P/R Warrants from 12/03/09 and 12/10/09.  Anne seconded.  Motion passed.