Present: Norman John Arrison
Glenn Fisher
Daniel Boyer
Dave Fuller

Others Present: Larry Melen, Town Manager
Lisa Sargent, Recording Secretary
Edith Stillson
Julia Lloyd Wright
Patricia Daniels
Neil Daniels
Peter Cole
Deb Ostrum, SAPA
Abby Friedman, VLCT
Darren Spaulding
Tom Schofield
Carol Orth
Lynda Spur
Jeff Spurr
Ray Stapleton

1. Call to Order by Chairperson: Mr. Arrison called the meeting of the Weathersfield Select Board to order at 7:05 p.m. at Martin Memorial Hall.

2. Designate newspaper of record for Town: Mr. Melen said since the Eagle Times closed last week and has filed Chapter 7 we need to designate a new newspaper as our newspaper of record. Mr. Fuller made the motion to designate the Rutland Herald our newspaper of record, Mr. Boyer seconded the motion. Motion failed 1 - 3 [Mr. Arrison, Mr. Boyer and Mr. Fisher were the dissenting votes]
Mr. Fisher made the motion to designate the Valley News as our newspaper of record. Mr. Boyer seconded the motion. Motion carried 3 - 1 [Mr. Fuller being the dissenting vote]

3. Town Manager Search: Ms. Friedman from VLCT gave the Board and the Town Manager Search Committee members information on how VLCT can help the Town with a search for the Town Manager. She said she has a proposal to give to the Town and said the average cost is $6,000 with about _ of that being spent on advertising. Ms. Friedman said VLCT can help with as much or as little as wanted and also mentioned that St. Albans is the only Town with an open position at this time.
Mr. Daniels asked if we were starting the search too soon. Mr. Fuller said he doesn't think so, he said we are looking to have a one month overlap and it will take the next month to get the job description written.
Mrs. Daniels said once the job description is written the Search Committee should meet with the Select Board (on a non Select Board meeting night) and go over the job description as well as hear what the Select Board expects of the Search Committee. Mr. Cole agreed with Mrs. Daniels.
Mr. Boyer made the motion to hire VLCT to help coordinate the Town Manager search, Mr. Fisher seconded the motion. Mr. Boyer said he feels VLCT has contacts and the ability to help us. Motion carried unanimously.
It was said that the Select Board would finalize the job description on August 20, 2009.

Ahead to #5

5. Review Minutes from Previous Meeting(s): There were no minutes to approve in the packets. Previously approved minutes were signed.

Ahead to #6

6. Request Reimbursement of Land Use Application Fees, Jeffrey Spurr: Mr. Spurr told the Board he paid $45,000 for this land and has spent a lot more going through the process of obtaining a permit (including $15,000 in legal fees). He said he is asking for $737.50 to be returned because he did not receive the permit and he believes the fee was charged for the permit even though Mr. Melen has told him it is a processing fee.
After discussion on fees it was noted the Select Board sets the fees. Mr. Melen said that the Zoning by-laws can be amended from a vote of the taxpayers and if the Spurrs want to start the process he is willing to help them with the petition.
Mr. Boyer made the motion to refund $737.50, Mr. Fuller seconded the motion. Motion passed 3 - 0 with one abstention. Mr. Arrison noted the application is now null and void.

Ahead to #8

8. Weathesfield Fire Commission
A. Ascutney Volunteer Fire Department Memorandum of Agreement: Mr. Boyer asked to table this since he just received the copy with the Attorney's notes. Mr. Boyer made the motion to table until August 6, 2009. Mr. Fisher seconded the motion which passed without dissent.
B. Ascutney Volunteer Fire Department E-2 Primer Pump: Chief Spaulding said he hasn't had time to get an estimate but will. There was discussion that there are two options for this repair and it will be discussed again after the estimate is received.
C. Fire Department's Billing and Collections: Mr. Arrison said the Board would like a copy of the fee structure. Mr. Fuller said he would like copies of billing documents for the last year, a ledger showing a report of monies. There was discussion that the two departments are not consistent on their billings. This will be presented to the Board on September 3, 2009.
D. Response Plan for Weight Restricted Areas: Chief Spaulding said response plans are enforce and have been since the 1980's. He said they address issues with residences that are located on roads with bridges with low weight limits. There was discussion on subdivision approvals in the future. Mrs. Daniels asked if the Fire Department Chief's sign off on access now, Mr. Melen said yes. Chief Spaulding said he disagrees with that, he said houses are built without the Chief(s) "approving' the access for emergency equipment. Mr. Arrison said if the applicant still builds a house where they are advised not to then it is their problem. Chief Stapleton said the problem is when the property is sold.

Back to #4

4. Comments from Citizens: None

7. Highway
A. Hidden Glen Road Bridge: Mr. Melen said Mr. Hazeltine has contacted Miller Construction and Roger Gilman will look at it and give his opinion.
B. High Risk Rural Roads Grant: Mr. Melen said this has already started on Weathersfield Center Road/Gravelin Road and Weathersfield Center Road/Wellwood Orchard Road. He said it will be completed by October 15, 2009. Mr. Melen noted the mowing machine will be here August 1st. Mr. Arrison asked to use the mowing machine as much as possible - if we are allowed 160 hours, use it 160 hours.
C. Fiscal Year 2010 State Highway Aid Payments: Mr. Melen noted we received more than expected.
D. American Recovery & Reinvestment Act, Notice of Award: Mr. Melen said we didn't get either one that we submitted but the second round of enhancement money is out there and they are looking for a letter of intent by August 15, 2009. He said we still have the sidewalk hanging out there. Mr. Boyer asked what the match was, Mr. Melen said 20% but the rules are not as flexible as last time. Mr. Fuller asked Mr. Melen to give the Board further information at the August 6th meeting.

9. Fiscal Year 2010 Property Taxes
-Set Quarterly Due Dates: Mr. Fuller made the motion to set the tax payment dates as September 2, 2009, November 18, 2009, February 10, 2010 and May 12, 2010. Mr. Boyer seconded the motion which passed without dissent.
-Set Local and State Education Tax Rates: Mr. Melen said the Grand List is down 2.7 million dollars but we will collect on 1.8 million of that sometime.
Mr. Boyer made the motion to set the General Fund Tax Rate at .2020. Mr. Fisher seconded the motion which passed unanimously.
Mr. Boyer made the motion to set the Highway Fund Tax Rate at .3030. Mr. Fisher seconded the motion which passed unanimously.
Mr. Boyer made the motion to set the Appropriations Rate at .0330. Mr. Fisher seconded the motion which passed unanimously.
Mr. Boyer made the motion to set the County Tax Rate at .0098. Mr. Fisher seconded the motion which passed unanimously.
Mr. Boyer made the motion to set the Uncollected Tax Rate for the Fiscal Year at .0159, Mr. Fisher seconded the motion. Mr. Fisher said this could be set at zero if we wanted to. Mr. Melen said that is true except we would end up with a deficit. There was discussion that legally we should not knowingly run a deficit. Motion carried unanimously.
Mr. Boyer made the motion to set the tax rate for State Education for homestead at $1.7064, Mr. Fisher seconded the motion. Mr. Melen noted this was a 15% increase and it is due to the common level of appraisal and per pupil spending. Motion carried unanimously.
Mr. Boyer made the motion to set the tax rate for State Education for non homestead at $1.5729. Mr. Fisher seconded the motion which passed without dissent.
Mr. Boyer made the motion to set the Local Agreement Education Tax Liability tax rate at .070. Mr. Fisher seconded the motion which passed without dissent.

10. Old Business
A. Policies/Ordinance/Procedure
-Sign Policy on Roadway and Bridge Standards: The Board members signed the policy.
-Highway Access Ordinance/Third Reading: Mr. Melen said changes have been made but work still needs to be done on this. Mr. Boyer made the motion to table this until August 6, 2009. Mr. Fisher seconded the motion which passed without dissent.
-Standards and Procedures to Engage Technical Review/Second Reading: Mr. Boyer made the motion to move this to the third reading. Mr. Fisher seconded the motion which passed without dissent.
B. Electronic Tax Collection: Mr. Fuller said he feels we should wait for the new Town manager transition to act on this. Mr. Fisher and Mr. Boyer said they feel Electronic Tax Collection is a good idea and it would be a convenience. Mr. Fisher made the motion to offer an automated tax payment option. Mr. Boyer seconded the motion which passed without dissent.
C. Ascutney Fire District #2, Sign Revised Warning for Organizational Meeting: Mr. Boyer made the motion to accept the revised Ascutney Fire District #2 Warning. Mr. Fuller seconded the motion which passed without dissent.

11. New Business
A. Hazardous Waste Collection Events, Southern Windsor/Windham Counties Solid Waste Management District: Mr. Melen said this is for information only and it is scheduled for September 12, 2009.
B. Issue Letter of Support for Funding Application, Windham Housing Trust: Mr. Boyer made the motion to direct the Chairperson to sign the letter of support for the Windham Housing Trust funding application. Mr. Fuller seconded the motion which passed without dissent.
C. Plains Cemetery: Mr. Fuller said he would like to work with the Cemetery Commission on the possible expansion of the Plains Cemetery. He noted there is a piece of land that was given to the Town in 1977 for this purpose and he would like to look at the deed (which he has a copy of) and discuss this with the Cemetery Commission. The consensus of the Board was to have Mr. Fuller go ahead and do this.

12. Monthly Reports:
Trial End of Year Funds: Mr. Melen noted we are in good shape at this time.

13. Appointments: None

14. Sign Treasurer's Warrants: Mr. Fisher made the motion to approve the Treasurers Report as follows:
General Fund Payroll $15,738.40
General Fund Operating Expense $12,648.15
Highway Fund Payroll $12,078.13
Highway Fund Operating Expense $18,346.36
Solid Waste Management Fund Payroll $ 2,844.87
Solid Waste Management Fund Operating Expense $10,952.32
Reserves $ 1,710.65
Library $ 43.04
Mr. Boyer seconded the motion which passed unanimously.

15. Next Meeting's Agenda Items: The meeting will be at the Highway Garage. Mr. Melen noted he will want an executive session to discuss personnel with Mr. Hazeltine present.

16. Adjourn: Mr. Boyer made the motion to adjourn. Mr. Fisher seconded the motion which passed without dissent.

Respectfully Submitted,

Lisa Sargent

Approved by the Weathersfield Select Board August 6, 2009

_________________
Glenn Fisher

_________________
Daniel Boyer

__________________
Dave Fuller

Appendix

Website policy - Larry
Ancient roads (continue working on) - deForest
Posting sign policy - John
Use of Weathersfield Elementary School - Chip
Capital asset inventory - Chris Adams
Review and increase of land use fees - deForest
03/08/07 Procedure for handling of complaints and citizen inquiries - Pat
05/03/07 Emergency communication - Dan
05/03/07 Radio Station designation for emergencies - Mike Thomas
08/16/07 large gathering permit - John
11/01/07 Designation of emergency shelter and power supply - Dan
06/19/08 Tenney Hill Pond
07/10/08 Community Garden
04/04/09 Springfield Reservoir