Kasey Peterson

Sep 242019
 

Town of Brookfield
Selectboard Meeting
September 9, 2019 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes

Present: Cory Haggett, Jeff Kimmel, Lew Stowell (Public Safety Advisory Committee), Robert Godfrey, Al Wilder, Carl Bushey, Richard Pecor, Ray Peck (Road Crew Foreman)

  1. Call to Order – 6:35 p.m.; Mr. Haggett agreed to act as Chair for the meeting, Mr. Kimmel agreed to take minutes.
  2. Adjustments to Agenda – None.
  3. Public Comment: incorporated in the general discussion regarding Highway – Excess Weight.
  4. New Business:
    A. Highway
    1. Excess Weight:
      Mr. Stowell made an initial presentation regarding the PSAC and his own review of the State and Town attempts to regulate excess weight vehicles and their travel on local roads. He commented that he doesn’t have all the answers, but he contacted the Department of Motor Vehicles to start understanding the system. Areas covered included:
      The current common vehicle weight limit identified in the Town Ordinance is 24,000 lbs. on Town roads. However, DMV and other authorities won’t enforce the limits unless/until the Town registers with the DMV system and lists weight limits for each affected road. Mr. Stowell commented that the Town will need further instruction on how to work with the system.
      The Town has issued excess weight permits for years and collects administrative fees, which appears to be adequate for insurance purposes.
      Mr. Stowell noted an issue with the Town attempting to actually catch vehicles (and drivers/owners) who have allegedly caused damage to the roads and right-of-ways, before any potential damages can be assessed and follow-up compensation is sought.
      Public comments included concerns that vehicles over 24,000 lbs. (and continuing up to 80,000+ lbs.) were currently transiting the Town. The combination of excess weight and sheer vehicle size is a bad combination. The Town would need to widen many of the Class 3 roads to accommodate such vehicles. In addition, if speed limits aren’t clearly posted, many drivers simply assume that they can drive at the base State speed limit of 50 mph. These issues have been ongoing for many years.
      Additional comments were made about the highway wear and tear created by large vehicles. This includes excess dust and damage caused by material leeching into local brooks and waterways. These problems are also affecting property values.
      Mr. Peck reported that more speed limit signs will be posted around Town in the next couple of weeks.
      Mr. Haggett confirmed that the signs are a priority. He also contacted the Department of Agriculture, which referred to and provided copies of several State statutes (23 VSA 1400, 23 VSA 1400a, 23 VSA 370), to indicate Town authority and limits regarding agricultural and excess weight vehicles. Mr. Haggett observed that the Town could also remove some trees in the ROW to help improve travel lanes and line-of-sight conditions.
      Other questions arose over whether limiting Town roads to 24,000 lbs. would pose interstate commerce issues; whether the Town could require lead vehicles for oversize vehicles; whether the Town could restrict larger vehicles on specific portions of dirt roads (such as Pond Village).
      Northfield Road will be the subject of a traffic study within a week or so.
    2. Other Highway Issues:
      • Mr. Wilder asked if the Town could replace the sign missing at the end of his drive. Mr. Peck said he would follow up.
      • Mr. Stowell inquired whether the survey of a portion of Stone Road had been finished. The Board hadn’t heard yet.
      • Mr. Peck reported on various Highway Department projects:
      • Taylor Hill repairs: it will take 4 days with Town trucks to get about 300 yards of material moved for the project. A local landowner at the west end is amenable to the Town also shifting some berm material for the work.
      • Mr. Peck is getting quotes for a new loader, including arranging for a “test run” of equipment.
      • The Department is stockpiling material for the upcoming Winter and mud season conditions. In addition, he is assessing the need for new tires and chains. The fuel supply is in good condition.
      • Pike Co. will be starting paving on Ridge Road in early October.

B. Errors and Omissions – Listers: on motion of Mr. Haggett, Mr. Kimmel second, the Board voted 2-0-0 to approve the request to correct errors in the 2019 Grand List (Tassie property).

5. Old Business:
A. Approve Minutes of August 26, 2019 meeting: deferred.
B. Personnel Policy Changes: deferred.

6. Payroll/AP Warrants: Mr. Kimmel made a motion to pay the warrants totaling $750.83, with large bills that include Freightliner of NH (Truck 4): $274.17; TENCO New England Inc. (Stock Parts): $114.73; Lowell McLeods Inc. (Truck 3): $102.04; Mr. Haggett second: 2-0-0.

7. Other Proper Business – None.

8. Mr. Kimmel made a motion to adjourn at 7:55 p.m., Mr. Haggett second: 2-0-0.

Sep 192019
 

Saturday, September 21, 2019
From 8:00 a.m. to 1:00 p.m.

At the Closed Landfill past the Randolph Transfer Station

This event is for the residents of:
Randolph, Braintree, Brookfield & Northfield ONLY!

Materials Accepted at the Event:
Acids, Adhesives, Aerosols, Antifreeze, Brake Fluid, Cements, Charcoal Lighters, Chlorine, Cleaning Fluid, Degreasers, Disinfectants, Drain Cleaners, Dry Gas, Epoxies, Dyes, Fiberglass Resins, Flea Powders, Furniture Strippers, Hair Removers, Herbicides, Insect Repellents, Lacquers, Lubricants, Mothballs or Flakes, Nail Polish Removers, Oven Cleaners,
Oil Based Paints, Paint Removers, Paint Thinners, Permanent Solutions, Pesticides, Photo chemicals, Rat Poisons, Rug & Upholstery Cleaners, Rust Solvents, Wood Preservatives, Spot Removers, Toilet Bowl Cleaners, Tub and Tile Cleaners, Turpentine, Varnish, Weed Killers, Wood Polishes, Wood Stains, Mercury containing products.

Materials NOT Accepted at the Event:

Asbestos, Automotive Paint, Automotive and Marine Batteries, Tires, Used Oil, Explosives or Shock-Sensitive Materials, Ammunition, Radio-Active Wastes, Pathological Wastes, Infectious Waste, Medicines, Dioxins, Compressed Gas Cylinders, Fluorescent Light tubes, Electronic
equipment, TV’s, Computers.

If you have any questions about the event or acceptable materials,
please call Denise King at Casella 802-356-9094 or 802-888-2797.

Also check out the Mountain Alliance website: www.mtalliance.org
If you want to register with CESQG, please
call Krista Gloden at Clean Harbors (860) 583-8917 Ext 351.

To recycle all other materials check out VTrecycles.org.

If you qualify as a small quantity (CESQG) business, and wish to dispose of your hazardous waste, arrangements for disposal and payment must be made with Clean Harbors at least seven days in advance.

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

  1. Call to Order – 6:30 p.m.
  2. Adjustments to Agenda – None.
  3. 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.
  4. 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.

3. 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 next.

 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 meeting.

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 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.

Programs:

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 colors.

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

Briefly 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 152019
 

TOWN OF BROOKFIELD, VT
REQUEST FOR PROPOSALS
August 2019

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

  1. Work must be performed by a person or firm with experience in the preparation of Design/Build Bid documents within the State of Vermont.
  2. 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.
  3. 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.
  4. Cost proposal to perform the services requested shall include all labor, materials, and expenses to complete the work.
  5. The Final product shall include a complete package suitable for Bidding.
  6. 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.)
  7. Three references of similar work shall be provided.
  8. A timeline for completing the work shall be provided.
  9. 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 $1,000,000
  10. There are no known plans of the existing building or grounds other than the attached sketch.
  11. 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.
  12. 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 admin@brookfieldvt.org 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
Minutes

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

  1. Call to Order – 6:31 p.m.
  2. Adjustments to Agenda: Move items 4(C) – Appointment of AO and 4(B) – Appointment of TRORC Representative, to initial items.
  3. Public Comment: None
  4. 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. Highway
    1. Certificate 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.
    2. Twin Pond Road: deferred until next Board meeting. Road Crew Foreman Ray Peck will be able to provide a description of activities.
    3. 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.
    4. 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.
    5. 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.
  5. 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: 3-0-0
  6. Payroll/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.
  7. 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.
  8. Mr. Kimmel made a motion to adjourn at 7:39 p.m., Mr. Haggett second: 3-0-0.
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

  1. Call to Order – 6:33 p.m.
  2. Adjustments to Agenda – None
  3. Public 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.
  4. 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. Highway
  5. VT 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.
  6. 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.
  7. 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.
  8. 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.

  1. 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.
  2. 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.
  3. 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.
  4. Mr. Kimmel made a motion to adjourn at 8:10 p.m., Mr. Haggett second: 3-0-0.
Jul 222019
 

Town of Brookfield
Selectboard Meeting
June 24, 2019 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Theresa Godfrey (Town Clerk/Treasurer), Dawn Conant, Ray Peck (Road Crew Foreman), Ron Caron

  1. Call to Order – 6:33 p.m.
  2. Adjustments to Agenda – None
  3. Public Comment: Mr. Caron inquired about the permit status for a proposed garage on his Chelsea Road property. Mr. Kimmel (as Interim Administrative Officer) will do a site visit, and then follow up with the permit ruling.
  4. New Business:
    A. Ms. Godfrey – Property on Route 14: the owner of a property located towards the south end of the Williamstown Gulf reported that, since the parcel is entirely swamp/wetlands, he no longer wishes to retain it and incur property taxes. The owner would like to offer it to the Town or perhaps to the State for inclusion in Ainsworth State Park. The parcel is appraised by the Town Listers at $7,500. Ms. Godfrey will be meeting with the Town lawyer on Wednesday to review the situation. At this point, the State has indicated that it has no funds available for a potential purchase. Selectboard members noted that the Town has generally declined to acquire private party.

B. Highway

  1. Two Rivers – Ottauquechee Regional Commission – Grants in Aid FY20: Mr. Peck that the Highway Department would be interested in applying for the grant funding for additional equipment. Mr Haggett made a motion to the sign the TRORC Grant request for funding, Mr. Kimmel second; Mr. Benson asked for discussion (none): 3-0-0.
  2. Other Highway
    • Mr. Peck has been working with the state Better Back Roads program on culvert and road drainage improvements.
    • Anticipated FEMA project reimbursements will eventually be used to offset related highway expenses in the budget.
    • Roadside mowing to start any day now.
    • Once the revisions to the personnel policy are completed, Administrative Assistant Kasey Peterson will meet with the Road Crew to review the changes. The Road Crew should be provided annual reviews/updates on relevant Town policies.
    • The crew is progressing on various ditching projects, and plans to stockpile decent residual material to use for other projects.

C. Historic Preservation – Initial Grant: the Town is eligible for a $250 matching grant to have the Town Office building inspected and obtain an estimate for repair work. Mr. Kimmel made a motion to pay the $250 match for the Historic Preservation match, Mr. Haggett second; Mr. Benson asked for discussion (none): 3-0-0.

  1. Old Business:
    A. Approve Minutes of June 10, 2019 meeting: deferred to the next meeting.
    B. LEMP Adoption Form: the emergency planning data form has been completed and submitted.
    C. Changes in the Personnel Policy: the Board continued discussion, including covering mandatory terms that are dictated by State and Federal insurance requirements.
  2. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $70,308.07 with large bills that include Hebert Excavation (sand): $41,040.00; Kirk Yard Services (stone repairs): $9,786.00; BCBSVT, (health insurance): $3,394.30. Mr. Kimmel second; Mr. Benson asked for discussion (none): 3-0-0.
  3. Other Proper Business: the Board will send a copy of the proposed Stone Road survey RFP to the Town’s lawyer. The potential surveyor will be invited to the next Board meeting to complete the contract process.
  4. Mr. Kimmel made a motion to adjourn at 7:54 p.m., Mr. Haggett second: 3-0-0.
Jun 262019
 

Town of Brookfield
Selectboard Meeting
June 10, 2019 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes

Present: John Benson, Jeff Kimmel, Cory Haggett, Ray Peck (Road Crew Foreman), Dawn Conant, Lew Stowell (Public Safety Advisory Committee), and Sam Dilcer
1. Call to Order – 6:30 p.m.
2. Adjustments to Agenda – Mr. Dilcer will be first.
3. Public Comment: Mr. Dilcer inquired about the Board providing a letter regarding an old land records document that indicated there was an unclassified road/trail on his property. The road/trail does not show on the state’s Town Highway Map for Brookfield, and was not part of any activities in prior ancient roads reviews. Mr. Dilcer would like a formal acknowledgement from the Town that the road/trail does not exist. Mr. Kimmel will draft the letter and run it by the Town Attorney and get a copy out to the Board and Mr. Dilcer for review.
4. New Business:
A. Public Safety Advisory Committee: Mr. Stowell provided an update on what the Public Safety Advisory Committee has been up to (Status Report). He provided a brief discussion regarding items on a handout for the Board.
1. Orange County Sheriff’s Department: Contract
• OCSD may not provide full amount of patrol hours this fiscal year. We have not seen the bills for May or June yet. The PSAC would like any remaining amounts be used for signs or allocated to next year’s OCSD contract. Mr. Benson noted that due to the fiscal year ending soon, signs may not be ordered and get paid for in this fiscal year.
• The PSAC does not want to pay for having the OCSD attend Committee meetings. They recently billed the Town for 2 hours. This appears to be a change of policy; if so, then the PSAC wants to be able to choose when they would like OCSD representatives to attend meetings. PSAC would rather have the money spent on patrols than attending meetings. Mr. Benson suggested that Mr. Stowell contact the Department to verify plans for attending and billing time for meetings.
• PSAC is looking to have the Speed Cart placed at least 18 times during Spring, Summer, and Fall 2019. OCSD has been unable to provide data tallies in the last 2 years, as the resident flash drive was corrupted. PSAC suggests that they get the data from OCSD more frequently so this does not happen in the future. The Committee would like to get the information so they can focus where the cart is located and track patterns of activity.
• Mr. Stowell noted that the Town does not get charged for OCSD moving the cart.
2. Shortage of Parking in Pond Village: Mr. Stowell suggested that reconfiguring the Town Office parking lot might provide some relief; Mr. Haggett commented that the Board can look at the costs and feasibility of moving a utility pole located at the edge of the current lot. The Board can also consider the cost and feasibility of a change in the northern boundary to gain more area. Mr. Benson mentioned that we don’t want to have to do anything to trigger permitting, if at all possible. He will look at the configuration and a topo survey.
3. Emerald Ash Borer: the Committee is consulting with Kate Forrer (Town Forester) and continuing to gather information on what other Towns have done regarding this issue. The Committee will develop and recommend a plan to the Selectboard for using the $5,000 that was approved for initial EAB activities at Town Meeting 2019.
4. Stone Road Survey of Right-of-Way: the PSAC would ask the surveyor the Town picks to work with the Town Attorney to ensure the upcoming survey provides adequate support for any subsequent Town, OCSD, or State actions that might arise.
5. E-911 sign purchases: there have been 2 E-911 sign purchases so far. If we have to order more, they may cost a little more due to increased shipping fees.
6. Other PSAC Concerns: the Board does not have anything else at this time for the Committee. The Committee is working on key items now, and probably has enough issues to cover for the time being.

B. Highway
1. Training: the Town needs to arrange for training for any Road Crew employees who are hauling material, including from local sand and gravel pit sources. This would entail specifying job requirements along with associated training that’s triggered.
2. Ridge Road Paving Grant: the Town qualified for a $175,000 grant, with the Town incurring a 20% match requirement. Mr. Benson made a motion to accept the Ridge Road Paving Grant Award contingent upon Kasey Peterson (Administrative Assistant) verifying the Town’s match portion, Mr. Kimmel second; Mr. Benson asked if there was any discussion (none): 3-0-0.
3. VTrans Road Inventory Grant: the amount would be $7,120, with a Town match of $1,780. Mr. Benson made a motion that we accept the Grant amount contingent upon Mr. Peck investigating/confirming the desired amount, Mr. Kimmel second; Mr. Benson asked if there was any discussion (none): 3-0-0.
4. Two Rivers Grants in Aid FY2019/2020: it has been extended to June 30, 2020. Mr. Peck will review the Equipment Grant purchase portion and report back; the form needs to be returned in July. Mr. Benson made a motion to sign the Letter of Intent for planning purposes, Mr. Kimmel second; Mr. Benson asked if there was any discussion (none): 3-0-0.
5. Certificate of Highway Mileage: Mr. Kimmel will prepare the supporting documents and submit them to the State Agency of Transportation.
6. Other Highway Business:
• Mr. Peck needs to call ECFiber regarding line installation on McCready Road. If they plan to go across the Town (Public) ROW, he will need to review the proposal.
• Mr. Peck met with Dan Mason last week: there is significant damage on Taylor Hill Road. Ditches need digging out and the road needs to be built up.
• Witt’s Bridge Road: Kathleen Sauer has indicated that they do not want people damaging the area with inappropriate parking. The Road Crew can use the backhoe and remove 3-4 loads of material, which might be used for repairs on Eagle Peak Road.
• East Hill Extension Grant: the Town has a July 30 deadline to finish the work. The Road Crew could wait until the next fiscal year starts (July 1) to finish the project and work on getting sand trucked now. The Town could save 33% by using Town equipment; the Board recommended that the crew go ahead with trucking the material now.
• Mr. Peck will investigate purchasing a new one-ton truck for the next fiscal year. He will also consider whether and when to advertise sale of the current one-ton.
C. Orange County Sheriff Contract: Mr. Benson made a motion to approve the Orange County Sheriff’s Contract and that the contract shall not exceed $12,000 for the period July 1, 2019 through June 30, 2020, Mr. Haggett second; Mr. Benson asked if there was any discussion (none): 3-0-0.
D. Stone Road Survey: the Board received a single bid from American Consulting (ACES) of Williamstown, VT for $4,200; additional cost of $125/hr., if needed. Mr. Benson commented that we need to call the company in response to their RFP bid and make sure they are fully aware of the scope of the work we are looking for. The Board then needs to prepare an agreement and have the Town Attorney review it. Mr. Haggett will also need to notify the landowner adjoining the survey area regarding the upcoming work.
5. Old Business:
A. Approve Meeting Minutes of May 27, 2019 Selectboard meeting: Mr. Haggett made a motion to approve the May 27, 2019 minutes, Mr. Kimmel second: 3-0-0.
B. Changes to the Personnel Policy: the Board still has revisions to the Personnel Policy, including language addressing training procedures and compliance. Ms. Peterson has also been offering recommendations.
C. Drug and Alcohol Policy: Mr. Kimmel offered one revision regarding regular employee testing and pre-employee testing, which the board “shall” require. Mr. Benson made a motion to approve the Brookfield Drug and Alcohol Policy with noted revisions, Mr. Kimmel second; Mr. Benson asked if there was any discussion (none): 3-0-0.
6. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $20,974.73 with large bills that include White River Valley Ambulance (Ambulance): $3,596.25; Pike Industries, Inc. (East Hill Grant-in-aid): $3,440.55; Everett J. Prescott (East Hill Culverts): $2,343.60; Mr. Benson second: 3-0-0.
7. Other Proper Business:
• The trash collection on a particular Ridge Road property appears to be shrinking.
• Reminder: the next Board Meeting with be the final numbers/submissions for the fiscal year ending June 30, 2019.
• The Board needs to find a candidate for the open Administrative Officer (Zoning) position. Mr. Kimmel is acting as interim/temporary AO.

8. Mr. Kimmel made a motion to adjourn at 8:33 p.m., Mr. Haggett second: 3-0-0.

Jun 032019
 

Town of Brookfield
Selectboard Meeting
May 27, 2019 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes

Present: Cory Haggett, Jeff Kimmel

1. Call to Order – 6:45 p.m. (Note: On motion of Mr. Kimmel, Mr. Haggett second, Mr. Hagget agreed to act as Chair for this meeting.)

2. Adjustments to Agenda – None

3. Public Comment – None

4. New Business:
A. Highway – Bear Hill Road Culvert Project: Administrative Assistant Kasey Peterson contacted the state Agency of Transportation regarding the status of the project and the agency’s timelines, along with inquiring about the effect of the multiple storms on the agency’s schedule. AoT offered to amend the grant to allow the Town to hire an engineering firm. Board members indicated a preference to have AoT continue to provide management and engineering for the project. The project deadline is October 31, 2019.
B. Public Assemblage Permits – Brookfield Community Partnership: the Board reviewed the 14 applications for upcoming events at the Old Town Hall; Mr. Haggett made a motion to approve them, Mr. Kimmel second: 2-0-0. All applications were signed and dated, and will be posted at the Town Offices.
C. Proposed Changes to the Personnel Policy – Ms. Peterson has marked up proposed changes to the existing policy, which Board members reviewed. Action will be deferred until the next meeting, when Chair John Benson is expected to be present.
D. Administrative Assistant Paperwork: on motion of Mr. Haggett, Mr. Kimmel second (2-0-0), the Board approved a revision to the pay schedule for the AA, effective June 1, 2019.
5. Old Business: Approve Minutes of May 13, 2019 meeting: Mr. Hagett made a motion to approve the Meeting Minutes of May 13, 2019; Mr. Kimmel second: 2-0-0.
6. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $17,369.12 with large bills that include Kirk Yard Services (East Hill Cemetery fence): $6,500.00; BCBS – VT (Health Insurance): $3,934.30; McCullough Crushing (April 15, 2019 Storm): $1,733.00. Mr. Kimmel second: 2-0-0.
7. Other Proper Business – None
8. Mr. Kimmel made a motion to adjourn at 7:20 p.m., Mr. Haggett second: 2-0-0.