Approved: Unapproved Georgia Selectboard Meeting Monday, January 8, 2018 7:00 p.m. Present: Absent: Selectboard: Matt Crawford, Deb Woodward, Ric Nye, Tara Wright, Tammy Hardy; Mike McCarthy, Town Administrator; Amber Baker, Treasurer Public Present: Matt Crawford, Chair, called the meeting to order at 7:00 p.m. Additions/Deletions: 1. New Fire Department Application. 2. Substitute Highway Driver. 3. Revised AP#101. Add PR#2. 4. County Budget Notice. Review of Minutes: Minutes of the December 18, 2017, regular meeting were reviewed and discussed. Motion made to approve the 12/18/17 meeting minutes, with changes discussed, made by Ric, second by Tara. No further discussion. All in favor. Review of Warrants: Previously approved Check Warrant Report PR#52, Check Warrant Report PR#52A, Check Warrant Report AP#98, Check Warrant Report AP#99, Check Warrant Report AP#100, and Check Warrant Report PR#1 were reviewed. It is the general consensus to accept the previously approved check warrants. The individual went and looked at the Highway Boiler. The condensation inside was apparently caused by real bad wood. The boiler is intact, there is no leakage. It was a lot of condensation and a lot of water. They cleaned it inch by inch. The boiler is up and running properly. On Check Warrant Report PR#52 there is a check on there to an employee who has left employment. Has VLCT been notified of the final check and notification is put in the employees file. Mike states that we have closed everything out on this employee. Motion to approve Check Warrant Report AP #101, for the general fund, and PR #2, made by Ric, second by Deb. No further discussion. All in favor. \\Tog-srv\tog-share\Documents\Selectboard\SB Minutes 2017\1.8.18 sb draft min.doc 1
Selectboard Concerns: 1. Where and how will we, or have we requested, or directed the Planning Commission to take over the private road signs as part of the planning process now that we have removed this task from the line. Have we approached them and officially directed them to take this over? Mike states that he has not. Motion made to make the Planning Commission aware that as a result of the 2018 budget process, the process of accepting money and paying out has been removed from our Treasurer and will now be handled by the citizens as part of the planning process, effective immediately, made by Deb, second by Tammy. No further discussion. All in favor. 2. Tammy asked if at some point she could discuss with Amber the Fire Truck purchase. Amber and Tammy will get together to discuss this at a later date. 3. We received a notice about the Franklin County Budget Meeting. The number that they loaded for 2018 is 7%+ increase over 2017 and it s an 11% increase since 2016. Deb would like to send a letter on behalf of the Selectboard asking if anyone is looking at cost cutting measures. Deb would love to be part of the discussion and to see the minutes. Every year we get a number and we are expected to load it and every year we seem to ask why and how and what was the back story. We never get minutes, it s never made public. We don t get any say and we have to pay it. Mike states that he will be going to that meeting. Unfinished Business Report: New Business/Action Items: 1. Application to join the Fire Department from Phillip Paradis. Motion made to accept Phillip Paradis application to join the Fire Department, as approved by the Chief, made by Ric, second by Deb. No further discussion. All in favor. 2. Substitute Highway Driver. A gentleman who is a full time firefighter in Burlington, who had been a plow driver in Concord, NH and part time in St. Albans City approached Mike and asked if it would it be possible to be a spare driver that plows here in Georgia. He needs to keep his CDL up and would like to help by filling in when needed. Mike would like to have Ric speak to him and see if we would be interested in bringing him on. It is the general consensus of the Selectboard to have Mike, Ric and Todd speak with this gentleman. 3. VLCT Board of Directors Nominations. VLCT Board of Directors has a vacancy and Mike has shown interest in this. Mike would be willing to do this if the Board thinks that is something that would benefit the Town. We have had so much interaction with VLCT/PACIF, Mike thinks we would benefit if someone was a little closer to it. The completed nomination form needs to be submitted by Friday, January 12, 2018. \\Tog-srv\tog-share\Documents\Selectboard\SB Minutes 2017\1.8.18 sb draft min.doc 2
Motion made to nominate Mike McCarthy to submit an application for the Board of Directors vacancy with VLCT Property & Casualty Inter Municipal Fund, made by Deb, second by Ric. No further discussion. All in favor. 3. Georgia Rockets, request use of ballfields and waiver of pavilion fees for softball tournament August 3 rd, 4 th, & 5 th at the town beach. Motion made to waive the fees for the Rockets softball tournament, made by Ric, second by Tammy. No further discussion. All in favor. 4. Georgia Mountain Wind. (Copy of agreement in your packet). We have not received the supplemental payment of $45,000 that was due 12/31/17. Complicating issues is the fact that Georgia Mountain Community Wind was sold in the middle of December. While they have an obligation to inform us of what has happened, they didn t. While that payment was transferred over and expected to meet the deadline, it wasn t. Matt send an email to Georgia Mountain Community Wind inquiring about the payment. They forwarded the email to the new owners in New York and they will take care of it. This was quickly moved up the chain. Matt received an email requesting remittance instructions, which Amber forwarded. The check should be on its way. There is no penalty for missing the payment. We also talked to Milton, and Milton had not received their payment either. They are going through the same process that we are. There was a general discussion regarding the original agreement. Bill Hinman will need to look at this agreement and get in touch with the new company to figure out the payment moving forward. 5. Modify personnel policy to ensure compliance with federal wage and hours requirements for fire and rescue personnel. Mike recommends that the policy get changed to say something like, the rate of pay for Georgia First Responders and Firefighters will remain in compliance with State and Federal Minimum Wage laws. Officers are currently $2.00 an hour more, than regular firefighters. Motion made to make the change from per call to hourly, to ensure minimum compliance with the Federal Minimum Wage Laws, made by Tammy, second by Deb. No further discussion. All in favor. 6. Review and act upon 2017 Equalization Ratio report from Town Assessor. Motion made to accept the results of the 2017 Equalization Study, made by Deb, second by Ric. No further discussion. All in favor. 7. Review and act upon Contracted and Billed hours report from Town Assessor. Mike will verify the dates of the contract and send an email to the Selectboard with that information. 8. Review and act upon statement of intent regarding employee benefits. This includes the changes recently made as a result of the audit. Motion made to approve the Statement of Intent and sign it this evening, dated January 8, 2018, made by Deb, second by Tammy. No further discussion. All in favor. \\Tog-srv\tog-share\Documents\Selectboard\SB Minutes 2017\1.8.18 sb draft min.doc 3
Administrator s Correspondences and Tasks: Treasurer s Correspondence: 1. Employees accrued time report as of January 2, 2018. General Correspondence: 1. Vermont State Police, December 2017 activity report. 2. Georgia Planning Commission, Agenda for January 9, 2018. 3. Georgia First Response regular business meeting minutes from 11/30/17 and 12/28/17. 4. Georgia Conservation Commission, meeting minutes from December 11, 2017. Deb has a question regarding the December 11, 2017 minutes. Underneath the financial report, something jumped out. Additional legal fees of $250 associated with the Mosely property were paid by the Selectboard s legal expense line item. Is there a double entry someplace; that was a GCC expense? It was a GCC expense, but then it was the title insurance, so it went in and out. This line was hit, but another line was hit as well, it wasn t just a Selectboard expense. There is also a discussion in these minutes about the parking lot on Silver Lake. The last sentence asks, does the plan need to go to the Selectboard before submission to the Land Trust. The answer is yes, we should get to look at the plan that is on our property. Todd met with the GCC and they said they were going to get going on it. Ric told Todd absolutely not, until we have a plan that spells out who is going to do what and who pays what. The Selectboard had the discussion that the Conservation Commission $250 did not pay for legal fees, it was actually title insurance. The Road Commissioner, rightfully, is instructing the Conservation Commission the plan needs to come to the Selectboard before any submission to the Land Trust. The Selectboard is not against building this parking lot, we just need to know who pays for what. State of Vermont Correspondence: 1. 2018 Certificate of Highway Mileage. (Signature is needed from Chair). Motion made to approve the 2018 Certificate of Highway Mileage and to have the Town Administrator sign on behalf of the Selectboard, made by Deb, second by Ric. No further discussion. All in favor. Brochures, Newsletters, Workshops, and Advertisements: Signatures Needed: 1. 2018 Certificate of Highway Mileage \\Tog-srv\tog-share\Documents\Selectboard\SB Minutes 2017\1.8.18 sb draft min.doc 4
Legal Correspondence: Confidential / Executive Session Items: Motion to adjourn at 8:20 p.m. made by Deb, second by Tara. No further discussion. All in favor. Respectfully Submitted by Krissy Jenkins. Monday, January 15, 2018, budget meeting at 6:00 p.m. Monday, January 22, 2018, regular meeting at 7:00 p.m. \\Tog-srv\tog-share\Documents\Selectboard\SB Minutes 2017\1.8.18 sb draft min.doc 5