Town of Shrewsbury

Selectboard Meeting Minutes 


 

Minutes of Selectboard Meeting

December 19th , 2012

 

Present at Meeting:

John Wood, Selectman; Michael Stewart, Selectman; Bert Potter, Selectman Linda McGuire, Treasurer; Rich Biziak, Auditor; Adrienne Raymond, Mark Goodwin, Clerk

 

Members of the Public: Dorris Hall, Christine Keklak and David Fretz

 

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 approve the agenda.  Approved unanimously. 

 

Curb Cut for Eli Pitts on the Upper Cold River Rd:

                The Road Commissioner is satisfied with the size and placement of the culvert and recommends that the Selectboard approve the request for a curb cut.

                Bert moved and Mike seconded to approve the application for a curb cut at 1320 Upper Cold River Rd for Eli PittsApproved unanimously

 

The agenda was slightly modified in so far as Christine Keklak, Dorris Hall and Adrienne Raymond were not yet present.

 

Approval of the minutes:

                Mike moved and Woody seconded to approve the minutes of December 5th, 2012.  Discussion:  David Fretz questioned if the Selectboard was or was not going to place an Advisory Article on the warning for March 2013 in respect to the repair of the Upper Cold River Road approach to the Brown Bridge, because the minutes were ambiguous as to the Selectboards' intent.  The Selectboard indicated that they had decided at this time to wait until it was clear as to the status of the appeal so as not to jeopardize our standing with FEMA and other government agencies and to determine what funding may be necessary so a comprehensive and viable plan could be presented and discussed with the Townspeople at the appropriate time.  Approved unanimously

 

Auditors - Town Report Preparation and Schedule:

                Rich Biziak had a number of items to review with the Selectboard in preparation for the 2012 Town Report.

  • 1. The point of contact for the Auditors will be Bert Potter, Chair
  • 2. It is anticipated that the Selectboard will utilize the template previously forwarded to them in the determination and documentation of the budget.
  • 3. The Auditors graciously offered any assistance the Selectboard might need in in producing, reviewing or proof reading Selectboard's report, budget or warning.
  • 4. The Professional Audit is scheduled to commence towards the end of 2012 and proceed into the early part of 2013. The Auditor will be Jeff Bradley as indicated in the July 18th, 2012 Selectboard Minutes. The anticipate audit by Mr. Bradley will be in compliance with any known FEMA requirements, which will satisfy the $500k threshold mandating an audit for FEMA. The funding is budgeted for currently. It has not been determined if after the independent professional audit if the same type of audit will be conducted on a regular and routine basis. Linda indicated that she will not be able to support two audits at one time. Rich indicated that the Town Auditors will meet with Linda to ascertain how information will be communicated in order to produce the Annual Report.
  • 5. The SVFD has not yet submitted their requests for funding, so it unknown at this time if they will be making a request for the Equipment Reserve Fund.
  • 6. The Auditors are requesting that their hourly rate be raised to $13 for 2013.
  • 7. The Auditors recommend that the Selectboard have complete documentation in hand, in the form of descriptive invoices, before ordering payment.
  • 8. The Auditors brought to the attention a survey that they wish to promulgate during the Informational Meeting and Annual Town Meeting Election of March 4th & 5th, 2013 in regards to the format of the Annual Town Report.

 

Dorris Hall & Christine Keklak and Cold River Flood Area:

                It was determined by Woody, via Ray Doherty at VEM that there is no other type of "buy-out" programs available to the Halls and Christine Keklak other than the Hazard Mitigation Grant Program (HMGP).  Adrienne Raymond, who is the Shrewsbury Representative to the Cold River Corridor Management group, organized under the auspices of the Rutland Natural Resources Conservation District, inquired of Shannon Pytlik and Kari Dolan, who are ANR/DEC representatives to the same group if there are any programs that would fit the unique situation of these property owners.  Adrienne reported that there were none that could be utilized.  Adrienne suggested that the SBA loans might be of use.  Dorris Hall indicated that they had looked into that possibility the terms of the loan were not feasible for them.

 

                Discussion ensued regarding the need for bank stabilization behind the Coccia property and the probability that the required work would not be initiated if Mr. Coccia had any personal out of pocket expense associated with the project.  Ms. Keklak reported that based on her inquiries that there may be private non-profit grants (i.e. Neighborworks of Western Vermont) available that would off-set the expense associated with stabilizing the approximate 100 feet of bank.  Adrienne indicated that she will follow up with The Cold River Management Study Group / Rutland Natural Resources Conservation District to determine if there are any resources available and to see what the criteria are for application and possible award of any grants.

 

                There was discussion about the technical aspects of Mr. Coccia permit with ANR.  Woody will attempt to verify if there are constraints that would make the cost of the stabilization project higher because previous emergency work performed by the Town under the direction of ANR would need to be remediated.

 

NEMRC and Tax Bill Production Policy:

                Mike reported that a policy is close to being finalized and he anticipates an acceptable version by the next Selectboard Meeting.

 

Green-Up Day Coordinator:

                Bert moved to appoint Cynthia Thornton as the 2013 Shrewsbury Green-Up Vermont Coordinator, Woody secondedApproved unanimously

 

Open to the Public:

                No members of the Public present at the time.

 

 

 

Orders:

                Mike moved and Bert seconded that the Selectboard Orders #12A of December 19, 2012 for $6,304.29 and Road Commissioner's Orders # 12A of December 19, 2012 for $34,945.37, be approved.  Discussion:  $20,317 of the Road Commissioner's Orders is Otter Creek Engineering Consulting fees for the Frank Lord Bridge, Freeman Brook Bridge, Plymouth Rd culvert and Upper Cold River Road Slide.  $7,019 in Road Commissioner Orders was for the Pre-Paid VLCT PACIF insurance payment.  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

December 5th , 2012

 

Present at Meeting:

John Wood, Selectman; Michael Stewart, Selectman; Linda McGuire, Treasurer; Jamie Carrara, Road Commissioner; Tyler Billingsly, Otter Creek Engineering; Mark Goodwin, Clerk

 

Arriving Later: Bert Potter, Selectman

 

Members of the Public: Dorris Hall, Christine Keklak and David Fretz, Arriving later: Leonard Korzun

 

Call to Order:

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

 

Approval of the Agenda:

                Woody moved and Mike seconded to approve the agenda.  Approved unanimously

 

Otter Creek Engineering / Casella Project Status:

                Tyler Billingsly presented the status of the three major construction projects currently underway in town: Frank Lord Road Bridge, Freeman Brook Road Bridge and Old Plymouth Road Culvert.  Included with the status report were requests for the second cycle billings payments:

 

Frank Lord Bridge

90% Complete

$104,623.89

Freeman Brook Bridge

74% Complete

$50,939.15

Old Plymouth Road Culvert

95% Complete

$26,666.69

 

                Mike moved and Woody seconded to approve the requests for second billing cycle payments for Frank Lord Bridge, Freeman Brook Bridge and the Old Plymouth Rd Culvert as presented by Otter Creek Engineering.  No discussion.  Approved unanimously

 

                Otter Creek Engineering prepared a transmittal cover letter for the Freeman Brook Appeal letter for signature by a representative of the Selectboard.  The letter will accompany the documentation for the enhancement of scope appeal for the Freeman Brook Bridge, which was calculated and obligated by FEMA at approximately $40,000 less than the Frank Lord Bridge replacement, even though the bridges are identical in construction and span the same stream.  The appeal for additional scope of work had been discussed by Otter Creek Engineering and Ben Rose, Public Assistance Officer VEM.

 

                A transmittal letter in regard to the Upper Cold River slide was also reviewed and signed in order to be sent to Ben Rose.  The letter outlines the cost estimates for implementing the Aldrich & Haley approach certified by Otter Creek Engineering for repairing the slide, that being the rock buttress approach which is the preferred solution.  It is estimated that the approach would be engineering viable and cost feasible at approximately $500k.  The letter transmits the rationale for requesting the funds necessary to repair the slide.  A review by FEMA is not expected to commence for at least four to six weeks.

 

 

 

Town Road Equipment Reserve Fund:

                Mike moved and Woody seconded to transfer the $12,000 in proceeds from the previous sales of two trucks (91& '96 Ford Trucks) by the Road Commissioner, to the Town Road Equipment Reserve Fund to be utilized in the future to offset equipment acquisitions.  Approved unanimously

 

Dorris Hall & Christine Keklak and Cold River Flood Area:

                Christine Keklak indicated to the Selectboard that she and the Halls were interested in the "Buyout Program", also known as the Hazard Mitigation Grant Program.  The program is one in which homes impacted by Tropical Storm Irene may be eligible for funds in which an attempt to mitigate future situations by having the Town acting as agent and sponsor, partners with FEMA in acquiring the applicant's homes, removing the structure and associated developments (septic systems, outbuildings, etc.) and re-develops the property into perpetual green space, but also acts as a flood plain in which potential flood hazards are mitigated.  The home owner receives the residual funds left over from the expense incurred for acquisition and closing costs, as well as expenses associated with removal of structures and re-development in order to pay off any current mortgage or liens.  Pre-Irene assessment values are used to establish "buy out price".

 

                The Grant Program has specified eligibility criteria: 50% of the assessed value in damage to the dwelling or a history of three damage events within ten year increments that have documented repair cost to substantiate the costs of repair.  However, Christine Keklak indicated that in her investigations and discussions with various officials in Montpelier, that there was a new program that would allow the Halls and her property to qualify.  Woody will attempt to ascertain if indeed there is a new program and what the qualification might be.

 

                Ms. Keklak indicated that he upstream abutter; Alphonse Coccia has not made any repairs at all to his property since the TSI event.  Based on previous experience, both downstream neighbors (Halls and Keklak) do not expect him to make any repairs prior to the 2013 Spring ice-out and high water.  The situation of inattention puts the downstream neighbors at risk based on the conclusion of various ANR technicians who have made field examinations of the area.  Ms. Keklak indicated that she will attempt to contact Mr. Coccia to determine if he has any plans for remediating his property and if so what the schedule might be.  She will return with her findings at the next Selectboard meeting.

 

                Both Dorris Hall and Christine Keklak indicated that the only other possibility would for the river to be moved or "fixed" so that it would no longer present a hazard to the properties.

 

NEMRC and Tax Bill Production Policy:

                Mike reported that a meeting between the Listers, Treasurer, Chris Miele from NEMRC and himself is scheduled for Thursday December 6th at 5:00 PM.

 

Budget:

                The Auditors have indicated that they will require the budget information by January 26th in order to prepare for the Town Report.  Mike indicated that work will begin soon after the New Year and will entail a number of special work meetings in order to prepare.

 

Open to the Public:

                David Fretz inquired as to the contingency if FEMA did not fund the UCRR Approach Road slide what the timing might be to research and locate alternative funding sources.  His concern appeared to be premised on the fact that if FEMA was to deny the engineering recommendations, then the amount of time available to place a bonding referendum on the Town Warning would cause a longer delay in repairing the road.  In so far as the determination would probably not be made by FEMA prior to the deadline of placing articles into the Warning.  David Fretz wanted the Selectboard to place an "advisory" article on the March 2013 Town Warning in respect to bonding for the necessary funds to repair the Approach Road.  Mike indicated that before any bonding could take place that the Town would by statute need to be audited.  An independent audit coincidently is scheduled for early 2013, but it is not clear as to when it would be completed.  The Selectboard indicated that they would be open to proceeding with an "advisory" warning or a similar proposal if it was deemed prudent to do so.

 

                David Fretz also inquired as to the insurance status for the Brown Bridge.  Bert indicated that the current level was being increased to $500k.

 

VLCT Insurance Converge:

                Bert moved and Mike seconded to increase the coverage for the Brown Bridge from the current $98k to $500k with the increase in premium to be budgeted for the coming fiscal year.  Approved unanimously

 

Minutes:

                Mike moved to approve the Minutes of 11/7/2012, Woody seconded.  No discussion.  Approved unanimously

 

                Bert moved to approve the Minutes of 11/21/2012, Woody seconded.  No discussion.  Approved unanimously

 

Orders:

                Mike moved and Bert seconded that the Selectboard Orders #12 of December 5, 2012 for $51,695 and Road Commissioner's Orders # 12 of December 5, 2012 for $235,193.91, be approved.  Discussion:  $50k of the Selectboard Orders is for the payment for the Mascoma Bank Line of Credit and The Road Commissioner Orders includes $182,229.69 for Casella Construction for the Freeman Brook Bridge, Old Plymouth Road and Frank Lord Road construction projects and $49,124.13 to Otter Creek Engineering for TSI related services.

 

Leonard Korzun:

Leonard Korzun arrived at the end of the scheduled Selectboard meeting to simply commemorate Selectboards in general and this Selectboard in particular.  Leonard summarized the historical perspective of the "select persons" of the settler community were responsible for the task of leading the community through the various struggles and celebrations experienced when founding a new community in a new land.

 

The Selectboard respectfully listened to Leonard's summary and indicated their appreciation for his perspective.

 

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

November 21st, 2012

 

Present at Meeting:

John Wood, Selectman, Bert Potter, Selectman; Betsy Jesser, Lister; Mark Goodwin, Clerk

 

Arriving Later: Bob Perry, Transfer Station Attendant, Jason Smith, Green Mountain Power Act 250 Technician.

 

Call to Order:

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

 

Approval of the Agenda:

                Woody moved and Bert seconded to approve the agenda.  Approved unanimously

 

Errors and Omissions:

                Betsy Jesser brought forth two E&O requests, both for Camps on the Governor Clement Shelter Road, both impacted by the destroyed bridge.  One, the result of urging by the Board of Abatement to change on a temporary basis the Land Grade for the Liebig Camp and in so doing change the Land Grade for the Greenwald camp as well.  The rationale behind both of these changes is the sudden and abrupt change in accessibility and consequent use by the owners of all three camps north of the Sargent Brook Bridge which was destroyed by Tropical Storm Irene.  The Malqueen's had previously grieved and had their Land Grade reduced.  As part of the deliberations of the Board of Abatement at the hearing of November 14, 2012, in which the request for tax abatement was denied, but the Board of Listers was urged to re-examine the assessment and fairly evaluate all the Land Grades for the three camps.

 

                Woody moved and Bert seconded to approve the Error and Omissions adjustment to the 2012 Grand List as presented by the Listers.  No discussion.  Approved unanimously

 

Road Commissioner's Report:

                The Selectboard acknowledges, for the record, the series of carry overs that have occurred during the past two years in respect to paving grants, and that the paving budget line will be fully funded, as appropriate to include the respective carry over monies from 2011 and 2012.  This notation is made so that the Road Commissioner can plan for paving projects without any loss of funding, due to unfortunate scheduling issues; Tropical Storm Irene in 2011 and a usually wet October in 2012.

 

                The Selectboard also affirms, per the May 2, 2012 Selectboard Meeting,  that the proceeds from the two truck sales arranged by the Road Commissioner that occurred previously in the year will be recorded as revenue to the Road Equipment Reserve Fund in order to be utilized later.  This process was reiterated as the standard practice by the Selectboard to account for proceeds from the disposition of Town Road equipment by accounting for the proceeds to the Equipment Reserve Fund in order to be used for the procurement of road equipment.

 

Status of Financial Audit:

                Mike forwarded to the Selectboard an e-mail from the Treasurer indicating that arrangements are being made for an exchange of documentation required by the Contracted Auditor, Jeff Bradley soon after the new year when books are closed out.

 

NEMRC Software Policy:

                Mike forwarded an e-mail to the Selectboard from the Treasurer in regards to arrangements for a meeting with Chris Miele from NEMRC, Listers and himself regarding the development of a comprehensive Grand List / Tax Bill policy / procedure. 

 

FEMA Progress Payments:

                Woody reported that he has a meeting with Tiffanie Fortier from VTrans, with her help he was able to submit requests for Progress Payments of approximately $717k to offset work performed thus far on the replacement bridges.

 

                Woody reported that the temporary bridge (Mabry Bridge) PW is now complete and that he will be processing the paperwork to receive final payment.  Woody reported that a critical aspect for receiving final payment is the on-site inspection of each referenced PW.  It is requested by VTrans that the inspections be grouped so as to be time efficient with the close out process.

 

GMP Act 250 Application:

                Jason Smith briefed the Selectboard on the details of the Act 250 application for the relocation and reconstruction of the power lines on Frank Lord Road and Russellville Road.  Summaries on the route to be utilized that type of pole construction and rationale for the increased size of the poles and the line separation requirements for shared telecommunication lines was explained by Mr. Smith. 

 

Director of Emergency Management & Health Officer:

                Woody reported that he has received a verbal resignation from Irene Gordon in respect to all of her appointments: Director of Emergency Management, Health Officer and member of the Irene Disaster Relief Committee.  Woody reported that he does not expect these resignations to be made in writing. 

 

                Woody moved and Bert seconded to thank Irene Gordon for her service to the Town of Shrewsbury over the past years and to acknowledge her resignation from all her official capacities and in those capacities as a representative of the townApproved unanimously

 

                A letter will be forthcoming signifying the same to Irene Gordon and asking her to surrender her keys and equipment, records (public records) that she has accumulated in her capacity as a Town official.

 

Transfer Station Attendant:

Bert moved and Woody seconded to increase the Transfer Station Attendant's hourly rate from $10.00 per hour to $11.00 per hour beginning January 1, 2013Approved unanimously

 

                The Transfer Station Attendant brought forth a concern about the uneven pavement in the Transfer Station lot.  Bert indicated that because the paving projects were delayed this year the lot will not get paved until next season.

 

Brook Field Generator Maintenance:

                Bert moved and Woody seconded to approve the yearly contract (2013) with Brook Field Service of $200 for the Town Office generator. Approved unanimously

 

 

Open to the Public:

                No Public present

 

Minutes:

                The Minutes of 11/7/2012 were tabled until the appropriate quorum of Selectboard members is present.

 

Orders:

                Woody moved and Bert seconded that the Selectboard Orders #11A of November 21, 2012 for $141,078 and Road Commissioner's Orders # 11A of November 21, 2012 for $15,419.89, be approved.  Discussion:  $139k of the Selectboard Orders is for the 2012 March 6th Town Meeting approved Warned Items.  Approved unanimously

 

 

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

November 7th, 2012

 

Present at Meeting:

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

Tyler Billingsly: Otter Creek Engineering

 

Arriving Later: Betsy Jesser, Lister; Larry Carrara, Justice of the Peace

 

Members of the Public: David Fretz

 

Call to Order:

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

 

Approval of the Agenda:

                Woody moved and Mike seconded to approve the agenda.  Approved unanimously

 

Road Commissioner's Report:

                Jamie notified the Selectboard that paving would not happen this year.  The unusually wet October caused a backlog for the paving contractor and now the road surfaces are too cold to permit acceptable conditions for paving.  Jamie indicated that for the record that an extension for the FEMA portion for repaving, approximately $40k, will be made imminently and he does not expect any issues to arise.  Jamie wanted to make sure that the Selectboard approves the carryover request of the approximately $134.5 k from 2012 that will be added to the $160k 2013 allocation.  Jamie indicated that with these resources in place, he will be able to complete what was originally intended to occur this year and additional planned projects.

 

                Jamie announced that Pike Industries will honor the paving bid price for 2012 verbally and in writing.

 

                Jamie informed the Selectboard of a required repair to a Garage bay door, due to an altercation with one of the Town trucks.  Estimated repair will be approximately $650.

 

                Woody informed Jamie that the Town was in receipt of a notification of a deficiency after a recent inspection on Bridge #7 across the Cold River on the Cold River Rd.  Remediation will require gravel and bank stabilization to the southern end #1 abutment.  Jamie will be meeting with Nelson Blanchard, DOT District 3 Inspector on Friday.  Jamie will also inquire about any other inspections that were recently conducted so as to systematically plan repairs.

 

                Jamie was asked about the ROW status of the current power lines along Russellville and Frank Lord roads.  The Town has received notice that Green Mountain Power (GMP) has submitted an Act 250 Application for the relocation, reconstruction and construction of 11,678 feet of single-phase electric distribution line along those same roads.  Woody will be inviting a GMP representative (Jason Smith) to brief the Selectboard on the application.

 

Status of Bridge Repairs and Associated Flood Work:

Tyler Billingsly summarized the following projects:

  • o Freeman Brook Bridge - on schedule ETC Thanksgiving
  • o Frank Lord Rd Bridge - on schedule ETC early December
  • o Old Plymouth Rd - complete with a few minor adjustments to the guardrails

 

Tyler is coordinating pay requisitions in the amount of an aggregate of $500k for work completed by Casella thus far.

 

Change Orders were processed for current projects non of which exceeded $2,000.

 

The Land Slide concerning the Upper Cold River Rd approach to the Brown Bridge report from Haley & Aldrich was received Wednesday afternoon.  Of six engineering alternatives to the FEMA approach were listed, three were considered viable based on cost and technical feasible.

  • 1. Mechanically Stabilized Earth Wall at Crest of Slope - This is essentially the FEMA approach, which cuts into the bank holding the Cold River Road, placement of horizontal concrete retainer "nails" and soil fabric wrap for stabilization.
  • 2. Soldier Pile and Lagging Wall at Crest of Slope - Process of driving a number of I Beams vertically into the slope bedrock (depth of bedrock 14ft down) and building a wall attachment to hold the roadbed.
  • 3. Stone Buttress at Toe of Slope - Process of moving the changed river channel back to the pre-disaster location and buttressing the slope with a combination of boulders and rip rap for up slope for stabilization in order to rebuild the roadbed.

 

Otter Creek Engineering is recommending Alternative #3 as the most cost efficient and technically feasible approach.  OCE has confidence that the necessary permitting will be able to be approved for the river work from both the Federal and State jurisdictions.

Once the Cost estimates are finalized in about two weeks, OCE can move forward with negotiations with FEMA for an alternative approach and then obtaining pre-permit approval of concept from the appropriate agencies.  FEMA will still need to approve the alternate approach which will increase funding for the particular project by an estimated $500k.  This is still considerably over what was allocated for this particular project and it is not certain that additional funds will be available from FEMA.  Upon inquiry from David Fretz, Jamie Carrara indicated that there might be funding available from the Department of Transportation, similar to a recent West Rutland project, but that without more specifics as to cost it would be difficult to speculate if funds are indeed available.  If there are no major obstructions, OCE estimates a commencement of construction of June 1, 2013.

 

                Sargent Brook Bridge - Discussions with FHWA and subsequent ANR permitting have determined that this bridge will be a conventional bridge, not a low-water bridge which was a choice proposed by FHWA.

 

                Culvert Status - the FEMA / ANR dispute regarding the scope increase for culverts has moved onto another phase of appeal, with Sue Minter travelling to Washington to make the culvert specification argument directly to FEMA and DHS.  The recommendation from VTrans at this time is to continue to develop cost estimates for submission so as to develop an overall estimate for expenditures if the State becomes the sole source of funding.

 

                Reallocation of Stoudt Bridge Funding: Woody will be meeting with VTrans on Friday to work through the required processes for using, accounting for and being reimbursed for alternate projects.  Currently, some of the 75% allocation for Stoudt Alternate projects is slated to be directed towards scope changes at the Freeman Brook Bridge project.  In addition OCE is inquiring as to why there is a significant discrepancy between the Freeman Brook and Frank Lord Road Bridge FEMA allocations in so far as the cross the same stream and they are using the same bridge construction and techniques and they are within such close proximity.

 

Status of Financial Audit:

                No information was forthcoming.  Mike will be following up for next the meeting.

 

VOSHA Inquiry/ Inspection:

                The Clerk reported to the Selectboard on Monday that during the course of the day, Debra Kingsbury VOSHA Health Compliance Specialist  arrived to inform "whoever was in charge" that there had been a complaint of mold in the building.  Upon inquiry, it was determined that it was reported that apparently the mold was in the basement.  Ms. Kingsbury wanted to know about the Town employees that were in the building.  The Clerk informed Ms. Kingsbury that there were no employees in the building, that only Elected and Appointed Officials used the building on a regular basis.  With that information she indicated that she would have to confer with her supervisor as to how to proceed.  Ms. Kingsbury was given contact information on Monday for the members of the Selectboard.  As of this date none of the Selectboard Members had been contacted by Ms. Kingsbury in regard to the complaint.

 

Larry Carrara - Safety Issues:

                Larry brought forth a concern regarding parking and traffic patterns at Pierce's Store.  He indicated that it was his opinion that the parking situation needs to be addressed before there is an accident.  Mike will speak with the Road Commissioner and the Chair of the Development Review Board (Mark Youngstrom) to ascertain if a remedy can be discovered so that the safety issue is addressed as well as concerns by the Trustees of the Pierce's Store Co-op to maintain a customer friendly environment.

 

Errors and Omissions:

                Betsy Jesser brought forth recently received data from the VT Department of Taxes pertaining to changes of some property owners in regard to the Current Use Program and HS122 Status:

 

  • o Milt Sanderson - 2 Acre adjustment = +~$42k to the Grand List
  • o Red Wing Farm - Exclusion adjustment = +~$75k to the Grand List
  • o Green Crow - (Property off VT RT 103) =Exclusion Adjustment = +~$15,600 to the Grand List
  • o Chris Gallant - Exclusion Adjustment = +~$19k to the Grand List

 

  • o Sarah Schiermeyer-Adjustment in percentage of Homestead vs. Non-Residential
  • o Clayton Webster - Adjustment in percentage of Homestead vs. Non-Residential

 

                Mike moved and Woody seconded to approve the Error & Omissions as presented by the Listers.  No discussion.  Approved unanimously

 

VLCT Insurance Inventory:

                Bert was not present to give an update to inventory.  Mike is still researching the Brown Bridge status.  Tabled until the 11/21/12 Selectboard Meeting.

 

 

 

Minutes:

                Woody moved  and Mike seconded to approve the minutes of 10/17/2012.  Discussion:  Mike noted that under Grand List Tax Billing and Collection Policy Chris Miele of NEMRC was also to be included in the procedure - process discussions between the Treasurer, the Listers and the Selectboard.  Correction noted.  Approved unanimously

 

Open To The Public:

                No Public present at the time.

 

Line of Credit:

                Mike moved and Woody seconded to authorize the Treasure to utilize the established Line of Credit in order to pay the payment request from Casella Construction of on-going Flood Work, specifically the current bridge work.  Approved unanimously

 

Orders:

                Mike moved and Woody seconded that the Selectboard Orders #11 of November 7, 2012 for $5,047.96 and Road Commissioner's Orders # 11 of November 7, 2012 for $503,584.76, be approved Discussion:  $492,913.53of the Road Commissioner's Orders is for Flood Work associated with bridge repair.  Discussion:  Woody reiterated that he will be meeting with representatives of VT AOT in regarding FEMA Progress Payments for on going Flood Work.  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

October 17th  , 2012

 

Present at Meeting:

John Wood, Selectman; Bert Potter, Selectman; Mike Stewart, Selectman; Linda McGuire, Treasurer; Betsy Jesser, Lister; Sharon Winnicki, Lister; Irene Gordon, Director Emergency Management; Mark Goodwin, Clerk

 

Members of the Public: David Fretz, Bob Gordon, Nick and Karen Coton

 

Call to Order:

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

 

Approval of the Agenda:

                Mike moved and Woody seconded to approve the agenda.  Approved unanimously

 

Grand List Tax Billing and Collection Policy:

                A revision of the policy previously approved by the Selectboard on August 15, 2012 was presented by the Selectboard.  The revision contained suggestions made by the Listers after they were made aware of the approved Policy provided by the Treasurer at the August 15th meeting.  Linda indicated that she had not had time to examine the proposed revisions in any depth, but would be available to meet with Mike Stewart, a representative of NEMRC, and the Listers in order to establish procedures and protocols for the creation, maintenance, integrity and subsequent reporting capabilities of the NEMRIC system and the Grand List and Tax Billing / Collection responsibilities of the Listers and the Treasurer.

 

                A few items were highlighted by the Treasurer as needing either revision or clarification: read only access to the Grand List when the Treasurer needs to have a dynamic modeling capability when establishing a tax rate, getting notification as well as the ability to have access to those individual properties that are to receive a revised tax bill.  Protocols need to be established as to when and how the information regarding revisions in the Grand List are processed.

 

                Mike will coordinate and facilitate a meeting between NEMRC and Town Officials (Treasurer and Listers) as to NEMRC system administration responsibilities and capabilities.

 

FEMA Progress Payments:

                Woody was able to verify the administrative procedure for the submission of Progress Payment requests from VTrans that would include individual project packets for each PW consisting of; a FEMA Transmittal Cover, Request Transmittal Letter from the Town, associated invoices for the specific individual project and payment verification for the invoices.  Woody will coordinate with Linda to meet with Tiffanie Fortier in the near future in order to establish a process for pulling together the necessary paperwork in order to submit to VTrans in the proscribed format.

 

                Woody reported that FEMA funds can be moved around from under expensed to over expensed "Small Projects", that is projects under $63,000.  It was not specifically clear as to how the accounting methodology for the funds movement and the justification and processes used will be reviewed in the future.  Mike indicated that he was concerned that if the monies were not accounted for within a set of criteria established by the Grantee (FEMA/VTrans) that the Town may be liable for returning funds although they were utilized for approved projects, but were not applied or accounted for in a compliant method.

 

                Woody has determined that the process for redirecting "Large Project" funds is achieved by making formal written request directly to Ben Rose, Public Assistance Officer in the Irene Recovery Office of Vermont Emergency Management.  Upon approval, the funds can be redirected.  Woody reiterated that when Large Projects are redirected to Alternate Projects only 75% of the allocated funds are distributed.  The Process of course will require proper accounting as to where the redirected funds are going.

 

VTrans Finance & Maintenance Agreement:

                Bert had no status update on Cost Estimate and Schedule from VTrans.

 

VLCT Insurance Inventory:

                It was determined that the Brown Covered Bridge is currently assessed by the Town for $194,761, which is the valuation by which the premium is calculated for that particular structure.  Mike will contact VLCT to ascertain what the $10,000,000 Declaration value is in relation to the Brown Bridge as well as other structures owned by the Town.  Mike will also attempt to get an estimate as to the premium payment and determine if the valuation is increased for the Brown Bridge that there will be a corresponding premium increase..

 

                Concurrently, Bert is working with Jamie on the establishing the "replacement" value for insurance on the older Town road equipment.  There is some question as to the submission made last year with partial, incomplete or inaccurate information.  Bert will be contacting VLCT for clarification.

 

                Linda will work up an estimate on the Workman's Compensation valuation assuming a 3% across the board payroll increase.

 

Gordon's Fire Pond:

                The Gordon's presented to the Selectboard their rationale as to why they were not personally responsible for the 5% matching portion of the FEMA allocated funds expended to remedy their pond.  Included in the Gordon's presentation was a history of use by the SVFD, a letter from Donald & Diane Phillips dated 4/5/1999 to the Selectboard at the time entitled "Permission To Dredge" and a letter dated 1/9/1999 from Mark Youngstrom to the then current chair of the Selectboard; Sally Green, the then Chair of the Shrewsbury School Board; Jonathan Gibson, the then Road Commissioner; Herb Carrara and the then SVFD liaison; Tom Mitchell indicating engineering feasibility and preliminary cost estimates for dredging the pond at Mt. School.  Both documents appear to be related to the Town article of March 1999 in which the Town voted to allocated funds for dredging and subsequently the Phillips gave permission to proceed.  These letters previously submitted by the Gordon's as documentation that the "Town" had agreed to "maintain" the pond on Mt. School Road.  The Gordon's also indicated that solely because of Irene's efforts the Town received the "In-Kind" funding credit that FEMA initially had denied, and this revenue from their perspective ought to be applied in its entirety to the Gordon Fire Pond project so as to create a fund balance to be credited to the Gordon's 5% obligation.  The Selectboard reminded the Gordon's that they had previously indicated that they would be responsible for the 5% matching obligation, and had agreed to that stipulation at the September 19, 2012 Selectboard Meeting.

 

                Woody moved and Bert seconded to continue with the previous understanding that the Gordon's Fire Pond Dredging PW be allocated with 95% FEMA grant resources and the remainder 5% match being the responsibility of the Gordon's based on the precedent of the private property owner and not the Town being responsible for the 5% match.  Discussion: The Town acknowledges that it sponsored the submission and acted as a surrogate for the Gordon Fire Pond project, because of the unique circumstance of Irene Gordon being the Director of Emergency Management disqualified her from making a grant application directly to FEMA. Approved unanimously

 

Open To The Public:

                David Fretz inquired:

  • The status of the Geo Tech report, and if it had come back with any findings in regard to the Approach Road. The Selectboard has not received any indication that the report has been submitted to OCE or the Town.

 

The OCE status that had been received indicated the report, once received would become that basis for engineering feasibility and cost estimates that then would be submitted as an alternative to the current FEMA solution.  The amount of time that this re-evaluation of the data and the agreement of a reasonable solution will take is unknown to both Otter Creek and the Selectboard at this time.  There did not appear to be extreme optimism that the processes will be expedited at the FEMA level, based on current experience with FEMA project approvals.

 

  • David inquired if the Selectboard would be willing to bond if the resources did not encompass current estimates for the Approach Road project. The Selectboard indicated that it would be willing to examine and support the possibility, but it was premature at this time to commit specifically for that type of endeavor because all the possible funding sources have not been ascertained.

 

Shunpike Road:

                Bert is in receipt of a request from the Winkler's regarding the traffic on Shunpike Road and the possibility of constructing a pull off to help with vehicles passing each other on such a narrow road.  Bert will direct the Road Commissioner to evaluate and recommend solutions to the problem.

 

Correction To the Allocation of Funds:

Mike indicated that the Auditor's request of correcting a mis-allocated payment from the Road Commissioner's Orders to the Selectboard's Orders for a 2/1/2012 Mayby Bridge Rental Payment.

 

Minutes:

                Mike moved and Bert seconded to approve the Minutes of October 3rd , 2012.  No discussion Approved unanimously

 

Orders:

                Mike moved and Bert seconded that the Selectboard Orders #10A of October 17, 2012 for $28,165.00 and Road Commissioner's Orders #10A of October 17, 2012 for $30,836.11, be approved Discussion:  $23,500 of the Road Commissioner's Orders is for Flood Work associated with Gordon's Pond dredging and $23,000 of Selectboard's Orders id for Garage payment.  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

October 3rd , 2012

 

Present at Meeting:

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

 

Members of the Public: David Fretz

 

Call to Order:

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

 

Mascoma Line of Credit:

                After the previous Line of Credit was discharged on September 20, 2013, Linda reports that Mascoma Bank was offering to renew the Line of Credit of $500,000 for an additional year at 1% for those monies actually utilized.  Linda indicated that all that was required was a letter from the Town Agent indicating authorization to renew the Line of Credit.  Mike moved and Bert seconded: To Authorize Barry Griffith, Shrewsbury Town Agent in conjunction with Linda McGuire Town Treasurer to renew the $500,00 Line of Credit with Mascoma Bank.  Discussion:  The consensus of all members present was that this was the most prudent things to do to maintain positive cash flow as well as maintain the fiduciary integrity of the Selectboard.  Approved unanimously

 

Otter Creek Engineering Project Invoice:

                An invoice for Engineering Services that have been provided by Otter Creek Engineering for services rendered since November of 2011.  The current invoices totaled $81,055.04, all of which are subject to the FEMA reimbursement schedule.  Woody detailed his understanding of the paperwork submission process so that an orderly transmission of the proper documentation could be made in order to affect timely payment by VTrans/FEMA.  Linda indicated that she would be available if Woody needed to arrange a meeting with VTrans so that procedural matters could be expedited if needed.  The invoices will be approved as part of the Road Commissioner's Orders, under the Flood Work expense line item.

 

Gordon's Fire Pond:

                Casella has begun removing debris from the Gordon Fire Pond.  At this juncture in time it is anticipated that there will be an increase in the scope of the project generating an additional invoice of roughly the same amount of expense ($10,000) totaling thus far approximately $20,000 for the project.  Bert will contact Casella requesting that a "full and complete" invoice be submitted so that both the FEMA submission can be made as an integral whole and also that the request for the Gordon's 5% share obligation can be made in its' entirety prior to payment of the invoice to Casella.

 

VLCT Insurance:

Linda received the annual inventory and renewal of the Town's assets of structures and equipment for insurance with VLCT.  Bert will use last years' submission and be working with the Road Commissioner, Jamie Carrara to review the equipment inventory and determine the appropriate level of valuation for structures, particularly the Brown Bridge which is thought to be somewhat lower than it should be.

 

Excess Weight Permit:

                Bert moved and Woody seconded to approve the Excess Weight Permit for Preferred Building Systems.  Discussion:  The Clerk indicated that all paperwork and fees were duly submitted. Approved unanimously

 

VTrans Finance and financial Maintenance Agreement:

                The Town is in receipt of an addendum to the Financial and Maintenance agreement previously approved for the Lincoln Hill culvert project.  The amendment is updated to include a 10% Engineering and 5% Row, Utility and Final Construction obligation by the Town.  Prior to signing the authorization, Bert will follow up with VTrans as to schedule and determination of what the current estimated cost will be. 

 

Website - Selectboard Agenda:

                Bert indicated that he would like to have commitment by other members of the Selectboard to verify the preliminary agenda when sent out by the Clerk in order that it could be posted on the Web in a timely matter.  The members indicated that they would attempt to be diligent in this regard.

 

Open To The Public:

 

                David Fretz inquired:

  • The status of the Geo Tech report, and if it had come back with any findings in regard to the Approach Road. The Selectboard has not received any indication that the report has been submitted to OCE or the Town.

 

  • The process of distribution of funds from the Hurricane Irene Relief Fund. Woody explained the committee and it's make up and the process of designated distributions.

 

  • The amount of insurance coverage for the Brown Bridge. Currently the Brown Bridge is assessed for $185,000 for tax valuation. According the VLCT Property and Causality blanket policy the structure would be covered up to $10,000,000 for a one time occurrence.

               

Minutes:

                Bert moved and Woody seconded to approve the Minutes of September 19th , 2012.  No discussion Approved unanimously

 

Errors and Omissions:

                Mike moved and Bert seconded to approve the Errors and Omissions report for Transco (Parcel ID 002-0-2700 & 002-1-0625).  There was a correction of 4.2 acres that appeared on both parcels. Change in value from $2,032,100 to $2,020,300.  Approved unanimously

Orders:

                Woody moved and Bert seconded that the Selectboard Orders #10 of October 3, 2012 for $1,405.43 and Road Commissioner's Orders #10 of October 3, 2012 for $104,827.08, be approved Discussion:  $81,055.04 of the Road Commissioner's Orders is for Otter Creek Engineering Services and $16,000 for Ethier Trucking for hauling Winter Sand.  Approved unanimously

 

Meeting was duly adjourned at 8:40 PM

 

 

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



Minutes of Selectboard Meeting

September 19th , 2012

 

Present at Meeting:

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

 

Otter Creek Engineering representatives Tyler Billingsly

 

Call to Order:

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

 

Road Commissioner's Report:

                Paving - Jamie reported that he has had to make an adjustment to the amount of paving that had previously been reported as scheduled to be done this fall.  Jamie indicated that he based his available funds on FEMA obligations in combination with this year's paving grant.  Because of the reimbursement protocol for actual expense, it appears that the calculation will come up about mile short from the previous estimate.  The overall intent of the combining the FEMA PW with the paving Grant remains the same, that is to maintain the continuity and integrity of the road surface for continued maintenance.

 

                Jamie reported that the '98 Dump Truck transmission failed today.  He was able to tow it back to the Town Garage.  Will attempt to get a quote on a rebuilt transmission tomorrow.

 

                Status of the Old Town Garage / Horse Shed (behind the Shrewsbury Community Meeting House):  An inquiry by the Meeting House Committee as to the what the plans are in regard to the building which is apparently in extreme disrepair (roof has collapsed).  It was requested that Woody take a look at it to see how the Town will approach the disposition of the building.  Jamie indicated that he has no real need for the intermittent storage that the building had been providing.

 

Otter Creek Engineering Project Status Report:

                Tyler Billingsly reported that Frank Lord Road Bridge and Old Plymouth Road bridges are moving along as expected. Tyler reported that there has been a decrease in the FEMA obligation for the Freeman Brook Bridge project of approximately $43,000.  This discrepancy is an apparent administrative adjustment within FEMA that the Town and OCE had not been made aware of till after the contracts were approved on October 5th of this year.  The shortfall in funds will impact the project, but it is undetermined as of yet as to what the consequence might be.  Tyler indicated that the possibilities include, attempting to appeal the "overhead" rate of Casella with FEMA based on the procurement regulations, narrowing the road design in order to make up the difference in the scope of work, or continuing as planned and roll in the expense difference later when the project is complete and reimbursement disbursements are made by VTrans / FEMA.  Jamie had reservations about re-scoping the project because of the impact it would have on seasonal maintenance and safety related concerns.  Bert had reservations about Codes and Standards that would have implications later with VTrans mandates if the project was resized to a narrower road bed.  Bert moved and Woody seconded to move forward with the current contract / scope of work as it currently stands.  Discussion:  Bert indicated that the Town would need to reconcile the incurred expense consequences later over the course of construction and/or life span of the project.  Approved unanimously.

Tyler presented extensions for the following projects to be presented to FEMA in so far as no action is contemplated for the current constructon season:

  • Sargent Brook Bridge - Hydrolic borings are anticipated to be taken this week
  • Clement Shelter Bridge - Cannot be worked until the Sargent Brook Bridge is fixed.
  • Upper Cold River Slide - Status is that the engineering solution is still under evaluation by FEMA
  • Culverts: Bedesen & Biddle - These two projects are still in litigation between FEMA and VT ANR

 

Alternate Projects - Tyler is researching the protocol; for the reallocation of funds for "Alternate" projects.  i.e. the $200k for the Stoudt Bridge.  It has not been clear as to what the methodology is for the reallocation and what the accounting procedures are.

 

Gordon Fire Pond - The town has received $34,000 for this "Small Project" classification.  The estimate for dredging that the Gordon's have received was for $10,500 from Casella Construction.  The Town's obligation is anticipated to be 5% or $525 for the project.  Irene stated that the Gordon's would be picking up the "matching" cost share (5%) for the actual project expenses.  (Note:  The reason the Town is involved with this project is due to the fact that by virtue of being the EM Director, the Gordon's were disqualified by regulation of making a claim for FEMA grants.  The regulation allows for the municipality to act as a surrogate on the EM Directors behalf.  In addition, the Town makes it clear that it does not become the party of record for responsibility for payment to the contractor.)  Woody will attempt to ascertain what the disposition of the remaining grant funds are.  Woody moved and Bert seconded to accept the Casella Construction bid for debris removal from Gordon's pondApproved unanimously

 

Radio Repeater:

                The signed lease between Nelson/Long and the Town of Shrewsbury was submitted for recording.  The deadline for the residual paperwork; lease agreement and CVP invoices as well as the Environmental Historic Preservation (EHP) application has been extended based on the receipt of the EHP document by FEMA.

 

Minutes:

                Bert moved and Woody seconded to approve the Minutes of September 5th, 2012.  No discussion Approved unanimously

 

Orders:

                Bert  moved and Woody seconded that the Selectboard Orders #9A of September 19, 2012 for $285,550.30 and Road Commissioner's Orders #9A of September 19, 2012 for $11,583.30, be approved Discussion:  $281,000 of the Selectboard Order is for payment of a Mascoma Bank Line of Credit principal  Approved unanimously

 

Meeting was duly adjourned at 8:40 PM

 

 

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



Minutes of Selectboard Meeting

September 5th , 2012

 

Present at Meeting:

John Wood, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman; Linda McGuire, Treasurer; Barry Griffith, Town Agent; Mark Goodwin, Clerk

 

Otter Creek Engineering representatives; Mark Youngstrom and Tyler Billingsly, Casella Construction representatives; Joe Casella, Bob Stetman and Mike Tielory

 

Members of the Public: David Fretz

 

Call to Order:

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

 

Approval of the Agenda:

                Woody moved and Bert seconded to approve the agendaApproved unanimously

 

Contract #4:

                After opening sealed bids and determining the most qualified bidder previously, Otter Creek Engineering recommends Casella Construction for Construction Contract #4 in response to proposed permanent repairs as a result Tropical Storm Irene:  Freeman Brook Bridge, Frank Lord Road Bridge and Old Plymouth Road Bridge.

 

                Woody moved and Mike seconded to accept the Casella Construction bid for Contract #4 performance.  Discussion:  OCE indicated that the necessary permits and SOW approvals are in place to proceed.  Mike inquired as to when where Casella will start.  Casella responded that it was their intention to initially focus on the Temporary Frank Lord Bridge.  Mike wanted to iterate that this plan would limit the rental payment for the temporary bridge and expedite the permanent replacement.  OCE indicated that they will be working with the Road Commissioner in regard to traffic control issues as well as the notification of impacted residents in the immediate area.  Mike wanted also to make it very clear for the record that Casella Construction is to work in cooperation with the Road Commissioner.  Approved unanimously

 

Brown Bridge Neighbors Report:

                David Fretz presented recommendations of the residents who live in proximity of the Brown Bridge in respect to preventative measures in response to vandalism at the Brown Bridge and surrounding area.  David indicated that the neighbors had erected signs and "camera boxes".  David reported that the neighbors would prefer that the bridge not be barricaded or closed off.  Access is utilized by neighbors.  When barriers are installed at the entrance to the approach road, it is requested that room be provided for two vehicles.  He also listed a number of concerns that that the neighbors had developed at a recent meeting.  Listed here with summary responses from the Selectboard and Otter Creek Engineering:

  • A. What is the plan for the steep drop off on the Cold River Road in the area of Wallace Road? Ans. - There is no specific plan. Other than inclusion in the PW addressing the entire Cold River Road, there is no specific mediation plan for this particular area.
  • B. If FEMA refuses to fund the slide, what is Plan B? Ans. - There is no Plan B.
  • C. Can the project be publically bonded? Ans. - Yes. It would be subject to a Town wide referendum.
  • D. Can the Town receive privately raised funds for road repair? Ans. - Yes. There is already a Hurricane Relief Fund that allows for specific designation and tax exemption.
  • E. Are there engineering alternatives that are less expensive? Ans. - It is anticipated that there will be an array of options (at least three). Currently the less expensive FEMA approach is the one that is in the process of being proven untenable.
  • F. Will the river diversion/bank armoring work be done this fall? Ans. - Probably not.

 

Errors and Omissions:

                The Listers requested that two E&O actions be approved by the Selectboard.  Helen Fernett, whose one (1) acre property has been deeded as a Life Estate to the US Government as part of the Appalachian Trail Corridor, but she is still responsible for the local property taxes.  The one acre erroneously got allocated to the USA rather than Helen Fernett.  Mike moved and Bert seconded to approve the Errors and Omissions submission for Helen FernettApproved unanimously

                Bert will follow with the Listers in respect to the Vermont Transco E&O submission for a better understanding of the details submitted prior to formal approval.

 

Minutes:

                Bert moved and Woody seconded to approve the Minutes of August 15th, 2012.  No discussion Approved unanimously

 

Orders:

                Mike moved and Woody seconded that the Selectboard Orders #9 of September 5, 2012 for $6,419.83 and Road Commissioner's Orders ##9 of September 5, 2012 for $5,278.61, be approved.  No discussion.  Approved unanimously

 

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

August 15th t, 2012

 

Present at Meeting:

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

 

Members of the Public: David Fretz

 

Call to Order:

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

 

Approval of the Agenda:

                Woody moved and Bert seconded to approve the agendaApproved unanimously

 

Road Commissioner's' Report:

                Paving Bids: 

                Bids were received from, Whitcomb, Fuller Sand & Gravel, and Pike Industries

 

Pike

$66.90 per Ton

3222 Tons

$ 215,551.80

Whitcomb

$69.26 per Ton

3454 Tons

$ 239,224.04

Fuller Sand & Gravel

$ 68.00 Per Ton

3526 Tons

$ 239,768.00

 

                Bert moved and Woody seconded to accept the paving bid from Pike Industries.  Discussion:  The Road Commissioner indicated that they were all reputable contractors and he was satisfied with performance and standards from previous paving work they had done for the Town.  All seemed to be responsive to the specifications.  Based on price, Jamie did not have any concerns about accepting Pike.  Approved unanimously

 

Bert reported that the Transfer Station was broken into sometime Friday night (8/9/2012) and the Library and scrap metal were apparently burgled.  Jamie reported that some of the metal he keeps for miscellaneous fabrication projects was also taken.  Locks will be changed, with research done on installing a double swing gate for the entrance to the Highway Department complex.  Bert indicated that the Road Crew will be locking the current gate until further notice.  This will cause inconvenience for some townsfolk, primarily seeking sand and/or gravel.  Mike indicated he will donate use of a Trail Cam for two to three weeks in order to do surveillance in case the perpetrators are bold enough to return.

 

Lincoln Hill RoW:

                The Selectboard received a request from VTrans to specify in writing what they are establishing as the width of the RoW in the area on Lincoln Hill Road slated for a culvert replacement.  By default, because there is no surveyed RoW, there is the 3 Rod or Statutory Right-of-Way; the width would be established at 49.5 feet.

                Mike moved and Bert seconded to affirm that the RoW Town Standard be of 3 Rods or 49.5 feet be utilized as the RoW for TH 4 / Lincoln Hill RdApproved unanimously.  The Selectboard requested that the Clerk forward a letter to VTrans stating the same.

 

                Signage for Brown Covered Bridge UCRR Approach Road:

                Prior to having the signs fabricated, Jamie wanted to check for any specific language the Selectboard was contemplating for the road closure signs.  "Danger, Hazardous Conditions, Road Closed To All Vehicular and Foot Traffic, Trespassing Prohibited".  Signs are estimated to be about $50.00 each and will be placed where the UCRR meets the Brown Bridge (westbound) and where the Cold River Rd meets the Upper Cold River Rd (eastbound)

 

                Jamie inquired as to what the Selectboard had in mind in regard to excavating a "curtain drain" in proximity to the northeast corner of the Town Office.  Woody will work with Jamie to determine the best solution in order to mitigate the water damage to that particular area of the building.

 

                Jamie indicated that the metal box, plastic box and the regular compactor are full and that Hubbards needs to be contacted for exchange.

 

                In regard to Jersey Barriers anticipated to be used at the entrance to the eastbound Upper Cold River Road (Approach Road).  The Selectboard has authorized the Road Commissioner to obtain two more for general use later.  The Brown Bridge Neighbors, who are meeting August 25, would like to request that room for one car be provided when the barriers are put in place.

 

Tax Rate:

                Linda presented her modeled rate based on the: Approved total for revenue to be raised by taxes at the March 6th, 2011 Annual Meeting and the Grand List as Lodged as well as the already VT Department of Taxes Homestead and Non-Residential established School Rates, the following was presented:

               

 

Town Rate

School

Local Agreement Rate

Total Tax

HOMESTEAD

$0.4534

$ 1.1637

$0.0007

$ 1.6178

NON-RESIDENT

$0.4534

$ 1.2095

$0.0007

$ 1.6636

               

                Over all the rates reflect a Homestead and Non-Residential Rate decrease of 7% and 10% respectively from 2011.  Mike moved and Bert seconded to establish the 2012 Town (Municipal) Rate at $ 0.4534 and the Local Agreement Rate at $ 0.0007 for the 2012 Tax Billing.  Discussion:  Mike noted not as a discussion point, but rather as a point of information that the Homestead School rate has decreased, because of the Town wide Reappraisal and the three year averaging has moved pass a non-conforming year, the Town CLA has maintained a high relative percentage which keeps the overall State calculated school rates low.  Approved unanimously

 

                Tax Bills:

Linda anticipates that the Tax Bills will be going out within the next two (2) weeks.

               

PILT Reimbursements:

                Linda indicated that once again the Federal reimbursement of Payment In Lieu of Taxes from the Department of the Interior was sent to the School account.  She is having the bank reverse the transaction in order to establish the correct procedure for future payments.

 

                Linda presented a Proposed Policy for; Tax Bill Confidentiality, Tax Bill Printing via NEMRC back-up file, and Process for Dissemination of Confidential Tax Information Collection, per current legislation.  In summary, Linda was requesting that the Selectboard affirm the processes required by recent Vermont Supreme Court rulings as well as supplemental legislation regarding professional / client access of the confidential information on tax bills.  In respect to the printing of tax bill, Linda explained that the NEMRC Back-up data would allow the printing of Tax Bills based on a current and timely download from the Listers machine.

 

                Mike moved and Woody seconded to implement the proposed Tax Bill and Collection Policy.  Discussion: It was reiterated that this policy affirms current legislation and limits the liability exposure of Town Officials if it is adhered to.  The question was asked if there was any cost associated with implementation, specifically the NEMRC back-up aspects of the policy.  Linda indicated that there was no cost for transfer of the Back-up data, it is a download to a disk for transfer to her home computer, but there is an expense associated with networking of NEMRC computer platforms.  Approved unanimously

 

Discontinuance of the Stoudt Bridge:

                Mike contacted the property owners involved with this particular bridge, and reported that they are in concurrence with the plan to discontinue the bridge and the associated 0.10 miles of Town Highway 17 (Coldham Rd).  The FEMA monies that had been allocated for repair of this bridge are now available to be utilized for other eligible TSI (bridge) projects.  Woody will inquire as to what the criteria are for eligibility and how the PW and the associated funds are transferred to the proper PW project account.

                Mike moved and Woody second to discontinue the Stoudt Bridge. Approved unanimously

 

Otter Creek Engineering Assistance for the Sargent Brook Bridge:

                It was noted by the Road Commissioner and Otter Creek Engineering representative, Tyler Billingsly that because the Sargent Brook Bridge reconstruction will be program managed by the FWHA, to include design and permitting, that OCE currently has no engineering responsibilities as outlined in their Consulting Contract with the Town, with this particular project.  However, OCE would assist the Road Commissioner and Selectboard by way of consulting on specific engineering recommendations and their appropriateness as the project progresses.  It was the consensus of the Selectboard to request consulting support from OCE in regard to the ERFO / FHWA Sargent Brook project.

 

Radio Repeater:

                Woody presented the status of the sighting of the Radio Repeater as part of the VT HS Grant.  A stipulation of the grant is that if the repeater is to be placed on private property it will require a long term (7-10 year) lease.  Walter Nelson & Mary Long are agreeable to have the repeater placed on their property.  The Town Agent will be requested to look to prepare a Lease document for execution in a timely manner so as to meet the requirements of the Grant.  It was noted by the Selectboard that they would consider establishing an off-set rent amount that would help in reducing the tax obligation for the parcel under consideration.

 

Status of the 1st Constable:

                It was noted that 1st Constable has incurred a serious injury and would be immobile for a number of weeks.  Robert Gordon had volunteered to act as Constable if the Selectboard deemed it to be required.  The Selectboard graciously acknowledged the offer from Mr. Gordon, but did not see any pressing need to accept the offer.  The Selectboard is confident that the 1st and 2nd Constable can and are handling the requirements of the elected office. 

 

 

 

Catering Liquor Licenses:

                Mike moved and Woody seconded the approval of a catering liquor license for an upcoming wedding at the Balm of Gilead on August 25th.  Discussion:  The paperwork submitted was in order.  Approved unanimously

                Mike moved and Woody seconded to approve retroactively a Catering License request for an event held August 11th.  Discussion: The request was untimely and necessitated that the Clerk seeks approval via e-mail from available Selectboard members to approve and document at the next Selectboard Meeting. Approved unanimously

 

                Woody moved and Bert seconded to delegate to the Town Clerk the authority to approve those Catering requests that are submitted in the intervening time between Selectboard Meetings, and require timely action.  Discussion: The Clerk is required as part of the delegated authority to present the Catering Request to the Selectboard for their review and formal approval.  . Approved unanimously

 

Excess Weight Permit:

                Bert moved and Woody seconded to approve the Excess Weight Permit for Trombley Trucking of Castleton.  Discussion:  All paperwork is order.  Approved unanimously

 

Open To the Public:

                David Fretz inquired about the reported visit from Lt. Governor Phil Scott.  Apparently Mr. Scott was waiting for representatives who were working on the planned AT/LT Trail relocation because of damage as a result of TSI when the road Commissioner by chance came upon him.  According to Jamie, after introductions and some discussion regarding the status recovery from TSI, Jamie took Mr. Scott to the slide on the Upper Cold River Road.  Jamie reported that Mr. Scott indicated that he would pass on his observations to the pertinent officials in Montpelier.

 

                David inquired if Governor Schumlin's itinerary included Shrewsbury during his anniversary tour of those towns affected by Irene as reported in the media.  It was reported that there was no known contact by the Governor's office and the Town of Shrewsbury.  Mike requested the Clerk draft a letter to the Governor inviting him to visit Shrewsbury during his tour so that he might see for himself the slide on UCRR.

 

                David Fretz asked if the Selectboard wanted to approve the signs slated to be installed by the Brown Bridge neighbors as part of the video surveillance plan.  The Selectboard requested that an e-mail of the proposed language being utilized for the signs for review.  The Selectboard indicated that they would be willing to "chip in" but would need to have a specific amount that is being requested in order to determine the Town's contribution.

 

               

Approval of Minutes:

                Woody moved and Mike seconded to approve the Minutes of August 1st, 2012.  No Discussion: Approved unanimously

 

 

Orders:

                Mike moved and Woody seconded that the Selectboard Orders #8A of August 15, 2012 for $13,632.48 and Road Commissioner's Orders #8A of August 15, 2012 for $7,289.65, be approved.  Discussion:  Mile noted that $7,751 of the Selectboard Orders was for expenses incurred for the Emergency Radio Narrowband Upgrade Grant.  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

August 1st, 2012

 

Present at Meeting:

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

 

David Fretz, Todd Fillmore

 

Call to Order:

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

 

Approval of the Agenda:

                Mike Moved and Woody seconded to approve the agendaApproved unanimously

 

Road Commissioner's' Report:

                Curb Cuts:  Application was received from Felix Cedeno on Shunpike Rd.  Jamie wanted to make sure that there was a contingency in the approval of the Curb Cut as a culvert is not needed at this time.  But because of expected development above this particular site, the Road Commissioner wanted to make it clear to the applicant, that if in the future cut were to require a culvert, it would be installed at the landowner's expense. 

                Mike moved and Bert seconded to approve the recommended Curb Cut as presented by the Road Commissioner with the contingency stipulation.  Approved unanimously

 

Jamie briefed the Selectboard on a proposed Mutual Aid Agreement for the County Road Commissioners.  This MA Agreement is an initiative of the RRPC to facilitate mutual aid between towns in Rutland County during emergencies.  The initiative is a result of analysis of the TSI responses and needs during the emergency.  There was no document prepared for authorization at this time, the Road Commissioner wanted to brief the Selectmen of the positive implications of such an agreement.

 

                After extensive discussion with Otter Creek Engineering and a cost differential analysis it was determined the "Rusted Box" guardrails would be utilized for the Northam Historic District because of the negligible cost differential involved.  The decision was in line with a pervious decision by the Selectboard who at the time were primarily concerned with the added expense that was anticipated would be incurred with these particular style of guardrail.  Galvanized "W" guardrails would still be utilized in other areas of reconstruction.

 

                Radio Repeaters:  Jamie produced sketches of the anticipated repeater.  It is approximately ten (10) foot tall, and powered by a combination attached solar panel and an appropriately proportioned sized wind turbine.  Jamie is still in the process of contacting appropriate landowners who might be interested in hosting a site location.

 

                Transfer Station:

                The motor for the compactor was not able to be repaired prior to the opening of the Transfer Station today.  The motor could not be made to fit on the existing seating.  Bert will attempt to get the proper replacement.

 

                Jamie reported that Shrewsbury hosted the August meeting of the Rutland County Road Commissioners.  Mike indicated that he thought that Jamie should continue to offer the amenities of the Town in the future for these types of meetings because they foster good will and cooperation among the towns of the area.

                Discontinuation of the Stoudt Bridge on Coldham Road:  Although the Road Commissioner and the Selectboard are in agreement to give up the bridge based on previous conversations with the owners, FEMA and Town, Mike will verify Tim Stoudt's expectations in regard to the Town formally discontinuing the bridge prior to signing authorization for such action.

 

                Jamie indicated that he should have valid paving bids by the next Selectboard Meeting (August 15).  Response from vendor has been impaired because of the paving season.

 

Catering Liquor License for Crisanver House:

                Bert moved and Mike seconded the approval of a catering liquor license for an upcoming event at the Crisanver House.  Discussion:  The paperwork submitted was in order.  Approved unanimously

 

Doris Hall & Christine Keklak:

                Doris & Christine, residents of the flooded area of the Cold River Road, inquired about the status of a grant to remove debris from the river bank.  Woody indicated that the grant was just recently formulated and all the details in respect to requirements, qualifications and funding levels have not yet been established.  Woody reported that he was told by an ANR/DEC representative that they would be contacting him when applications for debris removal grants were available.  Woody indicated that the grants were for removal for debris that is blocking high water river events from spreading into the natural floodplain areas.  Woody will coordinate with those affected when the grants become available.

 

                Doris Hall & Christine Keklak inquired about the Coccia property, because he has recently dropped off a tow truck via an auto carrier.  The tow truck does not appear to be registered or able to be inspected.  They were instructed to contact Adrienne Raymond, Zoning Administrator because there appears to be a violation of the Zoning Regulations, (auto, RV and now a truck all apparently un-inspectable).  They were also informed that Mr. Coccia had permission from ANR/DEC to reconstruct the back end of his storage building that is currently hanging over the river bank.  After they expressed their disbelief, it was explained that there was an expiration period for the permit that could be extended.  They were also informed that there are definitive conditions as to the ability to have any tenants residing in the mobile home, which will require a thorough inspection by the Health Officer.

 

                Ms. Hall & Keklak inquired about the Brown Bridge, they were informed that the Brown Bridge would be discussed later on the agenda.

 

Tax Rate:

                Linda indicated that she had not modeled any tax information for the Selectboard's review because she indicated that the Listers had apparently still not allowed her appropriate access on the NEMRC system.  After persistent questioning by the Selectboard, and a request by the Selectboard to actually show them in real time what was inhibiting Linda from accomplishing the tax modeling, Linda discovered that she did have access to the necessary information on the NEMRC system.  Arrangements were made to prepare draft tax rates for the Selectboard's review.

 

Lincoln Hill Road Culvert Project:

                Todd Fillmore brought forth a concern in regard to the anticipated Lincoln Hill Culvert replacement Project and the proximity of the construction to his workshop.  Todd was wondering if the Selectboard would consider examining moving the Town ROW and subsequent curve of the road so as to eliminate the "dangerous" curve by utilizing the land which his shop resides on in exchange for rebuilding a new shop on the other side of the road.  Bert explained that the Town was in no position financially to consider such a proposal.

 

                Mr. Fillmore indicated that there was an onsite conference slated for Tuesday August 14th.  The Town had not received any notification or documentation in regard to the on-site conference on the project.  Bert would be contacting AOT to determine why there was a lack of communication.

 

Transfer Station:

                Todd offered to make some signs to be utilized at the transfer station in regard to dropping off prohibited items as items left for reuse on a pro-bono basis.  Bert will be in contact with Todd regarding signage.

 

Approval of Minutes:

                Bert moved and Mike seconded to approve the Minutes of July 18th  , 2012.  No Discussion: Approved unanimously

 

Brown Bridge:

                David Fretz, representing the Neighbors brought to the attention of the Selectboard vandalism taking place at the Brown Bridge site.  He inquired if the Selectboard had any particular issue with the neighbors pooling resources in order to install monitoring cameras or similar technology in order to act as a deterrent to those committing the vandalism.  The Selectboard had no issue and appreciates the initiative that the neighbors were taking in this regard.  The Selectboard also indicated that they will work with the Road Commissioner to place additional Jersey Barriers at the top of the approach road so that cars would need to park in the road way and be more susceptible to be cited as a violation by the VSP.  In addition the Selectboard would look to seal off both ends of the bridge in order to restrict access so that vandals could not kick out boards from the inside.

 

                David said he would poll the neighbors because some are utilizing the bridge by foot, parking a second vehicle on the opposite side so as to avoid the additional mileage.  Mike indicated that because there was little resource for enforcement, which had been unreliable in the past with similar situations (Clement Shelter), there would not be very many viable options to deter the vandalism and maintain the convenience of utilizing the bridge.

 

                Discussion ensued regarding signage for the total closure of the approach road. Including foot traffic, because of the hazardous condition the slide is imposing on the width of the road.  Mike indicated that he would speak with the Road Commissioner regarding signs.

 

                David inquired about the schedule and status of the engineering solution to the slide.  David was informed that the geo-tech test borings should commence in the next couple of weeks.  Mike indicated that the Selectboard was just as frustrated with the FEMA process in general and the slide on the Upper Cold River Road in particular.

 

                As to the particular response to the vandalism, the Town Constable was still able to be called, even though he had suffered a recent injury.  The 2nd Constable, Peter Lajoie would be available to support the unavailability of Matt Danaher.

 

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #8 of August 1, 2012 for $3,231.62 and Road Commissioner's Orders #8 of August 1, 2012 for $16,122.97, be approved.  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

July 18th , 2012

 

Present at Meeting:

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

 

Call to Order:

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

 

Approval of the Agenda:

                Mike Moved and Woody seconded to approve the agenda.  Discussion: It was recognized that the Road Commissioner was present in order to discuss a couple of issues.  Mike amended his motion to modify the agenda in order for Jamie to proceed, and it was accepted by Woody.  Approved with modification, unanimously

 

Road Commissioner's' Report:

                Jamie wanted to discuss his calculations for funds available to repave the Cold River Rd and a section of the CCC Road affected by TSI.  Jamie presented his calculations, based on obligated FEMA funds, the current year's paving grant reimbursement and current paving budget for an estimate of $254,393 funds available to contract for paving projects this season.  Jamie wanted to verify his assumptions so as not to overspend budgeted resources.   The Road Commissioner's plan is to pave the Cold River Rd. from approximately 4817 Cold River Rd (Littler) to about the Keiffer Rd. which was supported by the Selectboard and their understanding of the available resources to complete the scope of work proposed.

 

                An e-mail was received late in the day from Otter Creek Engineering pertaining to the style of guardrails proposed for the bridge & culvert projects particularly in the Historic Northam District.  At issue was the suggestion by Mark Youngstrom for a style of guardrail other than the "shinny galvanized W" rail, which was different to the decision previously made by the Selectboard because of the assumption that other styles were more costly and it was felt that newer looking guardrails would be more appreciated by some townsfolk signifying a "recovery" of damage from TSI.  Jamie indicated that he will double check on the cost difference in the various styles of guardrails to verify the initial assumption.

 

                Curb Cuts:  Two applications for curb cuts were provided to the Selectboard by the Road Commissioner with recommendation for approval.  Emelie Ridlon on Button Hill Rd. and Dirk Thomas on Keiffer Rd.  Both permits had specific criteria that were to be followed during construction to mediate potential water damage.

                Bert moved and Woody seconded to approve the recommended Curb Cut as presented by the Road Commissioner.  Approved unanimously

 

Treasurer's Report:

                Tax Rate:  Linda declared that she was unable to access the Grand List on the NEMRC system because of systems administration limitations imposed by the Listers and therefor was not able to model a tax rate.  Linda requested that the Listers provide "2012 As Built Grand List/Reports NEMRC/Update"

                The Selectboard indicated that they would speak to the Listers in order for them to allow access to the appropriate data.

                Official Payments:  Linda brought forth a request that the Town approve the ability of the payment of property taxes via credit card.  Linda indicated that the company offers a secure web based and toll free number that the taxpayer could access in order to submit credit card information.  The Town would not be collecting and /or be responsible for that data.  The Town would not be charged any subscription fees or set up costs.  All extra fees and cost would be charged to the taxpayer for the convenience of paying via credit card.  The quoted minimum charge would be $3.95 with the maximum of 2% of the payment.  Linda indicated that the only limitation is that verification of payment requires at least forty-eight (48) hours and therefore cannot be used as a payment method two days prior to the specified due date.

                Mike moved and Woody seconded to approve that the Treasurer continue to pursue the possibility of utilizing payment of taxes via credit card.  Approved unanimously

 

                Audit References: Linda indicated that she had contacted a number of Towns in regard to their experience with those Auditors who had responded to the Town's initial RFP.  After verifying the experiences of the Towns of Chester and Waitsfield in respect to Sullivan & Powers and Jeff Bradley respectively, Linda recommended that Jeff Bradley be chosen based on overall lower cost and experience in complying with the various aspects of DHS/FEMA OMB Circular A-133 Compliance.

                Bert moved and Woody seconded to select Jeff Bradley to audit the Town's financial position as specified in the REQUEST FOR PROPOSALS SINGLE AUDIT SERVICES of May 2012Approved unanimously

 

Town Office Maintenance:

                Linda obtained a quote from a window cleaning vendor in West Rutland for $280 for all the windows.  Although the cleaner could commence with the exterior windows, the interior windows, particularly on the Nursery school side should be passed over until de-construction and renovation is complete.

 

                Woody made the following recommendations:  The rug should be pulled and removed.  And the drop ceiling tile system should be removed.  This will allow for the abatement of moisture and the access of natural light.  Woody indicated that he will obtain quotes for this work.  Woody will research options for floor coverings will be researched and presented.

 

                Tabit Sgalia submitted a quote of $150($18 per hr) to clean the two rooms and two restrooms at the Town Office.  Pro-Cleaning submitted a verbal quote to Linda of $200-$300. 

                Based on costs and being a local vendor the Selectboard selected Tabit Sgalia.

 

                Woody and/or Mike will speak with Jamie about creating a "curtain drain" for the northeast exterior corner of the building.

 

Transfer Station:

                Bert will speak with Bob Perry regarding procedures for Holiday closures.  There was apparently miscommunication regarding operating hours for the recent 4th of July Holiday falling on a Wednesday.

 

                Bert announced that there are new regulations in place that require certification of E-Waste material handlers.  Bert will find out more details of how, when and who precisely will need to get certified.

 

Approval of Minutes:

                Bert moved and Mike seconded to approve the Minutes of July 2nd , 2012.  No Discussion: Approved unanimously

 

 

Orders:

                Bert moved and Mike seconded that the Selectboard Orders #7A of July 18thP, 2012 for $1,619.58 and Road Commissioner's Orders #7A of July 18th, 2012 for $30,202.82, be approved.  Approved unanimously

 

September 5k Back to School Run:

                Woody brought forth a request from the PTO to help in supporting the Back to School 5k Run by approving the temporary closure of roads and traffic coordination by the Constable on September 8th, 2012.  The Selectboard enthusiastically supports the endeavor and will direct the First Constable to support the PTO in their preparations.

 

Meeting was duly adjourned at 8:31 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 2nd, 2012

Rescheduled Meeting

 

Present at Meeting:

John Wood, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman, Mark Goodwin, Clerk

 

By virtue of working in the Town Office: Betsy Jesser, Lister;

 

Call to Order:

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

 

Approval of the Agenda:

                Mike Moved and Woody seconded to approve the agendaApproved unanimously

 

Approval of Minutes:

                Mike moved and Woody seconded to approve the Minutes of June 20th, 2012.  Discussion: Mike noted that the painting of the Town Office by the Department of Corrections was fixed at $1,000 plus materials to be supplied by the Town.  Bert noted that Irene Gordon had notified him after the meeting that the Radio Upgrade Grant was not a 50/50 match grant, but rather the expense would be reimbursed at 100% due to the expeditious filing of ancillary paperwork.  Approved unanimously

 

VTrans / FEMA Grant :

                The Town is in receipt of an amendment to the Standard Subgrant Agreement between the Town and VTrans that required signature.  The amendment is required to obtain reimbursement from FEMA at the 90% level.  90% FEMA, 5% State, 5% Town for expenses incurred due to Tropical Storm Irene.  This is considered an administrative amendment by the Agency of Transportation.

 

                Bert moved to execute the Amended Subgrant Agreement with AOT, Woody secondedApproved unanimously

 

Town Office Maintenance:

                Woody reported a vendor who is charging $15-20$ per window for cleaning.  Bert will attempt to obtain another quote.

 

Woody will investigate the replacement of the carpet (with laminate) rather than cleaning.

 

The relocation of the Treasurers' desk is on hold until the Nursery School portion of the Town Office is renovated.

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #7of July 2nd, 2012 for $3,622.59 and Road Commissioner's Orders #7 of July 2nd, 2012 for $7,325.82, be approved.  Approved unanimously

 

 

Meeting was duly adjourned at 7:31 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 6th , 2012

 

Present at Meeting:

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

 

Members of the Public: David Fretz

 

Call to Order:

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

 

USDA/EWP extension for Richards-Peelle:

                Because the final landscaping component of the original EWP Grant the Town had sponsored for the Richards-Peelle's was completed outside the proscribed time frame for the grant, an extension was required to be submitted to USDA/NRCS for the remainder of the USDA allocation (75% of $3,200 or $2,400).  No motion was made because the grant had previously been approved and this was a request for an administrative extension on the part of USDA.  It was noted that the contractor's invoice (Lawrence White Construction ) would not be paid until the Town received the reimbursement from USDA/NRCS, per the previous understanding of the contractor.

 

Winter Sand:

                Jamie presented the sole quotation received for the procurement of winter sand:

 

Pike Industries: $7.25 per ton.

Hauling by Either Trucking at $4.10 per ton

Total cost delivered - $11.35 per ton.

Jamie noted that this was 25 or (2%) more per ton than last year's quote.

Bert moved and Woody seconded to accept the Pike Industry sand and Either Trucking hauling total delivery quoteApproved unanimously

 

Road Commissioner's Report

 

Brown Bridge Structural Repair:

Jamie presented two quotes for the repair of side boards and roofing slate on the Brown Bridge:

Len Page - $5,000

Wright Construction - $12,621

 

The noted difference was that Len Page would be splicing in replacement boards and Wright Construction specified total replacement of the side boards.  Based on familiarity with the workmanship of both contractors, Jamie recommended that Len Page be awarded the contract.

 

Woody moved and Bert seconded to accept the Len Page quote for repairs to the Brown Bridge structural damage.  Discussion:  Irene Gordon noted that the Town has received an insurance reimbursement of $12,621 from VLCT for this particular claim.  Approved unanimously

 

 

 

Buried Cable Policy:

Jamie presented a need for the Town to develop a policy regarding buried cables in the Town Highway Right of Way.  Jamie gave numerous examples of instances when telecom companies or their contractors have laid cables too shallow or across the road in such a manner that Town highway maintenance equipment disturbs it placing the town in jeopardy of being fined or cited for carelessness by the Telecom companies.  Jamie also gave examples because there is no local requirement for notification, the possibility exists and has already occurred that have cable contractors impacting a newly refurbished road at the Town's expense.

 

Jamie indicated that at a recent Road Commissioners meeting he was made aware of a policy the Middletown Springs is developing or has developed that sounded like a reasonable model to utilize here.  Jamie will obtain a copy and see if he can modify it to meet Shrewsbury's requirements.

 

                Trees in the ROW on Mt. School Rd:

                Irene Gordon, stated that the Road Commissioner did not have permission to cut the trees that are impacting the line of sight for egress out of Mt School Road onto Northam Rd.  The Road Commissioner indicated that he believes that the trees in that should be trimmed in order to open a clear line of sight are in the Highway ROW.  Irene suggested that a stop line be painted on the road so that vehicles would be again prompted to stop prior to pulling out onto Northam Rd.

 

                Paving at the Transfer Station:

                Jamie reported that Fuller Sand & Gravel will repave the Transfer Station lot at the same rate per ton as the Eastham Rd.  Particular attention will be made to the sliding door clearance at the Transfer Station.  Jamie reported that it was suggested by Fuller to pave that area which the Hubbard plastic container is situated.  Upon consideration, it was decided to pass on this particular suggestion at this time.

 

                Metal Box Fence Damage:

                Both Bert and Jamie reported that the driver for the metal container from Hubbard's has been hitting the fence when placing the container in position, compromising the tensile integrity of the fence.  Bert will speak with Hubbard Bros. about the need for attentiveness.

 

                ANR Inspection:

                Jamie reported that he observed a vehicle with State Agency license plate in the area below the transfer station.  It was unlocked at the time because the road crew was utilizing it as a staging area for a project that particular day.  Jamie was not sure if ANR would cite the Town for an infraction, as they vehicle left before he could inquire.

 

Gordon's Pond Restoration

                Irene Gordon presented to the Selectboard by way of a written request and supporting documentation a request for the Town to sponsor a request to FEMA to dredge her pond of the silt and debris as a result of TSI.  Irene explained that because of her capacity as Director of Emergency Management for the Town of Shrewsbury, FEMA disallows her application for personal property damage as a homeowner.  Irene's supporting documentation consisted of a April 1999 letter from the previous owners of the pond (Phillips) to the Shrewsbury Selectboard regarding Permission To Dredge, and a memo from Mark Youngstrom to representatives of the Selectboard, School Board, SVFD and Road Commissioner dated January 1999 outlining the engineering and estimated costs associated with voter approved funds for dredging the referenced pond. (March 2, 1999 Ballot.  Article 6 - Shall the Town appropriate up to $15,000 for the excavation and improvement of the fire pond on Mountain School Rd? Yes - 217 N0 - 96)

 

                Irene presented her concern that because the SVFD had not been timely in their response to her request for requesting FEMA funds for the restoration project that the deadline was looming in which application would no longer be accepted, so she is requesting that the Town approve moving forward with the Project Worksheet (PW) process so that the project is entered into the obligated funding pool.

 

                Irene is proposing that the Town and the Gordon's split the "local" portion of the FEMA reimbursement formula (currently 90% FEMA, 5% State and 5% local).  With an estimated cost of $85,000 from Markowski Excavating, according to Irene the local portion would be $1,700 ($4,250) and half of that would be $850 ($2,125).  Irene went on to indicate that it was her feeling that she has supported and facilitated the use of the SVFD in their use of the pond over the years for training and certification.  That it is her opinion that the pond is a critical piece of Town infrastructure in its proximity to the Mountain School and the Transfer Station.  Further, she has donated enumerable amount hours to the Emergency Management and Health offices of the Town and it would seem to her that a process of quid pro quo be recognized.

 

                Irene indicated that; if the SVFD did not participate that it was acceptable to the Gordon's, in addition the Gordon's would indemnify the Town from future maintenance and they would do the administrative tasks associated with acquiring a qualified contractor(s) to submit quotations in compliance with the FEMA requirements.

 

Bert still would like to speak with the Treasurer of the SVFD (Barry Griffith) as to the Department's ability and/or willingness to enter into a cost sharing agreement for the pond restoration.

 

Woody will process the PW as a funds obligation placeholder, contingent on the ability of proper permits form ANR and Army Corp of Engineers, and verification of the cost estimates.  The Town would not be under any obligation to proceed once eligibility and a Project Worksheet is documented.  There is concern that was articulated on the part of the Selectboard that there could be the perception this particular homeowner is receiving special consideration and that she is being treated in a manner that is not consistent with how other homeowners were supported by the Town that were impacted by TSI in respect to matching FEMA funds.  If it can be substantiated that the pond is a critical piece of Town infrastructure in respect to the fire protection of the nearby Town buildings and the necessary permits can be obtained, then the Selectboard can proceed with its' deliberation to move forward or not.

 

Open to the Public:

                David Fretz inquired as to the Selectboard disposition of the recommendation of Otter Creek Engineering concerning the slide on the UCRR (Approach Road).

 

                Because members of the Selectboard only received the status update a few minutes prior to the meeting, they each felt that they could not speak in detail as to the status of the site.  The status report from OCE in summary indicated that the FEMA approach to be documented on a PW, was to relocate the Approach Road and mechanically stabilize the slide.  OCE disputes this approach for a number of sound engineering reasons, but will need to wait for the completed PW so that it can be reviewed and rebutted point by point.  This process will of course add extra time onto the already frustrating long process of initiating engineered remedies for this particular site.

 

                David Fretz also updated the Selectboard about illegal ATV activity in the slide area, putting the riders of ATV at risk.  The Selectboard was concerned as well, but the activity is illegal, and the road is currently barred and posted as "closed" and the Town has in good faith attempted to keep public and property away from the hazard.

 

Neighbor Dispute:

                In response to the letter received from citizens on the Hempstead Road in regard to a complaint of harassment that include high speed and honking vehicles as well as firearms, the Selectboard will attempt to have other townsfolk who are respected by some of the involved parties as well as family members intervene in order to instill some civility into the situation.

 

Tax Delinquency Sale:

                Bert moved and Woody seconded to recommend to the Collector of Delinquent Taxes, Randy Page that the Town move forward in process of arranging for a tax sale of the George Pressley property on VT Rte. 103 (Parcel - 103-0-3049).  Discussion: Bert indicated that in so far as the property is two (2) years delinquent in property tax and because of its seemingly abandoned status is considered a nuisance by the adjoining neighbors and the fact that the owner does not appear to be responsive to the Selectboard's inquires as to the proposed disposition of the property, that the Towns' only recourse may be to proceed with a Tax Sale. Approved unanimously

 

Minutes:

                Bert moved and Woody seconded to approve the minutes of May 16, 2012.  Discussion:  The date for the narrow band radio upgrade deadline was 5/18 not 5/17.  With correction, approved unanimously.

 

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #6 of June 6th, 2012 for $17,199.48 and Road Commissioner's Orders #6 of June 6th, 2012 for $162,761.22, be approved.  Discussion:  Road Commissioner's Orders included the recent Town Hill paving, which was utilized so as not to lose eligibility for grant reimbursement.  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

May 16th , 2012

 

Present at Meeting:

John Wood, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman; Linda McGuire, Treasurer; Mark Youngstrom, Otter Creek Engineering - Consulting Engineer; Iren Gordon, Director Emergency Management; Mark Goodwin, Clerk

 

Members of the Public: David Fretz

 

Call to Order:

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

 

Approval of Agenda:

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

 

Excess Weight Permit:

                Bert moved and Mike seconded to approve the excess weight permits for Jeffrey Bridges Excavation LTD.  All documentation and fees have been received.  Approved unanimously

 

Road Commissioner's Report

 

Mark Youngstrom of Otter Creek Engineering (Consulting Engineer for the Town of Shrewsbury) presented a summary of findings that OCE conducted in regard to the Upper Cold River Road (Approach Road) with a second Geotechnical consulting firm, Haley & Aldrich and additional field inspections conducted with Jaron Borg, a Vermont ANR Stream Engineer.

 

                The approach that is being recommended by OCE is for the stream to be redirected so that the bottom can be stabilized so as to rebuild the slope on a foundation with some soil structural integrity.  Apparently this is also the solution that would be considered permitted by ANR with the "Individual Permit" stipulation rather than the "General Permit" conditions that had been applied to previous TSI stream work within the Town.  Individual Permits require specific detailed requirements for individual engineered phases of the project.  Similar permitting stipulations would also be required by the Army Corp of Engineers for this type of project.

 

                The proposal from Haley & Aldrich is similar to that of GZA Engineering in the scope of work offered.  That is to do a sub-surface analysis in order to determine and evaluate the slope's soil stability.

 

                Mark Youngstrom indicated that in verbal discussions with FEMA, there is no longer a contention on FEMA's part that the landslide was caused by factors other than TSI.  However, the Town has yet to receive a finding or resolution from FEMA in respect to the formal appeal the Town made in respect to the eligibility of the damage and subsequent FEMA repair reimbursements.  Mark Youngstrom indicated that he will follow up with FEMA in order to be assured of verification of eligibility so that the Selectboard can decide to enter into a contract for the initial geo-technical analysis in order to get reasonable estimates for the overall task of rebuilding the road.  He, Mark Youngstrom, is recommending Haley & Aldrich for the geo-technical effort.  Currently, preliminary field estimates are ranging from $1,000,000 to $2,000,000.

 

                Mark Youngstrom reiterated that once the project is approved, reimbursements from FEMA could be made incrementally, VTrans does not reimburse until project is complete. 

 

                OCE is proceeding with design plans for prefabricated bridges for the replacements at Frank Lord Road and Freeman Brook Road bridges.  Lower on the priority list were the Plymouth Rd and other culverts, then the Governor Clement Shelter Road bridges.  Mark Youngstrom reported that no specific determination has been made by FEMA and ANR as to differences in design specifications and the methods by which reimbursements are calculated.

 

                Obtaining the necessary permits for re-directing the Cold River at the Brown Bridge approach road will be critical, with work being done prior to the winter and seasonable high water.  It is OCE opinion that this is a "doable" project for this year.

 

                Mark Youngstrom will draft a summary for the Times of Shrewsbury to give updated information to the residents as to the status of projects throughout Town.  The Timeline for the Brown Bridge approach road is estimated that it will be probably next year for the road to get fixed.  Requests for extensions have been filled with FEMA, however no determination has yet to be received.

 

FEMA WPS Update

                Irene Gordon reported that she has signed off on 13 Project Worksheets this past week for a total of $132,710.  There are presently 30 WPs still outstanding, not including the bridge and culvert items that are processed through OCE.  Irene did not have an estimated time for receipt of reimbursements.

 

                Irene made a formal verbal request that the Town "sponsor" a request to FEMA for the dredging of Gordon's Pond.  Irene indicated a cost share of the non-FEMA reimbursable portion between the Town, SVFD and the Gordon's.  Bert indicated that the Selectboard will take her request under advisement.  He indicated that the Selectboard will need to make further investigations as to how the Gordon's pond affects the Town's critical infrastructure and will speak with SVFD in regard to their willingness to be a partner in a cost share arrangement.

 

                Irene reported that there is a new round of grants for narrow band radios and associated enhancement equipment (repeaters).  She indicated that the grant did have a fairly extensive environmental component that would require a concerted effort to complete.  Because of the looming due date (Friday 5/18) the consensus of the Selectboard was to pass on the new grant.

 

Financial Audit RFP

                Linda worked with the Selectboard in working over the draft RFP making specific modification that were relevant for the Town's needs and in assembling a list of Auditing firms to solicit with the document one it is finalized.  It is expected that the RFP will be mailed out sometime within the next week or so.

 

 

 

 

Green Up Day:

                Unfortunately the scales were not operating as expected so that a specific tonnage could not be determined for trash collected on Green Up Day.  Anecdotal reports indicate less participation primarily due to the weather.

 

Minutes:

                Mike moved and Woody seconded to approve the minutes of May 2, 2012.  No discussion  Approved unanimously

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #5A of May 16th, 2012 for $306.85 and Road Commissioner's Orders #5A of May 16th, 2012 for $24,250.86, be approved.  Discussion:  Correction to Road Commissioner's Orders of May 2, 2012, be made in respect to the Mabey Bridge Rental, for a total of $11,884.63.  With correction, approved unanimously.

 

 

Meeting was duly adjourned at 8:40 PM

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



Minutes of Selectboard Meeting

May 2nd , 2012

 

Present at Meeting:

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

 

Members of the Public: David Fretz, Lisa Steckler, Doris Hall, Christine Keklack

 

Call to Order:

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

 

Approval of Agenda:

Mike moved to approve the agenda with the following adjustment: The approval of minutes be brought forward so that they could be reviewed prior to his early departure at 8:00 PM, Woody secondedApproved unanimously.

 

Minutes:

                Woody moved and Bert seconded to approve the minutes of April 18, 2012.  Woody pointed out that the abbreviation for Health Savings Account is HSA not HAS  Approved unanimously

 

Proof of Loss Claim for VLCT Insurance Claim:

                The Town is in receipt of a "Sworn Statement Regarding Proof of Loss" for the Brown Bridge structural repairs.  VLCT utilized the highest quote received in determining the expected reimbursement of the loss to the Town after deductible.  The information is apparently required by FEMA in order to process the Project Worksheets' outlined estimated costs, associated with the Brown Bridge emergency stabilization effort performed by Casella in late 2011.

 

                Mike moved and Woody seconded to approve the Proof of Loss Claim for VLCT.  Discussion: A specific contractor was not selected from the two quotes received.  One of the quotes was lacking in specifics that the Road Commissioner will attempt to substantiate now that access to the Bridge is not impeded either by TSI damage or winter weather.  Approved unanimously.

               

Road Commissioner's Report:

                Jamie reported that he has negotiated the sale of the 1996 Ford for $6,000.  He indicated that it was his plan for the proceeds to be credited to the Town Road Equipment Fund for future planned expenditures.  Mike indicated that it is the consensus and practice of the Selectboard to replenish the Town Road Equipment Reserve Fund with proceeds from the sale of surplus equipment.

 

                Jamie sought clarification in regard to the disposition of $160k of the Paving Grant monies that were awarded but put on hold in 2011 as a result of TSI.  Of particular concern are the following projects:

                Town Hill Road along with Eastham and Mt. Holly Rd which was awarded to Fuller Sand & Gravel in June 2011.  Currently the project is scaled back to just Town Hill Rd component.  Expected cost to be $104,00 with the Town's share of the Grant to be about $25,000.  It is the expectation of the Road Commissioner to rebid the other components along with FEMA replacement / recovery paving (Cold River Rd and other smaller areas impacted by TSI) later in the year as the Town has a more assured time frame for FEMA reimbursements.  The Selectboard shares the Road Commissioner's concern of staying on top of the paving schedule, but the expenses and cash outlays as a result of TSI have impacted cash flow and that it may take up to two years to get back onto a predictable paving rotation schedule.  The Road Commissioner will attempt to target specific paving schedules around known FEMA reimbursement activity so that cash flow and barrowing are not overly impacted.

 

            Lincoln Hill Culvert Reconstruction Project -  Bert reported that the project is still moving forward with an anticipated start date of 2013 so as not to forfeit the Federal Funds obtained by Jim Jeffords.  The Town share is still approximately $90k. 

 

                Transfer Station:  Jamie will explore adding the repaving task onto the paving project scheduled for later this summer.  Jamie indicated that there is already a "kill switch" for the compactor in close proximity for someone other than the operator.

 

            FEMA - Reimbursement:  Linda indicated that she has not received any new reimbursements over the last two weeks.  It is not clear exactly what the status is on submission of data and/or material to finalize the Project Worksheets.  Mike and Jamie will inquire with Irene based on the fact that Rich Biziak is no longer available to coordinate paperwork.  Mike requested that he be kept informed as to the status so that if intervention is required he might be able to assist.

 

              Guardrails:  Jamie reported that the total cost escalation appears to be $388.  He has approved the vendor Lafayette to continue with scheduling.  Used railing will be used for the Wilmouth Hill Bridge so as to better blend in with existing railing.  Ends will be new.  Jamie is attempting to establish a schedule with Lafayette for the work to be done ASAP.

 

              Woody reported that he has been made aware of a ANR Grant (Water Quality Division) for the removal of debris from stream beds that may contribute to hazards.  Woody thought if it qualifies that this is what would be appropriate for the debris / log jam behind the Coccia property on Cold River Rd that may impact downstream property owners.  Woody subsequently indicated that he will attempt to contact a representative from the Water Quality Division (Ethan Swift) to get a better understanding of the grant requirements and parameters.

 

              Jamie inquired about Ralph Crippen doing any work on the cement abutment near his curb cut on Town Hill Road.  None of the Selectmen were aware of any plans, only that he may be moving to an assisted living situation in Rutland.  Jamie was concerned that an excavator didn't arrive soon after Town Hill Road was resurfaced to impact the new pavement.

 

              A question to the Road Commissioner from David Fretz regarding future on-site meetings between FEMA and the Town at the Brown Bridge.  David asked if the neighbors could be notified in advance so that they might participate.  The Selectboard indicated that they would prefer that one representative take part.  Jamie indicated that often times there is no notice, but would attempt to contact a Selectboard member who could make contact with the representative of the neighbors group.

 

 

Financial Audit:

                Mike had not made contact with VLCT regarding the Financial Audit RFP specs.

 

Doris Hall & Christine Keklack - Cold River Rd:

                These two residents along the Cold River inquired as to the status of the up-stream debris pile and the adverse impact it has on the ability of the Cold River to access the flood plain area.  The residents were under the impression that ANR or authorized entities would be assessing the situation in the Spring.  Woody indicated that he had just received information from ANR / Water Quality regarding grants available for the removal of debris.  He indicated that he would be contacting ANR to see if this particular situation qualifies.

 

                The residents inquired about the status of the Coccia property, and if anything was being done to address the garage and other issues as a result of neglect by the property owner.  Woody indicated that he would be following up with the Zoning Administrator to ascertain the status of her recent contact with Mr. Coccia.  The Clerk informed them of a letter sent by the Health Officer in regarding inspection of the property prior to any possible resumption of rental activity.

 

                Doris and Christine wanted to inform the Selectboard that they have a contractor ready to begin work on the removal of debris including dangerous objects from along the bank that had washed up.  Woody indicated that he was under the impression that Louise Duda was organizing volunteers to assist in that effort, but did not know the details.

 

Fox Lots and Finalization of the 2010 Tax Appeal:

                Bert moved and Woody seconded to apply the refund from the difference of the 2011 Tax Bill from the 2010 Appeal and Judgment Order be processed as a tax credit to the 2012 Tax Bill for Fox Lots.  Discussion: Linda indicated that the Judgment Order from Rutland Superior Court has been received in regard to the referenced matter.  Linda recommended that the refund of the difference in the amount owed from the 2011 Tax Bill be applied as a credit in 2012.  Approved unanimously.

 

Transfer Station:

                Complaints and concerns regarding the Reading Room and its' management by the Transfer Station Attendant have continued to be received by members of the Selectboard.  Linda offered suggestions in regard to the way in which performance issues are treated by the Selectboard and Town Employees.  She suggested that counseling sessions not be held at public meetings. Bert indicated that it was not his intention to have a performance discussion, but rather to publically collect information from the residents who have made complaints so that their concerns are enumerated and appropriately addressed. Bert and Woody will speak with Bob either Saturday (Green Up Day or Sunday during regular hours) regarding his public interaction techniques.

 

                Bert indicated that there was no specific policy by the Town in regard to the Reading Room and how it is utilized.  Consequently there is differences of opinion as to the practices and procedures for how items are distributed by individual users of the facility.  It is acknowledged that there has been uncivil behavior on the part of some residents in regard to methods by which material is being handled as it passes through the Reading Room. 

 

                Bert acknowledged receipt of a letter from Lars Lundeen referencing three specific issues at the Transfer Station: 1) Cut Off switch for the compactor.  Woody and Bert indicated that there is one, but conceded that it probably is not well marked.  2) Smoking by the Transfer Station Attendant in the recycling and disposal areas.  Bert and Woody will be speaking with Bob about this issue and make a suggestion about designated areas for smoking in order to accommodate the No Smoking stipulation of the Shrewsbury Personnel Policy.  3)Paving:  The Road Commissioner indicated that it was his intention to work with Fuller to add on the task of resurfacing the Transfer Station area which he was aware of previously.

 

Orders:

                Woody moved and Bert seconded that the Selectboard Orders #5 of May 2nd, 2012 for $9,087.93 and Road Commissioner's Orders #5 of May 2nd, 2012 for $13,284.63, be approved.  No Discussion.  Approved unanimously.

 

 

Meeting was duly adjourned at 8:40 PM

 

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



Minutes of Selectboard Meeting

April 18th , 2012

 

Present at Meeting:

John Wood, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman; Jamie Carrara, Road Commissioner; Linda McGuire, Treasurer; Barry Griffith, SVFD; Louise Duda, EM Grantor; Mark Goodwin, Clerk

 

Members of the Public: Steven Lawrence, Sum Lim, David & Laurel Fretz, Lisa Steckler, Sharon Perry, Wendy & Ross Loomis, John Perry, Steve & Michelle Suker, Marilyn Dalick

 

Call to Order:

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

 

Approval of Agenda:

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

               

 

VTrans Right-of-Way:

                The Town is in receipt of a letter of Agreement between The Town of Shrewsbury and the Vermont Agency of Transportation regarding the culvert on Lincoln Hill Road.  The agreement is to allow AOT to complete the ROW Plans appraisal and acquire the necessary rights for the project.  The letter was executed by the Selectboard and notarized by the Clerk.

 

Appointments:

                Bert moved and Woody seconded to appoint the following:

                George Richards - Weigher of Coal for the term of one year

                Matt Danaher - Animal Control Officer for the term of one year

                Bert Potter - SWAC Representative for the term of one year

                Hull Maynard - Regional Transportation Council Representative for the term of one year

Approved unanimously

 

Financial Audit:

                Linda presented an example of a published Financial Audit RFP for the Town of Morristown that is in the April 2012 edition of VLCT News that Linda deemed applicable to Shrewsbury's requirements.  Linda outlined the ability to specify the number of years to be audited and the time frame in which the effort should be completed.  Linda agreed with Selectman Stewart that once the audit is complete, that a "once every two year" audit would be adequate and should be able to be maintained at a relatively lower cost than what is currently anticipated because of the long interval since we last had an audit.   Mike indicated that he will contact VLCT to obtain advice of other examples for similar RFPs in order to move the process along and get an auditing firm committed to work with the Town.

 

Road Commissioner's Report

                Tropical Storm Irene Work Status:

                Jamie received that last proposal for debris removal from along the Cold River Rd.  The quotes are:

  • o $17,500 from Gary Martin
  • o $17,000 from Duane Carrara (withdrawn)
  • o $19,000 from Larry White
  • o $8,000 from Jeff Micka (no specifications included)

Bert moved and Mike seconded to accept the quotation from Gary MartinApproved unanimously

 

                Jamie indicated that Lafayette plans to start with Guard Rails on the Cold River Rd, Wilmouth Hill Bridge and Northam Rd / Cold River within the next two weeks.  He does not anticipate the cost to increase substantially from the quoted price of six month ago, but if there is Jamie will inform the Selectboard prior to work commencing.  Approval was given to repair / replace the entire guard rail on the east side of the Wilmouth Hill Bridge. 

 

Excess Weight Permits:

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

                John Perry Trucking and Manning Pulpwood.  Approved unanimously

 

Health Savings Accounts (HAS):

                Jamie indicated that he will meet independently with Linda to develop and understand the utilization of the Health Savings Accounts that still need to be established for the current Blue Cross Health Insurance program.

 

VT Community Foundation Grant:

                Louise Duda brought forth another opportunity for a grant to supplement the costs of the narrow-band first responder radio upgrade.  The VT Community Grant is for associated First Responder Radio upgrades that will help offset the repeater network build out.  Louise reported that the SVFD will be partnering with the Town to offset some of the anticipated costs in so far as the network will be utilized by both the Road Crew and SVFD.

 

                Bert moved and Mike seconded to form an ad hoc committee comprising of Selectboard, Road Crew and SVFD representation to oversee the specifics of the design and technical upgrade.  Preliminary members will be John Wood for the Selectboard, Jamie Carrara for the Road Crew and Barry Griffith for the SVFD.  They will report to the Selectboard once they have a feasible plan.  Steve Suker volunteered to be a technical consultant if needed.  Approved unanimously

 

Gordon's Pond:

                Barry Griffith presented findings by the SVFD concerning the current status of Gordon's Pond and its' usefulness as a necessary piece of fire prevention infrastructure.  Currently from a hydrant perspective there is no loss of usefulness.  The actual hydrant is functioning.  Jamie indicated that there is plenty of water in Northam available to fight fires.  No determination has been made in respect to the status of the insurance for the Town Garage or the Shrewsbury Mountain  School.

                The SVFD does not want to be the sponsor with FEMA on a dredging project, which will need to be repeated in the future because of the nature of the stream dynamics.  Jamie indicated that based on his research in past Town Reports, the dredging project and associated cost was voted on by the town as a whole as a separately funded taxpayer expense.  Woody questioned if ANR would even permit such a project.  Otter Creek Engineering is estimating the cost to be $75,000 to $100,000.

                There was some question as to what Federal Agency would actually take on such a project and what sponsorship was required, whether it would be FEMA or USDA/NRCS (Emergency Watershed Program).

                The issue will be deferred until May when possibly more information can be ascertained.

 

FEMA Update - Brown Bridge:

                A number of residents in the vicinity of the Brown Bridge attended the Selectboard Meeting in order to understand what the current status is on the plans to re-open the Upper Cold River Rd from the Brown Bridge to the Cold River Road (aka Approach Road).

 

                Chairman Bert Potter outlined the issues involved:

  • 1. The instability of the Approach Rd itself. During TSI, large fissures developed in the roadbed on the downhill side. Since the storm and consequent thaw the roadbed has not only dropped perceptually towards the river, but has developed additional fissures and previous ones have grown. Otter Creek Engineering has advised the Selectboard that the road bed is unsafe and that from an engineering determination there is a high probability for a catastrophic slide at any time.
  • 2. FEMA's initial determination of ineligibility which necessitated an appeal by the Town to FEMA for a geo-technical evaluation. The first phase or field observations of that evaluation process, is scheduled for Thursday April 19th, 2012.
  • 3. Because of the estimated cost involved with stabilizing the slide, it is prohibitive for the Town to undertake the project alone. Even VTrans Dist. 3 is not certain the emergency fund would be available for the scope of this project.
  • 4. Until the Town can ascertain to what extent that there will be shared expense, it cannot make any definitive plans for repair.

 

                Chairman Potter indicated this does not mean that the Town will not repair the Approach road, but it will be a matter of determining other priorities for TSI repairs as they take place.  For example the temporary Frank Lord Bridge which we are currently paying rent for, it is a reimbursable expense based on the FEMA formula, but it does impact the Town's cash flow and subsequent budget outlook.  In addition, because there have been procedural issues with releasing FEMA Project Work Sheets (PWs) and Federal vs. State specifications differences, it is causing additional delays.

 

                The citizens of the neighborhood indicated to the Selectboard that from their perspective there has been a notable degradation of the Brown Bridge itself since the road has been closed.  They indicate that because there isn't regular traffic through the bridge, that there appears to be more vandalism as well as strange or unfamiliar traffic.  They also indicated that emergency vehicles, particularly ambulances and first responder support personnel now have to take the long way around adding up to twenty minutes for response.

 

                There was some discussion of mitigation options such as increased patrols, cameras or similar responses or measures.  Mike indicated that he will be contacting Constable Matt Danaher requesting additional vigilance in the area.

 

                The question arose as to what the neighborhood citizen might do; such as writing letters to officials.  Mike indicated that it might be better to see what the determination is from tomorrow's meeting with FEMA is in regard to the slide.

 

                Upon instance, the group requested the best case and worst case scenarios for the re-opening of the approach road.  Bert indicated that he did not think it would be two years as some had indicated that it was rumored to be.  However, Bert indicated that until FEMA gives the Town a determination of eligibility, it is difficult to say precisely when the Approach road will reopen.

 

Minutes:

                Linda indicated that the Minutes did not reflect her request for a copy of all PWs from Emergency Management and would like to reiterate her request for copies of FEMA PWs in order to reconcile emergency work expenses and reimbursements.

 

                Mike moved and Woody seconded to approve the minutes of April 4, 2012, with the correction noted by the TreasurerApproved unanimously

 

Error and Omissions:

                Linda brought to the attention Selectboard 32 V.S.A. 4261. Correcting Omission From Grand List.  She reminded the Selectboard that the action taken on April 4, 2012 at the request of the Listers to correct an Error and Omissions, was not a valid action. 

 

                Mike moved and Bert seconded to rescind the approval of the Error and Omissions approved on April 4, 2012Approved unanimously

                                      

Orders:

                Mike moved and Woody seconded that the Selectboard Orders #4A of April 18th, 2012 for $1,607.37 and Road Commissioner's Orders #4A of April 18th, 2012 for $8,220.78, be approved.  No Discussion.  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

April 4th , 2012

 

Present at Meeting:

John Wood, Selectman; Bert Potter, Selectman; Michael Stewart, Selectman; Jamie Carrara, Road Commissioner; Irene Gordon and Louise Duda, Emergency Management; Doug Blodgett, VT Fish & Wildlife; Linda McGuire, 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 to approve the agenda, Woody seconded.  No discussion.  Approved unanimously.

               

 

Vermont Fish & Wildlife:

                Doug Blodgett was seeking approval from the Town for a State of Vermont proposal to purchase the Harry Butler property off the Old Plymouth Road (TH 20) Parcel ID# 020-0-0511 and annex it to the Plymsbury Wildlife Management Area.

 

                The background for the proposal is that Mr. Butler had a Right-Of-Way (ROW) to his property over Plymsbury WMA lands in order to conduct forest management of his property.  However, Mr. Butler built a seasonal camp on his property and subsequently abdicated the stipulations of the ROW granted by the State.  Doug Blodgett indicated that the acquired property would be added to the current PILOT program.

 

                The approval is requested to be in the form of a letter to the VT Department of Fish & Wildlife.

 

                Bert moved and Woody seconded to approve the proposal of the VT Dept of Fish Wildlife to acquire the Harry Butler property.  Discussion: Mike commented on the very good working relationship between the Town and F&W and that he would hope that the good relationship continues.  Approved unanimously

 

Organizational:

                Chairperson

Mike moved and Woody seconded to elect Bert Potter as Selectboard Chairman till March 5th, 2013.  Discussion:  Woody commented on the heck of job that Bert has done over the past year and his observation of Bert's personal growth in the role as Chairman. Bert acknowledged and appreciated the support of his member Selectmen.

 

Appointments:

                Bert moved and Woody seconded to approve the following appointments:

  • Bruce Bullock - DRB for three years
  • Randy Page - Fence Viewer for one year
  • Steven Spatz - Energy Coordinator for one year
  • John Berryhill - Trustee of the Community Meeting House for three years
  • Mark Goodwin - Rutland Regional Planning Commission for one year
  • Davis Rice - Rutland Regional Planning Commission Alternate for one year

Approved unanimously

Emergency Management Radio Grant:

                Irene Gordon and Louise Duda spoke to the VT Homeland Security Unit Grant application for Narrow Band Radio enhancements for the Town and Road Crew.  This grant was an outcome of lessons learned in the wake of the TSI response and need for communication between first responders and / or road crews in local towns.

 

                The Town had budgeted matching funds for this expense last year for this upgrade prior to TSI.  That particular line item can be used as the 50% matching portion of the grant that will now upgrade more of the Town's vehicles and equipment.

 

                Louse indicated that Steve Suker who is in the radio communication business, would be willing to help the Town in establishing specifications for other upgrades such as obtaining and sighting repeater antennas, coordinating frequencies, etc.  The Road Commissioner will bring to the SVFD the possibility of partnering with the Town in order to defray the cost of a repeater that would be of mutual benefit to both the Town and SVFD.

 

FEMA Update:

                Irene indicated that she is in receipt of and request for PWs posted by FEMA for the Sargent Brook Bridge, CCC Road, and Freeman Brook Road Bridge.  She indicated that she was unsure if Otter Creek Engineering had the opportunity prior to signing to review for specification and other engineering criteria that would impact the cost obligation of the town.  The Selectboard were emphatic that Irene forward the documentation to OCE for review prior to signing anymore PWs.  Irene indicated that it was her belief that these initial PWs are for the "commitment" of funds prior to a full review by the FEMA that will ultimately release funds to the State.

 

Road Commissioner's Report:

                The Road Commissioner reported that he had received a call from Mill River Union High School in regard to the school buses having difficulty seeing around the trees on the Gordon property at the corner of Northam Rd. and Mt. School Rd.  Jamie asked if the Road Crew might be able to trim them back some in order to open up a line of sight for ingress and egress at the intersection.  Irene indicated that if the Road Crew was going to do the trimming, than she didn't have a problem with them going ahead with it.

 

                Excavator:

Bert moved and Woody seconded to approve the Road Commissioner to utilize the Town Equipment Reserve Fund purchase the excavator for $50,000 (excavator, ditcher attachment, trailer) and $5,000 additional for an easy connect coupler for a total of $55,000 that was initially discussed at the March 21st Selectboard meeting.  Discussion:  Mike indicated that he had reviewed the specifications on the equipment and accessories and concluded that it was a very reasonable asking price.  Jamie reiterated his use expectations because Mike was not present at the last meeting were Jamie indicated that he thought that much of the anticipated use would be for work associated with TSI.  Approved unanimously

 

                Tropical Storm Irene Work Status:

                Jamie indicated that people are starting to use the debris pile on Cold River Rd as a dumping area.  He will be obtaining a couple more quotes prior to selecting a contractor to remove the debris.

 

                Jamie indicated that he plans to start with Guard Rails on the Cold River Rd and than put a section of rails up on the Northam Rd just south of Mt. School Rd were the Cold River flows underneath.

 

                Jamie has been unable to contact Tom Roberts yet regarding the ERFO program.

 

Excess Weight Permits:

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

                Richard McKirryher, Camp Precast Concrete Products, Barrett Trucking Co. Cardinal Logistics Management, Curtis Hollow, Quirk Bros. Approved unanimously

 

Generator Service:

                Bert moved and Woody seconded to approve a service contract with Brook Field Service for the Town Office generator.  Discussion: This is to replace the "on-call" service with Generator Maintenance Systems of Belmont who is no longer available.  Approved unanimously

 

SWAC:

                Bert reported that the DEC is requiring that the Quarterly Reports currently submitted in hard copy be submitted electronically preferably by the Transfer Station Attendant from the Transfer Station at the end of each collection.  Bert is in discussion with the SWAC coordinator Pam Clapp in order to better understand this requirement and see how best to modify the individual components so as to make it feasible for Shrewsbury's operation.

 

Treasurer Report:

                Linda indicated that the Town has not received any funds from FEMA recently and that we still have close to $300,000 in outstanding funding requests with FEMA.

 

Error and Omissions:

                Bert moved and Woody seconded to accept the Listers Error and Omissions Report in regards to the Allan Crossman property on Cold River Rd (001-0-3227), changing the assessed value from $152,200 to $149,700.  No discussion.  Approved unanimously

 

Orders:

                Bert moved and Woody seconded that the Selectboard Orders #4 of April 4, 2012 for $2,340.96 as well as a correction to Selectboard Orders # 3A of 3/21/2012 of minus $37.64 and Road Commissioner's Orders #4 of April 4, 2012 for $8,500.87, be approved.  No Discussion.  Approved unanimously.

 

FEMA Administrative:

Irene Gordon had indicated that Rich Biziak has graciously agreed to stay on a FEMA Financial Auditor & Project Bookkeeper Coordinator.

 

 

Meeting was duly adjourned at 8:40 PM

 

Respectfully submitted,

Mark Goodwin, Town Clerk

 

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



Minutes of Selectboard Meeting

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 Meeting Approved 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 Transportation Approved 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. 


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