Nov 192020
 

Town of Brookfield
Selectboard Meeting
Town Clerk’s Office
23 November 2020 at 6:30 PM
AGENDA

A. Call To Order

B. Adjustments to Agenda

C. Public Comments

D. New Business
1. Covid Guideline
2. Cloud based NEMRC
3. MVP Health Care premiums
4. Notice of Heavy Cut – Twombley and Benedict Property – FYI only

E. Highway
1. Highway Report
2. Mutual Aid Templates – Covid
2. Wage paperwork and Interim Foreman Compensation
3. Highway Laptop replacement
4. MRGP Amendment Form

F. Old Business

G. Approve Minutes from the 9 November 2020 Meeting

H. Payroll and AP Warrants

I. Other Proper Business

J. Adjournment

Nov 182020
 

 
Remote Public Meetings
All public body meetings for the Town of Brookfield will be conducted remotely via electronic means for the duration of Governor Scott’s State of Emergency declaration. Whenever feasible, the public will also be able to access and participate in the remote meetings by dialing in through telephone.
Accessing a Meeting
Please refer to each public body’s notice and agenda for information on how to access a remote meeting. Please note that whether you join by telephone, computer, or device, you may be put on hold or in a waiting “room” until granted access to the meeting. You also may be muted or restricted from using any chat function until the public comment portion of the meeting.
Participation
All meetings will be conducted in accordance with the respective “Rules of Procedure” of each public body, to the extent practicable. The public body will follow its agenda and allow public attendees to participate through voice (audio) means where feasible or alternatively using any chat function during the designated public comment periods on the agenda and at other applicable times as needed.
Initially, the meeting’s host/organizer will mute all participants that are not members of the public body. This is necessary to control background noise. The host/organizer will then unmute participants or allow participants to unmute themselves when invited to speak by the Chair of the public body.
Please review the following guidelines:
The Chair will invite comment:
o during the time designated on the agenda for public comment;
o after the public body discusses each agenda item;
o before the public body takes action;
o during any open public comment period, if applicable; and
o other times as determined by the public body.
When a participant/attendee is unmuted, they must state their name before commenting.
If the public body successfully moves to enter an executive session, the meeting’s host/organizer will then place everyone that is not part of the executive session on hold or a virtual waiting “room.” This will prevent attendees from hearing or participating in the meeting during the duration of the executive session. When the public body exits executive session, the host/organizer will then grant access back to the remote meeting.
When the public body adjourns the meeting, the host/organizer will end the electronic meeting by turning off/closing the remote meeting software. Attendees will be automatically disconnected.
Minutes and other public records that were part of the meeting will be made available in accordance with VT’s Open Meeting and Public Records Laws.
To learn more about Remote Public Meetings and the Open Meeting Law, please visit the Secretary of State’s Municipal Assistance webpage at:
https://sos.vermont.gov/municipal-division/laws-resources/covid-19-response/

Nov 162020
 

Town of Brookfield
Selectboard Meeting
Town Clerk’s Office
9 November 2020 at 6:30 p.m.
Those Present: John Benson, Chair; Jeff Kimmel, Board Member; Dennis LaRocque,
Board Member; Tim Higgins, Road Crew Foreman; and Betty Lord, Secretary
A. Call to Order: the meeting was called to order by Mr. Benson at 6:32 p.m.
B. Adjustments to the Agenda: none
C. Public Comments: none
D. Audit Report: the Board reviewed the Town financial report prepared by Fothergill, Segale & Valley dated June 30, 2019. Mr. Benson made a motion to accept the report as presented. Mr. Kimmel seconded and the report was accepted unanimously.
E. Highway
1. Highway Report: Mr. Higgins reported the Road Crew has been busy clearing ditches and preparing the roads for winter. He also asked for a clarification on a number of roads as to their classification and maintenance.
2. Highway Department Debit Card: Mr. Higgins was advised to talk with Ms. Peterson in the Town Clerk’s Office to arrange for a debit card to be used mainly for the purchase of gasoline.
3. Highway Department Phone: Mr. Higgins was advised to arrange for a phone for his use in Town business. The phone should include access to weather reports and have a camera.
F. Old Business
LEMP Adoption Form: the Board members signed the adoption form for the Local Emergency Management Plan for the Town which had previously been updated by Mr. Richard Doolan, Director of Emergency Management for Brookfield, and approved by the Board.
The Board signed off on a utility license/work permit for Washington Electric Cooperative Inc. for activities on Old Cross Road. ECFiber has requested approval for a utility license for previous work on East Street. A West Street site is also under review for a utility license for previous work.
G. Approval of the Minutes from the 26 October 2020 Meeting: Mr. Kimmel made a motion to accept the minutes as presented. Mr. LaRocque seconded and the minutes were approved as presented.
H. Payroll and AP Warrants
Mr. LaRocque moved to accept the Accounts Payable Warrants in the amount of $15,439.58 with the largest amount being payable to BCBS/VT in the amount of $8,819.83. Mr. Kimmel seconded the motion which was unanimously approved
I. Other Proper Business
Mr. Benson made a motion to appoint Mr. LaRocque, on a temporary basis, to work with the Brookfield Board of Adjustment to help with the workload of that Board. Mr. Kimmel seconded the motion which was unanimously approved.
Mr. Higgins was asked to contact the Town of Randolph to find out what they are paying for sand; the Board is investigating fair market rates for sand as part of planning for a potential sand pit operation at the Sprague Farm. Mr. Higgins was also asked to get a cost estimate for clearing an acre of land at the proposed Sprague pit and then recovering it after the sand is harvested.
J. There being no other business to come before the Board the meeting was unanimously adjourned at 7:56 p.m.

Nov 052020
 

 
Town of Brookfield
Selectboard Meeting
Town Clerk’s Office
26 October 2020 at 6:30 PM
AGENDA
A. Call To Order
B. Adjustments to Agenda
C. Public Comments
D. New Business
Audit report
E. Highway
1. Highway Report
2. Highway Dept. Credit Card
3. Highway Dept Phone
F. Old Business
1. LEMP Adoption form
G. Approve Minutes from the 26 October 2020 Meeting
H. Payroll and AP Warrants
I. Other Proper Business
J. Adjournment

Oct 292020
 

Minutes of the Meeting of
TOWN OF BROOKFIELD
SELECTBOARD
Town Clerk’s Office
October 26, 2020
THOSE PRESENT: John Benson, Chair; Dennis LaRocque, Board Member; Tim Higgins, Road Crew Foreman; Betty Lord, Secretary
A. CALL TO ORDER: Mr. Benson called the meeting to order at 6:36 p.m.
B. ADJUSTMENTS TO THE AGENDA: None
C: PUBLIC COMMENTS: None
D. NEW BUSINESS: None
E. HIGHWAY:
1. Access Permit – Mace: Mr. Benson made a motion to approve the access permit for Aaron Mace as noted. Mr. LaRocque seconded and the motion carried unanimously.
2. Aubuchon Credit Application – The Board approved the credit application as presented.
3. The new Road Crew Foreman, Mr. Higgins, reported his first week at work was positive. He met with some of the Town’s people and talked with them about various issues. Mr. Benson asked Mr. Higgins to start taking inventory of the equipment and materials at the Town Garage and to start putting together some numbers for purchases that need to be made in anticipation of the up-coming FY 2021/2022 budget. Mr. Higgins reported the road crew has been doing repairs and maintenance on the trucks and equipment in preparation for winter activities.
F. OLD BUSINESS:
Mr. Higgins was asked to follow up to determine where Randolph and other nearby towns are getting their sand and what they are paying for it. Mr. Benson will talk with Mr. Keith Sprague to discuss the draft lease agreement that has been drawn up between the Town and Mr. Sprague regarding a proposed Sand Pit. The draft lease agreement will be sent to the Town’s attorney for review.
G. APPROVAL OF MINUTES OF 12 OCTOBER, 2020: Mr. Benson made a motion to approve the minutes of the meeting of October 12, 2020. Mr. LaRocque seconded the motion and it was unanimously approved.
H. PAYROLL AND A.P. WARRANTS: Mr. LaRocque made a motion to accept the Accounts Payable Warrants in the amount of $19,652.90, with the largest payment being made to Evans Group for diesel fuel in the amount of $10,982.25. Mr. Benson seconded the motion and it carried unanimously.
I. OTHER PROPER BUSINESS: None
J. ADJOURNMENT: There being no further business to come before the Board, Mr. LaRocque moved for adjournment. Mr. Benson seconded the motion and the meeting was unanimously adjourned at 7:18 p.m.
Respectfully submitted,
Betty Lord

Oct 262020
 

Minutes of the Meeting of
TOWN OF BROOKFIELD
SELECTBOARD
Town Clerk’s Office
October 12, 2020
THOSE PRESENT: John Benson, Chair; Jeff Kimmel, Dennis LaRocque, Board members, Tim Higgins, Rob Wheatley, Scott Brock, Chris Bunt, Lew Stowell, Richard Doolan, Theresa Godfrey, Town Clerk; and Betty Lord, Secretary
A. CALL TO ORDER: The Chair, Mr. Benson called the meeting to order at 6:33.
B. ADJUSTMENTS TO THE AGENDA: None
C. PUBLIC COMMENTS: Mr. Scott Brock appeared before the Board to ask his name be corrected in the minutes of September 14, 2020. His main purpose in appearing was to request that he be considered as a member on the Board of Adjustment. He agreed that he had read the by-laws of the Board. Mr. Benson made a motion to accept Mr. Brock as the fifth member of the Board of Adjustment. Mr. Kimmel seconded the motion and Mr. Brock was unanimously elected as a member of the Board of Adjustment.
D. NEW BUSINESS:
1. FY19 Audit. Ms. Theresa Godfrey, Town Clerk, reported to the Board that the paper work of the audit for 2019 was completed by the auditors after July 1st; therefore, the changes to the audit have to be put in the beginning of the 2020 audit. Payment for the 2019 audit will have to come out of the 2020 budget. Mr. Benson moved to accept these terms of a letter from the auditor, Mr. Kimmel seconded and the motion was unanimously approved.
2. Local Emergency Plan Update. Mr. Richard Doolan, Director of the Emergency Management Plan of the Town of Brookfield appeared before the Board to present changes he had made to the EMP. A copy of these changes is attached and have been made a part of these minutes. Mr. Benson introduced Mr. Lew Stowell to Mr. Doolan and stated that Mr. Stowell had considerable training in emergency management and might be of help to the committee. Mr. Benson moved to accept the emergency plan as outlined by Mr. Doolan. Mr Kimmel seconded the motion which carried unanimously.
3. Public Safety Committee – Lee Stowell appeared before the Board to present a status report from the Brookfield Public Safely Advisory Committee. He reported there were fourteen roads in town with speed limits. He stated there was $6,500 in the budget that has not been used to-date. He suggested that $4,000 of the budget line item could be used to replace destroyed or stolen signs now and the additional monies be used in May to replace those destroyed over the winter. Mr. Rob Wheatley reported there are quite a few signs in the Town Garage but that many of the signs are also missing posts. Mr. Benson asked that a plan be made to include what is needed in the way of traffic signs, what is on hand, what is needed to be purchased, and the costs of what is needed to get the post in the ground. Mr. Wheatley said it would be more cost effective to rent the equipment for the post holes rather than buying it. Mr. Benson also said replacing signs that still have poles should not be a problem, but for those requiring poles, the road crew is busy preparing for winter and those signs may have to wait for installation.
Mr. Stowell also discussed the over-weight permit processing procedure. A copy of the report for (1) Traffic Sign Recommendations and (2) for Vehicle Over-weight Permit Processing Procedures is attached and made a part of these minutes.
Mr. Stowell also reported that although the threat of the Emerald Ash Bore is still prevalent, the COVID-19 pandemic has caused most efforts to be put aside this year. The Lure/Bait kits and the traps have been stored and there are plans for a more concentrated effort in 2021.
Mr. Stowell asked that a No Parking sign be placed at the turn-around on his property as people are parking in the space making it impossible to use the turn-around . He also talked about the contract that is made with the Sheriff’s Department. Mr. Benson said the contract was coming up again in the spring and he suggested that Mr. Stowell talk with the Sheriff or his second-in-command to discuss the fee schedule to see if an increase in the contract might be necessary or to ascertain that the Town is already getting the services set out in the present contract.
E. Highway – Mr. Rob Wheatley reported the East Hill grant has been paid off. The grant requires that photographs before and after the completed project be taken.
Mr. Aaron Mace on West Street is seeking to install a driveway. Mr. Wheatley will get in touch with him to start the process.
Bear Hill Road Culvert – Mr. Chris Bunt of the State of Vermont, Agency of Transportation attended the meeting to discuss ways in which the culvert on Bear Hill might be repaired. After much discussion, Mr,. Benson asked Mr. Bunt to prepare a report of the costs for having the State do the pilings, what the other costs and the timing of the project would be.
The Board approved two license agreements for ECFiber installations within the Town right of way: one is for Old Cross Road and the other is for Bear Hill Road. Mr. Benson made a motion to approve the license agreements. Mr. Kimmel seconded the motion and it was carried unanimously. Copies of both license agreements are to be held at the Town Garage and the Town Clerk’s office.
Washington Electric. A utility pole has been installed on Old Cross Road by Washington Electric. Mr. Benson stated they will be held to the same provisions as those of ECFiber, i.e., if the Town needs to have the pole moved for any reason, Washington Electric will move it and be responsible for the cost. Mr. Kimmel made a motion that it is the condition of this license that after working within the highway ROW, Washington Electric shall restore the surface of the highway ROW to its present condition, including removal of tree stump remnants created during the course of the construction . Once the utility is installed, Washington Electric shall install and maintain at the edge of the ROW on both sides of each underground line road crossing, permanent markers with the words “Underground Utility” on them denoting the utility crossing location. Mr. LaRoque seconded the motion and it carried unanimously.
Mr. Benson presented to the other members of the Board a draft of a lease agreement for the sand pit project. He asked Mr. Kimmel and Mr. LaRoque to review the draft and after any changes to forward a copy to the Town’s attorney.
Executive Session: Mr. Kimball moved that the Board go into Executive Session to discuss personnel matters at 8:30 pm. Mr. LaRoque seconded the motion. At 8:48 the Board voted unanimously to come out of Executive Session.
F. Old Business
1. Amendments to the 14 September Meeting Minutes The secretary was asked to
make the necessary adjustments of changing Mr. Brock’s first name to Scott.
2. Approve Minutes of the September 28 Minutes. Mr. Kimmel made a motion to accept the Town of Brookfield, Selectboard minutes of September 28, 2020 as presented. Mr. Benson seconded the motion and the minutes were approved unanimously.
G. Payroll and AP Warrants. Mr. LaRoque moved to accept the Payroll and Accounts Payable Warrants in the amount of $13,913.70 with the largest payment being to Gorman Group in the amount of $4,107.80. Mr. Benson seconded and the motion was unanimously approved.
H. Other Proper Business. Mr. LaRoque reminded everyone the Garage Committee would be holding an Open House at the Town Garage for the General Public on Saturday, October 17, 2020.
There being no further business to come before the Board, Mr. LaRoque moved for adjournment. Mr. Kimmel seconded the motion and the meeting was adjourned by unanimous vote at 9:10 pm.
Respectfully submitted,
Betty Lord, Secretary

Oct 212020
 

Town of Brookfield
Selectboard Meeting
Town Clerk’s Office
26 October 2020 at 6:30 PM
AGENDA
A. Call To Order
B. Adjustments to Agenda
C. Public Comments
D. New Business
E. Highway
1. Access Permit – Mace
2. Aubuchon Credit Application
F. Old Business
G. Approve Minutes from the 12 October 2020 Meeting
H. Payroll and AP Warrants
I. Other Proper Business
J. Adjournment

Oct 082020
 

Town of Brookfield
Selectboard Meeting
Town Clerk’s Office
12 Octoberr 2020 at 6:30 PM
AGENDA
A. Call To Order
B. Adjustments to Agenda
C. Public Comments
D. New Business
1. Fy19 Audit
2. Local Emergency Plan Update
3. Public Safety Committee – Lee Stowell
E. Highway
1. Highway Report
2. BC1818 – Bear Hill Road Culvert – VTrans Representative may attend
3. Washington Electric Permits
3. East Hill Road Grant BR0650
4. Twin Pond Road Grant – please sign
5. Employee Performance Review – Robert Wheatley
F. Old Business
1. Amendments to the 14 September Meeting Minutes
G. Approve Minutes from the 28 September 2020 Meeting
H. Payroll and AP Warrants
I. Other Proper Business
J. Adjournment

Oct 082020
 

Minutes of the Meeting of
TOWN OF BROOKFIELD SELECTBOARD
Town Clerk’s Office
September 28, 2020
THOSE PRESENT: John Benson, Chair; Jeff Kimmel, Dennis LaRocque, Richard Doolen, Will White, Tim Higgins, Rob Wheatley
A. CALL TO ORDER: The Chair, John Benson called the meeting to order at 6:34 p.m.
B. ADJUSTMENTS TO THE AGENDA: None
C: PUBLIC COMMENTS: Mr. Will White came before the Board providing an update on ECFiber’s plan to bring service to his home. He stated that it is possible a pending grant that could benefit Old Cross Road would end before the service poles could be installed. Mr. White asked if there was not enough time to get the poles in, if the Board would approved putting approximately 650 ft of line under the road. Mr. Benson stated that the Town would prefer poles but running the lines along the side of the road in conduit with ECFiber paying the $3,000 cost would be acceptable. He also stated that if there is an open cut, there should be a warning posted. The same conditions would continue to apply as when the project was first approved. ECFiber will have full responsibility and no cost to the Town. If the Town should need to move the lines in the future, it will be done at no cost to the Town.
Mr. Benson also asked that a folder be developed outlining all of these requirements and kept at the Town garage. The license agreement should be the same as the one used for a prior East Street project. Mr. Benson made a motion that the Board approve the lines being put completely underground, but that poles would be preferred if they can be installed before having to forfeit the grant. Mr, Kimmel seconded the motion and it was approved unanimously.
D. NEW BUSINESS:
1. Mr. Richard Doolen appeared before the Board to request that he be appointed Director of Emergency Management for the Town of Brookfield Mr. Doolen is currently working in a similar capacity for the towns of Randolph and Braintree. Mr. Benson stated he had held the position for years as Chief of the Fire Department. Mr. Benson said he would endorse Mr. Doolan as this position needs to be filled. Mr. LaRocque moved to accept the appointment of Mr. Doolen as Director of Emergency Management. Mr. Kimmel seconded and the motions was unanimously approved. Mr. Kimmel was asked to forward Mr. Doolan a copy of the current Emergency Preparedness Plan.
2. Life Insurance: Topic tabled until the planning of the 2021 budget.
E. Highway
1. TA-66 and TA 65 for the Ridge Road Grant— The Board members signed these two forms for the grant from the State of Vermont Agency of Transportation in the total amount of $212,556.40 for the paving of the Ridge Road.
2. Tucker invoice—This invoice represented 56 yards of 1-1/4 plant mix and 28 yards of dense graded. Mr. LaRocque made a motion to accept the invoice as is was presented by Tucker. Mr. Kimmel seconded and the motion was unanimously approved.
3. Time Clock- The question before the Board was whether or not to have a time clock installed at the Town Garage. Mr. Higgins, who will be the new Road Foreman, favors a software system for time keeping. He said it makes payroll much easier as well being advantageous when planning a budget. The Board unanimously agreed with the idea of looking into software for time keeping and asked Mr. Higgins to check out software programs.
Mr. Rob Wheatley, Interim Road Foreman, reported they are finished with the project on East Hill. He has called Summit to get an estimate for seeding the area. Mr. Kimmel was asked to check with Mrs. Peterson at the Town Clerk’s Office, to ascertain how much of the grant has been used. Mr. Wheatley stated the last invoice has been received from Stanley Wheatley and there will be no more invoices for materials. The only expense left on the project is for the hydro seeds. Mr. Rob Wheatley will present Mrs. Peterson with records of time spent and materials used to put against the grant. If a final inspection is required to satisfy the grant, the inspection should be arranged for two weeks out, in order for to allow time for the seeding. Mr. Wheatley also reported that the final grading of roads will be done soon, followed by ditch digging before winter. Mr. Wheatley reported they had repaired a washout at Kibbee Road and Kibbee Road Extension and repaired a driveway.
Mr LaRocque made a motion to accept the application of Ms. Pat Mercier to move her driveway with notations as provided by the Mr. Wheatley, Interim Road Foreman. Mr. Kimmel seconded and the motion was unanimously approved.
The Twin Pond Road culvert has been repaired.
Mr. Benson asked Mr. Higgins to do a report on Sprague sand pit, the proposed new sand source. One question arose about what will it cost to get a crusher to crush 5,000 yards a year for three years and a bulldozer to come in and strip the site about 1-1/2 acres each year and then re-cover the site? This will put the Town in a good position for next summer and this information will also be needed to plan the budget.
F. Old Business
1. Personnel Policy—The Personnel Policy has now been updated. Mr. Benson suggested one edit: ”fulltime employee is defined as working 32 hours” as opposed to the previous 40 hours. Mr. Kimmel seconded and the motion was carried unanimously.
2. Local Hazard Emergency Plan Grant—Mr. Benson reported that he had met with two people from Two Rivers-Ottauquechee Regional Commission who offered input in the writing of the last Emergency Plan. The grant is for $10,150 with the Town paying $2,500. Mr. Kimmel will get in touch with Ms. Gwynn Zakov, Chair of the Planning Commission, to inform her of the need to update the plan. Mr. Benson noted that the Commission has 12 months to update the plan and that not much has changed since the last update. He asked Mr. Kimmel to send copies of the present plan to Mr. LaRocque, Mr. Benson, and Ms. Zakov.
H. PAYROLL AND AP WARRANTS —Mr. LaRocque moved to accept the accounts payable report for a total of $28,140.55 with the largest expense being Caterpillar Financial Services for $19,753.91. Mr. Kimmel seconded and the motion was unanimously approved.
At 8:20 p.m. the Board went into executive session regarding a personnel review. At 8:24 Mr. Benson moved to come out of executive session. Mr. LaRocque seconded and the motion carried.
I. OTHER PROPER BUSINESS- Mr. Benson stated that he would complete an employment agreement for Mr. Tim Higgins, new Road Foreman, which would include the terms that were discussed at his interview and hiring.
Mr. Benson will also prepare a draft lease agreement for the proposed Sprague sand pit. Mr LaRocque said that he met with the Garage Committee on Tuesday, September 22 to discuss various objectives. There will be an Open House at the Town Garage on Saturday, October 17, 2020; the purpose of which is to acquaint the public with the equipment that is necessary to keep the roads of Brookfield in proper shape and to meet the new Road Crew Foreman.
ADJOURNMENT —There being no further business to come before the Board, the meeting was adjourned at 8:34 p.m.

Sep 242020
 

Town of Brookfield
Selectboard Meeting
Town Clerk’s Office
28 September 2020 at 6:30 PM
AGENDA
A. Call To Order
B. Adjustments to Agenda
C. Public Comments
D. New Business
1. Richard Doolen – request to be Emergency Management Director
2. Life Insurance
E. Highway
1. TA – 66 and TA – 65 for the Ridge Road Grant – please sign
2. Tucker Bill
3. Time clock
F. Old Business
1. Personnel Policy
2. Local Hazard Emergency Plan Grant – Contractor or volunteer
G. Approve Minutes from the 14 September 2020 Meeting
H. Payroll and AP Warrants
I. Other Proper Business
J. Adjournment