Weathersfield Select Board

Minutes

October 4, 2011

Present: Gordon Eglintine

Norman John Arrison

Dave Fuller

Richard Clattenburg

Dan Boyer

Others Present: Jim Mullen, Town Manager

Lisa Slade, Recording Secretary

Wes Hazeltine, Highway Superintendent

Edith Stillson

John Ribeiro

Jeff Slade

Paul Brosseau

Aleta Fenney-Brosseau

Christopher Adams

John Mudget

Bonnie Lesage

Alan Hudson

Michael Todd

Todd Hindinger

1. Call to Order: Mr. Fuller called the Weathersfield Select Board meeting to order at 7:00 p.m. at Martin Memorial Hall.

2. Comments from Citizens and Select Board: Mr. Fuller said Julia Lloyd Wright asked him to mention winterization and there are pamphlets around the room (and at the town office) for those that want one.

Mr. Fuller said he has received a letter from William McKeon asking the town to pursue rebuilding the Amsden Hollow Road back to the way it was before the storm (Irene) caused the damage. Mr. Fuller said this will be considered but will take some time as it won't be fully addressed until the Spring.

3. Review Minutes from Previous Meeting(s): Mr. Arrison made the motion to approve the minutes dated September 20, 2011. Mr. Clattenburg seconded the motion which passed unanimously.

4. Review of Fiscal Year 2011 Audit, John Mudgett CPA, Mudgett Jennett & Krogh-Wisner, P.C.: Mr. Fuller noted we have received the draft of the audit that was recently completed and Mr. John Mudgett was present to answer any questions. Mr. Mudgett introduced his colleague, Bonnie Lesage who also worked on the audit. He said this is a draft until Management agrees to the report and signs it. Mr. Mudgett said there were a couple of findings attached however, the findings are not an issue of non compliance more just recommendations. He said most funds show positive balances which is an improvement from last year. Mr. Mudgett said there has been an accounting change in the fund equity section, there are now five categories and Weathersfield shows four of the five categories are being used. He explained what the categories are and how they are used.

Mr. Fuller said one significant change from the past year is the position we have taken with delinquent tax collection, our policy has changed and it is starting to show in the General Fund numbers. Mr. Mudgett agreed the General Fund looks very healthy this year from collecting so many delinquent taxes and noted there was a significant reduction in uncollected taxes.

Mr. Clattenburg asked if Weathersfield is doing something now that should be done differently. Mr. Mudgett said there are a few findings at the end of the report but in the past all the findings have been promptly addressed so he has no concerns. It was noted that as people come and go it is important to have written procedures and policies so everything continues to be processed correctly and in a timely manner.

Mr. Fuller asked if there were any red flags being raised; Mr. Mudgett said no red flags at this time. Mr. Fuller asked if there was an issue with our long term debt, Mr. Mudgett said not at this time. He said it is important for the Town to keep particularly good records of the Hurricane Irene storm damage, if we are eligible for grants detailed information will be required to qualify for the help.

Mr. Arrison noted that expenses in the General Fund are higher and we may want to review the Solid Waste fees again. He also asked if it was good that several staff handle money or if there is a way we can do it better. Mr. Mudgett said Auditors like a lot of folks handling money and double checking and his assessment of Weathersfield is the system is working well. Mr. Adams noted one of the reasons the General Fund expense is over is because a lot of money was spent to collect delinquent taxes.

5. New Business

A. Update on August 28, 2011 Irene Storm: Mr. Fuller said Upper Falls Road and Plains Road are still seeing heavy traffic and they are taking a beating.

Mr. Mullen said the Ascutney Basin Road bridge needs to be looked at; we need to have a river specialist look at the whole area. Mr. Arrison agreed. Mr. Fuller said we need to keep in mind we do not have jurisdiction of the river as a whole, we only have jurisdiction of the bridge and the road. Mr. Mullen said this area has flooded and washed out the road three times in the past year.

Mr. Hazeltine said Upper Falls Road and Plains Road would be graded again tomorrow and since no rain is predicted for a few days hopefully it will help for a while this time. He said he has heard FEMA will pay for the grader time (not the labor though). Mr. Arrison said we need to talk with the State about plowing.

Mr. Mullen said there are also culvert and road issues on Green Valley Road and Baltimore Road which will take a lot of money to properly fix. He said a grant program may be available in the future but this will be an expensive project.

Mr. Hazeltine said he has put up four additional speed limit signs and a one way bridge sign on Upper Falls Road.

B. Approve Release of Request for Bids, Branch Brook Road Stabilization Project: Mr. Hindinger explained the repairs needed and the scope of work that is being proposed on Branch Brook Road. He said it will be left at a steep grade so guard rails will have to be installed and the Town is working with neighbors on the easements.

Mr. Fuller asked the time frame. Mr. Hindinger said it should be able to be completed within thirty days. Mr. Fuller asked about the easements. Mr. Hindinger said the easements would have to be in place until June, 2012 to be sure the grass comes in properly. Mr. Fuller said he wants to be sure the easements are correct and the neighbors land is protected from excessive use. Mr. Mullen said these will be private easements and the contractor will be responsible for site security, the access won't remain open for public use.

Mr. Fuller asked if we really need two weeks before awarding the bid. Mr. Mullen said this is a big project so yes; we need to wait two weeks. Mr. Clattenburg asked if there would be a problem with putting equipment in the water. Mr. Hindinger said we have a permit to do so and it does not have the normal fall expiration date. Mr. Clattenburg asked the projected cost; Mr. Hindinger said his guess is $250,000. Mr. Mullen said the Town will pay for this and then we will look for reimbursement.

Mr. Brosseau said he would like this started as soon as possible and would like the contractor to work as many hours a day that they can so it is completed as soon as possible. He is also looking for assurance it will be 100% complete by next June.

Mr. Clattenburg made the motion to approve the release of the Branch Brook Road repair bid packet as presented. Mr. Eglintine seconded the motion which passed without dissent.

C. Transfer Station Operator

-Approve Job Description and Approve Filing of Future Vacancy: Mr. Mullen said Norm is retiring on October 30^th and we need to replace him by advertising. Mr. Eglintine made the motion to approve the revised transfer station operator job description, Mr. Arrison seconded the motion. Mr. Clattenburg asked why twenty-nine hours, Mr. Mullen said because benefits start at thirty hours. Mr. Clattenburg asked the hourly rate; Mr. Mullen said about $14 per hour. Mr. Mullen said this position is a part time job and includes weekend hours. Motion carried 4 - 1 with Mr. Clattenburg being the dissenting vote.

D. Approve Sale of Town Owned Vehicles

-F150 2002 Pick Up Truck: Mr. Boyer made the motion to send the F-150 to auction with the understanding that Mr. Mullen and Mr. Fuller can set the "floor price", Mr. Eglintine seconded the motion. It was noted that our new F550 is in at the dealership and we should have it soon. Motion carried unanimously.

-F550 2002 Pick Up Truck: Mr. Boyer made the motion to advertise the F550 as is where is viewable at the town garage for $10,000 including the plow, Mr. Clattenburg seconded the motion. After discussion, Mr. Boyer amended his motion to advertise it for $12,000 and allow the Chair to accept a lower amount. Mr. Clattenburg seconded the amended motion which passed unanimously.

E. Discuss Tentative Budget Goals (w/ Town Manager and Budget Committee): Mr. Fuller said we should look at the general fund, the solid waste fund, the highway fund, the fire and police departments and also keep track of expenses from Irene. Mr. Boyer said his quick math shows we have paid out over $119,000 already and that is only a rough number that he has come up with. Mr. Mullen said this could be up to $500,000 before it's all over and we should get most of this back. Mr. Arrison said we should look at the General Fund, he thinks we may be under funding certain line items and he also noted the Grand List will probably decrease this year.

Mr. Clattenburg asked if the departments do presentations to the Board during the budget process. Mr. Fuller said yes. Mr. Hudson said the Budget Committee and Town Manager has met at the Highway Garage and the Solid Waste Facility and has input from them already. Mr. Hazeltine said he was not prepared for the meeting at the Highway Garage and he has additional information to share regarding that meeting. Mr. Todd said the Town Manager will present the budget info to the Board, not the Budget Committee and said he feels as a Town we need to be considerate of the economy.

F. Reminder that the Crown Point Road Committee will be established at the next Select Board meeting: Mr. Fuller said he would like two Board members to represent the Select Board.

G. Update on Perkinsville School Reuse: Mr. Hudson said he has met with two contractors and the ball park numbers (not including hazardous waste removal) is between $80,000 - $110,000 for demolition. Mr. Mullen said he has talked with two contractors and they will be looking at photos and other information that he is sending them to give a ball park number.

6. Appointments:

J. Zoning Board of Adjustments/Alternate: Mr. Clattenburg made the motion to appoint Mr. Michael Cohen as an alternate on the Zoning Board, Mr. Boyer seconded the motion. After learning that no one knew Mr. Cohen Mr. Clattenburg amended his motion to table this until the meeting on October 18^th. Mr. Boyer seconded the motion which passed without dissent.

7. Future Meetings' Agenda Items: The next meeting will be held at the West Weathersfield Fire Station but the meeting will actually begin at 6:30 p.m. on Drumlin Road for a site visit on the reclassification.

8. Sign Treasurer's Warrants: Mr. Arrison made the motion to approve the Treasurer's Warrants as follows:

General Fund Payroll $17,208.45

General Fund Operating Expense $24,920.00

Highway Fund Payroll $11,688.58

Highway Fund Operating Expense $26,312.21

Solid Waste Management Fund Payroll $ 1,393.69

Solid Waste Management Fund Operating Expense $ 6,937.42

Grants $ 59.98

Agency Monies $ 882.00

Reserves $ 20.00

Library $ 118.43

Tax Sale Reimbursement $18,584.68

Mr. Boyer seconded the motion. Mr. Boyer questioned the overpayments to several people. Mr. Adams said it is due to late filings with the State for their tax rebate. Motion carried unanimously.

9. Executive Session: Mr. Arrison made the motion to go into executive session for personnel and possible litigation. Mr. Boyer seconded the motion which passed without dissent.

10. Adjourn: Mr. Eglintine made the motion to adjourn. Mr. Arrison seconded the motion which passed without dissent. The Weathersfield Select Board was adjourned at 9:53 p.m.

Respectfully Submitted,

Lisa Slade

Approved by the Weathersfield Select Board on October 18, 2011