Sep 042014

Brookfield is a town in Orange County, Vermont, United States. It was created by Vermont charter on August 5, 1781. Brookfield is best known for its floating bridge which spans Sunset Lake buoyed by pontoons. The bridge, which is the only floating bridge east of the Mississippi River, was originally built in 1820 by Luther Adams and his neighbors. Sunset Lake is also the site of an annual ice harvesting festival. Brookfield boasts that it has Vermont’s oldest continually operating library dating back to 1791.

Brookfield Town Offices

Brookfield Town Offices

Hours: Tuesday, Wednesday, Thursday
8:30 A.M. – 4:30 P.M.
Phone: 802-276-3352
Mailing address: P. O. Box 463, Brookfield, VT 05036

Sep 182019

DRAFT Brookfield Planning commission meeting minutes

September 10, 2019


Gwynn Zakov, Chair; William White; Martha Judy; Jon Jickling; Jeff Girard; Nancy Jacques

Public Present:

Tim Gershon

7:03- the meeting was called to order

Discussed the filling of open positions on the commission.  Nancy Jacques was recently appointed by the Selectboard.  Gwynn Zakov will follow up with the Selectboard regarding the appointing of Tim Gershon.

August meeting minutes were unanimously approved.

The Planning Commission continued with revisions to the Town Bylaws. 

White /Judy motioned to adjourn.  The meeting adjourned at 8:09.

Respectfully submitted,

Jeff Girard

Aug 272019

Town of Brookfield Selectboard Meeting August 12, 2019 at 6:30 P.M. Town Clerk’s Office Minutes Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Theresa Godfrey (Town Clerk/Treasurer), Ray Peck (Road Crew Foreman), Scott Wakefield

Call to Order – 6:30 p.m.Adjustments to Agenda – None.Public Comment  Mr. Wakefield inquired about a right-of-way issue that had arisen regarding paths for their farm equipment, along with a related question about excess weight vehicles on the Town roads.  Mr. Benson asked if there was damage: as of now only grass was trampled down.  Mr. Benson mentioned that if damage is done to the right-of-way by loggers, etc., they must pay for it to be fixed, hence the need for the weight certificate.  Mr. Peck will review whether the road has been posted and what weight restrictions apply.New Business: A. Highway

1. Certificate of highway
mileage: Mr. Kimmel reported that the documentation was submitted to AOT
several weeks ago; he will contact the agency to confirm the status.

2. Excess Weight Permits: the
Town has been issuing the permits once applications are submitted along with
the proper fee. Administrative Assistant Kasey Peterson provided of the written
description of the process along with permit samples from other towns. The Town
should check with VLCT to see what they recommend for permit protocol. Mr. Peck
can also check with Chris Bump (AOT) to verify the posted limit for Northfield Road.
There is also a question as to who would administer and enforce the weight
limit policy. The Board will review the material and continue discussion at a
subsequent meeting.

Other Highway

Mr. Peck received a call from a concerned citizen asking that the Road Crew
clear and open up a Class 4 road. The cost (preliminary estimate to make it up
to standards) could be upwards of $100,000. Mr. Peck will begin reviewing the
Town’s Class 4 roads and inventory which need to be cleared and possibly opened
and the potential costs for doing so.

The sand pile will be done before long. The Crew plans to tackle ditch work

 The Board would like to meet
with Mr. Grady on East Hill to review and discuss culverts and ditch lines at
the eastern end of Taylor Hill Road. Mr. Peck will contact

Town of Brookfield Selectboard
Meeting Minutes Page 2 of 2 August 12, 2019

Mr. Grady about arranging a meeting on August 26, prior to
the regular Board meeting.

 Mr. Benson and Mr. Peck will also meet regarding the Town
Office parking lot and potential improvements, which will also be discussed at
the next Selectboard meeting.

 Mr. Benson asked if the Town had advertised the 1-ton truck for sale yet. Mr. Peck will work with Ms. Peterson to get the process going. Mr. Benson mentioned that the Town needs to sell the old truck before we can purchase a “new/used” truck for the Town.

B. Records
Management and Retention Policy: Ms. Godfrey reported that the Town needs to
have a policy in place in order to shred/recycle paperwork. Ms. Godfrey
submitted copies of a potential records retention policy provided by the VT
Secretary of State’s office for the Board to review and discuss at the next

C. Set the Tax Rate: Ms. Godfrey Theresa presented a proposed listing and calculation of municipal and total rates for Fiscal Year 2019/2020. Mr. Kimmel made a motion to approve the tax rates for FY 2019-2020, Mr. Haggett second; Mr. Benson asked for discussion (none): 3-0-0. The Municipal rate is $0.5040. Education rates are: Homestead rate: $1.4649; Non-Homestead rate: $1.4862. D. Town Office Building Repair: the Town received an invoice for $2,250, which was approved in the warrants.

D. Town Office Building Repair: the Town received an invoice for $2,250, which was approved in the warrants.

5. Old Business:

A. Approve
Minutes of July 22, 2019 meeting: Mr. Haggett made a motion to approve the
Meeting Minutes of July 22, 2019 as amended, Mr. Kimmel second; Mr. Benson
asked for discussion (none): 3-0-0.

B. Personnel Policy Changes: Mr. Kimmel will review with Ms. Peterson.

6. Payroll/AP Warrants: Mr. Kimmel made a motion to pay the warrants totaling $20,030.21, with large bills that include R E Tucker (road reconstruction): $9251.20; Pike Industries Inc. (paving): $2,264.27; Arcadia Restoration LLC, (building maintenance): $2,250.00; Mr. Haggett second; Mr. Benson asked for discussion (none): 3-0-0.

7. Other Proper Business:

 Trash issue at Ridge Road property: trash is now filling
the shed and dumpster. Letter from the Town attorney was sent.

 Mr. Benson
requested comments from Mr. Kimmel and Mr. Haggett regarding the RFP for the
Town Garage project. Would like to get it posted by this Friday or the timing
will get pushed back and not allow enough time for the Selectboard to warn the
project for Town Meeting 2020. The Board decided to allocate up to $15,000 for
this RFP Design/Build Phase.

8. Mr. Kimmel made a motion to adjourn at 7:54 p.m., Mr. Haggett second: 3-0-0

Aug 262019


Draft Minutes

WEDNESDAY AUGUST 21, 2019, 5:30 PM



Stoddard, Stuart Edson, Michael Rutkovsky and Lew Stowell and LT Barbara
Kessler, VSP, Guest. Teresa Godfrey, James Godfrey, Robert Godfrey, Richard
Pecor JR, Ron Lovejoy, Erik Nielsen, Lynn Lampson, Carl Bushey, Gene Parent,
Evangeline Parent and Mike Lefebvre, Members of the Public.

Review and Approve Minutes of July 24, 2019. Approved unanimously.Questions or Issues Brought by Members of the Public. Eleven residents of the Northfield Roadpresented safety concerns about truck and large agricultural vehicle traffic on Northfield Road.  They stated that there was a high volume of vehicles exceeding the 24,000 pound weight limit, traveling very fast, making considerable noise, often so wide it was unsafe to meet them and causing a great deal of dust.  There was also concern expressed about the odor of the liquid manure being spread and the lack of covers on trucks carrying harvested forage and crushed stone.  James Godfrey provided photos of vehicles causing them distress and of repairs that needed to be made on the Northfield Road.  A State Trooper had told James Godfrey that the Brookfield weight limits were not posted on the VTrans website and were therefore unenforceable.  LT Kessler recommended that the committee contact the DMV truck unit (LT Giolito) for enforcement of truck weight issues and clarification of laws.  L Stowell will contact DMV.  Efforts by residents to request safer and better behavior of the equipment operators and owners have been so far unsuccessful.  L Stowell stated that the town ordinance specifies 35 MPH but that there were no signs currently posted.  He promised to contact R Peck to see the status of speed sign replacement.  Committee members encouraged the residents to attend a future Select Board Meeting and promised to send recommendations to the Select Board.Review of Radar Speed Cart Deployments.  Three deployments, Route 65 near the Post Office, Route 14 in East Brookfield and Stone Road at the I-89 emergency entrance were discussed.  Drive times had a significant number of speeders and were more likely for enforcement efforts.  GUEST: VSP LT Barbara Kessler, Station Commander, Royalton Barracks.  Lt Kessler explained the VSP statewide and at her barracks was experiencing a shortage of personnel.  At this time accidents and other emergencies often meant that there were not many troopers to patrol rural towns.  However, the Speed Cart data was helpful and She would urge patrols on roads where Speed Cart data suggested excessive speed.  She also promised to send information on legal requirements for pedestrians for the safety message.  She suggested that the committee look into walking paths. Continuing Review of OCSD Activities, Reports and Bills.  OCSD has increased the patrol hour rate from $46 to $47.  This Summer patrol hours have increased as requested.  June had 37 hours and July had 31.5.Continuing Review of Parking & Law Enforcement on Brookfield Roads.  The survey of the Stone Road Town ROW is proceeding.  The parking sign at the East end of the Floating Bridge has disappeared.  Cars are parking illegally.  Some thought will be given to a noise ordinance.E-911 Sign and Traffic Sign Status.  The new price for E-911 signs from Vermont Correctional Industries is $5.25 which includes shipping to the town office.  The order form for Brookfield property owners to buy signs will go out with the tax bills soon.  Persons wanting to have their signs shipped instead of picking them up at the Town Office will incur an additional shipping chargeEmerald Ash Borer Progress.  Inquiries to GMP and WEC for joint efforts are being made.Public Safety Advisory Committee Website Use. Efforts are continuing.September Public Safety Message. There was discussion of the draft and S Edson will review the draft and make suggestions.Setting the Next Meeting:  September 25, 2019Inviting Guests to the Next Meeting.  L Stowell will see if LT Giolito, DMV Truck Team, or one of his officers is available to attend as a guest.Adjournment. Was at 7:10 PM.

Aug 202019

DRAFT Meeting Minutes of the Brookfield
Conservation Commission             August 19, 2019

Present: Jon Binhammer, Jon Jickling, Susan Shea, Kathy Kinter      Absent: Starr Strong

Jon B reviewed minutes from the June meeting for approval. 

They were unanimously approved after discussion about our commission’s role regarding EAB.

Sue will read Safety Committee’s minutes
to keep abreast of their plans.

There was no meeting in July.

Bylaws: Jon B. will email out a draft to members, highlighting areas of import, to be discussed at the September meeting.  At that time we will vote to adopt the bylaws.


The Rood Pond Paddle was rescheduled and revamped due to scheduling conflicts. We will do a natural history interp  paddle on Bakers Pond Sept. 22 from 3-5. Sue will be away. Kathy will do publicity. Jon B will announce at OTH program on the 19th.

OTH  9/19 Jon B will do a slide show of Brookfield’s Hidden Gems, discuss the commission and ask for input for program ideas. Jon will contact Ted to let him know this.

Brookfield Town Forest Hike  Oct 6 
3-5    Remind folks to wear bright

Open meeting law: At next meeting Kathy
will a present brief outline.

discussed our role regarding Hippo Park.
Will revisit at next meeting.

Meetings:  Will be held when possible the 3rd
Monday of each month in the library from 7-8:30 PM.  Next meeting is September 16.  Sue will be away.

Respectfully submitted,

Kathy Kinter

Aug 182019


AUGUST 21, 2019, 5:30 PM




Review and Approve Minutes of July 24,
2019. [07/24/19 Minutes]Questions or Issues Brought by Members of
the Public. GUEST: VSP LT Barbara Kessler, Station
Commander, Royalton Barracks.Review of Radar Speed Cart Deployments.Continuing Review of OCSD Activities,
Reports and Bills. [OCSD Patrol Hours]Continuing Review of Parking & Law Enforcement
on Brookfield Roads.E-911 Sign and Traffic Sign Status.Emerald Ash Borer Progress.Public Safety Advisory Committee Website
Use.September Public Safety Message. [Draft
Message]Setting the Next Meeting.Inviting Guests to the Next Meeting.Adjournment.

Aug 152019


The Town of Brookfield is requesting proposals to prepare a Design/Build Request for Proposals package for an addition/renovation of the Brookfield Town Garage.

Background The Town conducts its Road Maintenance operations out of a site at 866 VT Route 65 in Brookfield. The site contains a 2 bay wood framed Garage, a storage shed, salt shed, sand pile, and yard storage. The Garage was built to house 2 full-size dump trucks and currently houses 3 trucks. In addition to the 3 dump trucks, the Town also has a Loader, Backhoe, Grader, a one-ton dump truck plus other miscellaneous trailered equipment. Several pieces of equipment are stored in the 3 sided shed.

The objective is: to construct an addition to the existing Garage such that the majority of the equipment can be housed in a heated space with sufficient space to maintain the equipment as well as keep it under cover. The existing garage was built in the 1970s. A small office was added to the front in 2017. The intent would be to bring this space into compliance with current codes.

A sketch of the proposed expansion is attached for information only. The Town is open to other approaches to achieve the objective.

At this time, the Town is looking to retain the services of a person or firm that can assist the Town in the preparation of a Design/Build Request for Proposals to solicit Bids. The Selected Bidder would be responsible for advancing the Design, obtaining necessary Permits/Approvals, and constructing the improvements.

The Town has allocated up to $15,000 to complete this task. The intent is to develop a Bid package to sufficiently define the project requirements, standards, deliverables, final product, and options, such that the Town receives a quality product and is not faced with extra costs during the Design/Build process.

Proposal Requirements

Work must be performed by a person or firm with experience in the preparation of Design/Build Bid documents within the State of Vermont.Work must be completed no later than December 5, 2019 unless otherwise approved in advance in writing by the Selectboard. The intent would be to request responses by early January 2020 so that the costs to advance the project could be included for the March 2020 Town Meeting Warning.Vendor must work closely with the Selectboard and the Road Foreman in the preparation of the Bid documents to ensure the documents correctly reflect the desires of the Town.Cost proposal to perform the services requested shall include all labor, materials, and expenses to complete the work.The Final product shall include a complete package suitable for Bidding.The Vendor will assist the Town in the Bid process, by addressing questions from perspective Bidders, reviewing the Bids, and providing a recommendation for award. (Note: no award will be made until after Town Meeting, assuming the Town votes in favor of the motion and the Town secures the necessary funding. This must be made clear in the Bid documents.)Three references of similar work shall be provided.A timeline for completing the work shall be provided.Insurance Requirements: prior to the start of work, a certificate of insurance shall be provided to the Town. Since the Town will be relying upon the documents prepared by the Vendor, the Vendor must have as a minimum:  Work’s Compensation $500,000  Commercial General Liability $1,000,000  Business Auto $1,000,000  Professional Liability $1,000,000There are no known plans of the existing building or grounds other than the attached sketch.The Design/Build RFP package prepared by the Vendor shall contain at a minimum:  The Bid Form  Insurance Requirements  Performance Bond requirements  Base Bid performance specification outlining the requirements, performance, codes/standards, deliverables, quality/items contained in the base bid, workmanship, etc. for the complete performance of the work.  The requirement for the selected Design/Build Vendor to work closely with the Town in the final planning, design, and construction of the improvements.  The need to keep the existing facility in operation during the performance of the work.  Specification for and costs for alternates as defined in consultation with the Selectboard/Road Foreman.  That the Design/Build Firm is responsible for obtaining all necessary Permits/Approvals for the project including all associated Permit fees/costs.  Payment process/requirements.  Performance requirements/timeline/bond.The Town expects the Design/Build proposal to request a number of cost comparison alternates such as:  Creation of an isolated room within the building to house combustible products.  Replacement of the existing windows with more energy efficient units.  Replacement of the existing lighting with more energy efficient lighting.  Addition of a lunch/meeting room.  Addition of an isolated room for painting, welding, etc. with an isolated ventilation system to the exterior.  Radiant floor heating within the new addition.  Other potential design scenarios that may be suggested during the proposal process.

Legal Action

The Vendor shall be responsible for any and all legal actions/costs, if any, taken against the Town in the use of the materials prepared by the Vendor.

Submission of Proposals

Proposals shall be submitted in a sealed envelope clearly marked “Design/Build Proposal” on the outside of the envelope. To be considered, proposals must be received by noon on September 5, 2019 at the Brookfield Town Office, 40 Ralph Road, P.O. Box 463, Brookfield, VT 05036. Proposals will be opened and reviewed at the next warned Selectboard meeting following. The Selectboard reserves the right to reject any and all proposals and/or to negotiate with any of the submitters if the Board believes it is in the best interest of the Town to do so.

Timeline  Submission of Bids ……………… 9/5/19  Selectboard Opens Bids ……… 9/9/19  Selectboard Interviews Firm or Firms …… week of 9/9/19 (dates/time as arranged with Firm[s] selected to interview)  Notice to selected Firm, Contract negotiation ……. week of 9/16/19  Contract signing/notice to proceed ……. 9/23/19  Completion of Work/Submission of Final Product ……. 12/5/19  Review of Package, set Advertise for Design/Build firm …… 12/9/19  Advertise period …………. 12/11/19 thru 1/15/20  Review of Bid/recommendation to Selectboard ….. 1/20/20

Questions shall be directed in writing to Kasey Peterson, Administrative Assistant, at the Town Office via e-mail at or P.O. Box 463, 40 Ralph Road, Brookfield, VT 05036. Questions must be received by noon, August 29, 2019.

Aug 132019

Town of Brookfield
Selectboard Meeting
July 22, 2019 at 6:30 P.M.
Town Clerk’s Office

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Mike Fiorillo

Call to Order – 6:31 p.m. Adjustments to Agenda: Move items 4(C) – Appointment of AO and 4(B) – Appointment of TRORC Representative, to initial items.Public Comment: None New Business: B. Appointment of Representative to the Regional Planning Commission (Two Rivers-Ottauquechee Regional Commission): Mr. Benson made a motion to appoint Gwynn Zakov as Brookfield’s representative to TRORC, Mr. Haggett second: 3-0-0. Mr. Benson made a motion to appoint Nancy Jacques to the Brookfield Planning Commission, Mr. Haggett second: 3-0-0. C. Appointment of Administrative Officer: Mr. Benson made a motion to appoint Mike Fiorillo to the AO (Zoning) position, Mr. Haggett second. Mr. Kimmel made a motion to amend the motion to include appointment of Mr. Kimmel as Assistant AO, Mr. Haggett second; 3-0-0 (amendment); 3-0-0 (amended motion). A. HighwayCertificate of Highway Mileage: Mr. Kimmel reported that he had sent the signed certificate and supporting material to the VT Agency of Transportation. He will follow up with AOT to see if there were any remaining questions.Twin Pond Road: deferred until next Board meeting. Road Crew Foreman Ray Peck will be able to provide a description of activities.TRORC – 2019 Better Roads Planning: Mr. Benson (Selectboard Chair) signed off on an agreement between TRORC and Brookfield for “2019 Better Roads Planning Services” and an application for a road erosion inventory through the Better Roads Grant Program.Amendment to Rte 65 Contract: Mr. Benson made a motion to approve an amendment to the Town’s contract with VT AOT for maintenance of VT Route 65, Mr. Haggett second: 3-0-0. The contract addresses Town and State responsibilities for Route 65 maintenance, along with establishing labor and equipment rates.Road and Bridge Standards: at the recommendation of TRORC, Mr. Kimmel made a motion to adopt Town Road and Bridge Standards in conformity with State and Federal requirements, Mr. Benson second: 3-0-0. Mr. Benson made a motion to approve an Operations and Maintenance Agreement – RPC/DEC Municipal Roads Grants-in-Aid Program – Equipment Purchase, Mr. Kimmel second: 3-0-0. The agreement addresses reimbursement amounts for various types of equipment, including a hay bale shredder. The signed agreement will be submitted to TRORC. D. Education Tax Rate: the State Department of Taxes has issued the Education Tax Rates for FY 2020. Brookfield’s rates are – Non-Homestead: $1.4862, Homestead: $1.4649. The Board, with the assistance of the Town Clerk/Treasurer, will be setting the Town Municipal rate at the next meeting.Old Business: A. Approve Minutes of June 24, 2019 Selectboard meeting: Mr. Haggett made a motion to approve the minutes of the meeting, Mr. Benson second: 3-0-0. B. Approve Minutes of July 8, 2019 Selectboard meeting: Mr. Haggett made a motion to approve the minutes of the meeting, Mr. Benson second: 3-0-0Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $40,372.51 with large bills that include Brandon Stevens Mowing (Roadside Mowing): $8,500.00; R.E. Tucker (Gravel) $6,671.30; S. Wheatley & Sons (East Hill Grant): $4,940.00; Mr. Kimmel second: 3-0-0. Other Proper Business: • Mr. Benson reported that he had attended a local meeting about the benefits of Pond Village receiving a “Village Designation.” • Mr. Kimmel reported that he would contact the Town Attorney regarding further steps in remedying a trash problem evolving on a Ridge Road property.Mr. Kimmel made a motion to adjourn at 7:39 p.m., Mr. Haggett second: 3-0-0.

Aug 072019

Brookfield Planning Commission
Date: Tuesday August 6, 2019
Present: Jickling, Zakov, Judy, White
Absent: Girard
White called the meeting to order at 7:01PM.
Judy moved, Jickling seconded to approve minutes. Approved on unanimous vote.
Discussed the Brookfield RPC appointment process. Zakov will look to see if she was officially appointed to as the RPC representative at the last Selectboard meeting.
Discussed the open seats on the Planning Commission. The board has two open seats. Tim Gershon expressed interest to join. White moved, Zakov seconding appointing Tim Gershon to the PC and letting the Selectboard know so they can make the appointment. Approved by unanimous vote. White will post about the second opening on the board to Front Porch Forum.
White moved, Jickling seconding appointing Zakov as Planning Commission Chair. Approved by unanimous vote.
General discussion moved to general Zoning Bylaws. Discussed flood, shoreland and telecom regulations. Board thinks moving back to the current Zoning Bylaws and editing them directly in the current regulations would be appropriate.
White moved to adjourn, Jickling seconded to adjourn. Approved unanimously.
Adjourned at 8:03PM.

Jul 282019


(unapproved minutes)

24, 2019, 5:30 PM



Mike Stoddard, Stuart Edson, Michael Rutkovsky and Lew
Stowell and William Bohnyak, Orange County Sheriff, Guest.

Review and Approve Minutes of June 19, 2019.  Approved unanimously.GUEST: Orange County Sheriff William Bohnyak outlined his plans to more fully provide patrol and response coverage according to the Brookfield contract in FY 2020.  He pointed out that they provided 37 hours of patrols in June, have a good start already in July and will continue to provide more hours during the Summer months and use the resources provided in FY 2020.Questions or Issues Brought by Members of the Public.The email from Gene & Evangeline Parent about speeding was read and discussed along with the fact that Lt Clouatre, OCSD has contacted the Parents and efforts to reduce speeding on Northfield Road are underway.Continuing Review of OCSD Activities, Reports and Bills. The OCSD completed 64.78% of the $12,000 FY 2019 contract.Review of Radar Speed Cart Deployments in 2019. LT Clouatre is following the 2019 Speed Cart Plan and has had three deployments already: Brookfield Elementary School, Pond Village and Route 65 near the Post Office.  A common thread among all three is excessive speed.  Patrols are alert to this trend.  L Stowell to send speeding locations to The VSP in Royalton. Continuing Review of Parking & Law Enforcement on Brookfield Roads. It was noted that The Select Board has selected a surveyor to determine the town ROW on Stone Road.Public Safety Developments: There is a new alerting platform being rolled out in Orange County in the Fall.  L. Stowell will obtain more information.Emerald Ash Borer (EAB)Progress.  It was voted to designate an EAB Subcommittee consisting of both Public Safety Committee Members and non-members to plan and implement strategies to mitigate the effects of  the spread of the EAB in conjunction with town officials such as the Town Forester and Road Foreman/Tree Warden.  The Sub Committee will keep the Public Safety Committee informed of progress.E-911 Sign and Traffic Sign Status. There are 7 individuals wishing to order signs now.  Order forms will be sent out in the tax bills to encourage further orders.  Brookfield property owners wishing to order for non-Brookfield property owners will be provided another choice.  L Stowell will send the E911 Sign Order Form to T Godfrey and W Bohnyak. L Stowell to contact Vermont Correctional Industries (VCI) about the shipping costs bill.Public Safety Advisory Committee Website Use.  Interest in Statistics was continued.August Public Safety Message. L Stowell to submit to S Edson for the website and to Front Porch Forum for publication.  Committee group email to be displayed for comments.Setting the Next Meeting. August 21, 2019Inviting Guests to the Next Meeting. L Stowell to invite LT Barbara Kessler, VSPAdjournment.  7:02 PM

Jul 222019

Town of Brookfield
Selectboard Meeting
July 8, 2019 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Ray Peck (Road Crew Foreman), John Helfant, Robert Townsend

Call to Order – 6:33 p.m. Adjustments to Agenda – NonePublic Comment: John Helfant, a property owner on the West Brookfied/Roxbury Town line, inquired about arranging for his children to shift from the Roxbury/Montpelier school system to the Brookfield/Braintree/Randolph (OSSU) system. He believes, based on GIS mapping documents, that his residence would qualify for the OSSU system. Mr. Helfant’s property had been affected by the State legislature’s Roxbury/Brookfield Town line realignment several years ago, which led to a portion of his property being designated within Roxbury. The Board discussed the possibility of petitioning the legislature to designate the property and residence as within Brookfield, but the likelihood of success seemed small. Another avenue might be to arrange to tuition Mr. Helfant’s children into the OSSU system. There is also an option that an adult family member might lease a rental property in the OSSU area to access the schools.New Business:
A. Robert Townsend – Stone Road Survey: Mr. Benson offered a brief description of the survey area, along with the history regarding Town issues along that stretch of Stone Road. The Board reviewed the proposed Agreement for Services with Mr. Townsend’s firm (American Consulting Engineers & Surveyors), and discussed with him the various tasks involved, including: deed research, site review, identification of neighboring properties, and eventual Selectboard review of materials and site markings. The Board also asked that Mr. Townsend provide 1-week notice before work starts. Mr. Haggett made a motion to approve the contract, Mr. Benson second: 3-0-0.
B. HighwayVT ANR/AoT – Road and Bridge Standards: the Board reviewed the State letter introducing the revised road and bridge standards and the updated template that Towns are to fill out to indicate which portions are relevant. The information will be necessary for both State and FEMA emergency funding and reimbursement decisions. The existing template expires July 31, 2019, so the Town will need to complete the updated template fairly quickly.Vehicle Maintenance Report FY2019: Administrative Assistant Kasey Peterson created a report that helps track expenses allocated among the various Highway Department vehicles and equipment. Board members appreciated the document, and recognized that it would be helpful both in regular budget status review and planning equipment purchases for Town Meeting 2020.Pike Industries, Inc. Contract: Pike submitted a bid for $220,860 for paving, reclaiming, and grading on the Ridge Road. Mr. Benson made a motion to approve the contract, Mr. Kimmel second: 3-0-0.Other Highway:
• Mr. Peck and the Board discussed funding that would become available for the Town’s match for various grants. FEMA will be providing reimbursement for activities related to the April 15, 2019 storm event. Mr. Benson noted that the sooner the Road Crew completes emergency-related projects, the sooner the Town can get paid for the work.
• Mr. Peck reported that he had ordered a new pump for the chloride truck, but that it was the wrong one. He will negotiate with another Town to borrow a chloride trailer.
• The Highway Department is considering renting an excavator for ditch work. Mr. Peck will check with equipment rental suppliers for prices. Mr. Benson suggested that the Road Crew test the concept on a few roads and figure out whether the expense and efficiency pans out under the Town’s budget.
• The Board and Mr. Peck discussed starting work on clearing out and adding space to the Town Offices parking lot to open up the area.
• The Board also suggested that Mr. Peck consider whether it was time to sell off our 1-ton truck and find a replacement.

C. Conflict of Interest Policy: the Board approved a COI Policy on August 27, 2018.

Old Business:
A. Approve Minutes of June 10, 2019 Selectboard meeting: Mr. Haggett made a motion to approve the minutes of the meeting, Mr. Kmmel second: 3-0-0.
B. Approve Minutes of June 24, 2019 Selectboard meeting: deferred to the next meeting.
C. Changes in the Personnel Policy: the Board will continue review.Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $9,342.70 with large bills that include VLCT (VLCT dues): $2,570.00; TRORC (TRORC dues) $1,925.00; Orange County Sheriff’s Department (Fire Dispatch Service): $1,875.00; Mr. Benson second: 3-0-0. Other Proper Business:
• Mr. Kimmel drafted a letter to Sam Dilcer regarding the Board’s findings on an historic road that appeared in prior records for his property. The Board reviewed the draft; Mr. Kimmel will pass it along to Mr. Dilcer.
• A meeting about the benefits of Pond Village receiving a “Village Designation” will be held on July 15 at the Old Town Hall at 4:00 p.m.
• The Public Safety Advisory Committee (along with the Selecboard) are still awaiting word from OCSD about charges assessed for OCSD representative attendance at PSAC meetings.
• Mr. Benson reported that he attended a meeting involving representatives from Brookfield, Braintree, and Randolph (as part of the R3 project) discussing community benefit projects in the area.Mr. Kimmel made a motion to adjourn at 8:10 p.m., Mr. Haggett second: 3-0-0.