Present: Norman John Arrison
Daniel Boyer
Henry "Chip" Cobb
Dave Fuller
Glenn Fisher

Others Present: Lisa Sargent, Recording Secretary
Christopher Adams (sitting in for Larry Melen)
Chief Brown
Edith Stillson
Julia Lloyd Wright, Claremont Villager
Marilyn Houghton
deForest Bearse, Zoning Administrator
Chris Harris
Willis Wood
Ted Goddard
Jim Adams
Cheryl Cox
Ernie Shand
Steve Aikenhead

1. Call to Order by Chairperson: Mr. Arrison called the meeting to order at 7:00 p.m. at Martin Memorial Hall.

2. Comments from Citizens: Ms. Lloyd Wright asked to be added to the next agenda to discuss the Lafko cats.

3. Review Minutes from Previous Meeting(s): Mr. Boyer made the motion to approve the minutes dated October 8, 2009. Mr. Cobb seconded the motion which passed 3 - 0 with two abstentions.

4. Weathersfield Proctor Library - Fiscal Year 2010 Budget Shortfall: Ms. Cox said for some reason the budget submitted to the Town from the Library is not the budget that was submitted to the voters to vote on. She said they received $125 for the purchase of adult books and they had requested $2,500. They requested $1,500 to purchase juvenile books and only received approval for $75.
Ms. Cox said the Trustee's would like the Town to restore $2,375 to the budget and also noted that the bigger problem will be next year, it will look like they are asking for more money since they are overspending this budget.
Mr. Chris Harris said they are already over budget because this error wasn't noticed until after some purchases were made.
Mr. Cobb made the motion to direct the Town Manager to see what he can do to fund money for the Library, Mr. Boyer seconded the motion. Mr. Fuller asked if the money was on a different line item somewhere. Mr. Chris Adams said nothing has been found at this time. He said the Library cut the amounts out of their budget that were approved so it appears the numbers got mixed up. Mr. Cobb amended his motion to include the Select Board would like Mr. Melen to provide them an answer at the November 5, 2009 meeting. Mr. Boyer seconded the amendment. Motion carried unanimously.

5. Ancient Roads Committee, Overview and Mechanics of Mapping Class IV Town Highways: Mrs. Bearse said in 2006 a list of roads were presented to the Board and they selected fourteen roads as the roads of interest to keep as Class IV roads and/or trails. Mrs. Bearse explained how the Ancient Road Committee worked on this project each week going through land records and information in the vault. She said they found roads through the process of elimination. Some roads have been found to be discontinued and they are still working on a few with no findings at all yet. There was discussion that most of the roads that have been found are four rods wide so this could be a factor with development.
Mrs. Bearse reminded the Board that the Town needs to put the roads on the highway map by February 10, 2010 if they want to retain as a town owned road. After that it will be a different process.
Mr. Boyer made the motion to direct the Ancient Roads Committee to start the process of identifying abutting landowners and to accept the recommended time lines, Mr. Cobb seconded the motion. Mr. Cobb asked to include the letters received from Ms. Lloyd Wright in the Public Hearings. Motion carried unanimously.
Mr. Cobb said the Town Manager needs to determine the process to make all roads three rod roads and also come up with a process for all Class IV roads to get on the map.

Mr. Arrison asked to move to discussion with Chief Brown as a citizen was concerned that Chief Brown was not at the International Walk to School day. And, he has not attended the safe route to school meetings.
Chief Brown said he has a new cell phone and there is no coverage at his house so he leaves the phone in his cruiser. He said he asked BJ Esty to call and remind him which she did but because she left the message on his cell phone he did not get it until 9:00 am when he got in his cruiser. He said he called Mrs. Esty and explained this to her and she said they had plenty of other help with the fire departments etc.
Chief Brown said he attended the first safe route to school meeting and the second one was last week when he was responding to a call that lasted until after the meeting was over. He noted they have had some meetings at school that he hasn't even been invited to.
He noted that he was not comfortable addressing the Board and explaining why he has not attended certain things. Mr. Arrison said he could have done it in executive session and it was his choice to do it in public session.
Mr. Fuller said he is probably the biggest supporter of Chief Brown and he appreciates the work he does and the work he has done in the past with the DARE program and he doesn't need an explanation. Mr. Fisher said he agrees with Mr. Fuller.
Chief Brown asked Mr. Arrison who the citizen was. Mr. Arrison said he could not say. Mr. Fuller said Chief Brown has the right to know but this has now turned into a personnel issue and should be discussed in executive session at the end of this meeting.

6. Weathersfield Fire Commission, Daniel E. Boyer: Mr. Boyer said someone from Ascutney Fire was supposed to be here tonight to show the Board their billing records but no one is here and he is not sure why but is disappointed. He said Mr. Fuller attended the last Fire Commission meeting and it was discussed that the Fire Commission and Select Board should have a joint meeting to discuss billing and rates. It was decided that the joint meeting will be December 2, 2009 at the West Weathersfield Fire Station.
Mr. Fuller said he did go to the meeting and felt it went pretty well. He said apparently there is a difference in the sheets being used by the two departments so he would like that addressed. Mr. Cobb asked for a copy of the Haz Mat Ordinance before the meeting on December 2nd. Mr. Fuller made the motion that both Fire Departments strictly adhere to the Haz Mat policy for charging, Mr. Fisher seconded the motion. Mr. Cobb said he feels this is a frivolous motion, Mr. Arrison agreed. Mr. Fisher said he feels something wrong is going on with the billing. Motion carried 3 - 2 with Mr. Cobb and Mr. Arrison dissenting.

7. Monthly Reports:
Land Use: Report received
Southern Windsor/Windham Counties Solid Waste Management District: Report received
General Fund: Mr. Arrison noted some line items are already over budget but this is because some expenses are paid "up front".
Highway Fund: Same as above
Solid Waste Management Fund: no comments
Cash Flow Report: Mr. Chris Adams said we are not looking too favorable compared to last year.
Reserve funds Balance Sheet: no comments

8. Old Business:
A. Policies and Procedures, Sign Rules and Regulations for Use of Martin Memorial Hall: Policy signed
B. Municipal Manager Search: Mr. Arrison said he talked with Abbie and the ad was only in the Valley News one day - he doesn't have the information on where and when the ads were run but he checked on that one. Mr. Fuller said he would like the information on where and when the ads were listed. Mr. Arrison said there are seventy four applicants and the packages will be copied and sent here next week. He noted the rating system information will also be in the packet.
C. Solid Waste Management Facility:
-Jaime Brockett: Mr. Cobb made the motion to remove the restrictions that were set for Jaime Brockett, Mr. Fisher seconded the motion. Mr. Cobb amended his motion to include sending a letter to Mr. Brockett, Mr. Fisher seconded the amendment. Motion carried unanimously.
- Storage, Transfer and Recycling Facility Recertification: Mr. Chris Adams said Mr. Melen told him we have submitted the paperwork and we are waiting for feedback.

9. New Business
A. Request to Appoint Acting Administrative Officer, Planning Commission: Mrs. Bearse said we need someone to file applications and there isn't anyone to do the paperwork so they are asking the Select Board to create a position of an Acting Administrative Officer and the Planning Commission nominated the Town Manager. Mr. Boyer made the motion to appoint Mr. Melen the acting Administrative Officer for the Planning Commission. Mr. Fisher seconded the motion which passed without dissent.
B. Policies and Procedures, Draft Zoning Board of Adjustment Alternate Member Use Policy: Mr. Fuller asked why this was on the agenda. Mrs. Bearse said she wasn't sure. Mr. Cobb said he would like to know why from Mr. Melen before discussing. Mr. Cobb made the motion to table this until the meeting on November 5, 2009. Mr. Fuller seconded the motion which passed without dissent.

10. Appointments:
(vii) Green Up Vermont Coordinator: Mr. Cobb made the motion to appoint Donald S. "Steve" Aikenhead as the Coordinator for Green Up Vermont. Mr. Boyer seconded the motion which passed without dissent.

11. Sign Treasurer's Warrants: Mr. Cobb made the motion to approve the Treasurer Warrants as follows:
General Fund Payroll $16,200.85
General Fund Operating Expense $16,517.68
Highway Fund $12,248.74
Highway Operating Expense $11,099.37
Solid Waste Management Fund Payroll $ 2,948.49
Solid Waste Management Fund Operating Expense $11,099.37
Grants $ 7,279.00
Library $ 382.20
Mr. Boyer seconded the motion. Mr. Arrison said he contacted Mr. Melen before the last holiday and asked him to address the ten hour holiday pay and it hasn't been done. He would like this on the agenda. After discussion it was noted that it probably isn't a large amount of money but it was decided that the Select Board would like to know the financial impact and they would also like a copy of the personnel policy to review. Motion carried unanimously.

12. Next Meeting's Agenda Items: Lafko cat, ten hour holiday pay, Barre sex offender - how will it impact our ordinance, Zoning Board of Adjustment policy. Review of "old" minutes possibly from July 2nd.

Mr. Cobb made the motion to go into Executive Session for personnel. Mr. Boyer seconded the motion which passed without dissent.

13. Adjourn: Mr. Boyer made the motion to adjourn. Mr. Fuller seconded the motion which passed without dissent. The Select Board meeting was adjourned at 9:09 p.m.

Respectfully Submitted,

Lisa Sargent