Minutes
May 17, 2007
Present: Daniel Boyer
Patricia Daniels
Norman John Arrison
Henry C. Cobb
Others Present: Larry Melen, Town Manager
Lisa Sargent, Recording Secretary
Edith Stillson
Wes Hazeltine, Road Superintendent
Lynn Esty
Chief Brown
deForest Bearse
1. Call to Order by Chairperson: Mr. Cobb called the meeting of the Weathersfield Select Board to order at 7:00 p.m. at Martin Memorial Hall.
2. Public Hearing
Closure of Town Highway 20 (Upper Falls Road) for Bridge Restoration: Mr. Arrison made the motion to approve the closure of Upper Falls Road on the North end to allow the completion of restoration of the bridge from June 1, 2007 until November 1, 2007, Mr. Boyer seconded the motion. Mr. Melen noted the bridge would be closed to all traffic for public safety. He said notice of closure will be sent to all emergency agencies and that the contractor will be responsible for putting signs up at the construction site. Motion carried unanimously.
3. Comments from citizens: Mr. Melen said we received a petition for paving of Stoughton Pond Road from residents on that road.
Mr. Melen reminded everyone the Ascutney Fire District meeting will be held Monday June 21, 2007 at 7:30 p.m. at Weathersfield Middle School. There was discussion if there would be enough interest to fill the necessary positions. It was noted that if there isn’t then Article 11 is to discuss other business and there could be discussion about disbanding the Fire District.
Mr. Melen said the summer road show schedule for Select Board meetings was given to Board members tonight.
4. Review Minutes from Previous Meeting(s): Mr. Arrison made the motion to approve the minutes dated May 3, 2007, Mrs. Daniels seconded the motion. Corrections were noted. Motion carried unanimously.
Condition Assessment Report: Mr. Melen said he received a copy of the report done by the consulting firm VTrans hired and they recommend posting the weight below three ton and the speed limit at 5 mph. He said that no action was needed by the Select Board at this time. There was discussion about putting up caution signs to help slow the traffic down since the speed limit is now 30 mph.
6. Highway, Application for 2008 Class II Highway Grant: Mr. Melen said that the grant would be for $89,000, which would pave 6/10 of a mile. He said we could start at the intersection of Route 106 and get close to the first Stoughton Pond Rec area entrance. Mr. Cobb asked if we were going to pave what was paved, Mr. Melen said eventually. Mr. Cobb asked why we should pave beyond Stoughton Pond Rec area if there are not any houses there. Mr. Melen said this is a Class II road and there is a significant amount traffic on the road.
There was discussion about not doing the final coat on Thrasher Road this year and doing Stoughton Pond Road. After discussion, it was decided to finish Thrasher Road and just do part of Stoughton Pond Road and hope we get the grant to finish it up.
Mr. Boyer made the motion to authorize the Town Manager to sign the grant application for $89,000 of which $71,200 is state funding. Mr. Arrison seconded the motion, which passed without dissent.
Crushing: Mr. Melen said Mr. Hazeltine has identified a working area for gravel and McCullough Crushing bid 10,000 cubic yards at $2.59 per cubic yard and they can do it before July. Mr. Boyer made the motion to have the Town Manager sign the contract with McCullough Crushing for $25,900, which is for 10,000 yards of material, Mrs. Daniels, seconded the motion. Mr. Cobb asked how this bid was advertised, Mr. Melen said it was mailed to the three bidders that are used. Mr. Arrison asked how much was in the 2007 – 2008 budget for crushing, Mr. Melen said zero. Motion carried unanimously.
7. Monthly Financial Reports
General Fund: Mr. Melen said we are back on target. Mr. Cobb questioned several line items that are substantially over budget; Mr. Melen explained the reasons for the differences.
Highway Fund: Mr. Melen said we are at 86%
Solid Waste Fund: Mr. Melen said we are at 68% and revenues are at 89%.
Cash Flow: Mr. Melen said we’ve lost some ground due to timing.
Moved to 9 c
9. Contracts
C. Planning and Land Use-Award Contract for Development of Interchange: Mrs. Bearse said after going through the proposals they recommend Resource Systems Group. Mr. Boyer made the motion to grant Resource Systems Group the contract for planning and land use for the interstate exchange development, Mrs. Daniels seconded the motion. Mr. Melen said the bid was for $15,300. Mr. Cobb asked if we looked at their past work, Mrs. Bearse said no. Mr. Arrison asked what happens to the master plan when completed, Mrs. Bearse said it would be incorporated into the Town master plan. Motion carried unanimously.
Moved to 11 b11. Old Business
B. Town Pound Keeper, Contractual Language Revisions: Mrs. Esty said she would like to make some revisions as the current contract reads that animals can be turned away if the shelter is full because there is no retainage fee. She proposes to put in a retainage to guarantee room for animals. Mrs. Daniels agreed and said she would prefer a lower retainer fee and home to get the impoundment fee back from the owner of the animal. The Board agreed to proceed with this approach. Mrs. Esty also noted she added language under misc terms and conditions. Mr. Cobb asked what our time line was Mr. Melen said we’d finish it up and send it out for proposals.
Mrs. Esty told the Board of a cat colony in Perkinsville and asked their approval to take funds from the reserve fund to spay, neuter and give approximately 23 cats the shots they need. She said she is working with VSNIPS and the cost is $10 per cat. Mr. Arrison made the motion to approve up to $500 out of the reserve fund to provide shots and spay or neuter the stray cats. Mrs. Daniels seconded the motion, which passed without dissent.
Moved to 12 c
12. New Business
C. Barring Toxic Material from Weathersfield Transfer Station: There was discussion on disposal of compact fluorescent light bulbs and the fact that they contain mercury. Mr. Arrison made the motion to prohibit any item containing mercury from our transfer station, Mr. Boyer seconded the motion. It was decided to post a sign to this affect at the transfer station. Motion carried unanimously.
Mr. Hazeltine said about two months ago we were told microwaves and computers could not go into a C & D container. He said we shipped out about fifteen pallets last week and he recommends charging $5 per microwave or computer for a disposal fee. Mr. Cobb asked Mr. Hazeltine to look at the fees for all items and add computers and microwaves to that list. Mr. Hazeltine said he would know within two weeks the cost of the pallets that were just shipped and will get back to the Board.
8. Emergency Management
Emergency Communications and Vermont Rapid Response Plan: Discussion tabled, as Mr. Thomas is not present.
9. Contracts:
A. Certified Public Accountant Services Contract Extension: Mr. Boyer made the motion to have the Town Manager sign the contract extension with Mudgett, Jennett and Krogh-Wisner, Mrs. Daniels seconded the motion. Mr. Cobb asked what the fees were for 2006, Mr. Melen said about $9,000 and they are not to exceed $10,500 for 2007. Mrs. Daniels asked if the agreement asks for an electronic copy for the town report. Mr. Melen said yes. Mrs. Daniels asked Mr. Melen to ask for the report to arrive earlier than in the past, Mr. Melen said he will send a supplemental letter. Motion carried unanimously.
B. Emergency Medial Services Contract, Golden Cross Ambulance: Mr. Arrison made the motion to have the Town Manager sign the contract with Golden Cross Ambulance Service. Mrs. Daniels seconded the motion, which passed without dissent.
10. Policies/Ordinances
Policy Prohibiting Harassment: Mr. Boyer made the motion to adopt the Harassment policy. Mr. Arrison seconded the motion, which passed without dissent.
Smoking and Smokeless Tobacco Policy: Mr. Arrison made the motion to adopt the Smoking and Smokeless Tobacco Policy. Mr. Boyer seconded the motion, which passed without dissent.
Ordinance Regulating the Disposal of Solid Wastes: Mr. Boyer made the motion to adopt the Ordinance Regulating the Disposal of Solid Wastes. Mr. Arrison seconded the motion, which passed without dissent.
Repeal of Sewage Ordinance of the Town of Weathersfield (first reading): Mr. Melen noted he changed the wording in section two to be specific. Mr. Arrison made the motion to move the Repeal of Sewage Ordinance for the Town of Weathersfield to the second reading with the one revision. Mr. Boyer seconded the motion, which passed without dissent.
11. Old Business
A. Stormwater Permitting Services – Riley Drive: Mr. Melen said they have done the inspection and found the Town has to pay a permit fee of $100.
12. New Business
A. Fire Commission, Annual Rate Setting for Hazmat Response: Mr. Boyer said the Fire Commission would like to increase the fee to $300. Mr. Arrison asked what the departments were charging per vehicle, Mr. Boyer said he believes $150 still. Mr. Arrison asked for a copy of all fees. Mr. Cobb asked who sets the fees, Mr. Boyer said they are recommended by the state. Mrs. Daniels made the motion to authorize the increase of the Hazmat fee $50.00 for a total of $300 per incident. Mr. Arrison seconded the motion, which passed without dissent.
B. Illegal Dumping – Town Highway 67: Mrs. Daniels asked what our next action is. Mr. Melen said to issue an illegal dumping ticket. Mrs. Daniels made the motion to proceed against Mr. Michael Snide, who resides on Connecticut River Road, and issue an illegal dumping ticket. Mr. Boyer seconded the motion, which passed without dissent.
E. 2006 Audit and Financial Report, NH/VT Solid Waste Project: Mr. Melen said a copy of the report was included in the Board’s packet. He said he is questioning what they are going to do with the surplus?
13. Strategic Planning for Calendar Year 2007: Mr. Melen recommends moving Upper Falls Covered Bridge up to crucial, the consensus of the Board was this is ok. Mr. Cobb asked if this was sent to Melissa Snyderyet to post, Mr. Melen said yes.
Mr. Cobb asked if the Board wanted to do Mr. Melen’s performance review now, the consensus was yes. Mr. Cobb asked the Board members to give their papers to him with in a week so he can consolidate the information.
It was decided to start discussing the three items on the list that have to do with the Fire Departments. Mrs. Daniels said Killington has an excellent policy in place between the Town and Fire Department, Mr. Cobb asked for copies of Killington’s policy to be sent to Board members to be used as a model.
15. Sign Treasurer’s Warrants; Mr. Arrison made the motion to approveTreasurer’s Warrants as follows:
General Fund Payroll $ 13,111.45
General Fund Operating Expense $837,669.11
Highway Fund Payroll $ 12,201.56
Highway Fund Operating Expense $ 10,830.99
Solid Waste Management Fund Payroll $ 1,788.04
Solid Waste Management Fund Operating Expense $ 9,037.46
Mrs. Daniels seconded the motion. Mr. Arrison questioned the invoice for B & B for West Weathersfield Volunteer Fire Department and asked for an explanation of what this was for, Mr. Melen said he would find out. Mr. Arrison asked if the Otter Creek invoice was for Weathersfield Middle School, Mr. Melen said yes it’s a pass through for Zoning. Motion carried unanimously.
16. Next Meeting’s Agenda Items: Appraisers, Solid Waste Fees, Fire Department Strategic Planning, Illegal Dumping, Emergency Management discussion, Ordinances, Compact Fluorescent Light Bulbs.
17. Executive Session, Contract Negotiations: Mr. Boyer made the motion to go into executive session for contract negotiations. Mrs. Daniels seconded the motion, which passed without dissent.
18. Adjourn: Mr. Boyermade the motion to adjourn. Mr. Arrison seconded the motion, which passed without dissent. The Weathersfield Select Board meeting was adjourned at 10:15 p.m. on Thursday May 17, 2007.
Respectfully Submitted,
Lisa Sargent
Approved by the Weathersfield Select Board June 7, 2007
_____________________
Henry C. Cobb
______________________
Patricia Daniels
______________________
Daniel Boyer
Appendix
Mobile Home behind Bow Church
Tenney Hill
Name of chairpersons of various committees
Internet policy
Disposal certification application, VT AOT
Procedure on utility easements
Beaver Dams
Property tax rebate system
Ancient roads (continue working on)
Sign posting policy
Use of Perkinsville Elementary School
Town Manager search (July, 2007)
Capital asset inventory
No Parking Signs by Thomas residence
No Parking signs on Route 131 near exit 8 and Tenney Hill
Review and increase of land use fees
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
05/17/07 Meet with Appraisers
05/17/07 Disposal of CFL’s