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 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
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.

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

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.

 

New Business:
Highway

 

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.

 

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.

 

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.

 

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.

 

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.

 

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.

 

Old Business:

 

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.

 

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.

 

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.

 

Other Proper Business: None

 

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
 

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

Public Comment – None

 

New Business:

 

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.

 

Highway

 

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.

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.

 

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).

 

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.

 

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.
Old Business:

 

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.

 

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

 

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.

 

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.

 

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
 

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

Public Comment – None

 

New Business:

 

Town Meeting Day – Informational Meeting

 

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.

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.
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

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.
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.
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.
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.

 

Highway
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.
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.
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.
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.
Talk about equipment order and how we do not pay for until next fiscal year (happens once every 3 years – rotation).
Old Business:
Approve Minutes of February 18, 2019 meeting: deferred until the next Board meeting.

 

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

 

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

 

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.

 

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

 
 

Feb 052019
 

Town of Brookfield
Selectboard Meeting
January 14, 2019 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes
 
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant, Ray Peck (Road Crew Foreman), Jon Binhammer
 
1. Call to Order – 6:31 p.m.
 
2. Adjustments to Agenda – None.
 
3. Public Comment – None
 
4. New Business:
 
Highway: Certificate of Highway Mileage: Mr. Kimmel to look at the document to see where we are and if it is the same as last year.
Barre Town EMS Contract: Contract set to expire in June of 2019. The amount is going up; they are letting us know ahead of time. Still time to look at the contract and discuss.
Audit Report: The Town received a letter stating that they would be receiving a new version of the audit report. Mr. Benson signed the document concurring.
Assemblage Permit – Ice Harvest: Discussion with Mr. Binhamer regarding event, which will be held January 26. Mr. Peck offered Highway Department help with the event. It was brought up that the snow area needs to be wider and make sure that cars can still travel on the road. Mr. Benson made a motion to approve the Assemblage Permit for the Ice Harvest on January 26, 2019, Mr. Kimmel second: 3-0-0.
Amendment to the Personnel Policy: Mr. Kimmel reviewed it, and found one minor revision and then it should be fine to sign. The rest of the Board signed and Mr. Kimmel will sign once the edit is made.
Other Highway Business
Mr. Peck reported the Witt’s Bridge repair work is essentially done. One of the wing walls is failing and the contractor would like to do the work while there; cost is about $10,000. Need to know what funds or grant might be applied to work on this while the contractor (Parent Construction) is there. The Town can seek reimbursement of up to  to 90% and hold the other 10% until the project is signed off and done. The VT Agency of Natural Resources is satisfied, and the coffer dam is out.
Ray inquired about the Highway Department obtaining a gas card for the 1-ton truck to use as needed for fill-ups.
Old Business:
Approve Minutes of January 2, 2019 meeting.: Mr. Kimmel made a motion to approve the January 2, 2019 Selectboard meeting minutes, Mr. Haggett second: 3-0-0.
Cyber-Security
The Board needs to ensure that adequate funds are budgeted for the issue in the upcoming FY 2019/2020. Costs will depend on equipment, IT services required, and additional fees (such as “cloud” enrollment). Administrative Assistant Kasey Peterson has spent considerable time researching the issue, and is contacting IT providers/consultants for recommendations. Ms. Peterson might also contact other towns t see what approaches they are taking.
 
Drug and Alcohol Policy: Still working on this and the Board needs to discuss more. Mr. Kimmel will distribute the latest version, and the Board will need to review remaining questions (and suggestions from VLCT) with Ms. Peterson while working towards a final draft.
Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $17,836.78, with large bills that include BCBSVT (Insurance): $3,934.30.00; White River Valley Ambulance (Ambulance): $3,596.25; Cargill, Inc. (salt): $2,718.58; Mr. Kimmel second: 3-0-0.
Other Proper Business:
Mr. Kimmel has spoken with a possible candidate for Town Attorney from Barre and is meeting with him next Wednesday.
Mr. Benson mentioned that the Town needs to identify a site that can be used and staffed in case of a general emergency situation. The new fire station in Randolph is an Emergency Center, but each community should designate a place as well. This issue should also be raised at Town Meeting.
Mr. Benson sent out a draft budget to all Board members and asked them to review and comment. The loader is the next piece of major equipment to be replaced in a couple of years and the last payment will be November 18th.
Mr. Benson inquired with Mr. Binhammer (Town Forester) about the impending Emerald Ash Borer invasion, and asked for his thoughts and input regarding it.
Mr. Binhammer needs to submit his Town Forester report for inclusion in the upcoming Town Report.
8.  Mr. Kimmel made a motion to adjourn at 7:53 p.m., Mr. Haggett second: 3-0-0
 
 

Jan 172019
 

Town of Brookfield
Selectboard Meeting
January 2, 2019 at 6:30 P.M.
Town Clerk’s Office
Minutes
 
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant, Ray Peck (Road Crew Foreman) and Public Safety Advisory Committee Members (Lew Stowell, Mike Stoddard)
 

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None.

 

Public Comment – Public Safety Advisory Committee

Mr. Stowell provided a copy of the PSAC 2018 Report to the Board Members. He proceeded to go through each item as follows:
 

Orange County Sheriff’s Department Contract: PSAC suggests increasing the number of hours covered, as each time the rate goes up it produces less hours.
Right-of-Way Dispute at 2141 Stone Road: the speed limit may need to be adjusted, and more patrols would help. The centerline of the road needs to be identified, which will provide the basis for moving forward with determining the Town’s right-of-way. PSAC is willing to discuss the issue at Town Meeting 2019.
Emerald Ash Borer Threat: although the pest has not been positively identified in Brookfield yet, Orange County has a quarantine on moving anything ash-related out of the county unless chipped. The Committee would like the Town to be pro-active and deal with removing ash trees in the Town’s ROW before the problem reaches crisis level. Mr. Stowell will contact GMP/Washington Electric to see how they work with Towns as some of their lines are in the ROW where the Town would need to remove trees. PSAC’s report to the Selectboard provided additional observations and recommendations regarding the issue.
Kate Forrer (UVM Extension) offered further information and would be willing to advise the Town on the ash borer issue. She suggested posting information and notices on the Town’s website, along with discussing it at Town Meeting, which could be included on the warning for the upcoming meeting.
Reflective E-911 House Number Signs Project: looking to order more for other Town residents that did not receive one in the first round. Mr. Benson suggested that there be a display/sign-up sheet at Town Meeting to see who would like one or not.
Increasing Parking in Pond Village: tabled until Spring 2019 when conditions would allow on-site assessment of potential areas.
Speed Zone Change in East Brookfield: some residents indicated they would like to see the speed limit reduced on VT Route 14 through the village. Mr. Benson asked that the residents prepare a petition with the request, to help indicate the level of interest. The Board then can send a formal request/inquiry to the State to perform the requisite study.

 

New Business:

 

Highway

Lavender Road: Mr. Peck Ray took a look at the property where the complaint arose. There is a plow swath, but not as large as asserted. The Town will assess the site conditions in the Spring and do repairs.

 

Loss Control Follow-Up: Mr. Peck will review the list with Administrative Assistant Kasey Peterson. He needs to identify what actions are complete, issues we are currently working on, and if anything else still needs to be addressed.

Highway Budget

Mr. Peck identified items that could use additional funding, including unexpected repairs, sand, and chloride.
The Board discussed possible Highway Department building improvements, such as the shed and extending the garage.
There is a question as to whether the water supply at the garage is potable: the water should be tested, and if there are problems, figure out an appropriate and cost-effective response.
Mr. Peck will also look into the cost of a new standing seam roof for the garage.
Mr. Benson asked Mr. Peck to prepare a sketch/plan depicting potential improvements at the garage site.
The Board will likely ask the Town to approve a capital plan/budget for setting aside funds for long-term projects. One proposal might be for the Town to set aside existing remaining Buildings/Ground money, adding $25,000 to the upcoming fiscal year (2019/2020) plan, and then continuing to accrue funds over the next several years.

Mr. Peck also would like to take care of radio and repeater issues, and is researching equipment and pricing.
The Road Crew is rationing sand as best they can, but the continuing storms this year and repeated ice have taken a toll on the sand/chloride supplies.

Personnel Issue (possible executive session): Mr. Benson made a motion to leave the Regular Board Meeting and go into Executive Session at 7:51 p.m., Mr. Kimmel second: 3-0-0. The Board came out of the session at 8:06 p.m.

 

Vermont Appraisal Company: the company submitted a proposal and contract for the Town-wide reappraisal, which would start July 1, 2020. Mr. Benson made a motion to accept the proposal from VAC, pending review and approval by the Town’s Listers; Mr. Kimmel second: 3-0-0.

NEMRC and Dominion Tech: the Board, with the help of Ms. Peterson, is continuing to investigate approaches to improving computer and data security for the Town.

 

2018 Equalization Report: the State Department of Taxes issued its 2018 Equalization Study results for Brookfield. The Common Level of Appraisal is 107.25%, and the Coefficient of Dispersion s 15.09%. The report is posted at the Town Clerk’s Office.

 
 

Old Business:

Approve Minutes of November 26, 2018 meeting: Mr. Kimmel made a motion to approve the November 26, 2018 Selectboard meeting minutes, Mr. Benson second: 3-0-0.
Approve Minutes of December 10, 2018 meeting: Mr. Benson made a motion to approve the December 10, 2018 Selectboard meeting minutes, Mr. Haggett second: 3-0-0.

 

Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $40,578.39 with large bills that include: VLCT PACIF (PACIF Insurance): $28,807.00; BCBSVT (insurance): $3,934.30; NEMRC (annual agreement): $1,418.26. Mr. Kimmel second: 3-0-0.

 

Other Proper Business:

Mr. Benson asked about the Town Attorney Search. Mr. Haggett sent an e-mail regarding a possible candidate to Mr. Kimmel who will contact and chat with him.
Mr. Benson mentioned a target date for a lunch with Town Employees (Town Clerk Teresa Godfrey, Ms. Peterson, Road Crew employees, and Town Librarian Laura Rochat): preferably in mid- to late-January, and subject to weather conditions. Likely we can firm up dates at the next Board meeting.
Mr. Kimmel discussed a recommendation from the Chair of the Planning Commission, Mardee Sanchez, for a new member. Mr. Kimmel made a motion to appoint Jon Jickling to the Brookfield Planning Commission, Mr. Haggett second: 3-0-0.
Auditors Report: has been submitted and the Board is reviewing it.
Mr. Benson mentioned that he will continue to work with Mr. Peck on the Town’s capital plan for Highway expenditures, which will be reflected in the upcoming budget and Town Report.
Mr. Haggett mentioned that the December Solid Waste Meeting did not happen, as the Town Manager for Randolph was unavailable. The meeting has been rescheduled to January 16, 2019.

 

Mr. Kimmel made a motion to adjourn at 9:00 p.m., Mr. Haggett second: 3-0-0.