Town of Shrewsbury

Selectboard Meeting Minutes 


 Minutes of Selectboard Meeting

December 2, 2009

 

 

Present at Meeting:

                Bert Potter, Selectman; Steve Spatz, Selectman; Linda McGuire, Town Treasurer; Jamie Carrara, Road Commissioner; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:05 PM.

 

Steve commented on how Mr. Stewart would be missed at tonight's meeting in so far as the Selectboard planned to start the organization of Account Items for the budget preparation process.

 

Minutes:

                Bert moved and Steve Seconded to accept the minutes from November 19th, 2009. No discussion.  Minutes approved unanimously.

 

Transfer Station:

                With the Plastics Enclosure completed, Steve and Jamie did a site inspection to ascertain on how best to configure the proposed fencing surrounding the Transfer Station area so as to be in compliance with the State Certification.  As a consequence of the site inspection, it is proposed that a twenty (20) yard container be placed within the enclosure so as to have the plastic readily available for compaction, by the Road Crew, and to minimize seepage from the residual plastic.  In order to have the container logistically available, another gate would need to be configured for the Transfer Station Area enclosure.  Bert will be making an inquiry as to the practicality and cost effectiveness of having another container dedicated to plastics as well as the hauling fee structure.  The information will determine the Return On Investment (ROI) of an additional $4,900 to reconfigure the Transfer Station Area fence enclosure. 

 

                Because of the current weather opportunity for installation, there is a requirement to be decisive in regards to current and amended bid by Cooper Fence Co. in respect to the fence construction of the Transfer Station Area enclosure.

 

                Steve moved that contingent on a "zero loss" cost structure for maintaining a container dedicated for plastics; that is that the payment per ton of plastic off-sets the expense of renting the container, and that the estimated number of trips by the plastic hauler does not increase the already estimated costs for plastic hauling, that the Selectboard approve the additional $4,900 to the current bid of $3,500 by Cooper Fence Co. for a total of $8,400 to enclose the Transfer Station Area so as to be in compliance with the requirements of the State Certification and allow for better utilization and safety at the Transfer Station.  Bert seconded.  Motion passed unanimously

 

Road Commissioner's Report:

                Jamie reviewed a couple of items in the Roads budget that were of particular concern to the Selectboard.  Jamie indicated that the Repair expense is over budget.  Back hoe repair of $1,500 and Dump Truck repair of $1,500.  Primarily the concern is for the truck that will be utilized for spare parts once the new truck arrives in the spring.  Jamie will be working with Linda to segregate the Gravel and Sand expenses so as to reflect the true expense of each commodity.  Presently the costs were not allocated correctly and the Gravel line item reflects a substantial budget overage whereas the Sand allocation reflects a budget under expense.

 

                Jamie indicated that the effectiveness of the Road Crew might be impacted by a current members' illness and lost time.  Jamie believes he will be able to provide the service that the Town has come to expect, but indicated that the temporary medical leave is inopportune.

 

 

Budget Review:

                Steve highlighted a number of expenses that occurred during the past year that he thinks require better indication as to their respective budget implications.  He indicated for example expenses that were of a "pass through" nature that because they show up on the Selectmen's Orders as to what accounts the particular expanse should be allocated towards.

 

                As the budget process for 2010 moves forward, these highlighted items and associated sub-accounts will be better scrutinized so as not to become "surprises" or unexpected expenses later in the year.

 

Policies, Procedures and Ordinances:

                This item was tabled until the full Selectboard had time to consider Policies that might be lacking in the operational structure of the Town.

 

Orders:

                Bert moved that Select Board Orders # 12 of December 2nd, 2009 for $8,097.45 and Road Commissioner's Orders #12 of December 2nd, 2009 for $3,726.32 be approved.  Steve seconded.   Selectboard Unanimously approved. 

 

 

 

 

The meeting was duly adjourned at 9:45PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

November 19, 2009

 

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steve Spatz, Selectman; Matt Danaher, 1st Constable; Randy Page, Delinquent Tax Collector; Betsey Jesser, Lister; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:02 PM.

 

Constable's Report:

                Matt Danaher reported that property boundary disputes on Hempstead Road, appear to be resolved.  Over the course of the pass week Matt searched the Land Records for deeds pertaining to the properties involved with the dispute, which was over access to Hempstead Road.  It appears that the grieved property owner has rights of access, which were being refused by an adjoining land owner.

 

                Matt reported that there has been a rash of illegal dumping on Town roads, particularly on Upper Cold River Road near the Brown Bridge.  Matt presented methods to deter dumping ranging from sophisticated surveillance schemes to Neighborhood Watch.  After discussion, it was determined that for now, placing signs up along the section of road from the last dwelling west towards the Bridge will be attempted in order to see if that helps.  Research will be made by the Clerk as to the citation of any specific statute on the signs pertaining to fines, as well as recommendations from Vermont State Police.

 

                        4 V.S.A. § 1102 (b)(6)- Judicial bureau; jurisdiction - Violations of 24 V.S.A. § 2201, relating to littering, burning of solid waste, and illegal dumping.

 

Delinquent Tax Collector's Report:

                Randy Page reported that three tax bills that involved Mobile Homes that left the Town during the course of the year will require Abatement.  These include two owned by Moore's and one owned by Cormia.  Pro-rated taxes were collected at the time the Mobile Homes left the Town's jurisdiction.  However at the time tax bills were sent out, the Treasurer billed the three properties for the entire year.  Upon consultation with the office of the Secretary of State, the Collector of Delinquent Taxes ascertained that the owners had complied with payment for the appropriate amount of taxes owed. 

 

                The Town Clerk has been requested to call a meeting of the Board of Civil Authority to properly abate the referenced taxes.

 

Minutes:

                Bert moved and Steve Seconded to accept the minutes from November 4th, 2009.   Discussion;  Steve requested that clarification regarding the proposed Shrewsbury Traffic Ordinance be made: Because the Town does not have "law enforcement" per se.  The determination was made to delete the phrase; "Fines shall be set by the Selectboard".  VSP and/or Sheriff will use their respective Uniform Traffic Offenses when assessing fines for violations of the ordinance. Minutes approved unanimously.

 

 

 

                Corrections made to August 19, 2009 Minutes: Page 1, YTD Budget Review: "barrow" should be "borrow".  Page 2 Selectboard Orders #8A should be $15,016.28 and Road Commissioner's Orders #8A should be $6,734.85.  Correction to September 23, 2009 Minutes: Page 2 under Fuel Usage, first paragraph deleted.

 

Lister's Report

                Betsy reported that the Town wide Reappraisal Project is proceeding on schedule.  Wright Appraisers and the Listers who are assisting are down to their last 100 appointments.  It was reported that there have been very few missed appointments, resulting in minimal wasted or duplicate effort.  Steve indicated that he was in receipt of an invoice from Wright Appraisal for completion of seventy eight percent (78%) of contracted project.  Betsey indicated the figure to be correct as to the estimated completion of the project, which is considered to be on budget and schedule.

 

It was reported that the findings of the Reappraisal effort will be available by April 15th, 2010.

 

Budget Review:

                The Selectboard spent considerable time reviewing the Profit/Loss Statement prepared (remotely) by the Treasurer.  After review the consensus of the Selectboard was that the Year To Date Budget is in "Good Shape" as of this date, with perhaps a slight surplus, as of yet to be determined by final year end expenses.

 

Transfer Station:

                A duly authorized copy of the Transfer Station Certificate was received by the Agency of Natural Resources, Solid Waste Division.  A copy was given to Steve for posting on site at the Transfer Station.

 

Steve reported that during on-site inspection of Plastic Enclosure project, he requested that Aaron Schneider to proceed with some routine maintenance items that were on the Transfer Station Attendant's list of items to be attended to.

 

                Because of the slight increase in the Plastic Enclosure there will be a need to make a modification of the Scope of Work (SOW) for Cooper Fence in respect to the entrance gates.  In addition there will be a slight modification for the fencing surrounding the metal container.

 

                Bert reported on his attendance to the SWAC meeting.

  • SWAC is currently operating with a surplus as a result of the fines previously levied on the Town.
  • There will be only one (1) Hazardous Waste pick up in each participating town this year.

 

Steve will be speaking to the Transfer Station Attendant regarding general "housekeeping" and attention to routine operational items found to be deficient during the last inspection.

 

Town Garage:

                A follow-up discussion regarding the soliciting of the Town's interest in acquiring the abutting property to the Town Garage / Transfer Station currently owned by Shrewsbury Community Church as previously proposed by Mark Youngstrom as representative of SCC.

 

                Mike indicated that based on the type of land is predominantly wetland, which has its' own inherent limitations, he was inclined not to pursue the recommendation of acquisition.  Steve indicated a concern that if someone were to purchase other property abutting the Garage / Transfer Station that complaints might be filed that would result in disrupting or severely limiting operation of either Town function or both.

 

                The consensus was to table discussion until next meeting in order to gather more particulars so as to understand what might be entailed visa via cost impact to bring the matter before the Town voters.

 

Roads:

                Betsy Jesser requested that the Selectboard consider "Throwing-up" Jesser Road from the Jesser driveway south to the Mt. Holly line.  Mike moved and Steve seconded; to start the process of holding hearings and conducting site visits in the spring of 2010 on the request.  Approved unanimously.

 

Hempstead Road

                The Selectboard was in receipt of a copy of a letter from the Zoning Administrator (Adrienne Raymond) in respect to the Fergusons regarding their "picnic pavilion" which has had improvements which per the Zoning Admistrator, might have required building permits.  The Zoning Administrator was requesting to schedule a visit for inspection.

 

Suker Appeal - Town Agent Bill:

                The Selectboard acknowledges the receipt of the Town Agent's (Barry Griffith) invoice for Billable hours expended in regard to professional services rendered in the Town vs. Suker appeal process.  Because of the complexity and particulars of the case, Barry's estimate was far exceeded, with the actual bill recorded as $5,400.  Because Barry's initial estimate was $2,500, the final invoice presented to the Town was only $2,700.  The Selectboard appreciates the discount offered by Mr. Griffith.

 

Clement Shelter Road Gate:

                The Selectboard acknowledges, on behalf of the Town, the receipt a letter and check ($16.00) for payment of the "Do Not Block Gate" sign the Clement Shelter Road gate by the Green Mountain Club.

               

Vermont Land Trust:

                The Town received a letter requesting that the Town amend a Conservation Easement that the Town currently has with VLT in regards to the so called "Ravens Run" parcel.  The request is for a slight modification to incorporate sub-division language regarding the future use and development of the conserved land, in response to change in Vermont Land Use Regulations.  The expense entailed in making the modification will be borne by the Vermont Land Trust.

 

                Steve moved that the Town proceed with the Amendment to the Conservation Easement with the Vermont Land Trust.  Mike seconded.  Approved unanimously.

 

 

 

 

 

 

 

 

Orders:

                Mike moved that Select Board Orders # 11A of November 19th $22,291.50 and Road Commissioner's Orders #11A of November 19th for $48,922.40 be approved.  Steve seconded.   Selectboard Unanimously approved. 

 

 

 

 

The meeting was duly adjourned at 9:15PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

November 4, 2009

 

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steve Spatz, Selectman; Linda McGuire, Town Treasurer; Arriving later; Randy Page, Delinquent Tax Collector; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:02 PM.

 

Minutes:

                Bert moved and Mike Seconded to accept the minutes from October 21, 2009.   Discussion; none. Minutes approved unanimously.

 

 

Transfer Station:

                Review of bids and proposals to rectify minor deficiencies precluding the issuance of Certification for the Transfer Station. All work to be completed no later than December 1st, 2009.

 

                Fencing - restricting accesses to and around the scrap metal and crushed glass containment areas, while also providing appropriate access to haulers and other authorized personnel.

  • o Cooper Fence Co. of Bomoseen - $3,500.
  • o Pratico - No response to solicitation

 

Steve moved that the Town accept the bid from Cooper fence.  Mike seconded. Motion approved unanimously

 

Plastics Enclosure - Extension of current Transfer Station roof so that the end of the building is extended.  Enclose the area under extended roof with wire mesh so as to contain the plastic stored.

Aaron Schnieder of Shrewsbury - $3,800

Frank Rubriuhd of Pittsford - $4,622.20

 

Mike moved that Aaron Schnieder's bid be accepted based on lowest cost submitted and being a resident of Shrewsbury. Bert seconded.  Motion approved unanimously

 

The individual Selectboard members planned on meeting at the Transfer Station on Thursday Nov 12th in order to clean up and bundle the current plastic that is stored in order to accommodate the logistics of removing plastics for anticipated construction of the enclosure area as well as storage any residual plastics during actual construction.

 

 

 

 

 

 

 

Energy Grant:

                Steve will contact ANR in order to obtain advance payment of the Awarded funds to be used as a deposit with the various sub-contractors.  Start date will be commencement with when the advanced funding becomes available.

 

                The Town portion of the matching grant will be primarily withdrawn from the Town Office Reserve Fund, exact amounts to be determined.

 

Financial Reporting / Payroll and Selectmen's Orders Compilation:

                In preparation for the next Selectboard meeting, Mike reiterated his request that a "Standing" request be made for a P/L Statement from the Treasure be available for each Selectboard meeting.  He indicated that this is essential in order to maintain accurate financial control of the Town's resources.

 

                Per inquiry with VLCT, the Selectboard should not be responsible for Payroll compilations and their associated payroll liability caveats.  However, due to the lack of a job description precluding otherwise, the Selectboard will be responsible for compiling the Selectmen's Orders prior to ratifying them at their respective Selectboard meetings.

 

Traffic Ordinance:

Final draft of the Shrewsbury Traffic Ordinance was presented, with corresponding map.  Based on a cursory review , to enact the ordinance would require approximately eleven (11) regulatory Speed Limit signs to be placed in appropriate places in two of the proposed Speed Zones, the Center Shrewsbury Speed Zone presently has the appropriate number of signs.

 

Inquiry as to what "Fines shall be set by the Selectboard" in Article V Section6 actually meant.  The Clerk will attempt to ascertain that information from the Rutland Regional Planning Commission.

 

The consensus of the Selectboard was to set December 16, 2009 at 6:30 as the date and time for the Selectboard to hold a Public Meeting to solicit Public input regarding the proposed Traffic Ordinance.  The Clerk was requested to arrange for the proper Warning and Posting for such a Public Meeting.

 

Energy Audit Consortium:

                Steve presented to the Selectboard a request from Rutland Regional Planning Commission for volunteers and interested individuals to participate in appropriate training and subsequent field work in the area of "Energy Assessments" for homes within the Town.  The request from RRPC is part of an application for a Grant from Efficiency Vermont in order to have a county wide assessment of at least 100 homes, in order to ascertain what kind of energy conservations and or reductions can be realized or inventoried through the process of assessments and subsequent weatherization recommendations.

 

                Steve will be utilizing the Conservation Commission and other interested individuals as part of the Shrewsbury Energy Assessment Contingent, which it is hoped will evolve into a Shrewsbury Energy Committee.

 

                The Selectboad supports Steve's initiative in this regard, and supports Shrewsbury's participation of the RRPC's Grant submission

 

 

 

2010 Budget & Notification Process:

Steve will be notifying the appropriate Town departments and entities in order to solicit input for the upcoming budget cycle.

 

SWAC

                Bert will be attending the SWAC Meeting scheduled for Thursday November 5th in Rutland.

 

Orders:

                Bert moved that Select Board Orders # 11 of November 4th $43,353.58 and Road Commissioner's Orders #11 of November 4th for $9,052.68 be approved.  Steve seconded.   Selectboard Unanimously approved. 

 

 

 

 

The meeting was duly adjourned at 9:20PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

October 21, 2009

 

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Mark Goodwin, Town Clerk; Members of the Public: Clayton (Jay) Webster, Arriving later; Randy Page, Delinquent Tax Collector

 

Call to Order:

The meeting was called to order at 7:00 PM.

 

Minutes:

                Mike moved and Bert Seconded to accept the minutes from October 7, 2009.   Discussion; none. Minutes approved unanimously.

 

Jay Webster-Tax Grievance Procedure and Notification:

                Mr. Webster was present in order to voice his concern that the process by which notification of the Tax Grievance Process was unfair to him because he does not receive the Times of Shrewsbury because of his N Clarendon address.  He indicated that he would like to be notified of the Grievance Process in his Tax Bill.  In addition he reiterated his long standing argument that the process by which his property is taxed by both the Town of Shrewsbury and the Town of Clarendon is unfair and the amount of tax paid should be determined by a survey and re-recording of the Deed at the Town's expense, and not his expense.

 

                It was explained by the Selectboard that the Tax Grievance Process notification is not just in the Times of Shrewsbury, but the notice is also posted in the designated posting places, where all official Town Notices and Warnings are made. (Town Office, Over Easy's/ Post Office and Transfer Station).  In addition, the property owner is individually notified prior to the Grand List being lodged if there is a change is the assessed value of the property owner's holdings that would impact the tax owed based on the tax rate once established by the Selectboard.  The process explained to Mr. Webster is the State of Vermont process outlined in V.S.A. 32 by which Listers determine the property values for a Town, Warn the grievance procedure and appeals procedure overseen by the Board of Civil Authority.

 

                Mr. Webster's concerns were not reconciled by these explanations and he indicated his displeasure.  Mr. Webster proceeded to pay his 2009 Shrewsbury Property Tax and a portion of his 2008 Property Tax.

 

Transfer Station:

                The Town Clerk received notice from Dennis Fekert - VT ANR, indicating that prior to issuing the final Certificate for the Transfer Station he requires a date specific indication as to when the minor non-compliant items at the Transfer Satation would be addressed.  I.e.: Plastic enclosure, fence for metal / glass crusher and access control.

 

                Bert will be soliciting a RFP on the fence with date specific requirements (Nov. 30, 2009).  Steve will be doing the same for the plastics enclosure.

 

                Road Commissioner, Jamie Carrara examined the bailer, specifically for repairs of both the mechanical and hydraulics.  He reported to Mike that the mechanical aspects of the bailer could and were serviced, but that the hydraulics would require servicing by an outside vendor.  Mike will be contacting the vendor of record.

 

                The Selectboard received a request from the Transfer Station Attendant for a "Hand Washing Station" at the Transfer Station in preparation for the possible pandemic of H1N1.  Bert will be inquiring as to the specifics of the request in order to report to the Selectboard.

 

Clement Shelter Road Gate Signage:

                Mike will be contacting Barbra and Barry Griffiths as representatives of the Green Mountain Club to inquire if they would be willing to share in the expense of fabricating a sign for the gate area on the Shelter Road so as to discourage parking in the middle of the road which impedes access.

 

Herb Carrara Retirement Celebration Planning:

                Mike reported that initial coordination by Cathleen Carrara is underway.  A list of actions, supplies and responsible individuals was drawn up in order to prepare for the November 1st event.  There are a number of volunteers are waiting for direction and coordination to be supplied by the individual members of the Selectboard.

 

Delinquent Tax Report:

                Randy gave a report that compared to last year there is about $16,000 less in the Warned to Collect Delinquent Taxes.  2008 -~ $98,655 where as in 2009 it is~$82,000.

Orders:

                Bert moved that Select Board Orders # 10A of October 21st $65,042.67 and Road Commissioner's Orders #10A of October 21st for $1,645.44 be approved.  Mike seconded.   Selectboard Unanimously approved. 

 

 

 

 

The meeting was duly adjourned at 9:40PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

October 7, 2009

 

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steven Spatz, Selectman; Kathy Beauchain, Asst. Treasurer; Jamie Carrara, Road Commissioner; Richard Adams, Transfer Station Attendant; Mark Youngstrom, Chair DRB; Mark Goodwin, Town Clerk; Members of the Public: John Davis, Penelope Weiss.

 

Call to Order:

The meeting was called to order at 7:00 PM.

 

Minutes:

                Mike moved and Bert Seconded to accept the minutes from September 23, 2009.   Discussion; Energy Coordinator section "defector" should read "de-facto". Minutes approved unanimously.

 

Transfer Station Attendant Report:

                Steve mentioned a recent communication sent to Selectboard Members from Dick via e-mail, outlining issues specific to the operation and maintenance of the Transfer Station.  Steve also indicated that it was the Selectboard's hope that in the future that there would be more communication between the Transfer Station Attendant and the Selectboard so as to advert misunderstandings and perceived issues.  Periodic communication could be achieved via "Time Card" submittal, particularly in the "Comments" section of the Time Card.  The Selectboard reads and processes this documentation regularly, so they will be able to act on Dicks' concerns methodically, because as individuals they do not always get to the Transfer Station during operating hours on a regular basis.

 

                Steve reported that he and Mike inspected the Transfer Station on September 28th, so that they could ascertain remedies and make implementation plans for the maintenance list that Dick had submitted.  Identified issues consisted of: roof leak, post by compactor, post by bailer, the back wall, gaylord / material handling and mechanical issues with the bailer.  Recommendations for repairs were discussed, including having the Road Commissioner make a preliminary check on the feasibility of in-house repairs of the bailer prior to calling in a service vendor.

 

                Steve reported that it is the intention of the Selectboard to get the plastic storage covered and contained prior to winter setting in.  Dick stated that he would recommend pouring additional flooring with a sump pump so as to mitigate detergent leakage and subsequent runoff into the brook.  Dick also expressed apprehension of the "aesthetics" of the plastics when the public first drives into the Transfer Station, and he indicated that the Town deserves better.  Dick indicated that he believes that the Selectboard should move an initiative for the Annual Meeting so that the appropriate amount of resources can be raised via taxation.  Steve outlined the requirement to "manage for the future" and that the Selectboard needs to weigh the Return on Investment and the Town's willingness to expend resources based on the actual income generated by recyclables processed at the Transfer Station and the consequential gap in revenue if the income does not meet budgeted expenditure.  Dick concurred with the objective of fiduciary responsibility.  Mike concluded that a plan for repairs will be completed by winter, and solicits Dick's input on a continuing basis.  In addition, a plan for any building expansion or extraordinary capital improvements in the future will be developed by March.

 

               

Road Commissioner's Report:

                A citizen's complaint was made regarding a travel trailer in the Town Right Of Way (ROW), which was blocking line of sight for egress from a neighbor's driveway.  Jamie measured the road area that was specified in the concern and found that the trailer was non-compliant and further it was inhibiting safe transit of the ROW.  Per V.S.A. 19 §304 & §702 by which the width and responsibility of the Town Highways are explicitly delineated, Steve will be talking to the non-compliant resident prior to any other formal action taking place.

 

                Jamie reported that the Ford L-9000 4x4 Truck with Plow & Sander was sold to a salvage dealer for $4,000.  In addition it was reported that the Backhoe will require repairs estimated to be about $700.

 

                The Selectboard recognized the fine work accomplished by the Road Crew in re-decking of the two bridges on the Governor Clement Shelter Road.  Mike inquired about a "No Parking" sign to be placed near the gate on the Shelter Rd.  Mike indicated that now that the gate is opened for the traditional use season, there are still some who park in such a way as to impede access.  Mike will contact Green Mountain Club representative Barry Griffith in order to see if the GMC would be willing to share the expense in fabricating an appropriate sign.

 

Meeting House:

                Mark Youngstrom reported that the exterior lighting for the Meeting House, particularly in and about the west parking lot side entrance, will be retrofitted for motion detectors.  The timers currently installed are not utilized properly creating safety and liability issues in and about the Meeting House.

 

                Mike requested that Jamie look at the inordinately high lip between the road surface and the ground as a result of last summers' repaving project around the Meeting House area.  Jamie will fill and level were necessary for safety.

 

  Mark Youngstrom reported that a Grant was applied for that would offset by 50% the cost of repairs to the steeple / bell tower.  The Meeting House Committee currently has available its' share of the requisite match for the grant, but if awarded will require fund raising and /or increase in assessment to replenish financial reserves.  The Grant is for $16, 000, 50% of which is matched.

 

Development Review Board:

                Mark Youngstrom, as Trustee for SCC, inquired if the Town was still interested in buying the remaining Church owned acreage adjacent to the Town Garage.  Steve indicated that the Selectboard will take the matter under advisement.

 

                Mark reported that the Savage / Gunderson-Banick decision by the DRB is being appealed to the State Environmental Court.  Mark requested that the Selectboard authorize resources for legal counsel in order to defend the Town's interests while in the Environmental Court.

 

                Mike moved and Steve seconded that the Development Review Board be authorized to obtain legal counsel from John Facey, Esq., under the administration of Mark Youngstrom, estimated to be about $2,000, so that the Towns' interests are represented during the Savage / Gunderson-Banick appeal process.  Approved unanimously.

 

Transfer Station Signage:

                Bert indicated that a status report will be available in conjunction with the determination by the Selectboard as to what materials will be continued to be recycled based on market conditions.

 

Green Up Day Coordinator:

                Steve moved and Mike seconded that Cynthia Mitchell be appointed Green-Up Day Coordinator for May 1, 2010... Approved unanimously.

 

Orders:

                Steve moved that Select Board Orders # 10 of October 7th $18,381.48 and Road Commissioner's Orders #10 of October 7th for $6,753.67 be approved.  Mike seconded.   Selectboard Unanimously approved. 

 

 

 

 

The meeting was duly adjourned at 9:40PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

September 23, 2009

 

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steven Spatz, Selectman; Kathy Beauchain, Asst. Treasurer; Jamie Carrara, Road Commissioner; Mark Goodwin, Town Clerk; Todd Fillmore

 

Call to Order:

The meeting was called to order at 7:00 PM.

 

Minutes:

                Mike moved and Bert Seconded to accept the minutes from September 3, 2009.   Discussion; in the section on Road Equipment, CVPS should read New England Tree Experts. Minutes approved unanimously.

 

Sign for Town Garage

                Todd Fillmore presented the Selectboard with a number of conceptual designs for installation on the Town Garage.  The Selectboard agreed on a specific design.  Steve moved and Mike seconded to accept a design and proceed with a ‘work order" for a sign to be installed on the Town Garage at an approximate cost of $850.  Approved unanimously.

 

Road Commissioner's Report:

                Jamie reported that the Woodchuck Chipper was delivered to the Town from NE Tree Experts and was "road tested" by the Road Crew and it was found to meet their expectations in regard to performance and anticipated savings in resource expenditure.  A discrepancy was noted between what had been previously discussed and what was actually delivered to the Town Garage.  It was anticipated that a 1993 model at $8500 was to be procured.  However, when the chipper arrived it was a 1995 machine costing $9000.  Jamie outlined that even within the modest increase in cost, the drawdown and phasing of the capital expenditure was well within what had been previously discussed and planned for.  Based on the $33,000 cost of a similar chipper new, there was concurrence that the later model was a reasonable expenditure and overall a better acquisition.

                Bert moved and Mike seconded to purchase the 1995 Woodchuck Chipper at $9,000.  Approved unanimously.

 

                Jamie reported that there was approximately $42,000 left in the Paving budget and that it is anticipated that the 6/10 (six tenths) of a mile of Lincoln Hill Road from the A Frame to the Sharrows' would be resurfaced within the next few weeks.

 

                Jamie reported that the oak runners on the Brown Bridge will be patched over within the next day or so.  Jamie also reported that there will need to be a more extensive repair and maintenance done on the bridge in the Spring.  Jamie was directed by the Selectboard to obtain quotes for the anticipated work so that they can include the anticipated expenditure into the 2010 budget.

 

                The Selectboard indicated that they would appreciate regular input from the Road Commissioner by attending at least one Selectboard meeting per month, not to preclude getting in touch with them at any time assistance is sought.

 

Speed Limit / Traffic Survey:

                The data that was collected by the RRPC regarding speed and traffic along the Cold River Road as presented.  Based on the analysis, there was a recommendation of 30MPH for the Northam Village area (Mt. School Rd. to Upper Cold River Rd.) with a max 45 MPH for the remainder of Cold River Road to the Town Line.

 

                The Selectboard requested that RRPC be contacted so that they may draw up a draft ordinance that the Selectboard can adopt in a timely manner.

 

Climate Change Grant:

                Steve announced that based on an additional round of funding by VT ANR, Shrewsbury has been awarded a Grant of approximately $10k to weatherize and make more energy efficient the Town Office.  This is a matching Grant with the Town's liability to be approximately $2,700.  Finalization of paperwork and authorization is in process.

 

Energy Committee:

                Steve, who has been acting as de-facto Energy Coordinator, attended a meeting of Energy Policy makers in the Rutland Region.  He reported on specific Energy initiatives that are being developed in order to make the Rutland Region a preeminent Energy efficiency area for Vermont.  Based on his previous and continued work in this area for the behalf of Shrewsbury, Mike moved and Bert seconded to nominate Steve Spatz as the Shrewsbury Energy Coordinator commencing immediately and expiring March 2, 2010.  Approved unanimously.

 

Fuel Usage:

                Mike reported aspects of his discussions with different vendors relative to fuel oil delivery to the Town Garage & Town Office.  Based on his discussions he is closing on an "aggressive" discounted price.  The discount would be realized by coordinated delivery to the various termini in Town so that payment can be made expeditiously (within 5 days).  Mike indicated that he anticipates finalizing negotiations with specific vendors prior to the next Selectboard meeting.

 

Listers:

 

                Mike reported that he does not anticipated any change in the Board of Listers till after the Town wide Reappraisal process is complete, including grievance hearings, which should be sometime in April of 2010.

 

The Selectboard regretfully recognized the expected resignation of Betsy Jesser as Assistant Town Clerk.  As a point of clarification, it was stated that the Town Clerk actually appoints the Assistant Town Clerk and as such the Selectboard would have the letter it received from Mrs. Jesser forwarded to the Town Clerk for informational purposes and resolution.

 

Transfer Station Certification:

                The Town Clerk reported the Town had not received any specific request for a Public Informational Meeting in regard to the Draft Certification of the Transfer Station which were due to VT ANR by September 22, 2009.  Accordingly, it is the understanding of the Town that the Draft Certification is now in effect.

 

Transfer Station Attendant:

                The Selectboard will be notifying the Transfer Station Attendant that it requests his presence at the next regularly scheduled Selectboard meeting in order to review operational procedures, maintenance and other issues at the Transfer Station.

 

DRB / Environmental Court:

                The Selectboard were notified of an impending case before the Environmental Court involving Susan Savage and a DRB ruling interpreting the ruling of a previous (1988) Planning Commission ruling on a sub-division.

 

Orders:

                Bet moved that Select Board Orders # 9A of September 16th for $15,514 and Road Commissioner's Orders #9A of September 16th for $127,641.93 and Select Board Orders #9B of September 23rd for $2,805.75 be approved.  Mike seconded.   Selectboard Unanimously approved. 

 

The meeting was duly adjourned at 9:45PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

September 3, 2009

 

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steven Spatz, Selectman; Linda McGuire, Treasurer; Carrara, Road Commissioner; Jamie Carrara, Road Crew; Goodwin, Town Clerk; arriving later Betsy Jesser, Lister.

 

Call to Order:

The meeting was called to order at 7:03 PM.

 

Minutes:

                Mike moved and Bert Seconded to accept the minutes from August 18, 2009.   No discussion. Minutes approved unanimously.

 

                Bert delivered for recording Minutes from the Rutland Regional Transportation Council Meeting.

 

Executive Session

                Bert moved to go into Executive Session in order to discuss a personnel issue, Mike seconded.  Entered Executive Session 7:17PM.

 

 

                Exit Executive Session 7:50PM

 

Town Fuel Usage

                Mike reported that per previous direction, he has entered into discussion with vendors regarding supplying heating fuel.  Mike has acquired a base price from our current vendor Mac's Fuel and will be soliciting comparable or lower quotes from additional vendors.  The quote received has two different options; a "locked" price and a price based on "Cost Plus 30¢".  Mike explained that the "Cost" price is determined on a daily "market price" that can fluctuate.  Mike will also be discussing diesel fuel as an inclusion in the overall quote.

 

Road Commissioner's Report:

                The Commissioner reported that grass is growing on the newly constructed slope.  The additional material costs were presented as approximately $5,541.

 

                Steve moved to recognize Herb Carraras' 50+ years of Service to the Town upon his formal retirement as of August 28th, 2009 and appoint Jamie Carrara as Road Commissioner, effective August 31st, 2009.  Mike seconded.  Approved unanimously.

 

                Parking at Pierce's Store was discussed.  Herb and Jamie expressed their concern about the volume of vehicles parking on the side of the road near the store, especially because they are anticipating snow plowing.  The Selectboard will speak with Sally Denzier and the Zoning Administrator in order to find a solution to this issue.

 

 

Road Equipment:

                Jamie presented his proposal, based on current expenditures and anticipated 2010 funds, that the Town purchase a chipper for use in clearing debris on the road side.  In so far as the funds are available Mike suggested that the used CVPS Woodchuck chipper identified by Bert Stewart be brought to the Town Garage for a demonstration and inspection, with the intention of purchase.

 

                Jamie reported that once the new truck arrives, the Town will need to consider disposition of replaced 4WD truck.

 

Transfer Station Certification:

                The Town is in receipt of a letter from ANR / SWMP indicating their intention to certify the Transfer Station.  Included in the letter were instructions for making Public Notice of the Recertification.  The Selectboard requested that the Clerk administer the appropriate procedures so as to be in compliance with the Public Notice.

 

                Steve indicated to the Road Commissioner that there are a couple of items that still need to be addressed so as to be in compliance: the parameter fence and plastic enclosure.  The Road commissioner will address these issues in conjunction with field consultation of the Selectboard.

 

Traffic Ordinance:

                Because of malfunctioning equipment, RRPC has had to redo some of their Traffic Studies.  There was no information to report at this time.

 

VAST Reference:

                Mike indicated that he had been approached by a VAST member, who was looking for a Shrewsbury reference for using class 3 roads as connectors to VAST Trails in Mendon and the Rutland City watershed.  Herb Carrara indicated that there has been minor problems, particularly with plowing "packed" snow.  Mike requested approval to author a reference letter for VAST, Mike will note this concern about plowing in his letter to VAST.  The consensus of the Selectboard was that this would be appropriate based on Shrewsbury's history with its' Snowmobile Ordinance.

 

Orders:

                Bert moved that Select Board Orders # 9 for $13,047.34 and Road Commissioner's Orders #9 for $27,684.47 be approved.  Mike seconded.  Unanimously approved. 

 

The meeting was duly adjourned at 9:50 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

August 5, 2009

 

 

Call to Order:

The meeting was called to order at 7:05 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steven Spatz, Selectman; Herb Carrara, Road Commissioner; Jamie Carrara, Road Crew; Mark Goodwin, Town Clerk;

 

Minutes:

                Bert moved and Mike Seconded to accept the minutes from July 15, 2009.  Discussion; Mike pointed out a typographical error in the first sentence of the section entitled Energy Committee; it should read: Steve presented to the Selectboard a strong rationalization for the formation... Minutes approved unanimously.

 

Grand List:

                Steve reported a concern he had received regarding the Grand List and the "apparent" impropriety by the Town Treasurer of making a change electronically in respect, it is believed, to the Errors and Omissions report.  Steve indicated that he will follow up with the Treasurer as to the validity of the construed perceptions and if necessary remind all those involved how the statutory procedures and protocols relate to individual realms of responsibility and requirements that need to be followed regardless of individual perceptions and opinions.

 

Road Commissioner's Report:

Per the request of the Selectboard, the Road Crew obtained a quote for the purchase of diesel truck cab & chassis.  Anticipating a significant increase in the cost and operating expense of future diesel regulations, the Road Commissioner, by direction of the Selectboard, researched the availability and delivery schedule for replacement equipment.  The outlay would be phased so as to purchase the body of the truck in 2009, prior to the regulations going into effect and subsequently outfitting the chassis with the necessary equipment and taking delivery in early spring 2010.

 

The estimated cost for the truck chaise is approximately $83k.  Funds are available in the Road Equipment Sinking Fund.  The Road Commissioner anticipates that after this expenditure that replacement of substantial and necessary items of equipment should not be required for another three years.

 

Steve moved to approve the authorization of the Road Commissioner to proceed with the purchase of a diesel truck and chaise estimated at approximately $83, 194.  Bert seconded.  Approved unanimously.

 

Bert presented the Road Commissioner with a number of "No Camping - per Order of the Selectboard" signs to be placed in the Brown Bridge area, so as to elevate any future health and safety problems.

 

Steve presented the Road Commissioner with the Engineering Report authored by Otter Creek Engineering regarding the reclamation of Stump Dump at the Town Garage.  The report which was similar in design and methodology to the one delivered previously to the Agency of Natural Resources, has been preliminarily accepted by the responsible individuals at ANR.  Herb indicated that it should take about a week to complete the necessary work.  There might be a small expenditure for 10" rip-rap, but the Road Commissioner anticipates he would be able to account for it under the gravel budget.

 

Energy Grant:

                The Town anticipates applying for a grant from the Department of Energy for weatherization of the Town Office.  The deadline for application is Monday August 10, 2009.  The preliminary application forms have been obtained and a draft has been constructed.  Final review is currently underway.

 

Energy Committee:

                Steve announced that he will have an outline that includes Objectives, Goals and Organizational structure for the appointment of a Shrewsbury Energy Coordinator in accordance with V.S.A. 24 § 1131 and the formation of an advisory Energy Commission.  Steve reviewed a slate of possible candidates received from the Planning Commission. 

 

Steve anticipates the formation and plenary session of the Energy Committee by September 1st.  The other members of the Selectboard indicated their support and encouragement for Steve's initiative in respect to the Energy Coordinator and Committee.

 

Town Work Day:

                Based on the accomplishments of the volunteers at both the old Town Garage and the Town Office, it was estimated that the Town saved approximately $2,600 in labor costs.  For the record the Selectboard extends a "Thank You" and appreciation to the following:

 

Sally Denzier Linda McGuire
Adrienne Raymond Nate Raymond
Chryl Martin Gerry Martin
Betsey Jesser Mark Goodwin
Grace Brigham Lee Wilson
Mark Youngstrom  
SVFD  

 

                for their fine work and enthusiasm.

 

Catering Liquor License:

                Mike moved to approve a Catering Liquor License for a Sept. 19th wedding at the Crisanver House.  Bert Seconded.  Approved unanimously.

 

Census Confidentiality Agreement:

                Bert signed the Agreement as the Shrewsbury representative.

 

Rutland Regional Transportation Council:

                The candidate the Bert approached indicated that they were not interested.  Bert will attempt to find another individual to represent Shrewsbury.

 

State Road Aid Funds:

                Steve announced that the Town had received the 3rd & 4th Quarter payments for State Road Aid.  This means that for now the Town will not need borrow monies from the Reserve Funds.

Computer Appraisal Service:

                Steve moved that Shrewsbury approve the License agreement with the State of Vermont to use the Marshall and Swift Cost Tables for Property Valuation and Review.  The agreement is for $201.89 and expires June 30, 2010.  Bert seconded.  Approved unanimously.

 

Application for Public Good - John Pollard:

                The Zoning Administrator determined that the application was in compliance with the Town Plan and Zoning Regulations.  Therefore the Selectboard has no concerns and / or comment regarding the application to the Public Service Board.

 

§ 5079. Sale or Transfer of Mobile Homes; Collection of Taxes

                The Selectboard reviewed the procedures, especially related to the payment of taxes, outlined in the referenced statute.

 

Transfer Station Signage:

Bert reviewed the methodology by which he plans to install signage at the Transfer Station.  He has been unsuccessful in finding a student to construct a sign.  The difficulty is the ability of the sign to withstand the weather as well as having the ability to make periodic updates as changes in procedures at the Transfer Station change.

 

Orders:

                Bert moved that Select Board Orders # 8 for $8,410.62 and Road Commissioner's Orders #8 for $14,493.66 be approved.  Mike seconded.  Unanimously approved. 

 

The meeting was duly adjourned at 10:35 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

July 15, 2009

 

 

Call to Order:

The meeting was called to order at 7:05 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steven Spatz, Selectman; Linda McGuire, Town Treasurer; Todd Fillmore, citizen; Mark Goodwin, Town Clerk; arriving later - Betsy Jesser, Lister;

 

Minutes:

                Mike moved and Bert Seconded to accept the minutes from July 1, 2009.  Discussion; Steve requested a follow up to Mike's research activity into diesel and fuel oil rates with other vendors other than the present Sherman Allen, Mike indicated that he is still waiting to hear from Patten Fuel.  Mike indicated that he is attempting to leverage his business requirements for bulk fuel into the equation of Town requirements, in order to make the price more attractive from the wholesaler perspective. Minutes approved unanimously.

 

Report of VTCW Sponsored Tour of the Lempster, NH Wind Farm:

                Todd Fillmore who was asked to represent Shrewsbury on a tour of the Lempster NH Wind Farm, sponsored, as part of the community relations activity, by Vermont Community Wind in respect to their proposed project of building wind turbines on various mountain / hill ridges in Rutland County.  The rational for Todd's participation was primarily twofold; First, to establish a "record" of interest by the Town of Shrewsbury in any Act 248 proceedings that might take place in regards to the proposed project, and second, to give a firsthand report to the Selectboard about his impressions of the Lempster, NH Wind Farm, a project that is similar in scope to the one proposed for towns adjoining Shrewsbury.

 

                Todd, at the outset indicated that prior to the tour, he was "neutral" in his opinion of wind projects as a part of the solution to finding a combination of energy sources to augment energy requirements and climate change impacts.

 

                Todd first commented on how his first impression was that the wind towers he saw were "massive".  Todd brought along a number of photographs to show members of the Selectboard.  Todd indicated that the sheer size of the turbines, and the proposed number in the VCW project proposal would have an impact on the surrounding areas in which they are to be sited.  The towers are approximately 400 feet high and have a sweep of almost an acre (43,560 sq.ft./ 208.7 ft). 

 

                Todd reported that included in the substantial infrastructure required for each individual tower, there is also a "control" tower for every three or four towers that housed various sensors for controlling the actual turbines.  Todd observed that the turbines appeared to be only spinning about 50% of the time.

 

                As part of the tour, Todd was able to speak with a diverse number of residents who live near the Lempster Wind Farm.  Todd indicated that there were both positive and negative comments from these local residents.  Following are Todd's reiteration of those comments: "Best thing around", "I've grown to live with it (noise)", "Constant noise", "Its' worse (noise) in the rain and snow".  Todd indicated that some residents commented negatively on the "flicker" effect that the spinning turbine blades cause.  Other residents commented on the observation that the noise apparently drove away much of the wildlife that used to inhabit the area.  Complaints appeared to diminish and tapper off as one moved further away from the Wind Farm.

 

                Todd continued with comments based on his own independent research into; base load, distribution networks, other New England industrialized wind farm projects.

 

Todd indicated that he would be submitting a summary of his tip and observations to the Times of Shrewsbury.

 

Todd was thanked by the Selectboad who emphatically appreciate his willingness to make the trip to NH as a representative of Shrewsbury .

 

Listers:

Betsy Jesser brought forth the Errors and Omissions to the Grand List for acknowledgement and exclusion by the Selectboard:

                Jean Brien, Todd Westbay and Goittier property.

Bert moved and Steve seconded to approve the Errors and Omissions to the 2009 Grand List.  No discussion.  The motion carried unanimously.

 

                Betsy indicated that from her perspective that the Town's case in respect to the Suker grievance went well in Superior Court today, the first day of the hearing.  She indicated that the substantial body of evidence that the Listers had compiled was allowed to be submitted.  The session is in recessed until next Tuesday.

 

Reappraisal:

                Betsy brought forth a concern that might not have been planned for in the reappraisal project, which is an individual who set an appointment and then fails to make the commitment to be at the house when the appraisers arrive.  The concern is that because of the duplicate effort, extra unplanned costs might be expended.  After review of the contract, it was apparent that the process is clear: each household will be contacted twice, mutual appointments will be made, if the interior of the house is not able to be inspected the property will be assessed at a higher assumption.  The consequence will be that the onus will be on the individual to grieve the assessment if the higher assumption is not settled on.

 

                The monthly examination of the reappraisal budget was done.  Actual expenditures for the half-way point into the project are under budget. Projections indicate that, although it will be tight, the project will not exceed budget allocations. 

 

                The Listers were requested to submit their Timecards at a minimum on a monthly basis.

 

                Steve will work with the Treasurer to "fine tune" allocations for reappraisal vs. regular Lister work.

 

Application for Public Good - John Pollard:

                John Pollard, via the PSB, has submitted an Application for Public Good for two proposed net metering systems; a solar array and a wind turbine. The application will require certification by the Selectboard with in thirty (30) days of receipt.               

Mike moved and Steve seconded that the application be passed to the Zoning Administrator for determination of compliance with the Shrewsbury Zoning Regulations.  Including any comments from neighbors.  Approved unanimously, without discussion.

 

 

Fence Viewer Request:

                A verbal request from Bill Smith was received by the Town Clerk for Fence Viewers to compel Paul Sgalia to maintain the fence bordering the Smith pasture and Sgalia property.  Statute 24 V.S.A. § 3810 indicates that the Selectboard can request fence viewer to examine fences and divide costs between landowners. Upon request of the Selectboard, the fence viewers shall examine fences within the town and must determine who is responsible for maintaining the fence dividing two parcels.  However further investigation determined the following: . Fence viewer cannot require landowner or occupant to pay for fence if he/she keeps no livestock. In 1989 the Vermont Supreme Court found 24 V.S.A. § 3802 unconstitutional. Section 3802 requires abutting landowners to pay a portion of the costs to maintain a fence that separates his or her property from the neighboring parcel. Choquette v. Perrault, 153 Vt. 45 (1989). The court reasoned that the change in land use patterns in Vermont means that the fence law more and more often applies to landowners without livestock. The court concluded that in such situations the fence law is burdensome, arbitrary and confiscatory, and is thus, unconstitutional. For this reason, the fence viewer can only require the landowner or occupant who owns livestock to pay the cost of maintaining the fence.

 

                The Selectboard requested that the Clerk follow up with Mr. Smith indicating that the Fence Viewers would not have any jurisdiction in this matter.

 

Municipal Tax Rate-2009:

                The Town Treasurer, Linda McGuire, presented to the Selectboard with detailed analysis of revenue and expenditures.  Based on the analysis presented, and in conjunction with the lodged Grand List, the recommended tax rate for 2009 was recommended to be set at $0.6779 per $100 of assessment. 

 

                Bert moved to accept the recommended tax rate of $0.6779 per $100 of assessment be accepted and approved.  Mike seconded.  Approved unanimously, without discussion.

 

Cash Flow:

                The Treasurer indicated that the Town anticipates receiving another installment of State payments this coming week.  However, if it is not timely, there will be a shortfall in cash flow.

 

                Mike moved and Bert seconded that the Treasure be authorized to barrow as needed form the Town Reserve Funds, at the current accepted interest rate. Approved unanimously, without discussion.

 

Town Volunteer Work Day:

                Mike reported that the Old Town Garage has been prepped by the SVFD.  It appears that a minimum of additional scrapping will be necessary prior to painting on the 25th.  The scope of work at the Town Office will be mostly painting, exterior as well as interior.  Steve will assure materials are procured for both job sites.  The Clerk reported approximately a half-dozen volunteers have signed up so far.

 

 

 

 

Transfer Station Signage:

A list of items was presented and reviewed.  Bert will attempt to solicit a high school student in need of Community Service credits to create an appropriate sign.

 

Bert indicated that for the record the Transfer Station attendant was paid and extra hour and half during Hazard Waste Day.

 

Emergency Management Hazard Mitigation Plan:

                Steve presented the Selectboard with a request to review the current Hazard Mitigation Plan in order that they might renew the five year plan.  Steve indicated that no major deficiencies were cited in the current plan and that Shrewsbury is ranked toward the top of the other Towns within Rutland County.  The Hazard Mitigation primarily addresses flood hazards on the Cold and Mill Rivers.  Other mitigation objectives would require capital expenditures well outside the scope of what a Town like Shrewsbury could realistically budget for, even in the long term (i.e. Mill River fluvial flood control).  Mike commented that he appreciates the State Emergency Management bureaucracy pointing out these issues and the potential emergencies they may pose; he is distressed that the State does not allocate resources in order to mitigate the hazards enumerated.

 

                The Plan having not changed substantially in the past five years, the response form was approved and completed for return to the RRPC/LEPC by consensus of the Selectboard.

 

Energy Committee:

Steve presented to the Selectboard a strong rationalization for the formation of a Town Energy Committee in conjunction with a regional perspective both with the RRPC as well as ad hoc formations with neighboring Towns in order to take advantage of Stimulus Resources.  Steve indicated number of funding opportunities exist ranging from educational programs to weatherizing.

 

The Selectboard enthusiastically supported Steve's perspective regarding the advantages of forming a Shrewsbury Energy Committee.  Steve and the other members of the Selectboard will consider possible candidates to ensure a committee that is both energetic and goal oriented.

 

Orders:

                Bert moved that Select Board Orders # 7A for $5,890.57 and Road Commissioner's Orders #7A for $21,080.66 be approved.  Steve seconded.  Unanimously approved. 

 

The meeting was duly adjourned at 10:35 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

July 1, 2009

 

 

Call to Order:

The meeting was called to order at 7:00 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Mark Goodwin, Town Clerk

 

Minutes:

                Mike moved and Bert Seconded to accept the minutes from June 17, 2009.No discussion.  Minutes approved unanimously.

 

                Bert moved and Mike Seconded to accept the minutes from June 24, 2009, Public Hearing on the 2009 Zoning Regulations. No discussion.  Minutes approved unanimously.

 

Zoning By-Laws:

                Mike moved and Bert Seconded to adopt the 2009 Zoning Regulations as submitted by the Shrewsbury Planning Commission on June 3, 2009.  No discussion, citing the previous discussion of June 24 at the Selectboard's Public Hearing on the proposed By-Laws.  Motion approved unanimously.  Bert did indicate that he wanted the minutes to reflect the Selectboard's appreciation of the Planning Commissions tireless work and cooperation with the Selectboard in moving the adoption process forward to a successful conclusion.

 

Approval for expenditure for an Independent appraisal concerning the Suker grievance:

Based on a request by the Board of Listers to have an independent appraisal done of the grieved Suker property for verification purposes, and in conjunction with continuing consultation of the Board of Listers with the Town Agent (Barry Griffith) the following motion was made; Mike moved to authorize the expenditure of up ninety minutes (90 min.), if required, of an independent appraisers' time to review, verify and act as a Town Representative in the evidentiary submissions made by the Board of Listers prior to the scheduled judicial hearing, scheduled for July 15th, pertaining to the Suker grievance.  Bert seconded.  Motion approved unanimously

 

Vermont Community Wind Farm Tour:

                Todd Fillmore was scheduled to represent Shrewsbury on the bus tour to Lempster, NH.  A report from Todd was deferred until Steve was available.

 

Town Volunteer Work Day:

                Mike has followed up with a request of the SVFD to "pressure wash" with the fire hoses the Old Town Garage in order to prep it for painting.  The Assistant Chief, Al Ridlon Jr. will be bring it up with the Department at their next scheduled SVFD meeting.  Mark delivered a task and material list developed by Adrian Ouellette for the Town Office building.

 

Town Garage

Mike indicated that he would like to start soliciting price quotes for diesel fuel.  Based on the current invoice from Sherman/Macs, Mike thinks that the Town might be able to obtain better pricing.

 

Clement Shelter Road Gate Key:

                Gary Arthur will deliver keys next week for the following: Town Clerk, Green Mountain Club, Road Commissioner and SVFD.

 

Citizen's Concern:

Mike indicated that he received a concern regarding the Town reappraisal and the cost associated with conducting it.  Mike pointed out to the concerned citizen that the cost was approved by the voters and that the Selectboard is monitoring the expenditures closely.  Mike explained that the Selectboard meets with the Listers monthly and reviews the progress against budget line items with the Listers.  Mike stated that currently, as of the last review, the project in either on or ahead of schedule and on or below budget.  New information has been received from Property Valuation and Review Division Vermont Dept. of Taxes, delineating the impact of the low CLA on the Educational Tax Rate.  Mike indicated that based on the current low CLA it is in the best interest of the Town's tax rate to have the Town wide reappraisal.

 

Mike will be contacting the Board of Listers in order to schedule them for their monthly review for July 15th.

 

Orders:

                Bert moved that Select Board Orders # 7 for $9,286.36 and Road Commissioner's Orders #7 for $26,305.66 be approved.  Mike seconded.  Unanimously approved. 

 

                          

 

The meeting was duly adjourned at 8:40 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

June 24, 2009

PUBLIC HEARING FOR ZONING BY-LAWS

 

 

Call to Order:

The meeting was called to order at 6:30 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steven Spatz, Selectman; Melissa Reichart, Planning Commission; David Rice, Planning Commission; Mark Goodwin, Planning Commission, Linda McGuire, Treasurer.

 

Public Hearing:

No members of the Public were in attendance.  The members of the Selectboard discussed the overall scope of the changes made to the Zoning from the original document presented at the Planning Commission Public Hearing of May 22, 2008.  The Selectboard members unanimously agreed that the changes to the document were made to satisfy the public concerns that had been voiced over the past year.  The members of the Selectboard unanimously agreed that the document is satisfactory and will be adopted at its' next scheduled meeting of July 1, 2009.

 

                The Selectboard thanked the members of the Planning Commission for all their hard work that was put into drafting the zoning, and applauded their efforts for responding to the Townspeople's concerns.

 

                The meeting was adjourned at 7:00 PM

 

 

Submitted by

Steve Spatz, Chair of Shrewsbury Selectboard

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

June 17, 2009

 

 

Call to Order:

The meeting was called to order at 7:00 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steven Spatz, Selectman; . Herb Carrara, Road Commissioner; Jamie Carrara, Road Crew; Mark Goodwin, Town Clerk

 

Minutes:

                Bert moved and Mike Seconded to accept the minutes from June 3, 2009.  Discussion: Steve Spatz sought clarification on the AoT routine traffic analysis that periodically happen within the District.  It was explained that it was a matter of coincidence that our requirements for traffic analysis coincided with the already planned studies.  Minutes approved unanimously.

 

Road Commissioner's  Report:

                Herb reported on the damage to Spring Lake Road and Button Hill Rd as a result of the particularly heavy rains earlier in the week on Monday.  There was damage, but considering the amount of water in the short amount of time, the culverts held up well.  Herbie reported significant amount of hail had fallen, up to two inches on the ground.  This and debris in the ditches exacerbated the ability of the culverts to handle the runoff from the storm.  Herb reported that there was only some minor repairs and ditching that would need to be attended to.

 

Opening of Bids for Paving and Winter Sand:

                Paving Bids were received from Pike and Witcomb.  An additional bid was solicited from Fuller Co., however a bid was not submitted.

                Bids were solicited for a fixed amount of paving in two primary areas: three (3) sections of Cold River Road from about Wallace Rd to include those sections that were not paved last year, and a section of Lincoln Hill / Northam Rd. in the Town Center.

 

Pike $58.27 per Ton 2021 Tons $117,763.67
Whitcomb $62.58 per Ton 2191 Tons $137,112.78

               

                Based on the price and familiarity of workmanship, Bert moved to accept the Paving Bid from Pike Industries.  Mike seconded.  Approved unanimously

 

                Bids for winter sand were received from Pike Industries.  

 

Winter Sand Delivered to Town Garage $13.00 per Yrd. / 3000 Yrds. $39,000 Total  Material & Hauling
Winter Sand FOB - Danby $8.00 per Yrd. / 3000 Yrds. $24,000 Material Total
     
Pike Ind. (Hauling Cost) $5.00 per Yrd. / 3000 Yrds. $15,000 Hauling Costs
Ethier Trucking - (Hauling Cost) $4.10 per Yrd. / 3000 Yrds. $12,300 Hauling Cost

 

                Herb indicated that the tentative schedule for hauling sand would be for late summer early fall or sooner time frame.  This will allow all the prepping to be done prior to the paving season projects and the material could be hauled on the old road surfaces.

Based on cost and schedule, Steve moved to accept Pike Industries bid for Winter Sand Material, utilizing Ethier Trucking to deliver to the Town Garage.  Mike seconded.  Approved unanimously

 

 

Capital Budgeting:

                It was recommended by the consensus of the Selectboard that the Road Commissioner commence the process of soliciting bids for obtaining a truck chassis, per previous discussion.

 

Brown Bridge Area:

                Mike received reports from a local resident that there are possible "squatters" camping in the Brown Bridge area.  Mike will be contacting Constable Matt Danaher so that he can investigate the situation and minimize any public health and safety issues that might be a result from this situation.  Herb was asked if he recalled the posting of "No Camping" signs in the area.  Mr. Carrara could not recall.  Bert indicated that he will investigate obtaining appropriate signage: "No Overnight Camping per Order of Selectboard, Town of Shrewsbury".  It is hoped that these signs will help the Town Constable in elevating the current situation and deterring any future behaviors on Town owned land.

                Steve received similar reports about "semi-permanent" camping on the Plymouth Rd.  In so far as this situation is incorporated on State owned lands, the Town has no jurisdiction.  It is believed that the Department of Forest and Parks has been notified.

 

Volunteer Work Day

                Mike asked Jamie Carrara if the SVFD could prep the Old Town Garage for painting by using low pressure fire hoses to scrape the loose paint.  Jamie will check to see if the SVFD is amenable to do some "training" on the structure.  The Selectboard will place information in the July issue of the Times of Shrewsbury.    Mark will contact Adrian Ouellette regarding possible projects at the Town Office. 

 

Town Garage / Transfer Station:

Otter Creek Engineering will consult with the Town regarding the engineering a remediation of the slope in respect to wetland delineation.

 

Clement Shelter Road Gate Key:

                Mike will obtain extra copies of the "new" key, which inadvertently was not lodged with the Clerk in the Town Office when the first series of locks were installed.

 

Request for Catering Liquor License:

Mike moved and Steve seconded the Approval of a temporary Catering Liquor License for a August 1 Wedding Reception at Crisanver House.  Approved unanimously

 

Wind Farm Tour:

                Alternates for the Selectboard and Planning Commission will be found for the VCWF bus tour on June 27th.

 

Orders:

                Bert moved that Select Board Orders # 6A for $3,981.18 and Road Commissioner's Orders #6A for $4,140.18 be approved.  Mike seconded.  Unanimously approved. 

 

                          

 

The meeting was duly adjourned at 9:40 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

June 3, 2009

 

 

Call to Order:

The meeting was called to order at 7:07 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steven Spatz, Selectman (departed at 8:00PM) Linda McGuire, Town Treasurer; Mark Goodwin, Town Clerk.  Arriving later: Herbie Carrara, Road Commissioner; Betsy Jesser, Lister; Steve Nicholson, Lister; Bert Stewart.

 

Transfer Station:

                The consensus of the Selectboard is to continue the Electronics disposal process as previously delineated.  It is to be a "Zero Cost" or pass through operation.  Cost are to be offset by the 30¢ per pound disposal fee.  Disposal Slips are to be sent to the Treasurer on a timely basis.

 

                Concern was raised by members of the Selectboard, that comments made by the Dump Master in the "Dump Notes" that are published in the Times of Shrewsbury appear at times to be undermining the fiduciary responsibilities of the Selectboard.  Even though this concern has been raised with the Dump Master previously, at this time no remedial action was recommended, in so far as the Selectboard does not want to censor Mr. Adams nor engage in public debate regarding budgetary matters via the Times of Shrewsbury.  However, it is the consensus of the Selectboard that if unsubstantiated claims regarding budget discrepancies continue, that they will be addressed so the public has correct information.

 

                Plastic enclosure construction will be scheduled ASAP when all the members of the Selectboard will be available.  Due to family commitments, Steve has had to postpone scheduling this construction effort.

 

Public Hearing for Revised Zoning Regulations

                Per the request of the Selectboard revised language was submitted by the Planning Commission in respect to the Open Space Development zoning and the "optional" nature of the particular section. 

 

                The tentative date of June 17th was set for the Selectboard Public Hearing.  (Warning needs to be made not less than fifteen (15) days prior to the hearing. 24 V.S.A. § 4444).  An alternate date will need to be set.  (Warned for June 24th, 2009 at 6:30 PM in the Shrewsbury Town Office)

 

Appointments:

                Steve Spatz moved and Bert Potter seconded the following appointments be approved:

                                Bert Stewart - three year term to the DRB (beginning June 3, 2009 to March 6, 2012)

                Approved unanimously.

 

Road Commissioner:

                Steve wanted to get clarification regarding the letter that Herbie received from ANR in regard to the Stump Dump and the delineation of the Wetland Buffer.  Herbie has taken measurements based on the previously ANR flagged areas.  Herbie is confident that there is room to make the correct slope adjustments to be in compliance without infringing the buffer area.  ANR will require certification by a licensed civil engineer.  Steve will be contacting Otter Creek engineering to ascertain if someone in that firm will be able to consult in construction and remediation.  Herbie indicated that the Town might have to rent an excavator to complete the work.

 

                Steve will be in correspondence with ANR regarding the Towns' plans and schedule.  Herbie is confident that it will be completed by September 1st.

 

Traffic and Speed Ordinance:

                Herbie requested and the Selectboard approved a request to the Rutland regional Planning Commission conduct a traffic study and analysis of the North Shrewsbury village from the intersection Cold River and Upper Cold River Roads to the Mountain School Road, while they were conducting the periodic traffic studies in the Shrewsbury area this summer.  A letter will be sent to the RRPC with this request.

 

Capital Budget

The Road Commissioner submitted a preliminary Capital Budget to the Selectboard representative Mike Stewart.  A copy was also submitted and left with the Clerk for David Rice.

 

The Road Commissioner was approved and encouraged to solicit bids for a replacement truck chassis.  It is anticipated that if the chassis is purchased with the Town Equipment Shrinking Funds, while prices are still relatively low, that the truck could be outfitted over the course of the following year.

 

Bert Stewart, who is employed as a Forester with CVPS will forward to Mike Stewart information and contacts regarding used chippers that might be available for purchase by the Town.

 

Appointments - Cont.

                Bert Potter moved and Mike Stewart seconded the following appointments be approved:

                                Bruce Bullock - three year term to the DRB (beginning June 3, 2009 to March 6, 2012)

 

                Mark Goodwin - Shrewsbury Representative to the Rutland Regional Planning Commission

David Rice -Alternate Representative

One year terms from July 1, 2009 to June 30, 2010

 

Approved unanimously

 

                Bert Potter will inquire about a possible candidate for the Rutland Regional Transportation Council.

 

Listers and Status of Reappraisal:

                Betsy Jesser and Stephen Nicholson were present representing the Listers.  The Selectboard inquired into procedural issues regarding Time Keeping and Office Supplies.  The Listers indicated that they have been following established procedures for the most part.  They indicated that there may have been one or two isolated incidents were supplies were obtained without using established methods but that was rare.  A request was made to make minor adjustments to the Time Cards to reflect the non-traditional shift work of the Listers.

 

                The Town Wide Reappraisal began in earnest on Monday of this week.  The methodology that has been established is to understand the practices used to Record easements, covenants and other instruments that will affect the value of property.  The next step would then go onto field work with the physical inspection of Land Sales, moving then to Improved Lots and then to individual homes/properties on a neighborhood by neighborhood basis.  The first neighborhoods will either be Lincoln Hill Road or Cold River Road.

 

                The Listers appear to be right on budget half way through the fiscal year, both in terms of regular Listers work and with the Reappraisal initiative.

 

                Betsy summarized for the Selectboard the communication notices and plans that will transpire over the course of the actual reappraisal, utilizing both the Times of Shrewsbury and the Town Website.  The procedures for scheduling and notifying homeowners and the actual inspection procedure was also explained.  Betsy emphasized that the entire assessment procedure is based in some aspects on the cooperation of the Townspeople.  Indicating once again that by assessing fairly all the properties in Town spreads the ultimate tax burden fairly based on true and fair appraisal.

 

                The Selectboard indicated that while the reappraisal was taking place, they would like to meet briefly with the Listers once a month.

 

Property / Tax Maps:

                A request for $100 to purchase an electronic version of the Russell generated Property Maps was made by the Town Clerk.  Having an electronic version would help in the work by the Listers, DRB and Planning Commission, as well as the Clerk, by enabling the transmission and printing of specific properties.

                Mike moved and Bert seconded to approve the expenditure.  Approved unanimously.

 

Town Website:

                The Clerk requested approval to purchase software (Adobe Acrobat ~$249) so that the Clerk would be able to transpose documents from MS Word to PDF formats easily in order to upload onto the Web Site.  Bert moved and Mike seconded to approve the expenditure.  Approved unanimously.

 

 

Status of Deferred Agenda Items:

                Energy Committee - Tabled until Steve is available to discuss

                Housing Committee - Tabled until Steve is available to discuss

Town Work Day - Re-initiate the scheduled Town Work Day that was scheduled last year prior to Anne Haley's passing.  The old Town Garage and Town Offices could use some elbow grease and white stain.  The initiative would include refreshments afterwards for the volunteers.  The tentative date of July 25th was selected.  Mike requested the Clerk begin to follow up regarding advertising in the Times of Shrewsbury and around Town.

 

Orders:

                Bert moved that Select Board Orders # 6 for $30,198.93 and Road Commissioner's Orders #6 for $13,480.15 be approved.  Mike seconded.  Unanimously approved. 

 

Minutes:

                Bert moved and Mike Seconded to accept the minutes from May 20, 2009.  Bert requested that under Transfer Station the notation be made that in respect to "white goods" that no refrigerators be included in the list of appliances that the Road Crew can accommodate at the Transfer Station.  This is primarily due to the ozone depletion gases that can be emitted if the coils were to be damaged during handling.  Minutes approved unanimously.

                          

 

The meeting was duly adjourned at 9:00 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

May 20, 2009

 

 

Call to Order:

The meeting was called to order at 7:03 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Linda McGuire, Town Treasurer; David Rice, Planning Commissioner; Melissa Reichart, Planning Commissioner; Mark Goodwin, Town Clerk & Planning Commissioner.  Arriving later: Herbie Carrara, Road Commissioner; Jamie Carrara, Road Crew Member.

 

Approval of Minutes;

                Bert Potter moved to accept the Minutes of May 5, 2009, Mike Stewart seconded.  Discussion, typographical errors noted in first paragraph of Lister Report and second paragraph under Appointments - Cont.  Minutes approved unanimously.

 

Planning Commission

                David Rice formally presented the updated and reworked Zoning Regulations, Dated March 2009 to the Selectboard.  David indicated that this was the final version from the Planning Commission, which considerd input from the Planning Commission's Public Hearing of May 22, 2008, the DRB, the Zoning Administrator and input from the Selectboard.  The Planning Commission is confident that overall, the submitted document addresses, either by inclusion or explanation of omission, all concerns and requests gathered over the past few months.  David indicated that as the Selectboard proceeds through the adoption process that the Planning Commission would be available to answer any questions.

 

                Mike Stewart requested that in Section 800 - Open Space Development, that it specifically indicate that this particular development method is optional ( as stated in Section 801-Applicability) that language be incorporated somewhere in the opening paragraphs of the Section so that there would be no confusion or ambiguity that the Open Space Development zoning steps are not mandatory regulations.  Mike indicated that he would prefer that it be explicit and "up-front" that Open Space Development is optional.  Melissa Reichart indicated that this is a minor change and could be easily accomplished.

 

                The Selectboard requested that a copy of the final version of the document be posted on the Shrewsbury Web, with an additional 5 copies produced for the Selectboard Public Hearing, TBD.

 

                Discussion of the Zoning Regulations and setting of a date for a public hearing was tabled until Steve Spatz was available to join the discussion.

 

Rutland Regional Planning Commission

                Mark Goodwin, Shrewsbury Representative to the Rutland Regional Planning Commission briefed the Selectboard on the Vermont Community Wind Farm project proposed for six towns in Rutland County west of Shrewsbury.  Because this particular project will come under Act 248 regulation, the Selectboard would need to be aware of the methodology by which questions and concerns will be addressed by the Public Service Board and project initiators.

 

This project is an industrial sized wind farm project with up to fifty-four 400 foot high wind turbines.  This project will obviously impact the westerly view from numerous locations in Shrewsbury.  Vermont Community Wind Farm (VCWF) has indicated that as the Act 248 process moves forward that they will produce visual models for areas requested.  The RRPC Commissioner would request that VCWF project managers come to Shrewsbury to give a presentation when they have the visual modeling available.

 

                The Selectboard requested that they be kept informed by Mark as the project proceeds.

 

Capital Budget

Mike Stewart requested from Road Commissioner Herb Carrara items to be included in a Capital Budget for himself and David Rice, the Planning Commissioner representative in the Capital Budget process.  David outlined what types of equipment and tools should be included in the list; equipment that will need to be replaced, time table for replacement or retirement and approximate cost.  Mike requested that the Road Commissioner prioritize his needs and the Selectboard would figure out how to raise the necessary funds.

 

Herb brought up the fact that because of the new diesel emission regulations, that now would be a good time to obtain a less expensive cab & chassis, and then have it outfitted later in the year.  Herb indicated that there were funds in the Road Equipment Shrinking Fund.  Mike indicated that because of the industry trends right now, it would be advantageous to start getting estimates to execute the Road Commissioner's procurement idea.  Mike indicated that current diesel technology engines will become scarce and expensive in the near future.

 

Curb Cuts

                After review two Curb Cuts were presented by the Road Commissioner: Joe Orlick and Brian Woods.  Mike Stewart moved and Bert Potter seconded to approve both Curb Cuts.  Approved unanimously.

 

Town Road Financial Plan:

                Herb Carrara presented the Annual Financial Plan for Town Roads.  This State AoT document is the formalization of the approved Town Budget in order to be reimbursed by the State for Town road work.  Bert Potter moved and Mike Stewart seconded to submit the Financial Plan.  Approved and signed for return to AoT.

 

Stump Dump:

                Herb notified the Selectboard of an ANR extension of the deadline to cap the stump dump to September 1st, 2009.  There is a modification in the specification in order to accommodate the wetland buffer.  Discussion was tabled until Steve was available in so far as he has been spearheading this particular project.

 

Bridge Report:

                Herb notified the Selectboard of the AoT report of their findings of the Town bridges in general and the Wilmouth Hill and Brown Bridges in particular.  Both bridges were cited for minor deficiencies, but were both found to be in "fair" condition overall.  Herb is planning minor repairs to both bridges.  Steel railings on Wilmouth Hill and the roof leaks on the Brown Bridge.  The report was acknowledged and accepted by the Selectboard.

 

 

 

CCC Road Maintenance:

                Herb presented the Selectboard with a formalized contract from ANR - Forest, Parks & Recreation for maintenance; gravel, grading and culverts for the CCC Road.  Not to exceed $9,500.  Mike Stewart moved and Bert Potter seconded a motion to approve the Road Commissioner's authorization to enter into the contract.  Approved unanimously.

 

Town Garage:

                Bert Potter presented Herb with the Max. Payload sign in order to be in compliance with the VLCT insurance audit.

 

                Herb indicated the oil furnace in the Old Garage has finally been retired.  He requested that the furnace taken out of the Meeting House and currently stored in the Town Center garage be installed in the Old Garage.  Herb indicated that even though there is a wood stove in the Old Garage, it does not hold overnight and the loader requires warmth overnight.  Mike Stewart moved to approve the transfer, Bert Potter seconded.  Approved unanimously.

 

Transfer Station:

                Signage at the Transfer Station continues to be worked on as reported by Bert.  Discussion tabled until Steve is available.  The Road Commissioner was asked if appliances (white goods; washing machines and dryers) are problematic for routine operations at the Transfer Station.  The road crew is able to handle these types of appliances and the metal recycling without difficulty.

 

Speed Limit Ordinance:

                The Clerk reported that the initial step in the process of establishing a speed limit, especially on the Cold River Road, is to conduct a traffic study.  The RRPC coincidently had already scheduled to conduct traffic studies in various locations throughout Shrewsbury as part of ongoing AoT studies.  The studies and analysis is scheduled to commence sometime in June or July.

 

                The Road Commissioner was requested to examine the determined locations for the traffic studies and suggest any others that he feels should be included and get back to the Clerk by Tuesday in order to communicate the suggestions to RRPC.

 

Orders

                Bert moved that Road Commissioner's Orders #5A for $9, 835.71 be approved.  Mike seconded.  Unanimously approved.  Due to miscommunication, the Selectboard's Orders were not available for approval.

 

 

The meeting was duly adjourned at 9:00 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

May 5, 2009

 

 

Call to Order:

The meeting was called to order at 7:02 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Steve Spatz, Selectman; Linda McGuire, Town Treasurer; Betsy Jesser, Lister; Mark Goodwin, Town Clerk.  Arriving later: Adrienne Raymond, Zoning Administrator; Todd Westbay; First Constable, Bennie Carrara, Second Constable; Matt Danaher and Pete Lajoie.

 

Lister Report and Reappraisal Project Status

                Discussion concerning an outstanding request for a service contract with NEMRC for maintenance and data back-up of CAMA (property listing) information.  Currently back ups are done on a semi-daily basis.  Steve asked why the data could not be backed up on flash drives and stored in vault and or off site, this might save the Town the $500 annual fee for the service contract.

 

                Betsy Jesser indicated that she will investigate over the next couple of weeks with Wright Appraisal Co., regarding program application redundancy and data back-up, in order to report back to the Selectboard with recommendations for proceeding with the proposed Service Contract.  Ms. Jesser was adamant on continuing with the status quo until the new Grand List is consolidated.

 

                A status of the on going assessment grievance was presented to the Selectboard in context of what the listers have been expending most of their time doing over the past few weeks.

 

                Steve presented a new "Time Card" for the Listers, indicating that they would like them to record their time using it in order to segregate their various tasks.  Steve indicated the objective was to keep a good tracking record of the costs associated with the Lister approved salary budget.  A few minor formatting issues were requested to be made to the "Time Card" by the Listers, who agreed to use the new method.

 

Zoning Administration / Permit Fees

                Adrienne Raymond reported that the Rutland Herald has significantly raised their fees for running classified "Warnings".  She proposed that the Selectboard consider increasing the fees associated with Building Permits in order to cover the Warning, Recording and Administrative costs associated with processing permits.  Mike Stewart moved that an increase up to $115 be assessed to any Permit that requires a posted Warning in the Rutland Herald.  Seconded by Steve.  Passed unanimously.

 

                Adrienne went over some of the recent permits that have either been approved or in process of being reviewed by the DRB.

 

Appointments

                Steve Spatz moved and Mike Stewart seconded the following:

                                To the Development Review Board:

                                                Tony Poell - Term to expire in 2011

                                                Dennis Start (Alternate) - Term to expire in 2010

                                                Alan Shelvey - Term to expire in 2011

                                                Steve Spatz (Alternate) - Term to expire in 2010

 

                                To the Conservation Commission:

                                                Deb Weaver - Term to expire in 2011

 

                All Appointments approved unanimously.

 

                The Selectboard accepted with regrets the resignation of Liesbeth Vander Heijden from the Conservation Commission.

 

Road Permits

                Steve moved and Mike seconded that:

  • John Perry
  • Quick Bros.
  • Camp Pre-Cast Concrete

Be granted Road Permits.  Approved Unanimously.

 

Informational:

                Mike Stewart informed the Selectboard that Macs' Fuel required the Town Tax Exempt number, which he submitted to them.

 

                There was some discussion of the proposed cut by the Vermont Legislature to the PILOT Program.  Based on current budget figures this could possibly have a $7,000 negative impact on the Towns' expected revenue.  Mike indicated that he would contact Representative French to register the Town's concern.

 

Appointments - Cont.

                The Selectboard accepted with regrets the resignations of First Constable, Todd Westbay and Second Constable, Bennie Carrara. 

                Steve Spatz moved and Mike Stewart seconded the appointments of Matt Danaher as First Constable and Peter Lajoie as Second Constable.  Both terms will be to fulfill the current terms which will expire March 3, 2010, motion passed unanimously.

 

Capital Budget

                David Rice is now available to meet with Mike to pick up on gathering data with the Road Commissioner.  Mike indicated that he will be contacting David imminently.

 

Informational:

                Mike informed that the Local Roads program is coming up June 2.  He indicated that Jamie Carrara and perhaps a Selectboard member should attend.  Mike will speak with Jamie regarding attending.

 

Transfer Station:

                Signage at the Transfer Station tabled until Bert Potter is available to give status.

 

Speed Limit Ordinance:

                Discussion and action tabled until Bert Potter can participate.  Steve Spatz requested that that the Clerk to do some preliminary research and draft a working ordinance for the next Selectboard meeting.

 

Approval of Minutes;

                Steve Spatz moved to accept the Minutes of April 15, 2009, Mike Stewart seconded.  No discussion, the Minutes approved unanimously.

 

Orders

                Mike moved that Road Commissioner's Orders #5 for $7,953.04 and Selectboard Orders #5 for $9,453.51 be approved.  Steve seconded.  Unanimously approved.

 

 

The meeting was duly adjourned at 9:30 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

April 15, 2009

 

 

Call to Order:

The meeting was called to order at 7:02 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steve Spatz, Selectman; Linda McGuire, Town Treasurer; Kevin Brown, SVFD Chief; Jamie Carrara, Shrewsbury Road Crew; Mark Goodwin, Town Clerk.

 

Cold River Road Speed Limits

                Shrewsbury Town Office and Kevin Brown received calls from the Vermont State Police during the first week in April, regarding enforcement of speed limits on Town roads, especially Cold River Road.  A number of accidents over the past few months precipitated this call.  The default VT rural speed limit[1] of 50 MPH is generally agreed to be too high for the Cold River Road.  However, because that portion of the road within the Town limits is not posted with an adequate signage indicating a lower speed limit, it is difficult for the VSP to enforce a safer lower speed limit.  Chief Brown presented to the Selectboard a compelling argument for investing in the proper signage in order to assist the VSP in slowing down drivers.  Chief Brown indicated that as a first responder to a number of accidents in Shrewsbury, that it is traumatic not only for the victims of the accidents but also for the responders.  If it can be avoided, by posting and enforcing speed limits it is something that should be done.  Chief Brown also indicated that the monies that are seemingly saved by not investing in proper signage, is lost in his opinion, by the time lost by the members of the SVFD who are responding to these accidents.  Road Crew member Jamie Carrara supported Chief Brown's call for doing something regarding speed limit enforcement because he indicated a number of "near misses" while he and other Shrewsbury Road Crew members were discharging the responsibilities along the Town roads and highways, primarily due to excessive speed.

 

                A review of the current speed limit postings within the Town indicated the following: 35 MPH signs at the foot of Town Hill Road and Lincoln Hill Road, 25 MPH in Shrewsbury Center and 35 MPH on the Clarendon side of the Cold River Road.

 

                The consensus of the Selectboard was that the Town needed to have a reasonable response to the problem, while still being attentive to the expense that could be incurred, because even though the VSP is requesting that the Town post speed limit signs, the state is not necessarily helping to defray the cost of doing so.  Mike suggested that the Selectboard needs to talk with the VSP in order to better understand their particular objectives and to determine if there might be any grant monies available to help defray the cost.  Mike also indicated that once signs are up and speeding could be enforced, that the Town should be able to realize some income from the fines that are levied.

 

                Bert, who has done research into the Speed Limit Enforcement issue, and had some documentation, indicated some of the known requirements such as enacting an ordinance, specifying what roads would have restrictions and how it was possible to tailor procedures to achieve specific objectives.  Bert passed this documentation onto Steve who said he would contact Andy Champagne, a VSP Trooper who lives in Shrewsbury, regarding enforcement objectives, guidelines and availability of grants.

 

                Steve and Mike indicated to both Chief Brown and Jamie Carrara that the Selectboard would have something squared away by the middle of May at which time that would be asking again for their respective input.

 

Town Garage Updates

                While Jamie was present, Mike inquired as to the status of a number of ongoing topics; a recent VLCT insurance inspection found that signage for the water boiler and "load limits" were deficient.  Steve is working with John Berryhill to get manufacture and architectural specifications for these two respective issues.

 

Capital Budget

                Jamie indicated that there has not been any significant updates from when Mike Herbie and he last spoke.  Mike indicated that sometime in the middle of May after David Rice returned to Shrewsbury, that he wanted to revisit the capital budget issue.

 

Curb Cut Permitting Form

                Steve inquired as to the status of any desired modifications per the request of the Zoning Administrator, Adrienne Raymond.  Jamie indicated that Herbie was working on some items and that he would leave it in the ZA mailbox when complete.

 

Treasurer Report

                Linda indicated that there will not be timely payment of the VTrans Road Aid monies to Shrewsbury nor any of the Towns throughout Vermont.

 

                That the Town can expect a reimbursement of $12, 000 for an overpayment to the School.  Linda was unclear as to whether the money was coming from the State Treasury or if it was coming via RSSU.  She will be investigating and report back at the next meeting.

 

Review of the Minutes

 

Mike moved to accept the minutes, Bert seconded.  Discussion: noted under Town Garage / Transfer Station, it was Mike not Bert who reported that the holding tank required pumping.  Correction under Regional Ambulance Service - Leonard Korzun, end of third paragraph; "...though out..." should read throughout.  The Minutes were approved.

 

Conservation Commission

                Steve reported that he had informed Cynthia Mitchell that the $150 requested by the Conservation Commission to defray expenses associated with the Green Up Day breakfast was approved.  Steve also reported that he had requested of the Conservation Commission that in the future that they attempt to anticipate expenses they might require during the year and request them during the "Budget Building" process which is in the December / January time frame.  It was noted that the Conservation Commission agreed to follow that procedure.

 

Quarterly Reports for Town Officials for YTD budget tracking - Listers:

Steve Reported that he had a conversation with the Betsy Jesser, Chair of the Listers, regarding the itemization of the Lister's time (projects) as reported on submitted timecards.  It was reported that no work on the Reappraisal has been done YTD.  Steve indicated that he will work with the Listers to get a segregation of project time determined more accurately.

Steve reported that the Listers had requested that the Selectboard approve a $500.00 expenditure to purchase backup services through NEMRIC.  Mike requested more information, wondering if this was not something that was easily done "in-house", using local equipment, by just adhering to proven systems usage practices, i.e. performing regular backups and maintenance.  Steve indicated that further investigation is warranted in so far as these were apparently State mandated programs, but then Town had to enter into yearly contracts with a private software company.

 

Transfer Station

Final plans for the building of the Plastic Enclosure were made.  Steve indicated that he will have the materials to pour footings on site by Sunday afternoon when the Selectboard will commence putting in the footings.  A building Permit was completed for submission to the Zoning Administrator.

 

Expansion of Purchasing Credit Cards Selectboard and Town Clerk

                A Town Issued Credit Card Policy was introduced to the Selectboard (attached to minutes and posted in Selectboard Policy book).  Mike moved that the Policy be adopted, Bert Seconded.  The Motion approved unanimously.

 

Memorandum of Agreement

                Steve briefed the Selectboard on a document formalizing the understanding between the Town of Shrewsbury and NeighborWorks®.  The copy received by the Town will be given to the Town Treasurer for filing.

 

Development Review Board - Appointments

                Steve will be contacting Tony Powell and Dennis Start who are currently acting as Alternates to see if they would consider becoming a full term members.  Mike will be contacting another member (undisclosed at this time) of the community to see if they would be interested in serving.

 

Road Permits

                Steve moved and Bert seconded that:

  • A.S.H. Company
  • Curtis Hollow Construction
  • Cardinal Logistics Management Corp.

Be granted Road Permits.  Approved Unanimously.

 

Transfer Station

            Mike noted that the Town was running a negative return on the processing of electronics through the Transfer Station.  The enforcement of just "Dropping Off" electronics vs. the stated procedure of getting the equipment properly weighed was discussed.  Bert will look into the repair and maintenance of the scales used for adhering to the stated procedures.

 

Orders

                Mike moved that Road Commissioner's Orders #4A for $18,912.04 and Selectboard Orders #4A for $13,902.62 be approved.  Steve seconded.  Unanimously approved.

 

The meeting was duly adjourned at 9:30 PM

Respectfully submitted,

Mark Goodwin, Town Clerk

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.

 


*[1] Speed Limits and Safe Speeds

The maximum speed for any vehicle on all roads, except the Interstate, is 50 miles per hour or as posted. The maximum speed for any vehicle on the Interstate is 65 miles per hour or as posted. You may drive at the maximum speed limit only when conditions of the highway and traffic safely permit this speed.

The law states that a motor vehicle shall be driven at all times so that it is under control. It must be driven at a speed that is reasonable considering the dangers that may exist on the road. At intersections, on curves, in heavy traffic, during bad weather, and when pedestrians or bicyclists are present, you must drive at a speed that is safe for the driving conditions. Many crashes are caused by driving too fast for conditions. Sometimes even 10 miles per hour can be an unsafe speed. - VT Driver's Manual

 

 



 

Minutes of Selectboard Meeting

April 1, 2009

 

 

Call to Order:

The meeting was called to order at 7:07 PM.

 

Present at Meeting:

                Michael Stewart, Selectman; Bert Potter, Selectman; Steve Spatz, Selectman; Linda McGuire, Town Treasurer Mark Goodwin, Town Clerk.

 

Review of the Minutes

 

Mike moved to accept the minutes, Bert seconded.  Discussion: noted under Road Permits that Makowski Excavating, should be Markowski Excavating, and in the first paragraph under Organization that "getting orientate...", should read; getting orientated.  The Minutes were approved.

 

Capital Budget

 

                Mike met with Herbie and Jamie to discuss the beginning phase of developing a Capital Budget.  They agreed that a Time Table will need to be developed, so that equipment can be looked at over a life-cycle period.  It was determined that the maximum life for some pieces of heavy equipment was 12 years, with a realistic determination of seven (7) to ten (10) years for equipment like the trucks which get heavy use, especially in winter.  Some equipment is expected to last longer than average life cycle based on frequency of use.  The task will be to develop a life-cycle table and list each piece.

 

                Steve indicated that there might indeed be significant outlays in the coming years to keep current with a capital budget.  Mike indicated that it was difficult to forecast price and budget accordingly, but as the cycle draws down, a better approximation as to the actual anticipated outlays will be closer to what is anticipated and budgeted for as well as being easier to fine tune with better knowledge of what is needed to repair or replace equipment.

 

                Mike stated unequivocally, that it will be incumbent on the Selectboard to manage what the Road Crew needs and what the Town can afford.  But, nonetheless it is imperative that the Town start to budget for large capital items and make the analysis required.  The life-cycle table is only a first step, but the template which will be developed can be used for other functions and facilities within the Town.

 

                Bert requested an analysis of tools and equipment is included as a factor in the analysis to be done.  He stated a concern that some of the tools and equipment at the Town Garage are owed by individuals and not the Town and that if the individuals who owned the equipment were to leave, that the Town might be susceptible to operational issues.

                               

Town Garage / Transfer Station

 

Bert reported that Herbie had the collection tank at the Town Garage pumped out, at a cost of approximately $875.  The toilet was inadvertently left running, and the tank got filled.  Herbie also indicated that there had been evidence of smoking within the Town Garage, contrary to Public Building regulation and statute.  Mike will investigate and attempt to remedy the problem.

 

The scales, used to weigh electronic equipment for disposal, at the Transfer Station do not seem to be zeroing out.  Bert will take a look at them.  Bert will develop a set of guidelines that can be easily posted on permanent signs at the Transfer Station, so that Townspeople will be able to easily ascertain what can and cannot be deposited at the Transfer Station.  This will help with maintaining an enforcement policy.

 

The dates for construction of the Plastics Holding Shed construction will be April 25 & 26, 2009.  Steve will be responsible for organizing and planning the construction, including obtaining the materials and preparing the footings for construction.  The planning will also include obtaining a Building Permit from the Zoning Administrator.

 

Road Permits:

                Bert moved and Mike seconded to approve Road Permits for; JP Carrara & Sons, Feed Commodities International, Inc.  Mike will investigate the insurance for A.S.H. CoMotion carried.

 

Town Office Energy Efficiency Grant - Proposal Update

                Steve briefed the Selectboard on the final application which was submitted out today.  The submitted grant request was for $13,540 total; 80% ($10,832) from the Agency for Natural Resources and 20% ($2,708) from the Town of Shrewsbury.  It was anticipated that the payback for the investment would be five (5) to six (6) years at a rate of approximately $500 to $600 per year.

 

Develop Quarterly Reports for Town Officials for YTD budget tracking:

The 1st Quarter 2009 Budget Report was received from the Town Treasurer.  Mike stated that the budget appears to be very close to target in most categories.  Steve would like to review the time reporting procedures used by the Listers with the Listers at the next Selectboard meeting.  Currently it is not clear what time is being allocated to the Reappraisal and what time is being allocated to regular Lister business and what time is being allocated to Training. 

 

Regional Ambulance Service - Leonard Korzun

Leonard Korzun requested to speak to the Selectboard about the history and procedures of the Regional Ambulance Service.

 

Leonard spoke of the history of the Service, both from a personal perspective and as a founding member to the Board of Directors.  His perspective was useful in understanding how the By-Laws of the Ambulance Service operate and the consequent impact their respective decisions have on the member towns as well as those towns that might choose not to participate in the Service.  The towns currently that participate are Rutland City, Rutland Town, Mendon, Killington, West Rutland, Proctor, Ira, Castleton, Wallingford, Clarendon and Shrewsbury.

 

Leonard indicated the importance of having competent administrators and professionals working at the Ambulance Service.  Leonard outlined the funding model that started with fundraising dances and how it has evolved to a per-capita assessment of member towns.  The model has been successful in that it has allowed for investment in equipment and trained professional to make it a renowned organization not only within Vermont, but also though out the country.

 

Bert and Mike inquired as to what might happen if the Town were to reject the Warned Article that raises funds to support the Ambulance Service.  Leonard indicated that the consequence would be that Shrewsbury would not have a vote as to how procedures and funding would be allocated.  This could indirectly adversely affect service in Shrewsbury.  Although the Ambulance would still come, but like the Fire Department, Leonard believes that there would be an impact on insurance premiums and insurance reimbursements to the individuals involved.

 

Mr. Korzun was warmly thanked by the Selectboard for sharing his first hand knowledge of the long history of the Ambulance Service.

 

The Selectboard will in the future inquire of Gerry Martin, to verify the possible insurance implications to individuals if they do not reside in a member Town.

 

Expansion of Purchasing Credit Cards Selectboard and Town Clerk

                Linda will be obtaining cards for the Selectboard Chair and Town Clerk.  Policies will be developed as to the appropriate use and responsibilities to coincide with cards.  Steve will draft a policy.

 

Conservation Commission

                There was a request for $150 to defer expenses associated with a breakfast on Green-Up Day.  Steve moved to approve the request, Bert seconded.  Discussion ensued in part to indicate displeasure as to not including this expense in the total request originally requested, so that it might be budgeted for appropriately.  Motion was approved unanimously.

 

Transportation Funding

                There was some discussion among the members of the Selectboard about the published report from VCLT Legislature Update regarding the status of Road Aid to Towns for FY 09 and FY 10.  Bert reported that he was contacted by Representative Eldred French to follow up on the Highway Fund and the proposed Gas Tax that was being worked in the State House.

 

Orders

                Bert Potter moved that Road Commissioner's Orders #4 for $1,081.26 and Selectboard Orders #4 for $7,406.75 be approved.  Steve seconded.  Unanimously approved.

 

The meeting was duly adjourned at 10:06 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

 

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

March 18, 2009

 

 

Call to Order:

The meeting was called to order at 7:04 PM.

 

Present at Meeting:

                Bert Potter, Selectman; Steve Spatz, Selectman; Linda McGuire, Town Treasurer; Chryl Martin, Gerry Martin, Steven Nicholson, Jonathan Gibson, Auditor; Richard Bisiak, Auditor; Mark Goodwin, Town Clerk.

 

Organizational Meeting

 

Bert moved to select Steve Spatz as Chairman.  Mike seconded.  No discussion.  The motion was approved unanimously.

 

The Selectboard welcomed Gerry Martin and thanked him for his willingness to serve in the capacity of Regional Ambulance Service representative.  Gerry proceeded to brief the Selectboard on his first meeting which he attended March 17th.  Gerry explained the processes of credentialing and certification.  He stated that he is still getting orientate, especially regarding the issues of responsiveness and fees associated with ambulance service provided by the organization.  Gerry was asked by both Mike and Bert about the validity of the perception that if the Town was not a member of the organization, that individuals would be charged a premium for any services provided by the organization.  Gerry could not definitively affirm or deny the facts associated with the perception regarding "fee-for-service", but will find out the definitive answer in order to report back t the Selectboard.

 

Appointments:

                The Selectboard welcomed Chryl Martin, and thanked her for volunteering to serve the Town.  Steve moved to appoint Chryl Martin to a One (1) Year Term as Auditor (term will expire at the conclusion of the 2010 Town Meeting).  Bert seconded.  The motion carried unanimously.

 

Auditor's Report

                Auditors' Jonathan Gibson, Richard Bisiak and Chryl Martin, delivered their report of recommendations consequent to the preparation of the 2008 Town Report.  The Auditors stated that this report, was comprised of collective observations and recommendations for processes and procedures that would be considered "best practice" that the Selectboard might follow in order to establish a more efficient and accurate gathering of information when preparing future Town Reports.

 

                The report consisted of four sections: Payroll, Selectboard and Road Commissioners' Orders, Reserve Funds and Appointments and Resignations.  (Report is attached to these minutes).  Each of the items in each section was discussed.

 

                Generally the report established and recommended documentation methodologies for the Selectboard.  It was the consensus of the Auditors, Selectboard, Treasurer and Selectboard Clerk to attempt to adhere to more accurate recording methods so that the business of the Town can be precisely reported.

 

                The Auditors requested that some space both secure and unsecure be allotted to the Auditors in the Town Office for their files.  The amount of room required has not yet been determined.  The Selectboard requested that they work with the Town Clerk to establish suitable storage.

 

Appointments (continued ):

The following appointments were made:

 

Steve moved the following:

Trustee of the  Community Meeting House:

                John Berryhill for a term of three years.

                Paul Sgalia for a term of two years.

                Leonard Korzun for a term of one year

Bert seconded.  Motion approved.

 

Bert moved the following:

Emergency Management Director

                The Chair of the Selectboard (Steve Spatz)

Mike seconded.  Motion approved.

 

Bert moved the following:

Library Board

                Debbie Blecich for a term of one year

Mike seconded.  Motion approved.

 

Steve moved the following:

Road Commissioner

                Herb Carrara for a term of one year.

Bert seconded.  Motion approved.

 

Minutes:

The Minutes of the 2009 Town Meeting were reviewed.  Mike moved to approve the minutes.  Steve seconded.  The minutes of the 2009 Town Meeting were approved.

 

The minutes of the 3/4/09 Selectboard meeting were reviewed.  Bert moved to approve the minutes, seconded by Steve. No discussion.

Minutes approved.

 

Capital Budgeting:

Mike will work on developing the basic outline of a capital budget with the Road Commissioner, Treasurer and Town Clerk.  The outline can then be expanded in detail with David Rice as representative of the Planning Commission.  A preliminary Capital Budget is estimated to be available to the Selectboard for initial review in about two months.

 

Develop Quarterly Reports for Town Officials for YTD budget tracking:

Steve will work with Linda to develop relevant information and format for the various Town offices and functions in order to track budgets now that fiscal year expenditures are taking place.

 

 

Town Office Energy Efficiency Grant - Proposal Update

Steve reported that estimates have been established for the insulation and weatherization of the Town Office building.  In addition he reported that as part of the Grant application there was a requirement that formal approval by the Selectboard either in the form of a resolution of in the minutes to pursue the Community Climate Change Grant from the Department of Environmental Conservation.  Steve then read the following resolution:

 

Whereas, the Town of Shrewsbury recognizes the impact of energy consumption has on the inherent problems of climate change, and;

 

Whereas, the Town of Shrewsbury recognizes that small local energy conservation initiatives

 can have an impact on global climate change, and;

 

Whereas, the Town of Shrewsbury in an effort to implement policies stated in the Shrewsbury Town Plan regarding the conservation of Energy,

 

Hereby authorizes Steven Spatz to pursue and apply for a Vermont Community Climate Change Grant, for the Town of Shrewsbury, in order to weatherize the Shrewsbury Town Office building so that energy usage and associated reoccurring energy costs can be decreased for the benefit of global and local climate preservation and for the sustainability of Shrewsbury.

 

Steve moved that the resolution be approved. Mike seconded.  Mike requested clarification from Steve on some of the technical and cost sharing requirements.  Steve explained the insulation projects for the cellar and ceiling as well as sealing the sills and other weatherization improvement.  The cost share of the grant was 10%.  The consensus of the discussion was that the improvements would be well worth the cost.  The resolution was adopted.

 

Policies

Steve indicated that as the Selectboard moves forward with appointments that policies should be written, especially an Attendance Policy for the Planning Commission, Development Review Board and the Conservation Commission.  Discussion ensued and one possibility that came to the forefront was that Board members would need to attend fifty-percent (50%) of meetings annually. 

 

An additional policy would be a Purchasing Policy, if the Board was to approve new "authorized" purchasers.  Purchases to be made either by use of a credit card, or being authorized with local merchants.  Procedures and policies will need to be developed.

 

There should be a policy regarding salaries and rates for Town employees.

 

The discussion was tabled until the full board could discuss the particulars of these policies. 

 

Expansion of Purchasing Credit Cards Selectboard and Town Clerk

                Discussion regarding the need for some type of purchasing methodology for items used on behalf of the Town, so that individual officials would not have to carry out of pocket expense until reimbursed by the Town.

 

                Mike will look into the established Citizen Bank Credit Cards presently used to see if the program can be expanded.  Bert requested that the establishment of built in tax exemption information be a consideration when deciding on a vendor for these cards.

 

                Discussion regarding a Policy for appropriate use of the cards ensued.  The Selectboard requested that the Clerk outline a Policy for further discussion and elaboration at the next Selectboard meeting.

 

Transfer Station

                There is an established need for containment of the plastic recyclables at the Transfer Station.  Steve suggested that with approximately $3,500, and volunteer labor, a suitable and adequate enclosure can be constructed to contain the plastic recyclables until ready for transfer off the premises.  Steve will request volunteers in the next edition of the Shrewsbury Tomes and look for an April start date for construction.

 

Purchase of Shrewsbury Community Church:

                The proposal to possibly purchase land owned by SCC that adjoins the Transfer Station and Mountain School was brought up (again).  Mike and Steve will speak with Herb and walk the property again to ascertain need and use and report back to the Selectboard.  Mike did indicate that a substantial purchase, like the one being considered, should be placed in front of the voters.  However, he remarked that the concept is only in the inception stage and all possibilities will need to be considered.  The discussion was tabled until deliberations with Herb and capital budgeting factors can take place.

 

Memorandum of Understanding for the Transfer of SHARP Funds to NeighborWorks of Western Vermont:

                Steve indicated that he was contacted by NeighborWorks in order to have written documentation of the previous resolution by the Town to have the SHARP financial liabilities transferred to NeighborWorks.  Steve indicated that he believes this request is in order to have proper documentation on file in the NeighborWorks office for their own internal audits.  Mike moved and Steve seconded to have Steve authorized to act on behalf of the Town in formalizing the documentation that NeighborWorks has indicated it needs for file.  The Motion carried unanimously.

 

Road Permits:

                Road Permits were approved for Makowski Excavating and Barnett Trucking.  Mike will inquire into Feed Commodities in regard to insurance coverage.  Steve will contact Ash Enterprises for insurance documentation which has yet to be received.

 

State Cuts to Road Funding:

There was acknowledgement of VCLT "Call for Action" in respect to the planned State reduction of 15% in Road Aid. 

 

Orders

                Mike Stewart moved that Road Commissioner's Orders #3A for $15,074.54 and Selectboard Orders #3A for $6,838.23 be approved.  Steve seconded.  Unanimously approved.

 

The meeting was duly adjourned at 9:58 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

 

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

March 4, 2009

2009 Selectboard Organizational Meeting

 

Call to Order:

The meeting was called to order at 7:0 PM.

 

Present at Meeting:

                Bert Potter, Selectman; Steve Spatz, Selectman; Linda McGuire; Town Treasurer; Mark Goodwin, Town Clerk.

 

Minutes:

The minutes of the 2/18/09 meeting were reviewed.  Bert moved to approve the minutes, seconded by Steve. No discussion.

Minutes approved.

 

Organizational Meeting

 

Bert moved to select Steve Spatz as Chairman.  Steve did not second and indicated that he would prefer that the entire Selectboard be present prior to selecting a Chair.  Selection of Chair was tabled until next scheduled Selectmen Meeting (3/11/09) because Mike Stewart was not present.

 

The following determinations were made by the Selectboard:

  • The newspaper of record will be the Rutland Herald
  • The following places are the official places for posting of official town business; the Town Offices, Over Easys', the town Transfer Station. During the course of the year after Pierce's Store re-opens, the list will be re-examined. Bert will speak with Mr. B.J. Stewart, regarding what the Town may do to help Mr. Stewart in his kind facilitation of the bulletin board outside Over Easys' / Post Office.
  • Selectboard will maintain the first (1st) and third (3rd) Wednesdays of each month for their regular scheduled meetings.

 

Bert moved and Steve seconded to authorize the Chair to sign orders and decisions on behalf of the entire Selectboard.  The motion carried.

 

Steve moved and Bert seconded to appoint Mark Goodwin; Town Clerk to be the Clerk for the Selectboard.  The motion carried.

 

 

Appointments:

The following appointments were made:

 

Animal Control Officer - Matthew Walker for a term of one year.

                Bert will be following up with Mr. Jared Chesser, Matthew Walker's father, requesting written authorization that Matthew has permission to use the property for the Town dog kennel.  Mr. Chesser was personally present the last time Matthew was appointed Animal Control Officer and gave the Town verbal permission, however written documentation regarding the same is advised by the Town Agent to be on file.

Conservation Commission:

                Cynthia Mitchell for a term of one year.

                Grace Brigham for a term of three years

Development Review Board - Mark Youngstrom for a term of three years.

Fence Viewers:

                Linda McGuire, Randy Page and Mike Stewart for a term of one year.

Inspector of Lumber, Shingles & Wood - Eldred French for a term of one year.

Planning Commission:

                Marilyn Dalick and Melissa Reichart for a term of two years.

                David Rice, Francis Wyatt and George Brigham for a term of three years.

Regional Ambulance Service - Gerry Martin for a term of one year.

Services Officer - George Richards for a term of one year.

Tree Warden - Eldred French for a term of one year.

Zoning Administrator - Adrianne Raymond for a term of three years.

Weigher of Coal - George Richards for a term of one year.

 

Review of the Informational Meeting and the Town Meeting Election:

The Town Warning results were reviewed as well as the results of officer elections. 

 

The Clerk reported that the Rutland County Community Land Trust inquired about the procedure for a recount based on the failing of the Article 29: Shall the Town raise, appropriate and expend $250 to help support the Rutland County Community Land Trust?, of 172 Yes vs. 174 No.  The Clerk indicated the process based on Chapter 17 §2688, requiring that a voter from the Town can petition to have a recount of the vote, which is carried out by the Board of Civil Authority.

 

The question of the percentage of the count a particular write-in candidate for an office which did not have a named candidate standing for the office, needs to have received in order to be determined elected.  Pursuant to 17 §2682(c) ...a write in candidate must receive 30 votes or the votes of one percent of the registered voters in the municipality, whichever is less.  In Shrewsbury there are 906 Voters currently registered, 1% = 9 Votes.  Based on the Write in vote results, George Richards has been elected to the office of Cemetery Commissioner and Bill Brown has been elected Director - Mill River Union School District #40

 

Policies

Steve indicated that as the Selectboard moves forward with appointments that policies should be written, especially an Attendance Policy for the Planning Commission, Development Review Board and the Conservation Commission.  Discussion ensued and one possibility that came to the forefront was that Board members would need to attend fifty-percent (50%) of meetings annually. 

 

An additional policy would be a Purchasing Policy, if the Board was to approve new "authorized" purchasers.  Purchases to be made either by use of a credit card, or being authorized with local merchants.  Procedures and policies will need to be developed.

 

There should be a policy regarding salaries and rates for Town employees.

 

The discussion was tabled until the full board could discuss the particulars of these policies. 

 

Crisanver House Liquor License

                Bert moved to approve the renewal of the Crisanver House liquor license.  Steve seconded.  The motion was approved unanimously.

 

Energy Efficiency Grant

                The Energy audit has taken place.  Steve will be bringing the technical results to the Clerk in order to collaborate in the putting the grant submission together within the next week, in anticipation of an April 1st submission.

 

Energy Committee:

                The Selectboard received material from the Rutland Regional Planning Commission outlining the benefits of forming an Energy Committee in Shrewsbury.  This is an issue that will be pursued in more detail at the next meeting, with the intent on forming an Energy Committee in Shrewsbury.

 

Orders

 

                Bert Potter moved that Road Commissioner's Orders #3 for $4,450.87 and Selectboard Orders #3 for $30,645.99 be approved.  Steve seconded.  Unanimously approved.

 

 

The meeting was duly adjourned at 9:10 PM

 

 

Respectfully submitted,

 

 

Mark Goodwin, Town Clerk

 

 

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

February 18, 2009

 

 

Call to Order:

The meeting was called to order at 7:10 PM.

 

Present at Meeting:

                Bert Potter, Selectman; Linda McGuire; Town Treasurer; Matthew Walker, Animal Control Officer; Mark Goodwin, Town Clerk, Steve Spatz, Selectman arrived at 7:30; Betsy Jesser, Lister arrived at 7:45.

 

 

Minutes:

The minutes of the 2/4/09 meeting were reviewed.  Bert moved to approve the minutes, seconded by Mike. No discussion.

Minutes approved.

 

Mike announced that he will not be in attendance at the next scheduled Selectboard Meeting due to family commitments.

 

Appointments:

 

In anticipation of the Organizational Meeting of March 4th, 2009, current appointments and term expirations were reviewed.  The Clerk is developing a list of vacancies and associated terms for the Selectboard to act upon on March 4th.  Steve requested that an Index for the Appointment Book be produced so as to easily track openings to be filled and/or outstanding vacancies and their respective term expiration dates.

 

List of appointments that require action by the Selectboard is attached.

 

Energy Efficiency Grant

 

                The anticipated energy audit, did not take place because of logistic problems with one of the participants.  It is anticipated that the audit will take place within the next few days so that a work order / estimate can be generated to be used as associated documentation with the grant application.  Steve is coordinating this activity.

 

Reappraisal

 

The Selectboard requested clarification on the Lister Level of Effort (LOE) for the forthcoming reappraisal based on the contracted Statement of Work (SOW) and the budgetary expenses previously requested by the Listers at budget working meetings.  An examination on a regular basis will be needed to maintain a view of cost consciousness and containment over the time period of the reappraisal effort.  It was determined that based on the anticipated LOE and the anticipated material expense, as well as the normal Lister duties, that the budgeted amount for Listers salaries is in excess of what will actually be required.  The discrepancy is attributed to miscommunication on the part of the budget request process during the Selectboard budget working sessions.  It was determined that the Lister's regular duties were accounted for twice, hence contributing to an excess amount in the line item.

 

Review & Preparation for Town Meeting

 

                The Selectboard anticipated areas of concerns by citizens of the Town; they included, the issue of the Lister's salaries, the SHARP program and associated funds, the status of the Transfer Station the long term outlook based on the state compliance liabilities and cost benefit analysis of the recyclable program.

 

                Bert took the lead in organizing a work party consisting of members of the Selectboard in order to clean up the plastics holding area at the Transfer Station.  Scheduled for Wednesday February 25.

 

Housing Initiative

 

                Steve stated that he thinks it is a good idea to move forward with the idea of formulating a Housing Committee.  Based on the presentations (Housing Report) and at various Public Hearings; Selectboard Hearing on Housing and Planning Commission on the Town Plan, that have taken place over the past few months, individuals have expressed interest in starting to meet in a formalized way in order to set mission statements, goals, schedules and action plans.  Steve would like to mention this initiative at the Informational Meeting March 2nd.  Steve volunteered to spearhead this effort regarding a Housing Initiative, to include examination of its viability and looking at successful implantation models.  Mike indicated that the Information Meeting would be a good place to "take the pulse" of the Town. The consensus of the Selectboard was that this would be appropriate and an important undertaking by the Town.

 

Orders

 

                Bert Potter moved that Road Commissioner's Orders #2A for $1,685.79 and Selectboard Orders #2A for $6,375.46 be approved.  Mike seconded.  Unanimously approved.

 

 

The meeting was duly adjourned at 9:30 PM

 

 

Respectfully submitted,

 

 

Mark Goodwin, Town Clerk

 

 

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

February 4, 2009

 

 

Call to Order:

The meeting was called to order at 7:00 PM.

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Linda McGuire; Town Treasurer; Matthew Walker, Animal Control Officer; Mark Goodwin, Town Clerk

 

 

Minutes:

The minutes of the 1/21/09 and 2/2/09 (Special Warned Meeting for 2009 Budget and Warning Authorization) meetings were reviewed. 

Steve moved to approve the minutes of January 21,2009, seconded by Bert. Discussion took place regarding clarification of the items listed for correction in the "Minutes" section of the 1/21/09 minutes.  Resolved as to an issue of style and not of substance.

Bert moved to approve the minutes of February 2, 2009, seconded by Steve.  Discussion regarding the length of the term of for the Alternate Emergency Coordinator, Kevin Brown ensued.  The "next Selectboard Organizational Meeting" typically is the first Wednesday after the First Tuesday, Town Meeting Day, in March, however it is not necessarily the case.  The Organizational Meeting will be the logical time for the Selectboard to make appointments and reappointments to a number of Town offices for the coming year.

Both sets of minutes were approved unanimously.

 

Appointments:

 

Names were submitted by the Conservation Commission for appointment to fill one to two vacancies.  Because there was some confusion as to how the nomination(s) documentation was written, the consensus was to hold off and clarify with the Conservation Commission exactly how many names and who was being nominated.  Further, it was the consensus of those present that the nominations will be acted upon at the next Organizational Meeting when other appointments are being processed for 2009.  The Clerk will contact the Chair of the Conservation Commission to explain what has transpired.

 

Animal Control Officer:

 

Matthew Walker wanted to clarify his understanding of the differences in state statutes and the Town ordinance in respect to Animal Control and responsibilities.  It was verified that indeed that some authority resides in the position of Constable.  Consequently Mr. Walker was encouraged to speak with the Town Constables regarding duties and responsibilities and possible running as a "Write-in Candidate" this year or as a balloted candidate next year in so far as the deadlines have expired for placing his name on the ballot.

 

In response to a complaint about a German Shepherd on the Upper Cold River Road, Mr. Walker indicated that he has not yet been able to make phone contact with the owner.  He produced a letter he planned on sending to the owner, which was reviewed by the Selectboard.  The Selectboard suggested that the "letter of notification" also included a copy of the dog ordinance referenced as well as the fact that the Selectboard is a recipient of a copy of the letter.

 

 

Treasurer Report / Budget:

 

                Steve requested a clarification as to how to explain the apparent discrepancy between 2009 projected revenues and expenditures, without making a special notation, in the Town Report.  The explanation is required because even though the Town has adequate cash flow for expenditures throughout the year of 2009, it would appear that the Town is not collecting enough revenue to meet its' expected expenditures.  This is a consequence of the payment of the 2008 Paving Grant in the 2009 fiscal year, in which the Town's cash reserves were depleted in 2008 until the State payment was made.  Linda explained appropriate and approved accounting procedures would not allow an off-set carry over to be indicated based on the liabilities of account receivables, although the strong cash flow position can be ascertained by the balances recorded at the end of the year.  The consensus was not to make any "special" notation in the Town Report, but rather let the accounting balances be self evident based on 2008 greater than expected revenue offset the actual 2008 expenditures.  It was also determined that it would be best to verbally explain the "appearance" of a discrepancy of budgeted expenditures vs. revenue if the issue comes up from the floor.

 

                Steve continued to be concerned about Lister expenses and salaries based on current rates of expenditure.  Listers will be asked to make a report at the next Selectboard meeting (2/18/2009) to discuss current tasks in preparation for the reappraisal effort.  It is also the intent to invite Stephen Wright to review the contract SOW so as to manage expectations of all parties involved in the effort.  Of primary concern is a possible redundancy of effort in the mere preparation of the objective task of reappraisal.

 

                Bert Potter inquired of Mark Goodwin how office supply expenses were being managed in respect to the various functions utilizing supplies.  Mark indicated that there is a process in place where upon receipt, shipping invoices are categorized as best as possible to the appropriate function utilizing the supplies.  This allows Linda to make the appropriate ledger recording in the proper account.  This process was in line with what Bert was wanting to see transpire.

 

Energy Efficiency Grant

 

                Steve will begin preliminary work of the technical specifications of a Vermont Community Climate Change Grant.  Beginning with a possible energy audit for the Town Office sometime around Feb. 16th.  The Clerk will support Steve with the clerical and administrative requirements of the proposal process in order to get ready for an April 1 submission deadline.   Steve will be bringing the application to the Selectboard for approval prior to submission.

 

 

 

 

Orders

 

                Bert Potter moved that Road Commissioner's Orders #2 for $13,069.87 and Selectboard Orders #2 for $6,158.42 be approved.  Steve seconded.  Unanimously approved.

 

 

The meeting was duly adjourned at 9:08 PM

 

 

Respectfully submitted,

 

 

Mark Goodwin, Town Clerk

 

 

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

February 2, 2009

(Special Warned Meeting for 2009 Budget and Warning Authorization)

 

Call to Order:

The meeting was called to order at 6:30 PM.

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman; Linda McGuire; Town Treasurer;; Jonathan Gibson, Auditor; Mark Goodwin, Town Clerk

 

 

Auditor's Report:

 

Discrepancies outlined in the Auditor's Memorandum dated January 28, 2009 were recognized requiring corrections to previously approved Selectboard Minutes:

 

  • 1. Minutes of August 20, 2008 - Mike moved to appoint Mark Goodwin as Town Clerk, not as Acting Town Clerk. (Reflected in Appointments Book date August 20, 2008)
  • 2. Minutes of March 5, 2008 - Linda McGuire appointed S.H.A.R.P. Administrator not Interim S.H.A.R.P. Administrator. The Appointment Book was updated to reflect that the Term will run through to the next Selectboard Organizational Meeting.
  • 3. Minutes of November 19, 2008 - Kevin Brown is appointed Alternate Emergency Management Coordinator, the term will through to the next Selectboard Organizational Meeting. The minutes should reflect that that the Alternate Emergency Management Coordinator fulfills and discharges the duties of the Emergency Management Coordinator while the primary appointment (David Rice) is unavailable. The Town Clerk is an ex-officio member of the Shrewsbury Emergency Response team and acts in a capacity of a coordinator of facilities when appropriate.

 

Steve moved to correct previous minutes per the recommendation of the Auditor's Memorandum.  Mike seconded.  Approved unanimously.

 

A Compensation Schedule was produced and recorded for the Treasurer per pervious request.

 

Budget / Town Warning:

 

Steve moved to approve the Town Warning with thirty-two (32) Articles both financial and advisory in nature, subject to any technical corrections by the Clerk.  Mike seconded.  Discussion ensued: Linda requested an explanation of how the budget and the appropriations / expenditures were arrived at.  Mike itemized the various revenue sources indicating the various expected decreases in State funding and reimbursements.  Linda verified some calculations for the Selectboard.  The motion was approved unanimously

 

 

 

The meeting was duly adjourned at 7:00 PM

 

 

Respectfully submitted,

 

 

Mark Goodwin, Town Clerk

 

 

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

January 21, 2009

 

Call to Order:

The meeting was called to order at 7:00 PM.

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman; Linda McGuire; Town Treasurer; Herb Carrara, Road Commissioner; Stephen Nicolson; Lister; Jonathan Gibson, Auditor; Mark Goodwin, Town Clerk

 

Minutes:

                The minutes of the 1/7/2009 meeting were reviewed.  Bert  moved to approve the minutes of January 7, seconded by Steve. Discussion took place regarding clarification of the Town's decision to withhold State payments, until there was clarification of intention and schedule of Town Highway Aid forthcoming from the State.  Clarification was made by both Mike and Steve that it was the intent of the Town to not only support Wallingford, but also withhold payment.  Mike clarified that he had not discussed the loan / line-of-credit policy change of Citizen's Bank with Linda McGuire, Shrewsbury Town Treasurer, but rather with a Municipal Loan Officer at Citizen's Bank.  Grammatical error in the P/L Section corrected.  Minutes approved unanimously.

 

 

Road Commissioner:

                Herb Cararra verified previous budget discussions with the Selectboard, having to do with personnel issues and budget impacts.

 

                There was an inquiry as to why the Road Crew was now plowing to the end of Lottery Road (past the current 2.5 mile mark).  Herb explained that it was determined to be easier and safer to plow to the end and turn around there, rather than backing up into Lincoln's driveway.

 

                Approval of Montgomery Logging, Inc. Road Permit

 

Fiscal Items / Budget:

 

Continued examination of the line items that make up the Roads Budget.  It was requested that Linda change how some expenses are allocated. I.e.  Heating Fuel Oil be combined on the "Utilities" line rather than in the current "Fuels & Lubricants line.  This was in order to have a better perspective of how expenses were being accounted for. 

 

Continued process for various items in the budget.

 

Auditor Report

               

Auditor Jonathan Gibson brought to the attention of the Selectboard Three (3) issues; 1.) No follow up or closure from the previous "discussion" as indicated in prior minutes (March 5,2008 Organizational Meeting) wherein the Selectboard was to consider the possibility of having the Annual Informational Meeting on a Saturday.  This subject was brought up from the floor at last years' (March 3, 2008) Informational Meeting.  2.) There appears to be some inconsistency between what is stated in the Minutes and what is recorded in the Appointments Book.  These discrepancies will require more attention by the Selectboard as to how appointments are being recorded, particularly in the case of Town Officers. 3.) No follow up or consequent agenda item regarding the stated attention to place on the Town Warning an article that would have the Town purchase land from Shrewsbury Community Church that is adjacent to the Town Garage and Transfer Station. (cf. Minutes 9/3/2008).  It appeared that lack of initiative on behalf of both parties regulated this particular item to low priority status.

 

Citizen Concern

 

                Based on the current shortfall as a consequence to the freeze in State Highway Aid, it was inquired as to whether the Selectboard had examined the possibility of barrowing from the Reserve Funds, rather than taking out a Line-of-Credit or loan from another financial institution.  The Selectboard is permitted to do this with the proper contractual agreements in place and recorded.  Usually payback is within one year, but can exceed if determined by the Selectboard.  The Selectboard will review the possibility with the Town Treasurer to determine current accounts, and what liabilities the reserve funds have.

 

Bert moved that: The Town Treasurer is authorized to barrow against the Reserve Funds as needed on a monthly basis, to be reimbursed at an equitable municipal rate, with the proper documentation in place.  Steve seconded.  Motion passed unanimously.

 

Jonathan Gibson inquired about the disposition of the SHARP funds.  In particular, the question of the residual funds left from the assignment of the Town's loan management of the SHARP properties to NeighborWorks©.  Mr. Gibson indicated that it was not clear in the minutes if the funds used, which where understood to be "reserved" funds, were utilized to offset liabilities incurred with the Transfer Station recertification.  The Selectboard explained from a historical perspective, the Transfer Station certification process.  It was the intent of the Selectboard that any financial liability of the recertification process was to be taken out of the General Fund account.  It was possible that the formal transfer of SHARP Reserve Funds into the General Fund had not procedurally been documented as was the intent of the Selectboard.  The Selectboard instructed the Town Treasurer to reconcile the two funds to indicate the transfer out of the SHARP designated Reserve Fund into the General Fund.

 

Budget (Cont.):

 

Examination and working of the budget concerning Town Office expenses.  Linda provided more detailed information as to how the insurances were allocated over the entire Town expense based on function and type of insurance and the appropriate percentages for each function.

 

Orders:

The Selectboard reviewed and signed Selectmen's Order #1A for $6,497.17 and Road Commissioner's Order #1A $5,547.47

 

The Meeting was duly adjourned at 10:45 PM

 

 

Respectfully submitted,

 

 

Mark Goodwin, Town Clerk

 

 

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 

Minutes of Selectboard Meeting

January 7, 2009

 

Call to Order:

The meeting was called to order at 7:07 PM.

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman; Mark Goodwin, Town Clerk

 

Minutes:

                The minutes of the 12/17/2008 meeting were reviewed.  Mike moved to approve the minutes of December 17, 2008, seconded by Bert. Discussion took place regarding clarification of precisely which plastics were being recycled at the Transfer Station.  Clarification was made by Bert of #1 & #2.  Minutes approved unanimously.      

 

 

Transfer Station:

                Mike Stewart has scheduled a Pick-up of thirty plus (30+) Gay lords of paper from the Transfer Station next week.  This is anticipated as being a full load and that Shrewsbury will not be sharing space on the truck with the Town of Chittenden.  This pick-up will be at a break even cost to the town.

 

                It was reported, but not verified, that Herb was able to ship the stored bales of cardboard out this past week at no cost to the town.

 

                Dick Adams required a sub, because of family illness.  Mike was able to obtain a trained stand-in (Bob Perry).  An additional town resident has also been identified to be a "back-up" on occasion, but will require training from Bert.

 

                Steve reported that the Town has yet to receive the license from the state for the Transfer Station.  Steve also reported that he was made aware of a $200 discrepancy in the remediation funds owed by the Town as part of the ANR Settlement.  A solution was conferred upon by parties involved in the settlement process, that the remaining $200 be used to sponsor two teens from the schools receiving TOLDs to attend Youth Environmental Summit.  Bert moved that: Shrewsbury allocate $200 as part of the SPC Settlement to sponsor two participants in the Youth Environmental Summit.  Mike Second.  Motion carried unanimously.

 

                Steve would like to plan within the context of the upcoming budget process as to how the Town is going to handle recyclable plastics in respect to the storage constraints of the Transfer Station.

 

Fiscal Items/ Budget:

 

Mike reported that based on the withholding of the State allocation of the Paving Grant and the current freeze on incremental State Aid, a Line of Credit would need to be pursued.  Mike has had discussion with Linda regarding Citizen's Bank.  Shrewsbury has had good customer service relations with Citizen's over seventeen (17) years.  However, it appears that there is a change in Bank Policy by Citizens, surmised as a response to the current national economic situation, that they no longer offer a Line of Credit, in which interest is paid only on amounts utilized.  The terms now require the customer to utilize an entire loan amount and pay interest on the entire obligation.  Mike will follow up with the Treasurer to ascertain if the Town can offset the stated terms by making an interest bearing deposit of the unused portion of the loan.

Mike reported that Cash Flow appears to be sound for the current month.  However the suspension of the Highway Road Aid from the state will have an impact in cash flow in the near future.

 

Mike Stewart moved that: The Shrewsbury Selectboard formally support the initiative of the Wallingford Selectboard to withhold town monetary transfers to the state by joining with them in symbolic protest by also withholding state payments until such time that the State Legislature indicates when and the approximate amount of State Highway Aid which will be forthcoming.  The motion was seconded by Bert Potter.  Discussion ensued as to the impact that the Joint Fiscal Committee has had on the Town's financial outlook, planning process or lack thereof on the part of the Joint Fiscal Committee and the resulting consequence of necessitating Shrewsbury to borrow funds or reopen a line of credit in order to make up significant shortfalls, which impacts the Town's cash flow and budgeting process.  The Selectboard understood this to be a symbolic protest but felt it was important to register the Town's sentiment with the Legislature and stand in solidarity with a neighboring town.  The motion carried unanimously.

 

The Selectboard will meet every Wednesday in January at 6:00 PM in order to build a budget ready for submission as a Warning by January 28th.

 

Schedule for Budget Building - Input from: the Road Commissioner, Planning Commission, and information pertaining to the Transfer Station:  Jan 14th.  Town Treasurer and Town Clerk: Jan. 21st.  Zoning Administrator, Development Review Board, Listers, Animal Control Officers, Health Officer:  Jan 28th.  Emergency Management and Auditors will be solicited separately at another time.  Clerk will notify respective participants.

 

Concerning the Budget Building process Steve and Mike reiterated the desire to build into the process: Accountability, Transparency (understanding the process and consequence to missing expectations to budget management) of Town Office / Department expenditures this year and planning for the out years ahead.  The consensus of the Selectboard is that there will be very little in the way of budget slack in dealing with the current economic situation we are witnessing on the State and National level.  For instance, Mike indicated that the budget should reflect the fact that there may be an increase in Tax Delinquencies in 2009.

 

The issue of numerous Public Articles requesting monetary support was addressed.  For the current year, the Selectboard Chair will indicate what the general budgetary impact is on the Town in the Selectboard Report section of the Town Report.

 

Mike will be contacting local Municipalities in regard to Insurance Cost and vendors covering different Towns.  This will be in an effort to see if a reduction in cost can be realized if the Town were to chage vendors.

 

 

 

 

Review of P/L Statement:

 

After cursory examination the was general agreement that outside the Paving Grant shortfall, the assumptions and estimates made last year as the budget was being put together were fairly accurate.

 

Selectboard Clerk:

               

Steve outlined a request that the Selectboard / Town Clerk consider doing additional research into Grants and other income possibilities and/or effeciencies that could be worthwhile for the Town.  The Clerk indicated that this effort could be accomplished, but may necessitate additional time.   The Selectboard indicated that a reasonable amount of additional time could be expended by the Clerk for this task.

 

Orders:

The Selectboard reviewed and signed Selectmen's Order #1 for $3,572.86 and Road Commissioner's Order #1  $14,468.62

 

The Meeting was duly adjourned at 9:45PM

 

 

Respectfully submitted,

 

 

Mark Goodwin, Town Clerk

 

 

 

These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.



 


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