Minutes of the Special Selectboard Meeting of Wednesday, March 7, 2012 at 6:00 PM
Members present: Christopher Ashley, Chair; Ed Childs; Linda Cook; Steve Flanders; Keith
Moran; Neil Fulton, Interim Town Manager; Nancy Kramer, Assistant to the Town Manager.
There were 7 people in the audience.
Also participating: Liz Blum, Cheryl Lindberg.
1. Nominations and Election of Chair (Action Item). Fulton opened the meeting at 6:08 pm
and introduced the Selectboard members. Flanders thanked Childs for his tenure as Chair
and asked for his thoughts on what the Chair does. Childs expressed his appreciation for the
support he received from Board members and also thanked Fulton and Kramer for their help.
Childs said he believes the job of the Chair is to preside over the meeting and keep order.
Flanders nominated Ashley for Selectboard Chair (2nd Childs). Ashley said that Childs has
done a good job as Chair and thanked him. Ashley also said, if chosen for Chair, he would
only accept the position for a year. Childs moved (2nd Flanders) to close nominations for
Chair. Motion passed. Motion to elect Ashley as Chair passed. Ashley welcomed Moran
to the Selectboard.
2. Nominations and Election of Vice-Chair (Action Item). Moran nominated Cook for Vice-
Chair (2nd Ashley). Moran and Ashley both spoke briefly about their choice. Blum asked about
the duties of the Vice Chair and Ashley said it was back up to the Chair. Motion passed.
3. Acceptance of Redetermination of Equalized Education Property Value and Coefficient of
Dispersion (CLA) (Discussion/Action Item). Fulton said that after the Property Valuation and
Review removed two sales from the study the CLA improved to 93.30%. Both Fulton and the
Board of Listers recommend acceptance. Acceptance must be within 10 days of receipt of the
notice letter which was February 27, 2012. After a brief discussion, Flanders moved (2nd
Cook) to accept the redetermination of Equalized Education Property Value and Coefficient of
Dispersion and authorize the Chair to sign the stipulation agreement. Motion passed. Blum
thanked the Board for their support.
4. Choose Official Town Newspaper (Action Item). After a brief discussion, Cook moved (2nd
Flanders) that the Valley News be the official paper of the Town of Norwich. Motion passed.
5. Set Selectboard Regular Meeting Schedule (Action Item). Fulton suggested continuing with
the current schedule and only having one meeting in July so that Selectboard members would
know when to schedule their summer vacation. Fulton also suggested that down the road the
Board might want to consider focusing one of their two meetings on one policy issue as was
done during this year’s budget sessions. Flanders moved (2nd Childs) to set their regularly
scheduled meetings for the 2nd and 4th Wednesdays of the month at 6:30 pm except as
modified by the Selectboard or meeting calendar. Motion passed. After discussion and
putting (if needed) by the July 25th meeting, Cook moved (2nd Flanders) to approve the
Norwich Selectboard meeting calendar as presented. Motion passed.
6. Open Positions (Discussion/Action Item). Fulton noted that if Moran decides to resign there
will be two unexpired seats ending in 2013 on the Finance Committee. Moran spoke about
being reluctant to resign because that would mean the Finance Committee would lack a
quorum to take action if he does. Flanders would prefer to not have a Selectboard member on
the Finance Committee. There was some discussion about what work might be coming before
the Finance Committee. Ashley reviewed the open positions. Childs moved (2nd Flanders) to
approve the advertisement for open positions. Motion passed. Open positions and
descriptions will go out on the Town Email list, the Norwich Digest and be posted on the Town
website at www.norwich.vt.us and the usual Town places.
7. Authorize Chair or Alternate to Sign Payroll Warrant. Flanders moved (2nd Childs) to
authorize the Chair or the Vice-Chair to examine and sign the Payroll Warrant. Motion
8. Authorize Chair or Alternate to Sign Accounts Payable. After a brief discussion,
Flanders moved (2nd Childs) to authorize the Chair or Vice Chair to examine and sign warrants
against the town when approval of the warrant is for expenditures that are within the
purchasing authority of the Town Manager and is necessary to be drawn between regular
Selectboard meetings or that the time between regular Selectboard meetings exceeds two
weeks and that the warrant will be included in the Selectboard packet for the next regular
Selectboard meeting. Motion passed.
9. Readopt Procedure for Receipt of Correspondence (Discussion/Action Item). After some
discussion of the process, Childs moved (2nd Flanders) that the Norwich Selectboard readopt
the Procedure for Receipt of Correspondence as presented. Motion passed.
10. Readopt Rules for Conduct of Regular and Special Selectboard Meetings
(Discussion/Action Item). The agenda process was discussed and Ashley went over rule 6.
briefly. The Board agreed by consensus that they were comfortable with the way the current
agenda process is working. Childs moved (2nd Flanders) that the Norwich Selectboard
readopt the Rules for Conduct of Regular and Special Meetings as amended. Motion passed.
11. VLCT Selectboard Institute I (3/31/12) and II (4/28/12) (Discussion). The Selectboard
discussed that these institutes are very helpful especially for new Board members.
Selectboard members will let Kramer know if they wish to attend.
12. Selectboard Email Communication Procedures (Discussion/Possible Action Item). After
some discussion as to what constitutes a public record, Flanders moved (2nd Childs) that it is
the policy of the Norwich Selectboard that a copy of all email received by a Selectboard
member and all email sent by a Selectboard member that relates to business of the Town of
Norwich will be sent to the Assistant to the Town Manager who will maintain an archive file for
compliance with the Vermont Public Records Act, unless the Selectboard member maintains
an archive file in compliance with the Vermont Public Records Act. Motion passed.
13. Review of Next Agenda (Discussion/Possible Action Item). The Board discussed the
importance of having a fair and open process of the Town Manager retention or recruitment
and seeking public input. It was agreed this agenda item would be moved up to early on in the
agenda and allotted 30 minutes. The Selectboard also moved the Girl Scouts proclamation
and Historic Preservation Commission appointments before the Town Manager’s report and
removed the appointment of the Town Service Officer. After discussion, the Executive Session
was left on the agenda, if needed. After some discussion, the Finance Committee Statement
of Purpose was added to the agenda. Flanders will meet with Moran and the Town Manager
and a revised draft will be included in the Selectboard packet. A revised agenda will be
distributed to Board members Thursday for approval.
Cook moved (2nd Flanders) to adjourn. Motion passed. Meeting adjourned at 7:24 pm.
Approved by the Selectboard on March 28, 2012.
By Nancy Kramer
Assistant to the Town Manager
Next Regular Meeting – March 14, 2012 at 6:30 PM
1) Update Finance Committee Statement of Purpose
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