Kasey Peterson

Jan 282020
 

Town of Brookfield
Selectboard Meeting
January 13, 2020 at 6:30 P.M.
Town Clerk’s Office
Minutes

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Ray Peck (Road Crew Foreman), Lew Stowell (Public Safety Advisory Committee), Dawn Conant; Public Present: Dennis Larocque, Amy Ingrassia, Jack Zebora

1. Call to Order – 6:30 p.m.
2. Adjustments to Agenda –
 Ms. Ingrassia is interested in the open WRVA Brookfield Representative position. Mr. Haggett explained that the meeting is the 3rd Monday of the month and it would entail going to the meetings, and reporting back to the Selectboard on their budget and vision. The position has limited authority, but would be the eyes and ears for the Town.
 Mr. Haggett made a motion to appoint Ms. Ingrassia as the WRVA Representative for the Town of Brookfield, Mr. Kimmel second. Mr. Benson asked for discussion (none): 3-0-0.
 Mr. Haggett will obtain Ms. Ingrassia’s e-mail and he will forward information to WRVA about her being the representative.
3. Public Comment – None
4. New Business:
A. Public Safety Advisory Committee
1. Mr. Stowell presented information that the Public Safety PSAC learned regarding Enforceable Weight Limits. (Enforceable Weight Limit Summary)
2. Bridges are assessed by the State periodically and Mr. Peck has information on those limits.
3. Some higher weight vehicles cannot go on some of our roads. The Town will need to determine which weight limits apply to each road, and how are the limits derived.
4. If the roads/bridges are not posted, it cannot be enforced and the Town cannot seek compensation for damage to roads or bridges.
5. Mr. Peck will get the bridges posted (2 signs on each – 1 for each approach). As usual, we hope that sign pilferage is minimal. There is a liability if not posted.
6. It is the Town’s responsibility to post the roads and signs on each end of each road. This will take a lot of signs and expense. The Town will also need to prioritize the process.
7. The signs have to be up before posting road status on the State’s website. Mud Season signs also need to be posted before inclusion on the website.

8. Mud Season is a different situation as the roads can be posted to 16,000 pounds which is different than the normal 24,000 pounds.
9. The Town has no authority to limit agricultural vehicles on roads.
10. Farm traffic on some roads is only for short periods of time and not every day. Mr. Peck and/or the Board could meet with relevant farm operators to discuss speed and weight concerns.
11. Mr. Stowell and Mr. Peck noted that the number of signs for this and other postings is rapidly increasing. When the crew is doing this, they are not working on other Town projects. The Town could consider hiring a contractor for the work; the Town would purchase the signs. Mr. Benson mentioned that it is late to do for this year’s budget, but suggested that PSAC and Mr. Peck work on it and get costs to propose to the voters next year.
12. Mr. Benson suggested that the Crew get the bridges done first and get listed on the State VTrans site.
13. PSAC will develop a list of the signs needed for posting the roads and they will work on getting pricing information from a contractor to install them (weight limit signs).
14. Mr. Benson asked Mr. Peck to have the drivers take an inventory when they are on the roads daily of signs that are missing.
B. Town Meeting Warning
1. Randolph Area Mentoring petition: Mr. Kimmel has the information.
2. A petition is circulating proposing to increase Brookfield Selectboard membership from the current 3 persons to 5 persons. While the Board has not discussed the proposal with the proponents, the Board will review the proposal and confirm the language with the proponents to verify consistency with statutory requirements for articles on the Town Meeting Warning.
3. Mr. Haggett reported that he would not be running for another Board term this year.
C. Highway
1. Ridge Road Paving
 Mr. Peck talked with VTrans (paving personnel). The paving company (Pike)  did the prior work when it was cold, which apparently contributed to the surface degrading. Mr. Peck discussed the problem with Pike, which has indicated that they would work on a couple of spots.
 Mr. Peck wants to figure out what the Town can do legally to get it all fixed correctly. He will speak with Administrative Assistant Kasey Peterson about coordinating with VTrans and determine what the overall cost would be to fix all of it.
2. Loader Quote: Mr. Peck obtained a quote.
3. Lighting at the Town Garage: Mr. Peck will get a pricing estimate from Harmony Electric to replace the lighting, separate from the garage addition. In addition, the pricing might also be submitted to the voters as part of budget discussion during the upcoming 2020 Town Meeting. Mr. Haggett suggested that the Board table the lighting issue for the time being.
4. Certificate of Highway Mileage: this is an annual request from the State. Mr. Kimmel will review the material. Mr. Benson made a motion that once Mr. Kimmel compares it to last year’s version and makes any corrections necessary that he signs it and returns it to VTrans. Mr. Haggett second. Mr. Benson asked for discussion (none): 3-0-0.
5. Other Highway
 Truck is all set; the Town would normally vote during Town Meeting, order after, and take delivery in Spring. At this point, the dealers don’t keep an inventory.
 Get approval(s) to place an order and pay for next fiscal year, which would secure a place in the fleet in 2020 instead of Spring 2021-2022.
 Mr. Kimmel will take the potential truck article out of the warning for the 2020 Town Meeting.
 Mr. Peck is hoping to slow down on sand consumption, as they have gone through about ½ the pile so far this year.

D. Budget: the Town Garage (and potential improvements) will be in the budget this year for Town Meeting. Finishing on getting the numbers for the building, etc. Plan to have the cost include a water well/filtration system, as they bring in bottled water now.
E. Town Report Status: Mr. Kimmel is collecting reports and requests to include in this year’s version. Target date is going to be the end of January for the warning, etc. The Board noted that voters will also have an opportunity at Town Meeting to amend budget items up/down during the course of the meeting.
F. 2019 Equalization Study: the Board reviewed the information. The State’s figures are a factor in determining the Town’s tax rates.
5. Old Business:
A. Request by Town of Roxbury to join Mt. Alliance: This was previously approved by the Brookfield Board.
B. Braintree and Randolph are having trouble finding a Zoning Administrator; they arelooking to reach out to Brookfield and have a joint venture. There is a meeting on January 14th, which Mr. Benson will attend. The Town of Brookfield wants to retain Mike Fiorillo as ZA; in comparison to Randolph, we don’t have as much zoning work as they do.
C. Personnel Policy Changes: Mr. Kimmel has more changes to incorporate. Mr. Benson gave a brief summary of the Personnel Policy and why changes are still happening.
D. Approve Minutes of December 9, 2019 meeting: Mr. Benson made a motion to approve the Meeting Minutes of December 9, 2019 with a change for the budgeting of ambulance services, which is up this year compared to last year. Mr. Kimmel second. Mr. Benson asked for discussion (none): 3-0-0.

E. Approve Minutes of December 23, 2019 meeting: Mr. Haggett made a motion to approve the Meeting Minutes of December 23, 2019 with minor typos fixes. Mr. Benson second. Mr. Benson asked for discussion (none): 2-0-0.
6. AP and Payroll Warrants: Mr. Haggett made a motion to pay the warrants totaling $11,100.50 with large bills that include: $4,185.00, American Consulting Engineers (stone road survey); $1,769.82, Cargill, Inc. (salt); $1,306.80, Rouse Tire Sales (tires). Mr. Kimmel second. Mr. Benson asked for discussion (none): 3-0-0.
7. Other Proper Business:
 Mr. Larocque asked (on behalf of the Town Auditors) how the budget was coming along. The Board has drafted one and is waiting for 6-month costs from Town Treasurer Teresa Godfrey. Mr. Benson left additional information on her desk tonight and will let the Auditors know when he knows.
8. Mr. Kimmel made a motion to adjourn at 9:07 p.m., Mr. Haggett second: 3-0-0.

Jan 142020
 

Town of Brookfield
Selectboard Meeting
December 9, 2019 at 6:30 P.M.
Town Clerk’s Office
Minutes
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Ray Peck (Highway Dept.), Dawn Conant, Jon Binhammer, Curtis Koren
1. Call to Order – 6:30 p.m.
2. Adjustments to Agenda – None
3. Public Comment
 Mr. Binhammer spoke, representing the Town’s Conservation Commission. The Commission is discussing and finalizing their Bylaws at their next meeting and plan to approve them. The Commission would like the Selectboard to take a look at the proposal and let the Commission know of any edits.
 They have included statutory requirements for public meetings and what the Commission would be doing; these items incorporated approaches by other Commissions in Vermont.
 Mr. Binhammer inquired whether the Commission needed the Selectboard to sign off, as they are an advisory board to the Selectboard and would need Board approval to carry out plans.
 Mr. Benson mentioned that any funds raised/donations established by the Town, should be maintained in the Town bookkeeping system. The Board will continue the discussion with the Commission at the next meeting.
4. New Business:
A. Public Assemblage Permit – Ice Harvest
 Same preparation and activities as in past years.
 Bathroom at the Town Offices for use, while the library is open, then the Town Hall after that.
 Need to make sure there is help for parking/police to keep traffic moving and avoid parking on both sides of the road in Pond Village.
 Mr. Benson asked Mr. Binhammer to include in advertising for the event that there will be help with parking and it will be restricted to one side.
 Mr. Binhammer is hoping to have broomball at the event and asked if the Board (Town) could donate $200 for equipment. Mr. Benson needs to call VLCT to see if there is a liability risk for the Town if we buy/donate (provide funding) money for the equipment. Would there also need to be a certificate of insurance for the event? Mr. Kimmel will contact the Town’s attorney to check as well.
 Mr. Haggett made a motion to grant the Ice Harvest assemblage permit, Mr. Kimmel second. Mr. Benson asked if there was any discussion (none). 3-0-0.
B. Curtis Koren – Grant for Economic Development
 The Working Communities Challenge grant would qualify the Town to participate in the program and potentially qualify for funding. The White River Consortium of towns would like to apply for it and see where it goes. The Consortium is looking for representatives from all towns: at this point they are asking Brookfield’s Board to approve a resolution from the Town to pursue the process.
 Mr. Haggett made a motion to sign up for the preliminary step, Mr. Kimmel second. Mr. Benson asked if there was any discussion (none). 3-0-0.
C. Highway
1. Highway Credit Card Limit: after discussion, Mr. Benson made a motion that the Board approve a $3,000 limit on the Highway Credit Card, Mr. Kimmel second. Mr. Benson asked there was any discussion (none). 3-0-0.
2. Road Erosion and Highway Grant: Mr. Benson made a motion that the Town apply for the culvert inventory and road erosion inventory grant through Two Rivers Ottauquechee Regional Commission, Mr. Kimmel second. Mr. Benson asked if there was any discussion (none). 3-0-0.
3. Other Highway
 Mr. Benson stated that the latest garage proposal can fit up to 3 pieces of
large equipment without changing the physical layout. He will contact the
designer and get the changes/differences to them and get pricing numbers to the Selectboard.
 Tomorrow morning a Pike paving person will review the Ridge Road
conditions. The Board concurs with Mr. Peck that we need to have some
guidance from the paving person, Vtrans, etc. to figure out how to proceed
with fixing it and costs. Mr. Peck will ask questions and take notes; the Town will follow up with a letter to Pike regarding this matter. The Board and Mr. Peck will also look into reimbursement from the State for the continued repair.
 Mr. Benson made a motion to execute a grant request for culvert
repair/replacement on Bear Hill and Taylor Hill, Mr. Kimmel second. Mr.
Benson asked if there was any discussion (none). 3-0-0.
 Issues have arisen with a Bear Hill landowner and stakes (metal) in the Town right-of-way that could be an impediment and safety problem for plowing or travel. The Board agreed to send the landowner a letter and will copy the Town’s Attorney for review. The Town proposes allowing the landowner 2 weeks to repair the problem; if it is still not remedied, the Board will ask the Town Attorney to commence formal proceedings.
D. Barre Town Ambulance Contract: the Contract is up this year from last year to $29,474.64. Mr. Benson made a motion that the Board approve/execute the Emergency Medical Services Contract with Barre Town Ambulance, Mr. Kimmel second. Mr. Benson asked if there was any discussion (none). 3-0-0.
5. Old Business:
A. Personnel Policy Changes – Holiday Overtime/Summer Hours: the Board had noted that Summer Hours for the Road Crew are over now. The Board needs to establish a set period for when the hours shift from 5-day work weeks to 4-day weeks. Mr. Kimmel will incorporate this into the revised Policy as appropriate.
B. Approve Amended Meeting Minutes of October 28, 2019 Board meeting: Mr. Haggett made a motion to approve the October 28, 2019 meeting minutes, Mr. Benson second. Mr. Benson asked if there was any discussion (none). 2-0-0.
C. Approve Meeting Minutes of November 25, 2019 Board meeting: Mr. Haggett made a motion to approve the November 25, 2019 meeting minutes, 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 $41,668.97 with large bills that include VLCT PACIF (insurance): $26,501.00; Brookfield Public Library (library budget): $4,795.71; Town of Randolph (radio rental): $700.00. Mr. Kimmel second. Mr. Benson asked if there was any discussion (none). 3-0-0.
7. Other Proper Business:
Kevin Wheatley, Brookfield Fire Chief, came and dropped off the Fire Department numbers for the budget. They need to replace the roof at the Fire Department building as the roof is leaking and screws are coming out; a standing seam roof would be preferred. The Department has some new recruits, so up to 15/16 members. Mr. Benson reminded him that the Board needs the Department’s report for the upcoming Town Report.
8. Mr. Benson made a motion to adjourn at 7:51 p.m., Mr. Kimmel second. 3-0-0.

Jan 072020
 

Town of Brookfield
Selectboard Meeting
December 23, 2019 at 6:30 P.M.
Town Clerk’s Office
DRAFT Minutes

Present: John Benson, Cory Haggett, Larry Brassard, Steve Brassard,

1 .Call to Order – 6:30 pm

2. Adjustments to Agenda – none

3. Public Comments – Larry Brassard was present to discuss the post that has been driven into the ground in front of his house on the Town Right-of-way. While he acknowledged the risk of a post in the Right-of-way, he presented pictures that show that the post is placed one foot from the edge of the road. The Board was unsure is a letter had been sent asking him to remove the post. The Selectboard will follow-up with the Highway Dept.

4. New Business

A. Highway Report
1. Harmony Electric has submitted a quote for upgrading the lighting in the town garage. There is no money in the current budget. That project has been table until next fiscal year.
2. The Safety Committee submitted suggestions for changes to the way Brookfield posts weight limits for the roads and to the wight limit permitting process. These changes would be decided at Town Meeting and a submission for the Warning is due in February. It was suggested that the Safety committee be invited to the next Selectboard meeting on 13 January 2020.
3. Pike Bill for Ridge Road paving – Pike Industries is putting together a proposal to have the town pay part of the invoice now and the remainder in the spring after the road has been repaired

B. Budget
1. The Lister Budget was added to the overall town budget
2. The increased licensing fee for NEMRC to $7500.00 per year seems appropriate. Mr. Benson moved to make the change to the Budget, Mr. Haggett seconded. 2-0-0.

5. Old Business

A. Personnel Policy Changes – tabled as Mr. Kimmel is not present

B. Approve Minutes of 9 December 2019 meeting – tabled due to unavailability.

6. AP and Payroll Warrants – John Benson made a motion to pay the Warrants in the amount of 47,337.30

7. Other Proper Business

A. Ray Peck is working with Caterpillar for a price on a new loader
B. Several of the organizations Brookfield donates to have not submitted their funding requests
C. Fothergill Segale and Valley submitted a proposal to audit FY-19. The cost is well within the budget for this fiscal year. Mr. Benson made a motion to accept the proposal, Mr. Haggett seconded 2-0-0.
D. Mr. Benson made a motion to approve the addition of the Town of Roxbury to the Mountain Alliance. Mr. Haggett seconded. 2-0-0.

8. Adjournment – Mr. Haggett made a motion to adjourn. Mr Benson seconded 2-0-0.

Dec 102019
 

Town of Brookfield
Selectboard Meeting
November 25, 2019 at 6:30 P.M.
Town Clerk’s Office
Minutes

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

Public Present: Stan and Sharon Wheatley

  1. Call to Order – 6:33 p.m.
  2. Adjustments to Agenda – None
  3. Public Comment: Mr. & Mrs. Wheatley inquired about the status of their request for a zoning variance. Mr. Kimmel reported that he has received their information and is working on it, along with reviewing pertinent requirements regarding variances. Mrs. Wheatley asked about the length of the process, including timing for a hearing. Mr. Kimmel will get back to them on whether a hearing is needed and possible dates to do so. In addition, the Wheatleys indicated there may be adjustments to the proposal, so another site visit may be necessary. Mr. Kimmel thanked them for their patience.
  4. New Business:
    A. Variance Permit Request – Wheatley: see above.
    B. Highway

1. Ridge Road Paving – Pike Construction

  • There are issues with areas of paving on Ridge Road.
  • Mr. Peck has taken photos of the 6 worst spots that he feels are currently problematic or could become more of a problem through the Winter and Spring.
  • Mr. Peck needs to call Chris Bump (Agency of Transportation) and see if we can get a state inspection to verify conditions.
  • Pike has said they will fix the problems.
  • Mr. Benson wants an agreement of the value of what needs to be fixed and when it will occur; if we wait until Spring (due to winter weather) will that make it cost more, etc. He will work with Administrative Assistant Kasey Peterson to draft a letter and review options.
  • Mr. Benson suggests that the Town hold off payment (at least a portion) until Pike and the Town figure out the repairs, process, timing, and value for fixing the problems.

2. Obstructions/Snow in Public Roads

  • If the Town crew witness snow/obstructions in the road, they need to give Ms. Peterson the 911 numbers/address and she will send a letter to the property owner.
  • A Bear Hill property owner has put a 3 ½” diameter pipe/pole, 8 feet tall in the travel way/edge of the road. Mr. Benson wants Mr. Peck to speak with Mr. Bump at VTrans to see if there is a statute addressing what the Town can/cannot do. Then Ms. Peterson can draft a letter that references that statute and give the property owner a deadline to remove the pipe/pole and the legal reason for doing so.

C. VLCT Cannabis Resolution Relating to 5.54: the Board discussed the request for Town support of the resolution, and decided that at this time it is not interested in supporting the proposal.

D. Budget – Radio Repeater: this issue/item will have to be tabled for this year, as the Board is dealing with multiple other budget issues/purchases.

E. Other Highway Business

  • Mr. Peck talked about the plans for loader purchase. The Board asked for the plan of what we are getting regarding the loader so the Board can provide detailed information about the proposed purchase to the voters (payment structure, trade in etc.) at Town Meeting 2020.
  • Regarding the proposed truck purchase: we need information for this as well and if we will be able to pay for it starting Fall 2021. Can we sign the contract in the near-term to start the order process and timeline, etc.? Mr. Peck will follow up.
  • The Board asked Mr. Peck about gas for the 1-ton truck and if he has the debit/credit card to pay for purchases. He got the debit card from Town Clerk/Treasurer Teresa Godfrey and he has signed the form acknowledging the card policy. Rob Wheatley still needs to sign the form. There is a book to keep track of and retain copies of receipts.
  • Regarding the cost for a sander/plow: it is not the same as the quote that was previously given to Mr. Peck. He will check with Lucky’s to see what happened and what the difference is and get back to the Board.
  • Ray brought up about the overtime pay/working on Holidays and how the crew is paid. The Board came up with 8-hour Holiday pay and time & half for work if they work on the holiday. Mr. Haggett wants a policy set; Mr. Kimmel will draft language to amend the Personnel Policy accordingly.
  • The Board is continuing to consider designs for the proposed expansion/renovation of the Town Garage, including 3 bays heated, 1 heated, or 4 bays heated.

5. Old Business:
A. WRVA Brookfield Representative: Mr. Benson has not talked with WRVA yet. Mr. Haggett said that if the Board cannot find anyone in the interim, he can serve until February 2020.
B. Personnel Policy Changes: Mr. Kimmel is still working on continued edits and tweaks.
C. Approve Minutes of October 28, 2019 meeting: deferred. Mr. Kimmel will forward the draft to Mr. Haggett and Mr. Benson for review.
D. Approve Selectboard Minutes of November 11, 2019 meeting: Mr. Haggett made a motion to approve the Meeting Minutes of November 11, 2019, Mr. Kimmel second; Mr. Benson asked for discussion (none): 3-0-0.

6. Payroll/AP Warrants:

A. Warrant for Town Contributions: Mr. Benson made a motion to pay the warrants for Town Contributions totaling $15,341.00 with large bills that include $3,600; Visiting Nurses of VT and NH: $2,000.00; Randolph Senior Center: $1,905.00; Clara Martin Center: $6,450.00. Mr. Kimmel second. Mr. Benson asked for discussion (none): 3-0-0.

B. AP and Payroll Warrants

  • Mr. Kimmel made a motion to pay the warrants totaling $48,651.72 with large bills that include $16,673.40; R.E. Tucker (gravel): $6,442.00; R. E. Tucker (gravel): $5,970.00; Lowell Mcleaods Inc. (truck chains). Mr. Benson second.
  • Note: The Selectboard is delaying the $212,556.40 payment to Pike Industries pending solutions/resolution of pavement issues on Ridge Road (as mentioned above). Mr. Benson asked if there was further discussion on the amendment (none): 3-0-0.

7. Other Proper Business:

  • Mr. Benson is starting work on a rough draft of the Town Budget.
  • Mr. Kimmel will reach out to groups that have requested contributions in the past to get their proposed numbers and updated reports into the upcoming Town Report. Ms. Peterson and Ms. Godfrey also may have already received submissions.
  • The Board will ask community members for suggestions for a cover photo and dedication(s) in the Town Report.
  • Mr. Benson asked Mr. Haggett if he had spoken to the Garden Club yet on their potential request for funding; he is working on it.

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

Dec 052019
 

Town of Brookfield
Selectboard Meeting
October 28, 2019 at 6:30 P.M.
Town Clerk’s Office
Minutes

Present: John Benson, Cory Haggett, (Jeff Kimmel not in attendance) Ray Peck (Highway Dept.)

  1. Call to Order – 6:30 p.m.
  2. Adjustments to Agenda – None
  3. Public Comment – Stan and Sharon Wheatley

Stan and Sharon Wheatley want to know the status of their application to build a building. It was submitted a few months ago and they would like to know the status, so if approved they can get it built before winter.
Mr. Benson will check with Jeff Kimmel as he is not in tonight and will have Jeff get back to them or he will.

4. New Business:

A. Highway

  1. Bob Wheatley Performance Review
    Ray says it is done. He needs Rob to sign it once they talk and then have the Selectboard review it.

2. Fuel Card Policy/and Log for F-350
Mr. Haggett will follow-up with Kasey on Tuesday as to the procedure/policy for the Fuel Card.

3. Other Highway Business
Historic Stone Wall was hit – no idea who did it or when. Was thought someone plowing did it. At this stage the Town does not believe it was one of our drivers.
Horner Road – State to replace fence.
Crew will be ditching on Tuesday as long as weather works. They will take dirt from ditches to landowners nearby. Mr. Benson suggested that they use it on Taylor Hill.
Ray meeting with FEMA people regarding project:
Can we resurface certain areas?
3,000 yards of material.
Will they reimburse us if not done by a certain date/time frame?
Ray to check with Kasey to see where we are on the grant.
Mr. Benson would like Kasey to go through and track all grant separately and have a status of what we have and when each one needs to be done.

Ray asked if we need to talk soon about the up and coming budget and any purchases etc. for the Highway Dept. (loader, truck, town garage addition). Mr. Benson commented that yes this needs to be discussed and we need to find out where we are on spending etc.

B. Old Post Road Insurance Claim

Grader hit wire that was buried under the road. It was put in years ago.
VLTC is not going to pay it as a claim.
There will still be problems this winter and down the road with this.
Can the Town in the spring dig a trench for the Owner’s to reinstall the wire at their (Owner’s) expense? Town digs and covers trench and Owner provides materials to go in trench.
Mr. Haggett cautioned that if we start doing this for them, the others in the Town would expect more of the same in the future.
A question was raised is it on file with the Town that they have power across the road.
Town does not want to pay. Have Theresa look for a permit (if any). Need to work to protect the Town in the future with this matter and others if they arise.

C. Barre Town Ambulance Report – FYI

5. Old Business:

A. Stone Road Survey
Complete. File plat in land reports.

B. Personnel Policy Changes
Mr. Kimmel working on with Kasey. Tabled until the next meeting when he can be in attendance.

C. Approve Amended Meeting Minutes of August 26, 2019 meeting.

Mr. Haggett made a motion to approve the Amended August 26, 2019 meeting minutes. Mr. Benson seconded it. 2-0-0.

D. Approve Meeting Minutes of October 14, 2019 meeting.

Tabled.

6. Payroll/AP Warrants:

A. Mr. Haggett made a motion to pay the warrants totaling $19,533.37 with large bills that include R.E. Tucker (gravel): $8,837.50; BCBSVT (Health Ins.): $3,934.30; Rouse Tire Sales (truck tires): $1,912.48. Mr. Benson seconded. 2-0-0.

Other Proper Business:

Mr. Benson mention that Julie gave her resignation for the WRV Ambulance Board. He will ask Andy about this.


Jay Ansel/Jeff Connor – meeting at the Town Garage – move forward with the planning of building it. He asked if the Board gives him authorization to get the agreements needed to move forward with this portion of the planning. Mr. Haggett seconded it. 2-0-0

8. Mr. Haggett made a motion to adjourn at 7:24 p.m., Mr. Benson. 2-0-0

Nov 262019
 

Town of Brookfield
Selectboard Meeting
November 11, 2019 at 6:30 P.M.
Town Clerk’s Office
Minutes

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

  1. Call to Order – 6:44 p.m.
  2. Adjustments to Agenda – None
  3. Public Comment – None
  4. New Business:
    A. Highway
    1. Bear Hill Culvert Extension Letter: Mr. Benson signed off on a request to the Vermont Agency of Transportation for a one-year extension (to 12-16-20) on documentation due regarding a new culvert on Bear Hill Road.
    2. Pike Paving Report: the Town received a request for an additional $12,000 payment to cover shoulder grading on the Ridge Road. Mr. Haggett will confer with Ray Peck (Road Crew Foreman) to confirm the road conditions and payment amount. On motion of Mr. Benson, Mr. Kimmel second, 3-0-0: the Board approved the payment to Pike pending Mr. Peck’s confirmation.
    3. Equipment Grant: the Board signed off on a request for reimbursement through the State Municipal Grants-in-Aid program for the purchase of a haybale shredder. Supplemental receipts and supporting documentation will be included in the submission.
    4. Road Crew Employee Performance Review: the Board completed the review and approval.
    5. Credit Card Limit for Highway Department: The Board contacted Administrative Assistant Kasey Peterson and asked for her recommendation. She suggested a $3,000 limit, and that the card also only be authorized for Mr. Peck’s use. The issue was tabled pending the Board contacting Mr. Peck regarding his approval of the $3,000 proposed limit. On a related issue, the Board briefly discussed potential approaches to accounting for the new debit card policy in the Town Budget.
    6. ANR Letter Re: Underground Fuel Tank: the Vermont Agency of Natural Resources sent a request for updated information regarding the status of contaminated soil that was stockpiled in 2005. The Town will follow up on the requested testing

B. Budget
1. Radio Repeater: deferred
2. Garage Extension/Renovation Loan Questions: Mr. Benson reported that he has checked with Connor Construction, and they are preparing proposals (including drawings) regarding potential designs and associated costs. The Board will schedule another meeting with company representatives to review the drafts and raise any questions or suggestions.
C. WRVA Representative: Mr. Haggett volunteered to act as Brookfield’s representative, until a permanent volunteer replacement is found.
D. Local Hazard Mitigation Plan – Grant for Update: On motion of Mr. Kimmel, Mr. Haggett second, the Board voted 3-0-0 to authorize the Two Rivers-Ottauquechee Regional Commission to apply for the grant on behalf of the Town.
5. Old Business:
A. Personnel Policy Changes: deferred.
B. Approve Minutes of October 14, 2019 Selectboard meeting: Mr. Haggett made a motion to approve the Meeting Minutes of October 14, 2019, Mr. Kimmel second; Mr. Benson asked for discussion (none): 3-0-0.
C. Approve Minutes of October 28, 2019 Selectboard meeting: deferred.
D. Approve Minutes of October 4, 2019 Selectboard Special Meeting: Mr. Haggett made a motion to approve the Meeting Minutes of October 4, 2019, Mr. Benson second; Mr. Benson asked for discussion (none): 3-0-1.
6. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $73,471.07 with large bills that include: MBFS USA LLC (truck payment): $65,501.78; Radio North Group Inc. (radio – 1-ton truck): $1,835.00; TENCO New England Inc. (plow parts): $1,756.84; Mr. Kimmel second; Mr. Benson asked for discussion (none): 3-0-0.

7. Other Proper Business: the Board will ask Ms. Peterson to send a letter to the Cushings thanking them for their patience and consideration during the Stone Road survey and subsequent site review meeting process.

8. Mr. Haggett made a motion to adjourn at 7:47 p.m., Mr. Benson second: 3-0-0.

Nov 182019
 

To all private snow plow contractors and residents of Brookfield, please be advised that depositing by blowing or plowing onto the traveled way or shoulder of a class 1, 2 or 3 town highway violates Vermont Statute Title 19, Section 1105 and Title 23, Section 1126a. Depositing snow onto any highway may cause slippery conditions or snow berms that result in increased maintenance costs and can pose a danger to travelers and town road workers. Private parties who violate this statute will be given a written warning from the Brookfield Selectboard. Further violations may result in the issuance of a traffic ticket.

Nov 132019
 

Town of Brookfield

Selectboard Meeting

October 14, 2019 at 6:30 P.M.

Town Clerk’s Office

Minutes

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Ray Peck (Road Crew Foreman); Public Present: James Godfrey, Teresa Godfrey (Town Clerk/Treasurer), Robert Godfrey, Sam Dilcer, Gene Parent, Van Parent ­­­­­­­­­­­­­­­­

1.  Call to Order – 6:30 p.m.

2.  Adjustments to Agenda – None

3.  Public Comment (included in New Business)

4.  New Business:

A. Highway

1. Horner Road Fence: Mr. Peck contacted the State Garage, and they will proceed with repairing the fence. Associated barriers and/or guard posts are the Town’s responsibility. Mr. Peck noted that the area also needs some trees to be cleared, the Town will try to clear more snow towards the end of the road, and culverts will also need to be checked and cleaned. The Town, as part of the ongoing review of traffic/road policies, will be trying to address speed and vehicle weight issues.

2. Northfield Road: TRORC placed traffic monitors on the road and will be reporting on the data collected. Appropriate signs were installed on the road, which will allow the Orange County Sheriff’s Department to conduct monitoring/enforcement activities. OCSD will also have a chance to review the TRORC data. There was continued discussion on potential approaches to vehicle regulation, including: working with the State Department of Motor Vehicles on the proper process, and limits on Town regulation of agricultural vehicles.

3. Howe Road: similar concerns were raised about traffic on Howe Road, along with the need for appropriate signs. Other issues on the road include blind corners and trees in need of trimming/removal.

4. New One-Ton Truck: Ms. Godfrey raised concerns about the purchase, including: whether the Town needed to purchase it at this time, the extent of review and testing of the vehicle, and past issues with vehicle purchases. Mr. Peck reported that, as it was a wholesale purchase, test driving was limited to the dealer’s facility grounds. Mr. Peck indicated he researched the truck and accessories; it had 30,000 miles and the frame, body, and equipment appeared to be in very good condition. He also contacted a local supplier regarding a plow/sander, which would be paid for in the next fiscal year (2020/2021).

Mr. Haggett noted that the Board directed Mr. Peck to find/research a truck for the Town; the Board agreed that Mr. Peck and Mr. Haggett have the requisite knowledge and expertise to recommend the purchase within the Town’s budgetary constraints. Mr. Peck will make arrangements to pick up the vehicle, bring it back to the Town Garage, and get it ready for the season. Ms. Godfrey can prepare the check for the final payment (at truck pick-up), and Mr. Peck will work with Administrative Assistant Kasey Peterson on registration and insurance documents.

Mr. Peck reported that the new truck is a gas truck and that the Highway Department will need to arrange for a system to track and pay for fuel purchases.

5. Fuel Policy: Ms. Peterson is looking into developing a Town policy regarding fuel (gas) purchases (such as through a bank-issued debit card). Issues will include which Road Crew members would have access to a card; keeping a log of mileage, costs, and receipts; and complying with Town Auditor standards.

6. Stone Road Site Visit: the Board is setting a tentative date of October 24, 5:00 p.m. for the visit. The Board, site surveyor, OCSD representatives, local property owner, Town Public Safety Advisory Committee, and members of the public would be invited. Public notices will be posted.

7. Equipment Grant for Hale Bale Shredder: the shredder was purchased on September 25. The Town expects to be reimbursed by the VT Agency of Transportation, with the Town paying a 10 percent share. Ms. Godfrey will be asked to verify the grant conditions.

8. Stone Road Mitigation Grant: as in the past, the Board will apply for the grant. The Board discussed the allocation of costs and reimbursement over the course of the current budget and the next fiscal year.

9. Cargill Salt Contract: the Board authorized Mr. Peck to proceed with arrangements for the contract.

B. EC Fiber Update: Mr. Childs did not attend the meeting, so the Board tabled the matter.

C. Blue Cross/Blue Shield Rate Increase: the new rate is $4,500.65, which is a 14.4% increase.

5. Old Business:

A. Personnel Policy Changes: deferred.

B. Approve Minutes of August 26, 2019 Selectboard meeting: Mr. Haggett made a motion to approve the Meeting Minutes of August 26, 2019, Mr. Kimmel second; Mr. Benson asked for discussion (none): 3-0-0.

C. Approve Minutes of September 9, 2019 Selectboard meeting: Mr. Haggett made a motion to approve the Meeting Minutes of September 9, 2019, Mr. Kimmel second; Mr. Benson asked for discussion (none): 2-0-1.

D. Approve Minutes of September 23, 2019 Selectboard meeting: Mr. Benson made a motion to approve the Meeting Minutes of September 23, 2019, Mr. Kimmel second; Mr. Benson asked for discussion (none): 2-0-1.

6. Payroll/AP Warrants: Mr. Kimmel made a motion to pay the warrants totaling $43,336.02 with large bills that include: R.E. Tucker (gravel): $12,413.10; R.E. Tucker (gravel): $9,084.60; Champlain Valley Equipment (Bale Chopper): $6,450.00; White River Valley Ambulance (October Ambulance): $3,596.25; Mr. Haggett second; Mr. Benson asked for discussion (none): 3-0-0. 

7. Other Proper Business – Town Garage renovation:

Mr. Benson will contact some architects to solicit plan and pricing proposals. The Board will then need to meet with candidate firms to review the current site dimensions and structures and discuss possible approaches. The Board needs a proposed set of numbers, based on potential levels of renovation, to present for review and vote at Town Meeting 2020. The Board has until January 2020 to prepare the proposal for the upcoming Town Meeting Warning.

The Town would like to increase the insurance assessment for the Town Garage structures. The Vermont League of Cities and Town established a value in 2018; Mr. Benson suggested that, based on the assessment, that VLCT bump it up 5% on the two buildings.

8.   Mr. Kimmel made a motion to adjourn at 8:24 p.m., Mr. Haggett second: 3-0-0.        

Nov 072019
 

Town of Brookfield

Selectboard Special Meeting

November 4, 2019 at 6:30 P.M.

Town Clerk’s Office

Draft Minutes

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Teresa Godfrey (Town Clerk/Treasurer)­­­­­­­­­­­­­

  1. Call to Order – 6:30 p.m.
  2. Town of Brookfield Debit Card Policy: the Board reviewed the proposed policy, including creation of a dedicated account with Bar Harbor Bank and Trust and the purpose and procedures for use of up to 4 debit cards for the Road Crew to purchase fuel, track transactions, and log additional information (name, date, truck mileage, gallons, and dollar amount). The proposed policy covers:

A. Issuance of Debit Cards

B. Use of the Debit Card

C. Cardholder Record Keeping

D. Cardholder Security

E. Cardholder Separation

In addition, the proposed policy requires participating Road Crew employees to review the policy and sign and date a “Cardholder Employee Acknowledgement” (attached to the policy).

On motion of Mr. Benson, Mr. Kimmel second, the Board voted 3-0-0 to approve the Town of Brookfield Debit Card Policy.

3. Other reports:

Mr. Benson reported that Connor Contracting Inc. and Black River Design have submitted initial design and potential costs options regarding the Town Garage renovation project.

Ms. Godfrey reported on the progress of this season’s collection of Brookfield property taxes.

4. Mr. Benson made a motion to adjourn at 7:05 p.m., Mr. Haggett second: 3-0-0.