Selectboard Meeting Minutes 25 February 2019

 Selectboard, Selectboard Meeting Minutes
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.

 
 

Selectboard Meeting Minutes 11 January 2019

 Selectboard Meeting Minutes
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
 
 

Selectboard Meeting Minutes 2 January 2019

 Selectboard, Selectboard Meeting Minutes
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.

 
 

Selectboard Meeting Minutes 10 December 2019

 Selectboard, Selectboard Meeting Minutes
Jan 072019
 

Town of Brookfield
Selectboard Meeting
December 10, 2018 at 6:30 P.M.
Town Clerk’s Office
Minutes
 
Present: John Benson (Chair), Cory Haggett, Dawn Conant, Ray Peck (Road Crew Foreman)
 

Call to Order – 6:33 p.m.

 

Adjustments to Agenda – None

 

Public Comment – None

 

New Business:

 

Highway

 

Depositing Snow on Public Roads – Letters/Notices

 

Peck asked if the Road Crew could have letters in the trucks so they could hand them to people putting snow in the roads. Mr. Benson suggested that the crew write down the information (date/time, address), take a photo if possible, and give information to Administrative Assistant Kasey Peterson so she could send a letter to individuals.
Benson to have Ms. Peterson draft a letter for the Board to approve.

 

Brassard Property

 

Larry Brassard reported he thought things had been resolved last year. He just wants the plow/Town Crew to follow the road, as they do up the road and in other places. Mr. Brassard showed Mr. Benson the map and where the 1 foot lawn markers are. Just wants the plow to follow the road and avoid the mailbox.
Peck had photos he took the other day, which he showed to the Board members.
The Town will go out in the spring and take a look and fix any damage that needs to be addressed.
Peck will ask the Crew to review their plowing practices and focus on efficient approaches to removing snow from the road.
Haggett inquired about how the Crew determines where the road border ends.
The Board will anticipate further reports on the issue and resolution.
Haggett asked Mr. Brassard if there was still a waterline issue: he said he checked the measurements and everything should be fine.

 

New Time Sheets: Mr. Peck commented that it was the first he had heard anything about a new time sheet; he will coordinate with Ms. Peterson to present the new version to the staff for use.

 

Other Highway Business

 

Benson made a motion to go into Executive Session at 6:49 p.m., Mr. Haggett second: 2-0-0. The Board came out of session at 6:56 p.m.
Gillespie Fuels to supply fuel if the price is right for the Town.
Benson mentioned to Mr. Peck that the Board is looking for budget information in preparation for Town Report and FY 2019/2020. This will include reviewing the prior year information and determining if there are additional items to consider.
The Board also wants Mr. Peck’s thoughts on salary vs. hourly payment as it relates to the Foreman position.
The Capital Plan will also need to be reviewed and adjusted to include any items for the next fiscal year.

 

Move the Meeting from Christmas Eve: Mr. Benson and Mr. Haggett agreed to move the next Selectboard Meeting from December 24, 2018 to Wednesday, January 2, 2019.

 

Ridge Road Letter

 

The Town received the bill from the Orange County Sheriff’s Department for the service/delivery of a letter to a Ridge Road property’s owners. Benson is not sure if the paperwork has been served to both the South Carolina and Ridge Road addresses. Mr. Benson will inquire with Town Clerk Teresa Godfrey. The letter sets a December 15 deadline for trash removal activity; if the letter has not yet been served, the deadline date will be moved to December 22.
Haggett made a motion that if the papers have not been served to have the time line date of December 15th changed to December 22nd and if they have been sent to either address, keep the date December 15th, Mr. Benson second: 2-0-0.

 

Ambulance Budget: Mr. Benson to talk with Ms. Godfrey about having the ambulance budget sent and make sure it indicates any corrections.

 

Valley View Drive: letter to Zoning Administrator Stuart Edson: the Board of Adjustment will be reviewing the correspondence as part of the appeal hearing regarding the subject property.

 

Old Business: Approve Minutes of November 26, 2018 meeting: moved to next meeting when Mr. Kimmel is present.

 

Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $56,340.46 with large bills that include: Evans Group (diesel fuel): $15,252.97; White River Valley Ambulance (ambulance services): $7,535.00; Lowell McLeods, Inc. (truck chains): $5,650.00; R. E. Tucker (road reconstruction): $4,341.00. Mr. Benson second: 2-0-0.

 

Other Proper Business:

 

Haggett mentioned that a Mountain Alliance Solid Waste meeting is scheduled for Wednesday, December 12, which will include setting the budget and producing information that will go into the Town Report. One other item for consideration is the status of incorporating into the Mountain Solid Waste District.
Benson to update/replace the numbers. Budget is $1,000, but will probably go up to $2,000 to $2,500 (estimate).

 
 

Mr. Haggett made a motion to adjourn at 7:36 p.m., Mr. Benson second: 2-0-0.

 
 

Selctboard Meeting Minutes 12 November 2018

 Selectboard, Selectboard Meeting Minutes
Dec 062018
 

Town of Brookfield
Selectboard Meeting
November 12, 2018 at 6:30 P.M.
Town Clerk’s Office
Minutes
 
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Ray Peck (Road Crew Foreman), Curtis Koren, Jon Binhammer, Teresa Godfrey
 

Call to Order – 6:32 p.m.

 

Adjustments to Agenda: the Board shifted consideration of Village Designation and Highway issues to initial items. Mr. Binhammer will also be invited to speak earlier in the meeting.

 

Public Comment – None

 

New Business:

 

Village Designation: Curtis Koren reported that a group of Brookfield residents had completed work on an application to have Pond Village regain eligibility as a Designated Village Center under the state program offered by the Agency of Commerce & Community Development, Department of Housing and Community Development. On motion of Mr. Haggett, Mr. Benson second, the Board unanimously approved the application and asked Ms. Koren to submit it. On motion of Mr. Haggett, Mr. Benson second, the Board also voted unanimously to approve Teresa Godfrey as Town Representative on the Village Designation project. The Board also thanked Ted Elzey for his participation in the project.
Highway

 

Witts Bridge Road repairs: Mr. Peck reported that he had requested bids from several contractors and had heard back from a couple of them. He commented that the work descriptions were comparable, but with differing pricing. Mr. Benson said that the Board and Highway Department should determine which proposal is most attractive, and then run it past the appropriate state officials to ensure that the project is eligible for grant funding. The Board and Mr. Peck agreed that, while we need to get the project underway as soon as possible, we need to clarify the Town’s responsibility for expenses. Ms. Godfrey (Town Treasurer) noted that there are funds available through a Town CD that is coming to maturity; Mr. Benson indicated that the Town will be responsible for projects costs, but will be reimbursed subsequently.
Bear Hill Road drainage/culvert project – request for extension of time: Mr. Haggett made a motion that the Board sign a request to the state for an extension to December 16, 2019 to complete the work; Mr. Benson second: 3-0-0.
Annual Financial Plan: Mr. Benson will review the plan with Administrative Assistant Kasey Peterson, and then submit it to the state Agency of Transportation.
Peck reported on Highway Department preparations for a looming snow storm.

 

Binhammer inquired about the appropriate approach for creating a Town Conservation Committee, which would act as an advisory committee to the Selectboard and possibly the Planning Commission. After discussion, it was suggested that he draft an article for the upcoming Town Report/Meeting Warning proposing the creation of a committee.
Town Health Officer:
Ridge Road property: Ms. Godfrey reported that Starr Strong (Health Officer) had visited the property and asked the residents about their plans to address the trash problem. They indicated that they thought their property taxes covered removal services, which Mr. Benson commented was not true for either Vermont or Brookfield. Dan Mason (Town Constable) had previously visited the property, and was going to follow up. Mr. Haggett observed that the state Agency of Natural Resources is unlikely to become involved unless the site poses a nuisance, such as attracting vermin and other wildlife. There is also a possibility that the Town will end up filing a formal legal action, with the concurrence of the Health Officer, to spur a remedy at the property.
Strong’s term is up at the end of the month; Mr. Benson will contact her to see if she is willing to continue her service.

 

Town Attorney: The Board will continue its search.

 

Reappraisal: Ms. Godfrey reported that the Listers, joined by Mr. Kimmel, met with representatives from the Vermont Appraisal Company on November 7 to discuss potential plans and scheduling for a Town-wide reappraisal beginning in July 2020. Issues covered included: pricing, VAC’s professional background and approach to conducting a reappraisal, coordination with the Town’s Listers, and technical (computer/software) aspects of the project. Mr. Benson suggested that the Listers verify pricing for the cost tables underlying the project, which would affect the Town’s budget planning. On motion of Mr. Kimmel, Mr. Haggett second, the Board voted unanimously to have the Listers make a formal request to VAC to submit a proposal and draft contract for reappraisal services starting July 1, 2020.

 

Cyber-Security: the Board would like to meet with a vendor to understand what measures and hardware/software items would likely be needed to protect the Town’s systems. Ms. Peterson can probably recommend an appropriate vendor for an initial consult.

 

Old Business:

 

Approve Minutes of October 22, 2018 Board meeting: Mr. Benson made a motion to approve the October 22 meeting minutes, Mr. Haggett second: 3-0-0.

 

Approve Minutes of October 27, 2018 special Board meeting: Mr. Benson made a motion to approve the October 27 meeting minutes, Mr. Haggett second: 3-0-0.

 

Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $108,815.83, with large bills that include: MBFS USA LLC (Western Star – truck payment): $65,501.78; Caterpillar Financial Services (Loader lease): $13,678.98; R.E. Tucker (gravel & road reconstruction): $9,699.60. Mr. Kimmel second: 3-0-0.

 

Other Proper Business: the Board continues its review of the proposed Drug & Alcohol Policy.

 

Mr. Kimmel made a motion to adjourn at 8:07 p.m., Mr. Haggett second: 3-0-0.

Selectboard Meeting Minutes – Special Meeting 27 Oct 2018

 Selectboard, Selectboard Meeting Minutes
Nov 082018
 

The Town of Brookfield
Special Selectboard Meeting
27 October 2018
Town Clerk’s Office
Minutes
 
 
Present: John Benson, Jeff Kimmel, Cory Haggett, Kasey Peterson
 
Call to Order: John Benson called the meeting to order at 9:00 AM
 
Drug and Alcohol Policy Review: Discussion included federal requirements for the maintenance of employee CDL licenses, employee rights, the process by which drug tests are scheduled, and future training for employees.
 
Meeting Adjourned at 10:40 AM
 
 
 
Respectfully Submitted,
Kasey Peterson

Selectboard Meeting Minutes 08 October 2018

 Selectboard, Selectboard Meeting Minutes
Oct 182018
 

Town of Brookfield
Selectboard Meeting
October 8, 2018 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes
 
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Curtis Koren, Ted Elzey
 

Call to Order – 6:34 p.m.

 

Adjustments to Agenda – None

 

Public Comment: Ms. Koren and Mr. Elzey reported on a Sept. 26 meeting of interested citizens seeking to have Pond Village regain eligibility as a Designated Village Center under the state program offered by the Agency of Commerce & Community Development, Department of Housing and Community Development. Mr. Haggett had also attended the meeting. Pond Village had previously been included in the program, but the designation had lapsed. The program has the potential to improve access to grants, financial incentives, and tax credits for development in Pond Village, along with encouraging potential buyers for business properties available in the area. The Board suggested that the proposed coverage area might be extended east on Route 65 to include the Post Office property. The Board encouraged Ms. Koren and Mr. Elzey to move forward with drafting an application for the program, which would subsequently be submitted to the Board for approval and forwarding to the state DHCD.

 

New Business: Highway – Ray Peck (Road Crew Foreman) was not available for the meeting. An update on Road Crew activities will be provided at the next Board meeting.

 

Old Business:

 

Approve Minutes of September 10, 2018 meeting: deferred.
Haggett made a motion to approve the September 24, 2018 meeting minutes (as amended), Mr. Kimmel second: 3-0-0.

 

Payroll/AP Warrants: Haggett made a motion to pay the warrants totaling $15,972.05 with large bills that include: R.E. Tucker (gravel): $9,676.00; VT DEC – Watershed Management (state permit fees): $1,750.00; TENCO New England Inc. (plow parts): $1,326.04. Mr. Benson second: 3-0-0.

 

Other Proper Business: Valley Bowl Inc. submitted an application to “Cater Malt, Vinous and/or Spirituous Liquors” at an October 13 wedding reception (4:00 p.m. to 11:30 p.m.) at the Old Town Hall in Pond Village. Mr. Haggett made a motion to approve the application, pending review by the Town Clerk and receipt of appropriate fees; Mr. Kimmel second: 3-0-0.

 

  Mr. Haggett made a motion to adjourn at 7:01 p.m., Mr. Kimmel second: 3-0-0.

Selectboard Meeting Minutes 10 September 2018

 Selectboard, Selectboard Meeting Minutes
Oct 182018
 

Town of Brookfield
Selectboard Meeting
September 10, 2018 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)
 

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

Public Comment – None

 

New Business:

 

Highway

 

Cameron Access Permit: Mr. Peck met with the property owner, discussing potential removal of trees and providing year-around access to the property. Mr. Haggett made a motion to approve the Cameron Access Permit; Mr. Kimmel second: 3-0-0.

 

2019 Transportation Alternatives Program – Grants Availability: Mr. Peck will check whether the Town might qualify for the state program; he thinks it is for larger towns with a cap of $300,000. Mr. Benson suggested talking with Rita Zeto (TRORC) and see how it coordinates with stormwater regulations.

 

Other Highway Business:

 

Road Surface Assessment: Mr. Peck and Ms. Zeto completed the review. The next step is to do a drainage assessment of Town roads and develop a map of problem areas (hydrology map) Town-wide. The goal is to reduce/eliminate discharges or erosion occurring into waters of the State.
Peck reported that the new truck was taken to Westminster for warranty work, but he was not satisfied with the repairs. Administrative Assistant Kasey Peterson took photos and wrote a letter to Western Star, to help document the issue. The company indicated it would send a representative to review the issue with Mr. Peck.
Vehicles will need new/additional tires and chains in preparation for Winter road maintenance.
In addition, Mr. Peck is planning to get mud season material stockpiled and will work on ditching once the current rain conditions end.
Peck is reviewing the number of hours we can use part-time help based on budgeted amounts and hours. He will verify numbers with Ms. Peterson.
The Board also discussed the need to create another line item in the budget to accurately reflect expenditures and reimbursements derived from grant-related projects. The Board will inquire with Ms. Peterson about creating a spreadsheet to depict these transactions, and how to incorporate the information in the budget.
Benson asked Mr. Peck to review the existing Road Crew Foreman Job Description and provide comments and suggested changes to the Board.
The Board would also like to discuss with Mr. Peck the possible advantages/disadvantages of shifting compensation from an hourly rate to a salary for the Foreman position and maybe the employees. This is a potential item for a future Board meeting, and would be part of the planning for the upcoming FY 2019/2020 budget.
McKeage Road: the asphalt apron at the intersection with VT Route 14 needs to be repaired, which will require state involvement. Mr. Peck will follow up.

 

Old Business – Approve Minutes of August 27, 2018 Selectboard meeting: Mr. Haggett made a motion to approve the August 27 meeting minutes, Mr. Kimmel second: 3-0-0.

 

Payroll/AP Warrants: Haggett made a motion to pay the warrants totaling $16,420.78 with large bills that include: R.E. Tucker (gravel): $7,754.10; McCullough Crushing (gravel): $2,100.00; VLCT PACIF (insurance deductible): $1,000.00. Mr. Kimmel second: 3-0-0.

 

Other Proper Business:

 

Town Purchasing Policy: Mr. Kimmel and Ms. Peterson incorporated the previously approved dollar values in the policy.
Haggett to call the Solid Waste Division to see what can be done regarding the trash issue at a Ridge Road property.
Benson is planning to attend a meeting regarding a potential joint Randolph/Braintree/Brookfield Recreational committee on Sept. 20th at 5 pm. If Mr. Benson cannot go, Mr. Kimmel will attend.
Regarding restricting smoking at Hippo Park by the Floating Bridge: there is nothing in the property deed addressing it. The Town could have an ordinance that would apply to the park, but not the bridge or VT Route 65. The board would need to draft an ordinance, warn it, and then hold a public meeting. The Board will ask Ms. Peterson to contact VLCT regarding regulations for such activities. It would likely require signs at each of the entrances to the park.

 

  Mr. Kimmel made a motion to adjourn at 7:16 p.m., Mr. Haggett second: 3-0-0.

 
 

Selectboard Meeting Minutes 24 Sept 2018

 Selectboard, Selectboard Meeting Minutes
Oct 042018
 

Town of Brookfield
Selectboard Meeting
September 24, 2018 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes
 
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Ray Peck (Road Crew Foreman), Sam Dilcer, Chuck Barnum, Linda Kelly
 

Call to Order – 6:34 p.m.

 

Adjustments to Agenda – None

 

Public Comment:
Sam Dilcer: Mr. Dilcer sought clarification regarding the status of a potentially discontinued road that at one point traversed his property. The road was once a continuation of Old Cross Road that continued westward through Mr. Dilcer’s property. He reported that a neighbor had recently built a shed in that area, which may end up being associated with Mr. Dilcer’s property. After reviewing survey material presented by him, the Board suggested that Mr. Dilcer contact the Town Clerk and research records at the Town Offices to see if that could help determine the status of the former road.
Chuck Barnum: Mr. Barnum (Town E911 Coordinator) raised several issues he’s encountered while working with E911. He reported that, when reviewing new access permits, he ends up notifying (by mail) 5 or so emergency and municipal entities, which probably could be streamlined. Mr. Barnum noted that he’s encountered a discrepancy in the name of “Rabbit Trak” Road, so he will contact the relevant property owners regarding their preferences for the name. He also asked that the Road Crew verify that private drives and similar shorter roads in Town have proper E911 signage.

 

New Business:

 

Village Center Designation: Linda Kelly reported that Pond Village had been in the VCD program, but the designation had lapsed several years ago. Ms. Kelly went on to describe the economic incentives, including potential grant opportunities that would be potentially available if Pond Village was back in the program. The Selectboard would be responsible for submitting an application. A meeting of interested parties is scheduled for September 26, which Mr. Haggett will attend on behalf of the Board.

 

Highway: Mr. Peck reported on several activities and plans:

 

The Road Crew has been working with the state Agency of Transportation regarding improving the intersection of VT Route 14 and McKeage Road. AoT would like to remove the “island” at the intersection and pave the area so that it is more like a traditional turnout.
The Bear Hill project (culvert repair/replacement and drainage improvements) is still ongoing, including discussions with state officials. The current plan includes installation of a box culvert and remedial drainage measures.
Peck reported that a similar drainage problem exists at the north end of Pond Village, with the need to replace an existing culvert and another potential use of a box culvert.
Ditching projects have been conducted on Howe and Northfield Roads, and completed on Eagle Peak Road.
Pike Construction did complete repair work on the Brookfield portion of Chelsea Mountain Road.
Current and pending equipment repairs include: Mr. Peck’s truck has an oil leak, so it will be sent to Freightliner for repairs, which may still be covered by warranty; the crusher is awaiting replacement parts (coming from South Carolina), which will delay some ditching work; Winter tires and chains are being ordered, and Mr. Peck is soliciting prices.
Peck mentioned an issue had arisen regarding Town trucks being used to retrieve school buses that have gone off the roads during Winter and mud season. The Board (and Mr. Peck) will see what VLCT and the Orange Southwest Supervisory District suggest is appropriate, including potential liability/insurance concerns.
On motion of Mr. Benson, second Mr. Haggett: 3-0-0, the Board went into Executive Session at 7:23 p.m. for an annual personnel review. The Board returned from the session at 7:34 p.m.

 

Public Assemblage Permit – Brookfield Community Partnership:: Mr. Kimmel made a motion to approve the permit for a RUHS/Cuxhaven Germany Exchange potluck on October 5 at the Old Town Hall as written, Mr. Haggett second: 3-0-0.

 

Town Attorney: Mr. Kimmel reported that he had received a recommendation regarding a potential candidate to act as Broofkeild’s Town Attorney; the Board will follow up with the person.

 

Hippo Park – Smoking Ban: the Board discussed the process for imposing such a ban, along with the limitations on Town authority in the area of the Floating Bridge. Administrative Assistant Kasey Peterson had provided a couple examples of municipal regulations, which the Board will consult in drafting a proposal covering Hippo Park.

 

Old Business:

 

Approve Minutes of September 10, 2018 Selectboard Meeting: deferred

 

Special Meeting – Proposed Drug and Alcohol Policy: the Board will check if October 27, 9:00 a.m. will work for potential participants.

 

Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $46,109.49 with large bills to include: R.E. Tucker (Gravel): $16,422.00 and $11,348.40; Econo Signs (Road Signs): $4,583.44; Mr. Benson second: 3-0-0.

 

Other Proper Business:

 

Haggett reported that the Mountain Alliance Solid Waste District is setting up meetings, which at least one member of the Brookfield Selectboard should attend.
Haggett raised the ongoing trash issue on Ridge Road. Apparently the state is not going to follow up with the property owner(s), so the Board and Town Health Officer will need to pursue further legal action.

 

      Mr. Kimmel made a motion to adjourn at 8:11 p.m., Mr. Haggett second: 3-0-0.

 
 

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