Kasey Peterson

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.

May 292019
 

Town of Brookfield
Selectboard Meeting
May 13, 2019 at 6:30 P.M.
Town Clerk’s Office
Minutes

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Kasey Peterson (Administrative Assistant), Dawn Conant, Ray Peck (Road Crew Foreman); Public Present: Dan Mason, Kathleen Sauer, Laura Tatro, Dennis Tatro, Kyle Doda

1. Call to Order – 6:33 p.m.

2. Adjustments to Agenda – None

3. Public Comment
• Dan Mason reported on travel conditions on Taylor Hill Road. There are drainage issues posing a challenge; Mr. Mason said he can access his property reasonably well, but some of the other neighbors are having issues. He asked Mr. Peck what steps can be taken to make the road more passable, such as new/additional culverts and grading to help with the flow, which has contributed to driveways being washed out. Mr. Mason inquired whether he also needs to purchase culverts and contact a contractor to install them. He will be there working at his father’s property. While Taylor Hill Road is a Class 4 road, he expressed discouragement that it is getting minimal maintenance while other Town roads appear to be getting much more attention.
• Mr. Benson will discuss with Mr. Peck what strategy the Road Crew wants to pursue about drainage and road conditions on Taylor Hill. Mr. Haggett noted that recent storms have contributed to the problems in the area, undermining culverts and taking out trees. Mr. Mason thanked Mr. Peck for his continued efforts to address the problems.
• Kyle Doda (Thousand Stone Farm) inquired about the status of a proposed subdivision of the Taplin property; Mr. Kimmel will review it and send along the requisite documentation.

4. New Business:

A. Dennis Tatro – Historical Sign: Mr. Tatro gave a brief history of the home site for Justin Morgan and where a proposed historic marker might be placed; Ethan Snow is willing to have the marker on his property. Mr. Benson made a motion to approve the application and the language on the sign with a couple of minor edits. Mr. Kimmel seconded. Mr. Benson asked for any discussion (none). 3-0-0. Mr. Tatro will next submit the request for State approval.
B. Administrative Assistant: Mr. Haggett made a motion at 7:08 p.m. to go into Executive Session regarding a personnel discussion, Mr. Kimmel second: 3-0-0. The Board came out at 7:28 p.m. Ms. Peterson subsequently mentioned a Municipal Employment Seminar in Stowe and suggested she go to it on June 5, 2019.

C. Highway

1. Kathleen Sauer – Eagle Peak
• Eagle Peak ditching: a 100 foot stretch in front of their house has been damaged. Spring runoff has gone around near the foundation and the basement. Ms. Sauer provided a sketch and described the water management system that they had in place. She would like to have the grading changed and be able to put back in place their water management system. Ms. Sauer also indicated that they will try to work more closely with the Road Crew in remedying the issue.
• Mr. Benson to have Mr. Peck go up and meet with Ms. Sauer to see the plan in person and figure out what they can do.

2. Overtime Policy: discussion will continue at the next Board meeting.

3. Salt Bid: Mr. Peck to investigate and figure out the quantity needed and costs. Mr. Haggett made a motion to have Mr. Peck enter into an agreement for the number of tons they need as long as it does not exceed the budgeted amount; Mr. Kimmel second. Mr. Benson asked for discussion (none). 3-0-0.
4. Route 65 Contract: Mr. Haggett made a motion to have Mr. Benson sign the VTrans Maintenance Contract CA#MU0227 for VT Route 65 for the period of July 14, 2019 through July 13, 2021; Mr. Kimmel second. Mr. Benson asked for discussion (none). 3-0-0.
5. Witts Bridge Grant
• Project is done as far as the Contractor is concerned and VTrans. Paperwork needs to be filed and the Town will get reimbursement.
• Resident Walt Garner doesn’t believe the project site is quite done yet and has asked Mr. Peck and the Board to follow up on further remedial work, including on the Garner’s property. In addition, he spoke with White River Partnership and they will work with him to put in trees etc. after the contractor cleans up the site.
• Mr. Peck mentioned that Jaron Borg from ANR has been out to the site a couple of times to see the job. Mr. Peck will visit the site and meet with Mr. Garner, along with review the situation with ANR.
6. Bear Hill Road Culvert: Ms. Peterson sent an e-mail to Chris Bump (AoT) about the project to see where they are with it. The State has been very busy with all the storm damage etc. right now. The Town can consult with an engineer it if they want the work done faster.
7. Other Highway Issues
• Grant for East Hill ditching work from last year: work needs to be done by June 30, 2019. The Town pays for it and then gets reimbursed subsequently. If needed the Town can use emergency funds to pay for current work, while waiting for money from the Witts Bridge project and this grant to come in. Mr. Peck will proceed accordingly.
• Mr. Peck wants to order the sand. If we have the Road Crew haul the sand it will be cheaper.
• Make sure all invoices (for sand etc.) are in the Thursday prior to the last Selectboard Meeting (June 20, 2019) for this fiscal year.
• Taylor Hill is still wet, but will be addressed as conditions improve.
D. Budget: addressed above, and review will continue as the Board moves to the conclusion of FR 2018/2019.
E. Public Assemblage Permits – Brookfield Community Partnership: Mr. Kimmel made a motion that we approve the Public Assemblage Permit for the Morgan Mile Road horse event on September 7, 2019, a Brookfield Community Partnership event on June 8, 2019, and an Old Town Hall event on July 25, 2019. Mr. Haggett second. Mr. Benson asked for discussion (none). 3-0-0.

5. Old Business:

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

6. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $35,559.79 with large bills that include R.E. Tucker (gravel): $10,785.85; R.E. Tucker (gravel): $7,333.95; Kirk Yard Services, (fence down payment): $6,500.00. Mr. Kimmel second. Mr. Benson asked for discussion (none). 3-0-0.

7. Other Proper Business:
• Ridge Road Property: a dumpster appears to be at the property. The timeframe is for dumpster pickup on May 16, followed by 2 week cycles of trash removal.
• Mr. Benson has not made any progress regarding an RFP draft for the Town Garage project yet.
• Mr. Benson will follow up with Ms. Peterson regarding finding surveyors for the Stone Road ROW review.
• Mr. Benson talked with a contractor, who indicated that Ash wood is usually not used in building construction; it is more common in furniture making. A resident had suggested the Board investigate the issue for the potential Town Garage project.
8. Mr. Kimmel made a motion to adjourn at 9:00 p.m., Mr. Haggett second. 3-0-0.

May 282019
 

Beginning on 3 June and ending no later than 20 June, the Brookfield Highway Dept will be replacing culverts and doing ditch work on East Hill Road in Brookfield. The crew will do their best to keep traffic moving but please be advised, that this road maintenance will inevitably lead to delays and temporary road closures during the Road Crew’s regular summer hours: Monday – Thursday between 6AM – 4 PM.

May 022019
 

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

Present: John Benson, Jeff Kimmel, Dawn Conant, Steve Schaeffer. Cory Haggett and Ray Peck (Road Crew Foreman) not in attendance tonight.

1. Call to Order – 6:30 p.m.

2. Adjustments to Agenda – None

3. Public Comment

• Mr. Schaefer brought in a letter about the proposed Town Garage addition and Ash Tree removal, which were discussed at Town Meeting. He explained his letter, suggesting the possibility of using the removed ash trees as a possible building material in the Town Garage project.
• Mr. Benson commented that the Board will certainly looking into that option, but cautioned that many of the trees are on private landowners’ property and if there is any value at this time, the landowner might want it. In addition, the final building plan will have to be reviewed for fire and safety compliance.
• Mr. Schaefer said he hoped his suggestion would be included in the process and asked to Board to keep him informed if he can be of any assistance.

4. New Business:

A. Public Hearing – Montgomery Road Mileage Determination

• Mr. Kimmel reported that a Notice of the Hearing for the Montgomery Road Mileage was both published and posted. The Board needs to confirm the previous mileage determination made by the state Agency of Transportation, and then submit the Board’s ruling to AOT.
• Mr. Benson made a motion to accept the revised layout/mileage as discussed. Mr. Kimmel second. Mr. Benson asked for any discussion – (none): 2-0-0.

B. Highway

1. Pike Construction Quote for Paving: the Board needs to check with Mr. Peck to see if he submitted paperwork in support of a grant for this work. Work cannot proceed until this is confirmed.
2. Overtime Policy: this item will be tabled until Mr. Haggett is back and able to discuss with the rest of the Board.
3. Witt’s Bridge Repair: the Town is awaiting official VTrans confirmation and state approval for the completed work on the bridge. The Board assumes it will be coming soon, but with recent flood emergencies in the State it could get delayed. Either Mr. Peck or Administrative Assistant Kasey Peterson can confirm the project’s status.
4. Other Highway Business: Mr. Peck was not present, but the Board will follow up with him regarding recent storm damage in Brookfield and where we are with repairs.

C. Budget Questions:
• Town Meeting Article 5: $5,000 for development of Ash Tree response plan will be a Highway budget item.
• Town Meeting Article 6: $5,000 for survey for Stone Road will be a General budget item.
• The Board decided to table the rest of the budget questions, until Mr. Haggett is back and the Board has a chance to review budget status as we approach the close of the fiscal year (June 30).

D. Administrative Officer/Administrative Assistant: Ms. Peterson is considering taking on the (zoning) Administrative Officer position for Brookfield, which would be in addition to her work with the Board as Administrative Assistant. The Board will follow up with her to see if there are any questions and whether she has decided how to proceed.

E. Damage to entrance alcove of the Town Library: Mr. Kimmel and Mr. Benson inspected probable water damage in the front hall of the library. They also looked downstairs (basement) and upstairs (attic) to see if similar issues showed there.

5. Old Business
A. Approve Meeting Minutes of March 25, 2019 meeting: Mr. Benson made a motion to approve the March 25, 2019 meeting minutes. Mr. Kimmel second: 2-0-0.
B. Approve Meeting Minutes of April 8, 2019 meeting: Mr. Kimmel made a motion to approve the April 8, 2019 meeting minutes. Mr. Benson second: 2-0-0.
C. Drug and Alcohol Policy
• Mr. Kimmel brought up that there was still one item to figure out; regular employee testing and pre-employee testing and the board “shall” require.
• Mr. Benson made a motion to approve the Brookfield Drug and Alcohol Policy with noted revisions. Mr. Kimmel seconded. Mr. Benson asked if there was any discussion. No discussion. 2-0-0

6. Payroll/AP Warrants: Mr. Kimmel made a motion to pay the warrants totaling $11,033.43 with large bills that include White River Valley Ambulance (Ambulance): $3,596.25; BCBSVT (Health Insurance): $3,934.30; Goodrich’s Maple Farm (Chlorine tank): $1,364.71. Mr. Benson second: 2-0-0.

7. Other Proper Business:

• Mr. Benson stated that a Road Crew member will be undergoing surgery, so Mr. Peck will likely be performing grader operations along with other Crew members taking on additional tasks. Mr. Benson mentioned that the Board might consider creating a 4th full-time position next year, based on increasing workloads and time demands facing the Crew.
• A Government Audit Symposium is scheduled for May 22, 2019, if anyone is interested.
• The Board agreed to ask Town Clerk Teresa Godfrey send a warning letter by certified mail regarding continuing trash issues at a Ridge Road property.
• Mr. Kimmel will ask Ms. Peterson to prepare a listing of budget status and remaining funds as the Town heads into the close of FY 2018/2019.

8. Mr. Kimmel made a motion to adjourn at 7:30 p.m., Mr. Benson second: 2-0-0.

Apr 232019
 

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

Present: John Benson, Cory Haggett, Jeff Kimmel, Dawn Conant, Ray Peck (Road Crew Foreman), Jon Binhammer. Jim Carrien (VLCT)
1. Call to Order – 6:30 p.m.

2. Adjustments to Agenda – None

3. Public Comment –

4. New Business:

A. Jim Carrien – Drug and Alcohol Policy

The Board had highlighted sections in the draft Drug & Alcohol Policy that needed clarification. Mr. Carrien gave guidance on updates and revisions. Mr. Kimmel and Administrative Assistant Kasey Peterson will work on incorporating changes for the final version. Some of the items covered included:

• Potential coverage or exemption for Emergency Services personnel.
• The difference between volunteer and paid personnel (employees).
• The Town is required by the Federal Government to have the policy for CMV Operators
• Effect of prescription medications on testing protocols.
• Whether employees have the right to request split sample testing/retest.
• Roles of Road Crew Foreman, Road Commissioner, and Administrative Assistant in the system.
• Pre-employment screening process.
• Levels of enforcement for first and subsequent offenses, along with permissible duties during the process.
• How other municipalities respond to offenses: Mr. Carrien indicated that most towns will terminate an employee with a second offense.

B. Highway

1. Paving Grant
• Mr. Peck to look into which parts of the Ridge Road need to be paved/reclaim, etc. Have Pike work on worst parts first from Crossover Road to school and see how far money goes.
• Mr. Peck will apply for the grant and see what we can do this year.
• Mr. Haggett mentioned that Mr. Peck should look at the culverts along the road and possibly repair/remedy problems while paving work is going on.

2. TAP Grant Alternatives: Brookfield did not receive this grant.

3. Quote for replacement utility vehicle with plow and sander: Mr. Peck gave the Board an estimate amount of $12,000 +/- with a sander and plow. At the end of April Mr. Peck will review with Ms. Peterson where the Highway Budget funds stand and whether to proceed.

4. Overtime Policies: no executive session called; the Board is reviewing the information and possible alternatives.
5. Other Highway:
• Mr. Peck indicated the Town’s roads are holding up well (so far) this year. The Crew has responded to some culvert and drainage issues, and will continue to do so as weather conditions change.
• A property owner has called about Town Winter maintenance leading to rocks being deposited on their property. Mr. Peck commented that it was no more than usual for this time of year, and that the Crew is not doing this on purpose.

C. Brookfield Conservation Commission Appointees: Mr. Kimmel made a motion to accept the Appointees as submitted by Mr. Binhammer of the Brookfield Conservation Commission at the March 25, 2019 meeting (Jon Jickling – 3 years; Jon Binhammer – 4 years; Susan Shea – 2 years; Kathy Kinter – 1 year; Starr Strong – 1 year); Mr. Haggett second; Mr. Benson asked for discussion (none): 3-0-0.

D. Cemetery Mowing Contract: the Mowing Contract will automatically renew unless the Town desires it to be revised or there were issues. Mr. Benson made a motion to allow the Cemetery Mowing Contract to renew; Mr. Kimmel second; Mr. Benson asked for discussion (none): 3-0-0.

E. Assemblage Permit – Randolph Area Food Shelf: the Randolph Area Food Shelf submitted a revised route map clarifying the route for the Board. Mr. Haggett made a motion to approve the Assemblage Permit; Mr. Benson second; Mr. Benson asked for discussion (none): 3-0-0.

F. VT Computing – Server Repair:
• Mr. Kimmel discussed the potential repairs with Ms. Peterson, and she confirmed the need to get the work done.
• It might be helpful to have a state person (or VT Computing rep) visit the Town Offices to report about how the cloud and NEMRC function together. Preferably when Ms. Peterson and Town Clerk Teresa Godfrey would be available for the discussion.
• Mr. Kimmel made a motion to have the server repair done (and schedule a time for VT Computing to come in and speak); Mr. Benson second; Mr. Benson asked for discussion (none): 3-0-0.

5. Old Business:

Approve Minutes of March 25, 2019 meeting: Mr. Kimmel noted that the meeting minutes from the March 25, 2019 meeting will be approved at the next Selectboard Meeting.

6. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $8,167.86 with large bills that include R.E. Tucker (Gravel): $3,964.80; Rouse Tire Sales (Tires): $1,599.80; Rouse Tire Sales (Tires): $540.00. Mr. Kimmel second: 3-0-0.

7. Other Proper Business:

• Mr. Benson asked about the Stone Road survey proposal. Planned timing is that it goes out at the end of the month and have bids due in June, with no work starting until after July 1st and done by September 9th.
• Mr. Benson will have Ms. Peterson post the notice on the Town’s website and reach out to some local surveyors: one in Williamstown, Rick Bell (Barre), and Larry Swanson (Sharon).
• Mr. Benson will put together a plan to solicit construction bids for the Town Garage addition project. Need to have a list of specifications for the proposed project; when proposals come in, the proposal can be scaled accordingly. Need a cost by November 2019, so the Board could warn and present it at 2020 Town Meeting.
• The Public Safety Committee and Board need to figure out what to do with $5,000 the Town approved regarding Ash Trees and the Emerald Ash Borer problem. Kate Forrer offered to help with planning, so the Board will consult with her.
• April 22nd is the meeting regarding Montgomery Road and the mileage correction. The meeting has been warned. No site visit is needed, and it can be dealt with as part of the regular Selectboard meeting that night.
• Mr. Kimmel mentioned that there will be a Training Meeting for Emergency Operations happening in September.

8. Mr. Haggett made a motion to adjourn at 8:22 p.m., Mr. Kimmel second: 3-0-0.

Apr 112019
 

TOWN OF BROOKFIELD, VT

REQUEST FOR PROPOSALS

April  2019

 

The Town of Brookfield is requesting proposal to establish the center line and travel lanes of a section of Town Highway 8, Stone Road.

 

History

Stone Road is a significant north/south connector within the Town of Brookfield connecting Pond Village through Williamstown to VT Route 64 and Interstate 89.  One of the property owners along this roadway has claimed that the road has moved closer to his residence over the years and that traffic drives by at excessive speeds. As a result, the property owner has parked several vehicles at the edge and possibly into the travel lane of the roadway.

Several residents have raised safety concerns, to which the Town has taken several actions including:

  • Updating the Town Parking Ordinance
  • Requested the Orange County Sheriff monitor and inforce the Parking Ordnance (Note, the Sheriff indicated that at the time of their visit to the noted property, no vehicles were within their interpretation of the travel portion of the roadway)
  • Met with the property owner on several times
  • Held a public meeting on the subject

It is not illegal to park in the Right-of-Way of the road way. It is legal to park such that the vehicle obstructs the travel lane of the roadway. The question at hand is, where is the actual center line of the roadway and thus the limits of the travel lanes adjacent to this property? Has the road moved closer to the residence as the owner claims or has it shifted to the east as a result of the encroachments? Where is the actual roadway Center Line?

The Town Public Safety Committee requested that this question be answered to determine what action is appropriate to address the safety concerns. The Town voted on March 5, 2019 to approve the expenditure of up to $5,000.00 to retain the services of a Licensed Surveyor to establish the Center Line of the roadway in the area of question.

 

Proposal Requirements

  1. Work must be performed by a Licensed Surveyor (LS) registered in the State of Vermont. Name, address, License number and years of practice shall be provided in the proposal.
  2. Work cannot begin before July 1, 2019 and must be completed no later than September 6, 2019 unless otherwise approved in advance in writing by the Selectboard.
  3. Results of the work shall be presented to the Selectboard at their regularly scheduled meeting, September 9, 2019, 6:30 pm at the Town Clerks Office in Pond Village.
  4. Cost proposal shall include all labor, materials and expenses to complete the work.
  5. The Final product shall include a narrative of the work performed and a plan clearly illustrating the current roadway center line and travel lanes along with what the survey/research determines as the actual roadway centerline and travel lanes. The actual center line shall be tied to physical features such that it can be reproduced in the field.
  6. The LS will participate in a field meeting with the Selectboard, members of the Public Safety Committee and the property owner to review the results. At a mutually agreed upon date following the September 9th Selectboard meeting. The LS will have marked (painted) the centerline of the road just prior to the site visit so the actual road center line can be observed.
  7. Three reference of similar work shall be provided.
  8. A time line 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. The minimum shall be as follows:
  • Work’s Comp.                 $500,000
  • Commercial General Liability $1,000,000
  • Business Auto $1,000,000
  • Professional Liability $1,000,000

 

Legal Action

Should the results of this work effort indicate that vehicles on the subject property are in fact obstructing a portion of the roadway travel lane and the property owner refuses to move the vehicles or contests the survey, the Town may decide to take legal action. If this should accrue, the LS will be expected to defend his or her work in this proceeding. This would be an additional cost. An hourly price for expert testimony shall be provided with the proposal.

 

Survey Area

See Map-1

 

Submission of Proposals

Proposals shall be submitted in a sealed envelope clearly marked “Survey Proposal” on the outside of the envelope. To be considered, proposals must be received by noon on June 6, 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 it believe it is in the best interest of the Town to do so.

 

Questions shall be directed in writing to Kasey Peterson, Administrative Assistant at the address noted above. Question must be received by noon, May 23, 2019.

 

Apr 112019
 

Town of Brookfield

Selectboard Meeting

March 25, 2019 at 6:30 P.M.

Town Clerk’s Office

Draft Minutes

 

Present: Cory Haggett, Jeff Kimmel, Dawn Conant, Ray Peck (Road Crew Foreman), Jon Binhammer. Mr. Benson was not available for the meeting.

  1. Call to Order – 6:30 p.m.

 

  1. Adjustments to Agenda – None

 

  1. Public Comment –
  • Binhammer of the Brookfield Conservation Commission submitted a proposed list of recommended Commission appointees for the Selectboard’s approval.
  • Binhammer asked about the difference between Commission and Committee. Mr. Kimmel stated that a Committee would work as an advisory body to the Selectboard, while the Commission would be a formal independent body.
  • Binhammer says they plan to have a meeting to establish the Commision’s by-laws, Officers, etc. soon.
  • Kimmel recommended that the Selectboard table any decisions on the recommendations until the next meeting (April 8th), when all the Board will be there; Administrative Assistant Kasey Peterson will also be able to warn it on the agenda so that the public attend the meeting and/or comment.

 

  1. New Business:
  2. Highway

 

  1. Certificate of Highway Mileage
  • The Board will need to put a notice in the Randolph Herald and post notices about a public hearing on the final determination of distances at the intersection of Montgomery Road and VT Route 14. The Selectboard will also notify adjoining landowners.
  • Work done on the intersection several years ago did not go through the final approval process at that time. The hearing will be planned for the regular Selectboard meeting on Monday, April 22, 2019. Once that happens the determination can be submitted to the state Agency of Transportation.

 

  1. Other Highway Business
  • Peck spoke with Chris Bump (of AoT) and was told that if we are satisfied with the work on Witts Bridge then go ahead and pay Parent Construction. Mr. Haggett asked if the State had done their walk-through yet. Mr. Peck reported no, but as long as the Town is satisfied, all should be good.
  • Haggett is not in favor of paying until everything is all cleaned up and completed. Mr. Peck said he does not believe there is anything else left to do.
  • Ray stated that the chloride trailer needs some work and he would like to get a new tank for it at around $1,200 to $2,000.
  • Peck also spoke with Mr. Bump about state grant availability for the upcoming season, and we are #5 on the list for about $175,000 +/- of potential paving funds. Ridge Road is a likely candidate, and Mr. Haggett suggested that Mr. Peck look into where the worst portion is, how much the Town has to do, what is the likely cost for the repairs. The Board also inquired about whether the Town will reclaim material, and would the paving contractor jump around or want to do a large section at a time.
  • Peck noted that it is mud season, so the Road Crew is responding to those issues while continuing with normal work for this time of year. He also mentioned that they are running low on various materials.
  • Peck asked about the 1-ton pickup and the potential for replacement either this or next fiscal year. Mr. Haggett and Mr. Kimmel suggested that he do research regarding the purchase of a 1-ton and come to the next Board meeting to discuss his findings.

 

  1. Budget Questions: Mr. Haggett made a motion that the Board wait to discuss this item until the next meeting (when Mr. Benson returns). Mr. Kimmel second: 2-0-0.

 

  1. Quote from Vermont Computing: Mr. Haggett made a motion that the Board defer this item until the next meeting. Mr. Kimmel second: 2-0-0. Mr. Kimmel will ask Ms. Peterson to contact the firm regarding the estimate of time for this item.

 

  1. Public Assemblage Permit – Randolph Area Food Shelf: Mr. Kimmel and Mr. Haggett reviewed the application. Mr. Haggett made a motion to approve the Assemblage Permit once the applicant provides additional information as to the routes being used. Mr. Kimmel second: 2-0-0.

 

  1. Local Emergency Management Plan: Mr. Kimmel commented that both he and Mr. Benson have looked at and made markups to the document. Mr. Kimmel will talk with Ms. Peterson to complete edits and get the document in “final” form.

 

  1. Old Business:

 

  1. Approve Minutes of February 25, 2019 meeting: Mr. Haggett made a motion to approve the meeting minutes for the February 25, 2019 meeting; Mr. Kimmel second: no discussion: 2-0-0.

 

  1. Approve Minutes of the March 11, 2019 meeting: Mr. Haggett made a motion to approve the meeting minutes for the March 11, 2019 meeting; Mr. Kimmel second: no discussion: 2-0-0.

 

  1. Payroll/AP Warrants: Mr. Kimmel made a motion to pay the warrants totaling $57,145.64 with large bills that include: Parent Construction (Witts Bridge): $34,680.00; Evans Group (Diesel): $16,497.80.25; BCBSVT (Health Insurance): $3,934.30. Mr. Haggett second: 2-0-0.

 

  1. Other Proper Business: None

 

  1. Mr. Haggett made a motion to adjourn at 7:32 p.m., Mr. Kimmel second: 2-0-0.

 

 

Mar 262019
 

Town of Brookfield

Selectboard Meeting

March 11, 2019 at 6:30 P.M.

Town Clerk’s Office

Minutes

 

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant, Dennis LaRocque, Ray Peck (Road Crew Foreman), Road Crew members: Dave Flint, Rich Hamblin, Rob Wheatley

 

  1. Call to Order – 6:30 p.m.

 

  1. Adjustments to Agenda – None

 

  1. Public Comment – None

 

  1. New Business:

 

  1. Selectboard Organizational Meeting: Mr. Haggett made a motion to appoint Mr. Benson as Chair, Mr. Kimmel second. Mr. Benson asked for discussion – no discussion: 3-0-0.

 

  1. Highway

 

  1. Overtime Policy
  • Peck and the rest of the Town Road Crew would like to see a change to the Holiday Overtime Policy.
  • Peck mentioned that he thinks that if the Town Crew works a Holiday that they should get overtime pay for that day regardless of what other time they have worked during the week. There are some places where, if businesses have a policy that employees need to work more than 8 hours a day or 40 per week to get overtime pay, but he feels that if they have to work due to weather etc., which takes them away from family etc. on a Holiday, that it should be paid as overtime regardless of other time worked.
  • Benson commented that the Board needs to review the existing Town Policy and what is legally required according to the state Department of Labor and VT Leagues of Cities and Towns. Mr. Haggett mentioned that basic principle relies on what is indicated in the Town Personnel/Pay Policy.
  • Benson said the Board may have to change the policy regarding holiday pay and work hours, along with addressing sick pay and weekend hours, etc.
  • Benson said the Board would look into all the information and what the Town Crew has presented and figure out what can be done and get back to them. He noted that the Board will do the research and come up with a solution that hopefully everyone can agree on. Mr. Benson went on to thank the Crew for bringing their concerns to the Board for discussion.
  1. Personnel Issue: Mr. Haggett made a motion to go into Executive Session at 7:30 pm.; Mr. Benson second: 3-0-0. The Board came out of the session at 7:45 p.m.

 

  1. Other Highway Business
  • Peck inquired about the current budget status and what he has left to spend, as tires are becoming an issue. Mr. Benson told him he should sit down with Administrative Assistant Kasey Peterson and review funding to figure out what he needs to have to finish out the year for tires, sand, etc. Mr. Peck confirmed that, due to persistent Winter conditions, the Crew will need to get more sand.
  • They are going to start working on getting the catch basins opened up before the warm weather hits.
  • Peck asked about the potential garage addition being built this year. Mr. Benson commented that at $25,000 a year from the Town it will be awhile considering the preliminary estimate was almost $200,000 and doesn’t include everything needed for the addition. He suggests that Mr. Peck and the Board meet and come up with more of a complete plan (tool room, heat, flammable storage, mezzanine, etc.) on what is wanted and needed, and then go from there. Contact some design/build firms as well to help put together documents/plans for bidding. Once this is done the Board will have a more defined cost and how to pay for it, and then offer a proposal at Town Meeting next year for a vote.
  • May and June of this year would probably be the best time to have a meeting to work on this matter (once Winter weather and mud season are done).

 

  1. Appointment of EC Fiber representatives Dan Childs and Stuart Edson: Benson made a motion to appoint Dan Childs (Primary) and Stuart Edson (Alternate) as the EC Fiber Representatives for the Town of Brookfield; Mr. Haggett second; Mr. Benson asked for discussion – no discussion: 3-0-0. Mr. Childs noted that at least 12 miles of the ECFiber network in Brookfield have been completed so far.

 

  1. Approve Town Meeting Minutes: A couple of edits to the minutes were suggested. Mr. Haggett made a motion to approve the Town Meeting minutes once the necessary changes have been made; Mr. Kimmel second; Mr. Benson asked for discussion – no discussion: 3-0-0.
  2. Old Business:

 

  1. Approve Minutes of February 18, 2019 meeting: Mr. Haggett made a motion to approve the meeting minutes for the February 18, 2019 Selectboard meeting; Mr. Kimmel second; Mr. Benson asked for discussion – no discussion: 3-0-0.

 

  1. Approve Minutes of the February 25, 2019 meeting: deferred until the next Selectboard Meeting.

 

  1. Payroll/AP Warrants: Haggett made a motion to pay the warrants totaling $26,164.92 with large bills that include Hebert Excavation (Sand): $12,456.00; White River Valley Ambulance (Ambulance): $3,596.25; Cargill, Inc. (Salt): $2,578.21. Mr. Kimmel second: 3-0-0.

 

  1. Other Proper Business:
  • LaRocque offered a copy of the Brookfield Board of Adjustment minutes from a 1990 meeting regarding Stone Road – Cushing property information research. Mr. Benson mentioned a couple of land surveyors to get proposals (Scope of Work) to perform road survey work.
  • Regarding the Town-wide appraisal in 2020: VT Appraisal Company will need to have access (via cloud) to NEMRC for the project. Mr. Benson suggested the Board have Ms. Peterson look into what the company needs and how the Town can accommodate it, along if there are additional costs that would need to be included in next year’s budget.
  • The Town has not yet received a final bill from Parent Construction for the Witt’s Bridge project. We also need to have the state inspect the project soon, and when the final bill comes, be prepared to submit all of our paperwork at that time.

 

  1. Kimmel made a motion to adjourn at 8:00 p.m., Mr. Haggett second: 3-0-0.

 

 

 

Mar 262019
 

Town of Brookfield

Selectboard Meeting

February 25, 2019 at 6:30 P.M.

Town Clerk’s Office

Minutes

 

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant, Ginny Brees, Brenda Flint, George Zebora

 

  1. Call to Order – 6:30 p.m.

 

  1. Adjustments to Agenda – None

 

  1. Public Comment – None

 

  1. New Business:

 

  1. Town Meeting Day – Informational Meeting

 

  1. Benson went over the Articles to be discussed and voted on at Town Meeting. The first item was the $5,000 to be allocated for the Emerald Ash Borer issue.
  • Zebora asked if this money is for a contract, has the Town looked at companies specifically and gotten bids. Mr. Benson responded that this is the number the Public Safety Advisory Committee suggested to start looking at our options, figure out where to start, and then proceed with a plan.
  • Flint commented that there are many trees in the ROW, which will eventually fall and hit power lines or pose other hazards. She asked if the Town knew how many miles of roadway have trees posing a potential problem. Mr. Benson responded that there isn’t a detailed inventory yet, and the Board would need to work with Ray Peck (Road Crew Foreman) to gather that information.
  • Kimmel noted that Kate Forrer from UVM Extension would be at the Town Meeting to discuss the ash tree problem and recommendations.
  • The Town doesn’t yet have a plan for harvesting the trees, but that will be part of the planning process.
  1. The Mystic Star Lodge (Masonic Temple) requested a tax stabilization for a period of 5 years. While it is a private organization, the Board noted that it has contributed its space in the past for Town functions, along with various other community functions.
  2. On the Warning items regarding funding for proposed additions and renovations at the Town Garage: Mr. Benson indicated that the amounts requested are an attempt to initiate discussion at Town Meeting about long-term planning for the Garage site. The Town is having a contractor come up with a preliminary design/cost plan. The Town can either opt to put money aside over a few years once the cost is known or can vote (next Town Meeting likely) to spend the total amount (with a loan or tax increase) to just build the addition. At such time the Town would put the job out to competitive bid and go from there.
  • Zebora asked about possible money for the upgrade of Eagle Peak Road as during the winter 2 cars cannot always pass each other and mud seasons are horrible with residents having to park and walk to their houses. Mr. Benson commented that the Board and Road Crew review road priorities annually, and the Town cannot afford to upgrade all the roads every year. The Board will continue to work with Mr. Peck to figure out what can be done.
  • Brees asked if there was going to be a drawing and list of what the Town wants for the garage addition. Mr. Benson said they will have a drawing and a ball park idea/range at Town Meeting for discussion
  1. Change in Town Clerk/Treasurer term of office: Mr. Benson suggested that Clerk/Treasurer Teresa research what other Towns were doing, and describe the rationale for increasing the terms to 3 years instead of 1. Ms. Godfrey will likely address the question at Town Meeting.
  2. Survey on Stone Road: there is an ongoing issue with cars that are allegedly parked illegally, and the Orange County Sheriff’s Department has been asked to monitor the situation. The next step is to survey a portion of the road to determine where the centerline and Town’s Right-of-Way are located.
  3. Up-coming Town-wide Reappraisal: the Town has accumulated the funds from an annual state contribution, and has the money already set aside for the project. Brookfield hasn’t done a reappraisal since 2007; this next one will be done in 2020.
  4. Zebora asked if it is legal for the Town to make money, and if someone came up with an idea that the Town could use to make money, could they? Mr. Benson commented that if there is an idea, the person(s) should come to a Board meeting with research and information on the idea and the Board would look into it.

 

  1. Highway
  2. Peck was not in attendance at meeting; Mr. Haggett had information regarding Highway activities. Witts Bridge is about complete, although there still needs to be some finish work on the stonework for the bridge.
  3. Haggett moved that the Board go into Executive Session at 7:29 regarding a personnel issue, Mr. Kimmel second: 3-0-0. The Board came out of the session at 7:32 p.m.
  4. Benson wants to make sure that we recognize the following at Town Meeting; Dee Montie’s service to the Town, along with the work Mr. Peck and the Road Crew have done to get Witt’s Bridge repaired and back in service. Also, the Board will report on the planned reappraisal and the existing funding for it.
  5. Winter update: the Crew has gone through the sand supply and will need to order more, so the Board and Mr. Peck will need to continue monitoring the budget funds allocated for sand and chloride.
  6. Talk about equipment order and how we do not pay for until next fiscal year (happens once every 3 years – rotation).
  7. Old Business:
  8. Approve Minutes of February 18, 2019 meeting: deferred until the next Board meeting.

 

  1. Certificate of Highway Mileage: deferred until the next Board meeting.

 

  1. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $314.66; Mr. Kimmel second: 3-0-0.

 

  1. Other Proper Business:
  • The Board will need to announce a search for a new (Zoning) Administrative Officer at Town Meeting.
  • Reminder: Annual Town Meeting on Tuesday, March 5, 2019 at the Brookfield Elementary School at 10:00 a.m.

 

  1. Mr. Kimmel made a motion to adjourn at 7:43 p.m., Mr. Haggett second: 3-0-0.