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.

 
 

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.

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

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.

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.

 
 

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.

 
 

Sep 112018
 

Town of Brookfield
Selectboard Meeting
August 27, 2018 at 6:30 P.M.
Town Clerk’s Office
Minutes
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant
1. Call to Order – 6:30 p.m.
2. Adjustments to Agenda – None
3. Public Comment – None
4. New Business:
A. Highway
• Ray Peck (Road Crew Foreman) was not in attendance at the meeting, but Mr. Haggett spoke with him about what the Crew is working on. The Bear Hill project (culvert repair/replacement and drainage improvements) is ongoing, including discussions with state officials. Mr. Haggett had asked that Mr. Peck remind the crew about safety measures and the need for appropriate signage. They will keep one sign in the grader and roll up additional signs in another truck, with attached brackets. Work continues on ditching and starting resurfacing on roads. Everything else at the garage is going well.
• Mr. Haggett made a motion that the Board go into Executive Session at 7:06 p.m., Mr. Kimmel second: 3-0-0. The Board returned from the session at 7:11 p.m.
1. Access Permit – Cameron: Mr. Haggett suggested that they defer this permit until Mr. Peck can contact and discuss the access with Ms. Cameron.
2. Access Permit – Edson: Mr. Peck has looked at this access on 301 Ralph Road for William and Theresa Edson. Mr. Haggett made a motion that they approve the permit for 301 Ralph Road, Mr. Kimmel second: 3-0-0.
3. Grants in Aid Watershed Letter: Notice of Intent that we will be covered under the Statewide Permit – New Program. Administrative Assistant Kasey Peterson will be asked to follow up with the required forms.
B. Public Assemblage Permit – Brookfield Community Partnership: Mr. Kimmel made a motion to approve the wedding reception on September 8 at the Town Hall as written, Mr. Benson second: 3-0-0.
C. Gillespie Fuels Contracts: There are three options. Mr. Haggett recommended that the Pre-Buy was the best option in terms of potential savings and regular delivery. Mr. Haggett made a motion that the Board approve the Option 2 – Pre-Buy plan and pay for the fuel up front, Mr. Kimmel second: 3-0-0.
5. Old Business:
A. Cemetery
• Fence – Joe Mangan (Cemetery Sexton) attended the meeting to discuss work proposed on the East Hill Cemetery. The cost for the fencing project is $12,600 (painting included) to do all the work. Half the project would be about $6,300.
• He wants to use money from the cemetery savings account, if not earmarked for any other project, so the fence project on East Hill can be done in one season and not use all of this fiscal year’s budget money for just the fence project. Mr Mangan observed that there is a lot of repair work remaining in the other Town Cemeteries.
• Mr. Mangan and the Board talked about whether this type of fence project would be used at the other cemeteries and the consensus was they each had different needs and that different fence styles would be appropriate. The East Hill project appeared to have more interest from residents in retaining a white picket fence.
• Mr. Kimmel made a motion to fund the replacement of the fence at the East Hill Cemetery through the existing cemetery savings account for $12,600 and not use money from the fiscal year budget, Mr. Haggett second: 3-0-0.
B. Audit
• Ginny Brees (Town Auditor) was at the meeting to discuss what the Town Auditors thought about the cost/services proposed by the accounting firm for the Town’s audit this year. The cost of plans submitted was different than what was quoted previously.
• Basic audit to cost $7,500, which represents a lesser level of scrutiny and results in a summary of annual activity; a full audit the following year would not have to cover as much material as a full bi/tri-ennial period of coverage.
• Mr. Benson expressed concern that if we use the basic audit it might adversely affect us when we go to purchase equipment as we usually need an outside audit every three years for those types of purchases.
• The Board inquired about seeking a bid from another accounting firm. Ms. Brees noted that we had worked with the current audit firm for a few years; although they had a recent change in staffing, continuing the relationship would probably be more efficient for the upcoming cycle.
• Mr. Benson suggested that we pursue an intermediate level of review for this year, which would provide some security should the Town need to tap external financial resources, while also reducing the level of audit resources and effort triggered in the future.
• Mr. Haggett made a motion to spend $9,000 for the intermediate level of audit review, Mr. Kimmel second: 3-0-0.
C. Purchasing Policy
• The Town needs to set guidelines and limits for various levels of purchases, including indicating what levels of items need to go out for bids. The Board discussed various options, based on a VLCT model version.
• Mr. Benson made a motion that the Town establish a Purchasing Policy with the following graduated levels: Incidental purchases (up to $5,000), Minor purchases $5,000 to $200,000), and Major purchases (anything above $200,000); Mr. Haggett second: 3-0-0.
• Mr. Kimmel will finalize the policy draft with Ms. Peterson.
D. Conflict of Interest Policy:
• Mr. Kimmel reviewed the proposed policy with the Board, based on a VLCT model. In addition to covering various examples of potential situations giving rise to conflicts of interest involving Town officials and employees, the proposed policy also delegates to the Selectboard Chair the authority to oversee/decide COI matters as they arise.
• Mr. Haggett made a motion to adopt the proposed Conflict of Interest Policy as revised, Mr. Kimmel second: 3-0-0.
E. Approve Minutes of August 13, 2018 Meeting: Mr. Kimmel made a motion to approve the August 13th minutes, Mr. Haggett second: 3-0-0.
6. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $28,034.15 with large bills to include: R.E. Tucker (Gravel): $12,555.20; Tenco New England, Inc. (grader blades): $2,100.00; Community Bank (Credit Card): $1,556.61; Mr. Kimmel second: 3-0-0.
7. Other Proper Business:
• Mr. Kimmel asked the Board Members about potential dates to meet with the Randolph Recreation Committee about Brookfield and Braintree possible providing financial support. Mr. Benson cannot attend the proposed September 7th meeting.
• Mr. Benson chatted with the DuBois & King’s IT Department about power failure protection strategies. They indicated a generator would not provide instant recovery for electronics, although if the power was out for an extended period it would work to keep the Town office going, but not in the moment of power surge. The best bet for electronics is a surge protector/uninterruptable power supply.
• The Board is going to ask Town Clerk Teresa Godfrey about her experiences with power failures at the Town Offices, including brief and extended outages.
• Mr. Benson said that he has contacted Dan Mason regarding the continual trash issue on Ridge Road, but has not heard back from him. Mr. Benson talked to Starr Strong, who indicated that continued action should come from the ANR Solid Waste Division. Either Mr. Benson or Mr. Haggett will contact them.
• The Town Public Safety Committee and Two Rivers-Ottauquechee Regional Commission are going to do a study later this week, gathering information (cost etc.) about obtaining the Sherriff’s speed cart instead of pole-mounted speed monitors, so it will be easier track different roads.
• Mr. Haggett reported that he will not be at the next Selectboard meeting, as he has a business trip.
8. Mr. Kimmel made a motion to adjourn at 8:09 p.m., Mr. Haggett second: 3-0-0.

Aug 282018
 

Town of Brookfield
Selectboard Meeting
August 13, 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), Teresa Godfrey (Town Clerk/Treasurer), Lynne & Scott Wakefield, Nancy Jacques
1. Call to Order – 6:30 p.m.
2. Adjustments to Agenda – None
3. Public Comment:
• The Wakefields continued discussion with the Selectboard about plans to repair Davis Acres Road. They requested a letter from the Town confirming permission for the Wakefields to perform work on the road. Mr. Benson noted that the Town would need to publish a notice in the Randolph Herald warning about the dates of the work, along with having the Road Crew post signs during the period of work. Mr. Peck will contact Administrative Assistant Kasey Peterson about placing the notice and work dates. The work will include about 1,800 feet of the road, involving installation of about 160 feet of 24-inch replacement culverts, with supporting surface and drainage repairs.
• Ms. Jacques offered comments on several topics:
 She inquired whether people are using the port-o-potties at the ends of the Floating Bridge, reporting that she had seen a person relieving themself elsewhere near the West end of the bridge. The Board believed that the facilities are being used as confirmed by the service billing.
 Parking at the Hippo Park end of the bridge can be congested, with people in the right-of-way and obstructing the stop sign. Mr. Benson observed that this is a continual issue, particularly during warmer conditions and weekends. He added that the road is owned and supervised by the state, and that state officials could choose to close that section of the Rt. 65 to parking.
 Some people are smoking at the park: should the Town put up a “No Smoking” sign? The Board would consider doing so, and will also check the deed for the parcel to see if there are already restrictions.
 The fence at the East Hill cemetery needs to be repaired/replaced. Joe Mangan (Cemetery Sexton) is aware of the problem, and is looking into contractor bids for partial or complete replacement of the fencing. Ms. Jacques offered to see if the neighbors might also contribute to the project, which the Board appreciated and acknowledged would help move the project along.
4. New Business:
A. Tax Rate: the Board consulted with Ms. Godfrey about the appropriate figures, and on motion of Mr. Haggett, Mr. Kimmel second, passed the Brookfield Tax Rate for FY 2018-2019: 3-0-0 (attached).
B. Highway:
1. Mr. Peck met with a representative from ECFiber on the question of running a fiber optic cable under East Street. The agreement was that the Town Road Crew will dig the ditch and supply materials, with the company subsequently providing reimbursement. ECFiber will have employees available for traffic control.
2. Access Permit (Susan Cameron): the proposed drive would be located on Twin Pond Road, approximately 1 mile from the intersection with state Route 14. The Board discussed conditional approval for summer use only, with no accommodation for Town maintenance of Winter access. If Ms. Cameron wishes to pursue full-year access, she will need to apply for a permit amendment. Mr. Peck will talk to Ms. Cameron about seeking an alternative location for the drive.
3. Access Permit (Matthew Gadbois): the proposed drive would be located on West Street, approximately 0.5 mile from the intersection with state Route 65. On motion of Mr. Haggett, Mr. Kimmel second, the Board voted 3-0-0 to approve the proposed permit.
4. Mr. Peck has inspected the area on Northfield Road where there has been an alleged removal of ledge without Town approval. He will continue to monitor the site and would welcome reports from local residents on any pertinent activity.
5. Mr. Peck reported that the first round of road sign repair/replacement will cost approximately $2,700. The signs will be addressed as recommended by the Public Safety Advisory Committee in their listing of priorities.
6. Executive Session: on motion of Mr. Benson, Mr. Haggett second, the Board went into Executive Session at 7:39 p.m. regarding a personnel matter: 3-0-0. The Board returned from the session at 7:50 p.m.
7. Grant Application for Bear Hill Road Culvert Work: Mr. Peck will contact a representative with the state Agency of Transportation about what culvert and drainage work will be done. Mr. Peck would also like to do some test digging to check the stability of the area affected, how much and what material is required, and what would be potential effects on water flow.
8. Mr. Peck reported that the Road Crew will be hiring 2 trucks to help with the resurfacing of a section of East Hill Road with 800 yards of material. He will confer with Ms. Peterson about budgeting, keeping in mind that the Town is still early in the FY 2018/2019 period.
9. The Board will also ask Ms. Peterson to contact Pike about completing shoulder work on Brookfield’s portion of the Chelsea Mountain Road.
C. Backup Power for the Town Offices: Green Mountain Power is offering help for installation of Tesla Powerwall battery systems. Mr. Benson will inquire with an IT person at his DuBois & King office about their knowledge and/or experience with the system.
D. Public Assemblage Permit(s): on the motion of Mr. Haggett, Mr. Benson second, the Board approved the permit applications submitted for events at the Old Town Hall and the annual trotting races on Morgan Mile Road; 3-0-0.
5. Old Business
A. Town Attorney: the Board discussed options including potential sources in Randolph and Royalton. Research will continue along with inquiries with other similar Towns.
B. Minutes of 7-23-18 Selectboard Meeting: on motion of Mr. Haggett, Mr. Kimmel second, the minutes were approved; 3-0-0.
C. Special Meeting re: Drug and Alcohol Policy: the Board briefly discussed the possibility of arranging (and warning) a meeting for late October 2018.
D. Conflict of Interest/Purchasing Policies: tabled.
6. AP/Payroll Warrants: on motion of Mr. Haggett to approve payment of warrants totaling $28,224.42 with large bills that include: Everett J. Prescott (culverts): $7,182.20; Gorman Group LLC (chloride): $3,958.76; WRVA (ambulance): $3,767.50; Mr. Benson seconded: 3-0-0.
7. Other Proper Business: Mr. Benson mentioned that he had been contacted by the Randolph Recreation organization about a potential coordination with Brookfield for planning and financing activities. He will follow up about a potential initial meeting.
8. Mr. Haggett made a motion to adjourn at 8:50 p.m., Mr. Kimmel seconded: 3-0-0.

Aug 022018
 

Town of Brookfield
Selectboard Meeting
June 23, 2018 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes
 
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant
 

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

Public Comment – None

 

New Business:

 

Highway: Ray Peck (Road Crew Foreman) is unavailable; Mr. Haggett spoke with him and will provide an update.

 

Letter from Pike Industries re: rate increases: no action required. As there are no current paving projects planned for FY 2018/2019, the pricing doesn’t affect the Town this year.

 

Report (Mr. Haggett)

 

Working on Blodgett Road tomorrow (Tuesday) to get the dam and drainage repaired.
Davis Acres Road: Mr. Peck met with the Wakefields and about repair work, which should be about $3,500 worth of culverts. The Wakefields will install the culverts if the Town provides them. Dean Salls to do the work. Mr. Benson mentioned that this would use about ½ the culverts budget for this fiscal year.
The Board approved moving forward with the proposal. In addition, the Town should verify the classification of the road, as had been discussed previously.

 

Haggett made a motion at 6:37 p.m. to go into Executive Session regarding a personnel issue, Mr. Kimmel seconded: 3-0-0. At 6:40 p.m. Mr. Haggett made a motion to leave Executive Session, Mr. Kimmel seconded. 3-0-0.

 

Other Highway Business

 

All staff are getting along well. Mr. Benson mentioned that the roads will likely need to be regraded after the impending storm system comes through, which will keep the crew busy. The Road Crew may also end up grading Route 65, which Mr. Benson said would be reimbursed by the State for potential time, equipment, and materials costs.

 
 
 

Annual Audit

 

The Town budgeted $5,700 to have a partial version done. Fothergill Segale & Valley provided estimates for a “Review” version (up to $9,000) and a “Compilation” version (up to $7,500). The proposals were significantly higher than the figures discussed with a FSV representative last year.
Kimmel will consult with Administrative Assistant Kasey Peterson about the proposals, and follow up with FSV regarding the differences in services, potential impact on the full audit expected for next year, and recommendations on how to proceed.
Haggett asked if we should go out to bid for Audit services. Mr. Kimmel will ask Mrs. Peterson about other firms that might be available, including VLCT recommendations. The Board will follow up on the issue.

 

Town Attorney

 

Benson talked with Town Clerk Teresa Godfrey about looking into engaging another Town Attorney. The Board discussed timing, along with consulting with VLCT and other Towns about attorney availability. Mr. Benson will also contact current attorney Pam Stafford about her plans and recommendations.

 

Old Business:

 

Approve Minutes of July 9, 2018 Selectboard meeting: Mr. Haggett made a motion to approve the July 9 minutes as amended (regarding dust/sand removal on Northfield/Stone Roads), Mr. Kimmel seconded: 3-0-0.

 

Foreman Job Description: Mr. Haggett suggested that we table this item until Mr. Peck is available to review the issue with the Board.

 

Payroll/AP Warrants: Mr. Kimmel made a motion to pay the warrants totaling $65,246l.02 with large bills that include: Town of Barre (ambulance 1-year): $27,551.07; Brandon Stevens Mowing (roadside mowing): $8,500.00; Milton Cat (loader): $7,555.23. Mr. Haggett seconded: 3-0-0.

 

Other Proper Business:

 

Kimmel will work on arranging a mutually agreeable meeting date for the Board to meet with Mrs. Peterson to talk about the Road Foreman duties and preparing a Drug Policy for the Town; a Saturday Special Meeting in August is likely, and will be arranged and warned accordingly.
Kimmel to contact Mrs. Godfrey to collect documents for establishing the Town Tax Rate for FY 2018/2019. Mr. Benson will also collect the relevant budget information, including estimates as to funds remaining from last year that could be reimbursed to taxpayers.
Kimmel reviewed the Election Training that Mrs. Godfrey and he attended. The training covered a new computer/tablet system to improve access to voting, particularly for people with disabilities or special needs. He noted that the system is not connected in any way to the Internet, which should help ensure appropriate security.
Benson asked if there was any other business. Mr. Haggett observed that the Ridge Road trash issue has arisen again and he has left messages with Dan Mason about the Town’s next response. Mr. Benson asked Mr. Kimmel about sending letters to the property owner, which Mrs. Peterson did previously by certified mail. Mr. Benson will also contact Town Health Officer Starr Strong about potential follow-up.

 

      Mr. Kimmel made a motion to adjourn at 7:20 p.m., Mr. Haggett seconded: 3-0-0.

 
 

Jul 232018
 

Town of Brookfield
Selectboard Meeting
July 9, 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), Jeff Tracey, Lynne and Scott Wakefield
 

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

Public Comment

 

Tracey – Maintenance on Stone Road.

 

Tracey’s residence is located near the junction of Stone Road and Northfield Road. He described problems with the accumulation of large amounts of sand due to winter sanding of Stone and Northfield Roads. In addition there is a huge amount of dust in the Spring/early Summer times. Mr. Tracey reported that he cleans/sweeps right by his house, but still gets inundated with the sand.
Benson asked Mr. Peck to take review potential responses to the problem, including use of less sand in Winter and/or more chloride in the area. Mr. Peck will also look into renting a sweeper to remedy sand accumulation.

 

Wakefields – Use of David Acres Road

 

The Wakefields are running more vehicles on the road, and thus are looking into improving the road surface to withstand the traffic. In addition, more ditch work and culverts are needed to stabilize road conditions. They offered to help with the work and help pay for the materials and equipment, and wondered if the Town was also willing to supply some of the culverts and other materials needed? At least a couple of 2 foot x 40 foot culverts would probably be necessary.
Benson suggested that Mr. Peck meet with them and review site conditions and proposed remedies, and then report back to the Board. He will meet with them on Thursday, July 12th.

 

New Business:

 

Highway

 

Northfield Paving Grant Amendment

Needs Town’s signature. Mr. Kimmel made a motion to approve and have the Selectboard sign the Northfield Paving Grant Amendment, Mr. Haggett seconded: 3-0-0.

 

Road Foreman Job Description: examples and copies of current job description given to all Selectboard members to look at. The Selectboard will discuss at the next meeting.

 

Other Highway Business

 

Peck wants to hire Stan Wheatley to work on the Pickle Pond project. He is not comfortable with the backhoe work. We have gotten permission from the State to dig it out and fix the pipe.
Peck asked if the backhoe repair bill is in this year’s budget dollars or last year, as there will be extra on it. He was told to have the company fixing it resubmit the whole bill with the extra amount to the Town.
Peck needs to call Pike to see when they are going to do the shoulders on the Chelsea Mountain Road paving project. Mr. Benson inquired whether that was part of the contract invoice we just paid.
Benson asked Mr. Peck to get a price to do crack sealing on the Ridge Road; the road work needs to be done sooner than later so that repairs don’t get backed up towards the end of the season.
Stuart Edson submitted a list of the signs (about 30) that the Public Safety Advisory Committee would like to see purchased and installed this year.
Benson asked Mr. Peck if the posts had been added across the Floating Bridge for the second trash can: Mr. Peck said once the backhoe is back from repairs they will get on that.
Peck mentioned that when the crew is not using the new truck, it needs to go in for some body work. The company is going to fix the issue free of charge. He noted that the same issue happened to the Town of Chelsea’s truck too.
East Hill needs to be fixed with about 1,000+/- yards of surface material.
Rob Wheatley is temporarily unavailable to help with Road Crew work.

 

Appoint Mardee Sanchez to the Board of Adjustment: Mr. Kimmel made a motion to appoint Mardee Sanchez to the Board of Adjustment, Mr. Haggett seconded: 3-0-0.

 

Cemetery Contract

 

The proposed contract to rehire Joseph Mangan for a 2 year period (July 2018 – July 2020) is the same price. It can be extended for an additional two years at the same price.
Benson made a motion to approve the Cemetery Contract with Mr. Mangan and give Mr. Kimmel authority to sign for the Selectboard once Mr. Kimmel and Mr. Mangan have reached agreement on the contract language; Mr. Haggett seconded: 3-0-0.

 

Old Business:

 

Approve Minutes of June 25, 2018 Meeting: Mr. Kimmel made a motion to approve the June 25 minutes, Mr. Haggett seconded: 3-0-0.

 

Orange County Sheriff Contract

 

Lew Stowell (PSAC) requested that the following items be included in the contract: 1) Radar Display cart, 2) Patrols at least 60% of the contract-allocation in the late Spring/Summer/Fall period, 3) Patrols should favor higher traffic roads/areas.
Kimmel will look at the contract and draft up a cover letter to accompany with the Town’s requests.
Benson made a motion that we sign the 12 month contract with the PSAC recommendations included in the cover letter, Mr. Haggett second: 3-0-0.

 

Personnel Paperwork for Administrative Assistant: this item has been taken care of already.

 

Set Schedule for Special Meeting Regarding Drug and Alcohol Policy: the Selectboard will coordinate with Ms. Peterson to schedule the meeting.

 

Payroll/AP Warrants:

 

Haggett made a motion to pay the warrants totaling $29,735.60.17 with large bills including: Pike Industries (Chelsea Mtn. Rd Paving): $21,402.50; Vermont League of Cities & Towns (VLCT Dues): 2505.00; Two Rivers – Ottauquechee (Two Rivers Dues): $1,873. In addition, Mr. Haggett made a motion to pay the rest of last fiscal year’s warrants totaling $60,109.49 for: Hebert Excavation (Sand): $49,942.50; S. Wheatley & Sons (East Hill Ditching): $8,000.00; Summit Landworks (East Hill Seeding): $2,150.00; and Farm N’ Country Hardware (Drill Bit): $16.99; Mr. Kimmel seconded both motions: 3-0-0.

 

Other Proper Business:

 

Kimmel mentioned that he and Town Clerk Teresa Godfrey would be attending an Election Training session for a computerized balloting system; all Towns will be using this system in the upcoming elections, which is designed as an aid for disabled and special needs voters.
Haggett mentioned that the trash issue is happening again on a Ridge Road property. Mr. Benson said he would give appropriate oversight individuals a call and see what steps can be continued to address the issue.
The Town has received from the VT Dept. of Taxes the Notice of Education Tax Rates for Fiscal Year 2019. The Selectboard at the next meeting we will work on developing the Brookfield’s tax rate.

 

      Mr. Kimmel made a motion to adjourn at 7:40 p.m., Mr. Haggett seconded: 3-0-0.