Brookfield, Vermont

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

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

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

Public Present: Stan and Sharon Wheatley

Call to Order – 6:33 p.m. Adjustments to Agenda – NonePublic Comment: Mr. & Mrs. Wheatley inquired about the status of their request for a zoning variance. Mr. Kimmel reported that he has received their information and is working on it, along with reviewing pertinent requirements regarding variances. Mrs. Wheatley asked about the length of the process, including timing for a hearing. Mr. Kimmel will get back to them on whether a hearing is needed and possible dates to do so. In addition, the Wheatleys indicated there may be adjustments to the proposal, so another site visit may be necessary. Mr. Kimmel thanked them for their patience.New Business: A. Variance Permit Request – Wheatley: see above. B. Highway

1. Ridge Road Paving – Pike Construction

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

2. Obstructions/Snow in Public Roads

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

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

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

E. Other Highway Business

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

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

6. Payroll/AP Warrants:

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

B. AP and Payroll Warrants

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

7. Other Proper Business:

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

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

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.

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.

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.