Minutes
June 7, 2007
Present: Henry C. Cobb
Daniel Boyer
Patricia Daniels
C. Peter Cole
Others Present: Larry Melen, Town Manager
Lisa Sargent, Recording Secretary
Julia Lloyd Wright, Eagle Times
Edith Stillson
Wes Hazeltine, Road Superintendent
Michael Thomas
Barbara Thomas
Lynn Esty, Town Constable
Sandra Costes, AMPTA
Ed Williams
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. Comments from Citizens: Mr. Cobb addressed anonymous letters saying they do not provide the Board with the opportunity to talk to the parties involved, the Board prefers letters signed so they can contact them to discuss the situation.
Mr. Cobb said the Weathersfield Historical Society is holding an open house at the Rev Dan Foster Home on June 9, 2007 from 2:00 – 4:00 p.m. and all are invited.
Mr. Cobb mentioned the hike up Hawks Mtn on June 17, 2007 and encouraged everyone to check out the details on that in the local newspapers.
3. Review Minutes from Previous Meeting(s): Mr. Boyer made the motion to approve the minutes dated May 17, 2007, Mrs. Daniels seconded the motion. Corrections were noted. Motion carried 3 – 0 with one abstention.
4. Monthly Reports
A. Associates in Municipal Property Tax Assessments, LLC: Ms. Costes said the reappraisal is coming along well. She said they started data collection in November and they figure they are 40 – 50% done on the first site inspections. She said they will re-notify property owners a second time if they have not been able to contact them to go inside the house. She said they started in Perkinsville and then went onto Weathersfield Center Road.
Mr. Cole asked if they were on schedule, Ms. Costes said yes. Mr. Melen said the contract requires furnishing us with data for FY09, which means they will lodge the abstract by June 4, 2008.
Ms. Costes said that after all the data is in the computer and they have photos of every house they do one final drive by each property to confirm they have not missed anything.
Mr. Cole asked approximately how long a visit took for the average house; Ms. Costes said about 15 minutes. Mr. Cole asked if they have had any problems with cooperation, Ms. Costes said that generally people are cooperative and supportive.
Mrs. Daniels asked if appointments would be available on Saturdays. Ms. Costes said they hope to give a Saturday or two at the end of the project for those that could not be home during the week.
Mr. Melen said the Listers see her employee’s at least once a week and he talks to her on a weekly basis too. Mrs. Daniels said communication is a big part of this to not have a disaster. Mr. Cobb asked Ms. Costes to contact the Board immediately if there is anything that impacts the quality of what they have to do or with any timing issues that may impact the process.
B. Constable: Mrs. Esty asked the Board to approve an increase in the impoundment fees as there has not been in an increase in years and we are being charged more than what we are collecting. Mr. Cole made the motion to increase the impoundment fee to $45 effective July 1, 2007. Mr. Boyer seconded the motion, which passed without dissent.
C. Highway: Mr. Hazeltine said debris got in front of three tubes during the last rain storm but it took less than 30 yards of material to fix all of them. Mr. Cole asked if he has received an update from FEMA, Mr. Hazeltine said not yet.
D. Land Use: Mr. Melen noted that Mrs. Bearse spent the afternoon in court on enforcement issues.
F.Southern Windsor/Windham Counties Solid Waste Management District: Mr. Melen said the recycling coordinator provided a written report for the Select Board.
5. Board of Liquor Commissioners
A. Application for Outside Consumption Permit, JDS Hospitality, dba Inn at Weathersfield: Mr. Cobb convened as the Board of Liquor Commission. Mr. Boyer made the motion to approve the outside consumption permit submitted by JDS Hospitality dba Inn at Weathersfield, Mrs. Daniels seconded the motion. Mr. Melen said there have not been any complaints and he noted this is a permanent use permit (good for one year). Motion carried unanimously.
6. Emergency Management:
A. Emergency Communications: Mr. Thomas indicated there is a communication problem among some emergency responders. Mr. Cobb asked about the problems with the communication equipment. Mr. Thomas said he does not know how Chief Brown is set up to talk to other emergency responders. Mr. Cobb asked Mr. Thomas to talk with Chief Brown to see what the problem is and to come to the Select Board with the solution. Mrs. Daniels told Mr. Thomas if there is a problem with communication within the emergency responders in Town he should take it to the Fire Commission and get it straightened out immediately.
B. Vermont Rapid Response Plan: Mr. Melen asked Mr. Thomas why page 5, 10 and 11 of the plan were left blank. Mr. Thomas said page 5 and 10 were to be used as a worksheet and he put the only number he received on page 11. Mr. Cobb asked Mr. Thomas to get in touch with Shirley to get the rest of the information for page 11. He also asked Mr. Thomas to set up a time and place to have a meeting to complete page 5 and 10. Mr. Cobb asked Mr. Thomas to let Mr. Melen know the time and place and he would invite all the people that need to participate.
Mr. Boyer made the motion to direct the Chairperson to sign the Vermont Rapid Response Plan. Mrs. Daniels seconded the motion, which passed without dissent.
C. National Incident Management System FY2006 Baseline Survey: Mr. Thomas said this came out a long time ago and Homeland Security funds are hinging on this form. He said they might ask for funds back if these forms are not completed and returned. Mr. Cobb asked who should be doing these forms; Mr. Thomas said each Fire Department and the Police Department. Mr. Melen said Chief Brown doesn’t have any concept on how to complete this so he gave it to him. Mr. Melen asked Mr. Thomas to talk with Chief Brown and complete the form with him. Mr. Cobb asked for this to be on the next agenda with Chief Brown in attendance.
7. Contracts:
A. 2006/2007 Grounds Maintenance Service Agreement: Mr. Melen said that Mr. Strobl sent a letter to the Board asking for an increase in the contract due to the price of gasoline. Mr. Cole asked what the rate is now; Mr. Melen said $225. Mr. Cobb asked if the budget could support this increase, Mr. Melen said yes. Mr. Cole made the motion to grant Richard Strobl his request for calendar year 2007. Mrs. Daniels seconded the motion, which passed without dissent.
B. Award Town Highway 37 (Thrasher Road) Paving Contract: Mr. Melen said the bids were opened last week and five bids were received. The bidders were Blak Top, Whitcomb, Lane, Springfield Paving and Pike. Mr. Melen said he recommends awarding the bid to Springfield Paving even though they were the second lowest bidder. Mr. Cobb asked under what criteria does he base his recommendation on. Mr. Melen said the lowest bidder was $58.25 per ton, Springfield Paving was $58.67 per ton, Springfield Paving has done significant work for us in the past and he is a local businessman.
Mr. Cole asked when they were available to start, Mr. Hazeltine said right after July 1. Mr. Hazeltine said he agrees with Mr. Melen that we should award the bid to Springfield Paving.
Mr. Cobb asked how we knew how many tons the project would take. Mr. Hazeltine said he figures 791 ton, he said he will be there to be sure they apply the right amount.
Mrs. Daniels made the motion to award the bid to Springfield Paving at $58.67 per ton to be completed for FY08. Mr. Boyer seconded the motion, which passed without dissent.
A. Repeal of Sewage Ordinance for the Town of Weathersfield (second reading): Mr. Boyer made the motion to move the Repeal of Sewage Ordinance to the third reading. Mrs. Daniels seconded the motion, which passed without dissent.
B. Smoking and Smokeless Tobacco Policy Cessation Program Provisions: Mr. Melen said counseling for cessation at Mt Ascutney Hospital is $10 and he asked the Select Board to approve paying the fee. Mr. Boyer made the motion to approve paying $10 for the Cessation Program at Mt. Ascutney Hospital; Mr. Cole seconded the motion. Mr. Cobb asked if this program was during work hours, Mr. Melen said no. Motion carried unanimously.
9. Old Business:
A. Illegal Dumping-Town Highway 67: Mr. Melen said Michael Snide came in last week and he said he is cleaning it up slowly. Mr. Cobb asked if a citation has been issued. Mr. Melen said no, there are too many parties involved to be sure who the citation should be issued to. Mrs. Daniels said no one will take responsibility, she doesn’t believe we can recover any expenses but going to court isn’t the answer either. After discussion it was decided that Mr. Melen and Mr. Hazeltine would look at what is left there and if it isn’t more than a truckload the highway crew would clean it up and take it to the transfer station.
B. Weathersfield Solid Waste Management Facility – Compact Florescent Light Bulbs: Mr. Melen said he talked with Mary O’Brien and we can box these up and ship them back to the same firm they use. He said the Solid Waste District is making us signs to post at the landfill and that Norm will take these and box them up, there will not be a bin to put them in.
Skipped to 11
11. Resignation
A. Weathersfield Planning Commission, Steven J. Melanson: Mr. Cole made the motion accept the resignation from Steven J. Melanson, with regret. Mrs. Daniels seconded the motion and asked if he was willing to serve as an alternate. Mr. Melen said he understands they are heading to Hawaii for six months. Motion carried unanimously.
12. Appointments:
I. Weathersfield Planning Commission: Mrs. Daniels asked what education requirement there was to serve. Mr. Melen said on the job training or town fair, seminars etc.
Mr. Cobb asked Mr. Williams if he had talked to anyone about the position, Mr. Williams said he had talked to Mrs. Bearse. Mr. Cole made the motion to appoint Mr. Ed Williams to the Planning Commission for the term expiring March 2009. Mr. Boyer seconded the motion, which passed without dissent.
Mr. Boyer made the motion to appoint Don Connor to the Planning Commission for the term expiring March 2009; Mrs. Daniels seconded the motion. Mr. Cole said he does not know this gentleman and asked if anyone did. Mrs. Daniels said he has lived in Weathersfield all his life and she approached him and he said he was interested. She said he has spoken with Mrs. Bearse and Mr. Melen and he seems very interested. Motion carried unanimously.
Mrs. Daniels made the motion to appoint Bruce Cox to the Planning Commission for the term expiring March 2008, Mr. Boyer seconded the motion. Mr. Cole asked Mrs. Daniels if there was a reason she appointed one over the other. Mrs. Daniels said only because Willis Wood highly recommended him. Motion carried unanimously.
Back to 9 c
9. Old Business
C. Strategic Planning for Calendar Year 2007: Mr. Cobb said he needs information from Mr. Arrison but he has sent out the draft once already. He said he would send it out again and then discuss it in executive session on June 21, 2007.
Mr. Melen noted Upper Falls Covered Bridge pre-construction meeting has taken place and we’ll need to do an extension on the road closure (maybe until next Spring).
10. New Business
A. Application for FY2008 Ancient Roads Municipal Grant: Mr. Cole made the motion to appoint the Town Manager as Grant Administrator and to authorize the Town Manager to sign the application for $4940, Mr. Boyer seconded the motion. Mrs. Daniels noted she is working with this group and it is great. Motion carried unanimously.
B. Southern Windsor County Regional Planning Commission – 2007 Traffic Count Program: Mr. Melen said they would like to do a traffic count on Girdlot Road, Stoughton Pond/Reservoir Road and Thrasher Road. The consensus of the Board was ok.
11 and 12 discussed previously
13. Sign Treasurer’s Warrants: Mr. Cole made the motion to approve the Treasurer Warrants as follows:
General Fund Payroll $21,831.02
General Fund Operating Expenses $28,567.34
Highway Fund Payroll $19,561.02
Highway Fund Operating Expenses $31,328.01
Solid Waste Management Fund $ 2,577.46
Solid Waste Management Fund Operating Expense $ 5,233.55
Reserves $ 6,196.50
Mrs. Daniels seconded the motion, which carried unanimously.
14. Next Meeting’s Agenda Items: Meeting to be held at Highway Garage. NIMS w/ Chief Brown, Executive Session, Property Tax Calculations, Veterans Memorial Committee, Bow Road.
15. Executive Session: Mr. Cole made the motion to go into executive session to discuss Personnel and Contract Negotiations with the Town Manager. Mr. Boyer seconded the motion, which passed without dissent.
16. Mr. Boyer made the motion to adjourn. Mrs. Daniels seconded the motion, which passed without dissent. The Weathersfield Select Board meeting was adjourned at 9:49 p.m. on Thursday June 7, 2007.
Respectfully Submitted,
Lisa Sargent
Approved by the Weathersfield Select Board on July 12, 2007
____________________
Daniel Boyer
_____________________
Patricia Daniels
_____________________
C. Peter Cole
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 (delete?)
05/17/07 Disposal of CFL’s (delete?)
06/07/07 Rapid Response Plan