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

Call to Order – 6:44 p.m. Adjustments to Agenda – NonePublic Comment – NoneNew 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 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)­­­­­­­­­­­­­

Call to Order – 6:30 p.m.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.

Oct 162019
 

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

Present: John Benson, Jeff Kimmel, Jack Zebora, Lew Stowell (Public Safety Advisory Committee), Robert Godfrey, James Godfrey, Sidney Cushing, Sidney Cushing Jr., Rob Townsend, Bill Bohnyak (OCSD Sheriff), Scott Clouatre (OCSD), Richard Pecor Jr., Gene Parent, Van Parent, Ray Peck (Road Crew Foreman)

1.  Call to Order –
6:31 p.m.; Mr. Kimmel agreed to take minutes.

2.  Adjustments to Agenda: initial items will be 4) B) Stone Road Survey and 3) Public Comment – Northfield Road discussion.

3.  Public Comment: (see below).

3. New Business

B. Stone Road Survey

At the request
of the Town, Mr. Townsend conducted a survey of a portion of Stone Road
including the Cushing property, and appeared at this meeting to present his
findings and associated documents.

He reported
that his investigation included a search of property records, including
Right-of-Way records and surveys for adjoining properties. He also did an
on-site search for iron and stone physical boundary markers. These items
provided evidence for determining the RoW. Mr. Townsend noted that the RoW area
included one iron pipe that was 6 feet off the “travel portion” on the East
side of the property, and is identified on the survey document. He said the
travel portion is closest to the RoW on that East side.

Mr. Cushing
commented that the road has shifted over the years, that a well is now closer
to the road, and that the Town has not taken action to remove encroaching
ledge.

Mr. Benson
said that the next step is to have Mr. Townsend return to the site and
physically mark the RoW and the associated roadway and travel lane. The Board
will then schedule a site visit.

Mr. Townsend
noted that the travel lane is independent of the RoW, based on physical
marking. Mr. Benson observed that the Town should determine both the RoW and
travel lane for the sake of clarity. Mr. Townsend added that, based on his
research, the travel lane is consistently within the RoW.

Mr. Benson inquired whether OCSD would have enough information to identify the travel lane. Mr. Bohnyak indicated that the issue is whether people are parking within the travel way. Mr. Cushing reported that he had placed a white barrel to discourage people from parking improperly. It also appears that Mr. Cushing’s garage is outside of the RoW.

3. Public comment – Northfield Road

Mr. Benson
said that the Board has been reviewing VT statutes and rules, along with
contacting relevant agencies regarding what the process is for revising,
implementing, and enforcing speed limits and weight limits. Specific issues
included:

Placing vehicle counting equipment on Northfield Road to help assess vehicle quantity, speed, and number of axles.

As for vehicle weight regulation, Mr. Bohnyak reported that OCSD doesn’t have scales. This would likely be an item that VT DMV would monitor. Mr. Peck inquired as to how the Town might deal with heavier vehicles (85,000+ lbs.), and would they be covered under the regulatory and permit system. Mr. J. Godfrey asked whether the Town can decline to issue permits or withdraw permits. Mr. Stowell reported that the Town should be able to pull a permit if there is a violation; Mr. Benson indicated that it isn’t clear what authority the Town has to stop vehicles. Mr. Pecor said that, when he was driving the school bus, he could be stopped from driving on Town roads during mud season. Mr. Benson said these are items the Board will need to address in working with the State to develop an acceptable system.

Ms. Parent reported that Northfield Road is now properly posted at 35 mph; this should allow OCSD to start monitoring the area. Mr. Stowell commented that positioning an OCSD speed cart at various points on the road may help drivers be more aware of the proper speed.

Mr. J Godfrey asked about repairs to Horner Road; Mr. Peck is following up with the State.

3. Public Comment – Other items

Mr. Zebora asked about what authority is exercised by the Town Conservation Commission. Mr. Kimmel said that the commission advises the Planning Commission and Selectboard. Mr. Zebora also inquired about plans for the Town Garage, and suggested that the Board look into creating a volunteer committee for the design project. Mr. Benson noted that the Board has already issued an RFP for the design/build stage. Lastly, Mr. Zebora reminded Mr. Peck about potential problems with local culverts in West Brookfield.

4. New Business

A – Flint Performance Review: the Board completed the required personnel form.

Highway Other :

Mr. Peck is researching a potential replacement for the 1-ton truck. He is looking at both diesel and gas vehicles, and will report back to the Board.

Town Garage: Kasey Peterson (Administrative Assistant) reported that there was no response to the RFP request. Mr. Benson said that he would contact additional architects for the design/build RFP, noting that the potential bid price is within the parameters of the Town’s bidding policy.

C. VLCT PACIF Building Schedule: the Board reviewed the schedule, and will follow up with PACIF about property/building valuations.

5. Old Business:

A. Approve Minutes of August 26, 2019 meeting: deferred.

B. Approve Minutes of September 9, 2019 meeting: deferred.

C. Personnel Policy Changes: deferred.

6. Payroll/ AP Warrants: Mr. Kimmel made a motion to pay the warrants totaling $31,328.12, with large bills that include McCullough Crushing (Gravel)): $6,916.00; Gorman Group LLC (Summer Calcium): $4,140.00; BCBS VT (Health Insurance): $3.934.00; Mr. Benson second: 2-0-0

7. Other Proper Business Mr. Kimmel made a motion to approve the appointment of Timothy Gershon to the Planning Commission, Mr. Benson second: 2-0-0.

8. Mr. Kimmel made a motion to adjourn at 9:00 p.m., Mr. Benson second: 2-0-0.

Oct 162019
 

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

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 fueld 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 26 August 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.

Oct 162019
 

Town of Brookfield
Selectboard Meeting
August 26, 2019 at 6:30 P.M.
Town Clerk’s Office
Amended Minutes

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant, Ray Peck (Road Crew Foreman), James Godfrey, Teresa Godfrey, Robert Godfrey, Richard Pecor, Gene Parent, Van Parent, Erik Nielson, Mike Lefebvre, Carl Bushey Jr., Steve Schaeffer, Ron Lovejoy

1.   Call to Order – 6:30 p.m.

2.   Adjustments to
Agenda – None

3.   Public Comment: a group of
residents along Northfield Road raised a series of concerns about various types
of vehicle traffic, speed limits, weight limits, and other issues:

The Public Safety Advisory Committee recommended
posting the road for 35 mph. While the state general speed limit for roads is
50 mph, the Town will need to review steps to revise the current Road Ordinance
to change the speed limit, including posting meeting and warning notices to do
so.In addition, the Town will need to assess how
many signs should be installed along the road.The Orange County Sheriff’s Department (along
with Vermont State Police , the VT Agency of Transportation, and other state
agencies) will also need to be contacted regarding proper steps ensure
appropriate posting and enforcement of speed limits. The Town should also
coordinate with OCSD to have a speed cart placed at various sites to notify
drivers about their travel speeds.The Town has to order additional signs, as we do
not just have them on hand.Weight limits for the roads also need to be
reviewed, along with measures to ensure compliance. While the Town currently
applies the 24,000 lbs. state standard, with the common permit application
process for overweight vehicles, the process and standards for Brookfield roads
need to be reassessed. This issue arises with both agricultural and commercial
vehicles.One particular concern was the transport
activities deriving from the Ridge Road quarry operation and the effect on
Brookfield roads commonly used as routes. Northfield Road appears to be one of
the major routes. The Town will need to consider additional restrictions on
commercial vehicle activities, including stricter weight limits and enforcement
of permit conditions.Landowners along Northfield Road cited instances
and continuing concerns with damage to the road and Right-of-Way, linked to
commercial and agricultural activities. They also reported problems with
sight-lines along the road; the Town will need to consider clearing obstructive
trees within the RoW.Logging trucks and oversized/overwidth vehicles
also pose a problem, particularly when they lack precautions such as warning signs,
flags, or lights.The Board will need to follow up on all these
issues, along with contacting relevant local and State agencies about
appropriate measures and the required process to institute an effective traffic
control system.

4. New Business

A. Highway

Fence on Horner Road: it is a damaged State Highway
fence. This is the second time it is down, so it needs to be fixed/secured. Mr.
Haggett will contact the State to see what the Town can do or if repair is the
State’s responsibility.Mr. Peck will proceed with work on a list of culverts
that need repair/replacement in various locations.Taylor Hill Road: the Board toured the area prior to
the meeting, observing areas where ditching and materials work needs to be done
to improve travel conditions. Mr. Peck will also review and repair potential
drainage issues along the road. The Board will try to set up a meeting with a landowner
in West Brookfield regarding agricultural vehicle activities and potential
issues with road conditions.

A. Letter from Ruth Goodale: Mr. Haggett will talk to the Garden Club to see what they are looking for. If they are requesting money, this item will need to be warned for the next Town Meeting.

B. Computer Server: Mr. Benson made a motion to authorize the expenditure of $600 towards the repair of the Town’s computer server system, Mr. Haggett second; Mr. Benson asked for discussion (none): 3-0-0.

C. Personnel Policy Changes: deferred until next meeting.

6. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $40,355.20 with large bills that include: Global Montello Group Corp (diesel): $15,345.00; Gorman Group, LLC. (chloride): $4,140.00; BCBSVT (healthcare): $3,934.30; White River Valley Ambulance (August Ambulance): $3,596.25; Mr. Kimmel second; Mr. Benson asked for discussion (none): 3-0-0. 

7. Other Proper Business: Mr. Benson reported that he would likely be absent from the next Selectboard Meeting on September 9, 2019; Mr. Haggett and Mr. Kimmel plan to hold the meeting as scheduled.

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

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)

Call to Order – 6:35 p.m.; Mr. Haggett agreed to act as Chair for the meeting, Mr. Kimmel agreed to take minutes.Adjustments to Agenda – None.Public Comment: incorporated in the general discussion regarding Highway – Excess Weight.New Business: A. HighwayExcess 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.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.

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

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

Legal Action

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

Submission of Proposals

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

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

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