Select Board 

 

Select Board will be meeting on April 22nd, 2024 at 5 pm at the Montville Town Office.

 

 

 

 

 

Montville Select Board Meeting Minutes

Monday, April 15, 2024

 

 

Chair Hibbard called the meeting to order at 5:04 pm

 

Select Board Present:  1st Selectboard Sharon Hibbard (Chair), 2nd Selectboard Doug Thomas,

3rd Selectboard Hannah Hatfield

Others Present:  Administrative Assistant Joyce Ryan, Fire Chief John York, Karen York

   (5:30 Road Commissioner Richard Peavey, Deputy commissioner CJ Rideout)

 

2.  Accept Agenda

      * 6:00 agenda item – Road Commissioner and Deputy Road Commissioner discussion

 

Motion:  To accept agenda as presented - Selectboard Hatfield

            Second:  Chair Hibbard

Vote:      All in favor

 

3.  Public Comment/Information Session (30 Minutes)

MVFR requesting draft minutes. -Joyce will include them in email

 

4.  Discussion:  Conference call with Daniel from Info Tech (subject: email and phone)

 Daniel confirmed that Admins laptop is fully encrypted.  Currently 5 Microsoft licenses at

 $6 per license, Town Clerk and Treasurer $15 per license per month  (can lock into an annual package for a few dollars less per month)

 

Moving forward Emails can be forwarded from old to new, with a message that old email, after a certain date will no longer work or be valid

 

Migration price – estimate based on 16 hours $1300 to $1400

 

                  Migrating email out of fairpoint into new platform – possible 3 hours per mailbox

Info Tech (Dan)will perform this task in evening from his location

 

Currently there is not a force password reset. This can be done. IT recommends 90 to 120 days.  The Town currently does not have lock out of account enabled.  Password reuse would be part of the password reset.  Remote user – time out, IT explained the Town has had it in the past and it will kick one out (15 min inactive logout and 1 hour use)  IT can control immediate lockout for stolen or lost equipment.  Two factor authentication, if remote it is two factor and Microsoft can also handle two factor.

 

Suggested that Dan from Info Tech look into MMA Technology Conference

 

Chair Hibbard will compile all information needed for migration and get it to Dan at info tech

 

Administrative Assistant does not have access to shared files unless we move it to cloud – IT recommends cloud for all files except trio (this will secure trio more/and free up space)

 

MVFR not part of IT support; Tablets in the field, may not be as effective as it would be on a desktop.  Would be half the cost to manage a tablet as it would be to manage a desktop.

 

PHONES

Nextva – can not guarantee a number can be moved over.  Local carrier has the bank of numbers and are not obligated to release. Phones can be forwarded for a time (until consolidated has been discontinued).  Current outgoing emails from Town officials should include note:   New phone numbers coming in June (listing numbers assigned) Consolidated billing cycle is the 19th.  Selectboard suggest June 15th for phone switch over.  IT Can start the email process.  IT can  also manage domain.

 

Chair Hibbard – will get with Jodie on moving forward and let IT know

 

Phone numbers  will be:  207-774-2633   Main # 

                                                     207-774 -2634  Administrative and Assessing

IT will find a 774 number for fax machine

 

Motion:  To proceed with Microsoft migration - phone and domain  Selectboard Hatfield

Second:   Selectboard Thomas

Discussion:

Vote:  All in favor

 

Discussion:  Road commissioner and Deputy Road Commissioner

        Plan for roads – catch up, some culverts need replacing then can move on to roads

        Tree clearing and ditching

South Ridge

Goose Pecker

Burnham (a section of)

        Grading of roads will take two to three weeks. *Will need a bid package for chipping 

        near lines.  Culverts time line – Bog Road needs another culvert, Burnham (3). Deputy

        Commissioner recommends putting out to bid now, while it is not peak  construction

        time.  $50,000 from FEMA should be here soon. While Public Works is finishing up the 3

        weeks left of catch up work Selectboard will draft a 3 year plan.    Commissioner

        recommends North Ridge first.  Deputy commissioner recommends per foot price –

        should we need to add footage as we go forward we will know the cost.  Selectboard

        Thomas will research the state minimum for leaving wood on side of road to be taken. 

        Bridge needs to be repaired , 6 ton limit, oil and sand trucks still crossing.  Needs to be

        part of the plan selectboard is trying to come up with.  Cold patch needs to be ordered. 

        Commissioner to see if available elsewhere (Pike).  Administrative Assistant to pull 3

         year sand bid specs.  Ton truck $4100 total cost of new engine, not including labor.

 

Motion:  Approval to fix ton truck with remanufactured motor  Selectboard Thomas

Second:  Chair Hibbard

Discussion:

Vote: All in favor

 

5.  Old Business    

                  Appointments

• CEO Selectboard Hatfield to compile list of problems in past, Selectboard Thomas to research certified or not, per statue

• ACO – Selectboard Thomas still working on it

• Board of Appeals

• Road Commissioner

•  To appoint Richard Peavey Chair Hibbard

•   Selectboard Hatfield

• ​

•   All in favor

  • Deputy Road Commissioner

• To appoint CJ Rideout Chair Hibbard

•   Selectboard Hatfield

• ​

•   All in favor

6. Town Departmental Updates.

a.  Roads

b.  Transfer Station

Appointment has been made for brakes, jersey barriers need to be put out, suggest the use of a different barrier

c.  MVFD/EMD

            Security Camera Access information  Friday (4-17-24) morning 8 am Doug will attend

d.  Clerk

            Deputy Clerk will start Wednesday 4-18-24

e.   Tax Collector/Treasurer

            Invite to next meeting Selectboard Hatfield will invite (4-2024)

f.  Assessing Updates/Questions:

g.  Administrative Assistant

            Supply Orders update (WB Mason account set up)

            Agenda process:  Wednesday by 5, Administrative to get agenda to Selectboard

            Thursday by 5 any changes due to Administrative Assistant by 5:00 pm

            Final to Selectboard and Town Clerk by noon on Friday

                        i.  Selectboard

7. New Business

Motion:  To table New Business, item a (Town Office)., until next meeting

   Selectboard Hatfield

Second:  Selectboard Thomas

Discussion:  remove a.4

Vote:  All in favor

8.  Town Office –

            a.1  Procurement Policy (revision)

            a.2  Roadside mowing

            a.3 Town mowing (town property)

            a.5  Select Board Department Contact

            b.  Approval of Selectboard Minutes (March 25, 2024-tabled, April 10, 2024)

                        Motion: To approve April 10, 2024 minutes Chair Hibbard  

                        Second:  Selectboard Thomas

                           Discussion: minor corrections made and saved

                         Vote:  All in favor

9.  Treasurer’s Warrant

                        Selectboard signed Warrant

10.  11th Hour

11.  Review next meeting agenda items

Meeting adjourned 9:20 pm

 

 

Respectfully submitted:

 

Joyce Ryan

Administrative Assistant

​

​

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Montville Select Board Meeting Minutes

Wednesday, April 10, 2024

 

Chair Hibbard called meeting to order at 5:00 pm

 

Select Board Present :  1st Selectboard Sharon Hibbard (Chair), 2nd Selectboard Doug

       Thomas, 3rd Selectboard Hannah Hatfield

Others Present :  Joyce Ryan (Administrative Assistant)  Karen York, Fire Chief John York

 

Public Comment/Information Session (30 Minutes)

 

Old Business

• Telephone number and email changes

  • ​

The 4470 (Public Works) Richard said we could get rid of

Have been told we cannot keep current office number – discussion needed.Joyce to contact Daniel for group discussion.

• Appointments

  • CEO

No action:Selectboard Hatfield to reach out to the two interested parties along with current CEO and research other related facts.Will invite to next Selectboard meeting.

• ACO

No action:Selectboard Thomas to contact current ACO to see if interested.

• Board of Appeals

No Action: Selectboard Thomas to contact to see if interested

• Road Commissioner

No action: Selectboard Thomas to contact Commissioner and Deputy attend April 15, 2024 meeting.

• Deputy Road Commissioner:

No Action:Selectboard Thomas to contact for attendance at April 15, 2024 meeting.

 

Stephen Tabitha King Grant Discussion:

Adi suggested per Angus Kings office, to apply for two grants:

One for Generators (all town buildings)

One for Fire Department turnout gear

 

Town Departmental Updates.

a.  Roads

            none

b.  Transfer Station

Concerns:  Electric concerns:  Electrician should be there with in two weeks

Chair Hibbard would like doors and windows work to start

immediately.

c.  MVFD/EMD

To approve Emergency Operating Plan         

   Motion:  Chair Hibbard       

   Second:  Selectboard Hatfield

   Discussion:  None

   Vote:  All in favor    

            To approve Ed MacDonald Grant application

               Motion:  Selectboard Hatfield

   Second:  Selectboard Thomas

   Discussion:  Karen York requested monies to come out of

  operations or equipment

   Vote:  All in favor

Training for the MVFD Administrative Assistant:

                                      To approve attendance at the Personnel policy workshop

                                        Motion:  Selectboard Hatfield

                                        Second:  Selectboard Thomas

                                        Discussion:  Request for Karen York to bring information back

                           to Selectboard

                                       Vote:  Yes 2  No 1 (Chair)  Motion Passes

                                 To approve attendance at the Women Leading Government workshop

                                       Motion:  Selectboard Hatfield

                                       Second:  Chair Hibbard

                                       Discussion:  Registration closed class is full

   Vote:  No vote required as class is full

 

         To approve attendance at the Best Practices IT Workshop

                                      Motion:  Selectboard Hatfield

  Second:  Selectboard Thomas

  Discussion:  MVFD is not covered by Town’s IT security measures and

 probably should be, request that workshop information be

 brought back to board

 Vote:  All in favor

      

Fire Chief York -Engine 4 is down and at the shop.  Believes capital equipment

monies can be used for this repair.

Request Hazard mitigation meeting logs – Hannah to get info to Karen York.

 

d.  Treasurer/ Tax Collector

             Lien Warnings going out

e.  Clerk

Change password for security code, Selectboard recommends reset of security phrase and it be given to anyone who has access to the security system.

f.  Assessing Updates/Questions:

 

g.  Administrative Assistant

 

 

f:  Select Board Updates

                To approve the Remote Work Policy and Procedure

Motion:  Selectboard Thomas

Second:  Selectboard Hatfield

Discussion: 

Vote:  All in favor

 

1.  New Business

a.  Town Office –

b.  Approval of Selectboard Minutes (March 25, 2024 postponed & April 1, 2024)

c.  Treasurer’s Warrant

d.  11th Hour

f.   Adjourn  8:20 pm