Town of Shrewsbury

Selectboard Meeting Minutes 


Minutes of Selectboard Meeting

March 21st, 2012 

Present at Meeting:

John Wood, Selectman; Bert Potter, Selectman; Jamie Carrara, Road Commissioner: Steven Nicholson and Hull Maynard, Members of the Public; Mark Goodwin, Clerk

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Approval of Agenda:

Bert moved to approve the agenda, Woody seconded.  No discussion.  Approved unanimously.

               

Organizational:

                Chairperson

It was noted that this was the second meeting after Town Meeting and that a full complement of Selectboard members were not present.  Consequently, the selection of the Chair will be deferred until the next meeting, with Bert Potter still assuming the responsibility as Acting-Chair.

 

Road Commissioner's Report:

                Jamie presented the Selectboard with the Annual 2012 AOT Financial Plan for approval.  Jamie noted that the plan is not adjusted for Tropical Storm Irene flood work, per the direction of AOT.

 

                Bert moved and Woody seconded to approve the 2012 Annual Shrewsbury AOT District 3 Financial Plan of $438, 765Approved unanimously

 

FEMA Update:

                The Road Commissioner reported that he had been informed by FEMA that the slide on the Brown Bridge approach road would be ineligible for reimbursement.  Otter Creek Engineering, as the Town's engineering consultant for TSI / FEMA matters, formulated an appeal letter to approved and forwarded to the attention of Alec Portalupi, VT-AOT.  The appropriate signatures were obtained and the appeal was sent.

 

                The Road Commissioner reported that Brown Bridge approach road has, with the current thawing, migrated closer to the river.

 

                In regards to the US Department of Transportation Emergency Relief for Federally Owned (ERFO) roads that Congressman Welch's office pointed the Town towards as a possible source of funds for the repair of the Sargent Brook Bridge, the Road Commissioner and Selectboard are in agreement that it is an avenue that should be pursued.  Jamie indicated that he will be contacting Tom Roberts to seek his assistance in applying the program to the unique situation with the referenced bridge.

 

                Letter to Forest and Parks re: CCC Road:

                A letter to the Department of Forest and Parks was approved to for transmittal in regards to support of the Town concerning repair plans and request to receive status updates pertaining to the CCC Road reconstruction after TSI impacted the Plymouth portion of the road.

 

                Excavator:

                Jamie brought to the attention of the Selectboard the availability of a used excavator with ditching bucket and trailer with approximately 900 hours.  The asking price is $50,000.  Jamie indicated that his research indicates that the MRP is $119,000 w/o bucket (~$10k) and trailer (~$ 15k).  He is seeking approval to expend his equipment reserve fund for the purchase of this equipment that can be utilized particularly for the anticipated flood work and for general purposes.

 

                Bert suggested and the consensus was that the request be tabled till the full Selectboard is present to deliberate.

 

Transfer Station:

                Bert indicated that he had received a call form Carol Calotta requesting that the Transfer Station be open Saturday May 5th.  Bert has made arrangements and Bob Perry has agreed to work the Green-Up Day Saturday May 5th 10AM-2PM.  Jamie will make sure the scales are available so that the Conservation Commission can weigh the collected trash for the annual event.

 

Amendment to FEMA Grant:

                The Town received on March 15, 2012 for signature an administrative amendment for the local share of anticipated FEMA Grant monies.  It is anticipated that this is in preparation for the publicized lowering of the local obligation from 15%/12% to possibly 10% or 5%.  Bert Potter as Acting Chair approved and signed the amendment for transmittal to AOT.

 

Roads:

                Hull Maynard had questions and observations prior to the conclusion of the Road Commissioner's report:

 

Brown Bridge Parking.  Hull has observed a number of vehicles parked at the head of the approach road for the Brown Bridge.  He wasn't sure if they were all panning for gold or if possibly there was a conspiracy to dismantle the Brown Bridge plank by plank.  The Road Commissioner indicated that a number of the vehicles indeed belong to individuals panning for gold but there is also a number for walkers who utilize the Upper Cold River Road as an exercise route.

 

Cold River Rd.  Hull Maynard observed a lack of reflectors and or guard rails for the Cold River Rd in the area around the TSI repair work, and the close distance now to the river bank.  Hull indicated that at night it can be a dangerous situation.  Jamie indicated that guard rails are in the queue to be installed.  He is still attempting to find out from the vendor the schedule now that spring has tentatively arrived.

 

Lincoln Hill Road & Jeffords Funding:  Hull was curious as to the status of the Lincoln Hill road culvert repair which was earmarked for Shrewsbury as one of the last efforts by former Senator Jim Jeffords.  Bert and Jamie both responded indicating that that VTrans has started to make engineering assessments and initialized contacting abutting property owners in preparation of possible start-up of the project.  As of now it is unclear as to where the project stands in relation to the funding expiration and the back log of work that VTrans has had to accomplish in the wake of TSI.  The cost of the Town's share still could be approximately $90,000 as the project is now estimated, but it is uncertain how fast VTrans is moving along with the project and how VTrans will be accounting for it based on the funding source that it was tied to.

 

                Bert indicated that he will be reiterating his request to Sue Minter at the AOT for an extension based on the impact of the cost share in relation to other repair work in Town.

 

Disposition of Town Trucks:

                Jamie indicated that he would like to dispose of two of the older Town Trucks, each with a minimum bid of $6,000.  He will be investigating placing the "Request for Bid " notification in the paper.  Jamie indicated that word-of-mouth doesn't seem to be generating enough interest.  Jamie indicated that he does not want to entertain less than $6,00 0 per truck nor does he particularly want to negotiate with "Tire Kickers".

 

Excess Weight Permits:

                Bert moved and Woody seconded to approve Excess Weight Permits for:

                                Newport Sand & Gravel, Feed Commodities Intl. Inc., United Natural Foods, J.P. Carrara & Sons

Approved unanimously

 

Appointments:

                Bert moved and Woody seconded to appoint the following:

                                Debbie Blecich - Library Board Member for one year

                                Eldred French - Inspector of Lumber, Shingles and Wood for one year

                                Eldred French - Tree Warden for one year

Approved unanimously

 

Woody moved and Bert seconded to appoint the following:

                Grace Brigham - Conservation Commission for four years

                Mark Youngstrom - Development Review Board for three years

                Bert Stewart - Development Review Board for three years

                Adrienne Raymond - Zoning Administrator for three Years

Approved unanimously

 

Bert moved and Woody seconded to appoint the following:

                Irene Gordon - Emergency Management Director for one year

                Mark Goodwin  - Service Officer for one year

Approved unanimously

 

 

Open To The Public:

                Although Hull Maynard did speak to his concerns pertaining to the Town roads, he did have another item of concern pertaining to the documentation of Non-Profits in the Town Report.  Hull was requesting that back up material of the Non-Profits; their financial position and what they might have done specifically for Shrewsbury be available at the Town Office for examination by voters between the time of the publication of the Town Report and Town Meeting voting.  The Town Clerk indicated that in some cases, but not all, that the material was indeed available at the Town Office.  Hull was directed to the Auditors who produce the Town Report to request that they might indicat the availability of more detailed reports than what is able to be published in the Town Report.

 

 

Article 30:

                Per the certified vote in the affirmative for Article 30 of the 2012 Shrewsbury Town Warning on March 6th, a letter was signed and sent to each of Shrewsbury's representatives in the United States Congress and State Assembly respectively urging them: "...to propose a constitutional amendment for the States' consideration which provides that money is not political speech, that corporations are not persons under the United States Constitution, that the General Assembly of the State of Vermont pass a similar resolution."

 

Minutes:

                Approval of the Minutes for the February 15th, 2012 and March 7th, 2012 Selectboard Meeting were tabled until two members who were present at the meeting were able to act upon them.

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #3A of March 21, 2012 for $1,457.37 and Road Commissioner's Orders #3A of March 21, 2012 for $14,793.07, be approved.  No Discussion.  Approved unanimously.

 

Woody noted that he had received for approval from The Director of Emergency Management a grant application for Radio Upgrades for the Town Trucks and Operations Center as part of a First Responder upgrade program.  Woody had questions in respect to the grant and tabled discussion until the Irene Gordon was available.

 

 

Meeting was duly adjourned at 8:50 PM

 

 

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



Minutes of Selectboard Meeting

March 7th, 2012

Organizational Meeting

 

 

Present at Meeting:

Mike Stewart, Selectman; Bert Potter, Selectman; Linda McGuire, Town Treasurer; Mark Goodwin, Clerk

 

Administration of Oaths:

Town Clerk, Mark Goodwin administered Vermont Oath of Allegiance and Oath of Office to Bert Potter and Linda McGuire, newly elected officials for Selectboard and Treasurer respectively.

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Approval of Agenda:

                It was noted that this was the Organizational Meeting for the Selectboard.  However, some items, i.e. Chairperson, scheduled to be acted upon will be deferred until the next Selectboard meeting that has a full complement of Selectboard member present.

 

Organizational:

                Chairperson

Mike nominated Bert Potter for Chair.  Vote tabled until all three members are present.

 

Bert moved and Mike seconded to adopt the following:

 

                Time and Place of Regular Meetings

                First and third Wednesday of each month at 7:00 PM.  At the Shrewsbury Town Office - 9823 Cold River Rd.

 

                Newspaper of Record

                Rutland Herald

 

                Places of Postings

                Shrewsbury Town Office, Post Office / Over Easy's in Cuttingsville, Pierce's Store in Northam.

 

                Clerk of the Selectboard

                Mark Goodwin

 

Motion adopted unanimously.

 

                Fence Viewer

                Mike nominated Bert Potter who seconded.  Adopted unanimously

                Bert nominated Mike Stewart who seconded.  Adopted unanimously

 

                Road Commissioner

                Bert moved and Mike seconded to appoint Jamie Carrara as Road Commissioner for one year.  Approved unanimously

                Planning Commission

                Mike moved and Bert seconded to appoint Marilyn Dalick and Melissa Reichart to three (3) year terms on the Planning Commission.  Nominations were put forth by Laura Black, Chair of the Planning Commission.  Approved unanimously

 

                SWAC Representative

                Mike nominated Bert Potter for SWAC Representative.  Vote tabled until all three members are present.

 

Treasurer Request for Access to Grand List:

                Linda requested that she be given access to the electronic Grand List filings so that she might assist the Selectboard in developing and determining the tax rate.

 

                Mike indicated that he would indeed like assistance from the Treasurer in developing the Tax Rate, however he cannot and would not unilaterally compel the Listers to relinquish their responsibility in regards to developing and maintaining the Grand List, in whatever format.  Mike indicated that he would like for the Listers and Treasurer to appear and discuss their requirements in respect to the utilization and access to the Grand List data at the next Selectboard meeting.  Mike indicated that the Selectboard did not want to arbitrate between the Listers and Treasurer in a process of "shuttle diplomacy", but rather allow the two offices simultaneously get their respective requirements out on the table so that reasonable procedures can be maintained.

 

FEMA Update / Reimbursement:

                Linda mentioned that she is now able to coordinate some of the reimbursement monies she received with the Project Work Orders.

 

Old Business

 

                Items for further discussion when the full Selectboard is present:  Discontinuance of the Stout Bridge (Hwy #18) and the North (2nd) Clement Shelter Road Bridge (Hwy #13).

 

Excess Weight Permits:

                Mike moved and Bert seconded to approve Excess Weight Permits for:

                                Lawrence White, CTA Inc and Markowski Excavating.

Approved unanimously

               

 

Minutes:

                Mike moved and Bert seconded  to approve the minutes of January 25, 2012 Special Meeting.  No discussion.  Although Bert acknowledged that they were late in being filed.  Approved unanimously

 

                Approval of the Minutes for the February 15th, 2012 Selectboard Meeting were tabled until two members who were present at the meeting were able to act upon them.

 

 

 

 

Orders:

                Mike moved and Bert seconded that the Selectboard Orders #3 of March 7, 2012 for $34,733 and Road Commissioner's Orders #3 of March 7, 2012 for $17,899.71, be approved.  Discussion; Mike noted that in the Selectboard Orders $26,000 was for the transfer to SVFD for the 2011 approved allocation to the SVFD Equipment Reserve Fund for the last payment.  Approved unanimously.

 

 

Meeting was duly adjourned at 8:00 PM

 

 

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



Minutes of Selectboard Meeting

February 15th, 2012

 

 

Present at Meeting:

Mike Stewart, Selectman; John Wood, Selectman; Linda McGuire, Town Treasurer; Jamie Carrara, Road Commissioner; Irene Gordon, Director Emergency Management; Mark Goodwin, Clerk

 

Call to Order:

The meeting was called to order at 7:02 PM by Selectman Stewart

 

Approval of Agenda:

                Woody moved and Mike seconded to approve the agenda.  No discussion.  Approved unanimously.

 

Emergency Management Report:

                Irene reported on the Community Recovery meeting she attended Monday evening in regard to the on-going Tropical Storm Irene related issues with various local and State representatives.  Irene reported that the process for "Progress Payments" requires submission of an invoice and photo copy of the check as a proof of payment for the particular expenditure.  Irene was given check information so that she can coordinate with Rich Biziak regarding Shrewsbury's ability to receive Progress Payments.

 

                Irene presented a letter to VTrans requesting an extension for the permanent repairs to the Frank Lord Bridge.  This is a formality required due to the fact of the timing of the "emergency" repairs and elapsed time before a permanent bridge can be constructed.

 

                Irene indicated that monies collected via the Hurricane Recovery Fund that were specifically directed to a specific recipient, be released to those recipients.  It was pointed out to Irene and the other members of the Committee that they should make a request in writing so that the funds can be accounted for in the Selectman's Orders.  Irene indicated that she would do that and Linda was able to produce an appropriate document for authorization by two of the three members of the Hurricane Relief committee (Irene & Woody) were currently present.

 

Otter Creek Engineering's Proposed Schedule For Reconstruction:

                The Selectmen acknowledged receipt and are in concurrence with a proposal by OCE that essentially indicates that until the FEMA Project Worksheets (PWs) are completed with an indication as to what projects will qualify for reimbursement and to what scope they will be reimbursed, that initial engineering design and release of RFPs be postponed.  It is the consensus of the Selectboard and the Road Commissioner that there is just too much time and expense at risk to continue at tasks whose FEMA qualification and design specifications are tenuous and precarious at best.  This ultimately will delay significantly the ability of the Town and OCE to maximize the short upcoming construction season, by not utilizing the intervening preparatory period to its advantage.  The Selectboard recognizes this constraint but considers this course a wise utilization of current resources.

 

                Items for further discussion when the full Selectboard is present:  Discontinuance of the Stout Bridge (Hwy #18) and the North (2nd) Clement Shelter Road Bridge (Hwy #13).

 

 

                Jamie indicated that he has some indication that it will be FEMA's recommendation to discontinue the Shrewsbury portion of the Freeman Brook Road.  This plan has not been formalized, but in discussions with Field Technicians from FEMA, Jamie concluded that it would appear that the proposal is gaining in plausibility.

 

                In working the priority for repairs as a result of the meeting held with Otter Creek Engineering and FEMA, Jamie indicated that he would like to repair the Sargent Brook bridge, but at a $40,000 estimate for the Town match, he is concerned that with other repairs that may not qualify for FEMA assistance if that is a wise utilization of resources.  Jamie was wondering if another source of funding might be able to be tapped to offset the expense.  The Clerk indicated that he would contact the respective staffs of the VT Congressional delegation to see what assistance might be available.

 

Road Commissioner's Report:

                Jamie has received indication from the vendor that the price for winter sand should be staying the same or going down for 2012.

 

                The garage heating system is waiting for parts that have been ordered.  Cost $2,700.

 

Transfer Station:

                The Selectboard is in receipt of a State Inspection Report.  Three minor infractions were cited:

  • 1. 3rd & 4th Qtr. 2011 Tonnage reports are overdue.
  • 2. HHW (paint) was collected and stored in a non-compliant manner.
  • 3. Boxing and Marking of Fluorescent Bulbs

Selectman Potter will be notified of these deficiencies and be charged with remediating the non-compliant items.

 

Woody has received complaints that there is a resident(s) who is aggressively taking items from the "reading" room, possibly directly from other residents.  It was also reported that there is a possibility that an individual might be removing items from the "reading" room and selling them for their own personal profit.  The Transfer Station Attendant is looking for guidance in dealing with the issue as well as being concerned about the aggressive behavior escalating to an uncivil situation.  Woody and/ or Bert will speak with the Transfer Station Attendant to investigate further and see if more specific information is available.

 

Minutes:

                Mike moved and Woody seconded to approve the Minutes of February 1st, 2012.  No discussion.  Approved unanimously.

 

Orders:

                Woody moved and Mike seconded that the Selectboard Orders #2A of February 15, 2012 for $24,853.90 and Road Commissioner's Orders #2A of February 15, 2012 for $44,234.27, be approved.  No discussion.  Approved unanimously.

 

 

 

 

 

 

Town Officers Day at the State House:

                Woody briefed those present about his experience at the VLCT sponsored Tour and Workshops at the Statehouse today.  Woody indicated that he was impressed and appreciative of the architectural and historical significance of the Statehouse itself and learned about some of the current issues that are currently moving through the legislative process and how that process works.

 

 

 

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

February 1st, 2012

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; John Wood, Selectman; Linda McGuire, Town Treasurer; Jonathan Gibson, Rich Biziak and Chryl Martin, Town Auditors; Mark Goodwin, Clerk

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Approval of Agenda:

                Mike moved and Woody seconded to approve the agenda.  No discussion.  Approved unanimously.

 

Auditors Comments of the 2012 Annual Town Meeting Warning:

                The Auditors had concerns about the proposed idea of establishing a reserve fund with an initial balance of $7,500 to be voted on as a separate article by the Town as part of the Warning for the purpose of conducting an independent financial audit sometime in the near future.  Both the Selectboard and the Auditors have verified since the proposal was made, that there is a mandatory requirement of having an independent financial audit of the municipal finances if the Town were to receive an aggregate of over $500,000 dollars in Federal reimbursements.  The Town anticipates that in fiscal year 2012 it will receive in excess of $500,000 from FEMA which would necessitate an audit within nine (9) months of the ending of the fiscal year (i.e. September 30th, 2013).

 

                Based on the Federal reimbursement guidelines, there was much discussion on the timing and eventual incurred expense for an audit.  Variables that could affect the estimated costs, the number of audit firms available based on the fact that a number of towns impacted by Tropical Storm Irene will require the same auditing services, extensiveness of the audit itself and what parameters will be required.

 

                Both the auditors and the Selectboard are in agreement that the Town needs to have a professional audit completed.  It is anticipated that a through professional audit would cost approximately $10,000 to $15,000.  The Auditors, Selectboard and Treasurer agreed on the following framework: releasing an RFP sometime in the spring or early summer of 2012, responses due back by the fall of 2012, an anticipated start date of 2013, and would be in compliance with the specific nature of the expected reimbursable revenue from FEMA.  The Selectboard, Auditors and Treasurer will develop the specifications for inclusion into a RFP and will participate together in evaluating submissions later in the fall.

 

                Bert moved and Mike seconded to increase the Warned Budget and Amount to be raised by Taxes each by $10,000 so as to establish a line item in the budget under Other Disbursements for the purpose of expending it towards an independent professional audit of the Town's finances.  Approved unanimously.

 

 

                Jonathan noted some typographical irregularities that were changed while the changes in the Budget and Taxed amount were being changed for printing and signature.

 

Minutes:

                Mike moved and Woody seconded to approve the Minutes of January 18th, 2012.  No discussion.  Approved unanimously.

 

Orders:

                Mike moved and Bert seconded that the Selectboard Orders #2 of February 1, 2012 for $3,394.96 and Road Commissioner's Orders #2 of February 1, 2012 for $70,205.22, be approved.  Discussion: Mike noted that of the Road Commissioner's Orders $52,660 was for paving and $52,850 was for the Brown Bridge stabilization work.  Approved unanimously.

 

2012  Budget and Warning

                Mike moved and Bert seconded that the 2012 Annual Town Meeting Warning be approve.  Discussion: Updates for both the Budget and Taxes Raised were noted.  Approved unanimously.

 

Excess Weight Permit:

                Mike moved and Bert seconded to approve Excess Weight Permits for: Manning Pulpwood Sales, Inc and Conn. Valley Trucking, Inc.  Discussion: All necessary fees and insurance submissions have been received.  Approved unanimously.

 

 

 

 

 

Meeting was duly adjourned at 8:30 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

January 18th, 2012

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; John Wood, Selectman; Linda McGuire, Town Treasurer; Mark Goodwin, Clerk

 

Call to Order:

The meeting was called to order at 7:02 PM by Selectman Potter

 

Approval of Agenda:

                Mike Moved and Bert seconded to approve the agenda.  No discussion.  Approved unanimously.

 

Minutes:

                Bert moved and Mike seconded to approve the Minutes of January 4th, 2012.  Discussion: typographical error noted on page 1 paragraph 5 under Road Commissioner's report; grave should read gravel. (Correction made).  Approved unanimously.

 

Excess Weight Permit:

                Excess Weight Permit was received from Manning Pulpwood Sales, Inc.  Application was tabled until payment is received.

 

2012  Budget and Warning

 

                Rich Biziak representing the Auditors presented the Board of Auditors' budget proposal for consideration in the budget.

 

                The list of Articles for inclusion in the Warning was checked to see if all the entities who had requested inclusion and met the Selectboard's criteria of at least one presentation were included.   Two organizations had yet to be heard from; The Community Meeting House Committee and the Vermont Trail and Greenway Council.  Mike indicated that he had received an e-mail of the 2012 budget from the Community Meeting House Committee and it was thought that the anticipated request that it was to be level funded.  The Trail and Greenway Council will be contacted to see if there was an administrative oversight in not receiving their request.

 

                Rich reiterated the schedule for submission of the Town Report; including budget, Warning, financials and Officers and Commission reports to the printers by February 8th.  Mike indicated he fully expects that the Selectboard will have finalized and certified their submissions by January 30th.

 

                The Clerk reminded both the Selectboard and the Auditors that the Warning and sample ballots will need to be posted no later than February 5th, which is also the day Absentee and Early voting is to commence.

 

Petition for Inclusion of Advisory Article for the 2012 Annual Meeting Warning:

                The Clerk presented to the Selectboard a Petition for an Advisory Article concerning the United States Supreme Court's Citizens United Decision.  The Article urges the Vermont Congressional Delegation and the US Congress to propose a constitutional amendment for the State's consideration which provides that money is not political speech, that corporations are not persons under the United States Constitution, that the General Assembly of the State of Vermont pass a similar resolution, and the Town send its resolution to the Vermont State and Federal representatives within thirty days of the passage of the measure. 

 

The Clerk has certified that there were eighty (80) valid signatures of the eighty-two (82) presented, meeting the requirements of forty five (45) or 5% of the registered voters of Shrewsbury for inclusion onto the Annual Town Meeting Warning.

               

Discussion indicated that it is the Selectboard's intention to include the article on the Warning, but the Selectboard will vote on the Warning in its' entirety, including this particular article.  It is anticipated that approval will be at a Special Selectboard Meeting to be held on January 25th, 2012.

 

Selectboard Special Meeting:

A Special Meeting of the Selectboard is scheduled for January 25th at 6:00PM at the Town Office to finalize and certify the 2012 Budget and Town Warning.

 

FEMA Submissions:

                Rich indicated that the Project Worksheets (PWs) which had been initially rejected have been re-done and re-submitted.

 

Minutes of the Special Meeting 1/11/2012:

                Bert moved and Woody seconded to approve the Minutes of the 1/11/2012 Special Selectboard MeetingApproved unanimously.

 

Orders:

                Woody moved and Bert seconded that the Selectboard Orders #1A of January 18, 2012 for $1,157.63 and Road Commissioner's Orders #1A of January 18th , 2012 for $145,844.30, be approved.  Discussion: Mike noted that of the Road Commissioner's Orders $52,660 was for paving and $84,850 was for the Frank Lord Temporary Bridge.  Approved unanimously.

 

Brown Bridge Application and Certification For Payment:

Bert moved and Woody seconded that the Brown Bridge Application and Certification for Payment be approved.  Final cost to be invoiced was $52,850. Approved unanimously

 

Times of Shrewsbury:

                Woody sought input from the Selectboard in regard to any pertinent information to be included in the February edition of the Times of Shrewsbury.  Bert offered some insight in regard to detrimental practices particular to plastic at the Transfer Station.  Mike indicated that some explanation and status of Emergency Repairs be would be useful if included.

 

 

 

 

Meeting was duly adjourned at 8:20 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

January 4th, 2012

 

 

Present at Meeting:

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

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Approval of Agenda:

                Mike Moved and Woody seconded to approve the agenda.  No discussion

 

Road Commissioner's Report:

                Jamie reported that overall, things are going fairly well.

 

                The Town Garage circulator pumps are still inoperable.  Coordination of the pertinent parties, particularly the architectural / engineering firm has been hampered by availability during the holidays.  Mike is still trying to contact John Berryhill.

 

                The Brown Bridge stabilization project has just finished up.  The Road Commissioner inquired of the Selectboard as to what should be the status of the approach road and bridge?  The Selectboard will defer to Otter Creek Engineering for their opinion with the particular view of the Town's liability if the approach road were to fail, especially in the freeze / thaw cycles we have been having thus far this winter.

 

                Jamie is coordinating with SWAC for a Paper & Metal recyclable pick-up this week.

 

                Jamie anticipates his 2012 Budget request will be pretty much the same as last year.  However, the Road Commissioner indicated that the cost per ton of gravel is expected to increase after two years of no increases.  The Town's supply of culverts will need some replenishing because of the impact of Tropical Storm Irene, so that particular line item is expected to increase.  Jamie was seeking concurrence on the Town's plan to reimburse the "Paving Allocation" that was utilized to offset emergency road repairs.  Discussion by the Selectboard members indicated that it was their intention to reallocate the 2011 paving monies as well as the 2012 paving allocation back into the available resources the Road Commissioner had to utilize this coming paving season.  Actual expenditures however are subject to the FEMA reimbursement schedule.

 

It was the unanimous resolution of the Selectboard that the Town Hill Road paving contract which was awarded to Fuller Sand & Gravel at $62.00 per ton in June 2011, be honored without a re-bid process.  The paving work was interrupted by Tropical Storm Irene.

 

                Jamie will be prepared to have more detailed budget discussions, including any requests for payroll increases with the Selectboard once he gets his end of year financial reports form Linda on Monday.

 

                The 1998 250/2554 Truck is still under repair. 

 

                The Road Commissioner indicated that the Frank Lord Temporary Bridge was acceptable.  Bert moved and Woody seconded to approve the Application and Certificate of Final Completion for payment submitted by Casella Construction via Otter Creek Engineering.  Discussion:  It was noted that this was not submitted as an invoice at this time, only that the Town is certifying that the work has been completed per the contract specifications.  Approved unanimously.

 

Excess Weight Permit:

                Mike moved and Woody seconded to approve an excess weight permit to Dale Perry Logging.  Discussion:  All documentation and fees have been received.  Approved unanimously.

 

Certificate of Highway Mileage:

                Mike moved and Bert seconded to approve the 2012 Certificate of Highway Mileage for the VT Agency of TransportationApproved unanimously.

 

2012 Budget Building Process-Follow Up:

Listers:  Mike reported that the Listers are anticipating no significant changes to last year's request.

Treasurer has submitted her anticipated expenses.

Clerk: does not anticipate any significant changes in requests.  The Clerk is requesting a hourly rate adjustment in so far as there has been no increase for the last two years.

 

Bert will be contacting the Auditors to understand their scheduling parameters and / or schedule a fixed time allocated meeting to clarify any issues arising from their requested schedule for the printing of the 2011 Town Report for the 2012 Annual Meeting.

 

FEMA Meeting with Otter Creek and Town of Shrewsbury:

                Because of scheduling issues with the Director of Emergency Management; Irene Gordon, budget preparation commitments and other variables, the proposed meeting on January 12 or 13 between FEMA and representatives from the Town: Selectboard, Road Commissioner, Emergency Management, Emergency Bookkeeper and Otter Creek Engineering is requested to be rescheduled to sometime in early to mid-February.  The Selectboard requested the Clerk coordinate the re-scheduling.

 

Minutes:

                Mike moved and Woody seconded to approve the Minutes of December 21st , 2011.  Discussion. 

Follow up Items:

NRCS/EWP Program:

                Certification and reimbursement request forms from NRCS have been received and signed by the authorized representative of the Town.  The forms will be returned to NRCS on Thursday January 5, 2011 for reimbursement prior to payment to Larry White Construction.

                George Pressley's Abandoned Trailer on VT Rte. 103:

                Randy Page has indicated that George Pressley has been unable to be located to proceed with any specific plan for payment of back taxes or notification of Tax Sale.  Approved unanimously.

 

 

Orders:

                Bert  moved and Woody seconded that the Selectboard Orders #1 of January 4, 2012 for $4,075.78 and Road Commissioner's Orders #12B of January 4, 2012 for $19,288.24.  Be approved.  Discussion: Mike noted that $25,000 of the Road Commissioner's Orders were for the Coldham Bridge Repair.  Approved unanimously.

 

 

Meeting was duly adjourned at 9:00 PM

 

 

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



Minutes of Selectboard Meeting

December 21st, 2011

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; John Wood, Selectman; Linda McGuire, Town Treasurer; Mark Youngstrom, Otter Creek Engineering; Bob Perry, Transfer Station Attendant; Mark Goodwin, Clerk

 

Members of the Public:

Lisa & Raoul Lapre

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Approval of Agenda:

                Agenda was modified in order to consider issues from the Public as the first order of business.

 

Abandoned Property on VT RTE 103:

                The Lapre's wanted to bring to the attention of the Selectboard the abandoned George Pressley trailer (Parcel ID #103-0-3049).  The Lapre's contend that no one has lived in the trailer for over eighteen (18) years, that it is an eye sore, and a general blight on the neighborhood.  The Lapre's were wondering if anything could be done such as tearing it down, erecting a fence around it or sell it.

               

Bert indicated that the Health Officer as inspected it in the past, but no substantial health risk could be determined by the Health Officer.  At the time no inspection was apparently made to the interior because the doors were secured.

               

It was noted that Mr. Pressley is delinquent in his taxes for 2010 and 2011.  Bert indicated that he will contact the Collector of Delinquent Taxes, Randy Page and inquire as to any remedy the Town may have in dealing with the abandoned property as well as the Health Officer to get a more current assessment of the property.

               

The Lapre's presented a petitions signed by residents in the neighborhood.  Mike thanked them for the documented, but noted that the petition did not specify nature of the issue, although he understood the intent of the effort in collecting the signatures.

 

Road Commissioner's Report / Infrastructure Repairs:

                Mark Youngstrom briefed the Selectboard on the status of the construction projects currently on-going in Town.

 

                The Frank Lord Bridge temporary bridge replacement is scheduled to be completed by Friday afternoon.  It was requested that Jamie post the weight limit at 45,000 lbs. so that there are no mishaps during the winter log transport season.

 

                Mark Youngstrom indicated that he is in the process of coordinating a "Special" meeting between Town Officials, FEMA representatives and Otter Creek Engineering.  Mark indicated that based on his professional experience with other Towns, that the FEMA reimbursement process and project classification has been somewhat ambiguous and it would behoove the Town to have clarification as plans are drawn up for the Spring / Summer construction season.  It was the consensus of the Selectboard to support that effort and that a Special early evening meeting would be preferred.

 

                It was noted that FEMA had just yesterday inspected the second Sargent Brook bridge, upstream of the camps on Town Highway 13.  This bridge also lies within the Appalachian National Scenic Trail Corridor and allows access to the actual Governor Clement Shelter on the AT/LT, Vast Trail Network and Catamount Trail Network.  It has not been determined with certainty that this bridge will be part of the Project Worksheet Schedule and eligible for FEMA reimbursement funds.

 

Transfer Station:

                It was clarified with the Transfer Station Attendant, Bob Perry, that his hours are eight (8) hours for Wednesday and nine (9) hours for Sunday.  He can use the extra two hours outside of posted operation hours for set-up and and/or closure or however he deems necessary.  Bob was reminded that he will be paid for those seventeen (17) hours weekly even if he does not necessarily utilize all the se-up and closure allocation.

 

                Bob reported the following:  The baler hydraulics tends to be a bit slower in the colder temperatures, but he has not checked the fluid levels.  Bert will work with Woody to draft Transfer Station procedures for publication in the Times of Shrewsbury for the New Year, including adherence to hours of operation for the Transfer Station in general.

 

2012 Budget Building Process-Follow Up:

1st Meeting in January - Town Office:  Treasurer, Clerk and Listers

January 14th - Road Commissioner

Bert will be contacting the various Boards & Commissioners as needed to get budget inputs.

 

Treasurer Items:

                Mike moved and Bert seconded to transfer $162 from the Emergency Generator Fund (donations for the Emergency Generator originally collected for the installation of an emergency generator at the Mountain School) to the General Fund for operation of the Town Office Emergency GeneratorApproved unanimously.

 

                Mike moved and Bert seconded to allocated the residual $2,025 of the Restricted Reappraisal Fund and $2,700 of the Lister Salary budget for the $4,725 invoice for Court Hearing support by Wright AppraisalApproved unanimously

 

                Mike moved and Woody seconded to remove the $42.90 from the Accounts Receivable Balance Sheet for those charges billed for electronics re-cycling before the process change which removed any incurred charges for electronics re-cycling.  The charges were billed to residents who then were forgiven the charge because of the State E-waste program.  Approved unanimously

 

Crisanver House Liquor License Renewal:

                Mike moved and Woody seconded to approve the Crisanver House Liquor License renewal for 2012Approved unanimously

 

NRCS/EWP Program:

                Woody indicated he will follow up with a request for clarification on some confusing issues on the invoice received from Larry Wight Construction for the NRCS/EWP project just finished at the Richard-Peelle home.  This will allow for submission of the Request for Payment to NRCS prior to paying Wright Construction.

 

Minutes:

                Mike moved and Woody seconded to approve the Minutes of December 7th, 2011 and the.  No discussion.  Approved unanimously.

 

Town Garage Boiler:

                Mike and Jamie have been in touch with Bill Loshen in respect to a faulty mechanical design modification for the circulation pumps coming off the wood boiler at the Town Garage.  Currently the wood boiler in inoperative resulting in oil as the only viable fuel source for heat at the garage.  When inspected by a licensed plumber, it was determined that the engineering modification that was made was faulty and that it would require a modest expense to remedy the fault.  In order to maintain the insurance certification for the system, it may require additional engineering specification increasing the expense.  Mike will consult with John Berryhill regarding the proposed remedy in so far as it is outside any implied warranty for the building.

 

Orders:

                Woody moved and Mike seconded that the Selectboard Orders #12A of December 21, 2011 for $1,843.19 and Road Commissioner's  Orders #12A of December 21, 2011 for $31,538.66.  Be approved.  Discussion: Mike noted that $25,000 of the Road Commissioner's Orders were for the Coldham Bridge Repair.  Approved unanimously.

 

 

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

December 7th, 2011

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; John Wood, Selectman; Linda McGuire, Town Treasurer; Irene Gordon, Director-Emergency Management; Rich Biziak, Auditor / FEMA Record Keeper; Mark Goodwin, Clerk

 

Members of the Public:

David Fretz

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Approval of Agenda:

                Mike moved and Bert seconded to accept the Agenda as is.  Approved Unanimously

 

Emergency Management Report:

                Hurricane Recovery Fund - has recently received two donations: $300 from the Shrewsbury Community Church and $5,000 from the VT Community Foundation and the Waterwheel Foundation.  There were specific recognition requirements associated with the VT Community Foundation Grant in regard to publicity announcements of the Grant, and formal acceptance via a thank you / acknowledgement letter.

 

                The Shrewsbury Selectboard graciously accepts the grant and is thankful to the VT Community Foundation and the Waterwheel Foundations for their generosity.  The Selectboard has asked Irene Gordon to send a thank you letter and acknowledgement.

 

                Irene briefed the Selectboard on options regarding the repair of the Stout bridge on Coldham Rd.  Specifically, if the Town wanted to they could request reimbursement for repair of the bridge to the condition that it was prior to the event that caused the damage, then "abandon" the bridge or essentially turn the bridge over to the Stouts as their responsibility.  The consequence would be that the Stouts would no longer be able to claim any damage of the bridge with FEMA in the future.   The Town would be not obligated to expend the entire amount of the reimbursement on the Stout bridge per se, but could utilize the resources where the Town deemed necessary.  In addition, if the Town decided to keep the bridge as a Town asset, in order to receive any reimbursement for any future event, the bridge would need to be brought up to and maintained at documented AOT standards

 

                The Selectboard took this information under advisement, and will calculate the information into their overall Irene response plan.

 

                VLCT Insurance Claim - Irene indicated that she has been notified by FEMA that the Town will need to make an insurance claim with VLCT, just as any other property owner or entity, so that if the claim is denied FEMA can calculate the reimbursement based on the insurance reimbursement if any, including any deductible expenditure if the claim is valid.

 

                The Selectboard requested that the Clerk follow up on this administrative task.

 

                Irene briefed the Selectboard with the assistance of Rich Biziak on the FEMA Work Projects submission used to request reimbursement for expenditures.  Irene indicated that she has been advised that the State of Vermont will apparently be receiving 90% of the emergency funds Federally, and that the State obligation and Town obligation will be split evenly, resulting in a possible 5% cost to the Town rather than the anticipated 15%-10% originally thought.  This was of course received as good news by the Selectboard.

 

                As of 11/16/2011 the Town has expended $411,533.  There are additional projects, but the anticipated costs have not been fully determined.  Extensions have been applied for, particularly for the Frank Lord Bridge because it is anticipated that permanent work will not commence until Spring.

 

                Irene indicated that the Fire Ponds/ Hydrants still need to be addressed, but they will probably be done through the SVFD.

 

VLCT Health Insurance:

Mike and Linda met with VLCT today and have determined, with input from the Road Commissioner that a HSA No deductible, No Co-Pay policy can be utilized.  It is anticipated that a $11,300 cost savings can be realized by going with the selected plan.

 

According to Mike some paperwork still needs to be finished up by the employees.  The policy is for one year.  If the policy does not meet expectations, it can be changed next year. 

 

Open to the Public:

                David Fretz was representing the eight property owners west of Moonshine Lane who were concerned about the status of the Brown Bridge, and requested if there was anything he could do to move the process forward so that the access could be restored.  Mike thanked him for his concern and reiterated the engineering issues involved with the Brown Bridge specifically.  Mike indicated that it is the intention of the Selectboard, FEMA and Otter Creek Engineering to re-examine the situation in the Spring as was the recommendation of OCE.

 

                David requested that a "Road Closed" sign be posted prior to the decent toward the bridge around Moonshine Lane.  The signs that were on loan from Tinmouth seemed to have disappeared, and any signage will require an almost permanent fixture.  Mike indicated that he will contact AOT in Clarendon to see if there are any surplus signs around since the emergency repairs have been completed.

 

2012 Budget Building Process:

There was discussion of the information gathering process from the pertinent constituencies: Road Commissioner, Clerk & Treasurer, Listers, Planning Commission, Auditors, etc.

 

Bert will be contacting the various Commissions for input.  Boards will be contacted with the view of setting specific dates around the middle of January to get estimates for the 2012 budgets.

 

 

Transfer Station:

                Bert indicated that he has been informed that ANR is in the process of penalizing the Town for late submission of quarterly reports.  Bert said, because of previous issues with the administrators at ANR, he has been sending the reports via Receipt Mail and has documentation that they have been received in a timely fashion by ANR.  It is still not clear that the ANR will continue with a penalty.

 

Minutes:

                Mike moved and Woody seconded to approve the Minutes of November 16th, 2011 and the Special Meeting of November 30th, 2011.  No discussion.  Approved unanimously.

 

Debris Removal Along Cold River Road:

                It appears that FEMA is now wanting to remove the debris along the side of the road sooner than later.  Jamie is working with FEMA in order to get this accomplished.

 

                Woody indicated that he has made contact with the property owner opposite the Cold River from Coccia.  Woody indicated that he has verbal approval to do whatever the Town needs to in respect to the utilization of the Molleur property and the removal of the debris in the water way.

 

Repair to the 1998 250/2554 Truck

                Repairs to the Town truck will be made at Raymonds' Repair in Bernardston, MA.

 

Orders:

                Bert moved and Mike seconded that the Selectboard Orders #12 of December 7, 2011 for $4,112.00 and Road Commissioner's  Orders #12 of December 7, 2011 for $50,091.90.  Be approved.  Discussion: Mike noted that $35,000 of the Road Commissioner's Orders were for Irene Recovery work.  Approved unanimously.

 

 

Meeting was duly adjourned at 8:30 PM

 

 

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



November 30, 2011

 

Special Meeting of the Shrewsbury Select Board

 

Present:  Bert Potter, Selectboard; Mike Stewart, Selectboard

 

Call to Order at 6:00PM

 

Voted all in favor to pay Thomas Jones $2,500.00 for work on Town Clerk's Office chimney.

 

Meeting ended at 6:05 PM

 

 

Submitted by Bert Potter

Shrewsbury Selectboard.

 



Minutes of Selectboard Meeting

November 16th, 2011

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; John Wood, Selectman; Linda McGuire, Town Treasurer; Jamie Carrara, Road Commissioner; Otter Creek Engineering; Mark Youngstrom, Otter Creek Engineering; Randy Page, Delinquent Tax Collector; Louise Duda, Conservation Commission, Grace Brigham, Conservation Commission, Nancy Bell, Consulting Member of the Conservation Commission; Mark Goodwin, Clerk

 

Members of the Public:

Andy & Helen Richards-Peelle

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Approval of Agenda:

                Mike moved and Bert seconded to accept the Agenda as is.  Approved Unanimously

 

USDA / Natural Resources Conservation Service (NRCS)-EWP - Richards-Peelle Project:

                The Richards-Peelles' received three (3) quotes for the Stream Bank EWP Project.

  • 1. A Non-Quote from a contractor that does not have availability
  • 2. Lawrence White Construction - $25,125
  • 3. Gary Martin - $39, 500

                The lower bid was accepted.  Because the bids were higher than the initial engineering estimate, the Richards-Peelle's will arrange with the Town Treasurer to increase the amount they currently have in escrow with the Town to meet the increase property owner share for this sponsorship.

 

                The contractor is expected to execute the CERTIFICATION OF NONSEGREGATED FACILITIES (SCS-AS-818) and return to the Town Office at the earliest possible time.

 

Road Commissioner's Report:

Mike moved and Bert seconded to contract with Otter Creek Engineering as the Consulting Engineering Services firm for Irene related Town infrastructure repair and replacement.  Contract value initially set at $40,000 for: Preliminary Engineering and Project Coordination, Topographical Survey and Base Mapping, Estimate of Probable Construction Costs.  Approved unanimously.

 

Otter Creek Engineering presented the bid results for the three (3) current repair projects.  Based on the evaluation of the responses, OCE recommends the following awards:

 

                Coldham Road Bridge Repair:  Markowski Excavating Inc - $25,000

 

                Frank Lord Road Bridge:  Casella Construction Inc - $84,850

 

                Brown Bridge Road Approach Improvements: Casella Construction Inc - $52,850

 

OCE expects work to commence the last week in November.  Contractor's insurance documentation is expected to be forwarded to the Town ASAP.  As a requirement for the Frank Lord Road Temporary Bridge credit application and financial information has been forwarded to Mabey Bridge & Shore as part of the supplier agreements.

 

Mike moved a Bert seconded to accept the recommendations of Otter Creek Engineering for the awarding of the Brown Bridge, Frank Lord Road Bridge and Coldham Road Bridge repair projects outlined by Otter Creek Engineering.  No discussion.  Approved unanimously.

 

 

Mark Youngstrom briefed the Selectboard on the preliminary findings of a Geo-Technical Engineering Firm who did a preliminary investigation of the soil hydraulics on the Brown Bridge approach of the Upper Cold River Road.  No conclusive findings were presented.  The referenced engineering firm proposed an analysis that including borings and soil samples to determine stabilization options at a cost of $52,000.  It was recommended by OCE that the Town wait till after the spring before proceeding with this specific type of analysis.  Per the opinion of OCE, it was not clear that the road will actually be viable after the spring thaw and melt run-off, and further if it is, options that include re-routing of the approach road will need to be considered which would have consequential impact on the Cold River Road above it.  OCE stated that all of these stated factors and variables create an engineering challenge.

 

 

Jamie reported on the rip-rapping of sections of Cold River Road continued and is just about complete.  The in river work is complete and has been approved by ANR. 

 

The debris piles along Cold River Road will be allowed to sit until spring.  It is hoped that some of the silt will wash off, making the debris more attractive for interested salvage contractors.

 

No bids have been received for debris removal on the stream bank in the Coccia area of Cold River Road.  This particular effort is not FEMA reimbursable.  Estimates and logistics, particularly conveyance across abutting property is still being looked into.

 

VLCT Insurance Enrollment

                Mike reported that he has examined the various plans that VLCT has proposed.  Based on his preliminary analysis, he is favoring the BCBS AIVIS Plan augmented with either HAS or Health Reimbursement options.  Mike indicated if this plans suits the current beneficiaries, there could be a savings of about $9k from the projected increases of the current plan.

 

Mike will meet with Jamie in the next few days to go over some of the details and how it would impact individuals who receive health insurance.

 

 

 

Conservation Commission:

Members of the Conservation Commission are seeking sponsorship by the Selectboard for a Community Forum that can be utilized to gather data to help the Planning Commission shape the Town Plan, which will be updated during 2012, based on an Town Plan expiration date of 2013.

 

Nancy Bell, briefed the Selectboard on her credentials for facilitating Community Forums throughout northern New England and New York.  The process uses a facilitation procedure of asking subjective questions within an objective context so that common values can be extrapolated.  It was maintained that the process has been successful in bringing together diverse constituencies in order to enhance sense of community and place.

 

It is the objective of the Conservation Commission to draw a large diverse segment of the Town to such an event so that the widest possible input can be had.

 

It was the sense of the Selectboard that this is a worthwhile effort and that they support and appreciate the Conservation Commission for their dedication to getting positive data to incorporate into the Town Plan.

 

Delinquent Tax Collector's Report:

                Randy Page briefed the Selectboard on the status of delinquent taxes as they currently stand.  For 2011:  43 property owners were delinquent totaling approximately $91k.  Roughly one-half of that total amount has been collected.  Randy enumerated a few issues that are present in the current collection process:

                Greg Smith whom Randy had been working with to discharge delinquencies in 2009, 2010 and 2011 is recently deceased.  Randy indicated that he is working with surviving family members in order to forego a tax sale.

                The Kenyon property on expired leased land in the Coolidge State Forest.  Randy questioned why this property is even on the Grand List in so far as the building has been pretty much dismantled.

                Cheney mobile home.  The mobile home was released to a new owner by the Clerk based on estimated 2011 Tax established by the Treasurer and Unified Bill of Sale documentation presented by the buyer.  The Unified Bill of Sale indicated that no liens were current, and the estimated tax was paid.  However, delinquent taxes had not been made current prior to the transfer.

 

                There was some discussion about the relative status of a few of the property owners on the Delinquent Tax Warrant.  No significant problems were indicated at this time.

 

 

 

Minutes:

                Mike moved and Bert  seconded to approve the Minutes of November 2nd, 2011.  No discussion.  Approved unanimously.

 

Errors and Omissions:

                The Listers presented two Errors and Omissions items for approval and subsequent change in the Grand List:

  • 1. Moore's Auto for the Mobile Home on the Orlich property at 447 CCC Road, which had been previously removed.
  • 2. Edwards: acreage change because of submitted survey.

 

Mike moved and Bert seconded to approve the Errors and Omissions as presented by the Listers.  No discussion.  Approved unanimously.

 

Payment of Warned Items:

                Mike moved and Woody seconded to authorize the Town Treasurer to pay those organizations that were approved for an expenditure on the Warning for the 2011 Annual Town Meeting Election.  No discussion.  Approved unanimously.

 

Transfer Station:

By unanimous consent the Selectboard has hired Robert Perry as the new Transfer Station Attendant.  Bob replaces Dick Adams.  Bob will be paid at the same rate as the previous Transfer Station Attendant.

 

Bert will be contacting SWAC regarding pick-up rates for various recycled materials.

 

Orders:

                Mike moved and Woody seconded that the Selectboard Orders #11A of November 16, 2011 for $599.54 and Road Commissioner's  Orders #11A of November 16, 2011 for $13,043.99.  Approved unanimously.

 

 

Meeting was duly adjourned at 9:05 PM

 

 

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



November 30, 2011

 

Special Meeting of the Shrewsbury Select Board

 

Present:  Bert Potter, Selectboard; Mike Stewart, Selectboard

 

Call to Order at 6:00PM

 

Voted all in favor to pay Thomas Jones $2,500.00 for work on Town Clerk's Office chimney.

 

Meeting ended at 6:05 PM

 

 

Submitted by Bert Potter

Shrewsbury Selectboard.

 



Minutes of Selectboard Meeting

November 16th, 2011

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; John Wood, Selectman; Linda McGuire, Town Treasurer; Jamie Carrara, Road Commissioner; Otter Creek Engineering; Mark Youngstrom, Otter Creek Engineering; Randy Page, Delinquent Tax Collector; Louise Duda, Conservation Commission, Grace Brigham, Conservation Commission, Nancy Bell, Consulting Member of the Conservation Commission; Mark Goodwin, Clerk

 

Members of the Public:

Andy & Helen Richards-Peelle

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Approval of Agenda:

                Mike moved and Bert seconded to accept the Agenda as is.  Approved Unanimously

 

USDA / Natural Resources Conservation Service (NRCS)-EWP - Richards-Peelle Project:

                The Richards-Peelles' received three (3) quotes for the Stream Bank EWP Project.

  • 1. A Non-Quote from a contractor that does not have availability
  • 2. Lawrence White Construction - $25,125
  • 3. Gary Martin - $39, 500

                The lower bid was accepted.  Because the bids were higher than the initial engineering estimate, the Richards-Peelle's will arrange with the Town Treasurer to increase the amount they currently have in escrow with the Town to meet the increase property owner share for this sponsorship.

 

                The contractor is expected to execute the CERTIFICATION OF NONSEGREGATED FACILITIES (SCS-AS-818) and return to the Town Office at the earliest possible time.

 

Road Commissioner's Report:

Mike moved and Bert seconded to contract with Otter Creek Engineering as the Consulting Engineering Services firm for Irene related Town infrastructure repair and replacement.  Contract value initially set at $40,000 for: Preliminary Engineering and Project Coordination, Topographical Survey and Base Mapping, Estimate of Probable Construction Costs.  Approved unanimously.

 

Otter Creek Engineering presented the bid results for the three (3) current repair projects.  Based on the evaluation of the responses, OCE recommends the following awards:

 

                Coldham Road Bridge Repair:  Markowski Excavating Inc - $25,000

 

                Frank Lord Road Bridge:  Casella Construction Inc - $84,850

 

                Brown Bridge Road Approach Improvements: Casella Construction Inc - $52,850

 

OCE expects work to commence the last week in November.  Contractor's insurance documentation is expected to be forwarded to the Town ASAP.  As a requirement for the Frank Lord Road Temporary Bridge credit application and financial information has been forwarded to Mabey Bridge & Shore as part of the supplier agreements.

 

Mike moved a Bert seconded to accept the recommendations of Otter Creek Engineering for the awarding of the Brown Bridge, Frank Lord Road Bridge and Coldham Road Bridge repair projects outlined by Otter Creek Engineering.  No discussion.  Approved unanimously.

 

 

Mark Youngstrom briefed the Selectboard on the preliminary findings of a Geo-Technical Engineering Firm who did a preliminary investigation of the soil hydraulics on the Brown Bridge approach of the Upper Cold River Road.  No conclusive findings were presented.  The referenced engineering firm proposed an analysis that including borings and soil samples to determine stabilization options at a cost of $52,000.  It was recommended by OCE that the Town wait till after the spring before proceeding with this specific type of analysis.  Per the opinion of OCE, it was not clear that the road will actually be viable after the spring thaw and melt run-off, and further if it is, options that include re-routing of the approach road will need to be considered which would have consequential impact on the Cold River Road above it.  OCE stated that all of these stated factors and variables create an engineering challenge.

 

 

Jamie reported on the rip-rapping of sections of Cold River Road continued and is just about complete.  The in river work is complete and has been approved by ANR. 

 

The debris piles along Cold River Road will be allowed to sit until spring.  It is hoped that some of the silt will wash off, making the debris more attractive for interested salvage contractors.

 

No bids have been received for debris removal on the stream bank in the Coccia area of Cold River Road.  This particular effort is not FEMA reimbursable.  Estimates and logistics, particularly conveyance across abutting property is still being looked into.

 

VLCT Insurance Enrollment

                Mike reported that he has examined the various plans that VLCT has proposed.  Based on his preliminary analysis, he is favoring the BCBS AIVIS Plan augmented with either HAS or Health Reimbursement options.  Mike indicated if this plans suits the current beneficiaries, there could be a savings of about $9k from the projected increases of the current plan.

 

Mike will meet with Jamie in the next few days to go over some of the details and how it would impact individuals who receive health insurance.

 

 

 

Conservation Commission:

Members of the Conservation Commission are seeking sponsorship by the Selectboard for a Community Forum that can be utilized to gather data to help the Planning Commission shape the Town Plan, which will be updated during 2012, based on an Town Plan expiration date of 2013.

 

Nancy Bell, briefed the Selectboard on her credentials for facilitating Community Forums throughout northern New England and New York.  The process uses a facilitation procedure of asking subjective questions within an objective context so that common values can be extrapolated.  It was maintained that the process has been successful in bringing together diverse constituencies in order to enhance sense of community and place.

 

It is the objective of the Conservation Commission to draw a large diverse segment of the Town to such an event so that the widest possible input can be had.

 

It was the sense of the Selectboard that this is a worthwhile effort and that they support and appreciate the Conservation Commission for their dedication to getting positive data to incorporate into the Town Plan.

 

Delinquent Tax Collector's Report:

                Randy Page briefed the Selectboard on the status of delinquent taxes as they currently stand.  For 2011:  43 property owners were delinquent totaling approximately $91k.  Roughly one-half of that total amount has been collected.  Randy enumerated a few issues that are present in the current collection process:

                Greg Smith whom Randy had been working with to discharge delinquencies in 2009, 2010 and 2011 is recently deceased.  Randy indicated that he is working with surviving family members in order to forego a tax sale.

                The Kenyon property on expired leased land in the Coolidge State Forest.  Randy questioned why this property is even on the Grand List in so far as the building has been pretty much dismantled.

                Cheney mobile home.  The mobile home was released to a new owner by the Clerk based on estimated 2011 Tax established by the Treasurer and Unified Bill of Sale documentation presented by the buyer.  The Unified Bill of Sale indicated that no liens were current, and the estimated tax was paid.  However, delinquent taxes had not been made current prior to the transfer.

 

                There was some discussion about the relative status of a few of the property owners on the Delinquent Tax Warrant.  No significant problems were indicated at this time.

 

 

 

Minutes:

                Mike moved and Bert  seconded to approve the Minutes of November 2nd, 2011.  No discussion.  Approved unanimously.

 

Errors and Omissions:

                The Listers presented two Errors and Omissions items for approval and subsequent change in the Grand List:

  • 1. Moore's Auto for the Mobile Home on the Orlich property at 447 CCC Road, which had been previously removed.
  • 2. Edwards: acreage change because of submitted survey.

 

Mike moved and Bert seconded to approve the Errors and Omissions as presented by the Listers.  No discussion.  Approved unanimously.

 

Payment of Warned Items:

                Mike moved and Woody seconded to authorize the Town Treasurer to pay those organizations that were approved for an expenditure on the Warning for the 2011 Annual Town Meeting Election.  No discussion.  Approved unanimously.

 

Transfer Station:

By unanimous consent the Selectboard has hired Robert Perry as the new Transfer Station Attendant.  Bob replaces Dick Adams.  Bob will be paid at the same rate as the previous Transfer Station Attendant.

 

Bert will be contacting SWAC regarding pick-up rates for various recycled materials.

 

Orders:

                Mike moved and Woody seconded that the Selectboard Orders #11A of November 16, 2011 for $599.54 and Road Commissioner's  Orders #11A of November 16, 2011 for $13,043.99.  Approved unanimously.

 

 

Meeting was duly adjourned at 9:05 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

November 2nd, 2011

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; John Wood, Selectman; Barry Griffith, Town Agent; Linda McGuire, Town Treasurer; Rich Biziak; Jamie Carrara, Road Commissioner; Rich Biziak, Auditor / FEMA Record Keeper; Tyler Billingsly, Otter Creek Engineering; Mark Youngstrom, Otter Creek Engineering; Mark Goodwin, Clerk

 

Members of the Public:

Andy & Helen Richards-Peelle

 

Call to Order:

The meeting was called to order at 7:01 PM by Selectman Potter

 

Approval of Agenda:

                Agenda was approved without discussion.

 

USDA / Natural Resources Conservation Service (NRCS):

                The Town and authorized representatives signed the appropriate paperwork for the sponsorship of the NRCS /EWP Grant to remediate the stream bank adjacent to the Richards-Peelle property.  Documents still requiring submission and are forthcoming:

  • Selection of a contractor and Non-Segregation Facilities Certification
  • Filing of approved ANR permits
  • Documentation of the three(3) qualified quotations from contractors

 

Road Commissioner's Report:

Otter Creek Engineering briefed the Selectboard on the plans thus far for the three major projects that are considered by FEMA as "Emergency Repair".

                Coldham Road Bridge:  Determined to be a field repair In-Place.  Consisting of stabilizing the abutment in place.

 

                Frank Lord Road Bridge:  Bridge remnants removed, bank stabilized with rip-rap, Bailey bridge insertion.  Bailey bridge will be wide enough for full size plow.  This temporary solution will be the cheapest and quickest way to get the bridge repaired.  It is anticipated that the Bailey bridge will be in place by the end of the year.  The permanent replacement is anticipated in the spring / summer construction season.

 

                Brown Bridge:  Detailed plans for stabilization and protection of the Brown Bridge.  This project will only focus on the Bridge itself and the necessity to protect the immediate bridge components. The approach road issues, primarily the deterioration of the road bank and its' migration towards the Cold River will be addressed after more extensive study and engineering analysis, including a spring high water and ice season.

 

All projects are being designed in a modular fashion, so that individual tasks within each project will be within the $100k qualified contractor FEMA restriction.  A contractors briefing is scheduled for Friday 11/4/2011, coordinated by OCE.

 

OCE has already had consultation with ANR for permitting, it is anticipated that that the written permits will be in place by start of projects.

 

Mike inquired as to what the payment terms will be.  OCE indicated that the standard thirty (30) day term would be written into contracts.  Currently it is understood that these projects fall under the FEMA "Class B" classification which is eligible for 100% reimbursement.

 

Mike reiterated that it was the Selectboard fiduciary responsibility to make sure that these contracts stay within their scope and that the projects are appropriately reimbursed by FEMA.

 

 

Jamie reported on the rip-rapping of sections of Cold River Road from Wilmouth Hill Bridge for about 100-150 yards northwest along the river.

 

Jamie anticipates installing guard rails as soon as the armoring of the river bank is complete.

 

Three bids were opened for work to remediate specific sections of the Cold River; a section up-stream from Coccia and in the general vicinity of Garrow.  These projects are mediation projects so that the river will not cause road damage during spring high water events.  Included in the bid specification was a separate component of roadside debris removal.  However, only the stream work will be invoked for this facet of the project.

 

                Jay Webster: non-compliant

                White: $67,000

                Carrara: $55,250

 

Mike moved to accept the Duane Carrara bid on a Cost Plus basis not to exceed $37,540 for Cold River stabilization.  Bert secondedApproved unanimously.

 

Woody and Mike reported on the field inspection with the Road Commissioner and Ethan Swift / ANR in regard to the woody debris on the north bank of the Cold River up-stream from Coccia.  Woody reported that per ANR you do not need a permit to use a skidder in the river.  Jamie will inquire if a local logger might want to submit an estimate for the removal of the debris so that the bank and subsequent "flood area" will be open for fluvial processes to take place.

 

FEMA Reimbursement

                Rich presented to the Selectboard a spread sheet with the itemizations in a FEMA compliant fashion of those expenditures to date that will be submitted to FEMA.  Categories are segregated between Emergency repairs and Permanent repairs.  Rich reported that currently the submission will be approximately $160,932, but "Direct Administration Costs" were not yet included..

 

                Bert, as Selectboard Chair signed off on the VT AOT authorization for distribution of FEMA funds.  It is anticipated that the Federal FEMA Emergency funds to municipalities will be distributed by AOT in so far as the damage to municipalities was primarily to roads and infrastructure.

 

Transfer Station:

Upon inquiry from Bert, Jamie indicated that the glass crusher generates approximately 1.5 tons of material in a three month period.

 

Bert announced that after discussions with the new Transfer Station Attendant, Bob Perry would like to make some changes in the procedures at the Transfer Station.  In particular parking while using the reading room and the method by which the metal is handled.  Bert indicated that he will meet with Bob and discuss particulars and then notify Townspeople via the Times of Shrewsbury.

 

Town Office Maintenance:

                Two estimates have been received for the chimney repair:

                Peter Moore and Thomas Jones; both estimates submitted at $2,300.  After review, the estimate from Thomas Jones included a metal liner, which was not specified in the Moore estimate.

 

                Bert moved and Woody seconded to authorize Thomas Jones to proceed with the Chimney repair for the Town OfficeApproved Unanimously.

 

                A1 Septic & Drain will be contacted to examine issues with the drains and toilets at the town Office.

 

Minutes:

                Mike moved and Woody seconded to approve the Minutes of October 19th, 2011.  Discussion:  a few minor misspellings were noted and corrected.  Approved unanimously.

 

Coccia Property:

                There was some discussion as to what options the Selectboard had to compel Mr. Coccia to deal with the perceived hazards on his property as a result of the Cold River flooding.  The Selectboard requested that the Clerk contact the Town Agent in order to understand any options the Town might have in this regard.

 

Orders:

                Mike moved and Bert seconded that the Selectboard Orders #11 of November 2, 2011 for $3,651.29 and Road Commissioner's  Orders #11 of November 2, 2011 for $27,045.67.  Approved unanimously.

 

Shrewsbury Mountain School:

The Selectboard thanks the Shrewsbury Mountain School for their efforts and support for the 250th Charter Feast and Fireworks celebration.  The event was well attended and a terrific event to recognize the efforts of the entire Town in the aftermath of Tropical Storm Irene.

 

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

October 5th, 2011

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; John Wood, Selectman; Irene Gordon, Director- Emergency Management, Jamie Carrara, Road Commissioner; Linda McGuire, Town Treasurer; Mark Youngstrom, Otter Creek Engineering; Rich Biziak, Auditor & Disaster Response Bookkeeper; Mark Goodwin, Clerk

 

Members of the Public:

Doris Hall, Christine Keklak, Russell Carrara

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Road Commissioner's Report:

                Jamie reported that he has been supporting numerous inspections with FEMA and Emergency Management in regard to Emergency and Recovery efforts for the roads and bridges throughout the Town.  The current Emergency work that has been reviewed is primarily the placement of rip-rap and inventory of debris in the road ROW in anticipation of removal.  Jamie reported that at this stage most of the tasks are under the $100k threshold.

 

                Mike inquired about the current priorities and Jamie responded with the following itemization:

  • Getting the Cold River Road prepared for paving in order to facilitate snow removal. This task is anticipated to commence by the end of the week, if the contractor (Fuller) isn't redirected by the State somewhere else.
  • Frank Lord Bridge and Coldham Road bridge replacement. Otter Creek Engineering (OCE) reported a considerable time lag between design / build specs and the manufacture and delivery of pre-fab bridge structures. Mark Youngstrom reported eight (8) to ten (10) weeks in some cases. Including the logistical issues of procuring a contractor for the placement and securing of the pre-manufacture bridges, precluded trying to establish a permanent remedy for the bridges this fall. Subsequently, temporary bridges will be procured via sourcing by the Rutland Regional Planning Commission / Maine DOT. Temporary bridges as well as permanent solutions are both reimbursable expenses allowed by FEMA. In addition FEMA has requested that the remnants of Frank Lord Bridge be removed so as not to impede stream flow. These temporary bridges are one-lane bridges and will not accommodate the Town's larger plow trucks. Jamie reported that he has made arrangements with Mt. Holly for plowing Frank Lord Road and anticipated removing snow with the Pick-up truck for the bridge proper.
  • Freeman Brook Bridge, it has been determined can be repaired with temporary fixes and will be watched throughout the winter.

               

Contractors are being contacted, and it has been reported by OCE that few qualified contractors are available.  Mike inquired about the expiration of FEMA funds if they are not utilized in a given time frame.  Irene Gordon stated that FEMA funds are required to be expended within eighteen (18) months of authorization, however an extension can be requested lasting up to thirty (30) months.  Mark Youngstrom indicated that if the recovery tasks were properly packaged, they would be an attractive incentive overall for numerous contractors in the spring.

Jamie indicated that it appears that FEMA is using a very straight forward algorithm to determine the Repair/Replacement determination.  That is, if the cost of repair exceeds 50% of the cost to replace, then replacement is warranted and recommended.

 

Jamie reported that he will be obtaining guard rails for various sites throughout Town; Cold River, Eastham Rd. (Gaines), Wilmouth Hill Rd. bridge, Frank Lord & Russellville roads.

 

Treasurer's Report:

Linda has procured an initial $500k CEN Line of Credit from Mascoma Bank.  She has requested assistance in developing a Cash Flow report in order to substantiate any possible increase that might be needed.

 

Mike requested that the Road Commissioner in conjunction with Otter Creek Engineering and Rich Biziak get Linda current actuals and future estimates ASAP so that a Cash Flow analysis can be developed.  Mike indicated that this is imperative because he is concerned of the anticipated costs of repairs that could easily drain the Town accounts.  Jamie, with concurrence by OCE, gave preliminary start dates for the more expensive and immediate repair expenses.  They probably would not be recorded as payable until around the first of the year (Jan. 2012).

 

Based on the anticipated Cash Flow constraints, Bert offered to contact the State AOT to request a status and/ or postponement of any anticipated work on the Lincoln Hill culvert.  This is a project of the VTrans that has had in the works for many years.  Bert will attempt to obtain its' status relaitive to the statewide impact of Irene and what possibilities there are for postponement based on the Town's unforeseen anticipated expenditures for recovery.  Of particular concern is the funding source for the Lincoln Hill culvert, which is believed to expire sometime in 2012.

 

Emergency Management Report:

Irene reported that she has been supporting the Road Commissioner with various FEMA inspections.

 

David Rice acted as an Alternate at a Mitigation Grant informational meeting at the RRPC offices today.  At the meeting information was disseminated regarding Mitigation Grants (75% w/ 25% Match from applicant) for a number of qualifying aspects relating to Hazard Mitigation, such as but not limited to: Home buy-outs, undersize culvert replacements, repair and relocation of local roads, stream bank erosion remediation.  Irene indicated that she has requested a Grant Specialist to assist in the preparation of grant applications.  The Town can choose not to proceed with any particular grant if it is awarded.

 

                In regard to the question of Buy-outs, Irene indicated that that it is the Town who would initiate the request for Hazard Mitigation Grant monies and that the criteria would be that over 50% of the value of the structure would need to be expended in order for it to be repaired.  Bert inquired as to why the Town would want to participate in that type of arrangement.  Irene indicated that the Hazard Mitigation Grant is designed to elevate structure that pose an imminent danger or hazard to personal safety or property.

 

                Discussion ensued about properties that were damaged and / or compromised by Tropical Storm Irene flooding and its' effect on property assessment and subsequent taxes.  The issue of abatement was raised.  The Clerk outlined the Board of Abatement and the processes by which a tax payer applies for an abatement and the statutory criteria which is utilized to make tax abatements.  It was requested that the Clerk summarize the process for the Times of Shrewsbury and the Town website with a specific early December deadline for making abatement requests.

 

Irene reported that the FEMA's reimbursement schedule priority appears to be: #1 Debris and #2 Emergency Repairs or what is considered "Emergency Protective Measures".  Long term structural repairs are being evaluated and analyzed.

 

CEN Note:

                The Selectboard executed the CEN note that the Treasurer had obtained per previous direction of the Selectboard on 9/21/2011.

 

AT/LT Alternate Road Route:

                Mike moved and Bert seconded to approve the resolution granting permission to the AT/LT partners; Appalachian Trail Conference, Green Mountain Club and US Forest Service to utilize Town Roads for an alternate re-route of the Trail. .  Discussion:  Bert asked why permission was need for public roads.  It was explained that at issues was the "Official" footpath (Distance and safety) and the utilization of Town Roads.  Approved unanimously.

 

Citizen's Concern Regarding the Cold River Post Flood River Configuration:

                Doris Hall and Christine Keklak brought to the attention of the Selectboard their concern regarding debris in the Cold River that they are concerned will cause a problem with repeated flooding in the spring when the ice lets go.  They appreciate the temporary fix that was made to the Cold River, but are wondering if ANR will be making any permanent fixes to the Cold River proper and how it might impact their property.

 

                Woody explained that ANR is the authoritative agency in matters dealing with the rivers,  and that the Town cannot make decisions that would impact the river unilaterally.  Woody also indicated that the Town was working with Fred Nicholson from ANR for technical advice relating to river management in general and the Cold River in particular.  Doris and Christine indicated that they have an appointment with Mr. Nicholson on Saturday and it is hoped he might impart advice as to what can be done with the debris in the river, if anything.

 

The Selectboard thanked Doris and Christine for keeping them informed of their concerns and requested that they keep them informed of their meeting with ANR. 

 

250th Celebration:

                Woody brought to the Selectboards' attention the current arrangements for the 250th Celebration and Appreciation Dinner at the Mountain School on October 22nd.  It is not the Town event that was originally envisioned, but the unanimous consensus is that will be a great event for the Town especially after the impact of Irene.

 

Open to The Public:

                Russell Carrara voiced his concern to the Selectboard regarding disparaging remarks that he accused Mike Stewart of making at a private event outside of Town and not affiliated with any Town business.  The remarks, which Mr. Carrara indicated were made, concerned his father and himself.  Mr. Carrara indicated his disappointment in Mr. Stewart as an elected official and community businessman that he (Mr. Stewart) would engage in this type of unseemly behavior.

 

                Mike Stewart apologized to Russell for causing any offense and upsetting him.  Mr. Stewart indicated that he has no particular issue with Russell or his father.

 

Transfer Station:

                Bert reported misunderstandings with Bob Perry, who has become a long term substitute for Dick Adams, in regard to hours per week.  In particular about prep and closing time charges.  Bert will clarify with Bob expectations and allowable charges.

 

Minutes:

                Mike moved and Bert seconded to approve the Minutes of September 21st, 2011.  No discussion.  Approved unanimously.

 

Orders:

                John moved and Bert seconded that the Selectboard Orders #10 of October 5, 2011 for $36,812.46 and Road Commissioner's  Orders #10 of October 5, 2011 for $33,291.95.  Approved unanimously.

 

 

 

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

September 21st, 2011

 

 

Present at Meeting:

Bert Potter, Selectman; Mike Stewart, Selectman; Irene Gordon, Director- Emergency Management, Jamie Carrara, Road Commissioner; Linda McGuire, Town Treasurer; Susan Schreibman, Assistant Director Rutland Regional Planning Commission, Mark Youngstrom, Otter Creek Engineering; Rich Biziak, Auditor & Disaster Response Bookkeeper; Mark Goodwin, Clerk

 

Call to Order:

The meeting was called to order at 7:02 PM by Selectman Potter

 

VLCT - Broker of Record:

                An administrative request from VLCT was received to authorize VLCT to be the Broker of Record in the negotiations of Town of Shrewsbury insurance matters.

 

                Mike moved and Bert seconded to authorize VLCT to be the broker of record for the Town of Shrewsbury pertaining to insurance mattersApproved unanimously.

 

Treasurer's Report:

                Linda reported that she has been researching the availability of Lines of Credit with a few banking institutions.

                Citizen's Bank - Bank utilized by the Town of Shrewsbury, did not offer favorable terms

                Merchants Bank would loan up to $185k

TD Bank is not offering Municipal Lines of Credit at this time

                Mascoma Bank will offer a $500k Line of Credit at 1% interest for 1 year.  Mascoma is aware of the FEMA issues with reimbursement and the product being offered is a CEN (Current Expense Note).

 

Mike moved to authorize Linda to move forward and enter into an agreement with Mascoma Bank utilizing the terms outlined.  Bert seconded.  Discussion:  Mike inquired of Linda if $500k would be enough, or would it be possible to renegotiate in the future if it was warranted.  Linda indicated, that from a cash flow perspective, that the initial $500k line would be adequate for a substantial period of time, barring any unforeseen issues.  Approved unanimously.

 

Road Commissioner Report:

                Jamie reported that Phil Gaines was currently shoveling his horse manure into Eastham Rd creating a profound mess.  The Road Commissioner indicated that he (Mr. Gaines) would not cease when requested to do so.

 

Otter Creek Engineering was present at the request of the Road Commissioner and Susan Schreibman, Assistant Director Rutland Regional Planning Commission (RRPC).  The Regional Planning Commissions have been tasked by AOT with supporting the municipalities with the recovery of local roads.  RRPC has arranged with Otter Creek Engineering to work with Shrewsbury to develop an engineering scope of work that will be utilized in recovery efforts.  It is necessary to have a qualified technical analysis and  engineering estimate to develop a scope of work that can be utilized by qualified contractors whether responding to a request for quote of effort under $100k or in developing a comprehensive bid Request For Proposal (RFP) for efforts exceeding $100k.  Otter Creek Engineering (OCE) has the ability to formulate the necessary parameters so that the Town's ability to respond to the recovery of flood damage will be compliant with FEMA and State parameters. 

 

OCE has been engaged by the Town previously and the Town is confident in their ability to perform on time and within budget.  The Town is confident, based on past performance that OCE is familiar with and demonstrates the unique understanding of the local environment when coordinating the various parties associated with tasks, including the regulatory specifics and agencies that are responsible for them.

 

OCE will be meeting with the Road Commissioner ASAP in order to develop an engineering summary so that the efforts of OCE can be estimated in order that the Recovery scope of work can move forward as quickly as possible.  OCE will also be utilized in determining if solicited quotes and/or bids are compliant with the technical aspects of the efforts, compliant with the statutory and environmental regulation mandates and work performed is in accordance with specifications.

 

OCE is aware of the Mitigation parameters that FEMA has recently outlined and the monetary implications of appropriately documenting efforts that require mitigation.  Irene Gordon, Director of Emergency Management has requested that a Mitigation Specialist from FEMA support efforts in Shrewsbury.  Apparently, a schedule is being formulated for the Mitigation Specialist to tour damage in Town.

 

The Army Corp of Engineers was contacted regarding Tree Debris removal from water courses.  After discussion Jamie concluded that it would be the Town's responsibility of impacted Town culverts & bridges and the State for impacted State Road Bridges & culverts.

 

Emergency Management Report:

The Public Assistance representative of FEMA is scheduled to inspect damage on Monday 9/26/11 at 1 PM with Irene, Jamie, Rich Biziak and Otter Creek Engineering.  Mike asked Irene to inquire with FEMA has to the schedule for reimbursement payments.  Irene stated that from FEMA's perspective the first round of reimbursements would be for dwellings in order to make them safe and habitable.  Future disbursements would then be going to the municipalities.

 

Irene reported on the Public Assistance meeting held last Thursday at the Meeting House.  Approximately 25 people attended and they were briefed by various representatives of FEMA and SBA on the application and processing procedures.  There were some questions from the floor, but it was reported that there were no overwhelming concerns.

 

Irene reported that Traffic Cones were obtained free of charge via the RRPC by the State and that Rutland City made available a number of signs to augment the Town's inventory that was being fully utilized.

 

FEMA has announced grants for replacement of damaged Fire Hydrants.  Irene indicated that SVFD will be making an application for the Mt. School, Connelly Pond and Mill River hydrants.  The SVFD will examine if the Mill River Hydrant might be eligible for additional mitigation grant funding in so far as it is susceptible to excessive silting.

 

Irene reported that there will be an Emergency Management Expo at the Diamond Run Mill.  Philip Picotte of the RRPC/ LEPC will be a quest on a radio broadcast from the Expo and has asked Irene to join him for the interview.

 

Water test kits are still available.  Seven (7) kits have been distributed.  She is aware of one result, which indicated no health issues.

 

Minutes:

                Mike moved and Bert seconded to approve the Minutes of September 7th, 2011.  No discussion.  Approved unanimously.

 

250th Celebration:

                A pared down celebration consisting primarily of a pot luck dinner and fireworks will take place at the Shrewsbury Mountain School, date TBD.

 

Open to The Public:

                No questions, comments or concerns were raised by the Public.

 

Orders:

                Mike moved and Bert seconded that the Selectboard Orders #9A of September 21, 2011 for $13,096.51 and Road Commissioner's  Orders #9A of September 21, 2011 for $98,374.92 Approved unanimously.

 

 

 

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

September 7th, 2011

 

 

Present at Meeting:

Bert Potter, Selectman; John Wood, Selectman; Mike Stewart, Selectman; Irene Gordon, Director- Emergency Management, Jamie Carrara, Road Commissioner; Linda McGuire, Town Treasurer; Barry Griffith, Town Agent; Betsy Jesser, Lister, Sharon Winnicki, Lister; Mark Goodwin, Clerk

 

Members of the Public: Rich Biziak; Catherine Carrara; Russ Carrara; Duane Carrara; Herb Carrara, Stan Duda; Louise Duda

 

Call to Order:

The meeting was called to order at 7:02 PM by Selectman Potter

 

Approval of the Agenda:

                Mike moved and Woody seconded to accept the AgendaApproved unanimously, Agenda stands.

 

Minutes:

                Mike moved and Woody seconded to approve the Minutes of August 17, 2011 and the Minutes of the Special Meeting of August 31, 2011.  No discussion.  Approved unanimously.

 

Road Commissioner Report:

                Current Status is that improvements have been made throughout the Town.  The culvert for the Northam end of the Eastham Rd is waiting for weather conditions to improve before installation can proceed.

 

Cold River Road Reconstruction: Mike briefed the Selectboard on a chance encounter he had with Ethan Swift from DEC Water Quality and a brief question and answer exchange.  Because, Mr. Swift had toured the Cold River Watershed area with Herb Carrara the previous day (Tuesday), he was familiar with much of the activity that was being undertaken, especially pertaining to the reconstruction of the Cold River Road.  Upon inquiry of Mike, it was determined that once the current task of providing safe access for immediate residents and limited through traffic access, which are both expected to be completed by no later than Friday, that technical guidance will need to be obtained from DEC and other applicable regulators.  Prior to obtaining the technical assistance, all but the most necessary current efforts should be halted.  Mike indicated that this would be a precautionary and prudent way to proceed in so far as if effort is expended to rehabilitate the road, and if standards are not met it is possible that expenses will not be covered by FEMA reimbursement criteria.  This assumption was confirmed by Mr. Swift.  The objective now will be to obtain the necessary technical assistance ASAP so that the reconstruction effort can proceed.

 

Mike indicated that he is aware that contractors may move off the job, and would not be available when the reconstruction resumed.   However, Mike stated that it is a consequence the Town needs to endure if the goal is to be compliant with ANR directives and that there will still be work for contractors to do after the plan is formulated.

 

Preliminary figures indicate an approximately $129k has been expended on disaster recovery thus far.  The amount includes: labor, contracted services and materials.  It is anticipated that these initial expenses will be attributed to the "Special Roads Fund" and the "Paving "account, which combined have approximately $190K budgeted to them.

 

The Road Commissioner reported that there are no known issues with the school bus routes.  Jamie indicated that he has been in contact with Principal, Deb Fishwick regarding on-going construction and revisions to bus routes.

 

The Road Commissioner has requested a field meeting with the Selectboard ASAP at the Cold River Road reconstruction site.  The Road Commissioner is looking for guidance as to what level of "finishing" the Selectboard is expecting on the Cold River Road.  The culverts and finish gravel coat are all that appear left to do on Cold River Road.  Culverts are on (back) order, because of the high demand throughout the State.

 

Treasurer's Report:

                Linda reported there is enough cash on hand to pay bills.  The Town will possibly need to utilize the Reserve Funds.  Linda indicated that the cash flow situation will depend on how rapidly the revenue is collected for the 2011 tax year.  Linda indicated that the Town will need to establish a line of credit in order to borrow, elevating cash flow restraints especially during the emergency so as to meet expense obligations.  Linda requested that the Selectboard determine an estimate so that a baseline amount can be establish in order to negotiate with banks for the best terms on a line of credit. 

 

Upon further discussion, the Selectboard estimated that based on culverts and material and finish coats on Cold River Road that $200k would be a reasonable amount to use for a line of credit.  Prior to going forward, with the $200k amount the Selectboard requested that the Road Commissioner submit his best estimate for getting the impacted roads ready for winter plowing.

 

                Linda reported that she will be attending the FEMA meeting for Municipal Officials to understand the reimbursement process and timing.

 

                A Donation Fund in response to the disaster has been proposed by residents, former residents and concerned family members of residents as well as residents who are unable to volunteer.  A Fund can be established; whose contributions are tax deductible.

 

                Woody moved and Mike seconded to establish a three member Recovery Fund committee comprised of a Selectboard Member and two other appointees of the Selectboard.  The Recovery Fund will establish procedures and criteria in order to make recommendations to the Selectboard for the distribution of donations of the Recovery Fund.  Approved Unanimously.

 

                Mike moved and Woody seconded to appoint the following individuals who volunteered to serve on the Recovery Fund committee: Irene Gordon and Louise Duda.  Woody volunteered to serve as the Selectboard representative.  Linda McGuire volunteered to serve in a consulting capacity.  Length of term for committee members to be established a later time.  Approved Unanimously.

 

                Linda reported that the based on the previous FEMA reimbursement request, that payments came in two phases.  The first phase or initial payment was about 50% of the expected funds with the remainder coming about six month later.  All reimbursements, it was reiterated, were based on having the necessary paperwork in a compliant format for submission to FEMA.

               

 

Emergency Management Report:

                Irene Gordon proposed; as Emergency Director that she solicit in the Times of Shrewsbury e-mail addresses of Shrewsbury residents on behalf of the Selectboard, so that communication can be made to Town residents as an adjunct to established e-mail lists established by private citizens over the years.  After discussion as to the maintenance, security and necessity of such a list, the proposal was tabled indefinitely.

 

                Woody currently has the hand held radio and will maintain custody until at least the next Selectboard meeting.

 

                AOT has purchased traffic cones for no cost distribution to impacted municipalities.  Irene reported that she has ordered fifty.

 

                Red Cross supplies of water, blankets, MRE and Cleanup kits are available to distribution to impacted citizens by volunteers or by request.  Irene has also requested first-aid kits, water testing kits and information in regard to tetanus vaccination for volunteers.

 

                Irene is planning on attending the Municipal Assistance briefing by FEMA in Manchester on Friday September 9th.  It is mandatory for at least one municipal official to attend to qualify for reimbursement.  Based discussions with FEMA representatives, it would appear that reimbursement will be based on a combined Municipality / FEMA prioritization of inspected tasks and / or reconstruction projects. 

 

                The Regional Planning Commissions are being tasked by VEM to organize Community Meetings for the public.  Irene indicated that she will coordinate a presentation by FEMA and the Rutland Regional Planning Commission ASAP at the Meeting House.

 

Recovery Volunteers :

                Stan Duda summarized volunteer activities over the past week.  60 volunteers have organized to primarily rehabilitate flooded basements and removal of debris.  Arrangements have been made for a segregated dumpster to be available on Saturday and Sunday at the Transfer Station.  Hazardous Waste is being segregated for proper disposal once the drop off schedule is determined by SWAC.

 

                Stan outlined the effort of assessment of affected areas so that volunteers could be organized to respond in the appropriate manner.  This assessment included effort required for clean-up as well as distribution of important information to affected residents.

 

                Stan raised the question of liability for volunteers.  Barry Griffith summarized the Volunteer Protection Act of 1997 that hold individuals harmless, but does expose the Non-Profit or Municipality agency under whose sponsorship the volunteers organized to liability issues.  Barry suggested that to mitigate the liability exposure, that volunteers be given basic safety orientation (mask, handling of debris, etc.), and that the orientation process be documented.

 

                Wood debris, that is fallen trees, can be disposed of by cutting into firewood if applicable or scattering in the brush of the affected property.  There is no stump dump, and the Road Crew would prefer that it not be left in the ROW.

 

Listers NEMRIC:

                The Listers have reported that because the Treasurer now has the NEMRIC program on her home computer that it has become apparent that there are two versions of the modified Grand List being utilized.  This situation has occurred based on the fact that the Treasurer is using a static copy of the Grand List rather than a networked dynamic copy.  The static copy does not allow for changes to be synchronized with the Listers database which is constantly updated from the Department of Taxes.  This situation increases the probability of inaccurate information being utilized and entered for calculations at both at the State level and municipal level.

 

Open to The Public:

                No questions, comments or concerns were raised by the Public.

 

Catering License:

                Mike moved and Bert seconded to approve a Catering Liquor License for the Chrisanver House:

                Saturday September 10th  (Emergency alternate site due to flooding) and October 1st for a Benefit Concert for Flood Relief.

 

               

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #9 of September 7th, 2011 for $4,412.32 and Road Commissioner's  Orders #8 of September 7th, 2011 for $129,370.13 ($91,743 of which is attributed to the Emergency Recovery Effort) be approvedApproved unanimously.

 

Clerk Training:

                Bert moved and Mike seconded to approve the expenditure of $235 for the Clerk to attend the two day Conference in Fairlee.  Approved unanimously.

 

 

 

Meeting was duly adjourned at 9:55 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

August 31, 2011

 

SPECIAL MEETING FOR STORM RESPONSE

 

Present at Meeting:

Bert Potter, Selectman; John Wood, Selectman; Mike Stewart, Selectman; Irene Gordon, Director- Emergency Management, Jamie Carrara, Road Commissioner; Adrienne Raymond, Chair Shrewsbury Town District School Board; Mark Goodwin, Clerk

 

Members of the Public: Graig Angstadt, Peggy Angstatdt, Patrick Angstatdt, David Fretz, Laurel Fretz, Liesbeth Van der Heijden, Sharron Winnicki, Steven Nicholson, Stan Duda, Louise Duda, Catherine Carrara, Chryl Martin, Gerry Martin, Herb Carrara

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Approval of the Agenda:

                No objections regarding the Agenda were voiced, Agenda stands.

 

Emergency Management Report:

                Irene Gordon briefed the Selectboard in summary manner on efforts of Shrewsbury Emergency Management: preparations prior to the storm, opening of emergency shelters on Sunday, Declaration of an Emergency on Monday, and the response thus far with regard to the health and safety of citizens and recovery efforts.

 

                There have been no major injuries reported.  All Townspeople are accounted for, except for one household, on Lushas Acres Lane accessible from Mt Holly, although the person has been accounted for by Mt. Holly EM.

 

                Inventory of known damage to Town infrastructure has begun, but the effort is still continuing to determine the extent of damage.  Inventory of damage to private property is now beginning as the second phase of recovery moves forward.

 

                Emergency supplies of water and food are available at the Town Office Emergency Shelter.

 

                Electric has been restored all but a few isolated areas of Town.  Phone service is internment via land lines.  Cell service is always problematic.

 

                Effort is being made to organize volunteers for clean-up efforts.  Names are being collected and task determination will begin within the next day or two.  Logistics and communications are hampering those efforts, but are not insurmountable.

 

                Summary reports for VEM / FEMA are being responded to by the Emergency Management Director, administered and communicated as requested and as needed.  Process for documentation of recovery costs are being initiated so as to follow reimbursement requirements for tracking time, materials and In-kind efforts.

 

Road Commissioner Report:

                Extensive recovery effort is under way.  The initial effort has been to make sure that there are no isolated households in Town.  All Townspeople are now able to exit and enter Town to obtain supplies or return to work.  Detours exist, because there are some bridges or road washouts, causing disruption in normal travel patterns, but at this juncture ingress and egress to Town and residences is achievable, with the exception of the Cold River Road.  The upper part of Cold River Road is expected to be accessible for affected residents in the next day or two.  

 

Currently four (4) contractors have been utilized to assist the Road Crew.  Road Commissioner is assigning tasks and approving each individual contractor's invoice so that they comply with VEM / FEMA requirements.

 

Culverts are being replaced first.  They will be sized according to criteria previously documented in VEM reports.  If they have been problematic or have documented known deficiencies they may be up-sized without prior approval.  At this juncture, it is not known if replacement culverts must meet new Federal / ANR guidelines or if it is only required for installation of new culvert locations.

 

Approval process of contractor invoices has been given to the Road Commissioner.  The Road Commissioner, unless directed otherwise has the discretion in setting repair priorties. The Selectboard requests that the Road Commission communicate frequently with them in order to manage the expenditure of resources.

 

Jay Webster, Duane Carrara, Either Trucking and Master Plumbing are currently contracting with the Town at negotiated hourly rates.

 

Adrienne Raymond indicated that School has been postponed, but scheduled to open September 6th.  She indicated that RSSU is working on a viable Pick-Up / Drop-Off Plan for the safety of the school children.

 

250th Celebration Planning:

                In view of the Emergency, condition of roads and the efforts by the Road Crew and Emergency personnel, it was the consensus of the Selectboard to postpone the scheduled events to a date to be determined.  Hopefully the celebration can go on sometime in October, but there are already scheduled events.

 

 

Open to The Public:

                A number of public were present with various concerns regarding the Town's response to the declared emergency as well as inquiries as to how the public could help Town Officials as well as Townspeople who may need assistance.  Coordination for the following immediate response was examined and process confirmed for:

  • o Accounting for designated Emergency Efforts from both Town Officials, employees and volunteers so that proper FEMA accounting can be made.
  • o Coordination of Volunteer effort
  • o Distribution of immediate emergency supplies: water, Ready-To-Eat Meals, etc.
  • o Inquiring as to when bridges would be repaired to facilitate individual inconvenience.

 

Financial:

                Imperative that proper accounting be made for extraordinary expenses, so that eventual reimbursement and reconciliation can be made.

 

                The Road Commissioner will meet with Rich Bizak "Emergency Accounting Coordinator" to formulate process by which approved T&M records can be documented in approved format for submission to FEMA.

 

                Accounting process still to be formulated, but initially account numbers will be indexed based  on task associated with Road and Address info.

 

Orders:

                Bert moved and Mike seconded that the Selectboard Orders #8B of August 31, 2011 for $5,000. No Road Commissioner's Orders.  Approved unanimously.

 

 

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

August 17, 2011

 

Present at Meeting:

Bert Potter, Selectman; John Wood, Selectman; Irene Gordon, Director- Emergency Management, Linda McGuire, Treasurer; Catherine Carrara, 250 Celebration Organizer; Patrick Angstadt, 250 Celebration Organizer; Mark Goodwin, Clerk

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Health Officer & Emergency Management Report:

                Irene Gordon as Health Officer, reported that she has received notification of an Alleged Violation from the State Department of Environmental Conservation regarding the Crisanver House.  Specifically: a Violation of Maximum Contaminant Level for Total Coliform.  The Requested Action is: Issue Boil Water Notice and Activate Chlorinator.  Irene reported that she has made inspection and that the "Boil Water" notices were not present, but has not yet returned because the proprietors were in the process of drilling an additional well to supply the guest accommodations, which were supplied with bottled water.

 

                Shrewsbury was not awarded a VEM Grant to offset the costs of switching the Town equipment to Narrow Band frequencies.  After submitting the grant application Irene was notified that the eligibility criteria had changed to specifically target Law Enforcement organizations in the State.  The mandate to the Narrow Band switch is 2013.  It would appear that the estimated $250 - $400 cost of retrofitting the radios will need to be factored into the Roads Expense Budget.

 

                Hazard Mitigation Plan Update - The Town is in receipt of a request by the Local Emergency Planning Committee to update the Hazard Mitigation Plan based on newly compiled data that has been distributed to Towns in the region as well as updated By-Laws that address directly the various hazards in relation to FEMA compliance requirement.

 

                Irene summarized changes in the updated plan, such as high winds that had caused in excess of $100,000 of damage, new flood prone areas as a result of beaver activity and new Mill River Corridor studies.

 

                Except for clerical errors involving update and enactment dates, Irene indicated confidence that the Mitigation Plan was current and meets the requirements of FEMA so as to maintain our eligibility for mitigation grants, reimbursements post disaster and the Federal Flood Insurance Program.

 

                Bert moved and Woody seconded to approve A Resolution Adopting the Hazard Mitigation PlanApproved unanimously.  

 

250th Celebration Planning:

                Catherine Carrara and Patrick Angstadt who are coordinating the Pot Luck / Cookout and the Parade & Fireworks respectively updated the Selectboard on various details of their activities.  Various details regarding logistics and supplies (paper goods, drinks, ice, coolers that are being expensed against the Town Events funds were discussed and approved.

 

The Selectboard made a formal request to the Shrewsbury School District regarding the use of the School grounds and Rest Rooms for the Fireworks the evening of September 4th.

 

Orders:

                Woody moved and Bert seconded that the Selectboard Orders #8A of August 17, 2011 for $3,139.02 and Road Commissioners Orders #8A of August 17, 2011 for $13,194.49 be approved.  Approved unanimously.

 

Minutes:

                Woody moved and Bert seconded to approve the Minutes of August 3, 2011.  No discussion.  Approved unanimously.

 

 

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

August 3, 2011

 

Present at Meeting:

Bert Potter, Selectman; John Wood, Selectman; Michael Stewart, Selectman; Linda McGuire, Treasurer; Dick Adams, Transfer Station Attendant; Mark Goodwin, Clerk

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Transfer Station Personnel:

                Dick was invited to attend the meeting to communicate his intentions about returning to work after his recent illness.  This invitation was in addition to a letter regarding a physician's release that was hand delivered to Dick, by Selectman Wood on Monday August 1, 2011.  This was the delivery method of choice, rather than Return Receipt Mail.

 

Dick presented two physician's notes; one indicating that he was cleared to return to work and another indicating that he was cleared to return to "light duty".  It was explained to Dick, by Selectman Wood that there is no such category as "light duty" and that the expectation is that when he can return to work and perform the requirements of an eight hour day is when the Selectboard will permit him to return to work.  It was explained that this rationale was consistent with the objective of supporting Dick in his rehabilitation from illness.  It was inquired of Dick if his physicians were aware of the duties and nature of his work.  Dick indicated in the affirmative that indeed both doctors were aware of the type of work he performed, and he indicated further that although that he was cleared to return to work he was expected to use some "self-monitoring" as to the transition.

 

Dick indicated that it was his intention to return to full time duty on Sunday August 14th.  Woody will inform Bob Perry of the intended schedule.  Dick is to contact Woody if his status changes.

 

Modification of Agenda:

                Irene Gordon, Director Emergency Management called to indicate that she will not be able to attend tonight's meeting.

 

Road Commissioner's Report:

                Jamie indicated to the Clerk that the schedule for removing the ROW pine tree in Northam is set for Monday August 8 at 8 AM.  He requested a Selectboard member to be present to answer any questions from the public that might arise.

 

                Woody indicated that he would be available and Mike indicated that he could be utilized as an alternate if required.

 

 

Minutes:

                Mike moved and Woody seconded to approve the Minutes of July 20, 2011.  No discussion.  Approved unanimously.

 

                Bert moved and Mike seconded to approve the minutes of the August 1, 2011 Special Meeting.  No discussion.  Approved unanimously.

 

Transfer Station:

                The Planet Aid box has not been relocated because a suitable spot has not been found outside the perimeter fence.

 

                A report of a recent incident in which a resident insisted on leaving prohibited material at the transfer station would be resolved in accordance with established precedent; A letter would be sent to the resident household reminding them of the procedures of the Transfer Station, the inherent authority of the Transfer Station Attendant or Dump Master and the requirement to have a current "Dump Sticker".  Woody indicated that he would take responsibility for this task.

 

Borrowing From Restricted Funds:

                Per the request of the Treasurer.

                Mike moved and Woody seconded to authorize the Treasurer to borrow from the Restricted Funds , at the current Municipal rate of interest, as needed to supplement cash flow prior to the collection of 2011 tax revenues.  No discussion.  Approved unanimously.

 

Budget Status:

                A cursory examination of the YTD Budget report indicated that except for Diesel Fuel, all the budget categories appear to be on track.

 

Parcel Maps:

                The Clerk briefed the Selectboard on the current status of the Parcel Map enhancement task.  Working with the current vendor, Dean Russell Graphics, a negotiated price and schedule has tentatively been agreed upon by which the vendor will deliver an second "atlas" of the Shrewsbury parcels with yet to be determined GIS layers as well as the "polygon data sets" for delivery to Rutland Regional Planning Commission for other map making capabilities.  It is anticipated that it would be an additional $1,350 cost, but only expended once or until the Zoning changed.  It was noted that this cost should be factored into the upcoming 2012 budget.

 

250 Celebration:

                Members continue to be involved with the local Organizing Committee on various aspects of the celebration events.

 

 

 

Orders:

                Woody moved and Bert seconded that the Selectboard Orders #8 of August 3, 2011 for $4,030.45 and Road Commissioners Orders #8 of August 3, 2011 for $24,360.37 be approved.  Approved unanimously.

 

Meeting was duly adjourned at 8:05 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

July 20, 2011

 

Present at Meeting:

Bert Potter, Selectman; John Wood, Selectman; Michael Stewart, Selectman; Linda McGuire, Treasurer; Jamie Carrara, Road Commissioner; Leonard Korzun, Citizen; Steven Nicholson, Citizen; Mark Goodwin, Clerk

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Treasurer's Report

                Linda informed the Selectboard that the Town was in receipt of a Memorandum dated July 11, 2011 from William Johnson, Director, Property Valuation and Review pertaining to penalties for late filed Homestead Declarations.

 

                The Town, because of the methodology by which Homestead declarations are made, now has the discretion to assess or not assess the penalty.  In the case of Shrewsbury for an incorrectly declared homestead, because the Town has a lower homestead rate than non-residential rate, the penalty is eight (8) percent of the correct education tax for that property.  In the case of an undeclared homestead the penalty is three (3) percent of the educational tax.  These penalties contribute to Town revenue, so it is suggested by VT Department of Taxes that each Town authorize the exercising of their discretionary prerogative.

 

                Mike moved to accept the State recommendations of the penalty levels and to approve the assessment of a penalty for the making an incorrect homestead declaration as well as misrepresenting of homestead filing status for tax purposes.  Bert seconded.  Unanimously approved.

 

Road Commissioner's Report:

                Bert instructed Jamie to schedule a metal and plastic transport pick up from Hubbard's.

               

Jamie summarized the status of a number of ongoing and seasonal projects:

 

  • Paving to commence the week of August 1: Town Hill Rd, Eastham Rd and Mt. Holly Rd.
  • Estimation of the Town Office painting by the Dept of Corrections scheduled for the next few days. This is an estimation of the scope of fork for the Correctional Work Program officials. Mike requested that he and Jamie be present when the estimate is done. Jamie indicated that similar to the Brush Cutting crew the cost is $30 per person per day with usually a crew of 10 for a total of about $300 per day.
  • Brush Cutting by Department of Corrections Crew to commence on August 15th.
  • The Pierce ROW Pine Tree will be scheduled to be taken down on a Monday when the store is closed. There is little optimism that any of the trunk will be able to be salvaged. It is anticipated that the root mass will be removed and backfilled so as to have appropriate medium for placing a replacement tree.
  • Covered Bridge (Brown Bridge) construction / rehabilitation to commence in the next two to three weeks. Estimated to take a week or less. Jamie is prepared to place signs prior to closure of the bridge.
  • The Old Town Garage door renovation has been completed.
  • The vendor for the Old Town Garage door (Ski Door) will be giving the Town an estimate to retro fit and test of the Safety Signals on the bay doors for the Herb Carrara Town Garage. Which because of poor design have never worked properly.
  • The Curb Cut on Button Hill Rd for Al Ridlon is still being evaluated. Proper placement is critical for cost and long term maintenance.
  • The Road Commissioner plans on speaking with the Gordon's in regard to the spruce trees on corner of Northam Rd and Mt School Rd. The trees are impeding line of sight to the extent that they are becoming a safety hazard.
  • A bulk order purchase of regulatory Road Signs was made in conjunction with Rutland Regional Planning Commission. Jamie indicated that he more than doubled his original estimated quantity because of the discount offered by the bulk purchase.
  • Jamie was made aware of a recent accident on Lincoln Hill Rd and damage done to the bridge guard rails. Jamie indicated that he would evaluate on Thursday.

 

Transfer Station:

                The Planet Aid box will be relocated to a suitable place outside the fence.  This will allow the transport truck access without jeopardizing contact with any wires.   Bob Perry will be directed to utilize the previous practice of holding onto clothing for a specified time (couple of months) prior to placing in the Planet Aid box.

 

                Jamie was requested to assist The Transfer Station Attendant on stacking the paper gaylords, and make certain that the e-waste gaylords are under cover on a concrete floor, which will require the removal of the metal sorting Gaylord that is currently under the roof.

 

Tax Rate:

                Linda presented the Selectboard with data to set the 2011 Municipal Tax Rate, it consisted of the following:

                Town Grand List, based on the current abstract date 7/12/2011 and not expected to change significantly:

  • Ø Grand List = $1,461,740
  • Ø Total Taxes to be Levied = $639,753
  • Ø Municipal Rate = $0.4377

 

                State Determined Educational Tax:

  • Ø Homestead = $1.2998
  • Ø Non-Resident = $1.4052

 

                Calculated Local Agreement Rate, rate is determined by the excess allowable for tax-exempt entities.  In this particular case the $30,000 overage for Disabled Veterans Property Exception.

  • Ø $0.0011

 

                Total Tax Rate:

  • Ø Homestead = $1.7386 - a 2% decrease from 2010
  • Ø Non-Resident = $1.8440 - a 5% decrease from 2010

 

Mike moved to accept the recommendation of the Treasurer and set the 2011 Municipal Tax Rate at $0.4377 and a Local Agreement Rate at $0.0011Bert SecondedApproved unanimously.

 

Citizen's Concern:

                Leonard Korzun registered his concern with the Selectboard in regard to changing the Financial Calendar from a Yearly Calendar (Jan to Dec) to a Fiscal Calendar (July to June).  Leonard indicated that his concern was based on his long experience in a number of civic positions in Shrewsbury as well as civil association such as the Farm Bureau.  Mr. Korzun was of the opinion that changing the Financial Calendar was a further deterioration in the ability for the common citizen to understand the Town's financial status and make informed decisions regarding the Town's financial plans.  Mr. Korzun indicated that because of the time gap in the budgeting process the requirement of setting budgets in a six (6) month or eighteen (18) month intervals, it is a disservice to the citizens in so far as there is the impression that Town services are delivered for a reduced rate.  It is Mr. Korzun's view that it takes no extraordinary effort from closing the books and auditing them at the end of the year to developing a budget in order to make the necessary reports within the statutory time frame.  Mr. Korzun has concerns as to exactly who the professional audit report will go to.

 

                Steven Nicholson also registered his concern about the prospect of changing the Fiscal Calendar.  It is Mr. Nicholson's contention that there are no efficiencies to be gained from changing the budget / fiscal year calendar.  The same planning efforts will be required.  The forecasting required, from Mr. Nicholson's perspective will in most cases fall short from the actual that will end up being recorded and acted upon, either by the voters or in the process of managing the Town's affairs.  He indicated that the argument of synchronizing both the Town and the School is not valid.  He indicated that in his experience with RSSU that they have not been able to reconcile their accounts, or make accurate reports for some number of years.  It is his contention that a monthly audit with supported software will ultimately coincide with a yearend reconciliation of the audit reports and books.

 

                The Town Treasure, Linda McGuire pointed out that by changing the calendar, the ability to have reasonable time to both build a budget and engage in the necessary analysis and reporting would be available.  The time line of having actual numbers from accrued accounts and the requirement to propose a budget and report on the audited accounts would be lengthened, significantly enhancing the confidence level of accuracy that is lacking currently in the two to three week turn around required for report writing and publishing deadline for the Town Annual Report.  There would no longer be the three (3) month expenditure to budget approval validity concern, and there would be the ability to have a stronger cash flow position so as to avoid borrowing.

 

                The Selectboard thanked the participants for their respective views.  They indicated that they are still gathering information about the issue, and will ultimately bring the issue before the voters. 

 

Appointment:

                Woody moved and Bert seconded to appoint Irene Gordon to the position of Town Health Officer for the period of three years, per term recommendation of the VT Dept. of HealthApproved unanimously.

 

Marshall -Swift Appraisal Software:

                Bert moved and Woody seconded to approve the contract through the VT Department of Taxes/PVR for the Marshall - Swift Appraisal Software.  Cost of the software is $231.85.  Approved unanimously.

 

Town Office Equipment Sinking Fund:

                Bert moved and Mike seconded to approve the expenditure of a new laptop and appropriate updated software for the Town Clerk, charged against the Town Office Equipment Sinking Fund.  Discussion: The Clerk explained the effective depreciation of wear on the current machine.  Included was the ability to maintain effective security because of older more vulnerable less supported software.  Approved on a vote of two yeas and one abstention.

 

250 Celebration:

                Selectboard members continue to work at organizing a successful celebration.  Bert briefed the Selectboard on his efforts to reserve portable toilets for the weekend.  Woody presented possible T-shirt graphics for comment.  Invitations for the distinguished guests has been drafted and submitted for printing. 

 

Transfer Station Attendant:

                Dick Adams or if necessary a member of his family who is acting as his care taker will be reminded that he will not be allowed to return to work without a physicians' clearance and that he is relieved of his duties and obligations until such clearance is produced.  This reminder will be sent via Return Receipt Mail.

 

                Bob Perry will be given an Employee Handbook and ask to read and make acknowledge the Employee Policy.

 

Minutes:

                Mike moved to approve the minutes of July 6, 2011, Woody seconded.  Discussion: two typographical errors were cited. With corrections, approved unanimously

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #7A of July 20, 2011 for $4,710.52 and Road Commissioners Orders #7A of July 20 , 2011 for $13.026.36 be approved.  Approved unanimously.

 

Meeting was duly adjourned at 9:28 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

July 6, 2011

 

Present at Meeting:

Bert Potter, Selectman; John Wood, Selectman; Michael Stewart, Selectman; Linda McGuire, Treasurer; Joel Flewelling, VT-ANR Wildlife Biologist; Frank Parent, Long Trail Engineering (Representing Elnicki Aggregate Inc); Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Elnicki Winter Deer Yard Conservation / Mitigation Plan:

            Pursuant to the ACT 250 Application for expansion of the extraction permit for Elnicki Aggregate, a Winter Deer Yard Conservation / Mitigation Plan is required.  VT ANR has proposed a site specific Conservation Plan that requests a Letter of Support from the Town.  The Selectboard requested that ANR representative brief them as to the generalities of the proposal as well as an access Right-of-Way in particular. 

 

The Act 250 conditional stipulation calls for the easement to be permanently deeded as a "Conservation Easement" along with the specific reclamation plans for the initial extraction area.

 

The ROW proposal delineates the utilization of an existing access road that transverses the current extraction area and bears northeast, across the Shrewsbury section of the Elnicki property, further to the northeast across the Shrewsbury / Mendon boarder into Aitken State Forest.  The rationale is so that ANR might manage the south facing slope in a more comprehensive way.  Currently access is limited because of access and slope impediments by way of the northern or Mendon access.

 

It is envisioned that only ANR would have access to the ROW.

 

Mike inquired as to the availability of accessed area for "traditional use", that is hunting, fishing and particularly snow mobile use.  Mike was specifically concerned with the existing network of trails, some VAST certified, others that are not but used for trail network access.  Mr. Parent, representing Elnicki was unable to assure Mike as to what uses the landowner might be willing to continue and/or restrict.  Mike indicated that he was going to do further research as to where the access trail currently is in relation to the Elnicki property and proposed ROW.

 

Mr. Flewelling requested that if the Town was to write a Letter of Support, that he would request it ASAP in so far as the ACT 250 hearing is in recess.

 

The Selectboard thanked Mr. Flewelling and Mr. Parent for coming in and briefing the Selectboard.

 

Woody moved to write a Letter of Support for the Elnicki Conservation Easement Proposal as presented.  Bert seconded.  Woody and Bert voted in the affirmative,  Mike voted no (at this time).  The motion carried.

 

Minutes:

            Bert moved to approve the minutes of June 15, 2011, Mike secondedApproved unanimously

 

Lincoln Hill Culvert:

Bert indicated that he had a discussion with an Administrator at AOT and that if the Town did not want to move forward with this project that AOT will need to be notified.

 

The issue was tabled.  No information was forthcoming or action on the matter was taken at this meeting.

 

Northam Tree Removal:

Mike received a letter from the Shrewsbury Tree Warden, Eldred French.  Dated June 25, 2011.

            It is appropriate that the large white pine in the triangle across from Pierce's Store in Northam be removed.  The tree is in obvious decline and in addition to losing its' visual appeal is a hazard.

                                                Eldred French Tree Warden - Town of Shrewsbury

 

            Mike will inform Jamie to proceed with planned removal of the tree.

 

Memorandum of Understanding (MOU) State Standard E-Waste Collector:

            The Town is in receipt of the mandatory State Standard Plan for E-Waste collection at the current Transfer Station.  The MOU specifies the procedural requirements for collecting and removal of different types of E-Waste (electronic waste).  Essentially, with negligible impact on current operating procedure, the Town's E-Waste will be removed at no cost to the Town.  Because the Town will not incur a cost associated with the removal of E-Waste, the Selectboard will no longer collect weight fees for electronics collected at the Transfer Station.

 

            Bert moved and Mike seconded to sign the MOU for the State Standard Plan E-Waste Collector.  Approved unanimously

 

Transfer Station:

                Dick Adams who has been ill, will be required to produce a Physicians Authorization prior to returning to work. (Pursuant to Page 7 Paragraph 3 of the Shrewsbury Personnel Policies dated 9/15/2010.) Woody will be contacting Dick to remind him of this policy.

 

Calotta BCA Appeal:

                Bert signed off on the negotiated settlement pertaining to Linda Calotta' Appeal of the BCA decision to Property Valuation and Review (PVR).  Original recorded in the 2010 Grand List.

 

Town Office Maintenance:

                Bert moved and Woody seconded to authorize the Road Commissioner to contract with the Department of Corrections for the following:  Painting the Town Office and cutting roadside brush as required.  Approved unanimously

 

                Woody has contacted two masons.  No specific bids have been locked down as of yet.

 

Key for Town Office:

                The Auditors requested and were approved to receive a key for the Town Office entrance.

 

PSB Certificate of Public Good:

            VTEL has requested the Public Service Board issue a Certificate of Public Good for a proposal to bring Cable TV to those towns in Vermont served by VTEL.  Shrewsbury acknowledges receipt of the material forwarded to the Town as stipulated in Title 30 Section 248 of the Public Service statute.

 

Temporary Closure of Eastham Road:

                Bert moved and Woody seconded to approve the request by Matt Danaher (Town Constable) to temporarily close Eastham Rd. for approximately an hour on July 30th(?) for the running of a marathon. Discussion:  Matt was to work with the Road Commissioner / Emergency Personnel to make sure appropriate regulations are followed.  Approved unanimously

 

Status of the Duff litigation:

                The Listers have been in contact with Norm Cohen who is representing the Town's interests in the Appeal that Vaughn Duff has brought against the Town in regard to his assessment for property at 101 Northam Rd.  It was reported that the consensus of Town Officers and their agents that the Town press for arbitration in the matter.  Because Mr. Duff is acting as his own attorney in the matter he apparently has no incentive to expedite the negotiations process.  Mike will be contacting the Listers in order to access the current negotiations and move forward with a strategy that will bring closure to the issue.

 

FEMA Pre Disaster Mitigation Grants:

            The Town is in receipt of information from the VT Dept of Emergency Management in regard to a Federal competitive Pre-Disaster Mitigation program.  It is the consensus of the Selectboard to pass on this round of grants, recognizing that other areas of the State are in much greater need as a result of the spring flooding of the scare Federal dollars in regard to this type of grant.

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #7 of July 6 , 2011 for $5,830.34 and Road Commissioners Orders #7 of July 6 , 2011 for $13,459.85.73 be approved.  Approved unanimously.

 

Meeting was duly adjourned at 8:42 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 15, 2011

 

Present at Meeting:

Bert Potter, Selectman; John Wood, Selectman; Michael 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 by Selectman Potter

 

Road Commissioner's Report:

            Winter Sand & Gravel Bids - Two bids were received:

  • Pike Industries: $7.00 per ton Dry Screened Sand, $12.50 Delivered & $6.00 per ton Gravel, $11.50 Delivered
  • Mid Sate Sand & Gravel: $12.50 per yard ($10.00 per ton) Sand
  • Either Trucking - $4.10 per ton hauling Services

 

            Mike moved that Pike Industries be awarded the Winter Sand & Gravel contract with Either Trucking hauling the material.  Woody seconded.  Discussion:  Mike stated that Pike Industries, has demonstrated, based on past performance, exceptional ability to supply compliant product.  Jamie was skeptical about the conversion of yardage to tonnage by Mid State in so far as they have no scale on-site and the sand is neither screened nor dry on a consistent basis.  Mike indicated that the hauling services supplied by Either Trucking saved considerably, time, fuels and wear & tear on Town vehicles.  Motion carried unanimously.

 

            Paving Bids - Three bids were received:

  • Pike Industries: $68.08 per ton
  • FW Whitcomb: $ 66.84 per ton
  • Fuller Sand & Gravel: $62.00 per ton

 

Mike moved that Fuller Sand & Gravel be awarded the 2011 paving contract, with specific performance criteria, for Town Hill Rd, Eastham Rd, & Mt. Holly Rd.  Woody seconded.  Discussion:  Jamie indicated that there have been past performance issues with Fuller such has high "curbing" and inadequate intersection seam matching , but indicated confidence that the company can now meet expected performance standards. Motion carried unanimously.

 

           

 

 

Lincoln Hill Culvert:

            Bert reported on discussions he has had with AOT representative M. James in Montpelier in regard to schedule, and cost sharing for the proposed project.  Bert revised his initial report of the total project cost from ~$95, 300 to the correct ~$953,000.  The cost sharing schedule was determined to be: 80% Federal DOT, 10% VT AOT and 10% ($95,300) Shrewsbury.

 

            Bert was able to schedule a field review with Mark Macintosh, Bridge/Culvert Engineer for VT AOT and Shrewsbury resident, to inspect the culvert in order to determine first-hand what is required to be done, if anything.  The field review is scheduled for Thursday 6/16/2011 at 6:00PM.  The full contingent of Selectboard members are planning to participate.

 

            Further discussion on the Town's continued participation for the on-going project is tabled until after field review fact finding.

 

Transfer Station:

            Glass crusher:  Jim Reid was contacted by the Transfer Station Attendant to fabricate new strike edges for the glass crusher.  The custom welding estimate of $300 seems reasonable to Jamie.  Bert will contact Mr. Reid to determine status of fabrication vs. operability of the crusher.

 

            Jamie will coordinate directly with Pam Clapp of SWAC for paper pick-up.

 

Road Signage:

            Bert reported that Bill Tabor contacted him regarding a hazardous condition at the intersection of Bailey Rd. and Tabor Rd., scene of a recent accident.  Although not investigated, Jamie thought speed was an issue.  He did not think that regulatory signs would compensate for negligent driving.

 

            The Selectboard will take the citizen concern under advisement and see if an adequate remedy can be formulated.

 

            Jamie reported that the Rutland Regional Road Commissioners group is close to making a group purchase of regulatory signs that meet the new DOT standards.  Jamie intends to purchase about ten (10) signs in order to initiate progress of meeting the new mandatory requirements.

 

Excess Weight Permits:

Bert moved and Woody seconded to approve excess weight permits for: Quandts' Food Service.  Approved unanimously

 

 

Northam Tree Removal:

Mike indicated that he would work with Jamie on-site during the tree removal in order to determine viability of the trunk in order to fabricate a carving or something meaningful for the Town out of the residual material.

 

Semiquincentennial Planning:

            Woody reported on the status of progress thus far of organizational meetings that have taken place.  Events are being planned and organized.

 

            Woody moved and Mike seconded to accept on behalf of the Town a framed facsimile of the original Charter from the Shrewsbury Historical Society so that it can be hung in the Community Meeting House on September 4th, 2011 the 250th Anniversary of the Charter signing.  Discussion:  The Shrewsbury Selectboard thanks the Historical Society for their gracious gift to the Town.  Motion passed unanimously.

 

Elnicki Act 250 Mitigation Proposal

                The Selectboard has received a preliminary proposal for an easement for deer wintering conserved mitigation areas relative to the Elnicki Act 250 application.  It will be requested that a F&W representative present details of the easement to the Selectboard at their next meeting.

 

Warner Swimming Hole:

                The Selectboard has received and acknowledged notification from the Listers of an increase in acreage and subsequent value of the Town owned land surrounding the Warner Swimming Hole (area adjacent to the Brown Bridge).  No action on the part of the Town will be forthcoming.

 

Town Office Maintenance:

                Three primary items require attention:  Chimney, exterior painting and sill / foundation on the NE corner.  Woody will contact two masons who might be interested in bidding on the repair work.  Jamie will be asked about the availability of the Prisoner Work Program that was utilized last year for brush cutting, for painting.  The sill work will require additional examination to understand the scope of the work involved and will be reported on at a later date, including itemization of other exterior maintenance / repairs.

 

Orders:

            Mike moved and Bert seconded that the Selectboard Orders #6A of June 15 , 2011 for $8048.78 and Road Commissioners Orders #6A of June 15, 2011 for $17,251.73 be approved.  Approved unanimously.

 

PSB Certificate of Public Good:

            The Selectboard is in receipt of a notification of an application by a Shrewsbury resident; Scott Garren for a net metering photovoltaic system.  Bert moved and Woody seconded to defer to the Zoning Administrator for a determination of compliance with local regulations, prior to determining if a response to the Public Service Board is warranted.

 

 

Randy Page - Access to the Town Office:

            Randy has requested that he be given a key to the Town Office and the supply closet.  The Clerk was directed to make available the appropriate keys to the Collector of Delinquent taxes.

 

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

June 1, 2011

 

Present at Meeting:

Bert Potter, Selectman; John Wood, Selectman; Linda McGuire, Treasurer; Jamie Carrara, Road Commissioner; Barry Griffith, Town Agent; Betsy Jesser and Sharon Winnicki, Listers; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:02 PM by Selectman Potter

 

Acceptance of Minutes:

            Bert moved and Woody seconded to accept the minutes of May 18, 2011.  Discussion: none.  Approved unanimously.

 

Transfer Station:

            Bert reviewed signage to be posted at the Transfer Station explaining procedures and acceptable material.  Bert recommended that the signage be modified so that a declaration of "By Order of the Selectboard" can be added with accompanying signatures.

 

            Bert reported that the roof leak has not been repaired yet.  Apparently the required material is still on back-order.

 

Road Commissioner's Report:

            Bids for Winter Sand have arrived.  Jamie will postpone opening until the full contingent of Selectpersons are in attendance. He also expects the Paving bids to be available at the next Selectboard meeting as well.

 

            Jamie reported that the bridge on Gilman Road, just south of the Clement Shelter Road, is slated to be replaced by the State prior to a Timber Sale operation slated for the winter.  The State will be replacing the current hemlock brace and stringer design with recycled steel railroad track bracing & hemlock.  It is anticipated that a contract, similar to the CCC Road Maintenance contract, will be executed with the Town not to exceed $5,500.  The State will be supplying materials with the Town supplying equipment and labor.

 

            Jamie reported that he has ordered the Garage Door replacement and expects it to arrive in about three weeks.

 

            Jamie inquired as to the determination of the large white pine in the triangle in front of Pierce's.  He is prepared to assist a professional arborist, but is concerned that he will encounter adverse public opinion when work commences.  Jamie indicated that it is his intention to schedule the removal to coincide with when he is working on other hazardous trees in the Northam area.  Jamie understands the intent of the Selectboard to leave, if possible, a certain amount of the trunk so that something significant might be fabricated out of the remains of the tree that is deeply engendered into the hearts of many townsfolk.  There is no certainty that this intent can be honored, based on the condition and stability of the tree.

 

Jamie indicated that he only allocated $1,000 for town wide tree removal / special projects in this years' budget.  Because of unexpected costs associated with the Hinckley ice jam damage and other hazardous trees he anticipates over running his budget for the cost associated with the white pine removal.  Selectman Potter indicated that the Town should be able to absorb the additional costs associated with this particular tree removal.

 

Jamie will be coordinating directly with SWAC for the pick-up of the Gaylords of recyclable paper material.

 

Woody inquired about the status of the Eastham Road culvert bridge, on behalf of a townsperson.  Jamie indicated that he is aware that the posts have rotted out.  It is not currently in the budget to get repaired, and will be deferred until he has addressed other "structure" bridges and culvert bridges.  Jamie explained that grants are not available for culvert bridges in so far as there is no inherent "structure" to attach guard rails to, as is the case in the majority of bridges around town.  Jamie will investigate the availability of surplus or used guard rail material from AOT in an attempt to address the concern ahead of his anticipated replacement schedule.

 

Webster / Clarendon Town Line:

            Barry Griffith reported that he has not received any new information regarding his inquires from Clarendon Listers, Clarendon's lawyer or Webster's lawyer.  Lister Betsy Jesser determined, in conjunction with the Clarendon Listers and Parcel Mapper, Dean Russell that the additional acreage (1.7 acres) to the Webster's property was added to the Clarendon acreage total and the Shrewsbury acreage has remained constant with what was agreed upon between the three parties (Clarendon, Shrewsbury and Clayton Webster), as recorded in the Clarendon Selectboard Minutes of 9/23/2002.

 

            Included in the Listers' determination is the fact according to Vermont Railway the crossing permit that is being utilized by Clayton Webster has been violated and he is in a non-conformance situation based on the current vehicle access to his property.

 

            Barry Griffith has determined that the statute 24 V.S.A. §1461 that speaks to the remedy of a survey if the two adjoining towns do not agree on a common border that a survey is to be made, does not apply because the Towns do in fact agree as to where the town line is.

 

            Barry indicated that as he obtains new information he will inform the Selectboard

 

Excess Weight Permits:

Bert moved and Woody seconded to approve excess weight permits for: John Perry and Either Trucking.  Approved unanimously

 

 

Catering Permit:

Bert moved and Woody seconded to approve a Catering Permit for a wedding scheduled at the Crisanver House for June 18th, 2011.  Approved unanimously

 

Generator:

            Selectboard approved for Carl's Generator Maintenance to once again perform a yearly maintenance check on the Town Office emergency generator.

 

Citizen's Concern:

            Woody explained that Dirk Thomas had intended to address the Selectboard with a concern about the large tree immediately next to the Pierce House.  Apparently there are some members of the Cooperative at Pierce's Store who consider the tree a hazard and there are some in the organization who have a differing opinion.  It was thought that the Selectboard would be able to arbitrate because of the location of the tree.  It was reported by Woody that Mr. Thomas ascertained that the tree is not in the Town Right-of-Way and the Selectboard has no jurisdiction in the matter.

 

Semiquincentennial Planning:

                Woody reported on the planning meeting of May 27th.  Woody indicated his concern that there appear to be a lack of Towns people who are willing to volunteer to organize events.  Woody is still looking for someone to assist in planning a parade.

 

Orders:

            Bert moved and Woody seconded that the Selectboard Orders #6 of June 1 , 2011 for $10,659.82 and Road Commissioners Orders #6 of June 1, 2011 for $6,811.13 be approved.  Approved unanimously.

 

AOT Plans for replacing Lincoln Hill Culvert:

            The Town is in receipt of the preliminary cost estimates for the replacement of the culvert near the Lincoln Hill Road and VT Rte 103 intersection.  The total project cost appears to be close to $950,000 with approximately $9,000 allocated for the Town's contribution.  Bert will be contacting AOT, to find out plans and how they will impact road usage as well as schedule for cost / budget allocation.

 

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 Public Hearing

May 18, 2011

 

Present at Meeting:

Mike Stewart, Selectman; Bert Potter, Selectman; John Wood, Selectman; Linda McGuire, Treasurer; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:01 PM by Selectman Potter

 

Acceptance of Minutes:

            Mike moved and Woody seconded to accept the minutes of May 4, 2011.  Discussion: none.  Approved unanimously.

 

NOTE:  Correction:

The approved Minutes of May 4th did not include the following:

Mike moved and Woody seconded to adopt the Flood Hazard Area Regulations submitted by the Planning CommissionApproved unanimously.

 

Schedule for Setting of Tax Rate:

            Mike will be contacting the Listers to obtain a status of as to how close to June 1st they anticipate they will be Lodging the Grand List.  Linda indicated that the Education Rate is usually received from the State on or about July 1st.  Mike indicated that would allow the month of July to establish the 2011 Tax Rate.

 

Keys for the Town Office:

            The Selectboard authorized the distribution of Town Office Keys to the following, all others who require access will be given the key code:

Mark Goodwin

Linda McGuire

Betsy Jesser

Adrienne Raymond

Jamie Carrara

 

Any additional requests for keys to the own Office will be authorized by the Selectboard.  The keypad combination can be disclosed by the Clerk's discretion.

 

Webster / Clarendon Town Line:

            Bert will be contacting Barry Griffith in order to have him present a status report at the first Selectboard Meeting in June.

 

Development of Audit Request for Proposal (RFP):

Bert will be contacting Debbie Blecich to request that she consult with the Selectboard in developing an appropriate RFP for the anticipated professional audit as was recommended by the Auditors April 6, 2011.  In addition, the Clerk will forward to the Selectboard a model RFP that was sent by VLCT to the Auditors.

 

 

Migration from Calendar Year to Fiscal Year:

Mike reported on his discussion with a Selectboard member from Mendon, who was involved with their Town's migration a few years back.  It was reported that the migration was not that difficult and that the implementation went well.  Mendon apparently sent out the two tax bills, one for six (6) months and then one for twelve (12) months.  Mike indicated that he inquired about the budgeting process that would coincide with the migration and that it was indicated that the process is not that cumbersome.

 

Discussion ensued in respect to the possible migration and how a ballot question might be worded.  The Clerk was requested to research examples of possible ballot questions for a possible migration. 

 

The consensus of the Selectboard was that this endeavor would be subsequent to any recommendations that would be forthcoming from the anticipated professional audit.

 

 

Transfer Station:

            Estimates for repair of roof leaks were opened:

            Ralph Page: $300 - $350

            John Wood: $400

           

Bert moved and Mike seconded to accept the bid from Ralph Page, not to exceed $350.  Woody recused himself from the proceedings.  Approved unanimously.

 

Woody reported receipt of information indicating that the Transfer Station Attendant expended more time with Green Up Day than previously allocated by the Selectboard.

 

Bert moved and Woody seconded to approve the payment of two (2) additional hours to the Transfer Station Attendant for his efforts on Green Up Day.  Discussion:  It was recognized that it is necessary for the Transfer Station Attendant to be present during Green-Up Day activities to ensure that Transfer Station procedures are followed.  Approved unanimously.

 

 

 

 

 

Orders:

            Bert moved and Mike seconded that the Selectboard Orders #5A of May 18 , 2011 for $2,522.58 and Road Commissioners Orders #5A of May 18, 2011 for $11, 161.49 be approved.  Approved unanimously.

 

 

Meeting was duly adjourned at 8:25 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 Public Hearing

May 4, 2011

Flood Hazard Area Regulations

 

Present at Meeting:

Mike Stewart, Selectman; Bert Potter, Selectman; John Wood, Selectman; Linda McGuire, Treasurer; Irene Gordon, Director Emergency Management, Adrienne Raymond, Shrewsbury School District Director; Todd Fillmore, Resident & Sign Maker;  Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Acceptance of Minutes:

            Woody moved and Bert seconded to accept the minutes of April 20, 2011, including minutes of the Selectboard Public Hearing on the Flood Hazard Area Regulation report submitted by the Planning Commission.  Discussion: request to strike the adjective "coherent" from page 3, third full paragraph; pertaining to Selectman Stewart's availability to meet with members of the Clarendon Selectboard in order to respond to Mr. Webster.  Approved unanimously.

 

Road Commissioner Report:

            Mike reported discussions held with the Road Commissioner in regard to the bay door on the Old Town Garage.  Per the Road Commissioner's previous report he is requesting that funds be allocated to fix / replace a bay door so that road equipment might be stored and kept out of the weather.  Two estimates / bids have been obtained:

                        Overhead Door:          $1,374 repair  $1,695 replace

                        Ski Door:                      $661 repair     $1,075 replace

            Jamie indicated that he is still investigating to see if the specifications of both estimates are similar.  Mike moved and Woody seconded to approve the appropriation of a replacement garage bay door from Ski Door, contingent on the specifications of the door thickness are similar to Overhead Door's estimateApproved unanimously.

 

            Mike reported that Jamie had obtained an estimate of $400 to remove the white pine in the Town ROW adjacent to Pierce's Store.  Removal by tree service with the road crew assisting.

 

            Mike indicated that he had checked with Irene Gordon, Director Emergency Management to ascertain if there were any mitigation funds available to off-set the expense of removing the ice jam from Hinckley Road this past winter.  Apparently for that particular weather event no disaster mitigation funds were allocated.

 

 

Emergency Management:

            Irene reported on a FCC mandate to migrate all Emergency communications equipment from current broadband to narrowband by January 1, 2013.  A grant is available to off set expenses associated with this endeavor.  Irene indicated that she will gather the requisite data from the Town and the SVFD to coordinate a comprehensive response for the grant application as far as the number of devices that might need to be reprogrammed to be in compliance with the mandate. It was the consensus of the Selectboard that Irene continue with this effort in order to minimize the cost to the Town.

 

            Emergency Generator (EMPG10).  In regard to the recently awarded grant for the placement of an emergency generator at the Mountain School, Irene reported that the Mountain School Board is not enthusiastic to authorize the placement of the generator on school grounds.  Their stated rational by Adrienne Raymond is that they are not in a position to take on any responsibility for the associated expense of maintaining the generator in the out years, it is not a priority in their long range plans and they are reluctant to accept the "anonymous" donation of the full matching funds for such equipment at a public site.

 

            Irene reported that she has a commitment for the full amount of the requisite match for the grant (the estimated match is approximately $12, 832), including the initial set up testing expense and the future ongoing maintenance expense.  She indicated that it is an anonymous donor that does not live in Shrewsbury.  Irene alluded to the aspect that the referenced anonymous donor might not be one singular individual but might also be soliciting contributions from other sources.  Irene indicated that this arrangement will help off set any cost associated the timing for reimbursement of grant monies which are usually not allocated until receipts are generated.

 

            Irene suggested an alternative site for the placement of the EMPG10 Generator, which would be the Shrewsbury Community Meeting House.  Irene reported that she had discussions with Mark Youngstrom and that the Community Meeting House committee is very enthusiastic about having the generator sited there.  Irene has already ascertained that the change in venue will not jeopardize that grant award in so far as the Community Meeting House has already been designated as a certified Red Cross shelter.  Per VTEM, Irene is required to forward a letter to Michael O'Neil, Director of VT Emergency Management indicating the change in venue.  Selectman Stewart requested a copy of the letter, once it is composed.

 

            The consensus of the Selectboard is for Irene to continue along the current course of implementation for positioning the emergency generator at the Community Meeting House.

 

            Per the minutes of April 20, 2011; Linda was authorized to establish an income / expense line item to be utilized to collect and account for monies solicited for and utilized for the maintenance fund only.  These actions are based on the assertion that the matching grant amount required has already been assured by the anonymous donors in advance.

 

Town Office Locks:

            Bert in response to a request from the Town Clerk, authorized that replacement of the locksets on the supply closets.  The supply closet doors are currently unable to be secured and there has been an inordinate amount of supplies expended and/or removed, with no particular rationale as to why.

 

            Bert also requested that a locksmith be brought in to change the key entry for the front door of the Town Office.  It is anticipated that this will create an inventory of key access authorization, which will be more current.  No one can remember the last time the lock had been re-keyed or who has keys.  The keypad will be reprogrammed by Bert to coincide with the re-keying.

 

George D. Aiken Resource Conservation & Development Council:

The Selectboard acknowledged receipt of a notification from the George D Aiken RC&D Council concerning their imminent (end of May 2011) demise due to lack of funding as a Federal Program.  Included in the notification was the suggestion that any funds appropriated by the Town to support the George D Aiken RC&D Council programs not be forwarded.  The Selectboard instructed Linda to heed the referenced suggestion.

 

Orders:

            Mike moved and Bert seconded that the Selectboard Orders #5 of May 4 , 2011 for $2,402.26 and Road Commissioners Orders #5 of May 4, 2011 for $3,267.93 be approved.  Approved unanimously.

 

Road Signs:

              Bert shared information that he has gathered on the new Road Sign mandate, including letters that other Towns in Vermont have sent to the Federal Department of Transportation.  Bert indicated that he will be forwarding the collected material to State Representative, Eldred French.

 

Meeting was duly adjourned at 8:32 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

April 20, 2011

Flood Hazard Area Regulations

 

Present at Hearing:

Mike Stewart, Selectman; Bert Potter, Selectman; John Wood, Selectman; Linda McGuire, Treasurer, Laura Black, Shrewsbury Planning Commission; Melissa Reichart, Shrewsbury Planning Commission; Mark Goodwin, Town Clerk & Shrewsbury Planning Commission; Steve Nicholson, Member of Public

 

Call to Order:

                The meeting was called to order at 6:33 PM by Selectman Potter

 

Question from the Public:

            Mr. Nicholson asked if those properties affected by the regulations would be able to be found on a map.  He indicated that twenty years ago, when he served on the Zoning Board / Development Review Board the maps available to determine the Flood Hazard Areas seemed to be problematic or inaccurate when trying to determine specific areas and / or parcels.

 

            The Planning Commission indicated that the newer FEMA Flood Insurance Base Maps as well as the forthcoming digital parcel maps will be better able to be utilized by the Town Commissions and Boards in determining specific Flood Hazard Areas and their relation to specific parcels.

 

Adjourned:

            Hearing was adjourned at 6:58 PM

 

 

 

Minutes of Selectboard Meeting

April 20, 2011

 

Present at Meeting:

Mike Stewart, Selectman; Bert Potter, Selectman; John Wood, Selectman; Linda McGuire, Treasurer; Barry Griffith, Town Agent; Steve Nicholson, Lister; Sharon Winnicki, Lister; arriving later Betsy Jesser, Lister; Jamie Carrara, Road Commissioner; Todd Fillmore, Resident & Sign Maker;  Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Acceptance of Minutes:

            Woody moved and Mike seconded to accept the minutes of April 6, 2011.  Discussion: For clarification, Mr. Potter is not opposed to having two tax collections as an interim solution to moving from calendar year to fiscal year.  He was just opposed to continuing the practice if and when the transition was made and the Town was moving forward with a new fiscal calendar.  Minutes Approved unanimously.

 

Appointments:

            Mike moved and Woody seconded to appoint Steve Spatz as Energy Coordinator with a term of one year ending March 5, 2012.  Approved unanimously

 

Weight Permit:

            Woody Moved and Mike seconded to approve an Excess Weight Permit to United Natural Foods.  Approved unanimously

 

Conservation Commission:

Bert moved and Mike seconded that the Conservation Commission be reimbursed, per their request, for not more than $100 for the Green Up Day breakfast, and that the Town will assume the cost of tire disposal for tires collected as part of the Green Up Day effort.  Discussion:  Bert is concerned that some Townspeople will take advantage of the ability to dispose of tires because it is Green Up Day.  The suggested remedy for making sure that there is no change or perceived change in present policy and practice, which is not to accept tires at the Transfer Station, is to have the Transfer Station Attendant as well as a representative of the Conservation Commission present during Green Up Day drop off.  Woody will contact Cynthia and the Transfer Station Attendant to confirm expectations.  Approved unanimously

 

 

Webster, Clarendon / Shrewsbury Town Line:

            Town Agent, Barry Griffith was asked investigate and respond to requests by Clayton Webster's legal representation, Mr. Langrock and the Town of Clarendon's representation concerning Mr. Webster's' property and the associated acreage visa via the defined Clarendon / Shrewsbury Town Line upon which Mr. Webster's property lies.

 

            Recent correspondence received by Shrewsbury from Mr. Langrock requests that the amount of acreage in each respective town as well as the location of the home site be clarified by means of a survey of Mr. Webster's property.  Upon investigation of past agreements among the respective Towns, deed documents, abutting surveys, parcel maps and statute (21 V.S. A. § 1461) Mr. Griffith indicated that the clarity that Mr. Webster seeks is still ambiguous.  Barry indicated that there is no fundamental disagreement with the where and how the Town Line is defined by the two towns of Clarendon and Shrewsbury so the referenced statute does not appear to apply.  There have been documented agreements between the two towns, prior to Parcel Mapping, and Mr. Webster as to which town the home site resides and the amount of acreage in each.

 

            Mr. Webster requests that the towns initiate a survey of his property, at no cost to himself individually to determine his boundaries.  Both the Listers and Mr. Griffith presented supporting Parcel Mapping information and other documentation relative to the Parcel and Lister records, that suggested that for the past nine years the appraisal data has been accurate.  Betsy Jesser will be contacting Parcel Mapper Dean Russell, who also maps the Town of Clarendon, as to why there has been additional acreage assigned to his property, apparently on the Clarendon side.

 

            Selectman Potter indicated that it is his perspective that the taxpayer has the burden of proof in regard to providing the necessary data as to why they are being appraised mistakenly.  It is Mr. Potter's position that the town should not be responsible for reimbursing all or in part the cost of a survey for a specific individual property, particularly in so far as the two Towns agree as to where the Town Line is.

 

            Selectman Stewart indicated that if needed he is available to meet with representatives of the Clarendon Selectboard so that a coherent response could be made to Mr. Webster.  Barry indicated that he will be contacting Mr. Langrock and Mr. Bloomer to give them a status of his current investigation and better understand what relief Mr. Webster seeks and will return in two weeks to update the Selectboard.

 

Town Office Sign:

            Todd Fillmore presented revised proposals for a sign at the Town Office.  Design, placement and color were discussed.  Placement above the entry gable was selected because of a placement that was unobtrusive to entry and egress as well as maintenance, particularly in winter.  Although red tones were discussed, Todd Fillmore indicated that the color was pre-disposed to fade at a faster rate when exposed to sun.  Because of the southern exposure a non-red tone was chosen. 

 

            Bert moved and Mike seconded to approve the procurement of a sign for the Town Office at a cost of $520.05Approved unanimously

 

Road Commissioner's Report:

            Jamie was asked to update the Selectboard in respect to expenses vs. budget after three months into the year and a very long winter.  Labor costs appear to be right in line with previous years.  However, the Fuels & Lubricants budget line indicates 50% expenditure only three months into the year.  Jamie indicated that the reason has been the rise in fuel costs.  There might be an impact on sand hauling later in the year.

 

            Winter sand:  Jamie will be soliciting bids for winter sand.

 

            White Pine in the Northam Triangle ROW.  Gary Salmon indicated to Jamie that the tree is rotten and should be taken down.  This confers what the Tree Warden, Eldred French has previously determined.  Jamie is concerned about the emotional impact its removal will have on Townsfolk.  Discussion ensued.  Mike suggested that if the trunk is not too far gone that perhaps it could be sculpted into something significant for Shrewsbury.  Woody suggested that in light of the 250th Anniversary of the Charter that a "counting of the rings" could be made with markers indicating significant events in Shrewsbury's history.  At present there does not appear to be an urgent requirement that the tree be taken down immediately.  Bert will check with Eldred as to his availability and/or desire to remove the tree from the top down.  Otherwise, Jamie will obtain a quote from a tree service when he has another tree removed near Angastadts' on Northam Rd.

 

            Jamie indicated that he anticipates a bill from Gary Martin for his work in removing an ice dam from the culvert under Hinckley Rd.  Emergency Management has previously indicated that mitigation funds from FEMA might be available to offset these expenses.  Mike will check with Irene Gordon.

 

            Jamie indicated that he is receiving some interest in the 91 Ford truck, which he is asking $7,000, he will keep the Selectboard updated on continued negotiations.

 

            Jamie indicated that he plans for getting equipment under cover, will require raising the header beam on one of the bays of the old garage and adding a panel to the bay door.  Jamie requested that Town Building Reserve Funds be utilized to cover the expense.  Presently the quote from Overhead door to make an addition to the door is $1,374.  Mike will seek other vendors and Woody will submit a quote for the modification to the header beam.

 

            Jamie is still taking inventory for the mandatory replacement of road signs to the compliant 12 inch high regulation.  Jamie indicated that the RRPC is coordinating a bulk purchase of the signs for towns within the region to minimize expense.  It is the opinion of RRPC if some progress is demonstrated, that will be enough for the current year, with full compliance to be achieved next year with next years' budget.

 

            An observation by SVFD determined that there is no fire extinguisher at the Transfer Station.  Mike asked Jamie, as a representative of SVFD,  to look into this deficiency and make the required remedies.  Bert indicated that this would be the prudent thing to do to have one or two extinguishers accessible.

 

            The Town received the 2011 Bridge & Structures Report.  Jamie has examined the report and is aware of those items enumerated in the report.  Bert moved and Woody seconded to accept the Report as presentedAccepted unanimously

 

Jamie is looking to get the chipper blade cutting edges resurfaced by welding.  Jim Reed has taken a look at them, no specific determination on repair has been determined.

 

PVR Decision for Uhler Property:

            Bert moved and Mike seconded to approve the findings of PVR in respect to the appeal made by Michael & Shirley Uhler.  The evaluation was set at $253, 000 for three years.  This is a $11,000 reduction in the value set by the Listers and upheld by the BCA.  Approved unanimously.

 

Account for Mt. School Generator Maintenance Fund:

            Irene Gordon requested that Linda McGuire to establish an account to track and account for funds collected for the maintenance of the emergency generator to be located at the Mt. School for an emergency shelter.  Mike moved that a fund be established in order to account for collected donations, explicitly for the Maintenance Fund (specifically not for matching procurement monies).  Discussion: It is to be a pass through account; the Town will not assume any responsibility for the procurement nor continued maintenance of the emergency generator at the Mt. School.  Bert secondedApproved unanimously

 

Orders:

            Mike moved and Bert seconded that the Selectboard Orders #4A of April 20 , 2011 for $4,798.86 and Road Commissioners Orders #4A of April 20, 2011 for $12,112.30  be approved.  Approved unanimously.

 

Agenda Building:

Barry Griffith re. Webster & Shrewsbury / Clarendon Line

 

Meeting was duly adjourned at 9:45 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

April 6, 2011

 

Present at Meeting:

            Mike Stewart, Selectman; Bert Potter, Selectman; John Wood, Selectman; Linda McGuire, Treasurer; Johnathan Gibson, Auditor; Chryl Martin, Auditor; Rich Biziak, Auditor;  Leonard Korzun, Citizen, Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

250th Town Anniversary:

            Leonard Korzun, requested that the Selectboard encourage townsfolk who are descendants of original settlers to examine their respective family trees in order to ascertain original deed boundaries for research he is undertaking to commemorate the 250th Anniversary of the Shrewsbury Charter Signing.

 

Board of Auditors:

            The Board of Auditors had requested time on the agenda to review and discuss recommendations enumerated in their letter to the Selectboard dated February 24, 2011.  These discussions are a continuance and formalization of preliminary suggestions held on their findings, as the Auditors constructed the 2010 Annual Town Report.  (The items discussed were not in corresponding order as the enumerated list.)

 

            Change of the Fiscal Year:

            The rational for changing the fiscal year are primarily threefold: 1.) Allow more time for deliberation and review of the budget construction process.  Reconciling data and developing fiscal overview and forecasts within an approximate two week time period is daunting and stretches the level of confidence of responsible parties for accuracy and timeliness;  2.) it would elevate the "uncertain 3 month period" of expenditures during the new calendar year prior to the budget being approved or presumption of being approved; and 3.) putting the fiscal year of the Town on the same sequence as the Town School district.

 

            Linda McGuire outlined in detail how VLCT recommends implementing a change from the calendar year to the fiscal year.  Models include a 6 mo. Interim budget with its' own tax rate and payment date, followed by a 12 mo interim budget, with its' own tax rate and payment date, necessitating an 18 mo. initial budget, which would require forecasting at a level that the Selectboard has not previously engaged in.  Going forward here could be two payment dates in the course of the year.  Although this scenario does not sit well with Selectman Potter, who does not think it is fair to force folks into a two payment per year situation.

 

            Questions regarding how implementation would affect cash flow and the possibility of borrowing were also discussed.  The consensus was that these contingencies would not be any more of a probability then they are currently.  Depending on when a fiscal year change were to take effect, there may need to be a special warning and town wide vote to approve the change.  There are clear statutory guidelines for getting voter approval for this type of initiative.

 

            The Auditors did offer that in other towns which this was done, one method used to during the transition was to appoint a "transition team" consisting of various town officials.  Linda indicated that the 6 mo. / 12 mo. model is considered to be a "Best Practice" model for implementing a changing of fiscal year accounting.

 

            Selectman Potter offered that he had spoken to a Clarendon Town Official regarding the transition which they have recently undertaken and that a representative would speak to Shrewsbury's Selectboard upon request.

 

            Professional Audit:

            An independent professional audit is recommended.  The Selectboard agrees that this task is something that the Town should undertake periodically.  The last independent audit was done the year bonding was done.  The Auditors offered a draft model RFP and a list of possible audit firms that have been used by other towns or government agencies.  This material was distributed.  The Selectboard indicated that they wanted to examine the material in order to understand what type of proposal to request moving forward so that a comprehensive scope of work can be developed and incorporated into an RFP.  The Selectboard indicated that they would want assistance from the Auditors in the selection process.

 

            Utilization of Spreadsheet (computing device) in creation of Selectboard Orders

This is encouraged by the Auditors to minimize some of the mathematical errors that occur during the development of the Selectboard Orders. 

 

Continued effort to make Town Financial Statements clearer and more self explanatory

The cash flow statement that was developed as an addendum to the past Annual Meeting, was by consensus, a very useful document in understanding the annual financial statements.

 

Implementing a Modified Accrual System

This issue can be seen as a subset of the Independent Audit and efforts to make finicial statements clearer.  This method would coincide with how most government entities accounting methods.

Credits and correction handling in developing Selectboard Orders

This appears to be an issue of being more diligent and attending to the details while putting the Selectboard Orders together.  This issue coincides with the utilization of spreadsheet methodology (computing device) in the creation of Selectboard Orders.

 

That all records of the own Officers and organizations are stored in the Town Office.

Space can be found for a file cabinet in the Town Office for Auditor files.  Although there is little to no empty file cabinet drawers in the Town Office vault.  Minutes can be recorded following established procedure, if those documents are delivered for recording to the Clerk.

 

Maintaining a central location for all contracts entered into by the Town

Apparently, each entity who has a contract for services, maintains the contract file.  This practice creates issues when review of contracts need to take place.

 

The Selectboard thanked the Auditors for their efforts and recommendations.  The Selectboard will request assistance from the Auditors in implementing the larger initiatives and is confident that the practices which address minor deficiencies will be examined as to see how best to incorporate so as to have a positive impact on current methods.

 

Minutes:

            Woody moved and Mike seconded to accept the minutes of March 16, 2011.  Discussion: the Road Commissioner Orders 3A for March 16, 2011 needed to be changed to $16,377.40, because of a mathematical error.  Approved Unanimously.

 

Weight Permits:

            Mike moved and John seconded to approve the following Excess Weight Permits, all of which have submitted the necessary application and fee materials:

  • 1. Wright Construction
  • 2. JP Carrara & Sons
  • 3. Camp Precast Concrete Products
  • 4. Cardinal Logistics Mgmt Corp
  • 5. Michael Townsend

            Approved Unanimously

 

            Bert reported that he had occasion to speak with Steve Spatz to determine if he was still interested in building the steps at the Transfer Station.  Steve Spatz indicated that although he was interested, he did not have the time currently to undertake the task.  Mr. Spatz also returned his keys and Town credit card.  Mike indicated that he would contact Mr. Spatz in regard to previously motioned surplus material in order to build the steps at the Transfer Station.

 

Appointments:

            Woody moved and Mike seconded to appoint Mark Goodwin as the RRPC Representative and David Rice as the RRPC Representative Alternate, and Hull Maynard to the Regional Transportation Council Representative.

 

            Mike moved and John seconded to increase the Conservation Commission to seven members and appoint Louise Duda for a three year term.

 

            All appointments approved unanimously.

 

Town School District:

            Woody, in response to a letter received by the each of the Selectboard members from Robert Gordon concerning issues he was attempting to address at the Mountain School, indicated that if the Selectboard were to hear from Mr. Gordon, then Adrianne Raymond, as Town School Board chair would also like to be present to bring her perspective to the discussion.

 

Shrewsbury Community Church:

            Bert indicated that SCC has approached the Town to ascertain if there is interest in purchasing the church property that surrounds the Transfer Station.  The consensus of the Selectboard is that at the present time there is no interest in acquiring the referenced church lands.

 

Orders:

            Bert moved and Woody seconded that the Selectboard Orders #4 of April 6 , 2011 for $9,666.53 and Road Commissioners Orders #4 of April 6, 2011 for $12,130.83 be approved.  Approved unanimously.

 

Agenda Building:

              Todd Fillmore re. sign for Town Office

Barry Griffith re. Webster & Shrewsbury / Clarendon Line

 

Meeting was duly adjourned at 9:23 PM

 

 

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

(Facsimile of Letter sent to the Selectboard from the Board of Auditors dated February 24, 2011)

Shrewsbury Board of Auditors

9823 Cold River Road

Shrewsbury, VT 05738

 

February 24, 2011

 

Shrewsbury Selectboard

9823 Cold River Road

Shrewsbury, VT 05738

 

Dear Steve, Bert and Mike:

 

Thank you for providing your financial report and narrative for the 2010 Annual Report.  We appreciate your help with the tight deadlines and your work through the year on behalf of the Town.

 

We especially appreciate your willingness to implement the changes suggested by the Auditors and Treasurer for your financial report.  We think that these added clarity to the statements and provided detail to address some of the questions raised during last year's information meeting.

 

Looking forward to our work with you during 2011, we recommend:

 

  • 1. Continued effort to make Town Financial Statements clearer and more self-explanatory to tax payers and voters.
  • 2. Implementing the modified accrual method for tracking expenditures and preparing your financial statements. We again recommend that you contact Bill Hall at VLCT (whall@vlct.org) for advice on this effort.
  • 3. Working toward a change in the Town's fiscal year. VLCT has advised us that the most expeditious way to implement this will require prior voter approval at a warned special meeting later this year.
  • 4. Contracting for an independent audit of the Town's Finances. The attached list combines auditing firms which we recommended to you in our January 18, 2011 letter as well as firms suggested by VLCT. As we have previously stated, we can help you in developing a scope of work for the audit.
  • 5. Utilizing a spreadsheet to create Selectboard Orders. This will eliminate mathematical errors, and spreadsheet search capability will decrease the possibility of double payment.
  • 6. Increased awareness for the proper handling of credits and other corrections to past Orders.
  • 7. Maintaining a central file for all contracts entered into by the Town.
  • 8. Ensuring that all records of Town officers and organizations are stored in the Town office.

 

We would be glad to discuss these recommendations with you and assist as appropriate.  We request a meeting with you at either your March 16 or April 6 meeting to give us an early opportunity to plan for our cooperative efforts in 2011.  Thank you again for your help with the 2010 Annual Report.

 

Sincerely,                                                                           

Shrewsbury Board of Auditors  

 

 

 

Richard Biziak

Jonathan Gibson

Chryl Martin

 

Attachment: CPA Firms

INDEPENDENT AUDITORS

MUNICIPAL AUDITS

 

 

Sullivan Powers & Company

PO Box 947

77 Barre Street

Montpelier VT 05602

802-223-2352

 

Fothergill Segale & Valley

143 Barre Street

Montpelier VT 05602

802-223-6261

 

Mudgett Jennett & Krogh-Wisner PC

141 Main Street

Montpelier VT 05602

802-229-9193

 

Angolono & Co.

(Attn: David H. Angolano)
PO Box 639

2834 Shelburne Road

Shelburne, VT 05482-0639 

802-985-8992

 

Kittell Branagan & Sargent

(Attn: Greg Sargent)

154 N. Main Street

St. Albans VT 05478

802-524-9531

 

Bruce A. Corrette & Associates, PC

PO Box 4039

1194 Main Street

St. Johnsbury VT 05819

802-748-4858

 

Batchelder Associates

1 Conti Circle

Burlington VT 05641

802-476-9490

 

Pace & Hawley, LLC

100 State Street #352

Montpelier VT 05602

802-223-3318

 

Pieciak & Co., PC

(Attn: Joseph S. Pieciak, Jr.)

10 Park Place

Brattleboro VT 05301

802-257-1307

 

A. M. Peisch & Co.

(Attn: Debbie Blecich)

P.O. Box 326

27 Center Street

Rutland VT 05702

802-773-2721

(also offices in White River Jct., St. Johnsbury, St. Albans, and Colchester)

 

McCormack, Guyette & Associates

(Attn: Kevin Markowski)

66 Grove Street, Rutland, VT 05701

802-775-3221

 

O'Brien, Shortle, Reynolds, and Sabotka

(Attn: Tom O'Brien)

P.O. Box 100

54 North Main Street

Rutland, VT 05702

802-773-8344

 

 



Minutes of Selectboard Meeting

March 16, 2011

 

Present at Meeting:

            Mike Stewart, Selectman; Bert Potter, Selectman; John Wood, Selectman, Mark Goodwin, Town Clerk, Jamie Carrara, Road Commissioner; Laura Black and Melissa Reichart, Planning Commission, Todd Fillmore, Citizen.

 

Call to Order:

The meeting was called to order at 7:00 PM by Selectman Potter

 

Town Office Sign:

            Todd Fillmore inquired of the Selectboard if they were considering procuring a sign for the Town Office.  Mr. Fillmore indicated that prior to Anne Haley’s untimely death that he was asked about producing a sign for the Town Office.  Although, none of the current Selectboard members remember such an inquiry, the consensus was that indeed it would be a good thing to have a sign for the Town Office building.  Bert Potter asked Mr. Fillmore to develop a design concept and cost estimate that the Selectboard could act on.  Mr. Fillmore indicated that he would do that and deliver something to the Selectboard in the near future.  In addition, Mr. Fillmore asked about perimeter signs (signs on the borders of the Town).  Mr. Potter indicated that the Selectboard would need to consider that after the Town Office sign estimate was delivered and further deliberations are undertaken.

 

Road Commissioner’s Report:

            The Annual Financial Plan was delivered to the Selectboard for approval by the Road Commissioner.  No particular item outstanding, Jamie reports that the Plan is standard based on recently passed budget.

            Mike moved and John seconded to endorse and approve the 2011 Annual Financial Plan to be forwarded onto the AOT Project Manager of District #3.  Approved Unanimously.

 

            Curb Cut for the Simmons/Keith property on Cold River Rd.  Bruce Darrow who is a perspective buyer for the property wanted to be assured that he would have access via a curb cut.  The Road Commissioner has discussed location with Mr. Darrow, and indicated the stipulations of an approved curb cut.  Based on stipulations documented by the Road Commissioner on the permit, Bert Potter approved the permit.

 

            Structures Grant – The completed application was presented to the Selectboard for signatures.  The Structures Grant is to be utilized for the Brown Bridge re-decking and other ancillary repairs that have been discussed prior (cf. Selectboard Meeting Minutes of 2/17/11 & 7/28/10 –Transportation Enhancement Project Grant).  It is a 90%/10% grant with VT AOT with a $10,000 estimated total cost ($1,000 Shrewsbury share).  As with any grant, there is no guarantee that Shrewsbury will be awarded a grant.  The Selectboard Chair signed the Grant application for processing.

 

            Paving Grant: The completed application for paving monies via the annual paving grants from AOT was presented to the Selectboard for endorsement.  Discussion ensued regarding the timing of the submittal of the application.  Jamie explained the intricacies of the formula utilized for awarding paving grants throughout the state.  It is sometimes better to skip a year, with smaller awards in order to place an application in a better position to be awarded a larger amount of resources. 

 

Jamie indicated that the project he was looking to get funded was the removal of the frost heave problems on the Cold River Road, which would require more that what is usually allocated in a yearly award.  Jamie indicated that he was confident he could make some progress with culverts and other inspection and planning if we did not get awarded the larger amount.  Jamie was confident that over the two year utilization period allowed to expend the funds, that he would get the required resources to complete the project.

 

It was the consensus of the Selectboard and the Road Commissioner to go ahead and submit an application and manage any award received as best as possible to complete the project.  The Selectboard Chair signed the Grant application for processing.

 

Mike requested that the Road Commissioner plan to return April 20th to review the budget after the tough winter and access current conditions, particularly salaries (overtime) and fuel.

 

 

Planning Commission:

            Laura Black and Melissa Reichart presented to the Selectboard the proposed permanent Flood Hazard Area Regulations.  The Planning Commission summarized for the Selectboard their proceedings of the Public Hearing held on January 20th, 2011 and briefed the Selectboard on the new FEMA and VT DEC mandates that have been incorporated into the regulations, specifically the fluvial erosion stipulations.  In brief, the new mandates are required in order to maintain viability for Flood Insurance and eligibility for FEMA mitigation funds.  Included in the presented Planning Commission report was a timeline that allows for the Selectboard to hold their Public Hearing and adopt the regulations with enough time to meet the June 30th expiration date for the current interim regulation.

 

            The Selectboard directed the Clerk to initiate the process through warnings for a Selectboard Public Hearing on April 20th at 6:30 PM.

Weight Permits:

            Mike moved and John seconded to approve the following Excess Weight Permits, all of which have submitted the necessary application and fee materials:

1.      Curtis Hollow Construction, Inc.

2.       Barrett Trucking Co. Inc

3.       Feed Commodities International Inc

4.       Markowski Excavating, Inc.

5.       Newport Sand & Gravel Co. Inc.

            Approved Unanimously

 

Minutes:

Mike moved and Bert seconded to approve the Minutes of March 3, 2011 Selectboard meeting and the Minutes for the Annual Meeting (Informational Meeting) of February 28, 2011.  Approved unanimously.

 

Continuing Business:

            Bert reported that he had occasion to speak with Steve Spatz to determine if he was still interested in building the steps at the Transfer Station.  Steve Spatz indicated that although he was interested, he did not have the time currently to undertake the task.  Mr. Spatz also returned his keys and Town credit card.  Mike indicated that he would contact Mr. Spatz in regard to previously motioned surplus material in order to build the steps at the Transfer Station.

 

Transfer Station:

            Bert reported that he repaired a step at the Transfer Station that the Transfer Station Attendant indicated was in need of repair.

 

Salary Worksheet for Auditors:

            The 2010 Salary worksheet was examined and no changes were made for 2011. 

 

CLA:

            The Selectboard received notification that PVR has accepted their request to adjust the CLA based on an invalid sale.  PVR requested that the Selectboard acknowledge the adjustment made and return that signed acknowledgement to them. 

            Bert moved and Mike seconded to approve the PVR determination on the adjusted CLA.  Approved unanimously.  A second signed copy was placed in the Grand List.

 

 

 

Appointments:

            Mike moved and John seconded to approve Bert Potter for one year SWAC Representative.

 

            Bert moved and John seconded to appoint Debbie Blecich for a one year term to the Library Board.

 

            John moved and Bert seconded to appoint Johnathan Gibson for a two year term and Paul Sgalia for a three year term to the Trustees of the Community Meeting House

 

            John moved and Bert seconded to appoint Scott Darling for a three year term to the Development Review Board.

 

            John moved and Bert seconded to appoint Jason Smith for a three year term to the Planning Commission.

 

            All appointments approved unanimously.

 

            Mike moved and John seconded to reduce the size of the Conservation Commission to six members  Discussion:  Per John’s inquiry, as to whether or not the reduction of the Commission had been discussed with the Conservation Commission Chair or members; the issue was previously discussed with the Cynthia Thornton, Chair of the Conservation Commission.  Bert inquired if an even number is acceptable.  Statute 24 V.S.A. §4501, §4502 and §4504 is not immediately clear, only that the Commission was to advise and not have regulatory authorization and that it have more than three and less than nine members.  Approved unanimously.

 

Orders:

            Mike moved and John seconded that the Selectboard Orders #3A of March 16 , 2011 for $5,248.89 and Road Commissioners Orders #3A of March 16, 2011 for $13,485.81 be approved.  Approved unanimously.

 

John moved and Mike seconded that any member of the Selectboard has authorization to approve Road Commissioner’s Payroll Orders.  Discussion:  this is a request of Linda McGuire, Treasurer for a contingency in the expediting of bi-monthly direct deposit payroll for the Road Crew.  Approved unanimously.

 

 

 

 

Roads:

Bert received a citizen’s complaint regarding excessive speed on the Cold River Rd.  Requesting that the 30 MPH zone currently established in the Northam Village be extend further north along Cold River Rd.  Mr. Potter indicated that the Selectboard would take it under advisement.  Mike indicated that previous traffic studies recommended the current 45 MPH limit, and that it had not been in effect for very long and may need more time for folks to adjust.

 

250th Birthday Celebration:

            Ideas were deliberated upon as how best to celebrate.  Bert brought forth discussions with Conrad Winkler and the Historical Society.  Ideas are starting to develop, however nothing concrete has been firmed up regarding a specific event around the September 4th date.

 

 

Meeting was duly adjourned at 8:05 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 3, 2011

Organizational Meeting

 

Administration of Oaths:

            Prior to conducting any official duties Michael Stewart and John Wood were both sworn in as Selectboard Members by Mark Goodwin, Town Clerk.

 

Present at Meeting:

            Mike Stewart, Selectman; Bert Potter, Selectman; John Wood, Selectman, Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:03 PM by Selectman Potter

 

Organizational:

Chair: Mike moved and John seconded to elect Bert Potter as Chair of the Selectboard for 2011. Discussion: Mr. Potter wanted to make clear that he was not intentionally seeking the Chairmanship, but would serve if elected.  Motion carried unanimously.

 

Clerk of SelectboardBert moved and Mike seconded to approve Mark Goodwin as Selectboard ClerkApproved Unanimously.

 

            Meeting Time & Place: John moved and Mike seconded to set the regular meeting time for Selectboard Meetings to the 1st & 3rd Wednesdays of each month at 7:00 PM at the Shrewsbury Town Offices.  Motion carried unanimously.

 

            Location for Posting of Official Town Notices & Warnings: John moved and Mike seconded to establish Pierce's Store and Over Easy's / Cuttingsville Post Office as locations for postings.  Motion carried unanimously.

 

            Newspaper of Record: John moved and Mike seconded to name the Rutland Herald as the newspaper of record for official notification of Town businessMotion carried unanimously.

 

Appointments:

            Mike moved and John seconded to approve the following appointments:

            Eldred French for Tree Warden for one year,

            Eldred French for Inspector of Lumber, Shingles and Wood for year,

            George Richards for Weigher of Coal for one year,

            Matt Danaher for Animal Control Officer (Pound Keeper) for one year,

            Mike Stewart, Bert Potter and Randy Page for Fence Viewers for one year.

            Approved Unanimously.

 

            Mike moved and Bert seconded to approve James Carrara as Road Commissioner for one year.  Discussion:  Bert wanted it entered into the record that the Selectboard recognizes, appreciates and has full confidence in the work the Road Commissioner has been doing. Approved Unanimously.

 

            Mike moved to approve Bert Potter as Shrewsbury's SWAC Representative.  There was no second.  Bert indicated that it might be something for John to get involved with so as to understand some of the procedures in place in the Town's operational mandates, particularly as they concern the Transfer Station.  John indicated that he would consider it.  The appointment was tabled till next meeting.

 

            John moved and Bert seconded to approve Irene Gordon as Emergency Management Director(Per 20 V.S.A. §6 (a) The Emergency Management Director...shall have direct responsibility for the organization, administration, and coordination of the local organization for emergency management, subject to the direction and control of the executive officer or legislative branch.)  Approved Unanimously.

 

            John moved and Mike seconded to approve Debora Weaver, Carol Calotta, Connie Youngstrom for the Conservation Commission for four years.  Approved Unanimously.

 

            John moved and Mike seconded to approve Mark Goodwin Services Officer for one year.  Approved Unanimously.

 

            Mike moved and John seconded to approve Francis Wyatt and David Rice to the Planning Commission for three years.  Approved Unanimously.

 

Minutes:

Mike moved and Bert seconded to approve the minutes of February 16th, 2011.  Approved Unanimously.

 

Office Equipment:

            Mark Goodwin indicated that the Clerk's printer was no longer viable.  He requested approval to purchase a replacement printer.  Bert moved and John seconded to approve the expenditure of up to $300 for a replacement laser printer for Town ClerkApproved Unanimously.

 

 

 

 

Orders:

            Mike moved and Bert seconded that the Selectboard Orders #3 of March 3rd , 2011 for $3,386.32 and Road Commissioners Orders #3 of March 3rd, 2011 for $6,498.08 be approved.  Approved unanimously.

 

Agenda Building:

            At the next Selectboard meeting, March 16, 2011:

  • o Road Commissioner's Report
  • o Planning Commission's Report on the Flood Hazard Area Regulations for Selectboard Public Hearing

 

Projects:

Mike proposed that the Selectboard spend a few minutes in outlining some of the goals that it wished to achieve in the coming year.

 

  • Policies / Procedures: How to assure that the various Commissions and Committees, made up of volunteer appointees, maintained an expected level of diligence to their respective tasks and obligations. Mike suggested that once all the Commissions and Committees have been set, hopefully by the next Selectboard meeting, that a letter be sent to each of the respective Chairs outlining "Best Practices" for conducting Commission and Committee meetings to include; organizing with chairs, secretaries, minutes and regular communication with the Selectboard via the Town Clerk. In addition a possible schedule for each of the chairs to meet once or twice a year with the Selectboard with the view to exchange updates of projects, progress and general concerns.

 

  • Transfer Station: Bert indicated that there are still some outstanding projects that need attention for maintaining compliant operations and concerns raised by the Transfer Station Attendant. Items such as stairs for the plastic container, building maintenance and repair still need to be addressed.

 

  • Parcel Maps: Mike indicated that the switching to new vendor will take some time and patience as the data used to construct the maps is verified when the switch is made.

 

  • Assessing maintenance issues for the Town Office.

 

  • Fines & Penalties for infractions of Ordnances and Regulations pertinent to the Town. Currently there are no consequences for failure to heed various ordinances and by-laws that the Town is obligated to oversee, i.e. Zoning infractions, dog licenses.

 

 

 

Emergency Management:

              Mike announced that Irene Gordon, was able to procure $12, 000 in a matching grant from the VT Dept of Homeland Security to procure and install an emergency generator for the Shrewsbury Mountain School.  Preliminary indications are that David Rice has already been able to find donors for the matching portion of the grant.

 

Signage for Traffic Regulations:

              Bert wanted to indicate that for the record the Selectboard did consider Mr. William Tabor's request for signage at the Northam Rd. - CCC Rd. - Cold River Rd.- Eastham Rd. intersection by Pierce's Store in North Shrewsbury.  Mike indicated that he was of the opinion that if individuals just slowed down a bit, that the issue would not be that much a cause for concern, that a little common sense particularly in the winter would go a long way in remedying the perceived problem.  No substantial argument was made to counter this opinion and the discussion was closed.

 

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

February 16, 2011

 

Present at Meeting:

            Mike Stewart, Selectman; Bert Potter, 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 by Selectman Potter

 

Treasurer's Report:

            Linda briefed the Selectboard on the finalized Financial Reports that will be included in the Town Report for the upcoming Informational Meeting on February 28th, 2011.  Not included in the printed reports was a report on "Statement of Cash Flow" which delineates the cash position of the Town in respect to Operating Activities, Investing Activities and Financing Activities.  Linda indicated that this Cash Flow report could be utilized to explain discrepancies that are perceived between Revenue and Expense Statements.

 

Road Commissioner's Report:

            Jamie briefed the Selectboard on the revised VTRANS stipulations for matching funds in accordance with Act 110 of the 2010 legislative session.  New updated Road and Bridge Standards are required to be adopted in order to maintain the 10% eligibility.

 

            Jamie indicated that all the Best Practices outlined are already being followed, and that the only new requirement will be for some additional training.  It is not evident at this time how the training regime will be carried out and what costs might be incurred to implement the training program.

 

            Mike moved and Bert seconded to: Adopt the Revised VT Road and Bridge Standards.  No discussion.  Approved unanimously.

 

            Jamie received a quote from Wright Construction for repairs to the Brown Bridge under the Structures Grant.  The estimate is for $10,000 to for primarily runner and rafter repair.  Upon award of the Grant, the Town's share will be 10% or $1,000.

 

            There was a citizen's inquiry about why the Brown Bridge section of the Upper Cold River Road was not maintained in the winter.  Jamie explained that it was simply a matter of the plow trucks cannot be utilized because of size and weight within the confines of the bridge itself, and that there is no safe place to turn around, particularly from the current maintenance demarcation to the steep approach to the bridge traveling west. 

 

Transfer Station:

            Jamie indicated that the roof over the glass crusher collapsed under the weight of snow.  He will attempt a remedial fix to suffice until spring when more extensive repairs can be made.  While making temporary repairs to the roof, Jamie will look at the chute that is also might be in need of repair.

 

            The Transfer Attendant has requested new blades for the glass crusher.  An attempt to weld reinforced edges onto the existing blades will be made by the Road Crew. 

 

Minutes:

            Mike moved, Bert seconded to approve the minutes of 2/2/2011.  No discussion.  Approved unanimously.

 

Orders:

            Bert moved and Mike seconded that the Selectboard Orders #2A of February 16th , 2011 for $29370.18 and Road Commissioners Orders #2A of February 16th, 2011 for $10,002.33 be approved.  Approved unanimously.

 

 

Meeting was duly adjourned at 8:15 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

February 2, 2011

 

Present at Meeting:

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

 

Call to Order:

The meeting was called to order at 7:03 PM

 

Orders:

            Mike moved and Bert seconded that the Selectboard Orders #2 of February 3rd , 2011 for $6,792.97 and Road Commissioners Orders #2 of February 3rd , 2011 for $919.51 be approved.  Approved unanimously.

 

Liquor License:

            Mike moved and Bert seconded to approve the renewal of the Shrewsbury Cooperative at Pierce’s Store Liquor and Tobacco License for 2011.  No Discussion. Approved unanimously.

 

2011 Town Warning:

            The Clerk announced that because of an error on his part, the American Red Cross request for $500 was inadvertently left off the 2011 Annual Town Meeting Warning. 

 

            Mike noted that after the 2011 Warning was signed and posted, it was discovered that contrary to the intent of the Selectboard (cf. Selectboard Minutes of 1/5/2011), the 2011 anticipated expense for the Vermont League of Cities and Towns and Rutland Regional Planning Commission was inadvertently left out of the amount to be raised by taxes.  It is anticipated that the estimated $2,626 for these critical services will be realized by absorption into the General Fund and cost savings in other areas of the budget.

 

Minutes:

            Mike moved, Bert seconded to approve the minutes of 1/19/2011.  No discussion.  Approved unanimously.

 

Clarendon Town Line / Webster:

            Bert will be following up with the Town of Clarendon in regard to a letter received from Langrock, Sperry & Wool pertaining to the request by Mr. Webster for a survey and re-deeding of his property visa via his contention in respect to the Shrewsbury-Clarendon Town Line.

 

VLCT Health Insurance Options:

Mike will be investigate with VLCT as to what range of options might be available, that would lower the Town’s contributing costs, for providing Health Insurance coverage for eligible Town Employees.  In the recent budget discussion with the Road Commissioner, he and the Road Crew are aware that that the employees will need to start sharing in the responsibility of the cost burden for Health Insurance costs in the coming years.

 

Transfer Station:

            Bert is in contact with Turner Electric to diagnose the malfunctioning bailer motor.  Turner is proficient in these types of motors and will be able to either repair or make cost efficient recommendations as to replacement.  The Selectboard is aware of the urgency to make the necessary repairs.

 

Meeting was duly adjourned at 7:55 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

January 19, 2011

 

Present at Meeting:

                Steve Spatz, Selectman; Mike Stewart, Selectman; Bert Potter, Selectman; Linda McGuire, Treasurer; Bert Stewart, interested citizen; Cindy Hahn, American Red Cross Representative; Mark Goodwin, Town Clerk

 

Call to Order:

The meeting was called to order at 7:02 PM

 

American Red Cross:

                ARC representative Cindy Hahn presented to the Selectboard a rationale as to why the ARC should be included on the Town Ballot as a Warned Article.  Because this is a new solicitation this informational session is requested as is the custom of the Selectboard for any organization requesting placement on the ballot for the first time.

 

                Ms. Hahn described the volunteer work that the Red Cross performs, especially in the areas of disaster relief and emergency training.  The Red Cross is a "First Responder" organization that not only helps victims, but also aids those who are administering aid.  In the Rutland region the ARC is primarily involved in running emergency shelters, training and coordination with the LEPC.

 

                The Selectboard thanked Ms. Hahn for her presentation.

 

                Steve moved and Mike seconded to place the new solicitation of $500 by the ARC on the ballot for the 2011 Annual Meeting.

 

Budget Process:

                Cash Flow:  Linda stated that if the Tax Bills can be sent out in July, then revenue will start to be realized and this may preclude barrowing.

 

                VLCT Insurance:  Mike had requested that the allocation for each of the components of the overall insurance expense from VLCT: Workers Comp, Property Insurance, various Liability insurances be set to the corresponding line item on the budget.  Linda explained that estimates are used with VLCT and that the Town is refunded / invoiced for any overage / underpayment based on the estimate.  His is because salary and personnel changes throughout the year.

 

                Tax Due Date:  The Selectboard approved the request of the Treasurer to have the Taxes Due Date established as Friday October 7, 2011.

 

                Linda announced that she would be unavailable for the February 28th Informational Meeting because of prior job commitments.  She requested that the Selectboard consider changing the Informational Meeting to a Saturday.  The Selectboard indicated that they would take that under advisement once Linda had confirmed the conflict in her schedule.

 

                Budget Construction:  Considerable time was spent by the Selectboard in examining line items in the budget, particularly:  professional liability, property insurance expense, County Court Tax expense, health insurance expense.  Making sure that the Carry-Over Fund Balance is accurate.  Final numbers should be ready for the Auditors and Warning by Monday Jan 24, 2011, the Auditors stated deadline. 

 

 

Reconsideration of the CLA:

                Steve Spatz as Chair of the Selectboard endorsed a letter from the Listers requesting that PVR recalculate the Shrewsbury CLA (Common Level of Appraisal) because of a property included in the Equalization Study that the Listers consider an anomaly.  The property in question is Red Wing Farm (formally known as Goat Hill Farm).  The Listers outlined that when the property sold it did not have market exposure, it was sold to another townsperson / neighbor and was listed in the equalization study as a single PTTR Transfer but in fact was sold as two (2) pieces with two (2) respective PTTR document

 

Auditor's Letter Recommending Financial Audit:

                The Selectboard acknowledged the Auditor's letter recommending that a Financial Audit be undertaken as is recommended by VLCT.  The Auditor's suggested four (4) professional audit firms, with an offer of assistance in developing criteria for determining which firm would be best suited for the Town's needs.  Because it is unknown at this point in time as to the scope of such an audit or the expense that might be incurred, consensus of the Selectboard is that there will need to be more deliberations with the Auditors prior to committing either general funds or specially voted reserved funds for such an undertaking.  In short, it was determined there was not enough time to do the required due diligence regarding the anticipated expense before placing it before the voters.

 

Minutes:

                Mike moved, Bert seconded to approve the minutes of 1/5/2011.  No discussion.  Approved unanimously.

 

Orders:

                Mike moved and Bert seconded that the Selectboard Orders #1A of January 19th , 2011 for $14,556.96 and Road Commissioners Orders #1A of January 19th , 2011 for $10,022.76 be approved.  Approved unanimously.

 

 

 

The meeting was recessed at 9:45 PM, to be resumed on a date to be determined next week to finalize the budget and 2011 Warning.

 

 

Reconvene From Recess:

                At 1:12 PM on Friday January 28th.  Present were Steve Spatz, Selectman; Mike Stewart, Selectman; Rich Biziak, Auditor, Bert Potter arrived later to sign the 2011 Warning.

 

Town Budget:

                Steve moved and Mike seconded to approve the Town Budget of $797, 706 for fiscal year 2011 of which $500, 218 is to be raised by taxes or other revenues. No discussion. Approved unanimously.

 

2011 Annual Town Meeting Warning:

                Steve moved and Mike seconded to Approve the Town of Shrewsbury Warning for the 230th Annual Town Meeting on March 1, 2011.  No discussion. Approved unanimously.

 

 

Meeting was duly adjourned at 1:18 PM

 

 

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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