Town of Shrewsbury

Selectboard Meeting Minutes 


Minutes of Selectboard Meeting

Special Meeting

December 28, 2010

 

Present At Meeting:

Mike Stewart, Selectman; Bert Potter, Selectman; Mark Goodwin, Town Clerk.  Randy Page, member of the Public.  Arriving later; Sharron Winnicki, Lister.

 

Call to Order:

The meeting was called to order at 6:34 PM

 

Grand List - Errors and Omissions:

                Pursuant to 32 V.S.A. 4261, Betsy Jesser, Chair of the Board of Listers presented to the Selectboard an Error and Omissions entry to be made in the 2010 Grand List, regarding property owned by Joseph & Jean Orlich.  It became manifest during the Grievance and BCA Appeals process that errors were made on the assessment of specific components of the referenced property. 

 

                The assessment was revised and submitted to the Selectboard to be added as an Error and Omission to the Grand List.  The total difference in assessed value is approximately $19,300

 

Mike moved to accept the Error and Omission report of the Listers to correct the 2010 Grand List.  Bert seconded.  Discussion: The question was asked as to why these errors took place.  Sharron Winnicki indicated that the Listers did attempt to be correct on all of the 700 some odd parcels they assessed, during the Town wide reappraisal project, however a few individual components of individual properties did slip through the cracks.  This particular property is owned by someone from out of state and it was difficult to coordinate inspections both prior to and after grievance and analyze the data in a timely manner in preparation for a BCA appeal hearing.  Approved unanimously.

 

 

The meeting was duly adjourned at 6:51 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

December 15, 2010

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Bert Potter, Selectman; Laura Black, Chair - Shrewsbury Planning Commission; Melissa Reichart, Shrewsbury Planning Commission; Irene Gordon, Emergency Management Director; Jonathan Gibson, Auditor; Chryl Martin, Auditor; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:03 PM

 

 

Conrad Cyr:

                The Selectboard acknowledged the passing this afternoon of Con Cyr, former Town Road Commissioner and Shrewsbury elder.  The Selectboard extends sympathies to his wife Eva.

 

Shrewsbury Planning Commission:

                Laura Black presented to the Selectboard a Report on the Shrewsbury Flood Hazard Regulations update that the Planning Commission has been developing and are ready to implement the By-Law enactment process.  Currently the Shrewsbury Flood Hazard Regulations are in an interim status.  Per State and Federal procedure, they cannot be renewed as an interim by-law a second time, and subsequently need to be re-adopted on a permanent basis by July 1, 2011.  Primarily adoption will allow for eligibility of Federal Flood Hazard Insurance to be obtained by property owners who are impacted by Flood Hazard Areas.  It is speculated that it will also impact eligibility for FEMA mitigation grants and reimbursements to prepare for and deal with flood events.

 

                The Planning Commission is planning on holding its' Public Hearing on January 20th, 2011.  The Planning Commission representatives set forth a timeline for the Selectboard to act on their hearings and adoption processes in the Spring of 2011 so that the deadline will be met in an orderly manner.

 

                The Planning Commission briefed the Selectboard that in many respects, there has been no significant changes to the Flood Hazard Area Regulations, outside of the inclusion of a corresponding Fluvial Erosion Area that are now included in the Federal and State mandates. 

 

                The Selectboard asked a number of questions in order to verify that the Planning Commission is following the guidelines set forth by the State and Federal entities and what would be the consequences to the Town if the Regulations were not adopted.  The Selectboard thanked the Planning Commission for their thoroughness in providing useful information to the Selectboard.

 

                The planning Commission indicated that the proposed Flood Hazard Area Regulations are on the Towns' Web Site.

 

Emergency Management Director's Report:

                Irene Gordon briefed the Selectboard on the VEM Emergency Generator Grant Program and status concerning the Mountain School.  Irene indicated that in so far as Shrewsbury Mountain School (SMS) is designated as a shelter in case of emergency, that they would be the next logical structure to be equipped with an emergency generator.  Irene indicated that she has been in contact with SMS, however there has not been a timely response as to their disposition in regards to the authorization of applying for the matching (50/50) grant.  Included in Mrs. Gordon's preliminary work has been to line up possible vendors for configuration and assembly of an emergency generator, as of yet there are no estimates, there is the possibility of donators to help in contributing towards the matching portion of the grant.  The Selectboard indicated and reiterated that the Town will not be authorizing expenditures from the Town's resources for SMS to obtain an emergency generator, any procurement will need to be authorized and accounted for by the School itself and not the Town.  Irene indicated that the window of opportunity for application for the grant is rapidly closing.  Steve indicated he will make inquiries with the School Board as to their relative disposition in regards to the grant application.

 

                Irene presented the Selectboard with an updated Basic Emergency Operating Plan (BEOP), for their review and approval.  Discussion ensued as to the accuracy of the list of responsible individuals and what their respective roles are in implementing the plan.  It was unclear if each of the named individuals was aware of their respective expectations and responsibilities. 

 

                Bert Moved and Mike seconded to approve the updated BEOP for submission to Vermont Emergency Management (VEM).  Discussion:  Irene was asked to clarify the role of the Selectboard Chair in respect to the designated authorization to expend Town resources in the event of an emergency, so that there is accountability for incurred expenditures and liabilities.  Irene indicated that she will look over the procedures so that the designated authorizing agent is not ambivalent.  With the proceeding clarification, the motion passed.

 

Auditors Report:

                Chyrl Martin and Jonathan Gibson presented a preliminary report of findings associated with the year end reports in preparation for the 2010 Annual Report.

 

                The Auditors recommend that an independent professional audit take place in 2011.  It is recommended by VLCT that such an audit occur every 3-5 years, the last such audit for Shrewsbury was about four (4) years ago in preparation for bonding for the Town Garage.  Such an audit will require that resources either be budgeted or included as a warned item for inclusion on the ballot for the Annual Meeting.  The Selectboard requested recommendations and cost information from the Auditors in order to move forward with this request.

 

                The Auditors recommended that both the Selectboard and the Treasurer utilize the recommended Modified Accrual Accounting methodology in respect to their keeping of accounting records vs. the Cash basis that the Auditors assume is being utilized by the Selectboard when dealing with expenditures.  In the ensuing discussion a number of scenarios were put forth that would make possible for discrepancies to enter into the financial reports submitted to the citizens of Shrewsbury in the Annual Report, such as the depreciations rates and timing for fixed assets.  There was consensus by both the Selectboard and the Auditors that these discrepancies need to be avoided, so that accurate portrayals of the Town's finances are presented.  To avoid the referenced discrepancies is another reason to have a professional audit in the coming year.  Chryl will be contacting VLCT to inquire as to the availability of an accounting representative to coordinate with the Selectboard, Treasurer and Auditors so that they are all working from the same set of benchmarks and expectations when reports are submitted for the Annual Report.

 

                The Auditors emphasized the January 24th, 2011 cut off date for submission of material for the Annual Report.

 

                The Auditors found four (4) appointments that were not made in the past year and are anticipating that the offices will be declared vacant in the upcoming Annual Report.

 

                The Auditors acknowledged the progress that the Selectboard has made in developing and implementing Town Policies and is encouraged to continue these efforts.

 

                The Auditors have found discrepancies in the attendance and submissions of minutes of various Boards and Commissions.  The Auditors found that there are both statutory requirements and ramifications for the recording of minutes.  The Auditors also inquired as to the relevancy of still maintaining some of the more archaic appointments i.e. Weigher of Coal and Inspector of Wood and Shingles.  The Clerk was asked to research options for continuing or elimination of these appointments form the Towns' Officer Roster.

 

                The Selectboard thanked the Auditors for their report and insight, and look forward to working with them in correcting enumerated deficiencies that impede the Town's ability to operate efficiently.

 

Excess Weight Permit:

                Steve moved and Bert seconded to approve an Excess Weight Permit for United Natural Foods, INC of Chesterfield, NH.  Approved unanimously.

 

Review of Minutes:

                Bert moved and Mike seconded to approve the Minutes of December 1st, 2010.  No discussion.  Approved unanimously.

 

Personnel Policy:

                Mike Stewart inquired of Dick Adams as to the status of a signed Shrewsbury Personnel Policy.  According to Mike, Mr. Adams indicated that he has not signed it and considers it (the Personnel Policy) illegal and indicated that he will not be signing the subject policy as per the request of the Selectboard.  After repeated request to discuss any concerns with the policy with the Selectboard, a certified letter indicating failure to return the signed policy by COB December 30th to the Town Office will result in termination will be sent to Richard Adams.

 

                Bert moved and Steve seconded, to pay the Transfer Attendant for an additional 10 or 12 hours (actual not yet determined by the Transfer Attendant) for work performed during the special electronics disposal period.  Discussion:  The consideration for extra pay will not be considered until documentation is submitted by the Transfer Station Attendant.

 

Orders:

                Bert moved and Steve seconded that the Selectboard Orders #12A of December 15th , 2010 for $21,239.62 and Road Commissioners Orders #12A of December 15th, 2010  for $8,805.21 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 10:15 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

December 1, 2010

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Bert Potter, Selectman; Jonathan Gibson, citizen; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:01 PM

 

Review of Minutes:

                Bert  moved and Steve seconded to approve the Minutes of November 18th, 2010.  Discussion: Under Fuel Oil, Steve was to follow up with Mac's regarding servicing the oil burner per VLCT Insurance audit; typo under Delinquent Tax Collector report, Rand should be Randy.  Approved unanimously.

 

Citizen's Concern:

                Jonathan Gibson brought to the attention of the Selectboard his concern as they start the budget process for the upcoming year.  Mr. Gibson stated that he assumed that the budgets would be tight, and based on that assumption he wanted to bring to the attention of the Selectboard those organizations in Town, who will be soliciting funding.  Mr. Gibson stated that he is a supporter of a number of in Town organizations because of the valuable service they provide to the Town, however he requested that the Selectboard notify the various organizations and impart to them that they should be sensitive to their respective requests based on the state of the economy which is not recovering as fast as he or perhaps everyone hoped it would.  Jonathan shared with the Selectboard an article from the Philanthropy Journal which grades the "need" of organizations based on the amount of reserves on hand vs. their operating budgets.  Jonathan then produced his analysis of those in Town organizations of cash balances and operating budgets as stated in the Town Report.

 

                The Selectboard thanked Mr. Gibson for his concern and analysis and took his concerns under advisement.

 

Webster / Clarendon Town Line Survey:

                The Selectboard received notification from Rebecca Rice, Shrewsbury Town Agent, that she concurs with the William Bloomer, Esq., who is representing Mr. Webster, that his interpretation of 24 V.S.A. 1461 will necessitate a survey even though the two Towns have mutually agreed on the location of the Town Line, per the entirety of the statute.

 

                Bert Potter will inquire of the Town Agent her specific rationale for that conclusion.

 

Transfer of ANR / CCC Rd Maintenance Funds to Road Equipment Shrinking Fund:

                (Per the Road Commissioners Report of November 18th, 2010: Jamie requested that the second installment of revenue obtained through ANR for maintenance of the CCC road, $5,930.21 be placed in the Road Equipment Sinking Fund in order to offset cost of repairs and replacement.)

 

                Steve moved and Bert seconded, that the Transfer of ANR Funds received from the contract to maintain the CCC Rd. be transferred to the Road Equipment Shrinking Fund.  Discussion:  although the Selectboard believes this was approved last year, rather than a blanket approval of such a transfer, they will approve it on a yearly basis.  Approved unanimously.

 

 

 

Legal Counsel for Taxpayer Appeals to Superior Court:

                Norman Cohen has been approved (cf. Selectboard Minutes November 4th, 2010) as the legal counsel representing the Town's interests in those appeals to Superior Court by Taxpayers as a result of Board of Civil Authority decisions concerning the appraisal process.  A written agreement was received by the Selectboard stipulating hourly rates and expectations by Mr. Cohen.  The agreement was signed with a copy to be maintained in the Selectboard's minutes.

 

                The point of contact for Mr. Cohen will be Betsy Jesser, Chair of the Board of Listers, who will be responsible for conducting much of the research in preparation for anticipated court appearances.  Steve will contact Mr. Cohen to verbally reiterate expectations of procedure and utilization of resources.

 

Personnel Policy:

                It was noted for the record that Richard Adams, Transfer Station Attendant still has not returned a signed copy of the Personnel Policy.

 

Grand List Error and Omissions:

                Bert moved and Steve seconded to approve the Errors and Omissions report supplied by the Listers concerning an Un-Landed Mobile Home owned by William Brezinick.  Discussion:  It was noted that the Selectboard was curious as to why a mobile home would be valued at only $900 after depreciation.  Approved unanimously.

 

Budget Process:

                Steve will follow through with contacting Town Offices requesting input for the purposes of budgeting for the coming year. 

 

Delinquent Tax Collector

                The Selectboard received a copy of the letter sent to the Duda's by the Delinquent Tax Collector explaining policies and procedures of the office.  This is in response to a letter both he and the Selectboard received from the Duda's concerning their penalty for delinquent taxes and perceived unfairness of the process.

 

Orders:

                Bert moved and Steve seconded that the Selectboard Orders #12 of December 1st , 2010 for $12,525.22 and Road Commissioners Orders #12 of December 1st, 2010  for $6,714.25 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 8:55 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

November 18, 2010

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Randy Page, Delinquent Tax Collector; Kevin White, Pierce's Store representative; Jamie Carrara, Road Commissioner; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:00 PM

 

Parking at Pierce's Store:

                Kevin White was present as Building & Grounds representative of Pierce's Store in order to discuss concerns on behalf of the Road Commissioner and Selectboard regarding parking in front of the store.  The Town's concerns are of particular relevance because of anticipated snow plowing and the exacerbation it entails in regarding parking, especially directly in front of the store.  Mr. White assured the Selectboard that he would relay the concerns to the Board of Trustees and that notification will be made to patrons of the store and signage will be procured and displayed regarding parking.  A long term solution was discussed but not yet approved by the Trustees.  For his part the Road Commissioner indicated that he will do the best he can in removing snow banks when feasible and strategically plowing when possible.  However, he indicated that it does become difficult when he has to wait for a store customer to come out and move their vehicle when it is left in the middle of the road.

 

Town Office Maintenance:

                Steve announced that he will be meeting with a mason on Monday to go over a scope of work for repairs to the chimney.

 

Road Commissioner's Report:

                Jamie requested that the second installment of revenue obtained through ANR for maintenance of the CCC road, $5,930.21 be placed in the Road Equipment Sinking Fund in order to offset cost of repairs and replacement.

 

                Overall it would appear that the Road Commissioner is at or under budget in almost all categories, except "Miscellaneous".  Jamie indicated that he is working with the Treasurer to fine tune the categorization of these expenses.

 

Jamie indicated that he has a requirement for the services of a bucket truck in order to remove trees on Cemetery Rd and Northam Rd.  Jamie will obtain hourly quotes from a couple of different vendors of this service.

 

Jamie indicated a need for a new or reasonably good condition replacement sander for the '98 Truck.  Current sander is beyond a point of repair, in that there is nothing left to weld to.  Because of the life expectancy of the truck, Mike will investigate the availability of a used one that might be interchangeable with the current sander configuration because of the stated life expectancy of the '98 truck and a new sander.

 

Fuel Oil:

                Mike recommends that the Town commit to Mac's for fuel oil for the impending heating season.  Mike stated that Mac's is currently the best value available.

 

                Jamie indicated when VLCT was last in for insurance inspection that the highly recommended that a regular inspection and cleaning of the oil burner be done on an annual basis.  Mike will follow up with Mac's and request that they perform the maintenance inspection and certification service for insurance purposes.

 

Personnel Policy:

                Signed copies of the Personnel Policy were returned by the entire Road Crew.  The Transfer Station Attendant did not return a signed copy.

                Copies will be filed in the vault by the Town Clerk.

 

Delinquent Tax Collectors Report:

                Randy Page reported that he has made two (2) Warnings: $81,377.18 in unpaid taxes & $1,599.99 in checks returned for insufficient funds.  Currently about half or ~$42,000 has been collected without any major problems.

                Three Tax Sales are current and pending: Greg Smith, Michelle Cheney and Mark Detko.  Rand reported an outstanding issue of the disposition of the James Kenyon property on Tin Shanty Rd which is about 2 years and $1,200 uncollected.  Because of the VT ANR absorption of the property into Coolidge State Forest lands, there is no leverage or incentive that the Delinquent Tax Collector can apply in order to seek remedy for uncollected taxes.

                Randy indicated that he will be responding to a letter received by the Selectboard and himself from a concerned taxpayer in respect to the late fee rate and how it is applied.

 

Announcement:

                Steve announced that it is his intention to resign from the Shrewsbury Selectboard because of family commitments and requirements sometime in January 2011.  He will be staying through and working on the upcoming budget cycle and deliberations.  Steve indicated he will be making the announcement public via the December issue of the Times of Shrewsbury.

 

Review of Minutes:

                Steve  moved and Mike seconded to approve the Minutes of November 4, 2010.  No discussion.  Approved unanimously.

 

Orders:

                Mike moved and Steve seconded that the Selectboard Orders #11A of November 18th , 2010 for $10,096.95 and Road Commissioners Orders #11A of November 18th , 2010  for $11.274.29 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 9:15 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

November 4, 2010

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:02 PM

 

Review of Minutes:

                Mike moved and Steve seconded to approve the Minutes of October 20, 2010.  No discussion.  Approved unanimously.

 

Appointment:

                Steve moved and Mike seconded to appoint Debbie Blecich to the Library Board.  The appointment is retroactive to March 17, 2010.  Discussion: Retroactive appointment in order to coincide with the VT Library Board records.  Approved unanimously.

 

Town Representation for Tax Appeals:

                Mike moved to accept Norman Cohen as the attorney of record for 2010 Tax Appeals as a result of appealing BCA decisions to Superior Court.  Steve seconded.  Approved unanimously.

 

Clayton Webster / Town Line:

                Town Agent is aware of the request for a survey and researching the requirements of 24 V.S.A. 1461 to ascertain if an individual rather than a municipality evokes the stipulations of the statute requirements.

 

Preliminary Budget Process:

                Mike and Steve will be contacting the various Town departments; Planning Commission, DRB, Zoning, etc. to request input on anticipated resources for 2011.

 

Pierce's Store:

                Concern has been raised about the health of the white pine in the Pierce triangle and near the Store / House.  The Tree Warden has been keeping an eye on both of them and has not indicated any concern as of yet.

 

Personnel Policy:

Due to scheduling conflicts, Mike was unable to deliver the Personnel Policy to the Town employees as anticipated.  The new schedule will be delivery on November 10, 2010 with expectation for return by November 24th, 2010.  This schedule allows for employees to attend an intervening Selectboard meeting on November 17, 2010 if there are concerns that require clarification.

 

Fuel Oil:

Mike has been delegated as the Fuel Oil Sub-Committee.  He is in the process of negotiating fuel oil prices with a number of vendors in the Rutland area.  The two major vendors have given preliminary quotes:

                Patten Oil             Retail minus 15 = ~$2.74 per gal.

                Macs                      Rack (daily wh/sale price) + 25 = ~$2.62 per/gal

                Rutland Fuel         $2.85 per/gal

                Gecha Fuels         $2.88 per/gal

 

Mike indicated that he still is in the process of negotiating an agreement.

 

Meeting House:

                The Selectboard received a letter from Shrewsbury Community Church formalizing their commitment of replacing the Meeting House in the case of fire and or any other hazardous event.  In addition the Selectboard was made aware of an insurance policy stipulation that require s all non Shrewsbury Community Church users to hold a liability policy for the event.  Mike Stewart contacted Mark Youngstrom with concerns about how use of the Meeting House will be impacted, particularly by organizations doing fund raising events if the insurance stipulations are required.  Mark Youngstrom, as chair of the Meeting House Committee, is looking into alternatives to the requirement.  Mark indicated he will report to the Selectboard when he has obtained a resolution.

 

Orders:

                Mike moved and Steve seconded that the Selectboard Orders #11of November 4th , 2010 for $5,602.26 and Road Commissioners Orders #11 of November 4th , 2010  for $4,687.32 be approved.  Approved unanimously.

 

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

October 20, 2010

 

Present at Meeting:

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

 

Call to Order:

The meeting was called to order at 7:02 PM

 

Review of Minutes:

                Bert moved and Steve seconded to approve the Minutes of October 6, 2010.  Discussion: correction of typo for Bert Potter as present for the meeting.  Approved unanimously.

 

                Selectman acknowledged a Thank You Note from Rene Pollock on behalf of Jamie Carrara for the stump removal earlier in the year.  Rene was able to use the stump as a planter for impatiens.

 

Clayton Webster:

                Selectboard received a letter from Clayton Webster sent on the advice of his counsel requesting that the Town of Shrewsbury and the Town of Clarendon conduct a survey and a rewriting of his deeds, at no cost to him, to resolve the dispute of the Town lines relative to his property, prior to seeking a Court Judgment.

 

Roads:

                Steve reported that the Road Commissioner is concerned about plowing and the facilitation of parking at Pierce's Store.  Steve indicated that he would speak to Sally Denzier and request that Pierce's be more attentive to the where and how of parking at Pierce's, especially during the snow plowing season.

 

                Steve will speak to Jamie about the trailer that has been parked on Ed Gilmore's property within the ROW of Cold River Road since early Spring.

 

Town Offices:

Linda McGuire reported bricks falling from the chimney.  Steve will contact a mason to inspect and point as needed.

 

Warned Expenditures:

The Selectboard acknowledges that the Warned items that passed at the 2010 Annual Meeting for expenditures, including the transfer of Mt. School and Mill River obligations will be made by the Treasurer:

                Warned Items - $139,030

                School Transfer - $1,741,368.97

 

Orders:

                Bert moved and Steve seconded that the Selectboard Orders #10A of October 20, 2010 for $39,046.11 and Road Commissioners Orders #10A of October 20, 2010  for $5,333.96 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 8:35 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

October 6, 2010

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Pert Potter, Selectman ; Anne Vannaman, citizen; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:00 PM

 

Review of Minutes:

                Mike moved and Bert seconded to approve the Minutes of September 15, 2010.  No discussion.  Approved unanimously.

 

Green Up Day:

                Bert moved and Mike 2nd to appoint Cynthia Thornton as 2011 Green Up Day Coordinator and to support the 2011 Green Up Day program.  Discussion: The Selectboard appreciate Cynthia Thornton's willingness to take a leadership position for this very important task.  Approved unanimously.

 

Transfer Station:

Bert briefed the Selectboard on his search for a set of pre-fab fiberglass stair for use to deposit plastic.  Bert reported that the stairs would cost approximately $500.  The consensus of the Selectboard was that this was more that what was anticipated.  Discussion ensued with Mike and Bert volunteering to construct a set of movable stairs for the cost of materials.  Bert will supply critical measurements by 9/25/2010.

 

Historical Preservation Grant:

  Correspondence from the Vermont Agency of Commerce and Community Development / Division for Historical Preservation was received by the Selectboard requesting signature for the Grant Agreement and liability coverage information.  The Grant Agreement was signed per previous notification by Mark Youngstrom (10/7/09 - 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.)

 

Dog Impoundment Fees:

                Steve, pursuant to the current Animal Ordinance calculated a $170 dollar fee associated with the recent impoundment of Anna Wallace's animal.  Steve will draw up the letter to send to Ms. Wallace

 

Personnel Policy:

                Four (4) copies of the Shrewsbury Personnel Policy were delivered to Mike.  He will be distributing to the four Town employees on Wednesday October 13th.  Upon distribution, there will be a two week period for returning the signed policies.  This will allow for any employee with questions or concerns to attend a Selectboard meeting to pose questions to the Selectboard.

 

Treasurer's Motion:

                Mike moved and Bert seconded to have the Treasurer withdraw from processing the Line of Credit previously initiated with Lake Sunapee Bank.  Discussion: The Selectboard recognizes that effort the Treasurer made to establish this contingency when it was thought that the Town might have to barrow to maintain a positive cash flow prior to receiving revenue from tax receipts.  It is acknowledged at this time that the option will not be required to be implemented.  Approved unanimously.

 

Orders:

                Bert moved and Mike seconded that the Selectboard Orders #10 of October 6, 2010 for $16,907.77 and Road Commissioners Orders #10 of October 6, 2010  for $186,206.47 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 8:28 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

September 15, 2010

 

Present at Meeting:

                Mike Stewart, Selectman; Pert Potter, Selectman; Randy Page, Delinquent Tax Collector; Linda McGuire, Treasurer; Mark Goodwin, Town Clerk; Steve Spatz, Selectman arrived later

 

Call to Order:

The meeting was called to order at 7:00 PM

 

Review of Minutes:

                Mike  moved and Bert seconded to approve the Minutes of September 1, 2010.  No discussion.  Approved unanimously.

 

Collector of Delinquent Taxes:

                Randy Page updated the Selectboard as to the status of the posted Tax Sale of the property of Clayton Webster. 

 

                Bert moved and Mike seconded to give permission to Christopher Corsones of Corsones & Corsones, who is representing the Town in the referenced Tax Sale, to bid the minimum at the upcoming tax sale scheduled for October 15th, 2010.  Approved unanimously.

 

Personnel Policy:

The Personnel Policy original copy was signed by the Selectboard this date to be filed in the Selectboard Policy book and for distribution to Town employees.

 

Historical Preservation Grant:

  Correspondence from the Vermont Agency of Commerce and Community Development / Division for Historical Preservation was received by the Selectboard requesting signature for the Grant Agreement and liability coverage information.  The Grant Agreement was signed per previous notification by Mark Youngstrom (10/7/09 - 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.)

 

Treasurer's Report:

                Borrowing / Line of Credit

Based on current data and analysis of Tax Receipts and Balance Sheet it was determined that it would be prudent for the Town to execute an ongoing agreement with Sunapee Bank for a Line of Credit.  Linda will be investigating if the entire amount ($200k) is required to be borrowed or if a portion of that amount can be utilized.  The Selectboard is confident that it will be able to manage the duration of the loan so as to minimize the cost of borrowing.

 

Profit / Loss Report

The Selectboard examined the updated P/L Report.  Upon examination most accounts seem to be on target, with a few individual accounts showing over / under balances, which it is believed will equalize by the end of the year.

 

 

Transfer Station:

                Selectman Potter will make it a point to investigate the procurement of a set of lightweight moveable stairs for utilization by the Transfer Station Attendant for plastics containment.

 

Orders:

                Bert moved and Mike seconded that the Selectboard Orders #9A of September 15, 2010 for $4,092.58 and Road Commissioners Orders #9A of September 15, 2010  for $15,747.59 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 8:45 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

September 1, 2010

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Sharon Winnicki, Lister; Betsy Jesser, Lister; Jamie Carrara, Road Commissioner; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:07 PM

 

Review of Minutes:

                Mike moved and Steve seconded to approve the Minutes of August 18, 2010.  No discussion.  Approved unanimously.

 

Road Commissioner Report:

                In reference to the VTEL buried line work on the Keiffer Road, Mike spoke with Joe Huberson a Program Manager at VTEL.  There was an assumption on the part of VTEL that because the work was considered "maintenance or repairs" in nature that they did not have an obligation to inform the Town prior to doing work within the Right of Way (ROW).  The Road Commissioner detailed the particular area that the repairs were being made was susceptible to annual problems during grading operations because of the composition of the roadbed and the depth of the buried cable.  Mike will contact VTEL to inform them of the inherent issues with that particular segment of Keiffer Rd and that the problem will persist. Mike will suggest an alternative to burying the line for that particular segment, and to inform VTEL that when any work in the ROW is performed, advance notice to the Town is required.

 

                Jamie reported that there has been a maintainance / performace issue with the 98 International truck.  The resolution appears to be a requirement for reprogramming the power-train module.  Mike will follow up with Earle's Truck Repair in order to minimize cost.

 

Personnel Policy:

Mike moved to adopt the Shrewsbury Personnel Policy, Steve seconded.  Discussion; no review by VLCT is necessary, in so far as there were no major deviations from the model policy and the estimated expense of $425 appears to be excessive.  Approved unanimously.

 

Mike will present the Policy to the Town Employees: Road Crew & Transfer Station Attendant, with a date certain time for return to the Town Office for filing by the Town Clerk.

 

Reappraisal Appeals Status:

                The Clerk reported twenty-three (23) appeals, six of which were represented by legal counsel.  Certified letter have been mailed with schedule and Rules of Procedure.  The Appeal Hearing by the BCA will be on September 8th, 2010.

 

                Betsy Jesser reported that Wright Appraisal Co. has about sixteen (16) hours left on their contract to support the BCA and that there will be a need to contract for support time.

 

Minutes from Special Meeting of the Selectboard - August 23, 2010:

Mike moved that the minutes of the Special Selectboard Meeting of August 23, 2010, in which the 2010 Tax Rate was set be approved, Steve seconded.  Approved unanimously.

 

Treasurer's Report:

                Borrowing / Line of Credit

Mike moved to authorize the Treasurer to contract with Lake Sunapee Bank to establish a line of credit, at a rate of 1.95% for no more than 90 days.  Steve seconded.  No discussion.  Approved unanimously.

 

Linda indicated that Tax Bills have been printed and will be mailed on September 8th, 2010.

 

Mike will request that the Treasurer present that most current P&L report at the next Selectboard meeting.

 

Transfer Station:

                Selectboard members present were extremely curious as to the status of the often discussed set of module stairs for use by the Transfer Station Attendant to dispose of plastic in the holding container.  A status report from Selectman Potter will be placed on the next meetings' agenda.

 

Animal Control:

                An invoice from the local veterinarian / boarding establishment was received via the ACO.  Per the consensus of the Selectboard, the Wallaces' will be billed for the expense incurred by the Town for dealing with their non-licensed, indigent animal which recently was involved with a biting incident.

 

Orders:

                Mike moved and Steve seconded that the Selectboard Orders #9 of September, 2010 for $7,955.84 and Road Commissioners Orders #9 of September, 2010  for $16,351.99 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 8:48 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 18, 2010

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Bert Potter, Selectman; Linda McGuire, Treasurer; Sharon Winnicki, Lister; Matt Danaher, 1st Constable & Animal Control Officer; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:00 PM

 

Review of Minutes:

                Bert moved and Mike seconded to approve the Minutes of August 11, 2010.  Discussion:  Corrections  - Under Treasurer's Report / Borrowing - 2nd paragraph: ~1.1% should read 0.18%.  Under Selectboard Pay, 1090 should read 1099.  With corrections, approved unanimously.

 

Animal Control Officer:

                Matt reported a recent call from the Rutland Regional Medical Center regarding a dog bite and a necessity to quarantine the animal.  Matt reported that he removed the animal from the owner's premises and had it housed at a local veterinary clinic, where it was discovered to be flea and worm infected.  Matt wanted to inform the Selectboard of the impending expense for veterinary attention and boarding for the animal.   Discussion ensued, with three specific outcomes; First, that the Health Officer, Irene Gordon needs to be informed of the incident in order to lodge the appropriate reports with the State; Second, that a review of the Dog (Animal) Ordinance is required to assure that expenses incurred as a result of the control of animals in the Town are clearly the responsibility of the animal owner; and Third, that a realistic budget will need to be developed to take into consideration the Animal Control Officer's time and expense, especially if a similar situation arises.

 

Treasurer's Report:

                Linda reported receiving an e-mail from Mary Jane Grace at PVR in respect to the Educational Tax Rate.  Combined with the calculated Municipal Tax Rate the following was developed as the 2010 baseline tax rate:

 

 

Town

Education

Total

Resident

0.4353

1.3448

1.7801

Non-Resident

0.4353

1.5018

1.9371

 

                Linda raised a concern regarding conflicting aspects of statutes and instructions pertaining to the Local Agreement Rate Calculation.  Consequently, Linda was not confident that the calculated rate as it now stands will be the rate that is considered allowable.  She will attempt to get clarification from the State Treasurer's Office as soon as possible.  Linda will contact members of the Selectboard upon receipt of clarification. so that the Selectboard might have a Special Meeting to set the Tax Rate early next week. 

 

                Borrowing:

                Citizen's Bank will not be making any loans to municipalities.

                TD Bank will be submitting their quote/proposal tomorrow.

                People's United Bank has been contacted, and will supply a quote next week.

 

                Cash Flow:

                Mike did have a phone discussion with Mike Mullen of Pike Industries in regard to the billing for the paving.  Mike reported that Pike will be handling the aging AR matter internally and that the Town can pay Pike on a convenient schedule.  Linda and Mike Stewart will inquiry as if the invoice has a penalty associated with the payment due date.

 

Personnel Policy:

A final draft was delivered for the Selectboard's review prior to being forwarded to VLCT for review by their respective consulting staff.  Mike moved and Bert seconded to approve the draft as presented and forward to VLCT for review.  Approved unanimously.

 

Town Agent:

                Steve contacted Rebecca Rice regarding her willingness to serve as Town Agent and reported that she will accept the appointment.  Steve moved and Bert seconded to appoint Rebecca Rice as Town Agent commencing immediately and terminating March 1, 2011.  Approved unanimously.

 

Road Commissioner's Report:

It has been reported to the Selectboard that the Transfer Station Attendant has been smoking in the Town Garage restroom.  A letter reminding the Transfer Station Attendant of the non-smoking guidelines in place.

 

The Road Commissioner reported that VTEL has been burying cable within the Town Right of Way, without notifying the Town in advance.  Mike will be contacting VTEL indicating that this is an unacceptable state of affairs.  The Clerk will research the Municipal Affairs liaison for VETEL.  Bert will research the appropriate forms similar to those that CVPS have used when they have done ROW work.

 

Appropriations:

Steve moved and Bert seconded to purchase a two drawer lockable file cabinet for use by the Treasurer and Auditors.  Approved unanimously.

 

Orders:

                Mike moved and Steve seconded that the Selectboard Orders #8A of August 18, 2010 for $4,909.31 be approved.  Approved unanimously.  No Road Commissioner Orders

 

The meeting was duly adjourned at 9:20 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 11, 2010

 

Present at Meeting:

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

 

Call to Order:

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

 

Treasurer's Report:

                Steve reported that the Listers anticipate the Grand List to be lodged on Monday August 16th.  At which time there will be a submission to the State to determine the State Educational Tax Rate.  The municipal rate will be set at the Wednesday August 18th Selectboard meeting.

 

                Linda raised the question of the intent of the Town Auditors regarding the auditing of the Grand List.  In non-reappraisal years because of the timing of the lodging of the Grand List, around the first of May / June there is adequate time to do a relatively detailed audit prior to Tax Bills being issued.  However, this year because of the reappraisal there is a shortened schedule in which to accomplish this task.  Consequently it is the intent of the Auditors to make their audit after the fact and make any necessary adjustments to the Tax Bills for the proceeding year.

 

                Borrowing:

                Linda received the following thus far: Lake Sunapee Bank; Rate = 1.95% for 3 mos. on $200k available within 1 week.

                Two additional banks will have their respective quotes in for next weeks' Selectboard meeting.

                The current Town Rate for borrowing from Restrictive funds is ~1.1% (the interest bearing rate paid for deposited monies).

 

                Cash Flow:

                The largest anticipated expense will be for paving work reflected in the $160k invoice submitted by Pike.  Pike has indicated to the Road Commissioner that they will extend the "net due" date to accommodate the Town because of their Pike's preferred accelerated completion date.  Mike will confirm this extended courtesy with Mike Mullen of Pike during the course of the next week.  This development may forestall the necessity to borrow from a Line of Credit (yet to be established), and allow the Town enough flexibility to only barrow from its' own restricted funds at a lower current rate.  Currently the Town has $11k in the General Fund and $76k in the Restricted Funds.

                Other than anticipated tax revenues the next large infusion of State money will be the PILOT payment sometime in November

 

Selectboard Pay:

Per the Treasurer the Selectboard members are not 1090 Employees and that all applicable withholdings will be made from their yearly stipends.  Increases and off sets should be addressed by extending raises and reimbursement for expenses occurred.

 

Road Commissioner's Report:

Jamie reported that he has called the state in regard to painting the lines on newly paved roads.  We are in the queue.

 

The Road Commissioner is anticipating the need to return to a permanent four man crew.  For planning purposes, Jamie anticipates being able to get through the next plowing season, but the situation will require re-examination in the spring of 2011.

 

Mike moved and Bert seconded to have the Road Commissioner enter into a contract with Springfield Correctional facility to supply a 10 member crew with supervisor at $300 per day to assist the Shrewsbury Road Crew as needed in cutting and clearing of brush until December 2010Approved unanimously.  It is anticipated that Cold River Rd will be the initial task for evaluating this assistance.

 

Personnel Policy:

In anticipation of bringing on new employees, Mike submitted a final "draft" of the VLCT Model policy.  The Clerk will be retyping for review and submitting to VLCT for review prior to enactment by the Selectboard.

 

Pierce's Store:

A request was made on the part of Pierce's Store to close the road segment directly in front of the store for a fund raising event in September.  Expected closure on a Sunday from 4-6 PM.  Steve moved to approve the request, Bert seconded with the stipulation that Pierce's supply the adequate "detour" signage for; Eastham, Northam, CCC and Cold River roads.  With stipulation, approved unanimously.

 

Nuisance Beavers:

Beavers have been constructing a dam on the line between the Phalon and Lajoie properties on the west side of the CCC Road.  This is a troublesome situation for both the property owners in respect to their inherent liability and for the Town in respect to the damage caused if the dam were to unexpectedly give way.  Because the location of the beaver pond, just outside the road right-of-way, there will be the necessity of obtaining permission from the respective land owners for the Town to assist in enacting recommended "Best Management Plans" for the abatement and removal of the hazard.  Peter Lajoie is in process of contacting the District Game Warden for the removal of the beavers.  The Clerk will contact Robert Phalon requesting permission to utilize his property.  Mike moved and Bert seconded that The Road Commissioner draw up procedures in conjunction with the "VT F&W - Best Management Plans" in order to lower the water level in the pond and remove the dam, and that expenses associated with the trapping of the nuisance beavers, be reimbursed to Peter Lajoie.  Approved unanimously.

 

Transfer Station:

                It was determined by Bert Potter, who represented the Town, that the recent inspection of the Transfer Station on the part of VT ANR was not an "official" inspection.  The cursory visit was a courtesy extended to SWAC / Pam Clapp by ANR because they were already in the area inspecting the Hubbard Bros. operation in Rutland Town.  Ms. Clapp reluctantly agreed to an informal visit by the inspection team, in order to stop the persistent unfounded complaints by Dick Adams, the Shrewsbury Transfer Station Attendant, regarding his misperception of ANR operational protocols.  The inspection team affirmed the prerogative of the Town Selectboard in setting operational procedures in conjunction with ANR mandates.

 

                Bert requested a written report on the findings of the visit by ANR so that the Town could immediately address any deficiencies that might have been observed and maintain compliance with the license stipulations, he was assured that he would receive one.

 

Town Agent:

                John Lorentz respectfully declined the offer to be considered as an appointed Town Agent.  Steve will be contacting Rebecca Rice imminently to ascertain her willingness to be considered for the position.

 

Animal Control:

                The Bert reported that he and Matt Danaher (acting ACO), have retrieved the Town's dog kennel from Matt Walker's and reassembled it at Danaher's.

 

Minutes:

                Mike moved and Bert seconded to approve the Minutes of July 28, 2010.  Approved unanimously.

 

Orders:

                Mike moved and Steve seconded that the Road Commissioner Orders #8 of August 11, 2010 for $11,533.64 and Selectboard Orders #8 of August 11, 2010 for $5,485.84 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 9:09 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 28, 2010

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Linda McGuire, Treasurer; Mark Goodwin, Town Clerk

 

Call to Order:

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

 

Minutes:

                Mike moved and Steve seconded to approve the minutes of July 14, 2010.  Discussion - Two minor grammatical errors were noted; Under Road Commissioner's Report: Third paragraph, second sentence should read "falling behind on...", Employee Hours and Participation: second sentence should read were instead of whereWith corrections, approved unanimously.

 

                Steve noted that in review of the Minutes forwarded to him of the Rutland Regional Transportation Council that Marina Potter has not been in attendance for a number of meetings.

 

Transfer Station:

                Steve announced that there will be an inspection by ANR of the Transfer Station.  Dick Adams and Bert Potter will be representing the Town during the inspection.

 

                In addition, Steve also indicated that having stopped at the Transfer Station on his way to tonight's meeting, that in the course of conversation regarding operational procedures and inspection preparedness, the level of cooperation and professionalism has noticeably increased on the part of the Transfer Station Attendant.  Steve indicated that this is encouraging.

 

Treasurer's Report:

                Based upon available documentation and discussion with VLCT, Liability coverage for Constable Duties appears to be covered.  Matt Danaher is taking the "Coverage Declaration" to his VSP Training Instructor for interpretation of and verification of compliance with suggested coverage.

 

                It was noted that because of the "non-regular" schedule of Selectboard meetings, that the communication channels have been strained between the Treasurer and Selectboard.  An example of this lack of communication was apparent when the "Estimated Tax Rate" was announced at the Lister's Informational Meeting of July 16th.  The Selectboard mistakenly omitted the Warned Articles from the amount required to be raised by taxes.  The Treasurer brought this omission forward, but antecedent to the Estimated Tax being announced publicly.  It was agreed that this is a consequence of not having regular communication based on scheduled meetings.  Steve indicated that there is a general anxiety in Town regarding the Tax Rate because of the Townwide Reappraisal and the assumptions on the part of taxpayers that were made correctly or incorrectly as a result.  Steve said that that it is imperative that moving forward that Town Officials be clear and concise with announcements.

 

                Setting of Tax Rate:

                August 18th is the estimated date that the Tax Rate can be set based on the conclusion of Lister Grievances, mailing of Decision Letters and Lodging of the Grand List.  The Treasurer indicated that it takes approximately two weeks to get the Tax Bills printed and mailed.  This schedule assumes no interruptions in the setting of the Educational Tax and the calculation of the Veterans Exemption.  If the proposed scheduled can be maintained, the Tax Bills will be mailed with the "minimum" thirty (30) day period of Tax Bill mailing and Tax Due Date.

 

                As a contingency the Clerk will research the consequence of not meeting the thirty (30) day period in relation to a date Specific Tax Due Date that was voted on at the Annual Meeting. (Per Stephanie Smith at VLCT: No need to vote another day if you miss your deadline, thankfully it is 30 days from mailing.  32 V.S. A. 4792 - [i]f no date is fixed by vote of the municipality for the payment of taxes, or if no notice is mailed to the taxpayer at least 30 days prior to the date fixed for the payment of taxes, the date for the payment of taxes shall be 30 days from the date of mailing of notice to the taxpayer.  )

 

                Cash Flow:

                In reviewing the anticipated expenses for August; payroll, road paving and reappraisal residual expenses there is an anticipated need to borrow funds in anticipation of taxes.  It was reported that based on the depletion of reserve funds for previous expenditures, there is a requirement to look to other sources for an estimated $160k in anticipated expenses.

 

                Mike moved and Steve seconded to authorize the Treasurer to establish a $200k Line of Credit with a bank to be determined for 90 Days at the current rate in anticipation of taxes.  Approved unanimously.

 

                Mike moved and Steve seconded to authorize the Treasure to borrow from Restricted funds, to be utilized at the current rate as needed in anticipation of taxes.  Approved unanimously.

               

Schedule:

                Because of vacations, the Selectboard will be meeting Aug 11th and Aug. 18th.

 

Town Agent:

                Steve has not yet contacted Mr. Lorentz to inquire about his interest in serving as Town Agent.

 

Reappraisal:

                The Listers reported that 100 property owners have made grievance of the assessment ~ 14%

Other:

 

                Steve requested that the Clerk explore the feasibility of awarding a posthumous Public Service Award to Ann Haley.

Orders:

                Mike moved and Steve seconded that the Road Commissioner Orders #7A of July 28, 2010 for $21,822.60 and Selectboard Orders #7A of July 28 2010 for $11,912.57 be approved.  Approved unanimously.

 

The meeting was duly adjourned at 8:47 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 Public Hearing on the Re-Adoption of the Shrewsbury Interim Flood Hazard Area Regulations

 

Present at Meeting:

                Mike Stewart, Selectman, Bert Potter, Selectman, Melissa Reichart, Shrewsbury Planning Commission; Mark Goodwin, Town Clerk & Shrewsbury Planning Commission.

 

Call To Order:

                The Public Hearing was called to order at 6:35 PM

 

No members of the public present

 

Summary:

                Melissa Reichart presented a summary of the current Interim Flood Hazard Area Regulations and the planned scope of endeavor by the Planning Commission to integrate VT Department of Environmental Control recommendations with the current Interim Regulations.  The expected timeframe would be sometime in late fall of this year.  The regulations currently being considered for re-adoption will expire in one years' time.

Adjourn:

                The meeting was adjourned at 6:59 PM

 

 

 

Minutes of Selectboard Meeting

June 16, 2010

 

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Bert Potter, Selectman; Linda McGuire, Treasurer; Randy Page, Collector of Delinquent Taxes; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:06 PM.

 

Lister Extension - Discussion:

After discussion with the Listers and Wright Appraisal Co., the request for an additional extension of five (5) days was approved by the Selectboard and mailed to Property Valuation & Review for notification and file.

 

The Collector of Delinquent Taxes and the Tax Collector (Town Treasurer) raised concerns with the Selectboard as to how the extension would impact schedules for printing and mailing Tax Bill Notices, after the Selectboard would be delayed in setting the Tax Rate for 2010 in so far as the Grand List could not be lodged till after Lister Grievances were completed, anticipated to be no later than August 6.  The Selectboard indicated a reasonable level of confidence that the Tax Rate could be set based on the Lodged Grand List with adequate time for the Treasurer to mail out Tax Bills.  In addition Steve had checked with the State Tax Department, and he was assured that the school rate could be addressed on an accelerated schedule due to the delay in Grand List submission.

 

The question was asked by the Treasurer as to why the Abstract was taking so long to be lodged, in so far as the agreement with Wright and the Town indicated a June completion date.  Steve's inquiry into this situation indicated a difference in opinion on the part of Wright Appraisal Co. and the Listers as to how to treat certain components and variables in the reappraisal schedules.  Because it is the Lister's authority by which these schedules are set, based on local knowledge, the differences in schedules had to be tested for accuracy of valuation.

 

Budget Analysis:

                The Treasurer brought to the attention of the Selectboard a concern pertaining to the classification of "Regular Employees" and the criteria for eligibility for the Municipal Employee Retirement Fund contribution.  It is not clear, because the Chair of the Board of Listers is approaching the 24 plus hours per week and the 1040 accumulated hours per year threshold that it would cause a possible contribution by both employee and Town into the Retirement fund.  Steve indicated he would investigate as to the definitions that trigger eligibility and see if the temporary nature of the Reappraisal project, which is causing this increase in hours, would allow for an exemption from the contribution requirement.

 

Interim Flood Hazard Area Regulations:

                Bert moved and Mike seconded to re-adopt the Shrewsbury Interim Flood Hazard Area Regulation for an additional year, based on the recommendation of the Shrewsbury Planning Commission.  Approved Unanimously.

 

                The Selectboard thanks the Planning Commission for their continued diligence in assuring that the Town's development and environmental regulations are adequate and judicious for the Town's needs.

 

Road Commissioner's Report (as presented by Selectman Steve Spatz):

Personnel issue has developed that an employee has taken almost the full allotment of sick days with continued complaint of illness.  The Road Commissioner is monitoring the situation allowing the employee to expend accumulated vacation days to offset depleted personal sick days.

 

Personnel Policies and Procedures Initiative:

                Mike volunteered to review and make adjustment to a few minor concerns brought forth by other members of the Selectboard prior to submitting a final draft for review.

 

Transfer Station:

                Bert reported that he spoke with Bob Perry in regards to corrections that needed to be made to his time record and that of Dick Adams.  Mr. Perry was concerned that the letter he received could be interpreted as him having fraudulently submitted time to the town.  Steve indicated that it was ascertained that Mr. Adams had submitted a time card for hours worked when in fact he had unexpectedly left due to illness, the correction of time submission between Mr. Adams and Mr. Perry has been made.

 

                Steve indicated that stairs should be installed for the moving of plastic into the plastics container.  Bert will look into obtaining a "pre-fab" set of stairs.

 

Minutes:

                Mike moved and Bert seconded to approve the minutes of June 2, 2010.  Discussion:  Corrections to the Sand Bid portion of the minutes;  Instead of Fuller Sand Co. it should be Pike Industries, the actual bid per ton was a $1.00 less than last year (2009) and the hauling bid was level funded.  With corrections.  Approved unanimously.

 

Orders:

                Bert moved and Steve seconded that the Road Commissioner Orders #6A of June 16, 2010 for $11,973.21 and Selectboard Orders #6A of June 16, 2010 for $11,391.01 be approved.  Approved unanimously.

 

 

 

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

June 2, 2010

 

 

Present at Meeting:

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

 

Call to Order:

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

 

Lister Extension - Second Request:

The Listers requested a second five (5) day extension to lodge the Abstract in order to finalize outstanding issues with the Townwide Reappraisal.   A number of concerns were raised by the Selectboard and Treasurer if approval were to be granted, primarily the impact of the schedule on:

  • The lodging of the Grand List and the state's ability to set the education tax rate as well as the ability of the Selectboard to set the Town's Municipal Tax Rate, with adequate time to prepare tax bills and notify taxpayers.
  • The "due date" for taxes due and how that possible rescheduling would impact cash flow, both for the school and town.

It was determined that the Selectboard will need to meet with Wright Appraisal and the Listers, early next week, to ascertain the status of the Reappraisal Project, and what needs to be accomplished in order to meet critical deadlines.  The Treasurer will conduct a "cash flow analysis" with a multitude of scenarios of when cash receipts will be recorded to determine impact on expense obligations and or requirements to borrow operating funds based on an extended schedule.

 

The concerns discussed will need to be addressed prior to the approval of the second request for extension by the Listers.

 

Road Commissioner's Report:

Discussion regarding the schedule for this season's paving project, and possible cash flow issues.  The assessment was made that the "Reserve Funds" have been depleted particularly the "Town Road Equipment Reserve Fund" with the anticipation of the delivery of a new truck, and this leaves little room for discretion as to how to meet expense obligations.

 

Curb Cut:

The Road Commissioner received a request for Curb Cut from Richard Carrara.  Based on the recommendation of the Road Commissioner; Mike moved that a fifteen (15) inch / twenty (20) foot culvert be installed for the Curb Cut per the Road Commissioners' direction, Steve seconded.  Approved unanimously.

 

Employee Policy Initiative and the Impact on Road Crew:

The Selectboard went over draft recommendations of the Towns' Employee Policy Initiative with the Road Commissioner in order to solicit from him any changes or perceived adverse impact to the current full time Town employees (Road Crew).  The Road Commissioner indicated that in general the material is in synch with the way in which the Road Commissioner manages his employees, particularly in regards to the management of leave time and management of seasonable overtime.  Discussion ensued regarding current employees vs. new employees as far as service accumulation and vacation benefit.  Overall the Road Commissioner did not indicate any problems with the draft Employee Policy as presented.  A written copy of the draft was given to the Road Commissioner so that he might examine it in more detail and make any necessary recommendations prior to implementation.

 

Sand Bid:

A bid for winter sand was received from Fuller Sand & Gravel of Danby: $7.00 per ton sand / $5.00 per ton hauling.  Ethier Trucking of Wallingford bid $4.10 per ton for hauling.  This is the same as the bids received last year.

Mike moved and Steve seconded that Fuller be awarded the Sand supplier contract with Either Trucking as the hauler.  Approved unanimously.

 

Stump Removal:

Mike received a citizen's concern regarding the removal of a relatively tall tree stump on Town property.  Renee Pollock requested that the stump from a previously removed large maple tree on Town property, in extreme close proximity to her front door, be removed at her expense.  Jamie will investigate the feasibility.  He was doubtful that he could maneuver a backhoe in the constrained area, but he might be able to cut the stump much lower than it is currently and render it more conducive to its own organic demise.

 

VLCT Insurance Audit of Town Buildings:

VLCT conducted an audit of the Town Garage.  Jamie indicated that he anticipates a recommendation will be made for an installation of a fire alarm system.

 

Minutes:

                Steve moved and Mike seconded to approve the minutes of May 19, 2010.  Discussion:  A typo in the third paragraph of the Reappraisal section; "barrow" should be "borrow".  Under Summary of CVPS Transmission Lines Relocation; first and second sentences should be joined to read; The Clerk was able to ascertain the CVPS is only in the process of doing feasibility studies related to the relocation of the transmission lines, moving lines from interior easements to accessibility along the road.  Clarification under the Road Commissioner's Report- Curb Cut;  If Mr. Cefaratti were to install an unauthorized culvert, and the Town had to remove it, it would be at Mr. Cefaratti's expense.  With corrections.  Approved unanimously.

 

Orders:

                Mike moved and Bert seconded that the Road Commissioner Orders #6 of June 2, 2010 for $12,272.31 and Selectboard Orders #6 of June 2, 2010 for $6,784.43 be approved.  Approved unanimously.

 

 

 

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

May 19, 2010

 

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Mike Stewart, Selectman; Jamie Carrara, Road Commissioner; Linda McGuire, Treasurer; Laura Black, Chair: Shrewsbury Planning Commission; Nancy Ellery, citizen; Mark Goodwin, Town Clerk

 

Call to Order:

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

 

Citizen Concern:

                Nancy Ellery indicated that it has come to her attention during the ongoing reappraisal project that her Lister Card had incorrect information.  Indicating for instance, that her house had an "apartment" above the garage, where plainly it was just a finished room.  Although Ms. Ellery is satisfied that the corrections will be made in the course of the reappraisal, she wanted to express her concern that there has been a lack of responsiveness on the part of the Listers, particularly Betsy Jesser in responding to repeated messages concerning the determination of correct values for items enumerated on her Lister's Card.  Ms. Ellery's concern stems from her consideration of requesting an abatement of taxes which will require her to indicate a specific amount of previously paid taxes that she considers should be abated and a rational that fits the criteria of abatement in the statute 24 V.S.A. 1535.  Because, she will need to calculate the differences for items listed on her Lister Card, she requires assistance from the Listers on the specific items in question, i.e. apartment vs. finished room, full height basement vs. 4 ft crawlspace.

 

                A member of the Selectboard will contact one of the Listers in order to request assistance in determining the difference in values of what is documented on the Lister Card and what is actually part of the property.

 

Interim Flood Hazard Area Regulations:

                Laura Black briefed the Selectboard on the need to re-adopt the Interim Flood Hazard Area Regulations for one additional year because they are currently set to expire on July 1, 2010.  In order to re-adopt the regulations it will require Warning of a Public Hearing by the Selectboard.

 

It was stated that the Shrewsbury Planning Commission is currently in the process of working with the Vermont Department of Environmental Conservation on recommended regulations based on River Management Plans for both the Mill River and Cold River.  It is anticipated that the regulations will be ready for the adoption process sometime in early fall.

 

Mike moved and Bert seconded that the Selectboard hold a Public Hearing on June 16th at 6:30 PM in order to take comments prior to adopting the Interim Flood Hazard Area Regulations for one additional year.  Approved unanimously.

 

 

 

 

 

Road Commissioner's Report:

Paving Bids:

Two Paving Bids have been received to be opened this date by the Selectboard.  The bids received were:

  • Pike = $63.13 per ton
  • Fuller = $60.00 per ton

 

Included in the bids were different total costs pertaining to the amount of material used and the amount of surface calculated to be covered.  Jamie indicated that when he requested bids he requested the inclusion, as a separate item, the Cuttingsville Fire Station parking lot, which would be itemized separately so that accountability and reimbursement could be made back to the Town, but be included in the overall project.  The bids received did not include the Fire Station area at the same cost, rather it was a higher cost and itemized as if it were a separate bid entity.

 

Jamie has indicated to both vendors that he has a set amount budgeted ($160,000) for paving and certain distances (road surfaces) he requires covered.  Jamie enumerated his professional experience with both vendors and his preferences of workmanship and recommendation.

 

Bert moved to accept the bid from Pike Industries for $63.00 per ton, Steve seconded.  Approved unanimously.

 

Curb Cut:

The Road Commissioner received a request for Curb Cut from Wayne Cefaratti of Robinson Rd in order to place a culvert for access.  Jamie indicated that because of the particular drainage situation and road configuration in the area that the curb cut has been requested, certain limitations exist.  The Road Commissioner stipulated to Mr. Cefaratti that because of the conditional aspects of the area, if the property owner procures a forty (40) foot culvert the Town will install it because of the factors inherent at the location. 

 

Mr. Cefaratti has taken issue with the cost, approx. $500, of the forty (40) foot culvert and only will obtain a twenty (20) foot culvert which he will install.  The Road Commissioner indicated to Mr. Cefaratti that the consequence of a self installation is the remedial work by the Road Crew which would include removal of the culvert altogether.  It is currently unclear as to how Mr. Cefaratti will poceed with his request.

 

Excessive Speed along Russellville Rd

Gary Shattuck indicated concern to the Road Commissioner of excessive speed by the Shrewsbury School Bus #2.  This behavior was confirmed by the Road Commissioner who at times has tried to keep up with Shrewsbury Bus #2 on the Upper Cold River Road and Cold River Rd, in the Town pick-up truck, but has failed to maintain close proximity to the bus.  Unofficially the Road Commissioner measured speed in excess of 60 MPH on the Upper Cold River Rd.  Mr. Carrara was adamant that this was an unsafe and untenable situation, he is concerned that there will be serious injury.

 

Bert Potter indicated that in the past when these concerns were forwarded to the RSSU supervisor for Transportation that Mr. Labate was unresponsive to the concerns.

 

Selectboard will contact a member of the Shrewsbury School Board to relay concerns regarding speeding by the school bus.

 

Salt Shed:

Aaron Schnieder examined the Salt Shed.  Recommendations for repair are being forwarded to the Road Commissioner.  The repairs will suffice as a temporary and stop gap measure as the building is starting to reach the maximum of its life span and functionality.  Planning for a more permanent remedy is being considered, but for budgetary reasons cannot be implemented at this time.

 

Transportation Enhancement Grant / Brown Bridge:

                Bert moved and Steve seconded to approve the Letter of Intent (LOI) for the AOT Transportation Enhancement Grant in order to repair and preserve the Brown Bridge.  .  Approved unanimously.

 

                Arrangements have been made for the Road Commissioner to attend the mandatory briefing via interactive TV.

 

Summary of CVPS Transmission Line Relocation:

                The Clerk was able to ascertain the CVPS is only in the process of doing feasibility studies related to the relocation of the transmission lines.  Moving lines from interior easements to accessibility along the road.  This project is apparently a long way from even beginning the permitting process in respect to the Town Road ROW.

 

Reappraisal:

                A letter of extension for the Lodging of the Abstract to Property Evaluation and Review was received by the Selectboard from the Listers.  This is a one month extension, which will have implications in respect to the timing of notifications, grievances, Lodging of the Grand List, appeals and the setting of the Tax Rate.

 

                Bert moved to approve a one month extension requested by the Listers in the lodging of the Abstract.  Steve seconded.  Approved unanimously.

 

                Steve will be contacting Wright Appraisal to indicate that it is imperative that the reappraisal project get completed in a timely manner and that an additional extension could place the Town in a position that would require it to barrow to meet expense obligations

 

Catering Request for Crisanver House:

Mike moved and Bert seconded the approval for a Catering Liquor License for a fund raising benefit for Pierce's Store June 12, 2010.  Approved unanimously.

 

Transfer Station:

                Steve reported that he inspected the Transfer Station this evening on his way to the meeting.  The Transfer Station was looking extremely tidy, with adherence to approved procedures.  Steve reported a positive attitude by the Transfer Attendant.  This positive inspection is welcomed by the Selectboard and is an encouraging situation.

 

Policies and Procedures:

                A cursory review of the VLCT Personnel Policy template by members of the Selectboard raised the following issues:

  • Do all the suggested policies apply to Shrewsbury?
  • To what extent will the policies apply to employees vs. appointed officials, will there be an impact on elected officials?

 

Based on the time it would take to deliberate these issues the Selectboard decided to table discussion for now.  A Special Meeting was called to take place at 5:30 PM on Monday June 24th at John C. Stewarts & Sons.  Warning will be made tomorrow, May 20, 2010, for this purpose.

 

Energy Grant / Electrical:

                Invoices were submitted for the Electrical Phase of the Climate Grant, including rebate paperwork for submission to Efficiency Vermont to defray the overage of the invoice vs. estimate.   The rebates total approximately $400 or greater.  The Clerk was requested to process the invoice for reimbursement by ANR as part of the grant.

 

Minutes:

                Steve moved and Bert seconded to approve the minutes of May 5, 2010.  Discussion:  attention to two typographical errors; Whetherby and Blemont should be Wetherby and Belmont respectively.  The Clayton Webster acreage was incorrectly stated; it should read 3.4 acres with dwelling in Shrewsbury.  With corrections.  Approved unanimously.

 

Orders:

                Mike moved and Bert seconded that the Road Commissioner Orders #5A of May 19, 2010 for $10,079.20 and Selectboard Orders #5A of May 19 2010 for $8,388.01 be approved.  Approved unanimously.

 

 

 

The meeting was duly adjourned at 10:30 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

May 5, 2010

 

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Mike Stewart, Selectman; Betsy Jesser, Lister; Marina Potter, Shrewsbury Rep. to Rutland Region Transportation Council; Jamie Carrara, Road Commissioner; Mark Goodwin, Town Clerk

 

Call to Order:

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

 

Minutes:

                Bert moved and Mike seconded to approve the Minutes of April 21, 2010.  Discussion: Noted that Linda McGuire, Treasure was recognized for Twenty Years of service.  With notation approved unanimously.

 

Rutland Regional Transportation Council / Marina Potter:

                Marina Potter reported to the Selectboard as the Shrewsbury representative to the Transportation Council.

 

                Mrs. Potter summarized the "Way To Go" program; a statewide initiative which encourages alternatives to single occupancy motor vehicle commutes, such as bicycle, telecommute, carpool, bus and / or walking, during the week of May 17 - 21.  The initiative supports the state commitment of 20% carbon reduction in Vermont by 1920.

 

                The Shrewsbury Selectboard on the behalf of the Town of Shrewsbury unanimously supports the Way To Go initiative and encourages citizens to participate as best they can not only during the designated week but on a continuing basis.

 

                The prioritized Rutland County transportation Plan was presented.  It was noted that there are no major projects within the Town of Shrewsbury.  The major Transportation projects are the proposed Bennington to Burlington Rail Corridor and the runway extension for the Southern Vermont Regional Airport.  Both projects are long range capital projects that will require extensive resource support.  It was indicated that the beacon improvement project at the airport is just about complete.  This will allow for a safer approach to a difficult landing pattern at the airport.

 

                Mrs. Potter noted that Shrewsbury was mentioned at the latest meeting of the RRTC as a possible candidate for the Transportation Enhancement Grants pertaining to the Brown Bridge rehabilitation.

 

                The Selectboard thanked Marina for not only representing the Town at the RRTC meetings but also briefing the Selectboard on her activities on the Council.

 

Road Commissioner's Report:

The Selectboard brought to the attention of the Road Commissioner a citizen's concern of old unstable trees along Shunpike road that are becoming a hazard.  The Road Commissioner indicated he would assess the situation on Shunpike Road.  Jamie indicated that he is not always aware of particular tree hazards in Town, but will address concerns if they are brought to his attention.  The Road Crew does not travel every mile of Town road every day. Mike indicated that this is a perpetual problem in Shrewsbury with a number of tree lined roads.  The Road Commissioner summarized an informal agreement with CVPS regarding tree hazards that are in proximity to power lines.  CVPS tree crews will remove the hazards with their expertise and equipment and the Shrewsbury Road Crew will do the clean up of the brush and road.  Jamie indicated that this agreement is a mutually advantageous situation.

 

The Road Commissioner reviewed the criteria for the Transportation Enhancement Grants and concurs with the utilization of the resources that were budgeted for anticipated repairs as the matching portion for any grant that might be awarded to the Town.  The Road Commissioner would support going forward with the Letter of Intent and will coordinate obtaining estimates later in support of the grant submission.  Mike will be contacting Brett Wright (Wright Construction), who has previously worked on the Brown Bridge for an assessment of work that might be needed to the runners and under structure per a recent AOT report received by the Town.

 

Disposition of the 1991 Ford L-9000 truck:

The Road Commissioner reported the status of the truck and that it has limited serviceability with the Road Crew.  He would like to sell the truck as part of the overall rotation protocol for Town vehicles.  Jamie indicated that he is aware of an individual who might be interested in purchasing a twenty (20) year old truck.  The estimated value is believed to be $5,000 - $8,000.

Steve moved and Bert seconded that the Road Commissioner be authorized to sell the 1991 Ford L-9000 truck to the interested party for a minimum of $7,000 as the first method.  If the price cannot be negotiated, then an "Open Bid" process will be utilized. Approved unanimously.

 

Paving Bids:

The Road Commissioner is in receipt of one sealed bid for anticipated Lincoln Hill and Northam Road summer paving projects.  Solicitations from other vendors are expected, particularly Whitcome.

 

Salt Shed:

Jamie reported that the Salt Shed roof is beginning to bow and will require some repair prior to filling with salt for the season.  Steve will contact Aaron Schnieder to assess and estimate repairs.

 

Equipment Purchase:

The Road Commissioner summarized that he has been utilizing his personal welder, wire and gas ($52.84 per month) for ongoing repairs and road projects for the past few years.  The Road Commissioner would like the Town to purchase the depreciated welder for $1,500 and take over the gas contract. Steve moved and Bert seconded that the Town purchase Jamie's welder and transfer  the gas rental agreement from Jamie's personal account to the Town.  Approved unanimously.

 

Clement Shelter Road Gate:

Mike briefed the Road Commissioner on the recent lock replacement for the Shelter Road Gate.  It has the same key, but different more substantive lock.  Mike also requested that the Road Commissioner attempt to straighten the post on the Shelter Gate, they appear to have been bent and loosened by vandals.

 

Shrewsbury / Clarendon Town Line:

                Mike summarized the issue pertaining to the dispute that Clayton Webster has with the Town of Shrewsbury pertaining to the location of the Shrewsbury / Clarendon Town Line and the impact it has on his property and how Mr. Webster is assessed for taxes.  Historically this particular issue dates back to 2000.  Mike referenced numerous documents; including Land Records, correspondence with the Clarendon and Shrewsbury Boards of Listers and minutes from past Selectboard and Board of Lister meetings.  This summarization was for the benefit of Selectboard members who were not serving at the time and need to be refreshed of some of the particulars that transpired.  Mr. Webster had planned to attend tonight's meeting with his attorney, but cancelled earlier in the day, indicating that he would reschedule for later next month.

                Mike indicated that he is confident that the evidentiary documentation would support the current procedure of Mr. Webster's property being taxed by both Shrewsbury (4.5 acres with dwelling) and Clarendon (1 acre).  Mike indicated that he would be giving Mr. Webster that same summarization in the near future with an apparent simple method of rectifying the situation be recording his Deed, which now resides explicitly in the Clarendon Town Records also in the Shrewsbury Land Records which only has an implicit recording by means of a Quit Claim Deed to his spouse.

 

Financial Statement:

                The Selectboard reviewed the Treasure's Report.  Over all indications are that expenses are in line with budget, except in a few categories, most notably in the area of Training and electrical usage at the Transfer Station.

 

Payroll Considerstion:

                An examination of the payroll records indicated that Dick Adams was overpaid for the last pay period by approximately 9 hours.  This discrepancy could not be readily verified because the Treasurer was not available to consult.  If it is the case that the Transfer Attendant was overpaid it will be corrected in the next pay period.

                This error appears to be compounded based on the methodology by which the Transfer Station Attendant submits his time.  The Selectboard will request from the Treasurer the procedures she utilizes for time submission to ascertain if any efficiencies can be determined.

 

Catering Request for Crisanver House:

Mike moved and Bert seconded the approval for a Catering Liquor License for a wedding on July 8th.  Approved unanimously.

 

Transfer Station:

                Steve reported that he inspected the Transfer Station prior to the Selectboard meeting this evening.  There continued to be non-compliant practices being utilized:  waste oil left in the open, non-recyclable material left in the open, bags of plastics stored in the bay rather than in the container, electronics being left on the scale negating it's utilization.  Bert presented photos he had taken of procedural violations.  After discussion it was determined that if these issues were not addressed by Tuesday morning, termination of Mr. Adam's employment would result.  During the intervening time Steve will contact David Rice and request his assistance in counseling Mr. Adams to be responsive to the Selectboard's evaluation of Mr. Adam's exceedingly negligent performance.

 

Energy Grant / Electrical:

                Jim Wetherby has completed the electrical component of the Energy Grant.  Mr. Whetherby has also completed electrical work at the Town Garage and Transfer Station.

Carl Harlow of Blemont was contacted in regard to service of the emergency generator.  He has not yet scheduled a time for that service.

 

Orders:

                Mike moved and Steve seconded that the Road Commissioner Order #5 of $3,382.70 and Selectboard  Order #5 $4,904.48 be approved.  Approved unanimously.

 

 

 

The meeting was duly adjourned at 10:33 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 21, 2010

 

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Mike Stewart, Selectman; Matt Danaher, 1st Constable; Sarah Schiermeyer, citizen; Mark Goodwin, Town Clerk

 

Call to Order:

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

 

Sarah Schiermeyer / Reappraisal:

                Ms. Schiermeyer brought to the Selectboard's attention her concern that because she wanted to grieve the assessment of her property, and that the statutory deadline was quickly drawing near, she was concerned that she would miss the window of opportunity to grieve.  She explained her difficulty in contacting the Board of Listers and her eventual action of sending a Return Receipt Letter outlining her concerns about the process.  Bert and Mike asked the Clerk to summarize the procedure that takes place in respect to assessment, The Grand List and grieving.  The Clerk explained about the lodging of the Grand List and that the process of making a grievance and the hearing process are posted and notified to the property owners when a change of assessment is made.  However, this year because of the Townwide Reappraisal, an extension has been granted to the usual statutory timeline.  Ms. Schiermeyer was assured that she will be notified as to what value her property was assessed at, when the data is complete, at which time she can decide what action to take in respect to the grievance process which is her right to do.

 

                Mike indicated that he would be making a notation on the Selectboard's copy of Ms. Schiermeyer's letter requesting that the Listers get back to her.

 

Constable:

                Matt Danaher addressed the Selectboard in regard to mandatory training that is required for Town Constables who are engaging in "law enforcement activity" per 20 V.S.A. 2358.  Constable Danaher requested that the Selectboard consider the level of reimbursement for mandatory training time and guidelines as to what level of response they are expecting from the Constable.

 

                Mike and Constable Danaher concur that the objective of having the Constable in supplementing law enforcement is to mostly have a "presence" in Town in regard to situations necessitating a constable.  The Selectboard iterated that they do not want the Constable running a radar gun, but to use "common sense" when enforcing regulations and ordinances. 

 

The consensus of the Selectboard is that if the Constable is going to respond to incidents within the Town, he needs to be effective in his approach and outcome.  To do that will require taking part in the mandatory training and being certified.

 

Matt outlined that roughly 90 hours of training will be required. That training will be complete sometime in the fall of this year.  He has discussed the training requirements with Peter Lajoie and that Peter understands the implications of not partaking of the mandatory training as far as his support role as 2nd Constable is concerned.  At this time it is not certain the Peter will actively pursue getting certified.

 

Mike brought up the need to add a line item to the budget for Constable expenses.  Currently there is no particular line item for the expenses anticipated to be expended.  The consensus was that the cost of training (approximately $1,500) could be absorbed in regular operating expenditures.

 

Mike moved and Bert seconded to approve Matt Danaher moving forward in getting certified as a Vermont Municipal Constable and that his compensation be commensurate with service provided.  Approved unanimously.  

 

                Steve made the request the Constable Danaher assume the Animal Control Office responsibility.  Matt indicated that he would be willing to take on that responsibility on an interim basis.

 

                Steve moved and Bert seconded to appoint Matt Danaher as Animal Control Officer for the remaining one year term which expires March 1, 2011.  Approved unanimously.

 

Minutes:

                Bert moved and Mike Seconded to accept the minutes of March 30th, 2010 and April 12th, 2010.   Discussion;  The legal counsel that the Collector of Delinquent Taxes will be retaining is Corsones & Corsones.  With noted corrections, the minutes were accepted.

 

Transfer Station:

Bert indicated that he was responsible for removing the Gaylord(s) of sorted metal and disposing it in the metal bin.  He misunderstood the "one week" evaluation period discussed on April 12th.  However Bert indicated that he felt it was a safety hazard and the metal Gaylords were impeding access to the florescent light storage in the rear of the bay.  Bert indicated that he had consulted with Mike Stewart prior to actually removing the sorted metal Gaylord, and Mike did not attempt to dissuade Mr. Potter.  Steve was uninformed about this particular situation. 

 

Steve indicated that the Selectboard was made aware of the glass crusher being operated while the Transfer Station was operating during regular hours with a number of townsfolk present.  This was contrary to stated procedure.

 

Bert reported he observed plastics that were not being stored in the plastics bin, but rather being stored in the bay of the baler.  In addition plastic was being deposited in bags in the plastics bin.  Both of these items are contrary to stated procedure.

 

Two (2) new TVs were observed outside the electronics container that did not appear to be properly weighed or stored.  Contrary to stated procedure.

 

A dresser, swing, soccer net and various other items, were observed being left outside along the fence, causing the attraction of other items being left.  This seemingly innocuous process exasperates the problem of the accumulation of mishandled material.   Contrary to stated procedure.

 

Both Steve and Bert could not locate the files containing operating manuals and Transfer Station Operating Certificate on premises.  Contrary to stated procedure.

Bert observed that CFLs being stored in a bucket under the glass shelf.  Contrary to stated procedure.

 

Bert indicated that he observed a 5 gallon bucket of some type of cleaner that had a "#8 CORROSIVE" sticker on it.  The material was left outside after closing of the Transfer Station.

 

Steve indicated that a warning letter will be sent to Dick Adams outlining the infractions observed and practices that are contrary to stated procedure, especially so soon after being brought to Mr. Adam's attention on April 12th, 2010.  In a discussion this evening with Mr. Adams, Steve reiterated to Dick that the Selectboard appreciates his work, but we (The Selectboard and the Transfer Station Attendant) need to work together to resolve operational discrepancies.  Both Mike and Bert commented that experience has demonstrated Mr. Adams has not been able to maintain consistency with agreed procedures over time.  Mike volunteered to draft a warning letter to Mr. Adams for delivery within the week. Steve indicated that he would be forwarding the approved April 12th, 2010 minutes to Mr. Adams. 

 

Appointments:

                Bert moved and Mike seconded that the Cynthia Mitchell be appointed to the Conservation Commission for a three year term.  Approved unanimously.

 

                Steve moved and Mike seconded that Bert Potter be appointed the SWAC Representative for a one year term from April 15, 2010 to April 2011.  Approved unanimously.

 

                Bert stated for the record that the Selectboard regrettably accepts Matt Walkers resignation as Animal Control Office.  Steve added that the Selectboard wishes his luck in his new endeavors.

 

20 Year Recognition:

                The Selectboard recognizes the Twenty Years plus of public service to the Town upon receipt of the Public Service Award from the Secretary of State.

 

Energy Grant / Electrical:

                Steve indicated that he has been in contact with Jim Wetherby in regard to scheduling residual contract electrical work at the Town Office for completion of the Energy Grant, emergency generator service and work at the Town Garage / Transfer Station.  The work should be done imminently.  For on-going service to the emergency generator Carl Harlow of Blemont was recommended by Mr. Wetherby.  Mike will call to inquire about scheduling service.

.

Roads:

                The yearly AOT Financial Plan was reviewed and approved. 

 

                Information regarding AOT Transportation Enhancements was received.  The anticipated Brown Bridge restoration and maintenance would appear to fall into qualified criteria for the grants.  Mike wants to solicit input from the Road Commissioner, in regard to any additional maintenance than what was already scheduled (decking & roof).

 

                Mike Moved and Bert seconded that the Town proceed with a Letter of Intent to the Vermont Department of Transportation that the Town will be submitting an application for a Transportation Enhancement Grant.

 

Policy and Procedures:

                The issue was tabled until next month.  Information supplied in advance by the Clerk was not looked over prior to the meeting due to pressing matters with the Transfer Station.

 

Orders:

                Bert moved and Mike seconded that the Road Commissioner Order #4A of $68,068.90 and Selectboard  Order #4A $19,099.25 be approved.  Approved unanimously.

 

 

 

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

April 12, 2010

Special Meeting

 

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman; Richard Adams, Transfer Station Attendant; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 6:00 PM.

 

Purpose of the Meeting & Opening Remarks:

                Steve outlined the purpose of the meeting, which was to get everyone on the "same page" relative to the operating procedures at the Transfer Station in order to be in and stay in compliance with the ANR Regulations for Operations.  Steve indicated that these procedures and the mandatory nature of them had been gone over previously with the Transfer Station Attendant, but Steve indicated that it was imperative that Dick be reminded of them so that it would be on the record (which Dick would receive a copy of) and it was clear as to what was expected of Dick by the Selectboard who are the supervisory authority and ultimately responsible for the operation of the Transfer Station.

 

                Steve indicated that this process of operation remediation was critical in so far as random inspections have occurred in the past and are expected to continue in the future.  Consequently, it is imperative that Mr. Adams be fully aware of the mandated rules and operational regulations that have been cited in the past for negligence and violation.

 

Protocol and Methodology of Meeting:

                Upon questioning Steve, Dick was given the methodology by which the meeting would operate.   It was Steve's inclination that the meeting was to be a "discussion ",  and that Dick would have time to explain and to ask questions regarding any  issues of contention concerning Transfer Station operating procedures.

 

Dick Adams:

Inspectors have not recently been at the Transfer Station to the best of his knowledge.

 

When he came back to work on Sunday (after taking time off due to illness), everything was in order from his perspective.

 

The Reading Room is being done by volunteers.  Dick stated that he has been "loosely" keeping track of the material going out of the Reading Room.  He estimates that it is roughly $30,000 that has been returned to the community.  This is based on a calculation of roughly $300 of material per day goes out of the Reading Room and it is open 100 days per year. ($300 x 100= $30,000).

 

Dick indicated that he was concerned about the "project".  Referring to the ongoing effort of recycling (or reusing/repairing) material moved through the Transfer Station.

 

Steve Spatz:

                Has a List of issues that require attention.  He did not have the list immediately available to hand out to Dick.  The Clerk would be providing minutes to Dick.

 

                Steve listed numerous problems and violations of mandated operating procedure in the recent past:

                Glass crusher has been left on during time when the Transfer Station was open to the public and has been left on unattended overnight.  Three separate documented instances where this has occurred.  This negligence has increased wear and tear on the machinery and has increased electrical usage.  It is also in violation of mandated procedure.

 

Dick Adams:

                Wanted to know what State statute Steve was referring to.

 

Steve Spatz:

                Steve indicated that it was immaterial as to the exact statute.  That the Selectboard has the responsibility and authority to set and maintain procedures at the Transfer Station, regardless of what Dick might consider a reasonable practice.

 

Dick Adams:

                Said he would comply, under protest.  Mr. Adams indicated that he would like to move on.

 

Steve Spatz:

                There is a problem with the way electronics are being handled.  Procedures have been established for the weighing and payment of electronics and their respective storage under cover prior to removal.

 

                The electronics box (Gaylord) was outside, it was brought to the attention of Dick and moved back inside, only to be moved outside again, clearly in violation of operating practice and regulation.  Just as recently as yesterday, a TV and microwave were left outside after regular operating hours because they were still there this evening. 

 

Consequently, the Selectboard are initiating a new procedure in order to make the practice of dropping off and paying for electronics easy for the community at large.  There will be an outlet installed by the baler in order to have access to the scale so that electronics can be weighed and stored in the same bay.

 

Mike Stewart:

                Brought to the attention of Mr. Adams the Town Balance Sheet, indicating the yearly expense of removing electronics and the yearly revenue obtained ($1,400 / $400).

 

 

Dick Adams:

                The monitor and microwave were there Sunday morning.

 

Bert  Potter:

                Why were they not moved inside?

 

Dick Adams:

                They were left when I closed a 4 o'clock, because that is when he closes and they were already there.

               

Dick indicated that he has a plan that he is working on, that he is hopeful will work.  It is difficult when there are fifteen (15) cars lined up and the baler and compactor are having problems to oversee exactly what is going on with the electronics.

 

                Dick indicated that he felt he was being "trampled on".  He stated that he is doing the best he can and will try to do better.  He has no method of "educating" the public.

 

Steve Spatz:

                Dick just needs to remedy the situation.

 

(The Clerk was called out by the Constable for a couple of minutes.  When the Clerk returned, the next item -florescent light bulbs and labeling was taken up.)

 

Mike Stewart:

                The florescent light bulb box is required to be labeled.

 

Dick Adams;

                The "inspector" who was there last said it was OK.

 

Steve Spatz:

                It is imperative that the procedure is clear to Dick.  This was an item that the Town was cited for being in violation.

 

Dick Adams:

                It is clear.  Continue.

 

Steve Spatz:

                We are in agreement that there is a lack of "under cover" space at the Transfer Station.  A fair portion of the second bay is taken up by the metal sorting operation.  Just recently 1 Gaylord was taken by the Road Commissioner, in a Town truck, for redemption.  The Town netted $7.40, hardly worth the expense involved.  There just doesn't seem to be a significant return on investment for the effort pertaining to metals.  Even though the price per ton for metal appears to be stable, much of the metal collected has to be sorted, taken apart or otherwise diminished in value by the labor necessary to sort and transport it.

Mike Stewart:

                Based on current commodity prices, space in the Transfer Station is just as valuable if not more valuable as the space needed for a metal sorting operation. 

 

Steve Spatz:

                For instance aluminum cans....

 

Dick Adams:

                The last Gaylord of aluminum netted $6.00, it consisted of a Gaylord and a pallet or 150 pounds of aluminum, which goes on the back tier of a Town truck.   It was added to the load of baled cardboard.  When the redemption of aluminum started was when we were trucking cardboard and the value was $100 - $120 per ton, the same as cardboard.

 

                The issue is to eliminate the handling problem.  When people come in it could be handled just the same as other product.

 

Steve Spatz:

                There will be no additions of space to the Transfer Station, the Town cannot afford to do that.  For three years Dick has complained about lack of space.  Dick will need to work with the space we have.

 

Bert Potter:

                Dick if you personally want the metal to redeem, it is yours to have.  Otherwise, we are going to deposit all metal in the metal bin and be done with it.  It doesn't cost the Town anything to have it hauled away.

 

                We need to have access to other areas of the Transfer Station, like the shelf where fluorescent bulbs are stored.

 

Dick Adams:

                How much was netted for the sorted metals.

 

Mike Stewart:

                Don't know precisely, but an educated guess can be extrapolated.  6 mos.  Storage net return equals $14.00, a 4 mo. Storage would be $21.00.  We cannot afford to put an addition on the Transfer Station, you will need to work with the space we have now.

 

Dick Adams:

                I had some metal separated, but it was dumped.  When metal prices were stable, we made pretty good price on metal.

 

                Paper is bringing a pretty good price, although metal prices are better on a per ton basis.  Request patience from the Selectboard, would agree something needs to be done.

 

Mike Stewart:

                The generation of tonnage for paper is a lot quicker than it is for metal.

 

Steve Spatz:

                Bottom line is that it needs to be removed from the inside space of the Transfer Station.  Any alternative that Dick might come up with, needs to be proposed to the Selectboard within the next week.  It can not take up the one to two Gaylord worth of space.

 

                Plastics;  A new system was developed, with consultation with Dick, for the containment of plastic.  Despite that effort, plastics were observed outside the fenced enclosure. 

 

A person was observed on a Friday, during non-operational hours, being escorted by Dick with a camera, at the Transfer Station.  Soon afterwards, two days, comments were made by Dick about a "safety/liability" situation in respect to the plastics and the container in which they were to be deposited.

 

Dick Adams:

                Considers it unsafe for the public and the Selectboard needs to accept liability.

 

Bert Potter:

                Are the plastics too heavy to lift into the container?

 

Dick Adams:

                What do I have to do to appeal to this board.....?  Bert took over the plastics and it is not in my hands.....

 

Mike Stewart:

                Just to be clear, did you (Dick) want the public to deposit the plastic into the container?

 

Dick Adams:

                Yes.  I have no education program.  The Selectboard censored my education program.  You want absolute control.

 

Steve Spatz:

                The plastics protocols does not call for the public to deposit the plastics in the container, it calls for the Transfer Station Attendant to place the plastics (on strings is OK, but not in bags) into the container.  We can not have the public placing five-gallon plastic buckets, oil containers and other contaminated material into the plastics container.  It would jeopardize the entire load.  That is why there needs to be control.

 

Dick Adams:

                I need some help.  I am just an old man trying to do the best job I can.

 

Steve Spatz:

                What is different?

 

Dick Adams:

                When do I have the time to put plastics into the container?

 

Bert Potter:

                Bob Perry didn't have a problem with the plastics and procedure that has to be followed.

 

Dick Adams:

                (Expletive) and got up to make a phone call.

 

Bert Potter:

                Are you going to follow the plastics procedure or not?

 

Dick Adams:

                (Unable to record)

 

Steve Spatz:

                It's hard to hear.

 

Dick Adams:

                This is not a discussion, it's a mandate.

 

Steve Spatz:

                Dick, the Selectboard acknowledges that you have done an excellent job at the Transfer Station in the past.

 

Dick Adams:

                And I get bit for it.

 

Steve Spatz:

                There are basic rules that need to be followed.

 

Mike Stewart:

                Are you (Dick) physically OK to do the job?

 

Dick Adams:

                Concerned about the steps up to the plastic container to support him.  Yes,  I am capable.

 

                To get beyond preconceived notions will take some time.

 

Mike Stewart:

                The things listed still need to get done.

 

Bert Potter:

                Do you have any questions Dick, are you clear about what was discussed?

 

Dick Adams:

                Thank you boss.

 

Bert Potter:

                 Yes Dick, the Selectboard is your boss, and you are an employee of the town.

 

 

Adjourned: 7:05 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 30, 2010

 

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Mark Goodwin, Town Clerk; Arriving Later: Irene Gordon, EM Coordinator; Members of the Public: John Davis, Penelope Wiess

 

Call to Order:

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

 

Minutes:

                Bert moved and Steve Seconded to accept the minutes of March 17th, 2010.   Discussion;  Under Collector of Delinquent Taxes, point of information; John Corsones is to be the contracted attorney for the Collector of Delinquent Taxes in Property Sales Proceedings.  Typographical error under Transfer Station; "glass crusher will still running" should be "was". Under Energy Grant; on 3/17/2010 the bid for electrical work had not been received.  There was a solicitation for an estimate to be submitted by the contractor to the Town.  With noted corrections, the minutes were accepted unanimously.

 

 

Transfer Station:

Mike indicted that he had received a call today from Dick Adams' daughter that Dick had taken ill and was at the hospital for observation.  Mike will be contacting the family in order to assure them that Mr. Adams need not concern himself with his responsibilities at the Transfer Station at this time. Mike will imparting to Mr. Adams that he should take the week off until such time that he is cleared by a physician to return to work. (Written authorization from a physician will be required prior to resumption of duties.)  Bert will arrange for appropriate substitutes while Dick is recuperating.

 

Steve indicated that he did have a list of issues which he wanted to personally go over with the Transfer Station Attendant, the issues were regarding Mr. Adams' compliance with operating procedures and performance.  Steve indicated that the discussion will be tabled until such time that Mr. Adams is fit to attend a Selectboard Meeting to be scheduled for April 12th, 2010.

 

Steve, for the benefit of the public present, summarized the series of events over the past three years affecting the Transfer Station and the time and significant resources expended in order to have the Transfer Station re-certified by VT ANR.  In particular Steve outlined processes and procedures that were mandated in order to maintain certification status.  These specific practices were gone over in detail with the Transfer Station Attendant.

 

Steve noted documented infractions of these outlined practices culminating in a Notice of Violation this past December.  Again, after considerable expenditure of time and resources, the violations were remediated.  Steve indicated that just recently he personally observed negligence by the Transfer Station Attendant in maintaining the documented practices, in particular; plastics not undercover, electronics exposed to the elements, the glass crusher left running unattended and continued questionable prioritization of the limited room undercover at the Transfer Station.  Steve made it clear that the performance demonstrated by Mr. Adams requires significant improvement. In addition, a resolution of just who was being escorted around the Transfer Station by Mr. Adams outside of regular hours and without previous authorization.

 

Comment from the public included an appreciation for the understanding of the challenges confronted by the Selectboard in managing the benefits to the Town and cost liabilities inherent in the running of the Transfer Station.

 

Emergency Management:

                Irene Gordon briefed the Selectboard on her efforts to date.  They included, recruiting a co-coordinator, reviewing and outlining needed changes in the Basic Emergency Operations Plan (BEOP), beginning of a plan to make an inventory of Town owned as well as private equipment that might be utilized in an emergency, discarding outdated plans and manuals, creation of an e-mail list to contact / communicate with Townspeople and meet with the new Constable.

 

                The Emergency Management Coordinator also outlined a "wish list" for items that she indicated that would assist her in the performance of her duties.  These items include, snow-shoes in order to maintain the emergency shelter generator during heavy snow-storms, Flash drives for the manuals and other documentation to be produced by the EM Coordinator, a couple of pair of Haz-Mat gloves for unforeseen emergencies, and the dredging of Gordon's Pond in order to provide adequate water supply for the School and Town property adjacent to Mt. School Road.

 

                Mike indicated that he has a pair of snow shoes he can donate.  Bert will look into sourcing Haz-Mat gloves so that they can be purchased.  In respect to the dredging of Gordon's Pond, Mike said he would speak to SVFD to see if a grant might be possible for that expense.

 

                The Selectboard thanked Irene for her determined efforts in initiating the bringing of Shrewsbury's Emergency Management office to the level of excellence that it had previously been acknowledged for.

 

Appointments:

                Bert moved and Mike seconded to appoint the following:

  • Mark Goodwin - Rutland Regional Planning Commission for one year
  • David Rice - Rutland Regional Planning Commission / Alternate for one year
  • Rich Biziak - Conservation Commission for a three year term

Approved unanimously

                Bert moved and Steve seconded to appoint:

  • Herbert Carrara - Emergency Management Co-Coordinator

                Approved unanimously

               

               

Energy Grant / Electrical Phase:

The Town received a response from Jim Wetherby for finishing the electrical phase of the Energy Grant.  His estimate was $2,999 which included: lights in the School/Shelter side of the Town Office, ballast replacement on the Town office side and outlets for the new water heater. This estimate is within the $50 of the already approved scope of work

 

In addition Mr. Wetherby will be asked to do a service inspection of the Town Office emergency generator, re-working the breakers for the generator.

 

Bert moved to accept the estimate, Mike seconded.  Approved unanimously

 

Town Garage:

                Jamie requested that the outlet for the welder be rewired to handle the welder's voltage, and that the current outlets be used a bench outlets.  This will require installing new conduit.  The estimate for this work was $1,055 not to exceed $1,200.

 

                Additional work was discussed for the Transfer Station:  running a wire from a current outlet behind the baler to the post near the current plastic sorting station in order to plug in the electronics scale, lighting for the metal container and replacing the obsolete exterior lighting fixture.

 

                Mike moved to proceed with the electrical maintenance work, Bert seconded.  Approved unanimously.

 

                Upon inquiry of the Road Commissioner in respect to the Heating Budget line item, which appeared to be missing for 2010, after examination, it was ascertained that it was included under the "utilities" line.

 

Orders:

                Mike moved that Select Board Orders # 3B of March 30, 2010 for $12,053.26  and Road Commissioner's Orders # 3B of March 30, 2010 for $9,546.58 be approved.  Bert seconded.  Approved unanimously.

 

Special:

                The Shrewsbury Selectboard extends its' condolences to the Mark Skakel family upon his recent and unexpected passing. Mike moved and Bert seconded to donate $100 from the Town Event budget to the Mark Skakel Forestry Scholarship.  Approved unanimously.

 

 

 

The meeting was duly adjourned at 9:25 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 17, 2010

 

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Mark Goodwin, Town Clerk; Arriving Later: Randy Page, Collector of Delinquent Taxes

 

Call to Order:

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

 

Minutes:

                Bert moved and Steve Seconded to accept the minutes of March 3rd, 2010.   Discussion; Corrections noted under Road Commissioner -  it was Bert who brought to the attention of the Road Commissioner the complaint of Roger Loomis.  With corrections, minutes approved unanimously.

 

Excess Weight Permits:

The following applications were made for Excess Weight Permits:

  • Feed Commodities International
  • Lawrence White / White Construction
  • Camp Precast Concrete
  • Markowski Excavating
  • JP Carrara & Sons

All had submitted appropriate fees and insurance documentation.  Bert Moved and Steve seconded to approve the applications.  Approved unanimously.

 

 

Appointments:

                Bert moved and Steve seconded to appoint the following:

  • George Richards - Weigher of Coal for a one year term
  • Laura Black - Planning Commission for a three year term
  • Eldred French - Inspector of Lumber, Shingles and Wood for a one year term
  • Eldred French - Tree Warden for a one year term
  • Randy Page - Fence Viewer for a one year term

                Approved unanimously

               

                Selectboard members are still contacting incumbents and other known interested individuals throughout Town inquiring as to their willingness to serve the Town as an appointed official.

 

 

 

 

 

 

 

Executive Session:

                Steve moved and Bert seconded to enter into Executive Session to discuss personnel issues at 7:31 PM.

 

                Emerged from Executive Session at 7:40 PM

 

Transfer Station:

                Steve reported that he observed plastics outside the enclosure on a recent visit to the Transfer Station which was contrary to Transfer Station operating procedure.  Steve also reported that he reminded and informed the Transfer Station Attendant (Dick Adams), of the appropriate and documented practices for plastics.

 

                Steve reported also that the electronics Gaylord was not under cover.  Steve reported an ensuing conversation he had with Mr. Adams in regard to room and maneuverability in those parts of the Transfer Station which were under cover.  Steve stated that he explained to Mr. Adams that the square footage that the metal sorting activity was taking up could be better utilized in so far as the value of the metal being sorted was of a diminishing nature.  Steve indicated that Mr. Adams was resistant to that idea and reluctant to make any changes to current processes he (Mr. Adams) has initiated.

 

                Steve reported that the glass crusher will still running on Monday morning.  This is the third time since recertification that the glass crusher has been left on from the previous days' activities at the Transfer Station.

 

                Steve indicated that the aggregate deficiencies of attention by the Transfer Station Attendant to agreed upon Certified  Processes & Procedures, outlined by VT ANR and SWAC,  put the Transfer Station at risk of another violation by the State Inspectors.  It is imperative that remediation of practices by the Transfer Station Attendant be implemented immediately.

 

Collector of Delinquent Taxes:

Randy page requested that the Selectboard approve the contracting with an attorney in order to proceed with three (3) individual Tax Sales of residential property that are in arrears for 2008 and 2009 taxes.  The accompanying attorney fees would not be a cost to the Town in so far as the settlements in any Tax Sale proceedings would cover the 15% attorney fee.

 

Bert moved to approve the request of the Collector of Delinquent Taxes to retain an attorney for the purpose of initiating Tax Sale Proceedings against:  Clayton Webster, Karen Webster and Mark Detko, Steve seconded. Approved unanimously

 

Policy Initiative and Review:

                Discussion commenced on the Selectboard Policy initiative.  The purpose of which is to examine and develop policies were needed in the areas of Personnel, Procurement and Official Conduct to name a few.  These discussions will be on a regular basis throughout the course of the year at the second Selectboard meeting of the month. 

 

                A wide range of exchange took place among the members of the Selectboard present.  Areas touched upon: compensation, attendance at meetings for appointed officials, vacation time and how accumulated, personal time off, distinguishing between an employee and appointed and/or elected official.

 

                The Clerk will research what is available from a template / model perspective from VLCT and see if recommendations of that organization can be overlaid onto the intent of the Selectboard in regard to developing policies.

 

Town Garage:

                Jim Wetherby completed putting all the garage bay doors on the emergency generator circuit so that all the bay doors can be opened and shut during a power outage.  Mr. Wetherby has also submitted a bid to complete the electrical component of the Weatherization Grant at the same cost as the original bid.

 

Weatherization Grant:

                  Invoices from the Treasurer have been received and the Clerk will commence work on submitting a Form 430 in order to be reimbursed for expenditures already outlaid.

 

Orders:

                Bert moved that Select Board Orders # 3A of March 17, 2010 for $5,531.11  and Road Commissioner's Orders # 3A of March 17, 2010 for $12,735.31 be approved.  Steve seconded.  Approved unanimously.. 

 

 

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

March 3, 2010

 

 

Present at Meeting:

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

 

Call to Order:

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

 

Minutes:

                Mike moved and Bert Seconded to accept the minutes of February 3rd, 2010.   Discussion; Corrections noted to the spelling of names; Weatherby - should be Wetherby and Riddlon - should be Ridlon.  With corrections, minutes approved unanimously.

 

Organizational Meeting:

Newspaper

Mike moved that for 2010 that the Rutland Herald be the newspaper of record.  Bert seconded.  No discussion.  Approved unanimously.

 

                Posting Locations

                Mike moved that for 2010 the official posting locations other than the Clerks' Office (Town Office) will be: Post Office / Over Easy's and Pierce's Store.  Bert seconded.  No discussion.  Approved unanimously.

 

                Selectboard Meetings

                There will be no change in the time and place of the regular Selectboard meetings.  1st & 3rd Wednesdays of the month at the Town Office.  9823 Cold River Rd.

 

                Chairperson

                Steve Spatz was sworn in as a Selectman for a new three year term. 

Bert moved and Mike seconded that Steve Spatz remain as Chair of the Selectboard.  Discussion:  Individual acclamations were made by both Bert and Mike as to the terrific job Steve has done as Chair over the past year.  Approved Unanimously.

 

 

Road Commissioner

                Bert moved and Steve seconded to Appoint James Carrara as Road Commissioner for 2010.  No discussion.  Approved unanimously.

 

                Jamie inquired as to the number of signs required and the respective placement for the newly effective Traffic Ordinance.  Steve recalled that it was determined that eleven (11) signs were needed to fulfill the requirements of "as appropriate" as stated in the recommendations of VT Local Road and Regional Planning Commission (see Selectboad Minutes of 11/4/09 & 12/16/09).  Jamie will contact Rutland Regional Planning Commission to ascertain any other particular requirements.

 

                Jamie outlined for the Selectboard his strategy for doing major repairs along sections of the Cold River Road.  Repairs are necessary to try to elevate the worsening frost heave problems occurring along the road from approximately Pitt's northwest to Black's.  Consequently, it is a part of his strategy not to apply for a Road Grant from the State this year, in so far as we have been awarded grants for consecutive years.  It is anticipated that if the Town were to forgo this year we would possibly be awarded a higher percentage in the year afterward.  Jamie announced that during the upcoming year he will be focusing efforts on making sure that the Town is meeting all the requisite AOT criteria in order to be in compliance for Grant applications thus being eligible for the highest allowable award.

 

Discussion ensued regarding the recent snow snowstorm and the difficulty in dealing with the exceptionally heavy wet snow.  There was acknowledgement of the number of hours the Road Crew logged because of the need to merely keep up with the task of removing the snow from the roads.

Steve brought to the attention of the Road Commissioner comments from Roger Loomis on Wilderness Road, who indicated that there was a water problem in his area of Wilderness Rd.  Jamie indicated that there were issues with a culvert and how it handles the runoff resulting from ruts formed by four-wheelers in the area.  Steve also shared a letter he received from the Goulds of Russellville Rd. commenting as to how in past years the snow plow would "lift the plow" when it passed their driveway.  The Road Commissioner indicated that there has been no change in practice or plowman assignments from years past.  It is possible that the Goulds' perception was altered because of the amount and difficulty of pushing the last snow.

 

Jamie indicated that as a possible result of the storm and the power outage that followed was that the sensor light on the septic system might be faulting.  He will keep an eye on it.  Steve indicated that he will mention the electrical problem to Jim Wetherby when he speaks to him regarding the electrical work at the Town Office.

 

Appointments:

                Bert Moved and Steve seconded to appoint Irene Gordon, Emergency Management Coordinator for 2010  Discussion; Mike and Steve indicated that Irene has done a competent and thorough job in this capacity in the past.  Approved unanimously.

 

                Bert Moved and Steve seconded to appoint Mark Goodwin, Planning Commissioner for a three year term beginning in 2010  No discussion.  Approved unanimously.

 

Bert Moved and Mike seconded to appoint Gerry Martin, Rutland Regional Ambulance Service Representative for 2010  No discussion.  Approved unanimously.

 

Bert Moved and Steve seconded to appoint Mike Stewart, Fence Viewer for 2010  No discussion.  Approved unanimously.

 

Mike Moved and Steve seconded to appoint Bert Potter, Fence Viewer for 2010  No discussion.  Approved unanimously.

 

Mike Moved and Steve seconded to appoint Marina Potter, Rutland Regional Transportation Council Representative for 2010  Discussion; Mike requested that Marina come to a Selectboard meeting sometime in the May - June timeframe to give a report to the Selectboard.  Approved unanimously.

 

Mike Moved and Steve seconded to appoint Mark Goodwin, Services Officer for 2010  Discussion, it was stated that it made sense for Mark to serve in this capacity as he had input from citizens inquiring at the Town Clerk's Office and because of the move by the State to utilize the 211 System more now that Human Services will be experiencing cut backs.  Approved unanimously.

 

Mike Moved and Bert  seconded to appoint Steve Spatz as Development Review Board Alternate for a three year term.  No discussion.  Approved unanimously.

 

Mike Moved and Bert  seconded to appoint Steve Spatz as Energy Coordinator for a three year term.  No discussion.  Approved unanimously.

 

Mike Moved and Bert  seconded to appoint Matthew Walker as Animal Control Officer for 2010.  Discussion: It was acknowledged that the Clerk had received an e-mail from Mr. Walker regarding his recent acceptance to a school program out of the area, consequently he notified the Town of his intention to resign as ACO in about two months time.  Mike will solicit one or two possible candidates.  Approved unanimously.

 

The remainder of the 2010 Appointment list was divided amongst the Selectboard members  in order to inquire of incumbents if they would be willing to continue serving the positions for another term.

 

Auditors Question Results:

The results from the Town Meeting questioner were reviewed.  No particular action was taken at this time.  How the "Service" Articles will be impacting the make-up of the budget will be kept in mind as the fiscal year unfolds and the Selectboard reviews expenditures.  The stated first priority will be to ensure that the Treasurer's report is accurate based on questions that arose during the Informational Meeting of March 1st.  The Selectboard will be starting with a summary explanation be provided by the Treasurer.

 

 

Orders:

                Mike moved that Select Board Orders # 3 of March 3, 2010 for $32,211.00  and Road Commissioner's Orders # 3 of March 3, 2010 for $4958.48 be approved.  Steve seconded.  Approved unanimously.. 

 

 

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 17, 2010

 

 

Present at Meeting:

                Steve Spatz, Selectman; Bert Potter, Selectman; Mike Stewart, Selectman; Linda McGuire, Treasurer; Mark Goodwin, Town Clerk; Arriving Later: Jonathan Gibson, Auditor; Betsy Jesser, Lister; Sharon Winnicki, Citizen

 

Call to Order:

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

 

Minutes:

                Mike moved and Bert Seconded to accept the minutes of February 3rd, 2010.   No discussion.  Minutes approved unanimously.

 

Old Business:

Transfer Station

Cooper Fence completed construction of Transfer Station enclosure.  There have been a number of unsolicited Towns people comments, to the Transfer Station Attendant, on how nice the Transfer station appears now.

 

The Selectboard thanks Jim Weatherby for his recommendation and installation of a new outdoor lighting fixture at the Transfer Station after it was determined that replacement bulbs would no longer be available for the previous fixture.

 

Training with SWAC representatives, Transfer Station Attendant and Selectmen is scheduled for Friday February 19th at 1 PM.

 

Timothy Bartlett (Mid-State Appliance) will be contacted for future Freon removal per recommendation of SWAC.  It is anticipated that it will be as a "on-call" basis and the protocol will be reviewed with the Transfer Station Attendant on Friday the 19th.

 

Climate Change Grant

                Electrical work still needs to be accomplished.  Steve will be contacting Jim Weatherby, to solicit interest in the "Lighting Phase" of the Grant, in so far as the previous scheduled contractor (Visi Electric) has not returned phone calls.  In addition there is a requirement to add electrical service to the pump component of the newly installed On Demand Water Heater.

 

Emergency / BEOP

                Mike has reviewed the requirements for the BEOP (Basic Emergency Operations Plan), which appear to need updates for named personnel. 

Based on the continuing requirements of Emergency Operations from the perspective of Emergency readiness and eligibility of grants to enhance infrastructure in Town, Mike stated it would be best to appoint an individual who would be willing to devote the requisite attention to the position.  Further, based on verbal indications from Irene Gordon, who has done a terrific and outstanding job in the past, that she would be willing to serve again in the capacity of Emergency Management Coordinator, the Selectboard should seriously consider appointing here to that position.  Steve indicated that he will be contacting Irene to get a sense of her willingness to serve.  It would make the most sense to make the appointment commencement with the Organizational Meeting of March 3rd, 2010.

 

Weight Permit:

                Bert Moved and mike seconded to approve an Excess Weight Permit for Barrett Trucking of Burlington, VT.  No discussion.  Approved unanimously.

 

Auditors Question:

Jonathan presented a "questionnaire" that would be available both at the Informational Meeting and during voting on March 2nd, 2010, soliciting sentiments from Townspeople in respect to the Service Organizations that appear annually on the Town Meeting Ballot.  The intention is to gauge opinion as to the methodology by which the Town incorporates these organizations into the voting (ballot) process as well as the Annual Town Report in respect to the length of each individual report.  The questionnaire will be handled similar to the Doyle Poll.  The questionnaire will be made available and have a place to be deposited upon at the Information Meeting and during the exiting of the polls.

 

Bert indicated that he would like to see the issue of process and procedure of these items being included on the Warning / Ballot be addressed during the Policies and Procedures discussions.

 

Appointments:

                Mike moved and Bert seconded to accept with regrets the resignation of Kim Riddlon from the Board of Listers, and to thank her for her service to the Town. No discussion.  Approved unanimously.

 

                Sharon Winnicki presented herself as a candidate to be appointed as Lister, to fill the vacancy left by Kim Ridlon.  Betsy Jessser, Chair of the Board of Listers indicated that there was State funds available for training and that there is monies in the Town Budget to be utilized for training.  It was indicated that it was critical that the position be filled in so far as the upcoming release of the Town wide Reappraisal data will demand an inordinate amount of time by the remaining two Listers.

 

                Bet moved and Mike seconded to appoint Sharon Winnicki as Lister effective immediately with a term expiring in March, 2011, fulfilling the term occupied by Kim Ridlon.  Discussion: Pay would start at $13.00 per hour.  Approved unanimously.

 

                A list of individuals interested in serving as appointed officials is being generated in order to act upon at the March 3rd Organizational Meeting.

 

 

Orders:

                Bert moved that Select Board Orders # 2A of February 17, 2010 for $7,857.39 and Road Commissioner's Orders # 2A of February 17, 2010 for $6,633.37 be approved.  Mike seconded.  Approved unanimously.. 

 

 

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

February 3, 2010

 

 

Present at Meeting:

                Bert Potter, Selectman; Mike Stewart, Selectman; Members of the Public, George Richards and Leonard Korzun; Mark Goodwin, Town Clerk

 

Call to Order:

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

 

Minutes:

                Bert moved and Mike Seconded to accept the minutes of January 20th, 2010.  Discussion; Typographical error under Budget Planning & Review, 2020 should read 2010.  Under Transfer Station, Bert questioned his name being associated with the Selectboard member responsible for coordinating with SWAC for training of the Transfer Station Attendant.  It was clarified that Steve was following up on some of the ongoing remediation issues, like training and Freon handling, but all the Selectmen would be participating in best practices and procedures training at the Transfer Station with SWAC designated trainers in the near future.  Minutes approved unanimously.

 

                Mike moved and Bert seconded to approve the minutes of the Special Selectboard Meeting of January 29th, 2010.  No discussion.  Minutes approved unanimously.

 

Salary Worksheet:

Mike moved and Bert seconded to approve the 2010 Town Officers Salary Worksheet and lodge the information with the Town Treasurer and Town Auditors.  No Discussion.  Approved unanimously.

 

Transfer Station:

                Mike reported that Cooper Fence Co. is being contacted tomorrow regarding their estimated completion date for the parameter enclosure fence.  Jamie has been directed to continue and complete the removal of any ancillary material such as pallets and storm windows within the parameter enclosure.

 

                The anticipated Training by the SWAC designated trainers of the Transfer Station Attendant and Selectboard members is being tentatively set for an afternoon of the week of February 15th - 19th.

 

Town Policies and Procedures:

Discussion listing some of the possible Policies and Procedures that need either review or implementation were enumerated:

  • Transfer Station
  • Animal Control: Officer and Registration
  • Personnel Policies for Town Officers and Employees

 

The consensus is that Policies and Procedures do need to be reviewed.  The Selectboard recognizes that the task can and probably will be very time consuming for an extended period of time until complete, but at the same time the Selectboard can ill afford to focus on this one particular issue to the detriment of other vital Town business.  Consequently, some amount of time will be set aside at the second Selectboard Meeting of every month, starting March 17th, 2010, to work on reviewing Town Policies.  The suggestion was made and generally agreed to, that the Selectboard will start with the Personnel Policies for both Town Officers and Employees in the hope that by examining those particular policies, inherent issues of other related concerns i.e. dereliction of duties, conflict of interest, attendance at meetings, etc., will become more apparent and focused in order to be acted upon by the Selectboard.

 

Ancient Roads:

                Leonard Korzun and George Richards presented material to the Selectboard regarding the House Bill 334 pertaining to the status of Ancient Roads in the State of Vermont.

 

                Of particular concern to Mr. Korzun was the Selectboard's position visa via the status of Class 4 Roads throughout the Town and did they appreciate the historical context by which commerce, especially agricultural, still is carried out by way of Class 4 Roads.

 

                Upon completion of Mr. Korzun's presentation, he was assured that the current Selectboard's policy is not to "Throw Up" any Class 4 Road within Shrewsbury unless by due process, which includes Public Hearings, it is determined that by "Throwing Up" a Class 4 Road, it will a benefit to the Town.

 

                In conjunction with the issue of Ancient Roads, Mr. Richards requested that the Selectboard inquire into the feasibility of reconfiguring the terminus of Smith Lane so that the current equipment doing the maintenance and winter plowing would have more maneuverability.

 

                The Selectboard reiterated the current policy of not having the Town incur any additional expense of upgrading or maintaining, beyond what is currently done, in the upkeep of Class 4 Roads.

 

                The Selectboard thanked Mr. Korzun and Mr. Richards  for their time and concern regarding the Town's Ancient Roads and bringing their insight as to the significance of history into shaping current proceedings of the Town.

 

Orders:

                Mike moved that Select Board Orders # 2 of February 3, 2010 for $4,747.95 and Road Commissioner's Orders # 2 of February 3, 2010 for $14,076.80 be approved.  Bert seconded.  Approved unanimously.. 

 

 

The meeting was duly adjourned at 9:25 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

Special Meeting

January 29, 2010

 

 

Present at Meeting:

                Bert Potter, Selectman; Steve Spatz, Selectman; Mike Stewart, Selectman; Rich Biziak, Town Auditor

 

Call to Order:

The meeting was called to order at 6:10 PM.

 

2010 Annual Meeting Warning and Budget:

Steve Spatz made the motion to approve the 2010 Annual Meeting Warning and the 2010 Budget.  Seconded by Mike Stewart.  The "Sign Date" was changed to the 29th of January and initialed by the Selectmen.  Motion passed unanimously.

 

 

The meeting was duly adjourned at 6:18 PM

 

Bert Potter, Selectman

1/29/2010

 

 

 

 

 

 

 

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



 

Minutes of Selectboard Meeting

January 20th, 2010

 

 

Present at Meeting:

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

 

Call to Order:

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

 

Minutes:

                Mike moved and Steve Seconded to accept the minutes of January 6th, 2010.  Discussion; Correction under Transfer Station: Notice of Alleged Violation was received December 31st, 2009 not January 31st, 2009 and typographical error "hoper" should be "hopper".  Minutes approved unanimously.

 

Liquor License:

Mike moved and Bert seconded to approve the renewal for 2010 of the Liquor and Tobacco License for the Shrewsbury Cooperative at Pierce's Store.  No Discussion.  Approved unanimously.

 

Transfer Station:

                Steve reported on actions taken in response to the Notice of Alleged Violations received from ANR on 12/31/2009:

 

  • Fence construction is underway, although there have been minor delays due to inclement weather, it is expected that the project will be completed by the end of the week.
  • The Selectboard spoke with the Transfer Station Attendant on Monday January 11th, while making a coordinated on-site inspection of the Transfer Station. Operational procedures as well as ANR standards and protocols were reviewed with the Transfer Station Attendant, particularly those enumerated in the Notice of Alleged Violation. Supplies, suggestions and encouragement were offered to the Transfer Station Attendant so that the deficiencies could be addressed and procedures brought into compliance. The Transfer Station Attendant acknowledged the requirements for remedial actions. A follow up written summary was subsequently delivered to the Transfer Station Attendant electronically.
  • Steve responded formally to the requirement from ANR regarding how the Town is addressing the items enumerated in the Notice of Alleged Violations.

 

Bert will be contacting SWAC in regard to scheduling a "trainer" to come to Shrewsbury to advise the Transfer Station Attendant on any deficiencies in standard best practices. This also includes clarification on the procedures for handling appliance containing or suspected of containing Freon.

 

VT Community Climate Change Grant:

Steve reported the "weatherization phase" of the project has been completed.  With additional work accomplished that was outside both the Grants' scope of work and the contractors' documented quote.  This benefit was completed at no additional charge to the Town.

 

On-demand water system and lighting aspects of the Grant still need to be completed.

 

Budget Planning & Review

                The Selectboard reviewed and took action on both the Revenue and Expense line items of the preliminary budget.

 

                After review, it was determined that the hourly rate for the Town Clerk will be increased to $16.00.

 

                There are still some outstanding items that require attention, such as "carry-over", anticipated Property Tax Revenue and Listers' anticipated expenses prior to completing the budget process for submission to the Annual Report and Town Warning.  It is anticipated that these items will be addressed at a Special Warned Meeting on January 25th, 2010 of the Selectboard.

 

                The Selectboard did review the list of entities soliciting funding in 2010 to be placed on the Town Warning.  Bert moved and Mike seconded, that the list of requestors of funding be approved for inclusion in the 2010 Town Warning.  Discussion:  It was noted that the list is comprised of entities that have all been on the warning in the previous year and have complied with the request by the Auditors for written material to be included on the Town Report.  Approved unanimously.

 

Listers Salary

                Bert moved and Steve seconded that Lister Kim Riddlon's hourly rate be increased to $15.00 per hour.  Approved unanimously.

 

Orders:

                Mike moved that Select Board Orders # 1A of January 20, 2010 for $17,743.00 and Road Commissioner's Orders # 1A of January 20, 2010 for $3.654.12 be approved.  Bert seconded.  Approved unanimously.. 

 

 

The meeting was duly adjourned at 10:40PM

 

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

January 6th, 2010

 

 

Present at Meeting:

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

 

Call to Order:

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

 

Minutes:

                Steve moved and Bert Seconded to accept the minutes of December 16th, 2009.  No discussion.  Minutes approved unanimously.

 

Old Business:

  • Steve inquired of the Road Commissioner as to the status of the Road Crew member who had been out on medical leave, and if he had returned to work with approval by a physician. Jamie indicated that although the employee had not presented a physicians' note, he appears to dispatching his job responsibilities with no adverse affects.

 

  • Jamie was asked if he could calculate the "cost per mile" as a benchmark to determine how the Road budget is being utilized. Jamie indicated that there would be a number of variables, such as; season, type of surface, and grade. He was asked to look into how best to determine the baseline after the winter plowing season was finished.

 

  • Because of schedule, and additional working budget meeting will need to be Warned and convened for Monday, January 11, 2010 at 6:00 PM at the Town Office.

 

  • Jamie has worked with the Town Treasure to allocate the Sand & Gravel expenses to the proper accounts. These expense line items now appear to be rectified.

 

Road Commissioner's Report:

Jamie presented the status of previously purchased cab/chassis.  He will be making a physical inspection on Monday at the vendors' in preparation to having the truck outfitted per the Town's specifications.  He indicated that he would like to hand carry the check payment for the previously approved expenditure.

 

The Road Commissioner requested that the proceeds from the VT State Dept of Forest & Parks contract (maintenance of the CCC Road) and sale of disposed equipment, be accounted for in the Road Equipment Sinking Fund.  Jamie indicated that this would offset expenses associated with newly obtained equipment and would assist him in maintaining the "Roads" budget.

 

Mike moved and Bert Seconded that FY 2009 proceeds from the VT State F&P contract and proceeds from the sale of the Ford 4x4 Truck be placed in the Road Equipment Sinking Fund.  Unanimously approved.  

 

The annual DOT Road Mileage Certification was reviewed with the Road Commissioner.  No substantial changes in the past year.  The Certificate was signed off by the Selectboard.

 

Transfer Station:

                The Town received a "Notice of Alleged Violation" from the Agency of Natural Resources on Thursday January 31st, 2009 as a result of an inspection of the Transfer Station Operations on December 23, 2009.  A total of six (6) violations were enumerated.  The violations ranged from procedural aspects of current Transfer Station practices; unlocked gates, material left in the hoper, material not stored or labeled properly, prohibited material, lack of fence.

 

Steve reported that Cooper Fence finally received deposit check and been able to order the material that will be used in the parameter fence.  The Selectboard will be meeting with the Transfer Station Attendant on Monday Jan 11, 2010 at 5:30 PM in order to reiterate the Operational Protocols that must be adhered to in the responsible operation of the Transfer Station as well as reiteration of the position job description that references the operational procedures for the Transfer Station.  The Selectboard indicated that it is imperative that the Transfer Station Attendant follow the certified procedures outlined by ANR, otherwise the Town will be in jeopardy of being fined and Operation Certificate voided which would necessitate the closing of the Transfer Station.

 

Appointments:

                Bert moved and Steve seconded that Connie Youngstrom be appointed to the Conservation Commission for a two (2) year term to fill one of the numerous vacancies presently on the commission.  Unanimously approved. 

 

                The Selectboard administratively dispatched the Town's recording of the appointment of the Town Health Officer; Irene Gordon for a term commencing on August 8, 2008 and expiring July 31st, 2011.  The Clerk had records of the State Certificate but not the Towns', except that the State Certificate references the Selectboard approval.  The Towns' form was signed off by the Selectboard.

 

Budget Planning & Review

                The Treasurer and Clerk presented their respective budget requirements for upcoming year. 

 

                The Selectboard had questions regarding the dramatic increase in VLCT Workman's Compensation expenses for the year.  Linda indicated that it was because of an under estimation last year, that now has been brought in line with actual audits by VLCT.

 

                Salaries for both Offices are expected to stay flat for the upcoming year. 

 

                There was discussion regarding supplies and how to track particular expenses.  A Computer / Software line item will be added in order to understand actual expenses for electronics and their associated maintenance and supplies.

 

Orders:

                Bert moved that Select Board Orders # 1 of January 6, 2010 for $7,550.07 and Road Commissioner's Orders # 1 of January 6, 2010 for $93,084.11 be approved.  Mike  seconded.   Unanimously approved. 

 

 

The meeting was duly adjourned at 10:15PM

 

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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