 Good evening, I'd like to take call the Thursday, December 20th slug board, regularly scheduled slug board meeting to order. To my left is Pete Kelly. I'm Brad Town, and to my right is Jeremy Hanson, with us also is Dana Hadley, account administrator, Diane Isabella, account manager. Additions or changes to the agenda bid? I have no additions or changes. Public comment. Hearing none. You didn't get the paperwork that I sent, so I'm going to put some of it up. But I do have it. He's got it, he's got a printed one. Oh, okay. Including the audit? Including the audit. Oh, okay. Yeah. Did you get the name of the thing with today? This is what it looks like today. I mean, for the name of the scheme, and I'm not sure what's in it. Yeah, he's got it right here. Okay, good. Oh, wait, that looks bigger when it's not on a computer, huh? Yeah, it does. It does, it does. They're on there to make your Yahoo address. It's on there, but Pete Kelly and I didn't get any notice of this meeting. Yeah. Both Yahoo addresses? Check it, maybe Yahoo's. I checked Yahoo and AOL. Okay. So, what's the story? We got it, December 5th, and most prior to that, most bonuses prior to that. So, you're pretty much done with the trail pirate and that, right? Well, it's here, or the ordinance is on the agenda at 7.15, so we should be able to, we'll make it. I'm sorry, no, I just didn't know. Treasure report, I am. Okay. I have given, now you all have the reports, but I have given the November budget status report, trial balance, and delinquent tax forms to the select board. And remember, there was a VMware's audit that we had for 2016-17, and once we got the results, you wanted to see them. I got the results this week, and on it, it says, and I'll pass it as long as you can see it, it says, from July 1st of 2016 to June 30th of 2017, is complete and accurate based on plan provisions. So, whatever I gave them was completely accurate, and they sent that forward to the state. So, just come up with that. But that is, you know, the results of that. Okay. And otherwise, and that, everything else I have is in the agenda. Very good. Um, you've gone through your board. Going through this piece, still looking at the things I'm looking at. Yeah, I got it. I'll look at it, too. Forgiveness of balances, five dollars or less, Diane? Yes, I have just a few of them. I think they total, like, three dollars. But I have, I think, five of them in all, and that's the quarter, and I would like to be able to write them off, if I could. You want to write off three dollars? In all. Oh, great, Diane. There's a bunch of them. Don't worry, I'll help you. Here goes the profits. I'll take care of it. I need a motion on that one. Yeah. I move that we allow them to deduct it, or write off the three dollars. Yes. Second. Any further discussion? All those in favor? Aye. No opposed, no comparison. Ordinance, use of the count roads for Sylville's and APD's data. Right, and I realize you didn't get this, so you haven't had a chance to look at it. This is the model snowmobile ordinance that the league puts out, and I thought it was pretty good, and the questions that I had, we just touched on briefly was, well, I guess one of the issues that, they have a section for time of operation, are you interested in a timeframe, a specified timeframe? You mean during the winter? Yes. Yeah. Well, I mean, it's hard to run a snowmobile in July. Oh, time of day, oh, oh. Time of day. There is an ATV, there is an ATV. No, it's just snowmobiles. Just snowmobiles, yeah. So in other words, let's say, what hours would you want it to operate, or what hours would you not want it to operate? In other words, you want to put a caveat on the hours, is what my question was. So that way they don't have snowmobiles going through the weekend? Yeah. It's like six to eight. Six, kind of early in the morning, more like seven to nine, seven to 10. I mean, that seems reasonable either way. Seven a.m. to 10 p.m., is that what you're thinking? Okay. No, so let's ask our snowmobiler who's just here. I don't think after 10, 11 o'clock you're gonna see many people coming through, but you might have some people that kind of wandered off the beaten path and by the time they get here, they're 15, 20 minutes past that and they go another 40 miles around, you're gonna know. So it's gonna require them to plan? Well, even so, I mean. Like the ferry. We usually only put a curfew trail on if there is a proof of problem. Usually we try to see how the trail works and then we can curfew it down from there. My only thing is I don't wanna let people get used to the idea that they can run through it at 12 o'clock at night, then try and take them, turn them back. Yeah, it'd be better to start. And there are houses right there. And I guess the other thing with that, remember this is, if I understand correctly, renewable every year. Right, we can change it in the middle of the year. We can put signs right up saying boom. This has been an issue and we're gonna correct it. Well, let's try seven to 10. Okay. I think that'll, what time does Abbey's close, nine? I think it's nine. Nine o'clock maybe, yeah. Except for the weekends, I think it might be till 11. Well, I mean, if there's no complaints, but we seem to have a lot of machines going through a little bit later and we can always do a weekend power. Yeah. Yeah, start with that. I mean, you know, I think there's a lot to learn. Yes, sir. The other section that I had a question on and we talked and just touched on a minute ago was, are you going to work with penalties? And I thought it was more trouble than it was worth it. I think we'll let the snowmobile people, police themselves, I mean, it's such a small section as well. So I mean, you know, it's okay. I see with the exception of the ones that are in the state of Vermont. Obviously we have to go with the state law. Yeah. On the current vast, like on the trail maps, it lists all the fines and the amounts and what they are and all the sheriff and the state police are all up on that. Pretty much covers everything. Is that on the website? It should be, yes. Either ours or the vast, let's say. So what I will do from this sample, which again, you don't have, but I will remove anything that talks about the enforcement of this ordinance since we're not putting any penalties. Also, I was going to get the wording from Rob Halpert on the renewal every year. How does that happen? Do you have to have a whole public hearing on the ordinance and so forth? So I'll finish that up and I will send that to you somehow. Can you get away with just one public hearing on that? Yes. Yeah. Why'd it almost be tempted to? It does take 60 days for an ordinance after you adopt it for it to be effective. That is a state law. So still build season, or the vast opens their trails, the 15th of December, where I think there's 60 deaths. It's always after the muscle loading season. I'm just trying to work backwards. I'm not good at that. October. So you'd have to have the hearing in October. Two months, you said 60 days. Yeah, you'd have to have a hearing and then you'd have to vote whether you were going to renew it and then it would be. And that's what I was asking Rob, is this a whole new ordinance? Do we have to do the 60 days yearly? I'm wondering whether we do. And you haven't heard that? No, yeah, no. Because I only thought to ask you today. Truthfully, we had to be starting back in September. So I mean, it doesn't hurt to do it earlier. Right. I mean, we could do it in August. I mean, it's, yeah. So we don't hold them out. I think it would be better off that we don't affect, you know, if the trail opens on December 15th, it's all decided. I mean, we knew this year was going to be. Right. We weren't making it, but. We go to the Berrytown Select Board every year and with our current map and any changes and whatever we have and, you know, ask their permission and speak up and any questions and, you know. When do you usually do that? What month? It's usually two months in advance, at least, yeah. We like to get everything done ahead of time, so there's no curve balls. Yeah, September wouldn't hurt anything. Well, the thing with this is they've got to go around to three or four, or five or six different towns to get these ordinances done if they're yearly. So earlier. Maybe we should take and look to August. Yeah. Man, I don't think it, to be renewed in August. I don't think, but I think what I wanted to know was the legality of, is it a whole new ordinance every year is what I'm trying to say. And I don't think it is. Anything else on the ordinance? No, I'll have that for you shortly, and we'll talk about it. It'll be on the agenda next time. OK, review of draft audit, Diane. OK, so you do have the audit, right? So I can go over a little bit of it. Did you? That's right. That's it. Thank you very much. Thank you. So I think the one that is the most similar to us, that what we're looking at all the time, is exhibit G. And that looks like our budget status report. What page is that, Diane? That is page 16. So I just want to briefly go over some of the highlights of it. And my numbers don't match up perfectly the way the auditors do it, even the bottom line is the same. But there's like three or four different things that they show differently than I do. They categorize things a little different. So page 16. Page 16, I don't know what I'm going on. It's right at the bottom, Pete, the number. Why don't you get in there? Oh, the next page. I was looking at these little numbers. Yeah, OK, yeah, OK. So anyways, we did better on the pilot. I'm looking at the revenues right now. And so we had underestimated what we would receive for pilot. So that's very good. Let's see, the state of Vermont, that one was really, we did better on that one as well. OK, we went way over on the zoning as far as revenue. So we did better. So a lot of our revenues were better. A lot of them were not significant changes. I just want to go over the things that were. And that's what we talk about. We know we're underestimating our revenues. So on that one. But I think now we are getting a little bit better. We're getting closer. The total underestimate was only $10,000. Well, one of the reasons for that is the contract at the hospital that we had planned on. I mean, we didn't have the expense there. Right. But, yeah. Yeah. And then on page 17 at the end, the health insurance buyback, that had doubled because Tom had become full-time working for us and Tom Badowski was full-time. And he elected to get the buyback as opposed to playing onto our insurance. And of course, we had no way of estimating that two years ago because we had no idea what was going to happen. And that's the situation we get into because we take our current people. Yeah, because that's all we've got to go by. And then it changes. But we haven't gotten, it's not a terrible problem. And then on page 18, for the development review board, the secretary was over. And the secretary is the one she does the minutes, but she also does a lot of research. So when she's there taking minutes, it's not just the time that she puts into taking the minutes. It's also the time that she researches the laws and stuff. So that one went way over. We have a different secretary this year. It does not appear that she's putting in as much time right now. And they haven't had as many meetings this year either so far. Let's see. And then if you look at the planning for what we call other, that's underneath the advertising printing, that 4727 was the consultant. Now, a lot of that money is coming out of reserves. But I show it differently. So the 4700, actually we only use 1,000 of it that we had for the budget. The rest of it came out of our reserves. So I've used that. Anything we take out of the reserves, it hits the expense, it hits our budget. The full amount. That's just the way it is. OK. And then on page 19, the board is under, let's see, general. And under tax refunds and abatements, that's 33,000. I never know from year to year what that's going to be. We never ever put in a high enough number because you just have no way of knowing. So that's why that one is so much higher. It would be worthwhile for us to grossly overestimate it knowing that that's going to happen. I mean, it sort of comes out in the balance. It does, yeah, and we could do that. Well, the other thing that we could do is if you were to look on the balance sheet is we actually have an amount that we hold for bad debts and actually start using that. Well, we had some special situations, didn't we, in that? We had that solar error. And then we also had, is that also include anything with green mountain power? They hadn't paid, so we were down. That's errors in emissions. Yeah, OK. And the solar thing was also errors in emissions. The Board of Abatement is truly abating taxes. Right. And we never know who's going to apply to have a debate. But you're saying there's a fund separate from the general fund that you're going to have. Well, it's in the general fund, but it's in the balance sheet portion of it, and it's called allowance for bad debts. And I've never touched that. And I technically could if I wanted to for some of these abatements, especially the older ones, because that's what that's there for. I mean, that makes sense if that line items there for that. Yes. But we can consider that in the future. OK. Let's see. And then as far as the police, we were down an officer in FY 18, I believe. So that's why they were coming under the expenses. And also, the expenses were under because we did not have to contract for the full year for the hospital. And then summer rows for the highway, and this is on page 20, summer rows for the highway, we tend to get, you see, when I am estimating the wages for winter and summer, I am taking six months winter and six months summer. And a lot of times, Tim, the road foreman, will tell me, I want you to continue the summer payroll for a couple more weeks. So we end up having more in summer payroll than we do in winter payroll. So that's why sometimes the summer payroll is over and the winter is under. And it's just because of the way he decides. As long as he comes out in the wash. It does. It does. But that's why that is different. So instead of 13 weeks in each, it might be 14 or 15 in one and 11 in another. Right. Something like that. And the winter rows, we were slightly down in that. We did not spend all of the money that we planned on. And then the next page, page 21, under general resurfacing and gravel, part of the 147,000 is money that was capitalized that's in the assets. But I have to show it as an expense. And then I show it as an asset as well. That's the way that works. Otherwise, under other for highway, we were under an expenses. So that was a good thing. So overall, if you look on page 22, at the middle column at the bottom, where it says net change and fund balance, we had a loss of $29,548. And that was definitely due to the Green Mountain Tower of Washi. Yes, because the revenues were not as high as they should have been for the property taxes. So that brought the total fund balance, which has reserves in it, et cetera, down to $1,073,000. So it's down for the year. But this is the first time in like, I think, four years that we've actually, it's been, you know. So we're really running half of that fund balance is restricted and committed. And the other half is unrestricted. Yeah, and that was the highlights for that. And then, if you were to, well, I don't know, it's so easy to find here. But I was looking to see, you know, there's significant audit findings. And that is going to be towards the end. There's like one of three pages. And if you look on page two of three, it says the difficulties encountered in performing the audit, we encountered no significant difficulties in dealing with management and performing and completing our audit. So it did not pair to be any audit findings that were of great nature. I had nine entries that they gave me for all the different fund balances that I made for the entire year. And there was a lot of them, I had posted something in just the wrong categories. Well, Diane, I would like to say that was excellent. That really is a very good job. And I wanted to thank you for doing that because I know it's nice not to have any findings and to have things. And stay should be. You know, as they should be. Yeah. And to reliably have it that way, yeah. Right, right, right, no, thank you. Of course, Linda will be here at our next meeting and she'll talk about it again. Yeah, they will be wanting you to accept this audit and maybe now they have a chance to read it. And Linda Mullins from the accountants will be here on the 3rd of January to just go over here. So if you had any questions that you could think of, she asked me if she could know ahead of time and she can make sure she knew the answer. If you think of anything, let me know and I'll ask her. Or if you want me to clarify anything, you can certainly clarify or help. We didn't think we'd go line for line. Yeah. No, it's fine. There was nothing. We have the same figures, only they're in different holes. Some, you know, some of them. Opening of the town of Fort Mids. Yes. We have five. You might have to open one. Oh, yeah. Cheat, Cheat, for your viewing pleasure. Diane, would you like one? It's Christmas. Everybody gets to go to the bid. I just got a fancy proposal. Glad you had to pick one. We do ask in our bid requests for a sample, only many of these don't because we've done this which is why Brad has the update for package. Still Water Graphics? I have that one, okay. Still Water Graphics is out of Williamstown. Let's see. They're saying, I don't know exactly how much information you want on this, but their bid for 600 is 3,185 dollars. It says page count 225 plus cover. So I don't know how many pages you're looking for. That's accurate, yeah. So that's 225 pages plus cover? Yes. I think that was the RFP, right? Yes, yeah. The L Brown Suns? So L Brown Suns, same thing, cover 224 pages of text. The covers and 80 pound gloss cover, the text is 20 pound white opaque. For 600 copies, it's 2,418 dollars, which is a $4.03 each. What will we do, we'll do a 2,418 for 600. I think they're all for 600. Yeah, yeah. I have jet service, all the same information, 2,427 dollars. I have repo. They have given up price for, they've added 2,018 reports, only it would be 2,350 dollars. They also gave us the price if we bought two years in a row, but our RFP did not call for that, so 2,350 dollars. What was jet service again? 2,427. And I have IRC Brachios, some samples of their work. Town of Hinsdale? Hinsdale, New Hampshire. Yep. Pyramot and Straff in the literature. And their bid is 2,906. For the repro bid, was that including shipping? The repro bid, let me just be sure that shipping via UPS or the local curry will bring it to the town office. And Brachios is a delivery by RCB, so they'll deliver. I've not seen if that's addressed from Elbrown. It's not in still water graphics either. We have had Elbrown before and they did bring it. They did. Yeah, yeah. They're just done. It's over and buried. Yeah, I imagine jet would bring it. So I would think the shipping would be included in still water as well. It's still water as well, just says shipped to Berlin or something. I mean, it's nice having a local one that if we had to go there. Well, you know. We don't have to go to the Massachusetts or something. I know we're not supposed to exercise favoritism or anything like that and I'm not. But jet is in Berlin. For $9. For $9. What was he gonna say? For $77. Look, 24-18 and 20- Repos 23-25, that's what he was saying. Oh, sorry. Yeah, they're 392 a copy for repro. Jet service is 404 a copy and Al Brown in the sense is 403 a copy. Right. For a copy. So, this cheapest always cheapest? Is that what we're supposed to do? Well, the board has the option to accept the bid that they feel is in the best interest of the community. That may or may not be the lowest bid. We have used jet before. I mean, their work's been last year they were our vendor from last year. They had also given us a price at one time but we didn't, again, it wasn't in the bid spec, so we had to. I'm just throwing that out there. So we also had a bit of a sassy response one year when we did not choose them. Right, well, and I get it, but I think I couldn't help but agree that it was, you know, it's a local person. They do confident work. It's satisfactory to us. What was it? 12 bucks or 15 bucks or something like that. I don't know. We're supposed to listen to a lot of constituents. But whatever, I'm just throwing it out there. And you're right, it is more money. It isn't 427, it's 350, so. Well, the spread between is what, $77? Move that we accept the bid from repro the amount of 2350. Second. Any further discussions? All those in favor? Aye. Moulton-Carrie. We will have a resignation from the Planning Commission, Dana. We had a resignation from Mr. Ferro, Jeff Ferro resigned from the Planning Commission. He did send us an email. He was unable to continue his duties as a member of the Planning Commission due to returning to active duty for the Vermont Army National Guard and the duties required for that position. Please accept my resignation and make my position available for a new member. Thank you for having me on the team. Jeffrey Ferro, Cross Town Road, Berlin. Except with sadness. Move to accept Jeff Ferro's resignation from the Planning Commission. Second. Any further discussion? I suppose we should post that then. We will post the opening and would you like me to draw our thank you letter? Yes. Yeah. Affordable License Permits about you. Very quick question. I'm pretty sure I've actually, I've asked this question before but I'm gonna ask you again. We have two phone lines from Comcast that we're paying for. Even though we get our phone service. I think we actually have three. The fax machines are on Comcast. Do they have to be? I believe they do. Phone's a phone. Well, the others come through the internet and I'll tell you everything I know but I can check on that if you'd like. Yeah, I mean, because we're paying for phone lines. I don't know if it'd be more expensive or less expensive just to do the voice over IP but again, in the interest of sort of consolidating these, we're paying $40 a month for those which I suspect you probably don't use $40 worth of faxes. I don't. I'm not speaking for the clerk's office. Of course. But I'll be glad to check that, that's a good point. I had been told at one time that the voice over internet wouldn't work with that. Same here, but I couldn't. However, I will not. All of our multi-function printers like that at Norwich are all plugged into the network. Okay, well, I'm not a network person but so I need to. We have standalone fax machines, does that make any difference? Shouldn't, I mean, you can have it too where it's just like a phone plug that just goes in. I'll be glad to check. Yeah. We can just find out if there's another fee for adding those to voice over IP system. I would say that the main drawback would be that if the internet goes down, then you lose that too. I mean, arguably you could use that for a phone backup. I think we have two fax machines on that and I believe the highway garage is, well, the phone number's 2299530. Okay, that's the one here. And 2234402. That's police. That's police. Oh, is it just two? That was the two. Yeah, so I think it was. The two lines that they have us sit here. I'm sorry. Okay, then I'll ignore me. I mean, on this bill anyways. Well, it would be, yeah. I think they have internet at the highway. They do, but that's a different bill. Yeah. So I moved to approve general fund accounts payable ward number 19G12 with checks 18712 through 18752 in the amount of $83,655. 17 cents. Also payroll warrant number 19-12 for payroll from November 25th, 2018 through December 8th, 2018 in the amount of $47,684.39. Also the October, November reconciled bank statements for the general fund, super commission and the water division and the November journal article, I'm sorry, the November general journal and tax admin entries. Your second. Second. Any further discussion? Those in favor? Aye. Those opposed? Motion carries. And administrative report later. Yes, I have just a few things. I think it was last Wednesday, Rosemary Coran, Diane and myself attended a class at the hospital for emergency management. And I think we got a better idea of what our roles would be in an emergency. Bruce Richardson and Wanda Burrell on our emergency management team were there as well as several people from other communities. And I thought the lady at the stage did a very nice job explaining it. So we did do that. I know that most of you get this in the mail, maybe. If you don't, I have an extra copy. If you would like to read the latest leagues magazine. We have also released today the request for proposal for audit services. This was the last year of our audit contract. We have mailed it to three firms, the three local firms that are able to handle our audit and they are the company that we now use, Father Gill and Sigali, Powers and Sullivan, and Crow, Weisner. And Mudgeit. Mudgeit, yeah, and we've used them before too. Tonight over at the school, they're having a public hearing on the land use regulations that are going to be in the ballot in March. The board also needs to hold a public hearing and that is going to be, has been scheduled for January 10th, which is not your regular meeting night. It would be the second Thursday in January. At seven o'clock. And thank you, if that's all I have. Would that be here? That's going to be here. Yeah. Are we going to be talking about the budget or not? Anything for executive session? Are we going to talk about the budget? Nothing for executive session. Did you want me to put the budget on the next meeting so that we can review that? Okay. So we'll do that Diane? Yeah. That'd be a final review then? We've got, I don't know if you heard me say we have to get it to Rosemary by the 17th of January. So I think we have time if you need more than one meeting, but I don't see a lot of things in there that are going to be adjusted. Would you send me that great spreadsheet that you have? Yes. That'd be awesome. Thank you. Thank you, everybody's on that one. Road table, please? All set, thank you. Good? Good. So you didn't need it. Motion to approve? Move to approve. Second. All in favor? All right. We're done.