Minutes
April 5, 2007
Present: Daniel Boyer
Patricia Daniels
C. Peter Cole
Others Present: Larry Melen, Town Manager
Lisa Sargent, Recording Secretary
Edith Stillson
Julia Lloyd Wright, Eagle Times
Michael A. Smith, Otter Creek Engineering, Inc
Ginger Wimberg, Weathersfield Historical Society
Marita Johnson, Weathersfield Historical Society
Robert Corbo
Nathalie Corbeau
Gary Cross
Darrin Spaulding, AVFD
Gretel Schuck, Three Zooms/Mountain Man
Nat Whitney
1. Call to Order by Acting Chairperson: Mrs. Daniels called the meeting of the Weathersfield Select Board to order at 7:02 p.m. on Thursday April 5, 2007 at Martin Memorial Hall.
2. Adopt Policy for conduct of Meetings and Hearings: Mr. Boyer made the motion to adopt the policy for conduct of meetings and hearings as written. Mr. Cole seconded the motion, which passed without dissent.
Mrs. Daniels requested an emergency executive session for the discussion of personnel with Nat Whitney and the Select Board. Mr. Cole made the motion to go into executive session. Mr. Boyer seconded the motion, which passed without dissent.
3. Comments from citizens: Chief Spaulding said the Ascutney Volunteer Fire Department is looking at purchasing a 75’ ladder truck also known as a quint. He said that with the new buildings that are being built in Town the rescue truck is not needed as much as a ladder truck. He noted the buildings are taller and a lot have metal roofs. Mr. Cole asked what would be used instead of the rescue truck; Chief Spaulding said the forestry truck. He said they have found a 1989 American LaFrance in CT for $49,000 that they will look at on Saturday. He said they have had some interest in the rescue truck already even though it has only been posted on the Internet for one day.
Mr. Boyer said this was discussed at the Fire Commission meeting last night and West Weathersfield will cross train with Ascutney so this could be used on both sides of town and this would be a replacement piece of equipment as the rescue truck would be sold.
Mr. Cole asked how this would be paid for. Chief Spaulding said from money in savings and the sale of the rescue truck. He said they might need to have a loan for a couple thousand dollars. Mrs. Daniels said her concern is maintenance as this is budgeted for and if the money is gone, the money is gone. Chief Spaulding said they would have to use fundraiser money for repairs if the money was gone.
Mr. Melen asked when the lift mechanisms would be up for rebuild, Chief Spaulding said he doesn’t know.
Mr. Cole expressed concern for a large expense in the future with replacing a ladder truck, as they are very expensive. Chief Spaulding said they would not expect the Town to replace a truck like this with a new truck, they would look to upgrade.
4. Review Minutes from Previous Meeting (s): Mr. Boyer made the motion to accept the minutes dated March 8, 2007. Mr. Cole seconded the motion, which carried unanimously.
Mr. Boyer made the motion to accept the minutes dated March 15, 2007, Mr. Cole seconded the motion. Corrections were noted. Motion carried unanimously.
5. Proctor Library Wastewater System Replacement-Otter Creek Engineering: Mr. Michael Smith asked the Board if they would like to advertise the work that needs to be completed using the standard bid procedure or if they would like to have Otter Creek Engineering recommend three or four contractors. He said that if they use the recommended contractors it would reduce the scope of the bid process therefore save the Town several thousand dollars in engineering fees.
Mr. Boyer asked what our policy was. Mr. Melen said our purchasing policy requires advertising but the Board can suspend the policy. Mr. Boyer asked with the boring if there would be limited bidders. Mr. Smith said he assumes General Contractors would sub out the boring process. Mr. Cole said some bids can have a lot of variations, price isn’t always the determining factor. Is the likelihood that there would be substantial variations in this bid? Mr. Smith said the bids should be similar as the equipment would be the same, the material of the pipe is the same and the length of pipe is the same.
Mr. Boyer made the motion to suspend the Town purchasing policy and direct the Town Manger and Otter Creek Engineering to select four qualified contractors to bid. Mr. Cole seconded the motion, which passed without dissent.
6. Application for Large Gathering Permit-Weathersfield Historical Society: Mrs. Wimberg said the Weathersfield Historical Society is having a 60th Anniversary Commemoration of the B-29 Crash on Hawks Mountain Sunday June 17, 2007 and they would like a large gathering permit. She said this would be held in the area of the Perkinsville Green. Mrs. Wimberg and Ms. Johnson explained some of the activities that would take place between Saturday and Sunday. Mr. Melen asked that they have the Church and Mr. Whittemore provide something in writing permitting a large crowd on their property. He also asked that they notify Chief Brown in writing and ask him to be on hand for this. There was discussion that West Weathersfield Volunteer Fire Department should be asked to have personnel on hand during the walk to the site in case emergency medical help is needed.
Mr. Cole made the motion to grant the large gathering permit to Weathersfield Historical Society with the condition that written permission is obtained from the Church and Mr. Whittemore. Mr. Boyer seconded the motion, which passed without dissent.
7. Approval of Construction of Private Road – Nathalie Corbeau: Ms. Corbeau explained the road improvements that would be made in order to complete the subdivision of her property. Mr. Boyer said the Fire Commission was concerned with the steepness of the grade. Ms. Corbeau said the road is very solid and even with mud season this is passable with two wheel drive vehicles. Mr. Melen noted she should contact the State Highway about widening the entrance.
Mr. Cole made the motion to refer this request to the Highway Committee. Mr. Boyer seconded the motion, which passed without dissent.
8. Application to Conduct Duathalon Event – Three Zooms, Inc. Ms. Schuck said this event is on May 20, 2007. She explained that it would start at Ascutney State Park and go clockwise. She re-capped information provided to the Board in the safety plan. Mr. Boyer asked that she make sure she has property owner’s permission if there are aid stations on their land. Chief Brown suggested she have three officers at intersections and one roving officer. She said there would be a roving officer from Windsor. Mr. Melen recommended she send a letter to Golden Cross Ambulance Service to notify them this event will be happening.
Ms. Schuck noted they are looking for volunteers and are willing to pay $20 per person for approximately four hours of time.
9. Meeting with Martin Memorial Building Trustees – Capital Improvements: Mrs. Daniels expressed some concerns with the building, one was the front door, which is being replaced. She also wants to know more about Martin Memorial Hall Trustees and recommended they meet on a regular basis, take minutes and submit their minutes to the Select Board. Mrs. Daniels would also like more information included in the Town Report like a financial report.
Mr. Cole suggested Mr. Melen meet with the Trustees and write down who pays for what and who is responsible for what.
10. Monthly Reports:
Highway: Mr. Melen said we might have a problem with running low on gravel.
Land Use: No report provided
Police: No comments
Associates in Municipal Property Tax Assessments: Mr. Melen said they are in Greenbush now and are on schedule.
Southern Windsor/Windham Counties Solid Waste Management District: Mr. Melen said it is nice to be receiving these reports.
Fire Commission: Mr. Boyer said they elected officials last night and he is the Chairman, Tom Johnson is the Vice-Chairperson and Barb Thomas is the Secretary.
11. Policies/Ordinances
A. Review Draft Policy Prohibiting Harassment: Mr. Melen said this is a separate policy from sexual harassment, this is on general harassment and recommended by the League. The consensus of the Board was to have the first reading on April 19, 2007.
B. Review Draft Smoking and Smokeless Tobacco Policy: Mr. Cole asked if this was standard language from the League, Mr. Melen said yes. Consensus of the Board is to have the first reading on this on April 19, 2007.
C. Review Draft Ordinance Regulating the Disposal of Solid Wastes: The consensus of the Board was to have the first reading of this on April 19, 2007. Mr. Boyer said the Fire Commission discussed this last night and asked if Title 10, Chapter 83 was from the Fire Wardens handbook, Mr. Melen said yes it is from the same book.
D. Discuss current Sewage Ordinance for the Town of Weathersfield – Premption by Vermont law effective July 1, 2007: Mr. Melen said the new law goes into effect July 1, 2007 and he feels at that time we should be out of the business.
12. Fire Commission:
A. Windsor Dispatch Agreement: Mr. Boyer said this was discussed last night and all five members agree with the contract at this time. Mr. Boyer made the motion to direct the Town Manger to sign this revision dated April 4, 2007, Mr. Cole seconded the motion. Mr. Boyer said there was discussion last night that the dispatch center is not working properly but we need to get this contract signed. Motion carried unanimously.
B. Award Dry Hydrant Construction Contract: It was noted one bid was received, Daniels Construction was the sole bidder. Mr. Boyer made the motion to award the dry hydrants bid to Daniels Construction, their bid dated March 14, 2007. Mr. Cole seconded the motion, which passed without dissent.
Mr. Melen asked what we do on the other side of Town. Mr. Boyer said Chief Stapleton is looking at sites over on that side to see if and where hydrants can be installed.
C. Emergency Medical Service Contract – Proposal by Golden Cross Ambulance: Mr. Boyer made the motion to authorize the Town Manger to enter into contract negotiations with Golden Cross Ambulance Service for a three year period at $23,001.00 annually. Mr. Cole seconded the motion, which passed unanimously.
13. Old Business:
A. Sign Deferred Compensation Program Agreement – Great West Retirement Services: Mr. Boyer made the motion to adopt the Section 457 Deferred Compensation Plan Resolution effective April 1, 2007. Mr. Cole seconded the motion, which passed unanimously.
B. Town Highway 67, Abandoned Mobile Home within Right-of-Way: Mr. Melen asked to table this until the snow clears. Mr. Cole made the motion to table this discussion. Mr. Boyer seconded the motion, which passed without dissent.
C. Ascutney Fire District, Schedule Organization Meeting: Mr. Cole made the motion to set the Fire District Organizational Meeting to May 21, 2007 at 7:30 p.m. at Weathersfield Middle School. Mr. Boyer seconded the motion, which passed without dissent.
D. Request for Right-of-Way off Tenney Hill: Mr. Melen said the site inspection was conducted on Tuesday, April 3, 2007. Mrs. Daniels said the consensus of the Board is to continue with a formal and detailed plan for access.
1. No Parking Signs at Tenney Hill Road and Route 131: Mr. Melen said that Mr. Gammel said the signs are administered out of Montpelier because it is an interstate exchange.
2. No Parking Signs at and maintenance of Cascade Falls Parking: Mr. Melen said the State stopped maintaining at the request of the Fire Departments. Mr. Boyer made the motion to send a letter to Vermont Forest, Parks and Recreation requesting maintenance of Cascade Falls parking area and erection of No Parking Signs along High Meadow Road. Mr. Cole seconded the motion, which passed without dissent.
3. Sign Annual Financial Plan for Town Highways: Mr. Cole made the motion to sign the Annual Financial Plan for Town Highways. Mr. Boyer seconded the motion, which passed unanimously.
4. Old Weathersfield Center Road: Mr. Melen said this is just for information purposes.
14. New Business
A. Fiscal Year 2006 Management Letter for the Town of Weathersfield: Mr. Melen said three short falls were found. They were regarding the Town Clerks Cash Account, Capital Asset Accounting and the Reserve Funds.
B. 2007 Trees for Local Communities Grant Program, Vermont Department of Forests, Parks & Recreation: Mr. Melen said we received program information from Rick White. He believes we could get 50/50 split for the Center Grove. He would like to table this until April 19, 2007 to receive information from Mr. Arrison.
C. Planning and Land Use, Review Request for Proposals for Development of Interchange Exchange Master Plan: Mr. Melen said we received a grant for $15,000 to implement the guide book and Mrs. Bearse has presented her proposal for bids. Mr. Cole made the motion to put Request for Proposals out to bid. Mr. Boyer seconded the motion, which passed without dissent.
D. Better Backroads Category A Grant Program. Approve Application prepared by Southern Windsor County Regional Planning Commission: Mr. Boyer made the motion to approve the submission of Better Backroads Application Grant. Mr. Cole seconded the motion, which passed without dissent. Mr. Melen said he would like to thank Jason Rasmussen for all the work he put into this for us.
15. Appointments:
C. Connecticut River Development Corporation: Mr. Cole made the motion to appoint Neil H. Daniels representative to the Connecticut River Development Corporation. Mr. Boyer seconded the motion, which passed without dissent.
D. Connecticut River Joint Commission: Mr. Cole made the motion to appoint Neil. H. Daniels representative to the Connecticut River Joint Commission. Mr. Boyer seconded the motion, which passed without dissent.
F. Town Emergency Management: Mr. Boyer made the motion to appoint
Michael Thomas, Sr. director of the Town Emergency Management and noted he did a wonderful job and put a lot of time into it. Mr. Cole seconded the motion, which passed without dissent.
G. Fence Viewer: Mr. Cole made the motion to appoint Julia Lloyd Wright to the position of Fence Viewer. Mr. Boyer seconded the motion, which passed without dissent.
H. Parks and Recreation Commission: Mr. Boyer made the motion to appoint Julia Lloyd Wright and Susan Boyer to the Parks and Recreation Commission. Mr. Cole seconded the motion, which passed without dissent.
K. Southern Windsor County Regional Planning Commission: Mr. Cole made the motion to appoint Peter Daniels commissioner of the Southern Windsor County Regional Planning Commission. Mr. Boyer seconded the motion, which passed without dissent.
Mr. Boyer made the motion to appoint deForest Bearse the alternate to the Southern Windsor County Regional Planning Commission. Mr. Cole seconded the motion, which passed without dissent.
M. Southern Windsor County Transportation Advisory Committee: Mr. Cole made the motion to appoint Neil H. Daniels as Representative to the Southern Windsor County Transportation Advisory Committee. Mr. Boyer seconded the motion, which passed without dissent.
Mr. Cole made the motion to appoint Peter Daniels as alternate to the Southern Windsor County Transportation Advisory Committee. Mr. Boyer seconded the motion, which passed without dissent.
P. Zoning Board of Adjustment: Mr. Cole made the motion to appoint Elizabeth G. Deliso, Westley W. Hazeltine, Graham C. Hunter II, Theodore N. Goddard and David P. Gulbrandsen to the Zoning Board of Adjustment. Mr. Boyer seconded the motion, which passed without dissent.
16. Sign Treasurer’s Warrants: Mr. Boyer made the motion to approve the Treasurer Warrants as follows:
General Fund Payroll $21,121.62
General Fund Operating Expense $93,218.84
Highway Fund Payroll $25,267.76
Highway Fund Operating Expense $24,660.70
Solid Waste Management Fund Payroll $ 2,534.14
Solid Waste Management Fund Operating Expense $17,206.57
Library $ 521.15
Agency Monies $ 2,806.65
Reserves $ 6,196.50
Mr. Cole seconded the motion. Mr. Melen noted $54,000 of the General Fund Operating Expense is redemption on a piece of property. Motion carried unanimously.
Back to 15.
Veterans Memorial Committee: Mr. Cole made the motion to appoint Henry C. Cobb Chairman of the Veterans Memorial Committee. Mr. Boyer seconded the motion, which passed without dissent.
The Select Board strategic meeting will be held at Martin Memorial Hall on Tuesday April 10, 2007 from 6:30 p.m. – 8:30 p.m.
17. Next Meeting’s Agenda Items: Town Highway 67, no parking signs, first reading of policies and ordinances, trees grant, Ms. Corbeau, Otter Creek Engineering bidders, budget.
18. Adjourn: Mr. Boyer made the motion to adjourn. Mr. Cole seconded the motion, which passed without dissent. The Weatherfield Select Board meeting adjourned at 10:23 p.m.
Respectfully Submitted,
Lisa A. Sargent
Approved by the Weathersfield Select Board May 3, 2007
____________________
Daniel Boyer
____________________
Patricia Daniels
_____________________
C. Peter Cole
Appendix
Dispatch contract – completed?
Mobile Home (and truck) behind Bow Church
Fire District letters and meeting-completed?
Tenney Hill
Visit from Michael Smith
Name of chairpersons of various committees
Internet policy
Disposal certification application, VT AOT
Procedure on utility easements
Beaver Dams
Collection of taxes-completed?
Property tax rebate system-completed?
Ancient roads (continue working on)
Sign posting policy
Use of Perkinsville Elementary School
Town Manager search (July, 2007)
Ambulance contract (May, 2007) – completed?
Select Board agenda items/procedures for calendar year 2007
1) Capital asset inventory
No Parking Signs by Thomas residence-completed?
Dry Hydrant bid - completed
No Parking signs on Route 131 near exit 8 and Tenney Hill
Review and increase of land use fees
Chief Spaulding look at Old Bow Road
Martin Memorial Hall/Town Office Building (where one ends and the other begins)
02/27/07 New Map for Town Report
03/08/07 Procedure for handling of complaints and citizen inquiries
05/03/07 Emergency communication
05/03/07 Radio Station designation for emergencies