Trustees Meeting 7/27/26

Web version

SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

REGULAR MEETING

Monday, July 27, 2026

6:00 PM

PRESENT: David Winchester; Village President; Suzie Kelleher, Trustee; Neal Speer, Trustee; Damon Broderick, Trustee; William “Bill” Sheets, Village Manager; Lynn Paradis, Assistant Village Manager;  Dianne Day, Village Clerk; Matthew Sullivan, Chief of Police; Suzanne Washburn, Mark Rocheleau and Ch. 16. Via Teams: Michael Miller.

To watch this meeting in its entirety, go to Northwest Access TV on YouTube. The video will also be posted on the Village’s website once it is available. Unless otherwise noted, all motions carried, unanimously.

1. Call to Order:

David Winchester, Village President, called the Village Board of Trustees meeting to order at 6:00 p.m.

2. Pledge of Allegiance:

Everyone in attendance stood for the Pledge of Allegiance.

3. Agenda Review:

None.

4. Public Comment:

Mark Rocheleau stated the Car Show was a great success and said they had 197 vehicles register. He said the weather was great and he also said he wanted to recognize Neal Speer for winning Best of Show with the car he entered. He said even though the Chamber is closing the Car Show will continue on

Mark Rocheleau and Suzanne Washburn stated they wanted to talk to the Trustees about the possibility of the Village or Town creating a 501C3 non-profit so that they could be the permit holder for the swans in the Village Green. They talked about the Chamber of Commerce closing and how this would affect the swans permit. Suzanne also stated that the care and maintenance of the swans wouldn’t change, just the permit holder with the State of Vermont would. Suzie Kelleher stated that because this wasn’t on the agenda and they weren’t prepared to discuss this, it should wait until their next board meeting. It was decided that this topic be added to the board’s August 10^th meeting.

5. Approve and Accept Minutes from Monday, July 13, 2026, as presented:

Damon Broderick made the motion to approve the Minutes from Monday, July 13, 2026 as presented. Suzie Kelleher seconded the motion. Motion carried.

6. Approve and Accept Village Warrants through Thursday, July 23, 2026:

Suzie Kelleher made the motion to approve Village Warrants through Thursday, July 9, 2026, as presented. Damon Broderick seconded the motion. Discussion: None.  Motion carried.

7. Swanton Village Police Department Update with Chief Matthew Sullivan:

Chief Matthew Sullivan was present for this update and began by saying that the Village Police Department responded to 137 incidents in the Village during the month of June 2026. He said the top ten calls for service were 38 traffic stop, 11 suspicious person/circumstance, 9 agency assistance, 8 welfare/suicide check, 6 directed patrol, 5 citizen assist, 4 VIN number inspection, 4 found property, 4 noise disturbance, and 3 crash, property damage. Matt said that out of the 38 traffic stops 3 tickets were issued and 40 warnings. He said there were 15 arrests, 19 charges with 14 individuals.

Matt said they also responded to 172 incidents in the Town of Swanton during the month of June 2026. He said the top ten calls for service included 83 traffic stop, 25 directed patrol, 7 suspicious person/circumstance, 6 agency assistance, 5 VIN number inspection, 4 DUI alcohol or drugs, 4 welfare/suicide check, 3 motor vehicle disturbance, 2 citizen assist and 2 noise disturbance.

Matt said that out of the 83 traffic stops they issued 22 tickets and gave 78 warnings. He said there were 13 arrests, 15 charges with 13 individuals. Matt said they also worked an additional 12.5 service hours for the Town.

Matt talked about the traffic stops and how they’ve doubled from last year. He also said the DUI stops have increased and said 50% of those are drug related. He talked about the Governor’s Highway Safety grant program and said his officers have been working quite a bit of that on their time off. David Winchester asked Matt if they’ve been having issues with ATV’s lately. Matt said they have some issues and ever since the Town allowed them on Town roads, they don’t follow the rules. David said the roads need to be marked. Matt also talked about the increase in the amount of DLS stops they’ve done. He said in 2025 there was a total of 100 and so far this year they’re at 140. He said this is due to the increase in traffic enforcement. Bill Sheets, Village Manager, said next year they really need to discuss what’s happening with all the additional hours being provided to the town. He said they are getting a lot more than what they are paying for and it’s not fair to the Village taxpayers.

8. Fire Department Chief Applications: Appoint New Fire Chief for a Three-Year Term:

Bill Sheets, Village Manager, said interested candidates were required to submit a letter of interest to the Trustees, through the Village Manager, by July 22nd, to be effective August 1, 2026. He said the only one that applied for the position is the current Fire Chief Dan Chevalier.

Neal Speer made the motion to reappoint Dan Chevalier as the Swanton Fire Department Chief for three years, effective August 1, 2026. Suzie Kelleher seconded. Motion carried.

9. Review and Discuss New Financial and Billing Software Program -- NISC:

Lynn provided the board with this update about the NISC Software Program: I have been looking at upgrading our financial and CIS (billing) software for a while now. Our financial software was initially installed in 2009 and the CIS in 2011.  We have done a few upgrades since then.

Our current financial software is Great Plains (GP), which is a Microsoft product. They have put an end date on that platform of December 31, 2029.  After that date they won’t do any tax updates, support or fixes.  That caused me to start looking at new software when the announcement was made but the AMI conversion brought home that our CIS platform, Cogsdale wasn’t modern enough to handle the AMI easily.

Through various avenues, I looked at several software platforms. I looked at the successor to GP, Business Central.  It is very robust, but more than I felt that we needed plus the price tag would have been over $400,000 and it wouldn’t have fixed our CIS problem.  I also saw a demo for SpryPoint, a CIS software, but it is geared towards larger utilities, and we would still need to get a new financial software.

Many of the VPPSA utilities are moving towards NISC. In Vermont, Stowe, Enosburg, Ludlow, Hyde Park, VEC and WEC already have it installed.  Lyndon has signed with them, and Morrisville is also looking seriously at them.  By moving in this direction, it gives us others in the area to collaborate with, and other Vermont users are trying to get a User Group going.  Along with myself, our finance team and the line crew have seen demos and Trish, Laurie and I have gone to Stowe to look at it.

NISC is a cooperative that was formed initially for electric cooperatives. It is geared towards being an all-in-one software, they don’t integrate with other vendors for products they already have.

As you will see in their proposal, the implementation fee is $230,500, plus there are some new printers that would need to be purchased. There will be monthly support fees, similar to the annual support fees we currently pay.

This software would replace our current financial and billing software. In addition, our GIS mapping system, which is currently mPower, would move over to NISC.  NISC uses SmartHub as its payment portal, so we would also move from Invoice Cloud for online payments to SmartHub.

There are several benefits to NISC. The most important thing that I see is, SmartHub is more than a payment portal.  It is the customer interface that we currently don’t have. Because our AMI is live, customers will be able to get their daily usage, see their invoices and pay their bills.

Lynn asked the Board to review this and she will have it put on the next agenda where she will ask for approval. The Board thanked Lynn for her update.

10. Review and Approve Internal Financial Controls Checklist for Swanton Village:

Damon Broderick made the motion to approve the Internal Financial Controls Checklist for Swanton Village as presented. Neal Speer seconded the motion. Motion carried.

11. Review and Acknowledge Receipt of 2^nd Quarter SQRP Report:

Suzie Kelleher stated that the Village Board of Trustees have reviewed and acknowledged receipt of the 2^nd Quarter SQRP report as presented.

12. Review and Approve the Village of Swanton Using Municipay to Allow Credit Card Payments for Taxes, Fingerprints, Invoices and Deposits:

Dianne Day, Village Clerk, stated that she has done some research into the possibility of allowing credit card payments for taxes, fingerprints, invoices and deposits with a company called Municipay. She said the Town of Swanton and City of St. Albans have been using this credit card company for a few years and really like it. Marc and I had a demo presentation on 7/15 with Municipay to discuss the Village implementing the use of this service so that our customers can pay their taxes with a credit card, as well as miscellaneous invoices, electric deposits and fingerprint customers

There is no expense to the Village other than a one-time fee of $500 to get set up, have a one-hour training session and access to customer service. There is also a one-time fee of $199 for each card swiper we need. We would need two swipers, one for the office and one for the police department.

Any transaction of $100 and below will be subject to a $3 minimum service fee.  Starting at $101 it will become 3% of the total cart.  Example: A tax bill in the amount of $1849.92 would be charged a 3% fee of $55.50. This sounds like a large additional fee, but we’ve had customers calling on the due date trying to figure out how to wire funds to us. Some people won’t mind the additional fee because of the points/rewards that they earn on their cards. We would also be able to take an E Check over the phone for a $3 fee. This would work in that same scenario, it’s the 15^th of October and they have no way to get in the office and pay.

Last year we had two out of state customers who called on 10/15 asking how to pay their taxes over the phone. We weren’t able to do anything other than having them wire us the funds from their bank. One worked and the other did not, making the customer delinquent. This service would alleviate all that. The lady I’m corresponding with is also looking into the possibility of this going on our website, like St. Albans City, and allowing our customers to choose what they want to pay. A report would need to be printed each day and payments entered but this seems like a very good option for our customers.

Suzie Kelleher made the motion to authorize Village Clerk Dianne Day to go ahead with the purchase of Municipay services, allowing customers to pay taxes and miscellaneous invoices, with credit cards. Damon Broderick seconded the motion. Motion carried.

13. Review June Financials with Lynn Paradis, Assistant Village Manager:

Lynn Paradis, Assistant Village Manager, provided the Board with her June financial report:

• End of June $522,739.08 operating cash on hand. That is approximately 15 days of cash on hand.  The DPS is leaning towards having electric utilities carry 120 days of cash on hand.  For the water and sewer, we should be looking at a model similar to that.

ELECTRIC

• YTD LOSS of $982,234.12. Much of that is due to high market prices in January/February. 
• Customer A/R is 9% higher than the previous month. Surcharge began being billed in June.
• Revenues are roughly on target for the first half of the year.
• Hydro Maintenance expenses and labor are trending above average for the year.
• Purchase power will be over budget for the year.
• Maintenance of Lines expenses and labor are trending under budget, but the crews have been doing line upgrades that are a capital addition and are recorded on the balance sheet.
• Due to lack of cash, the department is behind in its power bill payments to VPPSA.
• AMI project is almost ready for closeout. About 22 electric meters still to install.  Once the project is closed out the debt will be financed thru VPPSA.
• Rate case surcharge is in effect. I have had positive conversation with the DPS about our rate case.

WATER

• YTD book profit of $988,684.50. Loan forgiveness for the Missisquoi River Crossing of $1,107,010 and for the Lead Service Line is $78,559.76.  In reality, YTD is a LOSS  of $196,885.26. 
• Customer A/R is 24% higher than the previous month. New rates went into effect.
• Revenues are lagging for the first half of the year.
• Maintenance expenses and labor are trending above average for the year.
• Maintenance of Services is above budget. Some of that will be reclassed to a capital asset as its part of the AMI conversion.

SEWER

• YTD profit of $14,633.36. 
• Customer A/R is 16% higher than the previous month. New rates went into effect.
• The plant upgrade is almost complete and the Construction Work in Progress will be moved to capital assets.
• Revenues are lagging for the first half of the year.

HIGHWAY

• Delinquent Taxes Receivable is less than last year at the same time.
• Property Taxes will be billing in August. Dianne is yet to receive the grand list from the Town of Swanton.
• Until property taxes are billed, there will be a net loss.

GENERAL

• Delinquent Taxes Receivable is less than last year at the same time.
• Property Taxes will be billing in August. Dianne is yet to receive the grand list from the Town of Swanton.
• Until property taxes are billed, there will be a net loss.

TOTAL 2026 BUDGETS

ELECTRIC       $9,971,251

WATER            $1,306,365

SEWER            $1,417,995

HIGHWAY       $    919,555

GENERAL       $    353,175

FIRE                $    410,657

POLICE            $1,963,881

CDBG               $ 2,540

TOTAL            $16,345,419

THIS DOES NOT INCLUDE GRANTS THAT FLOW THRU THE VILLAGE DURING THE YEAR.

The Board thanked Lynn for all her hard work

14. Village Manager Update:

Grants: We received a $50,000 Highway Safety Improvement Grant (HSIP) to repaint Village crosswalks and stop bars. We will solicit bids and contract this work out for 2027. There is no match for this grant, and it should free up time for Public Works to focus on their project list, to include one entire section of sidewalk (Grand Avenue between Furman and Platt) to meet grant funding.

HYDRO Operations: Hydro Operator position: This position has been filled. We want to welcome Tristan Kelleher to the team; he begins his training process in early August.

We have not had any significant rain events in the past few weeks and as a result our production is very low, 200 kw in drought conditions. We are close to the time of year where we conduct routine inspections and maintenance during plant shutdown. We will use that time to complete our assessment grant to help determine and prioritize overall plant needs.

Fire Department: The Fire Department had a busy weekend with the block party and the car show, and they have had several calls for service in the past two weeks.

Electric: The team has been busy continuing with utility pole upgrades and with other related projects. H.Bros Tree Service has started work on their contract and are busy clearing trees, on a prioritized basis. They are focusing on cross country areas, such as behind the water reservoir, and Ballard and Rollo Road in Highgate.      

On July 30^th Tanner Benoit and I will be representing Swanton Village Electric at a Cyber Security Exercise, hosted by the Vermont Department of Public Service, at the State Emergency Operation Center in Waterbury. Multiple utilities will be in attendance, and we are pleased to be invited.                     

PUC Hearing: The PUC will hold a second public hearing related to our rate increase filing, this one will be held here at 120 First Street, in person, on August 5^th. The evening will begin at 6 PM with a presentation from Swanton Village Electric/Village of Swanton discussing the circumstances related to the request. At 7 PM the PUC Public Hearing will begin.

ACRE Program: We are encouraging anyone to explore the ACRE Program, which allows eligible customers to reduce their power bill by just under $30.00 per month. Dianne and Liz just sent out direct mailings, and we hope to fill our allotted number of participants.

Building Update: The new facility is progressing nicely with the steel workers installing the garage portion of the building, while Connor Contracting is making progress on the wood framing of the office portion of the building. We will start to see the roof trusses installed soon.

Public Works: The team has been busy with sidewalk work and other projects. We are making progress with the installation of the two fast chargers at 74 Merchants Row. Public Works is working on the siting and installation of the pad and related equipment, and electric has installed the pad mount transformer and will work with the electrician to get everything up and running.

Water: The diver has been onsite to inspect the tanks both at the water plant as well as at the reservoir. Inspections were good at both locations, so he will return in five years. The diver still needs to inspect and clean the intake.

We are in the process of collecting 20 water samples from our customers, selected by the state, to check for lead and copper. This is required every three years, and our team hand delivers the collection kits and then picks them up. This is required by the end of September.

AMI: All water meters have been exchanged, except for 16 customers who have opted out.

Wastewater: They just finished making some minor safety improvements based upon both the recent VOSHA inspection as well as the Vermont League of Cities and Towns (VLCT) safety inspection. The VLCT inspection was at our request, and this completes the VLCT safety inspection of all facilities. We are waiting for a few final things to be completed on the project. There are no contractors on site, they will return to finish piping, siding and then finish their punch list.

Maintenance: The maintenance team has been busy with numerous projects at every Village facility. They replaced some of the ridge cap at 120 First Street and replaced about 250 screws to ensure that metal roof stays in good shape. There has been intermittent leaking in the winter cause by ice, and the ridge cap is the culprit. They still need to replace the rest of the ridge cap this summer or fall.

15. Any Other Necessary Business:

None.

16. Proposed Executive Session to Discuss Customer Accounts:

Suzie Kelleher made the motion, seconded by Damon Broderick, to go into Executive Session at 7:53 p.m. to discuss confidential customer account matters, where premature general public knowledge of the subject matter would place the Village or person involved at a substantial disadvantage. Motion carried.

Suzie Kelleher made the motion to exit Executive Session and re-enter Open Session at 8:10 p.m. Damon Broderick seconded. Motion carried.

ACTION TAKEN: Suzie Kelleher made the motion that all fees associated with opt-out fees are subject to disconnection if not paid. Damon Broderick seconded the motion. Motion carried.

17. Adjournment:

Neal Speer made the motion to adjourn the Regular Meeting of the Board of the Trustees at 8:14 p.m. Damon Broderick seconded. There being no further business at hand, David Winchester, Village President, adjourned the meeting at 8:14 p.m. Motion carried.

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David Winchester, Village President                              Date

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Dianne Day, Village Clerk                                             Date